[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/12/CM120814.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
December 8, 2014

The Board of Commissioners met at 8:00 am on Monday, December 8, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard with Commissioner Mike Smith participating via phone. Also in attendance were Kelly Robitaille (Highway), Bob Goddard (Highway) and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Noreen Downs.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

A winter storm occurred over the weekend. Roads were salted and sanded as needed. The Top Kick and the F-550 were used. The International was outside overnight and was not used as the sand in the sander was frozen. The International is now inside to thaw the sand. The Top Kick wing plow needs a weld to be done. Alan Valladares will be asked to weld the plate needed to support the wing plow. The salt delivery was received Friday afternoon. Supplies are in good shape. The tax payer sand pile at DPW II has been established and will be marked. Lease numbers for an F-550 and an International TeraStar will be requested for review and consideration for the 2015 Warrant.
A purchase order for a battery charger, not to exceed $230 is presented. Ron Sandstrom makes a motion to approve the purchase order for a new battery charger not to exceed $230. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
Kelly Robitaille informs the Board that private driveway plow persons are pushing snow into and across the roads. Addresses will be collected for correspondence to the homeowners.
Ron Sandstrom makes a motion to approve a purchase order for $750 for repairs to the International. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
Ron Sandstrom makes a motion to approve a purchase order for up to $400 for welding repairs to the Top Kick plow frames. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0. Discussion ensues on repairs to the Top Kick. The cost for replacing the section of plow frame is estimated at over $900.

3. Water System Planning

Water operator Ian Hayes will be in attendance at next week’s meeting. The valve that was exposed on West Bergamo at Visp Rd was protected as well as it could be for the weekend storms. The pump replacement project at Oak Station is discussed. The electrician will be needed to move the panels from their current location to a point higher within the building. A quote will be needed prior to authorization of the work. The water system walk through was completed. The chemical injection room control panel will need to be worked on.

4. Administration

The door to bay #3 downstairs in the garage is broken and needs to be repaired. A follow up call will be made to Always Accurate Garage Doors for scheduling.

The homeowner of 132 Eidelweiss Drive has given verbal permission to remove the small tree that has been marked. This will be done.

Ron Sandstrom makes a motion to encumber $18,884 from the 2014 Asset Management Warrant Article #9. Larry Leonard seconds the motion. Discussion on funding needs for 2015 and for Asset Management going forward is held. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

The VDOE Auditor was in last Thursday for the initial check on the finances for 2014 in preparation of completing the audit. The 2013 Management Discussion and Analysis (MD&A) will be sent to the Board for review and preparation of the 2014 MD&A.

The 2015 proposed budgets will be reviewed. Ron Sandstrom states that he shared his original estimates for the 2015 budget with Ralph Lutjen for any input he may have for the Board to consider. Mike Smith states that he would like to schedule a workshop for discussion on establishing the 2015 proposed budgets and Warrant. Discussion will be scheduled for 12/15 with a workshop to be scheduled after that meeting if needed.

Oak Ridge Rd engineering redesign and estimate for construction has been ordered from Paul Fluet Associates. Mike Smith discusses replacing the water lines during phase III while the pavement is removed.

Projects for the water system to be included on the 2015 Warrant are discussed.

Mike Smith makes a motion to move forward with the alternative energy supply contract for a 20 month period beginning March of 2015. Larry Leonard seconds the motion. Discussion is held on review of the contract by Attorney Crean prior to signing. Mike Smith moves to amend the motion to sign the contract pending legal approval. Larry Leonard seconds the amendment. Motion, as amended, called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

The payroll report is presented. Larry Leonard makes a motion to approve payroll in the amount of $9,760.50. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

November daily water usage numbers have been distributed. Larry Leonard comments on the usage numbers being lower than previous months.

5. Accounts Payable

15 checks totaling $3,864.20 are presented. Ron Sandstrom makes a motion to approve 15 checks for a total of $3,864.20. Mike Smith seconds the motion. Checks and invoices are reviewed and discussed. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith discusses shoveling of the pump houses. Nancy Cole states that as she was aware there was not a contract in place, she shoveled the pump house entrances following the Thanksgiving storm. Discussion is held on the DPW personnel handling the shoveling after the storm and the Board is reminded that the Snow Plow Policy includes shoveling the pump houses. The request for bids for shoveling the pump houses following a snow fall of 2 inches or more will be posted on the website.

8. Signature Items
9. Correspondence

Granite State Analytical has forwarded the monthly bacteria test results. Results are clean.

The monthly rent check for the Coleman Tower site has been received.

Tici Lutjen of St Moritz Drive has sent an email about parking at the Huttwil parking lot. Mrs. Lutjen advises against continued allowance of the 18 wheel truck and boat trailer that are in the lot. Larry Leonard advises that the boat trailer has been removed.

10. Scheduled Appearances
11. Other Business

NH Department of Environmental Services has sent notification of permits issued to build a boardwalk across the wetlands located at 23 Diessbach Drive. Madison Code Enforcement has been sent the information and will check for the need for a Town of Madison Building Permit for this project to proceed.

Health Trust has sent information on the 2015 reimbursements of paid premiums to member groups per the settlement agreement with the State of NH. Health Trust is giving an option to employer groups to receive the reimbursement either as a contribution holiday or a check. It is outlined that a Contribution Holiday means that the District will not pay health insurance premiums for a month and that receipt of a check is shown as general income. Ron Sandstrom makes a motion to take the Contribution Holiday. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

The water valve on West Bergamo at Visp Rd has been protected as much as possible. Pictures of the open valve sleeve were received from Mark Graffam. Ron Sandstrom states that input from the residents for protection of District property is welcome and encouraged.

12. Public Comments

Dinah Reiss discusses moving $16,000 from the water usage account to the Water System Capital Reserve Fund. Per NH RSA 38:28 the Commissioners may vote to move funds collected through user fees above the appropriated amount may be moved by vote of the Board to a Capital Reserve Fund established for the same purpose; in this case, the water system. Ron Sandstrom makes a motion to move $16,000 from the Water Usage Account to the Water System Capital Reserve Fund. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Dinah Reiss discusses obtaining rate information from a Municipal lender for the proposed lease of a vehicle.

At 8:14 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

At 8:21 am Ron Sandstrom makes a motion to exit Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters and resume the Public meeting. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

At 9:49 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of non-public session:

Ron Sandstrom makes a motion to seal the minutes of the Non-Public Session. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

At 10:16 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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