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HomeMy WebLinkAbout2017-10-19Minutes for October 19, 2017, adopted Nov. 15 Town of Nantucket Capital Program Committee www.nantucket-ma.gov N C Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), ChristvckhZ wY Peter McEachern, Jason Bridges, Nat Lowell _ Z --e MINUTES Thursday, October 19, 2017 i MJ L 4 Fairgrounds Road, Community Room — 8:00 am F3 .. ,., Called to order at 8:06 a.m. and Announcements made. Staff: Libby Gibson, Town Manager; Brian Turbitt, Director Finance; Julia Lindner, Financial Analyst; Rebecca Woodley -Oliver, Assistant Procurement Officer; Tera- Norton, Town Minutes Taker Attending Members: Welch, Kaizer, Hussey, Kickham, McEachern, Bridges, Lowell Absent Members: None Late arrival: Bridges, 8:07 Early Departure: Lowell, 9:55; Bridges, 9:58; Department Heads: Michael Cozort, Superintendent of Nantucket Public Schools (NPS); Diane O'Neil, NPS Facilities Manager; Martin Anguelov, NPS Finance Director; Tom Rafter, Nantucket Airport Manager Documents used: Copy of minutes for September 27 & 28 and October 4 & 11, 2017; School FY2018 capital project detail packet; NPS Master Plan Site Development map; and Airport FY2018 capital project detail packet. COMMENTS1. PUBLIC 1. None APPROVE 1. September 27, 2017: Motion to Approve. (made by: Kickham) (seconded by: Lowell) Unanimously 2. September 28, 2017: Motion to Approve. (made by: Kickham) (seconded by: Lowell) Unanimoush 3. October 4, 2017: Motion to Approve. (made by: Kickham) (seconded by: Lowell) Unanimously 4. October 11, 2017: Held 111. OVERVIEW AND DISCUSSIONOF 1REQUESTS 1. Nantucket Public Schools Discussion a. Presentation of requests Nantucket High School (NHS) Safety & Security: $450,000 O'Neil — Explained recently completed Cyrus Peirce Middle School vestibule. This would be a mostly bullet -resistant glass interior vestibule for the high school; it would allow buzz -in access to the front office and the school. The estimate is based upon the cost of the CPMS vestibule. Central office Addition: $550,000 O'Neil — This was the former Teen Center; a 1 -story addition will accommodate the rest of central administrative staff. Noted that the architect estimated $760,000 Cozort — This would accommodate the Special Education Staff and various IT Directors. O'Neil — Reviewed the history of the structure and the renovation work done. twitching it to Town sewer has been moved to the operating budget. Cozort - There is some weeping from the ventilation system over the offices. Kiekham — There had been talk of using the land between the schools; asked how that might tie into the NPS campus. Page 1 of 6 Minutes for October 19, 2017, adopted Nov. 13 Cozort — The community likes the campus idea, which will get harder to keep; the District should look at acquiring parcels in the area as they open and ask for first -right of refusal. Two years ago the Finance Committee recommended building up a fund in order to act quickly should property become available; that has been proposed but have not been able to act upon it. Someday we will need another school and those properties would allow to maintain the campus. O'Neil — In FY2018, we had a separate acquisition line item. It was never pushed through. Welch — One thing we want to do carry= projects out to 10 years for consistence. We can discuss the land -acquisition project with the Town Manager; it isn't in this report going out to FY2028. Suggested looking at it as a two-phase operation. Bachus Lane Playgrounds & Field Improvements Phase 11: $400,000 O'Neil — This is part of the Master Plan. We are still waiting for the MOL' between the Town and Nantucket Islands Land Bank. We have the archeological surrey and the sun-ev done; she's waiting for the report from the wetland flagging. We have permission from Massachusetts Natural Heritage. This is primarily for a grades 3-5 playground and moving the Barkle Baseball complex. It will be in next year as well. The architect's estimate is higher than what we are asking for; there are some other funds we can use toward this. b.Q&A Welch — Asked how the Bachus Lane price for FY2018 relates to FY2019 and FY2020. O'Neil — Explained how they came up with the cost estimate; the total cost is S1.3 but believe it can be done for less. Cozort — The baseball field will not have lighting due to concerns from the neighbors. The baseball field doesn't have lighting; the current field is in a vert- poor location. Downward lighting for the field could be considered in Phase IV. Lowell — He thinks lighting for the new baseball field should be considered. Hussey — Asked about the money for the new intermediate school. Cozort — For the new intermediate school, the first figures were not as tight as we would have liked due to moving very quickly; once we had the architectural specifications, we had to ask the community for $3.7M more. We now about $2.5M remaining. Hussey — Asked if that money could be reallocated for any of these projects. Turbitt — Explained that if there are no other issues with NIS that requires using those funds, we can go back to Town Meeting and ask it be rescinded. Got free cash certification vesterdav; still working internally through the ranking process. Welch — In terms of priorities, asked which project is their priority and which could be broken into phases. Cozort — Safety and security for NHS is the top priority. The playground phase of Bachus Lane is second; we need a playground for the students at the new school. 'Third would be the addition to the central office; though he'd like all administration in the same building, it's not that high a priority. Welch — FY2021 shows an additional $450,000 for safety- and security; asked what that is for. Cozort — That is for NES security; that would be the last school for that. Kickham — Asked the reason for having the NHS vestibule on the interior versus exterior and other safety measures for the school. Cozort — The overhang is a nice area for students to wait out of the rain. Reviewed security precautions that have been implemented at the high school: locked doors, no outside handles, and buzz into the front doors of the high school. Kaizer — Asked about CPMS. Cozort — Security at Cyrus Peirce has just been completed; it was the most -vulnerable building. Welch — Asked if any of these requests would result in changes to staffing. Cozort — Safety and security does not require additional staff, neither would the Central Office project. The Bachus Lane playground might require another groundskeeper; that somewhat depends on the equipment. Page 2of6 Minutes for October 19, 2017, adopted Nov. 15 Kaizer — Cost estimate for central office, asked where that came from. O'Neil — That came from the architect and pared it down from what was recently built. There would be no new plumbing but electrical. McEaehern — In regards to occupancy of the old NES, asked what the existing occupancy and if there are open classrooms. Cozort — As of Oct 2, we have 365 at NES, 378 at NIS, 349 at CPMS, and 535 at NHS. They have started a HeadStart program at NES and have 20 children; they brought the Community School and the Early Childhood Center into the Central Office. Explained how they are using space for children on waiting lists for private pre-schools; he would love to someday have universal pre-school for four -year-olds. McEaehern — Asked what is the needed square footage for administration and NES cafeteria. O'Neil — Only adding about 1500 square feet (SF) to the building. She'd have to look up the square footage of the cafeteria. McEachern — Suggested exploring the idea of using the extra cafeteria space. O'Neil — Talked about that in the design phase; the difficulty was furniture. Cozort — He'd love to have the central office in the school; but the reality was that the space was needed for students. If we are going to build in the future, he recommends building a separate vocational building or annex CPMS into the high school and build a new middle school. Welch — Asked about the forecast for enrollment numbers. Cozort — It's hard to do projections in a community such as ours, which is tied to the economy. Since 2010, gone from 1233 to 1588; that 355 students in 17 years. If that trend continues, a new school will be needed sooner rather than later. c. Discussion with Town Administration Welch — He has some questions for Ms Gibson before he starts ranking the projects. d.Discussion on Ranking Hussey — Asked how a real estate fund would be set up. Turbitt — Explained the process and the problems of land acquisition. Welch — He understands from the description of the central office project that the principals will be moving into that building; feels clarification is needed in that regard. McEachern — From his perspective, Special Education is one of the most important offices to be engaged with students as opposed to being isolated away from them. He feels it is imperative they remain under the same roof as the students. As far as the playground; that will include the cost of equipment maintenance and replacement. 2. Nantucket Memorial Airport Discussion a. Presentation of request AIP Projects: $6.260M Rafter — There are two of these required by the FAA: 1) airfield lighting converting to LED for $760,000 and 2) Taxiway Echo mill and overlay for $5.5M. Taxiway Echo is a place holder until their meeting with Federal Aviation Administration (FAA) on November 15. Noted that the AIP projects are 90% funded by FAA, 5% by State, 5% by Town. Estimates are from Jacob Engineering. Ground Service Equipment Garage: $2.3M Rafter — This is for trucks; the Airport Commission is not happy with the engineering estimate for a 3200 SF building that is just a shell with minimal heat and will not approve that number. He hopes to have a tighter number the first week in November. Temporary Hold Room Expansion/Awning: $350,000 Rafter — Rather than build a new structure, he is looking to use an awning to expand space during the peak season; this is a critical project for our money. They will need Transportation Secunin Administration (TSA) approval for this plan. Noted that the center lighting is the top FAA priority. Automatic Door Replacement: $73,000 Page 3 of 6 Minutes for October 19, 2017, adopted Nov. 15 Rafter — There are 22 door systems that will be replaced in phases. Trying to piggy- back the work with other buildings that use similar doors. Paint and Beads & Rubber & Markings Removal: $482,000 Rafter — The FAA requires that these be replaced after four paintings. He will be working with the Vineyard for a joint procurement of the machine. Security vehicle: $50,000 Rafter — A 2005 Ford Ranger is currently used for trash removal and security. The Ford F150 would be dedicated to security patrol. b. Q&A Welch — Asked Mr. Rafter to prioritize 1 to 7 and if any projects could be phased. Rafter — The center-line/touchdown lighting is primary; the holding room expansion is priorit- two; the paint and beads is next; the garage would extend the useful life of equipment; the doors could become a priority due to security if they fail. Hussey — Asked if there is any TSA money for the expansion of the holding room. Rafter — TSA is cutting back and says they have no money. A number of years ago, there ,vas a requirement put in bag belts to screen bags funded by the Department of Homeland Security ; larger airports have been reimbursed but some of us smaller airports are still fighting for that reimbursement. If he gets that, he could use it. Welch — Asked if for the AIP projects would the Town have to pay out the 95% then get reimbursed. Rafter — That would hopefully require short-term borrowing. They wouldn't proceed until they knew the discretionary money was available. Kickharn — Asked if the garage would cover all equipment or if there would equipment still stored outside. Rafter — Yes it would cover all equipment; currently some is stored in existing hangers and places it shouldn't be. They would keep the existing building. Welch — Asked about the garage: square footage and other specifications. Rafter — It would be 3,200 SF with minimal heat, no drains, light steel structure. Kicham — Asked if the security vehicle would need additional equipment. Rafter — Lights which are included in the price. Kickham — Asked if the temporary hold room requires FAA approval. Rafter — Need TSA approval because it is a change in the security- line. We're waiting for concept drawings then it will go to the TSA. Welch — Asked if any of these projects not be implemented in FY2019. Rafter — Taxiway Echo; the engineering and design might over construction. We need to get the hold room expanded for the next season. c. Discussion with Town Administration Welch — We had talked about separating out requests so they have their own priority- codes: AIT, infrastructure, maintenance. We need the summary sheets to be separated with the individual requests. Turbitt — They would be individually listed on the ranking document; explained why the projects were listed as they were. Welch — For clarity, distinguishing between the ground service building and the hold area would be helpful. Asked Mr. Turbitt to work on that. Lindner — The airport actually functions in this manner; we follow their way. Part of the reason is that there is fluidity in the out years as far as the airport is concerned in terms of how regulations and priorities change. The committee members should know that there will be changes on the out years. Welch — Explained how not adding projects individually in out years throws the tracking process off. Because the airport uses broad categories, we can't track a project. Page 4of6 Minutes for October 19, 2017, adopted Nov. 15 Turbitt — Taking school safety and security, they were identified as one project phased over several years; if they came forward with a new safety and security project, that would be its own separate project. The same is true for replacing ambulances. Because the two projects were similar on one campus, they were put into safety and security. The same is true with the playground area. Welch — He's not hearing opposition to having more detail at the request level. He understands the programmatic obstacles. d.Discussion on Ranking Welch — It seems the airport has a request for a new Ford Explorer and a new F-150. Kaizer — There are two vehicles being discussed: a Ford Explorer and an F150. Read the description. Welch — We have a request for a new Ford Explorer for security and another to replace the Ranger; we need clarification on that. This is a reason why they should be separate items. We might need to further define "scheduled replacement"; his conception is that a scheduled replacement is part of a department plan for capital assets reviewed and approved by Town Manager to be brought forward as a request even though currently it isn't in our capital plan. Kiekham — He doesn't see a vehicle as something that would warrant a scheduled replacement. Discussion about what warrants and what does not warrant a scheduled replacement. Lindner — We are aiming to have a strong schedule replacement plan but aren't quite there yet. When Town Administration ranks the projects, we look along the lines that it should be on a plan but it's not. Welch — Scheduled replacement would become part of a plan. If other felt it necessary perhaps another category is required to differentiate between scheduled and obsolescence, though this is addressed in the CIP Request already. Hussey — Asked about the AIP projects, does this committee focus on the full price or the percentage that is the Town's responsibility. McEachern — He is looking at the 5 percent. Welch — His rankings are subject to the FAA funding; for the sake of ranking, he feels the member should presume the funding would be made. 3. Discussion on completed rankings Welch — Wannacomet Water Company tower maintenance: didn't rank that very high because he has concerns with the cost of epoxy painting in the face of the fact that tank might have to be replaced in 10 years. Kiekham — Virtualization Server: to him this is a strategic plan the department head is putting forth. It supports the planning for the department. Welch — He indicated zero because he doesn't see how it fits into the department plan for scheduled replacements. They are thinking strategically but he defines the strategic plan differently. He wants to ask Ms Gibson where this fits into the Town strategic plan. Lindner — There was an IT evaluation/ assessment which suggested the virtualization as an option. The assessment was recognized as an aim to work for. McEachern — IT changes rapidly and he sees virtualization servers as a good strategy. He thought the form would to be filled out with pen and paper; that has skewed the results of the ranking. Welch — He and Ms Lindner made a determination on how to rank high-medium-low; then there was a discussion about whether or not it enhances a service but isn't required. If you check high, medium and low are automatically applicable. Page 5 of 6 Minutes for October 19, 2017, adopted Nov. 15 • OF OF Discussion October 25, 2017; 5:00 a.m., 4 Fairgrounds Road, Training Room; Topic: sewer Welch — Asked if there is a preference for which room. He likes being able to see members to call on them when they want to speak, and the mics downstairs work better. He would also like the room set up for the staff to sit at the table, and he will come in to set up if necessary-. Kickham — He likes the department heads sitting at the table with the committee. V. CAPCOM BUSINESS & COMMITTEEREPORTS 1. Airport: Kickham — He has not yet met with Tom Rafter; he will get clarification on the vehicle. 2. DPW: Welch — Meeting with them on 10/23. Adjourned at 10:17 a.m. Submitted by: Terry L. Norton Page 6 of 6