[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/AssetMngmnt031316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
March 13, 2016

The Asset Management Committee met at 10:00 am on Sunday, March 13, 2016. In attendance were Committee members Jay Buckley, Dinah Reiss, Nancy Cole, Tommy Gunn and Mike Smith.

At 10:00 am the meeting was called to order by Chairman Jay Buckley.

Dinah Reiss makes a motion to approve the agenda. Mike Smith seconds. Motion passed 5-0.

The minutes of Feb 13 are reviewed. Mike Smith moves to accept the minutes as presented. Dinah Reiss seconds. Motion passed 5-0.

Remaining curb stop valves to be located are discussed. Mike Smith states that postcards will be included with the water bill for the 32 no finds. Mike Smith outlines the ability to inform the water users of the status of the Asset Management Committee via an insert in the water bills. Drafting wording for review and submission to the Commissioners is discussed. Dinah Reiss and Nancy Cole will work on an initial outline for review. The Committee members will handle the locating of the remaining curb stop valves.

Remaining isolation valves to be located are discussed. Mike Smith informs the team that the Commissioners have approved up to $1,500 for additional work on isolation valve locating. Discussion is held on funding this project as a priority and funds expected to be available should DES reimbursement continue to be withheld. Mike Smith makes a motion to put isolation valve location information as a priority for funding from Asset Management funds. Tommy Gunn seconds. Motion passed 5-0.

A bleeder location information sheet has been drafted by Jay Buckley. The sheet is reviewed and discussed. Any recommendations for alterations will be sent to Jay.

A blow off valve location information sheet has been drafted by Jay Buckley. The sheet is reviewed and discussed. Any recommendations for alterations will be sent to Jay.
Both sheets will be shared with water operator Ian Hayes.

The status of the maps is discussed. The remaining time frame of 1.5 months to submit information to NH DES as a deliverable product per the Grant requirements is discussed. Mike Smith will contact Chad Roberge of Terra Map/Avitar Associates with Nancy Cole following tomorrow’s Commissioner’s meeting. The status of the maps, any issues with map production and the ability to add a layer showing the outlines of the houses for developed lots will be discussed.

Culvert tags are discussed. Tag materials and designs are discussed. Wording that could be placed on the tag, such as VDOE and Do Not Remove is discussed. Tommy Gunn will look into available options and make a recommendation. Nancy Cole will place the order for the tags once design is final. Tags will be ordered numbered 1 – 200 in duplicate. Mike Smith makes a motion to approve up to $400 for tags. Nancy Cole seconds. Discussion ensues on additional information to be obtained prior to final pricing. Motion passed 5-0.

Hiring of Gloria Aspinall for culvert data collection is discussed. Nancy Cole makes a motion to recommend to the Board of Commissioners the hiring of Gloria Aspinall for road culvert data collection at a rate of $7 per sheet. Mike Smith seconds. Motion passed 5-0.

The information from Luis Adorno of NH DES on the need to submit deliverables as outlined in the Grant request in order to receive reimbursement for expenditures is discussed. The initial Grant request is reviewed; specific focus is paid to statements of intended accomplishments. Many of these items are not clearly defined, but do state that condition of all assets and remaining life expectancy of these assets would be included in the final information. The level of detail for this information that DES will consider acceptable will be questioned. A draft for alteration of the scope of the project will be created. Jay Buckley and Nancy Cole volunteer to work on the initial draft for distribution to the group. Questions will be listed on submittals, partial payments, risk analysis detail level needed, and assessment criteria details. After review and editing by the Asset Management Committee, the draft will be submitted to the Commissioners for approval and submission to NH DES. Discussion ensues on submitting directly to NH DES by the Committee with a copy to the Board. The response from DES, and further actions that may be needed, will be summarized and submitted to the Commissioners when received. Mike Smith makes a motion to have Jay Buckley champion the submission of the correspondence to NH DES. Dinah Reiss seconds. Motion passed 5-0. Jay Buckley will submit the initial draft in the next three days.

The next meeting will be held Saturday, March 26 at 9 am.

At 11:10 am Tommy Gunn makes a motion to adjourn the meeting. Dinah Reiss seconds. Motion passed unanimously.

Respectfully submitted,

Nancy Cole
Committee Member