VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 15, 2019
The Board of Commissioners met at 7:00 pm on Thursday, August 15, 2019. In attendance were Commissioners Adam Leiser, and Jay Buckley. Commissioner Kathy Koziell joined the meeting by phone. Also in attendance were Gloria Aspinall, Mike Dolan, Dianna Dolan, Andrew Harteveldt and Treasurer Dinah Reiss. The meeting was filmed for Madison TV by Tim Hughes.
At 7:05 pm Commissioner Adam Leiser calls the meeting to order.
1. Agenda
Adam Leiser makes a motion to approve the agenda. Jay Buckley seconds. Motion passed 2-0.
Adam Leiser makes a motion to call Kathy Koziell. Jay Buckley seconds. Motion passed 2-0. No answer. Kathy Koziell contacts at 7:18 pm.
Action list is reviewed and discussed.
2. Highway Department Report
Review of heavy equipment. Backhoe update has been quoted at $85,000.
Bristenstock culvert was replaced today.
Thusis will be reviewed tomorrow by Jay Buckley.
Snowplow policy will be looked at this fall.
Discussion Eidelweiss Dr.
Adam Leiser makes a motion to send a letter to Saint Moritz property owner stating initial work has been done. Jay Buckley seconds. Motion failed 0-2. No need to send letter until final work done.
3. Water
Review of leak detected at 31 Interlaken. Email from Ian Hayes is reviewed. Repair estimate $2,000 to $4,000 dollars. Ian outlines in the email that no large leak has been discovered with leak detection. Additional leak detection to be completed this fall. Jay Buckley outlines that road is wet which will cause issues come winter. Discussion on small leaks being located. Adam Leiser outlines needs for plan to replace water main in this area.
Adam Leiser makes a motion to call Ian Hayes. Jay Buckley seconds. Motion passed 2-0. No answer. Discussion continues. Adam Leiser makes a motion to allow him to contact Ian Hayes and summarize discussion in an email. Kathy Koziell seconds. Discussion ensues. Kathy Koziell states she can call and request a plan of action. Jay Buckley outlines need to have area be dry before winter. Kathy Koziell moves to amend the motion to Kathy Koziell in lieu of Adam Leiser for contact. Jay Buckley seconds amendment. Amendment passed 3-0. Discussion on replacing lines in this area from the Pipe Replacement CRF. Discussion on cost for replacing lines in this area is held. Discussion on cost for connecting houses in this section as additional charges. Discussion spending money on new line and not chasing the small leaks. Motion, as amended, passed 3-0.
Discussion electrical work at DPW garage. Combining the two electrical systems into one new meter is outlined and discussed. Adding a sub meter is discussed. Keeping finances separate between water and highway is discussed. Andrew Harteveldt outlines available gadgets that can show the kwh usage on any given electric line. Andrew will send information.
Reinach pressure zone is discussed. Discussion on Larry Leonard sending emails to the engineers. Adam Leiser makes a motion to allow him to contact Chris. Kathy Koziell seconds. Motion passed 3-0.
22 Appenvel way will be followed up on next meeting.
Question on recent water outages; due to lightening. SCADA system was off-line. Kathy Koziell should have numbers next week with a first week of November for target installation. Meter at DPW well is now online and connected to SCADA.
4. Administration
Discussion on newsletters. Adam Leiser questions twice monthly newsletters. Adam Leiser outlines need to get information to the public. Adam recommends more frequent meetings. Discussion continues on communication. Andrew outlines some information could be sent out more frequently with weekly blasts of maybe 3 or so topics instead of longer newsletters once per month. Communication Committee will discuss.
Discussion on awareness of committees so that all information from each committee be included in newsletter. Adam Leiser makes a motion to have committee chairs be informed to send info for suggested public communication to office for distribution. No second.
Andrew Harteveldt discusses call forwarding as a way to get calls sent to the Highway Department. Jay Buckley motion Andrew review PBX with Nancy. Adam Leiser seconds. Motion passed 3-0. Adam Leiser makes a motion to allocate up to $150 per month for phone system corrections. No second. Andrew will send three options to the Board.
Adam Leiser makes a motion to allocate extra $50 to Kelly Robitaille for being on call for August. Kathy Koziell seconds. Motion passed 3-0.
Little Loop is discussed. Adam Leiser discusses using design already approved instead of the modifications. Adam discusses cost of project and savings potential. Discussion on possible liability for VDOE by changing design. Cost estimates can be compared to determine if savings would warrant the changes. Discussion continues. Removal of large pine at edge of existing driveway is discussed; area will have riprap added to prevent erosion.
Thusis culvert will be reviewed when dry.
Pump house security is discussed. Securing pump houses is needed.
Payroll report is presented. Timecards are reviewed and discussed. Adam Leiser makes a motion to approve payroll in the amount of $6,946.42. Jay Buckley seconds. Motion passed 2-0.
Finance options for Reinach loan is reviewed. Longer financing costs versus shorter loan costs are reviewed. A 20-year loan versus 10-year loan term is discussed. Andrew Harteveldt outlines other needs of the VDOE and funding that will be needed. Paying off as soon as possible is discussed. Dinah Reiss outlines longer term based on impact to tax rate.
Third party electric will be reviewed in September.
Grader repair is discussed. Kelly Robitaille is pursuing Chadwick Ba-Ross. Kelly looking into options to get a grader here.
5. Accounts Payable
Adam Leiser makes a motion to approve 19 checks for a total of $31,886.46. Jay Buckley seconds. Motion passed 2-0.
6. Minutes
Adam Leiser motion approve minutes of Aug 8. Jay Buckley seconds. Add walkie-talkie info. Motion passed 2-0.
7. Commissioners Reports
Kathy Koziell outlines electric at DPW II has been updated.
Adam discusses establishing a water committee meeting. This will be done.
Discussion on committees and member agreement.
Discussion on sharing email list with EPOA is held.
Discussion on meeting Sept 28. Caution for any person invited having a benefit of new information is made. Adam will work on list of potential persons to invite.
Adam Leiser discusses the website. Notice 1 and 3 to be removed; remove duplicate See Something Say Something posting.
Adam Leiser motion remove 10-inch board and place 8-inch board in. Jay Buckley seconds. Discussion on reason for removing is held. Motion passed 2-0.
Discussion on management of the dam is held.
8. Signature Items
Adam Leiser makes a motion to sign committee member agreement. Jay Buckley seconds. Motion passed 2-0.
Review of DES appeal letter. Adam discusses adding bullet points of criteria. Adam Leiser makes a motion to update letter and sign out of session. Jay Buckley seconds. Motion passed 2-0.
9. Correspondence
DES SRF formal notice of no funding for Reinach tank project.
Place Reinach drainage on next agenda.
Thusis culvert pictures have been received from Mark Graffam.
Big Pea Porridge Pond communication is happening.
10. Scheduled Appearances
11. Public Comment
Gloria Aspinall discusses monitoring of beaches and would like to see a beach test completed to have on record for safety. Discussion on algae blooms being noted in some ponds in NH. Some algae are hazardous to animals and/or people. Discussion on testing ponds; this is not a requirement. Adam Leiser outlines intent to place a warrant article on next year’s Warrant to allow voters to determine if testing will be done.
Mike Dolan still needs a volunteer for Labor Day weekend.
Adam thanks Mike Dolan for coordinating the beach raking volunteers.
Andrew advises the Board to take the time needed to review information; this is a marathon, not a sprint. Keep going without becoming overwhelmed, even if things happen slower than desired.
Andrew questions persons who have spaces reserved on canoe racks and no watercraft is currently present. Future discussion will be held on this.
12. Other Business
Letter signed out of session are placed in the public record.
At 9:09 pm Jay Buckley makes a motion to adjourn the meeting. Adam Leiser seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator