CAPITAL FACILITIES PLANNING & BUDGETING COMMITTEE
Thursday, October 20, 2011, Tracy Hall - Multipurpose Room
Members Present: Ed Childs, Neil Fulton, Tom Gray, Evan Pierce, Barry Rotman, Tom Sterling
Members Absent: John Lawe, Bob White
Secretary: Nancy Kramer Others: None
Tom Gray, Chair, called the meeting to order at 8:02 am.
1. Review of Agenda. A new item 4 was added on Vehicle Acquisition and Replacement Policy.
2. Public Comments. None.
3. Review of Draft RFP for Public Works, Fire and Police Facilities Deficiencies and Functional
Needs Analysis. Fulton described the draft RFP and an accompanying draft memo to the
Selectboard. The memo points out the need to define both functional and regulatory deficiencies
at the current facilities in order for the Committee to move forward with their work on what, if any,
improvements are needed. The RFP is broken down into two parts. Part 1 deals with code and
regulatory issues. An example given was the current disposal of water from the vehicles at both
the Fire Department and Public Works which does not meet current code standards but is
grandfathered. Part 2 deals with functional deficiencies. There is a mandatory pre-proposal
conference and site tour proposed in the RFP. The time frame to receive a report from the
consultant is estimated to be 3 to 4 months. Fulton suggested that the goal of the Committee
should be to address any improvements needed in the next budget cycle (for the Town budget
for FY14), since the report will not be in time to affect the 2013 budget. Sterling questioned the
need for the expense of a consultant to analyze the facilities’ needs and deficiencies. A
discussion followed with most Committee members expressing the view that a formal analysis is
needed in order for the Committee to determine how needs and deficiencies can be addressed
and make recommendations that can attract public support.
At this point, the Committee had a discussion regarding next steps. Fulton said a public forum
on public safety communications needs can go forward anytime in his opinion since a needs
analysis has already been done in that area. The next step would be the replacement of the
Town Pool Dam due to the fact that federal and state disaster relief will provide 90% of the
funding required. Fulton is working with the Recreation Council to move forward on an analysis
of the current status and preferred alternative. Next in line are the Public Works, Fire and Police
facilities as the Committee feels it is important that Town employees have decent work facilities.
Pierce moved (2nd Rotman) to recommend to the Selectboard that the Town Manager be
authorized to obtain proposals on consulting services to determine the code and
regulation and functional deficiencies of the current Public Works, Fire and Police
facilities. Motion passed. Sterling abstained.
4. Vehicle Acquisition and Replacement Policy. Fulton explained that the Policy has been set up
for cost efficiency and to look at the whole picture using a filter other than age since there are
other factors that come into play, such as the number of hours a vehicle is actually used and
changes in technology which make obtaining used parts more difficult. The Policy envisions a
two-step process. The first step is justification listing options and alternatives. The second step
is to put it out to bid and make a recommendation. There was some discussion of the sample
graph of life-cycle costs. Afterwards, the Committee agreed by consensus to support
Selectboard adoption of the Policy.
5. Continue Review of Reserve Funds. Fulton is working on updating the reserve funds as part
of the FY13 budget process. Fulton will try to have an update on the reserve funds for next
6. Review Tentative Meeting Schedule. After some discussion, the Committee agreed to meet
October 27th at 8:00 am.
7. Discussion of Agenda for Next Meeting. The Committee will continue discussion of reserve
funds and prepare for a public forum on communications.
8. Review Minutes. The Committee approved the October 13, 2011 minutes by consensus.
9. Adjourn. The meeting adjourned at 9:02 am.
Approved by the Committee October 27, 2011.
Nancy Kramer, Secretary
Future Meetings: Thursday, October 27, 2011, 8:00 am