HomeMy WebLinkAbout2017-11-15R E A i .
Minutes for November 08, 2017, adopted Dec. 7 IN f `' '� ' ,
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Town of Nantucket 2017 DIEC I i PM 1: 42
Capital Program Committee
www.nantucket-ma.gov
Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary-), Christy- Kickham,
Peter McEachern, Jason Bridges, Nat Lowell
MINUTES
Wednesday, November 15, 2017
4 Fairgrounds Road, Training Room — 8:00 am
Called to order at 8:04 a.m. and Announcements made.
Staff: Libby Gibson, Town Manager; Brian Turbitt, Director Finance; Julia Lindner, Financial
Analyst; Rebecca Woodley -Oliver, Assistant Procurement Officer; Terry- Norton, Town
Minutes Taker
Attending Members: Welch, Kaizer, Hussey, Kickham, McEachern, Bridges, Lowell
Absent Members: None
Early Departure: McEachern, 10:05 a.m.
Department Heads: Robert McNeil, Director Department of Public Works (DPW); Chuck Larson, Deputy
Director DPW.
Documents used: Copy of minutes for October 19, & 25, and November 1 2017; DPW; and FY2019 Project
Request Forms.
COMMENTS1. PUBLIC
APPROVE11.
1. October 19, 2017: Motion to Approve. (made by: Lowell) (Seconded by: Kaizer)
2. October 23, 2017 (DPW onsite): Motion to Approve. (made by: Lowell) (Seconded by: Kaizer)
3. October 25, 2017: Motion to Hold. (made by: Lowell) (Seconded by: Kaizer)
4. November 1, 2017: Motion to Hold. (made by: Lowell) (Seconded by: Kaizer)
5. November 2, 2017 Joint meeting: Motion to Hold. (made by: Lowell) (Seconded by: Kaizer)
1. DPW (Facilities, Fleet, Stormwater, Parks)
Discussion McNeil — Reviewed overview how the DPW is setting up to meet the Board of Selectmen (BOS)
Strategic Plan; bridge repair is critical. Issues include: staffing, funding, resources, housing, and
vehicle garage space.
Garage Facility:
McNeil — The original number was around $23M for 33,000 square feet (SF); they pared it back
to 27,000 SF but maintain the critical spaces for around $15M including soft costs. The DPW
would take on some of its own relocation and work to include moving the fuel stations and the
salt shed.
Welch — He would like to see some drawings of the garage, other tangibles for further review
Hussey — Asked how to avoid the problem run into with the fire station of the bids coming in
much higher than appropriated amount.
Gibson — There is a building committee workgroup being put together; the fire station is not an
example of a good process.
McNeil — Explained they came upwith their projected cost from the Water Company
administration building, which is about $1,000 per SF. We have a demonstrated need and must
be able to design a building around those needs with flexibility for the future.
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Minutes for November 08, 2017, adopted Dec. 7
McEachern — A successful project starts with the department head; Mr. McNeil and his team
have brought a lot more to the table than DPW has ever had. The other part is in the case of the
schools, the architect was very proactive. The last is relationship with the contractor.
Lowell — We have to talk about the perception at Town Meeting for a 515'\1 garage. Asked what
will happen to the three existing buildings.
McNeil — Buildings remaining will be the administration building, the mechanic's shed, the salt
shed, and the garage; other structures will be demolished.
Lowell — The other issue would be whether or not the DPW will move out of that location;
confirmed the DPW considers this its permanent location.
Bridges — There are projects that have come in way under the projected cost. Asked if this will
have room to expand into or will it be filled as soon as its built.
McNeil — It is key to have space to grow into.
Kickham — Asked how this might parlay into savings in regards to the vehicle inventory.
McNeil — Given the environment, a lot of wind and wind-blown sand and salt, this garage will
extend the life of vehicles 25%; seasonal equipment even longer.
Kickham — Asked if each vehicle will have a good maintenance plan.
McNeil — HE has re-established the position of Fleet Manager, who will develop a
programmatic replacement plan and maintenance plans for all vehicles.
Hussey — Noted a $3M contingency cost; asked if that is included or added onto the S15M
McNeil — The $15M is inclusive.
Hussey — Asked about the 10 -year out -year plan for the office building.
McNeil — In its current location, he is looking at internal reconfiguration to include use of the
full basement. We have a good idea of staff build out necessary to complete department tasks.
Lowell — To him, the DPW is the place other Town vehicles should receive maintenance; asked
if that's been discussed internally.
McNeil — There hasn't been a large discussion about what the mechanic's shop could provide.
They have looked at current capability and what they can provide in house. He's not adverse to
taking on doing that; but, in other municipalities, he has seen contention arise in regards to
which department gets priority.
Lowell — Encouraged the DPW find an effective way to circulate air within the garage and to
consider how waste oil is to be disposed of.
McEachern — He would like to see a conclusive inventory of every Town vehicle to think about
and possibly facilitate a plan to expand DPW maintenance to allTown vehicles. Hopefully at
Finance Committee we'll see a line item for further education for the mechanics; he thinks it is
under funded.
Kickham — Asked if there will be cost flexibility in how the building is constructed in regards to
materials, storm resistance, and heating quality.
McNeil — At this stage, we have full control over the design.
Welch — Helpful for community to understand the GF is part of revamp of the DPW and
maintaining necessary equipment and developing personnel. He has still has some concerns
relative to smaller but otherwise similar buildings in the current CIP for FY2019 and marrying
perception and practicality of those square footages and those costs to this square footage at a
much higher cost. Not something to address today; stepping off point will be to look at plans
and have you back to discuss those, get into discussion about capital programming process and
your timeline.
Facilities Maintenance Program:
McNeil — His list identified 54 facilities; another list has over 100. Currently we don't have a
Facilities Maintenance Plan. Based on 54 Town -owned facilities, they total over 100,000 SF and
average over 35 years old; replacement would be over S90M with upkeep in the 2.4 range. With
the need for roof replacement, utility upgrade, bathroom upgrade, and light upgrade, we are
looking at about $1M. The goal would be to develop a Facilities Maintenance Plan identifi-ing
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Minutes for November 08, 2017, adopted Dec. 7
what needs to be done within each facility then work with town Management to prioritize and
come back next year with a far more detailed list. Funding for that effort would come from first
year request.
Hussey — Four facilities are recommended as medium priority; asked why that was.
McNeil — Those used to be high priority; that was our first crack at prioritization.
Welch — We will be asking you for a ranking of your requests, by group, in order of priority for
the FY2019 projects so the committee will have information required to make any necessary
decisions.
McEaehem — It is important for the committee to understand the need for DPW to "catch up"
and which projects fall into that arena.
Welch — With respect to facilities, public perception and practicalities, there are things that have
been deferred and we appreciate the fact those are getting quantified; understand this is part of a
process, that it will take time to develop along with some significant costs associated with catch
up, in order to get to predictive and preventative maintenance started on an ongoing basis.
McNeil — He is hoping to create master plans for each location then come forward with a
replacement plan.
McEachem — He would like to use Town employees with areas of expertise before hiring a
consultant; for example using the building commissioner to review code compliance or building
inspector to evaluate the facilities.
McNeil — Noted that Town employees often have a lot to do and something might not be their
area of expertise.
Welch — Mr. McEachern brought up a good point of using Town resources for professional
input. Cautioned the advisory and enforcement roles should to some extent be kept separate,
individuals working for different entities (including the state) may have differing roles or
priorities.
Kiekham — There are a lot of unknowns in regards to the maintenance; asked upon what the
costs are based for items 1-5.
McNeil — They are based upon his on-island experience to date and advice from the Facilities
Manager.
Welch — Pointed out that some of the maintenance costs will change after FY2019 with future
requests based upon experience from work done this year.
McNeil — Their priority is to keep the public safe; the Town has a responsibility to that end.
Facilities Improvement Projects:
McNeil — Jetties, Surfside, and Children's Beach facilities discussions have range from "it's
always been this way, let's take care of the building" to "we're expected to be a world class
destination and this needs to replaced facilities with something `Disneyesque'." The expectations
are quite high to maintain the legacy, especially among the year-round residents. Some of the
structures are past their useful life and we need to understand there are limitations of these
facilities in the current state because the infrastructure is failing: plumbing, framing, accessibility.
We are managing these by emergency and that is not a good function. We are getting to the point
where the building should be demolished and rebuilt as a mirror image.
Lowell — Asked what the Town plans to do for the Jetties facility: expand it or not. There are a
billion questions connected to rebuilding the structures.
McNeil — Those discussions are BOS level. We're lumping large ticket items together to do
manageable projects such as lumping the roofing work together.
Welch — Mr. McNeil is taking the approach of balancing rustic charm with functionality, as a big
picture; these numbers are to help determine what is needed to get out of crisis mode with some
of safety and efficiency. This request is not so much to make decisions on what the final product
needs to be but to ascertain what needs to be done, for a workgroup to look at the final product
and determine final dollar numbers for out year projects.
Kiekham — Asked the plan for these facilities over the next 10 years.
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Minutes for November 08, 2017, adopted Dec. 7
Gibson — At this point there isn't a plan beyond continuing as usual; they are all in the middle of
5 -year leases. There would be points when they aren't open and something would have to
happen. There has been discussion about changing the business model.
Kaizer — Asked if the owners have had any complaints from customers.
Gibson — Yes: sewer back up, grease problems, plumbing problems.
McNeil — They have had to close because of sewer issues, about a week total. Another issue is
that the building was designed for hotdogs and hamburgers and now they are doing more and so
need preparation space; coolers are being set up outside. There comes a point you have to rebuild
to expeditiously provide a modern menu at a modern but quaint facility- that will be safe and
clean.
McEachern — Asked if there is a contractual contingency- plan if an establishment is closed down
by the Health Department; if there isn't, there should be one.
Welch — T Reiterated what we are looking at is sewer, drainage, and design reconstruction, end
result of which will determine what is required to bring things up to code and for practical use
and reasonable future use, which will drive another separate process discussion; this request is for
the funding to determine what needs to be done and to do some of it.
McNeil — Noted that since these facilities were first constructed the use has changed and traffic
has increased.
Fleet and Equipment Purchases:
McNeil — Currently DPW has a single loader, a second is needed for many- purposes. The
tracked aerial lift will replace the tree bucket truck; it can track through small spaces and can be
mounted on a roll -off vehicles and its arm can go below grade or up to 30 feet. The rubber -tired
vibratory roller with trailer would be in support of grading operation; we have between 10 and 15
miles that we grade; all the grader does is push material around; it can't pack. The skid steer is a
piece used for construction and vegetation management; it is very versatile. The 1 -ton stake body
truck is used every day in trash removal. The 1 -ton dump with plow is a replacement vehicle. The
Operations/Facilities manager vehicle with plows and on -board computers would replace the
current vehicle.
Kickham — Asked if these will be out and about frequently. Also asked about the plow on the
manager vehicle.
McNeil — All vehicles are used on and off campus. The plow on the manager's vehicle allows the
manager to take action on a small scale; they can also support the bigger plowing effort to bring
the storm event to a quicker conclusion. We seek feedback from staff in regards to what they are
doing now versus before that equipment was purchased. The pieces that are most helpful to lease
are those we barely touch, such as an articulating sidewalk tractor.
Bridges — Asked about the skid steer.
McNeil — It's got tank tracks for use in adverse conditions.
Hussey — Asked about the stake body truck.
McNeil — That is an additional, not a replacement vehicles. It is essential for trash collection.
Kaizer — Noted there are two Operations/Facility Manager vehicles with plows, one in 2019 and
one in 2020; asked about the costs.
McNeil — They are $60,000 for each new vehicle.
Welch — Asked for elaboration on the vibratory rubber -tired roller which requires a new person,
to what extent they will use other equipment, relevant hoisting -ratings, because it's a relatively
big personnel number.
McNeil — That would be added to the grader operation which includes the grader, roller, and
dumptruck. Explained how the grading operation would look. Explained the operator would be
licensed to do other things aside from this. We noted after Storm Jose that for a week and half,
we had no grader because it was down and we were trying to use the loader. By the time they got
the grader fixed and out there, it died on the first run. Having a second grader goes a long wa.x.
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Minutes for November 08, 2017, adopted Dec. 7
Lowell – We have mountains of ground asphalt; asked if we can put it down in a lot of these
places that are hot spots.
McNeil – We're working with our partners, the airport, and suppliers to ensure we have
appropriate material.
Stormwater Management:
McNeil – This involves the pipe systems, which are over 100 years old; there is almost no
information on where they are and their current condition. We've partnered with Sewer to climb
onto their CCTV contract with National Automated. We will be looking at the entire center one-
third of the island; the cost is $53,000. The contact also allows for heavy cleaning. Phase I1 would
cover the west side of the island; Phase III would cover the east end. We expect to be able to
develop action plans for out to FY2021. The Vac -Con truck would be useable for more than just
cleaning out the catch basins; it's more expensive and maintenance intensive but it is ven-
versatile. The sweeper and truck are aligned with storm water because it will help account for
stormwater costs; EPA mandates are requiring most towns to take a hard look at enterprise funds
to support these efforts.
Hussey – Asked if the personnel to operate would be new hires.
McNeil – There is staff already trained on the equipment as well as additional staff Nvill be
trained; they are not looking for a new hire. All staff members have primary functions as well as
secondary functions for back up in the event of sick leave or vacation.
Lowell – Suggested DPW provide a private road fees structure; there are catch basins and leech
pits all over the Islands; slope retainment of roads needs to be come back to life. He feels it is
necessary to have these vehicles because they are so versatile.
Welch — Talking about the Vac -Con, private service is needed and it's currently a high -margin
profit, which could be an opportunity for a deeper service model and help with the aquifer. He
encourages that it be looked at, an enterprise fund providing services to the Town which is linked
to protecting the aquifer, which is mandated under the Storm Water Protection Act. There may
be room for a model where the Town provides a service at a fee that is less than what someone
from off island would charge. It is our purview to look at impact costs and staffing costs related
to capital and there might be a way to offset that.
Gibson – We have looked at that; however, DPW barely has time to do their own work without
adding further work.
Welch – With respect to CCTV, kind of a refreshing cost; assumes this includes GIS accessible
data available in the Director & Deputy Director trucks—if so, good example of system -wide
approach designed so equipment interacts to create peak efficiency. He's hoping this will be
dovetailing with the new van and personnel the Sewer has to further reduce our costs working
on stormwater systems.
McNeil — It is at least a future option. With the Vac -Con, we would continue to function as a
partner with Sewer. Qumped to the review of funding sources as Ms Gibson has to leave.)
Parks:
Kiekham – In regards to Jetties Beach, asked how expanded services by the vendors works with
the lease; if it leads to greater expectations on future bids.
Gibson – They go through a proposal process; it is granted to the most qualified bidder. There is
a limitation on the number of events they can have so that the beach remains open to the public.
There is a monetary arrangement for when the facility is shut down for an event; they must pay a
fee.
Lowell – The ultimate question for any of these vendor sites is the fact that the Town won't
make money. We want it to be a family atmosphere while at the same time providing something
people can use.
Welch – To the question of who responsible for what use and when; he understands there's a
process in place that if the vendors want to extend their service they have to go back to the BOS.
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Minutes for November 08, 2017, adopted Dec. 7
McNeil — To Mr. Kickham's point they do occasionally embellish the outside with an awning or
trellis; that's on them.
Park planning's goal is to create a master plan; we're looking hard at what we're doing and ,,-hat
the future will look like. The master plan would ultimately have an actionable design plan to be
used for funding for improvement. We are looking at how parks are administered and maintained
and programs offered. The need and use of the parks has changed over the last 20 years. We've
built new parks and new fields and now we need the master plan.
Kickham — Asked which park needs the most work.
McNeil — The Tom Nevers; there is a recent groundswell of public interest to upgrade the Tom
Nevers Park.
Welch — Asked how the over-all concept of request for plan relates to other parks and uses
around Town land that exist and may need improvement and others traditionally under Parks and
Recreation.
McNeil — This would focus on all park facilities maintained under DPW.
Solid Waste:
McNeil — He is working with Waste Options to provide items which fell off the FY2018
requests. We owe them money for the Materials Recovery- Facility-; we are contractuly obligated to
provide capital reinvestment to maintain those. The replacement of the cardboard baler is key.
There is a request for repairs to the sorting station and continuing the landfill mining. There are
some big-ticket items down the road to include landfill closure and closure of 1A, 113, and 1C.
Kickham — Asked if except for the baler, is all cardboard processing intact.
McNeil — Cape Cod Express takes all recycled material off island. Explained the cardboard
recycling process. The Waste Options contract is up in 202; Town Manager has initiated
discussions to pull together a committee to discuss the future of solid waste before the contract is
up.
Administration:
McNeil — He is getting a project together to further the foray_ into data gathering and GIS to
have access to information in the field.
Welch — Asked if the program would be open source or out of the box and if it would interface
with other systems under TON initiatives for bigger data, to operate more efficiently; this request
is complimentary.
McNeil — We are working with a specific vendor to develop a program that will bring sewer,
water, and DPW together so that we're all working as one with interchangeable information.
2. Ranking discussion:
Hussey — Neglected to note there is a note at the bottom of the facilities request that
recommends $1M asked if those would be ranked as one item.
Welch — In our evaluation and/or recommendation we may ultimately_ lump them together but
rank them as individuals. If something has a Plan -It number, it gets its own ranking sheet; that is
for future use to individually Track authorized and appropriate funds.
Kickham — A lot of the projects and facilities have additional out -year requests, it is important to
address them individually.
Welch — Reminded the members to get the ranking sheets to '_AIs Lindner before the
Thanksgiving break.
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Minutes for November 08, 2017, adopted Dec. 7
Discussion Gibson — Reviewed the preliminary list of items proposed for funding: Capital exclusions, debt
exclusion, capital from operating budget, free cash, affordable housing fund, and grants. S2.2_%I of
capital items will be funded through capital exclusion; free cash, at least 54.6:1, would fund the
bulk. The Fairgrounds Road area roadway for the proposed community housing development
would more likely be $2M.
Turbitt — There is $800,000 for the road in Free Cash and $400,000. This is the funding element
aspect that gets to the $1.2 on the sheet. On the parks, the bond premium proceeds is only
$22,416; there is a small piece that would come out of Free Cash to reach the 50,000 total.
Kickham — Asked if anything is Community Preservation Committee (CPC) related.
Gibson — We Have had internal, preliminary discussions about CPC funding for some or all.
Welch — Asked how the FFA funding would be addressed.
Gibson — This is only for general fund.
Turbitt — He is looking into how the grant for the Marine Building would be administrated. If it
is a lump -sum payment, we'll would only ask for the remainder. If it is draw -down, then we
would ask for authorization for the full $3.4NI then only borrow the net amount.
Welch — Asked about the enterprise requests funding by source.
Gibson — The bulk of those will be through retained earnings or constructive grants or
borrowing. Solid Waste is the only one that we need to think about.
Welch — Asked that the enterprise funds be included in the next iteration.
Turbitt — Enterprise Funds are currently going through their budget reviews to determine how
much retained earnings are available.
V.- NEXT MEETING
Next meeting: November 29, 2017, 8:00 a.m., 4 Fairgrounds Road Community Room
Discussion Topics to include: DPW, Transportation; Our Island Home; review the format of the ranking
sheet; and discuss the rankings by request.
COMMITTEE•'
1. None
Adjourned at 10:26 a.m.
Submitted by:
'ferry L. Norton
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