Minutes

CAPITAL IMPROVEMENTS PROGRAM MINUTES

August 28, 2007

APPROVED AS AMENDED:

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AGENDA: PRESENTATION BY ELIZABETH CORROW AND

DEPARTMENT HEADS

ATTENDING: Murray Campbell (Chairman), Tom Babcock, Janice DellaCroce,

Don Milbrand, Dan Paradis

OTHER: Elizabeth Corrow (Town Manager), Jeff Chartier (Water/Sewer),

Raymah Simpson (Town Clerk/Tax Collector), Debbie Gilbert

(Library), John Clark (Police), Norm Skantze (Fire), Mark Bucklin

(Highway)

The meeting opened at 6:30. Mr. Campbell distributed copies of history figures that he had compiled. He explained that the last 3 lines of Exhibit VI-3 need verification.

Mr. Campbell explained that had pulled these figures from the annual reports and they are in thousands. He stated that, what is confusing is that things and categories change.

Mr. Paradis stated that the figures that he gave out tonight are the actual CIP expenditures (Mr. Campbell had assigned this task to him). He asked how Insurance is a CIP item. A discussion followed and the committee felt that CIP items should be to our definition as determined previously. Mr. Paradis said that he followed Exhibit VI.3 but has no offsets yet. These can come from grants received and Betty Seeler (who is Trustee of Trust Funds).

Mr. Campbell continued by saying that, when Ms. Corrow comes in at 7:00, he will explain what CIP (Capital Improvements Program) is. He wants the committee to think of how to get information out to the voters ahead of March town meeting. Mr. Campbell continued with the format for this evening by saying that the committee can ask questions and if there is any public present, we can take their input. Then, Mr. Campbell feels that we should adjourn and absorb what has been presented.

Ms. DellaCroce mentioned that Ms. Corrow told us earlier that if we need more information, we can call a Dept. Head back in.

At 7:05pm, Mr. Campbell welcomed Ms. Corrow and her Department Heads. He stated that, after the Labor Day weekend, a survey is coming out from the Planning Board and he would like everyone to fill one out as it is very important to us.

Mr. Campbell continued by explaining what a CIP is. He added that Bruce VanDerven (Selectman) has sent letters to some of the townspeople with a copy of the CIP form attached. If anyone receives one, Mr. Campbell asked that they fill it our and send it back or send a letter with any suggestions. At this point, Mr. Campbell turned the meeting over to Ms. Corrow.

Ms. Corrow stated that this is not our new budget but is just capital expenditures for over the next 10 years. She then introduced the Department Heads. Ms. Corrow

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stated that we probably will not be able to finish this in one evening. One problem is that the town has not kept up with needs. Things were put off year after year. The goal of the CIP is to maintain the level of the tax rate. The first year will be the hardest and then we

can go on from there. Nothing in Ms. Corrow’s presentation is a want; just needs, she added. Ms. Corrow then distributed spreadsheets of her plan.

Ms. Corrow stated that the 2007 Highway truck had an offset from Capital Reserve. She added that when an item is put off, then all 10 years of the plan moves or there is a fluctuation in the tax rate. Ms. Corrow also mentioned that the Bourough Bridge was closed today by the State so that will be a must for 2008. She is to meet with DOT and the town of Hill tomorrow. Ms. Corrow stated that the 10-year plan that she presents tonight means $1.11 on the tax rate.

MS. CORROW PRESENTATION:

At this point, Ms. Corrow went over the plan:

Study Sewer to lake (& set up reserve) = 2008 start in a reserve account.

Police Cruisers = 2008 to start a cruiser each year.

Hwy 6 wheeler = 2008. Present one is a 1993. Life expectancy is 15 years (after 10

years, Mr. Bucklin removes this from the front line.

Finance-Govt Acct Standards #34-town inventory = 2008 An inventory is needed to

bring us into compliance. This also affects our bond rating.

Smith River (town match for grant) = 2008 For bank stabilization.

Bourough Bridge replacement (town match) = 2008 The cost of the bridge is 1.2 million;

our share is 110,000.00.

Fire-Breathing apparatus = 2008. We have 26 tanks and wish to replace ½ of them at

$3,000 each. The life expectancy is 10 to 15 yrs.

Ladder Lease pymt (warrant article 2008 pymt 2009) = A lease to buy.

Fire-new 4door pick up = 2009. To be used for inspections, etc. Also, plow for this.

Fire-parking lot = 2008. To extend the paving and top the existing.

Kelly park-tractor = 2008. A ride-on mower; the present one is worn.

Transfer Station improvements (amt?) = Begin 2008. A recycling committee is being

formed. At present, we pay to haul to Penacook.

Pol Bldg Bond (amt?) = Begin 2008. Looking at using this building and moving the

Town offices to the Old Town Hall. The bond is shown at 20 years; a 30 year

bond would change the amount to $70,000.

Fiscal year change bond (amt?) = This would free up cash flow by doing an 18 mo. year

this coming year. The additional 6 months could be in the tax rate, from a capital

reserve account or by a bond.

Downtown (plan/improvements) = Begin 2008. To hire a part-time person to coordinate

a preliminary plan similar to Main Street that is in process.

Library addition (reserve or town portion of bond payments) = Begin 2008. 11-12%

interest. The present library was built in 1885. Ms. Gilbert presented plans.

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CORROW PLAN continued:

W/S Reserve new water tank & purchase = 2008 through 2010. This may be part town

and part Water/Sewer. We want to keep our ISO 5 rating.

Fire-SCBA compressor = 2009. Present on is 24/25 years old.

Fire-Engine 4 replace reserve = 2009 through 2013. Present one is a 1989 and has a leak

in the water tank. Should be replaced every 24 years.

Hwy. 1 ton replacement = 2009 rotation. Present one is a 2003. Should be replaced

every 5 years (this would be at 6 years).

Town Clerk ballot counting machine = voted out in 2007. To be done in 2009. Saves

time and fewer errors.

Town Beach improvements = Begin 2009 through 2012. Caty Partners is working on

plan for Avery/Crouse beach. The Selectmen will hold a public hearing in

October. The figures shown are estimates.

Gazebo = This is a want for the Kelly Park area. Fran Parkhurst and the School may do

this before we get to it. Slated for 2009.

Communications reserve = Begin 2009. For radios, antenna site, etc.

Hwy. vacuum truck (2 yrs) = 2010 & 2011. Present one (the sweeper) is a 1988.

Hwy. Rubber tire excavator = This is a new piece of equipment to clean ditches etc.

Slated for 2012.

Hwy. Backhoe = Will be 15 years old in 2013 (when slated to be replaced).

Hwy. grader (3 yrs 200,000) = Slated for 2014 through 2016. Present one will be 30 yrs.

old by then. We may not need it if all gravel roads have been paved by then.

Hwy. Dump Truck replacement = 2014. To replace the 1998.

Hwy. one ton replacement = 2015. Replaces the 2007.

Fire replace ambulance 1 (2 yrs) = 2010 & 2011. 2000 model which is in the 2^nd line

now.

Fire hydraulic tools (2 yrs) = 2011 & 2012. The Jaws of Life. Parts will be 20 yrs old.

To replace both sets.

Fire Suburban = 2012. A 2000 model.

Fire-breathing apparatus = 2013. To replace the last half of the tanks.

Fire Bldg. reserve = Begin 2013. They have adequate space now. This would be a

Reserve Account to extend the building 24’ and for a part time call station on

Upper Birch Drive; a substation. Ms. Corrow explained that reserve accounts

are monies set aside for specific uses and must be voted on at town meeting

in order to use them.

Fire-replace ambulance reserve 3 yrs = 2014,2015, 2016.

Hwy-Front end loader (125,000 2 yrs) = 2015, 2016. Loader will be 15 years old by

then.

Fire-replace jeep w/pump = 2015. The Forestry truck which is 47 years old.

Fire-Zodiak boat = 2015. Will probably be about 25 yrs. by then. An inflatable boat.

Hwy.-one ton replacement = 2017. It will be 8 years old by then (the one we do not

have yet.

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CORROW PLAN continued:

Fire-breathing apparatus = 2017. First half of the ones we do not have yet.

Debt payments:

Wastewater chlor/dechlor payment = Currently paying yearly to 2033. We shall get a

partial reimbursement.

Fire Truck = Currently paying. Will be completed in 2008.

Ambulance (2008 last pymt).

Central Street (2017) = currently paying and to end in 2017.

USDA loan pymt = 2008 starting and is for 20 years. We have a Rural Development

Grant Loan and it is for the upgrade to Water/Sewer.

Pol. Bldg (change to bond pymt) = see previous notes.

Fiscal year change (change to bond pymt) = Begin 2009

Waste water chlor/dechlor int = Paying through 2009.

Fire Truck interest = Paying through 2008.

Ambulance interest = Paying through 2008.

W/S Tank bond = Start 2011.

Ms. Corrow stated that Sewer would go in a reserve account and we need to go after grants but needed something in that line. Mr. Paradis asked why no amount to cover inflation is in the cruiser figures. Ms. Corrow stated that there is a little inflation in there already. Mr. Milbrand asked if it would be possible to add more and Ms. Corrow answered in the affirmative, adding that it would have to come in the form of a warrant.

Mr. Paradis mentioned that there is nothing here for a revaluation, for computer equipment, Master Plan revisions, never mind a skateboard park. Ms. Corrow stated that the school has plans for the skateboard park. The computer equipment and Master Plan are in the regular budget. A reval could be under capital improvements but we have a contract with the present outfit for 4 or 5 years. We could consider this later on.

Ms. Gilbert stated that the Library is a $1.5 million project (in as a 2006 warrant). They are looking for 1/3 by grants, 1/3 from fundraising and 1/3 from the town.

Police Chief Clark thinks that everyone has worked hard on the current 10year plan. They would like a Sally Port and to have a design for 50 to 60 years down the road. Right now, they are disoriented. There is limited space in the interview area and for office space. They have had a significant increase to 9 officers. They also have 1 female officer now so they need an area for changing for her. They also need showers and to have juveniles away from adults (according to meet State standards).

Mr. Milbrand asked if we are not completely in compliance and Chief Clark stated that our present situation is dangerous. We have difficulty retaining personnel and need a larger evidence area. Ms. Corrow thought that a tour by the committee would be enlightening. In 11 months, Ms. Corrow has found that this small town has a lot of issues. Chief Clark stated that they have a count of 8,000 cars a day going through town.

He continued by pointing out that we have 3300 water customers multiplied by 2 plus.

Freudenberg has 315 employees. At present, he is looking at lights for downtown.

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At this time, Mr. Campbell thanked everyone for coming in. Ms. DellaCroce asked if we could get her chart in electronic and was told that we can. Ms. Corrow added that she has been monitoring the police and fire scanner and find them both extremely busy. Mr. Campbell stated that we may go longer than Oct. 1^st to present out recommendations to the Budget Committee as there is a lot to digest. Ms. Corrow stated that it would be nice if we can present by the end of October.

DISCUSSION OF COMMITTEE:

Mr. Milbrand felt that we need to massage this plan some and ramp it up. A discussion followed in which most agreed. Mr. Campbell felt that part of its success will be to get it out to the public. Ms. DellaCroce felt that, in the past, things have been working against the town and have been very vocal and with no vision. Mr. Paradis mentioned that there is a lot to do with the beach and that we got a used sweeper. We should look to share with other towns. Ms. DellaCroce asked if there is any list of equipment that can be shared and Mr. Babcock stated that the Board of Selectmen are exploring that. Ms. DellaCroce asked where the interest for reserve accounts is shown.

Mr. Campbell mentioned that we do have lists of projects coming in to him (he has received about 20 items). We need some specifics. Mr. Paradis felt that we should do a tentative priority list now and fine tune it later.

Mr. Campbell asked what can be done about the mica building and to the barn by the recreation path. A discussion followed with no resolutions.

NEXT MEETING: The committee set the next meeting for Sept. 5^th at 7:00 pm. Mr. Campbell asked the committee to go over all the material given out tonight and he will assemble the list of other requests that he has received.

Ms. DellaCroce will try to put Mr. Paradis figures on Excel.

MINUTES OF AUGUST 30, 2007: T. Babcock made a motion, second by D. Milbrand, to accept the minutes as read. The motion carried.

With no other business, J. DellaCroce made a motion, second by D. Milbrand, to adjourn at 9:50 pm.

Respectfully submitted,

Jan Laferriere, secretary