[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/CM032414.pdf"]The Board of Commissioners met at 8:00 am on Monday, March 24, 2014. In attendance were Commissioners Ron Sandstrom and Mike Smith. 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. [expand title="More Text"]
1. Agenda
Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion. Ron Sandstrom moves to strike the Non-Public Session from the agenda and approve the agenda as amended. Mike Smith seconds the motion and the motion passed 2-0.
The Action List is reviewed and discussed.
2. Accounts Payable
15 checks for $9,293.96 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to approve the manifest of 15 checks for a total of $9,293.96. Ron Sandstrom seconds the motion and the motion passed 2-0.
3. Minutes
The minutes of 3/10 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of 3/17 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
4. Highway Department Report
Kelly Robitaille reports that the salt and sand inventories are sufficient. The new storm report has been completed. The number of yards of salt and sand placed are calculated on the new form. This information will allow a cost per storm to be developed. The sander for the Top Kick has been repaired for less than $100. The hardwire kit for the 550 sander has been purchased and installed. Tire chains for the International have broken again. High quality chains at a cost of $400 will be requested for next season. The low grade chains that have been purchased are not cost effective due to constant repairing. Inspections for the trucks will be completed as time and weather allow. The sander parts purchased for the aluminum tub are being brought to McLean’s. The credit for the parts can be used to offset the cost of cutting edges. Fred Gurley is on his way to McLean’s with the parts. Mike Smith makes a motion to sell the parts for credit. Ron Sandstrom seconds the motion and the motion passed 2-0. This week’s work plan includes putting punch outs in snow banks for runoff. Winging back has been getting done. The backhoe has been used to widen roads and clean intersections. Discussion turns to calls from a resident on Visp Rd. Kelly Robitaille reports that a call placed last week from this resident stated that the road needed to be sanded. Upon arrival at the road it was noted that the road was recently plowed and sanded, there were no travel concerns and the car of the caller was in her driveway and not cleared of snow. The resident had not even attempted to leave her driveway when the call for poor road conditions was made. Mike Smith makes a motion to have the office contact the resident. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom discusses the section of Eidelweiss Drive beyond Big Loop Rd. A temporary fix for the potholes will be looked into.
5. Road and Driveway Review
6. Water System Planning
A water system walk-through with the DPW crew, water system operator, and Commissioners will be scheduled once the snow has reduced. The seals on the Jungfrau 25 HP pump are to be changed. Water operator Ray Seeley was waiting for a cost for the impellor for this pump to see if it would be cost effective to replace the worn impellor while the pump was opened for the replacement of the seals. As of today, a cost for the impellor has not been received. Discussion turns to the SCADA system and work needed on other pumps within the water system. A “work session” for the water system will be planned once the walk-through has been completed. Mike Smith makes a motion to schedule the walk-through the date of the next scheduled appearance of Ray Seeley. Ron Sandstrom seconds the motion. The water operator is scheduled to appear next on April 14. Mike Smith moves to modify the motion on the floor to schedule the walk-through April 14. Ron Sandstrom seconds the amendment. Motion, as amended, is voted and the motion passed 2-0. Discussion turns to filming of this walk-through for Madison TV. Attorney Dan Crean will be asked.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Ron Sandstrom reports that he is working on updating the water system card stock database of curb stop valve locations to make the information available on line. Ron Sandstrom makes a motion to redistribute the road rights and drainage easement rights document draft submitted by Attorney Dan Crean for discussion next week. Mike Smith seconds the motion and the motion passed 2-0.
A Healthcare committee meeting will be scheduled. Ralph Lutjen, Dinah Reiss, Larry Leonard and Nancy Cole have been named to participate on this committee.
Mike Smith reports that he will establish a safety committee meeting with the employees. The date has not yet been determined. Mike Smith makes a motion to have the office ask Larry Leonard if he is going to participate in the Madison Library strategic plan as requested. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to request optional dates and times for a meeting with the Mountain Lakes Village District Commissioners. Ron Sandstrom seconds the motion and the motion passed 2-0. The building repair Warrant Article is discussed. Mike Smith makes a motion to have one bid package for the entire project. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on qualified contractors and identifying from whom bids will be requested. Ron Sandstrom makes a motion to identify 4 potential bidders. Mike Smith seconds the motion and the motion passed 2-0. The Public Hearing that is to be scheduled in May is discussed. Mike Smith makes a motion to have the office investigate the option of holding the Public Hearing following the EPOA Annual Meeting May 24, 2014. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith discusses the Unassigned Fund Balance and purchasing from the Unassigned Fund Balance. Discussion ensues on cash flow and the Unassigned Fund Balance calculation. Ron Sandstrom outlines that the Unassigned Fund Balance is not a bank account and that it represents the total remaining balance at the end of a fiscal year when one subtracts the liabilities from the assets.
10. Signature Items
11. Correspondence
The NH Municipal Association has sent the weekly legislative bulletin and the monthly NewsLink. The proposed update to RSA 91-A which would require 72 hour advance notice for all public meetings and posting of an agenda, may be tabled so that it will not be acted upon this year.
Jay Buckley has volunteered to work with the Supervisors of the Checklist for updating the VDOE registered voter information.
12. Administration
13. Old Business
14. Other Business
A follow up will be done on the status of the finance application with Volvo for the new road grader.
15. Public Comments
At 9:05 am Mike Smith 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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