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Committee sets CIP outreach, considers consultant audit and reviews ETF balances
Summary
The Capital Improvement Committee agreed to send department heads a request for updated CIP submissions (due by September), discussed hiring consultant Alpha to audit town buildings and inform capital priorities, and reviewed expendable trust funds for the historical society and IT equipment.
At its June 22 meeting the Capital Improvement Committee agreed to send department heads an email requesting updated capital improvement project (CIP) submissions and any new major expenditures, with the committee asking for completed submissions by September to inform the FY planning cycle.
The Chair explained the email will include the committee’s annual schedule, the standardized form and policy, and clarified refined due dates for June, July and August to help departments prepare. “We still want all submissions by September,” the Chair said, and members encouraged department heads to consult with the committee even if they only have conceptual plans.
Members discussed engaging a consulting firm called Alpha to conduct a facilities audit of town public buildings and spaces. The Chair said Alpha would produce a study identifying needed repairs and timing for major items — for example, when floors or windows would need replacement — to help the committee prioritize CIP entries and forecast longer-term costs.
Committee members also referenced an earlier energy audit sponsored by Eversource that examined windows and insulation and said that audit and the New Hampshire Saves residential program could offer useful data or funding avenues for building upgrades. One member volunteered to send the prior audit report to the group for reference.
The committee reviewed expendable trust funds (ETFs) relevant to building improvements: the Historical Society Building Improvement ETF (created in 2023, initial deposit $20,000) was cited as an appropriate source if the historical society needs a fire-alarm or alarm upgrade, while the general government buildings computer equipment ETF showed a small balance (about $491.80) and would need replenishment for any significant IT upgrades.
Members also discussed improving document management: bringing the CIP spreadsheet into a networked town drive so updates are centrally accessible rather than kept on a single laptop. A member said they had sent edits from Madison that were incorporated into the online materials.
The committee confirmed meeting dates (July 13, Aug. 24, Sept. 21) and agreed to send an outreach email to department heads asking them to come prepared with cost estimates or to meet with the committee informally to discuss concepts. No formal votes on consultant contracting or fund transfers were taken at the meeting; members asked staff to follow up with additional details and cost estimates.
