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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING August 6, 2013
The Board of Commissioners met on Tuesday, August 6, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (highway) and Peter Maffei, resident. The meeting was taped by Tim Hughes.
[expand title="Search Text"]At 2:00 pm the meeting was called to order by Chairman Mark Graffam at 84 Oak Ridge Rd. At 3:00 pm the meeting reconvenes at the District Office.
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 7/23 are reviewed. The highway report is corrected to catch basin from catch pond. Mark Graffam makes a motion to accept the minutes as amended. Mike Smith seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining.
4. Highway Department Report
Fred Gurley discusses attempts to locate the outlet end of a buried culvert on Middle Shore at #30. No outlet has been located for this culvert. Mark Graffam makes a motion to approve replacement of the culvert located at #30 Middle Shore Dr and to ditch to the end of Middle Shore to the catch basin at Interlaken. Mike Smith seconds the motion. Discussion on the property located at #32 Middle Shore also needing a new culvert is held. Mark Graffam makes a motion to amend the motion on the floor for installation of 2 culverts at #’s 30 and 32 Middle Shore Dr. Ron Sandstrom seconds the amendment. Amended motion to install 2 culverts on Middle Shore Dr and ditch to the catch basin at Interlaken is called to a vote and the motion passed 3-0. Homeowners will be notified of the planned work prior to commencement. Fred Gurley continues his report with the information that the header has been built on the culvert on Bern Dr. A tree fell on Blinden Sunday night. The tree has been cut up and removed. A ditch on Jungfrau near #22 has been looked at. This ditch was not created by the VDOE. The logs have been removed from the lot on St. Moritz. Asphalt will be placed along the edges of Appenvel Way. Lucerne Drive has been looked at. This road needs ditches to keep water from pooling in the center of the roadway. The repairs to the Top Kick snow plow frame are being done by Joe Paquette. The grader shoes will be fabricated following the welding on the Top Kick by Joe Paquette. Bolts will need to be picked up for the attaching of the grader shoes to the grader. A schedule for the chip sealing has been requested. Weather has delayed the work from being completed. The crack sealing agreement was for one pallet. RCH has stated that one pallet has been used, and that another 1⁄4 pallet would be needed to finish Appenvel Way. Estimate is for an additional $2,000. Ron Sandstrom makes a motion to complete the crack sealing at a cost not to exceed $2,000. Mark Graffam seconds the motion. Discussion on the completion of Eidelweiss Drive in addition to Appenvel Way ensues. A not to exceed number
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will be established in Non-Public Session. A concentrated effort to clean culverts will be needed this fall. The stone header needed on a culvert on Eidelweiss Dr will be completed within the next two weeks. The culvert at the intersection of Appenvel Way and Aspen will be checked while the crew is in the area.
5. Road and Driveway Review
2 West Bergamo is discussed. Work to be completed on this driveway has been approved. Work will be checked by Fred Gurley. 23 Oak Ridge Rd permit amendment sent last week. Sandstrom starts a discussion on the topic of what a homeowner can do when faced with water drainage issue in the right away. Discussion on exposure of liability when drainage is changed ensues with no resolution reached. 47 Eidelweiss Dr placed an undersized culvert last fall. Mike Smith makes a motion to set a meeting with the homeowner. Motion failed for lack of a second. Discussion on viewing the culvert for effectiveness is held. Mark Graffam makes a motion to have the Commissioners look individually at the culvert entrance and outlet for proper water flow. Ron Sandstrom seconds the motion and the motion passed 3-0. The driveway at 14 Jungfrau is discussed. Mark Graffam makes a motion to write to the owner of 14 Jungfrau for a viewing of the area on August 20, 2013 at 2 pm to outline the actions to be taken by the VDOE, if any. Ron Sandstrom seconds the motion and the motion passed 3-0.
6. Water System Planning
The cost to replace the flow meter in the DPW vault is $3,325, labor and surge protection included. Mark Graffam makes a motion to approve $3,325 for replacement of the flow meter. Ron Sandstrom seconds the motion. Discussion on alternatives ensues. Motion is called to a vote and the motion passed 2-1. The new pH reading meter has been ordered. Reinach station is discussed. The berm alongside the station needs to be rebuilt. 6 inch stone (rip rap) should be added. Work could be done with VDOE backhoe and crew. Mark Graffam makes a motion to create an accounting policy for charging the water system for truck, backhoe, and DPW personnel time for work done by the DPW on the water system. This policy would then be for review and approval by the Board. Ron Sandstrom seconds the motion and the motion passed 3-0.
Partial payments on water usage fees are discussed. Confirmation of the existing policy that a partial payment does not avoid additional late fees from accruing is stated.
7. Scheduled Appearances
Oak Ridge Rd and the driveway to #84 are viewed by the Commissioners with Peter Maffei. Intended plan to replace asphalt and swale the end of the driveway is discussed and explained to Mr. Maffei. Water flow through area discussed. Presidential View is looked at. The pavement in this area is in rough shape and could damage a plow truck. Options for repairs to this area of road are discussed.
8. Warrant Articles
The Jungfrau pump skid loan documents are under review by the NH Department of Revenue as recommended by Attorney Dan Crean.
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The all-wheel drive truck article is discussed. Mark Graffam makes a motion to order a new Ford F-550 with a Housatonic plow, lightweight wing plow and sander. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on plowing needs and vehicles is held.
The $25,000 appropriation for replacement of the grader is discussed. Proposals are being put together for lease options for a new grader. Two proposals are expected by next week for review.
9. Commissioners Reports
Mark Graffam discusses the recent purchase of the new pH testing meter for the water monitor to use.
Ron Sandstrom discusses a call from the answering service for the tree that fell on Blinden. A standardized list of phone numbers for proper contact in an emergency is discussed.
Mike Smith discusses the signage that is to be placed at the Huttwil parking lot area for information purposes. This will be worked on and discussed again.
10. Signature Items
A letter to Jay Buckley returning his check for the log bid is reviewed. Mark Graffam makes a motion to sign and send the letter to Jay Buckley. Mike Smith seconds the motion and the motion passed 3-0.
A letter to water user Dave Dempsey denying a request for a charge back due to an outage that occurred after the due date of the water bills is reviewed. Mark Graffam makes a motion to sign and send the letter to Dave Dempsey. Ron Sandstrom seconds the motion and the motion passed 3-0.
11. Correspondence
A request to not participate in the intended survey of NH Ranger Bob Boyd for the Fire Wise program has been received. Discussion on time to allow for persons to respond prior to establishing the survey is held. Mark Graffam makes a motion to allow until September 11, 2013 for requests to not participate in the survey to be received and to then approve Bob Boyd to begin the surveying of the VDOE for the Fire Wise program. Ron Sandstrom seconds the motion and the motion passed 3-0.
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A request for a culvert check and cleaning at the intersection of Appenvel Way and Aspen has been received from J. Guthrie. Mark Graffam makes a motion to notify Mr. Guthrie that the culvert will be cleaned within the next few weeks. Mike Smith seconds the motion and the motion passed 3-0.
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12. Administration
The payroll report is presented. Report and time cards are reviewed and discussed. Mark Graffam makes a motion to approve payroll in the amount of $6,122.72. Ron Sandstrom seconds the motion and the motion passed 3-0.
The second installment of the employee portion of the health insurance for July is incomplete due to no working hours for deceased employee William McAdams. Mike Smith makes a motion to authorize charging the VDOE for the unpaid premium in the amount of $165.40. Ron Sandstrom seconds the motion and the motion passed 3-0. A letter to the payroll company outlining the authorization to pay the July premium in full at the expense of the VDOE is signed.
A ‘contribution holiday’ for participation in the LGC Health Trust is occurring in August. The credit of $1,194.73 on the August billing statement is discussed. This credit is based on premium paid in January 2010. Previous credits have been split at the same level as the employee contribution towards that paid premium; 80% VDOE and 20% employee. No action taken by the Board will result in the entire credit offsetting the VDOE portion.
The action of completing the upcoming survey for the Fire Wise program will count towards the ‘action hours’ for participation in the certification portion of the program. The Eidelweiss Property Owner’s Association (EPOA) will be sending $250 towards the mailing expenses.
13. Old Business 14. Other Business
The request for storage of paddle boats from the EPOA last spring is discussed. Mark Graffam makes a motion to approve the construction of a 5 paddle boat storage rack at Muddy Beach. Ron Sandstrom seconds the motion. Discussion on additional storage racks and illegally stored canoes and other water craft already creating an issue for the VDOE is held. Motion is called to a vote and the motion failed 1-2.
Unscreened loam at DPW II from projects is discussed. This will be discussed again.
15. Public Comments
At 5:00 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (b) hiring of an employee and (a) employment matters and (d) property 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.
Motions and votes of Non-Public session:
Ron Sandstrom makes a motion to approve additional funds not to exceed $4,000 to RCH for completion of the crack sealing. Mark Graffam seconds the motion and the motion passed 3-0.
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At 5:35 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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