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HomeMy WebLinkAbout2018-10-11CapProCom Minutes for October 11, 2018, adopted Oct. 18 r4 AU ': CLE1 3?ot�pN7UC$-Fr�b Town of Nantucket N 19"T 15 M8:2 Capital Program Committee y`o9 oRAI �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, October 11, 2018 4 Fairgrounds Road, Community Room — 10:30 am 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; Alexandria Penta, Financial Analyst; Terry Norton, Town Minutes Taker Attending Members: Welch, Kaizer, Hussey, Bridges Absent Members: Kickham, McEachern, Lowell Department Heads: David Gray, Director Sewer Enterprise Fund Documents used: Copy of minutes for September 13 & 20 and October 4, 2018; FY2020 Sewer Enterprise Fund capital request forms; Sewer Enterprise Fund 10 -year Capital Improvement Plan (CIP); ted by unanimous consent. None APPROVE11. 1. September 13, 2018: Approved unanimous consent. 2. September 20, 2018: Held by unanimous consent. 3. October 4, 2018: Held by unanimous consent. •021 AU 1 "41011113 CTSIK33 16IL4961I 1• Discussion CM0I\1 Gray — This program is underway; it was put in three years ago. Last year we did 100,000 linear feet of CCTV work and now have hard numbers and recommendations for repairs/ replacement/other. There is a high-profile area that needs to be immediately repaired; the out - year funding is for cleaning. The CMOM must be a fully -developed manual• training, safety, equipment -use details, etc. We had a trainer come down for specialized training on vehicles. Bridges — In FY2018, the $1.75M, was that the 100,000 linear feet. Gray — Yes, as well as a draft manual and mandated report. Haden and Sawyer is still on-going with all that work. Continued research and camera work is covered by the FY2019 $2M. The CMOM is a living document and will always be updated. Welch — In an ideal world he'd have a summary report as the program matures and develops. We'd have references back to the body of the report, an executive summary that would be updated. We don't need to see report templates by Haden and Sawyer. We would like a volume of information, so we know what work is upcoming that in out years would be populated with numbers. Some of these will be big -dollar items. Asked for an inventory summary and any broad CMOM in the project status report for FY2019 and prior years. Gray — We would have been further along with the CMOM if not for the force main break, which required all resources. Page 1 of 5 CapProCom Minutes for October 11, 2018, adopted Oct. 18 Welch — We want to know if new equipment is anticipated in out years as well as categories of repair and replacement. Kaizer — The CMOM is extended out to FY2023; asked if that is a hard-finish date. Gray — The CMOM is a living document; the initial development should be done by then. Once we have years one and two done, we'll know where we're going and the document will be updated yearly. Hussey — Asked if this is required by the consent agreement and if it an open-ended consent agreement. Gray — The way ours is written, it's pretty much self-sustaining. Once the manual is completed, we can approach DPA (Designated Port Areas) about changes or corrections to the consent order. Welch — Asked if the $450,000 for FY2020 would be carried under the existing Sea Street pump station, Turbi# — No, the supplemental funding will be eliminated; it will be absorbed into an alternate appropriation. Perimeter Fencing Gray — This was brought forward in FY2017; the board wanted more detailed information and cost. He has done no further work on this since, but it is still needed. The goal is to get the contra t out in the spring. Gibson — We were also going to look at the different areas: the buildings and the beds. Welch) — Asked it be broken down in categories so the board can review them. Asked they be put on two CIP request forms: bid and construction. Gray - He wants verification from the insurance company on what can and cannot be done. Some beds maintain a two to three foot water level. Surfside Wastewater Treatment Plant Phase II U12,grade Gray — When we put out a request the original upgrade the bids came back higher than the appropriations. With Phase I close to being done, there might be changes to the Phase II design; he won't know until Phase I has been on line for at least three months. Welch The $600,000 in FY2019 was for reassessment and design, has that been started. Gray — The reassessment has started; this project is on the plan for State Reserve Fund funding. Jetties Beach/Bathing Beach Road Sewers Gray — The project was going to take place last winter. Engineers are working on the design. In last-year's storm, we realized there is a large amount of water that stays in that area; we didn't know how bad it. We had to pull the plug to drain the lot so Natural Resources could get to their building. Part of the replacement will be grease protection; we have to go down daily to clean out grease; part of that will be a 2-inch pressure force main that will go to a chamber under the parking lot to help with flooding. This is all under the FY2019 request. Welch — Asked for a rundown on $285,000. Gray — That was a placeholder resulting from the damage we discovered. There are two branches of that line: Hulbert Avenue and Pawguvet Lane. That $285,000 will be for two extensions if needed. He's hoping the bid will go out this winter and work to be completed before Summer. Welch — He wants to know when Mr. Gray will know whether or not the money is needed for FY2020. Gray — Within a month and a half. Gibson — Timing wise, if we think it will cost more than in the budget, it won't kick in until FY2021. We need to know sooner rather than later if the money will be needed for FY2021. Welch — He'd like to set November 12 as a hard date for that. Further discussion about the 2-inch force main for stormwater drainage. Gray — Something coming out of the CMOM is the use of alternate technology. This area might be a perfect candidate for that. Goose Pond Bike Path Page 2of5 CapProCom Minutes for October 11, 2018, adopted Oct. 18 Gray — This came up when they did the bike path; it won't go forward until the final permits for the Consue project are in. They installed force mains in Goose Pond Road itself and can put in a pump station if necessary. It can be moved out at least one year, possibly two. Welch — His concern is if this were to happen sooner than expected due to mobilization; that's a reason to keep it in FY2020. Loader Gray — This is to replace a 2006 John Deere farm tractor we use for bed maintenance and loading/unloading trucks, mowing, and snow plowing. He has three different quotes from State vendors. This vehicle has spent its life outside because it's too long for the garage; it has suffered from that. We've looked at options from replacing it altogether or go with another type of vehicle. Welch — Asked how much longer it has. Gray — We're spending quite a bit on it; all tires were replaced; parts are rusting; parts are hard to find. Welch — It will benefit Mr. Gray if he's more definitive in what he wants; fine tune the request. He'll put this on the next review date. One -Ton Truck Gray — This is an F-550 2010 dump truck; it is the committed plow truck. We're starting to put a lot of money into repair. This vehicle spends a lot of time outside. Rodding Truck Gray — This is called Truck 4. It is on the road every day maintaining sewer lines and cutting and removing roots. Technology has changed since this 2006. It would be replaced in kind: a Ford chassis. `Sconset Design and Construction New Collections Welch — A quote would be helpful. He couldn't find a CIP request form for this. Gray — They CCTV'ed all of `Sconset but don't have a construction design yet. The $350,000 will be used to get into the design based upon the CMOM data. Welch — Asked how that will relate with the Wannacomet Water Company (WWCo) water replacement FY2020 request for `Sconset. There is no request to do sewer work, but we have a design and construction to come out of the CMOM; he wants to make sure the two projects will be tied together. Right now WWCo will be working in `Sconset and Sewer has proposed work; wants the work to take place concurrently and wants to see a CIP request from Sewer reflecting that. Placeholders Welch — Harbor Place can be held off. The RORI dollar number can be scratched on this. Asked what the South Shore Road Improvements are. Gray — That has to do with Surfside Crossing 4013; we don't know anything about this yet; the developer's plan is not finalized. Gibson — There is now a question about who would pay for the sewer line: the Town or the developer. Welch — We don't have enough information for a discussion. He did discuss this as liaison; from his stand point they can: one, provide the developer's engineer design specifications or two, provide them performance standards; the latter puts the onus on their engineer. Gray — Any plan the developer provides must show full flow to include all lots the line passes along South Shore Road. Welch — The Sewer Force Main Design and Planning. Turbitt — That should be $2.5M. Welch — FY2020 should go to $2.5M. Asked about the FY2022 $20M request. Gray — That is a placeholder; the engineering depends on the route we take. That number was based upon Shimmo linear -foot bids and water -company bids. Page 3 of 5 CapProCom Minutes for October 11, 2018, adopted Oct 18 Turbitt - If this makes it onto the list, we'll have to post the entire authorization on Town Meeting. Gibson - We could do that; we've done it before. Gray - The cost could drop if we can do it in conjunction with water. Welch - Asked when we will know if it will be on FY2020. Gibson - The Select Board didn't act on it last night. We might have to forego on construction and go with design for FY2020 and construction for FY2021. Welch - He's asking these questions because of CapCo's internal process and deadlines. Turbi m -t - The benchmark for approval is October. We might not be open to all the steps along the way. It's something we; need to be cognizant of. Welch - It will have to happen; we'll leave that open for FY2021. Bridges - There is $18,003 and $20,022; asked if those are the same. Gray That was for a force main assessment. During force main repairs, we did spot magnetic and ac ustic inspections along the line; that money was for a full-blown assessment. The second money is for a new force main. Welch - We'll hold on the assessment. He talked with Mr. Gray about a coding system for different force mains for easy identification by committee members. We don't have a CIP form for the Baxter Road Sewer. Gibson - The Baxter Road redesign is not just for Baxter Road but all utilities. Town staff is working on alternative options to relocating the road. Rather than moving Baxter Road, it will likely end up a number of different connections to homes along Baxter Road; that will dictate how the sewer and water would be designed. We are not required to provide sewer to an area, but the property owners can argue the lack of sewer is an encumbrance. We have more to do on this; the $2M is a placeholder. This month we will have a preliminary discussion with engineers; the board will ultimately want to see the overall cost to treat Baxter Road; that alone is well over $100,000; we don't have that yet. Welch) - We'll move that to FY2021 knowing there will be additional information. Wants input from Ms Gibson about the Upgrade Wastewater Lab. Gray That could be moved out to another year. Gibson - There is discussion about a centralized Town -run water -quality lab. We're looking for an assessment from the Board of Health on the running of such a lab: pro forma, staffing, operation, a multitude of questions. Welch - The Upgrade Wastewater Lab will move to FY2021 at a minimum. Asked about the Collection Sewer Rehab. Gray - This could be moved out a year or two in case the max plan finds something not found in the CMOM. Explained the scope of what this includes. Welch �- NatGrid L8 Feeder Project Area Sewer Replacements, we need to be able to act on that. Gibson - National Grid has cancelled numerous meetings over the past months. There was discussion about them doing their project via overhead poles; we don't like that idea, but we need an engineering assessment along that routes and the impact their work will have on our work. We would need our own project manager. Welch - What of the FY2019 money is for where and how much of the logistics money will be coordinated. Gibson - All of it. Now the project has evolved, and that money is being used for an engineering assessment on our part and the $6.5M would be for the actual work. Welch L Wants to know how not to be left out if National Grid starts work. It sounds like we need to be able to act; asked what has to happen to be able to do that. Gibson - If it's approved, we appropriate it. Welch - Asked if they want to keep the FY2020 placeholder in. Gibson - Yes. Page 4of5 CapProCom Minutes for October 11, 2018, adopted Oct. 18 Welch — Reviewed items not covered. Suggested given the circumstances, Mr. Gray will be back with more information for those FY2020 requests at a date to be determined. We'll leave those four outstanding items open and will work out a date for a follow-up meeting. Oliver — She will move the vehicle to operating budget. 1. Liaison Reports a. None 2. Committee Reports: a. None b. Member Comments: a. None 91 WK&M• • • Date: Thursday, October 18, 2018 at 10:30 a.m. at the Wannacomet Water Company Conference Room Adjourned at 11:57 p.m. Submitted by: Terry L. Norton Page 5 of 5