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Home My Public Portal AboutCapital Planning Committee -- 2016-01-28 Minutes Capital Plan Committee Town Hall, Room B January 28, 2016 Minutes The meeting was called to order at 2:17pm f Present: Bob Miller, Lisa Souve, Mike Embury,Jim O'Leary, Lisa Vitale. Discussion of Capital Plan: Mr. Embury explained that he and Lisa Souve made some changes and moved items around. The FY17 requests were 5 million in total and needed to be trimmed down.The following changes were made for FY17: I DPW: Item#1, Drainage-Road Maintenance, $85,000 instead of$150,000.There is currently under 300K in the drainage j accounts from years past. Mr. Ellis is doing a lot of projects; it will be lowered for this year only. Item#2, Front end loader will be pushed to fall. We will see how winter goes. E Item #37, Street sweeper.We own it now and will try to push off replacing it for another year to FY18. s Items#16&34 Superintendent vehicle and utility trailer will both move to the fall. I i Item #39, MS4, $50,000 will remain for this spring. Items#40&49, Kubota mower&skid steer are moved to the fall. Item #49,Organic turf management, $15,000 will stay in spring. Item#5, Underground tank, $100,000 has to be out by end of year.The$100,000 is to remove the current tank and engineer and site plan for a town wide fuel depot. Items#52-55, Compactors, Cans, Container Truck& Recycle Center changes,they will be borrowing the needed amount i and will pay off when the existing equipment is sold. Lisa Vitale asked if this will be funded with temporary notes; it will. Mr. O'Leary suggested an asterisk go with this item to explain that it will be funded with the sale. Mr. Embury said the { } wording will be in the warrant article. He does not have an exact number on the resale value; Mr. Ellis is working on it. i Fire: Item#3, Deputy Chiefs'vehicle was$47;000, but has been changed to$8,000 for a lease and will only be purchased if the position is filled. Ms.Souve asked if they should carry the$8,000 across;yes, with a foot note.The only other item j that changed is#29, Protective Clothing Equipment is$15,000, not$20,000.The rest of the plan is the same and is funded with Ambulance Receipts. Police:There are two changes.The mobile data terminals, $32,000 will be moved to the fall and #17, Cruiser Replacement, they will 2 in the spring, $87,000 and 1 in the fall, $43,000. i Golf&Water: Both have their own revenue sources to pay for their plans as submitted. i Board of Selectmen: Item #5a, Mill Pond remediation, $210,300 has been shifted to a short term note. Mr. Embury explained that there were studies done and he is waiting to find out if they are ready to go or push it off a year.There may be grant funding available. Mr. O'Leary said this is the first time the item has appeared and asked for clarification. : I. I Page I E Mr. Embury explained that it is from waste water planning professional services. Mr. Embury will send out more information when he receives it from Ms. Leven. Item#10,Tri-Town has been zeroed out for this fiscal. The Town has been putting funds away and had $229,000.The three Boards will meet on the 9«' to determine how to move forward.The goal is to keep the plant open until October 314', but if one plant operator leaves, the plant has to close.The remaining staff would have to start the decommissioning process. Mr. Miller asked if there are 3 engineers; there are.The staff has been offered a buy-out package to stay until the end of January 2017, $90,000, but if someone leaves, no one gets the package.The salaries are already budgeted.They are leaving the $100,000 for FY18, pending further information. i Item#15,Town Fall Windows has been added in, $30,000. Item #3, Drummer Boy Gift Shop has been zeroed out as it seems okay for right now. Mr. O'Leary noted that the ACAC projects, Paines Creek and Golf Course access are listed twice. It was noted that the Golf Course doors will have to be done in two phases. Item#6, Community Center,they have changed it to$0 for this year.There are 2 or 3 options that are hanging.They received positive feedback from the MSBA representative for the Eddy school.The superintendent has submitted a letter to MSBA and feels that there is enough room at Stony Brook to combine the schools. Eddy would then be converted to a Community Center-Council on Aging. Mr. Miller asked if MSBA makes that decision. Mr. Embury said it does and the representative said the 20 year mortgage has been paid. Mr. Miller asked if there is any timellne for this; there is not. Ms. Souve asked what is going on with the COA needs assessment survey. Mr. O'Leary said they have received their 30% return.The Collins Center will be holding public sessions on the results. Mr. Embury noted that the survey was more what people would like versus an actual feasibility study on a community center. Mr. O'Leary said they should show the $35,000 that was allotted for the study in FY16. Ms. Souve said she would check, but she thinks it was appropriated in FY15. Department of Natural Resources: Items# 1 &2,truck replacement were both moved from FY17 to FY18. i Item#15, Repurpose fire station has been pushed out a year. Item#16,Conservation buildings maintenance, $10,000 has been moved to the fall. Item#17,Conservation Land management has been reduced from$14,000 to $10,000. Building and Health: Both requests for new vehicles have been pushed to FY18. i Recreation: Item #10, Babe Ruth field renovation, $60,000,they are still waiting on a CPC vote. Library- Item#14, Chiller engineering has been removed. Mr. Embury feels that since the Library is the middle of a re- design,they should wait.The chiller should be in concert or after they figure out what their needs are. Mr. Miller asked if they need state review; they do .The reconstruction could be 5 to 7 years out, but the review will be in the next year. Once they have an approved plan,they can move forward with the Chiller. 3 Cape Cod Tech-They did not receive any request, so the $15,000 has been removed. 21 Page . I i I i Ms.Souve said they have not amended the Elementary School requests because they have not been to the Board of Selectmen yet. Mr. Miller asked if the Region is the same as well. Ms. Souve explained that they don't vote on their items,they just get 2.5%over the prior year allocation. Ms. Souve said she has also made a sheet to show the items that will be debt authorizations.The chart shows when the items were authorized, not when they are borrowed. Mr. Embury said they may borrow in sections. Also,there are a lot of departments that didn't request for 20/21.. Mr. O'Leary asked if we are still on schedule for the new fire station. Mr. Embury said we are and Mr. Pomroy has said that similar projects have been coming under the estimates recently, 2 to 5%. Ms.Souve said that all the FY17 changes are also in the warrant. Recommendation to the Board of Selectmen: Mr. O'Leary asked if they could have both the total number for what we anticipate for spring and what we anticipate for fall. Mr. Embury said it will be in the overview report. Mr. Miller asked if they should get together next week to review the report &answer any outstanding questions. Thursday the 41"at Ilam. i Mike Embury moved the minutes of January 14&January 19, 2016, Lisa Vitale second.The Committee voted 4-0. j Lisa Souve made a motion to adjourn at 2:59pm, Mike Embury second. The Committee voted unanimously in favor. Respectfully Submitted, Donna J. Kalinick 1 Administrative Assistant f Town Administrator's Office EEE i I 1 Approved 2/3/17 i s 3-Yes, 0-No, 2-Abstain i i i i 3 I Cage I I EE E