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Home My WebLink About2015-12-15-CEC-min u p)c cAOz N1kr..� LL n Minutes of the Y = 4 Lexington Capital Expenditures Committee (CEC) Meeting December 15, 2015 APRIL 19' Location and Time Town Office Building, Reed Room, 8.00 A M Members Present Jill Hai, Chair, David Kanter, Vice-Chair & Clerk, Elizabeth Barnett, Rod Cole, Wendy Manz Members Absent None Others Present Carl Valente, Town Manager, Rob Addelson, Assistant Town Manager for 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 • FY2017—FY2021 Capital Improvement Projects (CIPS) • FY2017 Community Preservation Act (CPA) Project List as of December 11, 2015 Call to Order Ms Hai called the meeting to order at 8.01 A.M Member Concerns Ms Hai asked that members of this Committee work with her to avoid last-minute pressure when preparing this Committee's report to the 2016 Annual Town Meeting (ATM) Front sections of the report, as assigned to each member, should be submitted to Mr Kanter by January 15th in preparation for Committee review at its January 19th meeting Non-Town-Entity CPA Projects Recommended by the CPC Mr Kanter reviewed four such CPA projects, all of which are being supported unanimously by the CPC—with one recusal on one project—for 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 Farm—Affordable 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 Consortium— of which Lexington is a member—be 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 State's definition, Lexington's affordable housing represents 11 3% of the total housing The State's 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 • Parson's 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 construction—which, as a new structure, is not eligible under the CPA—can 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 for the four CPC-approved projects to this Committee's January 5th meeting Presentation of Preliminary CIP Comments Mr Valente and Mr Addelson were present to hear about this Committee's concerns regarding the FY2017—FY2021 CIPS Mr Valente also requested comments on efforts to balance the capital and operating budgets in coming years Based on the Committee's 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 • Hartwell Avenue Area Transportation Improvements (#980) Mr Valente 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 • Traffic Mitigation (#981) Mr Valente explained that the $50,000 annual request is 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 • Visitors Center (#835) It was noted that the PBC had not yet taken a position on this project. • Community Center Enhancements (#892) Mr Valente reported that this CIP has 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 • Lexington Public School Educational Capacity Increase (#961) Mr Addelson reported that, although the recent Special Town Meeting appropriated funds to address components envisioned in this CIP, the CIP is 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 • LHS Fitness Center/Athletic Training Floor (#993) Mr Addelson noted that this is a discreet, identifiable project. • Harrington Cafeteria Sink (#1001) Mr Valente reported that this project has been withdrawn Public Works • Street Improvements (#522) Mr Addelson agreed to provide additional information regarding the use of Chapter 90 funds • Water Distribution System Improvements (#560) Mr Addelson reported that, 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 • Mass Ave—Three Intersections Improvement (#587) Mr Valente noted that although this is a State Transportation Improvement Program (TIP)-funded project, the Town will be responsible for costs associated with any necessary land easements • Hartwell Avenue Compost Site Improvements (#915) Mr Valente stressed the need to treat users of the compost site fairly, and charging by weight rather than volume is more equitable • Battle Green Streetscape Improvements (#922) Mr Valente explained that 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 • Public Parking Lot Improvement Program (#941) Mr Valente explained that this project involves repaving a different lot each year • Munroe Center for the Arts Parking Lot (#986) Mr Valente reported that arrangements have been made for the Munroe Center for the Arts to reimburse the Town for the cost of this project. • Pelham Road Accessibility Study (#1008) Mr Addelson reported that, 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 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 Updates on the Multiple School Construction Projects Mr Himmel reported that at a recent PBC meeting, 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 A M Approval of Minutes It was agreed to postpone the approval of all of the pending Minutes until the next Committee meeting Adjourn A Motion was made and seconded at 9.35 A.M to adjourn Vote 4-0 These Minutes were approved by the CEC at its meeting on January 5, 2016 Page 4 of 4