VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday May 14th, 2020
The Board of Commissioners met at 9:04 am on Thursday, May 14th, 2020. In attendance was Commissioners Jay Buckley, Kathy Koziell and Adam Leiser (by phone). Also, in attendance was Highway Foreman Kelly Robitaille, and Donna MacKinnon taking minutes. The meeting was not filmed but residents could call into meeting via conference call. We had 7 residents call into the meeting.
At 9:03 am Commissioner Jay Buckley calls the meeting to order.
1. Agenda
Jay Buckley makes a motion to approve the agenda. Kathy Koziell seconds. Motion Passed 2-1. Adam Leiser abstains.
2. Highway Department Report
Kelly reports that the new truck is coming tomorrow around 1:00pm. Kelly Robitaille states that the dealership needs an official letter stating that whoever signs for the delivery of the new truck that they are official signing agent for the district.
Kathy Koziell makes a motion to allow Jay Buckley to create a letter to sign for the new truck as the authorized signing agent. Jay Buckley seconds. Motion Passed 3-0.
Discussion purchase of the new truck- Dinah Reiss states she needs the Audit for the bank for the loan. Kelly Robitaille states he has to get the new truck in order to outfit the truck. Kelly Robitaille received an estimate from Albany Service Center of $44,705K. Albany Service Center needs a deposit of 50% of the estimate. Adam Leiser would like a clause to put in the Albany Service Center estimate for a finish date. Jay Buckley asks if the 550 is going to be sold or traded in. Kelly Robitaille that he has someone interested in buying the 550. Kathy Koziell thinks the district should sell the 550 and Adam Leiser agrees.
Jay Buckley makes a motion to appropriate a deposit of $22,500k for outfitting the new truck for Albany Service Center. Kathy Koziell seconds. Motion Passed 3-0.
Discussion that the DPW will be trucking the gravel in the next few days in order to take advantage of the savings from Coleman. Kelly states he is waiting for a response from DES. Jay Buckley thanks Kelly Robitaille getting the Outhouses cleaned and pumped out. Adam Leiser has a suggestion for a warrant article every year for the Outhouses. Jay Buckley states how the Outhouses were done in the past.
Adam Leiser makes a motion for a warrant article for $4K to clean out the Outhouses.
Kelly Robitaille states the Outhouses come under Parks & Rec budget line item. He wanted to take over the Outhouses but was shut down. Kathy Koziell wants to table discussion about the Outhouses.
Discussion on the speed bumps-Kelly Robitaille under the impression that the trucking will ruin the speed bumps.
Discussion of the beaches and parking-Kathy Koziell states to monitor and can always make adjustment as needed. Jay Buckley agrees with Kathy Koziell and to wait for the Governor’s release. Kathy Koziell the enforcement of policy will put a burden on the police. Kathy Koziell would like to see how Memorial Day weekend goes and go from there.
Discussion of 18 Little Shore- Doug Prescott wants a 6-month extension of his driveway permit which is set to expire on May 23rd. He states his bond has to be renewed and he will renew it if given the extension. Doug Prescott wants to modify design and to pave driveway with the DPW approval. Kelly wants to meet with Doug Prescott and questions if new permit has to be filed for new design. Jay Buckley and Adam Leiser agree with Kelly Robitaille. Doug Prescott states the design is not major. Jay Buckley wants to make sure the bond is extended to cover the district. Adam Leiser wants clarification. Jay Buckley asks Doug Prescott to meet with Kelly Robitaille for a walk through for clarification. Kelly Robitaille will call Doug Prescott later to arrange a meeting.
Jay Buckley makes a motion to extend 18 Little Shore driveway construction permit to 11/14/2020 and for a letter to go out to Doug Prescott for bond company. Kathy Koziell seconds. Motion Passed 3-0.
Discussion of 4 Grachen Drive-Jay Buckley states a letter will go out to the homeowner.
Discussion of 49 Eidelweiss Drive- Kathy Koziell states we are waiting for the certified letter to come back and if not signed for the post office will send it back to the district. Adam Leiser states he will try to find out homeowners’ information from white pages and resend the letter.
Discussion on the Department of Labor report-Kathy Koziell asks Kelly Robitaille if the back-up alarm have been installed on the trucks. Kelly Robitaille believes it was a recommendation. Kathy Koziell will draft a letter back to the Department of Labor.
Discussion of Speed Bumps-Adam Leiser stated that the EPOA offered to buy a speed bump and he would like to gently remind the EPOA of that matter. Dinah Reis stated she will speak to the EPOA. Kelly Robitaille stated that he would suggest putting the third speed bump at the curve of Little Shore Drive. Kelly Robitaille will get the cost of the speed bump.
Adam Leiser makes a motion to put a third speed bump at the curve of Little Shore Drive. Kathy Koziell seconds the motion. Motion passed 3-0.
3. Administration
Kathy Koziell wants to put an ad in the newspaper for the part-time administrative position.
Adam Leiser makes a motion to allocate up to $100 for posting the part-time administrative position in the Conway Daily Sun. Kathy Koziell seconds. Motion passed 3-0.
Discussion on the late fee for the water bills – Jay Buckley and Kathy Koziell thinks that the late fees should waiver until May 1, 2020 due to COVID-19. Adam Leiser disagreed.
Kathy Koziell makes a motion to send out the water bills on 6/1/2020 with a new due date of 7/1/2020 for the late fee. Jay Buckley seconds the motion. Motion passed 2-1. Adam Leiser abstains due to homeowners are aware of the May 1, 2020 late fee.
Discussion of the profit and loss statement – Kathy Koziell will update the profit and loss statement and send it into the office.
Discussion on kayak racks – Adam Leiser asked about the kayak racks being repaired. Kathy Koziell stated she met with a contractor and the contractor will get back to her.
Jay Buckley opens up the meeting to the public. Ralph Lutjen asked the status of the audit. Jay Buckley asked Kathy Koziell about the journal entries for the bills that came in-in 2020. Kathy Koziell stated the journal entries are OK per Tamar Roberts and she is waiting for the management report. Kathy Koziell thinks there is a $300 difference. Jay Buckley will send the management report to Adam Leiser and Kathy Koziell for approval and then the management report will be sent to Tamar Roberts.
Ralph Lutjen questions Mike Smith’s claim regarding Little Loop and what is the boards response. Jay Buckley explained that the BOC is sending Mike Smith’s claim to the village districts attorney. Ralph Lutjen stated Adam Leiser’s repeat of lying about the situation and then asks for Adam Leiser’s resignation.
Jay Buckley explained that Kathy Koziell and himself will have a non-meeting in order to meet with the village districts attorney.
Adam Leiser stated his claim and is working on his error. Adam Leiser stated he did not lie. Adam Leiser stated he would like Ralph Lutjen to rescind his acquisition. Kathy Koziell stated that she reached out to attorney Chris Boldt by herself to schedule a meeting. Kathy Koziell would like administration to send an email to attorney Chris Boldt for Tuesday, 5/19/2020 for the non-meeting.
Larry Leonard asked why the public cannot repair the kayak racks as a volunteer project. Jay Buckley asked Kathy Koziell and Adam Leiser their opinion of the volunteer project. Kathy Koziell stated she would like to hear back from the contractor first and then see if it could be a volunteer project.
4. Accounts Payable
Jay Buckley makes a motion to approve Manifest of ***** checks for a total of $24,204.58. Jay Buckley questions the Ian Hayes Simply Water bill regarding the fulfilling of his contract. Kathy Koziell will read Ian Hayes’ contract to confirm he is fulfilling his contracted duties. Jay Buckley stated he will draft a letter to Ian Hayes if there is an issue and the BOC will hold the check if the letter has to go out to Ian Hayes. Jay Buckley makes a motion to approve the Manifest of $24,204.58 or if they have not heard back from Ian Hayes for $22, 359.58. Kathy Koziell seconds. Motion passed 3-0.
Jay Buckley makes a motion to redo Simply Water check for $1,845.00. Adam Leiser seconds the motion. Kathy Koziell makes a motion to amend Simply Water check and give Ian Hayes ten days to do his work orders. Jay Buckley seconds. Motion passed 3-0.
5. Commissioners Reports
Mark Graffam stated that according to the Attorney General the BOC meeting are being held illegally and has an issue of the meeting minutes not being posted on time. Adam Leiser agrees with Mark Graffam about the minutes.
Adam Leiser makes a motion for him to take the commissioner minutes. No second.
Dinah Reiss stated she needs the 2019 audit to send to the bank for the truck loan application. Dinah Reiss also stated she needs the final numbers to fill in the application for the truck. Jay Buckley stated he will reach out to Tamar Roberts today.
Dinah Reiss questions the 85K monies. Kathy Koziell explained it to Dinah Reiss.
Dinah Reiss asked if Reinach Tank project can be put on the website. Kathy Koziell stated she has put it up on the website and Adam Leiser has not access to the website to the website.
Discussion on Adam Leiser’s email regarding the restrictions to the engineers and contractors of the Reinach Tank project.
Adam Leiser makes a motion as was stated in his email dated May 13, 2020 that all Commissioners are restricted from having any access to the engineer and any contractor for the Reinach Tank project without prior authorization from the BOC. Kathy Koziell seconds. Jay Buckley votes no and questions who should be speaking to the engineer and contractors. Adam Leiser calls to vote on the issue. Kathy Koziell seconds. Motion passed 2-1.
Discussion on 10 Barden Place water hookup – Jay Buckley did a drive by and site is ready to go. Jay Buckley explained his discussion with Ian Hayes this morning to give applicant approval for water hook up. Ian Hayes feels from data logging there will be sufficient pressure when connection the two lines together. Kathy Koziell thinks there is enough money for connecting the two lines together.
Jay Buckley makes the motion to approve the water hook up for 10 Barden Place. Kathy Koziell seconds. Motion passed 3–0.
Adam Leiser questions Nick Seaggall’s involvement of Fluid Engineering. Adam Leiser stated it should have gone through Jones & Beach. Adam Leiser questioned the water line extension CRF and to keep track for reimbursement from the state. Adam Leiser questions the Water Tight Tank money for reimbursement from the state.
Discussion on 9 Reinach Place it is a class VI road. There is no waterline in front of property and will have to be put in. Jay Buckley reads email from homeowner of 9 Reinach Place. Adam Leiser states this should sent to the Water Committee and Ian (should not go out to the engineer). Tell the homeowner to contact Dawson to extend waterline, the village is not responsible for extending waterline. Adam Leiser states Reinach Place should become a class V road next year. Kelly Robitaille asks who is paying for the upgrade and wants it done right. Jay Buckley would like to send ordinance to homeowner. Kathy Koziell would like Jay Buckley to draft a letter to the home owner summarizing how it impacts them. The draft would be talked about at next meeting.
Discussion on the 19 homeowners about replacing waterlines. Certified letters should go out to the homeowners.
Adam Leiser make a motion to spend up to $130. For Ian to give us the 19 homes currently connected to the Reinach pressure zone. Kathy Koziell seconds. Jay Buckley votes no. Motion Passed 2-1.
BOC will review Jay Buckley’s draft letter for discussion at next week’s meeting.
6. Signature Item
Jay Buckley makes motion to sign out of session the thank you letters.
Kathy Koziell and Adam Leiser want to see the letters first.
Discussion on 1 Aspen Drive-Jay Buckley states that he drove by it and it is groundwater table and is high. Kelly Robitaille states it is a seasonal puddle and that he can put fill in it. Adam Leiser states he would like to tell the homeowner that the issue is a groundwater problem. Jay Buckley asks Adam Leiser to draft a letter to the homeowner.
Jay Buckley makes a motion to sign the DN Tank notice to proceed. Kathy Koziell seconds. Motion Passed 3-0.
Adam Leiser makes a motion to have Ian Hayes raise the curb stop valve at Andrew Hardtveldt house on Blinden. Motion became null and void because it has been done.
Discussion of Mark Lucy email- Jay Buckley will respond to the email.
Discussion of the Boat Auction- Jay Buckley will hold the boat auction on May 30th, it should be posted on the web site and bulletin boards.
Jay Buckley makes a motion to post Boat Auction on the bulletin boards, web site and an email blast. Kathy Koziell seconds. Motion Passed 3-0.
Kelly Robitaille brings up the issue with the pipeline extension and curb stops. Kelly states there was a study done in the past and now would be a great time to bring the study up to spec. Kelly Robitaille wants to talk Chris Albert.
Discussion about excavators driving up Appenval & Aspen- Jay Buckley took pictures of machines driving on the roads and will send them along. The metal track on the machines will ruin District roads. Adam Leiser will draft a letter to Chris Albert regarding issue.
Adam Leiser asks Jay Buckley about his comment on the DrummondWoodsum bill. Adam Leiser would like to let everyone know that he spent hours on getting the bond and filling out the paper work so it was all done properly, and the BOC knew.
Adam Leiser makes a motion to adjourn the meeting at 12:26 pm. Kathy Koziell seconds. Motion Passed 3-0.
Respectfully submitted,
Donna MacKinnon
Administrator