VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING June 4, 2013

The Board of Commissioners met in the District Office on Tuesday, June 4, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley (highway).

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

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

15 checks for $14,713.44 are presented. Checks and invoices are reviewed and discussed. A follow up will be made on a charge from UNH T2 for a canceled class. Check will be held. Mark Graffam makes a motion to approve 14 checks for $14,533.44. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 5/28 are reviewed. Mark Graffam adds recessing of the Non-Public Session.

Mark Graffam makes a motion to approve the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that two picnic tables were picked up and stained; one has been placed at Boulder Beach, the other at Eidelweiss Beach. The rocks that slid to the steps at the Jungfrau Pump Station have been put back into place. Culverts have been cleaned, potholes filled in, and ditches cleaned and checked on Upper Lakeview, Winnegon and Middle Shore. Discussion on drainage in the area of Little Shore and West Bergamo is held; drainage in this area was established by Great Northern. A metal culvert on Eidelweiss Drive will be fixed at the inlet. Run-off on Visp Rd will be checked. A metal culvert removed from Forclaz is to be brought for scrap to Rte 41. Mark Graffam makes a motion to develop a policy to allow a specific amount of time to elapse for a metal culvert to be brought to Rte 41 for salvage. Ron Sandstrom seconds the motion and the motion passed 3-0. A quote for steel is reviewed. Mark Graffam makes a motion to approve a purchase order for $485.96 for the purchase of steel for the wing stand, tail gate rack and grader shoes. Mike Smith seconds the motion and the motion passed 3-0.

5. Road Review

Fred Gurley will follow up on the schedules for crack sealing and chip sealing Eidelweiss Drive and Appenvel Way. The culverts on Eidelweiss Drive at Boulder Beach will be worked on this week.

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6. Water System Planning

A map of the distribution system with valve locations that was created by Paul Fluet in 1998 has been identified as the best starting point for the development of asset management maps. Copies have been requested. A meeting will be held with Scott Hayes, Water System Operator, for discussion on creation of the asset management maps. The new handrail at Jungfrau has been installed. A nice job was done by Norm Garside. Additional work needed at pump stations is reviewed. Mark Graffam updates the repair list to include removal of the shingles at the Reinach Station prior to placement of the metal roof. An updated proposal will be requested. The SCADA system is discussed. A full system overview will be requested from Jason Roache of Northeast System Controls.

7. Scheduled Appearances 8. Warrant Articles

The all-wheel drive truck will be discussed with McDevitt Truck representatives next week. The Jungfrau Pump Skid bids were due by noon today. Three bids are opened and reviewed.

R. E. Prescott, Exeter NH: Hampshire Pumps, Manchester NH: Water Industries, Alton NH:

$41,227 $48,450 $52,560

One informational packet from Hayes Pumps did not contain a bid number.

Mike Smith makes a motion to send the R. E. Prescott bid to Engineer Paul Fluet for review. Ron Sandstrom seconds the motion and the motion passed 3-0. The lead time for building of the pump skid will be requested.

9. Commissioners Reports

Mark Graffam reports receipt of an email questioning the process of establishing the VDOE and Madison tax rates. Discussion on the process and the posting which elicited the original question is held. Beaches and persons bringing dogs to the beach, canoes, canoe racks, and enforcement are discussed. Street signs are needed at some intersections. Mark Graffam makes a motion to order five Interlaken Circle road signs for $75. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith reports the Loons are rebuilding a nest. The pond level should be kept as stable as possible. Mike Smith will advise on removal and replacing of boards from the dam.

10. Signature Items

An application for a Driveway Permit for Construction for 32 Oak Ridge Road for paving has been received and is reviewed. The application does not include the drawing reflecting grade at the meeting with the road. Area will be viewed. Permit will not be issued at this time.

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A request for inspection and issuance of a Driveway Permit for Operation has been received for 9 Eidelweiss Dr. The installed driveway is discussed. A review of the driveway will be held at the site on Tuesday, June 11 at 2:15 pm.

11. Correspondence

The NH Municipal Association has sent the monthly NewsLInk. This bulletin contains an article on RSA 91-A, and the release of public documents.

The NH Municipal Association has sent the weekly Legislative Bulletin.

12. Administration

The monthly check for the Coleman Tower Site lease has been received.

The water usage daily report for May has been completed and distributed.

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

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

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING May 28, 2013

The Board of Commissioners met in the District Office on Tuesday, May 28, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (highway), and Joe Rosenberg (resident). The meeting was taped by Tim Hughes.

At 2:31 pm the meeting was called to order by Chairman Mark Graffam.

1. Agenda

Mike Smith makes a motion to accept the agenda. Mark Graffam seconds the motion. Ron Sandstrom advises he must leave by 4:15 pm. The Non-Public Session will begin at 4:00 pm. The Public session will reconvene following the Non-Public Session if necessary. Motion is called to a vote and the agenda is accepted as amended 3-0.

2. Accounts Payable 3. Minutes

The minutes of 5/21 are reviewed. Mark Graffam adds ‘damaged’ to the requested approval for curb stop valves and ‘in Non-Public Session’ to the future discussion on contractors and contracts. Mike Smith adds the request for the DPW to explain the culvert issue on East Bergamo.

4. Highway Department

Fred Gurley reports that wash outs are being fixed from the weekend’s rain. West Bergamo has been graded. Como and St Moritz have been worked on. Gravel is being brought to the culvert on Lugano to re-cover an exposed section of the culvert. The end of the culvert across from 68 Eidelweiss Drive has been bent and will need to be replaced. Culverts are being cleaned as work is done in an area. The rake, shovel and pitchfork have been getting used as most of the debris is at the outlet ends. The whirl-a-way system will be used for additional cleaning of culverts. Branches and storm debris will be cleaned up. The ditches on Middle Shore will be worked. Fred Gurley will review the drainage on Upper Lakeview Drive near #10 to #14 for drainage issues. Water may be flowing from a private driveway across the road. A ditch line may be needed. A culvert on Winnegon will be checked and cleaned if needed. Road signs will be inventoried for an order to be placed. Big Loop Rd and Interlaken Circle will both be needed. Street sweeping will be done upon attachment of the new brushes for the broom. Fred Gurley discusses a trade show attended last Thursday. Equipment was on display; a new grader costs $250,000. Fred Gurley is informed that a new raft has been ordered and is to be placed at Boulder Beach when it arrives.

5. Road Review

Bern Drive will be marked off to delineate the section of the road to be raised.

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6. Water System Planning

Paul Fluet has estimated that as built drawings for the Jungfrau to Reinach Forced Main Water Project will cost $500 to $1,000. The costs will be covered from remaining bond proceeds. Mike Smith makes a motion to approve up to $1,000 for the completion of as built drawings for the Jungfrau to Reinach Forced Main Water Project. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Scheduled Appearances

Resident Joe Rosenberg has come to the meeting, but was not scheduled prior to the meeting for an appearance. Mike Smith makes a motion to allow Joe Rosenberg to speak at the time of Scheduled Appearances. Ron Sandstrom seconds the motion and the motion passed 3-0.

Joe Rosenberg outlines and discusses his opinion on the VDOE audit. An attempt to define the question is made. Joe Rosenberg states that he is not claiming anything “fishy” is going on and admits that he was incorrect at the EPOA meeting when he claimed that over $100,000 was moved from the water system to the highway/operational budgets to the 45 persons present. Mr. Rosenberg outlines his belief that a separate entity was created when the water budget was separated out and began to be billed for in form of the water user fee. Joe Rosenberg is informed that no separate entity was created. Ron Sandstrom suggests that Mr. Rosenberg eliminate hearsay from his statements, write out his concerns and submit for review. Joe Rosenberg repeats that he is not making any accusations and states that he will review the information further.

8. Warrant Articles

The Jungfrau Pump Replacement project is discussed.

The All-Wheel Drive truck is discussed. Mark Graffam makes a motion to send letter to Morrison & Sylvester regarding the truck order. Ron Sandstrom seconds the motion. Discussion for motion amended to include a review of the correspondence by Attorney Dan Crean. Letter to state order canceled. Motion called to a vote and the motion passed 3-0. The option of ordering a Western Star is discussed. Mark Graffam makes a motion to pursue a quote from McDevitt Truck on a 5 year lease for a Western Star all-wheel drive truck matching the current specifications. Ron Sandstrom seconds the motion. Discussion on lease options is held. An Escape Clause is to be included with any lease. McDevitt Truck will be questioned regarding the outfitting of plow equipment on the truck. Motion is called to a vote and the motion passed 3-0.

9. Commissioners Reports

Mark Graffam states that a budget for canoe racks is expected from the EPOA. The application for spreading of the beach sand is to be completed for submission to NH Departmental Services (DES). NH DES has reviewed the map information contained in the application and stated is OK.

Ron Sandstrom reports that he is finalizing the spreadsheet of ongoing projects.

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Mike Smith reports that the Loon nest washed out from run-off due to the recent rains. It appears that the Loons are rebuilding. The lake level will be watched for distance from the new nest.

10. Signature Items 11. Correspondence

A memo to dam operators regarding the need for stability of pond levels for nesting Loons has been received.

Insurance Agent Melcher & Prescott are closing the Chocorua office and consolidating in Moultonborough.

NH Municipal Association has sent the weekly Legislative Bulletin. The casino proposal and gas tax increase proposed have both failed to pass.

12. Administration

The payroll report is presented. Report and time cards are reviewed and discussed. Mark Graffam makes a motion to approve the payroll report at $5,991.55. Mike Smith seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to send Gloria Aspinall a thank-you letter for her work on the beaches. Ron Sandstrom seconds the motion and the motion passed 3-0.

Picnic tables are discussed. Mike Smith makes a motion to approve up to $300 for the purchase and staining of 2 picnic tables for the beaches. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business
14. Other Business
A culvert on East Bergamo may have standing water inside. Fred Gurley will be asked to check.
15. Public Comments

At 4:15 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters, (d) property matters and (c) reputations. 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 5:00 pm Mark Graffam makes a motion to recess the Non-Public Session until 8 am Wednesday, May 29, 2013 and to create and deliver a memo to Fred Gurley. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to seal the minutes of the Non-Public Session. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted, Nancy E. Cole, Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING May 21, 2013

The Board of Commissioners met in the District Office on Tuesday, May 21, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (highway), Mike Cloutier and Richard Morrison of Morrison and Sylvester. The meeting was taped by Tim Hughes.

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

1. Agenda

Mark Graffam makes a motion to accept the agenda. Mike Smith seconds the motion. Mark Graffam amends Scheduled Appearances to first. Motion is called to a vote and the agenda is accepted as amended 3-0.

2. Accounts Payable

24 checks for a total of $17,290 are presented. Checks and invoices are reviewed and discussed. Mark Graffam makes a motion to approve 24 checks for $17,290. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 5/7 are reviewed. Mark Graffam makes a correction in Old Business; ‘guide’ is substituted for ‘matrix’. Mike Smith makes a motion to approve the minutes as amended. Mark Graffam seconds the motion and the motion passed 3-0.

The minutes of 5/14 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Mark Graffam seconds the motion and the motion passed 3-0.

4. Scheduled Appearances

An update on the International chassis ordered through Morrison & Sylvester is given by Mike Cloutier and Richard Morrison. The truck cannot be built as specified. The 8LL transmission has been disallowed by the engineers at Navistar. Three alternative quotes are given. An automatic transmission adds $10,000 to the price; a 2 wheel drive International sent out to be converted to an all-wheel drive by Marmon & Harrigan adds $20,000 to the price and 3 months to the production timeline. A 10 speed transmission will reduce horsepower in the truck and reduces the price $1,700. Options are discussed. Richard Morrison advises that a decision later than tomorrow afternoon may cause a production delay from the current anticipated delivery date. Mark Graffam responds that the information needs to be reviewed and it is unfair to expect a decision by tomorrow. Richard Morrison apologizes and accepts responsibility for the short time frame remaining for a decision to be made. Mark Graffam states that Morrison & Sylvester will be advised of the decision made once the information has been reviewed.

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5. Highway Department

New brushes are needed for the sweeper. Mark Graffam makes a motion to approve a Purchase Order for $240 for brushes for the sweeper. Mike Smith seconds the motion and the motion passed 3-0. Fred Gurley reports that a 12 inch culvert has been installed on the lot on St Moritz. The filler tube has been replaced on the backhoe; the machine was leaking transmission fluid. Mechanic Mike Parsons ordered the part which cost $290. Mark Graffam makes a motion to approve a Purchase Order for $290 for the filler tube for the backhoe. Ron Sandstrom seconds the motion and the motion passed 3-0. Fred Gurley states that the culvert on Forclaz has been replaced. The old culvert will be brought for scrap to the facility on Rte 41. Fred Gurley states that demo days for equipment will be held at Gunstock Mountain this Thursday, May 23. Attendance is discussed. Mark Graffam makes a motion to approve attending Demo Days. Ron Sandstrom seconds the motion. Discussion on one or both members of the Highway Department attending is held. Fred Gurley will attend. Motion is called to a vote and the motion passed 3-0. 23 Oak Ridge Rd is discussed. The area was viewed Friday by Mark Graffam and Fred Gurley. The driveway area has a swale. Six inch erosion stone is needed above the property and below the driveway. The question is raised about a second entrance to the property and if it was made through an approved Driveway Permit. This will be looked into. The opposite side of Oak Ridge Road also is in need of ditch maintenance and six inch erosion stone. Mark Graffam makes a motion to approve the purchase of six inch erosion stone not to exceed 100 ton for this area of Oak Ridge Road. Mike Smith seconds the motion. Mike Smith discusses the option of placing ditch dams; groups of 6 inch erosion stone placed a few feet apart within a ditch line. The pros and cons of ditch dams are outlined. Discussion on this project’s priority level on the list of road projects to be completed is held. Ron Sandstrom questions if this would be called a high enough priority to place ahead of other projects. This area was not identified as a priority when establishing the 2013 Road Plan. The area has been called to the attention of the District through the property owner. There is evidence of erosion above #23 but the road does not appear to be threatened. The work in the area could be completed in the fall, budget and time allowing. Mark Graffam moves to withdraw the motion on the floor. Mike Smith seconds the withdrawal and the move to withdraw passes. Ron Sandstrom makes a motion to notify the homeowner that ditch maintenance work in the area will be placed on the list; six inch erosion stone will be placed in the ditch line above and below the driveway area once the ditch maintenance is completed. The project will proceed this year if time and budget allow. If it is not completed this year, it will be on next year’s plan. Mark Graffam seconds the motion and the motion passed 3-0. The need to fabricate steel shoes for the grader is discussed. Mark Graffam would like to know what size steel pieces would be needed to minimize any cutting needing to be done here. The 4 x 8 piece of steel originally requested would be very difficult to maneuver and would need extensive time to cut. Fred Gurley responds that two 2 x 2 sheets of 1⁄2 inch steel would be needed. A quote will be obtained. Mark Graffam suggests approving the purchase of the other items on the original quote for steel needed for various equipment and projects. Mark Graffam discusses the culverts on Eidelweiss Drive. The suggestion has been received to leave the area open after replacement for at least a week to allow the area to be compacted and settle prior to paving. The area will need pavement to be applied prior to the chip sealing being completed late June. Ron Sandstrom would like to have Fred Gurley work on the review of the alternate specifications for the all-wheel drive truck and to include Travis Chick in the process, if available. Mark Graffam responds that should any questions arise, Mr. Chick will be consulted. The time line for the review is discussed. Ron

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Sandstrom suggests an additional meeting to receive the recommendations for approval. The meeting can be scheduled for 3:30 tomorrow. Mark Graffam makes a motion to meet tomorrow, Wednesday May 22, at 3:30 pm. Ron Sandstrom seconds the motion and the motion passed 3-0. A request for a culvert to be cleaned on East Bergamo has been received. This will be looked at. Mike Smith requests that the outcome be explained to the homeowner. The culvert pipe on Thusis Beach is to be cleaned. Mike Smith thanks the crew for getting the rafts placed.

6. Road Review
7. Water System Planning

Ian Hayes has reported that parts are needed for damaged curb stop valves. A list has been compiled and priced out. Mark Graffam makes a motion to approve a purchase order for $1,410.02 for curb stop valves. Mike Smith seconds the motion and the motion passed 3-0. An email has been requested to outline recent activities.

8. Warrant Articles
9. Commissioners Reports

Mark Graffam reports that 4 persons attended the canoe auction on Saturday morning, though not all at the same time. The canoes sold for $1.00 each. A meeting was held with Stewart Heath which will be discussed separately in Non-Public session.

Ron Sandstrom reports that he is still finalizing the Excel project listing. The spreadsheet will be sent for review and discussion once complete.

Mike Smith discusses swim rafts and picnic tables. Mark Graffam states that he has looked into pricing on composite picnic tables and they are cost prohibitive. Swim rafts are still being reviewed. Ron Sandstrom states that he has located a swim raft for $1,200. An attribute of this raft is that it could be expanded if desired. Mike Smith questions where a new raft would be placed and it will go at Boulder Beach. A Shore-Master swim raft model is reviewed. Mark Graffam makes a motion to purchase a Shore-Master swim raft not to exceed $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion continues. Gloria Aspinall will be asked to check the picnic tables for repair/replacement recommendations.

10. Signature Items 11. Correspondence

NH Department of Environmental Services has sent promotional materials on the State Revolving Loan Fund.

The Government Finance Officers Association is offering a seminar on small municipality compliance with the Government Accounting Standards Board (GASB) Statements.

NH Retirement System will now be issuing a Frequently Asked Questions informational sheet. NH Municipal Association NewsLink bulletin has been received.

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NH Municipal Association weekly Legislative Bulletin has been received.

12. Administration

Year to date budgets and account detail are reviewed and discussed.

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

At 4:45 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters and (c) property matters. 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 6:07 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.

Mike Smith makes a motion to recess the Public meeting until 3:30 pm Wednesday, May 22. Ron Sandstrom seconds the motion and the motion passed 3-0.

As no recommendation could be made for purchase options on the all-wheel drive International; no reconvening of this meeting occurred on Wednesday, May 22.

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING May 14, 2013

The Board of Commissioners met in the District Office on Tuesday, May 14, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley (highway). The meeting was taped by Tim Hughes.

At 2:30 pm the meeting was called to order by Chairman Mark Graffam. Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0.

Mark Graffam makes a motion to post a Non-Public Session for Thursday, May 16, 2013 at 1:30 pm in the District office. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 3:35 Mark Graffam makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion. Motion is called via roll call; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea, and the motion passed 3-0. Public Session called to order at 3:41 pm.

1. Agenda

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

2. Accounts Payable
3. Minutes
4. Highway Department

Bern Drive is discussed. Fred Gurley would like to put gravel down over a 100 to 150 foot section of the road. Mark Graffam asks if Bern Drive would benefit from reconstruction in the same manner that Upper Lakeview Drive was worked last summer. This could be done when the road is raised near the shallow culverts. The area will be reviewed and Fred Gurley will price materials for the footage once measured. This will be discussed next week. Fred Gurley states that 6 culverts are needed at this time. Total cost will be $1,078.80 from Water Industries. Mark Graffam makes a motion to approve the purchase of 6 culverts for a total of $1,078.80 from line item 4312.66. Ron Sandstrom seconds the motion and the motion passed 3-0. Purchase order is signed. Fred Gurley reports that the rafts will be put out this week. One board has been removed from the dam. The new cutting edges for the grader have been put onto the machine. The toilet seat at Geneva Beach has been fixed. The other toilet at Geneva Beach will also be worked on as the lid is coming off the commode. RCH has been scheduled to do the crack sealing the week of May 27. The culverts on Eidelweiss Drive have been looked at by Stewart Heath. Stewart Heath recommends that the area be opened wider than the culverts for proper setting. A determination of the work to be done will be made by the Commissioners.

5. Road Review

Klausen Road is discussed. This road will need to be worked on.

6. Water System Planning

The isolation valve installation project planned for the intersection of Appenvel Way and Jungfrau Rd is discussed. Information was obtained at the pre-construction meeting about an existing valve at the intersection of Appenvel Way and Aspen Dr from Stewart Heath. This valve will be located. An attempt to locate existing valves in the District will be done. Documentation is to be developed for all valves located. Data is to be collected and kept so that the Asset Management file can be completed. The collection of data to create the Asset Management file will be discussed further.

An offer to purchase the Lassen SCADA units removed from the system when the new system was installed has been received. The offer is $148.75 for all 7 units. Mark Graffam makes a motion to accept the PLC Center offer to purchase the Lassen units. Ron Sandstrom seconds the motion and the motion passed 3-0. Purchase acceptance is signed.

7. Scheduled Appearances 8. Warrant Articles

The Jungfrau pump replacement is discussed. Target date for installation will be September 16th. Quotes are to be received by June 4th for review by the Board and submission to the Engineer. A target date of June 18th will be used for ordering of the new pumps. Mark Graffam makes a motion to notify the 4 manufacturers that 12 noon on June 4, 2013 is the deadline for submission of quotes. Ron Sandstrom seconds the motion and the motion passed 3-0. The engineer’s approved design will be distributed to the electrician and Iron Mountain for final submission of their quotes for installation.

The all-wheel drive truck is discussed. Fred Gurley has reviewed the information from the two vendors quoting on the outfitting of the chassis. Mike Smith makes a motion to accept the quote from Viking Cives. Ron Sandstrom seconds the motion. Ron Sandstrom voices concern over not being familiar with truck specifications. Mark Graffam states that Fred Gurley has the needed knowledge in this field. A strategy of receiving apples to apples quotes was done and the quotes have been received and reviewed. The process of ordering this truck and dump body has been a learning experience. Motion is called to a vote and the motion passed 3-0.

9. Commissioners Reports

Mark Graffam reports that he met with resident Tom Catino on Saturday morning. The resident has stated that there is a drainage issue in the area with water flowing over his septic system site. No flowing water on or from the road was noted when viewing the area. Water was found to be flowing from a pipe half way down the driveway. The water is believed to be from an underground spring. While viewing the area, resident Tom Catino commented on a viewing of the area by the water operators. Mark Graffam is informed that the office received information on suspicious water flow in the area and the water operators were asked to check for a main break. The notification did not come from the Catino’s. The visit by the water operators confused the homeowners as they were unaware of the report of a possible water line break. The issue of the water flow appears to be a private property issue of drainage for an underground spring on the property. Notification of a visit to a homeowner prior to the arrival of personnel is discussed. All attempts are made to notify a homeowner when an exact

location of a leak is known. Many times the exact address is not known when a potential leak is being checked into. The development of a policy to call ahead is discussed. Mark Graffam makes a motion that when a third party notification is received for a potential water issue, the water operators will not approach a residence without approval. Ron Sandstrom seconds the motion. Ron Sandstrom states that he would like to add “if possible” to the motion citing concern for urgent situations. Motion is called to a vote and the motion failed 1-2. Mark Graffam discusses the beach sand application. The abutter notification was sent last week. The application will continue to be worked on for final submission and approval from NH DES.

Ron Sandstrom reports that he has been working on the ongoing projects Excel list. This will be finished off and submitted for review. The web-site is discussed. Ron Sandstrom states that he would like to have BOC review and approval of postings prior to web-site publication. Ron Sandstrom makes a motion to have the Board of Commissioners review wording prior to posts be placed on the web-site. Mike Smith seconds the motion. Mark Graffam outlines the posting of the Memoriam for E. Peter Craugh written by David Maudsley was time sensitive enough that he honored the request to publish it and placed it on the web-site. Motion is called to a vote and the motion passed 3-0.

Mike Smith reports that he also received comments relating to the Memoriam posting.

10. Signature Items 11. Correspondence

Granite State Analytical has sent the monthly bacteria testing results for the water system. All results are clean and compliant.

The property owner of 23 Oak Ridge Road has requested a review of drainage at this location. Photographs were taken by Mark Graffam. It appears that maintenance is needed for the roadside ditch / swale. Fred Gurley will be asked to review the area and make recommendations of the maintenance to be completed. It is possible that a swale may exist at the edge of the road, but it is currently covered with debris. This area received a lot of damage during the June 2012 rain storm. The ditch will need to be cleaned and checked. Rip-rap stone may be needed. Mark Graffam makes a motion to notify the homeowner that the area was reviewed by 2 Commissioners and that the Highway Foreman will be reviewing the area for maintenance of the ditch line. Mike Smith seconds the motion and the motion passed 3-0.

The NH Municipal Association has sent the weekly Legislative Bulletin.

Garside Construction has sent a quote for the installation of a railing at the stairs outside of Jungfrau pump station and replacement of the door overhang. Mark Graffam makes a motion to approve up to $420 for the work to be completed as quoted at the Jungfrau pump station. Mike Smith seconds the motion and the motion passed 3-0.

12. Administration
The payroll report is presented. Report and time cards are reviewed. Mark Graffam makes a motion to approve payroll at $5,045. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business

A second quote for replacement of the power vent for the DPW building heating system has been received. Mike Smith makes a motion to accept the quote from Bill Wilbur to replace the power vent for the heating system with a standard power vent. Ron Sandstrom seconds the motion and the motion passed 3-0.

14. Other Business

Information on replacement swim docks for the ponds has been sent for review. A different style that more closely resembles the existing swim docks will be looked into. Picnic tables will also be looked into. Nancy Cole states that there a multiple options for long lasting picnic tables. A composite will be looked into in lieu of the concrete options.

15. Public Comments
Motions of 2:30 pm Non-Public Session:

Ron Sandstrom makes a motion to have a document created by Fred Gurley and Nancy Cole for Billy McAdams employee performance review. Mark Graffam seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to postpone any salary action for 3 months. Mark Graffam seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to include the information of the salary action delay in the document. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to grant Fred Gurley the authority to suspend DPW employees for not following directions. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion to have the approved minutes of this non-public session given to Billy McAdams with the performance review document. Mike Smith seconds the motion and the motion passed 3-0.

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

Mike Smith makes a motion to hire Charlene Ingram as beach cleaner at a rate of $13 per hour. Mark Graffam seconds the motion and the motion passed 3-0.

At 5:20 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

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING May 7, 2013

The Board of Commissioners met in the District Office on Tuesday, May 7, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. The meeting was taped by Tim Hughes.

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

1. Agenda

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

Mark Graffam pays tribute to E. Peter Craugh, District Moderator, who passed away on Thursday May 2, 2013. Peter served the VDOE as Moderator for the last two years. Prior to that, Peter served the VDOE as Clerk and water system monitor for many years. Peter was always willing to find ways in which he could assist, which he did in many ways. He will be missed greatly. Mark Graffam makes a motion to allow up to $250 for flowers from the VDOE, with a ribbon to say “The District”. Mike Smith seconds the motion and the motion passed 3-0.

2. Accounts Payable

17 checks for $7,296.26 are presented. Checks and invoices are reviewed and discussed.

Mark Graffam makes a motion to approve 17 checks for $7,296.26. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 4/30 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0-1. Mark Graffam abstained as he was not present at the meeting.

4. Highway Department

Fred Gurley is not in attendance at today’s meeting. A time off request for Fred Gurley is presented for signature. Mark Graffam makes a motion to authorize the time off and sign the form. Ron Sandstrom seconds the motion and the motion passed 3-0.

Work on the backhoe is being completed. Mechanic Mike Parsons has been working on the repairs. A tree that had fallen on Appenvel Way near the top of Lugano has been removed.

5. Road Review

A discussion will be scheduled regarding the culverts on Bern Drive.

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6. Water System Planning

The water system spring flushing will be done next week.

Ron Sandstrom questions the area that will have water services interrupted during the placement of the isolation valve cluster at the intersection of Appenvel Way and Jungfrau Rd. The information will be requested and a notice will be put together for posting.

7. Scheduled Appearances 8. Warrant Articles

The Jungfrau Pump replacement project is discussed. One vendor has not responded to the request for proposal. An alternate vendor has been identified by Water Operator Scott Hayes. Mike Smith makes a motion to pursue the alternate vendor for a quote. Ron Sandstrom seconds the motion and the motion passed 3-0.

The all-wheel drive International is discussed. Fred Gurley will be asked to review the alternate quote from HP Fairfield. No negative feedback on the status of the truck has been received. A target date for arrival of the chassis will be requested from Mike Cloutier of Morrison & Sylvester.

Ron Sandstrom questions if the roads will need to be closed when the chip sealing is being done on Eidelweiss Drive and Appenvel Way. This will be looked into by Fred Gurley. Fred Gurley will also be asked to check on traffic control.

9. Commissioners Reports

Mark Graffam has covered his topics within the other reports.

Ron Sandstrom reports that he is looking into Microsoft Project Manager. The software is expensive, however. An Excel spreadsheet may be used to track projects. Ron Sandstrom will continue to work on this and send information for review.

Mike Smith questions the timing for the spreading of beach sand. Mike Smith makes a motion to postpone the spreading of sand, remove the piles of sand from the beaches, and have the beaches cleaned. Mark Graffam seconds the motion for discussion. Mark Graffam outlines that the US Geological Survey maps required have been obtained. 4 of the 6 tax maps that need to marked up to show the outlines of the intended sand spreading area have been completed and sent to NH DES for review. The abutter notification is being readied and will be sent. The completed application will need to go to the State and the Town of Madison. Mark Graffam would like to continue working on the permitting process. The cleaning of the beaches is still needed and a dock in date should be set. Motion is called to a vote and the motion failed 0-3. Mark Graffam makes a motion to have the docks put in the week of May 14. Mike Smith seconds the motion and the motion passed 3-0. Ron Sandstrom questions the depositing of the trash from the beach cleaning. The DPW may be asked to pick up the bags at the beaches. Mike Smith makes a motion to hire Gloria Aspinall to do the preliminary cleaning and set up of the beaches. Ron Sandstrom seconds the motion. A lead person will still be pursued. Motion is called to a vote and the motion passed 3-0. Mark Graffam makes a motion to advertise the beach cleaner

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position on the bulletin boards, VDOE website and place an ad in the Conway Daily Sun. Position will be posted to entail 7 days a week; 2 hours per day. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion turns to potential time answering questions related to the position from persons who would be too far away to consider actually taking the position. The ad will be placed in the paper should no response be received from the postings within the District.

10. Signature Items 11. Correspondence

Property owner of 23 Oak Ridge Rd has requested a drainage review of the area, claiming that water is entering the property from the road. Discussion is held on the VDOE responsibility of road drainage only with property owners being responsible for property drainage. Ron Sandstrom states the area should be looked at. Mark Graffam and Ron Sandstrom will independently review the area this week for further discussion.

The EPOA has requested to use the Lodge on May 25 for the EPOA annual meeting. Mark Graffam makes a motion to approve EPOA use of the Lodge on May 25. Mike Smith seconds the motion and the motion passed 3-0.

The EPOA has also asked for information relating to the Firewise Program contact. The EPOA will be sent the contact information and requested to set up a date for the program to be presented to residents. Permission has been granted to the EPOA to replace the fence at the scenic overlook area.

Resident Tom Catino has asked if the Commissioners would meet with him on a Monday or Friday as he is not available on Tuesday’s. Tom Catino has recently inquired about the fine for taking repossession of watercraft and drainage on Middle Shore Drive.

The abandoned property currently in possession of the VDOE is discussed. The watercrafts were taken from the canoe racks last November and are available to be auctioned of as unclaimed for the required 180 days. Mark Graffam makes a motion to to auction off the abandoned watercraft May 18th at 9 am at the District Office. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining.

A separate meeting with Mr. Catino will not be approved at this time. Mark Graffam makes a motion to have Tom Catino submit his concerns in writing for the Board to review. Ron Sandstrom seconds the motion and the motion passed 3-0.

UNH Technology Transfer (UNH T2) rescheduled a class that was intended for Fred Gurley and Billy McAdams to attend without notifying the District. Due to the lack of notification, UNH T2 will not be charging the District for the class and the Highway Department personnel will be placed on the waiting list for notification of the next scheduled date.

Local Government Center has sent information relating to the separation of the Boards of Directors for LGC Health Trust and LGC Property Liability Trust.

The NH Municipal Association has sent the weekly Legislative Bulletin.

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12. Administration

Year to date budget reports and account details have been submitted to the Commissioners for review. These will be looked at next week.

13. Old Business

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

The New Building Guide has been sent to Bob Babine, Madison Code Enforcement, for review. Rather than outlining specific information, some of which the Town of Madison controls, it has been recommended that a link to the Madison website be established. This will be looked into.

14. Other Business

Mark Graffam states that he will talk to Tom Catino regarding the information to be sent.

15. Public Comments

At 3:35 pm Mark Graffam makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal 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.

At 3:55 Mark Graffam makes a motion to exit Non-Public session and reconvene the public meeting. 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.

Mark Graffam makes a motion to budget up to $300 to purchase a sign for the front of the office. Ron Sandstrom seconds the motion. Discussion on a plywood sign which has been priced out to replace the letters that were attached to the building front. Motion is called to a vote and the motion passed 3-0.

At 4:05 pm Mark Graffam makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING April 30, 2013

The Board of Commissioners met in the District Office on Tuesday, April 30, 2013. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley (Highway). The meeting was taped by Tim Hughes.

At 2:30 pm the meeting was called to order by Commissioner 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

2 checks for $10,108.04 are presented. Checks and invoices are reviewed. Mike Smith makes a motion to approve 2 checks for $10,108.04. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Minutes

The minutes of 4/23 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

4. Highway Department

Fred Gurley reports that equipment is being worked on. The backhoe repairs are in process. The International and the F-550 have been sent for inspection stickers. The International has passed inspection and is back while the F-550 is anticipated this afternoon. The metal roof is being removed from the old barn in the DPW yard for use over the sander rack. Grader blades are discussed. A carbide system was priced out at $1,800. Fred Gurley has looked into the carbide blades and discovered they will break if they hit a rock in the road. As the VDOE roads have many buried rocks, Fred Gurley is requesting a purchase order for two standard steel grader blades, up to $700. Ron Sandstrom and Mike Smith agree that the standard steel blades will be used for now. Ron Sandstrom signs the purchase order. The backhoe is discussed. Additional work is needed for the front tire and 1 additional piece of steel is needed for the bucket repairs previously authorized. Estimate from Mobile Mike’s is $1,400. Culverts are discussed. Fred Gurley states that he needs five (5) 20 foot lengths of 15 inch culvert. A quote will be requested from Water Industries for the culverts. A resident has stated willingness to donate a small refrigerator. Fred Gurley states it would be used and a nice addition to have a refrigerator in the garage. The person offering donation will be contacted. Fred Gurley adds that 2 boards have been put back into the dam. Mike Smith makes a motion to authorize two grader blades, up to $700 and backhoe repairs up to $1,400. Ron Sandstrom seconds the motion and the motion passed 2-0.

5. Road Review
6. Scheduled Appearances

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7. Warrant Articles

The choosing of a vendor for the outfitting of the new all wheel drive International will be discussed next week.

Additional quotes are anticipated on the Jungfrau Pump Skid.

The number of linear feet (LF) needed for the first phase of the Oak Ridge Road plan will be clarified with engineer Paul Fluet’s office. Mike Carlton of Water Industries will be notified of the actual LF being ordered at this time.

8. Water System Planning

Northeast System Controls Jason Roache has scheduled May 29th for the moving of the antennas on the pump stations and upgrading of the WIN 911 alarm system.

9. Commissioners Reports

Ron Sandstrom reports that some young paddlers were seen with the raft for Boulder Beach in the water. They were directed to bring the raft back to land.

Mike Smith reports that he observed persons parking near the water’s edge and questions placement of the rocks which normally block vehicle entry. The rocks were moved to place the sand onto the beaches for spreading and will be returned.

10. Signature Items 11. Correspondence

The NH Municipal Association Legislative Bulletin has been received and reviewed.

NH Department of Environmental Services has sent notification of funding available for source water protection.

12. Administration

The payroll report is presented. Report and time cards reviewed. Ron Sandstrom makes a motion to approve payroll at $4,536.72. Mike Smith seconds the motion and the motion passed 2-0.

13. Old Business

The new building matrix is discussed. Ron Sandstrom has given feedback on the document.

Mike Smith makes a motion to adopt the matrix as configured by Ron Sandstrom. Ron Sandstrom seconds the motion. Ron Sandstrom discusses having Bob Babine of Madison Code Enforcement review the document prior to acceptance. Mike Smith amends the motion to have the document sent to Madison Code Enforcement for review. Ron Sandstrom seconds the amended motion and the motion passed 2-0.

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14. Other Business

Norm Garside has informed the office that a gallon of Redwood stain is available at Silver Lake Hardware. No specific shade of brown has been discussed. The Redwood stain should complement the green. Mike Smith makes a motion to purchase the Redwood stain for the office entrance. Ron Sandstrom seconds the motion and the motion passed 2-0. Norm Garside will be informed.

Ron Sandstrom requests a budget review for next week. This will be done with the check manifest.

15. Public Comments

At 3:03 pm Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING April 23, 2013

The Board of Commissioners met in the District Office on Tuesday, April 23, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley (Highway). The meeting was taped by Tim Hughes.

At 2:31 pm the meeting was called to order by Chairman Mark Graffam.

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

12 checks for $2,928.22 are presented. Checks and invoices are reviewed. Mark Graffam makes a motion to approve 12 checks for $2,928.22. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 4/9 are reviewed. Mark Graffam makes a motion to accept the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

A full list of the conversion kit equipment that was purchased through Messer Equipment has been received. The balance due to Messer has been reduced to $2,050 from $2,500. The list of parts is reviewed by Fred Gurley. Mark Graffam makes a motion to approve the invoice from Messer Equipment for payment. Ron Sandstrom seconds the motion. The motion passed 2-0-1 with Mike Smith abstaining as he was not involved in this purchase. Mark Graffam discusses Lucerne Drive. There are many pot holes along the travel surface of this road. Drainage for Lucerne is discussed. Fred Gurley states that the sides of the road are raised, so there is nowhere for water to leave the road surface. Ditching the road would help, but there are still significant limits to where the water can be dispersed. Possible use of a dry well at the Sarnen end of Lucerne is discussed. Lucerne could be pitched towards the Sarnen end of the road and water collected within the drywell system. Fred Gurley will view the area. Fred Gurley states that the grader needs a new cutting edge. A purchase order will be completed. A carbide system will also be priced out for comparison. West Bergamo has been worked on. The road was opened up beyond Visp Rd, which will allow additional room for equipment to turn around and winter snow storage. Old Town Rd was also worked on for drainage issues. Two boards were put back into the dam and the water level has risen. The boards will be removed. Mike Smith questions grading Little Shore and Middle Shore. Fred Gurley states that until a new cutting edge is received, the grader will not be effective. The roads will be checked and worked on. Fred Gurley adds that a culvert at the end of West Bergamo was replaced while the road was worked on. A headwall has been built for the

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replaced culvert. The culvert at the top of Lugano was worked on and a headwall built for the inlet side. This culvert may need a headwall added to the outlet side. Fred Gurley will review.

5. Road Review

Fred Gurley reports that the crack sealing company will be in the end of May for the crack sealing of Eidelweiss Drive and Appenvel Way to Jungfrau. Fred Gurley is informed that placement of an isolation valve cluster at the intersection of Appenvel Way and Jungfrau is scheduled for May 20. The crack sealing of Appenvel Way will occur after the isolation valve project is completed. Different types of asphalt that are available for purchase are discussed. Fred Gurley will gather information when the Pike Plant opens next week. Fred Gurley reports that road signs have been straightened out around the District.

6. Scheduled Appearances 7. Warrant Articles

The truck order is discussed. The conflicting information being sent to the office and to Mark Graffam directly from Liberty Truck is outlined. Richard Morrison, owner of Morrison & Sylvester, has stated that there is not an issue with the transmission as specified in the documents. The order has been placed for two weeks and International has not sent notification of a problem with the specifications or a change notice to the specifications. The terms and conditions that were suggested by Attorney Dan Crean were approved by Richard Morrison. A quote has been received from Viking Cives for the outfitting of the new truck’s plow equipment. The quote is lower than H. P. Fairfield’s quote. Mike Smith makes a motion to request best and final numbers from both vendors. Ron Sandstrom seconds the motion and the motion passed 3-0. This will be worked on for review next week.

The Jungfrau pump replacement project is discussed. The first quote has been received for fabrication of the pump skid. Discussion turns to the other numbers needed for this project, including ‘not to exceed’ numbers from Iron Mountain and Conway Electric. These numbers have been requested and will be followed up on. Additional quotes are expected for fabrication of the pump skid. Work will continue on gathering all needed information. The manner in which the pump skid, once on sight, will be moved into the building is discussed. The railroad ties that line the neighboring property are close enough to prohibit bringing the pump skid to the building with a skid steer as originally proposed. A crane may need to be used to move the pump skid.

The number of culverts that will need to be purchased for the Oak Ridge Road plan is discussed. The number of culverts needed will be determined and a quote requested.

8. Water System Planning

The Sodium Hydroxide tank is being worked on. A pulsation dampener is needed. George Thomas, who is working on the chemical injection system, has suggested that two pulsation dampeners be purchased. The second will be a back up should the Sodium Bicarbonate tank dampener need to be replaced and/or a spare for the Sodium Hydroxide tank. Mark Graffam makes a motion to approve the purchase order for two pulsation dampeners at a cost not to exceed $600. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion on the work being completed to the chemical injection system and the life

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expectancy of the tanks, which are approximately 20 years old, is held. The upgrades to the plumbing for the chemical injection system completed within the past year are outlined. The Sodium Hydroxide storage tank will be scheduled for cleaning this fall. A full inspection of the tank could be done at the same time. This will be discussed further. The installation of the isolation valve cluster for Appenvel Way at Jungfrau is discussed. Scott Hayes has recommended a pre-construction meeting. Stewart Heath of R. L. Heath and Son will be asked for availability. Ian Hayes will be asked to attend as he was on sight for the attempted excavation for this valve cluster last fall. An on-sight pre-construction meeting will be set up.

9. Commissioners Reports

Mark Graffam discussed the potential use of a dry hydrant at Reinach by the fire department. Most hydrants are fed by a public water system, so that is not an issue for fire department personnel. The water usage fee is discussed. The contingency number should be reviewed going forward. There are currently 4 unpaid accounts. Discussion turns to the option of reconsidering the 2013 rate. Mark Graffam makes a motion to reconsider the 2013 Water Usage Fee. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the contingency percentage added to the Water Usage Fee. Ron Sandstrom states that the current rate of 5% covers 22 water users not paying their bill. This is significantly higher than the actual number of unpaid accounts. Mark Graffam discusses that reducing the contingency percentage would reduce the overall rate and not have excess funds collected. Mark Graffam makes a motion to reduce the contingency percentage on the 2013 Water Usage Fee to 2%; establishing the 2013 Water Usage Fee at $298.69 with $135,007.20 total to be collected. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom discusses the authorized upgrades to the SCADA system. Scheduling will be followed up on with Jason Roach of Northeast System Controls.

Mike Smith states that he has an issue with the process of a contractor developing specifications for a job and then being awarded that job. Additional bids should be received. Discussion on obtaining bids for varying types of work is held. Ron Sandstrom adds that due diligence for all work is beneficial and that additional quotes could be requested moving forward on smaller jobs. Mark Graffam states that this would be a change of policy from the current policy to pay a contractor for time spent developing a job specification and requesting an estimate for completion of the job as specified. Ron Sandstrom states that he does not see asking for an additional bid as a change of policy.

10. Signature Items

A driveway Permit for Construction renewal has been requested for 17 Middle Shore Drive. The authorization for renewal includes all previous requirements for building on this lot. Mark Graffam makes a motion to authorize the renewal of Driveway Permit for Construction 2011001. Mike Smith seconds the motion and the motion passed 3-0.

11. Correspondence

An email was received from prospective buyers in Eidelweiss regarding road conditions and planned improvements. Response included spring thaw gravel road conditions, planned road

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projects, and the nature of the Village District of Eidelweiss as a municipal entity. The inquiring person was thankful for the information.

Jay Buckley has requested permission to organize the “Valley Pride Clean up Day” project within Eidelweiss. Mark Graffam makes a motion to authorize Jay Buckley to organize Valley Pride Clean up Day within the VDOE. Ron Sandstrom seconds the motion and the motion passed 3-0. Jay Buckley will be informed.

The NH Municipal Association has forwarded the monthly NewsLink magazine Two NH Municipal Association weekly Legislative Bulletins have been distributed.

Local Government Center has forwarded the 2013 edition of “Knowing the Territory”, a survey of municipal laws for local officials.

12. Administration

The Building Order guide that is being developed is discussed. Ron Sandstrom states that he has not yet been able to review the document, but will review and comment for next meeting.

Primex has announced a July 1 date for issuance of revised 2013 Worker’s Compensation policy billings due to the finalizing of the 2013 rate holiday credits for each municipality within this insurance pool. The VDOE will be receiving a credit of $5,728.68.

13. Old Business

A meeting was held with the Federal Emergency Management representative relating to the declared disaster for the February 8 – 10 snow storm. The VDOE is expected to receive $6,559 from FEMA for reimbursement of expenses.

14. Other Business

The middle step on the stairs leading to the office door broke last week. The stairs were rebuilt entirely. A purchase order for $270 for the rebuilding of the steps is presented. Mark Graffam makes a motion to authorize the purchase order. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Jungfrau Pump Replacement loan options are reviewed. A 9 year repayment term would be $14,867 per year. Annual v semi-annual payments are discussed. Treasurer Dinah Reiss will be asked to amortize the annual and total loan savings between the two payment options.

Mark Graffam discusses beach cleaning. Pictures are to be taken of the beaches showing the intended area of spreading sand. Plot plans for each beach are to be included with the application. The application will be worked on for completion.

15. Public Comments

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At 4:40 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters and (e) Legal Matters. Ron Sandstrom seconds the motion. Motion is called to vote via roll call, Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

At 4:58 pm Mark Graffam makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 4:58 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 April 9, 2013

The Board of Commissioners met in the District Office on Tuesday, April 9, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance was Fred Gurley (Highway). The meeting was taped by Tim Hughes.

At 2:32 pm the meeting was called to order by Chairman Mark Graffam.

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

15 checks are presented for review, one check was previously held. Checks and invoices are reviewed and discussed. Mark Graffam makes a motion to approve 15 checks for $4,269.92. Mike Smith seconds the motion and the motion passed 3-0.

3. Minutes

The minutes of 4/2 are reviewed. Mike Smith corrects a sentence for clarity. Mark Graffam makes a motion to accept the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley reports that a third board has been removed from the dam. The beaver grate at the Big Loop culvert has been cleaned. A chain has been added to the grate for ease of cleaning. The area behind DPW I is being readied for a tailgate rack and a plow rack to be built. Steel will be needed for this project. A quote will be requested from Presby Steel. Steel will also be needed for fabricating shoes for the grader. This steel will be included with the requested quote. Fred Gurley adds that no roads have wash out areas. Roads will be checked closely with the forecasted rain. Mark Graffam asks Fred Gurley to check a hole that has developed on Adelboden above a culvert. This will be looked at. The culvert at the top of Lugano needs to have a header built. Fred Gurley will also look at this area. A culvert on Appenvel Way will also be checked as it appears it may be broken. Mark Graffam questions if the department has grade stakes available and is informed they are at DPW II. Mike Smith discusses a prior request to consider a 4 day work week for the department. Fred Gurley voices favor for a 4 day work week stating that the 4 longer work days will allow for completion of a project in lieu of needing to return to a site to finalize the work. Mike Smith discusses coverage for the remaining week day and Fred Gurley responds that it would be covered by whoever was on call and should not create an issue. Ron Sandstrom adds the 4 day work week would be limited to the summer months and does not require a decision at this time. Mike Smith adds that he is gathering input for further discussion.

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5. Road Review

Mark Graffam discusses the timing of developing an agreement with R. L. Heath for the work to be completed on Oak Ridge Road. The agreement will need to include the Storm Water Pollution Prevention Plan (SWPPP) information developed by the engineers. The agreement for the work is targeted to be in place by July.

6. Scheduled Appearances 7. Warrant Articles

The all-wheel drive truck is discussed. An additional quote has been received from Minuteman Truck in MA. Changes were made by the dealership to the specs and outlined at the beginning of the quote. Ron Sandstrom questions if the changes are significant to the truck and Fred Gurley responds that the changes are incidental. Fred Gurley adds that the truck is comparable to the Morrison & Sylvester quote. The quote from Minuteman Truck is higher than the Morrison & Sylvester quote. Ron Sandstrom states that he is comfortable with purchasing the truck from Morrison & Sylvester. Mike Smith states that he is not satisfied as there are not three comparable quotes. Mark Graffam states that the quotes are within the specifications and within price range. A full review has been done. Mark Graffam makes a motion to order the truck from Morrison & Sylvester. Ron Sandstrom seconds the motion and the motion passed 2-1. Ron Sandstrom adds that good effort has gone into this purchase. As the truck will take 90-120 days to be built; a quote from Viking Cives for outfitting the plow equipment will still be pursued for comparison to HP Fairfield’s quote.

Mark Graffam discusses the Jungfrau Pump replacement project. Railroad ties on the neighboring property appear to be in the way of the planned use of a skid steer to move the pump skid into the building. Iron Mountain will be asked to look at the area. Discussion turns to Iron Mountain executing the job details for this project. An agreement including a not to exceed cost estimate are to be developed. Coordination of the electrician and SCADA programmer are to be included. An estimate including a not to exceed number will also be requested from the electrician.

Oak Ridge Road is discussed. Mark Graffam outlines the meeting last week with Madison Town Administrator Melissa Arias. The outcome of the meeting was that it would be best if the VDOE propose to purchase the lot from the Town. Mark Graffam makes a motion to sign a letter to the Madison Selectmen stating a request to purchase Map 109 Lot 047, 6 Saint Moritz Drive, for the Oak Ridge Road drainage plan. An offer to cover back taxes due and administrative fees up to $1,590 will be made. Mike Smith seconds the motion and the motion passed 3-0.

8. Water System Planning

A purchase order for filling the Sodium Hydroxide tank is reviewed. Mark Graffam makes a motion to approve a purchase order for $3,002.68 to Monson Chemical. Ron Sandstrom seconds the motion and the motion passed 3-0. The sump pump at Reinach is discussed. The pump has been worked on by Ian Hayes. The fix that was made is allowing the ground water to flow from the sump pump piping, but has altered the original set up. This will need to be looked at again. Mark Graffam would like to have communication for the valve installation planned for May. Ian Hayes will be asked to mark the excavation area. A detailed plan is to

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be developed. A written agreement with R.L. Heath is needed. Discussion turns to having R.L. Heath raise and re-install the culverts on Eidelweiss Drive. This will be discussed again. The extension that will be needed due to the depth of the pipes for the valve is outlined as a 3 foot extension that will be attached to the pipe in the ground and not a piece that is added to the valve tool. Mark Graffam questions the stability of the system, stating that a protective sleeve which extends to the surface may also be installed. A final review of the installation plan will be completed once the written information is developed.

9. Commissioners Reports

Mark Graffam has covered his items for today.

Ron Sandstrom states that he will be attending the Robotic World Championship with the Kennett High School team next week. He will not be in attendance at the meeting. Ron Sandstrom will sign the letter to the Selectmen prior to the session.

Mike Smith states that he would like to deal with the 4 day work week request within the next few weeks. Discussions are to be held on this matter. Mike Smith discusses tires for the Top Kick. It was stated that the tires needed to be replaced, but no purchase order has been turned in. Fred Gurley will be asked.

10. Signature Items

A Driveway Permit for Construction for Map 109 Lot 019 is presented. The inspection report states a 15 inch culvert is to be placed. The requirement is noted on the Permit. Mark Graffam makes a motion to approve the Driveway Permit for Construction for Map 109 Lot 019. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Construction for Map 109 Lot 192 is presented. The inspection report has no requirements added to the construction plans. Mark Graffam makes a motion to approve the Driveway Permit for Construction for Map 109 Lot 192. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Correspondence

The quote expected from Norm Garside for the repairs to DPW I building has been received. The quote is reviewed and discussed. Mark Graffam makes a motion to accept the quote not to exceed $1,940 including labor and supplies. Ron Sandstrom seconds the motion and the motion passed 3-0.

Granite State Analytical has sent the results of the monthly water system bacteria testing. The results were clean.

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

Jay Buckley has offered assistance in obtaining hose, if needed, for the drainage of the Reinach tanks that was discussed with Engineer Nick Sceggell. Discussion turns to the installation of a dry hydrant style connection that the Madison Fire Dept could use, if

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necessary. The pros and cons of fire dept use of the public water system are discussed. This will not be pursued actively.

A request has been received for permission to park a 20 foot motorcycle trailer for the week of Aug 31 to Sept 7 in a District lot. Discussion determines that the Huttwil parking lot would be the best location for a trailer during beach season. Mike Smith makes a motion to allow the trailer to be parked in the back corner of the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 3-0. Mark Graffam states that there may be construction vehicles parking in that lot during that time period. The requester will be made aware of the road project and potential construction vehicles in the lot. A permit will be sent for display on the trailer while parked.

The NH Municipal Association has sent the weekly legislative bulletin. The NH Municipal Association has sent the monthly NewsLink.
12. Administration
The first quarter water usage has been reported to NH DES.

The VDOE Check Policy is presented for review. Mark Graffam makes a motion to adopt the Check Policy and sign the document. Ron Sandstrom seconds the motion and the motion passed 3-0.

The VDOE Communication Policy is presented for review. Wording is updated. Mark Graffam makes a motion to adopt the Communication Policy as amended and sign the document. Ron Sandstrom seconds the motion and the motion passed 3-0.

The new building order outline has been sent to the Board. The document will be updated and formatted. This document will be revisited.

A time off request has been turned in by Fred Gurley. Mark Graffam makes a motion to approve the time off. Mike Smith seconds the motion and the motion passed 3-0.

13. Old Business

Mark Graffam states that he will begin to work on marking the locations for the spreading of the beach sand with Gloria Aspinall. Discussion is held on the DES requirements for beach sand replenishment. No sand is intended to be placed near the water of the ponds. Pea stone may be a solution to the run off areas at Boulder Beach. This will be discussed with DES. Mike Smith makes a motion to have the discussion with DES and allow up to $100 in pea stone. Mark Graffam seconds the motion and the motion passed 3-0.

14. Other Business

Ron Sandstrom comments on the matching of the paint on the pump stations on Oak Ridge Rd to the houses they sit in front of. Ron voices favor for this practice, stating that they look good. Mark Graffam discusses Oak Station being in need of stain.

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The 2013 Water Usage Fee is discussed. The rate, with a 5% administrative fee, would be $307.34. Mark Graffam makes a motion to set the 2013 Water Usage Fee at $307.34. Ron Sandstrom seconds the motion and the motion passed 3-0.

Treasurer Dinah Reiss has forwarded the initial information gathering for the loan application for the Jungfrau Pump Replacement. No signature line is located. The form will be discussed again with Dinah Reiss.

15. Public Comments

At 4:33 pm Mark Graffam makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) Legal Matters. Ron Sandstrom seconds the motion. Motion is called to vote via roll call, Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mark Graffam makes a motion to sign and send the letter to the AT & T agent requesting a building permit for the Coleman Tower site as recommended by Attorney Dan Crean. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING April 2, 2013

The Board of Commissioners met in the District Office on Tuesday, April 2, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. The meeting was taped by Tim Hughes.

At 2:34 pm the meeting was called to order by Chairman Mark Graffam.

1. Agenda

Mike Smith makes a motion to accept the agenda. Mark Graffam seconds the motion. Mark Graffam adds policies to “other business”. Motion is called for a vote and the motion passed 3-0.

2. Accounts Payable 3. Minutes

The minutes of 3/21 are reviewed. Mike Smith makes a motion to accept the minutes as presented. Mark Graffam seconds the motion and the motion passed 3-0.

The minutes of 3/28 are reviewed. Mike Smith corrects a typographical error in the heading

Mark Graffam makes a motion to accept the minutes as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Highway Department

Fred Gurley is out today. The department treated roads as needed yesterday morning with the small amount of snow that was received. Some sanding was needed. Roads are being checked and watched for water runoff. Trash is being picked up around the District as it is noticed. The ladder for the sander rack has been secured with a cable and padlock.

5. Road Review
6. Scheduled Appearances 7. Warrant Articles

The Jungfrau pump replacement project is discussed. Hampshire Pumps will be in to view the information next week so that they can produce a quote. Discussion turns to adding concrete to the existing pad at the Jungfrau Station. The design calls for 6” of concrete to be added to the existing pad to allow enough room for the new pump skid. Mark Graffam outlines that upon viewing the existing pad, there are pipes that are within 6” of the existing pad. It will be a challenge to increase the size of the pad. The final dimensions that will be needed for the concrete pad will be dependent upon the actual size of the pump skid once manufactured. Ron Sandstrom discusses the design information including items that will not be done at this time; removal of the electric heating system is an example. Mike Smith states that use of a shop drawing should determine the pump size.

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The all wheel drive truck is discussed. Updated numbers for final inclusion of all items listed within the specifications developed have been received. Ron Sandstrom suggests a side by side line review of the two quotes. Numbers and quotes are reviewed. The largest difference in the numbers between the two dealerships is the trade in value of the existing 2009 International. The transmission is noted to be different than requested on one quote. As the Morrison & Sylvester quote contains the requested transmission and warranty it will be focused on. Mark Graffam makes a motion to order the truck from Morrison & Sylvester contingent upon a final review of the information by Fred Gurley and to order the H. P. Fairfield plow and sander set up. Ron Sandstrom seconds the motion. Mike Smith requests an additional quote be obtained for comparison purposes. Mark Graffam outlines that two quotes have been received and due diligence has been done. One company is staying with the specifications as developed, the other is deviating. Ron Sandstrom adds that he would also be in favor of an ‘apples to apples’ quote comparison. Motion called to vote and the motion failed 1-2. Mike Smith makes a motion to go to Vermont & Massachusetts with the Morrison & Sylvester quote for 2 comparison quotes. Ron Sandstrom seconds the motion. Discussion is held on the travel distances that would occur should the truck be purchased in either VT or MA. Motion called to vote and the motion passed 2-1. Discussion on timing for receipt of the additional quotes is held. Mike Smith makes a motion to accept numbers until 4/9/13 for a final review by the Commissioners on 4/16/13. Ron Sandstrom seconds the motion. Ron Sandstrom questions the downside of a 2 week delay. The manufacturers queue is outlined; the effect will be unknown until the order is placed and a delivery date obtained. Ron Sandstrom states that he would like to be able to do a final review and place the order next week. Motion called to vote and the motion failed 1-2. Ron Sandstrom makes a motion to have a comparison number for review by next Tuesday or order the truck from Morrison & Sylvester. Mark Graffam seconds the motion and the motion passed 2-1.

Mark Graffam states that he will be meeting with the Administrator for the Town of Madison to outline the establishment of an easement on the lot on St Moritz that is owned by the Town and included in the next phase of the reconstruction of Oak Ridge Rd.

8. Water System Planning

George Thomas was in Saturday to check the Sodium Hydroxide tank for possible cleaning. After review, George Thomas stated that additional planning and supplies to hold any remaining chemicals will be needed for cleaning the tank. Additional personnel may also be needed. George Thomas has recommended ordering chemicals to fill the tank now and scheduling a cleaning of the tank for the fall prior to the next filling. Scott Hayes, water system operator, has stated that an extension will be needed in order to reach the new isolation valves that are planned for placement at the intersection of Appenvel and Jungfrau. Mark Graffam questions if this will be a tool that needs to be threaded together as that style tool is not always preferable as it may bend at a connection point. No price for the needed tool extension has yet been received. Mark Graffam questions if a hard copy of the specifications and design for the Reinach Tanks has been received. This will be checked into. Mark Graffam discusses acceptance of the design by the Commissioners and a formal procedure for acceptance. Ron Sandstrom states that he is not aware of any formal procedure for accepting a design from the engineer and does not recall doing this on last year’s engineering designs. Mark Graffam states that the final design should be approved and accepted by the Commissioners. Mike Smith adds that the VDOE should approve and accept the design prior to the State review.

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Discussion is held on the NH Department of Environmental Services (DES) review of the designs. DES does not approve designs; they only review them and make recommendations. No stamped approval is done by DES. Mark Graffam reiterates that the Commissioners will review the final design for approval and acceptance by the VDOE.

9. Commissioners Reports

Mark Graffam reports that the pallet of Sodium Bicarbonate bags is in the DPW garage. One bag will be carried to the chemical injection room for use tomorrow. The pallet will be moved into the water system chemical injection room. The beavers are active and are preparing to begin their attempt to block the culvert at Big Loop. A chain is to be placed onto the beaver grate for ease of removing the grate for cleaning. The DPW will be asked to review the area. Mark Graffam met with contractor Norm Garside. An estimate is expected for this building and for replacement of the overhang for the door at Jungfrau Station.

Ron Sandstrom discusses the outhouses at the beaches. The outhouses were pumped in the fall, but have not yet been cleaned for the 2013 season. This is generally not done until May. Mark Graffam adds that the whirl-a-way system for cleaning the culverts could be used to clean the outhouses. The DPW will be asked to handle this.

10. Signature Items 11. Correspondence

Information relating to a requested building permit for the Coleman Tower Site is reviewed.

Mark Graffam makes a motion to send the information to Attorney Dan Crean for review. Ron Sandstrom seconds the motion and the motion passed 3-0.

The NH Municipal Association has sent the weekly legislative bulletin.

12. Administration

The payroll report is presented. Report and time cards are reviewed. Mark Graffam makes a motion to approve payroll at $5,392.15. Ron Sandstrom seconds the motion and the motion passed 3-0.

13. Old Business 14. Other Business

The water usage daily report for March is reviewed. Ron Sandstrom graphed the data.

VDOE policies are discussed. Two additional policies were discussed for development last week. Mark Graffam makes a motion to create a policy that all checks received are deposited as soon as possible. Any checks not deposited within 6 business days of receipt are to be reported to the Board of Commissioners in a memo stating why the check has not been deposited. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mark Graffam makes a motion that all communications regarding water hook-ups; drainage; and driveways be communicated in writing by the Board of Commissioners.

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Ron Sandstrom seconds the motion. Discussion on procedures is held. A form or form letter will be developed for water hook-up acceptance. Mike Smith suggests a matrix be developed for the entire building procedure. An outline which is used by Nancy Cole is shared with the Board. This will be sent to the Commissioners for additional review and discussion on development and publication of a matrix. Additional discussion on removal of nonspecific procedures and the closing of areas where persons can misinterpret a spoken statement is held. Motion called to vote and the motion passed 3-0.

15. Public Comments

At 4:08 pm Mark Graffam makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING March 28, 2013

The Board of Commissioners met in the District Office on Thursday, March 28, 2013. In attendance were Commissioners Mark Graffam, Ron Sandstrom and Mike Smith. Also in attendance were Fred Gurley (Highway) and Nick Sceggell (Engineer). The meeting was taped by Tim Hughes.

At 2:42 pm the meeting was called to order by Chairman Mark Graffam.

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

14 checks for $11,296.11 are presented. Checks and invoices are reviewed. Check to Garside Construction will be held pending receipt of the estimate. Mark Graffam makes a motion to approve 13 checks for $11,196.11. Mike Smith seconds the motion and the motion passed 3-0.

Reimbursement for time spent outside normal business hours is discussed. Mark Graffam makes a motion to pay Nancy Cole $75 for attending the meeting held last Saturday morning. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Minutes
4. Highway Department

Fred Gurley reports that roads are being raked where possible. This should help alleviate some of the potholes. A quote has been received from the company that will be doing the crack sealing for Eidelweiss Drive and Appenvel Way to Jungfrau. The estimate is for one pallet of materials to be used and is for $6,000. The primary requirement for the crack sealing to be done is that the road is dry. Fred Gurley recommends the end of April at the earliest for scheduling this work. Discussion is held on the area of Eidelweiss Drive near the entrance sign. This area has been heavily crack sealed in the past. A recommendation to remove that section of pavement has been received. It is unclear if that area is included in the $6,000 quote. Fred Gurley will meet with the contractor again prior to finalizing the schedule. The month of May will be the target for the work. The chip sealing of the roads will follow the crack sealing. If possible, the chip sealing will be scheduled for June so that it is completed prior to the July 4th holiday. Line painting of the stop lines will be scheduled once the chip sealing is complete. Mark Graffam discusses the purchasing of asphalt. Shoes are to be made for the grader and backhoe. Steel will be needed. A wing plow rack is also desired. This can be fabricated from steel tubes; three one inch x two inch square tubes twenty feet in length and one one inch x one inch square tube twenty feet in length will be needed to fabricate the rack. Presby Steel will be contacted for a quote. A tail gate rack will also be looked into for fabrication. Fred Gurley will work on establishing what would be needed to make this rack. Fred Gurley reports that Aspen has been raked and smoothed. The meeting held last

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Saturday with Bartlett Road Agent Travis Chick, Fred Gurley, Mark Graffam and Nancy Cole is discussed. This was a productive two hour meeting to review the specifications for the new truck to be ordered. Every detail was reviewed. Recommendations from Travis Chick will be incorporated for updated quotes.

5. Road Review
6. Scheduled Appearances

Nick Sceggell – see water system planning.

7. Warrant Articles

A contract will be developed for the planned work to Oak Ridge Road this fall.

The valve cluster placement planned for the intersection of Appenvel Way and Jungfrau Rd is discussed. As the valves will be 11 feet underground, a different tool for turning these valves may be needed. The importance of having the water system operators physically present during the install is discussed. Water operator Iron Mountain will be contacted for input.

8. Water System Planning

Engineer Nick Sceggell is scheduled to join the meeting to discuss the Reinach Tank design. Prior to his anticipated arrival time, the Jungfrau pump replacement is discussed. The engineered drawings call for 6” of concrete to be added to the existing pad upon which the pumps will sit. Engineer Nick Sceggell states that the actual skid, once made, may fit on the existing pad. Dimensions of the pump skid will vary depending upon the manufacturer. Mark Graffam discusses concern over the potential differences between the size of the pump skid and the size of the existing pad. The pad may need to be added to. Nick Sceggell adds that the size of the concrete pad was not discussed at the Jungfrau pump replacement construction meeting. Discussion turns to the items within the design that will not be pursued at this time; including removal of the electric heat and installation of the control panel. Nick Sceggell suggests that a design update can be done to remove those items. Engineer Paul Fluet could complete the update in May. Input from the electrician and SCADA programmer is also needed for alterations relating to the connection of the existing control panel. Ron Sandstrom questions if an updated design would be needed prior to sending the information to manufacturers for quotes on the building of the pump skid. The ability to work with field review information for the electrical work is discussed. Mark Graffam outlines the budget and need for coordination of all contractors involved. The input from the SCADA programmer is needed to outline what connections will be needed for use of the existing control panel. The electrical work could be done via field review changes that are approved by the engineers. Decisions will be made as the project progresses. Quotes for the building of the pump skid are to be pursued.

The Reinach tank design has been submitted to Rick Skarinka of NH DES Drinking and Groundwater Bureau for review. Mr. Skarinka is recommending that a way to drain the tanks other than the distribution system be added to the design. Mark Graffam states that there is a high level of concern over draining thousands of gallons of water from the elevation of the Reinach tank site. Regardless of the rate in which the tanks were to be drained, putting 10,000 or more gallons of water down the Bridal Path would create erosion and damage. The

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sump pump drainage system that exists is for moving groundwater across the road and was not meant to be used as drainage for a tank. Ron Sandstrom discusses the recent failure of the check valve at Muddy Beach and questions if that would be a possible release site for draining a tank. This would still involve the distribution system so this option would not satisfy that DES requirement. The requirement for a drain other than the distribution is discussed. Nick Sceggell outlines that there is a DES administrative rule for systems which requires a drain. No other specific information is found within the DES rule. Mark Graffam questions if something could be added so that the tank could be drained into a truck. Nick Sceggell states that this could be done and agrees that flooding of the Bridal Path is far too high risk. Additional discussion will be had with Rick Skarinka of NH DES. Mark Graffam makes a motion to to update the drawings to include valves and piping as needed to drain the tank be added to the bottom of the tank for pumping out if necessary. Ron Sandstrom seconds the motion and the motion passed 3-0. Nick Sceggell adds that the drain will be similar to that of a dry hydrant.

The Water System Chemical injection room is discussed. Input from George Thomas will be followed up on prior to additional communication with manufacturers relating to the replacement of the failed dampener unit. Mark Graffam adds that the Sodium Hydroxide tank is getting low. George Thomas will be asked if the tank should be cleaned now or refilled. If the tank is going to be filled now, a Purchase Order will be completed for ordering of the Sodium Hydroxide. The Jungfrau pump station is discussed. The weather stripping over the door has been repaired. The contractor has stated that he overhang for the door was not properly installed and cannot be repaired as the wood is already rotted. Mark Graffam makes a motion to obtain an estimate from Norm Garside to replace the door overhang. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Commissioners Reports

Mike Smith discusses electrical pricing. Recent increases in PSNH charges may make alternate providers more competitive. Mike Smith makes a motion that potential price savings be checked into for the electric bills. Mark Graffam seconds the motion and the motion passed 3-0.

10. Signature Items 11. Correspondence

The furnace in the DPW/office building has been serviced. A quote has been received for replacement of a bad part which was noted by the technician. Mark Graffam makes a motion to obtain a second quote. Ron Sandstrom seconds the motion and the motion passed 3-0. Bill Wilbur will be contacted for an estimate.

The payroll company, In Addition, has sent notification of a price increase that will take effect on April 1. This is the first increase in charges since the District has been using their services (2008).

Information relating to the Presidential Declaration of Disaster for NH counties for the storm of February 8 – 10, 2013 is reviewed. A meeting will be attended on Friday, April 5, for instructions on filing for reimbursement of expenses related to the storm.

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

At 2:00 pm Mark Graffam calls the meeting to order. Mark Graffam makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employee matters, (d) property matters, and (e) legal matters. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

At 2:42 pm Mark Graffam makes a motion to recess the Non-Public session until the end of the Public meeting. Ron Sandstrom seconds the motion and the motion passed 3-0. The Public portion of the meeting is called to order.

At 4:45 pm Mark Graffam makes a motion to reconvene the Non-Public session. Mike Smith seconds the motion. Motion is called via roll call vote; Mark Graffam yea, Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

A policy for depositing of all checks received within 7 days will be implemented. Nancy Cole’s employee review will result in a 3% salary increase.

At 5:00 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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