VILLAGE DISTRICT OF EIDELWEISS

Asset Management Committee Meeting

December 11^th, 2018

The Asset Management Committee met at 1:00pm exactly on Tuesday, December 11th, 2018.  In attendance were Committee members, Nancy Cole, Tommy Gunn, Mike Smith and Ralph Lutjen.  Dinah Reiss was not present. No guests were in attendance. The meeting was filmed.

At 1:00 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 warrant article drafts for review.

Ralph Lutjen makes a motion to accept the agenda as presented, Mike Smith seconds and all vote yes.

Nancy Cole makes a motion to accept the minutes as presented from the Asset management meeting of November 13^th, 2018, Ralph Lutjen seconds and all present 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.

The purpose of today’s meeting and sole agenda topic was the review proposed draft project write ups to be presented at the annual meeting in February of 2019. The review of the content and edits we discussed for all current, fourteen (14), projects. The team will re-edit the documents in preparation for next week’s meeting. The plan is to have the draft ready for commissioner’s review and ready for posting on the Village District website for voter review prior to the annual meeting. 

Public Comments / Questions: None as no one was present

At 1:50 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 Monday December 17^th, 2018 @ 1:00 PM.

Respectfully submitted,

Tommy Gunn

Committee Member

VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
November 14th, 2018
The Asset Management Committee met at 1:00 pm exactly on Tuesday, November 13th ,

1. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith and
   Ralph Lutjen. Committee member Dinah Reiss was not present at the meeting. No guests
   were in attendance. The meeting was filmed.
   At 1:04 pm the meeting was called to order by Chairwomen Nancy Cole.
   Chairwomen Nancy Cole passed out documents to include the Agenda and Updated CIP plan.
   Mike Smith 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 any 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.
   Nancy Cole makes a motion to accept the minutes from October 16th, 2018 as presented, Mike
   Smith seconds, all members voted yes for approval.
   Capital Reserve Fund (CRF) review:
   Vehicles:
   Ralph Lutjen discusses the warrant article to replace the current Ford Motor Company F550.
   The current bid for a Dodge 3500 and associated uplifting has an estimated cost of
   $110,000.02. The current uplifting includes plow and sander and the necessary support
   equipment. The Ford F550 has experienced very high maintenance costs, has been unreliable
   at critical times and has reached the end of its useful life and requires replacement, What is
   unclear will be sale and or salvage value of the current Ford F550 and sander and plow
   equipment and where to place those monies. The Commissioners are evaluating trade-in
   value, outright sale with sander and plow and sale or truck, sander and plow as separate
   items. The current Capital Reserve Fund has $25,000 as a down payment for the replacement
   vehicle, question at hand should the sale value of the current Ford F550 and its equipment be
   applied to the purchase price of the new vehicle or redeposited back into the Capital Reserve
   Fund, no decision or recommendation resulted at today’s meeting. The current expected life of
   the new Dodge 3500 is five (5) years.
   Mike Smith questions the timing of the replacement of the Ford F550 and the current planned
   replacement Terra-Star and the 7400. The timing would have a replacement vehicle each year
   in 2023, 2034 and 2025.
   Ralph Lutjen discuss the strategy of the vehicle replacement program and the ongoing
   deposits to the CRF to target a flat tax rate impact in the future.
   1
   Buildings:
   Review of the buildings was lead by Chairperson Nancy Cole no new information was
   available. Review of the planned or identified scope for the Lodge project in 2020. The current
   project is a full renovation of the first floor to include electrical and plumbing. The 2019 scope
   involved replacement of the exterior siding.
   No other building line items were discussed this meeting.
   Roads
   Discussion around the road projects and information provided by Kelly on the estimated cost of
   gravel and shim as well as the prioritization of the proposed projects. Ralph Lutjen suggests
   greater detail needs to be developed by kelly and included in the upcoming annual meeting. As
   well discussion around evolution the timing of various tank projects to insure road upgrades
   will not be completed before planned tank replacements which may require extensive heavy
   equipment use of the roads and damage new or upgraded road surfaces. A review will be
   scheduled.
   Mike Smith asks if we should budget an additional $1,000.00 in the gravel budget should extra
   work be needed, it was also suggested the tank project could carry a contingency amount for
   potential road repairs that result from the tank replacement.
   Discussion on the closing of the Grison and Burgdorf was included as part of the roads CIP
   review. Nancy Cole provided an update on creating the two dead end streets, she has reached
   out for input from local officials, more to follow in December.
   H2O and Tanks:
   The committee reviewed the tank replaced dates and priorities currently in the CIP.
   Discussion around the high pressure issue and reported Paul Fluent is working on a technical
   solutions, to be completed in December.
   Nancy will make adjustments to the CRF in years 2020 and 2021 given current priorities.
   Much discussion revolved around the Reinach tank replacement its timing and the cost
   differences between a State of New Hampshire funded loan and a Bank loan. Benefits and
   detriments of each were discussed with estimated cost differences, it was agreed to table and
   only report details once the actual contractor sealed bids are opened and reviewed on
   December 4th, 2018. The results and recommendation will be discussed at the next meeting in
   December..
   As no guests were present there was no public discussion at this meeting.
   2
   At 2:12 pm Nancy Cole a motion to adjourn the meeting. Tommy Gunn seconds. Motion
   passed unanimously with all members voting yes.
   The next meetings will be held on Tuesday December 11th, 2018 @ 1:00 PM.
   Respectfully submitted,
   Tommy Gunn
   Committee Member
   3

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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

[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