VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday July 9, 2020
The Board of Commissioners met at 9:04 am on Thursday, July 9, 2020. In attendance was Commissioners Jay Buckley, Kathy Koziell and Paula Doyle (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 Chris Albert, engineer & 2 residents call into the meeting.
At 9:04 am Commissioner Jay Buckley calls the meeting to order.
1. Agenda
Jay Buckley amended the agenda manifest amounts of $285,723.00 and $7,317.29.
Jay Buckley makes a motion to approve the amended agenda. Paula Doyle seconds. Motion passed 3-0.
2. Engineer Report
Discussion of Reinach Project status. Chris Albert calls into the meeting. Chris Albert discusses the updated spreadsheet of the project that he sent into the office. He sent in the second pay requisition from Dawson. Discussion of the PRV pit at Upper Lakeview- Chris Albert met with Ian Hayes regarding PRV pit will send in report next week for BOC to review.
Discussion on paving-Chris Albert & Kelly Robitaille will meet next Friday. Chris Albert discusses culvert at Bristenstock & Salins states he is checking on size for replacement and Aspen culvert was also discussed. Chris Albert states DN Tank is shooting for first week in August for completion. Jay Buckley asks Chris Albert if the BOC should have been at the meeting at Summit. Chris Albert states no he was just in the district for his weekly visit.
3. Highway Department Report
Kelly Robitaille states the roads are in good condition after the storms. DPW fixed the broken ladder at Boulder Beach. Kelly Robitaille askes if can go ahead with Upper Lakeview culvert project. Jay Buckley states the office received t
Mr. Taylor signed agreement letter and that Kelly can go ahead with project. Discussion of Calcium Chloride for Rock House. Kelly Robitaille states he used about 720 gallons and that they would like it done 2 more times. Kelly Robitaille wants to refill Calcium Chloride Tank with the great deal with Rock House but will be over budget line item, but he needs the BOC approval.
Jay Buckley makes a motion to have Kelly Robitaille purchase Calcium Chloride with the appropriation of $2,500. coming from what is left in the dust control line item and the remaining coming from the gravel line item. Kathy Koziell seconds. Motion Passed 3-0.
Discussion on the Thusis Culvert- Kelly Robitaille states the DPW did an exploratory dig. Kelly stated that the old steel buts up to plastic not connected. He recommends remove and replace with correct fix. Kelly Robitaille states that no approval is needed from anyone even the homeowner. Paula Doyle questions if there was a warrant article for Thusis. Kelly Robitaille stated that materials were bought last year but they are oversized and cannot be used on this project but will be used somewhere else in the district. Jay Buckley states the money were never expended to this year. Kelly Robitaille figures it would cost around $600. and is ready to go. Jay Buckley asks Kathy Koziell and Paula Doyle if the BOC should let the homeowner know about the changes. Kathy Koziell states they should let the homeowner know. Kelly has told the homeowner how the project was going to go it was existing drainage 30 years old and it need to be replaced. Jay Buckley will draft a letter to the homeowner.
Discussion of One Little Loop homeowner about driveway drainage issue-Kelly Robitaille stated a request for fill was requested by homeowner but the fill that would have been given to the homeowner was reclaimed fill from the district and the homeowner made note about how 4 Little Loop was taken care of. Kelly Robitaille stated the BOC will have straighten this out with the homeowner. Kathy Koziell knows the property and Paula Doyle will go by and check it out. Kathy Koziell asks Kelly if a driveway culvert purchased by the homeowner would work. Kelly Robitaille states a culvert would not work and fix the problem. Paula Doyle asks how long the people owned the property and to tell the homeowner to come in front of the BOC regarding the fill.
Kelly Robitaille that the stumps on Little Loop will have to be removed due to plowing in the winter which would ruin the blades if they got hit. BOC agrees with Kelly Robitaille to remove the stumps. Jay Buckley will reach out to the logger to question why the stumps were left that way. Jay Buckley will draft a letter to Shawn’s Tree Service.
Jay Buckley will draft a letter to homeowner from Barden Place at Bern Drive about raking debris into the cleaned-out culvert ditch in order to have the drainage flow properly.
Driveway permits:
Discussion of driveway permits approval for construction for 9 Reinach Place and 34 Interlaken Circle. 9 Reinach Place is a class VI road and needs to have recorded Notice of Restriction with the Registry of Deeds Carrol County in Ossippee. Was filled out by homeowner and sent to Registry of Deeds by the office.
Jay Buckley makes a motion to approve and sign Driveway Permit for Construction for 9 Reinach Place. Kathy Koziell seconds. Motion Passed 3-0.
Jay Buckley makes a motion to approve and sign Driveway Permit for Construction for 34 Interlaken Circle. Paula Doyle seconds. Motion Passed 3-0.
Discussion of Beach Raking- Paula Doyle asks about the beach raking and would like the DPW to do it. Jay Buckley does not feel the need. Kathy Koziell feels once a year or a spring clean up should be done. Dinah Reiss asks if the Outhouse cleaner can do it. Jay Buckley says no because trash pick up has to be done right.
4. Administration Report
Discussion about phone call from a resident regarding the Huttwil parking lot with the camper and car that has been there awhile.
Discussion of all the phone calls into the office about the trash that was left around the district from the weekend. Kathy Koziell questions the non-resident trash situation. Jay Buckley states they can dispose of trash @ $5.00 a bag. Kathy Koziell will send out an email blast.
Discussion of waiving the water bill late fee. The BOC all agree not to waive the late fee was already waived from May to July homeowners know when the water bill is due yearly.
Jay Buckley makes a motion to approve the commissioner meeting minutes of May 14, 21 & 28th 2020.
Ralph Lutjen asks for amendment for May 21 minutes from his statement from pathetic to pathological. Paula Doyle states going forward to follow the 91A regulations. Ralph Lutjen asks if the minutes can be done backwards until caught up. The BOC takes that under advisement.
Jay Buckley makes a motion to approve the commissioner meeting minutes of May 14, 21 & 28th 2020 with amendment to May 21st minutes. Kathy Koziell seconds. Motion Passed 2-1 Paula Doyle abstains.
5. Accounts Payable
Jay Buckley makes a motion to approve the two manifests. First manifest from the water project of 5 checks for $285,723.00. Second manifest from the operating budget of 11 checks for $7317.29. Kathy Koziell seconds. Motion Passed 3-0.
6. Commissioners Reports
Kathy Koziell states she will work with Donna MacKinnon on putting liens on overdue water bill customers.
Jay Buckley makes a motion to sign the letter to Robert Nelson regarding 21 Upper Lakeview. Kathy Koziell seconds. Motion Passed 3-0.
Discussion of past Holiday weekend- Jay Buckley states that Kelly Robitaille stated there was damage to the ladder at Boulder Beach at a cost of $286.00 and that the DPW collected at least 20 bags of discarded trash through out the district. An email came into the office from Adam Leiser requesting the board to pay for a detail for fireworks. Jay Buckley stated he thinks this should be a warrant article for a paid detail for next years annual meeting. Kathy Koziell asks if the EPOA could pay for detail. Dinah Reiss says no it has to be done by the BOC. Paula Doyle states people should call the homeowner, the real estate company, or the police when there is a problem. Jay Buckley this should be put on the list of ordinances for the homeowners to approve at a public hearing.
Kathy Koziell states she updated the spreadsheet for the water project. She will add a running balance for CRF funds- need to show that they were billed.
Jay Buckley discusses playing phone tag with Michelle Clark from the DRA, he will reach out again.
7. Correspondence
Ralph Lutjen sent an email that he would like to take care of the garden. BOC agree for Ralph Lutjen to take care of the garden.
John Rocharz took care of the playground and fixed the fence.
Andy Elliot can go ahead with his irrigation system.
Dinah Reiss states for next Thursday’s meeting she will have signature cards for Paula Doyle to sign.
Jay Buckley makes a motion to go into Non-Public at 10:50 am. Kathy Koziell seconds. Motion Passed 3-0.
At 11:42 am exit Non-Public
Kathy Koziell makes a motion to seal the Non-Public Meeting Minutes. Paula Doyle seconds. Motion Passed 3-0.
Paula Doyle makes a motion to adjourn meeting at 11:43 am. Kathy Koziell seconds. Motion Passed 3-0.
Respectfully submitted,
Donna MacKinnon
Administrator