Capital Equipment Reserve Fund

CAPITAL EQUIPMENT RESERVE FUND (CERF) MEETING MINUTES For the meeting of December 19, 2013 Members Present: Mayor Donnalee Lozeau Alderman Brian McCarthy, President BOA Trustee David Fredette, Treasurer/Tax Collector Members Absent: Non-Members Present: John Griffin, CFO Karen Smith, Business Mgr. Police Dept. Capt. Hanson, Police Dept. Eric Ryder, Superintendent of Streets Nick Caggiano, Park/Recreation Superintendant Jeff Lafleur, Solidwaste Superintendant Carolyn O’Connor, Finance/Administration Manager Assistant Chief Galipeau –Fire Shaun Smith, School Dept. Mayor Lozeau called the meeting to order at 9:04 A.M. Mayor Lozeau moved to accept the minutes of the 4/17/13 meeting – motion passed. The CERF funding was reviewed along with spread sheets. Several depts. such as School, Communications, Admin/Eng., Cemeteries were added. Requests from CERF – Police Department 2013 Due to a comprehensive review for a new replacement vehicle for the Police department the purchase of FY 13 vehicles were postponed until a decision was made on which vehicle will be used. The Police Department has completed their analysis of the four vehicles available as replacement vehicles for the Crown Victoria and has provided two Interdepartmental Communications with supporting documentation recommending the Ford Police Interceptor Utility as attached with the agenda. The current pricing is not available for the NH State Contract, but should be available very soon. An estimated price of $34,000, including equipment, for the replacement of nine (9) vehicles totaling $306,000 is requested from CERF for items listed in the 2013 replacement scheduled year. The department has 6 (six) 2011 Ford Crown Victoria and one (1) 2010 Ford Crown Victoria to possibly trade or sell depending on the best value. All trade vehicles have high mileage anticipated to be at, or above 100,000 by trade/sale. Two additional vehicles were totaled and will not have trades. Request the transfer of available CERF funds in the amount of approximately $306,000 to replace Vehicle as listed below. UNIT PLATE MODEL VIN MILEAGE Unit 6 G08657 2011 Ford Crown Victoria 2FABP7BV7BX160036 91,440 Unit 10 G11730 2011 Ford Crown Victoria 2FABP7BV9BX160037 96,275 Unit 13 G11728 2011 Ford Crown Victoria 2FABP7BV2BX160042 85,672 Unit 16 G16165 2011 Ford Crown Victoria 2FABP7BV2BX160039 101,069 Unit 20 G04216 2011 Ford Crown Victoria 2FABP7BVOBX160038 101,387 Unit 22 G01681 2011 Ford Crown Victoria 2FABP7BV0BX160041 89,874 Unit 17 G12870 2010 Ford Crown Victoria 2FABP7BV4AX126196 86,681 Unit 5 G08658 2011 Ford Crown Victoria 2FABP7BV9BX160040 Accident Unit 7 G11732 2010 Ford Crown Victoria 2FABP7BV1AX140248 Accident It was explained that additional research is still being conducted into consideration of hybrid vehicles for unmarked units as requested by the Mayor. Currently, we have several vehicles that are due for replacement; Domestic Violence Unit, Deputy Vehicle, School Resource Officer Vehicle, and Parking Enforcement Vehicles. We will keep you posted on the results of the hybrid analysis. A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve the request to transfer available CERF funds to replace vehicles as presented above. Motion passed. Requests from CERF – Fire & Rescue Department: FY 14 A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve the request to use available CERF funds to replace a 1998 Pierce Ariel Tower 100, Unit ID T02 plate # G04966. The new Pierce Arrow XT Tower Ladder will be approximately $1,200,000 and will be funded through a GO Bond. Motion passed. A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve the request to use available CERF funds to replace a 2004 Ford Explorer, Unit ID T39 plate # G04976. The new staff vehicle will be approximately $32,429. Motion passed. Requests from CERF – School Department FY 14 The School Department is requesting to replace five (5) vehicles all of which are 10 years or older. A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve the requests listed below (a through e) and transfer the available CERF funds in the amount of approximately $140,189 to replace Vehicle. Treasurer Fredette explained that this was also another new group that is now reflected in CERF. Discussion also took place in regards to CNG or Hybrids vehicles that may be available for the needed vehicles. Motion carried. a) Ford Taurus to replace the 2000 Taurus plate # G01966 currently driven by the Truant Officer. Estimated cost is $21,612. Current mileage is 84,921 miles. b) Ford Transit to replace the 2001 Ford van plate # G01541 currently driven by the Technology (IT) staff. Estimated cost is $23,029. Current mileage is 86,731 miles. c) Ford Cargo van to replace the 2001 Ford Cargo van plate # G01466 currently driven by a Plant Operations Tradesman. Estimated cost is $26,223. Current mileage is 80,303 miles. d) Ford Cargo van to replace the 2002 Ford van plate # G01487 currently driven by a Plant Operations HVAC Technician. Estimated cost is $26,223. Current mileage is 96,851 miles. e) Ford Pickup truck to replace the 2003 Ford 1-ton pickup plate # G16444 currently driven by the Plant Operations Grounds crew. This truck is actually scheduled for replacement in FY2015, however it is in worse shape and is costing more to maintain than the 2001 Ford ¾ ton  pickup (which actually is in good running condition). Estimated cost is $43,102, which includes the plow and sander. Current mileage is 76,544 miles Request from CERF - Division of Public Works Park Recreation Department FY 13 A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve the request to replace to replace Vehicle #517 a 1986 John Deer Tractor for approximately $93,173. The replacement vehicle will be a John Deer 60 HP 4x4 Tractor with various attachments. Motion passed. A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve the request to transfer of available CERF funds in the amount of approximately $93,713 to replace Vehicle #541. It was explained by Nick Caggiano the plan is to not replace vehicle #541 but maintain the current equipment and use the funding to purchase a supply of much needed equipment. The items to be purchased include: four standee mowers; two zero turn mowers with bags; three electric utility vehicles; Chipper; pull behind blower. Nick explained the importance of this much needed smaller items and the items were reviewed by the committee. Treasurer Fredette stated appropriate justification was given for this change in plans. Motion Passed. A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve the request to transfer of available CERF funds in the amount of approximately $109,148 to replace Vehicle # 542 a 2004 John Deer Mower. The replacement vehicle will be a Toro Ground Master 5910. Motion Passed. Street Department FY 14 A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve transfer of available CERF funds in the amount of approximately $24,995 to replace Vehicle #11 a 2003 Chevy Malibu. The replacement vehicle will be a F-150 Ecoboost Extended Cab or similar vehicle. The current 2003 Malibu has approximately 105,000 miles and will need brake, suspension and significant body rot repairs to pass State inspection this coming March. Motion Passed. A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve transfer of available CERF funds in the amount of approximately $139,466 to replace Vehicle #20 a 6-wheel dump with plow and wing. The current vehicle is a 2001 International 6-wheel dump with approximately 70,000 miles. This truck is suffering from frame and cab corrosion and will require repair to pass state inspection in March. This truck will be moved to a back line plow. The replacement vehicle will be similar in kind. Motion Passed. A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve transfer of available CERF funds in the amount of approximately $126,788 to replace Vehicle #37 a 6-wheel dump with plow and wing. The current vehicle is a 1999 International 6 wheel dump with approximately 60,000 miles. It is in need of extensive corrosion repair to the cab and dump body to pass state inspection. This truck may be moved to a back line plow or traded. The replacement vehicle will be similar in kind. Motion Passed. A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve transfer of available CERF funds in the amount of approximately $126,788 to replace Vehicle #83 a 6-wheel dump with plow and wing. The current vehicle is a 1998 International 6-wheel dump with approximately 90,000 miles. It has significant corrosion and body rot issues to the cab floor, fuel tank and dump body. This truck will be moved to a back line plow or traded. The replacement vehicle will be similar in kind. Motion Passed. A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve transfer of available CERF funds in the amount of approximately $126,788 to replace Vehicle #125 a 6-wheel dump with plow and wing. The current vehicle is a 1994 International 6-wheel dump with approximately 95,000 miles. It has extensive corrosion to the cab floor, body and hydraulic lines. This truck will be considered for trade. The replacement vehicle will be similar in kind. Motion Passed. A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve transfer of available CERF funds in the amount of approximately $181,913 to replace Vehicle #38 a 10-wheel dump with plow and wing. The current vehicle is a 1999 International 10-wheel dump with approximately 105,000 miles. It has had several minor frame repairs from corrosion and will need body repairs to pass state inspection. This truck may move to a back line plow. The replacement vehicle will be similar in kind. Eric also explained the importance and need for these vehicles as it pertains to several roads or streets in the city. Motion Passed. A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve transfer of available CERF funds in the amount of approximately $181,913 to replace Vehicle #70 a 10-wheel dump with plow and wing. The current vehicle is a 1999 International 10-wheel dump with approximately 96,000 miles. Vehicle #70 was put out of service in March 2013 due to extensive frame cracking from corrosion. This truck will be considered for trade or scrap. The replacement vehicle will be similar in kind. The replacement vehicle will be similar in kind. Eric also explained the importance and need for these vehicles as it pertains to several roads or streets in the city. Motion Passed. Solid Waste Department FY 14 A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve the transfer of available CERF funds in the amount of approximately $312,375 to replace Vehicle #184 Automated Refuse Truck. #184 is a 2008 Peterbuilt low entry cab forward truck with approximately 60,000 miles. #184 is in need of automated arm replacement, hydraulic system overhaul and suspension repairs. The replacement vehicle will be a CNG powered low entry automated refuse truck similar in kind. Discuyssion took place related to arms and improvements in technology. Motion passed. Engineering/Admin FY 14 A motion was made by Treasurer Fredette and seconded by Ald. McCarthy to approve the transfer of available CERF funds in the amount of approximately $24,995 to replace Vehicle #16 a 1997 Ford Taurus. The replacement vehicle will be an F-150 Ecoboost Extended Cab or similar vehicle. The current Taurus has approximately 60,000 miles. To pass State inspection this car will require a new floor, fuel tank and unibody frame repair to support the fuel tank. It was also explained that this is one of the new groups placed on the CERF list this year. Motion passed Motion to Adjourn A motion was made by Alderman McCarthy to adjourn the meeting at 10:16 A.M. The motion passed.