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Home My WebLink AboutDecember 9,2022 t . . CapProCom Minutes for December 9,2021,adopted Aug. 18 o4pD17UC�f�cp� 14 ANTUCK.E F ? ..� Town of Nantucket TOWN CLERK . ` Capital Program Committee /5\yc�9paAA��` www.nantucket-ma.gov 2022 P : ,8 Members: Stephen Welch (Chair),Jill Vieth (vice chair), Richard Hussey (Secretary),Jason Bridges,Kristie Ferrantella,Pete Kaizer, Christy Kickham MINUTES Thursday,December 9, 2021 This meeting was held via remote participation using ZOOM and YouTube. Called to order at 10:09 a.m. and announcements made by Mr. Welch Staff: Richard Sears,Assistant Director Finance;Terry Norton,Town Minutes Attending Members: Welch,Vieth, Hussey, Bridges, Ferrantella, Kaizer,Kickham Documents used: Draft minutes for November 18,2021;FY2023 Capital Improvement Plan (CIP) Requests Agenda: Motion Motion to Adopt the agenda. (made by: Hussey) (seconded) Roll-call Vote Carried 6-0//Husse , Ferrantella, Kaizer,Kickham,Brid•es, and Welch-a e I. PUBLIC COMMENTS None II. APPROVE MINUTES 1. November 18,2021 Motion To be circulated for review Roll-call Vote N/A III. DISCUSSION OF GROUP RORIS AND RELATED MATTERS Discussion Welch—RORIs need to be wrapped up today so he can provide the Up-Down list to the Town Manager. Reviewed the Group RORI rankings. Anything more than 10% above the average goes into the hopper,which is voted on at the end of the meeting. The category is projects more than 10%below average which will be recommended to an outyear.We can focus on the items within the 10% band; if and when we have a funding source from Town Manager, that will weed out some of those projects. Bridges —The Milestone Road/Polpis Road bike path will be more expensive than projected;he recommends putting it in review or moving to an outyear and have Town Manager clarify the change Sears—LORAN Housing Phase II is going from$2.5m to$4.5m and Washington/Francis/Union intersection has dropped from$1.5 to $.5m. Welch—We will be reviewing dollar changes at the next meeting. Any 10% band items that are not otherwise recommended,will go into the hopper. Kaizer — He had some concern about the Airport Maintenance/Equipment/Vehicle because it was all lumped together. Welch—Our report has a lengthy narrative about our recommendations;part of that will include the recommendations and how we process those recommendations. One recommendation will be when items are lumped together,they are listed in a sub-category,or they are requested separately. No items were put into the review column. Kickham—He has a tough time with staff vehicles; there's no criteria for replacing the old and adding new. He also wants to know the process of care for any vehicle over its lifetime. Bridges —He feels the same way about non-specialized vehicles. We need to see the mechanical costs for repair. Page 1 of 3 CapProCom Minutes for December 9,2021,adopted Aug. 18 Welch —This fits into our discussion about policy and procedures. Vehicles are aging out and staffing numbers are going up;we should know how much use a vehicle will get. Also, we want to know what vehicles are under central fleet management and the type of maintenance they will get. If there's no maintenance plan in place,we need to ask that one be created. Kaizer.— It's hard to bump something up because it's short money. The value is what it is; the question is do we have the latitude to bump something up because it's short money or because it's more money and could potentially save lives. Ferrantella—Our questions don't always match up with the RORIs. It's hard to answer if it will increase efficiency. Welch — Reviewed the categories used to help rank projects on the RORIs. We are trying to promote scheduled replacement. The criteria determine the outcome; maybe we should have a discussion about that. He'd like to broaden the discussion about funding source and impact on the tax base. Kickham —A few years ago, we had access to each-other's RORIs; that generated discussion. Asked if those can be shared. Welch—He feels there's greater utility in doing that closer to ranking the requests. We need to build time into our scheduled to do that. Sears — He doesn't think its because the categories are not correct; it's because there's a true dichotomy of views on which projects should go forward. Welch — There is value in doing the RORIs together. There is an inherent difficulty with the categories. Hussey—The Airport AIP projects, confirmed those are paid for 90% by Federal funds, 5% by State funds, and 5% by the Town. Asked if CapCom has ever approved an AIP project that the government didn't follow through with the funding. Sears —He will look that up. Hussey — Asked why we don't approve all of those because of the significant government funding. Welch — This is an area where practices might outweigh the averages. The RORI provides rankings relative to standardized criteria. If something is fully paid for by someone else,it doesn't fit our ranking criteria and we can put those in the hopper. There are categories that override rankings -imminent threat and legal requirement-if anything recommended for outyear and falls into those categories,we would adjust our list at the next meeting. Kickham—That question came up to the Airport;he recalls that the Airport said if an AIP project wouldn't be funded,they said they will pull it. Regarding Airport Rescue and Fire Fighting Truck, in their garage, they have 3 almost new-looking trucks; they take really good care of their equipment and keep it garaged. Sears—This new fire truck is a requirement for the new sized equipment JetBlue will be bringing to the Island. Welch — This is a great example of timely review of RORIs and the function of department liaisons. Kaizer—The under-10%that don't go into the hopper,asked if that has always been the hard line in the sand or can we vote to raise something to move forward. The score for Active Shooter Response at$75,000 is below 10% but thinks we should consider it. Welch—That was his intention for going through the list;if someone wants to do that,we can at next-week's meeting. Kaizer—For short money,the Active Shooter Response seems a good benefit to the community regardless it's being a low probability for use. He also wants to discus the Skate Park Fencing at $75,000. Kickham—Utility Terrain Vehicle is something he'd like to discuss. Welch—In January,we might come up with a vehicle acquisition policy. Page 2 of 3 CapProCom Minutes for December 9,2021,adopted Aug. 18 The Body Camera Replacement/Upgrade might be a legal requirement; this is dependent upon what Mr. Sears fords out. Kaizer—Wants to review the "Forestry Package"for the Cat Skid. Ferrantella — Called out the Fleet-Mechanic Truck and Mini-sweeper; those are very outdated. Also wants to discuss Affordable Housing;she feels it's a soft cost and a community benefit. Welch —We do have the capacity with respect to soft costs to make a recommendation based upon our own rationale. The Airport projects are of interest to him regarding legal requirements. Hussey—He'd like to look at the Airport Rescue and Fire Truck. Kaizer—If it's an AIP project,we should definitely discuss. Sears—That AIP rating might be in error;he'll check it. The DPW Mechanic Truck is a new purchase;they don't have one. Welch—Asked if when Mr. Sears could review any of the below 10% for life-safety and legal. Sears—He can do that by close of business on Monday. IV. OTHER BUSINESS 1. Green Sheet/Committee Reports a. Item 1 2. Good of the Order a. Item 1 3. Date of the next meeting a. Thursday,December 16,2021 at 10:00 a.m. Discussion about when meetings will go back to being in person and how long CapCom can meet via ZOOM. Adjournment: Motion Motion to Adjourn at 11:16 am. (made by: Ferr) (seconded) Roll-call Vote Carried 6-0//Ferrantella,Kaizer,Kickham,Hussey,Vieth, and Welch-aye Submitted by: Terry L. Norton Page 3 of 3