HomeMy WebLinkAbout2019-10-31CapProCom Minutes for October 31, 2019, adopted Nov. 21
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Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham,
Peter McEachern, Jason Bridges, Nat Lowell
MINUTES
Thursday, October 31, 2019
Public Safety Facility, 4 Fairgrounds Road, Community Room — 10:00 am
Called to order at 10:02 a.m. and Announcements made.
Staff: Libby Gibson, Town Manager; Rachel Day, Assistant Town Manager - Projects; 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, Bridges
Absent Members: McEachern, Lowell
Late arrival: None
Documents used: Copy of minutes for October 24, 2019; Capital Improvement Plan (CIP) Requests
Agenda adopted by unanimous consent.
1. PUBLIC COMMENTS
II. • APPROVE MINUTES
1. October
111. STATUS UPDATE
1. Senior Center
Discussion a. Discussion and Questions
Day — This has a place -holder amount; a feasibility study is underway. November 151, we will get
feedback on what people want of a senior center and should have a draft report ready by end of
December. Possible locations include a stand-alone building on Sherburn Commons property or
a West Chester Street property. The latter requires being retrofitted to serve the purpose of a
Senior Center. The former would require design and construction.
Peter Schaeffer, Finance Committee — The numbers for retrofit from the West Chester Street
homeowner is lower because the Town would be doing commercial work on that private home.
On the Sherburne site, the center would be a separate entity from the residence; his concern is
that location would make it look like it's part of Sherburne Commons.
Bridges — Asked if we would be charged to lease the Sherburne Commons land.
Gibson — We would have to amend the lease to show the center is on town property.
Welch — The consultants should look at the soft costs and what other benefits the Town would
receive from each location as well as other advantages.
Day — That will be part of the consultant's draft report.
Schaeffer — It wouldn't be in their purview to look at the lease deal; they are looking at
architecture.
Welch — Asked how the timeline sequences with other aspects such as Town Meeting and other
projects.
Dawn Hill Holdgate, Select Board — She has serious concerns about giving up the ability to build
Our Island Home (OIH) at Sherburn Commons until we have a final solution for OIH.
Kaizer — It's a low probability option for OIH to go to the Sherburn Commons site.
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CapProCom Minutes for October 31, 2019, adopted Nov. 21
Gibson — The final proposal didn't involve acquiring additional land.
Welch — It sounds like we have Town -side recommendations and Select Board; a level of
unintended consequences is that OIH wouldn't be buildable at Sherburn Commons. With respect
to the Senior Center, there is also operating costs, which is our purview; it is important for us to
understand those number.
Day — The Senior Center Committee started looking at current cost of operations and what
additional programs might cost in the future as well as sites and what might the cost be for
maintenance and utilities and staff. We have a document in place showing where the increase
would be; that has been provided to the architect. Noted those operating numbers aren't included
in the placeholder numbers.
Schaeffer — Programs would be the same; using the house would require more people because of
small room; a new building can be made safer and easier for control.
Welch — Asked they identify elements to make up a complete package; when that report is done,
CapCom will be close to its deadline for a presentation to the Select Board.
Day — The architect acknowledged the timeline for this Town Meeting is tight, but he could have
something by April for the meeting. Having the report by December, we have time to look at
acquisition, road improvements, etc. before Town Meeting.
Schaeffer — Wants to delineate difference between OIH and the Senior Center so people think of
them separately.
Turbitt — We've allocated $150,000 for feasibility; the two paths require different dollars, that's
why we're waiting for the recommendation before inserting final numbers.
Gibson — If the report doesn't make it by the end of the year, there would be a BOS presentation
and Capcom in the first couple of weeks of January 2020.
Welch — Looking at costs, asked if there is a possibility that if we go with the residence, could we
sign a contract with renovation work to be completed by the property owner. There is an incentive
for the land -owner to be the project developer rather than the Town. If we don't do the work,
there are savings costs.
Turbitt — Doesn't believe we can do that. He believes the changes would be substantial enough
the owner wouldn't want to do the work.
Schaeffer — The homeowner would love to do that, but the quality of the work would be difficult
to maintain.
Hill Holdgate — It might be viable.
Hussey — Asked if the building would be covered by state regulations like the Hospital and OIH.
Gibson — It has to meet Americans with Disabilities Act accessibility requirements.
Day — There is no square footage -per -person requirements; just the accessibility. The committee
visited other senior centers for reference.
Bridges — Confirmed that this will be discussed again in December.
Welch — Maybe we'll get the report when it comes out and schedule our presentation to get
questions answered. It seems to him that this will fit into the report as a very general concept; we
won't be able to make a formal recommendation unless we have more information veru early in
January 2020. We can append our report, but he doesn't want to hold it if we don't have the
information.
1. Town Administration
Discussion b.Presentation of FY2021 and Out -Year Requests.
Gibson — FY2021 project include: Town -wide Document Management System for $250,000;
Town -wide Facility Security Measures for $100,000; Underground Wire Feasibility- Study for
$500,000. The wire study came out of the National Grid L8 project study and would be to look at
what it would take to put all wires underground starting with the Town Old Historic District
Kickham — It seems to make sense to start downtown but it might be easier to establish hubs and
start there.
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CapProCom Minutes for October 31, 2019, adopted Nov. 21
Gibson — Wires above the ground are susceptible to climate change but underground wires could
be impacted by rising water levels. If we wait, there could be changes that increase costs beyond
inflation.
Welch — Asked if the study looks at possible grant funding in limited instances, especially in the
situation that involves historic structures. This is a multi-year, expensive project.
Gibson — At some point we will have to engage a private manager who would potentially look at
that. There are limited grant opportunities for this.
Welch — Asked for an update on Season Employee Housing.
Turbitt — He met with the Assistant Town Manager to talk about looking at modular buildings
for Seasonal Housing; referenced Nantucket Yacht Club. We will begin process to put out request
for proposal (RFP) for design work this week.
Gibson — This would be off Waitt Drive; the general idea is to have some potential NYC -type
housing for seasonal employees: an apartment with a bedroom or two for the building manager.
We have housing for summer officers; we'd move seasonal employees into this and repurpose the
other property. Reviewed some ideas for repurposing Town properties: 37 Washington Street, 39
Washington Street, and on Okorwaw. In off-season, it could be used for transitional housing and
to house off -island consultants.
Welch — Suggested looking at enlarging park space along Washington Street as a buffer.
Bridges — Housing is a Select Board goal as well as the Municipal Needs and Building Study.
Kickham — Asked about Town liability when managing the additional housing.
Gibson — We will need more resources; the Department of Public Works (DPW) would provide
maintenance and we would have to have a property manager on site. We talked about hiring a
property management firm, but like the idea of a person being on site.
Welch — Asked to include the personnel side of that when CapCom gets that request. Wants to
make a clean cut between long-term overall cost of seasonal housing and the initial operating costs.
Asked about out -year projects. Said he hopes to start focusing more on those projects next years
with more information coming from the department heads.
Bridges — Asked if the Town is doing anything about municipal needs in 2021.
Gibson — Would like our consultant to do an assessment of all properties. We have money from
prior article that will be reconfigured. Reviewed past assessment done.
Welch — Asked them to think about the report coming through CapCom for review.
Kickham — Town -wide Document Management, asked if this would help eliminate expired
documents.
Gibson — Yes
Kickham — Asked what Town -wide security would involve.
Gibson — Currently, anyone can walk into any Town office; she doesn't know what the measures
would be, but whatever easy -to implement measures would be done soon.
Kickham — The Wire Feasibility Study, the Town to think about why we need this in 20 years,
not necessarily now.
Welch — On that there are certain areas where problems will arise that aren't surmountable. But
the locations for transformers and lines should be mapped. His only concern is that projects
become emotional and projects of greater importance get pushed to the side. He thinks CapCom
should have more weight in these matters; our committee bring front and center long-term
planning incentivizes people to think about the Select Board Strategic Plan.
Bridges — About data management, if we lose a building and thus documents, everything should
have a copy in The Cloud and off site. Asked why that is spread out over several years.
Gibson — It has to do with how much documentation we have and our resources. The
departments have to be involved.
Welch — Asked if the numbers and duration for the data management is realistic.
Woodley -Oliver — It's based off what we've done so far. Departments with more bulk of
documents will cost more than departments with fewer documents.
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CapProCom :Minutes for October 31, 2019, adopted Nov. 21
Welch — Asked if Coastal Resiliency advisory Committee (CRAC) will be funded under the Town
Administration.
Gibson — CRAC is developing a plan out of which there will probably be projects. As we discussed
last week, some plans will be the same as in other plans. There are areas of the Island that haven't
been looked at. They look at measures to take to be more resilient such as storm water runoff.
Hussey — asked about the 2 Fairgrounds Road upgrade.
Turbitt — He think it's out. The facilities are part of the Select Board Strategic Plan and are waiting
until that's done before making a decision. It will be taken out of the RORI.
Bridges — The Select Board doesn't want to put time and money into 2 Fairgrounds Road until
it's all connected.
Welch —15 to 20 years from now, people will look at the plans and think about the thoughts and
planning that went into it.
Gibson — We have a meeting to update the Select Board on November 13th or 20'.
Bridges — Ms. Gibson, Ms. Day, and Gregg Tivnan attended a conference; asked if they had
learned anything CapCom related.
Day — Not specifically CapCom related but going back to all the Town plans, they asked how
many Towns were having conversations with the boards and had plans. She and Mr. Tivnan were
two of three hands that went up. That could mean we are really ahead of the game because these
conversations are already happening and there is a lot of work and we are working on how to
implement the plans and projects.
Gibson — Data Collection is a big thing and we've been talking about that as well.
Welch — We were talking about this at HDC and had a joint meeting with the Planning Board to
accomplish goals. To the point of data, it is important and easier to provide functionality to
modeling; if we have the data, there is so much we can see where trends are emerging.
V. OTHER BUSINESS
Irccii "'heet/Comlynttee Reports
a. None
2. Member Comments
a. None
3. Date of the next meeting
a. Thursday, November 7, 2019 at 10:00 a.m., Wannacomet Water Company Conference Room
Adjourned at 11:19 a.m.
Submitted by:
Terry L. Norton
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