2019-08-01 Commissioners Meeting

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

August 1, 2019

The Board of Commissioners met at 7:00 am on Thursday, August 1, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was Kelly Robitaille.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 7:00 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

Adam Leiser makes a motion to approve the agenda.  Jay Buckley seconds.  Motion passed 3-0. 

Action list is reviewed and discussed.  

2. Highway Department Report 

Kelly Robitaille reports that as culverts are being cleaned, posts and numbers are being replaced.  Gravel is being placed in locations in anticipation for return of the road grader.  Additional cost will be looked into.  Grader is expected in another week.   

Backhoe service will be completed Monday of next week.  Discussion on the backhoe and intent to change to John Deere is held.  Issues with the heavy equipment are outlined.  Quality does not appear to be there with this equipment.  Kelly has discussed repairs with State personnel; the State is moving away from Volvo.  Discussion on original purchase is held.  Volvo has discontinued production. 

Kelly Robitaille discusses ordering parts needed for Thusis project and Little Loop project so that parts are on hand when ready to begin construction.  Thusis should take 3 to 4 days; Little Loop anticipated at 2 days.  Discussion on projects are held.  Revisions will need to be made to the drawings prior to obtaining DES permits for these projects.  Adam Leiser outlines need to have projects set prior to ordering parts.  Basins will be needed regardless of amendments to drawings.  Easement on properties at 4 and 6 Little Loop are reviewed.  Jay will be working on updating the drawings.  Adam Leiser discusses having a final copy of drawing available prior to notification to property owner.  Discussion continues on need for drawing to be finalized.  Purchase of items for the projects will be held for next meeting.     

Gravel has been added to the upper section of Oak Ridge Road. 

Calcium Chloride will be used as needed going forward for dust control. 

Kelly Robitaille outlines that a dumpster is needed in order to complete the cleanup of the back yard.  All metal will go for scrap, culvert pieces and canoes will need a dumpster.  Agreement with PSNH to clean the area is outlined.  Discussion on cost is held. 

Kelly reports that there is still wood on Reinach Place within the right-of-way.  Wood debris is still at edge of street.  Discussion on need for removal and rights of VDOE.  Adam discusses direct communication with the property owners.  Kathy Koziell makes a motion to have Adam Leiser contact property owner of trees on Reinach Place.  Adam Leiser seconds.  Discussion on paper trail.  Kathy Koziell amends motion to send discussion summary in writing; Jay outlines letter and then discuss.  Discussion continues on making contact.  Jay outlines process of contact in writing for documentation.  Motion passed 3-0. 

Kelly Robitaille discusses erosion stone placed at entrance of culvert on Diessbach.  Kelly Robitaille outlines that the stone is slowing water and this is not proper drainage.  Adam Leiser outlines potential situation with taxpayer not complying with Ordinance regulations or possibly State regulations.  Discussion on approval of second driveway; this was approved a few years ago.  Kelly Robitaille outlines current issue is within right-of-way at culvert.  Jay Buckley makes a motion to send letter to property owner to remove materials within right of way by August 15th.  Kathy Koziell seconds.  Motion passed 3-0

Kelly Robitaille discusses dogs on beaches and waste that has been found.  Discussion on Madison Police response and outlined need for visible signage.  Signs will be priced out.  Adam Leiser outlines discussion with cleaning person who stated she has never seen the documentation for renters that has been produced.  Adam Leiser outlines sending to the real estate companies for insertion with rental contracts as option. This will be discussed going forward. 

Kelly Robitaille discusses driveway permit application to amend an existing driveway.  Jay Buckley makes a motion to approve the driveway permit.  Kathy Koziell seconds.  Motion passed 3-0.  Jay Buckley makes a motion to sign the permit out of session.  Kathy Koziell seconds. Motion passed 3-0.   

5500 is in the shop for outfitting.  Anticipated to be here end of next week. 

Adam Leiser discusses dust control; states bad for ponds.  Kelly Robitaille outlines need for dust control and salt for use in winter.  Adam Leiser reviews VLAP summaries; conductivity and phosphorus are both increasing. 

Adam Leiser questions culvert on Bristenstock.  Culvert can be replaced as is.  This will be looked at next year due to budget constraints.  Repair of 47 Eidelweiss Drive driveway is held.  This would cost $2,000.  Options for funding are discussed.  Lack of negative grade at driveway connection to road is discussed.  VDOE right to be able to require property owner to correct driveway is held.  Discussion on establishing contact with these property owners is held.  VDOE should outline solution in letter to property owners.  47 and 49 Eidelweiss Drive are properties to be contacted.  Discussion continues on drainage in this area.  Adam Leiser states water is not going into ditch; Jay Buckley outlines water is partially coming from driveway at 49 and going into road.  Basin and two culverts are the corrective action for this drainage area.  Adam Leiser makes a motion to take up to $700 from Road Construction CRF for culvert replacement on Bristenstock.  Kathy Koziell seconds.  Discussion on handling this project is held.  Motion passed 3-0. 

Environmental Committee will be meeting Monday at 9 am.  Kelly Robitaille is asked if he would like to participate; Kelly declines. 

Need for cell phones is discussed; these are needed.  Replacing the on-call service is discussed.  Adam discusses potential of forwarding phones or having mobile radios.  Handheld radios can cost $700 per, there are radios in all vehicles.  Phones are needed.  Options for cell phones will be looked into.

Discussion on establishing an email for DPW is held with possibility of computer downstairs.  Leaving workflow process in place for public record is outlined as all emails travel through the office.    

Kelly Robitaille outlines need to have funds available for additional part time help to complete the road projects once the grader is back in service.  Holding part time hours for these jobs without having a second person while someone is out is discussed.  Adam discusses having crew take unpaid vacation on volunteer basis.               

3. Water

Discussion on new requirement for testing of PFOA’s beginning fourth quarter of this year. 

Additional testing will cost up to $500 per quarter with four consecutive quarters required.  Results of testing will establish the future testing requirements.    

4. Administration

Payroll report is presented.  Report and timecards are reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $6,739.42.  Jay Buckley seconds.  Motion passed 3-0. 

Employee handbook is discussed.  28 bullet points were listed out by the Attorney in review of the handbook.  Adam Leiser discusses need to update this handbook to have proper employment policies in place.  Additional cost would be $1,200.  Board will review bullet points for discussion at future date.   

Town of Madison tax check was received yesterday. 

5.  Accounts Payable

Adam Leiser makes a motion to approve the manifest for 11 checks in the amount of $51,962.62.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to rescind the purchase authority of employees.  Motion withdrawn. 

6.  Minutes

Minutes will be updated for next meeting. 

7. Commissioners Reports

Kathy Koziell outlines cost for Port-O-Potties.  Adam Leiser questions trash and if any extra cost would be included; this will be looked into. 

Kathy Koziell discusses funding of electrical work; work order will be produced for approval. 

Jay Buckley discusses Planning Board Public Hearing for proposed replacement of Sheriff’s tower at the Summit.  Concern for ledge in area as base is stated to be down 10 feet.  Discussion on possibility of any blasting or chipping of ledge. Jay is making Board aware. 

Jay updates on possible changes to parking requirements at Madison beaches that were discussed at the public hearing the Selectmen held this week. 

Pins are in place at the cabana area for the survey being done by the Sheriff’s tower. 

Jay Buckley makes a motion to supply the Charlie Krautman report to the Big Pea Association.  Jay Buckley seconds.  Motion passed 3-0

Adam Leiser motion send 2018 VLAP report summary to Big Pea Association.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser discusses having a document for outlining actions by committee members.  Discussion ensues on having this handled by the committees. 

Jay will have water meter analysis for a future meeting.  Saturday, August 24 is discussed as option.  Target date will be September 28th.   

Adam questions if a list could be put together of items that could be accepted by donation; none identified. 

Adam outlines discussion with Sara Steiner regarding weekly beach testing.  Discussion supported Commissioners decision to stop the testing this year.  Funding will be on warrant in 2020 for voters to determine if weekly beach testing will be done. 

Discussion on having financials during Sept Saturday meeting is held. 

Discussion on having a symposium style meeting that would have focus on varying aspects of this area; ponds, wildlife, etc.  Adam Leiser outlines desire to have this be called the Jennifer Leiser Memorial Symposium.  Kathy Koziell makes a motion to have Adam look into options.  Jay Buckley seconds.  Motion passed 3-0. 

8. Signature Items 

Adam Leiser makes a motion to sign the letter to Betsy Ginsberg regarding abatements.  Kathy Koziell seconds.  Motion passed 3-0.   

Letter to 22 Oak Ridge is reviewed.  Adam Leiser discusses adding a date for compliance; August 15th is discussed.  September 2 will be date to allow time for property owner to comply.  Adam Leiser motion sign letter out of session with Sept 2 finish date.  Kathy Koziell seconds.  Motion passed 3-0. 

Biasca water hook up denial letter is presented.  Adam Leiser makes a motion to sign the letter.  Jay Buckley seconds.  Motion passed 3-0.   

A request for fill has been received from 14 Little Shore.  Adam Leiser makes a motion to approve the request.  Jay Buckley seconds.  Motion passed 3-0.   

9. Correspondence

Adam Leiser motion send letter from John Cooley to Environmental Committee.  Jay Buckley seconds.  Motion passed 3-0.  Email from Mr. Cooley is read.  Mr. Cooley would like to know if water levels will be maintained under historical guidelines used for protection of the natural loon nesting site.  Discussion on focusing a meeting on this issue and plan for future years water levels is held.  Managing ponds in the same manner as this year is discussed.  The need for monitoring the water level is outlined.  Having a marked level at the dam for the best level is outlined as something that would be beneficial.  Discussion is held on difficulty in specific management as snow fall and rainfall are major factors.  5 to 10 inches below concrete level is discussed.  Maintaining status quo is outlined. 

Adam discusses meeting with State Biologist Sara Steiner who informed the VLAP group that 24 hours following a heavy rain is most risky time to swim in the ponds. Also discussed during the VLAP testing was the second loon egg which was displaced by the loons from the nest.  The water level had nothing to do with this egg being displaced.  The egg was found and removed by the LPC.    

Bob D’ambra has requested dogs on beach during off hours.  For health reasons this cannot be done.  Kathy Koziell motion ask Environmental Committee to look into options for dogs at Muddy BeachAdam Leiser seconds.  Motion passed 3-0.  Response to Mr. D’Ambra is discussed.

Charlie Krautman information on establishing dam at Big Pea has been received.         

10. Scheduled Appearances

11.  Public Comment

12.  Other Business   

Meeting on August 15th to be at 7 pm at the lodge. 

Adam Leiser makes a motion to have financial trends put together by Sept 6.  Jay Buckley seconds.  Motion passed 3-0

At 10:46 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator