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Home My WebLink About2012-10-11Minutes for October 11, 2012, adopted Nov. 8 Town of Nantucket Z o Capital Program Committee 7 www.nantucket- ma.gov C) __ � ;;K rn M cn C-> rn Members: Phil Stambaugh (Chair), Carol Dunton (Vice- chair), Patty Roggeve�i, P�r *nton, Peter Morrison, Linda Williams, John Tiffany, Patty Roggeveen o C_;� Co MINUTES rr- w Thursday, October 11, 2012 ry 4 Fairgrounds Road, Second -floor Meeting Room — 8:30 am All or a portion of this meeting is being recorded. If you plan to record this meeting yourself, please check with the chairman of the board before you begin. Staff: Diane O'Neil, Project Manager /CPO; Debbie Weiner, Treasurer; Irene Larivee, Finance Director; Mark McDougal, Fire Chief; Bruce Glass, OIH Interim Administrator; Pam Merriam, Director Human Services; Nathan Porter, GIS Coordinator; Linda Rhodes, IT Manager; Jeri Erichsen, NPD IT. Attending Members: Dunton, Boynton, Williams, Tiffany, Roggeveen Absent Members: Morrison; Stambaugh Late arrival: Williams about 8:48 a.m. Early departure: Roggeveen about 8:52 a.m. Public: Matt Mulcahy Called to order at 8:30 a.m. 1. Materials and Information Sitting Dunton, Boynton, Williams, Tiffany Presentation Roggeveen — Typically the committee makes the decision about what materials are necessary so all material is vetted through the group. It is against Town policy for individual members to request information of Town entities. Discussion O'Neil — All requests for additional information must be channeled through the Capital Program Committee Chair by Wednesday of the week before the meeting; after compiling and vetting for what the committee actually needs, the Chair will forward those requests to Diane O'Neil by Wednesday afternoon, she will send them to Departments Head requesting the additional info and require that they send it back to her by Monday at Noon. Roggeveen — The Board of Selectmen (BOS) is reconsidering what to do with this committee going forward. The BOS does not feel it is efficient to have Town staff doing the same job for three different committees in three different formats. Described as an example the priority of building a new fire department due to FEMA requirements. Page 1 of 4 Minutes for October 11, 2012, adopted Nov. 8 1. New ambulance Sitting Dunton, Boynton, Williams, Tiffany Presentation McDougall — Cost comes from ambulance account and ambulances are rotated every 5 -8 years. This is the oldest. Listed as a 10 -year capital plan under ambulance replacement plan. Discussion Dunton — Asked about why the 5 -8 years? McDougall — Based on wear and tear; once the ambulance starts having issues on calls it is time to replace them. Same with fire engines which last a little longer. Dunton — Asked about a maintenance schedule. McDougall — There is a maintenance schedule and annual service. Larivee — The ambulance fund contained $1,091,000 at the close of June 30, 2012. McDougall — Have never purchased used vehicles. Have three ambulances in service and a fourth in reserve parked outside. Plan to get rid of the fourth because the equipment needs to be kept inside; and there is not enough room for 4 ambulances. Discussion about the need for a new fire station. Larivee — Ambulance Reserve Fund also covers dedicated staff wages and health benefits and supplies and maintenance. Dunton — Asked about buying two ambulances. McDougall — Have just replaced two. Tiffany — Asked about a 1988 Tender slated to be replaced next year. McDougall — Have a 1989 and 1988; the just carry water and aren't run hard; they last longer. 2. Administrative vehicle Sitting Dunton, Boynton, Williams, Tiffany Presentation McDougall — The 1997 vehicle was formerly the deputy chief s vehicle, the Fire Prevention Officer Inspector uses it for inspections, drills, public safety education programs. Plan is to replace the chief s vehicle and pass it down to the Fire Prevention Officer, who can get another four years out of it. Discussion Dunton — Asked about going to a more fuel efficient vehicle. McDougall — Looking in the $35,000 range, which would be smaller than the Tahoe, but still needs to be able to carry radios and equipment. Tiffany — Asks about replacing Engine 3 in 2016. McDougall — would replace Engine 7 and buy a new engine. Engine 7 is stationed in Madaket. It is a last -resort vehicle in the case of brush fires and is used for details such as when the oil barge unloads. Williams — Asks if since a new command vehicle responds to ambulance calls, could some of the $35,000 come out of the ambulance reserve fund. Larivee — That would require support for how many runs are for ambulance calls. McDougall — Can put together an average. Page 2 of 4 Minutes for October 11, 2012, adopted Nov. 8 Sitting Dunton, Boynton, Williams, Tiffany Presentation Larivee — Single request to replace flooring and molding. Have received a one -time large reimbursement from the state; their retained earnings are at least $1,000,000. The funds can easily be covered, just have to be certified as retained earnings. Discussion Discussion about OIH operating in the black. Larivee — OIH has received a number of gifts to cover items such as a fish tank, curtains etc. Glass — Dining room carpet went in 2004 and sees heavy usage. Kitchen floor is warped. Corridors are ugly. Carpets are anti - microbial. The flooring under the carpets is cement. Merriam — Staff complains about carpets, but that happens with every change. But the rolling walkers work well on the carpet. Thought window treatments were included at $50,000; the gift was for the dining room windows. O'Neil — Thought the window treatment was pulled. Need to check on it. Further discussion about material /information requests from individual committee members. 1. General discussion about IT funding in relation to work at 37 Washington Street. 2. GIS website & aerial map project Sitting Dunton, Boynton, Williams, Tiffany Presentation Porter — Continuation of monies received, total estimated cost was $175,000. Looking to get the second half of that. If it is all done at once, don't have multiple RFPs, don't run into the issue of updated data conflicting with data not yet updated. Discussion Dunton — Asks specifically what is being updated. Porter — Explains that there are 16 layers of base data based solely off aerial photos. Last update was 2003. Page 3 of 4 Minutes for October 11, 2012, adopted Nov. 8 3. IT replacement of desktops /laptops, servers, and network infrastructure Sitting Dunton, Boynton, Williams, Tiffany Presentation Rhodes — Request $50,000 to replace obsolete equipment; do that every other year. There are about 130 desktops. About 40% of the PCs are 4 years or older. Discussion Replacing desktops Larivee — For desktop funding, there is only $16,900 left; it will get IT through the year. Rhodes — Would like to keep up with 50 a year, but don't have the resources to do 50 a year. Average cost per PC is about $1000 to $1200. Servers Tiffany — In regards to servers, noticed it not recommended. The next time in the long -term plan is for 2016? Rhodes — Request is 2015. Need $50,000 for desktops, $25,000 is for a server and $25,000 for the email system, which is costly. Larivee — Asks about the $41,000 from 2012 Rhodes — Had to replace a server this year. Have $40,000 to pay for a server and the remaining to go to the email system. Have two servers, a storage facility and need to hire a consultant to help with the email system. It cost over $30,000 four years ago to upgrade the email; it will cost more than that inclusive of the consultant. Larivee - $21,000 is available right now; $15,000 for the current replacement; the email server was estimated at $30,000 - $40,000; so project costs maximum is $55,000 total. $41,000 is available. Rhodes — But there are not quotes as yet so don't want to come up short. Larivee — Suggest asking for $15,000 which would be easier to get recommended for approval. This is a critical system. Rhodes — This department will be submitting a request to replace the water company servers at $50,000 out of their enterprise fund. Network infrastructure. Larivee — Money was requested in 2004. There is still $94,000 available. Rhodes — That is slotted for the voice -over IP requested last year. Need money for infrastructure in the buildings and don't know how much that will be. Presently all cables and wiring needs to be replaced at 37 Washington Street. Larivee — Facing arbitrage, which are penalties for borrowing money in advance of actually spending it; so something needs to happen with these funds within the next two years to avoid charges against it. The plans for that money need to be looked at before requesting another $130,000. Rhodes — Explains how the $94,000 will be spent and how the $130,000 will be spent. Larivee — OIH and the water company projects would come from their Enterprise Funds. Erichsen — Explains how the voice -over IP phones work and special networking they need. Larivee — Right now there is $190,000; $95,000 can only be used for wireless equipment, $94,000 can only be used for switches and hubs. Proposes looking at the balance marked March 1 and blocking that; anything left, go back in Article 10 and charge to network under one line -item title infra - structure. That way it can be used without restriction. Adjourned: 10:00 a.m. Submitted by: Terry L. Norton Page 4 of 4