HomeMy WebLinkAbout2017-12-6NLinutes for December 6, 2017, adopted Jan. 4, 2018 _
Town of Nantucket
Capital Program Committee HIO JAIN -4 AM 10: 59
www.nantucket-ma.gov
Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christ- Kickham,
Peter McEachern, Jason Bridges, Nat Lowell
MINUTES
Wednesday, December 6, 2017
4 Fairgrounds Road, Training Room — 8:00 am
Called to order at 8:05 a.m. and Announcements made.
Staff: Libby Gibson, Town :Manager; Brian Turbitt, Director Finance; Terry Norton, Town
Minutes Taker
Attending Members: Welch, Kaizer, Hussey, Kickham, McEachern, Bridges
Absent Members: Lowell
Late arrival: None
Department Heads: Rob McNeil, Director DPW; Chuck Larson, Deputy Director DPW
Documents used: Copy of minutes for November 1 & 15, 2017; DPW Packet for New Garage Facilit-; video
of current DPW storage facilities.
Agenda adopted by unanimous consent
APPROVE
1. November 1, 2017: adopted by unanimous consent
2. November 15, 2017: Held
11 �811FA 0 1111A I w1w.101 oil 11 LISUM31. 1-61LIKII 0 OF111•
1. DPW Garage Facility
Discussion McNeil — He doesn't have line -drawing plans for the garage at this time. The Needs and
Capability Study was released January 27, 2017; in June 2017 this project was discussed with the
engineering firm to adjust the plans. At this point, the DPW has a demonstrated need, as
indicated in the video, for vehicle storage, a centralized training area that can double as
break/meeting space, new showers & bathrooms, and shop space.
Welch — At the last meeting he indicated there would be a review of the plans at this meeting.
The concern of this committee is a dollar amount that will be approvable at Annual Town
Meeting (ATM).
McNeil — The estimate is somewhere in the $18M to $24M range, depending on whether or
not the department does the site improvement work; doing that means taking staff off their
jobs servicing the Town.
McEachern — He would champion spending the $18M to $20M and not taking DPW staff off
their departmental work for site improvement.
McNeil — Referring to the video, he feels these spaces are not suitable for redevelopment.
Other big issues that should be discussed are energy and water quality. He would advocate
incorporating solar on the roof of any new municipal building. Part of the site work deals with
industrial/commercial use that impacts stormwater run-off and vehicle wash.
McEachern — In the private sector, it is mandated to use best practices in regards to washing
vehicles and equipment. He would not want to see that line item cut out of the budget; it
protects our fixed assets.
Hussey — Confirmed that the $18.5M doesn't include the wash bay or solar.
Page 1 of 5
Minutes for December 6, 2017, adopted Jan. 4, 2018
McNeil — Noted that solar was not considered as part of the garage; it was recently discussed.
Hussey — Asked how the DPW facilities reached such a deplorable state.
McNeil — He doesn't know; he believes that DPW needs to "keep its own house clean" in
conjunction with its public work.
Kickham — Asked how they determine what equipment would be kept in an enclosed space
and what would go under a canopy.
McNeil — He'd eliminate the canopies altogether if he could, but some things are okay under a
canopy. Things like plastic are stored under canopies; sometimes seasonal equipment could go
there; it's useful for parking personal vehicles of the plow drivers during storm events.
Hussey — Asked Mr. McEachern if $18.5M for a simple metal building on a concrete pad is a
lot; the cost is almost equivalent to the new Fire Station.
McEachern — The building itself is probably $8M to $10M; the industrial -grade necessities are
what cost, for instance explosion -proof light switches.
McNeil — It's mainly utilities within the structure that bumps the cost up; the structure itself
isn't that much.
Kickham — The report recommends a combination of renovation and new construction; as
opposed to the amount of renovation to any current buildings...
McNeil — The only renovation is the wash bay that would be in the existing mechanics garage.
Kickham — Asked if the project could be reassigned as campus improvements and renovations.
McNeil — When he first looked at this, it was considered a campus improvement project. We
were asked to it pare down to the bare bones, which resulted in the garage.
Welch — At our last meeting, the question was asked whether or not the S15M is inclusive of
$3M contingency, the answer was yes. The asked -for cost is not $15M and the minutes will be
corrected reflect the miscommunication and that the cost is S18M. Also asked which buildings
would be utilized.
McNeil — Two structures would remain, the administration building and mechanics garage; all
else will be demolished or rebuilt in a new location including the salt shed. The site has about
13.5 acres of space; the challenge in locating structures is the surrounding wetlands and habitat.
They will limit the amount of relocation of buildings as much as possible.
Welch — Read the request in regards to the cost. He supports the project, but he wants to find
an approvable cost which meets all base requirements. The Committee should have some kind
of line drawing and interior program to get a better handle on the project; it could also be used
for presentation to the public for Town meeting.
McNeil — The engineer, who presented the feasibility study and put work into this, has a
handle on what it will look like; we will be able to provide a site plan and line drawings.
Welch — Referred to page 79 of the packet showing the building being requested.
McNeil — Construction will be non -phased. They have a trailer available to use and will have
the mechanics garage and administration building to support the effort while the demolition
and campus preparation is taking place. Construction will be done all at once to minimize
disruption of services. The only phasing might be designing the roof to allow for the
incorporation of solar in the future. A building committee has met and will meet December 20;
we are looking at winter/early spring, prior to ATM, for presentation with line drawings. If this
is approved at ATM, they will get the construction drawings work during the Winter of 2019.
Welch — Asked how day-to-day operations would continue.
McNeil — Reiterated that they will use the temporary trailer, mechanics garage, and
administration building. A lot of their work is done outside.
McEachern — Asked if any existing service might be jeopardized if the project doesn't go
forward.
McNeil — Currently there are vehicles off island being repaired because they are stored outside;
for instance they don't have an operational grader at this time. They have gotten a lot of
positive feedback over the Summer about improved service; he feels that will increase. The
Page 2of5
Nhnutes for December 6, 2017, adopted Jan. 4, 2018
department has been working on incremental improvements; noted the video was filmed after a
cleanup.
Kaizer — Asked if it might be harder to step up the pro -active maintenance with a new building.
McNeil — He sees no issue with maintaining the buildings going forward. He also believes the
employees' attitudes towards maintaining the site and keeping it clean will change.
Kiekham — Use of in -flow heat as opposed to gas heat was discussed; asked which it will be.
McNeil — The details are still being discussed by the building workgroup.
Welch — Asked Ms Gibson to talk about the workgroup for this project.
Gibson — At this time the workgroup is informal; it will be formalized when we have more
direction. A more formal work group will be established to review how construction estimates
are prepared and people will be prepared to explain it to the public. She doesn't like comparing
the new Fire Station to other projects because it was so complicated. Last week a fire station
project on the Cape came in at $3M to $4M higher than expected; this is not uncommon in the
current construction climate. Also, the construction components for the Fire Station and the
new Water Company building are different.
Kickham — Asked when the solar discussion might start.
McNeil — It will be brought up with the engineer.
Bridges — Solar is on the Board of Selectmen (BOS) agenda to be discussed at today's meeting.
Welch — Asked that by December 18 DPW have line drawings of the garage to include the
layout of the interior with the mezzanine.
•' • I •' '
Welch — What this worksheet allows us to do is take in all information in an orderly and rational manner for
review and discussion. The committee can then assign costs based upon Finance Committee (FinCom) and
Town Administration recommendations. We'll revise the group rankings before the pre -final review just
before making the final report. There are additional columns: overriding items for imminent threat, public
safety, legal requirements, and whether or not it's phased funding; priority overlay; cost; impact on capacit.
and operations; and funding source, which would be in the form of a recommendation. There are some
phase -funding requests; Old South Road Corridor Improvements is a multi-year funding request, only
FY2019 will show on the form but clicking on it will show out -year funding. Cost is more important than
timing. Our evaluation -recommendation procedure will revolve around doing these in small request
groups.
Kiekham — Asked how the Town Administration ranking would differ from the initial inventory of capital
requests.
Gibson -- Doesn't believe there is a difference; it's all in there. If something was removed, it was placed in an
out year.
Hussey — Asked if there are any requests that aren't high priority as specified by the department heads; there
were only four that were given immediate priority.
Welch — There's several that he feels are "medium" versus high priority. It would have been nice to have time
to review our rankings we'll do that in the after -action meeting. We will have a brief period to review our
personal rankings. There is a general -fund shortfall of about a $2M in the Town Administration
recommend; we need the department head's prioritization list to help base our decisions.
Kiekham — We need to have the independent flexibility to make our own decision on the priority- of projects.
He's looking forward to seeing Town Administration's rankings, but the question is how that will weigh
into the committee's ranking and what will be the ultimate factor.
Welch — Ideally we would have the opportunity and time to get those rankings from Town Administration,
that could inform or change our own ranking. Our adjusted ranking would be final.
OVIA9112 IN 1r.101 11 uk"Re 910 VA 0112413 X -A 10611111 N VON
Welch — Asked if there are any outstanding items members have identified to be discussed. Reviewed his list of
outstanding data and information: prioritization list relevant to Airport, DPW, Sewer, and Water; clarity- on
the Airport equipment building cost versus approximately $155 per square foot for similar Police/Marine
Page 3 of 5
Minutes for December 6, 2017, adopted Jan. 4, 2018
buildings; Wannacomet & `Sconset Water Companies' need to provide a better graph on water tank
maintenance within 10 -year period; sewer; Sparks -area improvement map; school Backus Lane project and
how it relates to last -year's request. He'd like to get an idea of the impact on the mil rate in regards retired
capital exclusion and retiring debt exclusions.
Turbitt — We don't have any capital exclusions; one is proposed as recommended by Town Administration.
Welch — Need a report on appropriations. The DPW garage facility line drawing. Lastly on the Town Admin
recommendation on enterprise funds and any grants or outside -funding information. Asked how Chapter
90 Funding is factored in.
Turbitt — That changes year to year based on the bond bill they authorize.
Gibson — As for incorporating into the request, we wait until we know what the number is, then DPW comes
up with a list of projects to match the Chapter 90 and local funding. Basically-, it isn't applied to funding for
this coming year.
CAPCOM BUSINESS & COMMITTEEREPORTS
1. No committee reports.
2. Presentation for Final Report and schedule going forward:
Welch — He doesn't think it is productive to do a page -by -page presentation but that narrative will be
provided to FinCom and BOS then we are available for a Q&A. We're doing fairly well in regards to our
timeline. Not all requests arrived in conjunction with the schedule; some came in late. We had twice as
many requests as last year and dollars total almost four time as much. The final report is scheduled to go
to FinCom & BOS on January 18, 2018; the BOS is asking to move that date up, so he'd like to move
that date up at least one week; that will be discussed at the meeting December 7. We need to get a better
handle on how long it will take to do the review and put together the final recommendation. He's
discouraged because the schedule was put out in October and other boards were asked for input; there
had not been any feed back at that time so feels the request now is unrealistic. Asked if members are
available for the Tuesday December 19 meeting. Meetings are scheduled for December 7, 13, 14, 18, &
19.
Gibson She won't be available for the December 7 meeting.
Welch — The BOS and F1nCOm are requesting a joint meeting scheduled for December 18; he doesn't
think CapCom is prepared to provide productive information at that time. His suggestion is not to meet
on that date and to focus on completing our own work. He'd like a better understanding of what the
other board chairs' thoughts are and their members' feedback. He would like to have a discussion with
them about the $2M short fall in the general fund and that CapCom could be making a recommendation
resulting in more of a shortfall. It seems it would also be a good opportunity to discuss the CapCom role
at and beyond ATM. If CapCom is going to be called upon to speak at ATM, he wants to know ahead of
time and have a meeting one week in advance to discuss what would be said.
Bridges — Thinks it would be great to have those who talked to individual departments be prepared to
speak to those requests.
Welch — Suggested getting BOS and F1nCOm the list of requests with Town Administration
recommendations for review by their boards. Asked Ms Gibson her ideal in terms of getting our
recommendations on January 4, 2018 and the final recommendations to FinCom on January 18, 2018.
Gibson — January 18, 2018 is too late; it should be wrapped up no later than January 10. We have
pressures in other areas; we supposed to be devoting out time to our budget, which is difficult to focus
on that due to operations issues, the increase in CapCom meetings, and Special Town Meeting. People
will be out the last week of December. She's concerned what will be accomplished between now and
January 4, 2018; she'll talk to the FinCom and BOS chairs about putting it on the agenda next week or
the week after. FinCom might keep it as overview for December 18, possibly- December 14.
Welch — He can make himself available before the holidays to talk about it.
Gibson — Getting something on the BOS agenda would help.
Welch — You could frame the discussion as CapCom is looking for input on the groupings and the
general dollar amount.
Page 4 of 5
Minutes for December 6, 2017, adopted Jan. 4, 2018
Gibson — We are looking at a significant number of overrides. Reiterated the need for CapCom to wrap
up by January 10, 2018.
Kickham — As they review their final rankings, he'd like to have some idea what the final report will look
like and how we can simplify all these projects.
Welch — We'll key off what we have in regards to dollar amount and the narrative of what the request
was and our conclusion. We'll also add a discussion about the new process. Ideally we would have as
much in the report as possible, but that's beyond our resources this year. We'll discuss that final report as
we go.
DISCUSSIONVIL OF OF
Thursday, December 7, 2017, 8:00 a.m., 4 Fairgrounds Road Community Room
Adjourned at 9:42 a.m.
Submitted by:
Terry L. Norton
Page 5 of 5