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

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.

4. 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.

5. 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

6. 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.

7. 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

8. 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
   
9. 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.
   
10. Other Business
    
11. 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
    
12. 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

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

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday November 5^th, 2020

The Board of Commissioners met at 9:00 am on Thursday November 5th, 2020.  In attendance were Commissioners Jay Buckley, Kathy Koziell, and Paula Doyle.  Also, in attendance was

Ian Hayes water operator, Jake & Kirstin Dawson from Dawson Contractors, and Donna MacKinnon taking minutes.  Brad Jones from Jones & Beach Engineering called into the meeting. The meeting was held at the Madison Town Hall and was filmed by Carol Dandeneau for Madison TV. Residents could call into the 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.  Paula Doyle seconds agenda with the correction of the spelling of Paula’s name and the date on the agenda.  Motion Passed 3-0.

2. DPW

Kelly Robitaille is not present at today’s meeting due to the Paving in the District.  Jay Buckley gives the status of the starting of the Paving.

Discussion of Jim Ellis email correspondence regarding filling of potholes.

Discussion of the new truck by Jay Buckley.  The truck could possibly be ready next week.  Jay Buckley questions the selling of the Ford 550, both Kathy Koziell and Paula Doyle state they should wait to discuss this until Kelly Robitaille is present.

3. Administration

Discussion of the overdue water usage bills and shutoffs of unpaid bills. 

Discussion of the Water Ordinance monthly $10.00 late fee be enforced for unpaid bills to be billed to homeowners.

Discussion of changes of Ordinances & Policies by the BOC.  This discussion is tabled until later in this meeting.

4. Engineer Report

Discussion of Water Project-Brad Jones calls into the meeting, Jake Dawson and Ian Hayes are present for the discussion.  Discussion takes place of the status of the pumps, the punch list, and the paving.  Jake Dawson states the pumps and the transfer switch are still on back order due to COVID and hurricanes.  Kathy Koziell questions if a bypass can be done if the transfer switch does not come in. Jake Dawson says it can be but it is not cost effective.  Jake Dawson states that with the waiting on the pumps & transfer switch it is eating at the project number of days.  Jake is concerned that if there is a problem with the new pump and can not get a replacement in a timely fashion there will not be any water with the new pump house and the old pump house would be shut down.  Jake Dawson recommends the Water Project should go into Winter shut down to save the District money.  Jake Dawson would be able to get the parts and install them in the spring and not go over of the contracted number of days. Also, if the bypass is done it would be a double charge by the electrician for the pump house.  Ian Hayes agrees with the Winter Shut Down due to the problems that could takes place and that the weather could be a problem and would add costs to the project. 

Discussion of email pictures sent in by a resident of holes in the building.  Jake Dawson states he will fill them today.

Jay Buckley states to rely on Ian Hayes as the Districts Water Operator to wait until the spring time.  If the project is rushed it would be more costly and not recommended.  Paula Doyle asks about contract obligations.  Jay Buckley asks if Rick Skarinka has been notified.  Paula Doyle asks if a letter should be sent to Rick Skarinka, Jay Buckley will send Rick Skarinka an email.  Paula Doyle asks about security of the building for a winter shut down.  Jake Dawson states it is secure.  Paula Doyle asks Brad Jones his opinion of the Winter Shut Down.  Brad Jones agrees with Jake Dawson & Ian Hayes for a Winter Shut Down of the project. 

Discussion with Jake Dawson for the 19 homes to hook up to the new service line.  Jake Dawson states no homeowners have agreed to connect to the new line.  Ian Hayes states that he has spoken to most of the homeowners.

Jay Buckley makes a motion that the District go into Winter Shut Down and resume project when the weather permits and the parts are in.  Kathy Koziell seconded.  Motion Passed 3-0.

Discussion of PRV vault at 14 Bristenstock-Jay Buckley states the driveway permit was approved in 1987.  PRV vault could be an issue and the property is in the process of changing hands.  Paula Doyle states we should notify the new property owners.  Jay Buckley will draft a letter for the new property owners.  Paula Doyle asks if there could be a way of marking where the PRV vault is.  Ian Hayes states that would make things easier.

Discussion of 9 Reinach Place-Water Hook Up done by Jake Dawson prior to being approved by the BOC. Ian Hayes needs to see project pictures and will work with Jake Dawson to approve the work that was already done.

Discussion of development of class VI roads.

Discussion of 8 Eidelweiss Water Hook Up-Ian Hayes stated water hook up was done.

Discussion of Water Project field changes order-Moving the pipe to the other side of the road due to ledge.  Jay Buckley asks if there are any pictures?

Discussion of Water Project Punchlist-Jake Dawson adjusted services lines and there will be a change order for the hydrant.  Jake Dawson will meet with Kelly Robitaille to make sure everything is up to Kelly’s standards.

5. Water Report

Ian Hayes is here to give his monthly report.  Chocorua Pumphouse is completed.  Summit Pumphouse is still being done the meters are on backorder.  Kathy Koziell is waiting to hear back from Norman Garside for quote on the Pumphouse in order to move the Warrant to next year.  Jay Buckley asks Ian Hayes about the exposure at Chocorua Pumphouse.  Ian Hayes states fill can take care of that issue.  Jay Buckley would like to coordinate that with the homeowner.

Ian Hayes will drop off the Swing Tie information to the office.

Discussion on the flushing schedule.

Discussion of the Upper Lakeview PRV pit-Ian Hayes states it is off the table for now.  Still in the project scope but will have to come up with a secondary plan.

Discussion of paving at 8 Eidelweiss Dr water hook up-Ian Hayes stated everything went fine.

Discussion of the 6” water main line-Ian Hayes states there are taps coming off that line.

6. Administration

BOC come back to the discussion of changes to the Ordinances & Policies.

Jay Buckley will draft a new Snow Plow policy, Culvert policy, Driveway Permit, and check into zoning policy on roadside trash and dumpsters for household trash.

Paula Doyle will draft new water turn off/of fee $65.00, new policy on soliciting bids Paula Doyle will sit down with Kelly Robitaille, will work on water emergency plan. 

Kathy Koziell makes a motion to change copy fee from .10 cents to .25 cents per page.  Paula Doyle seconded.  Motion passed 3-0.

Kathy Koziell will draft a snow plowing and leaf blowing for web site.

Discussion of DAM Emergency Plan-Should be by an Engineer which would be a Warrant Article for next year.

Discussion of DRA-Donna MacKinnon filed everything that was requested by the DRA.

Discussion of the unassigned funds.

Jay Buckley makes a motion to approve the Payroll for $5463.04.  Paula Doyle seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the Operating Budget Manifest of 11/4/2020 for 10 checks for $4960.51.  Kathy Koziell seconded.  Motion Passed 3-0.

Discussion of Just Electric Invoice-Kathy Koziell received invoice and forwarded it to the office.  Kathy Koziell questions what account the invoice should be paid from.  Paula Doyle and Jay Buckley agree it should come out of Warrant Article.  Kathy Koziell explains reasons it should come out of the water budget vs Warrant Article.  BOC moves to decides to put off paying invoice until next week.

Discussion of 91A requests-Paula Doyle would like the office to start keeping records of how long each 91A takes.

7. Signature Item

Jay Buckley makes a motion to sign Adam Leiser reimbursement letter.  Paula Doyle seconded.  Motion Passed 3-0.

5.Commissioner Reports

Discussion of HealthTrust.  Jay Buckley needs to sign the HealthTrust contract.

Discussion of plans for the employees.  Paula Doyle asks if the District should offer the family plan to employees.  Jay Buckley will ask Peter Chapel from HealthTrust about the family plan coverage and how it will impact our employees.

Discussion of 10/29/2020 BOC meeting minutes regarding Madison Zoning Board needs to be clarified from take a stance to the District should be notified.

Discussion of RFP-Paula Doyle states a mistake was made and there is no schedule.  RFP are due by Monday and will discuss at next Thursday’s BOC meeting.

Discussion of Water Project to the District-Paula Doyle asks if the BOC should let the public know about today’s meeting.  Paula Doyle will draft a notice to go out to the public.  Kathy Koziell will add the financial part of the project along with Paula’s notice and send out an email blast.

Discussion of Eidelweiss fact sheet.

Kathy Koziell makes a motion to adopt official fact sheet for Eidelweiss revised 11/5/2020.  Paula Doyle seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to adjourn meeting at 12:10 pm.  Paula Doyle seconded.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon Administrator