[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM062716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 27, 2016
The Board of Commissioners met at 8:00 am on Monday, June 27, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy) and Treasurer Dinah Reiss. The meeting was not taped for Madison TV.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Ron Sandstrom makes a motion to move signature item of TAN note first and accept the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.
2. Highway Department Report
Kelly Robitaille reports that ditching on all roads around the ponds has been completed. The next area to have the ditches worked will be Chocorua View, Saint Moritz, Huttwil and Bern. The week after the 4th of July holiday is being scheduled for Tony Eldridge and an additional truck driver to be working in the District. Placing of gravel and grading of roads is discussed. Kelly Robitaille will check on the availability of renting the compacting roller. All culverts have now been marked. 192 culverts were located. Gloria Aspinall is taking the GPS coordinates and documenting the condition of each culvert. Kelly Robitaille reports that the welder is not working. The unit will need to be replaced. Kelly Robitaille will obtain a cost estimate. Employee Bob Goddard’s last day will be tomorrow. The ad for a highway employee will be in the paper this week.
3. Water
Mike Smith makes a motion to have Nancy Cole follow up with Tom Therrien on the status of the transducer for Muddy Beach Well #1. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a follow up to Tom Therrien, copying in the EII office, regarding the SCADA off peak programming, the polling sequence for the SCADA radios, Jungfrau station and the chemical injection room schematics. Ron Sandstrom seconds the motion and the motion passed 3-0.
#1 Bristenstock is discussed. The temporary line was placed on Friday to alter the source of water to the house to the Bristenstock line. Mike Smith makes a motion to establish a conference call for 9 am tomorrow with Paul Fluet regarding this property. Ron Sandstrom seconds the motion. Discussion is held on loss of water flow reported at the property Sunday morning at 9:30 am. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to have Paul Fluet correspond with the State regarding placement of a tank and booster pump in the residence of 1 Bristenstock. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to place the Design and Engineering of the Reinach Pressure Zone on the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain the cost of providing the estimate for the engineering. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to provide Paul Fluet with the minutes of this meeting for use in discussion with the State. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have Paul Fluet begin to work on the upgrades needed to secure the water supply for 1 Bristenstock for the winter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith discusses the need to occasionally dig to expose an isolation valve while working on the location project. Mike Smith makes a motion to have Kelly Robitaille use the backhoe to dig valves when needed during isolation valve locating. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to continue this meeting at 9 am Tuesday, June 28, 2016 at 9 am. Ron Sandstrom seconds the motion. Discussion on availability of the Board is held. Motion is called to a vote and the motion passed 3-0.
Mike Smith makes a motion to email Mike and Sally Hassey of 1 Bristenstock the current status update. Ron Sandstrom seconds the motion and the motion passed 3-0.
4. Administration
The next safety meeting will be July 13 at 12:30 pm.
The cash flow report is reviewed. Discussion on cash flow and the effects of projects that are without capital cost, such as ditching, is held. Overall progress within the District on the condition of roads and the water system is discussed. Dinah Reiss adds that she will deliver the TAN note documents to the bank following the meeting.
Policy updates are reviewed. All policies have been reviewed by legal counsel and updated as needed.
Mike Smith makes a motion to adopt the Employee Handbook as revised June 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to note the Fraud Policy as included within the Employee Handbook and not maintain the document as a separate Policy. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to adopt the Mailbox Policy as amended June 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to adopt the Communications Policy as amended June 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to adopt the Visitation Policy as amended June 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to adopt the DPW Equipment Policy as amended June 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to adopt the Unassigned Fund Balance Policy as amended June 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.
Discussion is held on the need for a later review of the Unassigned Fund Balance amount and the effect on cash flow.
Mike Smith makes a motion to adopt the Check Deposit Policy as amended June 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to adopt the Credit & Debit Card Policy as amended June 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to adopt the Elected Officials Compensation Policy as amended June 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to adopt the Vendor Notice Policy as amended June 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to adopt the Metal Recycling Policy as amended June 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 5 checks for $4,535.04. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
6. Minutes
The minutes of June 13 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 June 20 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
7. Commissioners Reports
8. Signature Items
The Tax Anticipation Note (TAN) loan documents are presented. Mike Smith makes a motion to sign the TAN loan documents. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Water Hook Up approval form for 10 Presidential View Drive is presented. Mike Smith makes a motion to approve the water hook up. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Engagement letter for newly hired legal counsel for the District is presented. Mike Smith makes a motion to sign the Engagement Letter for Attorney Chris Boldt of Donohue, Tucker & Ciandella as legal counsel for the District. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 1047 for the Calcium Chloride tank valve is presented. Mike Smith makes a motion to approve purchase order 1047 in the amount of $391. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 1048 for the secondary containment of the Sodium Hydroxide day tank is presented. Mike Smith makes a motion to approve purchase order 1048 in the amount of $275. Ron Sandstrom seconds the motion and the motion passed 3-0.
The updated Member Agreement for Primex is presented. This agreement adds Property-Liability to the existing Worker’s Compensation and Unemployment Compensation coverages. Mike Smith makes a motion to sign the Member Agreement. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Transitional Statement of No Known Losses for the property-liability insurance is presented. There are no known occurrences within the past three years that would result in an insurance claim. Mike Smith makes a motion to sign the No Known Loss statement. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence
A 91-A request for the VDOE audits of 2011 through 2015 was received from David Maudsley. Audits available electronically were sent.
NH DES has sent confirmation of proper dam operations by the VDOE following a complaint received regarding the brook level.
DTC has sent a confirmation letter as new counsel for the District.
NH Municipal Association has sent the bi-weekly News Link.
10. Scheduled Appearances
11. Other Business
Dinah Reiss discusses placing of signs by the Eidelweiss Property Owner’s Association (EPOA) in the District gardens. Sample sign is displayed and states “Maintained by your EPOA”. Discussion on tax dollars being used to pay the person hired to weed the gardens and mow the lawns, therefore ‘maintaining’ the garden areas. Discussion on sign drawing attention away from the garden itself. Questions to be answered prior to further discussion are raised: how many signs? Where would they be placed? How would they be attached? Would they be removed for winter?
Dinah Reiss displays a sign that has been created by that will number each rack and letter the spaces within the rack. The signs would be attached to the existing canoe racks. The EPOA would like permission to place these identification placards. Ron Sandstrom makes a motion to approve the signs for the canoe racks. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom leaves the meeting at 9:15 am.
12. Public Comments
Mike Smith makes a motion to hold the next meeting Monday, July 11, 2016 secondary to the holiday next Monday. Larry Leonard seconds the motion and the motion passed 2-0.
At 9:18 am Mike Smith makes a motion to recess the meeting until 9 am Tuesday, June 28 for the conference call with Paul Fluet. Larry Leonard seconds the motion and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator