VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING June 25, 2013

The Board of Commissioners met on Tuesday, June 25, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley and Billy McAdams (highway). The meeting was taped by Tim Hughes.

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

1. Agenda

Ron Sandstrom makes a motion to accept the agenda as presented. Mike Smith seconds the motion and the motion passed 3-0.

2. Accounts Payable 3. Minutes

The minutes of 6/18 will be reviewed next week

4. Highway Department

23 Oak Ridge Road is discussed. The existing driveway has been blocked off. A new driveway is being used. A new driveway was not permitted for this location. The homeowner has also been working in the ditch lines along Oak Ridge Rd. Drainage through the area is discussed. The landscaping done at this property is well within the VDOE right-of-way. Fred Gurley reports that there is cobblestone placed within an area that may be hit by a wing plow. Correspondence to the Homeowner is discussed. Mark Graffam makes a motion to ask Code Enforcement if a building permit was issued and to notify the homeowner that the Commissioners are in receipt of his email and to please schedule an appearance. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ditches have been cleaned along Big Loop and Middle Shore. Little Shore, Middle Shore, Big Loop and Interlaken have been graded. The driveway at 2 West Bergamo has washed out the end of West Bergamo at Middle Shore. Mark Graffam makes a motion to address this issue. Ron Sandstrom seconds the motion. Mark Graffam discusses the ability to create a negative grade at the roadway. Billy McAdams suggests a ditch along the driveway, beyond the VDOE right-of-way, to direct water to the culvert. Notification to the homeowner is discussed. Motion to address the issue is called to a vote and the motion passed 3-0. Mark Graffam discusses sending a registered letter to the homeowner giving a two week time limit for a response with a commitment to take action or the VDOE will take action to protect the roads from non-conforming driveways. Ron Sandstrom discusses creation of a process that persons could follow. Mark Graffam makes a motion to send a letter requesting the homeowners schedule an appearance within two weeks or the District may fix the problem at the homeowner’s expense. Ron Sandstrom seconds the motion and the motion passed 3-0.

Grading and raking are discussed. Not all roads need to be graded; the dead ends could be raked. Fred Gurley reports that the end of Blinden has been ditched. The backhoe was used

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to clean and work the ditches. The moldboard on the grader was also used to clean ditches. The top of Oak Ridge Rd where the pavement was removed is to be worked on. The ditches may need to be asphalt in this area. This will be reviewed to develop a plan for ditching the area. The work on Middle Shore and Grison has been completed. Priority development for work is discussed. The spreadsheet developed by Ron Sandstrom will be updated. Work for this week for the highway crew is to include upper Oak Ridge Rd, Huttwil, Bern, Como, St Moritz, Basil and Chocorua View for smoothing and raking. Diessbach will be shaped and reviewed for a detailed repair plan to be developed. Porridge Shore, Interlaken and Altdorf will also be raked. Brush cutting will be done to fill in any down time. This is best completed Friday and Monday mornings for easiest disposal of the debris. The speed bumps are to be put in.

5. Road Review

The developed spreadsheet will be worked on going forward. Organizing the work to be completed in a usable spreadsheet is a goal. The ditching recently reported to have been completed on Lucerne is focused on one area, not the entire road. The ditches on Bern Drive that were created below the culvert levels are discussed. Changes to drainage in any area can lead to unforeseen issues arising in the future. The culvert at 68 Eidelweiss Drive is discussed. This could be repaired with a cemented header installed. This may be listed as a fill in project for the highway department, as it is not a high priority at this time.

6. Water System Planning

The work for the replacement of the curb stop valve on Altdorf scheduled for today has been postponed to tomorrow due to a family issue with the contractor. Mark Graffam makes a motion to approve the replacement of the curb stop valve at the Summit. Mike Smith seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to have permission to authorize the replacement of the curb stop valve on Lucerne, provided it is not within the right-of-way. Ron Sandstrom seconds the motion and the motion passed 3-0. Mapping of valves within the District is discussed. The original Master Plan for the Water System has been located as have the original maps that were part of this Plan. Scott Hayes, Water Operator, will be sent the proposal form Garside Construction for review and asked for input on any special precautions to be taken while working in and around the pump stations. Scott Hayes will be asked to notify NH DES of the planned work, including the Jungfrau Pump Skid, if pertinent to the scheduling of the upcoming Sanitary Survey for the water system. Mark Graffam makes a motion that the communication with Scott Hayes be in writing. Ron Sandstrom seconds the motion and the motion passed 3-0. An electric surge occurred at the office on Sunday, June 23 at 6:30 pm. The DPW SCADA unit, phone system and primary office computer were damaged. Mark Graffam makes a motion to allow up to $700 for a new PC from the Office Equipment Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Scheduled Appearances 8. Warrant Articles

A follow-up on the status of the review of the submittal data for the manufacture of the Jungfrau Pump skid will be requested from Engineer Paul Fluet.

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No information has yet been received from Daimler Finance on the options available for lease of an all-wheel drive Western Star truck. Mark Graffam makes a motion to follow up with Bob Hackett of HP Fairfield for the offered contact information of an alternative finance option. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Commissioners Reports

Mark Graffam reports on the recent situation of issuing a driveway permit and then learning the final plan of the construction. Additional details are to be collected. Mark Graffam makes a motion to send the Town Administrator a letter regarding the practice of issuing building permits prior to approval of a driveway permit. Enforcement of the Zoning Ordinance is needed. Administrator Nancy Cole states that said letter is already approved and in process of drafting. Motion not acted upon. Discussion on enforcement of Ordinances and Regulations is held. Ron Sandstrom makes a motion to request Madison Police drive the roads of Eidelweiss at least one day per week and to increase the overall Police presence within the District. Mark Graffam seconds the motion and the motion passed 3-0. Discussion on referring residents to appropriate personnel, both within the Town of Madison and the State of NH Departments, such as the Department of Environmental Services (DES) is held.

10. Signature Items 11. Correspondence

NH DES has sent information on a grant program for leak surveys.

Local Government Center (LGC) Health Trust will be distributing surplus funds as required during the month of August, 2013.

A new tax on employer’s who offer health insurance to their employees (PCORI) is going into effect on July 1, 2013. LGC Health Trust will be filing the required fee and paperwork on behalf of members within the HealthTrust; VDOE is a member.

NH Municipal Association has sent the weekly Legislative Bulletin. Two webinars will be offered in July on aspects of RSA 91-A; the Right to Know law.

12. Administration

The payroll report is presented. Report and time cards are reviewed. Mark Graffam makes a motion to approve payroll at $5,781.12. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business 14. Other Business

The purchase of a new computer has been authorized.
Ron Sandstrom makes a motion to consolidate the printers within the office. Mark Graffam

seconds the motion and the motion passed 3-0.

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Business cards are a useful means of giving information and the office currently does not have a supply. Cards can be ordered for shipping cost only from Build-A-Sign. Ron Sandstrom makes a motion to authorize purchase of business cards. Mark Graffam seconds the motion and the motion passed 3-0.

15. Public Comments

At 5:00 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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