MADISON PLANNING BOARD

PO BOX 248

MADISON, NH 03849

Capital Improvement Program Committee Meeting

July 1, 2009

Minutes

Members Present:  John Arruda, Noreen Downs, Scott Frost, and Kevin O’Neil

Members Absent: Jay Buckley, Dick Eldridge, and Sarah Parsons

Others Present: Bill Chick – Road Agent, Eban Delano – P&R, Fire Chief Rick Judkins

Meeting Agenda Posted: 6/24/09 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.

2.  Approval of Minutes: Mrs. Downs moved, seconded by Mr. Frost, to approve the minutes of June 3, 2009 as presented. Motion passed.

3.  Interviews:

              Highway: Mr. Chick and Mr. Frost met to discuss road issues and will work to provide a priority list for a three year cycle plan for road improvements and repairs. Mr. Chick would like to finish drainage work on George Chick Drive, Marjorie Chick Lane, and North Division Road in the next year. A priority for Mr. Chick is a building to house the existing road equipment; he will provide an estimate for building construction. He confirmed the 2011 lease / purchase of a one ton truck with plow and a 2014 lease / purchase of a backhoe. There was brief discussion of highway block grant funding and fuel prices for asphalt.

              School: No one was in attendance to submit projects.

              Parks & Recreation: Mr. Delano confirmed funding over three years starting in 2010 for a proposed pavilion, noting that $5,400 in donations has been received to date towards the project. He requested $10,000 for lighting lower Burke Field in 2010. This project had been originally proposed in 2009 and was withdrawn. There may be grant funding available through FW Webb. The 2010 request for $10,000 for irrigation of upper Burke Field would be pushed forward to 2011, leaving the $12,000 request for irrigation for lower Burke Field in 2012. The thought is that if there is lighting and better irrigation, food sales at games would increase and be used to offset the final pavilion payment. Plans and cost estimates for the pavilion will be obtained to help determine the actual amount needed. It was clarified that the cost included a kitchen, handicapped restrooms, and septic system.

              Emergency Management: Chief Judkins presented on behalf of Richard Clark. At this time there are no new projects for submission. Possible future projects include town hall generators, cisterns for the school and town hall, and culvert replacement. The department is seeking grant funding for a number of projects.

              Fire Department: Chief Judkins presented reported on the three projects mentioned at the last meeting for which he was obtaining estimates:

• Overhead Door Replacement: Because existing hardware will be utilized, the cost of the project will be less than $10,000.
• Bathroom facilities: The project would combine the existing bathrooms into one uni-sex, handicapped facility, storage of medical supplies, and enclosure of the oil tank. The cost is estimated at $13,811.
• Heating System: Replacement of the existing system with a more efficient gas system would create more useable space, eliminate the oil tanks, and be far more efficient and cleaner. The cost is estimated at $24,895.

              There was general discussion of the two projects, with Mr. Frost suggesting an overall review of the building, rather than make improvements one by one, to reduce costs. It was noted that if both projects were to be approved, the heating system should come first as the oil tanks would be eliminated, changing the scope of the bathroom upgrade.

4. Other Business: Mrs. Downs will update the financial spreadsheets for the members. The School and the Historical Society will be asked to attend the August meeting. Mrs. Downs noted that she had intended to make a CIP presentation at the next Quarterly Management Meeting, but will be unable to attend; Mr. Arruda will make the presentation as needed.

There being no further business, Mrs. Downs moved, seconded by Mr. Frost, to adjourn the meeting  at 6:55 P.M. Vote: Motion passed.

Respectfully submitted,

Wendy J. Huff

Administrative Assistant

Minutes Approved: August 5, 2009

Corrections: none