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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 23, 2015
The Board of Commissioners met at 8:00 am on Monday, March 23, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Jim Ramsey of Liberty International. The meeting was taped for Madison TV.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda
Mike Smith makes a motion to add a non-public session and approve the agenda as amended. 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 a frayed wire was discovered in the Top Kick which was causing the alternator light to come on. The wire has been fixed. The Top Kick is being used for sanding as necessary. Possible rain this coming Thursday may create a need for sanding of the roads. Punch outs in snow banks are being created. All snow banks have been pushed back as far as possible. Salt and sand supplies are ok at this time; some sand may be needed next week depending on use later this week. A bulk purchase of sand was done a few summers back and may be done again this summer. One call from the answering service was received this weekend; however it was not delivered to highway on call personnel as the caller stated it was not an emergency. Kelly Robitaille is informed that Jim Ramsey of Liberty International is expected at 9:30 am. Kelly Robitaille will be called when Mr. Ramsey arrives.
Discussion is held on the financing for the truck. The loan will be in place prior to receipt of the truck so that the funds are available for payment upon invoicing by the dealership.
3. Water System Planning
The programming of the SCADA controls at Oak station is expected to be completed this week. Granite State Rural Water is expected this week to attempt to trace the lines from this building so as to try to locate the freeze point of the water lines. Work in the chemical injection room is continuing, both pumps have been repaired. Electrical Installation will be handling the SCADA interface to the chemical pumps. Ron Sandstrom questions if a pH meter exists that could be put in a holding tank. This will be looked into. The second gate valve at Jungfrau has been replaced. The station can now be isolated for leveling of the 20 HP pump. Discussion is held on cleaning of the pump houses. Larry Leonard suggests using DPW personnel to clean the stations. Mike Smith speaks against this idea; suggesting the cleaning of the stations be hired out for a minimum of twice per year. Mike Smith makes a motion to gather names for options for cleaning the pump houses. Ron Sandstrom seconds the motion. Discussion is held. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against subbing out this work.
4. Administration
A safety meeting will be held March 25.
Fuel log reconciliation completion is targeted for April 13.
Asset Management Grant application information and paperwork has been obtained and is in process of being completed.
State Revolving Loan Fund information and application paperwork has been requested but not yet received.
Water billing invoices are being worked on. The water rate is $390 and is due 5-1-15.
The cash flow spreadsheet will be worked on.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 29 checks for $54,882.05. Ron Sandstrom seconds the motion. Checks and invoices are discussed. Motion is called to a vote and the motion passed 3-0.
6. Minutes
7. Commissioners Reports
Ron Sandstrom makes a motion to send the petitioned article for Oak Ridge Road to Paul Fluet to check if this work is consistent with the updated plan. Mike Smith seconds the motion. Discussion on performing this work is held. Motion is called to a vote and the motion passed 3-0.
Ron Sandstrom discusses creation of a policy for elected officials and family to not be eligible for hire for a paid position within the VDOE. Mike Smith makes a motion to have Nancy Cole draft a policy for review and discussion by the Board. Ron Sandstrom seconds the motion. Discussion on part time positions verses full time positions is held. Larry Leonard states that approval of payroll should be enough review. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against limiting available persons for project assistance.
Mike Smith makes a motion to approve paying the Moderator and Clerk for their work at the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Beach signs are discussed. The design will be completed this week.
An update of the status of negotiations with the Treasurer for the Town of Madison will be requested from Treasurer Dinah Reiss.
Mike Smith makes a motion to obtain a quote from Bob Wirling on the approved work on Middle Shore at Geneva Place. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Signature Items
Mike Smith makes a motion to sign the Purchase and Sales agreement for the articulating backhoe bucket. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the MS 232. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve work order 1064 for a repair at 17 Big Loop. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve work order 1065 for repair of the valve and service line at 56 Bern Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence
NH Municipal Association has sent the weekly Legislative bulletin. The Local Officials Workshop is being offered in Conway on May 15. Ron Sandstrom will attend the workshop.
NH Municipal Association has sent the monthly NewsLink.
10. Scheduled Appearances
Jim Ramsey of Liberty International has come to the meeting to discuss purchase of an International Terra Star. Lead time, truck options, pricing, and warranty are discussed. Outfitting of the truck by HP Fairfield is discussed. Bob Hackett of HP Fairfield is contacted by phone and will attend next week’s Commissioner’s meeting. Jim Ramsey will review all numbers for the chassis, note options that could be removed to reduce the price and will submit updated information for the Board to review. Warranty options will also be reviewed. Servicing of the truck by an International dealer for warranty work is outlined. Manchester or Maine are the two dealers that could be used to service the truck.
Lead time will be 90 – 120 days for the chassis followed by 6-8 weeks for the outfitting.
Trade of the Top Kick is discussed. Jim Ramsey will offer $10,000 if the truck is traded.
11. Other Business
12. Public Comments
At 9:05 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom 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.
Mike Smith makes a motion to handle employee reviews Friday, March 27 at 10 am. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against an additional meeting.
At 11:10 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom 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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