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Home My WebLink About2020-10-8 Artrusommommiummomme CapProCom Minutes for October 8,2020,adopted Nov. 191j;d �"Ur OWE. CL A3o pN7UC�� i C � '( �`� �r Town of Nantucket 0 • Capital Program Committee ?112:1:1-741) �� L � -4 SC:: \yC'0,9 �01 '' www.nantucket-ma.gov Members: Stephen Welch (Chair),Pete Kaizer (vice chair),Richard Hussey (Secretary), Christy Kickham, Peter McEachern,Jason Bridges,Kristie Ferrantella MINUTES Thursday, October 8,2020 This meeting was held via remote participation using ZOOM and YouTube, Pursuant to Governor Baker's March 12, 2020 Order Regarding Open Meeting Law Called to order at 10:15 a.m. and Announcements made. Staff: Brian Turbitt,Director Finance;Richard Sears,Assistant Director Finance Attending Members: Welch,Kaizer,Hussey, Ferrantella Absent Members: McEachern,Bridges, Kickham Department Heads: Rob McNeil, Director Department of Public works (DPW); Gregg Tivnan, Assistant Town Manager;Jeff Carlson,Director Natural Resources Documents used: Copy of minutes for September 3, 10, & 17, 2020; FY2022 Capital Improvement Plan (CIP) Requests Agenda: Motion Motion to Adopt the agenda. (made by: Hussey) (seconded) Roll-call Vote Carried 4-0//Husse ,Kaizer,Ferrantella and Welch-a e I. PUBLIC COMMENTS None II. OVERVIEW AND DISCUSSION OF FY2022 CAPITAL REQUESTS & OUT-YEAR 1. Town Administration and Natural Resources Discussion a) Admin-20-003: Town-Wide Document Management Tivnan—There is no change to the outyear requests. Started the pilot with natural Resources and Public Health; several 1000s of documents were scanned and are being tested. Depending on the tests,we might jump into PLUS documents next rather than last. It proved to be more costly than anticipated; we have already gone over our Pilot Program authorization for $100,000. PLUS documents are much more relevant to the public. Kaizer — Confirmed this year's request is for $250,000 and this will be the first round for that request. Asked if the cost might increase. Tivnan—We decided to stay within the $250,000 for the PLUS; hope to be done with PLUS by the end of the 3rd year. Welch—Asked if the termination of the pilot and transition to PLUS coincides with end of fiscal year. Tivnan—Hope to have Public Health done by June. PLUS is heavy up front and could expend the $250k setting up. b) Admin-21-001: Underground Wiring Feasibility Study Tivnan — There has been no change to it but it never actually began. The study was for putting wires underground Island wide;it prioritized areas taking into consideration sea-level rise and local resources. Hussey—It is listed as low priority. Tivnan — It has been low priority due to the scope. However due to considerations around Hazard Mitigation, it's priority could rise but not for FY2021. The initial assessment from 5 years ago was $500,000. c) Admin-21-001: Town-Wide Security Measures Page 1 of 4 CapProCom Minutes for October 8,2020,adopted Nov. 19 Tivnan- In FY2019, the Town looked at active-shooter scenarios and came up with ideas but decided a consultant was necessary: cameras, egress, lights, etc. No changes for this year or out years; the Request for Proposal (RFP) went out in March of this year and we've gotten response. d) HMP-22-002: Harbors Plan Implementation (Pearl) Carlson—This covers Nantucket and Madaket Harbors and impacts all activities around these harbors. It will have to be integrated with the hazard Mitigation Plan, Coastal Resiliency Plan, and Water Quality Plan. The RFP was ready to go this past March; the figure has been since updated. Hope it will go out next year;once the plan is updated,it's good for 10 years. Welch—We will review these and rank them then make our recommendations. He doesn't anticipate any issues since all of them were approved previously. 2. DPW, General Discussion a) DPW-18-001: CCTV Phased Work McNeil — DPW's efforts are different than for Sewer, which is to inspect and correct issues. Our approach is to spread out investigations and repairs over a long schedule. Initial investment was $1601E. Hoping to get back on track as a separate contract with addition drainage system coverage. Learning more about unit pricing, which is significantly higher than contractor's have experienced cleaning our system in the past. $256k is more in line with what's happening. Welch—Asked if there might be changes in the out years. McNeil—The out years will be changed accordingly. b) DPW-21-005: 6-wheel Dump Truck McNeil— We do not have any changes on this; it is replacement of a 2009 modeL We have a new fleet manager who is getting up to speed on quotes on refreshing our fleet. c) DPW-21-002: Electric Admin Vehicle McNeil—This was presented and rejected in the last round;we have a demonstrated need in that it is in keeping with the Town's move toward electric vehicles. We have a charge to set up recharge stations, one of which is at the DPW. Staff often ends up using personal vehicles to make trips around Town when the current vehicle is down. d) DPW-21-006: Fleet Service Vehicle-Utility Body McNeil — We rely on this; we cobbled together a truck to do this, but it isn't designed to do the work. This vehicle would be a significant upgrade and allows servicing other vehicles in the field; it has lots of tools. Welch—Asked if there is a change in its priority. McNeil — He doesn't recall if he had set a priority. That it is corning back after having been rejected speaks to the need for it. Kaizer—You've cobbled together a truck that can make repairs. Confirmed the Town never had a vehicle like the one requested.Asked how often in the past year this vehicle would have gone out. McNeil— Some days the current truck is out a couple of times a day; sometimes it will spend the entire day doing road-side repair to keep older pieces functioning. Overall, at least 6 times a month it would spend a full day in the field. It allows the flexibility to do repairs on the fly rather than trailering the vehicle to bring it back to the shop for repairs this vehicle could do in the field. e) DPW-21-004: Ford F350 f) DPW-21-001: Sweeper g) DPW-21-003: Two Ford Rangers Welch — The Ford F350, sweeper and 2 Rangers were previously approved. Asked if there are any changes to the requests since last year. McNeil—No. h) DPW-22-002: Nobadeer Field House (supplementary funding) McNeil — This has been approved through Historic District Commission; this was originally imagined in the mid-2000s. Described the final design including bathrooms and covered porch. It is to be utilized as an open-air gathering place for people using the facilities. It will be served by on-site septic. The design Page 2 of 4 CapProCom Minutes for October 8,2020,adopted Nov. 19 allows for future expansion. We have gone through an Project Manager and architects and engineers are ready. Community Preservation Committee funding was about $700,000; the cost for the pared down version is $1.6m so asking for additional funding. Hussey—Confirmed the total ask is $1m supplemental according to current estimates. Welch—This is an attractive building and the design sensitive to the area. It seems to be a very functional building that will meet the area needs well. Kaizer—Asked if the cost includes septic and engineering. McNeil—Yes. i) HMP-21-006: Children's Beach Storm Water Pump McNeil—There is no change to this. Welch—Thank Mr. McNeil for all the information; if further information is required, he will contact Mr. McNeil. III. UPDATE ON CIP REQUEST ACCESS 1. Turbitt — Working with the developer to make some changes. Once we have that, FinCom log-ins have been created;will do Select Board next followed with a roll out and training. Hussey—Asked if we see two listings for a RORI, are they different. Sears — We have a couple where you are probably seeing last-year's RORI. You should see only the current RORI. Kaizer—Island-wide Underground Feasibility Study is one. Tole Mr. Hussey to look for the submitted-on date. Turbitt—He will have to take that up with the developer. Welch — As Mr. Kaizer suggested, the best way to sort them is on the date submitted. He's compared some and there are some discrete differences. He hasn't seen an actual RORI duplication; asked if it was just the request or actual RORI. Hussey—Request. Welch — He was using the old RORIs for comparison; you can see your previous entries. We want to make sure that when the developer is working, the RORI that shows is only the new requests submitted for FY2020. Bridges — He hasn't done any RORIs because he's uncertain about them. When he opens "My RORIs" he has 11 pages;he wants to see only what he needs to work on. Turbitt—We never talked about what to do with previously completed and prior-year RORIs so they are all showing up.We can ask the developer to come up with a solution that can be rolled out expeditiously. Welch — Explained how to navigate the RORIs within the program. It would be nice to filter by department. Kaizer—Through the search field,you can restrict what you see. Welch—Asked Select Board for the spreadsheet of 2020 requests. IV. OTHER BUSINESS 1. Green Sheet/Committee Reports a. None 2. Good of the Order a. None 3. Date of the next meeting a. Thursday, October 15,2020 at 10:00 a.m. Page 3 of 4 Ca.ProCom Minutes for October 8,2020,ado.ted Nov. 19 V. APPROVE MINUTES 1. September 3, 2020 2. September 10,2020 3. September 17, 2020 Motion No action at this time. Roll-call Vote N/A Adjournment: Motion Motion to Adjourn at 11:02 a.m. (made by: Hussey) (seconded) Roll-call Vote Carried 5-0//Hussey, Ferrantella, Kaizer,Bridges,and Welch-aye Submitted by: Terry L. Norton Page 4 of 4