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CAPITAL IMPROVEMENTS PROGRAM MINUTES January 15, 2008
APPROVED AS CLARIFIED: 2/19/08 jrl______
AGENDA: WORKSHOP: DISCUSSION AND ASSIGNMENTS
ATTENDING: Murray Campbell (Chairman), Janice DellaCroce, Don Milbrand, Dan Paradis
ABSENT: Tom Babcock
OTHER: -----
The meeting was called to order at 7:07 p.m. with 3 members attending (Mr. Milbrand arrived later).
MINUTES OF OCTOBER 2, 2007: The following changes were made: Page 2, 1st paragraph, 12th line, replace “revues” with “reviews”. 3rd paragraph, 8th line, add an “e” to the end of “Charrett”. 4th paragraph, 2nd line, following “feasible” insert “within a 10 year time frame.” Page 3, 4th paragraph, 1st line, replace “issued” with “issues”. 5th paragraph, 2nd line, change “economical” to “economic”. Page 4, 2nd paragraph, 2nd line, replace “$5,000” with “$7500”. D. Paradis made a motion, second by M. Campbell, to accept the minutes of Oct. 2nd as amended. The motion carried.
MINUTES OF OCTOBER 24, 2007: D. Paradis made a motion, second by J. DellaCroce, to accept the minutes of Oct. 24th as read. The motion carried.
WORKSHOP: Mr. Campbell has asked Elizabeth Corrow (Town Manager) several questions. Mr. Campbell still finds it difficult to understand why the CIP can’t suggest a different cost. Mr. Paradis felt that Ms. Corrow sees this as being up to the Budget Committee. The CIP committee is to accept applications at face value, which simplifies the process for us. Mr. Campbell then agreed that the committee sets the planning schedule and leaves the cost to others. Mr. Campbell informed the committee that the Tanker/pumper, engine 4 did not have a leaking tank, but was found to have a leaky valve that was repaired at a cost of $1,000. It is now up and running so is okay to remain listed as on spreadsheet. Engine 4 has been returned to service and should last till 2013, its normal anticipated life.
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Mr. Campbell stated that a lot is going on right now with a number of budget cuts. Ms. Corrow says that the town is way under-staffed. She is busy with the budget process right now and shall be through town meeting. Therefore, Mr. Campbell said that we shall not be able to compare the CIP numbers with the Budget Committee’s and the Selectmen’s, an idea earlier posed by Mrs. Corrow. Mr. Campbell then brought up that, according to Chapter VI, the CIP chapter from “The Planning Board in NH: A Handbook for Local Officials”, we need to plug in the school budget figures in order to be able to complete other exhibits. Mr. Campbell will get these figures. Mr. Paradis felt that we may be premature for working on the CIP and need to wait for the 2008 budget approval. Mr. Campbell agreed and added that we can work on the methods of procedure at this time. Mr. Campbell also mentioned that Chapter VI recommends adding Water and Sewer, as well. This would include such things as the water and sewer main replacements, wells and water treatment costs, any new water storage tank, and sewers to the lake, etc. Mr. Campbell suggested that the CIP committee contact Jeff Chartier for a meeting to learn more about the water and sewer departments and tour the plant. Both Ms. DellaCroce and Mr. Paradis have taken this tour in the past. Ms. DellaCroce is not available to do it again but Mr. Paradis is willing to do it again. Mr. Campbell did not think that Mr. Milbrand will be able to either due to normal business schedule and did not know about Mr. Babcock. Mr. Paradis felt that adding the school and water/sewer will bring a lot more work for the committee. A discussion followed as to funding for sewer to the Lake. Ms. DellaCroce stated that there are 3 ways to do this all: Users pay, Betterment (the new users pay), and funded. Mr. Paradis mentioned that the water tank is also being considered by the water/sewer dept. It seems that, in the past, when a project was too costly, they have looked to the town for help. Mr. Campbell stated that septic systems do not last forever and may cost $25,000 to $30,000 to replace. He will set up a visit to W & S Depts. for those of the CIP that can make it. Mr. Campbell then brought up the new Town antenna, stating that Ms. Corrow is working on a plan to fund the antenna so that it will cost nothing. If it falls through, a new antenna will cost about $250,000. Town meeting is March 12th . The CIP does not need to include the new County prison in its 2009 Capital Expense report. We have no concern with the County prison, according to Mrs. Corrow, Mr. Campbell stated. Mr. Campbell then expressed his disappointment that Mr. Babcock has only been able to make two meetings. He thinks it would be beneficial to approve an alternate position. Mr. Paradis felt that this is not a bad idea but the decision is really up to the Planning Board as this is a sub-committee of the Planning Board. Mr. Paradis suggested Mr. Campbell make such a request to the Planning Board at its next meeting. The CIP committee can suggest it to them however. Perhaps we should ask Mr. Babcock about this and if he cannot serve, we can replace his position. Mr. Campbell asked if, in the meantime, he might approach Mr. McGwin about serving, at -3- CIP Minutes 1/15/08 least as alternate, as he is always well prepared when he attends the Planning Board meetings. Mr. Paradis felt that this could be done. He added that Mr. McGwin is pretty regular in attendance. Mr. Campbell and Ms. DellaCroce agreed. Mr. Paradis mentioned that we have no bylaws for the CIP committee. Whoever we get would have to come to all the meetings so as to stay knowledgeable. Mr. Campbell will see Mr. McGwin. Mr. Campbell stated the CIP has made an excellent beginning and he does not want to have the CIP fall apart or fail as has happened with several earlier CIP attempts. We need dependable people in regular attendance.. Ms. DellaCroce stated that the first piece that we have done is the base and now it is simply a modification. Mr. Paradis agreed except for adding the school and water/sewer. As to the presentation of the CIP to the Selectmen and Budget Committee, it was felt that there has been positive feedback. Mr. Campbell asked if we need to redefine the Capital Expense threshold. He suggested $5,000 and Ms. Corrow felt that $10,000 was better. Ms. DellaCroce stated that, after seeing the price of trucks, etc. the $5,000 seems low. Mr. Campbell felt that, at the same token, $50,000 is too high. D. Paradis made a MOTION, second by J. DellaCroce, to INCREASE THE THRESHOLD FOR CAPITAL EXPENSE TO $10,000. The motion CARRIED. Mr. Campbell then brought up the CIP request form and asked if we wish to stay with Ms. Corrow’s application of last year or look at Chapter VI which has a 2-page application (on page 30). We can also elect to print our information requests on both sides of a single page, if we prefer to keep the request to a single page. Mr. Campbell asked the committee to take this under study and bring suggestions to the next meeting. He feels that we need pertinent information and gave, as an example, that he gave Mr. Skantze (Fire Chief) a copy of the Fire Study that was previously done and asked him to pencil in the purchase date and mileage of the various fire dept. vehicles and return it to him. Mr. Campbell never received any reply. Mr. Paradis did not see a priority area listed in the Chapter VI sample. Mr. Campbell then went over a priority list that he set up: Class 1: Urgent. Cannot be delayed; needed immediately for health & safety. Class 2: Necessary. Needed within 3 years to maintain basic level & quality of community services. Class 3: Desirable. Needed within 4-6 years to improve quality or level of service. Class 4: Deferrable. Can be placed on hold until after 6 years, but supports community development needs or goals. Class 5: Premature. Needs more research, planning or community development goals – probably rejected. Class 6: Inconsistent: Contrary to land use planning or community development goals – probably rejected.
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At this time, Mr. Milbrand arrived and was brought up to date as to the previous discussions. When speaking of an alternate member, Mr. Paradis mentioned that there could be non-members of the Planning Board as well but they report back to the Planning Board. Mr. Campbell will try from within the Board first. Mr. Campbell asked that the committee review how to decide things: the form from Chapter VI or Ms. Corrow’s. He also asked that they study the Town of Londonderry CIP that Mr. Campbell has e-mailed the members. He asked that they study pages 32 and 33 of Chapter VI as well. Mr. Campbell asked Mr. Paradis and Ms. DellaCroce to implement updated information as they did last year. Ms. DellaCroce stated that her computer crashed so she needs to have someone e-mail her the old information. Mr. Campbell will contact the school. He asked Mr. Milbrand to look at the back of the current Londonderry plan and set up accordingly. Mr. Milbrand asked if he should send all files to everyone so that we are all on the same page. This was agreed and Mr. Campbell stated that he will send the spreadsheets Thursday. It was then determined to cancel our Jan. 22nd meeting and meet again on Feb. 19th. Mr. Paradis asked if we should set a deadline for new updates. Mr. Campbell felt that May 1st was a good goal for the initial turn-around. Ms. DellaCroce stated that this forces us to complete a form to be available for them in March. A discussion was held as to the 18 month plan and it was felt that we wait to see if that is implemented and then address it. The next meeting will be on Feb. 19th.
With no other business, J. DellaCroce made a motion, second by D. Paradis, to adjourn at 8:15pm.
Respectfully submitted, Jan Laferriere, secretary
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