VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING March 28, 2013

The Board of Commissioners met in the District Office on Thursday, March 28, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (Highway) and Nick Sceggell (Engineer). The meeting was taped by Tim Hughes.

At 2:42 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

14 checks for $11,296.11 are presented. Checks and invoices are reviewed. Check to Garside Construction will be held pending receipt of the estimate. Mark Graffam makes a motion to approve 13 checks for $11,196.11. Mike Smith seconds the motion and the motion passed 3-0.

Reimbursement for time spent outside normal business hours is discussed. Mark Graffam makes a motion to pay Nancy Cole $75 for attending the meeting held last Saturday morning. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Minutes
4. Highway Department

Fred Gurley reports that roads are being raked where possible. This should help alleviate some of the potholes. A quote has been received from the company that will be doing the crack sealing for Eidelweiss Drive and Appenvel Way to Jungfrau. The estimate is for one pallet of materials to be used and is for $6,000. The primary requirement for the crack sealing to be done is that the road is dry. Fred Gurley recommends the end of April at the earliest for scheduling this work. Discussion is held on the area of Eidelweiss Drive near the entrance sign. This area has been heavily crack sealed in the past. A recommendation to remove that section of pavement has been received. It is unclear if that area is included in the $6,000 quote. Fred Gurley will meet with the contractor again prior to finalizing the schedule. The month of May will be the target for the work. The chip sealing of the roads will follow the crack sealing. If possible, the chip sealing will be scheduled for June so that it is completed prior to the July 4th holiday. Line painting of the stop lines will be scheduled once the chip sealing is complete. Mark Graffam discusses the purchasing of asphalt. Shoes are to be made for the grader and backhoe. Steel will be needed. A wing plow rack is also desired. This can be fabricated from steel tubes; three one inch x two inch square tubes twenty feet in length and one one inch x one inch square tube twenty feet in length will be needed to fabricate the rack. Presby Steel will be contacted for a quote. A tail gate rack will also be looked into for fabrication. Fred Gurley will work on establishing what would be needed to make this rack. Fred Gurley reports that Aspen has been raked and smoothed. The meeting held last

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Saturday with Bartlett Road Agent Travis Chick, Fred Gurley, Mark Graffam and Nancy Cole is discussed. This was a productive two hour meeting to review the specifications for the new truck to be ordered. Every detail was reviewed. Recommendations from Travis Chick will be incorporated for updated quotes.

5. Road Review
6. Scheduled Appearances

Nick Sceggell – see water system planning.

7. Warrant Articles

A contract will be developed for the planned work to Oak Ridge Road this fall.

The valve cluster placement planned for the intersection of Appenvel Way and Jungfrau Rd is discussed. As the valves will be 11 feet underground, a different tool for turning these valves may be needed. The importance of having the water system operators physically present during the install is discussed. Water operator Iron Mountain will be contacted for input.

8. Water System Planning

Engineer Nick Sceggell is scheduled to join the meeting to discuss the Reinach Tank design. Prior to his anticipated arrival time, the Jungfrau pump replacement is discussed. The engineered drawings call for 6” of concrete to be added to the existing pad upon which the pumps will sit. Engineer Nick Sceggell states that the actual skid, once made, may fit on the existing pad. Dimensions of the pump skid will vary depending upon the manufacturer. Mark Graffam discusses concern over the potential differences between the size of the pump skid and the size of the existing pad. The pad may need to be added to. Nick Sceggell adds that the size of the concrete pad was not discussed at the Jungfrau pump replacement construction meeting. Discussion turns to the items within the design that will not be pursued at this time; including removal of the electric heat and installation of the control panel. Nick Sceggell suggests that a design update can be done to remove those items. Engineer Paul Fluet could complete the update in May. Input from the electrician and SCADA programmer is also needed for alterations relating to the connection of the existing control panel. Ron Sandstrom questions if an updated design would be needed prior to sending the information to manufacturers for quotes on the building of the pump skid. The ability to work with field review information for the electrical work is discussed. Mark Graffam outlines the budget and need for coordination of all contractors involved. The input from the SCADA programmer is needed to outline what connections will be needed for use of the existing control panel. The electrical work could be done via field review changes that are approved by the engineers. Decisions will be made as the project progresses. Quotes for the building of the pump skid are to be pursued.

The Reinach tank design has been submitted to Rick Skarinka of NH DES Drinking and Groundwater Bureau for review. Mr. Skarinka is recommending that a way to drain the tanks other than the distribution system be added to the design. Mark Graffam states that there is a high level of concern over draining thousands of gallons of water from the elevation of the Reinach tank site. Regardless of the rate in which the tanks were to be drained, putting 10,000 or more gallons of water down the Bridal Path would create erosion and damage. The

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sump pump drainage system that exists is for moving groundwater across the road and was not meant to be used as drainage for a tank. Ron Sandstrom discusses the recent failure of the check valve at Muddy Beach and questions if that would be a possible release site for draining a tank. This would still involve the distribution system so this option would not satisfy that DES requirement. The requirement for a drain other than the distribution is discussed. Nick Sceggell outlines that there is a DES administrative rule for systems which requires a drain. No other specific information is found within the DES rule. Mark Graffam questions if something could be added so that the tank could be drained into a truck. Nick Sceggell states that this could be done and agrees that flooding of the Bridal Path is far too high risk. Additional discussion will be had with Rick Skarinka of NH DES. Mark Graffam makes a motion to to update the drawings to include valves and piping as needed to drain the tank be added to the bottom of the tank for pumping out if necessary. Ron Sandstrom seconds the motion and the motion passed 3-0. Nick Sceggell adds that the drain will be similar to that of a dry hydrant.

The Water System Chemical injection room is discussed. Input from George Thomas will be followed up on prior to additional communication with manufacturers relating to the replacement of the failed dampener unit. Mark Graffam adds that the Sodium Hydroxide tank is getting low. George Thomas will be asked if the tank should be cleaned now or refilled. If the tank is going to be filled now, a Purchase Order will be completed for ordering of the Sodium Hydroxide. The Jungfrau pump station is discussed. The weather stripping over the door has been repaired. The contractor has stated that he overhang for the door was not properly installed and cannot be repaired as the wood is already rotted. Mark Graffam makes a motion to obtain an estimate from Norm Garside to replace the door overhang. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Commissioners Reports

Mike Smith discusses electrical pricing. Recent increases in PSNH charges may make alternate providers more competitive. Mike Smith makes a motion that potential price savings be checked into for the electric bills. Mark Graffam seconds the motion and the motion passed 3-0.

10. Signature Items 11. Correspondence

The furnace in the DPW/office building has been serviced. A quote has been received for replacement of a bad part which was noted by the technician. Mark Graffam makes a motion to obtain a second quote. Ron Sandstrom seconds the motion and the motion passed 3-0. Bill Wilbur will be contacted for an estimate.

The payroll company, In Addition, has sent notification of a price increase that will take effect on April 1. This is the first increase in charges since the District has been using their services (2008).

Information relating to the Presidential Declaration of Disaster for NH counties for the storm of February 8 – 10, 2013 is reviewed. A meeting will be attended on Friday, April 5, for instructions on filing for reimbursement of expenses related to the storm.

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

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

At 2:42 pm Mark Graffam makes a motion to recess the Non-Public session until the end of the Public meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. The Public portion of the meeting is called to order.

At 4:45 pm Mark Graffam makes a motion to reconvene the Non-Public session. Mike Smith seconds the motion. Motion is called via roll call vote; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

A policy for depositing of all checks received within 7 days will be implemented. Nancy Cole’s employee review will result in a 3% salary increase.

At 5:00 pm Mike Smith 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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