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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 14, 2014
The Board of Commissioners met at 2:30 pm on Tuesday, January 14, 2014. In attendance were Commissioners Ron Sandstrom and Mark Graffam. Also in attendance were Ray Seeley (water operator) and Larry Leonard (resident). The meeting was taped by Tim Hughes.
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At 2:35 pm the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mark Graffam makes a motion to accept the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0.
2. Accounts Payable
25 checks for a total of $28,319.82 are presented. Checks and invoices are reviewed and discussed. Ron Sandstrom makes a motion to hold the check for IWS. Mark Graffam seconds the motion and the motion passed 2-0. A check for the invoice for Granite State Minerals will be printed for inclusion within the manifest approval. Ron Sandstrom makes a motion to approve 25 checks for $28,385.21. Mark Graffam seconds the motion and the motion passed 2-0.
3. Minutes
The minutes of 12/26 will be reviewed next week.
4. Highway Department Report
Fred Gurley is sanding roads. A purchase order for salt has been requested. Ron Sandstrom makes a motion to approve the purchase order for one load of salt at $1,800. Mark Graffam seconds the motion and the motion passed 2-0. A cost analysis of salt and sand are being done for comparison to prior years. The Top Kick is back in service. The ice storm this past weekend created slippery roads. The dirt roads iced over with the rain. An analysis is being done of the answering service calls to locate any trouble areas within the District. Discussion on the answering service and desire to provide them with updates as to the personnel on during a storm is held. A policy draft has been established for increasing communication during weather events. Ron Sandstrom makes a motion to adopt the policy for communication on coverage schedules. Mark Graffam seconds the motion. Discussion on the intent to correct an ongoing issue of the wrong person receiving a call is held. Draft will be reviewed for additional discussion. Motion deferred for review of policy. Storm reports from recent storms are reviewed. The safety meeting held last week is discussed. Part time employees will be paid for 2 hours for attending.
5. Road and Driveway Review
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6. Water System Planning
Water Operator Ray Seeley outlines the review of the pump houses and upgrade proposals with the engineers last Friday. Muddy Beach has been off line due to a SCADA communication error. The pH at the Summit station is discussed. The pH has been tested at 7 to 7.5. Ray Seeley discusses a drop in pH to below 5 that is troubling as the reason for the drop is unknown. Additions to the SCADA system, specifically the Summit hydro tank and booster pumps are recommended by Ray Seeley. Lining of tanks for the water system in lieu of plans to replace the tanks is discussed. The pumps at the Summit are 13 years old and may no longer be supported by the manufacturer for replacement parts. Planning for the water system is needed. The Engineer’s review will be the basis for any plans. Water system expenses are reviewed. The average expenditure for the last two months has been $5,000. One bill per month is requested with details on the 30 hours included within the base fee and details for all charges beyond the 30 hours. The taking of GPS points by the water operators is discussed. Ray Seeley outlines that the valve locations they are working on have had GPS location points taken. Documents with the locations are needed to be maintained. The criteria for the 30 hours included within the monthly fee are discussed. Ray Seeley states that he is willing to work with the Commissioners to identify the criteria. Non-pay shut offs are discussed. An option for billing of seasonal shut offs may be included a future update for the Water System Ordinance.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Mark Graffam outlines the visit to the pump stations last Friday with the engineers and Ray Seeley. The report from the engineers has not yet been received. The report will be distributed for review upon receipt. Mark Graffam states that Kelly Robitaille has accepted the full time position and will be starting on Thursday. The web site is discussed. The older documents have now been uploaded and are available on the site.
Ron Sandstrom states that the documents were uploaded to the web site this morning. The WordPress format is user friendly. Ron Sandstrom adds that he is working on some analysis for trending of expenditures over three budget years. Mark Graffam suggests uploading the budget worksheet for the 2014 proposed budget. This will be done.
10. Signature Items
11. Correspondence
The homeowner of 32 Oak Ridge Rd has requested an unconditional Driveway Permit for Operation be issued for his property. Mark Graffam makes a motion that the time period of the condition to add a channel drain should excess drainage to the road occur remain in place for a period of one year and then an unconditional Driveway Permit for Operation will be issued. Ron Sandstrom seconds the motion and the motion passed 2-0.
12. Administration
The proposed 2014 budgets are discussed. Mark Graffam states that he will be proposing reductions to the proposed budgets next week. Accounting for the establishment of the budget
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numbers for the last two years is outlined and discussed. The need for the Commissioners to have an avenue for handling an emergency is outlined and the Unassigned Fund Balance Retention Policy, Capital Reserve Funds and the Special Revenue Fund are discussed.
NH Department of Environmental Services has sent notice that the VDOE has not been approved for the Asset Management Grant. The proposed article will be looked at for funding options.
13. Old Business
14. Other Business
Ron Sandstrom makes a motion to have Attorney Dan Crean create a policy for social media for employee and officials of the District. Mark Graffam seconds the motion for discussion. Mark Graffam states that he does not believe that the District should develop a policy that may infringe on an individual’s freedom of speech. Discussion continues. Ron Sandstrom removes the motion from the floor. Discussion on some budget items that were discussed early in the year for expenditure if funds allowed and the inaction on these items is held. Mike Smith has stated that he may be available to attend next week’s meeting via telephone. The requirements for the ability of a Commissioner to attend a meeting telephonically are discussed. A quorum of Commissioners present at the meeting site is required, as is the ability to hear clearly and taking all votes via roll call. The dates for the Annual Meeting are discussed. The Annual Meeting date establishes the time frames for the Public Hearings on the budget, the last day for acceptance of petitioned articles and the dates for declaring candidacy for office. The dates are reviewed on the draft notice for posting and publication. Mark Graffam makes a motion to hold the first Public Hearing on the budget and warrant articles at 7 pm, January 24th, 2014 in the Town Hall Meeting Room with the second Public Hearing on the budget and warrant articles at 7 pm, January 24th, 2014 in the Town Hall Meeting Room, if necessary. Ron Sandstrom seconds the motion and the motion passed 2-0. Mark Graffam makes a motion to publish the notice in the Conway Daily Sun on Wednesday, January 15 and again on January 22. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mark Graffam makes a motion that the quote for the 2014 Ford F-550 includes a second set of rims with studded snow tires. Ron Sandstrom seconds the motion and the motion passed 2-0. The cost for outfitting with a Housatonic plow and sander body will also be checked.
15. Public Comments
Resident Larry Leonard questions seasonal shut offs and if any time restrictions exist. The recent discussion on a potential update to the Water Ordinance to charge for seasonal turn offs outside listed dates at actual cost is outlined. Non-pay shut offs are discussed. The receipt of upgrade proposals from Integrated Water Systems and the review of the proposals by the VDOE Engineers are outlined. Mark Graffam makes a motion to post the Engineer’s review from the January 10, 2014 visit to the pump houses upon receipt. Ron Sandstrom seconds the motion and the motion passed 2-0.
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At 5:00 pm Mark Graffam makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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