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HomeMy WebLinkAbout2013-11-04-STM-CEC-rptCAPITAL EXPENDITURES COMMITTEE REPORT TO 2013 STM (Nov 4th) CAPITAL EXPENDITURES COMMITTEE TOWN OF LEXINGTON ov5 MORIV c �v w � N W r.d z x APRIL 19 *" REPORT TO THE 2013 SPECIAL TOWN MEETING (STM) November 4, 2013 Released October 28, 2013 Submitted by: Jill L Hai, Chair David G. Kanter, Vice -Chair Bill Hurley Wendy Manz Beth Masterman CAPITAL EXPENDITURES COMMITTEE REPORT TO 2013 STM (Nov 4th) Warrant Article Analysis and Recommendations CPF = Community Preservation Fund,- GF = General Fund,- SF = Stabilization Fund "To see if the Town will vote to make supplementary appropriations, to be used in conjunction with money appropriated under Articles 4, 5 and 8 of the warrant for the 2013 Annual Town Meeting [ATM], to be used during the current fiscal year, or make any other adjustments to the current fiscal year budgets and appropriations that may be necessary; to determine whether the money shall be provided by the tax levy, by transfer from available funds, from Community Preservation funds or by any combination of these methods; or act in any other manner in relation thereto." [Town Warrant] This Committee would only report if there were any actions to the Community Preservation Budget (CPB). It is expected that this year's State supplement to the Town's CPF will be materially more than the $961,957 that was estimated when our fiscal -year (FY) 2014 CPB was approved. There are three factors that warrant that expectation: (1) To the extent the State ended FY2013 with some surplus —which is the usual case —up to $25 million will be added to the State's CPTF from which the distributions, using a formula, are made to the municipalities that had adopted the Community Preservation Act (CPA). (For more details on the State Legislative action on this provision, see this Committee's Report to the 2013 ATM, released March 25, 2013, page 6.) To put that potential addition in perspective, last - year's distribution to those municipalities was made from the CPTF when its balance was just under $30 million; therefore, another $25 million would be about an 83% increase to the balance that was then available for distribution. (As there is a formula involved, the percentage change in Lexington's amount is not necessarily the same as the change in the CPTF balance.) (2) Using the latest report from the State's Department of Revenue —its September 2013 "Blue Book " —on the collections of Registeries of Deeds fees which funds the CPTF, this trust -fund- year's collections are, in the aggregate, running nearly $1.7 million (5.8 %) above the prior year's. (3) In conjunction with the State Legislative action to provide for the up- to -$25 million addition, the annual distribution date was made one month later (now to be not later than 15 November) to permit a determination of what was any prior -FY State surplus and move any addition into the CPTF. Therefore, it is expected, based on informal information from the State's Department of Revenue, that this year's distribution will include the CPTF having received an additional (13th) month of collections of the fees. That may provide an additional $2 million (or more) toward that CPTF balance. As the actual distribution of this year's supplement is expected to be after this Town Meeting has dissolved, whether there will be an action under this Article to include the additional revenue to the Town's CPB —with 10% into each of the specific reserves (Open Space /Recreation, Historic Resources, & Community Housing) and the balance into the unbudgeted reserve —will be based on whether the distribution amount is known before then. If it isn't, that doesn't affect the Town's receipt of the supplement; it only means any increase over the supplement amount include in the CPB would not be available for appropriation until a Town Meeting in FY2015 (or later). Fund Authorization Funding Source Committee Recommends Requested Article 2: Amend FY2014 Operating, Enterprise Approval (5 -0) if any Fund and Community State's Community actions are proposed to Preservation Budgets TBD Preservation Trust increase the State - Fund (CPTF) supplement amount in the Community Preservation Budget (See below) "To see if the Town will vote to make supplementary appropriations, to be used in conjunction with money appropriated under Articles 4, 5 and 8 of the warrant for the 2013 Annual Town Meeting [ATM], to be used during the current fiscal year, or make any other adjustments to the current fiscal year budgets and appropriations that may be necessary; to determine whether the money shall be provided by the tax levy, by transfer from available funds, from Community Preservation funds or by any combination of these methods; or act in any other manner in relation thereto." [Town Warrant] This Committee would only report if there were any actions to the Community Preservation Budget (CPB). It is expected that this year's State supplement to the Town's CPF will be materially more than the $961,957 that was estimated when our fiscal -year (FY) 2014 CPB was approved. There are three factors that warrant that expectation: (1) To the extent the State ended FY2013 with some surplus —which is the usual case —up to $25 million will be added to the State's CPTF from which the distributions, using a formula, are made to the municipalities that had adopted the Community Preservation Act (CPA). (For more details on the State Legislative action on this provision, see this Committee's Report to the 2013 ATM, released March 25, 2013, page 6.) To put that potential addition in perspective, last - year's distribution to those municipalities was made from the CPTF when its balance was just under $30 million; therefore, another $25 million would be about an 83% increase to the balance that was then available for distribution. (As there is a formula involved, the percentage change in Lexington's amount is not necessarily the same as the change in the CPTF balance.) (2) Using the latest report from the State's Department of Revenue —its September 2013 "Blue Book " —on the collections of Registeries of Deeds fees which funds the CPTF, this trust -fund- year's collections are, in the aggregate, running nearly $1.7 million (5.8 %) above the prior year's. (3) In conjunction with the State Legislative action to provide for the up- to -$25 million addition, the annual distribution date was made one month later (now to be not later than 15 November) to permit a determination of what was any prior -FY State surplus and move any addition into the CPTF. Therefore, it is expected, based on informal information from the State's Department of Revenue, that this year's distribution will include the CPTF having received an additional (13th) month of collections of the fees. That may provide an additional $2 million (or more) toward that CPTF balance. As the actual distribution of this year's supplement is expected to be after this Town Meeting has dissolved, whether there will be an action under this Article to include the additional revenue to the Town's CPB —with 10% into each of the specific reserves (Open Space /Recreation, Historic Resources, & Community Housing) and the balance into the unbudgeted reserve —will be based on whether the distribution amount is known before then. If it isn't, that doesn't affect the Town's receipt of the supplement; it only means any increase over the supplement amount include in the CPB would not be available for appropriation until a Town Meeting in FY2015 (or later). CAPITAL EXPENDITURES COMMITTEE REPORT TO 2013 STM (Nov 4th) "To see if the Town will vote to appropriate sums of money to and from Stabilization Funds in accordance with Section 5B of Chapter 40 of the Massachusetts General Laws for the purposes of.... (b) Traffic Mitigation...( j) Capital Projects /Debt Service Reserve /Building Renewal Fund..." [Town Warrant] Note: All of the Town's Specified Stabilization Funds are in addition to the Town's General Stabilization Fund. See Appendix A for a table with information on all the current Specified Stabilization Funds. The Traffic Mitigation Fund and the Capital Projects /Debt Service Reserve /Building Renewal Fund are the only ones of the Specified Stablization Funds identified in this Article that have capital implications and for which an appropriation is contemplated at this STM. Project Description Fund Funding Committee Recommends Article 3: Appropriate To Authorization Increased revenue in final Cherry Sheets Committee Recommends and From Specified Requested Source Approval (5 -0) Stabilization Funds $1,940,284 Supplement GF Appropriations under Article 2 $1411044 Balance of Net Unallocated Revenue See Below See Below Approval (5 -0) "To see if the Town will vote to appropriate sums of money to and from Stabilization Funds in accordance with Section 5B of Chapter 40 of the Massachusetts General Laws for the purposes of.... (b) Traffic Mitigation...( j) Capital Projects /Debt Service Reserve /Building Renewal Fund..." [Town Warrant] Note: All of the Town's Specified Stabilization Funds are in addition to the Town's General Stabilization Fund. See Appendix A for a table with information on all the current Specified Stabilization Funds. The Traffic Mitigation Fund and the Capital Projects /Debt Service Reserve /Building Renewal Fund are the only ones of the Specified Stablization Funds identified in this Article that have capital implications and for which an appropriation is contemplated at this STM. Project Description Amount Funding Source Committee Recommends Preliminary additional new-growth estimate Requested Increased revenue in final Cherry Sheets $791,660 (b) Traffic Mitigation Fund $28,500.01 Cubist Pharmaceuticals Approval (5 -0) These are funds that were paid by that company to the Town in conjunction with a condition of a Special Permit granted by the Town. Project Description Amount Funding Source Committee Recommends Preliminary additional new-growth estimate Requested Increased revenue in final Cherry Sheets $791,660 0) Capital Projects/Debt Service $1,799, 240 GF (Cash) Approval (5 -0) Reserve/Building Renewal Fund $1,940,284 Supplement GF Appropriations under Article 2 $1411044 This appropriation is to increase the balance in that Fund from unallocated FY2014 revenue as follows: Source (FY2014) Amount Revenue available for appropriation at close of 2013 ATM $103,556 Preliminary additional new-growth estimate $709,000 Increased revenue in final Cherry Sheets $791,660 Reduction of assessments in final Cherry Sheets $36,068 Unused set -aside for potential FY2013 snow & ice deficit $300,000 Total Available $1,940,284 Supplement GF Appropriations under Article 2 $1411044 Balance of Net Unallocated Revenue 1 $1,799,240 The current plan is that that balance, along with a portion of the current balance in that Fund, would be used for incremental appropriation from that Fund by the 2014, 2015, & 2016 ATMs to continue the previous mitigation of the exempt -debt service ($1,600,000 will be applied in FY2014) and the new 2 CAPITAL EXPENDITURES COMMITTEE REPORT TO 2013 STM (Nov 4th) mitigation of the non - exempt debt service for the Modular Classrooms at the High School whose authorization is being requested under Article 4 at this STM. The following table reflects the effect if all those set - asides are ultimately appropriated. Projected Balances in the Capital Projects /Debt Service Reserve/Building Renewal Fund Current $2,186,566 Proposed Addition at this STM $1,799,240 New Balance $3,985,806 Previously-Planned Future Set - Aside: Mitigation of FY2015 Exempt-Debt Service ($950,000) Net Balance Before New Set Asides $3,035,806 Proposed Set - Asides Toward Article 4 Debt Service Mitigation of FY2015 Non-Exempt Debt Service ($928,500) Mitigation of FY2016 Non-Exempt Debt Service ($1,078,000) Mitigation of FY2017 Non-Exempt Debt Service ($805,496) Sum of New Set-Asides ($2,811,996) Net Balance After New Set-Asides $223,810 Those proposed set - asides for the non - exempt debt service for the Article 4 project are the result of a financing modeling that was developed with the objective of staying within the Town's goal that the annual increase in the Town's overall non - exempt debt service not exceed 5 %. (That would include already authorized debt, an annual amount for each year's other capital projects based on the average of recent years, and the new debt service for the Article 4 project.) The result is to use debt (presumed to be 10 -year bonds at 4% interest) to finance the total estimated amount of that project and then — subject to approvals at the 2014, 2015, & 2016 ATMs — appropriate those amounts in the previous table from the Capital Projects /Debt Service Reserve/Building Renewal Stabilization Fund to mitigate non - exempt debt service in each of those years. With those off -sets, that model predicts the increase in each of FY2015– FY2017 will be 5.0 0/o- meeting the goal. (The 2014 ATM also would be asked to appropriate the indicated offset to the exempt debt service.) The Committee notes that the Capital Projects/Debt Service Reserve/Building Renewal Fund was established by Special Town Meeting (November 19, 2012) to provide funding toward two classes of capital projects and /or the debt service on such projects. The expectation at that time was that the initial appropriations into that new Fund would be used to offset taxpayer impact of the impending spike of the Town's overall exempt -debt service; and all appropriation, to date, from the Fund have been soley for that purpose. While the Committee unanimously endorses the appropriation into that Fund of the balance of net unallocated FY2014 revenue for later use to mitigate the impact of the non - exempt debt associated with the Modular Classrooms at the High School, we urge that additional funds be allocated to that Fund so that it also may be used to support the other two stated purposes: Capital Projects and Building Renewal —both of which needs the Committee recognizes and supports. 3 CAPITAL EXPENDITURES COMMITTEE REPORT TO 2013 STM (Nov 4th) Article 4: Appropriate for Fund Authorization Funding Committee Recommends Modular Classrooms at Requested Source the High School $7,700,000 GF (Debt) Approval (5 -0) "This article would fund the purchase and installation of a number of modular classrooms at the High School to alleviate overcrowding in the existing classrooms." [Town Warrant] Current enrollment (as of October 1, 2013) at the High School is 2,021 students. That is a 9.7% increase over the 1,842 student capacity designed in 1997 for what would be the major renovation project approved by the Lexington voters on December 7, 1998, for excluded -debt financing, and was then accomplished in phases over many years. The enrollment projection for FY2016 is 2,154 students - 16.9% more than that designed capacity. The adverse impact on the educational environment from that enrollment growth, both current and projected, has been aggravated by the fact that 12 existing, general- education, classrooms have had to be repurposed to meet specialized programmatic and operational requirements. To accommodate those pressures, construction funds are being requested to purchase and install in two sets a total of 24 modular, Stretch - Energy- Code - compliant, classrooms & educational spaces in the next two years at the High School. (The design & engineering (D &E) for such an expansion was presented to, and approved by, the 2013 ATM under its Article 14(f).) While the construction funds being requested are the full appropriation estimated as needed for both sets of classrooms, each set would be independently bid. The area in which each set would go is constrained and would not readily accommodate simultaneous constructions, and forcing a single mobilization is not contemplated to offer any meaningful cost savings. The staggered availability is feasible as that supports when the associated special - educational enrollment will reach the High School. Each set would have a common roof covering its modular components. This work is considered only an interim relief to address current and anticipated student enrollment in the next ten years. The Schools' Master Plan includes a major reconstruction/replacement of the High School beginning in FY2021. The first set (to be ready for use in the fall of 2014) would have 15 of the prebuilt classrooms /educational spaces -10 classrooms for general education; 5 educational spaces for the graduates of the Clarke Middle School Intensive Learning Program (ILP) —with 16,501 Gross Square Feet (GSF) and be installed adjacent to and connected with the Arts & Humanities Building. The second set (to be ready for use in the fall of 2015) would have 9 of the prebuilt classrooms /educational spaces -2 classrooms for general education; 7 educational spaces for the graduates of the Diamond Middle School ILP —with 6,300 GSF and be installed between and connected to the Science and Math Buildings. If Town Meeting approves this request, the planned timeline for the first set in 2014 is for contract award in late January, site work beginning in early March, delivery of the modular units in late June, and Certificate of Occupancy in August. (It's expected that a similar timeline would apply for the second set in 2015.) 4 CAPITAL EXPENDITURES COMMITTEE REPORT TO 2013 STM (Nov 4th) The following (based on a presentation to the Lexington School Committee on September 10, 2013) reflects the above -cited positioning of the sets: � MoR1Yry lt� Space Recommendation rA D4 I I I �. •, - Summer 2015 Total for Two Years �— 2 Gw.eral Ed ciesaroorm; 12 General Ed Classrooms - - 7 Educalronai Spaces for 12 Educational Spaces for []w none iLP Graduates ILP Graduates l ., II _u axt' Summer 2014 �• "„"""�""'�` .� 10 General Ed Classrooms 5 EdueaaonalSpacosfor +a•�M+r•a+ Clarke ILP Graduates �m 17aIIDONGICOLMh Al I Ill =1 1 September 10, 2013 4 Boxed Captions Revised Oct 15. 2013 (See the analysis under Article 3 regarding the financing plan for this project.) "The closing date for the acquisition of the property at 39 Marrett Road is scheduled for December 3, 2013. The Town has engaged the services of an architect to work with the Community Center Advisory Committee to identify short term improvements needed to facilitate occupancy as soon as possible after closing and for long -term improvements to the property needed to support town programs to be housed at 39 Marrett Road. This article is to request funds for the short-term improvements." [Town Warrant] The March 18, 2013, STM appropriated $11,212,500 for the purchase price and ancillary costs needed to acquire the portion of the property at 33 Marrett Road that had been offered for sale by the Scottish Rite to the Town with the understanding a Community Center would be established there. (That funding consisted of $7,390,000 of CPF debt, $262,500 of CPF cash, and $3,560,000 of GF cash.) Also appropriated was $100,000 of CPF cash toward the D &E of the code - compliance actions required for initial occupancy (now identified as Phase 1) and schematic -level drawings for potential longer -term 5 Fund Funding Article 5: Appropriate for Authorization Source Committee Recommends Renovations to Requested $2,846,184 CPF Buildings to be Acquired at 39 Marrett Road $3,169,000 (Cash) + $322,816 Approval (5 -0) GF (Free Cash) "The closing date for the acquisition of the property at 39 Marrett Road is scheduled for December 3, 2013. The Town has engaged the services of an architect to work with the Community Center Advisory Committee to identify short term improvements needed to facilitate occupancy as soon as possible after closing and for long -term improvements to the property needed to support town programs to be housed at 39 Marrett Road. This article is to request funds for the short-term improvements." [Town Warrant] The March 18, 2013, STM appropriated $11,212,500 for the purchase price and ancillary costs needed to acquire the portion of the property at 33 Marrett Road that had been offered for sale by the Scottish Rite to the Town with the understanding a Community Center would be established there. (That funding consisted of $7,390,000 of CPF debt, $262,500 of CPF cash, and $3,560,000 of GF cash.) Also appropriated was $100,000 of CPF cash toward the D &E of the code - compliance actions required for initial occupancy (now identified as Phase 1) and schematic -level drawings for potential longer -term 5 CAPITAL EXPENDITURES COMMITTEE REPORT TO 2013 STM (Nov 4th) improvements (now identified as Phase 2 or, perhaps, multiple phases) which would expand the functionality as a Community Center. (See this Committee's Report to that STM, released March 15, 2013, for the analysis it did at that time.) There are two buildings on the approximately 10 -acre portion being acquired: a historic Colonial Revival mansion and its addition that contained the Scottish Rite's offices and training center (together ±31,500 gross square feet (GSF))--all of which has been deemed a historic resource —and another historic building known as the Carriage House (CH) that the Scottish Rite used for storage ( ±8,760 GSF). On April 22, 2013, the Board of Selectmen (BoS) created an Ad hoc Community Center Advisory Committee (AhCCAC) with a Charge that included: To provide recommendations to the Board of Selectmen of how to best serve the intellectual, physical, cultural and social needs of our diverse community by identifying services to be delivered in the Community Center, to be located at [39] Marrett Road and as voted at the March 18, 2013 Special Town Meeting. Consideration must be given to the timing and sequencing of providing these services, along with the implications for staffing. Proposals to upgrade the facility should be made in a manner which is sensitive to the historic nature of the site and to maintain the Town's relationship with the immediate abutter(s). Interim recommendations to the Board of Selectmen that will allow the initial operation of the Community Center and relocation of appropriate Town departments, shall be provided. The Committee will have completed its charge when the Community Center is fully operational as defined by the Board of Selectmen. To do the above -cited schematic -level D &E, Lexington engaged Steffian Bradley Architects (SBA) to assist the Town and the AhCCAC — including the initial recommendations to the BoS. A primary objective was to identify those improvements needed to facilitate and allow occupancy of the primary building as soon as practical after closing; however, as the evaluation of that building progressed, the AhCCAC agreed that there was substantial merit in accomplishing more than the absolute minimum work in the first phase as there are significant structural and other improvements which are better done before the building is occupied. (See Appendix B for a description of that evolution of scope for what is now identified as Phase 1.) The AhCCAC met, in public sessions, with SBA, Town staff, and other stakeholders to establish a Phase 1 plan. The AhCCAC has provided its recommendations to the BoS of the Town staff and the functions that should constitute the initial occupancy under Phase 1 and they include: • At least all of the Human Services Department's staff that is current located in the Muzzey Senior Center. • All of the Recreation Department's staff with provision for at least its extra - office storage requirements that are currently being met in the Cary Memorial Building as funding the renovation of that building is contemplated to be a request at the 2014 ATM. • All the functions presently conducted at the Muzzey Senior Center (excluding a commercial kitchen as one is not provided in Phase 1). At the 2012 ATM, under Article 8(c), $561,518 was appropriated from the CPF for the first of two stages of improvements to that Center, but had not been spent. The second -stage appropriation of $526,818 from the CPF was originally planned at the 2013 ATM, under Article 8(d), but was Indefinitely Postponed as relocating that Center's functions to the new Community Center is now planned for the earliest date practical. For the same reason, the earlier- appropriated funds now have been returned to the CPF. Together, that represents an avoidance of a $1,088,336 expenditure that was planned as necessary if the functions had remained at the Muzzey Senior Center. • Creation of flexible spaces that can be shared for multiple purposes for community programming and assembly use. CAPITAL EXPENDITURES COMMITTEE REPORT TO 2013 STM (Nov 4th) The AhCCAC will continue its deliberations and outreach to stakeholders and potential users of the Community Center to evaluate and make later recommendations regarding its vision of the further build -out of the Community Center (i.e., Phase 2, etc.). This Article only requests additional funds to complete the D &E (including construction documents), the bidding process, and the construction for the Phase 1 initial occupany at the primary building at 39 Marrett Street and small amounts for the design of a sidewalk to the primary building ($20,000) and to extend the schematic -level design for the full build -out ($50,000) to provide more detail on what future phase(s) might entail and cost. That additional schematic -level design will also address the CH. (See Appendix C for the summary -level budget for the work to be funded under this Article.) If the Motion under this Article is approved at this STM, the balance of the D &E for Phase 1 could be completed by the end of this calendar year, bids would be issued for Phase 1 with responses required by the end of January 2014, and award by mid - February 2014. Construction would continue through mid - September 2014, and the facility should being ready for occupancy by mid - October 2014. At the meeting of the Community Preservation Committee (CPC) on October 24, 2013: Town Counsel provided his advice that only the following components of the remaining Phase 1 scope (which scope has a total, estimated, project cost of $3,169,000) were questionable as to their eligibility for funding from the CPF: (1) Telephone /Communications, AudioNisual Systems, and Phone (totaling $189,800); (2) Installation of Salvaged Equipment ($5,700); and (3) Furniture, Fixtures, & Equipment (FF &E) ($75,000). With the addition of direct -cost markups and contingencies for the first two, the total estimated cost for all that Town Counsel questioned is $322,816; leaving $2,846,184 (89.8 %) of the total, estimated, project cost for the balance of Phase 1 as not having questions regarding eligibility for use of the CPF. The Assistant Town Manager for Finance presented his updated model for projecting the status of the CPF through FY2021. (The original model had been presented to Town Meeting when it considered the purchase of the property.) Following deliberations, the CPC then voted unanimously so as to: (1) Endorse all of the proposed scope of the Phase 1 project, and (2) Recommend to this STM that CPF cash be the source for the $2,846,184 costs of the components not having questions as to their eligibility for use of the CPF. (The GF was expected to be the source for the $322,816 balance of the remaining project's estimated cost —i.e., for the components whose eligibility for use of the CPF was questioned by Town Counsel.) CAPITAL EXPENDITURES COMMITTEE REPORT TO 2013 STM (Nov 4th) APPENDIX A: Information on the Town's Current Specific Stabilization Funds Lexington's Specified Stabilization Funds as of October 15, 2013 Town Warrant, Town of Lexington, for Special Town Meeting on 4 Nov 2013, signed 7 Oct 2013 Article 3: Appropriate To and From Specified Stabilization Funds "To see if the Town will vote to appropriate sums of money to and from Stabilization Funds in accordance with Section 5B of Chapter 40 of the Massachusetts General Laws for the purposes of: (a) Section 135 Zoning By -Law, (b) Traffic Mitigation, (c) Transportation Demand Management, (d) School Bus Transportation, (e) Special Education, (f) Center Improvement District; (g) Debt Service, (h) Transportation Management Overlay District (TMO -1), (i) Avalon Bay School Enrollment Mitigation Fund, and (j) Capital Projects /Debt Service Reserve /Building Renewal Fund; and determine whether the money shall be provided by the tax levy, by transfer from available funds, or by any combination of these methods; or act in any other manner in relation thereto." Warrant Town Meeting (ATM = Annual; STM = Special) Capital Sequence Name Created Purpose Related (a) Section 135 Zoning By -Law 2007 ATM, "for the purpose of financing public improvements pursuant to Yes Article 39 Section 135 of the Code of Lexington" (b) Traffic Mitigation 2007 ATM, "for the purpose of financing traffic mitigation projects Yes Article 39 pursuant to conditions of special permits issue by the Town (c) Transportation Demand 2007 ATM, "for the purpose of supporting the operations of Lexpress Bus No Management Article 39 Service" (d) School Bus Transportation 2007 ATM, "for the purpose of supporting transportation of students to No Article 39 and from school on a daily basis" (e) Special Education 2008 ATM, None stated when created, but Appropriation Committee No Article 24 Report to that Town Meeting says "for setting aside reserves to help cover unexpected out -of- district Special Education expenses that exceed budget" (f) Center Improvement District 2009 ATM, "to fund needed improvements in Lexington Center" Yes Article 25 (g) Debt Service 2009 ATM, "for the purpose of paying a portion of the debt service on Yes Article 26 certain outstanding bonds of the Town issued for the purpose of the Diamond Middle School, Clarke Middle School and High School construction projects" (h) Transportation Management 2011 ATM, "for the purpose of financing transportation infrastructure Yes Overlay District (TMO -1) Article 20 improvements per Section 135 -43C of the Code of the Town of Lexington" (i) Avalon Bay School Enrollment 2011 ATM, "to mitigate the cost of students attending the Lexington Public No Mitigation Fund Article 20 Schools who reside at Avalon Bay" (j) Capital Projects /Debt Service 2012 STM None stated when created, but the name identifies the Yes Reserve /Building Renewal Fund 19 Nov, intended purposes. Article 3 Fund -by -Fund Information Prepared by the Capital Expenditures Committee A -1 CAPITAL EXPENDITURES COMMITTEE REPORT TO 2013 STM (Nov 4th) APPENDIX B: Evolution from Community Center Immediate -Use Strategy to Phase 1 Strategy October 17 Update to Ad hoc Community Center Advisory Committee The Board -of- Selectmen- appointed Ad hoc Community Center Advisory Committee (AhCCAC), along with the various liaisons from that Board, the Town staff, and other Town committees, are looking at the Community Center in its totality. To that end, the programming for the "immediate" (or "initial occupancy ") and "full build" use is being planned concurrently. There has been an evolution of thought regarding the "immediate use ". At first, the concept was to move in as soon as possible after acquiring the building and to execute a limited renovation scope that would satisfy the building -code requirements and the minimum needs of the Human Services and Recreation Departments as they support, in the new space, at least as much of the current Muzzey Senior Center program as practical. Upon further reflection, it was suggested that performing more work while the building is unoccupied would result in a better environment in the new space for the initial programming and, of significance, would reduce the amount of subsequent construction for any future enhancement as that would entail doing so in already occupied space. Also recognized is that what are the space and conditions for the immediate use are likely to be for at least two years, if not longer. The result is that the Immediate -Use Strategy gave way to what is now being called "Phase 1." The scope for Phase 1 includes the "Immediate -Use Strategy" plus all of the work necessary to: 1) avoid future, major, disruptions to staff and programs, 2) replicate or improve the services currently provided by the departments moving into the building, and 3) make the facility more flexible, including increased floor -load capacity and additional restrooms. The Team —the AhCCAC, the Town staff, and the various liaisons— approve the Phase 1 strategy. The Team understands that the first -phase costs will go up from what was presented to the Board of Selectmen on September 23, 2013. The Team also understands that the increased expense is really a matter of timing. In essence, the cost differential between the "Immediate -Use Strategy" and the Phase 1 strategy is a matter of how big of a chunk you "slice off the whole loaf" at the beginning. ...Prior to purchasing the building, budget numbers were prepared for the "full build" (but without the addition of a large, multi - purpose, space) of approximately $950,000 for the design & engineering (D &E) and approximately $8,546,000 for the subsequent construction. To date, only $100,000 has been appropriated for the initial D &E: schematic designs only for the first phase and the "full build ". The appropriation being requested at the November 4, 2013, Special Town Meeting is to complete the D &E for Phase 1 up through construction documents, and to fund the bidding process and the construction — including oversight of that construction. That appropriation is the "slice" taken off those original budget numbers for both D &E and the "full build" construction. It is also important to note, that little if anything slated for Phase 1 construction will be removed or altered as part of Phase 2. While mechanical system upgrades could have been accomplished in Phase 1, no one is certain what the future mechanical system requirements might be; that will have to wait until Phase 2 requirements are fully designed. 10/17/2013 7:21:16 AM Edited by Capital Expenditures Committee for clarity M M CL E E 0 40 CAPITAL EXPENDITURES COMMITTEE REPORT TO 2013 STM (Nov 4th) APPENDIX C: Community Center Summary -Level Budget for the Completion of Phase 1 C -1 c� k m } P m 4 t• V4 W7 r r VT F- .rte r 4;P }C +1 r Iti �Jfn Cry} S1}F {�l} L4��J QQ F� !J YiY Q �d :;a r 4QJ 5Q� rt fti If} �lF Y 1!} y} �f'} 1'•� q t 5'7 51'7 � {+� I+} C+� 2 iA t [A U E � io n ni h � u3 = 2 3 Sub 0 z 4j d , t a co- � E i �Ai WN w w w w a, , w is is wla C LL on A 7 limp £ rj d y C Emu �p NIP M L8 0 RAJ GJ G " f 0 a i CO ID C} U m m m w° ', Z r� IU i a Q +_i 1L ' S} O a C -1 c� k m } P m 4 t• V4 W7 r r VT F- .rte