VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday July 19, 2022
The Board of Commissioners met at 9:00am on Tuesday July 19, 2022.
In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman & Kathy Koziell.
Meeting videotaped by Carol of Madison TV
At 9:00am Commissioner Ralph Lutjen calls the meeting to order
Public Meeting
Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the Minutes of 7/12/22, Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the 7/12/22 sealed Non-Public Minutes RSA 91-A:3 II (d), Jay Buckley 2nds, passes 3-0.
Ralph Lutjen makes a motion to approve the 7/12/22 Non-Public Minutes RSA 91-A:3 II (L), Mike Smith 2nds, passes 3-0
Mike Smith makes a motion to approve the 7/13/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 3-0
Jay Buckley makes a motion to approve the 7/13/22 Sealed Non-Public Minutes RSA 91-A:3 II (b), Mike Smith 2nds, passes 3-0
Jay Buckley makes a motion to approve the 7/13/22 Minutes, Ralph Lutjen 2nds, passes 2-0-1
Mike Smith makes a motion to approve the Operating Account manifest for $48,038.91, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion to approve the Water Assessment Fund Manifest for $32,653.91, Mike Smith 2nds, passes 3-0
Mike Smith makes a motion to approve the Water Project Fund Manifest for $20,000, Ralph Lutjen 2nds, passes 3-0
DPW
Discussion on Klausen paving, paving started today 7/19.
There is a driveway being repaved on Saint Moritz that does not have a driveway permit. Kelly Robitaille informed them that they need to come to the office and file an application.
Discussion on sand for the beach’s application. The application is $400. Boulder beach is the beach that needs sand the most.
Mike Smith makes a motion to spend up to $400 on the PBN application for the addition of sand on the beaches, Ralph Lutjen 2nds, passes 3-0.
Kathy Koziell states that years ago an environmentalist came out and said that we could not take sand out of the water to put back on the beaches. The only way to stop the sand from going into the water is to create a perch.
Administration
Review of August meeting schedule.
Mike Smith makes a motion to approve the August Meeting Schedule, Jay Buckley 2nds, passes 3-0
Discussion on the monthly cash flow as of June 30th. The tax check from Madison came on July 11th for $296,927.00. The ending balance as of June 30th for the Operating Account was $181,231.13. The ending balance as of June 30th for the Water Assessment Fund was $214,617.11. The ending balance as of June 30th for the Water Project Fund was $20,928.03. The ending balance as of June 30th for the Dawson Retainage was $13,436.79. The TAN Note that was taken will be paid back in December 2022. The total CRF balance is $435,607.31. Review of remaining loan payments: Grader lease coming off in 2023 has a remaining balance of $29,226.12 and Oak Ridge that is coming off in 2023 has a remaining balance of $16,839.04.
Discussion on the PRV RFP’s that were due back on July 15th. Only had 1 response that was not able to do it due to the contract deadline. Jay Buckley states that he reached out to G.E Brown, E & R Excavating and T & D Excavating LLC to see if any of them can complete the project.
Discussion on the Reinach project.
Jay Buckley makes a motion to sign the certificate of competition submitted by Brad from Jones & Beach, Ralph Lutjen 2nds, passes 3-0
Ralph Lutjen is going to sit down with the office to get the final cost on the Reinach project. The Dawson retainage check will go out with next week’s manifest.
Jay Buckley makes a motion to transfer $20,000 from the Water Project Account to the Water Assessment Fund for the AMP Grant, Ralph Lutjen 2nds, passes 3-0
Jay Buckley makes a motion to transfer $4,008.46 from the Water Assessment Fund to the Operating Account for the June Budget, Mike Smith 2nds, passes 3-0
Jay Buckley makes a motion to transfer $8,000 from the Water Assessment Fund to the Water Line Extension CRF for a new water hook-up, Ralph Lutjen 2nds, passes 3-0
Discussion on the 2021 audit, the information on the pension plan was adequate but the information on the medical plan was not. Per a conversation with HealthTrust, we have no obligation to fund a retiree’s medical plan. Ralph Lutjen states he is looking to have the following document signed “For both employees who retire early and for those who retire at full retirement age insurance coverage is available under the Health Trust Plan. For those retirees that want continued coverage a direct billing arrangement can be made for the retiree to pay for the full cost of the continued insurance. The Village District of Eidelweiss has no financial responsibility for any retiree insurance cost.”.
Ralph Lutjen makes a motion to sign the Retiree Medical Insurance Coverage Policy, Mike Smith 2nds, passes 3-0
Commissioner’s Concerns/Reports
Jay Buckley questions the Motion/Action log, it is not in use.
Jay Buckley asks how the Work Orders are going with Simply Water, Alexis Wagoner states that everything has been going smoothly.
Ralph Lutjen discusses an email he had with Steve Doyon informing him about the removal of the beaver dam. Kelly Robitaille states that the DPW has removed some of the dam and there is a steady flow coming out. There is also no beaver activity.
Discussion on Operating Budget:
Office supplies is over budget by 15.7%
Office Equipment & Maintenance is over budget by 88.8%
Overtime is almost expended at 94.7% Kelly Robitaille states that the overtime amount has not changed over time and kept up with the increase in wages.
Maintenance on vehicles is almost expended at 80.2%. The backhoe has had a lot of repairs.
The sand budget line is almost expended at 77.9%
Mike Smith makes a motion to appropriate up to $5,000 for the sand line item, Ralph Lutjen 2nds, passes 3-0
Highway & Streets total line item is at 48%
Discussion on heating line item which is already over budget by 7.4%
Total operating Budget is used up by 54.7%
Discussion on Water Budget:
Nothing jumps out as a concern the total budget is used up by 44.1%
Discussion on CRF Funds:
Equipment Rep Cap Exp Fund $41,756.57
Highway Equipment Fund $75,161.68
Land Acquisition Fund $11,316.65
Medical Insurance Exp Trust Fund $5,031.18
Office Equipment Fund $2,279.81
Road Construction Fund $7,221.06
Waste Tank Maintenance Fund $5,003.24
Water Line Extension Fund $140,785.21
Water Pipe Improvement Fund $40,721.63
Water system CRF $46,086.94
Water Tank CRF $60,242.34
Sale of Lodge $1.00
Kathy Koziell suggests taking the backhoe expenses out of the highway Equipment CRF.
Discussion on outstanding water payments $16,080.19. 12 are remaining water bills and the other remaining are water services and old standing accounts where water is shut off.
Ralph Lutjen adds to check with the auditor to clear up the budget issues. Jay Buckley questions if we can close out the old accounts that are sitting there and how we could go about doing so.
Ralph Lutjen discusses the HealthTrust plan that the VDOE currently has and comparing it to Madison’s plan
Asset Management
Discussion on the leak detection application. Jay Buckley reads email from Larry Leonard. Office is to reach out to Larry Leonard and find out what additional information he wanted added to the application so that the BOC can approve it next week.
Review of Horizons pricing for additional items to be done, $1,200 a year for updates to the map.
Correspondence & Public Comment
Review of the BPPWPA Email
Review of the Green Mountain Conservation Group Newsletter
Review of NHRS 2024-2025 Employer Contribution Rates (Office is to send rates to Commissioners)
Review of the Granite State Analytical Results
Review of the email from Dinah Reiss
Ralph Lutjen makes a motion to unseal the minutes from 7/6/22 under RSA 91-A:3 II (L), Jay Buckley 2nds, passes 3-0
NON-PUBLIC MEETING
Ralph Lutjen makes a motion at 9:53am to go into Non-Public for RSA 91-A:3, II (b). Jay Buckley seconded. Motion Passed 3-0.
Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to public meeting at 10:06am. Mike Smith seconded. Motion Passed 3-0.
Jay Buckley makes a motion at 10:07am to go into Non-Public for RSA 91-A:3, II (a). Mike Smith seconded. Motion Passed 3-0.
Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 10:35am. Ralph Lutjen seconded. Motion Passed 3-0.
Jay Buckley makes a motion at 10:38am to go into Non-Public for RSA 91-A:3, II (d). Mike Smith seconded. Motion Passed 3-0.
Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:52am. Mike Smith seconded. Motion Passed 3-0.
Jay Buckley makes a motion to seal the minutes of 7/19/22 under RSA 91-A:3 II (d). Ralph Lutjen seconded. Motion Passed 3-0.
Jay Buckley makes a motion at 10:53am to go into Non-Public for RSA 91-A:3, II (L). Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:34am. Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion to seal the minutes of 7/19/22 under RSA 91-A:3 II (L). Jay Buckley seconded. Motion Passed 3-0.
Public Meeting
Discussion on Horizons pricing and paid asset management.
Discussion on getting the GIS and hydro model software for the office to view the mapping done by Horizons.
Ralph Lutjen makes a motion to verify that the hydro model is to be done at no cost to the VDOE, Mike Smith 2nds, passes 3-0.
Mike Smith makes a motion to adjourn at 11:44am, Ralph Lutjen 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.