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Home My WebLink About2015-12-08-CEC-min •'p)c PAO�t M1kr, O LL n Minutes of the 4 �j ,,,j ; A9flIL Lexington Capital Expenditures Committee (CEC) Meeting ,'V$' December 8, 2015 Location and Time Town Office Building, Parker Room, 7.30 A.M Members Present Jill Hai, Chair, David Kanter, Vice-Chair & Clerk, Wendy Manz Members Absent Elizabeth Barnett, Rod Cole Others Present Ian Dailey, Interim Director of Finance and Operations, Lexington Public Schools (LPS), Tom Plati, Director of Educational Technology, LPS, Debbie Harvey, Procurement Operations Manager, LPS, Marianne McKenna, Director of Technology, LPS, 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 8, 2015 • David Kanter's Input to the Capital Expenditures Preliminary Review/Positions of the FY2017-FY2021 Capital Improvement Projects (CIPS), December 7, 2015 • School Department's FY2017—FY2021 CIPS Call to Order Ms Hai called the meeting to order at 7:37 A.M Review of Positions of the FY2017—FY2021 Capital Improvement Projects (CIPS) Ms Hai opened the discussion by noting the two meetings at which CEC's positions will be solicited, are as follows • Thursday, December 10th Budget Summit III Ms Hai will discuss this Committee's views on the CIPS in generalized terms • Tuesday, December 15th CEC Meeting Carl Valente, Town Manager, and Mr Addelson will attend to hear about this Committee's positions and concerns relating to projects Using the handout prepared by Mr Kanter, previously discussed CIPS from Economic Development, Fire Department, Land-Use and Conservation, Library, Information Technology, Planning, Police Department, Department of Public Facilities, Department of Public Works, Recreation Department, and Town Clerk were reviewed The committee agreed to request revisions or additional information to several of the CIPS in order to • improve efficiency, • include adequate information for this Committee's requirement to prepare a five-year plan, and • better reflect the CIP's intent. Many of the CIPS were discussed Among them, the following CIPS were identified as projects that raised serious concerns and, while not necessarily reflecting final Committee positions, are likely candidates for the Committee to oppose should they be brought to Town Meeting in their current state for approval of an FY2017 appropriation and/or inclusion, as presently forecasted, in the Committee's Five-Year Capital Plan Page 1 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 8, 2015 Economic Development • Muzzey Street/Clark Street Parking Lot (#983) This is not viewed as a high priority and the next effort, working in conjunction with the landowners, should be done in- house without a large appropriation • Grain Mill Alley Improvements (#1005) Although having been advised the FY2017 request has been reduced to $350,000, even at that level, this is not viewed as a high priority Further, the necessary formal agreement with the abutters is still not in hand Library • Cary Library Internal Reconfiguration Project (#988) As only private financing is expected, it is not known why this CIP is present. Public Works • Automatic Meter Reading System (#327) Need the cost-benefit analysis that has been requested by this Committee for many, previous, years Recreation • Granite Forest at Lincoln Park (#976) The Committee feels this is more appropriate for private funding Public Facilities • Lexington High School Visual Arts Sinks (#994) Should be an operating expense • Harrington Replace Retractable Wall in Cafe/Gym (#1000) Understand this may not be needed, as repair and/or modifications may be accomplished as an operating expense • Harrington Cafeteria Sink (#1001) Does not qualify as a capital project. Fire Department • Headquarters Fire Station Replacement (#738) This CIP should include funding amounts for outlying years that are consistent with those used by Mr Addelson in his modelling for financing the large projects being considered by the Town Planning Department • Hartwell Avenue Area Transportation Improvements (#980) The boundaries of the Hartwell Avenue Overlay District need to be identified • Transportation Mitigation (#981) This is not a construction request. Police Department • Police Station, Renovation and Add-on Design and Engineering (#692) This CIP should include funding amounts for outlying years that are consistent with those used by Mr Addelson in his modelling for financing the large projects being considered by the Town It was noted that the modelling is carrying a larger estimate Page 2 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 8, 2015 for the Police Station than the Fire Headquarters partially because the Police Station would hold the central call station for emergency contacts • Police Outdoor/Indoor Firing Range—Hartwell Avenue (#967) Other projects are making plans to use space on the Hartwell Avenue site Diligence is needed to ensure that adequate space for a firing range will be preserved Public Facilities • LHS Heating Systems Upgrade (#564) Energy efficiency is an important consideration There needs to be a better understanding of the costs • Building Flooring Program (#653) Any relatively small projects should be in the operating budget. • School Paving Program (#698) Traffic/Safety mitigation projects have been removed from the scope of this CIP and would, instead, appear in their own CIPS • Visitors Center (#835) More information is needed on what is the project being contemplated now that the stakeholders have come to a consensus on the program requirements • Hastings School Renovation/Replacement (#870) Need a better understanding of the financing options and their impact on the funding needed • Community Center Enhancements (#892) The request includes $28,500 for security enhancements, which are not eligible under the Community Preservation Act (CPA) The balance may be CPA eligible • Munroe School Roof (#979) The Munroe Center for the Arts intends to reimburse the Town for a new roof, the mechanics for handling the financing are not clear The current license agreement with the Munroe Center for the Arts is not explicit about who is responsible for capital expenses, this should be corrected • Building Resiliency Plan (#992) "To Be Determined" should be added for outlying years Public Works • Center Streetscape Improvements (#321) Need a breakdown of critical components versus aesthetic components • Westview Cemetery Building Assessment (#940) This is an expensive item relative to its use Discussion was suspended in order to discuss the School Department's CIPS Presentation of School Department's CIPS for Consideration in the Committee's FY2017—FY2021 Capital Program Mr Dailey, Mr Plati, Ms Harvey, and Ms McKenna discussed the CIPS and responded to this Committee's questions, as follows • Food Service Equipment (#668) This CIP was included in response to a CEC request as there remains the need for the Town to fund such equipment at its end of life if not a responsibility of the food-service contractor Page 3 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 8, 2015 • School Furniture, Equipment & Systems Program (#896) An equipment inventory study is underway There will be a revised CIP that will incorporate needs for the Lexington Children's Place and nursing equipment. • Design Funds for School Traffic Safety Mitigation (#898) This CIP is being transferred to the Department of Public Facilities • LPS Technology Capital Request (#945) The School's projects are coordinated with the Town, as appropriate The School's bandwidth needs are different from the Town's, efficient use by the schools could benefit the Town The iPad program appears to have been positively embraced, a survey of students and teachers is being conducted The iPads prohibit students from downloading non-school applications Students must sign a contract when issued an iPad The use of the iPads has decreased the use of textbooks The Schools are self-insured against loss or damage, about 10-12 have been repaired Whiteboards and associated projectors have about a six-year life-span There was a return to the discussion of the CIPS on the handout. Review of Positions of the FY2017-FY2021 Capital Improvement Projects (CIPS) (continued) DPW (continued) • Pelham Road School Accessibility Analysis (#1008) Mr Addelson reported that this CIP may be dropped because of the appropriation approval at the 2015 Special Town Meeting #1 for comparable funding This will be determined in the near future Town Clerk • Election System Upgrade (#851) Ms Manz will ensure that this request is adequate for including equipment that meets Americans with Disability requirements Review of CEC Presentations at the coming Budget Summit III and the December 15th CEC meeting with Mr Valente and Mr Addelson It was generally agreed that the CEC verbal report for the Budget Summit should focus on the need for austerity in planning the FY2017 budget. This is triggered primarily by the anticipated, near-future, fiscal demands for additional school facilities Ms Hai agreed to integrate this Committee's comments on the CIPS for the presentation to Mr Valente and Mr Addelson at the December 15th CEC meeting This will be the primary agenda item, with the expectation there still will be time for approval of Minutes Adjourn A Motion was made and seconded at 9 12 A.M to adjourn Vote 3-0 These Minutes were approved by the CEC at its meeting on January 5, 2016 Page 4 of 4