Capital Improvement Program (CIP)
Capital Improvement Plan (CIP) Committee
Newmarket Town Hall
Town Council Chambers
Wednesday, September 10, 2014
6:00 – 8:00 pm
Members present: Russ Simon, Rose-Anne Kwaks, Phil Nazzaro, Nathan Lunney, and Jane Ford. Matt Angell, Interim Finance Director, and Diane Hardy, Town Planner were also present. Judith Ryan was excused.
The meeting was called to order at 6:04 p.m.
Following introductions, the Committee discussed the overall process and changes since last year. The Town Charter revisions that were adopted at the March 11, 2014 annual meeting changed the composition of the CIP committee to include two additional citizen- at-large members and a school board representative and an alternate and a six year time horizon for the plan instead of a ten year planning horizon. Differences between the School’s budget process and the Town’s were discussed at length in terms of scheduling for the annual budget process. It was believed there might be the need for an additional CIP meeting to dovetail with the School’s budget process. (To be confirmed) The Town’s CIP needs to be submitted to the Town Administrator by October 1. The Town Adminstrator has to have his budget to the Town Council by October 15.
The Committee then took up the election of Chairman, Vice Chairman, and Coordinator.
Russ Simon nominated Rose-Anne Kwaks as the Chair. His motion was seconded by Phil Nazarro and all voted in favor.
Phil Nazzaro nominated Jane Ford, as Vice Chair. His motion was seconded by Russ Simon and all voted in favor.
Diane Hardy offered to serve as the CIP coordinator and Rose-Anne Kwaks offered to assist her with the minutes. There was some discussion regarding ex officio members. After checking with Town Administrator, Steve Fournier, it was decided the staff would be available as a resource to assist the committee without having full voting privileges.
The Committee then reviewed the draft Rules of Procedure. There were several changes noted, as follows: (1) Alternates shall have the same voting rights when they sit in for a Regular member; (2) Add School Board representative and one alternate in paragraph 2 under Membership; and (3) Under Officers, subparagraph 4, In regards to appointing “ex-officio” members to assist the CIP Committee , it was decided that, until further clarification is provided by the Town Administrator regarding ex-officio status, the Committee will just request assistance from staff, as needed.
The CIP committee decided that the next meeting with Department heads and agencies, who will be present for questions and answers, will be held as previously scheduled on Thursday, September 18 at 1:00 pm. However, subsequent meetings will be held during the early evening hours from 6:00 pm to 8:00 pm. The committee will meet again on September 25 at 6:00 pm. A tentative meeting date for Tuesday, September 30 at 6:00 pm was scheduled as a fall-back date in order to submit the Town’s portion of the CIP to Town Administrator by October 1. Hopefully, an additional meeting will be held after October 1 to discuss the School’s CIP budget when completed by the School Administration.
Diane Hardy will contact the Department heads and ask for the current balance in the Capital Reserve funds for each piece of equipment and project. Also, the Committee would like to know when each department will be requesting permission to utilize funds in the future (in other words spend the money that is available in the Capital Reserve Fund). The Committee requested the Library Director to attend the meeting on September 18. They also requested Diane Hardy to reach out to her and assist her in putting together a 6 year plan for the Library to be presented at that meeting.
The CIP committee felt it would helpful to have information regarding debt service, operating cost, expected life cycle of equipment, and long-term amortization of costs even if they extend beyond the six year CIP period. The committee questioned why there wasn’t a Building and Grounds assets (real estate) list from Public Works.
The Committee adjourned at 7:45 p.m., upon a motion by Phil Nazzaro and a second by Nathan Lunny. So voted.