Summary: All credit and debit cards issued to Village District of Eidelweiss must be kept in secure area with in the office when not in use. No employee or elected official will be allowed to keep a VDOE card in their personal possession beyond the business day in which the card is obtained from the office.
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/Credit-and-Debit-Card-Policy.pdf"]
Summary: All checks received by the Village District of Eidelweiss are to be deposited as soon as possible In accordance with NH RSA 41:29 receipts of pver $1 ,500 in any day are required to be turned over to the custody of the Treasurer on the date of receipt.
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/Check-Deposit-Policy.pdf"]
Summary: It is the policy of the Village District of Eidelweiss that no elected official or their families financially benefit from their roles above and beyond the established compensation for that elected position.
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/Elected-Officials-Comp-Policy.pdf"]
[gview file="https://vdoe-nh.org/wp-content/uploads/2016/07/Fund-Balance-policy.pdf"]
Summary: This is the VDOE employee handbook.
[gview file="https://vdoe-nh.org/wp-content/uploads/2016/07/EmployeeHandbook-June-2016.pdf"]
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/VDOE-EPOA-MEETING-MAY-28-2016.pptx"]Presentation by Board of Commissioners to the Eidelweiss Property Owner's Association (EPOA) May 28, 2016.
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/AssetMngmnt052716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
May 27, 2016
The Asset Management Committee met at 2:30 pm on Friday, May 27, 2016. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Jay Buckley, Larry Sodano, Commissioners Ron Sandstrom, Mike Smith and Larry Leonard.
At 2:30 pm the meeting was called to order by Chairman Jay Buckley.
The financials to be submitted to NH DES for reimbursement of expenses are reviewed. Jay Buckley’s hours will be increased by three for time spent reviewing maps. Two typographical errors will be corrected. Document will be signed at Board of Commissioners meeting next week.
The ‘deliverables’ that have been referenced by Luis Adorno of NH DES as the missing component for receipt of reimbursement were outlined to Larry Leonard and Nancy Cole when Luis Adorno came to the District on Tuesday, May 24. Discussion is held on this visit by Mr. Adorno, which was arranged by committee member Jay Buckley without informing the team, office or Commissioners prior to Tuesday.
As explained by Luis Adorno, there are four areas of information that need to be submitted to NH DES in the form of a single project document. The four areas are outlined and discussed.
Asset Inventory – Larry Leonard and Jay Buckley will draft this section using screen shots of the collected data and information on hand from the data collection activities and initial Grant application.
Level of Service – Nancy Cole will draft this section with information contained within the annual Water CCR and VDOE Water System Emergency plan. Larry Sodano will add a critical assessment section to supplement this section.
Rate Assessment – Larry Leonard will draft the primary wording for this section. Information within the Master Plan, annual establishment of water rates, funding options including existing reserve funds, and improvements completed as well as pending for future years will be highlighted. Mike Smith recommends using Water Advisory Board Five year plan previously established as a guide. This plan included:
Jungfrau to Reinach water main replacement – completed
Jungfrau pump replacements – completed 2015/2016
Muddy Beach upgrades – rehab of wells in process
Summit water lines – leak detection survey completed May 2016
Bern to Huttwil loop connection – future plan
SCADA upgrades – ongoing and additional needed in future
Tanks – future plan
Off peak programming – programming being done for implementation
Customer Outreach – Nancy Cole will draft this section with sample slides from presentations given at EPOA meetings and VDOE Annual Meeting.
Luis Adorno has granted a small extension for submission of this document which is now due to NH DES by Friday, June 3.
Jay Buckley makes a motion to coordinate all communication through the office. Ron Sandstrom seconds the motion. Discussion ensues. Motion passed 8-0.
Jay Buckley makes a motion to allow edit and approval of the document by email. Nancy Cole seconds. Motion passed 8-0.
The next meeting will be held Saturday, June 11, 2016 at 9 am.
At 3:35 pm Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds. Motion passed unanimously.
Respectfully submitted,
Nancy Cole
Committee Member
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/AssetMngmnt051416.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
May 14, 2016
The Asset Management Committee met at 9:00 am on Saturday, May 14, 2016. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Commissioner Ron Sandstrom and Commissioner Mike Smith. Jay Buckley participated telephonically.
At 9:00 am the meeting was called to order by Dinah Reiss.
Dinah Reiss makes a motion to approve the agenda. Mike Smith seconds. Motion passed 5-0.
The minutes of April 16 are reviewed. Mike Smith moves to accept the minutes as presented. Dinah Reiss seconds. Motion passed 5-0.
Ron Sandstrom makes a motion to call Jay Buckley. Dinah Reiss seconds. Motion passed 5-0.
Establishing a date to complete the curb stop valve location project is discussed. Discussion is held on taking advantage of additional homeowners being in the District on Memorial Day weekend who may be able to assist in the locating of their valves. Dinah Reiss and Nancy Cole will establish a date to finish the locating. This effort can be discussed with residents at the upcoming EPOA meeting. Removal of the orange flags placed at curb stop valve locations is discussed. The need to remove them is questioned. Ron Sandstrom makes a motion to place a notice on the website stating what the flag is and requesting homeowner’s remove the flag. Dinah Reiss seconds the motion and the motion passed 5-1.
Remaining isolation valves to be located are discussed. Mike Smith informs the team that he has not had a response from Scott Hayes and will be scheduling water operator Ian Hayes for the remaining areas of the District.
Ian Hayes has completed the documentation of the bleeder valve locations.
Ian Hayes will complete the blow off valve documentation while completing spring flushing which is scheduled for May 23.
Printing of maps with the isolation valve information for review is discussed. Mike Smith makes a motion to have a set of maps printed with isolation valves and associated information. Ron Sandstrom seconds the motion. Motion passed 6-0. Mike Smith makes a motion to not exceed $400 for the maps. Dinah Reiss seconds. Motion passed 6-0.
Spreadsheets will be developed for bleeder information, blow-off information and culvert information so that data entry can be done prior to website page creation.
Mike Smith makes a motion to hire someone to tag the culvert at $6 per culvert. Ron Sandstrom seconds. Discussion ensues. Motion passed 6-0. The option of using resident Chuck White for this project is discussed. Potential conflict with the VDOE policy for hiring family members of elected officials is discussed. This will be looked into prior to further discussion.
No response has been received from NH DES regarding funding for tasks completed and submitted for reimbursement. One additional attempt will be made. Mike Smith makes a motion to not spend additional time pursuing reimbursement from NH DES after May 31. Ron Sandstrom seconds. Motion passed 6-0. Jay Buckley recommends a letter from the Board of Commissioners to DES requesting status.
The next meeting will be held Saturday, June 11, 2016 at 9 am.
At 10:30 am Ron Sandstrom makes a motion to adjourn the meeting. Dinah Reiss seconds. Motion passed unanimously.
Respectfully submitted,
Nancy Cole
Committee Member
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/AssetMngmnt041616.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
April 16, 2016
The Asset Management Committee met at 9:00 am on Saturday, April 16, 2016. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn and Mike Smith.
At 9:00 am the meeting was called to order by Dinah Reiss.
Mike Smith makes a motion to approve the agenda. Dinah Reiss seconds. Motion passed 4-0.
The minutes of March 26 are reviewed. Mike Smith moves to accept the minutes as presented. Dinah Reiss seconds. Motion passed 4-0.
Nancy Cole informs the group that the 13 post cards were sent to property owners with curb stop valves that have not been located asking if the property owner is aware of the location. Responses will be separated into the yes/no piles from the original mailing.
Isolation valve locating is scheduled with Mike Smith and Scott Hayes for next week.
Drawings of the isolation valve locations currently identified will be obtained.
Ian Hayes has completed the bleeder location sheets. There are two blow-off valves that need repair prior to spring flushing. Ian Hayes will complete the blow-off valve location sheets when spring flushing is done.
Ron Sandstrom is working on the database pages for the road culverts, driveway culverts, bleeder valves and blow-off valves.
Gloria Aspinall is progressing quickly on the driveway culvert project.
The tags have been ordered for the road culverts.
Tags will be ordered for the pump house valve identification.
Discussion is held on sending NH DES all information available for review. The Excel spreadsheets of the data will be sent as will the maps of the isolation and curb stop valve locations. A final payment request attempt will be made in mid-May.
Tommy Gunn will work with Mike Smith on tagging the pump house valves. Kelly Robitaille will be asked to get zip ties.
The next meeting will be held Saturday, May 14 at 9 am.
At 9:30 am Mike Smith makes a motion to adjourn the meeting. Dinah Reiss seconds. Motion passed unanimously.
Respectfully submitted,
Nancy Cole
Committee Member
[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/AssetMngmnt032616.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
March 26, 2016
The Asset Management Committee met at 9:00 am on Saturday, March 26, 2016. In attendance were Committee members Jay Buckley, Dinah Reiss, Nancy Cole, Tommy Gunn, Larry Sodano and Commissioner Mike Smith.
At 9:02 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 6-0.
The minutes of March 13 are reviewed. Mike Smith moves to accept the minutes as presented. Dinah Reiss seconds. Motion passed 6-0.
Post cards questioning if homeowner knows location of curb stop valve will be sent to 13 homeowners with the water bill. These are the 13 persons from whom no response was received from the initial mailing last fall. Positive response cards will be followed up on. Home owners will be contacted for assistance in locating the remaining curb stop valves.
Isolation valve locating will be scheduled between Mike Smith and Scott Hayes.
Bleeder valve location sheets, including GPS coordinate, will be completed by Ian Hayes as the bleeder valves are turned off for summer.
Blow off valve location sheets, including GPS coordinate, will be completed by Ian Hayes as the valves are turned during spring flushing of the water system.
Ron Sandstrom is working on the Excel export function for the database so that the Excel spreadsheets of information compiled to date can be submitted to NH DES.
The maps are discussed. Mike Smith makes a motion to not pursue marking of the center line of the roads. Nancy Cole seconds. Motion passed 6-0.
Jay Buckley discusses the error ratio on the maps. Up to 35 errors occur on the five maps reviewed to date. The location of the curb stop valve marking can be corrected using fixed line points based on the swing tie information in the system. The system would update the GPS coordinate information once the point is moved on the map.
Print outs of the maps are to be looked into. Tommy Gunn may have ability to print some maps. Minuteman Press pricing will be looked into.
Jay Buckley will outline the valves which need to be checked and/or relocated based on swing tie information and send to Nancy Cole for submission to Chad Roberge of Terra Star/Avitar.
Mike Smith informs the Committee of the hiring of Gloria Aspinall for driveway culvert data collection by the Commissioners. Alex Manning and Matt Comeras will be asked to continue as data collectors.
Ordering of tags for the identified road culverts and pump house valves is discussed. Tommy Gunn has identified pre-numbered plastic tags through Grainger that will cost $312 for duplicate 1-250 numbered tags. Mike Smith makes a motion to pursue ordering of these tags. Dinah Reiss seconds. Motion passed 6-0.
Mike Smith makes a motion to recommend the Board of Commissioners approve purchase of flow arrows for the pipes within the pump houses. Ian Hayes would be asked to install. Jay Buckley seconds. Motion passed 6-0. Mike Smith makes a motion to purchase 10 tags for each pump house; 7 sets of 1-10 numbered tags. Jay Buckley seconds. Motion passed 6-0.
Correspondence to NH DES regarding information needed to be submitted to prompt payment through the Grant requirements is discussed. Two options were distributed for review. One option is direct questions only; the other is to update status in addition to asking questions. Mike Smith makes a motion to submit direct questions only to Luis Adorno of NH DES. Jay Buckley seconds. Motion passed 6-0.
Next meeting will be held Saturday, April 16, 2016 at 9 am.
At 10:00 am Dinah Reiss makes a motion to adjourn the meeting. Nancy Cole seconds. Motion passed unanimously.
Respectfully submitted,
Nancy Cole
Committee Member