2013-Commissioners Meeting

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 29, 2013

The Board of Commissioners met at 10:00 am on Tuesday, October 29, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance were Paul Fluet and Nick Sceggell of Fluet Engineering Associates; a division of Dubois and King.

At 10:00 am the meeting was called to order by Chairman Ron Sandstrom.

[expand title="Search Text"] Fluet reviews the technical specifications for the needed 400 foot extension of the Huttwil water main. The plan includes a new service line for the service at #8 Huttwil in addition to the new service line for #6 Huttwil. Discussion turns to the manner in which the end of the line will be closed; cap or valve placement. Mark Graffam makes a motion to include a valve and blow off for the end of the water line. Ron Sandstrom seconds the motion and the motion passed 3-0. The project is further discussed. Plans for the request for proposal are outlined. Mark Graffam makes a motion to have Paul Fluet Associates develop a bid package for construction of the Huttwil water main next year. Ron Sandstrom seconds the motion. Discussion ensues on the completion date to be included in the bid package; 2013 weather permitting or 2014? The cost will be $4,000. Mark Graffam makes a motion to modify the motion on the floor to authorize Paul Fluet Associates; a division of Dubois and King up to $4,000 for development of the bid package. Ron Sandstrom seconds the motion and the motion passed 3-0. Plans and specifications should be completed for November 8.

Storm water management is discussed. Drainage throughout the District is reviewed. Discussion on the consideration of all water from Oak Hill is held. An increase in private property owner complaints about road drainage is outlined. Discussion is held on an update to RSA 149i allowing for the establishment of a Storm Water Utility Commission and assessments to properties for storm water management. Treatment issues relating to storm water is discussed. Paul Fluet outlines a general need to focus on volume of water when creating drainage and not the substance of the water. Road protection is the primary concern in the establishment of a drainage plan. Discussion turns to the design for Oak Ridge Road. Nick Sceggell outlines that the design established took into account carrying all water contributed from Oak Ridge Road. Phase II of the reconstruction of Oak Ridge Road is discussed. Nick Sceggell states that this phase, as designed, does not necessarily account for all aspects of the planned outlets further downstream. Mark Graffam makes a motion to request an estimate for creation of a Storm Water Management Plan based upon a hydrological study to be done on Oak Hill. Ron Sandstrom seconds the motion and the motion passed 3-0. Paul Fluet will develop a quote. The Driveway Ordinance proposed changes are discussed. Mark Graffam questions if the drainage system will accept driveway and property waters being directed towards the roads. The overall effect of the flow will need to be evaluated for consideration of the downstream effects. Discussion on the layering of roads on Oak Hill is held; Oak Ridge Rd to Upper Lakeview Drive to West Bergamo Rd to Middle Shore Drive to the pond is outlined and reviewed. Paul Fluet states that the proposed changes to the Driveway Ordinance can be adopted prior to completion of the hydrological study and completion of the Storm Water Management Plan. Phase I of the Oak Ridge Road Project is discussed. Project management is discussed. Mark Graffam outlines a previous

discussion with David Chase of Conway for project management of road projects within the VDOE. Hiring inspection services is an option to be considered.

At 11:30 am the meeting recesses for travel to Oak Ridge Road. The meeting reconvenes at 11:40 am. Contractor Stewart Heath of R.L. Heath and Sons joins the meeting. Bill Bardz, property owner of #1 Oak Ridge Road also joins the discussion. The project is reviewed. A boulder is to be removed from the edge of the culvert at #1 Oak Ridge Road. A pine tree on the corner of the lot for #1 Oak Ridge road will be taken down. The property owner discusses other trees whose roots have been exposed but determines that these trees should not be taken down. Paul Fluet suggests that trees be individually reviewed for the potential need to remove them as the project progresses up the hill. The placement and depth of the ditches are reviewed. The center line of the road should be marked for use in distance calculations. Paul Fluet suggests the surveyor, Carl Johnson, be asked to return to mark the center line and check the location and depth of the culvert placed under the driveway for #1 Oak Ridge Road. Paul Fluet estimates that the visit would cost no more than $1,000. Mike Smith makes a motion to have surveyor Carl Johnson mark the centerline of Oak Ridge Road and set a benchmark for the height of the culvert at #1 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 3-0. Paul Fluet will contact Carl Johnson and arrange the visit. Paul Fluet or Nick Sceggell will return next week to review the project status.

At 12:25 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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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 22, 2013

The Board of Commissioners met on Tuesday, October 22, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance were Fred Gurley (highway), Chris Weismann (highway), Dinah Reiss (Treasurer), and Bob Hackett of HP Fairfield. The meeting was taped by Tim Hughes.

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

1. Agenda

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

2. Accounts Payable

18 checks for $34,625.63 are presented. Checks and invoices are reviewed and discussed. All checks for the Oak Ridge Road Phase 1 project have been created. Check 1690, payable at the 50% completion point; and check 1691, payable upon completion will be held in the office until the construction landmarks are met. Project management for this project is discussed. Mike Smith makes a motion to notify him for verification when the contractor states the project is 50% completed. Ron Sandstrom seconds the motion and the motion passed 3-0. A check for a previously withheld amount from contractor George Fadden is discussed. Mark Graffam states that he is not in favor of paying this amount. Ron Sandstrom makes a motion to approve 18 checks for a total of $34,625.63. Mike Smith seconds the motion and the motion passed 2-1 with Mark Graffam stating he is not in favor of approving the manifest with the previously withheld funds included.

3. Minutes

The minutes of October 8 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of October 15 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department Report

Chris Weismann reports on recent activity. The salt has been ordered and delivered. Sand has been ordered from Shackford Construction. Rocks have been cleared on roadways. The safety cages have been secured. The Top Kick was brought for the front end work authorized previously. Rims and tires are discussed. A quote has been obtained for a second set of rims for the F-550. Ron Sandstrom makes a motion to purchase 6 rims for the F-550 at a cost of $1,859.10. Mike Smith seconds the motion. Discussion ensues on alternate quotes, factory prices and aftermarket pricing. At least one alternate quote should be reviewed prior to authorizing the purchase. Motion is withdrawn. A bicycle has been found in a ditch. Madison Police will be notified. Upper Oak Ridge Road and the need to repave this section are discussed. The DPW will check the area and put together an estimate for paving with the grader. Asphalt is available until mid-November through Pike Industries. Road issues as identified through the road assessment are discussed and outlined. Bern Drive needs gravel at the intersection of Huttwil Drive. Grachen Drive needs gravel. Drainage at the intersection of Grachen Drive and Eidelweiss Drive is discussed. An outline of the travel area versus the deeded road width is held. Most of the roads are approximately 20 feet for travel area with an additional 20 feet for drainage. The need to know the deeded location of all the roads is discussed. Protection of the roads and drainage is critical to protect the assets of the District. Discussion turns to actionable issues moving forward and ways to protect the roads. Creation of the storm water management plan will be needed for guidance going forward. Discussion returns to Bern Drive at Huttwil and Grachen Drive. Ron Sandstrom makes a motion to approve up to $400 of gravel. Mike Smith seconds the motion and the motion passed 3- 0. A purchase order is signed. The grader is discussed. Discussion on placing an article on the 2014 Warrant for a new grader is held. Lease terms and options are reviewed. An International Terra Star was brought to the District today so that it could be looked at. The truck was loaded with sand and driven up Oak Ridge Rd. Fred Gurley reports that the truck has good power. Discussion turns to the all-wheel drive being in the first year of production for this truck. Discussion on snow plowing and needs is held. Bob Hackett of HP Fairfield recommends that a grader be used to push snow back and to plow when the snow is heavy. Bob Hackett also states that there is not a truck available that can handle the load to move snow as well as a grader can. Prices for outfitting a 550 class truck or a Dodge 5500 class truck are distributed to the Board and reviewed. Discussion turns to the option of replacing the Top Kick in 2014. Snow plowing and areas to store snow are discussed. A map of the entrance garden lot is reviewed and discussed as an option of an area to store snow without reducing visibility to Route 113. Mark Graffam makes a motion to have the DPW propose a way of using this lot to keep snow and improve visibility onto Rte 113. Ron Sandstrom seconds the motion. Discussion on visibility to Rte 113 during snow season is held. Motion is called to a vote and the motion failed 1-2 with Mike Smith and Ron Sandstrom voting against the motion. Mike Smith adds that visibility is not a recurring problem. Discussion turns to a recent attempt to fill some pot holes on Big Loop Rd. An improperly stored boat at Thusis is discussed. The rafts have been removed from the ponds and are stored on the beaches. The ladders and the rafts will be secured.

5. Road and Driveway Review 6. Water System Planning

The proposed Water Operator Agreement from Integrated Water Service is reviewed and discussed. Mike Smith makes a motion to sign the agreement. Ron Sandstrom seconds the motion. Discussion is held on the cancellation/termination time line. Mike Smith makes a motion to amend the motion on the floor to include amending the agreement to 60 days for termination in lieu of 30 days. Ron Sandstrom seconds the motion to amend and the motion passed, as amended, 3-0. The request for the amendment will be sent to Integrated Water Services. Discussion on billing of sub-contractors directly to the VDOE is held. Discussion on establishment of a policy that specifically addresses this issue is held. Outline of procedure is discussed. Updates recommended by SCADA programmer Jason Roache of Northeast System Controls to the electrical system controlling the chemical pumps are discussed. The update is recommended by Integrated Water Service. Ron Sandstrom makes a motion to approve the recommended updates to the electrical system for the chemical pumps. Mike Smith seconds the motion and the motion passed 3-0. Updates

for safety to the ladder entry of Oak Station and the DPW Vault as recommended by chemical injection consultant George Thomas have also been recommended by Integrated Water Service. Ron Sandstrom makes a motion to approve $300 for the ladder extension for Oak Station and the DPW Vault. Mike Smith seconds the motion and the motion passed 3-0. Discussion turns to the nature of the Water Operator, the Water Monitor position and the chemical room consultant. The services supplied by the Water Monitor and the chemical room consultant positions will now be taken over by the Water Operator. Mike Smith makes a motion to end the services of the Water Monitor effective November 1, 2013. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to end the services of the chemical room consultant effective November 1, 2013. Ron Sandstrom seconds the motion and the motion passed 3-0. The status of the water billing is discussed. Houses will be posted for turn off for non-payment this week. The Jungfrau pump replacement project loan documentation is discussed. A letter to the bank which holds the loan for the Jungfrau to Reinach Forced Main project is reviewed. Ron Sandstrom makes a motion to sign and send the letter to the Bank of NH regarding the loan documentation. Mike Smith seconds the motion and the motion passed 3-0. The new loan for the pump replacement is discussed. Treasurer Dinah Reiss informs the Board that the loan is approved; a closing date is needed to finalize the paperwork. The documents complying with the nature of the revenue portion of the loan is required. The SCADA system is discussed. This system will continue to be worked on going forward to assure that the proper personnel have access to and are alerted by the SCADA program. The engineering for the water main extension for Huttwil Drive has been ordered. Mark Graffam makes a motion to not pursue an insurance claim against Dubois & King for the Huttwil water main issue. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to send a letter to the Water Monitor and chemical room consultant thanking them for their service and notifying them of the November 1 date for ending of service. Mike Smith seconds the motion and the motion passed 3-0.

7. Scheduled Appearances

Bob Hackett of HP Fairfield appeared at the meeting and was in discussion with the Board during the Highway Report.

8. Warrant Articles
9. Commissioners Reports

Mark Graffam reports that the Madison Zoning Board of Appeals heard the case and made a decision on the requested variances for the lot at 23 Diessbach. All six variances requested were denied by a vote of 5-0. The driveway permit for construction for 32 Oak Ridge Road is discussed. The garage that has been built is on the opposite side of the house from the documentation submitted. This will be looked into. Mark Graffam suggests that the Commissioners look at 29 Grachen Drive as a new, unpermitted driveway has been constructed that may infringe on VDOE property.

Ron Sandstrom has set up a way in which to track road work by street in QuickBooks. The possibility of tracking information this way will be looked at.

Mike Smith discusses alternative energy suppliers. Mike Smith will look into options with assistance from the office.

10. Signature Items

The letter for the Bank of NH on the existing loan documentation has been signed.

The Water Operator Agreement will be amended prior to signing as discussed.

11. Correspondence

Primex has sent the 2014 Worker’s Compensation rate. The VDOE will pay a lower amount in 2014 than 2013 by $700.00

The check for the FEMA declared emergency last February has been received. The check amount is $5,808.46 and the check has been applied to reimburse the appropriate accounts in QuickBooks.

A letter has been received from the owners of 17 and 19 Oak Ridge Road. A response will be drafted.

The Town of Madison has accepted the deed for the vacant lot at 9 East Bergamo for failure to pay the taxes.

Granite State Analytical has sent the monthly bacteria test results for the water system. All results are absent bacteria.

NH Municipal Association has sent the monthly NewsLink.

Resident Bill Gargan has sent a request to include the names of the beaches on the next update to the VDOE road map and to remove the information relating to a public phone at the mailboxes.

12. Administration

An outline for the holding of a Public Hearing on Ordinances and the requirement that two such hearings be held is reviewed.

13. Old Business

Proposed Ordinance modifications are discussed. The Water Ordinance update is correction of a typographical error and acceptance of an Approval for Hook Up form. The Driveway Ordinance modifications are discussed. Drainage and the need to have a discussion with the Engineers on this subject are outlined. The Engineers are available to meet with the Board next week. Mark Graffam makes a motion to hold the proposed updates to the Driveway Ordinance for discussion with the Engineers. Mike Smith seconds the motion and the motion passed 3-0. A time for the meeting with the engineers is discussed. Ron Sandstrom suggests meeting separately with them to allow for focus on that discussion only. The meeting will be set for 10 am on Tuesday 10/29. The ability to continue this Saturday’s Public Hearing is outlined. Ron Sandstrom would like to schedule another hearing when the documentation is ready. Mark Graffam makes a motion to place an Article on the 2014 Warrant for establishment of a Storm Water Utility commission pursuant to RSA 149i. Ron
Sandstrom seconds the motion and the motion passed 3-0. Discussion turns to the potential need to have a meeting where both the engineers and legal counsel are present. This will be determined following next week’s meeting with the engineers. Mike Smith discusses the potential need to include a requirement for the checking of backflow prevention devices by homeowners in the Water Ordinance. This will be discussed with the new Water Operator.

14. Other Business

Discussion on 9 Eidelweiss Drive and possible encroachment onto VDOE property is held. Ron Sandstrom outlines the need for an action plan to be developed. Prescriptive easements and use of prescriptive easements are discussed. Discussion on development of a policy or procedure that could be consistently applied in these situations so as to create a standard mode of operation going forward is held. Mike Smith makes a motion to request a copy of a certified plot plan from the owners of 9 Eidelweiss Drive. Ron Sandstrom seconds the motion. Discussion ensues on the need for legal guidance and a determination of procedure prior to requesting a plot plan. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Mark Graffam against the request until legal guidance is obtained.

A request for a day off has been received from Chris Weismann. The request is approved and signed.

15. Public Comments

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

Respectfully submitted,

Nancy E. Cole Administrator
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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 15, 2013

The Board of Commissioners met at 10 am on Tuesday, October 15, 2013. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Tom Mason of Lakes Region Water. Following the first appearance were Ray Seeley and Jeremy of Integrated Water Systems.

[expand title="Search Text"] 10 am Ron Sandstrom calls the meeting to order and makes a motion to enter Non- Public Session pursuant to RSA 91-A:3, II (d) property matters. Mike Smith seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.

The Board of Commissioners met at 2:30 pm on Tuesday, October 15, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (highway). The meeting was taped by Tim Hughes.

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. Mark Graffam seconds the motion and the motion passed 3-0.

2. Accounts Payable
3. Minutes
4. Highway Department Report

Recent work is outlined and discussed. The drainage pipe at Reinach has been backfilled. The docks have been removed. Buoys were used to mark the chains. The roof extension over the door at DPW II has been completed. Tree trimming has continued over roadways. The culvert at Thusis has been cleaned for the second time recently. Pictures of the hose rail are reviewed. The purchase was previously authorized and the rail will be ordered. Tires for the winter are discussed including the pros and cons of studding the tires. A second set of rims for each truck to facilitate usage of summer and winter tires is discussed. Mark Graffam makes a motion to obtain a quote for a second set of rims for the trucks. Ron Sandstrom seconds the motion and the motion passed 3-0. Tree trimming over and along roads will continue this week. The S-turn on the upper section of Oak Ridge Road has rocks on the pavement that will be cleaned. The solution for this recurring issue is replacing the pavement at the top of Oak Ridge. The corner of Grachen and Eidelweiss Drive is discussed. The loam recently placed shows the path of the water around the corner. The slight swale that had been along Eidelweiss Drive has been loamed and seeded to the pavement’s edge. Drainage is discussed. The road assessment will be reviewed with the DPW Thursday morning and then distributed. The International Terra-Star is available to be brought to the VDOE for viewing next week. Mike Smith makes a motion to have the Terra-Star brought for viewing. Ron Sandstrom seconds the motion. Discussion on this being a new model and therefore and then distributed. The International Terra-Star is available to be brought to the VDOE for viewing next week. Mike Smith makes a motion to have the Terra-Star brought for viewing. Ron Sandstrom seconds the motion. Mark Graffam discusses this being a new model and therefore not yet tested in the field and cautions that the VDOE should not be a testing ground for an untried truck. Motion is called to a vote and the motion passed 2-1 with Mark Graffam voting against an unproven vehicle. The grader is discussed. Mark Graffam makes a motion to ask Volvo to supply a lease proposal with the first payment at or below $25,000. Ron Sandstrom seconds the motion. Discussion on the Warrant Article wording and known need to place the remaining years of the proposal on the 2014 Warrant is held. Motion is called to a vote and the motion failed 0-3. Discussion on recommendations for 2014 Warrant Articles and review of all Ordinances is held. Mark Graffam discusses that there was equipment left by a contractor on Jungfrau Road overnight. Boulders and rocks have been placed into the ditch line. The area will be checked.
Contacting the office for permission to use the Huttwil parking lot for non-overflow parking of personal cars and enforcement of Ordinances is discussed. The Oak Ridge Road Phase 1 construction is scheduled to begin this week. The fire extinguishers were brought for inspection but the shop was not open and the person did not show up when the number on the door was called. Additional options are being looked into. Discussion turns to employees being volunteer fire fighters with the Madison Fire Department. Chris Weismann states that he does not intend to leave during working hours for a call. Discussion on adopting a policy for VDOE employees who volunteer on a Fire Department is held. Discussion on impounding of improperly stored watercraft is held.

5. Road and Driveway Review 6. Water System Planning

The new licensed Water Operators for the District is Integrated Water Services from Moultonborough. Ray Seeley is the owner of the company and primary contact. The contract will be developed and reviewed for signing. Mark Graffam makes a motion to retract the vote to apply for a grant of $25,000 for as built drawings. Ron Sandstrom seconds the motion. Discussion is held on available grants from the State of NH Department of Environmental Services (DES). Maps are one part of asset management and a separate grant is available for this purpose. Motion is called to a vote and the motion passed 2-1 with Mike Smith voting against. Mark Graffam makes a motion to apply for a $1,500 grant for as built drawings with the matching $1,500 to be allocated from the Water Line Extension Fund. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to apply for the Asset Management Grant in a dollar amount to be determined. Ron Sandstrom seconds the motion. Discussion on ability to include hardware and software in the grant allocations is held. Motion is called to a vote and the motion passed 3-0. Links to the NH DES web page with the grant information on it will be sent to the Board. The report from the water monitor and chemical room consultant for the water system is reviewed and discussed. Safety extensions for the ladders at the vault and Oak Station are discussed. Ron Sandstrom makes a motion to share the information with the new Water Operators for input. Mike Smith seconds the motion and the motion passed 3-0. Discussion on requesting input from Integrated Water Systems on the chemical injection system and notification to NH DES on the status of the pumps. Regulations and compliance are discussed. Roles and responsibilities going forward will be altered to shift responsibility to appropriate persons. The electrical updates proposed by Northeast System Controls to clean up the connections to the chemical injection room are discussed. Ron Sandstrom makes a motion to have Integrated Water Systems review all information on the water system including the electrical, check valves, calibration columns and other recommendations for input on the plans. Mike Smith seconds the motion and the motion passed 3-0. Mark Graffam questions use of contractors for excavation and the billing of that work. Mike Smith outlines that all work will be billed directly to the VDOE for now and details will be worked out as necessary. The letter to be drafted to the Bank of NH regarding the wording on the existing Jungfrau to Reinach Forced Main loan documents is to be drafted as outlined by Attorney Dan Crean. Ron Sandstrom makes a motion to send the information from Paul Fluet relating to the Huttwil water main to Attorney Dan Crean for review. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve $2,800 for the engineering and design of the 400 foot water line extension on Huttwil Drive. Ron Sandstrom seconds the motion. Discussion on input from the Attorney occurring prior to the award of the engineering proposal is held. Motion is called to a vote and the motion passed 3-0.

7. Scheduled Appearances 8. Warrant Articles
9. Commissioners Reports 10. Signature Items

A draft for a policy for Unassigned Fund Balance retention is presented for review. The policy outlines that the target balance for the Unassigned Fund Balance is 33% of the previous year’s General Government/Highway Operations Budget. Ron Sandstrom makes a motion to adopt and sign the policy. Mark Graffam seconds the motion and the motion passed 3- 0.

11. Correspondence

The Property-Liability Trust has sent notification that the claim for the lightning strike damages has been approved and the first payment has been received.

The Property-Liability Trust will be holding Public Hearings for the establishment of the 2014 rates.

NH Department of Homeland Security has sent notification that the claim for the February snow disaster is going to be paid out. Additional notice showing the amount of the award should be received shortly.

NH Retirement System has issued a bulletin relating to employment of retirees and the reporting requirements on a retirees work hours.

The beach cleaners, Larry Leonard and Amy Thompson have submitted a report for the end of the year. All sand was spread as permitted on each beach. Ron Sandstrom compliments the work of the beach cleaners and the report.

12. Administration

The payroll report is presented. Report and time cards are reviewed. Ron Sandstrom makes a motion to approve payroll at $6,008.57. Mike Smith seconds the motion and the motion passed 3-0.

13. Old Business

Discussion is held on the proposed Ordinance Updates. The proposed updates to the Driveway Ordinance are discussed. The current requirement for a driveway to intersect the road at a negative grade is discussed. Crowning of driveways and possible enforcement of maintenance to the driveway grade are discussed. Mark Graffam suggests that the engineers be contacted for input on the proposed changes and any potential repercussions to road drainage resulting from the proposed update. Discussion continues on road drainage, the need for engineered designs, Ordinances, and the RSA’s that outline procedures for drainage. Mark Graffam makes a motion to establish an appointment with engineer Nick Sceggell for review of the proposed updates to the Driveway Ordinance. Ron Sandstrom seconds the motion and the motion passed 3-0.

14. Other Business

Increased use of the ability of the SCADA system to send emails instead of phone dialing will result in a cost savings due to the reduction of calls that will be answered and followed up on by the answering service.

15. Public Comments

Motions and votes of 10 am Non-Public Session:

Mike Smith makes a motion to hire Integrated Water Systems as the new licensed Water Operator. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to allow up to $500 for time spent by Iron Mountain Water Systems on the transition to the new operators. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 12:15 pm Mike Smith makes to exit Non-Public Session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.

At 5:05 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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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 8, 2013

The Board of Commissioners met on Tuesday, October 8, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (highway). The meeting was taped by Tim Hughes.

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

1. Agenda

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

2. Accounts Payable

14 checks for $5,124.17 are presented. Checks and invoices are reviewed. Ron Sandstrom makes a motion to approve 14 checks for $5,124.17. Mark Graffam seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 10/1 are reviewed. Mark Graffam makes a motion to amend his Commissioners report on page 2 to include the name of the homeowner and address discussed and to approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department Report

Chris Weismann reports on recent activity. The corner of Grachen and Eidelweiss Dr has been restored to the survey pins. Tree limbs have been cut back along and over travel lanes. A quote for studding the winter truck tires has been received. Upper Oak Ridge has been worked on to fill pot holes. Gravel has been added to Klausen; one ton was used. The road assessment will be reviewed next week. The Top Kick will be scheduled for the front end repairs. Culverts are discussed, along with a plan for review of all culverts. Some were identified with the road assessment. The Volvo grader is discussed. Fred Gurley reports that the machine had good power and ability to cut into the roads. The information on the proposed lease arrangement will be redistributed for review. Fred Gurley and Chris Weismann are asked to submit information regarding any work or equipment that would need an article on the 2014 Warrant. Oak Ridge Road Phase 1 Construction is scheduled to begin October 15. Three week duration is anticipated for the construction. The road will be closed during active construction hours. Safety issues are discussed. Mike Smith makes a motion to have all fire extinguishers brought to the Lock Shop for certification. Ron Sandstrom seconds the motion and the motion passed 3-0. A quote for fire extinguishers for the pump houses will be requested. Mike Smith makes a motion to approve building of a rail for the air hose up to $150. Ron Sandstrom seconds the motion and the motion passed 3-0. Bolts are to be added to the storage cages to secure them.

5. Road and Driveway Review 6. Water System Planning

Meetings have been scheduled for next Tuesday with two potential water operators at 9 am and 10:30 am. The flow meter for the chemical injection system is scheduled to be installed tomorrow. An update to the electric system for the chemical injection controls has been recommended by Jason Roache and quoted at $3,600. Mark Graffam discusses the need to keep the momentary relay used to set the rates for the injection flows active. Mark Graffam makes a motion to send the information on how the chemical injection system is currently running to Engineer, Paul Fluet. Ron Sandstrom seconds the motion. Discussion ensues on the chemical operations and flow settings. Documentation on the settings of the pumps and how the pumps are activated is important. Motion is called to a vote and the motion passed 3-0. Jason Roache will be followed up with on documentation on what changes with the flow meter install. The monthly updated requested from the water monitor is discussed. The role of the water monitor as recording meter numbers is outlined. Ron Sandstrom makes a motion to have the water operator scheduled to meet with the Board of Commissioners once a month. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to meet with the water operator and water monitor the second meeting of each month. Mike Smith seconds the motion and the motion passed 3-0. The status of the water billing is discussed. There are 33 accounts with balances due. The pump received for the Chocorua Pump house was not the correct model; it is being returned and the proper pump is being ordered. An update to the cost of the new booster pump has been received. Mark Graffam makes a motion to approve an additional $600 for the purchase of the replacement booster pump for the Chocorua station. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on the replacing of the water service line for the house at 15 Jungfrau is held. The driveway has been broken up to facilitate placement of the water line. Mark Graffam makes a motion to contact the homeowner to install a channel drain for the non-compliant driveway that has caused damage to both the road and the neighbor’s driveway. Ron Sandstrom seconds the motion. Discussion on the need for quick contact as the area is under construction currently. Motion is called to a vote and the motion passed 3-0. No response has been received from the State on the loan documentation review.

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

Ron Sandstrom discusses the review of 37 Oak Ridge Road. A discussion should be held with the homeowner to the potential repercussions of rebuilding the berm. Requesting a price from the Engineer on designing drainage at 37 and 23 Oak Ridge is suggested. Mark Graffam discusses the need to review the entire road; not two properties individually as every alteration can affect the entire road.

10. Signature Items 11. Correspondence

The results of the latest pond testing have been received. The volunteers who take the samples are discussed. Ron Sandstrom makes a motion to recognize the volunteers at the Annual Meeting. Mark Graffam seconds the motion and the motion passed 3-0.

12. Administration

The tower payment has been received.
The monthly water usage report has been distributed.

The notice for the Public Hearing for the Conway Daily Sun has been drafted. Mark Graffam makes a motion to publicize the Public Hearing in the Conway Daily Sun on Wednesday. Ron Sandstrom seconds the motion and the motion passed 3-0. The content is reviewed for the ad; Storm Water Management will be added.

13. Old Business

Proposed Ordinance updates will be discussed next week.

14. Other Business

Purchase of a Ford 550 is discussed. Ron Sandstrom discusses the sander capacity of the International versus a 550 sander. A 2014 Warrant Article for replacement of the Top Kick is discussed as an option. Mike Smith makes a motion to rescind the vote to purchase a Ford 550 in 2013. Ron Sandstrom seconds the motion and the motion passed 3-0. The road grader is discussed. A draft for a Request for Proposal for Phase II of the Oak Ridge Road project will be prepared for review the end of October. Mark Graffam makes a motion to ask mechanic Mike Parsons, Mobile Mike, for an estimate of cost to evaluate the backhoe, report on anticipated repairs, and estimate the remaining life expectancy. Ron Sandstrom seconds the motion and the motion passed 3-0.

A driveway exception has been requested for a proposed driveway to be located at 11 Jungfrau. The information will be distributed for review.

Mark Graffam makes a motion to review the lot for the entrance garden for storage of snow away from the intersection and the garden. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

At 4:35 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

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 1, 2013

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

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

1. Agenda

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

2. Accounts Payable

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

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

3. Minutes

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

4. Highway Department Report

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

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

5. Road and Driveway Review 6. Water System Planning

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

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

7. Scheduled Appearances

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

8. Warrant Articles
9. Commissioners Reports

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

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

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

10. Signature Items 11. Correspondence

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

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

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

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

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

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

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

13. Old Business 14. Other Business

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

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

15. Public Comments

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

Motions and votes of Non-Public session:

At 5:25 pm Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, Mark Graffam yea, and the motion passed 3-0.

Respectfully submitted,

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Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING September 24, 2013

The Board of Commissioners met on Tuesday, September 24, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (Highway). The meeting was taped by Tim Hughes.

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

1. Agenda

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

2. Accounts Payable

10 checks for $3,876.49 are presented. Checks and invoices are reviewed and discussed. Check #1652 has an incorrect amount secondary to a typographical error. This check will be voided and re-issued with the next manifest. Mike Smith makes a motion to approve 9 checks for $2,862.84. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 9/17 are reviewed. Mike Smith corrects the quote to be requested for office cleaning to “annual” from “quarterly”. Ron Sandstrom makes a motion to accept the minutes as amended. Mike Smith seconds the motion and the motion passed 2-0-1 with Mark Graffam abstaining.

4. Highway Department Report

Fred Gurley reports that the ditch line to the culvert on Lugano has been cleared. The culvert near 8 East Bergamo has been cleared. Ditch dams were added to the inlet side to try to reduce the amount of debris getting into the culvert. The ditch created at the intersection of Bern and Sarnen has been extended to the culverts crossing Bern Dr. The culvert at 68 Eidelweiss Dr has been flushed and all debris removed. The ditch on St Moritz has been cleaned. The chain at Eidelweiss Beach has been repaired. The chain had come loose from the support beam. An estimate to repair Jungfrau in the vicinity of 14 – 16; raising 250 feet of road and crowning the area has been completed. This project would cost $3,500, including man hours and rental of a compacting roller. The project would take two days to complete. A request for a pre-purchase of salt is made. The plows will need to be worked on prior to snow. The Top Kick front end work that is needed will be estimated. Tires are also needed for the Top Kick, F-550 and one for the backhoe. DPW II should have the roof extended over the door to reduce the potential of snow hitting a person. This could be done by in house. All trucks are being checked for maintenance or repair items that will need to be completed prior to winter. Next section of the road assessment project will occur on Friday. The snow plow manual will be updated to include actual routes used. The demo grader from Volvo is anticipated for later this week. Ron Sandstrom has created an equipment list for planning and identification of future needs. Estimated dates for replacing equipment are being worked on.

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Discussion on the purchase of a new 550 this year is held. The quotes received earlier this year will be reviewed. A Safety meeting will be scheduled.

5. Road and Driveway Review

Phase 1 of the Oak Ridge Road plan is discussed. Questions and concerns raised at the hearing have been responded to by Engineer Paul Fluet. Ron Sandstrom makes a motion to move forward with Phase 1 of the Oak Ridge Road Plan; send a response to the abutters and participants of the hearing; and schedule a walkthrough of the project with the Contractor. Mike Smith seconds the motion. Discussion on the suggestion of adding a vortex chamber is held. Per the Engineer; this would be cost prohibitive. Motion is called to a vote and the motion passed 2-1. The proposed response to the abutters and participants of the hearing is reviewed and discussed. The response will be updated to include that construction will begin October 15, 2013. Ron Sandstrom makes a motion to send the response, as amended, to the abutters and participants of the hearing. Mike Smith seconds the motion and the motion passed 3-0.

6. Water System Planning

Scott Hayes has requested that approval be given to have electrician Brian Bailey be present for the start up of the new booster pump for the Chocorua Station at a cost of approximately $110.00. Mike Smith makes a motion to approve the request. Ron Sandstrom seconds the motion and the motion passed 3-0.

Other work that had previously been approved will be followed up on for the cost estimates. This includes replacing a curb stop valve on Lucerne and repair of a valve on Appenvel Way.

Meetings with potential water operators will be established.

Follow up with the Department of Revenue on the review of the loan documents for the Jungfrau pump skid has been responded to. Director Stephen Hamilton is in possession of the documents at this time.

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

Mike Smith makes a motion to apply for the recently announced grant through the NH Department of Environmental Services for as built drawings. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom discusses establishment of the tax rate and the unassigned fund balance. Discussion on fluctuations created in the target unassigned fund balance because of fluctuations in the Warrant amount each year. Mark Graffam outlines that the target unassigned fund balance was voted to be based on the General Operations/Highway Budget so as to avoid major fluctuations. This method would create a target unassigned fund balance for calendar year 2013 to be $125,000. Discussion on stability of the tax rate for the District is held. Ron Sandstrom makes a motion to not offset the 2013 tax rate with additional

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funds from the Unassigned Fund Balance. Mark Graffam seconds the motion and the motion passed 3-0.

10. Signature Items

Ron Sandstrom makes a motion to sign the MS-34 as prepared. Mark Graffam seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to sign the MS-35 as prepared. Mark Graffam seconds the motion and the motion passed 3-0.

11. Correspondence

The NH Retirement System has sent notice of the return received through June 30, 2013. The NH Water Works Association has sent notice of their Annual Meeting.
The NH Municipal Association has sent the monthly NewsLink.
12. Administration

The August Daily Water Usage report is reviewed.

A budget review is planned for next week. Updated information will be sent.

13. Old Business 14. Other Business

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

15. Public Comments

At 3:50 pm Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters and (c) matter of reputation. Mike Smith seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, Mark Graffam yea, and the motion passed 3-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to pay Iron Mountain Water the $792 withheld from a prior invoice. Ron Sandstrom seconds the motion and the motion passed 2-1.

At 4:05 pm Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, Mark Graffam yea, and the motion passed 3-0.

Respectfully submitted, Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING September 17, 2013

The Board of Commissioners met on Tuesday, September 17, 2013. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Gloria Aspinall (resident). The meeting was taped by Tim Hughes.

[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 3. Minutes

The minutes of 9/10 are reviewed. Mike Smith amends the minutes to include the statement that there is no benefit to the District in pursuing water operator classes and to approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of 9/14 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Highway Department Report

The work completed last week is reviewed. Work remaining to be completed includes the culvert at Thusis Beach and to repair the broken edge of the culvert across from 68 Eidelweiss Drive. The ditch along Lugano has been reported to be blocked and is to be checked. The culvert on East Bergamo is to be cleaned. A Volvo grader has been scheduled to be in the District next week. The Attorney will be checked with for potential issues arising from this demonstration. Ron Sandstrom makes a motion to approve the demonstration of the Volvo grader provided there are no liability or legal objections. Mike Smith seconds the motion and the motion passed 2-0. A change order for correction of the footage to complete the chip sealing of Appenvel Way has been received. Mike Smith makes a motion to approve the change order for an additional $1,221. Ron Sandstrom seconds the motion and the motion passed 2-0. Phase 1 of Oak Ridge Road and the hearing from Sept 14 are discussed. Gloria Aspinall outlines the meeting and presents the minutes. The rip rap is causing some concern for residents. Alternatives were suggested at the hearing. Ron Sandstrom summarizes the concerns as he heard them and presents suggestions for responses to the abutters. The suggested responses are reviewed and discussed. Questions to be sent to the engineer for response are outlined. A review of the design for impact to the property at 34 Eidelweiss Drive is done. There will not be movement towards the property, and the homeowner’s privacy trees will not be affected. Mike Smith makes a motion to send the questions to Engineer Paul Fluet with a request for response within 2 weeks. Ron

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Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have a letter drafted in response to concerns to be sent to the abutters and attendees ready for the October 1 meeting. Ron Sandstrom seconds the motion and the motion passed 2-0. Stewart Heath of R. L. Heath & Sons will be thanked for his patience during this hearing process and informed that the project will not be scheduled until after October 1. The new homeowner of 9 Eidelweiss Drive has sent notice of intent to have survey markers added to the corner of Eidelweiss Drive and Grachen and has requested that the corner be squared off. Throughout years of plowing, grading, and road maintenance, the property owner believes that the survey markers will show that the roadway has been rounded off in a manner detrimental to his property. The homeowner will notify the office upon placement of the pins and the DPW workers will be asked to review the area.

5. Road and Driveway Review 6. Water System Planning

Mike Smith makes a motion to ask Scott Hayes of Iron Mountain Water to schedule the installation of the new booster pump for the Chocorua Station. Ron Sandstrom seconds the motion and the motion passed 2-0. Scott Hayes of Iron Mountain Water will also be asked if he will schedule the previously approved installation of the gate valve box on Appenvel Way and the curb stop valve on Lucerne Dr. Confirmation that Scott Hayes has received the new booster pump for the Chocorua Station has been received. Ron Sandstrom makes a motion to approve the check held last week for R. E. Prescott in the amount of $2,338 for the pump. Mike Smith seconds the motion and the motion passed 2-0.

The chemical injection pumps are back on line. The flow meter has not been installed as an incorrect attachment was shipped. Jason Roach of Northeast System Controls is working with the vendor to obtain the correct parts. Charges for NSC transportation will be checked for additional billing when the correct parts are installed.

The new curb stop valve for 6 Huttwil Drive will be installed Thursday. This hook up was approved last spring. Water valve information that was on disk has been transferred to email format and will be distributed. The status of the initial contact information so as to obtain a new water operator is discussed. Iron Mountain Water will be asked to grant a one month extension prior to their resignation. The supervisor at the Department of Revenue will be contacted for an update on the status of the loan document review for the Jungfrau pump replacement.

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

Ron Sandstrom makes a motion that all changes to the website be handled in the office so that a single copy exists. Mike Smith seconds the motion and the motion passed 2- 0. Ron Sandstrom makes a motion to have the Water Monitor report on the status and findings to the Board of Commissioners in writing and in person on a monthly basis with the in person report being payable at the station visit rate. Mike Smith seconds the motion and the motion passed 2-0.

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10. Signature Items

The letter to the homeowner of 23 Oak Ridge Road has been amended as discussed last week. The letter is signed.

11. Correspondence

The deed for 6 St Moritz has been received from the Registry of Deeds.

NH Department of Environmental Services (DES) has forwarded the results of the Volunteer Lake Assessment testing of the Pea Porridge Ponds.

PSNH has notified the office that they will have a crew removing a large tree recently struck by lightning from Little Loop Rd.

NH DES is accepting applications for grants for small water system asset management planning.

The Property-Liability Trust has sent notice refuted a story in the paper recently.

Rockhouse Mountain has sent abutter notification to a project to set a new well for the Association.

12. Administration

The payroll report is presented. Report and time cards are reviewed. Mike Smith makes a motion to approve payroll at $6,359.92. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Department of Revenue MS-34 and MS-35 are reviewed and discussed. The MS-34 allows the Commissioners the option of using Unassigned Fund balance to offset the tax rate. Mike Smith makes a motion to have the office produce the estimated tax rates using $10,000 increments of Unassigned Fund balance to offset the rate. Ron Sandstrom seconds the motion and the motion passed 2-0.

13. Old Business

The ad for part time snow plow positions was in the Conway Daily Sun Saturday.

14. Other Business

The application for a variance for 23 Diessbach Drive has been picked up from the Town of Madison. The application will be sent to Attorney Dan Crean for review.

The office is need of having the floor cleaned. Mike Smith makes a motion to approve up to $150 for office cleaning. Ron Sandstrom seconds the motion and the motion passed 2- 0. A quote for office cleaning on an annual basis will be obtained.

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Mike Smith makes a motion to obtain the speed trailer from Madison Police for use on Columbus Day weekend. Ron Sandstrom seconds the motion and the motion passed 2- 0.

15. Public Comments

Gloria Aspinall thanks the DPW for the cleaning of the culvert at her property that had filled with road materials; the EPOA for the maintenance of the gardens; and Commissioner Mark Graffam for stepping up to the plate and helping out when it was most needed.

At 3:55 pm Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters. Ron Sandstrom seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to send letters for part time employment to returning employees Kelly Robitaille; Paul Costello; and Jon Eldridge and a part time offer letter for new part time employee Kevin Thomas. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to extend part time employee Jon Eldridge through September 27, 2013. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 4:07 pm Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING September 10, 2013

The Board of Commissioners met on Tuesday, September 10, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance were Fred Gurley and Chris Weismann (highway), and Dan Pilmer (prospective lot owner). The meeting was taped by Tim Hughes.

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

1. Agenda

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

2. Accounts Payable

10 checks for a total of $5,226.35 are presented. Checks and invoices are reviewed and discussed. Mike Smith makes a motion to have the office check on the location of the new pump for the Chocorua Station, hold the check for R. E. Prescott, and approve 9 checks for $2,888.35. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 9/3 are reviewed. Mark Graffam makes a motion to add that Ron Sandstrom remembers the motion made by Mike Smith differently than what is recorded and to correct the motion to include to both the cover email and correspondence from Attorney Crean to the minutes of 8/20 and approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department Report

Chris Weismann reports that the chip sealing was not completed yesterday as the crew ran short of materials. Eidelweiss Drive will need to be swept in a few weeks; All States Paving will return to do the sweeping. The All-States crew stated they will return to complete Appenvel Way. Mark Graffam makes a motion to measure the completed portion and remaining portion of Appenvel Way and to have all of the paved section of Appenvel Way completed with the chip sealing. Ron Sandstrom seconds the motion and the motion passed 3-0. All-States Paving will be sent the measurements and notified of the intent to chip seal the entire paved portion of Appenvel Way. The culvert at the intersection of Bern and Sarnen has been cleaned. Ditches on both roads have been worked. The culvert that was not working near 22 Middle Shore Dr has been buried. The working culvert also in that area has been cleared and stone added to the inlet. Repairs were completed at 14 Jungfrau. The culvert at 68 Eidelweiss Dr has been worked on and is about half way cleared. This will be worked on this week. The structure of the culvert will be assessed as it is cleaned. Eidelweiss Dr will be graded. Little Loop has been worked on where it washed out. West Bergamo, Blinden, Old Town, and Schwyze have had washouts worked on. An assessment of the drainage on Oak Ridge Rd at #23 will be done for review by the Board. The planned road

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assessment of the entire District will be started this week. Ron Sandstrom suggests use of the snow plow routes as order of assessment. The primary objective of the road assessment is to identify those areas with most potential for damage and cost to repair. The list of culverts is to be reviewed and updated. The quotes and specifications for the new 550 are to be reviewed with Fred Gurley and Chris Weisman. Chris Weisman suggests some optional plow styles that he would consider. Plow styles, especially hinged V-plows, can be easily damaged by rocks in the dirt roads. Ron Sandstrom makes a motion to place an ad for 3 part time snow plow operators. Mark Graffam seconds the motion and the motion passed 3-0. A budget review of the remaining highway budget will be done with the crew next week. Potholes and remaining washouts will be worked on this week. Fred Gurley will be grading roads. Mike Smith makes a motion that the graffiti on the pedestrian sign on Big Loop Rd be cleaned. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Road and Driveway Review 6. Water System Planning

Mark Graffam makes a motion to send Nancy Cole to Water Operator Classes. Ron Sandstrom seconds the motion. Discussion ensues over having an employee handle the water system or contracting the service out. Additional discussion over Nancy Cole attending classes at this time is held. It is not deemed beneficial to the VDOE to pursue this now. Motion is called to a vote and the motion failed 0-3. The DRA has not yet commented on the loan documents. Mark Graffam makes a motion to send the existing Jungfrau to Reinach Forced Main Water Project loan documents to Attorney Dan Crean for review. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining.

7. Scheduled Appearances

Prospective property owner Dan Pilmer requests a variance from the Water Ordinance that would allow the engineering review of a lot for hook up to the water system be done prior to receipt of an Application for Water Hook-Up. As Mr. Pilmer is not the property owner, he is not eligible to sign the Application.

8. Warrant Articles
9. Commissioners Reports

Mike Smith asks if Chris Weismann has been given the second DPW phone and is informed that Mr. Weismann has the phone. The claim for the lightning strike has been placed and assigned to an adjuster. Mike Smith makes a motion to provide lunch at the Public Hearing scheduled for Oct 26. Ron Sandstrom seconds the motion. Discussion on planned updates to be held prior to determining projected length of the meeting is held. Mike Smith tables the motion for additional information.

Mark Graffam distributes for the public record and discusses a September 2001 letter outlining the direction of water flow between houses on Oak Ridge Rd. Mark Graffam makes a motion to attach the letter to the minutes of this meeting. Ron Sandstrom seconds the motion. Discussion ensues on the need for proper assessment of the priorities for road projects. Motion is called to a vote and the motion failed 1-2.

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10. Signature Items

Drafted response to the letter from the owner of 23 Oak Ridge Rd is presented for review.

Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion. Discussion ensues. Mark Graffam amends the first statement be “received and read” your letter. Ron Sandstrom seconds the amendment. Motion is called to a vote and the letter, as amended will be signed and sent by a vote of 3-0.

Drafted response to the owners of 17 Oak Ridge Rd is reviewed. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A purchase order for shirts and sweatshirts for new employee Chris Weismann is presented for review. Mike Smith makes a motion to authorize up to $250 for the purchase and silk screening of the clothes items. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

New Hampshire Retirement System is holding an educational seminar for employers at Madison Town Hall on September 24th. Nancy Cole has signed up to attend. The seminar is free of charge to member employers.

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

The Property-Liability Trust has sent a rebate based on the requirements of the agreement with the Secretary of State’s Office.

Health Trust has sent a rebate based on enrollment in January 2010 based on the requirements of the agreement with the Secretary of State’s Office.

12. Administration 13. Old Business

Correspondence has been received regarding a lot on Diessbach and a culvert that is on the lot. Mark Graffam outlines a long standing prescriptive easement as there is no record of this culvert being placed within the last 10 years. Mark Graffam makes a motion to send Attorney Crean a description of the culvert and the history of the lot with NH DES. Ron Sandstrom seconds the motion and the motion passed 3-0.

14. Other Business

Mark Graffam discusses existing photos and the email timeline of work at 23 Oak Ridge Rd and will prepare a presentation for the Board.

A quote is reviewed for replacing a broken window on the backhoe and new hinges for the other window. Mike Smith makes a motion to approve the purchase of the parts for the backhoe. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark

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Graffam makes a motion to obtain a report on how the damage occurred to the backhoe. Ron Sandstrom seconds the motion and the motion passed 3-0.

The grader quotes are discussed. Discussion on need to factor cost of all equipment for future impact is held.

Ron Sandstrom discusses a target of October 1 for beginning to review proposed Ordinance changes.

A report has been received on the status of spreading the beach sand. The culvert on Thusis Beach is blocked and needs to be cleared. Mike Smith makes a motion to have the DPW clear the culvert. Ron Sandstrom seconds the motion and the motion passed 3-0.

An hourly rate has been received for completion of a title search for easements on the VDOE roadways. Mark Graffam makes a motion to have Alpine Title perform the search for not more than $750. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

At 4:45 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters, and (c) matters of reputation. Ron Sandstrom seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mark Graffam yea, Mike Smith yea, and the motion passed 3-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to have the VDOE pay the $26.88 due to the NH Retirement System for the benefit of William McAdams. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to advertise for a Water System Resource Database Operator. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING September 3, 2013

The Board of Commissioners met on Tuesday, September 3, 2013. In attendance were Commissioners Ron Sandstrom, Mark Graffam and Mike Smith. Also in attendance was Chris Weismann (highway). The meeting was taped by Tim Hughes.

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. Mark Graffam seconds the motion and the motion passed 3-0.

2. Accounts Payable

21 checks for $16,548.07 are presented. Checks and invoices are reviewed and discussed.

Ron Sandstrom makes a motion to approve 21 checks for $16,548.07. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 8/13 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 8/20 are reviewed. Ron Sandstrom makes a motion to accept the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

The minutes of 8/23 are reviewed. Ron Sandstrom discusses a motion made by Mike Smith for Attorney communications to go through the Chairman of the Board. Ron Sandstrom remembers the motion made by Mike Smith differently than what is recorded. Mike Smith states the motion is correct as written; communications are to go through the Chair. Ron Sandstrom makes a motion to reconsider the motion of 8/23 and amend such to state that all contact with the Attorney be approved by a quorum of the Board of Commissioners. Mark Graffam seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to strike the original motion from the minutes of 8/23 and approve the minutes as amended. Mark Graffam seconds the motion and the motion passed 2-1.

4. Highway Department Report

Chris Weismann is introduced as the new Co-Foreman for the DPW. The chip sealing is now scheduled for tomorrow afternoon, weather permitting. The school bus drivers will be notified if Eidelweiss Dr. is closed. A road check was done today. Four inches of rain has fallen since Saturday. Little Loop, West Bergamo, Old Town and Schwyze had noted washouts that are being worked on. Bern and Huttwil have been raked. The homeowners of 30 & 32 Middle Shore had been contacted prior to the work being completed. Both homeowners have received letters outlining the work completed and needed work on the driveways. A road

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assessment of all roads will be done with Chris Weismann, Fred Gurley and Nancy Cole. Priorities will be established, estimates for correcting known problem areas will be done. A letter from the homeowner of 23 Oak Ridge Rd is read. Drainage and the protection of the roads are discussed. History of special favors for residents is outlined. Work is to be prioritized based on protecting the roads and therefore protecting tax payer assets. Mark Graffam makes a motion to obtain two quotes for title searches for easements on any VDOE deeded roadway. Ron Sandstrom seconds the motion. Discussion on the ability to perform road maintenance within the existing drainage system as needed is held. Communication prior to some projects will be needed or, may be chosen to be sent. Motion is called to a vote and the motion passed 3-0. Mark Graffam makes a motion that the cover e-mail and correspondence from the Attorney be published as part of the minutes of Aug 20. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to have the office contact engineer Paul Fluet’s office in regards to the manner of the survey of the lower portion of Oak Ridge Road, specifically, if any pins were located. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to send a response to the homeowner of 23 Oak Ridge Rd stating that the area will be assessed for placement on the list of priorities and the Board will advise of any action to be taken. Mark Graffam seconds the motion and the motion passed 3-0. The specs for the F-550 are to be reviewed. Discussion on inviting Bob Hackett to attend a meeting to discuss outfitting of the new truck is held. Mike Smith makes a motion to invite Bob Hackett to attend the September 17th meeting. Ron Sandstrom seconds the motion and the motion passed 3- 0. Ron Sandstrom makes a motion to review draft ads for three snow plow operators next week. Mike Smith seconds the motion and the motion passed 3-0. The Public Hearing on the first phase of the reconstruction of lower Oak Ridge Rd will be held on September 14th at the Lodge at 10 am. Certified letters have been sent to all abutters of the project. Mike Smith makes a motion to ask Gloria Aspinall if she could take the minutes of the Public Hearing. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Road and Driveway Review 6. Water System Planning

Water System Operators Iron Mountain has sent a letter stating 30 day notice of their resignation from service. Draft notice of request for proposals is reviewed and amended. Mark Graffam makes a motion to contact Granite State Rural Water Service to check on available options. Ron Sandstrom seconds the motion. Discussion on the services available and the need to compile information on options is held. Motion is called to a vote and the motion passed 3-0. The NH Dept of Revenue has not yet responded to the request for review of the loan documents from Bank of NH. An additional follow up will be sent. Discussion on the funding of Warrant Articles is held.

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

Ron Sandstrom states that the drainage added to the driveway at 59 Oak Ridge Rd is working well. Jungfrau Rd near #14 was reviewed during the storm. The area is washed out; access to the driveway would be difficult. This area will be assessed during the upcoming road review. A temporary repair will be made in the area this week.

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Mike Smith questions as built drawings for the water system. Discussion is held on accrued information and the need to start placing this information on maps. Discussion on accrued water fee collections to date; the amount is $127, 000. The culverts under the road on Middle Shore near #23 will be looked at. Photos will be taken and distributed.

Mark Graffam reports that the Eidelweiss Property Owners Association (EPOA) has offered $250 towards the removal of trees around the Lodge and scenic overlook. Mark Graffam makes a motion to contact Joe Sargent for an estimate of cost to spend one day cutting trees to open the scenic overlook. Ron Sandstrom seconds the motion and the motion failed 1-2. Ron Sandstrom makes a motion to obtain an estimate of the cost to spend one day cutting trees to open the scenic overlook and obtain a second estimate that includes removal of the felled trees. Mike Smith seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to have the DPW estimate the time needed to power wash the walkway to the Lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Signature Items 11. Correspondence

Local Government Center has sent bulletins relating to the corporate restructuring that will separate the entities of the Health Trust, Property-Liability Trust and NH Municipal Association.

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

12. Administration

The payroll report is presented for review. Report and time cards are reviewed and discussed. Following a discussion in Non-Public Session, Mike Smith makes a motion to approve payroll at $4,955.12. Mark Graffam seconds the motion and the motion passed 3-0.

13. Old Business

A response to the owners of 17 Oak Ridge Rd is to be prepared for next week.

14. Other Business

Oak Ridge Road is to be cleared of the rocks that are on the asphalt on the upper section.

Ron Sandstrom requests a budget status review for next week.

Mark Graffam makes a motion to have Nancy Cole contact Sandy Shackford for a price on road sand. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to schedule the 2014 Annual Meeting for Saturday, February 22, 2014. Mike Smith seconds the motion and the motion passed 3-0.

15. Public Comments

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At 4:50 pm Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters, and (c) matters of reputation. Mike Smith seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mark Graffam yea, Mike Smith yea, and the motion passed 3-0.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to have the office contact Granite State Rural Water Association (GSRWA) to have a representative meet with the Board of Commissioners on the services available through the GSRWA. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to have the office contact Rick Skarinka of NH Department of Environmental Services for a list of licensed water operators with no communication relating to Iron Mountain. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to approve use of the amended letter to possible water operators. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to inform Jim Malloy of Madison TV that the Board of Commissioners acknowledge that it was a mistake for the videographer to interject comments outside of the Public Comment section and that this should not occur again. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 5:35 pm Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Mark Graffam seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mark Graffam yea, Mike Smith yea, and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING August 23, 2013

The Board of Commissioners met on Friday, August 23, 2013. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was candidate Chris Weismann and candidate Kevin Thomas.

[expand title="Search Text"] 9:00 am the meeting was called to order by Chairman Ron Sandstrom.

At 9:00 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91- A:3, II (b) the hiring of an employee. Ron Sandstrom seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.

At 10:10 am Mike Smith makes a motion to exit Non-Public Session and reconvene the Public Session. Ron Sandstrom seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.

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

A held check from the 8-13 check manifest is presented. Ron Sandstrom makes a motion to release the check to RCH Paving. Mike Smith seconds the motion and the motion passed 2-0.

Ron Sandstrom makes a motion to sign the request to establish office access to the NH Retirement System. Mike Smith seconds the motion and the motion passed 2-0.

Ron Sandstrom makes a motion to change the time, location, and date of the hearing for the Oak Ridge Rd project to Saturday Sept 14 at 10 am at the Lodge. Mike Smith seconds the motion and the motion passed 2-0.

Ron Sandstrom makes a motion to post the alternate routes for access to the VDOE on the website. Mike Smith seconds the motion and the motion passed 2-0.

Ron Sandstrom makes a motion that regulatory information and approved minutes can be posted on the website with no further action from the Commissioners. Mike Smith seconds the motion and the motion passed 2-0.

Ron Sandstrom makes a motion to approve a purchase order for padlocks. Mike Smith seconds the motion and the motion passed 2-0.

Ron Sandstrom makes a motion that Nancy Cole, Fred Gurley and new hire Chris Weismann completed a road assessment of all VDOE roads. Mike Smith seconds the motion and the motion passed 2-0.

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Mike Smith makes a motion that the culvert on East Bergamo be checked during the road assessment with Chris Weismann. Ron Sandstrom seconds the motion and the motion passed 2-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to hire Chris Weismann. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to offer Chris Weismann $18.90 per hour. Ron Sandstrom seconds the motion and the motion passed 2-0.

Mike Smith makes a motion to have Chris Weismann start Tuesday, September 3, 2013. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 10:50 am 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

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