[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/02/CM010515.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 5, 2015

The Board of Commissioners met at 8:00 am on Monday, January 5, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway) and Clerk Jay Buckley. 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 add a Non-Public Session and approve the agenda as modified. Larry Leonard seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Storm reports are reviewed. The recent storm dropped 4 to 6 inches of snow with ice. Mike Smith makes a motion to approve a purchase order for salt at $2,000. Larry Leonard seconds the motion and the motion passed 3-0. Discussion is held on following the plow policy listed routes of travel. Kelly Robitaille states that he will emphasize the importance of following the routes with the crews.
The F-550 was towed to Macdonald Motors for repair. The truck was losing power and would not stay running. The tow bill will be covered under the Warranty, the truck repairs were not. Ron Sandstrom makes a motion to approve $409.52 for the repair. Mike Smith seconds the motion and the motion passed 3-0. An estimate has been received for repairs to the tow hook damaged on the F-550 when it was pulled off Oak Ridge Rd. Mike Smith makes a motion to authorize the repairs at $307.75. Ron Sandstrom seconds the motion and the motion passed 3-0. All trucks and equipment are performing well.
Sand has been picked up.
Discussion on truck for the 2015 Warrant is held. Kelly Robitaille recommends the Terra Star for purchase. Mike Smith makes a motion to put the mid-size all-wheel drive International Terra Star on the 2015 Warrant. Ron Sandstrom seconds the motion. Discussion ensues on cost. Motion is called to a vote and the motion passed 2-0-1 with Larry Leonard abstaining as an additional quote is still pending.
Kelly Robitaille reports that Madison Police were called yesterday due to an altercation with a resident.
Kelly Robitaille is informed that a safety meeting is scheduled for January 14 at 12:30 pm.
The diesel log is discussed. Ron Sandstrom makes a motion to have the administrator handle the diesel log. Mike Smith seconds the motion. Discussion on the log and procedure needed. Motion is called to a vote and the motion passed 2-0-1 with Mike Smith abstaining as he is not in favor of handling the log.
Mike Smith makes a motion to not move on adding the rear wiper and defroster to the grader. Ron Sandstrom seconds the motion. Discussion ensues and Larry Leonard states that he would like to have a discussion with Mike Ouellette of Chadwick-BaRoss. Motion is called to a vote and the motion failed 1-2 with Larry Leonard and Ron Sandstrom in favor of having the discussion. Mike Smith makes a motion to vote on this next week. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining stating that the motion is unnecessary.

3. Water System Planning

The next step in the Oak station project is to move the electrical boxes up to top section of building. The building of the platform cost estimate is $1,087.
Jungfrau chain fall system is to be installed. Follow up will be done with Norm Garside as to the timing of the installation.
The chemical injection pumps are to be serviced. SCADA interface for the chemical injection pumps is going to be added. Mike Smith makes a motion to send the information to the Engineer for review. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against sending to an additional engineer.
The status of the bleeder on Altdorf that needed repair will be checked.
Jay Buckley has sent a possible location for the curb stop valve at 6 Lakeview Dr. Ian Hayes has been informed.

4. Administration

A safety meeting has been scheduled for January 14 at 12:30.
Beach signs are discussed. Wording will be redistributed. Addition of a statement regarding disposal of cigarettes is discussed. Larry Leonard makes a motion to add cigarette butt disposal to the wording. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to add two No Fireworks signs. Ron Sandstrom seconds the motion and the motion passed 3-0.
The small tree at Muddy Beach has been removed. Additional limbs need to be removed from the large pine. A possible SCADA program update could reduce the communication failures from this station.
The Asset Management Grant is discussed. Mike Smith makes a motion to fund the $15,000 from the Unassigned Fund Balance. Ron Sandstrom seconds the motion and the motion passed 3-0.
The trees at Jungfrau are discussed. Mike Smith makes a motion to complete the work on the trees around Jungfrau pump house. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the 20 month agreement for third party electricity supply with White Tower Electric. Ron Sandstrom seconds the motion. Discussion ensues on the legality of this action. Clerk Jay Buckley states that from what he is aware, the Commissioners cannot enter a 20 month agreement. Voter approval to enter a long term agreement is discussed. Mike Smith withdraws the motion. Mike Smith makes a motion to contact the NH Municipal Association Legal Hotline for interpretation. Ron Sandstrom seconds the motion and the motion passed 3-0.
The price of a ton of asphalt will be obtained. Jay Buckley offers to work on pavement costs for rebuilding of asphalt roads. Information on these costs is needed for long term financial planning. Jay Buckley offers to contact area resident Ned Connell who put together the road study done 10 years ago and from whom an electronic copy may potentially be obtained.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,633.50. 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 draft 2015 Warrant is reviewed. Articles included:
Mid-size all-wheel drive truck; bond for $114,000
Phase II of Oak Ridge Rd reconstruction; cost not yet known
Authority to expend Water Line Extension Fund
Asset Management Grant; $15,000 from Unassigned Fund balance
Water projects at $50,000 with funding from Capital Reserve. As the Commissioners are agents to expend, this Article is not mandatory.
Operation budget
Water budget
Billy Goat vacuum system; $5,000 from taxes
Asphalt; cost not yet known
Safety line; $2,500 from taxes
State Revolving loan Fund; bond for $150,000

Mike Smith makes a motion to ask the Treasurer to pursue options for funding the truck. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to ask Dan Crean to attend the Annual Meeting. Mike Smith seconds the motion and the motion passed 3-0.

Discussion is held on the water usage fee and funding of projects. An increase in the 2015 water fee is discussed.
Obtaining asphalt quotes is discussed.
Use of the State Revolving Loan Fund is discussed. Mike Smith discusses adding changing of the water lines to the Oak Ridge Rd reconstruction project. Jay Buckley mentions that a second booster at Jungfrau station or possible work on the tanks could be considered. Including the State Revolving Loan Fund as an Article is discussed.
Ron Sandstrom makes a motion to remove the article for water projects to be funded through Capital Reserve. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to remove $50,000 from the SRF article and Asset Management article. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining.
Larry Leonard discusses inclusion of the SRF at $100,000 with final number to be reviewed. Discussion continues on numbers for warrant. Ron Sandstrom makes a motion to include the SRF at $100,000. Larry Leonard seconds the motion and the motion passed 3-0. Quotes for projects would still need to be obtained.
Following return to Public session:

Kelly Robitaille is asked to obtain the numbers for the Billy Goat vacuum system and asphalt.

5. Accounts Payable

The check manifest and invoices are presented. Mike Smith makes a motion to approve 15 checks for a total of $7,369.08. 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

Ron Sandstrom makes a motion to mail the postcards today for the Annual Meeting announcement. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom discusses posting information on the website. Mike Smith makes a motion to post the draft 2015 proposed budget on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to add the notice of award of the Asset Management Grant to the website. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith discusses the approval for the NH Department of Environmental Services Revolving Loan Fund.
An updated list of outstanding water usage fees will be distributed for next week.

8. Signature Items
9. Correspondence

The NH Municipal Association has sent a bulletin on Town Meeting information.
A complaint was received regarding a commercial truck in the Huttwil parking lot. The truck has been removed.

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

At 11:00 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) legal and (a) employee 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.

No motions or votes were taken during Non-Public session.

At 11:46 am Ron Sandstrom makes a motion to exit Non-Public session. 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.
Ron Sandstrom leaves the meeting.

At 12:00 pm Larry Leonard makes a motion to adjourn the meeting. Mike Smith 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/2015/02/CM1222142.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
December 22, 2014

The Board of Commissioners met at 8:00 am on Monday, December 22, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was resident Mark Graffam. The meeting was taped for Madison TV by Tim Hughes. [expand title="More Text"]

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

1. Agenda

Ron Sandstrom makes a motion to add a Non-Public Session and approve the agenda as modified. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom states that the VDOE Annual Meeting will be held February 28, 2015. Ron Sandstrom requests participation of the voters and invites all tax payers to attend.

The Action list is reviewed and discussed.

2. Highway Department Report

The door to bay 3 in the garage was worked on last week. The doors to DPW II and the salt shed are still to be looked at.

3. Water System Planning

Oak station pump replacement project is discussed. The electrician has recommended moving the boxes to the outside of the building in lieu of higher on the wall inside which will require building a platform to access the panels. Mike Smith states that he is against moving the electric panels outside. The quote for building the platform has been received. Larry Leonard states that he will do an additional review of the station.

The quote for installation of the chain fall system at Jungfrau is reviewed. Mike Smith makes a motion to approve $214 for the installation. Larry Leonard seconds the motion and the motion passed 3-0.

The valves on West Bergamo at Visp Road were repaired last week.

The bleeders have been turned on with the exception of the one on Altdorf which needs to be repaired.

Tom Therrien of Electrical Installation (EII) has stated he can be in Wednesday for review of the chemical injection room controls. Larry Leonard makes a motion to allow up to $1,000 for review of the controls. Mike Smith seconds the motion and the motion passed 3-0.

Motion sensor lights at the pump houses are discussed. A quote will be requested for installation of motion sensor lights. The heater at Jungfrau has been reported as not working. This will be checked with Ian Hayes.
4. Administration

A safety meeting has been scheduled for January 14 at 12:30.

The small tree at Muddy Beach will be removed.

Asset Management is ongoing.

The Public Hearing for the proposed changes to the Driveway Ordinance is scheduled for January 23, 2015 at 6 pm at the Town Hall meeting room (downstairs at Town Hall. Use Police entrance.)

The trees at Jungfrau are to be checked to see if marked for removal.

The funds for the insurance payment have been allocated.

A proposal for a 20 month agreement with an alternative electric supplier is reviewed and discussed. The Board is advised that it is not within their authority to enter this agreement. This agreement commits funds beyond those which have been appropriated and which is a violation of RSA 32:6 and 32:8. The Board is also informed that only the voters can commit the District to a long term contract. A possible Article for the 2015 Warrant could be considered.

Oak Ridge Road Phase II redesign is expected the first week of January.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,422.25. 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 draft for the postcard mailer is reviewed. Mike Smith makes a motion to approve the wording and have the postcard sent. Ron Sandstrom seconds the motion and the motion passed 3-0.

6 Lakeview Drive is discussed. A repair is needed to the interior shut off valve for the water. No card for location of the curb stop valve could be located for this property. The property was checked thoroughly for indication of location of the curb stop valve with the metal detector and nothing was found. In order to allow repair to the interior of the house, the water main will need to be shut down to the area for approximately 3 hours. Discussion on placing a curb stop valve while the main is shut down is held. Winter time excavation is more difficult and generally not done. Mike Smith makes a motion to shut down the main to allow the repair and to place a curb stop valve for the property in the spring. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a letter to the home owner outlining the plan to allow repair. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve a purchase order for sand up to $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0.

The 2015 proposed budgets and Warrant for the Annual Meeting are discussed. Biggest changes within the budget from 2014 are a reduction in the health insurance line item and an increase in the gravel line item.

Line items are reviewed and discussed.

Mike Smith makes a motion to change Printing/dues/ad to $3,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change Admin Equipment and Maintenance to $250. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change travel to $100. Larry Leonard seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to change Telecom to $2,500. Mike Smith seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to change Legal to $4500. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change General Government Engineering to $500. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change Regional Association to $900. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change General Government Miscellaneous to $900. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change Highway Part time to $10,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change Highway Fuel to $14,000. Larry Leonard seconds the motion. Discussion ensues on unpredictable nature of cost. Mike Smith moves to amend the motion to $14,500. Motion is called to a vote and the motion passed 2-0-1 with Ron Sandstrom abstaining.
Mike Smith makes a motion to change Highway Tools to $900. Motion failed for lack of a second.
Mike Smith makes a motion to change Sand to $13,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to change Dust Control to $1,200. Larry Leonard seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to change Line Painting to $300. Mike Smith seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to change Parks and Recreation to $5,000. Mike Smith seconds the motion and the motion failed 1-2 with Mike Smith and Ron Sandstrom against reducing this line item for option of replacing a raft.
Larry Leonard makes a motion to change Water Services Electricity to $30,000. Mike Smith seconds the motion and the motion passed 3-0.

A five minute break is taken.

Proposed Articles for the 2015 Warrant are discussed.
Funding options are discussed for proposal of a new truck. Not moving forward with the approved 2014 article approving truck purchase based on available cash flow is discussed.

The budget estimate for Phase II of Oak Ridge Road reconstruction will be worked on. The drawings for the revised drainage are expected the first week of January.

Authorization for expenditure from the Water Line Extension Fund

The asset management grant article is discussed. Mike Smith makes a motion to change the amount to $15,000. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to fund this expenditure from the water bills. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to add a safety budget of $2,500 funded by taxes to the Warrant. Larry Leonard seconds the motion and the motion passed 3-0.

At 11:45 am Ron Sandstrom leaves the meeting.

Mike Smith makes a motion to add an article for purchase of a Billy Goat system and for Kelly Robitaille to obtain a final price. Larry Leonard seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to add an article for purchase of grader and backhoe parts. Larry Leonard seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to add an article for paving of Middle Shore at Geneva Place and an apron on Little Shore at Eidelweiss Drive. Larry Leonard seconds the motion and the motion passed 2-0.

Larry Leonard makes a motion to approve Jay Buckley’s request for reimbursement of $25 for attendance at the NH Department of Environmental Services Asset Management Seminar. Mike Smith 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 11 checks for a total of $3,669.02. 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 12/15 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

Larry Leonard makes a motion to approve the quote for building of the platform at Oak station. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom welcomes all taxpayers and encourages voters to attend the Annual Meeting on February 28, 2015 and to participate in the Public Hearings on the proposed budgets and Warrant that will be voted on at the Annual Meeting.

Mike Smith makes a motion to approve up to $5,300 for signs to be ordered for the beaches and the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

A letter to the home owners of 31 Grison approving a temporary repair to the service line is completed now with full replacement of the line to be completed by June 1, 2015. Mike Smith makes a motion to approve and sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Employee requests for time off are presented. Mike Smith makes a motion to approve Kelly Robitaille’s requested absences. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve Bob Goddard’s request for December 17 and 19. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve Bob Goddard’s request for December 24 and 26. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve Nancy Cole’s request for December 26 through 31. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve Nancy Cole’s request for January 2, 2015. Larry Leonard seconds the motion and the motion passed 3-0.

9. Correspondence

Clerk Jay Buckley has sent an email regarding a Facebook posting stating that he will refer any questions or comments to the Commissioners.

Holiday Greeting cards have been received.

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

At 12:01 pm 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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