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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING July 31, 2013
The Board of Commissioners met on Wednesday, July 31, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (highway) and Dinah Reiss, Treasurer. The meeting was taped by Tim Hughes.
[expand title="Search Text"]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 and the motion passed 3-0. The meeting will end at 3:45 pm.
2. Accounts Payable
12 checks for a total of $13,592.50 are presented. Checks and invoices are reviewed and discussed. Mark Graffam makes a motion to approve 12 checks in the amount of $13,592.50. Mike Smith seconds the motion and the motion passed 3-0.
3. Minutes
The minutes of July 16 are reviewed. Mike Smith makes a motion to accept the minutes. Mark Graffam seconds the motion. Mark Graffam adds agreement by the homeowner to the scheduled appearances section and clarifies a motion made in Non-Public Session. Motion is called to a vote and the minutes, as amended, are approved 3-0.
4. Highway Department Report
Welding quotes have been received for the Top Kick plow frame repair and the fabrication of grader shoes. Mark Graffam makes a motion to approve the welding quotes contingent upon a specification agreement for the fabrication of the grader shoes. Ron Sandstrom seconds the motion. Discussion on the grader shoes specification ensues. Mark Graffam makes a motion to amend the motion on the floor to approve the welding quotes not to exceed $2,070. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion, as amended, passed 3-0.
Fred Gurley reports the brace on the Top Kick bumper also needs to be welded. The bumper will be removed prior to next Tuesday when the welder is expected. Fred Gurley reports that the ditch work on Huttwil Dr has been completed. The International has been picked up from the repairs. The truck did not steer well and was difficult to keep in the lane of travel on the return to Eidelweiss. Nancy Cole reports that she has discussed this with the repair shop, who informed her that the issue is within the steering column and would be covered under warranty. Coastal Auto Body stated that this problem is not related to the accident over the winter. Liberty International can schedule the truck for repairs and determination if it is a warranted repair Thursday August 8. The truck would need to be towed. Mark Graffam makes a motion to have the International picked up by tow truck and brought to Liberty International in Manchester for diagnosis and repair. Mike Smith seconds the motion
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and the motion passed 3-0. Fred Gurley continues his report with the information that ditch work has also been done at the intersection of Middle Shore and Little Shore. The water leaves the road and flows to an established brook that runs along the edge of private property; water is not being directed onto the lot. The double culverts that cross the intersection have been cleaned. The area of 31 and 33 Middle Shore is discussed. A retention area for water, or a catch basin, may be needed in this area. This will be looked at. Bristenstock has been smoothed with the grader. A 3” swale had developed across the road from an unknown source. Paving of ditches along Appenvel Way is discussed. Fred Gurley states that 2 yards of asphalt would be needed. Mark Graffam makes a motion to approve up to $200 for the purchase of asphalt for the paving of ditches along Appenvel Way. Mike Smith seconds the motion and the motion passed 3-0.
The crack sealing has been completed. The second side was not done as thoroughly as the first side. This will be looked at. Mark Graffam makes a motion to contact RCH Paving to let them know that the chip seal date has been moved and they can return to complete additional crack sealing. Ron Sandstrom seconds the motion and the motion passed 3- 0. An update is anticipated for receipt on Friday as to the date the chip sealing will be completed. Fred Gurley reports that he has met with the contractor for 2 West Bergamo. The driveway will be graded and sloped to the Left side as you view the property from the street. Rip rap (6” stone) will be added at the bottom corner of the driveway to slow any water. Discussion on need for a permit, no permit needed for this work. Fred Gurley will inspect the work while being done. Mark Graffam makes a motion to approve the repair for the driveway as outlined by Fred Gurley. Ron Sandstrom seconds the motion and the motion passed 3-0. A stone header is to be built for the culvert on Bern Drive. Upper Oak Ridge Road is to be smoothed where the pavement was removed. Jungfrau Rd in the area of #14 is discussed. This area will be checked for water crossing the road from the driveway at #15.
5. Road and Driveway Review
23 Oak Ridge Road is discussed. An amended Driveway Permit for Construction is reviewed. A letter to the homeowner outlining the amended Permit is reviewed. Mike Smith makes a motion to sign the letter and amended Permit. Mark Graffam seconds the motion and the motion passed 3-0. 84 Oak Ridge Road is discussed. The homeowner has confirmed he will be available on Tues 8/6. Mark Graffam makes a motion to establish a meeting with the homeowner on site at 84 Oak Ridge Rd at 2 pm on Tuesday August 6, 2013. Ron Sandstrom seconds the motion and the motion passed 3-0.
6. Water System Planning
The pH of the water without injection of chemicals is discussed. Mark Graffam makes a motion to approve up to $250 for the purchase of an electronic pH meter. Ron Sandstrom seconds the motion and the motion passed 3-0. The curb stop valve that needs to be replaced on Lucerne is discussed. Mark Graffam makes a motion to approve the plan for replacing the curb stop valve on Lucerne and for replacement of the damaged valve at the intersection of Appenvel Way and Aspen. Mike Smith seconds the motion and the motion passed 3-0. The valve at the intersection of Appenvel Way and Aspen will be paved for protection once the replacement is complete. A repair was made to a water main break on Lakeview Drive. The Summit curb stop valve for the Lodge has been replaced.
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7. Scheduled Appearances
Treasurer Dinah Reiss has brought the loan documents for the Jungfrau Pump Skid project. The interest rate is 3.55%. Payments will be due in September and March. Discussion on having a review of the documents by Attorney Dan Crean is held. Dinah Reiss outlines that the documents must be dated the same date as signed. Application for the loan may be delayed until the engineering review information is finalized. An electronic copy of the documents will be requested for sending to the Attorney for review.
8. Warrant Articles
The Jungfrau pump replacement loan documents will be sent for review.
The all-wheel drive truck is discussed. Mark Graffam would like to consider purchase of an all- wheel drive Ford F-550 that could be set up with a light weight wing plow.
The date for the chip sealing has been postponed due to weather.
The lot on St Moritz that was opened is for use during phase 1 of the Oak Ridge Rd reconstruction project. Mark Graffam makes a motion to correspond with the water operators that they are not to use this lot for placement of construction materials. Mike Smith seconds the motion and the motion passed 3-0.
9. Commissioners Reports
Mark Graffam reports that proposals for lease of a grader are expected and will be forwarded for review.
10. Signature Items
Amended Driveway Permit for Construction for 23 Oak Ridge Rd is reviewed. Mark Graffam makes a motion to sign and send the amended permit. Mike Smith seconds the motion and the motion passed 3-0.
A letter to Chief Mullen of Madison Police thanking him for increased presence in the District and requesting beach checks and use of the radar speed trailer is reviewed. Mark Graffam makes a motion to sign and send the letter to Chief Mullen. Mike Smith seconds the motion and the motion passed 3-0.
11. Correspondence
The EPOA has requested use of the Lodge for a meeting Sunday August 4 and for the Lobster Fest on Sunday August 17.
The monthly payment for the Coleman Tower site rental has been received.
Code Enforcement Officer Bob Babine has responded to the recent correspondence to the Madison Selectmen.
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12. Administration
Two bids for the logs on the St Moritz lot have been received. Bids are opened and reviewed.
Ron Sandstrom makes a motion to accept the highest bid; $51.99 by Mark Graffam. Mike Smith seconds the motion and the motion passed 2-0-1 with Mark Graffam abstaining.
13. Old Business 14. Other Business
A draft ad for the open position within the DPW is reviewed. Ron Sandstrom makes a motion to include written and verbal reporting skills as required and place the ad in the Conway Daily Sun. Mark Graffam seconds the motion and the motion passed 3-0.
15. Public Comments
At 4:50 pm Mike Smith makes a motion to adjourn the meeting. Mark Graffam seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole Administrator
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