[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM091216.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 12, 2016
The Board of Commissioners met at 8:00 am on Monday, September 12, 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 taped for Madison TV by Carol Dandeneau.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mike Smith makes a motion to approve the agenda as presented. Larry Leonard seconds the motion and the motion passed 3-0.
2. Highway Department Report
Kelly Robitaille reports that Barden Place was worked last week. 37 loads of fill were removed to ditch the road and clear the culverts. Two culverts were replaced; a 15-inch culvert was replaced with a 24-inch and a second 15-inch culvert was replaced. Gravel was placed, additional gravel is needed to finish the road. Mike Smith makes a motion to approve up to $500 in gravel. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that sidewall damage occurred to a front tire on the International 7400 requiring the tire be replaced. Cost is $630. A purchase order will be created. The road grader is approaching the 1,000-hour service. Prices for all fluids and filters needed will be obtained for approval. An estimate from Mike Parsons will be requested for completing the service. Inspections for all three trucks are due this month and will be scheduled. The F-550 will be scheduled for this week for review of the front end of the truck. The road survey of all District roads with condition and estimates for work recommendations will be completed. Tony Eldridge was in for three days last week and operated the road grader as Barden Place was worked on. The culverts to be placed at 69 and 71 Eidelweiss Drive will be scheduled. Tony Eldridge will be used for this project. The total cost of the culverts needed for this job is $1,325. Discussion is held on using the pre-cast header that is in stock. The culvert at the driveway for 69 Eidelweiss Drive, which is a circular driveway, will be 60 feet. The inlet of this culvert will be the location of the pre-cast header. An option of using EJP for the culverts in lieu of Paris Farms is discussed and would reduce the culvert cost. EJP will sell the culverts at $176 per; Paris Farms is $265 per. Mike Smith makes a motion to approve up to $1,325 for culverts for Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0. Cutting of limbs over roads is discussed. Kelly Robitaille will present options. Mike Smith makes a motion to obtain pricing for the total District and on a 4-year plan. Ron Sandstrom seconds the motion and the motion passed 3-0. The time estimate for performing this work will also be obtained.
Highway employee Jeff DeMartino is introduced. Budgets are reviewed. Line items are discussed. Ability to control costs and the needs of the District are discussed. Beaches are now being raked as needed, no additional weekend hours will be incurred. Removal of debris remaining at Muddy Beach well field will be removed. Mike Smith outlines that valve extensions have been approved for placement on up to 15 valves. The backhoe will be needed for this work which will be scheduled with water operator Ian Hayes. Kelly Robitaille outlines that 57 loads of fill were removed from behind DPW II by part time employee TJ Eldridge. Work performed in the District has created 42 additional loads. Mike Smith informs Kelly Robitaille and Jeff DeMartino that a safety meeting will be held next week; Monday following the Commissioners meeting.
3. Water
Ian Hayes and Tom Therrien will be in attendance next week.
4. Administration
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,236.93. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. A note on the time card of Gloria Aspinall states that a toilet seat is needed at Thusis Beach. This will be done in the spring. An additional note remarks on pot holes on Middle Shore at Geneva Place. Mike Smith makes a motion to create a work order for filling the pot holes at Geneva hill. Ron Sandstrom seconds the motion and the motion passed 3-0. Motion to approve payroll is called to a vote and the motion passed 3-0.
The August water usage has been completed and will be distributed for review.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 17 checks for a total of $10,747.47. 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
7. Commissioners Reports
Ron Sandstrom reports that the bench he is donating to the District is ready to be picked up.
Mike Smith discusses following up with water operator Ian Hayes regarding the quote for the replacement conduit for Muddy Beach and with SCADA programmer Tom Therrien regarding the replacement transducer costs. This will be done.
8. Signature Items
The MS 434 for NH DRA is presented as approved last week with no additional offset from the Unassigned Fund Balance. Mike Smith makes a motion to sign the MS 434. Ron Sandstrom seconds the motion and the motion passed 3-0.
Driveway Permit for Construction for 26 Diessbach is presented. Discussion is held on the potential need for a drainage grate on this driveway. Mike Smith makes a motion to approve the Driveway Permit for Construction for 26 Diessbach with a condition of a negative grade at the end of the driveway or a drainage grate. 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 placing that requirement as there is no existing drainage ditch to channel the water to. Ron Sandstrom makes a motion to approve the Driveway Permit for Construction. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining. Discussion is held on placing the requirement for a potential future need of a drainage grate or a negative grade on the Driveway Permit for Operation to be effective upon completion of road drainage by the VDOE.
The engineering agreement for production of the design and permitting for the Grison and Burgdorf culverts is presented. Discussion ensues with Larry Leonard speaking against the engineering agreement, stating that the full cost is not included. Mike Smith makes a motion to have the office contact Paul Fluet for confirmation of not to exceed $15,500. Ron Sandstrom seconds the motion and the motion passed 3-0. Agreement will be presented again following response from the engineers.
9. Correspondence
The Eidelweiss Property Owner’s Association (EPOA) has sent a request for permission to redesign the garden at the flagpole by adding loam and seed to the area to create a lawn. Mike Smith makes a motion to approve the work proposed by the EPOA at the flagpole garden. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Town of Madison has sent notice of an illegal beach being created by the property owner’s at 114 Eidelweiss Drive. NH DES has been informed and the property owners have been informed that permits from NH DES are required.
Mark Graffam has sent a 91-A request for the minutes of the June 27 meeting. Minutes have been sent. Discussion ensues regarding the website having been behind but now up to date with minutes.
NH Retirement system has sent a bulletin regarding a trend to replace full time employees with part time employees for certain highly compensated positions within municipalities; primarily police and fire chiefs. While not illegal, the trend may create additional funding needs for the system when the total income from participating employees is reduced by these amounts.
NH Department of Health and Human Services has sent the weekly arboviral report. No Eastern Equine Encephalitis or West Nile Virus has been detected in NH this year.
The third party electricity supplier has sent the monthly report outlining that $319 was saved in August; with $4,794 being saved since inception of the contract.
10. Scheduled Appearances
11. Other Business
12. Public Comments
At 9:03 am Ron Sandstrom makes a motion to enter non-public session pursuant to RSA 91-A:3, II (d) property. Mike Smith seconds the motion. Motion is voted via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
Motions and votes of Non-Public session:
Ron Sandstrom makes a motion to place a bid of $3,000 for the property located at 36 Adelboden and fund from the Land Acquisition Capital Reserve Fund. Larry Leonard seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to not bid on the property located at 17 East Bergamo. Larry Leonard seconds the motion and the motion passed 3-0.
At 9:10 am Ron Sandstrom makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole, Administrator