# capital-planning-committee — 48 documents, concatenated for reading and search # # This is a CONVENIENCE BUNDLE, not a source. Every document below is # published separately and byte-identically; cite the individual file, # whose path is given in each header, rather than this bundle. # Index of all boards: https://lunenburgbudgetproject.org/minutes/INDEX.txt # The town's own scanned original is linked per document. ======================================================================================== DOCUMENT : 2013-01-02-agenda-1176.txt BOARD : capital-planning-committee DATE : 2013-01-02 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-01-02-agenda-1176.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01022013-1176 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Carl Sund, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, January 2, 2013, 9:00 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Appointment: 9:00 AM- Department of Public Works Review Form B Review Five Year Plan 11:00 AM- Fire Department Discussion Approve Minutes: 12-20-12 Adjournment CAPPLAN/Agenda 2013/01.02.13 ======================================================================================== DOCUMENT : 2013-01-02-minutes-1176.txt BOARD : capital-planning-committee DATE : 2013-01-02 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-01-02-minutes-1176.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01022013-1176 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2013-01-09-agenda-1177.txt BOARD : capital-planning-committee DATE : 2013-01-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-01-09-agenda-1177.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01092013-1177 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Carl Sund, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, January 9, 2013, 9:00 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Appointment: 9:00 AM- Technology Replacement Plan 11:00 AM- Fire Department Discussion Approve Minutes: 12-20-12, 1-2-13 Adjournment CAPPLAN/Agenda 2013/01.09.13 ======================================================================================== DOCUMENT : 2013-01-09-minutes-1177.txt BOARD : capital-planning-committee DATE : 2013-01-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-01-09-minutes-1177.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01092013-1177 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Carl Sund, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes January 9, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:00 AM Present: Chair, Marion M. Benson, Carl (Ernie) Sund, Colleen Shapiro, Steve Raboin, Dennis Mannone, Jr. Absent: Kerry Speidel Technology- Presentation given by Steve Malandrinos, Technology Director. The FY14 Capital Plan for technology was prepared by the previous Director, but Mr. Malandrinos has looked it over . Typical municipal computer replacement is 4-5 years. The Plan is as follows. Fire Dept - 1 computer, 2 Toughbooks, 1 printer for a total of $10,023.00. The two replacement Toughbooks are for multiple locations. Police Dept - 5 computers, 2 laptops, 2 Toughbooks, 3 p rinters, 3 digital cameras, 1 fax machine for a total of $24,173.00. Committee questioned cost difference of Fire Dept Toughbooks ($4,500 each) vs. Police Dept Toughbooks ($6,111 each). Mr. Malandrinos to check. Mr. Raboin noted that in the future it could be more economical to have multi-function devices. Public Safety Building - 2 replacement port switches, 1 tape backup system, 1 firewall for a total of $4,653.00. Mr. Malandrinos would prefer an internet backup system, which may cost less than a tape ($2,200.00) backup. Board of Selectmen- 1 computer at $900.00. Board of Health- 1 printer at $300.00. Treasurer’s Office- 2 computers and 1 printer for a total of $2,100.00 . Mr. Sund inquired if there is a master listing that gives the age of each piece of equipment. Mr. Malandrinos noted there is one for the school system, but not for the Town. Building Dept- 2 printers for a total of $600.00. Eagle House- 1 computer, 1 fax machine for a total of $1,300.00 Library- 1 APC UPS for servers at $700.00. Town Clerk- 1 computer for $900.00. Town Manager- 1 laptop for $1,350.00. Ritter Building- 1 backup domain controller, and 1 APC UPS for a total of $7,400.00 Total technology request for FY2014 is $54,399.00. As the Five Year Plan was submitted by the previous Tech Director, it was put on hold to give Mr. Malandrinos time to review. The Committee discussed the fact that when departments submit Form B’s, they also need to include whether or not they have technology or building requests. The Form B will be updated for this inclusion. Committee questioned the Mobile Media Carts for the School Department. Mr. Malandrinos plans on viewing at the schools and noted that training needs to be included. Chair Benson will talk to Superintendent Calme s regarding training. Mr. Sund noted, going forward, possibly just replacing the technology in the cart versus the complete cart. ===PAGE 2=== Capital Planning Committee Minutes 01.09.13 Page 2 Mr. Raboin questioned the $41,400 Windows 2000 replacement that controls building operations in the schools. He feels it is too costly for what will be a two year lifespan. Mr. Malandrinos will see if there is a most cost-effective solution. Fire Department - The Committee requested a second meeting with Chief Sullivan . Chief Sullivan ’s one number priority is replacement of Rescue 2 Ambulance for $215,000.00. This is currently the oldest (2004) ambulance in the fleet. It would become the primary ambulance and Rescue 1 would go to backup status , extending that unit’s life cycle . The Town averages 800 dispatches/year. The amended price from $210,000 .00 to $215,000.00 would allow the purchase of a heavier chassis. Mr. Sund requested mileage and hours of current ambulances. Mr. Mannone Jr. inquired as to possibility of lease -to-own. Chair Benson will bring up subject to Town Manager. Existing Car 2 is a former used police cruiser picked up 2 years ago and used for inspectional services, investigations and support work. It is used daily. Went on 270 runs in 2010; 588 runs in 20 11 to assist the ambulance crew. Most heavily used vehicle in department. Approximately 8,200 miles in 2011. Committee questioned why a second -hand car can’t be purchased or a used police car handed down. Chief Sullivan noted that Chief Marino is keeping his cars as backup in the Police Dept. Chief Sullivan would want Car 2 to be either a sedan or a small utility vehicle. Possibly an Explorer or Crown Vic with trunk spac e. He is anticipating a 10 -year lifespan. Mr. Sund concerned that when the initial car was acquired a few years ago , it was stated that the vehicle was not going to be an inroad to a replacement. Now it has become that. Discussions- DPW Director, John Rodriquenz, was to look into leasing of street sweeper. Mr. Sund questioned the cost of out-sourcing, The Committee would like the DPW Director to investigate. An invitation will be issued to the Selectmen, Town Manager, Finance Committee, DPW Director, and Fire Chief to view the new cruiser models at the Public Safety Building, January 16th, 9:30 AM. It will also be placed on the Lunenburg Scroll for citizens. Ms. Shapiro noted there is no plan in place for the ramp between the parking lots for the Senior Center at $15,000.00. Chair Benson noted that if approved, then will go to DPW Director for action. Chair Benson to contact DPW Director. Committee will request Technology and DPW to come again before the Committee. Approve Minutes- Approved December 20, 2012 and January 2, 2013. Adjournment- Motion to adjourn, Ms. Shapiro, Second, Mr. Sund, adjourned 12:30 PM Capplan/minutes/2013/01.09.13 ======================================================================================== DOCUMENT : 2013-01-16-agenda-1178.txt BOARD : capital-planning-committee DATE : 2013-01-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-01-16-agenda-1178.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01162013-1178 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2013-01-16-minutes-1178.txt BOARD : capital-planning-committee DATE : 2013-01-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-01-16-minutes-1178.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01162013-1178 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Carl Sund, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes January 16, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 10:00 AM Present: Chair, Marion M. Benson, Carl (Ernie) Sund, Colleen Shapiro, Steve Raboin, Dennis Mannone, Jr. Absent: Kerry Speidel Approve Minutes 01-09-13- Minutes approved. Police Vehicles- New cruiser models were to be available at Public Safety Bu ilding for viewing at 9:30 AM. Due to snowstorm, viewing was postponed and meeting was delayed until 10 AM. Committee noted they are requesting mileage and hours on any Town -owned vehicle that is listed on a Form B. Form B will be revised for the next FY. PRELIMINARY PRIORITIZATION- Council on Aging- Gas Generator- Delete from Plan Department of Public Works- Road Rehab- Remove from Plan. Will be funded by other means. Street Sweeper- More information requested. Reconfigure Townsend Harbor Road & Mulpus Road Intersection- More investigation needed. Grants? 4-Way Flasher on Lancaster Avenue at Goodrich Street- Need more information. ADA Ramp between parking lots at Eagle House- No schematic available. Remove from Plan pending further resolution. Pickup w/Plow- Remain on Plan. Demolition of Holman Street Cemetery Building & West Street Park Building- Remain on Plan. Fire Department- Replace Rescue 2 Ambulance- Remain on Plan. Replace Car 2 (Fire Car)- Delete from Plan. Equipment- Remain on Plan. Historical Commission- Repaint Town Hall & rebuild chimney- Remain on Plan. ===PAGE 2=== Capital Planning Committee Minutes 01.16.13 Police Department- Patrol Cars- Remain on Plan. Portable Radios- Remove from Plan. Pistols & Holsters- Remain on Plan. ATV- Remove from Plan. Speed Sign w/recording system- Remove from Plan. Shotguns- Dollar amount not sufficient for Capital Plan. Should be under Department budget. School Department- Upgrade HVAC Controls- Remain on Plan. Mobile Media Carts- Remain on Plan. Floor Replacement in Café & Teachers’ Lunchroom- Remain on Plan. New Figure of $16,000.00. Asbestos Remediation- Remain on Plan. Discussion-Chair Benson will contact Police Chief Marino to reschedule vehicle viewing. Committee would like to meet again with IT Director and also a site visit to the Public Works Facility. Adjournment- Adjourned 12:45 PM. Capplan/minutes/2013/01.16.13 ======================================================================================== DOCUMENT : 2013-01-23-agenda-1179.txt BOARD : capital-planning-committee DATE : 2013-01-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-01-23-agenda-1179.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01232013-1179 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Carl Sund, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, January 23, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Appointments: 9:30 AM- Site Visit, DPW Facility, Chase Road 11:00 AM- IT Director General Review/Preliminary Prioritization Approve Minutes- January 16, 2013 Adjournment CAPPLAN/Agenda 2013/01.23.13 ======================================================================================== DOCUMENT : 2013-01-23-minutes-1179.txt BOARD : capital-planning-committee DATE : 2013-01-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-01-23-minutes-1179.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01232013-1179 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Carl Sund, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes January 23, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Chair, Marion M. Benson, Carl (Ernie) Sund, Colleen Shapiro, Steve Raboin, Dennis Mannone, Jr. Absent: Kerry Speidel Site Visit, DPW Facility- Discussion was held on the vehicles, particularly the street sweeper. DPW Director, Jack Rodriquenz provided data on vehicle hours and miles and requested that the Committee keep the discussion relative to the agenda. Number of vehicles and workers w as taken off the table. The importance of street sweeping was discussed , noting that beside roadway aesthetics, Mr. Rodriquenz explained the environmental issues caused by runoff from the roadways. The Committee viewed the street sweeper. Mr. Rodriquenz explained the use and condition of the sweeper. The maintenance cost is estimated at $5000 per year. Committee asked questions pertaining to outsourcing. IT Director- Fire Dept- Computer- remain on Plan Toughbook (2)- remain on Plan B/W Laser Printer- remain on Plan Police Dept- Computers (5)- remain on Plan Laptops (2)- remain on Plan Toughbook (2)- remain on Plan Color Laser Printer (3)- remain on Plan Digital Camera (3)- remain on Plan Fax Machine- remain on Plan Public Safety Building- 48 Port GB Switches (2)- remain on Plan Tape Backup System- remain on Plan – will be a backup system, not taped-based. Sonicwall Firewall- remain on Plan Board of Selectmen- Computer- remain on Plan Board of Health- Printer- remain on Plan ===PAGE 2=== Capital Planning Committee minutes 01.23.13 Page 2 Treasurer- Computers (2)- remain on Plan Printer- remain on Plan Building Dept- Printer (2)- remain on Plan Eagle House- Computer- remain on Plan Fax machine- remain on Plan Library- APC UPS for servers- remain on Plan Town Clerk- Computer- remain on plan Town Manager- Laptop- remain on Plan Ritter Building- Backup domain controller- remain on Plan APC UPS- remain on Plan Committee inquired as to possibility of staggering purchases of Mobile Media Carts. Ms. Shapiro noted the total cost of $64,000 also includes administrative costs. The $64,000 is the complete technology request for the School Department. Committee questioned as to why Town technology and School technology are kept separate. Future change to technology recommended by IT Director is to get the Town buildings networked in a more uniform way for distribution of services. Committee looking for more information on the HVAC control upgrade for the schools. IT Director and Director of Facilities and Grounds to confer. General Review/Preliminary Prioritization- 01-16-13 Revision reviewed. Prioritization below. 4-way flasher on Lancaster Ave at Goodrich St- Go to Police Dept and request accident count. Ask Chief Marino what specifics are covered under the $35,000. Place holder at Town Meeting? Need more documentation. Reconfigure Townsend Hbr Rd & Mulpus Rd intersection - Go to Police Dept and request accident count. Place holder at Town Meeting? Need more documentation. ADA Ramp, Eagle House - Removed from Plan pending further resolution. Need more information from Director , Council on Aging. Pickup w/Plow- Mileage on current 20 year old vehicle is 10,500±. Streetsweeper- Remove from Plan. Demolition of Holman St Cemetery building & West St Park building- Remain on Plan. Ambulance- Remain on Plan. Fire Car- Deleted from Plan in previous prioritization. Fire Dept Equipment- Remain on Plan. Repainting of Town Hall and repair chimney- Ask Historical Commission to prioritize, if items separated. Patrol Cars (2)- Keep marked car on Plan. ===PAGE 3=== Capital Planning Committee minutes 01.23.13 Page 3 Portable Radios- Deleted from Plan in previous prioritization. Pistols & Holsters- Remain on Plan. ATV- Deleted from Plan in previous prioritization. Speed Sign- Deleted from Plan in previous prioritization. Shotguns (2)- Not appropriate for Capital Planning due to cost ($1,000). Should be requested under Department budget. Upgrade School HVAC Control- Remain on Plan. Mobile Media Carts- Need to break down and go line by line. School Floor Replacement in Café & Teacher’s lunchroom- New price of $16,000. Remain on Plan. Asbestos Remediation- Requesting update with specifics from Mr. Londa, Director of Facilities and Grounds. Town Technology- Remain on Plan with caveat of amending if needed Discussion: Viewing of police vehicles from Westminster will be scheduled for January 30 th. Department Heads were notified. There was discussion of once viewing has taken place, have a write up in the Ledger for the benefit of the citizens. Adjourned 1:10 PM. Capplan/minutes/2013/01.23.13 ======================================================================================== DOCUMENT : 2013-01-30-agenda-1180.txt BOARD : capital-planning-committee DATE : 2013-01-30 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-01-30-agenda-1180.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01302013-1180 ======================================================================================== ===PAGE 1===                                                                       !    "  #         $           %      NOTICE OF MEETING Wednesday, January 30, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Appointment: 9:30 AM, Police Vehicles, Public Safety Facility Building, 655 Massachusetts Avenue Ritter Memorial Building General Review/Preliminary Prioritization Approve Minutes- January 16, 2013, January 23, 2013 Adjournment CAPPLAN/Agenda 2013/01.30.13 ======================================================================================== DOCUMENT : 2013-01-30-minutes-1180.txt BOARD : capital-planning-committee DATE : 2013-01-30 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-01-30-minutes-1180.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01302013-1180 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Carl Sund, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes January 30, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Chair, Marion M. Benson, Carl (Ernie) Sund, Steve Raboin, Dennis Mannone, Jr. Absent: Kerry Speidel, Colleen Shapiro Police Vehicles, Public Safety Facility Building - Cancelled due to inclement weather. Rescheduling date TBD. Chair, Board of Selectmen looking for details - additional cost in purchasing and maintenance? Would they fulfill department needs? Mr. Sund made Motion that the Capital Planning Committee recommends the Utility Vehicle for the patrol car, Second, Mr. Raboin. All aye. General Review/Preliminary Prioritization- Police Dept- Marked Car- Remain on Plan DPW- Street Sweeper- Deleted from Plan in previous prioritization. Recommend repair/out-sourcing. Road Rehab- Take off the bottom line ADA Ramp- Deleted from Plan in previous prioritization. Fire Dept- Fire Car 2- Deleted from Plan in previous prioritization Repainting of Town Hall & Repair Chimney- Historical Commission asked to prioritize if items separated. Deducted $30,000 for painting. Committee looking for a price estimate on chimney and roof work. Can the chimney be done one year and the roof the next? Police Dept- Portable Radios- Deleted from Plan in previous prioritization. ATV- Deleted from Plan in previous prioritization. Future consideration. Shotguns- Deleted from Plan in previous prioritization. Did not meet Capital threshold. ===PAGE 2=== Capital Planning Committee minutes 01.30.13 Page 2 School Dept- Floor replacement- Remain on Plan with new figure of $16,000. Manufacturer contribution of $4,000. Mr. Sund did some checking regarding street sweepers. The current sweeper is 19 y ears old, mileage of 10,500, which averages approximately 555 miles per year . Checked with a company; a sweeper goes 3-5 miles per hour . Three miles/hour is 185 hours/year – maintenance is $5000/year - employee cost $40/hour – for 185 hours is $7400 /year. Vehicle cost at $182,000 – interest at 3% - total cost per year for sweeper is $9800 - $1200 for insurance – annual cost to purchase $11,000 – employee cost $7400 – maintenance cost $5000 - equals $23,400 to run sweeper for one season. Also checked into what sweepers are going for (includes the individual) – anywhere from $95 - to $125 /hour. Using $100/hour, there would be a savings of $5000/year. The savings could be less due to the age of the current sweeper. Committee will ask DPW Director for his dollar estimate for comparison. Fire Dept- Ambulance- Remain on Plan. Committee is requesting mileage on present ambulance. Is there a less exp ensive ambulance available? School Dept- Mobile Media Carts- Remain on Plan with discussion of possibly ½ this FY and ½ next FY. HVAC- Remain on Plan. Floor Replacement- Remain on Plan with new figure of $16,000. Asbestos- Remain on Plan. Committee would like a project list from the DPW. DPW- Reconfigure Townsend Hbr Rd & Mulpus Rd Intersection- Leave on until more investigation. 4-way Flasher on Lancaster Ave @ Goodrich St- Leave on until further information. Next meeting scheduled for Thursday, February 7th, 9:30 AM, Ritter Memorial Building. Ms. Benson will request additional information from 1) School Dept with Director Facilites and Grounds and IT Director, 2) Historical Commission re breakdown, and 3) Fire Dept re low-cost ambulance alternative. Approved Minutes – January 16, 2013 Adjourned 11:15 AM. Capplan/minutes/2013/01.30.13 ======================================================================================== DOCUMENT : 2013-02-07-agenda-1181.txt BOARD : capital-planning-committee DATE : 2013-02-07 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-02-07-agenda-1181.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02072013-1181 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Carl Sund, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Thursday, February 7, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call General Review/Prioritization of Capital Requests Approve Minutes- January 23, 2013, January 30, 2013 Adjournment CAPPLAN/Agenda 2013/02.07.13 ======================================================================================== DOCUMENT : 2013-02-07-minutes-1181.txt BOARD : capital-planning-committee DATE : 2013-02-07 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-02-07-minutes-1181.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02072013-1181 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Carl Sund, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes February 7, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Chair, Marion M. Benson, Carl (Ernie) Sund, Colleen Shapiro, Steve Raboin, Dennis Mannone, Jr. Absent: Kerry Speidel General Review/Prioritization of Capital Requests- Reconfiguration of Townsend Hbr Rd & Mulpus Rd Intersection and 4 -way Flasher on Lancaster Ave @ Goodrich St - Ms. Benson noted she corresponded with DPW Director John Rodriquenz regarding the two intersection requests. She also corresponded with Police Chief Marino who noted 12.31.09 to 12.31.12 accident count of nine at Lancaster Avenue and Goodrich Street and 12.31.07 to 12.31.12 accident count of four at Mulpu s Road and Townsend Harbor Road. Chief Marino noted these are only “reported” accidents. The Committee had inquired of any financial assistance available from Montachusett Regional Planning Commission ( MRPC). Correspondence to the Committee Chair noted that a project usually takes one to two years to be included and that the Transportation Improvement Program (TIP) for 2013-2016 has already been approved. Noted process to get a project in the TIP . Board consensus was to take both requests off the FY201 4 Plan and have them brought back in the future with grant funding information. Committee also requesting h azardous intersection study for Lancaster/Goodrich. Unanimous vote to delete both requests from Plan at a total of $65,000, with the stipulation of future consideration. Town Hall Repainting, Chimney, and Roof Repair - Ms. Benson requested breakdown from Chair, Historical Commission. Chimney - $18,500. Roof - $40,000. Painting - $40,000. First priority is the chimney at $18,500 for FY2014. Unanimous vote. Roof and painting deleted for FY2014. ($32,000 minus’d as amounts deleted under prior prioritizations.) Utility Vehicle- Committee received information noting Chelmsford using new Ford Interceptors. Ms. Benson’s research notes Sedan cost is $26,641.00, Utility cost is $27,432.00 (difference of approximately $800). Ms. Benson spoke with Chief Marino; he noted several sites to pur chase from – can shop around . Sedan get s average mileage of 16 /gallon with 23 on the highway . Utility gets average mileage of 16 /gallon with 21 on the highway. There is not a lot of info rmation concerning maintenance as they are so new. There is 100,000 miles, three years guarantee reported (no cost). Ms. Benson noted reasons the Committee has seen and heard from other communities is that the Utility serves departments better i n size. The back seat of the Sedan is narrow with a narrow width and a short floor depth . This can be difficult to place a prisoner in, especially if they are combative. There is no room in the trunk after the placement of equipment ; some of it has to be placed in the front seat. More importantly, the sedan is not a ve hicle for a large individual. They have difficulty getting out of it quickly which is a safety factor. The Committee prioritizes the Utility over the Sedan . The Committee de cided not to rec ommend the unmarked car. Previous prioritization noted $45,000 for cruiser. Cost will note Utility /interceptor for $45,000. This includes $15,000 for outfitting, $50 00 of which is a radio required under State law. Unanimous vote for Interceptor at $45,000. Plan will not e breakdown - Interceptor (base unit) for $30,000, equipment and outfitting mandated by State regulations $15,000. ===PAGE 2=== Capital Planning Committee minutes 02.07.13 Page 2 DPW Pickup with Plow - Committee felt DPW Director did not make a significant case and he also listed as a Priority 6 on his Form B. In viewing DPW’s five-year plan, noted for FY15 a dump with plow at $175,000 and pickup with plow at $40,000. Vote taken, Mr. Raboin, nay; Mr. Mannone Jr., nay; Ms. Shapiro, nay; Mr. Sund, nay; Ms. Benson, aye. Pickup with plow at $42,000 removed from FY14 Plan. Demolition of Holman St Cemetery Bldg & West St Park Bldg - Lengthy discussion ensued. The Committee discussed the possibility of selling the property “as is”. It was noted that the Cemetery Department plans to use the land for storage onc e the building is demolished. Prior to voting on the demolition, Ms. Sha piro made Motion to reconsider the DPW Pickup with Plow, Second, Mr. Sund. Mr. Sund felt the pickup with plow should come before the building demolition. Ms. Shapiro felt not enough information was avail able for demolition. Motion, Mr. Raboin, to vote on removing DPW Pickup with Plow from FY14 Plan, Second, Ms. Shapiro, Mr. Raboin, aye; Mr. Mannone Jr., aye; Mr. Sund, aye; Ms. Shapiro, aye; Ms. Benson, nay. DPW Pickup with Plow removed from Plan. Discussion continued on demolition. Mr. Mannone Jr. felt not enough information was available. Mr. Raboin felt they needed to come down for safety issues. Mr. Sund mentioned the possibility of using for a controlled burn fire department practice. Ms. Benson requested two Motions; one to take it off the Plan and one to adjust the dollar amount. Motion, Ms. Shapiro, to adjust dollar amount for demolition of Holman St Cemetery Building and West Street Park Building , Second, Mr. Raboin, discussion then ensued for dollar amount. Motion, Ms. Shapiro for demolition of Holman St Cemetery Building and West Street Park Building with an amended amount of $15,000, Second, Mr. Raboin. Vote taken, Ms. Shapiro, aye; Mr. Raboin, aye; Mr. Sund, aye; Ms. Benson, aye; Mr. Mannone Jr., nay. School Dept, HVAC Controls- Motion, Mr. Mannone Jr., for yea/nay vote on the HVAC controls at $41,400. Vote taken, unanimous vote to remain on Plan. Mobile Media Carts (School Technology )- Motion, Mr. Sund to amend School Technology to $55,000, Second, Mr. Raboin, all aye. Town Technology- Motion, Mr. Sund, to amend Town Technology to $45,000, Second, Ms. Shapiro, all aye. School Dept, Floor Replacement- Remain on Plan at $16,000. School Dept, Asbestos Remediation- Remain on Plan at $15,000. Fire Dept, Ambulance- Remain on Plan at $215,000. Fire Dept, equipment (35 sets of Turnout Gear)- Remain on Plan at $37,000. Police Dept, Pistols & Holsters (40)- Remain on Plan at $20,583. Committee discussed future meetings. Consensus was to meet starting March and then possibly every other week approximately 9 to 10:30. Approved Minutes 01.23.13 and 01.30.13- Adjourned 12:00 PM. Capplan/minutes/2013/02.07.13 ======================================================================================== DOCUMENT : 2013-04-04-agenda-1182.txt BOARD : capital-planning-committee DATE : 2013-04-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-04-04-agenda-1182.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04042013-1182 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Carl Sund, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Thursday, April 4, 2013, 6:15 PM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Capital Planning Report/Finance Committee Approve Minutes- February 7, 2013 Adjournment CAPPLAN/Agenda 2013/04.04.13 ======================================================================================== DOCUMENT : 2013-04-04-minutes-1182.txt BOARD : capital-planning-committee DATE : 2013-04-04 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-04-04-minutes-1182.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04042013-1182 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Carl Sund, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes April 4, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 6:15 PM Present: Chair, Marion M. Benson, Carl (Ernie) Sund, Colleen Shapiro, Steve Raboin, Dennis Mannone, Jr. Absent: Kerry Speidel Discussion held regarding presentation to Finance Committee. Capplan/minutes/2013/04.04.13 ======================================================================================== DOCUMENT : 2013-05-16-agenda-1183.txt BOARD : capital-planning-committee DATE : 2013-05-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-05-16-agenda-1183.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05162013-1183 ======================================================================================== ===PAGE 1===                                                                        ! " #    $  %         &                 NOTICE OF MEETING Thursday, May 16, 2013, 9:00 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes- April 4, 2013 Review Process and Procedure Adjournment CAPPLAN/Agenda 2013/05.16.13 ======================================================================================== DOCUMENT : 2013-05-16-minutes-1183.txt BOARD : capital-planning-committee DATE : 2013-05-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-05-16-minutes-1183.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05162013-1183 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes May 16, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:00 AM Present: Chair, Marion M. Benson, Jamie Toale, Colleen Shapiro, Steve Raboin, Dennis Mannone, Jr., Town Manager Kerry Speidel Ms. Benson noted the process under the Town Charter. Noted committees represented - Mr. Toale, Board of Selectmen ; Ms. Shapiro, School Committee; Mr. Raboin, Finance Committee ; Mr. Mannone Jr., member-at large, and that i t is the responsibility of that CPC member to bring forth any concerns of the represented committee. It was suggested to prioritize remaining capital requests beyond the recommended Plan in case more funds become available. It was also suggested a meeting be held with the Town Manager before submittal of final recommended Plan by Committee. Ms. Benson noted she has applied for a traffic coun t at the intersection of Lancaster Avenue and Goodrich Street. (A 4 -way flasher was requested for the FY2014 Plan, but did not make the final submitted Plan.) Committee reviewed forms. They felt the Form B needs to require more in -depth information. It should also reference if the requested item is listed in another’s department’s Form B, i.e., an item may be requested by one department, but falls under the jurisdiction of another department (facilities or technology). Note this in initial cover letter to departments. Town Manager noted that if item is submitted, but does not make the final recommended Plan, it needs to be carried forward to the next year; it doesn’t just go away if it’s not funded. Facility requests need to be generated through DPW. Form Bs requesting technology and/or facility needs to be double -filed. The requesting department and/or technology and/or DPW need to coordinate with one another. There was discussion regarding the financial forecast. The Town Manager noted she places $500K of cash into the budget each year for the FY Capital Plan warrant article placeholder. Any capital expenditure, regardless of the funding sources, should be part of the Plan and all requests should be prioritized even if all req uests cannot be on the Plan. Items could be separated by funding source on the final Committee recommended Plan. The Plan should be presented to her by December 31 of each year; mid-January at the latest for her final budget preparation date of February 15th. ===PAGE 2=== Capital Planning Committee minutes 05.16.13 Page 2 Ms. Shapiro inquired as to status of funds if an item on the Plan is not purchased by the end of the fiscal year. As it is a separate warrant article, once the money is appropriated it stays in that article. It does not expire at the end of the fiscal year and does not have to be spent in that fiscal year. It was noted that many departments neglect to complete Form C. Suggest ion was that departments be reminded to complete the form as the fiscal year is coming to a close. Modify Form B to include a “box” for outsourcing? Committee discussed reviewing the Form B as soon as it comes in, thereby allowing time for the Committee to note any item they want the department to explore, return the Form B to the department, and then schedule the department at a later date. The Committee could create a checklist to go to the department when requesting additional information. Tentative meeting schedule set through end-September as follows: June 6, 10:00 AM June 19, 9:30 AM July 10, 10:00 AM August 8, 9:30 AM September 18, 10:00 AM September 25, 10:00 AM Adjourned 11:10 AM. Capplan/minutes/2013/05.16.13 ======================================================================================== DOCUMENT : 2013-06-06-agenda-1185.txt BOARD : capital-planning-committee DATE : 2013-06-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-06-06-agenda-1185.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06062013-1185 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Thursday, June 6, 2013, 10:00 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes- April 4, 2013 May 16, 2013 Process and Procedure- Continued Review Meeting Dates- Confirmation Adjournment CAPPLAN/Agenda 2013/05.16.13 ======================================================================================== DOCUMENT : 2013-06-06-minutes-1185.txt BOARD : capital-planning-committee DATE : 2013-06-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-06-06-minutes-1185.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06062013-1185 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes June 6, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 10:00 AM Present: Chair, Marion M. Benson, Jamie Toale, Steve Raboin, Dennis Mannone, Jr. Absent: Colleen Shapiro, Town Manager Kerry Speidel Minutes approved- April 4, 2013 and May 16, 2013. Continued review of process and procedure: Forms have been revised as follows: The current Form B encompasses ten years. The Capital Planning Committee decided to reduce it to five years. The FY 2015 Form Bs shall encompass FY15 – FY19 with FY20 being for any other anticipated large purchases. At the May 16, 2013 meeting, the Town Manager noted that if an item is submitted, but does not make the final Plan, it should be carried forward to the next year. The Committee disagrees and wants those items listed only if they are still a requested item. The Form B will become Form B-1, B-2, and B-3. B-1 will be for equipment requests. If the equipment is a vehicle, Form C, Criteria and Reasoning -Vehicle Purchase, will accompany the Form B -1. Form C will include the vehicle’s age, mileage, condition, hours used, inspections (state or independent), repair history, accidents, and photos. B-2 will be for technology requests and shall be submitted both to the IT (Information Technology) Director and the Committee. The Committee will hold a meeting with the IT Director when the FY 2015 packet goes out to the departments. B-3 is for buildings, maintenance and roads and shall be coordinated with the DPW Director and/or the Director of Facilities an d Grounds. Form D, Capital Purchases- This is a record-keeping form for each time a Form B ite m is purchased. Form D will be sent to the departments July 1, 2013 and also included in the packet for FY 2015. No. 4 shall be revised to request both the budget doll ar amount and the actual cost of the item. Form E, Capital Item Emergency Request- no change. Form F, Capital Item Request Over $10,000 out of Operating Budget, Grant Monies, etc. - Committee chose to delete form as of this meeting. Audio recording of meeting available Documents used during meeting: Form B-1, Form B-2, Form B-3, Form C, Form D, Form E. Capplan/minutes/2013/06.06.13 ======================================================================================== DOCUMENT : 2013-06-19-agenda-1184.txt BOARD : capital-planning-committee DATE : 2013-06-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-06-19-agenda-1184.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06192013-1184 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, June 19, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes- June 6, 2013 Process and Procedure- Continued Review Next Meeting Date Adjournment CAPPLAN/Agenda 2013/06.19.13 ======================================================================================== DOCUMENT : 2013-06-19-minutes-1184.txt BOARD : capital-planning-committee DATE : 2013-06-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-06-19-minutes-1184.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06192013-1184 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes June 19, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Chair, Marion M. Benson, Jamie Toale, Steve Raboin, Colleen Shapiro, Dennis Mannone, Jr. Absent: Town Manager Kerry Speidel Minutes approved- June 6, 2013. Continued Review of Forms: Form C: #10 - Add “Pertinent Specifications” Delete page 2 #6 – to “mileage” add “/Hours” #6 – to read “criteria” with columns for both current and replacement Form B-1 - #6 – add box for “Used Equipment” Form B-2 – no change Form B-3: Ms. Benson will review form with DPW Director. Title (line 4) will be changed to read, “Building Projects and Maintenance”. #5 – add “maintenance” Change #6 to “Alternatives Reviewed”. Form D – no change Form E – Add #5 to read, “Has this item been on a Form B request or your Five -Year Plan?” Five Year Plan – no change Audio recording of meeting available Documents used during meeting: Form B-1, Form B-2, Form B-3, Form C, Form D, Form E, Five Year Plan. At the next meeting, the Committee will work on the cover letter to departments/commissions and set the calendar. Next meeting is July 10, 2013. Adjourned 10:40 AM. Capplan/minutes/2013/06.19.13 ======================================================================================== DOCUMENT : 2013-07-10-agenda-1186.txt BOARD : capital-planning-committee DATE : 2013-07-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-07-10-agenda-1186.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07102013-1186 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, July 10, 2013, 10:00 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes- June 19, 2013 Process and Procedure Cover Letter to Departments/Commissions Set Calendar Adjournment CAPPLAN/Agenda 2013/07.10.13 ======================================================================================== DOCUMENT : 2013-07-10-minutes-1186.txt BOARD : capital-planning-committee DATE : 2013-07-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-07-10-minutes-1186.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07102013-1186 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes July 10, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 10:00 AM Present: Chair, Marion M. Benson, Jamie Toale, Colleen Shapiro, Dennis Mannone, Jr. Absent: Town Manager Kerry Speidel, Steve Raboin Minutes approved- June 19, 2013. Committee reviewed and updated draft packet cover letter to departments. Timeline set as follows: Packet to Dept. Heads September 3, 2013 Deadline for Packet Return to Capital Planning Committee September 23, 2013 may be returned to mbenson@lunenburgonline.com Committee Review September 25, 2013 9:30 AM Town Manager w/Capital Planning Committee October 2, 2013 10:00 AM School Dept. w/Capital Planning Committee October 9, 2013 10:00 AM (IT Director included) Police Dept. w/Capital Planning Committee October 16, 2013 10:00 AM DPW w/Capital Planning Committee October 23, 2013 10:00 AM Fire Dept. w/Capital Planning Committee October 30, 2013 10:00 AM Technology w/Capital Planning Committee (School Facilities Director & IT Director) November 6, 2013 10:00 AM Council on Aging w/Capital Planning Committee November 13, 2013 10:00 AM Library w/Capital Planning Committee November 13, 2013 10:30 AM Historical Comm w/Capital Planning Committee November 13, 2013 11:00 AM Review process November 20, 2013 9:30 AM Capital Planning Committee Presentation to Town Manager December 18, 2013 10:00 AM Initial meetings will be held at the Ritter. At that time it will be decided if a site visit is necessary. Committee will begin its prioritization and review after the November 20 th meeting. All technology/communication requests must be signed off by the IT Director prior to submission to the Committee and all facilities/maintenance requests must be signed off by the DPW Director and/or School Facility Director prior to submission. If a depar tment wishes either the IT, DPW or School Facility Director to accompany them for their scheduled meeting with the Committee and the specific Director is not available, the department head ===PAGE 2=== Capital Planning Committee Minutes 07.10.13 Page 2 will need to reschedule their time with the Committee. Committee will discuss “big ticket” items with Town Manager at October 2nd meeting. The November 20 th meeting date will be available for any departments that the Committee recalls. The Committee will start its meetings at 9:30, with department s coming for 10:00 AM. Discussion ensued over requirement for inventories ; Committee decided to table and get necessary information on an “as-needed” basis. It was noted that the recommendations of the Building Reuse Committee could affect capital planning. Next meeting- September 25, 2013. Adjourned 11:45 AM. Audio recording of meeting available. Documents used during meeting: Cover Letter Capplan/minutes/2013/07.10.13 ======================================================================================== DOCUMENT : 2013-08-14-agenda-1187.txt BOARD : capital-planning-committee DATE : 2013-08-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-08-14-agenda-1187.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08142013-1187 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, August 14, 2013, 10:00 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes 7-10-13 Capital Expenditure- Fire Department Review of Timeline & Calendar Adjournment CAPPLAN/Agenda 2013/08.08.13 ======================================================================================== DOCUMENT : 2013-08-14-minutes-1187.txt BOARD : capital-planning-committee DATE : 2013-08-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-08-14-minutes-1187.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08142013-1187 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes August 14, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 10:00 AM Present: Chair, Marion M. Benson, Jamie Toale, Steve Raboin, Colleen Shapiro, Dennis Mannone, Jr. Absent: Town Manager Kerry Speidel Minutes approved- July 10, 2013. Capital Expenditure – Fire Department- The Capital Planning Committee voted to support Chief Sullivan’s request to use the balance of the FY14 Capital Line for protective gear to purchase 10 – 12 sets of firefighting turnout gear. Document used during meeting: Fire Dept Memo, subject: FY14 Turnout Gear/Protective Equipment Capital Expenditure Capplan/minutes/2013/08.14.13 ======================================================================================== DOCUMENT : 2013-09-18-agenda-1188.txt BOARD : capital-planning-committee DATE : 2013-09-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-09-18-agenda-1188.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09182013-1188 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, September 18, 2013, 10:00 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes 8-14-13 APPOINTMENT: 10:15 AM- School Bldg Cmte Presentation Review of Timeline & Calendar General Discussion Adjournment CAPPLAN/Agenda 2013/09.18.13 ======================================================================================== DOCUMENT : 2013-09-18-minutes-1188.txt BOARD : capital-planning-committee DATE : 2013-09-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-09-18-minutes-1188.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09182013-1188 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes September 18, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 10:00 AM Present: Chair, Marion M. Benson, Jamie Toale, Steve Raboin, Colleen Shapiro, Dennis Mannone, Jr. Absent: Town Manager Kerry Speidel Minutes approved- August 14, 2013 PRESENTATION- School Building Committee- Capital Planning Committee briefed by School Building Committee in conjunction with Lunenburg School Committee , Superintendent of Schools, and Tappe Associates. Presentation as follows: High School Existing Conditions Feedback from NEASC High School Existing Building Condition High School Existing Building Capacity Educational Vision/Goals Proposed District-Wide Building Configuration Collaborative Process Milestone Schedule Preliminary Options Studied Conceptual Construction Phasing Plan Schematic Design Perspective Massing from the South West Schematic Design Perspective Administration and High School Classroom Wing Schematic Design Perspective Main Entry Schematic Design Perspective Media Center and Greenhouse Schematic Design Perspective Middle School Classroom Wing Stay Connected to the Project Review of Timeline & Calendar- Prioritization draft format distributed to Committee for review. Document used during meeting: Prioritization Form Capplan/minutes/2013/09.18.13 ======================================================================================== DOCUMENT : 2013-09-25-agenda-1189.txt BOARD : capital-planning-committee DATE : 2013-09-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-09-25-agenda-1189.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09252013-1189 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, September 25, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes 9-18-13 Review Department Returns General Discussion Adjournment CAPPLAN/Agenda 2013/09.25.13 ======================================================================================== DOCUMENT : 2013-09-25-minutes-1189.txt BOARD : capital-planning-committee DATE : 2013-09-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-09-25-minutes-1189.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09252013-1189 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes September 25, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Chair, Marion M. Benson, Steve Raboin, Colleen Shapiro, Dennis Mannone, Jr. Absent: Town Manager Kerry Speidel, Jamie Toale 9-18-13 minutes approved. Discussion on department returns . Several departments sent letters noting they have no requests. Each department must submit Form B-1. Chair will send e-mails requesting same. Noted that the Police Dept, Fire Dept, and DPW have been received. Town Manager was expected today; however, error on Chair’s part. Appointment for next week. Office will make copies of all submittals for Committee members. All submittals by e-mails will be forwarded to Committee members. Adjourned 10:00 AM. Capplan/minutes/2013/09.25.13 ======================================================================================== DOCUMENT : 2013-10-02-agenda-1190.txt BOARD : capital-planning-committee DATE : 2013-10-02 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-10-02-agenda-1190.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10022013-1190 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, October 2, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes 9-25-13 APPOINTMENT: 10:00 AM- Town Manager Review Department Returns General Discussion Adjournment CAPPLAN/Agenda 2013/10.02.13 ======================================================================================== DOCUMENT : 2013-10-02-minutes-1190.txt BOARD : capital-planning-committee DATE : 2013-10-02 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-10-02-minutes-1190.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10022013-1190 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes October 2, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Town Manager Kerry Speidel, Chair, Marion M. Benson, Jamie Toale, Colleen Shapiro, Dennis Mannone, Jr. Absent: Steve Raboin Minutes 9-25-13 tabled; not available. Ms. Benson noted electronic mail from the DPW Director increasing the cost of Eagle House ADA-compliant ramp construction from $25,000.00 to $40,000.00 a fter conferring with David Ross Associates. He also noted there is a similar issue with the Townsend Hbr/Mulpus Rd project (FY 2014 Capital Plan) and there should have been a contingency plan to allow for this. As there wasn’t, he will build it into future proposals. Ms. Speidel noted she has not yet update d the financial forecast . There is nothing new at the present time other than the $500,000 which is always there. This number is too low going forward and the Committee needs to look at a way to increase the amount. She would like the Committee to prioritize past the $500,000. She would also like all FY15 requests prioritized. Also need to discuss what is Capital and what is not Capital. She noted the pavement management p lan. The Town is working with an engineering firm to put together a better plan which will have a mill and overlay component and crack sealing. $107,000 had been put in the budget for additional road work and she hopes to be able to increase that amount . Ms. Shapiro inquired about unfunded requests from prior FY. If they did not resubmit on FY15 Form B’s, how do they handle? Should Committee still prioritize even if department head not asking for item ? Ms. Speidel requested the Committee ask the department head why the item is not being requested. She also suggested, regarding Passios and the High School, that the Committee put in the figure s the Director of Building and Grounds had in 2016 going forward so it’s reflected; with a footnote subject to change. The upcoming schedule was noted. October 9- School Department, October 16- Police Department, and October 23- DPW. No meeting scheduled for November 27th. December 4 and December 11 were added to the calendar for review process. Adjourned 10:54 AM. Capplan/minutes/2013/10.02.13 ======================================================================================== DOCUMENT : 2013-10-09-agenda-1191.txt BOARD : capital-planning-committee DATE : 2013-10-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-10-09-agenda-1191.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10092013-1191 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, October 9, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA REVISED Agenda Roll Call Approve Minutes 9-25-13 & 10-2-13 APPOINTMENT: 10:00 AM- Police Department w/Tech Review Department Returns General Discussion Adjournment CAPPLAN/Agenda 2013/10.09.13 ======================================================================================== DOCUMENT : 2013-10-09-minutes-1191.txt BOARD : capital-planning-committee DATE : 2013-10-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-10-09-minutes-1191.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10092013-1191 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes October 9, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Chair, Marion M. Benson, Jamie Toale, Steve Raboin, Colleen Shapiro, Dennis Mannone, Jr. 9-25-13 minutes approved. Discussion on department returns. It was noted there was not a vehicle inventory in the Police Dept. returns. Police Department: Technology: Chief Marino noted that as he has been busy with technology issues relating to the move to Regional Dispatch (RD), he and the IT Director have not had much opportunity to confer. Items needed in relation to the move to RD are two IP (Internet Protocol) security cameras on the perimeter o f the PSFB (Public Safety Facility Building) which can be remotely monitored. Currently have analog cameras which require someone to manually move them . He is requesting a Crime Scene Camera. Tablets to go in the cruisers instead of laptops to create mo re room. Toughbooks need to be replaced. Fax Machine needs replacing. These four items were agreed upon between Chief Marino and Steve Malandrinos (IT Director). Chief Marino would prioritize as , 1) IP Cameras, 2) Tablets, 3) Fax Machine and 4) Crime Scene Camera . Mr. Raboin inquired if funds available through Regional Dispatch for IP Cameras. None that Chief Marino is aware of. Facilities: DPW request (for FY 17) to develop unused space above Police Department for record storage. Chief Marino wou ld like for FY 16. Also requested epoxy cell floors for sanitation and safety (FY 15). Vehicles: Requesting one marked patrol vehicle for FY 15. He wanted to bring to the Committee’s attention that there will be years when the purchase of three vehicles will be necessary. Replacing vehicles in the future will become problematic if the plan is not adhered to; the purchase of police vehicles is a priority. Mr. Raboin inquired how to avoid purchasing three vehicles in one year. The regula r patrol vehicles get a lot of miles on them and they can keep them aside as spare vehicles. Find a way to recycle to get more out of them? Chief Marino noted that usually by the time the Police Dept. is ready to get rid of a v ehicle, it has body and frame decay. The Committee noted that i f the vehicle is good , but for operational reasons no longer needed anymore, the Committee could possibly find another home for it. Chief Marino wanted to note that prices may change as prices he currently obtained are for 2014. Come spring, no more 2014’s will be manufactured and then will have to use the price for a 2015 model. Consequently, he ends up with less money for outfitting the vehicle as the figures he submits includes that cost . ===PAGE 2=== Minutes 10.09.13 Page 2 Radio infrastructure. With the Dispatch Center being moved to Devens, they have a 100 foot tower. Main repeater at Sunny Hill Road. Backup in Town Hall tower. One in Leominster. Trying to eliminate dead spots. Water Dept. has put up tower by Keating. The prior Fire Chief started updating the infrastructure with grant money, but it wasn’t complete. The main repeater tower at Sunny Hill Road went down because the power went out and the battery backup system was old enough that it would not back the repeater up. There is no generator and battery backup lasts approximately six hours. This is a request from both the Police and Fire Departments. Two patrol rifles, t wo patrol shotguns, three ballistic shields. Combined items come to over $10,000. W ant to equip two more cars with rifles and shotguns. Speed sign trailer with traffic data recording system. Current trailer was purchased in 1999. Will be a useful tool, especi ally with the possibility of a casino being built in Leominster. Adjourned 11:55 AM. Capplan/minutes/2013/10.09.13 ======================================================================================== DOCUMENT : 2013-10-16-agenda-1193.txt BOARD : capital-planning-committee DATE : 2013-10-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-10-16-agenda-1193.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10162013-1193 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, October 16, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes 10-2-13 & 10 9-13 APPOINTMENT: 10:30 AM- Fire Department Review Department Returns General Discussion Adjournment CAPPLAN/Agenda 2013/10.16.13 ======================================================================================== DOCUMENT : 2013-10-16-minutes-1193.txt BOARD : capital-planning-committee DATE : 2013-10-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-10-16-minutes-1193.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10162013-1193 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes October 16, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Chair, Marion M. Benson, Jamie Toale, Steve Raboin, Colleen Shapiro, Dennis Mannone, Jr. 10-2-13 minutes approved. Ms. Benson noted difficulty with scheduling the School Department to ensure attendance by both the School Superintendent and Director of Grounds. Committee consensus was to move DPW to October 30, School to November 7, and not hold a meeting on October 23. General Discussion: ADA Ramp- Submitted by DPW for the Eagle House. Concerns with the requested amount changing from $25,000 to $40,000. Ms. Benson will notify the DPW Director that this will be a topic of discussion during his appointment with the Committee. She will also note to him that the Committee is looking for possibilities of out -sourcing the Sweeper. The Committee will be looking for specifics to justify requests from all departments. Fire Department: Chief Sullivan’s main priority is replacement of Car 2 and Engine 1. Vehicles: Engine 1 : Twenty-two years old (1991 model) . Chief questioned dealership on rebuilds , but was i nformed it is not recommended for pumpers over 15 years old. New truck would become the primary pumper for fire calls. Disposition of current truck would be trade-in (possibly $15,000-$20,000?). Committee would like to see quotes for both new and used; plus photos of the current Engine 1. Car 2: Car 2 would be r eplacing a ten year old police cruiser , which is u sed as an inspectional vehicle, for investigations and support work. The Police Department does not currently have any used vehicles that could be passed to the Fire Department . Car 2 is c urrently the most heavily used vehicle in the fleet and has 130,000 – 140,000 miles. Committee would like him to narrow down to type of vehicle he wants and provide quotes for both new and used. He will check with John Londa, School Facility/Grounds Director, to see what vehicle would qualify under Green criteria . Secondary to that is the radio infrastructure which was submitted in conjunction with the Police Department. Police Chief Marino went over this at the 10-09-13 Capital Planning Committee meeting. Facilities: Redo floors- currently have epoxy with grit and floors are too rough to clean/sanitize. Adjourned 11:10 AM. Capplan/minutes/2013/10.16.13 ======================================================================================== DOCUMENT : 2013-10-30-agenda-1194.txt BOARD : capital-planning-committee DATE : 2013-10-30 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-10-30-agenda-1194.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10302013-1194 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, October 30, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes 10 9-13 & 10-16-13 APPOINTMENT: 10:00 AM- Department of Public Works Review Department Returns General Discussion Adjournment CAPPLAN/Agenda 2013/10.30.13 ======================================================================================== DOCUMENT : 2013-10-30-minutes-1194.txt BOARD : capital-planning-committee DATE : 2013-10-30 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-10-30-minutes-1194.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10302013-1194 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes October 30, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Chair, Marion M. Benson, Jamie Toale, Steve Raboin, Colleen Shapiro, Dennis Mannone, Jr. , Town Manager Kerry Speidel 10-9-13 and 10-16-13 minutes approved. General Discussion: Committee viewed Town-wide summarization sheet. Edits will be made. Town Manager noted she requested DPW Director to identify 1) when things need to be replaced and , 2) then work on estimates. Department of Public Works: Jack Rodriquenz, DPW Director presented. Vehicles- Street Sweeper, FY15- $180,000- Occurs Town-wide spring into summer. Sand in roadway, danger to traffic and detrimental to drainage with serious environmental impact. One person dedicated to sweeper and one person dedicated with dump truck to follow sweeper. Mr. Rodriquenz opined that o utsourcing is not financial feasible. Would be approximately $40- $50,000 to do each street once and anything else would cost extra. Cost is only for sweeper and operator. Cannot rent a sweeper by itself ; have to also pay for the operator. Town would still have to supply dump truck and operator. It cost approximately $10,000 to repair for last year. Maintenance costs were discussed. Mr. Rodriq uenz noted that a one -year warranty would cover basic maintenance, but would probably request a five-year warranty. Asphalt Roller , FY15- $35,000- Would be replacing a 1968 model taken out of service three years ago. Have been renting since at approximately $7,000/ yr., but not cost effective. As a necessity, r ental cost currently built into DPW operating budget. Ms. Speidel noted possibility of lease/purchase financing and pay through operat ing budget. Cannot do same with Street Sweeper as not in operating budget. Facilities- Updated Facilities Five Year Plan provided: Eagle House, ADA Ramp , FY15 - from $25,000 to $40,000 . Figure includes excavation of banking and concrete ramp and railings set to ADA standards. Will need an engineer’s design. Discussion ensued. Possible sidewalk down Memorial Drive? A sidewalk would not have ADA slope issues. Is a ramp required? Who se request (Eagle House)? Original intent proposed by previous Eagle House Director was to make upper parking adjacent to Teen Center accessible to s eniors from the lower parking lot next to the Eagle House. Will have more discussion with Eagle House Director at November 13th meeting. ===PAGE 2=== Minutes 10-30-13 Page 2 Public Safety Building, Epoxy Floors, FY15- at $12,000- paint coming off when floors are moped. Floor now slippery. Would be done professionally. Will provide quote to Committee. Ritter, HVAC Upgrade, FY15- $21,000- the manufacturer no longer supports parts for the three AC condensers. More efficient ACs would cool the building properly. Will provide quote to Committee. Eagle House/Library Replace Carpets, FY16- $45,000 (no figure provided at initial submittal). Eagle House Director listed floor tiles and wall to wall carpeting under FY15 without a cost; DPW Director considers it for FY16 at $45,000 combined with the Library. Breakdown is $7,000 for Eagle House; $38,000 for Library. Cost will increase for Eagle House once floor tiles factored in. DPW Director will get quote to Committee. Eagle House, HVAC Upgrade, FY16- $17,000 (no figure provided at initial submittal). Will provide quote to Committee. Eagle House- Sprinkler System Repair, FY16- $11,000. Becomes an issue; valve could be tripped if Lunenburg loses power. Will provide quote to Committee. Library, Building Automation System, FY18- $23,000 (no figure provided at initial submittal). Public Safety Building, Building Automation System, FY19- cost included in above noted for Library. Ritter, Repoint Brick and Chimney, FY19- $28,500 (no figure provided at initial submittal). Projects- Paving, FY15- $800,000- concern is that once new school building is under construction, it will difficult to go back to the citizens with large ticket items, yet these needs will not go away. Town Hall Five Year Renovation , FY15- $85,000- will work with the Building Reuse Committee. Noted engineering inspection attached to Form B-3. Cost is for structural work. Marshall Park Parking Lot, FY15 - $37.000- Brought forth by the Fire and Police Chiefs. Would alleviate public safety issue on Chestnut Street. Committee requesting schematic. Could the youth groups contribute to the funding? Drawing will be provided to Committee. Adjourned 12:00 PM. Capplan/minutes 2013/ 10.30.13 ======================================================================================== DOCUMENT : 2013-11-07-agenda-1195.txt BOARD : capital-planning-committee DATE : 2013-11-07 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-11-07-agenda-1195.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11072013-1195 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Thursday, November 7, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes 10 30-13 APPOINTMENT: 10:00 AM- School and Technology Review Department Returns General Discussion Adjournment CAPPLAN/Agenda 2013/11.07.13 ======================================================================================== DOCUMENT : 2013-11-07-minutes-1195.txt BOARD : capital-planning-committee DATE : 2013-11-07 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-11-07-minutes-1195.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11072013-1195 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes November 7, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Chair, Marion M. Benson, Jamie Toale, Steve Raboin, Colleen Shapiro, Dennis Mannone, Jr. 10-30-13 minutes approved. Representing the schools were Superintendent Loxi Jo Calmes, Director of Facilities and Grounds John Londa , and IT Director Steve Malandrinos. Committee asked for breakdown of the $65,000. iPad cart for primary school (PS), $12,000; iPad cart for middle school (MS), $12,000; netbook cart for high school (HS) , $17,000; laptops for PS, $21,000; two media carts for HS, $3,000. Ms. Calmes noted that each media cart has a laptop, speakers, and a document camera. These item s are placed on a secure mobile cart that teachers utilize in the classrooms. Carts go to the classrooms versus students going to a computer l ab for technology. Committee discussed using different terminology other than Media Carts. Ms. Calmes took the Committee through the process of compiling the Schools’ Capital Plan , noting that the Plan does not come before the Committee until it has been approved by the School Committee . Replacement of Windows based front end controllers for PS, $14,000- First priority. Proposed system is a more effective web based front end system which doesn’t depend on a finite operating system. Bulk of the cost is the programming. Asbestos replacement/abatement, THMS, $138,000 - Phase I in FY15 w ould remove ceilings and spray on fire retardant from above ceiling areas on the first floor of the Turkey Hill Middle School ( THMS). Project will abate friable asbestos located above ceilings. Would go to the second floor in Phase II, FY 16. Mobile Media Carts, $65,000 - see comments above. PS and MS each currently have one iPad cart. Request two media carts for HS ($1,500 each) (composition described above). Replace desktops with laptops at PS at $19,000 (40 laptops). Committee requested detailed spreadsheet from IT Director. Shade Structure, $41,766 - Mounted on concrete pad with three picnic tables. P rovides shade for special service student that must avoid UV rays (three students currently identified within the Lunenburg school system) and provides outdoor classroom area per Lunenburg’s Open Space Plan. Also provides picnic area. Committee wondered if a “canvas” structure would be feasible. Fixed structure was proposed by school because a canvas structure would have to be disassembled in case of high winds, heavy snows, etc. Not necessary with fixed structure. Scheduled for next week are the Library, Historical Commission, and the Council on Aging. Ms. Benson will request DPW Director also be in attendance. Adjourned 11:05 AM. Capplan/minutes 2013/ 11.07.13 ======================================================================================== DOCUMENT : 2013-11-13-agenda-1196.txt BOARD : capital-planning-committee DATE : 2013-11-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-11-13-agenda-1196.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11132013-1196 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, November 13, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes 11-7-13 APPOINTMENTS: 10:00 AM- Council on Aging 10:30 AM- Library 11:00 AM- Historical Commission Review Department Returns General Discussion Adjournment CAPPLAN/Agenda 2013/11.13.13 ======================================================================================== DOCUMENT : 2013-11-13-minutes-1196.txt BOARD : capital-planning-committee DATE : 2013-11-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-11-13-minutes-1196.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11132013-1196 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2013-11-20-agenda-1197.txt BOARD : capital-planning-committee DATE : 2013-11-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-11-20-agenda-1197.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11202013-1197 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, November 20, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes 11-13-13 Review Department Returns Preliminary Prioritization General Discussion Adjournment CAPPLAN/Agenda 2013/11.20.13 ======================================================================================== DOCUMENT : 2013-11-20-minutes-1197.txt BOARD : capital-planning-committee DATE : 2013-11-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-11-20-minutes-1197.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11202013-1197 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes November 20, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Chair, Marion M. Benson, Jamie Toale, Steve Raboin, Colleen Shapiro, Dennis Mannone, Jr. 11-13-13 minutes approved. Preliminary Prioritization- Revise DPW Facilities to shift Senior Center ADA Ramp to FY16, and Sprinkler and HVAC Repairs to FY15 along with tiles and carpeting (for Senior Center and Library). Committee would like DPW Director to prioritize Facilities and provide quotes. In the meantime, Committee put in a figure of $50,000 for Senior Center and Library flooring with a priority of 3. Public Safety Building floors priority of 1, and Ritter HVAC at 2. Funds for chimney work at Town Hall were appropriated for FY14 ($18,500), so are in place if needed. Delete Historical Commission’s $85,000 and put in only painting at FY15 figure of $40,000. DPW Projects- Road rehab- $800,000- Delete- does not come out of Capital Plan Town Hall 5-Yr Renovation Plan- $85,000- Delete Marshall Park- $37,000- Committee priority of 2 (three 2’s, one 3). DPW Vehicles- Street Sweeper- $180,000- Committee priority of 3 (three 3’s, two 2’s) Asphalt Roller, $35,000- Committee priority of 2 (three 2’s, two 3’s) DPW Facilities- Senior Center/Library tiles and carpeting- if separated, Committee gives Senior Center priority of 1. Public Safety Building epoxy floors- $12,000- Committee priority of 1 Ritter HVAC- $21,000- Committee priority of 3 (three 3’s, two 2’s) Fire Department- Replace Engine 1- $550,000- Committee priority of 1. S. Raboin inquired as to how many fires it was used at over the past year. (Three 1’s, two 2’s). Replace Car 2- $30,000- Committee priority of 2. (Two 3’s, two 2’s, one 1). ===PAGE 2=== Capital Planning Committee minutes 11.20.13 Page 2 Historical Commission- Town Hall painting- $40,000- Committee priority of 3 (four 3’s, one 2) Town Hall chimney- N/A - previously budgeted in FY2014 Town Hall roof- N/A – determined minor work can be absorbed in operating budget Library included in DPW Facilities Police Department- Marked vehicle- $46,000- Committee Priority of 1. Two rifles, two shotguns and three shields- $14,000- Committee priority of 1 (four 1’s, one 2) Speed Sign w/recording system- $17,900- Committee priority of 3 (four 3’s, one 2)’ Radio Infrastructure- $40,000- Committee priority of 1 (four 1’s, one 2) School Department- Upgrade Control System- Primary School- $14,000- Committee priority of 1.5 Asbestos Abatement (Ph 1)- THMS- $138,000- Committee priority of 1 Shade Structure- THMS- $41,766- Committee priority of 3 Committee would like IT Director to return for discussion/prioritization of both School and Town Technology. Adjourned 11:30 AM. Capplan/minutes 2013/ 11.20.13 ======================================================================================== DOCUMENT : 2013-12-04-agenda-1198.txt BOARD : capital-planning-committee DATE : 2013-12-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-12-04-agenda-1198.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12042013-1198 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, December 4, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes 11-20-13 Review Department Returns Preliminary Prioritization General Discussion Adjournment CAPPLAN/Agenda 2013/12.04.13 ======================================================================================== DOCUMENT : 2013-12-04-minutes-1198.txt BOARD : capital-planning-committee DATE : 2013-12-04 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-12-04-minutes-1198.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12042013-1198 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes December 4, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Chair, Marion M. Benson, Jamie Toale, Steve Raboin, Colleen Shapiro, Dennis Mannone, Jr. 11-20-13 minutes approved. IT Director Steve Malandrinos was available for questions regarding Town and School technology. S. Raboin inquired if all the FY14 appropriated funds for technology had been spent. The majority of School has been spent and approximately half of the Town appropriation. This is due to lack of IT staff; therefore, S. Malandrinos is spacing out projects. He will be inquiring of the School Committee if Teacher/Admin laptops for $21,00 0 are to be included in the School’s FY15 expense budget or remain in the Capital Plan. D. Mannone inquired if the Police Dept. needed three cameras for FY15. S. Malandrinos noted that the digital cameras should last a minimum of five years. This would provide cameras for the three cruisers versus officers using their own phones (could be a liability issue) to take photographs. Committee requested S. Malandrinos ask School Superintendent for technology priority. Revise prioritization sheet as follows: Senior Center HVAC Repairs- $15,798- Priority 2 (four 2’s, one 3) Senior Center Sprinkler Repairs- $11,430- Priority 3 Library Carpeting- $36,524- Priority 3 Senior Center Tiles & Carpeting- $10,000- Priority 1 Ritter HVAC Update- $20,100- Priority 3 There was discussion concerning Library and Senior Center carpeting as these were combined on the original submission. The Committee chose to separate the items , apply separate priorities, decrease Library by $2,000, and increase Senior Center by $1,600 to make it the $10,000 required minimum amount. Correspondence from the Fire Chief noted Engine 1 responded to 148 runs in 2012 and 108 in 2013 as of mid -October. Car 2 responded to 713 calls and inspections in 2012 and 530 in 2013 as of mid -October. S. Raboin wants to know how many times the pump truck was used in calendar year 2013 for actual firefighting. Feels the Fire Chief needs to supply actual data. Is a new pump truck necessary? M. Benson wants to know how old it is and its condition. J. Toale noted the requested replacements in FY17 and FY19 and that the cost increases. If the current request for FY15 is pushed off a year, costs will increase . In the future the Committee will be asking for actual firefighting usage over past five years. M. Benson will ask the Fire Chief for five years of actual usage for the vehicles requested on his Five Year Plan. The Chief, if he desires, is welcome to attend the next meeting. ===PAGE 2=== Capital Planning Committee minutes 12.04.13 Page 2 Committee sub-prioritized its first, second, and third priorities. Priority 1- #1 School Asbestos - $138,000 #2 Fire Dept - Engine 1 - $550,000 #3 Police Dept - Radio Infrastructure - $40,000 #4 Police vehicle – marked - $46,000 #5 Public Safety Building – epoxy floors - $12,000 #6 Police Dept rifles, shotguns, and shields - $14,000 #7 School Dept upgrade control system - $14,000 #8 Technology – Town - $25,000 (decrease of $14,400) #9 Technology – School - $30,000 (decrease of $35,000) #10 Senior Center Carpeting - $10,000 Priority 2- #11 Fire Dept – Car 2 - $30,000 #12 Asphalt Roller - $35,000 #13 Marshall Park - $37,000 #14 Senior Center – HVAC Repairs - $15,798 #15 Technology – Town - $14,400 #16 Technology – School - $35,000 Priority 3- #17 Street Sweeper - $180,000 #18 Senior Center Sprinkler - $11,430 #19 Library Carpet - $36, 524 #20 Town Hall Painting - $40,000 #21 Shade Structure - THMS - $41,766 #22 Police Dept – Speed Sign w/recording - $17,900 Adjourned 11:10 AM Capplan/minutes 2013/ 12.04.13 ======================================================================================== DOCUMENT : 2013-12-11-agenda-1199.txt BOARD : capital-planning-committee DATE : 2013-12-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-12-11-agenda-1199.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12112013-1199 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, December 11, 2013, 9:30 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes 12-04-13 Continued Prioritization General Discussion Adjournment CAPPLAN/Agenda 2013/12.11.13 ======================================================================================== DOCUMENT : 2013-12-11-minutes-1199.txt BOARD : capital-planning-committee DATE : 2013-12-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-12-11-minutes-1199.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12112013-1199 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes December 11, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:30 AM Present: Chair, Marion M. Benson, Jamie Toale, Steve Raboin, Colleen Shapiro, Dennis Mannone, Jr. 12-04-13 minutes approved. The Committee is requesting the Town Manager’s presence at its December 18 th meeting. Meeting time will be changed to 9:00AM. At its December 4 th meeting, the Committee requested the Fire Chief provide actual vehicle firefighting usage for the past five years. Data provided for calendar years 2007-2012 for Engine 1, Squad 3 and Engine 4; broken out by call type. Ritter HVAC added to the Prioritization as #21. School Technology revised- Priority 1- from $30,000 to $40,000; Priority 2- from $35,000 to $25,000. Committee reiterated that the DPW Street Sweeper would remain a Priority 3. Committee will hold off on taking its vote on the Capital Plan FY 2015, pending Town Manager comments. Committee will tentatively plan to meet in January to take a formal vote and prepare a comment sheet for Town Meeting. Adjourned 10:45 AM. Capplan/minutes 2013/ 12.11.13 ======================================================================================== DOCUMENT : 2013-12-18-agenda-1200.txt BOARD : capital-planning-committee DATE : 2013-12-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-12-18-agenda-1200.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12182013-1200 ======================================================================================== ===PAGE 1=== CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. NOTICE OF MEETING Wednesday, December 18, 2013, 9:00 AM Ritter Memorial Building, 960 Massachusetts Avenue Lunenburg, MA Agenda Roll Call Approve Minutes 12-11-13 Final Prioritization Report to Town Manager Discussion Adjournment CAPPLAN/Agenda 2013/12.18.13 ======================================================================================== DOCUMENT : 2013-12-18-minutes-1200.txt BOARD : capital-planning-committee DATE : 2013-12-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/capital-planning-committee/2013-12-18-minutes-1200.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12182013-1200 ======================================================================================== ===PAGE 1=== INITIALS _______ _______ _______ _______ _______ CAPITAL PLANNING COMMITTEE Lunenburg, Massachusetts Marion M. Benson, Chair 17 Main Street Jamie Toale, Mbr. P.O. Box 135 Colleen Shapiro, Mbr. Lunenburg, MA 01462 Steve Raboin, Mbr. Dennis Mannone, Jr., Mbr. Minutes December 18, 2013 Meeting Posted: Yes Place: Ritter Memorial Building, 960 Massachusetts Avenue Time: 9:00 AM Present: Chair, Marion M. Benson, Jamie Toale, Steve Raboin, Colleen Shapiro, Dennis Mannone, Jr., Kerry Speidel Discussion ensued concerning an email from David Matthews, Board of Selectmen, with inquiries of various items in the FY15 Capital Plan. The Committee felt his inquiries were premature as the Plan is not yet finalized, nor has Kerry Speidel, Town Manager presented the final budget. K. Speidel noted that the budget does not get voted on by the Board of Selectmen; it falls under the purview of the School Committee for the School’s budget and the Finance Committee for the Town budget. Committee reviewed prioritization with K. Speidel. Priority #1- School Asbestos- Top priority for safety reasons. Priority #2- Fire Dept. Engine 1 - Five Year Plan had been viewed to see how things would pile up if the Engine was pushed off a year. If $750,000 could be funded in the fiscal year operating budget for capital as opposed to $500,000 some of that could be set asi de to pay debt service to borrow for one of two of the items. If the truck is financed over 5 years, it would be approximately $125,000/yr. That would increase the possibility of covering all the FY2015 requests. K. Speidel inquired why the Street Sweeper was a Priority #17. Did the Committee feel it should be outsourced or did they not see the need for it - both. K. Speidel noted that whether outsourced or in house ; cost would be same. The sand has to be removed from the streets – environmental and safety issue. Outsourcing is $20,000 - $25,000. Committee noted that neither the Conservation Commission nor the Board of Health supported a new Sweeper. K. Speidel contemplated taking both the Sweeper and Engine 1 out of the Capital Plan and borrowing at $165,000 together. K. Speidel noted that J. Breault, Town Facilities Director stated out of the three Senior Center requests , his biggest concern was the sprinkler system, which the Committee has prioritized at #18. The carpeting has a #10 priority and HVAC repairs #14. He also felt the Ritter HVAC at #21 was more critical for replacement than the Senior Center HVAC at #14. There was discussion surrounding Fire Dept. Car 2. Committee opined that individuals could use their personal vehicle to travel to schooling and apply for mileage versus Car 2 being used to transport them for schooling. Car 2 makes business sense but t o cut Town Technology (e.g.) for a “nice to have” doesn’t make sense. Technology- If the $14,400 in Town Tech, priority #15, is not funded, the IT Director felt he could deal with that for one year. He was more concerned with cutting the School. Senior Center Sprinkler reprioritized from #18 to #11. Fire Dept. Car 2 will be reprioritized from #11 to #17. ===PAGE 2=== Capital Planning Committee Minutes 12.18.13 Page 2 Priority 1 includes #1 through #10. Priority 2- #11 through #16 Priority 3- #17 through #23 Discussion on the Marshall Park Parking Lot and Town Hall painting. This was the first time a Form B was submitted for the parking lot. One member felt it should be paid for by instituting “user fees”. The Police Chief had noted it was a safety i ssue; too many cars were parked on the road. It is difficult for emergency vehicle access ; questioned by K. Speidel. She noted there are other Town roads with more severe safety issues. The Committee supported the parking lot from a safety point of view. Committee noted to K. Speidel that at onset of capital planning, four separate requests were submitted for Town Hall covering foundation, chimney, roof repairs, and painting. The $40,000 left on the Plan is ½ of a two -year 40-40 request. If significant renovations are done on Town Hall, the $40,000 will “go away”. It’s more of a “place holder”. Various options were brought up. If Car 2, Marshall Park, Town Hall, THMS Shade Structure, and Police Dept. Speed Sign are taken off Plan , it would save $166,666. If $165,000 is put in for Street Sweeper and Engine 1, and drop Car 2, Marshall Park, Town Hall painting, Shade Structure and Speed Sign, - $680,000. If Car 2 and Marshall Park put back in would total $747,000. K. Speidel felt that Priority 3 should consist of Town Hall Painting, Ritter HVAC, THMS Shade Structure, and Police Dept. Speed Sign. She suggested making four categories or make Priority 2 bigger. Committee looking for firm quote for a sweeper. If the Town owns it, sooner or later it will have to be replaced. What would be the cost of a privatization option? If Sweeper stays in -house, and borrow for a truck this year, K. Speidel suggested borrowing for Sweeper as well. Member concerned with go ing to $750,000 plus financing as well. K. Speidel noted the $750,000 would include both cash and debt service. M. Benson to send email to K. Speidel noting Committee needs an analysis for outsourcing the Sweeper. The Committee hopes the information wil l be provided in a timely manner to make a decision for the FY15 Plan. Committee wants a firm quote on Sweeper and also cost of privatization. S. Raboin suggested keeping Sweeper as is this year and over the ensuing year have DPW Director provide thorough analysis, providing current costs of equipment, go out to a few companies for quotes that provide this service . K. Speidel noted that would mean the DPW has to work with current Sweeper until FY2016. The road paving was submitted as an item, but was not on the prioritization. K. Speidel requests the Committee note on the prioritization why the pavement was not on FY15 Plan. It would acknowledge that it is a high priority, but there is no way to fund it given the current Plan constraints. Possibly note on the Plan that $125,000 comes out of operating budget for roads? K. Speidel to check with Police and Fire Chief re Marshall Park from a safety standpoint. Next meeting scheduled for January 2, 2014, 9:30 AM. 12-11-13 minutes approved. Adjourned 11:15 AM. Capplan/minutes 2013/ 12.18.13