HomeMy Public PortalAboutCapital Planning Committee -- 2015-12-15 Minutes Capital Plan Committee
Town Nall, Room B
December 15, 2015 '16 JAN15 itWM
Minutes
The meeting was called to order at 2;03pm
Present: Lisa Souve, Lisa Vitale, Mike Embury,Jim O'Leary and Bob Miller. Also attending were Chief Moran and Nancy
Ellis-Ice.
Overview Discussion of Capital Plan Process:
Mr. Miller asked for clarification that the Committee will juggle things according to the years and needs. Ms. Souve said
that the Fire Department is different because they pay for their own items. Chief Moran has to monitor the ambulance
receipts and shuffle things according to his needs and cash flow.
Mr. Embury explained that the current plan has lines with nothing assigned to them. He wants to change the form so
future items beyond the five years are on a separate sheet.
Fire Department-Chief Robert Moran;
The first item on the plan is the a four year old service utility vehicle which will be 10 years old and have about 100,000
miles on it.The$50,000 is a placeholder for 2018.The vehicle is not in bad shape; they may extend it to 2019 if is stili
okay in 2018.They will decide next year.
Chief Moran said he would send the Committee the revenue projections for the next few years. In 2020, if they continue
to pay for capital and operational expenses, they will have a deficit of$72,000. Part of the reason for this is because
dispatch costs are going to go up from $58,000 to$75,000 in FY17 and up to$212,000 in 2020 for a total increase of
$158,000 from what they are currently paying. Ms. Souve asked why. Mr. Moran explained that the Sherriff currently
uses a portion of his budget to fund the communications budget; he is no longer going to do that. All the towns will go
up. Mr. Embury noted that it has been running in the red all along. Mr. Miller asked if the County receives funds from
the State; they do. Chief Moran said the Sheriff is attempting to build a new building or take over more room in order to
get more customers which may lower rates a little. Mr. Embury asked if the Sherriff relayed the increases in writing.
Chief Moran said it was announced at the quarterly budget meetings as part of the budget package.
Mr, O'Leary asked how many towns participate; 9 to 10. Chief Moran said if they went back to their own local
dispatching, there would be a cost for both staffing and equipment. Chief Koch pays about$260,000 annually for local
dispatching. He feels that the service they get now is good and includes the CM ED service which provides the hospital
with information on incoming patients. Mr. O'Leary noted that is a very important service. The County did switch from a
per call to a per capita method of billing as well.
Item ##3, the Deputy Chief's car is a 2007 and has over 100,000 miles.They had this vehicle on the plan last year and took
it off because they don't currently have a deputy chief. If he gets the deputy chief position this year, he will also need
the vehicle; cost is about $47,000.
1 [' age
Item#7, Ambulance 242, the department will be looking at another lease purchase for the replacement of this
ambulance. They have chosen to enter 5 year lease/purchases because it allows them to manage their cash flow issue.
They are currently under lease review for ambulance 243, item 8,with payments from 2016-2020 of$51,000 annually.
They are hoping to have the new ambulance by this summer. It takes about 6 to 9 months to build an ambulance. Mr.
O'Leary asked if the leases are boiler plate by now.Chief Moran explained that all leases require town counsel review.
Mr. Miller asked if they are diesel or gas. Chief Moran explained that they are diesel and come with 4WD. He tries to
avoid big trucks so that everyone can drive them, including call firefighters. Ambulance 244. Item 9, annual lease
payment of$50,000 will go through FY18.
As part of the Fire Department's apparatus reduction program, item 12 proposes purchasing a new multi-functional
rescue/pumper.They will be selling 2 pieces of equipment, Engine 233 and Heavy Rescue 241. The proceeds will be put
towards the new purchase that will be a 10 year lease. Chief Moran is trying to time everything out for getting the best
value for the two items and purchase the new equipment. He is working with a company who sells fire vehicles to get
the best value, though they do take a percentage of the sale. It will be$650,000 to $675,000 for the new equipment
from a state bid and they hope to put$75,000 towards it. With the new fire station project and the reduced bay space,
they will have to time everything out. Mr. O'Leary asked when the new equipment would be delivered. Chief Moran
explained that it takes a year to build the apparatus. He would like to have the first lease payment in FY17 which would
be$70,000 annually. Ms, Souve asked if it will be for the new station. Chief Moran said it would, but they could get them
now as the building is slated to be finished in Spring 2018.
Items 13 & 14, pumper engine leases which are$108,000 annually combined will end in FY18.
Item 23, defibrillators, were refurbished last year. Chief Moran has put out their replacement to 2019. He would like to
see if new technology comes out before this purchase is made. They estimate$120,000 for 4 units. Mr. O'Leary asked if
he would you consider splitting the purchase over two years.Chief Moran said he would but they don't like to because
of training. They could possibly do 3 in one year so each of the ambulances have a new one and use the old one as a
spare.They may do a lease purchase for them. Ms. Souve asked of you can lease these. You cannot lease them from the
company that makes them,you have to do a lease purchase through a lease company.
Item #24 AED replacement, these are small units which are in most vehicles and town buildings.They should be replaced
every 5 to 7 years. Chief Moran said they have applied for EMS grants, but have not been successful.
Item #27, Radio system.The FCC has mandated that all radios be changed to digital.The Fire Department currently has
analog portable radios that were donated to them after the 1992 Olympics and are not digital compatible, Chief Moran
think it is going to be closer to 2019/2020 before the mandate is enforced.This will either be a purchase or lease
purchase, estimated at$375,000.The Department has taken part in a Regional Assistance to Fire Fighter grant to help
with this expense, but has not received the grant, This year, Chief Moran is going to apply on a local level because he
feels they may be more successful that way. The grant is very competitive and the applications are reviewed by
firefighters so locally,you need a good story. Mr. Miller asked if there are any funds left from the construction of the fire
station, would they be able to use them towards this purchase. Mr. Embury said it depends on if the article language
included equipment.Chief Moran said there is a line item for communications, but he thinks that is for permanent
installation.
Item 28,Computer Equipment, the technology needs to be updated every five to ten years.When they buy a new
ambulance, the computers get upgraded at the same time. Mr. Embury asked about the turnover rate. Chief Moran said
it typically is every 3 years and he would like to have computers in all the apparatus, including the fire prevention and his
vehicle.They could look into tablets for those vehicles as they are a little less expensive. Mr. O'Leary asked about what
types of mobile apps there are for fire departments. Chief Moran said there are CAD updates and preplan information
on buildings. Mr. Embury said it is good to know when you are responding to a building fire, what you are getting into.
Chief Moran said if private residences would supply information, they could input that too.
Item#29, Protective clothing is mandated to be every 10 years.The Department's goal is to have two sets of gear for
every fire fighter.The plan asks for$15,000 FY17 and$25,000 for FY19.
Item#30, Hose Replacement-They now have an extra full set, but there is a placeholder for$15,000 in FY20.
Item#33, Infusion pumps is a mandate from Mass. Office of EMS that all ambulances carry infusion pumps by FY17.
These pumps assist in the delivery of certain types of medication. The cost would be $15,000 in FY17. Mr. Miller asked
about state mandates and whether communities are responsible for the cost of them. Chief Moran said there is no
usually funding with the mandates.They currently carry the medications, but the state wants it delivered in a different
way.There is always waste with medications as they all have expirations. For example, the department is getting their
epi pens from the hospital now.
Chief Moran explained that the State also has a mandate to require a stretcher device which would be$25,000, but they
have put off the mandate until next year.The electric stretchers have helped with back issues. it has made it easier on
responders in winter and out of certain homes and places.The Department does have a mandate to have 2 responders,
but it does not always happen.
Mr. O'Leary noted that as we move forward with the fire station project, the Fire Department should keep track of and
publicize any grant savings as it is beneficial to residents to know about savings to taxpayers.
Health Department: Nancy Ellis Ice
Ms. Ellis-Ice said she is here for her annual request of a new vehicle.They are currently using a Ford Explorer hand me
down from the Police Department. It has 88,000 miles on it and just had a lot of work done at the DPW, but is still
making a lot of noise. They would take another hand me down if it was better than what they have.They have only had
one new vehicle which was in the 80's and since then have had hand me downs. The vehicle they have now has been in
the shop more than the prior hand me down.She does not have any quotes,just wants to keep the request on the plan.
Ms. Vitale asked if there were any vehicles to be handed down. Ms. Souve said the Police Department is done with the
program of handing down vehicles. Mr. Embury said you can get a 4WD vehicle for$25 to 35,000. The Police are now
purchasing AWD vehicles and trading in when they make new purchases. Ms. Souve said hand me downs would have to
come from Water or DPW. Ms. Souve asked if they could you share with the Building Department. Ms. Ellis-Ice said that
it would be hard because of scheduling. There is only a 24 hour notice required on septic inspections. Ms. Ice noted that
when their car is in the garage, they try to use another vehicle at town hall and it is not easy. Ms. Ice uses her own
vehicle when one is not available.
Mr. Embury made a motion to adjourn at 2:53pm, Lisa Souve second. The Board voted unanimously in favor.
The next meeting is on Thursday, December 17, 2015 at 2:00 p.m.
Respectfully Submitted, <<
�.nn. Kalinick f
Administrative Assistant r
Town Administrator's Office
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