Capital Improvement Program (CIP)

Meeting date: 
Tuesday, August 29, 2017

                                                                                                                                                                                Approved Minutes

TOWN OF NEWMARKET, NH
CAPITAL IMPROVEMENT PLAN (CIP) COMMITTEE
August 29, 2017

5:00 PM Town Hall Auditorium

Called to Order by Diane Hardy:  5:00 PM

Agenda Items:

  1. Introductions and Welcome by Diane Hardy

Members Present: Rose-Anne Kwaks (PB Rep), Gretchen Kast (TC Rep), Dale Pike (Alternate TC Rep), Judith Ryan (Member at Large), Al Zink (School Board Rep), and Russ Simon (Member at Large).

Others Present: Diane Hardy, Town Planner, and Sue Frick, Recording Secretary.

 

  1. Election of Chairman, Vice Chairman and Coordinator

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Diane Hardy turned the meeting over to the new Chair.

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Diane Hardy will serve as the CIP Coordinator and Sue Frick will be taking minutes for the CIP this year.

 

  1.  Pledge of Allegiance

 

  1. Rules of Procedure

A discussion of the rules last adopted in August 2015 was lead by Diane Hardy. Copies were sent to all members before the meeting. Diane Hardy and Greg Marles are collaborating on the CIP preparation. Greg Marles will be advising the CIP going forward on all town facilities and will be assisting the Department Heads in setting priorities. Dale Pike would like to explore how the diligent work done by the CIP could be more effectively communicated in the final budget process completed by the Town Administrator and the Town Council. Perhaps the CIP recommendations should be presented on the first day of the budget process meetings with the TC. Russ Simon discussed the difference between the Town and the School capital reserve funds – two separate processes.

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                                                                                                                                                                               Approved Minutes

The Charter has language that should be included in the CIP Rules and Procedures:

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required subject to the Town Council approval. Ex-officio members shall include the Town Administrator, the Facilities Director, the Superintendent of Schools, the Business Administrator/Financial Director, and the CIP Coordinator.”

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Diane Hardy will speak with the TA to get clarity and resolution on this issue.

 

  1. The Process and Any Changes from Last Year

There is no change in the process from last year.

 

  1. The Forms, Instruction Manual, Final Product

Diane Hardy sent copies of the updated forms (dates, etc.) and instructions to all of the Department

 Heads. The final report is due to the Town Administrator by Oct. 1.

 

  1. The Schedule
  • First organizational meeting this evening, August 29.
  • September 6: Department Head deadline for submission of CIP requests by end of day to the Coordinator.
  • September 8: Diane Hardy will send the Spreadsheets to the CIP members.
  • Tours will be arranged by Diane Hardy and the ex-officio members should be encouraged to attend. The tours will relate to the CIP requests. Possible dates include Sept. 11, from 2-5 pm and Sept. 14, from 2-5 pm. The School presentation plans will be arranged for the 14th from 4-6 pm. Rather than a tour, a presentation of the school plans will be made by the Superintendent and the Financial Director (if available). Al Zink will speak to them at the next School Board Meeting (8/30).
  • Department Head Presentations will begin on Monday, Sept. 18 from 1-5 pm. If necessary, a second meeting will be held Sept. 19 from 1-5 pm.
  • Deliberation and Recommendation meeting is scheduled for Monday, Sept.25, 6-8 pm. An additional meeting may be required and shall be determined at a later date.

 

  1. Other Business

No other business.

 

  1. Adjournment
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The meeting was adjourned at 6:32 PM.
 

Respectfully submitted,

Sue Frick, Recording SecretaryAttendance at the Conservation Celebration is $10 per adult, $5 per child 7 and over (children under 6 are free). Includes lunch. Please reserve your spot by Wednesday, June 3th by calling 603-778-6088, emailing register@seltnh.org or completing this online form. Please specify which field trips you will attend and whether you would like a vegetarian meal.