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HomeMy WebLinkAboutCIP Comm 11/06/2025Town of Mansfield 6 Pak Row, Mansfield,, Massauseas o2o4s ( ( t= i V C D r i�(,C Capital Improvements Proig33(ra� �o{Tmmittee +. :n�CO J�IIi l t� Present: Ms. Maureen R. Doherty, Ms. Diane Ready, Mr. Scott Feely, Mr. RobeYt Saquet, Mr. Joseph Cerretani, Ms. Greta Loukos and Ms. Sharon Friedman were present in Meeting Room 3 A/B. Not Present: Mr. Brendan Roche and Ms. Jenifer Sellon Guests: Mr. Josh Reinke, Acting Town Manager and Mr. Matthew Violette, Director of Finance and Operations 1. Open Meeting: Mr. Reinke called the meeting to order at 6:05PM. 2. Reorganization of the Committee Ms. Loukos nominated Mr. Feely and it was seconded by Mr. Cerretani. Ms. Doherty nominated Ms. Friedman and that was seconded by Mr. Saquet. Mr. Reinke then called for a vote for Mr. Feely as Chair and it passed 4:2:1 (Feely Abstained). Mr. Reinke called for a vote of Ms. Friedman and it failed 2:4:1(Friedman Abstained). Mr. Feely was announced as Chair. Mr. Feely then asked for nominations of Vice Chair and he nominated Ms. Friedman. This was seconded by Ms. Doherty. The committee voted and it passed unamiously 7-0. 3. Discussion and Consideration to Approve September 29, 2025 Meeting Minutes Ms. Ready stated that there was one minor typo that needed to be fixed it said through when it should have been though. Motion: To approve September 29, 2025 Meeting Minutes with one typo to be corrected. (Doherty/Loukos) Passes 6:0:1 (Mr. Feely abstained) 4. Discussion of CIP Goals, Process and Procedures Mr. Feely asked Ms. Friedman to start the discussion. Ms. Friedman stated that at the last meeting this committee was going to be considering a lot of capital projects however there were no items for Fiscal Year 2026 to approve. This then lead to a discussion about what this committee is going to do and what is the sense of the advisory component and how to go forward in dealing with requests that come before the committee. She posed a rhetorical question as to whether this committee has a voice in the projects that come before it to help with the overall budget process. She stated that there was one school project that came up and there was nothing else to deliberate on or vote on. She further noted that there was discussion on what constitutes a capital item verses an operating budget item. Mr. Cerettani commented that the focus should have been on focusing on items for Special Town Meeting instead of Annual Town Meeting. Mr. Reinke commented that there was also a discussion about going back to a ranking system. He noted that the departments rank the items that are in their capital plan and the discussion was about the CIP Committee members further ranking all the projects as a whole by year. Ms. Friedman commented that one of the issues was defining what is a capital project. Ms. Doherty stated this came up at a Select Board meeting and the Charter is clear and states that capital improvements are infrastructure or major equipment and today there are lots of things that can be considered major equipment for example chrome books and technology. She stated that the Committee needs to figure out how to integrate the capital improvement program and address things that may be a capital purchases. Mr. Feely stated that it has not been consistent and he liked the phrase capital purchases. Ms. Doherty commented that infrastructure is typically buildings or roadways but major equipment is different. Ms. Friedman commented that she had concerns if too many things were pulled from departments operating budgets and put into capital that it would create more problems. She brought up the example of the PFAS treatment plants and the items that are needed to operate that facility. Ms. Ready commented that the other item discussed at the last meeting was to have more meetings and to get more in depth with departments on their requets. Mr. Cerretani stated that he brought that up and the last time he served on CIP they met about five or six times a year. Ms. Friedman noted that the town may be constrained by lack of funds and CIP will need to know so that they can make the critical decsions that are necessary to keep things going. Mr. Feely stated that looking at the difinitions of these things is timely due to a new Town Manager and new Finance Director coming on Board and working with them. Attorney Chris Brown, Town Counsel was introduced and everyone went around the table stating which Board or Committee they were from. Attorney Brown stated that Massachusetts General Law defines capital as what items you can borrow money for purchasing and large equipment or volume of a lot of equipment. It would include infrastructure or a one time purchase. He stated the example of the PFAS carbon filters they are every year or every other year purchases however depending on the cost they would be considered a capital item. He stated that the Department of Revenue is a resource where you can find advisory bulletins that can point you to best practices. He noted that the key thing to understand is that there is a lot of planning that goes into each year and the committee is helping the Town Manager and Finance Director with the long term planning. Lastly, Attorney Brown stated that the Committee has their own space to define the concept and is the steward of that long term capital plan. Mr. Feely asked if there has been feedback from the rating agencies when they look at capital plans. Mr. Violette responded that it is the Auditors who look at the CIP plans instead of the bond raters. Mr. Saquet commented that CIP should focus on the actual capital improvements and let the Finance Committee focus on financing. Mr. Saquet then noted that when CIP was put into the Charter it was to create awareness about project. CIP would then discusses if a project is feasible or desireable and then the financing becomes critical. Ms. Doherty noted that each one of the committee represents a key role in the Town based on the Board or Committee they are on and it was a good time for a change. Mr. Feely noted that ultimately it is up to the Select Board members. Ms. Loukos asked what the difference is between urgent projects verses something that would come to the Finance Committee for funding. Mr. Feely responded that the Finance Committee Reserve transfers are for emergencies because something is broken and needs to happen immediately. Ms. Loukos commented that it would be helpful to see what was previously approved by CIP and use that to help with creating a definition.Ms. Friedman stated the importance of being clear and defining what the Committee is going to do. Mr. Feely brought up an example of police cars and the plan is doing one every year or every other year and Ms. Friedman believed that should be an operating budget item. Ms. Doherty agreed with Ms. Friedman. Ms. Doherty noted that she spoke with Deputy Chief Frank Archer and the life expectancy of a cruiser is five to six years however they still have some vehicles from 2017 and the department is off cycle. Ms. Loukos asked why does this committee exist and what is the purpose and Mr. Saquet responded with the history of it and why it went into the Charter. Mr. Saquet stated that whoever had the loudest voice at Town Meeting used to get all their items done and purchased, so the goal was to have a plan and rank the projects for recommendations and prioritize the capital expenditures. Mr. Feely commented that this Committee is the first place where items are looked at outside of Town employees and the Committee can scrunitize items. Ms. Friedman then asked Town Counsel if after listening to the committee does he have anything else to add. Attorney Brown stated that these are policy questions and are not legal questions. The law can define what you can borrow money for and the Charter defines your duties but the Committee can evaluate their process. He also recommend reviewing policies from other communities to help establish theirs. Ms. Loukos commented that it would be helpful to have a subcommittee to work on a policy and believed a small group conversation can bring a deliverable then come back as a full group to discuss. Mr. Saquet left meeting at 7:38PM. Ms. Loukos, Ms. Doherty and Mr. Feely volunteered to be on the subcommittee. Motion: To move that the CIP form a Subcommittee of three people and present their research to the full CIP at their next meeting. (Friedman/Doherty) Passes 6:0 S. Discussion and Consideration of Single Sewer Enterprise FY2026 Capital Improvement Request Mr. Reinke stated that he had a request for $200,000 for maintenance of the sewer and are looking to get the sewer lined under Route 106 before the construction begins on redoing the road. Motion: To approve the FY2026 Sewer Enterprise Capital Improvement request in the amount of $200,000. (Doherty/Cerretani) Passes 6:0 6. Any Items Not Known within 48 Hours: There were no items. 7. Adjournment: Motion: To adjourn the CIP Committee meeting of November 6, 2025 at 7:5013M. (Cerretani/Doherty) Passes 6:0 I I a Date Minutes prepared by Carrie Champagne