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HomeMy WebLinkAbout2013-12-4Minutes for December 04, 2013, adopted Jane 12, 2014 Members: Phil Linda' Called to order at 8:00 a.m Town of Nantucket s Capital Program Committee www.nantucket -ma eov o z ;o Carol Dunton (Vice- chair), P ri ny, Joseph Grouse, Tobias Glidden 3 o G Wednesday, December 04,2013 N — m 4 Fairgrounds Road, Training Room 8:00 am Staff: Libby Gibson, Town Manager; Martin Anguelov, Budget Analyst; Robin LaPiene, Accounting Clerk; Matt Mannino, Accounting Clerk Attending Members: Stambaugh, Dorton, Morrison, Tiffany, Grause, Glidden Absent Members: Williams Late arrival: None Documents used: Minutes for November 20, 2013 November 20, 2013 — Motion to Approve as amended. Carried unanimously Sitting Stambaugh, Dunton, Morrison, Tiffany, Grause, Glidden Presentation Gibson — REPLACING THE ASSESSOR'S VEHICLE This has become an expense increase request in the operating budget. Finance Department Security Measures, don't want to publish what those will be but would include a study by a security specialist: will use Operating Budget Professional Services for that review. Any system or item recommended might be included in the FY2016 capital requests depending on the cost. SHELVING FOR RECORD VAULTS Expressed the opinion that it is a worthwhile item to get everything from three vaults consolidated but this isn't a high priority item when taking other items into consideration. There is $25,000 in the current budget for a records management study to outline a plan of various options on how the Town could manage its records; that study has not yet been done. Presently records are stored in various locations by various departments; the Town Clerk does need climate - controlled storage for some documents. Discussion Further discussion about the storage needs and space needs study. Dunton — Stated her opinion that the $55,000 request for shelving is a high figure and it doesn't create an archival storage system; it just straightens things out. Glidden — Could consider recommending a small amount, $25,000 to get shelving and move the process along. Gibson — Suggested the committee members take a look at the vaults to better understand the situation. Glidden — Believes that it is more important to have archival storage for these documents. Discussion about moving the archival storage issue to a higher priority. A Town Administration Space Needs plan outline identifies archival storage space at 2 Fairgrounds Road (new building in the future). Page 1 of 6 Minutes for December 04, 2013, adopted Jane 12, 2014 BRANT POINT SHELLFISH PROPAGATION FACILITY REHABILITATION/ RESTORATION Gibson — Jeff Carlson, Natural Resources Manager, has already talked about this to the committee. A large portion of this project is being covered by Community Preservation Committee Act funds. Those funds do not cover design. Tiffany — Is concerned about the 2 -year timing issue placed upon a structure by the Community preservation requirements. FACILITIES SECURITY UPGRADE Gibson — Had recommended $100,000 for a facilities security upgrade throughout Town buildings. Stated the opinion that should be incorporated in an overall security study so it should be pulled from the budget for FY2015. RENOVATION VISITOR'S SERVICES RESTROOMS Gibson — Stated the $50,000 will probably not be necessary for the renovation so it is does not need to go forward as a capital item. BAXTER ROAD ALTERNATIVE ACCESS Gibson — The County Commissioners held a hearing to take by eminent domain land upon which to create this alternative access. Property owners whose could be affected have been in discussion with the county. This might or might not become its own article for Town Meeting. Tiffany — At this stage of the game with this still up in the air, this committee should still look at it and give an opinion. It could be withdrawn at a later date. Gibson — It might be withdrawn or the Board might seek alternative funding. Recommend that $500,000 be used for now. SURFSIDE AREA ROAD ACQUISITION COSTS Gibson — Those costs need to be further broken down. Stated she is waiting for Mr. Andrew Vorce, Director Planning and Land Use Services, to provide those figures. The estimate remains at $100,000 and that is the recommendation as well. Bunton — Asked about the cost of upgrading the roads. Gibson — Projected reconstruction cost is about $1.2M for all the roads. That figure can be reassessed once the Town actually owns the roads. Discussion about when that $1.2M would need to be appropriated. TOWN PIER PARKING LOT RENOVATION Gibson — The estimated cost is around $500,000; stated she was waiting for an engineering plan from Leo Asadoorian, Blackwell and Associates Inc. A couple of Selectmen have suggested waiting until renovation work for 37 Washington Street begins and incorporate this project into that; but she is proceeding with her recommendation at this time. There is the potential of private assistance to help with the cost; but that is not certain. Tiffany — Asked what the state of the puking is there now. Gibson — Stated that in her opinion the lot is badly configured and the surfacing is in poor condition. As a result, parking is haphazard. The reconfiguring could help establish additional parking spaces. There has been discussion about purchasing a property at 39 Washington Street. Glidden — Stated his personal feeling that there is a philosophy developing over the years that everything needs to be new and perfect and that there are ways to make something functional without spending $500,000. He is supportive of upgrading the lot. Stambaugh — In his opinion, that lot is not representative of what the Town represents and is a terrible looking lot. Dunton — Asked about the potential increase in parking spaces. Gibson — Possibly 20 to 30, she has not had a chance to look at Mr. Asadoorian's plan. Bunton — That would be 20 more cars; coming to the core district. Page 2 of 6 Minutes for December 04, 2013, adopted June 12, 2014 Further discussion about the degree of repair the parking lot needs. The consensus is that the lot needs work but not $500,000 worth. Grause — Confirmed that the parking lot upgrade would happen in FY2015. Gibson — Would like to get something done before the summer season if possible pending appropriation at Town Meeting. Morrison — Calculated that the 20 spaces would cost $25,000 per space; asked what would happen if nothing is done. Gibson — It is shabby looking and never been well designed; it was cobbled together over the years; there is hardly any lighting in the lot. But nothing would "happen." Stambaugh — It is time to get some facts then have an informed discussion. Dunton — Asked if anyone had ever done a study of how many of the permitted spaces are always empty. HULBERT AVENUE WAYS TO THE WATER ACQUISITION Gibson — At the November 2013 Special Town Meeting, there was an article for takings that was adopted, but there was no money attached. Now there is discussion with abutters about acquiring the land in a way that might not cost the Town money. Her initial figure was $400,000, which she reduced to $250,000. Glidden — Thinks that is a good figure. OTHER Tiffany — Street light repairs are included on the spread sheet but the committee did not get a request for that. Gibson — The repair of in -Town streetlights is being dealt with through the operating budget. National Grid repairs ail the street lights outside of Town. Tiffany — Asked about the projects that were vetted but not recommended. Prospect Street Bike Path Gibson — That was classified as a Tier 2 item: it should be done but it can wait for higher priority items to be completed. The project that was approved in 2013 hasn't even started yet; that needs to get going. The projectjust hasn't been moved to an out year, probably FY2017. Fairgrounds Road/Rotary Bike Path Gibson — Stated she does not recommend that at all. Glidden — Stated he thinks it is not a good idea and a waste of money. Stambaugh — Stated that he has heard from women that they don't like to use some of the bike paths - particularly in this Old South Road/Fairgrounds area because the brush is so thick and they feel isolated. Gibson — Stated she will inform DPW. Pleasant Street/West Creek Road improvements Gibson — That has been moved to an out year, perhaps FY2016 or FY2017. That is a "nice to have" to help make mid -island more pedestrian friendly. Madaket Bike Path Paving Stambaugh — The request was for $370,000 and Town Manager recommended $300,000. Gibson — That was a fiscal reassessment of the cost. Madaket Fire Station Exterior Painting Stambaugh — The request was for $25,000 was not recommended. Gibson — That is projected for FY201 S, it actually should go into Operating. That will be adjusted when the Town is putting together its long -term maintenance plan. Fire Station Design Tiffany — Originally the request was for $600,000 but apparently Ms Gibson did not recommend that amount. Gibson — The design costs have been incorporated into the $13M for the total costs. Marine Patrol Rescue Vehicle Page 3 of 6 Minutes for December 04, 2013, adopted June 12, 2014 Tiffany — There is a request for $175,000 that was not recommended. Gibson — That is back in after discussion with the Police Chief. Discussion about the practicality of the vessel. Monomoy/Polpis Rd/Milestone Intersection Improvement Discussion about whether or not this was previously reviewed. Gibson — There are no issues with the Monomoy /Milestone intersection; but the Poplis/Milestone intersection requires two sets of ingress /egress lanes. That is coming off the list. Modification of Union/Francis Street Corner Gibson — Stated she would recommend that. Road Improvements Gibson — The request was for $900,000; recommend $500,000. A 2007 Pavement Management Study recommended that the Town fund road improvements of about $13M per year until the roads are up to a certain level. The roads are much better; the operating budget has been increased for road maintenance plus there are annual Chapter 90 funds. IT: Desktops, Printers Stambaugh — There is a recommendation for $50,000 but no request. Gibson — Some of that will be paid for through Enterprise Funds. Tiffany — That is requested every two years, this would be an off year. Anguelov — This might reflect a request for desktops and printers for Wannacomet Water. Tiffany — It shows up in two places, and needs to be removed from the technology sheet. Gibson — Stated that she and Mr. Anguelov will talk to the Enterprise Funds and clear up what they are and are not requesting with the intent of cleaning up the data on the spreadsheets. Tractor and Attachments Stambaugh — The request is for $200,000 and the Town Manager recommends $130,000. Gibson — That was two items: a tractor with a beach rake and a bike -path sweeper. The tractor and beach rake can be paid for out of a different fund, but we should show the whole number here and later the funding source. Bike -path sweeper, which is $60,000, can be moved to FY2016. The $130,000 is the tractor and beach rake attachment. Water Main Extension on Hummock Pond Road Tiffany — There is a request for $950,000 with no recommendation. That is already being done. Gibson — Stated she does not normally do recommendations on the Enterprise Fund capital projects unless they are specifically under her jurisdiction. The reappropriation was done at the November 2013 Special Town Meeting and the $950,000 should be removed. Our Island Home: Window Treatments Tiffany — The request is for $30,000 and no recommendation. Gibson — That can be paid for out of the Operating Budget and should be deleted from capital projects. Our Island Home: Electronic Medical Records/Point of Care Tiffany — The request is for $75,000 and no recommendation. Gibson — Again she had not made recommendations on the Enterprise Funds. The electronic medical records were submitted as FY2015 -16; that needs to be clarified. Hopefully it can come out of retained earnings and that is her recommendation. Discussion about the pending Mechanical Engineering Assessment and having a place holder on the capital projects spread sheet for those recommendations in FY2015; might use the funds approved for FY2014 for interior upgrades. Sewers: Sea Street Pump Station Renovation Page 4 of 6 Minutes for December 04, 2013, adopted Jane 12, 2014 Tiffany — The request is for $3M with retained earnings at $1.6 million; that means this is a candidate for borrowing. Gibson — That will definitely be borrowing. The retained eamings will not be used for that. Discussion about the effect that borrowing might have on the sewer rate — at this time there is no request for a rate increase. Stambaugh —Asked about the figures inserted for construction of wastewater treatment plants for Madaket, Shimmo and Monomoy. Gibson — The Town will know when the C WMP update is complete, which should be within the next six months. Dunton — Asked about the Infiltration/Inflow items, there are no monetary figures. Gibson — Phase 2B has been appropriated and is going on at this time. The other Phases are pending analysis progress regarding infiltration/inflow. Solid Waste Tiffany — There are three big items and they are all being recommended. Gibson — The capping of the Landfill is to be moved to an outyear, place in FY2016. Not certain whether or not the Lined Landfill Cell Engineering & Construction needs to be done in FY2015; that date has already been moved out two or three times and we are waiting for additional information from our solid waste consultant. The Landfill Mining should be left in; it is called a capital project but is funded through the General Fond. Discussion about when to schedule the Financial Advisor to come speak to the committee about the preparation of a long -range capital plan. Gibson — Free cash recommendations should be ready for the next meeting of the Board of Selectmen. Reviewed some of the one -time requests for which she might recommend using free cash. Continued discussion about uses for free cash versus alternate funding for some of the items. Further discussion about when to have the Financial Advisor speak to the committee. Sitting Stambaugh, Damon, Morrison, Tiffany, Grause, Glidden Presentation None Discussion Tiffany — Stated his opinion that the CapCom prioritization process is a waste of time since CapCom usually recommends in line with Ms Gibson's recommendations. The process takes a lot of time. Suggests that this year they: change the prioritization process to a recommend or don't recommend; include a description in the report of the vetting process; and explain how the 10 -year plan affects debt going forward. Stambaugh — Agreed it is a time - consuming process, but feels it is too early to eliminate it. Suggested that each member go through the detail sheet and insert their individual recommendations for the December I 1 meeting. Grause — Asked if he has license to say that he thinks the recommendation should be another figure. Stambaugh — Yes, then include why. Page 5 of 6 Minutes for December 04, 2013, adopted June 12, 2014 1. Presentation of Free Cash Recommendations and other sources of funding December 11, 2013. 2. Review CapCom recommendations December 11, 2013 3. Financial Advisor to be scheduled to meet with the committee December 18, 2013 4. Present FY2015 CapCom recommendations to FinCom December 19, 2013 5. Present Long -Range Capital Plan to FinCom January 2014. Dunton — Stated that she would like to have numbers from DPW and Wannacomet Water by the December 18, 2013 meeting. December 11, 2013, 8:00 a.m. at 4 Fairgrounds Road, Training Room Adjoumed: 9:53 a.m. Submitted by: Terry L. Norton Page 6 of 6