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Home My WebLink About2014-01-09-AC-min 2014-01-09Minutes Minutes Town of Lexington Appropriation Committee January 9,2014 : Ellen StoneRoom,Cary Memorial Building,7:30p.m. : Glenn Parker, Chair; John Bartenstein, Vice Chair and Secretary; Robert Cohen; Mollie Garberg;Alan Levine;Susan McLeish; Eric Michelson;Jonina Schonfeld; Rob Addelson (non-voting, ex officio) Members Absent:Richard Neumeier Others Present:Dawn McKenna, Tourism Committee Chair The meetingwas calledto order at 7:39p.m. Announcementsand Liaison Reports: 1.The following reports were made: Mr. Parker: Both the Town Office Building and Clarke Middle School experienced frozen pipes during the recent coldweather. Damage was minimal. Mr. Parker: The Ad hoc Community Center Advisory Committee (CCAC) is reaching consensus on Phase 1 plans for the Community Center which will allowthe architects tobegin the design documents. The CCAC met with the Board of Selectmen (BoS) before Christmas and the outcome included exploring plans to further enlarge the first floor multi-purpose room. This involves moving shear walls, and the resulting cost implications are being evaluated. There may be an additional Phase 1 funding request at the March 24 Special Town Meeting. The BoS indicated thatthey envision a delay of five to ten years forPhase 2 of the Community Center because of other priorities in the Town. Ms. McLeish: The BoS voted to support the School Department’s application to the Massachusetts School Building Authority(MSBA)for rebuilding theHastingsElementary School.The project justification isbased onovercrowding. Per MSBA rules, the modular classrooms are not included in the analysis so the numbers indicate more crowdingthan is the actual experience.The application is being filed in mid-Januaryfor $40.0 million. It is unclear what steps will be taken if the MSBA does not approvethe application.It was noted that the Town’s application for the Estabrook Elementary School replacement justified the project for safety reasons, and therefore was given the highest priority. Occupancy of the new Estabrook School is scheduled for mid-February. Ms. Garberg: The school superintendent's contractwith the Lexington School Departmentcontains a clause that states it will automatically renew for a one-year term beginning July 1 unless either party requests a negotiation 18 months prior. Dr. Ash requested a negotiation to extend the length of his service to three years and the School Committeeapproved that requeston a 3-2 vote.Ms. Garberg will investigate and report further at the next meeting. 1 2014-01-09Minutes Minutes: 2.A motion was made and seconded to accept the June 6, 2013Executive Session Minutes, theJune 6 Open Session Minutes, and theJuly 10Minutes, subject to a few non-substantive edits offered by Mr. Levine.VOTE: 6-0(NOTE: This vote was taken prior to the arrival of two committee members.) Mr. Bartenstein will consultwith the BoS staff on the topic of when it is appropriate to release executive session minutes. Capital Improvement Projects: 3.Mr. Parker discussed aspreadsheet entitled FY2015 Capital, which lists the capital projects currently under consideration, some of which will be addressedatthe 2014 Annual Town Meeting(ATM)or the March 2014 Special Town Meeting (STM).After reviewing the projects with David Kanter, Secretary for the Capital Expenditures Committee, he believes most of the items are straightforward. Highlights are as follows: Fire Station: There is a request for $300,000 for Design and Engineering fora new fire station. The timingandlocationfor such construction haveyet to bedetermined. Police Headquarters: An estimated cost for beginning a project to renovate/expand the current Police Station has not yet been identified. Cary Memorial Building Upgrade: Funding for this project will comefromthe Community Preservation Act (CPA) funds, General Funds,andthe Public, Educational, and Governmental (PEG) Access Revolving Fund. The PEG Access funds will befor audiovisual systems. Mr. Neumeier will be asked to lead a discussion on this topicat the next meeting, and Mr. Bartenstein will invite Facilities Director Pat Goddard as well. Visitor Center Upgrade: Ms. McKenna, Chair of the Tourism Committee, addressed this item. The Tourism Committee’s programmatic report for the project identified the need for a better entrance from the bike path and space on the first floor for the following: an orientation room with the diorama that is currently in the Visitor Center; an area for viewing films; a large counter; a self-service kiosk; and material about the Veterans Memorial. If there is a two story addition, the second floor could include a meeting room. Ms. McKenna believesan upgraded Visitor Center will bring more business, thus increasedtax revenue. The amount currently targetedfor this project’s design workis $220,000,all of which would come from CPA funds. The Community Preservation Committee has voted to supportthe project. The Lexington Historical Society and the Tourism Committee have beentasked by the BoS to develop a mutually acceptable scope. Ms. McKenna reported that the two bodieshave different visions for locating and using meeting space that have yet to be resolved.The BoShas voted 3 to 2in favor of the project,but has withheld support ofa meeting room on the second flooruntil the issues with the Historical Society have been resolved. Hartwell Avenue Infrastructure: Thebridge on Hartwell Avenue over Kiln Brook is deficient and must be replaced. Temporarily, trucks can use Wood Street to access the 2 2014-01-09Minutes southwest end of Hartwell Avenue.Funding for design work for the bridge replacement was approved last year. The work will be done in FY2016 and FY2017. HastingsPark Overhead WireUndergrounding: This project has beenremoved from the list. Bikeway Bridge Repairs: The funding sourcedesignatedfor this FY2016 project is currently from the tax levy but it has been suggested that the project could be CPA- eligible. The issue will not need to beresolveduntilnext year. Lincoln Park Field Improvements: This is part of a multi-year project to install artificial turf on the Lincoln Park fieldsthat has already been approved by Town Meeting; one field is being done each year. Community Center: The fall 2013 STM approved $3.4 million for Phase 1. Additional funding for Phase 1 maybe requested at the spring 2014 STM. th Appropriation Committee Reportto the STM: 4. At the STMscheduled for March 24, articles addressing funding forthe Cary Memorial Building, and possiblyfor the Community Center as well, will be taken up. A Committee report to the STM should be available on March thth 17.This means having a preliminary report prepared by March 10. Next Meetings: 5.The Committee discussed the schedule for upcoming meetings. Mr. Parker will prepare a proposed schedule for weekly meetingthrough the commencement of the Annual Town Meetingand make the necessary room reservations. Some of the meetings can be cancelled if not necessary. The meeting was adjourned at 8:50p.m. A list of documents and other exhibits used at the meeting is set forth below. Respectfully submitted, Sara Arnold Recording Secretary Approved January 23, 2014 Exhibits 1.Meeting Agenda posted by GlennParker, Chair 2.FY 2015 Capital, spreadsheet provided by Rob Addelson 3