[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM030716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 7, 2016

The Board of Commissioners met at 8:00 am on Monday, March 7, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille and Bob Goddard (hwy). The meeting was filmed 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 add a non-public session and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Asplundh Tree will be on hold until after the reduced road weight limit is removed. The trucks are too heavy to continue working at this time. A quote has been received from Chadwick-BaRoss for the 1000 hour service for the backhoe in the amount of $3.404.55. Mechanic Mike Parsons can handle the service at a cost of $1,600 plus parts. Mike Smith makes a motion to have Kelly Robitaille approach Chadwick-BaRoss for a price reduction. If no reduction is given approve Mike Parsons to perform the 1000 hour service on the backhoe. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille reports that the roads are very soft with some pot holes and will be raked when possible. The reconstruction of Oak Ridge Road is discussed. The Board is informed that contact with David Chase of Conway has been made and that Mr. Chase has fully retired. Options for a clerk of the works for the project are still being looked into. Paul DegliAngeli of Conway has been contacted for recommendations.
The budget is reviewed and discussed. Mike Smith makes a motion to approve up to $3,000 for sand if High Street Sand & Gravel will offer the same price. Ron Sandstrom seconds the motion and the motion passed 2-0.
The crew is informed that access to the wells at Muddy Beach will be needed; the access road will need to be cleared and stabilized for the equipment to gain access to the wells.
The damaged car on the lot at 14 Aspen and the response from Madison to the request for removal of the car are discussed. Mike Smith makes a motion to request the Town place a safety fence around the car. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water

Work at the Jungfrau station is continuing. The meeting with the contractor that bid on the tank lining project is scheduled for March 28 at 11am. Mike Smith makes a motion to have Paul Fluet view the Jungfrau station upgrades when in the District; schedule the Oak Ridge Road kick-off meeting for that afternoon; and review Aspen while here. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

Safety meeting will be held March 16 as Kelly Robitaille will not be in this Wednesday.
The scanned file of the current policies will be sent to Mike Smith.
The water rate calculation for 2016 with varying contingency percentages will be distributed this week so that the water rate can be set next week.
The Asset Management meeting set for Saturday will be moved due to the Town of Madison Annual Meeting being held this Saturday.
Mike Smith makes a motion to approve up to $1,500 for Scott Hayes & Ian Hayes to continue work on the isolation valve location project. Ron Sandstrom seconds the motion and the motion passed 2-0.
February daily water usage report has been distributed.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 13 checks for $22,189.60. Ron Sandstrom seconds the motion. Checks and invoice are reviewed and discussed. Ron Sandstrom makes a motion to increase the salt purchase order amount to $3,109.05. Mike Smith seconds the motion and the motion passed 2-0. Motion to approve manifest is called to a vote and the motion passed 2-0.

Mike Smith makes a motion to take a 5 minute break to sign checks. Ron Sandstrom seconds the motion and the motion passed 2-0. Filming is stopped for 5 minutes.

6. Minutes
7. Commissioners Reports

Ron Sandstrom states that he is preparing updates to the database for Asset Management.

Mike Smith makes a motion to name Ron Sandstrom Chair for 2016. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to post the results of the Annual Meeting on the website. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to have Mike Smith act as project manager for the pump install and related work at the Jungfrau station. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to request Treasurer Dinah Reiss proceed with the Oak Ridge Road reconstruction project loan. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to pay the Supervisors of the Checklist the same as last year and to process payment to the Clerk and Moderator for the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to contact Rick Skarinka of NH DES regarding the time line for access to SRF funds, the process if a new bid is needed to be completed, the process for accessing additional funds and inquire of any projects know to be completed by 3-G Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve up to $100 for flowers for the funeral of Kelly Robitaille’s mother.
Ron Sandstrom discusses updating the signs at the Huttwil mailboxes so that the VDOE information is more prevalent as outlined last year. Mike Smith makes a motion to explore a banner for the bulletin board with the VDOE website. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

The Department of Revenue MS-60 for statement of audit status is presented. Mike Smith makes a motion to sign and submit the MS-60. Ron Sandstrom seconds the motion and the motion passed 2-0.

A letter to G. W. Brooks for the funding approval of the Oak Ridge Road project is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The monthly rental check for the Coleman Tower site has been received.
NH Municipal Association has sent the bi-weekly News Link.

The Town of Madison response to the request for removal of the damaged car at 14 Aspen has already been discussed.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 9:00 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Ron Sandstrom seconds the motion. Motion is called via roll call 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 seal the minutes until resolution of the matter discussed. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

At 9:45 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 Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator