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HomeMy WebLinkAbout2018-11-15CapProCom Minutes for November 15, 2018, adopted Nov. 29 Town of Nantucket Capital Program Committee www.nantucket-ma.gov Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Peter McEachern, Jason Bridges, Nat Lowell ,A v i ,') -Y Chris :-& Cn yG MINUTES `" vl� Thursday, November 15, 2018 � Wannacomet Water Company, Conference Room —11:00 a.m. 0 , f Called to order at 11:15 a.m. and announcements made. Staff. Libby Gibson, Town Manager; Brian Turbitt, Director Finance; Rebecca Woodley -Oliver, Assistant Procurement Officer; Alexandria Penta, Financial Analyst; Terry Norton, Town Minutes Taker Attending Members: Welch, Kaizer, Hussey, Kickham, McEachern, Lowell Absent Members: Bridges Department Heads: Rob McNeil, Director Department of Public Works; Mark Burns, Traffic Analyst Documents used: Copy of minutes for November 01 & 08, 2018; unanimous consent. None APPROVE11. 1. November 01, 2018: Held for further review with Kickham abstaining. 2. November 08, 2018: Held for further review with Kickham abstaining. 1. Department of Public Works (DPW) Discussion McNeil — GIS Data Integration: just received a proposal for this; have had training on existing GIS Platform; expanded to include facilities and fleet. Since it's likely to be under the $50,000 threshold, it will be moving to operating budget. This also crosses over into the Sewer Enterprise fund. Facilities McNeil — He forward the facilities managers summaries showing fiscal plan. The new Deputy Director of Facilities is scheduled to begin December 5, 2018. The combination of him coming on and the expansion of GIS to pilot for facilities, he expects a better breakdown of projects for CapCom next year. Public Works Facilities upgrade McNeil — Expect the Operations Project Manager (OPM) for this to be a FY2021 project; same goes for OPM services for the Nobadeer Field House; this is currently on the books for $700,000, to be approved by Nantucket Islands Land Bank. Utility Van McNeil —just got an update from the fleet manager; the original quote was for the frame body, not the chassis. The revised number is $192,000; needs to update the Capital Improvement Project (CIP) request form. Field Service Response Truck McNeil — This is to be able to provide service to vehicles in the field. There is no heavy wreaker on island; it would be outfitted for field repairs. Page 1 of 4 CapProCom Minutes for November 15, 2018, adopted Nov. 29 CCTV Phase 2 McNeil — Updated the CIP request form. The Request for Proposal (RFP) for this year is out Should have a contract for the current year by the beginning of Annual Town Meeting (ATM). Transportation McNeil — He has an updated 2 Fairgrounds Road expected limit of work, approximately 6300 square feet. Sidewalk Improvement McNeil — Included an update of work. Currently DPW is working in front of the Athenaeum to improve Americans with Disabilities Act access. Upper Main Street: McNeil — Looking at taking this work out of order, otherwise it wouldn't get done for about 10 years. Judith Chase Lane McNeil — To complete roadway reconstruction, sidewalk work has to be finished first Judith Chase is an opportunistic approach. Upper Main Street work will take a lot of outreach time before work starts. Surfside Area Roadway Construction McNeil — Completed the conceptual design phase; made progress with input from abutters regarding placement of the bike path. Welch — Asked if CapCom was provided the total funding to date on Surfside Area Roadway Construction. McNeil — There should be a cost assessment spreadsheet attached to the packet Reviewed the proposed design: curb, layout, bike -path placement, vegetation management Welch — Asked if color -coded concept plans would be available at ATM. McNeil — We have a concept plan available on the website. A number of public information session have been done. The Town is negotiating preliminary locations for drainage easements. The project will be phased to manage the costs better. CIP breakdown: $6.2M cost for three stretches, over 12,000 feet; no utilities except for drainage; existing underground electricity and telephone is a situation on Okorwaw where the lines are exposed and need to be buried; $500,000 for design; land acquisition estimate; design is 14% of the construction budget The supplemental request for FY2020 is $2.94M. Hussey — Asked about the $3.8M CIP expenditure for FY2020. Turbitt — Didn't get the updated CIP request forms. $3M has been allocated for the Boulevard area; he'll send expenditures to date. At Special Town Meeting, allocation was reduced from $3M to $534,000 because some money was reappropriated to the NISDA property on Washington Street. This has to be changed to $5.7M to reach $6.2M. McNeil — This project will be phased; Lovers Lane has to go first Once it's done, it becomes the corridor for detour traffic. Most of the people adjacent to the project have been involved. Roadway Improvement & Maintenance: McNeil — Just finished FY2019 paving projects: Cliff Road, Jefferson, Maury Lane, Hummock Pond Road. Just signed a contract with a Pavement Management Engineer to update the Pavement Management Plan; this will be annually updated going forward. Welch — Asked if the index will drive the work. McNeil — Multiple things drive the work; there's a difference between prior and available; a lot of the drive will be program. Welch — Asked when the committee will have that. McNeil — By the end of January 2019. Kickham — Some of these road improvements all have an anticipated useful life of 20 years. Asked if that is standard. McNeil — The 20 years is based on the industry standard for roadway improvements; that is a guess for the cobblestone. Part of the resistance to the upper Main Street sidewalk work is an Page 2 of 4 CapProCom Minutes for November 15, 2018, adopted Nov. 29 argument of what the cobblestone replacement will look like. We're working with engineering partners to find out what will and won't work; we'll construct a test grid at the DPW site. Welch — Asked how much annual maintenance can actually be accomplished. McNeil — Thinks it can be done with $3M or $4M. Cobblestones Maintenance Welch — We were looking to have the description revised; the dollar numbers are correct. McNeil — We put $500,000 in. He tried to break down the roadway repairs by surface types; each has its own repair plan. Welch — Would like the project summary on the CIP form updated; currently has a roadway maintenance description. Fairgrounds Welch — We're looking for back up on Fairgrounds: Waitt Drive, Fairgrounds Road and 2 Fairgrounds Road. Hussey — Asked if this includes Waitt Drive. McNeil — He should have the bid out by the end of the year; it could be a spring project. Lowell — Asked what specifically is planned for Waitt Drive. McNeil — The Waitt Drive concept shows it as a way through to Old South Road and possibly Amelia Drive. Lowell — Asked if it will be 2-way or 1-way and if it will have on-street parking. The overall paved width would have to be about 50 feet for head in parking; suggested angle-in parking. McNeil — Trying for 2-way the full length. The travel lanes will be 11 feet wide with parallel parking; total width will be 46 feet. Angling was brought up when the thought was that Waitt Drive would be one way. Anticipates the road work to be a spring project. The draft construction plan should be avail before Thanksgiving. Wauwinet Welch — Wauwinet cost breakdown. Burns — He was approached by Fisheries and Wildlife for a State grant valued at ;1M to implement a portion of this project; it requires matching funds so the $1M represents 80% of the total funds. Asked us to increase the request by $330,000. The $1m would be for design and Phase I construction. Welch — The spreadsheet indicates a cost $500,000. McNeil — That is for maintenance alone. Decommission Fire Cisterns McNeil — This list dates from 2012 and is from the Nantucket Fire Department; it confirms locations of cisterns. Welch — We'll need the Special Town Meeting (STM) appropriations request carried forward to the spreadsheet for Old South Road and Milestone Road. SOLID WASTE Welch — Were looking for a site map showing the access improvement. McNeil —it's from beyond the scale out to the street and includes to the street widening from the access gate to Madaket Road. The new circulation pattern alleviates back-up at the scales. Radiation Monitor McNeil — This will be a FY2021 request. It requires us to look at the pavement reconfiguration and how to get the monitors to fit the throat. This monitors waste stream. Capping Welch — We wanted to confirm FY2020 capping costs. McNeil — He has an engineering contract to review it. Waiting for Waste Options to provide the base mapping; also waiting from a budgeting and funding standpoint. It is unreal to expect capping to occur within the calendar year. There is a tremendous amount of earth way for both capping and closing. Capping cost estimates are from $8M to $14M and that is too great a variance. Page 3 of 4 CapProCom Minutes for November 15, 2018, adopted Nov. 29 Turbitt — He expects to have a number for capping to go to ATM. Replacement of the Scale McNeil — This is a new request; when the scale was certified, we were informed it has reached its useful life. $100,000 is a placeholder in anticipation of a final estimate. Outyears Intermodal Transport Center Turbitt — He will reconfirm with Town Administration to what year that should be moved out Welch — We have small details to follow up on before moving our process forward. 2. Nantucket Memorial Airport. Discussion Welch — Anything presented at STM that didn't get voted on needs to be put in for ATM to ask to be authorized. Outyears are to be corrected; we'll see the results in the final summary sheet Turbitt — The CIP request forms was reconciled with the Airport yesterday. FY2020 through FY2029 agree. They added two STM projects to FY2020. Welch — Reviewed some outyear projects. 3. Nantucket Police Department & Marine Discussion Welch — We were looking for the actual scope of Low Beach Road project update the CIP request and provide the back-up details. Exterior storage: some issues. were outside Deputy Police Chief (DC) Charles Gibson's control. Turbitt — He has email from DC Gibson about that; he noted the three bids were in excess of provided funding. Welch — Asked if the $950,000 is good. Turbitt — We're comfortable with that. Welch — Auxiliary storage is the same. No concerns about that Kickham — Building repairs, DC Gibson said that is repair to a roof; the summary doesn't reflect what DC Gibson said was the actual scope of repairs. Turbitt — He will get a more descriptive project summary for that from DC Gibson. Discussion about which department is responsible for repairs to the Public Safety Building once the new Fire Station is complete. Welch — Ms Gibson was going to provide an update on town Pier. Turbitt — She is in process of talking with the OPM. The plan is to have bids back and reviewed by ATM at which time we can request funding. He will go back through to calculate the CIP request forms; some came in very late. 1. Committee Reports: None 2. Member Comments: a. Welch — Reviewed status in regards to the meeting schedule. Will probably need a meeting before the November 29, 2019 scheduled meeting. Add a meeting on November 27, 2018 at 10:30 in the Wannacomet Water Company Conference Room to work on recap and overview of relative importance. b. Hussey — Asked when CapCom presents to the Finance Committee. Welch — Wednesday, December 19, 2018 at 6:00 p.m. is a joint meeting with the Select Board & Finance Committee. Asked all members to be present at that presentation. mv� 01 kral MLS 1610ff • 11 6 • Date: Tuesday, November 27, 2018, at 10:30 a.m. location TBA. Adjourned at 12:40 p.m. Submitted by: Terry L. Norton Page 4 of 4