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Home My WebLink About2013-8-7 (2)Minutes for August 7, 2013, adopted Aug. 14 amended Oct. 9 Town of Nantucket 0 Capital Program Committee www.nantucket-ma.gov Members: Phil Stambaugh (Chair), Carol Damon (Vice- chair), Linda Williams, John Tiffany, Joseph Grause, Tobias ( MINUTES m Wednesday, August 7, 2013 co 4 Fairgrounds Road, Community Room — 8:00 a.m. 0 9 rn f 3 0 Called to order at 8:00 a.m. Z Staff: Libby Gibson, Town Manager; Martin Anguelov, Budget Analystwatk,�etine Stover, Town Clerk; Andrew Vorce, Director PLUS; Leslie Snell, Assistan*Dlreetor PLUS; Linda Rhodes, Director IT; Terry Norton, Town Minutes Taker 71 Attending Members: Stambaugh, Dunton, Morrison, Grause Absent Members: Williams, Tiffany, Glidden Late arrival: None Documents used: Minutes for July 31, 2013; Town Administration/Public Buildings Capital Projects FYI — 24 dated 8/7/13 1. %PPROVE MINUTES 1. July 31 2013 Motion to Approve (made by: Grause)(seconded by: Morrison) Carried unanimously H. DISCUSSION OF CURRENT AND L Town Administration/Public Buildings Sitting Stambaugh, Damon, Morrison, Grouse Presentation Libby Gibson — Trying to centralize all public buildings under administration throught a new Facilities Manager position. Stated she will not cover IT needs at this time. Reviewed likely future capital projects in regards to new construction/renovation of public buildings to include: a new fire station, renovation of 20 South Water Street former police station, Our Island Home, 2 Fairground Roads, seasonal housing options, and Salt Mush Senior Center. Reviewed capital building maintenance and repairs; 16 Broad Street, 1 East Chestnut Street, 25 Federal Street bathrooms, 37 Washington Street, 188 Madaket Road DPW buildings, a central fleet maintenance building, 34 Washington Street, Brant Point Boat House, Bathing Beach Road Natural Resources, Concessions at Jetties, Surfside and Children's Beaches, Dionis Beach bath house, Madaket and `Sconset fire stations, existing seasonal housing facilities, and `Sconset public restrooms. Other categories include playgrounds and parks. Reviewed need to create a schedule to replace trash barrels and benches. Relocation of the bulk fuel storage facility out of Town, a funded study is pending. Cemetery Commission has made proposals although they are unlikely to be part of FY2015 plan. Explained about removal of buried beach objects such as septic systems and foundations left by eroded houses. Reconfiguration of the Town Pier parking lot likely to come in for FY2015. Baxter Road relocation is something to keep in mind. Surfside area roads, the BOS at the August 7, 2013 meeting will discuss the process of taking the road and how to establish a plan; reconstruction of those roads will be a very large financial commitment on the part of the town. First Way improvements. Hummock Pond Bike Path Extension, there has been an offer of about $100,000 for the extension from Vesper Lane to Prospect Street with the Town coming up with the remaining funds; however the In -Town Bike path is a priority. Page 1 of 3 Minutes for August 7, 2013, adopted Aug. 14 amended Oct 9 Discussion Vorce —The bulk fuel facility is currently bigger than needed. Discussion about how the Town Pier Parking lot was designed and what would be needed to reduce the number of spaces for those with pier slips. Bunton — Asked if the Hummock Pond Bike Path extension was the same as the Prospect Bike Path. Gibson — No, this is a different segment. Morrison —Asked what the approximate schedule is for the long -term space needs plan to be finalized. Gibson — Hopefully that will be in about 6 months. Morrison — Asked, as part of the space needs plan, if anyone has studied the impact of parking and traffic connected with moving Town offices downtown. Gibson —No specific study, still has to be looked at. Morrison — The study will dictate the priority of structures. Craig Spery — Asked if there was an appraisal of the existing fire station. Gibson — The appraisal is not public but offered the value between $2M & $6M. Explained that if something doesn't happen with the Fire Station it might affects other projects. Bunton — Asked about Surfside area roads and didn't Town Meeting vote against the taking. Gibson — It passed Town Meeting but failed an override vote. Discussion about market signals and the fire station as part of the long -term space needs plan. Dunton — Asked if renovation to The Children's Beach concession was funded last year. Gibson — The funding for $500,000 was approved. Explained there has been discussion about doing the renovation next year after the departure of the current vendor. Bunton — In regards to prioritizing the new construction list, Our Island Home is in dire need. In regards to seasonal housing, asked if the town was in a position to pick up existing houses. Gibson — If the price and location is right. Presentation Linda Rhodes —Reviewed IT capital projects for FY2015: replacing servers for MUNIS and IT Water company. PC replacement costs about $50,000 a year. Started bringing wireless into the Water Company and Our Island Home and installing wireless antennae on the garages and improving guest access to WiFi. GIS aerial map update funding was approved and is in progress. Discussion Discussion about what a server is and how replacement is calculated. Motion None 2. Town Clerk Sitting Stambaugh, Dunton, Morrison, Grause Presentation Catherine Stover — Explained need for shelving in a different vault. Explained how the vaults are designed and installed and requirements for the shelving. Estimated cost for new shelving is about $55,000. Items used everyday would be in the new vault and the old vault would hold archival items. Would like to ask for money for a study on how many people actually live on Nantucket; estimate the cost to be in the area of $50,000. In terns of space needs, the Town needs an archival storage building; $5,500 at least a year is spent on storage and some is stored in attics that aren't climate controlled and have open access. Would like to get all Town department documents on laser fiche. Discussion Stambaugh — Suggested committee members go tour the vault situation. Discussion about advantages of laser fiche storage and need for an archival storage building. Motion None Page 2 of 3 Minutes for August 7, 2013, adopted Aug. 14 amended Oct 9 3. Planning and Land Use Services Sitting Stambaugh, Damon, Morrison, Grause Presentation Andre Vorce — Town has to fund right -of -way acquisition design work and getting a project shovel ready, generally, in order to access state funds for transportation projects. This year is a study for the Rotary, $122,000; rotary is under sized for the traffic volume. Out you projects include: intersection of Sparks Avenue, Prospect Street and Surfside Road $100,000 for design of Roundabout, Surfside and Bartlett $55,000 for design and permitting for FY2017, Old South and Fairgrounds $65,000 for design and permitting for FY2016. Land issues include: Francis and Union Street purchase of property to widen the corner $150,000, land damage award for Boulevard and Clifford, Surfside/Bartlett land taking up to $275,000, acquiring the Egan Property on Mill Hill up to $ L5M part for cemetery use, acquiring 39 Washington Street to expand parking $1.5M, acquire 10 acres Boy Scout property at Fairgrounds/Surfside $3M for cemetery use, Tom Nevers bike path probably FY2018. Studies include: recommend an Old South Road corridor study $50,000 - $100,000 range. Operational needs: looking at removing oldest vehicles, 2003 & 2004, and switching to a motor pool plan, will be asking for funds for continued scanning of plans. Discussion Discussion about issues the corridor study would look at. Discussion about state laws in regards to document retention. Discussion about Tom Nevers Bike Path and need for an In -Town Bike Path that safely moves pedestrians and cyclists to the out -of -Town paths. Vorce — Explained the permitting barriers to creating a bike path through the salt marshes. Motion None 1. Discussion about adding a place for commissioner comments under "Future Items ". 2. Stambaugh— Stated his opinion that the spreadsheet the Airport submitted, that showed out -year capital projects, is perfect for the needs of the committee and suggested that all department heads use that format. Discussion about how to get that spreadsheet template out to the department heads. V. DATE OF NEXT MEETING Wednesday, August 14, 2013 at 8 a.m. 4 Fairgrounds Road, Training Room Topics: Adjourned: 10:00 Submitted by: Terry L. Norton Page 3 of 3