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HomeMy WebLinkAbout2017-12-14Minutes for December 14, 2017, adopted Jan. 4, 2018 Town of Nantucket Capital Program Committee www.nantucket-ma.gov 0tiVt4 CL . 2019 JAN -4 AM 10: 59 Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Chrisn- Kickham, Peter McEachern, Jason Bridges, Nat Lowell MINUTES Wednesday, December 14, 2017 4 Fairgrounds Road, Community Room — 8:00 am Called to order at 8:08 a.m. and Announcements made. Staff: Brian Turbitt, Director Finance; Julia Lindner, Financial Analyst; Terry Norton, Town Minutes Taker Attending Members: Welch, Kaizer, Hussey, Kickham, McEachern, Bridges, Lowell Absent Members: None Late arrival: None Department Heads: Kickham, 9:52 a.m. Documents used: Copy of minutes for November 29, and December 6 &7 18, 2017; CapCom Sunman- of FY2019 Requests Agenda adopted by unanimous consent. 1. None 1. November 29, 2017: Held by unanimous consent. 2. December 6, 2017: Held by unanimous consent. 3. December 7, 2017: Held by unanimous consent. Welch — Still outstanding: Department of Public Works (DPW) Garage plans, Sewer, and Wannacomet Water Company. Full responses to some of the items have been received. Welch — We will review the DPW Transportation, Maintenance, and Improvement Projects and Nantucket Public Schools (NPS). Read through the list of projects up for discussion for those committee members which to discuss. TRAN-17-006: Town -wide Pavement and Multi -use Path Improvements Welch — Waiting for an update list of the streets and paths to be worked on. TRAN-17-005: Surfside Improvements (Design/Construction) Welch — Lovers/Okorwaw/Monohansett is the final year of the three phase project. Turbitt — Costs should read $534,800 for FY2019. Bridges — The Board of Selectmen (BOS) discussed capital project but Lovers/ Okorwa«/Monohansett but wasn't on the agenda; confirmed the improvements include multi -use paths. Turbitt — Lovers/Okorwaw/Monohansett was on the BOS agenda under Surfside Area Road. As they went into the phases, they narrowed down the areas to be worked on in that phase. TKAN-20-001: Four Corners Mini -Roundabout Welch — Asked the number for this. Lindner — The $109,155 is for design. Construction is up the following year. Turbitt — This will come back for the construction costs next year. DPW -19-006-1 to5: Old South Road Corridor Improvements Page 1 of 5 Minutes for December 14, 2017, adopted Jan. 4, 2018 Welch — This is going to be a matter that will be coming up for the next few years. It's presented as a single-year request with the work phased over out to FY2023. He wants to look at which work is being done in what year so CapCom knows what is being recommended in regards to the prioritization process. We'll make a recommendation on the group. In FY2019 Milestone Rotary, Fairgrounds/Old South Road roundabout, and Old South Road construction to Amelia Drive design money will be in place. In FY2020 design funds for the Amelia Drive mini-roundabout. In FY2021 construction funds will go into place for those four projects and design money for Milestone/Nobadeer Farm intersection; in FY2022 construction for that intersection will be funded and Milestone/Polpis and Milestone Monomoy intersections will be funded for design along with all the rest of Old South Road reconstructions to Nobadeer Farm Road. Lowell — We started out with $15M as a placeholder. He thinks the discussion is getting too technical, because some of these projects won't happen; there are other intersections people consider much more important. Turbitt — Noted that the $15M is not borrowed in a lump; it is borrowed as needed. Should this pass at Annual Town Meeting (ATM) and the ballot, the Town won't borrow the money until the project is started and there's a cash-flow need. With a project of this scope and magnitude, we use bands and roll-overs as needed and don't go to market until that is advantageous. Lowell — He doesn't think we should get into out-year details on Old South Road Corridor Improvements at this time. A lot of these ideas have been on the book for a number of years such as improving the Rotary; some of these ideas are new and not guaranteed to happen. Welch — He's not suggesting ranking the subgroups scheduled in out years; but if some aspect of this isn't worthy of funding, CapCom needs to speak out about that. A reason to keep the subgroups separate is to facilitate tracking them individually; we haven't seen a cost break down for the year in which any specific work is projected to be implemented. Turbitt — Finance will be tracking these on the individual project levels; because they are issued individual purchase order numbers. Welch — His concern is that in FY2019 there are three projects going out for design with no construction money slated until FY2021; at that time only design for a small roundabout is scheduled. He questions why all four design and construction aren't being done in the same timeframe. We're pre- authorizing the $15M for a scope of work based upon estimates and designs done conceptually by our planner and a group that came to the island for that purpose. The S15M is an informed guesses based upon statistical data. If something doesn't get done, the money isn't borrowed unless the Town is ready to do that work. Asked for clarification on why all the design work isn't being done at the same time then move up the construction work accordingly. Lowell — It's going to be spread over five years; we should be talking about each individual project in detail when the year in which it is proposed is up for discussion. Welch — Currently, there are two projects scheduled for the same area but in different years; he's tri-ing to understand why they aren't being done at the same time. Bridges — Suggested emailing the question to Mike Burns for clarification. He'd like to see all the Old South Road projects moved ahead of the Milestone improvements because there might be State funding available for Milestone Road. This is unconventional but it is part of the Strategic Plan. Welch — We should get some information on that. He agrees, improving Old South Road is more important than on Milestone Road and therefore should have priority and be advanced sooner. We do need to track the out-year projects. This isn't a level of detail to be presented to anyone; it's for internal use to inform our recommendations. As someone who uses Old South Road, he'd rather have the Old South Road work designed all in one year with construction the next year; he feels that is within CapCom's purview to recommend that because it save money and time. Kiekham — Whenever doing work on a road, you count on intersections around it to help traffic flow. Shutting down an entire road is problematic. Welch — He would like more information in anticipation of possibly advancing some of these. TRAN-19-008: Fairgrounds Area Roadway Improvements Page 2 of 5 Minutes for December 14, 2017, adopted Jan. 4, 2018 Welch — This is a concept of a concept at this time. We don't have any concrete plans for Waitt Drive. Lowell — Waitt Drive is currently proposed with have parallel parking on both sides and to be extended one-way to connect Ticcoma to Old South Road. The parking is to be ancillary for the Ticcoma Green workforce apartments. Hussey — Asked the total cost. Turbitt — The total cost is $1.8 with $400,000 coming from Affordable Housing Trust and S900,000 from Free Cash; next year we will identify a funding source for the rest. He's not anticipating borrowing any money. NPS -19-006: Playgrounds & Field Improvements Phase II Welch — The first year this came in, we thought the money was low; that it was a phased plan wasn't noted at that time. Now it is being presented as phased. He will be meeting with Diane O'Neil about that. NPS -19-004: Central Office Addition McEaehern — When the new school was built, there was a "pitch" that the structures would house everything; now we find out that outside groups are renting space in Nantucket Elementary School (NES). For this group to agree to spend $500,000 for an addition, we need to know what the rent is and whether or not that revenue stream is diminimis. In his mind the Special Services Department Director should be closer to or in the high school. Michael Cozort and his team indicated this was to get offices out of Nantucket High School (NHS) to create more classroom space. He thinks it should be a matter of reallocation of space rather than spending $500,000 for new space. If the schools continue to grow, the next growth would cause the need for a new middle school and giving the Cyrus Peirce building to the high-school. Welch — There was only one project that the BOS indicated they don't want to fund. Asked if Mr. McEachern wants more information or is comfortable with making a recommendation. Hussey — Mr. McEachern's experience with the school building workgroup and the conceptual plan for office space is important; that changes how he views this. Welch — He will bring it up with Mr. Cozort. Asked how the Town is reconciling in terms of rankings the Central Office Addition with the 3% however is being recommended for funding. Turbitt — It's not being recommended for funding. OTHER Discussion McEaehern — It was good to see that someone at the BOS meeting recommended putting Wilkes Square Redevelopment in a placeholder. Lowell — The school land issue, asked if there is a warrant article authorizing the Town to purchase land around the schools if it comes available. Turbitt — It was discussed but there is no article for that. Welch — Asked if NPS made a formal request for that. Turbitt — There has been administrative discussion about whether or not it should be done. No one thinks it's a bad idea; his concern is putting money aside for an indeterminate time when there are a lot of capital projects that need to be funded. The Town's current focus is to alleviate the backlog of infrastructure capital projects. The only way money could be set aside for this is from Free Cash; we can't borrow without a specific purpose. Lowell — The Real Estate Fund could be used for that when it gets built back up; the Town has to be able to act quickly when a property comes up for sale. Welch — Part of the discussion was that if the schools was going to further that, they would look into the option of right of first refusal; that would address the issue of the time the Town would need to act. Kickham — He recalls Mr. Cozort saying that would be their next step because there isn't anything in place. He is going to leave it up to NPS to advance the matter. Welch — Outstanding matters with respect to the summary work sheet. Finance will update Imminent Threat/Legal Requirements/Phased Funding. Page 3 of 5 Minutes for December 14, 2017, adopted Jan. 4, 2018 Lindner — Our Island Home (OIH) and Americans with Disabilities (ADA) under DPW are Phased Funding. The only other Phased Funding projects are the Massasoit and NIilhe's Bridges; Milhe's bridge is not under imminent threat but there is a legal requirement to repair it. Turbitt — Bothbridges will be labeled phased funding because within the original DPW request they were in out years. Kaizer — The Airport Temporary Holding Room, asked if there's a capacity issue that might have legal ramifications. He recalls it being high on the Airport priority. Lindner — An email was sent indicating the number is most likely to go up. It is their Nr 1 prionin- for FY2019. Welch — Asked if Ms Lindner would email the outstanding updates. Wants to walk through those no-,-,-. Sparks Avenue under sewer, we received the base map. We asked for back up on Building Foundation and Utilities, read the email about that; he doesn't recall the actual project. Turbitt —That's for the modular office buildings: one will go to the DPW; the other will remain at sewer. Welch — Wonders if the trailer is banged up, is it worth putting a foundation under it. It is our responsibility to know what the money is being used for and whether or not it is a good value. On the Airport GSE Garage Facility, he received an email that they are pulling that because Mr. Rafter wasn't happy with the estimate. Asked about back up on the reason the lighting request has doubled. Turbitt — The Federal Government will pay 90 percent; we authorize borrowing for the whole amount but will borrow only what we need. Welch — Confirmed they were able to firm up FAA funding and that will be in the final draft. We will get that information; it would be nice to put that information in the packet. Asked how far out Ta-v'waN E has been bumped out. Lindner — Suggested leaving that alone. Welch — He doesn't have the final on Wannacomet and `Sconset water tank maintenance; questions were if the problem was a fault of the design and if there's a way to bring the maintenance in house and if there is a warrantee for the recoating. He understands there's a two-year warrantee and wonders what additional warrantee time would cost. He wants to know what time of year the work will be done. One thing discussed was the concept of pulling the operating budget and using retained earnings and that work if the repairs span more than one fiscal year. He understands that the water company is looking at pulling t his into operating. Turbitt — They are looking at using retained earnings; it's still a capital project. We recommended using retained earnings so there would be no direct impact on rates from long-term borrowing. Kickham — Going that route could trigger better oversight and maintenance. Welch — Another question was in the certification, insurance, and the potential for liability by having in- house staff do the work; it was determined that it does not make sense to do it in house. V. CAPCOM BUSINESS & COMMITTEE REPORTS 1. Discussion about what members need to do for the meetings to meet the scheduled goals. Welch — He uses more information to improve the integrity of CapCom's recommendations. Lowell — He wants to clarify; ATM is voting for a placeholder for a menu of Old South Road improvements. He thinks it's better to rank the project as a group rather than individually. McEachern — Agrees. Welch — That is up to Ms Gibson. Asked how the project would be listed on the warrant. Turbitt — He believes it will read as $15M for roadwork. Lowell — He's concerned that this might be called because it's too broad Welch — He gets the point; it could be called because it's too broad or too specific. Kickham — Whether it's bundled or 'individual, there were good comments about how it will be managed going forward and hopes that will be kept in mind. Welch -- Back to the original question, he needs to know from the members what CapCom ups and downs will be to finalize a draft for Ms Gibson. We don't need to have specifics on the funding sources or Page 4of5 Minutes for December 14, 2017, adopted Jan. 4, 2018 rankings. The final report is due January 4, 2018; by then we need to have a discussion on the philosophy on Funding Sources and the ups and downs. Bridges — Suggested it might be easier to ask what people don't want to recommend. It looks like the majority will be recommended. Welch — That would save the effort of sorting by rank and thinks Mr. Bridges suggestion is a good one. If we don't have enough money, that's where the rankings would filter information. We'll go top to bottom; if anyone wants to discuss, call it; we will discuss them and rely on rankings to inform the final vote. Turbitt — Two sewer projects might be changing: the Surfside Road Area Sewer System Improvement made it on the Intended Use Plan and is eligible for zero percent loan; 19-008, Surfside Wastewater Treatment Facilities (SWTF) Phase lI Upgrade also qualified for the Intended Use Plan; we had budgeted $1.1M then $6.5M in FY2020. Explained how FLS funding works and requires moving $7M into this year; so talked internally about reducing the SWTF allocation and then reapply- for full funding in FY2020. He will be meeting again about the options and changing the S1.1__%1 to $500,000. These should reflect in the Monday final. Welch — National Grid L8 Feeder, no comments were made due to questions on progress and -,,-hen and what the Town would be able to do. We don't really know anything more than that. His question is it something National Grid would do during FY2019. Turbitt — They will reach out to Mr. Gray for further clarification. Welch — Reiterated the need for answers about consolidation of Old South Road corridor projects. V1. DATE OF Monday, December 18, 2017, 8:00 a.m., 4 Fairgrounds Road, Community Room (Cancelled) Tuesday, December 19, 2017, 8:00 a.m., 4 Fairgrounds Road, Community Room Adjourned at 9:57 a.m. Submitted by: Terry L. Norton Page 5of5