Loading...
HomeMy WebLinkAbout2018-12-18 CapProCom Minutes for December 18,2018,adopted June 13,2019 ��pNTUC � Town of Nantucket Capital Program Committee ; ^: q <'# 71 vvNVwti-.nantucket-ma.gov Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham, Peter McEachern,Jason Bridges, Nat Lowell MINUTES Tuesday December 18, 2018 \\ annacomet Water Company Conference Room— 10:30 am Called to order at 10:33 a.m. and announcements made. Staff: I.ibb, Gibson, Town Manager; Brian Turbitt, Director Finance; Rebecca Woodley-Oliver, .lssisrant Procurement Officer; Alexandria Penta, Financial Analyst; Terry Norton, Town :\Enures Taker Attending Members: V. elch, Kaizer, Hussey, Kickham, McEachern, Bridges,Lowell Absent Members: None I.ate arrival: None Documents used: .1 own of Nantucket CapCom summary of FY20 requests. Agenda adopted by unanimous consent. I. PUBLIC COMMENTS None II. APPROVE MINUTES 1. None III. FINAL DISCUSSION ON FUNDING SOURCES AND INDIVIDUAL REQUESTS Discussion Welch This is to wrap up the discussion: 42 requests at $82M. Three items fell out of the hopper group. Will move the rest out for the vote. Solid Waste Repair Electrical, Overhead Doors were marked for discussion but due to the dollar amounts and because they appear to be r_ecessar., he would recommend they be moved to the hopper. McEachern — Because they are near $50,000 wonders why they don't go to into the operational Welch He suggests they be voted into the hopper pending confirmation from Director Department of Public Works (DPW) Rob McNeil. The question is can 19-003, Unlined Landfill Lining, and 19-005, Annual Facility Roof Repairs, be pulled into the Operating budget. There v,ill be an individual recommendation for Capping the Cells. DPW operations, all were in the hoppe excet->t for Annual Facilities Lighting Updates and Jetties Beach Facility Upgrades. Kaizer — He would want to know the funding sources if they were coming out, so they might as well be in the hopper. Welch — Fleet Management discussion will be saved and in the aggregate is over SIM as well as IS lata Integration. Parking Improvements 2 Fairgrounds Road and Town Pier will go in the hopper. Orange Street Bike Path, we're looking for the Capital Improvement Plan (CIP) request de cription and was the prior approval $866,000. Sidewalk Improvement Plan has been extended. Wauwinet Road Shared-Use Path was rated at 460'o and the Tom Nevers Bike Path at asking this $350,000 a piece with next year both over S2M a piece. Turbitt — hot the Wauwinet Shared-Use Path, we would have to borrow until the grant money i� rece n ed. Kaizer t:ontirmed there is no grant money for the Tom Nevers Bike Path. Page 1 of 6 CapProCom'MLinutes for December 18,2018,adopted June 13,2019 Welch — 'The Wauwinet Road Shared-Use Path, asked about the amount of the funding the "Town would provide and the amount of the grant. Lowell — We don't know what we'd potentially get due to how the length of Great Point is measured. Torn Nevers Bike Path has been bounced around several years with past articles; there's now more pressure to do something. Wauwinet Road was bumped up due to the grant. Welch — Reviewed ways to proceed; need to have them firmed up. SIM grant money is substantial, and he would hate to lose it because Wauwinet Road Shared-Use Path is not approved. Thinks it should be voted in. Tom Nevers Bike Path, asked what the funding source will be for FY2021. Turbitt— Probably debt-exclusion borrowing; that's a lot to take out of Free Cash. Bridges — the Tom Nevers Homeowners Association wants to speed the bike path up. He had suggested to them that they offer a betterment loan. Gibson \\ ould want to check the legality of a betterment loan due to the takings required. There's a statutory requirement and not sure a bike path falls into that. Hummock Pond Road residents raised $150,000 plus a private grant to speed it construction of the bike path. Welch — Suggested putting Wauwinet Road Shared-Use Path in the hopper and look for supplemental funding to include in the final report. Harbormaster Workshop, we don't have the RORl for this and for another project. Would like RORIs completed for the sake of getting that information. Turbitt — I 1 c talked to the deputy director about it going out to FY2021; he hasn't heard it is not moving forward. Welch — \\-e were originally not going to move forward due to the lack of a CIP request form; they provided that. Asked if it should go into the hopper. Kaizer-- _Asked if the $145,000 is still an accurate number. Woodlev-Oliver—She had found only the CIP request for that was on file; it wasn't a new one. Welch — 1-he workshop seems like good management practice;it will go in hopper. Public Safety Facility .Auxiliary Building prior approval was $1.5; this year's request is SIM for the expanded scope. Lowell— Its more because now it's heated. Welch — His concern is that the bays should be used for Fire Department in-house maintenance and that wasn't included in the description. Gibson — the cost overall has increased because of increased costs on current project. fire truck maintenance is part of an on-going discussion about hiring a mechanic. Turbitt — If an off-Islander comes here to service the trucks, they need someplace to work. He doesn't think the intent has changed substantially. Welch It should be equipped for Fire Department vehicle maintenance as well as possibly Police Department vehicle maintenance. The dollar amount requested is S3.5M; asked if it could end up being more. Gibson It could be just under $3M. Welch — Suggested putting this in the hopper with the recommendation there be maintenance bays. School land acquisition, he will include his individual recommendation that the concept be advanced on a Town-wide basis. Lowell—"i hinks we should develop a plan through Finance on how to do this. Turbitt We have to accept the validity and have an exact mechanism in place to accomplish it. "1 he main issue is the timing, not coming up with the money in time to buy the property. Lowell— If we had to, we could call a Special Town Meeting (STM). Turbitt — S11 requires a specific quorum to pass appropriations. Gibson—You could have a fund for a specific project. Turbitt — This is a more global discussion. We don't want to put money away for something we don't hay c. Page 2 of 6 CapProCom Minutes for December 18,2018,adopted June 13,2019 Welch — Our recommendation is to come up with a sensible plan and make it happen. He recommends a workgroup be established. Central office Addition was previously approved at $55O,00(1 with an additional request this year for$600,000 totaling about S1.2M. Turbitt — The remainder of the funding source is the borrowing authority for the new school; it allows for being used for the renovation of other buildings. That is around S2.5M to S311. McEachern — Asked when the new superintendent might be on board and if any of this would tic that person's hands should they think it needs changing. Bridges -- That person should be on board in the Spring or Summer. Lowell The ball is rolling for the schools' capital projects with the superintend is in the driver's sear. Welch "I"he Athletic Complex Master Plan should be listed as Complex Master Plan so that it has a broader scope. If the future superintendent wants to put a basement under the administrative building, it could be included in the Complex Master Plan. McEachern — He worries about spending money on capital and not increasing funding for the education aspect. He will recuse from the vote on this. FinCom was looking at operational funding for teachers, supplies, etc.; this structure has doubled in size keeps geting larger and larger. Turbitt — Because it is funded by existing borrowing, that won't take away from any other school budgets. Schools have great latitude in allocating their money within their budget. This won't have an impact on the operating budget. Hussey He understands Mr. McEachern's concerns about construction; what Mr. Turbitt says it what sways him to support this. Kickham — Asked if the reason for not putting in a basement was the cost. Welch — He believes it had to do with cost and phasing of construction. If putting this on a foundation is part of the Complex Master Plan, it leaves the basement option up to the future administrator. He doesn't think the community will spend the money; he has a tough time purring money into something that isn't being expanded to its full utility. Asked when the 2.5" on the borrowing will be retired. Turbitt — We wait between 12 to 18 months to clean up small items; then we go through a 1- year period to ensure nothing comes up for which the Town is responsible. Then we would ask Town meeting to rescind the borrowing to the level we actually borrowed. That would then remove the ability to use the extra money. He hasn't moved forward because this is outstanding. Welch — -\s a matter of operating practice, it isn't a good idea to keep the borrowing authority open. We'll need to vote separately on this. Lowell — Asked if it is appropriate for this committee to recommend the schools put in a basement. The building has to be picked up anyway. Welch He believes CapCom did ask them to do that. He was suggesting that with the new superintend coming on board, that the option for a basement be kept open even if it is elsewhere on the site based upon the Master Plan. Kickham -- He thinks a superintendent that's been in place for a number of years would have a better idea about office needs than an incoming. When the new superintendent comes in, the schools will be in full construction mode. Welch Someone would walk in with their office space being torn apart. Our role is to look at how dollars are being spent and future needs. Asked for a motion. Motion to put the Central Office put in hopper. 4-2 carried//McEachern recused. Welch — _lskcd if there is a legal requirement for the Our Island Home (OIH) Flooring. It's going into the hopper. Asked if the OIH workgroup has met. Hussey — \\ c are meeting today with the consultant followed by meeting with some architects. Gibson —"1 he intent is to keep OIH at the current site; the question is to renovate or build new. Page 3 of 6 illapproCom Minutes for December 18,2018,adopted June 13,2019 Welch — Into the hopper. Wannacomet Water Company in hopper. Nantucket Memorial Airport has a couple in hopper. Ecology Restoration Equipment, Taxiway Echo, and Security Project are Iegal requirement; all three should go in the hopper. Bridges — Asked how much the Federal Aviation Administration (FAA) will cover of the cost for l'axiway Lebo. Turbitt — IAA pays 90%; there is a question if the State matches the Town, so the Airport would pay either 5% or 10%. We would authorize to borrow the full amount in stages. Welch Maintenance Vehicle Replacement is for a14-year-old vehicle and was rated at 43°o. With no discussion it goes into hopper. E-permitting went from 25°'o to 41°'o, if no discussion will go into rhe hopper; ideally, this would cut down on personnel costs. Sewer Perimeter Fencing. Gibson — She doesn't have the number for just fencing around the buildings. Welch — He talked to Mr. Gray; it works out to about $500,000 to fence the full property; Mr. Grays biggest concern is the sewer beds,which alone would be S340,000. Lowell— \\'e'ye never heard of accidents around the sewer beds. Welch \ r. Gray is trying to bring the facility up to business standards. Mr. Gray isn't talking about a new gating system; that's in place. Mr. Gray's reason for fencing the full site is protecting equipment that isn't in garages. Asked how to proceed. Kickham — We should do it. Bridges — He thinks it should go into the hopper. Welch It will be put in the hopper for funding full property. Hussey — 'National Grid L8 Sewer Feeder, asked if that is in or out. Gibson -- We're waiting to meet with National Grid; they are talking about keeping lines above ground. If they go that way and any of the areas under the ground is being disturbed by that work, it makes sense to do the underground work in that area. Welch — It will go in the hopper contingent upon additional information as to whether or not they will go above ground. Three more Sewer items for discussion: Replace Loader, Replace 1- Ton Truck, and New Excavation Equipment. Lowell— Asked what the reason for the loader is. Gibson The reasoning is the difficulty getting a tow tractor. Lowell Asked if Sewer can use the DPW loader. Woodley-Oliver—They do currently but it's not always convenient. Welch — 'i he loader and excavation equipment are rated at 19% and the 1-ton truck is rated 29" It sounds like these could be out-year recommendations. He understands the desire to make Sewer a professional entity by having equipment they need when they need it but we have other big-ticket expenses. We still have to do DPW fleet management but we're down to Town Administration. Town Administration Seasonal Employee Housing Feasibility Study, any money being spent for planning is for the planning and is money well spent; this will go in hopper. 1 ratfic \lodei ng. Lowell In one way it's crazy but he understands the push for it. Welch His concern is that it be scenario-based modeling; for that amount of money, it's useful if it does all town roads, it would be a useful tool. Asked if the software could be set up in house or it a consultant would still have to be hired. Bridges — He doesn't think it can be done in house. Gibson — She heard about getting the software but having someone set it up then we can proceed ono our own. Welch — It makes sense because traffic studies cost a lot. Kickham— 1 he percentage indicates this should not go into the hopper. Welch — This falls under Infrastructure Improvements, capital cost, and rankings. Town-wide Document Management Solution is only 0.7% and Coastal Resiliency Plan at 0.7°o. Page 4 of 6 CapProCom Minutes for December 18,2018,adopted June 13,2019 Gibson - '1 here might be things in the Coastal Resiliency Plan that could become State mandated. Welch - On Document Management, asked if digitizing helps comply with documentation retention requirements. Gibson Yes. Woodlev-Oliver-Agrees that it will help. Bridges - '1 his would be put it under the new Document Management person. Digitizing documents can be done but it's not easy. Welch - _\sked if this is going department by department as a test. Gibson-Yes, we are starting with the Health Department;if it works, it will be expanded. Welch Once it's deployed, all new records should be digitized with back filling of past records. T hs will eeO ro hopper; the Coastal Resiliency Plan will go to hopper. Meeting Room Trailer and Central I-ire Station Reuse, asked if the Town is still asking for those. Gibson - Those have been downgraded pending review of the fire station property by the Affordable Housing Trust Fund (AFTF); but if they accept, it would be several years before they could do anything. If they don't want the property, we could put the meeting trailer there until the building is renovated as office space and a meeting room. Welch - Suggested not using a trailer and using the fire station for meetings with no modifications in the interim. Gibson It has to be modified to be accessible compliant. Welch - Asked if these should be recommended and not in the hopper with the view that A HT1'' aft want the property. Lowell - \\-e should support this. We're running out of meeting space. Asked what use the trailer would have after it's no longer needed for meetings. Gibson l)PW could use it; there are uses for it. Kickham - .Asked if the old Saltmarsh Center would be reused for meeting space. Gibson - It would be demolished for parking or demolished for rebuild; we can't use the existing building due to new flood regulations. Welch - .i hat building will be occupied for at least three years. Discussion about the critical lack of meeting spaces and efforts to resolve the situation. Welch - .Asked if the committee supports the Meeting Trailer as a capital plan and full conversion of the central fire station if not used by AHTF. Bridges - Moves to put them in the hopper. Carried unanimously Welch - This brings the number down to 85. Senior Center Relocation Study_ , asked if Ms Gibson prefers it be titled Site Design or Study. Gibson-The Study has been completed. Should be Site Design. Welch - Suggested calling it Senior Center Site Assessment and Design; don't have a RORI on this and need one for documentation. It is going in the hopper. DPW has S2M in place for annual facility work; suggested asking DPW if we can use about S250,000 of that elsewhere. fleet 'vian:a;Lrement, asked if all of this could go into outyear or be discussed. Based upon the consensus of the committee,he's moving all to the out year. Gibson-The DPW Director's vehicle is getting old. Welch - The Service Response Truck would be for use for the fleet and thinks it could be useful. He agrees spending $200,00 on the Service Response Truck and one other vehicle, chosen at the DPW director's discretion. 11 cEacherai - There is nothing in out years for vehicle management; there must be other vehicles that will need replacing. Would like the DPW Director to weigh in on those needs. Welch- His concern is the lack of a garage facility leaving equipment to the corrosive effects of strong winds and salty air. He believes other vehicles were included in the outyears. McEachern - When we have a piece of Town-owned equipment used by two departments, he wonders who decides which department gets priority use. A lot depends on the Select Board Page 5 of 6 CipProCom Minutes for December 18,2018,adopted June 13,2019 Strategic Plan; it's not wise to go forward on building when we don't know what the final recommendations will be. There is so much that needs to be done; feels we're all in over our heads. Welch— There needs to be a way to manage capital assets and there is more planning that needs to be done. Mr. McEachern is talking about centralized management of all Town assets. If we're planning on things for which we are in a deficit, we can be doing that for three to five years to the detriment of everything else. There are communities that plan on a 10-year basis;we need to be doing that. We've talked about the concept of congregational planning to focus on what to do to make Nantucket a better community. Kickham — On fleet management, suggested omitting the passenger van and one director's vehicle then put the rest into the hopper. Discussion about the request for an additional street sweeper. Welch — He's concerned about putting new vehicles where there is no interior space to house them; rolling stock should be under cover. As suggested by Mr. Kickham, he will put the vehicle management requests in hopper. He will meet with Mr. Turbitt and update the summary with final numbers and funding sources. If the Capping Cells and L8 come off, that represent S20M. IV. LIAISON/COMMITTEE REPORTS & MEMBER COMMENTS 1. Liaison Reports a. None 2. Committee Reports a. None 3. Member Comments a. None V. DISCUSSION OF FUTURE MEETINGS AND DATE OF NEXT MEETING TBD adjourned at 12:17 p.m. Submitted by: 'ferry L. Norton Page 6 of 6