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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 3, 2014
The Board of Commissioners met at 8:00 am on Monday, March 3, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Mark Graffam (resident) and Kelly Robitaille (highway). The meeting was taped for Madison TV.
At 8:04 am the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda
Mike Smith makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 3-0.
2. Accounts Payable
24 checks for $29,181.46 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to approve 24 checks for a total of $29,181.46. Ron Sandstrom seconds the motion and the motion passed 3-0.
3. Minutes
The minutes of 2/11 and 2/19 will be reviewed next week.
4. Highway Department Report
Kelly Robitaille of the DPW department is present and reports that salt and sand inventories are good at this time. The Top Kick brakes have been repaired. The fuel filter will be done this week. The kit to hard wire the F-550 sander will be ordered. The Stop sign that is to be placed at the bottom of Oak Ridge Rd is discussed. Difficulty in locating a spot to install the post is occurring. The sign will be put up in a temporary spot for final placement to occur once the snow has melted. The truck inspection sheets will be pulled as a starting point in development of an updated form for use by the DPW. The storm report forms will also be updated. Highway budgets to date are reviewed and discussed. Ron Sandstrom discusses the maintenance and repair line, which is 88% expended due to the Top Kick repair. Ron Sandstrom outlines that this does not mean repairs will not get done, but that the Board will need to allocate repair monies carefully. Salt and sand usage and supplies are discussed. Dust control for the summer months is discussed as is the additional benefit to the road secondary to the binding nature of the magnesium chloride used for dust control.
5. Road and Driveway Review
6. Water System Planning
The Jungfrau pump seals are scheduled to be replaced Wednesday. The work recently completed for the frozen line at 15 Presidential View is discussed. The line was frozen on the VDOE side of the curb stop valve and has been steam jetted to clear the line. DES has been notified. A bleeder valve has been installed to keep the line from freezing again. It is
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suggested that the information on the bleeder valve install be sent to the engineers. Ron Sandstrom makes a motion to notify Fluet Engineering Associates about the install. Mike Smith seconds the motion and the motion passed 3-0. Pumps and pump statuses are discussed. Oak station, Summit station and Muddy Beach station all have pumps that need work. The follow up list is updated and reviewed.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Ron Sandstrom states that better communication between the highway personnel is occurring.
Mike Smith makes a motion to have the representative from Chadwick-BaRoss attend next week’s meeting to discuss the purchase of the grader and backhoe. Ron Sandstrom seconds the motion and the motion passed 3-0. Treasurer Dinah Reiss will also be asked to attend to discuss cash flow within the VDOE. Mike Smith makes a motion to look into a GPS capture class. Ron Sandstrom seconds the motion for discussion. Discussion on the intent of such a class is held. Mike Smith withdraws the motion. The safety meeting will be rescheduled to 3-10-14 at 12:30.
10. Signature Items
11. Correspondence
12. Administration
The budgets are reviewed. Line items are discussed. The heating line is reviewed and discussed as this line is used primarily in the first quarter of the year and then not again until year end. The use of the accounts payable line is discussed for use on all approved purchases or projects. This line has been used for salt and sand purchase orders only at this time and will be expanded going forward. Discussion on having approved expenditures already subtracted from the remaining budget levels for any line item is held. Recommendation for showing separately as ‘committed’ is made. The 2014 Warrant Articles need to be added to the budget line items.
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 $5,054.27. Ron Sandstrom seconds the motion and the motion passed 3-0.
Water usage reports for the 4th quarter of 2013 have been completed and submitted to DES.
The January 2014 daily water usage report has been completed.
13. Old Business
The water ordinance is discussed. Mike Smith discusses a potential update to include certification every 10 years for backflow prevention. It is outlined that the #7 Dual Valve backflow preventers required by the Ordinance for installation in all homes is not an in line testable device.
Electricity suppliers are discussed. Concern outlined as the contract does not include the automatic return to PSNH as discussed with the vendor. This will continue to be looked into.
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14. Other Business
Mike Smith discusses a potential meet with the Commissioners from Mountain Lakes Village District. This district is similar in size, has a community water system and roads as does the VDOE. Use of committees and review of insurance information is discussed.
Ron Sandstrom states that he will work on the upcoming goals and objectives for the District this week.
15. Public Comments
Mark Graffam discusses the water operator course that is available in April and offers discussion on the bringing of water operations in house. The ability to establish a working arrangement that will roll into the future is needed. Mark Graffam outlines that a higher level of management could be put into place once water operations are brought in. Control of costs and an evolution towards a District Manager could be highly beneficial. Use of a licensed water operator who works for a neighboring system and who would be willing to work with the employees for the training needed to obtain licenses is outlined. Candidates for this position are available locally. A document of understanding as to how this process could work has been developed and will be distributed. The plan outlined in the document has received approval from DES. A licensed back up to the primary contracted operator would be put in place as part of the contract agreement to cover instances of vacation, illness, or inability to respond. GPS coordinates taken by Integrated Water Service that have not yet been received are discussed. Mark Graffam states that the tri-laterals taken from the foundation of a house are still the most accurate means of locating a valve as GPS can be inaccurate or unavailable under thick cover of trees as is the case in most of the District.
Mark Graffam confirms that he will be working on the asset management bid specifications as approved last week.
At 10:15 am Mike Smith 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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