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HomeMy WebLinkAbout2019-12-19 CapProCom Minutes for December 19,2019,adopted Aug.27,2020 a NANTUC ;; E i�` uTuc .. TOWN CLFRr. i-.'� -t Town of Nantucket RNs. . Capital Program CommitteeSEP _ ���o \�l� P g 2020 4 AM 10: 07 9ftent a_-- www.nantucket-ma.gov Members: Stephen Welch (Chair),Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham, Peter McEachern,Jason Bridges,Nat Lowell MINUTES 1 Thursday, December 19,2019 1 Milestone Road,Wannacomet Water Company,Conference— 10:00 am I 3 Called to order at 10:00 a.m. and Announcements made. Staff: Brian Turbitt,Director Finance;Terry Norton,Town Minutes Taker Attending Members: Welch,Kaizer,Hussey, Kickham,McEachern,Bridges,Lowell Late arrival: Bridges, 10:27 a.m. i Department Heads: David Gray, Sewer Director; Tom Rafter, Airport Manager; Jamie Sandsbury, Airport Business Finance Manager Documents used: Copy of minutes for December 5 & 12, 2019;Capital Improvement Plan (CIP) Requests i Agenda adopted by unanimous consent. I. PUBLIC COMMENTS 1 \(enc II. APPROVE MINUTES 1. December 5, 2019 2. December 12, 2019: held III. DISCUSSION OF OUTSTANDING FY2021 CAPITAL REQUESTS ITEMS 1. Sewer Discussion Turbitt— Sewer Improvements for Surfside Road needs additional $2m based upon when it will be done. There is a report from Weston and Sampson on how we got to the $2m Gray—This is the new gravity line. The pump station is on Land Bank property and it can't be made any larger; in negotiations about a property swap with Miles Reis. This pump station is coming out of the needs areas; the existing pump station will remain, but this new station will have two lines from Madaket/Somerset and Hummock Pond. Lowell — It is imperative that Somerset gets sewered. Supports this. Asked if the "Manny Building"pump station would be removed with the construction of this. Gray — It would be cleaned up and kept for emergency. We are considering that at some point ' we will have to get stormwater out of Town and it can be used for that. We now have line items that are specific to stormwater in all our contracts going forward. Also, we are looking to i incorporate installing conduit systems for the Town network when we are doing sewer work. j Turbitt — This was pushed forward because of the addition of the pump station in addition to Surfside Road construction. This is on a RORI form for Committee members. Welch — We wanted additional information on the 108-128 Baxter Road sewer to understand how it might work in conjunction with Hazard Mitigation Plan (HMP) and Coastal Resiliency. il Gray—The fiscal-year ask is a significant unknown. With recent erosion,Baxter Road could take five years or one season to reach the 25-foot threshold from the bluff. There is preliminary plan 1 for access and sewer for the far end of Baxter Road. He's still working on an agreement with j homeowners. This is very active,but we can't put a date on when it will happen. 1 Kickham—Asked how they are planning for it. 4 4 1 I Page 1 of 4 CapProCom Minutes for December 19,2019,adopted Aug.27,2020 Gray — We are getting the access easements and land coordinated. By the time easements are done,we will have construction plans in place. Welch — Asked how rapidly the estimate of the design aspect identifying these names be established and provided to us for discussion. There are a several ways to go with this: it doesn't go forward this year;it does go forward this year;it gets put forward as design goes. If it does go forward as design, we need to be able to make an informed decision based upon the estimated dollar amount and soft costs; asked if it could be generated in a timely manner. Turbitt—He doesn't know off hand. Gray—He believes it is construction cost. Part of the cost is removal of the existing sewer line. McEachern — Asked about the need for the trench box requested by Nantucket Fire Department (NFD). Gray — OSHA mandated our trench box, so we won't be reliant on another department. We have a trench box trailer that other departments can use. We are in constant contact with the Fire Chief and dispatch all the time; we have training classes in working in the trench box. We do need two trench boxes trailers; NFD needs something so they can immediately respond with all the construction work occurring on the Island. If we aren't doing that type of work, other departments can pick up the trailer and use it. Welch— It seems the NFD trench box is an emergency response apparatus. Gray —We lost one of our `Sconset sampling wells to erosion and have lost another at Surfside; we are required to have these. Department of Environmental Protection (DEP) says they have to survey the facilities and beds, `Sconset was done, then submit the survey to DEP who decides if we can just move or must dig new wells. That impacts the cost. He won't have any real documentation until the surveys are done and he hears back from DEP. Bridges —Asked if this qualifies for some emergency funding. Turbitt — He doesn't know if it qualifies for an emergency; if it does, that can be allocated retained earnings at Annual Town Meeting. Welch — This is an emerging situation with several people involved. We will probably end up looking at this as supplemental. If it becomes an emergency,we'll pick it up. If not,we can work it in along with Our Island Home. Turbitt — Funds would probably be approved for work then reallocate funds from retained earnings into General Fund. Welch — Suggested Mr. Lowell bring up to Coastal Resiliency Advisory Committee to set aside funds for this possible emergency. 2. Nantucket Memorial Airport Discussion Turbitt—All the supplemental projects have been updated to the RORIs. Rafter— The security project is a supplemental had is broken into two parts; part one is $1.4m. This is not a typical AIP of 95/5; the Federal Aviation Administration (FAA) will fund only what is ineligible. We had to get a letter from the Transportation Security Administration saying they would not fund the ineligible elements so that FAA will pay for it. It will come out between 50% and 65%. State on security projects would pick up 10% of what is eligible, and they have committed to that. The remaining ineligible items can't be funded by the State this year but as much as possible will come back. In the long term, 95% will be funded but we have to carry a couple of million for a while. Welch—Asked when the FAA/State funding of information would be available. Rafter— He has submitted drawings to FAA noting what is eligible and what is ineligible; hope for a mid-January meeting with FAA to come to a conclusion. They will agree to the determination, but we won't know the actual limitations. We are getting a schedule of values for Phase I. Phase II should be going out in the next couple of weeks. Next is the Fuel Farm,which is supplemental with funds from Fuel Revolver Fund and Retained Earnings with about $500,000 borrowed. The fire suppression system is inoperable; it's in manual mode and replacement is about$400,000. Page 2 of 4 CapProCom Minutes for December 19,2019,adopted Aug.27,2020 Kickham—He recalls several years ago looking at the suppression system. Rafter—It has been failing and some sensors are not operational. Sandsbury—We did a bond and closed out that bond so that authorizations no longer valid. McEachem — Asked if we are in a situation where a regulatory commission could shut the airport down. Rafter — It was referred to local jurisdiction; Fire Chief Murphy has been working with us and understand the costs;he said if it is going to be done,it should be done right. Hussey—The total cost is $105,600. Rafter—That is the total supplemental cost. Ground Water and Soil Investigation is an innocuous title; we received a notice of required action from DEP requiring action to be completed December 20, 2019. We've been actively involved with our attorneys because this has to do with the PFOS issue. This will become an Island-wide issue. As of tomorrow, we will be sending out 15-20 requests for access to properties along Madequecham Road. The $250,00 is to get work started on sampling. This is very sensitive with liability implications. We are funding some of this out of the Operating Budget. Bridges—Asked why the $5m to $7m for testing. Rafter—That includes the mitigation. Also,part of the solution is getting Town water out there. Welch—Asked what happens if a property owner say no to access. Rafter—DEP can issue a mandate for access. McEachern—Asked what test determined there were polymers on site. Rafter—There was no test. DEP's letter was written as if testing was done. Explained what they had been doing. Part of the cost is they now have to remove all the foam in the Fuel Farm fire suppression system and ship it off Island. We responded to the request for information that testing would start;DEP assumed samples had already been taken. Kickham—Asked if something should have been done before the letter. Rafter— FAA required the foam testing be done annually. We had purchased a cart for testing the foam, so we no longer dispense foam into the environment; it goes through the cart. This is a national issue with Airports being at the front. Welch—Asked how much foam is dispensed in testing. Rafter—200 gallons perhaps. • Welch—Asked if the information on parts per million is available. This is new area of concern and it's everywhere. There was in 2017 a standard ambient level for PFOS. Rafter — There is no federal standard; states are establishing their own. He believes that any detection of 20 parts per trillion will be the point at which action must be taken. Kickham—Asked if the concern is for what's happening on Airport property or abutters. Rafter— Typically you set up a protocol for testing; we are saying airport property needs to be tested as well. We own a home on Madequecham Road.We will find the PFOS. Lowell—Asked how far it spreads. Rafter — When we do a project that disturbs soil, we will have to test for PFOS and, if it's found,remediate it;the remediation is the most expensive part. Bridges—Lead is tested at 5 parts per million and this is being tested at 20 per trillion. Welch—Acknowledging the complexity and importance,asked the timeline. Rafter—Engaged a specialist, respond to DEP tomorrow, do sampling in January-February and come back in April-May. The big issue is managing the misinformation to the public. Once the process is going forward and we get samples back we send them to DEP and establish a remediation plan. A unique Nantucket problem is people might not want us on their property and will take their own steps in testing and remediation; Martha's Vineyard ran into it. One big issue when we do these access request letters and agreements, we have to be very careful to protect the names of property owners; DEP understands that. He doesn't know the answer to not being allowed access but thinks DEP can mandate it access be granted. Page 3 of 4 CapProCom Minutes for December 19,2019,adopted Aug.27,2020 Welch—People are going to assume it is in soil up to 1000 feet around the airport; one part is a critical response plan and the airport going to address calls. People really have to know it is not just Nantucket and not just the Airport. Other Island departments might have to do testing as well and the public needs to know the national scope of the problem and that Nantucket is acting on it. Rafter — There's some gap in the data but there is a belief it could be a health problem. Noah has developed a straight-forward information packet for Town Administration, Select Board, and the public. Welch—Suggested CapCom members not get into discussion on this with anyone. Our concern is the financial aspect of it. 3. RORIs completion Welch—You can do this later or now. Turbitt — Explained that legal has been broken up. There are five RORI: sewer surfside road, AIP, Fuel Farm supplemental, Groundwater and Soil investigation, and lastly is the `Sconset Footbridge. Welch —Asked these be done so that he can review them tonight. Other Items to be discussed: Ranking of relative importance came up 1.3%, correct the Patrol Boat Replacement to a second Pump-out Boat, Fulling Mill Road has additional information but moved to outyear, Waitt Drive-Amelia Drive is primarily Waitt Drive with access to Amelia, Our Island Home and new senior center, draft recommendation report, and review of outyears and capital status project. Discussion about a name for the Waitt/Amelia work that is most descriptive of the scope of work. I . Oil IER BI SINESS 1. Member Comments a. Discussion about the December 16th Joint Select Board/CapCom meeting and the necessary information to be provided to the Select Board and Finance Committee. Suggestions on how to make future such meetings more informational and productive. Welch — He thinks there are easier ways to disseminate the information covered at that meeting and wouldn't recommend a like-kind meeting in future years. Based upon the prior meeting, the intention was that CapCom would provide a handout. McEachern—He thinks it would be helpful to have the Select Board provide CapCom with a list the capital projects that pertain to the Strategic Plan. b. something 2. Date of the next meeting a. Thursday January 9, 2020 location and time TBA. Adjourned at 11:49 a.m. Submitted by: "Terry L. Norton Page 4 of 4