[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/02/CM011915.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 19, 2015

The Board of Commissioners met at 8:00 am on Monday, January 19, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived at 8:05). Also in attendance was Clerk Jay Buckley. Kelly Robitaille joins the meeting in progress. The meeting was taped for Madison TV by Tim Hughes.
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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 3-0.

Ron Sandstrom discusses the challenges with yesterday’s weather; freezing rain at 23*F. Everything, including the roads, iced immediately as the rain fell. The Highway crew sanded and salted continuously and continues to do so.

2. Highway Department Report

The wing plow was put onto the grader last week.
A purchase order for sand is needed. Mike Smith makes a motion to approve a purchase order up to $2,000 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve a purchase order for up to $1,000 for salt. Ron Sandstrom seconds the motion and the motion passed 3-0.

Kelly Robitaille joins the meeting in progress and states that the four-wheel drive is not working on the Top Kick. A U-joint has broken. The truck will need to be brought to Albany Service Center for repair. Mike Smith makes a motion to approve up to $2,500 for repair of the Top Kick. Larry Leonard seconds the motion and the motion passed 3-0.

3. Water System Planning

Ian Hayes will be working at Oak pump house this week. The old pump and materials in the building are being removed.

Norm Garside has stated that the chain fall system at Jungfrau pump house will be installed this week.

4. Administration

The payroll report is presented. Mike Smith makes a motion to approve payroll at $6,224.38. 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.

The 2015 Warrant and proposed budgets are reviewed and discussed.
Cash flow, the Unassigned Fund balance and TAN notes are discussed.
Slides with back up documentation for articles are reviewed and discussed.

Mike Smith discusses separating the truck and outfitting so that each article is below the $100,000 level. Numbers for each portion are reviewed. Possibility of one article passing without the other is discussed. Recommendation is made to not separate the items.

Mike Smith makes a motion to add an article for purchase of an F-550 at $83,000. Ron Sandstrom seconds the motion. Discussion is held on the difference in tax impact between the two truck options being $.08 (8 cents). The longevity expectations between the two trucks are discussed. Motion is called to a vote and the motion passed 3-0.

The State Revolving Loan Fund article and focusing the funds on tank lining is discussed. Mike Smith makes a motion to change the article to $99,750. Ron Sandstrom seconds the motion and the motion passed 3-0. Larry Leonard questions the necessity of focusing on the lining of the tanks with the loan funds, stating that there are many projects that need to be considered. Discussion is held on the need to inform the voters as to what projects will be completed with loan funds in order to obtain voter approval. Funding for this Article is listed as water usage fees. Funding options are discussed. Jay Buckley recommends a 50/50 split between taxes and water fees; projects have been approved with this funding before. Larry Leonard makes a motion to raise the funds for this 50% taxes and 50% water usage fee. Ron Sandstrom seconds the motion. Discussion on water user impact, tax impact and funding which has been approved by the voters in prior years is held. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Ron Sandstrom against proposing a split in funding.

The Oak Ridge Rd article for Phase II of the reconstruction project is discussed. Mike Smith makes a motion to remove this article from the Warrant. Ron Sandstrom seconds the motion. Discussion is held on the project. Motion is called to a vote and the motion passed 3-0.

The Asset Management Grant is discussed. The funding will be updated to encumbered funds from 2014 Warrant Article. Mike Smith makes a motion to add a statement of no impact on taxes. Larry Leonard seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to update the tax impact spreadsheet. Larry Leonard seconds the motion and the motion passed 3-0.

The articulating backhoe bucket is discussed.

The vacuum system for ditch cleaning is discussed. Larry Leonard makes a motion to remove this article from the Warrant. Mike Smith seconds the motion and the motion passed 3-0.

Asphalt and the need to repair asphalt roads is discussed. Mike Smith makes a motion to add an article for $21,000 for paving of Middle Shore at Geneva and Little Shore at Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest and invoices are presented. Mike Smith makes a motion to approve 2 checks for a total of $5,279.99. Larry Leonard 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 12-22 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining, stating he has not reviewed them.

The minutes of 1-5 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining, stating he has not reviewed them.

The minutes of 1-5 Non-Public session are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining, stating he has not reviewed them.

The minutes of 1-12 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining, stating he has not reviewed them.

7. Commissioners Reports

Ron Sandstrom states that he has created slides for review for the State Revolving Loan Fund Article, truck purchase Article and proposed changes for the Driveway Ordinance.

Mike Smith discusses the need for the Board to stay focused on the matter at hand during the meeting Friday night.

8. Signature Items
9. Correspondence

Resident Dawn Farnham has sent an email stating that she is upset with the plowing and sanding of Schwyze. Ms. Farnham states she will attend an upcoming Commissioners meeting to discuss the plow policy.

Resident Denise Noel has sent notice that a culvert at the intersection of Interlaken and Porridge Shore has been damaged. Kelly Robitaille will be asked to check on the culvert.

Granite State Analytical has sent the results of the first quarter Volatile Organic Compound testing and Nitrate/Nitrite chemical testing. All results are within required levels.

NH Retirement System has sent notice that the NH Supreme Court has upheld the NH Legislative changes to the employee contribution levels. This is good news for municipalities across the State as overturning this Legislation would have resulted in an increase to the employer required contribution.

NH Municipal Association has sent the weekly Legislative Bulletin. A bill has been introduced to the NH House that would require notice of a ‘non-meeting’ as defined by RSA 91-A; consultation with an Attorney. The bill would require that the meeting be posted 24 hours in advance and that a record be kept of the call to order and adjourn times.

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

Jay Buckley discusses creating an inventory of books within the office. Ron Sandstrom makes a motion to approve the Clerk create an inventory of books within the office. Mike Smith seconds the motion and the motion passed 3-0.

At 10:50 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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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/02/CM011215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 12, 2015

The Board of Commissioners met at 8:00 am on Monday, January 12, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived at 8:05). Also in attendance were Kelly Robitaille (highway), resident Ed Foley and Ian Hayes (water operator). The meeting was taped for Madison TV by Tim Hughes.
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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 trucks are good.
A purchase order for one load of salt is requested. Mike Smith makes a motion to approve one load of salt up to $2,000. Ron Sandstrom seconds the motion and the motion passed 2-0.
Kelly Robitaille reports that Kevin Thomas is now available for plowing on a part time basis.
A representative from GMI will be in this week for production of the asphalt quote.
The vacuum cleaning system for the ditches has been priced at $7,500 for a commercial grade machine. Mike Smith makes a motion to put $7,500 for purchase of a commercial grade vacuum system for ditch cleaning on the 2015 Warrant. Ron Sandstrom seconds the motion. Discussion on availability of renting equipment is held. Motion is called to a vote and the motion passed 3-0.
Discussion is held on whether a CDL is required to drive the proposed Terra Star truck the GVW will be looked into.

3. Water System Planning

Water Operator Ian Hayes discusses the water system and status of projects.
Oak: electrical boxes will be moved this week. Temporary pump set up will be next step.
Chemical injection room: When complete, both the sodium bicarbonate and sodium hydroxide will be receiving their signals through the same control panel. Discussion is held on obtaining approval from Engineer Paul Fluet. The Board is informed that at this time there is no documentation of intended changes to submit to Paul Fluet for approval. The need for receipt of the proposed updated control schematic from Electrical Engineers is discussed. Mechanical repair of the pumps for the chemicals is being scheduled. Mike Smith makes a motion to have Larry Leonard request the drawings from Tom Therrien of Electrical Engineers. Ron Sandstrom seconds the motion and the motion passed 3-0. A number will be supplied by Ian Hayes for the mechanical repairs for approval.
Jungfrau: Larry Leonard makes a motion to approve up to $180 for two meter heads. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve up to $1,700 for gate valves. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain a quote to replace the heater from Brian Bailey. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ian Hayes is informed of the report of a water pressure issue at 28 Grachen. Mike Smith makes a motion to send a letter to Ed Foley outlining the VDOE response. VDOE will check pressure and repair if VDOE issue. If homeowner issue, homeowner is responsible for test cost and VDOE will take no additional action. Ron Sandstrom seconds the motion and the motion passed 3-0.
Muddy Beach: Repair of meter did not fix issue. Representative expected this week to look at meter for Well #2. If meter needs to be replaced, cost will be $900. Larry Leonard makes a motion to approve up to $900 if diagnostics show meter needs to be replaced. Ron Sandstrom seconds the motion and the motion passed 3-0.
Doors at Reinach and Muddy Beach need to be repaired and/or replaced. Mike Smith makes a motion to obtain a quote from Norm Garside for replacement of the doors at Muddy Beach and Reinach. Ron Sandstrom seconds the motion and the motion passed 3-0.
The request for placement of motion sensor lights on all water pump houses is discussed. The home owner’s at 19 Oak Ridge have sent a request to not place a light in their front yard. Larry Leonard states that he went to this pump house at night and there is acceptable ambient light available. Mike Smith makes a motion to exclude Oak pump house from the quote for motion sensor lights. Larry Leonard seconds the motion and the motion passed 3-0.

4. Administration

2015 proposed budgets and warrant are reviewed and discussed.
Ron Sandstrom makes a motion to update the Admin salary line to $40,186. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to add an article to close the Highway Expendable Trust and transfer the assets to the Highway Equipment Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an article to close or alter the old account identified by the NH Department of Revenue as “General Purpose Capital Reserve Fund”.
Mike Smith makes a motion to separate the vacuum system and backhoe bucket into separate articles. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to obtain an engineer’s construction estimate for Phase II of Oak Ridge Rd for next Monday. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to obtain asphalt cost for next Monday. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to place authority to enter a long term electricity supply agreement on the warrant for next Monday. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest and invoices are presented. Mike Smith makes a motion to approve 11 checks for a total of $11,080.36. 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
Larry Leonard discusses the automatic exchange to the answering service when the office line is in use. Ron Sandstrom states that to alter this, an additional phone line would be needed for the office at a cost of $24 per month.

Ron Sandstrom discusses slides that have been prepared for the Public Hearing Friday, January, 23. Ron Sandstrom makes a motion to put the Driveway Ordinance slides on the web site. Larry Leonard seconds the motion and the motion passed 3-0. Slides for the truck article are reviewed. Mike Smith makes a motion to put the truck slides on the web site. Ron Sandstrom seconds the motion. Discussion is held on the slide content. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against. Discussion turns to creating slides for the State Revolving Loan Fund article. Ron Sandstrom will work on these.

Mike Smith makes a motion to place an article for authority of the Commissioners to enter into a long term contract, up to 36 months, for third party supply of electricity. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to meet Monday, January 19. Larry Leonard seconds the motion and the motion passed 3-0.

8. Signature Items

Letters to insurance carriers for the VDOE requesting information on any claims and premiums paid and pending be sent to the VDOE Auditor are presented.

Ron Sandstrom makes a motion to sign and send the letter to Primex. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign and send the letter to Health Trust. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign and send the letter to Property-Liability Trust. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The correspondence from 19 Oak Ridge has been discussed.

Granite State Analytical has sent the monthly compliance bacteria test results for the water system. All results are clean.

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

The legal inquiry hotline for the NH Municipal Association has responded that the Commissioners do not have the authority to enter the 20 month electric supply agreement. Mike Smith makes a motion to authorize the office to sign a commitment for third party electricity supply up to the end of 2015. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining as he is not convinced it is Ok to proceed. Mike Smith makes a motion that the agreement, if signed, is to contain the automatic return to PSNH upon completion of the contract. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Scheduled Appearances

Ed Foley outlines an altercation between his son Ted Foley and Highway Foreman Kelly Robitaille. Mr. Foley states that snow was placed across the entrance of Class VI Grachen Extension after the road had been plowed. The berm of snow left was difficult to move. Mr. Foley requests consideration of persons work schedules while plowing is being done. Mike Smith states that the routes are established to keep all roads plowed in a timely manner for the safety of all the traveling public.
Ed Foley states that there is low water pressure at the house at 30 Grachen. The agreement to perform the test, which states that the District will test the pressure at the house sill and if found inadequate will work to correct this issue and that the homeowner will be responsible for payment for the testing should the issue not be the responsibility of the District. A letter will be produced.
Ron Sandstrom informs Mr. Foley that the Board is willing to review any paper work he may have to support the alteration of the road classification status for Grachen Extension.

11. Other Business
12. Public Comments

At 10:30 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
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