CAPITAL IMPROVEMENTS PROGRAM MINUTES

September 25, 2007

 

APPROVED AS AMENDED & CLARIFIED:

10/2/07 jrl________

 

AGENDA:                   CONTINUED DISCUSSION OF 10-YEAR PLAN AND

                                    PRIORITIES; MEET WITH WATER/SEWER, HIGHWAY,

                                    FIRE AND TOWN MANAGER.

 

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

                                    Don Milbrand.

                                   

ABSENT:                    Dan Paradis (conflict)

 

OTHER:                       Elizabeth Corrow (Town Manager), Jeff Chartier (Water/Sewer),

                                    Mark Bucklin (Highway), Norm Skantze (Fire)

 

 

            The meeting was called to order at 7:04 p.m.

            Mr. Campbell explained the work that the CIP committee has been doing and the

Discrepancies they are finding while attempting to do the 10-year plan as required by Chapter VI.  He stated that the hardest to follow are Water/Sewer due to the lack of offsets.  Mr. Campbell then addressed the Department Heads.

 

FIRE:  Mr. Campbell asked what the most important need is.  Chief Skantze stated that his needs are already prioritized on Ms. Corrow’s plan.  Winging it, he said that the Ladder Truck would probably be the biggest need.  He needs to maintain all of his equipment, he added.  The breathing apparatus and the compressor for this would be next and then the new pick-up truck, which is the only new item.  Mr. Skantze mentioned that there is a present and distant item which is capital improvements for the building (some is in progress now).  The rest of his requests are for replacements or upgrades.

            Mr. Campbell asked about the forestry truck.  Mr. Skantze stated that the present one cost only $1.00 and that, someday, it will be 47 or 57 years old and only good to be in a parade. 

            Mr. Campbell then asked if there are any female employees.  Chief Skantze answered that he has one full-time and 6 or 7 part-time or call females.  They have enough facilities for each gender to use. 

 

 

 

 

 

 

 

 

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FIRE continued:

            Mr. Campbell mentioned the compressor for $40,000 that has been requested.  He pointed out an internet ad for one for $10,000 and asked why he could not use this vendor.  Mr. Skantze stated that this one is primarily to fill stations for underwater and is not what they are using.  They need an SCBA compressor and a fill station as required by NFPA.  This would be between $35,000 and $40,000.  Mr. Skantze said that he left leeway for increase.  They have an air storage rack and 4,000 fill for packs on their backs.  He would like to upgrade to 6,000 fill.  He had a portable on a rescue truck that was not in compliance.  The new tanks are portable.  The compressor is a stationary unit and they use Scott (Mr. Skantze distributed a copy of the Scott ad).  Mr. Skantze stated that they get 3 quotes before purchasing.  Mr. Milbrand asked if replacements can be done on a revolving time span 4 at a time.   Mr. Skantze said that they could lease if necessary.  He has about 24 units which are good for about 10 years.  A lot depends on the regulatory changes which come about; they do not have to replace for the new change right away but rather as soon as possible.  Mr. Milbrand asked if every 3 years would be a possibility and was told that it could be.  Mr. Milbrand then asked the cost per unit and Mr. Skantze said that he is asking for a quote right now and would let the committee know. 

Mr. Milbrand asked if the previous truck study was still okay and was told that it is okay with some differences.  For example, the Chief may say a life of 20 years and the study says 25, etc.  He feels that when a debt is retired, it is a good time to replace.  Mr. Milbrand asked if putting money away ahead of time was feasible to Mr. Skantze.  The Chief stated that he will update the study for the committee and that he can’t predict the percentage that the cost will go up each year. 

Mr. Campbell asked how long the ladder is good for.  Mr. Skantze said that it is good until it doesn’t pass inspection.  Technology has changed and our ladder capacity is only 250 lbs.  The potential for accidents requires careful planning, he added.  New ladders have the ability to carry more men and can do more work.

 

TOWN MANAGER:  Mr. Campbell then explained to Ms. Corrow about the work that the committee has done and the questions that have come up.  Ms. Corrow stated that when Mr. Campbell and Mr. Paradis came to the Budget Committee, Mr. Paradis brought up the problems with accountability.  Ms. Corrow stated that to follow over the past 10 years would be very difficult due to changes as to how things were listed.  Ms. Corrow feels that going back 2 or 3 years would be enough and then to go from here on out.  There is no clear definition of what was CIP.  To try to go back would take a lot of time and she feels it would be best not to go back that far for what we would get out of it.  Most towns figure on a percentage of equalized evaluation or on a percentage of total fixed assets to determine what CIP should be.  Mr. Babcock felt that this makes a lot of sense. 

 

 

 

 

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TOWN MANAGER continued:

Mr. Campbell asked if it is fair to assume that general accounting principles will be followed now.  Ms. Corrow answered in the affirmative and added that she is following good accounting practices now and has a background in accounting.  She continued to say that the budget is gross not net and needs the off-setting revenues.

She suggested that the committee just go back one year.

            Ms. DellaCroce asked if the software is better now.  Ms. Corrow said that this is the same software and does fine; that there is a need to understand what is put in to make it useable.  She plans on keeping a CIP spreadsheet to track future CIP projects; actually, she will have 2, one working and one net.  Mr. Campbell stated that we should go from 2007 apparently and Ms. Corrow agreed.

 

HIGHWAY:  Mr. Campbell asked what is most pressing.  Mr. Bucklin answered that the 1993 6-wheeler International dump truck is and that he has had a schedule for replacements for some time.  He has not updated it in a couple of years.  He placed them on Ms. Corrow’s plan as lasting 15 years with 2 in service.  The last 5 years, the equipment is placed as secondary.  He has three 6-wheelers (1993, 1998, and 2001) and three 1-ton (2002, 2003 and 2008). 

Mr. Milbrand asked if he has a 10-wheel.  Mr. Bucklin stated that he does not and that, in the past, he has traded with other towns.  When asked how trading works out, Mr. Bucklin said that they sometimes gain and sometimes not.  It is convenient and we trade time.  Mr. Milbrand mentioned that the 2002 and 2003 are too close in life span.  Mr. Bucklin agreed and said that this is why he stretched one to another year. 

Mr. Campbell asked if they do most of their own repairs.  Mr. Bucklin answered that they do but they send out the big stuff. 

Ms. DellaCroce asked about the cost of $185,000 asked for a truck replacement.  Mr. Bucklin stated that this is to replace an old truck (’88) but, when the time comes, he can look at what is available in used vehicles.

 

FIRE:  Mr. Campbell asked the Chief about using a used police vehicle instead of buying the one new truck.  Mr. Skantze answered that a police vehicle is okay for carrying personnel but not equipment unless they haul a trailer.  He stated that they sometimes use private vehicles.  Mr. Campbell asked if that is a liability for the town.  Ms. Corrow stated that if they are working, it is covered by town insurance or they may be paid mileage.  Mr. Skantze stated that if something is wrong with the vehicle, the town could be liable and Ms. Corrow mentioned the terrible condition of the ones used as the town car.  She does not encourage using them due to the condition that they are in when we get them.  However, a change on a yearly basis should not be as bad.

 

 

 

 

 

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HIGHWAY:  Ms. DellaCroce asked about the mower with bucket loader.  Mr. Bucklin stated that Scott Haskell, the employee for taking care of Kelly Park, would like the bucket for maintenance of the ball field.  He would use it like the sidewalk plow.  Mr. Campbell stated that the committee was not sure of the bucket loader.  Mr. Bucklin stated that he can use the Highway equipment when they are not using it.  Mr. Campbell asked if the school might have this equipment and Mr. Bucklin stated that the High School has.

 

CIP FORMS:  Mr. Skantze asked if any other CIP forms have come in.  Mr. Campbell stated that he received a list of about 25 items and Ms. Corrow gave him two more forms at this time.  Mr. Campbell stated that they consist of things such as widening sidewalks, improving Central Square, the beaches, picnic areas, additions to the bike path, parking lot, lighting and a float on the Lake.  He stated that in the first group he asked for suggestions, no-one spoke up.  He added that we must keep in mind the Master Plan.  There are some really big projects in the list.  Mr. Campbell said that we shall probably get some professional help with Downtown.  We can’t put money out for everything all at once.  Ms. Corrow stated that the committee has a tough job and she feels they are doing a good job.  It takes time to get things back on track.

            Ms. Corrow mentioned a meeting between she, DOT, Steve Favorite, Joe Denning, Mark Bucklin and John Clark.  DOT says that the 10-year plan is now 30-35 years.  She put in a plug for the 2009 Lake St. project and also for Downtown.  The procedure is to present to the LRPC and they analyze it and get it onto the DOT plan.  Ms. Corrow has money for Downtown on her CIP schedule and will re-emphasize it to LRPC.  When asked why the Beach is being done before Downtown, Ms. Corrow answered that the Beach has money available in the budget but no money has been put aside for Downtown at this time. 

            Ms. Corrow stated that the Beach figures are coming in higher than she had anticipated.  They are to have a public hearing next month.  The request will be for money to go for the landscaping, etc.; Mr. Bucklin will do the road work from his budget,

and they will look into grants.  Mr. Babcock asked if Mr. Bucklin’s budget could fund some for the Downtown.  Ms. Corrow answered yes, when we get a plan he can cover the road work.  She hopes to get some money from the State.  Mr. Babcock felt that it could be many years before we can get anything from DOT.  Ms. Corrow felt that the first step is to get a plan and then, perhaps, we can do some of the work ourselves. 

            Mr. Babcock mentioned that a large discussion at the last Planning Board was on the mica building.  Mr. Milbrand asked if we can use Mr. Bucklin’s crew and Mr. Bucklin said that if they spend on Downtown, it would mean he would have to fore-go some of his other projects.  Mr. Babcock asked if the State would allow us to work on it and Ms. Corrow answered that we would have to get DOT approval.  Mr. Bucklin mentioned that there used to be 20-80 funding for this and Ms. Corrow said that there is Design Build in which the designer also does the work.  A Contact Sensitive Design we could be willing to work with.

 

 

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HIGHWAY continued:

            Mr. Campbell asked about the beach and drainage issue.  Ms. Corrow stated that contract work was created so the State is only involved in the engineering and design.  The property owners building created the drainage problem so the State wants them to pay some.  The property owners want the town to chip in.  Ms. Corrow said that we will help but not do all of it.  We expect the owners to be involved as well.  Mr. Campbell asked if we are trying to do the project in a less expensive way and Mr. Chartier asked if he meant like to put the sewer lines in at the same time.  Mr. Campbell stated that he understands that some of the property owners built over the water lines and this was agreed to. 

            Mr. Campbell mentioned the project for $260,000.  Ms. Corrow said that it must wait for the public hearing input.  Mr. Campbell thought that it could be moved down the line some.  Mr. Babcock added when the owners step up.  Ms. Corrow stated that the $260,000 is for the Avery/Crouse beach improvements not for the drainage problem that is to involve the owners.  There is some drainage, landscaping and walls, etc. to be done.

The drainage is to fix the existing water flow.  Mr. Bucklin stated that there will be one water line to go to the area near the dam.  It will be a 30’ – 32” pipe.  Mr. Babcock asked if this has nothing to do with the owners and Ms. Corrow stated that it does not though it might alleviate some of their problems.

            Ms. DellaCroce asked about out-of-town users of the beach.  Ms. Corrow stated that they can get day passes on slow times.  She is not sure of the permitting system, she added.  It has been controversial this year with the town clerk doing the permits during the week so that she could check ownership and the attendants doing them on the weekends.  Some people were getting several permits so that they could use them for their company.  Ms. DellaCroce felt that the out-of-town folk pay a nominal price when we are doing the heavy costs to improve the beach.  Ms. Corrow stated that general taxation is paid by some.  She intends to try to improve the system.

 

PRESENTATION SCHEDULE:  Mr. Campbell stated that the committee will try to wrap up by the end of Oct. and then the plan goes to the Planning Bd. at their first meeting in Nov. and they will give their comments the 2^nd meeting in Nov.  Ms. Corrow stated that the Dept. Heads will have their budgets by this Friday, her budget will be ready by the end of next month and the Selectmen do theirs in Nov.  The Budget Committee has a Feb. deadline.  Mr. Campbell asked when she needs our plan and she said early Nov.  Mr. Campbell will bring this up again later this evening.

 

WATER/SEWER:  Ms. DellaCroce stated that this budget was the hardest to follow.  Mr. Campbell asked for directions for handling this.  Ms. Corrow stated that it is the most challenging as it is in two sections:  part in the general budget and then #4901 & 4902.  The last truck was divided between Water and Sewer.  The commissioners determined who paid by deciding if the items benefit the town (town pays) or benefits the users (users pay).  Mr. Chartier explained that for the 2007 CIP, some are being done as the treatment plant warrant article.

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WATER/SEWER continued:

            Mr. Campbell asked if Sewer to the Lake is a CIP project.  Also, what about pipe replacements.  Sewer to the Lake is under CIP.  As to replacements, we run them through the town budget but reimburse the town.  A discussion was held as to the list of other items that the committee had received.  Mr. Chartier stated that the only CIP projects were Sewer to the Lake and the storage tank.  Mr. Campbell asked what is wrong with the current tank.  Mr. Chartier stated that it is good for 25 years but we may need another tank.  The well at the lake handles the whole town.  The new tank and booster station would get it to the lake without draining the downtown.  If the Lake St. project gets done, he would work with DOT to try to replace those pipes.  This would come from user fees.  We would need land area for the tank and Mr. Chartier would like to look into a lease with the State Forest.  The only item we have currently is the upgrade to the sewage treatment plant.

            Mr. Campbell asked the current status of the upgrade.  Mr. Chartier stated that we doubled in 1990.  The UV failed after that so we went to the chlorination/dechlorination process.  This was completed in 2004 with about 90% funded and the town paying about $20,000.  We now have an Administrative Order for compliance.  CDM Engineering did the final design and we are now ready to go to bid.  It includes such things as a new lab, cover for the clarifier, etc.  Mr. Chartier explained that the plant is at 170,000 gal. a day with the peak in April.  The capacity is 250,000 to 260,000 gal.  They are looking into unnecessary flows at that time.  They believe that we can handle everything with the expansion to the Lake.  Freudenberg NOK pays about $120,000 a mo. and hasn’t dropped in their flow (about 60,000 a day).

            Mr. Milbrand asked if there is a time line to the Lake.  Mr. Chartier answered that it was 5 years, 5 years ago.  The project has expanded to $23 million and a 10-year plan now.  He would like to coordinate it with the bike path, road paving, etc.  Mr. Bucklin stated that it always seems that a water leak occurs right after they do a road.  Mr. Chartier stated that on State roads, the State puts a 7-year moratorium on except for emergencies.  Mr. Milbrand asked about funding and Mr. Chartier felt that we could pretty much count on DES with 30%.  The problem with the Lake area is that second homes don’t qualify for grants. 

           

            Everyone was thanked for coming back in to see the committee.

 

OTHER:  Mr. Campbell thanked those responsible for doing the spreadsheet.  He thought that maybe we might take 2005, 2006 and 2007 as we are trying to follow the Chapter VI outline.

            A discussion was held as to the needs of the fire truck. 

            Mr. Milbrand volunteered to try to do a spreadsheet by Departments for easier traceability. 

            Mr. Campbell said that we need to insert beautification of Downtown but he questioned Ms. Corrow’s amount for this, feeling it is too low.  A discussion followed in which it was felt that a rough plan might be covered by it. 

 

 

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TIMING:  It was determined that we plan on having the plan ready for the Planning Board by Oct. 24^th and that we could e-mail the plan to the other members (not on CIP) as soon as we could so that they would have a chance to look at it.

 

OTHER:  Ms. DellaCroce asked if we have money for the Master Plan included in the CIP.  Mr. Campbell said no and added that it should be included.

 

NEXT MEETING:  October 2, 2007 at 7:00 p.m.

 

MINUTES OF SEPTEMBER 5, 2007:  J. DellaCroce made a motion, second by D. Milbrand, to accept the minutes as read.  The motion carried.

 

With no other issues, the committee adjourned at 9:40 p.m.

 

                                                            Respectfully submitted,

                                                            Jan Laferriere, secretary