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Home My WebLink About2016-02-09-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 9, 2016 Location and Time: Town Office Building, Reed Room (111); 7:30 .. AM Members Present: Jill Hai, Chair; David Kanter, Vice-Chair & Clerk; Elizabeth Barnett; Rod Cole; Wendy Manz Members Absent: None Others Present: Elaine Ashton, Town Meeting Member; Sara Arnold, Recording Secretary Documents Presented: Notice of Public Meeting for CEC Meeting, Revised Agenda, February 9, 2016 Draft Memo to the Lexington School Committee and Dr. Mary Czajkowski, School Superintendent; February 9, 2016, RE: Evaluation of School Capital Project Memo to Carl Valente, Town Manager, from the CEC, January 25, 2016,regarding Top-Level Comments on the FY2017 Funding and Deferral of Capital Projects in the FY2017 Town Manager’s Preliminary Budget & Financing Plan (“White Book”) Call to Order: Ms. Hai called the meeting to order at 7:31 .. AM Member Concerns and Liaison Reports: Ms. Hai announced two items of immediate concern to this Committee: The Board of Selectmen (BoS) has invited this Committee to report on its positions on items in the White Book at tomorrow evening’s Budget Summit. The School Committee has invited the finance committees to submit questions by tomorrow regarding the school projects that are being submitted to Town Meeting for approval. Update on the Multiple School Construction Projects: Ms. Hai reviewed a current version of a memo originally drafted to be from the finance committees’ chairs—who, along with one member of their committees participated in the Chairs-plus-One group—to the School Committee that could serve as a framework for evaluating building proposals from a system-level view and could be adjusted as specific proposals move forward. In response to the School Committee’s invitation to submit questions, she suggested that her current version of the memo could be sent by this Committee to the School Committee and Dr. Czajkowski. Following discussion by the Committee, changes to be made to the current memo included: An updated introductory paragraph that expresses support for the middle-school projects being presented to the Town Meeting while pointing out the need for additional information to increase the projects’ credibility. An outline of the issues/questions that are of concern. An attachment that provides additional detail about the issues/concerns. A Motion was made and seconded to support Ms. Hai and Mr. Cole finalizing the memo as discussed and sending it to the School Committee and Dr. Czajkowski, with the Appropriation Committee, Permanent Building Committee, and Mr. Valente being copied. Vote: 5–0 Page 1 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 9, 2016 Projects for the March 2016 Annual Town Meeting: Mr. Kanter reported that the BoS had not taken a position on the Center Streetscape project at its meeting the night before. At the suggestion of Suzie Barry, BoS member, the BoS agreed to create an ad hoc committee including representatives from the stakeholders to review and make recommendations on the elements of the project. Mr. Kanter asked the BoS to include liaisons from the finance committees. Ms. Hai agreed to send a memo to the BoS reinforcing this request. After discussing availability for attending such meetings, it was agreed that she would recommend Mr. Kanter or Ms. Manz. Mr. Kanter also reported that, contrary to his previous understanding, the BoS has not taken a position on a design for the center sidewalks. Ms. Barnett reported having reviewed John Livsey’s (Town Engineer’s) response to questions raised at this Committee’s meeting a week ago regarding the Center Streetscape project. She identified her continued concerns, including: There is no information about the additional cost for breaking the project into three phases. The contingency figure is only 20% of the projected costs, and it should be 25-30%. Bricks cause tripping hazards and can create access issues, but there is a proposal to take bricks out of the current sidewalk and reuse them in the streets for crosswalk borders. The project estimates do not include costs for a project manager. The project includes over $1.0 million for street lights. Value engineering is needed. The “shelf life” for this project has not been identified. The large amount of pavement is likely to cause buckling because of the soil structure. It was suggested that Ms. Barnett submit her personal concerns in a memo to the BoS, with a copy to this Committee. There was discussion about the impact of delaying the project another year. Temporary resurfacing may be necessary in some areas if the project does not proceed in FY2017. In preparation for presenting CEC comments at the next Budget Summit, Ms. Hai reviewed th the January 25 memo she wrote to Mr. Valente regarding this Committee’s positions on the funding and deferral of projects. Projects were discussed, as follows: Parking Meter Replacements—Phase 2: Mr. Cole added his vote in support of this project, making the results 4–1 in support. Grain Mill Alley Improvements: It was reported that Melisa Tintocalis, Economic Development Director, plans to meet with the Community Preservation Committee tomorrow to present changes to the project. There are still uncertainties. Mr. Cole concurred that this project should be deferred, making the vote for deferral 5–0. Wright Farm Needs Assessment and Feasibility Study: It was reported that the Town has agreed to purchase the Wright Farm property “as is”. This committee’s original vote included contingencies. Page 2 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 9, 2016 A Motion was made and seconded to support this project without contingencies. Vote 5–0 Transportation Mitigation: Mr. Cole added his vote in support of this project, making the results 4–1 in support. Cary Library Reconfiguration Project: This involves an administrative request from one member. Granite Forest at Lincoln Park: Mr. Cole added his vote opposing this project, making the results 5–0 in opposition. Monroe School Roof: It was reported that the estimated cost of the roof has been increased to approximately $280,000. The Munroe Center for the Arts has reported that it can only afford $140,000 and the roof is not in immediate peril. A Motion was made and seconded to support deferring the project, with the understanding that it is not urgent. Vote: 5–0 Center Streetscape Improvements: The establishment of a committee to review the project, as discussed earlier, creates uncertainties. It was generally agreed that it was premature to take a position on this project. Minuteman Bikeway Wayfinding: There is no change in this Committee’s 4–1 support. Antony Park Construction: There is no change in this Committee’s 5–0 opposition to the Town helping fund this project. Pelham Road Property Acquisition: Mr. Cole added his support to postponing comment on this project until more information is available, making the results 5–0 in support of deferring comments. Lexington Arts and Crafts Society: There is no change in this Committee’s 5–0 opposition to supporting this project. Fire HQ Exercise Room: There is still unanimous Committee support for this project. This Committee reviewed its positions on supporting the BoS’s position to defer the following projects: Hartwell Ave Area Transportation Improvements: Because of workload bandwidth issues in the Town’s Engineering Department, this Committee is in general support of deferring this project. LHS Nurse Office and Treatment Space: Mr. Cole added his support for deferring this project, making this Committee’s position 4–1 in support of deferral. Hastings Elementary Window Air Conditioning: This Committee is 5–0 in support of deferring this project. Staging for Special Events: This Committee is 5–0 in support of deferring this project. Page 3 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 9, 2016 It was agreed that Ms. Hai would make global comments at the Summit about this Committee’s support for fiscal constraint while focusing on infrastructure, safety needs, and maintaining the current level of services. Ms. Barnett left the meeting at 9:01 .. AM CEC Report to the 2016 Annual Town Meeting: There was a brief discussion about the need for submittal of the report’s front-matter materials by early next week. Mr. Kanter will merge the material and incorporate the Committee-applicable Articles from the final rd Warrants for an initial review of the report at this Committee’s meeting on February 23. Adjourn: A Motion was made and seconded at 9:07 .. to adjourn.Vote: 4–0 AM These Minutes were approved by the CEC at its meeting on February 23, 2016. Page 4 of 4