[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/12/CM112315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 23, 2015

The Board of Commissioners met at 9:00 am on Monday, November 23, 2015. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Commissioner Mike Smith participated telephonically. Also present was Kelly Robitaille (hwy). The meeting was taped by Tim Hughes for Madison TV.

At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom makes a motion to call Mike Smith. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith joins the meeting.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports on the repairs to Grison and Bergdorf. Both roads are now open. Some work on the outlet sides of the culverts is still to be completed.

Kelly Robitaille requests a purchase order in the amount of $430 for chains for the International 7400. Ron Sandstrom makes a motion to approve up to $430 for chains for the International 7400. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
Kelly Robitaille reports that a culvert on Upper Lakeview needs to be replaced. Based on the depth, a metal culvert should be used at this location. A 15 inch metal culvert will cost $300. Mike Smith makes a motion to approve up to $300 for replacement of the culvert on Upper Lakeview. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. The DPW phones are discussed. Kelly Robitaille states that he would like to check for available upgrades. Ron Sandstrom makes a motion to pursue upgrades for the DPW phones. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. The second publication for the help wanted ad for snow plow operators appeared in Saturday’s paper. The one application received has been given to Kelly Robitaille for review. Mike Smith questions if the culvert intended to be placed on Eidelweiss Drive is within 250 feet of the pond. Kelly Robitaille will measure and report. The needed drainage easement to place the culvert is being drafted by Attorney Dan Crean. Mike Smith makes a motion to create a work order for taking of the measurement from the pond. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

3. Water

Follow ups will be done with Ian Hayes and Tom Therrien on the status of open work orders. Mike Smith discusses the need to complete the electrical change over work at Jungfrau station this year for funding from the Water Extension Fund.

4. Administration

The Madison Fire Department completed the walk through of buildings last week. Mike Smith makes a motion to create a work order for the fire wall needed between the oil tank and oil burner. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The motion log is reviewed and discussed. Larry Leonard makes a motion to place the unreturned metal detectors on Craig’s List. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The response from Neighborhood Energy regarding the question of off peak metering is unclear. Discussion is held on additional contact to clarify the answer. Larry Leonard will contact Tad Dziemian for clarification.

The Asset Management Committee unanimously recommended a request to the Commissioners to move forward with Avitar Associates for creation of the VDOE asset maps. The authorization to Paul Fluet in the amount of $500 for plotting of isolation valves is discussed. Larry Leonard makes a motion to place a hold on Fluet Engineering work on plotting of isolation valves. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. Ron Sandstrom makes a motion to move forward with Avitar Associates. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. Ron Sandstrom makes a motion to have the Asset Management Committee quantify the data fields and calculate the cost of the map production. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. Mike Smith makes a motion to pursue a 2016 NH DES Grant for Asset Management and to authorize Ron Sandstrom to sign the application out of public session. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,644. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The cost estimate from Fluet Engineering for creation and handling of bid specifications for the reconstruction of Oak Ridge Road is discussed. The cost for creation and handling of the bid package is $4,500. Mike Smith makes a motion to have Fluet Engineering proceed with the bid process. Ron Sandstrom seconds the motion. Larry Leonard discusses engineering costs for 2015. Motion is called via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard against incurring additional engineering costs and the motion passed 2-1.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 16 checks for a total of $31,868.75. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Larry Leonard makes a motion to hold check 2667, payable to Chadwick BaRoss for work on the road grader in the amount of $1,111.38. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. Mike Smith moves to amend the motion for approval of the manifest to 15 checks for a total of $30,757.38. Ron Sandstrom seconds the amendment. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

6. Minutes

The minutes of 11-15 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

7. Commissioners Reports

The option of off peak pumping for electric savings will be analyzed for review.

8. Signature Items

Work order 1102 for removal of any remaining watercraft from all beaches and racks is presented. Ron Sandstrom makes a motion to approve work order 1102. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The water testing contract from Granite State Analytical is reviewed and discussed. This contract is in the amount of $3,648 for required monthly, quarterly and annual testing per NH DES requirements. Ron Sandstrom makes a motion to contract Granite State Analytical for water system testing for 2016 and sign the contract. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

An inspection was completed for a requested Driveway Permit for Operation for the property at 19 Aspen. Inspection report reviewed. Ron Sandstrom makes a motion to approve and sign the Driveway Permit for Operation. Larry Leonard seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

9. Correspondence

Correspondence from the third party electric provider has been discussed.

A 91-A request for water usage data has been received and responded to.

The Town of Madison has confirmed the VDOE tax rate at $4.66 per thousand of valuation.

10. Scheduled Appearances
11. Other Business

The Auditor will be in for initial review of the books for completion of the 2015 audit on December 9.

Follow ups were sent to NH DES regarding placement of the water storage building and to providers of GPS tracking units for the trucks.

The next Commissioners meeting is discussed. The next meeting will be Monday, December 7, 2015 at 9 am.

12. Public Comments

At 10:28 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (d) property. Mike Smith seconds the motion. Motion is called via roll call; Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

No motions were made during this session.

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, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator