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Home My Public Portal AboutCapital Planning Committee -- 2020-11-12 Minutes p\\\\\U�11 u u W!I Nlp/ir ��`0 81% EW8 �� g� �q Town of Brewster Office of: Select Board ; 2198 Main Street ' ,: ' Town Administrator Brewster, MA 026314898 �+r _._.� w Phone : ( 508) 896- 3701 Fax: ( 508) 896-8089 i l �w�l//IIIrylIN11111N�1\"\Q\� r MINUTES OF THE CAPITAL PLANNING COMMITTEE MEETING DATE : November 12, 2020 TIME : 10 : 00 AM PLACE : Brewster Town Office Building, 2198 Main Street PRESENT : Town Administrator Peter Lombardi , Lisa Vitale, William Schirmacher, Cindy Caldwell , Ross Gorman , Mimi Bernardo, Donna Kalinick Call to Order Mr . Lombardi called the meeting to order at 10 * 00am , read the meeting participation statement, took a roll call of attendance and declared a quorum . Public Announcements' and Comment No discussion . Election of Officers William Schirmacher nominated himself as Chair, Cindy Caldwell second . A roll call vote was taken , Cindy - yes, Lisa — yes , Mimi — yes, Ross — yes, William — yes, Peter — yes . Review FY21-26 Capital Plan and Changes to Capital Requests Made at 2020 Annual Town Meeting The committee reviewed the 5-year capital plan , which was created in February 2020 before the pandemic . As the spring town meeting was delayed and given the unknown impact of the pandemic on the local economy and town finances, only a few of the planned capital requests were on the warrant in September . These were time sensitive or had funding sources outside of free cash . The remaining capital needs were deferred to the spring 2021 Town Meeting . Some projects were added out of essential need : Town Hall generator and professional services for the Natural Resources Garage disposition . Capital requests for the Nauset Regional School district were reduced . Mr . Lombardi reviewed the adjusted capital requests that were on the fall 2020 Town Meeting Warrant, the amounts, and the funding sources . The Five -Year Capital Improvement plan will be updated to include the changes . Review and Discuss Available FY21 Funds The spring 2021 CapitaFand Special Project Recommendations spreadsheet was reviewed . All the projects and purchases were rarked by department heads by priority . Free cash was certified at a little over $ 4 million dollars . A transfer of $ 1 million dollars was made to the general stabilization fund , and the cost of the approved capital requests at September 2020 Town Meeting reduced the free cash balance to $ 2 . 6 million dollars . The Select Board has a reserve policy to leave a balance of $ 900, 000 . 00 - $ 1 million in free cash annually . Historical free cash was analyzed and that was taken into account for the 5 -year capital plan i www . brewster-ma . gov Capital 1142-20 Page 1 of 3 I I 3 E Office of: ' 'own of Brewster 2198 Main Street Select Board Town Administrator = O Brewster, MA 02631= 1898 *0 Phone : ( 508) 896= 3701 Fax: ( 508) 896= 8089 created last year . There is more demand than there is capacity for in terms of FY21 capital needs, so further scrutinization will be had with department heads . The spring 2021 capital requests was color coded ; green is to move ahead , yellow is to move ahead but with a reduced amount, and red are items that can be deferred to a later date . Mr . Lombardi reviewed the line items and provided explanation for the decisions on the needs . Cindy asked about the Town Hall window replacement, and if it was an option to apply for a Green Community grant . An audit of all buildings was completed , and a 5 -year energy reduction plan was devised . The windows replacements didn ' t meet the qualifications for an energy reduction to utilize the grant funds . The library renovation did meet the standards and be able to include the funds . Cindy asked about the Police vehicle funding . She asked if Brewster is going to designate $ 135, 000 . 00 annually . Mr . Lombardi would like to this be shifted to the operating budget in the longer term as it is an annual expenditure . It is a standing request . Cindy asked if the fertilizer impact line for the golf course should be tagged, to the golf course, and not under capital . As of now the golf course is not an enterprise fund . The water department was just transitioned , and golf will hopefully transition to a full enterprise fund in FY23 . The reason they are listed under the Select Board header and not the golf is because these are projects that do. not directly benefit the golf course . The nitrogen removal requirement is for the town ' s contribution to the Pleasant Bay Alliance . Cindy asked about the Council on Aging painting project . The sheriff' s department program potentially can be leveraged , and Mr . Lombardi will look into it . The regional middle and high school regional schools have their own capital budgets . The elementary schools are town specific and are included in the Town ' s capital budget . They develop their capital plan and submit it to the town for approval and are typically funded through free cash . Mr . Lombardi reviewed the funding available from the Golf department, which is trending ahead of their previous revenue estimates for FY21 . The committee will revisit the operational budget for conservative supplemental appropriations . The priority needs are $ 55, 000 . 00 for an ' irrigation pump replacement and $90, 000 . 00 for equipment purchases . The $ 259, 644 . 00 annual capital allocation to the regional schools has a 2 . 5 % annual escalator . The Nauset High School project amount of $ 131 million plus is the full anticipated amount of the project without MSBA funding . The school building committee secured approval from the MSBA to extend local action on the project until June 2021 , and it will be on the May town warrant . Green communities' projects will begin this winter . Review and Discuss Updated FY21 Capital Needs Discussion is included in above agenda item . Review FY22 and Spring 2021 Town Meeting Schedule Mr . Lombardi reviewed the current budget and town meeting calendar for FY22 . Bill asked if the FY21 budget presentation last year was adopted as it, which it was . Parts of it were delayed due to the pandemic . Mr. Lombardi will generate a memo of what was removed and added to send to the committee : There is a little over $ 2 . 6 million in free cash currently because of delaying action to capital projects and there was significant department turn backs due to an instituted spending and hiring freeze in the spring making them higher than historically had been . www . brewstermma .gov Capital 1142-20 Page 2 of 3 �aa,�u0%4n�wW luirn Town of Brewster Office of: Select Board 2198 Main Street Town Administrator Brewster, MA 02631 = 1898 r Phone : ( 508) 896- 3701 Fax: ( 508) 896- 8089 '�i��'�///IHf11MI IINlt1111a�� Matters Not Reasonably Anticipated by the Chair No discussion . Next Meetings : December 10 and December 17, 2020 Adiournment Mr . Lombardi call to adjourn at 11 : 22am , Ms . Caldwell second . A roll call vote was taken , Cindy - yes, Lisa — yes, Mimi — yes, Ross — yes, William — yes, Peter — yes . Respectfully submitted , Robin A Young { Approved at Meeting Date : February 11 , 2021 Accompanying Documents in Packet ; Budget spreadsheets, Budget I i i i f 7 I i 1 3 l i j i www , brewster- ma .gov Capital 11 - 12-20 Page 3 of 3 i I