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HomeMy Public PortalAboutCapital Planning Committee -- 2016-01-14 Minutes (2) Capital Plan Committee Town Hall, Roam B January 14, 2016 Minutes The meeting was called to order at 2:00pm Present: Bob Miller, Lisa Souve, Lisa Vitale and Mike Embury. Also attending were Tom Conrad and John O'Reilly Absent: Jim O'Leary Overview Discussion of Capital Plan Process: Brewster Elementary Schools: Mr. Conrad said Barry Schofield is in charge of the Elementary School buildings and does an excellent job. Mr. Conrad handed out the 5 year Technology Plan for the Elementary Schools and the approved Capital Plan. In FY17,they have replacement of flooring at Stony Brook$20,000 plus $10,000 in Hazardous Waste Abatement.There is a request of$25,000 for both schools for HVAC/Plumbing/Electrical; this could be split between spring and fall town meetings. Painting interior/exterior for both schools, $30,000 and grounds maintenance$25,000 for both schools as well. Mr. Embury noted that some of these items are reoccurring expenses that should that go in operational. He believes it is a direction that the Town needs to look at; the 2.5%cap on budgets is a problem. Mr. Conrad said on the regional level, they have taken all technology, except the smartboards because they mount to the wall out of capital. iPads are like books. Mr. Conrad made it clear that they don't want to purchase any technology that they are not going to use and use well.Technology integration to work with teachers who don't know how to use it is next on their agenda. They do lease a lot of the iPads in the Region; they may look at the same for Elementary. Mr. Miller asked about the combined HVAC repairs and if most of the money was spent at Stony Brook now. Mr. Schofield said there is minimal for HVAC at Eddy, but there is some plumbing and electrical. The plumbing at Eddy has more issues than it should for a building its' age. Some other items on the future plan are$100,000 in FY18 for the parking lot at Eddy; there are drainage problems and the lot is in tough shape. If they cannot afford to do it all at once, they would consider phases. Mr. Miller asked if the lighting needed to be done in the lot as well; it does not. The replacement of the Stony Brook heating system is a huge number$600,000.There is a possibility of gas depending on Keyspan. Mr. Miller said he did receive a letter from the Energy Committee regarding the Stony Brook heating system and he responded to them that the request should come from the Brewster School Committee and administration. He does recommend talking to them as they are great for suggestions. Mr. Conrad will talk to Chair Telman about it. Mr. Miller asked how Eddy is doing with the new roof. Mr.Schofield said everything is good right now, no leaks. Ms. Souve asked about the$40,000 for sidewall shingle replacement at the Eddy School and where it is. Mr.Schofield explained that it is on the south side of the gym; it is starting to curl and cup and drop out. They could piecemeal patch it, but that area gets a lot of sun and most of the rest of the building was done when the roof was replaced. BREYSTER TOWN CLERK '16 FEB 1 i,-02m i 1 f Lisa Souve asked about the abatement requests and whether it should be carried out in the plan where any flooring or maybe the ventilators are being replaced, like when they do the big gym floor. Mr. Schofield said it depends on if what they already have has been used up; they are trying to be flexible with those funds on projects. Nauset Regional Middle & High Schools:Tom Conrad handed out the 2017 plan.They have made some changes for safety issues and prioritized needs with flooding at the Middle School and issues with the labs at the High School.The Sub-Committee went in with a new approach this year to find ways to fund these projects with existing capital money and building use money versus asking for an override. For FY17, there are requests at the Middle School to replace furniture $33,000, general repairs including painting$25,000, drainage$128,044.The cost of the drainage is more, but some money will come from the Middle School building use fund. Mr. Miller asked if they get any capital money from the Cardinals. Mr. Conrad said they are not involved in capital, but are involved in the concessions and will be discussing the parking issues on their fields. Mr. Miller also asked if they ever hire teachers to do the painting. Mr. Conrad said at one time they did that but due to the quality and labor union issues, they no longer employ that practice.They are looking at an analysis going forward, whether they can do some work within or hire a district painter. For the High School, the requests include more smartboards and technology infrastructure, $38,800.The have a rotational schedule for the smartboards. General Repairs including painting for$25,000.One of the larger projects is a lab renovation, $210,000. The lab is 40 years old. They renovated one lab last year and learned a lot from that experience. Mr. Miller asked if it would be done this summer; it would. Mr. Conrad explained that these are chemistry labs with sinks and gas which require upgrades to the original gas and plumbing lines which are original to the complex. Mr. O'Reilly said they originally thought there would be enough money to do 2 labs, but when they pulled the first one apart, it costs a lot more to renovate. The last item is a security project, $34,500 which will complete a project they started with Chief Koch's help a few years ago to increase radio reception campus wide for emergency services. ' Mr. Miller asked if the lifespan of a smartboard was 7 years due to the software. Mr. Conrad replied that they have to the whole unit because the resolution breaks down eventually. The biggest item that the Region has on their 5 year Capital Plan is the major renovation or the High School. They put in a SOI to MSBA, but they just found out that they were not selected for this year. if they had been selected,they would have done a feasibility study in FY17, $550,000 and they had a projected $55 million dollar request for the work in FY20. The High School is 40 something years old; it is a tired facility and it is rare for schools to go beyond 35 years.When the windows and roof were done, it was determined they could get more 20 more years out of the building. Mr. Conrad intends to be more rigorous with their application for next year. Mr. Miller suggested they talk to Cape Tech who was taken on the 5'h try. Ms. Souve noted that the green program -roof and windows is going out to bond now, then we will have another large lump project if this moves forward. For now,the feasibility amount will move to FY18 and the construction will move to FY21. Mr. O'Reilly explained that they came to the estimate of the construction by analyzing 10 to 15 years of rebuilds in the state, based on square feet and similar projects. Mr. Conrad explained that the campus of the high school is unique, like a mini college, but they need to bring everything up to standards and would like a library that is more of a lab/media center and a new auditorium/performing arts center. Mr. Miller asked if they had any thoughts about connecting the buildings. Both Mr. Conrad and Mr. O'Reilly believe that they do not want to change the campus style; the courtyard is the corridor of the high school. They are actually out to bid now to make improvements to the courtyard with prior year's capital money, 2 1-1 Also, the Town is in the process of switching over the water now. There is a major well on campus which has been problematic. Eventually the High School will hook in to the Town's system. Lisa Vitale asked if they have to bond the whole 55 million at once;why it could not be done in sections. Mr. O'Reilly said they do not know how it will all happen yet; obviously the work will have to be done in phases with buildings being gutted, rewired and reconfigured and the art center possibly being built away from the main campus. The whole management of the cost and bonding will have to be decided between the 4 member towns. The educational challenge will be monumental, but they do have room for temporary classrooms. Other long terms requests include 4 Vans in FY19, $145,000. Mr. Conrad feels these are very important because the cost of busing has increased for the Region so much.The vans give them the ability to move special needs students and classes without having to pay for a bus.They could possible split this request over 2 years. There is nothing in the Capital for the Central Administration building in FY17. Mr. Conrad is trying to determine if they are going to stay where they are or if they can save on staffing and security by moving to one of the Elementary Schools. For the 5 year plan for the Middle School, they have a 1998 truck that is used all the time that is slated to be replaced in FY18, $35,000. There are big numbers for gym re-flooring in FY20 and a large number down the road for their HVAC system. Ms.Souve clarified for their FY17 drainage that $128,000 is coming from the Capital and $35,000 from their building use fund. Lisa Vitale moved to approve the minutes of January 5, 2016 with two minor spelling changes, Lisa Souve second. The Committee voted 4-Yes, 0-No. i, Lisa Vitale made a motion to adjourn at 3;05 pm, Lisa Souve second. The Committee voted unanimously in favor. The next meeting is on January 19, 2016 at 2;00 p.m. Respectfully Submitted, Donna J. Kalinick Administrative Assistant Town Administrator's Office 1 Approved 01.28.16 3 I' a3i <