VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 4, 2018
The Board of Commissioners met at 8:00 am on Tuesday, December 4, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also present were Treasurer Dinah Reiss, residents Adam Leiser and Ron Sandstrom. The meeting was filmed for Madison TV by Tim Hughes.
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 vacant seat on the Board of Commissioners is discussed. Ralph Lutjen states it is appropriate to add a third Commissioner. Ralph outlines earlier offers to Marya Doery and Kathy Koziell to fill the seat; both declined. Ralph Lutjen makes a motion to appoint Ron Sandstrom to the Board of Commissioners. Mike Smith seconds. Motion passed 2-0. Ron Sandstrom states he will not take the monthly stipend allocated to Commissioners.
Ron Sandstrom is sworn in as Commissioner by Clerk Nancy Cole.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille outlines the fifth storm of the season has now occurred. A blade is needed for the plow for the 550; this will be under $200.00
Kelly Robitaille outlines that private plow persons are plowing driveways into the roads and along the banks at the edge of the roads; which the DPW will then have to move this snow again. Mike Smith outlines to Kelly to collect addresses and the VDOE will send letters to the homeowners. Placing a notice on the website is discussed. Mike Smith makes a motion to place the information on the website. Ralph Lutjen seconds. Discussion on indicating the RSA’s in the notice and rationale for not plowing across the roads. Motion passed 3-0.
Kelly Robitaille highlights the recent 15-inch heavy, wet, snow storm. The plow routes take approximately 1.5 hours. A plow will come by your property in this time frame. Should an emergent event occur, please contact the answering service and the DPW will respond.
All equipment is in good shape. The grader is being outfitted today for winter plowing.
Salt has been received. Sand supply is good.
Ralph Lutjen will meet with Kelly Robitaille on the truck this afternoon.
Ron Sandstrom highlights that a car was seen in the salt shed. Resident was informed of the location of the taxpayer sand pile. Resident sand pile will be marked. Ron Sandstrom makes a motion to put the taxpayer sand information on the website. Mike Smith seconds. Motion passed 3-0.
Budgets are reviewed and discussed. Budgets are tight for year end. Ralph Lutjen outlines costs outside the normal experience, such as 5 storms before December. Sand, salt, overtime, and equipment use are all increased in this situation. Ability to deal with contingencies is outlined. Ron Sandstrom reinforces the notion that sand is placed where needed and try to use less on flat areas. Kelly Robitaille outlines increase in late night traffic and the need for keeping the roads safe.
3. Water
Ian Hayes will be in attendance next week.
A call will be placed to Norm Garside on the siding for Muddy Beach.
4. Administration
Mike Smith will schedule a safety meeting.
Treasurer Dinah Reiss states that the transfer from the Water Extension Fund has been completed as authorized by the Board. Capital Reserve withdrawals will help with year end cash flow. There are funds available through the TAN loan if needed.
Dinah Reiss will obtain a number for a 5-year, $100,000 loan payment for the proposed truck.
Dinah Reiss will pursue the option of direct deposit of the tax check from the Town of Madison. Mike Smith makes a motion to have the Treasurer proceed with setting up direct deposit of the tax checks. Ralph Lutjen seconds. Motion passed 3-0. Dinah Reiss will verify with the Town that the required information from the tax check calculation be sent to the District.
Ron Sandstrom discusses having balances for all accounts for the budget hearings in January.
Water billing open invoice report is reviewed. Approximately $12,000 is due. 6 houses will be scheduled for shut off. Ralph Lutjen makes a motion to shut off the customers in January. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith states the monthly newsletter was done well.
The Asset Management Committee will meet next week
Mike Smith makes a motion to approve payroll in the amount of $6,570.65. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Ralph Lutjen highlights a 20-hour shift by Kelly Robitaille, this will be discussed with Kelly. Discussion on part time employee hours during this payroll. Motion passed 3-0.
Budgets are reviewed and discussed. Ralph Lutjen highlights the total expended on the budget bottom line. Budgets are tight; $34,805 is the remaining allowable as of this printout for highway/operations and $11,831 in water services. Ron Sandstrom outlines the projection for remaining expenses which shows the budget will be fully expended. Increases in budget line items for 2019 are outlined as necessary.
5. Accounts Payable
6. Minutes
Mike Smith motion approve the minutes of 11/28. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.
7. Commissioners Reports
Ralph Lutjen will handle a review of the proposed truck purchase for 2019 with Kelly Robitaille and Nancy Cole this afternoon.
Ron Sandstrom discusses the project sheet created for all proposed 2019 warrant articles. Ron Sandstrom proposes placing the project sheets on the website as they are completed. Releasing the information early with a request for any feedback is recommended. Ron Sandstrom makes a motion to create a section on the website for the 2019 Warrant projects. Mike Smith seconds. Discussion on projects for the 2019 warrant and all projects needed within the District are outlined.
Ralph Lutjen discusses review of all projects for completion prior to publishing the information. Reinach tank review will occur next week as the bids are due today at 10 am.
Ron Sandstrom discusses sharing information as early as possible and get feedback; having residents share in the puzzle is highlighted.
Mike Smith outlines having all information complete prior to release. All information is expected by next week. Priorities of the systems are discussed. Ian Hayes priority review for the water system is discussed. The remaining loan funds from the bond approved in 2018 is discussed. Having projects completed while funds are available is discussed; using the remaining funds from the approved loan are discussed. Ron Sandstrom questions allocating the remaining funds available in the loan. Ralph Lutjen outlines managing projects efficiently and effectively that need to be done to improve the Village. Ron Sandstrom outlines possible repercussions from certain residents who will use information to attempt to sway voters away from the Commissioners plan. Ralph Lutjen would like to remain focused on the long-term needs of the District. Motion passed 3-0.
8. Signature Items
Mike Smith makes a motion to sign the Capital Reserve withdrawal from the Highway Equipment CRF in the amount of $10,000.00. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining.
Mike Smith makes a motion to sign PO 273 in the amount of $3,000 for salt. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining.
9. Correspondence
The Town of Madison has sent a notice requesting all Committees and Commissions do not ask Madison TV to stop taping.
10. Scheduled Appearances
11. Other Business
Including motions and votes of non-public session will no longer be done at the end of the public session minutes unless specifically voted by the Board.
Mike Smith makes a motion to schedule a Commissioners meeting Friday, December 28 at 8 am. Ralph Lutjen seconds. Motion passed 3-0.
There will be no meeting 12/25 or 1/1/2019.
At 9:11 am Mike Smith makes a motion to recess the meeting until the 10 am bid opening. Ralph Lutjen seconds. Discussion on bid opening and review of bids. Motion passed 3-0.
Mike Smith reconvenes the meeting at 10 am for the bid opening.
10:00 am – Reinach tank bid opening. Present are: Commissioners Mike Smith and Ralph Lutjen, engineer Nick Sceggell of Dubois & King, Maureen Brooks of G.W. Brooks & Sons and resident Adam Leiser.
One bid has been received from G. W Brooks. Nick Sceggell opens the bid and reviews the documentation for completion. All documents appear to be in order.
Both addendums are properly acknowledged.
Total bid price $992,079. Bid alternate one is $17,000 to abandon the existing tanks. Bid alternate two is $15,000 to remove the existing tanks.
Bid deduct for non-Federal pricing is $10,000.00.
Engineering estimate is reviewed based on actual bid. Primary difference is cost of cast-in place tank.
Discussion on receipt of only one bid. An explanation of pricing reviews will be completed by Nick Sceggell. Review of varying items as bid will also be done.
Next step will be the evaluation of bid price by engineer Nick Sceggell. Discussion on ledge removal cost and increase done when the outlying connections were added to the project is discussed.
Other persons who attended the pre-bid meeting will be asked why they did not bid. Nick Sceggell will handle this.
Discussion is held on possible options for this project. Nick Sceggell outlines that removal of the outlying connections will not affect the bottom line positively. Options will be looked into. Nick Sceggell adds that one bidder was having difficulty locating a concrete contractor with the required experience.
Nick Sceggell questions if bidding prior to the VDOE obtaining approval for funding is a factor in the reduced number of bids received.
At 10:21 am Mike Smith makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator