February 27, 2014 Capital Improvement Committee

February 27, 2014 Capital Improvement Committee

Postby Mary Wright » Sun Apr 13, 2014 11:18 am

CAPITAL IMPROVEMENT COMMITTEE
MEETING MINUTES
February 27, 2014

A meeting of the Capital Improvement Committee (CIC) was held on February 27, 2014 in the Municipal Center Resource Room. Mr. Vinson called the meeting to order at 1:00 PM.

ATTENDANCE
PRESENT: Kent Vinson (Chairman), Brandon Auger, Paula Brouillette, Ellie Chesebrough, John Furno (Vice Chairman-left the meeting at 2:00 PM), Don Gonynor, Nancy Lane, Shirley Mosczynski, William Cundiff (Town Engineer), Jeanne Lovett (Finance Director)
ABSENT: Mike Guzinski (Town Administrator)

1. Reorganization
Ms. Mosczynski nominated Kent Vinson as Chairman of the Capital Improvement Committee. Ms. Brouillette seconded the nomination. Vote: Unanimous. Mr. Vinson accepted the nomination.
Ms. Brouillette nominated John Furno as Vice Chairman of the Capital Improvement Committee. Ms. Mosczynski seconded the nomination. Vote: Unanimous. Mr. Furno accepted the nomination.

2. Review Capital Project Requests
a. Building Maintenance
Adam Furno, Facilities Maintenance Manager, joined the meeting and presented the requests for his department. He moved the gym roof to top priority. Due to the snow, the roof is in very poor condition. There are several leaks and it has to be patched several times each year. His second item on the list is the old fire station. He presented quotes for work on the outside shell. A decision will have to be made as to whether or not to repair it or tear it down. The third item is for Municipal Center first floor window replacement. All 32 windows have drafts and the wood is deteriorated. The fourth item is for masonry repair of the Municipal Center. The main walkway is deteriorating. The fifth item is for window replacement at the Post Office/Senior Center. The sixth item would be to pave the parking lot of the Post Office/Senior Center. Its condition is such that it can no longer be patched. The seventh item is the Municipal Center roof. The eighth item is the Municipal Center/Police Dept. boiler heating system, which is from 1964, and the building is always cold. They average 500-600 gallons of oil per week, which has cost the Town $40,280 so far this year. The ninth item is to replace the Municipal Center’s three main air conditioning units on the first floor, which are 25 years old. The tenth item is to replace the existing Municipal Center electrical system at a cost of $115,000. The eleventh item is to replace elevator wing roof. The twelfth item would be to pave the Municipal Center parking lot at $60,000. Adam Furno does not yet have a price for the gym window replacement. The last item is to replace the heating and air conditioning units on the second floor. Adam Furno stated that if these items are not taken care of, more money will be needed for maintenance.
Ms. Brouillette asked if there had been any financial review of the cost of the current heating system vs. replacing the system with a more efficient unit. Adam Furno stated that the Municipal Center was included in a large report that had been done on the schools. His numbers come from that report. It was a 10-year layout. The tenth year was two years ago. He feels a new study would have to be done to have an accurate number. Ms. Brouillette recommended sending a request to the Board of Selectmen for a review of the options to heat this building and put together a plan to replace the system next year. It was the consensus of the Committee that Mr. Vinson draft a letter to the Board of Selectmen. Ms. Lane reminded the Committee that the windows are in poor condition.
Adam Furno stated that all the town building roofs are rubber. Ms. Brouillette considered looking at repairing/replacing all town roofs. Mr. Adam Furno left the meeting.
b. Finance
Jeanne Lovett, Cheryl Vaidya (Treasurer Collector) and John Ducharme joined the meeting. Ms. Vaidya spoke about the DOS system that is supported by only one person. She has to run a separate program to even open the DOS system. Mr. Ducharme stated that they are getting rid of equipment that is XP based, because it will no longer be supported as of April, 2014. There will be no security updates after that date. DOS is only supported on an XP operating system. The department needs to simulate an XP environment, which is very slow. There are six PCs on order for this year. Ms. Lovett stated that the DOS system is no longer just a software issue, but a hardware issue as well. An integrated general ledger to the tax side was an audit recommendation four years ago. Ms. Lovett expanded on the problems with the current system and the operations that are affected. The Committee was in consensus that this item is a very high priority. Ms. Lovett stated that a portion of the $91,000 cost will come from the Water/Sewer Enterprise Fund. The quote includes the cost of training. A discussion was held, including security and Cloud computing.
c. Administration
Mr. Cundiff joined the meeting for Mr. Guzinski. He stated that the School Dept. will be vacating the second floor of the Municipal Center in June. He presented a layout for the existing first floor and proposed layouts for first and second floors for Town Hall. He also presented a Code Compliance Review and a first pass cost estimate from Neil Dixon of Dixon & Salo at a cost of $220,000. Not included in the estimate is a fire suppression system, which may be required and would cost approximately $30,000. The proposal also does not include a telephone system or computer drops. The goal is to get the price to be $100,000 or less. A discussion was held including packaging the second floor project with a whole building renovation. It was the consensus of the Committee to seek a proposal for a whole building renovation.
Mr. Cundiff will discuss with Mr. Guzinski combining all the Municipal Center projects into an RFQ. Mr. Gonynor does not feel that there is adequate flow from the water pipes to support a fire suppression system on the second floor. He said that the Depot Street water pipe is undersized. Mr. Cundiff left the meeting.

d. Highway
John Furno, in the role of Highway Superintendent, presented the priorities for the Highway Dept. He stated that he changed the order of his priorities due to some breakdowns. The first priority is the John Deere backhoe. The front end has been lost in the 1997 backhoe. It is well over its useful life. Second priority is to replace 1997 pickup. The tailgate has rotted and fallen off the truck. He would like to replace the truck with a 4x4 with a plow. Third priority is to replace the 1980 former fire truck, which has been modified to a sander truck, with a plow and sander. Fourth item is to replace the 1962 brush chipper. A newer machine would not have updated safety features and would be much faster. Fifth item is to replace the catch basin truck. The DEP wants the catch basins cleared twice a year, which is not possible with the current truck. Sixth item is a flail mower to attach to the tractor to cut roadside brush. Currently the Town pays a contractor $10,000/year to do that work. Seventh item is to replace the portable air compressor, which is used for jackhammering. The last item is to replace the 1996 truck. They have not had a new piece of equipment since 2008.
e. Fire
Kent Vinson, in his role as Fire Chief, presented the items for the Fire Dept. First priority is for a rescue pumper. The old pumper was donated to the Highway Dept., which means they are down 2500 gallons of water. 70% of the Town is out of the hydrant district and would require the use of pumper in case of fire. The current rescue truck is a 1987. The purchase of this one truck would replace two trucks.
Second priority is to replace the 2004 Ford Explorer. It is not set up properly for a command center and does not have enough room for all the necessary equipment. The third item is to replace the Jaws of Life. The current equipment is 23 years old and is not strong enough to cut through the newer vehicles. The fourth item is to replace the SCBAs (Self-Contained Breathing Apparatus). Chief Vinson explained the safety features that the current SCBAs do not have. Chief Vinson has applied for a grant. This will be the third year he has applied for this grant.
Chief Vinson explained that there is a Fire Association that raises funds for the Fire Dept. Ms. Chesebrough suggested perhaps the Association would raise funds for the Jaws of Life. Mr. Gonynor explained the difficulties of raising $33,000 in today’s environment.
f. Police
Brandon Auger stated that Police Dept.’s only priority is a new police station. A discussion was held.

3. Discuss Funding Sources for FY15 Capital Projects
Ms. Lovett stated that she is checking into debt that has fallen off to see if there may be room to incur debt for capital projects. She stated that it is difficult to look at the options until there is a list of capital projects. There will be approximately $200,000 available in the fall from the sale of town-owned property.
Ms. Brouillette stated that they are running up against maintenance issues. There is not a good plan to fund maintenance on a regular basis. She stressed the need for a Capital Plan. A discussion was held.
The next meeting will be March 6, 2014 at 1:00 PM with the School Dept., Water/Sewer Dept. and Library.
4. Approve Meeting Minutes of January 16, 2014
Ms. Mosczynski made a motion to approve the January 16, 2014 Capital Improvement Committee meeting minutes as amended. Ms. Brouillette seconded the motion. Vote: Aye-7, Mr. Gonynor abstained.

5. Adjournment
Ms. Chesebrough made a motion to adjourn the meeting at 2:30 PM. Ms. Brouillette seconded the motion. Vote: Unanimous.

Respectfully submitted,


Mary Wright
Recording Secretary
Mary Wright
 
Posts: 494
Joined: Thu Jan 12, 2012 8:56 pm

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