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HomeMy Public PortalAboutCapital Planning Committee -- 2011-12-08 Minutes Capital Plan Committee Town Hall Room B December 8th, 2011 Minutes The meeting was called to order at 2:53 P.M. Present: Lisa Vitale, Lisa Souve, Don Poole, John Dickson and Charles Sumner. Also attending were Bob Bersin, Department of Public Works; Mark O'Brien and Steve Mann, Golf Department. The meeting began with a discussion about the Capital Plan review process. Mr. Dickson brought a copy of the Harwich Town Meeting flyer to show the other members that they include a copy of their 7 year Capital Plan in their report. This is voted on at their Town Meeting. Mr. Dickson would like to consider including some type of similar Capital Plan in Brewster for informational purposes for the public so that they are informed as to what projects are on the town's horizon. A discussion ensued and Mr. Poole wondered how much discussion this would cause amongst voters at Town Meeting and what the process would look like. Lisa Souve noted that a lot of the Capital Plan projects come out of available funds such as water revenues or ambulance receipts. Lisa Souve wondered if it could be an informational piece only instead of making it an item that would be voted on at Town Meeting which may require a Bylaw change. John Dickson feels that large ticket projects, such as the Fire Station, would be easier to pass if the voters were informed about when the project was coming and how the money would be funded over a time period. John Dickson said that he would get additional information about the Harwich Bylaws and process and bring it back to the Committee for further discussion. The first department for review was the DPW. Superintendent Bob Bersin went through the line items of extensive vehicles and equipment that the DPW has. Mr. Bersin gave the Committee a general guideline for replacement of vehicles and equipment as follows:1 tons every 7 years, dump trucks, plows and tools every 10 years, tractors every 15 years. The sweeper which was leased in 2009 is recommended by EPA to be replaced every 4 years. Mr. Bersin also informed the Committee that all vehicles had the capability to plow and in addition, vehicles could also be used from both the Water and Golf departments. A few notable items regarding the vehicles and equipment that Mr. Bersin mentioned were the new backhoe vehicle was very useful for loading, plowing and installing catch basins; the compressor which was being used to blow out systems that they had previously paid someone else to do; the 10 ton trailer which is slated for replacement in 2013 can no longer hold anything heavy in it; the P2 dump truck that is in the process of being replaced which was approved in FY12 is going to the school department; that a roll off truck which is slated to replace Capital Plan Review Minutes Page 1 December 8, 2011 • the roll off trailer in 2014 would suit their needs better as it could also move containers within the DPW around; the Grapple which they have put considerable money into is doing well. Several members and Mr. Bersin suggested that the vehicles be grouped together in the Capital Plan so it would be easier to read and understand the replacement schedule of the various types of vehicles. Mr. Bersin also has some requests in his Capital Plan for care and maintenance of the buildings at the DPW facility, including the replacement of the overhead doors. After the vehicle list, Mr. Bersin discussed some of the articles and Ch.90 projects. The Daisy Lane project is almost ready, Great Fields is completed, AP Newcomb will be done in 2013, Paine's Creek Rd. is completed, and there will be a need to repave all Beach roads in 2013. They also discussed the MS4 project, some money was appropriated in 2012, since this is an ongoing project, Mr. Dickson suggested some money be added as a placeholder for upcoming years. Mr. Bersin had added several items to the Capital Plan, including Paine's Creek Beach parking lot improvement, Guard post replacement throughout town, Fuel System building repairs at the Fire Department site, Long Pond TIP project with the state, and the Access Committee's request for access at Paine's Creek Beach. The next Department was the Golf Department, represented by Mark O'Brien and Steve Mann. There were also a few Golf Commission members in the audience. Mark and Steve went through the list of vehicles and equipment for the Golf Department which is also quite extensive. It was again suggested by several members that the equipment and vehicles be categorized together so the plan would be easier to read and follow and also that the when new vehicles or equipment are being replaced, they be listed under the item that they are replacing until the actual replacement take place and also that it be noted where the old item went to, another department or if it was sold. Steve Mann talked about how the Inter-municipal purchases they had made with the Dennis Pines and Cranberry Valley Golf courses to share equipment had worked so well and suggested that they pursue the same course of action regarding the Greens aerifier units that were to be purchased in the spring to keep the cost down and that perhaps the labor could be shared as well so that it would take less time or each course to complete this project. Golf receipts fund most of the Capital Projects for the Golf Course. Mr. Sumner inquired as to whether the Golf Department would be able to continue to fund through this mechanism. Mr. O'Brien thought that they would be okay for 2 to 3 years, but as the loan payments for the second course increased, it would become more difficult. Mr. O'Brien also discussed a problem with the electric service to the pumps that needs replacing as they have lost power a few times. The current line runs under Freeman's Way. Steve Mann has suggested an alternate route that would not disrupt the golf course; this should be added to the 2014/2014 capital plan and be coupled with some scheduled repairs being done to the golf course. Mr. Poole asked about maintenance on the golf course buildings and Mr. O'Brien informed Capital Plan Review Minutes Page 2 December 8, 2011 the committee that maintenance is in their operation budget. Mr. Dickson asked about the Golf Carts and their leasing versus buying. Mr. O'Brien indicated since these are paid with Golf Cart receipts, they felt this was the best course of action. Mr. O'Brien also mentioned that once the irrigation project was completed on the original course, the new course would probably need to look at its irrigation system. A motion to adjourn was made at 4:56, but another motion to go back into session was made by Lisa Souve for re-organization of Committee. Don Poole was unanimously voted as the chair and adjournment followed at 5:O0P.M. The next meeting is on December 15th at 1:30P.M. Respectfully Submitted, ��? A. 9 r LL1-),c Donna J. Kalinick Administrative Clerk Town Administrator's Office Capital Plan Review Minutes Page 3 December 8, 2011