2014-08-11 Commissioners Meeting

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/09/CM081114.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 11, 2014

The Board of Commissioners met at 8:00 am on Monday, August 11, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Treasurer Dinah Reiss, Clerk Jay Buckley and resident Joe Rosenberg. The meeting was taped by Tim Hughes.
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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 amended. Larry Leonard seconds the motion and the motion passed 3-0.

The Action List is reviewed and discussed.

2. Highway Department Report

The new road grader is being delivered. The crew will not be reporting today. The crew will begin training on the new machine. The updated priority list for the roads will be distributed for review. Kelly Robitaille is working on a specification for a new truck. Quotes for the paving of the asphalt swale at the S-turn on Oak Ridge and repair of the hole on Aspen are outstanding. Mike Smith discusses obtaining a quote for all needed asphalt work for the 2015 Warrant. Mike Smith makes a motion to obtain a quote for paving the swale on Oak Ridge, the hole on Aspen, an apron for Little Shore at Eidelweiss Drive and the hill on Middle Shore at Geneva. Ron Sandstrom seconds the motion. Discussion ensues on obtaining quotes based on the highest priority projects identified by the road priority list. Mike Smith adds that the list of repairs for quoting can be added to after the review of the roads. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom voting against obtaining estimates prior to the entire priority list being reviewed. Ron Sandstrom makes a motion to have the DPW fill the hole on Aspen with cold patch. Mike Smith seconds the motion and the motion passed 3-0.

3. Water System Planning

The next appearance of water operator Ray Seeley will be in September. Discussion on pumps being reviewed for specifications by the engineers is held. The information is anticipated this week. Outstanding work items for the water system are discussed. The GPS coordinate information to be provided by Integrated Water Systems has not yet been received. An article distributed for review by Ron Sandstrom advocates the ability to accurately identify GPS coordinates with an “I-phone” is discussed.

4. Administration

The notification of the upcoming Public Hearing to be placed in the Conway Daily Sun is reviewed. Ron Sandstrom makes a motion to place the notification in the newspaper 10 days in advance as required and again 3 days in advance as a reminder. Larry Leonard seconds the motion and the motion passed 3-0. Discussion is held on the ability to hold a Board of Commissioners meeting after the conclusion of the Public Hearing. Ron Sandstrom makes a motion to schedule a Board of Commissioners meeting to follow the Public Hearing. Mike Smith seconds the motion and the motion passed 3-0.

The daily water usage report for July has been completed and distributed.

Dig Safe is discussed. The VDOE is not required to use this service. Mike Smith makes a motion to not use Dig Safe. Ron Sandstrom seconds the motion. Discussion ensues on allowing the crew to choose to use Dig Safe. Mike Smith advises against use of Dig Safe within the District. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against the motion to restrict the use of this free service.

The punch list for the Jungfrau pump installation is discussed. Mike Smith will perform an inspection.

Littering fines and signage are discussed. Mike Smith makes a motion to have Nancy Cole develop a sign for the Huttwil parking lot area. Ron Sandstrom seconds the motion and the motion passed 3-0.

An initial spreadsheet showing projected expenditures to year end 2014 has been distributed. The spreadsheet will be updated to include an additional column totaling each budget line items projected remaining allowance at year end.

An initial draft of the wording for the proposed signs for the beaches is reviewed. Adding a statement regarding cigarette butt disposal has been suggested.

The monthly safety meeting will be held with personnel Wednesday at 12:30 pm.

The additional line for activating the PBX phone system is on order.

Results of the recent water survey are discussed. Ron Sandstrom outlines obtaining percentages for each response for presentation. Larry Leonard discusses obtaining specifics for identifying properties that do or do not know the location of their curb stop valve. Use of the specifics and relating them to the water user database will assist the VDOE going forward in identifying all valves for the water system. Information on how to access the individual responses will be given to Larry Leonard.

5. Accounts Payable

20 checks for $10,127.00 are presented. Mike Smith makes a motion to approve 20 checks for a total of $10,127.00. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 7/28 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of 8/4 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 letter to the Town of Madison requesting the lot at 14 Aspen be secured 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

A request to remove established road drainage has been received from the owner of 44 Bern Drive. Discussion on the road drainage document and road rights of the VDOE is held. The legal reviews completed on the deeds for the roads and resulting documentation are discussed. This subject can be outlined at the Commissioners meeting that will follow the Public Hearing on August 30. A separate meeting to review the document will be scheduled.

A 91-A request for documentation to be copied and mailed to a resident on the proposed changes to the Driveway Ordinance was received. The request was canceled upon notification of charges accompanying copying and mailing of documents. The requestor was informed that the documentation is available on the website.

Notification of a resident removing rock from the ditch line at the bottom of Oak Ridge Road was received and forwarded to the Madison Police. The Madison Police visited the resident who later came to the office and stated she will return the rock to the ditch.

A 91-A request for the VDOE road plan has been received. Discussion ensues on the lack of a current document entitled road plan. The road priority list that the DPW has been using for review of roads and scheduling of work is discussed as being used in the same manner as a road plan.

10. Scheduled Appearances
11. Other Business

A quote for removal of the dead tree at Jungfrau pump house and to trim the trees around Jungfrau and the Muddy Beach water stations has been received. Ron Sandstrom discusses budget constraints in performing this work. Use of the DPW crew to trim the trees at Muddy Beach that overhang the driveway and building entry is discussed. Mike Smith makes a motion to have the DPW limb the trees at Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain two additional quotes for the work. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the current provider of a quote revise the numbers to not include trimming of the limbs that will be done by the DPW. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith discusses completion of phase 1 of the Oak Ridge Road project. Discussion on the project, road drainage, funding remaining within the Warrant Article is held. Information from the walk through with the engineers will be redistributed for review and additional discussion.

12. Public Comments

Joe Rosenberg states that he has heard that the road grader is not the machine expected by the Commissioners. Mike Smith informs Mr. Rosenberg that the backhoe is the machine that was questioned; not the road grader. Mike Smith adds that the situation has been resolved. Ron Sandstrom adds that the Commissioners and DPW crew at the time were involved in all aspects of the ordering of the machine.

At 9:53 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Larry Leonard seconds the motion. Motion is voted via roll call vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea, and the motion passed 3-0.

At 10:22 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, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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