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VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
January 9, 2016

The Asset Management Committee met at 9:00 am on Saturday, January 9, 2016. In attendance were Committee members Jay Buckley, Dinah Reiss, Nancy Cole, Commissioner Ron Sandstrom and Commissioner Mike Smith. Larry Sodano participated via telephone.

At 9:00 am the meeting was called to order by Chairman Jay Buckley.

NH DES has sent a denial of the VDOE 2016 Asset Management Grant application. Discussion is held on using the available funds through May 31, 2016. Mike Smith states isolation valve locating will resume late March or early April with Scott Hayes or Ian Hayes. Information relating to the location of curb stop valves for properties where valves were not located will be included in the water billing for those properties. Discussion turns to locating of valves and assessing the conditions of all valves. Locations will be determined as current priority.

Jay Buckley makes a motion to request the Board of Commissioners place a Warrant Article on the 2016 Warrant for authorization of expenditure of VDOE portion of Asset Management funds beyond the expiration of the Grant on May 31, 2016 in the amount of $5,000. Ron Sandstrom seconds the motion. Discussion on use of Unassigned Fund Balance and cash flow is held. Motion passed 6-0.

Cost for mapping of the water system valves is discussed. Using funds that are available for the initial creation of the map as a priority is discussed. Discussion ensues on applying to the Grant for reimbursement of volunteer hours as in-kind matching funds. Using these hours for in-kind match can maximize the dollars from the Grant for the VDOE. Mike Smith makes a motion to send a bill to the Grant for volunteer hours through 12-31-15. Jay Buckley seconds the motion. Discussion on hours for 2016 being calculated for submission prior to May 2016 is held. Motion passed 6-0.

The sample map that has been received from Chad Roberge of Terra Map/Avitar Associates is reviewed. The street address for each location should be added. The latitude and longitude numbers should be added. Isolation valves, with latitude and longitude numbers should be added. Ron Sandstrom makes a motion to send an email to Chad Roberge requesting inclusion of street address, latitude and longitude numbers, and lot type added as layers. Nancy Cole seconds the motion. Motion passed 6-0. Ron Sandstrom makes a motion to send Chad Roberge the isolation valve information, once downloaded, for inclusion with latitude and longitude numbers and a note field. Nancy Cole seconds the motion. Motion passed 6-0.

Mike Smith makes a motion to add new resident Tom Gunn to the Asset Management Committee. Jay Buckley seconds the motion. Motion passed 6-0.

Mike Smith makes a motion to assign the task of obtaining tags for the road culverts to Nancy Cole. Nancy Cole seconds the motion. Motion passed 6-0.

A master list of all valves in pump houses, with direction of control, will be developed.

At 10:30 am Mike Smith makes a motion to adjourn the meeting. Jay Buckley seconds. Motion passed unanimously.

The next Asset Management meeting will be January 30, 2016 at 9 am.

Respectfully submitted,

Nancy Cole
Committee Member