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HomeMy WebLinkAbout2015-12-01-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 1, 2015 Town Office Building, Parker Room, 7:30 .. Location and Time: AM Jill Hai, Chair; David Kanter, Vice-Chair & Clerk; Elizabeth Barnett; Members Present: Rod Cole; Wendy Manz None Members Absent: Mark Corr, Chief, Police Department; John Wilson, Chief, Fire Others Present: Department; Jessie Steigerwald, Chair, School Committee (SC); Bill Hurley, Vice-Chair, SC; Nathalie Rice, Town Clerk; Donna Hooper, Chief Information Officer, Information Services (IS); Dorinda Goodman, Director, Information Technology; Melisa Tintocalis, Director, Economic Development; Rob Addelson, Assistant Town Manager for Finance; Elaine Ashton, Town Meeting Member; Sara Arnold, Recording Secretary Documents Presented: Notice of Public Meeting for CEC Meeting, December 1, 2015 Fire DepartmentÈs FY2017ÃFY2021 Capital Improvement Projects (CIPs) Police DepartmentÈs FY2017ÃFY2021 CIPs Town ClerkÈs FY2017ÃFY2021 CIPs ITÈs FY2017ÃFY2021 CIPs Economic DevelopmentÈs FY2017ÃFY2021 CIPs Fire Vehicle Inventory and Replacement, 11.3.2015 VoIP Master Plan Timeline, prepared by IT Satellite View of Massachusetts Avenue, Muzzey Street, Raymond Street, and Clarke Street intersections and parking areas, prepared by Economic Development Appropriation CommitteeÈs Report to the November 2015 Special Town Meeting (STM) #1 Ms. Hai called the meeting to order at 7:37 .. Call to Order: AM Presentation of Fire DepartmentÈs CIPs for Consideration in the CommitteeÈs Chief Wilson discussed the CIPs and responded to FY2017ÃFY2021 Capital Program: this CommitteeÈs questions, as followsÄalso including Committee-member inputs: Ambulance Replacement (#735 and #1010): Typically one of the TownÈs three ambulances is replaced every three years. These CIPs identify purchases for FY2018 and FY2021. Headquarters Fire Station Design and Construction (TBD) (#738): Although cost estimates are not included in the CIP, the project is being included in the Finance DepartmentÈs financing models that include all of the large building projects being considered for the next five years. Ladder Truck Replacement (#849): While it is expected there will be a trade-in value of the current ladder truck, the estimated cost does not assume any at this time. Any trade-in benefit would be used toward new equipment that would be needed for the new vehicle. Public Safety Radio Stabilization (#926): This project is designed to serve both the Fire and Police Departments. The first phase would bolster the existing radio Page 1 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 1, 2015 system; the second phase would provide redundancy. The system needs a 100-to-110-foot tower, which AT&T has proposed to build and locate behind the Police Station, granting the Town exclusive use from 90 feet up. The project has been discussed with the TownÈ Communications Advisory Committee, and the tower location will need to be reviewed by the Historic Districts Commission (HDC). Other entities my request to lease space on the tower to address their communication needs. Fire HQ Exercise Room (#978): A new exercise room at the East Lexington Fire Station has been well-received. This project request is to create an exercise room at the Fire DepartmentÈs headquarters. There was discussion about a CIP that had been submitted a year ago identifying the need for funds to replace portable radio equipment to address future Federal regulations expected to moveour public-safety network to a different bank of radio frequencies. This will be a very expensive project involving both the Police and Fire Departments and coordination with surrounding communities. As the Federal regulations have not been promulgated, we do not know what the requirements, or availability of Federal funding therefore, will be. There was discussion about a previously-funded project to upgrade the software system used by the Police and Fire Departments. Chief Corr and Chief Wilson reported that this project has required considerable research and will require a lot of time for both departments to implement. It is expected that a Request for Proposals will be issued in the spring, and it will be another year before the system is available for use. Presentation of Police DepartmentÈs CIPs for Consideration in the CommitteeÈs Because Chief Corr was present, it was agreed to FY2017ÃFY2021 Capital Program: discuss the Police DepartmentÈs CIPs, as follows: Police Station: Renovation and Add-on Design and Engineering (#692): This CIP is serving as a placeholder for the project; there was no further discussion. Police Outdoor/Indoor Firing RangeÄHartwell Ave (#967): It is estimated that $50,000 is needed for a feasibility study. Because of staffing bandwidth, this funding is not requested for FY2017; FY2018 may be feasible timing. The Committee endorsed a comprehensive planning effort for use of the TownÈs property on Hartwell Avenue. As further design evolves for the solar-panel project the Committee is concerned that it not preclude having the space needed for the envisioned firing range. Updates on the Multiple School Construction Projects and Preparation for the Deliberations of the November 2, 2015 STM #1 on December 7, 2015: Ms. Hai reported on the most recent ÅChairs+1Æ meeting. She expects there to be a request at the STM for a Åstaged releaseÆ of funds that would allow some school projects to move forward, but would also allow for continued analysis and exploration of alternatives for addressing current and projected enrollment as well as factoring in the end-of-life elements associated with some school infrastructure and buildings. Ms. Hai identified requests that have been submitted to the SC: Defined measurables beyond parity, class size and space; Page 2 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 1, 2015 Capacity numbers and needs; Consistency; and Community valuing. Ms.Haialso reported the following: Those at the meeting generally supported purchasing up to six modular units for up to three elementary schools. Leasing would be approximately $100,000 per year for six units; purchasing would be approximately $450,000. Site reparation and restoration is required for either option. It has been determined by Town Counsel that either option can be included in a debt-exclusion request. Redistricting policies would aim to avoid moving children more than once during their elementary school years, but there would be no such absolute restriction. There may be less space at Estabrook Elementary School than previously identified because the school has 53 students over the projections this year. There are efforts to look at impacts and alternatives associated with building a third middle school. Ms. Barnett suggested a need for more peer review of the work being done by the consultants for the school projects. Although there are two consultants who have looked at the school capacity issues over the past year and a half, and there is some vetting of costs with the use of OwnerÈs Project Manager, Mr. Hurley concurred that there should be additional peer review. It was noted that Pat Goddard, Director, Department of Public Facilities (DPF), who would be responsible for handling additional peer review, already has a heavy work load. It was generally agreed that the participation of the Permanent Building Committee is critically important and should be incorporated at all levels of discussion. Presentation of Town ClerkÈs CIPs for Consideration in the CommitteeÈs FY2017Ã Ms. Rice discussed the CIPs and responded to this FY2021 Capital Program: CommitteeÈs questions, as follows: Archives & Records Management/Records Conservation & Preservation (#307): No FY2017 funding is requested because the department is still addressing a backlog of work that resulted from waiting for storage space to become available in the newly renovated Cary Memorial Building. Funds are being requested for subsequent years. Election System Upgrade (#851): This request is for replacing the electronic voting system because the current system is nearing the end of its life expectancy. The project would go out to bid. The new equipment would not be used until after the 2016 Presidential Election. Presentation of Information ServicesÈ CIPs for Consideration in the CommitteeÈs Ms. Goodman and Ms. Hooper discussed the CIPs FY2017ÃFY2021 Capital Program: and responded to this CommitteeÈs questions, as follows: Replace Town-Wide Phone SystemsÄPhase V (#553): Implementation of this project has been moving forward in phases for the last four years. This funding request, along with funding remaining from previous phases, would include installations at Clarke & Diamond Middle Schools, both Fire Stations, Harrington & Fiske Elementary Schools, and the Cary Memorial Library, along remaining core components. Work at Hasting Elementary School has been delayed until the future Page 3 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 1, 2015 of the school is more clearly identified. Head-End Equipment ReplacementÄPhase V (#556): The bandwidth demand throughout the system varies by time of day and location. For example, there is high demand each school day when students turn on their devices in the morning. Overall bandwidth demand continues to increase and the bandwidth is expandable. This funding request would provide a bandwidth-management device that would control use; it would be managed by a contracted vendor for approximately $20,000 annually. This project is needed before a computer-aided-design (CAD) system can be installed. Redundancy, especially at the schools, is being investigated. Security improvements are continually explored and implemented, as appropriate. Municipal Technology Improvement Program (#708): Funding is not requested for FY2017. The Town is exploring options for locating back-up devices. The Lexington Community Center (LexCC) may be an option, but it does not have an emergency generator. The DPF is reviewing the TownÈs need for generators at all of its facilities. Network Redundancy & Improvement Plan (#855): Placeholder amounts for this project have not yet been identified. Unlike #708, which is a request for technical equipment, this project is for increasing network redundancy. A tower is needed for wireless use. It was noted that the LexCC is on a hill, but has restrictions because it was purchased with Community Preservation Act funds, thus making it questionable whether this would be an acceptable location for a tower. Presentation of Economic DevelopmentÈs CIPs for Consideration in the CommitteeÈs Ms. Tintocalis discussed the CIPs and responded to FY2017ÃFY2021 Capital Program: this CommitteeÈs questions, as follows: Muzzey Street/Clarke Street Parking Lot (#983): The Town is making an effort to increase parking opportunities in the block bordered by Massachusetts Avenue, Muzzey Street, Raymond Street, and Clarke Street. Most of the parking areas are privately owned, but the owners generally do not like having to monitor their parking spaces and enforce inappropriate use. If the parking areas were aggregated, it would be possible to add 40 new parking spaces to the approximately 90 spaces that now exist. The businesses would continue to have their allocated spaces, but the number of public spaces would be increased. The Town needs a conceptual design to present to these owners to facilitate discussions. Parking meter funds may be used to help fund this project. CEC Comments and Request: A modest plan could be developed for less than the $75,000 being requested, with the option of creating a more robust plan if the negotiations are proceeding positively. An updated CIP was requested. Ms. Barnett departed at 9:34 .. AM Parking Meter Replacement Phase 2 (#1003): New technology meters were installed in some locations in Lexington Center during Phase 1 of this project, and some people have been paying by credit card, as envisioned. The new meters have been generally well received, except in some instances the poles need to be shorter to accommodate access by those in a wheelchair. Phase 2 will install the balance of the planned meters, replacing old-style meters. Page 4 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 1, 2015 Grain Mill Alley Improvements (#1005): Last summerÈs field testing with temporary enhancements in Grain Mill Alley generated interest and positive feedback, with the exception of one group in theabuttingbusiness condominium reporting that there was too much noise. A new design that should generate more passive activity in the alley has been developed; creative civic engagement can take place on the sidewalk area next to Massachusetts Avenue. Agreements with the landowners must be signed before this project moves forward. The HDC and the Community Preservation Committee also must approve the project. The funding request has been reduced from $457,000 to $350,000Ã$370,000. CEC Request: An updated CIP and a breakdown of the costs as well as confirmation of abutter agreement were requested. Mr. Cole departed a 9:45 .. AM It was recognizedthatit appearsthis CEC Reporting to the November 2, 2015, STM #1: Committee would not have a written report prepared prior to the beginning of deliberations th on December 7 because of the uncertainties associated with the school-related Articles. Member Concerns and Liaison Reports: Mr. Kanter distributed that the Appropriation Committee report tothe November 2, 2015, STM #1. A Motion was made and seconded at 10:06 .. to adjourn. Adjourn:Vote: 3Ã0 AM These Minutes were approved by the CEC at its meeting on January 5, 2016. Page 5 of 5