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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 6, 2015

The Board of Commissioners met at 8:00 am on Monday, April 6, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present was Kelly Robitaille (highway). 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 approve the agenda as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all equipment is in good shape. The roller needs to be welded. Tony Eldridge will look at the roller to see if it is repairable. Mike Smith makes a motion to fix the roller. Ron Sandstrom seconds the motion. Discussion on allocating funds for this repair is held. Mike Smith moves to amend the motion to include allowing up to 6 hours, $150. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0. The wing of the grader hit some culvert headers during snow removal this past season. Discussion on cementing headers is held. Marking of culverts that cannot be lowered so as to allow avoidance during plowing is discussed. Culverts that were damaged during plowing will be listed. Tracking of repairs through work orders will be done. The header on the Big Loop Culvert will be looked at. The road list will be updated to reflect spring conditions. A hole on Upper Lakeview will be filled. Standing water on Porridge View Drive was photographed by Ron Sandstrom. The guard rail on Oak Ridge was also viewed. This will be looked at for repair. The header for the driveway culvert at 1 Oak Ridge was damaged during plowing. This will be listed for repair. The outhouses should be cleaned up prior to construction. Mike Smith discusses pumping of the outhouses. This was done in fall of 2013 and is recommended to be done every 3 years. Some of the toilet seats may need to be welded. Kelly Robitaille will inspect the outhouses and report on any welding that may be needed. Ron Sandstrom states that he will work with Kelly Robitaille on updating the road list Wednesday morning. Mike Smith states that the crew should get gravel and fill potholes. There are some deep potholes on Little Shore and also on Eidelweiss Drive. Mike Smith makes a motion to approve up to $7,500 for gravel. Ron Sandstrom seconds the motion and the motion passed 3-0. The season end bonus for part time employees will be discussed. Budgets are reviewed and discussed.

3. Water System Planning

Electrical Installations personnel worked at Oak Station on Friday. The SCADA programming has been updated to include the new meters. The parts list for recommended inventory will be requested from Ian Hayes. A vendor list will be put together for the tank inspection and lining project. Bid specifications will be prepared. Fluet Engineering will review all specifications prior to release for bid. Mike Smith makes a motion to move forward with the bid process. Ron Sandstrom seconds the motion and the motion and the motion passed 3-0. A list of persons who could be hired to clean the pump houses will be developed.

4. Administration

A safety meeting is scheduled for Wednesday April 29 at 12:30 pm.

The EPOA meeting and possibility of having a Commissioners Meeting follow the EPOA meeting on Memorial Day weekend is discussed.

Oak Ridge Road construction is discussed. Ron Sandstrom would like to hold a Public Hearing on the project, outlining the entire project and cost. Engineering Estimates for Construction are discussed. Inclusion of water main replacement in the project is discussed. The potential use of Granite State Rural Water to mark the location of the water mains along Oak Ridge Rd is discussed. Ron Sandstrom makes a motion to obtain an Engineer’s Estimate of Construction for the reconstruction of Oak Ridge Road from Fluet Engineering. Mike Smith seconds the motion and the motion passed 3-0.

Year to date budgets are reviewed and discussed. The long term debt section will be checked.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 10 checks for a total of $2,246.83. Larry Leonard seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of 3/30 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom states that the fire wall for the computer system will be installed this week. Quotes are being obtained for equipment for internet access for the DPW.

Larry Leonard is tracking the electric usage at each location.

Mike Smith discusses pursuing a maintenance agreement with Electrical Installation. A follow up will be made on the status of the Treasurer’s Agreement for Tax Payments between Treasurer Dinah Reiss and Madison Treasurer Catherine Tilton. Discussion is held on the alteration to the current agreement to be negotiated. Remaining with two payments per year with a reduction in the amount of days following collection in which the VDOE receives payment from 45 to 30 is the intended update. Mike Smith discusses receipt of tax payments on a monthly basis as an option. Per RSA 33, if this option were to be used, the VDOE would collect only what the Town of Madison collected the prior month and may not collect the full amount of taxes raised within any calendar year. Discussion on collection of late payments and amount of delinquencies on tax payments within the District is discussed. Mike Smith makes a motion to obtain the number of and related dollar amounts to any delinquencies on tax payments within the VDOE for the past 5 years. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work Order 1064 for repair of Muddy Beach Well #2 pump is presented. Mike Smith makes a motion to sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

The proposed Credit and Debit card policy is presented. Mike Smith makes a motion to approve the wording and adopt the policy. Ron Sandstrom seconds the motion and the motion passed 3-0.

A day off request from Kelly Robitaille for Friday April 10 is presented. Mike Smith makes a motion to approve the day off. Ron Sandstrom seconds the motion and the motion passed 3-0.

The updates to the Water System Emergency Plan are presented. Mike Smith makes a motion to sign the Emergency Plan. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

A confirmation of order for the new truck has been received from Jim Ramsay of Liberty International.

NH Municipal Association has sent the weekly Legislative Bulletin.
The NH Government Finance Officers Association is holding a seminar in North Conway on May 7 and May 8. Discussion on Nancy Cole and Dinah Reiss attending this seminar is held.

Granite State Analytical has sent the monthly water test results. Results are clean.

Clerk Jay Buckley has requested a review of term limits for the office of Clerk. The Treasurer’s term limit is also looked into. The current one year term or a three year option is available under NH RSA’s.

10. Scheduled Appearances

11. Other Business

Ron Sandstrom makes a motion to change the Monday meeting scheduled for April 20 to Wednesday April 22 at 8 am. Mike Smith seconds the motion and the motion passed 3-0.

The proposed Elected Officials Compensation Policy is reviewed and discussed. Draft will be revised for additional discussion.

Mike Smith makes a motion to include cleaning of the office with the cleaning of the pump houses. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 10:15 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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