2013-10-29 Commissioners Meeting

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 29, 2013

The Board of Commissioners met at 2:30 pm on Tuesday, October 29, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam (arrived late) and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (highway), Mike Ouellet of Chadwick- BaRoss and Treasurer Dinah Reiss.

[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

6 checks for a total of $37,190.27 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to approve 6 checks for a total of $37,190.27. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of October 22 are reviewed and discussed. Ron Sandstrom makes a motion to approve the minutes as presented. Mark Graffam seconds the motion and the motion passed 3-0.

4. Highway Department Report

Recent work is outlined and discussed. Additional trees have been cut in the lot on Saint Moritz to make room for the materials from the Oak Ridge Road construction. Bern and Huttwil intersection will be worked on this week. A quote for rims has been received from Frechette Tire at $1,200. Ron Sandstrom makes a motion to purchase the rims from Frechette Tire. Mike Smith seconds the motion and the motion passed 2-0. The new tires ordered will be mounted on the rims for pick up. Upper Oak Ridge has been reviewed. The area in which the paving is needed measures 370 feet x 25 feet. To include the swales would increase the width to 31 feet. Asphalt has been priced at $11,900 for placement of 3 inches compacted to 2.5. The cost has been calculated at $15,075 including rental of a compacting roller. The quote received is not comparable as the footage quoted is different than calculated. Discussion on grader paving this year is held. Discussion on paving swales and the VDOE Road Standards document is held. The document will be reviewed for needed updates to current standards. Ron Sandstrom makes a motion to not proceed with grader paving this year and to place the project on the 2014 Warrant for completion early next year. Mike Smith seconds the motion. Mike Smith recommends that the water lines be considered for replacement with this project. Motion is called to a vote and the motion passed 3-0. Mike Ouellet of Chadwick-BaRoss discusses the proposed grader lease. The machine will take 60 – 90 days to manufacture including the outfitting of the snow plow equipment completed at Chadwick-BaRoss. The pricing for the machine and the options

desired are reviewed and discussed. The lease terms are discussed, including the inclusion of a non-appropriation clause. Service and warranty are outlined and reviewed. Mike Ouellet will send a revised quote including options discussed for tires and lights. Mike Smith questions when the VDOE machine would be taken for the trade in and is informed that the machine would be picked up when the Volvo machine is delivered. Ron Sandstrom outlines the meeting of earlier today with the engineers and updates the construction status on Oak Ridge Road. A quote for review of the backhoe has been received from Mike Parsons at $400. Ron Sandstrom makes a motion to allocate up to $400 to have Mike Parsons of Mobile Mike’s review the backhoe and prepare an estimate of foreseeable repairs. Mark Graffam seconds the motion and the motion passed 3-0.

5. Road and Driveway Review 6. Water System Planning

The status of the water system is outlined and discussed. Mike Smith makes a motion to apply for the NH DES Asset Management Grant for $25,000. The matching grant funds of $12,500 will be allocated from the Water Extension Fund and the application will include $2,800 for the Panasonic GIS mapping tablet. Ron Sandstrom seconds the motion and the motion passed 3-0. A quote for curb stop valve parts needed has been received. Mike Smith makes a motion to approve $1,434.83 for the purchase of curb stop valves. Ron Sandstrom seconds the motion and the motion passed 3-0. Ray Seeley of Integrated Water Services will be in attendance next week. The Huttwil water main extension RFP specifications will be completed by Paul Fluet Associates, a division of Dubois and King.

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

Mark Graffam discusses new construction of a driveway to 29 Grachen Drive. The new and unpermitted driveway appears as if it may encroach onto the VDOE Bridal Path and may undermine the water main that travels within the Bridal Path. 32 Oak Ridge Road is discussed. A new driveway was constructed at this location. A construction permit exists for paving of an existing driveway; not creation of a new one. The permit does call for a negative grade from the roadway. Driveways and permits in general are discussed. Timing and priorities are reviewed. 10 Upper Lakeview is discussed. No Permit for Operation is on record for this driveway. Discussion on following up on issues and handling issues as in a timely fashion is held. Focusing on road damage as a priority and enforcing Ordinances is crucial for the VDOE. The proposed changes to the Driveway Ordinance are discussed. Mark Graffam states that he is not in favor of establishing cost split for correction of a driveway that is causing road damage. Each situation should be reviewed and negotiated. Mark Graffam adds that he is in favor of the proposed wording changes to the Ordinance that Ron Sandstrom has drafted. The review of the proposed changes and the Engineer’s suggestions on them will be reviewed next week. Mark Graffam outlines that the difference between the issue on Upper Lakeview and Grachen is that the construction on Grachen may encroach upon and threaten the forced water main.

Ron Sandstrom discusses the employees’ authority level for spending, which has been at $100 for many years. Ron Sandstrom makes a motion to increase the authority level to $200. Mark Graffam seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have the outhouses at Geneva Beach, Eidelweiss Beach, Boulder Beach and the pump house at Muddy Beach estimated for repairs. Mark Graffam seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the monthly water testing performed by Integrated Water Services. Ron Sandstrom seconds the motion. Discussion on the need to verify the testing lab used by Integrated Water Services is held. Mike Smith makes a motion to table the motion on the floor for additional information. Motion to table seconded by Ron Sandstrom. Mike Smith reviews the Safety Meeting held last week. The salt shed door is to be looked at by White Mountain Overhead Door. A rock leaning against a tree in front of 27 Middle Shore will be looked at for removal.

10. Signature Items

A letter requesting Treasurer Dinah Reiss establish a new account to be called the Oak Ridge Road Phase I Retainage Account is presented. The letter is reviewed and discussed. Mark Graffam makes a motion to sign the letter for the establishment of the new account. Ron Sandstrom seconds the motion and the motion passed 3-0.

The contract for the services of Integrated Water Services as licensed water operator is reviewed. Ron Sandstrom makes a motion to sign the contract for services of Integrated Water Services as licensed water operator. Mike Smith seconds the motion and the motion passed 3-0.

A Transfer of Funds Authorization for transfer of the approved budget dollars from the Water Usage Fund to the Operating Account is reviewed. Ron Sandstrom makes a motion to sign the letter requesting the transfer of funds. Mark Graffam seconds the motion and the motion passed 3-0.

11. Correspondence

Health Trust has sent the renewal information for the health insurance. Notice of a 2014 Contribution holiday has also been sent.

Health Trust has sent information on openings on the Board of Directors and a request for submission of candidate information.

12. Administration

The payroll report is presented. Report and time cards are reviewed and discussed. Mike Smith makes a motion to approve payroll at $4,730.12. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business

Ron Sandstrom makes a motion to correct the typographical errors within the Water Ordinance. Mark Graffam seconds the motion and the motion passed 3-0.

Storm water management is discussed. Engineer Paul Fluet will be submitting a proposal on the cost of creation of a Storm Water Management Policy.

14. Other Business

An estimate for placement of a motion sensor light above the side door into DPW 1 has been received. Mark Graffam makes a motion to approve the installation of a motion sensor light above the side door to DPW I for $250. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom suggests including proposed 2014 Warrant Articles on the agenda. This will be done.

Mark Graffam makes a motion to fix the pavement on Klausen and Aspen. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

At 4:45 pm Ron Sandstrom 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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