HomeMy WebLinkAbout2013-11-6Minutes for November 06, 2013, adopted Nov. 13
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Members: Phil Stambaugh (Chair), Carol Dunton (Vice- chair), Peter Morrison,
Linda Williams, John Tiffany, Joseph Grause, Tobias Glidden
MINUTES z w
Wednesday, November 06, 2013 G P
4 Fairgrounds Road, Training Room — 8:00 am n n
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Called to order at 8:00 a.m. t
Staff: Libby Gibson, Town Manager; Martin Anguelov, Budget An4t; I *tt Ngunino,
Accounting Clerk; Terry Norton, Town Minutes Taker y f
Attending Members: Stambaugh, Dunton, Morrison, Tiffany, Grause (remote participation', Glidden
Absent Members: Williams P N
Late arrival: None 7
Documents used: Minutes for October 30, 2013.
1. October 30, 2013 Motion to Approve. (made by: Morrison) (seconded by: Grause) Morrison aye;
Tiffany aye; Glidden aye; Dumon aye; Grause aye; Stambaugh aye
1. ff
Sitting Stambaugh, Donlon, Morrison, Tiffany, Grause, Glidden
Presentation Linda Rhodes, Director IT— Servers: One request is servers for Wannacomet Water
Company, for $50K and for four Town services and one for Our Island Home (OIH) totaling
$75K. Explained the "aging list" and what happens to old servers. Servers are specialized to
specific roles; there are 24 servers in the Town currently.
Network infrastructure: Looking to install fiber to OIH and Wannacomet to facilitate
communication with the Town. Reviewed problems that have arisen; explained it has been
pushed out to next year. The money set aside for this will be used to resolve other wireless
issues at the Department of Public Works and upgrade the wireless wide -area network.
Reviewed out -year projects to include replacing one -third of the PC inventory every year.
Discussion Grause — Asked, with 24 servers across the Town departments, if IT had considered
outsourcing the data to server fawns.
Rhodes — Thought about it, but security of data and reliable internet connectivity are
concerns.
Grause — Asked about back up.
Rhodes — Have ordered equipment to install 3 appliances that keep the data locally then up
load to The Cloud for recovery.
Discussion about putting off the installation of the fiber.
Discussion about replacing the PCs.
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Minutes for November 06, 2013, adopted Nov. 13
2. GIS
Sitting Stambaugh, Damon, Morrison, Tiffany, Grouse, Glidden
Presentation Linda Rhodes, Director IT — Phase I of the project, getting the aerials, is done; going into
Phase II where aerials are put into a base map and the layers updated. That will require an
RFP to get a vendor to do that.
The GIS aerials are updated every 4 years.
Discussion Glidden — Asked about the possibility of moving some of the inventory into the operating
budget as opposed to capital requests every year.
Gibson — If it were in the operating budget, everything would have to be purchased in one
year. The unused money would then expire on June 30. Capital funding provides flexibility in
terms of timing. The IT staff really cannot physically do all the replacements necessary in one
year with current staffing.
Discussion
i
at 8:45 a.m.
Gibson — Presently there is 1 item for FY2015design of a new facility for $500,000.
Explained the need to get design of a new facility into the capital plan; in the meantime there
are serious regulatory and code issues with OIH that must be addressed. The Town needs a
new facility. The only thing that is unknown at this time is where the new building would go.
There has been some discussion about the feasibility of the Hospital operating the facility. If
$500,000 is not going to be spent on design, it needs to go into bringing the existing building
up to regulatory and code standards.
Donlon — The Town is facing sizeable fines as a result of what is happening with the systems
at OIH.
Tiffany — Is concerned about the uncertainty of the timing.
Morrison — The "couple of years" premise sounds like a combination of uncertainty about the
hospital and when and where a new facility would be built. Given the reality of decision
making, it is beginning to look more like 5 years.
Glidden — Agrees it is more like 4 or 5 years. What is important is that something has to be
done. Stated his opinion that a lot of the maintenance work should have been done 5 years
ago.
Discussion about prioritizing projects based upon a 5 -year plan for a new facility and finding
an interim facility while a new one is being built.
Chretien — Explained the OIH is in the window for its annual state Department of Public
Health (DPH) survey. A couple of big issues right now are the flooring for the kitchen, that is
already approved capital for this year, and the HVAC, that is a main focus for FY2015.
Explained the need for a full mechanical engineering assessment of the building systems. The
maintenance manager suspects insulation is deteriorated and new duct work is needed. As for
plumbing, that would require tearing into the building so should wait for a new facility; the
plumbing can be maintained in the meantime. The biggest DPH issue is like to be the
residents' bath water temperatures; in the winter, the water does not stay hot enough running
through the system.
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Minutes for November 06, 2013, adopted Nov. 13
Discussion Gibson — Should work with the Procurement Officer, Heidi Bauer, to get a mechanical
Continued engineer. Explained that the idea for the land is that it would go to a conservation group and
the building would be demolished.
Morrison — Pursued the idea that if any repairs done to the building it might change the
option of demolition.
Gibson — Currently working on a space needs outline for the Board of Selectmen of the most
immediate items coming up in the next 4 to 5 years that reference options. Have talked about
combining a community and senior center somewhere; the Saltmarsh Center is not large
enough for its use and maybe consideration should be given to renovating the OIH building
and turning it into that.
The general consensus is that the building is not salvageable and that the sale of the valuable
land could offset the cost of a new facility.
Further discussion about projects that will carry the building forward for another 5 or 6 years.
Gibson — The $500,000 and $15M could probably each be moved out a year. The Town owns
the land at Sherburne Commons where a new facility might go.
Chretien — Stated she will get in touch with Ms Bauer regarding the mechanical assessment
and what has to be done for the building for the next 5 years. Already have the line item for
FY2014 for the assessment.
Tiffany —That would show a large maintenance budget for this coming year. The bulk of the
roof is in good shape; plan to continue patching it. Plumbing is a deferred maintenance item.
Chretien — Budget issues for this year are: kitchen floor, HVAC, and windows.
Further discussion about those maintenance issues.
Chretien — State regulators from the DPH could assess the facility and order admissions to
cease and impose £roes at any time, depending on what is determined to be a violation.
Explained temporary measures that could be taken while repairs to address the findings are
taking place.
1. Next week: Airport and Wannacomet Water.
Adjourned: 9:09 a.m.
Submitted by:
Terry L. Norton
8:00 a.m. at 4 Fairprounds Road, Training Room
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