Author Archives: Commissioner

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BOARD OF COMMISSIONERS MEETING MINUTES

Monday, April 12, 2021

9:00 a.m.

Commissioners Jay Buckley, Kathy Koziell, Paula Doyle and Administrator Donna MacKinnon were present

Call to order 9:01am

  1. Approval Agenda – No Agenda
  • Budget and Presentation Review for 4/22/2021 Budget Hearing

Commissioners reviewed slides for the Reinach Tank project. Paula will add slide outlining what is outstanding.  Jay will add a slide with possible

additional water project(s) with available funds if available.

Paula will add a slide with the current unassigned fund balance and expectation of any increase/decrease to the fund

Discussion and review of each warrant article for wording and accuracy. Eliminate #6 Little Loop Survey and Drainage

Kathy will adjust Admin budget based on Cat’s Booking Service taking on payroll reporting and creating a line item for “Support services/payroll”.

This would include Cat’s Booking hourly expenses and the payroll reporting.

  • Other Business

            Discussion of Adam Leiser’s revised 91A request.

            Kathy will send Mailchimp notice regarding DPW blowing of roads this week

Dates for Next Board of Commissioner’s Meetings

April 15, 2021

April 22, 2021

Adjourn Motion to adjourn at 10:58AM by KK second by JB. Approved 3-0

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 8, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday April 8, 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). Kelly Robitaille (KR) and Brad Jones (BJ) attended part of the meeting. The meeting was recorded (audio).                             

At 9:01 am Commissioner JB calls the meeting to order.  

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

JB noted that he would have changes to the agenda as meeting progressed.

DPW

KR reported that the DPW is getting ready for summer.  Possibly grading roads by end of next week.  Dealing with many pine cones.  Road ban will be lifted by end of next week.

DM raised fill request from 8 Huttwil that was signed yesterday.  KR will handle.

JB made a motion to approve the fill permit from 8 Huttwil.  PD seconded.  Motion passed 3-0.

Discussion on Porridge Shore run off issue which was raised by Beth Gagnon email.  JB observed area.   Discussion about driveway at 10 Porridge Shore that was worked on with additional gravel last year by property owner.  KR believes this is causing the problem and suggested BOC contact this property owner to let them know about problem and ask them to do work on driveway to alleviate runoff.  Discussion on whether 2 houses under construction above this area on East Bergamo could also be contributing to issue – won’t know until this construction complete to see what happens next year. 

JB made a motion to have the office send a letter to property owner at 10 Porridge Shore asking them to correct drainage from driveway.  PD seconded.   PD amended motion that a copy of this letter be sent to Beth Gagnon.  JB seconded.  Amended motion passed 3-0.

ADMINISTRATION

Water bills have been sent. 

2 lien letters were recorded this week.  1 came back undeliverable but has been filed.  

Ted Foley requesting that late fees be waived on back payments from the property formerly owned by his father.  If we agree he will pay back bills and we will turn water back on.   Discussion on whether we should do more research to understand exactly when ownership was changed from bank to Ted Foley with disagreement on whether this would be worthwhile.

PD made a motion to accept Ted Foley’s proposal and to turn water back on at this property upon receipt of payment of past due water bills.  KK seconded.  Motion passed 2-1.


At 9:25, Brad Jones joined the meeting.

PD explained why we asked him to join the meeting and why we had challenged invoice with hours to reformat disbursements.  BJ explained that this was not a learning curve issue but instead because of changes made to the format by Rick Skiranka.   BJ pointed out that many hours had been put in on his part to explain invoices and that he had put in more time than he billed for to explain details on multiple occasions.  Commissioners each spoke about concerns and issues that have occurred. 

JB made a motion to pay the outstanding invoice to Jones & Beach for $686.50.  KK seconded.  Motion passed 3-0.

BOC discussed and agree that the prior approved invoice/check for $1,350 that was being held should also be sent in light of Brad’s explanation.

Discussion followed with BJ, KR and JB on road conditions.  Agreement reached that KR should review the roads with Jake at Dawson to review expectations on getting roads back to original conditions.  JB to attend if available. 

Clarification on manual for pumphouse discussed.  This has already been paid for but is pending completion of pumphouse to be finished at which time the manual will be completed.

At 9:55, Brad Jones left the meeting.

At 9:58 KR left the meeting.

COMMISSIONER REPORTS

JB asked about Primex status on the Wright & Pierce contract.  DM noted that Jerusha has been handling so status on this could be determined upon her return to office.

JB noted email this week on need to complete asset management grant application process. 

JB made a motion to sign the asset management docs.  PD seconded.  Motion passed 3-0.

Discussion on warrant articles.  PD to update word and powerpoint document this week and distribute.

KK noted new line item had been added to budget for accounting contractor services.

BOC agreed that one final meeting should be held on budget and warrant articles to finalize prior to budget hearing.  Meeting scheduled for Monday 4/12 at 9AM.

KK to calculate impact of final budget proposal on tax rate and add to presentation.

KK noted that she had distributed the 2021 budget drawdown which could be discussed in Monday meeting.

MANIFESTS

JB made a motion to approve the manifest for NH Retirement $1,769.41. KK seconded.  Motion passed 3-0.

JB made a motion to approve the payroll manifest for $5,169,67.  KK seconded. Motion passed 3-0.

JB reported that the small claims suit against property owner at 4 Little Loop was filed this week.

Discussion on email from realtor inquiring about property donations for green space.  BOC agreed that DM should reply affirmatively to him.

Discussion on wifi signal in DPW garage based on recomendation from Andrew Harteveldt.

KK made a motion to purchase a wifi signal booster for the DPW not to exceed $175.  PD seconded.  Motion passed 3-0.

Discussion on polycom problems with conference calls.  Issue relates to callcentric software and not to the hardware.  Andrew hoping to resolve it with no action required now.

Ford truck sold on Monday.  Check has been deposited in the operating account in the budget and recorded in Quickbooks as ‘Sale of Assets’.  Insurance coverage on truck has been cancelled.  Funds will go to Unassigned Fund Balance.  Discussion and clarification on how this is accounted for and whether to include in presentation at annual meeting as additional rationale to fund the $50K contribution to the highway equipment CRF from the unassigned fund balance.

DR asked questions about the water extension fund and how to deposit checks from property owners now that this has been officially turned in to a capital reserve account.  KK clarified that this is an expendable trust fund so we can make deposits without taxpayer approval since funds do not come from taxes.  After much discussion, agreement made to continue depositing checks to the operating account and then for district to make deposits to the CRF on a quarterly basis from the operating account to the trustees of the trust funds as she typically only takes deposits quarterly.

PUBLIC COMMENT

DR asked it we have a list of items that need to be complete to finish the Reinach tank project.  KK and JB replied with a list of items including the Upper Lakeview work, the roads near Reinach Tank work, and the pumphouse.  JB also noted that a walk through would be done with contractors with a punch list detailing any final items to be complete.  DR asked if the tank would need to be cleaned and filled.  Also if the old pumphouse would need to be decommissioned and old tanks filled with sand.  JB agreed.  KK noted that per contracts, $64,534 with Dawson was still unspent and this would include $25K for the Upper Lakeview PRV pit and also remarked that $83K of contingency funds also unspent.  DR noted that $80K of reserve funds would have to be spent, KK responded that $5000 of this had been spent.

At 10:47 AM, JB requested a short recess in order to call a non-public meeting at 11:00 AM.  Recording stopped.

NON PUBLIC MEETING

JB makes a motion at 11:02 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 11:52 AM.  PD seconded.  Motion Passed 3-0.

The minutes from the non-public meeting were sealed. 

ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 11:52 AM.  PD seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

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BOARD OF COMMISSIONERS MEETING MINUTES

Thursday, April 1, 2021

9:00 a.m.

Kelly Robitaille in office

Call to order 9:01

  1. Approval Agenda
  • Approval of Minutes
    • March 25, 2021
    • March 23, 2021 amended
    • March 18, 2021 amended

SECOND to approve by Jay Buckley, PD second. 3-0

  • Administration
    • Project Report

Jay Buckley no spring restart. Dawson is ready to come back in, but roads are posted currently, roads to access are not

  • 9:15 am Water Report – Ian

Things are still thawing, ice/frozen a foot down. Waiting for things to dry out and permafrost to retreat.

Pump house, piping/pumps will be in place early next week.

Jay Buckley – underground power, lines been pulled yet? No power currently.

Ian – only responsible for piping/pumps only

Jay Buckley – liens and water shut offs. Properties in arrears for more than one year.

Ian – before shut off, confirm if there is an executive order in place RE: shut off of utilities.

Ian – Summit on list for end of April. All materials are here to complete work.

DM – requests info on blow offs/bleeding. Blow offs, end of May but before Memorial Day. Shutting off Bleeders next week.

Ian – available to provide guidance on the Asset Management – a call here and there, a courtesy. Additional work, at a charge.

Ian – meter readings. If there is a reading that is odd or backwards reading, if the usage looks relatively normal then no action. PC in office, anomalies, blips sometimes, but so long as pressure is good and tanks full, don’t spend time chasing down a blip/meter reading. If there is a trend, then research the issue.

Kelly Robitaille – will fix those spots, its too early. Spring issues are usual spring issues.

Ian – need to wait for things to dry up and correct timing.

Kelly Robitaille – yearly flood at “Lake” Reinach.

Ian – may be a slightly higher electric bill due to sump pump. Will pass after spring melt.

  • DPW Report – Kelly

Raking, stone in the wet spots to keep roads passable, occasional potholes here and there, may be able to grade roads sooner this year, hopefully next week. Lots of pine cones, blower would assist with this work.

Truck 3 International – bed is deteriorating. Being serviced for steel plates/welding, bed of this truck is not worth putting significant funds into. Truck is strong, but

Jay Buckley – when will we replace?

Kelly Robitaille – 2022 paving of Eidelweiss Drive, so push expense of truck out to 2023.

Kelly Robitaille – on roads everyday.

Jay Buckley – Chocorua View Drive estimate?

Kelly Robitaille – will provide, has received estimate

Kelly Robitaille – vacation request. April 21 – 23; April 26 – 28.

MOTION by Jay Buckley to approve request; Second by PD. Approved 3-0

  • Administration
    • J&B Invoice 37045

Time billed for administrative time to complete disbursement forms, time to process a change order.

PD - Communication with DES and J&B is project related.

Kathy Koziell – original forms filled out by Chris, one phone call/change. J&B was not completing forms correctly after Chris left. 

PD – call required to clarify.

Jay Buckley – call with Brad Jones RE: performance of contractor that J&B oversees. Are we being charged for every call. Change Orders, part of any project. The Change Order VDOE questioned, was for additional hours/oversight + OM manual. No manual provided yet. Hours have exceeded this change order.

Recommends involving legal to review contracts and billing.

Kathy Koziell – other issue is charge for culvert replacements

PD – has there been a conversation RE: billing? Have a conversation before engaging legal. CA left the firm, now were working with BJ. Does J&B have knowledge to complete forms/disbursements with DES in a manner that will allow the project to be finished? Can we sever ties with J&B and complete with CA? Month away from finishing the project, not prudent to sever ties so close to the completion.

MOTION by Jay Buckley to invite BJ to 4/8/21 meeting; Second PD; Approved 3-0

Kathy Koziell – will be back in person in two weeks. Should we wait until meeting on April 15th?

LIDAR mapping deliverable, basis for Asset Management work.

Kathy Koziell – topographical map of entire district; Reinach work will be added to this map; Assert Management Plan will also add to this map. Overlays on the base LIDAR map.

DM – holding check

Jay Buckley – will put together chronology on billing and contracts

Kathy Koziell – we shouldn’t be paying for their learning curve.

Kathy Koziell – no billable hours yet assigned to the manual portion of the contract.

  1. F550 Truck Bid opening and award
    1. Newsletter/Mail Campaign
      1. April 2021 Newsletter – Kayak Rack sign up, Annual Town Meeting info
      1. Annual Meeting Dates – clarification from NHMA?

PD – are the racks usable and ready to use?

Kelly Robitaille – can do some minor work to better secure racks

                                                MOTION by Jay Buckley to approve newsletter; Second by PD. Approved 3-0

  1. Water Usage Bills

DM -

  • Kayak Rack Signs

MOTION to appropriate $250 for signs; Second by Kathy Koziell second, approved 3-0

  • Old Business/Tabled Items
  • Signature Items
    • Accounts Payable Manifest: 15 checks/debits in the amount of $8,883.83

MOTION by Jay Buckley to approve; second by PD, approved 3-0

Kathy Koziell – question on payment to May 24, 2010 same amount annually

Surety bond – what is coverage and for what project

Office to research bond insurance

  • Commissioner’s Concerns/Reports
    • Motion to transfer authority of filing small claims from office to Commissioners

MOTION by PD to transfer authority to Jay to pursue small claims; Kathy Koziell second; Approved: 3-0

  • Correspondence
    • Culverts
  • Public Comments on Non-Agenda Items

Treasurer Dinah Reiss - Water Committee Meeting update. Publicize the kick-off meeting. Underground assets would be a guestimate.

  • Other Business

Jay Buckley – Lodge lot and survey, lot is attached to the pump houses.

Boundary line survey and adjustment, Jay emailed Ron Briggs for estimate.

            PD – new quote for Chocorua Drive. Kelly Robitaille will forward quote to office.

            Review the power point in advance of next week meeting.

Kelly Robitaille – 350ft to gate, extend past gate for snow removal. 400ft is back of the lot.

            Jay Buckley – Clerkin Property. Class V ends at boundary line with adjacent property

PD – road construction capital reserve account, not listed. $7,207.14

Is this earmarked for specific projects? Is available for use by DPW. Chocorua and Lugano.

On-Call Agreement with Pierce Wright– JM – has this been approved, office instructed to proceed with contract.

Kathy Koziell states that voters have not approved this year’s budget- should wait until after annual meeting.

Dates for Next Board of Commissioner’s Meetings

April 8, 2021

April 15, 2021

Adjourn Motion to adjourn at 10:58AM by Jay Buckley; second by PD. Approved 3-0

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BOARD OF COMMISSIONERS BUDGET MEETING MINUTES
Tuesday, March 23, 2021
9:00 a.m.

In attendance: Jay Buckley, Kathy Koziell, Dinah Reiss, Paula Doyle by conference
Donna MacKinnon, Jerusha Murray, Kelly Robitaille in office

Call to order by Jay Buckley at 9:01am

VDOE Annual Report
MOTION – by Jay Buckley to adopt Paula Doyle’s edited version for 2020 Annual Report to be submitted to Town of Madison. Kathy Koziell second. Approved: 3-0

Budget Review
Working from Version 5 budget provided by Kathy Koziell.
Discussion ensued on additional budget items and those deemed ‘necessary’ vs. desired.

BUDGET ITEMS FOR REVIEW/ITEMS TO BE ADDED:

$4,000 furnace at DPW Line 19/Bldgs & Ground
$15,000 forLine 19/Bldgs & Ground will be sufficient to include furnace expense as 2020 total expenditures was $9,470 (of this, $3,000 was garage doors, one-time expense). NO CHANGE

YES $15k-$18K EAP – add $10,000 to line 67 Asset Management

$2000 bathroom DPW Line 19/Bldgs & Ground
Kelly Robitaille states that the bathroom needs full renovation given current condition. Included in current Line 19/Bldgs & Ground $15,000. NO CHANGE

Paula Doyle asks if there other grounds/maintenance needed in 2021? If not will $15,000 sufficient. Kelly Robitaille - $15,000 is placeholder amount in the event of emergency/contingency, unlikely to be other large projects/repairs this year.

Sufficient funds to replace old, rusted metal culverts, Line 56/Culverts
Jay Buckley asks how many can DPW perform in a season? Due to deferred maintenance, are we budgeting enough for anticipated repairs this year?
Kelly Robitaille - $6,000 is DPW request. NO CHANGE

YES $3,000 brush cutting line 19/ Bldgs & Ground
Jay Buckley reports that two quotes were received, $1,500 - $2,000
Paula Doyle – recommends $3,500, add to line 19/ Bldgs & Ground under water budget

$4000 concrete floor at pump station, under water budget
Muddy Beach pump station, humidity problem, permeates into the building, dehumidifier required. Is there a Correlation with failed SCADA alarms from Muddy Beach building?
Paula Doyle asks if this is a warrant article? Kathy Koziell - included in line 70. NO CHANGE

YES $6,000 replacement leaf blower for backhoe– Warrant Article 8

YES $2,000 for anticipated increase in fuel costs. Add to Line 50/Fuel

NO $2,000 Line 12/Legal for additional time to handle 91-A requests
Jay Buckley recommends $2,000 be added to Line 12/Legal Expense due to inquiries and/or threats from residents; over all increase in 91-A requests
29:00/30:00 Paula Doyle – prefer not to allocate additional funds based on presumption of being sued or needing additional legal counsel.
AMMEND per request of Paula Doyle for Kathy Koziell comments
29:30 Kathy Koziell 2020 costs were related to water budget/legal for BAN
31:45 Kathy Koziell Next 9 months, unlikely to incur excessive legal expenses

YES $2,000 add to Line 2/Admin Salary
Jay Buckley o allow for 91-A requests, and possibility of raise/COLA 4%
Kathy Koziell will update Lines 13 – 16 for changes in w/h’s due to 4% Salary

Jay Buckley asks if there are other DPW needs:
Kelly Robitaille – roadside brush cutting. This was previously done more frequently
$7,000 2021 - $2,000 for future years. Article 5

Kelly Robitaille notes that it can cost $300/400 a day in fuel for equipment for grader/snow removal/winter operations, additional fuel allocation of $2000 may not be sufficient.

Discussion ensued warrant article for Contingency Fund, RSA 54:4a vs. adding miscellaneous expense line to budget.

YES Donna MacKinnon request to increase Line 4/Supplies due to toner costs. Add $300 for total of $1,500
Paula Doyle recommends use of commercial printer for printing/annual meeting warrant

YES/AMOUNT PENDING Line 5/ Kathy Koziell requests clarification on classification for Catherine Deyoe consulting; recommends we add a line for Consulting/Administration Support. Donna MacKinnon will confirm amounts billed by Catherine in Jan & Feb for estimate on annual costs. Reminder that these fees are currently included in Line 5/ Printing/Dues/Ads – deduct from Line 5 when new line item is added.

Dinah Reiss asks clarification on Bonds and total amounts 2021
Kathy Koziell explains that an additional $17,000 is needed because $59,000 was previously appropriated/raised for payments/interest, but not yet spent (Unassigned Fund Balance)

REVIEW OF WARRANT ARTICLES:
Donna MacKinnon notes that term of Clerk is 2-yr term

Article 4: Chocorua Drive paving, updated quote for Warrant Article will be provided by DPW. There will be repairs to Aspen/overcoat
Lugano is a concern and on DPW repair list but Chocorua is the priority

Article 5 - $7,000 for 2021 and $2,000 for future years

Article 6 – needed or no based on how grant will be funded. $20,000 from capital reserve fund; do we want the voters to refund the $20,000 taken from reserves.
REMOVE THIS ARTICLE

Article 7 – Little Loop Survey, estimate based on quotes received

Article 8 – Replace Leaf Blower

Article 9 – Establish CRF for Waste Tank Pumping

Article 10 – this is to replenish

Article 11 – this is to replenish

Article 12 – this is to replenish

Article 13 – Lodge Sale. Ask for ‘sentiment’ of voters regarding the sale? Commissioners decide that it does not need to be a warrant article, rather a straw poll under Other Business on Annual Meeting Agenda. REMOVE ARTICLE

Article 14 – Reinach Place Class V vs Class VI
DPW notes that Waldsbut Rd is another example of a Class VI road in good shape. Because it is Class VI and a dead end, DPW has to push snow into a ditch, no where to turnaround due to Class V to Class VI transition. DPW would prefer to maintain for ease and good condition of road. Private plow contractor, and only one resident so road in good shape.

East Bergamo – Homeowner intends to improve the road, but this will require petition warrant, will likely be a 2022 item.

SETTING OF WATER RATE:
MOTION – Jay Buckley to set 2021 Water Usage Rate at $400/annum.
Second by Kathy Koziell. Approved: 3-0

Discussion ensued on payment options and cost of payment processing.

Paula Doyle – Recommends approval of Water Emergency Plan
MOTION by Paula Doyle to approve. Discussion on emergency contact information. Motion withdrawn, table for Thursday 03/25/21 meeting.

Discussion ensued on audit and questions/concerns.

Dates for Next Board of Commissioner’s Meetings
March 25, 2021
April 1, 2021

Adjourn MOTION by Jay Buckley to adjourn at 11:00 am. Second by Paula Doyle. Approved 3-0


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BOARD OF COMMISSIONERS MEETING MINUTES
Thursday, March 18, 2021
9:00 a.m.

Call to order 9:00

  1. Approval of the agenda
    MOTION: Jay Buckley to approve agenda; Second by Kathy Koziell. Approved: 3-0
  2. Approval of Minutes
    a. 03/11/2021
    MOTION: Paula Doyle to accept as amended; Second by Jay Buckley. Approved: 3-0
  3. Committee Reports
    a. Project Report – Jay Buckley conversation with Brad Jones due to project impacted roads. Brad Jones recommends gravel test to ensure correct/proper gravel is being used
    Crushed stone, surface application. Future conversation with contractor who worked on the roads, to address repairs under retainage

Kelly Robitaille notes that it was not the material, rather the amount of material. Proper material, and too little of it. Cutting into a gravel road, 2-4’ wide trench to install pipe, working on gravel road vs properly engineer paved road, lots of collapse and material mixed when re-filled. Project was not complete, was to be completed in the Spring. Original design only called for 2-3’ section of road to be excavated. But at this point it is a complete road fix.
Dawsons was contracted to do the project, not DPW responsibility, Dawson is responsible for bringing road back up to prior condition. DPW was trying to save the District funds and help be sure it gets done correctly.

Paula Doyle notes that if DPW helps with work, contractor could find DPW at fault for any incomplete work.

Kelly Robitaille confirms that DPW will not address any of the repairs. Road is closed

ACTION: Jay Buckley will contact J&B/Dawson about restoring roads to prior condition.

Jay Buckley provided an update on culverts. He is negotiation on cost and will wrap up for next meeting

Kathy Koziell – were the repairs performed by Dawson an emergency or no? Contract allows for emergency repairs. Road was collapsed, but no homes were impacted.

b. Water Report – NONE

c. DPW Report – Kelly
DPW is watching the roads, and reports it is a typical spring
Couple roads involved in water projects do have wet spots, DPW is addressing with gravel. Upper Aspen still, posted, no homes impacted. Equipment is prepped and ready for hauling gravel.
DPW – if you see something, please inform us.

Paula Doyle is concern about Eidelweiss @ Little Loop – pot holes were filled but one is still of concern. DPW aware and addressing the issue.

  1. Administration
    a. 4 Interlaken – Pre-paid water agreement
    Agreement in the file, record of payment but no record of payment. Great Northern Land Corp, private entity entered into agreement with land-owner. VDOE has not received any payment for these agreements. No action required by office.

b. Water Usage Bill discussion
Discussion ensued on fee setting, reserve/contingency fund amounts, proposed 2021 Water O&M budget. Further discussion on fees will be taken up on the Tues March 23, 2021

Donna MacKinnon - reminder on Canoe rack sign up, discussion of dates for initial sign up and subsequent sign up. 1st date April 15th with a reminder email on May 1st for second sign up of: June 1st. Discussion ensured on Canoe Rack policy, notification to residents and permanent signs for racks.
Discussion ensue on signage – on racks or post on beach? Decision to place on racks.
Jay Buckley – estimate on # of racks/signs needed
Jerusha Murray – Office/DPW inspect racks for qty needed
ACTION: Email on April 1st with info on registration, and notices at bulletin board
Permanent signs for racks: 5-1/2” to fit on the framing (16 – 20 wracks x 2)
AMEND HERE for: Beach ordinance/rules signs also
Discussion begins at 40:00 – no discussion on signs for beach ordinance/rules

Donna MacKinnon – reminder that covid related supplies (masks, pens, sanitizer) are needed for annual meeting, requests approval for purchase.
MOTION by Jay Buckley to appropriate $200 from office supplies for meeting covid; second by Paula Doyle. Approved: 3-0
91-A Update: In excess of 5 requests received last week. Office continues to receive and respond to these requests, notes that they do impact daily operations in the office.

  1. Old Business/Tabled Items
    a. J&B Inv 37045 dtd 02/19/21 for approval
    MOTION by Jay Buckley to request that J&B waive portion of the fee; second by Paula Doyle. Kathy Koziell notes that we are paying for time not related to contract, not related to billing and payment, cost to correct disbursements is not the districts responsibility. Approved 3-0

ACTION – office contact J&B for invoice correction/to waive fees related to billing and payment

  1. Signature Items
    a. Accounts Payable Manifest for 03/17/21: 12 checks totaling $46,447.03
    MOTION by Jay Buckley to approve; Second by Paula Doyle. Discussion: Kathy Koziell requests clarification on significant payment amounts: Equipment, Equip Leases, Sand, Eversource, Primex. Approved 3-0
    b. Letter of recommendation.
    c. Liberty Mutual Bond Questionnaire – Dawson’s

Discussion ensued on completing the questionnaire. On Question #4: Answer NO, with remarks: Roads have not yet been restored to original condition, anticipate will be addressed prior to completion.

  1. Commissioner’s Concerns/Reports
    Paula Doyle – Water Emergency Plan, been circulated by Paula. Notification/communication section is final information to be updated. Will finalize for 03/25 Meeting.

Jay Buckley – boil or do not drink order, requirements to provide notice to homeowners. Placards/signs – does VDOE have materials for this, should we obtain in advance. Office should become familiar with notification process.

Paula Doyle requests home page of website be updated with annual meeting info

Paula Doyle spoke with Ian and will send Tom an email on SCADA notifications.

Paula Doyle will work on canoe rack signs/wording for new signs, obtain estimate on signs and bring back to board for approval.

Kathy Koziell – did reach out to CA again for Little Loop survey and master drainage plan. End of this week, early next week.

a. Commissioner Buckley
i. Brush Cutting Bids
Two bids now received, Ryan and Tricky

ii. Lodge CMA’s
Discussion on description of Lodge to realtors.
Jay Buckley will continue working on this

iii. Little Loop Survey

iv. Water Committee Meeting Update
Update to task worksheet, Louis Adorno
Kathy Koziell – Q on corr with LA, make sure your application is filed by:
Received/have been awarded the grant, paperwork needed to accept award

v. Asset Management – Louis Adorno correspondence.
Discussion ensued on status of award and application. Noted that we have been awarded the grant, paperwork is needed to accept award.

VDOE Annual Report needs to be received by Madison by Wed 3/24/2021.
ACTION: Commissioners to eview over weekend, approve on Tues 3/23 mtg

  1. Correspondence
    Mostly road related, pictures of various roads.
    #4 and #6 Little Loop, swale & drainage. Snow removal at #4 was blocking the flow of water into drainage easement.
    Jay Buckley – reminder that residents are not permitted to dispose of any waste: snow, grass, leaves, etc. into drainage easements. Recommends letters be sent to any/all residents RE: disposal. Requests DPW to provide a list of impacted culverts/drainage easements.
    MOTION: Jay Buckley for office to generate a generic letter to owners with drainage easements. Second by Kathy Koziell. Approved: 3-0
  2. Public Comments on Non-Agenda Items

    Dinah Reiss – If the Water Committee is taking over planning: How will they generate info, from what sources?
    Jay Buckley – Curb stop info/isolation valve info, all pretty accurate,
    Kathy Koziell – Binder has all this info. Needs to get on a map. Water Committee – will not be doing it, they will be overseeing the contractor who is doing the mapping/survey, to ensure deliverable from contractor is what we need. Discussion endued on 91-A and financial information posting publicly.
    Recommendation to ask commissioners to create an office policy on website posting, etc.
  3. Other Business
  4. Non-Public Session – RSA 91-A:3, II (l): Legal
    MOTION by Jay Buckley to enter into non-public at 10:55AM
    Second by Paula Doyle. Approved 3-0
  5. Dates for Next Board of Commissioner’s Meetings
    a. March 23, 2021 – Budget only
    b. March 25, 2021 - regular

Adjourn MOTION by Jay Buckley to adjourn at 11:53 am; Second Kathy Koziell Approved: 3-0