VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING January 22, 2013

The Board of Commissioners met in the District Office on Tuesday, January 22, 2013. In attendance were Commissioners Ralph Lutjen, Mark Graffam and Ron Sandstrom. Also in attendance was Don Marks. The meeting was taped by Tim Hughes.

At 4:30 pm the meeting was called to order by Chairman Ralph Lutjen.

1. Agenda

Standard agenda items will be covered during this meeting.

2. Accounts Payable 3. Minutes

The minutes of 01/15 are reviewed. Mark Graffam makes a motion to accept the minutes as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

4. Highway Department 5. Road Review

6. Scheduled Appearances

Don Marks is an abutter to the VDOE on Eben Farm Rd. Access to his property is obtained from Aspen Dr. Don Marks has come to the meeting to discuss his intent to log a lot that he owns that is on Eben Farm Rd. Ralph Lutjen questions the ability to access the lot from Eben Farm Rd. Mr. Marks explains that due to an unstable bridge on Eben Farm, access is most safely obtained using the driveway which enters from Aspen Dr. Mr. Marks asks the Commissioners if they would consider granting an overweight permit for this logging. Mark Graffam informs Mr. Marks that a road bond will need to be in place prior to authorization of any overweight permit and that the Board would like to review the matter with the Attorney prior to committing to this request. The information on any requirements that would need to be met so that the permit could be issued would be sent to Mr. Marks following the review. Mark Graffam adds that the review will be done in March as the Board is currently working on the budgets and warrant for the 2013 Annual Meeting.

Ralph Lutjen discusses the potential of obtaining an additional water testing site of Banfield Brook on the property of Mr. Marks. Mr. Marks states that he is agreeable to allowing access to his property for testing of the brook waters.

7. Warrant Articles
8. Water System Planning

9. Commissioners Reports

Ralph Lutjen states that the meeting Friday night went well overall. The pumps are important and those present agreed. Ralph Lutjen questions alternative ways to fund the pumps,

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including possibly using some Unassigned General Fund money. Discussion on the Unassigned General Fund Balance being tax money and not appropriate for use on the water system is held. 2 persons were verbally against the article for the new truck. Discussion takes place about a prior Board relying on a former foreman for advice on road issues and truck purchases. The information given by this foreman to that Board has turned out to be misleading on many issues. A 2 wheel drive truck should not be defended and is not usable for winging back because it will not traverse the hills. Mark Graffam discusses preparing a handout about trucks for the Annual Meeting with information obtained from local road agents advising that the VDOE is on the correct path by organizing a fleet with 550’s and one large 4 wheel drive truck for winging back. Ron Sandstrom suggests that handouts for the Annual Meeting be numbered for easy reference. This will be done. Discussion about the perspective of voters ensues. Persons who spend the winter months elsewhere are not overly concerned with snow plow operations. The discussion on phase 1 of lower Oak Ridge Rd went well. The final costs of the entire project are not known at this time, but could be estimated within a range of $100,000 to $126,000. Ralph Lutjen adds that he was disappointed with the turnout on Friday. Ron Sandstrom discusses creation of a comparison from the 2012 tax rate to the proposed 2013 Warrant. The overall tax rate will be calculated. The plan could be to set the Warrant for 100% approval while still creating a reduction in the tax rate from last year. Mark Graffam discusses the benefit of selling trucks following the warranty period. A reputation of selling good used equipment will help with future sales.

10. Signature Items

The letter to R. L. Heath has been updated as discussed January 15. Ralph Lutjen makes a motion to sign and send the letter. Mark Graffam seconds the motion and the motion passed 3-0.

The letter to BE Quint III has been updated as discussed January 15. Ralph Lutjen makes a motion to sign and send the letter. Mark Graffam seconds the motion and the motion passed 3-0.

A typographical error was noted on the Driveway Permit for Operation for 59 Oak Ridge Rd.

Ralph Lutjen makes a motion to sign the corrected Permit. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

Granite State Analytical has forwarded the results of the annual chemical testing. The results are within standards.

The NH Municipal Association weekly Legislative Bulletin has been received.

12. Administration

The payroll report is presented. Report and time cards are reviewed. Ralph Lutjen makes a motion to approve the payroll report at $6,642.98. Mark Graffam seconds the motion and the motion passed 3-0.

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The fieldwork for the fiscal year 2012 Audit was completed today. The work went well. The break out of information as shown within the standard VDOE Financial Statement will be included as a supplementary schedule within the Audit. The Financial Statement will be audited prior to the required release of the information at the Annual Meeting.

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

At 5:40 pm Mark Graffam makes a motion to adjourn the meeting. Ralph Lutjen 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 January 15, 2013

The Board of Commissioners met in the District Office on Tuesday, January 15, 2013. In attendance were Commissioners Ralph Lutjen, Mark Graffam and Ron Sandstrom. Also in attendance was Fred Gurley (Highway). The meeting was taped by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Ralph Lutjen.

1. Agenda

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

2. Accounts Payable

22 checks for $24,509.53 are presented. Checks and invoices are reviewed. Water charges for services to 112 Eidelweiss Drive and 6 Grandval Way will be billed to the homeowners. Ralph Lutjen makes a motion to approve 22 checks for a total of $24,509.53. Mark Graffam seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 01/08 are reviewed. Mark Graffam adds “and acceptance of a contract” under Road Review. A motion is to be bold typeface. Mark Graffam makes a motion to accept the minutes as amended. Ralph Lutjen seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that work was done on the new sander rack. The beams have been attached and welded. The sander rack is anticipated to be ready for the spring removal of the sanders from the trucks. The remaining work will be contracted out. This will be worked on. Cat walks will be added to allow access to the sanders. Lights have been installed on the F- 550. The pickup truck has been sold. The Top Kick is having an issue with a battery. One new battery will be needed. The alternator has been tested and is working properly. Mark Graffam makes a motion to authorize a purchase order for $120 for a new battery.
Ralph Lutjen seconds the motion and the motion passed 3-0. Sand and salt are discussed. Mark Graffam makes a motion to authorize up to $2,300 for the purchase of salt. Ron Sandstrom seconds the motion. Sand will also need to be purchased. Mark Graffam amends the motion to authorize up to $2,800 for the purchase of salt and sand. Ron Sandstrom seconds. Motion is voted and the motion passed 3-0. The lot on St Moritz that is to be used to store materials will have a culvert added to the access in the spring. Snow is predicted for tomorrow. Fred Gurley states that the equipment is in good order and has been cleaned. The clearing of a lot on the corner of Grachen has been noted. The Firewise program is discussed. Current zoning regulations require tree buffers to be left between lots and allow for only 50% tree removal on any lot. The Town of Madison Zoning regulations would need to be updated. A Firewise referendum question may be added to the Warrant.

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5. Road Review

Oak Ridge Road will be discussed during the Warrant discussion. The plans will be brought to the meeting Friday night.

6. Scheduled Appearances 7. Warrant Articles
8. Water System Planning 9. Commissioners Reports

Ralph Lutjen reports that the fuel usage report is being updated with the purchases for the year end reconciliation.

Mark Graffam met with Ian Hayes and had the map drawer moved to the water room at DPW II. The water storage room at DPW II needs to be cleaned up. It is an improvement to have the information out of the chemical injection room. The sodium bicarbonate pump plug is loose in the chemical injection room. This will need to be fixed. A switch will be added so that the pump does not need to be unplugged from the pump activation plug, plugged into the standard plug to add the bags of bicarbonate and then moved back to the pump activated plug. The switch will swap the plug from “run” to “pump activation”. Mark Graffam makes a motion to allow up to $550 for the chemical injection room electrical work. Ralph Lutjen seconds the motion and the motion passed 3-0.

10. Signature Items

The letters to the bidders for the Oak Ridge Road project are reviewed. The wording is to be updated to include the acceptance of a contract in addition to voter approval of the project. The letters will be updated for next meeting.

11. Correspondence

A response has been received from the owners of 10 Upper Lakeview Dr regarding the second driveway. This information will be discussed in Non-Public session.

Granite State Analytical has forwarded the results of the annual nitrate testing. The results are within standards.

The Green Mountain Conservation Group Annual Meeting will be held January 19, 2013. The NH Municipal Association weekly Legislative Bulletin has been received.
12. Administration
The budget line items proposed for 2013 are reviewed.

The 2013 Warrant is reviewed. Articles are reviewed.
Article 6, Oak Ridge Road is discussed. Mark Graffam makes a motion to increase Article 6 to $37,700 to allow for compliance with EPA permit regulations. Ron Sandstrom seconds the motion and the motion passed 3-0.

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The proposed addition of Article 12, a referendum question for the Firewise program is discussed. Mark Graffam makes a motion to add Article 12: To see if the voters recommend the Commissioners pursue the VDOE to become a firewise.org community. Ralph Lutjen seconds the motion and the motion passed 3-0.

Next week’s meeting will be at 4:30 pm as the auditor will be in the office for the day on Tuesday.

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

At 10:24 am Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (d) property matters and (c) reputations. Mark Graffam seconds the motion. Motion called via roll call vote; Mark Graffam yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

At 10:45 am Ron Sandstrom makes a motion to adjourn the meeting. Ralph Lutjen 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 January 8, 2013

The Board of Commissioners met in the District Office on Tuesday, January 8, 2013. In attendance were Commissioners Ralph Lutjen, Mark Graffam and Ron Sandstrom. Also in attendance was Fred Gurley (highway). The meeting was taped by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Ralph Lutjen.

1. Agenda

Ralph Lutjen makes a motion to accept the agenda. Mark Graffam seconds the motion and the motion passed 3-0. A Non-Public session will follow the public meeting.

2. Accounts Payable

3. Minutes

The minutes of 01/02 are reviewed. Mark Graffam corrects terminology to ‘wing back’. Ralph Lutjen adds that the old printer was donated to White Mountain Community Health Center. Ralph Lutjen makes a motion to accept the minutes as amended. Mark Graffam seconds the motion and the motion passed 2-0.

4. Highway Department

Pressure treated lumber for the sander racks has been delivered. The trucks are being worked on as needed to maintain full operations. The sander rack being built behind the DPW is discussed. Pricing is established for the remaining work to be completed. Mark Graffam makes a motion to allocate up to $2,500 for the sander rack. Ralph Lutjen seconds the motion. Mark Graffam discusses the desire to have the sander rack ready when the sanders are being removed from the trucks in the spring. Carriage bolts, lag bolts, washers, installation of the steel beams and angle irons is included in the $2,500 motion. Motion is called to a vote and the motion passed 3-0. Fred Gurley reports that the part time employees are doing well. Ralph Lutjen reminds Fred Gurley that a $200 bonus is available to any part time employee who responds to every call for hours that Fred Gurley makes. The pickup truck is to be sold. An ad is outlined that will be placed in the Conway Daily Sun and on Craigslist. The Kelley blue book value has been looked up as a starting point for the price. The poly-caster sander that will be sold with the truck is discussed. The sander is in very good condition and is only two years old. Mark Graffam makes a motion to place the truck for sale on Craigslist and to run a Conway Daily Sun classified ad for sale of the truck at $14,600 firm. Ralph Lutjen seconds the motion and the motion passed 3-0. The pickup will be placed in front of the building with a for sale sign. Discussion turns to use of the funds to offset the price of the desired all-wheel drive International. As the funds will become part of the Unassigned Fund Balance, which is named as the funding source within the Article, the Article will not be altered to specify these funds. The wording of the Article should include the option to sell the current International should a trade value be deemed low. Mark Graffam makes a motion to alter the wording of Article 5 on the 2013 Warrant to “trade or sale of the 2010 International”. Ralph Lutjen seconds the motion and the motion passed 3-0. The highway department

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will ready the beams for the intended install to the sander rack prior to the welder arriving to install the beams. The pickup truck will be made ready for sale by removing the radio, strobe light and any VDOE equipment within the truck. The water stations will be shoveled out for access.

5. Road Review

The 2012 accomplished road work list is reviewed. This will be a handout for the upcoming meetings. The 2013 Road Plan list is reviewed. This list will serve as the explanation of the intended work under the Road Plan Warrant Article. Estimates for construction of the first 500 feet of Oak Ridge Rd Phase 1 (drainage) plan have been received and are reviewed. Ralph Lutjen makes a motion to send a letter to R. L. Heath and Sons accepting their proposal contingent upon voter approval of the project. Mark Graffam seconds the motion and the motion passed 2-0. A letter of thanks will be sent to B. E. Quint III Construction for his proposal.

6. Water System Planning

Over this past weekend, there was a water break at a house on Diessbach. The water operators responded and shut the house down from the curb stop valve. There was a delay to check the card stock as the owner did not know where the curb stop valve was located. Ralph Lutjen discusses the possibility of marking curb stop locations. Homeowners can be requested to mark their lines. Assistance locating the curb stop could be given if requested. The information that homeowners should be aware of the curb stop valve location for their house will be given to residents. The water gauge at Chocorua pump station is discussed. This gauge does not appear to be working as it reads 125 psi at all times, regardless of pump status at the time the reading is taken. The flood alarm status has been requested from Northeast System Controls. No information is available on what the recommendation for fixing the alarms will be. A follow up will be sent to Jason Roach of NSC. Discussion turns to the water operators referring needs to other vendors is held. George Thomas may be asked for input on the alarm status.

7. Scheduled Appearances 8. Warrant Articles

The last 5 years of budget numbers are reviewed. There were increases in 2009 and 2010. 2011 and 2012 show some reduction, with the 2013 proposed budgets being reduced further. Discussion is held on keeping Warrant Article work, or work that should be completed under a Warrant Article out of and separate from the operational budgets. The budgets should reflect realistic numbers for the expenditures needed to operate the District and should not include extra funds. The actual tax rate is then voted by the Legislative Body via passing or failing Warrant Articles. The tax rates of the last 5 years will also be reviewed.

9. Commissioners Reports

Ralph Lutjen will work on the fuel usage report for the 2012 year end.
Mark Graffam discusses the grader and the possibility of including a Warrant Article that would

allow the BOC to replace the grader should it cease operating. Mark Graffam makes a

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motion to include a 5 year, non-lapsing Article for the lease, purchase or rental of a grader, first payment not to exceed $25,000 with funding coming from the Unassigned Fund Balance. Ralph Lutjen seconds the motion and the motion passed 2-0. This article will allow the BOC to react whenever the grader actually fails without need to hold a special meeting.

10. Signature Items 11. Correspondence

The monthly tower payment has been received.

12. Administration

The 2013 budget worksheet with 2012 expenditures is reviewed. Pictures of the roof of this building will be taken to use at the meeting on January 18th to illustrate needed upgrades to assets of the District. Handouts will be available for the meeting. A power point presentation will be developed. The overall efficiency of current operations is to be highlighted. The slide from the November presentation will be available for the 2013 Road Plan information. Supply numbers for the rip-rap stone, gravel, and geo-textile fabric will be calculated for inclusion with the Oak Ridge Rd plan article.

The payroll report is presented. Report and time cards are reviewed. Ralph Lutjen makes a motion to approve payroll at $7,245.40. Mark Graffam seconds the motion and the motion passed 2-0.

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

At 10:45 am Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (d) to discuss a contract matter. Mark Graffam seconds the motion. Motion called via roll-call; Ralph Lutjen yea, Mark Graffam yea and the motion passed 2-0.

At 11:10 am Ralph Lutjen 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 January 2, 2013

The Board of Commissioners met in the District Office on Wednesday, January 2, 2013. In attendance were Commissioners Ralph Lutjen and Mark Graffam. Also in attendance was Fred Gurley (highway). The meeting was taped by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Ralph Lutjen.

1. Agenda

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

2. Accounts Payable

18 checks for $11,221.50 are presented. Checks and invoices are reviewed. Discussion on cash flow and the Unassigned Fund Balance is held. Ralph Lutjen makes a motion to approve 18 checks for $11, 221.50. Mark Graffam seconds the motion and the motion passed 2-0.

3. Minutes

The minutes of 12/18 are reviewed. Mark Graffam corrects the dollar amount of the printer to $339. Ralph Lutjen makes a motion to accept the minutes as amended. Mark Graffam seconds the motion and the motion passed 2-0.

4. Highway Department

Plowing has been done for storms as well as sanding and salting of roads. The shift set up of one full time employee and one part time employee worked well. Two 12 hour shifts were established. The crew has been winging back snow banks and opening intersections. The wing plow for the Top Kick needs to be welded. The new F-550 is working great. Deliveries of salt and sand have been received to refill the salt shed tent. High demand for materials has slowed the delivery times. Recently took 10 days for an order to be received. Very few road issues were called in. The crew will continue to wing back and work on equipment so as to be ready prior to the next storm. The International is being used to wing back the roads. The use of the pick-up truck during a recent storm is questioned. The pick-up was seen travelling faster than desired. This will be discussed with all personnel. The pick-up will not be used going forward and will be cleaned up for the intended sale of the truck. The details of the truck will be put together for creation of the ad to sell the truck. The truck will be sold for a fixed price; not a sealed bid. The snow plow policy calls for the water stations to be shoveled once the roads have been plowed. Discussion on having a part time employee shovel the stations prior to plowing the roads is held. The water budget would be charged for the reported shovel time required to clear the stations. This would keep the accounting clean between the budgets.

The taxpayer sand pile is to be kept up. The welder will be in to view the sander rack set up. An estimate will be put together for attachment of the beams and plates to the poles.

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5. Road Review

The dollar amount of the road plan for 2013 is to be finalized. The intended road plan projects will be listed out for the upcoming hearings. Proposals are expected for the Oak Ridge Road article.

6. Water System Planning

The information received from legal counsel regarding the use of assessments to charge vacant lots for the water system will be made available for the Public Hearing the end of the January. Counsel has advised that assessments are not to be used in this manner as it is neither proper use of the assessment nor defensible in a court of law. Placing assessments would also be linked to establishment of a plan to be able to supply water to all vacant lots. The water hook up fee is $8,000 and profits more than what would be charged by an assessment.

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

Ralph Lutjen reports that he has delivered the printer to White Mountain Community Health Center and was thanked for the donation. The printer will be used and fills a need for the center. The contract for the water system operators has been reviewed. Some suggested changes to the contract have been listed. This will be discussed further.

Mark Graffam discusses the new sump pump at Reinach. The new pump leaves water on the floor. The water operators have checked this and stated that the sump pump is working properly. This will be discussed with the water operators. The Muddy Beach check valve failed over the holiday weekend. The flood alarm has not been fixed and did not go off. All flood alarms in all pump houses must be operational. This will be looked into. All paint that had been stored in the Chemical Room has been moved to DPW II for storage. Mark Graffam discusses funding for the completion of the sander rack behind DPW I.

10. Signature Items 11. Correspondence

The counter-signed health insurance renewal has been received from LGC HealthTrust. The 2012 Wage and Benefit survey is available on line from the NH Municipal Assoc. The NH Dept of Transportation has sent the 2013 Unleaded Fuel price list.
12. Administration

The year to date budgets for 2012 are reviewed. Expenditures are reviewed and discussed.

Mark Graffam makes a motion to use the line items for engineering and telemetry system within the water budget prior to charging expenses to the Water Extension Fund. Ralph Lutjen seconds the motion and the motion passed 2-0.

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Mark Graffam makes a motion to change the title of the Monitoring expenditure line item within the water budget to Monitoring and Chemical Room and to charge 2013 payroll expenditures for part time employee George Thomas to this line item. Ralph Lutjen seconds the motion and the motion passed 2-0.

The 2013 proposed budget line items are reviewed.
The Jungfrau to Reinach Bond Payments will be charged to the remaining project funds and will be reduced to zero for the 2013 budget year.
The 85/15 split for the Administrator and the Board of Commissioners will be reinstated for the proposed 2013 budgets as the Legislative Body voted for this split last year.

Mark Graffam makes a motion to decrease the part time highway line item by $3,000 for the proposed 2013 budget and to increase parks and recreation by $3,000. Ralph Lutjen seconds the motion and the motion passed 2-0.

At 10:50 am a 3 minute recess is taken.

The 2013 Warrant for the Annual Meeting is reviewed. Article 1 – election of officers
Article 2 – Bond for the Jungfrau pump replacement Article 3 – Highway/Operations budget

Article 4 – Ralph Lutjen would like to use $40,000 for the 2013 Road Plan number This will be updated.

Article 5 – replacement of the 2010 International with an all-wheel drive truck Article 6 – lower Oak Ridge Road reconstruction
Article 7 – chip sealing of Eidelweiss Drive and Appenvel Way to Jungfrau Article 8 – Water Budget

Article 9 – usage of water fund extension account Article 10 – driveway referendum question

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

At 11:06 am Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) to discuss an employee matter. Mark Graffam seconds the motion. Motion called to vote via roll-call; Ralph Lutjen yea, Mark Graffam yea and the motion passed 2- 0.

At 12:45 pm Ralph Lutjen 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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