CAPITAL IMPROVEMENTS PROGRAM MINUTES
October 2, 2007
APPROVED AS AMENDED & CLARIFIED:
1/15/08 jrl_______
AGENDA: WORK ON PLAN TO PRESENT TO PLANNING BOARD
ATTENDING: Murray Campbell (Chairman), Tom Babcock, Don Milbrand, Dan
Paradis.
ABSENT: Janice DellaCroce (ill)
OTHER: Elizabeth Corrow (Town Manager)
The meeting was called to order at 7:00 p.m.
MINUTES OF SEPTEMBER 25, 2007:
The following changes were made: Page 2, paragraph 1, 2nd line, replace $20,000 with $10,000. 10th line, delete “replacements the ½ and ½”. 11th line, following “span” insert “4 at a time”. 3rd paragraph, last line, remove “have more uses” and replace with “can do more work”. Page 3, last paragraph, 4th line, replace “isn’t” with “is”. Page 4, last paragraph, next to last line, replace “Built” with “Build”. Page 5, 2nd paragraph, last line, replace “for them.” With “of their problems.” Page 6, 1st paragraph, last line, replace “now” with “currently” and insert “sewage treatment” before “plant”. 2nd paragraph, 6th line, replace “170,000 a day” with “170,000 gal. per day”. 7th line, following “April.” insert sentence: “The capacity is 250,000 to 260,000 gal.
D. Milbrand made a motion, second by T. Babcock, to accept the minutes as amended. The motion carried with one abstention.
WORK ON CIP:
After receiving questions from Mr. Campbell, Ms. Corrow explained that, in the Water/Sewer Dept. in 2006, they put a line in the budget for Capital Reserve. The accountant writes a check to the Trustee of Trust Funds. Due to a cash flow problem, they may not deposit the check until the following year. The Commission would set the rates and, if they received more than the budget called for, the overage would go into their Capital Reserve account. There was a legal debate on this and it was changed to the General Ledger line. The auditors would then put it in the correct year. The money did get transferred. She has asked Water/Sewer to run it through their expense line. We are presenting two budgets this year: one for 12 months and one for 18 months.
-2-
CIP Minutes
10/2/07
CIP WORK continued:
As to the Library, Ms. Corrow stated that this is in the Capital budget for land purchase. Part was paid by check from the town and the other half was paid by the Library. Ms. Corrow is using an accounting system spreadsheet where Bob Veloski (former town administrator) was doing his on an Excel spreadsheet. Mr. Paradis asked about grants such as for the water tank. Ms. Corrow stated that she has already subtracted the grants but they are for the bridges. She always tries to get any grants available. Mr. Paradis asked how things work for something such as a $50,000 purchase which has a $25,000 grant come in later. Ms. Corrow explained that it has to go on a warrant article in order to take it out. Mr. Campbell asked that, in that case, can we recommend the money to go for something else. Ms. Corrow said that the balance can only be used via another warrant article. She added that, each year, the CIP committee reviews the 10-year plan again. Mr. Campbell asked if she was not going to include the school. Ms. Corrow stated that the school is not under our purview. They can give us the information and it can be put at the bottom. The information will be their figures.
Mr. Paradis asked if Water/Sewer is only asking for sewer to the lake and the new water tank. Ms. Corrow agreed and added that, in the future, they should report all projects even if they are funded by the users. We can do a separate page for this. This year, it would have been too much considering the time restraints we were given.
Mr. Campbell asked Ms. Corrow to “pitch her highlights”. Ms. Corrow listed her priorities as: the Pay Classification Study, maintenance of the current infrastructure. Next would be the Police Station/Town Office as we are not in compliance. After that, the engineering study for downtown for which she intends on following the principles of the Main Street program and asking DOT for a safety analysis. Getting this done is stronger if we have an engineered plan. Next, she would look at money for improvements to the beach and then sewer to the lake later as this is a new additional item. Mr. Paradis asked about a Charrette plan and Ms. Corrow stated that she would rather deal with our own engineer as there would be better focus.
Mr. Campbell asked where we are with sewer to the lake. Ms. Corrow stated that it is at $23 million over 10 years. She feels that it is not feasible within a 10 year time frame. She would strongly recommend a full-time Planner on board first. Mr. Babcock asked how sewer to the lake would affect growth and Ms. Corrow stated that they would be building up and around. Mr. Paradis stated that the Planning Board is going to address this. Ms. Corrow stated that she is neither for nor against projects but needs to look at all the things that are needed first.
Ms. Corrow continued by saying that she attended some NLRA (Newfound Lakes Region Association) meetings and they talked about the lake. She felt that NLRA might be willing to add their support if we address the growth. Ms. Corrow also mentioned that she is not discouraging people from redoing their septic systems as they will be grandfathered for a time from tying in. They are still looking into grants for this project.
-3-
CIP Minutes
10/2/07
CIP WORK continued:
Ms. Corrow stated that the Library is not in compliance either. Their funding is a combination of town funds and theirs. We may want to look at an outlay for some of the non-compliant items first. Mr. Milbrand asked how much she feels would be good and Ms. Corrow thought $40,000 to $50,000.
Ms. Corrow was thanked for coming in and explaining these items with the committee.
Mr. Babcock mentioned that he was on the Meredith train lately and, along Paugus Bay, he was astounded at the huge growth that is going on. He added that, maybe the Planning Board needs to address controlled growth and all agreed. A discussion of other towns and their growth areas were discussed.
Ms. Corrow returned to stress that her priorities are the non-compliance issues and then to maintain the infrastructure. She also will work on improving the financial statements of the town. Mr. Campbell asked about the non-compliance and Ms. Corrow stated that we were to go by GASBE 34 a few years ago. Mr. Campbell asked about her asking for professional help and Ms. Corrow explained that it preserves our bond rating.
Mr. Campbell asked about the Main St. program and Mr. Paradis answered that it is an economic plan for the development of downtowns. Ms. Corrow added that we should follow the Main St. principles. We can evolve into a good plan from there. We need an engineered plan of the downtown. Mr. Campbell felt that we should include the Old Town Hall. Mr. Paradis added that we should also include the old railroad station area as folks mentioned picnic areas and continuation of the bike path in the last survey.
Ms. Corrow left again, at this point.
DISCUSSION OF CIP:
The committee addressed Ms. Corrow’s CIP. Mr. Milbrand worked on this laptop, screening the committee’s plan onto the wall.
It was determined that one Police car is to be replaced each year. Mr. Paradis stated that it was voted in last town meeting. It was felt that the two bridge projects are set, as well. A discussion was held as to the Smith River repair. The secretary mentioned that it is to stabilize the bank.
Highway projects were looked at. Mr. Milbrand calculated that the Highway 6-wheelers plan is to purchase one every 5 years. It was felt that we should start with a Capital Reserve for this. Mr. Paradis asked if this means that we wait 5 years to replace the 1993. The committee determined to wait one more year and then purchase one to start the rotation. As to the 1-tons, they have 3 with a life cycle of 6 years. It was felt that one should be purchased every two years. It was felt that these are the ones that they do the snowplowing with. Mr. Paradis stated that they have $42,000 in Capital Reserve. Mr. Campbell felt that the life for that vehicle should be 8 to 10 years. Mr. Babcock thought that they might be too small for plowing with and the secretary explained that Mr. Bucklin, superintendent for Highway, cannot get licensed drivers for larger trucks.
This was zeroed for this year and then started in 2009.
-4-
CIP Minutes
10/2/07
CIP DISCUSSION continued:
The ’98 has a life of 16 years, Mr. Milbrand stated and it was determined to stretch it to 17 years and this would get them into sync. It was felt that the vacuum truck should be pushed out and we shall discuss it again next year. The excavator is flexible and the backhoe is out there. As for the grader, they may not need it by the time they have it scheduled for, they told us.
Kelley Park: It was generally felt that they can borrow from the Highway Dept. when they need to and we will put in $7,500 for a mower to be purchased in 2008.
Mr. Milbrand suggested spreading out the bond payment of the Bourough bridge. It was figured as $13,500 a year beginning 2008 through 2012. For Sewer to the Lake, it was felt that we should do $15,000 in 2009 and then $30,000 a year. The water tank was zeroed.
Fire breathing apparatus: Was figured for 3 at $11,000. a year. The ladder truck was left in. 4-door pickup: pushed to 2013. Parking lot: left in. Compressor: cut to $20,000 as they felt that they did not need the deluxe model. Engine 4: $50,000 in 2009 and then $75,000 for 5 years. Ambulance and hydraulic tools: Okay as presented. Suburban: okay for now. Fire Bldg. Reserve: okay. Forestry Truck: okay. Zodiac boat: okay. Transfer Station okay. Downtown: $10,000 in 2008 and then $50,000 a year. They felt that the Downtown needed an increase. Library upgrade and addition: leave as is. Beach: It was determined to zero this out for now as the committee felt that there should be an added project that is a higher priority, namely a picnic area/bike path extension in the Water Street/Railroad Station area. The latter to begin in 2009 at $10,000 a year through 2013.
INTRODUCTION FORMAT: The committee then discussed the introduction. They determined to use Mr. Paradis’ version with a little tweaking. Mr. Milbrand wrote the changes out and Mr. Campbell will prepare the final version.
DISCUSSION:
Financing methods were talked of and it was decided to keep this year to bare bones and make improvements next year.
Money for the Master Plan was brought up and it was mentioned that the previous one required Lakes Region Planning Commission help with drafts and printing. $12,500 was put in the CIP for 2010.
Mr. Paradis stated that the survey should be back in a couple of days. Ms. Alpers, Selectmen’s Admin. Assistant, will get the survey on to the web.
With no other business, D. Milbrand made a motion, second by T. Babcock, to adjourn at 10:25.
Respectfully submitted,
Jan Laferriere, secretary
CAPITAL IMPROVEMENTS PROGRAM
COMMITTEE MINUTES
October 24, 2007
APPROVED:
1/15/08 jrl_______
AGENDA: APPROVE CHANGES TO CIP
ATTENDING: Murray Campbell (Chairman), Janice DellaCroce, Dan Paradis
ABSENT: Tom Babcock (excused), Don Milbrand (excused, work late)
OTHER: None
The meeting opened at 6:50 p.m. Mr. Campbell pointed out the change to page 2 of the Explanation of CIP Proposal Decisions 2008 in which the Highway garden tractor has been changed to $7500. instead of $20,000. It is felt that a riding tractor with PTO capability for attachments is enough.
Mr. Campbell distributed a new copy in regard to the Fire ladder truck. This change has been made to correct Mr. Campbell’s misunderstanding: he did not realize that this was to be purchased in 2008. The committee read the new version.
D. Paradis made a MOTION, second by J. DellaCroce, to ACCEPT THE CHANGES AS PRESENTED. The motion CARRIED.
J. DellaCroce made a MOTION, second by D. Paradis, to APPROVE THE CAPITAL IMPROVEMENTS PLAN (CIP). The motion CARRIED.
Mr. Campbell stated that Ms. Corrow, Town Manager, thinks that this CIP is great.
A short discussion was held in which it was determined that Mr. Campbell and Mr. Favorite will meet with reporters from the Plymouth Enterprise this coming Friday.
This will start the education of the public.
Mr. Campbell mentioned that he is to write an annual report of the CIP committee for the Town Report. He will e-mail it out for the committee to look over.
With no other business, D. Paradis made a motion, second by J. DellaCroce, to adjourn at 7:01 p.m.
Respectfully submitted,
Jan Laferriere, secretary