[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/01/CM122215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
December 22, 2015

The Board of Commissioners met at 8:00 am on Tuesday, December 22, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:05 am). Also present was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

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. 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 roads are in good condition. The crew is repairing pot holes where possible. Cutting of tree limbs over roads is being done. The sander for the International 7400 has been worked on and is now functioning properly. The wall to separate the oil tank and furnace in the garage has been built. Madison Fire will be notified. The road culvert location project is ongoing and has identified 185 road culverts within the District. Larry Leonard states that Chadwick BaRoss will be sending information regarding extended warranty for the backhoe and road grader. Ron Sandstrom states that a steel tracked machine appears to have been driven on Oak Ridge Road. Kelly Robitaille will check the area for damage to the pavement. Kelly Robitaille is informed that the Commissioners have authorized closing at noon on Christmas Eve.

3. Water

Replacement radios are being worked on for the SCADA system by Tom Therrien of Electrical Installation. Engineer Paul Fluet will be followed up with on the tank lining bid dates.

4. Administration

Chad Roberge of Avitar has sent an email stating that the script had been sent for the SQL database. A follow up will be sent as the information has not been received.

A safety meeting is scheduled following this meeting.

The next Asset Management meeting will be scheduled for January.

Encumbering of funds is discussed. Mike Smith makes a motion to encumber $20,000 for Oak Ridge Road construction; $17,378.85 for Middle Shore at Geneva Place construction and $2,201.46 towards extending warranty for the new truck from the 2015 Warrant. Ron Sandstrom seconds the motion. Discussion ensues about allowing the funds remaining in these Articles to go into the Unassigned Fund Balance. The Unassigned Fund Balance could then be used to offset the cost of any 2016 Warrant Article chosen. Mike Smith moves to amend the motion to encumber $2,201.46 for purchase of the extended warranty for the 2015 Terra Star. Ron Sandstrom seconds the move to amend. Motion passed 3-0. Discussion on use of Unassigned Fund Balance to offset the cost of Oak Ridge Road construction ensues. Tax rate impact of the Warrant and keeping the tax rate controlled within the proposed Articles is held. The need for a plan for pavement preservation is discussed.

A list of items discussed throughout the year for potential inclusion in the 2016 Warrant is reviewed.
Mike Smith makes a motion to create an Article for $5,000 for beach testing and tree removal at the Lodge. Ron Sandstrom seconds the motion. Discussion ensues on separating these items into two Articles. Ron Sandstrom moves to amend the motion to create an Article for beach testing and an Article for tree removal with $4,000 being assigned to trees and $1,000 for beach testing. Mike Smith seconds the amendment. Motion passed 3-0.
Creation of an Article for survey and design for drainage on Little Loop and Altdorf is discussed. Mike Smith makes a motion to create an Article for survey and design of Little Loop and Altdorf with funds to come from the Road Construction Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to not include the sander rack roof. Ron Sandstrom seconds the motion and the motion passed 3-0.
Placing of bollards at the corners of the DPW II garage and the back of the DPW building is discussed. Ron Sandstrom makes a motion to not include this on the Warrant. Mike Smith seconds the motion and the motion passed 3-0.
Building of a storage shed for the water department is discussed. Mike Smith makes a motion to not include this item on the Warrant and fund through the 2016 Water Extension Fund Article. Ron Sandstrom seconds the motion. Discussion is held on the need for this building. Motion passed 3-0.
Oak Ridge Road reconstruction will be included on the Warrant. Bids will be due January 11, 2016.
Ron Sandstrom makes a motion to include extending of the term limit for Clerk and Treasurer. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to place creation of an Expendable Trust Fund for Health Insurance in the amount of $35,000 with funds to come from the Unassigned Fund Balance. Ron Sandstrom seconds the motion. Discussion is held on reducing the Operations/Highway Budget on the floor of the Annual Meeting should this Article pass. Ron Sandstrom adds that this Article should be early on the Warrant. Funding is discussed as Ron Sandstrom states he would like to offset Oak Ridge Road construction as much as possible. Motion passed 2-1 with Larry Leonard against stating that he does see the reason for this fund.
Mike Smith makes a motion to not include fencing for the side of the DPW II building. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an Article for $8,000 for purchase of an extended warranty for the 2015 Terra Star, offset by $2,201.46 encumbered funds. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to not include Muddy Beach pumps and controls and fund through the 2016 Extension Fund Article or the water system Capital Reserve Fund. Ron Sandstrom seconds the motion. Discussion ensues with Larry Leonard stating favor for informing the water users of the intent to rehabilitate the station. Motion passed 2-1 with Larry Leonard against not placing this item on the Warrant.
Ron Sandstrom makes a motion to include matching Asset Management Grant funds if the VDOE application is approved for funding. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an Article for design and permitting of a permanent fix for Grison and Burgdorf roads. Ron Sandstrom seconds the motion. Discussion ensues on the need to act on this item, with Larry Leonard stating that the repairs made this year should hold for many years. Motion passed 2-1 with Larry Leonard against including this on the Warrant.
Ron Sandstrom makes a motion to include a $20,000 Article for pavement preservation. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to include an Article for extended warranty purchase for the backhoe and road grader. Mike Smith seconds the motion and the motion passed 3-0.
The proposed 2016 Operations/Highway Budget and Water Budget are reviewed.
Telecom will be changed to $2,000.
Numbers for the NHRS will be checked.
Mike Smith makes a motion to adopt the 2016 proposed budgets as amended. 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 $9,269.00. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve the manifest in the amount of $11,972.75. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 3-0. Larry Leonard makes a motion to release the held check payable to Chadwick BaRoss for grader repairs. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of December 7 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he was not present at that meeting.

7. Commissioners Reports

Mike Smith discusses off peak meter usage for the water system. The charges that would be incurred should the District change to off peak are outlined. Some questions still exist on the total potential benefit of this program. Changing to propane for heat at the pump houses is discussed.

8. Signature Items

Work order 1106 for replacement of the starter for the Chocorua booster pump in the amount of $500 is presented. Ron Sandstrom makes a motion to approve work order 1106. Larry Leonard seconds the motion and the motion passed 3-0.

Work order 1105 for requested seasonal shut offs to the water system is presented. Ron Sandstrom makes a motion to approve work order 1105. Larry Leonard seconds the motion and the motion passed 3-0.

The Health Trust insurance agreement signed in November was missing a signature in one place. Ron Sandstrom makes a motion to sign the Agreement. Mike Smith seconds the motion and the motion passed 3-0.

A time off request is presented. Ron Sandstrom makes a motion to approve the time off request. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve a work order for repairs to Reinach pump house in the amount of $2,600. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve a purchase order in the amount of $1,250 for purchase of a backup for the chemical injection pumps. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Ian Hayes sent the information previously approved for repairs to the Reinach pump house.

Madison Police have been notified of the impounded watercraft that was located on the beach after November 11.

10. Scheduled Appearances
11. Other Business

The next meeting to be held is discussed. Mike Smith makes a motion to recess this meeting until December 30 at 9 am. Ron Sandstrom seconds the motion. Discussion is held on the ability to post a meeting should the need arise. Mike Smith withdraws the motion.

Next meeting will be held Monday, January 4, 2016 at 8 am.

12. Public Comments

At 10:25 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) property matters. Mike Smith seconds the motion. Motion is called via roll call vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Mike Smith makes a motion to seal the minutes of the Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11:00 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator