[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/AssetMngmnt-09-12-18.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
September 12th, 2018
The Asset Management Committee met at 1:06 pm exactly on Wednesday, September 12th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith, Ralph Lutjen and Dinah Reiss. No guests were in attendance. The meeting was filmed.
At 1:06 pm the meeting was called to order by Chairwomen Nancy Cole.
Chairwomen Nancy Cole passed out documents to include the Agenda, Updated CIP plan and updated hypothetical water meter analysis.
Mike Smith makes a motion to hold all public comment from the guests when present at all future Asset Management meetings 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 accept the agenda as presented, Tommy Gunn seconds and all members in attendance vote yes. Motion passes.
Nancy Cole makes a motion to accept the minutes from September 6th, 2018 as presented, Dinah Reiss seconds, all members voted yes for approval.
Agenda Items:
1. Water Meter Analysis – The committee reviewed the updated theoretical water meter analysis. All agreed the numbers were accurate as estimates to show the magnitude of a worst-case scenario. Some line items could be reduced if ever implemented, examples are buying a used vehicle over new, existing alternatives for program storage and others. But as presented the analysis gives the residents a directionally correct view of the program costs. Dinah asked if administrative costs were included, yes, they were. Once the document with narrative is updated it will be presented to commissioners for approval and placement on the VDOE website.
2. Review CIP – Nancy Cole reviewed the specific updates to the CIP since last weeks, September 6th, 2018 meeting, which included cumulative updates in all categories as appropriate, as well discussion commenced on preparation of warrant articles for the 2019 plan and meeting.
a. Equipment – Review of the plan and CRF was discussed with a focus on the scheduled replacement of the Ford F550. It has been recommended that the replacement vehicle will be a Dodge. Final specifications are being developed. The exact funding mechanism has yet to be developed. Various alternatives are being reviewed to insure the village district selects the most cost effective alternative for residents. Other future years were reviewed.
b. Roads – Note the annual road review is scheduled for September 17th @ 9:00. The meeting will commence at the VDOE headquarters on Rte. 113 in Madison NH. Nancy, Kelly and Tommy will physically review all roads and update the priority and develop next year’s recommendations. Later in the meeting the closing of Burgdorf was discussed the committee agreed to proceed with development of a recommendation and process to close the road.
c. Buildings - The committee reviewed the 2019 initiatives under review. Discussion around the two needs at the DPW garage drainage and rear entry gate, salt shed access control and the lodge building were discussed. Given the available funds planned for the Lodge the focus in 2019 will be to address the envelope and siding issues as they threaten the structural integrity of the building. The identified cosmetic project to paint the ceiling is not a high priority project for 2019. As part of the discussion the current tenant at the Cabana, the Sheriff Department, should be approached to donate to any upcoming projects. The committee agreed to recommend to the commissionaires to send a letter exploring such a donation.
d. Tanks – Limited discussion took place on tanks at this meeting as last week’s meeting and the state meeting on Saturday September 8th, 2018 have help clarified the next steps and direction. The Reinach tank will be a 90,000-gallon poured in place cement tank. Paul Fluent has been engaged and will develop specifications and prepare the bidding documents for perspective contractors. Ralph will be developing a model for the tank CIP section that will help analyze the plan and will be able to be used in other areas. Dinah engaged the committee on possible funding strategies, the committee will work once the bidding is complete to develop and recommend the best alternative for the village district.
e. Distribution –Limited discussion took place this week on distribution other than the tanks are top priority and need to be addressed first.
3. 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
4. CSV – Mike 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.
5. Nancy Cole brought up the item from last meetings guest to develop a short presentation on the water systems and its needs. Although no final plan was developed the committee agreed existing information can be collected to be presented to residents, timing was not agreed to yet but will be prior to the annual meeting.
6. Next Meeting – See below for details.
Public Comments / Questions: None
At 2:21 pm Ralph Lutjen makes a motion to adjourn the meeting. Nancy Cole seconds. Motion passed unanimously with all members voting yes.
The next meetings will be held on Tuesday September 25th, 2018 @ 2:00 PM.
Respectfully submitted,
Tommy Gunn
Committee Member