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HomeMy Public PortalAboutCapital Planning Committee -- 2015-12-08 Minutes BREWSTER TOWN CLERK Capital Plan Committee Town Fall, Room A '16 AN15 1:041'ri December 8, 2015 Minutes The meeting was called to order at 2:09pm by Mike Embury Present: Lisa Souve, Mike Embury, Lisa Vitale, Bob Miller and Jim O'Leary. Also attending were Ellen Bearse, Rollie Bassett and Richard Koch, Overview Discussion of Capital Plan Process: Mr. Embury said he would accept a nomination for chair. Lisa Vitale moved to appoint Bob Miller, Lisa Souve second. The vote was unanimous in favor. Ms. Souve explained that each department submits a 5 year plan for any items over$10,000. The front sheet for the plan has the total requests with areas for where the funding is coming from. Golf and ambulance pay for their own out of receipts as well as some water items.The idea is to try to keep the tax rate stable and stagger the projects to accomplish this.The Committee meets with the departments about their requests, when they need it and possible quotes for projects. Ms.Souve updates the plan constantly.The Committee makes a presentation to the Board of Selectmen by the end of January, Mr. O'Leary is a liaison from the Finance Committee, not a voting member. Ms. Souve has received most of the requests; she should have Water, Natural Resources and the Selectmen's plan by next week. Ms. Souve will bring a laptop to make changes as they go and they will have discussions about how to smooth out the requests and the effect on the property tax. Ms. Souve noted that it does not automatically go on the warrant if it is on the plan, departments still have to submit to get on the warrant, Mr. O'Leary conversely noted that if something is not on the plan, it should not get on the warrant. Recreation Department: Ms. Bearse has one request to renovate the Babe Ruth field at Freemans Way.The Recreation Department/Commission have been working on rehabbing the baseball fields.They have fixed fencing, dugouts, the garage and the two little league fields.The last project is to renovate the Babe Ruth field turf and infield surface. The fields were built in the early 90's and no major work has been done since they were built.They are the flagship fields for the town.The Recreation Commission is applying for a GPC grant, but they will not know until March if they receive a grant, full or partial. Lisa Souve asked if fees are charged for tournaments and where they go.The fees go into the recreation revolving account. Mr. Bassett explained that the recreation account fills in the years we don't need to get money from the town, for example when they did sod and pump replacement and maintenance, it was paid out of the revolving account. They don't have the capacity to pay$30,000 from the Revolving Account for large requests.The renovation of the fields will last 25 years. if they had to contribute, they could put a small amount from the Revolving fund. Mr.O'Leary asked if that was really the only request for this year. It is as they use the Revolving Account for most of their repair and maintenance issues. Ms. Souve asked about the Tennis Courts which is currently on the plan for 2019. Ms. Bearse said that at this point, they have only done maintenance on the courts and when major work is required would be flexible depending on condition of the courts. There are no issues right now and they won't do anything until they have to. Mr. Miller asked where the money for maintenance comes from. It comes from the Recreation Revolving Account. Mr. Bassett explained that the Recreation Revolving account pays for all of the Assistant Recreation Director's salary and all of their maintenance.The only money they receive from the town for maintenance is a small stipend in the amount of $10,000 in the DPW budget to take care of the fields. Police Department: Ms. Souve asked why there were no requests in 2020 or 2021. Chief Koch said he did not have time. Captain Eldredge is still in training until the end of the week and he will be handling the later capital requests. Chief Koch went over the FY17 requests. He has computer replacement in the amount of$10,000. These funds will be used to update 6 to 7 computers and get Shannon Haley a more robust computer. She is the Police Department's IT officer and runs everything from her computer. The second request is for body armor or bullet proof vests in the amount of$20,000.The bullet proof vests have a 5 year life and are staggered according to when people were hired.About every 5 years,they ask for an amount to keep them updated.They do receive some reimbursement from the federal government and they are outfitting 21 officers. The Police Department is seeking$32,000 for Mobile data terminal.These are rugged tablets that are in the police vehicles and are about$6,000 each. The unit accesses the state system and can be used to write a report or citation. They are used day to day; can text to dispatch and are very vital to operations. There is a Painting request in the amount of$20,000.This would be used for the front and rear entrances.There is plywood covered with vinyl which needs to be replaced and painted. Chief Koch does not have any quotes yet, but it would be prevailing wage. Lisa Souve asked how many columns there are. There are about 6 to 8. Mr. Miller suggested they look at replacing the plywood with asac material. Mr. Embury said they used that product in North Kingstown. The last item is cruiser replacement for 3 cars in the amount of$130,000.They have phased out all the crown victorias and are now purchasing ford interceptors. Other than one failed headlight system meltdown,they have done well.The funding would be for 2 interceptors and an explorer, including new digital radios which are$5,000 each and including the transfer of all other equipment. In FY18, they are requesting the purchase of portable radios when the state will require that all departments switch over their systems from analog to digital. Further down the line, they have a request for a carport and a holding pen. Right now,they have nowhere to store their vehicles out of the weather. Mr. O'Leary asked if there is anything that was a priority for this spring. Chief Koch felt that doing the painting and repair work of the entrances was important. He also noted that he has a request for a new radar trailer in 2018 for$10,000. It needs repairs right now of$1,000 to replace a small part. There is a unit in NY they could get for$5,950; he has counter offered $5,500 counter; if he can get it in his existing budget, he may take it out of capital, Lisa Souve asked what the difference is between new radios, radio upgrades and mobile data units. Chief Koch explained that they have radios in the cars that are permanently mounted and reach a further distance versus the hand-helds that have to be upgraded to digital in FY18.The mobile data units in the patrol cars are a different item that are used to log reports and write citations. Right now, if there is an event they can use the 400mghz portable radios that the fire department has. zji' , t; c' Mr. Miller told Chief Koch that as we proceed through the requests,the Committee looks at moving items with collaboration of the department. Lisa Souve noted the funding sheet drives the conversation. Lisa Souve made a motion to adjourn at 2;44pm, Mike Embury second. The board voted unanimously in favor. The next meeting is on Thursday, December 10, 2015 at 2:00pm. Respectfully Submitted, Donna J. Kalinick Administrative Assistant Town Administrators Office Approved January 5, 2015. 3111agF