[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/08/CM071414.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
July 14, 2014

The Board of Commissioners met at 8:00 am on Monday, July 14, 2014. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Kelly Robitaille (highway) and Treasurer Dinah Reiss. [expand title="More Text"]

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that equipment is in good shape. The John Deere road grader is being used. Eidelweiss Drive and Little Shore Drive have been graded. The roads will need crown work and ditch work. A bag of Calcium Chloride was purchased at Paris Farms and used after grading. A purchase order for a pallet of Calcium Chloride is reviewed. Mike Smith makes a motion to approve the purchase of a pallet of Calcium Chloride at $1,055. Ron Sandstrom seconds the motion and the motion passed 2-0. Oak Ridge Road is discussed. Cleaning up of the rip rap and neatening of the stone edges is discussed. Mike Smith states that he had a discussion with the homeowner of 1 Oak Ridge Road and the requested receipts for plants will be submitted for review. The homeowner is of the unfortunate belief that being a part time resident has been a factor in the timing of the work. Kelly Robitaille outlines that waiting for the new backhoe would be beneficial in completing the rip rap work. Dinah Reiss states that the EPOA is requesting dark mulch for the planting area at the bottom of #1 Oak Ridge Road and the intersection with Eidelweiss Dr. Ron Sandstrom makes a motion to approve up to $200 for the purchase of dark mulch for the area. Mike Smith seconds the motion. Ron Sandstrom moves to amend the motion to include that funding will come from remaining 2013 Oak Ridge Road Warrant Article funds. Mike Smith seconds the move to amend. Motion, as amended is voted and the motion passed 2-0. Kelly Robitaille states that additional roads will be prepared for grading this week. Mike Smith informs Kelly Robitaille that he received compliments on the road grading from residents. Mike Smith makes a motion to protect the John Deere road grader and not leave the machine in the District unattended. Ron Sandstrom seconds the motion and the motion passed 2-0. 6 inch erosion stone, rip rap, will be placed at 23 Oak Ridge Road. The listing of maintenance needed on roads by priority is being updated. The valve location database can be viewed to assist in identifying valves that may be in ditch lines or under roads. Mike Smith discusses creation of a stock pile of gravel that would be available for use without traveling to pick up the gravel. Kelly Robitaille responds that it would be beneficial to have some gravel on hand. Mike Smith makes a motion to stock pile $300 of gravel at DPW II. Ron Sandstrom seconds the motion. Discussion ensues on the need for a purchase order for gravel. Ron Sandstrom discusses approving a purchase order of up to $1,000 for gravel purchases to be used during road grading. Mike Smith moves to amend the motion to approve up to $1,300 for gravel purchase with $300 of gravel to be stock piled and $1,000 to be used as needed during grading operations. Ron Sandstrom seconds the motion to amend. Motion, as amended, is voted and the motion passed 2-0. Discussion is held on the availability of some funds remaining in the Capital Reserve Fund if needed. Gravel road work and pavement repair needs are discussed. Mike Smith suggests looking at asphalt in the fall with the summer focus on gravel roads. The need to work on all roads and the amount of repair needed on some roads is outlined and discussed. Conversion of Class VI roads to Class V status is discussed. Ron Sandstrom outlines that the property values are increased when a road is classified Class V and that that the increase in property taxes is a benefit to the District. The ability to apply betterment assessments for conversion upgrades needed to bring Class VI roads to Class V standards is outlined and discussed. Road signs and speed limit signs are discussed. These have been ordered and are expected this week. Mike Smith makes a motion to order two No Fireworks signs up to $200. Ron Sandstrom seconds the motion and the motion passed 2-0. The DPW crew is handling the beach cleaning this week. Kelly Robitaille questions if raking should be done daily and is informed yes, each beach should be checked and raked daily. Discussion turns to handling this task first each morning so as to be done prior to the times when persons begin to use the beaches. Mike Smith makes a motion to have the beach raking begin at 7 am and the crew should add the time taken to the end of the day. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion ensues on the beach cleaning. Some complaints have been received. Discussion is held on the possibility of having the DPW crew handle the beach cleaning going forward. Kelly Robitaille discusses the need for a blower to move debris from the roads and ditch lines. Mike Smith states that a potential Warrant Article for the 2015 Warrant could be for items needed such as this. Recommendations for equipment should always be brought forth and discussed. Mike Smith makes a motion to have Kelly Robitaille price out a blower/compressor. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water System Planning

Recent billings from Integrated Water Services are discussed. Mike Smith makes a motion to hold payment for labor on the installation of the 20 Horse power pump at Jungfrau station until completion of the punch lists. Ron Sandstrom seconds the motion and the motion passed 2-0. An independent quote from Champlain Enterprises for the flow meter needed for Jungfrau was requested Friday and will be distributed upon receipt. The trees that need to be limbed at Muddy Beach and Jungfrau are expected to be looked at this week for development of a quote.

4. Administration

A safety meeting with all personnel is scheduled for Wednesday at 12:30.

The information on the proposed design changes for the Huttwil bulletin board will be distributed.

An additional phone line will be requested from Vonage for installation of the PBX.

The Public Hearing on the Driveway Ordinance has been scheduled for August 30.

The water usage daily report for June has been distributed. Contact with Paul Fluet has been made and engineer Nick Sceggell will up to review the pumps at Oak Station and Summit station.

The punch list for the Jungfrau pump install project has been completed.

5. Accounts Payable

Check manifest for $8,298.43 is presented. Mike Smith makes a motion to approve the manifest for $8,298.43. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Invoices from Integrated Water Services are reviewed. A question is raised on the hourly billed on one of the invoices. The invoice has been reduced to the contracted hourly rate for payment. Mike Smith makes a motion to withhold payment of the $520 for GPS readings and $1,040 for labor at Jungfrau for completion of the punch list as previously voted. A new check for $610 is to be printed. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith moves to amend the original motion and approve the check manifest in the amount of $6,738.43. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion, as amended, passed 2-0.

6. Minutes
7. Commissioners Reports

Mike Smith makes motion to adopt a policy to limit persons to 15 minutes in the office. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to send an email to Ralph Lutjen for inclusion in the Water Strategy Committee and request a date for a first meeting. Dinah Reiss states that she will contact Ralph Lutjen. Mike Smith withdraws the motion. Mike Smith makes a motion to obtain a quote from Garside Construction by location for building work to be completed in the fall. Mike Smith withdraws the motion. Mike Smith makes a motion to contact Attorney Crean for bid requirement information. Ron Sandstrom seconds the motion. The Board is informed that there is no NH RSA that requires the VDOE to bid contractor work. The VDOE uses a guideline of work over $3,000; but no formal policy requiring this is in place. Mike Smith withdraws the motion. Mike Smith makes a motion to obtain quotes for the proposed work separately by location for each outhouse from Garside Construction with work to be completed in the fall. Ron Sandstrom seconds the motion and the motion passed 2-0.

Discussion is held on email addresses received in the office. Nancy Cole states that the email addresses that have been sent to the office on the responses to the water survey are public information once received and would need to be released if requested under RSA 91-A. Mike Smith makes a motion to ask Attorney Dan Crean if email addresses received on the surveys can be released. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to place an Article on the 2015 Warrant for part time help at 24 hours per week for the office to handle water system with specific details to be finalized. Ron Sandstrom seconds the motion. Discussion is held on the water system and the concept of administrative assistance. Mike Smith moves to amend the motion to administrative assistance for 24 hours per week. Ron Sandstrom seconds the amendment and the motion, as amended, passed 2-0. Mike Smith makes a motion to table the placement of an Article on the 2015 Warrant for additional discussion. Ron Sandstrom seconds the motion and the motion passed 2-0.

Funding for a new truck and the ability to purchase a truck with available cash flow is outlined and discussed. The importance of purchasing the proper truck for the District is discussed. Dinah Reiss states that she will put together the information needed for discussion on a Tax Anticipation Note (TAN) from Bank of NH
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8. Signature Items

A purchase order for filling of the Sodium Hydroxide tank for the water system is presented. Mike Smith makes a motion to approve the purchase of Sodium Hydroxide in the amount of $3,500. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

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

Dinah Reiss states that she will work with Nancy Cole to ensure that all checks received this will for water bills will be deposited Friday.

At 10:15 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) reputation and (a) employment matters. Ron Sandstrom seconds the motion. Motion is voted via roll call vote, Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Ron Sandstrom makes a motion to seal the minutes of the Non-Public Session. Mike Smith seconds the motion and the motion passed 2-0.

At 10:46 am Mike Smith makes a motion exit Non-Public Session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call vote, Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Next meeting will be July 28, 2014 at 8 am in the District office.

Respectfully submitted,

Nancy E. Cole
Administrator
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