VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING March 5, 2013

The Board of Commissioners met in the District Office on Tuesday, March 5, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. The meeting was taped by Tim Hughes.

At 2:30 pm the meeting was called to order by Chairman Mark Graffam.

1. Agenda

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

2. Accounts Payable 3. Minutes

The minutes of Feb 19 are reviewed. Reference to the Management Discussion and Analysis will be spelled out. Mark Graffam makes a motion to accept the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 2-0-1. Mike Smith was not in attendance and abstained from the vote.

The minutes of Feb 26 are reviewed. The Highway Report will include that the bucket will be removed from the backhoe prior to Mobile Mike’s repairing the machine. Mark Graffam corrects the motion for the Jungfrau pump replacement plan to include SCADA programming by Jason Roache. Mark Graffam makes a motion to accept the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

The crew has been plowing, salting, sanding and pushing back snow banks as needed. Storm reports are reviewed. Fred Gurley met with the insurance adjuster that came to look at the damage to the International last week. A representative from Liberty International also looked at the International for trade in value. Mark Graffam discusses water system isolation valves. One set of 3 valves was intended for the intersection of Appenvel Way and Jungfrau Rd. The excavation could be done by R.L. Heath & Son early this summer. Mark Graffam makes a motion to hire and schedule R. L. Heath & Son to excavate the water lines at the intersection of Appenvel Way and Jungfrau Rd with Iron Mountain to install a three- valve isolation cluster prior to June 2013. Ron Sandstrom seconds the motion. Discussion ensues on the plan to complete this project prior to the crack sealing and chip sealing that will be done in this area. Methods of water line placement and the outline of why the pipes are lower than most water lines in the District thus creating the need for the larger excavation is discussed. Motion is called to a vote and the motion passed 3-0. Anticipated charges for this project include $130 per hour for the large excavator and hourly charges for a compacting machine in addition to Iron Mountain’s charges. The needed chains and hooks for the sander rack are to be purchased and installed.

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5. Road Review

Mark Graffam discusses the inclusion of the lot on St Moritz in the drainage plan for phase II of the reconstruction of Oak Ridge Rd. The lot that the drainage is directed to is being taken by tax deed by the Town of Madison. Previous discussions on the possibility of obtaining the lot have been held. A possible alternative to owning the lot would be for the Town to grant an easement for drainage purposes for the lot. This easement would allow the Town of Madison to still sell the lot to the highest bidding abutter. The District could guarantee the Town that should the lot be offered for sale to the highest bidding abutter, the VDOE would bid the amount of back taxes owed. If sold to an abutter with the drainage easement in place, the lot would still be available as a tax lot and not removed from the taxable property base. Not removing properties from the taxable base is beneficial to both the District and the Town. Purchasing the lot directly from the Town would be Plan B for the District. Mark Graffam suggests proposing the easement strategy to the Madison Selectmen during Public Comments at tonight’s meeting. Mark Graffam makes a motion to approve attendance at the Selectmen’s meeting to propose the drainage easement for the lot on St Moritz with the guarantee that the VDOE will bid the amount of back taxes owed when the lot is offered to abutters. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Scheduled Appearances 7. Warrant Articles

A meeting is planned for next week for the Jungfrau Pump replacement.

Specifications for the all-wheel drive truck are being compiled. The information will be distributed as it is collected. Liberty International has stated that once an order is placed, it takes 90 days to receive the chassis. The remainder of the truck then needs to be outfitted. Advice has been sought from the Bartlett road agent. Bartlett owns 4 all-wheel drive International trucks. The specifications recommended by the Bartlett Road Agent will be given to Liberty International for development of a quote. An International dealer in Maine is also being contacted for a quote. Other manufacturers may also be contacted for comparison purposes. It has been learned that input can also be given during installation of the hydraulics relating to the location of the control systems within the truck. This will continue to be worked on. Mike Smith comments that the top priority is getting the truck right, not the time line.

8. Water System Planning

The placement of the isolation valve cluster has already been discussed. Mark Graffam states that the weather stripping is hanging to the outside of the door at Jungfrau station. Mark Graffam makes a motion to contract Norm Garside to repair the weather stripping on the door to Jungfrau pump station. Ron Sandstrom seconds the motion. Ron Sandstrom discusses a maximum amount to be set. Mark Graffam responds $100. Mike Smith questions which door at Jungfrau needs the repair and is informed the upper door to the station. Motion to vote and the motion passed 3-0.

Next week’s meeting will include the Engineer, Water Operator and SCADA programmer to discuss the Jungfrau pump skid.

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Discussion turns to the meeting held last December with Iron Mountain and Jason Roache. An upgraded version of the alarm system, Win 911, is available and will give additional information when an alarm goes out and will also support additional alarms. Mark Graffam makes a motion to get the information on the cost of the upgraded program and related programming. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Commissioners Reports

Mark Graffam discusses a recent meeting he saw in which changes to RSA 91-A was discussed. Individuals found in violation of the law may now be fined directly. This may be discussed with the Attorney. Language on the Dept of Revenue recommendation for the percentage of Unassigned Fund Balance has not been located. The Government Accounting Standards Board (GASB) recommendations are discussed. The amount of Unassigned Fund Balance to be retained is as determined by the Board of Commissioners. Some municipalities are using the budget numbers annually for calculation of the balance to be retained.

Ron Sandstrom states that the contact information has been updated with the answering service. Chickens are discussed. Madison Code Enforcement has been asked if persons can have chickens in Eidelweiss. At this time, it is unknown.

Mike Smith asks for the reimbursement rate for the water monitor and is informed that the rate is $35 per trip. An hourly rate exists for work done for the water system outside of the monitor route, such as pump checks and shoveling. It is added that the fire hydrant at Boulder Beach needs to be shoveled out. Mike Smith does not believe it is working. Fred Gurley will be asked to make sure the hydrants are shoveled.

10. Signature Items

Updated bank signature cards for the accounts are signed.

Discussion on funding sources for the bond for the Jungfrau pumps is held. The State Revolving Loan Fund could be applied for with Department of Environmental Services or traditional bank funding could be pursued. Dinah Reiss will be asked if she would like assistance in pursuing funding. The State Revolving Loan Fund requirements would not be desirable for the pump replacement. It will not be pursued.

11. Correspondence

The NH Municipal Association weekly Legislative Bulletin has been received. The monthly tower payment has been received.

A class action suit against Ford for all owners or prior owners of a Ford F-550 relating to specific failures has been filed. The District has been notified because of the prior ownership of the 2005 F-550.

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12. Administration

The payroll report is presented. Report and time cards are reviewed. Mark Graffam makes a motion to approve payroll for $6,622.83. Mike Smith seconds the motion and the motion passed 3-0.

The budgets and account detail are reviewed. The year to date expenses and line items are reviewed and discussed for compliance with GASB standards. Parks and Rec is discussed. The welder will be contacted for fixing a commode on Geneva Beach. The application for spreading the sand on the beaches is to be completed. Replacement rafts and picnic tables are to be priced out.

13. Old Business 14. Other Business

A time off request for Billy McAdams is reviewed. Mark Graffam makes a motion to approve the time off contingent upon the need for plowing. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

At 4:50 pm Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Next meeting will begin at 2 pm with a non-public session.

Respectfully submitted,

Nancy E. Cole Administrator

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