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.
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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.
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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.
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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.
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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
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