The Harwich Capital Outlay Committee learned Wednesday that the projected cost for a new Department of Public Works (DPW) workshop and mechanical building has surged from $9.7 million to $12 million. To combat pricing volatility and ensure a stable request for voters, Town Manager Tony Schiavi and DPW leadership are proposing a $1 million appropriation for fiscal year 2027 to complete full architectural and engineering plans. Schiavi explained that the move is intended to provide a no-kidding, professionally engineered plan and cost estimate before the town seeks construction funds in fiscal year 2028. Facilities Manager Sean Libby noted that the current facilities are aging rapidly, though member Rich Larios pointed out the department’s strength as a revenue generator, bringing in between $3 million and $4 million annually through the disposal area.

The discussion regarding DPW facilities was part of a broader review of the town's five-year capital plan, which is grappling with a 25-year infrastructure wall and rising material costs. DPW Director Link Hooper reported that the town's road maintenance program has been effectively scrapped for the last several years to focus on drainage issues necessitated by the town-wide sewering project. Hooper informed the committee that the DPW intends to resume the road program in fiscal year 2027, lead by a $2 million project on Great Western Road. While the town holds a Chapter 90 state funding balance of approximately $1.2 million, Hooper warned that escalating costs mean a single major project can now consume several years of available cash.

Committee member Paul Dean raised concerns regarding the visual state of Harwich Center, suggesting that the town should prioritize the aesthetics of its main thoroughfares. I'm concerned that it doesn't set a good impression for the town, Dean said, referring to the condition of the gateway areas. Hooper responded that Harwich Center represents a three to five million dollar problem and that the town is currently surveying the area for a holistic sidewalk and aesthetic project, which they hope to fund through a state Transportation Improvement Project (TIP) grant rather than local taxes. Schiavi noted that the town is being strategic about pursuing other people's money, such as the $28 million West Harwich project, to preserve local capital.

The committee also examined the town’s vehicle replacement schedule, which is being squeezed by the requirements of the state's Green Communities program. Schiavi noted that while the town previously saved money by handing down retired police cruisers to other departments, current fuel-efficiency mandates often prevent such reuses. Vehicle Maintenance Manager Kyle Edson detailed the immediate needs for fiscal year 2027, including a construction trailer and two one-ton plow trucks. Addressing questions about the lifespan of modern vehicles, Hooper noted that DPW trucks face unique challenges. Most of what he's up against is the degradation of the bodies and the frames due to the environment... so you have nice clean roads to drive on, it takes its toll on the fleet, Hooper said.

A failing 25-year-old generator at the Community Center also sparked concern, with Libby reporting that the unit is currently down and has required $9,000 in parts this year alone. A replacement is estimated at $168,000. Additionally, the committee discussed a $250,000 roof replacement for the Community Center. While some suggested solar panels, Schiavi cautioned against roof-mounted systems due to potential leaks and warranty complications, suggesting the town look toward ground-mounted or canopy arrays instead. Member Scott Norcross questioned how the town presents its funding sources in the capital plan, asking, Wouldn't it be better to have the whole 8.9 million in the capital plan and then have that outside money, the state money, reflected as a source?

In a rare bit of fiscal relief, IT Director Sarah Porter suggested the town could likely skip a $100,000 capital request for record digitization in fiscal year 2027. Porter noted that a recent $150,000 grant, combined with current spend rates, allows the town to delay the next local appropriation until fiscal year 2028. We're looking at probably at least keeping [digitization] at 100,000 per year... it's a very big project. We have way more than 200 boxes, Porter said. Schiavi added that the IT department needs to expand its personnel to give Porter the white space necessary to focus on high-level strategy and cybersecurity rather than daily help desk tasks.

Earlier in the meeting, the committee addressed a dispute regarding the minutes of the November 5 meeting. Chair Martha Donovan read into the record concerns from Vice Chair Ann Tucker, who argued against a Charter Commission proposal to reduce the number of board members. Tucker, who arrived later in the meeting, contended that a reduction would create a quorum of only three people, which she believes is insufficient to oversee complex capital projects. Well, I think because we got one side of it and we didn't get the other side of it and so she just wanted the record to reflect the other side, Donovan said in response to Dean's questions about the inclusion. Member Michelle Gallucci participated in the subsequent votes remotely.

Motion Made by P. Dean to accept the minutes of November 5, 2025, as amended. Motion Passed (5-0-0).

Motion Made by P. Dean to accept the minutes of November 12, 2025, as amended. Motion Passed (5-0-0).

The committee will continue its review of the five-year plan with meetings scheduled for December 2 and December 10, ahead of a joint session with the Select Board and Finance Committee on December 22.