12/21/2023 CAPITAL IMPROVEMENT PROGRAM Minutes (2)

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*APPROVED (1-10-2024)* Capital Improvement Program (CIP) Committee Minutes December 21, 2023 Present: Town Manager Rodney Collins, Finance Director Dawn Thayer, Select Board Member John Cotton, Finance Committee Member A. Gregory McKelvey, Member -at Large John Livingston Via ZOOM: School Representative Patricia DeBoer Absent: Member -at Large Edmund Sarno Also Present: Assistant Town Manager Wayne Taylor Meeting Called to Order by Chair Collins at 3:30 pm. Mashpee Town Hall, Popponesset Meeting Room MINUTES None APPOINTMENTS & HEARINGS None COMMUNICATIONS & CORRESPONDENCE None OLD BUSINESS None NEW BUSINESS Discussion and Approval of Purchase of Four (4) Electric Vehicles Chair Collins explained that the FY2021 Capital Improvement Plan approved at the June 15, 2020 Annual Town Meeting failed to account for the monies needed to exercise the option to purchase the four electric vehicles at the end of the leasing period. There was confusion as to the accompanying "EVIP" grant that was used to obtain the vehicles, as well as, to construct two charging stations. It was not clear if the grant covered the buyout or not. The EVIP grant was for a total of $25,000 ($5,000 per vehicle and $5,000 for the charging stations). The amount of money should have been placed in the FY2024 CIP budget to either return the vehicles, get new ones or buyout the leases. The Town was not notified of the end of the three year leases and the need to decide what option the Town would take until a letter dated November 15, 2023 and not received until two weeks later that the leases had expired and were now subject to a few months' lease payments and possible penalties for mileage overages, etc. in the amount of $71,643.72. Mr. Collins went on to explain if the CIP Committee approves the expenditure, then the Finance Committee will meet this evening to discuss and possibly vote to transfer the amount of $71,643.72 from the Finance Committee's Reserve Fund to the capital account to purchase the vehicles. If both the CIP Committee and the Finance Committee vote in the affirmative then the Town Manager will call Nissan Motor Acceptance Corporation and attempt to negotiate forgiveness of the late fees and/or other penalties. Assistant Town Manager explained that Nissan has stated that they will not wait any longer and will take the cars back. The cars have not been problematic and are very reliable.