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Home My Public Portal AboutCapital Planning Committee -- 2016-01-05 Minutes Capital Plan Committee SRit1�SER�fl'�N GLIiR�. Town Hall, Room B January 5, 2016 q6 'JAN15 .1;05m Minutes The meeting was called to order at 2:02pm Present: Bob Miller, Lisa Souve, Lisa Vitale,Jim O'Leary , Also attending were Kathy Cockcroft,Joan Cassidy, Lisa Gerrish,Jillian Douglass and Chris Miller. Absent: Mike Embury Overview Discussion of Capital Plan Process: Mr. O'Leary noted there are still some open items like the community center and some of the later year requests, 2020-21. Lisa Souve said she also has a few changes from Police; they are reducing their amount for the painting request as Mr.Thatcher is going to work on this project and they are going to buy the radar trailer out of their operating budget this year. Brewster Ladies Library: Ms. Cockcroft explained that on the original capital plan, there was only one request for $10,000 for technology.Since then, she has a new request related to her chiller installation,The Library received money at the Special Fall Town meeting to replace the chiller, but now that they have begun plans for their building renovation, there may be a need for a larger chiller,The State is reviewing it now.The Library is asking for$8,500 in Engineering money to hire a firm to engineer and design the chiller, provide bid specs and oversee construction.The original plan was to put the chiller out to bid in January and do the install at the same time as the parking lot in April, but the lead time for a chiller is 8 to 12 weeks and now it needs to be reviewed.The Library would be willing to reduce its'technology request in half to$5,000 and ask for the other half in the fall. Lisa Souve asked how long it would take to get the unit after the specs are written; about 12 to 16 weeks.The Schematics will be sent to the State in May, because they are designing for a larger area, they may need a larger cooler. Mr. Miller said that the assumption is that the current installed system is adequate to serve the existing building and it would be good to have the Energy Committee involved, The Energy Committee did weigh in on replacing the current system.The chiller will remain in its current location. It is 19 years old. Mr. O'Leary asked if the $302,000 for the parking lot project is a firm number. Ms. Kalinick explained that they have not gone out to bid yet as they were waiting for the chiller, but now that the chiller is going to be put off, the Town will put the parking lot out to bid to be done this spring. Mr. Miller suggested that the Library check with Mr. Ellis about reviewing the tubing and conduits for the chiller while the lot is torn up. Natural Resources—Mr. Miller went through his requests. Item 3, Chevy Light Dump Truck, the vehicle is no longer working and cannot be repaired. Right now, Mr. Miller is using a DPW truck and will be getting a hand me down truck from the Water Department which is currently out to have the engine replaced. He does not know the condition of the vehicle he is getting.The request to replace the dump truck was for$62,500 in 2018. He may be able to push it off until 2020 depending on the water department truck. Item 11, Patrol boat, the two engines need to be replaced. The Department can't run the shellfish program without it. The Boat hull is from 1999, but it is in good shape and they keep it garaged.The $30,000 request would come from the waterways account. 11Page Lisa Souve asked about [tem ##1, the 2009 Ford Explorer which had a request in Fy16, but they did not get a new vehicle. Mr. Miller said they would probably put that off as they currently do not have a Conservation Administrator. The Committee then had a discussion about item ##15,the New Natural Resources Building.There was design money in FY16& FY17 then construction money in FY18 but the issue needs to be revisited because the new fire station passed and the existing station will be repurposed for Natural Resources.There is still a need to have money to repurpose the existing station.Also, part of this plan would include the sale of 1708 Main St. the existing Natural Resources Building. Mr. Miller asked what the process is for retrofitting the old building.There should be some funds in the plan. Mr. Miller said he know that the boiler needs to be replaced and there are plumbing and septic issues. Mr. O'Leary suggested they look at a number in FY18 and relabel the plan to show the station re-use and remove the 1.2 million for the new building. Mr. Miller suggested 75K in FY17 & FY18 as a placeholder. Mr. Miller asked if there should be a number for the sale of the building. Lisa Souve said the money would go to the general fund, but would affect their free cash.She can put an asterisk in with a note about the sale. Ms. Douglass said that anything you do will be a total guess until you analyze it. She thinks there needs to be a building study first and the Energy Committee is encouraging all projects to be handled through a study and analysis first. Cape Light Compact may be able to help. The Committee debated how much money would be needed for a study,which fiscal it would be in and whether to ask the Fire Station designer and OPM to look at it for a small fee since they worked on the design for re-use as a fire station. Ms. Kalinick pointed out that only requests over$100,000 go on the 5 year Capital Plan in the front of the Town Meeting Warrant in the spring. It is important that the public be aware that there is some cost associated with the reutilization of the current station. It was decided for now to put$35,000 in FY17 for study; $100,000 in FY18 and $50,000 in FY19. Ms. Douglass will put this issue on a future Energy Committee agenda and touch base with CLC. Ms.Souve said she had a few more questions about the Natural Resources Capital Plan.She wondered why on item#17, Conservation Land Management, there was $10,000 in each year, but$14,000 in FY17. Mr. Miller said they originally had $15,000 requested in each year, but it had to be cut back to $10,000.There is a little more in this year to get more projects done. For beaches/landings, item## 20, there is a request for$10,000 every year; that should be carried forward to 2021. DPW also has some money for the beaches in their plan. Item #21, Long Pond ramp, will probably be pushed off; it is in engineering now. Mr. O'Leary asked if there could be CPC money used for this project. Mr. Miller said he tried to get grants from the State, but could definitely look at CPC. Ms. Souve asked about item#2, 2011 Chevy Pickup, do they still need a vehicle in FY17. Mr. Miller said the current vehicle is in reasonable shape; it can probably wait. For the Millsites,there is$10,000 in FY16 & 17 of CPC funds for improvements to the mill, stream floor and for a fish counter.There is also a request in FY18 for$10,000 for improvements at the Millsites,this would include putting in a shed, moving the portajohns and some other changes. Most of the work at the Millsites, it is done with volunteers. Lisa Vitale moved to approve the minutes of December 8, 10 and 15, 2015, Lisa Souve second. The Committee voted unanimously in favor. Mr. Miller asked that the letter from the Energy Committee be added to the January 121h agenda. 2- 1 Pa 8f, Lisa Souve made a motion to adjourn at 2:50pm, Lisa Vitale second. The Board voted unanimously in favor. The next meeting is on January 7, 2016 at 2:00 p.m. Respectfully Submitted, Donna J. Kalinick Administrative Assistant Town Administrator's office Approved with minor clerical typos;January 14,2016. 3jPtir