Loading...
HomeMy WebLinkAbout2018-9-13Members CapProCom Minutes for September 13, 2018, adopted Oct. 11 Town of Nantucket Capital Program Committee www.nantucket-ma.gov Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Yxjd.m,I' e, - Peter Peter McEachern, Jason Bridges, Nat Lowell MINUTES Thursday, September 13, 2018 4 Fairgrounds Road, Community Room — 10:30 am / ..tP Called to order at 10:35 a.m. and Announcements made. Staff. Libby Gibson, Town Manager; Brian Turbitt, Director Finance; Rebecca Woodley -Oliver, Assistant Procurement Officer Attending Members: Welch, Kaizer, Hussey, Kickham, McEachern, Bridges, Lowell Absent Members: None Late arrival: Kaizer, 10:58 a.m.; bridges, 11:19 a.m. Early departure: McEachern, 11: 58 a.m.; Kickham 11:07 Department Heads: Rob McNeil, Director Department of Public Works Documents used: Copy of minutes for August 16 & 23, and September 6, 2018; Department of Public Works (DPW) Project Request Forms; DPW 10 -year Capital Improvement Plan. Agenda adopted by unanimous consent. COMMENTS1. PUBLIC None APPROVE11. 1. August 16, 2018; August 23, 2018; September 6, 2018: Held by unanimous consent M11• 1 • • 1 I • • 1. DPW - Operations Discussion McNeil — We are undertaking processes to get capital approved moving forward and getting scopes and contracts in place. Part of that challenge is the very strong economy; getting qualified, able-bodied contractors is a major challenge. What was presented so far was laid out last year and we're committed to the important aspects to have a complete life -cycle of asset management. We are identifying Town -owned facilities and their needs; the big items are roof repairs, ADA accessibility, utilities upgrade, site paving, public bathroom upgrades, and equipment and lighting replacement. We have an accepted offer from a new deputy director, Chas Rogers, with extensive background and will come on board in November. We had a new fleet manager, Erik Johnson, join us last November; he has developed wants and needs for 2020. We've been approved substantial chunks of change for example stormwater; that will go a long way and won't need additional funding but will keep looking at it and if extra funds are needed come back a year in advance. Welch — At this point it sounds like you have a better idea of what the FY2020 requests should be. McNeil — It will be helpful to understand what will get accomplished in FY2019 based upon priority, capacity, and economy. Major projects like the campus upgrade will benefit from a down -turn in the economy; currently the prices are very high and availability almost nil. Welch — He'd like to take up the Campus Upgrade and Jetties Beach as separate topics. Now he would he'd like to talk about facilities maintenance. Page 1 of 5 CapProCom Minutes for September 13, 2018, adopted Oct 11 McEachern — It would be encouraging to know there is a fixed -asset schedule with an internal schedule to address those structures suffering advance degradation first. Asked if that list exists. McNeil — We do not have that for every building; we have it for the downtown building cluster, concessions, and 2 Fairground Road; we're looking at 37 Washington Street. As for structures laying in decay, we're taking the necessary action to demolish them. McEachern — Who's purview would be to put that list together. McNeil — The deputy director of facilities would be driving that for facilities planning, condition assessment, and prioritization. McEachern — He'd like to see if there is any repairs or upgrades are planned for a structure this co mmi ee thinks shouldn't be touched. McNeil — That is why we need to develop the long-term plan. Welch — We'd like to see what's the basis for making decisions on facility upgrades. We'd also like to see the list of work that was accomplished for FY2019. It might be more efficient for that update,to be provided when Mr. McNeil comes back with the necessary back-up information. jetties Beach Welch — Asked where this fits into fagade improvements requested for FY2019. McNeil — The master plan for the `parks' will include all the concession and parks spaces. It is anticipated there will be a reboot of the entire site to alleviate flooding conditions and upgrade/repair the playground. The forecast for the Parks Planning effort this year is to do a town -wide plan; the first facility is Tom Nevers using funding from a previous request for playground improvements. It is important to look at the Jetties Beach facility and ascertain whether or not it is time to replace it. Welch) — It isn't our role to consider history but legacy is an aspect we look at for public acceptance and perception. McNeil — Tearing down and rebuilding a structure will require public information sessions where the public's concerns can be voiced. Hussey — Asked what the $1M is for. McNeil — The improvements aren't defined; we've talked about paving, raising the building, upgrading the playground. The $1M is a placeholder until completion of the Parks Master Plan. McEachern — This is more infrastructure, not the restaurant. Welch — Asked if there would be a point in the future when Mr. McNeil will know how much is for design -related costs and how much would be residual. McNeil — Using Tom Nevers as an example, the planning level is $100,000; that is more than enough for the site redesign of the entire Jetties Beach property. Welch — Asked if the title could be renamed to reflect site design. McNeil — For historical capital and project development has been to recognize something there, fund it then recognize supplements. He prefers the title keep a broader scope. McEachern — Regarding the Strategic Plan, asked Mr. Bridges if the Select Board has thought about maintaining ownership of all concession buildings. Bridges — There has been no discussion about that; we will continue to own them. The Select Board is looking at properties to be used for housing. Welch — The best use of these properties would be discussion to have in the future and should be held in conjunction with a discussion on all Town properties. Lowell — The three concession sites we own have different roles but they have one thing in common. They are wooden structures with no insulation in the floor and are dry. If we rebuild, we get into code issues just to sell hotdogs. This isn't our purview for making these decisions; if these places need to stay will end up a discussion like Our Island Home: are we making money, how far do we want to go before triggering code. McNeil — We've had to close Sandbar over the past couple of years; some with Children's Beach. These facilities are well past their expected useful life; they equipment is overloaded. Welch — If it is going to be brought forth in a manner that it will be approved. Page 2 of 5 CapProCom Minutes for September 13, 2018, adopted Oct. 11 McNeil — A lot of these facilities are used only seasonally. As to aligning what we're doing with the Select Board strategic goals, we would be adding housing elements to every facility we are looking to rebuild. McEachern — If you're going to rebuild a building, putting housing on the second floor is the smartest thing he's heard; it's cost effective. Kickham — This facilities request serves people going to the beach and playing tennis. Asked if any work is proposed for the tennis court. McNeil — The entire property would be in the equation. Hussey — Pointed out that there are CIP forms for the other two concessions. Welch — He did not have time to read through the requests. Asked if there are any other facilities that didn't make it to the planning sheet. Turbitt — Ms Woodley -Oliver is going through that. Public Works Garage Facility (aka campus upgrade McNeil — This will be fleshed out in this year's effort to get the bid for the final design on what the facilities will include. This is not just the garage building; this is a chance to improve the entire DPW facility. Last year we were focused on the garage and what was needed in that space. The focus group met with the engineer who did the conceptual design and generated various cost option. Since then we've talked about signing up an OPM to start finalizing the design. Public meeting space has been part of the discussion of late; DPW doesn't have adequate private meeting space much less public meeting space. He'd like to keep the cost at $21M. McEachern — Asked if it's okay to keep it in FY2020 given the difficulty of finding contractors to bid on the work. McNeil — He thinks it will be important to move this to FY2021. Public Works Fleet Maintenance Welch — Asked if there are any questions on these requests. Hussey — Some of these vehicles have 5 -year life spans; he would expect to see the same type of request in the out years. They are in the CIP form but not carrying through to the summary sheet. McNeil — The Fleet Manager is committed to developing a Capital Management Plan that will incorporate futures `asks' to include the useful life; this would include vehicles in other departments. Welch — The manufacturers information should be included in the capital asset discussion so we can budget out. In the fourth year of a vehicle it will trigger the assessment as to whether it need to be replaced or if it just needs maintenance. On the CPC the building, Phase II is a carryover from a previous request; it's down as a previous request. McNeil — Phase I was underway last year. We put Phase I in as an FY2018 request because we jumped on the coattails of sewers, which was about to launch its a multi-year project. Welch — Phase I was FY2018; in terms of processing, he would prefer this be a DPW FY2020 request and listed as Phase II. Kaizer — We have other requests from FY2018 that were single -year requests that were funded in that year; would we see Phase I similarly. Turbitt — For multi-year requests, the first year is indicated and the same number is used for out years. If this is to be broken out into multi years, it will make the report significantly longer. The project started with multiple -year funding; the second phase should be its own number in FY2021. Welch — We need to have prior years indicated so we know it was phased; we should also have it the title noting that a request recurs at intervals. Out years McNeil — Going into proposals for structural analysis of all bridges; don't expect funding until after Town Meeting. Massassoit Bridge was repaired; we are talking about replacement. Page 3 of 5 1. Lil- a. b. Cc c. M a. CapProCom Minutes for September 13, 2018, adopted Oct. 11 Welch — Recapped: he'll work with Mr. Turbitt on recurring and phased coding; in future years we're looking for anything and everything that is helpful, looking for a list and comments regarding buildings targeted for FY2020; bumping out the garage; residual funds that can be used for improvements; fill in out years for vehicles. Hussey — Asked if the $8.2M for capping is good. McNeil — He's heard as high as $14M; he's looking for justification of that increase. Welch Solid waste is separate; we'll need back up information on that. ison Reports: Lowell — he, has his first meeting next Wednesday at 4 p.m. mmittee Rep rts: None mb r Co ents Welch — Last night, we've received a large number of requests for a substantial amount of money with insufficient time to review and no back up details. We need time on our own before meetings to assess the requests so we can come to the meeting with questions ready. As a result, we are not where we had reasonably planned to be to be when we scheduled our meetings in May, rescheduled in August and again in September. Between that and lack of a fully -functional RORI on line for input, there is going to be an impact on our schedule. We need to discuss how to handle requests that aren't timely and/or not complete. Things we might consider: for requests that aren't timely, there will be some waiting so we role with those; Town Administration is in the process of enacting changes in Asset Management. For requests with a lack of back-up information, there was talk of just turning those away; that could be counterproductive; if th re is something we should have reviewed but didn't due to lack of backup, that will cost the Town money; if we require the department head to provide back up and reschedule, that will impact our overall schedule. There are discussions to put some of our recommendations in place on how Capital Asset Management occurs to eliminate problems we are currently having. We have FY2020 requests an how do we handle them if they come in too late for adequate review or lack necessary back up de s. L well — His concern is making it harder for department heads beyond a solid explanation for FitiCom. Ki kham — The environment has been that some have back up and some don't; there should have always been back-up information. That back-up material helps us ask the right questions so that we don't get into a situation where something is falling apart in a short amount of years. Hussey — His question is whether or not there is sufficient administrative help within departments that are struggling to provide information. Welch — No one wants to penalize a department. However, part of the role of this committee is to pr vide oversight and do our job diligently. The record shows that there isn't sufficient staffing due to the Town's rapid growing pains. Town Management is going through a staffing study to address where there are short comings and operational efficiency can be traded. ckham — It is going to make more work for department heads to get and provide that back-up in Formation. We're part of the process to pick up some of that overload. Ms Gibson's job is to push departments for that information. Welch — The options are for us is to reschedule people; to do that do we have more meetings or do w need more time. cham and Hussey are open to those two options. Welch — A question for review is if a request is a deliverable for FY2020. cEachern — The more back up a department head provides, the more it "disables" our ability to dissuade what they are proposing. To be proactive, he would allow the department head to make the p esentation; if there are items for which we need more material, we can postpone that line item. Lowell — Asked what specifically the others are looking at regarding back-up information. Page 4of5 CapProCom Minutes for September 13, 2018, adopted Oct. 11 Welch — We are looking at getting information that we as lay people can review and understand enough to ask questions. We have a consensus to work with department head to extend and reschedule for review with sufficient back-up information. b. RORI: Welch — The schedule was made with the intent the RORI would be online and functional; that would have allowed more time for discussion. We also don't have a form to process any RORI information. Recapped the discussion about late requests and that impact on the meeting schedule. He's talked with Town Administration about every public building being renovated or built should be wired for meetings. Lowell — Last year we talked about meeting way early and move into meeting year-round. Welch — Minutes the meetings for STM, we have fewer meetings scheduled this year than last. Bridges — The meeting space has been discussed at the Town Administration level. • • 0 ct a a MA's• • Date: 'l hursday, September 20, 2018, Wannacomet Water Company Conference Room. Transportation Adjourned at 12:21 p.m. Submitted by: Terry L. Norton Page 5 of 5