VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Friday April 23, 2021

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

In attendance for the meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK) and Paula Doyle (PD).  The meeting was recorded (audio).                             

At 9:03 am Commissioner JB calls the meeting to order with Commissioner PD in attendance.   Commissioner KK joined the meeting at 9:07 am.

JB reported that there was no formal agenda to approve as the primary purpose of the meeting is to discuss Public Budget Hearing held last night.  Other business may also be discussed as necessary.

PUBLIC HEARING REVIEW

Discussion on comments and questions that were raised.  No revisions suggested to the budget or warrant articles.   Discussion on email received this morning with appreciation and request to add item to agenda for next week.   Will finalize budget and warrant articles pending any additional feedback from public in next week.

ADDITIONAL BUSINESS
Discussion continued on request from Doug Prescott in earlier mentioned email to add item to agenda next week to discuss where he can pile brush and leaves.   He has marked an area for Commissioners and Kelly to review to insure distance from abutting lot.

Discussion on water hook-ups at 51 Oak Ridge and 13 East Bergamo as follow-up on discussion in yesterday’s Commissioners Meeting.  Ian Hayes contacted office that he was not comfortable giving confirmation on pressure for these locations.   

KK made a motion to forward these sites to Nick Skegell at Fluet Engineering to run hydro testing within model.  PD seconded.   Discussion around Oak Ridge and good pressure in that zone.  Motion amended to only send 13 East Bergamo.  Amended Motion passed 3-0.

Further discussion on whether the model is updated when new sites are added to the system.  KK to call Nick Skegell to ask and discuss this in more detail and report back at next Commissioners Meeting.  JB asked that she also ask him about addition of new water mains near Habitat House that were installed a few years ago.

Discussion on next steps for 2021 budget and warrant articles.  After any additional feedback and discussion we will enter into DRA portal which will create draft for posting. 

ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 9:42 AM.  PD seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Virtual Public Budget Hearing

Thursday April 22, 2021

The Board of Commissioners held a virtual (via Microsoft Teams) public hearing on the 2021 budget at 7:00 pm on April 22, 2021.  In attendance were Commissioners Jay Buckley (JB), Kathy Koziell (KK) and Paula Doyle (PD) and Administrator Donna MacKinnon (DM).   Public attendees were Doug Prescott, Kevin Flynn, Jennifer & Greyson Merrill, Terri Hill, Sherri McComish and Dorothy Wondolowski.

The meeting was recorded (video) and will be available for viewing on Madison TV.                             

At 7:09 pm Commissioner JB calls the hearing to order and described how it would work with attendees being digitally muted during Commissioner’s presentation and then opening for questions and comments afterwards.   Public calling in with audio only would be verbally asked for any comments and questions.  Those on video would be able to digitally ‘raise their hand’ if they have comments or questions.

After some technical difficulties with projecting the presentation were resolved, the Commissioners presented a powerpoint presentation which included a review of the Reinach Tank project, details on the 2021 proposed operating and water budgets and a review of the proposed warrant articles. 

PUBLIC COMMENTS AND QUESTIONS

Doug Prescott (DP) asked about Property and Liability Insurance and asked if BOC have ever considered a D&O policy and/or an Umbrella policy.  KK discussed the policy we have with Primex that is specifically designed for municipalities.  DP also asked how our vehicles are covered which was answered that these are included in the Primex policy.  DP suggested that we might want to consider an umbrella policy in the future.

DP asked why the Reinach Tank payments for 2021 are in the operations budget vs the water budget.  The Commissioners explained that this was a specific warrant article and lengthy discussion the year that the project was approved by the voters with the rationale having been to have property owners proportionally fund based on their property value via taxes versus equally distributing funding via the water bill.

DP asked if the Tools & Equipment line in the budget might be too low in light of the explanation provided by KK during the presentation and the actual numbers in 2020.  Question was answered that the DPW had recently replaced several old tools and that after consultation with DPW, believe that the number for 2021 is adequate.

Jennifer Merrill (JM) asked about the funding of the Highway Equipment Capital Reserve Fund and why we are not directly funding it partially with the proceeds from the sale of the truck in 2021 that we mentioned in the presentation as being added to the Unassigned Fund Balance.   She and Greyson Merrill (GM) suggested concern based on prior actions and statements from the BOC about funding reserve funds.  BOC explained that the placement of the truck proceeds needed to flow to the Unassigned Fund Balance by law and then we are proposing that we take funds from the Unassigned Fund Balance to fund the Highway Equipment Capital Reserve Fund.  After explaining in more detail, JM and GM agreed that they were clear on this issue.

JM asked about a warrant article passed in 2020 for $5,000 to repave Eidelweiss Drive.  JB explained that this was originally a higher warrant article proposed in 2020 for repaving but which was amended to the lower amount of $5000 and passed to do some work on the road but not a full repaving which would be put off until future.  This work was not done in 2020 but we did encumber the $5K funds and will be able to spend on this project in 2021.

ADJOURNMENT

JB makes a motion to adjourn the Public Hearing at approximately 8:45PM.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 22, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday April 22, 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). The meeting was recorded (audio).                             

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

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

JB made a motion to approve the minutes from the Commissioners meetings on 4/12/21 and 4/15/21.  KK seconded.  Motion passed 3-0.

DPW

No report.  Kelly Robitaille on vacation.

ADMINISTRATION

Madison TV will post a recording of our public budget hearing tonight.  They will also be able to have someone record the annual meeting on 5/22.  DM to provide final confirmation on 5/22 with Noreen Downs.

Agreement that May Commissioner meetings will occur on Thursdays at 9AM (May 6/13/20/27). 

Water flushing to occur 5/17-21.  DM to post on bulletin boards.  KK to post on website homepage.

OLD BUSINESS- None

Auditer to be in office on Wednesday this week.

JB makes a motion to approve payroll manifest of 8 checks totaling $7,583.65.  KK seconded.  Motion passed 3-0.    Includes monthly checks for Commissioners and Treasurer.

Discussion on drafted letter to 10 Porridge Shore discussed last week.  KK suggests 2 changes – 1^st: change ‘immediate action’ to ‘by May 31^st’ and 2^nd: change ‘force’ to ‘require’.  PD and JB agreed.  Make changes and sign today.

COMMISSIONER REPORTS
JB sending email to homeowner about rocks on Bristenstock.

JB made contact with another firm to discuss asset management project.  Planning to convene a water committee project in next 2 weeks.

JB inquired about status of 91A requests.  PD completed one and other should be complete today.

PD inquired about Madison Hazard Mitigation Plan email.  JB explained this is continuation of pre-covid project.  He will continue to participate for VDOE. 

PD explained that call with Chris Boldt which was approved last week was not necessary and instead had a call with Steve Buckley of NHMA about 91A and email requests.  He advised that less use of email would be prudent.   Also that any email going through office is a public record.  Finally advised that given district’s limited resources, we could allocate a specific amount of time each week to answering 91A requests and let people who makes requests know how long we anticipate taking to fill their requests based on this allocation.   Further discussion on 91A among Commissioners and Administrator.

JB inquired about Primex response on On-Call Agreement with Wright & Pierce indemnification issue.  DM to check and follow-up. 

JB asked about water hook-up applications discussed last week at 51 Oak Ridge and 13 East Bergamo and status of having Fluet Engineering to hydro tests.  After discussion on how process has and could work, agreement that DM should send email to Ian Hayes to inquire if he thinks we need to do hydro tests on these properties.

CORRESPONDENCE

JB inquired about notifying Sharon Monroe and Adam Leiser who are responsible for maintaining Little Library about bags of books.  DM has not done yet but will do so today.

Discussion on email from Phil White email RE: 2 Reinach Place and condition of roads.  Agreement to respond with email that roads will be brought to original condition pre-project once the work is done on the tank.

JB reported that he spoke to Ian Hayes who has completed his work on site at pump house.  Ian told him that Eversource will be working with Tom on completing electric.  JB also to contact Jake Dawson this week on work project status.

OTHER BUSINESS

Discussion on public hearing scheduled for 7:00 PM tonight on Microsoft Teams.  PD will take minutes.  KK will be in office and share screen for powerpoint presentation.  Will present as follows:

Jay- Pages 1-2, 14-20, 25-26

Kathy -Pages 3-6, 9-11, 21-24 

Paula -Pages 7-8, 12-13, 27-28 

PUBLIC COMMENT

DR asked about some details for pubic hearing tonight.

NON PUBLIC MEETING

JB makes a motion at 10:40 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 11:04 AM.  PD seconded.  Motion Passed 3-0.

PD to contact candidate for interview at district office on Thursday 4/29 at 11:00 AM.

ADJOURNMENT

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

Respectfully submitted,

Paula Doyle

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 15, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday April 15, 2021.

In attendance for the full meeting were Commissioners Jay Buckley (JB) and Paula Doyle (PD), Administrator Donna MacKinnon (DM) and Treasurer Dinah Reiss (DR). Kelly Robitaille (KR), Commissioner Kathy Koziell (KK), property owner Kathleen O’Keefe (KO) and Septic planner Mark McConkey (MM) attended part of the meeting. The meeting was recorded (audio).                              

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

JB made a motion to approve the agenda.  PD seconded.   Motion passed 2-0.

JB made a motion to approve the minutes from the Commissioners public meetings on 4/1/21 and 4/8/21 and the sealed minutes from the non-public meeting on 4/8/21.  PD seconded.  Motion passed 2-0.

DPW

KR reported that the DPW was finished with road blowing having used a 3-day rental blower.  KR to be on vacation starting Wednesday of next week so will do grading week after that.  

DPW found 2 trash bags with books inside bus stop and some canned goods too.  DM to notify Sharon Monroe and Adam Leiser who are responsible for maintaining Little Library.

Discussion on request from property owner Andrew Harteveldt for letter to waive road ban for a Home Depot delivery on Friday 4/16. 

PD made a motion to provide letter to A. Harteveldt allowing delivery.  JB seconded.  Motion failed 1-1. 

Discussion reflected disagreement between allowing exception for Andrew given his volunteerism for the district vs. the potential problem with allowing exception for one person and not for others.  KR had planned to lift ban by Friday 4/16 but delaying until next week due to storm expected on 4/15-16.

Discussion on WiFi booster approved last week for garage and who will install.  Concern expressed that a property owner installing on ceiling could be a liability issue.  PD suggested mounting on wall instead of ceiling.  Agreement this would likely be acceptable solution.

Discussion on water level and dam.  PD recommended that given low water level so far this spring, we should maintain boards in dam to keep level from getting lower. 

PD made a motion to have the DPW put a board in the dam today.  JB seconded.  Motion passed 2-0.

Discussion on Little Loop potential warrant article informing KR that BOC was leaning towards pulling this warrant article for this year.  Discussion and agreement that the BOC work with DPW to put together a 5 year road plan prioritizing the roads that need work.

SCHEDULED APPEARANCE
At 9:34 AM, KO and MM joined the meeting.

MM provided information on a waiver he is pursuing with Madison Zoning Board for property at 10 Huttwil.  The house will be a small modular with septic near road meeting NHDES wetlands setback but not Madison/Eidelweiss setbacks.  Zoning mtg scheduled for 5/21.  KO explained her opposition to the plan due to being told and under the impression for many years that the property was “unbuildable” and is especially concerned about trees and view.  JB explained that property is buildable only if property owner can obtain zoning waiver.  

At 9:53AM, KK joined the meeting. 

JB makes motion to not oppose waiver.  KK seconded.  KK and PD agree in discussion that board should not make motions to ‘not’ do something.  JB withdraws motion.

MM states that he also has an upcoming issue with a property on Oak Ridge and will return to a meeting in future to brief BOC. 

At 10:10 AM, MM leaves the meeting.

JB makes a motion to approve driveway permit for 51 Oak Ridge.  KK seconded.  Motion passes 3-0.

At 10:13AM, KO leaves the meeting.

ADMINISTRATION

Discussion on 2 water hookup applications at 13 East Bergamo and 51 Oak Ridge that will be sent to Ian Hayes for review.

JB makes a motion to approve accounts payable manifest of 18 checks totaling $15,626.63.  PD seconded.  Motion passed 3-0.

JB makes a motion to approve water project manifest of 1 check for $686.25.  PD seconded.  Motion passed 3-0.

DM asks BOC about Town of Madison request to post dump permit information on VDOE website.   All agree to do this.  KK to complete.

Discussion on asset management information and need to sign new version with updated exhibit.  DM to complete.

COMMISSIONER REPORTS
JB to contact homeowner about small boulder removal on property near Reinach Construction zone that was not completed in fall.

KK reviewed clarifications on 2021 budget proposal.  Discussion on powerpoint and word documents for meeting with need to place copies in mailbox.  Additional discussion on warrant article for potential sale of the lodge.

Agreement to schedule a meeting for Friday 4/23 at 9 AM to review feedback from Public Hearing on 4/22.   PD to work with DM to post meeting and add to website today.

PD makes a motion to allow her to call Attorney Chris Boldt for a 15-30 minute phone meeting to discuss and clarify 91-A requests of email communications. KK seconded.  Motion passed 3-0.

Discussion on Andrew Hartveldt proposal to add SMS texting service for district.  Agreement to pass for now particularly given limitations on cell phone information for property owners.

PD brings up employment issue and open Administrator position and all agree that non-public not necessary at this time to discuss. 
KK makes a motion for PD to repost and screen candidates for the Part Time Administrator position.  JB seconded.  Motion passed 3-0.

PUBLIC COMMENT

DR asked for clarification on water hook-up applications and why being approved by Ian Hayes.  KK explained that he reviews initially but that hydrotest would also be done prior to final approval.

DR asked if asset management being funded from unassigned fund balance which it’s not.

DR referenced earlier discussion on 5 year road plan and noted that a 5 year plan has been done before and should be reviewed.

ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 11:23 AM.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

BOARD OF COMMISSIONERS MEETING MINUTES

Monday, April 12, 2021

9:00 a.m.

Commissioners Jay Buckley, Kathy Koziell, Paula Doyle and Administrator Donna MacKinnon were present

Call to order 9:01am

1. Approval Agenda – No Agenda

• Budget and Presentation Review for 4/22/2021 Budget Hearing

Commissioners reviewed slides for the Reinach Tank project. Paula will add slide outlining what is outstanding.  Jay will add a slide with possible

additional water project(s) with available funds if available.

Paula will add a slide with the current unassigned fund balance and expectation of any increase/decrease to the fund

Discussion and review of each warrant article for wording and accuracy. Eliminate #6 Little Loop Survey and Drainage

Kathy will adjust Admin budget based on Cat’s Booking Service taking on payroll reporting and creating a line item for “Support services/payroll”.

This would include Cat’s Booking hourly expenses and the payroll reporting.

• Other Business

            Discussion of Adam Leiser’s revised 91A request.

            Kathy will send Mailchimp notice regarding DPW blowing of roads this week

Dates for Next Board of Commissioner’s Meetings

April 15, 2021

April 22, 2021

Adjourn Motion to adjourn at 10:58AM by KK second by JB. Approved 3-0

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 8, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday April 8, 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). Kelly Robitaille (KR) and Brad Jones (BJ) attended part of the meeting. The meeting was recorded (audio).                             

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

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

JB noted that he would have changes to the agenda as meeting progressed.

DPW

KR reported that the DPW is getting ready for summer.  Possibly grading roads by end of next week.  Dealing with many pine cones.  Road ban will be lifted by end of next week.

DM raised fill request from 8 Huttwil that was signed yesterday.  KR will handle.

JB made a motion to approve the fill permit from 8 Huttwil.  PD seconded.  Motion passed 3-0.

Discussion on Porridge Shore run off issue which was raised by Beth Gagnon email.  JB observed area.   Discussion about driveway at 10 Porridge Shore that was worked on with additional gravel last year by property owner.  KR believes this is causing the problem and suggested BOC contact this property owner to let them know about problem and ask them to do work on driveway to alleviate runoff.  Discussion on whether 2 houses under construction above this area on East Bergamo could also be contributing to issue – won’t know until this construction complete to see what happens next year. 

JB made a motion to have the office send a letter to property owner at 10 Porridge Shore asking them to correct drainage from driveway.  PD seconded.   PD amended motion that a copy of this letter be sent to Beth Gagnon.  JB seconded.  Amended motion passed 3-0.

ADMINISTRATION

Water bills have been sent. 

2 lien letters were recorded this week.  1 came back undeliverable but has been filed.  

Ted Foley requesting that late fees be waived on back payments from the property formerly owned by his father.  If we agree he will pay back bills and we will turn water back on.   Discussion on whether we should do more research to understand exactly when ownership was changed from bank to Ted Foley with disagreement on whether this would be worthwhile.

PD made a motion to accept Ted Foley’s proposal and to turn water back on at this property upon receipt of payment of past due water bills.  KK seconded.  Motion passed 2-1.

At 9:25, Brad Jones joined the meeting.

PD explained why we asked him to join the meeting and why we had challenged invoice with hours to reformat disbursements.  BJ explained that this was not a learning curve issue but instead because of changes made to the format by Rick Skiranka.   BJ pointed out that many hours had been put in on his part to explain invoices and that he had put in more time than he billed for to explain details on multiple occasions.  Commissioners each spoke about concerns and issues that have occurred. 

JB made a motion to pay the outstanding invoice to Jones & Beach for $686.50.  KK seconded.  Motion passed 3-0.

BOC discussed and agree that the prior approved invoice/check for $1,350 that was being held should also be sent in light of Brad’s explanation.

Discussion followed with BJ, KR and JB on road conditions.  Agreement reached that KR should review the roads with Jake at Dawson to review expectations on getting roads back to original conditions.  JB to attend if available. 

Clarification on manual for pumphouse discussed.  This has already been paid for but is pending completion of pumphouse to be finished at which time the manual will be completed.

At 9:55, Brad Jones left the meeting.

At 9:58 KR left the meeting.

COMMISSIONER REPORTS

JB asked about Primex status on the Wright & Pierce contract.  DM noted that Jerusha has been handling so status on this could be determined upon her return to office.

JB noted email this week on need to complete asset management grant application process. 

JB made a motion to sign the asset management docs.  PD seconded.  Motion passed 3-0.

Discussion on warrant articles.  PD to update word and powerpoint document this week and distribute.

KK noted new line item had been added to budget for accounting contractor services.

BOC agreed that one final meeting should be held on budget and warrant articles to finalize prior to budget hearing.  Meeting scheduled for Monday 4/12 at 9AM.

KK to calculate impact of final budget proposal on tax rate and add to presentation.

KK noted that she had distributed the 2021 budget drawdown which could be discussed in Monday meeting.

MANIFESTS

JB made a motion to approve the manifest for NH Retirement $1,769.41. KK seconded.  Motion passed 3-0.

JB made a motion to approve the payroll manifest for $5,169,67.  KK seconded. Motion passed 3-0.

JB reported that the small claims suit against property owner at 4 Little Loop was filed this week.

Discussion on email from realtor inquiring about property donations for green space.  BOC agreed that DM should reply affirmatively to him.

Discussion on wifi signal in DPW garage based on recomendation from Andrew Harteveldt.

KK made a motion to purchase a wifi signal booster for the DPW not to exceed $175.  PD seconded.  Motion passed 3-0.

Discussion on polycom problems with conference calls.  Issue relates to callcentric software and not to the hardware.  Andrew hoping to resolve it with no action required now.

Ford truck sold on Monday.  Check has been deposited in the operating account in the budget and recorded in Quickbooks as ‘Sale of Assets’.  Insurance coverage on truck has been cancelled.  Funds will go to Unassigned Fund Balance.  Discussion and clarification on how this is accounted for and whether to include in presentation at annual meeting as additional rationale to fund the $50K contribution to the highway equipment CRF from the unassigned fund balance.

DR asked questions about the water extension fund and how to deposit checks from property owners now that this has been officially turned in to a capital reserve account.  KK clarified that this is an expendable trust fund so we can make deposits without taxpayer approval since funds do not come from taxes.  After much discussion, agreement made to continue depositing checks to the operating account and then for district to make deposits to the CRF on a quarterly basis from the operating account to the trustees of the trust funds as she typically only takes deposits quarterly.

PUBLIC COMMENT

DR asked it we have a list of items that need to be complete to finish the Reinach tank project.  KK and JB replied with a list of items including the Upper Lakeview work, the roads near Reinach Tank work, and the pumphouse.  JB also noted that a walk through would be done with contractors with a punch list detailing any final items to be complete.  DR asked if the tank would need to be cleaned and filled.  Also if the old pumphouse would need to be decommissioned and old tanks filled with sand.  JB agreed.  KK noted that per contracts, $64,534 with Dawson was still unspent and this would include $25K for the Upper Lakeview PRV pit and also remarked that $83K of contingency funds also unspent.  DR noted that $80K of reserve funds would have to be spent, KK responded that $5000 of this had been spent.

At 10:47 AM, JB requested a short recess in order to call a non-public meeting at 11:00 AM.  Recording stopped.

NON PUBLIC MEETING

JB makes a motion at 11:02 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 11:52 AM.  PD seconded.  Motion Passed 3-0.

The minutes from the non-public meeting were sealed. 

ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 11:52 AM.  PD seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner