[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/02/CM1222142.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
December 22, 2014
The Board of Commissioners met at 8:00 am on Monday, December 22, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was resident Mark Graffam. 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
Ron Sandstrom makes a motion to add a Non-Public Session and approve the agenda as modified. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom states that the VDOE Annual Meeting will be held February 28, 2015. Ron Sandstrom requests participation of the voters and invites all tax payers to attend.
The Action list is reviewed and discussed.
2. Highway Department Report
The door to bay 3 in the garage was worked on last week. The doors to DPW II and the salt shed are still to be looked at.
3. Water System Planning
Oak station pump replacement project is discussed. The electrician has recommended moving the boxes to the outside of the building in lieu of higher on the wall inside which will require building a platform to access the panels. Mike Smith states that he is against moving the electric panels outside. The quote for building the platform has been received. Larry Leonard states that he will do an additional review of the station.
The quote for installation of the chain fall system at Jungfrau is reviewed. Mike Smith makes a motion to approve $214 for the installation. Larry Leonard seconds the motion and the motion passed 3-0.
The valves on West Bergamo at Visp Road were repaired last week.
The bleeders have been turned on with the exception of the one on Altdorf which needs to be repaired.
Tom Therrien of Electrical Installation (EII) has stated he can be in Wednesday for review of the chemical injection room controls. Larry Leonard makes a motion to allow up to $1,000 for review of the controls. Mike Smith seconds the motion and the motion passed 3-0.
Motion sensor lights at the pump houses are discussed. A quote will be requested for installation of motion sensor lights. The heater at Jungfrau has been reported as not working. This will be checked with Ian Hayes.
4. Administration
A safety meeting has been scheduled for January 14 at 12:30.
The small tree at Muddy Beach will be removed.
Asset Management is ongoing.
The Public Hearing for the proposed changes to the Driveway Ordinance is scheduled for January 23, 2015 at 6 pm at the Town Hall meeting room (downstairs at Town Hall. Use Police entrance.)
The trees at Jungfrau are to be checked to see if marked for removal.
The funds for the insurance payment have been allocated.
A proposal for a 20 month agreement with an alternative electric supplier is reviewed and discussed. The Board is advised that it is not within their authority to enter this agreement. This agreement commits funds beyond those which have been appropriated and which is a violation of RSA 32:6 and 32:8. The Board is also informed that only the voters can commit the District to a long term contract. A possible Article for the 2015 Warrant could be considered.
Oak Ridge Road Phase II redesign is expected the first week of January.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,422.25. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The draft for the postcard mailer is reviewed. Mike Smith makes a motion to approve the wording and have the postcard sent. Ron Sandstrom seconds the motion and the motion passed 3-0.
6 Lakeview Drive is discussed. A repair is needed to the interior shut off valve for the water. No card for location of the curb stop valve could be located for this property. The property was checked thoroughly for indication of location of the curb stop valve with the metal detector and nothing was found. In order to allow repair to the interior of the house, the water main will need to be shut down to the area for approximately 3 hours. Discussion on placing a curb stop valve while the main is shut down is held. Winter time excavation is more difficult and generally not done. Mike Smith makes a motion to shut down the main to allow the repair and to place a curb stop valve for the property in the spring. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a letter to the home owner outlining the plan to allow repair. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve a purchase order for sand up to $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
The 2015 proposed budgets and Warrant for the Annual Meeting are discussed. Biggest changes within the budget from 2014 are a reduction in the health insurance line item and an increase in the gravel line item.
Line items are reviewed and discussed.
Mike Smith makes a motion to change Printing/dues/ad to $3,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change Admin Equipment and Maintenance to $250. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change travel to $100. Larry Leonard seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to change Telecom to $2,500. Mike Smith seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to change Legal to $4500. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change General Government Engineering to $500. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change Regional Association to $900. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change General Government Miscellaneous to $900. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change Highway Part time to $10,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change Highway Fuel to $14,000. Larry Leonard seconds the motion. Discussion ensues on unpredictable nature of cost. Mike Smith moves to amend the motion to $14,500. Motion is called to a vote and the motion passed 2-0-1 with Ron Sandstrom abstaining.
Mike Smith makes a motion to change Highway Tools to $900. Motion failed for lack of a second.
Mike Smith makes a motion to change Sand to $13,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change Dust Control to $1,200. Larry Leonard seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to change Line Painting to $300. Mike Smith seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to change Parks and Recreation to $5,000. Mike Smith seconds the motion and the motion failed 1-2 with Mike Smith and Ron Sandstrom against reducing this line item for option of replacing a raft.
Larry Leonard makes a motion to change Water Services Electricity to $30,000. Mike Smith seconds the motion and the motion passed 3-0.
A five minute break is taken.
Proposed Articles for the 2015 Warrant are discussed.
Funding options are discussed for proposal of a new truck. Not moving forward with the approved 2014 article approving truck purchase based on available cash flow is discussed.
The budget estimate for Phase II of Oak Ridge Road reconstruction will be worked on. The drawings for the revised drainage are expected the first week of January.
Authorization for expenditure from the Water Line Extension Fund
The asset management grant article is discussed. Mike Smith makes a motion to change the amount to $15,000. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to fund this expenditure from the water bills. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to add a safety budget of $2,500 funded by taxes to the Warrant. Larry Leonard seconds the motion and the motion passed 3-0.
At 11:45 am Ron Sandstrom leaves the meeting.
Mike Smith makes a motion to add an article for purchase of a Billy Goat system and for Kelly Robitaille to obtain a final price. Larry Leonard seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to add an article for purchase of grader and backhoe parts. Larry Leonard seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to add an article for paving of Middle Shore at Geneva Place and an apron on Little Shore at Eidelweiss Drive. Larry Leonard seconds the motion and the motion passed 2-0.
Larry Leonard makes a motion to approve Jay Buckley’s request for reimbursement of $25 for attendance at the NH Department of Environmental Services Asset Management Seminar. Mike Smith seconds the motion and the motion passed 2-0.
5. Accounts Payable
The check manifest and invoices are presented. Mike Smith makes a motion to approve 11 checks for a total of $3,669.02. 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 12/15 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
Larry Leonard makes a motion to approve the quote for building of the platform at Oak station. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom welcomes all taxpayers and encourages voters to attend the Annual Meeting on February 28, 2015 and to participate in the Public Hearings on the proposed budgets and Warrant that will be voted on at the Annual Meeting.
Mike Smith makes a motion to approve up to $5,300 for signs to be ordered for the beaches and the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Signature Items
A letter to the home owners of 31 Grison approving a temporary repair to the service line is completed now with full replacement of the line to be completed by June 1, 2015. Mike Smith makes a motion to approve and sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Employee requests for time off are presented. Mike Smith makes a motion to approve Kelly Robitaille’s requested absences. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve Bob Goddard’s request for December 17 and 19. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve Bob Goddard’s request for December 24 and 26. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve Nancy Cole’s request for December 26 through 31. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve Nancy Cole’s request for January 2, 2015. Larry Leonard seconds the motion and the motion passed 3-0.
9. Correspondence
Clerk Jay Buckley has sent an email regarding a Facebook posting stating that he will refer any questions or comments to the Commissioners.
Holiday Greeting cards have been received.
10. Scheduled Appearances
11. Other Business
12. Public Comments
At 12:01 pm Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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