VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 18, 2019
The Board of Commissioners met at 8:00 pm on Thursday, April 18, 2019. In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Dinah Reiss, Gloria Aspinall, Paula Doyle, Mike Dolan, Bev Mattatall, Paul Mattall, Bob Ingram, Jay Buckley. The meeting was filmed for Madison TV by Tim Hughes.
At 8:00 pm Commissioner Adam Leiser calls the meeting to order.
1. Agenda
Adam Leiser makes a motion to approve the agenda. Kathy Koziell seconds. Motion passed 2-0.
The action list is reviewed and discussed.
Adam Leiser welcomes everyone to the meeting.
2. Highway Department Report
3. Water
4. Administration
Review of DPW seasonal work list. Adding dates for when the work should be completed will be done. Jay Buckley questions crack sealing. This is normal workflow so it is not included. Expanding the list to include all seasons is discussed. This will be worked on. Use of Madison’s chipper being included on the list.
Sending an email to the office for items to be included is recommended. Water seasonal work list is reviewed. This will also be expanded to include all seasons.
Gloria Aspinall questions the level of the ponds. All boards are currently out of the dam. Keeping things the way they have been done in the past is discussed as beneficial. Adam Leiser highlights that it would need to be done through the Commissioners. Discussion on questions of process is held. Paula Doyle states not to over-process this. Keeping the ponds at the level best for the loons is highlighted. Quick response is needed. Mike Smith will notify the office of all changes needed to the dam and the Commissioners will be informed. Adam discusses possible placing of a stake at the level in the area of the nest for review. Gloria Aspinall states that she is representing Mike Smith tonight and will advise him of this discussion.
Spring run-off is for VLAP is discussed. Kathy Koziell highlights response from Ralph Lutjen regarding spring testing. Collection for this year’s run-off will be done tomorrow. Email from Ralph Lutjen is read. Adam highlights that reading emails has been done for all correspondence. Not responding to this is discussed based on the non-constructive nature of this email. Kathy and Jay will do the spring run-off testing tomorrow.
Canoe rack registration form was released. Seems to be going well.
The updated lodge form request is reviewed. Adding the reason for use has been done. Discussion on use of the building is held.
The audit is discussed. Completing the management discussion and analysis is outlined. This Board was not involved in the 2018 financials. Use of CRF funds as a balancing for the budgets is outlined. Dinah recommends completing the audit. Release for the audit at the next Commissioners meeting is the goal.
The website is discussed. Having Newsletters on the front page is discussed. Paula Doyle will work with Nancy Cole on updating the site.
Establishing future meetings is discussed. Adam Leiser will work on this.
Adam Leiser makes a motion to ask the EPOA to send an email to all members asking persons to sign up for the VDOE site. Kathy Koziell seconds. Discussion on having assistance to get more persons on the VDOE email list is held. Motion passed 2-0.
Discussion on water usage in 2019 is held. Increase in usage showed a possible leak. Leak was located on Appenvel Way at a home. Discussion on “chasing” leaks is held. Awareness of the system, usage and leaks is discussed.
5. Accounts Payable
Adam Leiser makes a motion to approve 7 checks in the amount of $6,421.35. Kathy Koziell seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.
6. Minutes
Adam motion approve 4/09/19. Kathy seconds. Motion passed 2-0.
7. Commissioners Reports
8. Signature Items
Adam Leiser makes a motion to sign title verification received from the State DOT. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign PO 296. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign PO 297. Kathy Koziell seconds. Motion passed 2-0.
Response to Mark Graffam requesting persons who post on the Facebook regarding VDOE processes contact the office directlyis reviewed. Adam Leiser makes a motion to sign the letter. Kathy Koziell seconds. Motion passed 2-0.
Response to Paul McKenna regarding updates to the Beach Ordinance is discussed. Mr. McKenna’s email to the office is read aloud. Adam Leiser makes a motion to sign the letter. Kathy Koziell seconds. Motion passed 2-0. Discussion on an additional public hearing scheduled for June 6, 2019. Bob Ingram discusses holding the public hearing on a Tuesday night, stating that prior public hearings on the Beach Ordinance were held on Saturdays to allow for weekend persons to attend.
Discussion on service dogs on the beach is held. Legal inquiry was completed. Adding Madison Police’s phone number to the beach signs to report violations is outlined. Enforcement of no dogs is discussed. Adam Leiser makes a motion to sign the letter. Kathy Koziell seconds. Motion passed 2-0.
Adam apologizes for holding the public hearing on a Thursday. Bob Ingram highlights opportunity to review ordinance at the EPOA meeting to be held Memorial Day weekend.
Re-scheduling of the public hearing to Saturday, June 1 is discussed. Allowing overflow parking at the beach parking lots is outlined for review of the parking lots over Memorial Day weekend. Evaluation following the holiday weekend will be done. Getting information to residents is outlined.
Adam Leiser makes a motion to update the letter to Paul McKenna showing June 1 at 9 am for public hearing at the lodge and sign the letter out of session. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign the letter to the EPOA. Kathy Koziell seconds. Motion passed 2-0.
9. Correspondence
McKenna email has been reviewed
Joshua Jennings question on vaping/e-cigarettes is outlined. Including this specifically in the Ordinance is outlined. A letter will be drafted in response. Adam Leiser makes a motion to draft a letter and sign out of session. Kathy Koziell seconds. Motion passed 2-0.
Communication points sent in by Jay Buckley are outlined. Paula Doyle outlines that this has been handled by the Communications Committee.
Response to Mark Graffam regarding the lack of covers at water tanks will be drafted and sent. Ian Hayes has been informed and will replace the cover next week.
Discussion on the update to the Sheriff’s tower is held. Paula Doyle. The Planning Board will advise the VDOE on any action needed.
Diana Dolan, Kevin Flynn, Patti Aliventi and Amy Thompson will be asked to form the environmental committee. Kathy will handle establishing the committee.
The Storm-Water Run-Off certification class will be sent to the environmental committee for recommendation if District should send someone.
Discussion on increase in mailing list to 313 persons.
Letter from Eversource will be discussed April 30.
10. Scheduled Appearances
Jay Buckley discusses property at 34 Oak Ridge Road. Discusses road reconstruction in 2005 that replaced the culvert. Fixing this issue for safety is outlined. Ability to clean a culvert that is over 30 feet has been an issue.
Specs on updating the pump for cleaning the culverts will be ready for April 30.
Adam Leiser makes a motion to install 3-foot additional culvert at 34 Oak Ridge. Kathy Koziell seconds. Motion passed 2-0.
11. Public Comment
Bob Ingram outlines beach raking. Use of volunteers for one-time events in lieu of trying to use volunteers to rake the beaches during the summer. Hiring of a person to handle the beach raking is outlined. Having weekends covered by volunteers and having the DPW crew handle the beaches Mon-Fri is outlined as the intent.
Display of the no-fireworks signs near the entrance will be done.
Eidelweiss side of playground fence needs to be mended. Kelly Robitaille will be asked to fix this.
12. Other Business
Damage to Neighborhood Watch signs over the winter will be reviewed. Signs may need to be replaced.
Adam Leiser makes a motion to change posting of agendas to 10 hours prior from 12 hours. Kathy Koziell seconds. Motion passed 2-0.
Discussion on placing agendas in a more available location on the website is held.
Discussion is held with Officer Mosher regarding enforcement of dogs on beaches. Giving of tickets to persons who violate ordinances is discussed. Violation levels and assignable fines will be looked into by Nancy Cole.
Adam Leiser reviews recommendations from the water committee. Adam Leiser makes a motion to contact Bruce Lewis to become a non-voting consultant to the VDOE water committee. Kathy Koziell seconds. Motion passed 2-0.
Dinah Reiss questions existing design. Adam highlights tank is being reviewed for size and shape prior to getting bids for construction. Updating the project specifications is discussed.
DN tanks will likely be one of the bidders for the tank portion. Discussion continues on engineering, costs, and future savings that may offset expenses over time.
Discussion continues on this project. Options looking forward are being looked at including inspections.
Adam Leiser makes a motion to reinstate work order system. Kathy Koziell seconds. Discussion on process for work orders is held. Creation of additional paperwork is discussed. Difficulties with the process when used prior is outlined. Motion passed 2-0.
Adam Leiser makes a motion to approve work order 1. Kathy Koziell seconds. Motion passed 2-0. Work order is for $5,000 for DPW upgrades. Will be paid from the warrant article for DPW electrical. Having work orders typed is outlined.
Adam Leiser makes a motion to approve work order 2. Kathy Koziell seconds. Work order is for change of PRV valve at Upper Lakeview PRV pit. Funds will come from the warrant article. Motion passed 2-0.
Discussion on creating an exercise program for valves. All valves within the water system will need to be placed on a schedule for exercising.
Adam Leiser makes a motion to send a letter to the property owner of 22 Appenvel Way to replace entire service line by June 15. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to have Ian Hayes submit periodic status updates that will be sent to the Commissioners and water committee. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to have all water information available to water committee. This is being done.
Discussion on mapping. Discussion on creation of maps by Thorne surveyors using full GPS surveying. This is not needed by the VDOE. Cost comparisons done by the former Asset Management committee said this is not cost effective.
At 10:45 pm Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator