VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting Minutes

Tuesday January 12, 2021

The Board of Commissioners met at 9:00 am on Tuesday, January 12, 2021.  The meeting was held by phone.  In attendance for the meeting were Commissioners Jay Buckley (JB),  Kathy Koziell (KK) and Paula Doyle (PD).  Administrator Donna MacKinnon (DM) was present but also attending to other District business.  Kelly Robitaille (KR) was in attendance for most of the meeting.

1. Call to Order

At 9:01 am Commissioner Jay Buckley called the meeting to order.    

2. Agenda

No agenda was created for this meeting but JB stated that the primary purpose was to discuss the latest draft for the 2021 budget and warrant.

JB makes a motion to approve this item as the agenda.  KK seconded.  Motion approved 3-0.

3. Discussion

JB announced he had a hard stop at 10:00AM to help DM with outstanding 91-A request from Adam Leiser. 

JB makes a motion to notify Adam Leiser that the district needs 30 additional days beyond prior notification to fulfill request.  KK seconds.  Motion approved 3-0.

KR asked for input on warrant drafts.   KR had asked for a warrant for a new leaf blower to be mounted on the grader.  Estimate for $5,500.  Commissioners agreed to add a warrant article for this item for $6,000.

KR pointed out that warrant article for tree and brush cutting for $7,000 would only cover the roads he had previously mentioned and would not include the water areas that JB had added.  JB to get estimate for clearing of these areas.  Discussion that this should be a separate warrant article since the money would need to be raised by water fees.

KR brought up that the engineering and survey work for Little Loop was not on the draft.  KK and JB agreed that this should be added citing an earlier estimate for $14,000.  KK to find the original estimate and add 10% for potential changes to final number.  PD stated that she was not in support of this warrant article due to unknown nature of costs to do work that might be recommended and the concern that this could be a lot of money for a lightly traveled road.  KR and KK pointed out that the DPW believes that they will be able to do any work themselves but that the survey and engineering was necessary to help guide the project. 

KR inquired about a warrant article for a new furnace.  KK stated that per conversation at last meeting, BOC agreed that this would be funded from the operating budget.

JB proposed that bonus line be brought to zero and that any bonuses would be paid from budget surplus.  KK and PD agreed in principle but were concerned that if budget came in right on, there would be no funding available for bonuses that might be warranted per bonus policy.  KK also recalled that public discussion seemed to favor funding for bonuses at prior annual meetings.  After discussion, all agreed to leave funding in budget for bonuses.

JB proposed a few other changes to the Equipment & Maintenance line items.  After discussion, fuel and tools & equipment were revised slightly.   Other operating expenses were discussed and amended slightly as well.

Water budget was discussed with minor revisions made.

Discussion on warrant articles & budget was completed.

PD requested discussion on January 2021 Newsletter in order to get communication out to district ASAP on this year’s annual meeting process.  Revisions were discussed and agreed.  PD to make final revisions and send to KK for distribution.

DM requested that 2 budget transfers be approved for signature prior to end of meeting per a request made by Treasurer Dinah Reiss.

JB made a motion to transfer $5,500 from the Water Line Extension Fund to the Water Operating Budget for the Tight Tank water line extension.  KK seconded.  Motion approved 3-0.

JB made a motion to transfer $738.51 from the Water Line Extension Fund to the Water Operating Budget for NCWP bills.  KK seconded.  Motion approved 3-0.

4. Public Appearances -None

5. Public Comment - None

Jay Buckley made a motion to adjourn the meeting at 10:30 AM.  Kathy Koziell seconded. Motion passed 3-0.

Respectfully submitted,

Paula Doyle, Commissioner

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

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting Minutes

Tuesday, January 6, 2021

The Board of Commissioners met at 9:00 am on Tuesday, January 6, 2021.  The meeting was held by phone.  In attendance were Commissioners Jay Buckley, Kathy Koziell, and Paula Doyle.

1. Call to Order

At 9:04 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 Buckley makes a motion to go into Non-Public at 9:05 am for RSA 91-A:3, ll (b).Kathy Koziell 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 10:07 am. Kathy Koziell seconded. Motion passes 3-0.

During non-public, a motion was made to seal the minutes of the non-public meeting.

Short discussion on inquiry from realtor on water system availability.  Paula Doyle will draft a response for office to send out upon these types of inquiries.

Discussion about scheduling a follow up planning meeting to discuss and finalize the 2021 warrant and budget. Meeting scheduled for Tuesday, January 12 at 9:00 am.

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

Respectfully submitted. 

Paula Doyle, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday December 31st, 2020

The Board of Commissioners met at 9:02 am on Thursday December 31st, 2020.

In attendance was Commissioners Jay Buckley, Kathy Koziell (by Phone), Paula Doyle (by phone), Donna MacKinnon taking minutes. Dinah Reiss, Treasurer & Robert Ingram, Moderator called into the meeting. The meeting was not filmed but residents could call into meeting via conference call.                              

At 9:02 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

Jay Buckley makes a motion to approve the Agenda of 12/29/2020.  Seconded by Kathy Koziell.  Motion Passed 3-0.

2. Administration Report

Discussion of Catherine Deyoe payroll proposal

Discussion of Water Project Disbursements-Waiting to hear back from Jones & Beach in regard to filling out the forms correctly.

Discussion of Copier-Roller is not working properly-Jay Buckley stated he found a HP copier and that most copiers are on back order at this time.

Jay Buckley makes a motion to purchase a HP Laser Printer for $599.99 coming from the Office Equipment CRF funds coming out of the 2021 Operating Budget.  Kathy Koziell seconded.  Motion Passed 3-0.

Jay Buckley will pick up Printer.

Discussion of how to run the Annual Meeting this year due to COVID protocols-Bob Ingram the Moderator explains the optional meeting plans information budget session notify registered voters by mail with explaining the process for Annual Meeting.  Bob Ingram concerns were getting voters on board for virtual meeting.  Bob Ingram question the number of meetings to be held virtually for Annual Meeting to be done correctly either 3 or 4 according to the NHMA and Attorney from DrummondWoodsum for NHMA emails that was read at meeting. The 3 meeting would consist of posting the proposed Budget & Warrant Articles at the bulletin boards & website then have first informational meeting of how the meeting will be run and reading of the proposed Budget & Warrant Articles with no comments from the public.  Second meeting would be held 7 days later with the public comments being read with then the BOC can adjust the proposed Budget or Warrant Articles according to the public comments.  Third meeting would be the deliberative session Annual Meeting.  The 4 meeting would consist of first meeting would be the Annual Budget Hearing.  Second meeting would be for the informational meeting. Third meeting would be for virtual meeting for public. Forth meeting would be for the voting.  Discussion ensues between the BOC & Moderator.  Bob Ingram wants clarification from the Districts Attorney.  Jay Buckley will contact and ask the Districts Attorney for proper way that is required virtual meeting.  Discussion ensues of Absentee Ballots will they just be for the voting of officers or can the articles be included and how to validate the absentee ballots.  Kathy Koziell the timing of mailing out the information to the voters.  Tentative Budget Hearing is scheduled for January 27^th, 2021.  Jay Buckley states we should be clarifying everything with the Districts Attorney.  Paula Doyle wants a simple email to the Attorney.

Jay Buckley would like to have finalized Proposed Budget & Warrant Articles for next Thursday meeting.

Bob Ingram asks to be sworn in as Moderator, Jay Buckley will swear in Bob Ingram today at 2:30 pm.

3. Signature Items

Jay Buckley makes a motion to approve the minutes of 12/21/2020.  Paula Doyle seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the minutes of Non-public 12/17/2020.  Kathy Koziell seconded. Motion Passed 3-0.

Jay Buckley makes a motion to approve the minutes of Non-public 12/21/2020.  Paula Doyle seconded. Motion Passed 3-0.

Jay Buckley makes a motion to approve the Manifest of 12/30/2020 4 checks for $245.00.  Kathy Koziell seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the Manifest of 12/30/2020 3 checks for $402.87.  Paula Doyle seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the already approved Manifest of 12/28/2020 with the corrected check numbers of checks.  Paula Doyle seconded.  Motion Passed

3-0.

Discussion for 47 Eidelweiss Dr Driveway Permit for Construction.

Jay Buckley makes a motion to approve Driveway Permit for Construction for 47 Eidelweiss Dr with conditions.  Paula Doyle seconded.  Motion Passed 3-0.

4. Commission Reports

Jay Buckley

Discussion of small claims filing for outstanding Invoice for 4 Little Loop.

Discussion of Appraisal of the Ford 550

Discussion of Dam Emergency Action Plan

Kathy Koziell

Nothing

Paula Doyle

Discussion of Water Emergency Plan-Paula Doyle talked with Ian Hayes the Water Operator regarding the Water Emergency Plan.

Paula Doyle will work on proposed Warrant Articles.

5. Correspondence

Discussion of Mark Graffam’s email regarding a Dawson Contracting machine on road.  Kathy Koziell believes there is a fine with breaking the ordinance.  Jay Buckley will look into ordinance and issue a fine if ordinance is correct.

Discussion of David Maudsley email

6. Public Comment

Dinah Reiss stated that she contacted Bank of New Hampshire regarding Truck Loan excess loan money.  Loan payment is due 1/15/2021 and the extra money from the Warrant Article can be applied towards the principle payment of the loan.

Jay Buckley makes a motion to pay the remaining money of the Truck Warrant Article to go to the principle reduction of the Truck Loan.  Kathy Koziell seconded.  Motion Passed 3-0.

Dinah Reiss stated the Tax check should be ready January 13, 2021.

Jay Buckley makes a motion to adjourn meeting at 10:44 am.  Kathy Koziell seconded.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday December 29th, 2020

The Board of Commissioners met at 9:02 am on Tuesday December 29th, 2020.

In attendance was Commissioners Jay Buckley, Kathy Koziell (by Phone), Paula Doyle (by phone), Kelly Robitaille DPW Foreman, Donna MacKinnon taking minutes. Dinah Reiss, Treasurer called into the meeting. The meeting was not filmed but residents could call into meeting via conference call.                              

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

1. Agenda

Jay Buckley makes a motion to approve the Agenda of 12/29/2020.  Seconded by Kathy Koziell.  Motion Passed 3-0.

2. Administration Report

Discussion of Water Project Disbursements-Waiting to hear back from Jones & Beach in regard to filling out the forms correctly.

Discussion of Moderator Bob Ingram for annual meeting- Office will reach out to Bob Ingram to call into Thursday’s BOC meeting.

3. DPW Report

Discussion of Sand budget- Kelly Robitaille asks the BOC to ask if he can purchase $2K of sand in order to spend down budget.  BOC agrees with Kelly Robitaille.

Discussion of 2019 Dodge RAM 5500-Kelly Robitaille ask if the excess Warrant money can be put towards the principle of the loan.  Paula Doyle suggests asking the Treasurer if that can be done.

Discussion of DPW Building heating system-Kelly Robitaille is having a hard time getting estimates vendors are either too busy or out due to COVID.  Paula Doyle will send in a list of vendors to the office.  BOC would like two estimates for heating system.

9:20 am Dinah Reiss calls into the meeting.

Discussion of 47 Eidelweiss Dr. driveway permit approval.

Discussion of 2019 Dodge RAM 5500 loan resumes-BOC asks Dinah Reiss to find out if the excess loan money can be applied to the principle.  Dinah Reiss will call the Bank of New Hampshire to find out and will let the BOC know.

Discussion of the 11/23/2020 $15K money transfer from Operating Budget to the Water Project Budget- Dinah asks for Auditing purposes.

4. Administration Report

Resumes- Discussion of the Dept of Labor- Office received letter from Dept of Labor with closing the completed Inspection Report.

Discussion of Sun Chronicle for Annual Budget Hearing Ad-Discussion ensues as to the handling of the 2021 Budget Hearing Meeting.  Paula Doyle states she will not be physically attending the meeting as does Kathy Koziell.  Kathy Koziell asks about Warrant Articles and Budget so that she can put a Power Point together for the meeting.

Discussion of Lien Letter-

Jay Buckley makes a motion to approve the new Lien Letter for Water Usage Bills over $1K.  Kathy Koziell seconded.  Motion Passed 3-0.

Discussion of turning off the homeowner’s water for unpaid Water Usage bills.  Kathy Koziell thinks a certified letter should be sent with the turn off date.

Kathy Koziell makes a motion to communicate with property owners that their water will be shut off after communicating with Ian Hayes with a certain date that he can shut off the water for unpaid Water Usage Bills.  Paula Doyle seconded.  Motion Passed 3-0.

Discussion of Catherine Deyoe’s payroll proposal of doing payroll in house.

Jay Buckley makes a motion to approve the minutes of 12/10/2020.  Kathy Koziell seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the minutes of 12/17/2020.  Kathy Koziell seconded. Motion Passed 3-0.

Jay Buckley makes a motion to approve the Manifest of 12/28/2020 13 checks for $56,495.06.  Paula Doyle seconded.  Motion Passed 3-0.

Discussion of clothing allowance for DPW-BOC agree that receipts are needed.

5. Public Appearance

10:00 Kim Hare calls into meeting regarding Privatizing Eidelweiss Beaches.  Jay Buckley states that the water is owned by the State but that Eidelweiss can control the parking lots. Paula Doyle discusses of creating a committee to create a Policy for the Beach Parking.

Kim Hare wants to keep it as simple as possible.  Paula Doyle asks for volunteers for the committee.  Kathy Koziell asks Kim Hare to go back to her group for input that the BOC can take in count for ideas for a Policy.

Jay Buckley makes a motion to approve the Payroll of $6,370.11.  Paula Doyle seconded.  Motion Passed 3-0.

6. Commission Reports

Jay Buckley

Discussion of 14 Bristenstock water line-Jay Buckley explains that the water line was cut by Contractor Jake Dawson during the water project and needs clarification from Jake Dawson that it is reconnected.

Discussion of class VI Road approval form- the District already has one on file for homeowners to file to the Registry of Deeds.

Discussion of CRF Funds

Discussion of Purposed Warrant Articles

Discussion of DAM Management Plan-Engineering is needed for completion of Plan.

Discussion of Reinach Place to be reclassified from Class VI to class V.

Kathy Koziell

Discussion of the Garside Estimate-Funds can not be encumbered because it has been past two years.

Discussion of reaching out to NHMA for a pro-bono form for District volunteers.

Paula Doyle

Discussion of Water Emergency Plan-Paula Doyle has reached out to Ian Hayes the Water Operator. Table it until Ian gets back to Paula.

Discussion of Newsletter- reconvene Thursday about Newsletter.

Jay Buckley makes a motion to go into Non-public at 10:55 am RSA 91-A:3, II(b).  Kathy Koziell seconded.  Motion Passed 3-0.

11:16 am BOC comes out of Non-public, minutes not sealed.

Jay Buckley makes a motion to send offer letter for temporary employment to Sue Stacey.  Paula Doyle seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to adjourn meeting at 11:17 am.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator