[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

[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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/AssetMngmnt021316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
February 13, 2016

The Asset Management Committee met at 9:00 am on Saturday, February 13, 2016. In attendance were Committee members Jay Buckley, Dinah Reiss, Nancy Cole, Tommy Gunn, Larry Sodano and Commissioner Mike Smith.

At 9:04 am the meeting was called to order by Chairman Jay Buckley.

The agenda is discussed. Agenda will be modified to highlight culvert information first, followed by financials and Asset Management presentation for the VDOE Annual Meeting.
Mike Smith makes a motion to approve the agenda as amended. Jay Buckley seconds. Motion passed 6-0.
Minutes of Jan 30 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Dinah Reiss seconds. Motion passed 6-0.

Tommy Gunn discusses the progress on organizing the road culvert information for entry into the database and numbering of the culverts in the spring. The manner in which streets should be organized is discussed. The ability to sort data by road within the database is outlined and discussed as the manner in which culverts will be viewed. This allows culverts on all roads to be numbered in order without concern for the order of the roads. Should Eidelweiss Drive use culvert numbers 1-15; Huttwil or Grachen could begin with 16. The ability to add sub-set numbers for culverts added in the future could also be considered. A culvert added between culvert 87 and 88 could be numbered 87-A. Tommy Gunn will continue to work on this.
2015 hours spent by volunteers have been accumulated and the NH DES Asset Management Grant reimbursement forms have been completed. Information is reviewed and discussed. Nancy Cole makes a motion to recommend the Board of Commissioners approve the reimbursement request for submission to NH DES. Jay Buckley seconds. Motion passed 6-0.
The mapping project is discussed. Maintaining original coordinates while showing that a valve is not to scale is discussed. This will allow marking of all valves in which the location on the map appears potentially inaccurate for verification purposes. Moving valves on the map without first verifying that the new location is correct would create additional problems to resolve going forward. Correcting valve locations by extrapolating the swing tie measurements that are in the system already may also be an option. Any valve location that is moved will still need to be verified for final accuracy.
The presentation on the status of the Asset Management Grant received last year is discussed. Larry Sodano has put together some slides for review. Inclusion of the 2014 Asset Management Warrant Article is discussed as an option. Including the total dollars to be reimbursed to the VDOE by NH DES is discussed. Larry Sodano will update the slides and send to the Committee for review and comments.
The next Asset Management meeting will be March 12, 2016 at 9 am.

At 10:15 am Dinah Reiss makes a motion to adjourn the meeting. Jay Buckley seconds. Motion passed unanimously.
Respectfully submitted,
Nancy Cole
Committee Member

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/AssetMngmnt013016.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
January 30, 2016

The Asset Management Committee met at 9:00 am on Saturday, January 30, 2016. In attendance were Committee members Jay Buckley, Dinah Reiss, Nancy Cole, Tommy Gunn and Mike Smith. Larry Sodano participated by telephone.

At 9:00 am the meeting was called to order by Chairman Jay Buckley.

Jay Buckley makes a motion to approve the agenda. Mike Smith seconds. Motion passed 5-0.
Jay Buckley makes a motion to call Larry Sodano. Dinah Reiss seconds. Motion passed 5-0. Larry Sodano is contacted and joins the meeting.

The minutes of Nov 28 are reviewed. Dinah Reiss moves to accept the minutes as presented. Jay Buckley seconds. Motion passed 4-0-2 with Mike Smith and Tommy Gunn abstaining as they were not in attendance.

The minutes of Jan 09 are reviewed. Mike Smith moves to accept the minutes as presented. Dinah Reiss seconds. Motion passed 5-0-1 with Tommy Gunn abstaining as he was not in attendance.

Volunteer hours for 2015 are reviewed. The hours for the six meetings held prior to August 16 will be added to the spreadsheet.
Dinah Reiss will have 42 hours added for data entry.
Jay Buckley will tally his hours verifying curb stop locations.
Larry Sodano will have 10 hours added for data collection in pump houses.
Nancy Cole will compile the information for review and approval for submission to NH DES by the Board of Commissioners on February 8.

Curb stop valve location data plotting onto the maps is discussed. Discussion is held on correcting those valves that are not plotting accurately. Using the measurements from the swing ties that are already in the system is outlined as a way to correct those valves inaccurately plotting. Jay Buckley states the error ratio appears to be approximately 8%.
Another option would be to retake the GPS points and replot to the updated points.
Labels for the valve information are discussed.
The layer for home or lot is being added.
Receipt of all maps with all locations plotted will be needed to check for overall accuracy. Use of arrow indicators to show flow direction for the isolation valves is discussed.
Exercising of valves and identifying pipe sizes will need to be done going forward.

The culvert location sheets that have been created by the DPW for road culvert locations are discussed. The sheets need to be organized and all culverts assigned a number for tagging of the culverts in the spring. GPS coordinates for each culvert inlet and outlet will be taken at that time. The data collectors will continue the driveway culverts in the spring. Mike Smith makes a motion to appoint Dinah Reiss and Tommy Gunn to work together to gather and organize the culvert data. Jay Buckley seconds. Discussion on the process of organizing the culverts is held. Tag numbers will need to be assigned to each culvert and added to the data sheets for the DPW to place the tags in the spring. Motion passed 6-0.

The presentation on the work of the Asset Management Committee for the Annual Meeting is discussed. Larry Sodano will work on this for review and discussion at the next meeting.

Next meeting will be February 13, 2016 at 9:00 am.

At 10:05 am Larry Sodano makes a motion to adjourn the meeting. Nancy Cole seconds. Motion passed unanimously.

Respectfully submitted,

Nancy Cole
Committee Member

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/AssetMngmnt010916.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
January 9, 2016

The Asset Management Committee met at 9:00 am on Saturday, January 9, 2016. In attendance were Committee members Jay Buckley, Dinah Reiss, Nancy Cole, Commissioner Ron Sandstrom and Commissioner Mike Smith. Larry Sodano participated via telephone.

At 9:00 am the meeting was called to order by Chairman Jay Buckley.

NH DES has sent a denial of the VDOE 2016 Asset Management Grant application. Discussion is held on using the available funds through May 31, 2016. Mike Smith states isolation valve locating will resume late March or early April with Scott Hayes or Ian Hayes. Information relating to the location of curb stop valves for properties where valves were not located will be included in the water billing for those properties. Discussion turns to locating of valves and assessing the conditions of all valves. Locations will be determined as current priority.

Jay Buckley makes a motion to request the Board of Commissioners place a Warrant Article on the 2016 Warrant for authorization of expenditure of VDOE portion of Asset Management funds beyond the expiration of the Grant on May 31, 2016 in the amount of $5,000. Ron Sandstrom seconds the motion. Discussion on use of Unassigned Fund Balance and cash flow is held. Motion passed 6-0.

Cost for mapping of the water system valves is discussed. Using funds that are available for the initial creation of the map as a priority is discussed. Discussion ensues on applying to the Grant for reimbursement of volunteer hours as in-kind matching funds. Using these hours for in-kind match can maximize the dollars from the Grant for the VDOE. Mike Smith makes a motion to send a bill to the Grant for volunteer hours through 12-31-15. Jay Buckley seconds the motion. Discussion on hours for 2016 being calculated for submission prior to May 2016 is held. Motion passed 6-0.

The sample map that has been received from Chad Roberge of Terra Map/Avitar Associates is reviewed. The street address for each location should be added. The latitude and longitude numbers should be added. Isolation valves, with latitude and longitude numbers should be added. Ron Sandstrom makes a motion to send an email to Chad Roberge requesting inclusion of street address, latitude and longitude numbers, and lot type added as layers. Nancy Cole seconds the motion. Motion passed 6-0. Ron Sandstrom makes a motion to send Chad Roberge the isolation valve information, once downloaded, for inclusion with latitude and longitude numbers and a note field. Nancy Cole seconds the motion. Motion passed 6-0.

Mike Smith makes a motion to add new resident Tom Gunn to the Asset Management Committee. Jay Buckley seconds the motion. Motion passed 6-0.

Mike Smith makes a motion to assign the task of obtaining tags for the road culverts to Nancy Cole. Nancy Cole seconds the motion. Motion passed 6-0.

A master list of all valves in pump houses, with direction of control, will be developed.

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

The next Asset Management meeting will be January 30, 2016 at 9 am.

Respectfully submitted,

Nancy Cole
Committee Member