VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 19, 2019 DRAFT
The Board of Commissioners met at 9:00 am on Thursday, September 19, 2019. In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley. Also in attendance were Kelly Robitaille, Larry Leonard, Mike Dolan, Dianna Dolan, Dinah Reiss, Paula Doyle and Mark Graffam. Meeting was taped 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. Kathy Koziell seconds. Jay Buckley adds letter to Terri Cancelarich. Motion passed 3-0.
2. Highway Department Report
Kelly Robitaille states new grader blade needed. $295.00. Jay Buckley makes a motion to approve up to $300 for purchase of a grader blade. Adam Leiser seconds. Motion passed 3-0.
Roads are being graded. Asphalt will be done next week; warmer weather is predicted.
Roller has been rented for this work.
Kelly Robitaille reports he has been asked to look at driveways. 26 Little Loop was checked, there is no culvert under this 30-foot driveway. States can repair but should be included in a plan for the road. Jay Buckley outlines having full road reviewed by engineer for full upgrades on this road. Kathy Koziell states there should be funds available within this warrant article to cover the engineering costs. Adam Leiser states putting a culvert at one driveway should not require an engineer. States persons may be upset with additional engineering costs. Doing it correctly and doing it once is outlined. Kathy Koziell states one full plan for a project of this size would be beneficial. Kelly Robitaille states that the road will have to be engineered. To do this road correctly, the road needs a full review to bring to specifications. Outlines that many driveways need work. Throwing in culverts is not the answer. Final determination will be held for current project to be completed.
Kelly Robitaille outlines the fall plan for remaining available time. Trucks will be outfitted for winter operations by Thanksgiving. Once this occurs, road work as primary is completed for the season. Grading is number 1 current priority. Week before Thanksgiving is equipment outfitting. Two weeks prior is leaf blowing and culvert cleaning. Week before that is gravel road warrant and next week is asphalt. Question from Kelly is what lowest priority in case of early snowfall would be. Adam Leiser outlines Board response next week. Kelly Robitaille will put together the list of projects to be reviewed. Little Loop is not on the current list; Kelly Robitaille states would be last project. Will be on the list next week. That project is not required to be before leaves. Adam Leiser questions timeline for outfitting. Kelly Robitaille states generally one to two days for both crew members.
Jay Buckley discusses anticipated increase for highway repair for next year; with age of F-550, a 25% increase to $30,000 is recommended. Adam Leiser discusses budget still to be reviewed. Intent is to not leave items unfunded.
Kelly Robitaille discusses need for an inch and half overlay for Eidelweiss Drive. Rough estimate for this project is $220,000 – 13,0000 feet at 24 feet wide. Adam Leiser states could be funded by three-year bond and get project done; this would still fit within the budget which is projected. Kelly Robitaille outlines need for work on all paved roads. Every year a pro-active approach should be taken to preserve the asphalt roads. Kelly outlines need to protect Oak Ridge going forward to have the pavement last as long as possible. States that chip seal on Eidelweiss Drive is only reason road has survived. This level of work is done by a contractor. Adam Leiser outlines obtaining voter buy in as current approach of Board. Estimated cost for seal coating is discussed; Winnigon would be $5,000.
Kathy Koziell outlines discussion that no rocks are needed. Adam Leiser makes a motion to allow him to thank the person who offered the rocks. Kathy Koziell seconds. Jay Buckley states Board should send thank you. Motion passed 2-1 with Jay Buckley against not sending a letter.
Kelly Robitaille questions beach plans. Adam Leiser discusses closing the outhouses and using current base for placing port-a-potties next year. Question on allowing filling in the current cement pits under DES regulations is made; this will be checked on. Kelly Robitaille discusses need for access to remove the rafts, access to the water will need to be available.
Kelly Robitaille states that a disgruntled resident has sent an email regarding grading of Eidelweiss Drive. Adam Leiser agrees that response to every question on every project is not needed. Kathy Koziell states that Eidelweiss Drive is in great condition and DPW did the work well. Kelly Robitaille discusses pushing against this misinformation. Adam Leiser states find alternative way to get people information. Mike Dolan states positive reinforcement for the DPW. Mark Graffam outlines potholes left last Thursday after road was graded. Kelly Robitaille outlines first two dates were ditching and general road preparation. Mark Graffam states road was graded and calcium chloride placed. Kelly outlines day one was ditching right side, day two was left side. Water was placed to control dust. Next day a complete grading with calcium chloride and rolling was done. Kelly reiterates that he is insulted by the Facebook pages and recommends persons stop posting on these sites. Larry Leonard supports DPW and adds that Grachen and Winnigon came out great. Larry adds that responding to postings on social media should not become a goal. Kelly Robitaille outlines including information in the newsletter. Information on insurance policy was out there without discussing – put in the newsletter to contact the office with any concerns on road work. Kathy Koziell states information can be included in the newsletter. Adam Leiser adds request to put together twice monthly newsletters and additional DPW information can be included. Jay Buckley tells Kelly Robitaille that DPW crew did a great job.
Adam Leiser questions new boards for the dam. Boards need to be cut.
Compensating Kelly for on call services is discussed. Cost is $100 per month. Double checking on funds to be approved will be done.
Diessbach is discussed. Adam Leiser states he contacted resident for establishing a meeting. Wednesday of next week at 2:00 may be an option; this is not confirmed. Kelly Robitaille states that issue is placing stone in ditch line. Stone needs to be removed. Anything further appears to not help the District but helps the homeowner only. Adam Leiser questions if catch basin would work; Kelly Robitaille states this is not a road issue. District needs drainage area cleaned, not a catch basin. Larry Leonard outlines that this was done many years ago. Property owner has permits to do his work. Recommends not investigating this. Clean the ditch line and be done. Adam Leiser states sit down with property owner to come up with solution. Kelly Robitaille outlines protecting drainage is point for VDOE. Jay Buckley questions if drainage issue existed prior to this work; Kelly states no. Kelly adds that the drawing supplied grades the road incorrectly and benefits the property owner only. Kelly states end of workday would be best as he cannot interrupt asphalt work planned.
Kelly Robitaille discusses Burgdorf. Pipe has multiple breaks; not just the one. Cannot repair this. Questions what plan would be going forward – will be reviewed in January is stated by Adam Leiser. Possible project for next summer. Kelly states that a driveway will need to be used to turn around at these new dead ends. Jay Buckley makes a motion to send letters to 5 and 2 Burgdorf to allow DPW to turn around in driveways. Kathy Koziell seconds. Adam Leiser states call the people and then follow up with a letter. Adam Leiser moves to amend motion to contact by person first. Jay Buckley seconds. Jay Buckley adds office contact and follow up with letter. Motion passed 3-0.
Adam Leiser discusses washout along Appenvel above the playground; DPW will check.
Jay has checked Thusis culvert. Will clear area for pictures. Mark Graffam states he will send pictures of this culvert.
3. Water
Kathy Koziell outlines quotes received for updating the electrical for DPW and Summit. Some parts are being updated for additional hazard classification. One service with a subpanel is planned for the DPW. No change on the SCADA quotes for Summit. Kathy Koziell states updated detail from electrician has not yet been received. Creating work orders is discussed. Larry Leonard questions if requested update to include flow meters at Summit is in the quote.
Larry Leonard questions monthly review with Ian Hayes - action list now states Board, not Water Committee. Adam Leiser outlines Board decision based on public opinion and input was to have Ian meet with the Commissioners monthly.
Adam Leiser makes a motion to meet with Ian Hayes on the first Thursday Commissioners meeting of the month. Kathy Koziell seconds. Discussion on committee input and need for committee to operate is outlined by Larry Leonard. Adam states make recommendation to Board and Board will approve. Larry states will kill the committee’s ability to function. Adam Leiser outlines task water committee with a project and allow them to take actions as needed can be voted by Board. Larry Leonard outlines questions from Committee – Adam states committee come to Board and Board will ask engineer. Jay questions removal of Ian Hayes from committee. Kathy Koziell states one meeting a month should be with Board of Commissioners. Larry Leonard disagrees; states no impact to contract has been incurred. He should be able to meet with Ian Hayes. Larry questions why Adam Leiser has resigned; Adam states he cannot do anymore. Meeting schedule is discussed. Paula Doyle questions Reinach tank project oversight; Adam currently tasked with this project oversight. Questions if committee is needed to work on project; not at current. Adam Leiser states bid opening next Friday; specifications have not been reviewed. Larry has technical questions on tank that he would like to get answered. Approval by Board of engineer’s time is discussed. Larry states current process will not benefit project. Adam Leiser states should be received this week. Larry Leonard states process not proper. Jay Buckley outlines need for Board to review specifications. Jay Buckley discusses delay bid opening until after bid package has been reviewed. Adam will follow up on status of bid package. Larry discusses application for grant funds; states water committee should have reviewed. Holding of bid documents until after review by Board is outlined.
22 Appenvel Way service line replacement is discussed. Line was inspected by Ian Hayes. Equivalent nature of ¾ inch connection to curb stop and confirmation that interior size is equivalent to 1” CTS line. Mark Graffam states he has an issue with excavation at 22 Appenvel Way being done by Dawson; who works for and with water operator Ian Hayes. Mark states that when the VDOE water operator is involved with a property owner; a conflict of interest may occur and has in the past. Adam Leiser outlines that this should be discussed with Ian Hayes for documentation on the project. Adam adds that VDOE was not involved in resident choosing his excavation company. Sates due diligence was done. Mark Graffam adds that Board needs to keep water operator out of private residences. Mark Graffam questions documentation on Interlaken repair. Larry Leonard questions if work order was produced for leak repair; it was not. Mark Graffam outlines leak was not on the main; it was on the VDOE side of service connection. Adam states information received stated unsure of exact location of leak as it was not picked up by the leak detection equipment. Mark Graffam recommends excavation billing to come directly to the District. States VDOE should dig. Adam Leiser outlines specific ability of equipment to dig mains. Mark Graffam states examine big picture of how this work gets done. Adam Leiser makes a motion to have water committee establish paperwork flow. No second. This is already done. Mark Graffam states Water Committee should review pipe size diameters. Discussion on inspection report not being received and no write up from Ian Hayes regarding leak repair is held. Larry Leonard states documentation needs to exist. Adam Leiser makes a motion to have water committee establish protocol for documentation. Jay Buckley seconds. Motion passed 3-0.
Establishing an exercise program for water valves is discussed. Larry Leonard states plan should be created. Mark Graffam outlines statements of movement of leaks when a repair is made. Hammering of water mains when valves are turned creates hammering effect and create a leak; questions if possible hammering is occurring when valves are turned. Jay Buckley outlines slow turn on as personal experience in turning valves by Ian.
4. Administration
Phone updates are being completed by Andrew Harteveldt. Jay Buckley discusses possible effect to SCADA system. Jay adds that volunteers should not be establishing protocols for systems when they are not the hired experienced persons who work with these systems. Andrew having access to phones remotely is discussed. Jay questions safety of systems. Mark Graffam states Board should not have a resident responsible for or having access to the system. Discussion on resident having access; this should not occur. Jay Buckley outlines he was researching Verizon and Spectrum who both have municipal options. States this was rushed by the Board. Jay adds that his intent was to have system established through professional services.
Adam Leiser makes a motion to approve water system disconnection notice. Kathy Koziell seconds. Motion passed 3-0. Will be sent certified mail.
5. Accounts Payable
Adam Leiser makes a motion to approve 2 checks for a total of $3,260.00. Jay Buckley seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.
6. Minutes
Adam Leiser would like to review minutes prior to approval.
7. Commissioners Reports
Jay Buckley discusses intent to clean pipe at Thusis to obtain pictures. Mark Graffam states will send pictures he has.
Adam Leiser discusses possible replacement of this pipe to be included with beach redesign.
Jay Buckley has distributed some financial information for Board to review.
Kathy Koziell discusses note to NHMA legal inquiries last August. Held for review of full Board. Document is reviewed. Input from NHMA outlines that the questions asked related to matters that are procedural, not 91-A compliance matters. Confirmation that no commitment can be made by any individual commissioner but reaching out for information to be brought back to the Board is allowable. Mark Graffam outlines procedure by Board should be done within context of a policy. Vendor policy exists and committee member policies exist. Having a policy is discussed; Adam Leiser states he does not believe Board needs one. Larry Leonard outlines he felt he had permission, but now believes he may not based on email received. Discussion on posting meetings is questioned. Clarification of vendor policy is done. Adam Leiser states prior meeting minutes that may question his actions should show that actions were proper. Discussion on that statement being included within these minutes is held.
Newsletter is discussed and reviewed. Requesting floating nest from LPC will be scheduled for Feb 1 on action list. EPOA list of fall projects is reviewed. Thanks, EPOA!
Information on meeting for Sept 28 will be placed front and center on website.
Repair and condition of fence at the playground is discussed. Mark Graffam outlines plowing of snow near the playground as factor in playground fence area status.
Adam Leiser motion contact for stop bar painting now. Kathy Koziell seconds. Motion passed 3-0.
Discussion on notifying property owners for meeting next week. $900 was allocated. Postcard will be sent by Click-2-Mail. Paula Doyle states she supports communication but does not support idea currently as a citizen. Will not be received in time for persons to take action to attend. Adam Leiser makes a motion to rescind approval of $900 for post cards. Jay Buckley seconds. Motion passed 3-0.
Kathy Koziell outlines that Communication Committee made a motion to ask Commissioners to refrain from responding and discussing VDOE business on social media. Adam Leiser states he can put whatever he chooses on his Facebook page. Kathy Koziell outlines discussion of VDOE business issues on Facebook; Communications Committee requests removal and advises not doing this again. Jay Buckley outlines that he was attacked personally in this post and questions statement on Adam’s Facebook about community being a*s f**king backwards. Long reach of statements such as these is outlined; the negative comments were passed around town and do not reflect well on the District. Mark Graffam discusses missing film from Aug 8 meeting. Mark highlights Jay Buckley statement during this meeting. Mark recommends Board focus on being accountable; current establishment is negative. Discussion continues on comment regarding Adam Leiser being “impulsive” that occurred as a result of a discussion between the late Jennifer Leiser and Jay Buckley.
Mark discusses Board having information from the Highway Foreman. Mark states that discussion between the highway foreman, water operator and Board needs to improve. Mark states Commissioners are failing at acting as a Board and taking control of District. Adam Leiser outlines that persons can be offensive and he is frustrated at recent actions. Mark Graffam outlines make changes now. Mark outlines to Adam Leiser that stepping down to focus on life is OK. Evidence of impulsive decision making has occurred; it has been seen by members of the community. Mark Graffam outlines Board not prioritizing properly. Discussion continues on September 28 meeting. Adam Leiser states he is victim; he stepped up when no one else had taken action. Nancy Cole outlines that the presentation was requested so that others could give input but Adam chose to keep information to himself “until it was final”. Paula Doyle summarizes that persons can post divisive information; criticism will occur and is allowed. How Commissioners handle these things is outlined; the Board should raise above it. Commissioners should not post negative and divisive statements on social media; act like mature adults. Paula reiterates responsibility to District and to act respectfully to the VDOE. Paula outlines Adam’s presentation can be divisive; congratulates Jay Buckley for not responding or continuing the insults.
8. Signature Items
MS 434 is reviewed. Adam Leiser makes a motion to sign the MS 434. Kathy Koziell seconds. Motion passed 3-0. Discussion on funds being appropriated for Reinach loan payment that will not be spent this year is held.
Adam Leiser makes a motion to sign the driveway permit for construction for 5 Middle Shore. Kathy Koziell seconds. Confirmation that Kelly Robitaille has inspected the site is given. Motion passed 3-0.
Adam Leiser makes a motion to sign the driveway permit for construction for 22 Interlaken. Jay Buckley seconds. Confirmation that Kelly Robitaille has inspected the site is given. Motion passed 3-0.
Adam Leiser makes a motion to sign the driveway permit for construction for 7 Chocorua View. Jay Buckley seconds. Confirmation that Kelly Robitaille has inspected the site is given. Motion passed 3-0.
Little Shore PBN is reviewed. Adam Leiser makes a motion to have Jay Buckley sign PBN for Little Loop project. Kathy Koziell seconds. Motion passed 3-0.
Dam management policy is reviewed. Adam Leiser makes a motion to sign the dam management policy. Kathy Koziell seconds. Jay Buckley questions if this will affect the dry hydrants and recommends consultation with Madison Fire Chief. Adam Leiser moves to amend motion to allow Jay Buckley to get Fire Dept review by Sept 28. Jay Buckley seconds amendment. Motion as amended passed 3-0.
Letter to 47 Eidelweiss drive regarding drainage is reviewed. Adam Leiser questions existing drainage structures. States catch basin may not be at the low point. Inviting resident to meeting will be added to the letter. Adam Leiser makes a motion to modify the letter as discussed and sign out of session. Jay Buckley seconds. Motion passed 3-0.
1 & 3 Little Loop response letters are reviewed. Adam Leiser makes a motion to sign the letters to the property owners of 1 & 3 Little Loop. Jay Buckley seconds. Motion passed 3-0.
Adam Leiser makes a motion to sign the water meter cost analysis. Kathy Koziell seconds. Motion passed 2-1 with Jay Buckley against. Discussion on document ensues; water metering at house is not current priority. Adam Leiser makes a motion to put on website. Jay Buckley seconds. Motion passed 3-0.
9. Correspondence
Reviewed previously during signature items.
10. Scheduled Appearances
11. Public Comment
Dinah Reiss questions seeing Kathy Koziell’s car at Jay Buckley’s residence. Perception is that illegal meeting occurred. This is reason for 91-A to exist. She feels she needs to bring this violation to attention of Board. Jay Buckley responds that some District information was discussed. Talking about 91-A is not complying with 91-A. Kathy Koziell states no decisions made; she may have improperly asked Jay about the person staying in the trailer in the parking lot. Dinah states, subject doesn’t matter; the fact that it occurred is the issue. Mark Graffam adds that Kathy’s car has also been seen at Adam’s house. Dinah outlines seriousness of this issue and complying with the law. Discussion continues on compliance and need for compliance. Dinah cautions Board to not continue in this manner. Dianna Dolan states Board members are friends, they can and will be seen together; not a violation. Mark Graffam outlines importance of 91-A and status of court process for remedying 91-A violations.
Larry Leonard discusses current action of Board is to push persons away. Larry would like committees to be able to work with and assist the Board, but Adam seems to be taking things on his own. Larry uses the tank as an example. Paula states seems more logical to have Adam on water committee and Jay step down. Paula outlines working together as a team. Do not try to control persons or committees; states it feels like Adam trying to take control with the rules. States this is not needed and why she is opposed to the recent committee documentations. Paula outlines Communication Committee consideration for twice monthly newsletters was done and Communications Committee is against it. Yet it was mentioned again today. States accept recommendation or reject recommendation and move on. Larry outlines that project management is not calling someone for a follow up. Project management includes all details so that nothing gets missed. Comparison to Madison project planning is discussed. Energy committee members reported all information to Selectmen for review. Larry states committee involvement needed and committees trying to help. Adam outlines committee could have requested the information. Outline that information was requested, Board voted to request from Chris Albert. Larry outlines that this cannot be done without input. Kathy Koziell makes a motion to allow water committee to contact Chris Albert once an outline is created for the plan. Adam Leiser seconds. Larry outlines what Chris sent not specific. Kathy Koziell amends motion to grant one hour for water committee to use with Chris. Jay Buckley seconds. Motion, as amended, passed 3-0. Adam Leiser makes a motion to have Jay Buckley become coordinator with Chris Albert. Kathy Koziell seconds. Motion passed 3-0.
12. Other Business
Monday at 9 am at lodge for next Commissioners meeting.
Jay discusses review from Terri Cancelarich. Would like to invite Terri to do a review. Jay Buckley makes a motion to send letter to invite Terri to discuss what she may be able to offer. Kathy Koziell second. Motion passed 2-0-1 with Adam Leiser abstaining.
At 12:54 pm Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator