2014-07-28 Asset Management Meeting

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/11/Asset-Mngmt-072814.pdf"]VILLAGE DISTRICT OF EIDELWEISS
ASSET MANAGEMENT COMMITTEE MEETING
July 28, 2014

The Asset Management Committee met in the District office at 10:10 am on Monday, July 28, 2014. In attendance were Committee members Larry Leonard, Jay Buckley, Nancy Cole and Larry Sodano. [expand title="More Text"]

At 10:10 am the meeting was called to order by Larry Leonard.

The Asset Management Action list is presented and reviewed.

Water operations and water monitoring are outlined and discussed.

The Water System Master Plan is discussed. Recommendations within the Master Plan are to be reviewed for implementation. The project plan for the water system is outlined.

Existing maps are reviewed. Protection of the information regarding valve locations, including curb stop valves, is discussed. Categorizing of the information on hand is needed to determine the areas with the most need for review and updating. Plot plans for deeds located at the Carroll County Registry of Deeds could be used for determining the accuracy of the information on hand. The Town of Madison will be checked with for existence of the original Great Northern development plan maps.

Jay Buckley states that he has met with a local surveyor who is willing to give the VDOE a quote for asset management information. The surveyor has stated that when surveying lots any identified curb stop valves and telephone poles are recorded as landmarks within the survey. The surveyor states that he has much of the information that the VDOE is currently trying to create. Discussion on attempting to identify the percentage of information the surveyor is in possession of is held. Discrepancies have been noted between sets of maps. The cost of the information and maps available is discussed. A meeting could be scheduled with the surveyor for presentation of information samples and discussion on amount of information available and cost for that information. Jay Buckley will work on establishing this meeting.

Discussion is held on software options, compatibility of software, and ability for users to access and update information. Keeping the information in a simple format that is usable is advised. Discussion turns to the use of the Town of Madison map and lot number as the primary identification for each lot within the VDOE when compiling information. Use of names, or linking any information to a property owner, is cautioned against secondary to the amount of homes which sell each year.

Schematics of each pump house are being created by hand at this time. Maintenance scheduling and recording of preventative maintenance is discussed. Planning for future replacements of parts, including pumps, motors and pipes, is needed.

On-line information on GIS mapping and asset management strategies is available. Committee members are encouraged to view this information independently.

Next meeting will be held August 11, 2014 at 10:00 am.

At 12: 25 am Larry Leonard makes a motion to adjourn the meeting. Jay Buckley seconds the motion and the motion passed unanimously.

Respectfully submitted,

Nancy E. Cole
Committee member
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