Capital Improvement Program (CIP)

Meeting date: 
Thursday, September 25, 2014

DRAFT

Capital Improvement Plan (CIP) Committee

 

Newmarket Town Hall

Town Council Chambers

Thursday, September 25, 2014

6:00 p.m. to 8:00 p.m.

 

Members present: Russ Simon, Rose-Anne Kwaks, Phil Nazzaro, Judith Ryan and Nathan Lunney. Diane Hardy, Town Planner, was present. Jane Ford was excused.

 

The meeting was called to order at 6:05 p.m.

 

1.         Approval of Minutes.

 

 Russ Simon wanted the minutes to reflect the discussion regarding the Library Trustee funds. There is a Library trust fund with a balance of almost $90,000. It includes money that is annually appropriated by the Town for the Library that gets carried over from year to year, if not spent. The CIP committee and the Town Council can make recommendations to the Library Trustees on how that money should be spent, but the ultimate decision is to be made by the Library Trustees.

 

Russ Simon also wanted clarification from the Finance Director on the four groups of funds within the General Fund, including unassigned, committed, restricted, and assigned, as set forth by the Generally Accepted Accounting Standards Board (GAASB). He wanted a full listing of the funds, the purpose of each and the corresponding dollar amounts.

 

Also, he would like the record to reflect his question about the recreation department’s self-funding policy.   Now that certain tuition-based programs are self-supporting does that policy extend to the capital improvements that are necessary for those programs?  This is a policy question that may have to be vetted through the Town Administrator and Town Council. Diane Hardy will relay the question to Steve Fournier for clarification.

 

 

 

Finally, he wanted the minutes to reflect, for future CIP’s, that the Departments list all the “moving’ parts, not just those items for which funding is being requested in the current year. So, the committee has an overview of all assets and capital items within each Department.

 

A motion was made by Russ Simon, seconded by Phil Nazzaro, to accept the minutes of the September 18, 2014 meeting, as amended.  So voted.  Nathan Lunney abstained as he wasn’t present at the meeting.

 

2.         Vote on Updated Rules of Procedure

 

A motion was made by Nathan Lunney, second by Russ Simon, to approve the Rules of Procedure, as amended.  So voted.   

 

3.         Recommendations: Capital Reserve Fund Overview Spreadsheet

 

Public Works

 

            Building and Grounds

 

A motion was made by Judy Ryan, seconded by Nathan Lunney, to recommend the sum of $50,000 over the course of six years for the completion of bunk rooms and locker rooms on the second floor of the Fire Safety and Rescue Building. Necessary

 

A motion was made by Judy Ryan, seconded by Phil Nazzaro to    recommend that the $166,650 be withdrawn from the Building and Grounds Capital Reserve Fund for the roof repairs that are needed in FY             15/16, and the requests for the next six (6) years be reduced to $8,000 a year for six (6) years for a total of $48,000. Urgent

 

            Macallen Dam

 

A motion was made by Nathan Lunney, seconded by Phil Nazzaro to recommend that $50,000 per year be appropriated for the next six (6) years for the Macallen Dam for repairs and modifications to the dam            structure.  Necessary

 

            Stormwater

 

A motion was made by Phil Nazzaro, seconded by Nathan Lunney, to recommend that $94,000 per year be appropriated for engineering services for the next six (6) years for the Beech Street Extension and New Road drainage projects.  So voted. Urgent

 

           

 

Vehicle/Equipment

 

A motion was made by Phil Nazzaro, seconded by Judy Ryan, to recommend that $150,000 per year be appropriated for the next six (6) years for vehicles and equipment.  So voted.  Necessary

 

            Fire and Rescue

 

A motion was made by Judy Ryan, seconded by Phil Nazzaro, to recommend that $95,000 per year for six (6) years be appropriated for vehicles. So voted.  Necessary

           

A motion was made by Phil Nazzaro, seconded by Nathan Lunney, to recommend $37,000 per year for the next six years be appropriated for   personal protective equipment.  So voted.  Necessary

 

            Police/Dispatch

 

A motion was made by Judy Ryan, seconded by Phil Nazzaro, to recommend $46,500 for the next six years be appropriated for police vehicles.  So voted. Necessary

 

A motion was made by Phil Nazzaro, seconded by Judy Ryan, to recommend $29,449, for the next (6) years be appropriated for dispatch/communications. So voted. Necessary

 

            Recreation

 

A motion was made by Russ Simon, seconded by Phil Nazzaro, to             recommend 0 funding to be appropriated for recreation. So voted.  There appears to be enough funding in the Recreation Facility capital reserve funds to fund all proposed projects over the next six (6) years.  Nathan Lunney left the meeting at 7:15 p.m. as he had a School Board meeting. Deferrable

 

            Library

                       

A motion was made by Judy Ryan, seconded by Russ Simon, to recommend 0 funding and defer consideration until further documentation is provided to better understand the financial process regarding the Library trust fund and the language of the deed for the library. All in favor. Deferrable

 

 

 

 

 

 

Veterans Association

 

Following discussion by the CIP committee at the last meeting, the Association decided to withdraw its request for CIP funds for repairing       the War Memorial Band Stand and will work with the Town Administrator on another funding strategy.

 

Finance

 

This item will be forwarded to the Town Council for consideration for a Warrant Article.

 

Planning

 

This item will be forwarded to the Town Council for consideration for a Warrant Article.

 

4.         Other Business

 

Phil Nazzaro updated everyone on the Town Council’s decision to not have a special Town Meeting for the amending the Charter to change the Town’s policy regarding Capital Reserve funds. So, there will be a need for separate warrant articles for each Capital Reserve Fund request so that the funds can be properly appropriated to the accounts at the Town’s annual Town Meeting in March.

 

5.         Next Meeting

 

The next meeting will be Monday, September 29, 2014 for the committee to complete its recommendations. The committee has requested an update from the School Superintendent on the School’s CIP and will invite them to attend. Also, Sean Grieg will be invited to answer specific questions on how he intends to spend existing monies in his Capital Reserve Fund and why funds which had been previously requested for the various projects that are before the CIP committee again.

 

6.         Adjourn  

 

A motion was made at 7:55 p.m. to adjourn by Phil Nazzaro, seconded by Russ Simon.  All in favor.