VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday February 18, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday February 18, 2021.

In attendance for the full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), and Paula Doyle (PD), Administrators Donna MacKinnon (DM) and Jerusha Murray (JM) and Treasurer Dinah Reiss (DR).  Kelly Robitaille (KR) and Bob Ingram (BI) attended part of the meeting.  The meeting was recorded (audio).                             

At 9:01 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 that International 4200 blew fuel pump. It had to be towed but has been repaired and he will get it back on road this morning. On manifest this was the invoice for $1,018.48 for Albany Service Center.  

KR leaves the meeting.

3.  Administration

Welcome to Jerusha Murray, new Administrative Assistant. 

Tomorrow we promised Adam Leiser completion of his 91A request.  DM needs to send him a note acknowledging that we’ve sent what we can but want to take next week to go back and make sure we’ve gotten everything he requested that we can provide.

JB made a motion to approve the public and sealed non-public meeting minutes from 2/11/21.    PD Seconded.   Motion passed as amended below 3-0.

JB requested that we amend minutes regarding conversation about heat in office.   PD to make change and send to office.

DM worked with Catherine on Mon and Tue and they uploaded a lot of documents for audit requested by Scott Egan at audit firm.  They have call scheduled for next Monday with him to make sure they have everything that they need.  Pointed out email from auditor that their goal is to complete audit by end of April.

JB discussed O/T for part time employees only payable after person works 40 hours within a week.

JB asked about fund transfers made in February – would these show up on audit.  KK explained that this is just a cash flow issue and would not impact actual expenditures from the operating budget.

4.  Accounts Payable

JB made a motion to approve the manifest of 7 checks totaling $4,441.25. KK seconded.  Motion passed 3-0.

Questions from JB – Paid Catherine $556.50 – is that for month or week? It was for Jan 4-Feb 15.  Amerigas bill for what locations?  It is 2 invoices for chemical room-DPW1 and DPW 2.  What was Lawyer invoice for?  $459 for annual meeting and $272 was for additional information for 91-A request.   Question about why we are being billed about annual meeting information.  DM to send invoice for review by Commissioners to be discussed next week.  Commissioners agree to ask DM to hold the lawyer’s check for release until next week.

JB wants to talk about manifests in general.  We’ve been doing one every week.  Like we do payroll every week, can we do manifests every other week on non-payroll weeks?  Would it be more efficient to do every other week?  DM says it would be much more efficient that way.  JM to check legal requirements on the retirement payments – in NH they have a date that check needs to be there.  Leave it up to office on when to run manifest.  PD asks about how we will be aware of automatic payments.  DR says you will see the debit coming out of our account.  Office to report when those are made. 

5.  Annual Meeting & Budget

Any bills in January that would impact 2020 budget, KK asks that DM send her most recent P&L for last year and KK to update the final budget for what was spent in 2020 so that we can decide if this would impact budget for 2021.  KK will also have a report for 2021 to date for next meeting.

May 22 date.  Warrant article for lodge to have that lot possibly sub-divided.  JB has found that Ron Briggs Surveyor in Conway is familiar with Eidelweiss – he believes that the lodge & cabana building already reside on individual lots and he has old map showing that with written deeds for those from Great Northern.  JB asked Linda Shackford the maps that they have from 1970 with 1 lot.  KK says that what she looked at the pool and cabana were on one lot and the lodge was on another lot.   If the lots were combined, Madison told JB they will re-divide them at no cost.  Registry of deeds has the deed - JB to pick up tomorrow.   Office to contact 3 real estate brokers to give us a CMA   (Jim Lyons @ Select, Steve Anderson @ Pickham, Marjorie MacDonald @ Remax.)  Discussion on next steps.  Agree to get feedback from agents and go from there.

BI has joined the meeting for discussion on the annual meeting.  He shares that there’s a feeling in the community that the election should move forward and not wait until May.  KK asks if office has heard from anyone about the date to move to 5/22.  Nothing has been received.   Discussion on additional costs to have 2 separate dates would include cost for school gymnasium cleaning and for voter checklist committee to be at both meetings.  Dates to register to run for office starts on 7^th Wednesday before town meeting (4/7) extending til following Friday (4/16).   All agree that there’s no value in running election early. 

Public budget hearing set for Thursday 4/22 at 7 PM and continuing on Monday 4/26 at 7 PM (only if needed).  Will be done with Microsoft Teams.  Practice session for teams on 4/19 at 7:00 PM.  Notice in paper by Tuesday 3/23.   BOC agrees it makes sense to post budget and warrant by 4/15 so people have opportunity to review in advance of budget hearing. Petitioned warrant articles due by 4/20. JM to set up a practice session with Commissioners to test use of running the MS Teams software.   

10:27 AM BI leaves the meeting.  Office to draft the newspaper notice.   When that is confirmed, KK and JM to discuss doing an email and posting to website early next week.

6.  Commissioner Reports
JB

-Looking at on call engineering services.  Rcvd quote from W&P for performing the asset management project.  Will bring to water committee to review.  No date yet for water committee meeting. 

-Sent email about Ford F550.  No bids on Municibid.  We had decided to put on Craigslist and 3 local papers but the papers were not done.  Have had interest from someone who saw it on Craigslist.  Wait until 2/24 to see if any bids come in and if we need to re-run, post in papers at that time. 

-Emergency plan for dam on small pond – got message from Stephanie who is waiting for signature on quote before sending it to us. 

-References prior discussion on rooms & meals tax and whether worth it to petition at Madison town meeting that we go after it.  JB is in favor of doing this and willing to write it up and go to Madison town meeting to support it.  KK asks if can we find details on which homes it comes from so that we can justify how much of it comes from Madison so we can determine how much of it comes from Eidelweiss.  JB responds that DRA does have the detail.   You can fill out a form to get this info.  JM to research and work on this issue.

-JB has also been searching for former resident who owes back water fees and had agreed to pay in installments.  He has found several addresses but hasn’t determined current address yet. 

-DW permit for 8 Grandval – it is on a Class V road.  

-JB inquired about first payment from person who said they would pay installments.  DM reports we got first payment this week and sent new statement to her.  

-KK

-Took motion/action log and cleaned it up a bit and added new items from last 2 meetings, will add this meeting and send out again.  JM will be able to take over this project.

-PD

-Status on emergency water plan.  Waiting to hear from Ian on this project.  Hope to have by next week.

Further discussion on asset management proposal.

7.  Correspondence – Bob Ingram email.  Catherine Deyoe email.

8.  Public Comment  -- None.

9. ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 10:55 AM. KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

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

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday February 4, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday February 4, 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), Dinah Reiss (DR), Bob Ingram (BI), Ian Hayes (IH) and Peter Knudson (PK).  The meeting was recorded (audio).                             

At 9:02 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 Report

-Driveway permit for 17 East Bergamo was submitted for completion.  KR reports it was completed as permitted.
JB made a motion to give final approval of completion to the driveway permit for 17 East Bergamo.  KK seconded.  Motion passed. 3-0.

-KR reported that someone is coming to look at 550 truck for sale.  Discussion on how KR should respond to questions about price.  Agreement that he should refer any questions on price to the BOC.

-Discussion on recent storm with praise to DPW for job well done. 

3.  Administration

-DM reports that $86,935.86 disbursement has been received for Reinach project. Will be placed in project account and will reimburse $15,000 to the operating account.   DR confirmed deposit and reported $88,252.90 current balance in project account.  KK reported that approximately $250K of the $295K grant has now been received.

-DM heard from Kathy Moore about Capital Reserve account – we are on agenda for 2/11 meeting.  Paperwork will be processed by then.

-DM has sent out the certified letters to overdue water bills as previously discussed.  Some have already had water shut off.  DM to work with IH on shutting off all others as notified.

-JB made a motion to approve the public and non-public meeting minutes from 1/28/21.  KK seconded.  Motion passed. 3-0.

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

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

-JB made a motion to approve the manifest of 7 checks totaling $6,450.45.  KK seconded.  Motion passed 3-0.

JB asked for clarification on the $3,320.71 payment to Bank of NH.  DR confirms that this is the final interest-only payment for the tank project approved in 2018.  Another payment will be due in August that will be the first principle plus interest payment due and will continue for 12 years.  Per email she sent to office, she wants to confirm this is being accounted for in 2021 budget.  KK confirms this will be in the budget.

-DR reports that the Bank of NH is sending paperwork to approve that 3 loans will be set up as auto payment moving forward.  DM later reports that this has arrived and will be signed today by JB and DR.

-Discussion on 2021 Audit and timing.  PD reminds JB that he needs to fill out the form that is outstanding for the BOC to provide auditors information.  DM to reach out to auditors on timing.

-PD asked KR if any further information from D. Whitelaw on his furnace estimate discussed in prior week.  KR still awaiting call back.  Also waiting for one other estimate.

-JB states he has yet to receive an estimate for brush cutting over water lines.  Asks if this should be part of operating budget or special warrant which we tabled last week.  KK points out that since it was part of a sanitation survey as work that needs to be done so it should be put in operating budget in order to ensure funding.

-JB reviews email from property owner requesting information on potential purchase or guarantee of green space for 2 lots on Dorfli Road.  After discussion, BOC agrees that district will not be selling any property at this time.  DM to communicate this to property owner.

-JB discusses seminars from All States Paving which he is planning to attend.  KR states he has gone through all this training already but will look through any additional training information from UNH.

4.  SCHEDULED APPEARANCES

-At 9:30, PK and IH join meeting.   Discussion on providing temporary water service at 9 Reinach Place to help PK finish construction on his home.  JB brings up water ordinance asking if we should even consider exceptions.  KK states that it is similar to zoning board providing ordinances and we should consider each case individually on its merits.  PD agrees but also states that property owner should work separately with water operator at their own expense to develop options and then approach board with proposal as opposed to coming to BOC and asking board to solve the problem.  IH states that he has not spent additional time/cost to consider this situation.   After discussion with PK and IH, BOC agrees that PK and IH should discuss off-line to determine if there is a solution that will not impact the district financially or put the district water system at any risk. 

At 9:49 AM, PK leaves the meeting.

-IH reports that he has gathered all of the necessary information that PD requested for the Emergency Water Plan.  He needs to input in to the file and get it in good order.  Will send over soon.

-IH reports that he is currently doing standard pump maintenance.  Will be checking bleeders.  Discussion on water and electric usage. 

-PD asks about JB’s draft on DPW involvement on water excavation projects. IH shares concern that if we give most or all of the day to day work to DPW, current contractors may be less willing to jump in when we need them for emergencies when DPW might not be available or able to do a project.   IH recommends that we give some work to DPW – smaller jobs that make sense.  BOC agrees that it makes sense to let IH decide when it makes sense to use DPW and when best to bring in outside contractor. 

At 10:07, IH and KR leave the meeting.

-At 10:08, Moderator BI joins meeting.   Discussion on rescheduling of annual meeting and location.    PD states she would not be comfortable attending any meeting until vaccinated.  KK states she would be comfortable attending a meeting at an appropriate location.  Additional discussion on the warrant article drafted to obtain $20K funding for asset management to match the grant already awarded.  Approval on these funds needs to be made in April.  Confirmed that the funding can be done from the Water System Capital Reserve through BOC approval.  BOC agrees to do this and will also revise the drafted warrant article to replace the $20K taken from the reserve account from the Unassigned Fund Balance.   After much discussion, agreement that ideal meeting date will be May 22 at the Kennett Middle School gymnasium pending information on cost and info on how many people could attend at this location.  JB to contact Kennett School on availability, cost and capacity.  JB awaiting confirmation that public hearing can be held virtually if traditional in person meeting being planned.   Final dates for public hearing dates to be discussed at meeting next week.

At 10:34 AM, BI leaves the meeting.

5.  COMMISSIONER REPORTS

JB-All previously discussed.

PD-Shared topline on results of job placement ad on indeed, details to be shared and discussed in non-public session.   Brought up a couple concerns on the Wright-Pierce agreement – length and cost of travel to district and ownership of designs and plans.  Suggests that this agreement be reviewed by attorney.  PD makes a motion to send this agreement to Chris Boldt for review.  JB seconded motion.  After discussion that JB should first have discussion with WP on these concerns, PD withdraws motion.

-KK-New calendar widget on website stuck on January – working on it.  Received resume from Chris Albert for a surveyor he would work with on Little Loop project, awaiting his proposal.   Reminded PD and JB to review the Motions/Actions log and share any updates with office. 

6.  CORRESPONDENCE

-Ron Briggs Surveyor in North Conway will be getting back to us soon with proposal.  Water committee emails – setting up a meeting soon.

7.  PUBLIC COMMENT

None

8.  NON-PUBLIC MEETINGS

JB makes a motion at 10:51 AM to go into Non-Public for RSA 91-A:3, II (a).  PD seconded.  Motion Passed 3-0.

PD makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to Public meeting at 11:21 AM.  JB  seconded.  Motion Passed 3-0.

JB makes a motion at 11:21 AM to go into Non-Public for RSA 91-A:3, II (b).  KK 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 12:02 PM.  KK  seconded.  Motion Passed 3-0. 

During the non-public meeting, BOC passed a motion to seal the minutes.

10. ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 12:02 PM. PD seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

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

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 21, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday January 21, 2021.

In attendance were Commissioners Jay Buckley (JB), Kathy Koziell (KK), Paula Doyle (PD), Treasurer Dinah Reiss and Kelly Robitaille (KR).  Donna MacKinnon (DM) was in attendance but was also attending to other business in the office.  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 2-0. 

2.  ADMINISTRATION

JB reported that Dawson letter of suspension was received.  

JB made a motion to approve the public meeting minutes from 1/14/21 and 1/19/21.  KK seconded.  Motion passed 3-0. 

No water business to discuss. 

Roads – KR reported that things were fairly quiet.  The storm earlier in week was a mess with some overtime put in.  The roads now are requiring a lot of sand because the there is melt that glazes over when temp drops so they are working to keep on top of it.

Discussion on estimate from Bryant for reclaim and paving of Chocorua Drive.  JB asked why “wear coat” was not included – would it be done following year?  KR responded that it could possibly done later in same year but not included in estimate.  He will follow up with Bryant to discuss.

KR asked about his review.  JB explained process and stated that we would probably be ready to meet with him about it next week.

Water Shut Off Notices - Discussion on letter drafted by KK. 

PD made a motion to approve the letter and for DM to send out this week.  JB seconded.  Motion passed 3-0. 

Letter to Auditors – JB reiterated that he would be filling out for initial draft as discussed in last meeting.

Motion/Action log – JB reiterated importance of this document.  KK volunteered to do a current draft given DM workload.  DM to send KK the latest draft of this document.

Fire Extinguisher Visit – DM reported that she called company but they have not returned call yet.

Selling Ford 550 – Cost reported to run ad in 3 papers will be $195.  JB identified 2 additional resources (municibid.com and “the white farm” used by State of NH which runs auctions, the next will be in May).   Could also use craigslist. 
JB made a motion to move ahead with using municibid, craigslist and the 3 papers.  PD seconded.  Motion passed 3-0. 

JB will draft the ad and use photos from the estimator.

JB makes a motion to approve the manifest with 6 checks totaling $899.09.  PD seconded.  Motion passed 3-0.

Discussion on email received from DR that the Water Line Extension Fund should be held by Madison Trustees.  KK mentioned that she took some offense to the note that she felt implied that this was done intentionally to maintain control of the funds.  KK stated this was not the case.  She pointed out that this fund had been set up wrong several years ago and that Michelle Clark with DRA was the one who pointed out the error.  She stated that there were several discussions late last year about how to transfer it and had been unable to determine next steps so leave as is for time being until it could be sort out.  DR stated that paperwork would need to be done and that she would get the paperwork and forward it to BOC to make this happen.

BOC agreed to have another meeting this week on Saturday 1/23/21 at 9:00 AM to review the final presentation, the warrant articles and budget so that it could be posted on website Saturday afternoon.

PD raised issue about salary line budget for DPW after calculating what should have been actual number for 2020.  DM reviewed in QuickBooks and noted that last 2 weeks of 2019 were actually posted in January 2020.  Same thing was not done at end of 2020 which would account for overage vs PD projections.  KK speculates that this may have been adjusted in the final audit.  DM to discuss with Consultant.

Noted that PD forgot to include the warrant article for the Leaf Blower in the latest powerpoint presentation.  Further discussion on need to buy vs rent.  KR stated that rental unit is less powerful and flexible vs the unit he is recommending.  PD to add to next version of warrant articles.

Signature Items – JB reviewed 3 transfers that need to be signed today.

3.  COMMISSIONER REPORTS

JB - Reported that he attended the Data to Dollars Webinar.

KK - Discussion on the Building Information sheet that she prepared.  Given changes in zoning that Madison would probably make in future, agreed that it is better to make this less detailed and to point people in direction of website for information.  JB to draft short paragraph for review by Bob Boyd to replace what KK wrote.

PD – nothing new to report.

4.  CORRESPONDENCE

-White Mountain CDL testing increasing from $150 to $162.

Discussion on Adam Leiser outstanding request.  JB working on with DM.   Discussion that if after looking, they think something does not exist, then a note should be sent stating this to Mr. Leiser.   

Discussion on Adam Leiser’s new request.  JB stated that he sent to attorney given language of request.  Need to discuss in Non-Public meeting which will be done following this public meeting.

--Discussion on Larry Leonard list of comments and questions about water usage report.  JB to draft response.  PD asked status of water committee.  JB said he asked LL as Chairman to convene a meeting soon.

5.  SCHEDULED APPEARANCES

Mark McConkey reviewed the revised design for the septic at the property on 39 Interlaken.  The house was downsized from 4BR to 3BR including a garage with a breezeway to house.  The septic will be a Presby Advanced Environmental which was used recently on a property on Blinden.  Mark explained again that he approached our BOC because he wanted our feedback before going to the Madison Planning Board.  A prior septic approval has expired.  He is seeking 2 variances.  The house is 23.69 ft from the wetlands (vs. 30 feet permitted).  The septic is 55.85 feet on one side and 51.31 feet on the other side – this meets NHDES rules of 50 feet but is less than Madison zoning which requires 75 feet.  Design also shows plan for well but Mark stated that has changed and new potential owners want to connect to water system.  BOC discussed and expressed appreciation that property owners and Mark sought BOC input prior to zoning meeting.  After discussion, BOC all agreed that they would not object to the request for the variances. 

6.  PUBLIC COMMENT

DR reported that she made the payment to the bank for the truck loan but would not be paying the late fee.  She noted that we could set up automatic payments for this loan and the others that are currently held by the Bank of NH.   Agreement that would be worthwhile.

7.  NON-PUBLIC

JB makes a motion at 10:35 AM to go into Non-Public for RSA 91-A:3, II (b).  KK seconded.  Motion Passed 3-0.

PD makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to Public meeting at 11:09 AM.  JB  seconded.  Motion Passed 3-0.

During Non-Public meeting, BOC agreed to hire a new part-time Administrator and that PD would contact L Baker to let her know.

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

JB makes a motion at 11:09 AM to go into Non-Public for RSA 91-A:3, II (L).  PD seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to Public meeting at 11:19 AM.  PD  seconded.  Motion Passed 3-0.

During Non-Public meeting, BOC agreed that per legal advice PD would draft a letter to A Leiser in response to his request.

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

JB makes a motion at 11:19 AM to go into Non-Public for RSA 91-A:3, II (a).  KK 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 12:01 PM.  KK  seconded. Motion Passed 3-0.

During Non-Public meeting, BOC agreed to schedule KR review for Thursday 1/28. 

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

8. Adjournment

JB makes a motion to adjourn the Public Meeting at 12:01 PM.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner