2013-09-17 Commissioners Meeting

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING September 17, 2013

The Board of Commissioners met on Tuesday, September 17, 2013. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Gloria Aspinall (resident). The meeting was taped by Tim Hughes.

[expand title="Search Text"]At 2:30 pm the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to accept the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0.

2. Accounts Payable 3. Minutes

The minutes of 9/10 are reviewed. Mike Smith amends the minutes to include the statement that there is no benefit to the District in pursuing water operator classes and to approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of 9/14 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Highway Department Report

The work completed last week is reviewed. Work remaining to be completed includes the culvert at Thusis Beach and to repair the broken edge of the culvert across from 68 Eidelweiss Drive. The ditch along Lugano has been reported to be blocked and is to be checked. The culvert on East Bergamo is to be cleaned. A Volvo grader has been scheduled to be in the District next week. The Attorney will be checked with for potential issues arising from this demonstration. Ron Sandstrom makes a motion to approve the demonstration of the Volvo grader provided there are no liability or legal objections. Mike Smith seconds the motion and the motion passed 2-0. A change order for correction of the footage to complete the chip sealing of Appenvel Way has been received. Mike Smith makes a motion to approve the change order for an additional $1,221. Ron Sandstrom seconds the motion and the motion passed 2-0. Phase 1 of Oak Ridge Road and the hearing from Sept 14 are discussed. Gloria Aspinall outlines the meeting and presents the minutes. The rip rap is causing some concern for residents. Alternatives were suggested at the hearing. Ron Sandstrom summarizes the concerns as he heard them and presents suggestions for responses to the abutters. The suggested responses are reviewed and discussed. Questions to be sent to the engineer for response are outlined. A review of the design for impact to the property at 34 Eidelweiss Drive is done. There will not be movement towards the property, and the homeowner’s privacy trees will not be affected. Mike Smith makes a motion to send the questions to Engineer Paul Fluet with a request for response within 2 weeks. Ron

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Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have a letter drafted in response to concerns to be sent to the abutters and attendees ready for the October 1 meeting. Ron Sandstrom seconds the motion and the motion passed 2-0. Stewart Heath of R. L. Heath & Sons will be thanked for his patience during this hearing process and informed that the project will not be scheduled until after October 1. The new homeowner of 9 Eidelweiss Drive has sent notice of intent to have survey markers added to the corner of Eidelweiss Drive and Grachen and has requested that the corner be squared off. Throughout years of plowing, grading, and road maintenance, the property owner believes that the survey markers will show that the roadway has been rounded off in a manner detrimental to his property. The homeowner will notify the office upon placement of the pins and the DPW workers will be asked to review the area.

5. Road and Driveway Review 6. Water System Planning

Mike Smith makes a motion to ask Scott Hayes of Iron Mountain Water to schedule the installation of the new booster pump for the Chocorua Station. Ron Sandstrom seconds the motion and the motion passed 2-0. Scott Hayes of Iron Mountain Water will also be asked if he will schedule the previously approved installation of the gate valve box on Appenvel Way and the curb stop valve on Lucerne Dr. Confirmation that Scott Hayes has received the new booster pump for the Chocorua Station has been received. Ron Sandstrom makes a motion to approve the check held last week for R. E. Prescott in the amount of $2,338 for the pump. Mike Smith seconds the motion and the motion passed 2-0.

The chemical injection pumps are back on line. The flow meter has not been installed as an incorrect attachment was shipped. Jason Roach of Northeast System Controls is working with the vendor to obtain the correct parts. Charges for NSC transportation will be checked for additional billing when the correct parts are installed.

The new curb stop valve for 6 Huttwil Drive will be installed Thursday. This hook up was approved last spring. Water valve information that was on disk has been transferred to email format and will be distributed. The status of the initial contact information so as to obtain a new water operator is discussed. Iron Mountain Water will be asked to grant a one month extension prior to their resignation. The supervisor at the Department of Revenue will be contacted for an update on the status of the loan document review for the Jungfrau pump replacement.

7. Scheduled Appearances 8. Warrant Articles
9. Commissioners Reports

Ron Sandstrom makes a motion that all changes to the website be handled in the office so that a single copy exists. Mike Smith seconds the motion and the motion passed 2- 0. Ron Sandstrom makes a motion to have the Water Monitor report on the status and findings to the Board of Commissioners in writing and in person on a monthly basis with the in person report being payable at the station visit rate. Mike Smith seconds the motion and the motion passed 2-0.

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10. Signature Items

The letter to the homeowner of 23 Oak Ridge Road has been amended as discussed last week. The letter is signed.

11. Correspondence

The deed for 6 St Moritz has been received from the Registry of Deeds.

NH Department of Environmental Services (DES) has forwarded the results of the Volunteer Lake Assessment testing of the Pea Porridge Ponds.

PSNH has notified the office that they will have a crew removing a large tree recently struck by lightning from Little Loop Rd.

NH DES is accepting applications for grants for small water system asset management planning.

The Property-Liability Trust has sent notice refuted a story in the paper recently.

Rockhouse Mountain has sent abutter notification to a project to set a new well for the Association.

12. Administration

The payroll report is presented. Report and time cards are reviewed. Mike Smith makes a motion to approve payroll at $6,359.92. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Department of Revenue MS-34 and MS-35 are reviewed and discussed. The MS-34 allows the Commissioners the option of using Unassigned Fund balance to offset the tax rate. Mike Smith makes a motion to have the office produce the estimated tax rates using $10,000 increments of Unassigned Fund balance to offset the rate. Ron Sandstrom seconds the motion and the motion passed 2-0.

13. Old Business

The ad for part time snow plow positions was in the Conway Daily Sun Saturday.

14. Other Business

The application for a variance for 23 Diessbach Drive has been picked up from the Town of Madison. The application will be sent to Attorney Dan Crean for review.

The office is need of having the floor cleaned. Mike Smith makes a motion to approve up to $150 for office cleaning. Ron Sandstrom seconds the motion and the motion passed 2- 0. A quote for office cleaning on an annual basis will be obtained.

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Mike Smith makes a motion to obtain the speed trailer from Madison Police for use on Columbus Day weekend. Ron Sandstrom seconds the motion and the motion passed 2- 0.

15. Public Comments

Gloria Aspinall thanks the DPW for the cleaning of the culvert at her property that had filled with road materials; the EPOA for the maintenance of the gardens; and Commissioner Mark Graffam for stepping up to the plate and helping out when it was most needed.

At 3:55 pm Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. Ron Sandstrom seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to send letters for part time employment to returning employees Kelly Robitaille; Paul Costello; and Jon Eldridge and a part time offer letter for new part time employee Kevin Thomas. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to extend part time employee Jon Eldridge through September 27, 2013. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 4:07 pm Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole Administrator

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