VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                       January 30, 2020

Public: Kelly Robitaille, Chief King, Paula Doyle, Dinah Reiss

Commissioners in attendance Jay Buckley, Adam Leiser

Filmed by Tim Hughes of Madison TV

Adam calls the meeting to order at 9:10am.

Jay motion:  approve agenda.  Adam second.   Vote yes 2-0

Adam motion: call Kathy.  Second Jay.  Vote yes 2-0

Chief King discussed that MPD is a reactionary police dept.  First complaint about speed in Eidleweiss.  Accidents have occurred but no speeding issues.  Compaintant should report directly to MPD.  MPD has made a difference with different speed traps in town.  Speed trailer is currently out of service and not an option in the winter because of the cold.   Chief King wants to know the time speeders are happening.  Paula Doyle reports that weekdays is when it’s worse, workday times.  Chief King invited Paula to join him in the cruiser.  That offer is open to anyone.  Jay reports that improved road condition contributes to the problem.  Chief King wants to know if VDOE wants a feedback sign.  Decatur electronics or custom electronics are major radar dealers to research from.  Chief King guesses 1k-2k per and they are solar powered.  Kelly reports that private plow guys are the biggest culprits.  Chief King reports an “open door policy” for anyone who wants to talk.

Adam motion: write a letter to Terri Warren about speeding.  Second Jay.  Vote yes 3-0.

Fireworks discussed.  Adam states in 2019 it was a huge problem in the VDOE.  Chief King reports the fines may increase soon.  Property owners can be charged if renters are causing trouble.  Property owners can’t allow it.  Adam suggests CC convey this message.

We have the opportunity to hire police that are off duty.  Rate is $50-$70 per hour.  Dog ordinance could be enforced.  Chief King doesn’t believe any fines collected would come to us.  Fines are expected to increase. 

Adam reads a letter he prepared for Kelly.  Kelly objects that a letter is in front of him to sign.  Adam states that because of confusion, a letter is necessary.  Kelly states that he hasn’t seen a video with health insurance discussion.  Kelly says this is “the worst offering he’s seen”.  Jay says he was in favor of offering a family plan to employees.  Jay reports that the BOC agreed to offer a two person plan.  Kathy reports that the vote was passed 3-0.  Kelly complains that he can’t get affordable health care.  Jay agrees that the board would sign something.  Jay and Kelly had a conversation about the 10k buyout.  Kelly will not sign or accept any money.  Adam states that this is a non-public discussion.  Jeff didn’t sign anything so Jay says Kelly shouldn’t have to sign anything either.  Adam states Peter Chapel met with Kelly.  Kelly states he wants the family plan but also thinks it stinks. 

Adam instructs admin to get Kelly back on insurance.  Kelly believes the district had huge liability because he wasn’t insured. 

Adam states that employees should have to sign something in the future.  Admin should put health insurance in their Sept to do list. 

22 Middle Shore has an issue with ice in the road.  It is one of the properties we changed the culvert.  Jay reports that he saw issues here earlier.  He had called Ian back in the fall to report a possible water leak.  Underdrain at property exists.  Kelly suggests sending a letter to property owner regarding underdrain.  Property owned by a part-timer.  Adam suggests we invite the property owner to a meeting.  Admin to do it. 

Dinah asks about Burgdorf and whether or not Kelly is allowed to do the project.  Kelly and Jay believe he is.  Adam states we need to get something in writing from DES.  Kelly is supposed to meet with DES next week.  He has pictures and all else.  Adam states we need this prior to the annual meeting. 

Outhouse deconstruction

Burgdorf

Little Loop
Thusis

Upper Lakeview

Porridge Shore

St. Moritz

Regrading roads

Replacing culverts – Kelly reports at least five need to be replaced at 2 guys, 1 day per project.

Kelly suggests removing money from budget and putting it into warrants.  Kelly says we could get 7k from gravel budget.  Adam reports that he presented 2k per mile on gravel road maintenance.  This isn’t a new report.  Kelly reports that the VDOE can benefit from economies of scale.  Adam reports that $105,000 per year should be the road number each year. 

Jay suggests they weren’t opposed to warrant articles.  Kathy suggests we add 10%.  Adam reiterates that discussing numbers doesn’t matter so long as we total the number at $105,000 annually. 

Kelly states we have other big ticket items.  Kelly wishes he had been a part of the process.  Adam states that Jay has been the DPW liaison and could have shared this information with the DPW. 

Kelly says the asphalt roads are falling apart and he’d prefer fixing asphalt roads to gravel roads. 

Adam asks if St. Moritz can be done with the grader.  Kelly says no.  Engineer recommendation to pave it.  No estimate has ever been requested.  Kelly to get a number.  Adam says we need specs.  

Jay to review report from White Mountain Survey.  Jay will have something for the next BOC meeting.

Adam suggests we have multiple paving companies bid on multiple paving projects.  Kelly reports overlays Chocorua, Aspen, and Klauzen (more than just an overlay).  Klauzen is a total reclaim. 

Kathy leaves the meeting.

Adam asks if Jay or Kelly know how many feet of road are on Chocorua and Aspen.  Estimate for Eidelweiss was $69,000 for overlay. 

Jay to get length and width of roads.

No machine issues.  Kelly disputes that he said grader won’t last two more years. 

Jay rode with Kelly in new truck.  Report is that it’s working well and we should get the same truck again.

Adam reports that Reinach tank part 2 will be out to bid next week. 

Jay wonders if we need legal to review.  Adam says no.  Jay says legal should have reviewed it.

Jay asks if we should send site work bid to legal as well.  Adam wonders if engineer assumes liability.  Jay wants legal to review it.  Possibility of road damage is discussed. 

Adam motion: Make a motion to call Chris Albert.  Second Jay.  Vote yes 2-0

Site work to go out on Monday.  Adam asks if legal should review.  Chris reports it’s the same as state contracts.  He expects addendums and further questions from bidders.  Jay specifically asks about road damage.  Chris says it’s in the contract and is standard in any contract. 

Jay motion: to send to legal as soon as it arrives. 

Adam asks if it is standard to send to legal or are we just delaying a project and adding costs.  Chris says most towns do not send to legal.  Adam says he won’t second the motion because Chris reports most towns don’t send these to legal.  Additive alternates are discussed.  They will be sent to the VDOE when completed.  Chris reports that a number of people are interested in bidding the project.  He is going to put it in the paper too. 

Employee handbook discussed.  Adam mentions only one red mark from attorney.  To be discussed next week.  Adam reiterates that if this was done 8 months ago the district would be in better shape.  Adam asks if Jay agrees.  Response is “not necessarily”. 

Adam reports that the town of Madison has no bonds but does have leases on trucks.  $2,700,000 is Town of Madison Budget.  Adam reports he’s looking into other towns. 

EPOA emailed asking about an HOA fee.

No issue on granite state drinking water.

91a requests – Scanner and computer set up by a property owner.  Person was there for an hour. 

Jay to be meeting with Iron Mountain at 9am on Monday in the office.  Adam asks if we got a response from Steve Buckley regarding storage of public documents. 

Adam reports that a second engineer stated 10k was the right budget number for the tight tank project.

Jay and Adam wonder where we are with backup sound on trucks.

DPW is using email and new phones.  Admin to get info from DPW on backup for trucks.  Where are we?

Jay to contact sheriff’s dept and report the virtual number as the only number to be contacted unless it’s water related. 

Donna 23, 29.75

Kristin 18.75, 17.25

Kelly 50.5, 55

Jeff 45, 52.5

Tony 8

Jay motion to approve payroll in the amount of $6938.50.  Adam second.  Vote yes 2-0.

Adam motion to approve the manifest for $10,228.77.  Jay second.  Dinah suggests the 3k for Jones and Beach eventually get paid for the grant money.  Adam agrees.  Jay isn’t sure.  Further discussion needs to happen because Adam can’t approve this alone.  Question arises on 10k in legal that seems to be removed from the operations budget.  Adam reports he missed part of that budget meeting which is why he doesn’t know.  Jay changes his mind on the 3k expense and approves it as a Reinach expense.  Vote yes 2-0

Dinah asks about the 2018 loan from the water budget.  Oak Ridge was paid early.  Admin to review the lease and see if we can save money by paying early. 

Tan interest rate is 3.25% according to Dinah.  Buying a truck outright could cause that expense.

Email reviewed by a possibly buyer of a lot.  Adam says we can’t get involved in any recommendations or discussions. 

Adam states he thought the BOC had recommended the CC create a packet for possible buyers.

Adam reports that he followed up with Chief Clark.  It’s all a public document for anyone to review.

Jay spoke with Chief Clark about the intake pipe.  Adam asks when conversation occurred.  Adam asks Jay to send verification of a conversation before a meeting.  Jay asks for permission to do this.  Adam says send confirmation email and go from there so board can decide.

Kerry McNiven is going to receive the proposed dam policy. 

Jay reports he has to leave at 12:30. 

Jay says he hadn’t seen the dam policy.  Adam says he should have requested it. 

Jay motion: adopt the dam policy that was presented Saturday night.  Adam second.  Policy is revised.  Vote yes 2-0.

Discussion on budget ensues:  Bergdorf and paving.

BOC got to $105,000 for road maintenance on the budget.

Admin to follow up with the EPOA on letter from September. 

Jay discusses the truck.  Jay wants the truck as a bond.

Adam states the word is “defer” but not “lower”.

Adam suggests Jay support the BOC and support buying a truck outright and without a bond.

Order of warrant articles determined.  Jay and Adam are in agreement.

Jay summarizes a conversation he had with the DRA.  Jay called the DRA on Tuesday.  Adam asks why he called the DRA.  Adam wonders why bring attention to something we fixed.  Jay says he doesn’t need approval to contact the DRA.  Adam reiterates we had already scheduled the meeting so it was unnecessary. 

Jay believes this is a public discussion.  Adam has no knowledge and won’t discuss it. 

Adam motion to adjourn.  Second Jay.  Vote yes 2-0.

VDOE 2020 BUDGET HEARING

February 1, 2020

(CONTINUATION from first hearing held on January 25^th 2019)

Approximately 21 people were in attendance (not including commissioners).

Commissioner Adam Leiser, and commissioner Jay Buckley were in attendance.

Adam Leiser made a motion to open the continuation of the public hearing at 7:33PM; Jay Buckley Seconded.

Adam explained that we would go through the Budgets (Operations and Water) line by line as requested by Dorothy Wondolowski and others at the January 25^th hearing.

(Executive, Salaries-Offices)

Mike Smith asked if the commissioners would be taking salaries this year. Answer was “yes”

(Administration)

Gloria Aspinal questioned the proposed Employee Policy for hiring and if it prohibited “Nepotism”. Adam explained that the proposed Employee Policy is based on Conway’s current policy and does allow for nepotism under conditions where all other efforts to hire nonrelated individuals has been exhausted.

(Employee Benefits)

Mike Smith brought up that health insurance is a hot topic and that the VDOE should cover the costs of employees health care.

It was stated that this years health plan changes not only increased the Deductibles and the employees contribution towards that but also had higher co-pays, and prescription drug costs. These added costs to employees is not reflected in the Budgets. Adam states that the higher deductible 2-person plan saves the district between $3500-$5000 per employee depending on the deductible. The District is paying the first $1500 of deductible costs per person.  Kelly needs the family plan for his 19 year old son which is the additional cost– just under $400/month.

John Cancelarich asked why was the Medical benefit line item 1/3 less as a result of going from three full time employees to two full time employees. It was explained that the new higher deductible plan chosen for this year has a lower premium cost.

The exact amount for the 2020 NH Retirement was questioned and the Office Administrator’s will reach out to NH Retirement to get the exact figure for the budget line item.

(General Government & Buildings)

John Cancelarich points out the “engineering” amount $4250 for the proposed “Tight Tank” at DPW #1 should be taken out of the Budget and placed with the overall cost of the warrant article for the tight tank. If this article fails, then the budget is inflated by the engineering work. Adam states this tank must be done.

John Cancelarich points out that the total SUM of $26,750 in the line items in Gen Gov Bldgs do not add up correctly. Will be evaluated.

(Bonds)

Water Tank Loan (re-lining) is discussed. Adam explains that this was a three-year (Interest only) loan. This is the third year of paying interest only. Next year interest and principal will be paid, and the amount go from ~$7500 to ~$40,000 and will impact the water fee next year.

Terri Cancelarich suggest refinancing this loan as it has a high interest rate of approximately 4.1%.
Commissioners agree to research refinancing to a lower interest rate.

Adam talks about the number of bonds that Eidelweiss has vs. other surrounding communities. This adds to expenses due to the interest paid on these bonds. As a percentage of their budget Conway has 0% in bonds, Tamworth 1-½% and Madison 3-1/2%  the VDOE 14%. Discussion ensues about the size of those reported towns and the tax rate in those towns.
Dr. Marianne Jackson states that budgets should be based on the life span of the infrastructure. She mentions that we should be saving money for the next truck, the next building repair, the next road reconstruction so that we don’ have to borrow but simply take from savings.

Paula Doyle states that individuals could be better off saving this money on their own and investing it at higher rates than can be obtained by municipalities that are limited to investing in low interest yielding funds.

Paul Doyle agrees to creating a lower – deferred tax rate using loans at historically low interest rates that municipalities can obtain.

Jennifer Merril points out that if Eidelweiss increases its tax rate any higher than property values will depreciate even further from where they are. Greyson Merril states that this proposed 2020 budget articles does not really address funding for future capital needs.

Mike Smith states that when he was a commissioner that he used Bonuses to offset any financial impact to employees from changes to their medical plan.

Dinah was concerned about having the DPW employees working as much as 60 hours in one week as a result of snow plowing during/after storms. She was concerned for their safety. Part time advertisements got no responses this year.

The $10,000 Administrator “Bonus” should be reclassified as “Severance” under administration. Adam states that the way the agreement was structured with the advice of our lawyer the $10,000 payout was mandatory to be paid in 2019. Jay claims that no money was mandatory. Adam explains that the reasons for giving the employee that amount was based on years of service and the value of the hold harmless.

Greyson Merrill asks why the District needed to pay that amount to an employee for “holding the District harmless” and feels Adam this is false information “Shady” and not telling all. Mike Smith asks, why was the $10,000 paid when we were already over the budget? Mike Smith brought up that former boards of commissioners would “Coast” till the end of the fiscal year if they knew the budget was in jeopardy of being overspent. Mike stated, the commissioners would not buy sand, salt, and other normal budget items until the new fiscal year began.
Adam stated that Nancy (Admin) back in September noted that the budget had approximately $22,000 in uncommitted funds and that it would be tight till the end of the year but we could possibly  make it. Adam noted that we did not have a snow cover to late this season which gave the DPW more time to get more work done. Adam stated when you have he did not want $600,000 of District heavy equipment to be idle when we could do work with those vehicles, to fix drainage and repair road surfaces we should be able to continue that work.

Mike Smith states that the amount proposed for salt in 2019 2020 budget is wrong.

Mike Smith asks if Kelly (DPW Foreman) was involved in the 2020 budget process. Adam states no, not in the line by line.
Mike Smith asks if Ian Hayes (Simply Water) water operator was involved in the 2020 budget process. Adam states that he had private conversations with Ian over the budgets which were reported to the BOC and the public.

The audience requests that Kelly Robitelle (DPW) will be asked to attend the next commissioners meeting to get his input before finalizing the Budgets. Audience members express the need for a 3-person board to be working together to make decisions and not have one commissioner make them alone.

John Cancelarich and others agree with the urgency/rush to get the number of projects done in such a short period of time. The need to “Prioritize” is requested by the voters.

Adam states that with the snowless early winter, he wanted to keep the DPW working including the Part Time staff to get things done while they could at the end of the year.

(Parks and Recreation)

2020 Proposed budget is mainly for the removal of wooden outhouses. Filling of septic tanks and renting Port-O-Potties next year. Mike Smith warns that Port-O-Potties are likely to be tipped over by vandals and potentially cause a hazard to the ponds or beaches. Adam informs the audience that one or more of the outhouse may be currently leaking now and have been for some time as they appear to be dry inside. Outhouses have not been maintained as there is trash in them that the septic companies are unable to pump out.
Mike Smith Gloria Aspinal suggests leaving wooden out house structure in place and slide plastic port-O-potties inside of them for esthetics and tip prevention.

(Water Services)

Adam noted that the amount for “expended” 2019-line item for Water Monitoring may be under stated as the Water Operator did not submit his December Bill until late.

Warrant Articles

Special Projects

Article #4

Dinah asks about the “Tight Tank” article #7 and wants to know if $15,000 is the exact contracted cost? Adam explains that it is an estimate from two engineering firms that were contacted for this project. Dinah suggests getting a real quote before the annual meeting. Kelly mentions that the state has a similar issue at one of their garages but avoids the cost of Haz Mat removal by testing the fluids in the holding tank to determine if they can be pumped out onto the grounds near the garage. This could produce a significant savings in yearly maintenance for this tank.
Jay states that if approved a line item will need to be added to the budget for periodic pumping and maintenance of this tank. The engineer will make a recommendation on the size of tank, minimum of 1500 gallons up to 5000 gallons.
 

Article #5   NEW PLOW TRUCK

Greyson Merrill asks; “do we need a new truck this year”?

Response; we needed it last year. The Ford F550 cost the district approximately $20,000 in repairs. It was on last years 2019 warrant. Mike Smith states that Adam and Kathy voted against the truck stating they both believed it could last longer.
Stan Wondolowski asks if any of the $295,000 grant money can be used to purchase this new truck. Response; “no”.

Mike Smith asks; “what is the plan if this article fails to get the appropriate votes?” “No means No”
No plan is mentioned.
Dinah suggests a the warrant article be written to purchase this new truck using a multi-year lease to lower the tax rate by deferring the payments over years as has been done in the past. Adam states that he is opposed to financing the new truck and paying interest.

Jay points out that the district has no Capital Reserve Funds to purchase this truck and we are forced into buying one this year due to the condition of the 7 year old F550. If we had enough funds should be using those funds but we don’t.

Mike Smith suggests putting two articles on the warrant for the purchase of the truck. One with financing and one without financing.
The deadline for submission of petitioned articles is Friday and it is noted that there is no staff there on Friday so the office will be staffed on this coming Friday 2/7/2020.

Article #7 Burgdorf Culvert Replacement

Paula Doyle notes that overtime in the Operating Budget is padded to account for the Burgdorf Culvert Project and that the amount of Article #7 was increased from $15,000 to $19,000 to also account for the overtime. Paul states that the Overtime for this project appears in two places and is “double-Dipping” from the taxpayers. She suggests placing the overtime in the warrant itself so that if it fails it will not be used to pad the budget.
Mike Smith says that more details need to be in place by the annual meeting. Everyone appreciates Kelly’s suggestion to take this project on using the Districts DPW and experienced crew to save the taxpayers money.

Article #8  Highway Equipment Capital Reserve Fund

John Cancelarich suggests have a list of existing capital reserve funds at the annual meeting and listing their balances.

Article #9  Road Construction CRF

The current balance in this existing Road Construction CRF was asked for and Mike Smith reported that it was currently $7172.
Jay asked where this article came from as the first public hearing listed this article #6 Paving of Eidelweiss Drive for $80,000.
Jay also pointed out at the previous commissioners meeting on 1/30/2019, that the actual written quote from Sunday Paving to do this project was received months ago and was for $69,000.

Adjustments were made to Gravel and Asphalt Line Items to fund the Eidelweiss Drive Paving project for $70,000.

Kelly was asked if this was the priority paving project this year and he answered yes.
Adam stated he the commissioners wanted to determine in the spring what road should be the priority after the snow melts. The audience questioned if Adam had confidence in the DPW foreman recommendations. Much discussion ensued on Kelly’s experience and achievements as a “Senior Roads Scholar” from UNH T2 and why that seems to be ignored. It was noted that Eideleweiss Drive was “shimmed” with pavement this year in preparation for the asphalt overlay the following year. Letting Eidelweiss Drive go unpaved another year will significantly increase the cost of any repair to that pavement. Adam states that Kelly, Jeff and Tony are “Godsends” and have contributed greatly to the district.

Article #10  Tree Removal

Tommy Gunn suggests calling the power company to see if they have scheduled tree removal in the district this coming year so that we don’t overlap their work. Concerns raised about leaving tree debris off the side of the roads where the trees are cut.

Article #11 Paving the Intersection of St. Moritz and Basil

Mike Smith stated that any claim of damage that would be caused by District road drainage onto private property would not be covered and said the District would not be liable according to our insurance company.
Adam claims his property situation is very similar to his situation and sees it differently. Mike suggests reviewing the sealed minutes of a discussion on that drainage issue as he felt it was political in nature.

Article #12 Little Loop Road Survey

Paula Doyle points out that what was a drainage issue at #4 and #6 Little Loop has been expanded to cover the entire road and that trees where taken down along the entire length of road not having anything to do with the original drainage complaint. She claims left over money was consumed to do work along the whole road that is in conjunction with a much bigger plan for Little Loop Road that was never intended by the voters. Now we need more money to complete the larger plan. She feels transparency and integrity was lacking here. No legislative body approval for the added work and spending.

Article #13  Combine Highway Equipment Repair and Highway Equipment CRF’s

Mike Smith states that the commissioners want a blank check to spend on what they want and recommends to the audience to vote this article down. Adam states that it makes no sense to have 60K in a CRF for Water Tanks when we could be years away from replacing any tanks while we may end up paying interest on loans for pipeline replacement.

Article #14  Combine all water system CRF’s into one

No comments

Article #15 Reclassify Grandval Way into class V from (unmaintained) Class VI

Audience not in favor. Jay points out that the condition of this section of Grandval is far worse that the more heavily traveled section of Grandval that was re-classified two years earlier.
No cul-de-sac is pointed out. Backing vehicles up is when most accidents occur. The commissioners were asked if they were in favor of this article. Jay said he was not and explained that the residents of that dead end section of Grandval had access to neighborhood meetings when it was decided by the impacted residents to leave the dead end section of Grandval off the original warrant to reclassify two years ago. Adam was undecided

Article #16 Authorization for commissioners to sell the Volvo Grader.

Mike Smith states that the commissioners need to have their hands tied on this. Kelly never reported that the grader has two years left. He claims he stated that the repairs to expensive vehicles are expensive repairs. A John Deere Grader could be serviced locally and with non OEM parts.

Article #17 Dissolve the WLEFETF under RSA 31:19-a
No comments (Procedural)

Article #18 Authorize spending of $50,000 of out of the WLEFETF for the extending or repairing of water lines.
No Comments (Procedural)

MOTION:

Adam made motion to adjourn the public hearing.
2^nd by Jay
Public hearing was adjourned at 11:17 PM    PASSED

BOLD and Strikeouts were amended by Kathy Koziell on 2/27/2020 after viewing the 4 hour video along with recommendations.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

February 13, 2020

The Board of Commissioners met at 9:00 am on Thursday, February 13, 2020.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also, in attendance were Gloria Aspinall and Treasurer Dinah Reiss.  The meeting was filmed for Madison TV by Noreen Downs.

At 9:00 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

Adam Leiser makes a motion to approve the agenda.  Jay Buckley seconds.  Motion passed 3-0.

2. Approve Minutes of 2-1-2020

Adam Leiser makes a motion to approve minutes of 2-1-2020 with adjustments.

Jay Buckely doesn’t second. Jay wants Adam to look at video for verification & validation. Adam doesn’t feel it is necessary to watch. Waste of time. No discussion on minutes.

No approved minutes of 2-1-2020.  

Adam makes a motion to not to post the minutes as draft minutes. No second.

Discussion on taking minutes by Jay.

Kathy wants to move onto Kelly for the DPW.

3. Highway Department Report 

Discussion on garage doors that the cable broke and the 550 is stuck inside. Has someone coming to look at it on Tuesday. Kelly is going to ask for estimate on overhauling the doors. Can’t happen again if other trucks got stuck. All three doors are in ruff shape. Adam asks what it is going to costs and Kelly can’t give a number until Tuesday.

Discussion on General Buildings and Grounds. Kelly outlines a bunch of problems in the building. Kathy highlights what was done last year. Furnace hasn’t been cleaned. Kelly wants a propane furnace. This may be a $10K expense. Kelly says wait until next year. Jay does not think it has to be done this year. Kathy states that the tite tank must be done first for the Department of Labor. Kathy recommends a $15K warrant article to upgrade the building next year. Jay agrees with Kathy.

Discussion on Burgdorf Dr.- Kelly spoke with Joe S. at DES about Burgdorf.  Joe says if nothing is changed but everything is replaced exactly as is with the exception of switching to a 48 inch pipe.  PBM is not needed.  Adam asks if we have this in writing.  Kelly says “no”.  Adam says we need this in writing.  Kelly doesn’t want to do this because he’s afraid that DES will backtrack.  Jay wants something in writing.  Jay encourages a phone call.  Adam says Kelly should send the email directly so that it is as easy as possible for Joe.  Warrant discussed.

Discussion on Porridge Shore Video- Kelly watched the Porridge Shore video.  Kelly thinks making a too small cul-de-sac smaller makes no sense.  Kelly would be thrilled if the beach was closed.  Discussion ensues.  Adam asks if we should get a written opinion from Kelly on this along with questions.  Adam highlights environmental degradation.  Kathy wonders about closing the beach.  Jay wants it kept open.  Kelly will compose the email.  Kelly doesn’t support email. 

Adam Leiser makes a motion for environmental committee to work directly with neighboring property owner to fix Porridge Shore beach area and surrounding area.

Jay Buckley seconds. Motion passed 3-0

Discussion on eyewash station for DPW-Jay Buckley sent information to office on the eye wash stations. Kelly can install them if needed.

Kathy Koziell makes a motion to purchase two eye wash stations for both buildings and a new faucet in the amount of not more than $450.00. Jay Buckley seconds. Motion passed 3-0

Discussion on bid for new Sander- Kelly went to look at a used Sander it was in good shape and it is stainless steel. Thought a $1,500.00 bid would good. Kelly think new it’s worth $10K. Kathy Koziell asks if we should put in a bid Kelly says yes. Kelly states something like this would be consider normal spending not a warrant article. Adam states that we have to amend the budget for this. Jay Buckley agrees with Adam to amend bid for Sander on the floor for the Sander.

Discussion on Eidelweiss Drive paving- Kathy asks about paving Eidelweiss Drive and the Road Construction CRF.  Kelly always wanted Eidelweiss Drive paved.  Kelly was surprised by paving questions of Aspen and Bristenstock.  Kelly says that area has some of our best pavement.  Kelly wishes he had known about this a long time ago.  Kelly states that Chris Albert thinks the paving portion of the project should be part of the Reinach cost.

Gloria asks about the two budget meetings and the price.  Adam clarifies.  Kathy clarifies the specific paving articles.  Adam highlights the articles and the pros and cons of each. 

Warrant article discussion ensues for articles 6,10.  Adam supports 70k and 30k as the two articles.  Jay agrees with Adam.  Kelly further agrees. 

Dinah asks if everything will get on the website.  Kathy believes she can do it.  She also asks for help with the website.

Adam states he doesn’t believe the 69k estimate will still be valid.

Discussion on Warrant articles. Kathy questions repairs and maintenance with Kelly he stated that the grader was a one-time thing. BOARD OF COMMISSIONERS questions whether or not to dissolve Article 13 CRF HWY repair and keep HWY equipment CRF or to combine to HWY equipment CRF. Jay states the two funds may lose support from the voters and the one fund would have the voters questioning padding of fund. Dinah Reiss the Treasurer thinks they should combine the two funds, Adam and Kathy agree and Jay thinks the voters should vote on the choice.

Kelly thinks the speed sign is a great idea.  It runs on solar.  Adam asks Kelly to price out the sign and send it to the office via email.

EPOA hasn’t followed up on the donation of a speed bump.  Dinah to follow up with the EPOA.  Kathy talks about the communications committee effort on this.

Adam asks about the expected life of a backhoe. Backhoe is five years old.  Life expectancy is 20 years.  Cost to fix could be large because it’s a volvo.  Less can go wrong with this than the grader. 

Discussion about Hydrants- Adam asks Kelly if the Hydrants are being cleared. Kelly states that they are.

Discussion on employee review- Jay brings up Kelly’s review and will try to schedule with Kelly. Kelly has stated he would like it done before Annual Meeting. Adam says Jay needs to get the BOC a plan prior to the review.  Kelly wants to give the BOC some paperwork prior to the meeting.  Adam says that Jay’s plan should come to the BOC before 2/20.

Jay and Kathy have no time constraints.  Adam has to leave shortly. 

Discussion on CRF Funds- Ian Hayes water operator & Chris Alpert  engineer think they should be combined. It is stated that the BOARD OF COMMISSIONERS have final say.

Tight tank warrant article discussed.  Engineering not part of the warrant. 

Discussion on New Truck- Adam highlights that he worked with the DRA, NHMA and district attorney to ensure a truck bond happened.  Jay accuses the BOC of 91a violations.  Adam states that is nuts.  Jay says there is no email chain.  Donna states that she is pretty sure there is. Adam states that there is.

Kathy outlines the process she went through to include a petitioned warrant article. 

A public hearing was scheduled.  This will be on 2/20 at 8pm. 

Adam asks Jay if he has a problem with Kathy doing something on her own. 

Little Loop discussed.  Kathy reports that Kelly can do a lot once he has the survey.  Kathy says that is the plan.  Jay supports the plan as outlined by Kelly.                                         Kathy makes a motion:  VDOE accept the 295k grant from DWGTF.  Adam second.  Vote yes 3-0.

Kathy makes a motion: to authorize Adam Leiser to execute any documents which may be necessary to effectuate a grant agreement.  Adam second.  Vote yes 3-0.

Discussion on Candidates- Kathy spoke with NHMA about ballot for annual meeting. The district must have a write in only ballot due to missed dates. She wants to along with the Communication Committee have a candidate’s night March 3 at 7:00 pm.

Adam and Jay agreed with Kathy.

Kathy Koziell make a motion to promote Candidate’s meeting. Adam seconds motion passed 3-0.

Gloria Aspinall asks about St. Moritiz Adam states it is a Non-Public legal matter.

Adam leaves at 10:53 am.

Dinah Reiss asks about Luis Adorno email. Kathy states it is a Non-Public reputation matter.

4. Administration

Kathy Koziell makes a motion to approve the Manifest- 12 checks $7,619.23.

Jay seconds.  Motion passed 2-0.

Kathy Koziell makes a motion to approve payroll- $6,453.05.

Jay seconds. Motion passed 2-0.

Discussion on Monday office hours. Kathy Koziell and Jay Buckley agree there should be someone in on Mondays. They will be addressing this at a later time.

Discussion on the on-call portal. They believe it is up and running. Jay will come down to the office today to test out new on-call number.

Discussion on Public Hearing- Kathy Koziell states the public hearing is posted for 2/20 and that is was sent to the newspaper to be posted.

Discussion on water usage.

Discussion on WIFI antenna- Jay and Kathy agree to hold off. They think driver might be needed to load on the Chromebook.

5. Signature Items 

Kathy Koziell makes a motion to sign the Gagnon Letter. Jay seconds.

Motion passed 2-0.

6. Correspondence

Discussion of Larry Leonard regarding weekly beach testing.

Gloria Aspinall asks Dinah to ask the EPOA to help out with the cost of weekly beach testing.

Jay acknowledges Dinah for getting a 2.2% loan rate for the truck.

Discussion about public memorials- Jay asks Gloria if this discussion can be held after the Annual Meeting. Gloria agrees that a Public Hearing can be held after meeting.

Discussion on the Warrants- Jay ask Kathy how the 18 went to 20 articles. Kathy states 20 because of dissolving and adding using correct RSA to establish.

Jay questions the asset management wording. He finally agrees with Kathy.

Jay and Kathy discuss the proper filing into the DRA portal.

Kathy Koziell makes a motion to remove 2020 proposed warrant regarding selling the grader. Jay seconds. Motion passed 2-0.

Discussion on posting for Annual Meeting handouts.

Discussion on 2-1-2020 meeting minutes. Jay will take another look and get back to the board.

Discussion on Budget amendments. Jay will ask Kelly for asphalt projects for the year.

Kathy Koziell makes a motion to accepting the $2K change to general government and building by subtracting engineering and adding $2K to building and grounds.

Jay Buckley seconds. Motion passed 2-0.

Kathy Koziell makes a motion to accept proposed budget operations and highway in the amount of $620,745 and water budget amount of $171,515. For a total of $792,260.

Jay Buckley seconds. Motion passed 2-0.

Jay Buckley makes a motion proposed warrant articles as amended total of 22 voting articles warrants. Kathy Koziell seconds. Motion passed 2-0.

Kathy Koziell makes a motion to go to Non-Public at 12:10 pm. RSA 91-A:3,211E legal.

Jay seconds. Kathy Koziell yes Jay Buckley yes.

Kathy Koziell makes a motion to keep St. Mortiz warrant article. Jay Buckley seconds.

Motion passed 2-0.

At 12:41 pm Kathy Koziell makes a motion to adjourn the meeting.  Jay Buckley seconds.  Motion passed 2-0.   

Respectfully submitted,

Donna MacKinnon

Administrator

                                      VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                        January 09 2020

The Board of Commissioners met at 9:00 am on Thursday, January 9, 2020.  In attendance were Commissioners Adam Leiser, Jay Buckley and Kathy Koziell. Kristin Johnson is taking the minutes. The meeting was filmed by Tim Hughes of Madison TV.  Dorothy Wondolowski, attended. Fire Chief Richard Clark, Kelly R.,Paula Doyle

1. Agenda –  AL makes a motion to approve agenda KK seconds, motion passes 3-0

2. Highway Department Report  -

Truck 550 back, plow didn’t go up, fixed, 10’ plows on all trucks

Truck 5500 – hydraulic line broke, hydraulic pump failed, not waranteed, chain on plow broke due to storm, Kelly put on heavier hooks – sending bill,

Truck didn’t start on New Year’s Day, had towed, found issue under kick panel under floor, salt affected wire (corroded under kick plate) = $475 for repair + towing

Open harness no protection, Crest wrapped it = design flaw

Jay or Kelly:  contact Dodge (design flaw may pay to fix)

Adam:  7 days to get estimate, need ready for a warrant

Jay:  file complaint to Dodge

Adam:  no capital reserve fund (depleted due to grader), what would Kelly recommend for unforeseen circumstance

Kelly:  $30,000 hwy and equip. repair

Jay:  suggested $50,000, take additional $20,000 towards cap res, Kelly agrees,

Paula:  look at trends for multiple years, not just last year, operating budget for day-to-day maintenance

Dinah: grater is $30,000 / yr and 4 more payments until it is ours, we owe nothing on backhoe

Adam:  need to maintain grater locally

Kelly: researching trade – ram and ford 550, not hearing good things about Silverado, not happy w/ International

Kelly:  newsletters, response about kudos on FB being removed, people need to be aware that it is not a VDOE site

Adam:  Communications Committee needs to resolve

Kelly:  Am I insured?  Had a physical Monday and never got back to him.  Jeff rec’d new cards. 

Adam: told them it was taxable income (approx. $7,000), Kelly said he wanted to take the buyout, now it’s too late

Kelly:  said amount needs to be revisited, told it would have to be raised to bring down to $10,000, never signed anything

Adam:  cost district more money to bring to $10,000, motion to watch video  3-0

Jay:  put together a form with description of buyout from VDOE

Kelly:  should be getting something in next check

3. Water – 

4. Administration – Adam sent email of summary of Ian’s responses, requested Rick Skarinka email for Paula, Paula asked for CC meeting minutes didn’t see in 91A request

Adam = motion to sign Jones & Beach tight tank contract (well too close to DPW garage = violation) DES drawing to approve = $14,000? Probably less than $10,000,  motion 3-0

Administation – office has Fluid Eng, bid for same project, scan and send to Jones & Beach

Adam:  Motion to contact Rick Skarinka –  passes 3-0, Adam makes motion to make J&B official water sys eng, 2-0 Jay no, Jones & Beach doesn’t have hyrdraulic modeling.  Jones and Beach will start Liner mapping and master plan as additional projects

Adam:  Ian look into mapping of entire district Motion to have Ian list all known repairs and alterations to water system Motion to allocate up to $900 for project. KK seconds, motion passes

Kathy:  put off additional spending until March 7^th

Jay:  not invited to meeting with Chris and Ian

Adam: Invited Ian to 1 meeting of every month, believes he will be here next week,  Ian met with Chris and identified work not in bid to complete Reinarch project, we don’t know what that work is

Jay:  We need to know how that was missed, DES, Ian reviewed plans

Dinah:  1.2 million project – is it beneficial to the district?

Adam: motion to invite Ian Hayes and Chris Albert to budget hearing 2-0, Jay doesn’t want them to be peppered by the audience

Dinah:  advertise so people come to the annual –

Adam:  Motion to invite Chris, Ian, Kelly and district attorney  to annual meeting passes – 3-0

Adam makes a Motion to sign Ian’s contract  passes 3-0

Admin – copy to Ian and copy for public file

Adam:  we need to get regular water reports, needs to be discussed in a non-public meeting (reputation issue)

Adam:  send cert letter to each owner in the district effected by any pipeline replacement

Adam:  motion to charge each owner $500 instead of full refund deposit,

Kathy:  public hearing to explain action of taking $295,000 grant, on January 25^th to explain grant and how we plan to use it

Adam:  Motion asking for approval to work with bond bank and sign docs  (won’t sign anything re: money) passes  3-0

Adam:  Water Committtee should meet to discuss water shut-offs, what are the water ordinances?  Is it on web from Sept? (print)

Kathy:  over-expenditure, $30,000

Adam:  motion to payoff Jungfrau loan passes  2-0 Jay - no

Kathy:  can’t before annual meeting

Adam:  motion to sign letter to Michelle @ DRA passes 3-0

Adam Motion to accept bid for DN tank  passes 3-0

Kathy:  found VDOE welcome package from 2001

Kathy:  discusses newspaper ad…do we want to put all hearings on one ad?  Over-expenditure and accept of $295 grant first date, Dam and Budget needed on 2^nd date?

Jay:  has warrant articles that he hasn’t presented

Adam Motion to give Kathy authority to finalize public hearing document for ad   passes 3-0

Jay:  will bring petition warrants from town of Madison contributions next week

Adam:  Motion for Adam to write annual report for Town of Madison passes 3-0

Adam:  Motion to send to Katherine Smith of NH Retirement Administrator Job Description passes  3-0

Kathy:  Jungfrau FYI 2& 4, White Mt Survey – requested estimate for tight tank, do we get anyway for comparison as we got estimate from Jones and Beach, tell them not necessary.

Adam:  office hours, 2 hrs Mon and Fri, wait on decision  passes 3-0

HealthTrust doc – policy statement of policy

Water Meeting – Jay reach out to Larry Leonard, maybe schedule a meeting

MODERN Pest Inspection lodge, DPW 1 &2, and lodge yearly

Discussion on Water System emergency plan due end of 2020

Adam: Motion to have water system emergency plan back by March from Water Comm   passes motion  3-0

Adam:  Motion to call Chris Albert into meeting, passes 3-0

            Adam calls:  explain what it’s for…

Tie 4” line to 6” line, time to eng all sub projects that should have been included in orig Reinach rank project scope.  Jay:  how to connect tank – pipe replacement from Reinarch to Apenval

Chris – alleviate 3 bleeders, disc 6” line from Jungfrau to Reinarch station, new upper Lakeview pressure zone, Muddy keep active – maybe moving side road that connects Apen w/ Bristenstock,

Adam:  can Jones and Beach they put together hydraulic models?

Chris:  can do but needs to figure out costs, $2-3,000 est

Adam:  told we accepted bid over call

Jay:  # of homes to get service line done?

Chris:  under 20

Adam:  confirmed Chris attend March 7^th   meeting @ Madison Elem.

Adam:  makes a motion on use of grant for project passes  3-0

Adams:  CC topics to review, Kathy called everyone to remind of meeting for tonight  motion to send to passes   3-0

Kathy:  postcard effective, spend $350 to send mailing on public hearing  passes 2-0  Jay no

Jay:  CC nay to FB page

Kathy:  discusses DPW phones – Jeff needs a cheap flip phone, Kelly wants a district phone (smartphone), thrilled with Chrome book and printer

Adam: motion to take $250 from CRF for office equip passes  2-0  Jay no

Kathy will purchase Chromebook

Kathy:  motion Jay Buckley to contact Todd at Verizon to select and purchase phones

Jeff – 22.99 per mo. plan

Kelly- 40 per mo. plan

$50 for phone access.  Passes 3-0

Adam Motion to enter non-public at 12:35 re: employee rep  RSA 91A:3,II (c) 

Motion to exit non-public 12:45

15 min break meeting resumes at 1pm

Manifest – approved, checks signed by Jay, Kathy will sign outside of meeting, Primex bill for unemployment insurance – ask for refund in the form of a check

Admin - Update Jay’s Letter with new dates to Police Chief re: speed limit

Kathy:  will schedule a meeting for Wed night.,

Office -  to email Adam availability for Wednesday 8pm commissioners  meeting to discuss warrant articles and 2020 budget and post

Discussion on Police report stated that Jeff would not be at fault, no damage to our truck, UPS beeped and Jeff bumped into him and broke door and glass – officer no fault occurrence.

5.  Accounts Payable – Manifest – approved, signed by Jay, Kathy sign outside of meeting

6.  Minutes –   approve 1/4/2020 minutes, not approved  - a motion didn’t get second

7. Commissioners Reports –

9. Correspondence – Chief Clark

          BOC thanks Chief Clark for attending as a follow-up to the Sept 26 meeting.

Adam asks if we have a pond level of how high from the spillway to the top of hydrant.

Clark responds that we don’t know for sure what the measurement its. There is a need level stick (standard practice) or better a mark on the actual dam concrete to mark the level. Clark had no understanding of out Dam Management Policy.

Kathy:  Our policy was vague at best. We need a dam policy to eliminate confusion between pond level, number of boards out and hydrant issue

Clark:  Ice can create an issue, hydrant used twice in winter during his 6 years.  Need to know depth of pond, ice

Kathy:  How much running water do we need

Clark: 24” above the strainer, 1,000 gal/min. 

Adam:  Would a fire impact pond level

Clark:  No

Kathy:  Need Marker with levels for diff. times of year

Clark:  Possibly change the Hydrant , 4’ well tile just below the surface, stay low enough to not create whirlpool, we have 2^nd  hydrant on Big Loop near culvet.

They can pump directly if they have access

Adam:  removed 20” of board in past, Kelly agreed – Oct & Nov., Resident concerned about flooding, Adam concerned with fire protection and house issues if level not adjusted

Jay:  would never reach a level high enough to reach a home

Clark:  40 yrs of experience, written dam plans as part of job, no knowledge of ours because he has never worked with Eidelweiss, need to know what the capacity of the spillway for expected rainfall, etc.

Kelly:  should be records due to man-made dam

Clark:  info should be in Concord

Kelly:  from top of concrete 20”, have to go by water height not boards

 We could put level marker on concrete

Adam:  emailed district re: level and water was above the top, mid week freezing temps = ton of ice, what would have happened if we didn’t drop the level,

Clark:  you would need intense temps to affect moving water below ice, we can put pump/hose directly in water if needed

Adam: afraid of air pocket

Clark:  may need to cut vent holes in ice for air flow

Kelly:  pulled 20” below concrete

Clark – measure below the grate

Kelly:  confirms draw down is to prepare for spring melt

Clark:  we can work together to figure out the problem and come up with a plan

Kathy:  what’s that low level we felt we needed for Loons,

Adam: from the top 10” May 15-June 20

Clark:  We need a plan for fire suppression, the gauge will tell us what we need to do

Jay:  Does fire suppression take over water level for animals?  We are going to ask for a floating nest

Paula:  Do we know the measurement of the pipe – 18” from surface

Adam:  motion to keep high all year, everyone agrees

Kelly:  2 man job, we have hooks to pull boards straight up

Jay:  16” below strainer

Clark:  move pipe closer to dam? We need permission from DES to move pipe, he’ll bring up at Hazard meeting and report back to Eidelweiss

Adam:  check with Fish & Game re: amphibians, get a floating nest?

Jay:  health and safety take priority, board reach out to Fish & Game, current nest won’t be viable, is it a likelihood that the loons can build a new nest

Kathy:  Loon preservation – rather have natural nesting, but would consider putting in a floating nest, nest has guard to protect chicks

Adam makes motion for admin to call LPC – passes 3-0 – contact Loon preservation re: floating nest

9:46 Dorothy leaves

Adam Motion to paint marker  passes  vote 3-0

Adam:  no accommodations for loons this year, Paula disagrees – not yet, why not measurements on stick,

Jay:  wait until spring to adjust water level, Maybe able to write a better policy

Adam:  current plan is against the law

Paula:  Are there implications to keep level high?  Don’t make a decision today that this is the new dam policy

Adam:  create, then re-evaluate policy

Jay:  we’re not doing anything this winter, would like to see what happens in the spring with proposed high water level and how the loons react, they usually come back in May

Adam:  we can’t touch level until after May 15^th

Jay:  will DES allow floating nest with high water level, worth taking a look at

Clark : hydrants are a molded pipe and easier to  put together and need Prescott to evaluate to make sure it doesn’t break, 1 shot deal, Adam put in contact with Charlie Krautman

Jay:  Reinarch

Jay: keep flow of water at 2”

Adam:  resident complained of dead wild life due to no flow, we pulled 2” and it was enough to carry flow of water

Adam:  motion to give revised plan to Chief Clark to go to fish & game

Kelly:  most times 2-4” of flow going through the cracks

Clark:  most important to sustain fire suppression – fire protection is the priority in managing dam, lowest level from the top of concrete would be 4”

Jay:  what about  abandon tanks at Reinarch for fire suppression, no effort to remove

Clark: put a standpipe in tanks to pump directly out of tank

Adam:  what is the cost and impact on fire? 

Clark:  no idea, need a 6” steel pipe and another vent pipe, would last about 20,000 gall to fight a fire, it could fight a fire and then refill

Adam:  not worth costs to maintain

Paula:  can we build a hydrant system when Reinach tank is put in?

Jay:  500 ft elev., we need more than one truck to pump upwards

Adam:  talk to Chris re: topic

Admin – once Jay selects phone, office go online and purchase

Dept of Labor – stay in commissioner’s meeting folder until finalized

Admin – look for water ordinance online

Discussion Expendable trust fund re: health insurance, CRF how are numbers not the same, there is a $20,000 line item (maybe needs to be moved?) 

10. Scheduled Appearances – Chief Clark

11.  Public Comment –

Motion to adjourn

1:40pm

                             Board of Commissioners

                          Village District of Eidelweiss

                                    1680 Conway Rd Box 1027

                            Madison, New Hampshire 03849

                                          603-367-9022

Commissioners Meeting January 22^nd , 2020

The board of Commissioners met at 6PM on Wednesday January 22, 2020. In attendance are

Kathy Koziell (KK), Jay Buckley (JB) and Dinah Reiss.

Kathy Koziell calls the meeting to order at 6:10PM

Kathy discusses the Town of Madison Petitioned Warrant Articles. Jay will follow-up with  

correct wording.

Dinah joins the meeting at 6:20

Dinah discusses having legal costs for Reinach financing to come from bond funding.

Discussion on Burgdorf culvert costs

Discussion on Proposed Warrant Articles

Jay Buckley motion to call Adam Leiser at 9:00pm Kathy Koziell seconds passes 2-0.

Discussion on water budget and water fee

Review of budget changes and adds

Adam Leiser call ends at 9:40pm

Kathy and Jay work on wording for the proposed warrant articles and Jan 25^th budget hearing   

 presentation

Kathy Koziell makes a motion to accept the purposed 2020 budgets and proposed Warrant

articles.  Jay Buckley seconds, passes 2-0

Jay Buckley makes a motion to adjourn at 10:45, Kathy Koziell seconds, passes 2-0

Respectfully Submitted

Kathy Koziell - Commissioner

                                      VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                        January 04 2020

The Board of Commissioners met at 9:08 am on Saturday, January 4, 2020.  In attendance were Commissioners Jay Buckley and Kathy Koziell. The meeting was filmed by Tim Hughes of Madison TV. was in attendance briefly.  Commissioner Adam Leiser joined the meeting at 9:45am.  Dinah Reiss and Gloria Aspinall attended.

1. Agenda – KK motion to approve agenda with 22 Interaken water hook-up. JB seconds, 2-0

2. Highway Department Report  - None

3. Water –   Granite State water results have been received: no issues

4. Administration –

     Kk motion to approve minutes of 12/29/2019, JB seconds, passes 2-0

5.  Accounts Payable –

KK motion to approve Payroll $5601.89, KK seconds, passes 2-0

KK motion to approve manifest $16,231.01 8 checks.

6.  Minutes –

7. Commissioners Reports –

     Jay questions public hearing on memorials. If we have dam management policy hearing and budget  and warrant articles and DRA over expenditure hearing. May be enough.

Jay makes motion to add DRA hearing first on over expenditure of budget per RSA32:11 at the January 25^th public hearing. KK seconds. Passes 2-0.  KK will revise posting.

Adam asks about a public hearing for the water hookup and a refund if approval is not granted.  Kathy doesn’t recall a motion regarding this.   Jay has no recollection either.  This needs to be discussed later.

Budget, warrant, dam management policy in that order.  Adam states that we need an “annual meeting” to accept the $295,000 of grant money.  Adam asked the ladies in the office to figure out what we need.  Adam suggests Feb 1 as target date. 

Adam outlines the accepting of $295,000 and that accepting it doesn’t commit us to spending on certain projects. 

Dinah asks about asset management.  Adam articulates that some of the asset management information is missing/incomplete.  Kathy confirms some of the things are there and others are missing. 

Adam asks if we have a list of names of possible volunteers.  Jim Ellis, Nick Borelli, Don Deems are three thus far.

Jay suggests putting together a warrant article for mapping.  Adam says we should use grant money. 

Chris Albert responded directly to a Rick Skarinka email.  Adam asked Chris for what he sent to Rick.  It has not yet been received. 

Ian and Chris are meeting this Tuesday.  Adam will join a small portion of their meeting.  Adam will summarize upcoming meeting.  Dinah pleased that the Board compromised on the loan documents. 

Paula asks if the 12/7 meeting was necessary.  Paula states the Board had a decision made prior to the meeting.  The BOC disagrees.  Dinah disagrees with Paula as well.

Kathy discusses posting of public hearings.  Kathy will make sure it’ll all be set. 

Letter to employees is discussed regarding bonuses. 

Adam motion:  Sign the letter.  Jay second.  Vote yes 3-0.  Letter to be put in an envelope along with each paycheck.

Adam updates that Peter Chapel wanted Adam, Donna and Kristin to be the contact people for Health Trust.  This phone call was done in the office on a speaker phone with Donna and Kristin.

Adam outlines that he contacted Donna in the office about buried fire hydrants.  Donna sent info to the board and the hydrants have not always been cleared like they should have been.  Adam asks if we need a policy for removing snow fall from hydrant.  Jay suggests it be part of snow plow policy.  Adam checked the 2002 snow plow policy and it is in there.

Question arises in to how we pay Norm Garside.  Adam would like to see Norm get paid for digging out hydrants.  Kathy to check this out.

Adam asks what the final overexpenditure amount was.  Jay and Kathy are unsure.  Number to come on Thursday.  Number is probably close to $27,000.  Water budget was underspent.  Adam asks what happens to water budget money left over.  Adam believes we need to put excess money into a CRF.  Adam summarizes that Rick Skarinka wants water budget to stay flat or increase.  Kathy suggests that excess money go to paying down loans.  Adam agrees that is optimal idea.  Jay agrees.

Adam states that CRF money from the water tank should be moved.  Adam believes we should have one CRF for the water system.  BOC agrees that CRFs should be consolidated. 

Fire Chief Clark is coming on Thursday at 9am.  Discussion ensues about pond levels and ice levels.

Adam outlines that the prior BOC broke the law by removing two 10 inch boards, one of which was done in November.  Kathy points out that Fish and Game never responded.

Adam states we need to have a package for new property owners: property buyers and home buyers.  Dinah has a copy but it’s outdated.  She’ll give it to the VDOE.  Adam thinks he may have something too.  Adam looks but can’t find it quickly. 

Adam emailed Terri asking for an update on the loans.  No reply yet. 

Kathy asks about a property owner who wants information.  47 Huttwill.  Nobody has information.  Kathy to follow up with the ladies.

One payment left on the Jungfrau loan.  Adam wonders if we can pay it now rather than wait until May.  Adam wonders what the interest rate is.  Paula suggests that we get a payoff amount. 

Job description for the administrator position needs to be made for NH retirement.  Kathy to get this done by the end of January.

Adam motion:  The administrator position be filled with two part time people each with up to 25 hours per week.  Jay second.  Discuss ensues.  All members of the BOC agree that Monday and Friday should be staffed.  Vote yes 3-0. 

Dinah reports we spent very little money on TAN loan.  Thanks to the Treasurer for getting this done quickly.  Thanks to Madison as well. 

Dinah asks if the 550 is back in service.  Answer is yes.  This is a 2019 expense. 

Adam summarizes Jay’s cell phone recommendation.  Kathy hadn’t seen it because it came in late Friday night.  Annual cost is $1170ish.

All BOC members agree that Kelly and Jeff should each get money for half the weeks as on call employees.

Adam’s proposal is roughly $900 for the first year and $700 each additional year. 

Kathy wants to discuss this with Kelly before making a decision about phones.

Adam asks about an email he sent to the BOC regarding communication issues.  1/7 at 5pm in the office is communication committee meeting.

Adam asks if we have a water committee meeting.  One meeting has happened in 5 months.

Letter to police is discussed.  Kathy wants to have a letter asking for police suggestions.  Letter to be brought to the BOC on Thursday.

Kathy asks about a petitioned warrant article.  She states that it isn’t acceptable as it stands.  Adam states that he will do this but needs the contact information for the two property owners.

Discussion ensues about necessary culvert on Upper Lakeview. Adam states we need a better drawing.  Kathy agrees. Jay to get this done by Thursday.

Adam asks if we are doing a roads committee. We had a volunteer on 12/7.  Discussion to happen later. 

Are we getting a price for a replacement grader and backhoe?  Price needs to be to us by 1/16.   Jay to handle.

Jay to have petitioned warrant articles next week.

Adam reports he put out a preliminary budget.  Asks if board has seen it.  Jay sent it to Kelly.  Initial report is $570,000. 

BOC wants Ian to come at 10.  Kelly at 9:15.  Office to do it.

Kathy to do electrical project review and permit.

Kelly needs a review in Feb.  To think about and discuss later. 

Handbook discussion ensues.  Kathy compared the Conway handbook to the one already presented.  Jay doesn’t have a list of comments.  He has a marked up document.  Jay and Kathy to meet together to review/revise handbook.  Adam wonders if it can be sent to legal now. 

Adam motion:  Send employee handbook for review with a line item of up to $800.  Kathy second.  Vote yes 3-0.  Office to send it out.  Kathy to give it to the office.

9. Correspondence

10. Scheduled Appearances - none

11.  Public Comment – Paula Doyle expresses concerns about how the meetings are run and discussions are made.  Paula reiterates that chairman is making unilateral decisions.  Paula wants motions to be recognized.  Paula thinks unilateral decisions are being made. 

Jay expresses concern about an email Adam sent asking for review on an email. 

Motion to adjourn

Adam – second Jay – Vote yes 3-0.  12:05pm