[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/11/Asset-Mngmnt-081114.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
August 11, 2014

The Asset Management Committee met at 10:27 am on Monday, August 11, 2014. In attendance were Committee members Larry Leonard, Jay Buckley, Dinah Reiss, Larry Sodano and Nancy Cole. Also in attendance were Commissioners Ron Sandstrom and Mike Smith, Dave Douglas and Wes Smith of Thorne Surveyors, Joe Rosenberg (resident) and Art Tucker (resident). The meeting was taped by Tim Hughes. [expand title="More Text"]

At 10:27 am the meeting was called to order by Chairman Larry Leonard.

Jay Buckley introduces Dave Douglas and Wes Smith of Thaddeus Thorne Surveyors. Dave Douglas discusses the collection of information within the VDOE and the tying of this information to GPS coordinates. Approximately 10% of the District lots are surveyed on the State Plane Coordinates. Discussion on determining the location of the roads based on lots surveyed to either side of a road is discussed. Marking and location of isolation valves is discussed. The evolution of information as additional lots are surveyed is outlined and discussed. Existing markers for neighboring properties that have been surveyed are checked for with each new survey completed. Use of GPS and difficulties obtaining line of sight to a satellite under the tree canopy of the District is discussed. Software is discussed. Multiple options are available. The ability to build the data onto overlays of the base map is discussed. Gathering of information on the water system, including curb stop valves, isolation valves and water mains is discussed. Existing information is outlined. Wes Smith outlines that the base information and map could be supplied and the VDOE could update and add the text as a means of making the project less costly. Discussion turns to varying GPS devices and the price range for those devices; up to $10,000. The need to obtain a “price for a price” is discussed. The information on hand would need to be made available to Thorne Surveyors. This would be generally reviewed and categorized so that a determination of the amount of information to be obtained could be made. Thorne Surveyors would submit a price to do this determination which, if approved, would result in an estimate to produce the maps. The creation of the initial maps as the largest cost in an asset management program is discussed. Dave Douglas states that a sample section of Eidelweiss Drive could be completed to show the base information and establish general costs that will be incurred with the creation of an asset management database and maps. The information that would be initially reviewed would include the VDOE maps from Fluet Engineering Associates, information on file with Thorne Surveyors, the .pdf database of curb stop valve locations and other documents pertaining to the location of assets. The need for establishment of a budget for asset management annually is outlined and discussed. The need to fund over a number of years and continually update and verify the accuracy of all included information within the asset management system, once developed, is discussed.

At 11:55 am Jay Buckley makes a motion to adjourn the meeting. Larry Sodano seconds the motion and the motion passed unanimously.

Respectfully submitted,

Nancy E. Cole
Committee member
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