2014-04-07 Commissioners Meeting

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/CM040714.pdf"]The Board of Commissioners met at 8:00 am on Monday, April 7, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Treasurer Dinah Reiss and Ralph Lutjen for the EPOA. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom. [expand title="More Text"]

1. Agenda

Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion. Ron Sandstrom moves to amend the agenda moving scheduled appearances to first. Mike Smith seconds the amendment. Motion, as amended is called to a vote and the motion passed 3-0.

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the International and F-550 have been inspected. Salt and sand inventories are sufficient. The Top Kick is discussed. Kelly Robitaille questions if the truck should be used or parked. Ron Sandstrom outlines cash flow and the timing of cash availability to purchase a new truck. The sanding capacity of the Top Kick and the wing plow on the truck make the truck more desirable than an F-550. Ralph Lutjen states that a need for a TAN should not be a deal breaker for proceeding with a purchase. Using the International for hauling, which has the largest capacity of the trucks, is recommended. Minimizing use of the Top Kick will be beneficial. Larry Leonard makes a motion to use the Top Kick only when necessary and primarily park the vehicle. Mike Smith seconds the motion. Mike Smith makes a motion to amend the motion the motion on the floor to include having the Top Kick cleaned prior to parking. Larry Leonard seconds the motion to amend. Motion, as amended, is called to a vote and the motion passed 3-0. Kelly Robitaille reports that the crew is working on establishing their input for road work to be scheduled. Little Shore Drive will be checked. Potholes will be worked on where possible. Kelly Robitaille discusses getting gravel. Mike Smith makes a motion to approve 2 loads of ¾ inch gravel. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on the cost of 2 loads of gravel being below the need for a purchase order is held. The grader needs a battery. This will be purchased. The York rake is being pulled out for use. Year to date budget expenditures are reviewed and discussed. The DPW will begin to use the State pumps for diesel fuel. The fuel log reconciliation will be done. The use of heating fuel is discussed. Mike Smith makes a motion to look into the cost of programmable thermostats for the garages. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

The water system walk through is scheduled for next week. The system is discussed. Ron Sandstrom makes a motion to invite Dinah Reiss to attend the walk through. Mike Smith seconds the motion and the motion passed 3-0. The caustic soda tank is discussed. Consultant George Thomas had previously stated intention to empty and clean the tank while repairing the leak at the gasket. Integrated Water Systems has stated intention to quote two persons to do this job. The cost of the job will be significantly reduced if handled in house by George Thomas. Mike Smith makes a motion to have the caustic soda tank cleaned and repaired by George Thomas at the rate of $25 per hour. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

The information on the water class proposed to be attended will be sent to Larry Leonard.
A meeting is to be established with the Mountain Lakes Village District Commissioners.
The model of how to move water operations in house is being worked on by Dinah Reiss.
The draft document for the VDOE rights relating to roads and easements will be reviewed in a work session. This session is to be scheduled. The building repair project may be held until fall. The proposed repair work is available on the VDOE website. Ordinances are discussed. The proposed changes to the Driveway Ordinance will be drafted. These updates will include allowing up to two driveway entrances per property and a requirement of a drain to be placed in any driveway which does not meet the road at a negative grade. Beach Ordinance updates to be proposed are being drafted. Proposed changes to the Water Ordinance have been drafted and distributed for review. Ron Sandstrom states that he would like to hold a work session on proposed Ordinance updates. This may be scheduled for the end of next week.

The March daily water usage has been distributed. The first quarter usage numbers will be reported to NH Department of Environmental Services as required.

Budget line item expenditures to date are reviewed and discussed.

5. Accounts Payable

15 checks for a total of $35,506.91 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to approve 15 checks for $35,506.91. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of 3/31 are reviewed and discussed. Ron Sandstrom makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith discusses establishing the water usage fee for 2014. Rate information will be prepared and distributed for discussion.

8. Signature Items

The lease for the grader is presented for signature. The lease is discussed. Mike Smith makes a motion to accept and sign the lease documents. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The monthly Coleman Tower site rent check has been received.

Granite State Analytical has sent the results of the monthly bacteria testing. Results are clean.

Health Trust has sent notification of upcoming premium holidays for property insurance stating intention to uphold the 13.9 million dollar refund to members ordered by the Secretary of State.

The NH Municipal Association has sent the weekly Legislative bulletin and the monthly News Link.

10. Scheduled Appearances

Ralph Lutjen, representing the Eidelweiss Property Owner’s Association (EPOA), discusses the entrance area garden across from the VDOE sign. Mr. Lutjen, a Master Gardener, outlines recent projects in the Mt Washington Valley area that he has worked on, some of which have received awards. In January of this year, the Commissioners were presented with three options for redesigning the garden area and approved moving forward with option 3. The completed design is reviewed, with plants of varying heights and widths planned. The new plantings will complement the garden on the other side of Eidelweiss Drive. Ralph Lutjen adds that the plan has been altered from the original design as a result of the heavy snow volume this year. The garden will be extended by 2 feet in lieu of the 5 feet expansion originally planned. The plants have been chosen and the area will bloom from spring through fall. Ralph Lutjen adds that a previous discussion with Jay Buckley, who has been maintaining this area, was held about this garden. The concern raised about a view of the power lines is not valid. The proposed garden will be planted by volunteers. The DPW may be asked to move the large rocks at the garden. Ralph Lutjen adds that any involvement by the DPW would be anticipated to take no more than half a day. Ron Sandstrom states that this is one community, and improving the appearance at the entry area would be good. Ron Sandstrom adds that he would like all persons involved to work together for the overall benefit. Placing the information on the website for input from the community is discussed. Ron Sandstrom asks if a delay for allowing an input period would create any challenges. Ralph Lutjen responds that he would like to order the plants from the nursery. Mike Smith compliments the work done on the proposal, adding that it should be moved forward. The budget for the project is discussed. Ralph Lutjen states that the EPOA has appropriated a sufficient budget to complete the project. Mike Smith questions the replacing of any plants that do not survive the first winter. Ralph Lutjen responds that there is a one year warranty on all plants purchased through the nursery he will be using. The remaining area outside the plantings will be mulched. This will be maintained by the EPOA. Scheduling for the project is discussed. Ralph Lutjen states that the planting will be done in June. Loam and compost are planned to help the soil in the garden area. Watering will be done by the EPOA. A hose that will withstand a vehicle will be looked into by the EPOA to allow the watering to be done on both sides of the street. Discussion turns to the use of a contractor in lieu of the VDOE backhoe as the rocks may be too heavy for the backhoe. This will be looked into. Mike Smith makes a motion to authorize Ralph Lutjen to move forward with the plan to redesign the entrance garden area. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to put the plan on the website with an invitation to send comments to the office. Larry Leonard seconds the motion and the motion passed 3-0.

11. Other Business

Larry Leonard discusses increasing participation in the VDOE e-mail distribution list. Ron Sandstrom discusses updating the website pictures.

12. Public Comments

Ralph Lutjen informs the Board that Lee Pollack, a retired marine biologist, will be joining the team that tests the pond water throughout the summer months.

At 9:55 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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