VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING January 22, 2013

The Board of Commissioners met in the District Office on Tuesday, January 22, 2013. In attendance were Commissioners Ralph Lutjen, Mark Graffam and Ron Sandstrom. Also in attendance was Don Marks. The meeting was taped by Tim Hughes.

At 4:30 pm the meeting was called to order by Chairman Ralph Lutjen.

1. Agenda

Standard agenda items will be covered during this meeting.

2. Accounts Payable 3. Minutes

The minutes of 01/15 are reviewed. Mark Graffam makes a motion to accept the minutes as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

4. Highway Department 5. Road Review

6. Scheduled Appearances

Don Marks is an abutter to the VDOE on Eben Farm Rd. Access to his property is obtained from Aspen Dr. Don Marks has come to the meeting to discuss his intent to log a lot that he owns that is on Eben Farm Rd. Ralph Lutjen questions the ability to access the lot from Eben Farm Rd. Mr. Marks explains that due to an unstable bridge on Eben Farm, access is most safely obtained using the driveway which enters from Aspen Dr. Mr. Marks asks the Commissioners if they would consider granting an overweight permit for this logging. Mark Graffam informs Mr. Marks that a road bond will need to be in place prior to authorization of any overweight permit and that the Board would like to review the matter with the Attorney prior to committing to this request. The information on any requirements that would need to be met so that the permit could be issued would be sent to Mr. Marks following the review. Mark Graffam adds that the review will be done in March as the Board is currently working on the budgets and warrant for the 2013 Annual Meeting.

Ralph Lutjen discusses the potential of obtaining an additional water testing site of Banfield Brook on the property of Mr. Marks. Mr. Marks states that he is agreeable to allowing access to his property for testing of the brook waters.

7. Warrant Articles
8. Water System Planning

9. Commissioners Reports

Ralph Lutjen states that the meeting Friday night went well overall. The pumps are important and those present agreed. Ralph Lutjen questions alternative ways to fund the pumps,

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including possibly using some Unassigned General Fund money. Discussion on the Unassigned General Fund Balance being tax money and not appropriate for use on the water system is held. 2 persons were verbally against the article for the new truck. Discussion takes place about a prior Board relying on a former foreman for advice on road issues and truck purchases. The information given by this foreman to that Board has turned out to be misleading on many issues. A 2 wheel drive truck should not be defended and is not usable for winging back because it will not traverse the hills. Mark Graffam discusses preparing a handout about trucks for the Annual Meeting with information obtained from local road agents advising that the VDOE is on the correct path by organizing a fleet with 550’s and one large 4 wheel drive truck for winging back. Ron Sandstrom suggests that handouts for the Annual Meeting be numbered for easy reference. This will be done. Discussion about the perspective of voters ensues. Persons who spend the winter months elsewhere are not overly concerned with snow plow operations. The discussion on phase 1 of lower Oak Ridge Rd went well. The final costs of the entire project are not known at this time, but could be estimated within a range of $100,000 to $126,000. Ralph Lutjen adds that he was disappointed with the turnout on Friday. Ron Sandstrom discusses creation of a comparison from the 2012 tax rate to the proposed 2013 Warrant. The overall tax rate will be calculated. The plan could be to set the Warrant for 100% approval while still creating a reduction in the tax rate from last year. Mark Graffam discusses the benefit of selling trucks following the warranty period. A reputation of selling good used equipment will help with future sales.

10. Signature Items

The letter to R. L. Heath has been updated as discussed January 15. Ralph Lutjen makes a motion to sign and send the letter. Mark Graffam seconds the motion and the motion passed 3-0.

The letter to BE Quint III has been updated as discussed January 15. Ralph Lutjen makes a motion to sign and send the letter. Mark Graffam seconds the motion and the motion passed 3-0.

A typographical error was noted on the Driveway Permit for Operation for 59 Oak Ridge Rd.

Ralph Lutjen makes a motion to sign the corrected Permit. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

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

The NH Municipal Association weekly Legislative Bulletin has been received.

12. Administration

The payroll report is presented. Report and time cards are reviewed. Ralph Lutjen makes a motion to approve the payroll report at $6,642.98. Mark Graffam seconds the motion and the motion passed 3-0.

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The fieldwork for the fiscal year 2012 Audit was completed today. The work went well. The break out of information as shown within the standard VDOE Financial Statement will be included as a supplementary schedule within the Audit. The Financial Statement will be audited prior to the required release of the information at the Annual Meeting.

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

At 5:40 pm Mark Graffam 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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