Capital Equipment Reserve Fund

CAPITAL EQUIPMENT RESERVE FUND (CERF) MEETING MINUTES For the meeting of November 16, 2010 Members Present: Mayor Donnalee Lozeau David Fredette, Treasurer Carol Anderson, Citizen Member Trustee Alderman Brian McCarthy, President BOA Trustee– arrived at 4:15PM Members Absent: None Non-Members Present: John Griffin, CFO Jen Hinderer, Library Director Susan Deschenes, Assistant Library Director Karen Smith, Business Mgr. Police Dept. Deputy Chief Seusing, Police Dept. Roy Sorenson, Street Superintendant Nick Caggiano, Park/Rec. Superintendant Lisa Fauteux, Solid Waste Superintendant Chief Morrissey, Fire Department Mayor Lozeau called the meeting to order at 3:45 P.M. Treasurer Fredette moved to accept the minutes of the 06/24/10 and 10/29/10 meetings – motion passed. Request from CERF – Library Department 2011 a) A motion was made by Treasurer Fredette to approve the request to transfer available CERF funds in the amount of approximately $20,000 to replace Computer Equipment as need per memo dated September 27, 2010 from Jennifer Hinderer, Library Director. The amount replaces funds in the FY 11 budget reduced from line 64996. A brief discussion took place on the use of the miscellaneous equipment and the motion passed. Request from CERF - Police Department 2011 a. A motion was made by Treasurer Fredette to approve the request to transfer available CERF funds in the amount of approximately $183,700 to replace 7 marked cruisers and the motion passed. b. A motion was made by Treasurer Fredette to approve the request to transfer available CERF funds in the amount of approximately $26,500 to replace 1 unmarked cruiser and the motion passed. c. A motion was made by Treasurer Fredette to approve the request to transfer available CERF funds in the amount of approximately $35,000 to replace a 2000 Chevrolet Pick-up truck with plow #01609 (32). A brief discussion took place on vehicles needs throughout the department and replacement cycles and the motion passed. In addition to the above the Police Department informed the trustees that they will be replacing a Parking Enforcement vehicle that will be funded through the Parking Enforcement account. The department may also have an additional vehicle needed in early spring. Request from CERF - Street Department 2011 a) A motion was made by Treasurer Fredette to approve the request to transfer approximately $130,000 in CERF funds to replace Dump Truck #126. It was discussed that the current truck is 18 years old with over 110,000 miles on it. There is extensive rust and rot on the body and the truck is no longer utilized as an all season vehicle. The motion passed. b) A motion was made by Treasurer Fredette to approve the request to transfer approximately $53,000 in CERF funds to replace a 4X4 Pick-up truck #9. It was discussed that the current truck is 10 years old and has significant engine problems involving the cylinders. The replacement for this vehicle will be a 1 ton dump truck with plow which would allow for more versatile applications. This is was new to the Street Dept. and it can carry cold patch in the winter and can tow the bobcat also. The motion passed. c) A motion was made by Treasurer Fredette to approve the request to transfer approximately $31,500 in CERF funds to replace a 1998 Chevrolet ¾ ton pick-up truck #55. The current truck has a blown transmission, cylinder problems in the engine and significant frame rot. The replacement for this vehicle would be similar in kind. The motion passed. d) A motion was made by Treasurer Fredette to approve the request to transfer available CERF funds in the amount of approximately $26,250 to replace an Asphalt Roller #63. The current roller is a large 5 ton roller that is 22 years old and experiencing problems with the linkage and drums. The replacement for this would be a more versatile 2 ton roller. The motion passed. Requests from CERF – Park Recreation Department 2011 a) A motion was made by Treasurer Fredette to approve the request to transfer available CERF funds in the amount of approximately $130,000 to replace a Dump Truck #92-502 (with plow, wing, and sander - 516 purchased in FY10 vs 502). Truck 502 is 19 years old and has driven over 120,000 miles. The truck has extensive frame and body decay issues. It would not be wise to invest repairs into this truck. The vehicle will be the dept. 2nd hook truck. The motion passed. b) A motion was made by Treasurer Fredette to approve the request to transfer available CERF funds in the amount of approximately $15,750 to replace a 1997 Chevrolet Malibu automobile #508 that has 88,000 miles on it. This vehicle is in need of extensive motor repair. The possibility of a hybrid upgrade will be funded through energy dollars and the expected cost for the hybrid vehicle is $28,000, which will replace John Barry’s vehicle. The motion passed. c) A motion was made by Treasurer Fredette to approve the request to transfer available CERF funds in the amount of approximately $27,000 to replace a 1997 Chevrolet pick up truck#636 with 114,110 miles on it. This vehicle had extensive body work done to it during the last inspection cycle. Extensive future repairs will be needed to keep this vehicle on the road. The anticipated replacement will be a ¾ ton four wheel drive truck with a snow plow. This vehicle was planned to be purchased in FY10 but placed on hold until FY 11. The motion passed. Requests from CERF – Solid Waste (Landfill) Department 2011 a) A motion was made by Treasurer Fredette to approve the request to transfer available CERF funds in the amount of approximately $1,188,061 for diesel or 1,278596 for CNG vehicles. Funds will be used to purchase 9 refuse vehicles. Vehicles to be purchased include 3 automated trucks, 1 semi-automated truck and 5 packers. The cost per truck will be approximately $270,000 for automated and semi automated and $246,000 for Packers. The total cost is estimated to be $1,845,274 for diesel and $2,296,259, for CNG. Attachment A and B reflects the total cost, discounts, and funding sources. The new trucks will replace packers #43, #76, #86, #21, #19, #78 (instead of 109 as planned), semi-automated #128, automated trucks #180, #181. Discussion took place on the need to use CERF funding to supplement SWERF funds due to not having enough to cover the cost of all the new vehicles. Trustee Anderson was concerned about this and asked for a legal review. Attorney Clarke reviewed applicable ordinances and resolutions and determined that the use of CERF funds to supplement the Solid Waste was not prohibited. The motion passed. Requests from CERF – Fire and Rescue Department 2011 a) A motion was made by Treasurer Fredette to approve the request to transfer available CERF funds in the amount of approximately $437,000 to replace a Pierce Arrow XT Pumper #97717. This request is consistent with the Department’s developed equipment replacement schedule. This request is contingent upon a vote of the Board of Fire Commissioners supporting the purchase of a new pumper in FY2011. The motion passed. b) A motion was made by Treasurer Fredette to approve the request to transfer available CERF funds in the amount of approximately $33,500 to replace a Ford Excursion – Command Vehicle #06722. The unit has 103,233 road miles and 8,500 engine hours since its service date and the lead time on a replacement will be about 4 months. This request is consistent with the Department’s developed equipment replacement schedule. The proposed unit will replace the Shift Command unit, which is at end of service and will be traded to the local dealer. This request is contingent upon a vote of the Board of Fire Commissioners supporting the purchase of a Command Vehicle in FY2011. The motion passed. c) A motion was made by Treasurer Fredette to approve the request to transfer available CERF funds in the amount of approximately $22,700 to replace a Ford Explorer – Staff Vehicle #04715. The unit has 53,857 road miles and 8,500 engine hours since its service date and the lead time on a replacement will be about 4 months. This request is consistent with the Department’s developed equipment replacement schedule. The proposed unit will replace a Staff vehicle, which is at end of service and will be traded to the local dealer. This request is contingent upon a vote of the Board of Fire Commissioners supporting the purchase of a Staff Vehicle pumper in FY2011. The Mayor suggested looking at a Ford Fusion as they very pleased with them in DPW. The motion passed. The Trustees discussed the CERF overhaul or reorganization plan as presented the them at their June 24, 2010 meeting. The committee reviewed the spread sheets and it was explained by Treasurer Fredette the need to keep the spread sheets current by updating them on an annul basis during the 3rd quarter of each fiscal year. Ald. McCarthy again discussed the need to review the possibility of not bonding and if time allows will work on the estimates and meet with Treasurer Fredette and the CFO to review. The committee agreed that this is needed and voted unanimously again to approve the reorganization plan for CERF. It was also noted that the rules and regulations need to be updated to reflect the new plan. Trustee Fredette will work on a draft and have Trustee Anderson review it before becoming final. Motion to Adjourn A motion was made by Trustee Anderson to adjourn the meeting at 5:40P.M. The motion passed.