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VILLAGE DISTRICT OF EIDELWEISS
Board of Commissioners
January 25, 2016
The Board of Commissioners met at 8:00 am on Monday, January 25, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. 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.
- 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 the roads are in good shape. Brandon Drew of High St Sand & Gravel has announced that he is working his sand pile and has sand available at a cost of 9.50 per ton. Other vendors are currently over $10 per ton. Mike Smith makes a motion to approve $1,100 or 5 truckloads of sand. Ron Sandstrom seconds the motion. Discussion on storage capacity and amount to be ordered is held. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to approve $1,500 for sand. Mike Smith seconds the motion and the motion passed 2-0. Ron Sandstrom discusses a spreadsheet of the collected information pertaining to road culverts that has been developed with the 182 culvert location sheets that were turned in. The information will be reviewed with Kelly Robitaille.
- Water
Ian Hayes has notified the office that Muddy Beach Well #2 is off line. Hartley Well has been notified. A purchase order in the amount of $2,000 for pulling of Muddy Beach Well #2 is presented and reviewed. Ron Sandstrom makes a motion to approve the purchase order for Hartley Well to pull the well pump in the amount of $2,000. Mike Smith seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have the office send Tom Therrien of Electrical Installation an email with the projects and completion dates from the last meeting. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on the addition of an item called “project planning” that has been added to the action list. Mike Smith makes a motion to remove this item from the action list. Ron Sandstrom seconds the motion and the motion passed 2-0.
- Administration
Audit information is discussed. The retention policy for the Unassigned Fund Balance is discussed. The level of the retention and the wording on the policy is discussed. Clarifying in the wording that the water budget is not included; the 33% retention is the Operation/Highway budget. Mike Smith makes a motion to have Nancy Cole review and update the wording for presentation to the Board. Ron Sandstrom seconds the motion and the motion passed 2-0. Continued discussion is held on the Unassigned Fund balance, cash flow, and the use of TAN notes.
The draft maps for water system valve locations are being reviewed and updated as needed. The lot type, showing lot or home will be added as a layer. Isolation valve location plotting is discussed; a layer showing directional control of flow will be added. The data from the isolation valve coordinates will be sent to Chad Roberge.
The 2016 Warrant is discussed. The Board is questioned if changes are wanted to any of the Articles. Article 2, the bond for the Reconstruction of Oak Ridge Road, is discussed. Mike Smith makes a motion to send a letter to G.W. Brooks notifying them of intent to issue Award of Contract pending approval of funding at the VDOE Annual Meeting; and amend the Warrant Article amount to $243,750 which includes 8% Project Management and 17% contingency; funding is to include $30,000 from the Unassigned Fund Balance. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ron Sandstrom discusses employee bonuses. Ron Sandstrom states that creation of a separate line item for an employee bonus would not beneficial to the District. Establishment of a Bonus Policy is discussed. Ron Sandstrom distributes a draft of the proposed policy for consideration and discussion. This will be discussed next week.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,650.83. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. An error in hours on the report for a part time employee is identified. Mike Smith moves to amend the amount of payroll to $6,714.83. Ron Sandstrom seconds the amendment and the motion passed 2-0.
Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 13 checks for $14,291.93. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
- Minutes
The minutes of the Public Hearing of January 22 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
- Commissioners Reports
Ron Sandstrom discusses the candidate list for 2016.
Mike Smith makes a motion to send a postcard for the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to include no action to be taken on Middle Shore project at this time in the letter to G.W. Brooks. Ron Sandstrom seconds the motion and the motion passed 2-0.
- Signature Items
The updated Health Trust agreement recognizing addition of the COBRA agreement is presented. Ron Sandstrom makes a motion to sign the updated agreement. Mike Smith seconds the motion and the motion passed 2-0.
- Correspondence
The Eidelweiss Property Owner’s Association (EPOA) has requested use of Geneva Beach for a beach party February 14. Mike Smith makes a motion to approve the EPOA request. Ron Sandstrom seconds the motion and the motion passed 2-0.
Guidance on sealing minutes of non-public sessions has been received. Mike Smith makes a motion to reconsider the vote to seal the minutes of the Non-Public Session of December 14, 2015 regarding employee bonuses and unseal these minutes. Ron Sandstrom seconds the motion and the motion passed 2-0.
- Scheduled Appearances
- Other Business
- Public Comments
At 9:03 am Ron Sandstrom makes a motion to enter non-public session pursuant to RSA 91A-3, II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.
Motions and votes of non-public session:
Mike Smith makes a motion to update the employee handbook to reflect mandatory enrollment in the NH Retirement System upon hire. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to waive the time limit for buying service credit with the NH Retirement System and allow Nancy Cole to buy back her first year of employment. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ron Sandstrom makes a motion to update the employee handbook to reflect holiday hours as hours worked. Mike Smith seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to have the office contact the NH Retirement System to determine the VDOE liability to the retirement system due to the enrollment oversight. Ron Sandstrom seconds the motion and the motion passed 2-0.
At 10:30 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator