VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 9, 2019
The Board of Commissioners met at 9:00 am on Saturday, March 9, 2019. In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Treasurer Dinah Reiss and residents Gloria Aspinall, Paul McKenna, Larry Leonard, Marianne Jackson, Paula Doyle and Mike Dolan. The meeting was filmed for Madison TV by Tim Hughes.
At 9:08 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
Adam outlines the Board will be meeting with Kelly Tuesday.
Adam discusses push back by the state on 113 within 24 hours of receipt of a complaint that was noticed on Facebook. Sending information to the office is recommended. Discussion on renting a loader for removal of snow banks. Temps are highlighted to be in the discussion on cut outs in the snowbanks for runoff are discussed. This will be discussed with Kelly Tuesday.
Road grader 1500-hour service is outlined. Review of service parts listing is done. Total cost is $1,536.82. Discussion on doing the work in house is held. Adam Leiser makes a motion to allocate $1536.82 for grader work. Kathy Koziell seconds. Motion passed 2-0.
Discussion on replacing the Terra Star. New truck is being ordered without a bond. Adam Leiser adds that voting down the truck while still getting one truck has saved the District roughly $8,000 over the proposed 5-year bond. Replacing the Terra Star with insurance proceeds are outlined. $90,520.24 is settlement to the VDOE. Truck that was wanted is the truck that will be ordered. Adam Leiser outlines that the trucks should be able to maintain a longer life span. Goal should be become longer than 5 years. 7 years would be manageable. Discussion on cost of new truck. Discussion on 7-year warranty is outlined. Available for 7 years at $3,780. Exclusions within the extended warranty are outlined. Dinah Reiss discusses heavy equipment extended warranties. Highlight of truck warranty being different than the cost of the warranty on the heavy equipment is outlined. Having funds available for any major repairs is outlined. Discussion on trucks that are needed and the types of equipment that is purchased. Dorothy Wondolowski thanks Nancy Cole for her work with the insurance company regarding the settlement offer. Adam Leiser makes a motion to allocate up to $200 to have Albany Auto Service Center go through the F-550. Kathy Koziell seconds. Discussion on truck being in shop at this time is held. Adam Leiser discusses having a new person go through the truck at this time as beneficial. Adam highlights the total loss of the Terra Star due to fire: cause is officially undetermined. Motion passed 2-0.
Adam Leiser makes a motion to sign the purchase and sales agreement to purchase the new truck. Kathy Koziell seconds. Motion passed 2-0.
Quotes for outfitting truck will be available for review Tuesday.
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Adding maintaining of warranties and scheduled maintenance to the action list is outlined and discussed. Paul McKenna is asked if interested in join the roads committee. Spring set up of this committee is planned.
Adam Leiser discusses back up of trucks for sanding. Adam Leiser discusses that this delay is a result of prior Commissioners not securing a backup even though the Terra Star had been destroyed and the F-550 had significant repair issues. Discussion on options outlined; a backup contract could be put into place. This has been reviewed by the attorney. Discussion of putting this into place for future is outlined for post storm sanding or salting needs. Concerns for using the VDOE equipment for loading sand is outlined. Sending to insurance company for review will be done. The town of Madison will back up post storm for this weekend. Insurance review will be done prior to contacting the company.
3. Water
Adam outlines water committee meeting that was held yesterday.
Reinach tank was discussed; consensus that 90,000-gallon tank is improperly sized. 120,000-gallon tank would better serve the district for the future. A cylindrical tank was also discussed for the shape of the tank.
Allocation of funds for a water engineer to work as a consultant for the committee is discussed. Bruce Lewis is discussed as option. Discussion on sending info on brooks quote and Reinach bid spec info to the committee is outlined. Discussion continues on re-working this process for updated. Interviewing multiple persons prior to hiring someone as a consultant is recommended. Adam Leiser states that Ian Hayes recommended Bruce Lewis. Familiarity with tank projects of Bruce Lewis is discussed. Rick Skarinka will be contacted for any recommendations he may have on a consultant. Discussion on ability to update the specifications is outlined; many of the documents are in the office. Funding for the consultant is discussed. Increase of $20,000 engineering line item at the annual meeting is outlined. Highlight of metering needs is outlined. Adding meters to the PRV pits is outlined and highlighted. Benefits of not wasting water are discussed. Asking for volunteers to review this is outlined.
Electrical improvements funded at the annual meeting are discussed. Ian Hayes will work on obtaining quotes. Funding through bond is outlined and approved. Separating project into a couple of years is outlined as an option. Interest only 4.09% loan is discussed. Dinah outlines that the loan will roll into a standard loan at a different rate. Updating of maps for the water system will be worked on.
Muddy beach tank replacement is a low priority.
Adam makes a motion to allocate up to $2,000 for water committee to spend on independent water engineer and be a non-voting member of committee. Kathy seconds. Discussion on rationale to approve funds now for something that is an unknown. Paula states allocating funding at this point seems premature. Motion passed 2-0. Beginning as quickly as possible is outlined as reason for funding now.
Leak on Appenvel Way is discussed. Curb stop was damaged and there was a leak which required the curb stop valve (csv) to be replaced. Discussion on curb stop possibly being out of the right of way is held. Possibility that curb stop valve was damaged by homeowner’s driveway plow is outlined. Making sure that the csv is within the right of way is outlined. Homeowner responsibility is discussed. Educating the public is highlighted regarding the locations of curb stop valves. Discussion on the location of curb stop valves is held. Moving curb stop valves that are improperly placed or burying csv’s that are raised is highlighted. Communications committee will move this issue forward. Offering ability to have your csv re-set if in the way or in need of burying is discussed. Getting input from Ian Hayes will be done for csv that are in jeopardy. Making sure that all curb stop valves are properly placed is outlined. Communication of issues with csv’s is outlined. Testing of valves is discussed. This will be discussed by the water committee.
4. Administration
Discussion on mailboxes. Any homeowner who is not a full-time resident will be asked to give up a box.
Kathy will schedule monthly safety meeting.
Cash flow report is discussed by Treasurer Dinah Reiss. Highlighting the collection of taxes semi-annually is outlined. TAN loan is outlined as a means of maintaining cash flow throughout the year. Use of TAN proceeds in March of 2018 is discussed. Collection of water bills as cash flow is discussed. The two-payment arrangement per year on bank loans is discussed. Dinah Reiss outlines the unassigned fund balance as funds that are available that are not committed to some other account. Discussion on the $42,000 muddy beach allocation from 2017 is outlined. Discussion on warrant articles and wording is held. The funds will be replaced this year.
Water rate sheet is anticipated to be $485.00. Establishment of rate for 2019 is discussed. Adam Leiser makes a motion to set the 2019 water user rate at $485 per water user. Kathy seconds. Motion passed 2-0. Discussion on establishing future water fees is held. Adam highlights attempt to raise $100,000 funds for water capital reserve funds at annual meeting which failed. Ability to collect funds by establishing water user fees is discussed. Raising of funds by taxes is outlined as a strategic plan. Altering the philosophy of the district for funding projects is outlined.
5. Accounts Payable
6. Minutes
Adam Leiser makes a motion to approve the minutes of Feb 26. Kathy Koziell seconds. Motion passed 2-0
Minutes from Feb 28 will be reviewed Tuesday.
7. Commissioners Reports
Adam Leiser discusses the pressure reducing valve (prv) changeover that was posted for Thursday. Valve was not changed. Valve will be looked at for changing in the spring. Requirement within water ordinance for every home to have a prv installed within the house is highlighted.
Action plan will be updated to include mailbox roof and bathroom at DPW projects.
Email from Kelly regarding break down of F-550 is read aloud by Adam Leiser. Adam highlights that being denied the truck on 2/23 does not have any impact on this breakdown. Adam Leiser makes a motion to contact Kelly Robitaille to not bring the 7400 places where it shouldn’t go. Kathy Koziell seconds. Discussion ensues, tell Kelly that it is ok to hold off if area is questionable or dangerous. Motion passed 2-0.
Discussion on sending an email to the residents to alert them of possible road treatment delays with tomorrow’s predicted storm. This will be done. Adam Leiser discusses that this delay is a result of prior Commissioners not securing a backup even though the Terra Star had been destroyed and the F-550 had significant repair issues.
8. Signature Items
Adam Leiser makes a motion to sign the letter to the EPOA. Kathy Koziell seconds. Motion passed 2-0.
9. Correspondence
The check for the December 28, 2018 authorized withdrawal from the water system crf has been received from the Trustees.
Third party electric contract lost $914 with the prior contract. The new contract has been established for 2019. There is an early termination fee in the new contract signed by the prior board.
Correction will be put in next newsletter for statement of written resignation from Ralph Lutjen.
10. Scheduled Appearances
11. Public Comment
Gloria Aspinall questions third commissioner. Adam states that Jay Buckley has stated interest. Discussion is held on benefit of appointing him. Adam highlights that he has a series of questions to ask Jay and wants to do so in a public meeting.
Adam Leiser approached Bob Ingram after the Annual Meeting, but before he was sworn in as Commissioner. Bob Ingram declined.
Dorothy Wondolowski discusses snow push back. Maintenance guideline for EPOA is to work on EPOA property only. Dorothy recommends attention to the garden on VDOE property across from the entrance side that may be needed. Having garden maintenance as a project being done by volunteers is outlined as intent.
Discussion on planning for the district with the EPOA is outlined. Moving forward together is outlined as goal. Adam Leiser adds that it’s his hope that an improved relationship with the EPOA with the new Commissioners will hopefully allow for the properties to be maintained.
12. Other Business
At 11:49 am Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator