Loading...
HomeMy WebLinkAbout2020-12-17 CapProCom 1linutes for December 17,2020;adopted Aug. 18,2021 N �; v �.; rotvN CALEF ` . Town of Nantucket �D�1 A�► 20 q. L / • , Capital Program Committee yc�'9pO RAIN--- www.nantucket-ma.gov Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretarn-), Christy Kickham, Peter McEachern,Jason Bridges, Kristie Ferrantella MINUTES Thursday, December 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 Lain 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;Terry Norton,Town Minutes Attending Members: Welch, Kaizer, Hussey, Kickham,McEachern, Bridges, Ferrantella Late arrival: Kickham, 10:03 a.m. Documents used: Copy of minutes for November 12, 17, & 19, & December 10, 2020; CapCom Rankings of Relative Importance (RORI) Worksheet Adoption of Agenda: Motion Motion to Adopt the agenda. (made by: Hussey) (seconded) Roll-call Vote Carried unanimousl //Husse McEachern, Kaizer, Ferrantella,Brid:es, Kickham-ave I. PUBLIC COMMENTS None II. RORI WORKING SESSION a. Group Rank and Discussion and vote Discussion Welch —The group average is 67.01; anything less than that is highlighted in maroon text. For time management,given the new entry"future projects"which is part of a borrowing mechanisms recently proposed,the Department of Public Works (DPW) Facilities including"Future Projects" is being held for discussion towards the end. Requests moved voted "to the hopper" will be voted on at the end of the meeting, as in year's past that vote will be to recommend the requests for current year funding. Kaizer—Asked if an updated Excel version of the worksheet was sent out. Penta—It is in the packet. Welch — Noted that attachments don't show up traditionally as attachments in the Outlook invite; for whatever reason they are listed is d ato erbottom below average nd not own or�will bediscussed usin ed ale ong ail header. Started review of items fo with any requests a member has a question or concern about. Hussey—Asked if there is a revised number for Waitt Drive. Welch—Waitt Drive is a$1.5M grant and balance from prior appropriations;we will be ranking a transfer or clean use of prior appropriated funds earmarked for Waitt Drive. Turbitt — He doesn't think they need to make a recommendation. We already have the appropriation from last year to do the complete work. It was a supplemental proportion on top r S2.5m in the of what was appropriated for Amelia Drive. Right ghe Waitt Driae����etincl ded this in the dain ebt Drive allocation, more than enough to p exclusion but doesn't think that is going forward. Welch — Last year it was voted at Waitt Drive and Amelia Drive improvements. We'll put it in the merits with our discussion of below average. We The issue ToaneManageYdrrio��ended Cobblestone the note that the source is prior allocation. Page 1 of 8 CapProCom Minutes for December 1 2020;adopted_dug. 1 a.21)21 Improvements reduced to $250,000. Road Improvements/Maintenance Island recommended reduced to $1.25m. The Delta from our average is indicated with deviations, it's 6.41; some were over the standard, which measures how much number- the group is spread out. McEachern-Putting aside the rankings and looking at the total value for 1A 2022, asked if is a number the"Town feels comfortable with funding and if so if it is greater or less than the of all these items. Turbitt-What we have as the December 9`'' Select Board presentation is a total of S26.-rn: that includes the funding sources. McEachern-Asked what value we are looking at today to augment that total. Sears-The difference between the number on the PDF and this is worksheet is captured where we have the Town Manager's recommendations to reduce the cost of a project. Welch-We are under by about$5m from the requests with respect to what the Town Manager recommended. This is the up-down list we will provide to the Town Manager. Rather than broadening out the discussion to funding sources, we are focusing on the rankings. We will talk about funding sources in detail later. He wants to discuss requests ranked slightly below the average. Ferrantella - Asked if this could be recommended at less or must we recommend at the requested $500,000. Welch -We can make recommendations for less than requested. Motion Motion to Recommend Cobblestone Improvements reduced to $250,000 for the current year. (made by: Kaizer) (seconded) Roll-call Vote Carried unanimously/McEachern, Hussey, Ferrantella, Kickham, Bridges, Kaizer, and \Ve3ch-- aye Bridges - Newtown Road Improvements is part of the Select Board Strategic Plan and been carefully vetted through staff; he'd like to see it advanced this year. Asked why it received such a low average. Kaizer- One thing he noticed in the provided material was the poor conceptual layout Of=,..-hat they are going for. Welch-He thought this lost the ballot vote last year by 15 votes. Turbitt- It lost by under 25 votes. Kickham-He feels he rated it decently. The fire station is complete, and there is more continuin. going on in the area;it would be in our interest to move it forward. Motion Motion to Vote in the hopper. (made by: Hussey) (seconded, Roll-call Vote Carried unanimoushy//Hussey, McEachern, Ferrantella, Kickham, Bridges, Kaizer, and Welch' Welch-The Permanent Traffic Data Collection Station, we recommended it last year, but it fell to a lower rank this year. Bridges -This is part of the Select Board Strategic Plan because it will provide more traffic data. He doesn't know if he can make an argument in favor since it is so low. It requires a "Transportation Planner to run it. Kickham-It is important, but he questions how often the data would be used. Bridges -We haven't done anything like this; this would provide data on specific vehicles. Ferrantella—Agrees it is important but, without a Transportation Planner, she feels it should go in an outyear. Kaizer- Though it doesn't pass muster, it might be one given its dollar amount. l le feels this falls into a category where we rank it low but it's short money. Welch - He feels this should be funded in the upcoming year, for a couple of reason: Data collected is comprehensive, compiling it despite currently lacking resources to analyze and make recommendations on it, will prove useful; installation of the units is sub-contracted and doesn't Page 2 of 8 CapProCom Minutes for December 17,2020;adopted Aug. 18,2021 require staff to do so; when a Transportation Planner resource is in place data will he in hand to get a running start. Motion Motion to put in the hopper. (made by: Hussey) (seconded) Roll-call Vote Carried unanimously//Hussey, Kaizer, McEachern, Ferrantella, Kickham, Bridges, and Welch- aye McEachern — Looking at Road Improvements/Maintenance Island Wide and Surfside Area Roads Reconstruction Phase 2: Lovers Lane, he feels putting capital into paving a road when we are cutting improvements to existing roads is counterproductive. Kaizer—Asked for clarification. Turbitt—Within Transportation, we have Chapter 90 supplemental funding that can he used. Sears —Phase 2 is for Lovers Lane only. Turbitt—This project started in 2016 and has taken on different iterations. Welch — Agrees maintenance is an important goal; however, we are on Island-\Vide Road Improvements;we'll have discussion of Surfside/Lovers Lane later when request comes up. Motion Motion to Accept the Town Manager's recommendation for the current year. (made by: Hussy) (seconded) Roll-call Vote Carried unanimously//Hussey, McEachern, Ferrantella, Kickham, Bridges, Kaizer, and Welch- aye Welch—`Sconset Footbridge Construction. McEachern—Confirmed this is for repairs, not a rebuild. Kickham—He feels this was one of those projects which fall under heritage;it's short money to take care of it Welch —Asked if there is a life-safety issue on this, with regards to priority on the CIP request form. Sears —He doesn't see mention of that. Welch —This is a medium priority and it is relatively short money. His position is that a , with regards to all maintenance properly completed,a dollar spent today saves more than a dollar later. Sears —This doesn't flag as imminent threat. Motion Motion to vote `Sconset Footbridge in the hopper. (made by: Hussey) (seconded) Roll-call Vote Carried 6-1//Hussey, McEachern, Ferrantella, Kickham, Kaizer, and Welch-aye; Bridges-nay Welch—Asked if there was a desire for more discussion on Surfside Area Roads Reconstruction. Bridges — This is one of the last major bike path to be included in a road improvement. He would love to see it kept in but would be an override. Welch — He appreciates the fact that it includes the multi-use path with a grass buffer — this is an important element; notes too, it will go to the ballot as an override giving the public a chance to vote on it. Motion Motion to vote Surfside Area Roads in the hopper. (made by: Hussey) (seconded) Roll-call Vote Carried 6-1//Hussey, Ferrantella, Kickham, Bridges, Kaizer, and Welch-aye; McEachern-nay Waitt Drive Welch— Asked for a motion for current year subject to funding as indicated in the comments section or move to an outyear. Motion Motion to Recommend Waitt Drive current year subject to funding as indicated in the comments section. (made by: Hussey) (seconded) Roll-call Vote Carried 5-2//Hussey, Ferrantella,Bridges, Kaizer, and Welch-aye; McEachern and Kickham-nay Fire Department Motion Motion to vote ALS Equipment, Engine 4, and Replace SCBAs in the hopper. (made by: Hussey) (seconded) Roll-call Vote Carried 6-0//Hussey,McEachern, Kickham,Bridges,Kaizer,and Welch-aye; Ferrantella no vote. Trench&Technical Rescue Equipment Kickham — Regarding the trench rescue; this has come back repeatedly and wonders at what point when we will approve it or if the chief will stop requesting. He feels this is valuable Page 3 of 8 CapProCom :'Minutes for December 17,2020: adopted_-\ug. 1,i,2O21 equipment. We should consider this if not this year then for next year. He doesn't - denying it. Sears — The Town Manager didn't move this forward to the out-years. The question. often it vi'ould be used. This was removed from this year's recommendations and not n,o-. ec an outyear. Hussey —In Chief Murphy's request, he deemed it an imminent threat and high categor:.. Welch— He thinks this wouldn't get a lot of use, but it is relatively short money. If this .;e advance, the Finance Committee would pick up the related personnel costs. Motion Motion to move Trench Rescue Equipment to outyear. (made by: Bridges, 'seconded Roll-call Vote Carried 5-2//Bridges, Hussey, McEachern, Kaizer, and Ferrantella -aye; Kickham and \\ eich- nay IS/GIS Welch— Asked if there is any discussion on Wu' network going into the hopper. Motion Motion to vote the 3 IS/GIS requests in the hopper. (made by: Hussey) (seconded, Roll-call Vote Carried unanimously//Hussey, McEachern, Kickham, Bridges, Kaizer, Ferrantella, and Welch- aye Marine Department Welch —We made a recommendation on the 2"'pump out boat for an approval. Asked if there is any discussion on the pump out boat and bulkhead repair. \lotion Motion to vote the 2"d Pump out Boat and Bulkhead Repair in the hopper. 'made ':,-.: Kaizer) (seconded) Roll-call Vote Carried unanimously//Hussey, McEachern, Kickham, Bridges, Kaizer, Ferrantella, and \W elch- aye Police Department Bridges — He thought the Loran Housing was rated above 6-.01 and asked why it was highlighted. Welch—This should not be highlighted—color-formatting error, there are two others he'll point out— this goes in the hopper. Motion Motion to vote Loran Housing and Radio Replacement in the hopper. 'made by: Huse-. (seconded) Roll--call Vote Carried unanimously//Hussey, McEachern, Kickham, Bridges, Kaizer, Ferrantella, and \\ elch- aye Public Works Welch—We have a host of DPW requests that didn't meet the average; one was the N obadeer Field House Supplemental Funding. No called for discussion on these. Motion Motion to vote for the 6-Wheel Dump Truck in the hopper. (made by: Bridges, 'seconded Roll-call Vote Carried unanunously// Bridges, Hussey, McEachern, Kickham, Kaizer, Ferrantella, and Welch- aye McEachern—He'd make a recommendation to procure the F-350 at a lower price Motion Motion to Move the Ford F-350 to an outyear. (made by: Kaizer,, (seconded) Roll-call Vote Not Carried Motion Motion to vote for the Ford F-350 in the hopper. (made by: Bridge ) seconded, Roll call Vote Carried 5-2//Bridges, Hussey, Kickham, Ferrantella, and \X-elch-aye: McEachern & Kaizer-nay Motion Motion to vote the Sweeper in the hopper. (made by: Bridges) (seconded; Roll-call Vote Carried 5-2//Bridges,Hussey,Kickham,Kaizer,and Ferrantella-aye:McLachern and Welch-nay McEachern—Asked if the there is a limit of S50,000 on each vehicle. Welch —That is the threshold. McEachern—They can probably be procured for S40,000; this is a lot of money. It's wrong to batch them and accept a price of$45,000. Our due diligence is to look at these things. Kaizer— He concurs. Page 4 of 8 CapProCom Minutes for December 17,2020;adopted Aug. 18,2021 Welch — In the past we have grouped sub-$50,000 requests together, subject to their being within specific categories.Requests within Facilities Maintenance is an example of this grouping. If we arc going to not group items, suggests we revisit the matter in a discussion and make it a formal policy. Nobadeer Field House Supplementary Funding. Hussey—This was rated very low in the application. Sears —This is for a new structure; there is $600,000 left from a prior appropriation. Welch —This is to initiate construction of expanded uses and based upon drawings approved after the original request. Kickham—Asked if there are any constraints on the existing appropriations. Sears —This has attracted a lot of attention; $750,000 was originally approved. Welch — This originally was conceived as a primarily indoor-use field house but has been designed and upgraded to multi-use space with barn doors that open to outdoors and related multipurpose features; it will be one of the few indoor-outdoor facilities, it's important use and more so given the times (with COVID 19) given the need for the community to be outside when we can't be inside; this building is designed for hybrid use. Asked members to consider moving it forward Motion Motion to move the Nobadeer Field House Supplementary Funding to an outyear (made by: Hussey) (seconded) Roll-call Vote Carried 5-2//Hussey,McEachern,Kaizer,Ferrantella,and Bridges-aye;Kickham and Welch-nay Schools Welch—The Bobcat Replacement was ranked above the average. Campus-wide Improvements was recommended by Town Manager reduced to $1m. Reconfigure the Pool Parking Lot Entrance/Exit was below average. Motion Motion to vote Bobcat Replacement; Campus-wide Improvements reduced to $1m; and Reconfigure Pool Parking in the hopper. (made by: Hussey) (seconded) Roll-call Vote Carried unanimously//McEachern, Kickham, Kaizer, Ferrantella, Bridges, Hussey, and Welch- aye Town Administration. Motion Motion to vote the Harbor Plan Implementation subject to a reduction to $100,000. (made by: Kaizer) (seconded) Roll-call Vote Carried unanimously//Hussey, McEachern, Kickham, Kaizer, Ferrantella, Bridges, and Welch- aye Kickham—The Underground Wiring Feasibility Study is an item we've seen every year; wants to know where the move to an out year is coming from. Wants to know more about it before kicking it down the road further. Sears — This is an incredibly complex undertaking lots of dependencies on utilities; the Town wants to better understand the scope. Bridges — This started from the I.8 project. This could the most complex project the Island has ever seen and requires study. We know it will cost$60m to $100m. Welch—Asked if this is a simple retraction from FY2022 requests. Sears —We weren't determinative on this but need to do the study; the Town Manager moved out for consideration at another time. Motion Motion to move the Underground Wiring Feasibility Study to an outyear. (made by: Hussey) (seconded) Roll-call Vote Carried unanimously//Hussey, McEachern, Kickham, Kaizer, Ferrantella, Bridges, and Welch- aye Welch—Document Managements study and Town-wide Security Measures were recommended last year. Bridges —The way the RORI was, he couldn't attach an importance to the Security Measures; there's no legacy, no replacements. Page 5 of 8 CapProCom Minutes for December 1 ,2 20; adopted.dug. 1 f,2'i2I Welch—He understands Mr. Bridges point; the range was --.4 and ?1.?; this would be , - look at later apropos of why people rank things differently. It is more than one unit of but was recommended by us last year. Kickham— Asked if this was discussed at the Select Board level. Bridges —No, Security hasn't been discussed by Select Board; that some -Town buildings have the security they should was discussed by Town Manager and Select Board several ago during the active shooter events Hussey—'Phis was listed on the application as high, required, imminent threat. Welch — As he recalls, this is for a town-wide study to determine what is required where and how to go about it; he thinks this is a security- assessment and it would be good to get out of the way before inflation kicks in. Kickham—The application states it is also phased funding. Motion Motion to vote Town-wide Documentation Management System and Town-wide Security Measures in the hopper. (made by: Bridges) (seconded) Roll-call Vote Carried unanimously//Bridges Hussey_ , McEachern,Kickham,Kaizer, Ferrantella, and \\ eic -a-.-e Airport Welch—These were all approved last year;asked if there is a motion to vote them in the hopper. Motion Motion to vote AIP Projects, Airport Maintenance and Equipment, Groundwater and Soil Investigation, and Nantucket Operations and ARFF in the hopper. 'made Mcl;achern) (seconded) Roll-call Vote Carried unanimously// McEachern, Hussey, Kickham, Ferrantella, Bridges, Kaizer. and \Veich- aye Sewer Welch — Asked for a motion on the Capacity- Management, Operation and Maintenance (CMOM) and South Shore Road Sewer. Motion Motion to vote in CMOM and South Shore Road Sewer in the hopper. made by: llus-e. (seconded) Roll-call Vote Carried unanimously//Hussy-, McEachern, Kickham, Ferrantella, Bridges, Kaizer, and Welch- aye Welch—All of these but the Manhole Covers and_fetter Truck were recommended last year. Motion Motion to vote the Design of the Garage Maintenance Facility/Admin, Ford F-650 Dump Truck, and Jetter Truck in the hopper. (made by: McEachern) (seconded) Roll-call Vote Carried 6-1//McFachern, Kickham, Ferrantella, Bridges, Kaizer, and Welch-aye; llussey-na-.- \lotion Motion to move Water-tight Sewer Manhole Covers to an out year. 'made by: Kickham_ (seconded) Roll-call Vote Not Carried Motion Motion to vote Water-tight Sewer Manhole Covers in the hopper. 'made b.: Kaizer (seconded) Roll-call Vote Carried 4-3//Kaizer,Hussey,Ferrantella,and Welch-aye;McEachern,Kickham and Bridges-nay. Wannacomet Water Company Motion Motion to vote Watermain Replacement in the hopper. !made by: Hussey, 'seconded Roll-call Vote Carried unanimously//Hussy., McEachern, Kickham, Ferrantella, Bridges, Kaizer, and Welch- aye DPW Facilities. Welch—A component of this is a broader discussion on funding sources: it involves expansion which is Future Projects,which we will get information on, and all fall under a recommendation to be funded by a Financial Borrowing Mechanism. That will set the stage for discussion at the December 31'meeting.These were all advanced last year subject to a reduction in funding based upon lack of funding and department capacity-. Town Manager made a recommendation is advance these as they've been submitted via recommending a funding source that's called the Financial Borrowing Mechanism. Page 6 of 8 CapProCom Minutes for December 17,2020;adopted Aug. 18,2021 Motion Motion to vote all DPW Facilities projects in the hopper subject to resolution of an appropriate funding mechanism. (made by: Hussey) (seconded) Roll-call Vote Carried unanimously//Hussey, McEachern, Kickham, Ferrantella, Bridges, Kaizer, and Welch- aye Motion Motion to vote Future Projects in the hopper. (made by: Bridges) (seconded) Roll-call Vote Carried unanimously//Bridges, Hussey, McEachern, Kickham, Kaizer, Ferrantella, and Welch- aye Motion Motion to recommend for FY2022 funding all requests put in the hopper. (made by: Hussey) (seconded) Roll-call Vote Carried unanimously//Hussey, McEachern, Kickham, Bridges, Kaizer, Fer, and Welch-aye b. DPW Future Projects and Financial Borrowing Mechanism. Discussion Welch — That sets the stage for the discussion of Future Projects, FAC-22-00, We'd lik, elaboration on this request,have some discussion, and set up a RORI. Sears —This is Mr. Turbitt's proposal. In an effort to bring together into a tighter timeframe the approval of funding of the project and approval of the project,Mr.Turbitt suggested authorization of a borrowing such that the Town Manager,DPW Director,and Finance Director could approve a group of projects to be completed within a year and raise money quickly to go forward and finish the project. The work tends to be uncertain so the cost changes. The goal is to have a list of projects but only execute a small number if them;if money is remaining after those are complete, another project could be added. The idea is projects don't languish due to lack of funding. The debt service on $6.5m would be about$0.75m a year at current borrowing costs. Welch — Regards the recently proposed Financial Borrowing Mechanism, suggested some discussion. Asked for clarification/confirmation that we are looking at is an ask for a $6.5 borrowing for this year. Sears — Mr. Turbitt is willing to set aside a certain amount of free cash each year. It's less about the total of the projects as much about the annual allocation of free cash. Welch—Asked if this is a one-time funding vehicle;if so,it would only fund the FY2022 Facilities —"Future Projects." Sears—Yes.The value is a plug number to get the total to S6.5m. Future Projects is a designation used because we don't have other projects discretely determined at this point. If this works as hoped and is financially handled better so it doesn't preclude us from finishing projects, then Mr. Turbitt will ask for another borrowing. Welch— Essentially this is institutionalizing a shift of our traditional use of Free Cash funding these types of projects with only a portion of the ordinarily spent Free Cash used in the fiscal year, to leverage funding ability while using the otherwise unavailable Free Cash for other purposes. As proposed, the $2.149m for Future Projects is a requirement; for the purposes of our process we are making a recommendation on the group of capital appropriations and not a particular project. Sears —Yes, the projects are to be determined. Welch—While not recommending particular projects for funds earmarked"Future Projects" our recommendation,if positive, anticipates the request-review process be carried out for each of the future projects, consistent with such reviews following our normal policies and procedures, as the respective projects come up;we'd be recommending the concept of FBM i.e., using Free Cash as leverage for borrowing the cost of these projects. Turbitt —The recommendation at this point would be recommend the concept with the understanding that any project has to go through other discussion and sign off before they are undertaken, so everyone know what projects will be completed in a fiscal year. Welch— Our review process won't change, even if it is funded through this Facilities Borrowing Mechanism (FBM),which will be a funding source available to us. Kickham—Asked if there is any condition on which the money could be used without review. Page 7 of 8 CapProCom Minutes for December 1', 'WO;adopted Aug. 1 . ") '21 Turbitt — No. There are a lot of facilities requests and Select Board has 1 .:« important. This would enable DPW Facilities to focus on a clearly defined sci - completed in a clearly defined time period. The policy is being developed and v ill be such that a request would start with himself and Mr. Sears, go to Town Manager, be re _e . CapCom, and be reviewed by Select Board. Kickham —Asked if there would be flexibility if the amount were to change. Turbitt — We would have the borrowing authorization; that would be the limit of mone. be utilized. Welch — We are shifting from pay from Free Cash to a carrying charge while gaining certain benefits in project management. Asked when the actual borrowing would be. Turbitt - We would get authorization to borrow S6.5m but wouldn't borrow that immediately. we'd issue bands for each project and issue the general obligation bond within Proposition 2' with the actual funding from free cash. It is also possible that we don't ever end up borro•.=.ing much if any because we can role a BAN up to 10 years. Welch—Asked if it's intended to be a GO bond and status with regard to 2 ' z, or as debt exclusion. Turbitt—It is inside Proposition 21/2 and wouldn't need a debt exclusion. Welch—We are shifting$750,000 free cash for a 10-year period during the duration of the S6.gym.. McEachern -- Commends Mr. Turbitt for his ability to come up with this plan. Welch — Provides for leveraged use of money through this mechanism, without being irresponsible. On resolving future projects. Asked if there are any further questions. 111. OTHER BUSINESS 1. Green Sheet/Committee Reports a. None 2. Good of the Order a. None 3. Date of the next meeting a. Thursday, December 31, 2020. — Review of funding sources. IV. APPROVE MINUTES 1. November 12, 2020 2. November 17, 2020 3. November 19, 2020 4. December 10, 2020 (held) Motion Motion to Approve November 12, 17, & 19 Minutes. (made by: Bridges) (seconded Roll-call Vote Carried 5-0/Bridges, Hussey, McEachern, Kickham, hazier-aye Adjournment: Motion Motion to Adjourn at 12:03 p.m. (made by: Kaizer) (seconded) Roll-call Vote Carried 5-0//Kaizer, Hussey, Kickham, Bridges, and Welch-aye Submitted by: Terry I.. Norton Page 8 of 8