[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

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VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
August15th, 2018

The Asset Management Committee met at 1:00 pm exactly on Wednesday, August 15th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith, Ralph Lutjen and Dinah Reiss. The meeting was filmed.

A guest, Adam Leiser was also present for the meeting.

At 1:05 pm the meeting was called to order by Chairwomen Nancy Cole.

Chairwomen Nancy Cole passed out documents associated with the CIP plan and agenda.

Mike Smith makes a motion to accept the agenda as presented, was seconded and all voted yes.

Nancy Cole makes a motion to accept the minutes from July 9th, 2018 as presented, Mike Smith seconds all members voted yes for approval.

Agenda Items:

1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since July 9th, 2018 meeting, which included cumulative updates in all categories as appropriate.
a. Roads – Note the annual road review will be conducted soon, once schedules are aligned, with Nancy, Tommy and Kelly the purpose is to validate the CIP schedule and priorities. Given the departments work load of late the meeting will be held late August or early September.
b. Tanks – Much discussion was held on the status of the tanks and the best road forward for the VDOE. The committee review the most recent estimates for inspect and reline vs replace. The current review and documents are considered working documents and are not intended to reflect quoted estimates. The guest, Adam Leiser, suggested the current escalation estimate of 5%, straight lined, over the estimated useful life in years is not an accurate method to determine future cost. As discussed last month the committee recognizes this as, first the 10-year cost of inflation is less that 5% and second at the time a project would move forward to be presented to the voters our project leader would use TVM, (Time Value of Money) to accurately estimate the cost of a tank project and the rate of inflation to estimate future and total costs. The prioritization.
i. Reinach
ii. Muddy Beach
iii. Jungfrau
iv. Chocorua
v. Summit Hydro
vi. Summit 10,000 gallon
c. Distribution – Nancy led a discussion on PRV pits and like areas of the CIP suggested we prioritized the specific locations. The next update will reflect the prioritization
d. Water Meter Discussion – The committee discussed the current estimates developed to implement water meters throughout the VDOE. Much discussion on the specific line items was undertaken given the magnitude of the total estimate. Our guest Adam Leiser questioned the cost of specific line items. Specifically, the frequency of the meter reading and labor needed to conduct the reading. The cost of the vehicle, the labor rates and others. Committee members Mike Smith and Ralph Lutjen explained the methodology used to develop the analysis. In any case even if the current estimates were cut in ½ the project does not appear to make wise financial sense.
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.
3. CSV – Mike Smith 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,
4. Next Meeting – See below for details.

At 1:57 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 Tuesday September 4th, 2018 @ 5:00 PM as well the meeting with the State of New Hampshire will to take place at the Lodge on Saturday September 8th @ 10:00 am.

Respectfully submitted,

Tommy Gunn
Committee Member

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/AssetMngmnt-07-09-18.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
July 9th, 2018

The Asset Management Committee met at 1:00 pm exactly on Tuesday, July 9th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith and Dinah Reiss. Ralph Lutjen was absent. Also in attendance was Commissioner Ron Sandstrom, Ron is attending as a conference call is planned to discuss the results of the recent tank testing by Mass Tank with the VODE professional engineer, Paul Fluent. The meeting was filmed.

At 1:02 pm the meeting was called to order by Chairwomen Nancy Cole.

Chairwomen Nancy Cole passed out documents associated with the CIP plan and agenda.

Mike Smith makes a motion to accept the minutes from June 14th, 2018 as presented, Dinah Reiss seconds all members voted yes for approval.

Agenda Items:

1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since June 14th, 2018 meeting, which included cumulative updates in all categories. No substantive changes were made at the meeting.
• Roads – Note the annual road review will be conducted in the near future, once schedules are aligned, with Nancy, Tommy and Kelly. To validate the CIP schedule and priorities.
• Note: As previously discussed 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 are approved. No changes to the document occurred at this meeting.
• Mass Tank has completed the testing and inspection on both Reinach tanks. A full report was issued and is being reviewed by the VDOE professional engineer and will be reported on his opinion tentatively by Tuesday Jine10th. Next steps to be determined.
• A conference call was held with all present and the VDOE professional engineer Paul Fluent. The committee discussed at length the results and next steps to develop the best solution for the replacement of both Reinach tanks. It should be noted that although the Reinach tanks have not passed their structural integrity testing which would have allowed relining as a possible solution they are not in imminent danger of structural failure.
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 August 9th, 2018 @ 1:00PM.

At 1:57 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously with all members voting yes.

The next meeting will be held on Wednesday August 15th, 2018 @ 1:00 PM

Respectfully submitted,

Tommy Gunn
Committee Member

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/AssetMngmnt-08-15-18v3.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
August15th, 2018

The Asset Management Committee met at 1:00 pm exactly on Wednesday, August 15th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith, Ralph Lutjen and Dinah Reiss. The meeting was filmed.

A guest, Adam Leiser was also present for the meeting.

At 1:05 pm the meeting was called to order by Chairwomen Nancy Cole.

Chairwomen Nancy Cole passed out documents associated with the CIP plan and agenda.

Mike Smith makes a motion to accept the agenda as presented, was seconded and all voted yes.

Nancy Cole makes a motion to accept the minutes from July 9th, 2018 as presented, Mike Smith seconds all members voted yes for approval.

Agenda Items:

1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since July 9th, 2018 meeting, which included cumulative updates in all categories as appropriate.
a. Roads – Note the annual road review will be conducted soon, once schedules are aligned, with Nancy, Tommy and Kelly the purpose is to validate the CIP schedule and priorities. Given the departments work load of late the meeting will be held late August or early September.
b. Tanks – Much discussion was held on the status of the tanks and the best road forward for the VDOE. The committee review the most recent estimates for inspect and reline vs replace. The current review and documents are considered working documents and are not intended to reflect quoted estimates. The guest, Adam Leiser, suggested the current escalation estimate of 5%, straight lined, over the estimated useful life in years is not an accurate method to determine future cost. As discussed last month the committee recognizes this as, first the 10-year cost of inflation is less that 5% and second at the time a project would move forward to be presented to the voters our project leader would use TVM, (Time Value of Money) to accurately estimate the cost of a tank project and the rate of inflation to estimate future and total costs. The prioritization.
i. Reinach
ii. Muddy Beach
iii. Jungfrau
iv. Chocorua
v. Summit Hydro
vi. Summit 10,000 gallon
c. Distribution – Nancy led a discussion on PRV pits and like areas of the CIP suggested we prioritized the specific locations. The next update will reflect the prioritization
d. Water Meter Discussion – The committee discussed the current estimates developed to implement water meters throughout the VDOE. Much discussion on the specific line items was undertaken given the magnitude of the total estimate. Our guest Adam Leiser questioned the cost of specific line items. Specifically, the frequency of the meter reading and labor needed to conduct the reading. The cost of the vehicle, the labor rates and others. Committee members Mike Smith and Ralph Lutjen explained the methodology used to develop the analysis. In any case even if the current estimates were cut in ½ the project does not appear to make wise financial sense.
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.
3. CSV – Mike Smith 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,
4. Next Meeting – See below for details.

At 1:57 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 Tuesday September 4th, 2018 @ 5:00 PM as well the meeting with the State of New Hampshire will to take place at the Lodge on Saturday September 8th @ 10:00 am.

Respectfully submitted,

Tommy Gunn
Committee Member

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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

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VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
May 15th, 2018

The Asset Management Committee met at 1:00 pm exactly on Tuesday, May 15th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith. Committee member Dinah Reiss, was absent

At 1:07 pm the meeting was called to order by Chairwomen Nancy Cole.

Chairwomen Nancy Cole passed out documents associated CIP plan and CR effort. The document will be edited at this meeting to reflect the outcome of the annual meeting.

Mike Smith make a motion to first amend the minutes from April 23rd, 2018 to record the two items below

1. First, non-agenda topic was the voting of the 2018 Chairperson, Mike Smith made a motion to continue with the leadership under Nancy Cole, Ralph Lutjen seconded and all members affirming with a yes vote.

2. Second, Mike Smith made a motion to continue with the security of record, Tommy Gunn, for the 2018 year, Ralph Lutjen seconds and all members affirming with a yes vote.

Once complete the minutes from April 23rd, 2018 were accepted.

Agenda Items:

1. Review CIP – Nancy Cole reviewed updates to the CIP since April 23rd, 2018 meeting, which included cumulative updates in all categories.
• Buildings: review of plan for 2019 and prepare warrant articles for review of commissioners warrant article suggests early for agreement. The two items on the CIP for buildings are DPW office and the Lodge, once again much discussion on the estimated cost for repairs and the concern if voters would really approve the estimate dollars need to make repairs. Much more discussion will ensue in the weeks to come once pricing is finalized and again a prioritized list of projects is developed.
• Roads: Review of the 2018 items was discussed especially Chocorua View and Old Town and what actually can be accomplished with $3,000. Scope will be reviewed and help determine the best course of action to extend the useful life of both roads. Comments were made about how well Geneva Hill on Middle Shire is holding up especially after the harsh winter we are just survived. Also, Klausen was discussed and a needed estimate for proposed scope of work.
• Water: Much discussion on the situation of the tanks after the failure of the Reinach tank inspection. All agreed it would be premature to continue further discussion until formal reports are back and the exact condition is presented to the Commissioners. Further discussion was tabled until all data is available, most likely at the June 2018 meeting. Mike Smith walked through the detailed cost estimates he has prepared for all tank replacements. This cost estimate is designed to provide the Asset Management team with a baseline for cost estimating, understanding each year a 5% escalation would have to be included to adjust from todays prices. Also, leaks were discussed and how to prioritize them and associated pipe replacement. Mike Smith walked through the estimated cost he developed for pipe replacement. A review of the pipe sections from Geneva Beach up to West Bergamo will be planned with Ian Hayes. Test pits will be dug to determine where the new and old pipe meets and a plan for replacement will be developed.
2. Review proposed items for commissioners to review for bidding and inclusion in the 2019 warrant articles for voters to review and approve. The two building items will be developed first.
3. Review recent failure of Reinach Tank and next steps to be taken. See above CIP/Water.
4. Mapping Update – Ron Sandstrom working with Chad Roberge of Avitar on isolation valve maps
5. CSV Update - Mike Smith to complete CSV location information late spring / early summer with Ian Hayes.
6. Next Meeting – date and time TBD

At 1:58 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously with all members voting yes.

Respectfully submitted,

Tommy Gunn
Committee Member

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Village District of Eidelweiss
Asset Management Committee
April 20, 2018

The Asset Management Committee met on Friday, April 20, 2018 at 11 am in the District office. Present were Committee members Mike Smith, Ralph Lutjen and Nancy Cole.

Chairwoman Nancy Cole calls the meeting to order at 11:05 am.

The updates to the Capital Improvement Plan (CIP) are reviewed and discussed by category and line.

Adding an expense line is discussed.
Adding an expense line would allow for addition of a cumulative total line to the spreadsheet is discussed. This would show clearly the year the expense was being allocated to and show the remaining/cumulative balance of the recommended capital reserve fund (CRF) deposits. Negative balances would show that financing would be needed to complete the recommended projects that year.
Buildings are discussed. Recommendation is to begin a Buildings CRF in 2019. Drainage issues in the DPW garage are discussed; the DES requirement to block the drain from the garage floor that led to what was deemed a sub-standard style tank is outlined. Cost of replacing the tank with a compliant system was not feasible. Outcome is a wet floor that the crew must manually squeegee towards the well in the DPW yard. Exploring options for drainage to alleviate the wet floor in the garage will be done.
Roads are discussed. Chocorua View Drive reconstruction will be moved back to 2021. The cost estimates for Grison and Burgdorf will be reduced to $225,000 each based on the recent estimate received from Paul Fluet.
The option of turning Burgdorf Drive into two dead-end streets will be explored for comparison of cost purposes going forward.
The water system information is reviewed. Costs for pressure reducing valve pits (PRV) are allocated across six years. Addition of the expense and cumulative totals will be completed to show possible funding needs for projects.

Next meeting will be Tuesday, May 15 at 1 pm.

At 11:55 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 3-0.

Respectfully submitted,

Nancy Cole
Committee member

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VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
February 12th, 2018

Note: This meeting was captured on video and will be available on the VDOE website for specific dialogue of the committee members and the specific content of meeting.
The Asset Management Committee met at 3:00 pm exactly on Monday, February 12th, 2018. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.

At exactly 3:00 pm the meeting was called to order by Chairwomen Nancy Cole.

Nancy Cole passed out and made a motion to approve the agenda as presented, the was seconded by Mike Smith and the motion passed 5-0, all members voting yes. Nancy also passed out documents associated with the water loan detail and Mike Smith’s analysis of inspect/reline & repair various tanks vs the cost to replace.

Agenda:

1. Nancy Cole makes a motion to accept the minutes of January19, 2018 – Ralph Lutjen seconds the motion, the motion passed 5-0 with all members voting yes.

2. Overview – The committee reviewed adjustments to the proposed CIP plan and warrant article to align with reasonable recommendations to voters at the annual meeting in February 2018. Details are discussed later in the meeting document.

3. Review proposed Water Bond Spreadsheets;
• Ralph Lutjen review the detailed spreed sheet on how the water projects were developed and using the plan to present a plan for a 15-year bond, the first three years interest only and the remaining 12 years to pay the principal loan amount. The current estimate for interest rate is 4%.
• The goal to keep the annual water few below $500.00
• Mike Smith makes a motion for the Asset Management Committee to formally support the water bond article in the amount of $525,000. Nancy Cole seconds and all are and vote yes.

4. Mike Smith reviews the detailed analysis that he and Nancy Cole have prepared comparing the estimated costs to inspect and reline the existing water tanks vs. purchasing new tanks.
• Much dialogue on the topic took place, with no firm outcome. The committee acknowledges that relining would extend the useful life of the exiting tanks by about 20 years, the existing tanks are about 43 years old.
• But given the delta of cost, for three tanks just under $20,000 in total. With the minimum estimated useful life of 50+ years would the VDOE be better off replacing the tank rather than inspecting and or relining.

5. Diana notes that on the water project list Reinach Phase 1 is listed but no reference is made to future phases of the Reinach are not mentioned. She raises a concern voters may raise this at the annual meeting, and questions are we prepared to address this?

6. The Committee reviewed the warrant articles 1 – 23, no changes were made or suggested.

7. The Committee reviewed the analysis Mike Smith has prepared looking at electrical usage in the water pump houses and how a VFD (Variable Frequency Drive) can significantly improving the operating efficiency of the pumps and reducing electrical usage. The electrical upgrades and improvements with have a payback period as yet to be determined but will reduce the cost of proposed projects.

8. Establish Next meeting - Next meeting scheduled for Monday March 12th, 2018 @ 3:00 PM

At 4:02 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously with all members voting yes.

Respectfully submitted,

Tommy Gunn
Committee Member

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VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
January 16th, 2018

Note: This meeting was captured on video and will be available on the VDOE website for specific dialogue of the committee members and the specific content of meeting.
The Asset Management Committee met at 1:02 pm on Tuesday, January 16th, 2018. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith. Also in attendance was Commissioner Ron Sandstrom.

At 1:02 pm the meeting was called to order by Chairwomen Nancy Cole.

Nancy Cole passed out and made a motion to approve the agenda as presented, the was seconded and the motion passed 5-0.

Nancy Cole also passed out various updated documents, CIP spread Sheet with updates from the commissioners meeting of the earlier on Tuesday January 12, 2018 and updated draft copies of the 2018 warrant document to be presented at the annual meeting. Also Ralph Lutjen distributed copies of his working documents spread sheets on loan projections

Agenda:

1. Overview – The committee reviewed adjustments to the proposed CIP plan and warrant article to align with reasonable recommendations to voters at the annual meeting in February 2018. Adjustments are in progress as detailed numbers are collected.

2. Review CIP Spreadsheets
• Equipment CIP budget for 2018 adjusted from $30,000 to $25,000.
• Buildings, adjusted for lodge exterior renovations, siding, to $12,450.00
• Roads challenge given estimates, both gravel & asphalt for 2018 reduced and move Chocorua View and Old Town to 2019
• Storm water management to be handled as part of operating budget
• Grison and Burgdorf will present a big challenge in future years given initial estimates
• Water Pipe replacement $20,000 to CIP
• PRV Pits adjust to implement the first two critical pits in 2018 for $33,000, then implement one each preceding year with an estimated cost of $25,000.
• Electrical upgrades were discussed as critical to the overall plan. Prioritized as DPW in 2018, Chocorua in 2019 and Summit in 2020.
• All agreed to prioritize all CIP initiatives in numerical order of priority by year to allow flexibility in planning should priorities change

3. Review proposed Warrant for any recommendations to Commissioners
• Nancy will redraft the existing document and distribute for review by Friday. Based on the mornings Commissioners meetings and this Asset Management meeting.

4. Mike Smith makes a motion to accept the minutes of December 19, 2017 - Nancy seconds the motion the motion passed 5-0.

5. Establish Next meeting - Next meeting scheduled for Tuesday February 13th, 2018 @ 1:00 PM

At 2:02 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member