BOARD OF COMMISSIONERS MEETING MINUTES
Thursday, March 18, 2021
9:00 a.m.
Call to order 9:00
- Approval of the agenda
MOTION: Jay Buckley to approve agenda; Second by Kathy Koziell. Approved: 3-0 - Approval of Minutes
a. 03/11/2021
MOTION: Paula Doyle to accept as amended; Second by Jay Buckley. Approved: 3-0 - Committee Reports
a. Project Report – Jay Buckley conversation with Brad Jones due to project impacted roads. Brad Jones recommends gravel test to ensure correct/proper gravel is being used
Crushed stone, surface application. Future conversation with contractor who worked on the roads, to address repairs under retainage
Kelly Robitaille notes that it was not the material, rather the amount of material. Proper material, and too little of it. Cutting into a gravel road, 2-4’ wide trench to install pipe, working on gravel road vs properly engineer paved road, lots of collapse and material mixed when re-filled. Project was not complete, was to be completed in the Spring. Original design only called for 2-3’ section of road to be excavated. But at this point it is a complete road fix.
Dawsons was contracted to do the project, not DPW responsibility, Dawson is responsible for bringing road back up to prior condition. DPW was trying to save the District funds and help be sure it gets done correctly.
Paula Doyle notes that if DPW helps with work, contractor could find DPW at fault for any incomplete work.
Kelly Robitaille confirms that DPW will not address any of the repairs. Road is closed
ACTION: Jay Buckley will contact J&B/Dawson about restoring roads to prior condition.
Jay Buckley provided an update on culverts. He is negotiation on cost and will wrap up for next meeting
Kathy Koziell – were the repairs performed by Dawson an emergency or no? Contract allows for emergency repairs. Road was collapsed, but no homes were impacted.
b. Water Report – NONE
c. DPW Report – Kelly
DPW is watching the roads, and reports it is a typical spring
Couple roads involved in water projects do have wet spots, DPW is addressing with gravel. Upper Aspen still, posted, no homes impacted. Equipment is prepped and ready for hauling gravel.
DPW – if you see something, please inform us.
Paula Doyle is concern about Eidelweiss @ Little Loop – pot holes were filled but one is still of concern. DPW aware and addressing the issue.
- Administration
a. 4 Interlaken – Pre-paid water agreement
Agreement in the file, record of payment but no record of payment. Great Northern Land Corp, private entity entered into agreement with land-owner. VDOE has not received any payment for these agreements. No action required by office.
b. Water Usage Bill discussion
Discussion ensued on fee setting, reserve/contingency fund amounts, proposed 2021 Water O&M budget. Further discussion on fees will be taken up on the Tues March 23, 2021
Donna MacKinnon - reminder on Canoe rack sign up, discussion of dates for initial sign up and subsequent sign up. 1st date April 15th with a reminder email on May 1st for second sign up of: June 1st. Discussion ensured on Canoe Rack policy, notification to residents and permanent signs for racks.
Discussion ensue on signage – on racks or post on beach? Decision to place on racks.
Jay Buckley – estimate on # of racks/signs needed
Jerusha Murray – Office/DPW inspect racks for qty needed
ACTION: Email on April 1st with info on registration, and notices at bulletin board
Permanent signs for racks: 5-1/2” to fit on the framing (16 – 20 wracks x 2)
AMEND HERE for: Beach ordinance/rules signs also
Discussion begins at 40:00 – no discussion on signs for beach ordinance/rules
Donna MacKinnon – reminder that covid related supplies (masks, pens, sanitizer) are needed for annual meeting, requests approval for purchase.
MOTION by Jay Buckley to appropriate $200 from office supplies for meeting covid; second by Paula Doyle. Approved: 3-0
91-A Update: In excess of 5 requests received last week. Office continues to receive and respond to these requests, notes that they do impact daily operations in the office.
- Old Business/Tabled Items
a. J&B Inv 37045 dtd 02/19/21 for approval
MOTION by Jay Buckley to request that J&B waive portion of the fee; second by Paula Doyle. Kathy Koziell notes that we are paying for time not related to contract, not related to billing and payment, cost to correct disbursements is not the districts responsibility. Approved 3-0
ACTION – office contact J&B for invoice correction/to waive fees related to billing and payment
- Signature Items
a. Accounts Payable Manifest for 03/17/21: 12 checks totaling $46,447.03
MOTION by Jay Buckley to approve; Second by Paula Doyle. Discussion: Kathy Koziell requests clarification on significant payment amounts: Equipment, Equip Leases, Sand, Eversource, Primex. Approved 3-0
b. Letter of recommendation.
c. Liberty Mutual Bond Questionnaire – Dawson’s
Discussion ensued on completing the questionnaire. On Question #4: Answer NO, with remarks: Roads have not yet been restored to original condition, anticipate will be addressed prior to completion.
- Commissioner’s Concerns/Reports
Paula Doyle – Water Emergency Plan, been circulated by Paula. Notification/communication section is final information to be updated. Will finalize for 03/25 Meeting.
Jay Buckley – boil or do not drink order, requirements to provide notice to homeowners. Placards/signs – does VDOE have materials for this, should we obtain in advance. Office should become familiar with notification process.
Paula Doyle requests home page of website be updated with annual meeting info
Paula Doyle spoke with Ian and will send Tom an email on SCADA notifications.
Paula Doyle will work on canoe rack signs/wording for new signs, obtain estimate on signs and bring back to board for approval.
Kathy Koziell – did reach out to CA again for Little Loop survey and master drainage plan. End of this week, early next week.
a. Commissioner Buckley
i. Brush Cutting Bids
Two bids now received, Ryan and Tricky
ii. Lodge CMA’s
Discussion on description of Lodge to realtors.
Jay Buckley will continue working on this
iii. Little Loop Survey
iv. Water Committee Meeting Update
Update to task worksheet, Louis Adorno
Kathy Koziell – Q on corr with LA, make sure your application is filed by:
Received/have been awarded the grant, paperwork needed to accept award
v. Asset Management – Louis Adorno correspondence.
Discussion ensued on status of award and application. Noted that we have been awarded the grant, paperwork is needed to accept award.
VDOE Annual Report needs to be received by Madison by Wed 3/24/2021.
ACTION: Commissioners to eview over weekend, approve on Tues 3/23 mtg
- Correspondence
Mostly road related, pictures of various roads.
#4 and #6 Little Loop, swale & drainage. Snow removal at #4 was blocking the flow of water into drainage easement.
Jay Buckley – reminder that residents are not permitted to dispose of any waste: snow, grass, leaves, etc. into drainage easements. Recommends letters be sent to any/all residents RE: disposal. Requests DPW to provide a list of impacted culverts/drainage easements.
MOTION: Jay Buckley for office to generate a generic letter to owners with drainage easements. Second by Kathy Koziell. Approved: 3-0 - Public Comments on Non-Agenda Items
Dinah Reiss – If the Water Committee is taking over planning: How will they generate info, from what sources?
Jay Buckley – Curb stop info/isolation valve info, all pretty accurate,
Kathy Koziell – Binder has all this info. Needs to get on a map. Water Committee – will not be doing it, they will be overseeing the contractor who is doing the mapping/survey, to ensure deliverable from contractor is what we need. Discussion endued on 91-A and financial information posting publicly.
Recommendation to ask commissioners to create an office policy on website posting, etc. - Other Business
- Non-Public Session – RSA 91-A:3, II (l): Legal
MOTION by Jay Buckley to enter into non-public at 10:55AM
Second by Paula Doyle. Approved 3-0 - Dates for Next Board of Commissioner’s Meetings
a. March 23, 2021 – Budget only
b. March 25, 2021 - regular
Adjourn MOTION by Jay Buckley to adjourn at 11:53 am; Second Kathy Koziell Approved: 3-0