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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING July 9, 2013
The Board of Commissioners met on Tuesday, July 9, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (highway) and Bob Ingram, EPOA President. The meeting was taped for Madison TV.
[expand title="Search Text"]At 2:30 the meeting was called to order by Chairman Mark Graffam.
1. Agenda
Mike Smith makes a motion to accept the agenda as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
2. Accounts Payable 3. Minutes
The minutes of 6/18 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of 6/21 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of 6/25 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of 7/2 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Mark Graffam seconds the motion and the motion passed 2-0-1. Ron Sandstrom abstained.
4. Highway Department Report
Fred Gurley reports that Eidelweiss Drive was graded and treated with calcium chloride. Some gravel was added to Little Loop. This project is not yet completed. Ditching was done on Huttwil Dr. Discussion is held on assistance for the remaining highway worker during vacations; Billy McAdams is on vacation this week. Coverage will be planned for in the future. One of the canoes marked for improper storing has been removed. The other will be confiscated tomorrow morning. Mark Graffam will assist Fred Gurley with this. The rope for the American Flag will also be worked on so as to be able to raise the Flag again. Ditching and grading will be done for the remainder of the week. Middle Shore is discussed. The recent work completed is already showing signs of damage from the driveway at #2 West Bergamo. A buried and blocked culvert near #30 Middle Shore will be looked at. The crack sealing of Eidelweiss Dr and Appenvel Way has not yet been completed due to the weather. The chip sealing is scheduled for the third week of August. The speed bumps have been put in place near Boulder Beach.
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5. Road and Driveway Review
Non-conforming driveways which do continuous damage to the roads they abut are discussed. A list of driveways will be put together for review. 10 Upper Lakeview will be included on this list. Driveway standards and the right of way are discussed. 23 Oak Ridge Rd is using a new driveway for which no permit has been applied for. The Homeowner has sent in a Permit Application, however it is incomplete. A letter has been drafted in which a complete application, including fee, is requested. Mark Graffam makes a motion to sign and send the letter to the homeowner of 23 Oak Ridge Rd. Mike Smith seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to schedule a conference call with Attorney Dan Crean. Mike Smith seconds the motion and the motion passed 3-0.
A potential fix for Upper Lakeview Drive is discussed. Ron Sandstrom makes a motion to include an option for homeowners to call in for attendance to a Commissioners meeting regarding driveway matters. Mark Graffam seconds the motion and the motion passed 3-0.
6. Water System Planning
The curb stop valve for 18 Lucerne has been located. The valve is not in the road, but is close to the driveway. Mark Graffam makes a motion to approve the replacement of the curb stop valve at 18 Lucerne Dr by Iron Mountain provided a plan for the replacement is submitted prior to the work being done. Mike Smith seconds the motion. Discussion on landscaping placed boulders near the valve and the need to protect the valve is held. Motion is called to a vote and the motion passed 3-0.
7. Scheduled Appearances
Bob Ingram, President of the Eidelweiss Property Owner’s Association (EPOA), has attended the meeting to review and discuss the recent Firewise presentation given at the Lodge by Ranger Bob Boyd. Discussion on VDOE participation in the program is held. Evaluation of properties around the District by Bob Boyd would be scheduled and plans of action would be developed for the properties. Sharing of the results of an evaluation would be requested. Participation of an individual homeowner is not mandatory, but with the potential risk of fire getting out of control on one of the ridge lines, participation is recommended. A letter has been developed by the EPOA and submitted to the Board for review. The EPOA would like the letter to be sent by the Commissioners to homeowners. Mark Graffam makes a motion to thank the EPOA for holding this presentation and that the VDOE spearhead the program with the EPOA Board. The letter will be sent and the program moved forward. Ron Sandstrom seconds the motion. Discussion on possible costs related to certifying participation in the program v release of information about the program is held. Motion is called to a vote and the motion passed 3-0.
8. Warrant Articles
Mike Smith makes a motion to request response to the Engineer’s submittal review from R. E. Prescott by Friday, July 12. Ron Sandstrom seconds the motion and the motion passed 3-0.
Options related to financing or purchase of an all-wheel drive truck is being looked into.
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9. Commissioners Reports
Mark Graffam has located a book downstairs that shows many of the valve locations and main water line locations throughout the District. The existence of this book was referenced to Mark Graffam by former Commissioner Gloria Aspinall. Maps can be created with this information. The logs remaining from the opening of the VDOE lot on St Moritz are discussed. Mark Graffam makes a motion to offer the logs to VDOE property owners for high bid. Bids are to be received by July 23rd. Logs will need to be removed by Aug 9th. Logs not removed by Aug 9th will be forfeited. Mike Smith seconds the motion and the motion passed 3-0.
Mark Graffam reports on the current status of the water system systems and stations. Progress is being made cleaning the stations by water monitor Jude Devlin. The flow meter for the DPW well and the relay switch which engages the chemical feed pumps are not functioning. The pH level has reduced slightly to 7.0 at the Jungfrau tank. The pH will be watched as the issue is worked on by electrician Brian Bailey and Engineer Paul Fluet.
Manual operation to inject the chemicals could be done if necessary.
Ron Sandstrom states that he received complaints regarding soft asphalt remaining after the work to fill the potholes on Oak Ridge Rd.
Mike Smith reports on the large number of persons noted to be in the District and on the beaches over this past weekend.
10. Signature Items
The letter to the homeowner of 23 Oak Ridge Rd has been accepted and signed previously.
A letter to the homeowners of #2 West Bergamo regarding the properties driveway is presented. Mark Graffam makes a motion to sign and send the letter to the homeowners of #2 West Bergamo and to include the option of telephonic attendance at a meeting. Mike Smith seconds the motion and the motion passed 3-0.
A letter to the Town of Madison Board of Selectmen relating to Code Enforcement is presented. Mark Graffam makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.
11. Correspondence
Granite State Analytical has sent the results of the July bacteria testing for the water system. The results are negative for bacteria.
The Local Government Center has created new websites and new contact information as the next step in the separation of the Property-Liability Trust and the Health Trust.
The NH Municipal Association has forwarded the Legislative Bulletin. This bulletin outlines a bleak picture for the condition of NH roads as outlined by the NH DOT based on the actions of the Legislature this year when striking down additional revenue streams to fund bridge and road work.
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12. Administration
The payroll report is presented. Report and time cards are reviewed. The report will be further discussed in Non-Public Session.
The status of water bills and a list of accounts that are being invoiced the $50 late fee are reviewed. Mark Graffam makes a motion to add the report to the minutes of this meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Water billing status report:
3,500.00 billed for late fees
21,416.75 overdue in water fees
6,149.00
overdue from 31,065.75 total
2013 only outstanding bills
The year to date budgets and financial information of the first half of 2013 are reviewed. The budgets are within normal ranges for this time of year.
13. Old Business
The water craft that were marked to be confiscated due to improper storage are going to be removed.
14. Other Business 15. Public Comments
At 4:16 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters, (b) hiring of an employee and (c) matters of reputation. Mike Smith seconds the motion. Motion called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.
Motions and votes of Non-Public session:
Mark Graffam makes a motion to notify Highway Personnel that no flex time is allowed without approval and to create a second notification to Foreman Fred Gurley for unauthorized time absent. Mike Smith seconds the motion and the motion passed 2-1.
Mark Graffam makes a motion to approve the payroll report at $4,937.12. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to have Mike Smith discuss hours and work to be done with the beach cleaners. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to issue payments for services to Iron Mountain and George Fadden subtracting all charges incurred for the work at 21 Grison Rd. Mark Graffam seconds the motion and the motion passed 3-0.
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At 5:30 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole Administrator
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