2021-02-25 Commissioners Meeting (Amended 2021-03-18)
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday February 25, 2021
The Board of Commissioners met by phone at 9:00 am on Thursday February 25, 2021.
In attendance for the full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), and Paula Doyle (PD), and Administrators Donna MacKinnon (DM) and Jerusha Murray (JM). Treasurer Dinah Reiss (DR) and Kelly Robitaille (KR) attended part of the meeting. The meeting was recorded (audio).
At 9:00 am Commissioner JB calls the meeting to order.
1. Agenda
JB made a motion to approve the agenda. KK seconded. Motion passed 3-0.
2. DPW
KR reported on an emergency call situation that occurred this week when he overheard a request on radio from Madison FD to Madison Public Works to clear a road in Eidelweiss for an ambulance at 5:15 AM. KR was able to contact Madison Fire and let them know he was already on site as he had already cleared the road for the ambulance. He did not know why they had not tried to reach him directly since he had his phone with him and likewise they did not try to contact backup person. He asked that the situation be clarified on process.
JB to reach out to agencies to reiterate emergency procedures and list of contacts. PD suggested that public also be reminded in next newsletter.
KR asked about agenda item for driveway permit for #8 Grandval Way. DM stated that she is reaching out to applicant about incomplete application.
KR asked about inquiry on construction on Class VI Thusis. Discussion followed on helping provide more information on these types of inquiries with request from BOC for office to send fact sheets that have previously been approved to these property owners.
Discussion on power lines running under roads. KR stated that he needs to know where this occurs. JB brought up 91-A request from Mark Graffam on this issue for Reinach Place. JB stated how process works with Eversource placing assets on boundary lines and any lines put underground to private residences do not involve the district unless they run under district property. The pole servicing 9 Reinach is on the property owners side of the road and the conduit from the pole to the house does not cross under district road or property.
He stated that he believes the information he previously provided to Mr. Graffam was correct and he confirmed this with Jones & Beach that the lines underground to the Reinach pump house would be complete when construction is completed in the spring. Office to get back to Mr. Graffam on his request.
KR leaves the meeting.
3. ADMINISTRATION
DM reported that she worked this week with Catherine Deyoe and Audit firm. Auditors requested what written policies and procedures exist for office. No one aware of any specified procedures except Treasurer who stated that checks over $1,000 not left in office and if cash received for a water bill, she would be informed to pick up immediately. PD suggested we put some written policies in place. Office to ask Catherine if she has any template or drafted policy and procedure documents that we could use as a reference point. DR agreed to draft a document upon receipt of anything from Catherine/office.
DM reported that the Adam Leiser 91A request will be complete today.
JB made a motion to approve the meeting minutes from 2/18/21. KK Seconded. Motion passed 3-0.
JB reported that he has initiated process for small claims court using TurboCourt. BOC agreed that the office should be the primary contact and initiator of this process.
JB made a motion for the office to formally start this process and pay the $90 fee. PD seconded. Motion passed 3-0.
Annual Meeting Dates - Reviewed dates. Discussion on the 60-day deadline for calling a meeting as it related to a petitioned warrant article and decided not to include as it could be confusing. All agreed that if anyone was submitting a petitioned warrant and needed assistance, we should provide information and clarification on process if requested.
PD made a motion to adopt all of the dates discussed and to publish these this week. JB seconded. Motion passed 3-0.
Office to post at mailboxes and office. KK and JM to work together on posting on website and email blast.
Discussion on legal fees invoices from January that was brought up last week. PD to make a phone call to Chris Boldt to discuss charges related to annual meeting process that were not requested by the BOC.
4. FUND TRANSFERS
JB asked for clarification on transfer of funds from reserve accounts and the effect on the budget reports. KK also raised question on the posting and reporting for expenses and transfers of funds from either receivables or reserve accounts. Lengthy discussion on this topic with resolution for DM to ask Catherine for clarification. KK also to call DM to discuss in more detail.
JB reported that the water committee met this week. No recommendations or decision required. Do need approval to expend funds for the asset management project.
JB made a motion to expend $20,000 from the Water System CRF for asset management. KK seconded. Motion passed 3-0.
JB explained that this motion is required in order to expend any funds and that these funds will also be insured by Primex as is required by the grant.
** MOTION AMENDED AT 3/11 AND 3/18 MEETING AS FOLLOWS:
JB made a motion to expend $20,000 from the Water System CRF for asset management and to authorize Commissioner(s) to accept the matching grant in the amount of $20,000 and for Commissioner Buckley to act on all matters regarding this project.
KK seconded. Motion passed 3-0.
(Amended by Motion at 3/11 and 3/18 Meetings for required Grant Application language)
5. ACCOUNTS PAYABLE
JB made a motion to approve payroll for $6,962,44. KK seconded. Motion passed 3-0.
6. COMMISSIONER REPORTS
-Waiting on clarification from Brad Jones about $1,375 charge on Contract #6. Also wants to know about the $4,000 contracted for the manual that hasn’t been done yet. Will this take us over budget for the contract? Brad will be at the meeting next week.
-JB spoke to one realtor who we agreed to contact after last meeting to request a CMA. Realtor informed him that we need a Certified Appraisal as opposed to a CMA. After discussion on the most recent Assessment and the process, BOC agreed that an appraisal would be the next step.
JB made a motion to spend up to $500 to obtain a certified appraisal on the lodge. KK seconded. Motion passed 3-0.
Next steps – JB to contact an appraiser to start process.
Discussion on status of on-call engineering agreement with Wright & Pierce. PD asks about questions on agreement that were discussed on 2/4/21. JB to review with engineering firm.
JB made a motion to have the agreement reviewed by attorney. PD seconded. Motion passed 3-0.
JB reports that no bids were received for the Ford 550.
JB made a motion to lower the minimum bid from $29,500 to $24,500 and advertise in 3 local newspapers, Craigslist and Municibid. KK seconded. Motion passed 3-0.
Agreed that the date for bids due will be Wednesday 3/31/21.
JB reported that Stephanie at Wright & Pierce is waiting for an internal signature on their bid for the dam management plan and she will forward to district soon.
KK
Motion/Action Log has been distributed. Agreed that all should update and send any updates to office. Discussion on recording completed items. Additional worksheet will be created and will move completed items to it. JM to follow up.
Discussion on 2021 budget and where to post payments for Catherine Deyoe. If going to leave in equipment, need to increase for 2021. DM to ask CD next week if she has a recommendation for this question.
PD
Should have draft for water emergency plan by next week.
7. CORRESPONDENCE
Most previously discussed. PD asked to discuss email from David Maudsley – did not like tone. In regard to specifics of this note and December email that he referenced, PD reported that she reviewed again in detail and felt that specific comments in regard to accounting were either addressed or did not impact budget overall. PD reported that she did some review of NH RSAs and protocol regarding role of Treasurer in towns and village districts and could find nothing too specific and that many other towns appear to have adopted specific statements or policies regarding the role of the Treasurer. PD suggested that other Commissioners confirm this information and consider whether VDOE should create and adopt a policy potentially with larger role for Treasurer to be more involved in oversight and accountability for accounting practices.
8. PUBLIC COMMENT -- None.
9. ADJOURNMENT
JB makes a motion to adjourn the Public Meeting at 12:33 PM. PD seconded. Motion Passed 3-0.
Respectfully submitted,
Paula Doyle
Commissioner
2021-02-18 Commissioners Meeting
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday February 18, 2021
The Board of Commissioners met by phone at 9:00 am on Thursday February 18, 2021.
In attendance for the full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), and Paula Doyle (PD), Administrators Donna MacKinnon (DM) and Jerusha Murray (JM) and Treasurer Dinah Reiss (DR). Kelly Robitaille (KR) and Bob Ingram (BI) attended part of the meeting. The meeting was recorded (audio).
At 9:01 am Commissioner JB calls the meeting to order.
1. Agenda
JB made a motion to approve the agenda. KK seconded. Motion passed 3-0.
2. DPW
KR reported that International 4200 blew fuel pump. It had to be towed but has been repaired and he will get it back on road this morning. On manifest this was the invoice for $1,018.48 for Albany Service Center.
KR leaves the meeting.
3. Administration
Welcome to Jerusha Murray, new Administrative Assistant.
Tomorrow we promised Adam Leiser completion of his 91A request. DM needs to send him a note acknowledging that we’ve sent what we can but want to take next week to go back and make sure we’ve gotten everything he requested that we can provide.
JB made a motion to approve the public and sealed non-public meeting minutes from 2/11/21. PD Seconded. Motion passed as amended below 3-0.
JB requested that we amend minutes regarding conversation about heat in office. PD to make change and send to office.
DM worked with Catherine on Mon and Tue and they uploaded a lot of documents for audit requested by Scott Egan at audit firm. They have call scheduled for next Monday with him to make sure they have everything that they need. Pointed out email from auditor that their goal is to complete audit by end of April.
JB discussed O/T for part time employees only payable after person works 40 hours within a week.
JB asked about fund transfers made in February – would these show up on audit. KK explained that this is just a cash flow issue and would not impact actual expenditures from the operating budget.
4. Accounts Payable
JB made a motion to approve the manifest of 7 checks totaling $4,441.25. KK seconded. Motion passed 3-0.
Questions from JB – Paid Catherine $556.50 – is that for month or week? It was for Jan 4-Feb 15. Amerigas bill for what locations? It is 2 invoices for chemical room-DPW1 and DPW 2. What was Lawyer invoice for? $459 for annual meeting and $272 was for additional information for 91-A request. Question about why we are being billed about annual meeting information. DM to send invoice for review by Commissioners to be discussed next week. Commissioners agree to ask DM to hold the lawyer’s check for release until next week.
JB wants to talk about manifests in general. We’ve been doing one every week. Like we do payroll every week, can we do manifests every other week on non-payroll weeks? Would it be more efficient to do every other week? DM says it would be much more efficient that way. JM to check legal requirements on the retirement payments – in NH they have a date that check needs to be there. Leave it up to office on when to run manifest. PD asks about how we will be aware of automatic payments. DR says you will see the debit coming out of our account. Office to report when those are made.
5. Annual Meeting & Budget
Any bills in January that would impact 2020 budget, KK asks that DM send her most recent P&L for last year and KK to update the final budget for what was spent in 2020 so that we can decide if this would impact budget for 2021. KK will also have a report for 2021 to date for next meeting.
May 22 date. Warrant article for lodge to have that lot possibly sub-divided. JB has found that Ron Briggs Surveyor in Conway is familiar with Eidelweiss – he believes that the lodge & cabana building already reside on individual lots and he has old map showing that with written deeds for those from Great Northern. JB asked Linda Shackford the maps that they have from 1970 with 1 lot. KK says that what she looked at the pool and cabana were on one lot and the lodge was on another lot. If the lots were combined, Madison told JB they will re-divide them at no cost. Registry of deeds has the deed - JB to pick up tomorrow. Office to contact 3 real estate brokers to give us a CMA (Jim Lyons @ Select, Steve Anderson @ Pickham, Marjorie MacDonald @ Remax.) Discussion on next steps. Agree to get feedback from agents and go from there.
BI has joined the meeting for discussion on the annual meeting. He shares that there’s a feeling in the community that the election should move forward and not wait until May. KK asks if office has heard from anyone about the date to move to 5/22. Nothing has been received. Discussion on additional costs to have 2 separate dates would include cost for school gymnasium cleaning and for voter checklist committee to be at both meetings. Dates to register to run for office starts on 7th Wednesday before town meeting (4/7) extending til following Friday (4/16). All agree that there’s no value in running election early.
Public budget hearing set for Thursday 4/22 at 7 PM and continuing on Monday 4/26 at 7 PM (only if needed). Will be done with Microsoft Teams. Practice session for teams on 4/19 at 7:00 PM. Notice in paper by Tuesday 3/23. BOC agrees it makes sense to post budget and warrant by 4/15 so people have opportunity to review in advance of budget hearing. Petitioned warrant articles due by 4/20. JM to set up a practice session with Commissioners to test use of running the MS Teams software.
10:27 AM BI leaves the meeting. Office to draft the newspaper notice. When that is confirmed, KK and JM to discuss doing an email and posting to website early next week.
6. Commissioner Reports
JB
-Looking at on call engineering services. Rcvd quote from W&P for performing the asset management project. Will bring to water committee to review. No date yet for water committee meeting.
-Sent email about Ford F550. No bids on Municibid. We had decided to put on Craigslist and 3 local papers but the papers were not done. Have had interest from someone who saw it on Craigslist. Wait until 2/24 to see if any bids come in and if we need to re-run, post in papers at that time.
-Emergency plan for dam on small pond – got message from Stephanie who is waiting for signature on quote before sending it to us.
-References prior discussion on rooms & meals tax and whether worth it to petition at Madison town meeting that we go after it. JB is in favor of doing this and willing to write it up and go to Madison town meeting to support it. KK asks if can we find details on which homes it comes from so that we can justify how much of it comes from Madison so we can determine how much of it comes from Eidelweiss. JB responds that DRA does have the detail. You can fill out a form to get this info. JM to research and work on this issue.
-JB has also been searching for former resident who owes back water fees and had agreed to pay in installments. He has found several addresses but hasn’t determined current address yet.
-DW permit for 8 Grandval – it is on a Class V road.
-JB inquired about first payment from person who said they would pay installments. DM reports we got first payment this week and sent new statement to her.
-KK
-Took motion/action log and cleaned it up a bit and added new items from last 2 meetings, will add this meeting and send out again. JM will be able to take over this project.
-PD
-Status on emergency water plan. Waiting to hear from Ian on this project. Hope to have by next week.
Further discussion on asset management proposal.
7. Correspondence – Bob Ingram email. Catherine Deyoe email.
8. Public Comment -- None.
9. ADJOURNMENT
JB makes a motion to adjourn the Public Meeting at 10:55 AM. KK seconded. Motion Passed 3-0.
Respectfully submitted,
Paula Doyle
Commissioner
2021-02-11 Commissioners Meeting
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday February 11, 2021
The Board of Commissioners met by phone at 9:00 am on Thursday February 11, 2021.
In attendance for the full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), and Paula Doyle (PD), Administrator Donna MacKinnon (DM) and Treasurer Dinah Reiss (DR). Bob Ingram (BI) attended part of the meeting. The meeting was recorded (audio).
At 9:00 am Commissioner JB calls the meeting to order.
1. Agenda
JB made a motion to approve the agenda. PD seconded. Motion passed 3-0.
JB corrected the non-public meeting reason from employee review to employee hiring.
No DPW report today because Kelly and Jeff are attending a pavement class.
2. Administration
-Discussion on Jones & Beach bill for $1,375 that would take us over Contract #6. DM states that she is still waiting to hear back from J&B on this issue. KK comments that it was likely a clerical mistake from someone not close to project and that it can be redistributed by J&B.
-No water operator report today but results from Granite State all passed.
-JB reports that he spoke to Kelly Robitaille who confirmed that the furnace estimate from Dan Whitelaw included only 1 unit as he determined that was all that was necessary. Discussion on current heating system for the office which relies on the hot water heated via boiler in garage. We might need to put a new electric heater in the office to replace supplement current system.
-DM reports that we received payment from builder at 8 Eidelweiss Drive for the re-paving portion of the work done to hook up the water. KK told DM to post this to the same account that we posted the invoice for the work done by Ian Hayes.
-Driveway permit received for 8 Grandval but not certain if on Class V or Class VI section of road. JB to assist DM in reviewing the tax map for this lot to determine where located.
-DM to work with Catherine Deyoe on communication with auditors and getting form filled out from Health Trust and Primex.
-JB has filled out Commissioners form and brought hard copy to office. DM to send to auditors.
-Discussion on notes kept by auditors to answer questions throughout process.
-DM confirms that the Water Extension fund has been established by Madison trustees as an “Expendable Trust Fund” that can be accessed more frequently than trust funds to pay invoices. DM will send invoices to them for payment as they are received.
JB made a motion to approve transfer of $26,256.87 from current water line extension fund to the new water line extension expendable trust fund. KK seconded. Motion passed 3-0.
DM noted that the 2 prior check requests from the CRF’s for ledge probes and office equipment were complete and available from Madison trustees.
JB made a motion to transfer $15,000 from the operating account to the Reinach water project account. KK seconded. Motion passed 3-0.
Discussion about transferring electronically or via paper trail and check. Agreement that paper trail and check preferable in the interest of record keeping and transparency.
-DM reports that she contacted the district court about a court order on an outstanding invoice. Was informed that we could fill out a non-compliance form but without a current correct address, the court will not be able to serve it. JB stated that he will do some research to track down the current address.
3. Accounts Payable
JB made a motion to approve the manifest of 8 checks totaling $7,257.33. PD seconded. Motion passed 3-0.
JB made a motion to approve the water project manifest of 1 check for $15,000. PD seconded. Motion passed 3-0.
4. Annual Meeting
At 9:31 AM, Moderator Bob Ingram joined the meeting.
JB reported that he was waiting for decision from Principal at Kennett Middle School on whether or not VDOE could use the school gym on May 22 for annual meeting. Also attended seminar this past weekend (BI also attended) on annual meetings and realized that we might possibly be able to put chairs in pairs for people attending meeting together enabling us to fit more than 46 people in the Madison Elementary gym. Discussion on voting and masks. BI suggested we take a break after 1 hour to let people go outside and take off mask. Next steps agreed that BI would confirm with NHMA that we could do drive up voting with traditional meeting. DM to reach out to Madison Elementary and checklist people to check availability for 5/22. JB to continue pursuing Kennett Middle School info if Madison not a possibility.
Discussion on possibly scheduling a special public hearing on topic of funding of $20,000 asset management warrant article. After discussion agreed this would not be necessary.
At 10:15 AM, BI left the meeting.
Discussion on dates for budget hearing and for submitting applications to run for office. Will determine and discuss next week. Discussion on whether to pursue portion of hospitality taxes from Madison this year – KK recommended against. JB asked for more time to consider.
5. Payroll
JB made a motion to approve payroll in the amount of $6,166.97. KK seconded. Motion passed 3-0.
Question raised about paying overtime rate to part-time DPW employee. JB to check on Overtime rules for part time employees.
6. Commissioner Reports
-JB – already discussed.
-KK - nothing new. Discussion on Motion & Action log.
-PD – will discuss hiring of Part-Time Administrator in non-public meeting.
7. Correspondence
-Discussion about Chris Albert response on information for Upper Lakeview proposal who stated he needs Lidar mapping. JB states that he looked back at project invoices and district has paid Jones & Beach to complete this project but never received. J&B hired a surveyor to complete the work. JB to reach out to Brad Jones through the office to obtain status on this project.
-DM reports that a new property owner inquired about installing an outhouse on property. She checked with Bob Boyd in Madison who was not aware but JB informed all that DES does all approvals on septics and property owner would have to show us approval from DES.
8. Public Comment
-DR inquired if the equipment for the Reinach tank project that had caused postponement had been delivered yet for installation in the spring. JB and PD reported that this question had been asked and answered affirmatively by Ian Hayes at meeting the week before. Agreed that this should be confirmed in next meeting with water operator.
9. Non-Public Meeting
JB makes a motion at 10:47 AM to go into Non-Public for RSA 91-A:3, II (b). PD seconded. Motion Passed 3-0.
JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to Public meeting at 11:02 AM. PD seconded. Motion Passed 3-0.
During the non-public meeting, BOC passed a motion to seal the minutes.
10. Meeting Minutes
JB made a motion to approve the public and non-public meeting minutes from 2/4/21 and 2/9/21. KK seconded. Motion passed. 3-0.
11. ADJOURNMENT
JB makes a motion to adjourn the Public Meeting at 11:04 AM. KK seconded. Motion Passed 3-0.
Respectfully submitted,
Paula Doyle
Commissioner
2021-02-04 Commissioners Meeting
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday February 4, 2021
The Board of Commissioners met by phone at 9:00 am on Thursday February 4, 2021.
In attendance for full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), Paula Doyle (PD) and Donna MacKinnon (DM) and for part of the meeting, Kelly Robitaille (KR), Dinah Reiss (DR), Bob Ingram (BI), Ian Hayes (IH) and Peter Knudson (PK). The meeting was recorded (audio).
At 9:02 am Commissioner JB calls the meeting to order.
1. Agenda
JB made a motion to approve the agenda. KK seconded. Motion passed 3-0.
2. DPW Report
-Driveway permit for 17 East Bergamo was submitted for completion. KR reports it was completed as permitted.
JB made a motion to give final approval of completion to the driveway permit for 17 East Bergamo. KK seconded. Motion passed. 3-0.
-KR reported that someone is coming to look at 550 truck for sale. Discussion on how KR should respond to questions about price. Agreement that he should refer any questions on price to the BOC.
-Discussion on recent storm with praise to DPW for job well done.
3. Administration
-DM reports that $86,935.86 disbursement has been received for Reinach project. Will be placed in project account and will reimburse $15,000 to the operating account. DR confirmed deposit and reported $88,252.90 current balance in project account. KK reported that approximately $250K of the $295K grant has now been received.
-DM heard from Kathy Moore about Capital Reserve account – we are on agenda for 2/11 meeting. Paperwork will be processed by then.
-DM has sent out the certified letters to overdue water bills as previously discussed. Some have already had water shut off. DM to work with IH on shutting off all others as notified.
-JB made a motion to approve the public and non-public meeting minutes from 1/28/21. KK seconded. Motion passed. 3-0.
-JB made a motion to approve the non-public meeting minutes from 1/23/21. KK seconded. Motion passed. 3-0.
-JB made a motion to approve the minutes from 3 non-public meetings from 1/21/21. PD seconded. Motion passed. 3-0.
-JB made a motion to approve the manifest of 7 checks totaling $6,450.45. KK seconded. Motion passed 3-0.
JB asked for clarification on the $3,320.71 payment to Bank of NH. DR confirms that this is the final interest-only payment for the tank project approved in 2018. Another payment will be due in August that will be the first principle plus interest payment due and will continue for 12 years. Per email she sent to office, she wants to confirm this is being accounted for in 2021 budget. KK confirms this will be in the budget.
-DR reports that the Bank of NH is sending paperwork to approve that 3 loans will be set up as auto payment moving forward. DM later reports that this has arrived and will be signed today by JB and DR.
-Discussion on 2021 Audit and timing. PD reminds JB that he needs to fill out the form that is outstanding for the BOC to provide auditors information. DM to reach out to auditors on timing.
-PD asked KR if any further information from D. Whitelaw on his furnace estimate discussed in prior week. KR still awaiting call back. Also waiting for one other estimate.
-JB states he has yet to receive an estimate for brush cutting over water lines. Asks if this should be part of operating budget or special warrant which we tabled last week. KK points out that since it was part of a sanitation survey as work that needs to be done so it should be put in operating budget in order to ensure funding.
-JB reviews email from property owner requesting information on potential purchase or guarantee of green space for 2 lots on Dorfli Road. After discussion, BOC agrees that district will not be selling any property at this time. DM to communicate this to property owner.
-JB discusses seminars from All States Paving which he is planning to attend. KR states he has gone through all this training already but will look through any additional training information from UNH.
4. SCHEDULED APPEARANCES
-At 9:30, PK and IH join meeting. Discussion on providing temporary water service at 9 Reinach Place to help PK finish construction on his home. JB brings up water ordinance asking if we should even consider exceptions. KK states that it is similar to zoning board providing ordinances and we should consider each case individually on its merits. PD agrees but also states that property owner should work separately with water operator at their own expense to develop options and then approach board with proposal as opposed to coming to BOC and asking board to solve the problem. IH states that he has not spent additional time/cost to consider this situation. After discussion with PK and IH, BOC agrees that PK and IH should discuss off-line to determine if there is a solution that will not impact the district financially or put the district water system at any risk.
At 9:49 AM, PK leaves the meeting.
-IH reports that he has gathered all of the necessary information that PD requested for the Emergency Water Plan. He needs to input in to the file and get it in good order. Will send over soon.
-IH reports that he is currently doing standard pump maintenance. Will be checking bleeders. Discussion on water and electric usage.
-PD asks about JB’s draft on DPW involvement on water excavation projects. IH shares concern that if we give most or all of the day to day work to DPW, current contractors may be less willing to jump in when we need them for emergencies when DPW might not be available or able to do a project. IH recommends that we give some work to DPW – smaller jobs that make sense. BOC agrees that it makes sense to let IH decide when it makes sense to use DPW and when best to bring in outside contractor.
At 10:07, IH and KR leave the meeting.
-At 10:08, Moderator BI joins meeting. Discussion on rescheduling of annual meeting and location. PD states she would not be comfortable attending any meeting until vaccinated. KK states she would be comfortable attending a meeting at an appropriate location. Additional discussion on the warrant article drafted to obtain $20K funding for asset management to match the grant already awarded. Approval on these funds needs to be made in April. Confirmed that the funding can be done from the Water System Capital Reserve through BOC approval. BOC agrees to do this and will also revise the drafted warrant article to replace the $20K taken from the reserve account from the Unassigned Fund Balance. After much discussion, agreement that ideal meeting date will be May 22 at the Kennett Middle School gymnasium pending information on cost and info on how many people could attend at this location. JB to contact Kennett School on availability, cost and capacity. JB awaiting confirmation that public hearing can be held virtually if traditional in person meeting being planned. Final dates for public hearing dates to be discussed at meeting next week.
At 10:34 AM, BI leaves the meeting.
5. COMMISSIONER REPORTS
JB-All previously discussed.
PD-Shared topline on results of job placement ad on indeed, details to be shared and discussed in non-public session. Brought up a couple concerns on the Wright-Pierce agreement – length and cost of travel to district and ownership of designs and plans. Suggests that this agreement be reviewed by attorney. PD makes a motion to send this agreement to Chris Boldt for review. JB seconded motion. After discussion that JB should first have discussion with WP on these concerns, PD withdraws motion.
-KK-New calendar widget on website stuck on January – working on it. Received resume from Chris Albert for a surveyor he would work with on Little Loop project, awaiting his proposal. Reminded PD and JB to review the Motions/Actions log and share any updates with office.
6. CORRESPONDENCE
-Ron Briggs Surveyor in North Conway will be getting back to us soon with proposal. Water committee emails – setting up a meeting soon.
7. PUBLIC COMMENT
None
8. NON-PUBLIC MEETINGS
JB makes a motion at 10:51 AM to go into Non-Public for RSA 91-A:3, II (a). PD seconded. Motion Passed 3-0.
PD makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to Public meeting at 11:21 AM. JB seconded. Motion Passed 3-0.
JB makes a motion at 11:21 AM to go into Non-Public for RSA 91-A:3, II (b). KK seconded. Motion Passed 3-0.
JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to Public meeting at 12:02 PM. KK seconded. Motion Passed 3-0.
During the non-public meeting, BOC passed a motion to seal the minutes.
10. ADJOURNMENT
JB makes a motion to adjourn the Public Meeting at 12:02 PM. PD seconded. Motion Passed 3-0.
Respectfully submitted,
Paula Doyle
Commissioner