09/11/1996 BOARD OF SELECTMEN Minutes

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Capital Facilities Plan is required as a separate element, which will take the CIP's from P . each element and prioritize projects. Municipal building and facilities projects will he ranked accordingly to other planning needs and also to the available revenues to the Town's disposal. As discussed above, this plan is to be updated every five years. 4. To include the needs of all Town departments in its preparation and updates of municipal buildings and facilities construction and funding plans. As discussed in Policy 2, Town Departments were involved in the space needs assessment process for Town Hall and such a process should be adopted as a standard procedure. In addition, the Town has a Capital Improvements Committee, which annually updates and prioritizes all Town projects. Each Department has membership on this committee, which produces a five-year "Capital Improvements Program," with those projects proposed for the upcoming fiscal year sent to Town Meeting for voter approval (The Finance Committee gives its recommendation as well). 5. To conduct structural and visual reviews of existing Town buildings and facilities at least once every five years to determine needs for rehabilitation, reconstruction, replacement, landscaping and signage improvements or other structural or aesthetic improvements. The Town's Building Inspector should conduct a basic survey of each structure for needs relating to the soundness of each structure. Regarding the landscaping, signage or aesthetic improvements, perhaps the Town's Beautification Council could conduct a visual survey and give its recommendation as part of the five--year needs assessment update process being proposed. Also the Design Review committee could assist in this process by giving its input on landscape and signage improvements. 6. To develop, maintain and adequately fund an efficient and coordinated program for regular maintenance of Town buildings and facilities. The Town has created a budget item for such a fund: The Buildings and Grounds Account. A comprehensive analysis is conducted for each Town building and facility, Improvements and maintenance needs are identified and each project gets budgeted. This fund works on a 3-year program. Currently about $100,000 of maintenance- related projects are a part of this program. 7, To seek any available federal, state or other grants for the funding of municipal buildings and facilities. The Town has already been making use of rants. For example, the ADA . g g p r requirements of Town Hall were met through a grant from the Massachusetts Community Development Block Grant Program: Community Development Fund. The H g Y P Head Librarian is aware of grants to help fund library constructionj roects through ry Commissioners the State Board of Libra P. The Town has hired a Community Development Admnistrator to research and apply for any available grants. She has provided a wide range of potential rant sources related to municipal buildings and facilities. These sources have been identified in the Facility Needs section. Town Departments should be ex o assist in the rant expected t g application process, by providing necessary baseline informatio man n. Also of these y grants require matching funds, which the Town should be willing to provide. 26