[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/08/CM080715.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
August 7, 2015
The Board of Commissioners met at 9:00 am on Friday, August 7, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille and Bob Goddard (hwy), Clerk Jay Buckley, residents Amy Thompson, Hannah Thompson, Paul McKenna and Joe Rosenberg. The meeting was taped for Madison TV by Tim Hughes.
At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.
The Action list is reviewed and discussed.
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. Highway Department Report
Kelly Robitaille reports that the brakes have been adjusted on the International. The truck will need to go back for the inspection that is now due in September. The roller has been rented from MB Tractor in Tilton and will be delivered on August 17. The upper area of Oak Ridge Road is discussed. Ledge pack from Ambrose, delivered, will be $15 per ton. Tony Eldridge will come in to run the road grader for this work. Total cost of materials is $4,703.26 for 313.5 tons. Funding is discussed. Use of Capital Reserve Funds for this project is discussed. Mike Smith makes a motion to withdraw $4,700 from the Road Construction Capital Reserve Fund. Ron Sandstrom seconds the motion. Discussion on funding additional road work for remainder of 2015 is held. Jay Buckley questions inclusion of any effected driveways. Kelly Robitaille responds that the one driveway in the work zone is included. Motion is called to a vote and the motion passed 3-0. Larry Leonard questions proceeding on the Warrant Article for Middle Shore at Geneva Hill and is informed that Engineer Paul Fluet did not recommend proceeding with the Article as passed. Sand delivery is discussed. Brandon Drew of High Street Sand & Gravel is working on a project in which his trucks are traveling Eidelweiss Drive to obtain materials for disposal. As the trucks are passing DPW II, Mr Drew has been delivering sand. Cost is $9 per ton delivered. This is the best cost available and is a higher quality product. Mike Smith makes a motion to approve up to $6,500 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille will submit the road work sheet from last week. Mike Smith discusses repair of a water valve on Barden Place. The area will need to be filled once the valve repair is completed. A valve that was located on Sarnen Road is discussed. Protection of valves during road work is outlined. Discussion is held on current road work and culvert cleaning. The year to date budget is reviewed and discussed. Mike Smith compliments the road conditions and the beaches. Ron Sandstrom outlines an upcoming notice for removal of improperly stored boats at the beaches. Discussion on enforcement of Ordinances is held.
3. Water System Planning
The transducers for Muddy Beach wells have been approved by Paul Fluet. The chemical injection room SCADA work will be completed by August 21. A service contract has been purchased from Electrical Installations Inc for SCADA work. Budget levels and funding for additional projects this year are discussed. The option of funding the installation of the new pump at Jungfrau from the Water System Extension Fund is discussed. The Extension Fund could be used provided cost does not exceed $25,000. Purchase of the pump is discussed. Ron Sandstrom makes a motion to assign $6,034 for purchase of the pump to the Water System Extension Fund. Mike Smith seconds the motion and the motion passed 3-0. Funding for projects for the water system is discussed. The funds within the Water System Capital Reserve fund are discussed; $55,000 is available. The wells at Muddy Beach are discussed. Mike Smith makes a motion to have Ian Hayes obtain the levels of the wells up to $1,000. Ron Sandstrom seconds the motion. Discussion on Hartley Well pulling Well #1 for inspection is held. Mike Smith withdraws the motion. The cost of pulling this well is discussed. Well #2 cost a total of $6,250, including replacement of the pump.
A five minute break is taken at 10:35 am.
Session resumes at 10:40 am.
Mike Smith makes a motion to obtain a date that Hartley Well could pull Well #1 at Muddy Beach with costs. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to request worst case scenario costs from Hartley Well; including replacing the pump, conduit, casing, etc. Ron Sandstrom seconds the motion and the motion passed 3-0.
Scheduling of a meeting with Ian Hayes and Tom Therrien for review of the schematic for the pump installation at Jungfrau is discussed. Mike Smith makes a motion to target Tuesday at 1 pm for this meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
A required notice and 30 day comment period for acceptance and use of State Funding for the tank inspection and lining project is reviewed. Mike Smith makes a motion to post the notice for acceptance and use of State Funding as required. Ron Sandstrom seconds the motion and the motion passed 3-0.
Granite State Rural Water is expected to install the data loggers next week for the pressure survey.
4. Administration
There is an Asset Management meeting scheduled for tomorrow at 9 am.
Curb stop location verification and marking is ongoing. Isolation valve location recordings are being taken.
The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $6,435.95. Mike Smith seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
Accounts Payable
6. Minutes
The minutes of 7/31 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of the non-public session of 7/20 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
7. Commissioners Reports
Ron Sandstrom discusses the Water System Ordinance. The Ordinance currently establishes billing for curb stop valve turns between November 1 and May 1. A resident requested the Commissioners consider the option of billing for curb stop valve turns at all times of the year which take over one hour. That would alleviate the need for seasonal billing of valve turns and would also level the billing for all valve turns. This will be looked at going forward.
Mike Smith makes a motion to have the Treasurer Dinah Reiss make recommendations for an unassigned fund balance offset to the tax rate for 2015. Ron Sandstrom seconds the motion. Discussion on funding and impact on future years is held. Motion is called to a vote and the motion passed 3-0.
Discussion is held on the Public Hearing to be held for the reconstruction of Oak Ridge Road. The numbers for the road reconstruction are needed for review.
Mike Smith makes a motion to send a letter to Madison for inclusion of the VDOE in all correspondence regarding the lot on Diessbach. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to make the same request to NH DES. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on attending any meeting held in which is related to this property.
8. Signature Items
Work Order 1086 to identify the properties with rope lines in Big Pea Porridge Pond is reviewed. Mike Smith makes a motion to approve work order 1086. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work Order 1087 to repair the valve for the chemical injection fill port is reviewed. Mike Smith makes a motion to approve work order 1087. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work Order 1088 for repair of road shoulders is presented. Mike Smith makes a motion to approve work order 1086. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase Order 116 is presented. Mike Smith makes a motion to approve purchase order 116. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase Order 117 is presented. Mike Smith makes a motion to approve purchase order 117. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence
Town of Madison Code Enforcement Officer Bob Boyd has sent a copy of the cease and desist notice sent on the lot at 23 Diessbach.
Mark Graffam has sent a picture of a tree leaning over Eidelweiss Drive. The tree has been removed.
Mark Graffam has sent pictures of boats left outside the racks at the beaches. Discussion on communication prior to removal of the boats is held. Enforcement of the Ordinance is discussed. The ability of the Board to alter the Ordinance following a Public Hearing is discussed. Mike Smith makes a motion to schedule a Public Hearing on the Beach Ordinance the same day as the Oak Ridge Road meeting. Ron Sandstrom seconds the motion. Discussion on enforcing the Ordinance as it is currently written is held. Mike Smith moves to amend the motion and hold the Public Hearing on the Beach Ordinance in two weeks. Ron Sandstrom seconds the amendment. Discussion continues on enforcement of Ordinances. Recommendation to discuss this further on August 21 is made. Mike Smith withdraws the motion.
The NH Department of Health and Human Services has sent the arboviral bulletin. No incidents of Eastern Equine Encephalitis or West Nile Virus have been discovered in NH this year.
The rental check for the Coleman Tower site has been received.
10. Scheduled Appearances
Paul McKenna discusses the curb stop valve for his property. As the driveway is being paved today, he would like to know if an extension is needed on the valve. Mr. McKenna is informed not to alter the area and to pave around the valve.
As a recently replaced beach cleaner, Amy Thompson is questioned if she would like a public or non-public appearance. Ms. Thompson requests a public appearance. Ms. Thompson is upset that the beach cleaning was transferred to the DPW personnel. Ms. Thompson states that in her opinion there is no reason to rake the beaches daily. The work that was being done was defended with negative statements regarding a resident that submitted a complaint. Ron Sandstrom outlines that one day notice was given for the vacation recently taken by the beach cleaners and that the Commissioners gave the responsibility to the DPW. The DPW cleans the beaches prior to their regular work day; therefore it does not interfere with road work. As the DPW was doing a very good job and improvement in the appearance of the beaches was noticed, the Commissioners voted to have them continue handling the beaches for the remainder of the season. Larry Leonard and Amy Thompson continue to defend the work that was being done. Mike Smith adds that he traveled to each beach one morning and the beaches were not raked or cleaned. Ms. Thompson and Mr. Leonard add that they were upset over being displaced as the beach cleaners. Ron Sandstrom states that Amy Thompson has been asked to be the backup beach cleaner. Amy Thompson replies that she is not interested in helping.
An interview for Hannah Thompson for the position of data collector for the Asset Management projects was requested by Miss Thompson to be moved earlier in the week. The interview did not occur earlier as requested and ultimately was canceled. Hannah states that she believes this would have been a good job for her and that she is upset that the recently adopted Elected Officials Compensation Policy has made her ineligible for this position. Ron Sandstrom outlines the 24 hour notice required for any meeting and states that he was unable to confirm any possible time more than 24 hours in advance. Larry Leonard states that the Elected Officials Compensation Policy was discussed when he was not in attendance at a meeting and therefore he was not able to give input on the policy prior to adoption by the Board. Ron Sandstrom outlines that this policy was originally presented in April; it was not a new concept. Proper adoption at a posted Commissioners meeting by a quorum of the Board follows all regulations for adoption of any policy. Ron Sandstrom adds that avoiding situations that create a potential conflict of interest was the driving force behind adoption of the Elected Officials Compensation Policy.
11. Other Business
The minutes of the Asset Management Committee meeting were sent to the Commissioners.
12. Public Comments
Resident Joe Rosenberg discusses the edge of his property along West Bergamo. Mr. Rosenberg has a photo of a garden area that used to exist next to his driveway. The DPW has done work in the area that has removed the berm in front of his house. Mr. Rosenberg would like an additional review of the area for correction of the drainage.
The next meeting date is discussed. The next Commissioners meeting will be held on August 21, 2015 at 9 am.
At 11:40 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment 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.
Commissioner Larry Leonard leaves the meeting at this time.
Motions and votes of Non-Public Session:
At 12:00 pm Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator