VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING April 9, 2013

The Board of Commissioners met in the District Office on Tuesday, April 9, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley (Highway). The meeting was taped by Tim Hughes.

At 2:32 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

15 checks are presented for review, one check was previously held. Checks and invoices are reviewed and discussed. Mark Graffam makes a motion to approve 15 checks for $4,269.92. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 4/2 are reviewed. Mike Smith corrects a sentence for clarity. Mark Graffam makes a motion to accept the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that a third board has been removed from the dam. The beaver grate at the Big Loop culvert has been cleaned. A chain has been added to the grate for ease of cleaning. The area behind DPW I is being readied for a tailgate rack and a plow rack to be built. Steel will be needed for this project. A quote will be requested from Presby Steel. Steel will also be needed for fabricating shoes for the grader. This steel will be included with the requested quote. Fred Gurley adds that no roads have wash out areas. Roads will be checked closely with the forecasted rain. Mark Graffam asks Fred Gurley to check a hole that has developed on Adelboden above a culvert. This will be looked at. The culvert at the top of Lugano needs to have a header built. Fred Gurley will also look at this area. A culvert on Appenvel Way will also be checked as it appears it may be broken. Mark Graffam questions if the department has grade stakes available and is informed they are at DPW II. Mike Smith discusses a prior request to consider a 4 day work week for the department. Fred Gurley voices favor for a 4 day work week stating that the 4 longer work days will allow for completion of a project in lieu of needing to return to a site to finalize the work. Mike Smith discusses coverage for the remaining week day and Fred Gurley responds that it would be covered by whoever was on call and should not create an issue. Ron Sandstrom adds the 4 day work week would be limited to the summer months and does not require a decision at this time. Mike Smith adds that he is gathering input for further discussion.

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5. Road Review

Mark Graffam discusses the timing of developing an agreement with R. L. Heath for the work to be completed on Oak Ridge Road. The agreement will need to include the Storm Water Pollution Prevention Plan (SWPPP) information developed by the engineers. The agreement for the work is targeted to be in place by July.

6. Scheduled Appearances 7. Warrant Articles

The all-wheel drive truck is discussed. An additional quote has been received from Minuteman Truck in MA. Changes were made by the dealership to the specs and outlined at the beginning of the quote. Ron Sandstrom questions if the changes are significant to the truck and Fred Gurley responds that the changes are incidental. Fred Gurley adds that the truck is comparable to the Morrison & Sylvester quote. The quote from Minuteman Truck is higher than the Morrison & Sylvester quote. Ron Sandstrom states that he is comfortable with purchasing the truck from Morrison & Sylvester. Mike Smith states that he is not satisfied as there are not three comparable quotes. Mark Graffam states that the quotes are within the specifications and within price range. A full review has been done. Mark Graffam makes a motion to order the truck from Morrison & Sylvester. Ron Sandstrom seconds the motion and the motion passed 2-1. Ron Sandstrom adds that good effort has gone into this purchase. As the truck will take 90-120 days to be built; a quote from Viking Cives for outfitting the plow equipment will still be pursued for comparison to HP Fairfield’s quote.

Mark Graffam discusses the Jungfrau Pump replacement project. Railroad ties on the neighboring property appear to be in the way of the planned use of a skid steer to move the pump skid into the building. Iron Mountain will be asked to look at the area. Discussion turns to Iron Mountain executing the job details for this project. An agreement including a not to exceed cost estimate are to be developed. Coordination of the electrician and SCADA programmer are to be included. An estimate including a not to exceed number will also be requested from the electrician.

Oak Ridge Road is discussed. Mark Graffam outlines the meeting last week with Madison Town Administrator Melissa Arias. The outcome of the meeting was that it would be best if the VDOE propose to purchase the lot from the Town. Mark Graffam makes a motion to sign a letter to the Madison Selectmen stating a request to purchase Map 109 Lot 047, 6 Saint Moritz Drive, for the Oak Ridge Road drainage plan. An offer to cover back taxes due and administrative fees up to $1,590 will be made. Mike Smith seconds the motion and the motion passed 3-0.

8. Water System Planning

A purchase order for filling the Sodium Hydroxide tank is reviewed. Mark Graffam makes a motion to approve a purchase order for $3,002.68 to Monson Chemical. Ron Sandstrom seconds the motion and the motion passed 3-0. The sump pump at Reinach is discussed. The pump has been worked on by Ian Hayes. The fix that was made is allowing the ground water to flow from the sump pump piping, but has altered the original set up. This will need to be looked at again. Mark Graffam would like to have communication for the valve installation planned for May. Ian Hayes will be asked to mark the excavation area. A detailed plan is to

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be developed. A written agreement with R.L. Heath is needed. Discussion turns to having R.L. Heath raise and re-install the culverts on Eidelweiss Drive. This will be discussed again. The extension that will be needed due to the depth of the pipes for the valve is outlined as a 3 foot extension that will be attached to the pipe in the ground and not a piece that is added to the valve tool. Mark Graffam questions the stability of the system, stating that a protective sleeve which extends to the surface may also be installed. A final review of the installation plan will be completed once the written information is developed.

9. Commissioners Reports

Mark Graffam has covered his items for today.

Ron Sandstrom states that he will be attending the Robotic World Championship with the Kennett High School team next week. He will not be in attendance at the meeting. Ron Sandstrom will sign the letter to the Selectmen prior to the session.

Mike Smith states that he would like to deal with the 4 day work week request within the next few weeks. Discussions are to be held on this matter. Mike Smith discusses tires for the Top Kick. It was stated that the tires needed to be replaced, but no purchase order has been turned in. Fred Gurley will be asked.

10. Signature Items

A Driveway Permit for Construction for Map 109 Lot 019 is presented. The inspection report states a 15 inch culvert is to be placed. The requirement is noted on the Permit. Mark Graffam makes a motion to approve the Driveway Permit for Construction for Map 109 Lot 019. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Construction for Map 109 Lot 192 is presented. The inspection report has no requirements added to the construction plans. Mark Graffam makes a motion to approve the Driveway Permit for Construction for Map 109 Lot 192. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

The quote expected from Norm Garside for the repairs to DPW I building has been received. The quote is reviewed and discussed. Mark Graffam makes a motion to accept the quote not to exceed $1,940 including labor and supplies. Ron Sandstrom seconds the motion and the motion passed 3-0.

Granite State Analytical has sent the results of the monthly water system bacteria testing. The results were clean.

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

Jay Buckley has offered assistance in obtaining hose, if needed, for the drainage of the Reinach tanks that was discussed with Engineer Nick Sceggell. Discussion turns to the installation of a dry hydrant style connection that the Madison Fire Dept could use, if

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necessary. The pros and cons of fire dept use of the public water system are discussed. This will not be pursued actively.

A request has been received for permission to park a 20 foot motorcycle trailer for the week of Aug 31 to Sept 7 in a District lot. Discussion determines that the Huttwil parking lot would be the best location for a trailer during beach season. Mike Smith makes a motion to allow the trailer to be parked in the back corner of the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam states that there may be construction vehicles parking in that lot during that time period. The requester will be made aware of the road project and potential construction vehicles in the lot. A permit will be sent for display on the trailer while parked.

The NH Municipal Association has sent the weekly legislative bulletin. The NH Municipal Association has sent the monthly NewsLink.
12. Administration
The first quarter water usage has been reported to NH DES.

The VDOE Check Policy is presented for review. Mark Graffam makes a motion to adopt the Check Policy and sign the document. Ron Sandstrom seconds the motion and the motion passed 3-0.

The VDOE Communication Policy is presented for review. Wording is updated. Mark Graffam makes a motion to adopt the Communication Policy as amended and sign the document. Ron Sandstrom seconds the motion and the motion passed 3-0.

The new building order outline has been sent to the Board. The document will be updated and formatted. This document will be revisited.

A time off request has been turned in by Fred Gurley. Mark Graffam makes a motion to approve the time off. Mike Smith seconds the motion and the motion passed 3-0.

13. Old Business

Mark Graffam states that he will begin to work on marking the locations for the spreading of the beach sand with Gloria Aspinall. Discussion is held on the DES requirements for beach sand replenishment. No sand is intended to be placed near the water of the ponds. Pea stone may be a solution to the run off areas at Boulder Beach. This will be discussed with DES. Mike Smith makes a motion to have the discussion with DES and allow up to $100 in pea stone. Mark Graffam seconds the motion and the motion passed 3-0.

14. Other Business

Ron Sandstrom comments on the matching of the paint on the pump stations on Oak Ridge Rd to the houses they sit in front of. Ron voices favor for this practice, stating that they look good. Mark Graffam discusses Oak Station being in need of stain.

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The 2013 Water Usage Fee is discussed. The rate, with a 5% administrative fee, would be $307.34. Mark Graffam makes a motion to set the 2013 Water Usage Fee at $307.34. Ron Sandstrom seconds the motion and the motion passed 3-0.

Treasurer Dinah Reiss has forwarded the initial information gathering for the loan application for the Jungfrau Pump Replacement. No signature line is located. The form will be discussed again with Dinah Reiss.

15. Public Comments

At 4:33 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) Legal Matters. Ron Sandstrom seconds the motion. Motion is called to vote via roll call, Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mark Graffam makes a motion to sign and send the letter to the AT & T agent requesting a building permit for the Coleman Tower site as recommended by Attorney Dan Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

Respectfully submitted,

Nancy E. Cole Administrator

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