HomeMy WebLinkAbout2017-11-29Minutes for November 29, 2017, adopted Dec. 19
Town of Nantucket
Capital Program Committee
www.nantucket-ma.gov
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Tol-N CLEF! -
2017 DEC 20 AM 10: 19
Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christ-,,Kickham,
Peter McEachern, Jason Bridges, Nat Lowell
MINUTES
Wednesday, November 29, 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 Finance; Julia Lindner, Financial
Analyst; Rebecca Woodley -Oliver, Assistant Procurement Officer
Attending Members: Welch, Kaizer, Hussey, Kickham, Bridges, Lowell
Absent Members: McEachern
bate arrival: Kickham, 8:10 a.m.
Early departure: Hussey, 9:50 a.m.
Department Heads: Mike Burns, Transportation Analyst; Rob McNeil, Director Department of Public Works
(DPW); Chuck Larson, Deputy Director DPW; Rachel Chretien, Manager Our Island
Home (OIH)
Documents used: Copy of minutes for October 25, and November 1, 2, & 15, 2017; DPW/Transportation
Capital FY2019 Project Request Forms; Old South Corridor Improvement
Recommendation Study; Our Island Home FY2018 Supplemental Request forms; Draft
CapCom Summary of FY2019 Request worksheet.
Agenda adopted as amended by unanimous consent.
None
APPROVE11.
1. October 25, 2017: Approved by unanimous consent.
2. November 1, 2017: Held
3. November 2, 2017 Qoint meeting): Approved by unanimous consent.
4. Novembers -2$4-7
5. November 15, 2017: Held
oil
• • • •
1. DPW/Transportation and Garage for FY2019
Discussion Welch – First going to address DPW maintenance programs and the bridge.
McNeil – Of the three strategic initiatives, transportation is one of them. This looks at
maintenance of the transportation system: pavement, cobblestone, multi -use or shared -use path
improvements, and sidewalk -crosswalk -Americans with Disabilities Act ,ADA) ramp
improvements. Not all are funded but we've started identifying needs. The Town's been working
on a pavement management program to take an assessment of the infrastructure and initiate a
program to improve overall quality and rideability of the Town streets. They will be revising the
list based upon $1M of funding. The road replacement cycle is about 20 years; we are looking at
dealing with about 5 miles of road per year. Our annual program runs about S3.5M. Reviewed the
downtown cobblestone roads and the need to be addressed annually; S.51v1 will cover about 2000
square yards of cobblestone. We have about 30 miles of shared -use paths around the island, some
of which were designed for bikes only; the new design and use are shared and changes the
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ltinutes for November 29, 2017, adopted Dec. 19
maintenance program of the existing paths to widen and upgrade them in addition to dealing with
the surfaces. The funding for sidewalk improvements has been in place but not utilized; Easv
Street work is now underway.
Hussey — There is a FY2018 paving project for $3.51\1; asked how much of that work has been
accomplished.
McNeil — That was identified in late spring when the Pavement Management Program -,vas
kicked off; not much of that if any has been done.
Hussey — Asked if the $1M would be applied to that original project.
McNeil — The $1M will be used against the high-priority projects; based on the funding level,
they will be reprioritizing.
Lowell — About 10 years ago, the first bike path was the one down Eel Point Road and is about 8
feet wide. The paths do need to be widened to 10 feet; 10 becomes 9 with grass encroachment.
McNeil — The paths would be widened when it comes time to repave them. They will also be
more aggressive in regards to cutting back brush.
Kaizer — Town -wide road pavement improvements is important; as far as cobblestone, multi -use,
and sidewalk, he sees those as secondary. With the allocations for 5200,000 in 2020 as opposed to
$500,000 for cobblestone and $1M for sidewalks and ADA ramps; it seems the multi -use
allocation might be low.
McNeil — The reason the multi -use allocation seems low is because we're starting a new categon ;
it recognizes the inventory with barely anything done to them. Another part of that is we have
windows of time in which to get worked done; there's a limited capacity to get even -thing done.
Welch — It would be great to see the revised paving list; he'd like it to reflect the S1__\1 for this
year and the 2020 out year. On the annual multi -use path improvement, it would beneficial to
have a similar printout identifying the work requested, for tracking purposes. There was a
FY2018 request for $75,000 Old South Road multi -use path design and repairs; he -,yill be
following up to find out how that relates.
McNeil — That has not started and predates this path improvement plan.
Kickham — The unpaved roads, asked if there is a plan or criteria in choosing which roads are to
be paved.
McNeil — Where unpaved roads fall into the mix of modern reconstruction of the transportation
system, we are considering upgrading them to modern standards; if they're local or dead-end, they_
will remain unpaved. Cited the need to upgrade Lovers Lane.
Gibson — It's a case-by-case basis. First Way has been considered for a while but was excluded
from the bylaw about paving unimproved roads. At this time, she doesn't know of anv other
roads that are being considered. The Planning Board might require paving of a road if there is a
development proposed along it, for example the end of West Chester Street.
Welch — On the annual gravel, asked if the $150,000 for that is being held off of FY2019.
McNeil — We will be looking to fund that through normal operating budget.
Bridges are placeholders for design work to start the conceptual redesign of both bridges,
Massasoit and Millie's. The `Sconset foot bridge has been repaired and is operational. Massasoit
has been repaired back to a single -lane, weight -restricted bridge. '\fillies Bridge has come to the
forefront with the washover. The vehicular bridges need to be modernized to support the Nveight
of vehicles.
Welch — On Millie's Bridge, asked the thoughts on design in respect to erosion and inflow from
the ocean. He thinks the topic of erosion is something this committee should discuss.
McNeil — The designed structure should be able to handle what's expected in the next 50 years
to include a possible opening to the ocean and flooding as well. The current bridge was not
designed to handle wave action of the ocean. Town -,%lanager has asked him to look at options for
Ames Avenue; he has been working with PLUS to identify some of the potential changes outside
the bridge footprint.
Kickham — Millie's Bridge was worked on about five years ago.
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Minutes for November 29, 2017, adopted Dec. 19
McNeil — Those were repairs were not structural. AS far as maintenance goes, it's essentially
maintenance free at this time; it was inspected after the washover by the State and was shown to
be in good shape. Concrete barriers helped protect the footings from scour.
Burns — The first project is Sparks Avenue sidewalk through the complete Streets Planning
process. A couple of years ago the Planning Board approved the Complete Streets Policy which
was a prerequisite to participating in State-wide construction funds for multi -modal improvement
projects. Projects were then prioritized and submitted for State review. Once that's approved,
there's an application process for the top priority project; that hopefully will be complete for
FY2019. $400,000 would then be available to any community. This project is just over SIM for
widening the sidewalk from the high school to the rotary so 60% would be locally funded. The
second project is a continuing phase of Surfside Improvements, linking Boulevard to the Airport;
there are design and right-of-way acquisition costs; the next phase would be constructed
projected for FY2020. The next two projects are roundabouts: there is a request to complete the
design process for Four Corners (Surfside -Sparks -Atlantic -Prospect) and same with the Bartlett -
Surfside roundabout. We're also asking for supplemental funding to advance Fairgrounds Road
and Old South Road roundabout to meet increased traffic.
Hussey — Asked if the Sparks Avenue sidewalk is FY2019 or FY2020.
Gibson — It is for FY2020.
Burns — If the funding is available for FY2020, they won't seek funding in FY2019 for state aid.
The section between Hooper Farm Road and the Rotary would be more in line with what's
available in the budget. If we do the whole project at once, we need supplemental local funding.
Welch — Asked if the Town does the design on our own, can the state funding still be utilized on
the construction phase.
Burns — There would need to be a local contribution for design; some of the state funding could
be used for design if we submit to just do a portion of the project.
Welch — Asked if State funding is jeopardized if we put it out to FY2020.
Burns — We could advance one phase of the project using state funding then pursue local
funding for FY2020. It's more efficient to do the project all at once.
Welch — Asked if there are any licensing, easement, and right-of-way issues exist for any of these
projects.
Burns — Where we know there are right-of-way impacts has been built into the calculations. The
Four roundabout would be all within the public way.
Gibson — There are significant issues with the schools in regards to the Four Corners
roundabout. The last time this was proposed, they were not in favor of it; it needs to be worked
out with them. Also easements had to be acquired from the Hospital
Burns — This particular design has minimal impact on the Hospital.
Kickham — As a general percentage, asked the level of improvements in traffic flow at Four
Corners.
Burns — Traffic flow is rated on an A to F. Four Corners is failing and will go to a B -level of
service.
Welch — This intersection is one of the busiest and most failing intersections on the Island; he'd
support fast -tracking any dialogue with the Schools or doing whatever needs to be done, in terms
of dollars, to show some tangible productivity at Town Meeting.
Lowell — He was involved in a lot of those previous meetings with the School Committee; since
then and we now have the land from the 40 -foot swap, the attitude about the way things are laid
out has improved. He believes the Island residents are ready to fix this.
Kickham — Asked if there is an alternative plan if the roundabout isn't approved.
Burns — They went through the process of looking at design alternatives; it was decided that the
mini -roundabout has the least impact on everyone who would be affected. Noted a map of all
prioritized intersections: Number 1 is Bartlett -Surfside, Number 2 is Old South -Fairgrounds, and
Number 3 is Four Corners. The three are now all being advanced.
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Minutes for November 29, 2017, adopted Dec. 19
Welch — Asked if there is an overlay of the land area for Four Corners that provides data product
on stake holders and where the most friction might occur. He wants to understand it better and
believes this will get a strong recommendation; it is a very important intersection. In regards to
the Old South Road Corridor, noted the map in their packet provided with the Town
Administration recommendation is different than the map provided in the packet and both are
different than the one provided by Mr. Burns in his spreadsheet. Noted he will be cross-
referencing the three maps as Mr. Burns goes through his presentation.
Burns — Referenced an overall map of the project on Page 42 of the packet; reviewed the Old
South Road Corridor Improvement Recommendations: widening and turning lanes, new multi-
use paths, roundabouts, bus pull -offs, introduction of medians. Most changes are focused within
the Town Overlay District. Explained why a roadway through the Wannacomet `eater property is
not being put forward. The criteria evaluation they used is provided on Pages 46 & 47 of the
packet; most projects that hit all the user groups (vehicles, transit, pedestrians, cvclists) scored the
highest recommendations. Impact to the network, Page 48 shows the impact of the Richmond
Development project if it is 100% built out. Under current conditions, many of the intersections
are failing. Explained the prioritization of the projects; Old South Road to Amelia Drive has the
highest priority. Explained the Monomoy-Milestone intersection improvements. Explained
reconstruction at the Polpis-Milestone intersection and Nobadeer-Milestone intersection.
Explained the Milestone Rotary reconstruction; this is an old project that was updated with
current traffic -flow data.
Hussey — Asked if the Rotary reconstruction plan eliminates the stop sign on Sparks Avenue.
Burns — That would become a yield condition. This is the key to addressing congestion in this
network. The next project is Old South -Fairgrounds roundabout; this is also a priority and
appropriations have been made. Explained the purpose of insertion of medians between
Fairgrounds Road and Amelia Drive and an 8 -foot path on the south side of Old South Road.
Explained the mini -roundabout for the Amelia Drive intersection is the most cost effective; there
would need to be coordination with the abutters and use of Amelia Drive, which is private at this
time. Youngs Way would have bus pull -offs; there is no congestion problem at this intersection.
Lowell — The sight -line issue at Youngs Way is addressed by the proposal. These properties will
change; there will be a sidewalk installed whether or not the Town does it.
Welch — The point about combining these makes sense; it would help him to consolidate some
of the projects.
Bridges — He did that on his own; he categorized Projects 1 through 4 as rotaries and
roundabouts and Projects 5 through 7 are Milestone Road and Projects 8 through 11 are Old
South Road.
Welch — Mr. Bridges grouping makes sense and would help the information be more digestible.
Lowell — There needs to be a modern, thoughtful process to present this to the public for
discussion without the emotional reactions seen on social media. There is so much stuff that's
been discussed and now it is collective with the Richmond Development project.
Discussion about creating a clear map or maps and labeling and/or grouping the projects for
Town Meeting.
Welch — We want to put these all through together, but if that isn't possible, asked what the
prioritization is. Asked if the prioritization corresponds to the breakdown of projects as shown
on the spreadsheet the Page 45 in regards to prioritizing the paths.
Burns — It's safe to say that the spreadsheet is in order of priority. Page 45 does prioritize the
paths. The master sheet of the capital request for Old South Corridor projects is the most concise
prioritization. Reviewed other components of the Old South Road Corridor pedestrian
improvements.
Bridges — He wants to ensure the projects that improve bike and pedestrian safety don't get
thrown out; to him those are the most important.
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Minutes for November 29, 2017, adopted Dec. 19
Welch — FY2018 had $150,000 for professional services; asked how that relates to the F1'2019
request, is the $245,000 a supplement to that.
Burns — Yes, it includes property acquisition. The second to last project is Fairground Area
Roadway is improvement to Amelia Drive should it become a public -owned road. The
construction of Waite Drive from Ticcoma to 2 Fairgrounds is part of this; there are also a group
of driveway improvements for 2 and 4 Fairgrounds. Improvements to 2 Fairgrounds parking lot
has been broken out and put into FY2020.
Lowell — The confusion and questions about Amelia Drive over the last few years has been very
high. It should have been built at 29 feet wide, but the trees are now mature.
Burns — That's why the request for authorization that assumes reconstruction of the road to
accommodate two-way traffic and the parking; a less expensive solution might come out of the
coordination with the abutters.
Lowell — Asked if the $400,000 allocated to Affordable Housing Trust for Waite Drive is part of
this or separate to this $1.3M.
Turbitt — It is part of this. That leaves $900,000.
Gibson — This road is going to be closer to $200,000 and maintenance in the S20,OOOs.
Lowell — Confirmed that the legal taking process for Amelia Drive is not complicated because
the road is in place. Asked the what the cost to do that would be.
Burns — For a layout plan, legal fees, advertising fees, noticing fees won't be 5100,OOOs; but there
is a cost to the Town taking control of the roadway.
Welch — We need to have some illustration showing areas of work and details of concept.
Sounds like Amelia Drive there is a concept. Everyone who is looking at this information needs
to have a better understanding that this is for design and construction. From that, sounds like
there's discrepancy as to whether or not the requested amount will cover the costs. We need to
have all the number in a row so we can ask up front for what will be needed. He'll be following
up on that before the evaluation and recommendation. There is the Pleasant Street Sidewalk and
asked for information on the Permanent Traffic Data Collection Stations.
Burns — The Pleasant Street Sidewalk was broken out of Sidewalk Improvements with the
recognition that the National Grid utility expansion project is being progressed; we would like to
sync the sidewalk work with that project. The costs were identified with the Complete Streets
Prioritization.
Welch — This was a FY2016 request that did not go forward and was not put in any out years; a
CapCom purview is planning and this was not in the plan. Anything that is likely and reasonable
should be in the out years. Referred to Pleasant Street Sidewalk, Newtown Road, and Greeny,-ays
Path as examples of projects that should have been noted in out years.
Gibson — Asked for specificity on the Greenways Path.
Lowell — That's a Right-of-ways Committee discussion.
Welch — The point is that CapCom needs to know what's in the pipeline.
Gibson — All departments have been told to put for 10 -year plans.
Welch — There's the aspect is the annual projects and the departments and CapCom all being on
the same page. Then there's the aspect of being able to discuss the costs. In regards to Newtown
Road, he's referring to increased traffic, lack of sidewalks, and safety- concerns. Newtown is
included for improvements in the packet but he doesn't think it can be absorbed into the DP\Vs
annual repaving plan.
Lowell — Asked whether or not Newtown paving could be added to Chapter 91 funds.
Turbitt — Once they receive confirmation of the Chapter 91 funds, work will be prioritized.
Lowell — In that case, he believes the paving of Newtown Road is not within CapCom purvie,,v.
Welch — It is within our purview to know what's on the plans and to be able to determine that all
involved departments and the committee have a say in these things and know what's planned for
the next 10 years. That is where Newtown Road and Pleasant Street come in as examples. This is
a new effort and he's not assigning any blame; this is a living document.
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Minutes for November 29, 2017, adopted Dec. 19
Burns — There is an FY2019 $75,000 request for a Permanent Traffic Data Collection Stations.
This would provide real-time, year-round data on traffic volume; recent legislation requires
seasonal data for State and Federal funding distribution to the Cape and Islands.
Welch — Asked if there needs to be any countermeasures for vandalism of the stations.
Burns — Having set counters out for 16 years, there have been rare incidents of vandalism but he
does not believe it to be an endemic problem.
Kickham — Asked if there are any grants this information would be helpful in obtaining.
Burns — It is informative for anything that is transportation related and so inform those grant
requests.
Kaizer — There are three $75,000 for FY2019, FY2020, and FY2021 for six stations.
Burns — They will all be shifted up one year, two a year
2. Our Island Home Supplemental Requests for FY2018
Discussion Chretien — The request is for supplemental funding resulting in bids coming in far over the
estimates as well as the already approve budget. The projects have been before this board but had
to be reprioritized to do those which are affordable within the budget at this time and most
imminent need. On December 8 a rebid will be going out; we anticipate the response will be
within what has been allocated. The supplemental funding includes soft costs for project
management, which was not anticipated. We thought a lot of these would be small, individual
projects done throughout the year; we have now bundled similar projects together. the V'ith the
Department of Public Health review of the plan, the rebid also increased the cost with the
architect. The $50,000 is an estimate based upon what they are anticipating to pay; aren't sure
what the Project Management might be once the bid and contract are awarded. The S625,000 is
based on the bid from Northern Contracting Corp. Noted that the entire Building Committee
was surprised at how much the bids were over the anticipated costs; for example, the plumbing
bid was double the estimated cost.
Hussey — Asked if the repairs would get OIH "up to speed" and for how many years.
Chretien — The bathroom repairs will help for 8 to 10 years, unless other issues are found when
the walls are opened. Other repairs will buy them 5 to 8 years.
Hussey — Asked if she foresees any major repairs.
Chretien — Yes, that needs to be worked out with the BOS and Town Administration. We have
not put through any major capital plans without first doing the leg work. She hopes by that the
next capital process they will have a clear idea of what work needs to be done to the current
building. Noted that the entire ventilation duct system needs to be redone but the engineer's
assessment doesn't include electrical or plumbing issues. Noted that the Life -Safety- Surveyors are
currently inspecting the building and they will provide information on what they believe has to be
done in the very near future.
Kickham — Asked if the bathroom upgrades and winter repairs are comprehensive.
Chretien — The window repairs are comprehensive; the sidewall is not. We've identified areas
subject to increased wear and tear due to wind direction.
Welch — Asked if the A/C repair is the main HVAC.
Chretien — That was completed; looking to additional information on what might be done to
increase efficiency. That portion relates to "make-up" air in the kitchen and laundry- to improve
air quality.
Welch — Asked if the bid process is subject to prevailing wage.
Turbitt — Yes.
Welch — Asked if the $50,000 for soft costs is supplemental to the 5250,000.
Chretien — Yes; the amount spent thus far is $37,000 for the architect to draw up plans for the
bid process.
Welch — Asked if she anticipates all of the $250,000 will be used.
Chretien — Yes; explained how the $250,000 is and will be used.
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Minutes for November 29, 2017, adopted Dec. 19
Welch — Reviewed the draft that consolidates the information required to make the evaluations based on
CapCom policy and procedures.
Kickham — Asked that the individual rank be listed before the group rank.
Welch — Ms Lindner suggested adding a column for Town Administration ranking; that will be done.
Feels it is important to track Imminent Threat, Legal Requirement, Phase Funding, and Public
Health so those were added to the worksheet. The Risk columns address cost operations
management and timeline issues. We don't have the capacity to address funding source at this
point in the process but it is our purview and responsibility to track those. In terms of his position
as Chair, he's trying to keep all information in one place for tracking purposes. There will be a key
at the bottom explaining the abbreviations. Noted that this year one department submitted more
requests than were submitted for the entire Town for FY2018.
Lowell — What we're doing this year is a work in progress. He thinks the intent is right; otherwise the
committee is pushing work off to the Finance Committee. CapCom should meet after the fiscal
work is done to discuss changes to make it more user friendly. We need more details from
departments on their equipment; asking for "high and low" is not sufficient. For example, he
didn't know the DPW had only one loader and they need two.
Welch — First, is that people resource aspect of developing, moving, assigning, ranking, and reporting
needs to be systemized; that will be effortless once the database is established. A separate track is
reviewing where we are at the end of the season. The numerical prioritization by department heads
would be useful and we've asked for it repeatedly.
Kiekham — It's good to log this along the process but feels spending too much time on it because vve've
not done it before.
• • •�
1. Welch — Some meetings were lost due to lack of information and attendance; on December 7 and
December 14, he recommends that CapCom meet those days as well. Asked members to have open
information requests for Wednesday, December 6. The following week, we should be able to start reviewing
rankings department by department and category by category- for the final recommendation. Explained that
Mr. Burns will be breaking down the Old South Corridor projects by category- and cost and when it is
anticipated the work will be done.
2. No committee reports.
3. Bridges — He had discussions with the school administration about the Four Corners roundabout; they are
still hesitant but more accepting than previously. Roundabouts are more safe for pedestrians and cyclists.
Welch — We can't let that intersection improvement go and he hopes the BOS will help keep it as a focus.
DISCUSSIONOF OF
Wednesday, December 6, 2017 8:00 a.m. 4 Fairgrounds Road, Community Room
Adjourned at 10:17 a.m.
Submitted by:
Terry L. Norton
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