VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING January 8, 2013

The Board of Commissioners met in the District Office on Tuesday, January 8, 2013. In attendance were Commissioners Ralph Lutjen, Mark Graffam and Ron Sandstrom. 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 3-0. A Non-Public session will follow the public meeting.

2. Accounts Payable

3. Minutes

The minutes of 01/02 are reviewed. Mark Graffam corrects terminology to ‘wing back’. Ralph Lutjen adds that the old printer was donated to White Mountain Community Health Center. 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

Pressure treated lumber for the sander racks has been delivered. The trucks are being worked on as needed to maintain full operations. The sander rack being built behind the DPW is discussed. Pricing is established for the remaining work to be completed. Mark Graffam makes a motion to allocate up to $2,500 for the sander rack. Ralph Lutjen seconds the motion. Mark Graffam discusses the desire to have the sander rack ready when the sanders are being removed from the trucks in the spring. Carriage bolts, lag bolts, washers, installation of the steel beams and angle irons is included in the $2,500 motion. Motion is called to a vote and the motion passed 3-0. Fred Gurley reports that the part time employees are doing well. Ralph Lutjen reminds Fred Gurley that a $200 bonus is available to any part time employee who responds to every call for hours that Fred Gurley makes. The pickup truck is to be sold. An ad is outlined that will be placed in the Conway Daily Sun and on Craigslist. The Kelley blue book value has been looked up as a starting point for the price. The poly-caster sander that will be sold with the truck is discussed. The sander is in very good condition and is only two years old. Mark Graffam makes a motion to place the truck for sale on Craigslist and to run a Conway Daily Sun classified ad for sale of the truck at $14,600 firm. Ralph Lutjen seconds the motion and the motion passed 3-0. The pickup will be placed in front of the building with a for sale sign. Discussion turns to use of the funds to offset the price of the desired all-wheel drive International. As the funds will become part of the Unassigned Fund Balance, which is named as the funding source within the Article, the Article will not be altered to specify these funds. The wording of the Article should include the option to sell the current International should a trade value be deemed low. Mark Graffam makes a motion to alter the wording of Article 5 on the 2013 Warrant to “trade or sale of the 2010 International”. Ralph Lutjen seconds the motion and the motion passed 3-0. The highway department

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will ready the beams for the intended install to the sander rack prior to the welder arriving to install the beams. The pickup truck will be made ready for sale by removing the radio, strobe light and any VDOE equipment within the truck. The water stations will be shoveled out for access.

5. Road Review

The 2012 accomplished road work list is reviewed. This will be a handout for the upcoming meetings. The 2013 Road Plan list is reviewed. This list will serve as the explanation of the intended work under the Road Plan Warrant Article. Estimates for construction of the first 500 feet of Oak Ridge Rd Phase 1 (drainage) plan have been received and are reviewed. Ralph Lutjen makes a motion to send a letter to R. L. Heath and Sons accepting their proposal contingent upon voter approval of the project. Mark Graffam seconds the motion and the motion passed 2-0. A letter of thanks will be sent to B. E. Quint III Construction for his proposal.

6. Water System Planning

Over this past weekend, there was a water break at a house on Diessbach. The water operators responded and shut the house down from the curb stop valve. There was a delay to check the card stock as the owner did not know where the curb stop valve was located. Ralph Lutjen discusses the possibility of marking curb stop locations. Homeowners can be requested to mark their lines. Assistance locating the curb stop could be given if requested. The information that homeowners should be aware of the curb stop valve location for their house will be given to residents. The water gauge at Chocorua pump station is discussed. This gauge does not appear to be working as it reads 125 psi at all times, regardless of pump status at the time the reading is taken. The flood alarm status has been requested from Northeast System Controls. No information is available on what the recommendation for fixing the alarms will be. A follow up will be sent to Jason Roach of NSC. Discussion turns to the water operators referring needs to other vendors is held. George Thomas may be asked for input on the alarm status.

7. Scheduled Appearances 8. Warrant Articles

The last 5 years of budget numbers are reviewed. There were increases in 2009 and 2010. 2011 and 2012 show some reduction, with the 2013 proposed budgets being reduced further. Discussion is held on keeping Warrant Article work, or work that should be completed under a Warrant Article out of and separate from the operational budgets. The budgets should reflect realistic numbers for the expenditures needed to operate the District and should not include extra funds. The actual tax rate is then voted by the Legislative Body via passing or failing Warrant Articles. The tax rates of the last 5 years will also be reviewed.

9. Commissioners Reports

Ralph Lutjen will work on the fuel usage report for the 2012 year end.
Mark Graffam discusses the grader and the possibility of including a Warrant Article that would

allow the BOC to replace the grader should it cease operating. Mark Graffam makes a

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motion to include a 5 year, non-lapsing Article for the lease, purchase or rental of a grader, first payment not to exceed $25,000 with funding coming from the Unassigned Fund Balance. Ralph Lutjen seconds the motion and the motion passed 2-0. This article will allow the BOC to react whenever the grader actually fails without need to hold a special meeting.

10. Signature Items 11. Correspondence

The monthly tower payment has been received.

12. Administration

The 2013 budget worksheet with 2012 expenditures is reviewed. Pictures of the roof of this building will be taken to use at the meeting on January 18th to illustrate needed upgrades to assets of the District. Handouts will be available for the meeting. A power point presentation will be developed. The overall efficiency of current operations is to be highlighted. The slide from the November presentation will be available for the 2013 Road Plan information. Supply numbers for the rip-rap stone, gravel, and geo-textile fabric will be calculated for inclusion with the Oak Ridge Rd plan article.

The payroll report is presented. Report and time cards are reviewed. Ralph Lutjen makes a motion to approve payroll at $7,245.40. Mark Graffam seconds the motion and the motion passed 2-0.

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

At 10:45 am Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (d) to discuss a contract matter. Mark Graffam seconds the motion. Motion called via roll-call; Ralph Lutjen yea, Mark Graffam yea and the motion passed 2-0.

At 11:10 am 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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