[gview file="https://vdoe-nh.org/wp-content/uploads/2017/12/AssetMngmnt-10-12-17.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
October 12th, 2017
The Asset Management Committee met at 3:00 pm on Thursday, October 12th, 2017. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.
Please note this meeting was recorded and the recording is on the VDOE website for specific dialogue between members of the committee during the meeting.
At 3:03 pm the meeting was called to order by Chairwomen Nancy Cole
Minutes from September 26th, 2017 were presented for approval, Mike Smith made a motion to accept as presented. The acceptance and motion passed unanimously.
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 on Monday October 16th to complete remaining CSV’s.
2. Data Entry – Diana reported than 2/3 of the culvert data is complete. Site information nearing completion.
3. Mapping Project – Isolation valve updates are off to Avitar; map is in process.
4. New Topic - Discussion on the culvert tagging and how to address those posts that have failed. Mike makes a motion to review a new cost effective solution to the culvert tagging and if one is found suggests completing 200 (approximate) in 2018 and the remaining 200 in 2019. Ralph also suggests prioritizing them and replacing only those with a high failure rate. All agreed to research and recommend a new solution.
Other Business:
1. CIP for Trucks & Equipment - Much discussion was had on the F550 vs a 7400 vs a new Telstar. The current F550 is nearing end of life. Adjustments were made in the CIP draft planning to address timing of the F550 replacement and associated current financing tools. Also, discussion around the pricing received for a plow for the backhoe. The commissioners were not happy with the proposed quote received to date. Further research and vetting of existing proposal will continue.
2. CIP for Water – Updates from the meeting of 9-26-2017 were briefly discussed.
3. CIP for Roads –No new updates at this meeting were presented.
4. CIP buildings and grounds – Discussion around inclusion and identification of future needs for the buildings was discussed. Tommy Gunn walked through a process he has used to conduct a building condition assessment and from there develop the cost implications. The committee discussion continued and concern was raised about the inclusion of such information in the capital improvement budget (CIP) currently under development. Specific areas reviewed were the cabana and electrical upgrades required in the near future. The committee agreed to continue review on the cabana and proceed with updated pricing proposals from the VDOE’s preferred electrical contractor.
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. No update at this meeting was presented.
Establish Next Meeting – Next meeting scheduled for Tuesday October 24th @ 1:00 PM
At 4:40 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.
Respectfully submitted,
Tommy Gunn
Committee Member