VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING May 21, 2013

The Board of Commissioners met in the District Office on Tuesday, May 21, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (highway), Mike Cloutier and Richard Morrison of Morrison and Sylvester. The meeting was taped by Tim Hughes.

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

1. Agenda

Mark Graffam makes a motion to accept the agenda. Mike Smith seconds the motion. Mark Graffam amends Scheduled Appearances to first. Motion is called to a vote and the agenda is accepted as amended 3-0.

2. Accounts Payable

24 checks for a total of $17,290 are presented. Checks and invoices are reviewed and discussed. Mark Graffam makes a motion to approve 24 checks for $17,290. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 5/7 are reviewed. Mark Graffam makes a correction in Old Business; ‘guide’ is substituted for ‘matrix’. Mike Smith makes a motion to approve the minutes as amended. Mark Graffam seconds the motion and the motion passed 3-0.

The minutes of 5/14 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Mark Graffam seconds the motion and the motion passed 3-0.

4. Scheduled Appearances

An update on the International chassis ordered through Morrison & Sylvester is given by Mike Cloutier and Richard Morrison. The truck cannot be built as specified. The 8LL transmission has been disallowed by the engineers at Navistar. Three alternative quotes are given. An automatic transmission adds $10,000 to the price; a 2 wheel drive International sent out to be converted to an all-wheel drive by Marmon & Harrigan adds $20,000 to the price and 3 months to the production timeline. A 10 speed transmission will reduce horsepower in the truck and reduces the price $1,700. Options are discussed. Richard Morrison advises that a decision later than tomorrow afternoon may cause a production delay from the current anticipated delivery date. Mark Graffam responds that the information needs to be reviewed and it is unfair to expect a decision by tomorrow. Richard Morrison apologizes and accepts responsibility for the short time frame remaining for a decision to be made. Mark Graffam states that Morrison & Sylvester will be advised of the decision made once the information has been reviewed.

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5. Highway Department

New brushes are needed for the sweeper. Mark Graffam makes a motion to approve a Purchase Order for $240 for brushes for the sweeper. Mike Smith seconds the motion and the motion passed 3-0. Fred Gurley reports that a 12 inch culvert has been installed on the lot on St Moritz. The filler tube has been replaced on the backhoe; the machine was leaking transmission fluid. Mechanic Mike Parsons ordered the part which cost $290. Mark Graffam makes a motion to approve a Purchase Order for $290 for the filler tube for the backhoe. Ron Sandstrom seconds the motion and the motion passed 3-0. Fred Gurley states that the culvert on Forclaz has been replaced. The old culvert will be brought for scrap to the facility on Rte 41. Fred Gurley states that demo days for equipment will be held at Gunstock Mountain this Thursday, May 23. Attendance is discussed. Mark Graffam makes a motion to approve attending Demo Days. Ron Sandstrom seconds the motion. Discussion on one or both members of the Highway Department attending is held. Fred Gurley will attend. Motion is called to a vote and the motion passed 3-0. 23 Oak Ridge Rd is discussed. The area was viewed Friday by Mark Graffam and Fred Gurley. The driveway area has a swale. Six inch erosion stone is needed above the property and below the driveway. The question is raised about a second entrance to the property and if it was made through an approved Driveway Permit. This will be looked into. The opposite side of Oak Ridge Road also is in need of ditch maintenance and six inch erosion stone. Mark Graffam makes a motion to approve the purchase of six inch erosion stone not to exceed 100 ton for this area of Oak Ridge Road. Mike Smith seconds the motion. Mike Smith discusses the option of placing ditch dams; groups of 6 inch erosion stone placed a few feet apart within a ditch line. The pros and cons of ditch dams are outlined. Discussion on this project’s priority level on the list of road projects to be completed is held. Ron Sandstrom questions if this would be called a high enough priority to place ahead of other projects. This area was not identified as a priority when establishing the 2013 Road Plan. The area has been called to the attention of the District through the property owner. There is evidence of erosion above #23 but the road does not appear to be threatened. The work in the area could be completed in the fall, budget and time allowing. Mark Graffam moves to withdraw the motion on the floor. Mike Smith seconds the withdrawal and the move to withdraw passes. Ron Sandstrom makes a motion to notify the homeowner that ditch maintenance work in the area will be placed on the list; six inch erosion stone will be placed in the ditch line above and below the driveway area once the ditch maintenance is completed. The project will proceed this year if time and budget allow. If it is not completed this year, it will be on next year’s plan. Mark Graffam seconds the motion and the motion passed 3-0. The need to fabricate steel shoes for the grader is discussed. Mark Graffam would like to know what size steel pieces would be needed to minimize any cutting needing to be done here. The 4 x 8 piece of steel originally requested would be very difficult to maneuver and would need extensive time to cut. Fred Gurley responds that two 2 x 2 sheets of 1⁄2 inch steel would be needed. A quote will be obtained. Mark Graffam suggests approving the purchase of the other items on the original quote for steel needed for various equipment and projects. Mark Graffam discusses the culverts on Eidelweiss Drive. The suggestion has been received to leave the area open after replacement for at least a week to allow the area to be compacted and settle prior to paving. The area will need pavement to be applied prior to the chip sealing being completed late June. Ron Sandstrom would like to have Fred Gurley work on the review of the alternate specifications for the all-wheel drive truck and to include Travis Chick in the process, if available. Mark Graffam responds that should any questions arise, Mr. Chick will be consulted. The time line for the review is discussed. Ron

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Sandstrom suggests an additional meeting to receive the recommendations for approval. The meeting can be scheduled for 3:30 tomorrow. Mark Graffam makes a motion to meet tomorrow, Wednesday May 22, at 3:30 pm. Ron Sandstrom seconds the motion and the motion passed 3-0. A request for a culvert to be cleaned on East Bergamo has been received. This will be looked at. Mike Smith requests that the outcome be explained to the homeowner. The culvert pipe on Thusis Beach is to be cleaned. Mike Smith thanks the crew for getting the rafts placed.

6. Road Review
7. Water System Planning

Ian Hayes has reported that parts are needed for damaged curb stop valves. A list has been compiled and priced out. Mark Graffam makes a motion to approve a purchase order for $1,410.02 for curb stop valves. Mike Smith seconds the motion and the motion passed 3-0. An email has been requested to outline recent activities.

8. Warrant Articles
9. Commissioners Reports

Mark Graffam reports that 4 persons attended the canoe auction on Saturday morning, though not all at the same time. The canoes sold for $1.00 each. A meeting was held with Stewart Heath which will be discussed separately in Non-Public session.

Ron Sandstrom reports that he is still finalizing the Excel project listing. The spreadsheet will be sent for review and discussion once complete.

Mike Smith discusses swim rafts and picnic tables. Mark Graffam states that he has looked into pricing on composite picnic tables and they are cost prohibitive. Swim rafts are still being reviewed. Ron Sandstrom states that he has located a swim raft for $1,200. An attribute of this raft is that it could be expanded if desired. Mike Smith questions where a new raft would be placed and it will go at Boulder Beach. A Shore-Master swim raft model is reviewed. Mark Graffam makes a motion to purchase a Shore-Master swim raft not to exceed $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion continues. Gloria Aspinall will be asked to check the picnic tables for repair/replacement recommendations.

10. Signature Items 11. Correspondence

NH Department of Environmental Services has sent promotional materials on the State Revolving Loan Fund.

The Government Finance Officers Association is offering a seminar on small municipality compliance with the Government Accounting Standards Board (GASB) Statements.

NH Retirement System will now be issuing a Frequently Asked Questions informational sheet. NH Municipal Association NewsLink bulletin has been received.

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NH Municipal Association weekly Legislative Bulletin has been received.

12. Administration

Year to date budgets and account detail are reviewed and discussed.

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

At 4:45 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters and (c) property matters. Mike Smith seconds the motion. Motion called via roll call vote Mark Graffam yea, Ron Sandstrom yea, and Mike Smith yea, and the motion passed 3-0.

At 6:07 pm Mark Graffam makes a motion to exit Non-Public Session. Mike Smith seconds the motion. Motion called via roll call vote Mark Graffam yea, Ron Sandstrom yea, and Mike Smith yea, and the motion passed 3-0.

Mike Smith makes a motion to recess the Public meeting until 3:30 pm Wednesday, May 22. Ron Sandstrom seconds the motion and the motion passed 3-0.

As no recommendation could be made for purchase options on the all-wheel drive International; no reconvening of this meeting occurred on Wednesday, May 22.

Respectfully submitted,

Nancy E. Cole Administrator

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