VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING April 23, 2013

The Board of Commissioners met in the District Office on Tuesday, April 23, 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 2:31 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

12 checks for $2,928.22 are presented. Checks and invoices are reviewed. Mark Graffam makes a motion to approve 12 checks for $2,928.22. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 4/9 are reviewed. Mark Graffam makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

A full list of the conversion kit equipment that was purchased through Messer Equipment has been received. The balance due to Messer has been reduced to $2,050 from $2,500. The list of parts is reviewed by Fred Gurley. Mark Graffam makes a motion to approve the invoice from Messer Equipment for payment. Ron Sandstrom seconds the motion. The motion passed 2-0-1 with Mike Smith abstaining as he was not involved in this purchase. Mark Graffam discusses Lucerne Drive. There are many pot holes along the travel surface of this road. Drainage for Lucerne is discussed. Fred Gurley states that the sides of the road are raised, so there is nowhere for water to leave the road surface. Ditching the road would help, but there are still significant limits to where the water can be dispersed. Possible use of a dry well at the Sarnen end of Lucerne is discussed. Lucerne could be pitched towards the Sarnen end of the road and water collected within the drywell system. Fred Gurley will view the area. Fred Gurley states that the grader needs a new cutting edge. A purchase order will be completed. A carbide system will also be priced out for comparison. West Bergamo has been worked on. The road was opened up beyond Visp Rd, which will allow additional room for equipment to turn around and winter snow storage. Old Town Rd was also worked on for drainage issues. Two boards were put back into the dam and the water level has risen. The boards will be removed. Mike Smith questions grading Little Shore and Middle Shore. Fred Gurley states that until a new cutting edge is received, the grader will not be effective. The roads will be checked and worked on. Fred Gurley adds that a culvert at the end of West Bergamo was replaced while the road was worked on. A headwall has been built for the

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replaced culvert. The culvert at the top of Lugano was worked on and a headwall built for the inlet side. This culvert may need a headwall added to the outlet side. Fred Gurley will review.

5. Road Review

Fred Gurley reports that the crack sealing company will be in the end of May for the crack sealing of Eidelweiss Drive and Appenvel Way to Jungfrau. Fred Gurley is informed that placement of an isolation valve cluster at the intersection of Appenvel Way and Jungfrau is scheduled for May 20. The crack sealing of Appenvel Way will occur after the isolation valve project is completed. Different types of asphalt that are available for purchase are discussed. Fred Gurley will gather information when the Pike Plant opens next week. Fred Gurley reports that road signs have been straightened out around the District.

6. Scheduled Appearances 7. Warrant Articles

The truck order is discussed. The conflicting information being sent to the office and to Mark Graffam directly from Liberty Truck is outlined. Richard Morrison, owner of Morrison & Sylvester, has stated that there is not an issue with the transmission as specified in the documents. The order has been placed for two weeks and International has not sent notification of a problem with the specifications or a change notice to the specifications. The terms and conditions that were suggested by Attorney Dan Crean were approved by Richard Morrison. A quote has been received from Viking Cives for the outfitting of the new truck’s plow equipment. The quote is lower than H. P. Fairfield’s quote. Mike Smith makes a motion to request best and final numbers from both vendors. Ron Sandstrom seconds the motion and the motion passed 3-0. This will be worked on for review next week.

The Jungfrau pump replacement project is discussed. The first quote has been received for fabrication of the pump skid. Discussion turns to the other numbers needed for this project, including ‘not to exceed’ numbers from Iron Mountain and Conway Electric. These numbers have been requested and will be followed up on. Additional quotes are expected for fabrication of the pump skid. Work will continue on gathering all needed information. The manner in which the pump skid, once on sight, will be moved into the building is discussed. The railroad ties that line the neighboring property are close enough to prohibit bringing the pump skid to the building with a skid steer as originally proposed. A crane may need to be used to move the pump skid.

The number of culverts that will need to be purchased for the Oak Ridge Road plan is discussed. The number of culverts needed will be determined and a quote requested.

8. Water System Planning

The Sodium Hydroxide tank is being worked on. A pulsation dampener is needed. George Thomas, who is working on the chemical injection system, has suggested that two pulsation dampeners be purchased. The second will be a back up should the Sodium Bicarbonate tank dampener need to be replaced and/or a spare for the Sodium Hydroxide tank. Mark Graffam makes a motion to approve the purchase order for two pulsation dampeners at a cost not to exceed $600. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on the work being completed to the chemical injection system and the life

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expectancy of the tanks, which are approximately 20 years old, is held. The upgrades to the plumbing for the chemical injection system completed within the past year are outlined. The Sodium Hydroxide storage tank will be scheduled for cleaning this fall. A full inspection of the tank could be done at the same time. This will be discussed further. The installation of the isolation valve cluster for Appenvel Way at Jungfrau is discussed. Scott Hayes has recommended a pre-construction meeting. Stewart Heath of R. L. Heath and Son will be asked for availability. Ian Hayes will be asked to attend as he was on sight for the attempted excavation for this valve cluster last fall. An on-sight pre-construction meeting will be set up.

9. Commissioners Reports

Mark Graffam discussed the potential use of a dry hydrant at Reinach by the fire department. Most hydrants are fed by a public water system, so that is not an issue for fire department personnel. The water usage fee is discussed. The contingency number should be reviewed going forward. There are currently 4 unpaid accounts. Discussion turns to the option of reconsidering the 2013 rate. Mark Graffam makes a motion to reconsider the 2013 Water Usage Fee. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the contingency percentage added to the Water Usage Fee. Ron Sandstrom states that the current rate of 5% covers 22 water users not paying their bill. This is significantly higher than the actual number of unpaid accounts. Mark Graffam discusses that reducing the contingency percentage would reduce the overall rate and not have excess funds collected. Mark Graffam makes a motion to reduce the contingency percentage on the 2013 Water Usage Fee to 2%; establishing the 2013 Water Usage Fee at $298.69 with $135,007.20 total to be collected. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom discusses the authorized upgrades to the SCADA system. Scheduling will be followed up on with Jason Roach of Northeast System Controls.

Mike Smith states that he has an issue with the process of a contractor developing specifications for a job and then being awarded that job. Additional bids should be received. Discussion on obtaining bids for varying types of work is held. Ron Sandstrom adds that due diligence for all work is beneficial and that additional quotes could be requested moving forward on smaller jobs. Mark Graffam states that this would be a change of policy from the current policy to pay a contractor for time spent developing a job specification and requesting an estimate for completion of the job as specified. Ron Sandstrom states that he does not see asking for an additional bid as a change of policy.

10. Signature Items

A driveway Permit for Construction renewal has been requested for 17 Middle Shore Drive. The authorization for renewal includes all previous requirements for building on this lot. Mark Graffam makes a motion to authorize the renewal of Driveway Permit for Construction 2011001. Mike Smith seconds the motion and the motion passed 3-0.

11. Correspondence

An email was received from prospective buyers in Eidelweiss regarding road conditions and planned improvements. Response included spring thaw gravel road conditions, planned road

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projects, and the nature of the Village District of Eidelweiss as a municipal entity. The inquiring person was thankful for the information.

Jay Buckley has requested permission to organize the “Valley Pride Clean up Day” project within Eidelweiss. Mark Graffam makes a motion to authorize Jay Buckley to organize Valley Pride Clean up Day within the VDOE. Ron Sandstrom seconds the motion and the motion passed 3-0. Jay Buckley will be informed.

The NH Municipal Association has forwarded the monthly NewsLink magazine Two NH Municipal Association weekly Legislative Bulletins have been distributed.

Local Government Center has forwarded the 2013 edition of “Knowing the Territory”, a survey of municipal laws for local officials.

12. Administration

The Building Order guide that is being developed is discussed. Ron Sandstrom states that he has not yet been able to review the document, but will review and comment for next meeting.

Primex has announced a July 1 date for issuance of revised 2013 Worker’s Compensation policy billings due to the finalizing of the 2013 rate holiday credits for each municipality within this insurance pool. The VDOE will be receiving a credit of $5,728.68.

13. Old Business

A meeting was held with the Federal Emergency Management representative relating to the declared disaster for the February 8 – 10 snow storm. The VDOE is expected to receive $6,559 from FEMA for reimbursement of expenses.

14. Other Business

The middle step on the stairs leading to the office door broke last week. The stairs were rebuilt entirely. A purchase order for $270 for the rebuilding of the steps is presented. Mark Graffam makes a motion to authorize the purchase order. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Jungfrau Pump Replacement loan options are reviewed. A 9 year repayment term would be $14,867 per year. Annual v semi-annual payments are discussed. Treasurer Dinah Reiss will be asked to amortize the annual and total loan savings between the two payment options.

Mark Graffam discusses beach cleaning. Pictures are to be taken of the beaches showing the intended area of spreading sand. Plot plans for each beach are to be included with the application. The application will be worked on for completion.

15. Public Comments

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At 4:40 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters and (e) Legal Matters. Ron Sandstrom seconds the motion. Motion is called to vote via roll call, Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

At 4:58 pm Mark Graffam makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 4:58 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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