2020-08-20 Commissioners Meeting

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 20, 2020

The Board of Commissioners met at 9:02 am on Thursday, August 20, 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 Jay Buckley was taking minutes as the administrator was on an approved absence.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, Treasurer, and Chris Albert Project engineer & 2 residents call into the meeting. Ralph Lutjen and Phil Barlow.

At 9:02 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. DPW Report

Kelly Robitaille talked about the driveway application for paving the existing driveway at #47 Eidelweiss Drive. There seems to be some confusion over who will do the work regarding drainage infrastructure requirements as required by the application. Kelly will speak to the homeowner’s contractor to ensure that they are of the understanding and all parties are on the same page. A letter / invoice will also be generated for the property owner at #49 Eidelweiss Drive as this project solves drainage issues originating from both driveways impacting the district road.

Jay reported that the DPW crew painted white STOP lines throughout the District at a cost of $75 for paint. (this is an approximate savings of $225 over hiring a contractor in past years).

Work has begun on correcting erosion issues on Appenval Way at (Playground Hill). It was noted that the catch was improperly installed over a decade ago as it sits above the road grade.                           

MOTION: Jay makes a motion to purchase a “water Height Measuring Stick” for up to $50 for the purpose of installing at the dam at Boulder Beach. Kathy seconds, Motion PASSED 3-0

Phil Barlow is asked to speak as he scheduled a discussion with the commissioners.
Phil describes that he is planning on building upon a lot on Upper Lakeview a “dome like structure” that will be built upon a deck and will water, electricity, and a septic system. Phil was inquiring as to what is required from the VDOE in regard to building. Kathy explains the VDOE is the authority in regard to driveway and water hook ups and that Madison is the authority in issuing building permits. Jay explains that the driveway permit must be issued first before Madison will issue a building permit for a home.

Phil asks if the request to run a water service line over two VDOE owned consecutive lots adjacent to the lot that Phil wishes to build on was ever approved by the current land owner and Kathy notes that a decision was never made by the BOC and Jay states that such a decision would create easements of some kind on those two lots making them restricted.

Administrative: Kathy reports that CARBONITE has sent an email for contract renewal.
This will be addressed.

Jay reports that the VDOE has received a positive hit for Coliform in the water system in the Summit Zone. Samples were taken twice and confirmed by a lab. The drinking water is safe by a LEVEL 1 assessment is to be performed by our water operator.

Jay reports that the Madison PD has had several salvage companies come to the Huttwil lot to view the abandoned camper trailer there. No one wants to remove the trailer at a cost to them.
MOTION: Jay makes a motion to spend up to $500 to have the abandoned trailer removed from the parking lot. Paula seconds, Motion passes 3-0

Chris Albert joins the call and provides a status update on the Rienach tank project. The Shotcrete is complete around the outside of the tank. The tank will be painted next week. Doors and hatches on the tank are being installed. Jay notes that a building permit was never applied for by Dawson’s as requested at the onset of the project. Chris is to remind Dawson’s of request for the permit and to have Madison CEO take a look at the pump building before it gets closed up. Chris states he will include the Bryant Paving contract with the monthly bills to DES as this work was not considered during early negotiations and never included in the original BID specifications.

Chris asked that the Payment Disbursement be signed. Jay to review and sign out of session.

3. Water Report

Level 1 Assessment discussed earlier. Ian to conduct and provide report

4. Manifest, Payroll, Water Project.

No payments this week.

5. Signature Items:

Jay to review and sign payments and reimbursement documents.

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. Committee reports:

Jay asks BOC to review Andrew’s report.

8. Commissioners reports:

Jay discussed camper/trailer above.

Kathy discussed 10 vs 20# fire extinguisher $100 vs. $170 installed for DPW #2.

Paula noted that we need to follow up on correspondence with resident inquiries.

9.  Correspondence

Paula notes that we owe resident Debbie Hewitt a response to her inquiry as to why all of the trees and brush were cleared between the properties 4&6 Little Loop instead of just the marked trees.

Jennifer Nolan informed the commissioners that the smell from the outhouses at Eidelweiss Beach have been plaguing her home for years and wishes that the BOC do something about it.
She will be notified by the office to contact the Madison Health Officer concerning the issue.

MOTION: Paula Doyle makes a motion to go into Non-Public Session at 10:18 under RSA 91A:3 C legal matters; seconded by Jay Roll call 3-0.

MOTION: to seal non-public minutes of 08-20-20 until addressee receives letter made by JB, seconded by PD; 3-0.

Paula Doyle notes that all the public must be held to the same rules in regard to waiting till Public Comment before speaking. So, noted by the chair who will try to curtail open discussions.

MOTION: JB makes a motion to adjourn at 11:07am. Seconded by KK, MOTION Passes 3-0

Respectfully submitted,

Jay Buckley

Commissioner