VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 28, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday January 28, 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).  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.  ADMINISTRATION

-Reinach Tank Project nothing to report.

-GSA Water Tests all passed.

-KR discussed furnace estimate from Dan Whitelaw.  Much lower than anticipated.  Discussion and speculation that perhaps he only accounted for 1 unit vs. 2 needed.  KR to contact Dan to discuss and confirm.

-KR reported keeping up with roads – minor snowfall on Weds.  Trucks all running well.  Going to order more salt but trying first to get through older salt first.  Also got 4 more loads of sand.

-PD asked about O/T on last storm asking how many consecutive hours can they work.  A prior board set rule for 20 hours before 4 hour ‘nap’ to work again.

-Discussion on certified letters ready to go out this week for long overdue water bills  – will need to be signed. 

-JB inquired if Auditor questions should be typed or handwritten.  DM thought either OK.

-Discussion on Leiser 91A requests.  JB sent photos to office.  DM to send out further responses based on Jay’s input.

-Motion/Action log – KK drafted.  PD & JB to review and send information to DM.  KK  will update this week.  JB brought up ‘work orders’ used by prior boards.  After discussion all agreed that not necessary.

-Fire Extinguisher Inspection Appt – DM called again and still waiting for call back.

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

4. ACCOUNTS PAYABLE

JB made motion to approve the first manifest with 7 checks totaling $10,666.19.  KK seconded.  Motion passed 3-0.

Discussion on Simply Water invoice that included leak repair done around holidays with high excavation costs.  Anticipate that these types of costs will be lower in future if DPW does some or all of the excavation work as discussed in prior meetings.

JB made motion to approve the second manifest for tank project with 2 checks $3,777.50.  KK seconded.  Motion passed 3-0.

Discussion on second manifest to explain that this is being approved and checks signed but both checks will be held until the next reimbursement is received and deposited to project account.

Discussion on prior Jones & Beach invoices including $630 for drainage analysis for culvert work that fell outside scope of Reinach Tank project.  This should be posted to the engineering line in the Operating Budget.

JB made motion to approve payroll for $7,028.49.  PD seconded.  Motion passed 3-0.

5.  SIGNATURE ITEMS

JB made motion to sign withdrawal of $4999.50 from Water System CRF for SW Cole Ledge Probes.  KK seconded.  Motion passed 3-0.

Discussion on email response to Larry Leonard on water system questions.  Agreement that Jay’s draft should be sent. 
PD shared status of response to Adam Leiser 91A request for evidence on Little Loop project which as she noted was discussed and pre-approved in previous non-public meeting. 

6.  2021 PROPOSED BUDGET & WARRANT ARTICLES

Because of annual meeting delay, water bill amount will need to be decided prior to final water budget approval.  Discussion that it should probably be similar to 2020.  Agreement to review and discuss next week.

JB waiting on quote for brush cutting in water system areas and that this should probably be done on regular basis every 5 years and should be funded as such.  Discussion on whether this could be done from reserve funds.  Agreed to discuss again.

JB discussed likely water committee meeting soon – need to schedule.

JB discussed timing on match for asset management grant date required is 4/30/21 which is a problem with delay of annual meeting.  JB to follow up with Louis Adorno to see if more time can be given.  In the meantime, JB to fill out 6 pages of paperwork that need to be filled out and ready to go.

7.  SCHEDULED APPEARANCES

At 10:12 AM, Peter Knudson (PK) joined the meeting to discuss his request to get some temporary water access for his property under construction at 9 Reinach Place.  He proposed a 2” bypass between the existing/old and new pump houses so that he could finish construction because he needs water for tiling, heating system, toilets, etc.  JB expressed concern that even if hooked up, pressure could not meet standards.  PK stated he would not need much pressure at all.   Other options discussed.  JB to follow up and discuss with water operator Ian Hayes.   BOC to let PK know after meeting next week if there is an option approved.

PK left meeting.

8.  COMMISSIONER REPORTS

At 10:33, KK announced she needed to leave meeting for a few minutes.  Will notify upon return.

Brief discussion on A Leiser 91A request for legal bills and that many had already been sent to him from his prior 91A request.  Agreement that any new bills sent since the prior request should be sent.

JB brought up his “Guidelines for Water Excavation Process” draft that he drafted.  PD has not reviewed but will do so this week for discussion next week.

JB brought up his correspondence with Wright-Pierce concerning the Emergency Plan for Dam, Lidar Mapping and the “On Call Engineering Services” agreement.  PD questioned if an ongoing agreement was necessary.  JB reviewed why it would be helpful and necessary.

At 10:42, KK rejoined the meeting.

JB noted that he revised the Building in Madison – Zoning information sheet that he provided to office.

JB informed BOC that the Madison Town Meeting has been scheduled for 5/11/21 Voting and 5/15/21 annual meeting.

KK discussed the Warrant Article for Little Loop Survey & Engineering noting that she has reached out and had discussion with Chris Albert to provide a proposal as previously agreed by BOC.  He will be in area today and asked for any prior surveys done on Little Loop or that area of Eidelweiss Drive.  He will connect with JB in afternoon to pick up a copy of the 4 Little Loop project plan.

KK asked about the 91A request from a realtor looking for a list of people who are overdue on water bills.  JB noted that this had been provided to another citizen recently and that DM could send same information.

KK noted that she updated the calendar function on the VDOE website.

PD noted that she posted the part-time Administrative Assistant position on indeed.com over weekend and so far 4 or 5 applicants. 

JB made a motion to authorize and allow PD to contact and screen any current applicants and any future applicants who she judges to be qualified and to pre-interview them.  KK seconded.  Motion approved 3-0.

JB made a motion to sign the certified letters to water users who are long overdue with final notice of shut off.  KK seconded.  Motion approved 3-0.

Discussion that the lien process could also be initiated on these properties.

DM asked about what should be done with absentee ballot applications.  Agreement that these should be held but could notify applicants regarding postponement.  Discussion on identity proof that some sent in and need to verify process for legal voting.

DM reported that she had heard back from Rick Skarinka about reimbursement and that he communicated that it had been processed and was in progress.

9.  NON-PUBLIC

JB makes a motion at 11:13 AM to go into Non-Public for RSA 91-A:3, II (a).  PD seconded.  Motion Passed 3-0.

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

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

Discussion about Emergency Order #83 to postpone meeting, KK highlighted need to inform public ASAP about a new date.  Brief discussion on options in May and June.  Agreement reached to consider options and decide at next meeting.

10. ADJOURNMENT

KK makes a motion to adjourn the Public Meeting at 12:06 PM.  JB seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 21, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday January 21, 2021.

In attendance were Commissioners Jay Buckley (JB), Kathy Koziell (KK), Paula Doyle (PD), Treasurer Dinah Reiss and Kelly Robitaille (KR).  Donna MacKinnon (DM) was in attendance but was also attending to other business in the office.  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 2-0. 

2.  ADMINISTRATION

JB reported that Dawson letter of suspension was received.  

JB made a motion to approve the public meeting minutes from 1/14/21 and 1/19/21.  KK seconded.  Motion passed 3-0. 

No water business to discuss. 

Roads – KR reported that things were fairly quiet.  The storm earlier in week was a mess with some overtime put in.  The roads now are requiring a lot of sand because the there is melt that glazes over when temp drops so they are working to keep on top of it.

Discussion on estimate from Bryant for reclaim and paving of Chocorua Drive.  JB asked why “wear coat” was not included – would it be done following year?  KR responded that it could possibly done later in same year but not included in estimate.  He will follow up with Bryant to discuss.

KR asked about his review.  JB explained process and stated that we would probably be ready to meet with him about it next week.

Water Shut Off Notices - Discussion on letter drafted by KK. 

PD made a motion to approve the letter and for DM to send out this week.  JB seconded.  Motion passed 3-0. 

Letter to Auditors – JB reiterated that he would be filling out for initial draft as discussed in last meeting.

Motion/Action log – JB reiterated importance of this document.  KK volunteered to do a current draft given DM workload.  DM to send KK the latest draft of this document.

Fire Extinguisher Visit – DM reported that she called company but they have not returned call yet.

Selling Ford 550 – Cost reported to run ad in 3 papers will be $195.  JB identified 2 additional resources (municibid.com and “the white farm” used by State of NH which runs auctions, the next will be in May).   Could also use craigslist. 
JB made a motion to move ahead with using municibid, craigslist and the 3 papers.  PD seconded.  Motion passed 3-0. 

JB will draft the ad and use photos from the estimator.

JB makes a motion to approve the manifest with 6 checks totaling $899.09.  PD seconded.  Motion passed 3-0.

Discussion on email received from DR that the Water Line Extension Fund should be held by Madison Trustees.  KK mentioned that she took some offense to the note that she felt implied that this was done intentionally to maintain control of the funds.  KK stated this was not the case.  She pointed out that this fund had been set up wrong several years ago and that Michelle Clark with DRA was the one who pointed out the error.  She stated that there were several discussions late last year about how to transfer it and had been unable to determine next steps so leave as is for time being until it could be sort out.  DR stated that paperwork would need to be done and that she would get the paperwork and forward it to BOC to make this happen.

BOC agreed to have another meeting this week on Saturday 1/23/21 at 9:00 AM to review the final presentation, the warrant articles and budget so that it could be posted on website Saturday afternoon.

PD raised issue about salary line budget for DPW after calculating what should have been actual number for 2020.  DM reviewed in QuickBooks and noted that last 2 weeks of 2019 were actually posted in January 2020.  Same thing was not done at end of 2020 which would account for overage vs PD projections.  KK speculates that this may have been adjusted in the final audit.  DM to discuss with Consultant.

Noted that PD forgot to include the warrant article for the Leaf Blower in the latest powerpoint presentation.  Further discussion on need to buy vs rent.  KR stated that rental unit is less powerful and flexible vs the unit he is recommending.  PD to add to next version of warrant articles.

Signature Items – JB reviewed 3 transfers that need to be signed today.

3.  COMMISSIONER REPORTS

JB - Reported that he attended the Data to Dollars Webinar.

KK - Discussion on the Building Information sheet that she prepared.  Given changes in zoning that Madison would probably make in future, agreed that it is better to make this less detailed and to point people in direction of website for information.  JB to draft short paragraph for review by Bob Boyd to replace what KK wrote.

PD – nothing new to report.

4.  CORRESPONDENCE

-White Mountain CDL testing increasing from $150 to $162.

Discussion on Adam Leiser outstanding request.  JB working on with DM.   Discussion that if after looking, they think something does not exist, then a note should be sent stating this to Mr. Leiser.   

Discussion on Adam Leiser’s new request.  JB stated that he sent to attorney given language of request.  Need to discuss in Non-Public meeting which will be done following this public meeting.

--Discussion on Larry Leonard list of comments and questions about water usage report.  JB to draft response.  PD asked status of water committee.  JB said he asked LL as Chairman to convene a meeting soon.

5.  SCHEDULED APPEARANCES

Mark McConkey reviewed the revised design for the septic at the property on 39 Interlaken.  The house was downsized from 4BR to 3BR including a garage with a breezeway to house.  The septic will be a Presby Advanced Environmental which was used recently on a property on Blinden.  Mark explained again that he approached our BOC because he wanted our feedback before going to the Madison Planning Board.  A prior septic approval has expired.  He is seeking 2 variances.  The house is 23.69 ft from the wetlands (vs. 30 feet permitted).  The septic is 55.85 feet on one side and 51.31 feet on the other side – this meets NHDES rules of 50 feet but is less than Madison zoning which requires 75 feet.  Design also shows plan for well but Mark stated that has changed and new potential owners want to connect to water system.  BOC discussed and expressed appreciation that property owners and Mark sought BOC input prior to zoning meeting.  After discussion, BOC all agreed that they would not object to the request for the variances. 

6.  PUBLIC COMMENT

DR reported that she made the payment to the bank for the truck loan but would not be paying the late fee.  She noted that we could set up automatic payments for this loan and the others that are currently held by the Bank of NH.   Agreement that would be worthwhile.

7.  NON-PUBLIC

JB makes a motion at 10:35 AM to go into Non-Public for RSA 91-A:3, II (b).  KK seconded.  Motion Passed 3-0.

PD makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to Public meeting at 11:09 AM.  JB  seconded.  Motion Passed 3-0.

During Non-Public meeting, BOC agreed to hire a new part-time Administrator and that PD would contact L Baker to let her know.

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

JB makes a motion at 11:09 AM to go into Non-Public for RSA 91-A:3, II (L).  PD seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to Public meeting at 11:19 AM.  PD  seconded.  Motion Passed 3-0.

During Non-Public meeting, BOC agreed that per legal advice PD would draft a letter to A Leiser in response to his request.

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

JB makes a motion at 11:19 AM to go into Non-Public for RSA 91-A:3, II (a).  KK seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to Public meeting at 12:01 PM.  KK  seconded. Motion Passed 3-0.

During Non-Public meeting, BOC agreed to schedule KR review for Thursday 1/28. 

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

8. Adjournment

JB makes a motion to adjourn the Public Meeting at 12:01 PM.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Saturday January 23, 2021

The Board of Commissioners met by phone at 9:00 am on Saturday January 23, 2021.

In attendance were Commissioners Jay Buckley (JB), Kathy Koziell (KK) and Paula Doyle (PD).

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

1. Agenda

Intended purpose of meeting was final review of presentation and budget for budget hearing. 

2.  ADMINISTRATION

JB reported the district’s attorney Chris Boldt had sent notice of a new Emergency Order #83 from the Governor that allows municipalities to postpone all annual meetings until second Tuesday in April, May, June or July.   Discussion held amongst Commissioners on whether to postpone for VDOE.   Lack of major projects that would need to be initiated was cited.  Only potential concern was getting approval on Asset Management spending to match grant if deadline exists for obtaining final grant approval.   PD mentioned that inability of DPW to purchase new leaf blower, if it were to be approved, might require rental in spring of equipment used prior.     

JB made a motion to postpone the Annual Meeting to a later date per Emergency Order #83 assuming agreement from Moderator and Clerk.  PD seconded.  Motion passed 3-0. 

JB to follow up on timing of matching the grant for asset management.

JB to contact Moderator Bob Ingram and KK to contact Clerk Donna MacKinnon following meeting to inform and gather their POV.  If they both agree to postponement, KK to draft and distribute email blast to send ASAP informing community of change.  KK also to post on VDOE website ASAP.

Discussion continued to review final documents and hold as standing drafts until meeting rescheduled.  KK reviewed 2 new slides on Reinach project status.  Revisions discussed.  KK to make update and hold.   Discussion on latest draft of proposed warrant articles.  Wording changes agreed to on Article 5 (brush & tree cutting) and Article 6 (Asset Management).  PD to revise word and powerpoint doc to reflect these revisions. 

JB discussed his phone conversation with Pierce & Wright (P&W) regarding the dam management plan.  Explained that there has never been an emergency plan for our dam because of its prior classification.  It now requires an emergency plan due to the change in classification that was made last year after the inspection which was brought on by citizen complaints and concerns regarding pond water levels.    JB also discussed feedback on P&W and their expertise and the information that Jones & Beach was interested in getting out of the area of water engineering.

Little Loop project discussed briefly with agreement to obtain additional bid on permitting & engineering.  PD suggested we contact Chris Albert and BOC agreed he might be a good resource.  KK to follow up. 

PD discussed her phone conversation with L. Baker regarding district’s need to fill her former position.  She expressed understanding and thanked district for the call.  PD to post job opening on indeed.com in next 2 days and share status with BOC at next meeting.

3.  NON-PUBLIC

PD makes a motion at 10:00 AM to go into Non-Public for RSA 91-A:3, II (L).  JB seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to Public meeting at 10:17 AM.  KK seconded.  Motion Passed 3-0.

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

4. Adjournment

JB makes a motion to adjourn the Public Meeting at 10:18 AM.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 14^th, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday January 14^th, 2021.

In attendance were Commissioners Jay Buckley (JB), Kathy Koziell (KK), Paula Doyle (PD), Donna MacKinnon (DM) and Dinah Reiss (DR).  Ian Hayes (IH) attended part of the meeting. The meeting was recorded (audio).                              

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

1. Agenda

JB makes a motion to approve the Agenda sent out this morning.  Seconded by KK.  Motion Passed 3-0.

2. Water System Report

IH confirms Smithfield invoice was for PVC piping and agreement with commissioners that this was not an expense for the Reinach project.

IH reported on bleeder status.  JB asked about spikes in electric usage.  IH informed that propane used at Muddy Beach, Oak, Summit and for DPW Boiler but others use electric.  Did see spike at Summit could have been from a home issue or leak but it stopped after a few days. 

PD asked about timing for emergency plan.  Should be complete or almost complete by next meeting that IH will attend in early Feb.

DM asked about SCADA issue.  IH confirmed will be back to normal by tomorrow.

IH reported this time of year slow, check bleeders periodically.  Saw very large usage over holidays particularly day after Christmas.  There was a leak near Altdorf – was very old pipe.

KK reported to IH that BOC have discussed that we’d like DPW to do more of the roadwork when IH does projects requiring excavation and road repair.  IH agreed that was a good idea but noted that the grader typically not good for doing big excavations.  Willing to try to do some more excavations and also opportunity for DPW to do follow up work on road repairs a few days after initial work and road settles.  IH would like to work with KR more.  Although, also noted that DPW often ends their day prior to need for roadwork at end of water projects day.  All agreed that further discussions between KR and IH would be worthwhile.

IH left the meeting at this point.

3. Administration Report

JB makes a motion to approve the minutes of 1/7/21.  KK seconded. Passed 3-0.

JB makes a motion to approve the minutes of 1/12/21.  KK seconded. Passed 3-0.

JB makes a motion to approve the non-public minutes of 1/6/21.  KK seconded. Passed 3-0.

JB makes a motion to approve the non-public minutes of 1/9/21.  KK seconded. Passed 3-0.

JB makes a motion to approve the minutes of 1/6/21 and 1/9/21.  KK seconded. Passed 3-0.

JB asked if anyone has info about small claims process for 4 Little Loop issue.  No response.

JB reported that ACH process is complete.

DM reported that information packets from Auditors were sent out.  JB to take a pass at filling out the information for BOC and will forward to consider and complete at later date. 

DM asked about information for E. Bergamo questions – JB said 10 registered voters required for petition warrant article and gave DH some ideas for collecting signatures to pass along to property owner.

Discussion on property owner with $50 credit on water bill.  Office to send refund because property is being sold.

JB reported that he sent letter to A. Leiser about his 91A request.  A Leiser replied asking for proof that BOC had approved this communication.  DM to follow up and send.

JB makes a motion to approve the Manifest of 22 checks for $7,723.82.  KK seconded.  Motion Passed 3-0.

DM to send KK info on how much of this was posted to 2020 so that she can update her budget spreadsheet.

JB makes a motion to approve the Payroll in the amount of $5,851.52.  KK seconded.  Motion Passed 3-0.

4.  2021 Annual Meeting & Warrant

JB pointed out need to add warrant article for engineering to do the dam project as the application is pretty complex and will need professional assistance.  He has requested ballpark number from engineering firm to put in warrant.  PD suggested that we put in operating budget under Engineering to ensure that it is funded since project is required by law. 

PD brought up warrant article draft that JB submitted to sell the lodge.  Discussion followed on several steps necessary to get this project completed.  Further discussion required.

5. Commissioner Reports

JB reported on estimate for selling truck came in between $24K and $35K.  Recommended placing newspaper ad to request bids.  BOC agreed that a minimum bid of $29,500 would be a good place to start particularly given new transmission put in truck last year.  JB to draft ad for review by BOC.

JB asked if transfer from Water Tank CRF was made for Monadnock invoice paid earlier in year for $1,230.  DM to create form for signature.  KK states that same should be done for the Office Equipment CRF to fund the new printer. 

JB spoke to Fire Chief about photo submitted of fire extinguisher at Lodge showing it is full.  Will not be sufficient for approval.  We will need to get it inspected.

JB makes a motion to contact company that did other inspections and schedule with DM.  KK seconded.  Motion Passed 3-0.

KK reviewed everything done so far for Annual Meeting Process – newsletter out and posted to website, posted NHMA guidelines and link to NH 1129.  Also updated and posted Absentee Ballot application.

KK spoke to Andrew Hartveldt and confirmed his assistance with MS Teams.  Also spoke with him about signing a pro bono agreement.  He will fill in details, run by his employer to avoid any issues and get back to KK with it.

BOC scheduled next meeting dedicated to 2021 warrants and budget for Tuesday January 19, 2021. 

PD had no report this week but asked about when we should discuss office staffing.  Agreed to discuss on Tuesday as any changes could affect budget.

JB spoke to Kelly Robitaille about his review input.  He asked for more time so discussion on this will be done in non-public at next Thursday’s meeting.

KK brought up the newspaper ad notice that needs to be placed today for public hearing.  Changes discussed and made. 

JB signed up for Data for Dollars Webinar.  No one else will attend.

KK stated she discussed the driveway at 7 Biasca with Kelly Robitaille.  They agreed that it would need to wait until spring due to snow.

6. Public Comment

DR reported that the tax check has arrived for $366,000+ and that it has to last until the next one arrives in August.   She also asked about status on getting help for the office.  She also stated that she thinks that in the interest of transparency the BOC should provide an update at the hearing and annual meeting on the accounting for the Reinach Tank Project given how much money is being spent.  BOC agreed to take this under advisement and will consider during meeting on Tuesday.

7. Adjournment

JB makes a motion to adjourn the Public Meeting at 10:36 am.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday January 19^th, 2021

The Board of Commissioners met by phone at 9:00 am on Tuesday January 19^th, 2021.

In attendance were Commissioners Jay Buckley (JB), Kathy Koziell (KK) and Paula Doyle (PD).  Donna MacKinnon (DM) was in attendance but was attending to other business in the office.  The meeting was recorded (audio).                              

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

1. Agenda

There was no formal agenda because the meeting was called for one primary purpose to discuss the 2021 budget draft.  

2.  2021 Budget

Spreadsheet discussed was sent out by KK on Saturday 1/16 labeled as Version 4.  KK explains that the blue column shows the difference between what was actually spent in 2020 (recorded to date) and the proposed 2021 budget.

Under administration discussion that salary line higher due to fact that 2020 had gaps in having one of the part time administrators employed.  Discussion that this number could also be impacted based on proposal from current Administrator to go full-time.  BOC agreed that a non-public meeting on employment hiring should be convened at the end of this session to discuss.  JB suggested adding more to salaries to cover potential costs of additional part time hours to fulfill 91A requests based on one in particular which was significant in 2020 and has taken many many hours to fill (and still working on).  KK and PD disagreed stating that this might be a one time request and should not assume will happen in 2021.

PD discusses need to explain why legal costs higher than budget in 2020.

JB brought up review of budget vs. actual in 2020 for warrant articles as detailed at bottom of spreadsheet.  Tight Tank came in slightly over budget with difference taken from operating budget.  Summit Electrical, DPW1 Electrical and Chocorua Pumphouse articles all came in significantly below budget totaling $61K less – this money was not raised in taxation as the intention was to borrow it with line of credit.  That will now not be necessary.  New truck came in at $101K, $7K less than appropriated amount of $108K.  Difference will be returned to bank in form of payment against principle.  Savings to date on Bergdorf Culvert of $2K has been encumbered as has the $5000 not spent yet on the Eidelweiss Drive project (which is not on the spreadsheet but will be added).   Discussion that more detail should be presented on the Reinach Tank project as recommended by Dinah Reiss at prior meeting. KK to prepare a powerpoint slide to include in presentation.

Discussion moved back to operating budget.  Need to confirm correct salary numbers based on projected hours for 2021.   Discussion on whether legal should be higher than budgeted last year due to high legal costs in 2020 but agreed to keep same budget as prior year not anticipating higher legal costs again in 2021.

KK pointed out detail on increases from 2020 budget also at end of spreadsheet including significantly those for new loan payments (Reinach Tank plus truck less Jungfrau), increases in health insurances, engineer, gravel and bldgs/grounds (for new heater in DPW building).

Discussion on salaries for DPW based on amount anticipated for increases in 2021.  PD agreed to recalculate and provide for next draft. 

KK recommended that we finalize budget at Thursday meeting for posting on website this coming Friday in anticipation for budget hearing next week. 

PD to update powerpoint with final warrant language.

KK noted that water budget for 2021 is lower than approved budget for 2020.

3.  Non-Public

Jay Buckley makes a motion at 9:40 AM to go into Non-Public for RSA 91-A:3, II (b).  Kathy Koziell seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to Public meeting at 10:01 AM.  Kathy Koziell seconded.  Motion Passed 3-0.

During Non-Public meeting, BOC agreed to schedule a non-public meeting with Donna MacKinnon on Thursday 1/21/21 to discuss her proposal.

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

4. Adjournment

Jay Buckley makes a motion to adjourn the Public Meeting at 10:01 AM.  Kathy Koziell seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 7^th, 2021

The Board of Commissioners met at 9:02 am on Thursday January 7^th, 2021.

In attendance was Commissioners Jay Buckley (by Phone), Kathy Koziell (by Phone), Paula Doyle (by phone), Kelly Robitaille DPW Foreman, and Donna MacKinnon taking minutes. Dinah Reiss, Treasurer & Robert Ingram, Moderator called into the meeting.  One resident Larry Sodano called into the meeting.  The meeting was not filmed but residents could call into meeting via conference call.                              

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

1. Agenda

Jay Buckley makes a motion to approve the Amended Agenda of 1/7/2021.  Seconded by Kathy Koziell.  Motion Passed 3-0.

2. DPW Report

Discussion of Driveway Permit for 7A Jungfrau.

Paula Doyle makes a motion to approval for Driveway for Construction for 7A Jungfrau with conditions to have a negative pitch and a 15’ X20’ culvert is required.  Jay Buckley seconded.  Motion Passed 3-0.

Discussion of Ford 550-Jay Buckley asks about the appraisal of the truck.  Donna MacKinnon states she reached out to the appraiser and should hear back by the end of the week.

Kathy Koziell asks Kelly Robitaille about proposed budget items.

Discussion of Chocorua View reclaim-Kelly Robitaille has a previous estimate for $37,400. from Bryant Paving and reached out to Bryant Paving to see if the estimate is still good for this year for proposed budget.

3. Administration Report

Discussion of Lead & Copper letters to be sent out to homeowners-Letters will be sent out to the homeowners whose houses were tested with the results.

Discussion of 70 Appenvel Way property for water hook up-Ian Hayes sent an email to the office that there was a bleeder at the end of the road.  Jay Buckley thinks there would be no water at the property. Discussion of the draft letter that Paula Doyle drafted for water hook up for new property owners.  Office to send out letter to home owner inquiring about water hook up.

Discussion of Bob Boyd’s email regarding building codes-BOC thought this was a great information letter and Kathy Koziell will tweak Bob Boyd’s letter then post both the building codes and water hook-up draft letter for information for new homeowners to the website.

Discussion of Dawson driving excavator on District Roads-Kelly Robitaille stated there was no damage to the asphalt roads.  Excavator was driven twice on District roads.  The BOC asks the office to send out fine letter as asked at last week’s meeting to Dawson.

Discussion of Catherine Bardowlski email regarding DPW plowing.

Discussion of Mark Graffam email of boulder.

Discussion of procedure of Correspondence to the office-BOC asks the office to forward all correspondence to the correct Departments. Not all correspondence has to be added to the Agenda.

Discussion of Catherine Deyoe payroll proposal-Kathy Koziell and Paula Doyle supports Catherine Deyoe proposal.

Paula Doyle makes a motion to approve Catherine Deyoe payroll proposal.  Jay Buckley seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the minutes of 12/29/2020.  Paula Doyle seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the minutes of Non-public 12/29/2020.  Paula Doyle seconded. Motion Passed 3-0.

Jay Buckley makes a motion to approve the minutes of 12/31/2020 with motion change of Dawson letter.  Paula Doyle seconded. Motion Passed 3-0.

Jay Buckley makes a motion to approve the minutes of 1/6/2021.  Kathy Koziell seconded.  Motion Passed 3-0.

Discussion of small claims.

Discussion of water shut off letter-Kathy Koziell will draft.

4. Water Project Report

Brad Jones from Jones & Beach calls into meeting. Discussion of disbursements ensues, Brad Jones corrected the disbursements and waiting to hear back from Rick Skarinka with an approval.  Then forward disbursements back to the District for signature.  Discussion of J&B outstanding invoices, Brad Jones states they can wait to be paid until after we receive our payments from the State.  Discussion of Contract #6 overage Brad Jones has re-allocated the overage into the correct contract accounts.

Discussion of Dawson’s winter shut down letter-Bard Jones has reached out to Dawson 8 or 9 times.  Brad Jones states that Jake Dawson acknowledges that he needs to send a letter.  Brad Jones will reach out again to Jake Dawson for a winter shut down letter for Rick Skarinka.

Brad Jones questions if anything else is outstanding.  Jay Buckley states that the site is buttoned up for the winter.

5. Signature Items

Jay Buckley makes a motion to approve the Manifest of 1/6/2021 5 checks for $19,472.72.  Kathy Koziell seconded.  Motion Passed 3-0.

Discussion of Annual Meeting-Jay Buckley states the NHMA is updating the handling of Annual Meeting, things keep evolving due to COVID.  Once the BOC gets clarification the information letter will be posted.  Bob Ingram discusses the letter that was drafted would like clarification on the voting ballots.  Kathy Koziell states that the Budget Hearing will be virtually held January 27, 2021.  A letter will go out to registered voters with all information of Annual meeting.  Paula Doyle states for the absentee ballot it will just have the officers on it. 

Discussion continues of how the virtual Annual Meeting will be held. The Budget Hearing will be held, the next meeting will be the 1^st informational meeting with the final warrant and take voters response.  The 2^nd meeting will be the deliberative meeting giving the voters to voice their opinions.  At the end of the 2^nd meeting the BOC will have to decide how to amend & finalize the Warrant Articles at the end of the meeting.  Kathy Koziell discusses the Microsoft Teams options for the public.  The BOC will work on draft letter for information.  Kathy Koziell will reach out to Andrew Harteveldt for help with Microsoft Teams.  Discussion ensues on how to run the Annual Meeting with also a possibility of drive thru voting for meeting.  Paula Doyle states the newsletter should include the Annual Virtual Meeting information. Dinah Reiss asks that the checklist ladies be kept in the loop.

6. Commission Reports

Jay Buckley

Discussion of the Asset Management Grant-Jay Buckley states that the District has been approved for the grant.  It will be a Warrant Article for the Annual Meeting.  Larry Sodano discusses the revitalizing of the Asset Management committee.  Jay Buckley discusses the sole purpose for the grant for a third party to do asset management mapping.  The money if approved at Annual Meeting will come out of the unassigned fund.

Discussion of selling the lodge takes place.

Discussion of transferring funds $5,500. for the DPW water line to come out of the water line extension fund.

Discussion of the Monadnock bill for $1,250 to come out of CRF.

Kathy Koziell

Discussion of the 2020 Budget she will work with the office.

Discussion of the proposed 2021 Budget-the BOC will have a meeting Tuesday 1/12/2021 at 9:00 am.

Discussion of closing the 2020 books.

Jay Buckley makes a motion to close the books on January 31, 2021 for bills for 2020.  Kathy Koziell seconded.  Motion Passed 3-0.

Paula Doyle

Paula Doyle asks the office to reach out to our vendors for 2020 Invoices.

Discussion of Draft letter for Water Hook Up fact sheet.  Kathy Koziell was clean up the draft.

Jay Buckley makes a motion to approve letter drafted by Paula Doyle & Kathy Koziell for Water Hook Up fact sheet.  Kathy Koziell seconded.  Motion Passed 3-0.

5. Correspondence

None

6. Public Comment

Dinah Reiss will fill out money transfer form for $5,500 for the BOC to approve.

Jay Buckley states the date of April 6^th for filling out the Asset Management Grant.

Jay Buckley makes a motion to adjourn meeting at 10:45 am.  Kathy Koziell seconded. 

Jay Buckley withdraws prior motion for adjournment.

Jay Buckley makes a motion to go into Non-Public for RSA 91-A:3, II (b).  Kathy Koziell seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to Public meeting at 10:53 am.  Kathy Koziell seconded.  Motion Passed 3-0.

No actions were taken during Non-Public meeting.

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

Jay Buckley makes a motion to adjourn the Public Meeting at 10:54 am.  Kathy Koziell seconded.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting Minutes

Tuesday January 12, 2021

The Board of Commissioners met at 9:00 am on Tuesday, January 12, 2021.  The meeting was held by phone.  In attendance for the meeting were Commissioners Jay Buckley (JB),  Kathy Koziell (KK) and Paula Doyle (PD).  Administrator Donna MacKinnon (DM) was present but also attending to other District business.  Kelly Robitaille (KR) was in attendance for most of the meeting.

1. Call to Order

At 9:01 am Commissioner Jay Buckley called the meeting to order.    

2. Agenda

No agenda was created for this meeting but JB stated that the primary purpose was to discuss the latest draft for the 2021 budget and warrant.

JB makes a motion to approve this item as the agenda.  KK seconded.  Motion approved 3-0.

3. Discussion

JB announced he had a hard stop at 10:00AM to help DM with outstanding 91-A request from Adam Leiser. 

JB makes a motion to notify Adam Leiser that the district needs 30 additional days beyond prior notification to fulfill request.  KK seconds.  Motion approved 3-0.

KR asked for input on warrant drafts.   KR had asked for a warrant for a new leaf blower to be mounted on the grader.  Estimate for $5,500.  Commissioners agreed to add a warrant article for this item for $6,000.

KR pointed out that warrant article for tree and brush cutting for $7,000 would only cover the roads he had previously mentioned and would not include the water areas that JB had added.  JB to get estimate for clearing of these areas.  Discussion that this should be a separate warrant article since the money would need to be raised by water fees.

KR brought up that the engineering and survey work for Little Loop was not on the draft.  KK and JB agreed that this should be added citing an earlier estimate for $14,000.  KK to find the original estimate and add 10% for potential changes to final number.  PD stated that she was not in support of this warrant article due to unknown nature of costs to do work that might be recommended and the concern that this could be a lot of money for a lightly traveled road.  KR and KK pointed out that the DPW believes that they will be able to do any work themselves but that the survey and engineering was necessary to help guide the project. 

KR inquired about a warrant article for a new furnace.  KK stated that per conversation at last meeting, BOC agreed that this would be funded from the operating budget.

JB proposed that bonus line be brought to zero and that any bonuses would be paid from budget surplus.  KK and PD agreed in principle but were concerned that if budget came in right on, there would be no funding available for bonuses that might be warranted per bonus policy.  KK also recalled that public discussion seemed to favor funding for bonuses at prior annual meetings.  After discussion, all agreed to leave funding in budget for bonuses.

JB proposed a few other changes to the Equipment & Maintenance line items.  After discussion, fuel and tools & equipment were revised slightly.   Other operating expenses were discussed and amended slightly as well.

Water budget was discussed with minor revisions made.

Discussion on warrant articles & budget was completed.

PD requested discussion on January 2021 Newsletter in order to get communication out to district ASAP on this year’s annual meeting process.  Revisions were discussed and agreed.  PD to make final revisions and send to KK for distribution.

DM requested that 2 budget transfers be approved for signature prior to end of meeting per a request made by Treasurer Dinah Reiss.

JB made a motion to transfer $5,500 from the Water Line Extension Fund to the Water Operating Budget for the Tight Tank water line extension.  KK seconded.  Motion approved 3-0.

JB made a motion to transfer $738.51 from the Water Line Extension Fund to the Water Operating Budget for NCWP bills.  KK seconded.  Motion approved 3-0.

4. Public Appearances -None

5. Public Comment - None

Jay Buckley made a motion to adjourn the meeting at 10:30 AM.  Kathy Koziell seconded. Motion passed 3-0.

Respectfully submitted,

Paula Doyle, Commissioner

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

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting Minutes

Tuesday, January 6, 2021

The Board of Commissioners met at 9:00 am on Tuesday, January 6, 2021.  The meeting was held by phone.  In attendance were Commissioners Jay Buckley, Kathy Koziell, and Paula Doyle.

1. Call to Order

At 9:04 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 Buckley makes a motion to go into Non-Public at 9:05 am for RSA 91-A:3, ll (b).Kathy Koziell 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 10:07 am. Kathy Koziell seconded. Motion passes 3-0.

During non-public, a motion was made to seal the minutes of the non-public meeting.

Short discussion on inquiry from realtor on water system availability.  Paula Doyle will draft a response for office to send out upon these types of inquiries.

Discussion about scheduling a follow up planning meeting to discuss and finalize the 2021 warrant and budget. Meeting scheduled for Tuesday, January 12 at 9:00 am.

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

Respectfully submitted. 

Paula Doyle, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday December 31st, 2020

The Board of Commissioners met at 9:02 am on Thursday December 31st, 2020.

In attendance was Commissioners Jay Buckley, Kathy Koziell (by Phone), Paula Doyle (by phone), Donna MacKinnon taking minutes. Dinah Reiss, Treasurer & Robert Ingram, Moderator called into the meeting. The meeting was not filmed but residents could call into meeting via conference call.                              

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

1. Agenda

Jay Buckley makes a motion to approve the Agenda of 12/29/2020.  Seconded by Kathy Koziell.  Motion Passed 3-0.

2. Administration Report

Discussion of Catherine Deyoe payroll proposal

Discussion of Water Project Disbursements-Waiting to hear back from Jones & Beach in regard to filling out the forms correctly.

Discussion of Copier-Roller is not working properly-Jay Buckley stated he found a HP copier and that most copiers are on back order at this time.

Jay Buckley makes a motion to purchase a HP Laser Printer for $599.99 coming from the Office Equipment CRF funds coming out of the 2021 Operating Budget.  Kathy Koziell seconded.  Motion Passed 3-0.

Jay Buckley will pick up Printer.

Discussion of how to run the Annual Meeting this year due to COVID protocols-Bob Ingram the Moderator explains the optional meeting plans information budget session notify registered voters by mail with explaining the process for Annual Meeting.  Bob Ingram concerns were getting voters on board for virtual meeting.  Bob Ingram question the number of meetings to be held virtually for Annual Meeting to be done correctly either 3 or 4 according to the NHMA and Attorney from DrummondWoodsum for NHMA emails that was read at meeting. The 3 meeting would consist of posting the proposed Budget & Warrant Articles at the bulletin boards & website then have first informational meeting of how the meeting will be run and reading of the proposed Budget & Warrant Articles with no comments from the public.  Second meeting would be held 7 days later with the public comments being read with then the BOC can adjust the proposed Budget or Warrant Articles according to the public comments.  Third meeting would be the deliberative session Annual Meeting.  The 4 meeting would consist of first meeting would be the Annual Budget Hearing.  Second meeting would be for the informational meeting. Third meeting would be for virtual meeting for public. Forth meeting would be for the voting.  Discussion ensues between the BOC & Moderator.  Bob Ingram wants clarification from the Districts Attorney.  Jay Buckley will contact and ask the Districts Attorney for proper way that is required virtual meeting.  Discussion ensues of Absentee Ballots will they just be for the voting of officers or can the articles be included and how to validate the absentee ballots.  Kathy Koziell the timing of mailing out the information to the voters.  Tentative Budget Hearing is scheduled for January 27^th, 2021.  Jay Buckley states we should be clarifying everything with the Districts Attorney.  Paula Doyle wants a simple email to the Attorney.

Jay Buckley would like to have finalized Proposed Budget & Warrant Articles for next Thursday meeting.

Bob Ingram asks to be sworn in as Moderator, Jay Buckley will swear in Bob Ingram today at 2:30 pm.

3. Signature Items

Jay Buckley makes a motion to approve the minutes of 12/21/2020.  Paula Doyle seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the minutes of Non-public 12/17/2020.  Kathy Koziell seconded. Motion Passed 3-0.

Jay Buckley makes a motion to approve the minutes of Non-public 12/21/2020.  Paula Doyle seconded. Motion Passed 3-0.

Jay Buckley makes a motion to approve the Manifest of 12/30/2020 4 checks for $245.00.  Kathy Koziell seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the Manifest of 12/30/2020 3 checks for $402.87.  Paula Doyle seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the already approved Manifest of 12/28/2020 with the corrected check numbers of checks.  Paula Doyle seconded.  Motion Passed

3-0.

Discussion for 47 Eidelweiss Dr Driveway Permit for Construction.

Jay Buckley makes a motion to approve Driveway Permit for Construction for 47 Eidelweiss Dr with conditions.  Paula Doyle seconded.  Motion Passed 3-0.

4. Commission Reports

Jay Buckley

Discussion of small claims filing for outstanding Invoice for 4 Little Loop.

Discussion of Appraisal of the Ford 550

Discussion of Dam Emergency Action Plan

Kathy Koziell

Nothing

Paula Doyle

Discussion of Water Emergency Plan-Paula Doyle talked with Ian Hayes the Water Operator regarding the Water Emergency Plan.

Paula Doyle will work on proposed Warrant Articles.

5. Correspondence

Discussion of Mark Graffam’s email regarding a Dawson Contracting machine on road.  Kathy Koziell believes there is a fine with breaking the ordinance.  Jay Buckley will look into ordinance and issue a fine if ordinance is correct.

Discussion of David Maudsley email

6. Public Comment

Dinah Reiss stated that she contacted Bank of New Hampshire regarding Truck Loan excess loan money.  Loan payment is due 1/15/2021 and the extra money from the Warrant Article can be applied towards the principle payment of the loan.

Jay Buckley makes a motion to pay the remaining money of the Truck Warrant Article to go to the principle reduction of the Truck Loan.  Kathy Koziell seconded.  Motion Passed 3-0.

Dinah Reiss stated the Tax check should be ready January 13, 2021.

Jay Buckley makes a motion to adjourn meeting at 10:44 am.  Kathy Koziell seconded.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator