Author Archives: support_c37f

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM020915.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 9, 2015

The Board of Commissioners met at 8:00 am on Monday, February 9, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard(arrived 8:05). Also in attendance was Kelly Robitaille (highway), Ian Hayes (water operator) and residents Ralph Lutjen and Mark Graffam.

At 8:02 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 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Ron Sandstrom states that this is the fourth consecutive storm with zero calls to the answering service. Ron Sandstrom makes a motion to extend congratulations for a job well done to the team. Mike Smith seconds the motion and the motion passed 2-0. Kelly Robitaille thanks the Commissioners and will extend congratulations to the crew.
Kelly Robitaille reports that the repairs for the Top Kick are being scheduled.
Discussion is held on the articulating bucket for the backhoe. Mike Smith states that the article should remain on the warrant and the voters can decide.
Kelly Robitaille reports that the carbide plow blade has been put onto the grader wing plow.
Mike Smith makes a motion to have Kelly Robitaille compile a list of street locations that have been plowing snow across the street. Ron Sandstrom seconds the motion and the motion passed 3-0.
The lack of defroster motor in the road grader is discussed. Kelly Robitaille reports that the machine is doing fine without the defroster motor.

3. Water System Planning

The Oak station booster pump replacement should be completed this week. The final piping has been done. Electrical Installation will be contacted for scheduling the final SCADA programming. Water Operator Ian Hayes will schedule the work. Recent storms have altered construction schedules.

Ian Hayes is expected to submit the cost estimates for repair of the chemical injection pumps this week. A change from the current ProMinent pumps to LMI pumps will be priced. The LMI pumps are comparable and cost less to repair or replace. As the chemical injection system is off line at this time, pH has been running low.

Upon completion of the Oak booster pump replacement, the leveling of the Jungfrau 20 HP pump will be scheduled. Work in the chemical injection room will follow as the parts are not yet in.

Discussion is held on alteration of SCADA system set points to draw additional flow from Muddy Beach. A pH meter is to be purchased. Mike Smith makes a motion to approve up to $150 for purchase of pH meter. Ron Sandstrom seconds the motion and the motion passed 3-0.

The meters at Jungfrau are discussed. One meter is still not working even after replacement of the meter head.

Quotes will be obtained for replacement of the doors at Muddy Beach and Reinach water stations. The doors are currently secured.

Ian Hayes will submit a list of recommended stock items. Discussion turns to replacement of the piping at Jungfrau station within the next few years. The piping at Chocorua also needs to be replaced.

4. Administration

Heat detectors for DPW II are discussed. Mike Smith makes a motion to have the office obtain a quote for heat detectors at DPW II. Ron Sandstrom seconds the motion and the motion passed 3-0.

Beach signs are discussed. Mike smith makes a motion to add a line to the signs stating that smoking is not allowed on the beaches. Ron Sandstrom seconds the motion and the motion passed 3-0. State regulations on restricting smoking on public beaches will be checked into.
Discussion is held on cutting the large pine in front of the Muddy Beach pump house. This will be moved to spring on the action list.

Discussion is held on plowing at the pump houses. The DPW had previously plowed in the door and side steps at Jungfrau pump house. Norm Garside, who shovels the pump houses, has reported no additional issues.

The 2015 Warrant is reviewed.

Article 1: election of officials

Article 2: purchase of a new truck. Larry Leonard discusses adding $3,500 to the price of the truck for purchase of a stainless steel body. Larry Leonard makes a motion to add the wording “including winter package consisting of sander, plow and wing. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by roll call, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 3: inspection and lining of water tanks. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by roll call, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.
Article 4: Petitioned Expendable Health Fund establishment. Board recommendation for Article is taken by roll call, Ron Sandstrom no, Mike Smith no, Larry Leonard no; recommended by the Board 0-3.

Article 5: Petitioned road plan. Board recommendation for Article is taken by roll call, Ron Sandstrom no, Mike Smith no, Larry Leonard no; recommended by the Board 0-3.

The order of Articles is discussed. Recommendation by the Department of Revenue Administration is to place petitioned Warrant Articles raising funds to appear behind bond issues. It is outlined that this is now only a recommendation, it was formerly a requirement. The Board may vote to move these Articles. Ron Sandstrom makes a motion to move the petitioned articles to the end of the Warrant. Mike Smith seconds the motion and the motion passed 3-0.

Article 6: Operating budget. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 7: Water Budget. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 8: Water Extension Fund usage. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 9: Safety. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 10: Asset Management. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 11: CRF clarifications. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 12: CRF clarifications. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 13: Petitioned Parking Lot Article. Board recommendation for Article is taken by roll call, Ron Sandstrom no, Mike Smith no, Larry Leonard no; recommended by the Board 0-3.

Article 14: Articulating bucket for backhoe. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 15: Commissioners Road Plan. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Mike Smith makes a motion to sign the Warrant as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

22 checks for a total of $14,618.30 are presented. Mike Smith makes a motion to approve 22 checks for $14,618.30. 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
7. Commissioners Reports

Mike Smith makes a motion to have the heater fixed in the office. Ron Sandstrom seconds the motion and the motion passed 3-0.

Establishment of a meeting with the Auditor on the 2014 audit and the unassigned fund balance is discussed. Auditor Tamar Roberts is contacted by phone for establishing this meeting. Wednesday, February 11 from 9 to 11 am is open for Tamar Roberts. Mike Smith makes a motion to post a meeting of the Board of Commissioners with the Auditor on Wednesday, February 11 at 9 am. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom outlines establishment of a 2015 Road Plan document. The draft of the document is reviewed and discussed.

8. Signature Items

The letter to resident Ed Foley regarding his statement of reduced water pressure at the house on Grachen Extension is presented. Discussion is held on community water system requirements and the order in which tests should be completed for checking water pressure at a residence. The letter will be redrafted.

9. Correspondence

Suzanne Malkasian of 19 Oak Ridge has requested a date on which the berm on her property that was removed by the DPW a few years ago will be replaced. Discussion is held on completing this work in the spring. A work order will be created and included with the letter. The end of May, weather permitting, will be the target completion date.

10. Scheduled Appearances

Mark Graffam thanks Larry Leonard for doing the research needed to remove the vacuum system from the Warrant.

Ralph Lutjen recommends the Board obtain a better grasp on the Unassigned Fund Balance and cash flow. A meeting with the Auditor for full discussion on the Unassigned Fund Balance is recommended. The balance disconnect to cash flow should be better understood. Clarity for the Annual Meeting and ability to discuss means of expending the Unassigned Fund Balance is needed.

Ralph Lutjen has developed a garden plan for the front of the office. The plan is outlined and discussed. The VDOE would place gravel into the walkway to be developed and rocks along the slope to the driveway. Plants recommended for the garden are discussed. One Taxus will be moved from the EPOA garden to the front of the building. This area would no longer be available for piling of snow. Mike Smith makes a motion to have Ralph Lutjen obtain approval for the financing from the EPOA and then return to the Commissioners. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business
12. Public Comments

At 11:10 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment. 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: 40 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/CM020515.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 5, 2015

The Board of Commissioners met at 8:00 am on Thursday, February 5, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (highway). Resident Bob Simmons joined the meeting in progress.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom. [expand title="More Text"]

1. Agenda

Ron Sandstrom makes a motion to review the Warrant first and approve the agenda as amended. Mike Smith 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 two broken leaf springs. Mike Smith makes a motion to approve up to $1,000 for repairs. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom has developed a model of the cost of owning a truck which is reviewed and discussed. Resale value is estimated within the model. Owning of vehicles, whether purchased or leased, will cost money every year. Discussion on use of the road grader is held. Kelly Robitaille discusses the need for a wing plow on the trucks. One of the primary differences between the Terra Star and the F-550 is frame strength which allows the Terra Star to handle the weight of a wing plow. The Terra Star can also handle a larger capacity sander. The benefits of the larger sander include less travel time to refill the sander; less use of the backhoe for loading, less fuel consumed making the trip to the sand pile and back to where the vehicle ended sanding. The truck article is discussed. An alternate body style has been recommended, stainless steel with an in-bed sander. A truck comparison has been completed by Larry Leonard and is reviewed and discussed. Mike Smith makes a motion to have Larry Leonard handle the truck presentation at the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion that Kelly Robitaille attends the Annual Meeting. Motion fails for lack of second. Ron Sandstrom makes a motion to update Article 2 to $116,495 and obtain lease rates for Monday. Mike Smith seconds the motion. Discussion on the tax impact over the expected life of the vehicle is held. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion that Kelly Robitaille obtains the mileage on all vehicles and delivers it to the office. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard makes a motion to have the Terra Star brought to the District for a test drive as soon as possible. Ron Sandstrom seconds the motion. Discussion is held on filming the truck by Madison TV. Nancy Cole advises that the demo can be set up for Monday, February 9. Motion is called to a vote and the motion passed 3-0.

3. Water System Planning
4. Administration

The 2015 Warrant is reviewed.

Article 2 for purchase of an all-wheel drive truck has been discussed.
Article 3 for tank inspection and lining is discussed. Larry Leonard states that information has been requested from Mass Tank including rate and estimated time to complete based upon the varying tank sizes. Ron Sandstrom makes a motion to add the wording “tanks will only be lined if determined by inspection to be needed”. Larry Leonard seconds the motion and the motion passed 3-0.
Article 4 is petitioned and will not be altered.
Article 5 is petitioned and will not be altered.
Article 6 and 7 are the operations and water budgets
Article 8 Mike Smith makes a motion to approve the amended wording. Ron Sandstrom seconds the motion and the motion passed 3-0.
Article 9 is use of the Water Extension Fund.
Article 10 is for safety items.
Article 11 addresses the names of the Highway Equipment Capital Reserve Fund.
Article 12 is to deposit funds to the Highway Equipment CRF from the Expendable Trust Fund.
Correction of wording for this Article is being worked on with the Department of Revenue Administration.
Article 13 is petitioned and will not be altered.
Article 14 for an articulating backhoe bucket is discussed. Kelly Robitaille states that the estimate he received is for $2,900. This estimate will be brought to the office. Nancy Cole produces the quote received from Mike Ouellet of Chadwick-BaRoss in July 2014 in the amount of $8,500. Mike Smith makes a motion to increase the amount of this Article to $8,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Article 15 is for re-surfacing of Middle Shore at Geneva Place. The pavement on this hill is breaking up. This area is a high traffic area with access to two beaches.
Article 16 is for ability to enter a contract for electricity supply up to 36 months. Larry Leonard makes a motion to remove this Article. Ron Sandstrom seconds the motion and the motion passed 3-0.

The VDOE 2014 Annual Report is reviewed. Mike Smith makes a motion to approve and submit the Annual Report. 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 $6,410.50. 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.

5. Accounts Payable

One check for $23,304.91 is presented. Mike Smith makes a motion to approve one check in the amount of $23,304.91. Ron Sandstrom seconds the motion. Check and invoice reviewed and discussed. This is the final bond payment for the Oak Ridge Road bond. Motion is called to a vote and the motion passed 3-0.

6. Minutes

7. Commissioners Reports

Mike Smith makes a motion to handle Kelly Robitaille’s employee performance review next Monday. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to establish a meeting with the Auditor. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to contact Madison Police for a police officer to be present during the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to review the security system. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

The updated Driveway Ordinance is presented. Ron Sandstrom makes a motion to sign the updated Ordinance. Larry Leonard seconds the motion and the motion passed 3-0.

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

A purchase order for a load of salt in the amount of $2,000 is presented. Mike Smith makes a motion to increase the purchase order to $4,000 for 2 loads of salt. Ron Sandstrom seconds the motion to amend the purchase order. Motion is called to a vote and the motion passed 3-0.

A purchase order for sand is presented. Mike Smith makes a motion to approve up to $2,000 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence
10. Scheduled Appearances

Resident Bob Simmons has come to the meeting to address the timeliness of plowing the roads within Eidelweiss. Mr. Simmons states that the Porridge Shore; Waldsbut; East Bergamo roads have not been getting cleared in a timely manner. While walking, Mr. Simmons will notice neighboring dead end roads that will have been plowed prior to the area mentioned. Mr. Simmons adds that this happens every year. Mr. Simmons understands that many of the roads in this area are dead ends and difficult to maneuver, but the roads need to be cleared of snow in a more timely fashion. Mr. Simmons adds that the hill on East Bergamo was not sanded during the last storm. Mike Smith states that a review of the snow plow policy by the Commissioners is needed. Kelly Robitaille will discuss the issue of timeliness with the crew.

11. Other Business

Discussion on the option of purchasing a plow blade for the backhoe is held.
Discussion on purchase of a larger sander for the F-550 is held.

Discussion on obtaining a quote for a trade-in value for the 2005 GMC Top Kick is held.

12. Public Comments

At 10:45 am Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM012615.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 26, 2015

The Board of Commissioners met at 8:00 am on Monday, January 26, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes.

At 8:10 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. 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 all trucks are operational. Chains are needed for the Top Kick. Mike Smith makes a motion to approve up to $350 for chains. Ron Sandstrom seconds the motion and the motion passed 2-0. Salt is discussed. The purchase order for $1,000 approved last week has not been acted on. Mike Smith makes a motion to approve up to $1,000 for salt from Coleman’s if needed. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike smith makes a motion to increase the purchase order of 1-19 to $1,600. Ron Sandstrom seconds the motion and the motion passed 2-0. A plan for shifts for the predicted storm is being completed. All shifts will be 12 hours. The grader will be used as needed. Ron Sandstrom discusses the truck article for the 2015 Warrant. Additional information on warranty options has been requested. The articulating bucket article is discussed. Kelly Robitaille recalls the cost at $2,900. The quote will be checked. Discussion on purchase of a plow blade for the backhoe is held. Cost would be $7,000. Discussion on use of the grader during plowing and the need for the backhoe to be available to load trucks is held. The Top Kick is discussed. The vehicle trade or sale of the vehicle upon purchase of a 2015 truck is discussed. Being safe during plow operations is discussed.

3. Water System Planning

The project at Oak pump house is continuing.
The heater at Jungfrau station has been checked and needs to be replaced. Estimate obtained is for $639. Mike Smith makes a motion to approve up to $639 for replacing the heater at Jungfrau. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

A safety meeting will be scheduled.

The status of the maintenance for the door at DPW II will be checked on with Overhead Door Options of Meredith.

Norm Garside will be asked to quote replacing of the doors at Muddy Beach and Reinach water stations.

Proposed wording for the beach signs will be sent for next week.

Trees will be checked at Jungfrau for removal markings.

The Annual Report that will be published in the Town of Madison Annual Report will be reviewed next week.

The Budget hearings held Friday night are discussed. The warrant is reviewed. The standard warrant article wording used for the State Revolving Loan article is discussed. A request for details of project to be done be included within the article wording is discussed.

Article 1 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 2 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 3 Mike Smith makes a motion to remove this article. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 4 Mike Smith makes a motion to include the article. Ron Sandstrom seconds the motion. Mike Smith moves to amend the wording to add tank inspection and lining and include the article as amended. Ron Sandstrom seconds the motion. Motion is called to a vote and the motion to include the article as amended passed 2-0.
Article 5 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 6 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 7 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on preparation for the annual meeting for this article and funding for water system asset management.
Article 8 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 9 Ron Sandstrom makes a motion to hold this article for discussion next week. Mike Smith seconds the motion and the motion passed 2-0.
Article 10 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on the need to address cost details for this article by Nancy Cole. Nancy Cole responds that $1,100 was spent with Zee Medical; $600 was spent with Quality Fire for extinguisher maintenance in 2014. DPW II needs heat detectors installed. The Lodge needs smoke/carbon monoxide detectors installed. First aid kits will be updated as needed and the fire extinguishers will be inspected as required annually. Discussion on safety needs continues.
Article 11 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0. Specifications for this work are discussed. It is not clear if the road bed is to be rebuilt to VDOE standards. Discussion with contractor will be held on compliance with the standards.
Article 12 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 13 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 14 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion Friday night on the legality of this article is outlined. A legal review is recommended and will be completed by Attorney Dan Crean when the Warrant is sent to him for review. Discussion on the difficulty in quantifying either the level of savings or the total amount that would need to be allocated is held.

Mike Smith makes a motion to move Article 9, 11 and 14 to the end of the warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.

Petitioned articles received are reviewed and discussed; a road plan in the amount of $20,000, an article on Ordinance Enforcement for the Huttwil parking lot and an article for an Expendable Trust Fund for medical insurance in the amount of $51,360.
These articles will be added to the Warrant.

Mike Smith makes a motion to send the Warrant, as updated, to Attorney Dan Crean for review. Ron Sandstrom seconds the motion and the motion passed 2-0.

5. Accounts Payable

The check manifest and invoices are presented. Mike Smith makes a motion to approve 15 checks for a total of $9,566.84. 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 01-19 are reviewed. 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

Mike Smith makes a motion to have all questions on details from the Public Hearing on the Budget be handled by the office. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve the updates proposed to the Driveway Ordinance. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to post the road priority list under the DPW section of the website. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to close the office for tomorrow’s storm. Ron Sandstrom seconds the motion and the motion passed 2-0.

Ron Sandstrom outline that he will not be in attendance at the VDOE Annual Meeting as he will be attended to a family matter. Ron Sandstrom states that he is not seeking re-election and states support for Ralph Lutjen for Commissioner. Ron Sandstrom invites Mr. Lutjen to a Commissioners meeting and welcomes input on the 2015 Warrant.

8. Signature Items

A letter requesting information for the Auditor to Attorney Dan Crean is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

Health Trust statement of privacy practices for protection of health information is reviewed. Ron Sandstrom makes a motion to sign the statement of privacy protection. Mike Smith seconds the motion and the motion passed 2-0.

9. Correspondence

NH Municipal Association has sent the weekly Legislative Bulletin.

NH Municipal Association has sent the monthly NewsLink.

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

At 10:05 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal matters. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Mike Smith makes a motion to send the letter from Dan Crean to Integrated Water Systems. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion Nancy Cole leave the office for the next portion of this meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 10: 35 am Ron Sandstrom makes a motion to exit Non-Public Session and adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/PH012315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Public Hearing on 2015 Budget
January 23, 2015

The Board of Commissioners held the Public Hearing on the 2015 proposed Budget and Warrant on Friday, January 23, 2015 at 7 pm in the Town Hall meeting room. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. 10 persons were present. [Expand Title="More Text"]

At 7:00 pm the Public Hearing on the Budget was opened.

Ron Sandstrom outlines the order of discussion for items tonight.

At 7:02 pm the Public Hearing for a bond over $100,000 for purchase of a truck is opened by Ron Sandstrom.

Bond over $100,000 for purchase of a new truck is to replace the 2005 Top Kick. Proposed truck is International TerraStar, cost is $114,000. Process of review outlined. Discussion ensues on choosing this truck over a second F-550. Durability of the TerraStar as a heavier framed truck is outlined. Larger sander capacity discussed. Discussion on cost is held.

Discussion on the choice of the Commissioners to not purchase a truck in 2014 is held. TAN notes are discussed. Cash flow is discussed. Use of the Unassigned Fund Balance is discussed. Use of the road grader as a primary snow fighting tool is discussed. Safety and the ability of the crew to keep the roads open are discussed. Mark Graffam states that he will present an amendment to this Article at the Annual Meeting reducing the funds and proposing purchase of an F-550. Recommendation is to place larger truck on Warrant and allow the voters to debate at the Annual Meeting.

Truck Article hearing closed at 7:33 pm.

At 7:34 pm the Public Hearing for a bond over $100,000 for water system improvements is opened by Ron Sandstrom.

Bond over $100,000 for the purpose of water system improvements is to inspect and line the water tanks. State Revolving Loan Fund is discussed as source of financing for this Article. Water system improvements are needed and the concern for the age of the tanks has been discussed for over 10 years. Inspection of tanks followed by tank lining, if appropriate, is intent for these funds.

Discussion on replacing the tanks one at a time instead of lining is held. Recommendation for estimated cost for replacement of tanks be available at the Annual Meeting is made.
Recommendation on listing the specifics of tank lining as project within Warrant Article is made. Recommendation on attention to funding options is held. Split between taxes and water bills and history of loans being turned down by the voters based on funding is outlined and discussed. The need to inspect the tanks is discussed. Proceeding without an inspection to create the compelling reason for the voters to approve this project is discussed. Recommendation to include this article with the wording updated to include inspection of tanks and to include the order in which the project would proceed is made.

SRF Bond article for long term debt for the water system is closed at 8:05.

At 8:06 pm the Public Hearing for the 2015 Budget is opened by Ron Sandstrom.

Budgets discussed.

Ron Sandstrom outlines budget changes from 2014 to 2015.
Budget line items reviewed and discussed.

Highway repairs and maintenance discussed extensively. Funds expended in 2014 on the Top Kick are discussed. Difference in annual cost of maintenance for a truck under warranty from a truck for which the warranty has expired is discussed.
Creation of a plan for culvert cleaning and replacement recommended.

Line item for gravel discussed extensively. The roads planned to receive the gravel is questioned. The outline that all roads will be done over a course of 4 years is discussed. Specific roads will be determined in the spring. Use of the road grader and the continued use of a part time expert grader operator for placing the gravel are discussed.

Parks and Recreation is discussed. The difference between Parks and Recreation and Buildings and Grounds is outlined. The ability to purchase swim rafts is discussed. Wooden rafts will be inspected in the spring and the option to replace any damaged rafts with yellow plastic rafts as was done at Boulder Beach is primary reason line item is not being reduced.

All other proposed budget expenditures for 2015 within the budget detail are reviewed.

The proposed 2015 Water Budget is outlined and discussed. Line items are reviewed and discussed. The cost of monthly water monitoring for the licensed water operator is discussed.

All other Articles within Warrant are outlined and discussed.

Article for purchase of a small size truck is discussed. Trucks have already been discussed. This article is recommended for removal by the attendees with the additional recommendation the Board focus on the details for the larger truck previously discussed at this meeting.

Article for accepting grant funds for Asset Management is discussed. Discussion on movement on last year’s Article. Doubling of the cost from last year’s approved amount and the limits of this article on water only is discussed. Discussion on the funding this article from the 2014 Article, which was funded from the Unassigned Fund Balance, is held. Recommendation is made that a plan be presented for how these funds, if approved, would be expended.

Approval to expend from the Water Extension fund article is discussed.

Purchase of an articulating bucket for the Backhoe is discussed.

Request for approval of a budget for Safety is outlined and discussed. Cost of article, location of first aid kits, cost of fire extinguishers, and general need to include details in the planned spending for this article is stressed by attendees.

An article for placement of Asphalt on Middle Shore at Geneva Place and Little Shore at the intersection of Eidelweiss Drive is reviewed. Discussion on the details of this project is held. The need to have the details on preparation of the road for rebuilding, including any drainage needs, prior to placing asphalt is discussed. Removal of Little Shore apron from this article recommended as that area needs drainage corrections which may alleviate the need for the apron.

Capital reserve fund articles are reviewed and discussed. These two articles will correct old records held by the Town of Madison, Trustees of the Trust Funds and the NH Department of Revenue as well as close the Highway Equipment Expendable Trust by transfer of all assets to the Highway Equipment Capital Reserve Fund.

Ability to enter an agreement for electricity supply up to 36 months is outlined and discussed. Based on lack of specifics for a contract, the ability to pass this article is questioned. Department of Revenue and legal review has not yet been completed on this Warrant; should the article not be adoptable, it will be removed.

Three petitioned warrant articles have been received; creation of a road plan in the amount of $20,000; creation of an expendable trust fund for medical insurance in the amount of $52,360 and a recommendation to enforce the parking regulations in place for the Huttwil parking lot

Ron Sandstrom announces that he is withdrawing his Declaration for Candidacy and will not be running for re-election. Ron Sandstrom adds that Ralph Lutjen is running for Commissioner and as Ralph would be a good choice for Commissioner, Ron is going to step aside.

At 10:20 pm Ron Sandstrom closes the Public Hearing on the Budget and Warrant.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/Ph-Driveway-1-23-15.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Public Hearing on the Driveway Ordinance
January 23, 2015

The Board of Commissioners held a Public Hearing on proposed changes to the Driveway Ordinance at 6 pm on Friday, January 23, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. 5 persons present. The meeting was taped for Madison TV by Tim Hughes.

Ron Sandstrom declares the Public Hearing on the Driveway Ordinance open at 6:02 pm.

Proposed changes to Driveway Ordinance outlined and discussed.
Focus is maintenance section of Ordinance.
Clarification of intent of VDOE to continue to clean culverts and for property owner’s to continue to be responsible for repair or maintenance.

Proposed changes are discussed. Discussion outlines that the responsibility for repairing and/or replacing culverts; as well as initial installation thereof; has always been the homeowners. This is not a change and is in full compliance with NH laws. The District will clean culverts to facilitate road drainage and reduce road damage, which benefits all taxpayers.

Ability to maintain road drainage is discussed. Alteration of road drainage or creation of road drainage by the District that creates the need for a driveway culvert not previously required has resulted in the District placing driveway culverts. In these instances, the homeowners are made aware of the need for the driveway culvert and are informed that once installed, the culvert is theirs.

At 6:30 Mike Smith makes a motion to close the Public Hearing on the Driveway Ordinance. Ron Sandstrom 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/CM012315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 23, 2015

The Board of Commissioners met at 6:30 pm on Friday, January 23, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. The meeting was taped for Madison TV by Tim Hughes.

At 6:30 pm the meeting was called to order by Chairman Ron Sandstrom.

Signature Items

Mike Smith makes a motion to sign the commitment letter for Robert’s and Greene, PLLC to perform the annual audit. Larry Leonard seconds the motion and the motion passed 3-0.

At 6:35 pm 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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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/Water-Interruptions-March-2015.pdf"]Water Service Interruptions

Interruptions in water service may occur on Grison, Grachen, Burgdorf, Winnegon, Jungfrau and lower Aspen after 9 am on:

Wednesday, March 11, 2015;
Thursday, March 12, 2015 and
Friday, March 13, 2015

to facilitate a repair at Jungfrau pump station. Service will be restored as soon as possible, no later than 5 pm on any date.

Please plan accordingly.

We appreciate your understanding while this necessary work is completed.

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/Article-2-truck-revised-for-reconvene-session.ppt"] Information on and Commissioners presentation for the purchase of a new all-wheel drive Terra Star for the District. This Article will be voted on Saturday, March 7, 2015 at 7 pm at the gymnasium (Noyes Hall) of the Madison Elementary School.

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To the inhabitants of the Village District of Eidelweiss in the Town of Madison in the County of Carroll, State of New Hampshire, qualified to vote in District affairs:
You are hereby notified to meet in Noyes Hall (gymnasium) at the Madison Elementary School, Madison NH on Saturday, March 7, 2015 for the reconvening of the deliberative session of the Annual Meeting. Reconvening of the Annual Meeting will begin at 7 pm at which time action will be taken on the reconsideration of Article 2, the proposed $116,495 Bond for the purchase of a truck.