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HomeMy WebLinkAbout2014-01-16-CPC-min Minutes of the Community Preservation Committee Thursday, January 16, 2014 3:00 pm, Parker Room Town Office Building, 1625 Massachusetts Avenue Committee Members Present : Marilyn Fenollosa, Chair; Norman Cohen; David Horton; Jeanne Krieger; Leo McSweeney; Robert Pressman; and Sandra Shaw. Absent: Member Dick Wolk, Vice-Chair; Member Richard Canale; and Nathalie Rice, Administrative Assistant. Also in attendance : Rob Addelson, Assistant Town Manager for Finance; Pat Goddard, Director of Public Facilities; David Pinsonneault, DPW Operations Manager; David Kanter, Vice-Chair, Capital Expenditures Committee \[CEC\]; Bill Hurley, Member, CEC; Fred Johnson, Member, Cary Memorial Building Renovation Design Committee \[Ad Hoc\]. Ms. Fenollosa called the meeting to order. FY 15 Submittal 7, Battle Green Master Plan - Phase 3 \[Revision date 10-10-13\] A vote on this proposal had been delayed due to a desire of two members to examine information showing the parameters and status of Battle Green projects previously funded. This information was provided prior to the meeting, by Mr. Pinsonneault, in a chart titled Battle Green Project Updates.€ It addressed the Battle Green Monument Restoration Project€ and Battle Green Master Plan projects Phase 1€ and €Phase 2.€ In response to a question, Mr. Pinsonneault stated that construction work on two projects is anticipated in the summer of 2014, as noted on the chart. The written proposal as presented to CPC requested $90,000 in CPA funds for Design/Engineer\[ing\]€ \[. . . for architectural services to develop plans and specs (25% design level€) for Phase 3 of the project based on the Center Streetscape and Battle Green Traffic Engineering Studies.€\] \[10-10-13 Revision\] Later construction would address traffic and pedestrian improvements, site amenities, historical landscaping and completion of new pathways.€ \[10-10-13 Revision\] Mr. Addelson reported that he and Town Counsel Kevin Batt had agreed that $27,000 of the $90,000 needed to address traffic safety€ at the juncture of Bedford, Hancock, and Harrington was not eligible for CPA funding. Decisive for Mr. Batt was that this work would be needed even if there was no Battle Green.€ On a motion duly seconded, CPC members approved by a vote of 7 to 0 an 1 expenditure of $63,000 of CPA funds for the eligible portions of the Phase 3 project. The Town will provide a revised version of this project to the CPC. Town planning, as reflected in the 10-10-13 submittal, has envisioned a request to CPC in a later year, for $650,000 to complete Phase 3. \[In the revision, an adjustment of the future amount identified would seemingly be necessary in light of the recognized, traffic-safety aspect of the project.\] FY15 Submittal 5(a), Hastings Park Gazebo Renovations \[Revision date 10-22-13\] A vote on this proposal had been delayed due to a member's request for a breakdown of the amount of $120,000 requested for the project. Members received earlier in January the requested information, provided by Mr. Pinsonneault; it identified 8 component costs totaling $120,000, with sitework€ $64,000 of this amount. \[This work, as explained at an earlier meeting, is necessary to provide handicap access to the Gazebo.\] Mr. Pinsonneault stated that he had met once with the Historic District Commission, which reacted favorably to the creation of a natural \[soil\] ramp, to provide handicap access to the Gazebo. Another presentation to the Historic District Commission will occur. On a motion duly seconded, CPC members approved by a vote of 7 to 0 an expenditure of $120,000 for the Hastings Park Gazebo Renovation project. Following the vote, Mr. Pressman reported a discussion with Dave Eagle regarding the gazebo project. Mr. Eagle stated that Lexington's Rotary organization built the gazebo \[confirmed by CPC member Leo McSweeney\], repaired the roof at one point, and was looking for projects to undertake. Mr. Eagle then suggested that Rotary could aid in the current project, an eventuality which could reduce the amount of CPA funds expended. Mr. Pinsonneault stated that he will follow-up with Rotary on this matter. FY 15 Submittal 2, Cary Memorial Building Upgrades \[Revision: 12-24-13\] At an earlier meeting, CPC approved by a 9 to 0 vote the amount of $7,988,000 in CPA funds for the construction phase of the Cary Memorial Building upgrades. It was understood that this amount might change. Work by the Ad Hoc Design Committee appointed by the BOS with the consulting architects \[Mills Whitaker Architects\] yielded increases in both the total amount requested for the project and the CPA share. The BOS approved the new figures at its meeting on December 16, 2013. The new total is $8,677,400 and the requested CPA share $8,241,350. CPC received 2 pages of tables showing the components of the project and their costs; the 2 items yielding the increase in the cost of the project; the items to be paid for from the General Fund and their costs, totaling $235,230; and the amount to be funded by PEG ACCESS ($200,820), for a portion of the AV system. Director of Facilities Pat Goddard explained the process and the information in the tables and answered questions. David Kanter reported that the PEG ACCESS amount was presented to the Community Advisory Committee. Mr. Kanter noted that this Committee had yet to vote on the matter as of this CPC meeting. Mr. Goddard identified the tax levy as an alternative source of the $200,820, should the PEG ACCESS allocation not be approved. Ms. Fenollosa inquired about the CPA-eligibility of an expenditure of $81,500 to upgrade foodservice equipment in serving area.€ Mr. Goddard identified reliance, for CPA eligibility, on Mr. Batt's determination of eligibility of a similar approach in the Community Center project. Mr. Goddard noted an effort to secure a cost estimate for Wifi capability in the Cary Memorial Building. He added that this would not lead to a CPA request. There will be an effort to address the Cary Memorial funding request at a Special Town Meeting.. The hope is that this will yield multiple benefits \[allow bids to go out earlier; more favorable cost; 15-month construction period would encompass two summers when Cary Memorial has lesser use; rehabilitated building available in Fall 2015\]. The plan to bond this project was noted. On motion duly seconded, the CPC approved by a vote of 7 to 0 the amount of $8,241,350 in CPA funds for the Cary Memorial Building project. FY 15 Submittal 4, Visitor Center  Design Phase \[Revision 12-18-13\] At an earlier meeting, CPC approved the expenditure of $53,781 for the CPA- eligible portion of the Design and Engineering costs of this project. Pat Goddard presented the revised request for a total of $59,332 in CPA funds. The CPA funds would be used for work concerning the existing footprint€ of the Visitor Center. On motion duly seconded, CPC voted 7 to 0 to approve the use of $59,332 in CPA funds for the CPA-eligible portion of this project. \[The method for calculating the CPA-eligible amount is shown on an attachment to the revised application.\] CPC members were informed that the BOS has approved the amount requested from the tax levy for the Visitor Center D & E work. However, the BOS has not yet approved the overall scope of the project. Action on this matter awaits the resolution of a disagreement between the Tourism Committee and the Historical Society. The BOS has tasked€ the groups with resolving the issue. 3 FY 15 Submittal 3, 39 Marrett Road Community Center Renovation \[Revision 12-24-13\] At the meeting of November 7, 2013, CPC approved by a vote of 9 to 0 (pending final determination of the amount) $645,775 for the CPA-eligible portion of this project. At that time, Mr. Goddard explained that \[this\] FY 15 request for the Community Center was for \[D &E\] monies that would carry the project through construction plans. He also explained that the request included construction funds of $250,000 for the sidewalk from Marrett Road to the Community Center. . . . Mr. Goddard said the \[D&E\] estimate was driven by the final programmatic and construction costs, which had not yet been finalized. He expected that the D&E estimate and sidewalk construction would be approved by the selectmen by the end of December though he anticipated changes to design which might push the approval process until February.€ \[CPC minutes, 11-7-13 at 1\] Mr. Goddard discussed the revised request for $675,693 in CPA funds. Based on activities of the Ad Hoc Community Center Committee and the BOS, including BOS discussions of overall Town facility priorities, the following elements are now under consideration for this FY 15 Community Center package, which Mr. Goddard termed Phase 1B€: a sidewalk; stretch energy code€ compliance; reconfiguration of the first floor area to the right of the main entrance, to provide for seating of 140 persons; some building envelope work; and some HVAC enhancement. Regarding the sidewalk, Mr. Goddard reported that a location has yet to be identified and discussions with the Masons may be necessary. It was anticipated that the BOS would discuss this project at its meeting on January 27, 2014. On motion duly seconded, the CPC voted 4 to 3 to approve the expenditure of CPA funds in the amount of $675,693 for a project of the scope described by Mr. Goddard. The project, as presented, also referenced use of tax levy funds in the amount of $155,897. Mr. Addelson provided and explained an updated version of his analysis titled CPA Fund  Projected Revenues and Expenditures,€ dated 1-16-14. The analysis includes, through FY2021, Projected \[CPA\] Revenue,€ Projected Claims Against Projected Revenue,€ and Projected Debt Service . . . .€ The latter category referenced eight projects, either already approved, or considered likely to be presented to CPC in the future. The analysis identifies a net balance available of $1,923,856 at the end of FY 2021, applying the facts and assumptions, which it sets forth. \[Mr. Addelson has emphasized in the past that this analysis is prepared to aid in planning, but should not be considered a budget.\] Members identified several additional projects which will or might be presented to CPC in the future: Hosmer House rehabilitation, Stone Building rehabilitation, housing on the Leary land, a police station project, and work on the Battle Green. 4 Member Cohen stated that a land purchase proposal might come before the CPC prior to Town meeting. Member Cohen discussed briefly a possible, changed approach for presentation of the CPA Article at the Annual Town Meeting. Ms. Fenollosa stated that this matter was worthy of discussion at a future meeting. FY 15 Submittal 9, LexHAB Set-aside Funds for Development of Community Housing (Busa) LexHAB's application sought $750,000, to be used with $535,000 of unspent funds previously approved by CPC and Town Meeting, for construction of housing on the portion of the Busa land set aside for that purpose by the BOS. When the matter was presented at the meeting of November 21, 2013, 8 members voted in favor of the proposal and one, Ms. Fenollosa, abstained and requested a breakdown showing the elements of the project and the associated costs. \[CPC Minutes, 11-21-13 at 3\] Thereafter, LexHAB presented a revised Project Application, dated December 19, 2013, containing the requested information. In light of LexHAB's additional submittal, Ms. Fenollosa cast her vote in favor of the LexHAB proposal, Therefore, LexHAB's application for use of $750,000 of FY15 CPA funds has been approved by a vote of 9 to 0. At this time, none of the CPC members present desired to change any other vote previously cast. On motion made and duly seconded, the CPC adjourned. Respectfully submitted, Robert Pressman, Member, CPC 5