VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING July 2, 2013

The Board of Commissioners met on Tuesday, July 2, 2013. In attendance were Commissioners Mark Graffam and Mike Smith. Also in attendance were Fred Gurley and Billy McAdams (highway). The meeting was taped by Noreen Downs.

At 2:30 the meeting was called to order by Chairman Mark Graffam.

1. Agenda

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

2. Accounts Payable

17 checks for $15,351.01 are presented. Checks and invoices are reviewed. Mark Graffam makes a motion to approve 17 checks for $15,351.01. Mike Smith seconds the motion and the motion passed 2-0.

A check held on a prior manifest is presented. Mark Graffam makes a motion to approve release of the payment to UNH T2. Mike Smith seconds the motion and the motion passed 2-0.

3. Minutes

The minutes of 6/18 and 6/21 will be reviewed next week.

4. Highway Department

Fred Gurley reports on recent work completed by the Department. Upper Oak Ridge Rd was smoothed and ditches were worked on; Altdorf, Bern, Interlaken, Huttwil, Como, St Moritz, Basil and Chocorua View were raked. The crack sealing vendor will complete the work on Eidelweiss Drive and Appenvel Way when the weather clears. The crack sealing is 30% complete. The drainage on the upper section of Oak Ridge Rd is discussed. Paving of the swale is recommended by Fred Gurley. The end of the driveway at 87 Oak Ridge will need to be worked on to meet the new swale when completed. Homeowner Peter Maffei will be contacted to arrange a meeting to outline the intended work. The driveway at the intersection of West Bergamo and Middle Shore is shedding water onto the road, but has not created a washout of the area as of today. Someone released the securing chain from the raft at Geneva Beach. The raft was retrieved and re-secured. A large rock was removed from Barden Place while raking. The first culvert on Bern Drive and the plan to raise the road over this culvert is discussed. Mark Graffam requests the area be reviewed prior to any work being authorized as the road may not need to be raised; a header over the culvert may be the only work needed. The speed bumps will be put in tomorrow. A ‘no fireworks allowed – notify police’ with contact information will be posted for the weekend. Canoes tied to trees are discussed. Mark Graffam makes a motion to mark all canoes tied to trees with tape stating “remove within 7 days or will be confiscated”. Mike Smith seconds the motion

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and the motion passed 2-0. The ditches will be cleaned on Huttwil at the Bern Drive end. Eidelweiss Drive will be graded. Pavement is to be replaced on Klausen where damaged by the wing plow. Asphalt will be used to fill pot holes on Aspen. Mark Graffam makes a motion to approve 3 loads of asphalt, up to $231. Mike Smith seconds the motion and the motion passed 2-0. Little Loop will be graded this week; gravel will be needed. Mark Graffam makes a motion to approve up to 8 loads of gravel for use on Little Loop. Mike Smith seconds the motion and the motion passed 2-0. Drainage on Middle Shore near Blinden is to be reviewed. Drainage on Upper Lakeview is to be reviewed.

5. Road Review
6. Water System Planning

The curb stop valve at 9 Altdorf has been replaced. The homeowner is making the repairs in the house. The water will be turned on again once the repairs are complete. The valve that needs to be replaced at 18 Lucerne is being checked for physical valve location. Insulation at the Summit and Oak Stations has been replaced. Tree roots were located in the sand on the floor at Reinach. It is thought the roots are coming through the foundation. Interest rates and terms are being looked into for the new pumps to be purchased for Jungfrau.

7. Scheduled Appearances 8. Warrant Articles

The status of the review of the submittals will be requested from Engineer Paul Fluet for the Jungfrau Pump skid manufacturing.

A follow up has been sent to Daimler Finance for the options available for municipal leasing.

The signed proposal was returned to All-States Paving for the Chip Sealing of Eidelweiss Dr and Appenvel Way with a request for scheduling the third week of August.

9. Commissioners Reports

Mark Graffam reports that the motherboard of the office computer was damaged, not just the power supply. The chemical injection system is not working, nor is the flow meter for the DPW well. Wiring for the relay switch which controls the chemical injection system goes into the manhole cover of the wellhead. Discussion turns to potential dollar amounts of this damage and the option of filing a claim with the Insurance. Mike Smith makes a motion to notify the Insurance Company of the potential claim for a lightning strike. Mark Graffam seconds the motion and the motion passed 2-0.

10. Signature Items

A letter to the Town of Madison Selectmen regarding code enforcement is reviewed. This will be held for next week.

A letter to the homeowner of 2 West Bergamo regarding the driveway is reviewed. This will be held for next week.

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11. Correspondence

The LGC Property Liability Trust has sent the renewal schedules for the insurance.

A report of the status of the beaches has been received from Larry Leonard. Toilet paper holders will be purchased for three beaches as requested. Hand sanitizer bottles are requested for the outhouses. Mike Smith makes a motion to authorize up to $50 for the purchase of hand sanitizer for the outhouses. Mark Graffam seconds the motion and the motion passed 2-0.

12. Administration

Water billing is reviewed and discussed. There are currently still 122 outstanding accounts for the 2013 Water User Fee.

A budget status review will be done for next week.

13. Old Business 14. Other Business

Mark Graffam makes a motion to adopt use of the Local Government Form for the keeping of Non-Public minutes. Mike Smith seconds the motion and the motion passed 2-0.

15. Public Comments

At 4:15 pm Mike Smith makes a motion to adjourn the meeting. Mark Graffam 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 June 25, 2013

The Board of Commissioners met on Tuesday, June 25, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley and Billy McAdams (highway). The meeting was taped by Tim Hughes.

At 2:30 the meeting was called to order by Chairman Mark Graffam.

1. Agenda

Ron Sandstrom makes a motion to accept the agenda as presented. Mike Smith seconds the motion and the motion passed 3-0.

2. Accounts Payable 3. Minutes

The minutes of 6/18 will be reviewed next week

4. Highway Department

23 Oak Ridge Road is discussed. The existing driveway has been blocked off. A new driveway is being used. A new driveway was not permitted for this location. The homeowner has also been working in the ditch lines along Oak Ridge Rd. Drainage through the area is discussed. The landscaping done at this property is well within the VDOE right-of-way. Fred Gurley reports that there is cobblestone placed within an area that may be hit by a wing plow. Correspondence to the Homeowner is discussed. Mark Graffam makes a motion to ask Code Enforcement if a building permit was issued and to notify the homeowner that the Commissioners are in receipt of his email and to please schedule an appearance. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ditches have been cleaned along Big Loop and Middle Shore. Little Shore, Middle Shore, Big Loop and Interlaken have been graded. The driveway at 2 West Bergamo has washed out the end of West Bergamo at Middle Shore. Mark Graffam makes a motion to address this issue. Ron Sandstrom seconds the motion. Mark Graffam discusses the ability to create a negative grade at the roadway. Billy McAdams suggests a ditch along the driveway, beyond the VDOE right-of-way, to direct water to the culvert. Notification to the homeowner is discussed. Motion to address the issue is called to a vote and the motion passed 3-0. Mark Graffam discusses sending a registered letter to the homeowner giving a two week time limit for a response with a commitment to take action or the VDOE will take action to protect the roads from non-conforming driveways. Ron Sandstrom discusses creation of a process that persons could follow. Mark Graffam makes a motion to send a letter requesting the homeowners schedule an appearance within two weeks or the District may fix the problem at the homeowner’s expense. Ron Sandstrom seconds the motion and the motion passed 3-0.

Grading and raking are discussed. Not all roads need to be graded; the dead ends could be raked. Fred Gurley reports that the end of Blinden has been ditched. The backhoe was used

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to clean and work the ditches. The moldboard on the grader was also used to clean ditches. The top of Oak Ridge Rd where the pavement was removed is to be worked on. The ditches may need to be asphalt in this area. This will be reviewed to develop a plan for ditching the area. The work on Middle Shore and Grison has been completed. Priority development for work is discussed. The spreadsheet developed by Ron Sandstrom will be updated. Work for this week for the highway crew is to include upper Oak Ridge Rd, Huttwil, Bern, Como, St Moritz, Basil and Chocorua View for smoothing and raking. Diessbach will be shaped and reviewed for a detailed repair plan to be developed. Porridge Shore, Interlaken and Altdorf will also be raked. Brush cutting will be done to fill in any down time. This is best completed Friday and Monday mornings for easiest disposal of the debris. The speed bumps are to be put in.

5. Road Review

The developed spreadsheet will be worked on going forward. Organizing the work to be completed in a usable spreadsheet is a goal. The ditching recently reported to have been completed on Lucerne is focused on one area, not the entire road. The ditches on Bern Drive that were created below the culvert levels are discussed. Changes to drainage in any area can lead to unforeseen issues arising in the future. The culvert at 68 Eidelweiss Drive is discussed. This could be repaired with a cemented header installed. This may be listed as a fill in project for the highway department, as it is not a high priority at this time.

6. Water System Planning

The work for the replacement of the curb stop valve on Altdorf scheduled for today has been postponed to tomorrow due to a family issue with the contractor. Mark Graffam makes a motion to approve the replacement of the curb stop valve at the Summit. Mike Smith seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to have permission to authorize the replacement of the curb stop valve on Lucerne, provided it is not within the right-of-way. Ron Sandstrom seconds the motion and the motion passed 3-0. Mapping of valves within the District is discussed. The original Master Plan for the Water System has been located as have the original maps that were part of this Plan. Scott Hayes, Water Operator, will be sent the proposal form Garside Construction for review and asked for input on any special precautions to be taken while working in and around the pump stations. Scott Hayes will be asked to notify NH DES of the planned work, including the Jungfrau Pump Skid, if pertinent to the scheduling of the upcoming Sanitary Survey for the water system. Mark Graffam makes a motion that the communication with Scott Hayes be in writing. Ron Sandstrom seconds the motion and the motion passed 3-0. An electric surge occurred at the office on Sunday, June 23 at 6:30 pm. The DPW SCADA unit, phone system and primary office computer were damaged. Mark Graffam makes a motion to allow up to $700 for a new PC from the Office Equipment Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Scheduled Appearances 8. Warrant Articles

A follow-up on the status of the review of the submittal data for the manufacture of the Jungfrau Pump skid will be requested from Engineer Paul Fluet.

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No information has yet been received from Daimler Finance on the options available for lease of an all-wheel drive Western Star truck. Mark Graffam makes a motion to follow up with Bob Hackett of HP Fairfield for the offered contact information of an alternative finance option. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Commissioners Reports

Mark Graffam reports on the recent situation of issuing a driveway permit and then learning the final plan of the construction. Additional details are to be collected. Mark Graffam makes a motion to send the Town Administrator a letter regarding the practice of issuing building permits prior to approval of a driveway permit. Enforcement of the Zoning Ordinance is needed. Administrator Nancy Cole states that said letter is already approved and in process of drafting. Motion not acted upon. Discussion on enforcement of Ordinances and Regulations is held. Ron Sandstrom makes a motion to request Madison Police drive the roads of Eidelweiss at least one day per week and to increase the overall Police presence within the District. Mark Graffam seconds the motion and the motion passed 3-0. Discussion on referring residents to appropriate personnel, both within the Town of Madison and the State of NH Departments, such as the Department of Environmental Services (DES) is held.

10. Signature Items 11. Correspondence

NH DES has sent information on a grant program for leak surveys.

Local Government Center (LGC) Health Trust will be distributing surplus funds as required during the month of August, 2013.

A new tax on employer’s who offer health insurance to their employees (PCORI) is going into effect on July 1, 2013. LGC Health Trust will be filing the required fee and paperwork on behalf of members within the HealthTrust; VDOE is a member.

NH Municipal Association has sent the weekly Legislative Bulletin. Two webinars will be offered in July on aspects of RSA 91-A; the Right to Know law.

12. Administration

The payroll report is presented. Report and time cards are reviewed. Mark Graffam makes a motion to approve payroll at $5,781.12. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business 14. Other Business

The purchase of a new computer has been authorized.
Ron Sandstrom makes a motion to consolidate the printers within the office. Mark Graffam

seconds the motion and the motion passed 3-0.

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Business cards are a useful means of giving information and the office currently does not have a supply. Cards can be ordered for shipping cost only from Build-A-Sign. Ron Sandstrom makes a motion to authorize purchase of business cards. Mark Graffam seconds the motion and the motion passed 3-0.

15. Public Comments

At 5:00 pm Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING JUNE 21, 2013

The Board of Commissioners met on Friday, June 21, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley and Billy McAdams (highway).

At 1:00 the meeting was called to order by Chairman Mark Graffam.

At 1:00 pm Mark Graffam makes a motion to enter Non-Public Session. Mike Smith seconds the motion. Motion called via roll call vote Mark Graffam yea, Ron Sandstrom yea, and Mike Smith yea, and the motion passed 3-0.

At 3:40 pm Mark Graffam makes a motion to exit Non-Public Session. Mike Smith seconds the motion. Motion called via roll call vote Mark Graffam yea, Ron Sandstrom yea, and Mike Smith yea, and the motion passed 3-0.

Mark Graffam makes a motion to allow up to $300 for 3⁄4” gravel for Middleshore and one load for Grison. Mike Smith seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to authorize a purchase order for up to $325 for office supplies. Mike Smith seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to accept the proposal for chip sealing Eidelweiss Drive and Appenvel Way from All-States Paving. Ron Sandstrom seconds the motion and the motion passed 3-0. A timeline for the work to be completed will be requested.

The Town of Madison Road agent will be asked about access to the transfer station. Respectfully submitted,

Nancy E. Cole Administrator

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING June 18, 2013

The Board of Commissioners met on Tuesday, June 18, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley (highway). The Public meeting was taped by Tim Hughes.

At 1:15 pm the meeting was called to order by Chairman Mark Graffam. Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3 II (a) employment matters. Ron Sandstrom seconds the motion. Motion called to vote via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

At 2:35 pm Mark Graffam makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 2:40 pm the Public meeting was called to order by Chairman Mark Graffam.

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

21 checks for $15,047.81 are presented. Checks and invoices are reviewed and discussed. The bill from Iron Mountain Water contains items that were to be charged to Northeast System Controls. The adjusted dollar amount of the check is calculated. Mark Graffam makes a motion to hold the check #1535 for completion of the work. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to void check #1538 and issue check #1549. Ron Sandstrom seconds the motion. Printing error occurs and check #1549 is not usable. Motion amended to issue check #1550 for $5,075.80 payable to Iron Mountain Water. Motion as amended is called to a vote and the motion passed 3-0.

Mark Graffam makes a motion to approve 20 checks for a total of $11,431.56. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 6/11 are reviewed. Mark Graffam makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that the new brushes have been installed on the power broom. All asphalt roads have been swept. The culverts on Eidelweiss Drive at Boulder Beach have been paved. The crack sealing has been postponed to tomorrow due to the weather. The chip sealing will

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be done in mid-July. A recommendation for using a fiber mat has been received from the chip sealing company, All-States. The report is that this new product fills cracks better and lasts longer than conventional chip sealing. Information will be requested. Fred Gurley states that recent work has included grading, culvert cleaning and ditching. Gravel was put on Lucerne to direct the water flow. Road grading will be the priority. Ditching will also be done. Potholes on the lower section of Oak Ridge Rd need to be filled. Mark Graffam will mark the areas to be filled in with asphalt. Mark Graffam makes a motion to allow up to $500 of asphalt for use filling potholes on Oak Ridge Road. Mike Smith seconds the motion and the motion passed 3-0. Bern Drive is discussed. Mark Graffam makes a motion to obtain quotes to have mortar and rubble headers built for two culverts on Bern Drive with 3” of 3⁄4” gravel to be placed over the second culvert. Mike Smith seconds the motion and the motion passed 3-0.

5. Road Review
6. Water System Planning

Engineer Paul Fluet has been asked to send 3 color copies of the water system distribution system maps from the 2005 Water System Master Plan to the office. The curb stop valve to be replaced on Altdorf is not in a location that would be damaged by snow plowing operations. This valve could be replaced without additional protection. Mark Graffam makes a motion to allow Mark Graffam to review the locations of and approve needed valve replacements if not in the roadway. Ron Sandstrom seconds the motion and the motion passed 3-0. The SCADA system is discussed. The technician is expected Thursday to complete the installation of the antenna grounds and correct the antenna locations at Summit, Jungfrau, Muddy Beach and Reinach. SCADA programmer Jason Roache is expected Friday for completion of the programming of the upgraded alarm system. The upcoming sanitary survey of the water system to be conducted by the NH Department of Environmental Services (DES) is discussed. Mike Smith makes a motion to hire Jude Devlin, Water Monitor, to clean the pump houses at $13 per hour. Ron Sandstrom seconds the motion and the motion passed 2-0-1. Mark Graffam abstained from voting.

7. Scheduled Appearances 8. Warrant Articles

The submittals for the Jungfrau Pump Skid have been received and are being reviewed by Engineer Paul Fluet and Electrical Engineer Lee Carroll.

The all-wheel drive truck is discussed. Chip Kalal of Daimler Finance will be followed up with for receipt of municipal lending option information discussed last week.

Oak Ridge Road is discussed. An area for storage of any asphalt removed during construction will need to be determined. Stewart Heath will be asked for recommendations.

9. Commissioners Reports

Mark Graffam displays a slide show of work needed to VDOE buildings throughout the District. Pump houses, the cabana building, and roads are discussed. Mark Graffam makes a motion to pay Tim Hughes $13 per hour to stain the picnic table at the scenic overlook, up to 3 hours. Ron Sandstrom seconds the motion and the motion passed 3-0.

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Mark Graffam makes a motion to include an Article for repairs and painting of the Cabana and DPW I garage on the 2014 Warrant. Mike Smith seconds the motion and the motion passed 3-0.

10. Signature Items

Letter to Code Enforcement Officer Bob Babine stating that the Commissioners do not object with the upgrades planned by AT & T at the Coleman Tower Site is reviewed. Mark Graffam makes a motion to approve and sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

NH Municipal Association has sent the NewsLink bulletin.
Granite State Rural Water Association has sent a Certificate of Membership.

12. Administration

A typographical error has been located within the Water Ordinance. A transposition of order occurs between Figure 1 Interior Valve Placement and the wording beneath it. Mark Graffam makes a motion to correct the error within the Water Ordinance. Ron Sandstrom seconds the motion and the motion passed 3-0.

A typographical error has been located within the Employee Manual. Earning of vacation within the first year has wording transposed. Mark Graffam makes a motion to correct the error on page 17 of the Employee Manual. Mike Smith seconds the motion and the motion passed 3-0.

13. Old Business 14. Other Business

Mark Graffam discusses the July 1 due date for receipt of water bill payments as a reminder of the upcoming due date.

15. Public Comments

At 4:01 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3 II (a) employment matters. Ron Sandstrom seconds the motion. Motion called to vote via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mark Graffam makes a motion to hire Larry Leonard and Amey Thomas as beach cleaners. Mike Smith seconds the motion and the motion passed 3-0.

At 4:10 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted, Nancy E. Cole; Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING June 11, 2013

The Board of Commissioners met on Tuesday, June 11, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (highway), Reggie Orifice of McDevitt Truck and Chip Kalal of Daimler Finance. The meeting was taped by Tim Hughes.

At 2:15 pm the meeting was called to order by Chairman Mark Graffam on site at 9 Eidelweiss Dr for inspection of the driveway. Mark Graffam makes a motion to approve the Driveway Permit for Operation. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to recess the meeting until 2:30 pm at the Office. Mark Graffam seconds the motion and the motion passed 3-0.

At 2:30 pm the meeting was reconvened in the District Office by Chairman Mark Graffam.

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 6/4 are reviewed. Mark Graffam makes a clarification to Commissioners Reports. Mark Graffam makes a motion to approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that the culverts on Eidelweiss Drive near Boulder Beach have been re- set. The Stop sign at the intersection of Rte 113 and Eidelweiss Drive has been straightened. Little Shore, Middle Shore and West Bergamo have been graded. Leaves have been cleared from the ditch lines. Visp Road has been ditched. Lucerne Drive has been ditched. Crack sealing is scheduled to begin on June 17. The VDOE will supply the ‘Road Work Ahead’ signs for traffic control. A meeting is scheduled for June 13 with All-States for review of the chip sealing work to be completed. Pot holes on the gravel section of Eidelweiss Drive will be worked on. Upper Lakeview Drive will need work to direct water coming off the ledge under the driveway at #10 to the culvert. The power broom is discussed. Mike Smith makes a motion to authorize up to $500 for the brushes needed for the power broom. Ron Sandstrom seconds the motion and the motion passed 3-0. A culvert at Appenvel Way and Lugano will be looked at. The steel ordered recently has been received. The fabrication of the shoes for the grader paving planned this summer is discussed. Quotes for fabricating the shoes could be requested from local welders. The materials storage lot on St Moritz is discussed. The need for a headwall on a culvert at 68 Eidelweiss Drive is reviewed. Enforcement of the regulations for the beaches is discussed and will be discussed further.

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5. Road Review

Road grading and the need to prioritize work are discussed.

Mark Graffam makes a motion to contact Justin Chick for availability to grade the roads on Fridays, Saturdays and/or Sundays. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to hire a welder to fabricate the paving shoes for the grader and to fix the toilet covers for the outhouses on Boulder Beach. Mark Graffam seconds the motion and the motion passed 3-0.

6. Water System Planning

Ian Hayes of Iron Mountain Water (water operator) has sent a list of valves to be repaired or replaced. Protection for valves in ditch lines and road ways is discussed. Protection is needed for all valves to be repaired or replaced. The work will be completed once the form of protection to be installed is determined.

Recent work for the SCADA system by Northeast System Controls is incomplete. Mark Graffam makes a motion to obtain a date when the work will be finished. Ron Sandstrom seconds the motion and the motion passed 3-0.

A revised proposal for the work to be completed on various pump houses has been received from Garside Construction. Mark Graffam makes a motion to approve the proposal. Mike Smith seconds the motion. Mike Smith makes a motion to amend the motion on the floor to approve proposed pump house work up to $2,350. Mark Graffam seconds the motion to amend. Motion, as amended, is called to a vote and the motion passed 3-0.

Mike Smith makes a motion to obtain a proposal to remove the unused antenna stands from the pump houses, fill in the holes, and paint the affected area. Mark Graffam seconds the motion and the motion passed 3-0.

7. Scheduled Appearances

The need of an all-wheel drive large truck for winging back snow in the District is discussed with Reggie Orifice of McDevitt Trucks and Chip Kalal of Daimler Finance. Specifications are discussed including the desired transmission and horsepower for the new truck. The Town of Jackson has an 8LL transmission in an all-wheel Western Star truck. Reggie Orifice has developed a quote for a truck based on the initial information sent by the VDOE and the Jackson truck specifications. The information on the quote and specs is distributed for review. Financing options, including a lease to own option are outlined and discussed. Chip Kalal discusses the inclusion of a termination of lease clause should the voters not approve the funding at an Annual Meeting of the VDOE. Warranty and maintenance on a Western Star Truck are discussed. Chip Kalal will send a spreadsheet with finance options. Competitive situation with Viking Cives and HP Fairfield for outfitting the truck can still be established. Western Star will take 90 to 120 days to build the chassis once an order is received. Reggie Orifice will send options on warranties and an option of a ‘virtual technician’.

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8. Warrant Articles

The pre-approved interest rate for the Jungfrau Pump Replacement bond will be requested from Treasurer Dinah Reiss.

9. Commissioners Reports

Mark Graffam discusses the request for a Driveway Permit for Construction from 32 Oak Ridge Rd. The driveway slopes away from the road. Mark Graffam makes a motion to approve the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam reports that he met with Scott Hayes of Iron Mountain Water (water system operator) to discuss creation of asset management information for the water system. The best map known is a 1998 map created by Engineer Paul Fluet. Protection of valves in ditch lines and roads was discussed. Options will be looked into. This will be discussed again in two weeks.

Ron Sandstrom and Mike Smith have covered their information elsewhere during this meeting.

10. Signature Items

Driveway Permit for Operation for Map 109 Lot 192, 9 Eidelweiss Drive is presented. Mark Graffam makes a motion to approve and sign the Driveway Permit for Operation. Mike Smith seconds the motion and the motion passed 3-0.

Driveway Permit for Construction for Map 104 Lot 109, 32 Oak Ridge Rd is presented. Mark Graffam makes a motion to approve and sign the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

A letter confirming cancellation of the order for the International Truck from Morrison & Sylvester is presented. Mark Graffam makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

The Local Government Center has sent notification of a Public Hearings to be held June 18, June 20 and June 21 regarding the separation of the Executive Boards for the HealthTrust and Property-Liability Trust.

The Local Government Center has sent notice of a new phone number for the employment questions hotline. This hotline is in addition to the Legal Inquiries Hotline number and deals exclusively with employment related issues.

The NH Municipal Association has sent the weekly Legislative Bulletin.

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12. Administration

The payroll report is presented. Report and time cards are reviewed. Mark Graffam makes a motion to approve the payroll manifest at $4,586.12. Mike Smith seconds the motion and the motion passed 3-0.

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

Glen Builders has sent the results of the annual survey completed by H. E. Bergeron on the settling of the foundation of the salt shed tent. Equal settling within normal limits has occurred.

AT & T has submitted the planned upgrade design and $500 payment for alterations at the Coleman Tower Site required by the Settlement Agreement. Mark Graffam makes a motion to notify Code Enforcement that the Commissioners do not object to the planned upgrades. Mike Smith seconds the motion and the motion passed 3-0.

13. Old Business

The check for the sale of the Lassen Programmable Units removed from the pump houses during the SCADA upgrade has been received.

14. Other Business

The EPOA has forwarded information on a potential mooring style dock for paddle boats.

Mike Smith makes a motion to not approve paddle boat moorings. Ron Sandstrom seconds the motion and the motion passed 3-0.

A complaint regarding clearing of a lot on Diessbach Drive too close to the water has been filed with NH DES.

The wording for the proposed Culvert Policy is reviewed. Mark Graffam updates the wording.

Mark Graffam makes a motion to adopt the Culvert Policy as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

At 5:03 pm Mark Graffam makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (c) reputations. Mike Smith seconds the motion. Motion called via roll call vote; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

At 5:43 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING June 4, 2013

The Board of Commissioners met in the District Office on Tuesday, June 4, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley (highway).

At 2:30 pm the meeting was called to order by Chairman Mark Graffam.

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

15 checks for $14,713.44 are presented. Checks and invoices are reviewed and discussed. A follow up will be made on a charge from UNH T2 for a canceled class. Check will be held. Mark Graffam makes a motion to approve 14 checks for $14,533.44. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 5/28 are reviewed. Mark Graffam adds recessing of the Non-Public Session.

Mark Graffam makes a motion to approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that two picnic tables were picked up and stained; one has been placed at Boulder Beach, the other at Eidelweiss Beach. The rocks that slid to the steps at the Jungfrau Pump Station have been put back into place. Culverts have been cleaned, potholes filled in, and ditches cleaned and checked on Upper Lakeview, Winnegon and Middle Shore. Discussion on drainage in the area of Little Shore and West Bergamo is held; drainage in this area was established by Great Northern. A metal culvert on Eidelweiss Drive will be fixed at the inlet. Run-off on Visp Rd will be checked. A metal culvert removed from Forclaz is to be brought for scrap to Rte 41. Mark Graffam makes a motion to develop a policy to allow a specific amount of time to elapse for a metal culvert to be brought to Rte 41 for salvage. Ron Sandstrom seconds the motion and the motion passed 3-0. A quote for steel is reviewed. Mark Graffam makes a motion to approve a purchase order for $485.96 for the purchase of steel for the wing stand, tail gate rack and grader shoes. Mike Smith seconds the motion and the motion passed 3-0.

5. Road Review

Fred Gurley will follow up on the schedules for crack sealing and chip sealing Eidelweiss Drive and Appenvel Way. The culverts on Eidelweiss Drive at Boulder Beach will be worked on this week.

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6. Water System Planning

A map of the distribution system with valve locations that was created by Paul Fluet in 1998 has been identified as the best starting point for the development of asset management maps. Copies have been requested. A meeting will be held with Scott Hayes, Water System Operator, for discussion on creation of the asset management maps. The new handrail at Jungfrau has been installed. A nice job was done by Norm Garside. Additional work needed at pump stations is reviewed. Mark Graffam updates the repair list to include removal of the shingles at the Reinach Station prior to placement of the metal roof. An updated proposal will be requested. The SCADA system is discussed. A full system overview will be requested from Jason Roache of Northeast System Controls.

7. Scheduled Appearances 8. Warrant Articles

The all-wheel drive truck will be discussed with McDevitt Truck representatives next week. The Jungfrau Pump Skid bids were due by noon today. Three bids are opened and reviewed.

R. E. Prescott, Exeter NH: Hampshire Pumps, Manchester NH: Water Industries, Alton NH:

$41,227 $48,450 $52,560

One informational packet from Hayes Pumps did not contain a bid number.

Mike Smith makes a motion to send the R. E. Prescott bid to Engineer Paul Fluet for review. Ron Sandstrom seconds the motion and the motion passed 3-0. The lead time for building of the pump skid will be requested.

9. Commissioners Reports

Mark Graffam reports receipt of an email questioning the process of establishing the VDOE and Madison tax rates. Discussion on the process and the posting which elicited the original question is held. Beaches and persons bringing dogs to the beach, canoes, canoe racks, and enforcement are discussed. Street signs are needed at some intersections. Mark Graffam makes a motion to order five Interlaken Circle road signs for $75. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith reports the Loons are rebuilding a nest. The pond level should be kept as stable as possible. Mike Smith will advise on removal and replacing of boards from the dam.

10. Signature Items

An application for a Driveway Permit for Construction for 32 Oak Ridge Road for paving has been received and is reviewed. The application does not include the drawing reflecting grade at the meeting with the road. Area will be viewed. Permit will not be issued at this time.

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A request for inspection and issuance of a Driveway Permit for Operation has been received for 9 Eidelweiss Dr. The installed driveway is discussed. A review of the driveway will be held at the site on Tuesday, June 11 at 2:15 pm.

11. Correspondence

The NH Municipal Association has sent the monthly NewsLInk. This bulletin contains an article on RSA 91-A, and the release of public documents.

The NH Municipal Association has sent the weekly Legislative Bulletin.

12. Administration

The monthly check for the Coleman Tower Site lease has been received.

The water usage daily report for May has been completed and distributed.

13. Old Business
14. Other Business 15. Public Comments

At 4:50 pm Mark Graffam makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING May 28, 2013

The Board of Commissioners met in the District Office on Tuesday, May 28, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (highway), and Joe Rosenberg (resident). The meeting was taped by Tim Hughes.

At 2:31 pm the meeting was called to order by Chairman Mark Graffam.

1. Agenda

Mike Smith makes a motion to accept the agenda. Mark Graffam seconds the motion. Ron Sandstrom advises he must leave by 4:15 pm. The Non-Public Session will begin at 4:00 pm. The Public session will reconvene following the Non-Public Session if necessary. Motion is called to a vote and the agenda is accepted as amended 3-0.

2. Accounts Payable 3. Minutes

The minutes of 5/21 are reviewed. Mark Graffam adds ‘damaged’ to the requested approval for curb stop valves and ‘in Non-Public Session’ to the future discussion on contractors and contracts. Mike Smith adds the request for the DPW to explain the culvert issue on East Bergamo.

4. Highway Department

Fred Gurley reports that wash outs are being fixed from the weekend’s rain. West Bergamo has been graded. Como and St Moritz have been worked on. Gravel is being brought to the culvert on Lugano to re-cover an exposed section of the culvert. The end of the culvert across from 68 Eidelweiss Drive has been bent and will need to be replaced. Culverts are being cleaned as work is done in an area. The rake, shovel and pitchfork have been getting used as most of the debris is at the outlet ends. The whirl-a-way system will be used for additional cleaning of culverts. Branches and storm debris will be cleaned up. The ditches on Middle Shore will be worked. Fred Gurley will review the drainage on Upper Lakeview Drive near #10 to #14 for drainage issues. Water may be flowing from a private driveway across the road. A ditch line may be needed. A culvert on Winnegon will be checked and cleaned if needed. Road signs will be inventoried for an order to be placed. Big Loop Rd and Interlaken Circle will both be needed. Street sweeping will be done upon attachment of the new brushes for the broom. Fred Gurley discusses a trade show attended last Thursday. Equipment was on display; a new grader costs $250,000. Fred Gurley is informed that a new raft has been ordered and is to be placed at Boulder Beach when it arrives.

5. Road Review

Bern Drive will be marked off to delineate the section of the road to be raised.

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6. Water System Planning

Paul Fluet has estimated that as built drawings for the Jungfrau to Reinach Forced Main Water Project will cost $500 to $1,000. The costs will be covered from remaining bond proceeds. Mike Smith makes a motion to approve up to $1,000 for the completion of as built drawings for the Jungfrau to Reinach Forced Main Water Project. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Scheduled Appearances

Resident Joe Rosenberg has come to the meeting, but was not scheduled prior to the meeting for an appearance. Mike Smith makes a motion to allow Joe Rosenberg to speak at the time of Scheduled Appearances. Ron Sandstrom seconds the motion and the motion passed 3-0.

Joe Rosenberg outlines and discusses his opinion on the VDOE audit. An attempt to define the question is made. Joe Rosenberg states that he is not claiming anything “fishy” is going on and admits that he was incorrect at the EPOA meeting when he claimed that over $100,000 was moved from the water system to the highway/operational budgets to the 45 persons present. Mr. Rosenberg outlines his belief that a separate entity was created when the water budget was separated out and began to be billed for in form of the water user fee. Joe Rosenberg is informed that no separate entity was created. Ron Sandstrom suggests that Mr. Rosenberg eliminate hearsay from his statements, write out his concerns and submit for review. Joe Rosenberg repeats that he is not making any accusations and states that he will review the information further.

8. Warrant Articles

The Jungfrau Pump Replacement project is discussed.

The All-Wheel Drive truck is discussed. Mark Graffam makes a motion to send letter to Morrison & Sylvester regarding the truck order. Ron Sandstrom seconds the motion. Discussion for motion amended to include a review of the correspondence by Attorney Dan Crean. Letter to state order canceled. Motion called to a vote and the motion passed 3-0. The option of ordering a Western Star is discussed. Mark Graffam makes a motion to pursue a quote from McDevitt Truck on a 5 year lease for a Western Star all-wheel drive truck matching the current specifications. Ron Sandstrom seconds the motion. Discussion on lease options is held. An Escape Clause is to be included with any lease. McDevitt Truck will be questioned regarding the outfitting of plow equipment on the truck. Motion is called to a vote and the motion passed 3-0.

9. Commissioners Reports

Mark Graffam states that a budget for canoe racks is expected from the EPOA. The application for spreading of the beach sand is to be completed for submission to NH Departmental Services (DES). NH DES has reviewed the map information contained in the application and stated is OK.

Ron Sandstrom reports that he is finalizing the spreadsheet of ongoing projects.

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Mike Smith reports that the Loon nest washed out from run-off due to the recent rains. It appears that the Loons are rebuilding. The lake level will be watched for distance from the new nest.

10. Signature Items 11. Correspondence

A memo to dam operators regarding the need for stability of pond levels for nesting Loons has been received.

Insurance Agent Melcher & Prescott are closing the Chocorua office and consolidating in Moultonborough.

NH Municipal Association has sent the weekly Legislative Bulletin. The casino proposal and gas tax increase proposed have both failed to pass.

12. Administration

The payroll report is presented. Report and time cards are reviewed and discussed. Mark Graffam makes a motion to approve the payroll report at $5,991.55. Mike Smith seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to send Gloria Aspinall a thank-you letter for her work on the beaches. Ron Sandstrom seconds the motion and the motion passed 3-0.

Picnic tables are discussed. Mike Smith makes a motion to approve up to $300 for the purchase and staining of 2 picnic tables for the beaches. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business
14. Other Business
A culvert on East Bergamo may have standing water inside. Fred Gurley will be asked to check.
15. Public Comments

At 4:15 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters, (d) property matters and (c) reputations. Mike Smith seconds the motion. Motion called via roll call vote Mark Graffam yea, Ron Sandstrom yea, and Mike Smith yea, and the motion passed 3-0.

At 5:00 pm Mark Graffam makes a motion to recess the Non-Public Session until 8 am Wednesday, May 29, 2013 and to create and deliver a memo to Fred Gurley. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to seal the minutes of the Non-Public Session. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted, Nancy E. Cole, Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING May 21, 2013

The Board of Commissioners met in the District Office on Tuesday, May 21, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (highway), Mike Cloutier and Richard Morrison of Morrison and Sylvester. The meeting was taped by Tim Hughes.

At 2:30 pm the meeting was called to order by Chairman Mark Graffam.

1. Agenda

Mark Graffam makes a motion to accept the agenda. Mike Smith seconds the motion. Mark Graffam amends Scheduled Appearances to first. Motion is called to a vote and the agenda is accepted as amended 3-0.

2. Accounts Payable

24 checks for a total of $17,290 are presented. Checks and invoices are reviewed and discussed. Mark Graffam makes a motion to approve 24 checks for $17,290. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 5/7 are reviewed. Mark Graffam makes a correction in Old Business; ‘guide’ is substituted for ‘matrix’. Mike Smith makes a motion to approve the minutes as amended. Mark Graffam seconds the motion and the motion passed 3-0.

The minutes of 5/14 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Mark Graffam seconds the motion and the motion passed 3-0.

4. Scheduled Appearances

An update on the International chassis ordered through Morrison & Sylvester is given by Mike Cloutier and Richard Morrison. The truck cannot be built as specified. The 8LL transmission has been disallowed by the engineers at Navistar. Three alternative quotes are given. An automatic transmission adds $10,000 to the price; a 2 wheel drive International sent out to be converted to an all-wheel drive by Marmon & Harrigan adds $20,000 to the price and 3 months to the production timeline. A 10 speed transmission will reduce horsepower in the truck and reduces the price $1,700. Options are discussed. Richard Morrison advises that a decision later than tomorrow afternoon may cause a production delay from the current anticipated delivery date. Mark Graffam responds that the information needs to be reviewed and it is unfair to expect a decision by tomorrow. Richard Morrison apologizes and accepts responsibility for the short time frame remaining for a decision to be made. Mark Graffam states that Morrison & Sylvester will be advised of the decision made once the information has been reviewed.

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5. Highway Department

New brushes are needed for the sweeper. Mark Graffam makes a motion to approve a Purchase Order for $240 for brushes for the sweeper. Mike Smith seconds the motion and the motion passed 3-0. Fred Gurley reports that a 12 inch culvert has been installed on the lot on St Moritz. The filler tube has been replaced on the backhoe; the machine was leaking transmission fluid. Mechanic Mike Parsons ordered the part which cost $290. Mark Graffam makes a motion to approve a Purchase Order for $290 for the filler tube for the backhoe. Ron Sandstrom seconds the motion and the motion passed 3-0. Fred Gurley states that the culvert on Forclaz has been replaced. The old culvert will be brought for scrap to the facility on Rte 41. Fred Gurley states that demo days for equipment will be held at Gunstock Mountain this Thursday, May 23. Attendance is discussed. Mark Graffam makes a motion to approve attending Demo Days. Ron Sandstrom seconds the motion. Discussion on one or both members of the Highway Department attending is held. Fred Gurley will attend. Motion is called to a vote and the motion passed 3-0. 23 Oak Ridge Rd is discussed. The area was viewed Friday by Mark Graffam and Fred Gurley. The driveway area has a swale. Six inch erosion stone is needed above the property and below the driveway. The question is raised about a second entrance to the property and if it was made through an approved Driveway Permit. This will be looked into. The opposite side of Oak Ridge Road also is in need of ditch maintenance and six inch erosion stone. Mark Graffam makes a motion to approve the purchase of six inch erosion stone not to exceed 100 ton for this area of Oak Ridge Road. Mike Smith seconds the motion. Mike Smith discusses the option of placing ditch dams; groups of 6 inch erosion stone placed a few feet apart within a ditch line. The pros and cons of ditch dams are outlined. Discussion on this project’s priority level on the list of road projects to be completed is held. Ron Sandstrom questions if this would be called a high enough priority to place ahead of other projects. This area was not identified as a priority when establishing the 2013 Road Plan. The area has been called to the attention of the District through the property owner. There is evidence of erosion above #23 but the road does not appear to be threatened. The work in the area could be completed in the fall, budget and time allowing. Mark Graffam moves to withdraw the motion on the floor. Mike Smith seconds the withdrawal and the move to withdraw passes. Ron Sandstrom makes a motion to notify the homeowner that ditch maintenance work in the area will be placed on the list; six inch erosion stone will be placed in the ditch line above and below the driveway area once the ditch maintenance is completed. The project will proceed this year if time and budget allow. If it is not completed this year, it will be on next year’s plan. Mark Graffam seconds the motion and the motion passed 3-0. The need to fabricate steel shoes for the grader is discussed. Mark Graffam would like to know what size steel pieces would be needed to minimize any cutting needing to be done here. The 4 x 8 piece of steel originally requested would be very difficult to maneuver and would need extensive time to cut. Fred Gurley responds that two 2 x 2 sheets of 1⁄2 inch steel would be needed. A quote will be obtained. Mark Graffam suggests approving the purchase of the other items on the original quote for steel needed for various equipment and projects. Mark Graffam discusses the culverts on Eidelweiss Drive. The suggestion has been received to leave the area open after replacement for at least a week to allow the area to be compacted and settle prior to paving. The area will need pavement to be applied prior to the chip sealing being completed late June. Ron Sandstrom would like to have Fred Gurley work on the review of the alternate specifications for the all-wheel drive truck and to include Travis Chick in the process, if available. Mark Graffam responds that should any questions arise, Mr. Chick will be consulted. The time line for the review is discussed. Ron

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Sandstrom suggests an additional meeting to receive the recommendations for approval. The meeting can be scheduled for 3:30 tomorrow. Mark Graffam makes a motion to meet tomorrow, Wednesday May 22, at 3:30 pm. Ron Sandstrom seconds the motion and the motion passed 3-0. A request for a culvert to be cleaned on East Bergamo has been received. This will be looked at. Mike Smith requests that the outcome be explained to the homeowner. The culvert pipe on Thusis Beach is to be cleaned. Mike Smith thanks the crew for getting the rafts placed.

6. Road Review
7. Water System Planning

Ian Hayes has reported that parts are needed for damaged curb stop valves. A list has been compiled and priced out. Mark Graffam makes a motion to approve a purchase order for $1,410.02 for curb stop valves. Mike Smith seconds the motion and the motion passed 3-0. An email has been requested to outline recent activities.

8. Warrant Articles
9. Commissioners Reports

Mark Graffam reports that 4 persons attended the canoe auction on Saturday morning, though not all at the same time. The canoes sold for $1.00 each. A meeting was held with Stewart Heath which will be discussed separately in Non-Public session.

Ron Sandstrom reports that he is still finalizing the Excel project listing. The spreadsheet will be sent for review and discussion once complete.

Mike Smith discusses swim rafts and picnic tables. Mark Graffam states that he has looked into pricing on composite picnic tables and they are cost prohibitive. Swim rafts are still being reviewed. Ron Sandstrom states that he has located a swim raft for $1,200. An attribute of this raft is that it could be expanded if desired. Mike Smith questions where a new raft would be placed and it will go at Boulder Beach. A Shore-Master swim raft model is reviewed. Mark Graffam makes a motion to purchase a Shore-Master swim raft not to exceed $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion continues. Gloria Aspinall will be asked to check the picnic tables for repair/replacement recommendations.

10. Signature Items 11. Correspondence

NH Department of Environmental Services has sent promotional materials on the State Revolving Loan Fund.

The Government Finance Officers Association is offering a seminar on small municipality compliance with the Government Accounting Standards Board (GASB) Statements.

NH Retirement System will now be issuing a Frequently Asked Questions informational sheet. NH Municipal Association NewsLink bulletin has been received.

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NH Municipal Association weekly Legislative Bulletin has been received.

12. Administration

Year to date budgets and account detail are reviewed and discussed.

13. Old Business
14. Other Business 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) employment matters and (c) property matters. Mike Smith seconds the motion. Motion called via roll call vote Mark Graffam yea, Ron Sandstrom yea, and Mike Smith yea, and the motion passed 3-0.

At 6:07 pm Mark Graffam makes a motion to exit Non-Public Session. Mike Smith seconds the motion. Motion called via roll call vote Mark Graffam yea, Ron Sandstrom yea, and Mike Smith yea, and the motion passed 3-0.

Mike Smith makes a motion to recess the Public meeting until 3:30 pm Wednesday, May 22. Ron Sandstrom seconds the motion and the motion passed 3-0.

As no recommendation could be made for purchase options on the all-wheel drive International; no reconvening of this meeting occurred on Wednesday, May 22.

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING May 14, 2013

The Board of Commissioners met in the District Office on Tuesday, May 14, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley (highway). The meeting was taped by Tim Hughes.

At 2:30 pm the meeting was called to order by Chairman Mark Graffam. Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.

Mark Graffam makes a motion to post a Non-Public Session for Thursday, May 16, 2013 at 1:30 pm in the District office. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 3:35 Mark Graffam makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion. Motion is called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0. Public Session called to order at 3:41 pm.

1. Agenda

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

2. Accounts Payable
3. Minutes
4. Highway Department

Bern Drive is discussed. Fred Gurley would like to put gravel down over a 100 to 150 foot section of the road. Mark Graffam asks if Bern Drive would benefit from reconstruction in the same manner that Upper Lakeview Drive was worked last summer. This could be done when the road is raised near the shallow culverts. The area will be reviewed and Fred Gurley will price materials for the footage once measured. This will be discussed next week. Fred Gurley states that 6 culverts are needed at this time. Total cost will be $1,078.80 from Water Industries. Mark Graffam makes a motion to approve the purchase of 6 culverts for a total of $1,078.80 from line item 4312.66. Ron Sandstrom seconds the motion and the motion passed 3-0. Purchase order is signed. Fred Gurley reports that the rafts will be put out this week. One board has been removed from the dam. The new cutting edges for the grader have been put onto the machine. The toilet seat at Geneva Beach has been fixed. The other toilet at Geneva Beach will also be worked on as the lid is coming off the commode. RCH has been scheduled to do the crack sealing the week of May 27. The culverts on Eidelweiss Drive have been looked at by Stewart Heath. Stewart Heath recommends that the area be opened wider than the culverts for proper setting. A determination of the work to be done will be made by the Commissioners.

5. Road Review

Klausen Road is discussed. This road will need to be worked on.

6. Water System Planning

The isolation valve installation project planned for the intersection of Appenvel Way and Jungfrau Rd is discussed. Information was obtained at the pre-construction meeting about an existing valve at the intersection of Appenvel Way and Aspen Dr from Stewart Heath. This valve will be located. An attempt to locate existing valves in the District will be done. Documentation is to be developed for all valves located. Data is to be collected and kept so that the Asset Management file can be completed. The collection of data to create the Asset Management file will be discussed further.

An offer to purchase the Lassen SCADA units removed from the system when the new system was installed has been received. The offer is $148.75 for all 7 units. Mark Graffam makes a motion to accept the PLC Center offer to purchase the Lassen units. Ron Sandstrom seconds the motion and the motion passed 3-0. Purchase acceptance is signed.

7. Scheduled Appearances 8. Warrant Articles

The Jungfrau pump replacement is discussed. Target date for installation will be September 16th. Quotes are to be received by June 4th for review by the Board and submission to the Engineer. A target date of June 18th will be used for ordering of the new pumps. Mark Graffam makes a motion to notify the 4 manufacturers that 12 noon on June 4, 2013 is the deadline for submission of quotes. Ron Sandstrom seconds the motion and the motion passed 3-0. The engineer’s approved design will be distributed to the electrician and Iron Mountain for final submission of their quotes for installation.

The all-wheel drive truck is discussed. Fred Gurley has reviewed the information from the two vendors quoting on the outfitting of the chassis. Mike Smith makes a motion to accept the quote from Viking Cives. Ron Sandstrom seconds the motion. Ron Sandstrom voices concern over not being familiar with truck specifications. Mark Graffam states that Fred Gurley has the needed knowledge in this field. A strategy of receiving apples to apples quotes was done and the quotes have been received and reviewed. The process of ordering this truck and dump body has been a learning experience. Motion is called to a vote and the motion passed 3-0.

9. Commissioners Reports

Mark Graffam reports that he met with resident Tom Catino on Saturday morning. The resident has stated that there is a drainage issue in the area with water flowing over his septic system site. No flowing water on or from the road was noted when viewing the area. Water was found to be flowing from a pipe half way down the driveway. The water is believed to be from an underground spring. While viewing the area, resident Tom Catino commented on a viewing of the area by the water operators. Mark Graffam is informed that the office received information on suspicious water flow in the area and the water operators were asked to check for a main break. The notification did not come from the Catino’s. The visit by the water operators confused the homeowners as they were unaware of the report of a possible water line break. The issue of the water flow appears to be a private property issue of drainage for an underground spring on the property. Notification of a visit to a homeowner prior to the arrival of personnel is discussed. All attempts are made to notify a homeowner when an exact

location of a leak is known. Many times the exact address is not known when a potential leak is being checked into. The development of a policy to call ahead is discussed. Mark Graffam makes a motion that when a third party notification is received for a potential water issue, the water operators will not approach a residence without approval. Ron Sandstrom seconds the motion. Ron Sandstrom states that he would like to add “if possible” to the motion citing concern for urgent situations. Motion is called to a vote and the motion failed 1-2. Mark Graffam discusses the beach sand application. The abutter notification was sent last week. The application will continue to be worked on for final submission and approval from NH DES.

Ron Sandstrom reports that he has been working on the ongoing projects Excel list. This will be finished off and submitted for review. The web-site is discussed. Ron Sandstrom states that he would like to have BOC review and approval of postings prior to web-site publication. Ron Sandstrom makes a motion to have the Board of Commissioners review wording prior to posts be placed on the web-site. Mike Smith seconds the motion. Mark Graffam outlines the posting of the Memoriam for E. Peter Craugh written by David Maudsley was time sensitive enough that he honored the request to publish it and placed it on the web-site. Motion is called to a vote and the motion passed 3-0.

Mike Smith reports that he also received comments relating to the Memoriam posting.

10. Signature Items 11. Correspondence

Granite State Analytical has sent the monthly bacteria testing results for the water system. All results are clean and compliant.

The property owner of 23 Oak Ridge Road has requested a review of drainage at this location. Photographs were taken by Mark Graffam. It appears that maintenance is needed for the roadside ditch / swale. Fred Gurley will be asked to review the area and make recommendations of the maintenance to be completed. It is possible that a swale may exist at the edge of the road, but it is currently covered with debris. This area received a lot of damage during the June 2012 rain storm. The ditch will need to be cleaned and checked. Rip-rap stone may be needed. Mark Graffam makes a motion to notify the homeowner that the area was reviewed by 2 Commissioners and that the Highway Foreman will be reviewing the area for maintenance of the ditch line. Mike Smith seconds the motion and the motion passed 3-0.

The NH Municipal Association has sent the weekly Legislative Bulletin.

Garside Construction has sent a quote for the installation of a railing at the stairs outside of Jungfrau pump station and replacement of the door overhang. Mark Graffam makes a motion to approve up to $420 for the work to be completed as quoted at the Jungfrau pump station. Mike Smith seconds the motion and the motion passed 3-0.

12. Administration
The payroll report is presented. Report and time cards are reviewed. Mark Graffam makes a motion to approve payroll at $5,045. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business

A second quote for replacement of the power vent for the DPW building heating system has been received. Mike Smith makes a motion to accept the quote from Bill Wilbur to replace the power vent for the heating system with a standard power vent. Ron Sandstrom seconds the motion and the motion passed 3-0.

14. Other Business

Information on replacement swim docks for the ponds has been sent for review. A different style that more closely resembles the existing swim docks will be looked into. Picnic tables will also be looked into. Nancy Cole states that there a multiple options for long lasting picnic tables. A composite will be looked into in lieu of the concrete options.

15. Public Comments
Motions of 2:30 pm Non-Public Session:

Ron Sandstrom makes a motion to have a document created by Fred Gurley and Nancy Cole for Billy McAdams employee performance review. Mark Graffam seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to postpone any salary action for 3 months. Mark Graffam seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to include the information of the salary action delay in the document. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to grant Fred Gurley the authority to suspend DPW employees for not following directions. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to have the approved minutes of this non-public session given to Billy McAdams with the performance review document. Mike Smith seconds the motion and the motion passed 3-0.

At 5:15 pm Mark Graffam makes a motion to re-enter Non-Public session. Mike Smith seconds the motion. Motion via roll call, Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mike Smith makes a motion to hire Charlene Ingram as beach cleaner at a rate of $13 per hour. Mark Graffam seconds the motion and the motion passed 3-0.

At 5:20 Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted, Nancy E. Cole Administrator

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING May 7, 2013

The Board of Commissioners met in the District Office on Tuesday, May 7, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. The meeting was taped by Tim Hughes.

At 2:30 pm the meeting was called to order by Chairman Mark Graffam.

1. Agenda

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

Mark Graffam pays tribute to E. Peter Craugh, District Moderator, who passed away on Thursday May 2, 2013. Peter served the VDOE as Moderator for the last two years. Prior to that, Peter served the VDOE as Clerk and water system monitor for many years. Peter was always willing to find ways in which he could assist, which he did in many ways. He will be missed greatly. Mark Graffam makes a motion to allow up to $250 for flowers from the VDOE, with a ribbon to say “The District”. Mike Smith seconds the motion and the motion passed 3-0.

2. Accounts Payable

17 checks for $7,296.26 are presented. Checks and invoices are reviewed and discussed.

Mark Graffam makes a motion to approve 17 checks for $7,296.26. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 4/30 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. Mark Graffam abstained as he was not present at the meeting.

4. Highway Department

Fred Gurley is not in attendance at today’s meeting. A time off request for Fred Gurley is presented for signature. Mark Graffam makes a motion to authorize the time off and sign the form. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work on the backhoe is being completed. Mechanic Mike Parsons has been working on the repairs. A tree that had fallen on Appenvel Way near the top of Lugano has been removed.

5. Road Review

A discussion will be scheduled regarding the culverts on Bern Drive.

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6. Water System Planning

The water system spring flushing will be done next week.

Ron Sandstrom questions the area that will have water services interrupted during the placement of the isolation valve cluster at the intersection of Appenvel Way and Jungfrau Rd. The information will be requested and a notice will be put together for posting.

7. Scheduled Appearances 8. Warrant Articles

The Jungfrau Pump replacement project is discussed. One vendor has not responded to the request for proposal. An alternate vendor has been identified by Water Operator Scott Hayes. Mike Smith makes a motion to pursue the alternate vendor for a quote. Ron Sandstrom seconds the motion and the motion passed 3-0.

The all-wheel drive International is discussed. Fred Gurley will be asked to review the alternate quote from HP Fairfield. No negative feedback on the status of the truck has been received. A target date for arrival of the chassis will be requested from Mike Cloutier of Morrison & Sylvester.

Ron Sandstrom questions if the roads will need to be closed when the chip sealing is being done on Eidelweiss Drive and Appenvel Way. This will be looked into by Fred Gurley. Fred Gurley will also be asked to check on traffic control.

9. Commissioners Reports

Mark Graffam has covered his topics within the other reports.

Ron Sandstrom reports that he is looking into Microsoft Project Manager. The software is expensive, however. An Excel spreadsheet may be used to track projects. Ron Sandstrom will continue to work on this and send information for review.

Mike Smith questions the timing for the spreading of beach sand. Mike Smith makes a motion to postpone the spreading of sand, remove the piles of sand from the beaches, and have the beaches cleaned. Mark Graffam seconds the motion for discussion. Mark Graffam outlines that the US Geological Survey maps required have been obtained. 4 of the 6 tax maps that need to marked up to show the outlines of the intended sand spreading area have been completed and sent to NH DES for review. The abutter notification is being readied and will be sent. The completed application will need to go to the State and the Town of Madison. Mark Graffam would like to continue working on the permitting process. The cleaning of the beaches is still needed and a dock in date should be set. Motion is called to a vote and the motion failed 0-3. Mark Graffam makes a motion to have the docks put in the week of May 14. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom questions the depositing of the trash from the beach cleaning. The DPW may be asked to pick up the bags at the beaches. Mike Smith makes a motion to hire Gloria Aspinall to do the preliminary cleaning and set up of the beaches. Ron Sandstrom seconds the motion. A lead person will still be pursued. Motion is called to a vote and the motion passed 3-0. Mark Graffam makes a motion to advertise the beach cleaner

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position on the bulletin boards, VDOE website and place an ad in the Conway Daily Sun. Position will be posted to entail 7 days a week; 2 hours per day. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion turns to potential time answering questions related to the position from persons who would be too far away to consider actually taking the position. The ad will be placed in the paper should no response be received from the postings within the District.

10. Signature Items 11. Correspondence

Property owner of 23 Oak Ridge Rd has requested a drainage review of the area, claiming that water is entering the property from the road. Discussion is held on the VDOE responsibility of road drainage only with property owners being responsible for property drainage. Ron Sandstrom states the area should be looked at. Mark Graffam and Ron Sandstrom will independently review the area this week for further discussion.

The EPOA has requested to use the Lodge on May 25 for the EPOA annual meeting. Mark Graffam makes a motion to approve EPOA use of the Lodge on May 25. Mike Smith seconds the motion and the motion passed 3-0.

The EPOA has also asked for information relating to the Firewise Program contact. The EPOA will be sent the contact information and requested to set up a date for the program to be presented to residents. Permission has been granted to the EPOA to replace the fence at the scenic overlook area.

Resident Tom Catino has asked if the Commissioners would meet with him on a Monday or Friday as he is not available on Tuesday’s. Tom Catino has recently inquired about the fine for taking repossession of watercraft and drainage on Middle Shore Drive.

The abandoned property currently in possession of the VDOE is discussed. The watercrafts were taken from the canoe racks last November and are available to be auctioned of as unclaimed for the required 180 days. Mark Graffam makes a motion to to auction off the abandoned watercraft May 18th at 9 am at the District Office. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining.

A separate meeting with Mr. Catino will not be approved at this time. Mark Graffam makes a motion to have Tom Catino submit his concerns in writing for the Board to review. Ron Sandstrom seconds the motion and the motion passed 3-0.

UNH Technology Transfer (UNH T2) rescheduled a class that was intended for Fred Gurley and Billy McAdams to attend without notifying the District. Due to the lack of notification, UNH T2 will not be charging the District for the class and the Highway Department personnel will be placed on the waiting list for notification of the next scheduled date.

Local Government Center has sent information relating to the separation of the Boards of Directors for LGC Health Trust and LGC Property Liability Trust.

The NH Municipal Association has sent the weekly Legislative Bulletin.

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12. Administration

Year to date budget reports and account details have been submitted to the Commissioners for review. These will be looked at next week.

13. Old Business

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

The New Building Guide has been sent to Bob Babine, Madison Code Enforcement, for review. Rather than outlining specific information, some of which the Town of Madison controls, it has been recommended that a link to the Madison website be established. This will be looked into.

14. Other Business

Mark Graffam states that he will talk to Tom Catino regarding the information to be sent.

15. Public Comments

At 3:35 pm Mark Graffam makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal 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.

At 3:55 Mark Graffam makes a motion to exit Non-Public session and reconvene the public meeting. 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.

Mark Graffam makes a motion to budget up to $300 to purchase a sign for the front of the office. Ron Sandstrom seconds the motion. Discussion on a plywood sign which has been priced out to replace the letters that were attached to the building front. Motion is called to a vote and the motion passed 3-0.

At 4:05 pm Mark Graffam makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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