CAPITAL IMPROVEMENTS PROGRAM MINUTES

July 17, 2007

AGENDA: ORGANIZATION MEETING

ATTENDING: Murray Campbell (Chairman), Tom Babcock, Janice DellaCroce,

Don Milbrand, Dan Paradis

ABSENT: ----

OTHERS: Elizabeth Corrow (Town Manager), Bruce VanDerven (Selectman

and former CIP Chairman

The meeting opened at 7:03 p.m. with Mr. Campbell presiding. The chairman welcomed the committee, secretary and guests.

Mr. Campbell asked Ms. Corrow if she would give her thoughts and what to expect from the Bristol CIP (Capital Improvements Program). Ms. Corrow stated that the previous committee had some initial success and Mr. VanDerven has the information on this. The committee must define "Capital Asset". The most important is Step 8 of the process in which the committee has a plan ready for the Budget Committee and the Board of Selectmen. The budget process starts in October. Ms. Corrow has the Department Heads working on their budgets and will have a workshop for them on July 24^th in which they will work on a 10-year plan for their specific capital needs. The goal is to identify infrastructure needs and how they fit with the Master Plan needs, she added.

As to the CIP committee, Ms. Corrow stated that they should look at such things as Main Street development (street lighting, benches, etc.). These can come in a variety of ways (commissions, boards or citizens). The committee should also look at such things as purchases versus leases and other such decisions. In the end, the CIP committee is to come up with a master plan for Capital Improvements. The first year is the hardest and then it is just a review each year after. The idea is to stabilize the budget.

Mr. Paradis asked where the schools come in and Ms. Corrow answered that they usually do their own. Once we get our plan, however, Ms. Corrow stated that we can include the school. She suggested that we think about including a school representative on the committee sometime down the road. Ms. Corrow added that we need to look at current and future debt.

Mr. Campbell asked if we come to Ms. Corrow for the Department plans. Ms. Corrow answered that we should schedule a time for them to come to us. She would prefer to have all of the Department Heads present when she presents the plan. Then, if needed, we could ask in any of the Department Heads to come in if we have further questions.

Mr. Campbell asked how the Budget Committee plans their budgets and Ms. Corrow stated that they do one year at a time.

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Mr. Campbell then asked Mr. VanDerven to tell us what his committee has done and what information would be available to us. Mr. VanDerven asked what guidelines the committee has to go by. Mr. Paradis stated that we have Chapter VI of the OEP Handbook. Mr. VanDerven continued by saying that they communicated with the Departments and got some capital projects and looked to see if they were in the Master Plan. Mr. VanDerven feels that a big area to consider is the Downtown. He added that Jeff Shackett told him that, when Jeff was a Selectman, they tried to get lights for the Downtown but it was turned down and he felt that it was because the people thought it was a "Shackett" idea.

Mr. VanDerven continued by saying that the data collection is easy. The harder part is to connect it with the Master Plan. The CIP committee should have a well-planned program for the Downtown, for instance. Even harder is what to do with the beaches. The previous committee got to one point and then ran into opposition. He went on to say that the town has budgeted annually and now, all of a sudden, we are inundated.

Mr. VanDerven mentioned that the Christmas lights are a big thing --- people liked them but then there was opposition as to who puts them up, who pays, etc. Mr. VanDerven’s suggestion is that we get LED lights and plug them into solar panels on the roofs. He feels that where it gets neat for the committee is in the planning of such things as a gazebo, seating for 30 in the downtown, etc. Mr. VanDerven gets "jazzed" with these types of things. Ms. Corrow stated that she gets "jazzed" with both these things and the needs of the municipal departments’ needs.

Mr. Paradis mentioned that Kelley Park has a Master Plan. Ms. Corrow stated that she is working on Kelley Park and the beaches. She has hired a fellow to come up with an engineered beach plan. There is a landscape plan already. Mr. VanDerven brought out the Master Plan for Kelley Park and showed it to the committee.

Ms. DellaCroce stated that we have had a town Master Plan for four years and the Planning Board is now working on an updated survey. She asked if this will have an impact on the committee. Mr. VanDerven thought that it might but he is not big on surveys himself. He feels that we should take what we know and move with it. He does not feel that anything dramatic will come from a new survey. Mr. VanDerven then gave an example: the police and fire depts. were designated as okay on the survey but the departments need to move ahead. People tend to say that they are fine as they are instead of saying they have no opinion. Mr. VanDerven did bring up that we have had one major success and that is the bike path. Mr. Paradis stated that we need leadership and that we have to interpret the survey.

Mr. Campbell asked if the departments know of the new CIP committee. Ms. Corrow said that she is having them work on their capital needs and will have the workshop on the 24^th. Mr. Campbell then asked if we will have several departments in an evening or what and Ms. Corrow again stated that she would like to have them all together and then the CIP committee can ask any of them back if they have additional questions.

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Mr. Campbell feels that the committee needs a data base. Ms. Corrow said that the committee needs to go through the eight steps first. They must review the needs and determine priorities and funding amounts. She stated that the previous CIP thought that $2500 would do well but this can be changed. An inventory and Fixed Asset schedule are needed to tie things in. Ms. Corrow then directed the committee to the last page of the "Capital Improvements Plan" information that she had given out. This is an example taken from the Plymouth Highway plan, she explained.

Mr. Campbell asked if the committee has the liberty to inject projects and Ms. Corrow said that they do. Mr. VanDerven added that there are types of CIP projects such as playgrounds, recreational facilities and some can be public/private partnerships. Mr. Paradis referred to the list on page 8 of Chapter VI. Mr. VanDerven continued to mention dugouts for the ball fields and recycling as other suggestions. This is so as to assist the Board of Selectmen and the Budget Committee to project capital items over the years and to stabilize the tax base, he added.

Ms. Corrow stated that the departments had no unity before. Mr. Paradis stated that it helps the voters, as well. He continued to say that, in regard to the downtown lights project, the voters looked at the project as only one aspect without an overall plan. Ms. Laferriere backed this up with the example of the Kelley Park Master Plan which used to have a portion presented each year and it got passed. Then a couple of years ago, the new grass put in the year before had to be done over again and things seem to have gone down hill from there.

Mr. VanDerven stated that he would be delighted to do newspaper advertising for the committee (making people aware of them). Mr. Campbell asked for a copy of the present operating budget. Ms. Corrow stated that we have the operating budget and a few capital projects. Mr. Paradis mentioned the Long Range Building Committee report done a few years ago and the secretary gave Mr. Campbell a copy of this. Mr. Paradis also mentioned the Fire equipment study.

Mr. Campbell asked the definition of capital and Mr. VanDerven read the copy of the previous CIP committee. He will give Mr. Campbell a copy of this.

Mr. Babcock and Mr. Paradis felt that, based on 6 to 10 years, the $2500 figure should be higher. Mr. VanDerven stated that he is relying on this committee to do the Downtown as suggested in the Master Plan.

Ms. DellaCroce mentioned that, if money cannot be spent on anything that is not a line item, how are the capital projects itemized. Ms. Corrow explained that they are not in the operating budget but are listed at the end.

Mr. VanDerven will get copies to Mr. Campbell of what the previous CIP did. Mr. Paradis felt that people have not been thinking ahead. Mr. VanDerven said that this is where the CIP looks at long term projects. Mr. Milbrand asked where to start and Ms. Corrow felt that we need an inventory to be done (a company can be hired for about $10,000 to do this). She is trying to get the departments to take an inventory of their equipment and the life expectancy.

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Ms. DellaCroce asked why we are looking to be GASB 34 certified and Ms. Corrow answered that we are supposed to be by law. This impacts the bond rating and when looking into getting a TAN, etc., they require looking at our audit report which is noting this.

Mr. Campbell feels that we need the historical data and will come in to see Ms. Corrow and get some information. He then asked when the departments will be presenting their plans. Ms. Corrow felt that we should schedule them for sometime in August.

Mr. Campbell felt that the committee needs to look at the Master Plan. Ms. Corrow suggested that they go through the steps. The first part is organization. Mr. Campbell said that we shall follow the steps in the book.

Ms. Corrow stated that she needs the Asset number. Mr. Paradis suggested that $2500 and $10,000 have been mentioned and maybe we should go with $5,000. A discussion followed. Mr. VanDerven stated that he feels that our Master Plan is phenomenal and it was discussed.

T. Babcock made a MOTION, second by D. Milbrand, to USE $2500 FOR THE ASSET NUMBER AS DETERMINED BY THE PREVIOUS CIP COMMITTEE. The motion carried unanimously.

In discussion, Ms. DellaCroce asked what the impact would be if this was lower. Ms. Corrow stated that it would depend on how it is shown in the budget. Mr. VanDerven pointed out that, in the community, $2500 is a lot for some, such as the library. Mr. Babcock felt that we should start with that and we can change it later on if we feel it is necessary. Mr. Paradis agreed. Radios were discussed and Mr. VanDerven said that they could be rotated. Ms. Corrow said that they are future replacement requests. Mr. Milbrand asked if both the time and money requirements have to be met to be considered a capital asset. Mr. VanDerven said that they set a minimum of 6 years. Ms. Corrow feels that the downtown is a CIP issue but that radios should be in the operating budget. Mr. VanDerven mentioned that fireworks never had been a town function but it is now.

Mr. Campbell asked how picky the Board of Selectmen will be and Mr. VanDerven did not think that they would be picky at all. Ms. Corrow felt that anything is better than the nothing we have now. Mr. Babcock warned that, if we listen to everything, we won’t get anywhere. Mr. Paradis stated that we have the support of the Town Manager and the Board of Selectmen. We are a somewhat unknown CIP committee and he feels that we are to earn the people’s respect.

Mr. Campbell asked if it would upset Ms. Corrow if we increase the amount later and she said no. She added that she shall be judging this also. She asked if we care if they use the form they have or adjust it. Mr. VanDerven pointed out that one thing that was added was "is the project in the Master Plan". He went on to say that, when we get to the hard stuff, we should call Ms. Corrow. Ms. Corrow asked if we want something put out for advertisement. It was suggested to at least get it onto T-V. Mr. VanDerven suggested sending the information to the Library, etc. to get it out.

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Mr. Babcock asked if we want a Selectmen’s Rep. on the committee. Mr. VanDerven felt that it was not necessary and that this CIP committee looks good to him. Mr. Paradis felt that the minutes should go to the Selectmen. Mr. Campbell added that communication is important. He asked what the target deadline is. Ms. Corrow stated that she does not know the Budget Committee’s deadline yet. Usually October would be good. Mr. Campbell suggested the departments come in sometime in mid-August.

Next meeting: July 30, 2007 at 7:00 p.m. Mr. Campbell asked the committee to re-read the Master Plan and look at the list on page 8. He suggested that CIP project suggestions be mentioned at the summer town meeting.

With no other business, D. Paradis made a motion, second by D. Milbrand, to adjourn at 8:45 p.m.

Respectfully submitted,

Jan Laferriere, secretary