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HomeMy WebLinkAbout2018-8-16CapProCom Minutes for August 16, 2018, adopted Sept. 27 -4 oma° �9� . Town of Nantucket N Capital Program Committee RAI �www.nantucket-ma.gov NNTUCKI ,-OWN CLE'r 29118 SEF 28 AM 10 Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham, Peter McEachern, Jason Bridges, Nat Lowell MINUTES Thursday, August 16, 2018 4 Fairgrounds Road, Training Room —10:30 am Called to order at 10:32 a.m. and Announcements made. Staff. Libby Gibson, Town Manager; Gregg Tivnan, Assistant Town Manager; Rebecca Woodley -Oliver, Assistant Procurement Officer; Terry Norton, Town Minutes Taker Attending Members: Welch, Ka.izer, Hussey, McEachern, Lowell Absent Members: Kickham, Bridges Late arrival: Lowell, 10:49 a.m. Documents used: Copy of minutes for August 9, 2018; General Fund Town Capital Projects from Free Cash and General Revenues; Capital Improvement Plan (CIP) FY2018 to FY2027 unanimous consent. 1. None 1. Motion to Hold minutes for August 9, 2018 PM. Carried unanimously Discussion Rescheduled Motion None Vote N/A Gibson — Comprehensive E -Permitting is getting back on track. The Fuel Station Move is part of the new fire station project. Shellfish Phase II has a punch list issue that needs to be resolved. Electronic Data Management is now under the Department of Public Works (DPW); Rob McNeil is developing a department -by -department plan; the $100,000 was to develop a plan and get it started. Tivnan — The Electronic Data Management will start with the Department of Health. Welch — The PLUS building, 2 Fairgrounds Road, records area is not air conditioned and high humidity, which is not conducive to preservation of the records kept there. Gibson — The hope is that PLUS will be the next department. Facilities Security, we have installed key codes; it is done but some bugs are being worked out. Municipal Offices at 2 Fairgrounds Road, we started out trying to get a design for a new facility which has stalled; the $54,000 was for a feasibility study. Easy Street Bulkhead is complete and might be able to be closed; we got a State Department loan for that project; there is a little hole to the left at sidewalk level. Archival Vault System is a Town Clerk project; what's left can be reappropriated. Surfside Area Road Taking, this is in connection with the road improvement; it is largely complete; there's probably additional survey work to be done in connect with Phase II. Page 1 of 6 CapProCom Minutes for August 16, 2018, adopted Sept. 27 The Prospect Street Connector remains in the design phase; this would construct an alternate path behind Chicken Hill to Joy Street eventually over to Madaket Road. Children's Beach Concession Stand Renovation requires more money to be a complete a web -compliant building; th re was discussion about not having a concession stand at all; we are having trouble with the concession i self and there are issues with repeated vandalism. Brant Point Boat House Ramp Repairs can be closed out. 2 Fairground Road Parking remains open; a bulk of the money was used to improve the parking behind the building; at this point waiting for the design for Waitte Drive to be complete to determine the impact on parking. Municipal Building Electric Study had to do with changing 2 Fairground Road heating from electric to propane; there is discussion about whether or not to keep the building, so this is lingering. 20 South W ter Street, this was to replace the roof and/or dormers, which she believes was done; keeping this open for repair work. The 20 South Water Street Space Reconfiguration is complete but holding onto funds until the futi ire of the building is decided. The DPW p ck up, dump truck, and grader were purchased. Oliver — e DPW has been using leftover funds for vehicle repair/parts and to outfit vehicles with accessories. Welch — A ked about the holdup with the Leaf Vacuum Truck; there was a comment about potential cost savings. Tivnan — Tliere was an issue with procurement. Gibson — D wntown Sidewalks are ongoing. Boulevard- vers-Okorwaw is on-going; we are going to ask for more; it's a two-phase plan and we had to supplement ding for Boulevard at least once. Island -Wide Road Improvement takes time since work can occur only certain times of the year. Old South oad/Fairground Road Rotary, the intent is to combine construction this with the Milestone and Bartlett ro dabouts; we don't have enough funds to do them individually but doing them together is an efficiency of funds so waiting for designs for all three. The Old S uth Road Bikepath Repair/Maintenance hasn't started yet; the section between the Naushop entrances sh uld be repaired first. Stormwater Improvement has started but more funds were appropriated at 2018 Annual Town Meeting (ATM); the lunds will be combined into a larger improvement plan. In -Town Sup Nr.1 is supplemental appropriations for the In -town bike path and is in the works; the initial expenditure s for design. In -Town Sup Nr. 2 was for in -town bikepath work further out of Town. Sidewalk Repair is underway. Nobadeer Fieldhouse has been revived and Chuck Larson is developing a bid document; there is no fieldhouse now and it would be good to have equipment under cover; there is an application for Community Preservation Committee ds being submitted. Boulevard/ over/Okorwaw reconstruction is Phase I and in the process of being completed. Island -wide oad Repairs is nearly completed. Oliver — Ro Ld repairs are a continual request every year. We are trying to get older articles closed out to access leftover funds. Gibson — We need to get people used to using up old article money before asking for more. First Way Improverner t, thinks it's complete. Oliver — Fir t Way Improvements is complete; Robert B. Our has been paid and this is closed out Gibson — Street Road Improvement, a section of road needs to be taken before improvements are done before paving from Hummock Pond Road to Madaket Road. Bartlett Road Multi -use Path Improvement, thinks work was done under cost and this needs work elsewhere on that path; need to ask Rob McNeil. Alternate Ac ess to Baxter Road is still in the works. Boulevard R construction is just about done. Page 2 of 6 CapProCom Minutes for August 16, 2018, adopted Sept. 27 Repairs 16 Broad Street, this might be where the money to replace in-ground fuel tanks with above-ground fuel tanks; need to be clear on what is where and there is a grade issue. Design and Renovation DPW Garage, this is for the feasibility study. Consue Restoration is ongoing. Parking Lot Improvement, this funding was not enough for both the Town Pier and 2 Fairground Road parking lots; we used it for parking around the 2 Fairgrounds Road building; we will be asking for additional funds in FY2020 to do the Town Pier parking lot. Welch — Asked if the Town Pier parking will be set up to provide for kiosk parking. Gibson — First we need to understand what we're doing with downtown parking. For Downtown Paid Parking, ReMain has paid for a consultant to study. Welch — Asked how she might see this dovetailing with other downtown parking. Gibson — We aren't that far along yet. At the moment, the plan is to implement it is in Summer 2020. Various Public Building Maintenance is an on-going article for building maintenance; reiterated that old money needs to used first. Trash Barrels was for the purchase of solar barrels; it is done and should be closed out or buy more. Kaizer — Going back to the Design and Renovation of the DPW Garage, asked if this is incorporated into the campus-wide project. Gibson — This was for the feasibility study that led to the campus-wide improvements. Hussey — Asked the cost of the solar trash barrels. Gibson — About $1,000 each. Town Pier, there's a Special Town Meeting (STM) warrant article because it went out to bid and came in over available funds; there was confusion about the type of storm the design is meant to withstand; we are pinning that down; in the meantime, it looks like the Town was allocated $1.2M from the State Economic Bond Bill, which isn't enough to fortify the pier and construct a wave barrier at the end; we are hoping to leverage the funds for design and ask for an appropriation at the 2019 ATM; also the dredging for the floating dock is restricted by an environmental window. We have a permit to do the work within the environmental window; now we need line up someone to do the work. Explained that the design for the floating docks is that they are design for a Category 1 storm but Mr. Larson suggested it should be designed for Category 4 storm; now we are scrambling with the engineer to find out what it takes to construct it to a Category 4 storm; the thought of having it done for next Summer is disconcerting. All Town Pier project money is being combined into a single appropriation. Oliver — Replacement Dispatch Equipment is complete. Gibson — F Street Bulkhead, she doesn't know the status of this; it also faces environmental window issues. Island-Wide Dredging Plan is in the works; there is a draft plan is being reviewed, which she hasn't seen. Uninterrupted Power Supply might be closed out. Dredge Polpis Harbor, this is supplemental appropriation for this; we don't have enough funds to do the dredging Polpis at the moment; there are issues with how it will be done and where soil will go. Welch — Asked if the silt could be used for cover at sewer beds once contaminants are filtered out. Gibson — She doesn't know and would have to ask David Gray. McEachern — Asked if there was any thought at the conclusion of Monday's Coastal Resiliency presentation. Gibson — She would have to ask Mr. Larson. The Nantucket Fire Department vehicles procurements are all done. All I/T projects are underway. Welch — Back to I/T, the upgrade to virtual servers, asked if moving to these servers in FY2019 means unexpended server-upgrades could be reappropriated. Gibson — She will have to ask about that; she doesn't think the virtualization is in here. She has no information on the school projects. Sewer: Pump Station Upgrade, this is in the queue. Many sewer projects had to be delayed while efforts were redirected to the force main repair. CMOM Plan is underway. Replacement of Generator, something happened there. Page 3 of 6 CapProCom Minutes for August 16, 2018, adopted Sept. 27 Replacemen of Tanker Truck is in the queue Assessment f Sewer Force Main was put off. `Sconset Collection System Evaluation is underway. Water Extension to Surfside Wastewater Treatment Facility (SSWWTF); Mr. Gray is speaking with -Mr. Mark Willet about what this involves. appropriation might be more than sufficient Flora Street qanholes had to be put off. Fiberoptics I o SSWWTF requires a license from Verizon for use of the poles. Madaket W ter Quality Study will be a modeling project; we're signing a contract with S -Mass to get the modeling underway; they would produce a report showing what would happen in ponds and ditch sewer were to proceed in Madaket. Shimmo/No ntucket Harbor/Plus Parcel Sewer is underway. Pine Valley nd Replacement of the Sludge Truck have both been done. Replace F-350 hasn't happened yet. `Sconset Wastewater Treatment Facility (SWT) Repairs is coming out of the SWT evaluation and was intended to help fund repairs coming out of that evaluation. Replacement of SSWWTF Membrane has not yet happened; it's probably waiting on completion of the upgrade. First Way Sewer, she is certain this is done so will ask Mr. Gray about it. Sewer Phase 2B has a lot of money left; there were paving issues put on hold at the end of Phase 2B; this will have to be close out and reconciled with State Reserve Funds about what is left. WWTF P p Station is Phase 2 of the SWT upgrade and is in the works. Baxter Road Sewer Relocation is pending; this would be for design. We need to spend time internally to come up with conceptual relocation ideas. Sea Street Pump Station is in the works; supplemental appropriation is $500,000-$600,000. WWTF Up ade is from 2004; doesn't know if anything's been done. Oliver — This is still on-going. $85,000 has been used. Gibson — Oar Island Home: Building Improvements, she's not sure where that stand. She will have to find out the status of these projects. HVAC is complete. Roof Repair and Residential Room Upgrades are not done yet; these might e combined into one. Design of a New Facility, we recently signed a contract for a plan to see what it will take to construct a facility at the current site or up -grade the existing. A committee will meet with a workgroup to discuss this. She will have check medical records software. Welch — Foi the new facility, there are encumbrances for about $450,000. Gibson — The group doing this work is less than $100,000; she doesn't know what they'll tell us. If they say we can build a f LCility at current site, this will supplement that design; we will need additional funding. Oliver — That $450,000 has already been spent. Gibson — lid Waste: Landfill Mining is an annual appropriation; there are on-going discussions about whether or not to extend the land -fill mining permit; Mr. McNeil and our consultant will meet with Department of Environmental Protection about this in the Fall because we are under an Administrative Order to close the landfill. She believes the $14M is to close the landfill. Lowell — Cl sing the landfill will be a huge discussion. Welch — That is the need for talking about out years; it is a matter of consistent application and changing the culture. Regarding this, regular requests and schedule, willingly accommodating departments slow to provide project request information but it can't denigrate integrity of process and schedule. If someone can't get their forms in, hes of a mind to not approve the funding; we can't review what we don't have. However, we do have to be s nsitive to growing pains of adapting to the new process: polled for concurrence, no dissent Lowell — Wc want to make the system work to help department heads when there is a second Town Meeting rather than have two systems for separate meetings. Welch — S puts a wrinkle in things. This and the general review process is why central capital asset management is so important to implement; it frees department heads from doing the work. Page 4of6 CapProCom Minutes for August 16, 2018, adopted Sept. 27 Gibson — All the land -fill stuff is Mr. McNeil's territory. Cell 3A, not sure about the status of that. New Lined Landfill Cells is happening now. Oliver — We have to have these appropriations because of the mandated closing. Gibson — That is what the financial assurance mechanisms are for; we are required to have that money on hand for the closing. Debt Override, we have $2M from new elementary school. Oliver — Funding is what is available to be spent now; budget is the total appropriation for borrowing projects. Gibson — New Fire Station, this is underway. Hummock Pond Road Bike -path Extension, this is the Milk Street portion; it looks like we have a little left; she thought the funds were exhausted. Bulk Fuel Facility Study is done; the funds might be usable toward moving the Fuel Tank Farm such as legal fee coverage. Phase I Stormwater will probably go into Consue Springs. Appleton Road money needs to be spent. Prospect Street sidewalk... Welch — Asked for clarification on this; there are several projects for this area: there was a request for Winn Street by pass in 2001, then another for work on Prospect Street in 2014 for the area where it is impossible to get through due to narrow road. Widening Prospect Street can't be addressed with the provided funding. Gibson — There was an intent to do a sidewalk for all of Prospect Street; the section where there is nothing is the most difficult to deal with because that area would require taking of property to put in a sidewalk. Discussion about commitment of department heads to work together in coordinating projects so that a street will be torn up only once. V. PRELIMINARY OVERVIEW OF 1 I REQUESTS Gibson — She has met with almost all departments for the administrative review. There are a couple of Town Administration projects which include Design for Seasonal -Employee Housing as a potential for FY2020. For the Coastal Resiliency Plan project, that is a place holder but there is no plan yet; The Town just got a grant for further development of the plan. Hussey — Asked if the Fire Chief mentioned anything about plans to renovate the `Sconset Fire Station building. Gibson — There is Community Preservation Act money for some repairs but not a renovation. She will follow up on this. Welch — We can acknowledge the fact the upgrade is in the CIP even if those types of requests don't have a dollar amount attached to them. It is important to have it in the out -year CIP so that a discussion takes place. Gibson — Talked with Mr. Turbitt about a way to identify projects that are not a priority but have to happen at some point. There is a new item requesting $450,000 for a new `Sconset Fire Truck. Welch — Asked if any department doesn't have their CIP request forms in, reminded group that the database and RORI input form are based on having the CIP Request Forms loaded by the software developer. We might have to reshuffle the department presentation schedule again, which will affect our own schedule. Oliver — She will take a look to see if anv are missing. PRELIMINARYOVERVIEW OF 1 Gibson — Mostly mentioned already. Next Meeting: Thursday, August 23, 2018, 10:30 a.m., 4 Fairgrounds Road Community Room Welch — Did secure Wannacomet Water Company conference room for five meetings. Page 5 of 6 CapProCom Minutes for August 16, 2018, adopted Sept. 27 LIAISON/COMMITTEE REPORTS:COMMENTS 1. Committee Reports - None 2. Member Comments a. Meting on the 10`' for Senior Center committee will probably be rescheduled. Adjourned at� 12:16 by unanimous consent. Submitted Terry L. N Page 6 of 6