The URL can be used to link to this page

Home My Public Portal AboutCapital Planning Committee -- 2020-01-22 Minutes R9W l iii Office of: 6 �o )'F,�/i 0 O,�� 9 Town of Brewster , :; Select Board 2198 Main Street � ' ` Town Administrator o " Brewster, MA 02631 = 1898 ` V* Phone : ( 508) 896= 3701 : . Fax : ( 508) 896= 8089 g.�4 APO q* �,w�oiin�nnriii►uiaa�� MINUTES OF THE CAPITAL PLANNING COMMITTEE MEETING DATE : January 22, 2020 i TIME : 1 : 00 PM PLACE : Brewster Town Office Building, 2198 Main Street PRESENT : Town Administrator Peter Lombardi , William Schirmacher, Cynthia Calwell , Mimi Bernardo, Donna Kalinick, Lisa Vitale Call to Order Chair Schirmacher called the meeting to order at fpm and read the meeting statement . Public Comment None . Continued Review of Draft 5 Year Capital Plan FY20- 24 including Potential Funding Sources Mr . Lombardi reviewed the draft 5-year capital planning spreadsheet and highlighted any changes that had been made since the last meeting . A funding source ( s ) column has been added to the master spreadsheets to further detail where the projects will be paid from / by . The GIS upgrade , originally slotted in with a $ 35 , 000 . 00 project cost, could be offset by a DLTA request for funding . Natural Resources Millsites Retaining Wall cost has been increased to $ 34, 000 . 00, but this should be covered by grant funding . The Green Communities initial grant will cover the Natural Resources HVAC project . The generator at their building will be repurposed from the Water Department and should be done in FY21 . The Select Board ' s seven ( 7 ) outdoor hydration stations will be paid for by grant funding . Ms . Kalinick noted that any CPC applications submitted for grant request will be entered into the spreadsheet as possible funding sources . Integrated I water resource planning figures will be updated with in the next week . The community center project was i entered into the spreadsheet . Other minor updates to language and adjustments to amounts were explained by Mr . Lombardi . $ 55, 000 . 00 for well conditioning for the irrigation well ( FY21 ) was added to the capital plan { for the golf department . This will not be borrowed but will be paid for from Golf revenues . Some other capital requests may be moved up to FY21 , depending on the amount of revenues, to reduce the short-term debt . Mr . Schirmacher asked if $ 12 million price was the total cost for the library renovation project . There is an attachment to the spreadsheet that breaks down projects which have multiple funding sources . The timing of this project will be pushed out . The Crosby Culvert funding is split between a federal grant and a road bond for the 20% match of the grant . The Bike Trail will be State grant funded . The presumed annual appropriation for the Housing Trust will be split between the operating budget and free cash . The dog park a projected funding sources include grant funding, donations, CPC funding and free cash . The Stoney Brook roof will be paid from free cash and debt . The building department vehicle will be funded by the Green Communities, and Ms . Kalinick will check if there is a cap on funding for vehicles . Archiving of Building files is listed as CPC funding, but they will check to see if this project is eligible . It will be noted as free cash until that is determined . Golf and Water both have debt exclusions on certain projects . They are shown as revenues, as www , brewster- ma . gov i Capital i -22-20 Page 1 of 2 3 1 i O\\\\4\UtN11AlIINNnlpjfll4��i/ ' \� 6 g£ . r� Office of: o °* •,, 9 Town ® f Brewster 2198 Main Street ard To nelect Administrator �o Brewster, MA 026314898 +' �0 Phone : ( 508) 896= 3701 Fax : (508) 896= 8089 o� ON t I 1111 Bttt\\\Q\\ the debt will be paid for from their department' s revenues respectively and are not considered Town debt . Mr . Schirmacher asked what the typical remaining balance of free cash is historically. Mr. Lombardi reviewed the projects for the FY20 capital requests, which total a little under $ 500, 000 . 00 funding from free cash . There is $ 2 million dollars certified free cash for appropriation . The Select Board policy requires a balance in free cash to remain around $ 800, 000 . 00 . Capital project amounts should typically be around $ 1 . 6-$ 1 . 7 million dollars from free cash . The Committee will begin to prioritize projects and went through each line, for each fiscal year . Mr . Lombardi would like to see the DPW be able to push out the purchase of a large vehicles out one annual until 2025 . The Committee further discussed the DPW fleet and will consult DPW Director Patrick Ellis . The Police department security pen has been pushed up by a year . The transitions at Town Hall were all prioritized . The Select Board requests from free cash include half of the housing trust funding, and partial dog park funding . The school' s submission for the Capital Plan do not include1unding sources, except for the MSBA . The only question with their items was the curbing and sidewalk repair at Eddy Elementary , The Committee discussed the free cash appropriation for the Housing Trust, the support the Select Board has for housing, other housing related grant funding available . Mr . Schirmacher feels this is one area that could be cut if needed . Mr . Lombardi and Ms . Kalinick are both in support of keeping the appropriation for the Housing Trust in the budget but agree it could be reduced if needed . Mr. Lombardi reviewed other Town funding sources . Anticipated amounts were entered for ambulance revenues, golf revenues, and water enterprise fund . While FY21 is looking good for the budget, it begins to look a little tight in FY22 and beyond . The process for Capital planning is fluid . The committee will recommend the $490, 000 . 00 of Capital requests to the Select Board and the Finance Committee , Topics Not Reasonably Anticipated by Chair No discussion . Future Meetings — January 30 at IPM and February 10 at 6PM (Joint with Select Board and Finance Committee ) Review and Vote on December 5 , 9, 12, & 180 2019 Meeting Minutes Mr . Lombardi moved to approve the December 5, 9, 12, & 18, 2019 meeting minutes, Ms . Vitale second . The Board voted 3 - Yes 0- No 1 - Abs Adjournment Mr . Lombardi moved to adjourn at 4 : 50, Ms . Calwell second . The Board voted 4- Yes 0- No . Respectfully submitted , Robin A Young Approved at Meeting Date : February 11 , 2021 Accompanying Documents in Packet: CIP forms, budget spreadsheets www . brewster-ma . gov Capital 1 -22-20 Page 2 of 2