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HomeMy WebLinkAbout2013-12-09-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 9, 2013, Open Session Town Office Building, Parker Room; 11:00 .. Location and Time: AM Jill Hai, Chair; David Kanter, Vice-Chair; Bill Hurley; Wendy Manz; Members Present: Beth Masterman None Member Absent: William Hadley, Director, Department of Public Works (DPW); Others Present: John Livsey, Town Engineer, DPW; David Pinsonneault, DPW Operations Manager; Erik Gitschier, Superintendent Water/Sewer, DPW; Christopher Filadoro, Superintendent Public Grounds, DPW; Marc Valenti, Superintendent Highway, DPW; Robert Beaudoin, Superintendent Environmental Services, DPW; RominaComunale, DPW Administration Management Analyst; Rob Addelson, Assistant Town Manager for Finance; Theodore Kalivas, Budget Officer; Sara Arnold, Recording Secretary Documents Presented: Notice of Public Meeting/Agenda for Meeting December 9, 2013 DPWÈs FY2015ÃFY2019 Capital Improvement Projects (CIPs) FY 2014 Pavement Management Summary, Prepared for Town of Lexington Public Works Department by Fay, Spofford & Thorndike, November 2013 Proposed Capital Improvement Projects for FY2015, Town of Lexington (map) Street Improvements Paving Program (multi-year), Town of Lexington (map) Ms. Hai called the meeting to order at 11:05 .. Call to Order: AM After distributing back-up material, DPW staff discussed the following CIPs and DPW CIPs: responded to questions from the Committee regarding them: Center Streetscape Improvements (#321): The FY2015 funding request will support continuing the design phase; a design team is incorporating input, which includes various amenities and landscaping. They have not yet met with the Commission on Disability. The project includes brick sidewalks between the Town Office Building, Depot Square, and Merriam Street (across from the Lexington Green). As the requested amount has doubled from the previously forecasted amount, Mr. Kanter asked that a short explanation for the cost increase be provided to the Committee. He also asked DPW to consider whether the funding request for this project is really ready for 2014 Annual Town Meeting as scoping and public outreach are still continuing. He suggested that it could wait until a fall Special Town Meeting. Automatic Meter Reading System (#327): Mr. Kanter asked that the wording in this CIP be clarified to reflect the accurate relationship between the funding request and the replacing of wires on old water meters. Equipment Replacement (#520): Mr. Kanter asked that the Committee be provided with a list of the total inventory of equipment, not just those pieces that need to be replaced. He would also like to have the spreadsheet identify which pieces of Page 1 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 9, 2013, Open Session equipment are considered capital assets. He asked why replacement of the Screener ($418,000) is still listed for replacement in FY2016Äa slip of one year from the previous forecastÄwhen the cited reason for the slip (i.e., a decision on installing an Anaerobic Digester at the site) has been made (i.e., the Town is no longer considering such an installation). The response was that, regardless of that decision, the Screener is considered to be in condition to operate satisfactorily another year. Mr. Kanter also asked if the requested funding is net of any trade-in value. The response was no significant trade-in value is anticipated. It was also pointed out that some equipment can last a long time because it is only used seasonally. Street Improvements (#522): LexingtonÈs Pavement Condition Index (PCI) is used to judge when streets need to have work done on them. The overall PCI, which is evaluated annually, continues to increase, indicating improvement. The Town has been demonstrating its strong commitment to improving its roadway infrastructure by continuing to allocate funds equivalent to the amount passed in a previous override (with annual increases to account for inflation), as well as often directing otherwise unallocated funds, for street improvements. Storm Drainage Improvements and \[National Pollutant Discharge and Elimination System\] NPDES compliance (#523): In response to questions, it was explained that these projects are priced separately in a paving contract and are not considered part of road-surfacing projects. The work includes illicit infiltration detection (identifying the source of contamination) and eliminating the infiltration. Lexington continues to operate under its old NPDES permit; it is anticipated that upgrading the permit will introduce more stringent standards. Sanitary Sewer System Investigation and Improvements (#524): The Town will apply for Massachusetts Water Resources Authority grant funding for this project. If a grant is approved, DPW will expand the scope of this project rather than reducing the amount spent. Mr. Kanter asked that this be explained in the CIP. He also suggested the CIP name be revised to use ÅWastewaterÆ rather than ÅSanitary SewerÆ to be consistent with the TownÈs current naming practice. Hydrant Replacement Program (#528): Mr. Kanter said he appreciated the letter from Assistant Fire Chief John Fleck included in the backup for this project, but Mr. Kanter reiterated his request for feedback from the Fire Department regarding the number of hydrant failures they have experienced over the last 5 years. Staff clarified that while the funding request is to replace approximately 40 hydrants a year, additional hydrants are replaced when a traffic accident necessitates such; those are paid for by insurance. DPW flushes approximately 900 hydrants a year, which helps identify hydrants that need to be replaced. Mr. Kanter asked that the CIP include a few sentences describing the logic for not further accelerating this program. Pump Station Upgrades (#529): Mr. Kanter asked that the Lexington Pump Station Capital Improvement Plan table be annotated to show prior major workÄespecially to identify the extent to which the DPWÈs plan for providing whatever back-up power is considered warranted has or will be fully executed. Street Acceptance (#554): At this point, this is just a no-dollar-amount placekeeper as no requests for acceptance have been submitted. It an acceptance were to be Page 2 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 9, 2013, Open Session requested, there would be a funding request to accompany the request to Town Meeting; however, if approved by Town Meeting, the cost to the Town is is paid off over time by all the direct abutters as a betterment expense. Ms. Masterman left the meeting at 12:15 p.. M Comprehensive Watershed Storm Water Management Study and Implementation (#557): In response to questions about the maintenance required for open-stream flowing as compared to using pipes, it was explained that both require maintenance, just different maintenance programs. Less is generally required for the open stream. With regard to the Whipple Hill Area Infrastructure Restoration, if the Town finds that drainage from Arlington is causing problems in Lexington, this will be discussed with Arlington; and the issue with the headwall along Summer Street is a Massachusetts Department of Transportation responsibility and will be brought to that DepartmentÈs attention. Water Distribution System Improvements (#560): It was explained that the projected design and engineering (D&E) costs are low because DPW is targeting projects that are practical and feasible, and there is an effort to use in-house services. The Committee noted in the back-up information from the Massachusetts Water Resources Authority (MWRA) that with only 5% of the TownÈs 157 miles of water th piping remaining unlined, it stands 5 out of 45 municipalities in pursuit of a fully lined objective. (The average of those municipalities is 33% unlined.) The Committee applauded the efforts of the efforts of the DPW and appreciation for the financial assistance in this regard from the MWRA. Mass AveÄThree Intersections Improvement (#587): DPW was asked to change the wording in the CIP to reflect the fact that a cited, additional, public hearing has not yet been scheduled. DPW remains hopeful that this project will be accepted for construction funding by the State under its MassDOT Transportation Improvement Project Plan (TIP)Äwith the understanding that the State my deem some elements of the project (likely to be a minor part, if any) as outside the scope for which the State would participate in the funding. The Board of Selectmen (BoS) still needs to prioritize these three projects. Sidewalk Improvement (#644): The Committee asked that, consistent with the agreement last year that this project would be just for residential sideways (not those in either the Central Business District or a Commercial District, such as along Hartwell Avenue), the ÅDowntown Maintenance of PaversÆ listed among the proposed locations of work in FY2015 be removed from this project. DPW said it would be removed and, if capital, would move to the Center Streetscape Project. There was discussion about various sidewalk projects. This Committee reiterated its support for increasing the amount allocated to residential sidewalks, but understanding doing so may be precluded by the capacity of DPW to handle the extra workload during a specific year. Dam Repair (#645): A control pipe was installed at the Old Reservoir dam several years ago, and there is an already-funded dam project for this coming construction season at the Butterfield Dam. The current funding request is for additional Old Reservoir dam repairs and improvements. Page 3 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 9, 2013, Open Session Battle Green Master PlanÄPhase 3 (#672): Mr. Kanter reiterated the request he had made when this CIP was briefed to the Community Preservation Committee: (1) As the scope of the intended work is not included in the Battle Green Master Plan, the project should be given a title that doesnÈt include that Plan, and (2) It is not correct to make an unqualified statement about the BoS having ÅapprovingÆ the Battle Green Master Plan. He also requested a paragraph explaining the causes of the delay(s) that have occurred in executing the previously funded work that had been presented th for funding as relevant to completion before the TownÈs 300Anniversary. Town Wide Culvert Replacement (#683): Some of the projects identified for this line item are also included in the Comprehensive Watershed Storm Water Management Study and Implementation (#557) because they also have a separately funded watershed component. Town-wide Signalization Improvements (#688): When questioned about the single entry under ÅEmergency Pre-emption SignalsÆ in the accompanying, contractor- prepared, inventory of traffic and pedestrian signals in Town, the response was that most of LexingtonÈs signals have pre-emption systems. If a signal has a buried-loop detector or a camera system, it can be controlled by traffic flow. Because of the gaps in that inventory, Mr. Kanter asked for a list of all the signals, including the type of traffic-detection and pre-emption system(s) associated with each signal. Hartwell Avenue Infrastructure Improvements (#850): At the Town ManagerÈs request, no funding is currently being requested for this project as the multi-phase execution plan is being re-visited because of the estimated costs associated with that plan. Hastings Park Gazebo Repairs/Overhead Wires (#852): This will be divided into two programs: #852 will be for the undergrounding of the overhead wiring in the Park (estimated at $3,000,000); a new number will be assigned for the gazebo reconstruction ($120,000). DPW advised that it would not be less expensive to rebuild the gazebo. The gazebo reconstruction will address Americans with Disability Act requirements. DPW will be meeting with the Commission on Disability. The Committee expressed no support for the undergrounding of the overhead wiring at anything along the lines of the estimated cost. Municipal Parking Lot Improvements (#881): This is a new capital project that was requested by the Town Manager. It will increase parking spaces slightly and should reduce the amount of impervious area somewhat. It will be designed to improve traffic flow and connectivity to the bikeway. Mr. Kanter requested a sketch of the project. He questioned whether a $480,000 project should be initiated until it is clearer to what extent, if any, the current Police Headquarters and adjoining land, including the parking lot, will be included in the concept for a new Police Headquarters and, if not, to what purpose the current building and area will be put. Bikeway Bridge Repairs (#883): This is a new project. Mr. Kanter asked whether it might be CPA eligible if it is made explicit that the bridge is needed to maintain the integrity and functioning of the Minuteman Bikeway. Very little D&E is needed. Hartwell Avenue Compost Site Improvements (#915): This is a new project that would be funded from the Compost Revolving Fund to build a weighing station for that site. DPW said that weighing is more accurate than measuring the cubic yards. Page 4 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 9, 2013, Open Session Mr. Kanter questioned whether the change in measurement metric is warranted as the site is, in effect, a wholesale operation for a product that is, more often than not, then priced in the retail market by volume rather than by weight. Traffic Island Renovation (#917): This is a new project. Under an initiative of LexingtonÈs Economic Development Office, Lexington has been granted permission to manage the island on the jug-handle side of the intersection of Hartwell Avenue and Bedford StreetÄwhich is in the StateÈs right-of-way. As he understands the State will retain ownership and has severe limitations of what can be done by those sponsoring the maintenance of such areas, Mr. Kanter questioned just what is contemplated to be done and, in the absence of any idea of just what scope of improvements are contemplated and approved by the State, $83,000 seems like a lot for this project. th The next meeting will be on Monday, December 16 at 8:00 .. Next Meeting: AM Move to Executive Session:Ms. Hai declared at 1:23 .. that an Executive Session PM was 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 TownÄand with the intention to reconvene in Open Session only to adjourn. A Motion to do so was made and seconded. Each member was polled.Vote: 4Ã0 The Committee went into Executive Session at 1:24 .. PM The Committee returned to open session at 1:30 .. Return to Open Session: PM A Motion was made and seconded at 1:30 .. to adjourn. Adjourn:Vote: 4Ã0 PM These Minutes were approved by the CEC at its meeting on December 20, 2013. Page 5 of 5