[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/11/CM102714.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
October 27, 2014

The Board of Commissioners met at 8:00 am on Monday, October 27, 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. [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. Ron Sandstrom 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 grader will be worked on tomorrow by the Volvo technician. The additional rear lights will be added and the defroster will be checked. A quote for a rear wiper blade will also be requested. The Top Kick is being looked at and inspected. The fuel issue will most likely require the tank to be flushed. The cost is unknown at this time. Ron Sandstrom makes a motion to approve up to $2,000 for the repairs to the Top Kick. Mike Smith seconds the motion and the motion passed 3-0. The sanders are being prepared for winter. A quote for a truck has been received from International. Cost is $109,000 plus outfitting. A quote for a Heino truck is reported to be $130,000. Discussion is held on the truck to be proposed on the 2015 Warrant. Larry Leonard outlines that the research done last year resulted in placing an F-550 on the 2014 Warrant. A quote will be
requested for an F-550 for comparison and review by the Board. The cost range and best size vehicle for the District are discussed. Funding and impact to the tax rate is discussed. Sanding capacity and the desire for a larger sander than the current F-550 has is discussed. The truck can hold a larger sander. Long term capital planning for equipment is needed. Scheduling of a road review for the Commissioners with the DPW will be done. A Road Plan needs to be developed and will be based on this review. Kelly Robitaille will send in updates to the current spreadsheet outlining the work that was done this summer. Analysis of road maintenance is needed for establishment of the road plan. Ron Sandstrom makes a motion to schedule the road review for Wednesday, October 5 at 8 am. Larry Leonard seconds the motion. Larry Leonard moves to amend the motion to schedule the road review from 9 to 11 am. Ron Sandstrom seconds the amendment. Motion, as amended, is called to a vote and the motion passed 3-0. The old sander that was in the DPW yard has been brought to MacLean’s for a credit. Cutting edges are desired to be purchased using the credit. Kelly Robitaille states that the cutting edges will cost $202. Mike Smith makes a motion to approve $202 for cutting edges. Ron Sandstrom seconds the motion and the motion passed 3-0. Sand will be picked up at High Street Sand & Gravel the end of this week. The water break on Geneva will need to be dug today; the backhoe will be used. Kelly Robitaille is brought up to speed on ongoing projects within the District. Ron Sandstrom makes a motion to remove the sign at the mailboxes for no fireworks. Mike Smith seconds the motion and the motion passed 3-0. Kelly Robitaille will remove for winter storing.

3. Water System Planning

The Jungfrau pump needs to be leveled. Ian Hayes will be doing this work. Jeremy Reinbold of Integrated Water has stated that the chemicals are pumping properly. Service disconnections for non-payment of water bills will be put on a work order. The valve that has been exposed on Little Shore where the rock was removed will be checked.

4. Administration

A safety meeting was held last week.

Always Accurate Garage Doors is expected next week to check the salt tent door and bay doors at the garages.

A quote for replacement of the smoke detectors has been received for $1,750. Mike Smith makes a motion to approve the quote. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Asset Management Grant application is reviewed and discussed. Mike Smith makes a motion to submit the application to the State. Ron Sandstrom seconds the motion and the motion passed 3-0.

Updates to the Driveway Ordinance are being prepared for review.

Preparation of the 2015 budgets is discussed. Warrant Article preparation is discussed. Phase II of the Oak Ridge Rd project is discussed for inclusion on the Warrant. Creation of a bid specification for the project is discussed. It is outlined that if a bid specification is developed, it will be based upon the current engineered design for the road drainage. Discussion is held on requesting the Engineer to revise the drawings. Ron Sandstrom makes a motion to contact Fluet Engineering for a plan revision. Larry Leonard seconds the motion. Discussion is held on the review of the revised drawings and ability to fund this engineering. The ability to request the engineer to produce an estimate for construction is discussed. Motion is called to a vote and the motion passed 2-0-1 with Mike Smith abstaining stating that the Board is “spinning its wheels”.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,041. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable

One check for $571.58 previously held is presented for review. Mike Smith makes a motion to approve one check in the amount of $571.58. Ron Sandstrom seconds the motion. The report received from Always on Call documenting the call volume for the month of February is reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of October 6 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 October 10 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 October 17 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

Ron Sandstrom reports that he has updated the pictures on the website. Photos submitted by resident Bill Copeland have been used.

Larry Leonard questions the location of the Asset Management information on the website adding the he could not locate anything when he checked. Ron Sandstrom states that Asset Management is located under Resources in the drop down menu. Documentation will be added to the page.

Mike Smith discusses the fall work list for the water system. Mike Smith makes a motion to have the piping at the Jungfrau station allow for addition of a flow meter next summer and for Simply Water to supply a revised quote for the correction of the piping at the station to level the pump. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith discusses the priorities for the water system stating that he believes the second 20 HP booster pump for the Jungfrau station be purchased prior to updating the control panel at Muddy Beach.

Mike Smith reports that he checked the area at 46 Aspen Drive and believes the breaking of the pavement is the entrance path for the vehicles turning into the driveway. The area will be looked at during the road review.

8. Signature Items

A duplicate original of the letter recently signed and sent to the Malkasian’s of 19 Oak Ridge is presented. Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.

A contract for Garside Construction LLC to complete the building repairs approved at the 2014 Annual Meeting is presented. As prices for supplies have changed, the contract calls for updates to the cost for each portion to be completed up to $21,000. Ron Sandstrom makes a motion to approve and sign the contract. Mike Smith seconds the motion and the motion passed 3-0.

9. Correspondence

The Madison Planning Board has sent notice of a proposed change to the Madison Zoning Ordinance to allow Accessory Dwelling Units. The impact for the District should this proposed amendment be adopted is discussed. The water system would be impacted as would the amount of travel on the roads. Additional parking spaces that are required to be supplied would be difficult on most developed lots. Ron Sandstrom makes a motion to request the Madison Planning Board exclude the District from the proposed update. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Nancy Cole attend the Planning Board meeting on November 5 and to compensate her for her time. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Property Liability Trust has released $16,190 on the insurance claim for stolen items. A breakdown of the depreciation used as well as hold back amounts for replacement of any specific items has been requested for allocation of the funds between the highway/general operations and water budgets.

10. Scheduled Appearances
11. Other Business

Muddy Beach Well #2 needs to be flushed for additional time. The water is not yet running clean following the replacement of the pump and lines. The well will be flushed as needed prior to being tested.

Integrated Water Services has sent a counter cost for the GPS coordinates they have taken within the District.

Ralph Lutjen has notified the office that he is approaching the EPOA for a budget that would be used to add some loam, plants and mulch to the front of the office building. The Town of Madison has free loam available for pick up that the DPW could obtain and pile in front of the building for spreading. Mike Smith makes a motion to have the DPW pick up a load of loam at the Madison Transfer Station and stockpile for spreading. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to request a design for the area be submitted for approval should the EPOA approve the expenditure. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 10:14 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Mike Smith 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.

Motions and votes of Non-Public session:

Mike Smith makes a motion to change contracted water operators from Integrated Water Services (IWS) to Simply Water effective November 1, 2014. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to reject the $40 per GPS coordinate price submitted by IWS. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have Attorney Dan Crean review the proposed contract with Simply Water LLC. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to notify the State Department of Environmental Services of the new change date for contracted licensed water operators. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:33 am Mike Smith makes a motion to 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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