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