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HomeMy Public PortalAboutCapital Planning Committee -- 2014-02-06 Minutes Capital Plan Committee Town Hall Room A February 6, 2014 Minutes The meeting was called to order at 4:04 P.M. Present: Lisa Souve, Lisa Vitale, Don Poole, Charles Sumner, Jim O'Leary. Lisa Souve handed out copies of the final plan. Mr. Sumner had a few remarks and changes. Under DPW #41, Clean Air Act, the $50,000 should be shown going out for at least another 3 years and it may end up costing more. #9 DPW Other Projects: Fuel Tanks- Mr. Sumner has an estimate to move the fuel tanks from the Fire Station to the Police Station for $150,000. This should be shown in 2015. It may end up being 2016. Mr. O'Leary asked why it is not being figured into the fire station project, Mr. Sumner recommends doing it independently because it needs to be done ahead of the building. He thinks that he and the Police Chief can handle the project and then, they will not have to pay additional fees from the designer and OPM. Mr. Poole asked why it is not being cited at the DPW. Mr. Sumner explained that the DPW is too far away for police and fire who constantly have to refuel at all hours. Under Board of Selectmen, #5 Waste Water Planning, they should carry another 3 years of 75K because of pond work that needs to be done. Under Stony Brook School, #12 change window replacement cost from 100K to 150K. Mr. Sumner will know better in 2 weeks, but they spent $120,000 last year for fewer windows. Mr. Sumner also said the Recreation Department field renovation request, #1 should be changed to 62K in warrant and changed to grants as they are going for CPA money for the field upgrades. Lisa Vitale asked when the last time Recreation received CPA money. It was just on the tennis court project at Stony Brook as the playground was really a school department request. Lisa Souve went over how the master sheet works. The two big debt requests right now are the Fire Station and the Eddy Roof & HVAC. Mr. O'Leary asked about a placeholder for roads. Mr. Sumner said they will have a better idea soon from the Pavement Management program which will prioritize what should be done in what order, based on how much you have to spend. They will add these figures in when they have them in next year's plan. Mr. Poole asked if the free cash number is real. Ms. Souve explained that it is, but they cannot use the total amount for capital projects. Mr. O'Leary asked if the Middle School Roof Project is shown in this plan. Ms. Souve added in $707,000 in FY15 debt, based on the 1.23.14 minutes when the school was in. They Regional Committee will be voting this evening. Mr. O'Leary asked if the current year obligations Capital Plan Review Minutes Page 1 February 6, 2014 of 3.5 million to be bonded are on the plan. Lisa Souve explained that debt authorizations from a previous fiscal year are not shown on the current plan. Mr. O'Leary asked about the boat ramp #21 under Natural Resources and if some of the $140,000 in FY15 could be grant funded, either State or CPC. Mr. Poole asked Mr. Sumner for clarification on the DPW #25 Yard/Mule tractor. Mr. Bersin stated when he was in that the transfer station would have to shut down if it stopped working. Mr. Sumner explained that this vehicle is used solely to move containers/ trailers at the transfer station. It gets modest use and does not go out on the road. If it were to die, they could use a front end loader with a hitch, but the chute is tough area to get in and out of. There is no identifiable problem with it now and they will run it into the ground so no number needs to be put in for now. The DPW did add some items- sign cutter, L5 container, hot box and organic turf management and they removed #34. Mr. Sumner said that water, golf, ambulance and cable are dedicated items; everything else comes out of free cash which is essentially property tax and available funds. Mr. Poole asked if they were ready to present the plan and make a recommendation to the Board of Selectmen. Mr. Sumner said that in terms of the Fire Station, Eddy School and Middle School roof, it would be up to the voters whether they want it or not. The rest of the requests for this year do not look too bad and it would be good not to raid a lot of free cash this year as they have been using a lot of free cash in the last few years. Mr. O'Leary pointed out that there seem to be a lot of large requests for the DPW in 2017. They decided to move #6 H5 out to 2018 so they don't have two dump trucks in the same year. Mr. Sumner said the big dump trucks are front line vehicles and do need to stay on a regular replacement rotation. It appeared that most of the years looked pretty even, but 2014 was pretty high. Mr. Sumner noted that they did a lot of security, fire design, DPW HVAC and waste water in 2014. It was discovered that $100,000 was still in their for the Eddy playground town funding. Lisa Souve took that out as it was all funded through the CPA. Mr. Sumner said the Police Department reduced its' table and chair request to $6,000 and will pay for some of it out of their budget. Lisa Souve and Mr. Sumner will review the whole plan tomorrow, check everything and email out the final plan. The presentation to the Board of Selectmen is Monday the 10tH Approval of Minutes: Lisa Vitale moved to approve the minutes of January 2, 2014, Don Poole second. The vote was 3-Yes, 1-Abstain. Lisa Vitale moved to approve the minutes of January 7, 2014, Don Poole second. The vote was 3-Yes, 1-Abstain with one change to clarify in paragraph 4 that the leaking roof was at the Council on Aging and that for the Natural Resources Department, there should be 75K in FY16 and FY17 for feasibility and design. Charlie Sumner moved to approve the minutes of January 9, 2014, Lisa Vitale second. The vote was 4-Yes, 0-No. Charlie Sumner moved to approve the minutes of January 14, 2014, Lisa Vitale second. The vote was 3-Yes, 1- Abstain. Charlie Sumner moved to approve the minutes of January 23, 2014, Lisa Vitale second with one change of a period to a comma in paragraph 2. The vote was 3-Yes, 1- Capital Plan Review Minutes Page 2 February 6, 2014 Abstain. Lisa Vitale moved to approve the minutes of January 27, 2014, Charlie Sumner second. The vote was 4-Yes, 0-No. Lisa Souve motioned to adjourn at 5:16 pm, Lisa Vitale second. The vote was unanimous in favor. The next meeting is the presentation to the Board of Selectmen on February 10, 2014. Respectfully Submitted, Donna J. Kalinick Administrative Assistant Town Administrator's Office Approved 12.10.14 Capital Plan Review Minutes Page 3 February 6, 2014