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HomeMy WebLinkAbout2017-9-27 tinutes for September 27,2017,adopted Oct. 19 NANTtJC +�� u TOWN CLE . s. t• Town of Nantucket • - 1 Capital Program Committee 2011 OCT 19 AM 10: 5 4' . www.nantucket-ma.gov Members: Christy Kickham (Chair), Peter McEachern (vice chair), Richard Hussey (Secretary),Jason Bridges, Nat Lowell, Pete Kaizer, Stephen Welch MINUTES Wednesday, September 27, 2017 4 Fairgrounds Road, Community Room— 8:00 am (_;ailed to order at 8:07 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, McEachern, Bridges, Lowell, Kaizer, Welch Absent Members: Hussey Late arrival: None Department Heads: None Documents used: Copy of minutes for August 2, 2017 and September 20, 2017; Capital Priorities from; New Capital Program Request Form;Town Administration capital project packets I. APPROVE MINUTES 1. August 2, 2017: Motion to Approve. (made by: McEachern) (seconded by: Lowell) Carried unanimously 2. September 20, 2017: Motion to Approve. (made by: McEachern) (seconded by: Lowell) Carried unanimously II. DISCUSSION OF CAPITAL PROGRAM COMMITTEE'S CRITERIA AND PROCESS Discussion Welch — Reviewed the outcome of the consolidated priorities of criteria. Explained pre- prioritization: imminent threat, legal requirement, and placeholder. Reviewed the new request form that in the future will provide input to a data base, which will be usable for numerous reasons. Extended discussion on the process regarding the new forms and the need for 100% member participation in filling out the forms, individual responsibility, department head responsibility, adding or deleting information to the request at a meeting, and moving something from capital to operating and vice versa. Used FY2020 capital request from Sewer Department for a new Jetter truck with the ranking form. Discussion about the difference between scheduled replacement and obsolescent replacement; this could be something further discussed with the department head at the meeting. Once a project is ranked, a motion would be made to accept the percentage into the record. Kickham — Suggested that for something like scheduled replacement, the member worksheet form have the ability to break that up into different types of replacement or come to a committee consensus on what scheduled replacement means. Welch — Presentations should be allotted time per each request and a preset deliberation time in an effort to structure meetings and productiveness. His intent with the new form is to get more information up front from the department heads thus spending less time with questions and answers; that would allow more time to deliberate. McEachern — He doesn't want the committee to tie their hands by requiring a decision on a departments budget at the same meeting it is presented; he wants time to digest the infouiiation of the presentation. He recommends that at the end of the meeting, members take the Page 1 of 2 Minutes for September 27,2017,adopted Oct. 19 information and laptop home to consider the information and fill out the sheets on line to be ready before the next meeting. Kickham — Would have to wrap up a department's requests no more than a week or the committee starts getting backlogged. Discussion about whether or not members inputting into a data base outside of meetings violates the open meeting law. III. DISCUSSION OF SEPTEMBER 28 JOINT MEETING (Capital Program Committee, Finance Committee, and Board of Selectmen) Discussion Gibson — She sees the meeting being run by CapCom to explain how projects will be reviewed via the revision of the project request form and the development of the ranking system. The process is becoming more collaborative between Town Administration and CapCom; eliminates the gap between what Town Administration recommends and CapCom votes. Explained that Town Admin and Finance haven't yet completed their ranking form. Usually by now Town Administration has reviewed capital projects from the Board of Selectmen, who have weighed in on them. The three groups will meet again in early December to review any concerns about the new process. Noted that the Marine Department building capital project has been moved to FY2019 with assisted funding from a State grant. There will be a lot of capital projects from Public Works and Sewer due to the "reset" of the departments. Discussion about the presentation of the new process;Mr. Welch will do the presentation. Gibson—Another reason for the meeting was to get on the same page in regards to priorities. IV. PRELIMINARY DISCUSSION OF TOWN ADMINISTRATION CAPITAL PROJECT RECOMMENDATIONS Discussion None at this time. V. CAPCOM REPORTS 1. Kickham—Will assign department site visits to committee members at the next meeting. VI. DATE OF NEXT MEETING Thursday, September 28, 2017, 4:00 p.m. at 4 Fairgrounds Road, Training Room Adjourned at 10:02 a.m. Submitted by: Terry L. Norton Page 2 of 2