HomeMy WebLinkAbout2017-6-13Minutes for June 13, 2017, adopted June 28
Town of Nantucket
Capital Program Committee
www.nantucket-ma.gov
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T OW N C L E R
2011 JUN 28 AM 11: 06
Members: Christy Kickham (Chair), Peter McEachern (vice chair), Richard Hussey (Secretary), Jason
Bridges, Nat Lowell, Pete Kaizer, Stephen Welch
MINUTES
Wednesday, June 13, 2017
4 Fairgrounds Road, Training Room — 8:00 am
Called to order by Mr. Hussey at 8:06 a.m. and Announcements made.
Staff: Libby Gibson, Town Manager; Brian Turbitt, Director Finance; Julia Lindner, Financial
Analyst; Terry Norton, Town Minutes Taker
Attending Members: Hussey (acting chair), Bridges, Lowell, Welch
Absent Members: Kickham, McEachern, Kaizer
Late arrival: None
Department Heads: Robert McNeil, Director DPW
Documents used: Copy of minutes for November 23 & 30 and December 7, 14, & 19 2016 and February 8
and May 17, 2017; Worksheet CapCom - Review of Process and Procedures; FY 19 Draft
Capital Project Form; Capital Plan for Amherst 2014 -18; Capital Plan for Westborough
2014 -18; Capital Request From Suggestions.
1. November 23, 2016: Motion to Approve. (made by: Lowell) (seconded by: Welch)Carried 4-0
2. November 30, 2016: Motion to Approve. (made by: Lowell) (seconded by: Welch)Carried 4-0
3. December 7, 2016: Motion to Approve. (made by: Lowell) (seconded by: Welch)Carried 4-0
4. December 14,2016: Motion to Approve. (made by: Lowell) (seconded by: Welch)Carried 4-0
5. December 19, 2016: Motion to Approve. (made by: Lowell) (seconded by: Welch)Carried 4-0
6. February 8, 2017: Motion to Approve. (made by: Lowell) (seconded by: Welch)Carried 4-0
7. May 17, 2017: Motion to Approve. (made by: Lowell) (seconded by: Welch) Carried 4 -0
Discussion Hussey — The purpose of this meeting is to discuss our review process going forward.
Welch — Explained the intent of the worksheet he created about the process and procedures of
the CapCom's review of capital requests.
Gibson — At some point the committee needs to discuss what financial metrics means. This
committee only recommends the priority of capital requests; Finance Committee (FinCom) and
Board of Selectmen (BOS) actually prioritizes the requests. The multiplier for imminent threat is
getting technical and difficult.
Welch — That relates to preservation of operations versus imminent threat to safety and health.
Explained how he believes the multipliers would work.
Lowell — Department heads should still use the simple low - medium -high rating; further rating of
a project should be done at the committee level.
Further discussion about the proposed rating system.
Gibson — In regards to Debt Service for Enterprise Funds, Our Island Home (OIH) can't
support its own debt; for sewer, it is a choice of the Town to fund that in order to keep rates low.
Turbitt — The expectation for Enterprise Funds is that they pay 100% of their debt but under
certain circumstances Town Meeting can vote to pay that out of debt exclusion or general fund.
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Minutes for June 13, 2017, adopted June 28
Lowell — OIH is a true subsidy; infrastructure that generates income, such as sewer and water,
will pay for itself over the long term; feels the public needs to understand that
Gibson — Noted that adopting the Town budget is not part of this committee's purpose. July
might be too soon for department heads to have a list of proposed capital projects; August is
more likely. Where it says Director of Finance, it should say Town Administration to allow for
the appointment of someone else to review the projects. Departments are not going to be able to
figure out the number of years it would take to pay back an expenditure; that's a metric in which
they shouldn't be involved; looking ahead to the draft Capital Request Form, suggested putting in
a line labeled Town Administration.
Discussion about creating a PDF Capital Request Form that would be filled out and submitted
on line and would put details straight into a data base.
Gibson — Town Administration and Finance will do some internal work on updating policies to
allow for that. In the meantime, the proposed Form can be made "fillable" to be emailed in.
Welch — An Adobe Form would help simplify the process by eliminating empty fields, typos, and
human error. Asked the members to review the worksheet looking at procedures and metrics that
might be added to the form.
Lowell — Likes Items 6 & 7 on the draft Form; they will answer a lot of questions that come up
during discussions.
Gibson — Referred to Peter Kaizer's suggestion sheet and suggested how to incorporate them
into the Form.
Welch — We need to discuss prioritization. Suggested a follow -up meeting to finalize the Form
and another meeting after that to discuss prioritization.
Gibson — Would like to take the ranking items from the worksheet and include them into the s
Form with check boxes. Wants to get the Form finalized and sent to departments by the end of
the month to ensure they fill them out and returned in time. Department heads have been told
that if the forms aren't fully filled out, the requests will not be forwarded to CapCom review.
Further discussion about what should or should not be included on the Capital Request Form.
Gibson — We should have a breakdown of costs with any capital request for buildings, to include:
design, planning, operating, maintenance, disposal, etc.
Continued discussion of what should be included on the Form.
CAPCOM BUSINESS
1. Committee Reports - None
2. Discussion about having a meeting on June 28, 2017 at 8:00 a.m. to discuss prioritization.
IV. DATE OF
Wednesday, June 21, 2017, 7:30 a.m. at 4 Fairgrounds Road, Training Room
Topic: Discussion and finalization of the proposed Capital Request Form.
Adjourned at 9:22 a.m. by unanimous consent.
Submitted by:
Terry L. Norton
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