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HomeMy Public PortalAboutCapital Planning Committee -- 2012-01-17 Minutes Capital Plan Committee Town Hall January 17th, 2012 Minutes The meeting was called to order at 2:52 P.M. Present: Lisa Vitale, Lisa Souve, John Dickson, Don Poole and Charles Sumner. Also attending were Hans Bauhaummer-Nauset Schools Business Manager, Barry Schofield- Elementary School Facilities Manager; Chief Robert Moran- Brewster Fire Dept and Deputy Chief, William Harrison. Review of long term debt strategy: Hans Bauhaummer and Barry Schofield were present to discuss the Eddy School. Don asked for the updated numbers for the HVAC and Roof replacement. Hans brought and distributed the Engineering plan from Comeau Engineering from 2009 and said he received an updated number from them for the HVAC units of $800K, including engineering costs. He did not have a definite number for the roof as he said he did not have enough time to get that figure. Charlie Sumner asked about the alarm system and asked Chief Moran to comment since he was present. Chief Moran said that they have a short term plan to make sure they are operational, but need a long term fix. Hans will call the engineer who is working on the High School roof project to get a square foot number for the roof. John Dickson asked if using the 2 million figure that they had was accurate, and Hans said that was a good conservative number for the HVAC, alarm fix, and roof replacement. John also asked when they anticipated this project happening. Hans said they are spending 120K now, so it is what it is at this point. Charlie asked Hans to put the numbers in for 2016 and 2017 for the Region and 2017 for Eddy as requested at their previous meeting. Charlie said that he is trying to avoid any questions at a Public Hearing about the Capital Plan. Lisa Souve also had a few questions for Barry about vehicles that are listed on the Capital Plan. Barry said that they have not received the truck, P2 from the DPW yet and the spreader that he received from the Golf Course was going back to the DPW. John asked for explanation regarding the process and presentation to the Selectmen. Don and Charlie explained that the Selectmen will either choose to accept the plan or not and if they want to fund items above it, they can choose to do so via override or debt exclusion. John said that the committee was looking at the big picture in terms of debt and projects and that there was a request for 274 in 2014 and 445 in 2015 from the elementary schools and they may have to shift money around. Hans said that they just typically get a number and then work with it. Chief Moran asked how the Eddy School project affected the Fire Department building and that they have been taking a back seat for a long time. Don explained that they are looking at the debt schedule now and it appeared Capital Plan Review Minutes January 17th, 2012 Page 1 that the best year for the Fire Department was 2016 as the Eddy School construction and Library would be paid off. Lisa Vitale explained how they could save about 1 million by pushing it into 2016. Charlie added that they are just pushing it from 2015 to 2016 so they can get the new station financed without increasing the tax levy too much. Chief Moran asked if the process would be started now. Don replied that they would do 40% drawings in 2015 and building in 2016. Charlie explained that they will still revisit the existing feasibility study with Chief Moran's input in 2013 and that the cost for this was 10K. John said there should be 400K in 2015 for plan design to go to Town Meeting with. Lisa Souve asked if there should be 10 million plus 400K for the remaining engineering costs in 2016. Charlie explained that they could temporarily borrow money for engineering and initial project costs, before the larger sum is borrowed. Chief Moran said that he was okay waiting until 2016 as long as the design process is now and the actual building will begin in 2016. John was concerned that they were shoehorning this project into 2016 and that they should be waiting until 2017. Charlie explained that they won't really start paying the full cost until 2017. The construction article would go before Town Meeting in May 2014 and then the funds would be authorized at May 2015 meeting. Chief Moran said that he was just glad that we had a plan. Lisa V. asked how long it would take. Don said 1 year and Charlie said it took 9 to 10 months to build the water building; this project should take 1 to 1.5 years. BY LAW CHANGES: Lisa Vitale consulted with Bond Counsel and they submitted revisions to the proposed Capital Plan Bylaw because we do not project road betterments and Land Acquisitions on the Capital Plan, there have to be exceptions to the Article. Charlie said that he already wrote the changes into the Town Warrants. Lisa Vitale said it was good timing as she was working with Bond Counsel on current projects that would be affected by the new by-law. John Dickson wondered about the purpose of the waiver in general. Lisa S. explained that there is a time between Capital Plan approval and when Town Meeting takes place that a waiver could be needed. It also prevents a separate committee from taking a capital plan item directly to Town Meeting floor without listing it on the Capital Plan first. Charlie Sumner moved to support the article as amended. John second. Charlie —Yes, John- Yes, Lisa Vitale- Yes: Don Poole — NO, Lisa Souve — NO. Amended Bylaw proposal passed 3 to 2. CAPITAL PLAN REVIEW AND SUBMITTAL TO BOS: Lisa Souve said she had revised and re-ordered the Capital Plan and Don said it was much easier to read. John had noted some small questions, comments on the plan. The committee decided to go through those first and then talk about the big picture. Starting with DPW, there were questions about how much we get in CH 90 funds and why the projects were not listed under there with specific Capital Plan Review Minutes January 17th, 2012 Page 2 amounts for each project. Discussion ensued about the AP Newcomb project and whether the 350K amount was accurate; Charlie said it was not because the water department also had funds for that project and did not use all their funds so it could be partially paid for with that money. John asked about the overlap of the TIP/Route 137 project and the paving currently happening and the transfer station renovation project. Charlie said he would work on defining some of these items and that they had a Roads Task Force that they was in its' infancy and would be working with Bob to better define some of these projects. They also discussed the MS4 project and Charlie informed the committee that the Feds have not issued any permits yet, but that the 60K has to be on there as it would be a requirement in the future. Moving to the Fire Department, John asked if the pumpers that were listed were leased to own and whether they would should be split at 108K each, instead of lumped together. Re Golf, John asked why there was no # or year for Club House painting. Lisa S. said the year was in the note column. The committee agreed that next year, there should be numbers and notes on projects listed that were outside of the 5 year plan for all departments. Other small changes were whether there was 1 hole hog or not, changing the heading in the BOS section, where the placeholder for beaches were put (Natural Resources) and how much needed to be put in Natural Resources for the new building. It was agreed that 20K should be put in 2014 for design and 250K in 2015 for building, but that some money needed to be shown as offset to this for the sale of the current building. Lisa S. is going to review this and vehicles with Chris. Other items for change are noting the amount in the Herring Run to reflect that is grant funded, moving the replacement of the building department vehicle to 2014 from 2013, spreading out the interior painting figure for the Library over 3 years. Don asked if Lisa could re-do the plan and get it back to them before Monday the 23rd The discussion then moved to the big picture plans for Capital. John Dickson asked what year the 2 million request for Eddy should go in. Charlie stated that it is going to be a problem politically anyway you look at it. John said we need to sell the fact that what we are spending to keep it going will be the same as what the payments to fix the problem permanently will be. John asked if there was another way to fund it other than debt exclusion. Charlie said that it has to go on the plan in 2014 or 2015, with 50K for engineering in 2013. They decided to put the 2 million in FY14. It was asked if there would be any SBA funds available, similar to the High School. That grant money was only good for a certain period of time, but maybe there would be a new program they could look into. They had assistance from the SBA when they did the roof at the Stony Brook School. Charlie suggested they focus on the Elementary Schools, Selectmen and DPW. They need to cut out at least 1.5 million and move some of the items to other years to make the spending more consistent throughout the 5 years. The Capital Plan Review Minutes January 17th, 2012 Page 3 discussion began with BOS. The wastewater money cannot be touched; they decided to move exterior painting of Town Hall to 2015. For COA, the painting has to be done, but the parking lot number could be removed and rolled into the Fire Department project. Don and John asked that numbers be put in for the Selectmen plan for 2016 & 2017. Charlie said he would move the GIS project into water receipts. For the Library, they moved the generator to 2016 and the parking lot to 2015 from 2014. For the Elementary Schools, the carpets at both schools were moved to 2014 from 2013; cafeteria floor moved to 2017; cafeteria tables to 2015 and curtains to 2016. They discussed the Playground at Eddy and whether this could be removed as there is a playground committee looking into other sources of funding. There is also the possibility if Legislature passed, to get funds from CPA. They decided to leave the playground in for now. Don asked to go back to the Library and see if the fencing/landscaping 20K can be pushed to 2014 and all agreed to do. Charlie said there was a problem with the DPW and suggested that he meet with Bob and resolve some of the issues regarding CH. 90 funds and projects that will really happen in 2013. It was notes that the DPW is asking for about 3.9 million over 3 years. Charlie acknowledged that to some degree, we have created this problem by putting projects off. Charlie will meet with Bob tomorrow and try to revise the DPW plan. The committee still needs to reduce further. Other than DPW, other modifications to be made would be moving the Mill Sites damn monies into grant funded and showing some of the money that will be recouped from the sale of the Natural Resources Building into the new building. The committee agreed to meet just prior to the Selectmen's meeting on Monday and review the revised plan and vote on it or vote to postpone their presentation. The following minutes were approved: December 8th John moved. Don second. All in favor, no changes. December 15th, John moved. Charlie second. All in favor, no changes. December 20th, John moved. Charlie second. All in favor, no changes. December 22nd, John moved, Charlie second. John asked for 1 change on page 1, all in favor as amended. Jan. 5th, 2012 John moved. Charlie second. John asked for 1 amendment on page 3, all in favor as amended. The next meeting is scheduled for January 23rd, 2012 at 5:45. Chair Don Poole will present to the BOS on January 23rd, 2012 at 7:30. Respectfully submitted, Donna J. Kalinick, Administrative Clerk Capital Plan Review Minutes January 17th, 2012 Page 4