[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/AssetMngmnt-09-06-18.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
September 6th, 2018
The Asset Management Committee met at 5:01 pm exactly on Thursday, September 6th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith, Ralph Lutjen and Dinah Reiss. Also, guests in attendance were Kathy Koziell, Carol Rosenblith, Jay Buckley and Marya Doery. The meeting was filmed.
At 5:01 pm the meeting was called to order by Chairwomen Nancy Cole.
Chairwomen Nancy Cole passed out documents to include the Agenda, CIP plan and recent tank pricing analysis presented to the commissioners a few minutes before the meeting was to commence.
Mike Smith makes a motion to hold all public comment from the guests present until the planned content of the meeting is completed. Ralph Lutjen seconds and all members in attendance vote yes. Motion passes.
Mike Smith makes a motion to return meeting start time to 1:00 PM on agreed to dates. Ralph Lutjen seconds and all members in attendance vote yes. Motion passes.
Mike Smith makes a motion to accept the agenda as presented, Tommy Gunn seconds and all members in attendance vote yes. Motion passes.
Mike Smith makes a motion to accept the minutes from August 15th, 2018 as presented, Nancy Cole seconds, all members voted yes for approval.
Agenda Items:
1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since August 15th, 2018 meeting, which included cumulative updates in all categories as appropriate. Although since the August 15th, 2018 meeting the focus has been on water storage (tanks) and preparation for the meeting with the State of New Hampshire on Saturday September 8th, 2018.
a. Roads – Note the annual road review will be conducted soon once the tank meeting with the State of New Hampshire is complete. Nancy, Tommy and Kelly will align schedules to review and validate the CIP schedule and priorities. Given the departments work load and vacations of late the meeting will be held late September. No update at this meeting.
b. Tanks – Much discussion took place on tanks.
i. Ralph Lutjen reviewed the just completed tank replacement analysis of replacement of the steel tanks with a concrete poured in-place tank. Of note to all the estimated best available pricing of $512,125, this is only an estimate and real cost estimates will happen only after a full scope is developed and the project is bid. And in all cases the scope will only be finalized after State of New Hampshire approval.
ii. Funding strategies were discussed for the tank once a final design is approved and competitively bid. Ralph Lutjen notes the structure of any loan will be very important, asking Dina is it would be possible to float one loan for all expenditures with different loan periods, one for 30 years and the remainder for 15 years.
iii. Diana asks about the priorities for the other tanks and needed funding. Mike Smith suggests we continue with the current thinking of placing funds into the CR fund and in two years’ funds will be available to start the process for other tanks.
iv. Diana also asks if the PRV’s are prioritized, yes they are and planned upgrades will be coordinated with other system upgrades.
v. The discussion also noted other costs identified in the CIP and funding needed to accomplish those initiatives, such as electrical upgrades to the office and piping distribution. Initial thought is two loans would be required but the question needs to be presented to the bank for a valid answer.
vi. Mike Smith notes current Muddy Beach upgrades will be complete in about two weeks and will be a critical part to addressing other areas of the water system.
c. Distribution – Nancy led a discussion on PRV pits and noted they are prioritized. Ralph suggests an edit on the distribution for Reinach given the cost will be covered under the tank replacement. Committee discussed the original thought of staging the PRV pits but given the resources we may need to revisit the timing of that schedule.
d. Water Meter Discussion – There was no further discussion on this topic.
2. Mapping Update – Ron Sandstrom has been working with Chad Roberge of Avitar on isolation valve maps now that the final information has been received final updates can be completed. No new update
3. CSV – Make and Simply Water have found all but three valves. The commissioners have authorized additional funding to complete the final three valves, should be finished by mid-fall. No new update.
4. Preparation for State of New Hampshire Rick Skarinka Meeting, Saturday September 8th, 2018 – Chairperson Nancy Cole notes a document package is drafted and will be finalized tomorrow and sent to Rick for his preparation for Saturdays meeting.
5. Next Meeting – See below for details.
Public Comments / Questions: After completion of the formal meeting content, Chairwomen Nancy Cole opened the meeting for questions and or comments from the guests in attendance.
1. Kathy Koziell asks about the requirement for 90,000 gallons of capacity on the Reinach replacement tank given the current capacity for the two steel tanks is 60,000 gallons? Response from the committee was the state requirement based on anticipated growth and the average usage per customer, question can be presented to the State of New Hampshire representative Rick Skarinka at Saturday.
2. Kathy Koziell asks if we are over calculating given the reported loss of water in the system? The committee response: loss is a complicated issue with many of the leaks having been corrected in the past two years. Other leaks and bleeders have been identified but given the limited resources they are not of the highest priorities given the current challenges with water storage.
3. Jay Buckley – asked about the proposed cast in place concrete tank, what is the proposed color and did the engineer consider energy required to operate the tank above ground in the winter months? The committee responded that today there is no engineering design, that will only occur after the state provides input on the proposed course of action, hopefully on Saturday, September 8th, 2018. The selected engineer will take into consideration all requirements during the design.
4. Jay Buckley comment – Jay Buckley made a comment that the “info-board” he manages has received a comment from a resident that the cost of the water system for improvements and operation should be included in the tax base and not handled as a separate fee to residents.
5. Jay Buckley – Asked a question regarding the potential of not replacing the auxiliary tank at the summit location given planned growth in the area. The committee responded that at this time no final decision has been made and will be evaluated as the system plan rolls out and at this time this tank is the lowest priority.
6. Kathy Koziell - ask why the state is coming? Ralph responds that the intent of the meeting is to get the blessing of the State of New Hampshire of the proposed course of action to replace the two 30,000 gallon tanks with a new cast in-place concrete tanks and that the sizing is correct/
7. Kathy Koziell - Comment – Kathy suggests that the annual meeting include a map, drawing, presentation as appropriate to the voters to fully explain where tanks, PRV’s, distribution and how they all interconnect. Mike Smith points out the Homeland Security dictates what information can be shared as water sources, distribution and storage are considered prime targets and information is distributed on a “need to know” basis. Ralph will look for existing information that may help explain the system to voters and that can be shared within the Homeland Security guidelines.
At 6:12 pm Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed unanimously with all members voting yes.
The next meetings will be held on Wednesday September 12th, 2018 @ 1:00 PM.
Respectfully submitted,
Tommy Gunn
Committee Member