VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 27, 2019
The Board of Commissioners met at 9:00 am on Saturday, July 27, 2019. In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley. Also in attendance was Gloria Aspinall, Dorothy Wondolowski, Paul Mattatall and Treasurer Dinah Reiss. The meeting was filmed for Madison TV by Tim Hughes.
At 9:01 am Commissioner Adam Leiser calls the meeting to order.
1. Agenda
Adam Leiser makes a motion to approve the agenda. Kathy Koziell seconds. Motion passed 3-0.
Action list is reviewed and discussed.
2. Highway Department Report
Jay Buckley has discussed status of roads with Kelly Robitaille. Considering the grader is not in service, the roads are in good condition. Backhoe and York rake are being used.
Grader is still over a week out for return from the Volvo shop.
Status of 5500 is discussed. Last update was that a bay was being waited for to bring the truck in for finishing the update. Jay Buckley states that Kelly Robitaille reported all parts have been received. Adam Leiser discusses having truck returned until shop is ready to complete the outfitting. Thought process may be that truck is not needed until fall is outlined, shop is not pushing for completion. Nancy will follow up with Albany Service Center. A date for completion is needed.
Discussion on heavy equipment and review for exchanging the Volvo equipment for John Deere. Lease agreement for the grader will be sent to the Commissioners for review. Jay Buckley adds that the monthly cost is $2,500 for this equipment and we do not have use of it.
Adam discusses selling the vehicles and equipment in lieu of trading.
Discussion on exchange of the 7400 for an all-wheel drive vehicle. Intent is to purchase a new truck on the 2020 Warrant.
DPW has been authorized to begin working on the road warrant articles upon return of the road grader.
Payroll report is reviewed and discussed. Timecards are reviewed. Overtime rate for the two hours for the call-in for the tree is discussed; both employees have put in for overtime. Discussion on updating on call policy is held. Board is in agreement that paying both employees is not appropriate. Holiday list will need to be updated in handbook. Adam Leiser motion approve payroll in amount of $7,209.56. Jay Buckley seconds. Motion passed 3-0.
Daily water usage reports for June are reviewed.
Adam Leiser motion limit Donna MacKinnon to 10 hours per week. Kathy Koziell seconds. Motion passed 3-0.
3. Water
Kathy Koziell has reached out to Ian Hayes.
Adam Leiser makes a motion to have office obtain status of work from Ian Hayes. Jay Buckley seconds. Motion passed 3-0.
Update will include status of DPW meter replacement.
Jay Buckley outlines that a water leak was detected this morning at the scenic overlook garden. The sill cock has been shut off. Hose was broken. Ian Hayes has been notified.
Jay Buckley makes a motion to add a work order for Ian Hayes to disconnect this set up. Adam Leiser seconds. Motion passed 3-0.
Having Ian Hayes attend a Commissioners meeting is discussed.
Jay Buckley discusses obtaining the pressure readings from the house on the upper section of the Summit zone. Adam Leiser discusses spending time on this since no complaints have been received. Jay Buckley outlines having the data. This will be included in contact with Ian Hayes.
Reinach tank project engineer has sent the schedule for the tank project. Adam Leiser makes a motion to create a section on the home page of the website with all information on this project. Kathy Koziell seconds. Discussion on including the schedule, geo-tech report, engineer’s information and drawings. Motion passed 3-0.
VDOE did not receive funding for the Reinach tank project through the SRF. An application will be sent for the Drinking and Groundwater Trust Fund for funding. Adam Leiser will work with Chris Albert on this.
The CSV location project will be removed from the action list.
4. Administration
Budget status is reviewed and discussed. Adam Leiser outlines that 5% raises were allocated with a 3% increase on the budgets. All factors known to date are included in the allocated/known expense sheet created by Nancy Cole. Line items are reviewed. Highway equipment repair is line item that has been requiring additional funds. Discussion ensues on highway repairs. The F-550 repairs were not included in the budget as intent was to replace this vehicle. Adam Leiser outlines that at the Annual Meeting he stated budget was roughly $50,000 underfunded. All Commissioners agree. Discussion on use of Capital Reserve Funds is held. Adam Leiser outlines intent to fund CRF’s on the 2020 warrant. Protecting the remaining funds within the budget is discussed. Adam Leiser outlines that the prior Board granted 5% raises but only changed the line items by 3% creating a shortfall of approximately $3,000. Savings are being incurred with beach water testing, executive salaries and in other areas.
Water billing status is discussed. $24,882.69 is still due. All unpaid water bills will be charged an additional $100 late fee. Adam asks about contacting persons he knows on the list; this is not permissible. Discussion ensues on water usage fees for a duplex; two usage fees are billed. Adam Leiser discusses the billing of duplexes. Gloria Aspinall outlines property owner is responsible and could bill the other tenant or include in rent. Billable status is legally written.
Adam Leiser makes a motion to allow Kathy Koziell to finalize the newsletter. Jay Buckley seconds. Motion passed 3-0.
Discussion on canoe racks and spaces. Communication Committee is looking into this.
Discussion on Meals & Room taxes collected by Madison is held.
VLAP testing is scheduled for Monday. State Biologist will be in attendance for this month’s testing.
Little Loop is discussed. Jay Buckley will work on modifying drawing for this project; electronic copy will be sent to Jay for revision. Discussion on sending the modifications to the properties is outlined, this will be done. Project may be done at a lower cost as intent is to handle this project with the DPW. Scheduling with DPW will be done. Having crew complete this after hours is outlined. Jay will discuss with crew.
Water system electrical work is being worked on by Kathy Koziell.
Motion log is reviewed and discussed.
Discussion on possible repair for Burgdorf is held. Kelly Robitaille is working on this. Jay Buckley will discuss this with Kelly.
Septic at 23 Huttwil is discussed and will remain on motion log until repair is completed.
A follow up will be done with Ian Hayes on the status of the valve dig at Rte 113.
Discussion on updating the bulletin board is discussed. Jay Buckley will look into having volunteers do this.
Letter for property owner on Biasca regarding water pressure at lot will be drafted.
Hiring part time DPW personnel is discussed. Adam Leiser makes a motion to update ad to $25 per hour for snowplow removal and $20 per hour for non-snowplow related work; commensurate with experience. Jay Buckley seconds. Discussion ensues on how this would be handled. Placing separate ad or creating ad for snowplow operator only is discussed. Ad will be updated to state hourly rate commensurate with experience. Discussion ensues on ability to attract applicants. Jay Buckley discusses ability to pay the part time employees. Snowplow operations only; $20 to $25 per hour commensurate with experience. Adam Leiser makes a motion to remove year-round; 2 part time employees for snowplow removal at a rate of $20 to $25 per hour commensurate with experience. Jay Buckley seconds. Motion passed 3-0. This information will be added to newsletter.
Adam Leiser makes a motion to not have DPW rake beaches. Kathy Koziell seconds. Discussion on use of volunteers for weekends. Trash removal at beaches is discussed. Paul Mattatall states that the beaches are not as good as last year. Motion failed 0-3.
Adam Leiser makes a motion to end beach raking Thursday prior to Labor Day weekend. Jay Buckley seconds. Motion passed 3-0.
Water meter analysis is discussed. Will be reviewed next meeting.
Jay will send email address for Carroll County dispatch.
Speed bumps will be looked at for purchase at year end.
Jay Buckley is working with Kelly Robitaille on the chronic culvert list for option to look at a contractor to clean these culverts next year.
Discussion on establishing an Emergency Action Plan for the dam. Jay Buckley outlines that this is a Commissioner’s responsibility and will require outside assistance.
Engineering review for repair or replacement of the dam is being worked on.
DPW will be asked to remove any craft not in a proper space. This will be done on Tuesday and Thursday when raking beaches.
Discussion on the update to the lights at DPW. Adam Leiser discusses looking at a temporary set up that may get us through the early winter and hold on repair. Kathy Koziell will work on this.
Discussion on establishing an email address for DPW is discussed. Discussion with Kelly will be held on this. Adam suggests having discussion with Kelly Robitaille on what DPW will need to have this happen. Establishing a paper trail is intent.
Sending a thank you to EPOA for holding the picnic is discussed. Jay Buckley outlines thanking one organization for an event versus all organizations and individuals for their work. Adam Leiser makes a motion to sign a thank you letter to EPOA out of session. Kathy Koziell seconds. Motion passed 2-1 with Jay Buckley against as all volunteers have not received letters.
Adam Leiser discusses questions from Environmental Committee regarding the dam. Questions are for additional information on leak and discussion on repair or replace. Statements that not up to DES to tell VDOE what to do, list of engineers from DES has been received and Board has voted to pursue. Discussion on reclassification of dam to significant threat level. Adam Leiser discusses appealing the classification change. Nancy will draft the letter to the Charlie Krautman.
Adam Leiser makes a motion to review Porridge Shore Beach with Kevin Ackert. Kathy Koziell seconds. Motion passed 3-0. Nancy will send Kevin Adam’s contact information.
Discussion on letter to Madison PD regarding fireworks is held. Adam outlines response from Police. Visibility of signs is discussed. Response from Madison Police is read. Police will issue a ticket to repeat offenders. Jay Buckley discusses signage and updating signs that are visible at each beach. Communication Committee will work on this. Dorothy Wondolowski thanks Adam for calling police; this should be done when violations occur. Dinah Reiss discusses paying for the signs as it is important to notify persons of the regulations.
Discussion on offer by Ralph Lutjen to work gardens that he has since declined is held. Mr. Lutjen will not work in the gardens unless an apology is received from Adam Leiser for the comments made July 11.
5. Accounts Payable
6. Minutes
Adam Leiser makes a motion to approve the minutes of July 16. Kathy Koziell seconds. Motion passed 3-0
Adam Leiser makes a motion to approve the minutes of July 18. Kathy Koziell seconds. Motion passed 2-0-1 with Jay Buckley abstaining as he was not at that meeting.
7. Commissioners Reports
Jay Buckley discusses the motion of July 18th to overturn prior motion to not include information received within 24 hours of the meeting. Priority level being placed on all correspondence is not necessary as nothing bad will happen to the District should a delay to the next meeting occur. Some items do not need immediate attention. Discussion on public versus non-public session is held. Jay states that having written clarity is better than a phone call. Questions should go through the office and then be distributed to the Board. Having Board give permission for review of this with legal counsel is discussed, one Commissioner having a conversation does not give the Board the needed information. Jay adds that the Board should work through the correct processes. Adam Leiser responds that one Commissioner should be able to contact NHMA Legal Hotline at any time as no decision is made and there is no cost incurred.
Jay Buckley makes a motion to create a policy for submission of all information for a meeting no less than 12 hours prior. Kathy Koziell seconds. Discussion ensues on timing of information. 24 hours is discussed as more beneficial. Jay outlines updating agenda at beginning of meeting is place where any update can be made. Adam discusses summarizing information if other Commissioners have not seen it. Motion passed 2-1 with Adam Leiser against this process as he feels it will slow down progress unnecessarily.
Adam Leiser outlines intent for 2020 Warrant Articles that he has listed for consideration. Funding capital reserve funds is outlined, replacing 7400, secondary source for new water tank funding, pond testing and others. Adam will send his list to the office.
Adam Leiser makes a motion to allow him to meet with Nordel Gagnon and Kevin Ackert for review of Porridge Shore Beach. Kathy Koziell seconds. Motion passed 3-0.
Modify letter for 22 Oak Ridge.
Send out Volunteer Waiver form to Board for review.
Discussion on obtaining information on the loan for the Reinach tank. Adam Leiser discusses obtaining options; information should be finalized prior to obtaining other options.
Jay will attend the Planning Board Public Hearing August 7th.
Jay will attend the Big Pea Porridge Association meeting.
8. Signature Items
Updated bid policy with corrected effective date is presented. Kathy Koziell makes a motion to adopt and sign the bid policy. Adam Leiser seconds. Motion passed 3-0.
Purchase order 312 is presented. Adam Leiser makes a motion to sign PO 312 in the amount of $2,000 for backhoe repairs. Kathy Koziell seconds. Motion passed 3-0.
Purchase order 313 is presented. Adam Leiser makes a motion to sign PO 313 in the amount of $100 for dam boards. Kathy Koziell seconds. Motion passed 3-0.
Proposed response to Dan Gaudette is presented. Adam Leiser makes a motion to sign the letter to Dan Gaudette as updated. Kathy Koziell seconds. Motion passed 3-0.
Proposed letter to Ralph Lutjen is reviewed. Kathy Koziell makes a motion to not sign letter to Ralph Lutjen. Jay Buckley seconds. Motion passed 3-0.
Proposed letter to Mary Alice Lapoint is reviewed. The water operator has discussed this with the resident. No additional response needed. Kathy Koziell makes a motion to not send a letter to Mary Alice Lapoint. Jay Buckley seconds. Motion passed 3-0.
Adam Leiser will send proposed response to question from Betsy Ginsburg regarding abatements which Madison has provided the information on.
9. Correspondence
Granite State Analytical has sent the July water system results; clean and pH levels are good.
John Corcoran review of possible savings for VDOE on everyday items has been received. A potential for savings with cell phone updates has been recommended and is discussed. This will be looked into.
Madison Police response to request for enforcement of Ordinances has been received and discussed.
NH Department of Environmental Services (DES) has confirmed that VDOE is not required to do weekly beach testing.
Ralph Lutjen has removed his offer to work on the gardens on VDOE property.
Mary Alice Lapoint has sent an email regarding water pressure that the water operator has responded to.
Dan Gaudette has sent a request to reconsider weekly beach testing which has been reviewed and discussed.
Third party electric provider has sent monthly report; $127 saved in June.
NH DES has sent the State Revolving Loan Fund pre-application rankings; VDOE application for Reinach Tank funding did not make the list for funded projects.
Reinach tank Engineer Chris Albert will assist the VDOE with applying for the Trust Fund Grant as an option for funding the tank project.
The Geo-technical data report for the Reinach tank site has been received.
The EPOA has sent the information on the July VLAP testing which will occur Monday.
10. Scheduled Appearances
11. Public Comment
12. Other Business
General discussion on Commissioners as liaison to Committees is held.
August 18th at 1 pm will be August VLAP testing.
Discussion on budget status and expenditures is held as relates to cash flow. Treasurer Dinah Reiss outlines the raising of $50,000 first year payment for the water tank loan. This amount could be offset on the 2019 tax rate by the Board as the loan has not yet been taken.
Discussion on increasing authority of DPW to $3,000 per week is held. Jay Buckley makes a motion to rescind the vote of July 18th giving purchase authority to Kelly Robitaille of $3,000 per week. Kathy Koziell seconds. Discussion on protection of the budget is held. Motion passed 2-1 with Adam Leiser against due to discussion regarding trusting Kelly to not spend irresponsibly.
Discussion on schedule for next meeting. Moving meeting to 7 am is discussed. Adam Leiser makes a motion to move the meeting to 7 am at the office. Kathy Koziell seconds. Motion passed 3-0.
March 12th minutes are discussed. Adding verbatim wording will be done.
At 12:41 pm Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator