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HomeMy WebLinkAbout2012-12-18-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting Open Session Date, Place, and Location: December 18, 2012, 8:00 A.M., Town Office Building, Reed Room (111) Members Present: Charles Lamb, Chair; Beth Masterman, Vice - Chair; Jill Hai; David Kanter Member(s) Absent: Bill Hurley Other Attendee(s): Mary Ellen Dunn, Assistant Superintendent for Finance and Business, Lexington Public Schools (LPS); Debbie Harvey, Assistant to Business Office, LPS; James G. Morello, Print Shop Lead, LPS; Jonathan Wettstone, Assistant Principal, Clarke Middle School, LPS; Tom Plati, Director of Educational Technology and Assessment, LPS; Bill Kennedy, Chair, Lexington Housing Assistance Board (LexHAB); George Burnell, Selectman; Hank Manz, Selectman; Rob Addelson, Assistant Town Manager for Finance; Sara Arnold, Recording Secretary Documents Presented: • FY2014— FY2018 Capital Improvement Projects (CIPs), Department of Public Facilities (DPF) • FY2014— FY2018 CIPs, Schools Department • Draft Minutes for the November 27, 2012, CEC Meeting • Draft Minutes for the December 4, 2012, CEC Meeting Call to Order: Mr. Lamb called the meeting to order at 8:01 A.M. DPF CIPs for Schools Department Facilities: The Committee and Schools Department staff discussed school - related DPF CIPs. For each one, Mr. Kanter asked that inflation be factored into the estimated costs for any out -year funding, as appropriate. • New Clarke Middle School Bus Loop Study: According to Schools Department staff, car and bus traffic need to be separated to address traffic congestion in that school's parking areas. The following points were made: The decrease in school -bus fees from $550 to $300 per student for the 2012 -2013 school year contributed to an increase in the number of buses serving the school. More buses are expected in the next school year. To help ease the situation during the current school year, the Stedman Road link to the school was opened. Cones are being used to help reduce the number of vehicles turning around in private driveways. Sidewalks near the apartments could provide some additional relief. Access from Marrett Road was considered in a previous study, but this was considered too expensive. Page 1 of 5 The Schools Department believes that a separate bus loop should be pursued. An area on the Stedman side of Clarke has been identified as potentially appropriate for the loop. Currently there is an outdoor memorial classroom in this location that can be relocated. This approach will not add staffing, and the Fire Department is supportive. It still is necessary to discuss this with the Police Department. Other access points will be considered, but this appears to be the most promising. The Committee urged the Schools Department to develop construction costs. • Print Shop Renovations: The Committee noted that the estimated cost for renovating two rooms seems too high. In response to questions, Schools Department staff reported that: The proposed project will make it possible to clear the corridor. There is $15,000 available in the budget for the building envelope that will be used to help fund the loading dock doors. The print shop may be closed for one to two weeks when the new flooring is installed; an effort will be made to work around the ebbs and flows of the print shop during construction. A request to the Community Preservation Committee (CPC) for funding under the Community Preservation Act (CPA) was rejected. Mr. Kanter asked that the Schools Department staff work with the DPF to revisit the cost estimates and prepare a presentation that will sell the project to Town Meeting. Mr. Addelson asked that the Print Shop Renovations be kept as a single project rather than being fragmented. Schools Department CIPs: The Committee and Schools Department staff discussed School Department CIPs. For each one, Mr. Kanter asked that inflation be factored into the estimated costs for any out -year funding, as appropriate. • Food - Service Equipment (no CIP): Mr. Kanter pointed out there had been an out -year placeholder last year for such very- expensive equipment. The staff advised there is $30- 40,000 in the revolving fund annually for everything, but, for example, it may be necessary to replace the refrigerator and /or freezer at the high school (timing & dollar amount have not been determined) —which would be outside that fund's plan. A placeholder would be appropriate to cover such equipment outside the fund. • Evaluation of P.A. (Public Address) & Clock & Bell Systems Study Systemwide and 2 -Way Radios for Crisis Teams: The Schools Department needs effective communication systems to support its programs and its Emergency Communication Plan. The current PA systems in the schools are building -wide, and staff wants to be able to broadcast selectively (e.g., just to the cafeteria where large numbers of students gather). Two -way radios are critical for the crisis teams, allowing connection with the Schools, Fire, and Police Departments. Ms. Dunn agreed to check on spectrum questions to ensure the radios are coordinated with the police and fire departments' systems. Mr. Kanter pointed out each is below the $25,000 expense that normally is one of the qualifications for a project being Capital. Page 2 of 5 • Systemwide Technology Capital Request: The Schools Department has a program for replacing its technology equipment over a 6 -year period. Mr. Kanter suggested having a back -up table showing the anticipated life span of all the equipment and asked that this be coordinated with Dorinda Goodman. Mr. Plati discussed the One -to -One Mobile Technology Initiative, a pilot project that is currently providing approximately 50 grade -10 students and their teachers with iPads using a Lexington Education Foundation grant. He said that $120,000 would allow the pilot project to continue and expand it to an additional 200 -250 students. He said that, anecdotally, the students in the program are more engaged with learning, and the January report cards will provide some data to help evaluate the program. He noted that expanding the program will provide more depth in understanding the full impact on students' learning, the network, training needs, and distribution. Mr. Kanter commented that there needs to be a "talking paper" that clearly discusses the components and benefits of spending approximately one - million dollars annually on technology for the students' use. Currently unanswered questions include: What is the lifespan of the equipment? Should parents help pay for equipment — specifically for the expanded iPad program? (The cost is approximately $600 per student.) Can students use their own iPads instead of being issued one by the schools? Should the equipment be insured? (Insurance is $52 per unit with a $25 deductible.) If students use the network to store data and print, as suggested, how will the network be protected? It was noted that the Lexington Education Foundation will not decide until May whether to provide additional funding for the One -to -One Mobile Technology Initiative. Mr. Addelson suggested that he would debt finance at least a portion of the project. Mr. Plati said that he would welcome some financial support from parents; the Committee suggested that this concept be tested, perhaps using Survey Monkey. It was noted that the Schools Department gets discounts on equipment: $100 off lap- and desk -tops; $20 off iPads. Although the Committee generally prefers out -year funding to factor in inflation, Mr. Lamb said that level pricing is appropriate for technology. In response to questions, Ms. Dunn said that staff and students have access to the schools' wireless system. She will check with Pat Goddard, Director of Public Facilities, on expected increases in the number of classrooms. Mr. Lamb urged that a consultant be used to develop a comprehensive security audit coupled with Town -wide policies and procedures that include training regarding the use of technology throughout the town. He added that back -up and storage procedures must be sound. • Software Integration Services for School Programs: The Committee and Mr. Addelson discussed financing mechanisms for this project as the Committee questioned whether such services qualified as Capital. Mr. Addelson believes an argument can be made for debt financing— which, whether used or not, is part of the Page 3 of 5 qualification as Capital —and he will discuss this with Town Counsel. • Systemwide School Classroom Furniture Capital Request: This is the annual request for furniture replacement. Mr. Kanter suggested developing a table that describes the furniture and provides estimated replacement dates. It was noted that there are about 1,000 pieces of furniture being considered for replacement. Renovated buildings get new furniture, but some schools are using furniture that is obsolete and in some cases broken. Efforts are made to recycle old furniture as furniture - disposal costs $10,000 - $20,000 annually. • Time Clock/Time Reporting System: The Schools Department has $97,000 appropriated for this project (2010 Annual Town Meeting, Article 16(c)) for this project, but it isn't enough because the KRONOS vendor made an error in the scope (didn't include 1 building) and omitted an interface for the first year in estimating the total cost for hardware, software, and licensing a new time - reporting system. The FY2014 request is to supplement to the previous authorization. There is going to be a review of the KRONOS proposal to determine whether they still have the best program for the Department's needs. Dorinda Goodman, Director of Information Technology /Management Information Systems, will be assisting. Mr. Kanter expressed concern about leaving a long- standing, proven, company even if it is more expensive. • Human Resources Entry: A new CIP may be necessary to address the entry -way design to the Human Resources office. Currently there is a place- keeper for funding an as -yet- unidentified project. LexHAB Set -Aside Funds Mr. Kennedy provided background information regarding LexHAB's efforts to provide affordable /Chapter -4013- eligible housing in Lexington. LexHAB has built up $1.5 million -$1.7 million fund that was originally earmarked to purchase 26 units at the Katandin Woods of Lexington rental- apartment complex in anticipation of those being sold as condominium units. It is currently unclear whether or when this would happen, and LexHAB used some of those funds to purchase the property at 11 Fairview Avenue (purchase price was $411,950). LexHAB plans to use more of those funds to renovate the house and would like it to accommodate six units, but Mr. Kennedy thinks it will only be possible to put in four. LexHAB is working with MetroWest Developers; they anticipate a "friendly 4013" would be approved by the Town. LexHAB has not requested CPA funding for that property. LexHAB would take out a mortgage to purchase units at Katandin Woods, if necessary. LexHAB has requested $450,000 in CPA funds. They also have funds left from the 2012 - approved set - aside. LexHAB has not requested, nor has the CPC stipulated, that these funds would be used for the housing planned for Busa and Leary properties; however, Mr. Kennedy said that he would find such a requirement acceptable. LexHAB anticipates creating 4 -6 units on the Busa property and another 4 -6 units on the Leary property. Page 4 of 5 Mr. Kanter commented that this Committee made a negative recommendation on LexHAB's 2012 request. At this time, Mr. Kanter supports LexHAB taking a lead role on the Busa and Leary properties, and he would endorse the CPA support if limited to use on those properties. Greeley Village Entrance Door Project: While the Greeley Village front - entrance doors need to be rehabilitated, it was noted that Greeley Village is a State property, and the State should be supporting and paying for this. In response to their appeal to the Massachusetts Department of Housing & Community Development, the Lexington Housing Authority has received a commitment by the State to contribute $18,000 toward this door project —and the revised application to the CPC is for the estimated cost less that contribution. Minutes: It was moved and seconded to approve the November 27, 2012 Minutes and the December 4, 2012 Minutes. Vote: 4-0 CPC Positions: Mr. Kanter commented on the CPC's most current thinking, as follows: • Installed Wall Units, Human Resources Office Renovations, and Print Shop Renovations are not considered to have a real purpose as CPA projects so were not supported during a straw vote. • A straw vote indicated support for Archives and Records Management/Conservation. • It was reported that Town Counsel said that the 5 -year Open Space and Recreation Plan could be CPA funded. • A straw vote indicated that Conservation Restriction Enforcement should be funded within the respective project budgets, if practical. • More information is needed for the Hasting Park Gazebo Rehabilitation /Restoration. • More information is needed for the Lincoln Park Field Improvements to ensure the amount being requested under the CPA is eligible. (The CPA includes: "With respect to recreational use, the acquisition of artificial turf for athletic fields shall be prohibited. ") Move to Executive Session: Mr. Lamb, as the Chair, declared that an Executive Session is warranted under the Open Meeting Law Exemption 6 (to consider the purchase, exchange, lease or value of real property) as the discussion in an open meeting may have a detrimental effect on the negotiating position of the Town —and with the intention to reconvene in Open Session only to adjourn. A motion to do so was moved and seconded. Each member was polled. Vote: 4 -0 The Committee went into Executive Session at 10:01 A.M. Return to Open Session: The Committee returned to Open Session at 11:04 A.M. Adjourn: A Motion was made and seconded at 11:05 A.M. to adjourn. Vote: 4 -0 These Minutes were approved by the CEC at its meeting on January 22, 2013. Page 5 of 5