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HomeMy WebLinkAbout2014-11-04-CEC-min 000 00 lr = 't Minutes of the M n Lexington Capital Expenditures Committee (CEC) Meeting 4,4°, ,,,' ,,,,"PP, November 4, 2014 Location and Time Cary Memorial Library, Learning Center, 8.00 A.M Members Present Jill Hai, Chair, David Kanter, Vice-Chair & Clerk, Rod Cole, Wendy Manz Members Absent None Others Present Karen Simmons, Director, Recreation Department, Chris Filadoro, Superintendent Public Grounds, Department of Public Works, Karen Mullens, Conservation Administrator, Office of Community Development, Jordan McCarron, Conservation Stewardship Program Coordinator, Office of Community Development, Koren Stembridge, Director, Cary Memorial Library, Emily Smith, Head of Technology, Cary Memorial Library, Rob Addelson, Assistant Town Manager for Finance, Sara Arnold, Recording Secretary Documents Presented • Notice of Public Meeting/Agenda for November 4, 2014 • Recreation Department's FY2016—FY2020 Capital Improvement Projects (CIPS) • Office of Community Development's FY2016—FY2020 CIPS • Cary Memorial Library's FY2016—FY2020 CIP • CEC Comments to Office of Community Development, Recreation Department, and Cary Memorial Library regarding each department's CIP (distributed by Ms Hai's e-mail to the department directors, Mr Addelson, and all CEC Members, November 3, 2014 10 17 am ) • Community Preservation Fund Allowable Spending Purposes, G L. c 44B, Chapter 5 (distributed by Mr Kanter's e-mail to all CEC members, October 31, 2014 1043PM ) • FY16 CPA (Community Preservation Act) Project List (November 3, 2014) (distributed by Mr Kanter's e-mail to all CEC Members, November 3, 2014 3.20PM ) • Draft #2 Minutes of the CEC Meeting, October 28, 2014 (distributed by Mr Kanter's e-mail to all CEC members, November 1, 2014 11 45 P M ) Call to Order Ms Hai called the meeting to order at 8.01 A.M Discussion of Recreation Department's CIPS In response to questions, Ms Simmons explained that a number of the projects are identified for Community Preservation Act (CPA) funding If CPA funding is not approved for a particular project, the Recreation Committee and Town staff would have to evaluate alternatives, including the balance and health of the funds in the Recreation Department's Enterprise Fund, to determine the best alternatives Regarding specific projects, Ms Simmons and Mr Filadoro supplemented the CIPS, as follows • Athletic Field Lighting (#278) The Recreation Department manages 429 acres of park and recreation land Each year the timing for projects is evaluated, and sometimes it is determined that it is best to change, as compared to the previous fiscal year's (FY's) CIP, the FY for a particular project. The athletic field lighting, Page 1 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 4, 2014 which is safe and has not incurred large repair costs, has been postponed to FY2017 When the lights are replaced, a 50% reduction in energy costs is anticipated The estimated project cost will be updated next year This project does not include lighting for Lincoln Field There have been discussions about donations being used to light Lincoln Field, but there are feasibility questions that need to be addressed first. • Pine Meadows Improvements (#280) This CIP no longer includes, as compared to the previous FY's CIP, a web-based computer system to manage irrigation because it is considered unnecessarily expensive Instead, the anticipated funding requests will support small projects, as identified in the CIP, to maintain the golf course and address associated drainage concerns In a broader context, the Town has adopted a beaver-management program and has incorporated multi-department collaboration efforts to address drainage issues This has successfully prevented serious flooding, including on the golf-course fairways that had previously experienced problems • Park and Playground Improvements (#282) This project continues the Town's commitment to meet Americans with Disabilities Act (ADA) standards at its playgrounds While some of the playgrounds are slated to receive all new playground equipment over the next five years, the playground projects at the Munroe Art Center (Munroe), the Franklin Apartments (Franklin), and on Bow Street are only replacing swings and resurfacing areas for safety Non-public entities are authorized to use the Munroe and Franklin playgrounds, and are responsible for any additional playground improvements Mr Kanter expressed concern about liability issues and asked that there be documentation explaining why the Town is making selective improvements and why the Town isn't responsible for other equipment that may be installed on a playground There was a brief discussion about Town expenses required to maintain structures that are donated, such as the skate park. The fence that is identified for installation in the pool area on Worthen Road in FY2020 will have varying heights and will be made of a black material that is powder-coated As the liaison to the Recreation Department, Ms Manz will pursue additional information for this Committee's Five-Year Capital Plan that is reported to the Annual Town Meeting • Town Pool Renovation (#283) This project anticipates starting Phase III of the multi-phased pool complex renovations in FY2017 The FY2008 estimated cost has not yet been updated for inflation The project will focus on the filtration system, which was installed in 1980 with a 15-year expected life span An audit recommended the schedule included in the CIP, it is expected that, with proper maintenance, the system will last another two years • Park Improvements—Athletic Fields (#518) Based on the condition of the Lincoln Park softball field and school-department requests, this project was moved, as compared to the previous FY's CIP, from FY2017 to FY2016 It is anticipated that one contractor will be used for the different elements of the project to ensure efficient implementation Page 2 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 4, 2014 • Pine Meadows Equipment (#519) The inventory of Pine Meadows equipment includes expected end-of-life data, and the annual replacement schedule is based on this information • ADA Accessibility Study (#530) In order to meet ADA requirements, the Town must have a transition plan for becoming 100% ADA compliant. This project will identify recreation-related ADA deficiencies for incorporation into the plan • Park Improvements—Hard Court Resurfacing (#532) This project will address hard courts throughout the Town, it is anticipated that one contractor will be hired for the various projects • Center Track and Field Reconstruction (#732) The last time the track surface was re-coated was in 2012, and continued re-coating is no longer practical The track needs to be reconstructed and the funding for that is planned for FY2018—including replacing the bleachers among the uses of the CPA funding Although fees are charged for non-Town use of the athletic fields, there are no fees for walking on the track. • Lincoln Park Field Improvements (#848) There is a 3-phased program to replace the synthetic fields at Lincoln Park, and FY2016 funding is targeted for Phase 3 The litigation issues associated with Phase 2 are nearing resolution The company involved can bid on the new project, but the Town can reject the low bidder by documenting reasons for doing so if that should be warranted • Parker Meadow Accessible Trail Construction (#880) This CIP will be withdrawn as its scope is already contained within Community Development's CIP #882 that will be discussed later • Recreation Site Assessment of Potential Land Acquisition (#893) This project is a placeholder, Ms Manz, as this Committee's liaison to the Recreation Department, will track its progression Discussion of Cary Memorial Library's (Cary Library) CIP Regarding the specific project, Ms Stembridge supplemented the CIP, as follows • Cary Library Internal Reconfigurations (#927) This project is designed to provide distinct areas within the library to separate quiet activities from activities that involve conversation and collaboration The latter are usually associated with students who are doing homework and working on school projects The Board of Library Trustees is supporting the creation of a teen area on the ground floor where the adult fiction materials are now located Staff will be redeployed to ensure adequate supervision It is important that the library be available for teens to pursue their academic interests and complete homework. The new Lexington Community Center will be serving teenagers as well, and a collaborative effort is being pursued to determine which activities belong in each facility To provide adequate space for the adult fiction materials on the first floor, the plan is to reduce the footprint of the circulation desk and address some other deficiencies in the first-floor layout. Tutoring can be accommodated in small rooms on the mezzanine level As shown on the CIP, the use of private funding is anticipated Page 3 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 4, 2014 Discussion of Community Development's CIPS Regarding specific projects, Ms Mullens supplemented the CIPS, as follows • Parker Meadow Accessible Trail Design and Construction (#882) This is a collaborative effort with the Recreation Department. They are currently going out to bid for the design and engineering phase of this project and expect to award the contract in January 2015 The deliverables, which will provide the information for determining future funding requests, are expected in June 2015 • Conservation Meadow Preservation Program (#928) The Town owns approximately 75 acres of land that have been identified for upland meadow preservation, but 12 fields plus meadow areas of Willards Woods have been impacted by invasive species and encroaching shrubs and trees, particularly around the edges In general, two fields are slated to be restored in any given FY, Willards Woods will be handled by itself because of the size of the project. The proposal is to start in FY2016 with preserving the meadows at Hennessy Field and Joyce Miller's Meadow in Great Meadow There are historic implications relating to vistas and stone walls so CPA funding will be pursued If it is not approved, other funding sources will be explored Massachusetts Audubon is assisting the Town in prioritizing the projects • Lower Vine Brook Paved Recreation Path Reconstruction (#931) The cost for this reconstruction project was developed by the Department of Public Works (DPW) when this path was identified as a two-phased sidewalk project. It continues to be presented as a two-phased project with funding requests in two different FYs Members of the this Committee expressed concern about the risk of getting funding approval for one year and not the next. A motion was made and seconded to endorse a single-year, FY2016, funding request for the Lower Vine Brook Paved Recreation Path Reconstruction with Mr Kanter, as this Committee's liaison to the Community Preservation Committee (CPC), advising the CPC of this Committee's position It was noted that the project could still be implemented over two FYs, but single-year funding would avoid subjecting the project to potential future rejection after it has been started There was discussion about the availability of CPA funds in FY2016, and Mr Addelson reported that he has not, as yet, completed such an analysis It was suggested that the availability of CPA funds is a CPC issue and should not influence this Committee's position on single-year funding Vote 4-0 • Land Acquisition (#932) The Conservation Commission is pursuing the possible acquisition of open space that would be available for passive recreation Future Meetings and Schedule The next scheduled meeting is on November 10th, the agenda will focus on this Committee's processes and the responsibilities of each member The meeting is after the election when it will be determined whether Bill Hurley, a previous CEC member who resigned to campaign for a seat on the Town's School Committee, has been elected If not, he will be eligible for reappointment. There is also another party interested in joining this Committee Ms Hai expects that, regardless of the election outcome, a new appointment will be made before November 10th A December 16th CEC meeting has not yet been posted This is potentially when Mr Addelson and Carl Valente, Town Manager, would attend to hear this Committee's Page 4 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 4, 2014 preliminary positions on the capital projects It isn't yet clear whether this Committee will be prepared to provide this information by December 16th and Ms Hai will be discussing the matter with Mr Addelson and Mr Valente Approval of Minutes Consideration of the Minutes for the October 28, 2014, meeting was deferred until the November 10th meeting Member Concerns and Liaison Reports Mr Cole reported that the School Committee voted to recommend to the Board of Selectmen that it call a Special Town Meeting (STM) in January 2015 The purpose of the STM would be to request approximately $2 4 million for leasing up to six modular classroom units for the Bridge, Bowman, and Fiske Elementary Schools The funding source was not discussed at the School Committee meeting It was noted that there is approximately $8 0 million in the Town's stabilization fund for capital purposes, if that's deemed a capital projected Mr Kanter questioned the advisability of moving forward on this project without a process that solicits endorsement by the Town's taxpayers Mr Cole noted that there are non-School Committee members of the Ad hoc School Master Planning Committee who question whether leasing modular units will fit into the context of an as-yet-unidentified long-term plan, they believe it is critical to avoid potential conflicts He also noted that leasing modular units does not address the pre-kindergarten program enrollment problem If just one more pre-kindergarten (pre-K) student enrolls, it may be necessary to send that child to an out-of-district program, which is expensive A possible option is to move the pre-kindergarten Occupational Therapy/Physical Therapy (OTPT) portions of the pre-K program into the School Administration Building for approximately $80,000 That would, in turn, create more pre-K classroom space in the Harrington Elementary School Such renovations would not provide OT/PT facilities comparable to the current facilities, but they could be funded from the Schools operating budget. Mr Cole added that his understanding is that with proper redistricting for the 2015-2016 school year, the need for modular units could be postponed until September 2016 That would allow the Town time to determine the best location for the units within the context of a long-term plan, and the Town would get higher-quality units He also noted a comment made at the School Committee meeting that in Bedford the elementary schools are kindergarten through grade two and then grades three to five Such a configuration in Lexington could result in extra classrooms being available Although he didn't comment at the School Committee meeting, Mr Cole said that he believes there are alternatives that should be explored before funds are put into leasing modular units Mr Kanter reported that the CPC is developing a table for top—level consideration of the CPA funding requests The first question is whether a project is eligible under the CPA. Then, if eligible, the CPC determines whether a project is worthy of CPA funding Adjourn A Motion was made and seconded at 9 58 A.M to adjourn Vote 4-0 These Minutes were approved by the CEC at its meeting on December 9, 2014 Page 5 of 5