VILLAGE DISTRICT OF EIDELWEIISS COMMISSIONERS MEETING August 20,2013

The Board of Commissioners met on Tuesday, August 20,2013. ln attendance were Commissioners lVlark Graffam, Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley (highway'), Mrs. Brewer and herfather of 14 Jungfrau, and Gloria Aspinall, resident. The meeting wa{i taped by Tim Hughes.

At 2:00 pm the nreeting was called to order by Chairman Mark Graffam at 14 Jungfrau Rd. At2:34 pm the nreeting reconvened in the office.

1. Agenda

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

2. Accounts Pa'yable 3. Minutes

The minutes of July 31 are reviewed. Mark Graffam makes a motion to accept the minutes as presented. lUlike Smith seconds the motion and the motion passed 3-0.

4. Highway Department Report

Fred Gurley reports that the culvert at32 Middle Shore has been installed. Headers were built for the culvert and 6" rip rap stone was added. Culverts at26 and 28 Middle Shore were cleaned. 6" rip rap stone was also added to the ditch near 2 West Bergamo. The crack sealing has been completed on Eidelweiss Dr. and Appenvel Way. Fred Gurley adds that
RCH did a good job completing the work. Mark Graffam discusses an area near Boulder Beach; Fred Gurley will add a small amount of asphalt to this section prior to the chip sealing being done. Culvert cleaning will be the focus for the remainder of this week. Grison and Grachen area will be graded. Addition of an 18" crown for Jungfrau is discussed. Mike Smith makes a motion that Fred Gurley creates a 6" cut swale at bottom of driveway of 15 Jungfrau Rd and directs the water flow to the existing culvert. Ron Sandstrom seconds the motion and the motion passed 3-0. The new bit ends for the grader have been received and installed. A trench is developing across Little Shore, this will be looked at. Fred Gurley reports that the culvert on East Bergamo has been checked and is clear. Some water does sit in the culvert, but there is nothing inside. Discussion on checking the catch basin at the inlet of the culvert is held. Discussion turns to road priorities. Mark Graffam makes a motion to have all drainag;e issues sent to the office, by letter or in person, for Board of Gommissioner discussion so that priorities can be developed. Ron Sandstrom seconds the motion and the motion passed 3-0. Overweight trucks that have been using Eidelweiss

Dr. to pass throurgh the District have been noted. The company has been requested to stop. Any additional trucks seen are to be reported.

5. Road and Driveway Review

The homeowner of 23 Oak Ridge Rd did not receive the original Driveway Permit for Operation that was mailed last week. A duplicate has been requested.

No response has been received from the letters mailed last Fridav to the owners of 30 and 32 Middle Shore Drive.

6. Water Systenr Planning

The pump & motor for the Chocorua Station have been ordered. An estimate of installation costs will be requested.

The new pH meter has been calibrated and is being used. The pH was tested at all stations and a range fronr 6.0 at the office sink to 7.2 at the Muddy Beach well was found. A report from NH Dept. of Environrnental Services on drinking water pH has been distributed. Orange Juice has a lowe,r pH than 6.0; the pH of vinegar is 2.4. Jason Roache of Northeast System Controls will be followed up with as the status of the order for the new flow meter.

7. Scheduled Appearances

The residents of 14 Jungfrau discussed water flow across and down Jungfrau Rd. Road damage is visible. Water crosses road from driveway at#15 and creates a washout down slope. The area may be ditched to reduce water flow onto road. The road is not crowned in this section. Grervel may be added if time and budget allow. Mike Smith makes a motion to visit 68 Eidelwe,iss Dr. prior to returning to office. Motion fails for lack of a second. Mark Graffam ntakes a motion to recess the meeting for travel to the office. Ron Sandstrom seconds the motion and the motion passed 3-0.

Gloria Aspinall has attended the meeting to discuss the culvert on her property. An increase in road materials into the culvert is creating difficulty in cleaning it. Materials added to Eidelweiss Dr wash down hrer driveway and into the culvert. Ms. Aspinall outlines the history of the culvert, the increase in road debris, and the desire for an agreement that the VDOE should responsible for cleaning the culvert until a solution for the drainage of Eidelweiss Dr in the area is implemented. Mark Graffam discusses the need for storm water management throughout the VDOE. Each case is unique and should be considered as such. Possible solutions are outlined; the roarl may need to be engineered for a more permanent solution. Mike Smith makes a motion to have the DPW clean the culvert until a plan for a solution is created and implemented. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam ntakes a motion to schedule a catch basin design to intake side of the culvert as a high priority for this year. Ron Sandstrom seconds the motion. Discussion is held. Motion is called to a vote and the motion failed 1-2. Ron Sandstrom makes a motion to put the design of a catch basin on the list of priorities and review against the other priorities on the list. Mike Smith seconds the motion and the motlon passed 3-0.

8. Warrant Artic;les

Mark Graffam rnakes a motion to send a follow up request to NH Dept. of Revenue on the loan docunrents for the Jungfrau pump skid. Mike Smith seconds the motion and the motion passed 3-0.

3 proposals have been received for a new F-550. The specifications are to be checked. Mark Graffam makes a motion to invite Bob Hackett of HP Fairfield to the next meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Proposals from Case, Caterpillar, Volvo and John Deere for a new grader are to be reviewed when received.

9, Commissioners Reports

Ron Sandstrom discusses the missing road sign for Big Loop. Mark Graffam makes a
motion to order a road sign for Big Loop and the road map sign for the Huttwil parking lot, adding "We,lcome to Eidelweiss" at the top of the sign, not to exceed $120. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom states that he would like to disr:uss the recommendations from the Attorney on storm water management, roads, and the right of way. Ron Sandstrom makes a motion to communicate with the property owners abutting phase 1 of the Oak Ridge Rd plan outlining the construction process. Mike Smith seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to call the Attorney for specifics to be included with the communication. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith mal<es a motion to hire the beach cleaners to rake out the sand piles on the beaches in the areas approved on the drawings. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to show the plans to the beach cleaners prior to spreading so that sand is spread only in accordance with the plans and requrest that the beach cleaners report any beach on which machinery is needed to move the piles. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Signature lttems

A letter to resident requesting information on any agreement to clean the culvert on the property is revie,wed. Mark Graffam makes a motion to disregard sending a letter to Gloria Aspinall, Ron Sandstrom seconds the motion and the motion passed 3-0.

A credit applicatiion for Nortrax has been completed. Mark Graffam makes a motion to sign the credit applircation. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

The check for $2150 towards the Fire wise mailing has been received from the Eidelweiss Property Owners Association as was discussed previously.

The Local Government Center has announced that NH Senate President Bragdon has accepted the por;ition of CEO.

Granite State Analytical has forwarded the monthly water system test results. All results are in compliance and negative for bacterium.

The NH Municipal Association has issued the final legislative bulletin outlining all new regulations put irrto effect this year; including an update that will effect upcoming road projects.

12. Administration

The payroll report is presented. Reporl and time cards are reviewed. Mark Graffam makes a motion to approve payroll in the amount of $4,701.62. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Treasurer hias sent a report on account balances reflecting the deposit of the tax check. 13. Old Business

Ron Sandstrom discusses establishing the top 6 priorities to be pursued within the 2013 Road Plan. Grader paving is discussed. Ron Sandstrom makes a rnotion to obtain quotes for paving from a c;ontractor to compare to the cost of having the DPW do the work. Mike Smith seconds the motion. Discussion ensues. Mike Smith makes a motion to remove Mark Graffam as Chairman for the Board of Commissioners. Mark Graffam seconds the motion. Discus;sion ensues. Motion is called to a vote and the motion passed 2-1. Mike Smith makes a motion to appoint Ron Sandstrom Chairman of the Board of Gommissionersi effective immediately. Mark Graffam seconds the motion and the motion passed 2-0-1with Ron Sandstrom abstaining.

14. Other Business

A vacation request sheet is turned in. Ron Sandstrom makes a motion to approve vacation time for Nancy Cole. Mark Graffam seconds the motion and the motion passed 3-0.

Mike Smith mal<es a motion to have Fred Gurley mark illegally stored canoes for removal. Ron €iandstrom seconds the motion and the motion passed 2-0-1with Mark Graffam abstairring.

15. Public Gomments

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

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to allow family coverage on the health insurance to be at the same 80/20 split as two person coverage. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to post a public meeting for Friday morning, August 23,

in addition to ttre Non-Public Session. Mike Smith seconds the motion and the motion passed 3-0.

An Attorney Client consultation followed.

At 6:00 pm Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Siandstrom seconds the motion. Motion called via roll call; Ron Sandstrom yea, Mike Smith yea, and the motion passed 2-0.

Respectfu lly subm itted,

Nancy E. Cole Administrator

As voted on 9-3 the correspondence with Attorney Crean is attached to this document

Ofiice (603) 928-7760

Dqwiel fr. Creaw, F.X,.L,C. Attorney-ut-Low
414 East Yiew Drive Pembroke, NH 03275

Cell phone (603)- 7 15-0922

e-mail to: creaulaw@comcast.net

NOTE: Attorney Client Privileged Document Via email and US Mail

This correspondence is communication between attorney and client. It is rendered to advise the addressee as to legal rights, duties, and responsibilities and is therefore a confidential document subject to the Attorney-Client privilege.

To: BoarrJ of Commissioners - Village District of Eidelweiss RE: Roads and Drainage/Flowage
Date: August 19,2013
From: Danierl D. Crean

This memo responds to an email from Commissioner Sandstrom. His comments and questions are set out below in red text and my responses follow printed in blue text.

'['o assist us. so that we clo not spend *ur meeling inter:pleting your respoltse" cfin you plovirle us rvith actionahle gr,tidance atrcl simple Hnglish clality. While I have tried to respond with as simple and clear language as possible, some questions do not have a single (6true" or 'onot true" answer but depend on some additional facts or circutnstances. I have tried to explain those as simply as possible, but sorne matters are plainly complex and do require analysis and discussion.

Fu'examplc:

1) Ths clistrict tti.vns tlie foircls attcl llr* land that is a total of'4.0 Jeet in wirllir, n:easurt:d 20 fe,et jk:xr thc centelline o{ the roael.
Pick oue TI{.LIE [ ] or NOT TI{.I-IE I X ] . Based on the deed, sent to me by Nancy, in Parcel 16 Great Northern conveyed its interests in the roads listed in the deed and all ooeasements and appurtenancrss" to VDOE. The roads are listed by reference to plans records in the Registry of Deeds. Thus, VDOE does own the roads listed, presumably in fee interest (only a title search could verify actual status of tifle). My reasons for cheching NOT TRUE in the box are as follows:

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The dleed says the roads are apnroxilnatelv 40' in width;
. They are conveyed subject to rights of others, public utility easements and all other

easements of record; and
Importantly, the roadway width of 40' is the space within which the paved or traveled

portion of the road is located. It is rare when roads are actually constructed with the center Iine of the traveled portion coinciding exactly with the center line of the road right-of-way. Thus, using the center line of traveled way provides an approximation of the center line of the right-of-way but it may not be exact and in some cases may not be close. [In one municipality I represented years ago, the paved portions of some of the roads lvere not even located within Ure described and depicted right-of-rvay.l To truly locate the center Iine of the right-of-way (which would then determine the area within which VDOE has rights associated with the roads) various techniques could be used ranging from surveys to field

VDOE Boarrj of Commissioners RE: Roads and Drainage/Flowage

August 79,2A'13 Page2

r
techniques as discussed below.

inves,tigations using whatever physical boundary marhers may exist or some other

In addition, rvithout benetit of a title search, it is impossible to know what other rights of record may exist that limit VDOE's rights. It can be said that roads generally include the right to locate drainage within the right-of-way unless a contrary intent is shown. T'o the extent that drainage ancl flowage righl existed onrlo property of others [either expressly, by implication, or by long standing use - the three ways in which easement rights exist], VDOE can continue to use those rights. However, thart does not allow the District to substantially expand or alter drainage and flowage onto the property of others rvithout consent or conveyance of additional rights, as further discussed below.

2) The land nhrrtting tlrc roads is ciu,n*il by tlLc hexne owncr as shorvn on his/hel'dr'*d.
Piclt ote TRUIi I X I orNO f Ttt{J}tr, I I This response assurnes that homeowner owns the

land on whiclh the home is locirted and that the deed description is accurate so that the property line actually does abut the VDOE right-of-way line.

3) '['1te clistli,;L has exisling, ancl curt'c'nt *asements for egch homer abutting the lo;tcis to charrg* thr. topology of'tlle laniJ fo irnplnr'* drainagc issnes.

Piclt on* l"R{ M l I or N0'l' I'R{JF, I X I VDOE, :rs stated in response #l has existing rights within its rigJht-of-way and in accordance with easernents and appurtenances as statetl in the Great Northern cleerd. Without knowing the exact extent, purpose or description of such easements, it is impossible to do anything other than to provide an estimate of those rights - a starting point is to looh what has been the historical perspective of how drninage has been handled. In many states, but particularly in New Flampshire, easements are a bit flexible as they can be expanded within litttits by whart the courts say is natural and necessary to further the purpose of the easement so long as the pr:operty over which the easement exists is not unduly adversely a{Tected. That response' unibrtunately, is not simple antl clear, simply because that is rvhat the courts have said. An example rnay assist in understanding: An existing municipal roacl has within anyone,s memory used an adjoiining property lbr drainage that is relatively contained to certain areas of a property, with the possible exception of the area increasing, say by 10% lbllowing heavy rains * but that ceases shortlly'al'ter the storm event. Changes in topography, surface or other action by the ntunicipality results in a change in location of the drainage or its expansion by 2501,, In nry view, courts would deem such a change as requiring permission. On the other hand, if natural weather conditions changed over the course of time to increase flowage - without action by the municipality - courts woulld lihely assume that to be an act of nature :rnd would al{ow it to occur, unless the municipality could tahe action to address the situation - within reason - i.e., having to reconstruct the road would not be reasonable.

The next ques{ions ltssnrir* the rr:;:iJ is ?0 {e*t jn lvidlh;rnd tota'| r,virlth of':trO {tet includes 10 i'ect of'land nexl trt thc road. My comments as to location of the traveled portion within the right-of-way apply here as well.

VDOE Boar,C of Commissioners RE: Roads and Drainage/Flowage

August 19,2ctl3 Page 3

4) The distr:iet has the lighL lo i:hnnge lhr topogrrlphy ri'the lanci nert lri lhc lnilcls at an1,' linirr w{{hom{ tt*ti*e lo a honte ot\ir"ler rvhose. lancl is abulling ilre lr-rad.

Pick one l"RtJH I I lli)I"'fltiJlr I X I As stated in the previous irnswcr, if the change in topography substantially alters drainage or llowage onto adjoining property, that presurnably would exceecil the existing easement rights on property onto property of others. In any event, it is generally vierved as pool" practice (and certainly poor public relationr;) to undertake road projects without provided notice (and opportunity for comment) by abutters. 1) Notice and opportunity tbr comment may provide inlbrmation that will be uselirl in planning and executing projects. 2) Even if inlbrmation does not result in changcs to the project, inlbrming people instead of proceecling without notice generally produces positive reaction and may lessen concern ancl opposition.

5) "['he district has the riglrt to chang* the tapography af t]re land next 1o the lcads at an_y time rviftr nctie* to a hcrne owner rvitose lancl is abutting the road.

Pjcl< ont l't{.tJti I I }{()l"llt.tJtrl I X I Notice is helpfut as noted inr response #4, but changes in topography that adversely affect abutters or result in changes or expansion beyond o'reason" as described above, cannot occur even with notice. Ifnotice is given, and the abutter cloes not object - and if the changcs are as describecl and expected, the abutter may face dilficulty in mounting an after-the fact challenge under the doctrine that bars people frorn sitting on their rigtrts until al'ter something occurs. However, this would require a clear and convincing demonstration that a clear and effective notice of the project was provided, a deadline lbr responding wns clearly stated, along with notice that the District would rely on a lach of response as constituting authority to proceed with the abul.ter's consent. This needs to be done c:rrefully :rnd clearlly with adequate docuntentation, and then it is still not a (oslarn dunk," :rs courts ciur be very protective of priv:rte property rights.

6).I.hclc}istr]icthristherigl'rttrlch;ingct.h*tc4,:clgr.aplryofth*landtt*x1' s{ t}:e hume {}w{'$sr ll'hr:sc la.nd is ahutting f.he ro;rd.

l:)iclt oue ll{"UE I X I Niil"'f l{lJl- | I Absent somc extenuating circumstances as described above, if the ,change in topography has :rny adverse or potentially adverse effect on adjoining property' agt'eement (hopefully in writing as an easernent) is the best way to proceed. Ilowever, mere change in topography that does not affect adjoining property (hard for me to imagine) would not require agreement, though I prefer that notice and opportunity for cornrnent be providetl as stated above.

Assttrningthirf,rve0allr}0|ele|ertrrirr*ij.tlrcdistt'icthi:stiicright'-tl{-tl,iivorthir1$i]'St:|I}cl1lS;:reetrt.rcr,t|lill *1'{*ci

1) The distr"jct urust ta'ork u,ilh the lil-l lluleaLr o1'Ilight-of'-Wa,v- io aequire ih* uecess*ry plr:pefly lights before heginning atly coltslrllction project that altels the topology,' of tlie land in the l0 {foot?) section rrexl to lhe road.

Pick one l'R{lFl I I }J{}1' 'fR.lJH I X .l I do not know of any state agency called the Bureau of Right- of-Way that deals with municipal roads. That Bureau, to my knowletlge, acts on state projects. [For

a description of how the state handles property acquisition, see: httn://www.nh.sov/dot/ore/proiectdevelonment/rishtofway/faq.htm.l If voluntary consent for a

District project cannot be obtained and the projects needs aclditional rights to proceed, the manner of acting is to utilize eminent dornain to acquire those rights, with the process perhaps going

VDOE Boar,C of Commissioners RE: Roads and Drainage/Flowage

August 19,2A13 Page 4

through the I\H Board of Tax and Land Appeals. Both that Board and the courts, if used, have the authority to revierv not only compensation to the property owner, but also the public neecl fbr the project and acquisition of property rights. As stated above, mere alteration of topography without affecting abutting property in any way, likely could proceed without acquiring rights from abutters, but any substantial project within thc right-of-way likely would have some affect requiring sornc ftrrm of perrnission or involuntary acquisition of rights.

B) Ther ilistr'ict mttst obtain eulrcrll cilsf,mcnts lar propelti*s rlext to cur district roilds.
Pick one TRLIn I I NOT TR{JI;i I X I VDOE's deed does convey existing easement rights and appurtenances, though it may be dit'ficult to actually prove what those were. It is unlil<ely that VDOE has krept exacting records to show what has been done over the years and whether those even contem;rlated whether they were within existing easements or permissions. Naturally, if any such records exist, they might demonstrate that VDOE had or obtained permission to act. For future guidance, adopting policies and procedures to review existing rights and to notify and document property owner actions (i.e., consent) is highly recommendecl. I thinh trying to obtain easelrrents for all situations could be very counter-productive with solme property owners believing this to be a chance to obtain rnoney fbr rights that already may exist.

That said, going forward with a project to assist in identifying trnd clarifying VDOE ancl property owner rights m:ry be very worthwhile. For exanlple, trying to map existing rights-of-rvay could assist in determining the areas within which VDOE can nct on its own accord, Merely measuritrg 20' from the center line of the traveled or paved road m:ry not be accurate :rs stated above. If suc:h a mapping proiect were to occur, a rnethodology less costly:rnd intensive thzrt actual surveys' but rone that still may be usef'ul, would be to use whatever bounclary rnarhers can be founcl; marhing them out on the grounctrl and notice ancl hearing with opportunity to submit comment prior to ('finarlizing the map." T'hat process would not lihely include rnapping of all existing llowage ancl drainage:, but it may be a step in assisting in that objective. Again, I suggest that a public and open process with ample opportunity for public input is a uselll and benelicial tactic. While it rnay produce some objection at the outset, it is better to address those concerns early in the process instead of waiting until some obiect after the District has acted.

In conclusion, I hope you understand and agree with the notion that a 4-page response lihe this was required to address your concerns. I have tried to provide a clear "yes" or "no" reply where I could; but easement andt highway law is not always quite so clear cut. Please contact me as needed, and I hope t0, have provirded you with legal and practical guiclance.

lsl
Daniel D. Crean

1

makes a motion to send letters to the owners of 30 & 32 Middle Shore Dr to establish a meeting with the Board, in person or by telephone, within the next 2 weeks to discuss corrective action needed. Ron Sandstrom seconds the motion. Discussion on placing the culverts under the driveways to facilitate the rest of the drainage prior to corrective action on the driveways is held. Motion is called to a vote and the motion passed 2-1. Grader paving is discussed. Mark Graffam makes a motion to hire Billy Chick as consultant on the grader paving project at a rate of $60 per hour for up to 8 hours. Motion failed for lack of a second. Ron Sandstrom makes a motion to look at the cost of the DPW doing the work compared to a contractor with experience. Mark Graffam seconds the motion for discussion. Discussion on knowing municipal entities that has used graders to pave, but no contractors are known to use this technique. Ron Sandstrom moves to withdraw the motion. Mike Smith discusses a culvert at 22 Middle Shore which stops in the street, not the ditch. The culvert appears to be ineffective. This will be looked at. A washout has been noted near Geneva Place off Middle Shore. This will be checked and fixed. Mike Smith requests that the DPW look at the culvert near Bob Simmons house on East Bergamo. Ron Sandstrom makes a motion to plan a road trip for the Commissioners to review the top 6 priorities on the 2013 Road Plan. Mike Smith seconds the motion and the motion passed 3-0. A date will be set for this review. Ron Sandstrom makes a motion to set the road review for 8-27 at 1:30 pm. Mark Graffam seconds the motion and the motion passed 3-0. Overall work status is discussed. Fred Gurley reports that culvert cleaning will be the focus for the next couple of weeks.

5. Road and Driveway Review

An application for a Driveway Permit for Construction has been received for 30 Bern Drive. 23 Oak Ridge Rd has requested a Driveway Permit for Operation as not alterations will be undertaken on this driveway. A letter has been received from 17 Oak Ridge Rd questioning a cut out below their property. Mike Smith makes a motion to have the DPW check the distance from the center line of the road to the cut out. Ron Sandstrom seconds the motion. Discussion ensues outlining that this cut out may be within the VDOE Right-of-Way, but it is unknown who created it or when. It may be many years old. Discussion on road drainage ensues. RSA 149 is discussed. The Local Government Center website has information on recent statute changes relating to storm water runoff. The deed for the roads will be pulled and reviewed. Response to the letter is discussed. Motion is called to a vote and the motion failed 1-2. The location to the center line is not relevant, where the water flows is the question. Mark Graffam makes a motion to send a letter that the area has been reviewed and no evidence or documentation exists that the VDOE created this punch out or has ever maintained it. The topography map created by Paul Fluet, Engineer, shows that area as a natural run off for water. No action will be taken by the VDOE. Ron Sandstrom seconds the motion and requests that the topography map be included with the correspondence. Mark Graffam amends the motion to include the topography. Ron Sandstrom seconds the amendment. Motion, as amended, is voted and the motion passed 3-0. The culvert at 47 Eidelweiss Drive has been checked and the 12” culvert that was installed seems to be handling the water flow without a problem. Mark Graffam makes a motion to exempt 47 Eidelweiss Drive from the 15” culvert requirement. Ron Sandstrom seconds the motion and the motion passed 3-0. A request for ditch work on Sarnen has been received. Mark Graffam makes a motion that the homeowner requesting the ditch work be contacted by Nancy Cole and informed that the Foreman will be reviewing. Ron Sandstrom seconds the motion and the motion

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passed 3-0. Fred Gurley will be informed to review the area and report on the need for ditches.

6. Water System Planning

Mike Smith makes a motion to purchase a pump and motor not to exceed $2,400. Mark Graffam seconds the motion and the motion passed 3-0. The cost of labor to install the pump is discussed. A quote will be requested from Iron Mountain. A draft policy for charges to the water system for work completed by the DPW is reviewed. Mark Graffam makes a motion to approve the VDOE policy for DPW equipment and personnel use for work on the water system. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Scheduled Appearances 8. Warrant Articles

The NH Department of Revenue has not yet commented on the loan documents for the Jungfrau Pump replacement. A follow up request will be made.

Discussion on the F-550 to be ordered is held. The outfitting of the new truck is discussed. Estimates are still coming in on the truck cab and chassis.

Lease of a grader is discussed. Caterpillar, John Deere and Volvo have sent quotes. Discussion on the available options for a road grader and received quotes is held. Additional looking into of area departments using a Volvo grader will be done. Mike Smith makes a motion to focus on Caterpillar and Volvo as potential vendors eliminating John Deere. Mark Graffam seconds the motion and the motion passed 3-0. Mike Smith makes a motion to request a proposed interest rate reduction from Caterpillar to match Volvo. Ron Sandstrom seconds the motion. Discussion on early contact prior to review of documents is held. Mike Smith withdraws the motion.

A draft will be prepared for next week for the contract for Oak Ridge Road, phase 1.

9. Commissioners Reports

Mark Graffam reports that NH DES has stated that no additional canoe racks should be built within 20 feet of the water’s edge at any pond. The existing racks can remain where they are currently located. Thusis Beach has a lot of watercraft improperly and illegally stored. The watercraft will be marked for removal. Mark Graffam makes a motion to request the beach cleaners notify the office of improperly stored watercraft. Mark Graffam strikes the motion. Mike Smith makes a motion to update the Beach Ordinance as it relates to watercraft in addition to the Driveway Ordinance updates to be drafted. Mark Graffam seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to add storm water drainage as the third Ordinance for the proposed Public Hearing Sept 10. Ron Sandstrom seconds the motion and the motion passed 3-0. The date of the upcoming Public Hearing is discussed. Ron Sandstrom makes a motion to move the date to Saturday, October 26 at 9 am at the Lodge. Mark Graffam seconds the motion and the motion passed 3-0.

3

Mike Smith questions receipt of monthly stipend with first payroll of month. Nancy Cole outlines it was an error; the Executive Payroll has been paid for the month early.

10. Signature Items

A letter to the resident of 14 Jungfrau Rd confirming the meeting with the Commissioners on Aug 20 at 2 pm is presented and reviewed. Mark Graffam makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letters to the homeowners of 30 and 32 Middle Shore are presented and reviewed. Mark Graffam makes a motion that Nancy Cole sign and send amended letters stating that the culvert has been installed at #30; the driveways are not in compliance with the Driveway Ordinance and have been causing damage to the road; establish meeting within 2 weeks either in person or telephonically; establish plan to correct water flow from property. Ron Sandstrom seconds the motion and the motion passed 3-0.

An application for a Driveway Permit for Construction and supporting documentation are presented for review. Mark Graffam makes a motion to approve and sign the Driveway Permit for Construction for 30 Bern Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Operation has been requested for 23 Oak Ridge Rd. Mark Graffam makes a motion to approve and sign the Driveway Permit for Operation. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

The Eidelweiss Property Owners Association (EPOA) has requested use of the Lodge for three upcoming events. Mark Graffam makes a motion to approve the use of the Lodge by the EPOA as requested. Ron Sandstrom seconds the motion and the motion passed 3-0. The EPOA will be notified.

Local Government Center has appointed a new CEO; Senate President Bragdon.

The Granite State Rural Waters Association has sent information on upcoming classes and their Annual Meeting.

12. Administration

The first tax payment for 2013 has been received and deposited.

The secondary claim payment for the additional damages found on the International has been received and deposited.

13. Old Business

Signs will be left on the agenda for future discussion.

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14. Other Business

Mark Graffam discusses the credit of $1,194 on this month’s health insurance invoice. The credit is a result of the dollar amount of premiums paid in January 2010. That premium was paid 80% by the VDOE and 20% by the employee. Discussion ensues on this being a credit; not a rebate and prior precedent. Mark Graffam makes a motion to disburse the credited amount at a rate of 80% VDOE and 20% Employee. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

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

Motions and votes of Non-Public session:

Mark Graffam makes a motion to donate 8 panels of the steel roofing in the DPW yard to the Town of Madison for use for the Old Home Week Bean-hole Supper. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve 60% payment to RCH for the work completed. Mark Graffam seconds the motion for discussion. Motion withdrawn.

At 5:40 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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will be established in Non-Public Session. A concentrated effort to clean culverts will be needed this fall. The stone header needed on a culvert on Eidelweiss Dr will be completed within the next two weeks. The culvert at the intersection of Appenvel Way and Aspen will be checked while the crew is in the area.

5. Road and Driveway Review

2 West Bergamo is discussed. Work to be completed on this driveway has been approved. Work will be checked by Fred Gurley. 23 Oak Ridge Rd permit amendment sent last week. Sandstrom starts a discussion on the topic of what a homeowner can do when faced with water drainage issue in the right away. Discussion on exposure of liability when drainage is changed ensues with no resolution reached. 47 Eidelweiss Dr placed an undersized culvert last fall. Mike Smith makes a motion to set a meeting with the homeowner. Motion failed for lack of a second. Discussion on viewing the culvert for effectiveness is held. Mark Graffam makes a motion to have the Commissioners look individually at the culvert entrance and outlet for proper water flow. Ron Sandstrom seconds the motion and the motion passed 3-0. The driveway at 14 Jungfrau is discussed. Mark Graffam makes a motion to write to the owner of 14 Jungfrau for a viewing of the area on August 20, 2013 at 2 pm to outline the actions to be taken by the VDOE, if any. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Water System Planning

The cost to replace the flow meter in the DPW vault is $3,325, labor and surge protection included. Mark Graffam makes a motion to approve $3,325 for replacement of the flow meter. Ron Sandstrom seconds the motion. Discussion on alternatives ensues. Motion is called to a vote and the motion passed 2-1. The new pH reading meter has been ordered. Reinach station is discussed. The berm alongside the station needs to be rebuilt. 6 inch stone (rip rap) should be added. Work could be done with VDOE backhoe and crew. Mark Graffam makes a motion to create an accounting policy for charging the water system for truck, backhoe, and DPW personnel time for work done by the DPW on the water system. This policy would then be for review and approval by the Board. Ron Sandstrom seconds the motion and the motion passed 3-0.

Partial payments on water usage fees are discussed. Confirmation of the existing policy that a partial payment does not avoid additional late fees from accruing is stated.

7. Scheduled Appearances

Oak Ridge Rd and the driveway to #84 are viewed by the Commissioners with Peter Maffei. Intended plan to replace asphalt and swale the end of the driveway is discussed and explained to Mr. Maffei. Water flow through area discussed. Presidential View is looked at. The pavement in this area is in rough shape and could damage a plow truck. Options for repairs to this area of road are discussed.

8. Warrant Articles

The Jungfrau pump skid loan documents are under review by the NH Department of Revenue as recommended by Attorney Dan Crean.

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The all-wheel drive truck article is discussed. Mark Graffam makes a motion to order a new Ford F-550 with a Housatonic plow, lightweight wing plow and sander. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on plowing needs and vehicles is held.

The $25,000 appropriation for replacement of the grader is discussed. Proposals are being put together for lease options for a new grader. Two proposals are expected by next week for review.

9. Commissioners Reports

Mark Graffam discusses the recent purchase of the new pH testing meter for the water monitor to use.

Ron Sandstrom discusses a call from the answering service for the tree that fell on Blinden. A standardized list of phone numbers for proper contact in an emergency is discussed.

Mike Smith discusses the signage that is to be placed at the Huttwil parking lot area for information purposes. This will be worked on and discussed again.

10. Signature Items

A letter to Jay Buckley returning his check for the log bid is reviewed. Mark Graffam makes a motion to sign and send the letter to Jay Buckley. Mike Smith seconds the motion and the motion passed 3-0.

A letter to water user Dave Dempsey denying a request for a charge back due to an outage that occurred after the due date of the water bills is reviewed. Mark Graffam makes a motion to sign and send the letter to Dave Dempsey. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

A request to not participate in the intended survey of NH Ranger Bob Boyd for the Fire Wise program has been received. Discussion on time to allow for persons to respond prior to establishing the survey is held. Mark Graffam makes a motion to allow until September 11, 2013 for requests to not participate in the survey to be received and to then approve Bob Boyd to begin the surveying of the VDOE for the Fire Wise program. Ron Sandstrom seconds the motion and the motion passed 3-0.

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A request for a culvert check and cleaning at the intersection of Appenvel Way and Aspen has been received from J. Guthrie. Mark Graffam makes a motion to notify Mr. Guthrie that the culvert will be cleaned within the next few weeks. Mike Smith seconds the motion and the motion passed 3-0.

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12. Administration

The payroll report is presented. Report and time cards are reviewed and discussed. Mark Graffam makes a motion to approve payroll in the amount of $6,122.72. Ron Sandstrom seconds the motion and the motion passed 3-0.

The second installment of the employee portion of the health insurance for July is incomplete due to no working hours for deceased employee William McAdams. Mike Smith makes a motion to authorize charging the VDOE for the unpaid premium in the amount of $165.40. Ron Sandstrom seconds the motion and the motion passed 3-0. A letter to the payroll company outlining the authorization to pay the July premium in full at the expense of the VDOE is signed.

A ‘contribution holiday’ for participation in the LGC Health Trust is occurring in August. The credit of $1,194.73 on the August billing statement is discussed. This credit is based on premium paid in January 2010. Previous credits have been split at the same level as the employee contribution towards that paid premium; 80% VDOE and 20% employee. No action taken by the Board will result in the entire credit offsetting the VDOE portion.

The action of completing the upcoming survey for the Fire Wise program will count towards the ‘action hours’ for participation in the certification portion of the program. The Eidelweiss Property Owner’s Association (EPOA) will be sending $250 towards the mailing expenses.

13. Old Business 14. Other Business

The request for storage of paddle boats from the EPOA last spring is discussed. Mark Graffam makes a motion to approve the construction of a 5 paddle boat storage rack at Muddy Beach. Ron Sandstrom seconds the motion. Discussion on additional storage racks and illegally stored canoes and other water craft already creating an issue for the VDOE is held. Motion is called to a vote and the motion failed 1-2.

Unscreened loam at DPW II from projects is discussed. This will be discussed again.

15. Public Comments

At 5:00 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (b) hiring of an employee and (a) employment matters and (d) property matters. Ron Sandstrom seconds the motion. Motion called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to approve additional funds not to exceed $4,000 to RCH for completion of the crack sealing. Mark Graffam seconds the motion and the motion passed 3-0.

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

Respectfully submitted,

Nancy E. Cole Administrator

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and the motion passed 3-0. Fred Gurley continues his report with the information that ditch work has also been done at the intersection of Middle Shore and Little Shore. The water leaves the road and flows to an established brook that runs along the edge of private property; water is not being directed onto the lot. The double culverts that cross the intersection have been cleaned. The area of 31 and 33 Middle Shore is discussed. A retention area for water, or a catch basin, may be needed in this area. This will be looked at. Bristenstock has been smoothed with the grader. A 3” swale had developed across the road from an unknown source. Paving of ditches along Appenvel Way is discussed. Fred Gurley states that 2 yards of asphalt would be needed. Mark Graffam makes a motion to approve up to $200 for the purchase of asphalt for the paving of ditches along Appenvel Way. Mike Smith seconds the motion and the motion passed 3-0.

The crack sealing has been completed. The second side was not done as thoroughly as the first side. This will be looked at. Mark Graffam makes a motion to contact RCH Paving to let them know that the chip seal date has been moved and they can return to complete additional crack sealing. Ron Sandstrom seconds the motion and the motion passed 3- 0. An update is anticipated for receipt on Friday as to the date the chip sealing will be completed. Fred Gurley reports that he has met with the contractor for 2 West Bergamo. The driveway will be graded and sloped to the Left side as you view the property from the street. Rip rap (6” stone) will be added at the bottom corner of the driveway to slow any water. Discussion on need for a permit, no permit needed for this work. Fred Gurley will inspect the work while being done. Mark Graffam makes a motion to approve the repair for the driveway as outlined by Fred Gurley. Ron Sandstrom seconds the motion and the motion passed 3-0. A stone header is to be built for the culvert on Bern Drive. Upper Oak Ridge Road is to be smoothed where the pavement was removed. Jungfrau Rd in the area of #14 is discussed. This area will be checked for water crossing the road from the driveway at #15.

5. Road and Driveway Review

23 Oak Ridge Road is discussed. An amended Driveway Permit for Construction is reviewed. A letter to the homeowner outlining the amended Permit is reviewed. Mike Smith makes a motion to sign the letter and amended Permit. Mark Graffam seconds the motion and the motion passed 3-0. 84 Oak Ridge Road is discussed. The homeowner has confirmed he will be available on Tues 8/6. Mark Graffam makes a motion to establish a meeting with the homeowner on site at 84 Oak Ridge Rd at 2 pm on Tuesday August 6, 2013. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Water System Planning

The pH of the water without injection of chemicals is discussed. Mark Graffam makes a motion to approve up to $250 for the purchase of an electronic pH meter. Ron Sandstrom seconds the motion and the motion passed 3-0. The curb stop valve that needs to be replaced on Lucerne is discussed. Mark Graffam makes a motion to approve the plan for replacing the curb stop valve on Lucerne and for replacement of the damaged valve at the intersection of Appenvel Way and Aspen. Mike Smith seconds the motion and the motion passed 3-0. The valve at the intersection of Appenvel Way and Aspen will be paved for protection once the replacement is complete. A repair was made to a water main break on Lakeview Drive. The Summit curb stop valve for the Lodge has been replaced.

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7. Scheduled Appearances

Treasurer Dinah Reiss has brought the loan documents for the Jungfrau Pump Skid project. The interest rate is 3.55%. Payments will be due in September and March. Discussion on having a review of the documents by Attorney Dan Crean is held. Dinah Reiss outlines that the documents must be dated the same date as signed. Application for the loan may be delayed until the engineering review information is finalized. An electronic copy of the documents will be requested for sending to the Attorney for review.

8. Warrant Articles

The Jungfrau pump replacement loan documents will be sent for review.

The all-wheel drive truck is discussed. Mark Graffam would like to consider purchase of an all- wheel drive Ford F-550 that could be set up with a light weight wing plow.

The date for the chip sealing has been postponed due to weather.

The lot on St Moritz that was opened is for use during phase 1 of the Oak Ridge Rd reconstruction project. Mark Graffam makes a motion to correspond with the water operators that they are not to use this lot for placement of construction materials. Mike Smith seconds the motion and the motion passed 3-0.

9. Commissioners Reports

Mark Graffam reports that proposals for lease of a grader are expected and will be forwarded for review.

10. Signature Items

Amended Driveway Permit for Construction for 23 Oak Ridge Rd is reviewed. Mark Graffam makes a motion to sign and send the amended permit. Mike Smith seconds the motion and the motion passed 3-0.

A letter to Chief Mullen of Madison Police thanking him for increased presence in the District and requesting beach checks and use of the radar speed trailer is reviewed. Mark Graffam makes a motion to sign and send the letter to Chief Mullen. Mike Smith seconds the motion and the motion passed 3-0.

11. Correspondence

The EPOA has requested use of the Lodge for a meeting Sunday August 4 and for the Lobster Fest on Sunday August 17.

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

Code Enforcement Officer Bob Babine has responded to the recent correspondence to the Madison Selectmen.

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12. Administration

Two bids for the logs on the St Moritz lot have been received. Bids are opened and reviewed.

Ron Sandstrom makes a motion to accept the highest bid; $51.99 by Mark Graffam. Mike Smith seconds the motion and the motion passed 2-0-1 with Mark Graffam abstaining.

13. Old Business 14. Other Business

A draft ad for the open position within the DPW is reviewed. Ron Sandstrom makes a motion to include written and verbal reporting skills as required and place the ad in the Conway Daily Sun. Mark Graffam seconds the motion and the motion passed 3-0.

15. Public Comments

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

Respectfully submitted,

Nancy E. Cole Administrator

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6. Water System Planning

The Jungfrau Pump replacement is discussed. Engineering review has shown that the submittal does not match the specifications as the skid is not split; it is one piece. Additional work on the pump station would be needed. The submittal may be disqualified; requiring a new submittal from a different vendor. The outline of the loan documents is discussed. Mark Graffam makes a motion to have the Treasurer pursue financing for the pump skid that is in only the name ‘Village District of Eidelweiss’.

7. Scheduled Appearances

Ande Craugh, resident, has attended the meeting to discuss signage on the Little Shore side of Boulder Beach. The regulations sign is on the other side of the beach, near the outhouses. Dogs have been seen on the beach. Mark Graffam makes a motion to collect language to review the signs. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to make a formal request to the Madison Police Department for weekend presence at the beaches. Mark Graffam seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to include a Thank You to the Madison Police Department in the correspondence for increased presence within the VDOE. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to request use of the radar speed trailer within the VDOE as often as possible. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Warrant Articles

The Jungfrau pump replacement has been discussed.
Focus on the option of a road grader in lieu of an all-wheel drive truck is discussed. 9. Commissioners Reports

Mark Graffam makes a motion to move next week’s meeting to Wednesday, July 31 at 2:30 pm. Mike Smith seconds the motion and the motion passed 3-0. Updates to the Fire wise information letter to be sent to homeowners are reviewed. Mark Graffam makes a motion to sign the Fire wise letter for inclusion in the mailing to be sent this week and to sign the July 23 Commissioners Report for inclusion in the mailing. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom discusses the status of the water system.
Mike Smith has information on a potential hire to be discussed in Non-Public Session.
10. Signature Items
The Fire wise information and Commissioner’s report for the mailing are signed.
11. Correspondence
NH Department of Environmental Services has sent the results of the recent pond testing.

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12. Administration

The payroll report is presented for review. Mike Smith makes a motion to approve payroll at $5,617.32. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business

Mark Graffam makes a motion to extend the deadline for bids on the logs located on the lot at 14 St Moritz by one week. Ron Sandstrom seconds the motion and the motion passed 3-0.

14. Other Business

The walkway to the Lodge is discussed. The walkway has moss growing on it under the trees and can be very slippery, especially when wet. Mark Graffam makes a motion to seek 2 proposals for cutting of the trees over the walkway to allow sunlight to reach the walkway. Ron Sandstrom seconds the motion and the motion passed 3-0.

15. Public Comments

At 4:15 pm Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (b) hiring of an employee and (c) matters of reputation. Mark Graffam seconds the motion. Motion called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to hire Jon Eldridge as temporary highway employee at a rate of $16 per hour and to complete a background check. Mark Graffam seconds the motion and the motion passed 3-0.

Mike Smith makes a motion that when a Commissioner is going to complete VDOE Employee work when in an emergency situation, contact is to be made with the remaining two Commissioners with approval of at least one prior to authorizing the work. Mark Graffam seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to reimburse Mark Graffam for highway work completed at a rate of $20 per hour. Mike Smith seconds the motion and the motion passed 2-0-1 with Mark Graffam abstaining from the vote.

Mark Graffam makes a motion to authorize beach cleaning pay at an average of 2 hours per day, 14 hours per week. Mike Smith seconds the motion and the motion failed 1-2-0.

Ron Sandstrom makes a motion to have the beach cleaners attend a Non-Public Session with the Commissioners. Mike Smith seconds the motion and the motion passed 2-1-0.

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Mark Graffam makes a motion to send an email response to John Cooper of 23 Oak Ridge Rd stating that the Driveway Permit for Construction requires additional detail; invite Mr. Cooper to an upcoming Commissioners’ meeting; the Permit is currently on hold and no work is to be completed within the VDOE right-of-way at this time.

At 6:30 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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opened and the ditch to send the flow down Middle Shore. This will be looked at. The left toilet at Geneva Beach will have the toilet seat fixed.

A moment of silence is held for DPW employee Billy McAdams, who died suddenly last Wednesday. Mark Graffam makes a motion to fund up to $250 for refreshments for the Celebration of Life to be held in memory of Billy McAdams in Tamworth on Sunday at 4 pm. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Road and Driveway Review

10 Upper Lakeview Drive is discussed. The file will be pulled for next week’s meeting.

6. Water System Planning

The pH level is holding at 7.0 at Jungfrau pump station. The water monitor will check the pH at the DPW directly as verification for accuracy of the readings. A plan is in place to run the chemical injection system manually, if necessary. A new roof has been installed at the Reinach Station.

7. Scheduled Appearances

John Cooper of 23 Oak Ridge Road discusses the VDOE right-of-way along Oak Ridge Rd; the driveway permit for construction for which an application has been turned in and drainage at his property. Placed cobblestone is within the VDOE 10 foot right-of-way along Oak Ridge Rd. Potential contact during snow plowing operations is outlined. Homeowner states can remove in fall and replace in spring annually. Homeowner also states that the placed railroad ties are in line with the telephone pole. The new driveway for which the application for a construction permit has been marked out; as has the easement across the property recently obtained. A culvert will be installed under the new driveway. Discussion on work requested to be performed by the VDOE DPW, including placement of rip rap (6” stone) within the swale which runs along Oak Ridge Rd passed this property. Time and budget allowances will be checked for the ability to perform this work. Landscaper Dave Tetreault states that the work did not change the height of the existing swale along Oak Ridge. Discussion on the size of the swale that shall be worked along the property is held. Mark Graffam makes a motion to agree to the placement of a 4 foot swale in front of 23 Oak Ridge Rd when time and budget allow. Mike Smith seconds the motion and the motion passed 3-0. The homeowner states that he is aware that the placed cobblestones are at his own risk. Mike Smith requests a letter from the homeowner stating that he is aware the cobblestones are at his own risk for the file. Mr. Cooper agrees to send the letter. The submitted Driveway Permit for Construction is reviewed. A question of compliance with the Town of Madison Zoning Regulations relating to the setbacks for driveways has been raised. Bob Babine, Madison Code Enforcement, will follow up on this. A 15” culvert installed under the new driveway is included as a Permit requirement. Maintaining a negative grade from the road is listed as a requirement. The road bond is to be submitted as soon as possible. Mark Graffam makes a motion to approve the Driveway Permit for Construction contingent upon receipt of the road bond. Mike Smith seconds the motion and the motion passed 3-0.

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8. Warrant Articles

The Engineering review is in progress for the Jungfrau Pump skid.

The all-wheel drive truck is discussed. Mark Graffam suggests a change in strategy with focus moving towards a grader lease and not a truck purchase. Benefits of a grader with a wing plow are outlined. Mark Graffam makes a motion to focus on a grader lease and not a 10 wheel all-wheel drive truck at this time. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to notify Western Star that a truck will not be pursued at this time. Ron Sandstrom seconds the motion and the motion passed 3-0.

Oak Ridge Rd is on schedule for September. The removed asphalt during the project can be brought to AJ Coleman’s. Cost to bring the asphalt, if any, will be verified.

9. Commissioners Reports

Mark Graffam discusses an attempt to flip the new yellow raft at Boulder Beach by a group of persons. The attempt was unsuccessful. The raft does not tilt in the same manner as the old wooden rafts and therefore has additional safety benefits.

Mike Smith discusses adding the outhouses to the list of municipal buildings to be looked at for repair. The bathrooms at Thusis Beach are in decent shape, the others will all need work.

10. Signature Items

A letter to the owners of 84 Oak Ridge Rd requesting a meeting at the property to review how planned replacement of asphalt may impact the driveway is reviewed. Mark Graffam makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.

11. Correspondence

The owner of 33 Middle Shore Dr is questioning road widening that has occurred near his property. This will be looked into.

NH Retirement System has sent the next edition of the newsletter “Now you know” outlining changes to the retirement system and legislation affecting the retirement system.

12. Administration

A payroll report for the vacation week for Billy McAdams is presented. No requirements for payment prior to regular payroll of next week apply. Ron Sandstrom makes a motion to hold the vacation week for regular payroll. Mark Graffam seconds the motion and the motion passed 3-0.

13. Old Business

The logs that are stacked on the lot at 14 St Moritz will be made available to the highest bidder.

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Notification to visitors and residents about where and how to locate information pertaining to the Village District of Eidelweiss is discussed. Mark Graffam makes a motion to notify persons entering VDOE of the website address through a posting on the Huttwil bulletin board.

Ron Sandstrom makes a motion to send to new lot & homeowners’ information regarding the VDOE. Mark Graffam seconds the motion and the motion passed 3-0.

The Firewise information letter will be updated for review next week.

14. Other Business 15. Public Comments

At 4:16 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters, (b) hiring of an employee and (c) matters of reputation. Mike Smith seconds the motion. Motion called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.

Motions and votes of Non-Public session:

Mark Graffam makes a motion to reconsider and not send the letter to highway employees. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 5:17 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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5. Road and Driveway Review

Non-conforming driveways which do continuous damage to the roads they abut are discussed. A list of driveways will be put together for review. 10 Upper Lakeview will be included on this list. Driveway standards and the right of way are discussed. 23 Oak Ridge Rd is using a new driveway for which no permit has been applied for. The Homeowner has sent in a Permit Application, however it is incomplete. A letter has been drafted in which a complete application, including fee, is requested. Mark Graffam makes a motion to sign and send the letter to the homeowner of 23 Oak Ridge Rd. Mike Smith seconds the motion and the motion passed 3-0. Mark Graffam makes a motion to schedule a conference call with Attorney Dan Crean. Mike Smith seconds the motion and the motion passed 3-0.

A potential fix for Upper Lakeview Drive is discussed. Ron Sandstrom makes a motion to include an option for homeowners to call in for attendance to a Commissioners meeting regarding driveway matters. Mark Graffam seconds the motion and the motion passed 3-0.

6. Water System Planning

The curb stop valve for 18 Lucerne has been located. The valve is not in the road, but is close to the driveway. Mark Graffam makes a motion to approve the replacement of the curb stop valve at 18 Lucerne Dr by Iron Mountain provided a plan for the replacement is submitted prior to the work being done. Mike Smith seconds the motion. Discussion on landscaping placed boulders near the valve and the need to protect the valve is held. Motion is called to a vote and the motion passed 3-0.

7. Scheduled Appearances

Bob Ingram, President of the Eidelweiss Property Owner’s Association (EPOA), has attended the meeting to review and discuss the recent Firewise presentation given at the Lodge by Ranger Bob Boyd. Discussion on VDOE participation in the program is held. Evaluation of properties around the District by Bob Boyd would be scheduled and plans of action would be developed for the properties. Sharing of the results of an evaluation would be requested. Participation of an individual homeowner is not mandatory, but with the potential risk of fire getting out of control on one of the ridge lines, participation is recommended. A letter has been developed by the EPOA and submitted to the Board for review. The EPOA would like the letter to be sent by the Commissioners to homeowners. Mark Graffam makes a motion to thank the EPOA for holding this presentation and that the VDOE spearhead the program with the EPOA Board. The letter will be sent and the program moved forward. Ron Sandstrom seconds the motion. Discussion on possible costs related to certifying participation in the program v release of information about the program is held. Motion is called to a vote and the motion passed 3-0.

8. Warrant Articles

Mike Smith makes a motion to request response to the Engineer’s submittal review from R. E. Prescott by Friday, July 12. Ron Sandstrom seconds the motion and the motion passed 3-0.

Options related to financing or purchase of an all-wheel drive truck is being looked into.

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9. Commissioners Reports

Mark Graffam has located a book downstairs that shows many of the valve locations and main water line locations throughout the District. The existence of this book was referenced to Mark Graffam by former Commissioner Gloria Aspinall. Maps can be created with this information. The logs remaining from the opening of the VDOE lot on St Moritz are discussed. Mark Graffam makes a motion to offer the logs to VDOE property owners for high bid. Bids are to be received by July 23rd. Logs will need to be removed by Aug 9th. Logs not removed by Aug 9th will be forfeited. Mike Smith seconds the motion and the motion passed 3-0.

Mark Graffam reports on the current status of the water system systems and stations. Progress is being made cleaning the stations by water monitor Jude Devlin. The flow meter for the DPW well and the relay switch which engages the chemical feed pumps are not functioning. The pH level has reduced slightly to 7.0 at the Jungfrau tank. The pH will be watched as the issue is worked on by electrician Brian Bailey and Engineer Paul Fluet.
Manual operation to inject the chemicals could be done if necessary.

Ron Sandstrom states that he received complaints regarding soft asphalt remaining after the work to fill the potholes on Oak Ridge Rd.

Mike Smith reports on the large number of persons noted to be in the District and on the beaches over this past weekend.

10. Signature Items

The letter to the homeowner of 23 Oak Ridge Rd has been accepted and signed previously.

A letter to the homeowners of #2 West Bergamo regarding the properties driveway is presented. Mark Graffam makes a motion to sign and send the letter to the homeowners of #2 West Bergamo and to include the option of telephonic attendance at a meeting. Mike Smith seconds the motion and the motion passed 3-0.

A letter to the Town of Madison Board of Selectmen relating to Code Enforcement is presented. Mark Graffam makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.

11. Correspondence

Granite State Analytical has sent the results of the July bacteria testing for the water system. The results are negative for bacteria.

The Local Government Center has created new websites and new contact information as the next step in the separation of the Property-Liability Trust and the Health Trust.

The NH Municipal Association has forwarded the Legislative Bulletin. This bulletin outlines a bleak picture for the condition of NH roads as outlined by the NH DOT based on the actions of the Legislature this year when striking down additional revenue streams to fund bridge and road work.

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12. Administration

The payroll report is presented. Report and time cards are reviewed. The report will be further discussed in Non-Public Session.

The status of water bills and a list of accounts that are being invoiced the $50 late fee are reviewed. Mark Graffam makes a motion to add the report to the minutes of this meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Water billing status report:

3,500.00 billed for late fees

21,416.75 overdue in water fees

6,149.00
overdue from 31,065.75 total

2013 only outstanding bills

The year to date budgets and financial information of the first half of 2013 are reviewed. The budgets are within normal ranges for this time of year.

13. Old Business

The water craft that were marked to be confiscated due to improper storage are going to be removed.

14. Other Business 15. Public Comments

At 4:16 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters, (b) hiring of an employee and (c) matters of reputation. Mike Smith seconds the motion. Motion called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.

Motions and votes of Non-Public session:

Mark Graffam makes a motion to notify Highway Personnel that no flex time is allowed without approval and to create a second notification to Foreman Fred Gurley for unauthorized time absent. Mike Smith seconds the motion and the motion passed 2-1.

Mark Graffam makes a motion to approve the payroll report at $4,937.12. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to have Mike Smith discuss hours and work to be done with the beach cleaners. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to issue payments for services to Iron Mountain and George Fadden subtracting all charges incurred for the work at 21 Grison Rd. Mark Graffam seconds the motion and the motion passed 3-0.

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At 5:30 pm Mark Graffam makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call; Mark Graffam yea, Ron Sandstrom 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 July 2, 2013

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

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

1. Agenda

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

2. Accounts Payable

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

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

3. Minutes

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

4. Highway Department

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

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

5. Road Review
6. Water System Planning

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

7. Scheduled Appearances 8. Warrant Articles

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

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

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

9. Commissioners Reports

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

10. Signature Items

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

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

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11. Correspondence

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

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

12. Administration

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

A budget status review will be done for next week.

13. Old Business 14. Other Business

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

15. Public Comments

At 4:15 pm Mike Smith makes a motion to adjourn the meeting. Mark Graffam seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING June 25, 2013

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

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

1. Agenda

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

2. Accounts Payable 3. Minutes

The minutes of 6/18 will be reviewed next week

4. Highway Department

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

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

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

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

5. Road Review

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

6. Water System Planning

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

7. Scheduled Appearances 8. Warrant Articles

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

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

9. Commissioners Reports

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

10. Signature Items 11. Correspondence

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

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

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

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

12. Administration

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

13. Old Business 14. Other Business

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

seconds the motion and the motion passed 3-0.

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

15. Public Comments

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

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING JUNE 21, 2013

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

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

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

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

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

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

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

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

Nancy E. Cole Administrator