2013-09-10 Commissioners Meeting

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING September 10, 2013

The Board of Commissioners met on Tuesday, September 10, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (highway), and Dan Pilmer (prospective lot owner). The meeting was taped by Tim Hughes.

[expand title="Search Text"] 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

10 checks for a total of $5,226.35 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to have the office check on the location of the new pump for the Chocorua Station, hold the check for R. E. Prescott, and approve 9 checks for $2,888.35. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 9/3 are reviewed. Mark Graffam makes a motion to add that Ron Sandstrom remembers the motion made by Mike Smith differently than what is recorded and to correct the motion to include to both the cover email and correspondence from Attorney Crean to the minutes of 8/20 and approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department Report

Chris Weismann reports that the chip sealing was not completed yesterday as the crew ran short of materials. Eidelweiss Drive will need to be swept in a few weeks; All States Paving will return to do the sweeping. The All-States crew stated they will return to complete Appenvel Way. Mark Graffam makes a motion to measure the completed portion and remaining portion of Appenvel Way and to have all of the paved section of Appenvel Way completed with the chip sealing. Ron Sandstrom seconds the motion and the motion passed 3-0. All-States Paving will be sent the measurements and notified of the intent to chip seal the entire paved portion of Appenvel Way. The culvert at the intersection of Bern and Sarnen has been cleaned. Ditches on both roads have been worked. The culvert that was not working near 22 Middle Shore Dr has been buried. The working culvert also in that area has been cleared and stone added to the inlet. Repairs were completed at 14 Jungfrau. The culvert at 68 Eidelweiss Dr has been worked on and is about half way cleared. This will be worked on this week. The structure of the culvert will be assessed as it is cleaned. Eidelweiss Dr will be graded. Little Loop has been worked on where it washed out. West Bergamo, Blinden, Old Town, and Schwyze have had washouts worked on. An assessment of the drainage on Oak Ridge Rd at #23 will be done for review by the Board. The planned road

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assessment of the entire District will be started this week. Ron Sandstrom suggests use of the snow plow routes as order of assessment. The primary objective of the road assessment is to identify those areas with most potential for damage and cost to repair. The list of culverts is to be reviewed and updated. The quotes and specifications for the new 550 are to be reviewed with Fred Gurley and Chris Weisman. Chris Weisman suggests some optional plow styles that he would consider. Plow styles, especially hinged V-plows, can be easily damaged by rocks in the dirt roads. Ron Sandstrom makes a motion to place an ad for 3 part time snow plow operators. Mark Graffam seconds the motion and the motion passed 3-0. A budget review of the remaining highway budget will be done with the crew next week. Potholes and remaining washouts will be worked on this week. Fred Gurley will be grading roads. Mike Smith makes a motion that the graffiti on the pedestrian sign on Big Loop Rd be cleaned. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Road and Driveway Review 6. Water System Planning

Mark Graffam makes a motion to send Nancy Cole to Water Operator Classes. Ron Sandstrom seconds the motion. Discussion ensues over having an employee handle the water system or contracting the service out. Additional discussion over Nancy Cole attending classes at this time is held. It is not deemed beneficial to the VDOE to pursue this now. Motion is called to a vote and the motion failed 0-3. The DRA has not yet commented on the loan documents. Mark Graffam makes a motion to send the existing Jungfrau to Reinach Forced Main Water Project loan documents to Attorney Dan Crean for review. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining.

7. Scheduled Appearances

Prospective property owner Dan Pilmer requests a variance from the Water Ordinance that would allow the engineering review of a lot for hook up to the water system be done prior to receipt of an Application for Water Hook-Up. As Mr. Pilmer is not the property owner, he is not eligible to sign the Application.

8. Warrant Articles
9. Commissioners Reports

Mike Smith asks if Chris Weismann has been given the second DPW phone and is informed that Mr. Weismann has the phone. The claim for the lightning strike has been placed and assigned to an adjuster. Mike Smith makes a motion to provide lunch at the Public Hearing scheduled for Oct 26. Ron Sandstrom seconds the motion. Discussion on planned updates to be held prior to determining projected length of the meeting is held. Mike Smith tables the motion for additional information.

Mark Graffam distributes for the public record and discusses a September 2001 letter outlining the direction of water flow between houses on Oak Ridge Rd. Mark Graffam makes a motion to attach the letter to the minutes of this meeting. Ron Sandstrom seconds the motion. Discussion ensues on the need for proper assessment of the priorities for road projects. Motion is called to a vote and the motion failed 1-2.

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10. Signature Items

Drafted response to the letter from the owner of 23 Oak Ridge Rd is presented for review.

Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion. Discussion ensues. Mark Graffam amends the first statement be “received and read” your letter. Ron Sandstrom seconds the amendment. Motion is called to a vote and the letter, as amended will be signed and sent by a vote of 3-0.

Drafted response to the owners of 17 Oak Ridge Rd is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A purchase order for shirts and sweatshirts for new employee Chris Weismann is presented for review. Mike Smith makes a motion to authorize up to $250 for the purchase and silk screening of the clothes items. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

New Hampshire Retirement System is holding an educational seminar for employers at Madison Town Hall on September 24th. Nancy Cole has signed up to attend. The seminar is free of charge to member employers.

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

The Property-Liability Trust has sent a rebate based on the requirements of the agreement with the Secretary of State’s Office.

Health Trust has sent a rebate based on enrollment in January 2010 based on the requirements of the agreement with the Secretary of State’s Office.

12. Administration 13. Old Business

Correspondence has been received regarding a lot on Diessbach and a culvert that is on the lot. Mark Graffam outlines a long standing prescriptive easement as there is no record of this culvert being placed within the last 10 years. Mark Graffam makes a motion to send Attorney Crean a description of the culvert and the history of the lot with NH DES. Ron Sandstrom seconds the motion and the motion passed 3-0.

14. Other Business

Mark Graffam discusses existing photos and the email timeline of work at 23 Oak Ridge Rd and will prepare a presentation for the Board.

A quote is reviewed for replacing a broken window on the backhoe and new hinges for the other window. Mike Smith makes a motion to approve the purchase of the parts for the backhoe. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark

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Graffam makes a motion to obtain a report on how the damage occurred to the backhoe. Ron Sandstrom seconds the motion and the motion passed 3-0.

The grader quotes are discussed. Discussion on need to factor cost of all equipment for future impact is held.

Ron Sandstrom discusses a target of October 1 for beginning to review proposed Ordinance changes.

A report has been received on the status of spreading the beach sand. The culvert on Thusis Beach is blocked and needs to be cleared. Mike Smith makes a motion to have the DPW clear the culvert. Ron Sandstrom seconds the motion and the motion passed 3-0.

An hourly rate has been received for completion of a title search for easements on the VDOE roadways. Mark Graffam makes a motion to have Alpine Title perform the search for not more than $750. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

At 4:45 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters, and (c) matters of reputation. Ron Sandstrom 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:

Mike Smith makes a motion to have the VDOE pay the $26.88 due to the NH Retirement System for the benefit of William McAdams. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to advertise for a Water System Resource Database Operator. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 5:15 pm Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom 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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