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
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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
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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
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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
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January 17th, 2012 Page 4