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HomeMy WebLinkAbout2018-10-18CapProCom Minutes for October 18, 2018, adopted Nov. 8 NAi4 0 Town of Nantucket T (D ,� s A Capital Program Committee 2818 NU 13 PM 1: 52 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 18, 2018 Wannacomet Water Company, Conference 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, Hussey, Kickham, Bridges Absent Members: Kaizer, McEachern, Lowell Late arrival: None Department heads: Tom Rafter, Manager; Jamie Sandsbury & Noah Karberg; Karen McGonigle, IT Chief Tech Officer Documents used: Copy of minutes for September 20, and October 4 & 11, 2018; Airport & IS GIS RORI; Airport Capital Request Forms; IT Capital Request Forms Agenda adopted by unanimous consent. None APPROVE 1. September 20, 2018: Motion to Approve. (made by: Hussey) Carried 3-0//Welch abstain 2. October 4, 2018: Motion to Approve. (made by: Hussey) Carried 3-0//Welch abstain 3. October 11, 2018: Motion to Approve. (made by: Hussey) Carried 3-0//Welch abstain • III III CTK W33 to] -91 MI I • 1. Nantucket Memorial Airport Presentation Rafter — We have five projects. We must do is the Paint and Beads and Rubber and Markings /Discussion Removal; this is a continuing program and is a Federal Aviation Administration (FAA) statutory requirement. Other FY2020 projects include: Sanitary Sewer Upgrade; Ecological Restoration Equipment; Maintenance Vehicle Replacement; and Great Harbor Yacht Club (GHYC) Pipeline Piles Removal. Years ago, there was a pipeline that run under the harbor and filled our fuel trucks; G14YC wanted the stanchions removed; this is for the removal of 22 piles. This project will require multiple permits. Kickham — Asked if the piling removal included getting rid of scrap. Rafter — Yes as well as permitting costs. The pipeline was for aviation fuel only. Hussey — Many of these projects are marked as medium priority. Rafter — The tractor mower and truck replacement are funded through a State 80% grant. Karberg — We consider high priority as operations critical; medium doesn't shut down the business but is operationally efficient. Welch — The paint, beads, and marking removal is the first priority; two is the sanitary sewer upgrade; three is the ecological equipment; four is the maintenance vehicle replace; five is removing pipeline stanchions. Kicham — The pilings removal project, this has been like that for a while; kids are playing there and could get seriously hurt. He sees this as important. Page 1 of 5 CapProCom Minutes for October 18, 2018, adopted Nov. 8 Bridges — Agrees about the liability issue. Rafter — Also, we had two projects at Special Town Meeting (STM) that didn't pass due to lack of a quorum; that could have an impact on our operations. The FAA has two deadlines and we aren't making either. However, there is an additional $500M the FAA spends on infrastructure. The theory is $1.5Bn is put into the system which will then free up distressed areas for projects. These two projects have been in the Capital Improvement Plan (CIP) pipeline for a couple of years. The taxiway is crumbling but it's a $20M project and we were hoping to get that authorization. The state ASMP requires us to pay then they refund us 50%. Kickham — When he met with Mr. Rafter, we spoke about the paint, bead, and marking removal and coordinating with other Cape and Island airports. Rafter — We've worked with two other airports to put in an Request for Proposal (RFP); that saves on the mobilization costs. This cost reflects the need for the removal of all layers of paint and markings. The tractor for ecological restoration and the 550, maintenance dump truck are subject to an 80% State grant. Welch — Appreciates the thoroughness of the CIP request forms. It makes it easier to process. The thorough documentation is getting us closer to our goal. Suggested moving to the outyears. Asked if Mr. Rafter has a copy of the Planet Report; asked if FY2021 to FY2025 agree with what CapCom has for projects. Wants to make sure that what's in for FY2020 includes the STM articles. Sandsbury — No, the inclusion of FY2018 and FY2019 confused her. Turbitt — Another question that would be asked is are they going forward to ATM with the two projects not voted on at STM; if so, those require CIP request forms. Rafter — He is carrying those forward; he thought he had those in. Sandsbury — They didn't make it into this planning report Welch — We will need an update on Airport Security and Taxi Echo with CIP request forms; those are outstanding items. If our report has a lack of congruity with what the Airport has, suggested using what they have for outyears. Rafter — For FY2021: Common use ticket counters; Runway 333 Taxiway Connector, which can be pushed back; enclose terminal main entry; upgrade generators; truck replacement; tug; and replace buses. For FY2022: fencing, high-speed taxiway; south apron extension; HVAC replacement; and markings. Big ticket items include: infrastructure; pavement; rehabilitation. We were hoping to take a breather to get the debt service under control; fortunately, the big-ticket items are 90% funded. Hussey — Asked about flight traffic into airport. Karberg — It's up slightly: larger carriers are growing; General Aviation is static. Rafter — Operation are down for the passengers in holding zone. Fuel sales were up 30% in September and up in October as well. Welch — Asked if we will eventually be looking at a runway expansion. Rafter — Doesn't think it will be done but would be nice. Some ramps replaced 1.5 years ago are already experience degradation; damage is when heavy aircraft are turning or standing. Karberg — JetBlue new jets will have an increased passenger capacity of 144 seats. Rafter — We are moving forward with the structure for Airport Security; a tent was okay for one year only. We have a difficult time getting people to do the work. Welch — With the increased weight of the larger aircraft, that's a larger concentrated load; the substrata should be a part of the planning. Rafter — Last round the engineers assumed the lowest size; we aren't doing that and going with the highest size and load. The Taxiway Echo work will be a complete reconstruction to include the substrate. Bridges — About the pilot shortage, asked if it will impact operations should it get worse. Rafter — It'll have greater impact on the smaller airlines such as Cap Air and Rectdx. The larger carriers are in a good position and are adding flights next year. We're looking at how our volume Page 2 of 5 CapProCom Minutes for October 18, 2018, adopted Nov. 8 of fuel sales and assets run together; currently we're in an economic bubble; but that could burst. We are cautiously optimistic. Karberg — It's airline strategy; as airlines upgrade aircraft, they contract fuel purchases in a central location. Our contract fuel pumping is lower. Our year-round carriers, Cape air and Rectrix, are heavily subsidized; if they do decline in service, that would be a community loss. Hussey — Asked if Cape Air and Rectrix are becoming less competitive with the hi -speed ferry. Rafter — The ferry is a huge portion of that market; Cape Air is starting to fly to Kennedy year- round; they are looking to diversify. Karberg — There is a gap between General Aviation and the boat; he doesn't know any Nantucketer who is still flying due to pricing. Welch — With respect to increasing flights per day, asked if airlines make a financial commitment to make that happen. If there were, it would signify that they are planning well in advance. Rafter — We are trying to get them to make one. Kickham — Regarding flow of passengers, asked if major airlines bear any of the cost. Rafter — We are trying to get a mechanism in place where they would bear the brunt of that We are working out what the FAA permits us to do. Bridges — The items that did not pass STM, asked if those will still be on the April ballot. Turbitt — They will be on the ballot. We will start early to work it out with Bond Counsel. If the FAA requires it by May; depending on cost, he'll work with the Airport about getting an article 2. IT ready for ATM; it's not a funding issue; it is a timing issue. Presentation McGonigle — High priority is the $50,000 for Replace Town Computers/Printers; this is an /Discussion every -two-year replacement request and is integral to operations. Next is Network Infrastructure at $130,000; she wants it increased to $150,000, in anticipation of increase in cost, to run fiber cables from the data center to the Department of Public Works (DPW); DPW is currently connected via ComCast cable modem, which isn't reliable; tied to this request is the upgrade of the ComCast internet service to an enterprise -level fiber direct. Kickham — Asked the reason for the two-year equipment replacement. McGonigle — We spend $125,000 a year to replace equipment but some years it is less; by requesting the same amount every two years covers both high volume and low volume years. Welch — Asked what percentage of computer inventory is replaced over a two-year interval. McGonigle — Probably around 15% to 20%. We are on a 5 -year replacement cycle. Kickham — Asked if there are departments that always get new equipment or is it really a 2 -year rotation. McGonigle — There could be exceptions if a department needs something new and better with higher processing power. Their existing equipment would be recycled to a department that doesn't need the processing power. Welch — This is an excellent example of scheduled replacement. Hussey — Asked if Town IT services all Town departments. McGonigle — We don't service equipment for Police, Fire, and Airport; we do provide network infrastructure to all department. Welch — Asked what the highest demand is and where we're going in needing more bandwidth. McGonigle — We are seeing service degradation during peak hours of the day; slower upload speed is noticeable during live broadcasts. Our e -permitting system, with other department's applications will be moving into the Cloud. She sees an exponential increase over the years. Welch — Asked about on -island back up if the Cloud were to fail. McGonigle — We're working on a solution to that and putting in a redundant system. Right now, it's about 10% use of the Cloud; she expects it to increase to 25% over the next 3-5 years. Page 3 of 5 CapProCom Minutes for October 18, 2018, adopted Nov. 8 Welch — For him, the thrust is that we could have a catastrophic loss of connection with the mainland in a storm and we would be paralyzed for however long it would take to reestablish the connection. We need to develop resiliency in the event connection with the Cloud is lost. McGonigle — As an island, we must plan for that type of disaster recovery; that we could lose connection is entirely possible. That is one reason why we are hesitant to move critical services to the Cloud. This is a new frontier for isolated municipalities. We're exploring best practices. Welch — Asked if the e -permitting software is vendor proprietary or Town contracted to be custom for us. McGonigle — It's a combination and started about two years ago. It requires customization because of our work load. Welch — Asked if the software graphic interface can be local in a redundant form on our servers or will it always be based with the company provider in the Cloud. McGonigle — We have to put a redundant copy of the application locally on our disaster recovery system. Welch — About the fiber to be put in, asked if actual cable would be run to the DPW. McGonigle — Yes; we would have to run the conduit; explained the cost of installing the conduit is from a vendor that has worked with Town IT for a while; it will tie in downtown and there is a new system of running the conduit that's why the cost seems low. Welch — We would request an updated CIP request form reflecting the $150,000 for the Network Infrastructure. Bridges — When he was working for the Town, access to the DPW was often down because they don't have enterprise -level fiber direct. Kicham — The Network Infrastructure request, there's a FY2021 request; is this phased. McGonigle — Yes. Welch — Going to the outyears, asked Ms McGonigle for a review of future projects. Asked also to know what projects from FY2019 have been completed. McGonigle —"The outyears might change as she looks closer at IT services. FH2021, the $100,000 Network Infrastructure is to bring smaller departments into the fiber loop; the cost is low because they are connecting into existing lines. Welch — Questions why that wasn't included for this year; he thinks it should be tied in to the FY2020 request and do it all at once. Kickham — Asked what the additional $100,000 and $50,000 in the out years is for. McGonigle — The FY2023 $50,000 should be for the desktops but it looks a little off; she needs to confirm that. The $100,000 that is for equipment in addition to the desktops. Turbitt — The Network Infrastructure every two years server replacement. Welch — He'd like to discuss the FY2021 Network Infrastructure as a FY2020 request. It appears to him we would be saving a small amount of mobilization doing it all at one time. Kickham — Asked if IT would be able to hand the additional work of doing that. McGonigle — It would put some pressure on existing staff to work with the vendor. They hoping to increase staff; if that works out, should be able to do this. Turbitt — If the money is allocated, it would be available as resources come available. If CapCom is interested in that line of reasoning, Finance would discuss that with the Town Manager as a CapCom recommendation. He needs to know sooner rather than later as they get down certified free cash and frame out the funding sources. Bridges — For the record, he'd also like to see the FY2021 Network Infrastructure moved into FY2020. McGonigle — Server Virtualization funding is available, and we are at the vendor proposal stage; the $75,000 every other year is for maintenance. Every so many years, the Town refreshes the flyover for the GIS; that is happening now. Discussion about the interval from when the aerial photos are taken to when they appear on the Town GIS website. Page 4of5 CapProCom Minutes for October 18, 2018, adopted Nov Kickham — Asked when the next GIS upgrade would be. Turbitt — FY2026. Kickham — Asked if there is anything foreseen that might be upcoming. McG — She's not sure. She sees our mail system going on line, possibly the accounting system, and getting rid of as many paper files as possible. Welch — Asked which department handles the digitalization of records in terms of requests. Turbitt — Probably through IT with assistance from the department. Welch — He believes digital documents and storage, though not a high priority, should be included in the out years. Turbitt — We allocated funds last year to start the process. We have a massive number of old documents to scan and it will be very expensive. There are a couple of small-scale projects going on to check the effectiveness of the system. Committee Kickham — On the RORI, someone could think one thing is important and another person think Discussion it is not. Welch — The purpose of the RORI is for that so we don't have to discuss that. It allows each individual to give input and clarifies our individual understanding of the request. MLV�0FAMOONVIi• •' : • 1. Liaison Reports a. None 2. Committee Reports 3. Member Comments Welch — He will be pinning down outstanding items over the next week, so outstanding items can be reviewed November 1 & 2. Meetings are scheduled for November 8 and possibly November 9. a. Date: Thursday, October 25, 2018,10:30 a.m. at 4 Fairgrounds Road Community Room Adjourned at 12:11 p.m. by unanimous consent. Submitted by: Terry L. Norton Page 5 of 5