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HomeMy WebLinkAbout2019-8-29CapProCom Minutes for August 29, 2019, adopted Oct. 3 Town of Nantucket Capital Program Committee -,vww.nantucket-ma.gov Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham, Peter McEachern, Jason Bridges, Nat Lowell MINUTES Thursday, August 29, 2019 1 Milestone Road, Wannacomet Water Company, Conference — 10:00 am Called to order at 10:00 a.m. and Announcements made. Staff Rebecca Woodley -Oliver, Assistant Procurement Officer; Alexandria Penta, Financial Analyst Attending Members: Welch, Kaizer, Hussey, McEachern, Bridges, Lowell Absent Members: Kickham Early Departure: None Department Heads: Michael Cozort, NPS Superintendent; Elizabeth Hallett, Deputy Superintendent; Diane O'Neil, School Facilities Manager; Martin Anguelov, School Finance; Karen McGonigle, IT CTO. Documents used: Copy of minutes for August 22, 2019; A-aenda adopted by unanimous consent. None APPROVE 1. August 22,2019: Continued for review by unanimous consent. 1. Nantucket Public Schools (NPS) Discussion a. Presentation of FY2021 request Cozort — Introduced Elizabeth Hallett, PhD; she will take over as Superintendent next year. O'Neil — Reviewed requests: $65,419 for Bobcat replacement; annual $300,000 request for NPS building improvements: kitchen cabinets, flooring, and roof shingling; $500,000 land acquisition; $750,000 campus -wide improvement assessment; $150,000 IT infrastructure server replacement; and $300,000 for boilers replacements. McLaughlin — Suggested renting a Kubota is cheaper than purchasing a new tractor. O'Neil — The schools use this every day. Welch — He didn't see additional attachments for the unit. O'Neil — We can reuse those we have. Reviewed past building improvements. Welch — It would be helpful for Ms. O'Neil to start subcategorizing the improvements. It's good information for planning. Hussey — Asked about the status of improvement to school security. O'Neil — All that's left is the cores and locks. Welch — Last year, CapCom made a formal recommendation that there be no funding for the land acquisition request; however, we recognized and believe that it is an important topic and made a recommendation to advance the concept on a Town -wide basis. Woodley -Oliver — Explained that the land acquisition isn't "off the table" but discussions are still on-going. Page 1 of 4 CapProCom :Minutes for _august 29, 2019, adopted Oct. 3 Welch — We've spent a lot of time discussing it and he doesn't want to break into it without Ms. Gibson and Mr. Turbitt present. Cozort — The campus -wide improvement plan is very complex and was put on hold during construction of the new school. This is greater than just athletic facility improvement; we want to know the best site for a future school before putting in a new field. Have engaged SMRT to look at three things: site for a new school, where the fields will go, and possible employee housing. Reviewed his vision of the campus improvement phases. Lowell — He believes it's important for the middle school to be near the high school; they share some learning facilities. Questions the wisdom of putting a new middle school on the far side of the campus. Welch — Asked where in their process do decisions fall on a timeline and how that relates to extension of funding. Cozort — He would anticipate that the money will go either to tennis courts or turf for football fields with tracks later followed by stands. He's looking at $750,000 over five years. O'Neil — The fields and parking will also require security in the form of cameras and lighting. Welch — It seems that if the master plan isn't together, designating a space for tennis courts could dampen the consultant's recommendations. Anguelov — Server replacement is on scheduled maintenance every three to four years. Welch — We would like more documentation on the server types to ascertain how it relates to cost and how it relates to past and future years. Cozort — Jenn Ericksen is working on that information; it will be provided with the caveat that technology changes every three months. O'Neil — The boilers are original to the building, circa 1990, and starting to have a lot of issues. The useful life of the existing boilers is 25 years and we're going on 30. The proposed boilers have a useful life of 40 years, are more efficient, and won't require new exhaust fittings. Welch — His questions are can the boilers wait and what is the anticipated cost of repairs. O'Neil — She doesn't know because there's no telling what will break down next. She wants to provide good numbers. If she's ready- to go July 1", she can bet the new boilers in before school starts; otherwise it's getting through another winter, which is questionable. b.Presentation of Out -Year Requests: O'Neil — Under Grounds Equipment $150,000 for new 4 -WD F250; new mowers; fencing Welch — About the grounds equipment, asked if there is anything that is a specialized piece of equipment. O'Neil — The trucks are aging. Welch — Asked about the fencing replacement request. O'Neil — This could go away; if we build a new athletic field, we the fencing is part of that. 2. IT/GIS Discussion a. Presentation of FY2021 request McGonigle — Have three quests for FY2021: $75,000 for server virtualization upgrade and maintenance, $62,800 for computer replacement, and $100,000 for network infrastructure. Welch — Asked for characterization of server maintenance with respect to capital versus operating expense. McGonigle — We are talking about physical assets with a 5 -year life span. Maintenance also covers the onsite serves. McEachern — The description sounds like the maintenance is of existing servers, not the new ones. McGonigle — Regarding the replacement, looking at about $62,800 per year over 10 years; this allows for scheduled replacement as equipment reaches its useful life span: desktops 5 years, laptops 2 years. That rounds out to 30 devices per year. McEachern — Asked if they can track the activity on devices: log in/out versus actually used. Page 2 of 4 CapProCom Minutes for August 29, 2019, adopted Oct. 3 McGonigle — There is an inventory of laptops not used all time, such as IT training laptops and staff sites. Desktops are used daily. Welch — Asked that the updated version of the desktop/laptop replacement 10 -year plan be uploaded through Finance; the spreadsheet and switch replacement would be handy too. Asked if there is a cost included in this for prevention of malware and takeovers or it is an operating expense. McGonigle — That is an operating expense. We have filtering and monitoring in place. We are undergoing a "hacker" risk assessment. Welch — Asked if there is a benefit to collaborate with the school on that security analysis. McGonigle — Yes, she is in communication with Jenn Ericksen about working with them more. We have private connectors with both the schools and the airport. Kaizer — Asked about the contractual obligation regarding recycling the hardware. McGonigle — Right now we purchase outright and using them until they die. The hard drives are removed, gutted and certified prior to disposal. Welch — We need to make sure we're properly tracking the network infrastructure because two different terms are used. Asked that the summary be transferred into the project summary on the software. McGonigle — Previous funding for Network Infrastructure for FY2020 was $50,000. We decided it was more efficient to ask for $50,000 on an annual basis for maintenance of the infrastructure with hardware being a separate request. Welch — In the software interface it says $100,000; that needs to be updated. You are submitting under the Network Infrastructure a switch replacement plan; asked if it is one year or 10 years. McGonigle — It's a 10 -year request. Some items under Network Infrastructure are scheduled. b.Presentation of Out -Year Requests McGonigle — Every 4 years we do images for update of the GIS. The out -year switch replacements will be part of the $50,000. Not all servers have been converted over to virtualization. Welch — In the CIP for FY2026, Network Infrastructure bumps up to $500,000; asked what that is for. McGonigle — She believes that is a typo and should read $50,000. 3. RORI discussion Lowell — Asked if the RORI's can be changed once they've been saved. Woodley -Oliver — No. Welch — Asked Mr. Hussey and Mr. McEachern if they think it's worthwhile to be looking at anything after the fact for this budget season for the schools. Hussey — He can't think of anything. McEachern — Should be looking at more space for equipment; that might be part of their master plan. Welch — When Brian Turbitt sends an email to the school, it might be an opportunity for the liaison to talk about the Campus Master Plan. OTHER BUSINESS 1. Green Sheet/Committee Reports: None 2. Member Comments: a. Welch — He met with Mr. Turbitt about Our Island Home and whether the main piping for the sprinkler system can wait or if there is funding in place to advance it. At the last meeting, he said they could find funding; however, it shouldn't fall on the occupants. The two questions are can there be funding and if so we need to discuss the actual numbers. McEachern — There should be a process in place in the event an emergency comes up. b. Welch — One thing we will be doing is add a correction feature to the RORI; we're adding a code and private request box at the top of the page. Page 3 of 4 CapProCom Minutes for ?august 29, 2019, adopted Oct. 3 c. Welch — He's hoping that in the near future, we'll be able to click and sort the CIP as many rears back and forward as information is available. d. Lowell — We have to figure out the School land acquisition for the schools. Woodley -Oliver — For now nothing is being done about it while the Town works with the public. Welch — Asked that it be added to the next agenda for discussion. There's a question if it should be handled as a Town request or a School request. e. Discussion about meeting September 5. 3. Date of the next meeting: a. Thursday, September 5, 2019 at 10:00 a.m. Adjourned at 11:43 a.m. Submitted by: Terry L. Norton Page 4 of 4