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VILLAGE DISTRICT OF EIDELWEISS
Board of Commissioners
January 11, 2016
The Board of Commissioners met at 8:00 am on Monday, January 11, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present was Kelly Robitaille (hwy). At 9:45 am Nick Sceggell of Fluet Engineering Associates joined the meeting. Representatives from 5 companies bidding on the Oak Ridge Road project also joined the meeting at this time.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
- Agenda
Mike Smith makes a motion to add a Non-Public session and approve the agenda as amended. Larry Leonard seconds the motion and the motion passed 3-0.
The action list is reviewed and discussed.
- Highway Department Report
Kelly Robitaille reports that the roads are in good condition. Roads were treated over the weekend as needed. One truck load of salt has been received. Kelly Robitaille states that the amount approved on the purchase order for 2 loads would have been overspent, therefore only the one load had been ordered. Mike Smith makes a motion to approve up to $1,300 for the second load of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille is informed that if two loads are authorized, he should order two loads and the approval amount can be altered retroactively to cover actual expense. Kelly Robitaille is requested to turn in the sheets on the road culvert information that has been collected. Ron Sandstrom will work with Kelly Robitaille on establishing the information for road work completed in 2015. The warranty numbers for the grader and backhoe were received last week. Discussion ensues on putting funds into the Capital Reserve Fund (CRF) and self-funding the equipment repair needs from the CRF. Mike Smith makes a motion to establish a CRF for Capital Repairs of Equipment. Ron Sandstrom seconds the motion. The amount to fund this new CRF is discussed. Mike Smith moves to amend the motion to include funding in the amount of $10,000 with $5,000 from taxation and $5,000 from the Unassigned Fund Balance. Ron Sandstrom seconds the amendment. Motion passed 3-0. Ron Sandstrom makes a motion to remove the warranty articles for the grader and backhoe from the 2016 Warrant. Mike Smith seconds the motion and the motion passed 3-0. Discussion is held on compliance with RSA 91-A; the definition of a Public Record and the qualifications required to be met for a contract negotiation. Kelly Robitaille requests a purchase order in the amount of $240 for a new cutting edge for the road grader front plow. Mike Smith makes a motion to approve a purchase order in the amount of $240 for the cutting edge. Ron Sandstrom seconds the motion and the motion passed 3-0.
- Water
Ian Hayes and Tom Therrien will appear next week.
Mike Smith discusses beginning the work on the Jungfrau pump replacement. Larry Leonard outlines that this work is scheduled to begin after the winter season is over. This will be discussed next week with Ian Hayes.
The Sodium Hydroxide pump is off line. Ian Hayes will trouble shoot the pump.
Sample mapping of valve data has been received from Chad Roberge of Terra Map/Avitar Associates. The initial sample looks good. Some valves will need to be checked for accuracy of location. Once the data is plotted, the Asset Management Committee will be asked to work on verification. Isolation valve locations will also be plotted onto the map. Discussion is held on the information that should be included on the maps for each data point.
- Administration
A safety meeting will be held the end of January.
Alternate electric supply is discussed. Mike Smith makes a motion to approve the Alternate Electric Supply Agreement at $0.076 per KW hour. Ron Sandstrom seconds the motion and the motion passed 3-0.
Phones for the DPW are discussed. The level of data that should be needed is discussed. 1 GB of data should suffice. Pricing will be obtained and sent for review.
The Asset Management Committee has requested the Commissioners consider a Warrant Article for expenditure of remaining funds beyond the May 31 expiration of the current Grant. Mike Smith makes a motion to place an Article on the Warrant for $5,000 for Asset Management to be funded from unexpended Asset Management funds. Ron Sandstrom seconds the motion and the motion passed 3-0.
The 2016 proposed Warrant is reviewed:
Oak Ridge Road reconstruction bid opening is scheduled for this morning.
Medical Trust Fund to be included as written
Operating budget to be included as voted
Water budget to be included as voted
Grison and Burgdorf culvert design and permitting to be included as written
Pavement preservation discussed. Ron Sandstrom makes a motion to reduce this Article to $10,000. Mike Smith seconds the motion and the motion passed 3-0.
Tree removal at Lodge is discussed. Larry Leonard makes a motion to remove this Article. Mike Smith seconds the motion and the motion passed 3-0.
Engineering for drainage on Little Loop and Altdorf is discussed. Mike Smith makes a motion to remove this Article. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to leave Article 6 as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
December daily water usage report has been distributed.
Engineer Nick Sceggell joins the meeting and is questioned on the status of the hydraulic model update for the water system. This will be worked on. The pre-bid meeting for the tank lining project is discussed. The bid will be advertised.
10 AM Bid Opening for Oak Ridge Road reconstruction
Engineer Nick Sceggell opens the bids for this project. Each bid is checked for completion prior to the bid amount being read. Two bids are stated to be non-confirming during the opening; the Board is not given the bid amounts.
L.A. Drew $249,810.
D.A. White $255,000.
Nelson Companies incomplete
G.W. Brooks $193,996.
John H Lyman & Sons $252,200
Beard Sewer & Drain $500,000.
Evans Brothers incomplete
Representatives from the above companies that are present leave the meeting at this time.
Additional discussion on the date for the pre-bid meeting for the tank lining project is held. Mike Smith makes a motion to set the pre-bid meeting for February 1, 2016 at 11 am. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the hydraulic model update report presented to the Commissioners February 1, 2016 at 10:30 am. Ron Sandstrom seconds the motion and the motion passed 3-0.
Discussion is held on placing of information pertinent to the Budget Hearings and Annual Meeting on the website. The draft proposed budget will be put on the site.
Mike Smith makes a motion to have Attorney Dan Crean attend the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Slides for the budget hearing will be put together for review.
Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve the manifest in the amount of $15,392.73. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 3-0.
- Minutes
- Commissioners Reports
- Signature Items
The COBRA agreement with Health Trust is reviewed. Ron Sandstrom makes a motion to sign the COBRA agreement. Larry Leonard seconds the motion and the motion passed 3-0.
Letter of request for information that is needed for the 2015 audit for Primex is presented. Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.
Letter of request for information that is needed for the 2015 audit for Health Trust is presented. Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.
Letter of request for information that is needed for the 2015 audit for Property Liability Trust is presented. Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.
- Correspondence
- Scheduled Appearances
See Bid Opening
- Other Business
- Public Comments
At 11:20 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