[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/AssetMngmnt-12-19-17.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
December 19th, 2017

Note: This meeting was captured on video and will be available on the VDOE website for specific dialogue of the committee members and the specific content of meeting.
The Asset Management Committee met at 1:00 pm on Tuesday, December 19th, 2017. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.
At 1:02 pm the meeting was called to order by Chairwomen Nancy Cole.

Mike Smith makes a motion to accept the minutes of October 12th, 2017, Nancy seconds the motion the motion passed 5-0. A motion made to accept the minutes of November 28th, 2017, with one typo correction, the motion was seconded and all in agreement the motion passed 5-0.

Nancy Cole passed out and made a motion to approve the agenda as presented, the was seconded and the motion passed 5-0.

1. Data Collection – Mike reviewed the status of the CSV’s and will return to locate the final seven97) in the spring.
2. Data Entry – No New Updates
3. Mapping Project – Updates have been sent to Chad, Nancy has sent an email looking for a status and time to completion of the new updates. Update by next meeting
4. Capital Improvement Needs
• CIP for Trucks and Equipment – No new discussion was held at this meeting, the spread sheet reflects the latest draft planning
• Buildings – Discussion around lodge and next was held. A motion was presented to move the estimated 2018 budget to 2019, the motion was seconded and the motion passed 5-0. Mike suggests the lower level estimated costs may be in the $50,000 range based on the findings on the upper level. Review of the door issue at the salt shed as also discussed, further investigation is needed. No other building discussion was held.
• CIP for Roads –
a) Review of the plan to date was had and a motion presented to adjust priorities moving Chocorua View from 2018 to 2019 and moving Old Town into 2018 from 2019 given recent damage to the plow equipment given the condition of the Old Town road. The motion was seconded and the motion passed 5-0. The motion also calls for obtaining a firm price for the Old Town Road project.
b) The spread sheet was discussed with changes in title of the Geneva Place Retention Pond to “Storm Water Management”, all in agreement and updates to pricing to all line entries by next meeting.
c) Ralph requested an update on the survey for Thusis and Eidelweiss Drive, Nancy responded that the survey was nearing completion with the possible outcome no easement needed, should be complete in January.
d) Mike Smith suggests the following priorities for engineering:
1. Little Loop
2. Reinach pressure zone
3. Thusis/Eidelweiss Drive
4. PRV pits
e) Ralph makes a motion to remove the $90.000 from the CRF for roads in 2019, the motion is seconded and the motion is passed 5-0.
• CIP for Water –
a) The committee held much discussion around the priorities of the aging infrastructure of the water system and the competing demands. All committee members agreed to update the cost estimates and present to the voters explaining the current condition and risk if not corrected
b) Ralph Lutjen reviewed the working copy of the financial analysis of a possible loan to find upcoming initiatives, the committee discussed direct funding and funding via a loan the impact to the tax base and water fee were discussed. It was agreed that the water upgrades would be presented and suggested to be funded with a new loan, details on the impact will be developed and presented in the warrant article, if the article fails the asset management committee will have to develop a new approach to the water system management.
5. Other business – The draft warrant document was reviewed, all agreed on the format of the current 22 warrant article. Much detail and price adjustment are needed before the annual meeting but this bones of the document were now in place with near final adjustments planned for the next meeting.
6. Establish Next meeting - Next meeting scheduled for Tuesday January 16th @ 1:00 PM

At 2:10 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/AssetMngmnt-08-22-17.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
August 22nd, 2017

The Asset Management Committee met at 1:00 pm on Wednesday, August 22nd, 2017. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith as well Kelly Robitaille

At 1:02 pm the meeting was called to order by Chairwomen Nancy Cole

There were no minutes to approve at this meeting.

Andrew Madison from Granite State Rural Water Association showed up for the meeting but his portion was rescheduled to the upcoming September meeting.

Kelly Robitaille participated in today’s meeting to address open issues with the VDOE Fleet and roads, both gravel and asphalt.

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

1. Data Collection – Remaining CSV’s – Mike will work with Ian as he thinks he may know where some of the remaining values are located and once tentative location is determined Tommy and Mike will work to physically locate.
2. Data Entry – Ron completed the update to the website, Ron’s son Tom assisted during the summer as an intern updating the data base SQL components of the VDOE data base. A thank you will be sent to Tom for his efforts.
3. Mapping Project – No new updates.

Other Business:
1. CIP for Trucks & Equipment - Much discussion was had on the F550, the 7400 vs a new Telstar. The current F550 is nearing end of life, it has a new sander. Kelly commented “we need a vehicle this size”. Discussion on the possibility of moving to a four-vehicle fleet for snow removal, it was agreed this was not the direction or approach to take at this time. The grader was discussed as a tool for snow removal given the cost and limited effectiveness for normal snow fall it will continue to be used as a tool of last resort. Leasing the next replacement was discussed as a financial instrument. Adjustments were made in the CIP draft planning to address timing of the F550 replacement. Also, discussion around the purchase of a plow for the backhoe was discussed and it was decided to pursue the purchase prior to the 2017/2018 snow season, discussion at the next Commissioners meeting will determine timing.
2. CIP for Water – deferred to next meeting
3. CIP for Roads – Discussion around changes that resulted from a recent Commissioners meeting, add to the high priority list is Little Loop, Thusis, Eidelweiss Drive, Geneva/Middle-shore retention pond. Nancy has updated priorities based on Kelly’s input. Lastly, the Commissioners voted to have a separate committee for roads.
4. CIP buildings and grounds – No update at this time.
5. Discussion around the status of various engineering efforts and why little progress appears to have been made. The two efforts of concern were the Geneva Retention pond and the Thusis drainage project. Ralph suggested pushing the engineering firm to produce results asap.

Establish Next Meeting – Next meeting scheduled for Tuesday, September 26th @ 1:00 PM

At 2:10 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/Asset-Mngmnt-071817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
July 18, 2017

The Asset Management Committee met at 2:00 pm on Tuesday, July 18, 2017. In attendance were Committee members Nancy Cole, Dinah Reiss, Ralph Lutjen and Mike Smith.

At 2:00 pm the meeting was called to order by Chairwomen Nancy Cole

Chairperson Nancy Cole asks if a motion will be made to contact Jay Buckley for participation by phone. No motion is made.

Agenda:

1. Data Collection – Remaining CSV’s –Jay Buckley has turned in three additional curb stop locations. 11 remain. Any not completed by July 31st will be given to Mike Smith and Tommy Gunn.
2. Data Collection – IV – Ron Sandstrom has stated the program to convert the GPS numbers to those needed by Avitar for mapping purposes will be done this week. Upon conversion of the coordinates, the information will be sent to Chad Roberge.
3. Data Entry – Final input has been delayed due to resources, Tommy Gunn has offered to assist, Nancy to check with Dinah first, if ok’s a date will be set for an onsite training for Tommy.
4. Mapping Project – update after spring collection of information is complete, see above. No Change.

Other Business:

CIP: The discussion on the CIP plan focused on how to present the plan, prioritization of road improvements and including water management issues. The information for trucks, buildings and roads is reviewed and discussed.

1. CIP for Trucks & Equipment – No Change
2. CIP for Water – Initial outline for establishing priorities worked on
3. CIP for Roads – Reviewed and updated. Target years for projects arranged to meet target financial goals.

Establish Next Meeting – Next meeting scheduled for August. Date will be determined.

At 3:00 pm Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed unanimously.

Respectfully submitted,

Nancy Cole
Committee Member

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/Asset-Mngmnt-061417.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
June 14, 2017

The Asset Management Committee met at 1:00 pm on Wednesday, June 14th, 2017. In attendance were Committee members Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.

At 1:00 pm sharp the meeting was called to order by Chairwomen Nancy Cole

Chairperson Nancy Cole makes a motion to call Jay Buckley as he has requested, the motion was seconded, a vote taken was two (2) in favor, two (2) opposed. The motion did not pass as only four were in attendance. The motion failed no call was placed.

Mike Smith makes a motion to approve the minutes from May 24thth as written, Nancy Cole seconds and all in attendance agreed and voted yes.

Agenda:

1. Data Collection – Remaining CSV’s –14 cards remain for CSV locating, Jay Buckley has offered to locate the remaining CSV’s. Mike makes a motion to let Jay locate the remaining CSV and give him until July 31st to complete. Those not completed by July 31st Mike Smith and Tommy Gunn will take over the remaining valves
2. Data Collection – IV – Isolation valves complete, Mike Smith makes a motion to send the data to Chad for mapping, Ralph Lutjen seconds, all agree. No Change from May 24th.
3. Data Entry – Final input has been delayed due to resources, Tommy Gunn has offered to assist, Nancy to check with Dinah first, if ok’s a date will be set for an onsite training for Tommy.
4. Mapping Project – update after spring collection of information is complete, see above. No Change.

Other Business:

CIP: The discussion on the CIP plan focused on how to present the plan, prioritization of road improvements and including water management issues. The discussion debated the ideas of one larger project for initiatives or breaking them into smaller projects. No firm approach was agreed to. Ralph suggested a public hearing be planned in November prior to the budget hearing and annual meeting, no final decision was reached for voting. The group agreed the July meeting will focus on CIP for the water infrastructure.

1. CIP for Trucks & Equipment – No Change
2. CIP for Water – No Change
3. CIP for Roads – No Change

Establish Next Meeting – Next meeting scheduled for July 12th @ 1:00 PM

At 2:00 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/AssetMngmnt-05-24-17.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
May 24th, 2017

The Asset Management Committee met at 1:00 pm on Wednesday, May 24th, 2017. In attendance were Committee members Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.

At 1:02 pm the meeting was called to order by Chairwomen Nancy Cole

Mike Smith makes a motion to approve the minutes from May 17thth as written, Ralph Lutjen seconds and all in attendance agreed and voted yes.

Mike Smith makes a motion to replace Jay Buckley as a member of the asset management committee, Ralph Lutjen seconds all agree, motion passes 4 to 0.

Agenda:

1. Data Collection – Remaining CSV’s –14 cards remain for CSV locating, Tommy and Mike to work in the spring. Mike makes a motion to bring the 14 remaining cards to the EPOA meeting on Saturday, May 27th for possible homeowner assistance, all approved Nancy to coordinate with Mike Smith.
2. Data Collection – IV – Isolation valves complete, Mike Smith makes a motion to send the data to Chad for mapping, Ralph Lutjen seconds, all agree.
3. Data Entry – Complete, item to be closed.
4. Mapping Project – update after spring collection of information is complete, see above.

Other Business:
1. CIP for Trucks & Equipment – Review of status was conducted, all agree that after Nancy broke out the CRF by asset it would be better to keep consolidated under the Trucks and Equipment, Nancy agreed to reconsolidate, Tommy will plug in replacement for a specific asset at planned year and with todays estimated cost.
2. CIP for Water – In progress once study is complete data will be included in the CIP. Basic review will start at next meeting and after engineers status update @ June review with the commissioners.
3. CIP for Roads – A second round of discussion ensured on the results of the field trip conducted the previous week with Tommy, Nancy and Kelly to evaluate the roads and next steps. The committee reviewed the spreed sheet Nancy prepared and discussed the high and medium priority locations that were rated as in poor condition. As stated at last meeting on the 17th of May only asphalt roads are to be in the CIP plan, gravel roads will be handled as a maintenance activity only. Initially three high priority locations had been identified along with an enhanced asphalt PM program recommended to the commissioners for implementation. After further review it was agreed to include additional asphalt roads that are less travel (the road less traveled) but are in poor condition and are damaging snow plowing equipment because of their condition. Once the final list of high priority locations is complete they will be prioritized in order of need. The committee also agreed to discuss with the VDOE’s preferred partner for road maintenance and get quotes for the H locations and a price per yard for road replacement to include drainage, and without drainage. Nancy will work with the commissioners to schedule visit.
4. CIP buildings and grounds – Like trucks and equipment a sheet has been prepared for recommended improvements and replacements to be included in the capital reserve fund. These will be added into the CIP with estimates and estimated year for said improvements to be implemented, by location and with estimated $.

Establish Next Meeting – Next meeting scheduled for June 14th @ 1:00 PM

At 2:01 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/AssetMngmnt-05-17-17.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
May 17th, 2017

The Asset Management Committee met at 1:00 pm on Wednesday, May 17th, 2017. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.

At 1:02 pm the meeting was called to order by Chairwomen Nancy Cole

Mike Smith makes a motion to approve the minutes from March 16th as written, Ralph Lutjen seconds and all in attendance were in agreement and voted yes. No coffee or refreshments were provided, very sad.

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

1. Data Collection – Remaining CSV’s – The data collection from 2016 was discussed and its status. Most items are up to date with a few sheets from the curb stop value effort require in putting, should be completed by next meeting. 14 cards remain for CSV locating, Tommy and Mike to work in the spring.
2. Data Entry – Web Site Development – Excel export – culvert sheet – Ron has finished the programing of the culvert sheet, Nancy will follow up on next steps.
3. Mapping Project – update after spring collection of information is complete.

Other Business:
1. CIP for Trucks & Equipment - Much discussion was had on the F550 vs a new Telstar, as well discussion on replacement of equipment, back-hoe, grader etc. Various scenarios were discussed for estimating the time, dollars to be accrued for the capital reserve fund and need. Ralph has requested a single sheet or summary be prepared for the commissioners to review and to prepare for presentation at next year’s annual. meeting
2. CIP for Water – deferred to next meeting
3. CIP for Roads – deferred to next meeting
4. CIP buildings and grounds – Similar to trucks and equipment a sheet will be prepared for recommended improvements and replacements to be included in the capital reserve fund.

Establish Next Meeting – Next meeting scheduled for Wednesday May 24th @ 1:00 PM

At 2:10 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/CM041817-Asset-Management-041817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Asset Management Committee Meeting
April 18, 2017

The Board of Commissioners and Asset Management Committee met at 1:00 pm on Tuesday, April 18, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen, Asset Management Committee members Nancy Cole, Dinah Reiss, Tommy Gunn and Jay Buckley. Also in attendance were Engineer Nick Sceggell and water operator Ian Hayes. The meeting was filmed for Madison TV by Tim Hughes.

At 1:00 pm the meeting was called to order.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed unanimously.

Water Issues:

Reinach pressure zone proposal. Nick Sceggell is informed that no skid is desired for this pressure zone building. Discussion is held on establishing the pressure zone, the new building and inclusion of a hydro-pneumatic tank are outlined. The pumps will be sized based on the final determination of the size of the zone. This will be determined by the field survey that will be done prior to the design completion. The preliminary design is estimated to be available in 4-6 weeks; June 6 will be target date. The initial field work will be scheduled between Ian Hayes and Nick Sceggell.
An estimated cost for construction of the pressure zone is to be included on the 2018 Warrant.
August 15 is discussed as the target date for final submission of the design.
Discussion is held on service lines to the properties within the new pressure zone. Information regarding updating of lines will be made available prior to construction of the mains. Mike Smith makes a motion to include lightning protection in the design of the new building. Ron Sandstrom seconds the motion and the motion passed 3-0.

Muddy Beach Upgrades. The first upgrade will be electrical with intent to include lightning protection as recommended by Lee Carroll and placement of the well transducers.
The pump size for the new booster pumps is discussed. Sizing the pumps based on the recorded well output from the transducers so as to match the flow is outlined. The recordings of the transducers from July 4th through mid-August will be sent to Nick Sceggell and Paul Fluet for analysis for sizing the pumps.
The scope of the project for 2017 with intent to complete in 2018 is outlined and discussed.

Tanks. The intent to have two tanks inspected cleaned and lined, if appropriate is discussed. The two tanks identified are one at Reinach and the Jungfrau tank. Replacement of the tank at Muddy Beach as part of the 2018 upgrades is outlined as a possible option. The need for Muddy Beach to be reliable during the time frame when Jungfrau tank would not be available is discussed. Requiring placement of a temporary tank at Jungfrau as part of the specification is discussed. Updating of the tank lining specification to include only two tanks is discussed. The updated specification would remove the requirements that were added based on use of State funds for the projects and increase focus on the information to be included in the inspection report. Pricing for inspection with report and lining of the tank are to be separated in the updated document. The intended vendor for this project is Mass Tank. Nick Sceggell estimates the cost of updating the document will be $1,500 - $2,000. Nick adds that the most cost-effective manner of proceeding will likely be to line the tank while open for inspection. The analysis of the tank report and time in which a decision would a need to be made once the information is available would be in the range of 24 – 36 hours; 48 maximums. A meeting would need to be arranged to discuss the analysis report.

Plan would include addition of the isolation and curb stop valve locations identified through the Asset Management project as well as updating of the hydraulic model for the water system. The water main locations would be updated based on isolation valve location information; thus, increasing accuracy within the current model.

Leak Detection. The plan for locating leaks is outlined. The need for meters within the system is discussed. A meter at Reinach for primary in and out flow recording and reporting to SCADA is discussed as necessary for detecting leaks. Dead end sections of water lines would be isolated while the flow meter is checked for changes remotely. A large change would indicate a possible leak in that section. Granite State Rural Water would then be scheduled the check the lines involved. Checking of smaller areas that can be isolated is manageable; a larger zone of isolation in areas without many isolation valves is not manageable. Placing meters in PRV pits is discussed as an additional means of isolating areas of increased flow within the District. Placement of additional isolation valves in sections that serve more than 40 – 50 houses is recommended. Friction loss in the system can also be done and may be a usable tool in identifying sections that may have a leak.

Capital Improvement Planning. Planning capital projects that the water system needs are discussed. The quote for updating the Master Plan will include time for Nick Sceggell to attend Asset Management Meetings and for working with the District on identifying and prioritizing the necessary capital projects. Ian Hayes will also work with the team in this effort.

Ron Sandstrom and Ian Hayes exit the meeting.

Roads. The survey, design and permitting for Little Loop Road reconstruction as approved at the Annual Meeting is outlined. Nick Sceggell will review the outline and estimate that was sent for this project. Storm Water Management will be included in the design. Nick Sceggell outlines the requirement of NH Department of Environmental Services Wetland Bureau to have a wetlands scientist review and approve all designs within wetlands areas.

The design for Grison and Burgdorf culverts are reviewed. The design calls for a 10-foot-wide, 6 foot deep box culvert to be installed. Grison Road will require guardrails be installed. If desired, the plans could be changed to a metal plate arch design (elliptical culvert).
Mike Smith makes a motion to have Grison and Burgdorf designs completed to permitted status. Ralph Lutjen seconds the motion and the motion passed 2-0.

Storm Water Management. Development of a drainage plan, best management practices and active policies to manage winter salt usage for protection of the ponds are discussed. Watershed management of each location sending storm water into the ponds is desired. Mike Smith makes a motion to have Nick Sceggell develop a proposal for design and permitting of a retention pond on Middle Shore at Geneva Beach. Ralph Lutjen seconds the motion and the motion passed 2-0. Discussion ensues on including both Geneva Beach and Lugano area. Mike Smith makes a motion to withdraw the previous motion. Ralph Lutjen seconds the withdrawal. Motion to withdraw passed 2-0. Ralph Lutjen makes a motion to have Nick Sceggell develop a proposal for design of drainage improvements for both Middle Shore at Geneva Place (Geneva hill) and Lugano drainage basin. Mike Smith seconds the motion and the motion passed 2-0. The priority of improving these areas for storm water management is outlined. Nick Sceggell will work on developing an estimate for the proposal.

The next Asset Management Committee meeting will be April 26 at 1 pm.

At 3:40 pm Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator