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HomeMy WebLinkAbout2012-12-11-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting Date, Place, and Location: December 11, 2012, 8:00 A.M., Town Office Building, Reed Room (111) Members Present: Charles Lamb, Chair; Beth Masterman, Vice - Chair; Jill Hai; Bill Hurley; David Kanter Other Attendees: Pat Goddard, Director of Public Facilities; Shawn Newell, Assistani Director of Public Facilities; Mary Ellen Dunn, Assistant Superintendent for Finance and Business Operations; Rob Addelson, Assistant Town Manager for Finance; Theo Kalivas, Budget Officer; Sara Arnold, Recording Secretary Documents Presented: • FY2014— FY2018 Capital Improvement Projects (CIPs), Department of Public Facilities • Commentary: A sustainable facility capital plan (Pat Goddard, Lexington Minuteman, March 17, 2011) • Strategic Planning for Capital Renewal: A Life Cycle Approach (State of California, Department of General Services, http : / /www.excellence.dgs.ca.gov, downloaded May 10, 2011) • Notes from Information -Only Session with Capital Presentations by the Departments of Recreation and Community Development, November 13, 2012 • Draft Minutes for the Executive Session of the CEC Meeting, November 9, 2012 Call to Order: Mr. Lamb called the meeting to order at 8:01 A.M. Public Facilities Capital Projects: The Committee discussed with Mr. Goddard the Public Facilities' CIPs. For each one, Mr. Kanter asked that inflation be factored into the estimated costs for any out -year funding, as appropriate. • Lexington High School Heating Systems Upgrade Phases 2, 3, & 4: This request is a placeholder and may be reduced in scope if replacement of the High School were to be recommended closer to 10 years than 20 years. • Muzzey Senior Center Upgrade Phase 3: Under Phase 1, the Town completed a study of the Senior Center to determine needs. Net costs for the Town's General Fund were estimated at over $1 million; the balance was identified as Community Preservation Act (CPA) eligible— subject to approval by the Community Preservation Committee (CPC) and Town Meeting. About half of the anticipated costs were funded under Phase 2 during the 2012 Annual Town Meeting (ATM). Those projects have been put on hold until the Town determines whether to purchase the Scottish Rite site (33 Marrett Road) and to place a new Community Center there. If Phases 2 and 3 of the Muzzey Senior Center upgrades were to be pursued, there are some aspects for which the Town would need approval by the Condominium Association — and that has not yet been granted. Mr. Kanter will talk later to Mr. Goddard to reconcile the dollar amounts in the text of the CIP with the total being requested. Page 1 of 7 • Cary Memorial Building Upgrades: The Ad hoc Cary Memorial Building Program Committee is meeting with the Board of Selectmen tomorrow (December 12) to discuss its findings with that Board. It is estimated that $7.7 million is needed to upgrade the facility; this is likely to increase to over $8.0 million with inflation. This is within the range of the previous estimate, although the scope has been adjusted somewhat based on those findings. Most, if not all, of the work should be eligible for CPA funding. Some Committee members expressed concern about the high cost for upgrading the building; that such amount would likely need to be bonded even if funding under the CPA; and although the bond could be for 20 years, the Committee usually desires a much shorter time if CPA funds were to be used. The Town will need to prioritize the competing demands for capital funding. Mr. Goddard pointed out that except for the work done to make the building a temporary location for the Town's library, no significant funding has been put into making the building's systems meet today's needs, including code compliance and, thus, the building's current and projected use is being compromised. • Municipal Building Envelope and Systems: Repairs to Police Headquarters have been identified for funding in 2014. Input from the Ad Hoc Town -wide Facilities Master Planning Committee (AhTFMPC) will influence what projects are selected each year for maintenance under this program. • Public Facilities Second F350 Vehicle: This funding is for the second of two vehicles the Town is replacing; delivery of the first vehicle is expected momentarily. This second one will be used primarily by a plumber who is being hired to serve all of the Town buildings, including the schools. The vehicle will also be used for plowing and sanding. There was discussion about the funding coming from capital rather than operating funds. Mr. Goddard said that because the vehicles are not part of a regular replacement program, they are considered capital. They have an expected life of 7 -10 years. The Town hopes to get $10,000 for the vehicle that will be traded in. • School Building Flooring Program: The Town is conducting an annual floor evaluation to identify large sections of floor that need replacement. The decision is usually made in April and the work is done in the summer. • School Window Treatments Extraordinary Repair: $100,000 has been used for High School window - treatment replacements. The middle schools need $50,000 each. Committee members expressed concern that this was being paid for with capital funding. Mr. Goddard explained that the intent is for this to become an annual maintenance project. Page 2 of 7 • School Paving Program: It is expected this annual program will be completed with the FY2017 increment of funding. The current request is for funds to create 25 parking spaces at Fiske School, which are needed because programs have been moved to Fiske. It is unlikely that wetlands will be impacted. Funds for this program will also be used to remove barriers at schools to meet Americans with Disabilities Act (ADA) requirements. Mr. Kanter asked why that ADA requirement wasn't part of a Town -wide program to address such deficiencies. Mr. Goddard explained that the Commission on Disability is preparing a proposal for ADA - related capital expenses and is trying to get input from all the stakeholders. The Clarke Middle School elevator is non - compliant and has been identified as the most urgent ADA project for the schools. Committee members discussed the need to include information in the CEC's 5 -year plan that addresses ADA, thus demonstrating the Town's commitment to addressing any issues. Mr. Goddard suggested talking to Linda Vine, Deputy Town Manager, about the Town's approach to addressing those issues. • Interior Painting Program: Currently there is no interior - painting program in the schools, and there are no funds in the schools operating budget for painting. This program addresses large painting projects so that interior surfaces get painted every 7 to 10 years. Committee members questioned this being a capital project, and felt it should be a School Department operating cost; Mr. Kanter said he wouldn't support this capital request. Mr. Addelson said that it would not be debt funded. He added that the Town sees this as capital maintenance of the buildings. • Lexington High School Overcrowding —Phase 3: It is anticipated that a new High School or major renovations to the current facility will be needed within the next ten years. In the meantime, enrollment demands require 12 -16 modular buildings at the High School starting in the 2014 -2015 school year; thus the bulk of the funding is needed in FY2015. Each modular unit costs approximately $250,000. It hasn't been determined whether the Town will lease or purchase the units, or whether they should be 10 -year or 20 -year units. It is contemplated that the FY2014 construction funding for this project would be presented at a fall 2013 Special Town Meeting because all of the information for that portion of the work won't be ready for the 2013 ATM. The Town can sign a contract for the units contingent on that later authorization. The Committee discussed the problems with space at the High School. The Town is currently looking into whether more modular units should be requested to provide students and teachers with appropriate space. Two -floor units are an option. • Public Facilities Bid Documents: This project is designed to replenish a fund that needs to have on the order of $75,000 available to cover costs for professional services that are incurred before funds become available at the beginning of a fiscal year. It is anticipated that funds from this project will be used to get the design and engineering portion of the Fiske parking project started prior to the end of FY2013, Page 3 of 7 thus necessitating the replenishment. • Visitor Center: About 40% of the project to upgrade the Visitor Center is expected to be CPA eligible. If the CPC, and the Town Meeting, were to approve that portion, the balance cost would need to come from the general tax levy. At the moment, this is a place keeper as an updated needs assessment isn't expected until February, 2013, and this building is among those being reviewed by the AhTFMPC which will make recommendations to the Board of Selectmen regarding prioritization of all the Town's facilities' needs. Mr. Kanter commented that he needs the Selectmen's support for this project before he can consider supporting it. • School Security Standardization: The Town should assume that there will not be additional Homeland Security grant money for security projects, but only about 50% of the security goals for the schools have been attained. The focus is on access control and security cameras. Committee members expressed support for adequate security that protects property and people. • Installed Wall Units —Air Conditioners: This project will fund the replacement of window air - conditioning units with four wall air - conditioning units in the school department administration building. They will use a common condenser. • Building Renewal Funding: This project is a place keeper pending major policy discussions about setting aside sufficient annual funding for deferred - maintenance projects. Currently, the Town waits until a building is in dire condition before addressing the need —which often entails asking the voters to approve the funding. Mr. Goddard believes it is preferable to set aside $2.0 million a year so 20 -25 -year systems can be maintained, as needed. He presented two handouts on the subject. In response to questions, Mr. Goddard explained that some of the other projects, such as the Diamond Energy Improvements, would be paid for out of this fund, rather than being presented as a separate CIP, if the funds were available. There was discussion about creating a table in the Committee's report to the 2013 ATM that demonstrates which projects would use building - renewal funding and would thus be removed as individual CIPs. • Hastings School Renovation /Replacement: This is a place keeper based on the current Public Facilites 10 -year Master Plan, but this school also will be addressed by the AhTFMPC. • School Building Roofing Program: (No comments) • Middle School Science and Performing Arts Spaces: A study of the middle schools' needs for science and performing arts needs is underway during the current school year. The dollar amount shown for FY2015 and FY2016 are placeholders for the implementation of the study results; the study will provide more definitive Page 4 of 7 information. • Hastings Kitchen Renovation: It was noted that this project does not include any equipment. The remaining school - related CIPs for Public Facilities will be discussed next week when the Lexington Public Schools is on the agenda. Recreation and Community Development Capital Projects: Notes from an information - only session on the CIPs from the Recreation and Community Development Departments were discussed. Those notes are included as an appendix to these Minutes. Both Karen Simmons, Director of Recreation, and Karen Mullins, Conservation Administrator, were available to answer questions, but there were none. Minutes: It was moved and seconded to approve the Minutes, as presented but with the clarifications as discussed, for the Executive Session during the Committee's November 9, 2012, meeting. Vote: 5 -0 Next Meetings: The Lexington Public School's CIPs will be discussed on December 18 as will the Public Facilities CIPs that are school - related, but have not yet been reviewed. There is time at that meeting also to include the applications to the CPC by LexHAB for Set - Aside funding and by the Lexington Housing Authority for Greeley Village Front Doors. Also on December 18 this Committee will go into Executive Session. Ms. Arnold will post a revised agenda and ensure that there is a posting for this Committee on the 17 when it joins the Board of Selectmen during their Executive Session. Any other projects for funding under the CPA that haven't been presented to this Committee need to be scheduled for January. Mr. Kalivas will assist with the scheduling of those projects. Mr. Hurley left at 10:05 A.M. Adjourn: A Motion was made and seconded at 10:15 A.M. to adjourn. Vote: 4 -0 These Minutes were approved by the CEC at its meeting on January 4, 2013 APPENDIX Notes from Information -Only Session with Capital Presentations by the Departments of Recreation and Community Development Date, Place, and Location: November 13, 2012, 8:03 A.M., Town Office Building, Reed Room (111) Page 5 of 7 Attendees: Karen Simmons, Director of Recreation; Christopher Filadoro, Public Grounds Superintendent for Department of Public Works (DPW); David Pinsonneault, Manager of Operations for DPW; Karen Mullins, Conservation Administrator; Rob Addelson, Assistant Town Manager for Finance; Theo Kalivas, Budget Officer; Charles Lamb; Beth Masterman; Jill Hai; Bill Hurley; David Kanter; Sara Arnold Documents Presented: 1. FY2014— FY2018 Capital Improvement Projects (CIPs), Recreation Department 2. FY2014— FY2018 CIPs, Community Development Staff Presented their Capital Requests, as follows: • Recreation: ➢ Ms. Simmons provided an update on previously funded projects: • Old Reservoir: Phases 1 and 2 were combined. There were some delays because the low bidder was not qualified, but the contract has now been awarded, and the project will be starting soon. The Town is receiving approximately $295,000 in grant money through the Clean Water Act. • Center Field Drainage: The project is nearly complete; some small issues are being addressed. This field is used heavily — primarily by the high school and adult leagues. • Swimming Pool Project: Bids for Phases 1 and 2 were too high. The water heater was removed from the project to reduce costs. The water heater won't be replaced until the water filter needs replacing. • Franklin: The project is complete and includes some amenities. • Track: The track was re- coated; some signage is still needed. • Adams Playground: This was a public /private partnership with the Waldorf School. The project is complete. • Park Improvements: Preliminary work is beginning. ➢ Ms. Simmons presented the CIPs: • Lincoln Park Field Improvements: The installation of bathrooms is a private project supported by the Lions Club. Eventually the Town will assume maintenance of them. Artificial turf on the fields will be replaced; the subsurface work may be eligible under the Community Preservation Act (CPA). It is in the five -year plan. Patching isn't possible. When the artificial turf was originally installed in 2002 it was expected to have a 15 -year lifetime. The replacement turf won't be installed until FY2014, which gets the turf close to the 15 -year threshold. The Lexington fields get extensive use, and Lexington is getting a reasonable lifespan as compared to artificial turf fields around the country. • Park and Playground Improvements —Skate Park and Lincoln Field: The skate park was created with private funds but is now being maintained by the Town. The Town plans to replace the current structures with 15 -year equipment; the current equipment didn't last as long as expected. By contrast, the rubber surface at the Lincoln Field playground was expected to last five years, and the Town has gotten 10 years from it. Both the playground and skate park get heavy use. It was noted that there is a continual need for maintenance of the Town's fields and play areas. Page 6 of 7 • Park Improvements — Athletic Fields; Sutherland Park and Clarke: Lincoln Field used to be included under this project number, but the projects for synthetic turf have been separated into another project number. Irrigation systems are being installed when sod is replaced. • Pine Meadows Improvements: There are two new CIP requests for Pine Meadows, one for FY2014 and one for FY2016. Both are drainage projects. The proposal includes using Recreation Enterprise funds in FY2014 to dredge the Pine Meadows lower irrigation pond. • Americans with Disability Act (ADA) Accessibility Study: This study will look at recreation areas. • Athletic Facility Lighting: This project was moved from FY2014 and FY2016 funding to FY2016 and FY2018, as compared to last year's CIP. This change was based on the Recreation Committee's best judgment. A 25 -year warrantee is anticipated. • Pine Meadows Equipment: This is the same as was presented a year ago. • Town Pool Renovation: The last major renovation was in 1980. Current plans do not include renovating the lockers, toilets, sinks, etc. The facilities are currently ADA compliant. In five years it will be advisable to look at the sloped entry, something that is used by everyone. The design and engineering costs are low because it is a straight- forward design. • Park Improvements —Hard Court Resurfacing: (As in the CIP) • Center Track and Field Reconstruction: The track was installed in 1980, and there is a limit as to how frequently it can be recoated. There is a concern about trip hazards. The plan is to reconstruct the track in five or six years and at the same time install new bleachers, lighting, and artificial turf in the infield area. The artificial turf will cost approximately $600,000. The new track will need to be resurfaced every four or five years; preventative maintenance extends the life of the material. Originally the new track was listed for FY2017, but the Recreation Committee decided that the pool project was a higher priority than the track, so the track was postponed. The Lexington United Soccer Commission is interested in the artificial turf area so may partner with the Town, which could accelerate the timing of this project. The Diamond School's field drains well so this isn't a priority location for artificial turf. • Community Development: Ms. Mullins presented the CIPs: 5 -Year Open Space and Recreation Plan Update: This is not a capital project, but is presented because use of CPA funds has been requested. CPA Conservation Restriction Enforcement Funds: This project needs to be completed as those restrictions must be recorded and compliance monitored to meet land -grant and CPA requirements. The Town is asking the Citizens for Lexington Conservation (CLC) to hold and monitor the compliance. This is a good match because the Town does not have a land trust to serve this purpose, and the CLC is a known entity. State approval of using the CLC is anticipated. The information session ended at 10:05 a.m. Page 7 of 7