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Home My WebLink About2020-11-17 joint meeting CapCom Minutes for November 17,2020,adopted Dec. 17 ;}ANTU C ? �n ` pNT UCKF\ f t:' I_ U ,� �.! Town of Nantucket /1'7 Joint Meeting Z � DEC 18 AM 10� 4 I yc �� (Select Board, Finance Committee, Capital Program Committee) �9'_'DAAn,__/;/ www.nantucket-ma.gov MINUTES Tuesday,November 17,2020 This meeting was held via remote participation using ZOOM and YouTube, Pursuant to Governor Baker's March 12, 2020 Order Regarding Open Meeting Law Select Board called to order at 1:00 p.m. and announcements by Ms. Hill Holdgate. FinCom called to order at 1:04 p.m. by Ms. Kronau CapCom called to order at 1:05 p.m. by Mr. Welch Staff: Libby Gibson, Town Manager; Erika Mooney, Brian Turbitt, Director Finance; Richard Sears, Assistant Director Finance; Alexandria Penta, Financial Analyst; Terry Norton, Town Minutes Taker CapCom Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham,Jason Bridges,Kristie Ferrantella FinCom Members: Denice Kronau (Chair), Stephen Maury(Vice-chair),Joanna Roche, Peter Schaeffer, Chris Glowacki,Jill Vieth, George Harrington Select Board: Dawn Hill Holdgate (Chair), Jason Bridges (Vice Chair), Matt Fee, Kristie Ferrantella, Melissa Murphy Absent Members: Peter McEachern,Joseph T. Grause Jr., Documents used: I. ANNOUNCEMENTS II. UPDATE ON FY2022 CAPITAL PROJECTS Discussion Welch— Update on CapCom FY 2022 review cycle. If an appropriation is proposed, there will be discussion on Millers Lane if an appropriation is to be proposed, and there might have to be discussion about the Solid Waste Facility financial assurance mechanism. He will field process questions and Ms. Gibson will field merit questions. Kronau — Compliments to sending out the reports and providing access to the software. There are $58.6m in requests. Asked about prioritization; wants to know what criteria leads to high priority. Welch — One of the prioritization characterization is Town Administration. CapCom works through ranks of relative import for documentation in the December preliminary report. What typically gets funded is what is approved at Annual Town Meeting (ATM); with respect to , priorities, CapCom develops an average rank of relative importance and anything above average will be advance with a positive recommendation. Anything that is a legal requirement or a threat to capital resources is high priority. Glowacki—Asked how much was held over from last year. Welch—Some of the last year's requests were updated or revised with slightly different numbers. Turbitt — About $6.4m from FY2021 Article 10 has been re-advanced and carried over into FY2022 for new discussion on prioritization. We had some project with successful ballot questions, but prior to ATM, the Board made the decision not to enact some of those. Bringing some of those items forward again will be a discussion. They now need to be revalidated. Vieth—Asked if there is a value in writing the article so they don't have to come back if delayed. Turbitt — If they pass both ATM and debt exclusion ballot, they don't have to come back. Another way is to try to fund it completely within the levy limit. Page 1 of 3 CapCom Minutes for November 17,2020,adopted Dec. 17 Gibson — There are some items not in here yet; PFAS is one. We know we are most likely to have to incur some capital outlay for PFAS but that's pending an Island-wide risk assessment Hopefully we will know by end of year. Mr. Turbitt and I have discussed a building-related funding mechanism that can get some amount of money appropriated when a project is modified. Turbitt — The Department of Public Works (DPW) director and I have discussed facilities; currently there are multiple requests in multiple categories; about $1m for repair work. Having a backlog, we need to find a way to upgrade and maintain our buildings; he talked about $750,000 annually for 10 years in Free Cash that would provide a lump sum to address the backlog. It would give DPW the ability to complete a project which has been started but where costs have crept up. Also talked about a set of controls around that money by having a defined set of projects for each year. If it works here,we could use it for road and sidewalk maintenance. Kickham—Asked if projects in allocation would have to be reviewed. Turbitt—His expectation is a list would be developed for CapCom review. Welch—From CapCom perspective,we'd be looking at other potentially beneficial procedural or policy-based controls. Kronau—Lovers Lane, asked if it might be impacted by patchwork resulting from PFAS work_ Gibson —We don't have that yet;Lovers Lane is not within the Airport identified area. Friday at 5 p.m., the Airport will have a PFAS update. Vieth — Regarding the $750,000 over 10 years, asked if over the past 2-3 years there is a list of projects that would fall into this category. Turbitt — This has been developed over the last 2 years; in 2019 we allocated $400,000 for two roof repairs; due to increased costs and lack of additional funding, the work wasn't completed. The thought was this is to be created for funding building maintenance projects. Roche—Asked if there is a way to address this through procurement Turbitt — No. Often we don't get as much competition from on-Island contractors; most bids come from off-Island where you incur mobilization costs. Fee—You have to look at the root cause of why we can't take care of our buildings.Asked about hiring a couple of people who would do small maintenance. Turbitt — What would happen is other priorities would get crowded out in order to hire long- term staff. Gibson—This is something that we might address in the Facilities workshop; DPW has a couple of staffing requests for FY2022. We need to hire qualified people who are certified; that is more than the Town would normal spend. Welch—A dollar spent on maintenance is a dollar saved on replacement Kickham—Asked if the $6.9m is based upon existing projects and out-look. Turbitt—That's based on $750,000 committed to Free Cash for 10 years;that comes to $6.5m to $6.9m based on interest rates. Kronau—Asked about the 10-year plan. Welch — We have set some action items for the 10-year plan; currently it is a list. We will work with Finance for a more robust plan that looks at financial capacity and metrics that would be beneficial to have in that type of report. At this point, Finance isn't ready to do that. We have concerns that requests move on and off the list; there needs to be threshold for how a project would qualify or how far out we can look and still have an accurate number. Kronau — Going through the list, used DPW campus-wide improvements FAC17-001, as a project that was anticipated but didn't make the cut Sears — That column is prior year authorization plus FY2022 request; the $18m is the FY2023 request. Kronau—Asked in what year the expenditure for this project would be. Sears — CapCom asked to see out-year spending and prior-year authorization for any project; there is no FY2022 request. Page 2 of 3 CapCom Minutes for November 17,2020,adopted Dec. 17 Welch — Recent prior expenditures came up at last year's joint meeting. It's high-level summary information on what was approved and/or is being requested. Welch—We will get a preliminary report on requests in December; a more complete report with recommendations will follow. Doesn't believe the 10-year CIP will be included in this year's report. III. ADJOURN OINT SESSION 1. CapCom: Motion to Adjourn at 1:41 p.m. (made by: Kickham) (seconded) Carried unanimously//Ferrantella, Kickham,Hussey,Kaiser, and Welch-aye 2. FinCom: Motion to Adjourned at 1:41 p.m. (made by: Maury) (seconded) Carried unanimously//Schaeffer,Vieth, Roche,Maury,and Kronau-aye 3. Select Board: Motion to Adjourned at 1:41 p.m. (made by: Ferrantella) (seconded) Carried unanimously//Ferrantella,Murphy, Fee,and Hill Holdgate -aye Submitted by: Terry L. Norton Page 3 of 3