HomeMy WebLinkAbout2018-9-27CapProCom Minutes for September 27, 2018, adoptedy tit A T U C; 4
Town of Nantucket
Capital Program Committ NOV -1 PH 12: 54
www.nantucket-ma.gov
Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham,
Peter McEachern, Jason Bridges, Nat Lowell
MINUTES
Thursday, September 27, 2018
4 Fairgrounds Road, Community Room —10:30 am
Called to order at 10:32 a.m. and Announcements made.
Staff. Brian Turbitt, Director Finance; Rebecca Woodley -Oliver, Assistant Procurement Officer;
Alexandria Penta, Financial Analyst; Terry Norton, Town Minutes Taker
Attending Members: Welch, Kaizer, Hussey, Lowell
Absent Members: Kickham, McEachern, Bridges
Late arrival: None
Department Heads: Michael Cozort, Superintendent of Schools; Diane O'Neil, Nantucket Public Schools (NPS)
Facilities Manager; Martin Anguelov, NPS Finance.
Documents used: Copy of minutes for August 16 and September 6, 13, & 20, 2018; Nantucket Public Schools
(NPS) ten-year Capital Improvement Plan; NPS RORI; NPS Capital Project Request
packets; Central Office Addition architectural plans.
Agenda adopted by unanimous consent.
COMMENTS1. PUBLIC
No nc
APPROVE
1. August 16, 2018: Adopted by unanimous consent.
2. September 6, 2018: Held by unanimous consent
3. September 13, 2018: Held by unanimous consent
4. September 20, 2018: Held by unanimous consent
1. Nantucket Public Schools
Discussion NPS Building Improvements
O'Neil — Lumped all building improvements for the schools together. The Nantucket
Elementary School (NES) leaking gym roof is off the table; turned out to be condensation from
an HVAC unit on the roof. NES cluster spaces flooring moisture come up; refinish with Epoxy.
NES connecting corridor floor and the door mats to be replaced with something for heavy
traffic. NES Classroom cabinets are original and low for little people; these can't be purchased off
the shelf; this is a multi-year project. Nantucket High School (NHS) exterior re -shingling and
paint the window trim.
Welch — Asked how the aluminum frames are holding up.
O'Neil — They are doing great; we replaced the panes with energy-efficient glass which stopped
all leaking. NHS concrete aprons needs replacement; other concrete issues are the sidewalk in the
rear and needs to be replaced.
Third Stage Backus Field
O'Neil — This is a final request. One abutter has given their assent for the transaction; Mr. Reade
will file the request and once Nantucket Islands Land Bank accepts the request, we can move
forward.
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CapProCom Minutes for September 27, 2018, adopted Nov. 1
Cozort — We started on this four years ago; it's dragging out, which has been frustration, but it
involves approval at many levels.
Welch — Backing up to Building Improvements, noted that some project titles in the worksheet
don't track. Land Acquisition has coding for FY2024, which he thinks might be a typo and out
years for Building and Ground Improvements have no entry in the worksheet
Oliver —"There was a lot of stuff added a couple of cycles ago. They are catching up.
Welch — Asked the school process for procurement of capital projects.
O'Neil — Not unlike other departments; reviewed the process they used for improvements to
one of the schools' library. They have State laws that must be followed.
Hand -Held Radios
O'Neil — Finding it more difficult to hear on the current radios as the campus expands.
Cozort — Explained how the radios are used; all staff carry one them.
O'Neil — The new radios can be programmed to a dedicated frequency. She asked for $200,000
for new radios. This is a safety issue.
Kaizer — Asked if it is possible for the school radios to switch to a different department
frequency such as fire or police.
O'Neil — That's a good idea and she'll look into it.
Welch — The Motorola service provider will have a software solution to track radios and ping the
location. Asked what the useful life is.
O'Neil — She was told virtually forever.
Discussion about obsolescence of the radios and issues with purchasing additional units.
Welch — These radios are listed as desk -top, single chargers; suggested looking into recharge
racks, which would help track the radios.
Athletic Complex Master Plan
O'Neil — We need a Master Plan, which would include moving the baseball field and to plan for
a new school. We need a design team to help us through the process; asking for $250,000 to hire
the design team.
Cozort — Five years ago we developed a Master Plan for the athletic complex but shelved it in
lieu of building improvements. We need the plan to facilitate construction of a new school; a new
school will be necessary. Our enrollment comes back stronger after every dip; the high school is
full now. He recommends looking at either building a new middle school, which is cheaper than
building a high school and will give NPS another 20 years before yet another school sis necessary.
We could turn the NHS vocational wing into academic space and buy a new vocational building;
doing that however, might not give NPS another 20 years.
O'Neil — Talked to Sandwich High School and got the plans for their new field, which
incorporates a hill into the viewing stands and announcer booth; those plans would require
relocation of the football field. If we follow their plan, we would have space for a new vocational
building.
Cozort —The baseball field will move to Backus Lane to allow room for a new middle school.
Welch — Suggested considering re -titling the NHS Fields, Track & Stadium to Master Plan to
convey the accurately the proposed work and the funding amount parallels that activity. The
$250,000 should accurately conveys the amount of study work that needs to be done. With the
Building and Ground Improvements and that some items are rolling forward year to year
regarding prioritization and dollars that must be spent, we'll want an FY2018 update of what was
proposed versus what's been completed with a description of why it isn't completed.
Hussey — The 10 -year Capital Improvement Plan should have a number for a new
building/school.
Welch — The planning sheet shows two numbers for NPS playground improvements; asked if
that is a duplication.
Oliver — That will be cleaned up.
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CapProCom Minutes for September 27, 2018, adopted Nov. 1
Cozort — We haven't been able to put the money in but want to continue showing it. If a parcel
comes open, we can bid on it. He doesn't like going with imminent domain; that doesn't make
happy neighbors.
Lowell — This is like the real estate account. It should have already happened.
Turbitt — Even if the money is in the account, we still need acquisition authority to make a
purchase. Real estate account money can be used for purchase of property for any Town
department. Without a plan, we are putting money somewhere without knowing how it will be
used. We've had conversations about this. Because of massive infrastructure needs, this has been
put on the back burner.
Welch — We need something that passes legal muster to allow money to be set aside for
purchasing property within a normal residential purchasing timeline. We could have authorization
to have an option on neighboring real estate; there are ways to allow NPS to move forward.
Turbitt — We could get borrowing authorization; that would have to go through a Moody test to
ascertain how much could be borrowed. The Master Plan should identify abutting properties.
Lowell — If we don't figure out how to do this, we could miss purchasing a useful property.
Suggested getting right of first refusal from abutting property owners.
Welch — It is in the Capital Improvement Plan as a request; Finance and NPS must work out the
details on how to make it happen this year so CapCom can make a recommendation. His
consideration is that it is prudent to be able to purchase land at market rate when it becomes
available. Pointed out that adding playing fields and new schools increases the operating costs.
Central Office Renovation
O'Neil — Asking to use $550,000, left from funding for the Nantucket Intermediate School, for
renovation of the Central Office; they have an architect.
Turbitt — He had a brief conversation about some of the changes but not the costs of the
changes.
Welch — This isn't vetted but school staff is here.
O'Neil — The proposed addition is about 2,200 square feet; the least expensive construction cost
she found was $550 per square foot at about $1.2M; she so put in a request for an additional
$650,000.
Welch — We'll put this on our outstanding items list for discussion in December with Town
Manager recommendation. On the design, he can see some print coming in the door, asked what
the adjoining space is. These plans should go to Finance to be added to out December packet
Cozort — Explained the consolidation precipitating the expansion the Central Office building.
With Americans with Disabilities Act accessibility, bathrooms, and conference room, we had to
make the building larger.
Hussey — Asked if Ms O'Neil is comfortable with the amount she is asking for this work.
O'Neil — Yes; explained how she came to the $550 per square foot estimate. Pointed out the
office is currently on septic; the Town is asking them to tie into the Town sewer. The HVAC
system will continue as a mini -split system. We don't have audio/video wiring for the conference
room.
Welch — Suggested that their conference room be audio -video wired for public meetings.
Lowell — The slab on grade requires mini -splits. Asked if the schools if this fits into the Master
Plan as a permanent location for the Central Office. He doesn't want to invest this money for
something that is temporary.
Cozort — We looked at other options; staying here is best.
Welch — Suggested they discuss this with their CapCom liaison and send a copy of the plans to
the liaison.
Outyears
Welch — He would like to know more about the $750,000 for the Master Plan and out -year land
acquisition.
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CapProCom Minutes for September 27, 2018, adopted Nov. 1
O'Neil — The $500,000 FY2020 is for the Land Bank land acquisition for a playground and
playing field. The master plan is broken up into phases because we'd like to build the synthetic
football field. Once the plan is discussed, we would like to start moving the football field. In
FY2023 and FY2024 we would do the next piece.
Cozort — We could go with a single larger capital request or break it up into manageable phases.
Kaizer — We'll get more clarity after the Master Plan is complete.
O'Neil — If this is approved, she can't start the procurement process until July; it will take about
a year from that point.
GENERAL DISCUSSION & RANKING & IMPORTANCE
Oliver — (can't hear her) ... or wait until after November.
Welch — We'll wait to rank that until after November. We'll table todays submittal requests to the
RORI for November.
Discussion about the setup of the RORI form and filling out the ranking and priority.
Welch — Asked if Ms Oliver has received any RORI for transportation.
Oliver — Got the RORI for transportation from three members.
Welch — Asked for a list of members who have turned in the RORI on which department. We'll
rank DPW transportation, solid waste, and operations as a whole.
Lowell — On school land acquisition, he doesn't want to rank it because he feels like he would be
meddling, telling them what to do.
Welch — How we head in that direction is important; the policy discussion has been brought
forth. Suggested ranking it as a citizen of the community; it's still important to have that
information.
Welch — The idea is to promote the concept that department heads have strategic plans in place
that meld with the Town Manager's Strategic Plan and the Town Master Plan. Explained the
RORI Phase II will have a breakdown of the strategic category to department -level plans and
master plan with ranking.
IV. LIAISON/COMMITTEE REPORTS & MEMBER COMMENTS
1. Liaison Reports
a. .L
2. Committee Reports
a. No e
Member Comments
a. Lowell — The CapCom meeting at Wannacomet Water Company was good if the space was a little
tigh . The discussion we've had with departments for including meeting space and it being wired for
audio -video is a good idea. We should also discuss records storage.
Date: urs October 4, 2018 at 10:30 a.m. in 4 Fairground Road Community Room
Adjourned at 1 .11 p.m.
Submitted by:
Terry L. Nort,
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