The Board of Commissioners met on Tuesday, October 22, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance were Fred Gurley (highway), Chris Weismann (highway), Dinah Reiss (Treasurer), and Bob Hackett of HP Fairfield. 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. Ron Sandstrom seconds the motion and the motion passed 3-0.

2. Accounts Payable

18 checks for $34,625.63 are presented. Checks and invoices are reviewed and discussed. All checks for the Oak Ridge Road Phase 1 project have been created. Check 1690, payable at the 50% completion point; and check 1691, payable upon completion will be held in the office until the construction landmarks are met. Project management for this project is discussed. Mike Smith makes a motion to notify him for verification when the contractor states the project is 50% completed. Ron Sandstrom seconds the motion and the motion passed 3-0. A check for a previously withheld amount from contractor George Fadden is discussed. Mark Graffam states that he is not in favor of paying this amount. Ron Sandstrom makes a motion to approve 18 checks for a total of $34,625.63. Mike Smith seconds the motion and the motion passed 2-1 with Mark Graffam stating he is not in favor of approving the manifest with the previously withheld funds included.

3. Minutes

The minutes of October 8 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 October 15 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department Report

Chris Weismann reports on recent activity. The salt has been ordered and delivered. Sand has been ordered from Shackford Construction. Rocks have been cleared on roadways. The safety cages have been secured. The Top Kick was brought for the front end work authorized previously. Rims and tires are discussed. A quote has been obtained for a second set of rims for the F-550. Ron Sandstrom makes a motion to purchase 6 rims for the F-550 at a cost of $1,859.10. Mike Smith seconds the motion. Discussion ensues on alternate quotes, factory prices and aftermarket pricing. At least one alternate quote should be reviewed prior to authorizing the purchase. Motion is withdrawn. A bicycle has been found in a ditch. Madison Police will be notified. Upper Oak Ridge Road and the need to repave this section are discussed. The DPW will check the area and put together an estimate for paving with the grader. Asphalt is available until mid-November through Pike Industries. Road issues as identified through the road assessment are discussed and outlined. Bern Drive needs gravel at the intersection of Huttwil Drive. Grachen Drive needs gravel. Drainage at the intersection of Grachen Drive and Eidelweiss Drive is discussed. An outline of the travel area versus the deeded road width is held. Most of the roads are approximately 20 feet for travel area with an additional 20 feet for drainage. The need to know the deeded location of all the roads is discussed. Protection of the roads and drainage is critical to protect the assets of the District. Discussion turns to actionable issues moving forward and ways to protect the roads. Creation of the storm water management plan will be needed for guidance going forward. Discussion returns to Bern Drive at Huttwil and Grachen Drive. Ron Sandstrom makes a motion to approve up to $400 of gravel. Mike Smith seconds the motion and the motion passed 3- 0. A purchase order is signed. The grader is discussed. Discussion on placing an article on the 2014 Warrant for a new grader is held. Lease terms and options are reviewed. An International Terra Star was brought to the District today so that it could be looked at. The truck was loaded with sand and driven up Oak Ridge Rd. Fred Gurley reports that the truck has good power. Discussion turns to the all-wheel drive being in the first year of production for this truck. Discussion on snow plowing and needs is held. Bob Hackett of HP Fairfield recommends that a grader be used to push snow back and to plow when the snow is heavy. Bob Hackett also states that there is not a truck available that can handle the load to move snow as well as a grader can. Prices for outfitting a 550 class truck or a Dodge 5500 class truck are distributed to the Board and reviewed. Discussion turns to the option of replacing the Top Kick in 2014. Snow plowing and areas to store snow are discussed. A map of the entrance garden lot is reviewed and discussed as an option of an area to store snow without reducing visibility to Route 113. Mark Graffam makes a motion to have the DPW propose a way of using this lot to keep snow and improve visibility onto Rte 113. Ron Sandstrom seconds the motion. Discussion on visibility to Rte 113 during snow season is held. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Ron Sandstrom voting against the motion. Mike Smith adds that visibility is not a recurring problem. Discussion turns to a recent attempt to fill some pot holes on Big Loop Rd. An improperly stored boat at Thusis is discussed. The rafts have been removed from the ponds and are stored on the beaches. The ladders and the rafts will be secured.

5. Road and Driveway Review 6. Water System Planning

The proposed Water Operator Agreement from Integrated Water Service is reviewed and discussed. Mike Smith makes a motion to sign the agreement. Ron Sandstrom seconds the motion. Discussion is held on the cancellation/termination time line. Mike Smith makes a motion to amend the motion on the floor to include amending the agreement to 60 days for termination in lieu of 30 days. Ron Sandstrom seconds the motion to amend and the motion passed, as amended, 3-0. The request for the amendment will be sent to Integrated Water Services. Discussion on billing of sub-contractors directly to the VDOE is held. Discussion on establishment of a policy that specifically addresses this issue is held. Outline of procedure is discussed. Updates recommended by SCADA programmer Jason Roache of Northeast System Controls to the electrical system controlling the chemical pumps are discussed. The update is recommended by Integrated Water Service. Ron Sandstrom makes a motion to approve the recommended updates to the electrical system for the chemical pumps. Mike Smith seconds the motion and the motion passed 3-0. Updates

for safety to the ladder entry of Oak Station and the DPW Vault as recommended by chemical injection consultant George Thomas have also been recommended by Integrated Water Service. Ron Sandstrom makes a motion to approve $300 for the ladder extension for Oak Station and the DPW Vault. Mike Smith seconds the motion and the motion passed 3-0. Discussion turns to the nature of the Water Operator, the Water Monitor position and the chemical room consultant. The services supplied by the Water Monitor and the chemical room consultant positions will now be taken over by the Water Operator. Mike Smith makes a motion to end the services of the Water Monitor effective November 1, 2013. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to end the services of the chemical room consultant effective November 1, 2013. Ron Sandstrom seconds the motion and the motion passed 3-0. The status of the water billing is discussed. Houses will be posted for turn off for non-payment this week. The Jungfrau pump replacement project loan documentation is discussed. A letter to the bank which holds the loan for the Jungfrau to Reinach Forced Main project is reviewed. Ron Sandstrom makes a motion to sign and send the letter to the Bank of NH regarding the loan documentation. Mike Smith seconds the motion and the motion passed 3-0. The new loan for the pump replacement is discussed. Treasurer Dinah Reiss informs the Board that the loan is approved; a closing date is needed to finalize the paperwork. The documents complying with the nature of the revenue portion of the loan is required. The SCADA system is discussed. This system will continue to be worked on going forward to assure that the proper personnel have access to and are alerted by the SCADA program. The engineering for the water main extension for Huttwil Drive has been ordered. Mark Graffam makes a motion to not pursue an insurance claim against Dubois & King for the Huttwil water main issue. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to send a letter to the Water Monitor and chemical room consultant thanking them for their service and notifying them of the November 1 date for ending of service. Mike Smith seconds the motion and the motion passed 3-0.

7. Scheduled Appearances

Bob Hackett of HP Fairfield appeared at the meeting and was in discussion with the Board during the Highway Report.

8. Warrant Articles
9. Commissioners Reports

Mark Graffam reports that the Madison Zoning Board of Appeals heard the case and made a decision on the requested variances for the lot at 23 Diessbach. All six variances requested were denied by a vote of 5-0. The driveway permit for construction for 32 Oak Ridge Road is discussed. The garage that has been built is on the opposite side of the house from the documentation submitted. This will be looked into. Mark Graffam suggests that the Commissioners look at 29 Grachen Drive as a new, unpermitted driveway has been constructed that may infringe on VDOE property.

Ron Sandstrom has set up a way in which to track road work by street in QuickBooks. The possibility of tracking information this way will be looked at.

Mike Smith discusses alternative energy suppliers. Mike Smith will look into options with assistance from the office.

10. Signature Items

The letter for the Bank of NH on the existing loan documentation has been signed.

The Water Operator Agreement will be amended prior to signing as discussed.

11. Correspondence

Primex has sent the 2014 Worker’s Compensation rate. The VDOE will pay a lower amount in 2014 than 2013 by $700.00

The check for the FEMA declared emergency last February has been received. The check amount is $5,808.46 and the check has been applied to reimburse the appropriate accounts in QuickBooks.

A letter has been received from the owners of 17 and 19 Oak Ridge Road. A response will be drafted.

The Town of Madison has accepted the deed for the vacant lot at 9 East Bergamo for failure to pay the taxes.

Granite State Analytical has sent the monthly bacteria test results for the water system. All results are absent bacteria.

NH Municipal Association has sent the monthly NewsLink.

Resident Bill Gargan has sent a request to include the names of the beaches on the next update to the VDOE road map and to remove the information relating to a public phone at the mailboxes.

12. Administration

An outline for the holding of a Public Hearing on Ordinances and the requirement that two such hearings be held is reviewed.

13. Old Business

Proposed Ordinance modifications are discussed. The Water Ordinance update is correction of a typographical error and acceptance of an Approval for Hook Up form. The Driveway Ordinance modifications are discussed. Drainage and the need to have a discussion with the Engineers on this subject are outlined. The Engineers are available to meet with the Board next week. Mark Graffam makes a motion to hold the proposed updates to the Driveway Ordinance for discussion with the Engineers. Mike Smith seconds the motion and the motion passed 3-0. A time for the meeting with the engineers is discussed. Ron Sandstrom suggests meeting separately with them to allow for focus on that discussion only. The meeting will be set for 10 am on Tuesday 10/29. The ability to continue this Saturday’s Public Hearing is outlined. Ron Sandstrom would like to schedule another hearing when the documentation is ready. Mark Graffam makes a motion to place an Article on the 2014 Warrant for establishment of a Storm Water Utility commission pursuant to RSA 149i. Ron
Sandstrom seconds the motion and the motion passed 3-0. Discussion turns to the potential need to have a meeting where both the engineers and legal counsel are present. This will be determined following next week’s meeting with the engineers. Mike Smith discusses the potential need to include a requirement for the checking of backflow prevention devices by homeowners in the Water Ordinance. This will be discussed with the new Water Operator.

14. Other Business

Discussion on 9 Eidelweiss Drive and possible encroachment onto VDOE property is held. Ron Sandstrom outlines the need for an action plan to be developed. Prescriptive easements and use of prescriptive easements are discussed. Discussion on development of a policy or procedure that could be consistently applied in these situations so as to create a standard mode of operation going forward is held. Mike Smith makes a motion to request a copy of a certified plot plan from the owners of 9 Eidelweiss Drive. Ron Sandstrom seconds the motion. Discussion ensues on the need for legal guidance and a determination of procedure prior to requesting a plot plan. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Mark Graffam against the request until legal guidance is obtained.

A request for a day off has been received from Chris Weismann. The request is approved and signed.

15. Public Comments

At 5:20 pm Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator
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