HomeMy Public PortalAboutCapital Planning Committee -- 2016-01-12 Minutes Capital Plan Committee
Town Hall, Room B
January 12, 2016
Minutes
The meeting was called to order at 2:08pm
Present: Bob Miller, Lisa Souve, Lisa Vitale, Mike Embury. Also attending were Paul Anderson,Tom Thatcher and Jillian
Douglass.
Absent:Jim O'Leary
Overview Discussion of Capital Plan Process: Chairman Miller wanted to share some thoughts with the Committee. He
wondered who notifies the department heads that we don't have 2020 and 2021 requests for them.When the plan is
presented to the Board of Selectmen on the 8th of February, who will be there with Mr. Miller; he will need help
answering questions.Also, he wondered if the Finance Committee should be invited. Chairman Miller received a request
from Mr.O'Leary to have a report made to the Finance Committee, but it would be easier for them to just come to the
Public Hearing as the Committee reports directly to the Board of Selectmen, according to their charge. Chairman Miller
also inquired how the placement of the requests in the fiscal years is determined at the end of the process. Mr. Embury
said the Board will ultimately decide on what they want and when. Mr. Embury remarked that there are a lot of needs
that have put off;there is not a lot of fluff in the plan and there are a lot of reoccurring requests, but in the end, it will be
what the traffic can bear.There is a big difference between what is requested and what is funded based on free cash;
the Committee needs to look at what absolute requests are needed. Mr. Embury said he will follow up on requests the
Committee made for additional information from the departments. Mr. Souve explained that those who can pay are not
the worries; it's the free cash and when a department is going to use the actual money, in spring or fall and the
Committee can move items.
Water Department: Mr.Anderson went through his current requests;these are all funded through water revenues.
1- Replace existing pickup truck.The Chevy truck they have has 121,000 miles on it, but they are all local miles. He
has a quote for$47,000 from Liberty Chevrolet plus there would be a small amount needed to transfer the
radio. Mr.Anderson explained that almost their whole fleet is Chevrolets and their trucks are also used for snow
plowing.
2- Construction Account,$180,000,these funds are mostly used to replace old water meters that are in dangerous
pits with radio read meters. It is also used for hydrants and new services.
3- Wells 1&2 Redevelopment and possible pump replacement,$160,000. Mr.Anderson explained that the pumps
will be inspected and either serviced or replaced, depending on the condition. Mr. Embury asked how old these
pumps are. Mr.Anderson said these two wells have the best water, but are heavily used. He anticipates the
pumps needing to be replaced. When they redevelop,they get the iron and debris out, hit the well with acid and
surge it out.These wells are from 1971, but have been serviced.
4- Engineering Design for Tanks 1 &2,$65,000. Mr.Anderson said they were painted about 10 years ago, but are
starting to flake and show rust.The tanks will be power washed then inspected, ground and touched up. Mr.
Miller asked where these are located.They are on Yankee Drive. Ms. Souve asked if this request was new to the
plan. Mr.Anderson said it is, based on the Asset Management Plan they did last year.The request is for$65,000
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now for engineering and then $120,000 in the fall for the work to be done. Mr. Miller asked if they go inside the
tank and if there will be any surface draining. Mr.Anderson said a diver goes in almost every year to inspect, but
they will actually grind and paint for this as well. He is not sure if there will be draining yet or not. He has a pump
to move water from one tank to another, but he also has a broken gate valve that needs to be repaired.
5- Scada Upgrade-This is the program that runs the wells. It is old and is beginning to fail a little.The request of
$60,000 is for engineering and it would go out to bid in the fall. Ms. Douglass asked if there is anything that they
need to be aware of. Mr.Anderson said the system locks up and they have to shut down and reboot it a lot.
There are two computers, more often than not, one is not functioning and the replacement parts are
proprietary; he wants something more standard.They do have remote viewing so you can check it and then
send someone out if there is an issue.
For the rest of the plan: Ms.Souve asked about the$500,000 in debt for well 1 and well 2 for standpipe rehabilitation.
Mr.Anderson said it is a placeholder; they may be able to push it out further than 2019, but at some point,a full rehab
will have to be done. Mr. Embury suggested the two wells be combined in case one costs more than the other, there is
some leeway.
Meter reading system-take info from billing system onto laptop, connect 5K to have them talk to each other; unless
construction funds can be used because it is directly related to meters#29
Maintenance/Drummer Boy:
Mr.Thatcher said he has two requests in FY17.The first is to complete the carpeting in town hall.They received $15,000
in FY16.$42,000 to complete every rug in town hall except Room B and the hallway outside Rooms A& B. Mr. Miller
asked what is under the rugs, tile. Mr.Thatcher said it is all 12X12 tiles. He was told by Kent's Carpetland that it is the
8X8 tiles that are a problem for asbestos, not the 12X12.
The second request is to replace 15 windows in the Town Clerks,Treasurer and Conservation office and one in the
kitchen. He has an estimate of$30,000.There was already$8,400 appropriated for architecture. Mr. Miller asked what
years these windows were from. Most of them are from 94 to 98 that have vinyl and the glass is too heavy and they are
a hazard.There is no rot or visible leaks, but we will see when they are opened up.There is$4,900 for contingency; Mr.
Miller suggested there be more.
Mr. Embury said Mr.Thatcher gets$6,700 for general maintenance that he can dip into if needed. Mr.Thatcher said
there are a number of leaks in this building that he may need the whole $6,700 for to do some patchwork. Mr. Embury
said there is probably a need to increase the$6,700 appropriation. Mr. Miller asked if the windows need to be hurricane
wind resistant or a certain code type. No,Town Hall is not a shelter. Mr.Thatcher will go over the specs with Mr. Miller.
Ms. Douglass said they had received design funds for a generator in Fy16, but they have not been spent yet. Mr. Embury
said they need to add money for a generator to the capital plan, but only about 25%of building needs to operate from
it.
Drummer Boy- Mr.Thatcher said he does not have any plans. He replaced the ceiling with the$5,000 he received in
FY16. He and Shawn are going to do the floor this spring with DPW's help. Ms.Souve said there is a request for$20,000
in FY17,do we need it. Ms. Douglass said she thought that was in there for future projects after the building was
stabilized. If they made improvements,they could rent it.There are no bathrooms, but there is running water.
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Selectmen: Item#1,Thrift Shop, Mr. Embury met with the FOBE.They are going to have to move in 2016 when the Fire
Station project begins, but there is no solid plan yet for where they will go.
Item#3, Exterior painting,trim,$30,000 for portions of Town Hall at a time where it is peeling.
Item#5,Wastewater Planning;they are working on numbers with the planning department and their consultant;there
is a placeholder$75,000 in FY17 & FY18. 5a, Mill Pond remediation is an estimate right now,$210,300.
Item#10,Tri-Town. Mr. Embury said we need to keep putting money into that fund.There will be a need for funding for
maintenance until it closes,demolition about$2 million and a severance package to keep the employees there until the
plant closes and for 3 to 4 months after. Mr. Embury is going to a Board of Managers meeting next week. Ms. Souve said
there is some money in the fund now, but it is going to be big dollars in FY17.
Item#12 All Citizens Access, $20,000 would be used to construct a shed at Paines Creek for a mobichair to be stored and
to put in an access mat.
Item#13,Town Buildings& Facilities$15,000 for Maintenance and upkeep.
Item#14,Comprehensive Plan, Mr. Embury said that there are plans all over the place and we need to figure out how
they get tied in together. Ms. Douglass noted that the Planning Board is aware and it is a priority. Mr. Embury feels that
we are making it more complicated than it needs to be as various Boards etc. have plans, a lot of the grunt work is done.
His preference would be to look at what we have versus starting from scratch. He feels that the Town has basic plans for
a lot of the elements and a consultant could put it together and move the Planning Board along. Ms.Souve asked where
the pieces are held. Mr. Embury said a lot of the Commissions and Boards are disjointed and not synthesized in their
plans.
Mike Embury moved the minutes of December 17, 2015, Lisa Souve second.The Committee voted unanimously in favor.
Lisa Vitale made a motion to adjourn at 3:02pm, Mike Embury second. The voted unanimously in favor.
The next meeting is on January 14, 2016 at 2:00pm.
Respectfully Submitted,
Donna J. Kalinick
Administrative Assistant
Town Administrator's Office
Approved 1/19/16
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