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Capital Improvements Committee Minutes
November 9, 2010
Present: Charlene Lavin, Chair; Michael Trowbridge and Jean Miller, School Committee,
George Dentino and Doug Annino, Board of Selectmen, Tommy Ratliff, Finance Committee,
Shawn MacDonald, Planning Board
William Ross, Town Manager; Shaun P. Burke, Director of Planning and Development
1. The meeting was called to order at 6:00 p.m.
2. Correspondence
1. October 12, 2010 Minutes
Motion: To approve (Trowbridge-Annino) All in favor. PASSES
3. Discussion of Draft Definition of "Capital"
Mr. Trowbridge distributed a copy of a November 2, 2010 email from Superintendent Brenda
Hodges and Business Manager Ed Vozzella. Three questions were asked in the email in an
attempt to clarify the draft definition. The committee discussed the intention of the capital plan.
Mr. Ross said the definition should be broad, but educational purposes are exempt from the
capital process.
Mr. Ross said CIP should include all enterprise accounts, including water, sewer and the electric
department. Ms. Miller added all purchases should be included in the plan, which will provide
accountability.
Mr. Dentino opined the light department manager should be allowed to bring new rules to the
department, and have CIP review the light department's capital acquisitions/plan.
Mr. Ross said he would rather have a more comprehensive plan than in the past, including
anything that falls under the Chapter 30B procurement regulations, as well as short- and long-
range projects. Mr. Annino said the town needs to plan and budget for the whole capital package.
Mr. Dentino said he was concerned about moving things out of the operating budget and putting
large amounts into CIP.
Mr. Trowbridge said he was concerned about what happens if a capital request that is not funded
and becomes an emergency, such as a water pipe break and the need to purchase replacement
pipe.
Mr. Ratliff asked what would happen with an acquisition within the operating budget.
Mr. Dentino said the capital definition should clearly state what is within the capital plan; if
something falls within the definition, then it should come to the committee. Mr. Annino
suggested the committee could act as a gatekeeper on departmental acquisitions.
Ms. Miller said in the past, the committee did not say no to requests, it only established priorities.
She said now, as she understands the discussion, the committee can say no to a project. There
was consensus from the committee that that was indeed the discussion.
Mr. Ross said if something is not in the plan, it should not be funded. He said a good deal of
bonded debt will be coming off in the next couple of years. He said this would allow CIP to go to
Town Meeting to present a plan that could be funded.
Mr. Ratliff said the committee should try to do more planning, so some things can be funded
every year. He said if the plan is done right, there will be annual CIP expenditures. Mr. Ratliff
further stated that CIP funding appeared to be the low hanging fruit that was taken out of the
budget first.
The committee discussed grant -funded purchases. Ms. Lavin said it shouldn't matter where the
money comes from; grants should be partial or full funding sources, and the committee should
vote on the merits of the project and its acquisition. Mr. Ratliff said there should be no
exceptions based on funding sources; everything should be included in the capital plan. There
was agreement grant funded projects should be part of the plan.
The group returned to the School Department's email distributed earlier and agreed on the
following points:
I. No, all proposed capital acquisitions and projects should come to the CIP committee
regardless of the funding source;
2. No, all purchases, even if funded by revolving accounts, gift funds or general funds, with
the understanding that some direct educational purchases are specifically exempt, should
come to CIP;
3. No, all projects, in whole, should be submitted to CIP, purchases should not be broken up
to avoid MGL 30B procurement laws.
Mr. Trowbridge asked if the members agreed about requiring the light department to go through
the capital planning process. The committee decided that if the committee wants a more
comprehensive capital process/plan, then the light department should be included. Mr. Ross said
yes, the light department will come to CIP.
The board discussed the capital program, budget, a year-round meeting schedule, which type of
format to use to formalize the process and requiring yearly and quarterly updates on approved
projects from department heads.
Mr. Ross said Town Accountant John Stanbrook is doing a meticulous job of going through past
projects to compare the amount appropriated with the actual cost to see if funds remain.
4 Adjournment
Motion: To adjourn at 7:20 p.m. (Miller -Ratliff) All in favor. PASSES
Date of next meeting: November 18, 2010 at 7:00 p.m.
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`Sigxrature of Chair _ T Date of Approval