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CAPITAL IMPROVEMENTS PROGRAM MINUTES May 19, 2009
APPROVED: ________________
AGENDA: WORKSHOP – 2010 CAPITAL IMPROVEMENTS PROGRAM
ATTENDING: Murray Campbell (Chairman), Steve Carter, Don Milbrand, Dan Paradis
ABSENT: David Hill
OTHER: None
The meeting opened at 7:00 pm. MINUTES OF MARCH 17 AND APRIL 21, 2009: The following amendments and clarifications were made to the March 17th minutes: Page 2, last paragraph, next to last line, replace “not” with “no”. Page 3, 1st paragraph, next to last line, before “Downtown” insert “funding for” and after “Downtown” insert “Improvements”. 3rd paragraph, 6th line, before “committees” insert “CIP” and following “committees” insert “in other towns”. Page 4, 1st paragraph, 3rd line, following “sidewalks” insert “were not rated higher.” Delete “The surveys were all spread out.” and replace with “There was a wide diversity of opinions reflected in the surveys.” In the April 21, 2009 report: 1st line, replace “disbursed” with “dispersed”. D. Paradis made a motion, second by D. Milbrand, to accept the minutes as amended. The motion carried.
LIBRARY REPORT: Mr. Campbell referred to the Library report that he had the secretary email to all the members. Mr. Carter asked what the $50,000.00 Capital Reserve Fund is. Mr. Campbell explained that the library is planning a major expansion and there are things that are to be brought up to code for the Fire Safety. Originally, the CIP planned on doing a $50,000.00 a year fund to prepare for this. To get a grant, they need 1/3rd of the funds to come from the library, 1/3rd from us (to show good faith), and 1/3rd by grant. The project is now up to $2 million. We support the library in this and, two years ago, we started the $50,000.00. It went before town meeting but the previous town manager, Elizabeth Corrow, had changed it to $30,000.00 and to be used for repairs. The CIP had given their report in October and 6 months later, the library took on water, so it was thought that it would be better to spend it on repairs. -2- CIP Minutes 5/19/09 LIBRARY REPORT continued: Mr. Campbell continued by saying that volunteers put in 1700 hours of work to do the repairs so the $30,000.00 balance is now set for repairs only. Last year, due to the economy, the CIP determined not to recommend any money be set aside. We shall probably do this again in 2010. Paul Weston, present Town Manager, has suggested that we do a bond for this project. Mr. Paradis explained that the CIP is trying to set up Capital Reserve Accounts so as to spread the funds over a period of time instead of getting hit with a large sum all at once. Mr. Campbell stated that the library is hoping for a $25,000 preservation grant and is holding up the roof repair for this (roof repair is $5,000). We could then be as much as $55,000 in that account for the grant. Mr. Paradis corrected this by stating that the grant is for the $5,000 for the roof repair plus $25,000 given this year at town meeting. This makes the total up to $55,000 plus the $5,000. The other possibility, Mr. Campbell, stated, is that they would try to do Phase I – to remove the annex building to increase parking. They could bring in a mobile unit while the building project proceeded. Mr. Paradis pointed out that the last sentence is important: “She wants the CIP to reinsert an annual capital reserve fund of $50,000. for the library expansion project.” Mr. Campbell added that we have given out forms for the Departments to use for requests. Mr. Paradis asked if we have done a follow-up and Mr. Campbell answered that we did not. PUBLIC WORKS REPORT: Mr. Campbell referred to the email on Public Works. Mr. Paradis asked about the backhoe repair and Mr. Campbell stated that the $15,721. is the actual cost of the repair. His real purpose for talking with Mark Bucklin, Public Works Superintendent, was to discuss road repairs. Mr. Bucklin had not had time to get a plan together yet. He did say that he does not have much money for this. There are 3 systems of repaving: spreading tar and tapping with aggregate – not very satisfactory, hand spreading asphalt, really patch work – doesn’t improve road grade or remove depressions or improve drainage, and grinding up the existing pavement, mixing it with the subsurface, rolling followed by laying new asphalt which we cannot do in house (Pike Ind. does this) – this produces the best new road surface. Mr. Paradis stated that Public Works has just been putting a layer of asphalt as far as he has seen. Mr. Campbell said that he believes that they did some grinding on Peaked Hill. Mr. Carter stated that South Main St., where he lives, was just a layer. Mr. Paradis felt that the State has done some experimental methods on Route 3A North. To do it right, they need to go down 7’. Mr. Carter asked if they rotate the roads or do they do them as needed. Mr. Paradis said that Mr. Bucklin had a 10 year plan but his budget keeps getting cut. -3- CIP Minutes 5/19/09 PUBLIC WORKS REPORT continued: Mr. Campbell stated that, at the Transfer Station, we were to set aside money so as to segregate for recycling. We were to do $25,000 one year and $50,000 the next. We could push this a couple more years ahead as we do not comply with DES as we never had a professional engineers design done. DES is short of help, as well. Mr. Bucklin had hoped to move the transfer station portion out to the “cliff” area and to change the traffic pattern. The old salt and sand sheds can be used for the next couple of years until we move things. The State is purchasing all the salt for the State and does not have the holding facilities for all of it so they want the towns/cities to take their share right away. Our shed holds 60 tons but we use a total of 500 tons in a year. It has to be kept dry or it freezes. The new shed would be some type of pole barn. The sand shed would be similar. Right now we cover the pile with plastic and try to move it as much as possible into the present shed where it is better covered. PAUL WESTON REPORT: Mr. Campbell addressed the report emailed and stated that these are issues that we must be aware of. Eventually we shall have the Department Heads in for a presentation and questions. The Old Town Hall: roof leaks, furnace needs replacing, a large safe is falling down through the floor and siding in the rear is missing. We also need screened breather to prevent animals from going underneath the building. Old Fire Station: This houses the Historic Society and the Forest Fire equipment. It has various problems. Dilapidated Barn by the walking path needs to be addressed. Mr. Milbrand thought that this property was given to the town for recreational purposes. A change for where the Town Offices should go: One thought is to use the Old Town Hall and just partition off the main floor. Mr. Paradis spoke against this as the idea of keeping the Hall to begin with was to maintain its historic character. Mr. Campbell continued by saying that the Police are okay with keeping this building (Town Offices and Police building). Mr. Carter stated that, being in the construction business, he feels that we could build a new building for less money than it would take to remodel and still have an old building when we are done. Old buildings usually end up over-budget. A discussion followed.
-4- CIP Minutes 5/19/09 PAUL WESTON REPORT continued: Library: suggested to fund by a bond. Stimulus grants applied for are: Sewer to the lake, Avery-Crouse Beach storm water mitigation and improvements, Library expansion, Burough Bridge replacement, and Drinking Water system improvement (preparation to use back up well, new storage tank, etc.). If we receive anything for Safe Routes to School for sidewalks, we may re-think the latter and upgrade the pipes in the Downtown Square. Jeff Chartier, Water/Sewer Superintendent, is doing studies on what is needed there now. New paving for Lake Street (from BHOP to Village Pizza, it was thought). This is a State project and we shall need to repair pipes there, at the same time. The Police will be requesting two cars in 2010: to replace the 4 x 4 and one cruiser. Skateboard Park: They want 4 new components and a fence. Mr. Paradis asked where the money is to come from. Mr. Campbell stated that there is a donor for doing the pavilion. Mr. Paradis mentioned that $25,000 is to come from Kelley Park funds. Mr. Campbell stated that this will be an enter item with an offset. Smith River: DES says not to use rip-rap. They are asking for wood ties. This will cost more money but the excess is to be paid by FEMA. Town Office roof repair: to be done this summer. Mr. Campbell stated that request forms should be back to us by next meeting. He shall send them to all members via email as he gets them. Mica Building: Mr. Milbrand stated that the Court granted that we could tear it down but Mr. Suldenski appealed. It went before the judge last Thursday and we are waiting the answer. The appeal is more procedural. We do not own the property at this time. Mr. Campbell stated that we are out over $20,000 in legal fees and for housing people. Mr. Milbrand stated that Mr. Suldenski has a permit application in to remove the top two floors and shore up the remainder. Mr. Campbell asked when the steel is to come in for the Central Street Bridge and Mr. Milbrand stated that it is to come between 5/20 and 5/23. Mr. Campbell asked if we owe anymore money on that bridge and Mr. Milbrand did not think so.
-5- CIP Minutes 5/19/09 PAUL WESTON REPORT continued: Mr. Campbell asked what the Storm Center is. Mr. Paradis answered that it is the second well. Mr. Carter asked if the Water/Sewer is paid for by the town or the users. Mr. Milbrand answered by the users. Mr. Paradis agreed but stated that, in the past, some has been asked of the town for special projects. Mr. Campbell stated that the grant is to activate the Storm Center (named after a Mr. Storm, it was explained) well but not to add a new storage tank. Mr. Weston says that they cannot pump to the present tank. Mr. Milbrand stated that they could pump to it but the pressure needed would blow out the town. The money is for a booster pump station and then to the present tank. This is stimulus money. Mr. Paradis added that another project for Water/Sewer is to put in a second tank. Mr. Milbrand stated that they are looking for donations for the second tank. Mr. Campbell stated that, in the paper, it stated that 15 towns applied for stimulus money but none were from Bristol. He then asked what grants have been received for the Burough bridge. Mr. Milbrand answered that we have received none, as yet. According to the State calculations, based on value, Hill would be responsible for 18% and Bristol for 82% but Hill agreed to go 50-50. Mr. Paradis stated that, actually the State is to pay 80% and Hill and Bristol are responsible for 10% each. Mr. Campbell asked about Town Communication. Mr. Milbrand stated that this is in the works: one to be by the storage tank and one other. They will be a money-maker for the Town. Mr. Paradis reminded all that there is a Zoning Ordinance section in regard to these. Mr. Milbrand stated that they are well aware of this and the Police are getting on board for their needs. The outfit is out of Nashua. SPREADSHEET: Mr. Campbell stated that we should keep this list in mind. That we cannot make lower taxes our goal due to such things as now adding road upkeep. Mr. Campbell went over the list he had on the agenda in which the police are asking for two vehicles in 2010, to zero out the building upgrade reserve of 2010 through 2012, change replacing sand and salt sheds to 2012, to show intent with sufficient capital reserve funds - $30,000. for 3 phases of sewer to the lake (Preliminary design is done), Transfer Sta. improvement – move $50,000 to 2012. Mr. Campbell asked Mr. Milbrand what the Burough bridge will actually cost us and Mr. Milbrand answered that it will be nothing. As to the library, we should go with the Town Manager’s suggestion of a bond. As to the Skateboard Park, we should wait for requests to come in the future. NEW BUSINESS: Mr. Campbell will get in touch with the members for CIP visits with the Fire Dept. and Water/Waste Water. Mr. Milbrand said that he should work around Mr. Carter and Mr. Hill as they have seen these.
-6- CIP Minutes 5/19/09 NEW BUSINESS continued: Mr. Paradis mentioned that he attended a meeting with the Fire Chief, Mr. Weston and Selectman, Joe Denning. They discussed sprinkler systems. Some of the discussion may involve the CIP in the future. Mr. Campbell stated that he attended the last TAC meeting (part of Lakes Region Planning Commission). There are 10 or 12 TAC committees in the State. We were not successful in getting on the top 10 list as we were too late in applying and have no cost estimates. We will have another opportunity in two years. The TAC learned a lot by touring the different sites. They also discussed how to control potable water supplies (by Town, by aquifers, or by State). This is to be studied for the next 5 or 6 months and then a plan is to be devised. COMMUNICATIONS: There was a request from Raymah Simpson, Town Clerk/Tax Collector, for software for 2010 & 2011 and for much needed storage. Mr. Campbell will email a copy to everyone.
NEXT MEETING: Our next meeting will be held June 16th. Mr. Campbell asked Mr. Milbrand to bring his laptop.
With no other business, D. Milbrand made a motion, second by D. Paradis, to adjourn at 8:55 pm. Respectfully submitted, Jan Laferriere, secretary
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