HomeMy Public PortalAboutCapital Planning Committee -- 2014-12-08 Minutes Capital Plan Committee
Town Hall, Room A
December 8, 2014
Minutes
The meeting was called to order at 4:05pm
Present: Don Poole,Jim O'Leary, Lisa Souve,Charles Sumner. Also attending were Paul Anderson and Victor Staley.
Absent: Lisa Vitale
Mr.Sumner asked which Capital Plan reports we are still waiting for- IT, Board of Selectmen, Millsites and Department
of Public Works; Assessors is every other year.
Water Department- Paul Anderson,Superintendent, said he would go through the list of items under his capital plan.
1-Construction Account:This request has been decreased this year from $230,000 to$180,000. For the last few years,
they have been working on replacing meters;they've gotten a lot done and still have some money left over. Physically
scheduling the work is difficult,you need 2 to 3 people to perform the work and the Fire Department has to be notified.
The workers are crouched into a small space for about 45 minutes with a harness and because they are such small
spaces,they have to blow fresh air into them.About 3 to 4 pits can be done in a day.The new meters are radio operated
and they do not have to go into the pits to read them. The remaining pits that need to be done are spread throughout
Town and also there are many in the condos complexes. Mr. Sumner explained that they are working with Ocean Edge
on replacing the pits there. Most of the condo complexes have 5 to 6 meters in one pit. The long term goal would be to
get the meters out of the pits and into the units as it is dangerous, not just for water department, but for other workers
who may be draining a unit, etc.They cannot make Ocean Edge do this, but they have explained to them,that if a meter
fails,they will not replace place it and the units would be without water.Jim O'Leary asked if this was a town expense or
if the condo associations could be charged. Mr.Anderson explained that the Water Commissioners voted to pay for
replacements out of water revenues because the meters are so old and that is the policy throughout Town. Mr. Poole
noted that the homeowner provides the meter once and if the Town later wants to change the meter, it is the Town's
responsibility. Mr.Anderson added that the Water Commissioners do have a policy that if a meter is broken or
disconnected, the homeowner has to pay to repair or re-install it.There is a similar situation with the meters and the
pits being dangerous at Sea Pines Condos.Administration and the water department will continue to work with the
condo complexes to resolve the meter issues.
2-2006 Backhoe is not on for replacement until 2021. It gets used a lot but is in good shape. Mr.Sumner noted that this
type of equipment would be given to another department when it is replaced.
3-2005 GMC construction truck is scheduled for replacement in FY16. It currently has 94,000 miles on it. Mr.Anderson
would like to replace it with a 3500 Chevy utility body crew cab so that more workers can go to a job site together.
$55,000 Is the most accurate price with a plow on it.
4-2004 Chevy Pickup is currently being replaced.This vehicle is in bad shape and will be declared surplus.
5-2004 Van is scheduled for replacement in 2018, but it is in good shape and may last longer.
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6&7-2012 GMC pickup&2011 Chevy Silverado both have low mileage and are in good shape.They are both on a 10
year replacement schedule.
8-2013 Chevy pickup is also on the 10 year cycle, but the number for replacement was increased to 40K based on
current quotes and included a plow package.The water department may have one extra plow this year. Paul will check
with DPW if they need it. Mr. Poole asked if the plow typically goes with the truck when it is sold or is it surplus. It does
go with the truck unless another department needs it.
9-2009 Ford F-150 is scheduled for replacement in 2019.They may be able to get longer out of it; Mr.Anderson will
monitor this one.
10-1990 Autocar dump truck is scheduled for replacement in 2018. Mr.Anderson may downsize it as a CDL license is
required to drive it. He may look at a Cheetah truck which is a smaller version of this, but does not need a CDL license to
operate.
11-2006 Chevy 1500 pickup has 92,000 miles on it and is pretty beat up. It is listed in FY17 for$45,000.
12- 1987 Lindsay air compressor is in good shape but they can't get parts for it.They use it constantly and will be
replacing it in FY16 for$30,000.Another department may be able use the compressor.
13 & 14-Wells 1&2 pump replacement and 18& 19 cleaning go together.Wells 1 and 2 are the workhouses of the
system and are both low in iron. When they pull the pump out to clean it,they inspect the pipes etc.They may be able
to revamp the pumps if everything looks good, but they need to carry the number to replace until they know.The pump
replacement on the capital plan is for$40,000 per well and $40,000 per well for cleaning in FY16.
15-Well 3 pump was recently done and will not need it again until 2021.They have been treating it with Pantonite and
that has been effective. Mr.Anderson will monitor it and hope to avoid building a treatment plant for this well.
16-Well 4 pump replacement was recently done and will not need to be done until 2021 again.
17-Well 6 pump replacement.This is the new well and the pump should last until 2023.
20-Well 3 Cleaning project is important to keep the pump from getting clogged. Ms. Souve asked who does the
cleaning. Mr.Anderson said an outside company cleans it and the Water Department does the calculations.
21-Treatment plant for well 3 will be determined as necessary, but they have to carry the number because it is
substantial, 3 million. Mr. Poole asked how much warning you would have before you knew you had to build a
treatment plant. Mr.Anderson said if the iron/magnesium levels were to climb to 1,they would have to do something.
The levels were at.75, but after 2 Pantonite injections,they are back down to .25.This well pumps 1,000 gallons a
minute. If the level went up,they would take it off line and rely on the other wells. Mr. Sumner asked what year the well
was installed. It was 1972 or 1973. If they needed a treatment plant, it would be a Green sand facility.
22&23-Electrical service replacement and installation of water main to Freemans Way-The project is currently being
engineered for a new road.They have a request for$500,000 in FY16, but will have actual numbers in 2 to 3 months.
24&25-Cleaning for wells 4&6 will be in 2021 and 2019 and will cost$40,000 per well.
26&27-Tank 1&Tank 2 Standpipe rehabilitation-The standpipes are currently being inspected under item 28,
Standpipe Asset Management Plan.They are looking at an intermediate plan, but waiting to decide. It would be
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$500,000 per tank as debt in 2019. If they decide to just touch up the standpipes, it may require complete containment
which is very expensive.They can use robots now that do the whole tank;this may be a better option.
29- Meter reading equipment is reading fine right now. It stays on there as it will be replaced at some point in the
future.
30,31 &32-Water services for Great Fields, Red Top and Black Duck Roads- Mr.Anderson said there is too much debt
right now;they need to wait on these projects to keep the rates somewhat stable. Ms. Souve noted that these three
road projects have been on the plan for a long time. Mr.Anderson said they are beneficial because they increase the
hydraulic loop, but they are not a necessity. Mr.Sumner asked what the priority order would be to do these. It is Great
Field, Red Top and Black Duck. Mr. Poole asked what the process to determine was.The water department did a study
that looked at the whole system. Beyond this,there are quite a few dead end roads that haven't been done.The water
department did put an ad in the newspaper with a list.The water department recently did Edwards and a road off of
Slough. Mr.Anderson will send along the list.
33-Godwin Pump Trailer- It will not be replaced. They can rent one if needed. It is still working now.
34-2002 Utility trailer is due for replacement in FY18.They may not need to replace it.They recently converted a box
trailer for shoring to get all equipment in one truck.
35-2004 Interstate trailer is their mowing trailer. It is in good condition and they use it to maintain around pump
stations. It is on the plan for replacement for 2024.
36—2001 Vacuum excavation trailer is not being replaced. It is a gigantic vacuum that they use twice a year. Mr.Sumner
asked if the Town should keep it. Mr. Anderson said we insure and register it. He will check on what it is worth and see if
the DPW has a need for it and then decide whether to keep it or put it on Gov deals.
37&38- Hole hogs were replaced in FY15.
39- Utility Cloud Technology was purchased in FY15.
40-SCADA system is about 14 years old. It operates on Windows XP which is no longer supported.They can't purchase
the components for the system.They have a $45,000 request in FY16 for engineering for a new system then,$150,000
for replacement in FY17. Mr. Poole clarified that the system is used for supervisory control and data acquisition; it is the
brain of the system. Mr. O'Leary asked if the system goes down, is there a back up. Mr.Anderson said they have 2
computers, but if one goes down, they can't get parts for the other. Mr. O'Leary wondered how critical this is and if it
should be pushed up. Mr.Anderson explained that the design piece is really important and he does not want to rush it.
42-Rte.6A water services funding was approved at Fall town meeting, but they may have to wait until after winter.They
just received the state permit.The project should take 2 to 2 1/2 months and the contractor is JW Dubis.
Mr.Anderson noted that overall the system is in good shape in terms of the facilities and maintenance. He has an
excellent staff that gets a lot done.There is a need to do a rate study because of the amount of capital plans they have
undertaken.The Enterprise fund is doing well, but they need to look at the whole picture.
Building Department-Victor Staley has only one request which is to replace the Building Department vehicle. It is a
2006 Chevy Malibu that came from the Water Department. He would like to replace it with a 4X4 hybrid.The request is
for$25,000 in FY16. The Building Department uses this vehicle to do inspections and does go off Cape for required
training. Mr.Sumner explained that there is an internally policy to hand vehicles down, but the police department is no
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longer using Ford Explorers. They have been purchasing all wheel drive vehicles and trading in the old ones.The police
used to borrow the Ford Explorers that were at Town Hall during storms. If the Building Department had inspections
after a storm, it would be good t have a 4WD vehicle, but they could borrow one as well.Their department typically puts
between 7,500 and 8,000 miles a year on their vehicle. Mr. Poole asked who handles the town hall fleet. Mr.Sumner
said it is supervised by Tom Thatcher and the DPW and includes the Conservation, Health, Maintenance and Building
vehicles. Health just received the last police 2007 Explorer and their 2003 is being declared surplus.The Department of
Public Works does maintenance and any work unless a vehicle is under warranty then it goes to the dealer. Mr.Staley
said that Building could probably last another year with the vehicle they have, but it does make noise and is almost 10
years old.
Any other business-The next meeting is December 10th at 4pm: Fire Department and the Brewster Ladies Library.
Mr.Sumner moved to adjourn at 5:07pm, Lisa Souve second.The Committee voted unanimously in favor.
Submitted by,
Donna J. Kalinick
Administrative Assistant
Town Administrators Office
Approved 12.17.14
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