2018-06-27-CEC-ATM-rpt (Combined Report with Updates & Errata)

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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM(incorporating Updates&Errata) The following shows the past use of each year's appropriation for the Administrative Budget. Use of the CPA Administrative Budget Amounts (rounded) Fiscal Appropriation Percentage Returned to Year Each Year Used Used the CPF 2007 $25,000 $926 4% $24,074 2008 $50,000 $45,495 91% $4,505 2009 $75,000 $75,000 100% $0 2010 $81,270 54% $68,730 2011 $52,784 35% $97,216 2012 $78,955 53% $71,045 2013 $96,577 64% $53,423 2014 $150,000 $77,490 52% $72,510 2015 $121,911 81% $28,089 2016 $61,844 41% $88,156 2017 $54,871 37% $95,129 Total $1,350,000 I $747,123 55% $602,877 Article 11:Appropriate Funding Funds Requested Committee Recommends for Westview Cemetery Source Building Construction N/A N/A Indefinite Postponement (6-0) "FY2019 funds are requested to construct a new building on the Westview Cemetery grounds. The current building serves as the cemetery office, meeting area for grieving families and work space for maintenance staff An FY2016 appropriation funded an assessment of the current building and operations and an FY2018 appropriation was used to hire an architect to design and engineer the building on the Westview Cemetery grounds. The Department of Public Works and the Architect have been working closely with the Department of Public Facilities to determine the best long-term solution for the building. This funding request has been based on the FY2018 design and engineering funds. "The only significant upgrade to the building in the last 15 years has been the installation of a new roof The current facility has deteriorated and needs to be brought up to code. Limited space does not permit private space for grieving families and the maintenance area lacks adequate space for all equipment to be stored indoors. The renovation or expansion of the building will enhance the cemetery operation by providing a welcoming and private space for families and visitors and provide staff with more efficient and adequate office space, storage space and maintenance space. It is expected that a full set of design specifications and documents will be completed in the near future at which time the construction phase of the project can go out to bid." (Brown Book XI-11) Although consideration was given to both renovation and expansion, the BoS ultimately decided that a new building was the proper course to take—and this Committee concurred. The design is almost complete, and the project is expected to go out to bid this spring. While this Committee supports the need for a new building, based on the information provided at the time of this report, this Committee believes it is premature to be appropriating construction funds. The primary objection is that while progress has been made toward the completion of Design Development, the project's cost estimate is only at Schematic Design—a stage that history has shown is far more often than not an inadequate definition for knowing a realistic construction cost estimate. Although the prior funding is reported as being sufficient to carry the project through Design Development and Construction/Bid Documents, it is the final evolution of the design and a later cost estimate that provides a credible—albeit never guaranteed—basis for a construction-cost estimate upon which to base 43