VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING September 3, 2013

The Board of Commissioners met on Tuesday, September 3, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance was Chris Weismann (highway). The meeting was taped by Tim Hughes.

At 2:30 pm the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to accept the agenda. Mark Graffam seconds the motion and the motion passed 3-0.

2. Accounts Payable

21 checks for $16,548.07 are presented. Checks and invoices are reviewed and discussed.

Ron Sandstrom makes a motion to approve 21 checks for $16,548.07. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 8/13 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Mark Graffam seconds the motion and the motion passed 3-0.

The minutes of 8/20 are reviewed. Ron Sandstrom makes a motion to accept the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

The minutes of 8/23 are reviewed. Ron Sandstrom discusses a motion made by Mike Smith for Attorney communications to go through the Chairman of the Board. Ron Sandstrom remembers the motion made by Mike Smith differently than what is recorded. Mike Smith states the motion is correct as written; communications are to go through the Chair. Ron Sandstrom makes a motion to reconsider the motion of 8/23 and amend such to state that all contact with the Attorney be approved by a quorum of the Board of Commissioners. Mark Graffam seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to strike the original motion from the minutes of 8/23 and approve the minutes as amended. Mark Graffam seconds the motion and the motion passed 2-1.

4. Highway Department Report

Chris Weismann is introduced as the new Co-Foreman for the DPW. The chip sealing is now scheduled for tomorrow afternoon, weather permitting. The school bus drivers will be notified if Eidelweiss Dr. is closed. A road check was done today. Four inches of rain has fallen since Saturday. Little Loop, West Bergamo, Old Town and Schwyze had noted washouts that are being worked on. Bern and Huttwil have been raked. The homeowners of 30 & 32 Middle Shore had been contacted prior to the work being completed. Both homeowners have received letters outlining the work completed and needed work on the driveways. A road

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assessment of all roads will be done with Chris Weismann, Fred Gurley and Nancy Cole. Priorities will be established, estimates for correcting known problem areas will be done. A letter from the homeowner of 23 Oak Ridge Rd is read. Drainage and the protection of the roads are discussed. History of special favors for residents is outlined. Work is to be prioritized based on protecting the roads and therefore protecting tax payer assets. Mark Graffam makes a motion to obtain two quotes for title searches for easements on any VDOE deeded roadway. Ron Sandstrom seconds the motion. Discussion on the ability to perform road maintenance within the existing drainage system as needed is held. Communication prior to some projects will be needed or, may be chosen to be sent. Motion is called to a vote and the motion passed 3-0. Mark Graffam makes a motion that the cover e-mail and correspondence from the Attorney be published as part of the minutes of Aug 20. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to have the office contact engineer Paul Fluet’s office in regards to the manner of the survey of the lower portion of Oak Ridge Road, specifically, if any pins were located. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to send a response to the homeowner of 23 Oak Ridge Rd stating that the area will be assessed for placement on the list of priorities and the Board will advise of any action to be taken. Mark Graffam seconds the motion and the motion passed 3-0. The specs for the F-550 are to be reviewed. Discussion on inviting Bob Hackett to attend a meeting to discuss outfitting of the new truck is held. Mike Smith makes a motion to invite Bob Hackett to attend the September 17th meeting. Ron Sandstrom seconds the motion and the motion passed 3- 0. Ron Sandstrom makes a motion to review draft ads for three snow plow operators next week. Mike Smith seconds the motion and the motion passed 3-0. The Public Hearing on the first phase of the reconstruction of lower Oak Ridge Rd will be held on September 14th at the Lodge at 10 am. Certified letters have been sent to all abutters of the project. Mike Smith makes a motion to ask Gloria Aspinall if she could take the minutes of the Public Hearing. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Road and Driveway Review 6. Water System Planning

Water System Operators Iron Mountain has sent a letter stating 30 day notice of their resignation from service. Draft notice of request for proposals is reviewed and amended. Mark Graffam makes a motion to contact Granite State Rural Water Service to check on available options. Ron Sandstrom seconds the motion. Discussion on the services available and the need to compile information on options is held. Motion is called to a vote and the motion passed 3-0. The NH Dept of Revenue has not yet responded to the request for review of the loan documents from Bank of NH. An additional follow up will be sent. Discussion on the funding of Warrant Articles is held.

7. Scheduled Appearances 8. Warrant Articles
9. Commissioners Reports

Ron Sandstrom states that the drainage added to the driveway at 59 Oak Ridge Rd is working well. Jungfrau Rd near #14 was reviewed during the storm. The area is washed out; access to the driveway would be difficult. This area will be assessed during the upcoming road review. A temporary repair will be made in the area this week.

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Mike Smith questions as built drawings for the water system. Discussion is held on accrued information and the need to start placing this information on maps. Discussion on accrued water fee collections to date; the amount is $127, 000. The culverts under the road on Middle Shore near #23 will be looked at. Photos will be taken and distributed.

Mark Graffam reports that the Eidelweiss Property Owners Association (EPOA) has offered $250 towards the removal of trees around the Lodge and scenic overlook. Mark Graffam makes a motion to contact Joe Sargent for an estimate of cost to spend one day cutting trees to open the scenic overlook. Ron Sandstrom seconds the motion and the motion failed 1-2. Ron Sandstrom makes a motion to obtain an estimate of the cost to spend one day cutting trees to open the scenic overlook and obtain a second estimate that includes removal of the felled trees. Mike Smith seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to have the DPW estimate the time needed to power wash the walkway to the Lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Signature Items 11. Correspondence

Local Government Center has sent bulletins relating to the corporate restructuring that will separate the entities of the Health Trust, Property-Liability Trust and NH Municipal Association.

The monthly payment for the Coleman Tower rental has been received. .

12. Administration

The payroll report is presented for review. Report and time cards are reviewed and discussed. Following a discussion in Non-Public Session, Mike Smith makes a motion to approve payroll at $4,955.12. Mark Graffam seconds the motion and the motion passed 3-0.

13. Old Business

A response to the owners of 17 Oak Ridge Rd is to be prepared for next week.

14. Other Business

Oak Ridge Road is to be cleared of the rocks that are on the asphalt on the upper section.

Ron Sandstrom requests a budget status review for next week.

Mark Graffam makes a motion to have Nancy Cole contact Sandy Shackford for a price on road sand. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to schedule the 2014 Annual Meeting for Saturday, February 22, 2014. Mike Smith seconds the motion and the motion passed 3-0.

15. Public Comments

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At 4:50 pm Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters, and (c) matters of reputation. Mike Smith seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mark Graffam yea, Mike Smith yea, and the motion passed 3-0.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to have the office contact Granite State Rural Water Association (GSRWA) to have a representative meet with the Board of Commissioners on the services available through the GSRWA. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have the office contact Rick Skarinka of NH Department of Environmental Services for a list of licensed water operators with no communication relating to Iron Mountain. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to approve use of the amended letter to possible water operators. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to inform Jim Malloy of Madison TV that the Board of Commissioners acknowledge that it was a mistake for the videographer to interject comments outside of the Public Comment section and that this should not occur again. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 5:35 pm Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Mark Graffam seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mark Graffam yea, Mike Smith yea, and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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