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HomeMy WebLinkAbout2017-10-25Minutes for October 25, 2017, adopted Nov. 29 Town of Nantucket Capital Program Committee www.nantucket-ma.gov fall DEC I I AM 8: 33 Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham, Peter McEachern, Jason Bridges, Nat Lowell MINUTES Wednesday, October 25, 2017 4 Fairgrounds Road, Training Room — 8:00 am Called to order at 8:00 a.m. and Announcements made. Staff: Libby Gibson, Town Manager; Brian Turbitt, Director of Finance; Julia Lindner, Financial Analyst; Rebecca Woodley -Oliver, Assistant Procurement Officer Attending Members: Welch, Kaizer, Hussey, Kickham, McEachern, Bridges, Lowell Absent Members: None Late arrival: Lowell, 8:30 a.m. Department Heads: David Gray, Sewer Enterprise Fund Director Documents used: Copy of minutes for October 11 & 18, 2017; Sewer Enterprise Fund Capital Improvement Plan FY2019 through FY2028; FY2019 Project Request Forms. 1. October 11, 2017 — Approved by unanimous consent 2. October 18, 2017 — Held Discussion a. Presentation of request Gray — Pine Valley Pump Station has developer funding. Welch — Asked what the alternative would be if this is not funded. Gray — Naushop has its own generator. Nantucket Inn has one too that could be tapped into by the Sewer in a pinch. We are considering deploying our generator to the Pine Valley station to prepare for an outage. We have come close to an overflow, but none yet. The cost of the project includes the backup generator. Pick-up Truck Gray — This is a replacement for a 1999 unit. Pick up with plow is the goal. Ford F250 Super - Duty would be the equivalent purchase. The Capacity, Maintenance, Operations, Management (CMOM) came down after an overflow on Flora Street. We have contracted the CCTV part of the program. That work starts Tuesday. We are assessing all sewer mains and manholes. We start in `Sconset due to all the other construction projects elsewhere on the island. We are in the process of developing Standard Operating Procedures for all phases of the project. We have lacked on the maintenance and operations side, and so we're catching up. Once we have the video back from CCTV we will have a better understanding of the areas of poor condition and areas where the issues are either high priority or not. We are working with the Water Company as we fix. There is a new system to inject structural epoxy to eliminate the II. The technology has really changed. This first batch of data will be very determinant. Once the manual is completed (today) for the updated CMOM plan, we can pass that on to the Capital Program Committee. McEachern — Regarding the CCTV. Are there any areas in `Sconset where you have "as-builts" in the areas where you are investigating? Page 1 of 6 Minutes for October 25, 2017, adopted Nov. 29 Gray — `Sconset is unique. A lot of the sewer mains run through basements, front yards, kitchens, etc. This CCTV work will define the exact location of the mains. It's going to be trick-. We may have to reconstruct a lot of the `Sconset infrastructure. There is currently a large newer area of `Sconset, including the `Sconset Golf Club, that would like to be connected and there is the potential for private funding for some of the repairs or construction. Kaizer — I've seen this CCTV system in action and there seems to be a lot of benefits to it, especially once the staff is trained. Gray — We will have five certified employees and we own all the video for the future. Kickham — Asked the percent mapped of sewer lines versus unmapped. Gray — Some work was done in 2004 by AD Com. A lot of times, especially in Town, there might be a manhole on the map but it might be skewed by 18 feet for example. The mapping we have is usable, but not accurate. We currently have about 80% of the maps, but without great accuracy. This part of the project should be done in three years. The island -wide CCTV project for sewer spans approx. 100,000 linear feet (loof sewer mains. The Department of Public Works (DPW) will also be doing some work on storm water lines (30,000-50,000 if approximately). The island currently has about 60 miles of sewer and 1347 manholes. Welch — Asked if the CMOM data will be accessible in the office and in the field; if so, what level of security will be in place to ensure data integrity and accuracy is maintained. Confirmed historical data shall be retained and accessible in the same way. Gray — Currently, it would be accessed in the field on the tablet. We don't currently have am writing capability; any changes are done in the office or in a consultant's office. There are built- in securities with engineers doing the changes. The old data will not be eliminated. Welch — CCTV results, asked what the $2M initial appropriation covers. Gray — The detail I've seen includes the alternatives to every piece of the puzzle. We will get these monthly. The certification means that the five certified employees with our new CCTV truck (purchased as part of the Shimmo project) will enable us to work on this going forward. Welch — If we have our own truck in the future, asked if the same people will be trained for the field work and the analysis. Gray — The coding between the different issues is complex. I've been through all the training. It's extremely detailed. Welch — It's a big investment. Asked what the utility the Town would see in having the CCTV truck and trained employees. Gray — Storm system alone will be mobilizing the equipment and staff. We don't know about most of the infrastructure of the storm water system. Welch — With regards to the CMOM, asked if there is a benefit in having the equipment to us in being in compliance. Gray — Yes. Public relations, maintenance, replacements, constructions to show we are working along. IT has to be updated every March. Welch — Asked where the CCTV truck appropriation or request is. Gray — We needed to clean the lines and inspect the lines for the Shimmo project, so it was incorporated into the sewer project. Lowell — Asked if any streets are too small. Gray — We can't fit the VaCCon truck in some of these smaller streets. The shorter bed jet setter truck is what was needed to complete the work. It's also coming out of the Shimmo project since the work couldn't be done without the truck. Town Water Main to Plant and Housing is due to the well starting to fail. It's currently in the middle of the Land Bank property. The cost is about $300/1£ The design is at no cost since the Water Company is helping us. The placeholder of $1M should come down significantly. Lowell — Seems expensive. Gray — The pipe has to come 1,000 feet. Page 2 of 6 Minutes for October 25, 2017, adopted Nov. 29 Perimeter Fencing is also a placeholder. We had a firm come in to review. It was built in the 1980s and is falling and rusting; we regularly have to fix it or block gates that aren't working. I won't have hard numbers until I have two other companies give me figures. It's complicated since a truck has to drive along it and there is variation in the terrain. Welch — It's a placeholder, but we will get numbers and it's fair to say rank this project based on the going rate for fencing. The ranking is basically on the merits of the project. Lowell — Asked if this fence would be similar to the Airport's fence. Gray — Maybe down the road. Lowell — I'm more concerned about the future and erosion issues as opposed to the fence. Asked if there is a plan to have someone on site at all times. Gray — We have a full security system on site. It's been useful recently and it's monitored by alarms through emails. We've never had any real trouble. Now with construction going on, there are people on site early throughout the day. There is staff housing with employees living there. Lowell — I would look at this as an optional project. Gray — The current fence is six feet and it's been there forever. You would be surprised at the amount of people that drive through the gate thinking they are headed to the beach. We've even put signs on the fence. We would like to have an automated or controlled gate in the future. Kiekham — Asked if there is any liability if there is no fence. Gray — I'd be afraid on the Miacomet side, people could drive through the beds areas and get in and possibly drown in a bed. Or if the facility wasn't secure and someone got in they could potentially do damage to the system. Welch — Suggests prioritizing `access and security areas' separate from areas where a fence addresses general liability. Requested cost breakdown by those categories and ptioritizations with Town of Nantucket Administration input on what liability exposure might exist. Look at these if the cost of the work is an issue. Gray — We may be able to phase the fencing. We did have a surprise inspection a few years ago. He saw there were no cameras and there was access by the public. Sparks Avenue Sewer Rehabilitation Gray — This has come to light mainly because the issues we have between the Stop & Shop and the roundabout. It's a very old line and full of grease most of the time (from Downyflake and old Stop&Shop). The new Stop & Shop has a grease trap that they maintain. This line is veru shallow and it's been hit a number of times due to construction. The section between the rotaries may fall into the L8 National Grid project. The line in front of the current Fire Station will not fall into this project. We are jetting the line often and are on site constantly. Welch — This is for evaluation and replacement. Asked Mr. Gray to speak to the efficiencies and cost reductions. Gray — This is considered a hot spot for us. We have to check it at least once a week and jet the line for grease and other buildup. It's now costing us a lot of money to have three people respond every week, pulling the manholes, snaking the lines, etc. The CCIA' will tell us what is needed. It may be we can reline or rebuild it. The cost is for the evaluation and minor repairs. McEachern — As a property owner in this area, I can tell you that there have been insurance claims submitted for backups in this area. There are constant problems. Gray — The bids from Shimmo are the basis for the cost basis for the requests. The CCTV Nyill confirm our suspicions. Kaizer — The map we are seeing is the portion of Sparks Avenue that would be included in the L8 project. We don't have a map of the rest. Welch — Regarding the Sparks Avenue Sewer Rehabilitation, requested a map view of the work area. Confirmed CCTV footage will assist final work determination and its cost. Gray — The current code requires restaurants to have a receptor for grease. One of the problems is land area required for these traps. I've been working with the Health Department to deal with restaurants that install emulsifiers. They drill the waste line and inject emulsifiers and then the Page 3 of 6 Minutes for October 25, 2017, adopted Nov. 29 grease hits the street. The Health Department has a schedule to spot-check grease traps. A lot of restaurants have switched to Dawn soap to break down the grease. We are working on a program to educate children. Sewer mains for Wannacomet Water Company Gray — The first project (Eagle Street, etc.) We have a lot of old mains in these areas. Many of the old mains connect to newer lines. This will remove an estimated 250,000 gallons a day of II (cracked lines, etc.). This coordinated project is similar to last year's on Farmer Street which went smoothly. The sewer and the water mains were touching each other. We couldn't have done the sewer work without doing the water work too. This type of coordination will save money, particularly on paving. The second project is similar. The quotes are less than a year old and come from Robert B. Our. Hussey — We love to hear that you are working jointly with the water company. Asked about storm water. Gray — We are working closely with the DPW to include storm water. The CCTV will also help tremendously in this area. The more II we take out, the more capacity_ we have to complete sewer extensions. Welch — Asked if this contribution from storm water would be picked up by the CCTV" in- house; asked if we have funds appropriated already to use CCTV for this, to locate and close off inflow/infiltration and decrease storm water flow to the sewer plant. Asked about any long-term plan to address types of issues. Gray — Luckily, some of these connections we can physically- plug before a rain event. The long- term plan is to address the Consue Springs project to fix a large area draining down to the pond. The base of Cherry Street is where we have particular issues. Welch — With respect to projects under discussion, asked what amount is budgeted for clean-up, fixes, budgeted under a contingency. Asked about deliverability in general and the capacity of tar work. Gray — Pavement is unique. It's not my area and there's only one supplier. The Shimmo project has its own paver and that's saving us money on the total project cost and allowing us to get the work done. I have manholes that are critical and I'm going to have to find a different paver. Lowell — I like the term placeholder. I think it's beneficial to know that we don't borrow an authorization before it's spent. I'm glad to hear about the thought that mobilization costs might go down. Surfside Road Area System Gray — This is another project that came out of the Shimmo project. There is a lot of modeling in the Bartlett Road area. This road is almost at its capacity limits. Surfside Road is an 8" sewer main for a section and would need to be increased in size to accommodate a lot of the future capacity. If there is a roundabout put in at Bartlett Road, we would have to get the sewer mains replaced at construction while it's torn up. Welch — Asked if there are map districts by connection and how that works. Gray — They go by mini -systems. This was established in 2004 as part of the Comprehensive Waste Management Plan (CWMP). We actually track areas by pump station. Hussey — In the areas we are discussing, asked if DPW will be looking at storm water. Gray — Yes. We are working this winter with DPW to develop an asphalt management program. We are talking together to see how the pieces can be moved around to accommodate the different needs (storm water, sewer, water and paving). Surfside Phase II Upgrade You will recall this originally came in at almost $8M over the appropriation. We prioritized and scaled down the project. The other pieces were also essential but could be pushed out. We have a report from the engineering firm that explains what was found. One advantage to moving it to FY2019 is lower mobilization cost. The company is already here and we think we could save on the cost. Page 4of6 Minutes for October 25, 2017, adopted Nov. 29 Welch — Asked about the basis for splitting it in two years. Gray — It would be nice to have everything in FY2019 but it will take time to design and would put construction in early FY2020. A lot of the designs were done but need to be updated. Lowell — I can't believe how much we are fixing that was an existing problem. We are in better shape than some communities on the Cape by fixing existing problems. No one could have predicted the growth and the need for a large capacity of sewer lines. The public needs to know that the product that is going into the ground is going to remain. Gray — Yes. We can upsize the pipes, but we have to be careful not to make it too big. If there is no need then there is potential for harmful H2S (corrosive) gases to set in. We do gas readings to ensure safety every time we open a manhole. jettie's Beach Gray — This request is tied closely to storm water. Old mains under the restaurant mean the ocean water comes right in when the factors are right. This project will enable the restaurant to raise its sewer mains to drop into our lines. This does include a map with a yellow line that is for the least expensive fix to solve the flooding problems. We worked many days pumping water to keep the concession open. Our thought is to install a chamber in the parking lot, unless the parking lot is regraded and repaved. We don't want to be pumping ocean water; we could take it out in the winter so it doesn't over operate. I tried to include some portion of the cost of fixing the flooding. Welch — Asked about rationale for splitting this project into two years. Gray — There are so many projects going on. We are trying to get a lot done at once. We are coordinating a lot of moving parts. There are chances we will have to extend the force main down to discharge further. This is an area that will be videoed, and we may find different issues down the road. Welch — Asked Mr. Gray to prioritize his project requests for FY2019. Gray — Ok, will provide. Welch — Asked about the L8 National Grid project. Gibson — We have an upcoming meeting with National Grid and will circle back on that. Kickham — Asked if there are any staffing needs going forward. Gray — Yes. We will be seeking an additional administrative employee. Also, it would be ven- useful to have an in-house engineer. I rely heavily on Mr. Larson at the DPW, but that's not sustainable, they are busy too. Gibson — Some of the discussion points related to capital, including training, will have an impact on the operational budget. There are discussions about possibly a shared engineer between DPW and Sewer. DISCUSSIONOF OF Discussion Wednesday, November 1, 2017, 8:00 a.m., 4 Fairgrounds Road, Training Room V. CAPCOM BUSINESS & COMMITTEEREPORTS Welch -- Any comments about liaison meetings? Hussey — The meeting at Our Island Home was yesterday and it seems like there is a lack of leadership. Gibson — Rachel is coming to the Board of Selectmen tonight to discuss capital projects. Bids came in higher than the authorizations. As far as what we are going to do with the facility, the voters did not approve the proposed plan and it seems the message might be to continue as is. We have discussed reducing the number of beds. There are only 40 out of 45 filled. Any resident disruption is a real issue with any work that would need to be done. We are currently in the process of finding a new administrator for the nursing home. Hussey — I think what Rachel conveyed is that the total amount of money that will be needed may trigger some outside intervention or requirements. Welch -- We are simply seeking information. Gibson — It could be that ultimately that the powers to be found the improvements are so massive that we're not going to be able to operate under current conditions, but we're not at that point. Page 5 of 6 Minutes for October 25, 2017, adopted Nov. 29 McEachern — We as a committee should know legally where the triggers are and understand how the scales may tip. Gibson — I'm not sure it's cut and dry. It's going to require a review by DPH staff. There may be waivers, special considerations. McEachern — Shouldn't we be educated before we make the decision to set us on a path with unintended consequences. Welch — It's also a life and safety issue. It's complex. I support Peter's point and at some point a trigger could have unknown results. It would be nice to have some idea. I was the Our Island Home designee last year and was on one of the work group's that addressed the alternatives. It's clear there is a lot of work to be done with deferred maintenance. Hussey — Who is taking ownership of this problem? Gibson — Town administration works hard to work through the issues. It is a complex business. Welch — To Ms Gibson, I understand that some might be misinterpreting the difficulty overseeing the operation of a nursing home on top of the normal town operations as a lack of support. That is not the case, the support is there, this is a complex matter. Lowell — This is a complex issue. It's not going away and having someone taking over this leadership position is a big deal. Gibson — We have an extensive hiring search for a manager of the island home that stretches off -island. Adjourned at Submitted by: Terry L. Norton Page 6 of 6