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Home My WebLink About2015-12-15-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 15, 2015 Town Office Building, Reed 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: Carl Valente, Town Manager; Rob Addelson, Assistant Town Manager for Others Present: Finance; Patty Moore, Budget Officer; Bob Pressman, Community Preservation Committee (CPC); Jon Himmel, Chair, Permanent Building Committee (PBC); Elaine Ashton, Town Meeting Member; Sara Arnold, Recording Secretary Documents Presented: Notice of Public Meeting for CEC Meeting, December 15, 2015 FY2017ÃFY2021 Capital Improvement Projects (CIPs) FY2017 Community Preservation Act (CPA) Project List as of December 11, 2015 Ms. Hai called the meeting to order at 8:01 .. Call to Order: AM Ms. Hai asked that members of this Committee work with her to avoid Member Concerns: last-minute pressure when preparing this CommitteeÈs report to the 2016 Annual Town Meeting (ATM). Front sections of the report, as assigned to each member, should be th submitted to Mr. Kanter by January 15 in preparation for Committee review at its th January 19 meeting. Mr. Kanter reviewed four Non-Town-Entity CPA Projects Recommended by the CPC: such CPA projects, all of which are being supported unanimously by the CPCÄwith one recusal on one projectÄfor use of the Community Preservation Fund (CPF) in FY2017: Greeley Village Rear Door and Porch Replacements: This is a project from the Lexington Housing Authority (LHA). There is a new LHA Director and the Committee wished to meet her. Keeler FarmÄAffordable Housing Purchase. This is a project from the Lexington Housing Assistance Board (LexHAB). LexHAB, through the Planning Department, is requesting Federal funding under the control of the WestMetro HOME ConsortiumÄ of which Lexington is a memberÄbe approved by that Consortium to fully fund this project. It is expected to take several months for a decision by that Consortium. If approval is received before the 2016 ATM, the CPC would recommend Indefinite Postponement of this request to use the CPF. It was noted that under the StateÈs definition, LexingtonÈs affordable housing represents 11.3% of the total housing. The StateÈs threshold, under Chapter 40B, for a municipality being exempt from the zoning relief otherwise provided under that Chapter, is 10%. As that affordable- housing percentage is recalculated using the overall housing totals in each Federal Census, it was agreed that it was advisable to stay sufficiently above the 10% to avoid falling under the threshold because of possible future increases in the overall housing totals. Page 1 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 15, 2015 ParsonÈs Gallery Lighting Renovation: This is a project from the Lexington Arts and Crafts Society. The Lexington Historic Commission has determined that this building is historically significant. Munroe Tavern Archeological Dig: This is a project from the Lexington Historical Society. This dig is required before the planned constructionÄwhich, as a new structure, is not eligible under the CPAÄcan proceed. Mr. Kanter advised that a request from the First Parish Church for construction funding of renovations had been withdrawn. It was agreed that Mr. Kanter would invite the proponents th for the four CPC-approved projects to this CommitteeÈs January 5 meeting. Mr. Valente and Mr. Addelson were present Presentation of Preliminary CIP Comments: to hear about this CommitteeÈs concerns regarding the FY2017ÃFY2021 CIPs. Mr. Valente also requested comments on efforts to balance the capital and operating budgets in coming years. Based on the CommitteeÈs review of all the CIPs at its December 5, 2015, meeting, Ms. Hai reported on the CIPs for which the committee had comments or concerns. The following projects triggered further discussion: Planning: Mr. Valente Hartwell Avenue Area Transportation Improvements (#980): explained that the Hartwell Avenue overlay district includes the Hartwell Avenue and Eldred Street intersections with Bedford Street and the Wood Street/Hartwell Avenue intersection. Because Bedford Street is a State highway, options for future projects are being explored with Massachusetts Department of Transportation. Mr. Valente explained that the $50,000 annual request is Traffic Mitigation (#981): only for design-and-engineering (D&E) expenses. Construction projects will be managed by the Department of Public Works. He also reported that David Kucharski, Town Planner, is providing staff support for the Traffic Safety Group (TSG), which is expected to prepare proposals that would use these funds in response to safety issues that are brought to the group. Mr. Valente stressed that the TSG is an interdepartmental group, which ensures coordination between departments. Public Facilities: Ms. Hai made reference to the numerous high-school-related projects and asked that a global perspective be incorporated rather than addressing numerous small projects. It was noted that the PBC had not yet taken a position on Visitors Center (#835): this project. Mr. Valente reported that this CIP has Community Center Enhancements (#892): been withdrawn. There are funds available from a previous appropriation for the Community Center project to address the safety-related portion of this project. Page 2 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 15, 2015 Mr. Addelson Lexington Public School Educational Capacity Increase (#961): reported that, although the recent Special Town Meeting appropriated funds to address components envisioned in this CIP, the CIPis not being withdrawn as yet. Because funding is a candidate for debt exclusion, it is best to leave the project until further analysis of how best to move forward. Mr. Addelson noted that this is LHS Fitness Center/Athletic Training Floor (#993): a discreet, identifiable project. Mr. Valente reported that this project has been Harrington Cafeteria Sink (#1001): withdrawn. Public Works: Mr. Addelson agreed to provide additional Street Improvements (#522): information regarding the use of Chapter 90 funds. Mr. Addelson reported that, Water Distribution System Improvements (#560): although the recent Special Town Meeting appropriated funds to address this project, it is not being withdrawn until further analysis of the funding mechanisms is complete. Mr. Valente noted that Mass AveÄThree Intersections Improvement (#587): although this is a State Transportation Improvement Program (TIP)-funded project, the Town will be responsible for costs associated with any necessary land easements. Mr. Valente stressed the Hartwell Avenue Compost Site Improvements (#915): need to treat users of the compost site fairly, and charging by weight rather than volume is more equitable. Mr. Valente explained that Battle Green Streetscape Improvements (#922): although some of this project would be CPA-eligible, traffic-related elements would not qualify. He reported on plans for a pilot program that would make Harrington Road a one-way street in an effort to improve safety at the Harrington Road/Bedford Street intersection. Mr. Valente explained that this Public Parking Lot Improvement Program (#941): project involves repaving a different lot each year. Mr. Valente reported that Munroe Center for the Arts Parking Lot (#986): arrangements have been made for the Munroe Center for the Arts to reimburse the Town for the cost of this project. Mr. Addelson reported that, although Pelham Road Accessibility Study (#1008): the recent Special Town Meeting appropriated funds to address this project, it is not being withdrawn until further analysis of the funding mechanisms is complete. Ms. Hai noted that this Committee had not yet received a CIP for the Community Center Sidewalk (#966). There was discussion about the effort to restore existing capital infrastructure before building something new and, as this Committee has previously recommended, there should be a separate CIP for new, major, sidewalk creation. Page 3 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 15, 2015 Mr. Valente requested input from on the debt-exclusion options and the capital-stabilization effort. Ms. Hai reported that this Committee is concerned about the magnitude of school capital projects anticipated for the next five years, and suggested that the Town needs to prune its capital requests to those projects that are most necessary. As previously requested, this Committee needs information on each CIP that identifies the amounts which the Town contemplates funding from cash and/or debt. It was noted that new facilities require staff, which impacts the operating budget; meeting with the Appropriation Committee would be useful. It was agreed that the January Budget Summit would provide a starting point for communication among the Board of Selectmen, School Committee, and the two finance committees. Mr. Himmel reported that at a Updates on the Multiple School Construction Projects: recentPBCmeeting,DiNisco Design Partnership (DiNisco) had presented value-engineering options for the middle-school projects that received a D&E appropriation at the recent STM. He added that DiNisco was asked to provide more cost detail. He expressed his support for additional peer review of the DiNisco plans for the middle schools, but suggested that use of a facilitator or coordinator might be adequate. Mr. Cole left at 9:32 .. AM It was agreed to postpone the approval of all of the pending Minutes Approval of Minutes: until the next Committee meeting. A Motion was made and seconded at 9:35 .. to adjourn. Adjourn:Vote: 4Ã0 AM These Minutes were approved by the CEC at its meeting on January 5, 2016. Page 4 of 4