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CAPITAL IMPROVEMENTS PROGRAM MINUTES January 20, 2009
APPROVED: _______________
AGENDA: ORGANIZATION MEETING FOR 2010 CIP
ATTENDING: Murray Campbell (Chairman), Jerry McGwin, Don Milbrand, Dan Paradis
ABSENT: -----
OTHER: David Wall, Mitch Manseau (Hebron CIP)
The meeting opened at 7:05 pm.
MINUTES OF NOVEMBER 18, 2008: The following amendment was made: Page 2, under Partial List of Differences, 1st paragraph, 4th line, replace “attribute” to “contribute”. J. McGwin made a motion, second by D. Paradis, to approve the minutes as amended. The motion carried.
New Member/s: As Janice DellaCroce has resigned due to work schedule, a discussion was held as to how to fill her position. Mr. Paradis stated that the CIP committee can suggest a candidate but it is up to the Planning Board to determine. Mr. Campbell stated that there were no volunteers from the Planning Board when Ms. DellaCroce’ letter was read and he questioned if we can suggest someone from the outside. Mr. Paradis answered that he thought that the Planning Board would be okay with that. Mr. Campbell then asked if anyone knows of someone who might be interested. Mr. Paradis felt that it should be advertised on the bulletin boards, web site and T-V. Mr. Campbell agreed and asked if he should bring it up at the Planning Board meeting when he gives the CIP report. It was thought that the secretary could add it to the agenda.
Mr. Wall stated that they use one Planning Board member and the rest are from outside. This year, they have two Planning Board members, Mr. Manseau and himself. He had explained earlier, before the meeting opened, that they are here to see how Bristol has handled their CIP.
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CIP Member/s continued: The Board explained how, after several attempts, they began 2 years ago and are just beginning their 3rd year. Mr. Paradis asked if their Budget Committee listens to their CIP. He added that the Board felt that they were blown off last year but it seems to be better this year. Mr. Campbell added that we know a lot more this year, as well. Last year, the CIP committee got out and visited some of the Departments. It has been a little difficult in that we have had 2 new town managers during these two years. We have received the numbers so late that we end up running to get the plan done. We plan on asking for the numbers earlier this year and hopefully will be able to do a better job. Mr. Paradis added that we made a mistake the first year by trying to cut the costs, but have learned since then. Our intent is to get the 10 year needs of the Departments, set up the plan and then continue it as is unless there is a new need or a change. Mr. Milbrand said that Windham is surprised that we have a CIP and a Budget Committee. Mr. Paradis added that the committee’s philosophy this year was to keep the bottom line even.
Mr. Wall stated that they tried to get a CIP going 10 years ago and then started again last year. They did their Master Plan 2 years ago. Bruce VanDerven, Bristol Selectman, gave them a copy of Bristol’s CIP forms. They give their plan to their Selectmen as they do not have a Budget Committee.
Mr. McGwin asked if it would be okay to talk to someone outside who might be interested and was told that he could and to suggest that they come in when it is advertised.
Capital Expenditure Base: Mr. Campbell reminded the committee that the base is set at $10,000 and that Mr. McGwin has suggested that we add “or more” to it. After discussion, the committee agreed to make it “$10,000 or more with a useful life of 3 years or more”.
Mr. McGwin made a MOTION, second by D. Milbrand, to AMEND THE EXPENDITURE BASE TO READ $10,000 OR MORE WITH A USEFUL LIFE OF 3 YEARS OR MORE. The motion CARRIED.
Current Forms: The committee feels that the present forms are okay. Mr. Wall asked why we put them out for the public. Mr. Campbell answered that it is our way of reaching the public. Mr. Paradis added that it gives us ideas. Mr. Wall said that their Master Plan is the basis for what they do. Mr. Campbell gave examples that came from the public: purchase of the unused Mayhew St. parking lot, a floating platform for fireworks, downtown lighting change to LED on the flat roofs. The list is on page 17 of our present plan. Mr. Paradis stated that we should think of when to revise our Master Plan. The consensus of the committee is that they are okay with the forms as they are. -3- CIP Minutes 1/20/09
Current Forms continued: Mr. Wall asked how we would handle a situation such as a fire truck for $100,000 put in, it goes into a warrant article for $100,000 and, two years out, it is now $150,000. Mr. Paradis explained that we try to figure a percentage increase. Mr. Milbrand added that we adjust each year as is necessary. Mr. Paradis stated that, on our cover letter to the form, we say that if the cost estimate has changed, a new form should be submitted. Mr. Milbrand said that we are kind of behind; we lease-purchased a truck for 2 years and a fire truck for 5 years. We put it in as a line item but it should be in long-term debt. Mr. Wall added that if it is just a lease, it belongs in the operating expense.
Questions and Requests to Paul Weston: Mr. Campbell explained that he had submitted questions and requests to Mr. Weston, Town Manager, and has received his answer via e-mail. He has suggested that we send out our forms to the Staff on April 1st, get them back June 1st, and complete our plan by September 1st. He feels that road paving and reconstructing should be in the CIP. Mr. Campbell felt that the committee should see Mark Bucklin, Highway Superintendent on this and the committee agreed. Mr. Milbrand stated that Water/Sewer should be kept on a separate sheet as they are self-funded. He will see Jeff Chartier, Water/Sewer Superintendent for this. Mr. Campbell and Mr. McGwin will see Mr. Bucklin.
A discussion on quorums when out in the field was held. Mr. Wall stated that they cover this by advertising the field trip and they have one of the members take the minutes. It was noted that our secretary was told at a State Conference that the secretary is to take minutes whenever there is a quorum.
Mr. Campbell referred back to the dates and said that we run into summer vacations but feels that if we get returns by June 1st, we should be okay. The committee agreed. Mr. Paradis recommended that a reminder be sent to the Departments just before the deadline. Anything that we do not receive by the deadline will not be considered in that year. Mr. Campbell said that he will prepare the forms.
Mr. Wall said that they are building up reserves for fleet vehicles but bond buildings. Police computers are in the operating expense.
It was mentioned that applicants are looking for a new site for a cell tower. It was asked why they aren’t using the old site and it was felt that it may not be the optimal site.
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Spreadsheet: Mr. Paradis and Mr. Milbrand feel that it is premature to work on the spreadsheet; that we need to wait for town meeting. Mr. Campbell said that he has a couple of concerns and said that the 2009 CIP is on pages 9 and 10. The first item is to replace police cruisers. We bought 2 in 2007 and 1 in 2008. How do we know to replace them? Mr. Milbrand Answered that he should go down the age column: one 2007 is to be replaced in 2011 and the other in 2012 and the 2008 in 2013. Mr. McGwin questioned the life span of 3 years and thought that it is now 5 years. Mr. Milbrand said that the 3 years is a misprint and will be corrected. He has talked to Chief Clark about this and he would like to replace one of the 2007 models a year early. If we replace the suburban, it has been suggested to give it to the Highway Dept. instead of a new truck so they won’t have to do small errands in a big truck.
Mr. Campbell then stated that Mr. Weston suggests a bond instead of the building upgrade reserve. He added that we shall not have the off-setting revenue this year like we had last year. He then asked if anyone knew the status of the sand and salt sheds. No-one did. He will ask Mr. Bucklin when they go.
Mr. Campbell mentioned the Water and Wastewater Reserve Fund; it is at 0 and to start in 2015. Mr. Milbrand stated that there is a debate going on with doing things via a town tax versus to the Water/Sewer users. Mr. Campbell felt that this is a low priority and we have low information on it. Mr. Paradis asked if we are allowed to say what should be removed. Mr. McGwin felt that it shall be needed eventually. Mr. Paradis felt that it should be left on and move it up a year each year as needed. Mr. Campbell agreed. A discussion was held as to the need, especially if there is a fire in the Square. Mr. Wall suggested that water be drawn for the river until they are ready.
Mr. Wall had to leave then and thanked the committee (Mr. Manseau had left earlier).
Mr. Campbell brought up the Fire Equipment Upgrade and said that we need to know what the money is to be spent for. Mr. Milbrand said that this is to be changed back to the operating budget for any individual item of under $10,000. after this year. Mr. Campbell asked if the Fire Dept. is settled enough for us to visit. Mr. Milbrand said that they are not yet. They should get the new Fire Chief hired and give him a chance to get settled first. Mr. Campbell asked about the purchase of a Jaws of Life and Mr. Milbrand did not know yet. Mr. Paradis mentioned that this is grant writer stuff.
Mr. Campbell directed the committee to think about what can be put off and Mr. Paradis stated that the trouble with putting stuff off is that it creates a problem in the future. The idea of having a CIP is to level fund the yearly purchases. Mr. Campbell stated that Marcia Morse has been hired for writing grants on a per diem basis. He added that, in the Spring, he would like to have the committee see the new Water/Sewer addition. -5- CIP Minutes 1/20/09
Next Meeting: Our next meeting will be held Feb. 17, 2009 at 7:00 pm. We should start thinking about a new CIP member right away. Mr. Paradis suggests that, if we get 3 candidates, we should use 2 as alternates. The Planning Board could interview Feb. 25th with CIP giving suggestions at their Feb. 17th meeting.
Correspondence: An in-house memo from Christina McClay was read in which she addresses that we now have I.D. badges that we can sign out when visiting outside properties.
Other: Mr. Milbrand stated that Town Meeting will be held March 14th at 9:00 am at the Old Town Hall.
With no other business, D. Milbrand made a motion, second by G. McGwin, to adjourn at 8:40 pm.
Respectfully submitted, Jan Laferriere, secretary
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