VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING June 11, 2013

The Board of Commissioners met on Tuesday, June 11, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (highway), Reggie Orifice of McDevitt Truck and Chip Kalal of Daimler Finance. The meeting was taped by Tim Hughes.

At 2:15 pm the meeting was called to order by Chairman Mark Graffam on site at 9 Eidelweiss Dr for inspection of the driveway. Mark Graffam makes a motion to approve the Driveway Permit for Operation. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to recess the meeting until 2:30 pm at the Office. Mark Graffam seconds the motion and the motion passed 3-0.

At 2:30 pm the meeting was reconvened in the District Office 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 3. Minutes

The minutes of 6/4 are reviewed. Mark Graffam makes a clarification to Commissioners Reports. Mark Graffam makes a motion to approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that the culverts on Eidelweiss Drive near Boulder Beach have been re- set. The Stop sign at the intersection of Rte 113 and Eidelweiss Drive has been straightened. Little Shore, Middle Shore and West Bergamo have been graded. Leaves have been cleared from the ditch lines. Visp Road has been ditched. Lucerne Drive has been ditched. Crack sealing is scheduled to begin on June 17. The VDOE will supply the ‘Road Work Ahead’ signs for traffic control. A meeting is scheduled for June 13 with All-States for review of the chip sealing work to be completed. Pot holes on the gravel section of Eidelweiss Drive will be worked on. Upper Lakeview Drive will need work to direct water coming off the ledge under the driveway at #10 to the culvert. The power broom is discussed. Mike Smith makes a motion to authorize up to $500 for the brushes needed for the power broom. Ron Sandstrom seconds the motion and the motion passed 3-0. A culvert at Appenvel Way and Lugano will be looked at. The steel ordered recently has been received. The fabrication of the shoes for the grader paving planned this summer is discussed. Quotes for fabricating the shoes could be requested from local welders. The materials storage lot on St Moritz is discussed. The need for a headwall on a culvert at 68 Eidelweiss Drive is reviewed. Enforcement of the regulations for the beaches is discussed and will be discussed further.

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5. Road Review

Road grading and the need to prioritize work are discussed.

Mark Graffam makes a motion to contact Justin Chick for availability to grade the roads on Fridays, Saturdays and/or Sundays. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to hire a welder to fabricate the paving shoes for the grader and to fix the toilet covers for the outhouses on Boulder Beach. Mark Graffam seconds the motion and the motion passed 3-0.

6. Water System Planning

Ian Hayes of Iron Mountain Water (water operator) has sent a list of valves to be repaired or replaced. Protection for valves in ditch lines and road ways is discussed. Protection is needed for all valves to be repaired or replaced. The work will be completed once the form of protection to be installed is determined.

Recent work for the SCADA system by Northeast System Controls is incomplete. Mark Graffam makes a motion to obtain a date when the work will be finished. Ron Sandstrom seconds the motion and the motion passed 3-0.

A revised proposal for the work to be completed on various pump houses has been received from Garside Construction. Mark Graffam makes a motion to approve the proposal. Mike Smith seconds the motion. Mike Smith makes a motion to amend the motion on the floor to approve proposed pump house work up to $2,350. Mark Graffam seconds the motion to amend. Motion, as amended, is called to a vote and the motion passed 3-0.

Mike Smith makes a motion to obtain a proposal to remove the unused antenna stands from the pump houses, fill in the holes, and paint the affected area. Mark Graffam seconds the motion and the motion passed 3-0.

7. Scheduled Appearances

The need of an all-wheel drive large truck for winging back snow in the District is discussed with Reggie Orifice of McDevitt Trucks and Chip Kalal of Daimler Finance. Specifications are discussed including the desired transmission and horsepower for the new truck. The Town of Jackson has an 8LL transmission in an all-wheel Western Star truck. Reggie Orifice has developed a quote for a truck based on the initial information sent by the VDOE and the Jackson truck specifications. The information on the quote and specs is distributed for review. Financing options, including a lease to own option are outlined and discussed. Chip Kalal discusses the inclusion of a termination of lease clause should the voters not approve the funding at an Annual Meeting of the VDOE. Warranty and maintenance on a Western Star Truck are discussed. Chip Kalal will send a spreadsheet with finance options. Competitive situation with Viking Cives and HP Fairfield for outfitting the truck can still be established. Western Star will take 90 to 120 days to build the chassis once an order is received. Reggie Orifice will send options on warranties and an option of a ‘virtual technician’.

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8. Warrant Articles

The pre-approved interest rate for the Jungfrau Pump Replacement bond will be requested from Treasurer Dinah Reiss.

9. Commissioners Reports

Mark Graffam discusses the request for a Driveway Permit for Construction from 32 Oak Ridge Rd. The driveway slopes away from the road. Mark Graffam makes a motion to approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam reports that he met with Scott Hayes of Iron Mountain Water (water system operator) to discuss creation of asset management information for the water system. The best map known is a 1998 map created by Engineer Paul Fluet. Protection of valves in ditch lines and roads was discussed. Options will be looked into. This will be discussed again in two weeks.

Ron Sandstrom and Mike Smith have covered their information elsewhere during this meeting.

10. Signature Items

Driveway Permit for Operation for Map 109 Lot 192, 9 Eidelweiss Drive is presented. Mark Graffam makes a motion to approve and sign the Driveway Permit for Operation. Mike Smith seconds the motion and the motion passed 3-0.

Driveway Permit for Construction for Map 104 Lot 109, 32 Oak Ridge Rd is presented. Mark Graffam makes a motion to approve and sign the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter confirming cancellation of the order for the International Truck from Morrison & Sylvester is presented. Mark Graffam makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

The Local Government Center has sent notification of a Public Hearings to be held June 18, June 20 and June 21 regarding the separation of the Executive Boards for the HealthTrust and Property-Liability Trust.

The Local Government Center has sent notice of a new phone number for the employment questions hotline. This hotline is in addition to the Legal Inquiries Hotline number and deals exclusively with employment related issues.

The NH Municipal Association has sent the weekly Legislative Bulletin.

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12. Administration

The payroll report is presented. Report and time cards are reviewed. Mark Graffam makes a motion to approve the payroll manifest at $4,586.12. Mike Smith seconds the motion and the motion passed 3-0.

Granite State Analytical has sent the monthly bacteria testing results. All results are negative.

Glen Builders has sent the results of the annual survey completed by H. E. Bergeron on the settling of the foundation of the salt shed tent. Equal settling within normal limits has occurred.

AT & T has submitted the planned upgrade design and $500 payment for alterations at the Coleman Tower Site required by the Settlement Agreement. Mark Graffam makes a motion to notify Code Enforcement that the Commissioners do not object to the planned upgrades. Mike Smith seconds the motion and the motion passed 3-0.

13. Old Business

The check for the sale of the Lassen Programmable Units removed from the pump houses during the SCADA upgrade has been received.

14. Other Business

The EPOA has forwarded information on a potential mooring style dock for paddle boats.

Mike Smith makes a motion to not approve paddle boat moorings. Ron Sandstrom seconds the motion and the motion passed 3-0.

A complaint regarding clearing of a lot on Diessbach Drive too close to the water has been filed with NH DES.

The wording for the proposed Culvert Policy is reviewed. Mark Graffam updates the wording.

Mark Graffam makes a motion to adopt the Culvert Policy as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

At 5:03 pm Mark Graffam makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (c) reputations. Mike Smith seconds the motion. Motion called via roll call vote; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

At 5:43 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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