Loading...
HomeMy Public PortalAboutCapital Planning Committee -- 2014-01-14 Minutes Capital Plan Committee Town Hall, Room B _'_' `_°`` r''h' -; Lit; January 14, 2014 ___ ,, IRA Minutes The meeting was called to order at 9:15 a.m. Present: Lisa Souve, Lisa Vitale and Charles Sumner. Also attending were Kathy Lambert, Ellen Bearse, Nancy Ellis Ice, Kathy Cockcroft and Larry Houghton. Absent: Don Poole and Jim O'Leary. Kathy Lambert started the discussion on the IT Capital Plan with the Town Hall Wiring project that has been newly added. Town Hall was originally wired by amateurs and it is not correct. Some of the wiring is in the wrong place and this affects speed and reliability. Also,we don't have a rack. There is a lot of"mystery" cable that has been abandoned. We need to go out for two bids; the first to test and terminate all existing cable and replace what doesn't work and put it in a rack. The other bid would be to remove all existing cable and replace everything with Cat 6. The connection to the communication room (behind Elizabeth Taylor's office) is where our internet is and it can only sustain 100 Megabyte. Whichever bid we decide to go with, we will need to do it quickly with a large team. It would be good to have everything in the wall, labeled and organized. $20,000.00 is an estimate for FY 2015. Kathy Lambert then discussed the Computer Upgrade& Replacement line item. She has increased the amount to $30,000 as computers are more expensive and there are more projects that are coming up that require different software programs. Ellen Bearse was next for the Recreation Capital Plan. Charlie Sumner started the discussion on the Facilities Upgrades and believes that Tom Thatcher and Shaw Harris can fix a lot of the smaller jobs that do not require a building permit. Also, he wondered if there was an opportunity for parents to volunteer to a do a project. Ellen Bearse said that the major work would require a professional. Charlie Sumner thought the Tech School Students may also be able to participate in some of these projects. Ellen was hoping that CPC could be used for these projects. The amount for the Facilities Upgrade would be$125,000.00 based on a recent quote. The concern is that fact that the Playground project used up a lot of the available CPC Recreational funding. Charlie Sumner inquired about Gages Field and the Fire Station, Natural Resource Building and the rehabbing of the COA parking lot over the next 10 years. Ellen Bearse said we need to maintain the field until there is another appropriate replacement. The repairs requested there are very minimal. For example,the bleachers need to be replaced, but they could be moved to a new location in the future. Lisa Souve asked about the Scouts getting involved in some of these projects; like they have done in the past. Ellen Bearse said it was the Eagle Scouts and it would depend on who is available. Ellen Bearse is concerned about the liability issue when renting the fields due to the conditions of the dugouts. Charlie Sumner suggested a meeting with himself, Ellen Bearse and Bob Bersin to go out to look at the dugouts before answering this question. 11 Page Charlie Sumner asked what the DPW does at the fields. Ellen Bearse explained that they cut the lines and growth and work on the infields. Once the fields are back where they should be we could earmark money for more maintenance. Lisa Vitale asked if the Golf Department helps with fertilization. Ellen Bearse said the fields have not been fertilized in quite a while. Charlie Sumner suggested that when we hire a new Golf Maintenance Superintendent,we could have the Golf Department do the fertilization annually when they are fertilizing the course. Charlie Sumner said that if free cash is needed for the project it would not happen until the fall. If the CPC funds can be used we could have it in the May Special Town meeting. Lisa Souve wanted to know about the vehicle for the Recreation Department and have it listed on the Capital Plan. Ellen Bearse said they do have a pickup truck that was recently handed down from the Water Department. She will provide the detail to Lisa Souve to add to the plan. They use the truck for hauling stuff around town to their various storage destinations. Nancy Ellis Ice was the next to discuss the Health Department's one item which is the 2003 Ford Explorer. It currently has 77,000 miles and it is at the DPW frequently getting repaired. It was handed down from the Police station when Chief Ehrhart retired. Charlie Sumner explained that the Police Department would no longer be "handing down" vehicles, but now will be trading them in. Nancy Ice would like to get a replacement vehicle because she and Sherry McCullough feel that this vehicle is unreliable. They will not drive it out of town. Nancy Ice doesn't need the replacement to be a brand new vehicle and is seeking$30,000.00 in FY 2015. Kathy Cockcroft and Larry Houghton, Library Board Treasurer,were last to discuss the Brewster Ladies Library Capital Plan requests. The discussion started with the Technology line item. They have a$10,000.00 request every year. In FY 2015 they want to have a ceiling mounted projector with a remote in the cathedral ceiling of the auditorium at a cost of $2822.00. They also need computers and software. They have 33 computers and have replaced 23 in 2012 and now they have been replacing the others as needed. This year they plan to replace 5 to 6 computers, purchase security software for the public computers, LAN maintenance and the purchase of new personal devices as a teaching tool for the public. The next,topic was the Parking Lot. Kathy Cockcroft received a telephone call from Brewster Baptist Church Pastor, Doug Scalise who has suggested that the Library and Church merge their parking lots using the Church property that is between the two existing parking lots. The Church owns land behind the library as well. The church would require that the Town do the work. The Library Staff currently parks at the Church parking lot and walks to the Library through a small foot path between the buildings. The Town would have to do some preliminary design and feasibility studies of the parking lot and the expansion. Charlie Sumner has a conflict of interest; therefore, Chief Koch is working on getting quotes on this project. Kathy Cockcroft said there is a possibility we could qualify for an Eddy Grant in October. Larry Houghton asked if the church was donating the land or was giving us an easement. Charlie Sumner answered that the church would continue to own the land but we would get a license to use the parking lot. Kathy Cockcroft said another goal is to improve the handicap access as it floods and is not welcoming. Charlie Sumner suggested that the Parking Lot Line item number 9 could be combined with the Parking/Traffic Feasibility study and we could delete line item number 6. We should zero out FY 2014 and put$5,000.00 in for Engineering for FY2015. FY 2016 should stay at$35,000.00 for now. Charlie Sumner asked about the backup generator and that is still on the plan for FY 2018. Kathy Cockcroft commented that the exterior painting came out wonderfully. The Library has established a building committee to check on work being done going forward and to be at the site while work is happening. 2iPage Kathy Cockcroft has added a new line item for FY 2015—Feasibility Design Grant. She explained that currently 1/4 of the building is unfinished and the Board has come to the conclusion that they need to use this basement space for the library. The space is currently used for the annual book sale. The goal is to use it for meetings and study rooms as well as for additional stacks. They can't fit all the books they have on the existing stacks and have been weeding out books to accommodate this lack of space. Larry Houghton explained that the unfinished space was left for future expansion and now is the time. Kathy Cockcroft explained that the State will fund a maximum of$50,000.00 and the town will have to vote to accept this grant at the May Town Meeting. The State needs everything back by May 15, 2014. The grant will be awarded in June of 2014.The state is only accepting 20 applicants and currently there are 35. The Capital Plan request is $25,000.00 for FY 2015. If we don't get this grant,there are still other building grants available. Charlie Sumner thinks that shelving line#11 could be moved out, but it has already been pushed out so it was decided to leave it in FY 2017 for now. Line Item#12, Roof Replacement. We did a minor repair in FY 2013 that the Library Board paid for. Kathy Cockcroft wondered about the security project that was approved at the Fall Town meeting. Charlie Sumner explained that Tom Thatcher was currently getting quotes for the Town Hall and we would do the work jointly with the Library. He said the project should be done by this summer. Since there were missing board members,the minute approval will be postponed to a future meeting. Lisa Souve and Jim O'Leary will be unable to make the Thursday,January 16, 2014 meeting so it will be rescheduled. Charles Sumner made a motion to adjourn at 10:40 a.m. Lisa Souve seconded. The Board voted unanimously in favor. The next',meeting is on Tuesday,January 22, 2014 at 9:00 a.m. Respectfully Submitted, Lisa Vitale Treasurer/Collector and Capital Planning Member Attachments: Brewster Ladies Library Summary Recreation Department Summary Approved 02.06.14 Wage Brewster Ladies'Library Capital Plan Request FY 15 Feasibility Design Grant$25,000 The Brewster Ladies'Library is requesting the Selectmen's support to add an article to the May 2014 Town Meeting warrant seeking the appropriation of$25,000 to support(in part)the funding of a State Library design grant. The Brewster Ladies'Library is applying for a State Library design grant to: • Evaluate the utilization of library space • Define the current and future needs of library service for the community • Develop a feasibility study and plan to serve these needs for the next 20 years This grant application is due January 16,2014.The Town of Brewster is the applicant. The State requires that a majority vote at the May 2014 Town Meeting •approve the feasibility project •authorize the application for and the acceptance and expenditure of the Massachusetts Public Library Construction Program grant funds. Project Costs—Estimated$75,000 • State will fund a maximum of$50,000 or 2/3 of costs,whichever is less • Library will be requesting$25,000 from the Town • Funds will cover Owner's Project Manager, Architect/Engineer, and Design Consultant fees Timeline • Grants awarded June 2014 • Study completed with schematic design May 2016 What's next? • Construction grants applications are projected to be available for 2016 or 2017 • Earliest potential timeline is local match construction funds required January 2018 and shovel in ground spring 2019. More likely to be in line of libraries waiting for funds.Currently there are nine libraries approved for construction funds. Considerations Massachusetts Public Library Construction Program grants are offered on a cyclical basis.The grant cycle depends on authorizing legislature,administrative approval, and availability of funds.To date, MPLCP Construction grant rounds have been held in 1989, 1995, 1996, 2000,2004, 2008, and 2010. Planning&Design grant rounds have been held in 1995, 1996, 1998, 2000, 2001, 2004,and 2006. 41Page Brewster Ladies' Library Capital Plan Request FY 15 Technology-$10,000 The library has established a Technology Fund to replace obsolete and nonfunctioning hardware, printers and software, utilizing a five year replacement cycle to maintain the library's technology in order to provide informational resources to the community.These funds also support the Wi-Fi environment and provide community members with the opportunity to test drive the newest hardware at the library before making their own purchases.As part of its technology plan this year,the library is planning to add a ceiling projector to the community auditorium. This past year, through a generous gift,the library was able to purchase and install a remote projector screen.A remote ceiling mounted projector would be a tremendous benefit to the numerous organizations that use the library's auditorium for meetings. It would also benefit library programs. The ceiling mounted equipment would be less vulnerable in an open public space,would allow more flexibility for room arrangement and eliminate electrical cords on the floor. Estimated cost is$2822.The remaining budget would be used to replace 5-6 of the library's computers($4000), purchase security software for the public computers, LAN maintenance and purchase of new personal devices as a teaching tool for the public. Brewster Ladies' Library Capital Plan Request FY 15 Parking Lot Expansion& Improvements Feasibility&Design Study Cost—Under investigation The Brewster Baptist Church has offered to the Town and the Library the opportunity to connect the Church and Library adjoining parking lots.The Church owns the land surrounding the Library's parking lot on two sides.The Church will donate the land for the project.The Church is also offering to extend their parking lot with more spaces to the rear of its lot.The benefits are many; more spaces for municipal, state and federal elections, more spaces for library programs and safer traffic conditions.The Town & Library wound fund the project.This study will determine the feasibility and cost of connecting the lots. BREWSTER RECREATION DEPARTMENT FACILITIES UPGRADES—CAPITAL REQUEST SPRING FY14 There are a wide range of facility upgrades that are needed at the town field locations. Many pose safety risks,such as exposed'',and bent fencing, rotting buildings and an unplayable field surface.The Brewster Recreation Department utilizes these field locations throughout the year, especially in the spring for baseball season, for our own programs and renting them as a revenue source. In their current state, most of our fields have become essentially unusable as their buildings and infield state are not safe nor would outside baseball/softball groups want to rent them.These general upgrades have been moved forward each year and we are now at a point where we cannot wait another year for these repairs.Continuing to wait will prove to detrimental in time and money for future repairs. We do not want to lose a season of use/renting due to the large scale of repairs that are needed. One of our main renters of the large field at Freemans Way is the Dugout Baseball and Softball Club.The owner, Ryan Kinski has said, "The condition of the field has become worse in the past year. ...This has created a safety issue for players.Also,the sprinkler heads have created huge puddles on the infield dirt.This forces us to use lots of material to get the field playable. I hope that these issues may be corrected so we can continue to use the fields in the future. It is a great location and a great setting for parents to watch the games, but the field needs some serious attention this spring in order to safely play games there." 5IPage Below you will see the description of each field's needs,followed by work quotes and pictures of their current state.The Recreation Department will also be applying for a CPC grant to help cover these costs.We will be asking for the full amount, but if that is not granted we will ask for the remainder from the town. TOWN FALL FIELD • Back stop fence behind home plate bows out badly; needs to be tucked in and secured GAGES FIELD • Dugouts rebuilt 4-5 years ago by Boy Scouts; chicken coop wire used on both have many rips and tears; needs to be repaired/replaced • t.00se trim on both dugouts • Dugouts need repainting • Bleachers are old would be nice to replace with a newer age product FREEMANS FIELD FACILITIES • Wooden water pump house needs repair; Electric panel in need of repair • Storage shed needs trim repair • Snack Shack needs drainage area dug out; Snack Shack floor needs to be painted • Handicap accessibility needs throughout FREEMANS FIELD#1 • Back stop fencing behind home plate turning up from bottom • Back stop fencing also bowing out in many areas; needs to be tucked in and secured • Dug out trim in need of repair and paint • Infield needs work FREEMANS FIELD#2 • Dug out bench rotted out; needs to be replaced • Infield needs work • Need a storage pod to store goals and other equipment FREEMANS FIELD#3(Babe Ruth Fieldl • Dug outs need to be re-shingled • Dug outs need new trim; Dugs outs need to be repainted • Infield needs work • Back stop fence behind home plate bowing out in many areas; needs to be tucked in and secured SOCCER FIELD • Field has holes throughout; in need of repair • Need a storage shed for equipment 6IPage COSTS • Fencing:$22,200(10%added for Prevailing Wages: $2,220)=$24,420 • Dugout/Building Repair:$19,600 • Irrigation Repair:$2,975 (10%added for Prevailing Wages: $300)=$3,275 • Field Repair:$50,378 (10%added for Prevailing Wages: $5,037)=$55,415 • Bleachers: $2,750-$3,800 • Storage POD: $1,500 • Storage Shed: $700 • Total:$108,710 71Page