[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/02/CM010515.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 5, 2015

The Board of Commissioners met at 8:00 am on Monday, January 5, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway) and Clerk Jay Buckley. The meeting was taped for Madison TV 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 add a Non-Public Session and approve the agenda as modified. Larry Leonard seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Storm reports are reviewed. The recent storm dropped 4 to 6 inches of snow with ice. Mike Smith makes a motion to approve a purchase order for salt at $2,000. Larry Leonard seconds the motion and the motion passed 3-0. Discussion is held on following the plow policy listed routes of travel. Kelly Robitaille states that he will emphasize the importance of following the routes with the crews.
The F-550 was towed to Macdonald Motors for repair. The truck was losing power and would not stay running. The tow bill will be covered under the Warranty, the truck repairs were not. Ron Sandstrom makes a motion to approve $409.52 for the repair. Mike Smith seconds the motion and the motion passed 3-0. An estimate has been received for repairs to the tow hook damaged on the F-550 when it was pulled off Oak Ridge Rd. Mike Smith makes a motion to authorize the repairs at $307.75. Ron Sandstrom seconds the motion and the motion passed 3-0. All trucks and equipment are performing well.
Sand has been picked up.
Discussion on truck for the 2015 Warrant is held. Kelly Robitaille recommends the Terra Star for purchase. Mike Smith makes a motion to put the mid-size all-wheel drive International Terra Star on the 2015 Warrant. Ron Sandstrom seconds the motion. Discussion ensues on cost. Motion is called to a vote and the motion passed 2-0-1 with Larry Leonard abstaining as an additional quote is still pending.
Kelly Robitaille reports that Madison Police were called yesterday due to an altercation with a resident.
Kelly Robitaille is informed that a safety meeting is scheduled for January 14 at 12:30 pm.
The diesel log is discussed. Ron Sandstrom makes a motion to have the administrator handle the diesel log. Mike Smith seconds the motion. Discussion on the log and procedure needed. Motion is called to a vote and the motion passed 2-0-1 with Mike Smith abstaining as he is not in favor of handling the log.
Mike Smith makes a motion to not move on adding the rear wiper and defroster to the grader. Ron Sandstrom seconds the motion. Discussion ensues and Larry Leonard states that he would like to have a discussion with Mike Ouellette of Chadwick-BaRoss. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom in favor of having the discussion. Mike Smith makes a motion to vote on this next week. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining stating that the motion is unnecessary.

3. Water System Planning

The next step in the Oak station project is to move the electrical boxes up to top section of building. The building of the platform cost estimate is $1,087.
Jungfrau chain fall system is to be installed. Follow up will be done with Norm Garside as to the timing of the installation.
The chemical injection pumps are to be serviced. SCADA interface for the chemical injection pumps is going to be added. Mike Smith makes a motion to send the information to the Engineer for review. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against sending to an additional engineer.
The status of the bleeder on Altdorf that needed repair will be checked.
Jay Buckley has sent a possible location for the curb stop valve at 6 Lakeview Dr. Ian Hayes has been informed.

4. Administration

A safety meeting has been scheduled for January 14 at 12:30.
Beach signs are discussed. Wording will be redistributed. Addition of a statement regarding disposal of cigarettes is discussed. Larry Leonard makes a motion to add cigarette butt disposal to the wording. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to add two No Fireworks signs. Ron Sandstrom seconds the motion and the motion passed 3-0.
The small tree at Muddy Beach has been removed. Additional limbs need to be removed from the large pine. A possible SCADA program update could reduce the communication failures from this station.
The Asset Management Grant is discussed. Mike Smith makes a motion to fund the $15,000 from the Unassigned Fund Balance. Ron Sandstrom seconds the motion and the motion passed 3-0.
The trees at Jungfrau are discussed. Mike Smith makes a motion to complete the work on the trees around Jungfrau pump house. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the 20 month agreement for third party electricity supply with White Tower Electric. Ron Sandstrom seconds the motion. Discussion ensues on the legality of this action. Clerk Jay Buckley states that from what he is aware, the Commissioners cannot enter a 20 month agreement. Voter approval to enter a long term agreement is discussed. Mike Smith withdraws the motion. Mike Smith makes a motion to contact the NH Municipal Association Legal Hotline for interpretation. Ron Sandstrom seconds the motion and the motion passed 3-0.
The price of a ton of asphalt will be obtained. Jay Buckley offers to work on pavement costs for rebuilding of asphalt roads. Information on these costs is needed for long term financial planning. Jay Buckley offers to contact area resident Ned Connell who put together the road study done 10 years ago and from whom an electronic copy may potentially be obtained.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,633.50. 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.
The draft 2015 Warrant is reviewed. Articles included:
Mid-size all-wheel drive truck; bond for $114,000
Phase II of Oak Ridge Rd reconstruction; cost not yet known
Authority to expend Water Line Extension Fund
Asset Management Grant; $15,000 from Unassigned Fund balance
Water projects at $50,000 with funding from Capital Reserve. As the Commissioners are agents to expend, this Article is not mandatory.
Operation budget
Water budget
Billy Goat vacuum system; $5,000 from taxes
Asphalt; cost not yet known
Safety line; $2,500 from taxes
State Revolving loan Fund; bond for $150,000

Mike Smith makes a motion to ask the Treasurer to pursue options for funding the truck. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to ask Dan Crean to attend the Annual Meeting. Mike Smith seconds the motion and the motion passed 3-0.

Discussion is held on the water usage fee and funding of projects. An increase in the 2015 water fee is discussed.
Obtaining asphalt quotes is discussed.
Use of the State Revolving Loan Fund is discussed. Mike Smith discusses adding changing of the water lines to the Oak Ridge Rd reconstruction project. Jay Buckley mentions that a second booster at Jungfrau station or possible work on the tanks could be considered. Including the State Revolving Loan Fund as an Article is discussed.
Ron Sandstrom makes a motion to remove the article for water projects to be funded through Capital Reserve. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to remove $50,000 from the SRF article and Asset Management article. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining.
Larry Leonard discusses inclusion of the SRF at $100,000 with final number to be reviewed. Discussion continues on numbers for warrant. Ron Sandstrom makes a motion to include the SRF at $100,000. Larry Leonard seconds the motion and the motion passed 3-0. Quotes for projects would still need to be obtained.
Following return to Public session:

Kelly Robitaille is asked to obtain the numbers for the Billy Goat vacuum system and asphalt.

5. Accounts Payable

The check manifest and invoices are presented. Mike Smith makes a motion to approve 15 checks for a total of $7,369.08. 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
7. Commissioners Reports

Ron Sandstrom makes a motion to mail the postcards today for the Annual Meeting announcement. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom discusses posting information on the website. Mike Smith makes a motion to post the draft 2015 proposed budget on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to add the notice of award of the Asset Management Grant to the website. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith discusses the approval for the NH Department of Environmental Services Revolving Loan Fund.
An updated list of outstanding water usage fees will be distributed for next week.

8. Signature Items
9. Correspondence

The NH Municipal Association has sent a bulletin on Town Meeting information.
A complaint was received regarding a commercial truck in the Huttwil parking lot. The truck has been removed.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 11:00 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) legal and (a) employee matters. 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.

No motions or votes were taken during Non-Public session.

At 11:46 am Ron Sandstrom makes a motion to exit Non-Public session. 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.
Ron Sandstrom leaves the meeting.

At 12:00 pm Larry Leonard makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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