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HomeMy WebLinkAbout2017-6-21Minutes fox June 21, 2017, adopted June 28 Town of Nantucket Capital Program Committee www.nantucket - ma.gov :T L+ °'4' I4 CLERK 2017 JUN 28 Ali I1: Co Members: Christy Kickham (Chair), Peter McEachern (vice chair), Richard Hussey (Secretary), Jason Bridges, Nat Lowell, Pete Kaizer, Stephen Welch MINUTES Wednesday, June 21, 2017 4 Fairgrounds Road, Training Room — 7:30 am Called to order at 7:35 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: Kickham, Hussey, Lowell, Kaizer, Bridges, Welch Absent Members: McEachern Late arrival: Lowell, 7:38 a.m.; Kaizer, 8:02 p.m. Documents used: Copy of minutes for June 14, 2017; Draft Capital Request Form. I. APPROVE MINUTES 1. June 14,2017: Held II. DISCUSSION OF CAPITAL PROGRAM COMMITTEE'S CRITERIA AND PROCESS Discussion Welch — Explained the concept of the new form and how it would help build a data base to allow easy and automated report generation by Town Administration and the Finance Department. Hussey — The form is comprehensive but wonders if it might be too complicated. Gibson — Filling out this form is largely checking boxes; from time to time there might be a written narrative on a project by a department head. Welch — This is for basic data input and provides CapCom the opportunity to review the information we need. Each entity will have a large amount of control over what data they see. We don't want duplicate inexact information. There will be a phase process when the form is produced: there will drop down boxes, check boxes, and combo boxes; it will be point and click. If a field isn't clicked or required item attached, the form can be saved but not submitted to eliminate receiving incomplete requests. Kickham — Would like to see a field which explains any classification. Gibson — Some departments will be good about concise and complete explanations; others might prefer to attach something instead. She likes the "explain field" but prefers it be general rather than specific. Welch — Explained his reasoning for the specific fields. Discussion about classification- specific explanation fields versus a general explanation field and connecting cross - departmental projects. Gibson — Would like there to be a place on the form that allows for lines to a plan if applicable. Under Soft Assets, long -time study plan, Permitting should not be there; permitting is associated with something. Also, should be able to check more than one classification as applicable. We've gone back and forth about asking for separate capital requests for design and construction and asking for it all in one. We will want to present this to the Board of Selectmen as it is a change in procedure. Welch — Feels this provides the opportunity to build integrity into the process and eliminate subjectivity. Page 1 of 3 Minutes for June 21, 2017, adopted June 28 Gibson — If "Legacy" is changed to "Heritage ", we have to understand what the means. Lowell — He's not sure "Heritage" is the right term. Discussion about a term for projects that are part of the Town's cultural heritage, ie. Children's Beach and Our Island Home, Jetties, and Surfside. Lowell — Believes in the future this format will help new people who are unfamiliar with the capital request process. Gibson — Pointed out that the form will be very transparent and posted on line. Kickham — Suggested changing the label for "Heritage" to "Grandfathered." Welch — Further reviewed the draft form section Prioritization. Asked if there should be other prioritization levels. Gibson — Under Prioritzation, "alleviation of overtaxed /overburdened situation", probably should not have "overtaxed" because people with think about the effect on their taxes. "Supports community plan" should be revised to just "Supports plan." Kickham — Suggested "imminent threat to Health and public safety." Welch — Reviewed the section Status. Gibson — Asked about Funding, alternative action. Welch — That refers to if the Town does not approve the project; how the department might fund it to go forward anyway. Turbitt — Suggested moving that to below the line for Finance Department to fill in; they have the information. Discussion about alternative funding if a project isn't approved. Welch — Section Cost and Funding is to provide accountability at the beginning. Kickham — The "Placeholder" should have some connection to something. Gibson — This would be for out years and probably should not be on this form. Turbitt —Under Cost and Funding, pointed out Informal is the same as "Placeholder." Welch — "Placeholder" belongs in another section; perhaps Classification. Gibson — At some point, we will need a different form for out years. Turbitt — Under Project Introduction, request the date it is for and anything past 4 years could be "Placeholder." Welch — Continuation of Section Cost and Funding. Gibson — Asked if appropriations need to be identified for out -year maintenance plans. Turbitt — Cited ambulance maintenance as an example as noting the need but not appropriating. Welch — Section Break -out of Sub Costs: cost associated with compliance, new positions, overtime, fringe benefits, utility, gain or loss on sale. Payback refers to when a project "pays for itself "; this is a good point for public information and perception. Hussey — In regards to a dry run, suggested using a department that does its requests the best. Turbitt — We need to go through it and understand it internally. Gibson — We will dry run with a couple of different projects. The next step is drafting the instructions for the departments; lastly the chair and /or vice chair of CapCom should come to a department -head meeting to explain what the committee wants. Asked Mr. Welch to meet with Mr. Turbitt and Ms Lindner and have the dry run on June 28. (Ms Gibson departed at 8:35 a.m.) Welch — Cost Break Down is part of the maintenance plan and costs; maintenance is a direct cost of the project. Lowell — A first question that will be asked is whether or not new people need to be hired because of the way it runs. Welch — That is under Annual Operating Budget. The Maintenance Plan is its affect on the annual operating budget when maintenance is not a capital request in itself. There is a break out that will be worked into the form which is the capital needs assessment of the maintenance. The Town has the Asset Management Plan for the buildings with the maintenance cost associated for the current fiscal year. We will also look at the overall cost and cost burden on the community Page 2 of 3 Minutes for June 21, 2017, adopted June 28 beyond the procurement cost. That feeds into anticipated useful life, hours and days used. That flows into outsourcing and whether or not that is possible and compares the cost to what it costs the Town. (Mr. Turbitt departed at 8:40 am. & Mr. Bridges departed at 8:41) Discussion about how to hold projects until such time that the Town can get favorable bids. Welch — Section Delivery is a place to input info on the timelines then there is the "below the line" for Finance use. there is discussion about putting Deliver below that line. Cross - Departmental Involvement tags projects to multiple departments. "Appropriations" is placed below the line. Discussion about Delivery timelines and how it pertains to different types of projects. Welch — Below the Line Entries is in table format to be easily digestible. (Mr. Lowell departed at 8:54 a.m.) Welch — "Net Affect on Municipal Income" address taxes and potential increases, taxes retired or not retired. There could be non - financial impacts that relate to morale, heritage. The last part is a 2D bar code. This report allows for the creation of a database and generate reports from that database. Brief discussion on the concept of prioritization and how it might work. Kaizer — Under Maintenance Plan, it should be simple not overly detailed. Welch — Cost and Funding would have a "Totals" columns. CAPCOM BUSINESS 1. None V. DATE OF Wednesday, June 28, 2017, 8:00 a.m. at 4 Fairgrounds Road, Training Room Topics: Prioritization and a dry run. Adjourned at: 9:10 a.m. Submitted by: Terry L. Norton Page 3 of 3