CAPITAL IMPROVEMENTS PROGRAM MINUTES
May 20, 2008
APPROVED:____
AGENDA: WORKSHOP – UPDATE SPREADSHEET
ATTENDING: Murray Campbell (Chairman), Don Milbrand, Dan Paradis, Jerry
McGwin
ABSENT: Janice DellaCroce (working)
OTHER: -----
The meeting opened at 7:00 pm.
MINUTES OF April 15, 2008:
J. McGwin made a motion, second by D. Paradis, to accept the minutes as read. The motion carried.
MINUTES OF APRIL 23, 2008: The secretary amended the first paragraph, 6th line, to replace “part” with “parts”.
J. McGwin made a motion, second by D. Paradis, to accept the minutes as amended. The motion carried.
COVER MEMO & PROJECT REQUEST FORMS:
Mr. Campbell reported that the cover memo and the project request forms have been sent out to the departments and for the town at the end of April. Copies of last years’ request forms and spreadsheet were given to the department heads. Mr. Paradis suggested that we send a reminder for requests for this year. Mr. Campbell will send this out on Tuesday.
Mr. McGwin asked if the routine is any better this year. Mr. Campbell answered that he expects that it will be. We shall have to see from the department responses and also from what the new Town Manager will expect.
Mr. Milbrand stated that, as the new Selectmen, he wishes to promote working with the CIP committee as the committee is there to help the departments with planning.
SPREADSHEET:
Priority column: Mr. Paradis suggested that we use a numerical listing rather than an abbreviation as it would be less confusing. The committee agreed.
Police building: Mr. Campbell asked if funds have been approved to be used this year. Mr. Milbrand stated that they have and he shall check to see where in the budget they will be coming from. The amount shall have to be spent this year. Mr. Milbrand then explained how the Selectmen are allowed to use money from different lines as long as the bottom line does not change.
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SPREADSHEET, Police building continued:
Mr. Campbell asked if there will be any changes for the town offices. Mr. Milbrand answered that there shall not be. Half of the meeting room will be given for the Police Station. A discussion ensued in which the committee questioned having enough room for Planning Board meetings or hearings and how cumbersome it shall be if we hold hearings in another building. Mr. Milbrand stated that he will be looking out for the Planning Board.
Highway: A discussion was held as to the 1-ton replacement schedule. Mr. Campbell will check with Mr. Bucklin, Highway Superintendent, as to the ages of the present trucks (1-ton and 6-wheelers) as well as to when Mr. Bucklin is thinking he will need replacements.
Mr. Campbell asked about the Kelley Park tractor. Mr. Milbrand answered that they purchased this from the Kelley Park budget. A discussion was held as to what the expected life would be and Mr. Campbell stated that he will check into that. Mr. Milbrand stated that it appears that they did not consider the CIP when they replaced it. Unknown to the committee at the time, we overstepped our bounds by trying to change the numbers; it was sort of a misunderstanding.
Sewer/Water: Mr. Campbell felt that by setting $30,000 aside for Sewer to the Lake, it will only be 1% or less. He questioned what has been already set aside a year or so ago. Mr. Paradis stated that there was $120,000 in 2006 and $15,000 in 2005. Mr. Milbrand added that $15,000 was set aside in 2007. There was a discussion as to just what is set aside for the project and what has been used for engineering plans, etc.
Fire: Mr. Campbell brought up warrant article #26 for equipment (a total of $56,290). He wondered if any of the equipment reserve can be used this year to off-set our bottom line which at present is very high. Mr. Milbrand thought that Mr. Skantze (Fire Chief) should have the answer to what the reserve is for (it may be designated for a specific item). Mr. Campbell mentioned the paving of the parking lot. Mr. Milbrand again stated that we may need to get Mr. Skantze in to answer these questions. Mr. Campbell also questioned the compressor and any changes of the ambulance section. Mr. Milbrand was not sure that we could get Mr. Skantze to cut back on any of this. We could change the year of purchase however. He suggested that we could change the spreadsheet to $90,000 over 5 years instead of doing the 6 years. Mr. Paradis read the warrant article that left the equipment reserve as “for general use”. The committee thought that this would allow us to use some as offset then. They will have to talk with Mr. Skantze.
Mr. McGwin asked about the fire building reserve and Mr. Campbell explained that this was for the substation up at the Lake.
Town General: Mr. Campbell asked if the inventory is in progress and Mr. Milbrand stated that it is. Mr. Campbell then asked if the new system has been approved for the transfer station. A discussion followed as to the possibility of cutting some here if the new system (single stream) goes in as this would be a simpler change. Mr. Campbell mentioned that Steve Favorite’s report on the Bridgewater system was more complex.
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SPREADSHEET, Town General continued:
Mr. Campbell mentioned communications and what it is for. At first, it was thought to be the TV Station but then Mr. Paradis stated that he believed it is for the tower. Mr. Campbell felt that the committee needs to check into these various items whenever we meet the department heads. Mr. Milbrand stated that the Burrough Bridge will drop down. The current plan is to bring it back up next year. This number is the total cost if we build a new bridge but it would be higher if we just tear down the old bridge as there would be no State aid for that.
Library: Funds were approved for doing some work.
Other: Mr. Campbell asked Mr. Paradis if we need funds for the PlanNH Charrette. Mr. Paradis stated that Ms. Corrow (present Town Manager) said that she will find them in the budget. We need $2500. There is a possible grant for $1,000.
Fiscal Year: The year of transition will be up to the new Town Manager and may be put off until he/she has some time to get on board.
Mr. Campbell stated that, if he gets any new request forms from the Department Heads, he will get them sent to the committee.
CHAPTER VI, EXHIBITS 4-8:
Mr. Campbell directed all to page 13, exhibit #4. He stated that he is not sure that this exhibit is applicable as we do not owe on any of the schools. Mr. Paradis stated that we may in the future. Mr. Campbell felt that we should use information from a year ago and go forward. He then addressed page 15, exhibit #5. Mr. Paradis felt that we have the historic figures and it will just be transferring them to the form. The committee then realized that this exhibit is for operating expenditures. Mr. Campbell explained that each exhibit brings us to exhibit #8 where we see how we stand. Mr. Milbrand added that #8 is the bottom line of what our spreadsheet has. Mr. Campbell went on to say that this would tell us if we could add projects, like downtown, or not. The committee felt that they could fill the exhibits from the town report. Mr. Campbell is willing to try to come up with more of these exhibits (he had started on #4 & 5) for a future meeting. Mr. Milbrand suggested that they could be put on the computer.
SCHOOL ANNUAL REPORT:
Mr. Campbell explained that the numbers in the report are not quite the same as what is in the annual town report. There is about a $100,000. difference. The numbers for next year do not come out until June or July, he added. Mr. McGwin felt that we should use the figures from the annual town report and asked if we include the State school tax rate. The committee thought that they should use the town report figures.
Mr. Campbell stated that, if the committee members have any thoughts, they should
e-mail them around.
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NEXT MEETING:
The next meeting will be held June 17th. Mr. Campbell stated that the committee shall work on the exhibits, work on the information gathered for the spreadsheet, and possibly have some new requests to consider. He asked the committee to keep in mind where we should economize for this year.
Mr. Campbell also noted that we need to correct the 2007 figures to actuals.
With no other business, J. McGwin made a motion, second by D. Milbrand, to adjourn at 8:45 pm.
Respectfully submitted,
Jan Laferriere, secretary