[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/07/CM062314.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 23, 2014

The Board of Commissioners met at 8:00 am on Monday, June 23, 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="More Text"]

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the trucks are in good shape. The power sweeper is discussed. Improper storage has worn down the bristles. A quote will be obtained for replacement brushes. The salt shed is currently full for both sand and salt. Sand that has been recovered is piled outside the shed. Funds allocated for salt and sand may be able to be moved from these lines for other uses. Tree limbs over roads will be cut this week. Marking of water valves in ditches is discussed. These will be marked as seen while checking roads prior to grading. Ordering of roads for grading and ditching is discussed. Kelly Robitaille is organizing the work to flow in a sectional manner as the roads are prepared for grading to be done. The Engineer’s review of Oak Ridge Rd is discussed. The minutes of 6/11 are reviewed. Discussion on drainage needs of roads and safety of the traveling public is held. Delineator posts will be used to mark the edges of the ditches at the bottom of Oak Ridge Rd. Mike Smith discusses obtaining a sketch from Paul Fluet as to the catch basin and culvert to be placed along Eidelweiss Drive at the bottom of Oak Ridge Road. Mike Smith makes a motion to ask Paul Fluet for an 8 ½ x 11 sketch for the area along Eidelweiss Dr at the bottom of Oak Ridge Rd. Ron Sandstrom seconds the motion. Discussion on additional engineering costs is held. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against any additional expenditure for this issue. This work will be planned for the fall. Line Painting is scheduled for this week. A note will be placed on the website when the schedule is known. The grader is discussed. The option of receiving the grader prior to the machine being outfitted for the plow and wing plow is discussed. The machine would need to be returned to Volvo for outfitting prior to winter’s onset. Mike Smith makes a motion to have Larry Leonard contact Mike Ouellette of Chadwick-BaRoss for details. Ron Sandstrom seconds the motion and the motion passed 3-0. Radios are discussed. Mike Smith makes a motion to move the base radio in the office downstairs for use in the garage. Ron Sandstrom seconds the motion and the motion passed 3-0. The work completed at the intersection of Upper Lakeview and Oak Ridge last week is discussed. A quote for paving the swale below the S-turn on Oak Ridge to Clemens Place will be obtained. Mike Smith makes a motion to request a meeting with the owner of 23 Oak Ridge Rd. Ron Sandstrom seconds the motion. Discussion on the work to be done at this site is held. Ron Sandstrom outlines the difference between discussion on possible work and a motion with vote to approve work to be done. The motion made in 2013 for this property was to place rip rap if time and budget allowed. Minutes from prior meetings are reviewed and discussed. The motion was for a design from the homeowner to be reviewed by an engineer. Placement of a culvert at this location may alter water flow downhill with potential detriment to other properties. The work done on Middle Shore to establish VDOE road drainage last year is discussed. The application for a driveway permit for construction from the owner of 23 Oak Ridge is reviewed. The engineering for the water flow is to be done by the homeowner, not the VDOE. Receipt of emails from this homeowner is discussed. Erosion stone could be added now or may wait for additional information on the homeowner’s plans for a culvert. The draft of the letter to the homeowner is reviewed. Motion is called to a vote and the motion passed 3-0. The draft letter is read. Updates will be made prior to signing and sending the letter. Ron Sandstrom makes a motion to take no action at this site until it is discussed with the homeowner and the homeowner has submitted an engineer’s review of the proposed culvert design. Motion is withdrawn. A culvert at the driveway for 23 Huttwil Drive is discussed. Ron Sandstrom makes a motion to send the homeowner a letter to repair or replace the culvert. Mike Smith seconds the motion. Discussion on including a picture of the culvert with the letter is held. Mike Smith moves to amend the motion to include the picture. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion, as amended, passed 3-0.

3. Water System Planning

Larry Leonard discusses the install of the new pump at Jungfrau. A delay in the receipt of the control panel and the valve parts has occurred. Additional work on the installation will be done Tuesday or Wednesday this week. The pump may be on line by Friday. The electric work needed is discussed. Water Operator Ray Seeley is contacted by phone. Ray Seeley states that he expects the delivery of the parts tomorrow. The parts will be installed upon receipt. The authorized valve replacement is discussed. Ray Seeley states that the valve does not need to be replaced. Mike Smith makes a motion to not change the valve. Ron Sandstrom seconds the motion and the motion passed 3-0. The startup for the new pump will be targeted for the Wednesday following the installation of the panel. End call. SCADA programmer Jason Roache is contacted by phone. Jason Roache states that he will coordinate with the electrician for the installation. The panel is needed prior to running the conduit to the new pump. Addition of a flow meter is discussed. Jason Roache will obtain a quote. End call. The homeowner of 2 Grachen Dr reported a water leak prior to his interior shut off valve where the service line enters the home. Water operator Ray Seeley was notified and responded to shut down the curb stop valve. The homeowner will notify the office when repairs are complete for restoration of service.

4. Administration

The salt shed door is discussed. Mike Smith outlines discussion from Wednesday’s safety meeting regarding contact to White Mountain Overhead Door will be contacted on the status of the spring repair. Bay door 3 downstairs is also still difficult to open following replacement of the spring and will also get looked at.

The water operator strategy report is discussed. The suggestion is to improve responsiveness and reduce costs by bringing water operations in house. Ron Sandstrom outlines that the primary basis for cost savings is not paying an outside contractor for 400 hours per year. The financial savings may be offset by overtime and use of contractors. The flushing out of specific budget line items is discussed as needed. Ron Sandstrom adds that he would like to see additional analysis. Mike Smith and Larry Leonard both agree that additional analysis will be needed. Larry Leonard suggests that each Commissioner give their notes to the group for review and comment. Mike smith states that he does not feel all costs are included that would be incurred to bring operations in house, adding that parts and equipment costs would offset any savings. Ron Sandstrom makes a motion to move forward to gain additional details. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to ask the individuals for a complete cost analysis. Ron Sandstrom seconds the motion. Discussion on the need to identify training costs, time frame, consulting costs is held. Ron Sandstrom states that he is willing to work with the committee and be the Commissioner Representative in lieu of Mike Smith. The best result for the VDOE is what is needed. The motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard stating that this information will come with further review into the option. Ron Sandstrom makes a motion to have Ron Sandstrom replace Mike Smith as Commissioner Representative on the Committee. Motion failed for lack of a second. Larry Leonard makes a motion to share each Commissioner’s comments with the committee. Ron Sandstrom seconds the motion. Mike Smith discusses that he is against formation of this committee. Ron Sandstrom outlines the public openness of the information gathering and related discussions that forming a committee brings. Motion is called to a vote and the motion passed 3-0.

The draft of proposed changes for the Driveway Ordinance is reviewed. Ron Sandstrom has suggested revisions to the draft. Larry Leonard makes a motion to state that the property owner is responsible for installation of driveway culverts. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to include the updates submitted by Ron Sandstrom. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to send the proposed changes to Attorney Dan Crean for review. Mike Smith seconds the motion and the motion passed 3-0.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,382. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

A vacation request form for Nancy Cole is presented. Mike Smith makes a motion to approve the requested vacation dates. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable
6. Minutes

The minutes of 6/2 are reviewed. Ron Sandstrom makes a motion to add the dollar amount approved for payroll behind the dollar symbol on the page and approve the minutes as amended. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he was not in attendance.

The minutes of 6/9 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of 6/11 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports
8. Signature Items

A draft letter to the property owners at 60 Bern Drive regarding the temporary culvert placed under Bern Drive earlier this spring is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence
10. Scheduled Appearances
11. Other Business
12. Public Comments

At 10:27 am Larry Leonard makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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