2017-05-27 Commissioners Meeting

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/07/CM052717.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 27, 2017

The Board of Commissioners met at the Lodge at 10:00 am on Saturday, May 27, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. The Board was present as guests of the Eidelweiss Property Owner’s Association (EPOA) for the EPOA Annual Meeting.

At 10:15 am the meeting was called to order by Chairman Mike Smith.

A presentation is given to the EPOA members present, approximately 40 people. (Presentation is included at the end of this document.)

Discussion is held regarding ongoing projects and planned projects for both roads and water. The development of a Capital Improvement Plan for the District’s assets is discussed. This tool will assist the Commissioners now and in the future to better plan for the needs of the District. Challenges in funding will need to be addressed to meet the needs of the roads and water system in future years.

At 11:15 am 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

Presentation:
BOARD OF COMMISSIONERS UPDATE
May 27th 2017
Introduction and Goals
•Welcome
•The goal of this meeting is to provide an update on projects and initiatives on going in the village district.
•We hope you find this meeting informative.

Agenda
•Official District Website
•On going District Initiatives / Challenges
•Asset Management Committee Update
•Boat Storage Discussion
•Questions and Answers

District Website -- https://vdoe-nh.org
Ongoing Initiatives
•On going District Initiatives / Challenges
•DPW Staff - Completed 2 additional classes on Road Maintenance salt application techniques.
•DPW:
•Road Maintenance
•Ditching to improve drainage and reduce road maintenance
•Continuing our 4 year cycle for grading 11.1 miles of unpaved roads
•Crack Sealing and Asphalt Repairs
•New truck mounted hot crack seal tool ordered.
•3 years of road maintenance records
•Culvert Cleaning and Repair
•With 195 culvers now identified and tagged the DPW team will identify and address specific culverts needing replacement and those that need cleaning.
Ongoing Initiatives
•Water System Initiatives / Challenges
•Multiple Leaks located and fixed in the past 2 years.
•This trend needs to be corrected.
•Leaks that are visible from the surface are easy to locate.
•Leaks below the surface are a challenge to locate.
•District System lacks documentation:
•Incomplete maps showing the location of the water mains.
•Depth of pipes,
•Size and material.
•Location of isolation valves (25 originally recorded; 147 located).
Ongoing Initiatives
•Water System Initiatives / Challenges
•Higher than average water usage since December
•Engineering review and plan for leak detection.
•Established the need for calibration and additional meters to be installed to enable under-ground leak detection.
•Meters are ordered and will be installed in the next 30 days.
•The plan is to check for leaks at locations in the water system that have documented connections back to Reinach tanks and measure for water loss.
•This plan will not cover the complete water system.
•The challenge is to locate underground leaks within the water system.
Ongoing Initiatives
•Water System Initiatives / Challenges
•Muddy Beach
•Muddy Beach is an important secondary source for the water system.
•Wells were repaired, checked and new well pumps installed.
•As-built drawings show the depth of the pumps (This is new)
•Transducers were installed to measure water levels.
•While transducers were running, it appears that both wells are linked.
•Lightning strike damaged transducers.
•New transducers with proper lightning protection are scheduled for installation prior to July 1.
•Muddy Beach pump station is running on 1 of 2 pumps and is scheduled for phase 1 repair this summer.
•Phase 2 is scheduled for next year.
Ongoing Initiatives
•Water System Initiatives / Challenges
•Aging Water Tanks
•Plan has been proposed and approved to begin moving forward with the examination and possible lining of 2 of the 7 water tanks; one at Reinach and the Jungfrau tank.
•Reinach Pressure Zone
Engineering for creation of this pressure zone is being worked on for correction of pressure issues for higher elevations near Reinach station.
Asset Management
•Volunteers make a difference.
•Great Progress with more coming.
•Data Collection and the creation of permanent records.
•Mapping, GPS location and Condition Assessment
•Isolation Valves (147, GPS, Mapped)
•Curb stop valves (465, GPS, Mapped)
•District Culverts (195, GPS, Condition Assessment).
•District Punch out Locations (32, GPS from nearest Culvert)
•Planning Tools
•Development of a Capital Improvement Plan listing and prioritizing capital needs for the District with recommendations on establishing saving needs to create a multi-year budgeting model.
Storm Water and Salt Impact
Reduction of road salt usage under evaluation
For next winter season will have a demonstration of the use of brine
Potential reduction and cost savings
Proposal for storm water management coming from engineer
Boat Storage Discussion
•Consider updating the Beach Ordinance:
•Current:
•First come; first served
•April 1 to November 11
•Removal of obstructing watercraft
•$100 fine if watercraft impounded
•Proposed:
•First come, first served basis
•Limit to one space per household
•Registration of space required within 7 days
•Removal of obstructing and unregistered watercraft
•$100 fine if watercraft impounded
Improving the Village
•Report Issues to the district office when noticed.
•office@vdoe-nh.org
•Commissioner position essentially a volunteer effort
•Open communications beneficial
•Hopefully criticism can be constructive and include options for alternative actions
•All are welcome. This applies to everyone, not just voters.
•If you have a concern, report it to the office or come to a Commissioners meeting to discuss it. We will be happy to listen and learn from all issues reported.
•Questions
Thank you