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CAPITAL IMPROVEMENTS PROGRAM MINUTES October 29, 2008
APPROVED: _____________________
AGENDA: DEPARTMENT HEAD QUESTIONS: HIGHWAY, WATER/SEWER, FIRE, POLICE
ATTENDING: Murray Campbell (Chairman), Janice DellaCroce, Jerry McGwin, Don Milbrand
ABSENT: Dan Paradis (conflict)
OTHER: Paul Weston (Town Manager), Mark Bucklin (Highway), Jeff Chartier (Water/Sewer), Maggie Fellows & Skip Moyer (Fire), John Clark (Police)
The meeting opened at 7:00 pm.
MINUTES OF OCTOBER 21, 2008 The following amendments were made: Page 1, Police Cruiser, 2nd paragraph, 2nd line, after “figures” delete “to be”. Police Building Upgrade, 4th line, replace “they” with “Police”. Page 2, Police Technology, 4th line, replace “regular” with “operating”. Highway 1-ton, 5th line, add “project” after “Bucklin’s” and 6th line, add “form” after “request”. Page 3, Fire Engine 4/tanker, 3rd line, insert “on-board” between “leaky” and “storage”. Town Transfer Station, last line, replace “metal” with “pole barn”. Page 4, Town Borough Bridge, in title, add “Road” before “Replacement”, 3rd line, insert “Mayville” following “Nancy”, change “says a” to “says the” and replace “put there” with “removed”. Downtown Improvements, 8th line, delete “for the water tank tower”. Library Addition, 4th line, insert “plan” before “to demolish”. Page 5, Kelley Park, 7th line, replace “Bar Harbor, Me.” With “Center Harbor”. Page 6, Other, Vacuum Truck Revenue, 4th line, replace “but” with “and”. CIP total, following “75 cents” insert “per thousand”. J. McGwin made a motion, second by D. Milbrand, to approve the minutes as amended. The motion carried.
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NEW PROPOSED PLANS: Mr. Weston presented new proposed plans that have been done by Michelle Bonsteel. The meeting room would be moved to old town hall but it will have to go to discussion as heating the building there will be tough this winter. Mr. Milbrand stated that the new plans will be in phases: the Old Town Hall, the Police, and then the Office. Mr. Weston added that computers lines will be moved and there will be plumbing, some electrical and some carpentry needed. A discussion was held on the sagging floor under the office files. Ms. DellaCroce asked about the plumbing and Mr. Weston stated that the Police shower will be moved and the upstairs eating room will get a sink.
SEWER TO THE LAKE COMMITTEE: Mr. Weston explained that a Sewer to the Lake committee has been formed. They are interviewing Camp Dresser McKee (CDM) and Underwood Engineering.
HIGHWAY, MARK BUCKLIN When asked if this Department will be called Highway or Public Works, Mr. Weston answered that he prefers Public Works as Mr. Bucklin does more than just Highway. The committee asked about each of the vehicles and Mr. Bucklin reported that for 6-wheelers, he has 3, and each has an expected life of 15 years: a 1998 International, a 2001 Freightliner (the last 5 years to be on light duty), and a 2008 Freightliner that is on order. Mr. Milbrand asked if it would be okay to list these on separate lines (also with all vehicle listings in every Department) and this was agreed to. Mr. Weston stated that the Police Cruiser list is in the Insurance packet and we can get it later (Police Chief Clark had not arrived yet). Mr. Campbell explained that what the committee tried to do last year was to set a schedule for the truck replacements. They are not 5 years apart, he added. Mr. Bucklin continued with the 3 1-ton Trucks (5 year life span but Mr. Bucklin stated that he thinks that 6 years would be safe for now): a 2002 F450 Ford that he uses for back-up), a 2003 F550 Ford (which is a lemon and he would like to replace it next), and a 2007 F550 Ford. All of these are used for plowing. Continuing on, Mr. Bucklin listed a 1996 Backhoe with a life span of 15 years. It is showing its age but runs well. Mr. Bucklin believes that he can get 2 or 3 years more out of it. A 1996 Grader with a life span of 30 years. Mr. Bucklin is hoping that by the end of the 30 years, all roads will be paved and it will not have to be replaced. A 1988 Vacuum Truck that we bought second hand. Mr. Bucklin thinks it may last another 5 years and he feels that we should probably start of reserve fund for its replacement as it is very expensive. Mr. McGwin asked how often it is used and was told that it is used every Monday and Thursday a.m. in the Square, is used every day in April and May and at this time of year, every day for cleaning the catch basins. -3- CIP Minutes 10/29/08
HIGHWAY continued: Mr. Bucklin continued with a 2001 Front End Loader with a life span of 15 years. He said that this piece of equipment is in good shape. Mr. Bucklin would like a Rubber Tire Excavator for trenching, etc. Mr. Campbell explained that the committee is up against it and want to fund what we can. He asked if the repair of the sand and salt sheds can be done in-house. Mr. Bucklin stated that they were built 20 to 25 years ago and are in sad shape. He would like them to go in conjunction with moving the transfer station further away from the main shed and to use the present cement bases for these. The transfer bins would go to the far side of the property, terraced down. Mr. Campbell stated that they had some funds last year (at least $24,000) that they can work with. Mr. Bucklin said that they can do the site work but need outside people to do the cement. Mr. Milbrand asked if he might have a rough cost estimate and Mr. Bucklin thought $35,000 to $40,000. They would need an engineer as they are not licensed or permitted by the State right now. Last year they began the process to get State approval. Mr. Weston stated that Mike McNally is our engineer. Ms. DellaCroce asked why we need the State and Mr. Weston stated that the State likes to have an oversight. Mr. Bucklin then mentioned the 2005 Sidewalk Tractor, a Kubota that handles our sidewalks. He said that the High School and Middle School are contracted out by the SAU but we do the Elementary School. It has a life span of 10 years. Next time, Mr. Bucklin would like to consider a track-built one. It is more versatile and can have roadside mowers and all kinds of other attachments that would be helpful. The plow and snowblower costs $75,000 to $80,000. Mr. McGwin asked if the 1-ton truck could possibly be pushed of a year and Mr. Bucklin stated that we have already pushed it to 6 years. Mr. Weston added that, if we get another heavy snow year, there is heavy wear and tear on these vehicles. Mr. Milbrand asked about lease-purchase being considered and Mr. Bucklin has done so. Mr. Weston stated that a fleet lease-purchase is flexible. Mr. Bucklin stated that the 6-wheeler that we purchased was for $114,000+ with $58,000+ in 2 payments. Mr. Weston said that we hope that it will arrive here in November. Mr. Bucklin was thanked for coming in.
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COMMUNICATIONS: Mr. Campbell asked about communications in an emergency situation. Mr. Bucklin stated that, in the middle of the night, the drivers can only reach him or someone at the Fire Dept. if someone is up, then they call Police dispatch who then notify the necessary help. We have 2-way radios, a base at the shop, two bases at the town office, water & sewer, and the Fire department. We do have dead spots, such as River Road. There is no repeater on the tower. They are looking into the Hemp Hill tower. Ms. Fellows stated that it goes off that tower now. Mr. Chartier felt that it would block Peaked Hill. Mr. Bucklin stated that his personnel and others relay messages now. Mr. Weston added that there have been incidents where we cannot get to central. Ms. Fellows and Mr. Moyer said that they relay in that case. There is a cell tower on Hemlock Brook Road.
WATER/SEWER, JEFF CHARTIER Mr. Campbell mentioned the Planning Board’s PlanNH Charrette mostly had to do with Central Square but there is concern as to the condition of the pipes there if we are to do any of the work suggested. We don’t want to have to have to dig up again to fix pipes. Mr. Chartier explained that Central St. has a 10” ACS asbestos installed in 1970, from Central St. across by the old barbershop is 10” PVC and 10” ACS installed in 1998, From Summer St. to North Main is 8” ACS installed in 1970, from the Library and to Lake was installed in 1996. By the Fire Station and Pleasant St. is 8”. Mr. Chartier continued by saying that the first phase of sewer to the lake will be okay with what is there. Phase 2 will need larger pipes. There was a 25 year water study done which is broken down by streets. They made recommendations for the pipes needing to be enlarged. This could be looked at as a project for the engineers. Mr. Campbell stated that the Downtown area consists of the area from the Library to Central Square to the Old Town Hall, and then Central St. to Water St. He questioned how much improvement we can do there if it has to be dug up again. Mr. Chartier said that age-wise they are okay but size-wise is a concern. There is mostly ACS asbestos cement so it would be best to lay new line next to these. It would be too expensive to remove them. When the State was going to do work on Lake St., water/sewer had looked at replacing pipe from the Fire Station to the Franklin bank, an estimated 225 feet. If we have Downtown projects where these concerns are, water/sewer would take care of them at that time.
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WATER/SEWER continued: Mr. Chartier stated that, last year, the only capital item given to the CIP was for the storage tank. Mr. Campbell mentioned that on the Expenses through Sept., there are some encumbrances listed; he asked if there is a schedule to be used. Mr. Chartier explained that the sewer to the lake design was voted in 2007. The town had to raise the full amount and is to be reimbursed by an EPA grant. As of August 1st, we have received a payment of $170,619. with a balance owed of $27,780. Mr. Campbell read the figures listed on the budget sheet. He stated that, last year, CIP recommended a regular per annum reduced to $15,000. He questioned the $106,000+ listed and Mr. Chartier explained that they have a $198,400 contract with CDM. The final payment will be for $27,780. That was a 100% grant. The reimbursement goes into the general fund revenues. $30,000 was funding to continue the sewer project to the lake. We need a plan before we can get grants, Mr. Chartier added. There has been a lot involved in the design stage: borings and a fly-over in 2’ intervals to determine costs. We have that in hand now. The borings go down 15’. Mr. Milbrand asked what is needed for continuing funding and Mr. Chartier answered we need the final design and various funding. Mr. McGwin asked if we can again cut the reserve in half to $15,000. Mr. Chartier said that he would hate to now that we have a committee to work on it. Each year it usually goes up 40%. Mr. Mcgwin stated that it is necessary but has been going on for years. Mr. Weston did not think that the final plan will be presented in a warrant but the engineering cost will continue. There is also Federal and State funding as there are some 6 million dollars worth of cases for sewer that is going on now in the State (on grants). He feels that Federal will want to stimulate the economy with water/sewer projects. Also, they look at stormwater pollution to the lake. Mr. Chartier said that we should get as many government monies as we can. Mr. Chartier went on to say that there is a wastewater upgrade CDBG project of 1.1 million dollars which he is confused on ($407,000. is a figure that is involved). He has been involved somewhat but the Board of Selectmen and Elizabeth Corrow, past Town Manager, handled it. Mr. Milbrand stated that it was before his time as Selectman so he did not know either. Upgrades were done to sewer: warrant #15 in 2007 and warrant #8 in 2005. As to the storage tank, Mr. Chartier stated that he did not need it right now. They need a booster station on Hillside Ave.; they can’t supply the lake. Mr. Campbell asked about the storm center well and if a new tank is needed to get more water downtown. Mr. Chartier said that they have the present tank plus an old abandoned one that they could use. He feels that if they just get a booster station, it could starve the downtown where a new tank would relieve that problem. Mr. Milbrand asked if 2011 is okay and Mr. Chartier said that they wanted to start in 2010. They are looking at the State forest to see if the State would allow a tower there. Mr. Campbell felt that it wouldn’t hurt to ask. Mr. Chartier said that the committee is to meet on the 10th. The secretary will make copies of his Capital projects for the CIP committee. Mr. Chartier was thanked. -6- CIP Minutes 10/29/08
FIRE DEPARTMENT: MAGGIE FELLOWS & SKIP MOYER Engine #4 is a 1989/1990, the new ladder is 2009 and has a life of 30 years, the old ladder is leaving. The Department has a 2002 Chevrolet Suburban with a 10 year life and is scheduled to be replaced in 2013, a 1993 Ford 1-ton used for rescue with a 20 to 25 year life, the #2 Engine is a 2006 Schmeel used as front line and is expected to last 25 years. There is a Chevrolet Horton ambulance, the second line, with a life span of 10 years. They planned on replacing one every 5 years. The #1 ambulance is a 2000 Ford Road Rescue and to be replaced in 2010. Forestry has a 1966 Kaiser jeep to be replaced in 2015. It is housed in the Old Fire Station. They have a 1996 Zodiac boat which leaks like a sieve. The motor and trailer are good. When asked the cost, it was felt to be about $5,000 and is in the operating budget. Mr. Campbell mentioned the March 2008 warrant article 26 in which several items were grouped together. Mr. Moyer explained that Ms. Corrow suggested that they group them this way and put them in a warrant. Mr. Campbell asked if this is the way they want to continue doing it. A discussion followed. Mr. Campbell explained that former Chief Skantze agreed to 3 oxygen masks a year for $31,000 and then when it was listed in this group, it was for $51,000 with a total for all the items at $56,000+. He asked if we should stay with the packaging. Mr. McGwin asked if any can be left out this year. Mr. Weston was okay with either way. Ms. DellaCroce felt that perhaps the reasoning for grouping was that safety usually gets the people’s support where it might not show in the budget. Mr. Moyer added that money acquired by warrant has to be spent for what it was voted for where the operating budget lines can fluctuate. Mr. Milbrand said that it would be out of the Budget Committee’s hands, as well. Mr. Weston has determined to not scramble lines, he said. Mr. McGwin asked if anything can be done with the Fire Dept. figures for next year; anything they can do without? Mr. Moyer said that they are asking for a commercial washing machine for $8,000 which they could live without for one year but it increases the life of the clothing. They have a commercial dryer that is not working very well but they could hang the clothes. The washing machine that they have is not very good. They use it to clean the protective clothing so as not to take anything outside that could be contaminated. Mr. Weston mentioned the compressor which is used to fill their tanks. It is needed and they are looking for a 95% grant for it, he believes. The cost is about $40,000. The possibility of the grant is highly likely as the surrounding towns also use it. In return, the other towns help out with maintenance. Ms. Fellows stated that, right now, it is not in compliance. We used to charge $100 when it was in compliance. Ms. DellaCroce felt that $100 was not very much. Mr. Weston said that the cost to the towns is now going from $23,000 a year to $49,000 a year for ambulance coverage and asked if we should nickel and dime them. Mr. Milbrand stated that they are trying to get the
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FIRE continued: Town Manager, Selectmen, and Department Heads together with those of the other towns so as not to buy duplicate equipment. Mr. Moyer added that they borrow a lot back and forth now. Police Chief Clark had arrived and he said that the Police have reciprocal also. Mr. Moyer invited all to visit the Fire Station and to just give him a call. Mr. McGwin asked about #4 and Mr. Moyer stated that they are asking money to put in reserve. The tank was repaired 3 years ago. It is going tomorrow for pump work. Mr. McGwin asked if the 2009 could be pushed out a year and Mr. Moyer stated that it needs to be replaced in 2015 for approximately $400,000. Mr. Campbell then thanked them for coming in.
COMMUNICATIONS AGAIN WITH POLICE INPUT: Chief Clark stated that there are 3 entities of communication: cell, tower, and radios for at least 45 years. We need to address condition, current communication and the future. Ability to receive is spotty. We need to work on cells. We are digital and this tower is analog. We now run off repeaters and our tower is not safe enough to hold one. Two companies are now looking to put in a tower. We need to look out 5 to 20 or 30 years. Mr. Clark continued to say that for current, we need to invest in 3 new frequencies. These are $1,000 each through the FCC. Fire and Police would be on one, Public Works on one (they would need a repeater). He is asking our support in partnering with the cell tower companies, with other organizations around Newfound Lake, and with acquiring grants. Paul Frasier, Selectman, has been working on this. Mr. Weston mentioned Nextel, stating that they have push button for public safety which is quick. He suggests looking into a tower. Ms. Fellows mentioned involving Rick Alpers as he worked on the one for Ashland. The Chief stated that it was at least $20,000 6 years ago for a repeater alone. It would cover civilian, public safety, and communications. Our present tower is only a telephone pole. Ms. DellaCroce asked the area that it could cover and a discussion followed. It was thought that the area is probably Bristol Hill, Sugar Hill, Peaked Hill, or Slim Baker. Mr. Clark said that he has spoken with Sprint and they backed out due to a small customer range. Ms. Fellows felt that the companies can tell us the best area and then we can check to be sure that it is okay for us. She added that, sometimes they can hear each other but have to wait for dispatch in order to connect. It was explained that we need 3 additional lines: 3 in and 3 out (1 for Public Works, 1 for Fire, and 1 for Police.
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COMMUNICATION DISCUSSION #2 continued: Mr. Campbell asked what step 1 would be and Mr. Clark stated that we need a committee to work up a plan in order to apply for Federal grants (which he felt we would be eligible for as this deals with public safety). We should get other departments involved. Mr. Weston mentioned that it would fit into Homeland Security. Mr. Campbell said that we need a tower and repeaters and then devices and a central station. Ms. Fellows added that we have some equipment that can be used for the central station. Chief Clark added that the Police run radios 24/7. We got them about 5 or 6 years ago and will need to start thinking about replacing 1 or 2 a year.
POLICE, JOHN CLARK: As to vehicles, Chief Clark stated that the oldest one goes out and this year it is the suburban. It has less than 100,000 miles on it and he suggests that we give it to the Fire Department. He is in agreement to have separate lines of each vehicle. Mr. Clark brought up the Police facility next and stated that the renovations will probably be between $15,000 to $18,000. He suggests that we pull someone in who is hungry and dependable to do the work. He feels that we should put the Town office building behind this building (which will be fine for the Police). At the present time, we can go to the Old Town Hall for meetings. The police are willing to go along with 2 to 3 years in this downstairs space. Mr. Weston mentioned $20,000 more or less to be set aside and Mr. Milbrand asked if another $25,000 would be okay. This was fine. The Chief stated that we need to fix up the vault at the Old Town Hall. Mr. Campbell thanked the Chief for his attendance and input.
KELLEY PARK: Mr. Campbell explained that there are 2009 funds they can get from the Trust fund and we can talk about this in 2010. Mr. Weston mentioned that there is a $43,000 offset with interest. Ms. DellaCroce asked how this is funded; if it is by the school. Mr. Weston said that it is not and that the Kelley Park Trust fund cannot touch the Skateboard Park. $25,000 is to be encumbered for turf replacement.
OTHER: Roofs: Mr. Milbrand asked if we have any roof replacement prices and was told that we do not.
-9- CIP Minutes 10/29/08 OTHER continued: Budget Committee CIP presentation: Mr. Weston stated that the CIP is slated to present their 2009 CIP plan on December 8th. The committee then discussed the meetings needed in order to be ready to do this. The Planning Board approval of the CIP will have to be at their meeting on November 19th. The CIP committee felt that they need two meetings before then. The secretary will check to be sure that they can meet Nov. 18th at the town office (with Kelly). As Mr. Campbell felt that the members would not want to meet on a Friday (the only other time that the secretary knew that the meeting room is available), it was decided that Mr. Campbell would ask the Fire Dept. if their room was open on Nov. 11th and the committee can take their own minutes (the secretary has an HDC meeting scheduled for that night). The Fire Dept. had offered the use of their room when they invited the committee to visit them. Spreadsheet: Mr. Weston asked if we could sort items out by priority and Ms. DellaCroce asked for some kind of subtotal for the various departments. Mr. Milbrand stated that he can do both of these functions. He added that Windham sets the dollars every year and adds 5% for each following year. CIP Plan: Mr. Campbell stated that we need to set assignments for the various sections to be presented. It was determined that Mr. Paradis and Mr. Campbell will work on the Preamble, Mr. Campbell will do the justification, Mr. Milbrand will do the spreadsheet and will need totals for the Historical section (it was determined that he could do this instead of Ms. DellaCroce). Mr. Milbrand will also do a priority column for the Town Manager. He will make this Revision H and will add $80,000 for the design on Borough Bridge; if it passes there is $64,000 we can use. Mr. Milbrand will also do a Revision H1 for level funding. Town meeting: Mr. McGwin asked if town meeting will be at the high school next time. Mr. Weston stated that it hasn’t been determined yet, one Selectman wants the Old Town Hall. It will be on a Saturday, however.
With no other business, Mr. Weston was thanked and D. Milbrand made a motion, second by J. McGwin, to adjourn at 10:25 pm.
Respectfully submitted, Jan Laferriere, secretary
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