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HomeMy Public PortalAboutCapital Planning Committee -- 2012-12-17 Minutes Capital Plan Committee Town Hall } December 17, 2012 Minutes The meeting was called to order at 4:06 P.M. Present: Lisa Vitale, Lisa Souve, Don Poole, and Charles Sumner. Also attending were Bob Bersin, Department of Public Works; Chief Richard Koch, Police Chief Lisa Souve nominated Don Poole as Chairman, Lisa Vitale second. The vote was unanimous in favor. The meeting began with a discussion about the Capital Plan review process. All meetings and department are scheduled through January with the exception of the schools who asked for a later date than January 9th. They will come in the 14th or 16th and then theoretically, the presentation to the Board of Selectmen would be on January 22nd. Lisa Souve met with the Nauset Business Manager today and asked that they stick with the plan that they present and if the plan changes, she needs a backup of the vote from school committee changing the vote. Don Poole asked if the Committee felt that they needed to go over ever line item from every plan. He thinks it would better if everyone looked at plans and flag the items that are either changed or stand out and prepare questions about specific items and move the process along more quickly. Charlie Sumner said the whole capital spending for the Town is 1.5 million so some of these requests will have to be scaled back. For the DPW, just in looking at it quickly, there is a lot of requests for vehicle replacement, they will have to ask Mr. Bersin to go back and balance the years out more equitably and move some of his requests. The first department for review was the Police Department. Chief Koch went through his requests. The Police Department has three requests for Fiscal 2014. The first is taser equipment for $26,000; this was originally in Fiscal 2015. Chief Koch is asking that it be moved to FY2014 because he feels that the need is urgent as the Department had four specific instances this year where the officer could have used them. The $26,000 would get everyone on the force a taser, except for Chief Koch. Everyone has to get trained and the Department has to have a taser plan that is approved by the State. Chief Koch prefers to have each officer issued one, instead of giving them at shift changes. Right now there is only one state approved company that sells tasers, but there may be another company that comes on board which will make the price less. The Police have been dealing with dangerous situations where tasers would be very useful. The second request is $40,000 for mobile computers and an add on of a digital recorder for the basement for $15,000 that is really old and is necessary as it Capital Plan Review Minutes Page 1 December 17, 2012 • records all the calls that come into the station on 896-7011 and all the radio transmissions. The last item is their ongoing replacement cycle of cruiser replacement, $110,000 for 3 vehicles. There are no more Crown Victorias, they are purchasing Fords and will have to buy new light bars and cages because they can't take them off the other vehicles and put them on the new ones. There is no trade in at the time of purchase, they are sold later and the money returns to the general fund. Chief Koch expects the cost to be less than $110,000 but he doesn't have firm numbers right now The bottom line number for the Police Department Capital Requests is $191, 000. Don Poole said there is nothing in 2018 except the roof replacement; they need to put in cruiser replacement for $105,000 for 2018 and move the roof replacement to 2021. Chief Koch is looking into the Carport idea to keep vehicles out of sun after the Town Meeting discussion and encouragement from Mike Fitzgerald, Chair of Finance Commiee. Don Poole suggested that they put the carport in 2016 to be looked at Chief Koch said that the shed in the back would be a good location to fence off and put up the carport. The second department for review was the DPW. Don Poole asked Mr. Bersin why the requests in the different years are unbalanced in the equipment line. For instance, in 2014 there are a lot of requests for vehicle replacement. Don Poole asked about H8; it is a large one ton that they pushed off from last year. Mr. Bersin explained that they have also tried to replace H9 in the last couple of years. It is in worse shape than H8. Mr. Bersin explained that all trucks, the three 1 tons and 3 heavier trucks are all used for plowing and sanding and are front line vehicles. The Committee asked about the vehicle which is referred to as P2. Mr. Bersin said that it went to Natural Resources and the DPW purchased a new rack truck. They need to make sure this is listed properly on the Capital Plan. Mr. Bersin said they do not typically change the name/number of a vehicle when they replace it and 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. On the FY14 Capital Plan for vehicle replacement are the following items: 2006 GMC 4500 4X4, Chevy Dump Truck, 2 Gravely Tractor units, Large trailer, Foreman's 2005 Chevy Pick up, Bobcat, Yard/Mule Tractor, 2 trash trailer, grapple equipment and a Kubota mower. There is really one more trash trailer that needs to be purchased not two L11 and L12 trailers were replaced already and are L15 & L16 now; the one more that needs to be replaced is L10 and they are keeping the 2008 trailer. The two that they are getting rid of will be sold as surplus. Mr. Sumner asked about the mule if they can keep going with it for another year Mr. Bersin stated that it is 22 years old. The Committee asked what the line item for the clean air water act is Mr. Bersin explained that it is an EPA program that requires an upgrade which requires book documents and plans. The $45,000 that was appropriated in the fall was not spent and will really Capital Plan Review Minutes Page 2 December 17, 2012 be spent in FY 2014. They decided to move the master mechanic's truck to 2016 because it is not a frontline truck. Mr. Bersin did not feel that the Bobcat L4 can be can't be put off because it cannot take any attachments on it except a grapple and bucket. Mr. Sumner asked about H3 as it has a small amount of mileage on it. Mr. Bersin felt that it could be moved to another year. Mr. Bersin said that H5 is the hook truck and is used a lot. The Committee asked if the lease payments for the sweeper should continue into 2018. They also asked if the Transfer station doors could be pushed out to 2018. Mr. Bersin said they have not had any problems so that should be fine. In addition to the equipment requests, there are the regular requests for drainage road work of $150,000 and Chapter 90 projects of $30,000 for Daisy Lane. There was $33,500 for a Transfer Station Feasibility study which was pulled from the fall Town Meeting. Mr. Sumner would like to leave it on the plan for now until the PAYT has been decided upon. There is an estimate of $125,000 for an HVAC system update of the Transfer Station building which has to be done. Don Poole asked if they can move the regrading of the Great Fields pile to 2016. There is an annual request for $20,000 for town wide guard rail replacement. The last request is $1,000,000.00 in long term road repairs. Mr. Sumner asked Mr. Bersin to take the plan that Lisa Souve, Charlie Sumner, Jim Foley, and Bob Bersin are working on and put in debt payments over the course of several years as instead of $1,000,000,000 all in one year. The debt payments would have to be an override. The above modifications to the Department of Public Works requests will help make the plan more equitable over 5 years. Lisa Souve made a motion to adjourn at 5:20pm, Lisa Vitale second. The Board voted unanimously in favor. The next meeting is on December 19th at 4:00 P.M. Respectfully Submitted, Donna J. Kalinick Administrative Clerk Town Administrator's Office Capital Plan Review Minutes Page 3 December 17, 2012