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HomeMy Public PortalAboutCapital Planning Committee -- 2019-12-12 Minutes I 'i{:� > Office of: OV Town of Brewster -:, , 0 0� •+• 9 Select Board 2198 Main Street ` i Town Administrator 3 0 (h(` a Brewster, MA 026314898 r Phone : ( 508) 896- 3701 Fax : ( 508) 896= 8089its ' y� i� lIltlllltllNl�u��\\ t ii; MINUTES OF THE CAPITAL PLANNING COMMITTEE MEETING DATE : December 12, 2019 TIME : 1 :00 PM PLACE : Brewster Town Office Building, 2198 Main Street PRESENT : Town Administrator Peter Lombardi , Lisa Vitale, Ross Gorman , William Schirmacher, Mimi Bernardo, Donna Kalinick, Chris Miller, Mark Obrien, Kathy Lambert Call to Order Peter Lombardi called the Capital Planning Committee meeting to order at 1 : 03pm . Public Comment No discussion . Organization of Committee William Schirmacher nominated Mr . Lombardi as Chair, Ross Gorman second . Historically the Chair has been a citizen representative, however due to the strong background knowledge Mr . Lombardi has and that the two citizen representatives are new to the process Mr . Schirmacher feels Mr . Lombardi would be best suited . Mr . Lombardi suggested that he be Vice Chair, with Mr . Schirmacher being nominated as the Chair . Mr . Schirmacher withdrew his nomination . Ms . Vitale noted that historically there has only been a Chair on this committee . Mr . Gorman nominated Mr . Schirmacher as Chair, Mr . Lombardi second . The Board voted 5 -Yes 0- No . Lisa Vitale volunteered to be Clerk, Mr . Schirmacher second . The Board voted 5 -Yes 0- No . Mr . Gorman moved Mr . Lombardi as Vice Chair, Ms . Vitale second . The Board voted 5 -Yes 0- No Discuss FY21-25 Capital Requests Council on Aging Denise Rego, Director of the Council on Aging presented her FY21 Capital Requests . First is a $ 30, 000 . 00 request for the exterior painting of the COA building . The maintenance department will assist in overseeing the project . She is asking for $ 20, 000 for cleaning of the buildings attic and removal of insulation following an issue with bats inhabiting the attic . The bats have been removed and all entry points have been sealed . There will be a need for additional funding of $ 10, 000 . 00 to re- insulate the space at a later date . Mr . Lombardi noted that the exterior painting is not a pressing issue, and during the feasibility study it could be deemed that the COA would be moved . Ms . Rego agreed that it was not crucially needed and could be held off a year or two . $ 235, 000 . 00 was appropriated at the 2019 fall Town Meeting . $ 150, 000 . 00 of the funding is for a feasibility study for the location of a community center and perhaps a new location for the recreation department and the COA . $ 85 , 000 . 00 of the funding is for an elementary school consolidation study, where if the students were located in one building, the other could be a potential location for a joint community www . brewster-ma . gov Capital 12- 1249 Page 1 of 5 Town of Brewster Office of. O ' oI 4 % Select Board 1. 1 2198 Main Street Town Administrator o 1 Brewster, MA 02631 = 1898 r - w Phone : ( 508) 896= 3701 Fax : ( 508) 896 -8089 kk. moll ����pi��rlNUNiUIttlNi�u��\� center/COA . Any moving of locations would be many years out, and Mr . Lombardi was not wanting to delay the project or building maintenance for more than a year, but wanted have the discussion for consideration . The existing COA building has had interest by other parties wishing to lease it . There are no long term capital requests given the unknown results of the feasibility study . Mr . Lombardi would like to see the attic clean up brought to the spring Town Meeting . RISE engineering may be consulted for reinsulating, as a cost saving measure . Natural Resources Department Chris Miller, Natural Resources Director, reviewed his request form . The Stony Brook Mill retaining wall repairs are at the historic mill location . A number of spots in the walls are starting to bulge and fail . This is a large project, and the Cape Cod conservation District is helping to fund the engineering of the wall replacement . The Natural Resources Department will work for the permitting of the project . Construction funding will be requested for FY22 . State funding will be applied for, as well as CPC funding . There is no certain amount, but this is a placeholder for the long term plan . The DCR bike trail extension project is to extend the trail from Nickerson State Park, to Linnell Landing . There has been a series of public meetings on the project and permitting has been starting . Most of the project will take place on State owned land , and hopefully they will fund the majority of the project, at an estimated cost of $ 1 . 9 million . Mr . Lombardi mentioned that since these projects rely on outside funding sources it hard to determine exactly when the projects will take place . He anticipates it for the FY22 season or as Mr . Miller remarked , it could be split over two fiscal years . The Freeman Pond Culvert Wing walls is similar to the project at the Mill . There have been erosion issues at this locations, and the current walls would be extended to lessen the damage . The salt marsh that was in place prior has been washed out, allowing for access . The Cape Cod Conservation District is assisting financially with the engineering for this project, as soon as an engineer is chosen in an estimated cost of $ 25 , 000 . 00 . Permitting will be done in house and State funding applied for . This project will be done as early , as spring of 2021 . Design costs will be separated from construction costs for the capital planning process . The State Bond Bill process can be an unsuspecting and time sensitive award , so projects should be designed and ready to move to the construction page . A request for Integrated Water Resource Management Planning, is to mitigate the nitrogen and phosphorus levels . As part of the Pleasant Bay Watershed Implementation Project, Brewster has pledged to assist in the cleanup Pleasant Bay . These funds will assist on additional water quality issues be studied and monitored . $ 120, 000 . 00 for FY20 is sought for these projects . $ 75 , 000 . 00 was appropriated in FY19, and Mr . Lombardi pointed out that at the time it was projected out that another appropriation would not occur until FY21 , so $ 100, 000 . 00 will be moved to the FY21 cycle . $ 20, 000 . 00 will be left in the FY20 plan for the water quality study of the ponds . At this time there is no knowing if the Cape Cod Water Protection Fund can offset any of the funding for these projects, as part of the new short term rental tax legislation until that committee has written the regulations . The department is requesting an additional vehicle . The department has 3 vehicles currently and with an increase of staff they use their personal cars for municipal use . They would utilize a police vehicle when the time came to replace one, instead of using it as a trade in . The cost is with maintenance and insurance . There are www . brewster-ma .gov Capital 1242- 19 Page 2 of 5 A a W 8 p �yoi o� NN F9 Town of Brewster Office of: � t 4W ' ; 2198 Main Street Select Board t M Town Administrator 00 ( Brewster, MA 026314898 >r w Phone : ( 508) 896-3701 Fax : ( 508) 896- 8089 /y�$i4i� 11Iits NMItI1N\\a\�� �\\\ two police vehicles being replaced at the Police Station , and administration deems who would receive those cars if requested . This year only Natural Resources and the Building Department are requesting the vehicles so no choice has to be made . The heating and cooling system at the Natural Resources Department building needs to have the second phase of upgrades for energy efficiency . The Town recently applied for Green Communities Designation , where they produced an energy reduction plan . This project was listed on that plan and if accepted the Town could apply for funding for this project . The original cost estimate was $ 3 , 300 . 00 in 2018 . $ 10, 000 . 00 was requested for additional building maintenance for the next 5 years . At a discussion for capital requests for fall Town Meeting, Mr . Lombardi noted that this warrants the increase the operational maintenance line in the budget as they are routine and under $ 10, 000 . 00 ongoing maintenance, and should not be a capital request . A $ 40, 000 . 00 generator replacement request was listed , as there is substantial rust to the old existing structure . They could potentially take the used generator from the Water department if it is considered reusable . Golf Department Mark O' Brien , Director of Golf Operations, has adjusted his submitted requests based on updated information . The solar canopy revenue cannot be used for the Golf budget as he originally thought, and the new information contains the OPEB costs . His capital request will be paid from his Golf Receipts account . FY20 appropriations were made in the spring of 2019 in the amount of $ 180, 000 . 00 . Funding will be requested at the spring Town Meeting , Ann O' Connell , President of the Golf Commission was in attendance for the discussion . There was a discussion on how the funds will be calculated once the debt falls off in FY21 . The rate proposal will be voted on at an upcoming Select Board meeting, and will help in determining the income for that year and moving forward . Revenues minus expenses are calculated for the reserve balance . This is what figure is used for capital projects . The challenge with that is that the operating expenses fluctuate annually . The first item is carpeting for the clubhouse, pro house, and restaurant, which is currently 19 years old and needs replacing . Mr . O' Brien would like to see that done in winter of 2021 . The 12 clubhouse double doors and windows are in need of repair or replacement . He would also like to see that work done in the winter of 2021 . The 20 year old HVAC unit in the restaurant is in poor condition , and needs to be replaced . They would like to install mini splits in the restaurant area in the amount of $ 50, 000 . 00 . The energy reduction plan has a $ 150, 000 . 00 in HVAC upgrades listed , and funding might be able to be sought from the Green Communities funding, if Brewster is accepted as a Green Community . The irrigation system replacement is a few years out, however Mr . O' Brien would need to see professional engineering advice on how to update the system as a whole, while evaluating the efficiency and providing cost estimates . It has been repaired at various year intervals . It could be in the range of $ 2 million dollars, and the evaluation could be performed this summer . All of these requests are in the operating budget and funding will be available July 1 , 2020 . The maintenance building is from 1985 , and Mr . O' Brien would like a feasibility study done, to have it evaluated for upgrades needed for proper storage of the course' s chemicals . He was told the evaluation would be in the $ 10, 000 . 00 range . Sink holes occurred on the course, where the stumps of cleared trees were covered over and have since rotted away, leaving areas have been sinking in the course . It www , brewster-ma . gov Capital 12- 12- 19 Page 3 of 5 a\\\\N\tW1AY I HlWlp/pjV ea£�'n 9 Town of Brewster S°c't Board ' ; 2198 Main Street Town Administrator 00 " Brewster, MA 026314898 Y Phone : ( 508) 896 -3701 $ Fax : ( 508) 896- 8089 is estimated at $ 225, 000 . 00 to repair these areas for 14 identified areas spread out to $ 45 , 000 . 00 over a 5 year period . They create safety hazards for employees and guests . Requests for new equipment were removed from his capital summary sheet . In FY224Y25 there is $ 40, 000 . 00 a year request to repair cart paths that have not been attended to in a number of years . This funding is to repair current damage as it stands now, in the range of 24 of the 36 holes . Kitchen equipment replacement funding is needed . The listed equipment is all original from 1999 . The current lease of the restaurant will expire at the end of December 2022 and 2023 . Three ( 3 ) Spray rig replacements are needed for replacement in FY22 . The current units are experiencing malfunctions, and there are inconsistent applications . A thirty five year old tractor, mowers, and rake- o -vacs are being requested for replacement in 2022, as well as the maintenance building upgrade ( construction ) as a 10 year loan . How the loan is financed will be decided at the time through the Finance department . The course is extending the average life time use of most equipment, and they have not had a good equipment replacement plan in place due to a poor financial standing . The department is looking to have a better plan and cycle in place once their debt drops off. FY24 has requests for fairway and rough mowers, and irrigation restoration . Wells need to be on a better maintenance program moving forward . The irrigation price will depend on the consultant' s report . FY25 requests are for a new dump truck, more mowers, roof replacements, and a utility tractor . The major costs for the future will include the irrigation improvements and maintenance shed replacement . Mr . Lombardi recommends that the long range planning for the Golf department include a rate study, and financial analysis including capital items . Information Technologv Kathy Lambert, IT Director, is looking at a replacement for the payroll software . She does not have a cost figure as of yet . This is a placeholder to replace the current software that has been used by 2006 and will be discontinued . The vendor will offer an updated version , but others are being considered . Whichever option is chosen for the new software, it will have a HR option . For fall Town Meeting, she would like a technology upgrade article in the amount of $ 35, 000 . 00 . Computers are normally upgraded every 5 years . Software updates are constantly needed as well . She prefers the funding in a capital article as opposed to a budget article, because she does not know when technology will fail , and she would not be able to absorb emergency costs in the IT budget . The department has an inventory list, and Mr . Lombardi asked her to give that to the committee . Another fall request is $ 30, 000 . 00 to upgrade the Microsoft Office 2013 to the most current version of Office 365 . This would change the manner in which email hosting is done as well . Email security would increase under the new email server . This amount would cover 160 full users, and if additional email accounts were added it would have an impact on the number of licenses and fees annually . This amount will be moved into the budget in the upcoming years . Future capital requests will be funding for the website redesign and web permitting, which will be an initial capital request and moved to the budget . Tonics Not Reasonablv Anticipated by Chair No discussion www , brewster- ma . gov Capital 12- 12- 19 Page 4 of 5 \\a�����uuuiuuurwnuiU,,, gT9 Town of Brewster Office of: o `+ o ++* , Select Board 2198 Main Street Town Administrator o Brewster, MA 02631- 1898 V0 w Phone : ( 508) 896- 3701 Fax: ( 508) 896 -8089 Future Meetings Scheduling December 18 and 19 2019 at 1 : OOpm . Adiournment Mr . Gorman moved to adjourn at 3 : 26 pm , Ms . Vitale second . The Committee voted 5 -Yes 0- No . Respectfully submitted, Robin A Young Approved : Aa Signed : Cil/ Accompanying Documents in Packet : CIP forms, budget spreadsheets, Natural Resources and Golf handout www , brewster-ma . gov Capital 12- 1249 Page 5 of 5