Commissioners Meeting

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING PUBLIC HEARING BUDGET PUBLIC HEARING BOND January 18, 2013

The Board of Commissioners met in the Madison Town Hall Meeting Room on Friday, January 18, 2013 to conduct Public Hearings on the 2013 proposed budget and 2013 proposed Bond Article for the Water System. In attendance were Commissioners Ralph Lutjen, Mark Graffam and Ron Sandstrom. The meeting was taped by Tim Hughes. 12 people were in attendance.

[expand title="Search Text"] 7:00 pm the meeting was called to order by Chairman Ralph Lutjen.
The reasons that a second Public Hearing would be held are outlined. Should a second hearing be held, it would be next Friday, January 25 at 7 pm.

At 7:02 pm Ralph Lutjen opens the Bond Hearing. 2013 Warrant Article 2 is read. This Article is for the replacement of the pumps at Jungfrau Station. This Article proposes the taking of a bond, incurring long term debt of 10 years, in the amount of $165,000. The proposed funding for the bond payment is split 75% Water User Fee and 25% Property Taxes. Alternative funding options are reviewed and discussed. The replacement of the pumps would be a marked improvement for the water system. Replacement of the pumps also moves towards the ability to replace the tanks at Reinach in the future.

A question of funding the project from the Unassigned Fund Balance is raised. It is explained that funding of the water system is not the intended use of the Unassigned Fund Balance, which is primarily tax money. Discussion on a 50/50 split between property tax and water user fee is held. The operational status and age of the pumps is discussed. Future year’s projects are discussed. The plan to upgrade the water system one project at a time as suggested at a prior meeting is Jungfrau pumps; Muddy Beach pumps; Reinach tanks.

At 7:40 Mark Graffam makes a motion to close the Bond Hearing. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Public Hearing on the Budget is opened by Chairman Ralph Lutjen.

Warrant Article 3 on the 2013 Warrant, the Operational/Highway Budget is reviewed. The 2012 appropriation and expenditures are displayed on the budget detail spreadsheet. Individual line items are reviewed and discussed. It is explained that the Jungfrau Bond Payment will be paid in 2013 with unexpended bond proceeds. The reduction in the proposed budget total for 2013 is outlined. The total dollar amount of the budgets over the past 5 years is shown. Line painting is discussed.

The remaining proposed Warrant Articles are reviewed.

Article 5 is for a new truck to replace the 2010 International. The Commissioners outline that the 2010 International is a 2 wheel drive vehicle and will not traverse the hills of the District. The intent is to trade or sell the truck and replace it with a 4 wheel drive International of like hauling capacity. Discussion is held on trucks and the use of chains in the winter.

Article 6 proposes drainage reconstruction to the first 500 feet of Oak Ridge Rd. The engineer’s drawings are reviewed. General discussion on the project is held.

Chip sealing of Eidelweiss Drive and Appenvel Way to Aspen is proposed in Article 7. Costs and average life expectancy of paving with asphalt versus chip sealing to extend the useful years of roads is discussed.

Article 8 is the 2013 Water Budget. Line items and details of 2012 expenditures are reviewed and discussed. Chemical usage and the use of Water Monitors are discussed. The water budget as proposed is less than last year’s budget.

Article 9 is the ability to withdraw up to $50,000 from the Water Line Extension Fund. This article is standard and appears on the Warrant every year.

Article 10 is to allow the Commissioners to replace the grader should it fail this year. A purchase or lease agreement would be pursued with the expenditure to go before the voters next year.

Mark Graffam outlines that the remaining two Articles do not raise funds. Mark Graffam makes a motion to close the Public Hearing. Ron Sandstrom seconds the motion and the motion passed 3-0.

Article 11 is a question on protection of taxpayers against homeowners whose driveways cause damage to a public road. Instances where a driveway was directly related to road damage are discussed. Possible legal issues that can be related to driveways are reviewed and discussed. It is outlined that under NH Statutes, water is declared the common enemy and the laws related to road drainage reflect this. The natural flow of water is allowed to be followed regardless of property ownerships.

Article 12 is a question on pursuing The FireWise Program for the District.

At 9:00 pm 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 November 5, 2013

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

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

1. Agenda

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

2. Accounts Payable

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

3. Minutes
4. Highway Department Report

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

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

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

5. Road and Driveway Review 6. Water System Planning

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

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

7. Scheduled Appearances

Appearances handled throughout the meeting.

8. Warrant Articles
9. Commissioners Reports

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10. Signature Items

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

11. Correspondence

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

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

13. Old Business

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

14. Other Business 15. Public Comments

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

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

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

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

Respectfully submitted, Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 29, 2013

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

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

1. Agenda

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

2. Accounts Payable

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

3. Minutes

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

4. Highway Department Report

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

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

5. Road and Driveway Review 6. Water System Planning

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

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

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

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

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

10. Signature Items

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

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

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

11. Correspondence

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

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

12. Administration

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

13. Old Business

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

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

14. Other Business

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

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

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

15. Public Comments

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

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 29, 2013

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

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

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

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

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

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

At 12:25 pm Ron Sandstrom makes a motion to adjourn the meeting. Mark Graffam seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING October 22, 2013

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

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

1. Agenda

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

2. Accounts Payable

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

3. Minutes

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

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

4. Highway Department Report

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

5. Road and Driveway Review 6. Water System Planning

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

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

7. Scheduled Appearances

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

8. Warrant Articles
9. Commissioners Reports

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

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

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

10. Signature Items

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

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

11. Correspondence

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

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

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

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

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

NH Municipal Association has sent the monthly NewsLink.

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

12. Administration

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

13. Old Business

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

14. Other Business

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

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

15. Public Comments

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

Respectfully submitted,

Nancy E. Cole Administrator
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