CAPITAL IMPROVEMENTS PROGRAM MINUTES

March 18, 2008

 

APPROVED AS AMENDED:

4/15/08 jrl____

 

AGENDA:                   WORKSHOP

 

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

                                    Dan Paradis, Jerry McGwin

                                   

ABSENT:                    Tom Babcock (excused)

 

OTHER:                       Elizabeth Corrow, Town Manager

 

 

            The meeting opened at 7:00 pm.  Mr. McGwin sat in for Mr. Babcock.  Mr. Campbell went over the results of town meeting as the vote stands so far.  A continued meeting will be held on April 12th.

 

MINUTES OF FEBRUARY 19, 2008:  The following clarifications were made:

            Page 4:  2nd paragraph, 4th line, after “$10,000 or more” replace the rest of the sentence with “and having a useful life of 3 years or more.”

            J. McGwin made a motion, second by J. DellaCroce, to approve the minutes as amended.  The motion carried.

 

WATER/SEWER TOUR:  Mr. Campbell reported that he, Dan Paradis and Jerry McGwin attended the tour.  Mr. Paradis added that, though he had taken the tour previously, he learned a little more this time. 

 

TOWN MANAGER SUPPORT:  Mr. Campbell mentioned that he e-mailed Ms. Corrow, Town Manager, asking her support of the CIP committee’s request to canvas the various department heads to get an early update of capital expenses.  Ms. Corrow answered that she supports the idea to begin now. 

            The secretary stated that she and Ms. Corrow were speaking this evening and Ms. Corrow expressed the feeling that this is too early for the department heads.  The committee then discussed the time frame and felt that they should go ahead with the May 1st deadline.

            At this time, Ms. Corrow came in and explained that at this time the department heads are adjusting their budgets according to town meeting.  They will then be looking to purchase their capital items before they will even be looking at the budget for next year.  She feels that the committee would get more accurate information if they wait until closer to the budget process (usually late October).  The department heads usually do their capital items just before the budget process.  Ms. Corrow would advise the committee to focus on policy, forms, and time lines. 

           

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TOWN MANAGER SUPPORT continued:

            Mr. Campbell explained that the committee felt that we should send the forms to the department heads now as we will be basically re-writing last year’s plan which was rushed.  It is easier to get a jump on the listing now and the numbers can be easily adjusted.  Ms. Corrow stated that, this year, the department heads should be submitting only for new capital expenses not already on the plan.  The committee can meet with the department heads for any changes to be made on the original plan.  Mr. Campbell stated that the committee is in hopes of getting changes earlier.  Ms. Corrow replied that the committee should be looking at the differences that have come from town meeting.  They may meet with the department heads for items that are on the list already.  The forms can be given out early if the committee would like but she was not sure that we would get much input until later in the year.  She then looked over the cover letter that the committee has planned to send out with the new form.  Ms. Corrow then suggested that this only be for new items to be added to the plan.  Ms. DellaCroce agreed, adding that we should get them used to the process.

            Mr. Campbell mentioned the difference in cost for the fire breathing apparatus:

it came to the committee at $3,000 each and we increased it to $3500.  At town meeting, it was at $5100.  Ms. Corrow stated that the departments put in the estimated cost.  It is not a function of the CIP to increase or decrease these figures; that is the function of the Budget committee.  Mr. Campbell felt that it would be a problem if they continue to end up with figures over what was presented to the CIP every year.  Ms. Corrow explained that the CIP has to look at the big picture.

            Mr. Campbell asked if there is any problem with the CIP submitting a letter to the editor in support of Warrant Article 13, the Police Station/Town Hall Renovation project.

Ms. Corrow was pleased with that suggestion and mentioned that the Historic District is supposed to be doing the same. 

            A discussion was held in which it is advisable to do this project now while the rates are low as contractors are apt to come in with a lower bid so as to keep their help working. 

            Ms. Corrow left at this time.

 

NEW FORM:  Ms. DellaCroce questioned why we have 2009-2018 at the top and 2009-2013 for item #5.  Mr. Milbrand suggested that, in item #5, we just have the applicants fill in the year.  It was determined to remove both sets of dates so that the form would not have to be changed every year.  In item #5, it was agreed that we include the “20__ ” so that the applicant could just finish whichever year it is needed.

            Mr. Paradis suggested that we add the revision date on the bottom so as not to confuse it with the previous form.  Everyone agreed and then the form was accepted.

 

 

 

 

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COVER MEMO:  The cover memo was then addressed.  Mr. Paradis suggested a change in the order of the words in the last sentence in paragraph 1 so that it is clearer.  This was agreed to.  

            The committee then discussed the deadline date.  Mr. Paradis suggested that we send out a reminder a week before whatever date we set.  It was felt that the deadline should be set for at least a week before the CIP meeting in May or June.  Mr. Campbell preferred May.  Ms. DellaCroce suggested June 1st to which Mr. Paradis, Mr. McGwin and Mr. Milbrand agreed.  Mr. Paradis then felt that perhaps the reminder should be sent only to those who haven’t met the deadline.  This was thought to be a good idea.  The deadline date was set for June 1st and the forms will be sent to the departments on May 1st.

 

SPREADSHEET:  Mr. Campbell stated that we need to update the spreadsheet for the committee (as to changes due to town meeting) but we can send last year’s proposal with the cover letter and form as a reminder.  The changes will be presented with this year’s proposal.  Mr. Paradis felt that we should label the previous year’s proposal so as not to confuse them.  It was determined to label it “CIP Proposal Per 2007 Plan”.  It was also suggested that the font be increased to 11 and to pull it down so that it is easier to read.  Mr. Milbrand will make the changes and send Mr. Campbell a PDF.

 

PUBLIC COVER SHEET:  Ms. DellaCroce explained that she spoke with Krystal Alpers, Admin. Ass’t. to the Select Board and Town Manager.  Ms. Alpers has a Town letterhead to put this on so we shall not need “Town of Bristol” and the letter should be moved down a little so as to accommodate the letterhead.  It was felt that there would be no problem in doing this.  Four changes were made to the main portion of the letter and Mr. Campbell will do these.  He asked if we should mail out some of these and the committee did not feel that our budget would support doing so.

 

NEXT MEETING:  April 15th.  We shall work on updating the spreadsheet.  Mr. Campbell stated that he shall bring in two spreadsheets:  the amended one of the 2007 plan for the department heads and one for us to work on.

 

NEW BUSINESS:

WATER/SEWER:  Mr. Paradis suggested that we only include items which are general revenue requests (requesting funds from the taxpayers) for now.  A discussion followed and it was felt that we already have sewer to the lake but may need to add the water tank.  Mr. Campbell felt that, at some time, we should probably do everything the same as the other departments.  For now, it was agreed to let them know that only the capital items which require town funds will be included.

 

 

 

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DRAFT LETTER FOR THE NEWSPAPER:  Mr. Campbell presented a rough draft for submitting to Letter to the Editor.  The committee went over this and made amendments

to make it more “public friendly”.  Mr. Campbell will make the corrections and e-mail it to the committee before sending it to the papers.  It was determined to place it in the Plymouth Enterprise and the Laconia Citizen.

 

2008-2009 CHAIRMAN TO THE CIP COMMITTEE: 

            D. Milbrand made a motion, second by J. DellaCroce, to re-elect Murray Campbell as Chairman.  The motion carried.

 

UPDATED HISTORY:  Mr. Paradis distributed copies of the updated history of Capital Improvements over the last 10 years.  He mentioned that it is not completely accurate as some years an item might be under capital equipment and other years the same item would be in the budget.

 

CIP MEMBERSHIP:  Ms. DellaCroce asked what the procedure is on absenteeism for the CIP committee.  She asked as she does not feel that it is fair to the alternate to always fill in and not be a full-time member.  Mr. Paradis felt that either he or Mr. Campbell should approach that member to find out the intent.  Mr. Campbell volunteered to talk with the member in question.

 

            With no other business before the committee, D. Paradis made a motion, second by D. Milbrand, to adjourn at 9:50 p.m.

 

            Before leaving the room, it was asked the status of the Planning Board members now that Mr. Milbrand is a Selectman and will stay on board as the Selectmen’s Rep.  The secretary explained that she has sent a memo to the Select Board on the status, including the members who wish to remain and that Mr. Favorite told her that he felt that an alternate should be moved to full-time and he would like to come in as an alternate.

 

                                                            Respectfully submitted,

                                                            Jan Laferriere, secretary

 

 

Amendments are in the April 15, 2008 minutes