[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM050916.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 9, 2016
The Board of Commissioners met at 8:00 am on Monday, May 9, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Dave Cribbie of G. W. Brooks. The meeting was taped for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mike Smith makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 3-0.
The Action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille reports that roads are in good shape. Shim plates, or grader shoes, were completed last Friday by part time employee Tony Eldridge. Shimming of Eidelweiss Drive is planned for next week. The paving of the upper section of Oak Ridge Road and Klausen is scheduled for Thursday, May 19. Discussion ensues on the use of Tony Eldridge for welding of the shim plates for the road grader, and best use of part time employees. Kelly Robitaille states that Tony Eldridge is an experienced welder, with knowledge of the building of the grader shim plates; having Tony complete this work was more cost effective than sending to a contractor. The date of the roller rental beginning is discussed. Kelly Robitaille reports that the roller will be delivered on May 26, one week later than originally scheduled. A recall notice for the Terra Star was received Friday for a safety clip that holds the parking brake. Liberty International will be contacted to schedule the repair. The need to cut out pot holes while grading roads is discussed. Kelly Robitaille outlines that a full grading, including addition of gravel, will be done while the vibratory roller is rented. Mike Smith outlines that cleaning of culverts, without cleaning the ditch line to/from the culvert, is not effective work. The process of highway work will be looked at. Mike Smith will work with Kelly Robitaille.
8:15 am – Ron Sandstrom leaves the meeting at this time.
3. Water
Adelboden repairs to the bleeder and blow off are scheduled for today or tomorrow. Possible water outages have been posted for both days. Ian Hayes, Tom Therrien, Erin Hartley and Nick Sceggell will be in attendance next week to discuss the water system, SCADA, and Muddy Beach wells.
4. Administration
A safety meeting will be held May 18.
The motion log will be distributed for next week.
DPW job descriptions will be updated and sent to the Board for review.
The next Asset Management meeting is scheduled for May 14.
Mike Smith will work on scheduling isolation valve locating.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,221.94. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
The status of water billing for 2016 is discussed. Budget amount has been reached. 62 accounts had late fee of $50 added for a total of $3,100 additional billed.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 3 checks for $4,747.56. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
6. Minutes
The minutes of May 2, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.
7. Commissioners Reports
8. Signature Items
A request for waiver of certified plot plan requirement for 5 Lakeview has been received from Nicholas Borelli. Mr. Borelli has stated that decks will be connected with no change to footprint of the house. Mike Smith makes a motion to approve the request and sign the letter. Larry Leonard seconds the motion and the motion passed 2-0.
A time off request has been received from Nancy Cole. Mike Smith makes a motion to approve the time off request. Larry Leonard seconds the motion and the motion passed 2-0.
9. Correspondence
NH Municipal Association has sent the Legislative Bulletin.
10. Scheduled Appearances
Dave Cribbie of G. W. Brooks is in attendance to review and discuss the reconstruction of Oak Ridge Road. Paving is currently on target for May 20. Change order #2 is discussed. The District has not yet received approval of Change Order #2 from the Engineer’s. This Change Order covers the completed work for moving the water line around catch basin #2 and for replacing of the water line from Oak Ridge that travels down Saint Moritz. Dave Cribbie is informed of the VDOE’s intent to split charges related to the first water break 50/50. The estimated total cost for the repairs needed due to the break is $800; VDOE will pay $400 and charge G. W. Brooks $400. Discussion turns to the request for payment and approval of three trucks for the water line relocating work. Dave Cribbie is asked to review his pricing for this work. Potential overages on unsuitable materials and boulders being removed from the road bed are discussed. Discussion is held on replacing of the service line from the water main to the curb stop for the break discovered at 10 Oak Ridge which was repaired last week. Ian Hayes has recommended changing this service connection prior to paving of the road. Mike Smith makes a motion to obtain a cost estimate for this work. Larry Leonard seconds the motion and the motion passed 2-0. At 8:55 am Dave Cribbie leaves the meeting.
11. Other Business
A draft of an agreement that residents could sign to have fill from highway work delivered to their property has been drafted and sent to Attorney Dan Crean for review.
12. Public Comments
Dinah Reiss discusses an application received for a driveway permit for number 34 Little Shore. Ms. Reiss outlines the steepness of the slope and protection of the road.
At 9:58 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (a) employment matters. Larry Leonard seconds the motion. Motion is called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.
Motions and votes of Non-Public session:
Mike Smith makes a motion to seal the minutes of the Non-Public Session. Larry Leonard seconds the motion and the motion passed 2-0.
At 9:25 am Mike Smith makes a motion to exit non-public session. Larry Leonard seconds the motion. Motion called via roll call Mike Smith yea, Larry Leonard yea and the motion passed 2-0.
Mike Smith makes a motion to recess the meeting until 9:30 am Tuesday, May 10. Larry Leonard seconds the motion and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator