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HomeMy WebLinkAbout2019-9-26CapProCom Minutes for September 26, 2019, adopted Oct. 3 Town of Nantucket -- F Capital Program Committ�� -T _3 �: 3C \\ \v w.nantucket-ma.gov E Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham, Peter McEachern, Jason Bridges, Nat Lowell MINUTES Thursday, September 26, 2019 4 Fairgrounds Road, Public Safety Facility Community Room —10:00 am Called to order at 10:07 a.m. and announcements made. Staff. Brian Turbitt, Director Finance; Alexandria Penta, Financial Analyst; Terry Norton, Town Minutes Taker Attending Members: Welch, Kaizer, Kickham, McEachern, Lowell Absent Members: Hussey, Bridges Late arrival: None Department Heads: Police Chief William Pittman; Airport Manager Tom Rafter; Airport Deputy Manager Noah Karberg; Director Department of Public Works (DPW) Rob McNeil. Documents used: Copy of minutes for August 29 & September 5, 2019; Departmental CIP Request Forms; correspondence. A.zenda adopted by unanimous consent. None 11. APPROVE MINUTES 1. August 29, 2019: Motion to Continue. (made by: Lowell) (seconded by: McEachern) carried unanimously 2. September 5, 2019: Motion to Continue. (made by: Lowell) (seconded by: McEachern) carried unanimously M 11 �91TA a WTA I K10MONI 11113 KIKOMI leffimel1 • • 1. Solid Waste Enterprise Fund Discussion a. Presentation of FY2021and Out -Year request McNeil — Waiting on back up quotes from Waste Options. Been planning for out years. Uncovered a number of issues that required immediate action; most could be covered by the operating budget. Reviewed 2021 Capital Requests and out -year projections. As we approach the end of the Waste Options contract in 2025, we are having concerted negotiations. Welch — Asked who owns improvements. McNeil — The MERC building is owned by Waste Options, so they are responsible for improvements. Part of what we're doing is a waste study kicked off in July with monthly follow- up meetings to get feedback from the public; hopes to present a summary to the Select Board in December with a recommendation of how to move forward beyond 2025. Welch — You're looking to counsel for guidance on clarification with respect to Waste Option and clarifying expectations and responsibilities for maintenance between now and 2025. Asked if this is going through a workgroup. McNeil — There is a workgroup that is talking about the future, beyond 2025. Their goal is to come forward with a number of options. Welch — Asked if the only out -year project is the bailer. McNeil — Other projects will be based upon the option presented by the workgroup. Kickham — Asked if the bailers or conveyors have service contracts. Page 1 of 4 CapProCom :Minutes for September 26, 2019, adopted Oct. 3 McNeil — Waste Options has a service provider come in for maintenance; there is regular maintenance, but there are times things get stuck. 2. Police & Marine Department Discussion a. Presentation of FY2021 and out -year request Pittman — Change in patrol -boat replacement, we'd like to reprogram the $150,000 for an additional pump out boat so that we're never without service; we have a quote on a boat Next is the loran Sewer; Weston and Sampson doing design work to extend the `Sconset sewer line. We are still pushing forward on the Public Safety Auxiliary Building. Once 2 Fairgrounds Road goes out of service, we have no maintenance site; we will need this and have a bid for about $3m. Kaizer — This failed Town Meeting on the floor. Asked the price at that time. Welch — It was part of a package that was voted down. Pittman — It was about $1.5m. We've lost the mobilization, since the company was already here; now they. have left and would have to remobilize on the Island. Welch — In the interim, asked plans for how the facility would be used and impact on operations and equipment. Pittman — This is now a Police and Fire project; not having it would greatly impact the Fire Department because they would have to use the bays for maintenance and they aren't designed for that. The auxiliary building would be able to mitigate anything that might occur during maintenance and could house vehicles and equipment during the winter. Lowell — They have a good site plan for the building by creating a campus. Feels this could easily be sold to the public and the building at the airport is for the Marine Department; the two are separate. Welch — It might be beneficial to calculate the cost of inefficiency by not having this facility. It helps to be able to have all that information ready, for Town Meeting. Pittman — We'll be working with the Fire Department on this building and can get the information. Kickham — Looking at the 2019 Warrant, it says the building would be used to house stolen property; asked if that would still be a use. Pittman — Yes, especially bicycles; we've picked up 100s this past summer. Lowell — Confirmed the requested boat would be a second pump out boat; it's important to be able to meet the need. Pittman — Pump out is free; we get a reimbursement grant for pump out. Explained an app that was developed that will provide excellent data on the volume of pump out. Welch — The boats, parts, and equipment, asked if those would be interchangeable between the two boats. Asked about training. Pittman — Yes. The training is different, but the Fire Department works with us. McEachern — Asked how many citations are given out for dumping into the harbor. Pittman — We get a lot of calls on that; we find that either there is no discharge or runoff from air conditioner. Kickham — Asked if the grant funding covers the full cost or just service on water. Pittman — It's just the service and emptying the pump -out boat. When the boat is pumped out, sewage goes into the sewer lines and gets processed. Lowell — Presented the idea of charging a fee rather than doing it for free. Pittman — We can't charge a fee and receive the grants. Kaizer — Clarified that not asking for a new patrol boat and will get a second pump -out boat. Asked if that 2"`' boat can double as a patrol boat. Pittman — No, the operators will call in if they see something. Page 2 of 4 CapProCom Minutes for September 26, 2019, adopted Oct. 3 3. Nantucket Memorial Airport Discussion a. Presentation of FY2021 and Out -Year Requests Rafter — Reviewed the 2021 improvement projects: $2m for security system the majority of which will be reimbursed about 95%, infrastructure digital control for geothermal system, and maintenance equipment replacement projects: dump trucks, exes, and z -track, tug, and bus. McEachern — You mentioned timing with the FAA to get things done. Welch — Asked that Mr. Rafter resend the letter concerning that. Rafter — He will resend the letter to John Brescher with an attached draft graph. There are conflicts that don't allow us to take advantage of federal grants. One recommendation provided by our legal counsel was a Warrant Article that would give the Select Board the ability to appropriate for these federal projects; we need to get those funds to rehabilitate the taxiway and runway. Theoretically we would have all the financial info ready, get permission from the Select Board, then go for the design. There is precedent for the Select Board to be able to appropriate the funds. The Federal Aviation Administration (FAA) has stated they have the money for the projects if we can do the work; we are talking grants for $50m to $60m. Lowell — The other issue is the seasonality of doing the work; you can't pave in the winter or the summer. Rafter — That is a drawback; the timing of FAA grants and Town Meeting are in conflict; there is a delay of up to 17 months. Fall Town Meeting is some help. Welch — Asked what they propose for capital projects. Rafter — He's going to leave that up to the administration. Welch — It doesn't sound like too much of an issue to get advanced notice. Thinks it would be easier for us to do that. Rafter — Explained they have to do a 5 -year CIP for the FAA; that drives their planning. It is hard however to merge their timeline and the Town timeline. The big request for FY2023 is the rehabilitation of the runway. There are other projects the FAA wants us to look at between the taxiway and the runway projects such as: expansion of the south apron, environmental work, equipment replacement. Welch — If the Select Board is granted appropriation authority, asked that they still follow the CapProCom and Finance Commission process with advance notice; feels it is important for the committee to discuss the projects; we aren't looking to bootstrap the requests. The requests appear to be will within reason. Rafter — Explained the aprons, taxiways, and runway were all constructed for much lighter aircraft; now carriers are using heavier planes. We will have to meet modification standards. The FAA is using $1.5bn for infrastructure improvements. Security in outyears would probably be for fencing. McEachern — Asked if it would help to have a wider track on the John Deere. Karberg — No. Rafter — There is one other thing. We've been looking at an item with all Town departments, the Town strategic programs; it's not in here yet. The finance aspect hasn't come up at all; we've been talking about the strategic approach. The PFOS is a chemical generated from fire suppressant foam used by the airport that seeps into groundwater. Mr. Karberg replied to a request from Department of Environmental Protection about how we discharge the chemical. Other Town departments have a similar issue; we've working with Rob McNeil and other departments and the consultant, CZM, to get an understanding of who will do what. Welch — Where we get it in our CIP is a question; would like to see it in the placeholder for out years. 4. Discussion on projects and filling out the RORI Welch — We have to fill out our RORIs; discussion helps. We don't have backup information on the police projects, so he doesn't want to proceed with those at this time. Page 3 of 4 CapProCom Minutes for September 26, 2019, adopted Oct 3 McEachern — The boat information is probably in our documents since it was originally planned for the patrol boat. Kickham — Feels that not having the right information could lead to a bad decision; agrees about skipping those projects for which information in incomplete. Welch — Proceeding with the Airport projects, the $250,000 for a F-250 with plow is cheap. If there are no questions, we can fill out the RORI later. IV. OTHER BUSINESS 1. Green Sheet/Committee Reports Welch — We need to discuss what the Green Sheet text would be to avoid misunderstandings. The Green Sheet would be used to inform Finance, Town Administration, and the Liaisons that CapProCom is requesting additional information. He sent out a copy of the schedule; met to discuss a realistic schedule for our budget season and when we issue a report. Penta — There are some minor changes to the schedule per request of Town Administration. Welch — Our charge is to provide the Select Board a report of recommendations 30 days before Town Meeting; that is our charge. In our preliminary schedule, the joint meeting with the Select board and Finance Committee was set for February 5; it is now set for Wednesday, January 29h. We don't need to vote on the schedule, but we need to agree that we should get complete information from review departments before we make our final report. Consensus agrees 2. Member Comments a. Kaizer — Asked where the findings are for out -year support. Welch — He will follow up with Brian Turbitt on that We've discussed having access to software; in the meantime, it would work to have the latest printout for all departments and a link to Nantucketcapitalrequest.org. 3. Date of the next meeting a. Thursday, October 3, 2019 at 10:00 a.m. Adjourned at 11:31 a.m. Submitted by: Terry L. Norton Page 4 of 4