CAPITAL IMPROVEMENTS PROGRAM MINUTES
October 20, 2009

AGENDA:                  WORKSHOP – CONTINUED WORK ON THE 2010 CAPITAL IMPROVEMENTS PROGRAM
                                   

ATTENDING:            Murray Campbell (Chairman), Steve Carter, David Hill, Dan Paradis

ABSENT:                   Don Milbrand (business trip)

OTHER:                      Barbara Greenwood & Wendy Costigan (Library), Paul Weston (Town Manager), Joe Denning (Selectman)

The meeting opened at 7:05 p.m.  Mr. Campbell explained that Mr. Milbrand is away on business.

MINUTES OF SEPTEMBER 22, 2009:
The following amendments were made:  Page 2, Backhoe, 3rd line, replace “ad” with “add”.  Page 6, 1st paragraph, 3rd line, replace “town’s” with “towns’” and 8th line, replace “Izzard” with “Izard”.

D. Paradis made a motion, second by S. Carter, to approve the minutes as amended.  The motion carried.

LIBRARY EXPANSION:  Barbara Greenwood, Wendy Costigan
Ms. Greenwood gave a little history stating that, as of next year, the library will celebrate  125 years since it started.  In 1933, the first mention of expansion was brought up and in the late 60’s to 70’s, they excavated and put in the children’s area downstairs.  Eleven (11) years ago, Ms. Greenwood headed the Building Committee to expand.  There is the parking issue, need to be open more hours, more programs are held for adults and children, and we have more computers now.  The library needs to be made more accessible.  The librarian, Debbie Gilbert, is wonderful, as is her staff.  We have outgrown the space and the present building is in sad condition.  They interviewed a number of architects and hired Chris Williams.  They have held cookie and bake sales for funds as there are no grants for bricks and mortar. 

Ms. Greenwood feels that they need to go to the public and she and Ms. Costigan are planning to embark on educating everyone as to these needs.  They will need to know how much it will cost.

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LIBRARY continued:
Mr. Denning stated that he feels that this project is overdue.  The programs have outgrown the building.  Mr. Paradis asked what the current proposal is and Ms. Greenwood stated that they are looking at a bond issue for $2,000,000.00.  She added that expanding to the added lot (annex) has never been part of the plan.  David King designed the expansion to go with what is there now.  The current building is on the Historic register.  A warrant article is needed to do this legally. 

Mr. Carter expressed that it has been a common theme here in Bristol to forget our municipally-owned buildings.  Maybe the Selectmen and Town Manager need to address all of the buildings to the town and ask what the townspeople want to do about them.  Mr. Paradis was amazed that 125 years have gone by without an expansion.  Ms. Greenwood added that the plan will supply a meeting area to hold 50 people, which is much needed in this town.  Mr. Paradis stated that there is one in the Riverview.  Mr. Weston felt that this should be a warrant article.  He admonished that it sometimes takes 2 or 3 times before it passes.  Ms. Costigan stated that they have some folks that are interested in donating money but not until they see that the town is serious about the project. 

Mr. Denning said that he used to write grants and knows that the town needs to show support to the grantor before it is looked at.  You have to have some money.  Ms. Greenwood stated that some people have shown an interest in an endowment.  Most of the money will be for re-doing the old section, she added. 

Mr. Campbell stated that all of the CIP members realize the importance of this project.  Ms. Gilbert has shown us graphs of the increases in use.  However, the CIP committee has to look at the times.  At one time it was to be 1/3rd of the cost by the library, 1/3rd from the town, and 1/3rd in donations.  The CIP committee put up $50,000 a year but this did not go through at town meeting.  Instead, money went for repairs.  Last year, this was omitted but a trustee got up and got the people to vote in some money.  The CIP committee put back in $25,000 this year and cannot do more because of other priorities.
The CIP committee is behind the project and will do what they can for P.R.  The direction is to sell the idea to the people.

Mr. Paradis asked if the project is ready and both Ms. Costigan and Ms. Greenwood assured him that it is shovel-ready.  Mr. Paradis asked if a small appropriation in 2010 would help.  Ms. Greenwood answered that the library has become an outlet due to the economy but never got anywhere even when things were much better.  They feel that this is their time for a turn.  Mr. Paradis added that we sell $20,000,000.00 to the schools. 
Ms. Greenwood mentioned that the Library has a new Current Event program along with a snack. 

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LIBRARY continued:
Mr. Paradis alluded to the figures that Ms. Greenwood had given him and Mr. Campbell.  He asked how they come up with the increase in interest.  Ms. Greenwood answered that the figures were put there by the bond people.  She feels that a 20-year bond is the most sensible.  Mr. Denning suggested a 4-year time frame of $500,000 a year in a capital reserve account would work and it wouldn’t add much to the tax rate ($1.00 for every $500,000).  Mr. Carter suggested that, if it does not pass this year, they should develop a plan to address all of the buildings instead of each individual building competing with each other.  Mr. Paradis agreed and said that the community gets discouraged when each building is addressed separately.  Ms. Greenwood stated that she has lived here a long time and knows how things work.  It took a long time to get the Fire Station done.  The firemen have had their turn, the Police have and now it is the library’s turn. 

Mr. Campbell thanked them for coming in and expressing their thoughts.  Ms. Greenwood stated that the committee will be getting an invitation when they are ready to present their program.

DRAFT OF EXPENDITURE DECISIONS BY THE CIP COMMITTEE FOR 2010 AND FUTURE YEARS
Mr. Campbell asked the committee to look over this document.  He asked if, on page 8, the Downtown Improvements and Downtown Improvements – alternative proposal should be separate warrants or combined.  It was suggested that it be combined and then let the receival of a grant dictate what will be done.  Mr. Denning added that it can be amended on the floor. 

Mr. Denning mentioned that he and Steve Favorite will be presenting our Downtown proposal tomorrow morning at 10:00.  Mr. Campbell added that there will be 5 presenters and Bristol presents first.  There is $6,000,000. allowed for the whole state.   Mr. Denning said that Bristol’s biggest liability is that it is not on the 10-year plan. 

Mr. Paradis stated that we are not locked out for 10 years if the grant is not awarded, as this can be addressed every 2 years.  Mr. Campbell added that we have been hoping for a different source.  Mr. Denning mentioned Safe Routes to School and that we have 2 grants with them and have 2 years to implement (these will be implemented with the schools).  The opportunity for more money to be available at the Federal level will come around again.  There is also Rural Development.  If we could get the 1st year, it would help he added. 

Mr. Weston felt that we should edit the first paragraph as Mr. Paradis suggested (2 year cycle) and go for a combination warrant article.  Mr. Campbell stated that we have only the $99,400 on the CIP.  We shall want seed money first.

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DRAFT continued:
 On page 1, it was mentioned that, under the written paragraph of Priority Definitions, 4th line, school board needs to be capitalized.  Page 2, Police Cruisers:  Mr. Hill asked if the Fire Dept. can use the 4 x 4 instead of turning it in.  Mr. Campbell felt that it has sufficient mileage and usage to warrant that it is best to trade it in.  Mr. Paradis felt that the suburban mileage is wrong.  Mr. Campbell suggested adding a sentence: “Could the 4 x 4 be of use to another Department?”.  Other wording was suggested  It was felt that a sentence should be added and to keep the 2007 that is in better shape.

Public Works:
Page 2, It was felt that all vehicles should have the same general wording with priority, followed by years of life, and then the general wording.  For the 1998 Six Wheel Dump Truck, add (15 year life) and end sentence after 2013.  In the 3rd line, following “2010 and”, insert “add $35,000 in” and replace “till” with “through”. 

2001 Six Wheel Dump Truck:  Use the same wording as above.

2009 One Ton Truck:  Add (6 year life).  Delete the 2nd sentence.  Use the wording as above.  Fix the spreadsheet to match.

2002 One Ton Truck:  Match the wording to that above.  Add $40,000. total.

2007 One Ton Truck:  Add (6 year life) and cross out “six year” from the 2nd line.  A discussion was held as to a problem with the totals of this truck and the 2009.  It was determined that this one should be changed.  The 3rd line should read “$35,000” instead of “$38,000” and the wording should be as above.

Page 3, Vacuum Truck:  (20 year life) added as well as the $200,000 total.

2001 Front End Loader:  Mr. Hill thought that this had cleaner wording and suggested that it be used for all of these.

Rubber Tire Excavator:  Change priority to a 5. 

Sidewalk Tractor:  replace “creating” with “annual”

Water and Waste Water:  Page 4:  Delete the first paragraph and the Sewer to the Lake – Final Design paragraph.

Fire Department:  SCBA Compressor:  2nd line, replace “till” with “until” and in all other places where this is used.  Add total of $40,000.

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Fire Dept. continued:
Engine 4:  (4 year life) and put in total cost.

Ambulance 1:  Priority changed to 2.  Add total cost.

Ambulance 2:  Change priority to 4.

Page 5, Suburban – Chief’s Command Vehicle:  4th line, delete “The vehicle id driven 200 to 300 miles a month.”

Fire Station – Building Remodel:  3rd line, replace “Also one” with “The forestry”.  4th line, place a period after “station” and delete “the forestry vehicle”.  Last line, change “2012” to “2015”, delete “annually” and replace with “each year for 2016 through 2019”.  Add the total of $220,000.

New Fire Dept. SubStation:  Change on the graph to 0 for now.

Generator:  Change total to $40,000 on the graph.

Page 6: Forestry Vehicle:  Change to priority 5.

Rescue 1:  Change priority to 5.

4 Door 4 x 4 Crew Cab Pickup (new item): Change to priority 5.  Delete last sentence in first paragraph.

Page 7:  Master Plan update:  A discussion was held as to how much updating is needed.  This description was left as is.

Appraisal Software – Update:  Change to priority 2.

Page 8:  Library:  Change to priority 3.  A discussion was held as to the cost, addressing one building versus all buildings, etc.  It was determined that the committee give moral support.

Avery-Crouse Beach Improvements:  Change graph priority to 3.

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OTHER:
Mr. Campbell will re-read the report format so as to update.

2010 Meetings:  The first meeting to be held in March after the Town Meeting (maybe March 23rd.  We shall want all new and updated information by June 1st.  Mr. Campbell explained to the new members what is sent to the Departments:  cover letter, forms, copies of last years requests.

The CIP committee will present the 2010 CIP to the Planning Board on Oct. 28th, 7:00 p.m. and to the Budget Committee and Selectmen on Nov. 16th.

Mr. Paradis asked for a copy of the updated graph as amended so that the Planning Board members can look at it before the presentation.

With no other business, D. Hill made a motion, second by D. Paradis, to adjourn at 10:15 p.m.

                                                            Respectfully submitted,
                                                            Jan Laferriere, secretary