HomeMy WebLinkAbout2016-12-7Minutes for December 07, 2016, adopted June 14, 2017
Town of Nantucket
Capital Program Committee
www.nantucket- tna.gov Z
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Members: Christy Kickham (Chair), Peter McEachern (vice chair), Richard Hussey (Secretary), Jitn ells ; , -;r.
Nat Lowell, Pete Kaizer, Stephen Welch p 't
MINUTES N
Wednesday, December 07, 2016
4 Fairgrounds Road, Training Room — 8:00 am
Called to order at 8:08 a.m.
Staff: Brian Turbitt, Director Finance; Terry Norton, Town Minutes Taker
Attending Members: Kickham, McEachern, Hussey, Kelly, Kaizer, Welch
Absent Members: Lowell
Late arrival: None
Documents used: Minutes for November 23 & 30, 2016; Town Administration Capital Recommendation for
FY2016; Capital Program Committee FY2018 Capital Committee Report Draft
APPROVE 1.
1. November 23, 2016: Held
2. November 30, 2016: Held
Discussion Kickham — There are still some holes in his recommendation write up.
Turbitt — Reviewed changes to the capital projects list. Community Preservation Committee
(CPC) recommended $45,000 for the `Sconset Flagpole Monument; he had not changed the
name in the list.
Welch — We recommended $100,000 and that should be reflected in the list. He didn't see a redo
of the funding summary.
Turbitt — It is on bottom of Page 2 of the Excel spreadsheet. It will change some after the vote
on Dec. 6.
Kickham — Has questions for department heads that he needs to follow up on. Schools had item
to reconfigure Community School offices; he thought they were located at 56 Centre Street
Turbitt — Their actual offices are located across from the airport.
Welch — Asked if the number of manholes is available.
Turbitt — David Gray estimates that there are 1874 manholes. The reduction for the request for
Capacity, Maintenance, Operations and Management (CMOM) is based upon what they
reasonably expect to complete next year. Noted that the out years requests also include repairs
and are not just for the review during development of the plan.
Welch — His concern is Nantucket is paying more for one -third of the work based upon the
assessment than Plymouth is pay for their entire CMOM
Kickham — Asked how they came up with $150,000 for repair of the `Sconset Monument.
Hussey — Asked why insurance didn't pay for the repair after it was damaged.
Kelly — The insurance company went after the driver but couldn't get the money.
Turbitt — He has asked the Town insurance company to look into why the damage wasn't
covered by insurance.
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Minutes for December 07, 2016, adopted June 14, 2017
Kickham — It says one mower will be stored at Delta field and one in the cardboard garage.
Would like to know if that garage is Waste Option's and does the Town have to pay for use of
the garage space.
Kelly — In regards to the Bucket Truck with Chipper and what happened in Madaket when it hit
the power lines, he feels it could prove to be a big liability to the Town if not operated properly.
He is concerned to the point he asked the committee to think about deferring it
McEachern — He already expressed his opinion that this should be an out - sourced service. He
would like an analysis from the insurance company on which is better for premiums: outsource or
lease or purchase.
Hussey — The request notes that the current chipper lacks safety features. Having that in a
document puts it out that we are operating something that is a risk. If that is the case, we should
stop using it today.
McEachern — Noted that OSHA would want to see the operating manuals, log books, and
operator certification /license in the event of an injury.
Welch — If we decide we want to defer these to ensure they are operated in compliance and it is
financially efficient, we drive the issue to get those answers. Noted that code requirements change
and that an older machine might not meet current safety standards. He would like to know the
costs of owning versus to outsourcing and the possibility of a Memorandum of Understand for
emergency situations. Currently he supports deferring but first wants to know the costs: fixing
and using the current truck versus purchasing and new and maintaining versus contracting out
Turbitt — You are going to need another meeting to answer questions being asked today before
going to the Finance Committee (FinCom) on December 15, 2016.
Kickham — Another option on the Bucket Truck with Chipper is to make recommendations that
the staff is licensed and trained.
McEachern — When it comes to any purchases of new equipment, a key concern is the number
of new employees the Town will need as a result that capital purchase.
Kelly — He questions whether or not asking for additional information at this point is critical to
making a decision. He knows enough about the Bucket Truck to say we should defer it
Welch — Asked if the CapCom presentation to FinCom could be bumped to December 19, 2016.
Turbitt — He wouldn't want to make a determination without talking to the FinCom Chair and
Ms Gibson. Suggested Mr. Kickham call David Worth the FinCom Chair about moving the
presentation date out. He needs 48 hours to post a meeting and secure a room.
Discussion about scheduling another meeting for Wednesday, December 14 at 8:00 a.m. and /or
Monday, December 12 at 8:00 a.m.
McEachern — Thinks Mr. Turbitt's financial summary should be included in the FinCom report
Kickham — Asked who believes the Bucket Truck and Chipper purchase should be deferred.
Turbitt - He wouldn't feel comfortable with providing numbers for contracting out without the
job being put it out to bid.
Hussey — He would like to see a list of proposed new municipal buildings all on one page.
McEachern — We need to see a 10 -year plan from the Facilities Department in regards to work
on existing Town structures to new construction.
Kickham — The Bucket Truck and Chipper will be recommended for deferral and he will change
his comments. He will assume everything else is good to go.
Turbitt — Reviewed questions that came up during the meeting. Community School, verify
purpose for GIS request, CMOM costing in regards to Plymouth and out years are inclusive of
repairs, `Sconset Monument scope of work and answer insurance questions, cardboard garage
confirmed to be at landfill, storage site for the leaf and vacuum truck and effectiveness on
cobblestone and usage, Chipper and Bucket truck usage log books and cost to fix current
equipment, chart of new municipal buildings over next 10 years.
Kickham — In regards to the Airport bag belt extension: it is to extend 18 to 20 feet to reach
Cape Air; some reconfiguration is required to make that happen.
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Minutes for December 07, 2016, adopted June 14, 2017
Welch — Noted an error in the CapCom report under the Police dispatch system about the dates.
Turbitt — 20 South Water Street, 2 Fairgrounds Road and the painting of the Police Station and
Fire Station have been taken out of the capital plan.
Kelly — He remembers the Our Island Home (OIH) request for the kitchen renovation and
washing machine; he doesn't recall the request for exterior trim and sidewall.
Turbitt — He will confirm the project with Rachel Chretien and get a review of the OIH siding
project.
Welch — He feels the bid for the exterior work should include air sealing against cold -air
infiltration, quality of life.
Kelly — The motors in the walk -in freezer and the commercial washer need to be replaced.
Kaizer — Suggested the two pieces of equipment could be reused by a different department
Kickham — Asked what had been removed from the Improvement Plan.
Turbitt — All of building maintenance on the first page and the Sconset Fire Station Feasibility
study. In the CapCom Report, relative to the airport, the items funded by outside sources: FAA
90 %, State 5 %, Town 5 %. Noted he can attach whatever schedules the committee would like to
see to the report.
Discussion of what additional information should be attached to the CapCom Report.
Kelly — Items that this committee took into consider and would be helpful to FinCom might be
included in the report: the concept of can money be expended in the fiscal year it is requested;
moved away from place holders; moved toward capital projects having solid bids; a comment
about how this committee deliberated on the 10 -year Capital Plan; and gave guidance to
managers about providing numbers with substance.
Further discussion of information to include in the recommendation report.
Welch — In the future, he thinks the committee should prioritize the requests so that FinCom will
have a tool to evaluate projects.
Kelly — This committee never gave the Town Administration any guidance along the lines of
staying within free cash or using an override. Asked what happens in the absence of an override;
do we change the budget plan. Suggested there be a list of projects to stay within free cash. He
doesn't recall the Town using an override for anything other than large single projects.
Turbitt —The Town used an override last year. He will provide the exact numbers. It is rare to
use an override to meet the project requests.
Welch — He had missed the discussion about the sewer and asked how it relates to the CMOM;
he still has questions of Mr. Gray but does not want change the CapCom recommendations.
Kaizer — He believes the CMOM lays out a priority of repair work.
Discussion Held
IV. DATE OF
Monday, December 12, 2016, 8:00 a.m.; 4 Fairgrounds Road Training Room
Topic: Discussion Regarding Committee Recommendations for FY2018 Capital Projects and Finalize and
Adopt Committee Recommendations for FY2018 Capital Projects
Adjourned at 10:01 a.m.
Submitted by:
Terry L. Norton
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