[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM030215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 2, 2015

The Board of Commissioners met at 8:00 am on Monday, March 2, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes. [expand title="More Text"]

Re-elected Commissioner Ron Sandstrom takes the oath of office before Commissioner Mike Smith. Congratulations Ron!

At 8:00 am the meeting was called to order by Ron Sandstrom.

Mike Smith makes a motion that Ron Sandstrom be appointed Chairman of the Board for 2015. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to appoint Larry Leonard as second should Ron Sandstrom not be available at a meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. 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 the Top Kick has been brought to Albany Service Center for the power/fuel issue. The problem was not corrected by changing the fuel or by fuel additives.
Albany Service is diagnosing the issue. Larry Leonard discusses finding an electronics expert for the truck diagnosis. Ron Sandstrom discusses the risk of handling a potential ice storm without the Top Kick in service. Kelly Robitaille responds that ice would be especially problematic without the sander capacity of the Top Kick in service. Should anything occur with the functioning of the F-550 sanding capacity would not exist. Discussion turns to hiring of a truck if needed and for purchase of a larger sander for the F-550. A contingency plan will be developed prior to the predicted storm for back up of sanding operations, if needed. The vote to reconvene the Annual Meeting to reconsider the purchase of a new truck is outlined for Kelly Robitaille. Sanding/salting capacity is highlighted as a major factor for the new truck. Mike Smith makes a motion to have Kelly Robitaille attend the reconvened session of the Annual Meeting. Ron Sandstrom seconds the motion. Discussion is held on potential input by Kelly should he be in attendance. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against attendance as it could be an unnecessary distraction.
Kelly Robitaille reports that sand and salt inventories are OK, additional salt has been authorized. Kelly Robitaille is informed that purchase of the articulating bucket for the backhoe was approved Saturday.

3. Water System Planning

Projects are proceeding. Work has begun in the chemical injection room. The pH testers were received last week. Sodium bicarbonate pump is on line. A recommended list of stock items is expected from water operator Ian Hayes.

4. Administration

A safety meeting will be held at the conclusion of this meeting.

The fuel reconciliation log will be completed by mid-March.

The information from Thorne Surveyors for the asset management mapping is expected this week.

DPW planning and scheduling is being implemented. The DPW will begin to use work orders. Ron Sandstrom makes a motion to move this item from Administration to Highway on the Action List. Mike Smith seconds the motion and the motion passed 3-0.

An outline for an operations manual has been completed. Additional information will be collected and added. Some items of office processes, such as ability to run QuickBooks are required knowledge of personnel, not an item that can be formatted for an operation manual. Factors such as that will be taken into consideration as this manual develops.

The draft of a document created within the VDOE for “things every Commissioner should know” will be distributed for updating and inclusion in a manual.

The Annual Meeting held last Saturday is discussed. Warrant articles, amendments, and vote tallies are outlined and discussed.

Discussion is held on the estimated tax rate and the impact of the increase for 2015. A strategy for tax relief from the Unassigned Fund Balance while completing the MS-35 due to the NH Department of Revenue Administration by September 1 each year is outlined and discussed. The Commissioners can offset the total amount of tax revenue to be raised on this form which reduces the per thousand valuation amount.

The reconsideration of Article 2 on Saturday, March 7 at 7 pm as voted at the Annual Meeting is discussed. Financial information and impact will be added to the slide presentation, which shall be revised for the second session. The total tax difference between the two truck options discussed is $36,000 over a 5 year period, or $0.08 per year on the tax rate.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,676.50. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Nancy Cole is thanked for working on Sunday to prepare for this morning’s meeting. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Larry Leonard makes a motion to ask Dave Bernier, North Conway Water Precinct Superintendent to consult for the VDOE Asset Management team. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to include a location for the signs provided by NH Department of Environmental Services for protection of the Loon population to the replacement kiosks being proposed for the beaches. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to update the VDOE Equipment Planner. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to update the cash flow spreadsheet. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to request the status of the update to the Treasurer’s agreement with the Town of Madison Treasurer. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have Nancy Cole produce the information for establishing the water rate for 2015. Ron Sandstrom seconds the motion. Discussion is held on the Ordinance change of 2014 changing the due date of water bills to May 1 each year. Motion is called to a vote and the motion passed 3-0.

The Snow Plow policy is discussed. Statements were made at the Annual Meeting that the crew is not following the VDOE Policy. Review of the Policy for needed updates, including the role of the new road grader during winter storms is needed. Discussion on potential damage to asphalt roads by using chains on the equipment will be included in the review.

Ron Sandstrom reports that though he would like to have been in attendance at the Annual Meeting, Kennett High School claimed the State Championship in robotics last weekend as well as qualified two teams for the upcoming World Championship competition.

8. Signature Items
9. Correspondence

NH Municipal Association has sent the weekly Legislative Bulletin. Proposed changes to RSA 91-A are being deliberated in Concord.

NH Municipal Lawyers Association is holding a seminar on recent Legislative updates and proposed changes to RSA 91-A in April of 2015.

10. Scheduled Appearances
11. Other Business

Mike Smith makes a motion to have public meetings end by 10 am. Larry Leonard seconds the motion. Discussion is held on expediting meetings, revamping the agenda and action list to move pertinent discussions to the beginning and obtaining additional information on requested scheduled appearance for preparation of the Board. Other means of streamlining meetings including reductions in time spent on payroll and check manifests are discussed. Highlighting total dollar amounts and focused discussion on specific items only can be done. Mike Smith moves to amend the motion to have the public meeting end no later than 10 am for moving to a non-public session. Larry Leonard seconds the motion to amend. Motion is called to a vote and the motion passed 2-1 with Ron Sandstrom stating he is not in favor of a specified end time for meetings.

12. Public Comments

At 9:45 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
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM022315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 23, 2015

The Board of Commissioners met at 8:00 am on Monday, February 23, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Moderator Bob Ingram. The meeting was taped for Madison TV by Tim Hughes.

At 8:05 am the meeting was called to order by Chairman Ron Sandstrom. [expand title="More Text"]

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. 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 the Top Kick is having a fuel issue. He will work on this. The gas tank will be drained and cleaned. A Volvo representative came to the VDOE to discuss concerns on the road grader. The meeting went well. Chadwick BaRoss has been responsive to any faults that have occurred. The crew has been pushing back snow banks and clearing intersections. Snow banks are being knocked down at intersections to help visibility for drivers. Ron Sandstrom informs Kelly Robitaille that there has been one call to the answering service in six storms. The call was from a driver unable to pull a double snow mobile trailer up Geneva Place with his pickup truck. Discussion turns to sanding roads. A trailer is reported to be parked at Geneva Beach and has been there a long time. A load of salt was delivered on Friday. Mike Smith makes a motion to approve a purchase order up to $3,200 for 2 loads of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. The articulating bucket is discussed. Kelly Robitaille reports that the articulating bucket will be used for cleaning culvert inlets and ditches. The bucket has been delivered and will be tested on the backhoe to make sure it attaches properly. Kelly Robitaille will report.

3. Water System Planning

Pump house entrances are being cleared by the DPW. The plowing has been good. The new booster pumps and control panel have been installed at Oak Station. The final electrical work is expected to be completed today. The new pumps should be on line this week. The work orders for the chemical injection room repairs were authorized last week. The work is being scheduled. The seal replacement kit for the ProMinent pump is on order. The documentation required to close out the work order is outlined and discussed. Discussion on completing the work at Jungfrau to level the new 20 HP pump is held. All hours and supplies will be tracked. The quote for replacing the doors at Muddy Beach and Reinach will be obtained.

4. Administration

Mike Smith informs Kelly Robitaille that a safety meeting will be held at the end of this meeting.
The Warrant is discussed.

Article 2. The proposed purchase of a new truck is discussed. A slide for a cost comparison to the F-550 will be added to the presentation. The cost comparison of a comparably outfitted F-550 at $108,000 and Terra Star at $116,000 will be added to the presentation.
Mike Smith makes a motion to put the letter from Bob Hackett of HP Fairfield on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to put the revised truck presentation on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Article 3. The tank inspection and lining article is discussed. No presentation will be developed; the Commissioners will be prepared to answer questions.
Article 4. The road plan is reviewed and discussed. Larry Leonard makes a motion to include the road plan in the handout and put on the website. Mike Smith seconds the motion and the motion passed 3-0.
Article 5. Water budget as discussed at budget hearing.
Article 6. The Asset Management presentation is reviewed. The focus on asset management id outlined and discussed. Discussion on the article from the 2014 Warrant for asset management is held. Mike Smith makes a motion to include the letter from Luis Adorno of NH Department of Environmental Services in the handout and place on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Article 7. Usage of the water extension fund.
Article 8. Nancy will have back up documentation on expenditures in 2014 and plans for 2015.
Article 9 & 10 are Capital Reserve Fund housekeeping articles.
Article 11. An amendment is prepared to amend the amount to $2,900.
Article 12. The plan for Middle Shore at Geneva Place is ready.
Article 13. Petitioned article regarding the Huttwil parking lot.
Article 14. Petitioned article for establishment of an Expendable Trust Fund for medical insurance. Discussion points include that the Article is not manageable as written, removes funds from the budget. Allow Commissioners to provide prudent financial management.
Article 15. Petitioned article for a road plan. Discussion points include that the article has not been reviewed by the Commissioners; removing budget funds is detrimental to summer road work needs; review of all roads planned.

The year to date budget is discussed. Salt, sand and fuel line items are reviewed. An amendment will be made on the floor of the Annual Meeting to add $3,000 to the fuel line for grader use.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 29 checks for a total of $24,882.87. 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 1/26 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 1/26 Safety Meeting are presented. 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 1/26 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 2/5 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

Mike Smith questions if passage of SB-2 in the Town of Madison would affect the VDOE and is informed that it would not. Mike Smith adds that the questions from the budget hearing have been addressed. Statements for use during the annual meeting will be completed.

Ron Sandstrom makes a motion to put the 2014 Audit on the VDOE website. Mike Smith seconds the motion and the motion passed 3-0.

8. Signature Items

A purchase order for repair of the office heater is presented. Mike Smith makes a motion to approve the purchase order for replacement of the heater motor. Ron Sandstrom seconds the motion and the motion passed 3-0.

A purchase order for a new tire for the F-550 is presented. Mike Smith makes a motion to approve the purchase order for the new tire. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results for the water system. All results were negative.

New Hampshire Municipal Association has sent the weekly legislative bulletin.

10. Scheduled Appearances

Moderator Bob Ingram states that he attended Moderator class last weekend. The establishment of rules for the Annual Meeting is outlined. An electronic copy of the Warrant will be sent to Bob for use in establishing slides. Ron Sandstrom outlines the printed materials that will be distributed. The intended presentations by the Commissioners are reviewed. The right of reconsideration for articles is outlined. Bob Ingram recommends slides, or planned statement for the tank inspection and lining article. Discussion is held on the handling of petitioned articles and amendments. It is anticipated that a move will be made to discuss the Expendable Trust Fund article prior to the operating budget and, if successful, to reduce the budget by the medical insurance line item amount. The petitioned road plan article may also be motioned to be moved ahead of the operating budget and, if successful, to reduce the road maintenance line item of the budget. Calling of a point of order is outlined; this allows a person to ask a procedural question during deliberation on any article. The Moderator is responsible for moving the time of the meeting should a major weather event occur that would require the meeting to be postponed.

11. Other Business
12. Public Comments

At 11:55 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment and (d) legal. Larry Leonard seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mike Smith makes a motion to seal the minutes of the Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 12:25 am Mike Smith makes a motion to exit Non-Public Session and adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM021615.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 16, 2015

The Board of Commissioners met at 8:00 am on Monday, February 16, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Resident Gloria Aspinall is also present. The meeting was taped for Madison TV by Tim Hughes. [expand title="More Text"]

At 8:05 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Ron Sandstrom states that this is the fifth consecutive storm with zero calls to the answering service. The roads were kept cleared throughout the storm. Mike Smith makes a motion to have the DPW crew come in this afternoon to clear the roads of tree debris. Ron Sandstrom seconds the motion. Discussion is held on calls to the answering service should a road be blocked and allowing the DPW crew to enjoy the holiday. Mike Smith withdraws the motion. The articulating backhoe bucket is discussed. There is one used bucket available through Chadwick-BaRoss for $2,900. Mike Ouellette has stated that he will bring the bucket to the District this week. Sand and salt levels as well as the fuel usage this year and the effects these items have on the proposed budget are discussed. Budgets will be run and sent to the Board for review and discussion.

3. Water System Planning

The Oak station booster pump replacement should be completed this week. The new booster pumps are installed and piped. The SCADA programming is being scheduled.
Mike Smith makes a motion to approve a work order for Simply Water to complete maintenance and repairs in the chemical injection room at a cost of $600 to $1,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the work order for Electrical Installation to complete the needed SCADA programming in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

Beach signs and language are discussed. The wording for restricting smoking on the beaches has been added. Mike Smith makes a motion to also include the wording on not disposing of cigarette butts in the water or on the beaches. Larry Leonard seconds the motion and the motion passed 3-0.
The proposed truck on the Warrant is discussed. Information on a Class Action Suit against Navistar, the manufacturer of International, has come to attention and is being looked into. All information discovered will be sent to the Board.

Plowing at pump stations will be checked on. Debris outside of Oak station will be picked up by the DPW. A follow up will be made on the plowing of Diessbach Extension.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,440.13. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

The MD&A is discussed and reviewed. The document will be updated and sent to the Board for final approval.

5. Accounts Payable
6. Minutes

The minutes of the Public Hearing on the Driveway of 1/23 are presented. 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 the Public Hearing of 1/23 are presented. 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 the Commissioners meeting of 1/23 are presented. 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

The EPOA canceled their event and will send a reschedule date for the winter beach day.

Mike Smith makes a motion to have the Top Kick and backhoe repair costs for 2014 and 2015 to date available for the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Information sent by individuals to Auditor Tamar Roberts is outlined. Mike Smith makes a motion to follow up with Tamar Roberts on receipt of information or requests for information from individuals. Ron Sandstrom seconds the motion and the motion passed 3-0.

The 2015 Road Plan is discussed by Ron Sandstrom. The spreadsheet has been updated and a systematic maintenance plan is outlined. The Maintenance and Repair line on the budget is discussed. Reduction in this line item in the recent past with placement of funds in a separate Road Plan warrant article is discussed. The Oak Ridge Rd engineering and updated design is discussed. Plans for Oak Ridge Rd in 2015 are discussed. Gloria Aspinall questions if there are any crack sealing plans at this time. Ron Sandstrom states that crack sealing is not specified at this time. Updated wording could be added to the pavement maintenance.

8. Signature Items

Mike Smith makes a motion to sign the MS-60 A; report of audit status; for the Department of Revenue Administration. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign the Fleet Registration for the Town of Madison. Ron Sandstrom seconds the motion. Registration of vehicles is reviewed. Motion is called to a vote and the motion passed 3-0.

9. Correspondence

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

HealthTrust has sent information on a security breach at Anthem (Blue Cross).

The NH Municipal Association has sent the weekly legislative bulletin and the monthly News Link.
10. Scheduled Appearances
11. Other Business
12. Public Comments

Gloria Aspinall iterates Ron Sandstrom’s statement from the budget hearings that he would not be seeking re-election, and questions why his name is on the ballot. Ron Sandstrom outlines the information that because the Clerk had received his signed candidate form, his name could not be removed from the ballot. Ron Sandstrom adds that he will serve if he is re-elected.

Gloria Aspinall questions if the DPW crew is rinsing the trucks after using salt and sand, and asks what kind of truck is proposed on the Warrant. Ron Sandstrom responds that the proposed truck is an International Terra Star.

At 10:50 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment and (d) legal. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mike Smith makes a motion to seal the minutes of the Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11:20 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 Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM021115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 11, 2015

The Board of Commissioners met at 9:00 am on Wednesday, February 11, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Auditor Tamar Roberts, Treasurer Dinah Reiss, residents Ralph Lutjen and Mark Graffam.

At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.
[expand title="More Text"]
1. Agenda

Mike Smith makes a motion to add Commissioners Reports and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

2. Commissioners Reports

Mike Smith discusses the need of a culvert repair at #7 Middle Shore Drive. The culvert was placed over the curb stop valve and was cut back to facilitate repair of the curb stop.

3. Signature Items

Mike Smith makes a motion to sign the Warrant for the 2015 Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign the Department of Revenue form MS-636. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign the letter to Ed Foley outlining actions the VDOE will take to test the pressure at the house on Grachen Extension. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

The Top Kick leaf springs were repaired yesterday.

Ron Sandstrom discusses the cost of owning a vehicle, including loan cost and depreciation of the vehicle over the term of ownership.

An International Terra Star has been brought to the District to be viewed and driven by the crew to check handling and braking on the hills.

Discussion is held on the Unassigned Fund Balance and relation to cash flow throughout the year. The manner of appropriating funds from the Unassigned Fund Balance is outlined. The ability to reconcile the Unassigned Fund Balance to cash is desired.

Discussion with Auditor Tamar Roberts begins at 9:20 am.

Tamar Roberts discusses the Unassigned Fund Balance of the District and recommends the Board review the Unassigned Fund Balance Policy. Tamar Roberts outlines that in order to spend the unassigned fund balance, a tax anticipation note (TAN) would be needed to supplement available cash. Use of the Unassigned Fund Balance to reduce the tax rate through use of the Department of Revenue Administration MS-35 is outlined by Tamar Roberts. The balance sheet for 2014 is reviewed and discussed. Expendable cash flow, the cyclical nature of cash flow and tax income are discussed. The use of a TAN to supplement cash flow, the paying off any TAN loan upon receipt of the tax income and the continued cycle of this flow are discussed. The ability to purchase from the unassigned fund balance, the relation between a lower balance and restricted cash flow between receiving of tax income checks are discussed. The unassigned fund balance reconciling to cash is still unclear. Increases to the unassigned fund balance over the years, receivables on the District’s books, including the second tax payment each year on December 31 and how this reconciles to available cash is discussed. The schedules of the 2014 Audit are reviewed. The timing of income and the effect on the available cash are discussed. The intentional use of the unassigned fund balance for benefit of the tax payers over the past few years to the level at which cash flow would be effected is outlined and discussed. The need to fully understand additional expenditures from the unassigned fund balance total effect on the District’s cash flow is discussed. The Commissioners Management Discussion and Analysis (MD&A) is reviewed and discussed. Information on use of TAN loans and overall cash flow should be included within this document.
Mark Graffam asks if the Commissioners have changed the Unassigned Fund Balance Policy. Ron Sandstrom replies that they have not proposed any changes to that Policy at this time.
Ralph Lutjen states to the Commissioners that it is acceptable practice to use a TAN loan to supplement cash flow until receipt of the next tax check. It is apparent that the reduction in the unassigned fund balance and the effect on cash flow may create need for a TAN. Policy should not be set so as to avoid the need to use the tool that is a TAN loan.
The Treasurer’s agreement that is currently in place is discussed. Treasurer Dinah Reiss could approach the Town of Madison Treasurer for discussion on altering the current agreement in place. Larry Leonard makes a motion to request Treasurer Dinah Reiss pursue an updated agreement with the Town of Madison Treasurer. Ron Sandstrom seconds the motion. Discussion on obtaining input on proceeding from Attorney Dan Crean is held. Motion is called to a vote and the motion passed 3-0.

Discussion is held on finalizing the MD&A. In order to include the document within the published audit booklet, it would need to be completed next week for submission to the Auditor.

The cash flow spreadsheet and time needed to update this document is discussed. Ron Sandstrom makes a motion to complete the cash flow spreadsheet. Mike Smith seconds the motion. Discussion is held on benefit of working on this spreadsheet at this time. Ron Sandstrom withdraws the motion.

The International Terra Star is discussed with Liberty International Representative Jim Ramsey. The recommendation would be to own the truck for 7 years and then trade it in. If trading in of vehicles is done while the vehicle still has a higher value, the cost of ownership can be quantified. Expected repairs and maintenance costs can also be quantified for this time period. Jim Ramsey offers to bring the vehicle to the Annual Meeting, if the Board thinks it would be beneficial. Mike Smith makes a motion to have the Terra Star at the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Other Business
6. Public Comments

At 11:10 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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