[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/03/CM022216.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Board of Commissioners
February 22, 2016
The Board of Commissioners met at 8:00 am on Monday, February 22, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy) and Moderator Bob Ingram. Engineer Nick Sceggell joined the meeting in progress at 9:50. 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 add Bill Ingram’s parking request to other business and approve the agenda as amended. Larry Leonard seconds the motion and the motion passed 3-0.
The action list is reviewed and discussed.
- Highway Department Report
Kelly Robitaille reports that all equipment is in good condition. Roads are being maintained and treated as needed. The ice last week was a challenge. Additional sand will be needed. Mike Smith makes a motion to approve a Purchase Order for $3,000 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. Salt is discussed; two loads are requested. Mike Smith makes a motion to approve a Purchase Order for $3,000 for salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille is informed that a plan is being developed for the numbering and marking of the road culverts this spring.
- Water
An update on Muddy Beach Well #2 has been received from water operator Ian Hayes. The bid opening for the tank inspection and lining project is at 10 am.
- Administration
Safety meetings will be held the second Wednesday of each month.
The draft audit has been received. The Management Discussion and Analysis will be finalized.
Preparation for the Annual Meeting is discussed. Moderator Bob Ingram discusses having any amendments the Board will propose prepared and sent to him in advance. The budget detail worksheet will also be sent. Mike Smith makes a motion to include the NH DES correspondence on Grison and Burgdorf Roads in the meeting handout. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to include the road plan in the meeting handout. Mike Smith seconds the motion and the motion passed 3-0. A presentation that will be given prior to voting on Article 11 for Asset Management will be given by Asset Management Committee member Larry Sodano. The presentation will be sent electronically to Bob Ingram. Articles 12 through 16 will need wording only. Review of the handout packet will be given at the meeting prior to moving of Article 2.
The audited Unassigned Fund Balance and available Unassigned Fund Balance dollars to be spent on the Warrant are reviewed and discussed. Mike Smith makes a motion to amend Article 3 to $27,500. Ron Sandstrom seconds the motion. Discussion continues on reduction of $13,000 of Unassigned Fund balance dollars needed. Maintaining a level tax rate is discussed. Mike Smith withdraws the motion. Discussion is held on funds that may be needed for NH Retirement System liability. Should all employees buy back all available time, the potential liability is estimated to be up to $20,000. Increasing the Retirement System line within Employee Benefits by $7,000 would create an estimated tax rate of $4.66. Discussion is held on using various Articles to reduce the funds to be appropriated from the Unassigned Fund Balance. Ron Sandstrom makes a motion to amend Article 3 to $25,000 from the Unassigned Fund Balance while maintaining the $35,000 reduction to the Medical Insurance within Employee Benefits by $35,000. Mike Smith seconds the motion. Discussion ensues on remaining reduction to Unassigned Fund Balance appropriations. Ron Sandstrom moves to amend the motion to $20,000 to be raised from the Unassigned Fund Balance for Article 3. Larry Leonard seconds the motion to amend and the motion passed 3-0.
Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 13 checks for $34,997.38. Ron Sandstrom seconds the motion. Checks and invoice are reviewed and discussed. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to hold this manifest as non-public information until Friday, February 26. Ron Sandstrom seconds the motion and the motion passed 3-0.
- Minutes
- Commissioners Reports
Mike Smith makes a motion to contact the Town of Madison for removal of the car at 19 Aspen. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to update the Retirement System eligibility in the employee handbook to the first day of employment. Ron Sandstrom seconds the motion and the motion passed 3-0.
- Signature Items
Draft response to NH DES correspondence regarding the recent work on Grison and Burgdorf roads is reviewed and discussed. Suggested updates to the letter received from Larry Leonard are discussed. Pictures of the completed work that Larry Leonard has are viewed. Mike Smith makes a motion to include these pictures in the response. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against including the pictures. Engineer Nick Sceggell is requested to give input on the response to DES. Nick Sceggell reviews the documents and makes recommendations. Ron Sandstrom makes a motion to finalize page 1 as amended. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to include the photos of the completed work. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to finalize page 2 as amended and sign the document out of session when updates have been completed. Mike Smith seconds the motion and the motion passed 3-0.
- Correspondence
Granite State Analytical has sent the first quarter chemical testing, monthly bacteria and pH testing results, and nitrate testing results for the water system. All results are compliant with standards.
The monthly rental check for the Coleman Tower site has been received.
NH Municipal Association has sent the bi-weekly News Link.
- Scheduled Appearances
Engineer Nick Sceggell joins the meeting for the bid opening scheduled for 10 am today for bids on the Tank Inspection and Lining project.
One bid has been received. The qualification of the bidder that would occur following the opening of the bid is outlined. Ron Sandstrom makes a motion to open the bid. Mike Smith seconds the motion and the motion passed 3-0.
Complete Bid received from 3G Construction - $121,000
Fluet Engineering will qualify the bid and bidder.
- Other Business
Resident Bill Ingram has delivered a request to continue parking the commercial truck at the Huttwil parking lot. Mike Smith makes a motion to approve the request from Bill Ingram to continue parking the truck in the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of the Safety meeting of February 10 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Asset Management Committee meeting minutes of February 13 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-1 with Ron Sandstrom abstaining.
- Public Comments
At 10:50 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 11:00 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, Larry Leonard yea and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator