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HomeMy WebLinkAbout2020-10-15 CapProCom Minutes for October 15,2020,adopted Nov. 19 NANTUCKET !' OWN CLERK Town of Nantucket �, Capital Program Committee 2020 DEC -4 AM 9: 56 ��ogpaflA��p�`O� 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 15, 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 10:02 a.m. and Announcements made. Staff: Brian Turbitt, Director Finance; Richard Sears, Assistant Director Finance; Alexandria Penta, Financial Analyst Attending Members: Welch,Hussey,McEachern,Bridges, Ferrantella Absent Members: Kaizer,Kickham Early Departure: Ferrantella Department Heads: Rob McNeil,Director Department of Public works (DPW); 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 5-0//Husse ,McEachern,Brie!es,Ferrantella, and Welch-a e I. PUBLIC COMMENTS None II. OVERVIEW AND DISCUSSION OF FY2022 CAPITAL REQUESTS& OUT-YEAR 1. DPW Facilities and SWEF Discussion Welch intro a) FAC-20-008: Facilities Site Paving Annual Updates McNeil - $250,000 for FY2022; specific project is at 3 Chestnut $50,000 for the proposed demolition of the building,assuming moving Health Department out to 131 Pleasant Street. The vacated space would be turned into bike parking. Other structures with proposed work will require some level of site- paving/repairs to be covered by the remaining$200,000. McEachern —Asked what the cost of asphalt is per ton. Also asked the methodology for brick paving between sidewalks and new construction—is there a difference. McNeil—There was no change in the cost from FY2021;the change between FY2019 and 2020 was 2%.There is a different methodology for brick between repairs and new construction. b) FAC-20-001: General Building Envelope McNeil—Siding and window repairs are$1.177m for 14 structures. Welch —These are phased out in supplemental documents; he doesn't understand that some are phased out over a 4-quarter period. McNeil — Theoretically these projects could launch all at once; ultimately, we will bundle like-projects together and put out a trim and reshingle project. Generally, in the 15` quarter there is a lot going on at Finance so there might be problems getting some projects out of the gate. Hussey—39 Washington Street says demolition or restoration;asked which building that is. McNeil — Lifeguard housing next to the Finance building; there is much to discuss before the final disposition of this building is decided upon. If it is replaced elsewhere, this structure will come down and the space included into the Town parking lot. Page 1 of 4 CapProCom Minutes for October 15,2020,adopted Nov. 19 Welch — Presumes these projects are required, regardless of the Facilities Master Plan (FMP), it's about keeping up the building's structural integrity. McNeil—This is characterized Facilities Maintenance Capital Plan. c) FAC-18-001:Jetties Beach Facilities Upgrades McNeil—This is to replace the awning; the substructure is in bad shape;work is underway to secure the awning for this winter. This is a placeholder until we have a final design on what the Jetties Beach complex will ultimately look like. The previously funding for $40,000 authorized in 2018 for a site master plan. We are now looking at a building master plan,which is a code review. The $100,000 is for the entire complex building off the Parks and Rec Master Plan for the Island. Other work is additional refrigerated storage,bathhouse siding and trim, and renovation apattluents above the restaurant. Welch —The middle date hasn't changed, and numbers are different in the request. The RORI won't be updated unless that is refreshed. Bridges—There is nothing from FY2020 for Jetties Beach upgrade. Welch—That's what he meant. McNeil — There wasn't something submitted in FY2020; that doesn't mean no work has been taking place there;we recently reroofed the buildings under previously authorized funding. McEachern—When you look at the Jetties Beach awning for$500,000 asked if that is a temporary fix. McNeil — This awning is permanently fixed. We will be looking at as an awning or becoming a roof structure,which would require code compliance. The concessionaire facilities have been asked to perform at a modem level but haven't been kept up to that service-level capacity. McEachern—He will not be voting on anything to do with concessions;his wife is a concessionaire. Welch—Asked if the footprint includes COVID out-door(lining and if there is a differentiation between the metal scaffolding and canvas element and if the canvas will come down. McNeil— There is no footprint change. This is a steel structure with a fixed canvas element; all of it is expected to be permanent. d) FAC-20-005: Municipal Buildings General Renovations McNeil — This includes Surfside accessibility updates similar to what was done at Jetties Beach and Children's Beach; also, there is the Town Building interior renovation and replace the DPW salt shed.. Applied for a grant for Surfside Beach,which would carry some of the weight. Welch—Asked if the interior renovation coincides with the FMP;the concern is that the FMP will not be implemented for several years.Asked if these repairs are to get the buildings to that point. McNeil—It is for interior lighting upgrades and hazardous material abatement It is more cosmetic at this point. The FMP would be to look at if the space itself needs to be reconfigured to suit current and future needs. e) FAC-20-007: Municipal Facility Equipment Replacement McNeil—This is $100,000 for Surfside concession and 2 Fairgrounds. f) FAC-20-006: Municipal Facility Lighting Repairs McNeil—This is mostly at the Town Building;we are doing a test project to replace a window regarding what we are finding for old materials and hazardous material and what the replacement cost would be per window. g) FAC-20-003: Municipal Facility Utility Systems Repairs McNeil — This is $363,000 focusing on the Town Building to install ductless mini-split technology; we need to decide whether to do the entire building at once or one floor at a time. 37 Washington has upgrades continuing with what we are already doing. Welch—Asked if the Town and DPW facilities planning is looking at air cleaning/filtration for COVID- related matters. McNeil — For any building with air handling systems, we are keeping up with filter changes; we are not looking into introduce HEPA-style filter systems. h) FAC-20-004: Municipal Facility Bathroom Repairs McNeil—This is $820,000 targeting 1 Francis Street and Children's Beach. The previous authorization is still on the books to expand the Children's Beach kitchen;we have to look at that Page 2 of 4 4 CapProCom Minutes for October 15,2020,adopted Nov. 19 Hussey—There are two FAC-20-003 on the agenda; asked which this is or how to differentiate. (a digit off) e) SWEF Welch — There had been some discussion on Financial Insurance Mechanisms, please provide some information on this. McNeil — Financial Insurance Mechanism (FAM) is required by the State for private entities operating landfills;if the State determines an entity shall be closed, there is access to funds to force that closure. We are required to update and submit every two years;January 2021 is the deadline this year. Once that is submitted, this will be a placeholder discussion. We will talk about this once we have the figure,which will be before December. Welch—If there is a supplemental,we will reconvene. McNeil—There is a fundamental discussion happening with Town Counsel,Town Manager, and Finance Director about capital being expended by the vendor on landfill facilities. Under the services agreement, the Town has the potential to purchase those at the end of the 2025 agreement. One concern the vendor • raised is that they are investing into the buildings with equipment and repairs with residual value well past 2025; there is an ask for consideration of doing some payment or agreement on the residual value for potential buy-out in 2025. III. UPDATE ON CIP REQUEST ACCESS Sears —He emailed the developer with specifics, but their response won't be until mid to late next week. As soon as he knows,he will let Mr.Welch know. Welch—Asked for a different user and password for himself so he can view and understand what they are seeing. He will provide an email to use to that end. Sears—When he looks at the Jetties, he sees an old RORI;asked what Mr. Welch is seeing. Welch—He is seeing last-year's submittal that was pushed to CapCom members;he has a blank RORI for FY2022. We can work this out offline. IV. THER BUSINESS 1. Green Sheet/Committee Reports a. None 2. Good of the Order a. Welch—RORIs. Explained how to single out the FY2022 requests and sort by department. Discussion about how to single out specific RORIs without having to redo the search. Asked about outstanding request for software modification to allow members to save and later return to edit, then submit,individual RORIs. Sears —The update ability for RORIs has not yet been opened. Welch — These are type of issues to be resolved hopefully for the next meeting or the following meeting, so that we can be working on RORIs. McEachem—Asked if his not voting on some of the RORIS will that skew the results. Welch— Statistically, shouldn't create an issue; reminded Mr. McEachem he may want to state what he is recusing from such and such. Bridges — Stated he is comfortable with Mr. McEachern voting on the concessions with a simple disclosure. Welch—Joint meeting with FinCom and Select Board on November 17th 10-year CIP will be part of that discussion. Last discussed idea of a sliced view of the 10-year being your preliminary recommendation for the request dollar amount, specifically thresholds in order to include a dollar amount and level of accuracy and precision of amounts, presuming closer year requests can be more accurate and precise than requests in year further out. Asked the Finance Department to begin to focus on this as it may come up at the Joint Meeting. Sears — He's done nothing further on the 10-year CIP due to working on the access to the RORIs and other priorities for the Finance Department. Ms. Gibson also doesn't see the 10-year CIP as a priority item. Page 3 of 4 CapProCom Minutes for October 15,2020,adopted Nov. 19 Welch — Even an outline of 10-year CIP program is a deep dive. Clarified that we made a determination to look for this to begin towards Spring or Summer; patterning development on what other municipalities have done—without having to reinvent the wheel—then adding our thoughts on priorities. Point brought up today is the action item for dollar amounts and how and why they are included, and how accurate and precise they are or should be; being brought up with respect to perhaps having this before the Joint Meeting. We can also proceed without, for now. Concern is that in viewing the 10-year CIP list there are dollar numbers associated with requests but there has never been a clear policy/procedure as to what those dollars represent, or how they are determined, or whether they are determined differently for 3 and 5 years out, and 10 years out; we were discussing putting a handle on whether there should be a threshold to include a dollar amount, or not,whether and if so at what point we should be anticipating a certain level of accuracy, perhaps subject to footnotes,given that some level of accuracy is expected. Sears – Out-year discussions are very different from department to department; if he finds time he will work on 3. Date of the next meeting a. Thursday, October 22,2020 at 10:00 a.m. V. APPROVE MINUTES 1. September 3,2020 2. September 10, 2020 3. September 17, 2020 Motion Motion to Approve. (made by: Hussey) (seconded) Roll-call Vote Carried 4-0//Hussey,McEachern,Bridges, and Welch-aye Adjournment: Motion Motion to Adjourn at 11:02 a.m. (made by: Hussey) (seconded) Roll-call Vote Carried 4-0//Hussey,McEachern,Bridges, and Welch-aye Submitted by: Terry L. Norton Page 4 of 4