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VILLAGE DISTRICT OF EIDELWEISS
Board of Commissioners
January 4, 2016
The Board of Commissioners met at 8:00 am on Monday, January 4, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:04 am). Also present was Kelly Robitaille (hwy), Bob Goddard (hwy), Eric Harlow of Paychex (arrived 9:15 am) and Dinah Reiss (arrived 9:30). The meeting was taped for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
- 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.
- Highway Department Report
Kelly Robitaille reports that storm response went well. The new truck did great; handling the hills well. Salt supply is needed. A Purchase Order for two loads of salt in the amount of $2,500 is requested. Mike Smith makes a motion to approve 2 loads of salt up to $2,500. Ron Sandstrom seconds the motion and the motion passed 3-0. Sand supply is good at this time. The tax payer sand pile has been established. New phones and available options are being looked into. Upgrading to a smart phone will add $30 per month to the current charges. Details will be sent for review. Kelly Robitaille requests review of a plan to create authorized signature ability for purchases at Lowe’s in lieu of the current credit card plan. Ron Sandstrom informs the crew that a good job was done during the storm last week. Mike Smith discusses re-bidding the Middle Shore work. Discussion is held on altering of the specification for re-bidding. Kelly Robitaille reports that Jim Ramsey of Liberty International called during the storm to see how the truck was doing. Ron Sandstrom makes a motion to send a thank you to Jim Ramsey for checking in. Mike Smith seconds the motion and the motion passed 3-0.
- Water
A follow up will be done with Tom Therrien of Electrical Installation on status of ongoing work. The radios and MB well transducers are overdue. Ron Sandstrom makes a motion to set a meeting with Tom Therrien. Mike Smith seconds the motion and the motion passed 3-0. The status of the hydraulic model update will be requested from Paul Fluet. The bleeders have been turned on.
- Administration
A safety meeting was held December 22.
The Fire Chief has been notified that the wall separating the oil burner from the oil tank has been built.
The 2015 Audit is scheduled to begin January 19.
The Management Discussion and Analysis will be worked on.
Alternate providers for electricity are discussed. Additional information will be obtained on rates through a program from Eversource and options available through Tad Dziemian of White Column Solutions. Mike Smith will work on this.
An Asset Management meeting will be scheduled.
Chad Roberge of Terra Map/Avitar Associates will be followed up with on the SQL script for conversion of a table within the Asset Management database.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,322.06. Ron Sandstrom seconds the motion. Report and time cards are reviewed. Motion passed 3-0.
Budgets through 12-31-15 are reviewed. Proposed budgets for 2016 are reviewed. A number transposition was corrected in the NH Retirement line item. Mike Smith makes a motion to post the proposed budgets for 2016 on the website. Ron Sandstrom seconds the motion and moves to include marking the document “Draft”. Mike Smith seconds the amendment. Motion, as amended, passed 3-0.
Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve the manifest in the amount of $5,135.07. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 3-0.
- Minutes
The minutes of December 14 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of December 22 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0
- Commissioners Reports
Ron Sandstrom discusses holding on any options for Oak Ridge Road until the bid opening. Discussion on engineering ensues. Ron Sandstrom makes a motion to investigate road engineer for the District. Mike Smith seconds the motion. Discussion on exploring options is held. Motion passed 2-0-1 with Mike Smith abstaining as he is not sure this is beneficial.
Mike Smith discusses keeping options open for Oak Ridge Road. Pursuit of one portion, such as completing the drainage and then follow up with the road reconstruction may be an option that will need to be discussed further. Ron Sandstrom outlines the overall benefit of doing the entire project. Mike Smith outlines that, depending on the cost, options may need to be given to the voters. Additional discussion will be held following receipt of the bid.
Financing and budgeting of known operational costs for the next few years is discussed. The need for maintenance on all roads is outlined as a challenge that needs to be met by Ron Sandstrom. Overall management of the numbers id discussed.
Mike Smith discusses off peak metering for the pump houses. Rates and potential savings are discussed. Larry Leonard outlines that no savings will occur if the pumps run once during the day. The modeling of off peak pumping hours will be discussed with Tom Therrien of Electrical Installation, SCADA programmer. Work orders and minutes of the prior meeting with Tom Therrien will be distributed for review. An option of swapping the pump houses heat source to propane is discussed. Options for purchasing tanks and installing new heaters is discussed.
- Signature Items
The COBRA Agreement from HealthTrust will be distributed to the Board for signing next week.
- Correspondence
NH Municipal Association has sent the weekly Legislative Bulletin.
NH Municipal Association has sent the bi-weekly News Link.
Neighborhood Energy has sent information showing $3,133 total savings on electricity with the third party supplier chosen.
- Scheduled Appearances
Eric Harlow of Paychex joins the meeting to discuss possible Human Resources needs for the District. An option of establishing a retirement plan outside of the NH Retirement system will be looked into. Ron Sandstrom makes a motion to have Nancy Cole review available options for plans. Mike Smith seconds the motion and the motion passed 3-0.
- Other Business
The 2016 VDOE Holiday list is reviewed. Mike Smith makes a motion to approve the 2016 Holiday list. Ron Sandstrom seconds the motion and the motion passed 3-0.
Thorne Surveyors have been sent notice to cease any work on behalf of the VDOE that may be occurring.
Ron Sandstrom makes a motion to send a Thank you to Tony Eldridge for his work this past summer, adding that we look forward to next summer. Mike Smith seconds the motion and the motion passed 3-0.
Treasurer Dinah Reiss discusses cash flow. A TAN advance of $25,000 will be transferred to the Operating account.
- Public Comments
Dinah Reiss questions notification when news is posted on the website. Ron Sandstrom states that he will work on correcting the issue.
At 9:45 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator