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Home My WebLink About2014-12-15-CEC-min 000 00 lr = 't Minutes of the M n Lexington Capital Expenditures Committee (CEC) Meeting APAP, December 15, 2014 Location and Time Town Office Building, Reed Room, 7.30 A M Members Present Jill Hai, Chair, David Kanter, Vice-Chair & Clerk, Elizabeth Barnett, Rod Cole, Wendy Manz Members Absent None Others Present None Documents Presented • Notice of Public Meeting/Agenda for December 15, 2014 • All FY2016—FY2020 Capital Improvement Projects (CIPS) and Non-Town Applications to the Community Preservation Committee (CPC), with back-up information, distributed to date to the CEC • Summary of FY2016—FY2020 CIPS (distributed by Rob Addelson's, Assistant Town Manager for Finance, e-mail to all CEC members, December 12, 2014 4 52 P M ) • Mr Addelson's Summary of FY2016—FY2020 CIPS as expanded by Mr Kanter with his Comments, including adjusted/missing funding entries, additional CIPS, and the non-Town applications for to the CPC • Draft #2 Minutes of the CEC Meeting, December 2, 2014 (distributed by Mr Kanter's e-mail to the other CEC members and Ms Arnold, December 11, 2014 10.23 P m ) • Update to Draft #2 Minutes of the CEC Meeting, December 2, 2014 (distributed by Mr Kanter's e-mail to the other CEC members and Ms Arnold, December 12, 2014 211 pm ) • Draft Minutes of the CEC Meeting, December 11, 2014 (distributed by Mr Kanter's e-mail to the other CEC members and Ms Arnold, December 12, 2014 2 11 p m ) Call to Order Ms Hai called the meeting to order at 7:38 A.M Preliminary CEC Positions on the FY2016—FY2020 CIPS & Non-Town Applications to the CPC Distributed To Date to the CEC In preparation for the discussion with Carl Valente, Town Manager, and Mr Addelson planned for the Committee's meeting posted for the next day (the 16th), and using the expanded summary of the FY2016—FY2020 CIPS provided by Mr Kanter, the Committee discussed each entry, each member made comments as seen fit, and then a straw poll was taken on that entry to represent a preliminary position of the Committee Of special note, however, and not repeated below, this Committee agreed it must make a broad-ranging qualification of its support of any project that touches on any school facilities, including school property, that may be affected by the yet-to-be-known outcome of the on-going School Master Plan effort in a manner that affects the scope, justification, and/or timing currently represented in a project's documentation and the presentation to this Committee Also, this Committee noted that for any "placekeeper" CIPS or where dollar amounts for projected work are "to be determined", in the table in the "Capital Funding Request" section, something other than "$0" or "$ -" needs to be entered—even if just "TBD"—so everyone Overall Page 1 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 15, 2014 can tell at least in which fiscal year a funding request is contemplated at the time the CIP is issued (and if later revised) At 9.00 A M , while still in the process of working its way through the expanded summary, a Motion was made and seconded to recess the meeting so the members could attend the swearing in of Nathalie Rice as the new Lexington Town Clerk—with the intent of the Committee to return to this session after that event, but in an alternate location in the same building Vote 5-0 (A sign was then posted at the initial location advising that when the Committee's meeting is called back to order it would be in the same building's Parker Room (G15) ) At 9 15 am , Ms Hai called the meeting back to order from its recess After having finished the review by having discussed every item in the expanded summary, the preliminary positions taken by the Committee are shown in the Appendix. Mr Kanter agreed to update his expanded summary to reflect those preliminary positions and to include additional comments agreed to by the Committee during this meeting, but asked the other members to advise him this afternoon if they had other changes as he would be distributing the updated, expanded summary to Mr Valente and Mr Addelson before tomorrow morning's meeting when this Committee would brief them on these preliminary positions and associated comments Member Concerns & Liaison Reports None Approval of Minutes A Motion was made and seconded to approve the Draft#2 Minutes of the CEC Meeting, December 2, 2014, as presented (includes the amendments previously distributed by Mr Kanter) Vote 5-0 A Motion was made and seconded to approve the Draft Minutes of the CEC Meeting, December 11, 2014, as presented Vote 3-0-2 [Ms. Barnett and Mr Cole abstained as they were not present at that meeting] Adjourn A Motion was made and seconded at 9 50 A.M to adjourn Vote 5-0 Appendix Preliminary Positions of the CEC on the FY2016-FY2020 CIPS & Non-Town Applications to the CPC, December 15, 2014 These Minutes were approved by the CEC at its meeting on January 13, 2015 Overall Page 2 of 5 Appendix to the Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting, December 15, 2014 Preliminary Positions of the Capital Expenditures Committee(CEC) on the FY2016—FY2020 Capital Improvement Projects(CIPS)&Non-Town Applications to the Community Preservation Committee (Appendix to the Minutes of the CEC Meeting on December 15,2014,must be used with them) CEC 1Project IDI Prelim Number Project Name Community Development 5-0-0 882 Parker Meadow Accessible Trail Construction 5-0-0 928 Conservation Meadows Preservation Program 5-0-0 931 Lower Vine Brook Paved Recreation Path Reconstruction 0-0-5 932 Land Acquisition Economic Development 1 0-0-5 1962 (Parking Meter Replacement 1-4-0 963 Grain Mill Alley I Fire Department 5-0-0 735 Ambulance Replacement 0-0-5 738 Headquarters Fire Station Replacement N/A 741 Portable Radio Replacement(Withdrawn;now anticipated after FY2020) 5-0-0 849 Ladder Truck Replacement 5-0-0 926 Public Safety Radio Stabilization 5-0-0 964 Fire Pumper Cary Memorial Library I 0-0-5 I 927 Cary Library Internal Reconfiguration I Information Services 5-0-0 553 Replace Town Wide Phone Systems-Phase IV 5-0-0 556 Head End Equipment Replacement-unfunded year 5-0-0 708 Municipal Technology Improvement Program-Phase III 5-0-0 855 Network Redundancy&Improvement Plan-Phase III Police Department 5-0-0 477 Software(Police&Fire/EMS) 0-0-5 692 Police Station, Renovation and Add-on Design and Engineering 5-0-0 XXX Design/Engineering-Firing Range at Hartwell Ave Compost Site Department of Public Facilities 5-0-0 561 Townwide Roofing Program 5-0-0 562 School Building Envelope and Systems Program 5-0-0 564 LHS Heating Systems Upgrade Phases 2&3 5-0-0 647 Municipal Building Envelope and Systems 5-0-0 653 School Building Flooring Program 5-0-0 698 School Paving Program 5-0-0 699 Interior Painting Program 5-0-0 749 Public Facilities Bid Documents 5-0-0 754 Diamond Energy Improvements 0-0-5 835 Visitors Center 5-0-0 838 Middle School Science and Performing Arts 0-0-5 870 Hastings School Renovation/Replacement Appendix Page 1 of 3 Overall Page 3 of 5 Appendix to the Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting, December 15, 2014 Preliminary Positions of the Capital Expenditures Committee(CEC) on the FY2016—FY2020 Capital Improvement Projects(CIPS)&Non-Town Applications to the Community Preservation Committee (Appendix to the Minutes of the CEC Meeting on December 15,2014,must be used with them) CEC Project ID Prelim Number Project Name 0-0-5 900 Renovation&Update of Diamond Kitchen and Cafeteria N/A 905 Clarke Gymnasium Lockers(Withdrawn) N/A 930 Department of Public Facilities Vehicle with Aerial Lift(Withdrawn) 5-0-0 934 Clarke Middles School Circulation and Parking Improvements 5-0-0 935 Diamond Middle School Lighting to Rear Parking Lot 5-0-0 936 Diamond Gym Motors for Backboards 5-0-0 937 Security Camera Upgrade to Digital from Analog 5-0-0 938 LHS Phase 2 Overcrowding Completion 5-0-0 939 Public Facilities Mechanical/Electrical System Replacements 5-0-0 953 Food Service LHS Dishwasher and Installation 5-0-0 955 LHS Bike Racks and Installation 0-0-5 959 Elementary School Short Term Capacity Increase 0-0-5 960 Pre-K Short Term Capacity Increase 0-0-5 961 Lexington Public School Educational Capacity Increase 5-0-0 965 Cary Memorial Building Sidewalk 0-0-5 XXX Community Center Sidewalk Department of Public Works 1-4-0 321 Center Streetscape Improvements 0-0-5 327 Automatic Meter Reading System 5-0-0 520 Equipment Replacement 5-0-0 522 Street Improvements 5-0-0 523 Storm Drainage Improvements and NPDES compliance 5-0-0 524 Sanitary Sewer System Investigation and Improvements 5-0-0 528 Hydrant Replacement Program 5-0-0 529 Pump Station Upgrades 0-0-5 554 Street Acceptance 5-0-0 557 Comprehensive Watershed Storm Water Management Study and Implementation 5-0-0 560 Water Distribution System Improvements 5-0-0 587 Mass Ave-Three Intersections Improvement 5-0-0 644 Sidewalk Improvement 5-0-0 645 Dam Repair 0-4-1 672 Battle Green Master Plan-Phase 3 5-0-0 683 Town-wide Culvert Replacement(Adds hypen to correct name) 5-0-0 688 Town-wide Signalization Improvements 5-0-0 850 Hartwell Avenue Infrastructure Improvements 0-2-3 881 Municipal Parking lot improvements 5-0-0 883 Bikeway Bridge Renovations 5-0-0 915 Hartwell Avenue Compost Site Improvements 0-5-0 921 Hastings Park Undergrounding of Wires(Changes name as no underground wires) 0-0-5 922 Battle Green Streetscape Improvements 5-0-0 940 Westview Cemetery Building Assessment 0-0-5 941 Public Parking lot Improvement Program 0-1-4 Unknown Minuteman Bikeway Wayfinding Appendix Page 2 of 3 Overall Page 4 of 5 Appendix to the Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting, December 15, 2014 Preliminary Positions of the Capital Expenditures Committee(CEC) on the FY2016–FY2020 Capital Improvement Projects(CIPS)&Non-Town Applications to the Community Preservation Committee (Appendix to the Minutes of the CEC Meeting on December 15,2014,must be used with them) CEC 1Project IDI Prelim Number Project Name Recreation Department 5-0-0 278 Athletic Facility Lighting 5-0-0 280 Pine Meadows Improvements 5-0-0 282 Park and Playground Improvements 5-0-0 283 Town Pool Renovation 5-0-0 518 Park Improvements-Athletic Fields 5-0-0 519 Pine Meadows Equipment 5-0-0 530 ADA Accessibility Study 5-0-0 532 Park Improvements-Hard Court Resurfacing 5-0-0 732 Center Track and Field Reconstruction 5-0-0 848 Lincoln Park Field Improvements N/A 880 Parker Meadow Accessible Trail Construction(In Community Development#882) N/A 893 Recreation Site Assessment of Potential Land Acquisition(Withdrawn) Schools Department 0-0-5 668 Food Service Equipment 5-0-0 896 School Furniture, Equipment&Systems Program 0-0-5 898 School Traffic Mitigation for Safety—Analysis 5-0-0 945 LPS Technology Capital Request 5-0-0 950 Additional Time Clock System Funds Town Clerk's Office 5-0-0 307 Archives&Records Management/Records Conservation&Preservation 5-0-0 851 Election System Upgrade 5-0-0 933 Cary Memorial Bldg Records Center Shelving Non-Town Applications to the Community Preservation Committee 1 0-0-5 N/A Exterior Preservation and Renovation Work(by First Parish of Lexington Church) 1-0-4 N/A Parker's Revenge Restoration (by Friends of Minuteman National Park) Appendix Page 3 of 3 Overall Page 5 of 5