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HomeMy WebLinkAbout2018-11-29CapProCom Minutes for November 27, 2018, adopted Dec. 13 Town of Nantucket Capital Program Committee www.nantucket-ma.gov � q C-� Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Mckh Peter McEachern, Jason Bridges, Nat Lowell . r� C MINUTES 73" Thursday, November 29, 2018 Cts_ 1 Milestone Road, Wannacomet Water Conference Room —10:30 p.m. 0 Called to order at 10:35 p.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, Lowell Absent Members: McEachern, Bridges Documents used: Copy of minutes for November 1, 8, & 15, 2018; RORI Forms; Summary sheet; Agenda adopted by unanimous consent. COMMENTS1. PUBLIC None APPROVE11. 1. November 1, 2018: Motion to Approve. (made by: Hussey) (seconded by: Lowell) Carried 4-0//Welch abstain 2. November 8, 2018: Motion to Approve. (made by: Hussey) (seconded by: Lowell) Carried 4-0//Welch abstain 3. November 15, 2018: Motion to Approve. (made by: Hussey) (seconded by: Lowell) Carried 4-0//Welch abstain MKIINNUMM 113nw, EelI IX91 110 1. Relocation of Senior Center Discussion Welch — Reviewed documents received in the packet. Julie Fitzgerald, Chair Senior Center Workgroup & Nantucket Council on Elder Affairs (NCEA) — On November 15, we voted to recommend Sherburn Commons site and proposed a warrant article for Annual Town Meeting (ATM) to feasibility study. Explained deficiencies of current site. Need to address space and programming needs of the Senior Center. Most current buildings are designed with 5 to 8 feet per senior. Due to flooding, the site not sustainable in current location. Sherburne seems to be the preferable site with sufficient space for parking and the site is on Town sewer and water. The Town owns the current site land and NCEA owns building. Disposition of the existing building is at the Town's discretion. Welch — Their charge was to do the front end with facility location. Follow up and decommission is another group. Gibson — There is a deed restriction on the property. Haven't had discussion about what would happen there; there would not be a building but there could be parking. Welch — It's a nice piece of land so might work into a park. Gibson — It's being a park has been discussed. It won't be an active building site. Hussey — Would building this at Sherburne Commons preclude possibility of Our Island Home moving there. Fitzgerald — Yes. Page 1 of 8 CapProCom Minutes for November 27, 2018, adopted Dec. 13 Welch — Sherburne Commons is amenable; they have a long-term lease on the land. There would be negotiation required for this use, with respect to larger senior facility. He's driving toward costs to understand what is involved. Asked if there would be an offset increase in rent Gibson — No. Welch — Asked the current versus propose size of the building. Fitz — The current building is 3,000 square feet (SF) of ground cover versus 15,000 SF or 20,000SF groundcover as well as a full basement. Welch —Encourages a basement for storage and meeting space. The new building would increase square footage substantially. Asked who bears the operation costs. Fitz — NCEA is a non-profit. Town pays the utilities and staffing; operating expenses would be the responsibility of the Town. NCEA doesn't have the budget to sustain the Senior Center. We would be identified more as Friends of the Senior Center. We are the only town in Massachusetts that owns the Senior Center building Kickham — Asked if there is a need for outreach due to growth of neighborhood. Fitz — We looked at that and was a reason we eliminated other sites. Welch — "We'll review the capital side of the request and associated operating costs then make recommendation. We'll be issuing our report to Select Board sometime in Jan. Sounds like there's a need and that has been demonstrated. 2. Recap of FY020 Department Capital Request and Overview of Ranking and Relative Importance. Discussion Welch — There's more info required. Woodley -Oliver — Pretty much all RORIs are in; there are a few straggler projects. Welch — Told commissioners to get their RORIs in to Finance. The community in terms of growth, expenditures, etc., has some growing pains. There are conflicting priorities. There is Beta work to be done on the summary sheet. We'll be requesting an extension of a meeting date to formulate and submit the report to the Select Board and Finance Committee. Today we will look at the RORI report to see if there's something that needs to be addressed. He'll work with Mr. Turbitt and Ms Gibson to work out the final review of the requests and recommendation votes. Gibson — Between her and finance, they are overwhelmed to get this done. There's three major things going on that has precluded spending time on this project and are taking up huge amounts of time. Apologized for moving the meeting out but there is no way to do it within the timeframe. Welch — Asked that it be made clear to Finance and the Select Board the reasoning for the changed date. We have a lot of information that was received later than we expected, and we want to do our due diligence. Solid Waste Welch — Keep in mind priority overlays. Town Administration has completed columns for which they are responsible. Oliver — If a project is blank, that means it is a legal requirement for Town. Welch — Capping the cells is the only legal requirement. Turbitt — It states $8.2M but we don't have final report. Kaizer — Suggested a key on the RORI. Oliver — The key is outdated; a new one will be added. Welch — Capping is a place holder to resolve the dollar number. Kaizer — It's still in FY2020. Welch — His understanding is that capping might turn into mining; the number would be dramatically different. Gibson — Mining has a lot of issues such as negotiation with backing. It is likely the cost of mining will be higher than budgeted. We do have, from prior years, about $700,000 unspent funding to apply to this. Turbitt — If it's any cost above what was allocated, we have that unspent funds. Welch — That should be added under comments. Page 2of8 CapProCom Minutes for November 27, 2018, adopted Dec. 13 Radiation Monitors Welch — This should be in FY2021 as a placeholder. Turbitt — It was taken out to work on how it will be done. We will put back in as a placeholder. Asked what year to put it into since it's not being pursued for FY2020. Welch — First he wants to know the value of the original request. Asked that it be put in FY2020 as original and in FY2021 as a placeholder. Having the original cost and year in there will help track a variety of details and the cost increase; it's also useful to be able to say in the report to explain why the request was $8M then increased to $14M. jetties Beach Facility Welch — The original request was $1.1M Turbitt — In FY2019, we allocated $100,000 to hire someone to do an engineering study; on that CIP request form, the report projected $1M worth of work in FY2020. Welch — Asked if we reviewed those upgrades with Rob McNeil, Department of Public Works (DPW) director. Gibson — There are plumbing problems and roof issues. Welch — Asked if there is there a report backing $1M or is it based on the needs of facility. Turbitt — It's based on needs. Welch — That is a placeholder. Kaizer — Asked if that is the whole facility to include parking and playground. Gibson — The main point is the building. Kickham — Asked who generates the requests for general upgrade. Lowell — The tenant. Water, sewer, and parking lot are separate from the building. Welch — He is uncomfortable recommending this without a bid. Turbitt — We won't see a recommendation prior to making the CapCom recommendations for FY2020. Welch — This was approved and recommended for July 2018; we are looking for it to get off the ground soon. If funding is approved and in place, work can start July 1, 2019. Turbitt — Funding would be available July 1, 2019 so work can be done during the winter season. Welch — His concern is, if there are changes that are related to legacy, he's uncomfortable pre - approving this without design and layout. Gibson — She will talk to Mr. McNeil about getting more specific information on costs estimates and what repair work needs to be done. Welch — He'd feel better about making a recommendation if there were a more specific scope of work. The concept is to get the study completed so the $1M anticipated construction investment can be ready to go so it can be ready to go the following season. Kickham — Is there anything the tenant expects be done this season. Gibson — She hasn't heard anything on that. Turbitt — Minor repairs can be worked out through the budget. Welch — Need a scope on this. Fleet Management Kaizer — Semantically for the chart, asked why someone checked out the phased funding. This is one-time equipment replacement. Turbitt — Should have checked recurring. Woodley -Oliver — We called them phased funding because they are recurring. Kickham — Some percents are in the single digit and also wasn't sure about the service response vehicle. Committee percentages are all in the 30s Discussion about how the validity of the request for a passenger vehicle. Kaizer — The group ranked the tow vehicle the lowest. Lowell — Asked about the $140,000 for a "tow truck". Welch — He looked at it. If we think it's appropriate, that discussion will be later. There are some loose ends. A lot of the issues are information issues; the data base will code in the description Page 3 of 8 CapProCom Minutes for November 27, 2018, adopted Dec. 13 section to see it is the "child" of a previous request and see total request of the original request and the phased funding and how that all relates. CTC Phase 2 Woodley -Oliver —These are new; they weren't originally presented. Turbitt — At last ATM, authorized for $3.5M for stormwater upgrades and construction_ He doesn't believe the intent is to pursue another $3.6M; the total prior approval should be $3.5M with Phase II is half of that. Welch — This will likely be an FY2021 request. Newtown Road Improvements Welch — Asked if this includes a multi -use path. Gibson — The sidewalk will accommodate bikes. It will not be brick.. Lowell — For bikes, it would have to be 8 feet wide. Surfside Area Road Reconstruction Welch — Asked what that is for. Turbitt — $6.2M is for all of Lovers Lane, Okorwaw, and Monohansett It was originally approved at $3.01M but it was supplemented by Chapter 90 funds. Road Improvements and Maintenance Welch — We have a report the reflects the index levels as of January. Fairground Area Roadways Lowell — This is Waitt drive. Asked if it includes Amelia Drive. Gibson — Amelia Drive improvements aren't going forward at this time; explained why. Welch — If this is just for Waitt Drive, asked why it isn't called "Waitt Drive." Woodley -Oliver — She thinks that is because the road was going to go through the 2 Fairgrounds Road parking. Gibson — Right now Waitt Drive ends in a cul-de-sac. We talked about it going all the way through to Old South Road; but that hasn't been designed. Welch — Change it to Waitt Drive Road Improvement. Wauwinet road use chair Wauwinet Road Shared -Use Path. Woodley -Oliver — The figure here is not representative of the entire scope of work Welch — In our report there will be a grant funding comment Gibson — We need to make sure the grant is firm and there's been talk of private funding that hasn't been followed up on. Lowell — The grant is subject to access to Great Point. Woodley -Oliver — A copy of the grant application was included with the request. Welch — The $354,000 is design engineering and identifies easements. Asked why it's scheduled for a different year. Turbitt — The design needs to be in place to get the grant. Tom Nevers Bike Path Welch — Where are these falling into the priority matrix. Lowell — Tom Nevers bike path would be on the left side because there's tone of space but it's high. He doesn't know how it got moved up. Gibson — Transportation Improve Plan (TIP) should have all projects the Town wants to do and which are funded by the State. Welch — It got elevated through the Nantucket Planning and Economic Development Commission. Police Welch — Looking for the scope on the Public Safety Facility auxiliary building and seasonal housing - Woodley -Oliver — We have supplemental information on the housing. She will resend the official engineer's report. Welch — All we were looking for a scope of work to know exactly what the $150,000 was for. Page 4of8 CapProCom Minutes for November 27, 2018, adopted Dec. 13 Kickham — There was mention of private funding. Gibson — That is for removal of an outbuilding. There was talk to funding for an auxiliary building. Hussey — Asked when we discussed the harbor master's storage/maintenance. building. Woodley -Oliver — It was original in FY2020; doesn't know if it was pushed out. Welch — Originally was a FY19 then went to FY20. That is a major request. This should also be a phased project. Turbitt — He'll go back through the project request to check. The $495,000 seems low and thought that was for the site clearing. Nantucket Public Schools Hussey — Asked if land acquisition has been figured out. Turbitt — That's a much larger conversation. Leave it in there, but he doesn't think it should be recommended. We can authorize borrowing if we. Gibson — If property comes up for sale, the traditional way is to submit a warrant for funding to come up for a vote at Town Meeting. Lowell — Feels the schools should still be able to approach the property owners about Town having first refusal. Welch — There is a lag between when a property is listed and town meeting authorization of funds. Lowell — If we know what each property are worth, we could have that money in some fund from which it could be transferred. We do it for roads. Turbitt — Any allocation of funds requires town meeting vote. Transferring from one article to another requires Town Meeting vote. The sale of land account can be used for any lawful purpose the Town is legally allowed to borrow for a period of more than five years. If the Town appropriates for that, the only entity that can change that is Town Meeting; if everyone thinks that's a good idea, this would probably be the only feasible option. Welch — We could make a line -item recommendation that Town attained funds through the normal process for a reserve be established for $100,000 so that if a property is listed, the town could exercise an option to hold the land. Turbitt — The broader discussion is should the Town have the funds to do that. Welch — Keep it as a placeholder to encourage further discussion. The Town has facilities being planned. This falls into a bigger discussion. Fire Department Hussey — The Advanced Life Support (ALS) equipment, there is a class to train for that use. Asked why the Town isn't more favorable towards funding this. Welch — Asked for an update at the next meeting. Gibson — That might have been a timing issue with the class; the request had been filed before it started. Kickham — All shifts have to be staffed with ALS -qualified personnel first. Turbitt — The timing of the class was prior to the allocation of funding. Our Island Home (OIH) Hussey — Asked why the floor replacement is a legal requirement. It was a low priority request to make the floors to look alike. Welch — He doesn't remember that being part of the request. Kaizer — Rachel Day said it might be out of place. Welch — It was to make is serviceable and bring it up to the level of other floors and make it easier to maintain. Hussey — It's a reasonable request; still he doesn't know why its labeled as a legal requirement Welch — His concern is putting $250,000 into a building we're talking about replacing. Wannacomet Resource Investigation Welch — He thought they had finished this. Page 5of8 CapProCom Minutes for November 27, 2018, adopted Dec. 13 Nantucket Memorial Airport Welch — Asked what the new RORI form was for. Woodley -Oliver — Those are two projects from SCM. Turbitt — Taxiway Echo. DPW Transportation SPM Welch — Asked what's going on with the articles this brought forth. If they are going to be on the warrant, we need them in our packet. Gibson — She'll put them in as placeholders. Welch — With respect to transportation and roads, some of roadways becomes political There is roadwork that needs to be done and will require another funding source. GIS Woodley -Oliver — E -permitting has to be ranked. She gave everyone a copy of that. It was discussed at Ms Gibson's presentation. Welch — Asked status of the Historic District Commission e -permitting forms. Turbitt — It is opening with the Building Department and Health Department are first because of the platform they are on. The rest will be funded after. Sewer Department Welch — Asked if the description is squared away with the current force main inspection/assessment; there was discussion of putting those off for next year. Gibson — We're running on one and the other is emergency backup. Woodley -Oliver — The $2.5M is for design and plan for the new force main. Welch — The new force main design and plan is in FY2020 with building in FY2022, but the current force main is in FY2021. Woodley -Oliver — She went over these several times and these are the numbers from David Gray. He'll have to qualify. Welch — Take out the FY2021 request. Asked if there is a reason we aren't anticipating the new force main in FY2021. Gibson — A lot of work still needs to be done. The proposed route is conceptual. Welch — The perimeter fencing vendor came; asked for an update on the number. Turbitt — The fire station fence is $8 a foot. Discussion about the liability from not fencing in the entire facility. Nat Grid L8 Gibson — That remains a placeholder, although there needs to be some money in there. National Grid is now talking about not going underground but staying above ground. Welch — We were going to do sewer work in conjunction with this. Gibson — Asked this be left as a placeholder for now. Welch — If they decide to proceed with above ground, asked if the area sewer main work will fall under the CMOM. Gibson — She'll confirm that. Lowell — There's water work that was involved as well on this particular route. Gibson — Mark Willett said he's not going that route. Surfside Wastewater Treatment (SSAM Phase II Welch — Mr. Gray mentioned there would be a substantially decreased cost with use of new membrane technology. Turbitt — We have some money reallocated for the design of the upgrade for Phase II. Gibson — She'll ask. Welch — The question is the dollar number; the scope will pull from that Sewer Rodding Truck Welch — He looked at the truck; it needs to be safer. A new truck will save the Town money. Lowell — It serves a necessary function. Asked if it'll be kept as backup. Welch — He'll check that. Page 6 of 8 CapProCom Minutes for November 27, 2018, adopted Dec. 13 Town Administration Gibson — Waiting for Peter McEachern to provide the cost of the dorm for the yacht club. The Land Bank dorm project; they provided some information and we just got our Operations Project Manager (OPM) for the project. The structure is roughly half of what we are looking at. The yacht club structure is roughly 20,000SF. She doesn't know the overall cost. This number is design. Welch — There have been issues with getting approvals for large structures in that area. Asked if there would be a workgroup to address massing and layout concerns versus the needs aspect. Gibson — That's a placeholder number. Town Pier supplemental funding, we have an engineer working on number to get that out before ATM; won't have that for a couple of months. Welch — We need a scope with engineer finalized specs before it goes to ATM. To the extent we can design performance standards, the liability lies with the person who designs it; if we design it, we're liable. Traffic modeling. Lowell — Mike Burns is asking for a depth matte. Discussion about what depth matte is and how it would be used; it's a program he can use for modeling Welch — If it works as intended, it will be a huge asset. Document Management is phased, recurring project to digitize all documents. Gibson — We need to get someone to do this. There is a pilot going on now. Woodley -Oliver — Iron Mountain was very expensive. We are starting a pilot project with the Health Department because it's small. Gibson — She'll get more information on that. Coastal Management Plan Gibson — That's a placeholder; those would be items coming out of the Coastal Resilience Plan. On January 8, 2019, we are having an all -day workshop with stakeholders to develop the resiliency plan. Welch — Asked if it would be looked at that as phased recurring. Gibson — Yes. Baxter Road Relocation, we're in the process of figuring this out; it's a placeholder while we map out the series of access options for homes. Kickham — Asked why it's a placeholder when we should have funding to look at it. Gibson — The number is a placeholder to look at options, not the project. We are looking at what lands would be acquired, how utilities will get there, the route because wetlands and endangered species. She needs to get someone on board to create a workable plan before she has a more accurate number. Welch — Asked about the Meeting Room Trailer. Gibson — This has fallen by the wayside. The Select Board prefers to have Affordable Housing Trust evaluate fire station property for housing. If it is good for housing, why spend resources to renovate for offices. However, we still don't have a plan where to move the two offices. The building could be moved because it has utilities. Welch — Suggested keeping as placeholders until February. The number for the trailer seems high. Gibson — That's to buy it, get it here, set it up, and put in utilities. Strategic Plan, -the Select Board finished the first one; now there are follow-up implementation actions and decisions on how to use the money. For the next meeting she needs to come up with a number for the Senior Centers Space -needs Study. Page 7 of 8 CapProCom Minutes for November 27, 2018, adopted Dec. 13 LIAISON/COMMITTEE REPORTS:COMMENTS 1. Committee Reports a. None 2. Member Comments a. None DISCUSSIONV. OF OF Date: Thursday, December 6, 2018, 4 Fairground Road Community Room, 10:30 a.m. Topics: Adjourned at 12:26 p.m. Submitted by: Terry L. Norton Page 8of8