VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday February 11, 2021
The Board of Commissioners met by phone at 9:00 am on Thursday February 11, 2021.
In attendance for the full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), and Paula Doyle (PD), Administrator Donna MacKinnon (DM) and Treasurer Dinah Reiss (DR). Bob Ingram (BI) attended part of the meeting. 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. PD seconded. Motion passed 3-0.
JB corrected the non-public meeting reason from employee review to employee hiring.
No DPW report today because Kelly and Jeff are attending a pavement class.
2. Administration
-Discussion on Jones & Beach bill for $1,375 that would take us over Contract #6. DM states that she is still waiting to hear back from J&B on this issue. KK comments that it was likely a clerical mistake from someone not close to project and that it can be redistributed by J&B.
-No water operator report today but results from Granite State all passed.
-JB reports that he spoke to Kelly Robitaille who confirmed that the furnace estimate from Dan Whitelaw included only 1 unit as he determined that was all that was necessary. Discussion on current heating system for the office which relies on the hot water heated via boiler in garage. We might need to put a new electric heater in the office to replace supplement current system.
-DM reports that we received payment from builder at 8 Eidelweiss Drive for the re-paving portion of the work done to hook up the water. KK told DM to post this to the same account that we posted the invoice for the work done by Ian Hayes.
-Driveway permit received for 8 Grandval but not certain if on Class V or Class VI section of road. JB to assist DM in reviewing the tax map for this lot to determine where located.
-DM to work with Catherine Deyoe on communication with auditors and getting form filled out from Health Trust and Primex.
-JB has filled out Commissioners form and brought hard copy to office. DM to send to auditors.
-Discussion on notes kept by auditors to answer questions throughout process.
-DM confirms that the Water Extension fund has been established by Madison trustees as an “Expendable Trust Fund” that can be accessed more frequently than trust funds to pay invoices. DM will send invoices to them for payment as they are received.
JB made a motion to approve transfer of $26,256.87 from current water line extension fund to the new water line extension expendable trust fund. KK seconded. Motion passed 3-0.
DM noted that the 2 prior check requests from the CRF’s for ledge probes and office equipment were complete and available from Madison trustees.
JB made a motion to transfer $15,000 from the operating account to the Reinach water project account. KK seconded. Motion passed 3-0.
Discussion about transferring electronically or via paper trail and check. Agreement that paper trail and check preferable in the interest of record keeping and transparency.
-DM reports that she contacted the district court about a court order on an outstanding invoice. Was informed that we could fill out a non-compliance form but without a current correct address, the court will not be able to serve it. JB stated that he will do some research to track down the current address.
3. Accounts Payable
JB made a motion to approve the manifest of 8 checks totaling $7,257.33. PD seconded. Motion passed 3-0.
JB made a motion to approve the water project manifest of 1 check for $15,000. PD seconded. Motion passed 3-0.
4. Annual Meeting
At 9:31 AM, Moderator Bob Ingram joined the meeting.
JB reported that he was waiting for decision from Principal at Kennett Middle School on whether or not VDOE could use the school gym on May 22 for annual meeting. Also attended seminar this past weekend (BI also attended) on annual meetings and realized that we might possibly be able to put chairs in pairs for people attending meeting together enabling us to fit more than 46 people in the Madison Elementary gym. Discussion on voting and masks. BI suggested we take a break after 1 hour to let people go outside and take off mask. Next steps agreed that BI would confirm with NHMA that we could do drive up voting with traditional meeting. DM to reach out to Madison Elementary and checklist people to check availability for 5/22. JB to continue pursuing Kennett Middle School info if Madison not a possibility.
Discussion on possibly scheduling a special public hearing on topic of funding of $20,000 asset management warrant article. After discussion agreed this would not be necessary.
At 10:15 AM, BI left the meeting.
Discussion on dates for budget hearing and for submitting applications to run for office. Will determine and discuss next week. Discussion on whether to pursue portion of hospitality taxes from Madison this year – KK recommended against. JB asked for more time to consider.
5. Payroll
JB made a motion to approve payroll in the amount of $6,166.97. KK seconded. Motion passed 3-0.
Question raised about paying overtime rate to part-time DPW employee. JB to check on Overtime rules for part time employees.
6. Commissioner Reports
-JB – already discussed.
-KK - nothing new. Discussion on Motion & Action log.
-PD – will discuss hiring of Part-Time Administrator in non-public meeting.
7. Correspondence
-Discussion about Chris Albert response on information for Upper Lakeview proposal who stated he needs Lidar mapping. JB states that he looked back at project invoices and district has paid Jones & Beach to complete this project but never received. J&B hired a surveyor to complete the work. JB to reach out to Brad Jones through the office to obtain status on this project.
-DM reports that a new property owner inquired about installing an outhouse on property. She checked with Bob Boyd in Madison who was not aware but JB informed all that DES does all approvals on septics and property owner would have to show us approval from DES.
8. Public Comment
-DR inquired if the equipment for the Reinach tank project that had caused postponement had been delivered yet for installation in the spring. JB and PD reported that this question had been asked and answered affirmatively by Ian Hayes at meeting the week before. Agreed that this should be confirmed in next meeting with water operator.
9. Non-Public Meeting
JB makes a motion at 10:47 AM to go into Non-Public for RSA 91-A:3, II (b). PD seconded. Motion Passed 3-0.
JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to Public meeting at 11:02 AM. PD seconded. Motion Passed 3-0.
During the non-public meeting, BOC passed a motion to seal the minutes.
10. Meeting Minutes
JB made a motion to approve the public and non-public meeting minutes from 2/4/21 and 2/9/21. KK seconded. Motion passed. 3-0.
11. ADJOURNMENT
JB makes a motion to adjourn the Public Meeting at 11:04 AM. KK seconded. Motion Passed 3-0.
Respectfully submitted,
Paula Doyle
Commissioner