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HomeMy WebLinkAbout2021-12-16-CEC-min RECEIVED 2022 03 gain, 11��2'7 aiin Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting xx oWu r: a J P December 16, 2021 LIp 6A@bON M A APRIL 19" AINGI,QC 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: Sara Cuthbertson, School Committee; Staff: Town Manager's Office: Jim Malloy, Town Manager; 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, December 16, 2021 • FY2023-FY2027 Capital Improvement Projects/Programs (CIPs) with CEC Comments; December 14, 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 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 in 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 the Minutes is approved. Mr. Lamb took a roll-call attendance, determining that all five members were present. Review of the Spreadsheet with CEC Comments on the FY2023-FY2027 CIPs with the Town Manager and Finance Staff Mr. Malloy, Ms. Kosnoff, and Ms. Hewitt expressed appreciation for the comprehensive and easy-to-use spreadsheet that they had received with all of this Committee's comments—all of which will be considered. Using that spreadsheet for reference, Mr. Malloy responded specifically to some of the specific CEC comments, as follows: • Department of Public Works DPW-23-1 : Battle Green Streetscape Improvements: There are plans to discuss the public process and timing for this project with the Select Board (SB) in early January. Staff is proposing to post information on the website and hold a public meeting later in January. Another concept that will be discussed with the SB in early January is creating a Stormwater Utility Enterprise Fund. • DPW #23-9: Cemetery Columbarium: There will be a review of the timing identified in the CIP to correct any inconsistencies between text and the funding schedule. • DPW-23-12: Water Tower(s) Replacement: There are a lot of issues associated with replacing the water towers, including legal implications associated with the cellular Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 16, 2021 and other purpose antennas, and associated equipment, that are attached or adjacent to the current towers. Additionally, a hydraulic study is being conducted to determine the best locations for two water towers, which could result in a recommended land acquisition of a new site (or sites) with the required elevation. Ms. Kosnoff added that a new location would involve commercial property, and Mr. Malloy noted that if land were leased, it would need to be a very long-term lease; purchasing would be preferred. Two towers at two locations would likely be better than two towers at the same location. It may be another year before there is a clear understanding of the financial ramifications. The SB will be given a verbal update on December 20t" • Department of Public Facilities (DPF): East Lexington Fire Station Replacement: That Station, along with the Town Office Building and the School Administration Building, need to be upgraded or replaced. The long-term future of 173 Bedford Street has also not been determined. If the school administration offices were moved to 173 Bedford Street, the current School Administration Building—which faces needs for significant improvements—could be demolished, creating space for a recreation field. It is possible to add a second story to the East Lexington Fire Station, but there is no space on the lot to expand outwards. • DPF Implementation of its adoption of the data from the contracted 20-Year Funding Requirements: Mike Cronin, Director of DPF, is developing a realistic five-year plan based on the data in that 20-year plan. Their 20-year plan includes a detailed database identifying the needs associated with Lexington's facilities—data which is expected to provide justification for planning how to proceed. Mr. Cronin has initiated internal discussions about adjustments that should be made to the plan, how the needs fit into current programs, implementation, and how implementation would be tracked. In response to Mr. Lamb's request for helping this Committee understand the 20-year plan, Mr. Malloy suggested periodic briefings by Mr. Cronin. • Fire Department 23-1 : Replace Pumpers: These vehicles are custom-built and Lexington received a "lemon" that needs to be replaced "out-of-cycle". Because the use of free cash for the operating budget is being phased out, it is possible to use cash capital rather than debt for these vehicles. • Department of Innovation &Technology (DIT): General Comment #1 :This department is instituting new processes and addressing a backlog of tasks. Examples include: ➢ While many staff members have both a desktop and a laptop, there is a transition to laptops only. ➢ Some staff are working part-time from home, which has triggered the use of systems that have the work phone ring at their homes. This is less expensive than installing whole new phone systems. ➢ There is less emphasis on the use of the phone system as email has been used more extensively. • Recreation-23-3: Town Pool Water Heater Replacement: Electric water-heater costs will be identified. Ms. Hewitt commented that it may be possible to use American Rescue Plan Act funds for some capital items, such as the Network Redundancy Improvement Plan. There were additional accolades regarding the spreadsheet that had been used during the meeting. Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 16, 2021 Mr. Lamb expressed appreciation for the work done by Mr. Kanter in preparing the spreadsheet and thanks for the work provided by Ms. Kosnoff and Ms. Hewitt in supporting this Committee. Adjourn A Motion was Made and Seconded at 8:53 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