VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 16, 2019
The Board of Commissioners met at 8:00 am on Tuesday, July 16, 2019. In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley. Also in attendance was highway foreman Kelly Robitaille. The meeting was filmed for Madison TV by Tim Hughes.
At 8:00 am 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
Kelly Robitaille has begun working on the list of needs for equipment remaining this year. Does not include unanticipated repairs. Total for all equipment is estimated at $11,151. This includes tires, edges and blades. Does not include salt and sand. Kelly Robitaille outlines $4,000 remaining in sand budget line, will need this and more. There are two loads of salt in the shed and one remaining for purchase on the PO. Kelly Robitaille states that salt will need to be ordered as soon as delivery is available this fall. Adam Leiser questions salt, two loads can be used during one storm. Kelly Robitaille outlines expending full budget on salt and additional on sand. Budget is discussed. Adam Leiser outlines that the budget was set up to include prior expenses that would not be billed until January. Having an average of salt and sand used in the fall months is outlined by Adam Leiser as needed. Discussion on fall weather, there is no way to predict when salt or sand may be needed, variance can be huge between years. Adam Leiser states having the number for average usage would help in planning. Kelly Robitaille outlines not planning on using the salt budget elsewhere for other needs, allow it to remain for salt. Kelly Robitaille outlines putting together numbers for historic salt usage. Discussion on worst case scenario being put together. Capacity for salt storage is discussed. Kelly Robitaille outlines that as salt sits, it does absorb moisture which can reduce overall effectiveness. Kelly Robitaille outlines salt budget has been set based on prior years expenses. Kathy Koziell asks about sand; winter sand and summer sand are not the same. Kelly Robitaille discusses stockpiling sand. There is only $4,000 remaining in the sand line item. Adam Leiser outlines budget will support 5 more orders of salt. Discussion on establishing budgets for future years. Backhoe is due for its 3,000-hour service. Estimate is $1,911.75. This number is part of the $11,151.00. Work would be done by local mechanic; parts will be purchased from Chadwick Ba-Ross. Adam Leiser makes a motion to approve up to $2,000 for 3,000-hour service on backhoe. Kathy Koziell seconds. Motion passed 3-0. Discussion on repair budget being over-expended, total funds expended would also include CRF expenditures, which have depleted the CRF.
Discussion on where to obtain the funds for this overage within the budget. Establishing a work session on the budget is outlined. Chadwick Ba-Ross has notified Kelly Robitaille that additional repair is needed on the road grader. An update to the estimate is in the amount of an additional $2,000. Repair will be an additional week. Adam Leiser makes a motion to have Kelly Robitaille prepare a report on option of selling grader to purchase John Deere road grader. Kathy Koziell seconds. Adam Leiser moves to amend to add the backhoe. Jay Buckley seconds amendment. Amendment passed 3-0. Discussion on fixing things that were inherited and equipment that should not have been purchased is held. Motion passed 3-0. Jay Buckley discusses looking into warranty items with this review. Kelly Robitaille reports that the upper section of Saint Moritz will be worked on today. One of the culverts is blocked at the driveway. Ditch was overwhelmed, so somewhere in the middle of the culvert there is a blockage. Kelly Robitaille outlines that culverts are at same level, not properly flowing downhill. Kelly Robitaille outlines that the concrete basin will be worked on today and the ditch will be repaired to keep water within the ditch line. This repair should hold until the grader is back in service and area can be graded. Adam Leiser discusses cost and time expected on this repair. Adam Leiser discusses spending time on a band aid fix. Discussion on repair, maintenance is needed. Kelly Robitaille outlines legitimate complaint. Kathy Koziell states allow Kelly to do what he needs to do. Jeff will be on vacation next week. Keeping two persons on staff is outlined. Kelly discusses having two persons when Kelly is on vacation. States Jeff gets placed into a supervisory position over the part time employee. Jay Buckley outlines that Jeff knows what to do, was reviewing all roads after the rainstorm. Kelly Robitaille outlines call from Sherriff’s department for a tree down. Kelly Robitaille notified Jeff, who came in to remove the tree. Kelly Robitaille mentions the part time help wanted ad that was discussed. The rate is higher than the full-time employees. Kelly Robitaille adds that writing a personnel policy also needs to protect the personnel. Kelly Robitaille points to Kathy Koziell and Jay Buckley for confirmation that Adam is responsible for the proposed changes to the handbook: Adam Leiser states review by the Board, not individuals. Kathy Koziell outlines Board did review existing policy, corrected mistakes. Kelly adds that he hears things and reads the minutes. Adam doesn’t appreciate the implication. Jay Buckley makes a motion to have discussion on employee handbook and Foreman’s job description at a future date at a scheduled non-public session. Kathy Koziell seconds. Adam questions if review of document in non-public session was appropriate. All 3 Commissioners and Nancy state they believe it was done correctly. Adam states should be public session. It was a mistake to be in non-public for employee handbook review. Adam states vote no on motion. Apologizes for oversight. Outlines Board did review and update. Jay questions if documented response from NHMA. Adam Leiser outlines Natch Greyes of NHMA stated public document. Jay Buckley states yes, public document, but employment matters and how to apply employment matters relates to the current employees. Adam Leiser outlines establishing public meeting. Adam Leiser states unsure if review of document by employees should happen on their own or if while being paid. Kelly Robitaille states that his initial review is not favorable, direct violation of first amendment rights is in there. Updates are detrimental to existing employees. Motion failed 0-3.
Kelly Robitaille shows paperwork regarding culvert reviews and cleaning schedules. Will update the information and will turn it in for Board to review. States that the work is being done and Kelly has the information. Updating the computer with the asset management information is outlined as needed. Kathy will work with Larry Leonard on this.
Jay Buckley discusses cleaning up behind this building. Asks if assistance needed; Jay will obtain a fire permit so the crew can burn the brush that has accumulated.
Calcium Chloride will be used while road grading.
Removing trees and limbs over the roads is outlined. Jay discusses having a contractor look at some of these for removal when working on Little Loop. Discussion on roadside mowing being needed, large amount for DPW to handle.
Jay discusses tree at Porridge Shore Beach. Jay Buckley makes a motion to send written notice to property owner. Kathy Koziell seconds. Adam Leiser states phone call. Jay Buckley discusses having written documentation on file. Urgency does need to be conveyed to property owner. Jay amends motion to include phone call today. Kathy Koziell seconds. Amendment passed. Motion passed 3-0.
Jay Buckley discusses sending information on easement for 6 Little Loop. Jay Buckley makes a motion to send easement request to property owner at 6 Little Loop. Kathy Koziell seconds. Motion passed 2-0-1 with Adam Leiser recusing himself. Discussion on letter is held. Letter will be reviewed for any updates needed and will be a signature item for the meeting of July 27. Modified drawing will be available for property owner to review. Discussion on easement being sideline easement of 10 feet. Any repair at 47 Eidelweiss will not affect Little Loop. Kelly Robitaille outlines need for a full road review for Little Loop. This project may not fit into a full drainage and repair for the road when that would be developed. Kathy Koziell questions if can correct 2 Little Loop drainage issues; not included in current plan. Discussion on use of funds and warrant article wording. Kelly Robitaille outlines that the issue at #2 is not same water flow. A driveway culvert may fix that issue.
Scheduling Thusis culvert will occur later.
Kelly is asked to put together a list of potential warrant articles for 2020. Discussion on replacing 7400 is held. Adam Leiser outlines selling vehicle in October or November will yield a higher selling price than selling in April. Kelly Robitaille outlines cannot sell 7400 in advance, high capacity sander is needed. Should 550 go down, the 7400 is critical. This vehicle is all-season use. Jay Buckley outlines not big enough difference in possible sale price to sell in October instead of April.
A site visit will be set with Kelly Robitaille and Jay Buckley for 47 Eidelweiss Drive.
Jay Buckley thanks crew for filling the holes at the entrance areas.
Jay Buckley congratulates Kelly on obtaining Senior Road Scholar through the UNH T2 programs. This is a big accomplishment which benefits the District overall.
Closure of Burgdorf Road is discussed. There may be a patch that can be done inside the culvert to close the gap that is allowing water to flow around pipe and creating the sinkhole. A plan to getting this road re-opened is to be worked on.
Kathy Koziell outlines that electrician has looked at DPW II lights. Price of $1,100 has been received to replace the high output fluorescent ballasts and fixtures. For $1,200, the ballasts can be updated to LED. Adam Leiser questions if all options have been looked into. Comment on trying to work by garage door light is made; the lights need to be fixed. Kathy Koziell makes a motion to allocate up to $1,200 for repair of lights at DPW II. Jay Buckley seconds. Motion passed 3-0. Outside light repair will be scheduled.
Kelly Robitaille reports a garage door is not operable downstairs. The overhead door company has been called and is expected today.
Jay Buckley discusses voting down of paint for lining basketball court. Jay Buckley makes a motion to allow himself and another volunteer to restripe the lines for the basketball court at the beach on Eidelweiss Drive with paint donated by Jay Buckley. Kathy Koziell seconds. Motion passed 2-0-1 with Jay Buckley recusing himself.
At 9:28 am Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (c) reputation. Jay Buckley seconds. Motion by roll-call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0.
At 11:04 am Adam Leiser makes a motion to exit non-public session and resume public session. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion to increase DPW foreman purchase authority to $3,000 per week from current $200 per day. Kathy Koziell seconds. Discussion on taking action on warrant articles is held. Kelly states should be able to take action. This is for budget covered maintenance items. Motion passed 3-0.
Adam Leiser makes a motion to allow Jay Buckley to act as liaison to DPW. Kathy Koziell seconds. Motion passed 3-0.
Adam motion give DPW access to gravel and asphalt articles with agreement that they will combine work with other roads as appropriate. Kathy Koziell seconds. Motion passed 3-0.
Kelly discusses on call service. Sherriff’s department contact discussed. Swapping phones is not realistic between the two full time employees. Discussion on getting the calls. The weekly stipend is discussed.
Continued discussion in public session, agreed upon by Kelly Robitaille regarding on-call stipend is held. Kelly outlines assessing each call. Adam Leiser makes a motion to compensate Kelly $14.95 per call after hours. No second.
Adam Leiser makes a motion to pay Kelly $100 until this situation is rectified. Kathy Koziell seconds. Discussion on allowing one month to have the Board come up with a solution. Motion passed 3-0.
Review of process will be looked into, on call minimum is 2 hours compared to 4 hours at the State and 3 hours in Conway. Bi-weekly stipend is also to be looked at. Adam states balance trust with information including how we get there to help with voter buy in.
Discussion on having warrant articles approved next year is outlined and discussed.
Overall goal of Board is to try to do things right, take care of employees and balance the needs of the District.
At 11:46 am Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator