HomeMy WebLinkAbout2018-1-10Minutes fox January 10, 2018, adopted Apr. 12
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Town of Nantucket
Capital Program Committee
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www.nantucket-ma.gov
Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham,
Peter McEachern, Jason Bridges, Nat Lowell
MINUTES
Wednesday, January 10, 2018
4 Fairgrounds Road, Training Room — 8:00 am
Called to order at 8:07 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, McEachern
Absent Members: Bridges, Lowell
Late arrival: Kickham, 8:32 a.m.
Documents used: Copy of minutes for December 14 & 19, 2017, and January 4, 2018; Outstanding Items
and Issues list; FY2019 Summary Worksheets with Rankings; Draft Recommendations
Report to Finance Committee (FinCom) and Board of Selectmen (BOS).
1. December 14, 2017: (approved Jan. 4) Motion to Approve. (made by: McEachern) (seconded by: Hussey)
Carried unanimously
2. December 19, 2017: Motion to Approve as amended. (made by: McEachern) (seconded by: Hussey)
Carried unanimously
3. January 4, 2018: Motion to Hold. (made by: McEachern) (seconded by: Hussey)Carried unanimously-
Discussion Welch — There are a minimal number out outstanding items. The worksheet is complete. There
are minor revisions to make and info to include in the report. Currently don't have debt
amortization tables included.
Turbitt — Those are being finished and will be included.
Welch —The amortization of debts tables will be available for reference. This report is automated
so that the fields are filled from the spreadsheet.
Review of style and typographical errors to be corrected.
Welch — Continued review of the draft report.
Turbitt — On Page 7 the Town Pier and Public Restrooms, that debt service is only on $2.4M;
the $1M Sea Port grant is awaiting final approval vote.
Welch — Grant funding for Town Pier repairs has been approved dependent upon our municipal
approval then submission of a letter stating it has been approved. Sparks Avenue Complete
Streets grant is a different process. He will include the Town of Nantucket tax -rate history in the
appendices so people can see the impact.
McEachern — Asked how the Water Commission rate studies are coming; they keep saying it's
almost done.
Gibson — She will check on that. The Town is doing a sewer rate study.
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Motion
Vote
Minutes for January 10, 2018, adopted Apr. 12
Welch — Reviewed inclusion of information on how the airport is paying its debt to the Town.
Procedural recommendations section is set up to acknowledge this as the process for anything
having to do with capital improvements.
Gibson — The bracketed section about growing pains should remain; the public needs to know
that.
Welch — Appendix A, the format was reworked with the plan number and project text over the
center column so that it is readable on one page; he doesn't like large fold outs in an 8.5X11
report.
Gibson — Suggested having an executive summary of this report for annual town meeting; we'll
figure it out later.
Welch — Reviewed other format changes. Under sewer there's State Revolver Fund (SRF)
Appendix A, we need to swap $500,000 from Surfside Wastewater Treatment Plant to Surfside
Road Area Sewer Improvement in order to qualify on the SRF schedule and timeline; this does
not further degrade the treatment facility. The SRF is a low-interest loan.
Turbitt — It doesn't change the total; we got SRF funding for $5.6M. Going back to Page 5 under
Enterprise Accounts, suggested moving SRF funding to under Enterprise Borrowing rather than
other. It is actually borrowing, though only zero to 2% interest. It is a borrowing authorization
that will be asked for.
Gibson — It should be labeled as a low- to no -interest loan. She's not a fan of initials appearing
without having been spelled out first. The report looks really good. Once it's done, we can talk
about how to disseminate it.
Welch — His concern is what's next in CapCom's process. In terms of format, he's looking at the
database filling the report fields in the future.
McEachem — Asked if a flow chart of the software computations should be available.
Welch — Flow charts will be part of the development of the data base. Under personal property
taxes, will need a motion to accept the report subject to minor revisions by the chair.
Motion to Accept the report as amended. (made by: Hussey) (seconded by: McEachem)
Carried unanimously
Welch — Wants to talk about the database and wants to set a meeting to discuss our next
meeting. An
Turbitt — We have the name of a program who can create the database; that will require him and
Julia talking to him about what we want. Once through that process, should set the next meeting.
A goal is to have it partially done by August.
Welch — Asked about funding and if we need a capital request.
Turbitt — First phase can be funded through the department Professional Services; the more
complex part will have to be discussed with the Town Manager.
Welch — Phase I: CIP request form, personnel, other department head input areas; it's a one -click
process that increase integrity. The next stage would be integrating past years. One thing
members missed this year was out -years in front of us for discussion with department heads; that
will be incorporated for the future. The other part of Phase I is ranking method won't function
properly until it is part of the database which is how it was designed. Explained how the database
will improve the integrity of the process. Phase II:
Turbitt — The ultimate goal is to have everyone on the same platform so everything is consistent.
Discussion about debt exclusion and the one-year override.
V l . CAPCOM BUSINESS & COMMITTEE REPORTS
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Minutes for January 10, 2018, adopted Apr. 12
DISCUSSIONVIL OF OF
Welch — When should we meet to discuss out -year review and discuss the future. Part of the
process is to shift the capital request portion forward so Town is not jammed up with the
processing. Asked about the possibility of switching the meeting day and time to Thursdays at
11:00 a.m.
Discussion about possible meeting dates and changing the day and time.
Gibson — Need to pick a meeting for the presentation of the report of FinCom; proposed
Monday, January 22, 2018 at 4 p.m.
Welch — In the future would prefer to present the report at a joint FinCom-BOS meeting.
Gibson — She has to talk to the BOS chair to ask if they want their presentation before or at the
January 22 meeting.
Kickham — He supports the idea of the joint meeting; it benefits both boards.
Gibson — Based on the timeline, she doesn't think there is time for a separate joint meeting; she'll
ask the FinCom chair about an additional meeting scheduled for January 23. If BOS wants the
report presented at one of their meetings, that would be January 17 or 24.
Presentation of CapCom Recommendations Report meeting TBD
Thursday, March 15, 2018, 11:00 a.m., 4 Fairgrounds Road Community Room
Adjourned at 9:17 a.m.
Submitted by:
Terry L. Norton
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