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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 14, 2014
The Board of Commissioners met at 2:30 pm on Tuesday, January 14, 2014. In attendance were Commissioners Ron Sandstrom and Mark Graffam. Also in attendance were Ray Seeley (water operator) and Larry Leonard (resident). The meeting was taped by Tim Hughes.
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At 2:35 pm the meeting was called to order by Chairman Ron Sandstrom.
1. Agenda
Mark Graffam makes a motion to accept the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0.
2. Accounts Payable
25 checks for a total of $28,319.82 are presented. Checks and invoices are reviewed and discussed. Ron Sandstrom makes a motion to hold the check for IWS. Mark Graffam seconds the motion and the motion passed 2-0. A check for the invoice for Granite State Minerals will be printed for inclusion within the manifest approval. Ron Sandstrom makes a motion to approve 25 checks for $28,385.21. Mark Graffam seconds the motion and the motion passed 2-0.
3. Minutes
The minutes of 12/26 will be reviewed next week.
4. Highway Department Report
Fred Gurley is sanding roads. A purchase order for salt has been requested. Ron Sandstrom makes a motion to approve the purchase order for one load of salt at $1,800. Mark Graffam seconds the motion and the motion passed 2-0. A cost analysis of salt and sand are being done for comparison to prior years. The Top Kick is back in service. The ice storm this past weekend created slippery roads. The dirt roads iced over with the rain. An analysis is being done of the answering service calls to locate any trouble areas within the District. Discussion on the answering service and desire to provide them with updates as to the personnel on during a storm is held. A policy draft has been established for increasing communication during weather events. Ron Sandstrom makes a motion to adopt the policy for communication on coverage schedules. Mark Graffam seconds the motion. Discussion on the intent to correct an ongoing issue of the wrong person receiving a call is held. Draft will be reviewed for additional discussion. Motion deferred for review of policy. Storm reports from recent storms are reviewed. The safety meeting held last week is discussed. Part time employees will be paid for 2 hours for attending.
5. Road and Driveway Review
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6. Water System Planning
Water Operator Ray Seeley outlines the review of the pump houses and upgrade proposals with the engineers last Friday. Muddy Beach has been off line due to a SCADA communication error. The pH at the Summit station is discussed. The pH has been tested at 7 to 7.5. Ray Seeley discusses a drop in pH to below 5 that is troubling as the reason for the drop is unknown. Additions to the SCADA system, specifically the Summit hydro tank and booster pumps are recommended by Ray Seeley. Lining of tanks for the water system in lieu of plans to replace the tanks is discussed. The pumps at the Summit are 13 years old and may no longer be supported by the manufacturer for replacement parts. Planning for the water system is needed. The Engineer’s review will be the basis for any plans. Water system expenses are reviewed. The average expenditure for the last two months has been $5,000. One bill per month is requested with details on the 30 hours included within the base fee and details for all charges beyond the 30 hours. The taking of GPS points by the water operators is discussed. Ray Seeley outlines that the valve locations they are working on have had GPS location points taken. Documents with the locations are needed to be maintained. The criteria for the 30 hours included within the monthly fee are discussed. Ray Seeley states that he is willing to work with the Commissioners to identify the criteria. Non-pay shut offs are discussed. An option for billing of seasonal shut offs may be included a future update for the Water System Ordinance.
7. Scheduled Appearances
8. Warrant Articles
9. Commissioners Reports
Mark Graffam outlines the visit to the pump stations last Friday with the engineers and Ray Seeley. The report from the engineers has not yet been received. The report will be distributed for review upon receipt. Mark Graffam states that Kelly Robitaille has accepted the full time position and will be starting on Thursday. The web site is discussed. The older documents have now been uploaded and are available on the site.
Ron Sandstrom states that the documents were uploaded to the web site this morning. The WordPress format is user friendly. Ron Sandstrom adds that he is working on some analysis for trending of expenditures over three budget years. Mark Graffam suggests uploading the budget worksheet for the 2014 proposed budget. This will be done.
10. Signature Items
11. Correspondence
The homeowner of 32 Oak Ridge Rd has requested an unconditional Driveway Permit for Operation be issued for his property. Mark Graffam makes a motion that the time period of the condition to add a channel drain should excess drainage to the road occur remain in place for a period of one year and then an unconditional Driveway Permit for Operation will be issued. Ron Sandstrom seconds the motion and the motion passed 2-0.
12. Administration
The proposed 2014 budgets are discussed. Mark Graffam states that he will be proposing reductions to the proposed budgets next week. Accounting for the establishment of the budget
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numbers for the last two years is outlined and discussed. The need for the Commissioners to have an avenue for handling an emergency is outlined and the Unassigned Fund Balance Retention Policy, Capital Reserve Funds and the Special Revenue Fund are discussed.
NH Department of Environmental Services has sent notice that the VDOE has not been approved for the Asset Management Grant. The proposed article will be looked at for funding options.
13. Old Business
14. Other Business
Ron Sandstrom makes a motion to have Attorney Dan Crean create a policy for social media for employee and officials of the District. Mark Graffam seconds the motion for discussion. Mark Graffam states that he does not believe that the District should develop a policy that may infringe on an individual’s freedom of speech. Discussion continues. Ron Sandstrom removes the motion from the floor. Discussion on some budget items that were discussed early in the year for expenditure if funds allowed and the inaction on these items is held. Mike Smith has stated that he may be available to attend next week’s meeting via telephone. The requirements for the ability of a Commissioner to attend a meeting telephonically are discussed. A quorum of Commissioners present at the meeting site is required, as is the ability to hear clearly and taking all votes via roll call. The dates for the Annual Meeting are discussed. The Annual Meeting date establishes the time frames for the Public Hearings on the budget, the last day for acceptance of petitioned articles and the dates for declaring candidacy for office. The dates are reviewed on the draft notice for posting and publication. Mark Graffam makes a motion to hold the first Public Hearing on the budget and warrant articles at 7 pm, January 24th, 2014 in the Town Hall Meeting Room with the second Public Hearing on the budget and warrant articles at 7 pm, January 24th, 2014 in the Town Hall Meeting Room, if necessary. Ron Sandstrom seconds the motion and the motion passed 2-0. Mark Graffam makes a motion to publish the notice in the Conway Daily Sun on Wednesday, January 15 and again on January 22. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mark Graffam makes a motion that the quote for the 2014 Ford F-550 includes a second set of rims with studded snow tires. Ron Sandstrom seconds the motion and the motion passed 2-0. The cost for outfitting with a Housatonic plow and sander body will also be checked.
15. Public Comments
Resident Larry Leonard questions seasonal shut offs and if any time restrictions exist. The recent discussion on a potential update to the Water Ordinance to charge for seasonal turn offs outside listed dates at actual cost is outlined. Non-pay shut offs are discussed. The receipt of upgrade proposals from Integrated Water Systems and the review of the proposals by the VDOE Engineers are outlined. Mark Graffam makes a motion to post the Engineer’s review from the January 10, 2014 visit to the pump houses upon receipt. Ron Sandstrom seconds the motion and the motion passed 2-0.
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At 5:00 pm Mark Graffam makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
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VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
January 7, 2014
The Board of Commissioners met at 2:30 pm on Tuesday, January 7, 2014. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance was Treasurer Dinah Reiss, Water Operator Ray Seeley, Fred Gurley (highway). The meeting was taped by Tim Hughes.

At 2:30 pm the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda
Ron Sandstrom makes a motion to move Water Department Report to first and accept the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.
2. Accounts Payable
3. Minutes
The minutes of 12/10 are reviewed. Mike Smith makes a motion to accept the minutes. Ron Sandstrom seconds the motion. Mark Graffam moves to amend the Commissioners report to add that the Beach Ordinance was read aloud and discussion ensued on a meaningless change adding the contact information. Ron Sandstrom states that the change is not meaningless because it has no specific penalty. Motion to amend the minutes is called to a vote and the motion failed 1-2 with Ron Sandstrom and Mike Smith voting against the amendment. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-1 with Mark Graffam against.
The minutes of 12/12 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mark Graffam abstaining as he was not in attendance.
The minutes of 12/17 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
4. Highway Department Report
Fred Gurley states that supplies for salt and sand are needed. 2 loads of salt are requested. Mike Smith makes a motion to approve a purchase order for 2 loads of salt at $3,600. Ron Sandstrom seconds the motion and the motion passed 3-0. 5 loads of sand are requested. Mike Smith makes a motion to approve a purchase order for 5 loads of sand. Ron Sandstrom seconds the motion. Discussion on the amount of sand needed for stock is held and Mark Graffam recommends 8 loads is approved. Mike Smith amends the motion to approve a purchase order for 20 loads of sand up to $4,000. Ron Sandstrom seconds the motion to amend. Motion is called to a vote and the motion passed, as amended, 2-1 with Mark Graffam voting against purchasing more sand than will fit into the storage tent. The Top Kick is discussed. The truck needs a new rear assembly at a cost of $2,475.00. The truck is planned for replacement this year, but is needed for winter operations. Mike
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Smith makes a motion to approve a purchase order for $2,475 for a rear assembly for the Top Kick. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion turns to the installation and Fred Gurley states that it can be completed in house within 2 days. Sanders are discussed. All sanders are currently working. The sander for the F-550 could be hard wired at a cost of $258 for parts plus labor. This may be looked at should additional issues with the remote emerge. Fred Gurley is informed to continue filling the ditches along Eidelweiss Drive at the bottom of Oak Ridge Rd with snow. A safety meeting was held today with the highway employees. The Winter Operations plow policy was distributed as was the emergency contact sheets which will be placed into each truck. Incident reports and what to do in the event of an accident was discussed.
5. Road and Driveway Review
6. Water System Planning
Ray Seeley reports on pump statuses. A short water outage occurred within the Summit Hydro System zone of the water system. The hydro tank is not connected to the SCADA system. Ray Seeley outlines that he will develop a proposal to include the addition of this tank to the SCADA. The pH at the Summit is discussed. Ray Seeley reports that the pH seems to drop during times of low water usage. Low pH is not good for ductile iron pipes. This reported drop in pH is being looked into. Discussion turns to the Muddy Beach pump house and proposed upgrades for this station. Oak Station has a pump that is not working that has also been looked at for replacement in the proposal. Proposed upgrades total $92,000 with the following breakdown: Oak Station $7,000; Muddy Beach $68,000; Summit $17,000.
The upgrade quotes are discussed further following the departure of Ray Seeley from the meeting. Mark Graffam cautions accepting any upgrade plans that include SCADA programming but not engineering input. Mike Smith states that engineering input would be wanted prior to action. Ron Sandstrom states agreement for the validation of any proposal through an engineering review. Discussion continues. Competitive situations are desired for the best pricing for the VDOE and do not currently exist with a contracted water operator. Ron Sandstrom makes a motion to send the proposals to engineer Paul Fluet and obtain a quote for engineer Nick Sceggell to come to the pump houses for review. Ron Sandstrom withdraws the motion. Mark Graffam makes a motion to discuss the pump stations with Paul Fluet and discuss a model for the water system. Ron Sandstrom seconds the motion and the motion passed2-0-1 with Mike Smith abstaining. Paul Fluet is contacted by telephone. Discussion is held on the water system, the need to validate the existence of any problems and verifying any purchase as proper for the VDOE water system. Paul Fluet recommends sending the information and then following up with a visit to the pump stations for review. Ron Sandstrom makes a motion to send the documents to Fluet Associates. Mark Graffam seconds the motion and the motion passed 3-0. Discussion turns to shut offs for non-payment of water usage fees. The recent vote to hold shut offs for non-payment that will cost more than the amount due is outlined. A purchase order for a pallet of sodium bicarbonate is presented. Mike Smith makes a motion to authorize the purchase order for a pallet of sodium bicarbonate at a cost of $1,125.00. Ron Sandstrom seconds the motion and the motion passed 3-0.
7. Scheduled Appearances
8. Warrant Articles
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9. Commissioners Reports
Mark Graffam discusses the 2011 Public Hearings for the budget and Mike Smith as Chairman at the time. Mike Smith was out of state for the meetings. The 2011 Warrant and the article to replace the salt shed is reviewed. Mark Graffam adds that he feels the District is in danger of heading the wrong direction. The Huttwil water main extension and withdrawal from the Water System Capital Reserve Fund is discussed. Mark Graffam states that he feels the Commissioners are violating RSA 91-A by having discussion after or outside of a meeting.
Mike Smith states that he believes Mark Graffam’s frustration is showing. Mike Smith adds that no one is violating RSA 91-A. Mike Smith continues with stating that the completion of the Huttwil water main extension was at the suggestion of Attorney Dan Crean. Mike Smith completes his report by stating that he will be in attendance at the Public Hearing on January 24th.
10. Signature Items
The Winter Operations Snow Plow and Ice Control Policy is presented. Document has been updated to include the 15 MPH speed limit. Mark Graffam makes a motion to include the practice of a part time employee and a full time employee on each shift. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on the existence of this information within VDOE policy already is held. Mark Graffam makes a motion to have the document include sand and salt inventories. Motion failed for lack of a second. Mark Graffam makes a motion to include salt brining of paved roads. Motion failed for lack of a second. Ron Sandstrom makes a motion to accept the policy and sign the document. Mike Smith seconds the motion and the motion passed 2-1 with Mark Graffam against accepting the policy without additional information being included.
A letter to the Town of Madison Board of Selectmen is presented for review. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion. Mark Graffam discusses a lack of discussion with the Highway Foreman on what occurred and the Foreman’s reported discussion with Code Enforcement Officer Bob Babine. Motion is called to a vote and the motion passed 2-1 with Mark Graffam voting against sending a letter without having discussion with the personnel first.
11. Correspondence
12. Administration
The payroll report is presented. Report and time cards are reviewed. Mike Smith makes a motion to approve payroll in the amount of $6,309.55. Ron Sandstrom seconds the motion and the motion passed 3-0.
A spreadsheet including 2014 proposed budget and warrant article funding is reviewed. The proposed budget and line items for 2014 and 2013 expenditures are reviewed and discussed. Line items within the proposed budget are amended. Proposed warrant articles and numbers remaining to be finalized for review are discussed. The cost of a 2014 Ford F-550 will be checked on; buildings will be reviewed for necessary repairs. The desire to maintain a stable tax rate is discussed. The water user fee calculation shows an increase to $325. Ron
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Sandstrom discusses the possibility of establishing the water bill at $350. Additional collected funds would be transferred to the Water System Capital Reserve Fund at the end of the year.
Mike Smith makes a motion to add Buildings and Grounds repairs to the Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0. An engineering number for review of phase II of the Oak Ridge Road project prior to putting the project out to bid is discussed for inclusion.
13. Old Business
14. Other Business
15. Public Comments
At 5:50 pm Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mark Graffam yea, Mike Smith yea, and the motion passed 3-0.
Motions and votes of Non-Public Session:
Mark Graffam makes a motion to invite Kevin Thomas for an exit interview and input on candidate Kelly Robitaille. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to discharge part time employee Paul Costello should the reported text message prove accurate. Mike Smith withdraws the motion.
Mark Graffam makes a motion to have part time employee Paul Costello meet with the Board of Commissioners next Tuesday. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he will not be available to attend.
At 6:05 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call vote; 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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