HomeMy WebLinkAboutCapital Improvements 10/12/2010Capital Improvements Committee Minutes
October 12, 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; Alan Clapp, Municipal
Building Committee
Shaun P. Burke, Director of Planning and Development
May 3, 2010 Minutes
Motion: To approve (Trowbridge -Miller) Five in favor. One abstention. PASSES
Motion: To reappoint Ms. Lavin chair (Dentin -Miller) All in favor. P
Motion: To appoint Mr. MacDonald vice chair
(Dentin -Trowbridge) All in favor. PASSES
4. Discussion of Draft Definition of "Capital"
The committee discussed what the definition of a capital item should be, as well as the
appropriate dollar amount of a capital request.
The committee discussed its role and that of the Finance Committee and the fact that the
Capital Improvements Committee makes recommendations to Town Meeting, the Board
of Selectmen and the Finance Committee, according to the Town Charter. There was
consensus that one of the jobs of the Capital Improvements Committee is to try to
evaluate long-term investment to try to save the town money, and to proactively plan for
the long-term needs of the town (e.g.: doing something in-house or putting it out to bid).
The committee discussed the fact that the Light Department does not come to CIP. There
was discussion about whether this was a function of the Mass General Laws governing
municipal light departments, or a long-standing policy of the Board of Light
Commissioners. The group asked if the Light Commissioners could inform the
committee of the light department's capital expenditures. The committee further
requested the Light Commissioners establish a policy requiring the sharing of Light
Department annual capital plans with the Capital Improvements Committee.
The committee discussed capital outlay, which is included in a department's operating
budget, versus capital improvement items, which are in the town's capital budget.
The committee discussed whether a cost -benefit analysis is done for each capital
purchase, which it is not. Some items, such as ambulances, have a revenue stream and an
informal cost -benefit analysis is done. But, most acquisitions are completed without a
formal cost -benefit analysis.
The committee returned to the discussion of what the minimum amount of a capital
request should be. A variety of options were discussed. It was noted that $10,000 has
been used for more than 20 years. After discussion of raising the amount to $20,000 or
$25,000 a figure was agreed upon.
Motion: To increase the minimum to $15,000
(Miller -Trowbridge) All in favor. PASSES
The committee discussed establishing a long-term maintenance plan for the town,
specifically for DPW, Water and Wastewater. It was stated that the town is in discussion
with a consultant to review all municipal buildings and establish a maintenance plan and
cost estimate of implementing same.
The committee discussed having an energy audit done through the Light Department.
The committee discussed requiring capital requests to be submitted by December in order
to be able to establish priorities early in the process.
It was suggested that the draft be sent out to the departments requesting their feedback,
with the hope that if the departments know their requests will be reviewed according to
the definition, the requests will be prepared accordingly.
Motion: To adjourn at 7:40 p.m.
All in favor. PASSES
meeting: November 9, 2010 at 6:00 p.m.
4 / 11 /wo
Signature of Chair Date of Approval