HomeMy WebLinkAbout2011-11-15-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting
Date, Place, and Location: November 15, 2011 8:00 a.m., Cary Memorial Building, Ellen
Stone Room
Members Present: Charles Lamb, Chair; Ted Edson, Vice - Chair; David Kanter; Bill Hurley;
Shirley Stolz
Other Attendees: Bill Hadley, Director, Department of Public Works (DPW); John Livsey,
Town Engineer; Erik Gitschier, DPW Water and Sewer Superintendent; Romina Comunale,
DPW Managment Analyst; Chris Filadoro, DPW Superintendent of Public Grounds;
David Pinsonneault, DPW Operations Manager; Robert Beaudoin, DPW Superintendent of
Environmental Services; Marc Valenti, DPW Superintendent of Highway, Equipment and
Drains
Documents Presented: [These documents will also be distributed to the Committee
electronically.
1. Equipment Replacement List 13 -17, distributed by Mr. Hadley
2. Large -Scale Maps distributed by Mr. Hadley: "FY2013— FY2014 Capital
Improvements Projects ", "Sanitary Sewer, Investigation and Improvements ", Street
Improvements, Paving Program ", "Street Improvements, Crack Sealing 2011 ", and
"Water Distribution Improvements ".
Mr. Lamb called the meeting to order at 8:00 a.m.
DPW's FY2013- FY2017 Capital Improvement Projects (ClPs):
The Committee and attendees discussed the distributed maps, project estimates and time
lines, as well as the specific CIPs as follows:
1. Central Business District (CBD) Sidewalks (Project #321): There was a discussion of
the doubling D &E costs and the relationship to the on -going Center Streetscape effort.
Project size is larger than estimated.
2. Automatic [Water] Meter Reading [AMR] System (Project #327): Although the project
has slipped with first funding now projected for FY2014, the total, then -year, cost remains at
about $1.8 million. While the Committee discussed challenges in accounting for
unaccounted water use, it reiterated that there remains its need for a detailed, quantitative,
justification for the implementation of an AMR. The Committee also learned that there are
still 547 meters which are yet to be converted to local remote reading.
3. Equipment Replacement (Project #520): The Committee discussed the equipment
replacement list and the changes from the prior by -year cost estimates. Equipment pricing
has increased and needs have changed. The Committee recommended DPW include an
inflation factor in the estimates so they better reflect athen -year cost. FY2013 requests are
for replacements while new equipment is scheduled for FY2014.
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4. Street Improvements (Project #522): Two of the maps distributed show the plan for
crack sealing which would be part of the street improvement expense for road management
(adding life to the roads) and paving. There is no crack sealing done outside of this
program, but repairing potholes are an operating expense. The annual expense for
crack - sealing is typically $100,000, and street improvements includes funds from FY2012
and FY2013, because the funds, when received, are used the following construction
season. The Committee discussed roadways and their requirements, including the
patch- inspection processes. Another issue to resolve in using funds each year is
coordinating with multiple utility companies and projects —which can lead to road - project
postponement. There was a discussion of how requested amount is improperly listed in the
proposal and whether the late increase made last year is to be continued each year.
5. Storm Drainage Improvements and NPDES National Pollutant Discharge Elimination
System] Compliance (Project #523): The Committee suggested that the public education
and outreach might more reasonably be included in the operations budget. This project has
doubled in each year, through FY2017, and the Committee discussed the reasons. The
new issuance of NPDES will significantly increase the sampling of outfalls during storms
and dry weather as well as require the disposal of illicit discharges when found.
6. Sanitary Sewer [Wastewater] System Investigation and Improvements (Project #524):
There was a discussion regarding the sanitary sewer map, including projects out to bid by
region or in the investigative or repair phase, as well as whether funding would be used
from prior years or future years. It was requested that funding specifics be included in the
report. Interest -free Massachusetts Water Resources Authority (MWRA) grant funding is
being used and incorporated into debt service.
7. Hydrant Replacement Program (Project #528): The 1,500 hydrants are evaluated for
problems when they are flushed and dealt with at that time. There are currently no
non - working hydrants, but there are a number that were installed too low. The Committee
asked what the gross number is that the program hopes to address. The target is to
purchase and install 25 per year. It was discussed how long the program needs to run to
address all hydrants as well as whether the program would then being again. A hydrant can
be expected to last 50 years. DPW was encouraged to discuss with the Fire Department to
ensure any issues that department have had during an emergency have been addressed.
8. Pump Station Upgrades (Project #529): The prior understanding was this project would
be extended only 4 more years; therefore, the Committee saw no basis for the request for
funding in FY2017. There was a discussion regarding the life expectancy of the stations —
it's about 25 years.
9. Street Acceptance (Project #554): Inconsideration of this proposal to accept two more
streets, there was a discussion of the State reimbursement via Chapter 90 funds and how
funding is determined. In addition to the two petitions (Park Street and Grandview Avenue),
there also have been an inquiry and four additional requests (but not formal petitions). At
this time, there is no ground rule for what abutter participation is required. Park Street has
100% participation and Grandview Avenue has all but one of the 8 abutters participating.
(DPW will confirm participation in an e -mail to the Committee.)
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10. Comprehensive Watershed Storm Water Management Study and Implementation
(Project #557): The Committee noted that there has been a slip in funding from that
previously contemplated and was told that the work, itself, on the Mystic River Watershed
had moved out. Therefore, only design and engineering funds are being requested in
FY2013 and those construction funds are now in FY2014. Completed plans for the Charles
River Watershed were received and showed additional funds were needed which will
extend the overall project out to FY2017. There are a total of 3 watersheds and work is
completed in part for each.
11. Water Distribution System Improvements (Project #560): There is a significant amount
of work just on Massachusetts Avenue; therefore, costs are higher than shown on the
previous estimate. There was a discussion of the project timeline to include the Town
Center, the integration of the sidewalk and streetscape projects to avoid waste, planning in
advance through improved communication for road closures, and the timeline for
water- system analysis and projects.
12. Mass Ave —Three Intersections improvement (Project #587): As the design project
would not be completed in one year, funds are being requested over multiple years. The
Committee discussed the project to include the land- acquisition portion.
The Committee discussed Robinson Road and whether it will be used for access during
construction of the new Estabrook Elementary School —and, possibly, thereafter for routine
access.
13. Sidewalk Improvement (Project #644): The Committee asked why the Concord
Avenue Sidewalks (Project #673) is broken out separately and was told because different
funding is available for it. (See para 15 below.) Despite this project, there still will be a multi-
million dollar backlog for sidewalks and the Committee discussed why there is not a more
aggressive approach to reduce the backlog.
14. Dam Repair (Project #645): Final project scope will be finalized after an inspection.
The Committee asked about the absence of any funding request for FY2015— FY2017 and
was advised the hope is that after this project is completed with the FY2014 funding, the
only necessary things — except for possible need for work on the Old Reservoir (Old Res)—
will be for routine maintenance under the Operations Budget. There was a discussion of
using capital funding versus ongoing maintenance for construction services.
15. Concord Road Sidewalks (Project #673): The Committee discussed the project costs
(as they have just about doubled since last- year's estimate) and inquired as to funding
sources. The cost increase is because there is now amore- detailed construction estimate
for this project based on the study that is being completed. There are large trees, stone
walls, some possible land easements, and significant construction to install the sidewalks
(and trying to keep them on one side). There are some Traffic Demand Management Funds
that can be applied to this project. There will be a design workshop to involve abutters and
assist in planning.
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16. Hastings Park Irrigation (Project #680): There is a reduction of $10,000 for this project
from last- year's estimate and this will be using MWRA water. Maintenance is expected to
be about $500 a year. Water costs will be negligible and are charged at the reduced
municipal rate.
17. Town Wide Culvert Replacement (Project #683): There are 3 culverts at the
composting facility and 50 -60 Town wide, with all of the latter crossing under accepted
roads in residential areas. The $390,000 requested is to replace one culvert. An example of
this type of project is at the Hartwell Avenue site where three, 72 ", triple - barrel old
corrugated metal pipes, that erode and cause roads to collapse, would have to be replaced.
When replaced, a concrete box is used to provide support and the design has to comply
with U.S. Army Corps of Engineers standards that use larger materials and a deeper -by -2-
feet burial rule than needed for hydraulic capacity. The pipes would be installed with a
crane.
18. Town -wide Signalization Improvements (Project #688): The request is for the same
amounts as in the past. There was a discussion of the timing for this project. Roadwork will
already be accomplished in this area and there needs to be certainty that the order of
construction is appropriate. Current requirements are not met for signal heads and the
pedestrian crossing does not meet code. When replacements occur, light- emitting -diode
(LED) lights will be used.
19. Two -Way Radio Narrow Band Upgrade (Project #833): The timing for this project will
be to compy with the FCC regulation that goes into effect on January 1, 2013. There is a
back -up system for the water tower at Gene Road. Frequencies are not changing, but the
allowed bandwidth will be narrowed. There was a discussion of dead spots on the Concord
Avenue area on the southern side of town and inherent weaknesses in the system and
back -up power. 20% of employees have Nextel push -to -talk phones, but there is still a need
for the radio communication system for safety issues even if the Nextel's weren't down.
DPW will be at a different frequency than Police and Fire, but there is communication
typically through central dispatch.
20. Traffic Mitigation (Project #836): The Committee inquired about the purpose for this
project, what will be mitigated, and why this is a tax -levy requirement instead of using the
Traffic Mitigation Stabilization Fund. Traffic mitigation issues cannot always be projected,
but DPW would like the capability to deal with them when they arise.
The Committee noted that last- year's Five -Year Capital Plan (FY2012— FY2016) included
estimates for the following projects which aren't among the current CIPs:
a. Lexington Center Connectivity: Had projected a request is for $125,000 in FY2013
to look at grades and check viability of connections. It isn't clear that this is now included
with any requests associated with the Center Streetscape effort and the CBD Sidewalks.
b. South Lexington Transportation Plan: There are currently no funds designated for
this, but it is an important one on the horizon. A study was funded, but implementation has
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not been accomplished. An RFP is being developed. It was recommended this be listed in
the Committee's report to the 2012 ATM, even if not mentioned in the Town's Capital Plan.
Other Projects: The Battle Green Master Plan [Implementation] (Project #672): Although
this has been brought before the Community Preservation Committee (CPC), this
Committee still believes the CPC should only entertain it if endorsed by the Selectmen.
Mr. Burnell gave an update and suggested that part of the package brought before the CPC
will likely be approved by the Board of Selectmen. Mr. Hadley was asked to provide the
Board of Selectmen with the specifications and costs to review and approve.
DPW closed their presentation stating they would send the Committee responses to the
requests and questions raised in this meeting and will include them in the project
presentations to the Board of Selectmen.
Other Business: The Committee discussed updating the agenda for next week.
Adjourn: A Motion was made and seconded at 9:40 a.m. to adjourn. Vote: 5 -0
These Minutes were approved by the CEC at its meeting on December 20, 2011.
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