[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/12/CM111014.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 10, 2014
The Board of Commissioners met at 8:00 am on Monday, November 10, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Commissioner Mike Smith attended telephonically. Also in attendance were Kelly Robitaille (Highway) and Ian Hayes (water operator). The meeting was taped for Madison TV by Tim Hughes. The meeting was reconvened on Thursday November 13, 2014 at 9:00 am. Engineer Nick Sceggell of Fluet Engineering Associates, a division of Dubois and King joins the meeting telephonically.
[expand title="More Text"]
At 8:04 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Ron Sandstrom makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
The Action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille reports that Albany Service Center has tracked the electrical fault with the Top Kick. Total cost will be under the $2,000 approved for this repair. The truck will be picked up this week. The sanders for the 550 and the Top Kick are ready for winter use. The International sander will be worked on. The ad for part time snow plow operators ran this past weekend; 2 calls for inquiry have been received. Leaf blowing was done on roads last week. The chains for the equipment for winter use are expected. Sand has been picked up at High Street Sand & Gravel as previously approved. Garage doors are being checked by Always Accurate Garage Doors. A quote for repair of the doors is expected. Part time employee and grader operator Tony Eldridge will be in this afternoon for additional road grading.
11/13: Kelly Robitaille requests a purchase order for rental of a stump grinder at a cost of $250. Ron Sandstrom makes a motion to approve up to $300 for rental of a stump grinder. Larry Leonard seconds the motion and the motion passed 2-0.
Kelly Robitaille reports that the blower downstairs is cycling continuously. The heat is not on, but the blower is. This will be checked.
A vacation slip for Kelly Robitaille is presented. Ron Sandstrom makes a motion to approve Kelly Robitaille’s vacation request for November 24, 25 and 26. Larry Leonard seconds the motion and the motion passed 3-0.
3. Water System Planning
The owners of 132 Eidelweiss Drive will be contacted for removal of a small pine tree. If the owners are agreeable, the large tree near the street should also be removed.
4. Administration
Proposed updates to the Driveway Ordinance are reviewed and discussed. A Public Hearing will be scheduled. Options for location and date for the Public Hearing are discussed.
The budget for 2015 is to be worked on. Projects to be included on the 2015 Warrant are to be prepared for review and discussion.
The job descriptions for the DPW team are to be reviewed and updated.
The payroll report is presented. Mike Smith makes a motion to approve payroll for $4,332.00. Ron Sandstrom seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
Budget projections for yearend will be worked on for next week.
The Oak Ridge Rd engineering design and possible updates to the design are to be discussed with Nick Sceggell of Fluet Engineering Associates. Inclusion of an Engineer’s estimate for construction cost for use on the 2015 Warrant is discussed as an option. The call with Nick Sceggell will be set up for Thursday morning.
5. Accounts Payable
20 checks are presented. Mike Smith makes a motion to approve 20 checks for a total of $6,543.60. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
6. Minutes
The minutes of 10/20 Safety meeting are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
The minutes of 10/27 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
The minutes of 11/3 are presented. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
7. Commissioners Reports
Mike Smith discussed contact with the auditor for completion of the 2014 audit. Nancy Cole states that an email for scheduling the audit has been sent to Tamar Roberts.
8. Signature Items
Letters thanking the members of the Healthcare Committee and formerly disbanding this Committee are presented. Ron Sandstrom makes a motion to sign and send the letters. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
A required Worker’s Compensation Compliance notice received from Primex is presented. This notice must be posted with the required Federal and State Labor Law posters. Ron Sandstrom makes a motion to sign and post the notice. Mike Smith seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
9. Correspondence
Granite State Analytical has sent the monthly bacteria test results. All results were clean.
The NH Department of Health and Human Services has sent notice for Carbon Monoxide awareness and safety. The notice will be posted to the website.
The monthly rental check for the Coleman Tower Site has been received.
White Column Solutions has sent renewal options for continuing with a third party electricity producer. The information will be reviewed and discussed.
10. Scheduled Appearances
Phase II of the Oak Ridge Road project, continuation of the drainage up to #19 Oak Ridge Rd, is discussed with Engineer Nick Sceggell. Nick Sceggell outlines the necessity of the drainage constructed to allow the road bed to properly drain following reconstruction of the travel surface of the road. Smaller and shallower swales are possible as is the option of burying the drainage. Nick Sceggell anticipates that revision of the drawings to enclose the primary drainage and minimize impact of the drainage ditches would take 10 to 20 hours of engineering work at a cost of $800 to $1,500. Completion of an Engineer’s Estimate for Construction could be done for an additional $500. If approved, the redesign could be completed by December 15 and would be followed by the construction estimate once reviewed. Ron Sandstrom makes a motion to proceed with the engineering following a budget review for ability to finance. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. The option of financing the engineering after January 1st from the 2015 budget is outlined and discussed.
11. Other Business
Mark Graffam has requested information on the insurance claim under RSA 91-A.
Mike Smith makes a motion to recess this meeting to Thursday, November 13, 2014 at 9 am. Ron Sandstrom seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
12. Public Comments
At 8:52 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) legal matters. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
Motions and votes of non-public session:
Ron Sandstrom makes a motion to sign the demand letter to Integrated Water Service II, LLC. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
At 9:09 am Ron Sandstrom makes a motion to exit Non-Public session and recess the meeting. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
At 10:00 am November 13 Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
The next meeting will be Monday, November 24, 2014 at 10:00 am.
Respectfully submitted,
Nancy E. Cole
Administrator
[/expand]