Capital Improvement Plan Committee
Public Meeting Minutes
July 16, 2007
Chairman called the meeting to order at 6:37 PM in the New Durham Town
located off Main Street.
Present:
Padraic McHale, Chairman
Christopher LaPierre, Appointed member at large
David Bickford, Selectmen’s Representative
David Curry, Budget Committee Representative
Robert Craycraft, Planning Board Representative
Whittaker, Town Administrator
Others Present:
Mark Fuller, Road Agent
David Valladares, Fleet Manager
Jessica Bailey, Recreational Director
Sheri Joy, Recreational Chairman
George Gale, Alternate Planning Board Member
Approval of Minutes:
1. Motion made by Chris LaPierre to accept the minutes of June 25th as
amended and seconded by David Curry. The vote was 4-0 with
Robert Craycraft abstaining due to absence. The minutes of June 25,
2007 were approved as amended.
2. Motion made by David Bickford to accept the minutes of the July 2nd
meeting and seconded by David Curry. The vote was 4-0 with Robert
Craycraft abstaining due to absence. The minutes of the July 2, 2007
meeting were approved.
Recreational Department:
Recreational Director, Jessica Bailey explained that the ball field
sprinkler system is in need of repair. There is also a need for
expansion. The sprinkler in the Babe Ruth field is incomplete. Mark
Fuller was asked for approximate cost to repair and expand the
sprinkler system. David Valladares believes it will be under $10,000.
Sheri Joy stated she will check on what the original cost was. Also
the stairs and the retaining wall at the field are in need of repair. April
Whittaker suggested monies go into CIP fund as a capital reserve
proposal for general maintenance and up keep. Ms. Joy will gather
information on what the cost has been up until now. Discussion
ensued regarding the lack of space for a Director’s office and the
eventual goal of a community building. They explained the need for
this by stating that the programs they now have need to be removed
from the school. The ideal building would have enough room to build
a decent sized gym. However, they have no problem with starting out
smaller and expanding in the future, as a first step to establishing
town-wide recreation programs. Ms. Bailey commented on the day
care which is now in the school gym in which she and Laura McCarthy
share a closet for an office and supplies. The children have to share
the playground. Ms. Joy discussed the original master plan of Elmer
Field. David Bickford asked about what size building they were
looking for. Sheri answered something big enough for a gym.
Padriac McHale suggested they start in general terms. It was stated
that it should be viewed as short-term with Phase I being a building for
meetings, offices, storage, and possibly small eventsinvolving less
than 40 people.
Highway Department:
Road Agent, Mark Fuller stated “THE TOWN IS GROWING.” David
Valladares, the town fleet manager, stated the trucks are running far
too long. He feels the turn around on the trucks should be reduced to
a 10-12 year program. This means there would be a struggle for the
next four years to get all the trucks on schedule per the CIP, but after
that it would be possible to start saving money toward large
purchases in the future with annual amortization of reserves where
they should be. Mr. Valladares also pointed out that the resale of the
trucks would increase. Robert Craycraft said that in 2004, the
Planning Board was told that 5 more miles of road would require
another truck. He asked Mark Fuller if this applied. Mark’s answer
was it would depend on where the roads were located. He also stated
that he would like the next truck to be a 10-wheeler because the
capacity would be bigger especially if the expansion should occur in
the 2nd Division, specifically Kings Highway. David Bickford asked
what the difference in the carrying capacity would be. Mark answered
it would be close to double. Padriac McHale feels we should start
putting monies aside now for the future needs of the town’s growth
April Whittaker explained that because of the four year struggle and
the need for more dollars initially, she advised they should wait before
setting aside for a 10-wheeler, but the issue can be reviewed
annually. Padriac asked if the highway dept. would be purchasing
new or used trucks. Mark said they would be new because the
maintenance would be less and they would have less down time.
April Whittaker added that she wanted to mention how beneficial it
has been for the town to have their own mechanic, which had
extended the life of the existing trucks.
No monies had been set aside for equipment including backhoe,
loader, tow broom, grader and chipper. The life expectancy for the
grader is 20 years. David Valladares stated this should be changed to
a 15 year turn around. It is the most severely used piece of
equipment. There are between 14-16 miles of dirt road in this town.
The machine is almost 8 years old and has 6000 hrs on it. The life
expectancy for a grader is 8000 hrs. The committee was in agreement
that the life cycle for the grader should be changed to 15 years and the
numbers will be reconfigured to show this. The life cycle for the
chipper is sufficient. There is no provision for additional equipment at
this time, but can be reviewed annually.
• Infrastructure – large pieces of equipment are left outside due to the
lack of shelter space, Mark needs more office space, and the furnace
is a fire hazard in it’s current configuration. Mark has suggested a 16 x
40 addition for more space, an additional two bays. Sooner or later the
roof will need to be replaced. All of this will be reviewed during the tour
of the facility. Mark also mentioned that the containers for gas & diesel
need new pipes & dispensers. Cost might be under the $10,000 cap.
It will be looked at again if the numbers come in higher
.
• Davis Crossing culvert/bridge - April reported that she and Mark are
trying several options. Plan A- Mark has resubmitted hazard mitigation
and Plan B work with Strafford Planning commission to see if a 50/50
match can be done. April says we are in decent shape. David Curry
had concerns about whether money should be set aside in case it is
necessary. He feels it would be wiser to set aside money now. It was
agreed that $10,000 min be placed in the Capital Reserve Fund.
Robert Craycraft suggested adding a footnote that subject to notice
from whomever this number is subject to change.
• Town Road infrastructure – Selectmen & Mark Fuller are going out
and check all the roads and are to come up with a plan. The figure for
this may change in the next year.
• March’s Pond Dam – approximately 100 gal. per minute is leaking out
of the dam. Mark met with the State Dam Bureau and town engineers
looked over the dam and did a special dye test. The dye came out
through the dam house but not the leak. The State Dam Bureau
recommended building a containment area around the leak to see if we
have any sand or materials coming out. The results are that there are
deposits coming up. The State has ordered the pond to be drained
and the leak must be found. The rough estimate of the cost for
reconstruction is $328,000.
• Shirley Pit – the terms and condition of the court probate will be
coming to an end in the year 2009. The cost to crush gravel last year
was $18,000. The man who has been doing it is out of business. The
estimated cost this year is $38,000. The future estimate should be
changed tono more than $75,000.
The committee has asked to be kept informed on the March’s Pond Dam
situation. April Whittaker explained the note on the bond payment for the ladder
truck. She said the bond will be fully paid in 2009 and the bond payment be put
into Capital Reserve towards March’s Dam. She stated you should never allow a
bond payment to lapse, because the money is already figured in the taxes, and
keeps infrastructure continuously improved.
David Bickford wrote to the Local Government Center about the CIP committee.
He asked “Does the CIP committee based on the warrant article as voted by the
town of New Durham, does that qualify to go on year after year? If it does do
new members get picked every year? Do new officers get elected every year
(see attached letter)? It says it is to assist the planning board with capital
planning but RSA 674:5 says the CIP is for the sole purpose to aid the selectmen
and the budget committee. Paddy McHale pointed out that the CIP committee is
not under RSA 674:5. It is only an advisory committee. He feels the RSA should
be used as a guideline. April Whittaker explained that the committee was not
formed under the RSA because the Board of Selectmen felt it would take away
the deliberative power of the Planning Board. They wanted to form a
collaborative committee. The informality allows the Planning Board and the
Budget Committee to appoint their own representative(s). The committee is
made up of a good mix of people to help the Planning Board with their
recommendations. As far as members being assigned to the committee , it
would be up to the originating body. The selectmen chose to present the Capital
Reserve Fund as a warrant article at the town meeting so that future Board
members would hopefully honor the continuance of the committee.
Robert Craycraft had to leave at 8:40 due to a prior commitment.
George Gale was asked to step in for Robert Craycraft.
The next meeting will be held on July 30, 2007 at 6:30 PM at the Town Hall
located off Main Street. The committee will be hearing from David Allen with an
update of the talks that Bruce Mayberry has been giving to the Planning Board
about Impact Fee Ordinances. Also the Fire Department will be back to answer
more questions regarding facilities. Packets will be put together and sent out to
committee members before the next meeting.
Padriac McHale asked for a motion to take the meeting to a non-public session
for the purposes of discussion of possible acquisition of real estate. Motion Chris
LaPierre, second George Gale to enter into non-public session per the terms and
conditions of RSA 91A:311(d), vote unanimous.
Rolll Call: Bickford - yes
LaPierre - yes
Curry - yes
McHale - yes
The meeting went to a non-public session at 8:53 PM.
A motion to seal the non-public session minutes for one year was made by Chris
Lapierre and seconded by David Curry. The vote was unanimous.
The advisory committee returned to regular session at 9:10 PM.
A motion to adjourn was made by George Gale and seconded by David Bickford.
The vote was unanimous. The meeting was adjourned at 9:20 PM.
Respectfully Submitted
Laura Zuzgo
THE NEXT CIP MEETING WILL BE HELD ON
JULY 30, 2007 AT 6:30 PM
AT THE TOWN HALL
LOCATED OFF MAIN STREET
A video recording of this meeting is on file with the Office of the Town Clerk, is available for public
viewing during normal business hours, and will be retained in accordance with the New
Hampshire Municipal Records Board rules established under RSA 33-4:4, or for a minimum of 24
months.
| 
