[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/AssetMngmnt-09-25-18v2.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
September 25th, 2018
The Asset Management Committee met at 2:00 pm exactly on Tuesday, September 25th, 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 2:00 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 Tank replacement financial analysis and modeling developed by Committee Member Ralph Lutjen.
Dinah Reiss makes a motion to accept the agenda as presented, Nancy Cole seconds and all vote yes.
Mike Smith makes a motion to hold all public comment from the guests present at today’s Asset Management meeting until the planned content of the meeting is completed. Ralph Lutjen seconds and all members in attendance vote yes. Motion passes. There were no guests present at today’s meeting.
Dinah Reiss makes a motion to accept the minutes from September 12th, 2018 as presented, Nancy Cole seconds, all members voted yes for approval.
Nancy Cole suggests before reviewing the specific agenda items that the committee review the detailed analysis and financial modeling developed by Ralph Lutjen to look at all possible options to fund the replacement of the VDOE’s tanks, specifically focused on Reinach tank. The analysis has looked at all possible funding sources to offer to the voters for approval looking to minimize the impact on residents. Further, the model can be adjusted once actual bid pricing is received and vetted for accuracy by replacing the current best estimated costs from the engineer with actual bid costs.
The current estimated costs are $512,000 for the tank installation and $33,000 for engineering due diligence during the actual onsite pouring of the concrete and connections to the existing system. After walking the committee through the model and options Ralph Lutjen suggests and recommends the selection of option 1 to be presented to voters in 2019. The committee agrees.
Much discussion took place over the next thirty minutes on specifics of the developed options to include use of the existing loan of $205,000 which has a balance of $142,000 available and may be incorporated into the needs of the Village District with voter approval required to modify the language of the original bond, these funds must be used within the next two years. This will be vetted by the committee over the next few weeks to determine the best way forward to present to the voters in February of 2019.
As part of that preparation Mike Smith will work with the VDOE water operator to develop a list of water projects and prioritize the importance of each to be presented by next meeting.
The status of the 10,000-gallon summit tank remains in question of to replace or abandon, in all cases it is the last priority and will be addressed later.
Agenda Items:
1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since last meeting on September 12th, 2018, which included cumulative updates in all categories as appropriate, as well discussion continued the preparation of warrant articles for the 2019 plan and meeting.
a. Equipment – Nothing new to report
b. Roads – The annual road review took place on Monday September 17th. The review took place with Kelly, Tommy and Nancy. Priorities were updated from 2017 and discussed with the commissioners early on this day. The public works team will focus this week on asphalt priorities and once a status is complete end of week the priorities will be updated and presented at the next meeting.
c. Buildings - Nothing to report.
d. Tanks – Limited discussion as today’s meeting focused on the discussion above on funding and financial analysis/modeling of the tanks and related projects.
e. Distribution –Nothing new to report
2. Mapping Update – Ron Sandstrom has the final updates and will deliver the final electronic file within the next few weeks.
3. CSV – Mike and Simply Water have found two of three valves. This should be complete by next meeting
4. Next Meeting – See below for details.
Public Comments / Questions: None
At 3:05 pm Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously with all members voting yes.
The next meetings will be held on Tuesday October 16th, 2018 @ 1:00 PM.
Respectfully submitted,
Tommy Gunn
Committee Member