2022 Annual Meeting

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VILLAGE DISTRICT OF EIDELWEISS

2022 Annual Meeting Minutes

                                                        Saturday March 5, 2022

Moderator Bob Ingram opens the polls for Article 01, voting for officers, at 4:00 pm.

Supervisors of the checklist Cheryl Brooks, Emily Sheppard, and Jen Garside. Clerk Donna

MacKinnon and Commissioners Jay Buckley, Kathy Koziell and Mike Smith were also present for opening of the polls.

At 6:00 pm Moderator Bob Ingram closes the polls for article 01.

At 6:01 pm Moderator Bob Ingram calls the meeting to order.

Moderator Bob Ingram requests all persons to stand and leads the pledge of Allegiance.

Moderator Bob Ingram introduces himself, Commissioners’ Jay Buckley, Kathy Koziell, and Mike Smith, Clerk Donna MacKinnon, new Administrator Alexis Wagoner and Attorney Chris Boldt.

DPW Foreman Kelly Robitaille, Checklist Ladies Cheryl Brooks, Emily Shepard, Jen Garside, and Officer James Hayford were also present. There were 29 people present for the meeting.

Moderator Bob Ingram outlines and reviews the Rules and Procedures for the meeting.

Jay Buckley makes a motion to accept the procedures for the meeting. TC Lutjens seconded.

Mike Smith discusses the procedures for the meeting. Moderator Bob Ingram explains that he had checked with the NHMA regarding that the petitioned Warrant Articles always goes after the Warrant Articles but can be moved if the 2/3 majority votes in favor.

Motion Passed

Article 01     Voting for Officers

Voting for the following offices for 2022

Commissioner – 3-year term

Moderator – 2-year term

Results of Article 01; Election of Officers

Commissioner 3-year term Ralph Lutjen

Moderator 2-year term Robert Ingram

Article 02     Operations and Highway Budget

To see if the Village District will vote to raise and appropriate the sum of $711,680. (Seven hundred and eleven thousand six hundred and eighty) for general municipal operations. This article does not include appropriations contained in special or individual articles addressed separately. Funding for this appropriation will be raised by taxation.

Recommended by Board of Commissioners (3-0).

(Majority vote required)

Article read by Moderator Bob Ingram. Mike Smith moved the Article to the floor. Jay Buckley seconded.

Jay Buckley makes a motion to amend Article 02 to the sum of $716,680 an additional $5,000 to add the bottom line. Kathy Koziell seconded.

Jay Buckley explains the additional $5,000 is for the fuel costs with the price of fuel going up and that the DPW will doing more work with the water operator with new water projects. It will go into the fuel line item #53. Kathy Koziell explains the budget and new QuickBooks budget reports going forward. Kathy Koziell explains the budget numbers and the increase to the budget. Kathy Koziell speaks on the budget, a substantial increase, of $76 thousand due to the new full time Administrator. Kathy Koziell explains that the Reinach Project that $76,629 was paid in 2021 of that payment $59 thousand was paid but was raise in previous year. This year’s payment will be $79,490 that will need to be paid from the 2022 budget. Kathy Koziell also explains that the Property & Liability Insurance and Part Time DPW has been increased. Mark Graffam speaks about the amendment procedures. He feels that there should be a study on the fuel costs and the need for tracking devices for the DPW gas use.

Moderator re-reads the Amended article.

Vote: Moderator declares Amendment passed.

Mark Graffam talks about his slide show of Budget Amounts. Kathy Koziell questions his amounts and that there are costs of doing business. Mark Graffam agrees that costs go up. Ron Sandstrom asks for the loan figures of the Oak Ridge and Grader loans Mike Smith states the amounts for Oak Ridge the amount is $33,678 and for the Grader the amount is $29,226.12 two payments are due this year and will be paid off in 2023.

Moderator re-reads the Amended Article 02.

Vote: Moderator declares Article 02 Budget for $716,680 Passed.

Mike Smith makes a motion not to reconsider Article 02. Jay Buckley seconded.

Motion Passed.

Article 03     Water System Budget

To see if the Village District will vote to raise and appropriate the sum of $188,381 (One hundred eighty eight thousand three hundred eighty one) for General Water System Operation. Funding for this appropriation will be raised by water usage fees.

Recommended by Board of Commissioners 3-0.

(Majority vote required)

Article read by Moderator Bob Ingram. Mike Smith moved the Article to the floor. Jay Buckley seconded.

Kathy Koziell explains the slide of the proposed water budget. Kathy explains how the Budgets are split 85% for Operating and 15% for Water Budgets and that add costs are for the new full time Administrator, Asset Management, Audit and Property & Liability Insurance. Mark Graffam question the Audit of 2020 and explains the RSA of 2013 for handling of water monies. He also questions the accounting of the water hook up funds line item 79. Kathy Koziell explains that the water hook up are being reimbursed by the Water Line Extension CRF and defers the explanation from Catherine Deyoe the District’s Consultation. Ron Sandstrom points out the error of the budget line item 79. Dinah Reiss the Treasurer questions the $10,000 asset management line item. She states that the District received $20,000 from the Water System CRF in 2021 and $5,000 has been spent on asset management with a matching grant for $20,000 when project is completed. She does not recommend the $10,000 to be raised.

Dinah Reiss makes a motion to amend Article 03 to $178,381. Mark Graffam seconded.

Jay Buckley explains that the Asset Management plan contract will be completed in June by Horizon’s Engineering and that the 2005 Master Plan was given to Horizon. Mark Graffam wants a study to what the water operator has been done since the 2005 Master Plan and put into the 2005 Master Plan and no new money should be spent. Dinah Reiss states that Asset Management is important and asks why the 2005 Master Plan was tossed away by last Board. Jay Buckley explains that there is grant money out there and needs engineered plans to be able to get grant money. Mark Graffam explains that the PRV pits were on the 2005 Master plan.

Moderator Bob Ingram re-reads the Amended Article 03 for $178,381.

Vote: Moderator declares Amended Article Failed. 12 approved to 15 opposed.

Moderator Bob Ingram Re-reads Article 03 Water System Budget for $188,381

Vote: Moderator declares Article 03 Water System Budget for $188,381 Passed.

Mike Smith makes a motion not to reconsider Article 03. Jay Buckley seconded.

Motion Passed.

Article 04     Paving of Klausen Drive

To see if the Village District will vote to raise and appropriate the sum of $50,000 (Fifty thousand) for the purpose of paving Klausen Drive. Funding for this appropriation will be raised by taxation.

Recommended by Board of Commissioners (3-0).

(Majority vote required)

Article read by Moderator Bob Ingram. Jay Buckley moved the Article to the floor. Kathy Koziell seconded.

Jay Buckley explains the article, he states that Klausen Dr. is the worst paved road at this time. The District received two quotes for this project. Dinah Reiss asks about the quotes that came in around $44,000. Mark Graffam discusses how things were done with paving projects in past years and the District should go back to that system. Mark Graffam feels that the body should vote no on this article and go back to the bid process. Ron Sandstrom states this would be a big increase on the taxes and what would be the trade off and can the road be deferred until next year.

Jay Buckley Makes a motion to allow non-registered voters to speak. Second by Tici Lutjen. Motion Passed.

Kelly Robitaille, DPW Foreman states that this was the only project for this year. The road has to be fixed. The road has only one way in and one way and feels that all property owners should have the same services as the roads that are used regularly. Kelly Robitaille states the added money to the warrant after the quotes are lower will be used to put an apron on the road. Ron Sandstrom asks if the extra money can be paid from the asphalt budget. Jay Buckley states point of order if not voted for full amount, then no means no and no asphalt monies can be used on Klausen Dr. Kelly Robitaille states a new paved road should have a life of 15 to 20 years if there is a good subsurface. To reclaim a road it is a big expense. Mark Graffam discusses his slide show of roads in the District. Betsey Ginsburg asks the Moderator if there is a time limit for people to speak.

Moderator Bob Ingram Re-reads Article 04

Vote: Moderator declares Article 04 Passed.

Mike Smith makes a motion not to reconsider Article 04. Kathy Koziell seconded.

Motion Passed.

Article 05     Tank Pumping Maintenance CRF

To see if the Village District will vote to raise and appropriate the sum of $2,500 (Two thousand five hundred) to be added to the “Waste Tank Maintenance CRF” for the purpose of the removal for hazardous waste from the DPW “Tight Tank”. Funding for this appropriation will be raised by taxation.

Recommended by Board of Commissioners (3-0).

(Majority vote required)

Article read by Moderator Bob Ingram. Kathy Koziell moved the Article to the floor. Jay Buckley seconded.

Kathy Koziell explains Article 05. This $2,500 will be the last time to ask for funding for this article.

Richard Knowlton states that this should be done along with the DPW bathroom. Kathy Koziell that money will be needed to pump out the Tight Tank and that the DPW bathroom was done in 2021 money coming from the Operation Budget. Gloria Aspinall states it is good to have a sealed tank because it is so close to the drinking water line. Larry Leonard wants a quote for the pumping the tank. Jay Buckley states again that this money is needed so when it is time to pump out the tank

the money will be available because it is not known when the alarm will go off to pump out the tank.

Moderator Bob Ingram Re-reads Article 05.

Vote: Moderator declares Article 05 Passed.

Article 06     Replenish “Equipment Repair” CRF

To see if the Village District will vote to raise and appropriate the sum of $30,000 (Thirty Thousand) to be deposited into the “Equipment Repair CRF) Funding for this appropriation will be $5,000 (Five thousand) raised from taxation and $25,000 (Twenty five thousand) coming from the Unassigned Fund Balance.

Recommended by Board of Commissioners (3-0).

(Majority vote required)

Article read by Moderator Bob Ingram. Mike Smith moved the Article to the floor. Jay Buckley seconded.

Dinah Reiss states that the next three articles with the funding of all the Articles from the Unassigned Funds will be $105,000 and another $95,000 outstanding it will leave only $112,000 in the Unassigned Funds.

Moderator adds the new CRF amounts slide for the public. Kathy Koziell explains that we have year-end Unassigned Fund Balance year end 2020 of $313,000. From 2021 the $30K due to the incorrect minutes recording, $24,400 for the sale of the Truck and the Operating Budget 2021 was underspent by $20K. with a balance left of $273,4000. The monies are not being spent but being put into the Unassigned Fund.

Moderator Bob Ingram Re-reads Article 06.

Vote: Moderator declares Article 06 Passed.

Article 07     Replenish “Highway Equipment” CRF

To see if the Village District will vote to raise and appropriate the sum of $25,000 (Twenty five thousand) to be deposited into the “Highway Equipment CRF”. Funding for this appropriation will be coming from the Unassigned Fund Balance.

Recommended by Board of Commissioners (3-0).

(Majority vote required)

Article read by Moderator Bob Ingram. Mike Smith moved the Article to the floor. Jay Buckley seconded.

Vote: Moderator declares Article 07 Passed.

Article 08     “Road Construction” CRF

To see if the Village District will vote to raise and appropriate the sum of $40,000 (Forty thousand) to be deposited into the “Road Construction CRF”. Funding for this appropriation will be coming from the Unassigned Fund Balance.

Recommended by Board of Commissioners (3-0).

(Majority vote required)

Article read by Moderator Bob Ingram. Mike Smith moved the Article to the floor. Jay Buckley seconded.

Jay Buckley explains the article. Dinah Reiss states that Asset Management developed a road plan and has not heard that the Board is using the plans. Ron Sandstrom explains how the tan note is used to cover expenses until the tax checks comes in. Also, when there is money left over the money goes into the Unassigned fund and is left there. Jay Buckley states the Unassigned Fund money goes to the legislative body to vote where the money is to go to. The CRF Funds the Commissioners can make the decision in case the roads failed.

Moderator Bob Ingram Re-reads Article 08.

Vote: Moderator declares Article 08 Failed.

Article 09     Expansion of Resident Mailbox Facility

To see if the Village District will vote to raise and appropriate the sum of $15,000 (Fifteen thousand) to expand the resident mailbox facility. Funding for this appropriation will be raised from the Unassigned Fund Balance.

Not recommended by Board of Commissioners (0-3).

(Majority vote required)

Article read by Moderator Bob Ingram. Mike Smith moved the Article to the floor. Jay Buckley seconded.

Kathy Koziell explains the article and that the Madison Postmaster was supposed to come to the meeting. Kathy Koziell states that the Postmaster had come to a Board of Commissioners meeting two weeks ago and stated that the District is required to have a mailbox for every home or lot in the District. She was going to get the numbers for this cost, but they have not come in.

Fran Keenan stated that the original mailboxes that were put in at Huttwil Parking the post office paid for the boxes and the District paid for the concrete pad. Mike Smith stated that not all the information is known at this time. With around 500 homes the District has 144 we would need 356 boxes to start. With not enough information and to vote on a substantial amount of money is not in the best interest of the District. Mark Graffam states no to spend the money. Richard Knowlton stated that he spoke with the Postmaster and was told the post office would pay for the boxes and the District would be responsible for the pad. Greyson Merrill stated that he believes the boxes are government property, and it is up to them to supply the boxes.

Moderator Bob Ingram Re-reads Article 09.

Vote: Moderator declares Article 09 Failed.

Article 10     Sale of the Lodge

To see if the Village District will vote to approve the sale of the lodge-at 100 Oak Ridge for market value. Funds to be deposited into the General Fund.

Recommended by Board of Commissioners (3-0).

(Majority vote required)

Article read by Moderator Bob Ingram. Mike Smith moved the Article to the floor. Jay Buckley seconded.

Jay Buckley explains Article 10. Jay Buckley states that the Board of Commissioners has the right to sell the Lodge, but the Commissioners feel that it is up to the public to vote on it. The Lodge has not been used in two years and will need repairs. Kathy Koziell explains that articles 10 and 11 go hand in hand and the reason for selling the Lodge is that a lot of repairs are needed and brought up to code. Selling the Lodge the money can be used to build a new Office/Meeting building. Ron Sandstrom is in favor of this Article. Gloria Aspinall asks about the money raised last year for the survey of the lot. Kathy Koziell states that the lot was already separated. David Fedorchak questions the wording of slide show for this article. Mark Graffam think this article is a bad plan and concerned about losing the scenic view. Jay Buckley states that the survey is completed and came in on Thursday after the Commissioners Meeting. The scenic view is preserved and one of the boundary markers is at the telephone pole. Gloria Aspinall asks about parking. Jay Buckley states that an easement for parking spaces will need to be granted. Larry Sodano states deed restrictions need to be made. Moderator Bob Ingram asks the District’s Attorney Chris Boldt for his input on this matter.

Chris Boldt any answer is advisory only, the Commissioner are asking the body for their input and no amendment is binding. Mark Graffam asks to tear the building and leave the property as is. Mike Smith states there is a value in the sale of the Lodge. Dorothy Wondolowski asks where the money is going to from the sale. Attorney Chris Boldt states the money can only go to where the body votes.

Roger Keene questions to take the money from the sale and put it towards a new building. Kathy Koziell states that is what the Commissioners intended to do for a new building that would be handicap accessible.

Moderator Bob Ingram Re-reads Article 10.

Vote: Moderator declares Article 10 Passed.

Article 11     Improvements to Lodge

To see if the Village District will vote to raise and appropriate the sum of $150,000 (One hundred fifty thousand) for upgrades to the Lodge. Funding for this appropriation will be raised by taxation.

Not recommended by Board of Commissioners (0-3).

(Majority vote required)

Article read by Moderator Bob Ingram. Jay Buckley moved the Article to the floor. Mike Smith seconded.

Vote: Moderator declares Article 11 Failed.

Article 12     Office/Meeting Building CRF

To see if the Village District will vote to establish an “Office/Meeting Building CRF” for the purpose of creating a new office and public meeting space and to further (raise and) appropriate the sum of $1 to be placed in this fund. Further, to name the Board of Commissioners as agents to expand these funds. Funding for this appropriation will be raised by taxation.

Recommended by Board of Commissioners (3-0).

(Majority vote required)

Article read by Moderator Bob Ingram. Jay Buckley moved the Article to the floor. Mike Smith seconded.

Jay Buckley explains the sale of the Lodge the money would have to go into the Unassigned Fund then the body would have to pass a vote to go into the CRF.

Moderator Bob Ingram Re-reads Article 12.

Vote: Moderator declares Article 12 Passed.

Article 13     Increase the number of Commissioners

To see if the Village District will vote to increase the number of Commissioners from3 to 5.

Recommended by Board of Commissioners (2-1).

(Majority vote required)

Article read by Moderator Bob Ingram. Kathy Koziell moved the Article to the floor. Jay Buckley seconded.

Kathy Koziell explains the Article. Ron Sandstrom states he was a Commissioner for 6 ½ years and as a Commissioner they are responsible for spending the District’s money with some or little knowledge. With a 5 person board the 2 commissioners can meet without having a public meeting to figure out things and have the full Board make better decisions for the best interest of the District. Mike Smith opposes this article completely. Mike Smith states the Town of Madison only has a 3 board member. Mike Smith also states that the District has hard time to get people to run for office.

Roger Keene asks when this would go into effect. It will go into effect 2023 if it passes. Larry Leonard thinks it would be great giving the board more flexibility for quorums. Kathy Koziell thinks it is a good idea. Ralph Lutjen states this is a terrible idea. The commissioner’s scale is the roads & water and new members will have a learning curve. Ralph Lutjen wants to know what the 91A requirements are for a 5 member board. Ron Sandstrom thinks with working with the budgets this will even out to be a broader voice with a 5 member board. Jay Buckley agrees with a 5 member board and thinks more can be done with 5 members. Ralph Lutjen states in the past committees work with and assisted the Commissioners. All the committees were disbanded and would like to see the brought back. Dorothy Wondolowski asked what if there were not enough candidates to run. Attorney Chris Boldt states that would be an open seat and the sitting Board of Commissioners can appoint someone until the next election. Kelly Robitaille is not in favor of this article. He feels this would be more work for all employees.

Moderator Bob Ingram Re-reads Article 13.

Vote: Moderator declares Article 13 Passed.

Article 14     Energy Agreement

To see if the Village District will vote to enter a 45 month-contract with First POINT Power at $0.096 kWh with a February 2022 start date.

Recommended by Board of Commissioners (3-0).

(Majority vote required)

Article read by Moderator Bob Ingram. Jay Buckley moved the Article to the floor. Mike Smith seconded.

Kathy Koziell explains this article. The Commissioners cannot enter into a long term agreement, but the legislative body can. Roger Keene asks if the District has look into Solar. Kathy Koziell states the District is too small. Ron Sandstrom questions any legal ramifications. Dinah Reiss states this is concerning to her. Kathy Koziell if the legislative body votes yes, the Commissioners can change their minds if it is not in the best interest for the District, If the voters vote no the Commissioner can change the vote.

Moderator Bob Ingram Re-reads Article 14.

Vote: Moderator declares Article 14 Passed.

Article 15     Petitioned Warrant Article: Water Master Plan

Petitioned Warrant Article: To see if the Village District will vote to have the Commissioners update the Water Master Plan and to raise and appropriate $20,000 (Twenty thousand) for this purpose with funds to come from the Water CRF.

Not recommended by Board of Commissioners (1-2).

(Majority vote required)

Article read by Moderator Bob Ingram. Mike Smith moved the Article to the floor. Kathy Koziell seconded.

Mike Smith explains the article. Jay Buckley is against the article. Jay Buckley states the 2005 Master Plan was given to Horizon Engineering to be added into the Asset Management Plan that is being done by Horizon. Kathy Koziell agrees with Mark Graffam that a new Water Master Plan is not needed. Larry Leonard from the Water Committee is working with Horizon Engineering and states that there will be a public meeting in April to present their work. Ron Sandstrom is concerned with the working of the warrant can money still be spent. Attorney Chris Boldt states this is twofold previous money was already approved and thinks it is okay. Larry Sodano thinks it is premature to pass article. He feels Horizon is piggybacking with the 2005 Master Plan and old plan made need updating after Horizon is done. Ralph Lutjen feels updating the Master Plan is needed a lot of data and technology has changed and doing this is appropriate. Larry Leonard explains that mapping and GIS will be done with Horizon’s Plan.

Vote: Moderator declares Article 15 Failed.

Article 16     Petitioned Warrant Article: Mapp 114 Lot 49

Petitioned Warrant Article: To see if the Village District will vote to raise $5,000 (Five thousand) to engage our attorney to review the rights of the District to restrict road construction to and from the District concerning Map 114, Lot 49 and now Map 114, Lot 74 in Madison. This lot is land locked and the homeowner (Writh) is asking for driveway access from Adelboden Way (Class VI) in Eidelweiss. Money to be raised from taxation.

Not recommended by Board of Commissioners (1-2).

(Majority vote required)

Article read by Moderator Bob Ingram. Jay Buckley moved the Article to the floor. Mike Smith seconded.

Mike Smith states there is a potential problem with the Ebben Farm 105 acre lot. He feels that it could become a turnpike for a development and the District’s roads could be used for the 10% of the property that is Eidelweiss property that is part of the 105 acres. Mike Smith states he has asked at past meeting to have the District’s Attorney to review the issue. He wants to protect the District from road use and potential water hook-up that can connect to the District’s water system. Kathy Koziell explains how Madison made a mistake of merging of the 105 acre lot between Madison and Eidelweiss. Ron Sandstrom stated why not send it to counsel. Kathy Koziell states Jay Buckley crafted wording for the Districts Driveway & Water Hook-up Ordinances and sent it along to the Districts attorney. Attorney Chris Boldt states that the new Driveway Permit Ordinance wording would cover the District regarding road access. The wording has definition so no Non-District property can be access through District property. Jay Buckley explains that the property owner of the Ebben 105 acres has a deeded access through 17A Aspen Dr. Jay Buckley thinks the wording of the new Driveway Permit and Water Hook-up Ordinance will cover this issue and any other parcels that abut District properties. Roger Keene approves spending the money for legal counsel. Mike Smith states his biggest concern is to protect the District and $5,000 is a small token to get the correct information. Moderator Bob Ingram asks the Attorney for his input. Attorney Chris Boldt states until you have a definite issue he cannot answer of a what if. By changing the Driveway Permit Ordinance it gives the Commissioners the information to make decisions for now.

Vote: Moderator declares Article 16 Failed.

Article 17     Petitioned Warrant Article: Water Hook-up Fee

Petitioned Warrant Article: To see if the Village District will vote to update the water ordinance to set the water hook-up fee at $10,000 (Ten thousand).

Recommended by Board of Commissioners (3-0).

(Majority vote required)

Article read by Moderator Bob Ingram. Jay Buckley moved the Article to the floor. Mike Smith seconded.

Jay Buckley explains the article. Roger Keene asks where the $10K amount comes from. Jay Buckley states that he looked at different towns water hook-up fees and came up with the amount. Mike Smith states that going forward the new water lines will have to be double sleeve, and this will cover the amount.

Moderator Bob Ingram Re-reads Article 17.

Vote: Moderator declares Article 17 Passed.

Jay Buckley makes a motion to restrict reconsideration of Article 17. Kathy Koziell seconded.

Motion Passed.

Article 18     Petitioned Warrant Article: Beaches

Petitioned Warrant Article: To see if the Village District will vote to have the Commissioners direct the DPW to clean the beaches Mondays, Wednesdays and Fridays. Additionally to have the monthly testing of the beach waters preformed, with a cost up to $3,000 (Three thousand) to be paid through taxation.

Not recommended by Board of Commissioners (1-2).

(Majority vote required)

Article read by Moderator Bob Ingram. Jay Buckley moved the Article to the floor. Mike Smith seconded.

Mike Smith makes an amendment to Article 18 to remove the wording Additionally to have the monthly testing of the beach waters performed. Jay Buckley Seconds.

Moderator Bob Ingram Reads the amended Article 18.

Motion Passes for Amended Article 18.

Mike Smith explains the article. He states the approved $3,000 money to clean the beaches from last year’s Annual Meeting ended up in the Unassigned Balance Fund. People should be able to enjoy clean beaches as it was done in the past. For last two years they have not been cleaned. Kathy Koziell asked Mike Smith where the money is coming from for payroll of the DPW.

Jay Buckley makes a motion Amend Amended Article 18 to remove the $3,000 from the article and to have the Board of Commissioners direct the DPW to clean the beaches Monday, Wednesdays, and Fridays. Ron Sandstrom seconded.

Kelly Robitaille clarifies that in the past DPW were paid part-time. The DPW would come in at 6:00 am and rake the beaches. Volunteer effort was tried and did not work out. The initial cleaning will take time to get the beaches back in shape. Ron Sandstrom was in favor for the DPW to clean the beaches and to look at the Park & Rec line item for the pay.

Moderator Bob Ingram Reads Amended Article 18.

Vote: Moderator declares Amended Article 18 Passed.

Article 19     Petitioned Warrant Article: Separation Agreement

Petitioned Warrant Article: To see if the Village District will vote to have the Commissioners void clauses 4 and 5 of the separation agreement with Nancy Cole as voted by the voters at the 2021 Annual Meeting. A sum of $1,500 (One thousand five hundred) will be raised for this purpose with the funds to be paid from the Unassigned Fund Balance.

Not recommended by Board of Commissioners (1-2).

(Majority vote required)

Article read by Moderator Bob Ingram. Mike Smith moved the Article to the floor. Jay Buckley seconded.

Mike Smith explains the article. Mike Smith asks the Moderator to ask Nancy Cole if agrees to release her part of this agreement of clauses 4 & 5. Nancy Cole Agrees. Attorney Chris Boldt stated his concerns about discussing this issue without Nancy Cole not having legal counsel. Mike Smith cannot believe this happened in the first place and why it was ever done. Mike Smith questions if this could happen to other employees going forward. Attorney Chris Boldt states his statements are advisory at best. Kathy Koziell states Mike Smith’s comments of removing the gag order was incorrect. Kathy Koziell explains number nine of the contract. Nancy Cole states any transition is long gone. Kathy Koziell that the separation agreement was a long process with legal counsel Doug Mansfield. Originally the Commissioners had a three sentences document. Legal counsel stated that the document was a classic document. Attorney Chris Boldt the body can advise the Commissioners it takes the majority to agree to do that. Chris Boldt also states when this matter came up it was pasted onto Attorney Doug Mansfield their employment matter guru. This vote would be advisory only. He also stated that it is unusual to modify a separation agreement at an Annual Meeting and would like clarification on the what the $1,500 is for. Mike Smith states to review the paperwork. Jennifer Merrill states that the agreement is a legal binding document and would have to be amended, Mark Graffam states the agreement can be null and void with the new board. Jennifer Merrill states it is a legal amendment and recommendation only. This is advisory only. Jay Buckley asks what would be the benefit for the District to pass this article?

Jay Buckley makes a motion to amend Article 19 to: To see if the Village District will vote to have the Commissioners amend clause 5 of the separation agreement with Nancy Cole as to allow Ms. Cole to volunteer for the Village District of Eidelweiss. Greyson Merrill seconded.

(No money involved and is advisory only.)

Amendment Passed

Moderator Bob Ingram Reads Amended Article 19.

Vote: Moderator declares Amended Article 19 Passed.

Article 20     Petitioned Warrant Article: Parking

Petitioned Warrant Article: To see if the Village District will vote to have the parking ordinance to allow overflow parking or cars, pick-up trucks and vans. All commercial vehicles are excluded. Parking shall be permitted for one week with a possible waiver extension that must be approved by the Commissioners for an additional week, No more than two weeks per month shall be permitted at a time.

Recommended by Board of Commissioners (1-2).

(Majority vote required)

Article read by Moderator Bob Ingram. Mike Smith moved the Article to the floor. Jay Buckley seconded.

Mike Smith explains the article. This petition article will replace section 3 part E of the Highway & Parking ordinance. Greyson Merrill states this article is written wrong. He is not in favor of the article and to vote it down or amend it. If the article passes as written, it will be advisory only until a public hearing is held by the Board of Commissioners. TC Lutjen stated for forty years there was always signs posted at the parking lots. Ralph Lutjen Boats and snowmobile trailers. He thinks it show be parking area for overflow. Greyson Merrill states the Commissioners are limiting the parking way too much.

Mark Graffam makes a motion to amend and state to advise the Board of Commissioners to re-address the Huttwil Parking Ordinance and modify the Ordinance. Jay Buckley seconded.

Vote: Moderator declares Amended Article 20 Passed.

Article 21     Petitioned Warrant Article: Dam Study

Petitioned Warrant Article: To see if the Village District will vote to create a study of the dam for the three ponds and develop a working level for the environment with $5,000 (Five thousand) to be paid from the Unassigned Fund Balance.

Not recommended by Board of Commissioners (1-2).

(Majority vote required)

Article read by Moderator Bob Ingram. Mike Smith moved the Article to the floor. Jay Buckley seconded.

Mike Smith explains the article. Mike Smith states after the Public Hearing in August that after one month the DAM Policy failed. Mike Smith feels that an established independent study should be done so that there is a defined Policy. Roger Keene approves of the article. Ralph Lutjen states the issue is to get the real information. The District has no data and that the boards are not being pulled constantly just in the Spring and Fall. Dorothy Wondolowski states people have no valid information, and she is in favor of the article. Gloria Aspinall asks who does the study? Is the expert an outside engineer and will be working with DES? Jay Buckley states after the August Public Hearing the Board of Commissioners drafted the new DAM Ordinance with the level of water to four inches above the top of the concrete for the dry hydrants

Moderator Bob Ingram Re-reads Article 21.

Vote: Moderator declares Article 21 Passed.

Mike Smith makes a motion to restrict reconsideration of Article 21. Ralph Lutjen seconded.

Motion Passed.

Article 22     Petitioned Warrant Article: Health Care Account

Petitioned Warrant Article: To see if the Village District will raise and appropriate funds to create a health care fund account in the amount of $9,000 (Nine thousand) that would be applied to the employees’ deductible amount. Funds are to be raised from taxation.

Not recommended by Board of Commissioners (1-2).

(Majority vote required)

Article read by Moderator Bob Ingram. Mike Smith moved the Article to the floor. Jay Buckley seconded.

Ralph Lutjen explains the article with a slide show. He explains the figures that the District pays for the employees’ vs the Town of Madison, who has a lower deductible but a higher plan cost. Greyson Merrill states that he was at a meeting and there was a figure given that was the most that the District could pay for an employee’s deductible. Kathy Koziell states that the District can only contribute up to 50%. Kelly Robitaille explains his situation and not being able to afford his deductible. Richard Knowlton agrees with Kelly Robitaille as to the high costs. Kathy Koziell asks Ralph Lutjen what the $9K is going to. Ralph Lutjen wants to make people aware of the current plan and the need to modify the plan for better coverage for the Districts employees.

Moderator Bob Ingram Re-reads Article 22.

Vote: Moderator declares Article 22 Failed.

Kathy Koziell makes a motion to adjourn the 2022 Annual Meeting at 10:35 pm. Ralph Lutjen Seconded.

Moderator declares meeting adjourned.

Respectfully submitted,

Donna MacKinnon

Village District of Eidelweiss Clerk

•

VILLAGE DISTRICT OF EIDELWEISS

Budget 2022 and Public Hearing Water Ordinance and Driveway

Friday January 28, 2022

The Board of Commissioners met at 7:00 pm on Friday January 28, 2022. In attendance was Commissioners Jay Buckley & Mike Smith, Kathy Koziell by phone. Also, in attendance was Highway Foreman Kelly Robitaille, Administrators Alexis Wagoner and Donna MacKinnon taking minutes. There were nine people in attendance. The meeting was filmed by Madison TV.                 

At 7:01 pm Commissioner Jay Buckley calls the meeting to order.

Jay Buckley goes over the rules for the meeting.

Jay Buckley introduces Alexis Wagoner the new Administrator to everyone.

Jay Buckley apologizes to Dorothy Wondolowski for his previous behavior at a BOC meeting.

Jay Buckley makes a motion to open the #1 Public Hearing for the Driveway Ordinance Mike Smith seconds. Motion Passed 3-0.

Jay Buckley states that the Commissioners would like to update the Driveway Ordinance. Jay Buckley reads the new changes to be made. The District would like to add to section 4 of the Driveway Ordinance to add the wording No driveway permit shall create a new access to any road or property outside of the Eidelweiss Residential District except for those District properties abutting NH State Route 113 (Conway Road) to create access to that road.

The second change would be in section under notes, #6 would be added. 6. Driveway can be designed on top of septic systems in accordance with NH DES design criteria but in no case would a septic system be allowed to be closer than 25 feet from the boundary edge of the Districts road.

Discussion of the Driveway Ordinance changes. Larry Leonard asks what the problem is with the old Ordinance. Jay Buckley explains the reason is due to the Eben Farm Road 105-acre property. Kathy Koziell states that (we should submit this to the attorney to determine if) legally the District can do that. Doug Prescott questions the wording of #6, he feels that it is not clear and after no case the wording should be a septic system included. Jay Buckley asks if there any more questions or comments, there is none.

Jay Buckley makes a motion to close #1 Public Hearing of the Driveway Ordinance. Mike Smith seconds. Motion Passed 3-0.

Jay Buckley makes a motion to open #2 Public Hearing of the Water Ordinance. Mike Smith seconds. Motion Passed 3-0.

Jay Buckley states that the Commissioners would like to update the Water Ordinance. Jay Buckley reads the new changes to be made. In section 3.1.3 to change the rate from $8,000. to $10,000. In section 3.1.3.1 the wording to be added Extension of water lines to the furthest boundary line of the subject property if other buildable lots exist beyond the subject property. In section 3.1.4.3 the addition of the last sentence, No Connection will be made to the VDOE water system to accommodate or connect to any other water system outside of the District’s boundary. In section 3.1.4.5 the month of October is changed to November and the month of August is changed to October. In section 3.3.2 the addition wording added after Commissioners and shall be no closer than 25 feet from any component of the septic system. Waiver to this requirement may be obtained if the entire service line is sleeved with a CTS 200psi pipe or equivalent. Donna MacKinnon also points out the change in section 3.2.3 the changed of cost of $50. to $65.

Discussion of the current Water Ordinance and raising the hookup fees from $8,000.00 to $10,000.00. Mike Smith states that in the past the voters voted on changes to Water hook-up fee change, and this should also be brought in front of the voters at the Annual Meeting. The fees have not been changed since 2007. Robert Navitsky asks when the changes will go into effect. BOC states if application has already been processed the old price is still in effect. Doug Prescott questions the requirements for lines being sleeved. Jay Buckley explains. Mike Smith states at some point in time the VDOE will require that all service lines will be required to be sleeved. Jay Buckley states that the minimum 25 feet is required due to not knowing where the District’s water lines are.

Jay Buckley makes a motion to close #2 Public Hearing of the Water Ordinance. Mike Smith seconds. Motion Passed 3-0.

Jay Buckley makes a motion to open the Budget Hearing. Mike Smith seconds. Motion Passed 3-0.

Jay Buckley states that they will be going thru the budgets by each section and at the end of each subtotal of the section they will take questions. Jay Buckley states there are the Operating Budget & the Water Budget and will go thru the Operating Budget first then the Water Budget.

Discussion of the Proposed Operating Budget

Discussion of Executive salaries-no change in budget.

Discussion of Administration-Proposed is higher due to the new Full Time Administrator position. Larry Leonard questions the salary items and was again told it is due to the new position. Larry Leonard also questions the jump in the proposed Audit. Donna MacKinnon explains that this is due to the DRA changing the comingling of the operating account with the water account. They are requiring the District to separate the accounts going forward. The district had to open the new Water Assessment Fund Account which has been established starting January 1, 2022.

Discussion of the Legal

Discussion of Employee Benefits- They are fixed rates.

Discussion of Gen Gov Bldgs.-was dropped a little

Discussion of Insurance- They are fixed rates.

Discussion of Bonds Principle & Interest-Kathy Koziell the Reinach Tank Loan which some of the funds $59,142.00 was encumbered from 2019 and was paid in 2021 and will be a Journal entry of the 2021 Audit as require to do so.

Discussion of Region Association, Misc./Training/Checklist-Kathy Koziell states the DAM reclassification has raised the amount.

Discussion of HWY& Streets Employee Salaries-Larry Leonard questions the raise amount of Overtime. Kathy Koziell states it is higher due to the salaries of the employees.

Discussion of Equip & Maintenance

Discussion of Roads- Dinah Reiss why the Asphalt budget was overspent by $3,000. Kelly Robitaille states that the BOC approved the $3,000 in order to paving of Geneva. Mike Smith explains the $17,000 is projected for paving of Lugano from the estimate that Kelly Robitaille got for $15,000 and the $3,000 for repair if needed throughout the District. Jay Buckley states projects are usually done in the fall and the projects can changed due to the conditions of the District’s roads.

Discussion of Street Lighting

Discussion of Parks & Recreation-was increased due to repairing of the kayak racks foot bridge, and the raft at Boulder Beach.

Discussion of the TAN Loan-The $400. Is the cost of processing the TAN Loan. Dinah Reiss states the need of the Loan due to the restricting of the new Water Assessment Fund Account.

Discussion of Assessment Management

Discussion of the Water Budget

Discussion of Executive salaries-no change in budget. Amounts are split 85% for OP Budget & 15% for Water Budget

Discussion of Administration-Proposed is higher due to the new Full Time Administrator position. Amounts are split 85% for OP Budget & 15% for Water Budget.

Discussion of the Legal

Discussion of Employee Benefits- The new difference is for new Full Time Administrator. They are fixed rates.

Discussion of Gen Gov Bldgs.- Amounts are split 85% for OP Budget & 15% for Water Budget

Discussion again takes place for the Audit by Stan Wondolowski he does not understand why it has risen so high. Again, it was explained that the DRA is requiring the District to break the Operating & Water into two separate accounts.

Discussion of Bonds

Discussion of Region Association, Misc./Training/Checklist

Discussion of HWY& Streets Employee Salaries-DPW employees doing projects with the Water Operator to save the District money.

Discussion of Equip & Maintenance- DPW employees doing projects with the Water Operator to save the District money.

Discussion of Roads- DPW employees doing projects with the Water Operator to save the District money.

Discussion of Assessment Management-Dinah Reiss asks about Grants that are available to the District. Jay Buckley states that the District has applied for a $50,000 no match but there has been no response back yet from DES and asks Doug Prescott to explain that he is looking into other grants for the District,

Discussion of Water Services-Discussion of the SCADA increase there use to be a contract with Electrical Installations Inc and will be discussing that with the Water Operator at next Thursday meeting. Discussion of the Reinach Tank Project ensues.

Warrant Articles

Article 1-Voting for Officers Commissioner Ralph Lutjen & Doug Prescott Moderator Bob Ingram

Article 2-Operating & Highway Budget $711,680 raised by taxation

Article 3-Water System Budget $188,381 raised by water fees

Article 4-Paving of Klausen Drive-$50,000 raised by taxation. Estimate came into Kelly Robitaille for $44,000 but $50,000 will go further down the road it would be for 1 ½ inch overlay which is recommended by Kelly Robitaille.

Article 5-Tank Pumping Maintenance CRF $2,500 to be raised by taxation. This article will then be fully funded so when it is time to pumped out DPW tank the money is there when it is needed.

Article 6-Replenish Equipment Repair CRF $30,000-$5,000 will be raised by taxes and $25,000 will come from the Unassigned Fund. Mike Smith explains that the Unassigned Funds does not affect the tax rate.

Article 7-Replenish Highway Equipment CRF $25,000 Funded from the Unassigned Fund

Article 8-Road Construction CRF $40,000 Funded from the Unassigned Fund

Article 9-Expansion of Resident Mailbox Facility-$15,000 Funded from the Unassigned Fund

Article 10-Sale of the Lodge Funds to be deposited into the Unassigned Fund. Mike Smith feels the District should have put money into article for the sale of the lodge for exterminating and cleaning of the Lodge for the selling. Kathy Koziell feel that they can take money out of the Building and Grounds line item. Mike Smith is in favor of the sale and to clean up the Lodge to make it presentable for the sale. Cathy Bardzilowski asked about an appraisal of the Lodge. Jay Buckley states there is no appraisal due to that there are no comparisons of a Lodge in the Valley, and it is accessed for $369,000. Mike Smith states there would have to an easement given to the new owners for parking at VDOE property.

Article 11-Improvements to Lodge $150,000 raised by taxation. Mike Smith states if the voters do not approve the sale of the Lodge the Lodge will have to be upgraded for it to be used. The roof & windows have to be replaced. The Lodge will have to be brought up to code for Handicap a bathroom upstairs and total rebuild for downstairs, with adding insulation and heating for use in the winter. Also, possible septic system. Stan Wondolowski states it could be sold by Auction.

Article 12-Office/Meeting Building CRF $1.00 to be raised by taxation. This is for the money of the sale of the Lodge could be put into next year.

Article 13-Increase the number of Commissioners- To go from 3 to 5 Commissioners Jay Buckley states that this would help getting things done. Two of the Commissioner can work together because it does not meet the quorum requirement. Mike Smith does not think this is possible talking between two Commissioners is not legal. Kathy Koziell has reached out to NHMA and has not received a response back from them. Doug Prescott’s interpretation of the RSA feels this is okay to do.

Dinah Reiss asks why the Warrants are not showing the BOC recommendations of the Articles. Kathy Koziell states she can put them on.

Article 14-Energy Agreement- To have the voters enter into a 45-month Contract with Neighborhood Energy.

Petitioned Warrant Articles

Article 15-Water Master Plan $20,000 coming from Water CRF. Mike Smith states the District has outgrown the Master Plan from 2005 and feels it needs to be updated.

Article 16-Map114 Lot 49 $5,000 to be raised by taxation. Mike Smith states this article is to protect the District for any water hook ups that can be used to supply water hookups to properties outside of the Eidelweiss District referencing Eben Farm Road properties.

Article 17-Water Hook-up Fee- To see if the voters will vote to raise the Water Ordinance Hook-up fee to $10,000. Mike Smith wants the voters not the BOC set the fee rate as it has always been done in the past. Rate has not been changed since 2007.

Article 18-Beaches $3,000 raised by taxation. Mike Smith wants the voters to approve that the BOC direct the DPW to clean the beaches Monday, Wednesday & Fridays. Additionally, to have monthly beach water testing done. Discussion ensues with the mention of Kevin Ackert cleaned Little Pea Beach in the past and was thanked. Dorothy Wondolowski explains the history of cleaning of the beaches. Cathy Bardzilowski states that the beaches were not cleaned, and something has to be done. Stan Wondolowski stated in the past there used to be parking passes for the beach areas.

Article 19-Separation Agreement $1,500 to come from the Unassigned Fund. Mike Smith would like the District to vote to have the Commissioners void clauses 4 & 5 from the Separation Agreement with Nancy Cole. Discussion ensued.

Article 20-Parking- Mike Smith wants the voters to vote to change the Parking Ordinance discussion ensues.

Article 21-DAM Study $5,000 to come from the Unassigned Fund-Mike Smith would like the District to create a study of the DAM for the Three ponds and develop a working level for the environment. Mike Smith mentions the NH house bill that is in process.

Article 22- Health Care Account-$9,000 raised by taxation. Ralph Lutjen would like the District to raise the amount so the employee deductible will be fully covered. Kathy Koziell states that Ralph Lutjen was not at the meeting to explain his petitioned article.

Jay Buckley makes a motion to close the Budget Hearing. Mike Smith seconds. Motion Passed 3-0.

Jay Buckley makes a motion to adjourn the meeting at 9:30 pm. Kathy Koziell seconds. Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator