[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/04/CM033015.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 30, 2015

The Board of Commissioners met at 8:00 am on Monday, March 30, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille (highway), Clerk Jay Buckley, Jim Ramsay of Liberty International, and Bob Hackett of HP Fairfield. 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. 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 equipment is good. The sander and plows are recommended for removal from the International for hauling gravel. Gravel is needed for the edges of paved roads. Mike Smith makes a motion to remove the plows and sander from the International for hauling gravel. Ron Sandstrom seconds the motion and the motion passed 2-0. Speeding is reported along Eidelweiss Drive in the area of the Huttwil mailboxes. Mike Smith makes a motion to have Nancy Cole contact the Madison Police for use of the speed wagon. Ron Sandstrom seconds the motion and the motion passed 2-0. Potholes are forming at the intersection of Eidelweiss Drive and Rte 113. Discussion on repairs is held. Inclusion of this area in a plan for summer road work is held. This will be looked at. Discussion is held on the timing for a systematic road review to be completed. Grader paving is discussed. Shoes would need to be fabricated for the new grader to be used for placing asphalt. Sand and salt supplies are good. A bulk purchase of sand will be looked into. The road list will be updated by Kelly Robitaille for next week. Ability to plan for road work needed. Damaged culverts will be listed for repairs. Road work from the approved Warrant Articles is being for planning of the work. The current lists of roads will be compiled into 1 list for updating. Establishment of an email for the highway personnel is discussed. Ron Sandstrom makes a motion to establish an email account for Kelly Robitaille. Mike Smith seconds the motion and the motion passed 2-0. Ability to access the account is discussed. Purchase of a tablet or smart phone for is discussed. Mike Smith makes a motion to approve up to $300 for equipment purchase. Ron Sandstrom seconds the motion. Discussion on various equipment that is available and price ranges for this equipment is held. Mike Smith makes a motion to amend the motion to get pricing for equipment. Ron Sandstrom seconds the amendment and the motion, as amended, passed 2-0. Mike Smith outlines discussion form the safety meeting last week on having the Town of Madison Fire Chief review the buildings for Eidelweiss once the heat detectors for DPW II and smoke detectors at the Lodge are completed.

3. Water System Planning

Tom Therrien of Electrical Installations is expected this week to update the SCADA programming. Ian Hayes will be asked for the status of the Jungfrau pump leveling, pH numbers and spare parts list.

4. Administration

Safety meeting was held last week.
Diesel log reconciliation will be completed for April 13.
Asset Management is in process.
An office procedures manual will be worked on. The list of monthly responsibilities will be distributed to the Board.

The payroll report is presented. Mike Smith makes a motion to approve payroll at $5,509.25. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable
6. Minutes

The minutes of March 9 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 March 16 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 March 23 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 the non-public session of March 23 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports
8. Signature Items

2015 Warrant for Collection of Water rates is presented. Mike Smith makes a motion to approve and sign the document. Ron Sandstrom seconds the motion and the motion passed 2-0.

Vote Certification for pursuit of matching grant through NH DES for asset management is reviewed. Clerk Jay Buckley signs the form.

Vote Certification for approval to accept and expend revolving loan funds through NH DES for the tank inspection and lining is reviewed. Clerk Jay Buckley signs the form.

Application to pursue State revolving loan funds is reviewed. Mike Smith makes a motion to sign the form to pursue the loan. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

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

Clerk Jay Buckley has sent information on a local water line replacement project to show the current costs of replacing water lines is $150/foot. Placement of water lines in a location other than under pavement, such as under a road shoulder, is discussed.

NH Municipal Association has sent the weekly legislative bulletin.

10. Scheduled Appearances

Clerk Jay Buckley apologizes for not being in attendance at the reconvened session of the Annual Meeting. He was at a fire call. A Clerk’s guide book has been developed and is turned in. A list of the URL’s for the websites containing the information will be compiled so that the most up to date forms will be used each year. Discussion is held on placing an Article on the 2016 Warrant to have the Clerk be elected for a two year term.

Bob Hackett of HP Fairfield and Jim Ramsay of Liberty International join the meeting at 9:30 am. The proposed International Terra Star truck and outfitting of said truck are discussed.
Items that can reduce the cost are reviewed and discussed. Items that have been marked for removal from the quote by Kelly Robitaille are outlined and discussed. The revised quote will be sent to the office today. Information on available tires will be sent to the office today. The pinnell plate and hook will be removed from the HP Fairfield quote as this truck will not be used to tow a trailer. Bob Hackett states the savings will be $1,000 for this reduction. Mike Smith makes a motion to purchase the truck with outfitting for a total of $109,590. Ron Sandstrom seconds the motion and the motion passed 2-0. Trade of the Top Kick for offset of purchase price is discussed. Mike Smith makes a motion to have Liberty International take possession of the Top Kick April 17, 2015. Ron Sandstrom seconds the motion and the motion passed 2-0. Fully outfitted truck is expected for delivery to the District early September, 2015.

11. Other Business

Beach signs are discussed. Pricing has been distributed for review and approval. Mike Smith makes a motion to approve the purchase of 6 top signs for the beaches. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve the purchase of 5 bottom signs. Ron Sandstrom seconds the motion and the motion passed 2-0.

A time off request for employee Bob Goddard is reviewed. Mike Smith makes a motion to approve the day off. Ron Sandstrom seconds the motion and the motion passed 2-0.

12. Public Comments

At 9:15 am Mike Smith makes a motion to recess the meeting until the arrival of Jim Ramsay and Bob Hackett. Ron Sandstrom seconds the motion and the motion passed 2-0. Filming is stopped at this time.

At 10:20 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/2015/04/CM032315.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 23, 2015

The Board of Commissioners met at 8:00 am on Monday, March 23, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Jim Ramsey of Liberty International. The meeting was taped for Madison TV.

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 add a non-public session and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that a frayed wire was discovered in the Top Kick which was causing the alternator light to come on. The wire has been fixed. The Top Kick is being used for sanding as necessary. Possible rain this coming Thursday may create a need for sanding of the roads. Punch outs in snow banks are being created. All snow banks have been pushed back as far as possible. Salt and sand supplies are ok at this time; some sand may be needed next week depending on use later this week. A bulk purchase of sand was done a few summers back and may be done again this summer. One call from the answering service was received this weekend; however it was not delivered to highway on call personnel as the caller stated it was not an emergency. Kelly Robitaille is informed that Jim Ramsey of Liberty International is expected at 9:30 am. Kelly Robitaille will be called when Mr. Ramsey arrives.

Discussion is held on the financing for the truck. The loan will be in place prior to receipt of the truck so that the funds are available for payment upon invoicing by the dealership.

3. Water System Planning

The programming of the SCADA controls at Oak station is expected to be completed this week. Granite State Rural Water is expected this week to attempt to trace the lines from this building so as to try to locate the freeze point of the water lines. Work in the chemical injection room is continuing, both pumps have been repaired. Electrical Installation will be handling the SCADA interface to the chemical pumps. Ron Sandstrom questions if a pH meter exists that could be put in a holding tank. This will be looked into. The second gate valve at Jungfrau has been replaced. The station can now be isolated for leveling of the 20 HP pump. Discussion is held on cleaning of the pump houses. Larry Leonard suggests using DPW personnel to clean the stations. Mike Smith speaks against this idea; suggesting the cleaning of the stations be hired out for a minimum of twice per year. Mike Smith makes a motion to gather names for options for cleaning the pump houses. Ron Sandstrom seconds the motion. Discussion is held. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against subbing out this work.

4. Administration

A safety meeting will be held March 25.

Fuel log reconciliation completion is targeted for April 13.

Asset Management Grant application information and paperwork has been obtained and is in process of being completed.

State Revolving Loan Fund information and application paperwork has been requested but not yet received.

Water billing invoices are being worked on. The water rate is $390 and is due 5-1-15.

The cash flow spreadsheet will be worked on.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 29 checks for $54,882.05. Ron Sandstrom seconds the motion. Checks and invoices are discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ron Sandstrom makes a motion to send the petitioned article for Oak Ridge Road to Paul Fluet to check if this work is consistent with the updated plan. Mike Smith seconds the motion. Discussion on performing this work is held. Motion is called to a vote and the motion passed 3-0.

Ron Sandstrom discusses creation of a policy for elected officials and family to not be eligible for hire for a paid position within the VDOE. Mike Smith makes a motion to have Nancy Cole draft a policy for review and discussion by the Board. Ron Sandstrom seconds the motion. Discussion on part time positions verses full time positions is held. Larry Leonard states that approval of payroll should be enough review. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against limiting available persons for project assistance.

Mike Smith makes a motion to approve paying the Moderator and Clerk for their work at the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Beach signs are discussed. The design will be completed this week.

An update of the status of negotiations with the Treasurer for the Town of Madison will be requested from Treasurer Dinah Reiss.
Mike Smith makes a motion to obtain a quote from Bob Wirling on the approved work on Middle Shore at Geneva Place. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Signature Items

Mike Smith makes a motion to sign the Purchase and Sales agreement for the articulating backhoe bucket. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve the MS 232. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve work order 1064 for a repair at 17 Big Loop. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve work order 1065 for repair of the valve and service line at 56 Bern Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

NH Municipal Association has sent the weekly Legislative bulletin. The Local Officials Workshop is being offered in Conway on May 15. Ron Sandstrom will attend the workshop.

NH Municipal Association has sent the monthly NewsLink.

10. Scheduled Appearances

Jim Ramsey of Liberty International has come to the meeting to discuss purchase of an International Terra Star. Lead time, truck options, pricing, and warranty are discussed. Outfitting of the truck by HP Fairfield is discussed. Bob Hackett of HP Fairfield is contacted by phone and will attend next week’s Commissioner’s meeting. Jim Ramsey will review all numbers for the chassis, note options that could be removed to reduce the price and will submit updated information for the Board to review. Warranty options will also be reviewed. Servicing of the truck by an International dealer for warranty work is outlined. Manchester or Maine are the two dealers that could be used to service the truck.

Lead time will be 90 – 120 days for the chassis followed by 6-8 weeks for the outfitting.

Trade of the Top Kick is discussed. Jim Ramsey will offer $10,000 if the truck is traded.

11. Other Business
12. Public Comments

At 9:05 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom 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.

Mike Smith makes a motion to handle employee reviews Friday, March 27 at 10 am. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against an additional meeting.

At 11:10 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call vote 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/2015/04/CM031615.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 16, 2015

The Board of Commissioners met at 8:00 am on Monday, March 16, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present 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 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Difficulty in plowing spring snow due to the roads getting softer is outlined and discussed. The alternator light has come on in the Top Kick. Discussion on the option of obtaining a plow blade for the backhoe is held. Heaviness of machine limits use on the roads when they are wet. Mike Smith makes a motion to obtain an estimate on repairs for the Top Kick. Ron Sandstrom seconds the motion and the motion passed 2-0. Ron Sandstrom informs Kelly Robitaille that no calls to the answering service were received during the storm. Kelly Robitaille reports that the old pumps and debris outside of Oak pump house have been removed. Discussion on repairs to muddy sections of road is held. Plans to use 6” stone covered in gravel for stabilizing an area as was done on Visp Road in 2011 are outlined. Sand and salt supplies are good. Mike Smith makes a motion to schedule the installation of the heat detectors in DPW II. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water System Planning

The platform has been installed at Oak station. The SCADA tie in is being scheduled. One of the gate valves at Jungfrau has been replaced. The second will be replaced this week. 2 low pressure calls and one no water call were received during the work. The water lines to this building are frozen. 125 of line were thawed and the ice was not removed. Granite State Rural Water has been contacted to trace the line for additional work. Water line to 56 Bern Drive is frozen on the VDOE side of the curb valve. The valve will be dug this week to thaw the line. Adding insulation above water lines is discussed.

4. Administration

A safety meeting will be held March 23.

Fuel log reconciliation completion is targeted for April 13.

Asset Management Grant application information and paperwork will be obtained and sent for review.

Discussion will be held on hiring of someone to clean the pump houses this spring.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,600.50. Ron Sandstrom seconds the motion. Report and time cards are discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 5 checks for $1,148.16. Ron Sandstrom seconds the motion. Checks and invoices are discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes
7. Commissioners Reports

Ron Sandstrom makes a motion to send an email to the Town of Madison regarding the missing meeting videos on the Madison TV website. Mike Smith seconds the motion and the motion passed 2-0. Tim Hughes adds that he will also inquire.

Mike Smith makes a motion to approve and schedule the installation of smoke detectors at the Lodge. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to send flowers to the funeral of Dave Dempsey up to $100. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith delivers paperwork he had in a file on the inspection of the Reinach tanks completed in 2011. This will be distributed to the Board for review.

8. Signature Items

Mike Smith makes a motion to approve a time off request from Bob Goddard. Ron Sandstrom seconds the motion and the motion passed 2-0.

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

At 8:30 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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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 9, 2015

The Board of Commissioners met at 8:00 am on Monday, March 9, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present were Kelly Robitaille (highway) and Ian Hayes (water operator). 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 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is informed that the truck article passed Saturday night at the reconvened session of the Annual Meeting. Mike Smith makes a motion to put the results of the meeting on the website. Ron Sandstrom seconds the motion and the motion passed 2-0. The purchase of the new truck will be pursued. Mike Smith makes a motion to park the Top Kick unless needed for an emergency. Ron Sandstrom seconds the motion. Discussion is held on use of the truck for winging back if needed. Motion is called to a vote and the motion passed 2-0. Kelly Robitaille reports that all equipment is in good condition. The trucks are being cleaned. Softness of the roads with the recent warmth is discussed. Mike Smith makes a motion to post the roads. Ron Sandstrom seconds the motion and the motion passed 2-0. Salt and sand supplies are reported to be good. A complaint about the narrowing of Little Shore was received. The resident went to the home of Mike Smith. Discussion ensues on attendance at a Commissioner’s meeting as the proper place for a resident to make a complaint and not go to a commissioner’s house. The area of the road was cleaned up the following morning. Discussion is held on the DPW attempts to not fill driveways with snow while pushing back and winging back. The articulating bucket for the backhoe is currently at DPW II. Mike Ouellette of Chadwick-BaRoss will be informed that the Article passed for purchase of the bucket. The grader and backhoe are ready for servicing. Volvo will be notified. The International engine hours will be checked to see if service is needed. Punch outs will be made in the snowbanks. Culvert outlets and inlets will be opened with punch outs to allow drainage during spring run-off. The bottom of hills, corners, and dead ends will be cleared. Use of chains on the soft roads is discussed. Damage to the asphalt is reported on the hill on Middle Shore at Geneva. Mike Smith makes a motion to remove the chains from the Top Kick. Ron Sandstrom seconds the motion and the motion passed 2-0. The old pumps outside of Oak Station will be picked up. Scheduling of road work will begin over the next month. Kelly Robitaille is informed a safety meeting will be scheduled for March 23 at 12:30 pm.

3. Water System Planning

Ian Hayes is informed that the Article for the tank inspection and lining was approved. Ian Hayes reports that the pump replacement at Oak pump house is complete. SCADA calibration of the meter and interface to the computer are still to be done. The platform can now be installed at the pump house. Contractor Norm Garside will be informed. Muddy Beach SCADA programming is to be updated to include a shut off of all pumps after a set amount of time following a communication failure and all pumps are to remain off until communication restores with the system. The sodium bicarbonate is being adjusted based on pH readings. The pH at Jungfrau has been reading 6.5 to 6.8. The effects of a low pH within a system and the causing of a green/blue discoloration based on piping components such as copper pipes. The State regulations for pH are based upon passage of the lead and copper testing systems are required to complete every three years. Addition of in-line pH meters is discussed for reporting of pH values to the SCADA system. Sites for these meters could include DPW, Jungfrau, Reinach and Muddy Beach. Mike Smith makes a motion to take a pH reading at the Summit tank. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to send the budgets to Ian Hayes monthly. Ron Sandstrom seconds the motion and the motion passed 2-0. Tom Therrien of Electrical Installations is expected this week for SCADA interface work at Oak and in the chemical injection room. The Sodium Hydroxide pump should be operating within a couple of weeks. Information will be written out as upgrades are completed for creation of an Operations & Maintenance manual. Leveling of the Jungfrau pump will be completed in the next two weeks. Potential for water outage in the Jungfrau distribution zone will be posted. All outages reported will be listed out for future review of the water lines to which the houses are attached. No outages are actually anticipated during this work. Ian Hayes will submit the list for recommended stock items with prices for approval. Upcoming work will include shutting down the bleeders, VDOE sites curb valve turn on for summer and repair of curb stop valves hit by plow operations over the winter. The valve at 6 Interlaken will be checked once the snow has melted. Valves that are noted to be in jeopardy of being hit during winter will be discussed for possible lowering for protection. Continues work on isolation valve location is to be planned for this summer. Leak detection for valves will be planned going forward. Focus for this year will be the pumps and tanks. Asset management will be helpful for identification of future replacement needs. Discussion on potential for water main breaks as the thaw occurs is held. Any area that has frozen could thaw and break. Discussion is held on assistance to homeowners with line freezes. Should water lines within a home break, the closing of the curb stop valve is the response for the VDOE. Digging of valves with the VDOE backhoe instead of hiring an excavator will be done when appropriate. The approval for purchase of the articulating bucket and the improvement in the ability to maneuver the bucket for digging is discussed. Contractors with larger equipment will be used when necessary.

4. Administration

The completion of the fuel log reconciliation will be targeted for April 13th.

The paperwork required for acceptance of the Asset Management Grant will be obtained as will the information on the requirements for access to the approved State Revolving Loan Fund.

The beach sign design will be completed.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 15 checks for a total of $15,057.02. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of 2/9 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 2/11 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 2/16 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 2/16 non-public session 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 2/23 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 2/23 non-public session 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 3/2 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith makes a motion to pay the Supervisors of the Checklist $200. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith thanks Nancy Cole for her work Saturday night at the reconvened session of the Annual Meeting. Mike Smith makes a motion to move the Annual Meeting to Saturday night in 2016. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to establish the 2015 Water Usage Fee. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion on the rate ensues. Ron Sandstrom makes a motion to set the rate at $390. Mike Smith seconds the motion and the motion passed 2-0.

8. Signature Items
9. Correspondence
10. Scheduled Appearances

11. Other Business

Letter from Jim Ramsey of Liberty International regarding the sale of a Terra Star to the District is discussed. Mike Smith makes a motion to notify Jim Ramsey of the passing of the Article at the reconvened session and establish a meeting on March 23. Ron Sandstrom seconds the motion and the motion passed 2-0.

12. Public Comments

At 9:45 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
[/expand][gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/04/CM0309158.pdf"]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM030215.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
March 2, 2015

The Board of Commissioners met at 8:00 am on Monday, March 2, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes. [expand title="More Text"]

Re-elected Commissioner Ron Sandstrom takes the oath of office before Commissioner Mike Smith. Congratulations Ron!

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

Mike Smith makes a motion that Ron Sandstrom be appointed Chairman of the Board for 2015. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to appoint Larry Leonard as second should Ron Sandstrom not be available at a meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the Top Kick has been brought to Albany Service Center for the power/fuel issue. The problem was not corrected by changing the fuel or by fuel additives.
Albany Service is diagnosing the issue. Larry Leonard discusses finding an electronics expert for the truck diagnosis. Ron Sandstrom discusses the risk of handling a potential ice storm without the Top Kick in service. Kelly Robitaille responds that ice would be especially problematic without the sander capacity of the Top Kick in service. Should anything occur with the functioning of the F-550 sanding capacity would not exist. Discussion turns to hiring of a truck if needed and for purchase of a larger sander for the F-550. A contingency plan will be developed prior to the predicted storm for back up of sanding operations, if needed. The vote to reconvene the Annual Meeting to reconsider the purchase of a new truck is outlined for Kelly Robitaille. Sanding/salting capacity is highlighted as a major factor for the new truck. Mike Smith makes a motion to have Kelly Robitaille attend the reconvened session of the Annual Meeting. Ron Sandstrom seconds the motion. Discussion is held on potential input by Kelly should he be in attendance. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against attendance as it could be an unnecessary distraction.
Kelly Robitaille reports that sand and salt inventories are OK, additional salt has been authorized. Kelly Robitaille is informed that purchase of the articulating bucket for the backhoe was approved Saturday.

3. Water System Planning

Projects are proceeding. Work has begun in the chemical injection room. The pH testers were received last week. Sodium bicarbonate pump is on line. A recommended list of stock items is expected from water operator Ian Hayes.

4. Administration

A safety meeting will be held at the conclusion of this meeting.

The fuel reconciliation log will be completed by mid-March.

The information from Thorne Surveyors for the asset management mapping is expected this week.

DPW planning and scheduling is being implemented. The DPW will begin to use work orders. Ron Sandstrom makes a motion to move this item from Administration to Highway on the Action List. Mike Smith seconds the motion and the motion passed 3-0.

An outline for an operations manual has been completed. Additional information will be collected and added. Some items of office processes, such as ability to run QuickBooks are required knowledge of personnel, not an item that can be formatted for an operation manual. Factors such as that will be taken into consideration as this manual develops.

The draft of a document created within the VDOE for “things every Commissioner should know” will be distributed for updating and inclusion in a manual.

The Annual Meeting held last Saturday is discussed. Warrant articles, amendments, and vote tallies are outlined and discussed.

Discussion is held on the estimated tax rate and the impact of the increase for 2015. A strategy for tax relief from the Unassigned Fund Balance while completing the MS-35 due to the NH Department of Revenue Administration by September 1 each year is outlined and discussed. The Commissioners can offset the total amount of tax revenue to be raised on this form which reduces the per thousand valuation amount.

The reconsideration of Article 2 on Saturday, March 7 at 7 pm as voted at the Annual Meeting is discussed. Financial information and impact will be added to the slide presentation, which shall be revised for the second session. The total tax difference between the two truck options discussed is $36,000 over a 5 year period, or $0.08 per year on the tax rate.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,676.50. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Nancy Cole is thanked for working on Sunday to prepare for this morning’s meeting. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Larry Leonard makes a motion to ask Dave Bernier, North Conway Water Precinct Superintendent to consult for the VDOE Asset Management team. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to include a location for the signs provided by NH Department of Environmental Services for protection of the Loon population to the replacement kiosks being proposed for the beaches. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to update the VDOE Equipment Planner. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to update the cash flow spreadsheet. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to request the status of the update to the Treasurer’s agreement with the Town of Madison Treasurer. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have Nancy Cole produce the information for establishing the water rate for 2015. Ron Sandstrom seconds the motion. Discussion is held on the Ordinance change of 2014 changing the due date of water bills to May 1 each year. Motion is called to a vote and the motion passed 3-0.

The Snow Plow policy is discussed. Statements were made at the Annual Meeting that the crew is not following the VDOE Policy. Review of the Policy for needed updates, including the role of the new road grader during winter storms is needed. Discussion on potential damage to asphalt roads by using chains on the equipment will be included in the review.

Ron Sandstrom reports that though he would like to have been in attendance at the Annual Meeting, Kennett High School claimed the State Championship in robotics last weekend as well as qualified two teams for the upcoming World Championship competition.

8. Signature Items
9. Correspondence

NH Municipal Association has sent the weekly Legislative Bulletin. Proposed changes to RSA 91-A are being deliberated in Concord.

NH Municipal Lawyers Association is holding a seminar on recent Legislative updates and proposed changes to RSA 91-A in April of 2015.

10. Scheduled Appearances
11. Other Business

Mike Smith makes a motion to have public meetings end by 10 am. Larry Leonard seconds the motion. Discussion is held on expediting meetings, revamping the agenda and action list to move pertinent discussions to the beginning and obtaining additional information on requested scheduled appearance for preparation of the Board. Other means of streamlining meetings including reductions in time spent on payroll and check manifests are discussed. Highlighting total dollar amounts and focused discussion on specific items only can be done. Mike Smith moves to amend the motion to have the public meeting end no later than 10 am for moving to a non-public session. Larry Leonard seconds the motion to amend. Motion is called to a vote and the motion passed 2-1 with Ron Sandstrom stating he is not in favor of a specified end time for meetings.

12. Public Comments

At 9:45 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM022315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 23, 2015

The Board of Commissioners met at 8:00 am on Monday, February 23, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present were Kelly Robitaille (highway) and Moderator Bob Ingram. The meeting was taped for Madison TV by Tim Hughes.

At 8:05 am the meeting was called to order by Chairman Ron Sandstrom. [expand title="More Text"]

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the Top Kick is having a fuel issue. He will work on this. The gas tank will be drained and cleaned. A Volvo representative came to the VDOE to discuss concerns on the road grader. The meeting went well. Chadwick BaRoss has been responsive to any faults that have occurred. The crew has been pushing back snow banks and clearing intersections. Snow banks are being knocked down at intersections to help visibility for drivers. Ron Sandstrom informs Kelly Robitaille that there has been one call to the answering service in six storms. The call was from a driver unable to pull a double snow mobile trailer up Geneva Place with his pickup truck. Discussion turns to sanding roads. A trailer is reported to be parked at Geneva Beach and has been there a long time. A load of salt was delivered on Friday. Mike Smith makes a motion to approve a purchase order up to $3,200 for 2 loads of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. The articulating bucket is discussed. Kelly Robitaille reports that the articulating bucket will be used for cleaning culvert inlets and ditches. The bucket has been delivered and will be tested on the backhoe to make sure it attaches properly. Kelly Robitaille will report.

3. Water System Planning

Pump house entrances are being cleared by the DPW. The plowing has been good. The new booster pumps and control panel have been installed at Oak Station. The final electrical work is expected to be completed today. The new pumps should be on line this week. The work orders for the chemical injection room repairs were authorized last week. The work is being scheduled. The seal replacement kit for the ProMinent pump is on order. The documentation required to close out the work order is outlined and discussed. Discussion on completing the work at Jungfrau to level the new 20 HP pump is held. All hours and supplies will be tracked. The quote for replacing the doors at Muddy Beach and Reinach will be obtained.

4. Administration

Mike Smith informs Kelly Robitaille that a safety meeting will be held at the end of this meeting.
The Warrant is discussed.

Article 2. The proposed purchase of a new truck is discussed. A slide for a cost comparison to the F-550 will be added to the presentation. The cost comparison of a comparably outfitted F-550 at $108,000 and Terra Star at $116,000 will be added to the presentation.
Mike Smith makes a motion to put the letter from Bob Hackett of HP Fairfield on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to put the revised truck presentation on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Article 3. The tank inspection and lining article is discussed. No presentation will be developed; the Commissioners will be prepared to answer questions.
Article 4. The road plan is reviewed and discussed. Larry Leonard makes a motion to include the road plan in the handout and put on the website. Mike Smith seconds the motion and the motion passed 3-0.
Article 5. Water budget as discussed at budget hearing.
Article 6. The Asset Management presentation is reviewed. The focus on asset management id outlined and discussed. Discussion on the article from the 2014 Warrant for asset management is held. Mike Smith makes a motion to include the letter from Luis Adorno of NH Department of Environmental Services in the handout and place on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Article 7. Usage of the water extension fund.
Article 8. Nancy will have back up documentation on expenditures in 2014 and plans for 2015.
Article 9 & 10 are Capital Reserve Fund housekeeping articles.
Article 11. An amendment is prepared to amend the amount to $2,900.
Article 12. The plan for Middle Shore at Geneva Place is ready.
Article 13. Petitioned article regarding the Huttwil parking lot.
Article 14. Petitioned article for establishment of an Expendable Trust Fund for medical insurance. Discussion points include that the Article is not manageable as written, removes funds from the budget. Allow Commissioners to provide prudent financial management.
Article 15. Petitioned article for a road plan. Discussion points include that the article has not been reviewed by the Commissioners; removing budget funds is detrimental to summer road work needs; review of all roads planned.

The year to date budget is discussed. Salt, sand and fuel line items are reviewed. An amendment will be made on the floor of the Annual Meeting to add $3,000 to the fuel line for grader use.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 29 checks for a total of $24,882.87. 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 1/26 are presented. 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 1/26 Safety Meeting are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of 1/26 Non-Public Session are presented. 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 2/5 are presented. 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

Mike Smith questions if passage of SB-2 in the Town of Madison would affect the VDOE and is informed that it would not. Mike Smith adds that the questions from the budget hearing have been addressed. Statements for use during the annual meeting will be completed.

Ron Sandstrom makes a motion to put the 2014 Audit on the VDOE website. Mike Smith seconds the motion and the motion passed 3-0.

8. Signature Items

A purchase order for repair of the office heater is presented. Mike Smith makes a motion to approve the purchase order for replacement of the heater motor. Ron Sandstrom seconds the motion and the motion passed 3-0.

A purchase order for a new tire for the F-550 is presented. Mike Smith makes a motion to approve the purchase order for the new tire. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results for the water system. All results were negative.

New Hampshire Municipal Association has sent the weekly legislative bulletin.

10. Scheduled Appearances

Moderator Bob Ingram states that he attended Moderator class last weekend. The establishment of rules for the Annual Meeting is outlined. An electronic copy of the Warrant will be sent to Bob for use in establishing slides. Ron Sandstrom outlines the printed materials that will be distributed. The intended presentations by the Commissioners are reviewed. The right of reconsideration for articles is outlined. Bob Ingram recommends slides, or planned statement for the tank inspection and lining article. Discussion is held on the handling of petitioned articles and amendments. It is anticipated that a move will be made to discuss the Expendable Trust Fund article prior to the operating budget and, if successful, to reduce the budget by the medical insurance line item amount. The petitioned road plan article may also be motioned to be moved ahead of the operating budget and, if successful, to reduce the road maintenance line item of the budget. Calling of a point of order is outlined; this allows a person to ask a procedural question during deliberation on any article. The Moderator is responsible for moving the time of the meeting should a major weather event occur that would require the meeting to be postponed.

11. Other Business
12. Public Comments

At 11:55 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment and (d) legal. Larry Leonard seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mike Smith makes a motion to seal the minutes of the Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 12:25 am Mike Smith makes a motion to exit Non-Public Session and adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM021615.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 16, 2015

The Board of Commissioners met at 8:00 am on Monday, February 16, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Resident Gloria Aspinall is also present. The meeting was taped for Madison TV by Tim Hughes. [expand title="More Text"]

At 8:05 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Ron Sandstrom states that this is the fifth consecutive storm with zero calls to the answering service. The roads were kept cleared throughout the storm. Mike Smith makes a motion to have the DPW crew come in this afternoon to clear the roads of tree debris. Ron Sandstrom seconds the motion. Discussion is held on calls to the answering service should a road be blocked and allowing the DPW crew to enjoy the holiday. Mike Smith withdraws the motion. The articulating backhoe bucket is discussed. There is one used bucket available through Chadwick-BaRoss for $2,900. Mike Ouellette has stated that he will bring the bucket to the District this week. Sand and salt levels as well as the fuel usage this year and the effects these items have on the proposed budget are discussed. Budgets will be run and sent to the Board for review and discussion.

3. Water System Planning

The Oak station booster pump replacement should be completed this week. The new booster pumps are installed and piped. The SCADA programming is being scheduled.
Mike Smith makes a motion to approve a work order for Simply Water to complete maintenance and repairs in the chemical injection room at a cost of $600 to $1,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the work order for Electrical Installation to complete the needed SCADA programming in the chemical injection room. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

Beach signs and language are discussed. The wording for restricting smoking on the beaches has been added. Mike Smith makes a motion to also include the wording on not disposing of cigarette butts in the water or on the beaches. Larry Leonard seconds the motion and the motion passed 3-0.
The proposed truck on the Warrant is discussed. Information on a Class Action Suit against Navistar, the manufacturer of International, has come to attention and is being looked into. All information discovered will be sent to the Board.

Plowing at pump stations will be checked on. Debris outside of Oak station will be picked up by the DPW. A follow up will be made on the plowing of Diessbach Extension.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,440.13. 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 MD&A is discussed and reviewed. The document will be updated and sent to the Board for final approval.

5. Accounts Payable
6. Minutes

The minutes of the Public Hearing on the Driveway of 1/23 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of the Public Hearing of 1/23 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The minutes of the Commissioners meeting of 1/23 are presented. 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

The EPOA canceled their event and will send a reschedule date for the winter beach day.

Mike Smith makes a motion to have the Top Kick and backhoe repair costs for 2014 and 2015 to date available for the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Information sent by individuals to Auditor Tamar Roberts is outlined. Mike Smith makes a motion to follow up with Tamar Roberts on receipt of information or requests for information from individuals. Ron Sandstrom seconds the motion and the motion passed 3-0.

The 2015 Road Plan is discussed by Ron Sandstrom. The spreadsheet has been updated and a systematic maintenance plan is outlined. The Maintenance and Repair line on the budget is discussed. Reduction in this line item in the recent past with placement of funds in a separate Road Plan warrant article is discussed. The Oak Ridge Rd engineering and updated design is discussed. Plans for Oak Ridge Rd in 2015 are discussed. Gloria Aspinall questions if there are any crack sealing plans at this time. Ron Sandstrom states that crack sealing is not specified at this time. Updated wording could be added to the pavement maintenance.

8. Signature Items

Mike Smith makes a motion to sign the MS-60 A; report of audit status; for the Department of Revenue Administration. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign the Fleet Registration for the Town of Madison. Ron Sandstrom seconds the motion. Registration of vehicles is reviewed. Motion is called to a vote and the motion passed 3-0.

9. Correspondence

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

HealthTrust has sent information on a security breach at Anthem (Blue Cross).

The NH Municipal Association has sent the weekly legislative bulletin and the monthly News Link.
10. Scheduled Appearances
11. Other Business
12. Public Comments

Gloria Aspinall iterates Ron Sandstrom’s statement from the budget hearings that he would not be seeking re-election, and questions why his name is on the ballot. Ron Sandstrom outlines the information that because the Clerk had received his signed candidate form, his name could not be removed from the ballot. Ron Sandstrom adds that he will serve if he is re-elected.

Gloria Aspinall questions if the DPW crew is rinsing the trucks after using salt and sand, and asks what kind of truck is proposed on the Warrant. Ron Sandstrom responds that the proposed truck is an International Terra Star.

At 10:50 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment and (d) legal. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mike Smith makes a motion to seal the minutes of the Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11:20 am Mike Smith makes a motion to exit Non-Public Session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
[/expand]

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM021115.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 11, 2015

The Board of Commissioners met at 9:00 am on Wednesday, February 11, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Auditor Tamar Roberts, Treasurer Dinah Reiss, residents Ralph Lutjen and Mark Graffam.

At 9:00 am the meeting was called to order by Chairman Ron Sandstrom.
[expand title="More Text"]
1. Agenda

Mike Smith makes a motion to add Commissioners Reports and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

2. Commissioners Reports

Mike Smith discusses the need of a culvert repair at #7 Middle Shore Drive. The culvert was placed over the curb stop valve and was cut back to facilitate repair of the curb stop.

3. Signature Items

Mike Smith makes a motion to sign the Warrant for the 2015 Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign the Department of Revenue form MS-636. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to sign the letter to Ed Foley outlining actions the VDOE will take to test the pressure at the house on Grachen Extension. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration

The Top Kick leaf springs were repaired yesterday.

Ron Sandstrom discusses the cost of owning a vehicle, including loan cost and depreciation of the vehicle over the term of ownership.

An International Terra Star has been brought to the District to be viewed and driven by the crew to check handling and braking on the hills.

Discussion is held on the Unassigned Fund Balance and relation to cash flow throughout the year. The manner of appropriating funds from the Unassigned Fund Balance is outlined. The ability to reconcile the Unassigned Fund Balance to cash is desired.

Discussion with Auditor Tamar Roberts begins at 9:20 am.

Tamar Roberts discusses the Unassigned Fund Balance of the District and recommends the Board review the Unassigned Fund Balance Policy. Tamar Roberts outlines that in order to spend the unassigned fund balance, a tax anticipation note (TAN) would be needed to supplement available cash. Use of the Unassigned Fund Balance to reduce the tax rate through use of the Department of Revenue Administration MS-35 is outlined by Tamar Roberts. The balance sheet for 2014 is reviewed and discussed. Expendable cash flow, the cyclical nature of cash flow and tax income are discussed. The use of a TAN to supplement cash flow, the paying off any TAN loan upon receipt of the tax income and the continued cycle of this flow are discussed. The ability to purchase from the unassigned fund balance, the relation between a lower balance and restricted cash flow between receiving of tax income checks are discussed. The unassigned fund balance reconciling to cash is still unclear. Increases to the unassigned fund balance over the years, receivables on the District’s books, including the second tax payment each year on December 31 and how this reconciles to available cash is discussed. The schedules of the 2014 Audit are reviewed. The timing of income and the effect on the available cash are discussed. The intentional use of the unassigned fund balance for benefit of the tax payers over the past few years to the level at which cash flow would be effected is outlined and discussed. The need to fully understand additional expenditures from the unassigned fund balance total effect on the District’s cash flow is discussed. The Commissioners Management Discussion and Analysis (MD&A) is reviewed and discussed. Information on use of TAN loans and overall cash flow should be included within this document.
Mark Graffam asks if the Commissioners have changed the Unassigned Fund Balance Policy. Ron Sandstrom replies that they have not proposed any changes to that Policy at this time.
Ralph Lutjen states to the Commissioners that it is acceptable practice to use a TAN loan to supplement cash flow until receipt of the next tax check. It is apparent that the reduction in the unassigned fund balance and the effect on cash flow may create need for a TAN. Policy should not be set so as to avoid the need to use the tool that is a TAN loan.
The Treasurer’s agreement that is currently in place is discussed. Treasurer Dinah Reiss could approach the Town of Madison Treasurer for discussion on altering the current agreement in place. Larry Leonard makes a motion to request Treasurer Dinah Reiss pursue an updated agreement with the Town of Madison Treasurer. Ron Sandstrom seconds the motion. Discussion on obtaining input on proceeding from Attorney Dan Crean is held. Motion is called to a vote and the motion passed 3-0.

Discussion is held on finalizing the MD&A. In order to include the document within the published audit booklet, it would need to be completed next week for submission to the Auditor.

The cash flow spreadsheet and time needed to update this document is discussed. Ron Sandstrom makes a motion to complete the cash flow spreadsheet. Mike Smith seconds the motion. Discussion is held on benefit of working on this spreadsheet at this time. Ron Sandstrom withdraws the motion.

The International Terra Star is discussed with Liberty International Representative Jim Ramsey. The recommendation would be to own the truck for 7 years and then trade it in. If trading in of vehicles is done while the vehicle still has a higher value, the cost of ownership can be quantified. Expected repairs and maintenance costs can also be quantified for this time period. Jim Ramsey offers to bring the vehicle to the Annual Meeting, if the Board thinks it would be beneficial. Mike Smith makes a motion to have the Terra Star at the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Other Business
6. Public Comments

At 11:10 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
[/expand]

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

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

At 8:02 am the meeting was called to order by Chairman Ron Sandstrom.
[expand title="More Text"]
1. Agenda

Mike Smith makes a motion to approve the agenda as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

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

3. Water System Planning

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

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

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

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

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

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

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

4. Administration

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

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

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

The 2015 Warrant is reviewed.

Article 1: election of officials

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

5. Accounts Payable

22 checks for a total of $14,618.30 are presented. Mike Smith makes a motion to approve 22 checks for $14,618.30. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

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

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

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

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

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

11. Other Business
12. Public Comments

At 11:10 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mike Smith makes a motion to seal the minutes of the Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11: 40 am Mike Smith makes a motion to exit Non-Public Session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM020515.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 5, 2015

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

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

1. Agenda

Ron Sandstrom makes a motion to review the Warrant first and approve the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

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

3. Water System Planning
4. Administration

The 2015 Warrant is reviewed.

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

The VDOE 2014 Annual Report is reviewed. Mike Smith makes a motion to approve and submit the Annual Report. Ron Sandstrom seconds the motion and the motion passed 3-0.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,410.50. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable

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

6. Minutes

7. Commissioners Reports

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

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

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

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

8. Signature Items

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

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

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

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

9. Correspondence
10. Scheduled Appearances

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

11. Other Business

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

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

12. Public Comments

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

Respectfully submitted,

Nancy E. Cole
Administrator
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