Planning Board: CIP Committee Agenda 05.15.12
May 13, 2012
PLANNING BOARD
P O BOX 436
BRADFORD, N.H. 03221
TUESDAY, MAY 15, 2012
7:00PM
C I P MEETING A G E N D A
- ORGANIZATION OF CIP COMMITTEE
- NEW MEMBERS
- SCHEDULE OF MEETINGS
- ASSIGNMENT OF MEMBERS AS CONTACTS TO DEPARTMENTS
- ANY OTHER BUSINESS TO COME BEFORE THE COMMITTEE
- NEXT MEETING
- ADJOURNMENT
CIP Minutes 10.06.11
October 11, 2011
TOWN OF BRADFORD
C I P MINUTES
OCTOBER 6, 2011
7:00 pm
Call to Order and Roll Call:
Don Jackson, Chair called the meeting to order at 7:00pm with Jon Marden, Harry Wright, Selectmen Representative, Dick Keller, Phil LaMoreaux, Cheryl Behr, Administrator and Marge Cilley, Secretary. Marlene Freyler arrived at 7:05pm.
Review and Consideration of September 1, 2011 minutes:
Motion was made by Phil LaMoreaux, seconded by Jon Marden to approve the minutes as presented. Motion carried 4-0.
Overview of the next weeks:
Don Jackson, Chair stated that they would make a presentation to the Planning Board on Tuesday, October 11, 2011, at 7:00pm. Any and all CIP members are invited to attend. Last year Bill Glennie made the presentation and Don Jackson, Chair volunteered to make the presentation this year.
Road Committee correspondence:
Harry Wright, Selectmen’s Representative advised the Road Committee has met twice since the CIP tried to meet with them, one being last night, as well as one a couple of weeks ago. There has been no correspondence from them to the CIP committee. Harry Wright advised they are thinking of: for 2012 to repave Old Warner Road, from Route 114 to the top of the hill. This is kind of an extension of what is being planned to do with the sidewalks and section of road anyway. This is one of the heaviest traveled roads in town. Cheryl Behr, Administrator questioned if the Road Committee addressed the repaving of East Main Street in conjunction with the sidewalk Grant, because there is $160,000 estimate to pave East Main Street. Did they take that into consideration? Harry Wright, Selectmen Representative thinks they are universally of a mind that ought to be done while the sidewalks are being done. Perhaps contract it to the same person who would be doing Old Warner Road. It was discussed and thought that there may not be any CIP recommendation for any significant paving in 2012. It being too early and the issue being no statistics have come in, thus the CIP is not prepared to make a decision. Cheryl Behr, Administrator questioned if this included the paving of East Main Street to which she was answered, no, that was not addressed. That has been calculated at $80,000.
Dick Keller’s project:
Dick Keller walked through his project of Budget and CIP Limits and explained each category and year and adjustments were made.
Harry Wright, Selectmen’s Representative stated that the CIP keep coming up with numbers that the Tax Payer’s will buy, and questioned if that is our position as CIP committee or is it our job to project out things that we think needs to be done? The consensus was the latter.
Phil LaMoreaux suggested it is one input to the budget committee. The budget committee has to make recommendations on operating budget and capital; it is part of what they do. This is a guide which can be totally dismissed by the Budget Committee or the Selectmen can totally dismiss it. It gives a heads up to the Budget Committee and/or Selectmen. Comment was that it is not inappropriate for the CIP to consider the impact on the overall spending of the town, otherwise information could be collected from the Department Heads and submit it. Discussion continued.
The Public Hearing held by the Planning Board regarding the CIP is scheduled for October 25, 2011 and will be advertised as such around town and in the paper.
Phil LaMoreaux questioned talking with CNHRPC and get a price for them to help set up for next year, generate the tables, write reports and put in the budget for Planning board. It would cost more money, but with more experience and someone who does this for a profession, would it be more efficient for the town? Suggestion was to get samples from CNHRPC and provide to the Budget Committee and Selectmen to see if that is what they want or is what the CIP doing adequate.
It was decided the black and white copies are fine for now but color version will be done for later. All reports from departments and all minutes etc will be put on a CD by Jon Marden. A complete record of each year will also be forward to Selectmen, and Planning Board.
Cheryl Behr, Administrator questioned how does the CIP affect Bonding. Discussion continued regarding renovation of the town hall. Cheryl will continue to get information.
Don Jackson, Chair thanked Cheryl for her help and input.
Question was asked if the CIP minutes should be posted on the Web.
Meeting adjourned 9:50pm
Respectfully submitted
Marjorie R. Cilley
Secretary
CIP Minutes 09.15.11
October 11, 2011
TOWN OF BRADFORD
C I P MEETING
SEPTEMBER 15, 2011
7:00PM
Call To Order and Roll Call:
Jon Marden, Acting Chair called the meeting to order at 7:00pm with Harry Wright, Selectmen Representative, Dick Keller and Marge Cilley, Secretary. Don Jackson, Phil LaMoreaux and Marlene Freyler were absent.
Jon Marden handed out spread sheets which were discussed by the committee.
As there was no quorum, the committee decided it would be an unofficial meeting, and the Secretary was excused at 7:15pm.
NEXT MEETING IS SCHEDULED FOR
THURSDAY, OCTOBER 6TH AT 7:00PM
Respectfully submitted
Marjorie R. Cilley
Secretary
CIP Minutes 08.17.11
October 11, 2011
TOWN OF BRADFORD
C I P COMMITTEE
P O BOX 436
BRADFORD, N.H. 03221
AUGUST 17, 2011
Call To Order and Roll Call:
Don Jackson, Chair called the meeting to order at 6:00pm. with Jon Marden, Phil LaMoreaux, Harry Wright, Selectmen representative, Dick Keller and Marlene Freyler present. Marge Cilley, Secretary was absent.
Jeff Remillard, Road Agent:
Jeff Remillard, Road Agent came before the CIP Committee and discussed the condition of the vehicles used and ones needed by the Highway Department, and the reasons for the decisions.
2012 – It was suggested the L8000 truck, which isn’t in too bad condition could slide and put the grader replacement in here for $100,000.00 which could be done with the “not to exceed statement included”.
2013- The 350 is considered to be in fairly good condition, but because of the mileage and condition Jeff Remillard, Road Agent would like to keep this as a spare to use in the winter for plowing and small jobs, and keep the wear and tear from a new vehicle when the time comes to replace it.
Chipper – 1984 is pretty tired, but has been kept glued together. This is an 8” and Jeff advised he would like a replacement the same size.
2014 – Massey Fergerson tractor, used for road side mowing, raking and mowing of transfer station twice a year. Jeff also advised he has found a company that can replace tines on the rake, but it would cost more money than purchasing a new one. Cost of a new rake is estimated at around $2500.00. A loader for the tractor is not being asked for.
2015 – Ford Louisville truck, hard to get parts as this truck is not made anymore per Jeff Remillard, Road Agent, and the price of the parts are costing more. The spreader showing in 2015 may or may not be needed.
2016 – The International, another 6 wheeler with mileage not being too bad, however is known for electrical problems and two years ago was at F D Reade’s during the winter about once a week for two months, as it would just shut off and not start. Thinking about replacing with a 10 wheeler at this time. The Beaver Power Mower would be a replacement, which is the long arm mower the highway department currently has.
Don Jackson, Chair questioned the condition of the grader to which Jeff Remillard, Road Agent advised it is not getting any worse, but it does need attention. Jeff advised they have stopped making parts for this grader. One place did say they could do the repair and estimated a price of around $82,000.00, which does not make sense. A 2005 used grader with three or four thousand hours on it for $95,000.00 perhaps should be the avenue looked at per Jeff Remillard, Road Agent.
It would be recommended by Jeff Remillard, Road Agent to go for a used grader for around one hundred thousand as opposed to a new one for around two hundred seventy two thousand dollars as priced last year.
2017 – Get a loader as the hours will be twice as many as now.
Jeff Remillard, Road Agent advised equipment that is being replaced should probably be turned over and traded in for replacements.
Dick Keller questioned what the rental of equipment consisted of to the town, and Jeff Remillard, Road Agent advised the excavator, with truck and trailer, skid steer sweeper attachment, another excavator as well as some hand tools, cycle bar mower etc. If I have it and the town can use it, then I let them use it, with no extra expense.
There being no other questions for Jeff Remillard, Road Agent, the CIP committee thanked him.
Don Jackson, Chair advised that after the Road Committee meets the CIP Committee would like to have a dialog with them and Jeff Remillard, Road Agent as to what the Road Committee feels the priorities are. About one million a year is requested for five or six roads and these do need to be prioritized. At this time the CIP Committee moved to the Selectmen’s Office so the Road Committee could meet in the main room.
Cheryl Behr, Administrator for Administrative Costs:
Cheryl Behr, Administrator met with the CIP Committee regarding a distribution of split out of what Bruss’ figures are as to what it would cost as opposed to what it would cost for us to stay here without expanding the use of the second floor. In addition, Cheryl Behr, Administrator advised that everyone should be aware that there is an option of moving the offices out of the Town Hall and on the second page of the report lists required improvements to the Community Center. The roofing and insulation was brought up as being questionable at the Community Center. Parking Lot will need to be addressed and repaved and the exterior of the building needs the bricks to be repointed. The building is an Emergency Shelter and needs showers and air conditioning. A heating system that was put in was not geared towards energy efficiency, which is already five years of age.
The Town Hall renovations would include but not limited to an elevator, rest rooms, support rails, parking lot, septic system, energy improvement including insulating the building.
At this time the Road Committee announced they would be meeting at the Highway Garage, and the CIP Committee will go over there after their meeting is done.
Cheryl Behr, Administrator advised if the Selectmen’s office and Town Clerk’s office were to go to the Community Center, they would need about 850 square feet. This would entail the bottom floor of the Community Center, not including the Youth Room.
Much discussion ensued. Cheryl Behr, Administrator will e-mail the information to Jon Marden.
Mention was made that the primary thing to be done would be the furnace in the back section of the Town Hall and perhaps extend the zoning for maybe another $15,000.00, and this could be put in the operating budget.
The CIP Committee thanked Cheryl Behr, Administrator for her input.
The Committee adjourned to the Highway Garage to attend the Road Committee Meeting.
The next meeting will be held on:
THURSDAY, SEPTEMBER 1, 2011 AT 7:00PM
Meeting Adjourned.
Respectfully submitted from tape
Marjorie R. Cilley
Secretary
CIP Minutes 07.07.11
October 11, 2011
TOWN OF BRADFORD
C I P MEETING
JULY 7, 2011
7:00PM
Call to Order and Roll Call:
Don Jackson, Chair called the meeting to order at 7:00pm with Dick Keller, Bill Glennie, Phil LaMoreaux, Jon Marden, Harry Wright, Selectmen Representative and Marge Cilley, Secretary present. Marlene Freyler was absent.
Review and Consideration of minutes of June 2, 2011:
Motion was made by Dick Keller to approve as presented. Seconded by Jon Marden. Bill Glennie and Phil LaMoreaux abstained. Motion carried 4-0.
Assignment Updates:
Don Jackson, Chair requested updates on each member assignment at this time:
Don Jackson, Chair-Fire Department-Forms have been filled out and returned and are requesting new equipment as well as current equipment conditioning.
Rescue is being worked on by Laurie Brown and should be in soon.
At this time it was discussed that all the completed forms be returned to Cheryl Behr, Administrator who will be asked to contact Jon Marden and he will pick them up and compile the data and put on a PDF file. A disk will be made at the end of the year and one will be given to the Planning Board for their files
Dick Keller- Contacted Police Department- Chief, Valiquet on the 28th of May and he has the forms to be filled out. One topic discussed was a shooting range. Dick advised he will pursue getting together and get the forms in by July 29th.
Bill Glennie-contacted the Transfer Station and reported they are not requesting anything again. They would like a road worthy trailer however that is less than $10,000 so is not considered a CIP item.
Conservation Commission- Bill advised he has made preliminary contact with them, and they will submit a similar request to last years. (Lets plan for some unforeseeable future and set aside some money).
At this time, Phil LaMoraeaux was introduced as being Bill Glennie’s Alternate during his absence.
Jon Marden-Highway Department-Jon Marden has attempted three times in the past eight day to contact the Road Agent in the Highway Department and at this time has not received any information. Harry Wright, Selectmen Representative advised the Road Agent will be on vacation next week, and the Selectmen will continue to follow up with the Highway Department.
At this time, Harry Wright, Selectmen advised the three month rotation of Assignments changed in July with Harry Wright-Highway Department, Jack Meaney-Planning Board and Barry Wheeler-Budget Committee. No one is assigned to Fire and Rescue.
Harry Wright, Selectmen-Administration – Nothing at this time.
Facility portion- will be in by July 29th per Harry Wright.
It was stated that there will be no BACC forms expected this year although forms were given to them.
Don Jackson advised there are additional forms available for anyone needing them.
It was reiterated that all forms are due July 29, 2011 at the Selectmen’s Office by 12:00 noon.
The next CIP meeting is scheduled for: July 28, 2011 at 7:00pm
Meeting adjourned 7:40pm
Respectfully submitted
Marjorie R. Cilley
Secretary
CIP Minutes 06.02.11
October 11, 2011
TOWN OF BRADFORD
C I P COMMITTEE MEETING
JUNE 2, 2011
7:00PM
Call to Order and Roll Call:
Don Jackson, Chair called the meeting to order at 7:02 with Dick Keller, Jon Marden, Marlene Freyler and Marge Cilley, Secretary present. Bill Glennie and Harry Wright were absent.
Don Jackson, Chair went over the four hand outs to be given to each Department Head, being: Memo signed by the Select Board, Time Line, Recap of request & approval and work sheet. Marlene Freyler was given the forms necessary for her to hand out to her Departments, the Library and Emergency Management.
Review and Consideration of the May 19, 2011 minutes:
Motion was made by Dick Keller to accept the minutes as presented. Seconded by Jon Marden. Approved 4-0.
Don Jackson, Chair advised the three larger departments, Police, Fire, Rescue and Highway have all been contacted Each member discussed their meeting with their respective Department Head emphasizing the July 29, 2011 goal for completion.
Don Jackson, Chair requested each CIP member to keep a log of contacts and progress with their respective Department Heads they are contacting.
Don Jackson, Chair advised the sole purpose for requesting the Selectmen to sign off on the Time Line was to have their assistance in complying with the schedule.
The next meeting is scheduled for: Thursday - July 7, 2011 at 7:00pm.
Completed forms should be turned into Cheryl Behr, Administrator.
Respectfully submitted
Marjorie R. Cilley
Secretary
CIP Minutes 05.19.11
October 11, 2011
TOWN OF BRADFORD
C I P COMMITTEE MEETING
MAY 19, 2011
7:00PM
Call to Order and Roll Call:
Don Jackson, Chair called the meeting to order at 7:00pm with Jon Marden, Harry Wright, Selectmen Representative, Marlene Freyler, Dick Keller and Marge Cilley, Secretary present. Bill Glennie was absent.
Review and Consideration of May 5, 2011 Minutes:
On page 2, middle of the page under Discussion ensued regarding date of finalization of the CIP being in the middle of September should read October. The next line down should also read October.
Motion was made by Dick Keller to approve the minutes with the above edit. Seconded by Jon Marden. Motion carried 5-0.
Don Jackson handed out forms for the members to peruse including:
Timeline, Joint Memorandum from Planning Board and Board of Selectmen., Forms Jon Marden put together, Project request work sheet and Projected Equipment needs.
Jon Marden led a discussion regarding the summary of requests made last year.
It was discussed if a column showing the Capital Reserves would be beneficial, not matched up with appropriate item, but a copy of the current balance made available. The Committee unanimously agreed this would be beneficial.
It is hoped to deliver the forms to the Department Heads prior to June 1, 2011. Jon Marden will ask Cheryl Behr, Administrator directly to print off the forms for Don Jackson, Chair to pick up for the CIP Committee. The Committee members will then hand out these forms to their assigned Department Heads. It was decided that to expedite this, the forms will not go through the Secretary.
Don Jackson will be meeting with the Selectmen at their June 7, 2011 meeting to go over the Time Line, the Memorandum that they have signed, and if they have any recommendations for or to change.
It was decided unanimously to not include the School District.
The following Committee Assignments were agreed upon.
1. Administration Harry Wright
2. Library Marlene Freyler
3. Cemetery Jon Marden
4. Conservation Commission Bill Glennie
4. Community Center-Parks & Rec Harry Wright
5. Emergency Management Marlene Freyler
6. Fire & Rescue Don Jackson
7. Highway Jon Marden
8. Police Dept. Dick Keller
9. Transfer Station Bill Glennie
Other topic of conversation was the Bement Bridge repair and Harry Wright, Selectmen Representative advised he had drawn up a list of needs for the bridge repair and talked with Nancy Mayville, PE today.
Don Jackson expressed appreciation to Jon Marden for all the forms he has drawn up for the CIP.
NEXT MEETING IS SCHEDULED FOR
THURSDAY, JUNE 2, 2011
Motion to adjourn made, seconded and carried at 8:15pm
Respectfully submitted,
Marjorie R. Cilley
Secretary
CIP Committee Minutes 11.03.10
November 15, 2010
TOWN OF BRADFORD
C I P MEETING
NOVEMBER 3, 2010
7:00PM
Call to Order and Roll Call:
Don Jackson, Chair called the meeting to order at 7:00pm with Dick Keller, Jon Marden and Marge Cilley, Secretary present. Bill Glennie arrived at 7:15pm.
Review and Consideration of September 30, 2010 minutes:
Motion was made by Bill Glennie and seconded by Dick Keller to accept the minutes. Don Jackson, Chair advised on page 2, under the Kearsarge School District Update, the second paragraph should read “reducing the State’s participation from 35%, not 45%.
Motion carried with edit 4-0.
Don Jackson, Chair advised that Dick Keller has put together a scenario that comes out about $200,000 a year for six years, and we have been spending for the past five years about $337,000. It was suggested that either two or three scenarios should be presented.
1. The $200,000 is a nice place to start, and given the fact that the past five years we have been averaging $337,000, maybe somewhere between $200,000 and $400,000 another level could be picked, like $350,000.
It was pointed out that the Department Heads have come forward with requests which are significantly higher, and especially when the road portions are included. It is the CIP’s Committee’s responsibility to provide to the Planning Board a plan based on what we feel is minimal, and we are really spreading out their requests.
It was also discussed that the Selectmen will have in addition, Warrant Articles at Town Meeting. Money will be set aside each year for the purchase of equipment, such as the new ambulance which is scheduled for 2015.
Jon Marden advised the next five years is pretty level from Capital Reserves, to cover the purchases anticipated. However, it does not include other Capital Reserves, such as every year for 10 years, $40,000 has been put in for road oil, now called asphalt, and every year it comes out zero.
Jon Marden suggested having hour meters installed on all the equipment that has an engine; this would include the police cruisers. Actual hour reading reported annually would help identify vehicles and equipment should be refurbished or replaced
Town Hall Facilities were discussed with septic, well, elevator, parking lot etc. being of concern.
Jon Marden commented that the 2011-2016 plan and supporting statistics could go on a DVD and be ready for assisting in next years CIP work.
Jon Marden and Bill Glennie set up the screen so all the committee members could see and critique the spread sheets that are being worked on.
A tracking of a list of all the Capital Reserves and how they are funded each year were observed, in an effort to balance expenses over the 6 year period. Much conversation ensued going over specifics.
Statement was made that the goal of the CIP committee is to satisfy as many needs as they can each year, based on the input from each department and using CIP analytical observations.
Master Wish List includes:
2011 Backhoe, Cruiser and Bridge Design.
Fund Loan for Town Hall design and elevator (2011 through 2016).
2012 Exhaust Scrubbers – Fire Department, Town Hall-Septic
2013 Life Pak – Rescue. Cruiser-Police.
2014 Cruiser, Communications Tower, Town Hall-well, Tanker for Fire Dept.
2015 Revaluation due. Ambulance.
2016 Highway Truck out of Capital Reserve $190,000, Police Cruiser.
(Footnotes will appear on charts to finer tune information)
Decision was to minimize categories with no purchases requirements.
Bill Glennie will present this to the Planning Board at their next meeting on November 9, 2010.
This is “ CIP six year plan submitted in 2010.”
Don Jackson will stay on as Chair and a meeting will be set up after Town Meeting. Don expressed his wish that all present CIP members stay on. Also stated was that Department priorities are very important, and the CIP committee should start earlier next year.
Meeting Adjourned 9:00pm
Respectfully submitted
Marjorie R. Cilley
Secretary
Planning Board Subcommittee CIP Agenda 09.30.10
September 29, 2010
TOWN OF BRADFORD
C I P
P O BOX 436
BRADFORD, N.H. 03221
THURSDAY, SEPTEMBER 30, 2010
6:30PM
A G E N D A
1. APPROVAL OF MINUTES OF SEPTEMBER 16, 2010
2. UPDATE OF ASSIGNMENTS:
A. Highway Dept.
B. Community Center
C. Transfer Station
D. Additional Kearsarge School District Info.
3. Public Input
4. Any other Business that can legally be brought forth for discussion
5. Adjournment
