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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 7, 2014
The Board of Commissioners met at 2:30 pm on Tuesday, January 7, 2014. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance was Treasurer Dinah Reiss, Water Operator Ray Seeley, Fred Gurley (highway). The meeting was taped by Tim Hughes.
At 2:30 pm the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda
Ron Sandstrom makes a motion to move Water Department Report to first and accept the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.
2. Accounts Payable
3. Minutes
The minutes of 12/10 are reviewed. Mike Smith makes a motion to accept the minutes. Ron Sandstrom seconds the motion. Mark Graffam moves to amend the Commissioners report to add that the Beach Ordinance was read aloud and discussion ensued on a meaningless change adding the contact information. Ron Sandstrom states that the change is not meaningless because it has no specific penalty. Motion to amend the minutes is called to a vote and the motion failed 1-2 with Ron Sandstrom and Mike Smith voting against the amendment. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-1 with Mark Graffam against.
The minutes of 12/12 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mark Graffam abstaining as he was not in attendance.
The minutes of 12/17 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
4. Highway Department Report
Fred Gurley states that supplies for salt and sand are needed. 2 loads of salt are requested. Mike Smith makes a motion to approve a purchase order for 2 loads of salt at $3,600. Ron Sandstrom seconds the motion and the motion passed 3-0. 5 loads of sand are requested. Mike Smith makes a motion to approve a purchase order for 5 loads of sand. Ron Sandstrom seconds the motion. Discussion on the amount of sand needed for stock is held and Mark Graffam recommends 8 loads is approved. Mike Smith amends the motion to approve a purchase order for 20 loads of sand up to $4,000. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed, as amended, 2-1 with Mark Graffam voting against purchasing more sand than will fit into the storage tent. The Top Kick is discussed. The truck needs a new rear assembly at a cost of $2,475.00. The truck is planned for replacement this year, but is needed for winter operations. Mike
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Smith makes a motion to approve a purchase order for $2,475 for a rear assembly for the Top Kick. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion turns to the installation and Fred Gurley states that it can be completed in house within 2 days. Sanders are discussed. All sanders are currently working. The sander for the F-550 could be hard wired at a cost of $258 for parts plus labor. This may be looked at should additional issues with the remote emerge. Fred Gurley is informed to continue filling the ditches along Eidelweiss Drive at the bottom of Oak Ridge Rd with snow. A safety meeting was held today with the highway employees. The Winter Operations plow policy was distributed as was the emergency contact sheets which will be placed into each truck. Incident reports and what to do in the event of an accident was discussed.
5. Road and Driveway Review
6. Water System Planning
Ray Seeley reports on pump statuses. A short water outage occurred within the Summit Hydro System zone of the water system. The hydro tank is not connected to the SCADA system. Ray Seeley outlines that he will develop a proposal to include the addition of this tank to the SCADA. The pH at the Summit is discussed. Ray Seeley reports that the pH seems to drop during times of low water usage. Low pH is not good for ductile iron pipes. This reported drop in pH is being looked into. Discussion turns to the Muddy Beach pump house and proposed upgrades for this station. Oak Station has a pump that is not working that has also been looked at for replacement in the proposal. Proposed upgrades total $92,000 with the following breakdown: Oak Station $7,000; Muddy Beach $68,000; Summit $17,000.
The upgrade quotes are discussed further following the departure of Ray Seeley from the meeting. Mark Graffam cautions accepting any upgrade plans that include SCADA programming but not engineering input. Mike Smith states that engineering input would be wanted prior to action. Ron Sandstrom states agreement for the validation of any proposal through an engineering review. Discussion continues. Competitive situations are desired for the best pricing for the VDOE and do not currently exist with a contracted water operator. Ron Sandstrom makes a motion to send the proposals to engineer Paul Fluet and obtain a quote for engineer Nick Sceggell to come to the pump houses for review. Ron Sandstrom withdraws the motion. Mark Graffam makes a motion to discuss the pump stations with Paul Fluet and discuss a model for the water system. Ron Sandstrom seconds the motion and the motion passed2-0-1 with Mike Smith abstaining. Paul Fluet is contacted by telephone. Discussion is held on the water system, the need to validate the existence of any problems and verifying any purchase as proper for the VDOE water system. Paul Fluet recommends sending the information and then following up with a visit to the pump stations for review. Ron Sandstrom makes a motion to send the documents to Fluet Associates. Mark Graffam seconds the motion and the motion passed 3-0. Discussion turns to shut offs for non-payment of water usage fees. The recent vote to hold shut offs for non-payment that will cost more than the amount due is outlined. A purchase order for a pallet of sodium bicarbonate is presented. Mike Smith makes a motion to authorize the purchase order for a pallet of sodium bicarbonate at a cost of $1,125.00. Ron Sandstrom seconds the motion and the motion passed 3-0.
7. Scheduled Appearances
8. Warrant Articles
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9. Commissioners Reports
Mark Graffam discusses the 2011 Public Hearings for the budget and Mike Smith as Chairman at the time. Mike Smith was out of state for the meetings. The 2011 Warrant and the article to replace the salt shed is reviewed. Mark Graffam adds that he feels the District is in danger of heading the wrong direction. The Huttwil water main extension and withdrawal from the Water System Capital Reserve Fund is discussed. Mark Graffam states that he feels the Commissioners are violating RSA 91-A by having discussion after or outside of a meeting.
Mike Smith states that he believes Mark Graffam’s frustration is showing. Mike Smith adds that no one is violating RSA 91-A. Mike Smith continues with stating that the completion of the Huttwil water main extension was at the suggestion of Attorney Dan Crean. Mike Smith completes his report by stating that he will be in attendance at the Public Hearing on January 24th.
10. Signature Items
The Winter Operations Snow Plow and Ice Control Policy is presented. Document has been updated to include the 15 MPH speed limit. Mark Graffam makes a motion to include the practice of a part time employee and a full time employee on each shift. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on the existence of this information within VDOE policy already is held. Mark Graffam makes a motion to have the document include sand and salt inventories. Motion failed for lack of a second. Mark Graffam makes a motion to include salt brining of paved roads. Motion failed for lack of a second. Ron Sandstrom makes a motion to accept the policy and sign the document. Mike Smith seconds the motion and the motion passed 2-1 with Mark Graffam against accepting the policy without additional information being included.
A letter to the Town of Madison Board of Selectmen is presented for review. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion. Mark Graffam discusses a lack of discussion with the Highway Foreman on what occurred and the Foreman’s reported discussion with Code Enforcement Officer Bob Babine. Motion is called to a vote and the motion passed 2-1 with Mark Graffam voting against sending a letter without having discussion with the personnel first.
11. Correspondence
12. Administration
The payroll report is presented. Report and time cards are reviewed. Mike Smith makes a motion to approve payroll in the amount of $6,309.55. Ron Sandstrom seconds the motion and the motion passed 3-0.
A spreadsheet including 2014 proposed budget and warrant article funding is reviewed. The proposed budget and line items for 2014 and 2013 expenditures are reviewed and discussed. Line items within the proposed budget are amended. Proposed warrant articles and numbers remaining to be finalized for review are discussed. The cost of a 2014 Ford F-550 will be checked on; buildings will be reviewed for necessary repairs. The desire to maintain a stable tax rate is discussed. The water user fee calculation shows an increase to $325. Ron
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Sandstrom discusses the possibility of establishing the water bill at $350. Additional collected funds would be transferred to the Water System Capital Reserve Fund at the end of the year.
Mike Smith makes a motion to add Buildings and Grounds repairs to the Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0. An engineering number for review of phase II of the Oak Ridge Road project prior to putting the project out to bid is discussed for inclusion.
13. Old Business
14. Other Business
15. Public Comments
At 5:50 pm Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mark Graffam yea, Mike Smith yea, and the motion passed 3-0.
Motions and votes of Non-Public Session:
Mark Graffam makes a motion to invite Kevin Thomas for an exit interview and input on candidate Kelly Robitaille. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to discharge part time employee Paul Costello should the reported text message prove accurate. Mike Smith withdraws the motion.
Mark Graffam makes a motion to have part time employee Paul Costello meet with the Board of Commissioners next Tuesday. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he will not be available to attend.
At 6:05 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mark Graffam yea, Mike Smith yea, and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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