Members present: Leo Filion, Don Parnell, Peter Roy, Judith Carr, Al Zink, and Diane Hardy. Also present were Dana Glennon, Rose Ann Kwaks, and Sean Greig.
Chairman Filion indicated that he called this meeting as a result of the town council/budget committee request that the CIP committee: (1) reconsider some of its recommendations on the CIP; (2) complete the six year plan; and (3) update replacement costs for vehicles.
Leo Filion expressed the importance of having a long range CIP plan for water and sewer project that extends for six years. It is important to know what the Departments’ priorities are and what major costs are anticipated in the future, so the costs can be reasonably spread out over time, without resulting in a major increase to the water and sewer rate payers in any given year.
It was mentioned that there are planning documents that were done in the past that identify what the water and sewer needs of the Town are. There was a plan that was completed by Underwood Engineers Section 201 Facilities Plan, 2001 which identified specific sewerage improvements and extensions within Town. Sean Grieg explained that he was still working on implementing the recommendations of that plan.
Mr. Filion also spoke of a plan regarding the water system that was prepared by Dufresne and Henry in the 1990s. He explained that he was a water commissioner for 21 years. He talked about previous policies which required that water lines be at least 8 inches in diameter to assure there were adequate fire flows and pressures for hydrants. The water system plan needs to consider not only water for domestic use, but for fire protection purposes. Diane Hardy suggested that maybe it is time that these plans be reviewed and updated by the town’s engineering firm with current information and cost data.
This year, the CIP worked only off the information that was provided by the Departments. The Chairman and committee members discussed their frustrations in trying to get information from some of the Town’s departments in a timely matter and not being able to obtain it in order to complete the process properly. There had been delays due to department people not being available or being on vacation.
Water and Wastewater Superintendent Sean Greig provided a one page overview of projects that they are involved with. These include water meter replacement, New Village water project, water line from car wash to the water tank and the new tank, the New Village sewer and drainage project and the new wastewater treatment facility. The New Village project will be started shortly. Greig indicated funding has been approved from the US Rural Development Program for 50% of the cost for portions of the project and spoke about the federal economic recovery money the Town has received. He also mentioned a corrosion control project and flushing program. The CIP committee acknowledged they were not aware of all of the projects that the water and wastewater department was involved with and found the information useful.
There was considerable discussion about a 2003-2004, warrant article involving a bond issue for $2,150,000 for certain water system improvements. This bond allocated $600,000 for a new water line from Bay Road to New Road, as part of Phase 1 and Phase 2 of the Main Street project. Also, a line from New Road to the Water Tank had an allocation of $350,000 from this bonding sum. It was noted; however, that these costs were paid out of the capital reserve funds and Tax Increment Financing funding and no additional bonding was used. The CIP committee asked that the status of available bonding authority, under this warrant article be clarified for next year’s CIP process. It is important to know what is available for future projects.
A motion was made by Peter Roy to authorize the CIP Chairman to meet with Town Administrator Wojnowski to develop a six (6) year plan for the water and sewer Departments; and also to meet with Don Parnell, Finance Director, to look at the costs of these capital improvements over time and to determine what impact these costs will have on water and sewer user rates.
The motion was seconded by Judith Carr. The motion was voted unanimously.
Chairman Filion stated that he will meet with the Public Works Department to see if he can obtain updated information on the replacement cost of vehicles and to obtain information to ascertain that all vehicles the Town owns are included in the capital replacement plan whether they are to be replaced or not.
The committee emphasized that it is important that it is clearly understood how each project will be funded: through the general fund, the current water and sewer operating budget, the water and sewer capital reserve funds, the water and sewer fund balance, and/or through state revolving loan funds or grant funds. . The CIP committee recommends that in the future that a financing plan, which details this be provided for each CIP request.
Diane Hardy excused herself from the meeting at 4:15 p.m. as she had another meeting.
A motion was made and seconded to approve the minutes of the December 2, 2009 CIP meeting. The minutes were accepted.
The meeting was adjourned at 5:00 pm, upon a motion by Judith Carr and a second by Al Zink. So voted.
