CIP 6/19/13

Meredith Capital Improvements Program (CIP) Advisory Committee Meeting Minutes
June 19, 2013

Members Present:                                         
Ed Touhey, Chairperson, Planning Board Rep.
Dick Gerken, Planning Board Rep.
Mark Billings, School Board Rep.
Jack Carty
Barbara Clark
Dave Thorpe

Members Absent:                                          
Jeanie Forrester (with notice)
Nate Torr, Board of Selectmen Rep. (with notice)
Carla Horne, Board of Selectmen Rep. Alternate (with notice)

Staff Present:                                                
Phil Warren, Town Manager
John Edgar, Community Development Director
Mary Ellen Ormond, Supt. of Schools

On Wednesday, June 19, 2013 the Capital Improvements Program Advisory Committee met at the Town Hall Annex.  Chairman Touhey called the meeting to order at 4:02 PM.

Minutes.  Dick Gerken made a motion to approve the minutes of June 5, 2013.  The motion was seconded by Mark Billings.  Dave Thorpe noted that the last sentence in the first paragraph of the Fire Department Update needs a change of some sort.  John suggested the sentence be adjusted to read: “The discussion concerned the inventory and the process for replacing equipment.  At this time the needs are at status quo.” This amendment was agreeable to Dick and Mark. Ed suggested that under Other Business, the second sentence should be amended to read “…as the Committee felt that participation by all members is valued and some accommodation should be considered.” This amendment was agreeable to Dick and Mark. Chairman Touhey called for a vote on the minutes as amended.  All voted in favor.

Update: Inter-Lakes School District.  

Mary Ellen Ormond, Supt. of Schools met with the committee to discuss the future capital needs of the District. The committee reviewed and discussed the Inter-lakes School District Capital Improvement Plan and Facilities Budget Plan prepared by Chris Wald, Facilities Director and Trish Temperino, Assistant Supt. updated and revised to April 2013. Mary Ellen noted that there are many improvements in the plan that fall below the committee’s threshold of $90,000.  Mary Ellen highlighted and discussed (4) larger projects that would be of interest to the committee given the $90,000 threshold:

Inter-Lakes Elementary School: roof replacement over four (2014/2015 thru 2017/2018)- $200,000 (total)

Inter-Lakes High School: parking lot re-pave (2014/2015)- $110,000

Inter-Lakes High School Auditorium Seating (2015/2016)- $120,000

Inter-Lakes High School: possible improvements to the upper athletic field (TBD)

Jack noted that the District’s dollar threshold for purposes of the Meredith CIP process is approximately 70% of the project based on Meredith’s share of District expenses.  John noted that anything that gets programmed in the Meredith CIP would reflect only Meredith’s pro-rated share of the project cost and that the approval of District capital projects rests with the School Board and the District Meeting. Mary Ellen noted that she is unsure of the best way to address the field issues.  There was discussion regarding historical drainage problems including the upper athletic field.  Barbara mentioned that the Trustees of Trust funds can make short term investments to improve interest income if the need to utilize existing trust funds is not near term. Jack asked whether the proposed auditorium seating would be retractable or fixed.  Mary Ellen responded that the District is looking to go with fixed seating with storage underneath. Mary Ellen also noted that some have expressed interest in relocating the auditorium entrance away from the stage.  Mary Ellen explained that the playground project will begin in July and will exhaust the Playground Expendable Trust Fund. There was discussion re: the sharing of library resources between the District and the Town.  Mary Ellen noted that the District just hired a new Library Specialist and that while it is premature for specifics, she envisions a huge change regarding future partnerships with the community. Barbara asked about available capacity at the schools.  Mary Ellen responded that the high school is utilized at approximately 95%, the middle tier is at 93% and the elementary school at 85% noting however that these percentages are not based on the number of potential students per classroom.   In that context there is significant available capacity of 400-450 students +/-. Mary Ellen indicated that the District is not looking at another building.  Mark Billings noted that there are building security needs that in the aggregate will have significant cost.  Jack noted that we need to keep the school a school and not a prison and that security can be increased inexpensively if done in a coordinated and comprehensive manner.  John suggested that the district’s numbers need to be pro-rated to reflect the Meredith share, we need to double check the year of the request given the school is on a fiscal year and the town is on a calendar year, and the committee will need to know to what extent the Facilities Maintenance Expendable Trust Fund would need to be replenished and when.  John offered to work with Mark and Mary Ellen on this in anticipation of a further update in September.

Update: Library. 

Erin Apostolos, Library Director and Colleen Nolan, Library Trustee met with the committee to discuss the capital needs of the library. The committee reviewed and discussed a Project Identification Form (Library Masonry Work) updated to June 4, 2013 and a related report by John Wastrom entitled Masonry Conditions Report- Meredith Public Library dated April 13, 2013. The total project cost is estimated at $134,032 and would be accomplished over three years beginning in 2014. The project includes chimney restoration, copper gutters and brick cleaning and repointing. Erin explained the Library’s RFQ process that resulted in this figure.  There was discussion regarding the estimates in the Wastrom report that are considerably more than requested.  Erin noted that they checked all of the references and are comfortable moving forward with the sole bidder. Erin noted that the Library is pursuing grant opportunities including LCHIP in 2014.  Erin noted the proposal does not include improving the front steps at this time.  Erin noted that the Library has received conflicting opinions on whether the sprinkler system in required by code and that the issue has not yet been resolved. If and when a water line needs to be brought into the building to support a sprinkler system, the steps would be addressed as part of that project.  There was discussion regarding library trust fund proceeds and other library revenue (fines and fees) available to the Library Trustees.  John suggested the Library Trustees re-examine the amount of the contingency ($6,382) and perhaps contact other libraries that have completed historic exterior masonry  projects to see what they carried for contingency and how it worked out. There was discussion regarding project management and the possibility of tapping local resources within the reach of the library for that purpose.  Erin indicated there initial thought was to manage the project themselves given their comfort level with the bidder and John Wastrom.  There was discussion regarding project phasing as indicated in the Project Identification Form.  Erin and Coleen indicated that they are not adverse to doing the project as a whole with a single appropriation.

Update: Water and Sewer Department. 

Phil Warren advised that the town will be furthering its efforts to secure and alternative, temporary emergency supply source at Prescott Park.  Phil is awaiting a scope-of-work from Emery and Garrett Groundwater, Inc. and will provide an update when more information becomes available.

Phil advised that the town has received a grant from NHDES to develop an Asset Management Plan for the water utility.  This will involve developing a catalogue of assets, condition assessment, criticality of failure, and a plan that would be coordinated with DPW projects as necessary.  Phil noted that in the future we need to look at the water tank and that would be part of the asset management effort.

Phil advised that the department will be pursuing an Inflow and Infiltration (I & I) Sewer Study.  There was discussion about what the study consists of and the benefits of tightening up the system.  Phil noted the Winnipesaukee River Basin Program will be completing a town-by-town metered flow analysis with 24 months however flow based billing is likely 3-4 years away.

Phil noted that a Process Review will be undertaken to examine the operations of the WRBP and that this process will be driven by the WRBP Advisory Board that the town is part of.

Phil confirmed that he is not asking the committee to program potential funding for sewer projects at this time.

Dave Thorpe asked about the status of real time cyanobacteria monitoring noting that Lake Wicwas experienced a bloom earlier this year. Phil indicated that that issue would be part of the study.

Other Business.  It was noted that the next meeting of the CIP Advisory Committee will be next Wednesday, June 26th at 7:00 PM at the Annex.

Adjourn.  

With no further business to come before the Committee, Mark Billings made a motion to adjourn.  The motion was seconded by Jack Carty.  All voted in favor.  The meeting adjourned at 5:45 PM.

Respectfully Submitted,
John C. Edgar
Community Development Director
June 20, 2013

Approved: June 26, 2013