[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM012615.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 26, 2015
The Board of Commissioners met at 8:00 am on Monday, January 26, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes.
At 8:10 am the meeting was called to order by Chairman Ron Sandstrom. [expand title="More Text"]
1. Agenda
Mike Smith 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 all trucks are operational. Chains are needed for the Top Kick. Mike Smith makes a motion to approve up to $350 for chains. Ron Sandstrom seconds the motion and the motion passed 2-0. Salt is discussed. The purchase order for $1,000 approved last week has not been acted on. Mike Smith makes a motion to approve up to $1,000 for salt from Coleman’s if needed. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike smith makes a motion to increase the purchase order of 1-19 to $1,600. Ron Sandstrom seconds the motion and the motion passed 2-0. A plan for shifts for the predicted storm is being completed. All shifts will be 12 hours. The grader will be used as needed. Ron Sandstrom discusses the truck article for the 2015 Warrant. Additional information on warranty options has been requested. The articulating bucket article is discussed. Kelly Robitaille recalls the cost at $2,900. The quote will be checked. Discussion on purchase of a plow blade for the backhoe is held. Cost would be $7,000. Discussion on use of the grader during plowing and the need for the backhoe to be available to load trucks is held. The Top Kick is discussed. The vehicle trade or sale of the vehicle upon purchase of a 2015 truck is discussed. Being safe during plow operations is discussed.
3. Water System Planning
The project at Oak pump house is continuing.
The heater at Jungfrau station has been checked and needs to be replaced. Estimate obtained is for $639. Mike Smith makes a motion to approve up to $639 for replacing the heater at Jungfrau. Ron Sandstrom seconds the motion and the motion passed 2-0.
4. Administration
A safety meeting will be scheduled.
The status of the maintenance for the door at DPW II will be checked on with Overhead Door Options of Meredith.
Norm Garside will be asked to quote replacing of the doors at Muddy Beach and Reinach water stations.
Proposed wording for the beach signs will be sent for next week.
Trees will be checked at Jungfrau for removal markings.
The Annual Report that will be published in the Town of Madison Annual Report will be reviewed next week.
The Budget hearings held Friday night are discussed. The warrant is reviewed. The standard warrant article wording used for the State Revolving Loan article is discussed. A request for details of project to be done be included within the article wording is discussed.
Article 1 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 2 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 3 Mike Smith makes a motion to remove this article. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 4 Mike Smith makes a motion to include the article. Ron Sandstrom seconds the motion. Mike Smith moves to amend the wording to add tank inspection and lining and include the article as amended. Ron Sandstrom seconds the motion. Motion is called to a vote and the motion to include the article as amended passed 2-0.
Article 5 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 6 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 7 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on preparation for the annual meeting for this article and funding for water system asset management.
Article 8 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 9 Ron Sandstrom makes a motion to hold this article for discussion next week. Mike Smith seconds the motion and the motion passed 2-0.
Article 10 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on the need to address cost details for this article by Nancy Cole. Nancy Cole responds that $1,100 was spent with Zee Medical; $600 was spent with Quality Fire for extinguisher maintenance in 2014. DPW II needs heat detectors installed. The Lodge needs smoke/carbon monoxide detectors installed. First aid kits will be updated as needed and the fire extinguishers will be inspected as required annually. Discussion on safety needs continues.
Article 11 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0. Specifications for this work are discussed. It is not clear if the road bed is to be rebuilt to VDOE standards. Discussion with contractor will be held on compliance with the standards.
Article 12 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 13 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 14 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion Friday night on the legality of this article is outlined. A legal review is recommended and will be completed by Attorney Dan Crean when the Warrant is sent to him for review. Discussion on the difficulty in quantifying either the level of savings or the total amount that would need to be allocated is held.
Mike Smith makes a motion to move Article 9, 11 and 14 to the end of the warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
Petitioned articles received are reviewed and discussed; a road plan in the amount of $20,000, an article on Ordinance Enforcement for the Huttwil parking lot and an article for an Expendable Trust Fund for medical insurance in the amount of $51,360.
These articles will be added to the Warrant.
Mike Smith makes a motion to send the Warrant, as updated, to Attorney Dan Crean for review. Ron Sandstrom 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 15 checks for a total of $9,566.84. Ron Sandstrom 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 01-19 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
7. Commissioners Reports
Mike Smith makes a motion to have all questions on details from the Public Hearing on the Budget be handled by the office. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve the updates proposed to the Driveway Ordinance. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to post the road priority list under the DPW section of the website. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to close the office for tomorrow’s storm. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ron Sandstrom outline that he will not be in attendance at the VDOE Annual Meeting as he will be attended to a family matter. Ron Sandstrom states that he is not seeking re-election and states support for Ralph Lutjen for Commissioner. Ron Sandstrom invites Mr. Lutjen to a Commissioners meeting and welcomes input on the 2015 Warrant.
8. Signature Items
A letter requesting information for the Auditor to Attorney Dan Crean is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.
Health Trust statement of privacy practices for protection of health information is reviewed. Ron Sandstrom makes a motion to sign the statement of privacy protection. Mike Smith seconds the motion and the motion passed 2-0.
9. Correspondence
NH Municipal Association has sent the weekly Legislative Bulletin.
NH Municipal Association has sent the monthly NewsLink.
10. Scheduled Appearances
11. Other Business
12. Public Comments
At 10:05 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal matters. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.
Mike Smith makes a motion to send the letter from Dan Crean to Integrated Water Systems. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion Nancy Cole leave the office for the next portion of this meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
At 10: 35 am Ron Sandstrom makes a motion to exit Non-Public Session and adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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