Minutes

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BOARD OF COMMISSIONERS BUDGET MEETING MINUTES
Tuesday, March 23, 2021
9:00 a.m.

In attendance: Jay Buckley, Kathy Koziell, Dinah Reiss, Paula Doyle by conference
Donna MacKinnon, Jerusha Murray, Kelly Robitaille in office

Call to order by Jay Buckley at 9:01am

VDOE Annual Report
MOTION – by Jay Buckley to adopt Paula Doyle’s edited version for 2020 Annual Report to be submitted to Town of Madison. Kathy Koziell second. Approved: 3-0

Budget Review
Working from Version 5 budget provided by Kathy Koziell.
Discussion ensued on additional budget items and those deemed ‘necessary’ vs. desired.

BUDGET ITEMS FOR REVIEW/ITEMS TO BE ADDED:

$4,000 furnace at DPW Line 19/Bldgs & Ground
$15,000 forLine 19/Bldgs & Ground will be sufficient to include furnace expense as 2020 total expenditures was $9,470 (of this, $3,000 was garage doors, one-time expense). NO CHANGE

YES $15k-$18K EAP – add $10,000 to line 67 Asset Management

$2000 bathroom DPW Line 19/Bldgs & Ground
Kelly Robitaille states that the bathroom needs full renovation given current condition. Included in current Line 19/Bldgs & Ground $15,000. NO CHANGE

Paula Doyle asks if there other grounds/maintenance needed in 2021? If not will $15,000 sufficient. Kelly Robitaille - $15,000 is placeholder amount in the event of emergency/contingency, unlikely to be other large projects/repairs this year.

Sufficient funds to replace old, rusted metal culverts, Line 56/Culverts
Jay Buckley asks how many can DPW perform in a season? Due to deferred maintenance, are we budgeting enough for anticipated repairs this year?
Kelly Robitaille - $6,000 is DPW request. NO CHANGE

YES $3,000 brush cutting line 19/ Bldgs & Ground
Jay Buckley reports that two quotes were received, $1,500 - $2,000
Paula Doyle – recommends $3,500, add to line 19/ Bldgs & Ground under water budget

$4000 concrete floor at pump station, under water budget
Muddy Beach pump station, humidity problem, permeates into the building, dehumidifier required. Is there a Correlation with failed SCADA alarms from Muddy Beach building?
Paula Doyle asks if this is a warrant article? Kathy Koziell - included in line 70. NO CHANGE

YES $6,000 replacement leaf blower for backhoe– Warrant Article 8

YES $2,000 for anticipated increase in fuel costs. Add to Line 50/Fuel

NO $2,000 Line 12/Legal for additional time to handle 91-A requests
Jay Buckley recommends $2,000 be added to Line 12/Legal Expense due to inquiries and/or threats from residents; over all increase in 91-A requests
29:00/30:00 Paula Doyle – prefer not to allocate additional funds based on presumption of being sued or needing additional legal counsel.
AMMEND per request of Paula Doyle for Kathy Koziell comments
29:30 Kathy Koziell 2020 costs were related to water budget/legal for BAN
31:45 Kathy Koziell Next 9 months, unlikely to incur excessive legal expenses

YES $2,000 add to Line 2/Admin Salary
Jay Buckley o allow for 91-A requests, and possibility of raise/COLA 4%
Kathy Koziell will update Lines 13 – 16 for changes in w/h’s due to 4% Salary

Jay Buckley asks if there are other DPW needs:
Kelly Robitaille – roadside brush cutting. This was previously done more frequently
$7,000 2021 - $2,000 for future years. Article 5

Kelly Robitaille notes that it can cost $300/400 a day in fuel for equipment for grader/snow removal/winter operations, additional fuel allocation of $2000 may not be sufficient.

Discussion ensued warrant article for Contingency Fund, RSA 54:4a vs. adding miscellaneous expense line to budget.

YES Donna MacKinnon request to increase Line 4/Supplies due to toner costs. Add $300 for total of $1,500
Paula Doyle recommends use of commercial printer for printing/annual meeting warrant

YES/AMOUNT PENDING Line 5/ Kathy Koziell requests clarification on classification for Catherine Deyoe consulting; recommends we add a line for Consulting/Administration Support. Donna MacKinnon will confirm amounts billed by Catherine in Jan & Feb for estimate on annual costs. Reminder that these fees are currently included in Line 5/ Printing/Dues/Ads – deduct from Line 5 when new line item is added.

Dinah Reiss asks clarification on Bonds and total amounts 2021
Kathy Koziell explains that an additional $17,000 is needed because $59,000 was previously appropriated/raised for payments/interest, but not yet spent (Unassigned Fund Balance)

REVIEW OF WARRANT ARTICLES:
Donna MacKinnon notes that term of Clerk is 2-yr term

Article 4: Chocorua Drive paving, updated quote for Warrant Article will be provided by DPW. There will be repairs to Aspen/overcoat
Lugano is a concern and on DPW repair list but Chocorua is the priority

Article 5 - $7,000 for 2021 and $2,000 for future years

Article 6 – needed or no based on how grant will be funded. $20,000 from capital reserve fund; do we want the voters to refund the $20,000 taken from reserves.
REMOVE THIS ARTICLE

Article 7 – Little Loop Survey, estimate based on quotes received

Article 8 – Replace Leaf Blower

Article 9 – Establish CRF for Waste Tank Pumping

Article 10 – this is to replenish

Article 11 – this is to replenish

Article 12 – this is to replenish

Article 13 – Lodge Sale. Ask for ‘sentiment’ of voters regarding the sale? Commissioners decide that it does not need to be a warrant article, rather a straw poll under Other Business on Annual Meeting Agenda. REMOVE ARTICLE

Article 14 – Reinach Place Class V vs Class VI
DPW notes that Waldsbut Rd is another example of a Class VI road in good shape. Because it is Class VI and a dead end, DPW has to push snow into a ditch, no where to turnaround due to Class V to Class VI transition. DPW would prefer to maintain for ease and good condition of road. Private plow contractor, and only one resident so road in good shape.

East Bergamo – Homeowner intends to improve the road, but this will require petition warrant, will likely be a 2022 item.

SETTING OF WATER RATE:
MOTION – Jay Buckley to set 2021 Water Usage Rate at $400/annum.
Second by Kathy Koziell. Approved: 3-0

Discussion ensued on payment options and cost of payment processing.

Paula Doyle – Recommends approval of Water Emergency Plan
MOTION by Paula Doyle to approve. Discussion on emergency contact information. Motion withdrawn, table for Thursday 03/25/21 meeting.

Discussion ensued on audit and questions/concerns.

Dates for Next Board of Commissioner’s Meetings
March 25, 2021
April 1, 2021

Adjourn MOTION by Jay Buckley to adjourn at 11:00 am. Second by Paula Doyle. Approved 3-0


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BOARD OF COMMISSIONERS MEETING MINUTES
Thursday, March 18, 2021
9:00 a.m.

Call to order 9:00

  1. Approval of the agenda
    MOTION: Jay Buckley to approve agenda; Second by Kathy Koziell. Approved: 3-0
  2. Approval of Minutes
    a. 03/11/2021
    MOTION: Paula Doyle to accept as amended; Second by Jay Buckley. Approved: 3-0
  3. Committee Reports
    a. Project Report – Jay Buckley conversation with Brad Jones due to project impacted roads. Brad Jones recommends gravel test to ensure correct/proper gravel is being used
    Crushed stone, surface application. Future conversation with contractor who worked on the roads, to address repairs under retainage

Kelly Robitaille notes that it was not the material, rather the amount of material. Proper material, and too little of it. Cutting into a gravel road, 2-4’ wide trench to install pipe, working on gravel road vs properly engineer paved road, lots of collapse and material mixed when re-filled. Project was not complete, was to be completed in the Spring. Original design only called for 2-3’ section of road to be excavated. But at this point it is a complete road fix.
Dawsons was contracted to do the project, not DPW responsibility, Dawson is responsible for bringing road back up to prior condition. DPW was trying to save the District funds and help be sure it gets done correctly.

Paula Doyle notes that if DPW helps with work, contractor could find DPW at fault for any incomplete work.

Kelly Robitaille confirms that DPW will not address any of the repairs. Road is closed

ACTION: Jay Buckley will contact J&B/Dawson about restoring roads to prior condition.

Jay Buckley provided an update on culverts. He is negotiation on cost and will wrap up for next meeting

Kathy Koziell – were the repairs performed by Dawson an emergency or no? Contract allows for emergency repairs. Road was collapsed, but no homes were impacted.

b. Water Report – NONE

c. DPW Report – Kelly
DPW is watching the roads, and reports it is a typical spring
Couple roads involved in water projects do have wet spots, DPW is addressing with gravel. Upper Aspen still, posted, no homes impacted. Equipment is prepped and ready for hauling gravel.
DPW – if you see something, please inform us.

Paula Doyle is concern about Eidelweiss @ Little Loop – pot holes were filled but one is still of concern. DPW aware and addressing the issue.

  1. Administration
    a. 4 Interlaken – Pre-paid water agreement
    Agreement in the file, record of payment but no record of payment. Great Northern Land Corp, private entity entered into agreement with land-owner. VDOE has not received any payment for these agreements. No action required by office.

b. Water Usage Bill discussion
Discussion ensued on fee setting, reserve/contingency fund amounts, proposed 2021 Water O&M budget. Further discussion on fees will be taken up on the Tues March 23, 2021

Donna MacKinnon - reminder on Canoe rack sign up, discussion of dates for initial sign up and subsequent sign up. 1st date April 15th with a reminder email on May 1st for second sign up of: June 1st. Discussion ensured on Canoe Rack policy, notification to residents and permanent signs for racks.
Discussion ensue on signage – on racks or post on beach? Decision to place on racks.
Jay Buckley – estimate on # of racks/signs needed
Jerusha Murray – Office/DPW inspect racks for qty needed
ACTION: Email on April 1st with info on registration, and notices at bulletin board
Permanent signs for racks: 5-1/2” to fit on the framing (16 – 20 wracks x 2)
AMEND HERE for: Beach ordinance/rules signs also
Discussion begins at 40:00 – no discussion on signs for beach ordinance/rules

Donna MacKinnon – reminder that covid related supplies (masks, pens, sanitizer) are needed for annual meeting, requests approval for purchase.
MOTION by Jay Buckley to appropriate $200 from office supplies for meeting covid; second by Paula Doyle. Approved: 3-0
91-A Update: In excess of 5 requests received last week. Office continues to receive and respond to these requests, notes that they do impact daily operations in the office.

  1. Old Business/Tabled Items
    a. J&B Inv 37045 dtd 02/19/21 for approval
    MOTION by Jay Buckley to request that J&B waive portion of the fee; second by Paula Doyle. Kathy Koziell notes that we are paying for time not related to contract, not related to billing and payment, cost to correct disbursements is not the districts responsibility. Approved 3-0

ACTION – office contact J&B for invoice correction/to waive fees related to billing and payment

  1. Signature Items
    a. Accounts Payable Manifest for 03/17/21: 12 checks totaling $46,447.03
    MOTION by Jay Buckley to approve; Second by Paula Doyle. Discussion: Kathy Koziell requests clarification on significant payment amounts: Equipment, Equip Leases, Sand, Eversource, Primex. Approved 3-0
    b. Letter of recommendation.
    c. Liberty Mutual Bond Questionnaire – Dawson’s

Discussion ensued on completing the questionnaire. On Question #4: Answer NO, with remarks: Roads have not yet been restored to original condition, anticipate will be addressed prior to completion.

  1. Commissioner’s Concerns/Reports
    Paula Doyle – Water Emergency Plan, been circulated by Paula. Notification/communication section is final information to be updated. Will finalize for 03/25 Meeting.

Jay Buckley – boil or do not drink order, requirements to provide notice to homeowners. Placards/signs – does VDOE have materials for this, should we obtain in advance. Office should become familiar with notification process.

Paula Doyle requests home page of website be updated with annual meeting info

Paula Doyle spoke with Ian and will send Tom an email on SCADA notifications.

Paula Doyle will work on canoe rack signs/wording for new signs, obtain estimate on signs and bring back to board for approval.

Kathy Koziell – did reach out to CA again for Little Loop survey and master drainage plan. End of this week, early next week.

a. Commissioner Buckley
i. Brush Cutting Bids
Two bids now received, Ryan and Tricky

ii. Lodge CMA’s
Discussion on description of Lodge to realtors.
Jay Buckley will continue working on this

iii. Little Loop Survey

iv. Water Committee Meeting Update
Update to task worksheet, Louis Adorno
Kathy Koziell – Q on corr with LA, make sure your application is filed by:
Received/have been awarded the grant, paperwork needed to accept award

v. Asset Management – Louis Adorno correspondence.
Discussion ensued on status of award and application. Noted that we have been awarded the grant, paperwork is needed to accept award.

VDOE Annual Report needs to be received by Madison by Wed 3/24/2021.
ACTION: Commissioners to eview over weekend, approve on Tues 3/23 mtg

  1. Correspondence
    Mostly road related, pictures of various roads.
    #4 and #6 Little Loop, swale & drainage. Snow removal at #4 was blocking the flow of water into drainage easement.
    Jay Buckley – reminder that residents are not permitted to dispose of any waste: snow, grass, leaves, etc. into drainage easements. Recommends letters be sent to any/all residents RE: disposal. Requests DPW to provide a list of impacted culverts/drainage easements.
    MOTION: Jay Buckley for office to generate a generic letter to owners with drainage easements. Second by Kathy Koziell. Approved: 3-0
  2. Public Comments on Non-Agenda Items

    Dinah Reiss – If the Water Committee is taking over planning: How will they generate info, from what sources?
    Jay Buckley – Curb stop info/isolation valve info, all pretty accurate,
    Kathy Koziell – Binder has all this info. Needs to get on a map. Water Committee – will not be doing it, they will be overseeing the contractor who is doing the mapping/survey, to ensure deliverable from contractor is what we need. Discussion endued on 91-A and financial information posting publicly.
    Recommendation to ask commissioners to create an office policy on website posting, etc.
  3. Other Business
  4. Non-Public Session – RSA 91-A:3, II (l): Legal
    MOTION by Jay Buckley to enter into non-public at 10:55AM
    Second by Paula Doyle. Approved 3-0
  5. Dates for Next Board of Commissioner’s Meetings
    a. March 23, 2021 – Budget only
    b. March 25, 2021 - regular

Adjourn MOTION by Jay Buckley to adjourn at 11:53 am; Second Kathy Koziell Approved: 3-0

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Present: Jay Buckley, Kathy Koziell, Dinah Reiss, Paula Doyle by conference
Donna MacKinnon, Jerusha Murray in office

Call to order by Jay Buckley

1) Approve Agenda MOTION by Jay Buckley to approve; PD second. 3-0

2) Approval of Minutes
a. March 18, 2021
MOTION by Jay Buckley to approve with revisions; Second by Kathy Koziell second, approved: 3-0
ACTION: Commissioner’s to provide edits for revised minutes for clarity.

b. March 23, 2021
MOTION by Jay Buckley to approve as amended on legal line; Second by PD. Approved: 3-0

DM Notes the Auditor comments that were omitted from meeting tape/minutes:
1) Article 10 failed, $30,000 raised in error. Adjust for 2021 – subtract from total to be raised for 2021. 2) Water Revenue/Fees and O&M, do not comingle funds.
Auditor will provide guidance on corrective measures.

Jay Buckley – in UFB?
Kathy Koziell – never added to UFB.
DM – wait for auditor response.
Kathy Koziell – correct, auditor will instruct on corrective measures. District has no control over what happens.
Jay Buckley – at the annual meeting, Moderator needs information to explain.
ACTION – request statement from auditor for explanation at Annual Meeting.
PD – board & treasurer responsibility to explain.
Kathy Koziell – no action until Auditor and DRA instruction

3) Administration
a. Newsletter/Mail Campaign
i. “Save the Date” for Canoe Rack sign up/other spring notables
ii. Message to residents RE: no disposal of snow, leaves, clippings etc in drainage easements
MOTION: Jay Bukley motion to approve email blast as amended and separate notification/newsletter on canoe and annual;
Second ?? Approved 3-0
Paula Doyle – do we know how many residents have easements?
Jay Buckley – talked to Kelly, quite a few

DM – water usage bills, reviewed property owner lists for annual billing.
5 properties with additional research needed. No bill, but property valuation.

Website updates – contact form on website.

4) Old Business/Tabled Items:
a. Warrant Articles (language/amounts)
PD has provided to office; items in yellow are pending
b. Catherine Deyoe cost estimate / 2021 budget item
Jay Buckley – add line item and amount.
ACTION ITEM: Kathy Koziell – add expense account line item, net out from Printing line, move to new line.
Jay Buckley – approved at prior meeting. Moving forward will include these fees for greater transparency.

5) Signature Items
a. Accounts Payable Manifest: 2 checks in the amount of $24.00
MOTION by Jay Buckley to approve; second Kathy Koziell. Approve 3-0
ACTION: FLOEY lien update at future meeting
b. Payroll Manifest: 8 checks in the amount of $5,528.25
MOTION Jay Buckley, second Kathy Koziell, approve 3-0

c. Water Emergency Plan
MOTION PD to approve; Kathy Koziell second. Approve 3-0

d. Liens
i. Kevin O’Neil / 18 Oak Ridge Rd in the amount of $2,470
ii. Stephen G Stoddard Jr / 21 Appenvel Way in the amount of $1,970

Jay Buckley – liens. Currently established policy to place lien when in excess in $1000. With properties changing hands, should we lower the threshold for lien process?
DM – water shut downs, more consistent with future shut downs.
September 1st issue a list to water operator
Due May 1st late fee $50 assessed
August 1st $100 late fee; add to August billing:
Executive order for not turning off utilities has expired.
PD – turn off on August 1st. Can turn off now if due from prior years.
DM – approx. $14k owed to district

PD – notification for turn on/turn off. Usually set a day – 1st Friday in May.
Newsletter – include. 6 total in 2020. A few of these properties have changed hands.
Kathy Koziell – not necessary given so few people.
ACTION - file liens on owed; water operator to turn off.
HOTTE – cannot locate.

Kathy Koziell – property listing, New valuation: $134,228,365. Assessed values increased by $34,000 – 34% increase in Eidelweiss; 17/18% increase in Madison.

PD – When she spoke with assessor: 36% Eidelweiss; Madison 22%

Public Comments – NONE
Jay Buckley – end of next week, bid for truck, end of next week to open bids. Additional inquiries via craigslist.

Water Committee mtg – only 1 commissioner in attendance. Not a commissioners meeting.
Expected deliverables after execution of the grant. Use of volunteers vs. contracted services. Utilize all fund available.
Kathy Koziell – Important for contractor to understand deliverables and expectations.
Jay Buckley – review other towns/entities plans, contractors used by other entities, asset management

Dinah – there is a map already.
Kathy Koziell – preliminary work done by volunteers was great.
Dinah – how do we identify the water mains
Jay Buckley – there is technology that can identify underground utilities
Curbstop info great, swin (ties) improvements; pipe is biggest concern for identifying

Dates for Next Board of Commissioner’s Meetings:
April 1, 2021
April 8, 2021

Adjourn 10:12 MOTION by JB to adjourn; PD second; approved 3-0

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting Minutes

Saturday, January 9, 2021

The Board of Commissioners met at 9:00 am on Saturday, January 9, 2021.  The meeting was held by phone.  In attendance were Commissioners Jay Buckley, Kathy Koziell, and Paula Doyle.

1. Call to Order

At 9:00 am Commissioner Jay Buckley called the meeting to order.    

2. Agenda

No agenda was prepared as the primary purpose of the meeting was to enter non-public discussion for employment hiring matters.

3. Discussion

Jay asked for reminder that we had made motions to encumber funds for 2 warrant articles in 2020.  Paula Doyle confirmed that they had referring to minutes from 12/16 and 12/21.

Jay Buckley makes a motion to go into Non-Public at 9:05 am for RSA 91-A:3, ll (b). Paula Doyle seconded. Motion Passed 3-0.

Jay Buckley made a motion to come out of Non-Public meeting under RSA 91-A:3, II(b) and return to Public Meeting at 10:12 am. Paula Doyle seconded. Motion passes 3-0.

No action was taken in non-public meeting.

Jay Buckley makes a motion to Adjourn the Public Meeting at 10:13 am. Paula Doyle seconded. Motion passed 3-0.

Respectfully submitted. 

Paula Doyle, Commissioner

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BOARD OF COMMISSIONERS MEETING MINUTES

Thursday, March 11, 2021

9:00 a.m.

In attendance: Commissioners Jay Buckley, Kathy Koziell, Paula Doyle by conference call
Treasurer, Dinah Reiss by conference call
Administrators Donna MacKinnon, Jerusha Murray in office

Call to order at 9:06 am

  1. Approval of the agenda

MOTION by Jay Buckley to approve agenda; Second by Kathy Koziell. Approved: 3-0

  1. Approval of Minutes
    1. 03/04/2021

MOTION by Jay Buckley to approve minutes as amended for typo CB > CA; and to approved non-public minutes; Second by Kathy Koziell. Approved: 3-0

  1. Committee Reports

a. Project Report – Change Orders from Dawson’s Excavation RE: culvert and hydrant

Discussion ensued on timing of work, whether estimates were received and approved prior to work being performed. Board concluded that: work performed by Contractor that would have been required due to age or condition, but that could have been performed by VDOE DPW should be reviewed for cost. Any work performed due to incorrect work by contractor or damage made by contractor should be Contractor’s liability at no cost to The District.

MOTION by Paula Doyle to authorize Jay Buckley to discuss with Jones & Beach to renegotiate cost; Second by Jay Buckley. Jay will review documentation with office and address with Brad.

Approved: 3-0

b. Water Report – NONE

Water Committee Meeting – 4PM tomorrow, 3/12/2021

Paula Doyle recommends that the Water Committee should be charged with annual updating of the Emergency Water Plan. Discussion ensued on most prudent timing of annual updates.

c. DPW Report - NONE

  1. Administration

a. Request approval of Jones & Beach Inv. 37045 for period ending 01/24/2021

Discussion ensued RE: whether The District is being billed for non-management items, regular call ins/updates, or other (example: regarding bills on contract #6 to be fixed)

ACTION: Office to request additional details on billing –for update or discussion of billing discrepancy?

b. Communication RE: personal property disposal

MOTION by Paula Doyle for office to send a letter to Adam Leiser, providing 1 week to retrieve; Second by Jay Buckley. Approved: 3-0

  1. Old Business/Tabled Items

a. Primex Review of Wright-Peirce On-Call Agreement

Jay Buckley asked, should someone retire, how does that impact the indemnity? Paula Doyle recommends the contract be sent back to W&P for review and comment.

MOTION by Jay Buckley for the office to forward contract back to W&P for consideration and comments; Second by Kathy Koziell. Approved: 3-0

b. Primex request for clarification/additional info needed for Grant Commitment Bond

Kathy Koziell asked for clarification on source of info. Jay Buckley stated that there is literature from DES. ACTION: Jay will work with office to identify for sending to Primex.

  1. Signature Items

a. Payroll Manifest for 03/12/21 totaling $7,108.86

MOTION by Jay Buckley to approve payroll 03/12/21 manifest; Second by Kathy Koziell.

Approved: 3-0

b. Accounts Payable Manifest 03/03/21 – previously approved, signatures needed

Donna MacKinnon shared with the Board guidance received by Catherine regarding proper format of manifests that includes information on balance prior to manifest, # of checks in manifest, total amount of manifest, balance after manifest; and requests to implement this format for proper accounting and transparency to district.

MOTION by Jay Buckley to adopt this new transparent manifest for Payroll, Operations, and Water System accounting; Second by Kathy Koziell. Approved: 3-0

ACTION: Commissioners to sign previously approved manifests in this format from January 1st to present.

c. Driveway Approval for 8 Grandval Way James Nyman

DPW reports that this lot is flat, no culvert necessary, driveway will need to maintain negative grade to road. Class V road.

MOTION by Jay Buckley to approve the permit for 8 Grandval Way; Second by Paula Doyle. Approved: 3-0

  1. Commissioner’s Concerns/Reports

Commissioner Koziell – asked if there were additional journal entries over the last two weeks? If so, asks that office sends new copy of the of end of year P&L. Requests a meeting to review budget one more time.

MOTION by Kathy Koziell to hold a Special Commissioner’s Meeting on Tues, March 23rd at 9AM for the sole purpose of discussing budget items; Second by Jay Buckley. Approved: 3-0

Commissioner Doyle – water emergency plan update. Paula re-typed the entire document. Majority of updates were emergency contact information. Recommends we add Water EAP as an annual task.

Kathy Koziell – office procedures binder, make it an annual task in August.

ACTION: add EAP annual update to office procedures

Discussion ensued on management of the motion/action log and accountability of assigned tasks. It was decided to review the log monthly, with a bi-weekly reminder of open items.

ACTION: Small claims (Leiser) and lien (Foley) to be filed as soon as practical by the office; Commissioners recommend end of next week March 18th, follow up on additional lien in two weeks as payments are being made.

Commissioner Doyle requested clarification on water usage report, specifically zero and negative readings. Discussion ensued on reading and most efficient method to clarify.

ACTION: Paula Doyle will contact Ian & Tom for more information and to schedule on-site if needed.

Discussion ensued on upcoming audit, rescheduled for Monday, March 22, 2021.

Discussion regarding Asset Management Grant requirements and the need to amend prior motion. Original approved motion made on Feb 25, 2021 was only for appropriating matching funds; Commissioner Buckley reports Grant application requires: approval to accept the Grant; approval of appropriation of matching funds; authorization of Commissioner(s) to act.

MOTION by Jay Buckley to amend Feb 25, 2021 motion to authorize Commissioner(s) to accept the matching grant in the amount of $20,000 and for Commissioner Buckley to act on all matters regarding this project; Second by Paula Doyle. Approved: 3-0

Discussion ensued regarding Little Loop Project updates. Commissioner Koziell has been in communication with Chris Albert to walk with surveyor.

ACTION: Kathy Koziell will follow up on site with Chris Albert and surveyor.

Discussion on Emergency Action Plan for dam and associated costs due to options of Simplified Map vs. Breach Analysis and impact on rating and inspection frequency.

ACTION: Table cost analysis and discussion to 3/18/21 meeting.

Commissioner Buckley provided an update on the Lodge. Discussion on considerations for selling vs. keeping and future public input/hearing.

ACTION: Jay Buckley reach out to three realtors on opinion on market value, request info by end of March.

Commissioner Buckley asked for update on inspection of Lodge fire extinguishers.

ACTION: Office will contact again on inspection schedule.

  1. Correspondence
  1. Public Comments on Non-Agenda Items

Dinah – Comments on the Lodge. The community may want to use the proceeds of the sale for a community center/gathering place. It may have infrastructure issues that we are yet unaware of, example: septic/sewer.

  1. Other Business

a. Eversource Water Usage & Cost
Donna clarifies that the spreadsheet is just for the pumphouses.
Jay Buckley notes that cost went down.

b. Granite State – Accepted Results 03/03/2021 Test

  1. Non-Public Session – RSA 91-A:3, II (a) Employee Matters
  1. Dates for Next Board of Commissioner’s Meetings
    1. March 18, 2021
    2. March 23, 2021 – budget items only
    3. March 25, 2021

Adjourn

MOTION by Jay Buckley to adjourn 11:16AM.

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday March 4, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday March 4, 2021.

In attendance for the full meeting were Commissioners Kathy Koziell (KK) and Paula Doyle (PD), Kelly Robitaille (KR) and Administrators Donna MacKinnon (DM) and Jerusha Murray (JM). Treasurer Dinah Reiss (DR) and Commissioner Jay Buckley (JB) attended part of the meeting.  Others called in to meeting as noted in minutes.  The meeting was recorded (audio).                             

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

1. Agenda

JB made a motion to approve the agenda.  PD seconded.   Motion passed 3-0.

JB notified all that he would need to leave the meeting at 9:30.

2.  Minutes

JB made a motion to approve the meeting minutes from 2/25/21.

Discussion followed on the addition to the minutes that KK provided by email earlier this week about the poles on Reinach Place. 

JB made a motion to approve the amended minutes from 2/25/21. PD seconded.  Motion passed 3-0.

Discussion followed on power lines that run underground with JB clarifying location of 2 poles on Reinach Place.  KR inquired about documentation for location of any underground power lines with understanding that Eversource is responsible for placement of power lines and Lidar mapping should identify location of underground assets.

3.  ADMINISTRATION

KR informed board that he will be posting roads this week.  Discussion on how this information needs to be posted and provided to public.  Historically always placed ad in newspaper.  PD questioned whether this was required by law.  JM found RSA that said it should be posted using current technology and methods of notification.  PD recommended posting via email and on website.  KR stated that he gets calls and recommends newspaper. 

JB made a motion to put a notice in newspaper tomorrow and to send an email to residents.  KK seconded.  Motion passed 2-1.

Discussion started on annual meeting dates and notices – put on hold as new attendees joined meeting.

4.  WATER REPORT

At 9:30, JB left the meeting.  Brad Jones (BJ) of Jones & Beach, Ian Hayes (IH) of Simply Water and Engineer Chris Albert (CA) joined the meeting.

CA discussed the work that will be done via the Asset Management project to identify the locations for the PRV pit(s) for the Upper Lakeview alternative plan.  Wright & Pierce will be doing the asset management work on the entire district but will address this area first in order to move the work forward that includes the first PRV pit that is covered in Dawon’s original contract.  The second pit will be covered in the contingency.  

KK asked BJ about clarification on Contract #6.  He stated that he thought it had been resolved but he was asked to look at it again in particular as it pertains to the Operations Manual for the pump house. 

KR asked about underground power lines for the pump house and how he would know where these are located.  CA CB said that these are noted on the plans and also that Digsafe would be responsible for this information.

BJ, IH and CA left the meeting.

5. ADMINISTRATION CONTINUED

KK made a motion to approve the final posting for the budget hearing and annual meeting.  PD seconded.  Motion passed 2-0.

Discussion on whether KR should attend the budget hearing.  KK and PD agreed that it was not required but KR could attend if he wants to be there.

6. OLD BUSINESS

KK made a motion to run the ad for the truck in the Berlin newspaper on a Thursday instead of a Saturday.  PD seconded.  Motion passed 2-0.

PD summarized discussion with attorney Chris Boldt from last week about the legal invoice for this month with agreement reached to reduce invoice by $85 for 0.5 hours between 1/21 and 1/22.  PD to summarize this agreement in an email to office.

7.  ACCOUNTS PAYABLE

KK made a motion to approve the manifest of 15 checks totaling $15,035.51.  PD seconded.  Motion passed 2-0.

8.  COMMISSIONERS REPORTS

PD reported that she has received a draft of the Water Emergency Plan from Ian Hayes.  Will review it this week and add updated addendums.  Will send all to office for consolidation and discussion next week.

9.  CORRESPONDENCE

Discussion on email from Ted Foley about overdue water bill.  There seems to be confusion about property ownership with property records indicated that Ted Foley has been the actual owner of property for many years although he stated that the property was owned by TD Bank and has changed ownership.  PD and KK agree that the next steps should be to proceed with the prior approved property lien ASAP in the event that ownership change has not closed.

PD asked about phone call from Mark Graffam and whether this needed further discussion.  DM stated that she would be sending him an email with an answer to his question.

10.  PUBLIC COMMENT

None.

11.  NON PUBLIC MEETING.

KK makes a motion at 10:20 AM to go into Non-Public for RSA 91-A:3, II (a).  PD seconded.  Motion Passed 2-0.

KK makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to Public meeting at 10:57 AM.  PD seconded.  Motion Passed 2-0.

12. Adjournment

KK makes a motion to adjourn the Public Meeting at 10:58 AM.  PD seconded.  Motion Passed 2-0.

Respectfully submitted,

Paula Doyle

Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday February 25, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday February 25, 2021.

In attendance for the full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), and Paula Doyle (PD), and Administrators Donna MacKinnon (DM) and Jerusha Murray (JM). Treasurer Dinah Reiss (DR) and Kelly Robitaille (KR) attended part of the meeting.  The meeting was recorded (audio).                             

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

1. Agenda

JB made a motion to approve the agenda.  KK seconded.   Motion passed 3-0.

2.  DPW

KR reported on an emergency call situation that occurred this week when he overheard a request on radio from Madison FD to Madison Public Works to clear a road in Eidelweiss for an ambulance at 5:15 AM.  KR was able to contact Madison Fire and let them know he was already on site as he had already cleared the road for the ambulance.  He did not know why they had not tried to reach him directly since he had his phone with him and likewise they did not try to contact backup person.  He asked that the situation be clarified on process.

JB to reach out to agencies to reiterate emergency procedures and list of contacts.  PD suggested that public also be reminded in next newsletter.

KR asked about agenda item for driveway permit for #8 Grandval Way.  DM stated that she is reaching out to applicant about incomplete application.

KR asked about inquiry on construction on Class VI Thusis.   Discussion followed on helping provide more information on these types of inquiries with request from BOC for office to send fact sheets that have previously been approved to these property owners.

Discussion on power lines running under roads.  KR stated that he needs to know where this occurs.  JB brought up 91-A request from Mark Graffam on this issue for Reinach Place.  JB stated how process works with Eversource placing assets on boundary lines and any lines put underground to private residences do not involve the district unless they run under district property.  The pole servicing 9 Reinach is on the property owners side of the road and the conduit from the pole to the house does not cross under district road or property. 

He stated that he believes the information he previously provided to Mr. Graffam was correct and he confirmed this with Jones & Beach that the lines underground to the Reinach pump house would be complete when construction is completed in the spring.  Office to get back to Mr. Graffam on his request.

KR leaves the meeting.

3.  ADMINISTRATION

DM reported that she worked this week with Catherine Deyoe and Audit firm.  Auditors requested what written policies and procedures exist for office.   No one aware of any specified procedures except Treasurer who stated that checks over $1,000 not left in office and if cash received for a water bill, she would be informed to pick up immediately.  PD suggested we put some written policies in place.  Office to ask Catherine if she has any template or drafted policy and procedure documents that we could use as a reference point.  DR agreed to draft a document upon receipt of anything from Catherine/office.

DM reported that the Adam Leiser 91A request will be complete today.

JB made a motion to approve the meeting minutes from 2/18/21.    KK Seconded.   Motion passed 3-0.

JB reported that he has initiated process for small claims court using TurboCourt.  BOC agreed that the office should be the primary contact and initiator of this process.

JB made a motion for the office to formally start this process and pay the $90 fee.  PD seconded.  Motion passed 3-0.

Annual Meeting Dates - Reviewed dates.  Discussion on the 60-day deadline for calling a meeting as it related to a petitioned warrant article and decided not to include as it could be confusing.  All agreed that if anyone was submitting a petitioned warrant and needed assistance, we should provide information and clarification on process if requested.

PD made a motion to adopt all of the dates discussed and to publish these this week.  JB seconded.  Motion passed 3-0.

Office to post at mailboxes and office.  KK and JM to work together on posting on website and email blast.

Discussion on legal fees invoices from January that was brought up last week.  PD to make a phone call to Chris Boldt to discuss charges related to annual meeting process that were not requested by the BOC. 

4.  FUND TRANSFERS

JB asked for clarification on transfer of funds from reserve accounts and the effect on the budget reports.  KK also raised question on the posting and reporting for expenses and transfers of funds from either receivables or reserve accounts.  Lengthy discussion on this topic with resolution for DM to ask Catherine for clarification.  KK also to call DM to discuss in more detail.

JB reported that the water committee met this week.  No recommendations or decision required.   Do need approval to expend funds for the asset management project.

JB made a motion to expend $20,000 from the Water System CRF for asset management.  KK seconded.  Motion passed 3-0. 

JB explained that this motion is required in order to expend any funds and that these funds will also be insured by Primex as is required by the grant. 

** MOTION AMENDED AT 3/11 AND 3/18 MEETING AS FOLLOWS:
JB made a motion to expend $20,000 from the Water System CRF for asset management and to authorize Commissioner(s) to accept the matching grant in the amount of $20,000 and for Commissioner Buckley to act on all matters regarding this project.
KK seconded. Motion passed 3-0.
(Amended by Motion at 3/11 and 3/18 Meetings for required Grant Application language)

5.  ACCOUNTS PAYABLE

JB made a motion to approve payroll for $6,962,44.  KK seconded.  Motion passed 3-0.

6.  COMMISSIONER REPORTS

-Waiting on clarification from Brad Jones about $1,375 charge on Contract #6.  Also wants to know about the $4,000 contracted for the manual that hasn’t been done yet.  Will this take us over budget for the contract?   Brad will be at the meeting next week.

-JB spoke to one realtor who we agreed to contact after last meeting to request a CMA.  Realtor informed him that we need a Certified Appraisal as opposed to a CMA.  After discussion on the most recent Assessment and the process, BOC agreed that an appraisal would be the next step.

JB made a motion to spend up to $500 to obtain a certified appraisal on the lodge.  KK seconded.   Motion passed 3-0.

Next steps – JB to contact an appraiser to start process.

Discussion on status of on-call engineering agreement with Wright & Pierce.  PD asks about questions on agreement that were discussed on 2/4/21.  JB to review with engineering firm.

JB made a motion to have the agreement reviewed by attorney.  PD seconded.  Motion passed 3-0.

JB reports that no bids were received for the Ford 550. 

JB made a motion to lower the minimum bid from $29,500 to $24,500 and advertise in 3 local newspapers, Craigslist and Municibid.  KK seconded.  Motion passed 3-0.

Agreed that the date for bids due will be Wednesday 3/31/21.

JB reported that Stephanie at Wright & Pierce is waiting for an internal signature on their bid for the dam management plan and she will forward to district soon.

KK

Motion/Action Log has been distributed.  Agreed that all should update and send any updates to office.  Discussion on recording completed items.  Additional worksheet will be created and will move completed items to it.  JM to follow up.

Discussion on 2021 budget and where to post payments for Catherine Deyoe.  If going to leave in equipment, need to increase for 2021.  DM to ask CD next week if she has a recommendation for this question.

PD

Should have draft for water emergency plan by next week.

7.  CORRESPONDENCE

Most previously discussed.  PD asked to discuss email from David Maudsley – did not like tone.  In regard to specifics of this note and December email that he referenced, PD reported that she reviewed again in detail and felt that specific comments in regard to accounting were either addressed or did not impact budget overall.   PD reported that she did some review of NH RSAs and protocol regarding role of Treasurer in towns and village districts and could find nothing too specific and that many other towns appear to have adopted specific statements or policies regarding the role of the Treasurer.  PD suggested that other Commissioners confirm this information and consider whether VDOE should create and adopt a policy potentially with larger role for Treasurer to be more involved in oversight and accountability for accounting practices.

8.  PUBLIC COMMENT  -- None.

9. ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 12:33 PM. PD seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday February 18, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday February 18, 2021.

In attendance for the full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), and Paula Doyle (PD), Administrators Donna MacKinnon (DM) and Jerusha Murray (JM) and Treasurer Dinah Reiss (DR).  Kelly Robitaille (KR) and Bob Ingram (BI) attended part of the meeting.  The meeting was recorded (audio).                             

At 9:01 am Commissioner JB calls the meeting to order.  

1. Agenda

JB made a motion to approve the agenda.  KK seconded.   Motion passed 3-0.

2.  DPW

KR reported that International 4200 blew fuel pump. It had to be towed but has been repaired and he will get it back on road this morning. On manifest this was the invoice for $1,018.48 for Albany Service Center.  

KR leaves the meeting.

3.  Administration

Welcome to Jerusha Murray, new Administrative Assistant. 

Tomorrow we promised Adam Leiser completion of his 91A request.  DM needs to send him a note acknowledging that we’ve sent what we can but want to take next week to go back and make sure we’ve gotten everything he requested that we can provide.

JB made a motion to approve the public and sealed non-public meeting minutes from 2/11/21.    PD Seconded.   Motion passed as amended below 3-0.

JB requested that we amend minutes regarding conversation about heat in office.   PD to make change and send to office.

DM worked with Catherine on Mon and Tue and they uploaded a lot of documents for audit requested by Scott Egan at audit firm.  They have call scheduled for next Monday with him to make sure they have everything that they need.  Pointed out email from auditor that their goal is to complete audit by end of April.

JB discussed O/T for part time employees only payable after person works 40 hours within a week.

JB asked about fund transfers made in February – would these show up on audit.  KK explained that this is just a cash flow issue and would not impact actual expenditures from the operating budget.

4.  Accounts Payable

JB made a motion to approve the manifest of 7 checks totaling $4,441.25. KK seconded.  Motion passed 3-0.

Questions from JB – Paid Catherine $556.50 – is that for month or week? It was for Jan 4-Feb 15.  Amerigas bill for what locations?  It is 2 invoices for chemical room-DPW1 and DPW 2.  What was Lawyer invoice for?  $459 for annual meeting and $272 was for additional information for 91-A request.   Question about why we are being billed about annual meeting information.  DM to send invoice for review by Commissioners to be discussed next week.  Commissioners agree to ask DM to hold the lawyer’s check for release until next week.

JB wants to talk about manifests in general.  We’ve been doing one every week.  Like we do payroll every week, can we do manifests every other week on non-payroll weeks?  Would it be more efficient to do every other week?  DM says it would be much more efficient that way.  JM to check legal requirements on the retirement payments – in NH they have a date that check needs to be there.  Leave it up to office on when to run manifest.  PD asks about how we will be aware of automatic payments.  DR says you will see the debit coming out of our account.  Office to report when those are made. 

5.  Annual Meeting & Budget

Any bills in January that would impact 2020 budget, KK asks that DM send her most recent P&L for last year and KK to update the final budget for what was spent in 2020 so that we can decide if this would impact budget for 2021.  KK will also have a report for 2021 to date for next meeting.

May 22 date.  Warrant article for lodge to have that lot possibly sub-divided.  JB has found that Ron Briggs Surveyor in Conway is familiar with Eidelweiss – he believes that the lodge & cabana building already reside on individual lots and he has old map showing that with written deeds for those from Great Northern.  JB asked Linda Shackford the maps that they have from 1970 with 1 lot.  KK says that what she looked at the pool and cabana were on one lot and the lodge was on another lot.   If the lots were combined, Madison told JB they will re-divide them at no cost.  Registry of deeds has the deed - JB to pick up tomorrow.   Office to contact 3 real estate brokers to give us a CMA   (Jim Lyons @ Select, Steve Anderson @ Pickham, Marjorie MacDonald @ Remax.)  Discussion on next steps.  Agree to get feedback from agents and go from there.

BI has joined the meeting for discussion on the annual meeting.  He shares that there’s a feeling in the community that the election should move forward and not wait until May.  KK asks if office has heard from anyone about the date to move to 5/22.  Nothing has been received.   Discussion on additional costs to have 2 separate dates would include cost for school gymnasium cleaning and for voter checklist committee to be at both meetings.  Dates to register to run for office starts on 7th Wednesday before town meeting (4/7) extending til following Friday (4/16).   All agree that there’s no value in running election early. 

Public budget hearing set for Thursday 4/22 at 7 PM and continuing on Monday 4/26 at 7 PM (only if needed).  Will be done with Microsoft Teams.  Practice session for teams on 4/19 at 7:00 PM.  Notice in paper by Tuesday 3/23.   BOC agrees it makes sense to post budget and warrant by 4/15 so people have opportunity to review in advance of budget hearing. Petitioned warrant articles due by 4/20. JM to set up a practice session with Commissioners to test use of running the MS Teams software.   

10:27 AM BI leaves the meeting.  Office to draft the newspaper notice.   When that is confirmed, KK and JM to discuss doing an email and posting to website early next week.

6.  Commissioner Reports
JB

-Looking at on call engineering services.  Rcvd quote from W&P for performing the asset management project.  Will bring to water committee to review.  No date yet for water committee meeting. 

-Sent email about Ford F550.  No bids on Municibid.  We had decided to put on Craigslist and 3 local papers but the papers were not done.  Have had interest from someone who saw it on Craigslist.  Wait until 2/24 to see if any bids come in and if we need to re-run, post in papers at that time. 

-Emergency plan for dam on small pond – got message from Stephanie who is waiting for signature on quote before sending it to us. 

-References prior discussion on rooms & meals tax and whether worth it to petition at Madison town meeting that we go after it.  JB is in favor of doing this and willing to write it up and go to Madison town meeting to support it.  KK asks if can we find details on which homes it comes from so that we can justify how much of it comes from Madison so we can determine how much of it comes from Eidelweiss.  JB responds that DRA does have the detail.   You can fill out a form to get this info.  JM to research and work on this issue.

-JB has also been searching for former resident who owes back water fees and had agreed to pay in installments.  He has found several addresses but hasn’t determined current address yet. 

-DW permit for 8 Grandval – it is on a Class V road.  

-JB inquired about first payment from person who said they would pay installments.  DM reports we got first payment this week and sent new statement to her.  

-KK

-Took motion/action log and cleaned it up a bit and added new items from last 2 meetings, will add this meeting and send out again.  JM will be able to take over this project.

-PD

-Status on emergency water plan.  Waiting to hear from Ian on this project.  Hope to have by next week.

Further discussion on asset management proposal.

7.  Correspondence – Bob Ingram email.  Catherine Deyoe email.

8.  Public Comment  -- None.

9. ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 10:55 AM. KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday February 11, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday February 11, 2021.

In attendance for the full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), and Paula Doyle (PD), Administrator Donna MacKinnon (DM) and Treasurer Dinah Reiss (DR).  Bob Ingram (BI) attended part of the meeting.  The meeting was recorded (audio).                             

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

1. Agenda

JB made a motion to approve the agenda.  PD seconded.   Motion passed 3-0.

JB corrected the non-public meeting reason from employee review to employee hiring.

No DPW report today because Kelly and Jeff are attending a pavement class.

2.  Administration

-Discussion on Jones & Beach bill for $1,375 that would take us over Contract #6.  DM states that she is still waiting to hear back from J&B on this issue.  KK comments that it was likely a clerical mistake from someone not close to project and that it can be redistributed by J&B.

-No water operator report today but results from Granite State all passed.

-JB reports that he spoke to Kelly Robitaille who confirmed that the furnace estimate from Dan Whitelaw included only 1 unit as he determined that was all that was necessary.  Discussion on current heating system for the office which relies on the hot water heated via boiler in garage.  We might need to put a new electric heater in the office to replace supplement current system.

-DM reports that we received payment from builder at 8 Eidelweiss Drive for the re-paving portion of the work done to hook up the water.  KK told DM to post this to the same account that we posted the invoice for the work done by Ian Hayes.

-Driveway permit received for 8 Grandval but not certain if on Class V or Class VI section of road.  JB to assist DM in reviewing the tax map for this lot to determine where located.

-DM to work with Catherine Deyoe on communication with auditors and getting form filled out from Health Trust and Primex.

-JB has filled out Commissioners form and brought hard copy to office.  DM to send to auditors.

-Discussion on notes kept by auditors to answer questions throughout process.

-DM confirms that the Water Extension fund has been established by Madison trustees as an “Expendable Trust Fund” that can be accessed more frequently than trust funds to pay invoices.  DM will send invoices to them for payment as they are received.

JB made a motion to approve transfer of $26,256.87 from current water line extension fund to the new water line extension expendable trust fund. KK seconded.  Motion passed 3-0.

DM noted that the 2 prior check requests from the CRF’s for ledge probes and office equipment were complete and available from Madison trustees.

JB made a motion to transfer $15,000 from the operating account to the Reinach water project account. KK seconded.  Motion passed 3-0.

Discussion about transferring electronically or via paper trail and check.  Agreement that paper trail and check preferable in the interest of record keeping and transparency.

-DM reports that she contacted the district court about a court order on an outstanding invoice.  Was informed that we could fill out a non-compliance form but without a current correct address, the court will not be able to serve it.  JB stated that he will do some research to track down the current address.

3.  Accounts Payable

JB made a motion to approve the manifest of 8 checks totaling $7,257.33.  PD seconded.  Motion passed 3-0.

JB made a motion to approve the water project manifest of 1 check for $15,000.  PD seconded.  Motion passed 3-0.

4.  Annual Meeting

At 9:31 AM, Moderator Bob Ingram joined the meeting.

JB reported that he was waiting for decision from Principal at Kennett Middle School on whether or not VDOE could use the school gym on May 22 for annual meeting.  Also attended seminar this past weekend (BI also attended) on annual meetings and realized that we might possibly be able to put chairs in pairs for people attending meeting together enabling us to fit more than 46 people in the Madison Elementary gym.  Discussion on voting and masks.  BI suggested we take a break after 1 hour to let people go outside and take off mask. Next steps agreed that BI would confirm with NHMA that we could do drive up voting with traditional meeting.  DM to reach out to Madison Elementary and checklist people to check availability for 5/22.  JB to continue pursuing Kennett Middle School info if Madison not a possibility.

Discussion on possibly scheduling a special public hearing on topic of funding of $20,000 asset management warrant article. After discussion agreed this would not be necessary.

At 10:15 AM, BI left the meeting.

Discussion on dates for budget hearing and for submitting applications to run for office.  Will determine and discuss next week.  Discussion on whether to pursue portion of hospitality taxes from Madison this year – KK recommended against.  JB asked for more time to consider. 

5.  Payroll

JB made a motion to approve payroll in the amount of $6,166.97.  KK seconded.  Motion passed 3-0.

Question raised about paying overtime rate to part-time DPW employee.  JB to check on Overtime rules for part time employees.

6.  Commissioner Reports
-JB – already discussed.

-KK - nothing new.  Discussion on Motion & Action log. 

-PD – will discuss hiring of Part-Time Administrator in non-public meeting.

7.  Correspondence

-Discussion about Chris Albert response on information for Upper Lakeview proposal who stated he needs Lidar mapping.  JB states that he looked back at project invoices and district has paid Jones & Beach to complete this project but never received.   J&B hired a surveyor to complete the work.  JB to reach out to Brad Jones through the office to obtain status on this project. 

-DM reports that a new property owner inquired about installing an outhouse on property.  She checked with Bob Boyd in Madison who was not aware but JB informed all that DES does all approvals on septics and property owner would have to show us approval from DES.

8.  Public Comment

-DR inquired if the equipment for the Reinach tank project that had caused postponement had been delivered yet for installation in the spring.  JB and PD reported that this question had been asked and answered affirmatively by Ian Hayes at meeting the week before.   Agreed that this should be confirmed in next meeting with water operator.

9.  Non-Public Meeting

JB makes a motion at 10:47 AM to go into Non-Public for RSA 91-A:3, II (b).  PD seconded.  Motion Passed 3-0.


JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to Public meeting at 11:02 AM.  PD  seconded.  Motion Passed 3-0. 

During the non-public meeting, BOC passed a motion to seal the minutes.

10.  Meeting Minutes

JB made a motion to approve the public and non-public meeting minutes from 2/4/21 and 2/9/21.  KK seconded.  Motion passed. 3-0.

11. ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 11:04 AM.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday February 4, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday February 4, 2021.

In attendance for full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), Paula Doyle (PD) and Donna MacKinnon (DM) and for part of the meeting, Kelly Robitaille (KR), Dinah Reiss (DR), Bob Ingram (BI), Ian Hayes (IH) and Peter Knudson (PK).  The meeting was recorded (audio).                             

At 9:02 am Commissioner JB calls the meeting to order.  

1. Agenda

JB made a motion to approve the agenda.  KK seconded.   Motion passed 3-0. 

2.  DPW Report

-Driveway permit for 17 East Bergamo was submitted for completion.  KR reports it was completed as permitted.
JB made a motion to give final approval of completion to the driveway permit for 17 East Bergamo.  KK seconded.  Motion passed. 3-0.

-KR reported that someone is coming to look at 550 truck for sale.  Discussion on how KR should respond to questions about price.  Agreement that he should refer any questions on price to the BOC.

-Discussion on recent storm with praise to DPW for job well done. 

3.  Administration

-DM reports that $86,935.86 disbursement has been received for Reinach project. Will be placed in project account and will reimburse $15,000 to the operating account.   DR confirmed deposit and reported $88,252.90 current balance in project account.  KK reported that approximately $250K of the $295K grant has now been received.

-DM heard from Kathy Moore about Capital Reserve account – we are on agenda for 2/11 meeting.  Paperwork will be processed by then.

-DM has sent out the certified letters to overdue water bills as previously discussed.  Some have already had water shut off.  DM to work with IH on shutting off all others as notified.

-JB made a motion to approve the public and non-public meeting minutes from 1/28/21.  KK seconded.  Motion passed. 3-0.

-JB made a motion to approve the non-public meeting minutes from 1/23/21.  KK seconded.  Motion passed. 3-0.

-JB made a motion to approve the minutes from 3 non-public meetings from 1/21/21.  PD seconded.  Motion passed. 3-0.

-JB made a motion to approve the manifest of 7 checks totaling $6,450.45.  KK seconded.  Motion passed 3-0.

JB asked for clarification on the $3,320.71 payment to Bank of NH.  DR confirms that this is the final interest-only payment for the tank project approved in 2018.  Another payment will be due in August that will be the first principle plus interest payment due and will continue for 12 years.  Per email she sent to office, she wants to confirm this is being accounted for in 2021 budget.  KK confirms this will be in the budget.

-DR reports that the Bank of NH is sending paperwork to approve that 3 loans will be set up as auto payment moving forward.  DM later reports that this has arrived and will be signed today by JB and DR.

-Discussion on 2021 Audit and timing.  PD reminds JB that he needs to fill out the form that is outstanding for the BOC to provide auditors information.  DM to reach out to auditors on timing.

-PD asked KR if any further information from D. Whitelaw on his furnace estimate discussed in prior week.  KR still awaiting call back.  Also waiting for one other estimate.

-JB states he has yet to receive an estimate for brush cutting over water lines.  Asks if this should be part of operating budget or special warrant which we tabled last week.  KK points out that since it was part of a sanitation survey as work that needs to be done so it should be put in operating budget in order to ensure funding.

-JB reviews email from property owner requesting information on potential purchase or guarantee of green space for 2 lots on Dorfli Road.  After discussion, BOC agrees that district will not be selling any property at this time.  DM to communicate this to property owner.

-JB discusses seminars from All States Paving which he is planning to attend.  KR states he has gone through all this training already but will look through any additional training information from UNH.

4.  SCHEDULED APPEARANCES

-At 9:30, PK and IH join meeting.   Discussion on providing temporary water service at 9 Reinach Place to help PK finish construction on his home.  JB brings up water ordinance asking if we should even consider exceptions.  KK states that it is similar to zoning board providing ordinances and we should consider each case individually on its merits.  PD agrees but also states that property owner should work separately with water operator at their own expense to develop options and then approach board with proposal as opposed to coming to BOC and asking board to solve the problem.  IH states that he has not spent additional time/cost to consider this situation.   After discussion with PK and IH, BOC agrees that PK and IH should discuss off-line to determine if there is a solution that will not impact the district financially or put the district water system at any risk. 

At 9:49 AM, PK leaves the meeting.

-IH reports that he has gathered all of the necessary information that PD requested for the Emergency Water Plan.  He needs to input in to the file and get it in good order.  Will send over soon.

-IH reports that he is currently doing standard pump maintenance.  Will be checking bleeders.  Discussion on water and electric usage. 

-PD asks about JB’s draft on DPW involvement on water excavation projects. IH shares concern that if we give most or all of the day to day work to DPW, current contractors may be less willing to jump in when we need them for emergencies when DPW might not be available or able to do a project.   IH recommends that we give some work to DPW – smaller jobs that make sense.  BOC agrees that it makes sense to let IH decide when it makes sense to use DPW and when best to bring in outside contractor. 

At 10:07, IH and KR leave the meeting.

-At 10:08, Moderator BI joins meeting.   Discussion on rescheduling of annual meeting and location.    PD states she would not be comfortable attending any meeting until vaccinated.  KK states she would be comfortable attending a meeting at an appropriate location.  Additional discussion on the warrant article drafted to obtain $20K funding for asset management to match the grant already awarded.  Approval on these funds needs to be made in April.  Confirmed that the funding can be done from the Water System Capital Reserve through BOC approval.  BOC agrees to do this and will also revise the drafted warrant article to replace the $20K taken from the reserve account from the Unassigned Fund Balance.   After much discussion, agreement that ideal meeting date will be May 22 at the Kennett Middle School gymnasium pending information on cost and info on how many people could attend at this location.  JB to contact Kennett School on availability, cost and capacity.  JB awaiting confirmation that public hearing can be held virtually if traditional in person meeting being planned.   Final dates for public hearing dates to be discussed at meeting next week.

At 10:34 AM, BI leaves the meeting.

5.  COMMISSIONER REPORTS

JB-All previously discussed.

PD-Shared topline on results of job placement ad on indeed, details to be shared and discussed in non-public session.   Brought up a couple concerns on the Wright-Pierce agreement – length and cost of travel to district and ownership of designs and plans.  Suggests that this agreement be reviewed by attorney.  PD makes a motion to send this agreement to Chris Boldt for review.  JB seconded motion.  After discussion that JB should first have discussion with WP on these concerns, PD withdraws motion.

-KK-New calendar widget on website stuck on January – working on it.  Received resume from Chris Albert for a surveyor he would work with on Little Loop project, awaiting his proposal.   Reminded PD and JB to review the Motions/Actions log and share any updates with office. 

6.  CORRESPONDENCE

-Ron Briggs Surveyor in North Conway will be getting back to us soon with proposal.  Water committee emails – setting up a meeting soon.

7.  PUBLIC COMMENT

None

8.  NON-PUBLIC MEETINGS

JB makes a motion at 10:51 AM to go into Non-Public for RSA 91-A:3, II (a).  PD seconded.  Motion Passed 3-0.


PD makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to Public meeting at 11:21 AM.  JB  seconded.  Motion Passed 3-0.

JB makes a motion at 11:21 AM to go into Non-Public for RSA 91-A:3, II (b).  KK seconded.  Motion Passed 3-0.


JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to Public meeting at 12:02 PM.  KK  seconded.  Motion Passed 3-0. 

During the non-public meeting, BOC passed a motion to seal the minutes.

10. ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 12:02 PM. PD seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner