VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING January 15, 2013

The Board of Commissioners met in the District Office on Tuesday, January 15, 2013. In attendance were Commissioners Ralph Lutjen, Mark Graffam and Ron Sandstrom. Also in attendance was Fred Gurley (Highway). The meeting was taped by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Ralph Lutjen.

1. Agenda

Ralph Lutjen makes a motion to accept the agenda. Mark Graffam seconds the motion and the motion passed 3-0.

2. Accounts Payable

22 checks for $24,509.53 are presented. Checks and invoices are reviewed. Water charges for services to 112 Eidelweiss Drive and 6 Grandval Way will be billed to the homeowners. Ralph Lutjen makes a motion to approve 22 checks for a total of $24,509.53. Mark Graffam seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 01/08 are reviewed. Mark Graffam adds “and acceptance of a contract” under Road Review. A motion is to be bold typeface. Mark Graffam makes a motion to accept the minutes as amended. Ralph Lutjen seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that work was done on the new sander rack. The beams have been attached and welded. The sander rack is anticipated to be ready for the spring removal of the sanders from the trucks. The remaining work will be contracted out. This will be worked on. Cat walks will be added to allow access to the sanders. Lights have been installed on the F- 550. The pickup truck has been sold. The Top Kick is having an issue with a battery. One new battery will be needed. The alternator has been tested and is working properly. Mark Graffam makes a motion to authorize a purchase order for $120 for a new battery.
Ralph Lutjen seconds the motion and the motion passed 3-0. Sand and salt are discussed. Mark Graffam makes a motion to authorize up to $2,300 for the purchase of salt. Ron Sandstrom seconds the motion. Sand will also need to be purchased. Mark Graffam amends the motion to authorize up to $2,800 for the purchase of salt and sand. Ron Sandstrom seconds. Motion is voted and the motion passed 3-0. The lot on St Moritz that is to be used to store materials will have a culvert added to the access in the spring. Snow is predicted for tomorrow. Fred Gurley states that the equipment is in good order and has been cleaned. The clearing of a lot on the corner of Grachen has been noted. The Firewise program is discussed. Current zoning regulations require tree buffers to be left between lots and allow for only 50% tree removal on any lot. The Town of Madison Zoning regulations would need to be updated. A Firewise referendum question may be added to the Warrant.

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5. Road Review

Oak Ridge Road will be discussed during the Warrant discussion. The plans will be brought to the meeting Friday night.

6. Scheduled Appearances 7. Warrant Articles
8. Water System Planning 9. Commissioners Reports

Ralph Lutjen reports that the fuel usage report is being updated with the purchases for the year end reconciliation.

Mark Graffam met with Ian Hayes and had the map drawer moved to the water room at DPW II. The water storage room at DPW II needs to be cleaned up. It is an improvement to have the information out of the chemical injection room. The sodium bicarbonate pump plug is loose in the chemical injection room. This will need to be fixed. A switch will be added so that the pump does not need to be unplugged from the pump activation plug, plugged into the standard plug to add the bags of bicarbonate and then moved back to the pump activated plug. The switch will swap the plug from “run” to “pump activation”. Mark Graffam makes a motion to allow up to $550 for the chemical injection room electrical work. Ralph Lutjen seconds the motion and the motion passed 3-0.

10. Signature Items

The letters to the bidders for the Oak Ridge Road project are reviewed. The wording is to be updated to include the acceptance of a contract in addition to voter approval of the project. The letters will be updated for next meeting.

11. Correspondence

A response has been received from the owners of 10 Upper Lakeview Dr regarding the second driveway. This information will be discussed in Non-Public session.

Granite State Analytical has forwarded the results of the annual nitrate testing. The results are within standards.

The Green Mountain Conservation Group Annual Meeting will be held January 19, 2013. The NH Municipal Association weekly Legislative Bulletin has been received.
12. Administration
The budget line items proposed for 2013 are reviewed.

The 2013 Warrant is reviewed. Articles are reviewed.
Article 6, Oak Ridge Road is discussed. Mark Graffam makes a motion to increase Article 6 to $37,700 to allow for compliance with EPA permit regulations. Ron Sandstrom seconds the motion and the motion passed 3-0.

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The proposed addition of Article 12, a referendum question for the Firewise program is discussed. Mark Graffam makes a motion to add Article 12: To see if the voters recommend the Commissioners pursue the VDOE to become a firewise.org community. Ralph Lutjen seconds the motion and the motion passed 3-0.

Next week’s meeting will be at 4:30 pm as the auditor will be in the office for the day on Tuesday.

13. Old Business
14. Other Business 15. Public Comments

At 10:24 am Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (d) property matters and (c) reputations. Mark Graffam seconds the motion. Motion called via roll call vote; Mark Graffam yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

At 10:45 am Ron Sandstrom makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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