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HomeMy WebLinkAbout2014-01-07-CEC-min Minutes of the = M 000 00 n Lexington Capital Expenditures Committee (CEC) Meeting APAP, January 7, 2014 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 Deb Mauger, Chair, Board of Selectmen (BoS), Carl Valente, Town Manager, Rob Addelson, Assistant Town Manager for Finance Recording Secretary Sara Arnold Documents Presented • Notice of Public Meeting/Agenda for January 7, 2014 Meeting • Capital Expenditures Committee Comments on FY2015—FY2019 Capital Improvement Projects (CIPS), spreadsheet prepared by Mr Kanter, January 6, 2014 • Condensed Table of Contents from CAPITAL EXPENDITURES COMMITTEE REPORT TO 2013 ATM with Default Committee-Member Assignments for Report to 2014 ATM & Accompanying STM, a document prepared by Mr Kanter, January 6, 2014 • Draft Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting, December 20, 2013 Call to Order Ms Hai called the meeting to order at 8.02 A.M Review of FY2015—FY2019 CIP Submissions With the Chair's concurrence, Mr Kanter led the presentation to Mr Valente and Mr Addelson of the Committee's comments that had been collected by him in a spreadsheet and that had been distributed by Ms Hai the previous afternoon In his opening remarks, Mr Kanter said that while he would directly address what he considered the more-significant of his comments—those he had bolded in the spreadsheet—he asked that all of his comments be considered The other members would raise their comments He reiterated his continuing concern that out-year funding in the CIPS is not presented in then-year dollars and noted that the Committee, in most cases, had not received revised CIPS reflecting incorporation of comments that had been provided to the department staff during the earlier discussions with this Committee He said this Committee would welcome advice when any of the CIPS are not likely to be included in the Town Manager's 2015 Preliminary Budget and advised that no Committee positions are taken on requests presented to the Community Preservation Committee (CPC) for funding as eligible under the Community Preservation Act until the CPC votes to recommend such funding Page 1 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 7, 2014 During the meeting, Mr Kanter noted that he considered the original CIPS from the Department of Public Works (DPW) had much-improved descriptions and the back-up material provided was very helpful He also commended the Department of Public Facilities for having provided further-revised CIPS and back-up material following the presentations to this Committee He added that he believed the creation of the DPF, and the work that Department has done, has fulfilled the expectations when it was created and have been very beneficial to the Town Mr Valente and/or Mr Addelson responses to the comments were as follows • Parker Meadow Accessible Trail Design and Construction (#882) An estimated cost for Phase II (construction) of this project will be requested of the Community Development Department. • Historical Commission Inventory Forms for listed buildings (#890) An effort will be made to ensure this is recognized as having been requested by, and would be executed by, the Historical Commission It is shown as Community Development because the Historical Commission does not manage budget items. • Headquarters Fire Station Replacement (#738) The Town is exploring the purchase of a land parcel suitable for a new headquarters fire station • Portable Radio Replacement (#741) This request is independent of the Town's connectivity study • Replace Town Wide Phone Systems—Phase III (#553) The Town considers future electronic needs when purchasing new equipment, for example, the new phone system will be capable of supporting "soft phones" • Network Redundancy & Improvement Plan—Phase II (#855) The previously approved project using Verizon underground conduits for a redundant connection between 201 Bedford Street, the Town Office Building, and the Police Headquarters supplements this project, Verizon is currently "roping" the conduit to confirm it can be used as intended by the Town • Software (Police & Fire/EMS) (#477) The request to show the consultant costs and construction costs in different fiscal years was noted • Roofing Program (#561) Submitting the Statement of Interest to the Massachusetts School Building Authority (MSBA) for State funding support of the replacement of the Hastings Elementary School does not change the amount requested in out-years for this project as there's no assurance at this time of when such a replacement will be done It was noted that Mr Kanter asked that the description include the same "when work will exceed $25,000" as is currently included in the description for the Building Flooring Program (#653) • School Building Envelope and Systems Program (#562) The FY2015 request includes an amount for currently unanticipated needs • Cary Memorial Building Upgrades (#639) The proposed funding source will be expanded to recognize that this project will be funded from three sources Community Preservation Fund (CPF), the Public, Educational, and Governmental (PEG) Access Revolving Fund, and the General Fund The amounts from each have not been finalized, but are likely to be in close to the same proportions as cited in the CIP Page 2 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 7, 2014 • School Building Flooring Program(#653) The request to remove the word "School" from this project's title was noted • School Paving Program (#698) This project is currently for sidewalks on the schools' grounds The recent school traffic study does not impact this project. It was noted that Mr Kanter asked that the description include the same "when work will exceed $25,000" as is currently included in the description for the Building Flooring Program (#653) • Interior Painting Program (#699) It was noted that Mr Kanter continued his objection to this being a Capital Project and asked that the description include the same "when work will exceed $25,000" as is currently included in the description for the Building Flooring Program (#653) • Visitor Center (#835) Inclusion of funding for the design & engineering has been approved by the BoS, but not the scope of the design The BoS has asked the Tourism Committee and Historical Society to develop a mutually acceptable scope and report back to the BoS It was noted that the construction of this project may slip beyond FY2016 • Clarke Elevator Upgrade (#888) Americans with Disabilities Act (ADA) deficiencies that are not associated with a current or potential capital project are being prioritized by the Town's Commission on Disability The deficiencies for locations where there is a current or potential capital project will be addressed when the capital project is pursued/completed At that time, a correction is made or a waiver would have been requested from the Massachusetts Architectural Access Board Mr Kanter stressed the need for a list that constitutes a "game plan" for all identified ADA deficiencies • Town Offices Security Cameras (#889) Concerns about delaying this project until FY2016 were noted • 39 Marrett Road Community Center Renovation (#892) The Ad hoc Community Center Advisory Committee (AhCCAC) recently met with the BoS Based on questions by the BoS regarding additional changes to Phase 1 of this project, which was funded by the November 4, 2013, Special Town Meeting (STM), there may be a need for additional funding (which, if needed, would be addressed at the planned March 24, 2014, STM), and Phase 2 may need to be broken into more than one component. This project to fund Phase 2 is currently a placeholder because the BoS has not yet decided on what would be its recommendation for execution of Phase 2 Ms Mauger added that the AhCCAC is moving toward an understanding of the big picture of the capital projects needed in the Town and how these affect the Community Center improvements It was generally agreed by the BoS that getting Phases 1 and 2 "right" was more important than getting them done "fast" Ms Mauger agreed that a Town statement describing the intent for the Community Center might facilitate the understanding of those who are involved • Clarke Gymnasium Dividing Curtain (904) It was noted that it was a judgment call to consider this a capital project rather than putting it into the operating budget. • Center Streetscape Improvements (#321) Mr Kanter's concern that this project isn't ready for Town Meeting was noted • Automatic Meter Reading System (#327) All water meters in town are being replaced and the new meters are capable of receiving a module to permit being read Page 3 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 7, 2014 electronically To date, the pay back on installing such a system is considered to be too long—hence the continuing slip of this in the 5-year plan—but there is no additional cost in having all the meters made ready for this potential system • Sanitary Sewer System Investigation and Improvements (#524) The Town measures inflow and infiltration (I/I) by considering, as one factor, the difference between the Massachusetts Water Resources Authority's metering of the water supplied to the Town and the wastewater received from the Town It's financially advantageous to the Town to reduce the I/I as soon as practical The DPW has the "bandwidth" (workload capacity) for this project. • Hydrant Replacement Program (#528) Mr Kanter's request for information on the number of defective hydrants discovered when the Fire Department responds to an incident and his request that checking that a gate or value turned off during a construction project has been turned back on at the end of that project be part of a checklist before issuing an occupancy permit were noted • Mass Ave—Three Intersections Improvement (#587) By the end of March, the Town expects a response to its proposal to the State for inclusion in its list of Transportation Improvement Projects (TIPs) If that isn't approved, this project will be rescinded If approved by the State, the $500,000 would not be spent until the BoS has signed off on the schematic-level options • Battle Green Master Plan—Phase 3 (#672) Mr Kanter's request that this project be renamed as it isn't that Plan's Phase 3, his concerns with the delays that have incurred with previously funded portions of this project, and his request for a map illustrating the work that has been done and when, and showing what work still needs to be done, were all noted • Hartwell Avenue Infrastructure Improvements (#850) The State recently contacted the Town regarding imposing weight limits for the bridge on Hartwell Avenue The program is being revised and information will be provided to this Committee • Hastings Park Overhead Wires Mr Kanter's objections to the expense and lack of a separate CIP for this project were heard • Municipal Parking Lot Improvements (#881) This project has been rescinded • Bikeway Bridge Repairs (#883) It has not yet been determined who is responsible for this bridge If the Town, this project still would not begin in FY2015 because of the cost and the workload demands within the DPW, instead, it is anticipated that the work would be done in early FY2016 The Town will ask about requesting use of the CPF when making the FY2016 request. • Hartwell Avenue Compost Site Improvements (#915) This project is scheduled for FY2017 funding Using weight to measure material brought to the compost site is more accurate than using volume and weight can be tied to a billing system • Traffic Island Renovation (#917) There are three islands involved—the large jug-handle island and two smaller island on the opposite side of Bedford Street at the Hartwell Avenue intersection The Town expects to take responsibility for the maintenance of those traffic islands, but will not assume ownership The signage for "branding" the Hartwell Avenue area would be in the Town's right of way on Hartwell Avenue Page 4 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 7, 2014 • ADA Accessibility Study (#530) Mr Kanter's concern over the continued slip of this study and his request for a "game plan" for addressing ADA accessibility deficiencies were noted • Recreation Site Assessment of Potential Land Acquisition (#893) There is still no public information, this is just a placeholder • School Classroom Furniture (#896) The requests that this CIP be revised to reflect what is known to have been removed from it and that a new title be used were noted • Design Funds for School Traffic Safety Mitigation (#898) Mr Kanter's request that as capital funding is being contemplated for the follow-on construction work, this Committee needs all available information regarding this project for this Committee's Five-Year Capital Plan was noted Comments for the Budget Collaboration/Summit Meeting IV (January 15, 2014) Mr Valente and Mr Addelson asked that this Committee comment on three aspects of the budget • The overall spending plan that was identified in the General Fund table presented at a previous Budget Collaboration/Summit Meeting, • The use of the multi-purpose, capital-related, Stabilization Fund for debt-service relief and for capital programs, and • Any specific issues associated with these current capital projects In response to Mr Kanter's concern about the DPF workload, Mr Valente said that the last few years have been difficult for that department because of the demands from the concurrence of the Estabrook/Bridge/Bowman schools projects and the Department's other workload With those schools projects being completed, the demands will become more reasonable In any case, it is proposed to continue to fund a contracted Clerk of the Works It was generally agreed that this Committee does not have any substantive issues with most of the proposed capital projects and nearly all of the issues it does have wouldn't warrant presentation at a Budget Collaboration/Summit. This Committee will consider at its next meeting (January 14, 2014) which of the substantive issues it will raise at the Summit on the next day With regard to the first aspect on which this Committee was asked to comment (i e , the overall spending plan), a Motion was made and seconded to endorse the Town's overall approach to funding capital projects as presented at the previous Budget Collaboration/Summit meeting Vote 5-0 It was also agreed to discuss the use of the capital-related Stabilization Fund at the next meeting Comments on the CIPS as Related to Preparation of the Committee's report to the 2014 Annual Town Meeting and the March 24, 2014, Special Town Meeting Ms Manz will pursue additional information regarding ADA deficiencies to determine whether a Page 5 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 7, 2014 prioritized list and/or a "game plan" exist or are being developed Ms Masterman will pursue the availability of additional information regarding the Parker Meadow project costs and the experience other towns have had with maintenance of comparable projects Suggested assignments for writing the report(s) to the 2014 Annual Town Meeting (ATM) and the accompanying STM were given an initial review using Mr Kanter's handout showing the condensed Table of Contents from this Committee's report to the 2013 ATM and draft assignments for each section He proposed a new section, to be written by Ms Manz, on Public Housing and Accommodating Disability Ms Manz agreed It was noted that the front of this Committee's report provides a big picture review of the Town programs with capital implications and is the place to provide updates, as needed, on previously approved projects That is followed by the section addressing the specific Articles for funding at the 2014 ATM, but besides reflecting the Committee's positions, the practice has been only to add comments if this Committee wants to make specific points— which is rare unless there isn't a unanimous position of this Committee If there is any minority position, it would be explained in the back section (Doing so would normally eliminate any need for a spoken minority report at Town Meeting ) At this point in time, the objective would be to have the Committee's report issued not later than March 16th, one week before the March 24th STM begins as that STM is contemplated to be when the first of the financial Articles would be presented Work can begin now on the programs sections of the report to avoid deadline pressure in the last few weeks Approval of Minutes A Motion was made and seconded to approve the Draft Minutes of the CEC Meeting, December 20, 2013 Vote 5-0 Next Meetings Meetings had only been booked through January After discussion, Mr Kanter said he will reserve rooms for meetings at 8 A M on February 4th, 11th, and 25th, and March 4th, 11th, and 18th (This Committee will not meet on February 18th because that is during the school-vacation week.) Starting March 24th, he will reserve rooms for meetings 7.00 to 7.30 P M on the nights of Town Meeting After reserving the rooms, he will request that the Town Clerk's Office put those future-date entries on the Town's Public-Meetings Calendar Adjourn At 10.00 A M , a Motion was made and seconded to adjourn Vote 5-0 These Minutes were approved by the CEC at its meeting on January 14, 2014 Page 6 of 6