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HomeMy WebLinkAbout2018-11-8CapProCom Minutes for November 08, 2018, adopted Nov. 29 Town of Nantucket Capital Program Committee www nantucket-ma.gov � L Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy F;O'khats 5. Peter McEachern, Jason Bridges, Nat Lowell MINUTES , Thursday, November 08, 2018�C 4 Fairgrounds Road, Community Room —10:30 am i Called to order at 10:30 a.m. and Announcements made. Staff: Libby Gibson, Town Manager; Brian Turbitt, Director Finance; Rebecca Woodley -Oliver, Assistant Procurement Officer; Alexandria Penta, Financial Analyst Attending Members: Welch, Hussey, Kickham, McEachern Absent Members: Kaizer, Bridges, Lowell Late arrival: None hy, Nantucket Fire Department; Michael Cozort, Superintendent of Department Heads: Chief Stephen Murp Schools; Diane O'Neil, NPS Facilities Manager; Martin Angelou, NPS Finance; David Gray, Director Sewer Department Documents used: Copy of minutes for October 18, 2018; Fire Department FY2020 Capital Request Forms; photos; NPS FY2020 CIP Request for expansion of the administration building; Agenda adopted by unanimous consent. 1. Motion to Approve October 18, 2018 minutes. (made by: Kickham) Carried 3-0//Welch abstain 1. Nantucket Fire Department Discussion Replacement of the SCBA Air Packs Murphy — Received the first ten from last -years request; on-going until all packs replaced. Noted how the packs of regulations have changed making the current packs obsolete. Welch — Asked the replacement cycle for the new packs. Murphy — After the change -over is complete, he will incorporate the new packs into the operating budget, taking it out of capital. They would be replaced every 5 or so years. Advanced Life SW12ort (ALS) Equipment Murphy — The department has seven paramedics training in the ALS program; close to be certified. This is to equip one truck; an example of cost is a monitor is about $30,000-$35,000. This is part of a 3 -year program going forward to equip all the trucks. Next fiscal year he will have one truck with adding a truck every year. Replacement costs will be incorporated into the operating budget. McEachern standpoint,— From a cash-flow standpoint, it might make sense to buy all the required monitors then put the rest for ancillary supplies in the operating budget. Kickham — Asked how they are looking to accommodate staff being certified. Murphy — Expects that to come out of the ambulance fund. Once the program starts spinning up, he can equip the final three trucks in the coming year without burdening the account. It doesn't make sense to buy all four trucks now because he doesn't have the paramedics to staff them. Page 1 of 7 CapProCom Minutes for November 08, 2018, adopted Nov. 29 McEachern — With the $50,000 cap expense threshold, spreading $35,000 over several years is "creative accounting." Murphy — Needed equipment for an ALS vehicle is a monitor, airway equip, meds, IV, once all that is on, it's part of the Operating Budget. Welch — Explained his reasoning for using the capital funds for the monitors now with the other equipment coming out of the operating budget. Murphy — Pointed out that technology changes quickly so buying it all at once might not be wise. Turbitt — A lot of operating supplies purchase annually will come out of Ambulance Reserve Fund (ARF). The $50,000 is start up for one ambulance. We could discuss buying more than one start up kit; but we are trying to synch this with when we start getting ALS revenue. Right now, we aren't generating that ALS revenue; don't want to strain the ARF. If the committee is suggesting outfitting two ambulances now in anticipation of next year's staffing, we can look at whether it can be fitted into the ARF. Replace Ambulance #1 Murphy — This is to replace a 2008 Ford F-450 with over 200,000 miles on it. This fits into the replacement schedule; he had moved it out one year. Welch — Asked if this comes pre -fit with the ALS package. Murphy — We buy the truck then put the tools in it. These are designed to function as ALS vehicles; the last two trucks we purchased were designed to be outfitted with ALS equipment Hussey — Asked how many EMTs the department will have after the first group goes through. Murphy — His full staffing is 26 not including administrative staff; everyone in the department is trained in EMT Basic. He has 6 people on shift with 2 being paramedics McEachern — Asked who services the ambulances. Murphy — We're currently putting an invitation for bid on those services. The Department of Public Works (DPW) has allowed us the use of their mechanic; he's looking to add a mechanic to the staff. Servicing an emergency vehicle is a whole different certification process. McEachem — Asked how much latitude he has in looking for a mechanic. Murphy — going off the airport's replacement; they had some very qualified applicants. So is hoping for a similar salary range as the airport. Welch — Asked if the new facility has room for a vehicle workshop. Murphy — No, when we move into the station, we'll be close to full for apparatus. Everything we currently have can be housed inside. He's hoping for completion of the out building that could be used as a vehicle workshop. Welch — He wants to be sure we are provisioning in terms of what the department needs, CapCom out years, and what is needed to meet Chief Murphy's goals. Murphy — The ancillary building is a huge advantage; it would provide an excellent benefit having a maintenance and storage facility on site. Currently, stuff is stashed here and there. It would also allow us to have lifts in place for use on heavier trucks and brings everything together. Welch — Asked where we are with the ancillary in terms of timeline. Turbitt — There's a capital request from the police department for supplemental funding; it came in higher than we had estimated. The timeline right now is that we have no ability to proceed without the additional funding on the implementation of that out building. Welch — Asked if this is the option approved several years ago. Turbitt — Yes, it was included in the supplemental funding that allowed the station to go forward. The supplemental funding was for about $1.5M. When we went out to bid, we put it out directly rather than including it in the station bid, but it came back far outside what was anticipated. Police have, therefore, included in the FY2020 request for funding to bring us up to what we need to continue that part of this implementation. We're at a point where can't do anything. Welch — Asked if the best -case scenario is that the shovel won't hit the ground for at least a year Page 2 of 7 CapProCom Minutes for November 08, 2018, adopted Nov. 29 Turbitt — If the supplemental funding is approved, construction could start the day after ATM. We have authorization for some of it now. Murphy — Some site work has already been completed. Welch — Asked if there will be capacity for some type of reserve for fuel to carry over isolation due to a storm or do we have a contract for emergency diesel fuel from Island providers. Murphy — He hasn't run into that. Harbor Fuel is good about ensuring our tanks are full prior to storm; they've even sent trucks to a fire to refill the trucks. Kickham — Asked if all ambulances will be filled ALS from this point forward. Murphy — No, not all calls are ALS calls. Replace Engine 7 Murphy — This is to replace the 1998 Ford F-800 stationed in `Sconset. The price is based upon a truck Harwich just purchased. It needs to be short enough to fit in the `Sconset or Madaket station. Explained how specific vehicles are for specific jobs. Engine 7 is the third -line truck; currently he has three working engines with the others down for work. It would cost as much to fix it as to replace it. Hussey — It's not just a truck parked in `Sconset, this gets a lot of use. Murphy — Not only is it used for the fires for which it is designed, it is a back-up for house fires and it gets a lot of use. The replacement truck would have 4 -wheel drive enabling it to run in snow. Welch — In the out years, there are other new engines; with a mechanic in house, asked when the next replacement year for Engine 7 would be. Murphy — The useful life of an engine can be 10-20 years depending on how it is used. Engine 7 is a 30 -year truck; he has it broken out. Welch — He refers to this as a scheduled replacement, so we have an idea of when the vehicle will have to be replaced. 1. Nantucket Public Schools Discussion Welch — This is to discuss the Administrative Office building. Cozort — Reviewed the 20 -year demographic numbers. In 2014 demographic study, the prediction was that our school population would be 1,686 for this school year; our population this year is 1,686. If we keep adding 50 students a year, that is 400 students in four years; for example, Nantucket High School in 2010 was under 400 kids; today we have 550. We need to bring some English Language Learners, Special Ed, conference room out of the school buildings; we are doubling the size of the renovation as a result. Hussey — Asked if the money originally approved came from new school building, if there is any left. Turbitt — He'd have to go back through the line; he thinks we can cover this through the borrowing. Welch — Asked for the estimate total for the request before the committee today. O'Neil — We don't have a cost estimate yet. We just agreed on the final plan of 200SF. The Intermediate School was $534 per square foot and the building at Brant Point was $590 per square foot; she estimates this would cost about $550 in the middle and came up with $1.2M. Welch — We're looking at an estimate of $1.2M. Cozort — Reviewed the expanded plans; moving the offices would free up four classrooms in the elementary school and allow them to go to universal pre-school. O'Neil — The Special Ed has three people and needs a private conference room; the IT person and servers will come from the high school. The size has double from the existing footprint. Discussion about the scope of the interior redesign and the proposed addition; construction is slab on grade. Hussey — Asked how construction will be handled with the building being occupied. Cozort — The proposed construction will minimally disrupt current operations in this building. Page 3 of 7 1. CapProCom Minutes for November 08, 2018, adopted Nov. 29 O'Neil — During construction, she will move to the NHS office that currently houses the security cameras and building files. McEachem — Asked if there is a need to get to the second floor from outside. Cozort — No, those are offices. Welch — He would like the 2nd -floor plan included to complete the package. Kickham — Asked if there is consideration for storage of files in the building. Cozort — Yes, there are a lot of Special Ed files and personnel/central office files; we are starting to digitize that. 2. Sewer Department Discussion. Aurora Way Pump Station Welch — We were looking for an updated CIP form. Gray — He has no new data on that; an engineering firm is getting ready to look at it. Welch — Asked where that puts this. Gray — Later FY2020 to FY2021. Turbitt — We have construction between two years. We can work with the firm that will do the design work to provide some preliminary information and an estimated cost. We have 3 or 4 firms we work with regularly and can give us a good estimate on those costs. Welch — Wants to be sure there is a number we'll be using to help this coalesce. FY2021 doesn't have $250,000 for the remainder construction. McEachem — Asked the type of pump. Gray — That pump is all gravity. It was originally design for an 8 -lot subdivision; since houses along Hummock Pond Road have tied into its force main and are at risk of taxing its capacity. Bathing Beach Road Gray — Working on the design and final process; should have some true numbers. The Town wants to do some work on the building; we will be installing an external grease trap in conjunction with DPW facilities work to curb some of the flooding. Welch — Asked about the $285,000 number. Gray — That number came from a recent construction project New Sewer Force Main Turbitt — We can change the description and include a different name. Gray — This is for the replacement of Sea Street sewer main. Welch — There were questions about updating the description and the question was about construction cost and where we are with that. Gray — Didn't get approved funding at Special Town Meeting so were going to Plan B. Transportation is pushing the new roundabout at 4 Comers; if that moves forward quickly, we will have to move quickly to install a short section of pipe for the force mains. This is high priority to get into design; working with consultants on how to move forward. $20M is way high in his guess but he'd rather aim high and come in low. Hussey — On one form, FY2022 shows $20M and another shows $25M for FY2021. Welch — Will do a scrub on that planning sheet. McEachern — About the $2.5M on the design, asked if there is some semblance of an attachment that it is a result of the problem that arose in January 2018. Turbitt — Engineer isn't required to be bid out, so he could award it project to any firm if he had the $2.5M. The emergency provision allowed spending without appropriation; emergency repair and force main assessment were allowed to be extended without appropriation. Vehicle Replacements Welch — We were looking for a tearsheets with quotes; on the vehicles which are still open items. We don't need those now but do need them to finalize the recommendations. Gray —The tearsheet from John Deere for the loader should be in the packet. There are also quotes from other vendors, but we have a lot of John Deere attachments and it doesn't make Page 4of7 CapProCom Minutes for November 08, 2018, adopted Nov. 29 sense to buy from another dealer. We also look at having attachments that can be used on DPW equipment. The request for the loader is $150,000 Welch — On the CIP request form there is a $6,000 -line item request for crates; that bumps the cost to $156,000. Gray — The quote he has is only 3 weeks old; all that might change is the way Massachusetts combines and bids work. Kickham — Asked if the existing equipment was bought from the vendor that sent the quote. Gray — The company was under another name then; we do have a relationship with them as far as smaller equipment. DPW bought their beach track from them last year. Kubota hook ups are different than Deere. Welch — Asked about the new excavation equipment. Gray — He's looking at this with the ability to share attachments with DPW. He's looking at various options. Welch — Pointed out that a JCB back -hoe loader that might provide more versatility than a straight loader. Gray — He did not pursue the other vendors, but he can do that, but these are actual numbers off the State bid list. Mini excavators are used a lot, but you need another piece of equipment to pick up the manhole cover. He likes the idea of a back -hoe loader and not having to have a trailer. Welch — Asked if there is anything in the appropriation that names the vendor or specific equipment. Turbitt — The article would be written to state "purchase of excavation equipment and accessories." That gives Mr. Gray a finite dollar amount with the leeway to investigate the best package. Kickham — When you have a make and model, you have a hard number to rely on. CMOM Welch — Without getting into details, we were looking for a summary report that includes prior years equipment inventory and repair by category. Gray — That is in the packet. The CMOM program is pointing out a specific repair and corrective action on some parts of the lines. It creates the option of a repair project not becoming a repaving project. He witnessed this repair technology in action in Quincy; work was done by a company called Rapid Flow, Inc. Weston and Sampson was the overseer of the project. Welch — For future reference, asked if the paving report titled "CMOM Annual Report" produced for CapCom or for internal use. Gray — This is one of the affordables and deliverables Sewer must have. He shortened it for CapCom. Welch — He'd like that to be part of the process their annual review and included in the status report. Perimeter Fencing Gray — He still doesn't have a hard number because it has been tough to get a vendor to come to the Island. He does have a vendor coming out to review all the properties next week; he should have a hard number by the end of the month. Turbitt — In his preliminary discussions with the insurance consultant, the recommendations are going to suggest fencing the entire properties that already have fences. Welch — Suggested getting a number from the vendor so that CapCom can make a recommendation. Rodding Vehicle Gray — The $200,000 is based on when the vehicle was originally purchased. Technologies and training has changed so many communities have gotten away from rodding in favor of a specialized vehicle with specialized bits and tips. The industry is moving toward chemically root Page 5 of 7 CapProCom Minutes for November 08, 2018, adopted Nov. 29 treating; we used that this past year. The chemicals are beneficial to wastewater treatment by raising the Ph and salinity. We might not go with a new rod truck; however, one advantage is the rod will turn a corner and the jets don't, so you have to be careful. One option is to take the rod off and get a new chassis. Kickham — Asked what the replacement date for the vehicle is. Gray — This truck is coming up on 10 years of hard service and is starting to cost a lot in maintenance. Some equipment is being pushed when it reaches 5 years old and some can last 30 years. We keep a good portion of expensive equipment inside. Nat. Grid 1,8 Welch — He doesn't want to dig into this too much. Gray — We had a meeting about a week ago. National Grid is now saying they will be staying above ground. That will have a limited effect on us. EPG just delivered a report of below - ground infrastructure; now we need a report on what's above ground. Welch — We have money for sewer replacement; asked of that work, how much was going to be done because it was co -located versus how much needs to be done as a FY2020 request Gray — We had some funding approved at 2018 ATM that covers some of these areas. With the CMOM out and the data indicating we don't need to dig up but can line, this money could be used for work in these project areas. Welch — Asked what the cost is if National Grid is not involved. Gray — L8 was a priority for camera work; that whole area has been filmed and he has the report on what needs work in those areas. Turbitt — The L8 was approved last year for $1,045,000; there is nothing for fiscal 2020. The $25 is not on the CIP request form and might be a duplicate Welch — Wants to know how much we'll be requesting. Gray — National Grid was looking at $15M to put stuff underground. Other Outstandin Gray — He provided more information on Baxter Road. Phase II .is pretty -much closed. There is some documentation that we got recently. Welch — We were looking for a CIP request on Baxter Road; Town is resolving through the Select Board engineering matters and overall treatment of Baxter Road with respect to certain utilities and planning. They are anticipating $100,000 for related work in FY2020. He will follow up with finance. We need to change some labelling on the Sea Street Pump Station. Moving to FY2021, the existing Force Main assessment. Gray — Wants to talk about Line Item 1801: Replacement of Membranes and Controls. That has been a placeholder for a long time. There is money from FY2018 or FY2019. He has a brand- new estimate for $2M; he hasn't had time to change the request number. Welch — Asked if there is any new requests that need discussion. RORI Welch — Asked if there are any discussions regarding the RORI form. We are better equipped to complete Sewer. 1. Liaison Reports a. None 2. Committee Reports a. None 3. Member Comments a. None Page 6of7 CapProCom Minutes for November 08, 2018, adopted Nov. 29 Welch — Waiting for information from DPW and Police/Marine. Next meeting is Friday November 9, Turbitt — To get DPW to the members by tomorrow, the information would be put together very late this evening. Robert O'Neil is working on it today. Welch — Will cancel the meeting for the 9`'' and will need a hard stop on DPW to discuss it on the 15th. Date: Thursday, November 15, 2018 at 10:30 a.m. in Wannacomet Conference Room 1 Milestone Road Topics: DPW, Outstanding Matters, RORI review Adjourned at 12:27 p.m. Submitted by: Terry L. Norton Page 7 of 7