[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/11/CM110314.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 3, 2014
The Board of Commissioners met at 8:00 am on Monday, November 3, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance were Kelly Robitaille and Bob Goddard (Highway). The meeting was taped for Madison TV by Tim Hughes. [expand title="More Text"]
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Larry Leonard makes a motion to approve the agenda. 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 Volvo was in Friday and the rear lights were placed on the grader. The quick connect for the backhoe was reviewed and the crew shown proper use and care of the connections. Kelly Robitaille adds that the Volvo technician stated that the defroster is an option that was not ordered on this grader. A price is being obtained. Discussion on how the outfitting of a machine for winter plow operations, including heat and air conditioning could not include a defroster is being held with Volvo. The Top Kick is still at Albany Service Center. The wiring issue is being traced. Cost is expected to be over the $1,000 previously approved. Ron Sandstrom makes a motion to increase the amount to $2,000. Larry Leonard seconds the motion and the motion passed 2-0. Drainage ditches will be cleaned this week and the roads will be cleared of leaves. Maintenance on sanders is being done. The approved pick of loam from Madison Transfer Station will be done at 12 pm today. The road review will be rescheduled for Friday, November 7 at 9 am. Ron Sandstrom makes a motion to run the ad for part time snow plow operators again this week. Larry Leonard seconds the motion and the motion passed 2-0. The bottom of Oak Ridge Road along Eidelweiss Drive is discussed. The Contractor completed the work last week. Ron Sandstrom states that he is very pleased with the way the work was done. Kelly Robitaille is instructed to turn in the truck quotes from International and Heino today for distribution and states that the quotes are downstairs; he will bring them to the office. An exposed valve cover on West Bergamo will be covered for protection during winter plow operations. A tree stump on Eidelweiss Drive will be removed. A stump grinder will be needed.
The Highway budgets are reviewed with the crew. Year-end projections will be updated.
3. Water System Planning
Ron Sandstrom announces that the District has contracted with Simply Water LLC as the new licensed water operator. Parts have been ordered for leveling of the Jungfrau pump and for the booster pump replacement at Oak station. The pump at the Summit is being worked on. Muddy Beach well #2 is being flushed and will be tested this week. Tom Therrien from EII will be contacted for availability to do a walkthrough of the water stations and discuss proposed upgrades for the SCADA system. The water main break on Geneva Place last week is discussed.
4. Administration
The insurance funds from the stolen items claim have been received and will be allocated upon receipt of the depreciation and hold back schedule.
A safety meeting will be scheduled.
The Asset Management Grant application will be submitted. Work is progressing with Thorne Surveyors for map creation.
Proposed updates to the Driveway Ordinance are reviewed and discussed. The District will remain responsible for cleaning driveway culverts while the homeowner will be responsible for repair or replacement.
The contract for third party electricity supply has expired. The contract called for an automatic return to PSNH upon expiration.
A purchase order form has been developed as a result of complying with the submission requirements for placing the order for the meters for Oak station. Larry Leonard makes a motion to adopt the purchase order form. Ron Sandstrom seconds the motion and the motion passed 2-0.
The budget for 2015 is to be worked on. Projects to be included on the 2015 Warrant are to be prepared for review.
The year to date budget is reviewed and discussed.
Projects to be included on the 2015 Warrant are to be estimated for discussion on funding options.
Ron Sandstrom makes a motion to approve Nancy Cole attending training in Concord at NH DRA and DES on November 6, 2014. Larry Leonard seconds the motion and the motion passed 2-0.
5. Accounts Payable
13 checks are presented. Ron Sandstrom makes a motion to approve 13 checks for a total of $24,392.95. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
6. Minutes
The minutes of October 20th are reviewed. Larry Leonard makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
7. Commissioners Reports
Removal of a tree from 132 Eidelweiss Drive is needed to clear the antenna path for Muddy Beach. Larry Leonard makes a motion to seek approval for removal of the tree from the homeowners. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ron Sandstrom reports that the website pictures have been updated. Documents will be updated.
8. Signature Items
Larry Leonard makes a motion to sign work order 1030 for fall water system flushing. Ron Sandstrom seconds the motion and the motion passed 2-0.
Larry Leonard makes a motion to sign work order 1031 for fall seasonal shut off of VDOE sites. Ron Sandstrom seconds the motion and the motion passed 2-0.
Larry Leonard makes a motion to sign work order 1032 for turning on of the bleeders when needed. Ron Sandstrom seconds the motion and the motion passed 2-0.
A draft letter to the Madison Planning Board is presented. Larry Leonard makes a motion to sign the letter for presentation to the Planning Board. Ron Sandstrom seconds the motion and the motion passed 2-0.
9. Correspondence
Health Trust has sent the renewal numbers for the health insurance plans. A 0.3% reduction in rates will take effect on January 1, 2015.
10. Scheduled Appearances
11. Other Business
Nick Sceggell of Fluet Engineering will be contacted for availability for phone discussion on Phase II of the Oak Ridge Road project.
12. Public Comments
At 9:30 am Larry Leonard makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.
Motions and votes of non-public session:
Ron Sandstrom makes a motion that Larry Leonard and Nancy Cole contact Attorney Dan Crean for guidance on the Geneva Place water main break. Larry Leonard seconds the motion and the motion passed 2-0.
Ron Sandstrom makes a motion to sign the contract for Simply Water to be the licensed water operator for the VDOE effective November 1, 2014. Larry Leonard seconds the motion and the motion passed 2-0.
At 10:25 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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