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VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
June 14th, 2018
The Asset Management Committee met at 1:02 pm exactly on Thursday, June 14th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Ralph Lutjen, Mike Smith and Dinah Reiss. The meeting was filmed.
At 1:07 pm the meeting was called to order by Chairwomen Nancy Cole.
Chairwomen Nancy Cole passed out documents associated CIP plan and agenda.
Mike Smith makes a motion to accept the minutes from May 15th, 2018, Ralph Lutjen seconds all members voted yes for approval.
Chairperson Nancy Cole passed out the agenda and reviewed the goals of the meeting.
Agenda Items:
1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since April 15th, 2018 meeting, which included cumulative updates in all categories.
• Note: Although discussed at the end of the meeting the Commissioners have voted to place the CIP document on the VDOE webpage, to be located in the Asset Management section of the website. This document will be a living document and updated as changes approved. A special note will be included on header of the document stating such and date to reflect the date a change is made. Residents will be encouraged to make sure when reviewing they have the most recent edition of the CIP document. As a living document, frequent changes can be expected.
• Trucks and Equipment: Chairperson Nancy Cole suggests the trucks and equipment section of the CIP reflect the most recent updates. Chairperson Cole also suggests that the process to collect the specifications and quotation to prepare the warrant article for the 2019 annual meeting. This process should be completed by the end of the 2018 year. Current maintenance personnel will be asked to start that process.
• Buildings: Much discussion took place on the current planning for the buildings specifically the salt shed, cabana and lodge. In summary, the commissioners will solicit a professional report of the facility condition of the cabana. Also, Ralph Lutjen suggests a plan needs to be developed for the Cabana future use. First step will be to get the Cabana facility condition assessment completed. As well Nancy Cole will start the process of reviewing the sale shed access with the maintenance personnel and develop a plan to limit access and protect the material designated for VDOE use. The CIP will be updated based on today’s discussions.
• Roads: Review of the 2018/2019 and beyond items was discussed specifically proposed Grison and Burgdorf and their prosed costs and timing. It was agreed to move proposed project time line and costs out one year for each project, please see CIP document for specific changes. Other roads were discussed and Nancy will follow-up with Kelly and insure remainder of the proposed projects are aligned with the maintenance team.
• Water: Much discussion on the situation of the tanks after the failure of the Reinach tank inspection and proposed planning and projects took place. It was agreed to table all discussion on needs, proposed projects, timing and costs until the final report from Mass Tank is completed after the inspection of the second Reinach Tank. Full report is expected in late June for discussion at the July meeting.
2. Mapping Update – Ron Sandstrom working with Chad Roberge of Avitar on isolation valve maps
3. CSV Update - Mike Smith to complete CSV location information late spring / early summer with Ian Hayes.
4. Next Meeting – Monday July 9th, 2018 @ 1:00PM.
At 1:57 pm Nancy Cole makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed unanimously with all members voting yes.
Respectfully submitted,
Tommy Gunn
Committee Member