Asset Management Committee

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/AssetMngmnt071016.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
July 10, 2016

The Asset Management Committee met at 10:00 am on Sunday, July 10, 2016. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn Larry Sodano and Commissioner Mike Smith. Jay Buckley participated via telephone.

At 10:00 am the meeting was called to order by Chair Nancy Cole.

The minutes of June 11 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Dinah Reiss seconds. Jay Buckley corrects that Mike Smith made the motion for Chair; seconded by Dinah Reiss. Mike Smith makes a motion to approve the minutes as amended. Dinah Reiss seconds. Motion passed 6-0.

Dinah Reiss and Nancy Cole report that 3 of 5 curb stop valves from the no-find list were located and recorded on their first outing. Additional work on the remaining no finds list will be scheduled.

Mike Smith reports that 24 isolation valves have been located on the Reinach side of Eidelweiss Drive. Printed maps of the isolation valves on Oak Hill have been ordered and will be reviewed upon receipt.
Correcting of locations on maps is discussed. Taking of an additional set of GPS coordinates is outlined. Using swing tie measurements to correct curb stop valve locations is discussed as an accurate means of correction. For the isolation valves, Mike Smith will mark the printed maps for any corrections needed. Revision dates of maps will be used to track the most current version. September 1 is the goal for completion. Mike Smith makes a motion to have Nancy Cole make Paul Fluet aware of the September 1. Nancy Cole seconds. Motion passed 6-0.

Gloria Aspinall has completed the culvert data collection and turned in her report. Mike Smith makes a motion to have Avitar plot culvert locations on the maps. Dinah Reiss seconds. Discussion is held on the driveway culverts and road culverts as separate layers on the map. Ron Sandstrom will be needed to write the script for conversion of the information prior to being sent to Avitar. Tommy Gunn states he will assist. Motion passed 6-0.

$6,747.74 has been received from the State as a result of the work completed under the Grant.

A target date of September 1 is set for sending all culvert information to Chad Roberge of Avitar.

Tagging of valves in the pump houses will be completed. Mike Smith makes a motion to recommend to the Board of Commissioners purchase of directional flow arrows for installation in the pump houses. Dinah Reiss seconds. Motion passed 6-0.

Mike Smith makes a motion to have Larry Sodano produce station sheets for each pump house once the valve tags have been installed, with a copy to be posted at each pump house. Dinah Reiss seconds. Motion passed 6-0.

Larry Sodano states he will continue to review available software for asset management.

The direction of the Committee moving forward is discussed.
There are many aspects of asset management that will need attention throughout the District including: development of a capital improvement plan;
Development of and recording of a maintenance plan;
Creation of a valve exercise plan for all water system valves;
Purchase and use of asset management software;
And creation of a policy for reporting of and tracking of all work done.

The next meeting will be held Sunday, August 21, 2016 at 10:00 am.

At 11:10 am Mike Smith makes a motion to adjourn the meeting. Dinah Reiss seconds. Motion passed unanimously (6-0).

Respectfully submitted,

Nancy Cole
Chair

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/AssetMngmnt061116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
June 11, 2016

The Asset Management Committee met at 9:00 am on Saturday, June 11, 2016. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Jay Buckley, Larry Sodano and Commissioner Mike Smith.

At 9:05 am the meeting was called to order by Chairman Jay Buckley.

Dinah Reiss makes a motion to accept the agenda. Nancy Cole seconds. Motion passed 6-0.

Mike Smith makes a motion to approve the minutes of May 14, 2016. Dinah Reiss seconds. Motion passed 6-0.

Mike Smith makes a motion to approve the minutes of May 27, 2016. Dinah Reiss seconds. Motion passed 6-0.

Jay Buckley thanks the Committee for the work done to complete the report for NH DES. Nancy Cole reports that DES has notified the office that the VDOE will be recommended for reimbursement in the amount of $6,767.14.

Culvert marking is discussed. Approximately 50% have been marked. Mike Smith states that an independent third party has complimented the District on the effort to mark the culvert locations. For protection of the culverts, the lifting of blade while plowing snow over a plastic culvert is recommended.
Gloria Aspinall has taken GPS coordinates for 68 culverts to date.
A final attempt at locating curb stop valves will be scheduled.
Jungfrau pump house valves have been tagged and listed. Oak station and Chocorua station will be done next. Additional information collected on pump house valves by Larry Sodano will be added to the current spreadsheet. Discussion is held on compiling all information into one central location.
Mapping is being worked with assistance from Ron Sandstrom.
Mike Smith discusses giving the isolation valve data collected directly to Engineer Paul Fluet without sending to Avitar first. As the water system Engineer, Paul Fluet is the person most in need of this information for plotting into the water cad model for the VDOE system. Discussion ensues on giving the information first to Avitar, creating maps for correction, correcting any locations necessary and then delivering the final information to Paul Fluet for adding to the water cad model. Erasable maps will be looked into; it is unknown if this format is still available.
Mike Smith makes a motion to request E size set of maps with isolation valve information from Avitar. Tommy Gunn seconds. Motion passed 6-0. Mike Smith makes a motion to send the North side of the District isolation valve information to Paul Fluet by September 1. Nancy Cole seconds. Motion passed 6-0.
Jay Buckley makes a motion to complete the Curb Stop Valve locating project by September 1. Dinah Reiss seconds. Motion passed 6-0.
Discussion is held on sending the CSV information to Paul Fluet for addition to his maps. Paul will be asked if he would like this data.
As built drawings for completed water system projects are discussed. The District does not have an as built drawing for the Jungfrau to Reinach Forced Main Water Project completed in 2010. The additional difficulties encountered in locating and identifying valves placed during this project due to a lack of these drawings is discussed.
Mike Smith makes a motion to vote for a new Chair for the Committee. Dinah Reiss seconds. Discussion ensues. Motion passed 4-2 with Jay Buckley and Larry Sodano voting against. Mike Smith nominates Nancy Cole as Chair. Dinah Reiss seconds. Mike Smith moves to amend include Tommy Gunn as Vice-Chair. Nancy Cole and Tommy Gunn accept. Nominations voted 4-0-2 with Jay Buckley and Larry Sodano abstaining. Mike Smith nominates Jay Buckley as Clerk. Dinah Reiss seconds. Jay Buckley refuses the nomination. Mike Smith nominates Tommy Gunn as clerk. Dinah Reiss seconds. Tommy Gunn accepts the nomination. Nomination voted 6-0.
Remaining curb stop valves to be located are discussed. 32 no finds were contacted; 13 persons replied with information on the location of the valve; 19 remain to be found. Use of Ian Hayes for the locations of CSV’s for the houses on Route 113 is held. These valves are in the woods at the back property line of the properties. Ian Hayes will be asked to locate and paint. Nancy Cole, Dinah Reiss and Jay Buckley will work on the taking of GPS coordinates and swing tie measurements. Distributing the work geographically to facilitate completion is discussed.
Mike Smith makes a motion to have Larry Sodano look into available software for Asset Management. Jay Buckley seconds. Discussion is held on some of the abilities that would be beneficial to the District with Asset Management software. Motion passed 6-0.

The next meeting will be held Sunday, July 10 at 10:00 am.

At 10:30 am Mike Smith makes a motion to adjourn the meeting. Jay Buckley seconds. Motion passed 6-0.

Respectfully submitted,

Nancy Cole
Committee Member

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[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

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[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

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[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