[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/02/CM013017.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 30, 2017

The Board of Commissioners met at 8:00 am on Monday, January 30, 2017. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (hwy) and Treasurer Dinah Reiss. The meeting was taped 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 approve the agenda. Larry Leonard seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that snow along roads is being pushed back, snow banks are being shelved, intersections and blind spots are being cleared. Equipment is in good condition. Maintenance is being done on equipment as needed.
Kelly Robitaille discusses plow operations. Some residents are questioning driveway entrance clearing during a snow event, with requests to plow operators to push snow only to one side of a street. Confirmation is given that the VDOE does not plow private property; all residents with questions or complaints should contact the office. The snow plow policy will be reviewed for any needed updates.
Kelly Robitaille adds that he is working on the asphalt road plan for 2017.

3. Water
4. Administration

The 2017 Warrant draft is reviewed.
Article 3 – operating budget; correction to medical insurance allocation outlined. Corrections within Highway & Streets to accurately list tools and road maintenance items within those line items outlined.
Article 4 – Lodge repairs; Larry Leonard questions dollar amount. Mike Smith outlines need to fix entire building.
Article 5 – Little Loop Engineering
Article 6 – Water budget
Article 7 – Muddy Beach repairs; discussion on two-year plan is held. Discussion on dollar amount allocations between the two years within the published financial breakdown is held.
Article 8 – Reinach Pressure Zone Engineering; discussion on Fluet Engineering proposal for this project is held. Ron Sandstrom makes a motion to place the Fluet Engineering proposal on the website. Mike Smith seconds the motion and the motion passed 3-0.
Article 9 – Water Tank CRF establishment.
Article 10 – Water Extension Fund authorization.

Recommendations for articles are voted:

Mike Smith makes a motion to recommend Article 3 as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to recommend Article 4 as written. Mike Smith seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining.
Ron Sandstrom makes a motion to recommend Article 5 as written. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to recommend Article 6 as written. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to recommend Article 7 as written. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to recommend Article 8 as written. Mike Smith seconds the motion and the motion passed 2-1 with Larry Leonard against this Article.
Ron Sandstrom makes a motion to recommend Article 9 as written. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to recommend Article 10 as written. Mike Smith seconds the motion and the motion passed 3-0.
Larry Leonard discusses propane costs and recommends notifying the current provider to stop deliveries. Mr. Leonard is informed that the requested written confirmation on price per gallon and tank charges has not yet been received from AmeriGas. This will be followed up on.
Treasurer Dinah Reiss reviews the monthly cash flow report for January 1, 2017. The use of additional TAN proceeds at the end of December is reviewed. Upcoming loan payments for February and March are discussed.
Discussion is held on CRF balances and the Unassigned Fund Balance over the last five years. The increase in annual debt service is discussed.
The calculation for the 2017 Water Usage Fee is discussed. Dinah Reiss recommends semi-annual billing if the fee exceeds $400. A service charge for the option of semi-annual billing could be implemented to offset the increase in administrative workload and postage fees. Mike Smith outlines the increased fee would allow for funding of the proposed Muddy Beach upgrades without creating a reduction in the CRF balance.
Asset management is discussed. Mike Smith has reviewed the isolation valve information. Plotting of the information onto the maps is discussed. As 10 valves are still to be verified, plotting of the valves will be held until that work is complete. The valve information will be placed into an excel spreadsheet with all needed fields for upload into the database and plotting on the maps.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,225.20. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The 2016 expenditures are reviewed.
The 2017 proposed budget is reviewed.
The Highway Equipment Repair and Supplies line is reviewed and discussed. Over $20,000 of funds expended had a purchase order authorized.
Compilation of SCADA expenses is discussed. Ability to produce a report through QuickBooks is outlined. The change to telemetry and SCADA from the old Bana lines is outlined.

5. Accounts Payable

6. Minutes

The minutes of January 16 are reviewed. Mike Smith makes a motion to approve the minutes of Jan 16 as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of January 23 are reviewed. Mike Smith makes a motion to approve the minutes of Jan 23 as presented. Larry Leonard seconds the motion and the motion

7. Commissioners Reports
8. Signature Items

A transfer request from the Water Extension Fund to the Operating Account is presented. Mike Smith makes a motion to authorize and sign the request to transfer $10,008.47 from the Water Extension Fund to the Operating Account for expenses allocated from the Extension Fund in 2016. Larry Leonard seconds the motion and the motion passed 3-0.
NH DES has requested a signed single audit waiver for calendar year 2015 for their records. Mike Smith makes a motion to sign the single audit waiver certifying that the VDOE did not receive more than $750,000 in State or Federal funds in 2015. Ron Sandstrom seconds the motion and the motion passed 3-0.
The draft Bid Policy for the District is presented. Mike Smith makes a motion to adopt and sign the Bid Policy. Ron Sandstrom seconds the motion. Discussion on the level of the policy at the State of NH level of $35,000 is held. The difference between obtaining three quotes and requiring an open bid process is outlined. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against establishing this policy at $35,000.

9. Correspondence

NH Municipal Association has sent the Legislative Bulletin.
NH Retirement System has sent a bulletin outlining bills in front of the NH Legislature that may have a cost impact to employers participating in the system.

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

At 9:30 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator