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HomeMy WebLinkAbout2018-9-27CapProCom Minutes for September 27, 2018, adoptedy tit A T U C; 4 Town of Nantucket Capital Program Committ NOV -1 PH 12: 54 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, September 27, 2018 4 Fairgrounds Road, Community Room —10:30 am Called to order at 10:32 a.m. and Announcements made. Staff. Brian Turbitt, Director Finance; Rebecca Woodley -Oliver, Assistant Procurement Officer; Alexandria Penta, Financial Analyst; Terry Norton, Town Minutes Taker Attending Members: Welch, Kaizer, Hussey, Lowell Absent Members: Kickham, McEachern, Bridges Late arrival: None Department Heads: Michael Cozort, Superintendent of Schools; Diane O'Neil, Nantucket Public Schools (NPS) Facilities Manager; Martin Anguelov, NPS Finance. Documents used: Copy of minutes for August 16 and September 6, 13, & 20, 2018; Nantucket Public Schools (NPS) ten-year Capital Improvement Plan; NPS RORI; NPS Capital Project Request packets; Central Office Addition architectural plans. Agenda adopted by unanimous consent. COMMENTS1. PUBLIC No nc APPROVE 1. August 16, 2018: Adopted by unanimous consent. 2. September 6, 2018: Held by unanimous consent 3. September 13, 2018: Held by unanimous consent 4. September 20, 2018: Held by unanimous consent 1. Nantucket Public Schools Discussion NPS Building Improvements O'Neil — Lumped all building improvements for the schools together. The Nantucket Elementary School (NES) leaking gym roof is off the table; turned out to be condensation from an HVAC unit on the roof. NES cluster spaces flooring moisture come up; refinish with Epoxy. NES connecting corridor floor and the door mats to be replaced with something for heavy traffic. NES Classroom cabinets are original and low for little people; these can't be purchased off the shelf; this is a multi-year project. Nantucket High School (NHS) exterior re -shingling and paint the window trim. Welch — Asked how the aluminum frames are holding up. O'Neil — They are doing great; we replaced the panes with energy-efficient glass which stopped all leaking. NHS concrete aprons needs replacement; other concrete issues are the sidewalk in the rear and needs to be replaced. Third Stage Backus Field O'Neil — This is a final request. One abutter has given their assent for the transaction; Mr. Reade will file the request and once Nantucket Islands Land Bank accepts the request, we can move forward. Page 1 of 4 CapProCom Minutes for September 27, 2018, adopted Nov. 1 Cozort — We started on this four years ago; it's dragging out, which has been frustration, but it involves approval at many levels. Welch — Backing up to Building Improvements, noted that some project titles in the worksheet don't track. Land Acquisition has coding for FY2024, which he thinks might be a typo and out years for Building and Ground Improvements have no entry in the worksheet Oliver —"There was a lot of stuff added a couple of cycles ago. They are catching up. Welch — Asked the school process for procurement of capital projects. O'Neil — Not unlike other departments; reviewed the process they used for improvements to one of the schools' library. They have State laws that must be followed. Hand -Held Radios O'Neil — Finding it more difficult to hear on the current radios as the campus expands. Cozort — Explained how the radios are used; all staff carry one them. O'Neil — The new radios can be programmed to a dedicated frequency. She asked for $200,000 for new radios. This is a safety issue. Kaizer — Asked if it is possible for the school radios to switch to a different department frequency such as fire or police. O'Neil — That's a good idea and she'll look into it. Welch — The Motorola service provider will have a software solution to track radios and ping the location. Asked what the useful life is. O'Neil — She was told virtually forever. Discussion about obsolescence of the radios and issues with purchasing additional units. Welch — These radios are listed as desk -top, single chargers; suggested looking into recharge racks, which would help track the radios. Athletic Complex Master Plan O'Neil — We need a Master Plan, which would include moving the baseball field and to plan for a new school. We need a design team to help us through the process; asking for $250,000 to hire the design team. Cozort — Five years ago we developed a Master Plan for the athletic complex but shelved it in lieu of building improvements. We need the plan to facilitate construction of a new school; a new school will be necessary. Our enrollment comes back stronger after every dip; the high school is full now. He recommends looking at either building a new middle school, which is cheaper than building a high school and will give NPS another 20 years before yet another school sis necessary. We could turn the NHS vocational wing into academic space and buy a new vocational building; doing that however, might not give NPS another 20 years. O'Neil — Talked to Sandwich High School and got the plans for their new field, which incorporates a hill into the viewing stands and announcer booth; those plans would require relocation of the football field. If we follow their plan, we would have space for a new vocational building. Cozort —The baseball field will move to Backus Lane to allow room for a new middle school. Welch — Suggested considering re -titling the NHS Fields, Track & Stadium to Master Plan to convey the accurately the proposed work and the funding amount parallels that activity. The $250,000 should accurately conveys the amount of study work that needs to be done. With the Building and Ground Improvements and that some items are rolling forward year to year regarding prioritization and dollars that must be spent, we'll want an FY2018 update of what was proposed versus what's been completed with a description of why it isn't completed. Hussey — The 10 -year Capital Improvement Plan should have a number for a new building/school. Welch — The planning sheet shows two numbers for NPS playground improvements; asked if that is a duplication. Oliver — That will be cleaned up. Page 2 of 4 CapProCom Minutes for September 27, 2018, adopted Nov. 1 Cozort — We haven't been able to put the money in but want to continue showing it. If a parcel comes open, we can bid on it. He doesn't like going with imminent domain; that doesn't make happy neighbors. Lowell — This is like the real estate account. It should have already happened. Turbitt — Even if the money is in the account, we still need acquisition authority to make a purchase. Real estate account money can be used for purchase of property for any Town department. Without a plan, we are putting money somewhere without knowing how it will be used. We've had conversations about this. Because of massive infrastructure needs, this has been put on the back burner. Welch — We need something that passes legal muster to allow money to be set aside for purchasing property within a normal residential purchasing timeline. We could have authorization to have an option on neighboring real estate; there are ways to allow NPS to move forward. Turbitt — We could get borrowing authorization; that would have to go through a Moody test to ascertain how much could be borrowed. The Master Plan should identify abutting properties. Lowell — If we don't figure out how to do this, we could miss purchasing a useful property. Suggested getting right of first refusal from abutting property owners. Welch — It is in the Capital Improvement Plan as a request; Finance and NPS must work out the details on how to make it happen this year so CapCom can make a recommendation. His consideration is that it is prudent to be able to purchase land at market rate when it becomes available. Pointed out that adding playing fields and new schools increases the operating costs. Central Office Renovation O'Neil — Asking to use $550,000, left from funding for the Nantucket Intermediate School, for renovation of the Central Office; they have an architect. Turbitt — He had a brief conversation about some of the changes but not the costs of the changes. Welch — This isn't vetted but school staff is here. O'Neil — The proposed addition is about 2,200 square feet; the least expensive construction cost she found was $550 per square foot at about $1.2M; she so put in a request for an additional $650,000. Welch — We'll put this on our outstanding items list for discussion in December with Town Manager recommendation. On the design, he can see some print coming in the door, asked what the adjoining space is. These plans should go to Finance to be added to out December packet Cozort — Explained the consolidation precipitating the expansion the Central Office building. With Americans with Disabilities Act accessibility, bathrooms, and conference room, we had to make the building larger. Hussey — Asked if Ms O'Neil is comfortable with the amount she is asking for this work. O'Neil — Yes; explained how she came to the $550 per square foot estimate. Pointed out the office is currently on septic; the Town is asking them to tie into the Town sewer. The HVAC system will continue as a mini -split system. We don't have audio/video wiring for the conference room. Welch — Suggested that their conference room be audio -video wired for public meetings. Lowell — The slab on grade requires mini -splits. Asked if the schools if this fits into the Master Plan as a permanent location for the Central Office. He doesn't want to invest this money for something that is temporary. Cozort — We looked at other options; staying here is best. Welch — Suggested they discuss this with their CapCom liaison and send a copy of the plans to the liaison. Outyears Welch — He would like to know more about the $750,000 for the Master Plan and out -year land acquisition. Page 3 of 4 CapProCom Minutes for September 27, 2018, adopted Nov. 1 O'Neil — The $500,000 FY2020 is for the Land Bank land acquisition for a playground and playing field. The master plan is broken up into phases because we'd like to build the synthetic football field. Once the plan is discussed, we would like to start moving the football field. In FY2023 and FY2024 we would do the next piece. Cozort — We could go with a single larger capital request or break it up into manageable phases. Kaizer — We'll get more clarity after the Master Plan is complete. O'Neil — If this is approved, she can't start the procurement process until July; it will take about a year from that point. GENERAL DISCUSSION & RANKING & IMPORTANCE Oliver — (can't hear her) ... or wait until after November. Welch — We'll wait to rank that until after November. We'll table todays submittal requests to the RORI for November. Discussion about the setup of the RORI form and filling out the ranking and priority. Welch — Asked if Ms Oliver has received any RORI for transportation. Oliver — Got the RORI for transportation from three members. Welch — Asked for a list of members who have turned in the RORI on which department. We'll rank DPW transportation, solid waste, and operations as a whole. Lowell — On school land acquisition, he doesn't want to rank it because he feels like he would be meddling, telling them what to do. Welch — How we head in that direction is important; the policy discussion has been brought forth. Suggested ranking it as a citizen of the community; it's still important to have that information. Welch — The idea is to promote the concept that department heads have strategic plans in place that meld with the Town Manager's Strategic Plan and the Town Master Plan. Explained the RORI Phase II will have a breakdown of the strategic category to department -level plans and master plan with ranking. IV. LIAISON/COMMITTEE REPORTS & MEMBER COMMENTS 1. Liaison Reports a. .L 2. Committee Reports a. No e Member Comments a. Lowell — The CapCom meeting at Wannacomet Water Company was good if the space was a little tigh . The discussion we've had with departments for including meeting space and it being wired for audio -video is a good idea. We should also discuss records storage. Date: urs October 4, 2018 at 10:30 a.m. in 4 Fairground Road Community Room Adjourned at 1 .11 p.m. Submitted by: Terry L. Nort, Page 4of4