Village District of Eidelweiss – Commissioners Meeting

March 5, 2020

10am Adam calls the meeting to order

 Kathy Koziell and Adam Leiser are present

Ron Sandstrom arrived for 10 minutes

The meeting was not filmed by Madison TV

Meeting opens – no agenda to approve

Slide discussion

Kathy suggests moving Burgdorf to article 3.  Adam agrees.  Bob will be contacted.

Ron Sandstrom arrives and shares that he is in opposition with nearly all the warrant articles.  Adam asks which article he supports.  Answer – beach testing

Ron believes more information should be presented to the public.  Ron is concerned that the tax rate will be greater than $6.02.  Ron informs the board that he will support a 12k expense on the truck. 

Discussion about amending budget for garage doors ($6500), furnace ($9,000), legal ($3,000), sander ($1500).  Kathy and Adam agree this needs to be included in the budget.

Adam motion to call Bob Ingram. Kathy second.  Vote yes 2-0

Discussion with Bob about amending the articles.

Bob expresses concern about the personal attacks that will likely happen.

Bob suggests we get additional supporting documents.

Phone call ends.

Kathy asks Adam to present all the articles. 

Adam motion:  Kathy be permitted to get information to Bob Ingram without BOC approval.  Kathy second.  Vote yes 2-0.

Further discussion about start of meeting.  Kathy and Adam agree to keep it brief.

Adam motion to adjourn at 1pm.  Kathy seconds.  Vote yes 2-0

Village District of Eidelweiss

Public Hearing - Thursday 20th 2020 - 8 PM - Madison Public Library

Andrew Harteveldt

8:00 Meeting called to order, Commissioner Jay and Adam present.

8:00 Commissioner Adam makes a Motion to call Commissioner Kathy, Jay seconds.  Kathy joins the meeting remotely.

8:03 Commissioner Adam calls upon Paula Doyle to take the floor regarding the Petitioned Warrant Article.  

Paula Doyle provides background on the Partitioned Article including how the Warrant Article came about which pertains to the purchase of the truck.

Paula Doyle provides some insight into how the Warrant was partitioned and some confusion that occurred amongst the Board of Commissioners and herself with regards to the timings for requesting a warrant along with the need for a Public Hearing

8:11 Commissioner Kathy explained that the 3 articles are registered with the DRA and that the Michelle (DRA) confirmed that the articles are all worded correctly and the order that they will be presented is correct.

8:16 Andrew Harteveldt asks the question as to what point the amount of debt that the VDOE has would impact the ability to gain additional loans.  Dinah provides an insight into it being against the property.  

Commissioner Adam shares 1% total debt on non-water related items.  (e.g. trucks and roads).  If this article passes we would have about $300,000 in debt.  The 1% is approximately 1% of $92M.  Water related debt is 10%.  

8:21 Discussions then continue to discuss overall debt and the possibility of refinancing other debts.  Dinah asks the Commissioners if they intend to use the total $240k.  Adam corrects this to state it is $204k.  Adam asks Dinah if she would be willing to investigate the possible refinancing of that loan.  

8:23  Kathy is asked if the electrical upgrades are covered out of the existing bond.  Kathy confirms that the work still to be done on the Summit is included in that total loan amount.

8:25  Andrew Harteveldt shares his concern in terms of support the notion of a Loan on the truck but is concerned that we will be adding debt on top of debt over the coming years as unforeseen circumstances give us no choice.

8:28  Dinah asks if the board is planning on applying for a $20k asset management grant.

8:28 Jay proposes a motion to Close the Public Hearing, Adam seconds it and all 3 commissioners vote Yes.  

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                       February 6, 2020

Public: Nick Borelli, Donna Mackinnon

Commissioners in attendance Jay Buckley, Adam Leiser, Kathy Koziell

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 asks Kelly if he has reviewed the Porridge Shore video.  Kelly says he never saw it.  Adam asks Donna to send it. 

Adam reports that he was contacted by the Gagnon’s and they pruned one tree and removed another as requested by the BOC. 

Adam motion: the BOC draft a thank you letter. Kathy second.  Vote yes 3-0 Adam to write it.    Kelly to look.  Adam hasn’t been there.  Kathy and Jay haven’t either.

Trucks are on the road and operating as they should.  No issues.  Burgdorf conversation.  Kelly spoke with someone Joe Schmidl at DES and he asked the designation of the stream.  Stream is tier 2 which means DES must give approval and it’s not just a remove and replace.  72 inch culvert needed so Kelly can’t do it without an engineered design.  Nick suggests doing a quick repair without state overview.  Adam suggests changing the article by 5k to cover engineering.  Adam asks further if we can get a worst case and a best case.  Kelly says he can’t do that.  Adam says if we don’t have any numbers, we’re going to get a resident who says we’re asking for money without having any idea how much money the actual project will cost.  Kelly says we could repair but not replace which will by us sometime.  The DES representative said he will probably support this.  PBN needed either way.  Kelly wants to speak with him again and ask for permission to repair.  Adam asks what the Burgdorf article needs to look like.  Kelly says the article needs to be 25k with the hope it goes down.  He’ll get better numbers in the coming weeks.

Kelly says he spoke with someone in Ossippee that is a town employee and they have two sanders for sale.  This would be a bid item.  One would fit the big truck.  Operating budget could be amended on the floor to cover purchase.  Adam states we have to know date the bid must be in and the bid will be awarded.  Kelly will get us that info next week.

Email for DPW works.

Jay asks Kelly about the budget.  Jay says he gave him a budget a while ago.  Adam asks Jay why he didn’t report that during the meeting.  Kelly says he hadn’t seen the latest one. 

Adam reports he has to leave at 12:15 because of the snow day.

Kelly looks at budget.  Discussion about highway equipment repair line item ensues.  Kelly says last year was a “freak year” in terms of highway equipment repair.  Adam asks Kelly if we should remove 10k from line item on equipment but increase CRF for highway equipment by 10k.

Kathy reports expenses that year after year occur should be in the operating budget.

Adam says the trust is broken and needs to be fixed.  Nick says it’ll take a long time. 

Adam reports frustration that the public has animosity for a BOC that saved the district $750,000 between the grant and the lower interest rate on Reinach.

CRF funding discussion.

Jay reports that two petitioned warrant articles submitted to Madison were late.  The VDOE missed the deadline by one day.  Adam expressed frustration that the BOC missed the date.  He states we promised the public we would get it right and we didn’t. 

No candidates will be on the ballot as a result of this error.  Jay believes the NHMA didn’t give us proper posters and such and the wording was bad on the RSA.

Adam motion:  Jay draft a letter to the NHMA for BOC review discussing the RSA.  Jay second.  Vote yes 3-0.

Question arises about 17k for asphalt.  Adam states that mobilization is a big expense.  Kelly says there are additional places to see paved.  Nick suggests paving Eidelweiss Drive.

Jay leaves the meeting:

Discussion on gravel occurs.  Kathy and Adam state that we shouldn’t be so close on budgets.  Adam highlights that a meeting in October said Kelly wanted another 3k for gravel last year to better complete a warrant.  Adam says the idea of “coasting” is a bad one.  Kelly doesn’t recommend going down on salt.  Keep gravel down and salt up.  Kelly suggests deleting line item for painting.  Further budget discussion ensues.  Kelly wants to focus on culvert repair.  Kelly wants 20k for part-time. 

Adam motion: sign letter written by Kathy and sent to the BOC in response to the Dept of Labor on 2/5.  Kathy second.  Vote yes 2-0  Nick talks about the prior BOC putting a well where it shouldn’t have been installed.

Adam motion:  approve minutes of 1/30.  Kathy second.  Vote yes 2-0

Adam motion: Approve minutes of 1/15.  Kathy second.  Vote yes 2-0

Adam motion: Approve minutes of 1/9.  Kathy second.  Vote yes 2-0

Adam motion: Approve minutes of 2/1 with Adam’s changes/corrections and have Adam take the exact changes and merge them word for word into the draft minutes in the appropriate spots as best as possible.

Adam motion:  Have Jay write a letter to the power company to start working towards a tree removal plan.  Second Kathy.  Vote yes 2-0.

Adam motion: invite Chris Albert, Ian Hayes, Chris Boldt and Kelly Robitaille to the annual meeting via email request from admin.  Second Kathy.  Vote yes 2-0

Adam reports that every seven years the VDOE needs 108x2 + 240 for trucks.  That’s $456,000 or $65,142 per year excluding the grader and backhoe. 

Nick says we need options.  Adam reports that he worked diligently with the office to get an article for a truck bond. 

Nick doesn’t support the Grandval class VI discussion.  Adam reports that he contacted Mr. Gallant and that no support existed for his article. 

Adam thanks Nick for coming in.  Nick says common sense is needed.  Nick praises Jeff and Kelly. 

Nick says people don’t want to participate because they are busy.  Adam says people don’t want to work because the environment is too toxic.  Kathy reports we have been able to get some new people involved.

Adam reports he spoke with Luis Adorno. 

Adam motion:  Motion to have Adam meet with Luis Adorno for asset management.  Second Kathy.  Vote yes 2-0.  Adam says date tbd.

Jay Returns to meeting:

Discussion ensues about water line extension fund amending at annual meeting to add “asset management” so we can apply for grant.  Currently the fund doesn’t have enough money but with two water hookups in 2020 it will have enough money.

Peter Chapel sent the insurance information to Nancy’s representatives.  All is well.

Bond comparison spreadsheet discussed. 

Adam reports that both Ian and Chris A. supported increasing the water budget rather than having a CRF.  Adam suggests adding 10k to water repairs.  Kathy is on board with it.  Jay objects.  Adam is on board with it.

Adam reports that Ian and Chris both supported combining water CRFs.  Kathy supports the combination.  Jay supports that they not be combined.  Kathy thought he was in favor of it.  Adam supports the combination. 

Kathy and Adam say Jay wrote the articles.  Jay says he just took what Adam gave him.  Kathy doesn’t understand why Jay didn’t object when they met.  Kathy thought Jay was in favor of the articles.  Kathy wanted to know if Jay objected.  Conversation ensued about $80k quote for Eidelweiss Drive.  Discussion about what happened on the Wed night meeting that Adam didn’t attend regarding warrants. 

Jay mentions DPW structural issues.  Adam wonders why wasn’t that discussed on Saturday.  Discussion ensues about a bow in the building and track damage.  Kathy thought the $4250 on engineering was actually possible to fix the floor or not in the DPW. 

Adam states that the tight tank project and engineering should all be in the warrant.  Jay is asked why he didn’t tell the public the $4250 didn’t include engineering the tight tank when Adam told the public it was. As discussion ensues Adam says the engineering has to come from the operating budget because we need a design to get a bid and we need to get a good number to get public support. 

Adam motion: Approve a $1500 expense from the operating budget to engineer the tight thank project.  Second Kathy.  Vote yes 3-0.

Jay leaves the meeting:

Petitioned warrant article – Adam doesn’t think we can do the petitioned article because we need seven days notice for the public hearing and then at least 25 days prior to the annual meeting.  Kathy says if the VDOE missed Madison then the petitioned article definitely missed the VDOE deadline. 

Adam wonders if we should sent a letter to petitioner.

Adam motion: the BOC send a letter to petitioner explaining that the petitioned article can’t be presented.  Second Kathy.  Vote yes 2-0.  Adam to write the letter.  Deadline and public hearing were both missed. 

Adam reiterates that this is irrelevant because he’d already coordinated with NHMA, DRA and Chris Boldt.

Adam reports a conversation he had with an insurance agent from CT.  The handbook was discussed along with the two employee issue.  Adam and Kathy agree that we could be opening this up to a lawsuit if we change it now.  Donna reports that admin has added it to August admin action list.

Adam to review handbook on his own. 

Kathy has been trying to post minutes but can’t for an undetermined reason.

Adam reports that he asked admin to have a column with true expenses with CRF’s included.  Donna hasn’t started that but will. 

Discussion about Luis Adorno email. 

Adam states that the tree warrant article should be removed. 

Adam motion:  Sign the letter to Terri Warren.  Kathy second.  Vote yes 2-0.

St. Moritz discussed.  Adam asks admin to see if she can find the minutes for BOC review. 

Andrew Harteveldt asked the BOC not to support a bond for the truck. 

John Cancelarich email is discussed. 

Donna tried to get insurance information based on a change in fire rating.  She couldn’t get a number. 

Adam motion to go Non-public employee review per RSA 91-A:3,II(a) Seconded Kathy.  Vote yes 2-0 11:45am

Adam motion to go Non-public reputation RSA 91-A:3, II(c) Second Kathy Vote yes 2-0

Adam motion to end non-public at 12:05pm

Jay has been tasked with organizing the process for Kelly’s review. 

Kathy to figure out what to do with remaining minutes.

Adam motion: approve the manifest.  For $7115.88.  Second Kathy.  Vote yes 2-0

Adam motion:  sign the letter to 22 Middle Shore Drive.  Second Kathy.  Vote yes 2-0.

Kathy and Adam agree to make warrant for paving Eidlelweiss for $69k rather than highway repair.

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

2020-01-25 Commissioners Public Hearings and Budget Hearing

Village District of Eidelweiss January 25, 2020 7:30pm Madison Library

Public Hearing on the Budget Over Expenditure per RSA 32:11

The Board of Commissioners held a public hearing on the Budget Over Expenditure per RSA 32:11

at 7:30pm January 25^th, 2020. In attendance were Commissioners Adam Leiser, Kathy Koziell and          

Jay Buckley. Video taped by Tim Hughes and 15 people attended.

At 7:30pm the meeting was called to order by Chairman Adam Leiser.

Kathy Koziell makes a motion to open the public hearing. Adam Leiser seconds.

Motion passed 2-0.  Jay Buckley enters the meeting.

Kathy Koziell explains the Budget Over Expenditure process. The DRA was notified by the Commissioners and was told per RSA 32:11 that they had to hold a public hearing to explain the Over expenditure to the public. As of 12/31/2019 the Over Expenditure was $27,041.00 plus what the Audit will find as 2019 expenses that were paid in January.  A letter was written to the DRA explaining the unanticipated expenses of NH Retirement buy back for Kelly and Nancy of $12,200.00, Nancy’s separation agreement of $10,000.00, Additional legal payroll & bookkeeping costs $2,500.00 and Grader repairs $9,700.00.

Paul McKenna questions the by-laws regarding the $10,000.

Larry Leonard states that made us more over budget.

Kathy Koziell states that it was decided after discussion the NHMA legal and our District Attorney that the separation package was reasonable and that it was a wash by the Commissioners not taking their stipend.

Ron Sandstrom states that the NH retirement  buy back was available all along.

Jay Buckley states that every three years the employee can opt to take the buy back and both Kelly and Nancy chose 2019 to take the buy back.

Kathy states that no line item to budget for that possibility.  Mike Smith states that he wanted to add 20K to the 2019 budget ad that Adam refused, Adam states that was not true.  Dorothy Wondolowski brought up the F550 and thought it should have been approved. She said it was crazy that the warrant article  was defeated. Adam stated that at the last annual meeting the Board did not forthcoming on the expenses for that truck.  Ron Sandstrom, Adam and other agreed that we do need a new truck. Discussion on Grader mechanical failure.

Paula Doyle discussed the bad management of the budget. Commissioner should have known what bills were outstanding. She stated that the BOARD OF COMMISSIONERS  was spending funds without regard for the line items. For example the hiring of a part-time office assistant. Next year I expect that the BOARD OF COMMISSIONERS  have a better plan to aggressively manage the budget. Adam restated the 4 things that were unanticipated and “cooked us”. Paula stated that better management of budget was needed.  Larry Leonard not fond of the postcard mailing that was $600.  Kathy stated it was under $300.

Dorothy asked what the repair costs were this year for the F550. BOARD OF COMMISSIONERS  stated close to $20K. Mary Alice asks if  we have a “rainy day” fund. It was explained to her how the unassigned fund works.  Larry states that the current unassigned fund balance is around $170K.

The unassigned fund cannot be used unless voter approval on a warrant article or permission from the DRA as it pertains to the over-expenditure.

Ron Sandstrom explains that the unassigned fund balance is used to secure the TAN loan.  Mike Smith states that the DPW should have been asked to slow down spending and that we should have know about sand and salt that was delivered in 2019 and billed in 2020.

Kathy makes a motion to adjourn the Over Expenditure public hearing at 8:05, Adam Leiser seconds, passes 3-0.

Adam Leiser makes a motion to open the Public Hearing on the Dam Management Policy at 8:05pm, Kathy Seconded, passes 3-0

Jay presents the proposed Dam Management policy. Explains that it is a policy not an ordinance.

Current policy was vague and we needed to modify for clarification. Chief Clark and Deputy Chief Kribby attended a 9/28 commissioners meeting to discuss the impact of lowering the ponds  on the hydrant. Lowering of the pond greatly jeopardized fire suppression by lowering the ponds by removing boards at the Dam. Chief Clark attend in December stating his concern with the dry hydrant. John Cancelarich stated that our insurance rating is an E-9 the worst is a 10 and that without the hydrant we could become a 10. It was stated that this could impact homeowners insurance rates by a 30% increase. Adam discussed that DES needed the policy to be very specific.

Larry Leonard states that the plan he has from the website states that we keep the water levels as high as possible with fall draw down. During a drought the level can be lowered by 4” to protect wildlife down stream. Chief Clark will be looking into moving the Hydrant strainer to deeper water to allow for draw downs.

Concern about the effect on the Loons was discussed. Mike Smith indicates that on 1/17 he contacted John Cooley of LPC and he did not promote the floating nests and the Commissioners were accomplishing anything.

Kathy states that we included the Fire Chief in the Dam Management Policy.

Gloria Aspinall asked about the RSA 482:13 referenced in the Policy and was concerned about possible flooding of her property and who to contact.  Adam states the in an emergency to call 911 and they will contact DPW. BOARD OF COMMISSIONERS  explained that once the policy was adopted that a public hearing was only required when there was a “significant” lowering of the pond levels.

Ron states that this is a shift in policy from Loon Protection to Fire Suppression. There was questions regarding the commissioners asking the DPW to make modifications to the levels. It was explained that the DPW has the final say in the management of the Policy.

Adam states that he would support the lowering of the pond for the 5 weeks during loon nesting season.

Paula asked if there could be a meeting with the LPC, Fire Chief and DES. Adam states that he as given the contact information to Chief Clark to do just that.

Larry Leonard and others stated that floating Loon nests have been successful in other areas. Bob Ingram agreed but stated that it might that 2-3 years for the Loons accept. After much discussion about the floating nests, Paula states that it is up to the LPC not the VDOE.

Mike Smith states that the LPC considers our Loon pair one of the most successful.

Discussion on how that dam was managed in the past. Ron re-states that the Fire Chief has thoughts on other ways to not have to keep the water high.  Jay stated that there are 3 dry hydrants , 2 within the district. Discussion regarding ISO rating with insurance companies.

Adam Leiser makes a motion to adjourn at 8:50, Kathy Koziell seconds, passes 3-0

  Motion by Adam Leiser to call to order the Public hearing on the acceptance of the Groundwater grant per RSA 31:95-b, KK seconds passes 3-0.

Kathy explained that RSA 31:95-b was adopted by the VDOE inn 1990.  This give the commissioners authority “to apply for, accept and expend, without further action by the town or village district meeting, unanticipated money from the state, federal government….”.

The requirement is the have a public hearing to inform the public.

Mike Smith asked if there were any requirements in taking the grant.  Kathy states that there is no offsetting contribution and that projects must be for drinking water upgrades and approved by Rick Skarinka of DES. Adam adds that since the tank project was part of the application, any amount not spent on Reinach as a percentage that same percentage would be deducted from the grant. In order to receive the full grant the full $869,400 must be spent. Ron is concerned about projects not approved by the voters being added into the loan. Bob Ingram says that voters get to decide on projects. Adam talked with NHMA and was told that as long approved amount isn’t over budget and that the additional work is part of the overall Reinach tank project. Ron states that everything doesn’t need to be now – lets do it right not immediately.

Mike suggests a new warrant article about the grant. Bob Ingram just want to make sure it is approved.

Adam states that the actual tank bid has come in and the second part is being sent out to bid.

Adam makes a motion to adjourn at 9:10pm, Jay seconds, passes 3-0

Adam calls to order the Budget Hearing at 9:10pm. Jay seconds, passes 3-0

Discussion on budget totals vs line items.

Ron asks what the tax rate would be if all warrants passed. Could be $9.35/thousand. Adam states that 8.9% is in the ball park.

Mary Alice questions several line items in the budget. Paula askes about the 6% increase in salaries.

Paula asked about the additional part-time DPW line item.  Adam states that our DPW can do more projects in house with the additional part-time labor.  This is for when either Kelly or Jeff are on vacation we will still have a 2-person crew using the part-timer.

Paula expresses concern that raising taxes will effect property values.

Adam states that the increased line items allow us to get more projects done.

Ron questioned the increase in the gravel and asphalt line items and the $80K warrant to pave Eidelweiss drive. Can’t do it all now.

Mike Smith has a list of priorities from the past asset management committee that had not been looked at.  Jay stated that he has looked at it and had many conversations with Kelly which is why the Eidelweiss Drive paving is on the warrant.

Ron expresses concern over the tax rate and asked to balance the needs of the district with the tax payer – needs to be affordable.

Dorothy wanted to go line-line through the budget as in the past. She states that we should have had a separate budget hearing.

Larry Leonard concerned about higher taxes and work needs to be spread out and questions overtime and bonus amounts.

Mike Smith calculated that if everything passed the tax rate was $9.54 and a water rate of $300.

Diana Dolan stated that we should all work together.

Adam discussed the interest only loan and that the payments will increase the water rate.

Jurij Czernow stated that paving now is cheaper that waiting as costs go up and road will require more work.

Paul McKenna states that you need to have loans.

Discussion on financing the new plow truck for 108K. Paula suggests looking a 5-year average on costs.

Proposed budget without the Reinach tank is a 3% increase.  Ron Sandstrom discussed the road maintenance cycle for asphalt and gravel. Jurij states the winter conditions effect roads and conditions change all the time. Mike states that we need to take into consideration the water lines when doing road pavement.

Heated discussion between Adam and Mike regarding water tank project.

Bob I. states that the BOARD OF COMMISSIONERS  need to have more detailed information on the budget for the public. Bob states that with so much to do we need to have a plan.

Adam thanks for Bob for the input.

Adam makes a motion to adjourn at 10:15, Jay seconds, passes 3-0

Respectfully Submitted

Donna MacKinnon – Admin Assistant

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             

                                                       January 16, 2020

Called to order meeting at 9:10 am. Adam Leiser Kathy Koziell & Jay Buckley

The Board of Commissioners met at 9:00 am on Thursday, January 16, 2020.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley. The meeting was filmed by Tim Hughes of Madison TV.   Donna MacKinnon (taking minutes), Kelly Robitaille and Ian Hayes are in attendance.

Kelly asks about the health insurance options.  No decision has been made.  Adam asks what questions Kelly wants answered by us.  Kelly has no questions for us.  Adam explains that Kelly is told that if he wants the family plan it is an additional $392 per month plus he would be responsible for the full deductible if he chooses the family plan.  Kelly is deciding between the family plan and the two person plan but he DEFINITELY does not want the buyout.  Adam explains that starting in February may end up confusing things a bit.  Kelly to email the BOC and office any thoughts he has pertaining to insurance. 

Discussion with Kelly about Burgdorf.  Kelly reports that Jim Rines advised him to contact the state directly and avoid engineering.  Kelly is allowed to go to a 42 inch pipe by state standard.  Adam asks Kelly to email the office and BOC what he is legally permitted to do without engineering.  Kelly to travel to Concord and meet with DES representative.  Adam suggests we have two warrant articles: one for engineering Burgdorf and the other for doing the Burgdorf road.  Costs would be 5k and 30k respectively.

Discussion ensues about on call number switch and virtual number. Jay is working on that.

Discussion ensues about budgeting in 2020. 

Discussion about pump and blower.  Kelly wants a blower.  Kelly doesn’t want the pump.  Whirlygig is only for 100% clogged culverts.  Kelly wants an industrial strength blower that could attach to the truck.  Kelly wants the “Billy Goat”.  It would allow the DPW to blow further from the road and blow bigger piles of leaves.  Kelly to email the link for it asap.

Ian enters. 

Not a lot to discuss.  Electrical upgrades are great.  No problems.  Money was saved.  Summit is starting today for upgrade.  Justin’s work will happen before Tom’s work.  Insulation discussed.  Insulation and structural work to happen afterwards. 

No new leaks.  Usage is at expected rate.  Reinach is on schedule.  Adam asks about relining of tanks.  Chocorua tank should be maintained and not replaced for as long as possible.  Chocorua is going to be a major project.  Chocorua, Jungfrau are only two to be done.  Ian wants a bigger tank at Jungfrau but not Chocorua.  Adam reports the price of a 10,000 gallon tank and a 30,000 gallon tank.  Ian to find out if we have room for a 30,000 gallon tank.  60k is likely cost.  Double the price for triple the tank.  Ian does not want Jungfrau replacement to be a part of the 295k project.  Adam reports that we could do this project with zero tax increase.  Jay to get info for lot size/easement on Jungfrau asap.  Ian thinks we need a wider, shorter tank at Jungfrau.  If DPW well collapses and a replacement pump can’t be installed immediately, the district will run out of water.  Well sourcing is expensive.  Muddy Beach is a great second source but it’s not reliable or capable of being a full water source. 

Motion by Adam to allow Ian to speak with Chris regarding Jungrfrau replacement.  Second Jay.  Vote yes 3-0.

Bleeder checks next week and then again in March.

Kathy asks about upgrading Chocorua.  Ian says yes, this piping should be done.  Adam wonders if we would do this when tank needs replacement. 

Chocorua bill for relining is roughly 16k.  Summit should not be relined; it should be replaced because it needs an upgrade.  Pipe replacement should happen at same time as Summit upgrade.  This is not a priority. 

Adam asks if we should get a warrant article together for relining Chocorua this year.  BOC says yes.  A few days for step one, and then a month later the actual relining.  No need for temporary water because we have a bypass.  Date of Labor Day to Columbus Day.  Ian to speak with Mass Tank. 

Coding of maps discussed.  Adam fully supports this.  It will help with voter support on pipeline replacement.

Adam motion:  Allocate $1,000 for Ian to complete the coding of our water system map.  Kathy second.  Ian asks for information from the pubic if we can get it.  Vote yes 3-0.

Adam motion: Ask Chris to give the VDOE a price for full mapping with the expectation that every curb stop valve will be easily identified with GPS.  Jay second.  Vote yes 3-0. 

Ian wants a system for shutdowns.  Adam says we task this to the water committee.  Everyone agrees.

Adam asks if we have the updated water ordinance.  The minutes have not been found and we don’t know where any notes are.  It may be on film. Kathy to check on all of it.  She’ll work with Donna on it.

Motion Adam – approve minutes of Jan 4 and Jan 15.  Second Kathy.  Vote yes 3-0.

Motion Adam – send the letter to David Maudsley as drafted via email.  Second Jay.  Vote yes 3-0.

Motion Adam – send the letter to Taylor as drafted.  Second Jay.  Vote yes 3-0. 

Motion Adam – approve payroll in the amount of $7753.85.  Second Kathy. Vote yes 3-0

Motion Adam – grant Adam permission to contract Bond Counsel up to 10k.  Second Kathy.  Vote No 2-1.

Motion Adam – hire Drummond Woodsum as Bond Counsel.  Second Jay.  Vote yes 3-0.

Jay and Kathy want to wait on letter drafted by Adam for Town of Madison Annual report. 

Admin to contact Henderson/Horton and inform then that 1/25 meeting is not an option.

Jay to bring up “check valve” on Reinach Tank for fire suppression next time Ian is in attendance.

Adam asks if we have any outstanding work orders.  Summit and DPW are only two.  Nothing has been missed.

Adam asks if VDOE should have a work order for Little Loop project.  Jay wants a work order for this project.  Jay to follow up with Kelly. 

Donna to get requested information to Greg for Bond Counsel. 

Shawn Edwards needs to be paid for tree work.

Adam motion: to have admin contact Nuno Pais and get the document created by the environmental committee and have it sent to the Communications Committee for discussion.  Kathy second.  Vote yes 3-0

Adam asks what we are doing with kayak rack assignments.  Kathy reports it will be done similar to last year. 

Water usage reports should all be on 13 month cycles.

Discussion on On-site storage for file storage. Adam wants to make it a warrant article.

Office will check on requirements with NHMA. 

Adam leaves at 11:05 am.

Kathy and Jay reviewed time-cards for payroll.

Discussion on Dept. of Labor on status of violations corrections. Discussion of eye wash stations.

Jay will check with Kelly.

Discussion on Interlaken water hook-up. Form to go ahead to proceed. Letter needs to be sent approved by BOARD OF COMMISSIONERS and send to Ian.

Discussion of sealed Commissioners Meeting minutes of 1/9/2020.

Kathy makes motion to keep minutes sealed. Jay seconds. 2-0 passed.

Motion Kathy-Approved Manifest 11 checks $14,140.27. Jay seconds 2-0 passed.

Discussion on hwy block grants and room & boarding taxes. Jay will obtain Madison wording for warrant articles.

Discussion on Dodge Ram wiring. Jay filed tech issue with Dodge, hasn’t heard back from them.

Kathy motions to adjourn. Jay seconds. 2-0 passed.

Adjourned 11:50 am.