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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 8, 2013

The Board of Commissioners met on Tuesday, October 8, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (highway). The meeting was taped by Tim Hughes.

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

1. Agenda

Mike Smith makes a motion to accept the agenda. Mark Graffam seconds the motion and the motion passed 3-0.

2. Accounts Payable

14 checks for $5,124.17 are presented. Checks and invoices are reviewed. Ron Sandstrom makes a motion to approve 14 checks for $5,124.17. Mark Graffam seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 10/1 are reviewed. Mark Graffam makes a motion to amend his Commissioners report on page 2 to include the name of the homeowner and address discussed and to approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department Report

Chris Weismann reports on recent activity. The corner of Grachen and Eidelweiss Dr has been restored to the survey pins. Tree limbs have been cut back along and over travel lanes. A quote for studding the winter truck tires has been received. Upper Oak Ridge has been worked on to fill pot holes. Gravel has been added to Klausen; one ton was used. The road assessment will be reviewed next week. The Top Kick will be scheduled for the front end repairs. Culverts are discussed, along with a plan for review of all culverts. Some were identified with the road assessment. The Volvo grader is discussed. Fred Gurley reports that the machine had good power and ability to cut into the roads. The information on the proposed lease arrangement will be redistributed for review. Fred Gurley and Chris Weismann are asked to submit information regarding any work or equipment that would need an article on the 2014 Warrant. Oak Ridge Road Phase 1 Construction is scheduled to begin October 15. Three week duration is anticipated for the construction. The road will be closed during active construction hours. Safety issues are discussed. Mike Smith makes a motion to have all fire extinguishers brought to the Lock Shop for certification. Ron Sandstrom seconds the motion and the motion passed 3-0. A quote for fire extinguishers for the pump houses will be requested. Mike Smith makes a motion to approve building of a rail for the air hose up to $150. Ron Sandstrom seconds the motion and the motion passed 3-0. Bolts are to be added to the storage cages to secure them.

5. Road and Driveway Review 6. Water System Planning

Meetings have been scheduled for next Tuesday with two potential water operators at 9 am and 10:30 am. The flow meter for the chemical injection system is scheduled to be installed tomorrow. An update to the electric system for the chemical injection controls has been recommended by Jason Roache and quoted at $3,600. Mark Graffam discusses the need to keep the momentary relay used to set the rates for the injection flows active. Mark Graffam makes a motion to send the information on how the chemical injection system is currently running to Engineer, Paul Fluet. Ron Sandstrom seconds the motion. Discussion ensues on the chemical operations and flow settings. Documentation on the settings of the pumps and how the pumps are activated is important. Motion is called to a vote and the motion passed 3-0. Jason Roache will be followed up with on documentation on what changes with the flow meter install. The monthly updated requested from the water monitor is discussed. The role of the water monitor as recording meter numbers is outlined. Ron Sandstrom makes a motion to have the water operator scheduled to meet with the Board of Commissioners once a month. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to meet with the water operator and water monitor the second meeting of each month. Mike Smith seconds the motion and the motion passed 3-0. The status of the water billing is discussed. There are 33 accounts with balances due. The pump received for the Chocorua Pump house was not the correct model; it is being returned and the proper pump is being ordered. An update to the cost of the new booster pump has been received. Mark Graffam makes a motion to approve an additional $600 for the purchase of the replacement booster pump for the Chocorua station. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on the replacing of the water service line for the house at 15 Jungfrau is held. The driveway has been broken up to facilitate placement of the water line. Mark Graffam makes a motion to contact the homeowner to install a channel drain for the non-compliant driveway that has caused damage to both the road and the neighbor’s driveway. Ron Sandstrom seconds the motion. Discussion on the need for quick contact as the area is under construction currently. Motion is called to a vote and the motion passed 3-0. No response has been received from the State on the loan documentation review.

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

Ron Sandstrom discusses the review of 37 Oak Ridge Road. A discussion should be held with the homeowner to the potential repercussions of rebuilding the berm. Requesting a price from the Engineer on designing drainage at 37 and 23 Oak Ridge is suggested. Mark Graffam discusses the need to review the entire road; not two properties individually as every alteration can affect the entire road.

10. Signature Items 11. Correspondence

The results of the latest pond testing have been received. The volunteers who take the samples are discussed. Ron Sandstrom makes a motion to recognize the volunteers at the Annual Meeting. Mark Graffam seconds the motion and the motion passed 3-0.

12. Administration

The tower payment has been received.
The monthly water usage report has been distributed.

The notice for the Public Hearing for the Conway Daily Sun has been drafted. Mark Graffam makes a motion to publicize the Public Hearing in the Conway Daily Sun on Wednesday. Ron Sandstrom seconds the motion and the motion passed 3-0. The content is reviewed for the ad; Storm Water Management will be added.

13. Old Business

Proposed Ordinance updates will be discussed next week.

14. Other Business

Purchase of a Ford 550 is discussed. Ron Sandstrom discusses the sander capacity of the International versus a 550 sander. A 2014 Warrant Article for replacement of the Top Kick is discussed as an option. Mike Smith makes a motion to rescind the vote to purchase a Ford 550 in 2013. Ron Sandstrom seconds the motion and the motion passed 3-0. The road grader is discussed. A draft for a Request for Proposal for Phase II of the Oak Ridge Road project will be prepared for review the end of October. Mark Graffam makes a motion to ask mechanic Mike Parsons, Mobile Mike, for an estimate of cost to evaluate the backhoe, report on anticipated repairs, and estimate the remaining life expectancy. Ron Sandstrom seconds the motion and the motion passed 3-0.

A driveway exception has been requested for a proposed driveway to be located at 11 Jungfrau. The information will be distributed for review.

Mark Graffam makes a motion to review the lot for the entrance garden for storage of snow away from the intersection and the garden. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

At 4:35 pm Mark Graffam 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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