VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING March 12, 2013

The Board of Commissioners met in the District Office on Tuesday, March 12, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (Highway), Nick Sceggell and Chuck Goodling (Engineers) and Scott Hayes (Water Operator). The meeting was taped by Noreen Downs.

At 2:30 pm the meeting was called to order by Chairman Mark Graffam.

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

21 checks for $14,106.80 are presented. Checks and invoices are reviewed. Discussion on billing incurred charges to homeowners for Water Operators time over 2 hours when the issue is the responsibility of the homeowner. Discussion ensues on continuing enrollment with the Our Town Energy Alliance (OTEA). Mike Smith states that he found a better rate than what the OTEA was offering with a direct purchase. The check for renewal with OTEA will be held while pricing is reviewed. Mark Graffam makes a motion to approve 20 checks for $13,996.80. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of March 5 are reviewed. Mark Graffam makes a motion to accept the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley is informed that a Non-Public Session is being scheduled for an employment matter discussion. Mark Graffam makes a motion to post a Non-Public Meeting for Friday, March 15 at 9:00 am. Mike Smith seconds the motion and the motion passed 3- 0. Fred Gurley will be in attendance for the Non-Public.

Fred Gurley reports that ditches are being checked and opened and punch outs are being made in the snow banks. An area on Klausen will need the pavement cut out and fixes. Discussion turns to a wing plow incident of last week which caused the broken pavement. The wing plow has been removed from the Top Kick for now. If needed, it will be put on for working a storm. Chain has been purchased for the sander rack. Hooks have been purchased for the first sander. Eight additional hooks will be needed for the remaining two sanders. A purchase order is turned in for the supplies for the sander rack. A 12 foot fiberglass ladder will also be purchased. Up to $250 will be added for the ladder. Mark Graffam makes a motion to authorize a purchase order for chain, hooks, and a 12 foot fiberglass ladder up to $530. Mike Smith seconds the motion and the motion passed 3-0. Fred Gurley is informed of the planned excavation for placement of an isolation valve cluster at the intersection of Appenvel

1

Way and Jungfrau Rd in late May. The crack sealing of the area is to wait until after the excavation has been completed. The settled culverts which are creating a dip on Eidelweiss Drive near Boulder Beach are discussed. Since the materials removed for placement of the culverts was not used while backfilling was done; the new materials will not settle in line with the remainder of the area. The culverts will settle independent from the rest of the road. This area will be watched to see what can be done to smooth the travel surface of the road. Morrison & Sylvester, an International dealer in Maine, has looked at the International for establishing a trade-in price and will be quoting on the new truck. A quote for an equivalent truck from Kenworth has been received. Kenworth does not make an all wheel drive truck, but this option could be added once the primary chassis is built. The desire to have proper tires for use in the winter and summer is outlined. Two sets of tires are needed. Ron Sandstrom discusses a desire to have an independent review of the truck specifications prior to placing an order. Ron Sandstrom adds that he feels he does not have enough experience with large trucks to assist in decisions relating to the truck purchase. The hiring of a consultant is discussed and Ron Sandstrom suggests that the Bartlett Road Agent be contacted. Mark Graffam outlines that the Bartlett Road Agent is Travis Chick and that the specifications of the Bartlett all-wheel drive Internationals were received from him. Travis Chick will be asked if he is willing to perform a final review of the specifications prior to placement of the order by the VDOE. Mike Smith makes a motion to offer Travis Chick up to $2,000 for consulting services relating to the VDOE truck purchase. Mark Graffam seconds the motion. Discussion is held on allocation of such a large sum for consultation services. Mike Smith makes a motion to amend the motion on the floor to $1,000. Mark Graffam seconds the motion to amend. Motion, as amended, is voted and the motion passed 3-0.

Fred Gurley is informed that a new raft for the ponds is being looked into for purchase with the intention of having the raft delivered in May. This will allow the raft to be placed into the pond when it is received and will not need to be stored.

Fred Gurley discusses posting of the roads for the spring weight limitations. March 15 is the date in which the Town of Madison is posting roads, Conway has already posted. Mark Graffam makes a motion to post the roads for reduced weight limitation on March 15. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Road Review
6. Scheduled Appearances

The replacement of the pumps at Jungfrau Station with Variable Frequency Drive (VFD) pumps is discussed. The VFD pump skid will be purchased directly by the VDOE. Iron Mountain, water operators, will do the install. Brian Bailey of Conway Electric is discussed for the electrical work. Jason Roache of Northeast System Controls will be scheduled to program the new pumps into the SCADA system. Discussion on the use of an electrician available through the SCADA programmer is held. Discussion turns to future issues that may arise and the use of Brian Bailey as the electrician of choice for the pump houses. Mr. Bailey will be called for ongoing maintenance as well. Rather than an unknown being introduced to the District, Scott Hayes recommends that Brian Bailey be used for the install. Mark Graffam makes a motion to hire Brian Bailey for the electrical work for the installation of the pumps at Jungfrau Station. Mike Smith seconds the motion and the motion passed 3-0. Scott Hayes discusses replacement of the flow meter. The specifications will be checked for the replacement item, if any. Scott Hayes suggests that the VDOE run off Muddy Beach Pump

2

House for the duration of the pump replacement project in lieu of a temporary set up. Scott Hayes adds that the replacement of the pumps should not take more than 4 days. Mike Smith says that the job may take longer. Discussion is held on the houses that are gravity fed from the Jungfrau tank. Alternatives will be looked into to establish a plan for water supply for these houses. Discussion ensues on control panel locations. Scott Hayes states that the control panel that is currently in the pump house may be suitable for use with the new VFD pumps. Scott Hayes will look into this and other inventory that will be needed for the replacement installation. Gate valves will also be looked into.

The project will be done after Labor Day 2013. Questions and concerns that arise are to be emailed so that they can be shared with all involved. An inspection of the completed work can be done towards the end of the project. Start up of the new VFD pumps will be scheduled for a Monday. The Electrician and SCADA programmer will be scheduled once the project start date is determined. Disinfection of all portions of new equipment is outlined. Current check valves could be left in place to isolate the equipment during installation.

7. Warrant Articles
8. Water System Planning

Three quotes for work to be completed on the SCADA system have been received.

A quote for a back up PLC has been received. Mark Graffam makes a motion to accept the quote and purchase a backup PLC unit for the SCADA system. Ron Sandstrom seconds the motion and the motion passed 3-0.

A quote to upgrade the alarm reporting system to a newer version with additional alarm capacity has been received. Mark Graffam makes a motion to accept the quote and purchase the upgrade to WIN 911. Mike Smith seconds the motion and the motion passed 3-0.

A quote to move the antennas located at each pump station and to install lightening protection on each has been received. Mark Graffam makes a motion to accept the quote and have the antenna locations re-established. Mike Smith seconds the motion and the motion passed 3-0.

9. Commissioners Reports 10. Signature Items

The MS-32 Report of Appropriations Voted at the Annual Meeting is reviewed. Mark Graffam makes a motion to approve and sign the MS-32. Mike Smith seconds the motion and the motion passed 3-0.

11. Correspondence 12. Administration 13. Old Business 14. Other Business

A purchase order for the needed hooks, chain, and ladder for the completion of the sander rack is reviewed. Mark Graffam makes a motion to sign the purchase order authorizing

3

up to $530 as discussed previously. Mike Smith seconds the motion and the motion passed 3-0.

15. Public Comments

At 2:00 pm Mark Graffam calls the meeting to order and makes a motion to enter Non- Public Session pursuant to RSA 91-A:3,II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

At 2:29 pm Mark Graffam makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0. Public Session is called to order.

At 4:50 pm Mark Graffam makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Next meeting will begin at 2 pm with a non-public session.

Respectfully submitted,

Nancy E. Cole Administrator

4