The URL can be used to link to this page

Home My Public Portal AboutCapital Planning Committee -- 2022-01-27 Minutestoo 0isjjlifj�►�i Town of Brewster 2198 Main Street Brewster, MA 02631 Capitalplanning@brewster-ma.gov Phone: (508) 896-3701 MINUTES OF CAPITAL PLANNING MEETING DATE. January 27, 2022 TIME: 10:00 AM PLACE: Remote Participation Office of: Select Board Town Administrator REMOTE PARTICIPANTS: Bill Schirmacher, Ross Gorman, Town Administrator Peter Lombardi, Treasurer/Collector Lisa Vitale, Assistant Town Administrator Donna Kalinick, Finance Director Mimi Bernardo ABSENT: Cynthia Caldwell Call to Order. Declaration of a Quorum and Meeting Participation Statement Bill Schirmacher called the meeting to order at 10:03am. A quorum was declared, and the meeting participation statement was read. Public Announcements and Comment: None Election of Officers Ross Gorman moved to appoint William Schirmacher as the Chair of the Capital Planning Committee. Mr. Lombardi second. All members voted in favor. Continued Review of Draft FY22-26 Capital Improvement Plan & Discussion of SDring 2022 Capital Requests Mr. Lombardi reviewed the changes to the Capital Improvement plan from the last meeting, these changes were primarily for the elementary school capital plan to align with what the school administration had approved a couple of months ago. The Select Board and Board of Health have a joint meeting to review water quality and planning, the recommendations from the report and presentation will likely have capital requests items for near term are in the Capital Plan. Review of the changes were as follows: Select Board: • Integrated Water Resource Planning /Implementation- $75k/year for technical support, design and analysis. A portion covers our obligations under the Pleasant Bay Watershed permit. Added a placeholder for FY26. • Golf Course Septic upgrade- one of the nitrogen mitigation measures that has been identified for the Pleasant Bay Watershed through the alliance. Increased based on cost estimates to $200k and moved it out a couple of years. Last year at Town Meeting funding for lysimeters was approved, this is to track the actual leaching rate for nitrogen at Captain's golf course relative to its impact on the watershed. The Town is completing our own data collection to bring to DEP, with the hope that the Town's overall nitrogen mitigation requirements under the permit may decrease. \\\goo".��eWsr�iii,,o,,� Office of::. , 4 E�°Ep F ,, T®wn of Brewster o Q°F e9F4`'� �% 2198 Main Street Brewster MA 02631 Select -Board ' �. _ ,P � - � Town Administrator 3 � a � = Capitalplanning@brewster-ma.gov o __. o Phone: (508) 896-3701 r = ___ //�� F OHPOPA V ��\\\ // ° t 3 �\\ • Ponds Alternative Septic Pilot- increased to $300k, recommendation from the Integrated Water Resource Management Plan to install approximately 6 systems. This is considered new technology, will be at a few different locations approximate to our ponds to collect data and see how effective the systems are at reducing phosphorus and nitrogen impacts to our ponds. o The State is reviewing alarge-scale project to potentially approve for general use. o About 600 homes in Brewster, according to the analysis, that are approximate to the ponds, that is 300ft upgradient or 100ft down gradient from a pond. o Some significant long-term costs associated with this work, on the order of $20-30M in either neighborhood package treatment plants or large scale innovative septic upgrades. • Updated Ponds Water Quality Report- new request, last time completed was over 10 years ago. Mr. Lombardi noted that these are larger ticket items relative to our usual capital requests and have a sizeable impact on our overall capital requests. Right now, vve have the ability as members of the Cape and Islands Water Protection Fund to access 50% of the project costs for the last two projects to be reimbursed through the fund. Brewster is contributing about $1M a year to this regional fund, there maybe some merits to putting a mechanism in place to keep the moneyJocal and having control and not having to spend free cash to on these projects. Mr. Lombardi continued that previously there vvere placeholders for the Sea Camp properties and Drummer Boy Park, these have been filled in recognizing that there may be some variables since we are in the early stages for both: • $100k for interim resident beach access, will be using FederalARPA funds to help cover the costs, as early as this summer if possible. The Town received a little over $1M in ARPA funds and may be able to access another $1.9M from the county. • Bay Property_Site remediation area of the camp that was used as a shooting range, there is remediation of the soils that will need to be done. In the early stages of working with the engineering that did the phase 2 analysis, it will .cost at least $200k. Again, possible to use ARPA funds and not free cash. • Drummer Boy Park Master Plan Design &Permitting: $50k, this could increase, we are waiting for an updated quote • Drummer Boy Park Master Plan Phase 1 & 2 Construction- $750k each, one in FY23 and one in FY24, needs to be coordinated with the wing island boardwalk project. This is when funding would need to be available to facilitate. The overall estimate that was included in the Master Plan update was a little over $2M, though it is conservative. There were a handful of discrete projects (gazebo, lighting, shed, new playground) that have been rolled into either Phase 1 or 2. There needs to be discussion about shifting to short term debtor looking at other grant sources. Schools: • Highschool project- heard late last week from Nauset that they anticipate issuing the long-term debt in FY24, would bean increase in the short-term borrowing (expect to get the number next week), moved out by one year. www. b rewste r -m a.�ov � • •i � 1 ij;L;L!lil=j � !}'!;1;111'%��; � • 1 i i � • 1 •. - Office of: Select`Board Town Administrator • Elementary School capital plan: o Combined technology for'23 increased by $30k, now at $60k —the standing amount. o Combined HVAC, plumbing, electric repairs- initially had $0 in the out years in FY25 and FY26, increased those to $10k each. 0 2 new requests: combined replacing/refinishing of flooring ($40k in'26) and combined hazardous waste abatement ($25K for'26). o Eddy school sidewalk repair moved it up by one year to take place in'24. o Eddy school new request for technology at $75k, need details for this line item. o Stony Brook School flooring replacement and hazardous waste abatement, $401< and $25k moved up one year from'24 to'23. o Stony Brook school roof design increased by $50k to $250k o Stony Brook school asphalt and Rubber roof replacement -..,updated to assume the Town would issue a 5 -year note, with short term debt to cover the costs. The year one payment is on the plan of $400k. Hope to be partially paid through funding through the MSBA accelerated project plan, typically reimbursement is 38%, assumed 35% reimbursement in the plan. o Eddy School resurface parking lot- increased to $250k and moved up a_year. o Eddy School sidewal) shinglereplacement - $400k in order to manage the costs over multiple years, assumed we would issue short term debt, 5 -year term at $80k per year, covered by Town funds. o Stony Brook boiler and unit ventilator replacement design - $75k, while a new request it was rolled with actual construction cost, doesn't have a net positive impact on their request. o Stony Brook unit ventilator replacement and boiler replacement —combined $620k moved up by one year. Most concerned about this system, applying for a green community's grant and as well as MSBA as partial funding source. Unfortunately, MSBA says any funding through green communities reduces the grant amount they would give through their program. The 65% balance would have to be covered by the Town, again 35% covered by a combination of MSBA/Green communities and the rest by the Town. It was reviewed that the gross numbers are shared on the spreadsheet, the formulas are entered that net out at the bottom of the_plan. Mr. Lombardi noted that he requested a report of balances on the schools previous capital articles as there is at least $200k available for roof repairs, IT, HVAC, plumbing, electrical, flooring, abatement, etc. Mr. Lombardi pointed out that there are a number of items that need to be discussed as the numbers are higher than the targets that have been set. The Spring 2022 capital requests total $7831<, this would bring the total free cash request for capital to a little under $3.5M. There is also an approved $200k for Sea Camps operating expenses. This brings our free cash expenditures to almost $3.7M. Though we started the year at an all time high of free cash at $4.5M, this would leave a balance of $SOOk which is below the target and what is outlined in the Select Board's financial reserves policies. We need to reduce the capital request total to a most $600k. The following items were reviewed for possible adjustments: www.brewster-ma.�ov Capital Planning 01.27.2022 ,,,,,.�,,..��Ewsr,,,,,,,; r�+ i Brewster -,. � k�OER F %: i �wi1 ® Office of: ,. o Q°� �"�'�,g �% 2198 Main Street Brewster, MA 02631 Select -Board _ � �, g = Town Administrator 3 � p n = Capitalplanning@brewster-ma.gov r — __ vi Phone: (508) 896-3701 ///��/� FP9 HPORAB�g \�\\\� �/94��N��IIII��0��0\0 • Facilities, will request to push back the room divider at Town Hall by one year ($27,500) • Library, elevator replacement at $300k request, the assumption is that $200k paid with free cash and $100k covered by the Ladies Library Association. The committee discussed the library construction project status, the plan is to allocate a smaller amount for the design for the Spring 2022 capital requests and get a more accurate number for the fall. • Beach &Landing Repairs and improvements at $30k, existing appropriation from previous years, may be able to be dropped from this Spring. • Long Pond Boat ramp is at $80k, this could change, we are waiting on an update cost. This is a project that is planned to move forward. • Wildfire management -not something funded in a number of years but should stay. • Integrated Water Resource Planning/Implementation at $75k, this is necessary. • Drummer Boy Park update design at $50k this could increase, we have asked for cost estimate, Necessary to work through the Wing Island Boardwalk project and coordinate construction, needs funding at Town meeting to keep on schedule. • Elementary schools- will request more detail for the combined technology request at the Eddy school. On the standing articles a combined $75k, there is healthy balance from previous capital articles, will request use of those first. • Stony Brook school boiler and unit ventilator design, time sensitive and needs to remain at $75k. Mr. Lombardi noted that with the changes we should be able to make the total capital request more manageable. There are still several other items to talk about in terms of Free Cash requests of $2.6M in FY23 and $2.8M in FY24, which is a lot higher than we like to see. This will wait until we see what gets adjusted from this year to next before we have those conversations, then the Committee can walk through the major variables to see how we can change our funding approach and/or push out a year or two in order to get to our target numbers.. Matters Not Reasonable Anticipated by the Chair: None Next Meetings: February 3,2022 Adjournment Ross Gorman moved to adjourn at 10:57am. Mr. Lombardi second. All in favor. Respectfully submitted by Erika Mawn, Executive Assistant Accompanying Documents: Town of Brewster Draft FY2022-FY2026 CIP Five Year Plan Capital Planning 01.27.2022 www.brewster-ma.gov