VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 9, 2019
The Board of Commissioners met at 7:30 am on Monday, September 9, 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.
At 7:30 am Commissioner Adam Leiser calls the meeting to order.
1. Agenda
Meeting with Highway Foreman, no agenda presented.
2. Highway Department Report
Kelly Robitaille reports backhoe service has been done. Backhoe needs a new cutting edge. $385. Adam Leiser makes a motion to allocate up to $400. Jay Buckley seconds. Motion passed 3-0. Kelly Robitaille states preliminary numbers for replacement of 7400 would be over $200,000. Kelly’s recommendation is to replace F-550. Adam Leiser states that he is now in agreement for replacement of the F-550. Would still like to see a quote for replacing the 7400 for reference. Replace F-550 on warrant for 2020. Kelly asks how Board is going to operate; sates that requests from one commissioner should be done by a vote from the Board. States best if meet weekly to get direction from Board, not just one Commissioner. Adam asks if he has received requests from individual commissioners; Kelly states yes. Kelly outlines discussions in public meetings that have reflected negatively on him. The Board should be controlling this and not allow continued public discussions on employment matters; especially when he is not there. Kathy Koziell states that Board should do better controlling these discussions. Outlines some is reactionary from prior issues. Kelly outlines establishment of the regulations from experience. Outlines use of local shop for outfitting allows for repairs to be done locally. Discussion on support from Board. Adam states that he “had Kelly’s back” on Thursday night. States not on Kelly, on Jay as liaison. Kelly outlines has met 5 times since this Board was elected. Jay apologizes for missing Thursday night. Jay gives DPW report during Commissioners report, was not there to present the information last Thursday. Adam outlines Jay could have sent an email. Kelly outlines that emails without discussion and explanation does not work. Discussion during meetings has come across very negative for the highway. Highlights need for DPW to meet with Commissioners. Kelly states has a full calendar until winter outfitting. Was hoping for some sort of approval on the projects in order to be able to do the work this year. There are 5 weeks of work for crew with the asphalt and gravel road articles. Road grading is needed everywhere. Needs a weekly meeting to keep everyone informed on the status of equipment and projects. Jay Buckley recommends the Board meet with Kelly once per week. Adam Leiser makes a motion to meet Tuesday morning at 8 am with the highway department. Jay Buckley seconds. Motion passed 3-0. Adam Leiser makes a motion to ask Kelly to come up with a hard number for a replacement of F-550. Jay Buckley seconds. Kelly states November. Agreed. Motion passed 3-0. Kathy Koziell states timeline inclusion is important for establishing expectations. Kelly asks about third person. Board states OK to use Tony as part time help. As warrant articles are worked on, other roads in that area will be done. Kelly discusses lack of time for ditching the roads. Adam discusses allowing a Saturday. Kelly states one road per day. Discussion on ditching needs. Adam Leiser makes a motion to have Kelly report next Tuesday for timeline to do the work. Jay Buckley seconds. Motion passed 3-0. Adam Leiser makes a motion to take rafts out when time allows. Jay Buckley seconds. Motion passed 3-0. Kelly discusses plan to do the asphalt work the week of 9/16. Has roller rented for 9/16. Anticipates two weeks use. Kelly outlines renting blower for leaf cleaning on roads; will need for a week. Kelly outlines available unit for $200 per day. Would like Board to consider. Discussion on renting blower. Will have estimate for days for next week.
Adam asks for expenses for rest of this year; that was already done. Adam questions routine maintenance numbers and if Kelly would put together. Kelly outlines ability to put this together; would take a lot of work and could not be relied on specifically. Jay Buckley outlines cost review and then review with Kelly. Kelly states would be better to do that way. Kelly outlines variables that are included and inability to estimate those factors. Adam continues review for next Tuesday and outline of presentation for Sept 28. Kathy outlines meeting as preliminary review with residents. Adam discusses whirl-a-way and requests physical demonstration of unit. Kelly recommends using both pumps; the one that gets rented and the one that VDOE owns. Kelly outlines whirl-a-way is used for a 100% jam. Using on a partially blocked culvert doesn’t work as water comes back and does not remove debris. Adam reiterates using the whirl-a-way only when 100% blocked; Kelly verifies that is correct. Question on culvert at 47 Eidelweiss Drive; culvert was cleaned when highway did the work; whirl-a-way was not used.
Jay Buckley outlines that the replacement of Bristenstock culvert as completed.
Back yard DPW cleaned. Metal returned. DOL inspection last week.
Jay discusses that Thusis culvert has not dried; may use pump to dry the area to get a view of the pipe.
Crack sealing is getting done.
Adam highlights that Jay’s report would have been helpful last Thursday.
Pumping of puddle to view Thusis is discussed.
Discussion on Bristenstock culvert not having a solid bottom when removed. Probable that Thusis area culvert is in same condition. Discussion on final project; placement of rip rap at outlet. Discussion on beach and possibility of creating a perched beach at this location is held. Adam outlines holding on this project and incorporating funds into beach upgrades via one comprehensive plan. Jay outlines storm water management being handled separately. Right now, the plan has erosion capture that will benefit the area; believes culvert under Eidelweiss Drive should be replaced. Kelly outlines closure of Burgdorf due to water under the road from where the culvert is separated; could happen under Eidelweiss Drive. Contacting homeowner for boundary line easement is discussed by Jay Buckley. Adam says one commissioner approach has worked; approach not working is outlined. Written contact with property owner for benefit of VDOE is recommended. Ability to schedule this project this year is discussed. Jay Buckley makes a motion to write letter for use of boundary line ROW with discontinuation of existing pipe under driveway. Kathy Koziell seconds. Motion passed 2-1 with Adam Leiser against sending a letter.
Jay Buckley makes a motion to allow him to work with Kelly on clearing the Thusis at culvert for ability to check bottom of culvert pipe. Kathy Koziell seconds. Motion passed 3-0.
47 and 49 Eidelweiss Drive are discussed. Jay outlines water from the driveways and the erosion in the area. Kelly recommends paving driveway at 47 with proper direction to enter existing drainage. Will depend on how homeowner wants to repair driveway. Current culvert goes under 47 and 49 driveways. Kathy Koziell outlines water flow and rivulet that shows the manner in which water is flowing. Kelly outlines basin and two culverts; but is not fixing road; fixing driveway drainage. Probable cost of $2,000 is outlined by Kelly Robitaille. Adam motion Kelly Robitaille right up proposal for material for next Tuesday. Kathy Koziell second. Motion passed 3-0.
Adam discusses putting together a letter to the property owner of 47 Eidelweiss Drive outlining plan for possible solution and recommend property owners can discuss with Board. Adam outlines placing a grate at 49 to stop water flow. Kelly states will flow into basin. If does not work, approach 49 for a possible grate at that time.
Little Loop is discussed. Adam Leiser recuses himself. Kelly states trees have been marked. Tree service needs to be engaged. Updated drawing keeps crew from needing to enter private property and believes will rectify the situation of the drainage in the area. Cost difference between modified proposal and engineered drawing shows approximate $2,000 savings. Discussion on drainage on Little Loop. Other areas on road also need to be addressed. Adam Leiser questions difference on view of property line between drawings. Kelly Robitaille states header will be at road and some rip rap. Adam Leiser states support as property owner. Need for a culvert at 26 Little Loop is discussed. Grading of road is needed and can be done. Adding a basin to catch water flow near #1 can be looked at going forward.
Adam Leiser leaves meeting at 8:48 am.
Discussion on scheduling for the Little Loop project is outlined. Encumbering funds to keep the monies committed to Little Loop is discussed; other roads may be a higher priority. Engineering for establishing drainage on the entire road is discussed as needed.
Jay Buckley makes a motion to move forward with the modified design for drainage at 3, 4 & 6 Little Loop with appropriating $150 for permit. Kathy Koziell seconds. Motion passed 2-0. Kathy Koziell makes a motion to notify 4, 6 and 3 Little Loop property owners of project approval. Jay Buckley seconds. Motion passed 2-0. Jay Buckley makes a motion to allow Kelly Robitaille to order materials for the Little Loop project and engage Barry’s Tree service for tree removal. Kathy Koziell seconds. Motion passed 2-0.
Jay Buckley discusses warrant articles and needs for VDOE roads going forward. Eidelweiss Drive and option of placing an overlay is discussed. Shim is intended for this year. Next year would be ideal for an overlay. Jay Buckley discusses permission for working with Kelly Robitaille on next year’s warrant articles.
Jay Buckley makes a motion to allow him to update the road portion of CIP to make a better tool for use by VDOE. Kathy Koziell seconds. Motion passed 2-0.
At 9:08 am Kathy Koziell makes a motion to adjourn the meeting. Jay Buckley seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator