Monthly Meeting of the Board of Commissioners Emerald Lake Village District October 13, 2016 Eastman Park, ELVD Hillsborough Present: Mark Rodier, Commissioner (in person) Zane Merva, Commissioner (in person) Diane Cunningham, Commissioner (in person) Debi Flanders, Treasurer (in person) Joanne Tramontozzi, Administrator (in person) Kim Grondin, Clerk (in person) ELVD Residents: Nancy Vessicchio, William Goren, PJ Vessicchio, Joseph Damour, Lucille Klos, Greg Klos, Richard Morency, Warren Fleck, and Spencer Morse. The regular District Meeting with the Board of Commissioners was duly convened at ap. 6:00 pm at the Eastman Park in ELVD, Hillsboro, as noticed, with a quorum consisting of three out of three Commissioners present. Zane Merva, Mark Rodier, and Diane Cunningham would like to inform everyone that the meeting is for the purpose of conducting central district business in a public format and on the public record. The main goal is for the district commissioners to approve vendor payments, discuss issues that need attention and to make official decisions on the issues, in part to allow the district to continue to run, maintain our roads and properties, and deliver safe clean drinking water to ELVD residents. The board will be discussing and voting on many issues tonight, which only the board can vote on these issues. Any public comment on an issue at hand must be recognized by the board and only within the public comment period. ELVD Commissioners are very happy that there are so many people are here tonight. If there are residents that would like to make public comment or have questions, there will be a public comment session. During the public comment session, commissioners are asking residents to please raise their hands, be recognized to speak, introduce themselves by name and address, and only address the body of the board. In order for everyone to be heard, we have reserved the right to limit speakers to two minutes. Any resident that raises their voice, becomes threatening, lacking in good taste or causes violence, will be immediately asked to leave. Once public comment session is over, we are asking everyone to quietly sit and observe the rest of the meeting or move to another location. Anyone who disturbs the meeting, will be asked to leave. With that said, Commissioners would like to thank all residents attending the meeting. 1. Public Comment Session: No public comments at this time. District Meeting Minutes Page 1 of 5
Mark Rodier, Commissioner has stated to Joe Damour, WSO+ that Justin Richardson, Upton and Hatfield LLP is asking for an approximate loss of water by gallons between the two properties that had water leaks, since March due to homeowners negligence. 2. Bill Goren request to use the ELVD Office for Cub Scout meeting on Tuesday nights: Bill Goren is requesting to use our new ELVD office for Cub Scouts meetings. Bill Goren states that he is the leader of the Weblos Den with a total of 8 children and would like to use the office on Tuesday nights from 6:00 pm to 7:00 pm. Joanne Tramontozzi, Administrator states that due to insurance liabilities, ELVD commissioners should not allow people to use our facility. Bill Goren states that Cub Scouts have their own insurance. Mark Rodier, Commissioner has volunteered to be in attendance at the Weblos meetings, with that said, Zane Merva, Commissioner states if the landlord is in agreeance and cub scouts can provide their own insurance, the three commissioners do not have a problem with them using the office. Weblos den leader has stated that he will be willing to do community service for ELVD for the kids to receive some different badges. Joanne Tramontozzi, Administrator has received Bill Goren s phone number and will work on this and will keep us up to date. 3. Approval of prior meeting minutes: BOC s reviewed the prior workshop meeting minutes dated for August 3, 2016 (which did not need to be signed by commissioners, due to no quorum). September 1 st, 15 th, and 26 th 2016 were signed and dated with no changes made. Motion was made, seconded, and approved for all final drafts to be posted. 4. Finances: Update of Accounts: A financial report/balance sheet and current bank statements were handed out. All bills are paid and up to date. Transaction list by vendors was reviewed, signed and dated by three out of the three commissioners. Debbie Flanders, Treasurer has also handed out a bank statement to be reviewed. Payment of Manifests: Water and general fund manifests were reviewed, signed, and dated by three out of the three commissioners. Reconciliation Summary and details was reviewed, signed and dated by Debbie Flanders, Treasurer. Payroll manifest was reviewed by three out of three commissioners. Debbie Flanders, treasurer also has made copies of manifests, as well as balance sheets for commissioners to have for their own personal files. Copies of all above documents were also made for ELVD residents to review. 5. Authorize to spend from the Surplus Fund account $12,000 for Well Drilling: The Mary Rowe well drilling invoice came in at about $12,000. Zane Merva, Commissioner states that ELVD has over $20,000 in the account and it is going to cost ELVD quite a bit to get the new pump in because we need new wiring etc, which is all brand new and needs to go down to 950 feet in depth, compared to the 350 feet it was. The pump has been sized to do a consistent 10 gallons a minute, as opposed to the other pump that kept tripping and couldn t keep up. Motion was made for ELVD Commissioners to withdraw $12,000 from the water surplus fund to cover the deepening of the Mary Rowe well, which has been seconded, and approved. District Meeting Minutes Page 2 of 5
6. Water Levels: Mark Rodier, Commissioner states that DES has advised ELVD to keep the water ban going for the remainder of the year. There are no more water hook-ups or homes allowed in ELVD, as we only have three wells that are producing out of eight. Zane Merva, Commissioner states that Hillsborough County is on average 10 to 15 inches below on the water table, which is another reason why Commissioners have not lowered the lake yet. Commissioners would like to thank all the volunteers that were looking for leaks around ELVD. Zane Merva, Commissioner states that when the Mary Rowe well is back online, it will be a great help. 7. Gates behind Mailboxes: Commissioners have been placing the road closed signs behind the mailboxes for a while now. Zane Merva, Commissioner states that we need to put something more permanent. Zane Merva, Commissioner states that there are two options of either hiring the Fence Company that did ELVD well and security fencing, as they will be out this way in the next week or two to fix the Mary Rowe gate, as it had to be taken apart for the drill truck to get in there. The fencing company has given us a quote of $3200 to put a gate up behind the mailboxes, which the pro on that is it will be completed by someone else. However, Zane Merva, Commissioner was at Tractor Supply and states that they have 16 foot wide farm gates for $150 apiece, so for $500 ELVD can complete the project ourselves. Motion was made to approve $500 for gates and parts, seconded and approved. Zane Merva, Commissioner and Mark Rodier, Commissioner will be going to Tractor Supply to purchase the two farm gates and related equipment to create the permanent gate structure on Emerald Beach. Commissioners are asking for volunteers to help placing the farm gates. Bill Goren has stated he would like to volunteer to help with this. 8. Notice to Deficient Driveways: Zane Merva, Commissioner has been driving around looking at the properties in ELVD. There are about 20 properties that have non-approved driveways, failed culverts, etc, which will be sorted into two or three generic categories. These letters will be mailed out to the property owners. 9. Next Newsletter: Joanne Tramontozzi, Administrator states that rather than a newsletter, can ELVD use the website due to cost? Zane Merva, Commissioner states that the new email list is being updated now and should be done very soon. Dave Stefanelli will be sending one last email to the old list stating this is the last chance to get on new email list and then will be transferred to the website, Facebook page, kiosks, etc. Joanne Tramontozzi, Administrator states that new things that would be on newsletter could be sent to her and she will send it to Dave Stefanelli after being approved by Commissioners and will be sent to residents emails. Zane Merva, Commissioner states the new things going into the newsletter would be ELVD winter rules, thank you to volunteers, Christmas light contest, etc. 10. Roads: Side of road cut back/brush removal. What will be completed for 2016? Zane Merva, Commissioner, states that Joe Feindel has not been able to make ELVD meetings due to being really busy. Zane Merva, Commissioner states that Joe Feindel has stated to him that he has completed everything from Skyview to Huntington Road. Joe Feindel has almost completed the north side of the district and will continue till it is completed. District Meeting Minutes Page 3 of 5
Dry hydrant Replacement Date: Mark Rodier, Commissioner states that the dry hydrant project on Emerald Beach will be completed this Sunday October 16, 2016. Commissioners will keep us updated. 11. Parks & Beaches: Zane Merva, Commissioner shows the quorum signs that he has been working on for all the kiosks, which will show all the beach names, as well as a Welcome to Emerald Lake sign, which will be placed across from the sand pit. Zane Merva, Commissioner is asking for volunteers to help paint the signs. Zane Merva, Commissioner states that October 28, 2016 is when ELVD Commissioners will start to pull boards from the lake. 12. Administrator Update: RFP and RFQ: Joanne Tramontozzi, Administrator explains that we have received one bid so far but it will not be opened until our next ELVD Commissioners meeting. Joanne Tramontozzi, Administrator states that one is for the intersection on Hummingbird Lane and Hemlock Road, as the water drainage is going onto a resident s property, so an engineer study needs to be performed for that. Red Fox Bridge is on the red list for the state at 38%, so ELVD changed the RFP to an RFQ, which was suggested by the engineer, which is a request for qualification. ELVD Commissioners will pick the best three for the job after reviewing the quotes and send them a letter to bid. Joanne Tramontozzi, Administrator is following this procedure to be able to get a grant from the state. Engineers will be coming to ELVD Commissioners meeting on November 10, 2016 to submit bids for these projects. Nancy Vessicchio and Bill Goren state that they have experience with applying for grants and would be happy to volunteer to help Joanne Tramontozzi, Administrator to complete these grants. Water Bills have been mailed. 13. Next monthly Meeting: The next monthly meeting will be held on November 10, 2016 at the Town Office on School Street, Hillsboro, commencing at 6:00 pm. Next Workshop is at 5:30 pm on October 20, 2016 at ELVD Office at 147 Main Street Suite 203. Other workshop meetings will be scheduled as needed. Whereupon there being no further business before the Board at this time, it was moved, seconded and unanimously voted the Meeting be adjourned. Adjourned at 7:26 p.m. By: By: By: District Meeting Minutes Page 4 of 5
Zane Merva Mark Rodier Diane Cunningham Board of Commissioners. Certified by the Clerk: 10-13-16 District Meeting Minutes Page 5 of 5