HomeMy WebLinkAbout2017-11-1Minutes for November 01, 2017, adopted Dec. 6
Town of Nantucket
Capital Program Committee
www.nantucket-ma.gov
2011 DEC I I PM 1: 42
Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham,
Peter McEachern, Jason Bridges, Nat Lowell
MINUTES
Wednesday, November 01, 2017
4 Fairgrounds Road, Conference 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, Bridges, Lowell
Absent Members: McEachern
Late arrival: Lowell, 8:07 a.m.
Department Heads: Chief of Police William Pittman & Deputy Chief of Police Charles Gibson
Documents used: Copy of minutes for October 11 & 19, 2017; Marine Department Capital Improvement
Plan FY2019 through FY2028; FY2019 Project Request Forms.
1. October 11, 2017: Motion to Approve. (made by: Kaizer) (seconded by: Bridges)Carried unanimously
2. October 19, 2017: Held
Discussion Pittman — The sole capital project is the replacement of Washington Street Harbor Master
facility. This facility, which is an entry point for boaters and cruise ships, has been steadily
deteriorating to the point we must evaluate whether or not it is safe for public use. The
bathroom floors have been reinforced several times. We hired a consultant to produce concept
plans several years ago. We applied for a million dollar grant from the Massachusetts Seaport
Council; we haven't officially heard whether or not we got that grant. Massachusetts Seaport
Council won't issue the grant until they know the Town will invest in the project; they provided
money for design and permitting. $3.5M total need $2.5M from the Town.
Hussey — Asked when the existing building was built.
C.Gibson — The original building was constructed in 1976; an engineering/architectural study
from 2014 indicates it was built to a residential design. We can't do any substantial work to it now
without bringing it all up to code. Explained how the current cost was estimated from the 2015
bid.
Lowell — He feels this is a cultural -legacy item. There had been discussion about moving Finance
out of 37 Washington Street; asked if there had been thought about moving this there.
Pittman — Public Safety has never supported that option. The main purpose is Summer public
bathrooms; four times a week, people from cruise ships and recreational yachters come through
there. If we were on the other side of the street, all those people would be crossing the street to
use bathrooms.
Lowell — Asked if this could be built in the off season; if not what would happen during the
summer.
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Minutes for November 01, 2017, adopted Dec. 6
Pittman — During construction, we could use portable restroom facilities or cover the Town Pier
with a portable shack for that one season. In the meantime, we could find space for the marine
department staff in the Public Safety building or at 2 Fairgrounds Road.
Kiekham — Asked if there would be anything different from the current design.
Pittman — The deck will be larger Americans with Disabilities Act accessibility issues; the
bathrooms would be larger and more maintenance free; there would be less second -floor space.
Welch — Asked if there is a Comprehensive Maritime Plan in regards to this building.
Pittman — We have the Harbor Plan; this is the entry point for the harbor and Town Pier. The
docks also need to be upgraded and need dredging; our goal is to make it a nice entry- point.
Welch — There is an ideal time to complete work to minimize the effect on operations and
management. Asked if the Request for Proposal (RFP) would specify a timeline for the work.
Pittman — There are no legal conditions restricting on when we can work; our only concerns are
operations and peak periods; we don't want 400 visitors walking through a construction zone or
crossing the street into the parking lot. There are boaters who depend on the showers and
bathrooms; we have to ensure that continues. These are logistical hurdles to get through a busy
summer seamlessly.
Welch — This has been in front of CapCom before; asked if the 52.51 2014 design was a
placeholder.
C.Gibson — Yes, it was to start getting money for the study. The costs are also related to the
construction schedule; trying to meet the needs of the public during construction increases the
cost; trying to fit construction into the window of least use might cause the cost to go up.
Welch — Asked if the $3.5M includes the grant.
Turbitt — Yes, we would put in an authorization to borrow the full 53.51 and borrow language
from the Airport that there will be a grant reimbursement. We don't know how the grant will
work as we haven't seen any paper work.
Welch — Asked if a description in the motion would explain the dollar amounts.
Turbitt — That would come up if it's called and when CapCom presents to Board of Selectmen
(BOS) and Finance Committee; it would not be in the article itself.
Lowell — Asked if this building would be stick or modular construction.
C.Gibson — It would have to be stick built because of the plumbing and bathroom facilities. The
problem with modular is that they are constructed out of state and not subject to prevailing wage;
because of the plumbing structures it would not be possible to save money because of the on-site
plumbing and prevailing wage.
Pittman — Modular construction has a benefit in terms of timing and should be looked at.
Kiekham — Asked about accommodations in regards to flooding.
Pittman — The Architect got approval from the Boston building board and got approval for a
foundation with provisions. The alternative would be building it up 9 feet; that would require a
huge access ramp.
Lowell — Asked if they could waterproof the building; sealing the floor isn't the answer;
encapsulating is.
C.Gibson — It is an elevation issue, not damage.
Pittman — The first floor would still be at the level where water would come
Welch — In respect to modular, he thinks it is worthwhile to explore that regardless of prevailing
wage and plumping premiums. If modular isn't possible, he wants to see the reasons why put
forward in a concrete manner so it isn't a matter of discussion and debate at a later date.
Understands Mr. Lowell's point about waterproofing that relates to the building code, you have
vents and ventilation in the basement and moisture gets trapped and rots the floor. Perhaps
there's some way, in that location, to apply some waterproof material the floor joists.
C.Gibson — It isn't just the structural code; the structure has to be able to sustain the water
pressure. The foundation must be built to prevent the building from being pushed off the
foundation in a storm event. With the existing building, the sills are all rotting out.
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Minutes for November 01, 2017, adopted Dec. 6
Welch — Asked about out -year projects. There was an out -year project for 2021 that was looking
at being phased construction; now we're looking at doing it in one shot and asking for more
money.
Pittman — Shadbush Road and Industry Road, a parcel has been set aside for a Police and Marine
maintenance yard. Explained why the 2 Fairgrounds and 4 Fairgrounds areas are no longer viable
for maintenance. There is some adjoining land there to make it available for other uses and it
would be suitable for a phased expansion for fire maintenance. Our proposal is site work to level
it out, put in a hard surface, work ramp, and metal building. It took on new life because all of our
buoys, lifeguard stands, etc are at the lifeguard dorm on Okorwaw. A building has come available
that would be suitable for additional dorm space; it has to be moved. Therefore, the buoys etc
must be moved off the Okorwaw lot.
Hussey — Asked if $95,000 is enough for a metal building.
C.Gibson — For the first phase, yes.
Welch — Asked if there would be plumbing/floor drains.
C.Gibson — There would be a toilet for staff; roll up garage door; 8,540 square feet with the
largest cost is the site work and concrete slab.
• 1 '• •
Discussion Welch — Confirmed the information received on open balances is for FY2018 only.
L.Gibson — First item is $100,000 for Tom Nevers Playground equipment: Since it was
appropriated there has been discussion about the condition of the playground equipment; it
should be replaced in two or three years. A citizen's group has asked the BOS for a master plan;
the idea is to reappropriate these funds at the 2018 Town Meeting towards that master plan.
The Pick-up and Plow: The contract has been awarded with a little left over:, that will be
reappropriated.
Listed other trucks and equipment purchased.
`Sconset flag Pole: Last week the DPW raised the new pole; there is more work to be done,
which is well under way.
Downtown Sidewalk Project: This hasn't been touched yet because there is money from
FY2017. The first phase is from Straight Wharf to Easy Street then Easy Street to Broad street;
it will be underway in about three months. There will be some impact during Stroll.
Boulevard/ Okorwaw: This is for design for continuation of the Surfside Area Road project:
Boulevard, Lover's Lane, Okorwaw, and Monohansett. We'll need additional funds for
construction.
Island -wide Road Improvements: this is an annual appropriation.
Old South -Fairgrounds Rotary: This will be more of a roundabout in the FY2019. DPW has
others for roundabouts at Bartlett and Surfside and Four Corners; the idea is to bid them all at
the same time.
Welch — We will be meeting with Mike Burns in Transportation on November 8 with their
presentation on November 18; that will cover these items.
L.Gibson — Old South Bike Path Improvements: $75,000 was appropriated but it hasn't started
yet.
Stormwater Improvements: We've had some issues with stormwater problems that had to be
dealt with immediately. This is moving toward an overall stormwater plan.
Replace Dispatch Equipment: This is well under way purchasing and install.
IT Desktop/Printer Replacement: This happens throughout the year.
Update GIS: This needs to be bid out.
Lindner — They are working on that now.
L.Gibson — School Projects: She can't speak to them but she's sure they are underway.
`Sconset Water Replace Water Mains: She's sure it's underway.
Wannacomet Replace Mains and Hydrants: Underway.
Airport: Believes these require bids.
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Minutes for November 01, 2017, adopted Dec. 6
Sewer: All these items are underway or in the bid process.
Sewer Madaket Water Quality Improvement Study: The authorization was for S200,000; we now
have a scope and located a water engineering consultant to help with that. She hopes to get to
the BOS within the month to put forward a contract for the consultant, who will then work out
the RFP.
Lowell — With the loss of 50 feet of shore line recently, the town should rethink sewer to
Madaket.
L.Gibson — Our Island Home (OIH): they have some capital items we were tn-ing to bid out
together. We got one bid that exceeded the appropriations, so we plan to seek additional funds.
Welch — Noted that CapCom has gotten no request for OIH out -year information from them;
asked for it.
L.Gibson — We were trying to get a strong Facilities Maintenance Plan done first; that's -,,-here
the out -year information would be.
Turbitt — The plan is to identify a smaller group of projects that will fit within the available
funding; that will be going out to bid soon. They are holding off others for FY2019. Noted that
everything is subject to prevailing wage. As soon as the appropriation is approved, we can start;
we'll identify those projects which require supplemental funding.
Hussey — Asked how the work was triggered.
Turbitt — There are experts who understand that.
L.Gibson — Solid Waste: This is in the procurement phase. Landfill mining isn't capital, but we
have a contract to continue it.
Kiekham — Asked if roadways includes downtown cobblestone and when that might be
expected.
LGibson — Mr. Robert McNeil, Director of the DPW, has a FY2019 capital request for that.
Welch — In regards to the school's Backus Lane project, he understand this needs clarification:
money was appropriated but not expended and now they are asking for more.
L.Gibson — The schools will have to report on that. FYI on the playing field, we are hampered
because of ownership issues; there will be an article at Annual Town Meeting.
Kiekham — Last year there were questions if the money was sufficient to complete the project
and Ms O'Neil said yes and that they were using in-house staff.
Welch — He thinks he's clear on whether or not the Airport vehicle is new, but he's not clear on
priorities; there seemed to be a couple of projects stated to be top priorin'. He's going to ask
Tom Rafter, Airport Manager, for a written breakdown of priorities. It would be useful during
the evaluation. Sewer: the CCTV van, five -guys, training, and certification sounds like a huge
personnel cost, which it is; however, he thinks it will potentially save millions of dollars by doing
it in house. He wasn't aware of this coming up as part of Ci%1O-,%l plan.
Turbitt — The CCTV truck was part of the $41M Shimmo sewer project. There is no proposal
to hire five new employees; they will be training in-house staff The video inspections «ill
identify where sewer repair needs to be done. The focus is on the S2_\1 plus for maintenance on
identified areas. In regards to the 2018 CMOM plan, the first on the list is getting a full analysis
of everything; we just entered into an agreement with Hagen and Sawyer to do that. Secondly in
addition to the CCI'V work, there is inflow/ *infiltration work written into the C -%1O_\1 for which
we received a $500,000 loan at 2% to do repairs to inflow/infiltration.
Welch — Confirmed CMOM is covering inspections, analysis, and recommendations; and we
budgeted a CMOM placeholder in out years for repairs.
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Minutes for November 01, 2017, adopted Dec. 6
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Discussion Welch — At some point it would be a good idea to have Ms Gibson's general funding -related
thoughts for our evaluation well before we make recommendations on appropriation and funding
sources. He'd also like a directional meeting perhaps with Ms Gibson, Mr. Turbitt, BOS chair,
and the Finance Committee chair. He'd also like a discussion meeting scheduled for work that
was authorized in FY2018 but hasn't yet been done and how funding relates to all requests in
front of us.
L.Gibson — We've had some internal reviews to rate every project and apply funding sources to
the projects.. It's looking like we would be recommending definitely two and possibly up to
three debt exclusions. The enterprise funds are on their own with retained earnings. The rest of
the general fund, we do have to prioritize since we can't fund everything. We're done a lot of
cutting of DPW projects; there are number that won't fit in without asking voters for an
override or debt exclusions. We can fit the remaining prioritized projects into funding sources
that include: free cash, reappropriation of prior -year articles, and the grant for marine building,
and a couple of other funding sources. We talked about a menu of capital overrides for items
that are necessary but don't fit into funding sources. She has heard from the BOS and Capcom
that the focus will be on infrastructure.
Lowell — The placeholder issue, asked if there is thought to make some of the other items
placeholders.
L.Gibson — We shouldn't use the term placeholder; that sounds like we aren't doing anvthing
yet.. What we mean is we will authorize for example $15M for Old South Road corridor
Improvements. We are going to need to have specific plans on what the improvements will be;
people should be able to look at what the plans are.
Welch — So, for capital requests authorized the funding needs to remain within a rational frame
work of the description of the authorization. It is useful for people to understand that the
authorization doesn't mean the funds are encumbered and immediately added to the tax roll. FIs
Gibson's information will be helpful in regards to the discussion on funding at a later meeting as
take -off point for our evaluations. In regards to our mid -process review feedback or in addition
to any of Ms Gibson's comments, asked if there are any questions.
Lowell — In regards to the sewer bid, the explanation that the money wasn't borrowed is his
point in regards to his education for Town Meeting; you can show a slide or video. However,
you can't show it at the ballot box; there isn't anything you can do beyond words on the ballot.
He's trying to utilize information from this process to help the next process; we're doing our due
diligence here, at FinCom, and at Town Meeting.
Turbitt — Internally, we take the same approach with every large-scale project that we have
borrowing authorization for; we don't borrow until we have the ballot vote.
Welch — He has some concerns as a citizen that at this point in the process about the lack of
discussion in the paper or community. He's concerned there would be a similar problem such
was we've had with OIH and Madaket Sewer that at the ballot box, a certain percentage of
voters won't have information to make informed decisions. The question becomes hog;- to get
that information out to those people so they don't just see a price and description. Interested in
getting that ramped up. His statement is as much a question as anything else, for our basic
understanding.
L.Gibson — We won't put our public outreach machine into action until we know CapCom,
Finance Committee, and BOS are behind these projects. We have started talking about what the
public outreach will be; we would do much the same we did for the Fire Station and Police
Station.
Welch — Asked when we might see that public information starting.
L.Gibson — Once the warrant is adopted, between January to March.
Hussey — Asked where Town Administration is in regards to the plan for 2 Fairgrounds Road
and 20 Water Street.
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Minutes for November 01, 2017, adopted Dec. 6
L.Gibson — Two years ago we had a recommendation before the BOS for new municipal
building; at that time they agreed we need a new municipal building at 2 Fairgrounds Road, but
they weren't ready to commit. It's a lot of money; we did a feasibilin- study four years ago, which
put the price tag around $30M.
Welch — Asked that be put into the out -year plan in keeping with what we are trying to
accomplish as planners; it's a good example of a request or project discussed by BOS and/or
Town Administration or others which has value as part of the discussion in the public domain
and not a surprise. Haven't yet had an opportunity to focus on out years; we should have a brief
meeting to review them to generate discussion. Could pick up OIH at that meeting. Would also
like to wrap in any past -year open balances and discuss how we might smooth out the timeline
and process for broader analysis and lightening the load on professional staff.
Kickham — We seem to have replaced internal discussion with the ranking system. He thinks it's
good to still have internal discussion and at the next meeting would like to look at and discuss
the rankings. He feels disconnected but would like to verbalize why things were ranked the way
they were and better understand the process.
Welch — Appreciates the concern. We have scheduled a ranking -review at later meetings; the
thought process was to get through all request rankings. This being our first meeting with time
left, we haven't had time to review after meetings or successive meetings. So while we haven't
had the time to do it properly in the course of the meetings, we have extended the due date for
recommendations and time is built into our schedule for discussion before we make
recommendations.
DISCUSSIONOF OF
Discussion Wednesday, November 8, 2017, 8:00 a.m., 4 Fairgrounds Road, Community Room
Topics: DPW review of fleet, facilities, parks, and solid waste.
CAPCOM BUSINESS & COMMITTEEREPORTS
1. Welch— Designees met with the DPW. Briefly reviewed subjects of the discussion.
2. Kickham — Will meet with Airport this coming Friday.
Adjourned at 9:39 a.m.
Submitted by:
'Ferry L. Norton
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