VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday April 9, 2020
The Board of Commissioners met at 9:00 am on Thursday, April 9, 2020. In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Adam Leiser (by phone). Also, in attendance was Highway Foreman Kelly Robitaille, Treasurer, Dinah Reiss, and Donna MacKinnon taking minutes. The meeting was not filmed but residents could call into meeting via conference call. We had 5 residents call into the meeting.
At 9:03 am Commissioner Jay Buckley calls the meeting to order.
1. Agenda
Jay Buckley makes a motion to approve the agenda. Kathy Koziell seconds. Motion passed 2-0.
2. Highway Department Report
Discussion on the new truck. Kelly Robitaille states there are no 2020 trucks available.
Kelly Robitaille stating DPW is practicing safe protocol due to Covid-19. The shop is being put back into order now that the Tight Tank has been installed.
Discussion on 47-49 Eidelweiss Dr. it was priced out at $3800.00 47 Eidelweiss Dr owner has been told. Jay Buckley states the owner of 47 Eidelweiss Dr still has to file a driveway permit with the district and has to work with the owner of 49 Eidelweiss Dr property. Adam Leiser and Kathy Koziell wants to see a copy of the letter that was sent to 47 Eidelweiss Dr and the drawings. The certified letter that was sent out to 49 Eidelweiss was sent out 4/7/2020 and has 30 days to respond.
Kelly Robitaille states the culvert will be around $250.00 which the homeowner will be responsible for payment and the DPW is responsible for the basin.
BOC requested administration to draft a letter notifying 47 Eidelweiss Dr. to submit a driveway permit and to clarify that the labor would be performed by the DPW. Also, that the district is waiting on the response from 49 Eidelweiss Dr.
Discussion on Reinach pump house building Kelly Robitaille explained that they trenched around the building and it took 4 days for the pump to stop working.
Discussion Tight Tank- Tight Tank was installed and completed with an add on to the bill. GW Brooks waived the labor portion of the bill. Jack hammer and excavator will be the extra expense. GW Brooks worked well with the DPW. Still do not have water to the building. Waiting on Ian Hayes, he should be here today. Dinah Reiss asks who is paying for what?
Kelly Robitaille made-a-decision to come off the family plan for health insurance. He cannot afford it with his wife out of work due to COVID-19. He requested to go back to a two-person plan. Adam Leiser questions how Kelly Robitaille is going to pay back owed amounts for Jan and Feb. Kathy Koziell states she will work with Donna to figure out the amount.
Discussion on dam pond levels-Pond level changed by 2” due to spill water. Adam Leiser said a board was pulled and put back in. Kelly Robitaille took offense to that statement and stated that did not happen. Adam Leiser states the DES Dam Management Policy is 4” to 6”. Kelly Robitaille clarified that it should be on a deep water draw down.
Discussion of the Loons- Mike Smith has been in contact with LPC John Cooley and he wants to do things just as they were done last year. John Cooley wants to work with Fire Chief Clark and does have a working relationship with him. Jay Buckley states that Fire Chief Clark wants no lower than 4” of spillway and would like Mike Smith to report back to the district on the Loons.
Mike Smith takes offense to Adam Leiser’s statement that Mike Smith is making the loons into a problem that does not need to be. Jay Buckley thanks Mike Smith. Jay Buckley wants admin to send letter to LPC and include the Fire Chiefs opinion.
Discussion on the DPW garage doors- Jay Buckley asks Kelly Robitaille can they wait on the doors until November, so the district has a better handle on the operating budget. Kelly felt that they could wait. Kathy Koziell states that Building & Grounds line item is $15K. The doors create a safety issue and wants them fixed sooner than later.
Jay Buckley discusses Auditor Tamar Roberts final report that states the operating budget and water budget were over spent.
Jay Buckley states the water bills were stuffed and mailed out. Thanks Donna MacKinnon and Terri Hill for stuffing the envelopes.
Jay Buckley discusses with Adam Leiser about financing of the ledge probs could cost about $2k a day to do. Adam wants to take $5K from CRF, it could take two days to do. SW Cole would be doing the job. District should wait a week to get the estimate from Chris Albert.
Jay Buckley asks Dinah Reiss about new bank account for water project. She says signature cards should be coming next week. Discussion on TAN note amount. Adam Leiser ask Dinah Reiss how much the TAN note should be. Dinah suggested $220K
Jay Buckley makes a motion to approve a TAN note for $220K. Kathy Koziell seconds.
Motion Passed 3-0.
Jay Buckley states that Mike Smith would like the water bill late fee of $50 waived at this time. Jay is for it. Kathy Koziell wants to wait until May 1st to decide.
Kathy Koziell wants to jump to the bridge loan note. Discussion about the BAN bridge loan for the Bond.
Adam Leiser makes the motion Resolution to Authorize $869,400.00 Bond Bank Loan Agreement, Issuance of Bonds and Notes, and related Documentation to Finance a Water Tank Replacement Project. Kathy Koziell seconds. Motion Passed 2-0. Jay Buckley votes no.
Dinah Reiss wants to know what she is signing. Adam Leiser stated he does not know but papers are coming today and will let her know. Jay Buckley questions if the districts legal counsel needs to go over it. Kathy Koziell states it is the paperwork to take the bridge loan.
Adam Leiser makes a motion to sign document. Kathy Koziell seconds.
Motion Passed 2-0. Jay Buckley abstains for lack of information.
Discussion of the office – Jay Buckley states Donna is at her wits end of how the office is being run, with Kristin being out due to Covid-19 and with Donna exceeding her limited work hours. Jay Buckley wants to get help for Donna. Jay knows of someone in Madison that he can contact. Adam Leiser wants to go into Non-Public, Jay Buckley does not feel it necessary to go into Non-Public because we are a municipality and it is public knowledge. Jay Buckley thanks Kathy Koziell for all her help in the office but does not think the commissions should be doing the office work. Kathy Koziell asks Jay Buckley to have the person send in a letter and resume.
Discussion of David Maudsley’s email – Kathy Koziell is comfortable that Tamar Roberts report will address his email.
Jay Buckley states weeknight and weekend meetings will be on pause until the Covid-19 pandemic is over.
Jay Buckley makes a motion any checks, letter or and documents be signed out of secession because of Covid-19. Adam Leiser seconds. Motion Passed 3-0.
3. Accounts Payable
BOC decide to hold the Crest invoice of $475.77 until office clarifies the invoice.
Jay Buckley makes a motion to approve Manifest of 12 checks for a total of $9,711.57. Kathy Koziell seconds. Motion passed 3-0.
Jay Buckley makes a motion to approve Payroll for $6207.02. Kathy Koziell seconds. Motion Passed 2-0.
4. Commissioners Reports
Kelly Robitaille requests approval for Tony Eldridge to be on-call for projects as needed. BOC agrees.
Adam Leiser states bids will be opening for the Water Tank project on Wednesday and will be discussed at next Thursday’s meeting. Adam Leiser stated Friday May 17th at 3 PM teleconference call for discussion of the project by Ian Hayes and Chris Albert, should be good to go and has DES approval. May 11th shovel in the ground for project start. Jay Buckley wants to invite Larry Sardarno and Larry Leonard in on the meeting. Adam Leiser and Kathy Koziell does not feel that is necessary.
Kathy Koziell makes a motion to sign the driveway for construction permit for Norman Le Gault at 51 Bern Dr. Jay Buckley seconds. Motion Passed 3-0.
Discussion on Monadnock invoice.
Kathy Koziell makes a motion to pay Monadnock invoice from the Water Tank Capital Reserve Fund for $1,230.00. Adam Leiser seconds. Motion passed 3-0.
Kathy Koziell give a financial update at this time.
Jay Buckley makes a motion to adjourn meeting at 11:00 am. When teleconference meeting ends. Kathy Koziell seconds. Motion passed 3-0.
Respectfully submitted,
Donna MacKinnon
Administrator