CAPITAL INVESTMENT PROGRAM COMMITTEE
MEETING MINUTES
MONDAY, DECEMBER 10, 2007 – 6:00 P.M.
PRESIDING: Robert Nicholson, Town Manager / Don Olden Sr., Chair
RECORDING SECRETARY: Maureen F. Scanlon
PRESENT: Allen Crabtree, David Hague, Robert Nicholson, Don Olden Sr.,
Greg Smith, Paul White, Maureen Scanlon (Recording Secretary)
GUESTS PRESENT: Abe Parker (left early)
ABSENT: Richard Merritt
CALL TO ORDER: 6:24 p.m.
BUSINESS:
Allen Crabtree made a motion to elect Don Olden Sr. as the Committee Chair. It was seconded by Robert Nicholson. Motion carried with all in favor and Mr. Olden accepting the position.
Allen Crabtree reviewed the revisions to the CIP manual/process that were adopted by the Board of Selectmen. These revisions were made in an effort to clarify some of the processes that were not covered, or were not quite clear in the past. Items addressed are as follows;
1.) If a project on the CIP list is not to be continued, what is the process for taking it off the CIP list?
Clarification: It is a decision by the Board of Selectmen because it has been approved by the voter’s at the Town Meeting to have it on, but the CIP Committee may recommend that the item be taken off by action of the Selectmen.
2.) The same thing goes for the addition of new projects. It used to be unclear as to
who could nominate them?
Clarification: The revised Capital Item or Project Request form now
reads as follows; Requests can be submitted by the Board of Selectmen, and individual Selectman, the Town Manager, a Department Head, a Sebago Community Organization, or a Sebago Resident. This would then be brought before the Board of Selectmen to be acted upon. In essence, this means that a CIP Committee member (as a resident of Sebago) could submit a request.
Allen Crabtree stated that the new Vehicles and new Projects that have been submitted to the committee this year have already been voted on and approved by the Board of Selectmen. He mentioned that there were some nominated requests that were not acted upon (or approved).
The roll of the committee at this point is to add these requests to the CIP chart and prioritize the order in which they recommend funding be made. Then there needs to be discussion on the time-line for the project to be implemented, and whether the amount the amount of funding that has been requested is a true value, or if it should be increased or decreased. The completed priority list will be sent back to the Selectmen as has been done in the past. Depending on how much money has been set aside for the CIP items, they will be funded in the order that the committee recommends. There was some discussion on the prioritization process.
Allen Crabtree explained that the weak point in the last few major purchases that have been made is that the amount that is in the initial CIP estimate has not been accurate when the actual purchase is made. Therefore, an escalator of 5% will be worked into the formula for funding on the CIP spreadsheet. As a project or vehicle purchase approaches the point of being fully funded, this will eliminate a deficit in the funding level due to rising costs over the years that have not been taken into consideration. These numbers will be looked at yearly to make sure there are no deficits in adequate funding, or unnecessary surplus’ being accrued. Robert Nicholson explained just how this will be done.
Allen Crabtree suggested that perhaps some vehicles should have their replacement year based on hours used on the engine as opposed to annual mileage. (IE: Fire trucks have more idling time on the engines than actual mileage as opposed to ambulances that have more mileage.) There was some discussion on looking at this way of projecting replacement year estimations in the future.
Discussion ensued on the role of the CIP Committee. It was suggested that some of the CIP items technically should not be removed from the list after the project is completed or the vehicle is purchased because it will need to be replaced again in the future. (IE: Town Hall roof replacement project.) Further discussion ensued on whether this should be considered a regular maintenance repair instead of a capital purchase. However, it was agreed that certain items such as trucks definitely will need to be replaced at some point in the future and should be put back on the list after a purchase has been made. There was quite a bit of discussion on the actual need of several of the CIP line items.
The following agenda schedules were set for the next meetings;
Monday, December 17th (6:00 p.m.) – CIP Projects
Wednesday, January 2nd (6:00 p.m.) – CIP Vehicles & Wrap-up
Greg Smith asked to have an e-mail reminder sent prior to each meeting. This will be done for all committee members and a phone call will be placed for members that do not have e-mail.
A couple of addition errors were found on the CIP spreadsheet. The errors will be corrected and revised copies will be available at the next meeting.
Further discussion ensued on several of the CIP line items. Greg Smith suggested that the new line item for Administrative Vehicle Reserve should be split apart because it is actually for two different vehicles. Don Olden stated that this could be handled in two different ways, we can take what is recommended or we can ask to have this go back to the Selectmen and have it split. It was decided that it should go back to the Selectmen to be split because the Public Works truck is necessary at this time, but the second vehicle being requested may not be as essential at this time. Therefore, they should not be lumped together.
David Hague made a motion to adjourn. It was seconded by Paul White. Motion carried with all in favor.
ADJOURNMENT: 8:02 p.m.
NEXT MEETING: Monday, December 17, 2007 – 6:00 p.m.
Respectfully Submitted,
Maureen F. Scanlon
Recording Secretary
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