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HomeMy WebLinkAbout2018-8-2Minutes for August 2, 2018, adopted Aug. 9 3�o.�pN7UC�-F��9 Town of Nantucket F N Capital Program Committee y�ogp�RAI Fp\�1 www.nantucket-ma.gov :00 Members: Stephen Welch (Chair), Pete Kaizer (Vice chair), Richard Hussey (Secretary), ChristyVckh�,Z Peter McEachern, Jason Bridges, Nat Lowell MINUTES o oci Thursday, August 2, 2018 r 4 Fairgrounds Road, Community Room —11:00 am; , Called to order at 11:02 a.m. and Announcements made by Mr. Welch. Ln Staff. Libby Gibson, Town Manager; Rebecca Woodley -Oliver, Assistant ProcuremenPbfficer; Terry Norton, Town Minutes Taker Attending Members: Welch, Kaizen, Hussey, Kickham, McEachern, Bridges, Lowell Absent Members: None Late arrival: None Department Heads: Michael Burns, Transportation Specialist Documents used: Copy of minutes for May 17 & 24 and June 11, 2018; Senior Center Committee email from Erika Mooney dated July 12, 2018; Senior Center Committee members and charge; Old South Road Improvement projects; Milestone Road Improvements projects; Warrant for 2018 Special Town Meeting (STM). Azenda adopted as amended by unanimous consent. None ELECTION11. OF OFFICERS Mr. Lowell motioned to keep the officers as they are. (seconded by: McEachern) carried unanimously Airport — Christie Kickham; Department of Public Works (DPW) — Jason Bridges, Peter McEachern, Stephen Welch; Fire Department — Richard Hussey; IT/GIS — Jason Bridges and Peter Kaizer; Our Island Home (OIH) — Peter McEachern and Richard Hussey; Police Department — Peter Kaizer, Peter McEachern and Stephen Welch; Schools — Richard Hussey and Peter McEachern; Sewer — Peter Kaizer and Stephen Welch; Solid Waste — Nat Lowell and Stephen Welch; Wannacomet Water Company — Christie Kickham and Peter McEachern. Mr. Kaizer asked to Join Mr. Hussey as a Fire Department liaison. Ratified the slate of Liaisons amended to show Mr. Kaizer on the Fire Department by unanimous consent. •'•' '• Welch — Asked the members to read the workgroup's charter in the event they want to be on it. This is not so pressing it can't wait for next week. CapCom needs to assign a member. Asked if this will continue to have a Community Center component. Gibson — The first meeting won't be before September. Named some of the other members. The Community Center was taken out of the title but under discussion whether or not to include a Community Center component in the Senior Center. -CONFIRMV. •' DEPARTMENTAL REVIEWS Welch — Reviewed the meeting schedule for FY2019 capital requests: meeting preparation, review of requests, review of out -year projects, department head presentation; Q&A with Administration and Finance, intra - committee discussion. In regard to two meetings with two departments scheduled for review per meeting, one Page 1 of 5 being regard or not Wel they what Gibs review create for the 1. Article 2. Article Discussion Minutes for August 2, 2018, adopted Aug. 9 :)rt & IT and the other Fire & OIH, doesn't want the committee to run short on time to curtail would like a OIH meeting added to Fire and IT. Also asked if the meetings could start at 10:30. [alone of the four departments have many requests. The Airport could have its own meeting. In arting at 10:30, she might have conflicts with being able to attend; there is also the issue of whether >m is available at that time. about where the meetings might be held once the Fire Department takes over the Training Room. eeping within the budgeted time means sticking to the requirement that individual members ensure epared in advance of the reviews. To that end, packets should be complete coming from the t Heads and forwarded to the members with sufficient time for review. Queried membership on Monday morning prior to the hearing was sufficient. :xplained with reduced Finance staff, meeting a Monday morning deadline would be difficult. about the drop -dead time for committee members receiving the completed packets with time to ire the Thursday hearings. Discussion about incomplete packets and/or other matters that would 's to CapCom process, CapCom flexibility, and general acknowledgement that, to be fair, deadline Com report requires flexibility. (Appropriation: Old South Road Area Transportation Improvements) (Appropriation: Milestone Road Area Transportation Improvements) Gibson — These two articles were separated after failing as a single article at the 2018 Annual Town Meeting (ATM). Burns — Noted that Massachusetts Department of Transportation (DOT) will be funding Milestone Road rotary reconstruction and widening projects. The Old South Road projects are pretty much unchanged from the 2018 ATM request. Reviewed the Milestone Road changes made since 2018 ATM article: if the rotary reconstruction is approved at STM, DOT will be funding the bulk of the $3M so it won't be immediately borrowed. Welch — Asked for confirmation that there is a high probability the DOT will fund the rotary reconstruction. That is a selling point to the voters at STM and if it's the case we need to be accurate; also, important for our committee to have this information for various planning. He's also concerned about addressing needs -based projects to build credibility with voters since there are some large projects coming up in the next 10 years. Burns — He has a high level of confidence the DOT will fund the project. The widening of Milestone Road is something asked for by the community. He's highly confidence the DOT will fund the $7.62M for both the reconstruction and widening. The money for the lower -priority Milestone Road projects will most likely be programmed for FY2020; for Old South Road in FY2022. Bridges — He's still confused about this; if he's confused, he can't explain it to the public. Welch — There is a lot of information being put into this chart: cost escalation; work scheduling; asked for Town Meeting. Gibson — Which column has the number we're asking for at STM and what does it include. Welch — They are recommending the $7.62M for the Milestone Rotary Reconstruction — design in FY2020 and construction in FY2022 — and Milestone Road Widening — design in FY2020 and in FY2020. Burns — The Old South Road Article 6 is a local obligation; if it's not approved, it won't happen. Article 7 has State funding available, and we can authorize based on that funding but that authorization would never be exercised. Gibson — The way this is being explained right now, people won't understand it and it won't pass. At STM we're asking for $7.62M appropriation authorization. In the other projects, we will either get the money from the State or borrow it. Welch — In trying to be thorough and transparent, the chart is confusing. Suggested using only one year and $7.6M; if something has to be pushed out to FY2022, that can be explained. Page 2of5 Motion Vote Minutes for August 2, 2018, adopted Aug. 9 Gibson — We're asking for $7.6M for two projects phased over 2 years; if it doesn't happen, it get moved out. That is what has to be explained. Welch — Asked if any of the lower priority projects are mutually dependent for others; i.e. if they aren't accomplished they won't cause issues at other intersections. Burns — No. Welch — Asking for lower priority items that won't happen for several years is confusing to the voting public; suggest hold off on bringing those up at this time. Lowell — The most important projects, the best value for the buck, should be presented at this STM. Gibson — Clarified that the Milestone Road widening is from the rotary to Bunker Road. Discussion about removing the lower priority items from the articles at this time so that the articles are less confusing and more passable. Burns — The most critical area is Old South Road from Milestone Rotary to Amelia Drive. Welch — Another point to breaking this up, we have to demonstrate the dollars are doing something in the eyes of the General Public. The Select Board recommendation is to recommend the $7.62 number for Article 7. Motion to Support the Select Board recommendation to authorized $7.62M for Article 7. (made by: McEachern) (seconded) Carried unanimously Burns — The improvements include intersections with multi -use paths. Kickham — Asked about construction management of traffic during work on the rotary. Burns — That is an engineering question to be figured out during the design process. Welch — Asking for confirmation that all the Old South Road projects are being asked for at this time. They are recommended for design and construction and are phased over several years. Asked which of these are mutually dependant. Burns — Old South Road at Fairgrounds Road Roundabout, Old South Road Reconstruction from Fairgrounds Road to Amelia Drive, and Old South Road at Amelia Drive mini roundabout. Welch — Asked if any could be done together for cost efficiency. Burns — The Amelia Drive mini roundabout and improvements to Amelia Drive. If Amelia Drive were made one-way toward Ticcoma, the roundabout wouldn't be necessary. Hussey — Asked if funding is necessary for land takings. Burns — There is some and it is included in the design cost. A lot of paths are in the public way; there might be some replacement of drive aprons, etc. Welch — The first three Old South Road projects to him are more critical; the other four could be moved out. Asked if the widening and Rotary at Amelia are the same thing. Gibson — The widening would add a multi -use path to the south side of the road between Milestone Rotary and Amelia Drive. Welch — The Amelia Drive roundabout and whether or not Amelia Drive becomes one way; asked when that would be resolved and who would make that decision. Burns — Just today started to doing traffic counts in the neighborhood. There was a meeting in which the taking Amelia Drive as a public way was discussed. Welch — The final recommendation could end up that Amelia Drive be made one way with a minor change to the intersection. It might be wiser to call it Amelia Drive intersection improvements and leave the dollar amounts as they are. Doing that doesn't trap anyone into a certain scope of work. Gibson — Suggested adding more money to the Old South Road reconstruction to Amelia Drive to accommodate the roundabout; it might just end up an intersection improvement. At some point we will need a more detailed construction description. Discussion about the problem with the Amelia. Drive intersection and exiting 2 Fairgrounds Road onto Old South Road. Page 3 of 5 Minutes for August 2, 2018, adopted Aug. 9 Welch — Asked members if there are concerns with combining Old South Road Reconstruction and Amelia Drive Intersection Improvement. Kaizer — He would prefer keeping them separate with changing the mini roundabout to intersection improvement. Hussey — Asked the amount be asked for Article 6. Welch - $5.1M; we're talking about how to pare that back a bit. The last question is the design cost for the last four elements for about $200,000 and whether or not those will be included in the recommendation. Lowell — Asked if there is any funding currently available to offset the $200,000. Burns — Cited funding sources. Lowell — The big question is where is the check from Richmond Development. Welch — Asked when the work will happen. Burns — Yes. Richmond Development contribution to the traffic is 10-11%; they are contributing 10% to the problem while contributing 17% to the cost. Gibson — They have a $3M requirement to improvements to Old South Road; some can be done on their own property. Work elsewhere needs to be approved by the Select Board; the final plans need to go back to the Planning Board for approval. Once that's done, the select board will accept or not. It would be helpful to have a map showing what Richmond Development is doing. Discussion on the motion: Welch — He's concerned the Article with the full amount of funding won't pass. The first three are mutually dependent; the last four are ancillary and we discussed moving the design into Article 6 for a couple million dollars less. Lowell — Thinks the motion is okay. Kaizer — We would commit to design funds now and have to come back for construction later. The $5.1M is a little more than $3.4M but doesn't know how much that will impact. Motion Motion to Support Funding Article 6 for $5.1M. (made by: McEachern) (seconded by: Kickham) Vote Carried unanimously 3. Art cle 3 (Sewer Appropriation: New Sewer Force Main Design/Engineering) Discuss' Dn Gibson — This is a recommendation from engineer who repaired the force main; working on cost, which is probably around $2M. Motion None at this time. Vote N/A 4. Ar6 cle (Supplemental Sewer Appropriation: Repairs to the Sea Street Pumping Station) Discussi n Welch — Need more information. Gibson — Supplemental funding is being requested because damage to the roof joists was more severe than anticipated. Motion None at this time. VoteN/A 5. cle 0 (Supplemental Appropriation: Repairs to Town Pier) Discuss n Welch — The pier work has been patching rather than a new pier. There is validity to not doing upgrades until dredging work is be done Gibson — Another issue is that the bid came in higher by about $300,000 than anticipated. We need that money if repairs are going to be completed before next summer. Motion None at this time. Vote N/A 6. Arti zle 1 (Airport Appropriation: Taxiway Echo) 7. Arti zle 2 (Airport Appropriation: Security Project) Discussion Welch — We need dollar amounts for these two before making recommendations. Motion None at this time. Vote N/A Page 4of5 Minutes for Au ust 2, 2018, ado ted Aug. 9 VII. STATUS UPDATE ON :ASE DEVELOPMENT PROJECT Welch 1 le will meet with Brian Turbitt about this on August 3; testing is scheduled for next week. APPROVE 1. May 17,2018: Motion to Approve. (made by: Lowell) Carried unanimously 2. May 24, 2018: Held 3. June 11, 2018: Motion to Approve. (made by: Lowell) Carried unanimously • • 0 9 ' • 1. Liaison Report: a. Kickham — Meeting with the Airport at 3 on August 3. b. Kaizer — Meeting with IT on Monday, August 6. c. Hussey — Meeting with OIH on Thursday, August 9. d. Kickham — Meeting with Wannacomet Water is set for the beginning of September. 2. Member Comments: a. Lowell — Noted that Public Outreach in regard to the transportation project needs to be careful so that Article 6 get passed. Bridges — He has met with Florencia Rullo, Ms Gibson, and NCTV about the visuals for outreach prior to STM. Welch — We have Nantucket Planning and Economic Development funded Photoshop® items; the general presentation is important. b. Hussey — Asked if Coastal Resiliency has any capital requests. c. McEachern — Asked if the Town owns the Storm Tide Pathways; he will look into that. DISCUSSIONX. OF OF Thursday, August 9, 2018 4 Fairgrounds Road, Community Room Adjourned at 12:41 p.m. by unanimous consent. Submitted by: Terry L. Norton Page 5 of 5