2015-03-02 Commissioners Meeting

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM030215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 2, 2015

The Board of Commissioners met at 8:00 am on Monday, March 2, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes. [expand title="More Text"]

Re-elected Commissioner Ron Sandstrom takes the oath of office before Commissioner Mike Smith. Congratulations Ron!

At 8:00 am the meeting was called to order by Ron Sandstrom.

Mike Smith makes a motion that Ron Sandstrom be appointed Chairman of the Board for 2015. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to appoint Larry Leonard as second should Ron Sandstrom not be available at a meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

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 has been brought to Albany Service Center for the power/fuel issue. The problem was not corrected by changing the fuel or by fuel additives.
Albany Service is diagnosing the issue. Larry Leonard discusses finding an electronics expert for the truck diagnosis. Ron Sandstrom discusses the risk of handling a potential ice storm without the Top Kick in service. Kelly Robitaille responds that ice would be especially problematic without the sander capacity of the Top Kick in service. Should anything occur with the functioning of the F-550 sanding capacity would not exist. Discussion turns to hiring of a truck if needed and for purchase of a larger sander for the F-550. A contingency plan will be developed prior to the predicted storm for back up of sanding operations, if needed. The vote to reconvene the Annual Meeting to reconsider the purchase of a new truck is outlined for Kelly Robitaille. Sanding/salting capacity is highlighted as a major factor for the new truck. Mike Smith makes a motion to have Kelly Robitaille attend the reconvened session of the Annual Meeting. Ron Sandstrom seconds the motion. Discussion is held on potential input by Kelly should he be in attendance. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against attendance as it could be an unnecessary distraction.
Kelly Robitaille reports that sand and salt inventories are OK, additional salt has been authorized. Kelly Robitaille is informed that purchase of the articulating bucket for the backhoe was approved Saturday.

3. Water System Planning

Projects are proceeding. Work has begun in the chemical injection room. The pH testers were received last week. Sodium bicarbonate pump is on line. A recommended list of stock items is expected from water operator Ian Hayes.

4. Administration

A safety meeting will be held at the conclusion of this meeting.

The fuel reconciliation log will be completed by mid-March.

The information from Thorne Surveyors for the asset management mapping is expected this week.

DPW planning and scheduling is being implemented. The DPW will begin to use work orders. Ron Sandstrom makes a motion to move this item from Administration to Highway on the Action List. Mike Smith seconds the motion and the motion passed 3-0.

An outline for an operations manual has been completed. Additional information will be collected and added. Some items of office processes, such as ability to run QuickBooks are required knowledge of personnel, not an item that can be formatted for an operation manual. Factors such as that will be taken into consideration as this manual develops.

The draft of a document created within the VDOE for “things every Commissioner should know” will be distributed for updating and inclusion in a manual.

The Annual Meeting held last Saturday is discussed. Warrant articles, amendments, and vote tallies are outlined and discussed.

Discussion is held on the estimated tax rate and the impact of the increase for 2015. A strategy for tax relief from the Unassigned Fund Balance while completing the MS-35 due to the NH Department of Revenue Administration by September 1 each year is outlined and discussed. The Commissioners can offset the total amount of tax revenue to be raised on this form which reduces the per thousand valuation amount.

The reconsideration of Article 2 on Saturday, March 7 at 7 pm as voted at the Annual Meeting is discussed. Financial information and impact will be added to the slide presentation, which shall be revised for the second session. The total tax difference between the two truck options discussed is $36,000 over a 5 year period, or $0.08 per year on the tax rate.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,676.50. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Nancy Cole is thanked for working on Sunday to prepare for this morning’s meeting. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Larry Leonard makes a motion to ask Dave Bernier, North Conway Water Precinct Superintendent to consult for the VDOE Asset Management team. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to include a location for the signs provided by NH Department of Environmental Services for protection of the Loon population to the replacement kiosks being proposed for the beaches. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to update the VDOE Equipment Planner. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to update the cash flow spreadsheet. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to request the status of the update to the Treasurer’s agreement with the Town of Madison Treasurer. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have Nancy Cole produce the information for establishing the water rate for 2015. Ron Sandstrom seconds the motion. Discussion is held on the Ordinance change of 2014 changing the due date of water bills to May 1 each year. Motion is called to a vote and the motion passed 3-0.

The Snow Plow policy is discussed. Statements were made at the Annual Meeting that the crew is not following the VDOE Policy. Review of the Policy for needed updates, including the role of the new road grader during winter storms is needed. Discussion on potential damage to asphalt roads by using chains on the equipment will be included in the review.

Ron Sandstrom reports that though he would like to have been in attendance at the Annual Meeting, Kennett High School claimed the State Championship in robotics last weekend as well as qualified two teams for the upcoming World Championship competition.

8. Signature Items
9. Correspondence

NH Municipal Association has sent the weekly Legislative Bulletin. Proposed changes to RSA 91-A are being deliberated in Concord.

NH Municipal Lawyers Association is holding a seminar on recent Legislative updates and proposed changes to RSA 91-A in April of 2015.

10. Scheduled Appearances
11. Other Business

Mike Smith makes a motion to have public meetings end by 10 am. Larry Leonard seconds the motion. Discussion is held on expediting meetings, revamping the agenda and action list to move pertinent discussions to the beginning and obtaining additional information on requested scheduled appearance for preparation of the Board. Other means of streamlining meetings including reductions in time spent on payroll and check manifests are discussed. Highlighting total dollar amounts and focused discussion on specific items only can be done. Mike Smith moves to amend the motion to have the public meeting end no later than 10 am for moving to a non-public session. Larry Leonard seconds the motion to amend. Motion is called to a vote and the motion passed 2-1 with Ron Sandstrom stating he is not in favor of a specified end time for meetings.

12. Public Comments

At 9:45 am 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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