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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 19, 2014
The Board of Commissioners met at 3:30 pm on Wednesday, February 19, 2014. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance was resident Jay Buckley. The meeting was taped by Tim Hughes.
At 3:30 pm the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda
Mark Graffam makes a motion to move Signature Items and Administration to first followed by Minutes and accept the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam announces that he must leave the meeting at 4:15 pm.
2. Accounts Payable
3. Minutes
The revised minutes of 2/4 are reviewed. Mark Graffam makes a motion to approve the minutes as amended. Mike Smith seconds the motion and the motion passed 3-0.
4. Highway Department Report
5. Road and Driveway Review
6. Water System Planning
A quote for the excavation at 15 Presidential View curb stop valve has been received. Mike Smith makes a motion to have Integrated Water Service do the excavation at 15 Presidential View Drive to determine if water is flowing at the curb stop valve and to have the project filmed. Ron Sandstrom seconds the motion and the motion passed 2-0.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Mike Smith makes a motion to have the DPW wing back the roads. Ron Sandstrom seconds the motion and the motion passed 2-0.
10. Signature Items
The Internal Revenue Service copy of a 1099 issued for payments made to Mobile Mike’s in 2013 is reviewed. Mike Smith makes a motion to sign the IRS form for submission. Mark Graffam seconds the motion and the motion passed 3-0.
The representation letter to audit firm Roberts and Greene granting authority for, and acknowledgement of, the 2013 audit is presented. Mark Graffam makes a motion to sign the representation letter. Mike Smith seconds the motion and the motion passed 3-0.
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A purchase order for two loads of salt for $3,600 is presented. Ron Sandstrom makes a motion to approve the purchase of 2 loads of salt and sign the purchase order. Mark Graffam seconds the motion and the motion passed 3-0.
11. Correspondence
The tax check for the second tax payment of 2013 has been received from the Town of Madison.
12. Administration
The audit draft is reviewed. The unassigned fund balance is showing as $275,712. The numbers are reviewed and discussed. Auditor Tamar Roberts is contacted by phone. Tamar Roberts outlines the calculations used to determine the balance within the unassigned fund balance. Revenues and expenditures are reviewed and discussed. Auditor Tamar Roberts informs the Board on the inclusion of voted appropriations within the audit, whether or not the appropriation was acted on. Mrs. Roberts also informs the Board where the funds not expended are added in within the audit forms. Discussion on the belief that the unassigned fund balance should not have reduced to the number presented is held. Clarification is given that all approved expenditures from the unassigned fund balance are factored into the tax rate as dollars not to be raised by taxation and therefore reduce the unassigned fund balance. The total impact of the approved warrant reduces the fund balance and unexpended funds go back into the unassigned fund balance. Mike Smith makes a motion to approve and accept the 2013 audit. Mark Graffam seconds the motion and the motion passed 3-0.
Mark Graffam makes a motion to approve the Management Discussion and Analysis letter. Mike Smith seconds the motion and the motion passed 3-0.
The 2014 Warrant is reviewed and discussed. Budget line items for salt and sand are discussed. Procedure for amending the budget or any warrant article on the floor of the Annual Meeting is outlined. Any increase to the line items will be done in this manner. The backhoe article is discussed. This article may not be moved during the Annual Meeting due to the reduced number showing on the audit for the unassigned fund balance.
Handouts for the Annual Meeting are discussed. Handouts to include the following: Tax impact sheet, Warrant Article Funding sheet, 2013 Financial Report, Web-site information, Warrant and budgets. The school will be set up for the meeting Friday night at 5 pm.
The payroll report is presented. Report and time cards are reviewed and discussed. Mike Smith makes a motion to approve payroll in the amount of $6,994.30. Ron Sandstrom seconds the motion and the motion passed 2-0.
13. Old Business
14. Other Business
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15. Public Comments
Jay Buckley states thanks to Mark Graffam for his tenure, effort and dedication to the VDOE.
The entrance garden proposal recently discussed is reviewed with Mr. Buckley. Jay Buckley adds that he is not opposed to changing the garden, but would like to remain involved in maintaining the area as a volunteer as he has done for many years.
At 5:00 pm Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) Employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call; Mike Smith yea, Ron Sandstrom yea, and the motion passed 2-0.
At 5:35 pm 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; Mike Smith yea, Ron Sandstrom yea, and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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