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HomeMy WebLinkAbout2018-11-1CapProCom Minutes for November 01, 2018, adopted Nov. 29 Town of Nantucket Capital Program Committee www nantucket-ma.go- .A Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Ki6bam, Peter McEachern, Jason Bridges, Nat Lowell MINUTES W O � Thursday, November 01, 2018 i 4 Fairgrounds Road, Community Room —10:30 am Called to order at 10:37 a.m. and Announcements made. Staff: Libby Gibson, Town Manager; Gregg Tivnan, Assistant Town Manager; Rebecca Woodley -Oliver, Assistant Procurement Officer; Alexandria Penta, Financial Analyst; Terry Norton, Town Minutes Taker Attending Members: Welch, Kaizer, McEachern, Bridges, Lowell Absent Members: Hussey, Kickham Early Departure: Lowell, 11:56 p.m. Department Heads: Brett Lennerton, Manager OIH Documents used: Copy of minutes for September 27, and October 18, 2018; Our Island Home and Town Administration FY2020 Capital Request Forms; RORIs enda adopted by unanimous consent. None MO 1. September 27, 2018: Motion to Approve. (made by: Kaizer) (seconded by: Lowell) Carried 5-0//Welch abstain 2. October 18, 2018: Motion to Hold for review. (made by: Kaizer) (seconded by: Lowell) Carried unanimously 1. Our Island Home (OIH) Presentation Lennerton — The only FY2020 capital project is to replace the flooring in hallways and patients' rooms with Mannington Nature's Path wood -laminate flooring; the maintenance of this material is less labor intensive than linoleum. Welch — It would be helpful to have information on the net effect on the operating budget; he likes to know the cost savings. As an out -year question is a new OIH building and on-going maintenance of current building. Lennerton — We have reopened the workgroup to explore options on the current site. We've hired a company that can tell us what the capital construction cost will look like. We can review different scenarios and look at building designs. The construction will be phased since there isn't room to do a whole new building then move. Welch — Confirmed that Peter McEachern and Richard Hussey are on the OIH workgroup. Lowell — Asked if we are in a complete revamp and not using prior studies and possible locations. Lennerton — The consultant did use a lot of the old information. The questions coming up is the size given demographics and how we build. McEachern — We are starting with looking at using the current property; the workgroup in the first meeting didn't speak about another property. Lennerton — There is also talk about putting staff housing on the site. Page 1 of 5 CapProCom Minutes for November 01, 2018, adopted Nov. 29 Welch — Asked if the intuition modeling software is nursing home specific. Lennerton — We provided the data; they started with staffing patterns. Welch — Asked if that modeling software will include revenue and cost of other services that are not on site, such as home-based care. Lennerton — Yes, they can add lines; they can add additional square footage to cover it in-house. Welch — Staff housing, can you program the pay level of residents. Lennerton — You can, but there is another level of cost Welch — It's an important tool in determining costs; part of what we look at is on-going costs with personnel etc. He's not supporting a particular revenue model; he wants to understand what is driving the scenarios — revenue or demographics. Our goal is to have a self-sustaining nursing care home. Lennerton — His thought process is what can be done to reduce the loss and even make the program self-sustaining. With the revenue models for home -health care, we keep people on Island and in their homes, which is the goal. The home -health-care program would generate more revenue thus closing the loss gap. Welch — It hasn't been an easy discussion for the community; from the capital standpoint, we make a capital recommendation and how the numbers look going forward. Suggested the Select Board vocalized a goal for the OIH Workgroup that will be made available to the community. Lennerton — Workgroup members will point out when something was discussed back in 2007. Welch — There was discussion with the workgroup after the warrant article did not pass ATM in 2008; that discussion focused on capital maintenance and upkeep. He doesn't see any capital out - year maintenance requests to keep the State certification for the current building. Certain modifications had to be made for OIH to keep its State certification; therefore, it's important to have those projects in the out -years so we know we're on the path to meet those requirements and so that we know we are planning to maintain that fixed asset if it doesn't get replaced or voted down. We need the out -year information to plan for the financial source. Lennerton — The most critical issues have been addressed; we started Phase I of renovating patient rooms and bathrooms. At this time, we don't anticipate mission critical repairs in the out years. Bridges — He was once on the side of why put money in this building. He took a tour and realized that we have to put money into it to snake it more livable. We're offering a service and so we have to provide that service. Lennerton — Noted that phased construction of a new building will take several years; this building has to be able to function until the new building is finished. 2. Town Administration Presentation Gibson — We've been refining the Town Administration capital requests. Town Pier We've had couple of appropriations and bid out for a renovation over the summer. That came back higher than the appropriation. We looked at the wave modelling and design specs and decided to strengthen the pier; this has to go out to bid again. For the floating docks, the idea is to prepare the final construction plans and a construction bid package to go out in early 2019. We hope to have a number for the floating docks for the 2019 ATM warrant; the $5M is a placeholder number but that is probably the ballpark number for the whole pier, not just the floating docks. Seasonal Employee Housing The number is not yet finalized. We want design funds for the 6 Fairgrounds Road site; also, we don't have a project manager for this and need to get that done. The first phase is for a design/space-needs study for seasonal town employee housing. The hope is to come back with construction numbers for FY2021. The placeholder of $100,000 is based upon information from Mr. McEachern and the Yacht Club housing. We are looking at the total cost to be around $3M. Page 2of5 CapProCom Minutes for November 01, 2018, adopted Nov. 29 Welch — He's uncomfortable with spending $3M for this when we don't have a plan for existing Town assets; he does understand that one can't be done to the exclusion of another. There are a lot of variables and wants and needs, especially regarding the 6 Fairgrounds Road area. McEachern — Looking at Town Administration request, we have four projects and studies and plans to gather data; hopefully that will provide information needed to make decisions. Employee housing can go in any location. Welch — He's not suggesting that we hold off; he's trying to put pressure on the system, so we have the dirt plan, which we don't have. We have traffic modeling, coastal resilience plan, thugs that don't address housing need. He's reluctant to spend money on a design when we don't know where it will go. Baxter Road Gibson — We have an estimate for $500,0001 from Weston & Sampson. We aren't looking at a full relocation of the road as it is laid out now; the plan is more likely to be Ways coming off Baxter Road leading to roads to the west. There are water, utility, sewer, takings, and wetland issues that have to be assessed. We need a long-term plan for this. Bridges — The Select Board has been pushing Town Administration for this information even if the `Sconset Beach Preservation Foundation geo-tube extension receives Conservation Commission approval. Gibson — We are expecting the total cost to be between $5M & $10M dollars. Welch — That should be added to the out years. Coastal Resiliency Plan Gibson — This is a placeholder for a critical project to assess island -wide erosion impact; the study was begun in FY2018. Milone & MacBroom is the consulting firm and have conducted two public forums. Department of Environmental Protection (DEP) has created a Municipal Vulnerability Program (MVP), for which we can get a grant. The first step is to become MVP certified, which means we have to follow DEP's out -reach outline. We've probably exceeded those parameters with the forums we've held. Another part is a full-day workshop, which we have scheduled in January; it will bring 50 stakeholders together to map out the next steps: areas of focus, most vulnerable areas, what resiliency action should we do. Baxter Road and Madaket have risen to top priority but there is the Downtown area due to sea -level rise and proximity. WE don't know how much we'll need for this; through Senator Cyr and Representative Fernandez, we got $200,000 in the State's economic bond bill for coastal resiliency issues; that will probably come with matching funds. This is a placeholder for what might come out of the plan; the plan will 6 to 8 months to develop. The $550,000 will be off -set by the $200,000. The grant is available for us, the question is when we get it; it's in the bill. Welch — The cost to implement these plans is high; this is a tremendous initiative. Public Meeting Trailer & Fire Station Reuse Gibson — With the loss of the training room, we are scrambling to find meeting space. The space needs to accommodate up to 30 people, meet Americans with Disabilities Act access requirements, and have dedicated NCTV equipment. We've located a public meeting trailer that can be located at 131 Pleasant Street. We are also looking at options for the current Fire Station; the recommendation is to renovate it for a Town department. The meeting trailer is not cheap; it's similar to a school classroom trailer with a bathroom. Lowell — If we buy it, asked if the Town will have a future use for it. Gibson — We would definitely keep it; potential uses include: office space and public works. Welch — Asked about the water quality lab. Gibson — If it comes to fruition, Wannacomet Water Company (WWCo) has been identified as a potential site for the lab. Welch — One possible meeting space in the interim might be the 2" -floor of the WWCo garage. Tivnan — We would need to put in an elevator and a second egress and the bathroom and would need to be changed; the cost for the elevator alone would be close to $500,000. Page 3of5 CapProCom Minutes for November 01, 2018, adopted Nov. 29 Gibson — We need documentation to get a good number for the trailer. For the Fire station reuse, we have preliminary costs to move in couple of Town departments, other longer-term options include: selling the land, putting housing there. We're working on a comprehensive option sheets; there are few obstacles such as the sewer force main running through the property. Welch — Asked what the timeline is to come to a final plan regarding the fire station. Gibson — A minimum of five years. Welch — Another thing might be supplement the parking; this area is in dire need of parking. You can't put in a full-fledged parking lot and have it pay for itself in five years. There might be a way to use the current space to alleviate traffic and create revenue; you might lease parking spaces to restaurants. Gibson — Parking in that location is one of the options; but that would have to worked out for a wider area. Welch — If it were leased to restaurants, it would be up to them to mark their spaces or use it for employees. Bridges — That subject is on the November 14 Select Board agenda. E-Permittin Gibson — We need additional funds to complete the project Tivnan — HDC and Planning can't use the off-the-shelf software, so it will cost more than we anticipated. Welch — Thought that was brought up with IT's presentation. Tivnan — We are presenting the quotes we now have for IT. The quote, $153,000, is for nine months. Strategic Plan Gibson — This is a placeholder; we're in the early stages of implementing the Strategic Plan. Our initial knowledge is that paid parking under the transportation goal is something the Select Board wants to get implemented within the next 18 months. Right now, we are evaluating which system will be best. Traffic Modeling Gibson — This is for mobility modeling on how people get around the Island; it's also come up through the data platform. Lowell — This has come up at the Planning Board through all of the different projects: three different studies morphing into one video showing roundabouts with cars. Mike Burns is working on some of this; maybe there's some funding from other resources. People are hot for this stuff. Welch — The inference is the modeling will be done by data analysis; it's not a modeling solution which is software utilized by Mike Burns to see a pretty picture. Modeling could be a useful tool when there is a proposal for change of one intersection and to see the impact on other intersections. Gibson — That is what this is for. It is multi -modal; it incorporates all modes of transportation: private vehicles, bikes, buses, walking, etc. Welch — This needs to be a dynamic environment so that after discussion the data input would change then the results change, and we are generating options and alternatives. Lowell — He doesn't see that; a consultant will end up using his own data; unless there is a software program we are going to buy. Welch — It wouldn't be a proprietary solution. Lowell — Ten years ago, no one wanted Millbrook Road opened as an alternate cut through to Madaket; now everyone is asking for a new means to reach Madaket Welch — The public brings up a concern and we can say it has been looked at Document Management Solution Gibson — That is a continuation of a project that is underway. We're doing the pilot right now; this is the continuation. Page 4 of 5 CapProCom Minutes for November 01, 2018, adopted Nov. 29 Tivan — This would finish Public Health then start with Natural Resources; these two departments are the pilot program. The quote to digitize PLUS records was $1.5Bn; that's in an outyear; if the pilot works, PLUS would be next and that's what we would be asking Welch — PLUS has records stored in a garage and when the doors are open in the summer, the records are subject to the humidity; they should be a higher priority. If we wait, it will cost more money. Outyears Gibson — 2 Fairgrounds Road renovation/reconstruction has been moved out. Harbor Place transportation facility, we did a study; we haven't reached an agreement with the Harbor Place Group. You will get updates on those. Discussion Kaizer — The Coastal Resiliency Plan request is duplicated in the packet with no Baxter Road request. IV. REVISIT 1 DISCUSS OUTSTANING ITEMS 1. None V. LIAISON/COMMITTEE REPORTSCOMMENTS 1. Liaison Reports a. None 2. Committee Reports a. None 3. Member Comments a. None 1 >atc: Thursday, November 8, 2018, 10:30 a.m. at the 4 Fairgrounds Road Community room. Friday, November 9, 2018,10:30 a.m. is being added; location to be announced. Adjourned at 12:02 p.m. by unanimous consent. Submitted by: Terry L. Norton Page 5 of 5