VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING February 26, 2013

The Board of Commissioners met in the District Office on Tuesday, February 26, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. 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 Mark Graffam. Mark Graffam makes a motion that Mark Graffam be Chair for the VDOE meetings until Annual Meeting 2014. Ron Sandstrom seconds the motion and the motion passed 3-0.

1. Agenda

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

2. Accounts Payable

22 checks for $14,746.54 are presented. Checks and invoices are reviewed and discussed.

Mark Graffam makes a motion to approve the manifest of 22 checks for $14,746.54. Ron Sandstrom seconds the motion and the motion passed 2-0-1. As he was not involved with these purchases, Mike Smith abstained from the vote.

3. Minutes

The minutes of 2/12 are reviewed. Mark Graffam makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1. As he was not in attendance at that meeting, Mike Smith abstained from the vote.

4. Highway Department

10 inches of heavy, wet snow fell over the weekend. Fred Gurley reports that the plowing was hard in some areas, but overall went very well. Sand supplies are OK, but salt will be needed soon. Mark Graffam makes a motion to approve a purchase order for 1 load of salt, up to $2,200. Ron Sandstrom seconds the motion and the motion passed 3-0. Part time help worked out well for the storm. An additional applicant will be interviewed. Fred Gurley reports that a crack on the front end loader bucket attachment on the backhoe needs to be repaired. An estimate has been received from mechanic Mike Parsons for up to $1,010. The repair would take considerably longer if attempted to do in house. Mark Graffam makes a motion to approve up to $1,010 for repair of the backhoe. Ron Sandstrom seconds the motion and the motion passed 3-0. The backhoe bucket will be removed prior to the work starting. Ron Sandstrom informs Fred Gurley that the plowing was done well with this last storm. Mike Smith adds that the roads are in good shape. A good job is being done by the highway personnel.

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5. Road Review

The Warrant Article for chip sealing Eidelweiss Drive and Appenvel Way to Aspen was approved at the Annual Meeting. Fred Gurley will work on coordinating the crack sealing that is to be done prior to the chip sealing. Discussion is held on the culverts on Eidelweiss Drive that have settled. The dips in the road are becoming larger as winter progresses. These culverts will be discussed and possibly reset prior to the chip sealing being completed. The first phase of the plan to work on Oak Ridge Road was also approved by the voters. This work will be done after Labor Day. Fred Gurley is informed that the Article for the new truck was also approved. The intent will be to order the truck so that it is in Eidelweiss by September 15. An earlier date for purchase may be needed so that the truck is not delayed once it is sent to be outfitted for the plows and sander. DiPrizio GMC and Liberty International will be contacted for pricing and availability. Mike Smith questions if the $165,000 Warrant Article included plows. Mark Graffam responds that the estimate included the hydraulics for the plows, but the intent is to keep the plow and wing on the current International for use on the new one. The wing plow on the current International will need to be evaluated prior to determining if it will be kept. Discussion turns to what will become Phase II of the reconstruction of Oak Ridge Road. A lot on Saint Moritz that is in the process of being titled to the Town of Madison will be needed prior to beginning phase II of the reconstruction. As this lot should become available for the Town to transfer deed this September, the Board will need to work with the Selectmen to obtain this lot. At a minimum, rights for drainage across the lot will be needed. Ron Sandstrom questions if additional permits would be needed to use this lot for drainage as it abuts the back of the DPW II wetland area. Mark Graffam responds that the Engineer has designed this reconstruction plan and listed all permit requirements for construction. No permit is sited as needed for this area. Fred Gurley is informed that the grader article, which would allow a rental or leased grader to be obtained for use should the VDOE grader no longer be operational, also passed at the Annual Meeting. It is hoped that the current grader will remain operational for another season.

Ron Sandstrom questions if a start time of 2:30 pm on Tuesday’s would be manageable for Fred Gurley. Fred Gurley states that he will arrange work so as to be available. Mark Graffam makes a motion to change the weekly meeting to Tuesday’s at 2:30 pm. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Scheduled Appearances 7. Warrant Articles
8. Water System Planning

Mark Graffam makes a motion that the VDOE purchase the pump skid for the Jungfrau pump replacement directly via bid; have Iron Mountain install the pump skid; Jason Roache of Northeast System Control program the SCADA; and Engineer Nick Sceggell of Dubois & King as inspector for the project. Ron Sandstrom seconds the motion. Mike Smith is informed of the delay in the pending retirement of VDOE Engineer Paul Fluet and Mr. Fluet’s current arrangement with Dubois & King. The timing of the replacement is discussed and will occur in the fall. Additional benefits including the ability to apply for a rate reduction for off peak pumping with the electric company are discussed. Motion is called to vote and the motion passed 3-0. A meeting with the Engineer and Iron Mountain will be scheduled. SCADA programmer Jason Roache of NSC will also be informed.

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9. Commissioners Reports

Mark Graffam reports that recent efforts have been towards preparation for the Annual Meeting.

Ron Sandstrom discusses the Commissioners guideline of 33% of the prior year’s Warrant for retaining in the Unassigned Fund Balance. As Warrant amounts can fluctuate greatly from year to year, the calculated percentage amount would also fluctuate. Stabilization of the tax rate is the desired outcome. Mark Graffam states that a dollar amount, such as $150,000, could be used in lieu of a percentage. This will be discussed more going forward. The Department of Revenue recommendations will be reviewed.

Mike Smith discusses campaigning for the Commissioner’s position prior to the election. Mike Smith questions how to improve public trust and respect. Ron Sandstrom outlines that as a member of the Board, the entire Board must work together towards that goal. Ron Sandstrom continues by outlining recent improvements that have been put in place to increase communication from the Board, such as the VDOE-mail list. Ron Sandstrom also states that stability of the tax rate at a far lower level for the past two years and an increase in the quality of work performed within the District should increase public trust and respect. Mark Graffam adds that the reduction of the budget amounts and the work completed to be able to have the District books audited should be major factors for an increase in public trust. Ongoing openness, proper use of the Unassigned Fund Balance, and proper governance of the collected tax dollars will also help improve the image of the Board. Continued work on policies and procedures for consistency in handling issues as they arise should help. Mike Smith states that some effort is needed on this front.

10. Signature Items 11. Correspondence

Granite State Rural Water Association is holding a seminar on Mutual Aid in Conway. Mark Graffam makes a motion to have Fred Gurley attend, weather permitting. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Municipal Association weekly legislative bulletin has been received.

12. Administration

A purchase order for office supplies is presented for review. Mark Graffam makes a motion to authorize the purchase order for $265. Mike Smith seconds the motion and the motion passed 3-0.

13. Old Business

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14. Other Business

The hard bound copies of the 2012 Fiscal Audit have been received.

Ron Sandstrom addresses Mike Smith and suggests use of terms such as “us” and “we” as representing the Board in lieu of “you”, “me” or “I”. Discussion on increasing respect for and within the Board ensues. Mike Smith is informed of the new procedure where the Board is notified of calls to the office from the answering service via e-mail and asked if he would like this information sent to his home email address. Mike Smith agrees and will be added to the lists.

Mike Smith discusses accepting public comments prior to the end of the public meeting. Mark Graffam outlines that when persons do come to a meeting, the Board has altered the agenda to allow the person to speak earlier than the end of the session. Discussion ensues on persons who show up for a meeting versus persons who have scheduled an appearance. Scheduling an appearance in advance allows the issue at hand to be looked into prior to the meeting. Persons who do not pre-state an issue they wish to discuss, may and have been told that the Board will follow up with them in writing after reviewing the situation. Ron Sandstrom makes a motion to move “Public Comments” to #6 on the agenda with all remaining agenda items being moved down one. Mark Graffam seconds the motion and the motion passed 3-0.

15. Public Comments

At 10:35 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Next week’s meeting will convene in the District office at 2:30 pm.

Respectfully submitted,

Nancy E. Cole Administrator

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