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HomeMy WebLinkAbout2012-10-23-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting Date, Place, and Location: October 23, 2012, 8.00 A M , Town Office Building, Parker Room (G15) Members Present: Beth Masterman, Vice-Chair; David Kanter, Bill Hurley, Jill Hai Member Absent: Charles Lamb, Chair Other Attendees: Bill Hadley, Director, Department of Public Works (DPW); John Livsey, Town Engineer Documents Presented: 1 Draft #2 Minutes for CEC Meeting, October 16, 2012 (distributed electronically to all members on October 21, 2012) 2 FY2014—FY2018 Capital Improvement Projects, DPW Call to Order. Ms Masterman called the meeting to order at 8 01 A M Minutes. It was moved and seconded to approve the October 16, 2012 Minutes with changes to the draft, as discussed Vote 4-0 Estabrook School. Mr Hadley and Mr Livsey discussed, and answered questions regarding, plans to make off-site improvements that are related to access to the new Estabrook School, and to the construction of the new school building and demolition of the existing building • Estabrook School Access• There is a meeting on October 241" to review the near-final access plans with the neighborhood Regarding Grove Street, sight lines will be improved, and granite curbing will discourage parking The estimated cost currently includes granite curbing on Robinson Road as well, but this may change to asphalt berms in response to neighborhood concerns Although granite is more durable, asphalt is more aesthetically pleasing in a residential neighborhood and is less expensive to install Only one option will be included in the bid documents It was generally agreed that if asphalt curbing is selected, the estimated cost of the project should not be reduced at this time—the additional funds provide a warranted additional contingency to ensure the full project can be accomplished As there's no intent to increase the scope of the project, any funding that ends up being excess would not be used The new on-site roadway and parking designs will accommodate more cars, taking their queuing off the public roads No land takings are Page 1 of 3 necessary for the project The Robinson Road sidewalk will switch sides of the road to avoid tree removal • New Estabrook School. It was noted that an area of the driveway off Grove Street requires some drainage work that falls within the new school project Although the drainage work would be accomplished under the Estabrook Access Project, that work would be funded by the New Estabrook School Project The design teams will be meeting to determine the logistics for addressing this aspect of the project The Conservation Commission will be reviewing the drainage plans There was some concern expressed that the State's involvement—because of the proximity to its right of way—could cause delays and potentially increase costs The estimate for the project's Construction Budget now exceeds the previous $31 145 million total by $1 2 million It was noted that it is too early to use any of the contingency funding for construction to make up the difference The School Committee will be asking the 2012 fall Special Town Meeting (STM) for additional funds Mr Kanter supports asking for more than $1 2 million because of concerns that amount does not factor in enough for unanticipated costs He pointed out that there are two construction estimates that are $800,000 apart, plus demolition may cost more than estimated because of potential unknown factors Unallocated Funds• The Town is currently considering whether to ask that upcoming STM to allocate recently identified unallocated FY2013 revenue Additional funding of the Pension Fund and/or for the Other Post-Employment Benefits (OPEB) is being considered The Retirement Board is meeting on October 25th to determine the amount the Town is required to allocate in FY2013 Ms Masterman reported that at a recent meeting that included Rob Addelson (Assistant Town Manager for Finance), Carl Valente (Town Manager), Glenn Parker (Chair, Appropriation Committee), and Deb Mauger (Chair, Board of Selectmen), it was generally agreed that the proposed allocation identified at the financial summit was correct Those at the meeting felt that this Committee's motion to fund more of the debt-service/capital-renewal-projects stabilization fund was viewed as clearly capital-centric However, payments to that line item were viewed as a good holding place for funds that could be used to smooth out the excluded-debt-service spike that is anticipated in the next few years Future Meetings• A list of currently identified future CEC meeting dates will be sent to the Town Clerk's office, as follows October 30th, November 6th November 13th, November 27th, December 4th, December 11th, and December 18th There was discussion about meeting with heads of Town departments and/or getting updated information from them in relation to capital projects Page 2 of 3 Committee's Report to the Fall STM: The following dates were identified in relation to the Committee's report for the November 19th STM• October 30, 2012 Draft inputs should be submitted by Committee members, as previously assigned November 6, 2012 The report should be prepared for final approval, subject to adjustment for the proposed supplemental funding for the New Estabrook School Project November 8, 2012 The Permanent Building Committee and the School Committee will meet, the School Committee will finalize the amount it will request from the STM for the New Estabrook School project November 9, 2012 Mr Kanter will make the final editorial changes to the Committee's report November 12, 2012 Mr Kanter will have the Committee's report printed and he will make distribution—both of the printed copies and electronically November 13, 2012 The Town Meeting Members Association will hold its information session Other Meetings• It was noted that the Ad hoc Townwide Facilities Master Planning Committee is meeting on October 31St, and the Second Budget Collaboration—Financial Summit is on November 151" Adjourn: A Motion was made and seconded at 9.10 A M to adjourn Vote• 4-0 These Minutes were approved by the CEC at its meeting on November 27, 2012 Page 3 of 3