VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING April 30, 2013

The Board of Commissioners met in the District Office on Tuesday, April 30, 2013. In attendance were Commissioners 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 Commissioner Ron Sandstrom.

1. Agenda

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

2. Accounts Payable

2 checks for $10,108.04 are presented. Checks and invoices are reviewed. Mike Smith makes a motion to approve 2 checks for $10,108.04. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Minutes

The minutes of 4/23 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Highway Department

Fred Gurley reports that equipment is being worked on. The backhoe repairs are in process. The International and the F-550 have been sent for inspection stickers. The International has passed inspection and is back while the F-550 is anticipated this afternoon. The metal roof is being removed from the old barn in the DPW yard for use over the sander rack. Grader blades are discussed. A carbide system was priced out at $1,800. Fred Gurley has looked into the carbide blades and discovered they will break if they hit a rock in the road. As the VDOE roads have many buried rocks, Fred Gurley is requesting a purchase order for two standard steel grader blades, up to $700. Ron Sandstrom and Mike Smith agree that the standard steel blades will be used for now. Ron Sandstrom signs the purchase order. The backhoe is discussed. Additional work is needed for the front tire and 1 additional piece of steel is needed for the bucket repairs previously authorized. Estimate from Mobile Mike’s is $1,400. Culverts are discussed. Fred Gurley states that he needs five (5) 20 foot lengths of 15 inch culvert. A quote will be requested from Water Industries for the culverts. A resident has stated willingness to donate a small refrigerator. Fred Gurley states it would be used and a nice addition to have a refrigerator in the garage. The person offering donation will be contacted. Fred Gurley adds that 2 boards have been put back into the dam. Mike Smith makes a motion to authorize two grader blades, up to $700 and backhoe repairs up to $1,400. Ron Sandstrom seconds the motion and the motion passed 2-0.

5. Road Review
6. Scheduled Appearances

1

7. Warrant Articles

The choosing of a vendor for the outfitting of the new all wheel drive International will be discussed next week.

Additional quotes are anticipated on the Jungfrau Pump Skid.

The number of linear feet (LF) needed for the first phase of the Oak Ridge Road plan will be clarified with engineer Paul Fluet’s office. Mike Carlton of Water Industries will be notified of the actual LF being ordered at this time.

8. Water System Planning

Northeast System Controls Jason Roache has scheduled May 29th for the moving of the antennas on the pump stations and upgrading of the WIN 911 alarm system.

9. Commissioners Reports

Ron Sandstrom reports that some young paddlers were seen with the raft for Boulder Beach in the water. They were directed to bring the raft back to land.

Mike Smith reports that he observed persons parking near the water’s edge and questions placement of the rocks which normally block vehicle entry. The rocks were moved to place the sand onto the beaches for spreading and will be returned.

10. Signature Items 11. Correspondence

The NH Municipal Association Legislative Bulletin has been received and reviewed.

NH Department of Environmental Services has sent notification of funding available for source water protection.

12. Administration

The payroll report is presented. Report and time cards reviewed. Ron Sandstrom makes a motion to approve payroll at $4,536.72. Mike Smith seconds the motion and the motion passed 2-0.

13. Old Business

The new building matrix is discussed. Ron Sandstrom has given feedback on the document.

Mike Smith makes a motion to adopt the matrix as configured by Ron Sandstrom. Ron Sandstrom seconds the motion. Ron Sandstrom discusses having Bob Babine of Madison Code Enforcement review the document prior to acceptance. Mike Smith amends the motion to have the document sent to Madison Code Enforcement for review. Ron Sandstrom seconds the amended motion and the motion passed 2-0.

2

14. Other Business

Norm Garside has informed the office that a gallon of Redwood stain is available at Silver Lake Hardware. No specific shade of brown has been discussed. The Redwood stain should complement the green. Mike Smith makes a motion to purchase the Redwood stain for the office entrance. Ron Sandstrom seconds the motion and the motion passed 2-0. Norm Garside will be informed.

Ron Sandstrom requests a budget review for next week. This will be done with the check manifest.

15. Public Comments

At 3:03 pm Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole Administrator

3

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING April 23, 2013

The Board of Commissioners met in the District Office on Tuesday, April 23, 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 2:31 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

12 checks for $2,928.22 are presented. Checks and invoices are reviewed. Mark Graffam makes a motion to approve 12 checks for $2,928.22. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 4/9 are reviewed. Mark Graffam makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

A full list of the conversion kit equipment that was purchased through Messer Equipment has been received. The balance due to Messer has been reduced to $2,050 from $2,500. The list of parts is reviewed by Fred Gurley. Mark Graffam makes a motion to approve the invoice from Messer Equipment for payment. Ron Sandstrom seconds the motion. The motion passed 2-0-1 with Mike Smith abstaining as he was not involved in this purchase. Mark Graffam discusses Lucerne Drive. There are many pot holes along the travel surface of this road. Drainage for Lucerne is discussed. Fred Gurley states that the sides of the road are raised, so there is nowhere for water to leave the road surface. Ditching the road would help, but there are still significant limits to where the water can be dispersed. Possible use of a dry well at the Sarnen end of Lucerne is discussed. Lucerne could be pitched towards the Sarnen end of the road and water collected within the drywell system. Fred Gurley will view the area. Fred Gurley states that the grader needs a new cutting edge. A purchase order will be completed. A carbide system will also be priced out for comparison. West Bergamo has been worked on. The road was opened up beyond Visp Rd, which will allow additional room for equipment to turn around and winter snow storage. Old Town Rd was also worked on for drainage issues. Two boards were put back into the dam and the water level has risen. The boards will be removed. Mike Smith questions grading Little Shore and Middle Shore. Fred Gurley states that until a new cutting edge is received, the grader will not be effective. The roads will be checked and worked on. Fred Gurley adds that a culvert at the end of West Bergamo was replaced while the road was worked on. A headwall has been built for the

1

replaced culvert. The culvert at the top of Lugano was worked on and a headwall built for the inlet side. This culvert may need a headwall added to the outlet side. Fred Gurley will review.

5. Road Review

Fred Gurley reports that the crack sealing company will be in the end of May for the crack sealing of Eidelweiss Drive and Appenvel Way to Jungfrau. Fred Gurley is informed that placement of an isolation valve cluster at the intersection of Appenvel Way and Jungfrau is scheduled for May 20. The crack sealing of Appenvel Way will occur after the isolation valve project is completed. Different types of asphalt that are available for purchase are discussed. Fred Gurley will gather information when the Pike Plant opens next week. Fred Gurley reports that road signs have been straightened out around the District.

6. Scheduled Appearances 7. Warrant Articles

The truck order is discussed. The conflicting information being sent to the office and to Mark Graffam directly from Liberty Truck is outlined. Richard Morrison, owner of Morrison & Sylvester, has stated that there is not an issue with the transmission as specified in the documents. The order has been placed for two weeks and International has not sent notification of a problem with the specifications or a change notice to the specifications. The terms and conditions that were suggested by Attorney Dan Crean were approved by Richard Morrison. A quote has been received from Viking Cives for the outfitting of the new truck’s plow equipment. The quote is lower than H. P. Fairfield’s quote. Mike Smith makes a motion to request best and final numbers from both vendors. Ron Sandstrom seconds the motion and the motion passed 3-0. This will be worked on for review next week.

The Jungfrau pump replacement project is discussed. The first quote has been received for fabrication of the pump skid. Discussion turns to the other numbers needed for this project, including ‘not to exceed’ numbers from Iron Mountain and Conway Electric. These numbers have been requested and will be followed up on. Additional quotes are expected for fabrication of the pump skid. Work will continue on gathering all needed information. The manner in which the pump skid, once on sight, will be moved into the building is discussed. The railroad ties that line the neighboring property are close enough to prohibit bringing the pump skid to the building with a skid steer as originally proposed. A crane may need to be used to move the pump skid.

The number of culverts that will need to be purchased for the Oak Ridge Road plan is discussed. The number of culverts needed will be determined and a quote requested.

8. Water System Planning

The Sodium Hydroxide tank is being worked on. A pulsation dampener is needed. George Thomas, who is working on the chemical injection system, has suggested that two pulsation dampeners be purchased. The second will be a back up should the Sodium Bicarbonate tank dampener need to be replaced and/or a spare for the Sodium Hydroxide tank. Mark Graffam makes a motion to approve the purchase order for two pulsation dampeners at a cost not to exceed $600. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on the work being completed to the chemical injection system and the life

2

expectancy of the tanks, which are approximately 20 years old, is held. The upgrades to the plumbing for the chemical injection system completed within the past year are outlined. The Sodium Hydroxide storage tank will be scheduled for cleaning this fall. A full inspection of the tank could be done at the same time. This will be discussed further. The installation of the isolation valve cluster for Appenvel Way at Jungfrau is discussed. Scott Hayes has recommended a pre-construction meeting. Stewart Heath of R. L. Heath and Son will be asked for availability. Ian Hayes will be asked to attend as he was on sight for the attempted excavation for this valve cluster last fall. An on-sight pre-construction meeting will be set up.

9. Commissioners Reports

Mark Graffam discussed the potential use of a dry hydrant at Reinach by the fire department. Most hydrants are fed by a public water system, so that is not an issue for fire department personnel. The water usage fee is discussed. The contingency number should be reviewed going forward. There are currently 4 unpaid accounts. Discussion turns to the option of reconsidering the 2013 rate. Mark Graffam makes a motion to reconsider the 2013 Water Usage Fee. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the contingency percentage added to the Water Usage Fee. Ron Sandstrom states that the current rate of 5% covers 22 water users not paying their bill. This is significantly higher than the actual number of unpaid accounts. Mark Graffam discusses that reducing the contingency percentage would reduce the overall rate and not have excess funds collected. Mark Graffam makes a motion to reduce the contingency percentage on the 2013 Water Usage Fee to 2%; establishing the 2013 Water Usage Fee at $298.69 with $135,007.20 total to be collected. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom discusses the authorized upgrades to the SCADA system. Scheduling will be followed up on with Jason Roach of Northeast System Controls.

Mike Smith states that he has an issue with the process of a contractor developing specifications for a job and then being awarded that job. Additional bids should be received. Discussion on obtaining bids for varying types of work is held. Ron Sandstrom adds that due diligence for all work is beneficial and that additional quotes could be requested moving forward on smaller jobs. Mark Graffam states that this would be a change of policy from the current policy to pay a contractor for time spent developing a job specification and requesting an estimate for completion of the job as specified. Ron Sandstrom states that he does not see asking for an additional bid as a change of policy.

10. Signature Items

A driveway Permit for Construction renewal has been requested for 17 Middle Shore Drive. The authorization for renewal includes all previous requirements for building on this lot. Mark Graffam makes a motion to authorize the renewal of Driveway Permit for Construction 2011001. Mike Smith seconds the motion and the motion passed 3-0.

11. Correspondence

An email was received from prospective buyers in Eidelweiss regarding road conditions and planned improvements. Response included spring thaw gravel road conditions, planned road

3

projects, and the nature of the Village District of Eidelweiss as a municipal entity. The inquiring person was thankful for the information.

Jay Buckley has requested permission to organize the “Valley Pride Clean up Day” project within Eidelweiss. Mark Graffam makes a motion to authorize Jay Buckley to organize Valley Pride Clean up Day within the VDOE. Ron Sandstrom seconds the motion and the motion passed 3-0. Jay Buckley will be informed.

The NH Municipal Association has forwarded the monthly NewsLink magazine Two NH Municipal Association weekly Legislative Bulletins have been distributed.

Local Government Center has forwarded the 2013 edition of “Knowing the Territory”, a survey of municipal laws for local officials.

12. Administration

The Building Order guide that is being developed is discussed. Ron Sandstrom states that he has not yet been able to review the document, but will review and comment for next meeting.

Primex has announced a July 1 date for issuance of revised 2013 Worker’s Compensation policy billings due to the finalizing of the 2013 rate holiday credits for each municipality within this insurance pool. The VDOE will be receiving a credit of $5,728.68.

13. Old Business

A meeting was held with the Federal Emergency Management representative relating to the declared disaster for the February 8 – 10 snow storm. The VDOE is expected to receive $6,559 from FEMA for reimbursement of expenses.

14. Other Business

The middle step on the stairs leading to the office door broke last week. The stairs were rebuilt entirely. A purchase order for $270 for the rebuilding of the steps is presented. Mark Graffam makes a motion to authorize the purchase order. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Jungfrau Pump Replacement loan options are reviewed. A 9 year repayment term would be $14,867 per year. Annual v semi-annual payments are discussed. Treasurer Dinah Reiss will be asked to amortize the annual and total loan savings between the two payment options.

Mark Graffam discusses beach cleaning. Pictures are to be taken of the beaches showing the intended area of spreading sand. Plot plans for each beach are to be included with the application. The application will be worked on for completion.

15. Public Comments

4

At 4:40 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 is called to vote via roll call, Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

At 4:58 pm Mark Graffam makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 4:58 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

5

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING April 9, 2013

The Board of Commissioners met in the District Office on Tuesday, April 9, 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 2:32 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 are presented for review, one check was previously held. Checks and invoices are reviewed and discussed. Mark Graffam makes a motion to approve 15 checks for $4,269.92. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 4/2 are reviewed. Mike Smith corrects a sentence for clarity. Mark Graffam makes a motion to accept the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that a third board has been removed from the dam. The beaver grate at the Big Loop culvert has been cleaned. A chain has been added to the grate for ease of cleaning. The area behind DPW I is being readied for a tailgate rack and a plow rack to be built. Steel will be needed for this project. A quote will be requested from Presby Steel. Steel will also be needed for fabricating shoes for the grader. This steel will be included with the requested quote. Fred Gurley adds that no roads have wash out areas. Roads will be checked closely with the forecasted rain. Mark Graffam asks Fred Gurley to check a hole that has developed on Adelboden above a culvert. This will be looked at. The culvert at the top of Lugano needs to have a header built. Fred Gurley will also look at this area. A culvert on Appenvel Way will also be checked as it appears it may be broken. Mark Graffam questions if the department has grade stakes available and is informed they are at DPW II. Mike Smith discusses a prior request to consider a 4 day work week for the department. Fred Gurley voices favor for a 4 day work week stating that the 4 longer work days will allow for completion of a project in lieu of needing to return to a site to finalize the work. Mike Smith discusses coverage for the remaining week day and Fred Gurley responds that it would be covered by whoever was on call and should not create an issue. Ron Sandstrom adds the 4 day work week would be limited to the summer months and does not require a decision at this time. Mike Smith adds that he is gathering input for further discussion.

1

5. Road Review

Mark Graffam discusses the timing of developing an agreement with R. L. Heath for the work to be completed on Oak Ridge Road. The agreement will need to include the Storm Water Pollution Prevention Plan (SWPPP) information developed by the engineers. The agreement for the work is targeted to be in place by July.

6. Scheduled Appearances 7. Warrant Articles

The all-wheel drive truck is discussed. An additional quote has been received from Minuteman Truck in MA. Changes were made by the dealership to the specs and outlined at the beginning of the quote. Ron Sandstrom questions if the changes are significant to the truck and Fred Gurley responds that the changes are incidental. Fred Gurley adds that the truck is comparable to the Morrison & Sylvester quote. The quote from Minuteman Truck is higher than the Morrison & Sylvester quote. Ron Sandstrom states that he is comfortable with purchasing the truck from Morrison & Sylvester. Mike Smith states that he is not satisfied as there are not three comparable quotes. Mark Graffam states that the quotes are within the specifications and within price range. A full review has been done. Mark Graffam makes a motion to order the truck from Morrison & Sylvester. Ron Sandstrom seconds the motion and the motion passed 2-1. Ron Sandstrom adds that good effort has gone into this purchase. As the truck will take 90-120 days to be built; a quote from Viking Cives for outfitting the plow equipment will still be pursued for comparison to HP Fairfield’s quote.

Mark Graffam discusses the Jungfrau Pump replacement project. Railroad ties on the neighboring property appear to be in the way of the planned use of a skid steer to move the pump skid into the building. Iron Mountain will be asked to look at the area. Discussion turns to Iron Mountain executing the job details for this project. An agreement including a not to exceed cost estimate are to be developed. Coordination of the electrician and SCADA programmer are to be included. An estimate including a not to exceed number will also be requested from the electrician.

Oak Ridge Road is discussed. Mark Graffam outlines the meeting last week with Madison Town Administrator Melissa Arias. The outcome of the meeting was that it would be best if the VDOE propose to purchase the lot from the Town. Mark Graffam makes a motion to sign a letter to the Madison Selectmen stating a request to purchase Map 109 Lot 047, 6 Saint Moritz Drive, for the Oak Ridge Road drainage plan. An offer to cover back taxes due and administrative fees up to $1,590 will be made. Mike Smith seconds the motion and the motion passed 3-0.

8. Water System Planning

A purchase order for filling the Sodium Hydroxide tank is reviewed. Mark Graffam makes a motion to approve a purchase order for $3,002.68 to Monson Chemical. Ron Sandstrom seconds the motion and the motion passed 3-0. The sump pump at Reinach is discussed. The pump has been worked on by Ian Hayes. The fix that was made is allowing the ground water to flow from the sump pump piping, but has altered the original set up. This will need to be looked at again. Mark Graffam would like to have communication for the valve installation planned for May. Ian Hayes will be asked to mark the excavation area. A detailed plan is to

2

be developed. A written agreement with R.L. Heath is needed. Discussion turns to having R.L. Heath raise and re-install the culverts on Eidelweiss Drive. This will be discussed again. The extension that will be needed due to the depth of the pipes for the valve is outlined as a 3 foot extension that will be attached to the pipe in the ground and not a piece that is added to the valve tool. Mark Graffam questions the stability of the system, stating that a protective sleeve which extends to the surface may also be installed. A final review of the installation plan will be completed once the written information is developed.

9. Commissioners Reports

Mark Graffam has covered his items for today.

Ron Sandstrom states that he will be attending the Robotic World Championship with the Kennett High School team next week. He will not be in attendance at the meeting. Ron Sandstrom will sign the letter to the Selectmen prior to the session.

Mike Smith states that he would like to deal with the 4 day work week request within the next few weeks. Discussions are to be held on this matter. Mike Smith discusses tires for the Top Kick. It was stated that the tires needed to be replaced, but no purchase order has been turned in. Fred Gurley will be asked.

10. Signature Items

A Driveway Permit for Construction for Map 109 Lot 019 is presented. The inspection report states a 15 inch culvert is to be placed. The requirement is noted on the Permit. Mark Graffam makes a motion to approve the Driveway Permit for Construction for Map 109 Lot 019. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Construction for Map 109 Lot 192 is presented. The inspection report has no requirements added to the construction plans. Mark Graffam makes a motion to approve the Driveway Permit for Construction for Map 109 Lot 192. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

The quote expected from Norm Garside for the repairs to DPW I building has been received. The quote is reviewed and discussed. Mark Graffam makes a motion to accept the quote not to exceed $1,940 including labor and supplies. Ron Sandstrom seconds the motion and the motion passed 3-0.

Granite State Analytical has sent the results of the monthly water system bacteria testing. The results were clean.

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

Jay Buckley has offered assistance in obtaining hose, if needed, for the drainage of the Reinach tanks that was discussed with Engineer Nick Sceggell. Discussion turns to the installation of a dry hydrant style connection that the Madison Fire Dept could use, if

3

necessary. The pros and cons of fire dept use of the public water system are discussed. This will not be pursued actively.

A request has been received for permission to park a 20 foot motorcycle trailer for the week of Aug 31 to Sept 7 in a District lot. Discussion determines that the Huttwil parking lot would be the best location for a trailer during beach season. Mike Smith makes a motion to allow the trailer to be parked in the back corner of the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam states that there may be construction vehicles parking in that lot during that time period. The requester will be made aware of the road project and potential construction vehicles in the lot. A permit will be sent for display on the trailer while parked.

The NH Municipal Association has sent the weekly legislative bulletin. The NH Municipal Association has sent the monthly NewsLink.
12. Administration
The first quarter water usage has been reported to NH DES.

The VDOE Check Policy is presented for review. Mark Graffam makes a motion to adopt the Check Policy and sign the document. Ron Sandstrom seconds the motion and the motion passed 3-0.

The VDOE Communication Policy is presented for review. Wording is updated. Mark Graffam makes a motion to adopt the Communication Policy as amended and sign the document. Ron Sandstrom seconds the motion and the motion passed 3-0.

The new building order outline has been sent to the Board. The document will be updated and formatted. This document will be revisited.

A time off request has been turned in by Fred Gurley. Mark Graffam makes a motion to approve the time off. Mike Smith seconds the motion and the motion passed 3-0.

13. Old Business

Mark Graffam states that he will begin to work on marking the locations for the spreading of the beach sand with Gloria Aspinall. Discussion is held on the DES requirements for beach sand replenishment. No sand is intended to be placed near the water of the ponds. Pea stone may be a solution to the run off areas at Boulder Beach. This will be discussed with DES. Mike Smith makes a motion to have the discussion with DES and allow up to $100 in pea stone. Mark Graffam seconds the motion and the motion passed 3-0.

14. Other Business

Ron Sandstrom comments on the matching of the paint on the pump stations on Oak Ridge Rd to the houses they sit in front of. Ron voices favor for this practice, stating that they look good. Mark Graffam discusses Oak Station being in need of stain.

4

The 2013 Water Usage Fee is discussed. The rate, with a 5% administrative fee, would be $307.34. Mark Graffam makes a motion to set the 2013 Water Usage Fee at $307.34. Ron Sandstrom seconds the motion and the motion passed 3-0.

Treasurer Dinah Reiss has forwarded the initial information gathering for the loan application for the Jungfrau Pump Replacement. No signature line is located. The form will be discussed again with Dinah Reiss.

15. Public Comments

At 4:33 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) Legal Matters. Ron Sandstrom seconds the motion. Motion is 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 sign and send the letter to the AT & T agent requesting a building permit for the Coleman Tower site as recommended by Attorney Dan Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

Respectfully submitted,

Nancy E. Cole Administrator

5

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING April 2, 2013

The Board of Commissioners met in the District Office on Tuesday, April 2, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. The meeting was taped by Tim Hughes.

At 2:34 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. Mark Graffam adds policies to “other business”. Motion is called for a vote and the motion passed 3-0.

2. Accounts Payable 3. Minutes

The minutes of 3/21 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Mark Graffam seconds the motion and the motion passed 3-0.

The minutes of 3/28 are reviewed. Mike Smith corrects a typographical error in the heading

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

4. Highway Department

Fred Gurley is out today. The department treated roads as needed yesterday morning with the small amount of snow that was received. Some sanding was needed. Roads are being checked and watched for water runoff. Trash is being picked up around the District as it is noticed. The ladder for the sander rack has been secured with a cable and padlock.

5. Road Review
6. Scheduled Appearances 7. Warrant Articles

The Jungfrau pump replacement project is discussed. Hampshire Pumps will be in to view the information next week so that they can produce a quote. Discussion turns to adding concrete to the existing pad at the Jungfrau Station. The design calls for 6” of concrete to be added to the existing pad to allow enough room for the new pump skid. Mark Graffam outlines that upon viewing the existing pad, there are pipes that are within 6” of the existing pad. It will be a challenge to increase the size of the pad. The final dimensions that will be needed for the concrete pad will be dependent upon the actual size of the pump skid once manufactured. Ron Sandstrom discusses the design information including items that will not be done at this time; removal of the electric heating system is an example. Mike Smith states that use of a shop drawing should determine the pump size.

1

The all wheel drive truck is discussed. Updated numbers for final inclusion of all items listed within the specifications developed have been received. Ron Sandstrom suggests a side by side line review of the two quotes. Numbers and quotes are reviewed. The largest difference in the numbers between the two dealerships is the trade in value of the existing 2009 International. The transmission is noted to be different than requested on one quote. As the Morrison & Sylvester quote contains the requested transmission and warranty it will be focused on. Mark Graffam makes a motion to order the truck from Morrison & Sylvester contingent upon a final review of the information by Fred Gurley and to order the H. P. Fairfield plow and sander set up. Ron Sandstrom seconds the motion. Mike Smith requests an additional quote be obtained for comparison purposes. Mark Graffam outlines that two quotes have been received and due diligence has been done. One company is staying with the specifications as developed, the other is deviating. Ron Sandstrom adds that he would also be in favor of an ‘apples to apples’ quote comparison. Motion called to vote and the motion failed 1-2. Mike Smith makes a motion to go to Vermont & Massachusetts with the Morrison & Sylvester quote for 2 comparison quotes. Ron Sandstrom seconds the motion. Discussion is held on the travel distances that would occur should the truck be purchased in either VT or MA. Motion called to vote and the motion passed 2-1. Discussion on timing for receipt of the additional quotes is held. Mike Smith makes a motion to accept numbers until 4/9/13 for a final review by the Commissioners on 4/16/13. Ron Sandstrom seconds the motion. Ron Sandstrom questions the downside of a 2 week delay. The manufacturers queue is outlined; the effect will be unknown until the order is placed and a delivery date obtained. Ron Sandstrom states that he would like to be able to do a final review and place the order next week. Motion called to vote and the motion failed 1-2. Ron Sandstrom makes a motion to have a comparison number for review by next Tuesday or order the truck from Morrison & Sylvester. Mark Graffam seconds the motion and the motion passed 2-1.

Mark Graffam states that he will be meeting with the Administrator for the Town of Madison to outline the establishment of an easement on the lot on St Moritz that is owned by the Town and included in the next phase of the reconstruction of Oak Ridge Rd.

8. Water System Planning

George Thomas was in Saturday to check the Sodium Hydroxide tank for possible cleaning. After review, George Thomas stated that additional planning and supplies to hold any remaining chemicals will be needed for cleaning the tank. Additional personnel may also be needed. George Thomas has recommended ordering chemicals to fill the tank now and scheduling a cleaning of the tank for the fall prior to the next filling. Scott Hayes, water system operator, has stated that an extension will be needed in order to reach the new isolation valves that are planned for placement at the intersection of Appenvel and Jungfrau. Mark Graffam questions if this will be a tool that needs to be threaded together as that style tool is not always preferable as it may bend at a connection point. No price for the needed tool extension has yet been received. Mark Graffam questions if a hard copy of the specifications and design for the Reinach Tanks has been received. This will be checked into. Mark Graffam discusses acceptance of the design by the Commissioners and a formal procedure for acceptance. Ron Sandstrom states that he is not aware of any formal procedure for accepting a design from the engineer and does not recall doing this on last year’s engineering designs. Mark Graffam states that the final design should be approved and accepted by the Commissioners. Mike Smith adds that the VDOE should approve and accept the design prior to the State review.

2

Discussion is held on the NH Department of Environmental Services (DES) review of the designs. DES does not approve designs; they only review them and make recommendations. No stamped approval is done by DES. Mark Graffam reiterates that the Commissioners will review the final design for approval and acceptance by the VDOE.

9. Commissioners Reports

Mark Graffam reports that the pallet of Sodium Bicarbonate bags is in the DPW garage. One bag will be carried to the chemical injection room for use tomorrow. The pallet will be moved into the water system chemical injection room. The beavers are active and are preparing to begin their attempt to block the culvert at Big Loop. A chain is to be placed onto the beaver grate for ease of removing the grate for cleaning. The DPW will be asked to review the area. Mark Graffam met with contractor Norm Garside. An estimate is expected for this building and for replacement of the overhang for the door at Jungfrau Station.

Ron Sandstrom discusses the outhouses at the beaches. The outhouses were pumped in the fall, but have not yet been cleaned for the 2013 season. This is generally not done until May. Mark Graffam adds that the whirl-a-way system for cleaning the culverts could be used to clean the outhouses. The DPW will be asked to handle this.

10. Signature Items 11. Correspondence

Information relating to a requested building permit for the Coleman Tower Site is reviewed.

Mark Graffam makes a motion to send the information to Attorney Dan Crean for review. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Municipal Association has sent the weekly legislative bulletin.

12. Administration

The payroll report is presented. Report and time cards are reviewed. Mark Graffam makes a motion to approve payroll at $5,392.15. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business 14. Other Business

The water usage daily report for March is reviewed. Ron Sandstrom graphed the data.

VDOE policies are discussed. Two additional policies were discussed for development last week. Mark Graffam makes a motion to create a policy that all checks received are deposited as soon as possible. Any checks not deposited within 6 business days of receipt are to be reported to the Board of Commissioners in a memo stating why the check has not been deposited. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion that all communications regarding water hook-ups; drainage; and driveways be communicated in writing by the Board of Commissioners.

3

Ron Sandstrom seconds the motion. Discussion on procedures is held. A form or form letter will be developed for water hook-up acceptance. Mike Smith suggests a matrix be developed for the entire building procedure. An outline which is used by Nancy Cole is shared with the Board. This will be sent to the Commissioners for additional review and discussion on development and publication of a matrix. Additional discussion on removal of nonspecific procedures and the closing of areas where persons can misinterpret a spoken statement is held. Motion called to vote and the motion passed 3-0.

15. Public Comments

At 4:08 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

4

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING March 28, 2013

The Board of Commissioners met in the District Office on Thursday, March 28, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (Highway) and Nick Sceggell (Engineer). The meeting was taped by Tim Hughes.

At 2:42 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

14 checks for $11,296.11 are presented. Checks and invoices are reviewed. Check to Garside Construction will be held pending receipt of the estimate. Mark Graffam makes a motion to approve 13 checks for $11,196.11. Mike Smith seconds the motion and the motion passed 3-0.

Reimbursement for time spent outside normal business hours is discussed. Mark Graffam makes a motion to pay Nancy Cole $75 for attending the meeting held last Saturday morning. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Minutes
4. Highway Department

Fred Gurley reports that roads are being raked where possible. This should help alleviate some of the potholes. A quote has been received from the company that will be doing the crack sealing for Eidelweiss Drive and Appenvel Way to Jungfrau. The estimate is for one pallet of materials to be used and is for $6,000. The primary requirement for the crack sealing to be done is that the road is dry. Fred Gurley recommends the end of April at the earliest for scheduling this work. Discussion is held on the area of Eidelweiss Drive near the entrance sign. This area has been heavily crack sealed in the past. A recommendation to remove that section of pavement has been received. It is unclear if that area is included in the $6,000 quote. Fred Gurley will meet with the contractor again prior to finalizing the schedule. The month of May will be the target for the work. The chip sealing of the roads will follow the crack sealing. If possible, the chip sealing will be scheduled for June so that it is completed prior to the July 4th holiday. Line painting of the stop lines will be scheduled once the chip sealing is complete. Mark Graffam discusses the purchasing of asphalt. Shoes are to be made for the grader and backhoe. Steel will be needed. A wing plow rack is also desired. This can be fabricated from steel tubes; three one inch x two inch square tubes twenty feet in length and one one inch x one inch square tube twenty feet in length will be needed to fabricate the rack. Presby Steel will be contacted for a quote. A tail gate rack will also be looked into for fabrication. Fred Gurley will work on establishing what would be needed to make this rack. Fred Gurley reports that Aspen has been raked and smoothed. The meeting held last

1

Saturday with Bartlett Road Agent Travis Chick, Fred Gurley, Mark Graffam and Nancy Cole is discussed. This was a productive two hour meeting to review the specifications for the new truck to be ordered. Every detail was reviewed. Recommendations from Travis Chick will be incorporated for updated quotes.

5. Road Review
6. Scheduled Appearances

Nick Sceggell – see water system planning.

7. Warrant Articles

A contract will be developed for the planned work to Oak Ridge Road this fall.

The valve cluster placement planned for the intersection of Appenvel Way and Jungfrau Rd is discussed. As the valves will be 11 feet underground, a different tool for turning these valves may be needed. The importance of having the water system operators physically present during the install is discussed. Water operator Iron Mountain will be contacted for input.

8. Water System Planning

Engineer Nick Sceggell is scheduled to join the meeting to discuss the Reinach Tank design. Prior to his anticipated arrival time, the Jungfrau pump replacement is discussed. The engineered drawings call for 6” of concrete to be added to the existing pad upon which the pumps will sit. Engineer Nick Sceggell states that the actual skid, once made, may fit on the existing pad. Dimensions of the pump skid will vary depending upon the manufacturer. Mark Graffam discusses concern over the potential differences between the size of the pump skid and the size of the existing pad. The pad may need to be added to. Nick Sceggell adds that the size of the concrete pad was not discussed at the Jungfrau pump replacement construction meeting. Discussion turns to the items within the design that will not be pursued at this time; including removal of the electric heat and installation of the control panel. Nick Sceggell suggests that a design update can be done to remove those items. Engineer Paul Fluet could complete the update in May. Input from the electrician and SCADA programmer is also needed for alterations relating to the connection of the existing control panel. Ron Sandstrom questions if an updated design would be needed prior to sending the information to manufacturers for quotes on the building of the pump skid. The ability to work with field review information for the electrical work is discussed. Mark Graffam outlines the budget and need for coordination of all contractors involved. The input from the SCADA programmer is needed to outline what connections will be needed for use of the existing control panel. The electrical work could be done via field review changes that are approved by the engineers. Decisions will be made as the project progresses. Quotes for the building of the pump skid are to be pursued.

The Reinach tank design has been submitted to Rick Skarinka of NH DES Drinking and Groundwater Bureau for review. Mr. Skarinka is recommending that a way to drain the tanks other than the distribution system be added to the design. Mark Graffam states that there is a high level of concern over draining thousands of gallons of water from the elevation of the Reinach tank site. Regardless of the rate in which the tanks were to be drained, putting 10,000 or more gallons of water down the Bridal Path would create erosion and damage. The

2

sump pump drainage system that exists is for moving groundwater across the road and was not meant to be used as drainage for a tank. Ron Sandstrom discusses the recent failure of the check valve at Muddy Beach and questions if that would be a possible release site for draining a tank. This would still involve the distribution system so this option would not satisfy that DES requirement. The requirement for a drain other than the distribution is discussed. Nick Sceggell outlines that there is a DES administrative rule for systems which requires a drain. No other specific information is found within the DES rule. Mark Graffam questions if something could be added so that the tank could be drained into a truck. Nick Sceggell states that this could be done and agrees that flooding of the Bridal Path is far too high risk. Additional discussion will be had with Rick Skarinka of NH DES. Mark Graffam makes a motion to to update the drawings to include valves and piping as needed to drain the tank be added to the bottom of the tank for pumping out if necessary. Ron Sandstrom seconds the motion and the motion passed 3-0. Nick Sceggell adds that the drain will be similar to that of a dry hydrant.

The Water System Chemical injection room is discussed. Input from George Thomas will be followed up on prior to additional communication with manufacturers relating to the replacement of the failed dampener unit. Mark Graffam adds that the Sodium Hydroxide tank is getting low. George Thomas will be asked if the tank should be cleaned now or refilled. If the tank is going to be filled now, a Purchase Order will be completed for ordering of the Sodium Hydroxide. The Jungfrau pump station is discussed. The weather stripping over the door has been repaired. The contractor has stated that he overhang for the door was not properly installed and cannot be repaired as the wood is already rotted. Mark Graffam makes a motion to obtain an estimate from Norm Garside to replace the door overhang. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Commissioners Reports

Mike Smith discusses electrical pricing. Recent increases in PSNH charges may make alternate providers more competitive. Mike Smith makes a motion that potential price savings be checked into for the electric bills. Mark Graffam seconds the motion and the motion passed 3-0.

10. Signature Items 11. Correspondence

The furnace in the DPW/office building has been serviced. A quote has been received for replacement of a bad part which was noted by the technician. Mark Graffam makes a motion to obtain a second quote. Ron Sandstrom seconds the motion and the motion passed 3-0. Bill Wilbur will be contacted for an estimate.

The payroll company, In Addition, has sent notification of a price increase that will take effect on April 1. This is the first increase in charges since the District has been using their services (2008).

Information relating to the Presidential Declaration of Disaster for NH counties for the storm of February 8 – 10, 2013 is reviewed. A meeting will be attended on Friday, April 5, for instructions on filing for reimbursement of expenses related to the storm.

3

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

At 2:00 pm Mark Graffam calls the meeting to order. Mark Graffam makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employee matters, (d) property matters, and (e) legal matters. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

At 2:42 pm Mark Graffam makes a motion to recess the Non-Public session until the end of the Public meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. The Public portion of the meeting is called to order.

At 4:45 pm Mark Graffam makes a motion to reconvene the Non-Public session. Mike Smith seconds the motion. Motion is called via roll call vote; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

A policy for depositing of all checks received within 7 days will be implemented. Nancy Cole’s employee review will result in a 3% salary increase.

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

Respectfully submitted,

Nancy E. Cole Administrator

4

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING March 21, 2013

The Board of Commissioners met in the District Office on Thursday, March 21, 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 2:45 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 and the motion passed 3-0.

2. Accounts Payable 3. Minutes

The minutes of 3/12 are reviewed. Mark Graffam adds a statement by Mike Smith on the anticipated length of time for the Jungfrau pump replacement. Three motions are to be bold typeface. Mark Graffam makes a motion to accept the minutes as amended. Mike Smith seconds the motion and the motion passed 3-0.

4. Highway Department

13.5 inches of snow had fallen by 7 am Wednesday. The snow was heavy Tuesday night. Part time employees did well with plowing. No incidents were noted. Intersections are being opened with the backhoe. Discussion turns to pot holes that have formed at the end of a driveway on the gravel section of Eidelweiss Drive. Potential use of salt by the homeowner as a cause for formation of the pot holes is discussed. A second option for formation of the pot holes could be the spring which runs adjacent to this property. The flowing warmer water could be contributing. This area will be scheduled for early spring work to correct the pot holes. Other areas within the District that will require spring work include the end of the paved section of Eidelweiss Drive and the mailbox area of Huttwil. The Huttwil area is discussed for contouring of the area to move water to one side. Visp and Upper Lakeview are in good shape due to the work completed last summer. Mike Smith questions the number of boards in the dam for the spring runoff. Fred Gurley will watch the water level. Discussion turns to a call received about plowing on Waldsbut. Fred Gurley reports that he responded when the call came in and placed additional sand in the area. The road had already been plowed and treated prior to the call.

5. Road Review
6. Scheduled Appearances 7. Warrant Articles

The Oak Ridge Rd project is discussed. Mark Graffam reports that the Madison Board of Selectmen is open to the option of supplying the VDOE with an easement for water discharge onto the lot on St Moritz while maintaining the lot on the tax rolls. A contract for R. L. Heath is to be drafted.

1

Bob Hackett of HP Fairfield was in the District yesterday to discuss the outfitting of the new truck. The information will be reviewed once received. Once all the information relating to the specifics of the new truck has been received, a final review will be completed. Mike Smith questions if International is the manufacturer of choice for the new truck. Mike Smith makes a motion to focus on International as the manufacturer for the new truck. Mark Graffam seconds the motion. Motion is tabled for receipt of the final information.

8. Water System Planning

The design for the Reinach tanks is discussed. Rick Skarinka of NH DES has reviewed the design and questioned the ability to drain the tank if necessary. Engineer Nick Sceggell of Paul Fluet & Associates will be asked if available to attend next week’s meeting for additional discussion on this topic. The design for the Reinach tanks will be requested in pdf format for distribution prior to the meeting. Mike Smith makes a motion to have Nick Sceggell attend next week’s meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. Nick Sceggell will be asked to arrive for 3:30 pm. The Jungfrau pump replacement project is discussed. The cost of the pump skid needs to be obtained. The information will be sent to possible manufacturers for cost estimates. Iron Mountain will need to supply information on any additional piping or parts that will be needed for the install. All numbers will be given to the Board. Ron Sandstrom states that he would like to see Scott Hayes in charge of this project. The Engineer is also an option to handle the project. The office will coordinate some of the work and quotes. The electrician and SCADA programmer will also be coordinated. Discussion on charges for each portion of the project is held. Agreement with all details for the electrical, SCADA programming and Iron Mountain work will be needed. Each of these portions of the project will have associated costs; but the large dollars will be spent on the pump skid itself. Funding is being worked on by Treasurer Dinah Reiss. The status of the application for funding will be followed up on. A meeting with Jason Roach and Scott Hayes will be needed prior to placing the order for the pump skid. The electrician may also be involved in this meeting. The control panel that appears on the design is not needed. What will need to be included for attachment to the existing control panel needs to be outlined.

Mark Graffam states that George Thomas was in for a small leak in the Sodium Hydroxide system. The leaking part was swapped out with one that was downstairs; which also leaked. The leak is caused from wear to the diaphragm inside the dampener. The model which we have is no longer manufactured. Information on the replacement model is expected from Atlantic Pump. George Thomas will be asked for a recommendation on the part to be ordered. The information will be shared with Scott Hayes prior to the order for review.

9. Commissioners Reports

Mark Graffam reports that QuickBooks consultant Polly Hurteau was in. The report structure has been fixed to remove the closed accounts. An estimate for repairs to this building is needed. Mark Graffam makes a motion to have Norm Garside of Garside Construction develop an estimate for the needed repairs. Mike Smith seconds the motion and the motion passed 3-0.

Mark Graffam discusses the time line for the Jungfrau Pump replacement. The statement of last week by Mike Smith that the job may take longer than stated by the Water System Operator brings to mind Parkinson’s Law. Mark Graffam explains that Parkinson’s Law states “Work expands so as to fill the time available for its completion”.

2

10. Signature Items 11. Correspondence

NH Municipal Association is now producing a second bulletin related to municipal matters. This new News Link includes a section on NH Court decisions which effect municipalities.

The weekly NH Municipal Association Legislative Bulletin is reviewed.

The check for the estimated damages to the International has been received from LGC, the insurance carrier for the District’s property. The repair shop has been notified and is going to order needed parts. Once the parts are received, a date for repairs will be set.

12. Administration

A pallet of Sodium Bicarbonate is needed for the water system. A purchase order is presented for $1,036. Mark Graffam makes a motion to approve the purchase order for a pallet of sodium bicarbonate for $1,036. Mike Smith seconds the motion and the motion passed 3-0.

The payroll report is presented. Report and time cards are reviewed. Mike Smith makes a motion to approve the payroll at $5,647.25. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business

The Supervisors of the Checklist performed duties for the District throughout the Annual Meeting. The amount to be paid to each Supervisor is discussed. Mike Smith makes a motion to pay each Supervisor $100. Mark Graffam seconds the motion and the motion passed 3-0.

14. Other Business

The updated time off Request form is reviewed. The revision date will be added and the form will be put into use.

15. Public Comments

At 2:00 pm Mark Graffam calls the meeting to order and 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; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mark Graffam makes a motion to approve reimbursement of $225 to Billy McAdams. Mike Smith seconds the motion and the motion passed 3-0.

At 2:45 pm Mark Graffam makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0. Public Session is called to order.

3

At 4:12 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

4

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING March 12, 2013

The Board of Commissioners met in the District Office on Tuesday, March 12, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (Highway), Nick Sceggell and Chuck Goodling (Engineers) and Scott Hayes (Water Operator). The meeting was taped by Noreen Downs.

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

21 checks for $14,106.80 are presented. Checks and invoices are reviewed. Discussion on billing incurred charges to homeowners for Water Operators time over 2 hours when the issue is the responsibility of the homeowner. Discussion ensues on continuing enrollment with the Our Town Energy Alliance (OTEA). Mike Smith states that he found a better rate than what the OTEA was offering with a direct purchase. The check for renewal with OTEA will be held while pricing is reviewed. Mark Graffam makes a motion to approve 20 checks for $13,996.80. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

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

4. Highway Department

Fred Gurley is informed that a Non-Public Session is being scheduled for an employment matter discussion. Mark Graffam makes a motion to post a Non-Public Meeting for Friday, March 15 at 9:00 am. Mike Smith seconds the motion and the motion passed 3- 0. Fred Gurley will be in attendance for the Non-Public.

Fred Gurley reports that ditches are being checked and opened and punch outs are being made in the snow banks. An area on Klausen will need the pavement cut out and fixes. Discussion turns to a wing plow incident of last week which caused the broken pavement. The wing plow has been removed from the Top Kick for now. If needed, it will be put on for working a storm. Chain has been purchased for the sander rack. Hooks have been purchased for the first sander. Eight additional hooks will be needed for the remaining two sanders. A purchase order is turned in for the supplies for the sander rack. A 12 foot fiberglass ladder will also be purchased. Up to $250 will be added for the ladder. Mark Graffam makes a motion to authorize a purchase order for chain, hooks, and a 12 foot fiberglass ladder up to $530. Mike Smith seconds the motion and the motion passed 3-0. Fred Gurley is informed of the planned excavation for placement of an isolation valve cluster at the intersection of Appenvel

1

Way and Jungfrau Rd in late May. The crack sealing of the area is to wait until after the excavation has been completed. The settled culverts which are creating a dip on Eidelweiss Drive near Boulder Beach are discussed. Since the materials removed for placement of the culverts was not used while backfilling was done; the new materials will not settle in line with the remainder of the area. The culverts will settle independent from the rest of the road. This area will be watched to see what can be done to smooth the travel surface of the road. Morrison & Sylvester, an International dealer in Maine, has looked at the International for establishing a trade-in price and will be quoting on the new truck. A quote for an equivalent truck from Kenworth has been received. Kenworth does not make an all wheel drive truck, but this option could be added once the primary chassis is built. The desire to have proper tires for use in the winter and summer is outlined. Two sets of tires are needed. Ron Sandstrom discusses a desire to have an independent review of the truck specifications prior to placing an order. Ron Sandstrom adds that he feels he does not have enough experience with large trucks to assist in decisions relating to the truck purchase. The hiring of a consultant is discussed and Ron Sandstrom suggests that the Bartlett Road Agent be contacted. Mark Graffam outlines that the Bartlett Road Agent is Travis Chick and that the specifications of the Bartlett all-wheel drive Internationals were received from him. Travis Chick will be asked if he is willing to perform a final review of the specifications prior to placement of the order by the VDOE. Mike Smith makes a motion to offer Travis Chick up to $2,000 for consulting services relating to the VDOE truck purchase. Mark Graffam seconds the motion. Discussion is held on allocation of such a large sum for consultation services. Mike Smith makes a motion to amend the motion on the floor to $1,000. Mark Graffam seconds the motion to amend. Motion, as amended, is voted and the motion passed 3-0.

Fred Gurley is informed that a new raft for the ponds is being looked into for purchase with the intention of having the raft delivered in May. This will allow the raft to be placed into the pond when it is received and will not need to be stored.

Fred Gurley discusses posting of the roads for the spring weight limitations. March 15 is the date in which the Town of Madison is posting roads, Conway has already posted. Mark Graffam makes a motion to post the roads for reduced weight limitation on March 15. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Road Review
6. Scheduled Appearances

The replacement of the pumps at Jungfrau Station with Variable Frequency Drive (VFD) pumps is discussed. The VFD pump skid will be purchased directly by the VDOE. Iron Mountain, water operators, will do the install. Brian Bailey of Conway Electric is discussed for the electrical work. Jason Roache of Northeast System Controls will be scheduled to program the new pumps into the SCADA system. Discussion on the use of an electrician available through the SCADA programmer is held. Discussion turns to future issues that may arise and the use of Brian Bailey as the electrician of choice for the pump houses. Mr. Bailey will be called for ongoing maintenance as well. Rather than an unknown being introduced to the District, Scott Hayes recommends that Brian Bailey be used for the install. Mark Graffam makes a motion to hire Brian Bailey for the electrical work for the installation of the pumps at Jungfrau Station. Mike Smith seconds the motion and the motion passed 3-0. Scott Hayes discusses replacement of the flow meter. The specifications will be checked for the replacement item, if any. Scott Hayes suggests that the VDOE run off Muddy Beach Pump

2

House for the duration of the pump replacement project in lieu of a temporary set up. Scott Hayes adds that the replacement of the pumps should not take more than 4 days. Mike Smith says that the job may take longer. Discussion is held on the houses that are gravity fed from the Jungfrau tank. Alternatives will be looked into to establish a plan for water supply for these houses. Discussion ensues on control panel locations. Scott Hayes states that the control panel that is currently in the pump house may be suitable for use with the new VFD pumps. Scott Hayes will look into this and other inventory that will be needed for the replacement installation. Gate valves will also be looked into.

The project will be done after Labor Day 2013. Questions and concerns that arise are to be emailed so that they can be shared with all involved. An inspection of the completed work can be done towards the end of the project. Start up of the new VFD pumps will be scheduled for a Monday. The Electrician and SCADA programmer will be scheduled once the project start date is determined. Disinfection of all portions of new equipment is outlined. Current check valves could be left in place to isolate the equipment during installation.

7. Warrant Articles
8. Water System Planning

Three quotes for work to be completed on the SCADA system have been received.

A quote for a back up PLC has been received. Mark Graffam makes a motion to accept the quote and purchase a backup PLC unit for the SCADA system. Ron Sandstrom seconds the motion and the motion passed 3-0.

A quote to upgrade the alarm reporting system to a newer version with additional alarm capacity has been received. Mark Graffam makes a motion to accept the quote and purchase the upgrade to WIN 911. Mike Smith seconds the motion and the motion passed 3-0.

A quote to move the antennas located at each pump station and to install lightening protection on each has been received. Mark Graffam makes a motion to accept the quote and have the antenna locations re-established. Mike Smith seconds the motion and the motion passed 3-0.

9. Commissioners Reports 10. Signature Items

The MS-32 Report of Appropriations Voted at the Annual Meeting is reviewed. Mark Graffam makes a motion to approve and sign the MS-32. Mike Smith seconds the motion and the motion passed 3-0.

11. Correspondence 12. Administration 13. Old Business 14. Other Business

A purchase order for the needed hooks, chain, and ladder for the completion of the sander rack is reviewed. Mark Graffam makes a motion to sign the purchase order authorizing

3

up to $530 as discussed previously. Mike Smith seconds the motion and the motion passed 3-0.

15. Public Comments

At 2:00 pm Mark Graffam calls the meeting to order and 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; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

At 2:29 pm Mark Graffam makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0. Public Session is called to order.

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

Next meeting will begin at 2 pm with a non-public session.

Respectfully submitted,

Nancy E. Cole Administrator

4

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING March 5, 2013

The Board of Commissioners met in the District Office on Tuesday, March 5, 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

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 Feb 19 are reviewed. Reference to the Management Discussion and Analysis will be spelled out. Mark Graffam makes a motion to accept the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 2-0-1. Mike Smith was not in attendance and abstained from the vote.

The minutes of Feb 26 are reviewed. The Highway Report will include that the bucket will be removed from the backhoe prior to Mobile Mike’s repairing the machine. Mark Graffam corrects the motion for the Jungfrau pump replacement plan to include SCADA programming by Jason Roache. Mark Graffam makes a motion to accept the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

The crew has been plowing, salting, sanding and pushing back snow banks as needed. Storm reports are reviewed. Fred Gurley met with the insurance adjuster that came to look at the damage to the International last week. A representative from Liberty International also looked at the International for trade in value. Mark Graffam discusses water system isolation valves. One set of 3 valves was intended for the intersection of Appenvel Way and Jungfrau Rd. The excavation could be done by R.L. Heath & Son early this summer. Mark Graffam makes a motion to hire and schedule R. L. Heath & Son to excavate the water lines at the intersection of Appenvel Way and Jungfrau Rd with Iron Mountain to install a three- valve isolation cluster prior to June 2013. Ron Sandstrom seconds the motion. Discussion ensues on the plan to complete this project prior to the crack sealing and chip sealing that will be done in this area. Methods of water line placement and the outline of why the pipes are lower than most water lines in the District thus creating the need for the larger excavation is discussed. Motion is called to a vote and the motion passed 3-0. Anticipated charges for this project include $130 per hour for the large excavator and hourly charges for a compacting machine in addition to Iron Mountain’s charges. The needed chains and hooks for the sander rack are to be purchased and installed.

1

5. Road Review

Mark Graffam discusses the inclusion of the lot on St Moritz in the drainage plan for phase II of the reconstruction of Oak Ridge Rd. The lot that the drainage is directed to is being taken by tax deed by the Town of Madison. Previous discussions on the possibility of obtaining the lot have been held. A possible alternative to owning the lot would be for the Town to grant an easement for drainage purposes for the lot. This easement would allow the Town of Madison to still sell the lot to the highest bidding abutter. The District could guarantee the Town that should the lot be offered for sale to the highest bidding abutter, the VDOE would bid the amount of back taxes owed. If sold to an abutter with the drainage easement in place, the lot would still be available as a tax lot and not removed from the taxable property base. Not removing properties from the taxable base is beneficial to both the District and the Town. Purchasing the lot directly from the Town would be Plan B for the District. Mark Graffam suggests proposing the easement strategy to the Madison Selectmen during Public Comments at tonight’s meeting. Mark Graffam makes a motion to approve attendance at the Selectmen’s meeting to propose the drainage easement for the lot on St Moritz with the guarantee that the VDOE will bid the amount of back taxes owed when the lot is offered to abutters. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Scheduled Appearances 7. Warrant Articles

A meeting is planned for next week for the Jungfrau Pump replacement.

Specifications for the all-wheel drive truck are being compiled. The information will be distributed as it is collected. Liberty International has stated that once an order is placed, it takes 90 days to receive the chassis. The remainder of the truck then needs to be outfitted. Advice has been sought from the Bartlett road agent. Bartlett owns 4 all-wheel drive International trucks. The specifications recommended by the Bartlett Road Agent will be given to Liberty International for development of a quote. An International dealer in Maine is also being contacted for a quote. Other manufacturers may also be contacted for comparison purposes. It has been learned that input can also be given during installation of the hydraulics relating to the location of the control systems within the truck. This will continue to be worked on. Mike Smith comments that the top priority is getting the truck right, not the time line.

8. Water System Planning

The placement of the isolation valve cluster has already been discussed. Mark Graffam states that the weather stripping is hanging to the outside of the door at Jungfrau station. Mark Graffam makes a motion to contract Norm Garside to repair the weather stripping on the door to Jungfrau pump station. Ron Sandstrom seconds the motion. Ron Sandstrom discusses a maximum amount to be set. Mark Graffam responds $100. Mike Smith questions which door at Jungfrau needs the repair and is informed the upper door to the station. Motion to vote and the motion passed 3-0.

Next week’s meeting will include the Engineer, Water Operator and SCADA programmer to discuss the Jungfrau pump skid.

2

Discussion turns to the meeting held last December with Iron Mountain and Jason Roache. An upgraded version of the alarm system, Win 911, is available and will give additional information when an alarm goes out and will also support additional alarms. Mark Graffam makes a motion to get the information on the cost of the upgraded program and related programming. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Commissioners Reports

Mark Graffam discusses a recent meeting he saw in which changes to RSA 91-A was discussed. Individuals found in violation of the law may now be fined directly. This may be discussed with the Attorney. Language on the Dept of Revenue recommendation for the percentage of Unassigned Fund Balance has not been located. The Government Accounting Standards Board (GASB) recommendations are discussed. The amount of Unassigned Fund Balance to be retained is as determined by the Board of Commissioners. Some municipalities are using the budget numbers annually for calculation of the balance to be retained.

Ron Sandstrom states that the contact information has been updated with the answering service. Chickens are discussed. Madison Code Enforcement has been asked if persons can have chickens in Eidelweiss. At this time, it is unknown.

Mike Smith asks for the reimbursement rate for the water monitor and is informed that the rate is $35 per trip. An hourly rate exists for work done for the water system outside of the monitor route, such as pump checks and shoveling. It is added that the fire hydrant at Boulder Beach needs to be shoveled out. Mike Smith does not believe it is working. Fred Gurley will be asked to make sure the hydrants are shoveled.

10. Signature Items

Updated bank signature cards for the accounts are signed.

Discussion on funding sources for the bond for the Jungfrau pumps is held. The State Revolving Loan Fund could be applied for with Department of Environmental Services or traditional bank funding could be pursued. Dinah Reiss will be asked if she would like assistance in pursuing funding. The State Revolving Loan Fund requirements would not be desirable for the pump replacement. It will not be pursued.

11. Correspondence

The NH Municipal Association weekly Legislative Bulletin has been received. The monthly tower payment has been received.

A class action suit against Ford for all owners or prior owners of a Ford F-550 relating to specific failures has been filed. The District has been notified because of the prior ownership of the 2005 F-550.

3

12. Administration

The payroll report is presented. Report and time cards are reviewed. Mark Graffam makes a motion to approve payroll for $6,622.83. Mike Smith seconds the motion and the motion passed 3-0.

The budgets and account detail are reviewed. The year to date expenses and line items are reviewed and discussed for compliance with GASB standards. Parks and Rec is discussed. The welder will be contacted for fixing a commode on Geneva Beach. The application for spreading the sand on the beaches is to be completed. Replacement rafts and picnic tables are to be priced out.

13. Old Business 14. Other Business

A time off request for Billy McAdams is reviewed. Mark Graffam makes a motion to approve the time off contingent upon the need for plowing. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

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

Next meeting will begin at 2 pm with a non-public session.

Respectfully submitted,

Nancy E. Cole Administrator

4

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING February 26, 2013

The Board of Commissioners met in the District Office on Tuesday, February 26, 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 9:00 am the meeting was called to order by Mark Graffam. Mark Graffam makes a motion that Mark Graffam be Chair for the VDOE meetings until Annual Meeting 2014. Ron Sandstrom seconds the motion and the motion passed 3-0.

1. Agenda

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

2. Accounts Payable

22 checks for $14,746.54 are presented. Checks and invoices are reviewed and discussed.

Mark Graffam makes a motion to approve the manifest of 22 checks for $14,746.54. Ron Sandstrom seconds the motion and the motion passed 2-0-1. As he was not involved with these purchases, Mike Smith abstained from the vote.

3. Minutes

The minutes of 2/12 are reviewed. Mark Graffam makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1. As he was not in attendance at that meeting, Mike Smith abstained from the vote.

4. Highway Department

10 inches of heavy, wet snow fell over the weekend. Fred Gurley reports that the plowing was hard in some areas, but overall went very well. Sand supplies are OK, but salt will be needed soon. Mark Graffam makes a motion to approve a purchase order for 1 load of salt, up to $2,200. Ron Sandstrom seconds the motion and the motion passed 3-0. Part time help worked out well for the storm. An additional applicant will be interviewed. Fred Gurley reports that a crack on the front end loader bucket attachment on the backhoe needs to be repaired. An estimate has been received from mechanic Mike Parsons for up to $1,010. The repair would take considerably longer if attempted to do in house. Mark Graffam makes a motion to approve up to $1,010 for repair of the backhoe. Ron Sandstrom seconds the motion and the motion passed 3-0. The backhoe bucket will be removed prior to the work starting. Ron Sandstrom informs Fred Gurley that the plowing was done well with this last storm. Mike Smith adds that the roads are in good shape. A good job is being done by the highway personnel.

1

5. Road Review

The Warrant Article for chip sealing Eidelweiss Drive and Appenvel Way to Aspen was approved at the Annual Meeting. Fred Gurley will work on coordinating the crack sealing that is to be done prior to the chip sealing. Discussion is held on the culverts on Eidelweiss Drive that have settled. The dips in the road are becoming larger as winter progresses. These culverts will be discussed and possibly reset prior to the chip sealing being completed. The first phase of the plan to work on Oak Ridge Road was also approved by the voters. This work will be done after Labor Day. Fred Gurley is informed that the Article for the new truck was also approved. The intent will be to order the truck so that it is in Eidelweiss by September 15. An earlier date for purchase may be needed so that the truck is not delayed once it is sent to be outfitted for the plows and sander. DiPrizio GMC and Liberty International will be contacted for pricing and availability. Mike Smith questions if the $165,000 Warrant Article included plows. Mark Graffam responds that the estimate included the hydraulics for the plows, but the intent is to keep the plow and wing on the current International for use on the new one. The wing plow on the current International will need to be evaluated prior to determining if it will be kept. Discussion turns to what will become Phase II of the reconstruction of Oak Ridge Road. A lot on Saint Moritz that is in the process of being titled to the Town of Madison will be needed prior to beginning phase II of the reconstruction. As this lot should become available for the Town to transfer deed this September, the Board will need to work with the Selectmen to obtain this lot. At a minimum, rights for drainage across the lot will be needed. Ron Sandstrom questions if additional permits would be needed to use this lot for drainage as it abuts the back of the DPW II wetland area. Mark Graffam responds that the Engineer has designed this reconstruction plan and listed all permit requirements for construction. No permit is sited as needed for this area. Fred Gurley is informed that the grader article, which would allow a rental or leased grader to be obtained for use should the VDOE grader no longer be operational, also passed at the Annual Meeting. It is hoped that the current grader will remain operational for another season.

Ron Sandstrom questions if a start time of 2:30 pm on Tuesday’s would be manageable for Fred Gurley. Fred Gurley states that he will arrange work so as to be available. Mark Graffam makes a motion to change the weekly meeting to Tuesday’s at 2:30 pm. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Scheduled Appearances 7. Warrant Articles
8. Water System Planning

Mark Graffam makes a motion that the VDOE purchase the pump skid for the Jungfrau pump replacement directly via bid; have Iron Mountain install the pump skid; Jason Roache of Northeast System Control program the SCADA; and Engineer Nick Sceggell of Dubois & King as inspector for the project. Ron Sandstrom seconds the motion. Mike Smith is informed of the delay in the pending retirement of VDOE Engineer Paul Fluet and Mr. Fluet’s current arrangement with Dubois & King. The timing of the replacement is discussed and will occur in the fall. Additional benefits including the ability to apply for a rate reduction for off peak pumping with the electric company are discussed. Motion is called to vote and the motion passed 3-0. A meeting with the Engineer and Iron Mountain will be scheduled. SCADA programmer Jason Roache of NSC will also be informed.

2

9. Commissioners Reports

Mark Graffam reports that recent efforts have been towards preparation for the Annual Meeting.

Ron Sandstrom discusses the Commissioners guideline of 33% of the prior year’s Warrant for retaining in the Unassigned Fund Balance. As Warrant amounts can fluctuate greatly from year to year, the calculated percentage amount would also fluctuate. Stabilization of the tax rate is the desired outcome. Mark Graffam states that a dollar amount, such as $150,000, could be used in lieu of a percentage. This will be discussed more going forward. The Department of Revenue recommendations will be reviewed.

Mike Smith discusses campaigning for the Commissioner’s position prior to the election. Mike Smith questions how to improve public trust and respect. Ron Sandstrom outlines that as a member of the Board, the entire Board must work together towards that goal. Ron Sandstrom continues by outlining recent improvements that have been put in place to increase communication from the Board, such as the VDOE-mail list. Ron Sandstrom also states that stability of the tax rate at a far lower level for the past two years and an increase in the quality of work performed within the District should increase public trust and respect. Mark Graffam adds that the reduction of the budget amounts and the work completed to be able to have the District books audited should be major factors for an increase in public trust. Ongoing openness, proper use of the Unassigned Fund Balance, and proper governance of the collected tax dollars will also help improve the image of the Board. Continued work on policies and procedures for consistency in handling issues as they arise should help. Mike Smith states that some effort is needed on this front.

10. Signature Items 11. Correspondence

Granite State Rural Water Association is holding a seminar on Mutual Aid in Conway. Mark Graffam makes a motion to have Fred Gurley attend, weather permitting. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Municipal Association weekly legislative bulletin has been received.

12. Administration

A purchase order for office supplies is presented for review. Mark Graffam makes a motion to authorize the purchase order for $265. Mike Smith seconds the motion and the motion passed 3-0.

13. Old Business

3

14. Other Business

The hard bound copies of the 2012 Fiscal Audit have been received.

Ron Sandstrom addresses Mike Smith and suggests use of terms such as “us” and “we” as representing the Board in lieu of “you”, “me” or “I”. Discussion on increasing respect for and within the Board ensues. Mike Smith is informed of the new procedure where the Board is notified of calls to the office from the answering service via e-mail and asked if he would like this information sent to his home email address. Mike Smith agrees and will be added to the lists.

Mike Smith discusses accepting public comments prior to the end of the public meeting. Mark Graffam outlines that when persons do come to a meeting, the Board has altered the agenda to allow the person to speak earlier than the end of the session. Discussion ensues on persons who show up for a meeting versus persons who have scheduled an appearance. Scheduling an appearance in advance allows the issue at hand to be looked into prior to the meeting. Persons who do not pre-state an issue they wish to discuss, may and have been told that the Board will follow up with them in writing after reviewing the situation. Ron Sandstrom makes a motion to move “Public Comments” to #6 on the agenda with all remaining agenda items being moved down one. Mark Graffam seconds the motion and the motion passed 3-0.

15. Public Comments

At 10:35 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Next week’s meeting will convene in the District office at 2:30 pm.

Respectfully submitted,

Nancy E. Cole Administrator

4

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING February 19, 2013

The Board of Commissioners met in the District Office on Tuesday, February 19, 2013. In attendance were Commissioners Ralph Lutjen, Mark Graffam and Ron Sandstrom. Also in attendance was Fred Gurley (highway) and Peter Craugh (Moderator). Auditor Tamar Roberts attends telephonically. The meeting was taped by Tim Hughes.

At 9:02 am the meeting was called to order by Chairman Ralph Lutjen.

1. Agenda

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

2. Accounts Payable 3. Minutes

The minutes of Feb 5 are reviewed. A typographical error will be corrected. Ralph Lutjen makes a motion to accept the minutes as amended. Mark Graffam seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that the sander grates for the Top Kick have been worked on. New cross beams have been installed to hold the grates. Trucks and sanders have been washed and are being readied for next use. A complaint from last November has been received from a resident on Upper Lakeview. Mark Graffam states that a response should be formulated stating that the complaint has been received but that not much action can be taken at this time. It is policy to not clear the end of a driveway and safety would dictate staying away from the persons. Fred Gurley reports that the crew will avoid bringing snow into driveways when winging back, but concentrate on keeping the roads clear during the storm. 4 loads of sand have been delivered. Minor power outages occurred with the winds yesterday. A tree came down on Little Shore last night. Fred Gurley came in and removed the tree from the road. Fred Gurley informs the Commissioners that contractors have been leaving snow in the roads in some areas of the District. Fred Gurley is informed that the Commissioners will pursue the homeowners to remedy the situation. Addresses of where the issues are being created will be collected and turned in. Some road signs have been bent. The signs that need to be replaced will be listed. Fred Gurley requests a purchase order for salt. Mark Graffam makes a motion to authorize a purchase of up to $2,200 for salt. Ralph Lutjen seconds the motion and the motion passed 3-0. A purchase order is signed. The sander rack is discussed. Fred Gurley is informed that a contractor has quoted on the placing cross beams for support of the sander rack. A glove rack may also be created for the water system chemical room. Mark Graffam makes a motion to allow up to $220 for the attaching of cross support beams to the sander rack and creation of a glove rack for the water system chemical room. Ralph Lutjen seconds the motion and the motion passed 3-0. Cat walks for the sander rack would be cost prohibitive as they would not be used very often.

1

5. Road Review

The roads are in good shape. Some branches that have fallen are being cleaned up.

6. Scheduled Appearances

Moderator E. Peter Craugh discusses the use of the sound system for the Annual Meeting. The Moderator determines that the sound system will not be set up this year. Persons wishing to speak will be asked to move to the center aisle of the room to speak. In this manner, the Moderator will not have to attempt to keep track of persons who may have raised their hand to speak. When all persons in line have spoken, the discussion will end. Ron Sandstrom suggests that the line may want to be off to the side of the room rather than the center so that seated persons do not have their view blocked. This will be looked at when the gymnasium is set up for the meeting. Signs warning of a ‘no electioneering area’ will be posted on the doors to the school. All other rules will remain standard. All amendments will be required to be put in writing. Peter Craugh questions if the Commissioners intend to alter any Articles as they are introduced. The bond Article for the Water System and the truck Article are discussed. The truck Article will have an introduction and a prepared handout for the meeting. The tax worksheet is discussed. Ron Sandstrom recommends including prior year’s information on the tax worksheet. A draft will be put together for the meeting. A potential speaker for the Firewise.org program has been contacted. If he is available, a short introduction to the program may be given. If the speaker is not available, the general outline of the program will be given. The cardboard petition voter booths used by the Town of Madison will be requested for set up. One will be set off to the side for handicapped access. Set up will be done Saturday morning. The 2012 Audit is discussed. The audit will not be given as a handout, but will be referenced as available.

7. Warrant Articles
8. Water System Planning

Engineer Paul Fluet has questioned if the completed plan for the replacement of the Reinach tanks should be sent to the NH DES. Paul Fluet will be informed to submit the plans.

Northeast System Controls Jason Roach is scheduled to be in Thursday of this week for installation of the Ultra-sonic transducers at Reinach. Hard insulation is to be installed to protect the temperature alarm at the Reinach station.

9. Commissioners Reports

Ralph Lutjen suggests a summary approach for the Management Discussion and Analysis report for next year. The numbers to complete the schedules will come from the MS-32 DRA form. A comment from the auditor relates to the format of the numbers used within the MD&A. The suggestion is to include a statement that the MD&A numbers are the budgetary numbers not including Warrant Articles. A discussion with the auditor will be held shortly.

Mark Graffam reports on the discussion with the Auditor relating to purchase orders. Purchase orders are approved by the Commissioners. A personal credit card was used for a couple of large purchases made last summer. A suggestion that the District may want to obtain a credit card has been made by the Auditor. Prior cautions have been received about potential issues

2

with the VDOE having a credit card. Discussion on the pros and cons is held. Ralph Lutjen discusses the need for deliberation prior to expenses; a credit card could be used without prior discussion. Accounts for purchasing exist with many vendors so that purchases can be made without needing a credit card. Store cards, such as Staples, are also used. Internal control policies would need to be altered to incorporate stringent rules for use of a credit card if the VDOE chooses to obtain one. Current internal controls do not support use of a credit card. Discussion continues and it is determined that a credit card will not be applied for. The Purchase order policy will be looked at for additional areas of internal control.

10. Signature Items 11. Correspondence

The NH Municipal Association weekly Legislative Bulletin has been received.

Always On Call, the answering service, has sent information relating to a new app for phones.

12. Administration
The payroll report is presented. Report and time cards are reviewed. Ralph Lutjen makes a motion to approve payroll at $7,046.23. Mark Graffam seconds the motion and the motion passed 3-0.

The second tax payment from the Town of Madison for calendar year 2012 has been received.

13. Old Business 14. Other Business

The Auditor is contacted. The Management Discussion & Analysis (MD&A) is discussed. A sentence for the budget format has been added and approved. The Independent Auditors report is reviewed and discussed. The standards are outlined and the new format for this report is required under the new guidelines. The final section will be titled opinions on other matters. The Representation letter is reviewed. The Auditor is informed of the credit card discussion held by the Board. As the risks outweigh the benefits, the auditor is informed that no credit card will be pursued. The Auditor discusses potential risks of having a credit card and states support for the decision of the Board.

15. Public Comments

At 11:00 am Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employee matters. Mark Graffam seconds the motion. Motion called via roll call Ralph Lutjen yea, Mark Graffam yea, Ron Sandstrom yea and the motion passed 3-0.

Ralph Lutjen makes a motion to increase the Water Monitor trip reimbursement to $35 per trip effective immediately. Ron Sandstrom seconds the motion and the motion passed 2-0-1. Mark Graffam abstained from voting on this motion.

At 11:55 am Ralph Lutjen makes a motion to adjourn the meeting. Mark Graffam seconds the motion and the motion passed 3-0.

Respectfully submitted, Nancy E. Cole, Administrator

3