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Home My Public Portal AboutCapital Planning Committee -- 2022-02-10 Minutes°/°°,e��"5n,,,,,,, Town `of Brewster 2198 Main Street Brewster, MA 02631 3 �9ps Capitalplanning@brewster-ma.gov ° _ Phone: (508) 896-3701 19, J80 titmoo MINUTES OF CAPITAL PLANNING MEETING DATE: February 10, 2022 TIME: 3:00 PM PLACE: Remote Participation Office of Select Board Town Administrator REMOTE PARTICIPANTS: Bill Schirmacher, Town Administrator Peter Lombardi, Treasurer/Collector Lisa Vitale, Assistant Town Administrator Donna Kalinick, Ross Gorman, Mimi Bernardo Call to Order, Declaration of a Quorum and Meeting Participation Statement Bill Schirmacher called the meeting to order at 3:01pm. The meeting participation was read, and a quorum was declared. Public Announcements and Comment: None Final Review of and Vote on FY22-26 Capital Improvement Plan & Recommended Suring 2022 Capital Requests Mr. Lombardi shared that we have heard back from the elementary schools regarding our request for information and proposed changes to their capital plan. Previously we had identified the following: that for this spring we were about $100k over where we wanted to be, for FY23 & FY24 our free cash total appropriations for capital were over $2M in each year, and wegenerally try to keep this closer to $1.75M. Mr. Lombardi reviewed the feedback from department heads regarding their capital items: • DPW o One Ton Dump Truck requested to be pushed out to FY24, the response was that with the amount of mileage, they were not comfortable making this change. However, what they were able to do was move three other pieces of equipment that were previously slotted for FY23 to FY24, ($100k) o On the Loader, $250k previously in FY24, agreed to push it out to FY26 • Police o Dispatch console, a total of $225k funding is $150k from the cell tower funds and $75k from free cash, moved it out by one year to FY24 • Library o Exterior trim repair/replacement and painting project, received a quote close to $90k, believe the vendor is on the high end of the range in terms of costs for the trim, placeholder for $60k in for FY23. Pushed the painting work out to FY24 at $40k. Funding source is all with free cash. o Elevator work moved from this Spring to next Fall and added $30k to put the specifications together to issue the bid. Have a proposed split in funding with free cash and Brewster Ladies Library Association funds for the design at a $20k/$10k share and for the work at $225k free cash and $75k with the Association. There will be discussion with the Association on what they can contribute to this project and the status of the elevator. VV.9 Office OfX DER n St. 4$% Tow o Brewster "P, <0 *1 0 #� % o Select.8 ard *2198 Main Street Brewster, MA 02631- 'Administrator Town > Capitalplanning@brewster�ma.gov go Phones (508) 89&3701 ft pe 0 POR �*nlso 111111M o There needs to be a decision by the Library Association Board and by the Select Board about the future of the renovation project, there has not been public discussions by either. DNR o Freemans Pond Culvert Wing Walls (Paines Creek)� there is a state grant program that we think will align with the needs of this project, assumption is that a $104k non4ecleral match will be covered by the CZM state grant. o Low Lying Roads Improvements a current project in the early stages, this has been moved out one year to FY25. o Building Generator� $50k placeholder for a brancl�new generator in FY24, will need to look at the Water Dept generator project, and see if we can retro fit one of the generators for DNR, Select Board o Integrated Water Resource Plan items, the golf course septic replacement and an innovative alternative septic pilot program, assume 50% of funding will be from either the CCIWPF or its equivalent and the balance by free cash. o Millstone Road Housing� moved to FY24 as a placeholder, changed the funding to a 50/50 split from CPC and Affordable Housing Trust, this needs to be discussed by both entities. o Drummer Boy Park Master Plan� phase 1 construction" early assumed funded by free cash, assumptions have been made that we can use local ARPA funds for $200k of the cost and $200k from CPC and then the balance, $350k from free cash. Possibility of state grants for some elements of the project. Phase 2 construction (includes playground) moved back to FY25, assumption is that $250k of the $750k project funded by free cash and the balance of $500k from CPC. Most of phase 2 are playground improvements and removing the building and adding or replacing with a shade structure. Elementary Schools o Combined technology� was originally at $30k, reduced to $15k for FY22 and in FY23 reduced the request to $30k o Combined Painting (int/ext.) reduced to $10k from $20k o Eddy School Technology� at $75k was moved to next fiscal year, still need details on this item. o Eddy School parking lot resurface and sidewalk & curbing repair � at $250k and $90k, in the updated plan moved these out from FY24 to FY25, doesn't help, makes FY25 worse. For now, we have kept them in FY24 as it helps to spread out the capital costs across all departments. For this coming spring we targeted $600k in capital from free cash, and with these changes we are now at ust over $605k. This would leave a free cash balance after all the capital, plus the $200k that Town Meeting appropriated for the Sea Camp properties, at $995k to close out the fiscal. This is 2.16% of our fiscal 2022 operating budget. The Select Board has a financial reserve policy that targets our free cash balance year end close out at 2�2.5% of our operating budget. In FY24 & FY25 free cash totals are at $1,91M, more than we would like to see, this is still a few years out and Mr. Lombardi thinks we will continue to evolve. The three main drivers for FY23 capital that has put us over $1M are: $350k in free cash for Drummer Boy Town of Brewster` 2198 Main Street Brewster, MA 02631 Capitalplanning@brewster-ma.gov Phone: (508) 896-3701 Office of: Select Board Town Administrator ventilator construction, a total of over $600k for Elementary School capital (including the Stony Brool< boilers). Mr. Lombardi reviewed a possible four choices to deal with this higher number: 1. Accessing some portion of Brewster's share of ARPA funds currently held by the County. Following the population model, our share would be $1.9M. Should be available this coming June at the latest. 2. Grants, these are variable, we are typically pretty successful in securing grants. Can't be relied on. 3. Capital Stabilization which we have no plans for these funds until FY26, which are earmarked for Library renovation project. Our balance will be $1.025M as of July 1. 4. Defer one or more of the projects to a future fiscal year. The problem is that if you push those out, will quickly put us over the $2M threshold. Regarding the Sea Camp properties there are no additional items except short-term parking for the beach and the minimum required site remediation on the Bay property. There was a little over $200k included in the FY23 operating budget for expenses related to managing and operating the Sea Camp properties, this is really just keeping things in a holding pattern. Any significant changes for access and use may have capital impacts, the committees have not begun their work for these properties. Regarding the $1.75M free cash target, Mr. Schirmacher asked if we are looking at inflation every year, why does this not grow. Mr. Lombardi reviewed that the $1.75M is not a rule, but a good proxy on what we have been able to spend and what our needs have generally been in terms of capital. The task is to deliver a capital plan that the Town feels that it meets the needs of the Towns and has a reasonable chance of being financed with the funding sources available. Mr. Lombardi stated that the assumption is that Brewster will receive $450k in ARPA funds and apply these to some combination of the Drummer Boy Park work. library elevator, and Stony Brook boiler project. This would bring our free cash total next year down to $1.843M. We will be clear in the document and to the presentation to the Select Board. Mr. Lombardi moved to vote on the plan as revised, using County ABPA funds to bring the free cash total down to $1.843M for FY23. Mr. Schirmacher second. All members in favor. Mr. Lombardi mentioned the plan will be updated with a footnote about the Sea Camps and use of a portion of the County's ARPA allocation. Matters Not Reasonable Anticipated by the Chair: None Adjournment Mr. Schirmacher moved to adjourn at 3:59pm. Mr. Gorman second. All in favor. Respectfully submitted by Erika Mawn, Executive Assistant Accompanying Documents: Town of Brewster Draft FY2022-FY2026 CIP Five Year Plan