2019-08-24 Commissioners Meeting DRAFT

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

August 24, 2019

The Board of Commissioners met at 9:00 am on Saturday, August 24, 2019.  In attendance were Commissioners Adam Leiser and Jay Buckley.  Commissioner Kathy Koziell joined the meeting by phone.  Also in attendance were Donna MacKinnon, Theresa Hill, Paula Doyle, John Cancelarich, Terri Cancelarich, Mark Graffam, Treasurer Dinah Reiss, Larry Sodano and Andrew Harteveldt.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 9:00 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

Adam Leiser makes a motion to approve the agenda.  Jay Buckley seconds.  Jay Buckley makes a motion to amend the agenda to delay the scheduled appearance.  No second.  Amendment fails.  Motion passed 2-0. 

Adam Leiser makes a motion to call Kathy Koziell.  Jay Buckley seconds.  Motion passed 2-0.  Kathy Koziell joins the meeting by phone.      

Action list is reviewed and discussed.    

2. Highway Department Report 

3. Water

4. Administration

Discussion on water line replacement option on Interlaken.  Cost has been estimated at $85 per foot for up to 1,000 feet.  Kathy Koziell outlines request for information from Ian Hayes.  Adam Leiser discusses option to replace this line.  Discussion on funding options.  Pipe Replacement and Water System CRF could be used.  Dinah Reiss verifies funding availability.  Kathy Koziell discusses depletion of the funds should an emergency occur.  This will be discussed again.  Paula Doyle outlines spending of up to $100,000 without going to the voters seems excessive.  Adam Leiser outlines multiple small leaks in one section with may surface should just small repair be done.  Water usage for July is reviewed, a large increase in usage shows.  Verification that the leaks are in this area is outlined.  Adam Leiser makes a motion to allow him to contact Ian Hayes as necessary to get answers to questions.  Kathy Koziell seconds.  Jay Buckley outlines sending questions through the office as a proper public document.  Adam Leiser outlines he will summarize in an email.  Dinah Reiss outlines need to meet with Ian as a Board.  Sending questions to Nancy will be done.  Andrew recommends swapping next two meetings to make Thursday Sept 5 be a morning meeting.  Jay Buckley outlines requesting a meeting this past week that was not able to happen.  Jay Buckley outlines needs for transparency.  Kathy Koziell states she does not see an issue with a single commissioner asking questions and bringing to Board.  Vote 2-1 with Jay Buckley against as proper process would be questions through the office.   

Motion Log is reviewed.

Review of financial summary 2019 to date.  Adam Leiser outlines need to replace the culverts on Middle Shore; this was done through Capital Reserve.  Adam discusses review of what true operating budget should look like.  Adam discusses current budget levels.  Budget underfunding in 2019 is outlined and discussed. 

Cash flow report is reviewed and discussed.  TAN proceeds will probably not be needed until November.  Adam Leiser questions what number unassigned balance would need to be to not take a TAN loan.  This will be worked on by Dinah Reiss and Nancy Cole. 

Water daily usage and pump house electric reports are reviewed and discussed.  Increases from norm are outlined. 

Porridge Shore Beach is discussed.  Adam Leiser outlines review by Environmental Committee.  Request for landscape designer has been responded to by Jay Buckley.  Adam thanks Jay.  Two dead trees will be removed from neighboring property by the neighbor. 

Working on beaches going forward is outlined and discussed.              

5.  Accounts Payable

Jay Buckley makes a motion to approve 4 checks for a total of $17,829.04 and sign out of session.   Adam Leiser seconds. Checks and invoices are reviewed.  Motion passed 3-0.     

6.  Minutes

Adam Leiser motion approve minutes of Aug 15.  Jay Buckley seconds.  Motion passed 2-0-1 with Kathy Koziell abstaining as she was not in attendance.    

7. Commissioners Reports      

8. Signature Items 

Review of correspondence to 47 Eidelweiss Drive is held.  Water flow in the area is damaging edge of road and bottom of driveways. Some of the damaging flow is coming from the two driveways at 47 and 49 Eidelweiss Drive.  Letter is reviewed.  Jay Buckley outlines review of area with Kelly Robitaille.  Question of a culvert on the lot on Appenvel Way for road drainage was made, this water is not adding to the water coming down the driveways.  Adam Leiser states he would like additional discussion in Non-Public session. 

Adam Leiser makes a motion to sign response to Mark Graffam.  Jay Buckley seconds.  Motion passed 3-0.    Mark Graffam questions if truck has been received.  Mark Graffam discusses lack of itemized numbers on invoice that authorized down payment to garage.  Mark questions if any updates to the invoice have been received.  No updates.  Mark outlines breaking in truck and not allowing truck to sit at the shop.  Contact will be made Monday with shop.  Confirmation of date and confirmation of cost are outlined.  Adam Leiser makes a motion to allow him to contact Albany Service.  Jay Buckley seconds and amends he make contact.  Kathy Koziell seconds amendment.  Motion, as amended, passed 3-0.   Mark Graffam outlines that future vehicles should be properly outfitted at an outfitting company like HP Fairfield, Messer or Viking.  Discussion ensues on details of buying the truck and expense being incurred.  Learning experience is outlined by Mark Graffam.  Mark outlines personal involvement of Commissioners in large ticket items. 

Jay Buckley makes a motion to approve lodge use request by Art Babineau.  Adam Leiser seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to approve the CRF withdrawal from the Road Construction Capital Reserve fund that includes highway labor.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to sign the Road Construction CRF withdrawal for replacement of the Bristenstock culvert in the amount of $1,343.44.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to sign the Road Construction CRF withdrawal for replacement of the driveway culverts on Middle Shore in the amount of $1,706.52.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to sign the Office Equipment CRF withdrawal for installation of the updates to QuickBooks in the amount of $987.49.  Jay Buckley seconds.  Motion passed 3-0. 

9. Correspondence

Granite State Analytical has sent the monthly water system test results; pH good, system clean.

Adam Leiser makes a motion to accept the donation of the Little Library.  Kathy Koziell seconds.  Jay Buckley outlines memorial plaque on library box.  Prior declines to place memorial plaques is discussed, Jay Buckley makes a motion to have plaque remain for one month and then be removed.  Kathy Koziell seconds.  Andrew Harteveldt outlines that Jen Leiser had volunteered to be custodian of the library and since she has passed, he thinks it is appropriate.  Adam Leiser outlines private donation.  John Cancelarich states table for now.  Jay Buckley amends motion to table for one month.  Kathy Koziell states create policy if this path is followed.  Kathy Koziell seconds amendment.  Motion passed 3-0.

Big Pea Porridge Pond Association meeting is discussed.   

Tower rent check has been received.        

10. Scheduled Appearances

Adam Leiser makes a motion to allow Andrew Harteveldt to work with Nancy Cole to correct phone issues.  Kathy Koziell seconds.  Jay Buckley would like to be able to review recommendations from Andrew prior to implementing.  Discussion ensues on lack of experience of the Board in this matter.  Andrew states he will involve Board as progress continues.  Jay Buckley requests approval to work with this as well.  Kathy Koziell agrees. Adam Leiser moves to amend motion to include deadline of Sept 5.  Motion passed 2-0-1 with Jay Buckley abstaining.  Adam Leiser makes a motion to approve up to $550 to get this done.  Kathy Koziell seconds.  Motion passed 2-1 with Jay Buckley against expending funds on this item at this time.  Line item will be office equipment.  

11.  Public Comment

12.  Other Business   

Adam Leiser makes a motion to publicize state of municipality at 10 am Sept 28 meeting on Info board, Facebook page, Next-door Eidelweiss, newsletter and VDOE website.  Jay Buckley seconds.  Discussion on outlining message to be publicized.  Adam Leiser outlines proposed agenda including 2019 and 2020 budgets, changes in 2019, highway equipment, VDOE capital needs and 2020 proposed warrants.

Discussion on future funding, need to review all upcoming capital needs and impact on tax rate or water rate.  Terri Cancelarich discusses impact and cash flows forecasts.  Outline of situation in VDOE and need for capital improvements is reviewed. 

Discussion on the presentation for Sept 28 is held.  Jay Buckley discusses including roads and costs for upcoming road needs as necessary for presentation.  Adam states he will send review when he is ready.  Jay asks for Kathy input.  Kathy Koziell states that should be ready for upcoming Sept meeting for discussion by Board prior to scheduled presentation. 

Scheduling a work session is outlined.   

Committee exchanges for information is outlined.  Jay discusses sent email and that Adam’s response was wrong.  Jay put document together and responded to a question from a Committee Chair.  Jay adds that no discussion for repercussions of not signing have been held.  Adam states that Jay responded outside approval of Board on something that Board has not discussed.  States incorrect information.  Jay questions statement of incorrect information and Adam agrees that no implications have been discussed by Board.  Kathy Koziell outlines Board should have had conversation but agrees.  Paula Doyle states that document is to follow the law as a member of committee.  Document states abide by law.  Paula outlines workflow as responsibility of Board, not one Commissioner.  Adam states both should have been received at same time, but both documents were not available.  Paula outlines getting work done and not worrying about employee manuals, timecards and committee documents – stop messing with processing stuff as she is getting tired of the nonsense. 

Jay Buckley outlines cost difference review for two options on Little Loop that was requested to be available for this meeting.  Difference is over $2,000 plus an additional day of labor for the larger project.               

At 10:41 am Adam Leiser makes a motion to adjourn the meeting.  Jay Buckley seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator