Commissioners Meeting

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM012615.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 26, 2015

The Board of Commissioners met at 8:00 am on Monday, January 26, 2015. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes.

At 8:10 am the meeting was called to order by Chairman Ron Sandstrom. [expand title="More Text"]

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all trucks are operational. Chains are needed for the Top Kick. Mike Smith makes a motion to approve up to $350 for chains. Ron Sandstrom seconds the motion and the motion passed 2-0. Salt is discussed. The purchase order for $1,000 approved last week has not been acted on. Mike Smith makes a motion to approve up to $1,000 for salt from Coleman’s if needed. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike smith makes a motion to increase the purchase order of 1-19 to $1,600. Ron Sandstrom seconds the motion and the motion passed 2-0. A plan for shifts for the predicted storm is being completed. All shifts will be 12 hours. The grader will be used as needed. Ron Sandstrom discusses the truck article for the 2015 Warrant. Additional information on warranty options has been requested. The articulating bucket article is discussed. Kelly Robitaille recalls the cost at $2,900. The quote will be checked. Discussion on purchase of a plow blade for the backhoe is held. Cost would be $7,000. Discussion on use of the grader during plowing and the need for the backhoe to be available to load trucks is held. The Top Kick is discussed. The vehicle trade or sale of the vehicle upon purchase of a 2015 truck is discussed. Being safe during plow operations is discussed.

3. Water System Planning

The project at Oak pump house is continuing.
The heater at Jungfrau station has been checked and needs to be replaced. Estimate obtained is for $639. Mike Smith makes a motion to approve up to $639 for replacing the heater at Jungfrau. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Administration

A safety meeting will be scheduled.

The status of the maintenance for the door at DPW II will be checked on with Overhead Door Options of Meredith.

Norm Garside will be asked to quote replacing of the doors at Muddy Beach and Reinach water stations.

Proposed wording for the beach signs will be sent for next week.

Trees will be checked at Jungfrau for removal markings.

The Annual Report that will be published in the Town of Madison Annual Report will be reviewed next week.

The Budget hearings held Friday night are discussed. The warrant is reviewed. The standard warrant article wording used for the State Revolving Loan article is discussed. A request for details of project to be done be included within the article wording is discussed.

Article 1 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 2 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 3 Mike Smith makes a motion to remove this article. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 4 Mike Smith makes a motion to include the article. Ron Sandstrom seconds the motion. Mike Smith moves to amend the wording to add tank inspection and lining and include the article as amended. Ron Sandstrom seconds the motion. Motion is called to a vote and the motion to include the article as amended passed 2-0.
Article 5 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 6 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 7 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on preparation for the annual meeting for this article and funding for water system asset management.
Article 8 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 9 Ron Sandstrom makes a motion to hold this article for discussion next week. Mike Smith seconds the motion and the motion passed 2-0.
Article 10 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on the need to address cost details for this article by Nancy Cole. Nancy Cole responds that $1,100 was spent with Zee Medical; $600 was spent with Quality Fire for extinguisher maintenance in 2014. DPW II needs heat detectors installed. The Lodge needs smoke/carbon monoxide detectors installed. First aid kits will be updated as needed and the fire extinguishers will be inspected as required annually. Discussion on safety needs continues.
Article 11 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0. Specifications for this work are discussed. It is not clear if the road bed is to be rebuilt to VDOE standards. Discussion with contractor will be held on compliance with the standards.
Article 12 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 13 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0.
Article 14 Mike Smith makes a motion to include the article as written. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion Friday night on the legality of this article is outlined. A legal review is recommended and will be completed by Attorney Dan Crean when the Warrant is sent to him for review. Discussion on the difficulty in quantifying either the level of savings or the total amount that would need to be allocated is held.

Mike Smith makes a motion to move Article 9, 11 and 14 to the end of the warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.

Petitioned articles received are reviewed and discussed; a road plan in the amount of $20,000, an article on Ordinance Enforcement for the Huttwil parking lot and an article for an Expendable Trust Fund for medical insurance in the amount of $51,360.
These articles will be added to the Warrant.

Mike Smith makes a motion to send the Warrant, as updated, to Attorney Dan Crean for review. Ron Sandstrom seconds the motion and the motion passed 2-0.

5. Accounts Payable

The check manifest and invoices are presented. Mike Smith makes a motion to approve 15 checks for a total of $9,566.84. 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 01-19 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 have all questions on details from the Public Hearing on the Budget be handled by the office. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve the updates proposed to the Driveway Ordinance. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to post the road priority list under the DPW section of the website. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to close the office for tomorrow’s storm. Ron Sandstrom seconds the motion and the motion passed 2-0.

Ron Sandstrom outline that he will not be in attendance at the VDOE Annual Meeting as he will be attended to a family matter. Ron Sandstrom states that he is not seeking re-election and states support for Ralph Lutjen for Commissioner. Ron Sandstrom invites Mr. Lutjen to a Commissioners meeting and welcomes input on the 2015 Warrant.

8. Signature Items

A letter requesting information for the Auditor to Attorney Dan Crean is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 2-0.

Health Trust statement of privacy practices for protection of health information is reviewed. Ron Sandstrom makes a motion to sign the statement of privacy protection. Mike Smith seconds the motion and the motion passed 2-0.

9. Correspondence

NH Municipal Association has sent the weekly Legislative Bulletin.

NH Municipal Association has sent the monthly NewsLink.

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

At 10:05 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal matters. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Mike Smith makes a motion to send the letter from Dan Crean to Integrated Water Systems. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion Nancy Cole leave the office for the next portion of this meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 10: 35 am Ron Sandstrom makes a motion to exit Non-Public Session and adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea 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/2015/03/PH012315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Public Hearing on 2015 Budget
January 23, 2015

The Board of Commissioners held the Public Hearing on the 2015 proposed Budget and Warrant on Friday, January 23, 2015 at 7 pm in the Town Hall meeting room. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. 10 persons were present. [Expand Title="More Text"]

At 7:00 pm the Public Hearing on the Budget was opened.

Ron Sandstrom outlines the order of discussion for items tonight.

At 7:02 pm the Public Hearing for a bond over $100,000 for purchase of a truck is opened by Ron Sandstrom.

Bond over $100,000 for purchase of a new truck is to replace the 2005 Top Kick. Proposed truck is International TerraStar, cost is $114,000. Process of review outlined. Discussion ensues on choosing this truck over a second F-550. Durability of the TerraStar as a heavier framed truck is outlined. Larger sander capacity discussed. Discussion on cost is held.

Discussion on the choice of the Commissioners to not purchase a truck in 2014 is held. TAN notes are discussed. Cash flow is discussed. Use of the Unassigned Fund Balance is discussed. Use of the road grader as a primary snow fighting tool is discussed. Safety and the ability of the crew to keep the roads open are discussed. Mark Graffam states that he will present an amendment to this Article at the Annual Meeting reducing the funds and proposing purchase of an F-550. Recommendation is to place larger truck on Warrant and allow the voters to debate at the Annual Meeting.

Truck Article hearing closed at 7:33 pm.

At 7:34 pm the Public Hearing for a bond over $100,000 for water system improvements is opened by Ron Sandstrom.

Bond over $100,000 for the purpose of water system improvements is to inspect and line the water tanks. State Revolving Loan Fund is discussed as source of financing for this Article. Water system improvements are needed and the concern for the age of the tanks has been discussed for over 10 years. Inspection of tanks followed by tank lining, if appropriate, is intent for these funds.

Discussion on replacing the tanks one at a time instead of lining is held. Recommendation for estimated cost for replacement of tanks be available at the Annual Meeting is made.
Recommendation on listing the specifics of tank lining as project within Warrant Article is made. Recommendation on attention to funding options is held. Split between taxes and water bills and history of loans being turned down by the voters based on funding is outlined and discussed. The need to inspect the tanks is discussed. Proceeding without an inspection to create the compelling reason for the voters to approve this project is discussed. Recommendation to include this article with the wording updated to include inspection of tanks and to include the order in which the project would proceed is made.

SRF Bond article for long term debt for the water system is closed at 8:05.

At 8:06 pm the Public Hearing for the 2015 Budget is opened by Ron Sandstrom.

Budgets discussed.

Ron Sandstrom outlines budget changes from 2014 to 2015.
Budget line items reviewed and discussed.

Highway repairs and maintenance discussed extensively. Funds expended in 2014 on the Top Kick are discussed. Difference in annual cost of maintenance for a truck under warranty from a truck for which the warranty has expired is discussed.
Creation of a plan for culvert cleaning and replacement recommended.

Line item for gravel discussed extensively. The roads planned to receive the gravel is questioned. The outline that all roads will be done over a course of 4 years is discussed. Specific roads will be determined in the spring. Use of the road grader and the continued use of a part time expert grader operator for placing the gravel are discussed.

Parks and Recreation is discussed. The difference between Parks and Recreation and Buildings and Grounds is outlined. The ability to purchase swim rafts is discussed. Wooden rafts will be inspected in the spring and the option to replace any damaged rafts with yellow plastic rafts as was done at Boulder Beach is primary reason line item is not being reduced.

All other proposed budget expenditures for 2015 within the budget detail are reviewed.

The proposed 2015 Water Budget is outlined and discussed. Line items are reviewed and discussed. The cost of monthly water monitoring for the licensed water operator is discussed.

All other Articles within Warrant are outlined and discussed.

Article for purchase of a small size truck is discussed. Trucks have already been discussed. This article is recommended for removal by the attendees with the additional recommendation the Board focus on the details for the larger truck previously discussed at this meeting.

Article for accepting grant funds for Asset Management is discussed. Discussion on movement on last year’s Article. Doubling of the cost from last year’s approved amount and the limits of this article on water only is discussed. Discussion on the funding this article from the 2014 Article, which was funded from the Unassigned Fund Balance, is held. Recommendation is made that a plan be presented for how these funds, if approved, would be expended.

Approval to expend from the Water Extension fund article is discussed.

Purchase of an articulating bucket for the Backhoe is discussed.

Request for approval of a budget for Safety is outlined and discussed. Cost of article, location of first aid kits, cost of fire extinguishers, and general need to include details in the planned spending for this article is stressed by attendees.

An article for placement of Asphalt on Middle Shore at Geneva Place and Little Shore at the intersection of Eidelweiss Drive is reviewed. Discussion on the details of this project is held. The need to have the details on preparation of the road for rebuilding, including any drainage needs, prior to placing asphalt is discussed. Removal of Little Shore apron from this article recommended as that area needs drainage corrections which may alleviate the need for the apron.

Capital reserve fund articles are reviewed and discussed. These two articles will correct old records held by the Town of Madison, Trustees of the Trust Funds and the NH Department of Revenue as well as close the Highway Equipment Expendable Trust by transfer of all assets to the Highway Equipment Capital Reserve Fund.

Ability to enter an agreement for electricity supply up to 36 months is outlined and discussed. Based on lack of specifics for a contract, the ability to pass this article is questioned. Department of Revenue and legal review has not yet been completed on this Warrant; should the article not be adoptable, it will be removed.

Three petitioned warrant articles have been received; creation of a road plan in the amount of $20,000; creation of an expendable trust fund for medical insurance in the amount of $52,360 and a recommendation to enforce the parking regulations in place for the Huttwil parking lot

Ron Sandstrom announces that he is withdrawing his Declaration for Candidacy and will not be running for re-election. Ron Sandstrom adds that Ralph Lutjen is running for Commissioner and as Ralph would be a good choice for Commissioner, Ron is going to step aside.

At 10:20 pm Ron Sandstrom closes the Public Hearing on the Budget and Warrant.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/Ph-Driveway-1-23-15.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Public Hearing on the Driveway Ordinance
January 23, 2015

The Board of Commissioners held a Public Hearing on proposed changes to the Driveway Ordinance at 6 pm on Friday, January 23, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. 5 persons present. The meeting was taped for Madison TV by Tim Hughes.

Ron Sandstrom declares the Public Hearing on the Driveway Ordinance open at 6:02 pm.

Proposed changes to Driveway Ordinance outlined and discussed.
Focus is maintenance section of Ordinance.
Clarification of intent of VDOE to continue to clean culverts and for property owner’s to continue to be responsible for repair or maintenance.

Proposed changes are discussed. Discussion outlines that the responsibility for repairing and/or replacing culverts; as well as initial installation thereof; has always been the homeowners. This is not a change and is in full compliance with NH laws. The District will clean culverts to facilitate road drainage and reduce road damage, which benefits all taxpayers.

Ability to maintain road drainage is discussed. Alteration of road drainage or creation of road drainage by the District that creates the need for a driveway culvert not previously required has resulted in the District placing driveway culverts. In these instances, the homeowners are made aware of the need for the driveway culvert and are informed that once installed, the culvert is theirs.

At 6:30 Mike Smith makes a motion to close the Public Hearing on the Driveway Ordinance. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM012315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 23, 2015

The Board of Commissioners met at 6:30 pm on Friday, January 23, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. The meeting was taped for Madison TV by Tim Hughes.

At 6:30 pm the meeting was called to order by Chairman Ron Sandstrom.

Signature Items

Mike Smith makes a motion to sign the commitment letter for Robert’s and Greene, PLLC to perform the annual audit. Larry Leonard seconds the motion and the motion passed 3-0.

At 6:35 pm Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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

The Board of Commissioners met at 8:00 am on Monday, January 19, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived at 8:05). Also in attendance was Clerk Jay Buckley. Kelly Robitaille joins the meeting in progress. The meeting was taped for Madison TV by Tim Hughes.
[expand title="More Text"]
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

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

2. Highway Department Report

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

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

3. Water System Planning

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

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

4. Administration

The payroll report is presented. Mike Smith makes a motion to approve payroll at $6,224.38. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

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

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

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

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

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

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

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

The articulating backhoe bucket is discussed.

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

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

5. Accounts Payable

The check manifest and invoices are presented. Mike Smith makes a motion to approve 2 checks for a total of $5,279.99. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

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

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

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

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

7. Commissioners Reports

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

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

8. Signature Items
9. Correspondence

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

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

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

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

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

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

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

At 10:50 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

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

The Board of Commissioners met at 8:00 am on Monday, January 12, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived at 8:05). Also in attendance were Kelly Robitaille (highway), resident Ed Foley and Ian Hayes (water operator). The meeting was taped for Madison TV by Tim Hughes.
[expand title="More Text"]
At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the trucks are good.
A purchase order for one load of salt is requested. Mike Smith makes a motion to approve one load of salt up to $2,000. Ron Sandstrom seconds the motion and the motion passed 2-0.
Kelly Robitaille reports that Kevin Thomas is now available for plowing on a part time basis.
A representative from GMI will be in this week for production of the asphalt quote.
The vacuum cleaning system for the ditches has been priced at $7,500 for a commercial grade machine. Mike Smith makes a motion to put $7,500 for purchase of a commercial grade vacuum system for ditch cleaning on the 2015 Warrant. Ron Sandstrom seconds the motion. Discussion on availability of renting equipment is held. Motion is called to a vote and the motion passed 3-0.
Discussion is held on whether a CDL is required to drive the proposed Terra Star truck the GVW will be looked into.

3. Water System Planning

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

4. Administration

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

5. Accounts Payable

The check manifest and invoices are presented. Mike Smith makes a motion to approve 11 checks for a total of $11,080.36. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports
Larry Leonard discusses the automatic exchange to the answering service when the office line is in use. Ron Sandstrom states that to alter this, an additional phone line would be needed for the office at a cost of $24 per month.

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

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

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

8. Signature Items

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

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

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

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

9. Correspondence

The correspondence from 19 Oak Ridge has been discussed.

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

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

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

10. Scheduled Appearances

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

11. Other Business
12. Public Comments

At 10:30 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

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

The Board of Commissioners met at 8:00 am on Monday, January 5, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (highway) and Clerk Jay Buckley. The meeting was taped for Madison TV by Tim Hughes.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

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

The Action list is reviewed and discussed.

2. Highway Department Report

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

3. Water System Planning

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

4. Administration

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

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

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

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

5. Accounts Payable

The check manifest and invoices are presented. Mike Smith makes a motion to approve 15 checks for a total of $7,369.08. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

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

8. Signature Items
9. Correspondence

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

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

At 11:00 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) legal and (a) employee matters. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

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

At 11:46 am Ron Sandstrom makes a motion to exit Non-Public session. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.
Ron Sandstrom leaves the meeting.

At 12:00 pm Larry Leonard makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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