HomeMy WebLinkAbout2015-11-03-CEC-minMinutes of the
Lexington Capital Expenditures Committee (CEC) Meeting
November 3, 2015
Location and Time: Samuel Hadley Public Services Building, Training 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: Bill Hadley, Director, Department of Works (DPW); John Livsey, Town
Engineer, DPW; Chris Filadoro, Tree Warden, DPW; Marc Valenti, Highway
Superintendent, DPW; Robert Beaudoin, Environmental Services Superintendent, DPW;
Ralph Pecora, Water /Sewer Superintendent, DPW; Robin Vella, Office Manager, DPW;
David Pinsonneault, Operations Manager, DPW; Patty Moore, Budget Officer, Finance
Department; Elaine Ashton, Town Meeting member; Sara Arnold, Recording Secretary
Documents Presented:
• Notice of Public Meeting for CEC Meeting, November 3, 2015
• DPW's FY2017— FY2021 Capital Improvement Projects (CIPs)
• Supplement for CIP #529: Table 7 -1; Lexington Pump Station Capital Improvements
Plan; page 5 update
• Supplement for CIP #560: MWRA Local Pipeline and Water System Assistance
Programs, Lined and Unlined Pipe by Community as of June 2013
• Supplement for CIP #321: Preliminary Design; Battle Green Conceptual Plan;
Lexington Town Center Streetscape & Battle Green Project
• CEC's CIP Questions FY 2017 -2021 for DPW; October 30, 2015
Call to Order: Ms. Hai called the meeting to order at 7:36 A.M.
Discussion of DPW's CIPs: DPW staff discussed their FY2017— FY2021 CIPs, as follows:
• Center Streetscape Improvements ( #321): Although this project is currently putting
some stress on the DPW's staffing "bandwidth ", but that will not escalate as the
project moves forward into subsequent phases. There are plans to hire a full -time
inspector. This project continues to involve working with both the businesses and the
public to address specific issues. The scope has not changed from previous years,
but there could be some changes in Phase I (Woburn Street /Massachusetts Avenue
Intersection) based on some new alternatives. It may not be necessary to spend the
entire $4.0 million being requested for FY2017. Parts of the project incorporate
elements that need to be upgraded, including drains and sidewalks, and Americans
with Disability Act elements are part of the project. Most of the landscaping isn't
urgent. Funding approval for the replacement of the water main under the
Massachusetts Avenue and Woburn Street intersection was approved at the
November 2, 2015, Special Town Meeting (STM) #2. A detailed description of the
whole project will be presented to the Board of Selectmen (BoS) before more
widespread discussion is pursued.
Committee Requests:
➢ Provide the Battle Green PowerPoint presentation;
➢ Provide the Center Streetscape PowerPoint presentation;
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 3, 2015
➢ Provide a list of the elements and identify those that are urgent versus those
that could be postponed.
Automatic Meter Reading System ( #327): No funding is requested for FY2017.
Committee Comments: Postponing this is supported. The Committee re- iterated its
long- standing reservation about this project until it understands the value of this
project to the Town.
• Equipment Replacement ( #520): The 23% increase in the request, as compared to
last year's estimate, reflects new emission standards that result in escalating costs;
these vary by each piece of equipment.
Committee Request: While the Committee appreciated the provided Equipment
Replacement List (FY2017— FY2021), it requests a complete inventory of the
equipment with the same information.
• Street Improvements ( #522): Fay, Spofford & Thorndike recently provided their
FY2015 Pavement Management Study that provides the current Pavement Condition
Index (PCI) for the Town's roadways. They also reported that the cost of street
improvements is likely to increase 3% annually. Per Town policy, CIP funding
requests do not include percentage increases for inflation without a new estimate for
a project. The operating budget includes funds for routine maintenance. The large
projects, for which there is Chapter 90 State Aid, are included in the CIP. Prior to a
project, sanitary -sewer videos are used to ensure there are no "surprises" after a
street is repaved. Unlike a year ago, the need for police details has not been
particularly challenging recently.
Committee Request: Revise the CIP so the Totals reflect both Tax Levy and State
Aid. (This should be accomplished in all cases where multiple funds sources are
contemplated.)
Committee Comments: Mr. Kanter expressed his opinion that estimates should
include inflation if the estimates are not current. (Ms. Moore offered to discuss this
with Rob Addelson, Assistant Town Manager for Finance.) Mr. Kanter also reiterated
his previous position that he would like the BoS to develop policies that set an
objective Pavement Condition Index (PCI) that would set yearly goals for funding of
this project.
• Storm Drainage Improvements and National Pollutant Discharge Elimination System
(NPDES) Compliance ( #523): The CIP references a request for $340,000 annually,
but this could increase in the outlying years because more stringent NPDES permit
requirements become effective in FY2017. Using interns from University of
Massachusetts, Lowell has helped control costs.
Committee Requests: Information describing what is known about the new NPDES
permit requirements and the potential for having a similar Intern Program in Town.
• Sanitary Sewer System Investigation and Improvements ( #524): The use of video
cameras has helped the Town identify problems and increase the efficiency of the
sewer system. The Massachusetts Water Resources Authority (MWRA) sends a
letter every year or so describing its grant and interest -free loan program and the
funding level available for Lexington. The $326,000 in State funds that are available
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 3, 2015
for FY2016 will help offset costs. This CIP is requesting $1.0 million for FY2017 and
the subsequent outlying years.
Committee Comments: It would be helpful to have a discussion about why the
$1.0 million annual funding request will be adequate.
Committee Request: Any new letters from the MWRA.
• Hydrant Replacement Program ( #528): The Town is on a 25 -year schedule to
replace the Town's hydrants. Each hydrant has a 50 -year life span.
Committee Questions:
Will there be a gap when regular hydrant replacements won't be necessary?
Last year 95 hydrants were replaced for $150,000. Would it be possible to replace
more than 50 hydrants in FY16 given that the same amount of money is requested?
Committee Comment: Mr. Kanter reiterated his long- standing interest in having,
each year, direct information from the Fire Chief as to the operational experience
regarding hydrants.
• Pump Station Upgrades ( #529): Lexington has a Pump Station Capital Improvement
Plan. A table with annotations was distributed to demonstrate the progress that has
been made at the 10 pump- station locations, but some are in critical condition. At the
main station, one pump has been upgraded to a Variable Frequency Drive that has
alleviated the force -main noise that had impacted abutters. Such Drives are being
ordered for the other two pumps at that station so the operating burden can, once
again, be shared among all three pumps. The neighborhood has gotten weekly
updates.
• Street Acceptance ( #554): The Massachusetts Department of Transportation
(MassDOT) uses a formula (based on the Town's road miles, population, and
employment within the Town) to determine State aid for street maintenance for all
State communities. If Lexington accepts one mile of new road, this translates into an
additional $4,000 in State aid, assuming no other Towns add streets.
Committee Comments: Mr. Kanter suggested that the impact on State Aid generated
by accepting short streets, as it does, is too small to be used as justification for
pursuing this CIP.
• Comprehensive Watershed Stormwater Management Study and Implementation
( #557): The Town is making good progress with its watershed plans. Vinebrook is
nearing completion. Lexington believes that MassDOT should be responsible for a
culvert in the Whipple Hill area. Lexington doesn't have sink -hole problems.
• Water Distribution System Improvements ( #560): The funding shown for this project
in FY2017 was approved at the November 2, 2015, STM #2. An annotated handout
showed updated data for Lexington's lined and unlined pipelines.
• Mass Ave —Three Intersections Improvement ( #587): This project has been selected
for potential State Transportation Improvement Program (TIP) construction funding.
Lexington must have its 75% designs in hand before it can proceed with obtaining
any required easements — currently all expected to be temporary easements —and
then be ready with 100% designs by August 2016 for final approval by MassDOT of
the grant. It takes time to get easements. Easements, of any kind, are usually taken
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
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by an eminent - domain process— whether "friendly" if the landowner agrees or
"adverse" if without if such agreement. Funds for through 100% design have already
been appropriated from the tax levy. The Town had reached 25% design, but has
paused the design while additional information is being gathered and presented to
the Town. Selectman Peter Kelley has hired his own consultant to look at possibly
installing roundabouts rather than signals. The State is concerned about Lexington's
slow progress at this point toward the August 2016 deadline.
• Sidewalk Improvement ( #644): This is an annual program that has been updated
with Fay, Spofford & Thorndike data earlier this calendar year. Most of the FY2016
work is complete. Staffing "bandwidth" is a problem because someone is needed to
oversee construction projects. Sidewalks deteriorate slowly, so any slipping of
projects does not have a significant impact on the program.
Committee Comments: Mr. Kanter re- iterated his previous position that he would like
the BoS to develop policies that set an objective SCI that would set yearly goals for
funding of this project.
Ms. Barnett left at 8:55 A.M.
• Dam Repair ( #645): Design work has started. Trees need to be removed, but many
of the trees are already dead.
Committee Comments: The public process will be important.
• Battle Green Master Plan —Phase 3 ( #672): No funding is requested for FY2017.
Committee Requests: A simple sketch showing areas previously funded and which
areas will be addressed by FY2018 funding.
• Town Wide Culvert Replacement ( #683): No discussion
• Town -wide Signalization Improvements ( #688): The intersections with Grid -Smart
signalization are Spring Street/Hayden Avenue, Spring Street /Concord Avenue,
Waltham Street/Worthen Road, and Waltham Street /Massachusetts Avenue.
Committee Comment: Adding Grid Smart to signalization is an important benefit; one
appreciated by all users at the intersection.
Committee Request: A map showing the location of the Grid -Smart signals
• Hartwell Avenue Infrastructure Improvements ( #850): FY2017 funding is not
requested for this project. FY2016 funds are available for continuing the investigation
for installing a roundabout or a signal at Maguire Road on Hartwell Avenue and to
replace the Kiln Brook Bridge on Hartwell Avenue. The wetland impact for the
roundabout needs to be evaluated. Replacing the bridge is complex because there
are utility crossings that are critical to the Massachusetts Institute of Technology's
Lincoln Laboratory and to Hanscom Air Force Base. They cannot have service
disrupted, but routine splicing the utilities would take two years. If there is slack in
the wires, there may be an opportunity to work around the problem. Additionally, the
duct banks have concrete that needs to be broken apart. Another year is needed to
fully understand how these projects might progress.
Committee Request: A sketch of the project
Mr. Cole left at 9:15 A.M.
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 3, 2015
• Municipal Parking lot improvements ( #881): This project is being delayed until more
is known about plans for the Police Headquarters and Hosmer House. The lot needs
full reconstruction whenever the project is undertaken; delaying does not impact this.
The delay does mean more potholes need to be filled.
• Bikeway Bridge Renovations ( #883): Past discussion about using Community
Preservation Act (CPA) funds indicated that this project is not eligible.
Committee Request: As a previous Bikeway culvert had been so funded, Mr. Kanter
would like the question raised again.
• Hartwell Avenue Compost Site Improvements ( #915): This CIP is requesting funds
for the installation of a prefabricated structure for use as office space in FY2017 and
a scale for weighing vehicles in FY2018. Installation of the scale is being delayed to
ensure there is space after the already approved solar system design is final. There
are challenges associated with the solar panels, including wetland issues.
Committee Requests: An analysis of fees based on using weight versus volume
would be appreciated as the scale should be financially advantageous to the Town.
• Battle Green Streetscape Improvements ( #922): A new CIP is being prepared for
this project, which will have a $3.0 million request for FY2018 rather than the current
$900,000. The increase is needed based on the latest estimate for road work and
sidewalk changes. As previously approved by Town counsel, 75% of this project can
be paid with CPA funds.
Committee requests:
➢ A sketch of the project
➢ The new CIP
• Westview Cemetery Building Assessment ( #940): The architect's cost estimate for a
new building is influenced by the high cost of tying into the sewer system and the
prevailing wage requirements. The current facility is less than 3,000 square feet; the
new building will be 5,800 to 6,000 square feet, depending on its location. Currently
there should be adequate burial space for 10 more years. Once the facility is
relocated, there should be adequate burial space for an additional 20 years —for a
total of 30 more years. DPW is working with the Department of Public Facilities
(DPF) on this project.
Committee Comment: This project should be re- designated as being by the DPF.
The Chair will pursue this with Mr. Addelson.
• Public Parking lot Improvement Program ( #941): This project is being coordinated
with Melisa Tintocalis, Economic Development Director, and is being phased
because of staffing "bandwidth" limitations. Project details are still being developed.
Committee Requests: Mr. Kanter asked Ms. Moore to explore the possibility of
having the CIP table include additional lines (e.g., at least a separate line for Project
Management).
• Minuteman Bikeway Wayfinding ( #969): Pursuing this project without coordination
with Arlington and /or Bedford is widely supported. It will be taken to the public for
review before going to bid in FY2017.
Committee Requests: The report "Navigating the Minuteman Bikeway ".
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 3, 2015
• Antony Park Construction ( #984): No discussion
Committee Request: A breakdown of the funding sources.
Committee Comments:
➢ Originally the plans included private funding.
➢ This Committee has reservations about supporting this project.
• Cary Memorial Library Walkway Replacement ( #985): The November 2, 2015,
STM #2 supported the use of $10,000 from the Operating Budget for designing this
project.
• Munroe Center for the Arts Parking Lot ( #986): This would be treated as if it were a
"betterment" to benefit the licensee; the Munroe Center for the Arts will be covering
the costs over time.
• Pleasant Street Sidewalk ( #987): The funding request of $175,000 will be used to
replace /extend sidewalks on Pleasant Street and will be used to install handicap
ramps.
• Staging for Special Events ( #1002): The total project entails multiple elements; some
of which will be funded using available funds in the Operating Budget as the last
Patriots Day costs were lower than budgeted.
Committee Request: An updated CIP that reflects the dual funding and a description
of what each funding source would purchase.
• Pelham Road School Accessibility Analysis ( #1008): This project may result in
connecting Pelham Road to Marrett Road through the Lexington Community Center
property.
Committee Comment: Expect this to be funding at the November 2, 2015, STM #1
under Article 4.
No actions were taken on the following Agenda items:
• Updates on any new, public, information from the Board of Selectmen, the School
Committee, or other Town bodies regarding the Multiple School Construction Projects
(now including the land purchase and improvements at 20 Pelham Road along with
access improvements to that site)
• CEC reporting to the November 2, 2015, STM #1 —debate expected to begin on
December 2, 2015
• Review of other FY2017— FY2021 CIPs
• CEC reporting to the 2016 Annual Town Meeting.
• Member Concerns and Liaison Reports
• Any other urgent business that may properly come before the Committee that could
not be foreseen by the Chair.
• Approval of Minutes
Adjourn: A Motion was made and seconded at 9:55 A.M. to adjourn. Vote: 3 -0
These Minutes were approved by the CEC at its meeting on November 17, 2015.
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