VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING February 19, 2013

The Board of Commissioners met in the District Office on Tuesday, February 19, 2013. In attendance were Commissioners Ralph Lutjen, Mark Graffam and Ron Sandstrom. Also in attendance was Fred Gurley (highway) and Peter Craugh (Moderator). Auditor Tamar Roberts attends telephonically. The meeting was taped by Tim Hughes.

At 9:02 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 3. Minutes

The minutes of Feb 5 are reviewed. A typographical error will be corrected. Ralph Lutjen makes a motion to accept the minutes as amended. Mark Graffam seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that the sander grates for the Top Kick have been worked on. New cross beams have been installed to hold the grates. Trucks and sanders have been washed and are being readied for next use. A complaint from last November has been received from a resident on Upper Lakeview. Mark Graffam states that a response should be formulated stating that the complaint has been received but that not much action can be taken at this time. It is policy to not clear the end of a driveway and safety would dictate staying away from the persons. Fred Gurley reports that the crew will avoid bringing snow into driveways when winging back, but concentrate on keeping the roads clear during the storm. 4 loads of sand have been delivered. Minor power outages occurred with the winds yesterday. A tree came down on Little Shore last night. Fred Gurley came in and removed the tree from the road. Fred Gurley informs the Commissioners that contractors have been leaving snow in the roads in some areas of the District. Fred Gurley is informed that the Commissioners will pursue the homeowners to remedy the situation. Addresses of where the issues are being created will be collected and turned in. Some road signs have been bent. The signs that need to be replaced will be listed. Fred Gurley requests a purchase order for salt. Mark Graffam makes a motion to authorize a purchase of up to $2,200 for salt. Ralph Lutjen seconds the motion and the motion passed 3-0. A purchase order is signed. The sander rack is discussed. Fred Gurley is informed that a contractor has quoted on the placing cross beams for support of the sander rack. A glove rack may also be created for the water system chemical room. Mark Graffam makes a motion to allow up to $220 for the attaching of cross support beams to the sander rack and creation of a glove rack for the water system chemical room. Ralph Lutjen seconds the motion and the motion passed 3-0. Cat walks for the sander rack would be cost prohibitive as they would not be used very often.

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5. Road Review

The roads are in good shape. Some branches that have fallen are being cleaned up.

6. Scheduled Appearances

Moderator E. Peter Craugh discusses the use of the sound system for the Annual Meeting. The Moderator determines that the sound system will not be set up this year. Persons wishing to speak will be asked to move to the center aisle of the room to speak. In this manner, the Moderator will not have to attempt to keep track of persons who may have raised their hand to speak. When all persons in line have spoken, the discussion will end. Ron Sandstrom suggests that the line may want to be off to the side of the room rather than the center so that seated persons do not have their view blocked. This will be looked at when the gymnasium is set up for the meeting. Signs warning of a ‘no electioneering area’ will be posted on the doors to the school. All other rules will remain standard. All amendments will be required to be put in writing. Peter Craugh questions if the Commissioners intend to alter any Articles as they are introduced. The bond Article for the Water System and the truck Article are discussed. The truck Article will have an introduction and a prepared handout for the meeting. The tax worksheet is discussed. Ron Sandstrom recommends including prior year’s information on the tax worksheet. A draft will be put together for the meeting. A potential speaker for the Firewise.org program has been contacted. If he is available, a short introduction to the program may be given. If the speaker is not available, the general outline of the program will be given. The cardboard petition voter booths used by the Town of Madison will be requested for set up. One will be set off to the side for handicapped access. Set up will be done Saturday morning. The 2012 Audit is discussed. The audit will not be given as a handout, but will be referenced as available.

7. Warrant Articles
8. Water System Planning

Engineer Paul Fluet has questioned if the completed plan for the replacement of the Reinach tanks should be sent to the NH DES. Paul Fluet will be informed to submit the plans.

Northeast System Controls Jason Roach is scheduled to be in Thursday of this week for installation of the Ultra-sonic transducers at Reinach. Hard insulation is to be installed to protect the temperature alarm at the Reinach station.

9. Commissioners Reports

Ralph Lutjen suggests a summary approach for the Management Discussion and Analysis report for next year. The numbers to complete the schedules will come from the MS-32 DRA form. A comment from the auditor relates to the format of the numbers used within the MD&A. The suggestion is to include a statement that the MD&A numbers are the budgetary numbers not including Warrant Articles. A discussion with the auditor will be held shortly.

Mark Graffam reports on the discussion with the Auditor relating to purchase orders. Purchase orders are approved by the Commissioners. A personal credit card was used for a couple of large purchases made last summer. A suggestion that the District may want to obtain a credit card has been made by the Auditor. Prior cautions have been received about potential issues

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with the VDOE having a credit card. Discussion on the pros and cons is held. Ralph Lutjen discusses the need for deliberation prior to expenses; a credit card could be used without prior discussion. Accounts for purchasing exist with many vendors so that purchases can be made without needing a credit card. Store cards, such as Staples, are also used. Internal control policies would need to be altered to incorporate stringent rules for use of a credit card if the VDOE chooses to obtain one. Current internal controls do not support use of a credit card. Discussion continues and it is determined that a credit card will not be applied for. The Purchase order policy will be looked at for additional areas of internal control.

10. Signature Items 11. Correspondence

The NH Municipal Association weekly Legislative Bulletin has been received.

Always On Call, the answering service, has sent information relating to a new app for phones.

12. Administration
The payroll report is presented. Report and time cards are reviewed. Ralph Lutjen makes a motion to approve payroll at $7,046.23. Mark Graffam seconds the motion and the motion passed 3-0.

The second tax payment from the Town of Madison for calendar year 2012 has been received.

13. Old Business 14. Other Business

The Auditor is contacted. The Management Discussion & Analysis (MD&A) is discussed. A sentence for the budget format has been added and approved. The Independent Auditors report is reviewed and discussed. The standards are outlined and the new format for this report is required under the new guidelines. The final section will be titled opinions on other matters. The Representation letter is reviewed. The Auditor is informed of the credit card discussion held by the Board. As the risks outweigh the benefits, the auditor is informed that no credit card will be pursued. The Auditor discusses potential risks of having a credit card and states support for the decision of the Board.

15. Public Comments

At 11:00 am Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employee matters. Mark Graffam seconds the motion. Motion called via roll call Ralph Lutjen yea, Mark Graffam yea, Ron Sandstrom yea and the motion passed 3-0.

Ralph Lutjen makes a motion to increase the Water Monitor trip reimbursement to $35 per trip effective immediately. Ron Sandstrom seconds the motion and the motion passed 2-0-1. Mark Graffam abstained from voting on this motion.

At 11:55 am Ralph Lutjen makes a motion to adjourn the meeting. Mark Graffam seconds the motion and the motion passed 3-0.

Respectfully submitted, Nancy E. Cole, Administrator

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