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HomeMy WebLinkAbout2016-12-16Minutes for December 16, 2015, adopted Oct. 5, 2016 Town of Nantucket Capital Program Committee O www nantucket- ma.gov n Members: Phil Stambaugh (Chair), Christy Kickham (Vice Chair), Richard Hussey (Secret 7, TC61 Glidden, Nat Lowell, Peter McEachern, Pete Kaizer s r �, `, MINUTES 7D r n. Wednesday, December 16, 2015 J T 4 Fairgrounds Road, Training Room – 8:00 am Called to order at 8:04 a.m. Staff: Libby Gibson, Town Manager; Brian Turbitt, Director Finance; Lynell Vollans, Assistant Director Finance; Terry Norton, Town Minutes Taker Attending Members: Stambaugh, Kickham, Hussey, Glidden, Kaizer Absent Members: Lowell, McEachern Late arrival: None Documents used: No documents used. APPROVE 1. 1. December 9, 2015: Held Discussion Stambaugh – We didn't make tuft use of the sottware; mat wouiu nave ricil — were all there. Kickham – With those there, when one forgot, someone remembered. Hussey – Things will run smoother next year. Stambaugh – Didn't expect that level of questioning detail. It is the role of the Finance Committee (FinCom) to ask those detailed questions. He had trouble when Jim Kelly, FinCom Chairman, delved into the CapCom's judgment and methodology. Hussey – Ms Gibson & Mr. Turbitt did a good job of vetting requests before they came to CapCom, we got top priority projects. Kickham – Has no issue with presenting what was omitted and why. It is a bit of very helpful detail. Glidden – It is important for FinCom to have an idea of why we did what we did; it shows rational, that there are no emotions attached to the decision, and that there's logic and reason. Perhaps writing them down would be helpful. Stambaugh – Talked about General Fund $9.2 million and not being able to fund easily. Were asked if there is a budget to stay within. No. But there isn't anything that could be thrown out. Stambaugh – The FinCom asked about the leveling effect of what's happening; a lot of debt is ending and a lot is coming and how that averages out. We didn't have that information for that part of the presentation. Glidden – He expects things to be smoother next year as everyone gets used to the software. Kaizer – For the first year using the software, he thinks it went pretty well. Kickham – Suggested ensuring the department heads fill out the details in the paperwork. Stambaugh – Our work is pretty much done for FY2017. The next step is to continue working with the Town's Financial Advisor on the debt and to continue on working on the out years and filling in the details and getting questions answered. Page 1 of 3 Minutes for December 16, 2015, adopted Oct. 5, 2016 Glidden — Asked if there is a use for the Board of Selectmen (BOS) to have a better understanding of how long -term projects play out. It's hard for Town Administration to focus on this while concurrently preparing for Town Meeting and the operating budget; this should be the piece that is done first then worked into the budget. Perhaps it should be done a month earlier. Gibson — The BOS should review annually the capital plan. Charter says a presentation to be _given to BOS and FinCom; need to work that in. Kickham — Other than place - holders for out years; what else is done for long -range planning. Gibson — There is more work than it seems; there is a sewer capital plan. There are other plans discussed internally: Transportation Improvement Plan, Harbor Action Plan, and roadway maintenance. Some of those plans identify projects that should be done. Those are put into the long -term. Kickham — Suggested that when presenting to FinCom, the out -year projects be reviewed to let them know we are looking forward. Stambaugh — We used to do this in January; then FinCom wanted it in December saying give us what you got, which was the coming fiscal year. Since it appeared to be what FinCom wanted, we focused on that. Hussey — Asked if CapCom should follow up with information on their methodology to the FinCom. Kickham — Yes. Turbitt — Explained he can give FinCom the same presentation as was given to the BOS. He can put the information together and send it to Mr. Stambaugh. Hussey — Thinks that should be done. Glidden — Asked for Town Manager's thoughts on what might be done better. Gibson — Stated that she appreciates the thoughtful way CapCom looks at projects and discusses them. She agrees about looking at long term more closely. Suggested one meeting devoted to out years. Discussion on how to do that, possibly a meeting in spring focusing on the out year projects. Kickham — Suggested that next year, at the beginning of their deliberations, they get a brief report on the debt service for enterprise funds. Turbitt — He and the Town's Financial Advisor are working on a debt plan involving all these projects. One of the things they are doing is coming up with an estimate of what the annual free cash would be that could be applied to capital plus the 1% minimum capital funding requirement. Discussion about Our Island Home funding and where that debt is. Hussey — The packet is very extensive and shows the out years. We learned a lot last night. Glidden — The thing that strikes him is the process and system this committee has; many boards don't have a process. Kickham — Asked if there is a reason to meet before spring. Gibson — Maybe to talk about outreach. Tonight at the Board of Selectmen's meeting, the Board will be asked to approve a contract for public outreach assistance for the upcoming sewer projects. CapCom could be involved in the public outreach. Page 2of3 Minutes for December 16, 2015, adopted Oct. 5, 2016 CAPCOM BUSINESS 1. Stambaugh — Explained he will be off Island for several months so Mr. Kickham will have to stand in for him. Announced that this is his last year on the CapCom. Said that looking over those years, the committee has grown in stature and spend more time reviewing and vetting the proposed projects. We now have a long -term capital plan, can show the impact on the tax rate, and have the new software tools. Also moved from an adversarial relationship with some department heads to a working relationship. V. DATE OF TBA Adjourned: 8:51 a.m. Submitted by: Terry L. Norton Page 3 of 3