HomeMy WebLinkAbout2020-10-29 CapProCom Minutes for October 29,2020,adopted Nov. 19
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Capital Program Committee
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Members: Stephen Welch (Chair),Pete Kaizer (vice chair),Richard Hussey (Secretary), Christy Kickham,
Peter McEachern,Jason Bridges,Kristie Ferrantella
MINUTES
Thursday, October 29,2020
This meeting was held via remote participation using ZOOM and YouTube,
Pursuant to Governor Baker's March 12, 2020 Order Regarding Open Meeting Lazy
Called to order at 10:01 a.m. and Announcements made.
Staff: Richard Sears,Assistant Director Finance;Terry Norton,Town Minutes
Attending Members: Welch,Kaizer,Hussey,McEachern, Ferrantella
Absent Members: Kickham,Bridges
Department Heads: Rachel Day,Town Administration;Robert Eisenstein,Manager Our Island Home
Documents used: Draft minutes for October 1, 8, 15, & 22, 2020; FY2022 Capital Improvement Plan (CIP)
Requests
Approval of Agenda:
Motion Motion to Adopt the agenda. (made by: Hussey) (seconded)
Roll-call Vote Carried unanimous) //Husse ,Kaizer, Ferrantella,McEachern,and Welch-a e
I. PUBLIC COMMENTS
None
II. OVERVIEW AND DISCUSSION OF FY2022 CAPITAL REQUESTS&OUT-YEAR
1. Our Island Home (OIH)
Discussion Welch — Discussion is primarily out-year requests for design and construction and basic
improvement maintenance costs. The design/construction ask is $5m for FY2023 and $68m
FY2024.
Eisenstein—Pushed$5m out.We want to ensure$250,000 a year to maintain OIH.
Day—We are working on an in-house program;it was pushed out because of what it will take to
do a certain building on the current site;LWDA's design will have to be updated whether or not
it is required. We are looking at renovations to the current building to keep it up until the new
building is constructed. There is a separate funding source to offset COVID-related issues.
Eisenstein— One thing we found is an entrapment issue;many current beds have side bars and
were cited for entrapment; those bars are being uninstalled. For about $75,000 we are ordering
45 new electric beds without guiderails and that can be lowered down to the floor; our beds are
over 20 years old and we are jerry-rigging repairs. Budgeted$23.5 for new mattresses.
A second area to look at for planning purposes is to have the rooms equipped with HVAC
systems that are COVID compliant; they cost about $200,000 per square foot of room space.
Square footage requirements for beds is increasing to about$100,000 square feet per bed.
Another area is the west-wing shower/bath renovation,which was stopped midstream.
Day—The renovation was bid out as one project;when the bid came back, didn't have enough.
Eisenstein — Another item is some external windows have broken seals and need to be
replaced.
A free-standing thermometer that can be used to ensure precautions for family visits,which will
start November.
Day—OIH doesn't have some code compliant things,which will have to be addressed. One is a
well-ventilated HAZMAT room.
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CapProCom Minutes for October 29,2020,adopted Nov. 19
Also, we have equipment issues; both sides of the hallways should be clear and handrails
available; currently equipment is stored against one wall in the halls.
We had a Life-safety Survey and passed.
Hussey – Asked the cost of LWDA survey; follow up to that is how much of what they
provided will we use going forward.
Day–Their proposal met fairly closely. A lot of what they provided is useable; the plan needs to
be tweaked. The $5m is for the construction documents and the Operations Project Manager.
McEachern–Asked if the push back was out of FY2023 to FY2024.
Sears – They were pushed out of FY2022 and FY2023; the Town Manager recommended
I Y2023 to FY2024.
McEachern–The proposal on the Senior Center; confirmed that and OIH were bid as separate
projects.
Day – They are considered separate but often talked about together. Reviewed discussions and
considerations regarding the Senior Center and OIH. There is a lot of support for both projects.
McEachern–Asked if CapCom needs to take action on anything regarding OIH.
Welch–This is a purely out-year discussion.
III. UPDATE ON CIP REQUEST ACCESS
Sears –Sent out a notice last Thursday, no one has asked for a tutorial.
IV. OTHER BUSINESS
1. Green Sheet/Committee Reports
a. None
2. Good of the Order
a. Welch – Keeping in mind we've been invited to November 17th Joint meeting, suggests it would be
helpful to have a summary sheet of the projects including current and any previous year costs;asks for
member input.
Hussey–The PDF spreadsheet is very readable;what we provide should be equally readable.
Welch–Agrees about a PDF spreadsheet to be sent out prior to the meeting. We are being asked to
answer questions about our process with respect to FY22 requests and the 10-year CIP; information
has been provided to FinCom and Select Board and Town Manager volunteered to field information
questions with assistance of a department as she may determine.
Sears –He will try to put together something for review next week.
Welch – Simple summary sheet is sufficient since the information is in the database everyone was
provided access to.
Sears –Asked if they want a project description in the summary.
Welch – Subject to whatever FinCom or Town Manager is thinking to present. He's thinking collate
requests based upon very basic data in a summary form so that it is ordered in a way that people can
grasp it and work with it.
Hussey – He would like to see "priority" on the spreadsheet as well; it would mirror the PDF
created for OIH today.
b. McEachern – He'd like to set aside one meeting that focuses on Town Buildings: value, is it being
kept or sold, etc. Asked how deep the Select Board gets involved on Town Buildings.
Ferrantella – We focus on Facilities Master Plan (FMP): what we have, what we need, how much
space we have.
McEachern – As a FinCom member, it is the Town buildings causing questions. Asked how we
would get invited to that discussion.
Welch – Suggests that once the FMP is issued, we approach it in a two-fold manner; first being to
receive a presentation of assumptions and conclusions; second being to receive presentation that
explains policy determinations of the Select Board—after which—we can begin to formulate our
recommendations. Idea is that CapCom becomes familiar with the plan's details; then related policy
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CapProCom Minutes for October 29,2020,adopted Nov. 19
determinations; each on what and why a building is included, then get into our recommendations; he
suggests this is too much for one meeting.
3. Date of the next meeting
a. Thursday,November 5,2020 at 10:00 a.m. (Cancelled)
Welch—He will be traveling on the 5th; suggested the next meeting be on the 12t.
V. REVIEW/APPROVE MINUTES
1. October 1, 2020
2. October 8, 2020
3. October 15,2020
4. October 22,2020
Sears —When we send the minutes out for review,we don't know if everyone has had a chance to review
them. He'd like to be able to say that if he hasn't heard back in 72 hours,we can continue the process to
get them into the next meeting for approval;that way you don't have to recall back a month.
Welch — He doesn't think it we need to add a level in the review. The process used with other
committees, commissions and boards is that: minutes are sent to the staff by the Minutes Taker; these are
forwarded to membership, listed for review on the agenda and included in the respective meeting packet;
members are allowed a week after receipt to submit revisions back to staff. Voiced concern that the
members are getting minutes to review up to month after they were prepared. Asked that when minutes
are sent from Ms. Norton they are forwarded to members more quickly.
Motion Motion to Hold for review. (made by: Kaizer) (seconded)
Roll-call Vote Carried unanimously//Kaizer, Hussey,McEachern, Ferrantella,and Welch-aye
Adjournment:
Motion Motion to Adjourn at 10:50 a.m. (made by: Hussey) (seconded)
Roll-call Vote Carried unanimously//Hussey,McEachern,Kaizer,Ferrantella, and Welch-aye
Submitted by:
Terry L. Norton
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