2019-10-03 Commissioners Meeting Approved

                                      VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                        October 3, 2019

The Board of Commissioners met at 9:00 am on Thursday, October 3, 2019.  In attendance were Commissioners Adam Leiser, Jay Buckley and Kathy Koziell.  Also in attendance were Gloria Aspinall, Kelly Robitaille and Dorothy Wondolowski.  The meeting was filmed for Madison TV.                                

At 9:05am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

2. Highway Department Report 

Shimming has started – 85% done.  Rain and cold have stopped them a bit.  Roller has been returned due to expense.  Smaller roller will be rented as needed.  Will pick and choose days to finish.  Shimming is simply a patch.  Driveway berms to be fixed.  First warrant to start next week:  Upper Lakeview.  Pavement is extremely broken up with no ditches.  Two trucks struggled on that road last winter.  List submitted but not delivered to BOC.  Aspen, Upper Lakeview, Forclaus are only gravel warrants.  Thusis and Little Loop are only other two warrants.  Upper Lakeview expected to be four day project.  Adam reports he drove it last week to become familiar.  Road to become gravel only except for one small spot of good pavement near Oak Ridge.  Upper Aspen to follow – two day job.  Road to be widened with better drainage.  Foreclaus is three days, complete gravel and ditching.  Adam asks if we could go underbudget and the answer is no.  Labor was not calculated in the budget for this warrant.  Warrant was for $7,275.  Kelly is going to use a little less gravel to help cover part-time work at the site.  DPW could use gravel already on hand to help complete project if needed.  Adam outlines it’s the BOC job to ensure overall budget doesn’t get overexpended.  Jay asks about Little Loop.  It will take roughly two weeks to get materials on site.  Kelly wants to order for Thusis at the same time.  None of this is “special order”.  Adam asks about buying material for 47/49 Eidelweiss Drive.  Jay is concerned about a purchase when we have significant budget constraints.  Neither property owner at 47/49 has contacted the VDOE.  Diessbach meeting went “very well” according to Kelly.  Both sides were happy.  Kelly says “we did the right thing”.  Dorothy suggests contacting legal before accepting a gift from Diessbach property owner. Jay outlines that in a NHMA meeting a discussion about accepting gifts was discussed.  Jay further outlines that gifts have been accepted previously: vacant lots.  Adam suggests that the Board go non-public and then inform Kelly about a purchase decision to be made when back in public session.  Kelly believes that a catch basin at 47/49 is not a district issue.  Adam asks the cost per mile of maintaining gravel roads.  Jay says every four years we redo gravel.  Ron has the numbers.  An inch of cover is lost per year.  Jay will supply this information to the board.  Adam outlines the need for cost for a long term plan.  Kelly outlines that the “wheel” was wrong when he gave the number earlier.  He has real numbers for paving Eidelweiss Dr.  Kelly is concerned about taking advice from a RI paving company.  All-State doesn’t have “skin in the game” which is great.  They are professional and local.  Changes in road conditions make it complicated.  Kathy outlines the importance of getting multiple quotes.  Kelly outlines that “base” of paved road is different on each road.  Kelly outlines that a new road will last 18-20 years.  Start with protecting your best roads.  VDOE has 3 miles of paved roads and 15+ miles of gravel roads.  Exact number will be reported to the BOC by Jay. 

Coleman does not rent backhoe or grader.  Leasing is an option.  This is good because maintenance done by someone else.  Our grader lease is different.  Kelly supports the idea of leasing plow trucks for repair purposes.  He also says it’ll cost more over time.  Some lease options for grader and backhoe can ensure a replacement if ours is out of service more than 3 days.  Adam asks about Kelly going to investigate grader/backhoe replacement in December. 

Adam motion:  Ask the DPW to investigate the backhoe and grader possible replacements in November or December when other work can’t be done and to do it in conjunction with one or more commissioners.  Jay second – vote 3-0

Section of Appenvell was graded.  St. Moritz project was fixed to the best possible condition with our limited budget.  Kelly outlines that permanent fix is paving.  Probably 8k-10k.  Probably have to be a warrant article.  No way is money available this year.  Adam outlines that the resident called him and asked when more work would be done. 

Kathy Koziell makes a motion for Adam to contact homeowner at 37 St. Moritz with an update.  Second Jay.  Dorothy suggests written response as well.  Board agrees.  Vote 3-0.  Adam will write a letter.  Adam asks about area by playground.  Kelly says he can put some erosion stone in area by pipe.  This will happen next year.  Thusis culvert pictures were delivered to Kelly.  Bottom third of culvert at Thusis is missing.  Adam asks about permitting.  PBN needed but not yet requested.  This may be beyond what the DPW can do.  Our three man DPW team can’t do it.  This should be outsourced due to timing.  This is at least a 5 day project.  This will have to be a 2020 warrant.  Adam suggests that beach perching should be done in conjunction with Thusis project.  Jay outlines conversation he had with 116 Eidelweiss Drive property owner.  Kelly wants to make an unofficial/official statement about Nancy Cole.  Medical emergency early Tuesday morning.  Nancy’s family wanted Kelly to disseminate information.  Nancy had a stroke.  Kelly told Jay.  Kelly asks all correspondence to go through the office and then Kelly would distribute as needed. 

Jay makes a motion for Kelly to be the “point person” in Eidelweiss regarding Nancy Cole well wishes, gifts, and other personal correspondence.  Second Adam: Vote 3-0.  Jay suggests that the website have a notification.  Adam suggests sending an email blast.

Adam makes a motion that the  BOC send an email “blast” and put notification on the website and update phone system accordingly.  Second Jay vote 3-0.

Jay outlines the paving work that has occurred this year is only a preparation for next year.  Jay to forward a PDF slide show about paving to the BOC.  Jay encourages us to watch.

Kelly outlines a 9/23 non-public session where we discussed the 2019 review of Kelly.  Kelly outlines that he’s upset his review was discussed.  Kelly wonders about “employee compensation”.  Kathy outlines the reason why NHMA had to be contacted.  Kelly says we have a “huge rift” between DPW and BOC.  Kelly outlines that Nancy was scared that Nancy would lose her insurance.  Kathy outlines that the reason we’re asking questions is because we’re trying to learn.  Jay outlines that Adam recommended Jay and Kathy review prior evaluation of Kelly.  Jay is glad that Kelly is back on a “weekly schedule”.  Kelly outlines that Ralph’s review was done just after he became a commissioner.  Adam states that this isn’t true and that Ralph had been a commissioner for 23 ½ months before the evaluation.  Adam outlines that this review was done based on salaries.  Adam says we need to review evaluations as part of our job.  Kelly outlines that this board has not been treating this DPW with respect.  Gloria praises Kelly and Jeff, especially in the winter time.  Kelly says “we’re turning into zombies” and “it sucks”.  Kelly outlines that he has a number of $68,000ish for 1 ½” overlay and reclaiming with 2 ½’” (compacted to 2”) inch base without top coat.  $128,000. 

Adam asks what is the problem with finding additional information. 

Gloria says it’s a “thankless job”.  Dorothy wants to add something to be reflected on “the tenor in the district has changed.  Much upset and anger.  The stress is out there.”

Kelly asks for transparency regarding Nancy’s position.  Kelly asks if Nancy’s position was in jeopardy.  Adam says that talking about one employee with another in a public session is not appropriate. 

Adam outlines updating the Saturday presentation was reason for calling a paving contractor he had a relationship with at that time.

Kathy outlines that she and Adam questioned everything from the beginning because it was necessary.  Adam outlines that his work on the tank is a good example of why everything should be investigated.  Kathy outlines that more investigation should always happen.  Dorothy and Gloria agree.  Adam outlines that speaking with RI paving person could have more savings: potential grant discussed.

3. Water

Jay summarizes water tank for Reinach.  New design is in hand.  Meeting happened on 10/1.  We are waiting for grant information.  Jay says bid final design can’t happen until reward is determined.  December 15th is the date.  This is because if grant money is received, design will change.  Site design bid package will be done in the Thanksgiving time frame.  Rick Skarinka will be reviewing. 

Adam outlines the grant trust process. 

Kathy outlines the process further.

Adam outlines the finances further. 

Adam outlines the 9/28 meeting.  Jay outlines some thoughts by Ralph Lutjen on 9/28.  Kathy outlines that it’s more about a philosophical shift than specific numbers.

4. Administration

Jay outlines that he spent 6 hours in the office yesterday to help cover for Nancy.  Jay spoke with Donna McKinnon who may be available to assist.   Adam is unavailable due to child responsibilities. 

Gloria states that the Little Library is “great”.  Gloria wants to be informed upon the new date for discussion on memorials.

5.  Accounts Payable

6.  Minutes – Kathy outlines the process for approving minutes.  Jay wonders about minutes being changed.  These were draft minutes. 

Adam encourages the BOC to review and amend minutes as needed.

Discussion ensues about amending minutes before approval.  Dorothy outlines the problem with publicizing draft minutes too quickly.

7. Commissioners Reports

Adams makes a motion that questions from the Saturday 28th meeting to be sent to communications committee.  Jay Buckley seconds. Passed 3-0

Kathy offers to contact Plumber Dan Whitelaw regarding closing of Lodge.

8. Signature Items

Discussion on letter to be sent to Hurley regarding Thusis culvert project.

Adam makes a Motion accept revised letter to Hurley. Jay Buckley seconds. Passes 3-0.

9. Correspondence

10. Scheduled Appearances

11.  Public Comment

Dorothy outlines that “this is going to be a long haul”.  She explains that without Nancy additional information is going to be a challenge.  Dorothy believes the public may be willing to help.  “It’s a huge personal and governing issue”.    

12.  Other Business   

Adam makes a motion to enter non-public RSA 91a:3,II (a) employment matters.  Jay seconds.  vote 3-0

Public session resumed :

Motion from non-public:

Adam Leiser makes a Motion to have Jay manage the office, Kathy contact legal regarding compensation and for Adam to contact Health Trust and temporary person. Jay Buckley seconds. Motion passed 3-0

Follow-up discussion on having Kelly add material to current order for spring drainage projects to avoid $250 delivery cost. Jay Buckley expresses concern with the budget being tight we should hold off.

Jay makes a motion to adjourn at 2pm, Kathy seconds. All in favor.

Respectfully submitted,

Kathy Koziell

Commissioner