[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM022315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 23, 2015
The Board of Commissioners met at 8:00 am on Monday, February 23, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Moderator Bob Ingram. The meeting was taped for Madison TV by Tim Hughes.
At 8:05 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 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille reports that the Top Kick is having a fuel issue. He will work on this. The gas tank will be drained and cleaned. A Volvo representative came to the VDOE to discuss concerns on the road grader. The meeting went well. Chadwick BaRoss has been responsive to any faults that have occurred. The crew has been pushing back snow banks and clearing intersections. Snow banks are being knocked down at intersections to help visibility for drivers. Ron Sandstrom informs Kelly Robitaille that there has been one call to the answering service in six storms. The call was from a driver unable to pull a double snow mobile trailer up Geneva Place with his pickup truck. Discussion turns to sanding roads. A trailer is reported to be parked at Geneva Beach and has been there a long time. A load of salt was delivered on Friday. Mike Smith makes a motion to approve a purchase order up to $3,200 for 2 loads of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. The articulating bucket is discussed. Kelly Robitaille reports that the articulating bucket will be used for cleaning culvert inlets and ditches. The bucket has been delivered and will be tested on the backhoe to make sure it attaches properly. Kelly Robitaille will report.
3. Water System Planning
Pump house entrances are being cleared by the DPW. The plowing has been good. The new booster pumps and control panel have been installed at Oak Station. The final electrical work is expected to be completed today. The new pumps should be on line this week. The work orders for the chemical injection room repairs were authorized last week. The work is being scheduled. The seal replacement kit for the ProMinent pump is on order. The documentation required to close out the work order is outlined and discussed. Discussion on completing the work at Jungfrau to level the new 20 HP pump is held. All hours and supplies will be tracked. The quote for replacing the doors at Muddy Beach and Reinach will be obtained.
4. Administration
Mike Smith informs Kelly Robitaille that a safety meeting will be held at the end of this meeting.
The Warrant is discussed.
Article 2. The proposed purchase of a new truck is discussed. A slide for a cost comparison to the F-550 will be added to the presentation. The cost comparison of a comparably outfitted F-550 at $108,000 and Terra Star at $116,000 will be added to the presentation.
Mike Smith makes a motion to put the letter from Bob Hackett of HP Fairfield on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to put the revised truck presentation on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Article 3. The tank inspection and lining article is discussed. No presentation will be developed; the Commissioners will be prepared to answer questions.
Article 4. The road plan is reviewed and discussed. Larry Leonard makes a motion to include the road plan in the handout and put on the website. Mike Smith seconds the motion and the motion passed 3-0.
Article 5. Water budget as discussed at budget hearing.
Article 6. The Asset Management presentation is reviewed. The focus on asset management id outlined and discussed. Discussion on the article from the 2014 Warrant for asset management is held. Mike Smith makes a motion to include the letter from Luis Adorno of NH Department of Environmental Services in the handout and place on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Article 7. Usage of the water extension fund.
Article 8. Nancy will have back up documentation on expenditures in 2014 and plans for 2015.
Article 9 & 10 are Capital Reserve Fund housekeeping articles.
Article 11. An amendment is prepared to amend the amount to $2,900.
Article 12. The plan for Middle Shore at Geneva Place is ready.
Article 13. Petitioned article regarding the Huttwil parking lot.
Article 14. Petitioned article for establishment of an Expendable Trust Fund for medical insurance. Discussion points include that the Article is not manageable as written, removes funds from the budget. Allow Commissioners to provide prudent financial management.
Article 15. Petitioned article for a road plan. Discussion points include that the article has not been reviewed by the Commissioners; removing budget funds is detrimental to summer road work needs; review of all roads planned.
The year to date budget is discussed. Salt, sand and fuel line items are reviewed. An amendment will be made on the floor of the Annual Meeting to add $3,000 to the fuel line for grader use.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 29 checks for a total of $24,882.87. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
6. Minutes
The minutes of 1/26 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of 1/26 Safety Meeting are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of 1/26 Non-Public Session are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of 2/5 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
7. Commissioners Reports
Mike Smith questions if passage of SB-2 in the Town of Madison would affect the VDOE and is informed that it would not. Mike Smith adds that the questions from the budget hearing have been addressed. Statements for use during the annual meeting will be completed.
Ron Sandstrom makes a motion to put the 2014 Audit on the VDOE website. Mike Smith seconds the motion and the motion passed 3-0.
8. Signature Items
A purchase order for repair of the office heater is presented. Mike Smith makes a motion to approve the purchase order for replacement of the heater motor. Ron Sandstrom seconds the motion and the motion passed 3-0.
A purchase order for a new tire for the F-550 is presented. Mike Smith makes a motion to approve the purchase order for the new tire. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence
Granite State Analytical has sent the monthly bacteria testing results for the water system. All results were negative.
New Hampshire Municipal Association has sent the weekly legislative bulletin.
10. Scheduled Appearances
Moderator Bob Ingram states that he attended Moderator class last weekend. The establishment of rules for the Annual Meeting is outlined. An electronic copy of the Warrant will be sent to Bob for use in establishing slides. Ron Sandstrom outlines the printed materials that will be distributed. The intended presentations by the Commissioners are reviewed. The right of reconsideration for articles is outlined. Bob Ingram recommends slides, or planned statement for the tank inspection and lining article. Discussion is held on the handling of petitioned articles and amendments. It is anticipated that a move will be made to discuss the Expendable Trust Fund article prior to the operating budget and, if successful, to reduce the budget by the medical insurance line item amount. The petitioned road plan article may also be motioned to be moved ahead of the operating budget and, if successful, to reduce the road maintenance line item of the budget. Calling of a point of order is outlined; this allows a person to ask a procedural question during deliberation on any article. The Moderator is responsible for moving the time of the meeting should a major weather event occur that would require the meeting to be postponed.
11. Other Business
12. Public Comments
At 11:55 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment and (d) legal. Larry Leonard seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.
Mike Smith makes a motion to seal the minutes of the Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.
At 12:25 am Mike Smith makes a motion to exit Non-Public Session and adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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