[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM020515.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 5, 2015

The Board of Commissioners met at 8:00 am on Thursday, February 5, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (highway). Resident Bob Simmons joined the meeting in progress.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom. [expand title="More Text"]

1. Agenda

Ron Sandstrom makes a motion to review the Warrant first and approve the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the Top Kick has two broken leaf springs. Mike Smith makes a motion to approve up to $1,000 for repairs. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom has developed a model of the cost of owning a truck which is reviewed and discussed. Resale value is estimated within the model. Owning of vehicles, whether purchased or leased, will cost money every year. Discussion on use of the road grader is held. Kelly Robitaille discusses the need for a wing plow on the trucks. One of the primary differences between the Terra Star and the F-550 is frame strength which allows the Terra Star to handle the weight of a wing plow. The Terra Star can also handle a larger capacity sander. The benefits of the larger sander include less travel time to refill the sander; less use of the backhoe for loading, less fuel consumed making the trip to the sand pile and back to where the vehicle ended sanding. The truck article is discussed. An alternate body style has been recommended, stainless steel with an in-bed sander. A truck comparison has been completed by Larry Leonard and is reviewed and discussed. Mike Smith makes a motion to have Larry Leonard handle the truck presentation at the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion that Kelly Robitaille attends the Annual Meeting. Motion fails for lack of second. Ron Sandstrom makes a motion to update Article 2 to $116,495 and obtain lease rates for Monday. Mike Smith seconds the motion. Discussion on the tax impact over the expected life of the vehicle is held. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion that Kelly Robitaille obtains the mileage on all vehicles and delivers it to the office. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to have the Terra Star brought to the District for a test drive as soon as possible. Ron Sandstrom seconds the motion. Discussion is held on filming the truck by Madison TV. Nancy Cole advises that the demo can be set up for Monday, February 9. Motion is called to a vote and the motion passed 3-0.

3. Water System Planning
4. Administration

The 2015 Warrant is reviewed.

Article 2 for purchase of an all-wheel drive truck has been discussed.
Article 3 for tank inspection and lining is discussed. Larry Leonard states that information has been requested from Mass Tank including rate and estimated time to complete based upon the varying tank sizes. Ron Sandstrom makes a motion to add the wording “tanks will only be lined if determined by inspection to be needed”. Larry Leonard seconds the motion and the motion passed 3-0.
Article 4 is petitioned and will not be altered.
Article 5 is petitioned and will not be altered.
Article 6 and 7 are the operations and water budgets
Article 8 Mike Smith makes a motion to approve the amended wording. Ron Sandstrom seconds the motion and the motion passed 3-0.
Article 9 is use of the Water Extension Fund.
Article 10 is for safety items.
Article 11 addresses the names of the Highway Equipment Capital Reserve Fund.
Article 12 is to deposit funds to the Highway Equipment CRF from the Expendable Trust Fund.
Correction of wording for this Article is being worked on with the Department of Revenue Administration.
Article 13 is petitioned and will not be altered.
Article 14 for an articulating backhoe bucket is discussed. Kelly Robitaille states that the estimate he received is for $2,900. This estimate will be brought to the office. Nancy Cole produces the quote received from Mike Ouellet of Chadwick-BaRoss in July 2014 in the amount of $8,500. Mike Smith makes a motion to increase the amount of this Article to $8,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Article 15 is for re-surfacing of Middle Shore at Geneva Place. The pavement on this hill is breaking up. This area is a high traffic area with access to two beaches.
Article 16 is for ability to enter a contract for electricity supply up to 36 months. Larry Leonard makes a motion to remove this Article. Ron Sandstrom seconds the motion and the motion passed 3-0.

The VDOE 2014 Annual Report is reviewed. Mike Smith makes a motion to approve and submit the Annual Report. Ron Sandstrom seconds the motion and the motion passed 3-0.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,410.50. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable

One check for $23,304.91 is presented. Mike Smith makes a motion to approve one check in the amount of $23,304.91. Ron Sandstrom seconds the motion. Check and invoice reviewed and discussed. This is the final bond payment for the Oak Ridge Road bond. Motion is called to a vote and the motion passed 3-0.

6. Minutes

7. Commissioners Reports

Mike Smith makes a motion to handle Kelly Robitaille’s employee performance review next Monday. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to establish a meeting with the Auditor. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to contact Madison Police for a police officer to be present during the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to review the security system. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

The updated Driveway Ordinance is presented. Ron Sandstrom makes a motion to sign the updated Ordinance. Larry Leonard seconds the motion and the motion passed 3-0.

A purchase order for chains is presented. Mike Smith makes a motion to approve the purchase order for chains. Ron Sandstrom seconds the motion and the motion passed 3-0.

A purchase order for a load of salt in the amount of $2,000 is presented. Mike Smith makes a motion to increase the purchase order to $4,000 for 2 loads of salt. Ron Sandstrom seconds the motion to amend the purchase order. Motion is called to a vote and the motion passed 3-0.

A purchase order for sand is presented. Mike Smith makes a motion to approve up to $2,000 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence
10. Scheduled Appearances

Resident Bob Simmons has come to the meeting to address the timeliness of plowing the roads within Eidelweiss. Mr. Simmons states that the Porridge Shore; Waldsbut; East Bergamo roads have not been getting cleared in a timely manner. While walking, Mr. Simmons will notice neighboring dead end roads that will have been plowed prior to the area mentioned. Mr. Simmons adds that this happens every year. Mr. Simmons understands that many of the roads in this area are dead ends and difficult to maneuver, but the roads need to be cleared of snow in a more timely fashion. Mr. Simmons adds that the hill on East Bergamo was not sanded during the last storm. Mike Smith states that a review of the snow plow policy by the Commissioners is needed. Kelly Robitaille will discuss the issue of timeliness with the crew.

11. Other Business

Discussion on the option of purchasing a plow blade for the backhoe is held.
Discussion on purchase of a larger sander for the F-550 is held.

Discussion on obtaining a quote for a trade-in value for the 2005 GMC Top Kick is held.

12. Public Comments

At 10:45 am 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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