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Village District of Eidelweiss
Communications Committee Meeting
June 2, 2018

The Communication Committee met on Saturday, June 2, 2018 at 10 am at the Lodge. Present are Committee members Adam Leiser, Paula Doyle, Ron Sandstrom and Nancy Cole. 17 persons were present.

At 10:02 am Chairman Adam Leiser calls the meeting to order.

Adam Leiser makes a motion to approve the agenda. Paula Doyle seconds. Motion passed 4-0.
Minutes – approve next meeting
Renters letter discussed. Information for persons who rent out their property. Discusses fireworks, noise, beaches. Discussion on distributing through EPOA. Adam Leiser makes a motion to pass the document to the EPOA for distribution. Ron Sandstrom seconds. Additional discussion on the information included. Jay Buckley outlines including physical street address. Need for burn permits for an open fire will also be added. Dinah Reiss discusses adding information regarding the Madison Transfer Station. Jay Buckley recommends if distributed to the EPOA, please also distribute to Info Board, Face Book and Next-Door sites. Will be sent to the Commissioners for review next week. Adam Leiser revises motion to send the document to the Board of Commissioners for determination of posting with recommendation to send to EPOA, Next Door and Info Board. Paula Doyle seconds. Motion passed 4-0.
Letter from Mark Graffam discussed. Making recommendations to address information outlined. Mark Graffam asked to highlight information. Mark Graffam outlines that the 2017 budgets were over-expended. Questions why not included in Annual Report to Town of Madison and why not discussed at Annual Meeting. Mark Graffam states committee is being asked to support recommendation to have additional financial information available. Ron Sandstrom outlines Commissioners have posted a statement in response to the document. Ron Sandstrom outlines personal response being put together by himself that will be sent to the Board of Commissioners for consideration for release. Ron Sandstrom may also choose to release the document directly. Some process improvements are included within the document which will be recommended to the Commissioners. Discussion continues on document and 2017 overages. Paula motion recommend to Board for formal response by the Commissioners in writing and by holding a public meeting. Ron Sandstrom seconds. Keeping response simple and easy to understand is recommended by Diana Doyle. Lack of statement by the Commissioners that the audit was over-expended at the Annual Meeting is highlighted. Ron Sandstrom highlights that the audit had not yet been received. Jay Buckley adds official statement falls short; detail responses should be included for each question. Paula Doyle amends motion to ask Commissioners to respond in writing in detail. Adam Leiser seconds. Discussion continues on response from Commissioners. Better communication from the Board of Commissioners is needed. Motion passed 4-0. Paula Doyle motion Board of Commissioners hold a public meeting this summer to discuss VDOE information including written financial information response. Ron Sandstrom seconds. Discussion ensues. Paula Doyle amends motion to include holding of public meeting after written response to financial document. Adam Leiser seconds. Motion passed 4-0. Adam motion request written response by July 10. Ron Sandstrom seconds. Discussion ensues. Discussion on openness of meetings without attacks is held. Motion passed 4-0. Adam motion if commissioners respond in writing that initial communication document be released. Paula seconds. Discussion on including the initial communication. Motion passed 4-0.
Discussion on neighborhood watch signs and request for information. Timeliness of communications is discussed. Discussion continues on increasing ways to communicate with residents. General discussion on work flow, benefit of having minutes typed during meeting is highlighted – recommendation of this communication committee.
Adam Leiser makes a motion to request Ralph Lutjen or Mike Smith submit a bio for this month’s newsletter; if not Paula Doyle will volunteer. Ron Sandstrom seconds. Motion passed 4-0.
Adam Leiser highlights SWOT analysis completion and requests additional input into completing this document.
Next meeting will be June 11 at 10 am followed by June 30 at 9am.

Adam Leiser motion request Board schedule public meeting on a Saturday with 2 weeks posting notice. Paula Doyle seconds. Discussion on requesting two weeks’ notice for posting. Motion passed 4-0.

Treasurer Dinah Reiss outlines that even with processes in place, 2017 was difficult. Improvements are recommended.

At 11:15 am Adam Leiser makes a motion to adjourn. Paula Doyle seconds. Motion passed 4-0.

Respectfully submitted,

Nancy Cole
Committee member

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Village District of Eidelweiss
Communications Committee
May 21, 2018

The Communications Committee met in the District Office at 9:00 am on Monday, May 21st, 2018. Present were committee members Ron Sandstrom, Adam Leiser, Andrew Harteveldt (remote), Paula Doyle and Nancy Cole.
9:00 am: Adam Leiser makes a motion to allow remote participation in the meeting. Ron seconds and the motion is approved by roll call vote 4-0. Andrew joins the meeting remotely.
9:02 am: Adam Leiser makes a motion to approve the minutes of the May 14th Communications Committee meeting. The motion was passed by roll call vote 5-0.
9:03 am: Adam makes a motion to approve the newsletter, Paula seconds it. The newsletter is then discussed. Paula suggests that the tank lining should be addressed in the newsletter.
9:05 am: Ron makes a motion to add wording regarding the tank lining to the newsletter based on what we know to date. Paula seconds the motion and it is passed by roll call vote 5-0.
9:09 am: Adam makes a motion to approve the newsletter and send it to the Commissioners for approval tomorrow so that it can be send out by the end of the week. Nancy seconds and the motion and passed by roll call vote 5-0.
9:10 am: Adam makes motion to adjourn the meeting, Paula seconds. Motion passes by roll call vote 5-0
Respectfully submitted,
Andrew Harteveldt
Committee member

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/ComCom-Minutesw-May-14-2018.pdf"]

Village District of Eidelweiss
Communications Committee
May 14, 2018

The Communications Committee met in the District Office at 10:00 am on Monday, May 14th, 2018. Present were committee members Ron Sandstrom, Adam Leiser, Andrew Harteveldt (remote), Paula Doyle and Nancy Cole. The meeting was filmed for Madison TV by Tim Hughes.
10:00 am: Adam Leiser makes a motion to allow remote participation in the meeting. Ron seconds and the motion is approved by roll call vote 4-0. Andrew joins the meeting remotely.
10:08 am: Adam Leiser makes a motion to approve the minutes with the two changes suggested by Adam Leiser, including two typos. The motion was passed by roll call vote 5-0.
10:10 am: Meeting proceeds to next agenda item to discuss Intern job description. The discussion includes what the expected responsibilities would be. Ron suggests that it should include “exposure to municipal process”. A discussion continues to see if it would be feasible to offer some level of compensation to an intern, it was understood and agreed that the Commissioners would have to approve this and for now we would continue with the current plan. Adam makes a motion to approve job description as provided this morning, with the amendment suggested by Ron (see above). Ron seconds approved by roll call vote 5-0. Ron makes a motion to submit to board of commissioners, Adam seconds, approved by roll call vote 5-0
10:20 am: Meeting moves to discuss agenda item of Newsletter. Adam asks if any commissioners offered to write a bio, Ron indicates non-supported. Nancy agrees to write a bio. Andrew suggests adding to this month’s newsletter an article about how and why the pond levels change as this usually creates lots of questions this time of year.
10:29 am: Move to discuss the newsletter items including kayak racks. Nancy indicates the following racks are still available:
• 5 Porridge Shore
• 5 Thusis
• 6 Eidelweiss
• 10 Boulder
• 13 Geneva
Nancy asks that Andrew adds to the kayak tracking list, the ability to request position on racks of top, middle and bottom.
10:31 am: Adam moves to discuss events, including Loon event and EPOA event. Andrew agrees to provide info on the EPOA annual meeting.
10:33 am: Adam suggests adding the water bill late fee to the events item of the Newsletter. A discussion commences around water bill due dates, and late fee due dates.
10:35 am: Discussion occurs regarding an article / story regarding Muddy Beach well work. Ron suggests that Paula works on this article to provide by the end of the week. Andrew suggests we address the tank inspections that is going on now. Paula and Ron agree this should be added to this newsletter article.
10:42 am: Paula suggests next months newsletter include information on the Asset Management committee.
10:43 am: Adam suggests including a map of VDOE in the newsletter. Paula suggests maybe also including a map that shows where the beaches are.
10:45 am: Adam suggests that the June newsletter include a whole section towards those that rent out their properties, in terms of ensuring they educate their tenants on avoiding Loons, reasons for not having fireworks and camp fire safety. Adam rounds out discussion by asking everyone to email Nancy any suggestions for June newsletter.
10:48 am: Meeting proceeds to discuss the additional information around 3rd party sites such as NextDoor and “The Patch” that could be included in the newsletter.
10:52 am: Meeting proceeds to discuss the transparency and request from previous meetings regarding the publishing of draft minutes.
10:54 am: Ron makes a motion to discuss pushing off the request to the commissioners regarding publishing of draft minutes, Paula seconds it. A discussion then continues around the subject. Motion to bring up the posting of draft minutes in 2 to 3 months to the commissioners. Adam states that he is opposed to the motion as he believes we are not acting upon the wish of those that attended the May 5th Communications Committee meeting. Approved by roll call vote 4-1 (Ron, Andrew, Paula, Nancy, vote in favor).
11:04 am: Discussion starts on agenda item, Emergency Reporting. Ron asks that we look at the process around water emergency notifications as it is currently taking too long (in 1 case 2 days).
11:10 am: Discussion around next meeting. Motion to hold the next meeting will be 5/21/2018 at 9:00 am. The only two items will be the approval of todays minutes and approval of the newsletter, Ron seconded. Approved by roll call vote 5-0
11:12 am: Discussion starts around the process to publish minutes on the website. Ron suggests it takes uninterrupted around 6 minutes. Andrew proposed a motion for Andrew and Ron to investigate the feasibility for minutes to be published by the minute taker to the website, Adam seconds it. Approved by roll call vote 5-0.
11:24 am: Meeting moves to discuss an issue that occurred today with an unanticipated water outage. The discussion focusses on ways in which we can prevent such issues in the future. Ron suggests that a Root Cause Analysis would be performed to learn from the error. Paula asks the question about RSA-91-A and non-public meetings. Further discussion nonpublic session as outlined in 91-A http://www.gencourt.state.nh.us/rsa/html/VI/91-A/91-A-3.htm. Nancy’s readers digest version is Employment, Legal, Property ownership/transfer and Reputation.
11:40 am: Discussion occurs to review the Water summary XLS v3 that the Communications Committee has put together. The commissioners have approved V2 of the Water Summary XLS. V3 was issued by Andrew last week which extends to include the electricity usage and cost. The feedback from Nancy as well as the commissioners has been very positive.
11:51 am: Adam makes motion to adjourn the meeting, Andrew seconds. Motion passes by roll call vote 5-0
Respectfully submitted,
Andrew Harteveldt
Committee member

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/ComCom-Minutes-May-5-2018.pdf"]
Village District of Eidelweiss
Communications Committee
May 5, 2018

The Communications Committee met in the District Lodge at 8:45 am on Saturday, May 5th, 2018. Present were committee members Ron Sandstrom, Adam Leiser, Andrew Harteveldt, Paula Doyle and Nancy Cole. The meeting was filmed for Madison TV by Tim Hughes. Additionally, 26 other VDOE property owners were in attendance.
8:54 am meeting called to order
8:55 Meeting minutes from previous April 16th meeting were reviewed. Adam Leiser proposes a motion to approve the April 16th minutes, approved 5/0
8:56 Adam Leiser presents Communication Committee mission statement.
8:57 Andrew Harteveldt makes a motion to introduce ourselves as a number of the property owners in attendance were not familiar with everyone, Ron seconds and the motion passes by roll call vote 5-0. Introduction of each of the 5 members is done.
8:58 Meeting moves to discuss agenda item discussing communications between Communication Committee and Board of Commissioners. Discussion starts around mechanisms to communicate outwards and what type of information would need to flow.
9:06 Question asked by property owner regarding the goals of the Communication Committee. Conversation continues around the kind of information that maybe communicated. A reminder of what the Communication Committee had discussed in previous meetings regarding office and unofficial channels.
9:09 Mary-Alice Lapointe raises the point and makes suggestion about how to send out information and allow people to select what they view.
9:12 Discussion of agenda item regarding successes to date commences, with Andrew Harteveldt discussing the kayak rack process, how the Communication Committee has played a major role to make the process and launch successful. Nancy Cole outlined the remaining spaces available at each of the beaches, which were Porridge Shore – 5, Thusis – 5, Eidelweiss – 6, Boulder – 10, Geneva – 14.
9:17 Adam Leiser discusses the item of posting agendas prior to meetings. Ron discusses the challenges in the Commissioners being able to publish agendas prior to the meetings, being that if the agenda is published it prevents the ability to change the agenda at the meeting. It is suggested that as such making the agenda public before the meeting would be unmanageable. Jay Buckley raises the point that agendas can be approved at the start of meetings and therefore the agendas could be discussed if necessary.
9:21 Andrew Harteveldt discusses the approval by the Commissioners to purchase a laptop and explains that the Communication Committee thought this would free up some of Nancy Cole’s time to help facilitate in better communications. Adam Leiser continues by explaining that we discovered the current QuickBooks version is 2008 and that this has lead to major inefficiencies for Nancy Cole, furthermore the Commissioners approved the purchase and upgrade of the current version. Kathy suggests using a 3rd party that provide QuickBooks and laptop for non-profits, Nancy Cole points out that the VDOE is not a nonprofit.
9:27 Adam Leiser moves to discuss the Newsletter. It was explained that this was the first newsletter sent out and that over time we would be covering more information. Adam mentioned that it was the intent for the Communication Committee to attach links to the minutes of these meetings but that they had been overlooked. In the future minutes would be included in the newsletter.
9:28 Adam Leiser makes a motion to ask a commissioner to provide a bio for the next Newsletter. Andrew seconds, discussion on this commences. Ron explains the other two commissioners are not willing to provide a Bio. Andrew suggests that other VDOE employees maybe provide a Bio. Nancy says she would be willing to and Communication Committee members would be willing to as well. Michael Dolan raises question about political nature etc. and asks about other things that could be included in the newsletter about the community. Motion passes by roll call vote, 5-0
9:37 Scott talks about Nextdoor community and explains to everyone how useful it would be. Andrew Harteveldt reminds the Communication Committee and property owners regarding official and unofficial communications channels for the VDOE.
9:39 Adam makes a motion to “evaluate the adding of unofficial / other communications channels to the newsletter”. Ron seconds, motion passes by roll call vote, 5-0. The community was asked if they believe there is benefit or interest in seeing draft minutes. Positive feedback was received.
9:41 Mike asks that Biographies be sent out before the election.
9:46 Bill asks a question how often and when the Communication Committee meets.
9:47 Adam moves forward to discussing the suggestion of publishing draft minutes. Larry Leonard raises a question about 91A.
9:50 Motion is to “request that the commissioners reconsider the publishing of draft minutes”. Motion passes by roll call vote, 3-2 (Andrew / Ron vote No). Ron and Andrew explain that they would rather approach the commissioners to ask them to explore ways in which this could be accomplished.
10:03 Larry raises his concern that going back to the commissioners will not be positive.
10:06 Ron moves to discuss the subjects for future monthly newsletters, the suggested subjects receive positive feedback from property owners.
10:10 The Communication Committee discusses the date for the next meeting which was agreed to be 10 am on Monday 14th May at the VDOE office.
10:12 Ron presents his overview / analysis about why Eidelweiss is a great place. He presented his learnings from information on the Yahoo forums and that the key points regarding concerns over a decade do not change even though the commissioners have changed or varied over the years. As the handout was not available prior to the meeting, a copy is attached to the minutes.
10:17 A point is raised by a property owner (name not available) that there is distrust in the commissioners as they appear guarded rather than willing to be transparent.
10:18 Adam makes the motion to adjourn the meeting. Andrew seconds, motion passes by roll call vote 5-0.
Respectfully submitted,

Andrew Harteveldt
Committee member

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/Communication040918.pdf"]
Communications Committee
April 9, 2018

The Communications Committee met in the District office at 9:00 am on Monday, April 09, 2018. Present were committee members Ron Sandstrom, Adam Leiser and Nancy Cole. Committee member Andrew Harteveldt joined the meeting telephonically. Also present were residents Jay Buckley and Paula Doyle. The meeting was filmed for Madison TV by Tim Hughes.

At 9:00 am Ron Sandstrom calls the meeting to order.
Adam Leiser makes a motion to call Andrew Harteveldt for inclusion in the meeting. Nancy Cole seconds. Motion passed by roll call vote 3-0.
Andrew Harteveldt joins the meeting by phone.

Adam Leiser makes a motion to approve the agenda. Nancy Cole seconds. Motion passed by roll call vote 4-0.

Adam Leiser highlights the meeting of March 30. Development of a strengths, weaknesses, opportunities and threats analysis (SWOT) is intended for discussion with residents at a resident meeting planned May 5 at the lodge. Volunteers to assist in developing this document will be requested.
The NH Loon Preservation Society will be giving a presentation at the lodge on Saturday, May 26, 2018 at 6 pm. An ice cream social is being planned.

Adam Leiser makes a motion to recommend Paula Doyle as the fifth member of the Communication Committee. Ron Sandstrom seconds. Motion passed by roll call vote 4-0.

The VDOE website has been updated with the watercraft registration form. Ron Sandstrom has updated the front page link to include the form. Nancy Cole states that one registration form has been received from a person in Conway. Discussion ensues on handling these requests. Updates to the entire process that will be needed will unfold as the process continues. Andrew Harteveldt discusses tracking recommended updates to the process for discussion next fall – September or October is target. Tracking of items for review is discussed. Ron Sandstrom makes a motion to have Andrew Harteveldt develop a tracking list for updates to the registration process. Adam Leiser seconds. Motion passed by roll call vote 4-0.
Discussion ensues on using other sites to get information out to property owners. Next Door Eidelweiss owner has stated he can limit viewing of certain posts to Eidelweiss residents only. A statement of information available with a link to the VDOE site is preferable. Leveraging of official and unofficial options for delivering information is discussed.
Andrew Harteveldt makes a motion to review the feasibility of creating multiple sign ups within the VDOE site where persons could choose what information to receive; emergency notices only or emergency notices plus other information – such as minutes of meetings. Adam Leiser seconds. Motion passed by roll call vote 4-0. Ron Sandstrom and Paula Doyle will review this option.
Discussion on creating a unique VDOE logo that could be trademarked is held. A sample option is reviewed and discussed.
Adam Leiser discusses the possibility of allowing non-Eidelweiss property owners to register a canoe rack space for a higher fee than residents - $100 is recommended. This will be discussed when the registration process is reviewed next fall.
Adam Leiser makes a motion to approve the minutes of March 26 as presented. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0-1 with Ron Sandstrom abstaining as he was not present.
Ron Sandstrom makes a motion to nominate Adam Leiser Chair this Committee. Nancy Cole seconds. Motion passed by roll call 3-0-1 with Adam Leiser abstaining as he is the nominee.
Discussion ensues on posting of draft minutes. The Commissioners have stated they do not want draft minutes from Board of Commissioners meeting posted; only approved minutes are posted. The motion made March 30 to post draft minutes within 2 business days of a meeting is discussed. Work load and other regulatory requirements that the office must handle in addition to producing minutes are discussed. Adam Leiser makes a motion to change the timeline from 2 business days to 3 business day for posting of draft minutes. Andrew Harteveldt seconds. Discussion ensues. Motion passed by roll call vote 4-0.
The damage to the Ford 550 during a plowing incident is discussed. Adam Leiser views this category as information that should be delivered to residents as soon as possible following any incident. The information regarding the incident was reported at the first Commissioners meeting following the incident; the filing of the insurance claim was discussed the following week; the review by the insurance company was discussed at the Commissioners meeting following completion of the appraisal. Nancy Cole adds that the insurance checks were received last week and will be outlined at tomorrow’s Commissioners meeting. Adam Leiser highlights the process; information is discussed by the Board; minutes are reviewed at the next meeting and then placed on the website. The delay of a week, sometimes two weeks, from when the Board discusses something to the minutes or video being available is stated to be too long a delay. Jay Buckley states that publishing the agenda prior to Commissioners meetings may be helpful to allow residents to know if an issue which concerns them is being discussed. Adam Leiser adds that getting information out quicker is the goal; recognizing that production of draft information may contain errors that would be updated/amended during approval process is secondary. Discussion ensues on areas of communication that would need to be delivered prior to standing posting processes. Posing a question to residents as to what is important to them is discussed as an option. Adam Leiser makes a motion to request posing the question on the Yahoo group info board. Ron Sandstrom seconds. Motion passed by roll call vote 4-0. Jay Buckley will draft and send for review prior to posting.
Paula Doyle questions availability of a welcome packet. Developing a packet of information for new property owners could be completed and placed on the District website. Use of the EPOA as a catalyst for getting the information out to new residents is discussed.
Discussion on drafting an April newsletter and topics to be covered is held.
Ron Sandstrom will be the first Commissioner highlighted with general biographical information. Ron has a public bio available that he will send.
Random resident question and answers is discussed as a potential segment for the newsletter; what do you like best? What would you like to see improved? This could be done throughout the year with varying persons who are willing to participate.
Highlighting the VDOE website as primary means of information will be included.
The May 26th presentation to be put on by the NH Loon Society will be included.
The May 5th Valley Pride clean-up day and resident meeting information will be included.
Use of the lodge and the ability for residents to use the lodge will be highlighted.

The next meeting will be held Monday, April 16 at 9 am.
The following meeting will be held Wednesday, May 2 at 9 am.

At 11:10 am Ron Sandstrom makes a motion to adjourn the meeting. Adam Leiser seconds. Motion passed by roll call vote 4-0.
Respectfully submitted,

Nancy E. Cole
Committee member

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/Communication033018.pdf"]
Village District of Eidelweiss
Communications Committee
March 30, 2018

The Communications Committee met in the District office at 9:00 am on Friday, March 30, 2018. Present were committee members Adam Leiser and Nancy Cole. Committee member Andrew Harteveldt joined the meeting telephonically. Also present was resident Jay Buckley.

At 9:00 am Adam Leiser calls the meeting to order.
Adam Leiser makes a motion to call Andrew Harteveldt for inclusion in the meeting. Nancy Cole seconds. Motion passed by roll call vote 2-0.
Andrew Harteveldt joins the meeting by phone.

Adam Leiser makes a motion to approve the agenda. Nancy Cole seconds. Motion passed by roll call vote 3-0.

Adam Leiser makes a motion to approve the minutes of March 26 as presented. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.

The VDOE website as a primary means of communicating information is discussed. Minutes are approved by the Commissioners prior to being placed on the website. The delay in availability of the minutes on the website of one week or more is discussed. Making drafts available as an option is discussed. Adam Leiser makes a motion to post draft minutes of Communication Committee meetings two business days after the meeting. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0. Adam Leiser makes a motion to request the Commissioners authorize posting of draft minutes. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.

Placing other items on the website is discussed. Reports generated regularly will be distributed to the committee for review prior to making recommendations to place on the website. Monthly budgets, check manifests, cash flow report, monthly water usage data and monthly pump house electrical reports will be sent for review.

Jay Buckley outlines that a post was placed on the info-board stating that residents in Eidelweiss have an advantage for watercraft registration as some persons in other states have not yet received the mailing. Nancy Cole states that the registration form was placed on the website and an email blast that the form is now available was sent. Nancy Cole makes a motion to have the Committee request Jay Buckley post relevant information on the info-board. Adam Leiser seconds. Motion passed by roll call vote 3-0. Jay Buckley will post this information to the info-board.
A request to post the availability of the registration form was sent to the EPOA. Andrew Harteveldt will check on this and request the posting.

Discussion is held on assigning spaces via lottery next year. All persons requesting Boulder Beach, for example, would be assigned numbers that would be randomly drawn to assign the spaces available. This type of system would remove any concerns over someone having a form prior to someone else.

Discussion is held on addressing unofficial channels for information; requests can be sent for posting information but actual posting is out of the VDOE control. Jay Buckley outlines a Next Door site run by a resident that could also post the information; Jay will contact the site owner.

Discussion on sending of the registration stickers is held. Creating a letter to outline for each registrant the space assigned and where the sticker should be placed on the craft is discussed. Andrew Harteveldt will take lead in drafting the letter for submission to the Commissioners for approval.

The presentation by the Loon Society being established for May 26 at 6 pm at the lodge is discussed. Intent to have an ice cream social is outlined. Adam Leiser makes a motion to have pizza. Motion fails for lack of a second. Nice Try!

A job description for an intern position is discussed. Nancy Cole will take lead on this.
Nancy Cole makes a motion to recommend Jay Buckley to the Board of Commissioners as the final member of the Communication Committee if no interested persons come forth by 11 am today. Adam Leiser seconds. Discussion is held on the desire to have a part time resident as the final member. Jay Buckley states that he will not accept a position on the Committee at this time.

Adam Leiser makes a motion to email minutes through the VDOE website. Andrew Harteveldt seconds. Discussion ensues on use of the website email for emergency notifications such as water outages or road closures and to protect that system. Ability to choose what information a person receives is discussed as a means of allowing people the option of receiving emergency alerts only or emergency alerts and other information. The site may not be set up to allow this to occur. Motion failed 2-1 by roll call vote Adam Leiser yea, Nancy Cole nay and Andrew Harteveldt nay.
Adam Leiser makes a motion to ask other boards if they are interested in posting draft minutes and emailing minutes. Motion fails for lack of a second.
Andrew Harteveldt states that this issue should be discussed more; getting the information out as to how to obtain minutes can be considered.
Adam Leiser makes a motion to add draft and approved minutes list to the monthly email communication. Nancy Cole seconds. Motion passed by roll call vote 3-0.

Adam Leiser makes a motion to approve the mission statement for the Communication Committee. Nancy Cole seconds. Motion passed by roll call vote 3-0. Adam Leiser makes a motion to post the mission statement to the website. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.
Adam Leiser makes a motion to have the April communication report to the Board of Commissioners for review and approval at their April 24 meeting. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.
Ideas for the communication will be discussed at the next meeting.

Next meeting will be held Monday, April 9 at 9 am.

Discussion ensues on creating a SWOT analysis. Additional persons may be needed to create this document. This could be outlined at the May 5 info-board meeting for residents.

At 10:15 am Adam Leiser makes a motion to adjourn the meeting. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.
Respectfully submitted,

Nancy E. Cole
Committee member

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/Communication-Mission-Statement.pdf"]
COMMUNICATIONS COMMITTEE MISSION STATEMENT

The communications committee encourages and facilitates communication between and among members of the commissioner’s office and the property owners of Eidelweiss. It does this by evaluating current methods of communication while providing tools, guidance, and resources to aid all discourse and improvements for successful communication practices in a timely, informative and thoughtful manner.

Adopted March 30, 2018

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/Communication032618.pdf"]
Village District of Eidelweiss
Communications Committee
March 26, 2018

The Communications Committee met in the District office at 10:00 am on Monday, March 26, 2018. Present were committee members Ron Sandstrom, Adam Leiser and Nancy Cole. Committee member Andrew Harteveldt joined the meeting telephonically. Also present was resident Jay Buckley.

At 10:05 am Ron Sandstrom calls the meeting to order.
Ron Sandstrom makes a motion to approve the agenda. Adam Leiser seconds. Motion passed 3-0.
Ron Sandstrom makes a motion to call Andrew Harteveldt for inclusion in the meeting. Adam Leiser seconds. Motion by roll call vote Ron Sandstrom yea, Adam Leiser yea, Nancy Cole yea and the motion passed 3-0.
Andrew Harteveldt joins the meeting by phone.

Adam Leiser makes a motion to film all meetings. Ron Sandstrom seconds. Motion passed by roll call vote 4-0.
Adam Leiser makes a motion to adjourn until filmed. Ron Sandstrom seconds. Discussion ensues on acting on some business today and postponing some items until a filmed meeting. Motion failed by roll call vote 1-3; Adam Leiser yea, Ron Sandstrom nay, Andrew Harteveldt nay, Nancy Cole nay.
Andrew Harteveldt makes a motion to adjust the agenda to approval of minutes and kayak racks for today and hold a filmed meeting later this week to handle the remaining agenda items. Ron Sandstrom seconds. Motion passed by roll call vote 4-0.
Ron Sandstrom makes a motion to post the canoe rack registration form to the website upon receipt of the US Postal mailer. Adam Leiser seconds. Motion passed by roll call vote 4-0.
Ron Sandstrom makes a motion to send a request to the EPOA and info-board to post the availability of the form on the VDOE site. Adam Leiser seconds. Motion passed by roll call vote 4-0.
Nancy Cole informs the committee that she has requested a price for creation of stickers for the canoe racks. The intent to laminate the sheets and cut them will allow the paper to erode quickly. At this time will laminate and cut the sheets for no cost, sticker price will still be obtained.
Discussion on establishing a logo for the District which could be trademarked is held. A new logo would be needed and this option will be looked into. The State seal for the District would be an option. A copy will be sent for review.
Discussion is held regarding the fee for canoe rack space registration. The District may not be able to charge the feel. Registration will proceed for the spaces.
Committee size is discussed; options for members are discussed. Adam Leiser requests additional time for anyone who may be interested to respond. Andrew Harteveldt makes a motion that if no one has stated interest by 11 am Friday, the Committee will recommend Jay Buckley as the fifth member. Ron Sandstrom seconds. Motion passed by roll call vote 4-0.
Ron Sandstrom makes a motion to approve the minutes of March 7 as presented. Nancy Cole seconds. Motion passed by roll call vote 4-0.
Ron Sandstrom makes a motion to approve the minutes of March 19 as presented. Adam Leiser seconds. Motion passed by roll call vote 4-0.
Ron Sandstrom makes a motion to have Adam Leiser act as Chair next meeting. Nancy Cole seconds. Motion passed by roll call vote 4-0.

Next meeting will be Friday, March 30 at 11 am.

Including a link to minutes with the planned monthly communication is discussed and will be discussed further.
Discussion is held on the Elected Officials Compensation Policy which prohibits elected officials and their families from having paid positions within the VDOE.
Discussion is held on workflow and compliance with regulations.

At 11:10 am, Ron Sandstrom makes a motion to adjourn the meeting. Adam Leiser seconds. Motion passed by roll call vote 4-0.
Respectfully submitted,

Nancy E. Cole
Committee member

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/Communication031918.pdf"]The Communications Committee met in the District office at 10:00 am on Monday, March 19, 2018. Present were committee members Ron Sandstrom, Adam Leiser and Nancy Cole. Andrew Harteveldt joined the meeting telephonically.
At 10:00 am Ron Sandstrom calls the meeting to order.
Adam Leiser makes a motion to approve the agenda. Ron Sandstrom seconds. Motion passed 3-0.
Ron Sandstrom makes a motion to call Andrew Harteveldt for inclusion in the meeting. Adam Leiser seconds. Motion by roll call vote Ron Sandstrom yea, Adam Leiser yea, Nancy Cole yea and the motion passed 3-0.
Andrew Harteveldt joins the meeting by phone.

Ron Sandstrom outlines the roll of the committee in increasing information distribution to property owners.

Placement of a notice for the canoe racks is discussed; placing the notice on each space is outlined as goal with one larger notice at the end of each rack. Andrew Harteveldt will take the lead in drafting the notices. ID stickers to be distributed for each space registered are discussed. A letter/number combination will be used to identify the beach, rack, and space for each craft. The expectation that Gloria Aspinall will not need to spend more than a few minutes per beach checking craft for stickers is discussed. It is outlined that Gloria cleans and stocks the outhouses and will check the racks while already at each beach.

The Committee is informed that the Commissioners have set the 2018 water usage fee at $500. Discussion ensues on the question of water meters. Prior years’ discussions on this subject are outlined. Andrew Harteveldt will draft a communication for review on this subject.

Adam Leiser will follow up with Granite State College on availability of a possible intern. A request for an unpaid intern could be made using the VDOE email notice list with a request to the EPOA and info-board to also post the request.

Adam Leiser discusses an option of placing biographical information including work experience for each Commissioner in a communication and on the VDOE website.

Compliance of all committees with NH regulations, including RSA 91-A is discussed.

Next meeting will be Monday, March 26 at 10 am.

At 11:20 am, Ron Sandstrom makes a motion to adjourn the meeting. Adam Leiser seconds. Motion passed 4-0.
Respectfully submitted,
Nancy Cole, Committee member

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/Communication030718.pdf"]
The Communications Committee met in the District office at 10:00 am on Wednesday, March 7, 2018. Present were committee members Ron Sandstrom, Adam Leiser and Nancy Cole.
At 10:00 am Ron Sandstrom calls the meeting to order.
Ron Sandstrom makes a motion to approve the agenda. Adam Leiser seconds. Motion passed 3-0.
Size of new committee discussed; 5 persons is desired. Ron Sandstrom moves to recommend adding Andrew Harteveldt to the committee. Adam Leiser seconds. Motion passed 3-0.
Adam Leiser will work on a letter outlining the new registration system for use of the canoe racks. Letter will be sent with instruction sheet and registration form to all property owners. Nancy Cole will price the cost for mailing for consideration by the Board of Commissioners.
Colored stickers with a number, year, or letter combination will be priced out for issuance as ID for all registered watercraft; B 2018 could be used for Boulder Beach registrations for 2018.
Establishment of new committee will be put on the VDOE website with a notice to any resident to send an email to the office if interested in serving on the new committee.
Laminated signs will be put on the canoe racks prior to April 1 stating that registration is now required prior to placing any craft in the racks.
Adam Leiser will contact Granite State College to see if an intern may be available to assist with the website.
Next meeting will be held Monday, March 19, 2018 at 10 am.
At 11:25 am, Ron Sandstrom makes a motion to adjourn the meeting. Adam Leiser seconds. Motion passed 3-0.