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HomeMy WebLinkAbout2016-10-26Minutes for October 26, 2016, adopted Nov. 23 Town of Nantucket Capital Program Committee yc�9�AA��:o «xvw.nantucket- ma.gov a Members: Christy Kickham (Chair), Peter McEachern (vice chair), Richard Hussey (Secretary), JVi Kell Nat Lowell, Pete Kaizer, Stephen Welch �� 0 C) MINUTES y" Wednesday, October 26, 2016 4 Fairgrounds Road, Training Room — 8:00 am' O Called to order at 8:09 a.m. Staff: Lynell Vollans, Assistant Director Finance; Julia Lindner, Financial Analyst; Terry Norton, Town Minutes Taker Attending Members: Kickham, McEachern, Hussey, Kelly Lowell, Kaizer, Welch Absent Members: None Late arrival: Kelly, 8:30 a.m. Department Heads: Police Chief William Pittman; Dave Fronzuto, Emergency Management; Fire Chief Paul Rhude; Linda Rhodes, IT Director; Nathan Porter, GIS Documents used: Draft copy October 19, 2016 minutes; Capital Improvement Plan 2018 thru 2027; capital project detail packets. APPROVE I. 1. October 19, 2016: Motion to Approve.(made by: Hussey) (seconded by: McEachern) Carried unanimously OVERVIEW OF I REQUESTS 1. Nantucket Police Department (NPD) /Marine Department Discussion a. Replace Dispatch Equipment Pittman — The Motorola radio dispatch system upgrade is the only project for FY201 S. The current system was purchased back in 2006 but not installed until 2011 after the new building was finished. The technology is going out of support; all basic computer components and software need to be upgraded. The base price is about $930,150 with a useful life of 10 years. Hussey — Asked what the optional pricing is for. Pittman — Those prices are for the support unit which monitors all the networks throughout the country. We've never used it and don't plan to use it; we have our own monitors. Kickham — Asked if there are any training costs associated with the upgrade. Pittman — That's included in the price. This cost will be revisited every ten years. Noted that this doesn't include any radio frequency equipment, which has a life span of 30 to 40 years. McEachern — Asked if it's fair that it's capitalized under the NPD when Fire, DPW, Airport, and Marine Departments also use the system. Vollans — It doesn't matter; it's the General Fund. Welch — He will be drilling down into details on the police projects to facilitate his ability to advocate for and justify where appropriate the NPD projects. Asked if this is the Astro 25 Phase I or Phase II system. Pittman — It is the more advanced Phase II system, the PDMA system. Welch — He would like to see a line -item break down of the price per item and which items are accessory equipment. Pittman — This isn't a component system; it is all proprietary. Lowell — Asked what would happen if the NPD didn't purchase the upgrade and made the current equipment last another 10 years. Page 1 of 4 Minutes for October 26, 2016, adopted Nov. 23 Pittman — When the system was installed in 2011, it was version about 16.7; now they are at 16.12 and can no longer support the older version. This system has been 100% reliable and coverage is 100% of the island to include Tuckernuck. Welch — Asked if this system works with the Windows 70 platform. Pittman — He doesn't believe it does; however, this system doesn't integrate with their records management or other systems. b. Out -year overview. Pittman — Last year funding was put in for dredging, we now have a plan and an dollar amount needs to be included every year; however, he doesn't know what that amount will be. The marine building is in desperate need to be demolished and rebuilt. Reviewed the decrepit state of the Marine building. Fronzuto — It was built in 1986 and been renovated and rehabbed numerous times, but it is rotting in place. Pittman — A decision needs to be made; we're getting to the point we might not be able to offer bathroom facilities to boaters and cruise ship passengers. Also, we have to set aside two acres on Shadbush Road for a lay -up yard for working on the boats and storage. It needs fencing, a small septic, and a building for a bathroom and office. Currently, NPD is using a residential property for storage and a dormitory on Okorwaw Road; the storage should be moved out of that area. The $240,000 is mostly for site work and a metal building at the Shadbush Road property. McEachern — Feels Chief Pittman should be thinking about dormitories. Pittman — Those need to be built where sewer is available and Shadbush Road isn't a good location. He would like to rehab the building at the Loran Station which is currently for patrol officers; but sewer doesn't go to that building either. McEachern — Thinks the Town should be looking at employee housing for year -round and seasonal and not leave it to each department. Pittman — Year round and seasonal housing are two different discussions. The Lifeguard program is limited by how many people they can house. This year they had 12 local high school students. We have people interested in the job but no where to put them. Kelly — There is a work group looking at affordable employee housing and two dormitories; they aren't ready to send out an RFP. Hussey — Asked if there are other big ticket items in the out years. Pittman — A new patrol boat in 2021; the $150,000 would pay for a good rehab on the existing boat. He hasn't done an analysis on whether that or a new boat is best for the Town. Another major items in the on -going maintenance of the Town Pier; that could cost $50,000 or less a Near; he prefers to keep it in maintenance. There are no big - ticket items for NPD; just building maintenance of about $50,000 every five or six years; in 20 years they might be looking at shingle replacement. Welch — Asked about the upgrade to vehicle radios if that comes out of operation budget. Pittman — Yes. Lowell — He thinks the reason the marine building is rotting out is because of insulation in the floor. If we rebuild this, he wonders how high it will have to be to meet FENIA requirements. Also asked if there is a way to use airport land for some storage. Pittman — The airport land is revenue generating for them; we'd have to pay rent. Explained why the Town needs a good, secure storage location. Discussion about land use and structures. Welch — Suggested if there is a possibility to get shared storage for NPD and NFD and Marine that it be included in the out years. Also, housing is an issue for retention and needs to be addressed; but location must be considered. Further discussion about the need for seasonal and year -round housing. Page 2 of 4 Minutes for October 26, 2016, adopted Nov. 23 2. Nantucket Fire Department (NFD) (9:12) Discussion a. Replace Ambulance #2 Rhude — This will be eleven years old when it's replaced; it's starting to have mechanical issues. There is a new requirement for securing stretchers the increases the cost. Kelly — We used to keep the box and change the chassis. Rhude — This is something private services do but not emergency services. The current boxes are not built for the new stretcher mounting system; also the boxes get rattled around on Nantucket roads. Explained the NFD buys the vehicles off regional bids that have off -road vehicles. The eleven - year -old ambulance will be traded in; it doesn't have a lot of value. a. Advanced Life Support (ALS) Equipment for one Ambulance Lowell — Asked how they know they need to take the ALS ambulance rather than another. Rhude — The goals is for every ambulance to be able to provide ALS. As they buy new ambulances, they will be fitted with ALS equipment. He is currently negotiating with the union for a paramedic position. ALS equipment and ambulances are funded out of the Ambulance Account. McEachern — He would prefer the ALS cost be included in the overall cost of the ambulance. Vollans — The accounting and capital processes are different. The idea is to look at big expenses in more detail; anything over $50,000 this board wants to look at. Rhude — Explained the cost of ALS equipment and trained personnel and how revenue will increase but not off -set the costs. Replacement of consumable items is charged to the expense account. Welch — Asked if the ALS equipment could be categorized as an option for an ambulance. Rhude — The ALS equipment would come from the vendor; if the ALS equipment is not to approve, it be moved off an older ambulance. Lowell — Because of the nature of Nantucket, the use of ambulances is more efficient; asked how many times they might need to use ALS. Rhude — The big difference between NPD and mainland departments is we often stay with the patient at the hospital; care starts at the home and the paramedic might provide the first cardiac treatment before reaching the hospital. Noted that about 80% of their calls are ALS -level calls; also pain management if something a paramedic could provide in the field, which responders can't do now. Kaizer — Asked about the useable life of ALS equipment. Rhude — Monitors are upgraded every five or six years; it's a long -term operating program and will be included in operating expenses. McEachern — Asked about putting out a fire on the water. Pittman — They have three boats able to respond; some have pumps and others can have pumps put in them. The harbor master and staff are primary operators supported by trained police officers and fire department personnel. There aren't enough incidents to have a fire /medical/ police boat on the water all the time. Noted that there are no real fire- fighting capabilities for shore -based facilities along the water front; almost all of those structures are wood. b. `Sconset Fire Station Feasibility Study Rhude — Last year he talked about a 4 -year plan with staffing. They do about 60 calls in the summer and 30 in the winter; it is a long response time. We feel it makes sense to staff it seasonally. We believe the facility can be upgraded without destroying its historical value. The Feasibility Study for the upgrade and costs between $60,000 to $80,000. The 4 -year plan increases staff out there to four people over three years complimented with summer help. Lowell — Suggested someone from `Sconset, who understands the historical side, be part of this study. Hussey — Asked if NFD is asking for Community Preservation Act funding. Rhude — Not for the feasibility study. c. Replace Ambulance #1 (2019) Page 3 of 4 iNfinutes for October 26, 2016, adopted Nov. 23 Kickham — Asked if there should be a line item for ALS for this ambulance as well. Rhude — Yes; it was omitted in error. Welch — Asked if the insurance revenue is a function of the increased cost of the ambulance service, if what we get from the insurance company is the result of the setting of our rate. Rhude — We upgraded the level that the insurance company is willing to pay. We raised the BLS rates to the standard but haven't raised the ALS rates. Explained the provisions in place for hardship cases. 3. IT (9:48) Discussion a. Replace Town computers Rhodes — These are being rotated every few years. b. GIS Digital Image Updates Rhodes — This is for updated aerials. McEachern — Asked if there is a cost for increased level of clarity. Porter — Yes; however the difference in price is virtually nothing. Welch — Asked if Applied Geographic is the consultant or if they provide imagery. Porter — They are the project manager. Welch — Asked if the imagery is owned by the Town or licensed. Porter — It is produced for the Town. As for as marketing it out, we can't charge for the data added. Hussey — Asked if there are any Town departments Ms Rhodes' IT doesn't provide service. Rhodes — A few: wastewater treatment plant, airport, schools, and police. CAPCOM BUSINESS 1. None DATE OF Wednesday, November 02, 2016, 8:00 a.m. at 4 Fairgrounds Road, Training Room Topic: Wannacomet Water Company, Nantucket Memorial Airport, Our Island Home Adjourned at 10:06 a.m. Submitted by: Terry L. Norton Page 4of4