HomeMy WebLinkAbout2011-11-01-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC)
Date, Place, and Location: November 1, 2011 8:00 a.m., Town Office Building,
Selectmen's Meeting Room
Members Present: Charles Lamb, Chair; Bill Hurley; David Kanter; and Shirley Stolz
Member Participating by Teleconference (Non - Voting): Ted Edson, Vice -Chair
Other Attendees: Pat Goddard, Director, Department of Public Facilities (DPF);
Rob Addelson, Assistant Town Manager for Finance; Theo Kalivas, Budget Officer;
Mark Corr, Chief, Police Department; and Keith Hoyle, Interim Chief, Fire Department
Documents Presented:
1. DPF FY2013 -2017 Capital Improvement Projects as cited below.
2. Muzzey Senior Center Plan distributed by Pat Goddard.
3. White House Stabilization Floor Plan distributed by Pat Goddard.
Mr. Lamb called the meeting to order at 8:00 a.m.
Discussion Items
1. Muzzey Senior Center Upgrade Phase 2 ( #590, Sep 23, 2011 ) (Mr. Goddard): This
is coming forward at the request of Human Services, Council on Aging, based on the study
done of the Center ($45,100 funded under FY2010 Annual Town Meeting (ATM), Article
8(0)). There is now a better idea of the systems that need to be updated to support the
activities at the Center. A presentation on this project was made to the Board of Selectmen
(BoS) on September 12, 2011. The plan is to ask for design & engineering (D &E) and
construction funds for 6 particular items to benefit the Center, itself. The study also
recommended replacing the fire -alarm system, preliminary estimate being $140,000—
$175,000, and installing an emergency generator, preliminary estimate being $50,000—
$75,000, but as those are a responsibility of the Muzzey Condominium Association, they
are not included in this project. (If those were to be undertaken by that Association, it's
likely the Town's share —based on the Town's- ownership percentage —would be on the
order of $9,000 — $12,000.) The timing of this project is as supported by the BoS. Mr. Kanter
requested that the Town obtain a written confirmation from the Muzzey Condominium
Association that it approves of the extent and specifics of work contemplated by this project
before the FY2013 Town Manager's Preliminary Budget & Financing Plan (the "White
Book ") is completed.
2. White House Stabilization and Potential Reuse ( #598, Oct 9, 2011) (Mr. Goddard):
The plan is to use tax -levy funds to demolish all of the structure except for the main block of
the building and to use Community Preservation Funds (CPF) to stabilize that main block
even though there has been no determination of use for the main block. There had been an
informal discussion with the Historic Districts Commission (HDC) where the HDC indicated
that, while it would not allow demolition of the entire building, this plan to leave standing
and stabilizing the most - significantly- historic main block sounded feasible. The Committee
Page 1 of 4
discussed what construction (including reinforcements) would be involved in the
stabilization and how that would impact future renovations or additions. Mr. Goddard
explained that he would like to preserve the building and enhance the appearance of it at
the entrance of the Town. Although not included in this plan, an additional renovation
component is being evaluated for potential uses (e.g., for Liberty Ride
administrations /operations and bathroom facilities for the Farmers' Market which occurs on
the adjacent land) and a floor plan was shown to the Committee. The Committee asked
about the $202,000 of CPF (of the $381,000 project total) for stabilization of the building,
prior to the tear down and Mr. Goddard said he is meeting with Community Preservation
Committee (CPC) on Nov 21, 2011. Parking in the area was discussed if the building were
to be used for Liberty Ride. Mr. Goddard will make sure the Historic Structures Report of
the White House (completed Nov 30, 2010) and the plan(s) are online and send the
electronic files of them to the Committee. The Committee discussed the financial process
and impact of this project as well as the benefits and drawbacks of moving forward and
using tax -levy funds.
3. Cary Memorial Building Upgrades ( #639, Oct 9, 2011) (Mr. Goddard): The
Committee advised Mr. Goddard that as Fred Johnson, Lexington Center Committee, had
met with the Committee on Sep 27, 2011, to discuss this project, the Committee is familiar
with the range of the project at a construction cost of about $7.2 million if done all at once. It
is proposed to use the CPF for the entire project and Mr. Goddard will also be presenting it
to CPC on Nov. 21S The Committee discussed project phasing, including consideration of
deferring some items to limit costs, but still address the most critical needs that would
enhance use of the building. In the past, a study was done regarding enhancing the
usability of Cary Hall as a financially viable performance venue, but it was deemed that was
not practical. Mr. Goddard explained the current project being proposed has a different
objective and it is not reasonable to expect capital recoupment be made from facility
rentals. The Committee discussed potential fee schedules. Mr. Addelson will research what
the legal limitations are in this regard.
4. Municipal Building Envelope and Systems ( #647, Oct 14, 2011) (Mr. Goddard):
This request, at about $170,000, represents the annual 2.5% increase. A forecast is done
12 months prior to receiving project funds and setting project schedules so costs and timing
can change when it comes to actually performing the project.
5. Public Facilities Grounds Vehicle ( #652, Oct 9, 2011) (Mr. Goddard): There is
currently a line item for $50,000 for a passenger vehicle for the technicians. More
substantial vehicles are needed as 2 current vehicles need repair. The plan would be to
replace the two capital items over the next 3 years and an additional $80,000 is being
requested. Mr. Goddard will be meeting with the Department of Public Works (DPW) to
review whether services from both departments can be combined. There was a discussion
of the service and maintenance needs for these vehicles for both DPF and DPW, and the 3-
year funding for two vehicles.
6. Public Facilities Bid Documents ( #749, Sep 17, 2011) (Mr. Goddard): This
represents a possible solution to a previous ly-d i scussed problem regarding the need for an
available funding source if front -end project effort becomes known outside of the normal,
Page 2 of 4
annual, process. There was a discussion regarding the appropriate funding source for this
(cash is preferred by the Committee) and well as whether this appropriation's availability
could be made to carry forward if funds are unspent during the fiscal year of appropriation.
Mr. Goddard said it was his plan to coordinate with this Committee regarding the projects
on which he would plan to move forward using these funds, if Town Meeting appropriates
them. Mr. Addelson gave an example of the annual process for receiving approval for
funding related to school projects, with design work being done during the part of the year
when school is in session and construction following in the summer after receiving funding
approval. The Committee discussed this as well as the risk of making an investment in D &E
if the construction funds are not approved at a subsequent Town Meeting.
7. Software (Police & Fire/EMS) ( #477, Sep 27, 2010 [sic]) (Chief Corr & Chief
Hoyle): Even though the current, 1990, Microsystems software is outdated and inadequate,
the request for a replacement has been pushed back one year (to FY2017) as the pool of
companies needs to be properly researched prior to replacement. The new Fire Chief
would be involved in this decision. There was a discussion of initial costs and annual
maintenance costs for a new system as well as what surrounding towns are using and
experiencing. The Police Department is able to get things done with more man -hours
through manually manipulating aspects of the system. The Fire Department is having more
trouble using the system for their needs. The software is running on current hardware and
the Committee discussed options to move forward in the evaluation and solution process as
there are too many man -hours being expended now to meet obligatory reporting. While
there is an on -going administrative study of the Fire department, the Committee discussed
moving forward sooner than later on this software replacement and would welcome seeing
study money in the budget cycle for FY2014.
8. Police Station: Renovation and Add -On Design and Engineering ( #692,
Sep 27, 2010 [sic]) (Chief Corr): This project now cites D &E in 20 ** with construction for
20 * *, and no funds are cited through the end of the 5 -Year Capital Plan. While the
Committee remains very concerned that the BoS has not yet incorporated a new or
upgraded facility for the Police Department anywhere in the Town's capital plan —and will
likely highlight that fact in its report to the 2012 ATM, no further action was taken on this
project at this meeting.
9. Headquarters Fire Station Replacement ( #738, Sep 16, 2011) (Chief Hoyle):
Potential changes to the space needs at the Fire Station were discussed to include a
community room, training room, larger lab and evidence room, gun range, and others. The
Committee was assured that if needs are not accommodated they can continue to do their
job, but things would get done much less efficiently. The prior study of the facility
requirement showed the need for space is twice the size of what is currently in place and
options that are being considered were discussed. The Committee asked about and
discussed employee morale. There has been a lot of time on relationship building focused
on the fact that if relationships are strong, size does not matter as much. There have not
been any grievances in 3 years. As with the Police Headquarters facility, the Committee
discussed prioritizing projects in the Town as well as funding sources.
Page 3 of 4
10. Town -Wide Facility Master Plan ( #840, Oct 27, 2011) (Mr. Goddard): $65,000 is
being requested in FY2013 to support consulting services to assist committees and staff in
developing a master facility plan priority list to address needs. This would include Fire and
Police Headquarters, Human Services, the Stone Building, the White House, Town Office
Building and Cary Hall. DPF Board (consisting of the School Superintendent and Town
Manager) is in support of this and will seek BoS input. The Committee discussed the
collaborative effort needed to prioritize projects, how the projects could be impacted in a
Master Plan in the future and how the BoS positions would be impacted by a plan like this.
The BoS will be discussing this in December. The study will include an inventory of existing
assets as well as needs - assessment integration and facilitation.
11. Committee Report to the 2011 Special Town Meeting:
Mr. Addelson will forward to the Committee the taxpayer impact analysis for Bridge,
Bowman, and Estabrook, which looks at the current estimates of costs, terms assumed as
well as a 4% interest rate. With regard to the new Estabrook School, it does not include an
estimate for any construction costs at Robinson Road or the $250,000 initial appropriation
for design of any access road.
The Committee discussed, reviewed, and further edited its report. The goal is to have the
report printed by the Lexington Public Schools Print Shop and made available —
electronically and in hard copy —by this Friday, Dec 4 ", so that Town Meeting Members,
Town Staff, and the Lexington public would have access to it at least a week in advance of
the convening of that Town Meeting.
Motion Mr. Kanter moved, and it was seconded, that the Committee approve as the final
version the draft #6 of the report discussed today with the understanding that there will
likely be additional editorial adjustments by him that do not substantially change any
narrative or any positions of the Committee. Vote: 3 -0.
Future Meeting: Mr. Edson will Chair the next meeting on Tuesday, Nov 8th, in Mr. Lamb's
absence, and the meeting will include, but not necessarily be limited to, the continuation of
the DPF presentation and the Schools' Capital Projects.
Adjourn: It was moved and seconded at 10:26 a.m. to adjourn the meeting. Vote: 3 -0
These Minutes were approved by the CEC at its meeting on December 6, 2011.
Page 4of4