VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 18, 2019
The Board of Commissioners met at 9:00 am on Thursday, July 18, 2019. In attendance were Commissioners Adam Leiser and Kathy Koziell. Also in attendance were Gloria Aspinall and Treasurer Dinah Reiss. The meeting was filmed for Madison TV by Tim Hughes.
At 9:13 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 2-0.
Adam outlines that he is using his phone for the agenda as no printouts are available for today.
2. Highway Department Report
3. Water
4. Administration
Adam Leiser discusses review of March 12th meeting minutes. Review of video has been done. Adam Leiser makes a motion to update the March 12th minutes to the verbatim quote outlined by Adam in recent email. Kathy Koziell seconds. Motion passed 2-0.
Payroll number is reviewed. Payroll report and timecards will be reviewed next meeting as no printout is available to sign today.
Discussion on printer in office. Ordering cartridges earlier is discussed. Statement that last toner has only lasted a few weeks; normal is over a month. Cartridges are on order and shipping confirmation has been received.
5. Accounts Payable
6. Minutes
Adam Leiser makes a motion to approve the minutes of July 11, 2019. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to update June 30th minutes to verbatim motion for water testing as submitted by Paula Doyle. Kathy Koziell seconds. Motion 2-0.
7. Commissioners Reports
Kathy Koziell is working with electrician on lights at DPW II.
Work is being completed on the water system electrical updates approved at the annual meeting. Work is being separated into two segments for water system; general electric work and SCADA specific work.
Jane Gunn has sent an email updating Environmental Committee issues. Nancy will contact Jane for the information to be sent to the Board.
Adam Leiser makes a motion to not adopt a 24-hour policy for inclusion in the meeting. Kathy Koziell seconds. Discussion on slowing down the process by intentionally restricting discussions on current information. Motion passed 2-0.
Discussion on establishing an email address for Kelly. Has not been done as Kelly has no way to review the email. Adam Leiser makes a motion to ask Kelly Robitaille regarding establishing Outlook on his personal phone. Kathy Koziell seconds. Discussion continues on creating a paper trail for DPW. Kathy Koziell moves to amend motion to allow her to discuss this with Kelly Robitaille. Adam Leiser seconds. Motion passed 2-0.
Adam questions if Charlie Krautman report is on the website. Yes.
Adam questions if Charlie Krautman report has been sent to Environmental Committee. Yes.
Adam questions Joe McLaughlin statement of interest in joining the Environmental Committee. Nancy confirms office has been in contact with Joe who is reviewing information prior to making his decision.
Adam questions water committee information regarding curb stop valve lowering. Ian Hayes will be asked for status update.
Kathy Koziell will include status of brine system for discussion with Kelly Robitaille.
Monday, July 29th at 9 am is scheduled VLAP testing. John Rocharz of EPOA has contacted VDOE with this information. Adam Leiser makes a motion to allow Adam Leiser to comment on social media regarding pond water testing. Kathy Koziell seconds. Getting correct information to the public is outlined as reason to allow this post. Motion passed 2-0.
Adam states that he feels good about current EPOA status and relationship.
Adam Leiser discusses thanking EPOA for Saturday event. Everyone had a great time. Adam Leiser makes a motion to send thank you letter to EPOA. Kathy Koziell seconds. Motion passed 2-0.
Discussion on letter to EPOA regarding sharing email addresses. EPOA will be asked to look at how to manage this information exchange.
Mr. Gagnon has not responded to voicemail left.
No response has yet been received from 22 Oak Ridge Road.
Adam Leiser states he was approached by resident who is upset that he has conveyed message that EPOA was not properly testing the beaches. Adam has apologized to resident. Gloria Aspinall adds that she believes the testing was done correctly. Adam reiterates that he repeated third party information and should not have. Kathy Koziell outlines that the belief that testing was done incorrectly had come from a seminar outlining proper testing techniques. Adam apologizes for misinformation.
Price for speed bumps will be distributed.
Volunteer handbook is questioned by Adam Leiser. Establishing a protocol is outlined. Including harassment policy is discussed. Kathy Koziell separates physical volunteers for a day job from committee members. Nancy will follow up with Jay on status. Board agrees to establish this as a priority.
A follow up will be sent to Jim Rines regarding Burgdorf Road.
Possible repair option to get the road open is being looked at.
Adam Leiser discusses email of June 8 from Mark Graffam asking status of policy on clearing culverts when at 50% or more. Response was sent to Mark regarding other items within this email. This issue will be addressed. Clarification from Kelly is discussed. Adam Leiser makes a motion to have Nancy ask Kelly Robitaille if culvert policy in place for 50% or more get clean. Kathy Koziell seconds. Discussion ensues. Motion passed 2-0.
Gloria Aspinall outlines prior collection of information regarding status of all road culverts that she did a few years back. Adam outlines that review was done on Tuesday; Kelly does have the information in handwritten form. Kathy Koziell outlines road steward reviews. Dinah Reiss outlines information is in the office but may not be updated in the computer. Discussion ensues on road steward process; it has not been perceived as assistance by the highway foreman. Intent is to provide additional information to the highway foreman.
Water Committee meeting minutes of April 12th are discussed. Establishing a valve maintenance program was outlined as something that should be pursued. No action has been taken on this as of now. Discussion on turning valves that have not been turned in many years can result in the need to replace the valve; high risk. Establishing a valve turn program will be followed up with Ian Hayes for both Isolation valve and curb stop process by Nancy.
Emergency Action plan that will be developed for the dam in event of a breach is discussed.
Obtaining quotes for work on the dam from the DES approved engineers list is in process.
Questions for John Cooley have been sent. Adam Leiser makes a motion follow up if no response by tomorrow. Kathy Koziell seconds. Motion passed 2-0.
A blank copy of the Dam management policy will be sent to the Environmental Committee. Discussion on dam management.
Adam Leiser makes a motion to allocate $100 for two boards for the dam; one 8 inch and two inch; the other is a 4 inch and 6 inch. Kathy Koziell seconds. Discussion ensues on managing the pond levels. Motion passed 2-0.
Adam Leiser discusses raking of beaches this past weekend. Some trash was noted to be off to the side. Took around 1.5 hours. Discussion on raking beaches.
Some beaches need sand. Adam outlines sand being needed at Thusis and Boulder Beach as well as Porridge Shore. Water run-off at the beaches is discussed. Ability to counteract this effect is discussed. Adam outlines developing a plan to help mitigate this. Adam Leiser makes a motion to have environmental committee review all beaches for sand and water runoff. Kathy Koziell seconds. Motion passed 2-0.
Gloria Aspinall comments on prior discussions with DES regarding adding sand to beaches. DES was not open to adding the desired amount of sand to allow for persons to not step on rocks.
Adam Leiser makes a motion to have information from Commissioner minutes be extracted into an email and sent to appropriate committee chairs. Kathy Koziell seconds. Discussion ensues on having this done. Using this laptop can be done. Motion passed 2-0.
Adam Leiser makes a motion to allow canoe rack space not occupied by July 1 can be reassigned to someone else. Kathy Koziell seconds. Discussion on this possibility is held. Motion failed 0-2. Kathy will bring to Communication Committee for discussion.
Adopted mission statements will be added to the website. Environmental and Communication exist, Water will be checked on.
Jane Gunn email regarding port-o-potties requested that information regarding possible trash in the port-o-potties be given to the company providing the estimate. $200 a month times 5 beaches is estimate at this time for the cost of having port-o-potties at the beaches.
Adam Leiser makes a motion to send a letter to the Police requesting they give tickets for release of fireworks. Kathy Koziell seconds. Discussion on creating change by giving tickets is held. Discussion on enforcement for violations is held. Options have been reviewed; Board is trying to increase compliance. Muddy Beach is discussed as an option for a place to bring dogs. Motion passed 2-0.
July 11 request for information on closing outhouses has not yet been acted on.
Request for whether or not VDOE is required to do beach testing has been requested from DES.
Incorrect information on social media is discussed. Establishing a Facebook page is outlined. Discussion will be held with the Communication Committee. Pointing people to VDOE website is outlined as most appropriate means of getting information out.
Adam Leiser outlines updating website:
Office hours policy will be updated on website.
Public Hearing proposed updates from June is discussed. Adam Leiser discusses removing old information from the website.
Beach Ordinance will also be updated from June.
8. Signature Items
9. Correspondence
Email from Mark Graffam was received regarding establishing fees.
Email from Ralph Lutjen has been received regarding establishing a committee for the Big Pea Porridge Pond Association. Jay Buckley will attend. Information has been sent to the Environmental Committee members should they wish to attend.
10. Scheduled Appearances
11. Public Comment
Gloria questions updates to employee handbook. This has not yet been adopted. Modifications are expected but not yet decided. Gloria questions removal of nepotism restriction. Adam Leiser outlines that hiring of relatives would be allowed only after full attempt to hire outside. Kathy Koziell adds full review of all possibilities to be done prior to hiring a relative. Gloria Aspinall recommends not altering the existing restriction.
Gloria questions hiring part time DPW employees at $25 per hour. Outline that CDL is being required. Clarification that intent is $25 per hour for snowplow operations and $20 per hour for summer work. Gloria states that hiring part time employees at a higher rate may not be advisable. Adam Leiser outlines intent to hire part time employees for betterment of DPW.
Dinah Reiss questions receipt of 5500. Breaking in of new truck is discussed. A follow up will be done with Albany Service Center.
Adam Leiser discusses snow plowing at the end of last season; this was not the responsibility of this Board. Signing of documents to purchase the truck is outlined as having been done as soon as possible.
Dinah Reiss discusses placing a light in the parking lot for this building. Kathy Koziell will work on this. Using the Summit pump house exterior may be an option.
Dinah questions information from Kelly. Requests for information regarding road work and plans for upcoming work have been discussed with Kelly.
Adam Leiser makes a motion to open the two road warrant articles for action by Kelly Robitaille. Kathy Koziell seconds. Motion passed 2-0.
12. Other Business
Adam Leiser discusses Ralph Lutjen offer to work on the gardens. Adam reiterates he is not in favor of this but will vote yes if Kathy wants to approve. Adam Leiser motion allow Ralph to maintain the garden at entry and office. Kathy Koziell seconds. Adam Leiser discusses that he would vote no but will vote yes because Jay Buckley would vote yes if present and to allow moving forward. Motion passed 2-0.
At 11:16 am 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 11:20 am 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.
Quick discussion on review of employee handbooks is held.
At 11:21 am Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator