[gview file="https://vdoe-nh.org/wp-content/uploads/2017/12/AssetMngmnt-11-28-17.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
November 28th, 2017
The Asset Management Committee met at 1:00 pm on Tuesday, November 28th, 2017. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.
At 1:06 pm the meeting was called to order by Chairwomen Nancy Cole
Nancy Cole makes a motion to approve the agenda. Dinah seconds. Motion passed 5-0.
1. Data Collection – No New Updates
2. Data Entry – No New Updates
3. Mapping Project – No new updates other than Ron is working with supplier to complete the current phase of the project.
Other Business:
Isolation valves are complete, Mike to check with Ian on what has been exercised
The main focus of the meeting was to review the current status of the Capital Improvement Plan (CIP) in preparation for the annual meeting in February of 2018. Nancy Cole provided multiple updated excel spread sheets which the committee worked from during the meeting. Specifically, the Capital Reserve Fund (CRF) deposits spread sheet and the loan balance review sheet.
Dialogue:
Ralph Lutjen reviewed the working copy of the financial analysis of a possible loan to find upcoming initiatives, Although the specific undertakings are proposed much needed detail on actual bid pricing and scope is yet to be completely developed. It was agreed that until such time details are finished it would not be included in any communication. Specific examples were discussed for illustrative purposes, Thusis project being one.
Discussion followed with the hypothetical impact the proposed plan would have on taxes and how to prioritize and manage those initiatives to minimize the tax impact.
One key initiative under review is storm water management. Through some creative thinking and work on the part of Ralph Lutjen who contacted UNH for assistance and with the help of UNH has developed ideas on how to modify current operations rather than create holding ponds and other proposed tasks to reduce the inflow of water run-off to middle pea porridge pond. The modifications will significantly reduce the estimated costs to reduce the inflow, improve water quality and meet the NH Environmental regulations. Examples of projects in other communities were reviewed where large capital investment was made and the outcomes were poor and did not meet the NH requirements. Discussion also looked at current efforts by the roads supervisor Kelly Robitaille to pretreat roads with brine and reduce salt usage.
In preparation for the 2018 annual meeting Mike Smith suggested members champion projects that are missing details to close the gap and have the proper back-up detail for voters. The goal is to have detailed pricing quotes for Little Loop and Thusis projects.
Nancy Cole makes a motion to formally present the Little Loop, Thusis and Chocorua View as the 2018 projects for the 2018 warrant article to be presented to voters, Mike Smith seconds and all presented voted yes.
Other discussion ensured around the removal of the F550 replacement from 2018n now that the back plow has been acquired, no building upgrades for 2018 other than the proposed siding of the lodge but not to be included until a firm quote is provided.
Top priority for the water systems is the Reinach pressure zone, review of proposed tasks associated with the project included simple contractor pricing off the engineer’s drawings, building costs, scatter valve and electrical need to be included.
Tank testing and replacement was discussed and the associated options. Using the estimates from Mass Tank on relining and or replacement Nancy Cole will adjust the current spread sheet to develop a pricing matrix for tanks, replacement and re-lining. Shifting priorities will dictate estimated timing of both.
If loans are used for future funding of initiatives it was recommended one be developed water and one for roads. All agreed.
Ralph Lutjen offered to prepare a spread sheet for review at the next meeting on water storage and distribution.
Discussion on current completed projects, proposed projects and what has been completed against the master plan. Many of the key projects from the master plan have been or are part of the planning.
Discussion also undertaken on the impact proposed projects will have on the water usage fee, it was agreed to review once better details are available on projects.
Establish Next Meeting – Next meeting scheduled for Tuesday December 12th @ 1:00 PM
At 2:40 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.
Respectfully submitted,
Tommy Gunn
Committee Member