[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/07/CM060315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 3, 2015
The Board of Commissioners met at 8:00 am on Wednesday, June 3, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille and Bob Goddard (highway). The meeting was taped for Madison TV by Tim Hughes.
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At 8:05 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mike Smith makes a motion to add housekeeping before Commissioners Reports and approve the agenda as amended. Ron Sandstrom 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 air conditioning in the grader is not working. The Volvo technician is scheduled to do this repair this week. The weld on the pull behind roller has released and the roller cannot be used in current condition. Leasing or renting of a compacting roller is discussed. Chadwick-BaRoss has a machine that could be leased to own over a 7 year period for a total price of $75,000. MB Tractor rents compactors for $1,200 per month; $500 per week; or $150 per day. The need to compact roads after grading is discussed. Ron Sandstrom makes a motion to rent one from MB Tractor for one month. Mike Smith seconds the motion. Discussion ensues. Larry Leonard comments on the road plan and the need to see what roads are to be graded to determine if machine is needed. Ron Sandstrom agrees that the road plan and priority list needs to be worked on; however, not working effectively is not cost effective. Kelly Robitaille adds that ditching was done on Salins prior to grading of the road, adding time to that road while shifting other work as a result. Weather, ditching, response to washouts, time sensitive work such as rafts and picnic tables, etc. are all factors that will shift the work plan. Discussion on the continued use of part time employee Tony Eldridge for grader operations is held. Kelly Robitaille states that three persons for grading projects are effective and that the crew is still learning full operations of the machine. Motion is called to a vote and the motion passed 3-0. Kelly Robitaille states that the fittings for changing the backhoe bucket are still an issue. Volvo is working on this issue which is affecting the product line, not just Eidelweiss. The road plan will be updated for the next meeting. Discussion on crack sealing is held. The VDOE has not used this machine since the burn injury to an employee. Cold patch into potholes on paved roads is discussed. Asphalt shimming on larger paved areas that need repair is discussed. Mike Smith makes a motion to have the office pursue crack sealing vendors with pricing. Ron Sandstrom seconds the motion and the motion passed 3-0. Estimates for the road work approved at the Annual Meeting are expected. A meeting with Bob Wirling is scheduled. Mike Smith discusses establishing a plan for the DPW portion of the approved work. A work order will be issued for any of the Warrant Article work to be completed. DPW inventory list will be updated by the crew. Maintaining of the list going forward will be done. Drainage on Little Loop is discussed. The homeowner of 4 Little Loop requested to meet and discuss drainage near his property with Kelly Robitaille. Road water is washing out the driveway to this property. A culvert under the road with the outlet along the side of the driveway would correct the issue. One large tree next to the driveway would need to be removed. The homeowner has stated he is willing to remove the tree to allow the work to be done. Nancy Cole outlines the close proximity to the pond that this culvert outlet would have and the potential need for a permit from the Department of Environmental Services. Mike Smith makes a motion to have Paul Fluet review the drainage in this area. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to the homeowner will be prepared. The year to date budget is reviewed with the Highway personnel. Highway expenditures are currently at 46% of budget and we are currently 42% through the year. This is within expected variances given that certain line items are more heavily expended during the winter months; salt; sand; heat, etc. The road maintenance/gravel line item is discussed. Kelly Robitaille will check to see if line painting is needed this summer. The new truck is expected at Liberty International mid-August. Trimming of trees over roads is needed. Mike Smith discusses the level of the pond and the boards in the dam. Ron Sandstrom makes a motion to approve Mike Smith have direct contact with the office regarding the level of the pond for removal or addition of boards to the dam. Mike Smith seconds the motion and the motion passed 3-0. Discussion on the approval of creating a garden area in front of the office by the EPOA is held. Ron Sandstrom makes a motion to invite Ralph Lutjen to an upcoming meeting for discussion on the plans for the office garden. Mike Smith seconds the motion and the motion passed 3-0. Work that is being done at 23 Diessbach is discussed. A NH Department of Environmental Services permit for building of a boardwalk exists. The specifics of the permit are not known. There is not a Town of Madison building permit visible at the site, Code Enforcement will be checked with to see if a permit is needed.
3. Water System Planning
Ian Hayes, water operator, is expected at next week’s meeting. Chemical injection room work is progressing. Discussion on transducers is held. Larry Leonard outlines that the specification for the proposed transducers has been sent to Engineer Paul Fluet. No response has been received as of today. Approval from Paul Fluet for all equipment within the water system is outlined. Mike Smith states that the request was for the Engineer to specify the transducer, not the water operator. Proper use of the Engineer is discussed. Larry Leonard responds that this is not the Engineer’s expertise and that review of supplied information for approval is cost effective. Mike Smith outlines that Larry Leonard has traveled a solo path and that he has possibly incurred charges to the VDOE. Discussion continues. Ron Sandstrom recommends a note to all vendors that no costs are to be incurred from discussion with one commissioner. Discussion on acting as a Board is held. The role of the Board to manage the systems of the District as a team is outlined. Actions require votes of the Board to pursue. Mike Smith suggests limiting access to vendors by individual commissioners. The emails to Paul Fluet regarding Muddy Beach station are outlined and discussed. Larry Leonard’s initiation of these emails without inclusion of the remainder of the Board is discussed by Ron Sandstrom. Larry Leonard responds that it was discussed. Ron Sandstrom reiterates that a note to the vendors would help in situations going forward. Mike Smith makes a motion that when the Board of Commissioners contacts a vendor, the VDOE will pay the bill; if an individual contacts a vendor and incurs a charge; the individual will pay the bill. Ron Sandstrom seconds the motion. Discussion ensues. Emails from/to Paul Fluet and Larry Leonard are reviewed. Ron Sandstrom outlines that projects to be worked on and engineered are to come from the Board. Larry Leonard states Asset Management. Additional discussion on proper work flow is held. Mike Smith adds that Muddy Beach Well #2 has only run for 6 weeks since January; adding that he feels Paul Fluet is being misled. Review of an additional email from Larry Leonard to Paul Fluet is done. Ron Sandstrom discusses process and design of an unapproved project as an ineffective expenditure of time. Larry Leonard responds that he does not understand the issue. Ron Sandstrom outlines that all work is to be discussed and approved as a Board; not as one individual. This design for Muddy Beach has not been approved by the Board. Larry Leonard states asset management. Mike Smith adds that the project must be approved by the Board, not one Commissioner. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to send a notice to all vendors that no costs are to be incurred when work is not authorized by the Board. Mike Smith seconds the motion. Discussion on authorized work being sent from the office is held. Individual discussions with one Commissioner are not to incur charges. Mike Smith moves to amend the motion to include beginning today. Ron Sandstrom seconds the amendment. Larry Leonard states work being done is asset management. Nancy Cole informs the Board that the Asset Management Committee has not met and has not discussed pump replacement projects. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against this notice to vendors.
4. Administration
Ron Sandstrom outlines that a vote taken at the last meeting was not compliant with RSA 21-G:22. Ron Sandstrom adds that Larry Leonard should have abstained from the vote for compensation for individuals for work on Asset Management. Mike Smith makes a motion to rescind the vote for compensation on the isolation valve project. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining secondary to a conflict of interest. Discussion on establishing a meeting for the Asset Management Committee is held. Discussion is held on the Asset Management Committee making recommendations for the Board to consider on proceeding with the asset management project. Larry Leonard outlines his ideas on how to collect and update the information needed. Ron Sandstrom responds that he would like the Committee to have a meeting to review, discuss and create recommendations for the Board. Ron Sandstrom makes a motion to have the Board of Commissioners pre-approve all expenditures on asset management. Mike Smith seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining.
The total costs for the Oak Station pump replacement will be reviewed next Monday.
The next safety meeting is scheduled for June 24th.
The renewal for the Property and Liability Insurance for the District has been completed. All coverages and covered equipment are reviewed.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,492.41. 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 Water Usage fees collected to date are $161,878.00.
Accounts Payable
Mike Smith makes a motion to approve 22 checks for a total of $20,384.36. 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
The minutes of 5-11 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of 5-18 are presented. 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
Larry Leonard states that the cleaning of the pump houses has been completed. Larry Leonard distributes work orders he created for water system projects. Mike Smith states that the 10 HP pump at Jungfrau is not to be relied on and that the Board should discuss with Engineer Paul Fluet. Discussion on setting up a conference call with Paul Fluet next Monday is held. Mike Smith adds that he would like confirmation of the priorities for the District. Mike Smith makes a motion to set up a conference call with Engineers Paul Fluet and Nick Sceggell for Monday. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard presents a purchase order for purchase of a SCADA program called XL Reporter. This program will be reviewed prior to authorizing purchase.
8. Signature Items
A letter to the homeowners of 19 Oak Ridge outlining restoration of the cut out created by the DPW in 2012 is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work orders will be on hold for further review.
Mike Smith makes a motion to approve a time off request. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence
Pictures of damage done to the pavement on Blinden Drive at the construction site for #12 have been submitted by Mark Graffam. Mike Smith makes a motion to send a letter to Glenn Builders including the photo for repair of the area. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ralph Lutjen has sent information on the building of a garden area in front of the office. Mr. Lutjen will be invited to attend an upcoming meeting to discuss the work with the Board.
The Loon Society has sent information on a new field Biologist who will be working with them this summer.
Nicole Linton has contacted the office with an offer to replace the basketball hoop and net that is broken at Eidelweiss Beach. The Linton’s will be asked to donate the item and the VDOE DPW will install.
10. Scheduled Appearances
11. Other Business
The Capital Reserve Fund articles approved at the Annual Meeting are being worked on.
NH Retirement System has sent a reminder of the rate increase that goes into effect July 1.
12. Public Comments
At 10:35 am Mike Smith makes a motion to take a 10 minute break. Ron Sandstrom seconds the motion and the motion passed 3-0.
Meeting resumes at 10:45 am.
At 10:55 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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