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HomeMy WebLinkAbout2018-8-23CapProCom Minutes for August 23, 2018, adopted Sept. 20 Town of Nantucket Capital Program Committee www.nantucket-ma.gov Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham, Peter McEachern, Jason Bridges, Nat Lowell MINUTES Thursday, August 23, 2018 : --1 4 Fairgrounds Road, Community Room —10:30 am a Called to order at 10:30 a.m. and Announcements made.�o Staff. Brian Turbitt, Director Finance; Rebecca Woodley -Oliver, Assistant Procurement Off5i Attending Members: Welch, Kaizer, Hussey, Kickham, McEachern, Bridges 3 r (77 71 Absent Members: Lowell M Late arrival: Kickham, 11:36 a.m.Un. Department Heads: Rob McNeil, Director Department of Public Works (DPW) (01 Documents used: Copy of minutes for August 9, 2018; Department of Public Works -Solid Waste FY2020 Capital Requests and out -year Requests Agenda adopted by unanimous consent. COMMENTS1. PUBLIC None 1. August 9, 2018: Motion to Approve made and seconded. Carried unanimously 1. Unlined Landfill Mining 2. Landfill Closure Capping Discussion a. Presentation of request McNeil — To preface, the DPW is in continuing talks with Waste Options to develop the FY2020 and beyond Solid Waste Enterprise Fund capital moves; the completed sheet is based upon those preliminary discussions. They have proceeded with FY2019 project for new bailer for materials recover. Mining is continuing and some of the big-ticket items, including mining and capping of cells, are up in the air with permits required and the approach of the long-term future of the facility. Mining is expected to continue at the 700,000 — 800,000 rate annually; under the current permit it should be capped at a cost of about $14M. A contract has been signed with Weston and Sampson through construction of Cell 3A. We still need to carry a number for the capping of the cells. We will meet with regulators in the September to October timeframe to discuss the scenario; beyond that a request to continue mining and capping would have to modify the plans. The Department of Environmental Protection (DEP) says mining will end in FY2019 then we are to begin capping. b.Q&A McEachern — It makes sense to look at whether or not the land could be used in the future while we consider if that is the best place for a dump or is there a better location for a new facility. It is contiguous land that could be used as a landfill until a more central location for a landfill is established. McNeil — In his mind, the current ability exists for landfilling that would outlive the expected life of the yet to be built building; we're talking decades. There is a lot of discussion about Page 1 of 4 3. 4. 5. 6. 7. �I i Facility, Repairs Constru Replace Repair S CapProCom Minutes for August 23, 2018, adopted Sept 20 additional or new technology that would handle things differently that would limit what is actually landfilled. Things are getting more environmentally restricted. Welch — Asked what the State's issue is with continued mining. In his mind, by mining it we are removing a hazard (unlined waste) from the environment instead of covering it up. McNeil — Capping prevents storm water from washing into the environment, which DEP finds to be more environmentally sound. The mining here is most beneficial because of space consideration; as we run out of space, we limit our options. By mining we remove beneficial material that was landfill and sand used as daily cover. Years of this layering allows us to remove the sand and some glass after everything has broken down; plastics and stuff that doesn't break down gets put into the unlined cell. We recover about 75% in volume. The Town has benefited by creating space for modern line -fill. Welch — With respect to dollar numbers, there's a big jump from $8.2M to $14M; asked if there might be an alternate service provider with a more reliable number. Finds great deal if discomfort in that jump in a very short period of time makes him wonder do we have options for service providers. McNeil — Yes, we have options. The Town is required under an Administrative Consent Order (ACO) by DEP our service provider is part of that equation but we aren't precluded from going outside. Welch — We're carrying out -year numbers for mining; asked the best guess for when a decision would be made and why it isn't carried out to FY2021 or FY2022. McNeil — Until we have that answer, we should carry it conservatively for FY2020. Welch — Asked Mr. Turbitt how it would work if the timeline for capping is triggered in FY2019 but expenditure is for FY2021 Turbitt — It would be very quickly after June 30, 2019 we would start to begin capping the landfill. McNeil — The language talks about commencing but keeps the door open for completion. Most discussion is working with Waste Options now to ensure that the active mining for FY19 is done so in a way to begin shaping the closure. The most likely use of that lot would be a 10 - megawatt solar field; we mine meaningfully even though a solar field is not a done deal at this time. Turbitt — If we borrow in FY2020 but don't complete until FY2022 we don't have a problem since money is used through completion once the borrowing is authorized. If DEP says no to continued mining, we have to have the request for authorization to borrow to commence capping ready at the Annual Town Meeting (ATM). McEachern — Asked if other communities have gone the expense route of capping properties in lieu of capital program. Yarmouth capped and turned the property into revenue producing. Turbitt — He's not sure how many communities still have landfills. If we don't' extend mining, we don't know what the capping will look like. Several committees are sorting through this. If we cap, utilization of the property is the next question. Access Road & Parking Lot Maintenance to Electrical Systems ct Floor Drain & Collection Tank Overhead Doors prinkler/Fire Alarm System a. Q&A Welch — The other small items; asked if members have had a chance to review them. His only comments are that these items are actually provided as requested in a previous year but are coded as FY2020; suggested that these be put in as FY2019. There are certain requests that will be advanced for the current year by Town Administration; the ones that don't will be coded for the year they were submitted. In terms of actual cost and scope of work, he reviewed the CIP request form. Page 2 of 4 CapProCom Minutes for August 23, 2018, adopted Sept. 20 McEachern — Asked about those projects in the $50,000 range such as the Overhead Doors. McNeil — The Overhead Doors, we're likely to replace all overhead doors. We have four large doors at the maintenance garage with no safety releases and with track issues. The new ones have remote control, which is substantially convenient. We wouldn't repair doors that work well but modify with remote and safety releases; this is a combination of new and old. A bigger discussion with Waste Options has to do with facilities and capital beyond the 2025 contract As we approach the end of that contract, the question is what happens to the equipment used to maintain services. McEachern — Asked how much water quality testing is done at the landfill. McNeil — The Landfill Water Quality Testing is mandated for surface and ground water for methane gas on a quarterly basis; all reports are available on the DPW -Solid Waste website. Since last summer, we've worked with internal departments and outside interests to inform future determination of the water quality debate in Madaket as to whether or not sewers are needed and if the landfill is a major contributor of nitrogen to water in Madaket We elected to add the regimen of nutrient testing to build that database; we will be doing six tests this year. There is also sampling and testing by Waste Options of compost and retention basins. McEachern — One would think that among the departments that need to test water on a continual basis, putting the operating costs together collectively might support the need for a laboratory on Island. To him it might be time to think about creating a water -testing laboratory on Island that can handle all the testing. Asked Mr. Turbitt to look at all operating costs for water -quality testing. Welch — — Point well taken. Prefers, with regard to, Capital Committee we focus on OPM costs in the millions of dollars annually that will only escalate. If we are going to be devoting time to develop plans on what departments can handle what aspects of outsourcing in-house to be more cost-effective while centralizing the effort to take effort off department heads. Outsourcing would be a bigger bang for our buck in terms of results that Town Administration and Finance put time and thought into in developing a solution. McNeil — About laboratory development, he's not convinced a Town -owned lab would be a solution. He's sure results for Public Health need to be independent; that would have to be confirmed. Kaizer — Asked if Access Road and Parking Lot Maintenance is paving or redesign. McNeil — One idea is to continue the lane construction outside of the gate to Madaket Road and ultimately resurface the entire area. Welch — It would be helpful to have back-up to advance that, a graphic with some costs to help understand the lane construction. b.Discussion with Town Administration Welch — He was not able to enter information into his tablet. Asked if others had issues. This is a stop -gap process until the RORI database input form is complete; looking at it being available for September 6 and thereafter. Turbitt — The CIP request forms are in Beta; we're putting in manually all CIP request forms so they will carry over when this goes live. Simultaneously, they are creating and finalizing a RORI form so that when member log in they will be on a landing page from which they can pick a depart that would then bring up all requests. c. Discussion on Ranking Hussey — On the three medium -rated items from previous years, he for one thinks they should be done: Electrical Repairs, Floor Drain, and Overhead Doors. McEachern — He suspects we can change it as we want. Welch — His understanding with the Electrical is that it is incidental type things. He would suggest that is medium. Since the garage overhead doors have safety issues, that might be a higher priority. Kaizer — Asked how to rate low and medium for continuity. Page 3 of 4 CapProCom Minutes for August 23, 2018, adopted Sept. 20 Welch — It's a two-part answer, for the time being, if it's an operation high priority, it is 100% medium and low. High, medium, and low are not a direct correlation between required, recommended, and elective; we will address these as a sub -category in the next RORI. Turbitt — We have talked about adding two categories to the RORI form: risk and cost There is also either funding affect or funding sources but not both. Welch — As we develop the interface, we will be adding categories for Risk and Funding Sources; the other will be a data subcategory differentiation between high, medium, and low and required, recommended, and elective so it would be done all at once, including RORI calculations using the analytical hierarchy process. For now, we have what we have on paper; label it, give it to Ms Woodley -Oliver, and we'll talk about the results at a later meeting. Bridges — Asked about the difference between the $8.2M and $14M for landfill capping and closure. Welch — CapCom is going forward with the $8.2M. Mr. McNeil was bringing the increase to our attention; he got the estimate for $8.2M then more recently from the same source got an estimate for $14M; before the actual increase projections, Weston Sampson will do an assessment. Turbitt — He has a lot of notes about what is to be added to the form as they move forward. Liaison Reports a. Sewer: Kaizer b. DPW: Bridges C. Transportation: Welch 2. Committee Reports a. Select Broad OIH Workgroup: McEachern — He represents Finance Committee on this group. b. Senior Center Workgroup: Lowell c. DP Operations: 3. Mernb4pr Comments a. Welch — There will be at least one more change to the schedule: moving DPW Operations out; checking their availability. b. 1<2izer — The agenda for this meeting was the crux of details on the new form. Feels we used to get a high er level of detail: visuals, background, etc. He's hoping to see more of that in the future. Welch — Agrees, he would be incredibly uncomfortable making recommendations without more detailed information; given the schedule we are required to follow that detail is follow-up discussion; it isn't appropriate not to have backup details. c. Welch — Some DPW items that are outstanding: tearsheet on each request, facility area access road parking lot graphic, a large amount of data explaining in detail the costs and involvements for Capping of Cells. Also, he would like to have Radiation Monitoring added, which was a previous year request Turbitt — He will change the Electrical, Fire Alarms and Overhead Doors to the first year they came {gyp. Date of Next Meeting: Thursday, September 6, 2018 at 10:30 a.m., 4 Fairgrounds Road Community Room Adjourned at � 1:45 a.m. by unanimous consent. Submitted by: Terry L. Nort, Page 4of4