VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING March 21, 2013

The Board of Commissioners met in the District Office on Thursday, March 21, 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 2:45 pm the meeting was called to order by Chairman Mark Graffam.

1. Agenda

Mike Smith 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 3/12 are reviewed. Mark Graffam adds a statement by Mike Smith on the anticipated length of time for the Jungfrau pump replacement. Three motions are to be bold typeface. Mark Graffam makes a motion to accept the minutes as amended. Mike Smith seconds the motion and the motion passed 3-0.

4. Highway Department

13.5 inches of snow had fallen by 7 am Wednesday. The snow was heavy Tuesday night. Part time employees did well with plowing. No incidents were noted. Intersections are being opened with the backhoe. Discussion turns to pot holes that have formed at the end of a driveway on the gravel section of Eidelweiss Drive. Potential use of salt by the homeowner as a cause for formation of the pot holes is discussed. A second option for formation of the pot holes could be the spring which runs adjacent to this property. The flowing warmer water could be contributing. This area will be scheduled for early spring work to correct the pot holes. Other areas within the District that will require spring work include the end of the paved section of Eidelweiss Drive and the mailbox area of Huttwil. The Huttwil area is discussed for contouring of the area to move water to one side. Visp and Upper Lakeview are in good shape due to the work completed last summer. Mike Smith questions the number of boards in the dam for the spring runoff. Fred Gurley will watch the water level. Discussion turns to a call received about plowing on Waldsbut. Fred Gurley reports that he responded when the call came in and placed additional sand in the area. The road had already been plowed and treated prior to the call.

5. Road Review
6. Scheduled Appearances 7. Warrant Articles

The Oak Ridge Rd project is discussed. Mark Graffam reports that the Madison Board of Selectmen is open to the option of supplying the VDOE with an easement for water discharge onto the lot on St Moritz while maintaining the lot on the tax rolls. A contract for R. L. Heath is to be drafted.

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Bob Hackett of HP Fairfield was in the District yesterday to discuss the outfitting of the new truck. The information will be reviewed once received. Once all the information relating to the specifics of the new truck has been received, a final review will be completed. Mike Smith questions if International is the manufacturer of choice for the new truck. Mike Smith makes a motion to focus on International as the manufacturer for the new truck. Mark Graffam seconds the motion. Motion is tabled for receipt of the final information.

8. Water System Planning

The design for the Reinach tanks is discussed. Rick Skarinka of NH DES has reviewed the design and questioned the ability to drain the tank if necessary. Engineer Nick Sceggell of Paul Fluet & Associates will be asked if available to attend next week’s meeting for additional discussion on this topic. The design for the Reinach tanks will be requested in pdf format for distribution prior to the meeting. Mike Smith makes a motion to have Nick Sceggell attend next week’s meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. Nick Sceggell will be asked to arrive for 3:30 pm. The Jungfrau pump replacement project is discussed. The cost of the pump skid needs to be obtained. The information will be sent to possible manufacturers for cost estimates. Iron Mountain will need to supply information on any additional piping or parts that will be needed for the install. All numbers will be given to the Board. Ron Sandstrom states that he would like to see Scott Hayes in charge of this project. The Engineer is also an option to handle the project. The office will coordinate some of the work and quotes. The electrician and SCADA programmer will also be coordinated. Discussion on charges for each portion of the project is held. Agreement with all details for the electrical, SCADA programming and Iron Mountain work will be needed. Each of these portions of the project will have associated costs; but the large dollars will be spent on the pump skid itself. Funding is being worked on by Treasurer Dinah Reiss. The status of the application for funding will be followed up on. A meeting with Jason Roach and Scott Hayes will be needed prior to placing the order for the pump skid. The electrician may also be involved in this meeting. The control panel that appears on the design is not needed. What will need to be included for attachment to the existing control panel needs to be outlined.

Mark Graffam states that George Thomas was in for a small leak in the Sodium Hydroxide system. The leaking part was swapped out with one that was downstairs; which also leaked. The leak is caused from wear to the diaphragm inside the dampener. The model which we have is no longer manufactured. Information on the replacement model is expected from Atlantic Pump. George Thomas will be asked for a recommendation on the part to be ordered. The information will be shared with Scott Hayes prior to the order for review.

9. Commissioners Reports

Mark Graffam reports that QuickBooks consultant Polly Hurteau was in. The report structure has been fixed to remove the closed accounts. An estimate for repairs to this building is needed. Mark Graffam makes a motion to have Norm Garside of Garside Construction develop an estimate for the needed repairs. Mike Smith seconds the motion and the motion passed 3-0.

Mark Graffam discusses the time line for the Jungfrau Pump replacement. The statement of last week by Mike Smith that the job may take longer than stated by the Water System Operator brings to mind Parkinson’s Law. Mark Graffam explains that Parkinson’s Law states “Work expands so as to fill the time available for its completion”.

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10. Signature Items 11. Correspondence

NH Municipal Association is now producing a second bulletin related to municipal matters. This new News Link includes a section on NH Court decisions which effect municipalities.

The weekly NH Municipal Association Legislative Bulletin is reviewed.

The check for the estimated damages to the International has been received from LGC, the insurance carrier for the District’s property. The repair shop has been notified and is going to order needed parts. Once the parts are received, a date for repairs will be set.

12. Administration

A pallet of Sodium Bicarbonate is needed for the water system. A purchase order is presented for $1,036. Mark Graffam makes a motion to approve the purchase order for a pallet of sodium bicarbonate for $1,036. Mike Smith seconds the motion and the motion passed 3-0.

The payroll report is presented. Report and time cards are reviewed. Mike Smith makes a motion to approve the payroll at $5,647.25. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business

The Supervisors of the Checklist performed duties for the District throughout the Annual Meeting. The amount to be paid to each Supervisor is discussed. Mike Smith makes a motion to pay each Supervisor $100. Mark Graffam seconds the motion and the motion passed 3-0.

14. Other Business

The updated time off Request form is reviewed. The revision date will be added and the form will be put into use.

15. Public Comments

At 2:00 pm Mark Graffam calls the meeting to order and makes a motion to enter Non- Public Session pursuant to RSA 91-A:3,II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mark Graffam makes a motion to approve reimbursement of $225 to Billy McAdams. Mike Smith seconds the motion and the motion passed 3-0.

At 2:45 pm Mark Graffam makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0. Public Session is called to order.

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At 4:12 pm Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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