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HomeMy Public PortalAboutCapital Planning Committee -- 2015-12-10 Minutes Capital Plan Committee Town Nall, Room December 10, 2015 Minutes The meeting was called to order at 2:03pm Present: Jim O'Leary, Lisa Souve, Lisa Vitale, Mike Embury and Bob Miller. Also attending was Denise Rego. Overview Discussion of Capital Plan Process. Mone Council on Aging: Denise Rego, Director, went over the whole five year plan. Item 1: Exterior and interior painting: they have done a lot recently, they will not need to do more until 2020 where there is a request for$15,000.There is some issues with ceiling paint flaking, but Tom Thatcher is looking into it. Item 2: CCRTA Dodge Ram Van is their back up van. It is unusable in the backyard and the DPW has told them not to drive it.There was money, $40,000 appropriated in FY16 and they are working on getting a new one now. Item 3: Medical transport van has 23,000 miles on it and is in good shape.There is a placeholder for 2021 and would be about$50,000. Item 4: Cape Cod Regional Transit 12 passenger Van is leased from CCRTA. When the lease comes up,the COA purchases it for$1.00. Mr. Embury asked about the nature of the lease. Ms. Rego said the COA does not pay anything to the CCRTA; they provide them to all the Councils on Aging. Ms. Rego said that the CCRTA tells them when they are getting a new one. Mr. Miller said the lease should have an end date. Mr. O'Leary noted that the van has a lot of miles. Ms. Rego said it travels about 100 miles a day, 5 days a week. Mr.O'Leary asked with the increase in the aging population, will the fleet be adequate for the Senior Centers needs in 5 to 7 years. Ms. Rego said you do have the option to get a second van from CCRTA, but you have to have a 40 hour a week driver which would be an increase in the operating budget. Ms. Rego said that they have a lot of volunteer drivers as well who log about 5,200 hours a year and either use the medical transport van or their own car. Mr. Embury asked if they had ever looked into an 18 passenger bus with a lift.They have more room and last longer. Ms. Rego said she is unsure if CCTRA has this type of vehicle, but it has to be a vehicle that does not require a CDL license to operate. Mr. Miller asked what the liability is if a volunteer uses their own car or the town van. Ms. Rego thinks they are covered by their own insurance and the town's insurance would cover anything over that. Mr. Embury said he thinks the Town would be responsible when they drive for the COA, but we should look into it. Mr. O'Leary said it is a wonderful service and he uses it quite a bit. Item 5: Roof Replacement was last done in 2000 and is not scheduled again until 2025.There is some damage on the ceiling of the second floor. Mr.Thatcher has checked it himself, but is having a roofer check it as well. It may be a paint issue because there are so many layers. Item 6: Feasibility study for the new COA/Community Center-there is$125,000 for 30%design in FY16, then full design of$400,000 in FY17 and $10 million for construction in EY18. Ms. Souve asked how the survey is going. Ms. Rego said there was a glitch in the mailing as it went out with a lot of holiday catalogs and too close to the return deadline. UMass Is sending out a postcard to let people know they can still g � l7 � l, �a complete it online. Ms, Rego said that 400 came back; they were hoping to get 900 responses. Ms.Vitale noted that the survey was long and the deadline was close to when it was mailed. Ms. Rego said they just had their Friends of Brewster Elders luncheon and distributed a shorter version and a lot of people took it. Mr. Miller asked for clarification on the warrant article and the language involved.The article was for$35,000 to complete a feasibility and needs assessment for a Council on Aging/Community Center, including consultant and OPM fees. Ms. Rego said her Board is confused as well; they went to the Board of Selectmen and told them they wanted to hire UMASS and were told to move forward. The UMASS consultant is$32,000. Mr. O'Leary said that the COA Board has had meetings with Recreation. The COA felt a needs assessment was important; Recreation has a better handle on what their needs are.The Board is struggling with what the next step is for them. Mr. Embury said they need to get more money for the planning piece before they can go to step two which would be design and if the Eddy School ever comes into play that would change everything. Mr. Miller said he thinks they need to get more direction from the Board of Selectmen. Even if the Recreation Commission is not interested in a Community Center,Town Meeting voted on the article being for a combined Community Center/COA, Mr. O'Leary said the COA asked to look at their building because they have an immediate need and the Board of Selectmen morphed it into looking at a Community Center, Mr. Embury asked if the Recreation Commission has voted on this issue. Ms. Rego said they went to the Recreation Commission, but they said they were happy at the Eddy School. The only thing they don't have space for is some adult type classes. Mr. Miller said in his opinion, even though Recreation may not want it, that is what Town Meeting voted for. There is a need for the policymakers to make some decisions, but that should not hold up the COA. Mr. O'Leary said the COA Board is looking to figure out what the next step is and what type of money is needed. Mr. Embury said the major push will be to analyze the programs and participation and to figure out what the programs will look like 5 years out. There is a lot of work that needs to be done. Ms. Rego noted that Barnstable is going through the same process and she recently attended one of their meetings to see how it is progressing, Mr. O'Leary noted that the current facility is a major impediment to today's programming. Mr. Embury said you have to start somewhere; there has to be a justification for where you need to move programmatically and why the building doesn't fit those needs; use data to show the limitations of the building, Mr. Embury said they had a three story building in North Kingston and when they built a new center,the membership quadrupled. New buildings entice younger seniors, Mr. Miller asked what the Committee wants to do. Ms. Rego will come back after she has consulted with the Board of Selectmen. Mr. Embury will be attending the next COA Board meeting. It is apparent they will probably need more planning money and actual construction would be at least a year and a half out. Ms. Rego said the Police Station property had been discussed as a possible site in the past. Ms. Souve asked what the report from UMASS will look like; do they give you the next steps. Ms. Rego said they do not; they give a presentation on their findings to the Board of Selectmen, Finance Committee and at a public forum which would probably happen in late spring; the deadline for the warrant is before then. Ms. Rego said their favorite center on the Cape is in Mashpee.They also could have made the Eddy School work, but that fell through. Mr. Embury noted that Representative Whalen has a bill in to get those restrictions removed regarding the school use. Information Technology: Kathy Lambert was not able attend today and will be rescheduled. Lisa Vitale made a motion to adjourn at 2:46pm, Mike Embury seconded, The Board voted unanimously in favor. The next meeting is on Thursday, December 10, 2015 at 2:00 p.m. 4spectfullySubmitted, c �� .Ate,,-u ��,r c (Q- /� ��v��� i ' A onna J, Kalinick Administrative Assistant Town Administrator's Office 21i' c� ge