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CAPITAL IMPROVEMENTS PROGRAM MINUTES November 18, 2008
APPROVED: __________________
AGENDA: WORKSHOP – FINALIZING CIP FOR PRESENTATIONS
ATTENDING: Murray Campbell (Chairman), Janice DellaCroce, Jerry McGwin, Dan Paradis
ABSENT: Don Milbrand (death in family)
OTHER: Paul Weston (Town Manager)
The meeting opened at 7:00 pm.
MINUTES OF NOVEMBER 11, 2008: The following amendment was made: Page 2, under Sewer and Water, 7th line, replace “100M” with “1M”. J. McGwin made a motion, second by D. Paradis, to approve the minutes as amended. The motion carried.
KELLEY PARK: Ms. DellaCroce asked about the Trust Fund for Kelley Park and Mr. Weston stated that there is over $43,000 available in the Kelley Park Trust Fund.
FINAL CIP (CAPITAL IMPROVEMENTS PLAN): Mr. Campbell distributed the new CIP book and the committee looked them over one last time. Page 1 is the Index. Next is the Introduction with the changes that were made at the last meeting. Mr. Weston asked if the committee has decided to exclude road improvements. Mr. Paradis answered that we did not have the numbers. Mr. Weston added that we need a 10 year plan. The secretary mentioned that Mr. Bucklin, Highway Supervisor, had a plan at one time but money was pulled from his budget for other departments. She was not sure where his plan stands now. Mr. Paradis felt that we should do something for another year. Ms. DellaCroce added that it is a valid expense. She asked how many miles of roads does Bristol have and Mr. Weston did not recall. Mr. McGwin mentioned that in the 3rd paragraph, 2nd line, it lists just $10,000 and he wondered if we shouldn’t make it $10,000 or more. Mr. Campbell felt that this is a good point but, due to time constraints, we can do that for next year. Mr. Campbell continued with the next page: Historical Record of Capital Expenses. He pointed out that he corrected the pages of the bar graphs and the 2007 population. -2- CIP Minutes 11/18/08
FINAL CIP continued: Page 3, Capital Expenses, remains the same except for adding the 2007 figures. Page 4 has a problem, Mr. Campbell stated. On line 125, Total Revenues, a total was put in though it should be a zero. This throws off the balances at the bottom. We shall need to replace pages 4, 5, and 6. Ms. DellaCroce will redo these pages and get them to the secretary in the morning. Mr. Weston said that he has advised his staff that help may be needed to change these. Ms. DellaCroce asked if we should drop off 1997. Right now we have 11 years instead of 10. The committee felt that it should be 10 but will leave it until next year. Page 8, Priority System, is standard. Page 9 and 10. Mr. Campbell stated that we should concentrate on 2009 as we had insufficient time to study much for the other years. Mr. Weston mentioned that Mr. Milbrand’s recalculation of the Borough Bridge will affect this. Mr. Campbell stated that there is $64,000 there but the $80,000 for the design is not. Mr. Weston said that the $80,000 is in 2007. It does not affect the chart. Mr. Campbell brought attention to the bottom on page 9 and said that we did not know the real tax rate. Mr. Weston felt that it was about right. Pages 11 through 16, Explanation of CIP Proposal Decisions 2009, were looked at. Mr. Weston mentioned that, on page 11, the Police Cruiser being replaced is a Chevrolet Tahoe but he did not think that it would hurt to leave it as is. Mr. Campbell felt bad about this as he had changed it from the Tahoe to the Suburban. No-one had a problem with leaving it. Page 17, Appendix lists the CIP Project Request forms received from Bristol Citizens. It was determined that we need 36 books. Mr. Weston was asked if this can be posted on the web site and he answered that Kelly Stafford does this now. Ms. DellaCroce stated that she can scan it and send a PDF to Mr. Weston.
Partial List of Differences: Mr. Campbell pointed out the list of differences that he had included on the Agenda sheet. We actually pay in 2009 for the ladder truck, he stated. Mr. Weston said that it will be something like $98,000 which Mr. Campbell saw as not enough left over to possibly attribute to other projects that the CIP committee has zeroed out for 2009. Mr. Weston stated that Jennifer, hired to fill in for Peggy Petrazewski, Accountant, is making up a debt schedule for him. Mr. Campbell continued to go over the list. He mentioned that the Library last year wanted $50,000 set aside but this was changed to $30,000 and went for improvements on the present building. Mr. Campbell feels badly that we have not been able to put aside monies for the addition but he has not seen that they have done much to fund some of it themselves. Mr. Weston stated that they are going to have a cookie sale. He added that we need a “sugar daddy” like Bridgewater has.
-3- CIP Minutes 11/18/08
Partial List of Differences continued: Mr. Campbell stated that the offsets have helped us this year. Mr. Paradis mentioned that the offsets don’t always come to us in the same calendar year. Mr. Campbell suggested that we might add notes on this from here on out. We may never be able to flatten out the CIP, he added. Mr. Paradis agreed but said that it is a living document. Mr. Weston felt that it is a really good thing to have and the committee has done a good job. Ms. DellaCroce added that she feels that it is better this year than last.
SCHEDULE: Mr. Weston asked what the CIP committee would feel is an ideal schedule. It was felt that they should meet by July 1st and ask to get hard numbers. It is too late for the committee to start in September with an October 1st completion date as Mr. Weston would like to see. Mr. Campbell had an example of another town in which they meet twice in Sept., twice in Oct., and twice in Nov. They do not meet much before this. Mr. Campbell feels that we should meet after the first of the year to set goals and time tables. It was felt that perhaps we should meet once in July, once in August, and then bear down in Sept. We need the basic information and requests as early as possible. Mr. Weston felt that he could set a deadline. A discussion followed. Mr. Campbell explained what we had given the Department Heads and said that, in 2010, we will only ask for new items. Next year, we need to get into the future years. Mr. Paradis suggested that if we set July 1st as a deadline, if nothing has come in by that time, we shall assume that nothing new is needed. Ms. DellaCroce felt that it should be easy enough as everything is spelled out on the chart already. Mr. Campbell said that if we are to finalize for October, we need to back up the deadline for requests.
Town Meeting, 2009: Mr. Weston stated that he has already warned the Department Heads that they may not get what is being asked for due to the present economy. Mr. Paradis stated that this then creates a problem for the CIP as it backs up everything for the next year. A discussion of the importance in how things are presented at town meeting was held.
Presentation to Planning Board: A discussion was then held as to how to present this CIP to the Planning Board. Mr. Campbell mentioned that they have already received a copy of the preliminary plan so should understand it a little better. Ms. DellaCroce stated that it is not necessary to go over the plan line by line. The committee agreed.
With no other business before the committee, J. McGwin made a motion, second by J. DellaCroce, to adjourn at 8:20 p.m. Respectfully submitted, Jan Laferriere, secretary
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