VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING January 2, 2013

The Board of Commissioners met in the District Office on Wednesday, January 2, 2013. In attendance were Commissioners Ralph Lutjen and Mark Graffam. Also in attendance was Fred Gurley (highway). The meeting was taped by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Ralph Lutjen.

1. Agenda

Ralph Lutjen makes a motion to accept the agenda. Mark Graffam seconds the motion and the motion passed 2-0.

2. Accounts Payable

18 checks for $11,221.50 are presented. Checks and invoices are reviewed. Discussion on cash flow and the Unassigned Fund Balance is held. Ralph Lutjen makes a motion to approve 18 checks for $11, 221.50. Mark Graffam seconds the motion and the motion passed 2-0.

3. Minutes

The minutes of 12/18 are reviewed. Mark Graffam corrects the dollar amount of the printer to $339. Ralph Lutjen makes a motion to accept the minutes as amended. Mark Graffam seconds the motion and the motion passed 2-0.

4. Highway Department

Plowing has been done for storms as well as sanding and salting of roads. The shift set up of one full time employee and one part time employee worked well. Two 12 hour shifts were established. The crew has been winging back snow banks and opening intersections. The wing plow for the Top Kick needs to be welded. The new F-550 is working great. Deliveries of salt and sand have been received to refill the salt shed tent. High demand for materials has slowed the delivery times. Recently took 10 days for an order to be received. Very few road issues were called in. The crew will continue to wing back and work on equipment so as to be ready prior to the next storm. The International is being used to wing back the roads. The use of the pick-up truck during a recent storm is questioned. The pick-up was seen travelling faster than desired. This will be discussed with all personnel. The pick-up will not be used going forward and will be cleaned up for the intended sale of the truck. The details of the truck will be put together for creation of the ad to sell the truck. The truck will be sold for a fixed price; not a sealed bid. The snow plow policy calls for the water stations to be shoveled once the roads have been plowed. Discussion on having a part time employee shovel the stations prior to plowing the roads is held. The water budget would be charged for the reported shovel time required to clear the stations. This would keep the accounting clean between the budgets.

The taxpayer sand pile is to be kept up. The welder will be in to view the sander rack set up. An estimate will be put together for attachment of the beams and plates to the poles.

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5. Road Review

The dollar amount of the road plan for 2013 is to be finalized. The intended road plan projects will be listed out for the upcoming hearings. Proposals are expected for the Oak Ridge Road article.

6. Water System Planning

The information received from legal counsel regarding the use of assessments to charge vacant lots for the water system will be made available for the Public Hearing the end of the January. Counsel has advised that assessments are not to be used in this manner as it is neither proper use of the assessment nor defensible in a court of law. Placing assessments would also be linked to establishment of a plan to be able to supply water to all vacant lots. The water hook up fee is $8,000 and profits more than what would be charged by an assessment.

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

Ralph Lutjen reports that he has delivered the printer to White Mountain Community Health Center and was thanked for the donation. The printer will be used and fills a need for the center. The contract for the water system operators has been reviewed. Some suggested changes to the contract have been listed. This will be discussed further.

Mark Graffam discusses the new sump pump at Reinach. The new pump leaves water on the floor. The water operators have checked this and stated that the sump pump is working properly. This will be discussed with the water operators. The Muddy Beach check valve failed over the holiday weekend. The flood alarm has not been fixed and did not go off. All flood alarms in all pump houses must be operational. This will be looked into. All paint that had been stored in the Chemical Room has been moved to DPW II for storage. Mark Graffam discusses funding for the completion of the sander rack behind DPW I.

10. Signature Items 11. Correspondence

The counter-signed health insurance renewal has been received from LGC HealthTrust. The 2012 Wage and Benefit survey is available on line from the NH Municipal Assoc. The NH Dept of Transportation has sent the 2013 Unleaded Fuel price list.
12. Administration

The year to date budgets for 2012 are reviewed. Expenditures are reviewed and discussed.

Mark Graffam makes a motion to use the line items for engineering and telemetry system within the water budget prior to charging expenses to the Water Extension Fund. Ralph Lutjen seconds the motion and the motion passed 2-0.

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Mark Graffam makes a motion to change the title of the Monitoring expenditure line item within the water budget to Monitoring and Chemical Room and to charge 2013 payroll expenditures for part time employee George Thomas to this line item. Ralph Lutjen seconds the motion and the motion passed 2-0.

The 2013 proposed budget line items are reviewed.
The Jungfrau to Reinach Bond Payments will be charged to the remaining project funds and will be reduced to zero for the 2013 budget year.
The 85/15 split for the Administrator and the Board of Commissioners will be reinstated for the proposed 2013 budgets as the Legislative Body voted for this split last year.

Mark Graffam makes a motion to decrease the part time highway line item by $3,000 for the proposed 2013 budget and to increase parks and recreation by $3,000. Ralph Lutjen seconds the motion and the motion passed 2-0.

At 10:50 am a 3 minute recess is taken.

The 2013 Warrant for the Annual Meeting is reviewed. Article 1 – election of officers
Article 2 – Bond for the Jungfrau pump replacement Article 3 – Highway/Operations budget

Article 4 – Ralph Lutjen would like to use $40,000 for the 2013 Road Plan number This will be updated.

Article 5 – replacement of the 2010 International with an all-wheel drive truck Article 6 – lower Oak Ridge Road reconstruction
Article 7 – chip sealing of Eidelweiss Drive and Appenvel Way to Jungfrau Article 8 – Water Budget

Article 9 – usage of water fund extension account Article 10 – driveway referendum question

13. Old Business
14. Other Business 15. Public Comments

At 11:06 am Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) to discuss an employee matter. Mark Graffam seconds the motion. Motion called to vote via roll-call; Ralph Lutjen yea, Mark Graffam yea and the motion passed 2- 0.

At 12:45 pm Ralph Lutjen makes a motion to adjourn the meeting. Mark Graffam seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole Administrator

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