VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 1, 2013

The Board of Commissioners met on Tuesday, October 1, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (Highway) and Bob Hackett of HP Fairfield. 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

Mark Graffam makes a motion to accept the agenda. Mike Smith seconds the motion and the motion passed 2-0.

2. Accounts Payable

3 checks for $3,278.21 are presented. Checks and invoices are reviewed and discussed.

Mark Graffam makes a motion to approve 3 checks for $3,278.21. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 9/24 are reviewed. Mike Smith corrects the motion for application to NH DES grant to read “as built drawings” from “asset management plan”. Ron Sandstrom makes a motion to accept the minutes as amended. Mike Smith seconds the motion and the motion passed 3-0.

4. Highway Department Report

Fred Gurley outlines recent work completed. The culvert at 67 Eidelweiss Drive has been repaired. A head wall was built to protect the inlet. The culvert near 10 Winnegon has been cleaned. The top of Oak Ridge Road was graded. Low limbs have been cut on Grison, Bergdorf, and Aspen. Trimming of limbs will be an ongoing process. The culvert at 67 Eidelweiss Drive still needs to be cleaned. This will be done this week. Improperly stored canoes that were marked will be removed. 37 Oak Ridge Road has water that is being directed into the woods which is causing damage to private property. Individual review of the area is discussed. It is determined that the Board will meet on Thursday, October 3 at 1 pm to view the area together. This will be posted. The Road Assessment will be completed this week. Chris Weismann has obtained quotes for needed equipment repairs. The Top Kick front end work can be done by Conway Truck at a cost of $1,000 including an alignment, needed repairs and a vehicle inspection. Tires will cost $2,160 for the Top Kick. Tires for the F-550 will cost $1,860 if replaced with the same size tire currently on the truck. Tires that would also fit the Top Kick will fit the F-550. This would create a uniform tire size to be purchased. Ron Sandstrom makes a motion to have the repairs, alignment and inspection done for the Top Kick at a cost not to exceed $1,000. Mark Graffam seconds the motion and the motion passed 3-0. Mike Smith makes a motion to purchase 12 tires of uniform size not to exceed $4,650. Ron Sandstrom seconds the motion. Discussion

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on studding of the tires is held. Mike Smith withdraws the motion. Mark Graffam makes a motion to purchase 12 tires of uniform size including studding of the tires at a cost not to exceed $6,900. Ron Sandstrom seconds the motion and the motion passed 3-0. One tire is needed for the backhoe. Cost for this tire will be $825. Mike Smith makes a motion to purchase one tire for the backhoe at a cost of $825. Ron Sandstrom seconds the motion and the motion passed 3-0. Salt is discussed. Purchase of salt to be ready for the first storm is held. Ron Sandstrom makes a motion to purchase one load of salt for $1,800. Mike Smith seconds the motion and the motion passed 3-0. Sand is discussed. Mark Graffam makes a motion to purchase 4 truckloads of sand from Shackford Construction not to exceed $590. Ron Sandstrom seconds the motion and the motion passed 3-0. Brining of roads for early winter storms is reviewed and discussed. Use of salt on paved surfaces only is outlined. An estimate will be put together for extending the roof at DPW II for safety. The snow plow document will be updated for review on November 1. The equipment worksheet has been updated following last week’s meeting and will be distributed. The status of the equipment and possibility of purchasing a new vehicle this year is discussed. The International has a 9 yard sander that works well and carries a much larger load than the F-550 4 yard sander. Safety meetings and the need to schedule one is discussed. Mike Smith makes a motion to hold one safety meeting per month for the full time employees with inclusion of all part timers in the fall prior to snow plow season. Ron Sandstrom seconds the motion and the motion passed 3-0. The first meeting will be October 8th at 2 pm. Mike Smith will be the Commissioner liaison for the safety meetings. A walk through of Oak Ridge Rd prior to the construction beginning will be held October 8th at 10 am. The Contractor will be informed. Line painting is discussed. This may be done following the Oak Ridge Road project. White Wolf Line Painting will be contacted for availability. Operation of the grader is discussed. Chris Weismann will be taught how to operate this machine. Mark Graffam makes a motion to fix the driveway issue at 22 Jungfrau Rd via a specification to be developed and agreed to with the property owner. Ron Sandstrom seconds the motion for discussion. Discussion on repair to driveways is held. Driveways are not repaired by the DPW. Motion is called to a vote and the motion failed 1-2.

5. Road and Driveway Review 6. Water System Planning

The status of the water billing is discussed. The 90 day late fee of $100 will be added to accounts with outstanding balances this week. Houses will be posted for shut off the week of October 22. The flow meter is to be installed in the vault for the DPW well next 10/9. Mark Graffam makes a motion to request an email from Jason Roache outlining how the chemical pumps are working now and how they will be working once the flow meter is installed. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on having the Engineer review the response to verify the system is working as designed. The Department of Revenue has not yet responded to the request for input on the proposed loan documents from Bank of NH. Mike Smith makes a motion to find another vendor for the SCADA system if the flow meter is not installed as planned on 10/9. Ron Sandstrom seconds the motion. Discussion is held. Mike Smith withdraws the motion. The DES grant application for as built drawings will be worked on. Ron Sandstrom makes a motion to move forward with the engineering of the water main on Huttwil Drive. Mike Smith seconds the motion. Discussion on charges to the contractor is held. Guidance from the attorney should be sought prior to incurring any charges. Mark Graffam makes a motion to

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have the office send the information to Attorney Dan Crean for guidance. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Scheduled Appearances

Bob Hackett of HP Fairfield has attended the meeting to discuss outfitting of equipment. An F- 550 with a power transfer option from the transmission and a standard dump body are discussed. F-550 class vehicles are discussed in general. A 2014 Warrant Article to replace the Top Kick is discussed as an option. Wing plows on a 550 are discussed. Use of the wing plow as an extension of the front plow while plowing is the appropriate manner of use for a wing on this class of truck. Using the wing plow to push back snow after the initial plowing has been done can cause damage to the frame. The 550 class is not recommended for pushing back snow due to the tendency to crack the frame. The Terra Star class of trucks by International is discussed. This is an intermediate size truck. Bob Hackett adds that he will have one available for viewing soon. A return appearance will be scheduled when the demo is ready.

8. Warrant Articles
9. Commissioners Reports

Ron Sandstrom distributes for review proposed updates to the Driveway Ordinance and the Beach Ordinance. A draft for a new policy to be considered for addition to the Driveway Ordinance outlining cost calculations for problem driveway correction work done by the DPW is also distributed. All documents are requested for review for discussion next week.

Mark Graffam questions recent landscape work done at 9 Eidelweiss Drive and is informed that notification had been sent of the intent to survey the lot and reclaim the corner of the property. Mark Graffam questions drainage and the swale that had existed. The need for a swale along the property will be checked. Discussion on enforcement of Ordinances and Regulations is held. Mark Graffam discusses Ken Trocki’s report of damage to the driveway at 21 Jungfrau Rd and questions repairing the driveway. The need to act when a person or persons are not working within the regulations is held. Potential additional reporting from the DPW crew on activities within the District may be needed. Ron Sandstrom makes a motion to notify Madison PD when enforcement of parking lot regulations is needed. Mark Graffam seconds the motion and the motion passed 2-1 with Mike Smith voting against the motion.

Mike Smith discusses the lot on Diessbach that has applied for a variance from the Madison Zoning Board. Mark Graffam states that black plastic culverts have been in use since 1987. It is unknown exactly when the culvert on the lot on Diessbach was installed; it may be original drainage created by Great Northern Land Corp. Discussion on the ability to replace existing culverts to maintain existing drainage is held.

10. Signature Items 11. Correspondence

Madison Code Enforcement has copied the VDOE on correspondence to the property owner of 14 Aspen to clear the lot from the fire debris.

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NH Retirement System has sent a bulletin on updates to the system.

NH Department of Environmental Services has sent the results of the latest round of testing of the water quality of the ponds. All results are in compliance.

Health Trust has sent a bulletin outlining additional benefits to enrolling in the Slice of Life program including new biometric screening centers that are now available.

Health Trust has sent notification of a new director being appointed.
Property Liability Trust has sent notification of a director leaving PLT for Health Trust. Primex is holding Public Hearings for the establishment of 2014 rate levels.
12. Administration

Year to date budgets are reviewed. A separation on the amount billed for late fees through QuickBooks for the water system will be looked into. Line items are in good shape with 3⁄4 of the year passed. The Unassigned Fund Balance, Warrant Articles, and other funds are discussed. A policy for the amount of Unassigned Fund Balance to be retained has not been located. A policy will be drafted to retain 33% of the General Government/Highway Operations Annual Budget within the Unassigned Fund Balance will be developed.

The Payroll report is presented. Report and time cards are reviewed. Ron Sandstrom makes a motion to approve payroll at $5,372.42. Mark Graffam seconds the motion and the motion passed 3-0.

13. Old Business 14. Other Business

Review of upcoming target dates for materials and information is held.

The Army Corps of Engineers has forwarded an approval of the NH DES permit for the spreading of the sand on the beaches.

15. Public Comments

At 5:20 pm Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. Mark Graffam seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, Mark Graffam yea, and the motion passed 3-0.

Motions and votes of Non-Public session:

At 5:25 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, Mike Smith yea, Mark Graffam yea, and the motion passed 3-0.

Respectfully submitted,

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Nancy E. Cole Administrator

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