VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday July 2, 2020
The Board of Commissioners met at 9:05 am on Thursday, July 2, 2020. In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Paula Doyle (by phone). Also, in attendance was Highway Foreman Kelly Robitaille, and Donna MacKinnon taking minutes. The meeting was not filmed but residents could call into meeting via conference call. We had Dinah Reiss, Treasurer, Ian Water Operator & Chris Albert, Project engineer & 5 residents call into the meeting.
At 9:05 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 3-0.
2. Engineer Report
Discussion of Reinach Project status. Chris Albert calls into the meeting. Chris Albert discusses the update of the project. Chris Albert states that DN Tank is mobilized in the District, will be starting next Wednesday, and shooting for end of July to be done with their part of the project. All the pipe is done at Aspen. Chris Albert stated only 30 yards of blasting was done and saved the District money. Chris Albert stated that Jake Dawson is filing with the Town of Madison for a building permit for the project. Chris Albert states that the color need to be picked out for the tank. Chris shows Jay Buckley the colors to be picked from.
Jay Buckley makes a motion to pick Navajo for the color of the new tank. Kathy Koziell seconds. Motion Passed 3-0.
Discussion of Contract #6- Paula Doyle asks Chris Albert about the standard contract. Chris Albert states it is a standard contract, but it was left out by accident and that was an oversite. Jay Buckley thinks it is needed for asset management. Chris Albert stated the project is moving faster then expected and he will be up in the District more than originally expected. Kathy Koziell states the bills are rolling in and asks Chris Albert about contingency monies. Chris Albert states that any contingencies can be put on the next disbursement invoice. Jay Buckley asks Chris Albert about Contract #6 and the roads due to lack of information given to BOC because of the gag order. Chris Albert does not think anything else was missed by him.
Jay Buckley makes a motion to approve Jones & Beach’s Contract #6 for M & O. Kathy Koziell seconds.
Paula Doyle asks if this contract will be covered in the contingency money.
Jay Buckley makes a motion to approve Jones & Beach’s Contract #6 with the additional $9K to come from contingency money. Kathy Koziell seconds. Motion Passed 3-0.
Chris Albert states he thinks there is money available without hitting the contingency money. Chris Albert states he will send in an updated spreadsheet.
3. Water Report
Discussion of Water Project-Ian Hayes updates the project status.
Discussion of back billing Dawson.
Discussion of how the water operator was not included in the Bid-Ian Hayes states only subcontractor for the pump house.
Paula Doyle states another cost not included in the bill.
Jay Buckley reads the specs of the bid to the public. Chris Albert states Dawson is fixing problem but Ian Hayes has to oversee it as the water operator has to do for all repairs in the District.
Kelly Robitaille confused along with the public thinks the cost would not have happened if the break did not happen. Ian Hayes states the gray area in the costs, his costs are paid by the District and the District can back bill Dawson. Ian Hayes is concerned with back billing Dawson could be stirring up the pot and understands the BOC confusion with paying Ian’s bill. Paula Doyle wants a legal opinion before going after back billing Dawson.
Jay Buckley makes a motion to pay Simply Water Invoice of $8770.00. Paula Doyle seconds. Motion Passed 3-0.
Kelly Robitaille states that that was a good conversation with a good outcome.
4. DPW Report
Kelly Robitaille states that the DPW spent most of the week on repairs. He is looking for the budget to see where he stands with the DPW budget. Kathy Koziell that she will forward budget to Kelly.
Discussion of Nicholas Small class VI road for a driveway permit.
Jay Buckley makes a motion to approve Nick Small Driveway Permit for Construction. Paula Doyle seconds. Motion Passed 3-0.
Discussion of opening the Outhouses. Kathy Koziell will make initial purchase of cleaning supplies and will do the first cleaning to make sure they are cleaned out. Donna MacKinnon offers to help Kathy with the cleaning.
Jay Buckley makes a motion to open the Outhouses after they are cleaned out. Kathy Koziell seconds. Motion Passed 3-0.
Discussion from Kelly Robitaille of how the contingency money from the Water Project can go to either the asphalt or road budget. Kelly will work with the contractors and keep track of costs and decide whether it is worth it to back charge.
5. Administration Report
Discussion of job posting.
Discussion of Kayak Portal.
Discussion of beach raking.
Discussion of Audio files- Jay Buckley states that public can bring in thumb drive to get a copy if wanted.
Discussion of Non-Meeting.
Discussion of 91A.-Mark Graffam 91A transparency is primary and wants to know what size thumb drive to bring into the office.
6. Accounts Payable
Jay Buckley makes a motion to approve the manifest. Manifest from the operating budget of 9 checks for $2,473.86. Kathy Koziell seconds. Motion Passed 3-0.
Jay Buckley makes a motion to approve the Payroll of $5,660.80. Kathy Koziell seconds. Motion Passed 3-0.
Discussion of paying Jones & Beach, Dawson, DN Tanks and Retainage accounts next week.
7. Signature Items
Discussion of Roberts & Green contract.
Discussion of Truck loan. Will be signed out of session.
Jay Buckley makes a motion to sign new truck loan out of session. Paula Doyle seconds. Motion Passed 3-0.
Dinah Reiss states that Jay Buckley & Kathy Koziell are the signatures needed on the loan.
9. Correspondence
Discussion of Neighbor Energy-Jay Buckley wants to hold off until next week.
Discussion of Water Shut off and liens for outstanding water bills.
Discussion of CCR report.
Discussion of 1 Aspen-fixed today.
Discussion of Robert Nelson email. Jay Buckley asks Paula Doyle to draft a letter to Robert Nelson.
Discussion of Mr. Taylor Letter.
Discussion from John Rocharz EPOA for access the Playground. John can clean up playground but the DPW will fix the fence.
Discussion for Paula Doyle regarding BOC meetings.
Kathy Koziell makes a motion to adjourn meeting at 11:53 am. Jay Buckley seconds. Motion Passed 3-0.
Respectfully submitted,
Donna MacKinnon
Administrator