VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING June 18, 2013

The Board of Commissioners met on Tuesday, June 18, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley (highway). The Public meeting was taped by Tim Hughes.

At 1:15 pm the meeting was called to order by Chairman Mark Graffam. Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3 II (a) employment matters. Ron Sandstrom seconds the motion. Motion called to vote via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

At 2:35 pm Mark Graffam makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 2:40 pm the Public 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

21 checks for $15,047.81 are presented. Checks and invoices are reviewed and discussed. The bill from Iron Mountain Water contains items that were to be charged to Northeast System Controls. The adjusted dollar amount of the check is calculated. Mark Graffam makes a motion to hold the check #1535 for completion of the work. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to void check #1538 and issue check #1549. Ron Sandstrom seconds the motion. Printing error occurs and check #1549 is not usable. Motion amended to issue check #1550 for $5,075.80 payable to Iron Mountain Water. Motion as amended is called to a vote and the motion passed 3-0.

Mark Graffam makes a motion to approve 20 checks for a total of $11,431.56. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 6/11 are reviewed. Mark Graffam makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that the new brushes have been installed on the power broom. All asphalt roads have been swept. The culverts on Eidelweiss Drive at Boulder Beach have been paved. The crack sealing has been postponed to tomorrow due to the weather. The chip sealing will

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be done in mid-July. A recommendation for using a fiber mat has been received from the chip sealing company, All-States. The report is that this new product fills cracks better and lasts longer than conventional chip sealing. Information will be requested. Fred Gurley states that recent work has included grading, culvert cleaning and ditching. Gravel was put on Lucerne to direct the water flow. Road grading will be the priority. Ditching will also be done. Potholes on the lower section of Oak Ridge Rd need to be filled. Mark Graffam will mark the areas to be filled in with asphalt. Mark Graffam makes a motion to allow up to $500 of asphalt for use filling potholes on Oak Ridge Road. Mike Smith seconds the motion and the motion passed 3-0. Bern Drive is discussed. Mark Graffam makes a motion to obtain quotes to have mortar and rubble headers built for two culverts on Bern Drive with 3” of 3⁄4” gravel to be placed over the second culvert. Mike Smith seconds the motion and the motion passed 3-0.

5. Road Review
6. Water System Planning

Engineer Paul Fluet has been asked to send 3 color copies of the water system distribution system maps from the 2005 Water System Master Plan to the office. The curb stop valve to be replaced on Altdorf is not in a location that would be damaged by snow plowing operations. This valve could be replaced without additional protection. Mark Graffam makes a motion to allow Mark Graffam to review the locations of and approve needed valve replacements if not in the roadway. Ron Sandstrom seconds the motion and the motion passed 3-0. The SCADA system is discussed. The technician is expected Thursday to complete the installation of the antenna grounds and correct the antenna locations at Summit, Jungfrau, Muddy Beach and Reinach. SCADA programmer Jason Roache is expected Friday for completion of the programming of the upgraded alarm system. The upcoming sanitary survey of the water system to be conducted by the NH Department of Environmental Services (DES) is discussed. Mike Smith makes a motion to hire Jude Devlin, Water Monitor, to clean the pump houses at $13 per hour. Ron Sandstrom seconds the motion and the motion passed 2-0-1. Mark Graffam abstained from voting.

7. Scheduled Appearances 8. Warrant Articles

The submittals for the Jungfrau Pump Skid have been received and are being reviewed by Engineer Paul Fluet and Electrical Engineer Lee Carroll.

The all-wheel drive truck is discussed. Chip Kalal of Daimler Finance will be followed up with for receipt of municipal lending option information discussed last week.

Oak Ridge Road is discussed. An area for storage of any asphalt removed during construction will need to be determined. Stewart Heath will be asked for recommendations.

9. Commissioners Reports

Mark Graffam displays a slide show of work needed to VDOE buildings throughout the District. Pump houses, the cabana building, and roads are discussed. Mark Graffam makes a motion to pay Tim Hughes $13 per hour to stain the picnic table at the scenic overlook, up to 3 hours. Ron Sandstrom seconds the motion and the motion passed 3-0.

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Mark Graffam makes a motion to include an Article for repairs and painting of the Cabana and DPW I garage on the 2014 Warrant. Mike Smith seconds the motion and the motion passed 3-0.

10. Signature Items

Letter to Code Enforcement Officer Bob Babine stating that the Commissioners do not object with the upgrades planned by AT & T at the Coleman Tower Site is reviewed. Mark Graffam makes a motion to approve and sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

NH Municipal Association has sent the NewsLink bulletin.
Granite State Rural Water Association has sent a Certificate of Membership.

12. Administration

A typographical error has been located within the Water Ordinance. A transposition of order occurs between Figure 1 Interior Valve Placement and the wording beneath it. Mark Graffam makes a motion to correct the error within the Water Ordinance. Ron Sandstrom seconds the motion and the motion passed 3-0.

A typographical error has been located within the Employee Manual. Earning of vacation within the first year has wording transposed. Mark Graffam makes a motion to correct the error on page 17 of the Employee Manual. Mike Smith seconds the motion and the motion passed 3-0.

13. Old Business 14. Other Business

Mark Graffam discusses the July 1 due date for receipt of water bill payments as a reminder of the upcoming due date.

15. Public Comments

At 4:01 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3 II (a) employment matters. Ron Sandstrom seconds the motion. Motion called to vote via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mark Graffam makes a motion to hire Larry Leonard and Amey Thomas as beach cleaners. Mike Smith seconds the motion and the motion passed 3-0.

At 4:10 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted, Nancy E. Cole; Administrator

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