2013-07-16 Commissioners Meeting

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING July 16, 2013

The Board of Commissioners met on Tuesday, July 16, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (highway) and John Cooper, resident, with landscapers Dave Tetreault and Brian Nawazelski. The meeting was taped by Tim Hughes.

[expand title="Search Text"]At 2:31 pm the meeting was called to order by Chairman Mark Graffam.

1. Agenda

Mark Graffam makes a motion to accept the agenda. Mike Smith seconds the motion. Mark Graffam amends the agenda to hold Scheduled Appearances first. Motion is called to a vote and the agenda is accepted as amended 3-0.

2. Accounts Payable

18 checks for a total of $11,882.16 are presented. Checks and invoices are reviewed. Mark Graffam makes a motion to approve incurring a service charge for TD Bank to have verification for a payment run. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to approve 18 checks for $11,882.16. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of July 9 are reviewed. Mark Graffam makes a motion to approve the minutes of July 9. Ron Sandstrom seconds the motion. Discussion ensues. A clarification of wording is done on pg 2. Names are to be removed from the summary of late payments for the water system billing. Mark Graffam makes a motion to approve the minutes as amended. Mike Smith seconds the motion and the motion passed 3-0.

4. Highway Department Report

Fred Gurley reports that ditching has been done along Huttwil Rd and along the parking lot side of the mailboxes. The mailbox area has been sloped to improve drainage. The canoe that was marked for removal at Thusis Beach was removed by the owner prior to the need to confiscate the craft. The rope for the American Flag was fixed by Barry’s Tree Service by using their aerial bucket. This was done on a volunteer basis by Barry’s Tree Service who was in the District on other business, learned of the rope needing to be fixed and agreed to use the aerial bucket for this task at no charge. 25 bales of hay were picked up and placed into the new ditch work across from the mailboxes. The Top Kick is discussed. Mark Graffam makes a motion to obtain a quote for welding of the plow frame on the Top Kick. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to approve the purchase of 6 studded snow tires for the Top Kick. Ron Sandstrom seconds the motion and the motion passed 3-0. Fred Gurley will obtain quotes prior to ordering for a dollar amount approval. Ditch work on Huttwil will continue this week. Middle Shore is discussed. A culvert located on Middle Shore that is blocked needs to be

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opened and the ditch to send the flow down Middle Shore. This will be looked at. The left toilet at Geneva Beach will have the toilet seat fixed.

A moment of silence is held for DPW employee Billy McAdams, who died suddenly last Wednesday. Mark Graffam makes a motion to fund up to $250 for refreshments for the Celebration of Life to be held in memory of Billy McAdams in Tamworth on Sunday at 4 pm. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Road and Driveway Review

10 Upper Lakeview Drive is discussed. The file will be pulled for next week’s meeting.

6. Water System Planning

The pH level is holding at 7.0 at Jungfrau pump station. The water monitor will check the pH at the DPW directly as verification for accuracy of the readings. A plan is in place to run the chemical injection system manually, if necessary. A new roof has been installed at the Reinach Station.

7. Scheduled Appearances

John Cooper of 23 Oak Ridge Road discusses the VDOE right-of-way along Oak Ridge Rd; the driveway permit for construction for which an application has been turned in and drainage at his property. Placed cobblestone is within the VDOE 10 foot right-of-way along Oak Ridge Rd. Potential contact during snow plowing operations is outlined. Homeowner states can remove in fall and replace in spring annually. Homeowner also states that the placed railroad ties are in line with the telephone pole. The new driveway for which the application for a construction permit has been marked out; as has the easement across the property recently obtained. A culvert will be installed under the new driveway. Discussion on work requested to be performed by the VDOE DPW, including placement of rip rap (6” stone) within the swale which runs along Oak Ridge Rd passed this property. Time and budget allowances will be checked for the ability to perform this work. Landscaper Dave Tetreault states that the work did not change the height of the existing swale along Oak Ridge. Discussion on the size of the swale that shall be worked along the property is held. Mark Graffam makes a motion to agree to the placement of a 4 foot swale in front of 23 Oak Ridge Rd when time and budget allow. Mike Smith seconds the motion and the motion passed 3-0. The homeowner states that he is aware that the placed cobblestones are at his own risk. Mike Smith requests a letter from the homeowner stating that he is aware the cobblestones are at his own risk for the file. Mr. Cooper agrees to send the letter. The submitted Driveway Permit for Construction is reviewed. A question of compliance with the Town of Madison Zoning Regulations relating to the setbacks for driveways has been raised. Bob Babine, Madison Code Enforcement, will follow up on this. A 15” culvert installed under the new driveway is included as a Permit requirement. Maintaining a negative grade from the road is listed as a requirement. The road bond is to be submitted as soon as possible. Mark Graffam makes a motion to approve the Driveway Permit for Construction contingent upon receipt of the road bond. Mike Smith seconds the motion and the motion passed 3-0.

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8. Warrant Articles

The Engineering review is in progress for the Jungfrau Pump skid.

The all-wheel drive truck is discussed. Mark Graffam suggests a change in strategy with focus moving towards a grader lease and not a truck purchase. Benefits of a grader with a wing plow are outlined. Mark Graffam makes a motion to focus on a grader lease and not a 10 wheel all-wheel drive truck at this time. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to notify Western Star that a truck will not be pursued at this time. Ron Sandstrom seconds the motion and the motion passed 3-0.

Oak Ridge Rd is on schedule for September. The removed asphalt during the project can be brought to AJ Coleman’s. Cost to bring the asphalt, if any, will be verified.

9. Commissioners Reports

Mark Graffam discusses an attempt to flip the new yellow raft at Boulder Beach by a group of persons. The attempt was unsuccessful. The raft does not tilt in the same manner as the old wooden rafts and therefore has additional safety benefits.

Mike Smith discusses adding the outhouses to the list of municipal buildings to be looked at for repair. The bathrooms at Thusis Beach are in decent shape, the others will all need work.

10. Signature Items

A letter to the owners of 84 Oak Ridge Rd requesting a meeting at the property to review how planned replacement of asphalt may impact the driveway is reviewed. Mark Graffam makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.

11. Correspondence

The owner of 33 Middle Shore Dr is questioning road widening that has occurred near his property. This will be looked into.

NH Retirement System has sent the next edition of the newsletter “Now you know” outlining changes to the retirement system and legislation affecting the retirement system.

12. Administration

A payroll report for the vacation week for Billy McAdams is presented. No requirements for payment prior to regular payroll of next week apply. Ron Sandstrom makes a motion to hold the vacation week for regular payroll. Mark Graffam seconds the motion and the motion passed 3-0.

13. Old Business

The logs that are stacked on the lot at 14 St Moritz will be made available to the highest bidder.

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Notification to visitors and residents about where and how to locate information pertaining to the Village District of Eidelweiss is discussed. Mark Graffam makes a motion to notify persons entering VDOE of the website address through a posting on the Huttwil bulletin board.

Ron Sandstrom makes a motion to send to new lot & homeowners’ information regarding the VDOE. Mark Graffam seconds the motion and the motion passed 3-0.

The Firewise information letter will be updated for review next week.

14. Other Business 15. Public Comments

At 4:16 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters, (b) hiring of an employee and (c) matters of reputation. Mike Smith seconds the motion. Motion called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.

Motions and votes of Non-Public session:

Mark Graffam makes a motion to reconsider and not send the letter to highway employees. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 5:17 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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