[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/CM031714.pdf"]The Board of Commissioners met at 8:00 am on Monday, March 17, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda
Mike Smith makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 3-0.
The Action List is reviewed and discussed. Dates for review will be added to each area. VDOE Easement and Drainage rights will be added. Social media policy development will also be added.
2. Accounts Payable
3. Minutes
4. Highway Department Report
Kelly Robitaille requests a purchase order for 4 loads of sand. Mike Smith makes a motion to approve a purchase order for 4 loads of sand up to $800.00. Ron Sandstrom seconds the motion and the motion passed 3-0. The new shift storm reports were partially completed by the employees. Kelly Robitaille will work with the part timers on completing this form while on shift. Freezing rain for a period of time between snow accumulations made the plowing and sanding difficult. Salt was not used due to the temperature. The sprockets for the sander chain on the Top Kick have broken. Repair is estimated to be $150.00. The 550 sander is smaller and requires reloading much more frequently. The hills were sanded with the 550, but it took additional time. The new controls for the 550 sander are in and will be installed. Overall, the shift work went well. Only one call was received during the storm. Mike Smith makes a motion to allocate up to $200 for parts for repair of the Top Kick sander. Ron Sandstrom seconds the motion and the motion passed 3-0. Sander sizes and the benefits of the larger sander in the Top Kick are discussed. Trucks, maintenance, and tracking of repair costs are discussed.
5. Road and Driveway Review
6. Water System Planning
The cost for the impellor for the Jungfrau station 25 HP pump has not yet been received. This will be followed up on with Integrated Water Services. Estimate for the replacement seals and replacement pump option has been requested for the Summit station. Muddy Beach engineered upgrade drawings and SCADA communication issues are discussed. Upgrade for Jungfrau pump station and 2013 vote to approve that project at the Annual Meeting are discussed. Shoveling of pump houses is discussed. Hiring of someone to handle this work will be actively pursued in the fall. Larry Leonard makes a motion to reschedule the April 12th Public Hearing to May. Mike Smith seconds the motion and the motion passed 3-0. Ordinances for water system and driveways are to be reviewed for the hearing.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Larry Leonard discusses adding the Monday morning meeting schedule to the website. This will be added to the home page.
Ron Sandstrom reports that he has updated links on the website to include the Eidelweiss Property Owner’s Association. The email distribution lists for SCADA alarms and messages from the answering service have also been updated.
Mike Smith recommends setting up a meeting with the Commissioners from Mountain Lakes Village District for a discussion on and review of processes.
10. Signature Items
Treasurer Dinah Reiss has the signature card updates for the bank accounts. New banking regulations will require each Commissioner to go to the bank with identification so that the form may be notarized.
11. Correspondence
The social media draft policy information has been distributed and will be reviewed.
NH Municipal Association has sent the weekly legislative bulletin. The proposed changes on the Right to Know law will be voted on next week. The proposed regulations will increase the time required for posting of a meeting to 72 hours and require posting of an agenda.
Primex has sent notice that their annual meeting will be May 21-23, 2014.
Tad Dziemian of White Column Solutions has sent information on the change of electric supplier to First Point Power.
12. Administration
The payroll report is presented. Report and time cards are reviewed. Mike Smith makes a motion to approve payroll at $6,720.02. Larry Leonard seconds the motion and the motion passed 3-0.
13. Old Business
14. Other Business
The agenda is discussed. ‘Upcoming milestone dates’ could be removed as it is now tracked on the Action List. Mike Smith makes a motion to remove the upcoming milestone dates from the agenda and track on the action list. Larry Leonard seconds the motion and the motion passed 3-0.
Posting of roads is discussed. Mike Smith makes a motion to post the roads for weight restrictions. Ron Sandstrom seconds the motion and the motion passed 3-0.
15. Public Comments
Treasurer Dinah Reiss volunteers to take the first steps on looking into the benefits of moving water operations in house and development of a strategy to implement this change. An overview of how the transition would be completed will be drafted for review.
At 9:25 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employee matters. Larry Leonard seconds the motion. Motion voted via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
Motions and votes of Non-Public session:
Ron Sandstrom makes a motion to increase Kelly Robitaille’s hourly wage to $17.00 effective with this payroll processing. Mike Smith seconds the motion and the motion passed 3-0.
At 9:35 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion. Motion voted via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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