VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 2, 2020

The Board of Commissioners met at 9:00 am on Thursday, April 2, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Adam Leiser (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call. We had 6 people call into the meeting                             

At 9:05 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

Jay Buckley makes a motion to approve the agenda.  Kathy Koziell seconds. Adam Leiser abstains.  Motion passed 2-0. 

2. Highway Department Report 

Kelly Robitaille had his report on the driveway permit for 51 Bern Dr. did not find any problems with the driveway to be paved.  He had the driveway plans from the contractor and as long as the contractor goes by the plans he approves.

Jay Buckley makes a motion to sign the driveway permit for 51 Bern Dr. as per the contractor’s plan.  Kathy Koziell seconds.  Motion passed 2-0.

Discussion on the Tight Tank project- Kelly Robitaille gives an update on the issues with the project.

Kelly Robitaille brings up the situation of no water in the building and is overly concerned with no way to wash hands especially with the COVID-19 pandemic going on.

Discussion on new water line to go out in front of building.  300 to 400’ shorter line fix. 1-day project Dawson will do on Monday. It will get rid of the bleeder valve at DPW building.  Kathy Koziell asks Kelly for a price; he has no idea currently.  Kelly states he can do back up work after.  Adam Leiser questions decisions on project. 

Kelly Robitaille there was no engineer plans and unknown water line.  Adam Leiser is confused wants to know whose is paying for waterline.  Kelly Robitaille takes offense and wants to defend the project and that the warrant should have been for 20K not 17K.  Also states that G.W. Brooks had no wrong doing.  Kelly Robitaille thinks that it should be his job to so that he is in the loop for all DPW projects. Adam Leiser states the project was mishandled.  Jay Buckley asks who reached out to Fluet engineering.  Kathy Koziell reached out to White Mountain.  Adam Leiser wants this figured out.  Kathy Koziell accepts some of the responsibility for the problem but states that the waterline has to be fixed.  Adam Leiser questions why the waterline has to be moved and to have the contractor accept responsibility.  Kelly Robitaille states the line has to be moved due to regulations. Kathy Koziell says she only saw a hand drawing with no measurements or boundaries.  Jay Buckley states the new water line will be around 4-5K.

Jay Buckley make a motion to appropriate up to $5,500. To install a new water service line from DWP well to the DPW Building. Paying it from CRF waterline extension and pipeline fund.  Kathy Koziell seconds. Motion Passed 3-0.

Adam Leiser wants an email to go out to Rick Skarinka to see if the waterline project would be cover for 24% reimbursement.  DES wants to see upgrades to the water system.  Adam Leiser will draft email, Jay Buckley and Kathy Koziell agree.

Kathy Koziell wants Administration to send 3/12/2020 commissioners meeting minutes

Discussion on Kayak Portal- Jay Buckley asks about the problems with the portal. Kathy Koziell states that it has been fixed. Jay Buckley asks how Andrew Harteveldt is answering resident emails regarding the portal.  Jay Buckley recommends that all the Passwords be changed in the office.

Isabelle Pais asks if the communication is still intact.  She has not been notified when the meetings are being held. Kathy Koziell says it is and no meeting in March due to her traveling.

Discussion on the 2020 Water Bills- Jay Buckley states that they have printed and ready to go out. Board makes decision to table the decision on the late fee. Also, to add Water bill ordinance for an upcoming Public Hearing.

Jay Buckley makes a motion to stuff the water bills after being approved by the Board of Commissioners.  Kathy Koziell seconds. Motion Passed 3-0.

Discussion on the filling to the DRA-Kathy Koziell and Jay Buckley thanks Donna for figuring out the MS232 form that was filed on time.  Also, the auditor Tamar Roberts has to file MS535 to the DRA. BOC will have to write the management report once the figures come in from the Audit.

Jay Buckley lets the board know that Primex contacted the office regarding accident in Jan.

A claim has been filed.

Discussion on Granite State Analytical bill it seemed higher than usual. Administration will investigate it and let the BOC know.

Discussion on memorials. Will be put on the list for a Public Hearing.

Discussion on the Loons-Mike Smith sent info to the BOC. Adam Leiser questions on the use of floating nests and lowering the boards which is limited by the State.  Jay Buckley wants to wait until next week for discussion after we hear back from Fire Chief Clark on his position.

Discussion David Maudsley email.  Kathy Koziell has not had a chance to read it and wants to table it until next week.

Kelly Robitaille brings up how to handle going forward with the pandemic COVID-19.  There is no running water even to wash hands.  Donna MacKinnon states this is unacceptable.  Discussion ensues about the COVID-19 regarding the office. Office is closed until the water is restored to the office.

Discussion on the Tight Tank project- Concrete was estimated to be 6” deep but it was actually 30” deep. There was a second pad poured over the first pad.  There will be an add on expense due to this. This will be over the warrant amount and the district will be stuck for the over expenditure.  Jay Buckley will reach out to NHMA on how to handle this.  Kathy Koziell thinks it can come out of the operating budget.  Kelly Robitaille has no idea of what the costs will be until the bill comes in.

Discussion on the Reinach pump house building- Adam Leiser sent in pictures to the office.  Ian Hayes estimates it would cost around $250.00 to change the grading around the building.  Kelly Robitaille says the pipe is not working, exit to the pipe, there is little water coming out.  Kelly wants to use the old water pipe as a temporary and he does not want to put any money into it.  Kathy Koziell defers to Kelly Robitaille for temporary fix. Board of Commissioners agree.

Jay Buckley makes a motion to spend up to $250.00 for Kelly Robitaille to work with Ian Hayes to fix grading at Reinach Tank building.  Adam Leiser seconds.

Motion Passed 3-0.

Discussion about security of the office.  Kelly Robitaille questions the security of information being secure such as personal emails.  Adam Leiser questions if Nancy changed passwords.

Kelly Robitaille is overly concerned with a computer breach.

Jay Buckley opens the meeting for public comment.  Adam Leiser interrupts with his letter to DES Rick Skarinka.

Kelly Robitaille asks if there are any other questions for him before he leaves.  Adam Leiser asks about the Little Loop project.  Kelly Robitaille is questioning the email that was sent by Adam Leiser as a commissioner.  Adam Leiser says it should have been sent as a property owner not as a commissioner.  Kelly Robitaille thinks the project should wait until the weather is better.  Jay Buckley and Kathy Koziell defers to Kelly Robitaille to the start of the project.

Dorothy Wondalowski brings up two points for the commissioners one is the late fee for the water bill.  She thinks it should be waived due to COVID-19.  Paula Doyle supports Dorothy’s position.  Dorothy also asks if there is a plan to help people out during this time?  Jay Buckley knows the Madison Church is helping people and to check with the Town of Madison.  Kathy Koziell asks Jay Buckley to get the information so that she can post it.

Discussion on the Loons.  Paula Doyle feels that an email should go out to John Cooley at the Loon preservation.  Mike Smith has been in touch with the Loon Preservation.

Dorothy Wondalowski asks about the kayak racks.  Kathy Koziell explains the procedure.  Paula Doyle feels the directions are not clear.  Adam Leiser recommends not opening the beaches and boat racks and to bring it up at the next meeting.

Jay Buckley makes a motion to approve the manifest of 6 checks for $12,489.63.

Kathy Koziell seconds. Motion Passed 3-0.

Jay Buckley makes a motion to sign the certified letter for 49 Eidelweiss Dr.  Adam Leiser seconds. Motion Passed 3-0.

Discussion on garage doors.  Kathy Koziell feels the garage doors should be repaired for health and safety reasons.  Jay Buckley wants to put them off until the fall, Jay feels the budget is tight now and for an unbudgeted item they would know better in the fall if there is money available to fix them.  Adam and Kathy want to fix them now. 

Discussion of Out Houses. Adam Leiser would like to get the out houses demolished.  Kelly Robitaille says that they would have to be shoveled out because you cannot get the trucks in close enough.  Kelly asks if the exterior should be covered, mounded, and seeded.  Adam Leiser would like to know the costs. 

11:15am Adam Leiser has to leave the meeting.

Isabel Pais attended the January communication committee not the March meeting.  Kathy Koziell takes the blame for being out of the area. Isabel asks about the website and calendar updates.  Isabel asks about mission goals being used appropriately.  She thinks only 1 commissioner and Kelly can sign off.  Legally 2 commissioners have to sign off on projects.  Kelly Robitaille states on projects in the past wording gets skewed by interpretation.

11:20am meeting is adjourned due to call being disconnected.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

                                                            Thursday March 26, 2020                                                           

Commissioners Meeting    No Audio available          

The Board of Commissioners met at 9:00 am on Thursday, March 26, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Adam Leiser (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had 4 residents call into the meeting.                            

At 9:03 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

Jay Buckley makes a motion to approve the agenda.  Kathy Koziell seconds.  Motion passed 2-0. 

Jay Buckley brings up setting of the 2020 water rate.  $170,915. was approved at annual meeting. There are 469 water customers. The flat rate comes out to $364.  Dinah Reiss does not think the rate should be raised.  Kathy Koziell stated Rick Skarinka said to keep the rate at $485. Dinah said that the Auditor approved the extra unspent water usage fees goes into the Water CRF.  Jay Buckley and Dinah Reiss thinks the water rates should be set at $400. And Kathy Koziell is comfortable with that.

Jay Buckley makes a motion to set the 2020 Water Rate at $400.  Kathy Koziell seconds.

Motion Passed 2-0.

Discussion on auto payments of the water bills from Quick Books from Rhonda Rosand.

Jay Buckley makes a motion for Rhonda Rosand to set up auto payments of the water bill through Quick Books.  Kathy Koziell seconds.  Motion Passed 2-0.

2. Highway Department Report 

Discussion on 47-49 Eidelweiss Dr.  Kelly Robitaille spoke with paving company 47 Eidelweiss hired.  Kelly is questioning who is paying and wants 49 Eidelweiss involved with the fix.  Jay Buckley wants to send certified letter to the owners of 49 Eidelweiss Dr.  Then the BOC will have a formal response for the Henderson/Horton’s.

Jay Buckley makes a motion for Administration to draft letter to 49 Eidelweiss Dr. for the Board of Commissioner to approve then send it certified.  Kathy Koziell seconds. 

Motion Passed 2-0.

Discussion for Kelly to correct the problem with 47 & 49 Eidelweiss Drive 49 Eidelweiss should replace the culvert and who is buying what?  If the homeowner buys the culvert pipe the village does the work.  49 has to sign off to buy the culvert pipe and has to fit the 15” basin.

Discussion of the placement of the tite tank at DPW garage.  Kelly spoke with G.W. Brooks it will a two-day project. Starting Monday or Tuesday.  The original placement of the tight tank will be tuck next to building.  The correct placement has to be 5’ from the building.  The water service line might be in the way.  Kelly questions the costs.  G.W. Brooks can re-route the waterline.  Kelly will check with Ian and we need to be prepared that the warrant will not cover additional funds.  Kathy Koziell wants to have Ian available for digging.

Kathy Koziell makes a motion to contact Ian Hayes for where the water service line is.

Jay Buckley seconds. Motion Passed 2-0.

Discussion by Jay Buckley that the water at the Dam is flowing good.

Discussion on the new truck. Kelly Robitaille is in contact between Dodge & Ford. Could have a price war go between two companies.  The Ford is available immediately and the Dodge is 5 months out.

Jay Buckley asks Dinah Reiss about the amortization and rates to get a better deal.

Kathy Koziell states she will be back on April 11^th.

Discussion about the damage to the mailbox building.  Mark Graffam sent in pictures of the damage.  Jay Buckley says it needs to be secured which could be a volunteer project.  Kathy Koziell agrees with Jay Buckley.

Discussion of last snowstorm.  Kelly Robitaille welded a 3” pipe to the plow and it worked great.

Jay Buckley states that the Town of Madison made Jay the liaison for Hazard Mitigation with Chief Richard Clark.  Meeting will be at the end of April.

Kathy Koziell wants to add to a Public Hearing a Snowplow Policy or Ordinance.

9:44 am. Adam Leiser joins the meeting by teleconference call.

Discussion on the Kayak Racks. Notify Norm Garside to get an estimate on the racks. Administration to reach out to Norm Garside.

Discussion that G.W. Brooks will get PBN notice on file that we have a tight tank.

Adam Leiser makes a motion to approve Kathy Koziell to create March newsletter.  Jay Buckley seconds. Motion Passed 3-0.

 Discussion on the budget.  The Reinach article money stays with the project.  New Truck $1,212. Will be first year payment.

Jay Buckley makes a motion to accept the amended budget to file to the DRA.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion on Greg Im bond legal fees.  Kathy Koziell wants to take some of the costs out of the water budget.  Jay Buckley thinks all the Reinach costs should stay with the warrant.  Dinah Reiss wants to know if the $85K advance in Dec. if we charged it to the water budget.

Kathy Koziell used the $85K to the DPW & Summit Projects.

Discussion on $7K legal fees. Adam Leiser says $7K was to get the bond and does not support keeping with the Reinach project.  Kathy Koziell recommends taking it out of the water system.

Kathy Koziell makes a motion to pay legal fees for Water Tank & Grant from the water budget.  Adam Leiser seconds.  Motion Passed 3-0.

Administration to change Greg Im fees from legal to water budget.

Adam Leiser wants to discuss the DPW garage doors.  Table to next week’s meeting.

10:17 am. Adam Leiser leaves phone in meeting.

Kathy Koziell makes a motion to approve 3/12/2020 commissioner meeting minutes.

Jay Buckley seconds.  Motion Passed 2-0.

Discussion on Kayak Portal-Kathy Koziell says that Andrew Hardtveldt has it up and running.

3.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 13 checks for a total of $45,348.33.  Kathy Koziell seconds.  Motion passed 3-0.   

Jay Buckley makes a motion to approve Payroll.  Kathy Koziell seconds. Motion Passed 2-0.

4. Commissioners Reports

Jay Buckley tells the public that Kelly Robitaille has received a raise.  His new hourly rate is $25.49.

Discussion on procedures for agenda.  Jay Buckley wants it into the office 24 hours prior to the commissioners meeting.  Kathy agrees with Jay Buckley.

Jay Buckley makes a motion to have commissioners meeting agenda 24 hours prior to meeting.  Kathy Koziell seconds.  Motion Passed 2-0.

Kathy Koziell wants Administration to send Auditor Tamar Roberts an email for 2020 payments that were for 2019 bills.

Dinah Reiss asks about management report that the commissioners must do for 2019.

Discussion on Chris Albert on answering questions at April 8^th meeting by teleconference. Clarification on specifications with contractors and pump station.

Discussion of Emily Nichols post archaeological findings.

Discussion on Mark Graffam 91A rules.

Discussion of Janet Crowder email seeing if the District wanted to buy her property. Jay Buckley wants to get Kelly Robitaille & Ian Hayes input if it is viable to the District.

Jay Buckley makes a motion to share Janet Crowder email to Kelly Robitaille and Ian Hayes and ask them for their input.  Kathy Koziell seconds. Motion Passed 2-0.

Jay Buckley makes a motion to have Adam Leiser sign out of session checks and letters.  Kathy Koziell seconds. Motion Passed 2-0.

Dinah Reiss asks if she can speak with Rhonda Rosand at QuickBooks regarding online water bills.  She wants to ask about fraud and how the village will be notified when payments are made.  Jay Buckley and Kathy Koziell agree.

Jay Buckley makes a motion to adjourn meeting at 11:00 am.  When teleconference meeting ends.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday March 24, 2020

The Board of Commissioners met at 9:00 am on Tuesday, March 24, 2020.  In attendance was Commissioners Jay Buckley.  Also, in attendance Donna Mackinnon, Clerk.

At 9:05 am Commissioner Jay Buckley calls the meeting to order.

Commissioner Kathy Koziell calls into the meeting.  

1. Agenda:  Jay Buckley makes a motion to approve the agenda.  Kathy Koziell seconds.

Motion Passed 2-0.

Discussion on the Tight Tank. Jay Buckley went over the G.W. Brooks bid in detail.

Kathy Koziell makes a motion to accept G.W. Brooks bid for $17,153.  Jay Buckley seconds.  Motion Passed 2-0.

9:08 am. Adam Leiser calls into the meeting.

Discussion on the poly cam phone system for call in purposes for future meetings for the district.  Adam Leiser suggests a call-in number for future meetings.

2. Approve Minutes of Annual Meeting 3-7-2020.  Jay Buckley makes a motion to approve the minutes of the Annual Meeting of 3-7-2020.  Kathy Koziell seconds.  Adam Leiser abstains.  Motion Passed 2-0.

Kathy Koziell makes a motion for Adam Leiser to sign out of session.  Jay Buckley seconds.  Adam Leiser abstains.  Motion Passed 2-0.

Adam Leiser makes a motion for a teleconference call between Ian Hayes and Chris Albert for Friday April 10^th at 3:00 pm for final added alternatives for Water Tank Projects.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion on the $1.25 million contract for contingency for Reinach project only.  Jay Buckley wants transparency on the project. Kathy Koziell wants it to state Reinach only.  Kathy Koziell agrees with Jay Buckley to make contract stipulates tank and other projects separate.  Adam Leiser states the $1.25 million, Jones & Beach is for Reinach and Pipelines only, not spending it on anything else.  For every $1.00 worth of work .24 cents would come from grant money. Was stated that $$125K should be saved for 2021 budget.

Kathy Koziell makes a motion to create and send out District Village Newsletter on Annual Meeting and Kayak portal.  Adam Leiser seconds.  Motion Passed 3-0.

Discussion from Kathy Koziell of the $56K from last year budget.

Adam Leiser makes a motion to pay Greg Im from DrummondWoodsum for legal fees to come out of Water System CSF.

Discussion on motion Kathy and Adam Leiser agrees with the motion. Jay Buckley disagrees on the motion.  Kathy Koziell wants to wait until Thursday on motion.

Discussion on Jay Buckley’s phone call with Michelle Clark from the DRA.  The $59,142. stays with the warrant article not the unassigned fund balance because it is multi year bond.  It can be put to the payment of the loan.  Will be raised and collected this year.  Discussion on how the budget was figured $37,500K.  Kathy Koziell wants to know how the $37,500K is allocated out of operating budget.  Adam Leiser wants to Tamar Roberts (the Auditor).  Jay Buckley says it is up to the DRA.

9:51 am. Adam Leiser leaves the meeting.

Jay Buckley tells Kathy Koziell that the DRA will comment on where the money goes.  Kathy Koziell defers to Jay Buckley of the $37,500K for the Auditor and DRA will approve.

9:56 am. Jay Buckley makes a motion to go into Nonpublic RSA 91-A:3,II(a) compensation of any public employee.  Kathy Koziell seconds.  Motion Passed 2-0.

10:18 am. Meeting resumes.

Jay Buckley makes a motion to give Kelly Robitaille a 10% hourly raise. Hourly rate will be $25.49.  It will be retroactive to his anniversary date.  Kathy Koziell seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to give Jeff DeMartino a $500. bonus.  Kathy Koziell seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to adjourn meeting at 10:35 pm.  Kathy Koziell seconds.  Motion Passed 2-0.  

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

March 4, 2020

The Board of Commissioners met at 8:00 pm on Wednesday,March 4th, 2020.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.

At 8:00 pm Commissioner Adam Leiser calls the meeting to order. 

Adam Leiser Motion to sign letter to Phase 1a Archaeological Sensitivity Assessment and allocate $1230.00, Jay Buckley seconds, passes 3-0

Al Motion to enter Non-Public per RSA 91-A:3,II (a) Employee Review

Kathy Koziell makes a motion to seal the minutes of the non-public for 1 week, Jay Buckley seconds, passes 3-0

Adam Leiser makes a motion enter non-public per RSA 91-A:3,II (c) Reputation

Adam Leiser makes a Motion to write a letter of recommendation for Jones and Beach, Jay Buckley seconds, passes 3-0

Enter Public session 9:30pm

Discussion on amendment the budget by 10K for legal

Adam Leiser motion to have Jay Buckley  amend the budget by 3K for legal. Jay Buckley seconds, passes 3-0

Kathy Koziell motion to adjourn at 11pm, Adam Leiser seconds passes 3-0

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.