VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING May 14, 2013

The Board of Commissioners met in the District Office on Tuesday, May 14, 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 2:30 pm the meeting was called to order by Chairman Mark Graffam. Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is 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 post a Non-Public Session for Thursday, May 16, 2013 at 1:30 pm in the District office. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 3:35 Mark Graffam makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion. Motion is called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0. Public Session called to order at 3:41 pm.

1. Agenda

Ron Sandstrom 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

Bern Drive is discussed. Fred Gurley would like to put gravel down over a 100 to 150 foot section of the road. Mark Graffam asks if Bern Drive would benefit from reconstruction in the same manner that Upper Lakeview Drive was worked last summer. This could be done when the road is raised near the shallow culverts. The area will be reviewed and Fred Gurley will price materials for the footage once measured. This will be discussed next week. Fred Gurley states that 6 culverts are needed at this time. Total cost will be $1,078.80 from Water Industries. Mark Graffam makes a motion to approve the purchase of 6 culverts for a total of $1,078.80 from line item 4312.66. Ron Sandstrom seconds the motion and the motion passed 3-0. Purchase order is signed. Fred Gurley reports that the rafts will be put out this week. One board has been removed from the dam. The new cutting edges for the grader have been put onto the machine. The toilet seat at Geneva Beach has been fixed. The other toilet at Geneva Beach will also be worked on as the lid is coming off the commode. RCH has been scheduled to do the crack sealing the week of May 27. The culverts on Eidelweiss Drive have been looked at by Stewart Heath. Stewart Heath recommends that the area be opened wider than the culverts for proper setting. A determination of the work to be done will be made by the Commissioners.

5. Road Review

Klausen Road is discussed. This road will need to be worked on.

6. Water System Planning

The isolation valve installation project planned for the intersection of Appenvel Way and Jungfrau Rd is discussed. Information was obtained at the pre-construction meeting about an existing valve at the intersection of Appenvel Way and Aspen Dr from Stewart Heath. This valve will be located. An attempt to locate existing valves in the District will be done. Documentation is to be developed for all valves located. Data is to be collected and kept so that the Asset Management file can be completed. The collection of data to create the Asset Management file will be discussed further.

An offer to purchase the Lassen SCADA units removed from the system when the new system was installed has been received. The offer is $148.75 for all 7 units. Mark Graffam makes a motion to accept the PLC Center offer to purchase the Lassen units. Ron Sandstrom seconds the motion and the motion passed 3-0. Purchase acceptance is signed.

7. Scheduled Appearances 8. Warrant Articles

The Jungfrau pump replacement is discussed. Target date for installation will be September 16th. Quotes are to be received by June 4th for review by the Board and submission to the Engineer. A target date of June 18th will be used for ordering of the new pumps. Mark Graffam makes a motion to notify the 4 manufacturers that 12 noon on June 4, 2013 is the deadline for submission of quotes. Ron Sandstrom seconds the motion and the motion passed 3-0. The engineer’s approved design will be distributed to the electrician and Iron Mountain for final submission of their quotes for installation.

The all-wheel drive truck is discussed. Fred Gurley has reviewed the information from the two vendors quoting on the outfitting of the chassis. Mike Smith makes a motion to accept the quote from Viking Cives. Ron Sandstrom seconds the motion. Ron Sandstrom voices concern over not being familiar with truck specifications. Mark Graffam states that Fred Gurley has the needed knowledge in this field. A strategy of receiving apples to apples quotes was done and the quotes have been received and reviewed. The process of ordering this truck and dump body has been a learning experience. Motion is called to a vote and the motion passed 3-0.

9. Commissioners Reports

Mark Graffam reports that he met with resident Tom Catino on Saturday morning. The resident has stated that there is a drainage issue in the area with water flowing over his septic system site. No flowing water on or from the road was noted when viewing the area. Water was found to be flowing from a pipe half way down the driveway. The water is believed to be from an underground spring. While viewing the area, resident Tom Catino commented on a viewing of the area by the water operators. Mark Graffam is informed that the office received information on suspicious water flow in the area and the water operators were asked to check for a main break. The notification did not come from the Catino’s. The visit by the water operators confused the homeowners as they were unaware of the report of a possible water line break. The issue of the water flow appears to be a private property issue of drainage for an underground spring on the property. Notification of a visit to a homeowner prior to the arrival of personnel is discussed. All attempts are made to notify a homeowner when an exact

location of a leak is known. Many times the exact address is not known when a potential leak is being checked into. The development of a policy to call ahead is discussed. Mark Graffam makes a motion that when a third party notification is received for a potential water issue, the water operators will not approach a residence without approval. Ron Sandstrom seconds the motion. Ron Sandstrom states that he would like to add “if possible” to the motion citing concern for urgent situations. Motion is called to a vote and the motion failed 1-2. Mark Graffam discusses the beach sand application. The abutter notification was sent last week. The application will continue to be worked on for final submission and approval from NH DES.

Ron Sandstrom reports that he has been working on the ongoing projects Excel list. This will be finished off and submitted for review. The web-site is discussed. Ron Sandstrom states that he would like to have BOC review and approval of postings prior to web-site publication. Ron Sandstrom makes a motion to have the Board of Commissioners review wording prior to posts be placed on the web-site. Mike Smith seconds the motion. Mark Graffam outlines the posting of the Memoriam for E. Peter Craugh written by David Maudsley was time sensitive enough that he honored the request to publish it and placed it on the web-site. Motion is called to a vote and the motion passed 3-0.

Mike Smith reports that he also received comments relating to the Memoriam posting.

10. Signature Items 11. Correspondence

Granite State Analytical has sent the monthly bacteria testing results for the water system. All results are clean and compliant.

The property owner of 23 Oak Ridge Road has requested a review of drainage at this location. Photographs were taken by Mark Graffam. It appears that maintenance is needed for the roadside ditch / swale. Fred Gurley will be asked to review the area and make recommendations of the maintenance to be completed. It is possible that a swale may exist at the edge of the road, but it is currently covered with debris. This area received a lot of damage during the June 2012 rain storm. The ditch will need to be cleaned and checked. Rip-rap stone may be needed. Mark Graffam makes a motion to notify the homeowner that the area was reviewed by 2 Commissioners and that the Highway Foreman will be reviewing the area for maintenance of the ditch line. Mike Smith seconds the motion and the motion passed 3-0.

The NH Municipal Association has sent the weekly Legislative Bulletin.

Garside Construction has sent a quote for the installation of a railing at the stairs outside of Jungfrau pump station and replacement of the door overhang. Mark Graffam makes a motion to approve up to $420 for the work to be completed as quoted at the Jungfrau pump station. Mike Smith seconds the motion and the motion passed 3-0.

12. Administration
The payroll report is presented. Report and time cards are reviewed. Mark Graffam makes a motion to approve payroll at $5,045. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business

A second quote for replacement of the power vent for the DPW building heating system has been received. Mike Smith makes a motion to accept the quote from Bill Wilbur to replace the power vent for the heating system with a standard power vent. Ron Sandstrom seconds the motion and the motion passed 3-0.

14. Other Business

Information on replacement swim docks for the ponds has been sent for review. A different style that more closely resembles the existing swim docks will be looked into. Picnic tables will also be looked into. Nancy Cole states that there a multiple options for long lasting picnic tables. A composite will be looked into in lieu of the concrete options.

15. Public Comments
Motions of 2:30 pm Non-Public Session:

Ron Sandstrom makes a motion to have a document created by Fred Gurley and Nancy Cole for Billy McAdams employee performance review. Mark Graffam seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to postpone any salary action for 3 months. Mark Graffam seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to include the information of the salary action delay in the document. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to grant Fred Gurley the authority to suspend DPW employees for not following directions. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to have the approved minutes of this non-public session given to Billy McAdams with the performance review document. Mike Smith seconds the motion and the motion passed 3-0.

At 5:15 pm Mark Graffam makes a motion to re-enter Non-Public session. Mike Smith seconds the motion. Motion via roll call, Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mike Smith makes a motion to hire Charlene Ingram as beach cleaner at a rate of $13 per hour. Mark Graffam seconds the motion and the motion passed 3-0.

At 5:20 Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted, Nancy E. Cole Administrator