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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING September 24, 2013
The Board of Commissioners met on Tuesday, September 24, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (Highway). The meeting was taped by Tim Hughes.
[expand title="Search Text"] 2:30 pm the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mike Smith makes a motion to accept the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0.
2. Accounts Payable
10 checks for $3,876.49 are presented. Checks and invoices are reviewed and discussed. Check #1652 has an incorrect amount secondary to a typographical error. This check will be voided and re-issued with the next manifest. Mike Smith makes a motion to approve 9 checks for $2,862.84. Ron Sandstrom seconds the motion and the motion passed 3-0.
3. Minutes
The minutes of 9/17 are reviewed. Mike Smith corrects the quote to be requested for office cleaning to “annual” from “quarterly”. Ron Sandstrom makes a motion to accept the minutes as amended. Mike Smith seconds the motion and the motion passed 2-0-1 with Mark Graffam abstaining.
4. Highway Department Report
Fred Gurley reports that the ditch line to the culvert on Lugano has been cleared. The culvert near 8 East Bergamo has been cleared. Ditch dams were added to the inlet side to try to reduce the amount of debris getting into the culvert. The ditch created at the intersection of Bern and Sarnen has been extended to the culverts crossing Bern Dr. The culvert at 68 Eidelweiss Dr has been flushed and all debris removed. The ditch on St Moritz has been cleaned. The chain at Eidelweiss Beach has been repaired. The chain had come loose from the support beam. An estimate to repair Jungfrau in the vicinity of 14 – 16; raising 250 feet of road and crowning the area has been completed. This project would cost $3,500, including man hours and rental of a compacting roller. The project would take two days to complete. A request for a pre-purchase of salt is made. The plows will need to be worked on prior to snow. The Top Kick front end work that is needed will be estimated. Tires are also needed for the Top Kick, F-550 and one for the backhoe. DPW II should have the roof extended over the door to reduce the potential of snow hitting a person. This could be done by in house. All trucks are being checked for maintenance or repair items that will need to be completed prior to winter. Next section of the road assessment project will occur on Friday. The snow plow manual will be updated to include actual routes used. The demo grader from Volvo is anticipated for later this week. Ron Sandstrom has created an equipment list for planning and identification of future needs. Estimated dates for replacing equipment are being worked on.
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Discussion on the purchase of a new 550 this year is held. The quotes received earlier this year will be reviewed. A Safety meeting will be scheduled.
5. Road and Driveway Review
Phase 1 of the Oak Ridge Road plan is discussed. Questions and concerns raised at the hearing have been responded to by Engineer Paul Fluet. Ron Sandstrom makes a motion to move forward with Phase 1 of the Oak Ridge Road Plan; send a response to the abutters and participants of the hearing; and schedule a walkthrough of the project with the Contractor. Mike Smith seconds the motion. Discussion on the suggestion of adding a vortex chamber is held. Per the Engineer; this would be cost prohibitive. Motion is called to a vote and the motion passed 2-1. The proposed response to the abutters and participants of the hearing is reviewed and discussed. The response will be updated to include that construction will begin October 15, 2013. Ron Sandstrom makes a motion to send the response, as amended, to the abutters and participants of the hearing. Mike Smith seconds the motion and the motion passed 3-0.
6. Water System Planning
Scott Hayes has requested that approval be given to have electrician Brian Bailey be present for the start up of the new booster pump for the Chocorua Station at a cost of approximately $110.00. Mike Smith makes a motion to approve the request. Ron Sandstrom seconds the motion and the motion passed 3-0.
Other work that had previously been approved will be followed up on for the cost estimates. This includes replacing a curb stop valve on Lucerne and repair of a valve on Appenvel Way.
Meetings with potential water operators will be established.
Follow up with the Department of Revenue on the review of the loan documents for the Jungfrau pump skid has been responded to. Director Stephen Hamilton is in possession of the documents at this time.
7. Scheduled Appearances 8. Warrant Articles
9. Commissioners Reports
Mike Smith makes a motion to apply for the recently announced grant through the NH Department of Environmental Services for as built drawings. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom discusses establishment of the tax rate and the unassigned fund balance. Discussion on fluctuations created in the target unassigned fund balance because of fluctuations in the Warrant amount each year. Mark Graffam outlines that the target unassigned fund balance was voted to be based on the General Operations/Highway Budget so as to avoid major fluctuations. This method would create a target unassigned fund balance for calendar year 2013 to be $125,000. Discussion on stability of the tax rate for the District is held. Ron Sandstrom makes a motion to not offset the 2013 tax rate with additional
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funds from the Unassigned Fund Balance. Mark Graffam seconds the motion and the motion passed 3-0.
10. Signature Items
Ron Sandstrom makes a motion to sign the MS-34 as prepared. Mark Graffam seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to sign the MS-35 as prepared. Mark Graffam seconds the motion and the motion passed 3-0.
11. Correspondence
The NH Retirement System has sent notice of the return received through June 30, 2013. The NH Water Works Association has sent notice of their Annual Meeting.
The NH Municipal Association has sent the monthly NewsLink.
12. Administration
The August Daily Water Usage report is reviewed.
A budget review is planned for next week. Updated information will be sent.
13. Old Business 14. Other Business
Review of upcoming target dates for materials and information is held.
15. Public Comments
At 3:50 pm Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters and (c) matter of reputation. Mike Smith seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, Mark Graffam yea, and the motion passed 3-0.
Motions and votes of Non-Public session:
Mike Smith makes a motion to pay Iron Mountain Water the $792 withheld from a prior invoice. Ron Sandstrom seconds the motion and the motion passed 2-1.
At 4:05 pm Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, Mark Graffam yea, and the motion passed 3-0.
Respectfully submitted, Nancy E. Cole Administrator
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