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HomeMy WebLinkAbout2017-12-19Minutes for December 19, 2017, adopted Jan. 10, 2018 Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kicin, Peter McEachern, Jason Bridges, Nat Lowell n MINUTES Tuesday December 19, 2017 4 Fairgrounds Road, Community Room — 8:00 am Called to order at 8:08 a.m. and Announcements made. Staff. Libby Gibson, Town Manager; 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: Kickham, 8:35 a.m. Department Heads: Noah Carver, Airport Assistant Manager Documents used: Copy of minutes for November 29 and December 6, 7, 13 & 18, 2017; Summary Worksheets with Rankings unanimous consent. None APPROVE11. 1. November 29, 2017: Motion to Approve. (made by: Bridges) (seconded by: Lowell) Carried unanimously 2. December 6, 2017: Held by unanimous consent. 3. December 7, 2017: Held by unanimous consent. 4. December 13, 2017: Held by unanimous consent. 5. December 14, 2017: Held by unanimous consent. OUTSTANDINGIII. REVIEW Welch — He doesn't have a print out of the list. The School Central Office addition: he wanted to know who is going to be using the expanded building: Special Education office and Administration support staff with approximately 1500 square feet (SF) for offices and conference room. It doesn't constitute a loss in rental space whether or not they move there. Bachus Lane playgrounds boils down to it's a phase process and NPS is waiting on Nantucket Islands Land Bank (NILB) to move forward; the schools have a Memorandum of Understanding in place to start work but would prefer to reduce the cost down S200,000 from $1.2M; they are hoping to use the school bond money for a portion of that; this a question of the funding source. Transportation, there is no update, which is a concern. The Department of Public Works (DPW) aerial lift is meant to replace the bucket truck with no cut-back in services; it adds additional flexibility. He doesn't have an update on the L8. IV. REVIEW OF WORKSHEETSRANKINGS Welch — Wants to talk about projects that might get a negative recommendation for the final report. He will abstain from making any individual recommendations on the requests himself; he's not comfortable with where they are in the process with certain requests and has concerns about the integrity of the process for those; as a facilitator, he does not want to single them out so he will abstain from voting on all requests. Discussion of Mr. Welch's concerns about the process and other members views. Page 1 of 6 r�� d L� " Town of Nantucket Capital Program Committee �r Www.nantucket-ma.gov p C Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kicin, Peter McEachern, Jason Bridges, Nat Lowell n MINUTES Tuesday December 19, 2017 4 Fairgrounds Road, Community Room — 8:00 am Called to order at 8:08 a.m. and Announcements made. Staff. Libby Gibson, Town Manager; 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: Kickham, 8:35 a.m. Department Heads: Noah Carver, Airport Assistant Manager Documents used: Copy of minutes for November 29 and December 6, 7, 13 & 18, 2017; Summary Worksheets with Rankings unanimous consent. None APPROVE11. 1. November 29, 2017: Motion to Approve. (made by: Bridges) (seconded by: Lowell) Carried unanimously 2. December 6, 2017: Held by unanimous consent. 3. December 7, 2017: Held by unanimous consent. 4. December 13, 2017: Held by unanimous consent. 5. December 14, 2017: Held by unanimous consent. OUTSTANDINGIII. REVIEW Welch — He doesn't have a print out of the list. The School Central Office addition: he wanted to know who is going to be using the expanded building: Special Education office and Administration support staff with approximately 1500 square feet (SF) for offices and conference room. It doesn't constitute a loss in rental space whether or not they move there. Bachus Lane playgrounds boils down to it's a phase process and NPS is waiting on Nantucket Islands Land Bank (NILB) to move forward; the schools have a Memorandum of Understanding in place to start work but would prefer to reduce the cost down S200,000 from $1.2M; they are hoping to use the school bond money for a portion of that; this a question of the funding source. Transportation, there is no update, which is a concern. The Department of Public Works (DPW) aerial lift is meant to replace the bucket truck with no cut-back in services; it adds additional flexibility. He doesn't have an update on the L8. IV. REVIEW OF WORKSHEETSRANKINGS Welch — Wants to talk about projects that might get a negative recommendation for the final report. He will abstain from making any individual recommendations on the requests himself; he's not comfortable with where they are in the process with certain requests and has concerns about the integrity of the process for those; as a facilitator, he does not want to single them out so he will abstain from voting on all requests. Discussion of Mr. Welch's concerns about the process and other members views. Page 1 of 6 i Alinutes for December 19, 2017, adopted Jan. 10, 2018 Di4scussion about whether or not Town Administration should review their recommendations first specifically Sparks Avenue and the School Central Office Addition. Mr. Welch wants to discuss projects that members might not want to recommend. Motion to approve for recommendation all un-called items, per Exhibit A. (made by: Hussey) (seconded by: McEachern) Carried unanimously WATER TANK MAINTENANCE McEachern — The concept of maintenance, he feels we should look why they are as they are and go after the installer. Asked if it makes a difference to CapCom if this is funded by retained earning or borrowing. Where's the impact on the actual department. T4rbitt — Pretty much everything is debt; the contractor has an agreement to work for Wannacomet Water so there are other expenditures. He and the General Manager have discussed using retained earnings rather than increasing the debt load. If they make a change to go to retained earnings at a later date, that would be part of the Finance Committee (FinCom) motion. McEachern — He doesn't see a problem with pushing this off a year to get information on how the tanks Igot as they are rather than spending $1M on repairs. He wants to know why did something fail in so 'Short a time. Ki kham — Asked if Wannacomet Water can use retained earnings at any time. T rbitt — The only way to use retained earnings is with approval through Town Meeting. Bridges — He understands pushing this off for more information. Welch — His understanding is the consultant for the engineering company was involved in the design, hich used in the request for proposal (RFP). He'd like to reach out to other water companies to see what's they're doing. In the meantime, we have this cost that needs to be addressed as it will just get worse from year to year. Kickham — He doesn't know what the original agreement was, if the epoxy had a lifespan. However, these are assets that need to be protected. He'd like to have as much information from Mr. Willett as possible before he votes. Welch — He wanted follow up on information about a warrantee; there was a discussion about why it couldn't be done in house. Asked for a motion. Motion not to recommend this year. (made by: Bridges) (seconded by: McEachern) Carried 5- //Kickham opposed, Welch abstain SEWER WATER TO PLANT AND STAFF HOUSING Hussey — This was ranked pretty low by the Town. Gibson — We think there's going to be another way to extend the water at a lower cost. Lowell — There's water down there. Wc lch — Asked if it's appropriate to withdraw this rather than vote negatively. Gibson — She wants to keep this in. Motion not to recommend this year. (made by: Bridges) (seconded by: Kickham) Carried unammoush SEWER PERIMETER FENCING Gibson — This can be held for an out year. Mc tion not to recommend this year. (made by: Lowell) (seconded by: Kaizer)Carried unanimously NATIONAL GRID L8 FEEDER SEWER REPLACEMENT Welch — Asked if there is direction in regards to coordination going forward. Gibson — We've requested information from National Grid and they haven't provided it; she would like to keep the number in there to be ready. Bridges — He has no concerns with keeping the funding in there. Motion to leave in place as by recommended by Town Administration. (made by: Lowell) (seconded by: McEachern) Carried unanimously SEWER JETTIES BATHING BEACH Lowell — Wants to know how this is tying into the DPW request for Jetties Beach work. Gibson — The sewer work will encompass additional work but it all has to do with the concession sewer and drainage. Page 2 of 6 Minutes for December 19, 2017, adopted Jan. 10, 2018 Motion to recommend. (made by: Lowell) (seconded by: Kickham)Carried unanimously DPW ADA ACCESSIBILITY Gibson — These are happening as we move forward with downtown sidewalk improvements. Lowell — With what we're seeing on Easy Street, the work will be piecemeal. This is a good outreach by Mr. McNeil to have a good plan in place. Kickham — Asked how the out -year funding will work. Gibson — We would want to reevaluate next year. Motion to not recommend. (made by: Kaizer) (seconded by: Lowell)Carried unanimously ANNUAL FACILITY LIGHTING Gibson — This is another as -you -go project. Welch — Costs for light bulbs can come out of operating costs. Motion to not recommend. (made by: Bridges) (seconded by: Kickham)Carried unanimously DPW GARAGE FACILITY Hussey — Asked for clarification on the number being requested and if the S2.5M is included in the $18M. So $2.5M is requested FY2019 and the balance is out year. Gibson — As we move through the Owners Project Manager (OPM) and design process with the S2.5M, we'll get a better idea of the final number. McEachern — Rob McNeil is looking at the Airport GSE Garage and other DPW garages in other municipalities. The building is $6M but they're asking for $18M. we're trying to get the building down to $4M. $2.5 includes prior -to -construction drawings and the OPM. Gibson — It's not just the garage; it's the relocation of the fuel and salt shed and other prep work. Kiekham — He wants to ensure this looks like it should; the title of the article should be changed to indicate all the associated work, not just the garage. McEachern — A lot more engineering goes into a DPW building than police or fire because of the explosives and chemicals housed in the structure. Welch — He believes it needs to be articulated what part of the whole this is to the voter. The voter could perceive that $2.5M for design seems high; he understands that it'll be the nucleus of their campus. Asked if the title of the article is going to remain or be changed to be more inclusive. by the Januar- 4, 2018 meeting, the gist is that the title should be something to accurately convey with what this amount of money will be associated. Bridges — "Garage" should be eliminated because it misleads the idea of what this is for. Hussey — Asked where the $2.5M came from. Lindner — It came from discussion with DPW and cost breakdown. Welch — There is a workgroup in place. The only clarification he needs is at what point the OPM comes on board. Gibson — The Town would do procurement for the OPM who would oversee the design work. The S2.3 does not include any physical work. Motion to recommend $2.3 on the development for the DPW facility and change of the article's title. (made by: McEachern) (seconded by: Lowell)Carried unanimously DPW JETTIES, SURFSIDE, CHILDRENS BATHING FACILITIES Lowell — This committee is advisory; he feels that what's being asked for is okay regardless of what we do with the facilities. Welch — This is the design element funding to determine what infrastructure and utility work is necessary. Gibson — That also includes whether or not a structure needs maintenance work. Welch — It will be another process to decide what should be done with each facility. Motion to Recommend. (made by: Hussey) (seconded by: Kaizer)Carried unanimously DPW LOADER Lowell —just last week he learned that it's not necessary and thinks it should not be recommended. Gibson — DPW thinks they need two; Town Administration doesn't agree. Welch — The way it was described it would increase efficiency; if we can make things more efficient and raise morale in a way that helps the bottom line, he would support this. Page 3 of 6 Minutes for December 19, 2017, adopted Jan. 10, 2018 Mc tion not to recommend this year. (made by: Hussey) (seconded by: Kaizer) Carried 5-1/Bridges opposed Welch abstain DPW TRACKED AERIAL LIFT Motion to recommend. (made by: McEachern) (seconded by: Bridges)Carried unanimously DPW SKID STEERER Ki4kham — He wants to know why this is $100,000 when theses can be purchased for 560,000. Lo*ell — The Bobcat has become extremely versatile with all the attachments. The Bobcat is S60,000, but �he attachments are additional. Welch — Asked Mr. Turbitt to have DPW email Mr. Kickham the list of attachments. M tion to recommend. (made by: McEachern) (seconded by: Lowell)Carried unanimously DPW OPS FACILITY MANAGER VEHICLE Loi vell — He thinks the vehicle has too many bells and whistles. Gibson — Thinks this should be put out another year. Noted that the computer connects to a larger system so that office personnel have real-time information. She believes the vehicle would be dedicated to one person. Wench — $60,000 for a truck with a plow and on -board computers is a pretty good deal. Relative to the :security pickup for the airport, this is more. Mtion not to recommend this year. (made by: Hussey) (seconded bv: Kickham )Carried unanimously Discussion about how the warrants for capital projects are written and that most fall under Article 10. DPW SPARKS AVENUE SIDEWALK Lowell — Several years ago, there was a request to fix the part from the school to Nantucket Auto Body but it was extended to Milestone Rotary; he thinks there's funding for the section up to the Auto Body shop. Gibson — This project has a bit of history. This started out at $50,000 from the school to Nantucket Auto body; then questions came up about the path then it became $1I. We asked for more information. We�ch — The question for CapCom is whether or not it requires authorization if it comes from the complete streets program. Lindner — This could be pushed out to FY2020 without affecting funding. Bridges — We're putting millions into road; he's not convinced we should push off a sidewalk for pedestrians; this is safety. Lowell — Asked to hold this for January to get some more information on this from Mike Burns. Motion to hold for January 4, 2018 meeting. (made by: Bridges) (seconded by: Kaizer) Carried unanimously FO R CORNERS MINI ROUNDABOUT DESIGN CONSTRL:CTION We ch — Asked the Town Administration rank on this. Git son — We need to have a meeting with the schools about this. We ch — He met with Mr. Cozort and Ms O'Neil and asked about this; Mr. Cozort and his office support roject and feel the school committee will support it. We have a duty to prioritize and make a commendation on projects other people feel need to be advanced. This represents an opportunity to se money to fix a problem everyone wants fixed and create credibility in relation to future projects. Loell — We've been dealing with this for 13 to 14 years. He ranked it Nr. 4 because it's a complicated orner with a lot of moving parts; we need: clarification from the school, formal vote from the school We�I mmittee, and moving the electrical box. ch — Design is forecast for FY2019 with construction in FY2020. Motion to recommend. (made by: Bridges) (seconded by: Kaizer)Carried unanimously NP8 PLAYGROUND FIELD IMPROVEMENT Welch — He'd like this held for further discussion about funding sources. If funding sources could be changed from existing school bond appropriations authorization, that would represent a S200,000 decrease. Page 4of6 Minutes for December 19, 2017, adopted Jan. 10, 2018 Turbitt — They would have recommended this to be borrowed from the bond if they could; realistically that would be adding 20 years of interest to about $2M. The $400,000 is recommended as a capital exclusion, which is one-year payment. He'd have to ask bond counsel how the language for construction of a new school was written; he doesn't think bond counsel would recommend adding $900,000 of additional cost to 20 years of interest at 5%. Welch — Asked why we wouldn't do a capital exclusion to fund it all in one year and save 5200,000. Turbitt - It was never a discussion between the schools and Town Administration to fund it all in FY2019; it was put forth as a phased project. Welch — If we can save $200,000, suggests there be more discussion between schools and finance. Asked if there's a way to fund this in one year. Turbitt — That's up to the Town Manager and she's not looking at that at this time. Motion to Hold for January 4, 2018 meeting. (made by: Kickham) (seconded by: Lowell ) Carried unanimously NPS CENTRAL OFFICE ADDITION McEaehern — He wonders why this wasn't considered during the construction of the new school; this was never part of the thought process or part of the master plan. He wants more money spent on kids and education, not on a structure. Lowell — Asked if part of the issue was the "final resting place" for staff. This did get left out. If this isn't a permanent home for staff; that changes things. McEaehern — The indication was that with the new school there would be space within the schools for administrative staff. Welch — During a policy discussion, it was indicated a principal and some Special Education teachers might be there. He has since been told only the office staff for Special Education staff would be located here, no teachers or principals. They are looking at a total of 1500 square feet after the addition; looking at HVAC as well. Kickham — Asked if this was set aside to make way for the new school and was omitted. Welch — This is a new request. We haven't really looked at whether it's a full -funding or partial -funding request; we've done recommendations to fund a percentage rather than fully funding; the number has probably been well vetted. Kickham — Asked if the $500,000 is the all -in number. Turbitt — He assumes it is. Welch — It seems there is validity to recommend proceeding in FY2019 as it's a culmination of restructuring all the administration offices. The next step is clarification as to whether or not this is the culmination of moving offices and personnel. Pending that, this should be held for the January 4, 2018 meeting. Turbitt — If you make a change that increases this, he doesn't know how that would then be funded. The $550,000 was not included in the school funding recommendation. Welch — Point well taken; but we've been asked to assess the playgrounds and any changes there; the might call re -jiggering of the recommendation should we move forward. We need to decide whether or not to recommend for FY2019. Points have been brought that indicates more information is necessary. Lowell — He'd like to hold this over for a little more information. It makes sense to invest in this building; it just wasn't previously mentioned and it is going to stay here and be used. Kickham — Based on the discussion we're having, he'd like to have a better understanding of what they want to do. McEachern — Asked for the assessed value of the structure and threshold would be triggered if we spend more than 30% in two years; he couldn't find it on the municipals facilities list. Motion to hold for January 4, 2018 meeting. (made by: Kickham) (seconded by: Lowell)Carried unanimously NMA GSE GARAGE Welch — We understood this is being held off but have not received information on that. Page 5 of 6 Minutes for December 19, 2017, adopted Jan. 10, 2018 Carver — Bids were coming in at the range of $1.7M to $2.9M, which we don't think is commensurate with the proposed structure. It's being deferring to FY2020 or further. Kickham — As if the garage would have utilities or if it's just the structure. Carver - It has minor utilities in electricity and phased area heating. Motion not to recommend this year due to deferment by Airport. (made by: Bridges) (seconded bN McEachern) Carried unanimously N1\1A TEMPORARY HOLDING AREA Carver — The number is unchanged; we have scoping fees due this week. Approximate square footage is about 180 square feet. Welch — This is a very expensive small structure. Asked for the justification of the cost. Carver — This falls under airport security and requires access control and power and data run out to four podium positions. They should be able to it rolled up and taken off at the end of the season. It needs to have more solid walls such as the outside partitions should be chainlink. McEachern — Would like to hold this for that additional information on the final dollar amount. Welch — Asked if the dollar number is changing. Carver — He doesn't know at this time. Lowell — Asked if there is any other funding such as FFA available for this. Carver — The potential mechanism is to reimburse from future passengers Motion to hold for January 4, 2018 meeting. (made by: McEachern) (seconded by: Kickham) Carried ,znanimously OLD SOUTH ROAD CORRIDOR Hussey — The total $15M in FY2019, asked what of that we would be recommending. Welch — The request we would be funding in FY2019 is the request for the scope of work under the Town Request as scheduled in the out -lying years. His goal is to present this to voters in such a way rhat it will pass ATM. Lowell — There are several proposed changes that he believes will not go forward or happen as proposed. Mr. Turbitt's way of explaining the placeholders and approving this as a bundle of projects makes sense. He doesn't know how it would look on an override, and would it have to go to the ballot box even though we aren't not borrowing the $15M all at once. Turbitt — It still has to be voted in. Bridges — Agrees it boils down to how this is presented. Some of the proposed improvements might come off, and the State might fund some of the improvements. OTHER DISCUSSION Lowell — In regards to reassessment of taxes down the road, it's appropriate for the people with the knowledge to explain to the voter why the increase in taxes. Welch — The descriptives are designed for in-house use and need to be looked at for clarity for the voters. Turbitt — The descriptive as written in the warrant need to be broad enough to do what work, within the Old South Road Corridor, needs to be done when the time comes. If the descriptive in the warrant is too specific, it commits the money to that purpose. 1. FinCom: McEachern — Were provided a status report with only the CMOM being discussed. Thursday, January 4, 2018, at 8:00 a.m., 4 Fairgrounds Road, Community Room Adjourned at 10:53 a.m. Submitted by: Terry L. Norton Page 6 of 6