VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday March 22nd, 2022
The Board of Commissioners met at 9:30am on Tuesday March 22nd, 2022.
In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Doug Prescott, Dinah Reiss, Larry Leonard & Cathy Conway-Horizons (by phone). Meeting videotaped by Aysia of Madison TV
At 9:30 am Commissioner Ralph Lutjen calls the meeting to order
Jay Buckley makes a motion to approve the agenda, Mike Smith 2nds, passes 3-0
Asset Management
Larry Leonard started off meeting with Horizons with an introduction. Briefly discussed the Asset Management Grant Work: the key tasks of the grant, the key milestones, the deliverables, and any additional work.
Cathy Conway from Horizons discussed what Larry Leonard mentioned in further detail.
- Field survey work and asset analysis
- Working on the mapping, working on the hydraulic model should be done in a few weeks. Waiting on the CAD data points from Dubois & King.
- Luis Adorno meeting on 4/30. Will present level of service agreement which states they will meet and exceed Federal and State drinking water standards.
- Financial planning, determine how much we can afford each year.
- Spreadsheet on debt, operational costs. Etc.
- Long term funding plans: loans/grants. What is affordable for the VDOE.
- Presentation and plan will be written up once all the data has been collected.
- One meeting in April and another meeting in May. Project is to be wrapped up by May 30th.
- Deliverables are sent to the state in one package. Draft documentation will be presented at the meeting before it is submitted.
- GIS mapping will be complete 1-2 weeks after data is received from Dubois & King. (Office is going to follow up with Nick Sceggell)
- Level of service agreement to be completed about 1 week after the April 30th meeting.
- Long term funding and capital improvement plan to be worked on over the next few weeks.
April 7th at 9:00am Nick Sceggell and Ian Hayes are meeting in the District to go over the additional information needed in the hydraulic model. Horizons is going to attend as well.
Discussion on payment with grant funding. The VDOE to pay $20,000 and the grant will cover the other $20,000.
Discussion on plot and survey of the valves. Located some of the gate valves, located all the significant point (pump houses, etc.) and located most of the curb stop valves. All the major system components are completed.
Discussion on locating all the curb stop valves. This was not within the budget of $40,000.
As of today, the project is 50%-60% completed.
Public Meeting
Mike Smith makes a motion to approve the minutes of 3/15/22, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to approve the sealed Non-Public minutes of 3/15/22, Mike Smith 2nds, passes 3-0
Mike Smith makes a motion to approve the Payroll Manifest for $9,884.23, Jay Buckley 2nds Passes 3-0
Mike Smith makes a motion to approve the Operating Accounts manifest of $57,760.49 Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to transfer $2,500 from the operating account into the Tank Pumping CRF, Ralph Lutjen 2nds, passes 3-0
Ralph Lutjen makes a motion to transfer $4,486.44 from the Office Equipment CRF to the operating account, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion for the previously approved $95.00 for an office tablet to be taken out of the Office Equipment CRF, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion to transfer $95.00 from the Office Equipment CRF to the operating account, Jay Buckley 2nds, passes 3-0
Dinah Reiss discusses the operating account balance is currently at $156,887.01 and another almost $30,000 is to be taken out and transferred into the water assessment account. Dinah Reiss recommends taking a TAN out for at least $200,000 possibly $240,000.
Also mentions there is around $13,000 in the Dawson Retainage and around $28,000 in the Reinach.
Money needs to be transferred from the Water Assessment Fund to the Water Extension CRF as recommended by the auditor and bookkeeper.
Monthly cash reports and budget vs. actual reports will be done on the second week of the month going forward. The first meeting will be on April 12th during the Commissioners meeting.
Jay Buckley makes a motion to apply for a TAN loan for $240,000, Ralph Lutjen 2nds, Mike Smith makes amendment to $250,000, Ralph Lutjen 2nds, passes 3-0
DPW
Discussion on 51 Oak Ridge Road driveway permit for operations
Mike Smith makes a motion to sign 51 Oak Ridge driveway for operations permit, Jay Buckley 2nds, passes 3-0
Discussion on letter to 2 Clemens Place
Ralph Lutjen makes a motion to sign the letter to 2 Clemens Place, Jay Buckley 2nds, passes 3-0
Discussion on Dam. Dam is still cresting 6 inches over. The Big Loop culvert is around 60% full, a lot of debris is getting stuck in the grate. DPW keeps clearing grate, but it keeps filling back up.
Mike Smith makes a motion to pull a board immediately, Ralph Lutjen 2nds, discussion on Dam policy and conversation with Steve Doyon, passes 2-1
Discussion on tree removal at lower level of Little Shore Road. Kelly Robitaille spoke with an arborist and to cut down 8-10 trees it would cost $4,000. The DPW would take the logs and chipping down to the DPW garage for later use.
Mike Smith makes a motion to appropriate $4,000 for tree removal, Ralph Lutjen makes an amendment to say that the money is to come out of the Road Trimming Warrant Article, Jay Buckley 2nds, passes 3-0
Administration
Discussion on sale of the Lodge
Ralph Lutjen makes a motion to have the office put together a property description of the Lodge, Jay Buckley 2nds, passes 3-0
The office is also to reach out to Keller Williams for another realtor opinion, wait two weeks before putting together a property description so that Jay Buckley can unmerge the Lodge and Cabana lot.
Discussion on Reinach Tank Project. Jay Buckley got another quote for the transfer switch which was $617.25 not including freight and installation. The receptacle is specific to a generator. The generator that was to be rented in the plan costs around $21,000 to buy out. Still waiting on price for the grass seed and grubbing.
Discussion on remaining Reinach payments. Dawson is paid up to date, need to close out that contract. The retainage is 2% with $13,435 remaining.
Discussion on contract final amounts and the grant for the Upper Lakeview PRV. 24% will be given back from the grant, there Is $25,921.07 in the account for the project.
Discussion on the 2020 Audit
Discussion on the proposed Water Ordinance changes
Ralph Lutjen makes a motion to accept the proposed changes to the Water Ordinance, Jay Buckley 2nds, passes 3-0
Discussion on the proposed Highway & Parking Ordinance changes
Ralph Lutjen makes a motion to present the Highway & Parking Ordinance as drafted, Jay Buckley 2nds, passes 2-1
Discussion on the proposed Driveway Ordinance changes
Ralph Lutjen makes a motion to extend the time of the meeting until 12pm, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to have the Ordinance hearing on Saturday May 14th at 9:00am, Jay Buckley 2nds, passes
Discussion on separation agreement with Nancy Cole and the letter proposed to attorney Doug Mansfield
Mike Smith makes a motion to end the entire separation agreement, NO 2nd
Discussion on Clause 4 of the separation agreement, Office to draft a letter to Nancy Cole to void the volunteer section in Clause 5.
Commissioner’s Concerns/Reports
Discussion on Dam EAP
Mike Smith makes a motion to have the office send a follow-up to Nathan at Wright Pierce on the status of the Dam EAP Final Draft, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to send a letter to the LPC to restore the relationship with them, Jay Buckley 2nds, passes 3-0
Ralph Lutjen spoke with Steve Doyon and discussed taking different water levels when removing a board. If Ralph Lutjen put together a plan DES would review it. Steve Doyon suggested doing a water measurement when there is a significant amount of rain.
Correspondence
Discussion on water usage electricity cost
Review of Granite State results
Discussion on Reinach Place Class VI Road email. Survey of road was not included in the Reinach tank project.
Mike Smith makes a motion to adjourn at 11:49am, Ralph Lutjen 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.