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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 25, 2014
The Board of Commissioners met at 2:00 pm on Tuesday, February 25, 2014. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Commissioner elect Larry Leonard. At 2:00 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 vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0. At 2:35 pm Ron Sandstrom makes a motion to exit Non-Public Session. Mike Smith seconds the motion. Motion is called via roll-call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0. The public meeting commenced at 2:40 pm with Moderator elect Robert Ingram, re-elected Treasurer Dinah Reiss and Kelly Robitaille (highway) also in attendance. The public meeting was taped by Tim Hughes.
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At 2:40 pm the meeting was called to order by Ron Sandstrom.
Newly elected officials take the Oath of Office and are sworn in by Commissioner Ron Sandstrom. Officials sworn in are: Commissioner Larry Leonard; Moderator Bob Ingram and Treasurer Dinah Reiss. Newly elected Clerk, Jay Buckley, was sworn in and took the Oath of Office following the VDOE Annual Meeting on Saturday, February, 22.
1. Agenda
Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have Ron Sandstrom be Chairman of the Board for 2014. Larry Leonard seconds the motion and the motion passed 3-0.
2. Accounts Payable
3. Minutes
4. Highway Department Report
Kelly Robitaille reports that salt has been delivered. Sand is getting low. Mike Smith makes a motion to approve a purchase order for 4 loads of sand up to $800. Ron Sandstrom seconds the motion and the motion passed 3-0. Truck statuses are discussed. The F-550 is in good shape. The International is using the tire chains at all times. The Top Kick is discussed. The brakes have failed on the truck. An estimate of $6,441.41 has been received. Issue with the brakes is that oil was placed into the brake cylinder and has destroyed the rubber parts. Unknown exactly when this occurred. Discussion on selling the truck as is ensues. Repairing the truck is discussed. Options for plowing any remaining storms which occur are outlined and include 1) hire a contractor; 2) fix the Top Kick and sell; and 3) fix the Top Kick and keep for one additional year. Each option is discussed. The contractor option will be costly and has no ability to return any of the expended funds. Selling the truck for over $10,000 will add funds to the Unassigned Fund Balance at year’s end. Keeping the truck exposes the District to additional repair bills. The fuel filter is discussed. Kelly Robitaille informs the Board that this repair can be done in house. Mike Smith makes a motion to have the truck repaired for not more than $6,700. Ron Sandstrom seconds for
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discussion. Discussion on the need to replace the rotors at this time is held. The Board is informed that the rotors are OK at this time and do not require replacement. Mike Smith makes a motion to amend the motion on the floor to not include rotors and repair the truck for not more than $6,200. Ron Sandstrom seconds the amendment. Motion, as amended, is voted and the motion passed 3-0. Winging back on Eidelweiss Drive is needed. Fred Gurley will be informed. Kelly Robitaille suggests placing a tally board in the backhoe so that loads of salt and sand loaded during a storm can be easily counted. This will be looked into. Stop sign is to be placed at intersection of Oak Ridge Rd and Eidelweiss Dr.
A safety meeting is scheduled for 12:30 pm on Monday, March 3. Discussion is held on bringing the part time employees in for this meeting. This meeting will be the full time employees only.
5. Road and Driveway Review
6. Water System Planning
Notification that Integrated Water Service has received the seals for the Jungfrau Pump has been received. The seals are scheduled to be replaced on Wednesday, March 5. The excavation for 15 Presidential View has been completed. No water was flowing at the curb stop valve. The line was steam jetted and chlorinated. A bleeder valve was installed. Installation of a full bleeder at this location will cost $1,155. Ron Sandstrom makes a motion to approve the expenditure of $1,155 for installation of a bleeder at 15 Presidential View. Mike Smith seconds the motion and the motion passed 3-0.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Mike Smith makes a motion to move the VDOE Annual Meeting to March for 2015. Ron Sandstrom seconds the motion for discussion. Discussion ensues about the audit timing, and timing of the VDOE Annual Meeting, and timing of the Town of Madison Annual Meeting. Mike Smith withdraws the motion. Mike Smith makes a motion to approve the updates to the audit information. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have Integrated Water Systems send the GPS points that have been collected and paid for. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom discusses contacting Asplundh to cut the tree stumps left in snow banks. Ron Sandstrom adds that he would like to schedule a walkthrough of the pump houses with the Commissioners and DPW.
Larry Leonard discusses creating a list of items to be looked into and followed up on. Larry Leonard will work on producing a draft for review.
10. Signature Items
11. Correspondence
Ralph Lutjen has sent a letter stating that he is not pleased with the recent decision of the Board to allow the commercial truck to park in the Huttwil lot weekends for 6 months. Ron
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Sandstrom outlines that the owner was notified of the restriction, sent a letter requesting permission to park as outlined in the Ordinance, and permission was granted. The procedure and Ordinance were followed.
Mark Graffam has sent notice that he will create the bid specification information for the asset management article approved at the Annual Meeting at no cost to the VDOE. Mike Smith makes a motion to accept the offer from Mark Graffam. Larry Leonard seconds the motion and the motion passed 3-0.
Jay Buckley has sent a request for the detail information on the number of votes placed for each elected official from the 2014 Annual Meeting as obtained from the Supervisors of the Checklist. The information has been sent to Mr Buckley and is as follows:
Commissioner Larry Leonard 31 votes
Ralph Lutjen 6
Mark Graffam 1
Moderator Robert Ingram 38
James Lyons 1
Clerk James Buckley 33
Dorothy Wondolowski 4
HealthTrust has sent information on the structure of the newly combined HealthTrust and Property-Liability Trust.
The NH Municipal Association has sent the weekly Legislative Bulletin.
12. Administration
The budgets are discussed. The proposed budget was reduced by $8,000 on the floor of the Annual Meeting and the accounting system budget information must be updated to reflect the change. Mike Smith discusses moving $5,000 to salt, $4,000 to sand, while removing $500 from the TAN line; $1,000 from Dust Control and $1,000 from Road Maintenance and Repair (gravel). Discussion turns to keeping the transfer simple and removing the entire $8,000 from the vehicle maintenance and repair line. Mike Smith makes a motion to reduce the vehicle maintenance and repair line by $8,000. Larry Leonard seconds the motion and the motion passed 3-0.
A water operator exam preparation class is available in April. The course is 3 one half day sessions and is held in Tilton. Mike Smith states that he is against the idea of sending personnel to the class. Ron Sandstrom discusses the benefits of the staff having additional knowledge on the water system, regardless of licensing. Larry Leonard would like to know more information about the proposed plan to move water system operations back into VDOE personnel. Mike Smith makes a motion to not have any employees register for the April class and to look into alternative class dates after review of the proposal to move operations in house. Larry Leonard seconds the motion. Mike Smith reiterates that he does not see a benefit to the VDOE and suggests that when a class is registered for, the DPW workers only attend. Motion is called to a vote and the motion passed 2-1 with Ron Sandstrom against any delay of educating employees.
13. Old Business
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14. Other Business
Ron Sandstrom makes a motion to have Attorney Dan Crean draft a policy for social media for VDOE elected officials and employees. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to pay the Supervisors of the Checklist up to $125 each for their work at the VDOE Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion that no VDOE meeting be allowed to go passed 5 pm. Motion failed for lack of a second.
Mike Smith makes a motion to start non-public sessions one half hour before the posted start to a public meeting when possible. Ron Sandstrom seconds the motion and the motion passed 3-0.
A time for the weekly meetings is discussed. Larry Leonard makes a motion to schedule the weekly Commissioners meeting for Monday mornings at 8 am. Ron Sandstrom seconds the motion and the motion passed 3-0.
15. Public Comments
At 5:10 pm Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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