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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 6, 2018

The Board of Commissioners met at 8:00 am on Thursday, September 6, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Tim Khrapunov, Jim Foley and Bruce Perlo of BMSI (9 am), Dick Ficke and Anthony Ruddy of Habitat for Humanity (10 am), residents Jay Buckley, Bill Dolan and Diana Dolan.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Work on Jungfrau was completed Tuesday.
Review of Bristenstock scheduled for Saturday will be scheduled with Chuck Goodling of Dubois & King. An email will be sent to verify availability.

3. Water

Water system review will be done with Ian Hayes next week.
The roof at Muddy Beach will be completed. Funding will be checked for the siding once the roof is completed.

4. Administration

Water billing status will be reviewed next week.
August monthly communication was sent last week. Focus was on the water tanks. Future newsletters will continue with primary focus.
An Asset Management meeting is today at 5 pm.
A follow up will be done on the status of isolation valve mapping.
The CIP will be updated today at the Asset Management meeting.
Budgets are reviewed. Line items are reviewed and discussed. Highway part time line item and overtime line item are discussed. Gravel line is at 100% with road work done this year. Water services line items are reviewed. Retirement line item will be reviewed for corrections needed. Engineering line item is discussed. Overall, budgets are within expected percentages expended. Discussion on winter operations and the effect on the overall budget is held.
The agenda for Saturday, Sept 8 meeting is discussed. Ground rules for the meeting are discussed. Ralph Lutjen recommends public comment be allowed on discussed topics only to keep focus on the agenda items. Handouts will be created for the meeting. Ralph Lutjen discusses completion of an overall financial needs for the water system. Cost estimates for the capital needs will be updated for Saturday’s meeting. DES representative Rick Skarinka will be sent the agenda for review.

5. Accounts Payable

Mike Smith makes a motion to approve 18 checks for a total of $20,295.92. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to hold the minutes of 8/28.

7. Commissioners Reports

Ralph Lutjen discusses progress being made on the Reinach tank replacement needs with engineer Paul Fluet.
An update to the Little Loop drawings has been completed and will be reviewed by the Board.
Ralph Lutjen outlines a call received from the owner of 3 Little Loop regarding issues with his neighbor. Property owner stated that his neighbor has been interrupting real estate persons and prospective buyers of the property with negative comments regarding the District. VDOE does not have authority to intervene. Property owner was informed to contact the police.
Mike Smith discusses a post from Jay Buckley outlining the water hook up on Burgdorf. Discussion on the approval of the water hook up on Huttwil from 4 years ago where the VDOE signed an approval and then learned there was no water main; this is not comparable to Burgdorf where it was known that there was no water main in front of the property.

8. Signature Items

Mike Smith makes a motion to sign the EPOA request to use the Lodge 9/22. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve Kelly Robitaille’s requested time off. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve Nancy Cole’s requested day off. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results; all beaches clean. Beaches will continue to be tested through September.
Andrew Harteveldt of the EPOA has notified the office that the merry-go-round has been repaired, painted and reinstalled at the playground.
A post that Jay Buckley has placed on the info-board has been sent to the office by Ron Sandstrom. The post compares the water hook up on Burgdorf to the water hook up on Huttwil a few years ago where the VDOE approved the hook up and then became aware that the water main did not extend to the property. In that situation, because the hook up was approved, the VDOE paid for the water main extension. The hook up approval for the property on Burgdorf requires extension of the water main as a condition to hook into the system in compliance with the Water Ordinance.
Ian Hayes has sent the requested cost estimates for work needed within the water system. The moving of the service line for the first house on Lugano that comes from Eidelweiss Drive will be held off due to cost. Cost for digging test pits is reviewed; up to $3,000 per day. This will be added to the 2019 warrant list.
Tom Therrien of Electrical Installation Inc has sent the requested budget number for the SCADA needs for Reinach.
Engineer Paul Fluet has sent the cost estimates for the tank replacement at Reinach for replacing with steel tanks and for replacing with a concrete tank. Initial review of costs shows that the concrete tank will be more cost effective.
Property owner of 18 Little Shore has sent a request to move the proposed curb stop valve location at this new construction. Information has been sent to water operator Ian Hayes.

10. Scheduled Appearances

Meeting reconvened at 9 am. Review of accounting software with representatives of BMSI. A list of customers will be sent for review. Bruce Perlo outlines the beginning of the company; each update has been the result of needs of a client and then made available to all customers.
Software options include asset management and work order processes. Basic accounting software is fully GASB compliant. Option of web-based basis is available as well as option of having software on VDOE network. Updating software going forward is discussed; as software has the option to handle meters, it would not be difficult to incorporate meters in the future.
Software is updated continuously by BMSI and all upgrades are included with the purchase. As regulations evolve; so does the software. Two years are kept available in the active system with prior information accessible through the archive.
Discussion with Habitat for Humanity representatives Anthony Ruddy and Dick Ficke regarding the water main extension on Burgdorf. Estimate is $15,000 for extension of the water main. Anthony Ruddy outlines discussion of an easement that was proposed when building property on Grison in 2015. Easement was not recommended at the time. Discussion on funding for Habitat and unplanned expenses that effect this building and future buildings. Discussion on email sent in 2015 is held which states water main exists on Burgdorf. Timing for installation of the water main is discussed; Ian Hayes states probably within a couple of weeks. Anthony Ruddy questions ability to install this year; Mike Smith outlines intent to allow this construction this year. Discussion on the prior statement of water availability is questioned. Mike Smith responds that VDOE working current application and working to get water to the new house. Habitat will contact GT Burke for an estimate and timing for install. Discussion continues on the costs and family which will be placed in the new house. Anthony Ruddy outlines that he feels the VDOE should be helping as cost was not anticipated.
Discussion on the water system overall is held. Ian Hayes will be kept up to date with the proposed construction. Anthony Ruddy states work will be scheduled as soon as possible.

11. Other Business

The Town of Madison Board of Selectmen awarded the VDOE with all three lots that the bids were placed for. The Town will forward the deeds for signature.
The Town of Madison Board of Selectmen approved the request to use the Town’s chipper this fall. Scheduling will be done between Jon Cyr of Madison and Kelly Robitaille.
Discussion ensues on the focus of the meeting this Saturday. Capital improvement needs will be expensive and need to be scheduled for funding purposes. A long-term note would be beneficial for financing the needs of the water system. Mike Smith adds that there are items that were proposed last year that were not funded that will need to be included in future warrants.

At 8:50 am Mike Smith makes a motion to continue the meeting at 9 am with the representatives of BMSI. Ralph Lutjen seconds. Motion passed 2-0.

At 10:45 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator