MADISON PLANNING BOARD

PO BOX 248

MADISON, NH 03849

Capital Improvement Program Committee Meeting

June 3, 2009

Minutes

Members Present:  John Arruda, Jay Buckley (telephone), Noreen Downs, Scott Frost, and Kevin O’Neil (6:00)

Members Absent: Dick Eldridge and Sarah Parsons

Others Present: Fire Chief Rick Judkins, Library Trustees Ray Stineford and Angela Johnson, Library Director Mary Cronin

Meeting Agenda Posted: 5/27/09 at Madison Town Hall, Madison Post Office, and Silver Lake Post Office

1.  Call to Order: Mr. Arruda called the meeting to order at 5:45 P.M. Mr. Buckley is not able to attend in person due to work constraints and is attending via the phone. Per statute, he noted that no one was present with him. Mr. Arruda clarified that the Committee was collecting information for equipment purchases and/or projects estimated at more than $10,000 to be completed during 2011 – 2016.

2.  Approval of Minutes: Mrs. Downs moved, seconded by Mr. Buckley, to approve the minutes of May 6, 2009 as presented. Vote: Arruda - yes; Buckley - yes; Downs - yes; Frost - yes. Motion passed.

3.  Interviews:

              Fire Department: Chief Judkins presented six projects, five of which involve the fire department building.

• Primary Attack Pumper (Engine #1): He requested that this replacement purchase occur in 2014, rather than the scheduled 2016, at an approximate cost of $400,000. The life of the existing 1993 vehicle is estimated at 20 years. The life of the vehicle may possibly be extended if the vehicle passes certification at that time, but here is no guarantee that will happen. The Committee noted that the capital reserve will not be enough for purchase if the current funding level remains the same. There was brief discussion of possible lease/purchase programs.
• Ramp & Parking Area: Chief Judkins explained that the ramp and parking area is being eroded due to age and winter plowing. He provided estimates to remove and replace the existing asphalt; the lowest estimate is $25, 275. It was suggested that the highway department may be able to assist, helping to lower the cost. The Chief did not propose a time frame, but the earliest year would be 2011.
• Vehicle Exhaust Extraction System: The Chief explained that this system is a direct connect diesel exhaust system that captures the diesel exhaust and directs it out the building. He felt this was an urgent health & safety issue that needed to be addressed as soon as possible, and requested the project be planned for 2012. He also explained that there are grants available that may cover the entire cost of the system.
• Overhead Door Replacement: This project is the first of three for which the Chief has not yet received estimate costs. The plan is to replace the existing overhead doors with insulating overhead doors.
• Bathroom facilities: The goal is to clean-up and correct existing lavatory deficiencies resulting in one code compliant unisex bathroom.
• Heating System: Chief Judkins explained that the existing 1990 hot air system emits black soot everywhere and contractors have been unable to correct the problem. A more efficient and cleaner system is needed to heat the bathroom, office, and training room and to provide hot water.

              It was clarified that the target date of 2016 for the rescue truck is still viable, the Chief noting that other items are more important than changing this purchase to an earlier time frame. He will provide cost estimates for the last three projects as soon as available.

              Police Department: The Police Chief was unable to attend, but indicated that he had no new projects planned at this time. For 2010 he is still anticipating a lease/purchase of a cruiser and the start of computer replacements.

              Library: Mr. Stinneford explained that the existing library ramp built in 1993 is starting to deteriorate. The paint and stain continually need re-doing, the handrail is splintering, and the handicap railings are not in compliance with ADA regulations. In addition, because of the current design of spindle railing, it is extremely difficult to shovel the ramp. An estimate of $12,880 has been obtained to replace the ramp with concrete, install ADA compliant vinyl encased metal railings, and cover the deck near the door with composite material. The Library is requesting this be done in 2010.

              The Committee explained that the requests they are considering are for 2011 – 2016. However, after discussion regarding the Library’s Technology replacement plan for the in-house computers, it was discovered that the CIP plan had targeted $10,000 in 2010 which is not needed as the Expendable Trust is being used to cover those costs. The request for $10,000 in 2014 for computers will remain as is. Therefore it may be possible to include the ramp project in 2010.

              Historical Society: No one was in attendance to present any projects.     

4. Other Business: Mr. Arruda questioned the method for determining the year projects are included in the budget once a complete list of all department requests is compiled. Mrs. Downs and Mr. Buckley explained that in the past the Committee includes the projects in the year noted by each department, then shifts projects as needed to maintain as stable a tax rate level as possible. It was noted that changes to request years needed to be communicated to departments.

              Departments presenting in July: Highway (vehicles only), School, P&R, and Emergency Management.

There being no further business, Mrs. Downs moved, seconded by Mr. Frost, to adjourn the meeting  at 6:51 P.M. Vote: Arruda - yes; Buckley - yes; Downs - yes; Frost – yes; O’Neil - yes. Motion passed.

Respectfully submitted,

Wendy J. Huff

Administrative Assistant

Minutes Approved: July 1, 2009

Corrections: