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HomeMy WebLinkAbout2014-11-18-CEC-min Corrected Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 18, 2014 Town Office Building, Parker Room; 8:00 .. Location and Time: AM Jill Hai, Chair; David Kanter, Vice-Chair & Clerk; Elizabeth Barnett; Members Present: Wendy Manz Rod Cole Member Absent: John Livsey, Town Engineer, Department of Public Works (DPW); Others Present: David Pinsonneault, Operations Manager, DPW; Chris Filadoro, Superintendent of Public Grounds, DPW; Robert Beaudoin, Superintendent of Environmental Services, DPW; Marc Valenti; Highway and Equipment Supervisor, DPW; Romina Comunale, Management Analyst, DPW; Glenn Parker, Chair, Appropriation Committee; Rob Addelson, Assistant Town Manager for Finance; Sara Arnold, Recording Secretary Documents Presented: Notice of Public Meeting/Agenda for November 18, 2014 DPWÈs FY2016ÃFY2020 Capital Improvement Projects (CIPs) with backup information CEC Comments to DPW regarding DPWÈs CIPs; prepared by Ms. Hai; November 14, 2014 Draft #2 Minutes of the CEC Meeting, October 28, 2014 (distributed by Mr. KanterÈs e-mail to all CEC members, November 1, 2014 11:45 p.m.) Draft #3 Minutes of the CEC Meeting, November 4, 2014 (distributed by Mr. KanterÈs e-mail to all CEC members, November 17, 2014 2:42 p.m.) Ms. Hai called the meeting to order at 8:01 .. Call to Order: AM Ms. Hai thanked the DPW staff for the well-presented Discussion of DPWÈs CIPs: materials included in the CIPs and the back-up documentation. Regarding specific projects, DPW staff supplemented the CIPs, as follows: Center Streetscape Improvements (#321): The Fiscal Year (FY) 2015 funding for this project is currently being used to bring the 25% design to 100% and to develop a phased construction plan that can be used for going out to bid. Safety components have not been identified as a percentage of the project, but the project includes turn lanes, improved signage, pavement upgrades, a signal at the intersection of Woburn Street and Massachusetts Avenue, and increased lightingÄall of which will enhance safety for pedestrians, bicyclists, and vehicles. Americans with Disabilities Act (ADA) requirements will be met. A working group has provided the lead on this project, and other Town committees have been consulted. The Board of Selectmen (BoS) has expressed general support for the project although there continues to be discussion about some specifics in the project (e.g., about the materials to be used for crosswalks). This is an expensive project and it will be a CEC Comments/Concerns: challenge to get it funded. Automatic Meter Reading System (#327): Preparing existing water meters, under the operating budget, to be compatible with an automatic meter-reading (AMR) system. This process is expected to continue in FY2016. Grant CEC Comments/Concerns: funding from the Massachusetts Water Resources Authority (MWRA) for an AMR Page 1 of 6 Corrected Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 18, 2014 system should be explored. As has been the CommitteeÈs position since an AMR system was first proposed several years ago, there should be a cost-benefit analysis of installing an AMR system to understand the pros and cons. Equipment Replacement (#520): The cost projections are based on prior purchases and talking to sales representatives. Replacement dates are based on vehicle life expectancy, but these are subject to change based on experience. Street Improvements (#522): State-provided Chapter 90 funds, used for street improvement projects, can fluctuate; the CIP reflects the current best estimate. A pavement survey is done annually and streets are classified by need. These data are used to determine a recommended road-repair sequence that balances the needs throughout the Town, although experience may dictate an out-of-sequence street improvement. The BoS is kept informed, but they do not have an official role in deciding which streets are paved. The Town accepts a Pavement Condition Index (CPI) that falls in the mid-70s. Ideally the CPI would be in the 80s, and it should not be allowed to go below the mid-60s. DPW staff would welcome additional funding for street improvements. The cost of asphalt may decline because of the recent decrease in oil prices. The demand on staff time is dictated more by the number of construction projects than by the size of a project, while residents are generally impacted the most by the large projects. Finding police details for projects has become a challenge. Although the State accepts the use of flagmen, the Town requires the use of off-duty police officers or crossing guards, and the demand is greater than available personnel. It was suggested that CEC Comments/Concerns: the BoS should provide some Åtop-downÆ guidance; perhaps this should be a recommended goal for them. Storm Drainage Improvements and NPDES (National Pollutant Discharge and Elimination System) Compliance (#523): NPDES regulations require that drainage systems are checked, and corrected as necessary, as part of scheduled road repairs. Investigations by LexingtonÈs watershed stewards, University of Lowell interns, and staff identified three inflow and infiltration problems last year. The recent work done at Hastings Park was not part of the routine cycle, but there was adequate funding to include it in an existing purchase order. Efforts to identify illicit use of storm drains are difficult; testing does not always identify all the issues. There is no correlation between this CIP and the CIP for Comprehensive Watershed Storm Water Management (#557). Sanitary Sewer System Investigation and Improvements (#524): If Lexington had a sewage-treatment plant, it would be appropriate to refer to the Town having a wastewater system rather than its sanitary-sewer system. The pace of implementing projects under this CIP is frequently determined by the availability of a police detail. The MWRA helps finance these projects with grants and interest-free loans. The grant is spent without a Town Meeting appropriation, and sometimes the grant allows more work to be done than originally anticipated. If the Town had additional financial resources, it would more aggressively replace its force sewer mains; thereby renewing their typical 50-year life span. Hydrant Replacement Program (#528): Three or four hydrants have been replaced so far in FY2015 because of accidents; others are replaced as part of an annual plan Page 2 of 6 Corrected Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 18, 2014 to replace hydrants, which typically have a 50-year life span. Prioritization is based on information gained from the TownÈs hydrant-flush program, which is covered by the operating budget. Approximately 20% of the about 1,500 hydrants in Town fail this test. Hydrants are also replaced where there are going to be road or sidewalk projects. More data regarding the age of the existing CEC Comments/Concerns: hydrants and the number of failure incidents experienced by the fire department would increase the level of confidence that this program is adequate. Pump Station Upgrades (#529):Lexington has a 20-year pump-station improvements plan. The funding request for FY2016 is for the third calendar year of this plan. All of the pump stations should have backup generators, but some of the locations do not have space for such generators. The Town has portable generators for use at these locations. The generators have remote sensing systems that keep staff informed when there is a problem. Street Acceptance (#554): There are no requests for street acceptance. CEC Mr. Kanter expressed his aversion to any street acceptance, Comments/Concerns: in the event that one should be brought forward. Comprehensive Watershed Storm Water Management Study and Implementation (#557): A prioritized list of projects was finalized last week. Stream management can involve culvert work, as discussed in the CIP for Town-wide Culvert Replacement (#683). Efforts are being made to mitigate storm water in a way that will avoid major projects. The Engineering and Operations Departments are developing a database program identifying all the best management practices that should be implemented, and training sessions on maintenance procedures are being held. Part of this process involves identifying what work can be done in-house and what requires an outside contractor. Water Distribution System Improvements (#560): Lexington has some unlined water mains that were installed in 1896. There are a number of factors that impact the longevity of these pipes, including soil type. Replacing them is expensive and disruptive. Lining them is an option, but alternatives are being explored. Water mains in the Prospect Hill area and East Lexington area are being tested to determine which area should be included in a FY2016 project. An east Massachusetts Avenue project that may be supported by the StateÈs Transportation Improvement Plan (TIP) will impact some of the pipe in East Lexington, but that project is some years into the future. Lexington also has 50Ã60 dead-end water distribution sections that should be looped to improve water quality and/or fire flow, but for some it is not practical to make them a part of a loop. The Planning Board is currently requiring new development to include looping systems. These projects are not eligible for a MWRA grant. A Request for Proposals is being issued for a full evaluation of LexingtonÈs water system, including its history, current conditions, and recommended long-term plans. Massachusetts AvenueÄThree Intersections Improvement (#587): This project is following the process for receiving TIP funding for construction. Although this project is number four on the TIP list, the first two on the list have already been funded and the third is a Federal project. That standing gives reason to expect the TownÈs project will make it into the FY2019 TIP. (Earlier funding in the TIP is already Page 3 of 6 Corrected Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 18, 2014 assigned.) The $50,000 request for FY2017 is an estimate to address potential easement requirements, which still need to be identified. It may be that the easements will be temporary (e.g., only necessary during construction). Sidewalk Improvement (#644): All of the sidewalk projects included on the 2013-2014 list were completed. Current sidewalk conditions (which does not address the lack of needed sidewalks) indicate that the program needs $600,000 annually to meet needs; however, the availability of police details impacts how quickly these projects can be implemented.An evaluation of existing assets is being developed, as is a prioritization plan; Geographic Information Systems is being used. Two plans for a sidewalk to the Lexington Community Center were recently presented to the BoS, which asked for some changes. An original plan that required use of land owned by Scottish Rite Masons was not agreed to by them and the request at the 2014Annual Town Meeting (ATM) for $100,000 for that sidewalk was Indefinitely Postponed. Dam Repair (#645): There are two dams in Lexington. Butterfield Dam repairs were completed successfully and should have made the need for any further rehabilitation to be after FY2020. The design and engineering (D&E) for the Old Reservoir Dam repairs which was funded at the 2014 ATM were delayed because of work-flow demands within DPW, but regular maintenance was performed so the proposed 1-year slip to FY2017 in the requested construction funding should be acceptable. This project is expected to be controversial because tree removal is required. Battle Green Master PlanÄPhase 3 (#672): This project addresses on-site components of the Battle Green. The architectural designer for this project took another job, which resulted in delays in implementing Phases 1 and 2. Some of those already-funded phases will be implemented in FY2015. There are plans to restore the Battle Green monument, but the basis for that restoration has not been determined. The Battle Green Streetscape Improvements (#922) still needs to be refined, which may result in pushing this Phase 3 of the Battle Green Master Plan beyond FY2017. The Tourism Committee, Historic Districts Commission, Community Preservation Committee, and the Chamber of Commerce have participated in developing the Center Streetscape Improvements (#321)Äto which the Battle Green Streetscape Improvements is an extensionÄand as both projects have the same project manager, they are being coordinated with this Phase 3 effort. Town-wide Culvert Replacement (#683): There are approximately 60 culverts in Lexington, and new ones may be discovered. Approximately 10 were replaced in the last five years. A culvert behind the Munroe Center for the Arts needs to be replaced, and a recent report identified a collapsing culvert north of Camellia Place. Because the latter supports the Minuteman Bikeway, it appears to be eligible for funding under the Community Preservation Act (CPA). Additional D&E funding is being requested for designing the next culvert-replacement project. The failure of culverts indicates a need for a prioritization plan to avoid crisis management, and this is being coordinated with Comprehensive Watershed Storm Water Management (#557) projects. Townwide Signalization Improvements (#688): The World Tech Engineering inventory of LexingtonÈs traffic signals was created in 2011. Upgrades include Page 4 of 6 Corrected Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 18, 2014 installing pedestrian controls that comply with ADA standards, electronic signalization for bicycles, and an Opticom system that allows emergency vehicles to control intersection lights when they are responding to an emergency. (The latter is different from the pre-emptive lights that allow the vehicles access and egress to the fire stations.) The controls for the Bedford Street pre-emptive light need to be moved out of the fire-station basement where they are subject to water damage. Any upgrades for the Massachusetts Avenue/Worthen Road light may be coupled with lane changes; that upgrade may be handled as a separate project. Hartwell Avenue Infrastructure Improvements (#850): The first priority for the proposed Hartwell Avenue improvements is to rehabilitate the Kiln Brook bridge. This requires storm-water control measures and possible site acquisition, which may be permanent or only temporary (e.g., used during construction). This will be followed by efforts to improve pedestrian access atthe intersection withBedford Street and upgrades at Maguire RoadÄwhich intersection has been identified for conversion to a round-about. This multi-element project CEC Comments/Concerns: may not survive competition for funding during the budget process, but the Kiln Brook bridge rehabilitation should remain as the first phase in FY2016. Maintaining use of the road during construction is recognized as being a challenge. Municipal Parking Lot Improvements (#881): Although D&E is shown for FY2017, this project is not expected to be pursued until the future use of the current Police Headquarters and the Hosmer House are determined. Bikeway Bridge Renovations (#883): The Massachusetts Bay Transit Authority is responsible for structural repairs while the Town is responsible for maintenance of the bridge. This project involves an extraordinary-maintenance expense and is therefore considered a capital project rather than an operating expense. DPW staff consulted Town Counsel about this project being CPA eligible and were told it would be difficult to justify. Because this bridge is used by the CEC Comments/Concerns: Minuteman Bikeway it seems that it should be CPA eligible. Another justification is that the bridge is historic and this would be a historic preservation or restoration project. In response, Mr. Livsey agreed to consult with Mr. Addelson and Carl Valente, Town Manager, regarding the funding source. Hartwell Avenue Compost Site Improvements (#915): The DPW Compost Operations Revolving Fund would be used to fund this project. A new building will be used to house compost-facility administrative functions and a new truck-weighing scale to convert measurement from approximate volume to actual weight. This building would not meet the Police DepartmentÈs needs as those relate to a firing range at this location. The firing range and an associated facility need to be collocated and away from the building related to administering the composting activities. There are policy and financial implications related to the firing range being used as a regional resource. The impact of installing solar panels has not yet been identified, but it appears there is a range of options. Because of unanswered questions, this project has been moved to FY2017. Hastings Park Underground Wires (#921): The current utility poles are an impediment to some activities at Hastings Park; putting the wires underground doesnÈt involve impervious surfaces, which simplifies the project. It would be more Page 5 of 6 Corrected Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 18, 2014 costly to run the wires around the park on utility poles than putting them underground. During the excavation, it will be considered placing additional conduits (or conduit space) in the event it is needed for other wiring purposes. The gazebo in Hastings Park is scheduled for reconstruction under a previously-funded project. Because the gazebo has no walls, the required reconstruction certification is less stringent than originally anticipated; the project is being rebid. Generally there are no fees for using the gazebo, but reservations are required. CEC Comments/Concerns: Mr. Kanter recommended the project name be changed as there are no underground wires, but rather the funding will effect undergrounding of the existing aerial wiresÄ so perhaps ÅHastings Park Undergrounding of Overhead WiresÆ. Battle Green Streetscape Improvements (#922): Moving from conceptual plans to 25% design plans for this project involved traffic modeling, public meetings, and landscaping services. The FY2016 funding request wouldallow this project to achieve 100% design plans, which would provide bidding documents and more-accurate estimated construction costs as compared to current estimates. The project includes on-site construction services, which are estimated at $100,000. CEC Mr. Kanter expressed concern that the past and Comments/Concerns: estimated-future D&E funding (including projected project management) totals $450,000. That would be 56% of the estimated $800,000 construction or 36% of the total projectÄboth of which he considered extraordinarily high percentages. The DPW response was that the construction cost in the CIP is more likely than not significantly understated. Mr. Kanter said this Committee should have a revised amountÄand even then with a contingency allowance. Westview Cemetery Building Assessment (#940): The cemetery building is inadequate and needs repairs. This funding is requested for studying and evaluating how this should be addressed. The cemetery revolving fund is only used for vaults and containers; it cannot support a building project. When Town buildings were assessed, this building was inadvertently left off the list. CEC Comments/Concerns: The CIP should identify a funding entry for construction of whatever is likely to be the recommendations of the study and evaluation. Public Parking Lot Improvement Program (#941): The Town Center municipal parking lots should be reconstructed and reconfigured, but this project is frequently delayed because of other demands. As already noted for other work the DPW wishes to do, the inability to get the police details that are required is also a factor in prioritizing and then timely execution of DPW projects. : None presented. Member Concerns and Liaison Reports The next scheduled meeting is on December2, 2014. Future Meetings: : Consideration of the Minutes for the October 28, 2014, and for the Approval of Minutes November 4, 2014, meetings was deferred until a future meeting. A Motion was made and seconded at 10:50 .. to adjourn. Adjourn:Vote: 4Ã0 AM These Minutes were approved by the CEC at its meeting on December 9, 2014. (Clerical error corrected on December 12, 2014) Page 6 of 6