VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING February 5, 2013

The Board of Commissioners met in the District Office on Tuesday, February 5, 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 9:30 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.

2. Accounts Payable

3. Minutes
4. Highway Department

Fred Gurley reports that plowing, sanding and salting have been done as need. A full service was performed on the backhoe. Trash was picked up at the mailbox area. Punch outs are being made for runoff. A part needed for the Top Kick wing plow was picked up at HP Fairfield yesterday however the part retrieved is the wrong size. The correct one is being retrieved today. A couple of broken trees near the road on Aspen have been noticed and need to be removed. Fred Gurley reports that a purchase order for salt is needed. Mark Graffam makes a motion to sign a purchase order for up to $2,200 for salt. Ralph Lutjen seconds the motion and the motion passed 3-0. Sand is discussed. 3 loads are needed for stock. Mark Graffam makes a motion to sign a purchase order for 3 loads of sand, up to $800. Ralph Lutjen seconds the motion and the motion passed 3-0. Fred Gurley adds that the contractor for the crack sealing will be in to view Eidelweiss Drive and Playground Hill on Appenvel Way today at 10:30. The fuel log is discussed. Fuel has been used that was not recorded in the log. The amount will be calculated and corrected. A zero point will be determined when all vehicles are fueled and the tank is filled. A minor difference was noted in usage in the log for calendar year 2012. The sander rack behind the DPW that is being constructed is discussed. The inclusion of cat walks within the project is discussed.

5. Road Review
6. Scheduled Appearances 7. Warrant Articles
8. Water System Planning

Mark Graffam reports that the parts stored in the Water System Chemical Injection room have been organized and the room is being cleaned up. The chemical tanks will be cleaned prior to the next refill of the Sodium Hydroxide tank. There are unneeded parts being stored in DPW II. These will also be cleaned up.

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9. Commissioners Reports

Mark Graffam reports that he has been in communication with the NH Department of Environmental Services (DES) regarding the beach sand. The spreading of sand on the beaches requires the standard application to be filed. One application can be used for all beaches. Use of the standard application will be less costly than the Permit by Notification form originally intended for use. Mark Graffam makes a motion to have Gloria Aspinall assist in the application process for the beaches at a rate of $10 per hour. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam discusses the Warrant Article for the replacement of the 2009 International. Minutes from the discussions leading up to the purchase have been pulled for reference. The Foreman at the time was not correct in his statement that not having 4-wheel drive is standard in the area. All Towns surrounding Eidelweiss use 4-wheel drive trucks. The Board of Commissioners at the time relied upon the Foreman and authorized the purchase of the truck. The minutes also show that the intent of the Foreman was to use the grader to plow Oak Ridge Road. The evaluation of the grader done later has the VDOE in a position to not use the grader for plowing; but rather to preserve the remaining useful life of the machine for grading roads. The plan to use chains has also been discussed with local road agents and contractors. Chains are not recommended for regular use; but rather as a last resort in the worst weather only. Ron Sandstrom adds that this Board has rectified this scenario with adoption of the strategy to only purchase 4-wheel drive vehicles. Mark Graffam outlines that should this article pass this year; the VDOE will only own 4-wheel drive vehicles. Aggressive snow tires, possibly studded, are discussed. Ralph Lutjen states that he favors the concept of summer and winter tires for all trucks. Sander bodies are discussed. Not using stainless steel sanders would be a mistake by the VDOE as salt is also put into the sanders. A local contractor and Town of Bartlett Road Agent have a sander which delivers sand to the underside of the truck itself, sanding the road for the back tires as the spreader comes from the middle of the truck in lieu of the rear of the truck as most do. This option will be looked into. Ralph Lutjen discusses the equipment for line painting. 1 nozzle with a bucket is the current equipment. The equipment, or a picture of it, will be made available for the Annual Meeting.

10. Signature Items

The auditor has requested information relating to the insurance for the District. The auditor’s letter has been transferred to VDOE letterhead and addressed. The letter for information relating to the insurance for the Local Government Center is reviewed. Ralph Lutjen makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

The same letter requesting information on the insurance addressed to Primex is reviewed.

Ralph Lutjen makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

The MS-60 form, Report of Audit options for the NH Department of Revenue is reviewed.

Ralph Lutjen makes a motion to sign and send the MS-60 to the DRA. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Warrant for the 2013 Annual Meeting is presented for signature. The Warrant is reviewed for final changes.

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Mark Graffam makes a motion to alter Article 2 to use an additional $24,000 from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0. The first year’s payment will be reduced to $15,000 as a result of this change.

Mark Graffam makes a motion to alter Article 4 to $165,000. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to include the previously struck Article for Phase 1 of the reconstruction of the first 500 feet of Oak Ridge Road, with funding to be appropriated from the Unassigned Fund Balance. Ralph Lutjen seconds the motion and the motion passed 3-0.

Article 11, establishment of the VDOE as a Firewise Community is discussed. Fire Warden Bob Boyd of NH Fish & Game will be asked to do a 2 minute introduction to the program.

The Warrant, as updated, is signed.

The MS-36 Budget Form is updated to reflect the voted changes. The MS36 is reviewed.

Ralph Lutjen makes a motion to sign the MS-36. Mark Graffam seconds the motion and the motion passed 3-0.

11. Correspondence

LGC has sent information on the establishment of three boards of governance; one for the LGC Property-Liability Trust; one for the LGC HealthTrust and one for the NH Municipal Association.

The monthly payment for the Coleman Tower Site has been received.

The NH Retirement System has sent information on proposed legislation that may affect the retirement system in the future.

NH Municipal Association has sent the weekly Legislative Bulletin.

12. Administration

Mark Graffam makes a motion to move $48,000 from the Water User Bank Account to the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to send the Warrant and 2012 Annual Report to all registered voters. Ralph Lutjen seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to accept the 2012 Annual Report and send it to Madison for inclusion within the Town of Madison Annual Report. Ron Sandstrom seconds the motion and the motion passed 3-0.

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The payroll report is presented for review. Report and time cards are reviewed. Ralph Lutjen makes a motion to approve payroll at $4,942.43. Mark Graffam seconds the motion and the motion passed 3-0.

13. Old Business 14. Other Business

The Management Discussion and Analysis for inclusion with the 2012 Audit is discussed. The 2011 report will be circulated for review and updating. The draft reports for the 2012 Audit are expected early next week.

15. Public Comments

At 10:55 am Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employee matters. Mark Graffam seconds the motion. Motion called via roll call Ralph Lutjen yea, Mark Graffam yea, Ron Sandstrom yea and the motion passed 3-0.

At 11:19 am Ralph Lutjen makes a motion to seal the minutes of the Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11:20 am Ralph Lutjen 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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