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HomeMy WebLinkAbout2017-10-11Minutes for October 11, 2017, adopted Oct. 25 Town of Nantucket Capital Program Committee 9 www.nantucket-ma.gov Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christ- I<314-,harn� Peter McEachern, Jason Bridges, Nat Lowell C-0 G MINUTES i -- Wednesday, October 11, 2017 4 Fairgrounds Road, Training Room — 8:00 am d? s .LPD f Called to order at 8:00 a.m. and Announcements made. Amended agenda adopted by unanimous consent. Staff: Brian Turbitt, Director Finance; Julia Lindner, Financial Analyst; Rebecca Woodley --Oliver, Assistant Procurement Office; Terry Norton, Town Minutes Taker Attending Members: Welch, Kaizer, Hussey, Kickham, McEachern, Bridges, Lowell Absent 1\1embers: None Late arrival: Kaizer, 8:03 a.m.; Lowell, 8:06 a.m. Department Heads: Steve Murphy, Fire Chief, Linda Rhodes, Information Systems Director; Mark Willett, Wannacomet and Siasconset Water Companies Manager; Heidi Holdgate, Business Manager Documents used: Copy of minutes for September 27 & 28 and October 4, 2017; Wannacomet Water Company and Siasconset Water Company Capital Request Packets; IS/GIS Department Capital Request Packet; Fire Department Capital Request Packet. 1. None APPROVE 1. September 27, 28 & October 4, 2017 — All three held by unanimous consent 1. Fire Department (8:03) Overview Murphy — Replacing Self -Contained Breath Apparatus (SCBA)/Air Pack 590,720 is the only capital request for FY2019. Going forward will work the SCBA into the operational budget for regular replacement. Described safety features of the new NFPA code -compliant packs. Jloved replacement of Ambulance 1 to FY2020. Still in process of finalizing Advanced Life Support (ALS) in regards to the union and move forward with education and purchase of equipment. Hussey — Asked for a recap of FY2018 request for a `Sconset Station 'Upgrade Feasibility Srudv. Murphy — Brought that forward again; talked with Town Administration about putting in a VAR for that and if the building can be converted. McEachern — Asked about the out years for the SCBAs. Murphy - Stated the air packs have a 15 -year life span; reiterated his intent to move replacement of those into the operational budget. Welch — Asked why the SCBA packs are in the 10 -year capital plan if they are meant to become an operating budget expense. Murphy — Those are scheduled for 10 replacements per year for the next four years at which point it will be in the Operational Budget. Welch — Asked how the Town disposes of the SCBAs. Turbitt — We get it declared surplus and hold a sale; however the Town probably couldn't sell them since they are no longer compliant with the fire safety codes. Would just dispose of them. Welch — Said he did a check on line and noticed the only way to buy them retail is refurbished. Page 1 of 5 Minutes for October 11, 2017, adopted Oct. 25 Kiekham — Asked if the out -year number for packs account for staffing. Murphy — No; The packs are deployed by being assigned to piece of apparatus not a person. Each apparatus has a certain number of packs. Welch — Confirmed (through chief Murphy) certification is required use the packs and it is part of the normal training regimen. Asked if any out -year numbers have changed more than a negligible amount since last year. Murphy — He doesn't know as he wasn't involved in the capital projects last year; he needs to double check the replacement schedule for the trucks. Welch — It would be nice to know if any out -year numbers change from year to year and not just Fire, with notation of any such changes included in the Department summary sheet as a footnote. Lindner — There was also ALS equipment that was pushed out and a fire prevention vehicle moved out. Hussey — Looking back at the ALS, asked when the program should be operational. Murphy — Once the union negotiations are complete, they can secure a contract for education. At that point it will be about a year before the paramedic is fully certified. We're looking at 18 to 24 months. Discussion Welch — Asked that the ranking worksheets be on ?FIs Lindner's desk by the Saturday after the meeting for review at the next meeting. Review on filling out the ranking worksheet. Lindner — The overlay to be required for imminent threat, legal requirement, and public safety is not on this worksheet. Welch — Suggested adding that to the sheet. 2. IS/GIS Department (833) Overview Rhodes — One request for Virtualization Server at $190,000; the Town currently has 21 servers supporting different departments; this will allow for the consolidation of the servers into fewer hardware platforms. Working with the Water Company to put redundancy hardware in their basement, which can be air conditioned. Reviewed the benefits: less downtime, provides redundancy, can share data space, server replacement would be faster, reduce energy use and free up staff time. Explained how the data would be backed up. Explained how the data could be moved from a crashed virtual platform to a working platform. Back up is done here and to an appliance and the data is also uploaded to the Cloud. McEachern — Asked how data would be moved from one virtual server to another. Rhodes — You can set it to use space automatically; if disaster or crash happens involves user interaction. There are centralized administrative tools to move data. McEachern — Asked if the vendor company- has virtualization servers with any other municipalities. Rhodes — She's not sure; the estimate is based on virtualization servers with other Towns. Bridges — Asked why data isn't just saved to the Cloud and why we need servers. Rhodes — Need to use the mternet to connect with the Cloud; that connection can be slow or go down; that is an issue IS would not be able to correct. Welch — Asked if the number of servers would increase without this and if once it were implemented how many would we go down. Rhodes — Without virtualization servers, most likely the number would increase. She anticipates going down to six or seven servers with three virtualization server. Welch — Asked about capital reinvestment, what the cost savings would be with virtualization servers versus purchasing servers in the future. Rhodes — Servers cost about $12,000 to $15,000, which doesn't include software licensing; savings occur in the set up. Welch — This represents capital reinvestment which is not occurring for new servers, so a savings. Asked if the water company is in a flood -hazard zone at elevation 22 feet where the redundant hardware would be located. Page 2 of 5 Minutes for October 11, 2017, adopted Oct. 25 Rhodes — The redundancy servers would be housed at the Water Company. There's a 5X5, secure room on the bottom floor where we can install central air Reviewed other locations they looked at that weren't suitable. Kiekham — He talked to Ms Holdgate about this component; a desirable reason for the water company was its proximity to IS. Welch — Wants Ms Rhodes to think about the flood plain issue in event of disaster recoven-. McEachern — There were some computer issues in the Broad Street building; asked if this would alleviate those problems. Rhodes — We will be moving all that out of the existing room this year. There are no severs in that building. A lot of government agencies are moving toward this scenario; we will bring in consultants to train us. Once it's up, we'll have more time. Kickham — Asked if the $190,000 is an all -in cost or does any of the cost get deferred to out years. Rhodes — The $190,000 is the total of the first-year costs; there is money in the operational budget to cover the consulting. In FY2021, the operational budget will have money for third -year support and maintenance. Explained how the IS staff could use the freed -up time to do tasks for which currently there is no time. Welch — Asked about any changes in out -year numbers. Rhodes — Had put in a request for $50,000 for work in different buildings; that was mored out. Discussion Welch — The ranking form doesn't have to be filled out here after the overview. Hussey — Asked if Mr. Welch got a satisfactory answer about buying into this at the end of its life cycle. Turbitt — Virtualization is constantly evolving; you're not buying at the end of the life cycle; a large majority of enterprises use this to manage their servers. This system will be here a long time. 3. Wa.nnacomet and Siasconset Water Companies (8:57) Overview Willett — For Wannacomet, there are two capital request: water main replacement S3.5 -%l and rehabilitation of water towers $658,000. Pipe replacement is for the mid -island area. The state dictates how much water can be pumped from the wells; need to optimize the pumping by replacing leaky pipes. Already seeing benefits from replacement of old pipes. The proposed cost comes from the Prospect Street estimates and is about $325 per linear foot of pipe; noted the paving is the most expensive part of the project and drives the linear foot cost up about S200. Explained how they are trying to piggy -back work with other departments to reduce the cost of the paving. McEachern — Asked how the money is allocated in that type of inclusive project. Turbitt — We haven't done a large job yet where that comes into play; some allocation would be based upon the amount of work because it has to be in one of the bids. Another thought is to put it out jointly. Willett — He has talked to David Grey and we could use the same engineering firth so there is one design and one stamp and hire one contractor to do the work. Welch — Farmer wasn't in last -year's capital request; asked why it wasn't included in this year's request. Willett — There was an emergency sewer situation on Farmer where the pipe collapsed. \N en they had to go in to fix the sewer, we moved that up to do the water pipe at the same time. Welch — Back Street & Mulberry were moved out; asked to which years and whv; reiterated the need for department sheets to include footnotes of CIP year-to-year changes. Willett — Those streets were moved out to piggy back with the National Grid project, perhaps FY2020. The water towers were fully inspected, interior and exterior; structurally thev are fine. There are issues with the epoxy coating on the outside; even though it's a 25 -year coating, we get only about 7 to 10 years due to the harsh environment. Noted there are few companies that do this work; if they get two bids on the job, they're lucky. The sooner this is done, the cheaper it will be; the longer we wait, more issues will arise. Page 3 of 5 Minutes for October 11, 2017, adopted Oct. 25 Hussey — Asked how old the tanks are. Willett — The Washing Pond is circa mid 1990s; North Pasture was finished in 2012. They are considered 100 -year structures when they're built; it depends on capacity. Lowell — Asked if part of the capacity allows for maintenance to be staggered so that water «-ill continually be available. Willett — Yes. Explained that if one tank becomesincapacitated the others is s back up. Washing Pond Tank is a 2 -million -gallon tank but only 1 million gallons is useable; the rest is used to maintain pressure; the North Pasture Tank tanks has the 2 -million gallons available. It could cost around $3M to completely sand and recoat the Washing Pond tank; if we get to that point, it might be time to talk about replacing; it would cost S4.,%1 to replace the Washing Pond tank. Welch — Asked if this request is put through, would that preclude replacing the tank in 10 years. Willett — That depends on how the new epoxy coat holds up. Welch — He would like to see the two tank projects separated on the request form so we can track them, their annual maintenance, and if a replacement is necessary in 10 years. In our data base, he thinks it's beneficial if everything is relational for tracking and analyzing. Turbitt — The description separates the two tanks; looking at the front sheet, they are separate. Willett — The request is for both tanks. Welch — He feels each tank merits being its own request because to each costs over 5100,000. McEachern — His concern is not maintenance, it's accounting; the kev is to maintain the tanks and that should be in the operating budget and rate payments should pay to maintain our assets. At the end of the year, he does not like to see an excess of money at the bottom line but for retained earnings going into maintenance. Turbitt — The rationale for this being a capital request is that if the money is in the budget and the project isn't finished in the fiscal year, the funds carry over to the next year without going to Town Meeting. McEachern — He believes the rate study being performed is going to be an issue for what it produces as a bottom line. Willett — We use that project every year; the Farmer Street repairs were paid for through retained earnings and all the II work. McEachern — The reason he was against the new building for 11 employees is that so much more needs to be done that impacts all residents. Welch — Suggested bringing this up in our discussion about funding sources with '\1s Gibson. Asked if there's anything that precludes having it funded from retained earnings and naming two fiscal year the money is to be used. Turbitt — Retained earnings cease to exist June 31. To do what you suggest, we'd have to allocate a lesser amount of money to be used over two years; we run the risk of not having enough money to complete the project. Will work to split out the estimates for the two projects. Lowell — Something that needs the public should know is that the pipes in the ground last; they don't get worn out and will be large enough to meet demands as the population grog; -s. _asked if its better to add customers for income or does the company not want anymore. Willett — There is finite number customers they can serve. The only we can get to where we need to be is replacing the old pipes with newer and larger pipes and make them circular to get more pressure. Noted that legally the water is a resource of the Commonwealth; their answer would be a moratorium. The question on the water isn't the quantity, it's moving it. Kickham — Asked if the hydrant replacement is complete. Willett — There is one phase left. Once hydrant replacement is complete, they will all be under 30 years old. A hydrant every 500 feet is the general rule in a densely- populated area; that is something worked out with the Fire Department, which might want them more or less frequent. Welch — Water main replacement, the presentation doesn't have Fv2020 through Fi72022 out - year details. Asked that those details be provided. Willett — Need to reorganize those to piggy back with other departments so those will change. Page 4of5 Minutes for October 11, 2017, adopted Oct. 25 Welch — Under "placeholder" suggested if we don't know the number, use numbers from similar projects with notes numbers are subject to change. Lindner — A lot of the numbers will be placeholders. Kaizer — The 10-year water-main replacement program, asked which year we're in. Willett — The third year. For `Sconset there are two requests: tank work similar W'annacomet and Pumping equipment and controls. Kiekham — Asked of the three tanks which is most critical. Willett — Washing Pond Tank then `Sconset then North Pasture. The Washing Pond tank is in the most harsh environment being right on the beach; degradation is just to the epoxy and base pine coat. Noted they upped their inspection schedule to every year to help track the condition of the tanks. Kiekham — If they are split up as individual, asked how that would impact the inspection. Turbitt — There would be no impact on the inspection schedule. Willett — The pump replacement is coming off; found the concern and repairs were made. Kickham — Asked if that might show up in an out year. Willett — It's hard to tell with pumps; they could fail at any time. Explained what was the issue with the pump and a $300 part fixed the issue. Kaizer — Asked if the `Sconset water main replacement in 2020 is a one-off or repeat. Willett — It is a unique request. Discussion None at this time. • • • Wednesdav October 18 8:00 a.m. 4 Fairgrounds Road, Training Room Topics: School and Airport. Lwal • 63LVJ 10 a•' 1. Kickham — Noted that meetings differ from department to department; it is extremely valuable to show up at the department. 2. Welch — If anyone wants to attend any department meeting, contact him through Ms Lindner to get the list of the designee to work out the meeting date. Ms Gibson suggested a meeting after October 20 before November S. There's a large volume of information to cover; would like anything that isn't planed for I,Y2019 be held for a discussion at a later date. The list hasn't been culled. Turbitt — It would be after October 20; he and Ms Gibson are meeting October 18 after the CapCom meeting to settle funding sources, which will drive that. Welch — Have an invite to meet with DPW to discuss the FY2019 capital projects. He will talk to DPW about rescheduling after they have finalized with the Town Manager. Turbitt — At this time he doesn't know which projects fall below the funding cut off; not all projects will be this year. There has been discussion about a debt exclusion to fund some of the projects. 3. Kickham — Something mentioned with his meeting with Mr. Willett was the Baxter Road issue and where to put new line. His worry is that Baxter Road could be lost at any time; the Town needs to have a plan in place so we can move forward. 4. Lowell — Asked about changing the meeting day; there had been a discussion about meeting on Thursday. Welch — The January meeting was moved to Thursday; the November -December meetings were kept to Wednesday because Ms Gibson can't make a Thursday meeting. Further discussion about the meeting schedule. 5. Discussion about the ranking sheet in general. Adjourned at 10:03 a.m. Submitted by: Terry L. Norton Page 5 of 5