HomeMy WebLinkAbout2017-12-14Minutes for December 14, 2017, adopted Jan. 4, 2018
Town of Nantucket
Capital Program Committee
www.nantucket-ma.gov
0tiVt4 CL .
2019 JAN -4 AM 10: 59
Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Chrisn- Kickham,
Peter McEachern, Jason Bridges, Nat Lowell
MINUTES
Wednesday, December 14, 2017
4 Fairgrounds Road, Community Room — 8:00 am
Called to order at 8:08 a.m. and Announcements made.
Staff: Brian Turbitt, Director Finance; Julia Lindner, Financial Analyst;
Terry Norton, Town Minutes Taker
Attending Members: Welch, Kaizer, Hussey, Kickham, McEachern, Bridges, Lowell
Absent Members: None
Late arrival: None
Department Heads: Kickham, 9:52 a.m.
Documents used: Copy of minutes for November 29, and December 6 &7 18, 2017; CapCom Sunman- of
FY2019 Requests
Agenda adopted by unanimous consent.
1. None
1. November 29, 2017: Held by unanimous consent.
2. December 6, 2017: Held by unanimous consent.
3. December 7, 2017: Held by unanimous consent.
Welch — Still outstanding: Department of Public Works (DPW) Garage plans, Sewer, and Wannacomet
Water Company. Full responses to some of the items have been received.
Welch — We will review the DPW Transportation, Maintenance, and Improvement Projects and Nantucket
Public Schools (NPS). Read through the list of projects up for discussion for those committee
members which to discuss.
TRAN-17-006: Town -wide Pavement and Multi -use Path Improvements
Welch — Waiting for an update list of the streets and paths to be worked on.
TRAN-17-005: Surfside Improvements (Design/Construction)
Welch — Lovers/Okorwaw/Monohansett is the final year of the three phase project.
Turbitt — Costs should read $534,800 for FY2019.
Bridges — The Board of Selectmen (BOS) discussed capital project but Lovers/ Okorwa«/Monohansett
but wasn't on the agenda; confirmed the improvements include multi -use paths.
Turbitt — Lovers/Okorwaw/Monohansett was on the BOS agenda under Surfside Area Road. As they
went into the phases, they narrowed down the areas to be worked on in that phase.
TKAN-20-001: Four Corners Mini -Roundabout
Welch — Asked the number for this.
Lindner — The $109,155 is for design. Construction is up the following year.
Turbitt — This will come back for the construction costs next year.
DPW -19-006-1 to5: Old South Road Corridor Improvements
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Minutes for December 14, 2017, adopted Jan. 4, 2018
Welch — This is going to be a matter that will be coming up for the next few years. It's presented as a
single-year request with the work phased over out to FY2023. He wants to look at which work is
being done in what year so CapCom knows what is being recommended in regards to the
prioritization process. We'll make a recommendation on the group. In FY2019 Milestone Rotary,
Fairgrounds/Old South Road roundabout, and Old South Road construction to Amelia Drive
design money will be in place. In FY2020 design funds for the Amelia Drive mini-roundabout. In
FY2021 construction funds will go into place for those four projects and design money for
Milestone/Nobadeer Farm intersection; in FY2022 construction for that intersection will be
funded and Milestone/Polpis and Milestone Monomoy intersections will be funded for design
along with all the rest of Old South Road reconstructions to Nobadeer Farm Road.
Lowell — We started out with $15M as a placeholder. He thinks the discussion is getting too technical,
because some of these projects won't happen; there are other intersections people consider much
more important.
Turbitt — Noted that the $15M is not borrowed in a lump; it is borrowed as needed. Should this pass at
Annual Town Meeting (ATM) and the ballot, the Town won't borrow the money until the project
is started and there's a cash-flow need. With a project of this scope and magnitude, we use bands
and roll-overs as needed and don't go to market until that is advantageous.
Lowell — He doesn't think we should get into out-year details on Old South Road Corridor Improvements
at this time. A lot of these ideas have been on the book for a number of years such as improving
the Rotary; some of these ideas are new and not guaranteed to happen.
Welch — He's not suggesting ranking the subgroups scheduled in out years; but if some aspect of this isn't
worthy of funding, CapCom needs to speak out about that. A reason to keep the subgroups
separate is to facilitate tracking them individually; we haven't seen a cost break down for the year in
which any specific work is projected to be implemented.
Turbitt — Finance will be tracking these on the individual project levels; because they are issued individual
purchase order numbers.
Welch — His concern is that in FY2019 there are three projects going out for design with no construction
money slated until FY2021; at that time only design for a small roundabout is scheduled. He
questions why all four design and construction aren't being done in the same timeframe. We're pre-
authorizing the $15M for a scope of work based upon estimates and designs done conceptually by
our planner and a group that came to the island for that purpose. The S15M is an informed guesses
based upon statistical data. If something doesn't get done, the money isn't borrowed unless the
Town is ready to do that work. Asked for clarification on why all the design work isn't being done
at the same time then move up the construction work accordingly.
Lowell — It's going to be spread over five years; we should be talking about each individual project in detail
when the year in which it is proposed is up for discussion.
Welch — Currently, there are two projects scheduled for the same area but in different years; he's tri-ing to
understand why they aren't being done at the same time.
Bridges — Suggested emailing the question to Mike Burns for clarification. He'd like to see all the Old
South Road projects moved ahead of the Milestone improvements because there might be State
funding available for Milestone Road. This is unconventional but it is part of the Strategic Plan.
Welch — We should get some information on that. He agrees, improving Old South Road is more
important than on Milestone Road and therefore should have priority and be advanced sooner. We
do need to track the out-year projects. This isn't a level of detail to be presented to anyone; it's for
internal use to inform our recommendations. As someone who uses Old South Road, he'd rather
have the Old South Road work designed all in one year with construction the next year; he feels
that is within CapCom's purview to recommend that because it save money and time.
Kiekham — Whenever doing work on a road, you count on intersections around it to help traffic flow.
Shutting down an entire road is problematic.
Welch — He would like more information in anticipation of possibly advancing some of these.
TRAN-19-008: Fairgrounds Area Roadway Improvements
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Minutes for December 14, 2017, adopted Jan. 4, 2018
Welch — This is a concept of a concept at this time. We don't have any concrete plans for Waitt Drive.
Lowell — Waitt Drive is currently proposed with have parallel parking on both sides and to be extended
one-way to connect Ticcoma to Old South Road. The parking is to be ancillary for the Ticcoma
Green workforce apartments.
Hussey — Asked the total cost.
Turbitt — The total cost is $1.8 with $400,000 coming from Affordable Housing Trust and S900,000 from
Free Cash; next year we will identify a funding source for the rest. He's not anticipating borrowing
any money.
NPS -19-006: Playgrounds & Field Improvements Phase II
Welch — The first year this came in, we thought the money was low; that it was a phased plan wasn't noted
at that time. Now it is being presented as phased. He will be meeting with Diane O'Neil about that.
NPS -19-004: Central Office Addition
McEaehern — When the new school was built, there was a "pitch" that the structures would house
everything; now we find out that outside groups are renting space in Nantucket Elementary School
(NES). For this group to agree to spend $500,000 for an addition, we need to know what the rent is
and whether or not that revenue stream is diminimis. In his mind the Special Services Department
Director should be closer to or in the high school. Michael Cozort and his team indicated this was
to get offices out of Nantucket High School (NHS) to create more classroom space. He thinks it
should be a matter of reallocation of space rather than spending $500,000 for new space. If the
schools continue to grow, the next growth would cause the need for a new middle school and
giving the Cyrus Peirce building to the high-school.
Welch — There was only one project that the BOS indicated they don't want to fund. Asked if Mr.
McEachern wants more information or is comfortable with making a recommendation.
Hussey — Mr. McEachern's experience with the school building workgroup and the conceptual plan for
office space is important; that changes how he views this.
Welch — He will bring it up with Mr. Cozort. Asked how the Town is reconciling in terms of rankings the
Central Office Addition with the 3% however is being recommended for funding.
Turbitt — It's not being recommended for funding.
OTHER Discussion
McEaehern — It was good to see that someone at the BOS meeting recommended putting Wilkes Square
Redevelopment in a placeholder.
Lowell — The school land issue, asked if there is a warrant article authorizing the Town to purchase land
around the schools if it comes available.
Turbitt — It was discussed but there is no article for that.
Welch — Asked if NPS made a formal request for that.
Turbitt — There has been administrative discussion about whether or not it should be done. No one thinks
it's a bad idea; his concern is putting money aside for an indeterminate time when there are a lot of
capital projects that need to be funded. The Town's current focus is to alleviate the backlog of
infrastructure capital projects. The only way money could be set aside for this is from Free Cash;
we can't borrow without a specific purpose.
Lowell — The Real Estate Fund could be used for that when it gets built back up; the Town has to be able
to act quickly when a property comes up for sale.
Welch — Part of the discussion was that if the schools was going to further that, they would look into the
option of right of first refusal; that would address the issue of the time the Town would need to
act.
Kickham — He recalls Mr. Cozort saying that would be their next step because there isn't anything in place.
He is going to leave it up to NPS to advance the matter.
Welch — Outstanding matters with respect to the summary work sheet. Finance will update Imminent
Threat/Legal Requirements/Phased Funding.
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Minutes for December 14, 2017, adopted Jan. 4, 2018
Lindner — Our Island Home (OIH) and Americans with Disabilities (ADA) under DPW are Phased
Funding. The only other Phased Funding projects are the Massasoit and NIilhe's Bridges; Milhe's
bridge is not under imminent threat but there is a legal requirement to repair it.
Turbitt — Bothbridges will be labeled phased funding because within the original DPW request they were
in out years.
Kaizer — The Airport Temporary Holding Room, asked if there's a capacity issue that might have legal
ramifications. He recalls it being high on the Airport priority.
Lindner — An email was sent indicating the number is most likely to go up. It is their Nr 1 prionin- for
FY2019.
Welch — Asked if Ms Lindner would email the outstanding updates. Wants to walk through those no-,-,-.
Sparks Avenue under sewer, we received the base map. We asked for back up on Building
Foundation and Utilities, read the email about that; he doesn't recall the actual project.
Turbitt —That's for the modular office buildings: one will go to the DPW; the other will remain at sewer.
Welch — Wonders if the trailer is banged up, is it worth putting a foundation under it. It is our
responsibility to know what the money is being used for and whether or not it is a good value. On
the Airport GSE Garage Facility, he received an email that they are pulling that because Mr. Rafter
wasn't happy with the estimate. Asked about back up on the reason the lighting request has
doubled.
Turbitt — The Federal Government will pay 90 percent; we authorize borrowing for the whole amount but
will borrow only what we need.
Welch — Confirmed they were able to firm up FAA funding and that will be in the final draft. We will get
that information; it would be nice to put that information in the packet. Asked how far out Ta-v'waN
E has been bumped out.
Lindner — Suggested leaving that alone.
Welch — He doesn't have the final on Wannacomet and `Sconset water tank maintenance; questions were if
the problem was a fault of the design and if there's a way to bring the maintenance in house and if
there is a warrantee for the recoating. He understands there's a two-year warrantee and wonders
what additional warrantee time would cost. He wants to know what time of year the work will be
done. One thing discussed was the concept of pulling the operating budget and using retained
earnings and that work if the repairs span more than one fiscal year. He understands that the water
company is looking at pulling t his into operating.
Turbitt — They are looking at using retained earnings; it's still a capital project. We recommended using
retained earnings so there would be no direct impact on rates from long-term borrowing.
Kickham — Going that route could trigger better oversight and maintenance.
Welch — Another question was in the certification, insurance, and the potential for liability by having in-
house staff do the work; it was determined that it does not make sense to do it in house.
V. CAPCOM BUSINESS & COMMITTEE REPORTS
1. Discussion about what members need to do for the meetings to meet the scheduled goals.
Welch — He uses more information to improve the integrity of CapCom's recommendations.
Lowell — He wants to clarify; ATM is voting for a placeholder for a menu of Old South Road
improvements. He thinks it's better to rank the project as a group rather than individually.
McEachern — Agrees.
Welch — That is up to Ms Gibson. Asked how the project would be listed on the warrant.
Turbitt — He believes it will read as $15M for roadwork.
Lowell — He's concerned that this might be called because it's too broad
Welch — He gets the point; it could be called because it's too broad or too specific.
Kickham — Whether it's bundled or 'individual, there were good comments about how it will be managed
going forward and hopes that will be kept in mind.
Welch -- Back to the original question, he needs to know from the members what CapCom ups and downs
will be to finalize a draft for Ms Gibson. We don't need to have specifics on the funding sources or
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Minutes for December 14, 2017, adopted Jan. 4, 2018
rankings. The final report is due January 4, 2018; by then we need to have a discussion on the
philosophy on Funding Sources and the ups and downs.
Bridges — Suggested it might be easier to ask what people don't want to recommend. It looks like the
majority will be recommended.
Welch — That would save the effort of sorting by rank and thinks Mr. Bridges suggestion is a good one. If
we don't have enough money, that's where the rankings would filter information. We'll go top to
bottom; if anyone wants to discuss, call it; we will discuss them and rely on rankings to inform the
final vote.
Turbitt — Two sewer projects might be changing: the Surfside Road Area Sewer System Improvement
made it on the Intended Use Plan and is eligible for zero percent loan; 19-008, Surfside Wastewater
Treatment Facilities (SWTF) Phase lI Upgrade also qualified for the Intended Use Plan; we had
budgeted $1.1M then $6.5M in FY2020. Explained how FLS funding works and requires moving
$7M into this year; so talked internally about reducing the SWTF allocation and then reapply- for
full funding in FY2020. He will be meeting again about the options and changing the S1.1__%1 to
$500,000. These should reflect in the Monday final.
Welch — National Grid L8 Feeder, no comments were made due to questions on progress and -,,-hen and
what the Town would be able to do. We don't really know anything more than that. His question is
it something National Grid would do during FY2019.
Turbitt — They will reach out to Mr. Gray for further clarification.
Welch — Reiterated the need for answers about consolidation of Old South Road corridor projects.
V1. DATE OF
Monday, December 18, 2017, 8:00 a.m., 4 Fairgrounds Road, Community Room (Cancelled)
Tuesday, December 19, 2017, 8:00 a.m., 4 Fairgrounds Road, Community Room
Adjourned at 9:57 a.m.
Submitted by:
Terry L. Norton
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