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Home My WebLink About2014-12-02-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 2, 2014 Town Office Building, Parker Room; 8:00 .. Location and Time: AM Jill Hai, Chair; David Kanter, Vice-Chair & Clerk; Elizabeth Barnett; Members Present: Rod Cole; Wendy Manz None Members Absent: Pat Goddard, Director, Department of Public Facilities (DPF); Others Present: Mark Barrett, Project Manager, DPF; Shawn Newell, Assistant Director, DPF; Mary Ellen Dunn, Assistant Superintendent of Finance and Operations, School Department; Rob Addelson, Assistant Town Manager for Finance; Bill Hurley, School Committee; Sara Arnold, Recording Secretary Documents Presented: Notice of Public Meeting/Agenda for December 2, 2014 DPFÈs FY2016ÃFY2020 Capital Improvement Projects (CIPs) with back-up information. CEC Comments to DPW regarding DPWÈs CIPs and DPF Responses; comments prepared by Ms. Hai, November 30, 2014; with responses prepared by Mr. Goddard, December 1, 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.) Draft Minutes of the CEC Meeting, November 10, 2014 (Morning) (distributed by Mr. KanterÈs e-mail to all CEC members, November 18, 2014 4:41 p.m.) Draft Minutes of the CEC Meeting, November 10, 2014 (Evening) (distributed by Mr. KanterÈs e-mail to all CEC members, November 18, 2014 4:41 p.m.) Draft Minutes of the CEC Meeting, June 2, 2014 (distributed by Mr. KanterÈs e-mail to all CEC members, November 22, 2014 9:30 p.m.) Ms. Hai called the meeting to order at 8:01 .. Call to Order: AM Ms. Hai thanked the DPF staff for the well-presented materials Discussion of DPFÈs CIPs: included in the CIPs and their responses to this CommitteeÈs subsequent comments. Regarding specific projects, DPF staff further supplemented the CIPs, as follows: Townwide Roofing Program (#561): The TownÈs Roof Repair Master Plan reflects the separate master plans for school and town facilities; the Bridge School roof has now been added to the five year plan, which was not the case in last yearÈs five-year plan. School Building Envelope and Systems Program (#562): Although a few years ago DPF recommended allocating $2.0 million annually to address deferred maintenance issues associated with mechanical and electrical systems and roofs, such a policy was not adopted by the Town. The policy currently is to bring each project through Page 1 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 2, 2014 the funding process. The operating budget is used to maintain and operate the current systems and roofs, but this does not prevent a system or roof from reaching the end of its life. Deferred maintenance projects increase every year. CEC There was discussion about re-visiting the idea of having $2.0 Comments/Concerns: million available annually to address the building-renewal projects. Mr. Goddard noted that having adequate staff to handle more projects is another concern. Mr. Addelson suggested that these matters could be brought to a budget-summit meeting. Lexington High School (LHS) Heating Systems Upgrade Phases 2 & 3 (#564): A consultant identified four options for addressing the aging heating, ventilation, and air-conditioning (HVAC) system at LHS. Annual Town Meeting previously supported an alternative that improved energy efficiency, but did not improve the education environment in terms of noise, air quality,and temperature control. DPF is recommending installation of an energy-recovery ventilation system and partial air- conditioning consistent with the systems that were recently installed at the Bridge and Bowman Elementary Schools. Historically, air conditioning in the schools was not supported, but there is now support for ÅtemperingÆ, which reduces humidity to improve the experience on hot and humid days. This is not the least-expensive option, but, unlike the alternatives, this approach could last 10 to 15 years, at which point a new high school may be built. The FY2016 funding request is for developing a phase one design for a phased program. The design work would identify currently unanticipated challenges. Municipal Building Envelope and Systems (#647): This project does not address any backlog of deferred maintenance. School Building Flooring Program (#653): The operating budget funds routine maintenance and repairs to the floors. Maintaining floors in the schools is a challenge because the work cannot be done while school is in session. Waxless floors do not required regular summer maintenance. This project is for replacing some floors as part of an annual effort to install floors that require minimal maintenance. School Paving Program (#698): It was noted that CEC Comments/Concerns: pavement is an impervious surface, which has an environmental impact. Interior Painting Program (#699): There are only two more fiscal years for this program in the capital budget. The projects involve major painting efforts both of which exceed $50,000. Subsequently, it is anticipated that staff will assume responsibility for painting inside the buildings, and such painting will be covered by the operating budget. Public Facilities Bid Documents (#749): The $75,000 being requested should be adequate, and if there are excess funds, they would flow to Free Cash. The requested funds would allow the Town to go to bid for a project before the Annual Town Meeting (ATM), which means that the presentation of the funding needed to proceed with construction of a project would be available for ATMÄand with ATM approval, the project would be able to move forward at the beginning of the next fiscal year. To date, Town Meeting has approved all the projects that have gone through this process. Page 2 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 2, 2014 Diamond Energy Improvements (#754): This funding request is designed to address a deferred-maintenance project. The design-and-engineering funds that are projected to be requested for FY2017Äthe CIP mistakenly cites it as FY2016Äto replace the schoolÈs HVAC system would allow the Town to keep this project in line with the timeframe identified in the TownÈs Energy Master Plan. The Town now has three HVAC technicians, which should be adequate for maintaining a replaced Diamond system. The Town does not add insulation to the walls of its existing buildings becausethere is an inadequatereturn on the investmentwhen one must open walls to accomplish that. Windows are double-pane. Visitors Center (#835): Selectman Peter Kelley is working with the stakeholders involved in this project to achieve consensus on the scope based on an agreed-upon program for the building. He is to report back to the Board of Selectmen (BoS) in January, 2015. At present, funding for constructing this Center has been delayed to FY2017. Middle School Science and Performing Arts (#838): Funding for this project has been delayed until at least FY2017 to keep it in line with the SchoolsÈ Facility Master Plan. Hastings School Renovation/Replacement (#870): If LexingtonÈs Statement of Interest for replacing the Maria Hastings Elementary School is approved, the Massachusetts School Building Authority (MSBA) is likely to fund the project at 30-35%. To-date, the MSBA has made no decisions about which new projects it will help support. The MSBA will next meet in mid- to late-January 2015; last year they released their decisions over a period of three months. If MSBA votes to invite the Town into the eligibility period for State funding support for this project, that initiates a 270-day period to comply with certain preliminary requirements. Many are administrative, but also included is a Town Meeting's confirmation of the TownÈs authorization and funding to proceed with a Feasibility Study. Renovation & Update of Diamond Kitchen and Cafeteria (#900): A study that is looking at the use of this space has not been completed, but a scope of work should be identified in the near future. When a scope is identified, the Town can use the FY2015 Bid Document appropriation for preparing the bidding documentation so the construction-funding amount can be requested at the 2015 ATM. It is anticipated that there will be a new CIP that includes work at both Diamond and Clarke Middle Schools. Clarke Gymnasium Lockers (#905): This project needs to be revisited with the schools; it does not currently consider the recently developed enrollment projections, which are significant. \[Note: Subsequent to this meeting, this CIP was withdrawn from consideration in the FY2016 budget.\] DPF Vehicle with Aerial Lift (#930): The routine turnover of vehicles is included in the operating budget, but this is not a routine vehicle request. DPF, Department of Public Works (DPW), and the Town Manager plan to discuss the shared use of Town vehicles to facilitate the efficient use/re-use of vehicles as they age. Clarke Middle School Circulation and Parking Improvements (#934): A previous plan for improving traffic flow and parking at Clarke has been significantly changed, and the changes are still being evaluated. One challenge is the need to clean the culvert Page 3 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 2, 2014 under Stedman Road; alternative access options need to be identified while this 9-month project is undertaken. There are 14 school buses that serve Clarke. Bike racks are needed for the 50Ã60 bikes that are parked at the school, primarily during the spring and fall. This project does not include any work on the path that connects the school to Marrett Road. Diamond Middle School Lighting to Rear Parking Lot (#935): The addition of seven light poles would not negatively impact any potential addition at the school. The increase in operating costs is minimal. Diamond Gym Motors for Backboards (#936): This project is addressing a site-specific safety concern because of an incident at the school using the old hand-crank system. It should be determined if this is CEC Comments/Concerns: also an issue at other schools and, if so, those should be concurrently addressed. Security Camera Upgrade to Digital from Analog (#937): The TownÈs current cameras have some additional life, so this is a phased project. Cameras for the Lexington Community Center are not included in this project. LHS Phase 2 Overcrowding Completion (#938): This project involves realigning several rooms at the Lexington High School to improve space utilization; the project requires sequential steps because of the impacts associated with each step. Public Facilities Mechanical/Electrical System Replacements (#939): This project includes installation of an energy-recovery unit in the Town Office Building and as-yet-unidentified improvements at LHS. Details are still being developed, and it is anticipated that an additional $100,000 will be requested. Food Service LHS Dishwasher and Installation (#953): New information indicates a need to increase this funding request from $61,000 to $82,500. Co-funding by the Food-Service Fund might be possible, but that is a complex process. LHS Bicycle Racks and Installation (#955): Installation of already-purchased bike racks and some to-be-purchased bike racks involves securing them into the ground in four different locations around the school. Some unassociated drainage work is scheduled that may delay installation at one of the locations. Elementary School Short-Term Capacity Increase (#959): This CIP will not be fully developed until there is more information from the School Committee, which is waiting for further analysis from Symmes Maini McKee Associates (SMMA), consultants for the school master-plan project. Pre-K Short-Term Capacity Increase (#960): This CIP will not be fully developed until there is more information from the School Committee, which is waiting for further analysis from SMMA. Lexington Public School Educational Capacity Increase (#961): This CIP will not be fully developed until there is more information from the School Committee, which is waiting for further analysis from SMMA. Cary Memorial Building Sidewalk Enhancement (#965): The scope for the Cary Memorial Building renovation project, which is currently underway, included 19,000 square feet of sidewalk renovation (primarily re-setting of the existing brick surface along the arc from Massachusetts Avenue), but the BoS recently endorsed 42,000 square feet of new sidewalk connecting to the Town Office Building, the Police Headquarters, and to the stairs leading to the rear parking lot. (Also included were Page 4 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 2, 2014 two additional pole lights.) Additionally, the BoS supported a change in the sidewalk design for all of that sidewalk from all brick to an approximately 4.5-foot center strip of concrete and a border of brick. These changes are triggering a change order with the contractor. \[Community Center Sidewalk (#966) (dated November18,2014),jointly submitted by DPF & DPW: This placekeeper CIP was not presented.\] None raised. Member Concerns & Liaison Reports: Consideration of the 2014 Minutes forthe June2, October28, Approval of Minutes: November 4, and two November 10 meetings was deferred until a future meeting. A Motion was made and seconded at 10:04 .. to adjourn. Adjourn:Vote: 5Ã0 AM These Minutes were approved by the CEC at its meeting on December 15, 2014. Page 5 of 5