VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday May 13, 2021
The Board of Commissioners met by phone at 9:00 am on Thursday May 13, 2021.
In attendance for the full public meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK) and Paula Doyle (PD), Administrators Donna MacKinnon (DM) and Jason Skinner (JS) and Treasurer Dinah Reiss (DR). In attendance for part of the meeting were Kelly Robitaille (KR) and Ian Hayes (IH). The meeting was recorded (audio).
At 8:58 am Commissioner JB calls the meeting to order.
JB made a motion to approve the agenda. KK seconded. Motion passed 3-0.
JB made a motion to approve the minutes from the Commissioners public meeting on 5/6/21 and for the non-public meeting on 5/6/21. KK seconded. Motion passed 3-0.
ADMINISTRATION
DPW report. KR asked about correspondence from 10 Porridge Shore. DM sent property owner a note after last week’s BOC mtg to set up on with her and DPW. No response yet. JB noted that last year on 6/17/20, BOC sent note offering to put remove large rock and put in new culvert. Owner did not respond and instead did own work with their contractor. KR wants to do work on road but prefers to wait until mtg takes place and agreement on next steps. BOC agreed to have office call property owner today to follow-up and set up on site mtg ASAP.
KR brought up correspondence from property owner on Huttwil stating that drainage issue was related to old driveway. He will be ditching this road. DM to let them know via phone call.
KR reported that 2 weeks until Memorial Day so DPW will start putting rafts in, putting fence up around flagpole and putting up no parking signs. Asked if BOC will be adding more signs. Agreement that no additional signs to be added at this time.
KR brought up driveway at 8 Eidelweiss Drive that was completed and property now sold. Driveway built up after permit issued and does not meet specs approved. Lengthy discussion on how to handle these situations. JB noted that Property owners should be getting a Permit for Operation once work complete. PD suggested that enforcement should be consistent and developer who did work should be notified that he has not followed policy and subject to fines. DM and KK to draft a note to him. JB to contact Bob Boyd at Code Enforcement to check with district in future before issuing Certificate of Occupancy. KR asked about updating on status of driveway permits with reminders to check. KK noted already have a spreadsheet in binder at office but will add a column with dates.
Water Report.
IH reported that Little Shore leak was fixed a couple weeks ago and usage has dropped.
IH reported that 11 Blinden scheduled for inspection on Friday pending final confirmation from builder. Discussion on other hook-ups pending. KK reported that she had spoken this week to Nick Skegell (NS) at Dubois & King (D&K) and he would be running modeling tests on 13 and 19 E. Bergamo, 8 Grandval. Repeated that 51 Oak Ridge would not be modeled because coming from Lakeview side of Oakridge where we know lots of pressure. But would have D&K add this property and 11 Blinden to their model.
IH asked about status at 9 Reinach and lengthy discussion occurred about this property and how to handle the fact that the lines from pump house and to home were not installed properly. PD suggested that property owner be notified that he would not get water until the lines were properly installed and inspected as specified in water ordinance.
PD made a motion for JB to draft and send letter ASAP to homeowner. JB seconded. Motion passed 3-0.
IH reported that water system flushing occurring next week.
IH asked about Upper Lakeview because he spoke to Rick Skarinka last week who inquired as to status. JB stated that he had spoken to NS at D&K about this project and asked IH which engineering firm he would recommend to do this project. IH responded that experience with system would favor D&K but he would work with anyone. BOC agreed on next step that JB would contact NS at D&K to get a proposal.
IH asked about and confirmed he would be removing temporary line at 1 Bristenstock today.
JB asked IH to confirm timing on Reinach Tank drainage and refill which took place around 3/29 and that it was done not using main blow off but instead using the water main and into the station itself.
IH confirmed power is on at new pump house and Tom will be addressing SCADA system there between 5/24 and 5/26.
JB asked IH about manual confirming that J&B will be providing it and IH will review.
DM asked IH about inquiry from owner at 58 Bern Drive if water hookup on this property. IH has no record of (will confirm) and that any marker on property probably for other purpose.
DM asked IH if charges for seasonal shut-offs will be in next invoice. IH confirmed in April invoice.
IH left the meeting
KK stated that the dam is approximately 6” below the edge of concrete which is where it should be per policy. PD stated that she thought it was more like 2-4” but also agreed that according to policy it was where it should be and left as is at this time.
KR left the meeting.
Discussion on Annual Meeting. PD reported that warrant postings were all completed although left at front of school where they stated they would post for us. PD stated that possibly it might be posted in front of school instead of on bulletin board near gym since school is locked and cannot be accessed by public. DM reported that office will be open next Friday from 3-5PM to accept any final absentee ballots.
JB made a motion to approve the accounts payable manifest with 25 checks/debits totaling $9,964.35. KK seconded. Motion passed 3-0.
COMMISSIONER REPORTS
-PD reported that she has requested a quote from Muddy River Signs for the large beach signs and hopes to have that for meeting next week.
-KK reported that she spoke to NS at D&K this week and now better understands the modeling. He told her that they add new dots to every location we ask them to model. He will look at the new water main that should be added.
-KK reported that she submitted an updated Budget Spreadsheet this week for 2020 to date. PD asked if the column titled ‘Budget 2021’ was actually the 2020 budget which we are operating under until the annual meeting. KK confirmed and will update the column heading.
-JB reported that he received confirmation from Turbo Court that Adam Leiser was served.
-JB suggested that the BOC consider raising the water hook-up fee from $8,000 to $9,000 since it has not been raised since 2007 and is low versus others in the state. This would be addressed with any other revisions to water ordinance and presented in a public hearing.
-JB reported that he met with property owner Erin LaPlante who had complained about her water 2 weeks ago and she gave him a sample and stated her neighbors had same issue. DM spoke to IH about this and he told her it had to do with water softener but everything had tested okay.
-JB reported that there was a pile of gravel and pile of loam at Reinach site and not sure who it belongs to and trying to confirm it was put there by Dawson for the tank project.
-JB reported that there is a garden hose coming out of old Reinach station and probably set up for by IH for 9 Reinach to obtain water temporarily as requested this winter.
-JB reported that the Madison Town Meeting will be held this coming Saturday, May 15 at 9AM.
-KK has requested that the board meet again prior to next week’s regular meeting to discuss the annual meeting presentation. Meeting set for Wednesday May 19 at 9AM. DM to post on bulletin boards. KK to post on website.
CORRESPONDENCE
-Letter from Waterville Estates reviewed which asked if we had applied for Covid Relief funds. Since we did not, DM to call and let them know.
-Discussion on requests from EPOA.
JB made a motion to approve having the EPOA provide 3 Go Slow/Children Playing signs to be installed on Eidelweiss Drive. KK seconded. Motion passed 3-0.
Discussion on request to add Carry In/Carry Out signs. PD stated that this is already on the large policy signs and other smaller signs have been added over the years (No Fireworks, No Dogs, No Lifeguards) and that people who leave trash behind will not change behavior with another sign and instead we just keep adding signs and making it more difficult to read the overall policy. Agreement by BOC to not approve this request.
-Discussion on Neighborhood Watch Signs. Agreement reached to inform EPOA that these signs were installed by EPOA and should be maintained by EPOA.
-Agreement by BOC that a community yard sale would be okay to hold in parking lot.
-JB reported that 14 volunteers attended Valley Pride Day and collected 26 bags of trash plus an old fiberglass canoe.
-Note from Diana Doyle was mentioned that thanked and praised DPW for good work on roads.
-Discussion on email from Mike Smith (MS). PD addressed since she had discussion with him in person earlier in week. PD re-stated that the VDOE has already sent 3 emails with information on meeting and that it was posted at mailboxes which was very visible and it’s on homepage of website. She stated that MS told her in person that the BOC was responsible for insuring large attendance at voting/meeting but PD stated that she checked law and not legal responsibility of board. PD also stated that she had looked up and confirmed law that office needs to be open 3-5PM next Friday to receive applications and absentee ballots. Discussion that perhaps MS believes that is the only time we are accepting these even though we accept them any time we are at the office but we are also adding the 3-5PM hours next Friday as law requires. PD also addressed MS statements in note that loon committee had possibly moved loon cam because of our dam/water levels. PD stated that as she shared last week, she had spoken to John Cooley and she had read on their website that the loon cam was moved primarily due to proximity to loon conservation center and also because of potential issue with our loon pair.
-PD asked about bathroom cleaning as prior cleaner will not be available this year. Office to reach out to other local cleaners.
-PD stated she will be in office on Friday to work on 91-A request. JB stated he would also be in office for a meeting at 1 PM with Ron Sandstrom and DM to review security. JB to contact AH to see if he can join. PD to do her work earlier to avoid conflict in office.
-DM sent Bob Ingram the PowerPoint latest draft and final warrant. BOC agreed that he should be invited to meeting next Wednesday. DM to follow up.
-JB mentioned that an NHMA hearing would be held on 5/18 virtually. JS to attend.
-JB asked about annual meeting information on website. KK to work with JS today on website. PD asked that note be added about public hearing information that it is now outdated.
PUBLIC COMMENT
None.
ADJOURNMENT
JB makes a motion to adjourn the Public Meeting at 11:10 AM. PD seconded. Motion Passed 3-0.
Respectfully submitted,
Paula Doyle, Commissioner