VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 14, 2019
The Board of Commissioners met at 9:00 am on Thursday, May 14, 2019. In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Kelly Robitaille (hwy), Treasurer Dinah Reiss, John Cancelarich, Larry Leonard, Mike Dolan, Paula Doyle, and Commissioner appointee Jay Buckley. The meeting was filmed for Madison TV by Tim Hughes.
At 9:04 am Commissioner Adam Leiser calls the meeting to order.
Adam Leiser announces that Jay Buckley has been appointed to the Board of Commissioners.
Clerk Nancy Cole swears in Jay Buckley. Congratulations Jay.
1. Agenda
Adam Leiser makes a motion to approve the agenda. Kathy Koziell seconds. Motion passed 3-0.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille outlines that a free lawn mower may be available. Kathy Koziell will donate a lawn mower to the District. Discussion ensues on mowing VDOE properties.
The hot water is not working at DPW garage. The plumber will be notified today.
Electric issues at DPW II are outlined. An outside light has been pulled from the building. Chip Johnson will be notified. Adam Leiser makes a motion to allocate up to $200 for replacing light by electrician. Kathy Koziell seconds. Motion passed 3-0. Discussion on lights in the bathroom downstairs at the lodge. Electrician will be asked to look at this as well. Outside light at Lodge will also be looked at. Outside lights at the DPW garage should also be looked at. Adam Leiser makes a motion to increase the allocation by $500 to $700 total. Jay Buckley seconds. Discussion on budget items is held. Motion passed 3-0.
Adam requests Jay Buckley look at the DPW bathroom.
Kelly outlines a road issue on Reinach Place. A resident cleared trees from a lot and the trees were left at the side of the road. The Madison Police have been notified. Adam Leiser discuses obtaining a copy of the police report. Forestry Department has also been notified. Police report will be requested.
The road grader is in need of repair. A steering issue is occurring. Kelly Robitaille discusses having repair done by a local mechanic or by Chadwick Ba-Ross. Repair is involved, Chadwick Ba-Ross may be needed. Adam Leiser makes a motion Chadwick Ba-Ross up to $2,000 for repair. KK seconds. Motion passed 3-0. Kelly discusses cost of repair and need to diagnose exact problem. Adam increases to $2,500. KK seconds. Discussion on use of capital reserve funds for this repair is held. Motion passed 3-0.
Purchase order requests are reviewed with Kelly Robitaille; all requests verbally approved.
Discussion on use of the Town of Madison’s chipper is held. Kelly Robitaille outlines that when borrowing this equipment, all limbs should be in one area. Adam questions determining when this will be done. Kelly Robitaille outlines that planning this now and trying to state which week this will be done would be difficult.
A blower/vacuum system for leaves has been recommended by Kelly Robitaille. Recommendation is reviewed and discussed. Kelly Robitaille outlines ability to remove the leaves as crucial to keeping the ditches and culverts cleaned. Cost would be $6,500 from MB Tractor. Adam Leiser discusses a complaint from a resident that leaves were blown onto his property. This equipment would rectify that scenario. This equipment comes with a three-year motor warranty. Additional information will be obtained on this with a target to approve at the next meeting. Kathy Koziell outlines that she has had a discussion with the resident who complained and all is okay. Additional communication will not be needed regarding this complaint.
Jay Buckley discussed anchoring of picnic tables at Geneva Beach. One table was flipped over into the pond.
Adam Leiser discusses information noticed in the DPW garage that was requested under 91-A to the DPW. Adam states that he was surprised to notice this. Kelly Robitaille responds that he is allowed to have information pertaining to what is being said within the District. The DPW does try to keep on top of all current matters. Kelly Robitaille outlines improvements made in the last few years and states he feels as if he needs to defend himself. Jay Buckley discusses that the DPW should not feel as if they need to defend themselves. Kelly Robitaille is invited to the Info-Board chat site moderated by Jay Buckley. Kelly Robitaille declines. Adam Leiser questions any information that is not DPW related. Paula Doyle outlines the culture of the VDOE to place blame and point fingers at persons. Social Media allows persons to criticize more openly. Paula adds that the DPW should not feel they need to defend anything. Paula questions changing the culture so that employees can feel comfortable and safe when a mistake is made. Being accountable without fear of repercussion is needed. Kelly thanks Paula, adding that he has been doing this for over 5 years effectively. Adam outlines that the Board be the persons who take the pressure. Social media sites are outlined. Larry Leonard highlights the improvements to the District roads in the last few years. Mike Dolan adds that the DPW is doing a great job.
Discussion on pond levels is held. Larry Leonard states that a board should be put into the dam. Adam highlights having this dictated by the Loon Society is needed so that VDOE can regulate this matter effectively. Establishing a policy is outlined. Checking to see if the loons have begun to build their nest is discussed so that the level can be set for the nest. John Cancelarich discusses the level of Big Pea Porridge Pond. Additional discussion on June 1 at the Commissioners meeting held after the public hearing is planned with John Cooley of the Loon Preservation Society. John Cancelarich discusses protecting property rights of people. One board will be put into the dam by the DPW today. Discussion on information from DES every year to work the dam in compliance with the Loon Society recommendations. John Cancelarich is asked to join the Environmental Committee.
Planning the spring work, including 30 Saint Moritz area, is discussed. This will be done by June 30th. Kelly Robitaille agrees to June 30 deadline. The repair at 44 Oak Ridge culvert will also be done by June 30th.
Discussion on ditching needed at Thusis. Kelly Robitaille outlines this will be done this spring when the road is done. Adam highlights having four residents review roads for additional eyes on the District roads. Discussion on replacing the stakes at the culverts is held. These will be marked again this spring. Discussion on Burgdorf Road is held. Kelly Robitaille outlines that the high culvert on Burgdorf was improperly installed. Culvert will be replaced to the lower section on the road. When this work is done, the residents will be notified. Kelly requests sealing off and closing the road properly on Burgdorf at the failed large culvert. Use of jersey barriers with reflective markers is recommended. The hole will be filled with rip-rap stone so that it won’t move. Jay Buckley states that a possible repair may be done. Adam Leiser outlines need for permanent solution. Having road engineer review will be done. Adam Leiser makes a motion to allocate up to $700 for safety on Burgdorf. Kathy Koziell seconds. Motion passed 3-0. Kelly Robitaille suggests that closing of the road be discussed with the voters, and not just a Board decision.
Kelly Robitaille is asked when he can repair the canoe racks. Up to $500 in materials would be needed. These need to be done before Memorial Day weekend. Adam outlines allowing up to $1,000 if necessary. Kathy Koziell outlines repairing to safe and usable level. Adam highlights getting the racks done is to be a priority. Discussion on the racks continues. Racks will be looked at for additional repairs this fall. Adam Leiser makes a motion to approve up to $700 for repair of the racks. Jay Buckley seconds. Motion passed 3-0.
Adam Leiser makes a motion place information regarding canoe and kayak rack repairs on the front page of the website. Jay Buckley seconds. Motion passed 3-0.
3. Water
4. Administration
Two persons for the environmental committee have stated interest. John Cancelarich will also join.
Motion log is reviewed.
Discussion on updating policy for lodge use is held. Kathy Koziell discusses a need to require event insurance either through the property owner’s homeowner’s insurance or the Primex TULIP program for all private lodge use. Adam Leiser makes a motion to include event insurance through the Primex TULIP as an option for event coverage for lodge use. Kathy Koziell seconds. Motion passed 3-0.
The audit is discussed. Email was down, so no update is available. Audit will be posted on the website once received.
Discussion on making CRF deposits is held. Treasurer Dinah Reiss recommends making the $42,000 deposit in August when the initial tax check is received. Discussion continues on making deposits to capital reserve funds and cash flow. Review of requirements for deposits will be completed.
Seasonal turn on and turn offs for residents are discussed. Adam Leiser outlines that all curb stop valve turns should be billed to the resident. Discussion on updating the water ordinance is held. Paula Doyle highlights that the residents who have their valves turned should be notified directly of this pending change.
Water usage and pump house electricity report are reviewed. Jay Buckley discusses the set up at Muddy Beach. Installation of the dehumidifier is discussed. A ventilation fan may be needed. This will be discussed again.
5. Accounts Payable
Adam Leiser makes a motion to approve 15 checks for a total of $12,898.04. Kathy Koziell seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.
Treasurer Dinah Reiss will obtain the necessary bank signature cards to add Commissioner Buckley to the account.
6. Minutes
Adam Leiser makes a motion to approve the minutes of 5/02/19. Kathy Koziell seconds. Motion passed 2-0-1 with Jay Buckley abstaining.
7. Commissioners Reports
Kathy Koziell outlines that a seminar is available on June 8th regarding telecommunications facilities on government properties. This will be looked into.
Jay Buckley thanks the volunteers for the Valley Pride Clean-Up.
Jay Buckley thanks the volunteers who worked on replacing the shingles on the roofs of the bus stop building, the mailboxes and bulletin Board on Huttwil. Jay Buckley makes a motion to apply for a building permit. Adam Leiser seconds. Motion passed 3-0.
8. Signature Items
Adam Leiser makes a motion to sign the title for the Terra Star. Jay Buckley seconds. Motion passed 3-0.
Letter to the Foley’s regarding the status of the water at the house on Grison is reviewed. Adam Leiser makes a motion to sign the letter. Kathy Koziell seconds. Motion passed 3-0.
Response to David Maudsley is reviewed. Email is negative on both Jay Buckley’s comment on the water system and the new Commissioners level of knowledge regarding the water system. Response is read aloud. Response highlights that evaluating the water system based solely on the number of gallons the system can produce only tells part of the story. Discussion continues on the water system’s capacity and delivery. Kathy Koziell states she agrees with response. Adam Leiser makes a motion to sign the letter to David Maudsley. Kathy Koziell seconds. Motion passed 2-0-1 with Jay Buckley abstaining as he has not seen the correspondence. Paula Doyle discusses information from residents that cannot be vetted and difficulties in dealing with matters raised by those residents. Adam outlines that the lack of ability to respond to all persons who may have received the information from David Maudsley is being frustrating to him. Dinah Reiss cautions Jay that statements which provoke persons should be avoided by a Commissioner.
9. Correspondence
Check for Coleman Tower site has been received.
NH DES has accepted the first quarter water usage.
Kathy Koziell makes a motion to accept the Green Mountain Conservation Group invitation for water testing. Adam Leiser seconds. Motion passed 3-0.
Mark Graffam has sent a possible fix to the overflow culvert on Burgdorf.
Mailchimp email alert list is up to 325 participants.
The third-party electric agreement saved VDOE $195 in April.
NH Municipal Association has sent two Legislative Bulletins.
NH Municipal Association has sent the bi-weekly News Link.
10. Scheduled Appearances
Continued discussion with John Cancelarich on water levels on Big Pea. The culvert at Big Loop is discussed. Information will be shared regarding pond level management.
11. Public Comment
Discussion onbeach raking process for the summer is discussed. Discussion on obtaining rakes. Adam Leiser makes a motion to approve up to $95 for purchase of two beach rakes. Jay Buckley seconds. Motion passed 3-0.
Discussion on scheduling of future commissioner meetings is held. First and third Thursday of the month and then fourth Saturday. Next meeting is Thursday, May 23 at 8 pm.
Garland will be contacted for port-o-potties at the beaches.
12. Other Business
At 11:34 am Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator