Village District of Eidelweiss
Commissioners Meeting
April 09, 2019
The Board of Commissioners met at 9:30 am on Tuesday, April 09, 2019. In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Kelly Robitaille (hwy), residents Mike Dolan, Paula Doyle (arrived 10:40) and Treasurer Dinah Reiss.
At 9:30 am Commissioner Adam Leiser calls the meeting to order.
1. Agenda
Adam Leiser makes a motion to approve the agenda. Kathy Koziell seconds. Motion passed 2-0.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille states heading to Limerick Maine to retrieve a part for the F-550 sander. New truck is being outfitted. Discussion on time to outfit. Kelly Robitaille states he has discussed with the shop, some parts are still being delivered. A date for expected delivery will be requested.
Adam Leiser makes a motion use new form for DPW purchases. Kathy Koziell seconds. Motion passed 2-0. Discussion on record being created for all purchases. A log will be kept of all contact information.
Adam questions extended truck longevity. Kelly Robitaille states that all work is being done to keep the trucks operational. Kelly Robitaille states that if all questions of maintenance need to be recorded, a certified mechanic should be used. Kelly Robitaille outlines that spring and fall the trucks are serviced with oil, grease and fluids. Adam discusses having this work done at a shop. This would also create a record for the office of the work. Kelly mentions that this could be done with a traveling mechanic so that the work was done here. The cost is worth it.
Discussion on cleaning the trucks. There is nowhere on premises to do this. Discussion ensues on checking with local businesses to see if this may be an option. Adam Leiser makes a motion that if trucks can be cleaned at Madison DPW garage, DPW crew is to bring the trucks for cleaning. Kathy Koziell seconds. Motion passed 2-0.
3. Water
The Water Committee will meet this Friday at 9 am in the Chick Room at the Madison Library.
4. Administration
Discussion on summer pond testing is held. EPOA will be contacted to see if they will be handling this again this summer.
Discussion on having volunteers handle the beach raking this summer is discussed. Having a coordinator for volunteers to handle the scheduling of the raking is outlined. Daily raking is discussed as standard. Raking for Memorial Day weekend, rake end of June to Labor Day on weekends. Including request for volunteers with memo with canoe rack space. Email will include kayak registration, request for volunteers and Ordinance update. Savings of $1,500 to $2,000 by not having DPW rake the beaches on weekends is attainable.
Adam Leiser makes a motion to ask Gloria Aspinall if interested in continuing with cleaning the outhouses. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to approve payroll in the amount of $5,456.42. Kathy Koziell seconds. Motion passed 2-0.
Placing an ad for an intern for the VDOE is discussed. Proposal from last year will be pulled for review. Allocating funds up to $500 is discussed as an option. Contact with local schools is discussed. Information will be sent to Adam. Adam Leiser makes a motion to allocate up to $1,000 for intern. Kathy Koziell seconds. Discussion on paying based on hours worked. Paying someone for their time is outlined as a benefit when trying to get an intern. Motion passed 2-0.
5. Accounts Payable
Adam Leiser makes a motion approve 24 checks for a total of $25,472.98. Kathy Koziell seconds. Motion passed 2-0.
6. Minutes
Adam Leiser makes a motion approve the minutes of the meetings of 3/28/19. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to adopt the updates to the Ordinances as discussed 3/28/19. Kathy Koziell seconds. Motion passed 2-0.
7. Commissioners Reports
Water Committee meeting will be held Friday 4/12 morning at 9:00 am.
State Revolving loan Fund paperwork will be pulled for checking deadlines.
Kathy will schedule a safety meeting.
Discussion one establishing a set meeting schedule is held. Scheduling meetings at set times will be discussed going forward.
Kathy will work with Terri Cancelarich on financial issues. Review of health insurance options will be looked at. Discussion on reviewing health insurance is held; this would be beneficial for the VDOE.
Kathy has contacted Bob Nelson for the Little Loop project.
Adam Leiser makes a motion to sign the updated Ordinances out of session and post on website by Friday. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to send an email blast for updates to the website once ordinances are posted. Kathy Koziell seconds. Discussion on sending notice prior to Monday. Motion passed 2-0.
Adam highlights additional funds spent for electricity in the amount of $1,118 with the last third-party contract. The negative outcome of this contract is discussed.
Discussion on allowing persons to pay via ACH for the water bills. Cost to VDOE is $1.00 per transaction. Adam Leiser makes a motion to have the VDOE not accept credit cards but accept ACH in 2020 for water bills. Kathy Koziell seconds. Motion passed 2-0.
Pond levels are discussed. Discussion on a resident being in charge of this is discussed. Adam questions having the VDOE coordinate this, not a resident. Dinah recommends having an email sent by Mike Smith for review. Inviting Mike Smith to a meeting is outlined to discuss this. Mike will be asked to attend one of the upcoming meetings. Adam Leiser makes a motion to write a letter and sign outside of a meeting to invite Mike to the 4/18 meeting. Kathy Koziell seconds. Motion passed 2-0 Adam Leiser makes a motion to rescind the last motion. Kathy Koziell seconds. Motion passed 2-0. An email will be sent to Mike Smith.
Next meeting will be Thursday the 18th at 8 pm. Location to be set. April 30th at 9 am in the District office will be posted.
Discussion on establishing an environmental committee is held. Discussion on spring water testing is held. Having three persons involved is discussed. Inviting Bob and Ralph to a meeting to outline the process is discussed. 30 locations are tested for spring runoff. Email Ralph, Bob and EPOA to attend, preferably 4/18 meeting. Obtaining date for spring testing will be requested from Bob and Ralph. Where are test spots? Send if have. Placing information on an environmental committee in the next newsletter is discussed.
Sign in for office visitors is discussed. Name/date/time reason. This will be developed.
8. Signature Items
Treasurer Dinah Reiss reviews the TAN documents. Interest rate is 2.32%.
Adam Leiser makes a motion to sign the Promissory Note. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign the Business Loan Agreement. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign the Governmental Certificate. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign the Statement of Finance Charges. Kathy Koziell seconds. Discussion on $350 finance charge. Doing the TAN once reduces expenses by $350. Goal is to not be using a TAN note within 5 years. Motion passed 2-0.
Adam Leiser makes a motion to sign the General Obligation Certificate. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign the Line of Credit Rider. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign Qualified Tax-Exempt Certificate. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign Disbursement Request and Authorization. Kathy Koziell seconds. Motion passed 2-0.
Discussion on using TAN funds in the spring is held. Need to supplement cash flow until the water bills are received and moved to the operating account is held. Option of having bills due mid-April is discussed, commissioners will not change the due date of the water bill for 2020. Communicating that early payment will help the VDOE is outlined.
Letter to Mr. Heyde is reviewed. Including the date for the planned public hearing is discussed. Adam Leiser makes a motion to schedule the Public Hearing on the Beach Ordinance for June 6, 2019 at 8 pm. Letter will be updated. Adam Leiser makes a motion to sign the updated letter out of session. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to approve use of lodge for EPOA and Karcz family. Kathy Koziell seconds. Motion passed 2-0.
Adam discusses update request for use of lodge form to include reason for use. This will be done.
9. Correspondence
Adam Leiser makes a motion to contact property owner to remove logs at the end of Reinach Place by April 17. Kathy Koziell seconds. Motion passed 2-0. Adam Leiser makes a motion to sign letter to property owner out of session. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to send the Dubois & King proposal to the water committee. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to send Lewis Engineering proposal to the water committee. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to send the Chris Albert proposal to the water committee when received. Kathy Koziell seconds. Motion passed 2-0.
10. Scheduled Appearances
11. Public Comment
Paula Doyle discusses use of the lodge. Reviewing the lodge as a community building and establishing when and how to use the building is discussed. Adding a charge for use is discussed. Primex will be asked on need for insurance for use of building.
12. Other Business
The Water Committee meeting will be at the library Friday morning.
At 11:41 am Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator