VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 2, 2019
The Board of Commissioners met at 8:00 pm on Thursday, May 2, 2019. In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Treasurer Dinah Reiss, resident Larry Leonard, Donna McKinnon, Theresa Hill, Mark Graffam and Jay Buckley. The meeting was filmed for Madison TV by Tim Hughes.
At 8:03 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.
2. Highway Department Report
Adam Leiser discusses meeting with Kelly Robitaille this morning at Burgdorf Drive. The road has been closed due to a sinkhole at the culvert. The road is not safe for travel by car or pedestrian traffic. Larry Leonard discusses the repair done a few years back. Larry Leonard states that the culvert was not cleaned and that this is a factor in the current failure. Adam Leiser discusses finding a permanent fix to this solution. The letter from DES and the file that was created by the engineers will be pulled for review. Discussion continues on cleaning culverts and obtaining documentation for the work completed. Jay Buckley outlines an email that was sent outlining the need to clean these culverts in May of 2018. Creating the log of culvert cleaning is needed going forward. Kelly Robitaille has recommended placing jersey barriers on both sides of the road for protection of all persons. Kathy Koziell makes a motion to have Kelly Robitaille look into pricing of jersey barriers. Kathy Koziell withdraws the motion.
Drainage is discussed. Adam Leiser outlines having 4 volunteers who check roads in areas. Dinah, Jay, Kathy and Adam volunteer. Each volunteer will be emailed their roads.
The next meeting will be May 14th at 9:00 am in the office.
Speed bumps were installed today.
3. Water
Siding will not be done at the Muddy Beach pump house this year.
Reinach tank replacement project is being worked on.
4. Administration
The motion log is reviewed and discussed.
A follow up will be done with DES regarding 23 Huttwil septic system failure.
Discussion is held on review of the Asset Management section on the DES website.
Larry Leonard discusses obtaining information and creating an inventory list of all assets within the VDOE water system. Getting all information in one location that is accessible is discussed. Updating the information and obtaining access is outlined as necessary. Jay Buckley questions repair of curb stop valves within the District and a listing of options.
Jay Buckley discusses backing up documentation within the office.
Discussion ensues on changing pump houses to propane. This will be removed from the motion log and not be pursued.
Discussion on work orders for highway work is held. This will be done going forward.
Discussion on the upcoming Public Hearing for the Beach Ordinance scheduled June 1 is held. Updating information for the public hearing regarding service dogs is discussed.
Larry Leonard outlines water committee status updates. General discussion continues on water system reviews, projects and engineers.
Larry Leonard outlines an extrapolated list of motions reviewed at last Commissioners meeting. Clarification is made that this review included some information that was not motions made at the water committee meeting.
Discussion on remaining action list items is held.
Placing a header on the Eidelweiss culvert at Thusis is outlined as something that should be done by Mark Graffam.
Review of the quotes for the electrical items on the 2019 Warrant for the water system is recommended by Mark Graffam. Discussion on these articles and the funding by the 2018 loan proceeds is held. Each of these projects will be reviewed prior to being done.
Adam Leiser addresses making the deposits to the capital reserve funds authorized at the 2019 Annual Meeting. These deposits will not be made until the end of the year to improve cash flow at year end. Dinah Reiss outlines making the deposits in August. Paying the obligations in August is recommended by Dinah. Mark Graffam outlines that the water system trust fund is due this money and states that the money should be replaced as soon as possible. Guidance by the DRA will be sought on the timing of making the trust fund deposits. An email will be sent tomorrow to the DRA.
Dinah Reiss reviews the April cash flow report. Page two of report shows the balances of the Capital Reserve funds. Placing the cash flow report on the website is discussed. Adding the budget to the website is discussed. Kathy Koziell makes a motion place budget, cash flow and CRF balance sheets on the website. Adam Leiser seconds. Motion passed 2-0.
Budgets are reviewed and discussed. Discussion on the recent QuickBooks upgrade being assigned to the Equipment and Maintenance line item; this item shows at 314% expended due to this.
The Management Discussion and Analysis is reviewed and discussed. Questions remain on past finances; the Board has added a line to the document stating they were not involved with the 2018 financials. Staying within the approved budget is outlined and discussed.
Adam Leiser makes a motion to approve the MD& A as presented for the audit. Kathy Koziell seconds. Motion passed 2-0.
Discussion on beach rafts is held. Replacing rafts going forward is discussed.
Discussion on the TULIP policy through the VDOE insurance company that would have residents purchase event insurance. Looking into cleaning the lodge and adding a cleaning fee for use of the lodge is outlined. This will be looked into.
5. Accounts Payable
Check manifest of 11 checks in the amount of $17,272.84 is presented. Checks and invoices are reviewed and discussed. Adam Leiser makes a motion to hold the check for Dubois & King. Kathy Koziell seconds. Motion passed 2-0. Adam Leiser makes a motion to approve 10 checks in the amount of $15,052.84. Kathy Koziell seconds. Motion passed 2-0.
6. Minutes
Adam Leiser makes a motion to approve the minutes of 4/25/19. Kathy Koziell seconds. Motion passed 2-0.
7. Commissioners Reports
Kathy Koziell discusses the answering service. The service has not been meeting expectations. Kathy Koziell discusses calling other local town offices last weekend to see what they do. Many lines simply rang with no answer. Some did use an answering machine, but not one option to get to an answering service was located. Kathy Koziell makes a motion to cancel Always On Call and update answering machine message to reflect calling 911 in an emergency. Adam Leiser seconds. Motion passed 2-0.
8. Signature Items
Letter to Ken Coop regarding changing of the valve in the Upper Lakeview Pressure Reducing Valve (PRV) is reviewed. Initial correspondence from Mr. Coop is read. Sending by email versus USPS is discussed. Email will be used for this response. Response is read. Adam Leiser makes a motion to sign the letter. Kathy Koziell seconds. Motion passed 2-0.
Letter to Norm Garside placing siding of Muddy Beach on permanent hold is reviewed. Adam Leiser makes a motion to sign the letter. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign PO 298 in the amount of $2,000 for Calcium Chloride. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign PO 299 in the amount of $5,000 for gravel. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign PO 300 in the amount of $3,000 for Sodium Hydroxide. Kathy Koziell seconds. Motion passed 2-0.
Eversource tree cutting on VDOE lots is reviewed. Adam Leiser makes a motion to sign the four cards from Eversource. Kathy Koziell seconds. Motion passed 2-0.
9. Correspondence
Dan Gaudette email regarding speeding on Eidelweiss Drive is read aloud. Adding an additional speed bump on Eidelweiss Drive at the playground is outlined as an option.
Adam Leiser discusses a conversation with Mr. Gaudette regarding this. Adding additional speed bumps will be looked into. Cost will be obtained.
Adam Leiser makes a motion to have VDOE accept invitation from EPOA for Commissioners to speak at the EPOA Annual meeting. Kathy Koziell seconds. Motion passed 2-0. Adam Leiser makes a motion to request the EPOA be asked what topics they want the Commissioners to talk about. Kathy Koziell seconds. Motion passed 2-0.
Email regarding sound quality of Madison TV meetings at the lodge is discussed. This meeting will be checked for sound quality to determine if action is necessary.
Email regarding tamper resistant nuts and bolts is reviewed. This will not be pursued.
Photos of drainage around the District have been received. Lack of words with the photos is outlined.
Email received from resident Mr. Corcoran regarding possible savings on accounts is discussed. Inviting Mr Corcoran to a Commissioners meeting will be done. Adam Leiser makes a motion to send an email inviting Mr. Corcoran to a Commissioners meeting. Kathy Koziell seconds. Motion passed 2-0.
The email from Ralph Lutjen mentioned last meeting is read aloud. Adam Leiser states that the email is disgraceful outlining reasons why he feels this way.
10. Scheduled Appearances
11. Public Comment
Jay Buckley questions allowing making the wood chips that are behind DPW II available. Adam Leiser makes a motion to move the wood chips to the taxpayer sand pile location and announce the wood chips are available to anyone interested. Kathy Koziell seconds. Motion passed 2-0.
Jay Buckley thanks Kathy Koziell and Kevin Flynn for handling the VLAP spring run-off testing.
Roof project at Huttwil mailboxes is planned for Sunday, May 5.
Adam Leiser makes a motion to place vinyl siding on Muddy Beach pump house when the project is done. Kathy Koziell seconds. Motion passed 2-0.
Dinah Reiss thanks Kathy Koziell and Amy Thompson for cleaning up the front entrance area.
12. Other Business
The Communication Committee meeting will be Monday, May 6 at 5 pm.
24 Diessbach will remain on agenda weekly until resolved.
Mark Graffam has copied the office in on an email which he questions Jay Buckley’s statements regarding the water system. Clarification of the comment regarding collapse of the system is requested by Mark Graffam in the email. Jay Buckley states he has not yet responded to Mr. Graffam’s email. Jay states that pressure zones within the District have some fluctuations during peak usage. Jay states that degradation of service is more realistic than ‘collapse’. Dinah Reiss comments that the statement was inflammatory and unnecessary. Jay Buckley apologizes; he did not mean collapse. Adam discusses small water mains as an issue for the water system. Caution on limiting generalities in public session is made.
Adam Leiser states the Board needs a third Commissioner. Adam Leiser makes a motion to appoint Jay Buckley as the third Commissioner. Kathy Koziell seconds. Motion passed 2-0.
At 10:49 pm Adam Leiser makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (d) property. Kathy Koziell seconds. Motion by roll call vote Adam Leiser yea, Kathy Koziell yea and the motion passed 2-0.
At 11:15 pm Adam Leiser makes a motion to exit Non-Public session. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to seal the minutes of the Non-Public session. Kathy Koziell seconds. Motion passed 2-0.
At 10:16 pm Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole, Administrator