2021-01-28 Commissioners Meeting

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 28, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday January 28, 2021.

In attendance for full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), Paula Doyle (PD) and Donna MacKinnon (DM) and for part of the meeting, Kelly Robitaille (KR).  The meeting was recorded (audio).                             

At 9:00 am Commissioner JB calls the meeting to order.  

1. Agenda

JB made a motion to approve the agenda.  KK seconded.   Motion passed 3-0. 

2.  ADMINISTRATION

-Reinach Tank Project nothing to report.

-GSA Water Tests all passed.

-KR discussed furnace estimate from Dan Whitelaw.  Much lower than anticipated.  Discussion and speculation that perhaps he only accounted for 1 unit vs. 2 needed.  KR to contact Dan to discuss and confirm.

-KR reported keeping up with roads – minor snowfall on Weds.  Trucks all running well.  Going to order more salt but trying first to get through older salt first.  Also got 4 more loads of sand.

-PD asked about O/T on last storm asking how many consecutive hours can they work.  A prior board set rule for 20 hours before 4 hour ‘nap’ to work again.

-Discussion on certified letters ready to go out this week for long overdue water bills  – will need to be signed. 

-JB inquired if Auditor questions should be typed or handwritten.  DM thought either OK.

-Discussion on Leiser 91A requests.  JB sent photos to office.  DM to send out further responses based on Jay’s input.

-Motion/Action log – KK drafted.  PD & JB to review and send information to DM.  KK  will update this week.  JB brought up ‘work orders’ used by prior boards.  After discussion all agreed that not necessary.

-Fire Extinguisher Inspection Appt – DM called again and still waiting for call back.

- JB made a motion to approve the public meeting minutes from 1/21/21 and 1/23/21.  PD seconded.   Motion passed 3-0.

4. ACCOUNTS PAYABLE

JB made motion to approve the first manifest with 7 checks totaling $10,666.19.  KK seconded.  Motion passed 3-0.

Discussion on Simply Water invoice that included leak repair done around holidays with high excavation costs.  Anticipate that these types of costs will be lower in future if DPW does some or all of the excavation work as discussed in prior meetings.

JB made motion to approve the second manifest for tank project with 2 checks $3,777.50.  KK seconded.  Motion passed 3-0.

Discussion on second manifest to explain that this is being approved and checks signed but both checks will be held until the next reimbursement is received and deposited to project account.

Discussion on prior Jones & Beach invoices including $630 for drainage analysis for culvert work that fell outside scope of Reinach Tank project.  This should be posted to the engineering line in the Operating Budget.

JB made motion to approve payroll for $7,028.49.  PD seconded.  Motion passed 3-0.

5.  SIGNATURE ITEMS

JB made motion to sign withdrawal of $4999.50 from Water System CRF for SW Cole Ledge Probes.  KK seconded.  Motion passed 3-0.

Discussion on email response to Larry Leonard on water system questions.  Agreement that Jay’s draft should be sent. 
PD shared status of response to Adam Leiser 91A request for evidence on Little Loop project which as she noted was discussed and pre-approved in previous non-public meeting. 

6.  2021 PROPOSED BUDGET & WARRANT ARTICLES

Because of annual meeting delay, water bill amount will need to be decided prior to final water budget approval.  Discussion that it should probably be similar to 2020.  Agreement to review and discuss next week.

JB waiting on quote for brush cutting in water system areas and that this should probably be done on regular basis every 5 years and should be funded as such.  Discussion on whether this could be done from reserve funds.  Agreed to discuss again.

JB discussed likely water committee meeting soon – need to schedule.

JB discussed timing on match for asset management grant date required is 4/30/21 which is a problem with delay of annual meeting.  JB to follow up with Louis Adorno to see if more time can be given.  In the meantime, JB to fill out 6 pages of paperwork that need to be filled out and ready to go.

7.  SCHEDULED APPEARANCES

At 10:12 AM, Peter Knudson (PK) joined the meeting to discuss his request to get some temporary water access for his property under construction at 9 Reinach Place.  He proposed a 2” bypass between the existing/old and new pump houses so that he could finish construction because he needs water for tiling, heating system, toilets, etc.  JB expressed concern that even if hooked up, pressure could not meet standards.  PK stated he would not need much pressure at all.   Other options discussed.  JB to follow up and discuss with water operator Ian Hayes.   BOC to let PK know after meeting next week if there is an option approved.

PK left meeting.

8.  COMMISSIONER REPORTS

At 10:33, KK announced she needed to leave meeting for a few minutes.  Will notify upon return.

Brief discussion on A Leiser 91A request for legal bills and that many had already been sent to him from his prior 91A request.  Agreement that any new bills sent since the prior request should be sent.

JB brought up his “Guidelines for Water Excavation Process” draft that he drafted.  PD has not reviewed but will do so this week for discussion next week.

JB brought up his correspondence with Wright-Pierce concerning the Emergency Plan for Dam, Lidar Mapping and the “On Call Engineering Services” agreement.  PD questioned if an ongoing agreement was necessary.  JB reviewed why it would be helpful and necessary.

At 10:42, KK rejoined the meeting.

JB noted that he revised the Building in Madison – Zoning information sheet that he provided to office.

JB informed BOC that the Madison Town Meeting has been scheduled for 5/11/21 Voting and 5/15/21 annual meeting.

KK discussed the Warrant Article for Little Loop Survey & Engineering noting that she has reached out and had discussion with Chris Albert to provide a proposal as previously agreed by BOC.  He will be in area today and asked for any prior surveys done on Little Loop or that area of Eidelweiss Drive.  He will connect with JB in afternoon to pick up a copy of the 4 Little Loop project plan.

KK asked about the 91A request from a realtor looking for a list of people who are overdue on water bills.  JB noted that this had been provided to another citizen recently and that DM could send same information.

KK noted that she updated the calendar function on the VDOE website.

PD noted that she posted the part-time Administrative Assistant position on indeed.com over weekend and so far 4 or 5 applicants. 

JB made a motion to authorize and allow PD to contact and screen any current applicants and any future applicants who she judges to be qualified and to pre-interview them.  KK seconded.  Motion approved 3-0.

JB made a motion to sign the certified letters to water users who are long overdue with final notice of shut off.  KK seconded.  Motion approved 3-0.

Discussion that the lien process could also be initiated on these properties.

DM asked about what should be done with absentee ballot applications.  Agreement that these should be held but could notify applicants regarding postponement.  Discussion on identity proof that some sent in and need to verify process for legal voting.

DM reported that she had heard back from Rick Skarinka about reimbursement and that he communicated that it had been processed and was in progress.

9.  NON-PUBLIC

JB makes a motion at 11:13 AM to go into Non-Public for RSA 91-A:3, II (a).  PD seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to Public meeting at 12:02 pm.  PD  seconded.  Motion Passed 3-0.

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

Discussion about Emergency Order #83 to postpone meeting, KK highlighted need to inform public ASAP about a new date.  Brief discussion on options in May and June.  Agreement reached to consider options and decide at next meeting.

10. ADJOURNMENT

KK makes a motion to adjourn the Public Meeting at 12:06 PM.  JB seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner