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CAPITAL IMPROVEMENTS PROGRAM MINUTES

February 19, 2008

APPROVED AS CLARIFIED:

3/18/08 jrl______

AGENDA: WORKSHOP

ATTENDING: Murray Campbell (Chairman), Janice DellaCroce, Don Milbrand,

Dan Paradis, Jerry McGwin

ABSENT: Tom Babcock

OTHER: -----

The meeting opened at 7:00 pm. Mr. McGwin sat in for Mr. Babcock and Mr. Campbell welcomed him to the committee.

MINUTES OF JANUARY 15, 2008: The following clarifications were made:

Page 1, WORKSHOP, 1^st paragraph, 5^th line, replace “stated” with “then agreed”.

2^nd paragraph, 1^st line, insert “the” before “Tanker” and change “Tanker” to “Tanker/Pumper, engine”. Following “4” insert “did not have a leaking tank, but”. In the 2^nd line, after “valve” insert “that was repaired” and after “remain” insert “listed”. Delete “we had done” and replace with “on spreadsheet.” Add “Engine 4 has been returned to service and should last till 2013, its normal anticipated life.

Page 2, 1^st paragraph, 5^th line, after “Selectmen’s” insert “, an idea earlier posed by Mrs. Corrow.” Line 6, replace “have” with “need”. Line 7, insert “budget” after “school”, insert “in order to be able to complete other exhibits.” following the first “figures”. Line 9, change “method” to “methods”. Paragraph 2, 2^nd line, after “water” insert “and sewer” and replace “mains” with “main replacements”. Delete “supplies” and insert “wells and water” in front of “treatment”. Line 3, following “costs” insert “any new water storage tank and sewers to the lake,”. Following “committee” insert “contact Jeff Chartier for a meeting to learn more about the water and sewer departments and”. 6^th line, following “either” insert “due to normal business schedule”. Line 9^th line, following “this” insert “all”. Line 12, after “forever” add “and may cost $25,000 to $30,000 to replace.” Line 13, after “visit” insert “to W & S Depts.”. Paragraph 3, 1^st line, before “antenna” insert “new Town”. Line 2, change “a plan that will cost nothing” to read “a plan to fund the antenna so that it will cost nothing”. Paragraph 4, leave the first sentence and move the rest to a new paragraph which shall now read “The CIP does not need to include the new County prison in its 2009 Capital Expense report. We have no concern with the County prison, according to Mrs. Corrow, Mr. Campbell stated.” In the last paragraph, 4^th line, replace “to them” with “of the Planning Board. Mr. Paradis suggested Mr. Campbell make such a request to the Planning Board at its next meeting.” In the next to last line, delete the sentence beginning with “He is looking---“ and replace with “Mr. Campbell stated the CIP has made an excellent beginning and does not want to have

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MINUTES continued:

the CIP fall apart or fail as has happened with several earlier CIP attempts. We need dependable people, in regular attendance.”

Page 3, 4^th paragraph, 3^rd line, following “(on page 30)” insert “We can also elect to print our information requests on both sides of a single page, if we prefer to keep the request to a single page.” 6^th line, insert “previously” following “was”, delete “add” and replace with “pencil in”, delete “to it” and replace with “of the various fire dept vehicles and return it to him.” 7^th line, delete “a response” and replace with “any reply”.

Page 4, 1^st paragraph, 6^th line, replace “do” with “send”.

With these changes, D. Milbrand made a motion, second by J. DellaCroce, to accept the minutes as clarified. The motion carried.

DECISION: PROJECT REQUEST FORM FORMAT AGREED

Mr. McGwin felt that we should adopt the Londonderry format, using front and back instead of two pages. Under Cost Estimates, he thought that we should add a line that two quotes should be provided.

Mr. Paradis was not sure that we need two quotes (citing a case where the item would not be purchased for a couple of years) but said that we should have an idea of cost.

Ms. DellaCroce stated that it gives the opportunity to back up what criteria they need.

Mr. Campbell felt that we do need a source. Mr. Paradis agreed.

Mr. Milbrand pointed out that Londonderry does not have our #6. He agrees with Mr. McGwin that we should have source of cost estimate and priority (instead of rationale). Ms. DellaCroce pointed out that Londonderry has this at the top of their form.

Mr. Campbell referred to page 30 of Chapter VI and both Ms. DellaCroce and Mr. Paradis felt that Londonderry is about the same as in Chapter VI.

Mr. Milbrand suggested that we spread our copy out so that it gives them more room.

Ms. DellaCroce said that she likes our “need by year”. Mr. Milbrand thought that we should use our form and expand it by putting #7, 8, and 9 on the back side of the sheet.

Ms. DellaCroce felt that Londonderry has more breakdown of cost. A discussion of bringing an individual in for more detail was held. Ms. DellaCroce suggested that we have a supplemental sheet for them to fill before they came in so that they will be better prepared.

Mr. Campbell stated that the years shall be changed to 2009 through 2013. Mr. Milbrand felt that we should add the date to #1.

A discussion was held on #3 and Mr. Milbrand stated that Londonderry does not use this. It was determined to omit #3.

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REQUEST FORM FORMAT continued:

Mr. Paradis questioned mentioning the Master Plan as it could be confused with such other master plans as that for Kelley Park, etc. Ms. DellaCroce felt that the Board will know what is in the Master Plan and it was determined to leave #4 in.

As to #5, it was determined that “committed” is for things like the bridge or whatever is voted in at town meeting.

A discussion was held on #4 urgency. Mr. Campbell felt that priority (#4) and need (#5) should tie together. These were determined to leave as is.

#7 is okay and it was felt that we need source listing in #8. #9 should be filled out. A discussion followed on “if known”. Mr. McGwin reminded all that the numbering should be changed after omitting #3.

PRIORITY DEFINITIONS:

Ms. DellaCroce stated that, in Chapter VI, 32 and 36 are excluding Class 6, which was inconsistent. Mr. Paradis added this is also in Class 5. Mr. Milbrand stated that this is in our last minutes.

FUTURE SPREADSHEET SHADING AND CODES:

Mr. Campbell stated that Londonderry starts with a Cost Column. We could have the appropriate listing, such as bond, capital reserve fund, grant. They give the last two years. We do ’07 and ’08 in grayish background, primary year in yellow, and future years in another color. Mr. Campbell felt that it would be nice to have a form that could continue from year to year.

Ms. DellaCroce likes having the year of the item. A discussion on cost was felt to be moot on yearly purchases, such as the police cruiser. Mr. Milbrand felt that these could be marked N/A but the first cost would be useful. Ms. DellaCroce agreed. Mr. Campbell asked about funding over a 3-year period and if we need a funding source. The committee felt that they did. Mr. Campbell then said that 2007 and 2008 would be our old, present work on 2009, and then stretch out to 2018 for the future. Mr. Milbrand stated that he will look for an 11” x 17” color printer and will update accordingly.

REQUEST FORMS SENT:

Mr. Campbell stated that there are no numbers available yet so we shall be using the first couple of meetings to set up. The request forms are to be sent out after town meeting and we are to get them back by May. Mr. Paradis asked if Ms. Corrow (Town Manager) is planning on holding another workshop. Mr. Campbell was not sure. He feels that we need to wait for after town meeting to discuss this with her.

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COVER LETTER: Mr. Campbell distributed a sample cover letter for the committee to look at. Mr. Paradis stated that we only want updates. Things change so the priorities might change as well. Ms. DellaCroce felt that we should provide a copy of the spreadsheet with the cover letter. Mr. Milbrand liked that idea. The committee went over the cover letter making various changes.

Mr. Campbell said that he shall update the letter and request form and email it to the members and will bring this up again at the next meeting. Ms. DellaCroce asked if we are going to modify the cover letter to our current forms. Mr. Campbell defined Capital Expense as $10,000 or more and having a useful life of 3 years or more. This was determined to be placed in the cover letter. Ms. DellaCroce will edit the cover letter for the public forms. Mr. Milbrand volunteered to do the cover letter for the Department Heads and Mr. Campbell will do the forms.

WATER/SEWER TOUR: Mr. Campbell stated that the tour is set for Tuesday, March 4^th and will take about 4 hours. Mr. Paradis questioned if we want to get involved in Water/Sewer where it is a different budget. Mr. Campbell stated that one item is to replace Water/Sewer pipes a section at a time. Mr. Paradis thinks that they should only come to us for anything that they require town funds for. Mr. Campbell asked that the members let him know if they can go on the tour.

MISCELLANEOUS SUBJECTS:

Mr. Paradis stated that we need to do some averaging as some things get paid in the year they are purchased and some are not paid until the next year.

Mr. Campbell asked about the charrette the Planning Board is working on for PlanNH. Mr. Paradis stated that he has received a letter from the Conservation Commission. Ms. Corrow has the application at the moment and is to do her letter for it. Mr. Milbrand asked if his wife sent one in from the Chamber of Commerce. Mr. Paradis had not received one but stated that, though it is desirable, it is not required. He then thanked everyone for their help.

Mr. Milbrand questioned his being able to stay on the CIP if he becomes a Selectman. Mr. Paradis said that he would ask the town attorney at the meeting tomorrow night.

NEXT MEETING:

As there is little to work with yet, Mr. Campbell is asking to cancel the Feb. 26^th meeting and we shall meet instead on March 18, 2008.

With no other business at this time, J. McGwin made a motion, second by D. Milbrand, to adjourn at 8:53 pm.

Respectfully submitted,

Jan Laferriere, secretary