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VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
December 19th, 2017

Note: This meeting was captured on video and will be available on the VDOE website for specific dialogue of the committee members and the specific content of meeting.
The Asset Management Committee met at 1:00 pm on Tuesday, December 19th, 2017. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.
At 1:02 pm the meeting was called to order by Chairwomen Nancy Cole.

Mike Smith makes a motion to accept the minutes of October 12th, 2017, Nancy seconds the motion the motion passed 5-0. A motion made to accept the minutes of November 28th, 2017, with one typo correction, the motion was seconded and all in agreement the motion passed 5-0.

Nancy Cole passed out and made a motion to approve the agenda as presented, the was seconded and the motion passed 5-0.

1. Data Collection – Mike reviewed the status of the CSV’s and will return to locate the final seven97) in the spring.
2. Data Entry – No New Updates
3. Mapping Project – Updates have been sent to Chad, Nancy has sent an email looking for a status and time to completion of the new updates. Update by next meeting
4. Capital Improvement Needs
• CIP for Trucks and Equipment – No new discussion was held at this meeting, the spread sheet reflects the latest draft planning
• Buildings – Discussion around lodge and next was held. A motion was presented to move the estimated 2018 budget to 2019, the motion was seconded and the motion passed 5-0. Mike suggests the lower level estimated costs may be in the $50,000 range based on the findings on the upper level. Review of the door issue at the salt shed as also discussed, further investigation is needed. No other building discussion was held.
• CIP for Roads –
a) Review of the plan to date was had and a motion presented to adjust priorities moving Chocorua View from 2018 to 2019 and moving Old Town into 2018 from 2019 given recent damage to the plow equipment given the condition of the Old Town road. The motion was seconded and the motion passed 5-0. The motion also calls for obtaining a firm price for the Old Town Road project.
b) The spread sheet was discussed with changes in title of the Geneva Place Retention Pond to “Storm Water Management”, all in agreement and updates to pricing to all line entries by next meeting.
c) Ralph requested an update on the survey for Thusis and Eidelweiss Drive, Nancy responded that the survey was nearing completion with the possible outcome no easement needed, should be complete in January.
d) Mike Smith suggests the following priorities for engineering:
1. Little Loop
2. Reinach pressure zone
3. Thusis/Eidelweiss Drive
4. PRV pits
e) Ralph makes a motion to remove the $90.000 from the CRF for roads in 2019, the motion is seconded and the motion is passed 5-0.
• CIP for Water –
a) The committee held much discussion around the priorities of the aging infrastructure of the water system and the competing demands. All committee members agreed to update the cost estimates and present to the voters explaining the current condition and risk if not corrected
b) Ralph Lutjen reviewed the working copy of the financial analysis of a possible loan to find upcoming initiatives, the committee discussed direct funding and funding via a loan the impact to the tax base and water fee were discussed. It was agreed that the water upgrades would be presented and suggested to be funded with a new loan, details on the impact will be developed and presented in the warrant article, if the article fails the asset management committee will have to develop a new approach to the water system management.
5. Other business – The draft warrant document was reviewed, all agreed on the format of the current 22 warrant article. Much detail and price adjustment are needed before the annual meeting but this bones of the document were now in place with near final adjustments planned for the next meeting.
6. Establish Next meeting - Next meeting scheduled for Tuesday January 16th @ 1:00 PM

At 2:10 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member