HomeMy WebLinkAboutCapital Improvements 02/26/2002Capitallmprovenifeilt C�ommrtteet
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Minutes of February'2(2t)Q2 lr�
Present: Roger Achille, Chair, Bernie Dolan; 8nmetlt.Gay, MBC; David McCarter, Board of
Selectmen; Andy Gazzolo, Finance Committee;Jean' e ichael Trowbridge, School
Committee Ja
Shaun Burke, Director of Planning and Development; John D'Agostino, Town Manager;
Richard Boucher, Treasurer; Richard Lewis, Environmental and Conservation Planner
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February 12, 2002 Minutes
Motion; To accept the minutes as submtited (Dolan -Gay) All in favor. PASSES
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Richard Boucher explained his department's $55,600 request for a document processor.
He said his department processes 8,000 electric bills a month, along with 25,000 excise tax
each year, 4,000 water bills four times annually, and 7,000 real estate taxes twice a year.
Mr. Boucher explained the processor would read the bills, process and endorse the checks,
and make a copy of the check as it is processed. He said the current processor is four
years old and needs repair; however, the model is no longer manufactured. When this
machine breaks down, his department has to hand -post the bills.
Mr. D'Agostino asked how pressing the need is for this machine and whether Mr. Boucher
could wait until after July 1 to purchase it. Mr. Boucher said it should be replaced now.
Mr. D'Agostino said he would not support a reserve fund transfer now, but would consider
a Special Town Meeting article to make the funds available before July. He suggested a
lease. Mr.'Gazzolo said the service contract on the processor would be ll percent of the
purchase price.
Mr•. Trowbridge was concerned about the current system having worn out after only four
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years and here being no parts available. M . Gazzolo askeA 11 filo tol wl7uld get Cireidrt
for the existing equipment if the new processor was purchased from the same
manufacturer. Mr. Boucher said it would.
Mr. Boucher explained the current system does not do document imaging and is not tip`
internet compatible; the new system will be able to both, as well as make up a copy of alto
match received checks- M•. Dolan said the system sounded like it would do a tremendous
amount of work and save time and money.
Ms. Miller asked about the life expectancy of the equipment, saying she was concerned
about spending money if the equipment is so quickly outdated by technology changes-, Mr.
Boucher said they would get that sort of information through the RFP process, along with
cost information to use in deciding whether to purchase or lease the processor.
A discussion of leasing the equipment versus buying the equipment followed. The group
agreed that if this item were purchased, it would not qualify for borrowing because of its
limited life expectancy.
Mr. McCarter asked what would become of the current system; Mr. Boucher explained it
would be traded in.
Mr. Gay asked if this equipment would reduce the department's costs and whether it would
tie into the town's current accounting system. Mr. Boucher answered yes to both
questions.
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Richard Lewis, Conservation and Environmental Planner, explained the commission's
request for $150,000 for land acquisition. He said the commission requests this amount
annual , and has been supported at Town Meeting; $900,000 was recently spent to
acquire land on Essex Street.
Mr. Lewis added the town will be receiving a $250,000 reimbursement from the
Commonwealth for the land acquisition account. Mr. D'Agostino asked how much is
currently in that account, Mr. Lewis said $5,300 - $5,400. Mr. Achille asked when the
reimbursement would be received; Mr. Lewis said it should be by June 1, but that the
Open Space and Recreation Plan must be completed first.
Mr. McCarter asked about a citizens' petition article on the warrant for $390,000 for land
acquisition. Mt Lewis explained that is a high dollar amount for land -locked property, and
said he though that petition may be withdrawn.
Mr. McCarter asked what acquisitions the commission had in mind. Mr. Lewis explained
that with input from the Canoe aver Aquifer Committee and information gathered during
the Open Space and Recreation Plan update, the commission has a good idea of vital
parcels. Mr. McCarter asked whether the commission would still need money if the
Community Preservation Act was passed; Mr. Lewis said it would.
. Adjuurttmett
Motion- To adjourn at 7:35 p.m. (Dolan -McCarter) Allin favor. PASSES
D t of Ne eeting: March 5, 2002 at 6:30 p.m. Room 2a/b
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/WMtdr'e of Chan Date of Approval