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Home My Public Portal AboutCapital Planning Committee -- 2016-01-19 Minutes Capital Plan Committee Town Hall, Room B January 19, 2016 Minutes The meeting was called to order at 2:08pm Present: Bob Miller, Lisa Souve, Mike Embury,Jim O'Leary, Lisa Vitale. Also attending were Patrick Ellis, Kathy Lambert Absent: Overview Discussion of Capital Plan Process: None Information Technology: Kathy Lambert said she has an annual request for$35,000 which she uses to purchase all the hardware, software programs and upgrade some servers and other items.Also, she has a request for an iPad refresh for $10,000. Department of Public Works: Mr. Ellis explained that there was a good plan in place and he is building on that. The Capital items are essential to the day to day operations of the Public Works department. Mr. Ellis said he is focused on FY17 and hasn't really looked at it from a broader perspective, other than the site changes.The FY17 requests are as follows: Item ##1,Annual drainage/road maintenance request, $150,000 is comprehensive and essential to road work throughout town. Item 112, Front end loader, $175,000 is a very important piece of equipment that works in the yard every day. Mr. Ellis pointed out that the idea that there is no inflation on capital items that are delayed is not accurate.The cost of equipment has been increasing.The loader was$105,000 and is now$175,000. The increasing cost of equipment is alarming and forces you to revisit your operational modes. For example, they subcontracted their street sweeping this fall and all the streets got done more efficiently. Item #7,Street sweeper, $40,000 annually through FY20. Mr. Ellis is not sure if they will buy or lease purchase. Lisa Souve asked how the current sweeper is doing. Mr. Ellis said its 5 years old and we are through the lease.They will start getting into large repairs soon. Sweepers are problematic;you don't gain by keeping an old one. Item #16, Replace Superintendents 2005 truck, $40,000, Mr. Ellis said there is a good system for handing cars down. Right now, Mr. Miller has the superintendent's truck while they were putting an engine on a water truck hand me down and Mr. Ellis is using an old Crown Victoria from the Police Department. Item 434, Utility Trailer, $10,000 is used all the time for landscaping. Item #39, M54, $50,000. Ms. Souve is going to carry it through FY20. Mr. Embury noted that the cost depends on when the Federal and State government have a final program; it could be up to % million dollars over time. Item#40, Kubota mower, $17,000 is used every day and typically has high repairs after 7 years.This one is a 2007. 9REVSHR TOWN CLERK '16 FEB 1 1:02PH Item#28, Organic turf management, $15,000 is for the fields. Mr. Embury asked if this should really be on Capital when it is really an annual operational expense. Item #'s 52-55, Transfer station changes are dramatic. Mr. Ellis explained that it is a big capital number but also involves a big change in how they operate the BRC.They currently have open top 100 yard trailers which worked when they were a high tonnage residential and commercial center. They are now averaging 22 tons a week which is less than half of what one of those trailers would haul if it were compacted.They used to haul to Rochester multiple times a week.The Yarmouth center will only allow the DPW to continue to haul there if they switch to compactors. Right now,Jim Jones has worked out an arrangement where he calls ahead and schedules a trip there, but that will not work in the summer. Being able to go to Yarmouth is a significant savings to the town in labor and gas.The aluminum trailers were expensive and they have retained their value and will be sold at a high rate. Mr. Ellis said the Town of Dennis just went through this; they sold off their large trailers and switched over to compactors. Mr. Ellis said he would sell everything they have, all the trailers and related equipment.The issue is that they have to buy the new equipment in the Special and then sell the stock in the fall because they have to continue to haul in the meantime.The DPW had a knuckle boom that compacted the trash, but it in disrepair and not worth putting money into. Mr. Ellis would retrofit the trash building and put compactors in it. He would purchase the compactors through a county bid, but he would need a roll off truck to do this. Mr.O'Leary asked if they should somehow show a credit for the trailers and equipment to be sold so that everyone could see that there is enough of a credit to justify this change. Ms. Souve said she could put an asterisk with a note. Mr. Embury suggested they put#52-55 all as one line with a, b, c& d with a note about the sale of the other items. Mr. Embury also noted that this project is also being driven by the fuel station relocation to the DPW. Mr. Ellis explained that the current fuel station is at the Fire Station. The DPW has an underground diesel tank that is mandated to be removed by end of 2017.They were going to it replace with an above ground diesel tank, but they are better off with one station for the whole town.The ambulances goes by Satucket Rd. on their way to and from the hospital on a regular basis and the police are on road all the time. Mr. Ellis would like to locate the fuel depot where the current salt shed is and move the fence line back to have the swap shop back in the DPW area. They would tear down the current salt shed which is not adequate and build a new one in the back of the property. They can use Ch.90 funds to build it; he would not propose using Ch. 90 for this if they had not passed a road bond. The cost would be about$850,000 because it would be larger than their current shed so they can store more and would also include a wash bay next to it.This would help with their MS4 planning as they currently use a tight tank whose contents get taken off site.They would be able to reuse water for the site as they have a large drainage retention area. Mr. Embury said there was a need to move the fuel depot and for a better reporting system for fuel.The current system is 20 years old and is not efficient. Mr. Ellis said they are at a point where they need to modernize the DPW operations. Ms. Souve asked what is most important as when they put this plan together, the DPW has over 1 million in requests. Mr. Ellis said if he asked his crew, they would say the loader, but the sweeper is used every time they pave a road or have an event in Town. Mr. Miller asked the Committee if they should put all the submissions and recommendations in, then let Board decide. Mr. Ellis said he thinks it is the department heads responsibility to bring it forward, even though you don't get it all. He is Impressed with the way Brewster is financed and its' financial planning. Mr. Miller commended Mr. Ellis for the work he has done since he came to the position. Mr. O'Leary suggested the more Mr. Ellis can present a total picture, the better it will sell as he personally never knew before what all those components on the plan were. Mr. Ellis asked how the process will go after today. Mr. Embury said the committee looks at all submissions,decides what is possible, and then passes it to the Board who will choose what they want to fund and the financing and free cash. Mr. Miller said the Committee will meet Thursday to look at the whole picture, move things around and then present a report to the Board on the 81'. Ms. Souve said they usually accept the report and then will pick items based on the free cash number, then look at what was moved from FY16 and whether departments still need it. Lisa Souve asked that the I mileage on all the DPW vehicles be updated on the plan. Mr. Ellis noted that even though the front end loader has only 5,778 engine hours, it is a 2002 and essential to operations. Mike Embury moved the minutes of January 12, 2016, Lisa Souve second.The Committee voted unanimously in favor. Lisa Vitale made a motion to adjourn at 3:01pm, Lisa Souve second. The Board voted unanimously in favor. The next meeting is on January 21, 2016. Respectfully Submitted, Donna J. Kalinick f Administrative Assistant Town Administrator's Office Approved 01.28.16 i i