HomeMy Public PortalAboutCapital Planning Committee -- 2014-12-17 Minutes Capital Plan Committee
Town Hall, Room A 2*sDecember 17, 2014
Minutes
The meeting was called to order at 4:05pm
Present: Don Poole, Lisa Vitale, Lisa Souve, Charlie Sumner. Also, attending were Mark O'Brien, Director of
Golf, Ann O'Connell- Chairperson Golf Commission and Chris Miller, Director of Natural Resources.
Absent:
Captains Golf Course- Mark O'Brien said his overall goal in the next 5 years is to stay within a budget of
$150,000 annually for capital purchases going forward, excluding the $40,000 in payments and interest for the
sink hole repair project.The numbers on the plan are a little higher than that goal. In the last couple of years,
they have been leasing versus purchasing because it helps with cash flow management. All of the funding for
their capital requests comes from receipts reserved. Mr. O'Brien has analyzed that fund to make sure they can
survive.They currently have $750,000; by 2020, it will be down to $50,000. They also use some of the receipts
reserved money for their operating budget as well.
1-4: Spray rigs are scheduled for replacement in 2021. They will replace three, but not replace the
fourth which is a spare.
5-9: Rough mowers both 5 & 9 were just replaced, #9 will be sold and they will end up with 4 rough
mowers. #7 Toro rotary rough mower has a 5 year lease beginning in 2017 which is 8,000 annually.
10-20 are mowers of different types. The Triplex Tee Approach mowers are all at the end of 5 year
leases which will expire in FY16 and then the Town will own them. Mr. Poole asked how long of a life
they have. They last about ten years and won't need to be replaced until 2021.
21: Ford utility tractor is running fine. Mr. O'Brien moved it out to 2018 for replacement in the amount
of$35,000. The rest of the tractors 22-24 will not need replacing until 2021-2030.
25: Case backhoe came from the Water Department and is in good shape.
26-34: Walk behind green mowers are all older units. They are not used as much as the course would
like. Ms. Souve asked what they use instead;the triplex ride-ons. Mr. O'Leary asked if the walk behind
mowers could be sold. Mr. O'Brien said they are not worth a lot and they do like to hand mow if time
allows.
35-38:Toro fairway mowers-They will be replaced in 2017 with a 5year lease which has an annual
payment of$10,000 per year per mower and they have a 10 year lifespan.
39-42: Workman utility vehicles-they will be sold as surplus as they are being replaced.
43-45: 3 Workman utility vehicles should be changed to 2016 for a five year lease at $5,800 per vehicle.
The workman vehicles are used every day and are 15 years old.
46: 2007 Driving range vehicle is being replaced and will be sold as surplus.
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47-49: Rac-o-Vacs-These are very valuable to the Course. They will be replace in 2017 and will have a
5 year lease, $8,000 per unit annually.
50: 1986 Aerifier will be surplus as they are about to purchase a new one.
51- 53: Greens Aerifiers,#51 is a spare and will not be replaced. 53 will have a new lease starting in
FY16$6,000 annually. The new units are faster and more efficient. Mr. O'Brien thinks#52 should be
scheduled for replacement as well; he will check with Pete Ervin and let Lisa know.
54-56: Fairway Aerifiers-They are selling#54 and the other two will be replaced in 2018 via 5 year
lease, $9,000 annually each,
57: Hydrojet Aerifier is not used often and will not be replaced until 2022.
It is in the summer to treat dry spots.
58: 2002 Fertilizer Spreader is in good shape and won't need to be replaced until 2021.
59:Tee &Green Dresser is scheduled to be replaced in 2018 for$15,000. Delete in the margin where it
sais replace in 2022.
60:Verticut Fairway is a large unit and will not be replaced until 2025. Mr. O'Brien noted that they
received approval at town meeting to purchase verticut units that can be attached to the triplex
mowers and they should be added to the plan.
61: Grinder works well and is not scheduled to be replaced until 2021.
62: Fertilizer spreader should be taken off. It went to the school department then the DPW.
63: 2009 Chevy dump truck came from the DPW and is running well and will not be replaced until
2021. Mr. Sumner asked that the mileage be checked on all the vehicles and the updates information
given to Ms. Souve.
64: 2004 Silverado has low mileage, not being replaced until 2022.
65: Homemade trailer has issues though it suits need for transporting within course. It cannot go on
the road. They will not replace it. The only issue they have is when they did the shared aerifying with
the other towns, but they are not doing that this year. It was not shared for cost savings,just for
efficiency.
66: Compressor-This is shared via IMA with the towns of Dennis& Harwich, but housed in Brewster. It
will not be replaced until 2026.
67: Reel Grinder not scheduled for replacement until 2021.
68: Fork Lift not scheduled for replacement until 2025.
69: Stump Grinder will last until 2030. It has a long life and is useful equipment.
70: Weather Station equipment will be done in connection with the irrigation in 2021.
71: Fuel Tanks are not scheduled for replacement until 2021, but they do need to replace pumps as the
dial on it doesn't work.
72-75:Various Pumps-they have a useful life of 20 to 25 years. When they are looking at the irrigation
system upgrade for the newer holes, they will look at the pumps at same time. Mr. O'Leary asked if this
is a big ticket item; it is. Mr. Poole asked if Mr. O'Brien could get a price and put in the plan for next
year.
76: Fertigation System is not used a lot and is scheduled for 2021, but he is not sure if they would
replace it.
77: Hazmat building is in good shape and would not be scheduled for anything until 2028.
Wage
78, 79 &80:These are all small buildings- Hazmat, Maintenance and Cold Storage that are on the plan
to keep on the radar. They will need exterior siding.
81: Clubhouse painting is scheduled for 2020 for $20,000, but that is pushing it. They have been doing
spot painting within budget.
82: Clubhouse roof& siding is not scheduled until 2024.
83: Clubhouse carpet was just replaced, but it gets a lot of traffic so it may need to be scheduled again
sooner than2022.
84: HVAC System for pavilion was done about 4 years ago; the date should be updated in the plan.
85: Clubhouse HVAC needs to be moved up from 2030. The original system is from 1999. Mr. O'Brien
will get a number for next year and it will be moved up to 2020.
86: Parking Lot Lighting was just put in a few yrs ago.
87: Pro shop Fixtures:they had a warrant article for this and it was done pretty cheaply and can
probably handled in the operating budget.
88: Course renovation project is complete and paid for, it should be taken off.
89: Cart Path Paving project is underway and is included in the $40,000 payments under#90, Sink Hole
Repair Project. It is a$200,000 bond with the rest from Receipts for the renovation project.
91&92 & 93: Irrigation system old course take off and keep 92 &93. The original course was done in
2005 done;the new course is scheduled in 2021.They would like to do all 36 holes at once to have a
more consistent system.
94:Tee Time reservation system was put in 2000;they can probably update the software through the
operating budget as it will probably be under$10,000.
95: Ball Dispenser for driving range would be replaced in 2020.
96: Electrical Service is the original from 1984. They have had problems with it. The system is
important as it feeds power to the irrigation. Mr. O'Brien is thinking of moving it out to 2021 when the
irrigation system is being replaced and doing them at the same time. His electrician has assured him
that if there was an outage, they could repair it in 24 hours. The normal useful life is 40 to 50 years. If
problems start occurring regularly, he will revisit the issue.
97: Radio System -they just replaced the handhelds.
98: Irrigation satellite should be taken off.
99: Procore Processor is currently in a 5 yr lease that goes through Fy18 and then they will own it and it
will last 15 years.
100:Tee renovations- 3 tee boxes are being done now; they will put on more for 2021.
101: Driving Range tee is on the plan for$40,000 in 2019. It was last done in 2008 and gets beat up.
102: Kitchen Equipment is part of the concessions lease. It is 15 yrs old and in case something were to
happen, it should be kept on.
103: Pump#1 Back Flow preventor is not being replaced and should be taken off.
104: Lighting Warning system-They are getting quotes now for.
105-111: Rough Mowers and Utility Vehicles were approved at November Town meeting and they have
just replaced them with a 5 year lease that goes through 2019.
112 & 113: Aerifiers that are under a new lease which goes through 2018.
114: Kubota is new and won't need to be replaced until 2030.
115: Fuel Pumps-There is a request for$10,000 to purchase better readers to monitor fuel usage.
Ms. Souve said that they are thinking about temporary borrowing instead of leasing in the future. Right now,
you can temporary borrow for 5 years, but that may go up to 10 years and it may be better than leasing.
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Mr. O'Leary noted that there is a lack of accessibility to all pavilions. Ms. O'Connell said she did receive an
email from the All Access Committee about this, but they do not have the money to make the necessary
changes.This may be a project that All Access brings forward or investigate grant possibilities.
Natural Resources & Millsites:
Mr. Miller said the Millsites received money at Fall Town Meeting to do roofing& siding, $30,000.The project
is out for quotes right now. Mr. O'Leary asked about the access project. Mr. Miller said they are waiting for a
possible grant from the Rotary to complete this project. They are also working on a grant for a fish counter.
Mr. Miller would like to keep the retaining wall project on the plan, $10,000 in Fy16. There are other repairs to
the bypass stream as well. He will figure the total costs of both and possibly go to CPC for funding.
For Natural Resources:
#1- Ford Explorer is a 2009 and they have been having trouble with it. It is scheduled for replacement in 2016
for$33,000.
#2- 2011 Chevy Pickup is scheduled for 2017 for$43,800.
#3- 2004 Dump Truck would be replaced in 2018 for$62,500.
#4-9-All trailers that are on the plan because they have plates; they may not replace them all.
#15 & 16- Natural Resources Building-They received$10,000 towards repairs
#18- Freemans Culvert Project can come off as it is complete.
#19- Ellis Landing drainage may be done with Ch90 funds for stormwater issues (see DPW).
#20- Beach/landings are often done when Mr. Miller gets grants. They are about to do Breakwater.These CZM
grant projects should probably be added onto the plan.
#21-Long Pond ramp will be done this year or next depending on where funding will come from. Mr. Sumner
said he thinks they should focus on Ellis, Linnell and Sheep Pond Landing as this year priorities and do the Long
Pond ramp next year.
Mr. Poole asked about#15, New Natural Resources building. A space needs study was done in 2011 which
recommended a new building at the fire site and selling the old building. The plan shows design in 2016 and
2017, $75,000 each, but there is no construction number. Mr. Sumner said it should be in there, 1.5 million in
FY18.
Mr. Miller had to go to another meeting so there was not time to go through all his items and projects. He can
come back if needed.
Lisa Souve moved to approve the minutes of February 6, 2014, Charlie Sumner second. The Committee voted
4-Yes, 0-No.
Mr. Poole said he would not be here on the 22"d
Mr. Sumner moved to adjourn at 5:00pm, Lisa Vitale second. The vote in favor was unanimous.
Donna J. Kalinick
Administrative Assistant
Town Administrators Office
Approved 01.12.15
Wage