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VILLAGE DISTRICT OF EIDELWEISS
Board of Commissioners
February 1, 2016
The Board of Commissioners met at 8:00 am on Monday, February 1, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:03 am). Also present was Kelly Robitaille (hwy). Engineer Nick Sceggell joined the meeting at 9:20 am. 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 roads are in good shape. Some punch outs will be made prior to the forecasted rain. Some tree branches will be cut back this week. Planning for 2016 is to be completed. The culvert maintenance worksheet will be forwarded to Kelly Robitaille. Dinah Reiss and Tommy Gunn of the Asset Management Committee will be working on numbering the road culverts for installation of tags in the spring. Ian Hayes will contact Kelly Robitaille on clearing a path to the Muddy Beach Wells.
- Water
SCADA work is progressing for both the chemical room and off peak pumping model. The radios have been received. The invoice has been forwarded to the auditor for the accounts payable file. Engineer Nick Sceggell will update the hydraulic model when he arrives this morning. The pre-bid meeting for the water tank lining project is scheduled for 10 am today.
- Administration
A safety meeting will be held in February.
The motion log will be targeted for review the third meeting of each month.
The policy wording for the Unassigned Fund Balance is to be reviewed.
The VDOE Annual Report was completed last week and submitted to Madison.
The Asset Management Committee met Saturday and new member Tommy Gunn will work with Dinah Reiss on the numbering sequence for road culverts. GPS coordinates will be taken for all culverts when tagged in the spring. Directional flow data for each culvert will be marked for the maps. The date cleaned for each culvert will be maintained.
The next Asset Management meeting will be February 13 at 9 am.
The Warrant is reviewed and discussed.
Article 2 – Bond for reconstruction of Oak Ridge Road. New numbers were received for the anticipated loan payment based on the reduced amount to be requested. Mike Smith makes a motion to update the loan payment to include the revised 7 year loan payment at $17,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article voted: Article recommended by a vote of 2-1 with Larry Leonard against this article.
Article 3 – Health Insurance Trust Fund. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 4 – Operating\Highway Budget. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 5 – Water System Budget. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 6 – Grison & Burgdorf road culvert Engineering, design and permitting. Board recommendation for Article voted: Article recommended by a vote of 2-1 with Larry Leonard against this article.
Article 7 –Pavement Preservation. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 8 – Purchase Extended Warranty for Terra Star. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 9 – Beach Testing. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 10 – Water Extension Fund usage. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 11 – Asset Management. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 12 – Establish Heavy Equipment Repair CRF. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 13 – Deposit into Road Construction CRF. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 14 – Deposit into Highway Equipment CRF. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 15 – Extension of Treasurer Term limit. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 16 – Extension of Clerk Term limit. Board recommendation for Article voted: Article recommended by a vote of 3-0.
Article 17 for other business that may come before meeting will be added.
Mike Smith makes a motion to produce the Warrant as voted for signing next week. 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 $5,126.56. 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.
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 January 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.
The minutes of January 18 Non-Public session 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 January 25 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 January 25 Non-Public session are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
- Commissioners Reports
Ron Sandstrom discusses establishing a VDOE policy for employee bonuses. Ron Sandstrom makes a motion to adopt the Policy as drafted. Mike Smith seconds the motion and the motion passed 3-0.
Updating of the isolation valve data has been completed and sent to Chad Roberge of Terra Map/Avitar Associates.
The road plan for 2016 work and review of 2015 completed work is being done.
The Annual report was completed last week. Ron Sandstrom makes a motion to put the Annual report on the website. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to update the new hire information to reflect enrollment in the NH Retirement System as a condition of employment and bring wording into compliance. Ron Sandstrom seconds the motion. Larry Leonard is informed that withdrawal from the NH Retirement System is not a current option based on withdrawal requirements. Motion is called to a vote and the motion passed 3-0.
Mike Smith states that he will be attending the meeting with the local State representatives in Albany tonight. Nancy Cole will also be attending.
- Signature Items
Letter to the home owner at 1 Altdorf regarding drainage is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Letter to the home owner at 6 Little Loop regarding drainage is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Letter to the home owner at 4 Little Loop regarding drainage is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Letter to G.W. Brooks for preliminary award of the Oak Ridge reconstruction project pending funding approval is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order for a cutting edge at $240 is presented. Mike Smith makes a motion to authorize the purchase order. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order for sand at $1,500 is presented. Mike Smith makes a motion to authorize the purchase order. Ron Sandstrom seconds the motion and the motion passed 3-0.
- Correspondence
Attorney Dan Crean has confirmed he will attend the Annual Meeting.
A letter from NH DES regarding the recent work on Grison and Burgdorf has been received and is reviewed. The information requested will be put together for the response. Information from the 2012 repairs and 2015 repairs will need to be included as the overflow culverts were originally placed in 2012. Mike Smith makes a motion to include the information regarding the 2016 Warrant Article for Engineering, Design and Permitting for permanent repairs to these roads in the response to NH DES. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against including this information. Larry Leonard makes a motion to review the 2012 repair information. Ron Sandstrom seconds the motion and the motion passed 3-0.
- Scheduled Appearances
Engineer Nick Sceggell joins the meeting in progress at 9:20 am. The hydraulic model update is discussed. Engineer Nick Sceggell outlines that the peak demand calculated for the system is 200 gallons per minute on August 8, 2015. The peak calculated when the testing was done in 2011 was 222 gallons; however, the usage is noted that a pipe break occurred that day. Without a break the peak was calculated at 200 gallons per minute. All reviews of the model shows the pressure as expected for the varying zones. Review shows that no major update of the model is needed at this time. Ron Sandstrom makes a motion to have the Asset Management Committee collect GPS coordinates and elevations for all bleeders within the system. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to update the reviews for the model in another 5 years. Ron Sandstrom seconds the motion. Discussion is held on additional development occurring within the District and demands that may be put on the system. Ron Sandstrom moves to amend the motion to create a policy for a 5 year system demand review. Mike Smith seconds the motion to amend. Motion is called to a vote and the motion passed 3-0.
- Other Business
Off peak electric hours include 8 pm to 7 am Mon-Fri; weekends and holidays.
Mike Smith makes a motion to have the bids due for the tank lining project Feb 22. Ron Sandstrom seconds the motion and the motion passed 3-0.
Preliminary road work plan for 2016 submitted by Kelly Robitaille is reviewed.
- Public Comments
At 8:47 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91A-3, II (d) property. Ron Sandstrom 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.
Motions and votes of non-public session:
Mike Smith makes a motion to seal the minutes of this non-public session until conclusion of the matter discussed. Ron Sandstrom seconds the motion and the motion passed 3-0.
At 8:52 am Ron Sandstrom makes a motion to exit non-public session and resume the Public meeting. 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.
At 9:54 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