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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING July 23, 2013
The Board of Commissioners met on Tuesday, July 23, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (highway) and Ande Craugh, resident. The meeting was taped for Madison TV.
[expand title="Search Text"]At 2:31 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
3. Minutes
4. Highway Department Report
Fred Gurley reports that Huttwil Drive ditch work has been completed to an additional 500 feet passed Platz. Tables and chairs were picked up in Tamworth and returned to the Lodge. A retention basin has been created at the intersection of Lucerne and Sarnen. The F-550 and Top Kick have been greased and cleaned. The berm on Chocorua View has been worked on. Run off is showing at the bottom of West Bergamo at Middle Shore. The intersection of Interlaken and Deissbach has a drainage issue that will need to be worked. The homeowner of 14 Jungfrau has complained about water run off coming from the driveway of 15 Jungfrau. The area will be looked at. Run off from the driveway at 2 West Bergamo is creating a valley at the intersection of Little Shore and Middle Shore. The rate of the water needs to be slowed in this area. Mark Graffam makes a motion to repair the drainage punch out at Little Shore that goes to Middle Shore using existing gravel. Ron Sandstrom seconds the motion and the motion passed 3-0. The need for maintenance by the homeowner is discussed. The crack sealing has not yet been completed due to weather delays. The chip sealing company, All-States Paving, will be followed up with for a target date.
5. Road and Driveway Review
The homeowner of 23 Oak Ridge Rd has questioned the specifications for the culvert installation. Need for a culvert at this location is discussed; water naturally flows off the road at this curve. Installation of a culvert would alter the natural flow and may cause drainage issues downhill due to the extra flow. The signed permit requires a culvert. Mark Graffam makes a motion to discuss the matter with Counsel prior to voting on a reply to Mr. Cooper. Ron Sandstrom seconds the motion and the motion passed 3-0. Driveway culverts in general and active permits for construction are discussed. Mark Graffam makes a motion to schedule a Public Hearing for updates to the Driveway Ordinance on September 10, 2013. Ron Sandstrom seconds the motion and the motion passed 3-0.
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6. Water System Planning
The Jungfrau Pump replacement is discussed. Engineering review has shown that the submittal does not match the specifications as the skid is not split; it is one piece. Additional work on the pump station would be needed. The submittal may be disqualified; requiring a new submittal from a different vendor. The outline of the loan documents is discussed. Mark Graffam makes a motion to have the Treasurer pursue financing for the pump skid that is in only the name ‘Village District of Eidelweiss’.
7. Scheduled Appearances
Ande Craugh, resident, has attended the meeting to discuss signage on the Little Shore side of Boulder Beach. The regulations sign is on the other side of the beach, near the outhouses. Dogs have been seen on the beach. Mark Graffam makes a motion to collect language to review the signs. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to make a formal request to the Madison Police Department for weekend presence at the beaches. Mark Graffam seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to include a Thank You to the Madison Police Department in the correspondence for increased presence within the VDOE. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to request use of the radar speed trailer within the VDOE as often as possible. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Warrant Articles
The Jungfrau pump replacement has been discussed.
Focus on the option of a road grader in lieu of an all-wheel drive truck is discussed. 9. Commissioners Reports
Mark Graffam makes a motion to move next week’s meeting to Wednesday, July 31 at 2:30 pm. Mike Smith seconds the motion and the motion passed 3-0. Updates to the Fire wise information letter to be sent to homeowners are reviewed. Mark Graffam makes a motion to sign the Fire wise letter for inclusion in the mailing to be sent this week and to sign the July 23 Commissioners Report for inclusion in the mailing. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom discusses the status of the water system.
Mike Smith has information on a potential hire to be discussed in Non-Public Session.
10. Signature Items
The Fire wise information and Commissioner’s report for the mailing are signed.
11. Correspondence
NH Department of Environmental Services has sent the results of the recent pond testing.
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12. Administration
The payroll report is presented for review. Mike Smith makes a motion to approve payroll at $5,617.32. Ron Sandstrom seconds the motion and the motion passed 3-0.
13. Old Business
Mark Graffam makes a motion to extend the deadline for bids on the logs located on the lot at 14 St Moritz by one week. Ron Sandstrom seconds the motion and the motion passed 3-0.
14. Other Business
The walkway to the Lodge is discussed. The walkway has moss growing on it under the trees and can be very slippery, especially when wet. Mark Graffam makes a motion to seek 2 proposals for cutting of the trees over the walkway to allow sunlight to reach the walkway. Ron Sandstrom seconds the motion and the motion passed 3-0.
15. Public Comments
At 4:15 pm Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (b) hiring of an employee and (c) matters of reputation. Mark Graffam 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:
Ron Sandstrom makes a motion to hire Jon Eldridge as temporary highway employee at a rate of $16 per hour and to complete a background check. Mark Graffam seconds the motion and the motion passed 3-0.
Mike Smith makes a motion that when a Commissioner is going to complete VDOE Employee work when in an emergency situation, contact is to be made with the remaining two Commissioners with approval of at least one prior to authorizing the work. Mark Graffam seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to reimburse Mark Graffam for highway work completed at a rate of $20 per hour. Mike Smith seconds the motion and the motion passed 2-0-1 with Mark Graffam abstaining from the vote.
Mark Graffam makes a motion to authorize beach cleaning pay at an average of 2 hours per day, 14 hours per week. Mike Smith seconds the motion and the motion failed 1-2-0.
Ron Sandstrom makes a motion to have the beach cleaners attend a Non-Public Session with the Commissioners. Mike Smith seconds the motion and the motion passed 2-1-0.
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Mark Graffam makes a motion to send an email response to John Cooper of 23 Oak Ridge Rd stating that the Driveway Permit for Construction requires additional detail; invite Mr. Cooper to an upcoming Commissioners’ meeting; the Permit is currently on hold and no work is to be completed within the VDOE right-of-way at this time.
At 6:30 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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