Minutes

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM052816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 28, 2016

The Board of Commissioners met with the Eidelweiss Property Owner’s Association at 10:00 am on Saturday, May 28, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith.

A presentation is given to the EPOA membership.
Information regarding establishing a review of an option to sell the lodge and create a new community center/meeting room and office is presented.
The completion of the Oak Ridge Road reconstruction and the reconstruction project is discussed. Compliments on the work are received. Discussion on the need for the drainage as established is held. Engineering road designs for compliance with storm water management and ability to handle the 100 year storm are outlined.
Pump replacement work completed at Jungfrau, building repairs to Jungfrau and Oak stations, and work scheduled on the Muddy Beach wells is outlined and discussed.
Beaches and initiation of parking passes at the beaches are discussed. Enforcement of any such regulation, once passed, is discussed. An option for an Eidelweiss specific sticker, separate from the Town of Madison transfer station and beach parking pass, is discussed. This option has the most support amongst those present. Adding an option of an on-line parking pass purchase available for renters and visitors is suggested. This would allow some income to be generated for the District.
The rafts in the ponds are discussed. The yellow raft at Boulder Beach is outlined as being less desirable than the wooden rafts based on discomfort while lying on the raft and slipperiness of the raft due to algae growth.

Mike Smith makes a motion to post the presentation delivered today on the website. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM052316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 23, 2016

The Board of Commissioners met at 8:00 am on Monday, May 23, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that Geneva Place was ditched Friday. All culverts, driveway and road, were cleaned. The rafts will be put into the ponds this week. The speed bumps will also be placed this week. Access to the Muddy Beach wells will be cleared this week. Kelly Robitaille continues by stating that shoulder work on upper Oak Ridge is still needed and will be completed. Mike Smith makes a motion to delay placing of the speed bumps until school is out. Ron Sandstrom seconds the motion and the motion passed. Supplies are good and all equipment is reported to be in good condition. The paving of lower Oak Ridge Road is beginning today. The list of additional roads to be added for work this summer will be circulated. Deliveries will be scheduled for the fill request from Bern Drive. Ron Sandstrom makes a motion to place the availability of fill on the website. Mike Smith seconds the motion and the motion passed 3-0. The No Lifeguard on Duty signs for the beaches have been received and will be installed.

3. Water

Estimates for the replacement panel at Reinach and programming of the polling sequence have been received.

4. Administration

Mike Smith makes a motion to not meet next week. Ron Sandstrom seconds the motion and the motion passed 3-0.
A safety meeting was held last week. Next meeting will be June 8.
Attorney Dan Crean has stated the policy review should be completed this week.
Meetings with recommended replacement legal counsel are discussed. A meeting with Attorney Chris Boldt has been scheduled for 8:30 am June 6. The second Attorney will be scheduled 10 am.
Treasurer Dinah Reiss discusses the monthly cash flow report. A retainage account will need to be established for Oak Ridge Road. A letter from the Commissioners will be needed to open the new account. Establishing a Tax Anticipation Note in June is recommended by the Treasurer. Mike Smith makes a motion to establish a TAN. Ron Sandstrom seconds the motion. Discussion on amount is held. Ron Sandstrom moves to amend the motion to add in the amount of $100,000. Mike Smith seconds. Motion, as amended, is called to a vote and the motion passed 3-0. Treasurer Dinah Reiss will contact the bank. The intent for additional withdrawal from the Water System Capital Reserve Fund is discussed. Mike Smith makes a motion to split the Muddy Beach Well work at $17,500 from the CRF and $17,500 from the Water System Extension Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,377.55. Ron Sandstrom seconds the motion. Discussion is held. Further discussion will be held in non-public session. Mike Smith makes a motion to approve payroll minus the ½ hr Overtime. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 3 checks for $67,456.95. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of May 16, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of May 17, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom reports that he has locked down the website as it has been under attack recently.

Larry Leonard discusses submitting additional information to NH DES. Larry Leonard makes a motion to collect and complete a final request for reimbursement application for the Asset Management Grant. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion not to pursue alternate engineering options. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard in favor of keeping the item open.
Mike Smith makes a motion to send a letter to Eversource with a copy to Asplundh requesting holding of any additional tree cutting and establish a meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith reports that he has permission to publish photographs of the Loons, with credit to the NH Loon Society. Discussion is held on placing pictures and a notice on the website regarding safety and protection of the Loons.
Mike Smith discusses topics to be covered with the EPOA at the meeting this coming Saturday. Topics should include selling the Lodge, a new building, beach stickers and options for parking restriction, ID on boats per Ordinance, Oak Ridge Road reconstruction, upgrades to Jungfrau and Oak water stations, and planned rehab of the Muddy Beach wells. An outline will be created.

8. Signature Items

Work order 1122 for repair of the plumbing at the Lodge is reviewed. Mike Smith makes a motion to approve Work Order 1122. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letters to two residents requesting participation on the Lodge sale review committee are presented. Mike Smith makes a motion to sign the letters to Kevin O’Brien and Tommy Gunn requesting participation on the Lodge sale review committee. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results; results are clean. Granite State Analytical has sent the pH testing results; results are compliant.
A 91-A request for the summary outline of the water system tank lining project was received from Jay Buckley. The document was sent electronically.
A 91-A request for the approval of the pavement preservation work recently completed on the upper section of Oak Ridge Road and Klausen and Annual Meeting document outlining this project was received from Mark Graffam. The documents were sent electronically.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 8:59 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public session:
Ron Sandstrom makes a motion to deny the ½ hour overtime shown on Bob Goddard’s time card. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to sign the letter to Bob Goddard. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to establish a meeting with part time employee Tony Eldridge. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 9:15 am Ron Sandstrom makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,
Nancy E. Cole, Administrator

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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

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[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

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[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

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[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