[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/CM033114.pdf"]The Board of Commissioners met at 8:00 am on Monday, March 31, 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. [expand title="More Text"]
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.
2. Accounts Payable
3. Minutes
The minutes of 3/24 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance at that meeting.
4. Highway Department Report
Kelly Robitaille reports that the F-550 will be taken for inspection today. The International will be taken tomorrow for inspection. Roads are being checked for standing water and punch outs are being made as needed. The level of the water flow at the dam is being watched. The parts from the aluminum sander tub that was intended for rebuild have been brought to McLane’s. Steve McLane has expressed interest in the tub as well. A time will be arranged to bring the unit to McLane’s for pricing. Salt and sand inventories are sufficient. The new storm reports are being used and working well. Truck maintenance is being recorded with the vehicle book for each truck. The fluids are checked regularly. Road crowns are discussed. Lacks of a crown on most of the gravel roads keep the roads from properly shedding water. Road standards will be looked at for review. Madison Highway may be contacted for advice and discussion on road repairs.
5. Road and Driveway Review
6. Water System Planning
The water system walk through is scheduled for April 14th. Attorney Dan Crean has stated that this review may be done as a non-public session based on the homeland security exemption of certain pertinent information regarding the workings of a water system. Attorney Crean advised that the Town of Madison Emergency Management director also be invited to attend the walk through. Ron Sandstrom makes a motion to invite Richard Clark, Town of Madison Emergency Management Director and classify the walk through non-public. Mike Smith seconds the motion and the motion passed 3-0. The Jungfrau pump seals have been replaced. The impellor was not replaced. The SCADA system is working well. Discussion on planning to use the new backhoe for water system work is held. The valve box on Appenvel and the curb stop valve on Lucerne that need to be replaced will be scheduled using VDOE equipment and personnel.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Ron Sandstrom is working on the water system curb stop valve database and the proposed Driveway Ordinance updates.
Mike Smith discusses the Annual Meeting and the receipt of information relating to the Unassigned Fund Balance just prior to the meeting creating an issue for the proposed Warrant funding. Mike Smith makes a motion to move the Annual Meeting to March. Ron Sandstrom seconds the motion. Discussion ensues on the finding of an error made by the field accountant by auditor Tamar Roberts while finalizing the audit. Ability for this to occur any given year is discussed. Probability for such an occurrence is reasonable and such an event has not occurred before. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against moving the Annual Meeting as it attempts to solve a problem that doesn’t exist.
10. Signature Items
11. Correspondence
12. Administration
A Healthcare Committee meeting will be scheduled. Cost effective options for medical insurance will be looked into. Scheduling a time is discussed. All members; Ralph Lutjen, Treasurer Dinah Reiss, Commissioner Larry Leonard and Administrator Nancy Cole will be present at the Commissioners meeting. The meeting is scheduled for Monday, April 7, 2014 following the Board of Commissioners meeting. The meeting will be posted.
Mike Smith is working on the electric alternatives for additional savings on those costs. Mike Smith discusses Mountain Lake Village District. Setting a meeting with their Board of Commissioners is suggested; water, roads and healthcare could be topics for discussion. Potential productivity of such a meeting is discussed as well as timing for a meeting. Mike Smith makes a motion to have Nancy Cole call Mountain Lakes for 3 dates for establishing a meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
The document produced by Attorney Dan Crean on the road and easement rights of the District is reviewed. Distribution of a draft document at the public hearing being scheduled for May 24 with the intent to schedule a separate public hearing on the rights of the VDOE when it comes to the roads is discussed. The draft of the social media policy to be reviewed for discussion will be resent to the Board.
The building repair project is discussed. Establishment of potential bidders is discussed and will be worked on. The documents will be distributed. Ron Sandstrom states that the documents are on the website for review.
The grader lease has been received and will be distributed for review. The projected delivery dates for the grader and backhoe will be requested.
Ron Sandstrom will work on the Driveway Ordinance updates to be proposed at the upcoming public hearing. The Water Ordinance proposed updates have been distributed for review and are discussed. Mike Smith will work on establishing a penalty for non-compliance with the update to the Beach Ordinance requiring identification on all vessels placed on the canoe racks at any of the District beaches. The public hearing will be scheduled to begin following the Eidelweiss Property Owners Association’s Annual Meeting that begins at 10 am Saturday, May 24, 2014. Start time will be determined for posting. Backflow prevention proposed updates within the Water Ordinance are discussed. Project details are discussed. Mike Smith makes a motion that he contacts Rick Skarinka of NH Department of Environmental Services to discuss this program. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion ensues on implementing and administering this project, possible liability for the workings of a homeowner’s equipment, and requiring updates upon a homeowner at the homeowner’s expense.
The Huttwil Bulletin Board is discussed. Jay Buckley has volunteered to work on creating an update to the current VDOE road map to include updates to road names which have occurred since production of the current map, such as Visp Rd. Nancy Cole adds that the bulletin board is in poor shape and could be redesigned to include the proposed updated road map. Design and pricing could be looked into. Ron Sandstrom makes a motion to have this project moved forward for design and pricing to be presented for review. Mike Smith seconds the motion and the motion passed 3-0.
The payroll report is presented. Report and time cards are reviewed and discussed. Mike Smith makes a motion to approve payroll at $4,881.62. Ron Sandstrom seconds the motion and the motion passed 3-0.
13. Old Business
14. Other Business
Electronic billing for water billing is discussed. This will not be pursued at this time but may be done at some point.
15. Public Comments
At 9:35 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employee matters. Ron Sandstrom seconds the motion. Motion is called 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:
Motion is made to accept Nancy Cole’s self-review and approve a 3% salary increase effective today. Motion passed 3-0.
At 10:05 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion is called 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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