VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting Minutes
Thursday, October 22, 2020
The Board of Commissioners met at 9:00 am on Thursday, October 22nd, 2020. In attendance were Commissioners Kathy Koziell, Paula Doyle, DPW Foreman Kelly Robitaille, and Treasurer Dinah Reiss (by phone), and Administrator Lynne Baker taking minutes. The meeting was held at the Madison Town Hall and was filmed by Carol Dandeneau. Residents could call into the meeting via conference call.
At 9:08 am Commissioner Kathy Koziell called the meeting to order.
1. Agenda
DPW Foreman Kelly Robitaille requested that the Driveway Permit for Construction on 13 East Bergamo Road be added to the agenda
Kathy Koziell made a motion to approve the amended agenda. Paula Doyle seconded. Motion passed 3-0.
2. DPW Report
Discussion of Driveway Permit for 13 East Bergamo Road.
Kelly Robitaille stated he would be doing the inspection today.
Kelly stated there should be a condition that a negative grade to the road is maintained.
Kathy Koziell made a motion to approve the Driveway Permit for Construction for 13 East Bergamo Road on the condition that a negative grade to the road was maintained. Paula Doyle seconded. Motion passed 2-0.
Discussion of Resident complaint of trash on East Bergamo RD.
Kelly Robitaille reported someone dragged the items onto the road.
Since the material is in the road, it is the VDOE’s responsibility to keep the right-of-way open.
DPW will only remove material from the roadway, not from any private property.
Discussion of Paving
Kelly Robitaille stated that Bryant Paving will begin the overlay on Aspen Drive and Bristenstock Drive on Wednesday, October 28th, 2020.
Kelly stated that after that paving was complete Bryant would be done for the year.
Paula Doyle inquired as to any possible road closure.
Kelly stated there may possibly be short delays.
Kathy Koziell and Lynne Baker will send out an email blast on Monday.
Kelly stated that the last grading for potholes will be completed in 2 weeks.
Discussion of Rafts.
Kelly Robitaille stated that the rafts were being removed today.
Discussion of Leaf Blowing.
Kelly Robitaille reported an issue with homeowners blowing their leaves onto the road and into the ditches.
Kelly stated that DPW has no alternative but to blow them out and they end up back on the homeowner’s property.
Kelly stated that DPW must clear ditches to keep road drainage open and effective.
Discussion of Trucks.
Kelly Robitaille reported that the older truck is now outfitted and ready to go.
Kelly stated the new truck is being outfitted and should be ready in 2 weeks.
Discussion of DPW Employees.
Kelly Robitaille stated that Tony Eldridge is finished for 2020, except for plowing purposes.
Jeff DeMartino’s annual review will be next Thursday prior to public meeting.
Kathy Koziell and Paula Doyle agreed that Kelly should attend that meeting.
Discussion of 8 Eidelweiss - Drive Water Hook up.
Kathy Koziell stated there had been no response from the homeowner.
Kelly will speak to Bryan Paving about doing that project next.
Kathy Koziell suggested an email be sent to Ian Hayes to inform him of the scheduled paving on Eidelweiss Drive so he can coordinate with Bryant Paving.
Discussion of 47 Eidelweiss Drive - Driveway.
Kelly Robitaille stated that all existing pavement will need to be removed.
Kelly reported that the driveway is affecting the road due to drainage washing the gravel down.
Paula Doyle inquired as to the possibility of only laying a patch for the winter.
Kathy Koziell stated that there are conditions the homeowner must agree to before the VDOE driveway permit can be approved.
Paula Doyle suggested an email be sent to the homeowner asking what their intentions are going forward and if they are going to acknowledge the conditions set by VDOE.
Discussion of 29 Oak Ridge Road – Building Variance
Kathy Koziell reported that Jay Buckley had attended the Town of Madison’s Zoning Board Meeting as an abutter for the VDOE.
Kathy stated Jay reported there was no quorum on the issue of the building on 29 Oak Ridge Road being 45’ from the middle of the road instead of 65’. Kathy stated Jay reported the next zoning meeting was yet to be determined.
Kelly Robitaille stated that the driveway will be an issue for plowing.
3. Administration
Approval of Minutes of October 15th,
Kathy Koziell requested some changes be made.
Draft of October 15th minutes has been posted.
Lynne Baker will complete the changes and post approved minutes later.
At this time (9:54 am) Paula Doyle called Brad Jones of Jones & Beach regarding his not calling in to join the meeting.
Discussion of Audit RFP Responses.
Lynne Baker reported that at that time there was only 1 interested party, Tamar Roberts.
Paula Doyle was commended for doing extensive research to locate audit firms.
Paula Doyle requested that the Audit RFP be posted on the VDOE website and the NHMA website.
Discussion of Paddle Board Yoga Classes on Pea Porridge Pond.
Samuel Lincoln, of Backyard Concept, requested VDOE permission to access the boat launch to start a paddle board yoga class on Pea Porridge pond.
Kathy Koziell determined that the boat launch access was not within the VDOE.
4. Accounts Payable
Discussion of Payroll.
Kathy Koziell read the timecards for the weeks of October 9th and 16th, 2020.
Kathy Koziell made a motion to approve the payroll in the amount of $8,008.30. Paula Koziell seconded. Motion passed 3-0.
6. Commissioner’s Reports
Dinah Reiss reported there was a balance of $55,000.00 left on the line of credit.
Dinah stated she will move what’s needed operating budge once we get the final bills.
Dinah reported the last bill for interest in the amount of $7,000.00 was in February.
Dinah stated the 1st Principle and Interest payment will be in August 2021.
Dinah reported that the payback will be 12 years, not 15 years.
Dinah stated this payment would come out of the water budget.
Kathy Koziell made a motion to adjourn the meeting at 10:00 am to await Mark Graffam’s arrival. Paula Doyle seconded. Motion passed 2-0.
Kathy Koziell made a motion to reconvene the meeting at 11:05 am. Paula Doyle seconded. Motion passed 2-0.
Mark Graffam did not attend as planned.
Kathy Koziell made a motion to adjourn the meeting at 11:06 am. Paula Doyle seconded. Motion passed 2-0.
Respectfully submitted,
Lynne Baker, Administrator