 Okay, I'm calling this meeting of the Joint Capital Planning Committee to order on February 9th at 1pm, 102pm. And our first order of business is to elect a chair. Do we have any nominations for a chair? Oh, sorry. I didn't raise my hand. Sorry, Mandy, Joe. Look at me. I'm already out of practice. You can go, go Alex. Whoa, whoa, whoa. I'm the chair. I think this is, I don't get to be chair very often. There's no chair chaos. Whoever wants to go. Well, I raised my hand first. So I'll go. Please, please go. Is there a second. We have to have a second. We not really hear what Mandy Joe said. Oh, I nominated Kathy. And then I asked if there was a second maybe. Okay. Are there any other nominations for chair of the joint capital planning committee? No, and Kathy Dukes. If you are voted, will you take on that responsibility given all the other work you're doing with the. Yes. Yes, although last night I thought of why am I doing that, but yes. Yes, I will. All right. So all those in favor of nominating Kathy as chair of the committee. Do I have to do roll call? Do I have to do roll call? Technically, yes. All right, I'll do roll call. Kathy Shane. Yes. I mean. Yes. Mandy Joe Hanneke. Hi. Alex Fave. Yes. Pamela Rooney. Yeah. Jennifer Shau. Yes. Okay. It's a unanimous vote six and four and zero against and one absent. Okay. I'll turn it over to you for vice chair. Okay. Nominations for vice chair. And I actually I'll nominate Alex. Second. Are there any other nominations or. And people can self nominate if anyone else would like to be. I'm curious whether Pam wants to do it. I don't know. I don't know. I don't know if anyone would be interested. I know Alex has had a number of years. Pam, Pam would be interested, but I am very, very happy to be helpful in any way possible. If Alex is interested in doing it. So I'm, I'm not going to nominate myself. Okay. What I could do is. Do two words and then or Alex. I mean, if Alex, I don't know whether you would like to keep that in mind. I think what Alex has been doing is if I'm absent and I haven't been, she chairs, but she's also been. Very focused on the report. And I would. How would I phrase phrase this. She keeps me literate and accurate would be the way I would do it. The choice choice of words is, is reflects what the discussion is. Okay. So do we have one candidate? Okay. Then I guess I do a quick roll call vote. For all. Yes. Kathy is a yes. Jennifer. Yes. Alex. I forgot to ask you if you're willing to do it. Are you willing to do it? It's fine. Okay. Alex. Mandy. Hi. And Pam. Yeah. Okay. So that's unanimous. The one other thing we need to do before Sean sets out. I don't think you put it on the agenda, but this committee, Pam, we take our own minutes. We don't have a minute taker. So we've been doing volunteers for minutes. And we do have a format that I can send you from the last time. So it becomes a, you know, it's, it's pretty standard from everything else we've done. Okay. Is there a volunteer for the minutes for today? Pam, Pam says, so Pam just volunteered and we are getting the zoom. We can get the zoom recording to you pretty much right after the meeting. So, you know, the extent you want to do. A lot of notes or less, lesser notes and wait to watch the video. Okay. Okay, Sean. It's yours. All right. So we have introductions on the agenda next. I don't know if we need introductions. Does everybody know everybody else? Nope. Pam, you don't know everybody else or we don't need to do introductions. Why don't we, why don't we just do a quick go around and say your name and what board you are on. Farah, do you want to start? Sure. I'm far, I mean, and I'm on the Jones library board of trustees. I'm Kathy Shane. I'm on the council. So I'll just, and Sean, thank you for doing that. So Jennifer. Jennifer shall Amherst school committee. Alex. Jones library with far. And Mandy. Mandy, Joe Hanneke. I'm with the council. And when we get through the rest, I'm curious who the other school committee member is that can't be here today. So Eric Rhodes is the other school committee member. He was on the committee last year and he's been on school committee of various points for a long time. So that's the other member. And I'm really counsel, former, former town meeting member. So welcome, Pam. So, so Sean will lead us through and then for people who are new and in this case it's you, Pam, we can. I'm sure you get a copy of the report we did last year. You know, at the, you know, so you'll be, you'll be seeing us, Sean looks at through, but like to, it gives you a good sense of what we as a committee did. Yep. Okay. So today's meeting. We'll probably be on the shorter side. So wise move taken the minutes for today. So we're going to just quickly go over the role of the joint planning committee, do, do a quick run through last year's plan just to kind of bring everybody back up to speed with what was approved last year and maybe do an initial review of some of the more complicated pieces of the report. So then you'll hear it today and then you'll also hear it next week. And I think that'll help. And then quickly go through the timeline and process for the rest of the joint capital planning committees session. And then see if there's public comment and adjourn. So I'm going to share my screen. And sorry, I have to have a cough drop. And otherwise I'm coughing nonstop. So. All right. Can everybody see my. Yes. Okay. So this is the agenda. All right. So this is from the. The new relatively new charter. These are the sections that relate really to the work of the joint capital planning committee. And I think I'll start with the, the second one be. So the charter calls for the town manager to create a capital improvement program each year, which will include a clear summary of the projects or the next five years with supporting data cost estimates, how we're going to pay for it, rough time schedules, and then some estimated annual costs of operating and maintaining the facilities. And that this report will be prepared with the advice of the joint capital planning committee. So what we've been doing the last few years is that we will present a very preliminary plan that may or may not be in balance. And then the. We'll go through each of the projects that are proposed for the upcoming year department heads responsible for those projects will come and present information on them. And then depending on the committee's. Decisions and what they think is the right way to go. They'll be a discussion deliberation and recommendations. And sometimes that may be we're not in balance. So we have to remove some projects. And here's what you should remove. Maybe there's something that was heard. That's not in the plan that should be in the plan. So really the up to the committee, what they want to want to do for the recommendation. And that recommendation will go to the town manager. And then that will get factored into the final capital improvement program that gets presented to the council on May 1st. And then we'll move on to another. Another component that we present. Is the inventory. So that's the top section that the charter calls for capital inventory that we update annually. So you'll see an updated inventory. For vehicles and facilities. And it's something that we're, we're trying to expand. We're not quite where we want to be in terms of having a. An inventory of every. An inventory of every vehicle that we have. And we're trying to expand that. And we're trying to expand that. And we're trying to expand that. And we're trying to expand the funds and things like that. But it's a better shape than it was previously. And then another piece just to be aware of is that we have a resident capital request process. And so there was a resident capital request window that was open. I think through the end of December. We have received the number of capital requests. And so. Except for the ones that were ineligible. Meaning we just, the town can't do what it. We can't do what they want to do. But some of the most requested requests will get an opportunity to present their projects at the next meeting. I've invited them to come starting at two o'clock and to present for three to five minutes, their projects between two and three o'clock. Most of them, most of the requests are road. Road. And public safety type improvements, speed bumps, things like that. They'll be posted in the packet sometime. Probably tomorrow. I'll put all the information in the packet or most of the information in the packet. I'll put all the information in the packet. You'll hear the presentations. And then again, that'll be part of your recommendation process, whether. To accept some of those projects. More analysis of those projects, reject them. So I'm. Anything I'm missing. Mandy Kathy. You guys have Alex. You've been part of the process for a while. No, the only thing I might, you might want to add. And I see Pam as a question is. When John comes to us with the. This year proposed. And then the updated five year. The resident capital request don't have a line. So one of the things when we're looking at them. Is if we end up saying yes to any of them, we would also have to recommend where the money comes from. You know, or, you know, and that, that would be part of our process. So, and then I had a question that I see Pam has her hand up too. So you said they're on the agenda for next week. Does everyone. I'm this time is everyone who submitted them. Are they aware of it and the extent to which. There's other their residents who are behind. Those who actually proposed it. Are they aware of it? So I've emailed all the. So when they submit the request, they have to provide a contact email. So I've communicated to everyone again, all the ones that are eligible. There was one that was not eligible because it was a request to. Essentially sort of set up a fund for an outside group that. For their capital repairs, which are not really something we can do. But for all the ones that are eligible, I've emailed them and again, invited them to come next week, starting at 2 o'clock. I, they're not required to. So just, I know at least one individual said. I'll try to get there, but if not provide some sort of written statement, you'll have all the requests in front of you. So I think we'll talk about each one. But yeah, they've all been offered to reach out to them directly to offer them the chance to present their project. Okay. Pam, your hand is up. Sure. Thank you. I had one question is, is there a set amount of money. For a resident request. And secondly. Do we, or does the town have a process. To compare. The priority of something that comes in as a citizen request. Compared to the, the priority list, the standing list of the town departments have already prepared. And that's a great question. I think it's been the crux of some of our issues with the resident capital requests the last few years. So we did make some changes this year. So one thing we did is we have capped resident capital requests at $50,000. Sort of a maximum. So none of the requests can exceed that amount. We don't have a set funding source. So it will be part of this committee's deliberation, also the town manager's deliberation, whether it can fit, you know what, how many to do and whether they can fit within the total amount of funds allocated towards capital. We, you'll see when we go through the plan in a second that we set aside a certain fixed amount for capital. And then this is what would that amount would have to cover any requests that are approved or recommended. And so the process this year is again, a little bit different. The requests that have come in, I've sent them off to department heads that are sort of responsible for that area. So really the request fall into two buckets. That is. I've already sent them off to DPDW and road repairs, and then some sustainability. Request things like bike stations, e-bike stations. So I've sent those off to Stephanie Chickarello and Gilbert Moran. And I've asked them to provide some sort of analysis or feedback on each request to help this committee. And in your deliberation process about. Then is it not advisable for other reasons as a, maybe it's, you know, great requests and it's, you know, it's consistent with what we're trying to do. So I have asked them to try to provide some analysis to this committee of the of the resident capital requests. Thank you. Can I just follow up on that did the one other committee is tack. And last time, those of who are on last year one of the issues we ran through is both the DPW guts involved but was this even a priority on the tack list, or when we're looking at if there are sidewalks crosswalks or you know what the mix is that tack might be does, when does tack get involved would be is my question on. Yeah, so we tried that we tried to streamline the process this year because again it was confusing about whether something should go to attack or not go to tack. So we've advised not to go to tack yet for to come to this committee, if this committee recommends it. Then it could be something that gilford mooring works them on if it needs to if it needs to go through them. I think that's a process that's still being worked out but I think because we reduced the amount. This year the projects around the smaller side in terms of what they are again they're they're sort of like speed bumps and safety signs and things like that. I think they're things that are more tangible that go for it could just weigh in on, and you guys could decide whether not to recommend them they're not as big as you know repayment a whole road or anything like that. Any other that is an evolving process to your point happy how the tack. No, and last year it was a long discussion on how we could avoid. There's a movie downtown called living but it's got a DPW whose main job is to send it to someplace else, and then when it comes back, not to act, you know it's one of these, you're going like this and we were we we didn't want we wanted it to be not a, you should have gone somewhere else first. You know, while counselor, Devlin got the air I think it lived it right she was the one that submitted a request to the tack and was told to go to JCPC and then she submit the JCPC and was told to go to the tack and I think that's why this year we just decided to say everything come to the JCPC to start with and we reduced the amount to make it. You know more distinct projects. Hi, any other questions before I move on to reviewing last year's plan. Everybody. Okay. All right, so this is last year's plan. I'm not going to cover. I'll go through it kind of quickly so, again, this just outlines what the role of joint capital planning committee is. And this is in your packet if you want to review it more detail later. We give a little overview of the process, you know a lot of this is to help the public understand the process. There's a little chart that divvies up the projects and sort of what departments they fall under. We'll talk about the timeline for this year so I won't spend any time here. All right, so this is the first slide I want to focus on and again this is this is probably the most complicated piece I just want to go through today quickly as a refresher and see if there's any questions and then we'll go through it again. Next week when we look at the FY 24 plan. So, this chart is a summary of the capital improvement program what's being proposed for FY 23 and then also the four out years, and it summarizes the funds that are available for capital and then how we propose to use them. And it does not include enterprise funds just one caveat this is all focus on only the general fund the enterprise funds have their own process and a separate funds for capital. Starting at the top is levy information and the way we do capital in this town is we determine a percentage of the levy to dedicate to capital. And so that's why you'll see the prior levy what the level increases if there's any new growth that produces the levy limit estimate for that year. And then where says cash capital goal of 10%. That's where we assign a percentage of that levy to dedicate towards capital. For example, in FY 23, we were able to achieve our goal of 10%. And that was 5.7 million allocated towards capital, and that goal is based on the previous year's final levy that's why it goes back a year in terms of the number you're multiplying by 10%. And then we project out how much we think we're going to dedicate going forward and so it could be 10%. We were we were projecting in 10 and a half percent and you'll you'll see what it is next week. So again, this is on the revenue side. So below that are other sources of revenue that are available for capital. So debt exclusion override is a new one that's been introduced because of the school project and we wanted to kind of fold everything into this summary. So we've got a line projector for debt exclusion override. We have reserves if any reserves from the capital stabilization fund or any of the stabilization funds. We're going to be used to support the capital plan. That's in here. Community Preservation Act debt come runs through our capital process only the debt. So you'll see a revenue source come in from the Community Preservation Act and then it goes out. It's really awash. They don't have to worry too much about that line, but just so you know why it's there comes in and goes out for for CPA debt projects. Comcast funding is something that was part of the last agreement, townwide agreement we had with Comcast. They were going to provide so much capital funding. And so this funding is coming into the town and we're using it to offset the cost of the INET project, which is a borrowing of the municipal fiber throughout town. And so again, this is for a certain period of time, but you'll see this revenue source and it's really offsetting debt down below. Other is for sort of miscellaneous funding sources that the most common one in that bucket is the ambulance fund. So we have the town as an ambulance fund, which is a receipts reserve for appropriation fund. And all that means is that we can't use it until we have the money in the fund you have to have it into and then appropriate from there. And so whenever our EMTs go out on a call, they bill insurance, all those insurance revenues going to this ambulance fund, and then we can use it to support the budget each year, which we do. And we can also use it to support capital costs related to the ambulance operation. And so you'll see some certain projects in there that say other as the funding source and most typically ambulance type ambulance equipment. And then the last one is state aid, and that is pretty much exclusively chapter 90 funds from the state, which go towards road repairs and costs associated with road repairs. And then the last one sort of in the middle here is borrowing. And so if there are any projects that we are proposing to borrow for it when it come out of a current funding source up above it means we'd be incurring debt and then we'd have to pay. We'd be paying it for one of those sources in the future. So any amount related to borrowing goes in this borrowing row in the middle. Yeah, I have a question about the state aid number with the new fair share amendment having passed. Do we know what that will look like in terms of, will that show up when you figure when the state figures out how they're going to get that money, particularly transportation. Is some of that going to show up on state aid in this number at some point and do you expect it any that any of it would show up for our FY 24 projected numbers. Yeah, that's a great question. So we don't know for sure if they're going to if the state is going to include estimated revenues in their FY 24 budget will know on March 1. So we'll know by the time the plan is finalized, whether the governor is assuming any, any of it. And I don't think we know for sure yet either exactly how those funds for transportation are going to flow through to cities and towns. I think the chapter 90 program would make sense. We already have a program sort of set up dedicated for transportation. But the thing I don't know is, you know, if they decided, okay, we're going to give you this up proportionately to every city in town, you know, the way that chapter 90 is done. Or, and also if the things that are eligible to chapter 90 are exactly the same as sort of what they were thinking when that was passed, because really it's for transportation so we're not positive exactly how those funds are going to flow through the cities and towns yet but we should have when the governor's budget comes out if there's any included. I think we'll have a much better idea at that point. Jennifer. So, what does the 59.9 million and borrowing for fiscal 23 represent. Just for the building projects we wanted to keep a placeholder in there for the four building projects so I'll show you in a second but I think it was probably the a couple of the building projects is why that's in there. That was deep. And Jennifer what we're looking just so everyone is clear. We're looking at what we did last year. This is not. He hasn't updated it yet. So this is literally the result of last year and there was a line for the fire station, and, and there, and the library might have been in there, you know, so that it was. So, so I was just going to make the point because on the debt exclusion and it shouldn't have the word override showing we need to get that out of that thing. Yeah, but on the debt exclusion, we at this time last year didn't know what the school would be. So he was carrying something for the school side so we're going to be seeing I'm assuming when we get this next week Sean. It's going to say proposed FY 22 will move off of this forget an FY 23 actual and then a proposed 24 with more years so they're going to see it with FY 28. So, this is just showing us what we've already done rather than the new piece we're going to be looking at. So I just want to understand. Yeah, I understand. I probably knew what that was last year but I don't remember. Because things have shifted since last year so I you know some of these things aren't in the same year they were before. Yeah, so we're going to see something you know we whatever we thought whenever we thought we were building the fire station it wasn't necessarily in FY 25 anymore so there's going to be some shifting around of numbers. And I'm saying there's going to be because I haven't seen anything yet so I just know Sean has got a lot of moving parts. And I just shown on if we know March 1. My guess is many's question was for FY 24 proposed will we have any money that we can count on my guess is maybe not but we might for 2526 27 will that be enough time for us to do something or would that be mainly then the staff would start looking at what we've done is we can move things to a different year if we know there's going to be more money for something else. So we can set take something out of the queue, or send more money on potholes. So we're going to move on now because next year we know we're going to get some additional money for some of the other. So, so that we won't know any of that till March 1 is what you're, I think you're saying, I mean it's possible that there's something that comes out sooner than that that gives us some direction, but March 1 I just know is when the governor's budget will be public so we'll know for sure what's being assumed in that budget. And the reason why we are including the four building projects are part of this is we wanted to see how the debt with those projects interacts with our capital funds which are going to obviously need to pay for them, but also the other capital projects and how much is available for them. So that's the, that's the revenue side or the funding side. Down below. So we call. So there's sort of three buckets of expenses that come out of what we call cash capital the amount of funds dedicated to capital. The first is actual debt or it's maybe a little misleading it's debt for any projects that have been approved to be from a borrowing so you can think of actual debt is projects that have been approved already as part of the capital plan. The projected debt are projects that are on the capital plan, not approved, but we've listed them as a debt for a funding source so you can see how that comes in in the future. And then we're just as new projects and maybe I'll put a little parentheses there this year. Those are projects that we're proposing not to borrow for that we would just use cash to pay for them outright. And then down below. Same thing so on the revenue side you have the debt exclusion funding source on the expense side you'd have the debt exclusion costs to pay the debt. And so those are really a wash in and out. And then we have other same thing any ambulance fund receipts or if there's another type of revenue there that would come in and go out so those match and then state aid same thing goes in and then comes out as an expense. So at the very bottom you'll see sort of if the plan is in balance and obviously the current year that we're in has to be balanced by the time it's voted on. But we also look to the out years to see how we're doing in the out years from a balanced perspective. And while 800,000 looks bad. I'll say it's not as bad as it's been another year. I would say that's manageable over a five year plan in terms of moving things around and moving things out that that's not too bad. Pam, you're muted still do we hold. I'll call it a reserve specifically for cost overruns because we know that the costs are changing so rapidly. Rather than just trying to beef every line item up. To estimate how much something might cost is there is there a fund that, for instance, the council can approve, but does the town doesn't have to come back to ask to use money from it. So, typically no. Typically we ask department heads to be conservative in their estimates to make sure they have enough money to cover the project. But this past year because the inflation was so dramatic. The council did approve a cost escalation reserve, sort of as a standalone project that we don't have to go back to the council for approval we can just tap into that. And we anticipate using all of it because as you can imagine, the things have come in more expensive than we budgeted. So we did do that for FY 23. It's a question whether or not to do it for FY 24. If we, I would say costs have not been rising quite as rapidly now as they were last year with this time when we were doing it. So it may not be necessary for FY 24 but that could be something the committee recommends. You know as we move forward. Thank you. And then just Pam again because you're new to this committee that went so when we propose a project. I want to projects approved the budget for that project it's set up in its own account department heads go out and do the work. If that project needs more money we would have to come back and request more money. If it comes in under any savings goes into sort of a capital sort of we call it a reserve account everything kind of falls into this reserve account. And then we can use those funds to appropriate for other capital projects we still have to appropriate from it so we can't just pull it. So it would come back to the council, if we ever want to use those funds. But that's what happens with capital if it's not spent if it's closed out. It falls into this account that we can then appropriate from. So it probably would be based on like the first tier of priorities and then a second tier of priorities. Right. Yeah, well we would we would likely sometimes we use it as a funding source here so that could be one of the other types of things that might show up as an other would be using as a funding source for the this year's plan if there's something we wanted to do that we didn't have enough current year resources to do it. You know to build on that last year on the new process that was set up in it. I think it started just after the first year but looking at outstanding funds that had been allocated that weren't spent and bringing them back and what Sean just said Pam is they became not a for the same thing so if it was in the school or in the town, it became as available to spend this year. So in 2023, some of that money helped fund the inflation protection fund. You know, Sony Sony went out and said we discussed with people that we can close it out and we can say it's now available but we didn't say it was for laptops in the school so it has to be for laptops. So we just came back as a, another source of funding for FY 23 that was from past years, rather than the current year. And Sonya aggressively goes out to department heads for any projects that are three years or older, and haven't been spent or fully spent and gets explanation from the department head what the status of that project is and if there's no good explanation as to why it hasn't been spent yet, she will close those accounts out to this transfer reserve so. They love to see her coming. Yeah, exactly. All right, so I will keep going. So this summary is just feeds off of the next few slides I'll go through quickly and just know a couple of projects that might be interesting, but all this flows up above so it all ties out. So, we break the plan down by department or function. Pam your question about a reserve this is the first time we've done it but this first section here was that reserve that we put up of 100,000 and as Kathy noted, the funding source you'll see in the middle here is other. And so that was from the prior year capital funds that we were just talking about. So here just you'll see department location type type just means is that equipment and a facility ground project, the description of the project, the funding source and then where it falls on the plan. And ultimately what the this committee and the council are concerned with is what the plan is for the upcoming year, but obviously feedback on the other four years is is important to. So facilities. We started set aside $200,000 per year for energy sustainability improvements. This is something that is for Stephanie Chico Rello and in her department to allocate towards the projects that they think are the highest impact. For FY 23 she sent me a list a lot of that's going towards some improvements at the wastewater station to increase efficiency over there. A lot of it is to supplement vehicle purchases that they can add hybrid technology. So there was a good chunk of it is going towards a couple buildings to increase insulation and those buildings to make them more efficient I think it was months in a town hall that there's a big chunk going there, going to those buildings for additional insulation. So she's on top of it in terms of planning out sort of how that money is going to be divvied up each year. I invested in a couple of accessibility accessibility projects this first one portable system listening systems at the bank center, and then there was you'll see down below in public works there's 10 to 20,000 or so to repair and replace the audible pedestrian signals at the crosswalks. A couple of them were not loud enough or weren't working the way they're supposed to so I think that project's going on right now. So deciding replacement the north fire station I think that's either done or almost done this compensation study. There's 40,000 put in for human resources to do a study. And I know that project is out to bid right now so we should have information on that in the next few months as to the results of that study in fire and EMS. I need to put my hand up. So it looks like it's not just capital equipment and facilities that can be planning studies. So it's mostly capital equipment. I will say there are a couple things that fall more into planning or large one time expenses. This was a big topic last year that we discussed. So something like the cyclical inspection program, for example, that's a large sort of one year every 10 years type thing that we have to do in town where we go to every single property and inspect them and report on the values. And so it typically requires the use of a consultant to do that because we don't have the staff on a regular basis to get to every property. So, there's things like that the compensation study I think is another one that it's not a regular thing that we would want in our operating budget because we're not going to use it every year. And we want to want our operating budgets to sort of fluctuate up and down in that way. So there's a couple things like that. These are probably the two main ones right here that I've seen recur over the years that fall into that bucket everything else is more or less related to a facility or a piece of equipment. Thank you. And fire this other again this is the ambulance fund would be the source here to pay for this equipment for the EMTs. We have the schools, public work so there's about 1.5 million or so allocated towards roads between cash capital and then the state aid which is the chapter 90 money, and then there was another $200,000 specifically for sidewalks around town. You can see the repair and replace of the audible pedestrian signals, 30,000 in planning. They had some, we sort of set aside a recurring amount for planning because it seems like every year there's some project going on that requires outside expertise to evaluate an FY 23. So the two projects where the these funds were intended for the solar bylaw, and also to evaluate the boltwood parking garage as to whether it could support, you know, another level or two potentially. And I think that product, the parking garage one I think is ongoing right now we should know pretty soon if not already. We have the last couple pages, our last page or so so we have, we kind of put all the vehicles together so before they were spread out we think it's helpful more helpful to see them all together. Two notable ones. Last year the ladder truck, that's the most expensive single piece of equipment that I think we own. It was about 30 years old, maybe older. And so we finally were able to we're trying to find other funding sources but just we're not successful in finding a grant or something else to pay for it. So we finally put in for that and I know I believe they just got the order submitted in the last couple months. And then we also put in for a new ambulance as well. And then the question Jennifer you had earlier those two projects were an estimate for the school. This was a, I think I mentioned last year this was an old estimate that we had carried forward so we'll have to update this, and then an estimate for the dpw building. So those figures will both be updated. And then we have a description of each project that goes in order as to how they appeared on the previous schedule. I won't get into that but it gives a little bit more of a description of each one. And then another thing that was a change the last couple of years is, there's a number of projects that we'd like to do if we had funding available but they're not things that we just, we wanted to start balancing whether we should put something on the plan if we can't afford it and serve that prioritization of putting things on that we have to do because we can afford them. And so this first table here are things that are projects that have been identified we don't currently have a funding source but we didn't want to lose track of them. And there are things that we would be applying for grants for trying to find other funding sources. So you can see there's a handful of projects there and this list will get updated every year. And then there's another bucket of projects again that are projects that have been raised, either by the community or the council as priorities that again we don't have funding for, and these ones may need more analysis or exploration is to sort of the scope of the project and and but again we want to keep them here so we don't lose track that these are projects that have been raised for for consideration in the capital improvement program. Yeah, Sean, if you just go back a little bit. Well, you've got the North Hammers intersection there which, of course, up in North Hammers is a big issue for us but my question is how things getting things on to the list so that the school site being the Fort Rivers site and the new housing developments going down in that East Village. There's been a lot more focus on the two intersections there the one on the south. And we put a, I think we should let's put it that way put a placeholder for those two intersections knowing that, you know, and so. So, so I've never been sure how this list gets evolved but I'd like to get those on the list and, and just so people know with schools there's actually a state grant program called intersections near schools. It seems like it's a fit, you know, and then with the mass works things because of the new community housing that's coming in they like to be in a place where there's something coming in so I'm just. I'm requesting that when you come back to us, you try to figure out how to squint some of that in. Yeah, I'll talk to Paul I think I think that could certainly be a recommendation to go to the committee. Any of these projects that the committee doesn't see on here that you feel are at the level, you know, at that level of we should do this as soon as we find money for it. I think the committee could recommend that for inclusion in this in this list. Okay. So this is the asset maintenance table. So this is to again to provide some additional information on the cost of maintaining our buildings and our equipment. So, at the top you'll see the facility. Square feet, approximate hours of operation. And then you'll see what was spent on facility staff to maintain those buildings this personnel services is just the staff to maintain those buildings. And then you'll see the school and then budget. And then you'll see utilities costs for those buildings and then any expense accounts that are associated with those buildings. So you can get it. So again, I would just say this is a rough sense of what it costs to maintain that building. And then same thing down below for vehicles you'll see the department, and then what they have in their budgets for vehicle maintenance and vehicle supplies. So it's a similar question to this since I'm now focused, Jennifer on schools. The, our schools don't show up on this list of facilities. So there is a separate place you can go and look and say, how much does fuel electricity, this kind of stuff. Could we somewhere have another one so that means, you know, the regional, neither the regional schools are on it, and the library. Jones is not on it. Am I correct you Jones is not on it so it's just, it's a question, because they're not there. Some parts of it are part of the general fund. Some are in another world, but I'm just wondering if the town wouldn't want to have a consolidated lists in some form and is if this isn't the nice right place to do it where to do it. So, so we, so I know for this coming year, I've added the public works building, which didn't appear here previously. And I also added the fire stations. I think we could add the school, the elementary schools because we own those buildings and we have access to that information so time permitting I think we can add that. Something that you see next week, but something that we could do before the final version. And then I don't think we would add the high school or middle school just because we don't own those buildings. We can get that information. It's in it is in their, their budget document, but just thinking about keeping this limited to the buildings that we own and same and for the same reason I don't know if we would want to include the Jones library. I would certainly ask the departments for that information if it's in something the committee wants to know when they come to present their projects. We could ask for that, because it is is listed pretty clearly in their, their budget documents where they could pull it so Mandy. On a similar question, but facing vehicles. This line's great I was wondering if you could add a line that talks about how many vehicles there are just so we get an idea that community centers got one say recreation has X number just so we have a way to look at the vehicle numbers per with these other maintenance vehicles in mind. I'm not sure how you want to do that, but I noticed that the school vehicles aren't on here either and I believe the some of the schools elementary vehicles show up under our capital plan for replacement at some point. And so I think the school department and maybe even the library department, at least under the vehicles since we sometimes fund the purchase of those vehicles through this capital plan should be columns on this. I think we can definitely have the numbers. Let me look at how we would add the school vehicles it's a little more school buildings are very easy to add the school vehicles are a little less because of the, the mix with the region. And the elementary schools and the vehicles are often shared between the two of them so the budgets live in multiple places. But there might be a way to just kind of consolidate it all into one thing so I'll take a look at that. If he puts DPW on we would get the add up the DPW vehicles on this list which would be great, Mandy, you know, like sure, just the number. I am trying. I did. We did make some improvements at standardizing the language based on your comments last year many Joe so you can, you know how many dump truck plows for example there are things like this. So it'll be a little bit better there. Alright, and then this is the list that Kathy noted earlier of any project that's three years or older. We list, we've been providing that list here and then how much is available that hasn't been spent and then what the status is. So, again, this year, it's everything from FY 19 and older that hasn't been spent. And then the year you're going to see next week will be FY 20 and older and unsurprising. Since we've been publishing this list, I think it's gotten smaller. So that's a positive outcome of the list. Either things going to turn back or, or just getting these things done. So this is a little bit of historical information on the capital improvement program and some of the things. A lot of this actually started back with the original JCP see that came up with some good guidelines for capital and so that's what this is showing. Almost done. This is the capital inventory. So the first couple pages are the our buildings. And we tried to highlight buildings that are slated for replacement or removal. I will say, it's not super helpful the value the values are insured value, which is not going to give you a great replacement cost estimate for that specific building. And then vehicles with the department making model and some additional information. And again, the color coding so sort of the light orange our vehicles that already have funding to be replaced. The more bold orange is the, our vehicles that are proposed to be replaced with the this year's capital, and then green or any vehicles that have hybrid or electric technology. And that already was part of them. One heads up, I'll just say for this year, sort of a judgment call that we made was to remove the equipment from this list, the trailers and we thought that that really sort of diluted the list and made it harder to understand how many vehicles each department had. So I've removed the equipment again which are mostly trailers. You know, welcome your feedback this year when you look at I think it's much easier to kind of understand how many vehicles each department has ones with the equipment removed. There's about 50 or 60 lines of trailers. So, again, interested your feedback on whether you like that change or don't like that change. And then we finished with the debt schedules for projects so this top section. This these are capital projects that have already been approved within the general fund for with a debt authorization so projects that we will borrow for, and you can see our either the, the set amount that will be paid off each year or an estimate depending on if the project has started it. The next section and the yellow are projected again these are those, those ones that aren't approved yet but they're on the capital plan shown as a borrowing so you can see how they impact our debt going forward. The blue is CPA. Again, there's a separate funding source for that so it doesn't really eat away at our capital funding, but just so you can see what's been approved from CPA. In the orange peach color. That's our regional debt assessment so each year the region assesses us for operating costs but they also assess us for debt. So, this weekend we have a four town meeting and I'm sure we'll find out more information on what they're anticipating for future debt assessments. But last, the last four town meeting the plan they projected had quite a bit on there and had our debt assessment going up a lot. And so that's one thing to keep an eye on when during the four town meeting is where are they projecting the capital assessment to the town of Amherst to be because that directly impacts how much how much capital funding we have for everything else that comes out of the same bucket. And then the final few lines here are the building projects and our best estimate at that time again this will get updated. And that's it. Mandy. Yeah, that regional debt assessment line I remember last year we picked where you picked that 800,000 just going forward as an estimate. Are you sticking with that, I guess we'll find out next week when you give us the plan but or is that number going to be closer matched to whatever's projected at the four towns and based on the four towns meeting discussion and stuff or are we going to just stick with a flat number. I think what you'll probably see at this meeting is the 800,000, but depending on the conversation at four town meeting that might get updated. And I think it may be a conversation that finance committee and the council have to have based on what you hear at the four town meeting. You know it's a hard number because you have to approve it right and so they can project and tell us what they think the number is going to be but ultimately until you approve it. It's not set. And just like our capital plan. You want to make sure all the projects are on there. And so you don't lose sight of them. But often when you get to the year that you're about to propose sometimes projects fall back because there's only so much capacity of staff to complete projects. And so that's another reason why often it'll come down a little bit as we get closer to the to those projects being a reality. Jennifer I saw your hand went up was it on the same topic or. I answered my question. Thank you. So, any final questions. I think the last thing we're going to do is just quickly go through the timeline for the rest of JCPC. Okay. All right, so here we are today on the ninth. So, we've got a plan to meet every Thursday for the next six or seven weeks. So next week, we will present the preliminary plan, which will include the capital inventory and on spent articles. Take general questions. I don't anticipate work on these times. I'll anticipate it will take that long. And we may have to kind of cut it off at two o'clock when the resident capital requesters come in to start it through their presentations. And then after next week's meeting, we start getting into department presentations. So, the 23rd, we have the town facilities department. Police department and school school and town it coming to present their projects on the second. We have tentatively have the fire department and public work scheduled. The fire department has noted a conflict that they might have with the second. So it's possible that the fire department swaps with somebody else on that March 2 date. March 9, we have school facilities and transportation planning and recreation. And that should those sections should cover all the projects that we anticipate requesting for the upcoming year, or all the departments that we expect will request projects for the upcoming year. And then you have a couple meetings at the end to finalize your recommendation and discussion, and you have technically you could do one more Thursday if you wanted to if you weren't able to complete it in these two Thursdays. You could take one more week to meet. We try to. We've been asking that the recommendations done by the end of March so that the town manager that has a month to fold in any, any recommendations into his plan. And so, Sean, I'm just thinking about our reports so so Pam since you're new week. A lot of what you see is just attached to our report so we're not, you know, doing redoing this in any way, but we are potentially changing specifics for a given year or making comments. We have to do when you've given us a day to talk about any recommendations. We're making and then a week later. I guess we're reviewing the report so there's basically a week for the report to get drafted and and hopefully sent out to people before we meet. So are you saying we maybe because I think we're one week later on this than we were a year ago but I'm just, are we the, I'm just looking there is a March 30, but you're trying to get you're trying to get the report completed by the week before so March 30. I'm not asking for another week so it might go extremely quickly. The, the less we're doing in terms of making changes, you know the simplest would be, we love your proposal. Thank you, you know, but, but for some of these discussion items and then the other is, I liked what you did last year is if questions came up or we sent you questions that weren't answered during the meeting for police for fire. You came to us at the next meeting with answers so that was, I thought, a really good way of, you know, so moving our discussion on a, you know, how do we handle this, and I'm, are you going to be using that process again this year. Yeah, yeah, we'll log questions and make sure the committee gets the responses before you do provide your recommendation. And, and again, I have no issues if you use March 30. I mean, there could be other things that delay you that you might want to take advantage of March 30 if, if a department maybe runs long in their presentation and there's more, you know, we don't want to cut off questions before, you know, we don't want to cut off questions when you department is going to present to you so it could just be that maybe a department runs long and we're not able to get to everything that meeting that might just push things back to so. So yeah March 30th is totally fine if we need it for whatever reason. So I'm just thinking everyone should gray shade that date, you know, hold that time, you know, not thinking we necessarily are using it but that, because then we're done, and then this, this goes directly to Paul, but goes into the council package as this is what the department recommended so it's not going through a separate process it's going right up, up lateral whatever whichever way we think of it yeah. And I'll do my best to, but the, by Friday the prior week, host the information in the packet for the following Thursday this one this coming week might be the one that I might not get the f by 24 plan in there until Monday or Tuesday but generally I have all the project descriptions and all that's already in place so I can get those into the packet a week ahead of time, or I might just do them all now so you can go ahead and look for all the weeks if you want. Anyone have any questions on all of this. Pam. Not a question but just to say thank you for all the work that goes on ahead of ahead of time to prepare all the information, because that's really organization that's really appreciated. Thank you now I feel like we've got this committee really humming in terms of we have a very good process and everyone, you know provides good feedback and things that ultimately do make it into the town managers. Final draft I think every year there's been recommendations from this group that have been incorporated into the town managers plan. So it's a process that's really beneficial to the town and getting the best plan possible. I think Alex I think you're the longest member of this committee and can talk about what it used to look like what you used to get compared to what we're getting now on day one. It's, it's both the quantity but but how much better organized it is so that you know to that we're not making decisions where we can actually make a decision what do you do with a, but a per set of proposals that's $10 million more than we have, you know, and so this is, I think it's an organization improvement know all the inventory work that's been put into this and what's in the queue. It's, it's, it's remarkable so thank you very much. Yeah, and some of that is just the JCPC has changed right at JCPC in the past as Alex knows JCPC used to be the, you know, making the plan right so it was a much messier project process by necessity because you would present whatever you guys recommended was the plan. I think with the charter change to more of an advisory reaction to the town managers plan so I think that's why it feels smoother now but JCPC had a pretty sophisticated process back then to be on the other side of it back then. No, it's just in general I think JCPC is a, you know, something that we always tell other towns that they should create something like it because it's just a very helpful process in town government. Any other questions or comments it because if there aren't, I will see if there are any public comments we have been taking public comments at the end of every meeting. Are you telling everyone that the, all the reports are going to be there in advance. You know, whoever is participating may want to be weighing in on specific proposals but I think we're still going to do it at the end rather than the beginning and just collect those comments. So, we are open for public comments and if anyone has a question or a comment please raise your hand. I'm not seeing any. So, thank you very much. And I guess we, we pretty informal we just, we don't even vote to adjourn we just adjourned. So, next week and, and Pam I'll send you a little format sheet if you want to use what we're using for minutes. Usually we make an attempt to have the minutes in the next packet and it's partly so that if someone missed the meeting they can read that rather than watch the full zoom account. And it also creates a record for where we were asked a question like we looked at some of these charts and, and then we can come back to it. You know, just so it's, it's not a verbatim as much as moving toward thinking that that's helping with the record for that of what we're going to write as a report. Kathy I can't remember do we vote minutes or did we come up with a process where we would just where you would. We didn't vote last time but everyone got to see them and I did a review of them and just finalize them but then sometimes people would say oh no you didn't capture something was missing, and then we corrected them so we didn't read and vote on them. We didn't take meeting time with that. And so if that process is okay we, you know, we would amend them. If someone sent something and then we would post it as final, you just stayed as draft. I just made an effort to make sure that it in my opinion captured most of the meeting since we have the zoom record as well. So I think that's an efficient process because we have all these departments coming in to talk to us so. Yes, Pam. Where are the zoom records kept. So they will be at the double check I can't remember if we post a link to them on the minutes themselves, or if it's just in the the town's YouTube channel would have it's definitely on the YouTube channel but I think we also were posting links in the minutes as well so you could just click on the link. And we were doing it in the minutes and we can double check the web page for this committee because it's been really nice on the school building. They created a click that gets you to the right YouTube space. You know, you don't have to figure out where on YouTube is JCPC. And so it just takes you right there to the whole collection so it's. It's a really nice little feature of that page. So Pam, but but Sean can send you as soon as we adjourn there is a recording and that's what we've been using with the building committee. Our OPM is doing the minutes and she just gets it right after the meeting so she doesn't have to wait to find the posting, and then, but then the minutes give the actual link so hopefully that will work. I don't think they're, I'm not seeing it on the other hand so I think we're adjourned, and we are adjourned at 207. Nice to meet you all. Thank you for being with us. Thank you.