2019-05-16 Commissioners Meeting

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

May 16, 2019

The Board of Commissioners met at 8:00 pm on Thursday, May 16, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also present was resident Paula Doyle.    The meeting was filmed for Madison TV by Tim Hughes.                            

At 8:07 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 3-0.   

2. Highway Department Report 

3. Water

4. Administration

Payroll report is reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $5787.33.  Jay Buckley seconds.  Motion passed 3-0. 

Discussion ensues on water hook ups.  Current process for handling receipt of a water hook-up application is outlined as sending the information to the engineers for calculation of water pressure at the lot and checking for degradation to any other connection.  Adam Leiser outlines declining application for 7 Biasca Place without sending to engineers.  The Reinach pressure zone is planned to be built in 2020 and should rectify any pressure issues in this zone.  Jay Buckley discusses placing a data logger on a house near this lot for a pressure check for the region.  Sending a letter to the applicant questioning the time frame for building a house is discussed as an option.  If the applicant is ok to wait until next year, the pressure zone should be installed and available for this lot.  Discussion on also checking on degradation for the other users that is done with the lot hook up engineering.  Discussion on updating the Ordinance to state engineering will be done at Commissioners discretion going forward.  Contact will be made with property owner on timing for intended building.  Adam Leiser makes a motion to send email to applicant asking for date in which water would be desired as available at the house.  Kathy Koziell seconds.  Motion passed 3-0. 

Discussion on updates to the water ordinance for proposal on June 1.  Placing a specific date for each spring and each fall for valve turns that would cost $50 per house with all other valve turns at $100 per house is discussed.  First Saturday in November for shut off and first Saturday in May for turn on are outlined as dates to be recommended.  Nancy Cole cautions that work on Saturday is at a higher rate to the Water Operator.  Statement of allowing the maximum number of residents to take advantage of this service is outlined as reason to propose Saturday. 

Adam Leiser discusses increases water hook up in 2021 to $12,000 with ability to pay the current $8,000 charge in advance if chosen by the applicant.  Nancy Cole outlines that once the hook up is received and approved, the VDOE must install the curb stop valve.  Discussion ensues on what constitutes a water user and the hook up requirements in the Water Ordinance.   

Schedule for upcoming meetings is reviewed.  First meeting of the month is 8pm; second meeting will be at 9am.  All Saturday meetings will be at 9 am.  Schedule will be posted. 

Discussion on letter to Dubois & King regarding the recent bill is held.  Adam Leiser reads the proposed letter to Dubois & King.  Discussion ensues on work being requested by the prior Board and due to Dubois & King.  Adam discusses sending letter and waiting for a response.  Paula Doyle states that an alternative approach may be better.  The letter will be altered prior to being sent.  Discussion continues.  Letter is amended verbally and will be updated.  Adam Leiser makes a motion to sign and mail letter as updated.  Kathy Koziell seconds.  Adam Leiser amends to include signing letter out of session.  Kathy Koziell seconds amendment.  Motion passed 3-0.       

5.  Accounts Payable

The check to Dubois & King just discussed will continue to be held. 

6.  Minutes

Adam Leiser makes a motion to approve 5/14/19.  Kathy Koziell seconds. Jay Buckley discusses invitation to Kelly Robitaille to join the info board; will be updated to include reason for invitation is to allow DPW firsthand review of postings.  Jay Buckley updates discussion on Muddy Beach in section 4 to state that one creates humidity as and the other removes it.  Adam Leiser makes a motion to accept the minutes as amended.  Kathy Koziell seconds.  Motion passed 3-0. 

7. Commissioners Reports

Kathy Koziell discusses the May newsletter.  Newsletter is reviewed.  Questions on the new process for obtaining fire permits is reviewed.  This will not be included at this time until additional information can be obtained.  Additional review of the newsletter is done. 

Adam Leiser thanks Jay Buckley for coordinating the work at Huttwil lot; the roof over the mailbox, bus stop and bulletin board were replaced. Adam Leiser makes a motion to allow Kathy Koziell to give final approval of the newsletter for posting.  Jay Buckley seconds.  Motion passed 3-0.   

Kathy Koziell states she will assist with updating the filing cabinets in the office. 

Kathy Koziell has delivered a set of plans to Bob Nelson of RWN for the Little Loop project to develop an estimate.  Jay Buckley states that discussion with Kelly Robitaille could be held on drainage in this area prior to taking action on this project.  Jay Buckley makes a motion to allow him to discuss Little Loop drainage with Kelly Robitaille.  Kathy Koziell seconds.  Motion passed 2-0-1 with Adam Leiser abstaining as his property is directly involved with this proposed project.   

Electrician Chip Johnson will be in next week to review some electrical needs at DPW, DPW II and the lodge exterior.       

Adam Leiser makes a motion to invite Isabel Pais to join the Communications Committee.  Jay Buckley seconds.  Motion passed 3-0. 

Establishing the Environmental Committee is discussed.  Adam Leiser makes a motion to appoint Larry Leonard, Paula Doyle, John Cancelarich, Patti Aliventi, Marianne Jackson and Mary Alice Lapoint as the Environmental Committee.  Adam Leiser will be the Commissioner representative.  Committee will be officially established Saturday, May 18.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser states he has spoken with John Cooley of the NH Loon Preservation Committee.  Mr. Cooley will meet with Adam and concerned residents tomorrow at 11 am to review pond levels.    

No response has been received on the audit.  The Town of Madison site has been checked; they have the 2017 audit posted. 

Time clock will be looked for in the DPW garage. 

Kelly Robitaille highway road work report will be updated and distributed to the Board. 

The dam management plan will be emailed to John Cooley of the LPC tomorrow morning

The EPOA meeting Memorial Day weekend is discussed.  Commissioners presentation for meeting is outlined. Adam Leiser will outline initial presentation.

Kathy Koziell will draft an email to be sent to the EPOA requesting members sign up for VDOE alerts and newsletters.    

Adam Leiser makes a motion to send thank you letters to all persons involved in mailbox roof project.  Kathy Koziell seconds.  Motion passed 3-0.  Jay Buckley will write the letter. 

Administrative job description will be sent to the Board of Commissioners for review and discussion.  The employee handbook will be reviewed for needed updates.  Adam Leiser outlines an error where a reference is clearly incorrect.  Other errors also exist in this document.  Importance of accuracy in the employee handbook is outlined and discussed.      

8. Signature Items  

Adam Leiser makes a motion to sign the letter to Bill Copeland out of session.  Jay Buckley seconds.  Motion passed 3-0. 

Purchase orders were approved Tuesday, but documentation was not signed at that time.  Adam Leiser makes a motion to sign the Purchase Orders.  Kathy Koziell seconds.  Motion passed 3-0. 

9. Correspondence

10. Scheduled Appearances

11.  Public Comment    

12.  Other Business   

Discussion on construction occurring at 26 Diessbach Drive is held.  Discussion on notification from Madison for building permits issued by the Town of Madison for properties in Eidelweiss is held.  Establishing a process for obtaining building permits is discussed. 

Jay Buckley discusses the houses at 22, 24 and 26 Middle Shore that all have the existing driveway culvert exposed.  The property files will be pulled to check on original installation.    

At 10:23 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.    

Respectfully submitted,

Nancy E. Cole

Administrator