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HomeMy WebLinkAbout2013-11-12-CEC-minQ JS rnagN Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting a 0.PRR, I9 November 12, 2013 f kIR`6T Ot Location and Time: Town Office Building, Parker Room; 8:00 A.M. Members Present: Jill Hai, Chair; David Kanter, Vice - Chair; Bill Hurley; Wendy Manz; Beth Masterman Members Absent: None Others Present: Pat Goddard, Director of Public Facilities; Rob Addelson, Assistant Town Manager for Finance; Sara Arnold, Recording Secretary Documents Presented: • Department of Public Facilities' FY2015— FY2019 Capital Improvement Projects (CIPs), including updates for the Cary Memorial Building Upgrades ( #639); Middle School Science, Performing Arts, and General Education Spaces ( #838); and 39 Marrett Road Community Center Renovation ( #892) Call to Order: Ms. Hai called the meeting to order at 8:10 A.M. Public Facilities' CIPs: It was agreed that the presentation and discussion of each line item in the CIP does not need to review background information unless it is relevant to the project going forward. Mr. Kanter raised the following issues /questions relative to the CIPs: • Is there anything new to report relating to the Stone Building and /or Hosmer House, which were included in the FY2014 CIPs, but are not included in the current CIPs? Mr. Goddard said there was nothing new to report. • What is the time line for the School Department's master plan? • There should be a master list, prioritized by the Commission on Disabilities, of the projects identified in the Town's Title 2 self - evaluation regarding compliance with the Americans for Disabilities Act (ADA). There was discussion about the importance of protecting the Town from lawsuits relating to non - compliance. Variances can be requested if a project's cost is onerous, but the Town should be pursuing compliance by creating a 5 -year plan that identifies a well- documented approach. Mr. Goddard noted two ADA- related projects: 2013 paving that removed access barriers at some schools and a current CIP ( #888) for upgrading the Clarke Middle School elevator in FY2015. ACTION ITEM: Ms. Manz will pursue this issue with Linda Vine, Deputy Town Manager and the Town's staff liaison to the Commission on Disabilities. • Now that the Department of Public Facilities has two vehicles purchased as a capital expense, there should be a short table documenting their purchase dates and life spans. • Line items that will be bundled for approval at Town Meeting should be identified so that this Committee's report to the Annual Town Meeting also can reflect that organization. Mr. Addelson said that he will identify that grouping to the Committee as soon as it's known. Page 1 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 12, 2013 • What has happened to the Clarke Middle School bus -loop project, for which funding for design work was approved at the 2013 Annual Town Meeting? Mr. Goddard explained that he is waiting for a proposal from a vendor, but he anticipates it will be for more than the approved $35,000 because the School Department increased the scope of work. The increased scope was a result of efforts to address transportation and traffic issues on a more regional basis. Specific projects were reviewed and discussed: • Roofing Program ( #561): This CIP is based on a 20 -year Master Plan that sequences roof replacements based on the remaining usable life of each building's roof. If a building is going to be replaced or vacated, per Town policy decisions, the roof replacement may be deferred, as appropriate. There is no project identified for FY2015. • School Building Envelope and Systems Program ( #562): This project will add moisture barriers to portions of the two middle schools in FY2015. When asked about the evaluation of the Schools clock, public- address, and time -clock systems that was funded for FY2014, Mr. Goddard said the implementation could well be included in this Program, but the evaluation study is not yet complete. • Lexington High School (LHS) Heating Systems Upgrade Phases 2 & 3 ( #564): Phase 1 of this project was completed in 2009; Phase 2 was postponed because of the unanticipated need to replace Estabrook School. Phase 2 has now been scaled back from the original scope because it is anticipated that LHS will be replaced in approximately 10 years. The change is that the heating system would no longer be upgraded from steam to hot water; however, the unreliable pneumatic controls, unit - ventilator valves, and damper operators would be replaced. Options for this project to reduce noise from the heating system are minimal, but overall noise may be reduced somewhat (e.g., by reducing fan speeds). • Cary Memorial Building Updates ( #639): Except for the audio - visual component, this project is considered Community Preservation Act (CPA) eligible. The design and construction documents should be completed by February 2014, but the CIP still reflects the $7.988 million construction estimate —which includes funds for contingencies —that was referenced at the 2013 Annual Town Meeting. The Committee recommended that, to avoid confusion, the project's background information in the CIP should not make reference to any earlier cost estimate. • Municipal Building Envelope and Systems ( #647): At this point, its is contemplated that this project will reinforce ceilings in the Cary Memorial Library to improve them aesthetically and functionally. • School Building Flooring Program ( #653): This project is requested annually for flooring projects that exceed $25,000. The specific project for FY2015 will be determined in the spring. As the Department also has responsibility for flooring in the municipal buildings, the Committee recommended "School" should be removed from the title of this CIP. • School Window Treatments Extraordinary Repair ( #696): This is the last of a 4 -year program to upgrade school - building windows. In the future, window repairs will be part of the operating budget. Page 2 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 12, 2013 • School Paving Program ( #698): The highest priority for this project has not yet been determined. Traffic studies around the schools may identify a high - priority need. Concrete sidewalks at the Harrington and Fiske Elementary Schools need to be replaced. Last year's funding was used to remove access barriers at some of the schools. • Interior Painting Program ( #699): A project for FY2015 has not yet been identified for this annual program. LHS and the middle schools were done last year. • East Lexington Fire Station Physical Fitness Room ( #739): There was discussion about this project being CPA eligible; but the Committee suggested that pursuing CPA funding was probably not reasonable because it was previously turned down by the Community Preservation Committee. • Public Facilities Bid Documents ( #749): It was noted that this request had returned to its previous funding level following the 1 -time inclusion of $100,000 in FY2014 related to the Community Center design & engineering (D &E). • Diamond [Middle School] Energy Improvements ( #754): This project will not be pursued until FY2016 because of the current needs at the High School. Because there is support for keeping the two middle schools for the long term, this project has been upgraded from just replacing boilers to installing a new central- heating system. The amounts shown for FY2016 & FY2017 are placekeepers until the Energy Master Plan that was funded in FY2012 is completed. • Visitor Center ( #835): The estimated cost of this project has been escalated 19% to reflect proposed construction in FY2016 and an additional $400,000 (not CPA eligible) has been added for an interior educational exhibit. The Committee expects a more - specific breakout of the rest of the contemplated scope between what is considered eligible and what is not - eligible as that was not clear from what is described in the CIP. The Committee noted that the Board of Selectmen (BoS) has yet to take a position with regard to the proposed scope and that the Chair of that Board has said she wants all effected entities to participate in the process so that potential impacts are identified and understood. • Middle School Science, Performing Arts, and General Education Spaces ( #838): Enrollments are being studied to determine the classroom demand. The funding request for FY2015 will be used to address the outcome of the study. It was clarified that the project to be funded with the projected $250 thousand D &E in FY2016 and projected $3.1 million construction in FY2017 is not contingent on the project that would have its $40,000 D &E in FY2015 and its $250 thousand construction in FY2016. Mr. Kanter noted that the Ad hoc Townwide Facilities Master Planning Committee (AhTFMPC) did not create a Master Plan; per its Charge, its report contains recommendations that the BoS can use to develop a Master Plan. • Hastings School Renovation /Replacement ( #870): It is not expected that the funding request for the first effort under this project (i.e., a feasibility study) will be brought to the 2014 Annual Town Meeting. Although the Town is expected to submit a State of Interest to the Massachusetts School Building Authority (MSBA) in January 2014 with the goal of having the MSBA express an interest in considering the project for joint funding by the State, the Town is unlikely to receive a response until the Fall of Page 3 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 12, 2013 2014. Therefore, the earliest the estimated funding request for that study would likely be presented would be for a Special Town Meeting in the fall of 2014. • Middle School Nurses Stations ( #887): This is a new project. It is not anticipated that nurses stations will be needed at the other schools. • Clarke Elevator Upgrade ( #888): This project, which entails replacing the elevator cab, will bring the elevator into ADA compliance. • Town Offices Security Cameras ( #889): This project involves the installation of security cameras in FY2016. Currently, the Town can lockdown the Town Office Building. Member Concerns and Liaison Reports: Mr. Kanter reported that he has been attending the Ad hoc Community Center Advisory Committee (AhCCAC) meetings, and he expressed the following concerns: • The AhCCAC members are going to have a difficult time grappling with the broad spectrum of requests for space and the inevitable limitations on available funds. • There are requests for office space from third -party entities, which may be inconsistent with Town Meeting's intent. • There is considerable non - functional space in the building at 39 Marrett Road which is a downside to using a pre- existing building. Building new for a Community Center, as other towns have done, results in more efficient use of space. • The proposed full - buildout proposal from the AhCCAC (Phase 2) could expand well beyond what was envisioned when the property was purchased. • The 4 Nov 2013 Special Town Meeting approved $50 thousand of additional funding so there can be a more - robust Phase 2 schematic design available to the BoS when they decide what, if anything, to take to the 2014 Annual Town Meeting in regard to funding toward all or some part of the Phase 2 effort. Ms. Masterman, the Committee's formal liaison to the AhCCAC, also has attended meetings. She agreed that the AhCCAC has a challenging task, and she commended Mr. Kanter for providing some valuable reality checks at the AhCCAC meetings as well as having substituted for her when she was unable to attend. She added that she is not alarmed at this point in time, but understands the concerns. She suggested that the construction of Phase 2 might incorporate a public - private partnership. There was discussion about no having any information about the mandatory Historic Preservation Restriction for 39 Marrett Road. There is considerable concern because the wording will identify what is and what isn't of historical significance, which will determine what can be done both to the exterior and interior of the buildings on the property and to the surrounding property that was purchased. The restrictions that flow from that document could impact both Phases 1 & 2 of the project. Next Meetings: The following schedule of CIP presentations was reviewed: • November 19 Department of Public Works • December 3 School Department; the 6 remaining CIPs from the Department of Public Facilities; CPA requests from LexHAB and Lexington Housing Authority Page 4 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 12, 2013 • December 10 Information Technology; Fire and Recreation Department deliberations • December 17 Police Department (Carl Valente, Town Manager, and the Fire Department will also attend.) ACTION ITEM: Committee members should read the AhTFMPC report that was presented to the BoS before the Committee's December 17 meeting. That report discusses future plans for the Police Department Headquarters and the Fire Department Headquarters — along with all the other principal building assets in the Town. Adjourn: A Motion was made and seconded at 10:05 A.M. to adjourn. Vote: 5 -0 These Minutes were approved by the CEC at its meeting on November 19, 2013. Page 5 of 5