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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 30, 2015

The Board of Commissioners met at 8:00 am on Monday, March 30, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille (highway), Clerk Jay Buckley, Jim Ramsay of Liberty International, and Bob Hackett of HP Fairfield. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
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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 equipment is good. The sander and plows are recommended for removal from the International for hauling gravel. Gravel is needed for the edges of paved roads. Mike Smith makes a motion to remove the plows and sander from the International for hauling gravel. Ron Sandstrom seconds the motion and the motion passed 2-0. Speeding is reported along Eidelweiss Drive in the area of the Huttwil mailboxes. Mike Smith makes a motion to have Nancy Cole contact the Madison Police for use of the speed wagon. Ron Sandstrom seconds the motion and the motion passed 2-0. Potholes are forming at the intersection of Eidelweiss Drive and Rte 113. Discussion on repairs is held. Inclusion of this area in a plan for summer road work is held. This will be looked at. Discussion is held on the timing for a systematic road review to be completed. Grader paving is discussed. Shoes would need to be fabricated for the new grader to be used for placing asphalt. Sand and salt supplies are good. A bulk purchase of sand will be looked into. The road list will be updated by Kelly Robitaille for next week. Ability to plan for road work needed. Damaged culverts will be listed for repairs. Road work from the approved Warrant Articles is being for planning of the work. The current lists of roads will be compiled into 1 list for updating. Establishment of an email for the highway personnel is discussed. Ron Sandstrom makes a motion to establish an email account for Kelly Robitaille. Mike Smith seconds the motion and the motion passed 2-0. Ability to access the account is discussed. Purchase of a tablet or smart phone for is discussed. Mike Smith makes a motion to approve up to $300 for equipment purchase. Ron Sandstrom seconds the motion. Discussion on various equipment that is available and price ranges for this equipment is held. Mike Smith makes a motion to amend the motion to get pricing for equipment. Ron Sandstrom seconds the amendment and the motion, as amended, passed 2-0. Mike Smith outlines discussion form the safety meeting last week on having the Town of Madison Fire Chief review the buildings for Eidelweiss once the heat detectors for DPW II and smoke detectors at the Lodge are completed.

3. Water System Planning

Tom Therrien of Electrical Installations is expected this week to update the SCADA programming. Ian Hayes will be asked for the status of the Jungfrau pump leveling, pH numbers and spare parts list.

4. Administration

Safety meeting was held last week.
Diesel log reconciliation will be completed for April 13.
Asset Management is in process.
An office procedures manual will be worked on. The list of monthly responsibilities will be distributed to the Board.

The payroll report is presented. Mike Smith makes a motion to approve payroll at $5,509.25. Ron Sandstrom 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
6. Minutes

The minutes of March 9 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of March 16 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of March 23 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of the non-public session of March 23 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
8. Signature Items

2015 Warrant for Collection of Water rates is presented. Mike Smith makes a motion to approve and sign the document. Ron Sandstrom seconds the motion and the motion passed 2-0.

Vote Certification for pursuit of matching grant through NH DES for asset management is reviewed. Clerk Jay Buckley signs the form.

Vote Certification for approval to accept and expend revolving loan funds through NH DES for the tank inspection and lining is reviewed. Clerk Jay Buckley signs the form.

Application to pursue State revolving loan funds is reviewed. Mike Smith makes a motion to sign the form to pursue the loan. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results. All results are clean.

Clerk Jay Buckley has sent information on a local water line replacement project to show the current costs of replacing water lines is $150/foot. Placement of water lines in a location other than under pavement, such as under a road shoulder, is discussed.

NH Municipal Association has sent the weekly legislative bulletin.

10. Scheduled Appearances

Clerk Jay Buckley apologizes for not being in attendance at the reconvened session of the Annual Meeting. He was at a fire call. A Clerk’s guide book has been developed and is turned in. A list of the URL’s for the websites containing the information will be compiled so that the most up to date forms will be used each year. Discussion is held on placing an Article on the 2016 Warrant to have the Clerk be elected for a two year term.

Bob Hackett of HP Fairfield and Jim Ramsay of Liberty International join the meeting at 9:30 am. The proposed International Terra Star truck and outfitting of said truck are discussed.
Items that can reduce the cost are reviewed and discussed. Items that have been marked for removal from the quote by Kelly Robitaille are outlined and discussed. The revised quote will be sent to the office today. Information on available tires will be sent to the office today. The pinnell plate and hook will be removed from the HP Fairfield quote as this truck will not be used to tow a trailer. Bob Hackett states the savings will be $1,000 for this reduction. Mike Smith makes a motion to purchase the truck with outfitting for a total of $109,590. Ron Sandstrom seconds the motion and the motion passed 2-0. Trade of the Top Kick for offset of purchase price is discussed. Mike Smith makes a motion to have Liberty International take possession of the Top Kick April 17, 2015. Ron Sandstrom seconds the motion and the motion passed 2-0. Fully outfitted truck is expected for delivery to the District early September, 2015.

11. Other Business

Beach signs are discussed. Pricing has been distributed for review and approval. Mike Smith makes a motion to approve the purchase of 6 top signs for the beaches. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve the purchase of 5 bottom signs. Ron Sandstrom seconds the motion and the motion passed 2-0.

A time off request for employee Bob Goddard is reviewed. Mike Smith makes a motion to approve the day off. Ron Sandstrom seconds the motion and the motion passed 2-0.

12. Public Comments

At 9:15 am Mike Smith makes a motion to recess the meeting until the arrival of Jim Ramsay and Bob Hackett. Ron Sandstrom seconds the motion and the motion passed 2-0. Filming is stopped at this time.

At 10:20 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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