VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING May 7, 2013

The Board of Commissioners met in the District Office on Tuesday, May 7, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. The meeting was taped by Tim Hughes.

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

1. Agenda

Ron Sandstrom makes a motion to accept the agenda. Mark Graffam seconds the motion and the motion passed 3-0.

Mark Graffam pays tribute to E. Peter Craugh, District Moderator, who passed away on Thursday May 2, 2013. Peter served the VDOE as Moderator for the last two years. Prior to that, Peter served the VDOE as Clerk and water system monitor for many years. Peter was always willing to find ways in which he could assist, which he did in many ways. He will be missed greatly. Mark Graffam makes a motion to allow up to $250 for flowers from the VDOE, with a ribbon to say “The District”. Mike Smith seconds the motion and the motion passed 3-0.

2. Accounts Payable

17 checks for $7,296.26 are presented. Checks and invoices are reviewed and discussed.

Mark Graffam makes a motion to approve 17 checks for $7,296.26. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 4/30 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1. Mark Graffam abstained as he was not present at the meeting.

4. Highway Department

Fred Gurley is not in attendance at today’s meeting. A time off request for Fred Gurley is presented for signature. Mark Graffam makes a motion to authorize the time off and sign the form. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work on the backhoe is being completed. Mechanic Mike Parsons has been working on the repairs. A tree that had fallen on Appenvel Way near the top of Lugano has been removed.

5. Road Review

A discussion will be scheduled regarding the culverts on Bern Drive.

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6. Water System Planning

The water system spring flushing will be done next week.

Ron Sandstrom questions the area that will have water services interrupted during the placement of the isolation valve cluster at the intersection of Appenvel Way and Jungfrau Rd. The information will be requested and a notice will be put together for posting.

7. Scheduled Appearances 8. Warrant Articles

The Jungfrau Pump replacement project is discussed. One vendor has not responded to the request for proposal. An alternate vendor has been identified by Water Operator Scott Hayes. Mike Smith makes a motion to pursue the alternate vendor for a quote. Ron Sandstrom seconds the motion and the motion passed 3-0.

The all-wheel drive International is discussed. Fred Gurley will be asked to review the alternate quote from HP Fairfield. No negative feedback on the status of the truck has been received. A target date for arrival of the chassis will be requested from Mike Cloutier of Morrison & Sylvester.

Ron Sandstrom questions if the roads will need to be closed when the chip sealing is being done on Eidelweiss Drive and Appenvel Way. This will be looked into by Fred Gurley. Fred Gurley will also be asked to check on traffic control.

9. Commissioners Reports

Mark Graffam has covered his topics within the other reports.

Ron Sandstrom reports that he is looking into Microsoft Project Manager. The software is expensive, however. An Excel spreadsheet may be used to track projects. Ron Sandstrom will continue to work on this and send information for review.

Mike Smith questions the timing for the spreading of beach sand. Mike Smith makes a motion to postpone the spreading of sand, remove the piles of sand from the beaches, and have the beaches cleaned. Mark Graffam seconds the motion for discussion. Mark Graffam outlines that the US Geological Survey maps required have been obtained. 4 of the 6 tax maps that need to marked up to show the outlines of the intended sand spreading area have been completed and sent to NH DES for review. The abutter notification is being readied and will be sent. The completed application will need to go to the State and the Town of Madison. Mark Graffam would like to continue working on the permitting process. The cleaning of the beaches is still needed and a dock in date should be set. Motion is called to a vote and the motion failed 0-3. Mark Graffam makes a motion to have the docks put in the week of May 14. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom questions the depositing of the trash from the beach cleaning. The DPW may be asked to pick up the bags at the beaches. Mike Smith makes a motion to hire Gloria Aspinall to do the preliminary cleaning and set up of the beaches. Ron Sandstrom seconds the motion. A lead person will still be pursued. Motion is called to a vote and the motion passed 3-0. Mark Graffam makes a motion to advertise the beach cleaner

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position on the bulletin boards, VDOE website and place an ad in the Conway Daily Sun. Position will be posted to entail 7 days a week; 2 hours per day. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion turns to potential time answering questions related to the position from persons who would be too far away to consider actually taking the position. The ad will be placed in the paper should no response be received from the postings within the District.

10. Signature Items 11. Correspondence

Property owner of 23 Oak Ridge Rd has requested a drainage review of the area, claiming that water is entering the property from the road. Discussion is held on the VDOE responsibility of road drainage only with property owners being responsible for property drainage. Ron Sandstrom states the area should be looked at. Mark Graffam and Ron Sandstrom will independently review the area this week for further discussion.

The EPOA has requested to use the Lodge on May 25 for the EPOA annual meeting. Mark Graffam makes a motion to approve EPOA use of the Lodge on May 25. Mike Smith seconds the motion and the motion passed 3-0.

The EPOA has also asked for information relating to the Firewise Program contact. The EPOA will be sent the contact information and requested to set up a date for the program to be presented to residents. Permission has been granted to the EPOA to replace the fence at the scenic overlook area.

Resident Tom Catino has asked if the Commissioners would meet with him on a Monday or Friday as he is not available on Tuesday’s. Tom Catino has recently inquired about the fine for taking repossession of watercraft and drainage on Middle Shore Drive.

The abandoned property currently in possession of the VDOE is discussed. The watercrafts were taken from the canoe racks last November and are available to be auctioned of as unclaimed for the required 180 days. Mark Graffam makes a motion to to auction off the abandoned watercraft May 18th at 9 am at the District Office. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining.

A separate meeting with Mr. Catino will not be approved at this time. Mark Graffam makes a motion to have Tom Catino submit his concerns in writing for the Board to review. Ron Sandstrom seconds the motion and the motion passed 3-0.

UNH Technology Transfer (UNH T2) rescheduled a class that was intended for Fred Gurley and Billy McAdams to attend without notifying the District. Due to the lack of notification, UNH T2 will not be charging the District for the class and the Highway Department personnel will be placed on the waiting list for notification of the next scheduled date.

Local Government Center has sent information relating to the separation of the Boards of Directors for LGC Health Trust and LGC Property Liability Trust.

The NH Municipal Association has sent the weekly Legislative Bulletin.

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12. Administration

Year to date budget reports and account details have been submitted to the Commissioners for review. These will be looked at next week.

13. Old Business

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

The New Building Guide has been sent to Bob Babine, Madison Code Enforcement, for review. Rather than outlining specific information, some of which the Town of Madison controls, it has been recommended that a link to the Madison website be established. This will be looked into.

14. Other Business

Mark Graffam states that he will talk to Tom Catino regarding the information to be sent.

15. Public Comments

At 3:35 pm Mark Graffam makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal matters. Ron Sandstrom seconds the motion. Motion called via roll-call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

At 3:55 Mark Graffam makes a motion to exit Non-Public session and reconvene the public meeting. Ron Sandstrom seconds the motion. Motion called via roll-call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mark Graffam makes a motion to budget up to $300 to purchase a sign for the front of the office. Ron Sandstrom seconds the motion. Discussion on a plywood sign which has been priced out to replace the letters that were attached to the building front. Motion is called to a vote and the motion passed 3-0.

At 4:05 pm Mark Graffam makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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