VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting Minutes

Saturday, January 9, 2021

The Board of Commissioners met at 9:00 am on Saturday, January 9, 2021.  The meeting was held by phone.  In attendance were Commissioners Jay Buckley, Kathy Koziell, and Paula Doyle.

1. Call to Order

At 9:00 am Commissioner Jay Buckley called the meeting to order.    

2. Agenda

No agenda was prepared as the primary purpose of the meeting was to enter non-public discussion for employment hiring matters.

3. Discussion

Jay asked for reminder that we had made motions to encumber funds for 2 warrant articles in 2020.  Paula Doyle confirmed that they had referring to minutes from 12/16 and 12/21.

Jay Buckley makes a motion to go into Non-Public at 9:05 am for RSA 91-A:3, ll (b). Paula Doyle seconded. Motion Passed 3-0.

Jay Buckley made a motion to come out of Non-Public meeting under RSA 91-A:3, II(b) and return to Public Meeting at 10:12 am. Paula Doyle seconded. Motion passes 3-0.

No action was taken in non-public meeting.

Jay Buckley makes a motion to Adjourn the Public Meeting at 10:13 am. Paula Doyle seconded. Motion passed 3-0.

Respectfully submitted. 

Paula Doyle, Commissioner

BOARD OF COMMISSIONERS MEETING MINUTES

Thursday, March 11, 2021

9:00 a.m.

In attendance: Commissioners Jay Buckley, Kathy Koziell, Paula Doyle by conference call
Treasurer, Dinah Reiss by conference call
Administrators Donna MacKinnon, Jerusha Murray in office

Call to order at 9:06 am

1. Approval of the agenda

MOTION by Jay Buckley to approve agenda; Second by Kathy Koziell. Approved: 3-0

2. Approval of Minutes
   1. 03/04/2021

MOTION by Jay Buckley to approve minutes as amended for typo CB > CA; and to approved non-public minutes; Second by Kathy Koziell. Approved: 3-0

3. Committee Reports

a. Project Report – Change Orders from Dawson’s Excavation RE: culvert and hydrant

Discussion ensued on timing of work, whether estimates were received and approved prior to work being performed. Board concluded that: work performed by Contractor that would have been required due to age or condition, but that could have been performed by VDOE DPW should be reviewed for cost. Any work performed due to incorrect work by contractor or damage made by contractor should be Contractor’s liability at no cost to The District.

MOTION by Paula Doyle to authorize Jay Buckley to discuss with Jones & Beach to renegotiate cost; Second by Jay Buckley. Jay will review documentation with office and address with Brad.

Approved: 3-0

b. Water Report – NONE

Water Committee Meeting – 4PM tomorrow, 3/12/2021

Paula Doyle recommends that the Water Committee should be charged with annual updating of the Emergency Water Plan. Discussion ensued on most prudent timing of annual updates.

c. DPW Report - NONE

4. Administration

a. Request approval of Jones & Beach Inv. 37045 for period ending 01/24/2021

Discussion ensued RE: whether The District is being billed for non-management items, regular call ins/updates, or other (example: regarding bills on contract #6 to be fixed)

ACTION: Office to request additional details on billing –for update or discussion of billing discrepancy?

b. Communication RE: personal property disposal

MOTION by Paula Doyle for office to send a letter to Adam Leiser, providing 1 week to retrieve; Second by Jay Buckley. Approved: 3-0

5. Old Business/Tabled Items

a. Primex Review of Wright-Peirce On-Call Agreement

Jay Buckley asked, should someone retire, how does that impact the indemnity? Paula Doyle recommends the contract be sent back to W&P for review and comment.

MOTION by Jay Buckley for the office to forward contract back to W&P for consideration and comments; Second by Kathy Koziell. Approved: 3-0

b. Primex request for clarification/additional info needed for Grant Commitment Bond

Kathy Koziell asked for clarification on source of info. Jay Buckley stated that there is literature from DES. ACTION: Jay will work with office to identify for sending to Primex.

6. Signature Items

a. Payroll Manifest for 03/12/21 totaling $7,108.86

MOTION by Jay Buckley to approve payroll 03/12/21 manifest; Second by Kathy Koziell.

Approved: 3-0

b. Accounts Payable Manifest 03/03/21 – previously approved, signatures needed

Donna MacKinnon shared with the Board guidance received by Catherine regarding proper format of manifests that includes information on balance prior to manifest, # of checks in manifest, total amount of manifest, balance after manifest; and requests to implement this format for proper accounting and transparency to district.

MOTION by Jay Buckley to adopt this new transparent manifest for Payroll, Operations, and Water System accounting; Second by Kathy Koziell. Approved: 3-0

ACTION: Commissioners to sign previously approved manifests in this format from January 1^st to present.

c. Driveway Approval for 8 Grandval Way James Nyman

DPW reports that this lot is flat, no culvert necessary, driveway will need to maintain negative grade to road. Class V road.

MOTION by Jay Buckley to approve the permit for 8 Grandval Way; Second by Paula Doyle. Approved: 3-0

7. Commissioner’s Concerns/Reports

Commissioner Koziell – asked if there were additional journal entries over the last two weeks? If so, asks that office sends new copy of the of end of year P&L. Requests a meeting to review budget one more time.

MOTION by Kathy Koziell to hold a Special Commissioner’s Meeting on Tues, March 23^rd at 9AM for the sole purpose of discussing budget items; Second by Jay Buckley. Approved: 3-0

Commissioner Doyle – water emergency plan update. Paula re-typed the entire document. Majority of updates were emergency contact information. Recommends we add Water EAP as an annual task.

Kathy Koziell – office procedures binder, make it an annual task in August.

ACTION: add EAP annual update to office procedures

Discussion ensued on management of the motion/action log and accountability of assigned tasks. It was decided to review the log monthly, with a bi-weekly reminder of open items.

ACTION: Small claims (Leiser) and lien (Foley) to be filed as soon as practical by the office; Commissioners recommend end of next week March 18^th, follow up on additional lien in two weeks as payments are being made.

Commissioner Doyle requested clarification on water usage report, specifically zero and negative readings. Discussion ensued on reading and most efficient method to clarify.

ACTION: Paula Doyle will contact Ian & Tom for more information and to schedule on-site if needed.

Discussion ensued on upcoming audit, rescheduled for Monday, March 22, 2021.

Discussion regarding Asset Management Grant requirements and the need to amend prior motion. Original approved motion made on Feb 25, 2021 was only for appropriating matching funds; Commissioner Buckley reports Grant application requires: approval to accept the Grant; approval of appropriation of matching funds; authorization of Commissioner(s) to act.

MOTION by Jay Buckley to amend Feb 25, 2021 motion to authorize Commissioner(s) to accept the matching grant in the amount of $20,000 and for Commissioner Buckley to act on all matters regarding this project; Second by Paula Doyle. Approved: 3-0

Discussion ensued regarding Little Loop Project updates. Commissioner Koziell has been in communication with Chris Albert to walk with surveyor.

ACTION: Kathy Koziell will follow up on site with Chris Albert and surveyor.

Discussion on Emergency Action Plan for dam and associated costs due to options of Simplified Map vs. Breach Analysis and impact on rating and inspection frequency.

ACTION: Table cost analysis and discussion to 3/18/21 meeting.

Commissioner Buckley provided an update on the Lodge. Discussion on considerations for selling vs. keeping and future public input/hearing.

ACTION: Jay Buckley reach out to three realtors on opinion on market value, request info by end of March.

Commissioner Buckley asked for update on inspection of Lodge fire extinguishers.

ACTION: Office will contact again on inspection schedule.

8. Correspondence

9. Public Comments on Non-Agenda Items

Dinah – Comments on the Lodge. The community may want to use the proceeds of the sale for a community center/gathering place. It may have infrastructure issues that we are yet unaware of, example: septic/sewer.

10. Other Business

a. Eversource Water Usage & Cost
Donna clarifies that the spreadsheet is just for the pumphouses.
Jay Buckley notes that cost went down.

b. Granite State – Accepted Results 03/03/2021 Test

11. Non-Public Session – RSA 91-A:3, II (a) Employee Matters

12. Dates for Next Board of Commissioner’s Meetings
    1. March 18, 2021
    2. March 23, 2021 – budget items only
    3. March 25, 2021

Adjourn

MOTION by Jay Buckley to adjourn 11:16AM.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday March 4, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday March 4, 2021.

In attendance for the full meeting were Commissioners Kathy Koziell (KK) and Paula Doyle (PD), Kelly Robitaille (KR) and Administrators Donna MacKinnon (DM) and Jerusha Murray (JM). Treasurer Dinah Reiss (DR) and Commissioner Jay Buckley (JB) attended part of the meeting.  Others called in to meeting as noted in minutes.  The meeting was recorded (audio).                             

At 9:03 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 notified all that he would need to leave the meeting at 9:30.

2.  Minutes

JB made a motion to approve the meeting minutes from 2/25/21.

Discussion followed on the addition to the minutes that KK provided by email earlier this week about the poles on Reinach Place. 

JB made a motion to approve the amended minutes from 2/25/21. PD seconded.  Motion passed 3-0.

Discussion followed on power lines that run underground with JB clarifying location of 2 poles on Reinach Place.  KR inquired about documentation for location of any underground power lines with understanding that Eversource is responsible for placement of power lines and Lidar mapping should identify location of underground assets.

3.  ADMINISTRATION

KR informed board that he will be posting roads this week.  Discussion on how this information needs to be posted and provided to public.  Historically always placed ad in newspaper.  PD questioned whether this was required by law.  JM found RSA that said it should be posted using current technology and methods of notification.  PD recommended posting via email and on website.  KR stated that he gets calls and recommends newspaper. 

JB made a motion to put a notice in newspaper tomorrow and to send an email to residents.  KK seconded.  Motion passed 2-1.

Discussion started on annual meeting dates and notices – put on hold as new attendees joined meeting.

4.  WATER REPORT

At 9:30, JB left the meeting.  Brad Jones (BJ) of Jones & Beach, Ian Hayes (IH) of Simply Water and Engineer Chris Albert (CA) joined the meeting.

CA discussed the work that will be done via the Asset Management project to identify the locations for the PRV pit(s) for the Upper Lakeview alternative plan.  Wright & Pierce will be doing the asset management work on the entire district but will address this area first in order to move the work forward that includes the first PRV pit that is covered in Dawon’s original contract.  The second pit will be covered in the contingency.  

KK asked BJ about clarification on Contract #6.  He stated that he thought it had been resolved but he was asked to look at it again in particular as it pertains to the Operations Manual for the pump house. 

KR asked about underground power lines for the pump house and how he would know where these are located.  CA CB said that these are noted on the plans and also that Digsafe would be responsible for this information.

BJ, IH and CA left the meeting.

5. ADMINISTRATION CONTINUED

KK made a motion to approve the final posting for the budget hearing and annual meeting.  PD seconded.  Motion passed 2-0.

Discussion on whether KR should attend the budget hearing.  KK and PD agreed that it was not required but KR could attend if he wants to be there.

6. OLD BUSINESS

KK made a motion to run the ad for the truck in the Berlin newspaper on a Thursday instead of a Saturday.  PD seconded.  Motion passed 2-0.

PD summarized discussion with attorney Chris Boldt from last week about the legal invoice for this month with agreement reached to reduce invoice by $85 for 0.5 hours between 1/21 and 1/22.  PD to summarize this agreement in an email to office.

7.  ACCOUNTS PAYABLE

KK made a motion to approve the manifest of 15 checks totaling $15,035.51.  PD seconded.  Motion passed 2-0.

8.  COMMISSIONERS REPORTS

PD reported that she has received a draft of the Water Emergency Plan from Ian Hayes.  Will review it this week and add updated addendums.  Will send all to office for consolidation and discussion next week.

9.  CORRESPONDENCE

Discussion on email from Ted Foley about overdue water bill.  There seems to be confusion about property ownership with property records indicated that Ted Foley has been the actual owner of property for many years although he stated that the property was owned by TD Bank and has changed ownership.  PD and KK agree that the next steps should be to proceed with the prior approved property lien ASAP in the event that ownership change has not closed.

PD asked about phone call from Mark Graffam and whether this needed further discussion.  DM stated that she would be sending him an email with an answer to his question.

10.  PUBLIC COMMENT

None.

11.  NON PUBLIC MEETING.

KK makes a motion at 10:20 AM to go into Non-Public for RSA 91-A:3, II (a).  PD seconded.  Motion Passed 2-0.

KK makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to Public meeting at 10:57 AM.  PD seconded.  Motion Passed 2-0.

12. Adjournment

KK makes a motion to adjourn the Public Meeting at 10:58 AM.  PD seconded.  Motion Passed 2-0.

Respectfully submitted,

Paula Doyle

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday February 25, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday February 25, 2021.

In attendance for the full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), and Paula Doyle (PD), and Administrators Donna MacKinnon (DM) and Jerusha Murray (JM). Treasurer Dinah Reiss (DR) and Kelly Robitaille (KR) 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.  KK seconded.   Motion passed 3-0.

2.  DPW

KR reported on an emergency call situation that occurred this week when he overheard a request on radio from Madison FD to Madison Public Works to clear a road in Eidelweiss for an ambulance at 5:15 AM.  KR was able to contact Madison Fire and let them know he was already on site as he had already cleared the road for the ambulance.  He did not know why they had not tried to reach him directly since he had his phone with him and likewise they did not try to contact backup person.  He asked that the situation be clarified on process.

JB to reach out to agencies to reiterate emergency procedures and list of contacts.  PD suggested that public also be reminded in next newsletter.

KR asked about agenda item for driveway permit for #8 Grandval Way.  DM stated that she is reaching out to applicant about incomplete application.

KR asked about inquiry on construction on Class VI Thusis.   Discussion followed on helping provide more information on these types of inquiries with request from BOC for office to send fact sheets that have previously been approved to these property owners.

Discussion on power lines running under roads.  KR stated that he needs to know where this occurs.  JB brought up 91-A request from Mark Graffam on this issue for Reinach Place.  JB stated how process works with Eversource placing assets on boundary lines and any lines put underground to private residences do not involve the district unless they run under district property.  The pole servicing 9 Reinach is on the property owners side of the road and the conduit from the pole to the house does not cross under district road or property. 

He stated that he believes the information he previously provided to Mr. Graffam was correct and he confirmed this with Jones & Beach that the lines underground to the Reinach pump house would be complete when construction is completed in the spring.  Office to get back to Mr. Graffam on his request.

KR leaves the meeting.

3.  ADMINISTRATION

DM reported that she worked this week with Catherine Deyoe and Audit firm.  Auditors requested what written policies and procedures exist for office.   No one aware of any specified procedures except Treasurer who stated that checks over $1,000 not left in office and if cash received for a water bill, she would be informed to pick up immediately.  PD suggested we put some written policies in place.  Office to ask Catherine if she has any template or drafted policy and procedure documents that we could use as a reference point.  DR agreed to draft a document upon receipt of anything from Catherine/office.

DM reported that the Adam Leiser 91A request will be complete today.

JB made a motion to approve the meeting minutes from 2/18/21.    KK Seconded.   Motion passed 3-0.

JB reported that he has initiated process for small claims court using TurboCourt.  BOC agreed that the office should be the primary contact and initiator of this process.

JB made a motion for the office to formally start this process and pay the $90 fee.  PD seconded.  Motion passed 3-0.

Annual Meeting Dates - Reviewed dates.  Discussion on the 60-day deadline for calling a meeting as it related to a petitioned warrant article and decided not to include as it could be confusing.  All agreed that if anyone was submitting a petitioned warrant and needed assistance, we should provide information and clarification on process if requested.

PD made a motion to adopt all of the dates discussed and to publish these this week.  JB seconded.  Motion passed 3-0.

Office to post at mailboxes and office.  KK and JM to work together on posting on website and email blast.

Discussion on legal fees invoices from January that was brought up last week.  PD to make a phone call to Chris Boldt to discuss charges related to annual meeting process that were not requested by the BOC. 

4.  FUND TRANSFERS

JB asked for clarification on transfer of funds from reserve accounts and the effect on the budget reports.  KK also raised question on the posting and reporting for expenses and transfers of funds from either receivables or reserve accounts.  Lengthy discussion on this topic with resolution for DM to ask Catherine for clarification.  KK also to call DM to discuss in more detail.

JB reported that the water committee met this week.  No recommendations or decision required.   Do need approval to expend funds for the asset management project.

JB made a motion to expend $20,000 from the Water System CRF for asset management.  KK seconded.  Motion passed 3-0. 

JB explained that this motion is required in order to expend any funds and that these funds will also be insured by Primex as is required by the grant. 

** MOTION AMENDED AT 3/11 AND 3/18 MEETING AS FOLLOWS:
JB made a motion to expend $20,000 from the Water System CRF for asset management and to authorize Commissioner(s) to accept the matching grant in the amount of $20,000 and for Commissioner Buckley to act on all matters regarding this project.
KK seconded. Motion passed 3-0.
(Amended by Motion at 3/11 and 3/18 Meetings for required Grant Application language)

5.  ACCOUNTS PAYABLE

JB made a motion to approve payroll for $6,962,44.  KK seconded.  Motion passed 3-0.

6.  COMMISSIONER REPORTS

-Waiting on clarification from Brad Jones about $1,375 charge on Contract #6.  Also wants to know about the $4,000 contracted for the manual that hasn’t been done yet.  Will this take us over budget for the contract?   Brad will be at the meeting next week.

-JB spoke to one realtor who we agreed to contact after last meeting to request a CMA.  Realtor informed him that we need a Certified Appraisal as opposed to a CMA.  After discussion on the most recent Assessment and the process, BOC agreed that an appraisal would be the next step.

JB made a motion to spend up to $500 to obtain a certified appraisal on the lodge.  KK seconded.   Motion passed 3-0.

Next steps – JB to contact an appraiser to start process.

Discussion on status of on-call engineering agreement with Wright & Pierce.  PD asks about questions on agreement that were discussed on 2/4/21.  JB to review with engineering firm.

JB made a motion to have the agreement reviewed by attorney.  PD seconded.  Motion passed 3-0.

JB reports that no bids were received for the Ford 550. 

JB made a motion to lower the minimum bid from $29,500 to $24,500 and advertise in 3 local newspapers, Craigslist and Municibid.  KK seconded.  Motion passed 3-0.

Agreed that the date for bids due will be Wednesday 3/31/21.

JB reported that Stephanie at Wright & Pierce is waiting for an internal signature on their bid for the dam management plan and she will forward to district soon.

KK

Motion/Action Log has been distributed.  Agreed that all should update and send any updates to office.  Discussion on recording completed items.  Additional worksheet will be created and will move completed items to it.  JM to follow up.

Discussion on 2021 budget and where to post payments for Catherine Deyoe.  If going to leave in equipment, need to increase for 2021.  DM to ask CD next week if she has a recommendation for this question.

PD

Should have draft for water emergency plan by next week.

7.  CORRESPONDENCE

Most previously discussed.  PD asked to discuss email from David Maudsley – did not like tone.  In regard to specifics of this note and December email that he referenced, PD reported that she reviewed again in detail and felt that specific comments in regard to accounting were either addressed or did not impact budget overall.   PD reported that she did some review of NH RSAs and protocol regarding role of Treasurer in towns and village districts and could find nothing too specific and that many other towns appear to have adopted specific statements or policies regarding the role of the Treasurer.  PD suggested that other Commissioners confirm this information and consider whether VDOE should create and adopt a policy potentially with larger role for Treasurer to be more involved in oversight and accountability for accounting practices.

8.  PUBLIC COMMENT  -- None.

9. ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 12:33 PM. PD seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner