[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/CM040714.pdf"]The Board of Commissioners met at 8:00 am on Monday, April 7, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Treasurer Dinah Reiss and Ralph Lutjen for the EPOA. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 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. Ron Sandstrom moves to amend the agenda moving scheduled appearances to first. Mike Smith seconds the amendment. Motion, as amended is called to a vote and the motion passed 3-0.

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the International and F-550 have been inspected. Salt and sand inventories are sufficient. The Top Kick is discussed. Kelly Robitaille questions if the truck should be used or parked. Ron Sandstrom outlines cash flow and the timing of cash availability to purchase a new truck. The sanding capacity of the Top Kick and the wing plow on the truck make the truck more desirable than an F-550. Ralph Lutjen states that a need for a TAN should not be a deal breaker for proceeding with a purchase. Using the International for hauling, which has the largest capacity of the trucks, is recommended. Minimizing use of the Top Kick will be beneficial. Larry Leonard makes a motion to use the Top Kick only when necessary and primarily park the vehicle. Mike Smith seconds the motion. Mike Smith makes a motion to amend the motion the motion on the floor to include having the Top Kick cleaned prior to parking. Larry Leonard seconds the motion to amend. Motion, as amended, is called to a vote and the motion passed 3-0. Kelly Robitaille reports that the crew is working on establishing their input for road work to be scheduled. Little Shore Drive will be checked. Potholes will be worked on where possible. Kelly Robitaille discusses getting gravel. Mike Smith makes a motion to approve 2 loads of ¾ inch gravel. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on the cost of 2 loads of gravel being below the need for a purchase order is held. The grader needs a battery. This will be purchased. The York rake is being pulled out for use. Year to date budget expenditures are reviewed and discussed. The DPW will begin to use the State pumps for diesel fuel. The fuel log reconciliation will be done. The use of heating fuel is discussed. Mike Smith makes a motion to look into the cost of programmable thermostats for the garages. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water System Planning

The water system walk through is scheduled for next week. The system is discussed. Ron Sandstrom makes a motion to invite Dinah Reiss to attend the walk through. Mike Smith seconds the motion and the motion passed 3-0. The caustic soda tank is discussed. Consultant George Thomas had previously stated intention to empty and clean the tank while repairing the leak at the gasket. Integrated Water Systems has stated intention to quote two persons to do this job. The cost of the job will be significantly reduced if handled in house by George Thomas. Mike Smith makes a motion to have the caustic soda tank cleaned and repaired by George Thomas at the rate of $25 per hour. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

The information on the water class proposed to be attended will be sent to Larry Leonard.
A meeting is to be established with the Mountain Lakes Village District Commissioners.
The model of how to move water operations in house is being worked on by Dinah Reiss.
The draft document for the VDOE rights relating to roads and easements will be reviewed in a work session. This session is to be scheduled. The building repair project may be held until fall. The proposed repair work is available on the VDOE website. Ordinances are discussed. The proposed changes to the Driveway Ordinance will be drafted. These updates will include allowing up to two driveway entrances per property and a requirement of a drain to be placed in any driveway which does not meet the road at a negative grade. Beach Ordinance updates to be proposed are being drafted. Proposed changes to the Water Ordinance have been drafted and distributed for review. Ron Sandstrom states that he would like to hold a work session on proposed Ordinance updates. This may be scheduled for the end of next week.

The March daily water usage has been distributed. The first quarter usage numbers will be reported to NH Department of Environmental Services as required.

Budget line item expenditures to date are reviewed and discussed.

5. Accounts Payable

15 checks for a total of $35,506.91 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to approve 15 checks for $35,506.91. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of 3/31 are reviewed and discussed. Ron Sandstrom makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith discusses establishing the water usage fee for 2014. Rate information will be prepared and distributed for discussion.

8. Signature Items

The lease for the grader is presented for signature. The lease is discussed. Mike Smith makes a motion to accept and sign the lease documents. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The monthly Coleman Tower site rent check has been received.

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

Health Trust has sent notification of upcoming premium holidays for property insurance stating intention to uphold the 13.9 million dollar refund to members ordered by the Secretary of State.

The NH Municipal Association has sent the weekly Legislative bulletin and the monthly News Link.

10. Scheduled Appearances

Ralph Lutjen, representing the Eidelweiss Property Owner’s Association (EPOA), discusses the entrance area garden across from the VDOE sign. Mr. Lutjen, a Master Gardener, outlines recent projects in the Mt Washington Valley area that he has worked on, some of which have received awards. In January of this year, the Commissioners were presented with three options for redesigning the garden area and approved moving forward with option 3. The completed design is reviewed, with plants of varying heights and widths planned. The new plantings will complement the garden on the other side of Eidelweiss Drive. Ralph Lutjen adds that the plan has been altered from the original design as a result of the heavy snow volume this year. The garden will be extended by 2 feet in lieu of the 5 feet expansion originally planned. The plants have been chosen and the area will bloom from spring through fall. Ralph Lutjen adds that a previous discussion with Jay Buckley, who has been maintaining this area, was held about this garden. The concern raised about a view of the power lines is not valid. The proposed garden will be planted by volunteers. The DPW may be asked to move the large rocks at the garden. Ralph Lutjen adds that any involvement by the DPW would be anticipated to take no more than half a day. Ron Sandstrom states that this is one community, and improving the appearance at the entry area would be good. Ron Sandstrom adds that he would like all persons involved to work together for the overall benefit. Placing the information on the website for input from the community is discussed. Ron Sandstrom asks if a delay for allowing an input period would create any challenges. Ralph Lutjen responds that he would like to order the plants from the nursery. Mike Smith compliments the work done on the proposal, adding that it should be moved forward. The budget for the project is discussed. Ralph Lutjen states that the EPOA has appropriated a sufficient budget to complete the project. Mike Smith questions the replacing of any plants that do not survive the first winter. Ralph Lutjen responds that there is a one year warranty on all plants purchased through the nursery he will be using. The remaining area outside the plantings will be mulched. This will be maintained by the EPOA. Scheduling for the project is discussed. Ralph Lutjen states that the planting will be done in June. Loam and compost are planned to help the soil in the garden area. Watering will be done by the EPOA. A hose that will withstand a vehicle will be looked into by the EPOA to allow the watering to be done on both sides of the street. Discussion turns to the use of a contractor in lieu of the VDOE backhoe as the rocks may be too heavy for the backhoe. This will be looked into. Mike Smith makes a motion to authorize Ralph Lutjen to move forward with the plan to redesign the entrance garden area. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to put the plan on the website with an invitation to send comments to the office. Larry Leonard seconds the motion and the motion passed 3-0.

11. Other Business

Larry Leonard discusses increasing participation in the VDOE e-mail distribution list. Ron Sandstrom discusses updating the website pictures.

12. Public Comments

Ralph Lutjen informs the Board that Lee Pollack, a retired marine biologist, will be joining the team that tests the pond water throughout the summer months.

At 9:55 am Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/04/CM033114.pdf"]The Board of Commissioners met at 8:00 am on Monday, March 31, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes.

At 8:00 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. Larry Leonard seconds the motion and the motion passed 3-0.

The Action List is reviewed and discussed.

2. Accounts Payable
3. Minutes

The minutes of 3/24 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance at that meeting.

4. Highway Department Report

Kelly Robitaille reports that the F-550 will be taken for inspection today. The International will be taken tomorrow for inspection. Roads are being checked for standing water and punch outs are being made as needed. The level of the water flow at the dam is being watched. The parts from the aluminum sander tub that was intended for rebuild have been brought to McLane’s. Steve McLane has expressed interest in the tub as well. A time will be arranged to bring the unit to McLane’s for pricing. Salt and sand inventories are sufficient. The new storm reports are being used and working well. Truck maintenance is being recorded with the vehicle book for each truck. The fluids are checked regularly. Road crowns are discussed. Lacks of a crown on most of the gravel roads keep the roads from properly shedding water. Road standards will be looked at for review. Madison Highway may be contacted for advice and discussion on road repairs.

5. Road and Driveway Review
6. Water System Planning

The water system walk through is scheduled for April 14th. Attorney Dan Crean has stated that this review may be done as a non-public session based on the homeland security exemption of certain pertinent information regarding the workings of a water system. Attorney Crean advised that the Town of Madison Emergency Management director also be invited to attend the walk through. Ron Sandstrom makes a motion to invite Richard Clark, Town of Madison Emergency Management Director and classify the walk through non-public. Mike Smith seconds the motion and the motion passed 3-0. The Jungfrau pump seals have been replaced. The impellor was not replaced. The SCADA system is working well. Discussion on planning to use the new backhoe for water system work is held. The valve box on Appenvel and the curb stop valve on Lucerne that need to be replaced will be scheduled using VDOE equipment and personnel.

7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports

Ron Sandstrom is working on the water system curb stop valve database and the proposed Driveway Ordinance updates.

Mike Smith discusses the Annual Meeting and the receipt of information relating to the Unassigned Fund Balance just prior to the meeting creating an issue for the proposed Warrant funding. Mike Smith makes a motion to move the Annual Meeting to March. Ron Sandstrom seconds the motion. Discussion ensues on the finding of an error made by the field accountant by auditor Tamar Roberts while finalizing the audit. Ability for this to occur any given year is discussed. Probability for such an occurrence is reasonable and such an event has not occurred before. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against moving the Annual Meeting as it attempts to solve a problem that doesn’t exist.

10. Signature Items
11. Correspondence

12. Administration

A Healthcare Committee meeting will be scheduled. Cost effective options for medical insurance will be looked into. Scheduling a time is discussed. All members; Ralph Lutjen, Treasurer Dinah Reiss, Commissioner Larry Leonard and Administrator Nancy Cole will be present at the Commissioners meeting. The meeting is scheduled for Monday, April 7, 2014 following the Board of Commissioners meeting. The meeting will be posted.

Mike Smith is working on the electric alternatives for additional savings on those costs. Mike Smith discusses Mountain Lake Village District. Setting a meeting with their Board of Commissioners is suggested; water, roads and healthcare could be topics for discussion. Potential productivity of such a meeting is discussed as well as timing for a meeting. Mike Smith makes a motion to have Nancy Cole call Mountain Lakes for 3 dates for establishing a meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

The document produced by Attorney Dan Crean on the road and easement rights of the District is reviewed. Distribution of a draft document at the public hearing being scheduled for May 24 with the intent to schedule a separate public hearing on the rights of the VDOE when it comes to the roads is discussed. The draft of the social media policy to be reviewed for discussion will be resent to the Board.

The building repair project is discussed. Establishment of potential bidders is discussed and will be worked on. The documents will be distributed. Ron Sandstrom states that the documents are on the website for review.

The grader lease has been received and will be distributed for review. The projected delivery dates for the grader and backhoe will be requested.

Ron Sandstrom will work on the Driveway Ordinance updates to be proposed at the upcoming public hearing. The Water Ordinance proposed updates have been distributed for review and are discussed. Mike Smith will work on establishing a penalty for non-compliance with the update to the Beach Ordinance requiring identification on all vessels placed on the canoe racks at any of the District beaches. The public hearing will be scheduled to begin following the Eidelweiss Property Owners Association’s Annual Meeting that begins at 10 am Saturday, May 24, 2014. Start time will be determined for posting. Backflow prevention proposed updates within the Water Ordinance are discussed. Project details are discussed. Mike Smith makes a motion that he contacts Rick Skarinka of NH Department of Environmental Services to discuss this program. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion ensues on implementing and administering this project, possible liability for the workings of a homeowner’s equipment, and requiring updates upon a homeowner at the homeowner’s expense.

The Huttwil Bulletin Board is discussed. Jay Buckley has volunteered to work on creating an update to the current VDOE road map to include updates to road names which have occurred since production of the current map, such as Visp Rd. Nancy Cole adds that the bulletin board is in poor shape and could be redesigned to include the proposed updated road map. Design and pricing could be looked into. Ron Sandstrom makes a motion to have this project moved forward for design and pricing to be presented for review. Mike Smith seconds the motion and the motion passed 3-0.

The payroll report is presented. Report and time cards are reviewed and discussed. Mike Smith makes a motion to approve payroll at $4,881.62. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business
14. Other Business

Electronic billing for water billing is discussed. This will not be pursued at this time but may be done at some point.

15. Public Comments

At 9:35 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employee matters. Ron Sandstrom seconds the motion. Motion is called via roll call, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public session:

Motion is made to accept Nancy Cole’s self-review and approve a 3% salary increase effective today. Motion passed 3-0.

At 10:05 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, Larry Leonard 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/2014/04/CM032414.pdf"]The Board of Commissioners met at 8:00 am on Monday, March 24, 2014. 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 8:00 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. Ron Sandstrom moves to strike the Non-Public Session from the agenda and approve the agenda as amended. Mike Smith seconds the motion and the motion passed 2-0.

The Action List is reviewed and discussed.

2. Accounts Payable

15 checks for $9,293.96 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to approve the manifest of 15 checks for a total of $9,293.96. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Minutes

The minutes of 3/10 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of 3/17 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Highway Department Report

Kelly Robitaille reports that the salt and sand inventories are sufficient. The new storm report has been completed. The number of yards of salt and sand placed are calculated on the new form. This information will allow a cost per storm to be developed. The sander for the Top Kick has been repaired for less than $100. The hardwire kit for the 550 sander has been purchased and installed. Tire chains for the International have broken again. High quality chains at a cost of $400 will be requested for next season. The low grade chains that have been purchased are not cost effective due to constant repairing. Inspections for the trucks will be completed as time and weather allow. The sander parts purchased for the aluminum tub are being brought to McLean’s. The credit for the parts can be used to offset the cost of cutting edges. Fred Gurley is on his way to McLean’s with the parts. Mike Smith makes a motion to sell the parts for credit. Ron Sandstrom seconds the motion and the motion passed 2-0. This week’s work plan includes putting punch outs in snow banks for runoff. Winging back has been getting done. The backhoe has been used to widen roads and clean intersections. Discussion turns to calls from a resident on Visp Rd. Kelly Robitaille reports that a call placed last week from this resident stated that the road needed to be sanded. Upon arrival at the road it was noted that the road was recently plowed and sanded, there were no travel concerns and the car of the caller was in her driveway and not cleared of snow. The resident had not even attempted to leave her driveway when the call for poor road conditions was made. Mike Smith makes a motion to have the office contact the resident. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom discusses the section of Eidelweiss Drive beyond Big Loop Rd. A temporary fix for the potholes will be looked into.

5. Road and Driveway Review
6. Water System Planning

A water system walk-through with the DPW crew, water system operator, and Commissioners will be scheduled once the snow has reduced. The seals on the Jungfrau 25 HP pump are to be changed. Water operator Ray Seeley was waiting for a cost for the impellor for this pump to see if it would be cost effective to replace the worn impellor while the pump was opened for the replacement of the seals. As of today, a cost for the impellor has not been received. Discussion turns to the SCADA system and work needed on other pumps within the water system. A “work session” for the water system will be planned once the walk-through has been completed. Mike Smith makes a motion to schedule the walk-through the date of the next scheduled appearance of Ray Seeley. Ron Sandstrom seconds the motion. The water operator is scheduled to appear next on April 14. Mike Smith moves to modify the motion on the floor to schedule the walk-through April 14. Ron Sandstrom seconds the amendment. Motion, as amended, is voted and the motion passed 2-0. Discussion turns to filming of this walk-through for Madison TV. Attorney Dan Crean will be asked.

7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports

Ron Sandstrom reports that he is working on updating the water system card stock database of curb stop valve locations to make the information available on line. Ron Sandstrom makes a motion to redistribute the road rights and drainage easement rights document draft submitted by Attorney Dan Crean for discussion next week. Mike Smith seconds the motion and the motion passed 2-0.

A Healthcare committee meeting will be scheduled. Ralph Lutjen, Dinah Reiss, Larry Leonard and Nancy Cole have been named to participate on this committee.

Mike Smith reports that he will establish a safety committee meeting with the employees. The date has not yet been determined. Mike Smith makes a motion to have the office ask Larry Leonard if he is going to participate in the Madison Library strategic plan as requested. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to request optional dates and times for a meeting with the Mountain Lakes Village District Commissioners. Ron Sandstrom seconds the motion and the motion passed 2-0. The building repair Warrant Article is discussed. Mike Smith makes a motion to have one bid package for the entire project. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on qualified contractors and identifying from whom bids will be requested. Ron Sandstrom makes a motion to identify 4 potential bidders. Mike Smith seconds the motion and the motion passed 2-0. The Public Hearing that is to be scheduled in May is discussed. Mike Smith makes a motion to have the office investigate the option of holding the Public Hearing following the EPOA Annual Meeting May 24, 2014. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith discusses the Unassigned Fund Balance and purchasing from the Unassigned Fund Balance. Discussion ensues on cash flow and the Unassigned Fund Balance calculation. Ron Sandstrom outlines that the Unassigned Fund Balance is not a bank account and that it represents the total remaining balance at the end of a fiscal year when one subtracts the liabilities from the assets.

10. Signature Items
11. Correspondence

The NH Municipal Association has sent the weekly legislative bulletin and the monthly NewsLink. The proposed update to RSA 91-A which would require 72 hour advance notice for all public meetings and posting of an agenda, may be tabled so that it will not be acted upon this year.

Jay Buckley has volunteered to work with the Supervisors of the Checklist for updating the VDOE registered voter information.

12. Administration
13. Old Business
14. Other Business

A follow up will be done on the status of the finance application with Volvo for the new road grader.

15. Public Comments

At 9:05 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom 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/2014/04/CM031714.pdf"]The Board of Commissioners met at 8:00 am on Monday, March 17, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes.

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

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

The Action List is reviewed and discussed. Dates for review will be added to each area. VDOE Easement and Drainage rights will be added. Social media policy development will also be added.

2. Accounts Payable
3. Minutes
4. Highway Department Report

Kelly Robitaille requests a purchase order for 4 loads of sand. Mike Smith makes a motion to approve a purchase order for 4 loads of sand up to $800.00. Ron Sandstrom seconds the motion and the motion passed 3-0. The new shift storm reports were partially completed by the employees. Kelly Robitaille will work with the part timers on completing this form while on shift. Freezing rain for a period of time between snow accumulations made the plowing and sanding difficult. Salt was not used due to the temperature. The sprockets for the sander chain on the Top Kick have broken. Repair is estimated to be $150.00. The 550 sander is smaller and requires reloading much more frequently. The hills were sanded with the 550, but it took additional time. The new controls for the 550 sander are in and will be installed. Overall, the shift work went well. Only one call was received during the storm. Mike Smith makes a motion to allocate up to $200 for parts for repair of the Top Kick sander. Ron Sandstrom seconds the motion and the motion passed 3-0. Sander sizes and the benefits of the larger sander in the Top Kick are discussed. Trucks, maintenance, and tracking of repair costs are discussed.

5. Road and Driveway Review
6. Water System Planning

The cost for the impellor for the Jungfrau station 25 HP pump has not yet been received. This will be followed up on with Integrated Water Services. Estimate for the replacement seals and replacement pump option has been requested for the Summit station. Muddy Beach engineered upgrade drawings and SCADA communication issues are discussed. Upgrade for Jungfrau pump station and 2013 vote to approve that project at the Annual Meeting are discussed. Shoveling of pump houses is discussed. Hiring of someone to handle this work will be actively pursued in the fall. Larry Leonard makes a motion to reschedule the April 12th Public Hearing to May. Mike Smith seconds the motion and the motion passed 3-0. Ordinances for water system and driveways are to be reviewed for the hearing.

7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports

Larry Leonard discusses adding the Monday morning meeting schedule to the website. This will be added to the home page.

Ron Sandstrom reports that he has updated links on the website to include the Eidelweiss Property Owner’s Association. The email distribution lists for SCADA alarms and messages from the answering service have also been updated.

Mike Smith recommends setting up a meeting with the Commissioners from Mountain Lakes Village District for a discussion on and review of processes.

10. Signature Items

Treasurer Dinah Reiss has the signature card updates for the bank accounts. New banking regulations will require each Commissioner to go to the bank with identification so that the form may be notarized.

11. Correspondence

The social media draft policy information has been distributed and will be reviewed.

NH Municipal Association has sent the weekly legislative bulletin. The proposed changes on the Right to Know law will be voted on next week. The proposed regulations will increase the time required for posting of a meeting to 72 hours and require posting of an agenda.

Primex has sent notice that their annual meeting will be May 21-23, 2014.

Tad Dziemian of White Column Solutions has sent information on the change of electric supplier to First Point Power.

12. Administration

The payroll report is presented. Report and time cards are reviewed. Mike Smith makes a motion to approve payroll at $6,720.02. Larry Leonard seconds the motion and the motion passed 3-0.

13. Old Business
14. Other Business

The agenda is discussed. ‘Upcoming milestone dates’ could be removed as it is now tracked on the Action List. Mike Smith makes a motion to remove the upcoming milestone dates from the agenda and track on the action list. Larry Leonard seconds the motion and the motion passed 3-0.
Posting of roads is discussed. Mike Smith makes a motion to post the roads for weight restrictions. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

Treasurer Dinah Reiss volunteers to take the first steps on looking into the benefits of moving water operations in house and development of a strategy to implement this change. An overview of how the transition would be completed will be drafted for review.

At 9:25 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employee matters. Larry Leonard seconds the motion. Motion voted via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to increase Kelly Robitaille’s hourly wage to $17.00 effective with this payroll processing. Mike Smith seconds the motion and the motion passed 3-0.

At 9:35 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion. Motion voted via roll call; Ron Sandstrom yea, Mike Smith yea, Larry Leonard 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/2014/04/CM031014.pdf"]The Board of Commissioners met at 8:00 am on Monday, March 10, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway), Treasurer Dinah Reiss, Mike Ouellet of Chadwick-BaRoss and water operator Ray Seeley. The meeting was taped for Madison TV by Tim Hughes. Commissioner Larry Leonard arrived at 8:03am. Commissioner Mike Smith left the meeting at 8:25 am. Water Operator Ray Seeley left the meeting at 8:30 am. Mike Ouellet of Chadwick-BaRoss arrived at 8:35 am.

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 move scheduled appearances first, beginning with Ray Seeley. Mike Smith seconds the motion and the motion passed 2-0.

2. Accounts Payable

8 checks for a total of $6,916.95 are presented. Checks and invoices are reviewed and discussed. Ron Sandstrom makes a motion to approve 8 checks for $6,916.95. Larry Leonard seconds the motion and the motion passed 2-0.

3. Minutes

The minutes of 2/11 are reviewed. Ron Sandstrom makes a motion to approve the minutes of 2/11 as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The minutes of 2/19 are reviewed. Ron Sandstrom makes a motion to approve the minutes of 2/19 as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The minutes of 2/25 are reviewed. Ron Sandstrom makes a motion to approve the minutes of 2/25 as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The minutes of 2/28 are reviewed. Ron Sandstrom makes a motion to approve the minutes of 2/28 as presented. Larry Leonard seconds the motion and the motion passed 2-0.

The minutes of 3/3 are reviewed. Ron Sandstrom makes a motion to amend Other Business report to read ‘upcoming goals and objectives for the District’ and approve the minutes of 3/3 as amended. Larry Leonard seconds the motion and the motion passed 2-0.

4. Highway Department Report

Kelly Robitaille reports that sand and salt inventories are good at this time. A storm is expected Wednesday into Thursday with 6-12 inches of snow predicted. All trucks are ready for the impending storm. The International is due for inspection and will be sent as soon as possible. The International tire chains need to be repaired or replaced. The cost will be looked into, but is expected to be less than $200. Worksheets for the storm report information have been placed in each truck. Each employee will be expected to complete a report for their shift(s). Kelly Robitaille will compile the information provided onto a final storm report for submission. Part time employees are being instructed that they are not to add fluids to any truck. The full time employee on shift will be responsible for any fluid additions to vehicles. The kit to hard wire the 550 sander has been ordered but not yet received. Opportunities to alter the materials used to create longer lasting harder travel surfaces will be explored. Steve McLean of McLean’s Trucks has stated he will give the VDOE credit for the unused sander parts purchased previously. Returning the parts to McLean’s will be scheduled.

5. Road and Driveway Review
6. Water System Planning

7. Scheduled Appearances

Water Operator Ray Seeley advises that the wrong seals were received for the Jungfrau pump. The correct seals are expected this week. The work at the water line for 15 Presidential View is discussed. The line was found to be insulated but had frozen 15 to 20 feet prior to the curb stop valve. A couple of frozen spots were located while defrosting the line. A bleeder was installed at the curb stop valve. Work on this will need to be completed in the spring. Project documentation is discussed. Ray Seeley advises that pictures were taken and will be sent to the office. Ray Seeley mentions placement of coordinates onto VDOE tax maps. Ron Sandstrom states that the raw data is to be provided. The sequel server with the VDOE card stock will be updated and put back on line. Pumps are discussed. Muddy Beach has been put on line and has not had the communication error issues that were being experienced. The seals at the Summit could be replaced. Alternative would be to replace the pump with a 3 phase that could be added to the SCADA system to monitor the tank level for the Summit Pressure zone. This tank is not currently monitored by the SCADA system. Ron Sandstrom discusses obtaining quotes for projects as all projects will need to remain within the budget or be proposed as an article for next year’s Warrant. Mike Smith makes a motion to obtain the price for replacing and installing the seals on the pump at the Summit and to obtain the cost of a single phase pump with 3 phase control panel. Ron Sandstrom seconds the motion and the motion passed 3-0. Ray Seeley will provide this information. One pump at Muddy Beach has a bad bearing and has been off for many years. The design for replacing the pumps at Muddy Beach with a skid will be pulled for review. Oak Station has one pump with a leaking seal. This will be quoted for repair. The water budget is reviewed. Ray Seeley outlines potential savings within the buildings themselves such as insulation for heat retention. Mike Smith informs Ray Seeley that off-peak hour for pumping is being looked into and may contribute a cost savings. The Water Ordinance is discussed. Ray Seeley is informed that he should submit any suggestions for alterations within the document that he may have. Development of a strategy for implementation of Water System Master Plan items is discussed. Spring valve repair projects are outlined and discussed. Documentation on all repairs is stressed. Discussion on the use of VDOE personnel and equipment for planned projects is held. Documentation for the Huttwil project will be sent to the office.

Mike Ouellet of Chadwick-BaRoss outlines that the new Volvo grader will send information to the VDOE computer automatically for any service needs. Discussion is held on the backhoe to be purchased also having this capability. Mike Ouellet informs the Board that for the backhoe this would be an option and cost would be around $10,000. Upcoming compliance changes for EPA regulations will alter the engines of heavy equipment going forward. Recommendation is made to order the road grader now so that it will be completed prior to the changes going into force. Payment options and timing are discussed. The grader will take 10 weeks for production and outfitting. There is also 8 to 10 week lead time for the backhoe. Treasurer Dinah Reiss cautions the Board on cash flow and payment timing. Mike Ouellet outlines that the backhoe could possibly be delivered for July 1 with a payment due date of August 15. The financing and options for payment timing will be reviewed and looked into by Mike Ouellet and he will advise of any other options after discussing the situation with his corporate offices. Ron Sandstrom makes a motion to commit to purchase of the road grader today. Larry Leonard seconds the motion and the motion passed 2-0. Maintenance for the equipment is discussed. Mike Ouellet informs the Board that there is a maintenance program in place close to here that would allow Volvo to easily respond to any needs with the equipment. Discussion on committing to purchasing both pieces of equipment is held. Training of employees on the equipment is discussed. Mike Ouellet states that Volvo will train the employees when the equipment arrives. Additional training is also available through the UNH Road Scholar program. Larry Leonard makes a motion to sign the purchase orders for both the grader and the backhoe. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Warrant Articles

9. Commissioners Reports

Ron Sandstrom reviews the framework for the 2014 District goals. The detail of the document is to be reviewed for discussion. Overview of highlights completed and discussed. RSA 91-compliance is reviewed and discussed.

Larry Leonard discusses potential electricity savings by swapping to an independent supplier. The automatic return to PSNH is in the contract. Larry Leonard makes a motion to approve the 7 month contract for electricity supply with First Point Power. Ron Sandstrom seconds the motion and the motion passed 2-0. Nancy Cole will notify White Column Solutions and authorize the necessary paperwork.

10. Signature Items

The NH Department of Revenue MS-32 is presented. Form is reviewed and discussed. Ron Sandstrom makes a motion to sign the MS-32. Larry Leonard seconds the motion and the motion passed 2-0.

11. Correspondence

2013 District Clerk Dorothy Wondolowski has sent a notice of apology for missing the Annual Meeting.

Health Trust has sent two checks representing refunding overpayment of premiums from 2012. This refund is secondary to the 2013 Secretary of the State review of the LGC.

The NH Municipal Association has sent the weekly Legislative Bulletin.

Granite State Analytical has sent the March bacteria test results. Results are clean.

12. Administration
13. Old Business

The water and driveway Ordinance update proposals are to be reviewed.

14. Other Business

Backflow prevention testing for residences attached to the water system is discussed. A document from the manufacturer states that testing of these devices is not needed; the homeowner is responsible for any pollutants that may contaminate the water secondary to a cross connection. Should a program be put into place certifying these devices, the District may be exposed to additional liability and caution proceeding is advised.

15. Public Comments

Treasurer Dinah Reiss discusses cash flow and Tax Anticipation Note (TAN) information. She will obtain the information from the bank on taking of a TAN as it has been many years since the VDOE has taken one. The information will be distributed for review and discussion should a TAN be needed.

At 10:00 am Ron Sandstrom 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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