2013-Commissioners Meeting

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING November 5, 2013

The Board of Commissioners met at 2:30 pm on Tuesday, November 5, 2013. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (highway), Mike Ouellet of Chadwick-BaRoss, Nick Sceggell of Paul Fluet Associates, Ray Seeley of Integrated Water Service, and Treasurer Dinah Reiss. The meeting was taped by Tim Hughes.

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2:30 pm the meeting was called to order by Chairman 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

18 checks for a total of $13,331.21 are presented. Checks and invoices are reviewed. Mike Smith makes a motion to approve 18 checks for $13,331.21. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Minutes
4. Highway Department Report

Recent work is outlined and discussed. Plows are being readied for winter. The two bicycles that were recently found have been turned over to Madison Police. Grachen Drive will be graveled this week. The rock discussed at 27 Middle Shore was looked at and appears to have been in that location for a while; it was not recently placed. The road in front of the recent driveway repair at 15 Jungfrau has materials placed on it. The contractor will be contacted to clean the area. Debris was also noted in the ditches and will also be mentioned for clearing. A water test to check the placement of the drain across the driveway is recommended and will be discussed with the contractor. Chadwick-BaRoss representative Mike Ouellet discusses the proposed Volvo grader lease. Volvo would allow a delay in receipt of the VDOE grader until the 2014 Annual Meeting was completed. Ron Sandstrom discusses the 2013 Warrant Article. Ron Sandstrom makes a motion to include an Article on the 2014 Warrant proposing a 10 year lease purchase of a new grader. Mike Smith seconds the motion and the motion passed 2-0. Mike Ouellet will send numbers for the Warrant Article in January once the 2014 pricing for the grader is available. Mike Ouellet is thanked for his time. The snow plow policy updates will be reviewed next week. The review of the backhoe will be done the week of November 18. The Oak Ridge Road project is discussed. The water main was hit yesterday in front of #1 Oak Ridge Road when the contractor attempted to remove a large boulder. The water main is located in the ditch line. The center line was marked by surveyor Carl Johnson. The culvert in front of #1 Oak Ridge has been raised and moved closer to the center line. The project is still progressing. Engineer Nick Sceggell recommends addition of insulation at the deepest point of the excavation which would be covered by one foot of sand and then the fabric and rip rap stone would be placed. Mike Smith makes a motion to instruct Stewart Heath of R. L. Heath and Sons to place 4

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inches of rigid foam insulation at the deepest point of excavation within the ditch lines for the remainder of the project as outlined by the Engineer for protection of the water main. Ron Sandstrom seconds the motion and the motion passed 2-0. Stewart Heath will be asked to supply a price for the additional work so that a change order can be created.

The Highway portion of the budgets is reviewed. The budgets are in line for November.

5. Road and Driveway Review 6. Water System Planning

Ray Seeley of Integrated Water Service (IWS), the water system operator, is thanked by Ron Sandstrom for yesterday’s response to the water main break. Ray Seeley outlines that a priority is located all valves around the District and determining what lines are shut down with which valves. Marking of the valves will be done as the valves are located. Discussion turns to keeping valves accessible and not buried. An outline of the overall status of the system is given to the Board by Ray Seeley. Muddy Beach has a booster pump with a bad bearing. The 10 HP pump will be looked at for repair. Mike Smith outlines the engineered pump skid replacement for Muddy Beach. The information will be sent to IWS for future planning. The need to exercise all valves on a routine basis is discussed. The location of the water main under Oak Ridge Road will be updated on the maps. The phases of the reconstruction of Oak Ridge Road are outlined. Replacing the water main down St Moritz as part of the project is discussed. Ray Seeley will send a list of inventory items needed for the water system storage room. The Sodium Hydroxide tank will be repaired prior to the next filling. Calibration columns are recommended for the chemical tank pumps. A probe could be placed in the water line for testing and reporting the pH level. Pricing will be checked and priorities will be established. The system runs well overall. Jason Roache of Northeast System Controls may be asked to increase the time of a communication failure before sending notification. One half hour without a station responding is recommended. The Huttwil water main extension is discussed. The plans will be sent to IWS. Discussion turns to the VDOE purchasing the pipe and valves for the project. This has been done on projects in the past to take advantage of municipal discounts. Mike Smith makes a motion to pursue pricing for all supplies needed for the project. Ron Sandstrom seconds the motion and the motion passed 2-0. The curb stop valve installation for 30 Bern Drive is scheduled for the week of November 18. The sanitary survey to be completed by Rick Skarinka of NH Department of Environmental Services (DES), is scheduled for Monday November 18. The information on the Jungfrau Pump Skid will be forwarded to IWS for review. Backflow prevention is discussed. An update to the Water Ordinance may be proposed based upon the final regulation for testing of all backflow devices within a Public Water System. Water testing for the required DES sampling is discussed.

Mike Smith makes a motion to have Integrated Water Service handle the water testing effective January 1, 2014. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Scheduled Appearances

Appearances handled throughout the meeting.

8. Warrant Articles
9. Commissioners Reports

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10. Signature Items

A Driveway Permit for Construction for 11 Jungfrau Rd is reviewed. The area has been checked and it is recommended to approve the 30 foot culvert. Ron Sandstrom makes a motion to approve the Driveway Permit for Construction. Mike Smith seconds the motion and the motion passed 2-0.

11. Correspondence

The Property-Liability Trust has sent the 2014 renewal information. The information will be distributed for review.

The NH Municipal Association has sent the monthly NewsLink Bulletin. The Coleman Tower rental has been received.
12. Administration
The budgets through November 1, 2013 are reviewed and discussed. The October daily water usage report has been distributed.

13. Old Business

Ordinance updates are discussed. The proposed updates will be reviewed next week. Additional wording on the proposed Driveway Ordinance updates will be done.

14. Other Business 15. Public Comments

At 4:45 pm Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment issues. Mike Smith seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.

Mike Smith makes a motion to ask Jon Eldridge to cover for the next two weeks beginning Tuesday, November 12. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to make part time employee Paul Costello eligible for a higher year-end bonus. Ron Sandstrom seconds the motion and the motion passed 2- 0.

At 4:52 pm Ron Sandstrom makes a motion to exit Non-Public Session and adjourn tne meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted, Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 29, 2013

The Board of Commissioners met at 2:30 pm on Tuesday, October 29, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam (arrived late) and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (highway), Mike Ouellet of Chadwick- BaRoss and Treasurer Dinah Reiss.

[expand title="Search Text"]At 2:30 pm the meeting was called to order by Chairman 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

6 checks for a total of $37,190.27 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to approve 6 checks for a total of $37,190.27. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of October 22 are reviewed and discussed. Ron Sandstrom makes a motion to approve the minutes as presented. Mark Graffam seconds the motion and the motion passed 3-0.

4. Highway Department Report

Recent work is outlined and discussed. Additional trees have been cut in the lot on Saint Moritz to make room for the materials from the Oak Ridge Road construction. Bern and Huttwil intersection will be worked on this week. A quote for rims has been received from Frechette Tire at $1,200. Ron Sandstrom makes a motion to purchase the rims from Frechette Tire. Mike Smith seconds the motion and the motion passed 2-0. The new tires ordered will be mounted on the rims for pick up. Upper Oak Ridge has been reviewed. The area in which the paving is needed measures 370 feet x 25 feet. To include the swales would increase the width to 31 feet. Asphalt has been priced at $11,900 for placement of 3 inches compacted to 2.5. The cost has been calculated at $15,075 including rental of a compacting roller. The quote received is not comparable as the footage quoted is different than calculated. Discussion on grader paving this year is held. Discussion on paving swales and the VDOE Road Standards document is held. The document will be reviewed for needed updates to current standards. Ron Sandstrom makes a motion to not proceed with grader paving this year and to place the project on the 2014 Warrant for completion early next year. Mike Smith seconds the motion. Mike Smith recommends that the water lines be considered for replacement with this project. Motion is called to a vote and the motion passed 3-0. Mike Ouellet of Chadwick-BaRoss discusses the proposed grader lease. The machine will take 60 – 90 days to manufacture including the outfitting of the snow plow equipment completed at Chadwick-BaRoss. The pricing for the machine and the options

desired are reviewed and discussed. The lease terms are discussed, including the inclusion of a non-appropriation clause. Service and warranty are outlined and reviewed. Mike Ouellet will send a revised quote including options discussed for tires and lights. Mike Smith questions when the VDOE machine would be taken for the trade in and is informed that the machine would be picked up when the Volvo machine is delivered. Ron Sandstrom outlines the meeting of earlier today with the engineers and updates the construction status on Oak Ridge Road. A quote for review of the backhoe has been received from Mike Parsons at $400. Ron Sandstrom makes a motion to allocate up to $400 to have Mike Parsons of Mobile Mike’s review the backhoe and prepare an estimate of foreseeable repairs. Mark Graffam seconds the motion and the motion passed 3-0.

5. Road and Driveway Review 6. Water System Planning

The status of the water system is outlined and discussed. Mike Smith makes a motion to apply for the NH DES Asset Management Grant for $25,000. The matching grant funds of $12,500 will be allocated from the Water Extension Fund and the application will include $2,800 for the Panasonic GIS mapping tablet. Ron Sandstrom seconds the motion and the motion passed 3-0. A quote for curb stop valve parts needed has been received. Mike Smith makes a motion to approve $1,434.83 for the purchase of curb stop valves. Ron Sandstrom seconds the motion and the motion passed 3-0. Ray Seeley of Integrated Water Services will be in attendance next week. The Huttwil water main extension RFP specifications will be completed by Paul Fluet Associates, a division of Dubois and King.

7. Scheduled Appearances 8. Warrant Articles
9. Commissioners Reports

Mark Graffam discusses new construction of a driveway to 29 Grachen Drive. The new and unpermitted driveway appears as if it may encroach onto the VDOE Bridal Path and may undermine the water main that travels within the Bridal Path. 32 Oak Ridge Road is discussed. A new driveway was constructed at this location. A construction permit exists for paving of an existing driveway; not creation of a new one. The permit does call for a negative grade from the roadway. Driveways and permits in general are discussed. Timing and priorities are reviewed. 10 Upper Lakeview is discussed. No Permit for Operation is on record for this driveway. Discussion on following up on issues and handling issues as in a timely fashion is held. Focusing on road damage as a priority and enforcing Ordinances is crucial for the VDOE. The proposed changes to the Driveway Ordinance are discussed. Mark Graffam states that he is not in favor of establishing cost split for correction of a driveway that is causing road damage. Each situation should be reviewed and negotiated. Mark Graffam adds that he is in favor of the proposed wording changes to the Ordinance that Ron Sandstrom has drafted. The review of the proposed changes and the Engineer’s suggestions on them will be reviewed next week. Mark Graffam outlines that the difference between the issue on Upper Lakeview and Grachen is that the construction on Grachen may encroach upon and threaten the forced water main.

Ron Sandstrom discusses the employees’ authority level for spending, which has been at $100 for many years. Ron Sandstrom makes a motion to increase the authority level to $200. Mark Graffam seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have the outhouses at Geneva Beach, Eidelweiss Beach, Boulder Beach and the pump house at Muddy Beach estimated for repairs. Mark Graffam seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the monthly water testing performed by Integrated Water Services. Ron Sandstrom seconds the motion. Discussion on the need to verify the testing lab used by Integrated Water Services is held. Mike Smith makes a motion to table the motion on the floor for additional information. Motion to table seconded by Ron Sandstrom. Mike Smith reviews the Safety Meeting held last week. The salt shed door is to be looked at by White Mountain Overhead Door. A rock leaning against a tree in front of 27 Middle Shore will be looked at for removal.

10. Signature Items

A letter requesting Treasurer Dinah Reiss establish a new account to be called the Oak Ridge Road Phase I Retainage Account is presented. The letter is reviewed and discussed. Mark Graffam makes a motion to sign the letter for the establishment of the new account. Ron Sandstrom seconds the motion and the motion passed 3-0.

The contract for the services of Integrated Water Services as licensed water operator is reviewed. Ron Sandstrom makes a motion to sign the contract for services of Integrated Water Services as licensed water operator. Mike Smith seconds the motion and the motion passed 3-0.

A Transfer of Funds Authorization for transfer of the approved budget dollars from the Water Usage Fund to the Operating Account is reviewed. Ron Sandstrom makes a motion to sign the letter requesting the transfer of funds. Mark Graffam seconds the motion and the motion passed 3-0.

11. Correspondence

Health Trust has sent the renewal information for the health insurance. Notice of a 2014 Contribution holiday has also been sent.

Health Trust has sent information on openings on the Board of Directors and a request for submission of candidate information.

12. Administration

The payroll report is presented. Report and time cards are reviewed and discussed. Mike Smith makes a motion to approve payroll at $4,730.12. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business

Ron Sandstrom makes a motion to correct the typographical errors within the Water Ordinance. Mark Graffam seconds the motion and the motion passed 3-0.

Storm water management is discussed. Engineer Paul Fluet will be submitting a proposal on the cost of creation of a Storm Water Management Policy.

14. Other Business

An estimate for placement of a motion sensor light above the side door into DPW 1 has been received. Mark Graffam makes a motion to approve the installation of a motion sensor light above the side door to DPW I for $250. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom suggests including proposed 2014 Warrant Articles on the agenda. This will be done.

Mark Graffam makes a motion to fix the pavement on Klausen and Aspen. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

At 4:45 pm Ron Sandstrom makes a motion to adjourn the meeting. Mark Graffam seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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