VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 28, 2019
The Board of Commissioners met at 8:00 pm on Thursday, February 28, 2019. In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were residents Paula Doyle, Diana Dolan, Mike Dolan and Jay Buckley. The meeting was filmed for Madison TV by Tim Hughes.
At 8:00 pm Commissioner Adam Leiser calls the meeting to order.
1. Agenda
Adam Leiser makes a motion to approve the agenda. Kathy Koziell seconds. Motion passed 2-0.
The action list is reviewed and discussed.
Adam Leiser makes a motion to that he will handle the monthly safety meetings to be scheduled with the DPW. Kathy Koziell seconds. Motion rescinded. Adam Leiser makes a motion to have Kathy Koziell handle the monthly safety meetings. Kathy Koziell seconds. Motion passed 2-0.
2. Highway Department Report
Highway Personnel are not in attendance.
3. Water
A meeting with Ian Hayes will be scheduled.
4. Administration
Cash flow report is reviewed and discussed. Discussion occurs on TAN note and municipal financing. Year to date budgets is reviewed. Highway repair line item is discussed: line is 56% expended prior to the annual meeting held 2/23/19.
Discussion on the cash flow report, collection of taxes by Madison. Collection of water bills is discussed. Report will be updated for 2019 approved budget. Loans are discussed. Discussion on payments and ability to make payments earlier to reduce interest charges. Discussion on addition of a comparison line in this report showing 2018 and 2019 is held. Discussion on cash flows and payments from budgets is held. Deferring bills until tax monies are received so as to reduce the amount of TAN loan is discussed. Register balance on report is discussed as line to add the 2018 comparison data. This will be added to the report. Review of CRF balances is done. Discussion on water usage account is held.
Adam Leiser makes a motion to fund the $900 grader repair from the highway equipment repair CRF. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to fund $897 for backhoe repairs from the highway equipment repair CRF. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to fund $1,600 for backhoe repairs from the highway equipment repair CRF. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to fund $897 of the 7400 repairs from the highway equipment capital reserve fund. Kathy Koziell seconds. Remaining $825 that was approved will be charged to the highway equipment repairs budget line item as this is for chains.
Discussion on operating budget and expenses for equipment is held.
Discussion on meeting with Sheriff Richardi regarding the cabana tower site. March 12 at 9 am at the office will be scheduled as a Commissioners meeting. Sheriff Richardi will be asked to arrive 10 am.
March 9th at 9 am in the library will be next Commissioners meeting.
Establishment of Commissioners email addresses is discussed. Cost to be attached to the website is $4.00 per email address. Adam Leiser makes a motion to allocate $132 for email addresses for 2019. Kathy Koziell seconds. Discussion on past email accounts for commissioners; these were privately held. Commissioner 1 for Kathy Koziell; Commissioner 2 for Adam Leiser. Motion passed 2-0.
Discussion on budget committee is held. Will be looked into for legality of formation.
Discussion on payment to the checklist supervisors. Payment is made annually. Amount for last year will be looked at and reported to the Commissioners.
5. Accounts Payable
6. Minutes
Kathy Koziell makes a motion to approve the minutes of February 26 as amended. No second.
Cost detail for approved purchase orders will be added prior to approval.
7. Commissioners Reports
Adam Leiser discusses keys for entry. A code will be needed from each new Commissioner for updating the locks. Nancy Cole can re-program the locks so a locksmith does not need to be hired. This will save the District approximately $500 which had been allocated by the Commissioners during last meeting.
Adam Leiser makes a motion to allow the Communications Committee access to the website for updates to be implemented. Kathy Koziell seconds. Discussion on posting of information is held; the office will still post all documents. Committee will make recommendations to the Commissioners for approval to implement changes. Motion passed 2-0.
Adam Leiser requests the quote for the muddy beach siding. This will be pulled.
Adam Leiser requests a verification of the list of homes that will be benefited by the Reinach pressure zone. This will be put together for review.
Add a non-public for legal review to the agenda for March 12th.
Emails received at the office are discussed. Auto forward of all emails is questioned.
Discussion on highway block grant money is held. Adam would like to review obtaining funds from the Town of Madison. Madison has no legal obligation to share these funds with the VDOE. This will be placed on the action list for submission of a petitioned article for the Town of Madison warrant.
Discussion on specific hours for the office are discussed. 9-12 Mon and Wed; 1-4 Tues, Thurs and Friday. This will be implemented. Times that may be altered for time off will be noted.
Canoe rack registration is discussed. As this process is part of the Ordinance, the 2019 form is already in process. Andrew Harteveldt will be asked to update and review the canoe rack registration form for any suggestions prior to submission to the Board for approval.
Meeting with Kelly Robitaille is discussed. Development of a form for review of highway information will be worked on. Discussion on limiting overtime for the full-time crew is held. Commissioners are informed you cannot mandate compensatory time. Adam Leiser discusses having a full-time member go home and have the part time employee come in once the full-time employees are at 40 hours. Discussion with the crew will be needed. Recommendation to discuss with crew prior to any action is made. Having a time clock is discussed.
Washing vehicles is discussed. Establishing a policy regarding washing trucks is discussed. Asking Madison for a place to wash the trucks is discussed as an option as the crew cannot wash the vehicles inside the DPW garage.
Communication committee will be asked to include removal of campaign signs in the upcoming newsletter.
Communication committee will be asked to include vote tally from annual meeting. Nancy Cole will supply this information.
Discussion on social media recommendations for other sites is outlined. Use of social media to promote good things happening in Eidelweiss is discussed.
Discussion on updating the beach ordinance is outlined. The posted signs do not match the Ordinance. This will be addressed with any proposed update for the public hearing scheduled
Adam Leiser makes a motion to allow Kathy Koziell to update and approve newsletter for distribution. Kathy Koziell seconds. Motion passed 2-0.
Discussion on having a projector available for use at Commissioner meetings is held. Kathy Koziell states that the lowest cost unit she has located was more than $300.
Discussion on article last year to update the mailbox areas. Fixing the bulletin board area is discussed. Jay Buckley will take the lead for this project.
Kathy Koziell discusses updating QuickBooks. Kathy Koziell makes a motion to purchase QuickBooks 2018 Desk Top Pro for $200. Adam Leiser seconds. Motion passed 2-0.
Adam Leiser discusses options for backing up the ability to sand the hills. Three options were reviewed: two used trucks and a contractor back-up. Kelly Robitaille was not in favor of either of the two used trucks. Cost to the District for the contractor back-up will be $100 per hour. Use of this truck as the second truck sanding the hills as primary is discussed. The contract review has not yet been received from the lawyer. This will be reviewed again next meeting.
8. Signature Items
Adam Leiser makes a motion to sign the letters to members of the Asset Management Committee thanking them for their service. Kathy Koziell seconds. Motion passed 2-0.
Driveway permit for 14 Blinden is discussed. Adam Leiser makes a motion to sign the Driveway Permit for Operation. Kathy Koziell seconds. Motion passed 2-0.
PO’s are marked for voted funding from CRF prior to being signed.
Adam Leiser makes a motion to sign the PO’s. Kathy Koziell seconds. Motion passed 2-0.
9. Correspondence
Granite State Analytical has sent the first quarter chemical testing results. All results are within allowed limits. Discussion is held on option for application to NH DES to receive a chemical testing waiver which would reduce chemical testing costs for the water system. Adam Leiser states he is not in favor of reducing the amount of testing done on the water system. Waiver will not be pursued.
NH Municipal Association Legislative bulletin has been received.
Ralph Lutjen’s resignation is read aloud: resignation was official Monday morning at the open of business.
An email was received from Joe McLaughlin stating interest in the Environmental Committee to be formed.
10. Scheduled Appearances
11. Public Comment
12. Other Business
At 10:24 pm Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator