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VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

February 1, 2016

 

The Board of Commissioners met at 8:00 am on Monday, February 1, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:03 am).  Also present was Kelly Robitaille (hwy).  Engineer Nick Sceggell joined the meeting at 9:20 am.  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. Ron Sandstrom seconds the motion and the motion passed 2-0. 

 

The action list is reviewed and discussed.

 

2. Highway Department Report

 

Kelly Robitaille reports that roads are in good shape. Some punch outs will be made prior to the forecasted rain.  Some tree branches will be cut back this week.  Planning for 2016 is to be completed.  The culvert maintenance worksheet will be forwarded to Kelly Robitaille.  Dinah Reiss and Tommy Gunn of the Asset Management Committee will be working on numbering the road culverts for installation of tags in the spring.  Ian Hayes will contact Kelly Robitaille on clearing a path to the Muddy Beach Wells.

 

3. Water

 

SCADA work is progressing for both the chemical room and off peak pumping model. The radios have been received.  The invoice has been forwarded to the auditor for the accounts payable file.  Engineer Nick Sceggell will update the hydraulic model when he arrives this morning.  The pre-bid meeting for the water tank lining project is scheduled for 10 am today.

 

4. Administration

 

A safety meeting will be held in February.

The motion log will be targeted for review the third meeting of each month.

The policy wording for the Unassigned Fund Balance is to be reviewed.

The VDOE Annual Report was completed last week and submitted to Madison.

The Asset Management Committee met Saturday and new member Tommy Gunn will work with Dinah Reiss on the numbering sequence for road culverts. GPS coordinates will be taken for all culverts when tagged in the spring.  Directional flow data for each culvert will be marked for the maps.  The date cleaned for each culvert will be maintained.

The next Asset Management meeting will be February 13 at 9 am.

The Warrant is reviewed and discussed.

Article 2 – Bond for reconstruction of Oak Ridge Road. New numbers were received for the anticipated loan payment based on the reduced amount to be requested.  Mike Smith makes a motion to update the loan payment to include the revised 7 year loan payment at $17,000. Ron Sandstrom seconds the motion and the motion passed 3-0. 

Board recommendation for Article voted: Article recommended by a vote of 2-1 with Larry Leonard against this article.

Article 3 – Health Insurance Trust Fund. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 4 – Operating\Highway Budget. Board recommendation for Article voted: Article recommended by a vote of 3-0.

Article 5 – Water System Budget. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 6 – Grison & Burgdorf road culvert Engineering, design and permitting. Board recommendation for Article voted:  Article recommended by a vote of 2-1 with Larry Leonard against this article.

Article 7 –Pavement Preservation. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 8 – Purchase Extended Warranty for Terra Star.  Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 9 – Beach Testing. Board recommendation for Article voted: Article recommended by a vote of 3-0.

Article 10 – Water Extension Fund usage. Board recommendation for Article voted: Article recommended by a vote of 3-0.

Article 11 – Asset Management. Board recommendation for Article voted: Article recommended by a vote of 3-0.

Article 12 – Establish Heavy Equipment Repair CRF. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 13 – Deposit into Road Construction CRF. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 14 – Deposit into Highway Equipment CRF. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 15 – Extension of Treasurer Term limit. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 16 – Extension of Clerk Term limit. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 17 for other business that may come before meeting will be added.

Mike Smith makes a motion to produce the Warrant as voted for signing next week. Ron Sandstrom seconds the motion and the motion passed 3-0. 

 

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,126.56. Ron Sandstrom seconds the motion.  Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve 13 checks for $14,291.93. Ron Sandstrom 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 January 18 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of January 18 Non-Public session are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of January 25 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of January 25 Non-Public session are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

7. Commissioners Reports

 

Ron Sandstrom discusses establishing a VDOE policy for employee bonuses. Ron Sandstrom makes a motion to adopt the Policy as drafted. Mike Smith seconds the motion and the motion passed 3-0.

Updating of the isolation valve data has been completed and sent to Chad Roberge of Terra Map/Avitar Associates.

The road plan for 2016 work and review of 2015 completed work is being done.

The Annual report was completed last week. Ron Sandstrom makes a motion to put the Annual report on the website. Mike Smith seconds the motion and the motion passed 3-0.

 

Mike Smith makes a motion to update the new hire information to reflect enrollment in the NH Retirement System as a condition of employment and bring wording into compliance. Ron Sandstrom seconds the motion.  Larry Leonard is informed that withdrawal from the NH Retirement System is not a current option based on withdrawal requirements. Motion is called to a vote and the motion passed 3-0.

Mike Smith states that he will be attending the meeting with the local State representatives in Albany tonight. Nancy Cole will also be attending.

 

8. Signature Items    

 

Letter to the home owner at 1 Altdorf regarding drainage is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letter to the home owner at 6 Little Loop regarding drainage is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letter to the home owner at 4 Little Loop regarding drainage is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letter to G.W. Brooks for preliminary award of the Oak Ridge reconstruction project pending funding approval is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order for a cutting edge at $240 is presented. Mike Smith makes a motion to authorize the purchase order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order for sand at $1,500 is presented. Mike Smith makes a motion to authorize the purchase order. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

9. Correspondence

 

Attorney Dan Crean has confirmed he will attend the Annual Meeting.

 

A letter from NH DES regarding the recent work on Grison and Burgdorf has been received and is reviewed. The information requested will be put together for the response.  Information from the 2012 repairs and 2015 repairs will need to be included as the overflow culverts were originally placed in 2012.  Mike Smith makes a motion to include the information regarding the 2016 Warrant Article for Engineering, Design and Permitting for permanent repairs to these roads in the response to NH DES. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against including this information.  Larry Leonard makes a motion to review the 2012 repair information. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

 

 

 

 

 

10. Scheduled Appearances

 

Engineer Nick Sceggell joins the meeting in progress at 9:20 am. The hydraulic model update is discussed.  Engineer Nick Sceggell outlines that the peak demand calculated for the system is 200 gallons per minute on August 8, 2015.  The peak calculated when the testing was done in 2011 was 222 gallons; however, the usage is noted that a pipe break occurred that day.  Without a break the peak was calculated at 200 gallons per minute.  All reviews of the model shows the pressure as expected for the varying zones.  Review shows that no major update of the model is needed at this time.  Ron Sandstrom makes a motion to have the Asset Management Committee collect GPS coordinates and elevations for all bleeders within the system. Mike Smith seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to update the reviews for the model in another 5 years.  Ron Sandstrom seconds the motion.  Discussion is held on additional development occurring within the District and demands that may be put on the system.  Ron Sandstrom moves to amend the motion to create a policy for a 5 year system demand review. Mike Smith seconds the motion to amend.  Motion is called to a vote and the motion passed 3-0.

 

11. Other Business

 

Off peak electric hours include 8 pm to 7 am Mon-Fri; weekends and holidays.

 

Mike Smith makes a motion to have the bids due for the tank lining project Feb 22. Ron Sandstrom seconds the motion and the motion passed 3-0. 

 

Preliminary road work plan for 2016 submitted by Kelly Robitaille is reviewed.

 

 

 

 

12. Public Comments

 

 

 

At 8:47 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91A-3, II (d) property. 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. 

 

Motions and votes of non-public session:

 

Mike Smith makes a motion to seal the minutes of this non-public session until conclusion of the matter discussed. Ron Sandstrom seconds the motion and the motion passed 3-0. 

 

At 8:52 am Ron Sandstrom makes a motion to exit non-public session and resume the Public meeting. Mike Smith 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.

 

At 9:54 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. 

 

 

Respectfully submitted,

 

 

Nancy E. Cole

Administrator

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VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

January 25, 2016

 

The Board of Commissioners met at 8:00 am on Monday, January 25, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith.  Also present was Kelly Robitaille (hwy).  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. Ron Sandstrom seconds the motion and the motion passed 2-0. 

 

The action list is reviewed and discussed.

 

2. Highway Department Report

 

Kelly Robitaille reports that the roads are in good shape. Brandon Drew of High St Sand & Gravel has announced that he is working his sand pile and has sand available at a cost of 9.50 per ton.  Other vendors are currently over $10 per ton.  Mike Smith makes a motion to approve $1,100 or 5 truckloads of sand. Ron Sandstrom seconds the motion.  Discussion on storage capacity and amount to be ordered is held.  Mike Smith withdraws the motion. Ron Sandstrom makes a motion to approve $1,500 for sand.  Mike Smith seconds the motion and the motion passed 2-0.  Ron Sandstrom discusses a spreadsheet of the collected information pertaining to road culverts that has been developed with the 182 culvert location sheets that were turned in.  The information will be reviewed with Kelly Robitaille.

 

3. Water

 

Ian Hayes has notified the office that Muddy Beach Well #2 is off line. Hartley Well has been notified.  A purchase order in the amount of $2,000 for pulling of Muddy Beach Well #2 is presented and reviewed.  Ron Sandstrom makes a motion to approve the purchase order for Hartley Well to pull the well pump in the amount of $2,000. Mike Smith seconds the motion and the motion passed 2-0.  Mike Smith makes a motion to have the office send Tom Therrien of Electrical Installation an email with the projects and completion dates from the last meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.  Discussion is held on the addition of an item called “project planning” that has been added to the action list.  Mike Smith makes a motion to remove this item from the action list. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

4. Administration

 

Audit information is discussed. The retention policy for the Unassigned Fund Balance is discussed.  The level of the retention and the wording on the policy is discussed.  Clarifying in the wording that the water budget is not included; the 33% retention is the Operation/Highway budget.  Mike Smith makes a motion to have Nancy Cole review and update the wording for presentation to the Board. Ron Sandstrom seconds the motion and the motion passed 2-0.  Continued discussion is held on the Unassigned Fund balance, cash flow, and the use of TAN notes.

The draft maps for water system valve locations are being reviewed and updated as needed. The lot type, showing lot or home will be added as a layer.  Isolation valve location plotting is discussed; a layer showing directional control of flow will be added.  The data from the isolation valve coordinates will be sent to Chad Roberge.

The 2016 Warrant is discussed. The Board is questioned if changes are wanted to any of the Articles.  Article 2, the bond for the Reconstruction of Oak Ridge Road, is discussed.  Mike Smith makes a motion to send a letter to G.W. Brooks notifying them of intent to issue Award of Contract pending approval of funding at the VDOE Annual Meeting; and amend the Warrant Article amount to $243,750 which includes 8% Project Management and 17% contingency; funding is to include $30,000 from the Unassigned Fund Balance. Ron Sandstrom seconds the motion and the motion passed 2-0.

Ron Sandstrom discusses employee bonuses. Ron Sandstrom states that creation of a separate line item for an employee bonus would not beneficial to the District.  Establishment of a Bonus Policy is discussed.  Ron Sandstrom distributes a draft of the proposed policy for consideration and discussion.  This will be discussed next week.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,650.83. Ron Sandstrom seconds the motion.  Report and time cards are reviewed and discussed.  An error in hours on the report for a part time employee is identified.  Mike Smith moves to amend the amount of payroll to $6,714.83. Ron Sandstrom seconds the amendment and the motion passed 2-0.

 

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve 13 checks for $14,291.93. Ron Sandstrom 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 the Public Hearing of January 22 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

7. Commissioners Reports

 

Ron Sandstrom discusses the candidate list for 2016.

 

Mike Smith makes a motion to send a postcard for the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 2-0. 

Mike Smith makes a motion to include no action to be taken on Middle Shore project at this time in the letter to G.W. Brooks. Ron Sandstrom seconds the motion and the motion passed 2-0.  

 

 

 

 

 

8. Signature Items    

 

The updated Health Trust agreement recognizing addition of the COBRA agreement is presented. Ron Sandstrom makes a motion to sign the updated agreement. Mike Smith seconds the motion and the motion passed 2-0.

 

9. Correspondence

 

The Eidelweiss Property Owner’s Association (EPOA) has requested use of Geneva Beach for a beach party February 14. Mike Smith makes a motion to approve the EPOA request. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

Guidance on sealing minutes of non-public sessions has been received. Mike Smith makes a motion to reconsider the vote to seal the minutes of the Non-Public Session of December 14, 2015 regarding employee bonuses and unseal these minutes. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

 

 

 

 

 

10. Scheduled Appearances
11. Other Business
12. Public Comments

 

At 9:03 am Ron Sandstrom makes a motion to enter non-public session pursuant to RSA 91A-3, II (a) employment matters. Mike Smith seconds the motion.  Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

 

Motions and votes of non-public session:

 

Mike Smith makes a motion to update the employee handbook to reflect mandatory enrollment in the NH Retirement System upon hire. Ron Sandstrom seconds the motion and the motion passed 2-0. 

 

Mike Smith makes a motion to waive the time limit for buying service credit with the NH Retirement System and allow Nancy Cole to buy back her first year of employment. Ron Sandstrom seconds the motion and the motion passed 2-0.

Ron Sandstrom makes a motion to update the employee handbook to reflect holiday hours as hours worked. Mike Smith seconds the motion and the motion passed 2-0.

 

Mike Smith makes a motion to have the office contact the NH Retirement System to determine the VDOE liability to the retirement system due to the enrollment oversight. Ron Sandstrom seconds the motion and the motion passed 2-0.  

 

At 10:30 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 and the motion passed 2-0.

 

Respectfully submitted,

Nancy E. Cole

Administrator

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VILLAGE DISTRICT OF EIDELWEISS

BOARD OF COMMISSIONERS

PUBLIC HEARING ON BOND ARTICLE FOR RECONSTRUCTION OF OAK RIDGE ROAD

PUBLIC HEARING ON BUDGETS FOR 2016

JANUARY 22, 2016

 

The Board of Commissioners held a public hearing on the proposed bond for the reconstruction of Oak Ridge Road, followed by a Public Hearing on the proposed 2016 VDOE Budget on January 22, 2016 at 7 pm at the Madison Town Hall meeting room. 11 persons were present.

 

Mike Smith makes a motion to open the hearing on the Bond for $300,000 proposed for the reconstruction of Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 3-0. 

 

Review of the Oak Ridge Road reconstruction project is presented by Ron Sandstrom. Outline of bids received and opened during public meeting is given.  G.W Brooks is the lowest accepted bid.  References are being checked and were received late this afternoon from the Engineer.  Bid anticipated to be awarded at the next Commissioners meeting.  Cost of the project is reviewed and discussed.  Tax impact for future years is outlined.  Amount on the notice being $300,000 is discussed.  Actual amount of the loan may be lower.  Gloria Aspinall questions project oversight and is informed that Fluet Engineering has been appointed as project manager.  Mike Smith outlines recommendation from Engineer that current water lines not be replaced until the road is resurfaced in 7-10 years.  Jay Buckley questions the Unassigned Fund Balance and using of these funds in this article.  Ron Sandstrom outlines the unspent funds from two Warrant Articles approved in 2015 that were not completed.  Discussion continues on road work and needs for the District.

At 7:20 pm Ron Sandstrom makes a motion to close the Public Hearing on the bond for the reconstruction of Oak ridge Road. Mike Smith seconds the motion passed 3-0. 

At 7:20 pm Ron Sandstrom makes a motion to open the Public Hearing on the 2016 Budgets. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom outlines the Commissioners goal for the 2016 Warrant.

Article 3 for establishment of an Expendable Trust Fund for Medical Insurance in the amount of $35,000 is outlined. Funding is from the Unassigned Fund Balance.  Some discussion on future funding for insurance needs is held.  Reduction of the operating budget in the amount of $35,000 is outlined.

Article 4 for the Operations/Highway Budget and Article 5 for the Water Budget are reviewed.  Categories and funding levels are reviewed and discussed.  Employee bonuses are discussed.  Establishing a line item for bonuses is discussed.  Current funding from salary lines is outlined.  Benefits are reviewed.  Increase in the Retirement plan line item is discussed.  Enrollment of all three employees being mandatory under NH RSA is discussed.  Bond payments for the 2016 calendar year are reviewed.  Dinah Reiss outlines collection of the payment for the tank lining project in 2015 without costs being incurred and recommends not raising Overage spent on Grison and Burgdorf emergency road repairs is highlighted.  Increase in engineering expenses outlined.  Increase in culvert line item outlined to include addition of culverts in a drainage issue on Eidelweiss Drive.  Discussion on option of having a review of the Lodge for needed repairs is held.  Street lighting is reviewed.  Parks & Recreation is reviewed.  TAN note interest line is reviewed and discussed.  Use of a TAN in January of 2016 is outlined.  Dinah Reiss discusses TAN usage and earlier receipt of the tax payment from the Town of Madison.

Article 6 for Engineering, Design and Permitting of Grison and Burgdorf road repairs for permanent corrections is discussed. Outline of undersized culverts at these locations, along with approximately one year of time needed to obtain proper permits is given. Some discussion on the work completed this year is held.

Article 7 for pavement preservation discussed. The need to maintain paved roads as well as gravel roads is discussed.  Creation and release of a maintenance plan for roads is discussed.  The need for shoulder work on paved roads is highlighted by Gloria Aspinall.

Article 8 for purchase of an extended warranty for the new Terra Star is reviewed. Purchase of a 5 year warranty is outlined.

Article 9 for testing of water at the 5 beaches is discussed. Bob Ingram outlines that Porridge Shore has not been tested weekly; only 4 beaches are done weekly.

Article 10 for expending from the Water Extension Fund is discussed.

Article 11 for Asset management expenditures beyond the NH DES grant which expires May 31, 2016 is outlined. Funding for this is highlighted to be from the unexpended funds previously approved for this effort.

Article 12 for establishing a CRF for heavy equipment repairs is outlined. The need to have funds available for maintaining the heavy equipment without expending money for  three year warranty that may or may not be used.  The equipment should be in service for the District for over 20 years.  Long term financial planning is discussed.

Article 13 for deposit into the Road Construction CRF is discussed.

Article 14 for deposit in the Highway Equipment CRF is discussed.

Article 15 for increasing of Treasurer Term limit is discussed. Dinah Reiss states that she does not see an advantage to increasing this term limit.

Article 16 for increasing of Clerk Term limit is discussed.

 

Ron Sandstrom moves to adjourn the hearing at 8:45 pm. Mike Smith seconds the motion and the motion passed 3-0.          

 

 

 

 

 

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VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

January 18, 2016

 

The Board of Commissioners met at 8:00 am on Monday, January 18, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:05 am). Ian Hayes (water operator) and Tom Therrien (SCADA programmer) join the meeting at 9:00 am.

 

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. Ron Sandstrom seconds the motion and the motion passed 2-0. 

 

The action list is reviewed and discussed.

 

2. Highway Department Report

 

District holiday, Highway crew is not in attendance.

Better cleanup of pump stations is discussed. The crew will be informed.  Ron Sandstrom states that he will work with Kelly Robitaille on the road plan this week.  The road plan will be presented at the Annual Meeting.

 

3. Water

 

Ron Sandstrom outlines the lack of impact that the contract with Electrical Installation has had on scheduling of work on the SCADA system. Tom Therrien accepts responsibility for the perceived lack of progress in the last two months.  Tom Therrien adds that the electrical panel at Jungfrau could not have been ordered earlier because the space available for the panel was unknown.  As the electric change at the telephone pole for the power supply to the building has now been completed, the available space will be measured today and the panel should be received by the end of February.  Tom Therrien adds that the new radios and program cards needed for the SCADA system will add to the size of the panel needed in every pump house.

The Muddy Beach well transducers that were approved last year but not yet ordered are discussed. Tom Therrien outlines lack of information available on the depth of Muddy Beach Well #1.  Without knowing the depth that the transducer is needed at, the transducer cannot be ordered.  Ian Hayes states that the depth of Well #2 will require 120 feet of cable.  The depth of Well #1 draw down test ranged to 160 feet.  200 feet of cable will be ordered for Well #1.  Tom Therrien states that it will take 2 – 3 weeks for the materials to arrive.  The week of February 8^th will be targeted for installation of the transducers, with a completion date of February 12^th.  Open projects are discussed.  Chemical injection room programming into the SCADA system will be done.  Tom Therrien states that he will be in tomorrow to work on this, with a completion date by January 29^th.  Tom Therrien will follow up on the Oak pump house schematics for the new pumps; information to be received by January 29^th.

Ian Hayes states that the Sodium Hydroxide pump is off line. The pump ordered as the authorized spare pump will be installed upon receipt.  A spare will still be needed going forward.  A work order for installation of the pump with estimated pricing will be created.  Ian Hayes will supply the parts estimates and labor hours.  The pump will be installed by the end of January.  The order for the new radios for the SCADA system is discussed.  Tom Therrien states that all radios will be installed by the end of February.  The radio units will be in the District the end of January.  Tom Therrien will schedule Chad Poulin of Androscoggin Electric for completion of the remaining electrical work at Jungfrau pump house.  Adding flow meters to the system and purchase of the meters for Jungfrau are discussed.  Discussion is held regarding standardizing use of one manufacturer; Rosemount or Badger.  The ability to work on the Badger meters and familiarity of both Ian Hayes and Tom Therrien with Badger meters is discussed.  The prior vote of the Board to use Rosemount meters and the purchase and installation of Rosemount at Oak pump house is outlined by Mike Smith.  Ron Sandstrom makes a motion to standardize on Badger meters for the water system and use Badger meters moving forward. Larry Leonard seconds the motion.  Discussion on potential unforeseen issues that could arise with a different meter is held.  Ron Sandstrom withdraws the motion. Mike Smith makes a motion to use Badger meters for the Jungfrau project.  Ron Sandstrom seconds the motion and the motion passed 3-0.  Discussion ensues on the timing for the replacement pump at Jungfrau to be installed.  Installation is currently scheduled for spring 2016.  Mike Smith discusses installing the pump following completion of the electrical and SCADA panel work; target early March.  Discussion on the amount of time to complete the pump replacement is held.  Ian Hayes states that with the piping changes within the station, the work will take 2-3 weeks.  Mike Smith makes a motion to have the pump replacement work begin March 14, 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.  Completion of the SCADA programming to model off peak pumping is discussed.  Oak station and Chocorua station are discussed for inclusion to pump during off peak hours; 8 pm to 7 am Monday through Friday.  Weekends and holiday hours will be looked into.  The system will be programmed to call for water to fill tanks throughout the District during the specified hours.  All stations will have an override to allow for filling of tanks if needed between 7 am and 8 pm.  Mike Smith makes a motion to include Oak and Chocorua stations in the off-peak programming model. Ron Sandstrom seconds the motion and the motion passed 3-0.  Establishing monthly meetings during projects with Tom Therrien is discussed.  Tom Therrien will attend the second meeting of each month.  Tom Therrien will update the Commissioners on the status of all projects discussed on February 8^th.  Mike Smith makes a motion to have Ian Hayes obtain pricing for a replacement booster pump for Summit station. Ron Sandstrom seconds the motion.  Discussion ensues on full replacement or replacement of the pump only without the motor.  Motion is called to a vote and the motion passed 2-1 with Larry Leonard against full replacement.

 

4. Administration

 

A safety meeting will be scheduled for early February.

The motion log is reviewed. 291 motions have been made since July 1, 2015.

The cash flow report is reviewed. The ending balance on December 31, 2015 in the operating account was $9,638.  A Tax Anticipation Note (TAN) was taken for $25,000.  The tax check from the Town of Madison was received last week in the amount of $245,733.  The TAN note will be paid off this week.  Payoff is including in today’s manifest for approval.  The Capital Reserve Fund (CRF) balances on the report are the reported balances as of 12-31-15 received from the Trustees of the Trust Funds.

VDOE policies will be placed on the website was the final review is completed.

The 2015 VDOE Annual Report is being worked on. The report is due to the Town of Madison early next week.

Information received on the options for new phones for the DPW crew will be distributed.

Asset Management mapping is in progress with Chad Roberge of Terra Map/Avitar Associates. The draft maps received are reviewed.  Mike Smith makes a motion to request Jay Buckley forward the isolation valve download from the GPS unit for inclusion on the maps. Ron Sandstrom seconds the motion and the motion passed 3-0.  A single field for direction of shut off flow will be used on the maps.

Ron Sandstrom has scanned in the sheets on the 192 road culverts.

Articles for the 2016 Warrant are reviewed and discussed. A statement of intent for the Warrant will be drafted for the Budget Hearing this Friday.  Wording for this statement is discussed; flat tax rate, new savings account for medical with removal of those funds from the budget upon passing of the Article, place money into existing reserve funds, self-funding of heavy equipment warranty through reserve fund, begin plan for funding pavement preservation work.

Oak Ridge Road reconstruction article is discussed. The numbers for the amount to be raised will remain as currently listed until the contract is awarded.  The bid specification document and maps will be brought to the Hearing Friday night.  The specification book will be posted to the website.  Discussion is held on future year’s tax impact of this project.  The bid numbers will be shown on a slide for the Budget Hearing Friday.

Medical Trust Fund Article is discussed. Intent is to protect the funds and remove the funds from the budget; reducing the proposed Operations/Highway budget to $397,727.

The Operations/Highway budget and Water budget proposals are reviewed and discussed. The Terra Star loan is a new addition to the Operations/Highway budget and the State Revolving Loan Fund for the tank lining project is a new addition to the Water budget.

Article 6 to prepare for a permanent fix for Grison and Burgdorf is discussed. Completion of the engineering, design and permitting will allow for construction costs to be estimated.

Article 7 is to begin a pavement maintenance program.

Article 8 is to purchase an extended warranty for the Terra Star.

Article 9 for testing of the water at the VDOE beaches is discussed. The EPOA has been funding this service for the benefit of the District for years; the District will now be covering these expenses.

Standard wording for authorization to use Water Extension Fund monies is Article 10.

Use of assigned Asset Management funds beyond May 31, 2016 completion of the approved Grant is the purpose of Article 11.

Article 12 is to self-fund repairs to heavy equipment in lieu of purchasing very expense, short term warranties.

Articles 13 and 14 are to begin funding existing CRF’s for the first time since 2011.

Mike Smith makes a motion to approve the Warrant as amended, post the Draft of the Warrant on the website and have available for the meeting on Friday. Ron Sandstrom seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to post the proposed 2016 Operations/Highway and Water budgets to the website.  Ron Sandstrom seconds the motion and the motion passed 3-0.    

 

The payroll report will be reviewed next week.

 

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve 10 checks for $26,942.62. Ron Sandstrom seconds the motion.  Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

 

6. Minutes

 

The minutes of January 4 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

 

The minutes of January 11 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

The minutes of January 15 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

7. Commissioners Reports
8. Signature Items    

 

A transfer request for $3,000 from the Water Extension Fund to the Operating Account to Treasurer Dinah Reiss is reviewed. Ron Sandstrom makes a motion to sign the Transfer Request. Mike Smith seconds the motion and the motion passed 3-0.

 

9. Correspondence

 

The monthly check for the Coleman Tower rental has been received.

 

Granite State Analytical has sent the monthly bacteria testing results. All results are clean.

 

Jim Ramsey of Liberty International has responded to the Thank you sent by the Board.

 

 

 

 

 

 

10. Scheduled Appearances
11. Other Business

 

Release of information, specifically the extended warranty quotes for the road grader and backhoe, is discussed. Compliance with 91-A and the definition of a public document is discussed.

 

The minutes of the Asset Management Committee meeting of November 28^th have been distributed.  Ron Sandstrom makes a motion to accept the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

 

The minutes of the safety meeting of December 22 have been distributed. Ron Sandstrom makes a motion to accept the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

 

12. Public Comments

 

 

At 8:35 am Ron Sandstrom makes a motion to enter non-public session pursuant to RSA 91A-3,II (e) Legal matters. Mike Smith 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. 

At 8:45 am Mike Smith makes a motion to exit non-public session and resume the Public session. 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.

 

At 11:15 am Mike Smith makes a motion to adjourn the meeting.  Larry Leonard seconds the motion and the motion passed 3-0.   

 

Respectfully submitted,

 

 

Nancy E. Cole

Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/02/CM011516.pdf"]

VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

January 15, 2016

 

The Board of Commissioners met at 10:00 am on Friday, January 15, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith.

 

At 10:00 am the meeting was called to order by Chairman Ron Sandstrom.

At 10:00 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) Legal. Ron Sandstrom seconds the motion.  Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0. 

 

Motions and Votes of Non-Public Session:

 

Mike Smith makes a motion to not waive the informalities on the non-confirming bids whose numbers were not read during the bid opening for Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 2-0. 

 

At 10:10 am Mike Smith makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0. 

 

Discussion is held on financing for the Oak Ridge Road project with the low bid amount being $193,996. Mike Smith makes a motion to pursue a 7 year loan for this project. Ron Sandstrom seconds the motion.  Discussion on future year’s tax impact is held. Motion passed 2-0.  

 

Discussion is held on the Unassigned Fund Balance, tax rates, cash flow and impacts of each on overall financial management of the District. Mike Smith makes a motion to alter the VDOE Unassigned Fund Balance Retention Policy to 25%. Ron Sandstrom seconds the motion for discussion.  Discussion on a reduction of Unassigned Fund Balances’ effect on cash flow is held. Mike Smith withdraws the motion.

 

Mike Smith makes a motion to add Warrant Articles for $10,000 to be deposited in the Highway Equipment Capital Reserve Fund (CRF) and $5,000 to be deposited in the Road Construction CRF. Ron Sandstrom seconds the motion.  Discussion on splitting available funds between the two CRF’s is held.  Mike Smith moves to amend the motion to deposit $7,500 into each CRF. Ron Sandstrom seconds the amendment and the motion passed 2-0.

 

At 10:35 Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (d) property. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

 

Motions and votes of Non-Public session:

Mike Smith makes a motion to seal the minutes of this Non-Public Session. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.  

 

At 10:45 am Mike Smith makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0. 

 

Mike Smith makes a motion to send letters to the homeowners on Little Loop and Altdorf regarding funding not being available at this time to pursue drainage engineering as funds to be allocated were consumed with emergency road repairs; project will be looked at should funds become available. Ron Sandstrom seconds the motion and the motion passed 2-0. 

 

At 10:50 am Ron Sandstrom makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.   

 

Respectfully submitted,

 

 

Nancy E. Cole

Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/02/CM011116.pdf"]

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.

 

1. 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.

 

2. 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.

 

3. 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.

 

4. 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.

 

6. Minutes
7. Commissioners Reports
8. 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.

 

 

 

9. Correspondence

 

 

 

 

 

10. Scheduled Appearances

            See Bid Opening

11. Other Business
12. 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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/02/CM010416.pdf"]

VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

January 4, 2016

 

The Board of Commissioners met at 8:00 am on Monday, January 4, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:04 am).  Also present was Kelly Robitaille (hwy), Bob Goddard (hwy), Eric Harlow of Paychex (arrived 9:15 am) and Dinah Reiss (arrived 9:30).  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. Ron Sandstrom seconds the motion and the motion passed 2-0. 

 

The action list is reviewed and discussed.

 

2. Highway Department Report

 

Kelly Robitaille reports that storm response went well. The new truck did great; handling the hills well.  Salt supply is needed.  A Purchase Order for two loads of salt in the amount of $2,500 is requested.  Mike Smith makes a motion to approve 2 loads of salt up to $2,500. Ron Sandstrom seconds the motion and the motion passed 3-0.  Sand supply is good at this time.  The tax payer sand pile has been established.  New phones and available options are being looked into.  Upgrading to a smart phone will add $30 per month to the current charges.  Details will be sent for review.  Kelly Robitaille requests review of a plan to create authorized signature ability for purchases at Lowe’s in lieu of the current credit card plan.  Ron Sandstrom informs the crew that a good job was done during the storm last week.  Mike Smith discusses re-bidding the Middle Shore work.  Discussion is held on altering of the specification for re-bidding.  Kelly Robitaille reports that Jim Ramsey of Liberty International called during the storm to see how the truck was doing.  Ron Sandstrom makes a motion to send a thank you to Jim Ramsey for checking in. Mike Smith seconds the motion and the motion passed 3-0.

3. Water

 

A follow up will be done with Tom Therrien of Electrical Installation on status of ongoing work. The radios and MB well transducers are overdue.  Ron Sandstrom makes a motion to set a meeting with Tom Therrien. Mike Smith seconds the motion and the motion passed 3-0.  The status of the hydraulic model update will be requested from Paul Fluet.  The bleeders have been turned on.

 

4. Administration

 

A safety meeting was held December 22.

The Fire Chief has been notified that the wall separating the oil burner from the oil tank has been built.

The 2015 Audit is scheduled to begin January 19.

The Management Discussion and Analysis will be worked on.

Alternate providers for electricity are discussed. Additional information will be obtained on rates through a program from Eversource and options available through Tad Dziemian of White Column Solutions.  Mike Smith will work on this.

An Asset Management meeting will be scheduled.

Chad Roberge of Terra Map/Avitar Associates will be followed up with on the SQL script for conversion of a table within the Asset Management database.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,322.06. Ron Sandstrom seconds the motion.  Report and time cards are reviewed. Motion passed 3-0.

Budgets through 12-31-15 are reviewed. Proposed budgets for 2016 are reviewed.  A number transposition was corrected in the NH Retirement line item. Mike Smith makes a motion to post the proposed budgets for 2016 on the website. Ron Sandstrom seconds the motion and moves to include marking the document “Draft”.  Mike Smith seconds the amendment.  Motion, as amended, passed 3-0.

 

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve the manifest in the amount of $5,135.07. Ron Sandstrom seconds the motion.  Checks and invoices are reviewed and discussed. Motion passed 3-0.

 

6. Minutes

 

The minutes of December 14 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0. 

 

The minutes of December 22 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0

 

7. Commissioners Reports

 

Ron Sandstrom discusses holding on any options for Oak Ridge Road until the bid opening. Discussion on engineering ensues.  Ron Sandstrom makes a motion to investigate road engineer for the District. Mike Smith seconds the motion.  Discussion on exploring options is held. Motion passed 2-0-1 with Mike Smith abstaining as he is not sure this is beneficial.

 

Mike Smith discusses keeping options open for Oak Ridge Road. Pursuit of one portion, such as completing the drainage and then follow up with the road reconstruction may be an option that will need to be discussed further.  Ron Sandstrom outlines the overall benefit of doing the entire project.  Mike Smith outlines that, depending on the cost, options may need to be given to the voters.  Additional discussion will be held following receipt of the bid.

Financing and budgeting of known operational costs for the next few years is discussed. The need for maintenance on all roads is outlined as a challenge that needs to be met by Ron Sandstrom.  Overall management of the numbers id discussed.

Mike Smith discusses off peak metering for the pump houses. Rates and potential savings are discussed.  Larry Leonard outlines that no savings will occur if the pumps run once during the day.  The modeling of off peak pumping hours will be discussed with Tom Therrien of Electrical Installation, SCADA programmer.  Work orders and minutes of the prior meeting with Tom Therrien will be distributed for review.  An option of swapping the pump houses heat source to propane is discussed.  Options for purchasing tanks and installing new heaters is discussed.

 

8. Signature Items    

 

The COBRA Agreement from HealthTrust will be distributed to the Board for signing next week.

 

9. Correspondence

 

NH Municipal Association has sent the weekly Legislative Bulletin.

NH Municipal Association has sent the bi-weekly News Link.

Neighborhood Energy has sent information showing $3,133 total savings on electricity with the third party supplier chosen.

 

 

 

 

 

 

10. Scheduled Appearances

 

Eric Harlow of Paychex joins the meeting to discuss possible Human Resources needs for the District. An option of establishing a retirement plan outside of the NH Retirement system will be looked into.  Ron Sandstrom makes a motion to have Nancy Cole review available options for plans. Mike Smith seconds the motion and the motion passed 3-0.

 

11. Other Business

 

The 2016 VDOE Holiday list is reviewed. Mike Smith makes a motion to approve the 2016 Holiday list. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

Thorne Surveyors have been sent notice to cease any work on behalf of the VDOE that may be occurring.

 

Ron Sandstrom makes a motion to send a Thank you to Tony Eldridge for his work this past summer, adding that we look forward to next summer. Mike Smith seconds the motion and the motion passed 3-0. 

 

Treasurer Dinah Reiss discusses cash flow. A TAN advance of $25,000 will be transferred to the Operating account.

 

12. Public Comments

 

Dinah Reiss questions notification when news is posted on the website. Ron Sandstrom states that he will work on correcting the issue.

 

At 9:45 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.   

 

Respectfully submitted,

Nancy E. Cole

Administrator