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Home My WebLink About2021-11-04-CEC-min RECEIVED �g Pq�t MBryC'. Minutes of the 202203 Jain, I I aiin ; M Lexington Capital Expenditures Committee (CEC) Meeting xx November 4, 2021 TOWN CLERK yAP[RpI�L19'"O� LIR:;.XPIIS°a,:8"IEON MA Location and Time: Remote Meeting; 8:00 A.M. CEC Members Present (remote participation): Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee; Rod Cole and Frank Smith CEC Members Absent: None Others Present (remote participation): Other Lexington Committees: Scott Bokun, School Committee liaison; Rick DeAngelis, Chair, Lisa Rhodes, Vice Chair, Lisa O'Brien, and Christian Boutwell, Recreation Committee; Staff: Recreation and Community Programs: Melissa Battite, Director of Recreation and Community Programs; Christine Dean, Director of Community Center for Recreation, Peter Coleman, Assistant Director of Recreation; Melinda Spencer, Administrative Manager for Recreation; Land Use. Health & Development: Carol Kowalski, Assistant Town Manager for Development, Sheila Page, Assistant Planning Director; Karen Mullins, Conservation Director, Amber Carr, Conservation Coordinator; Sandya Iyer, Economic Development Director, Casey Hagerty, Economic Development Coordinator; Department of Public Works (DPW): David Pinsonneault, Director; Finance Department: Carolyn Kosnoff, Assistant Town Manager for Finance, Jennifer Hewitt, Budget Officer; Sara Arnold, Recording Secretary Documents Presented: • Notice of Public Meeting/Agenda CEC Meeting, November 4, 2021 • Recreation and Community Programs' and Land Use, Health and Development's FY2023-FY2027 Capital Improvement Projects (CIPs) • Recreation and Community Programs' responses to CEC Questions Provided Regarding its CIPs • Land Use, Health & Development's responses to CEC Questions Provided Regarding its FY2023-FY2027 CIPs • Pine Meadows Equipment List, November 2021 • Hartwell Signage Jug Handle, September 3, 2021 • Hartwell Signage 3, October 4, 2021 • Hartwell Avenue Map, Signage 3 • Draft Capital Stabilization Funding Framework, November 1, 2021 Call to Order Mr. Lamb called this Remote (Virtual) Meeting, which had been posted as such, to order at 8:00 A.M. As all the Committee members present had been previously advised of the special conditions of this meeting, he passed on repeating them (i.e., the authority to not require a physical presence of a quorum and other selected terms under the Open Meeting Law is legislation signed on June 16th of this year by Massachusetts Governor Charles D. Baker). Mr. Lamb advised that materials provided electronically to the Committee or presented at the meeting, would be available upon request and are those listed in the Minutes as Documents Presented. Any votes during this meeting would be taken by a roll call. Further, this meeting would be recorded to assist in preparing Minutes, and the recording would be deleted once Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 4, 2021 the Minutes is approved. Mr. Lamb took a roll-call attendance, determining that all five members were present. Review of the Recreation and Community Programs FY2023—FY2027 CIPs Mr. Lamb asked for follow up questions to the responses that had been prepared by staff in response to this Committee's written questions regarding Recreation and Community Programs. There was general consensus that the responses were welcomed and helpful. While each CIP was reviewed, in some instances staff provided additional clarification in response to questions which included, in part, the following comments: • Renovations are pursued when a feasibility study indicates this is appropriate; construction is scheduled based on balancing the need for all projects. • Fairways 1 and 2 at Pine Meadows have a tendency to flood and are located close to conservation land, creating a need for a drainage-improvement project. The scope has not changed. • The initial proponent for a project is the department that identifies the need, and it gets moved to the Department of Public Facilities when it is time to request the funds. • It is possible to break out project-management costs, which may be part of both design and engineering (D&E) and construction. • Community Preservation Act (CPA) requests may not meet the criterion for being considered a capital project, defined as being over $25,000; however, that criterion is not applicable to CPA funding. • The Athletic Feasibility Study is looking at all the Town's athletic fields, along with "asks and needs" for field space. The results are expected to identify whether cricket competition and other rising sports can be accommodated. Currently, cricket practices are being accommodated, but competition space is not available. • The Lincoln Park fitness stations fall under the purview of the Lincoln Park Subcommittee, which is conducting a Master Plan Study that should better identify the timing for their renovations. FY2027 is currently a placeholder for such a project, but considering their condition, this could be pursued sooner. Mr. Lamb and Mr. Kanter expressed concern about a lag between D&E and requests for construction funding because, particularly in the current climate, costs are escalating quickly. Mr. Kanter recommended that the fitness-station project be moved to an earlier Fiscal Year to reflect concerns about the condition. Review of the Land Use, Health & Development's FY2023—FY2027 CIPs Mr. Cole expressed appreciation for the responses to questions that had been prepared by staff in response to this Committee's written questions regarding Land Use, Health & Development. Speaking generally, he echoed earlier comments expressed about constructions costs coming in higher than estimates, which requires an additional appropriation from Town Meeting and results in delays. He suggested that funding requests factor in these experiences. Mr. Kanter asked that out-year projections reflect current best estimates. While each CIP was reviewed, in response to follow up questions to the responses, staff clarification and comments included, in part, the following: Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 4, 2021 • There is an appropriation request from the Transportation Management Overlay District (TMOD) Stabilization Fund, which is holding funds provided by owners of property on Hartwell Avenue, for signage associated with the jug handle to Hartwell Avenue. Mr. Kanter advised that the original expectation of owners contributing to entrance signage was independent of their standing obligations to make payments to the TMOD Stabilization fund. Minutes A Motion was Made and Seconded to approve the Draft #3 Minutes for the CEC meeting, October 27, 2021, as presented. Roll-Call Vote:5-0 Mr. Kanter reviewed recommended changes to the Draft #3 Minutes for the CEC meeting, October 28, 2021. A Motion was Made and Seconded to approve said Minutes, as amended. Roll-Call Vote:5-0 Member Concerns and Liaison Reports Mr. Kanter identified some uncertainties associated with the Special Town Meeting (STM) 2021-1 schedule. He also reported that some questions had been raised by a member of the Select Board (SB) and by some residents on the Town Meeting Members Association (TMMA) ListServe suggesting that the request for construction funds for renovating the swing space included in STM Article 5, Appropriate for Police Station Architectural Design and Swing Space Construction, be postponed until the design for a new station is complete and the debt exclusion for the new facility is passed. Members of this Committee reiterated their unanimous support for moving forward on the swing-space renovations is critical to getting the project completed as currently scheduled and noted that delays could cause increased costs. Mr. Lamb agreed to share this concern with SB members, and he would share them further, should it seem appropriate. It was noted that this Committee's sentiments regarding the funding of the Pension Fund, the Other Post-Employment Benefits Fund, and the Capital Stabilization Fund as discussed at this Committee's October 21, 2021 , meeting, had not been forwarded to the SB, Jim Malloy (Town Manager), and Ms. Kosnoff. Mr. Lamb agreed to complete this task. Ms. Kosnoff reported that additional information regarding such recommended funding would be presented at the next Financial Summit. Mr. Smith reported that he had provided updated material describing the Capital Stabilization Funding framework. Ms. Kosnoff reported that the framework had been presented to the SB, and the SB had voted to support it with some non-substantive edits. It was agreed that questions on the DPW CIPs should be sent to Mr. Smith by November 12t" Ms. Hewitt reported that back-up materials regarding those CIPs would be available on November 12t" It was agreed that there was no need to meet on November 11t" Adjourn A Motion was Made and Seconded at 9:07 A.M. to adjourn. Roll-Call Vote: 5-0 This Minutes was approved by the CEC at its meeting on December 30, 2021 Page 3 of 3