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HomeMy WebLinkAbout2016-11-30Minutes for November 30, 2016, adopted June 14, 2017 Town of Nantucket o -i 2 Capital Program Committee O -, z2 www.nantucket- ma.gov s C tiMembers: Christy Kickham (Chair), Peter McEachern (vice chair), Richard Hussey (Secretary), JiV ell) Lowell, Pete Kaizer, Stephen Welch it MINUTES N Wednesday, November 30, 2016 4 Fairgrounds Road, Training Room — 8:00 am Called to order at 8:08 a.m. Staff. Libby Gibson, Town Manager; Brian Turbitt, Director Finance; Terry Norton, Town Minutes Taker Attending Members: Kickham, McEachern, Hussey, Kelly, Lowell, Kaizer, Welch Absent Members: None Late arrival: None Early departure: Kelly, 9:47 a.m. Department Heads: None Documents used: Capital Budget Worksheet; Mr. McEachern spreadsheet and memo; Department of Public Works (DPW) photos of Tom Nevers playground equipment; APPROVE 1. 1. November 23, 2016: None 11. RECAP AND STATUS REVIEW OF 1 REQUESTS Discussion McEachern — He looked at the FY2014 projection for FY2018 capital projects and noted the changes. A couple of key items: Our Island Home (OIH) facility went from $15M to $37.5 and Madaket /Warren's Landing Sewer went from $25M to $80M; that raises questions on the validity of budgetary numbers presented to the Committee. Reviewed his observations and thoughts on presented capital projects. Welch — Previously this committee discussed certain categories of expenses, such as maintenance, which would normally be in the operating budget, being included in the capital budget; asked if that is acceptable accounting practice for municipalities. Kelly — Woven into Mr. McEachern's discussion were some policies and criteria which could be be applied to the projects. Kickham — Agrees maintenance should be an operating budget item. Whether we contract work out or purchase specialized equipment to manage the work ourselves needs to be looked at carefully to ascertain the most cost - effective route. Items flagged in last week's discussion coupled with item's flagged by Mr. McEachern, some fall into applying to criteria and some might not. Welch — There is criteria, evaluation, and background information we don't have; that needs to be worked out before the FY2019 projects are under our considerations. Noted additional issues: GIS image updates priority status and road reflector project whether or not its mandated. Gibson — Road reflectors aren't mandated except on Milestone Road the paving of which was a federally - funded project; the Board of Selectmen (BOS) felt reflectors are a good idea for use on some roads and felt it better to accelerate installation ahead of the next paving. Lowell — In his opinion, reflectors on Polpis Road, especially in the fog, would really help because the reflective paint on the center line doesn't last forever; use of reflectors is a safety issue on higher - speed, winding roads. Page 1 of 4 Minutes for November 30, 2016, adopted June 14, 2017 Discussion about the need for road reflectors, which roads could benefit from them, their life span, and whether or not they can be reused. Gibson — Believes this request is for specific roads: Polpis, Madaket, and either Hummock Pond or Surfside. To install the reflector, a special machine is required and the work would have to be bid out. Lowell — This needs more study as to where they would be installed and adding them to the repaving projects. Consensus does not support the road reflector project at this time. McEachern — Before we go item by item, we need to understand what we can afford. Turbitt — A plan was presented that would fund everything; reviewed the plan. Hussey — Ms Gibson said she had some responses to Mr. McEachern's comments and wanted to hear what she had to say. Gibson — 20 South Water Street water proofing should be an operational expense: it was lumped into facilities because it came out of the facilities maintenance study with some other items for FY2018; she's okay with taking it out of capital. Painting of Police Station and Fire Station renovation are already moved to the operating budget. Will recommend some of these one -time items be paid from free cash. 2 Fairgrounds Road ADA, the $25,000 can be moved to the operating budget. `Sconset Fire Department housing feasibility was an idea to address a problem but isn't absolutely critical. Bucket Truck and Chipper and Grader. The bucket truck is used weekly and feels it and the chipper need to be replaced; the grader is used quite a bit to maintain town -owned dirt roads. They have talked a lot about outsourcing but there are collective bargaining issues. Vacuum Truck: there are no vacuum trucks on Island and Town -owned (and other) catch basins need to be cleaned out frequently. Mowing Equipment: the request to see a list of rolling stock and properties, can provide; what employees do when not mowing is outside this committee's jurisdiction; but the employees are busy outside the growing season with brush cutting, line painting, road projects, and other activities. `Sconset Flag Pole: it is not just a flag pole but a memorial and Community Preservation Committee (CPC) has promised $55,000 but another $100,000 to $150,000 is necessary. Discussion about whether or not `Sconset residents might help foot the bill. Welch — Recommends the Town contribute $100,000 in addition to the $55,000 from the CPC to restore the memorial. Suggested changing the title to reflect that it is a monument, not just a flag pole. Gibson — OIH: a lot of upgrade work hasn't been done for a long time; even if the new building is approved, that is three to five years out. We are concerned the State will take some action that could create a large problem for the Town: fine or closure. Lowell — If the OIH building is going to be repurposed, he has no concerns with investing in repairing it. If it is going to be torn down, any money put into it is wasted. Gibson — Wastewater Lab in Sewer requests: that can go into the operational budget. Turbitt — Ms Buzanoski responded about the Bucket Truck and Chipper: she said the Loader could be moved out. He sent David Gray's updated CMOM plan to the committee members; it is down to $1.75M for FY2018 for Surfside area. The $1M for `Sconset is down to $693,000. These numbers are based on consultations and the cost right now for each area. All these projects will be done by the end of FY2018. There was a question about the water line extension request and possible regulatory issues; the well is over thirty years old and we are technically considered a small water system area and should have a water treatment licensed operator. Discussion FACILITIES: Tom Nevers playground Turbitt — DPW has sent pictures showing significant corrosion. Page 2 of 4 Minutes for November 30, 2016, adopted June 14, 2017 Lowell — He okay with replacing it but hopes the new equipment would be a non - ferrous, non- corrosive material due to proximity to the ocean. Plastic is great, it doesn't rust. Turbitt — That would be included in the bid. Kickham — Move forward with this. This stays in but can be moved out if necessary. `Sconset Fire Station Feasibility Study Kickham — Hold off on it. OIH FACILITY: Kickham — No recommendation on the $37.5. POLICE DEPARTMENT: Dispatch Equipment Replacement Turbitt — Have determined an option is to lease it over three years funded out of operational budget at about $40,000 interest; we would own it after three years. Welch — This is a proprietary system at the end of its useful life; not replacing it leads to degradation of the system and threatens the safety of people and property. His personal understanding is that the replacement system will be good through 2028 and fully supported. His question is to buy it out right and save $40,000 or lease it. Consensus agrees to saving the Town $40,000 in interest. Kickham — Recommendation is to purchase. DPW: Mowing Equipment Turbitt — He will get a list of the rolling stock and provided information about where it will be stored. Lowell — He wonders if there is a plan to phase out articulated mowers in favor of rotor mowers. Would like to see rotor mowers. Kickham — This stays in. Loader Turbitt — This can be put that off to FY2019. `Sconset Memorial /Flag Pole Turbitt — Recommendation was for $100,000 funded by the Town and to change the name. Bucket Truck & Chipper and Grader Kickham — These stay in. SCHOOL DEPARTMENT: Backus Lane Playground and Field Turbitt — Ms O'Neil informed him that there will be surveillance cameras if it is determined as necessary. Hussey — This triggers future years of $750,000 on the entire Physical Education plan for athletic fields. Kickham — This stays in. TRANSPORTATION: Sidewalk Plan Turbitt — Phase II will be completed in 2018. Gibson — A lot of work can be completed in the spring before Memorial Day once the surveying is finished and the project has been bid and /or contracted out; the money needs to be available to start work. She's waiting on a timeline that will show estimates of what's being spent on what. Kickham — Stays in. TOWN ADMINISTRATION: GIS Imagery Upgrade Kickham — This is valuable to many departments and stays in. SEWER: Sewer Spare Parts. Turbitt — That is going into operating. Page 3 of 4 Minutes for November 30, 2016, adopted June 14, 2017 Kickham — This is out. TRANSPORTATION: Road Reflectors Kickham — The project would have to be bid due to the equipment needed. Hold off. RECOMMENDATIONS: Kickham — He will write up comments on items discussed with a summary page; he will send that around to the committee members. Discussion about putting money into municipal buildings when the Town has not finalized its plans as to whether they will continue to be used or demolished. Kickham —The report should reflect the need for more information on departmental ten -year plans Welch — Feels this committee should review newly ratified financial procedures and policies; we should also discuss with Finance Committee how they see these dovetailing with their expectations of this committee and our role. The BOS has outlined criteria and procedures and policies; asked if this board interfaces with the Finance Committee. McEachern — The Finance Committee wants to ensure this board does its due diligence in review of the recommended projects. Lowell — At every meeting there were "placeholder" items; suggested a separate report addressing that. We don't know what money has been allocated and how much of that might be reallocated. McEachern — Placeholder budget numbers should have meat to them and not be "darts thrown." Kickham — He will work on the report to be reviewed at the next meeting. He presents to Finance Committee on December 15, 2016. CAPCOM BUSINESS 1. Discussion about Open Meeting Law and how to avoid violations using email. 2. Discussion about whether or not to have an additional meeting before the Finance Committee presentation. 3. Discussion about a committee recap meeting in January or February 2017. V. DATE OF Wednesday, December 7, 2016, 8:00 a.m. at 4 Fairgrounds Road, Training Room Topic: Adoption of Final Recommendations Adjourned at 10:21 a.m. Submitted by: Terry L. Norton Page 4 of 4