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Mayor Pelkey called the meeting to order at approximately 4:33 p.m.
Members Present
Matthew Galligan, Town Manager
Michael Gantick, Director of Public Works
Patrick Hankard, Dir. of Facility Services, Board of Education
Lisa Maneeley, Chair, Board of Education
Kevin McCann, Town Council
John Pelkey, Mayor, Town Council (Chairperson)
Craig Zimmerman, Board of Education
Members Absent
Dr. Kate Carter, Superintendent of Schools
Kathryn Hale, Town Council
Donna McKenty, Business Manager, Board of Education
Janice Snyder, Board of Education (Vice Chairperson)
Guests Present
Raymond Favreau, Director of Recreation
Scott Roberts, Director of Information Technology
- Approval of Minutes of Previous Meeting
Mayor Pelkey made a motion to approve the October 20, 2010 Minutes; the motion was seconded; and approved unanimously.
Mayor Pelkey clarified that the portion of the minutes that states, “Mayor Pelkey recapped what the Town Manager stated and said that the Capital Projects Committee would be working on two budgets. One would be the surplus buildup and the other would be the regular budget,” refers to the fund that they wanted to set up.
Review of Town Projects
The list of Proposed 2011-2012 Capital Projects is attached as Exhibit A.
Mr. Scott Roberts started by explaining the Computer System Replacement project. He explained that it is the second year of the 5-year forecast that was presented last year. He stated that in regard to cost, there isn’t any change. Because technology is changing, they will be doing virtual desktop infrastructure rather than PC replacement.
Councillor McCann asked if Mr. Roberts is seeing any changes in the software from what was budgeted. Mr. Roberts explained that right now Office 2003 Suite is being used because it costs about $100,000 to upgrade to the 2010 Suite. At this point in time, the State and other agencies are still compatible with 2003, so he would like to defer that cost for at least one more year. They will have to start thinking about it, but they are hoping that Microsoft will offer it in a cloud.
Mr. Scott Roberts explained what a virtual desktop is and the benefits of them. A small pilot will be rolled out in January and February.
Mr. Michael Gantick explained the Town Hall Fire Code Updates project. There are a number of items in Town Hall that need to be upgraded to meet the Fire Standards.
With regard to the Town Building Security project, Town Manager Galligan explained that some of the buildings were evaluated and recommendations were made to improve security. The goal is to minimize any type of damage that may happen the best they can.
Mr. Gantick discussed how the GIS project is a continuation of an ongoing project. The $50,000 for the most part, would be for maintaining licenses. Mr. Roberts explained how one of the projects funded out of this project is a web server that will allow the public to view capital project infrastructure projects with an ongoing budget. Mr. Gantick and Mr. Roberts answered various questions and gave examples of how this portal will work. The Town’s Twitter and Facebook accounts will be tied into this web page.
The Mayor asked if there were any revenue opportunities. Mr. Roberts explained some of the FOI challenges. He gave examples of how revenue can be generated by the Town educated others and charging, but not actually charging the public for the data created.
Mr. Roberts discussed the Web Update project. He gave examples of how they would like to revamp it to better serve the public.
Mr. Gantick and the Town Manager explained the need for the Emergency Operations Equipment project. These funds would be used to start building up a supply of materials needed to operate an Emergency Operations Center.
Councillor McCann asked what was done in the past because there hasn’t been a tremendous crisis caused by hurricanes or storms, so what is the Town trying to prepare for. The Town Manager explained that they hope to not need it, but if it is needed and it is not there, that is when someone asks why the Town didn’t have it. Mr. Gantick gave examples of what the Town needs to be prepared to do.
Mr. Gantick gave an example of a leak at the Community Center, which shows the need for the Life Safety Code Town Building Needs project. It was pointed out that the Capital Projects Priority List was put together before this leak was discovered.
Mayor Pelkey stated that all of the items on the list are important, but they total $1.28 million, which is more than the entire Capital Projects budget. Some things either need to be whittled down, Capital Projects will need to be increased substantially, or go to Referendum to get more money.
Mr. Raymond Favreau submitted the Park & Recreation’s revised Ten-Year Master Plan into the Capital Projects budget. (Attached as Exhibit B.) Mr. Favreau discussed a few highlights, which are explained in Exhibit B. With regard to the Lawrence Road Park project, Mr. Favreau explained that during this winter, when the Parks Division is not busy with snow removal and other projects, they will begin working to remove the invasive species. Some species may be able to be salvaged and they will work with staff to determine what should be kept Town Manager Galligan gave kudos to Jeff Doolittle for thinking ahead and having the contractor at the time clear this area.
Mr. Gantick described the Rye St. Culver Dry Brook Project. He explained that it is a very tenuous situation. There are issues with the structure and erosion. He said that major work needs to be done to rectify the whole situation. A Committee Member brought up the idea of having this as a bonded project. Mr. Gantick said that if it can’t get funded, then yes, but it isn’t on the original list. He is hoping it will be $500,000 or less. Town Manager Galligan said this is the type of project that more problems are found once the project is started. He is hoping grants can be used.
The Mayor stated that Council is going to have to make a decision as to what is going to be funded. The Town Manager stated that interest rates are currently low and he doesn’t know how long it is going to last.
There was discussion about approaching Capital Projects by having a $10 million Capital Projects referendum question before the budget is set. The Town Manager stated the Town Council should have a Work Session and discuss the possibilities with Mark Chapman from IBIC. The Committee discussed how so much more could be accomplished now with the current economy.
5. New Business
The Town Manager gave a brief update on the proposed Regional Animal Shelter.
6. Old Business
NONE
7. Adjournment
Town Manager Galligan made a motion to adjourn at approximately 5:50 pm; Ms. Maneeley seconded that motion; and it was approved unanimously.
Respectfully submitted,
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Vanessa Perry
Recording Secretary
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