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HomeMy WebLinkAbout2016-10-25-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 25, 2016 Location and Time: Town Office Building, Dawes Room; 7:30 .. AM Members Present: Jill Hai, ChairDavid Kanter, Vice-Chair & Clerk; Rod Cole (arrived ; 7:43 ..); Charles Lamb; Wendy Manz AM Members Absent: None Others Present (arriving & departing throughout the meeting): Rob Addelson, Assistant Town Manager for Finance; David Tabeling, Lexington Town Report Photographer; Jennifer Hewitt, Lexington Budget Officer; Peter Coleman, Assistant Director of Recreation; Karen Simmons, Director of Recreation & Community ProgramsChris ; Filadoro, Public Grounds Superintendent, Department of Public Words (DPW); Nathalie Rice, Town Clerk; Tom Case, Chief Information Officer Documents Presented: Notice/Agenda of CEC Public Meeting, October 25, 2016 Draft, October 25, 2016, Errata to the CEC Report to the September 21, 2016 Special Town Meeting (STM) 2016-5 Draft CEC Subject Areas & Liaison Assignments for Fiscal Year 2017, October 25, 2016 Town of Lexington Organizational Chart, February 29, 2016 Pending Final Minutes of CEC Meeting, September 21, 2016 Draft Minutes of CEC Meeting, October 6, 2016 FY2018ÎFY2022 Capital Improvement Projects (CIPs) for Recreation & Town Clerk Call to Order: At 7:37 .., Ms. Hai called this CommitteeÓs meeting to order. AM Consent to Reallocating a Portion of the Schools FY2017 Technology Funding: Mr. Addelson briefed the Committee on the SchoolsÓ urgent need to upgrade the Barracuda device that provides filtering of its networkÓs Internet access. There is about $106,000 unencumbered from the over $1 million that was appropriated for Schools Technology at the 2016 STMÏof which $90,000 was allocated for upgrade to SMART boards. Ms. Hai said the SchoolsÓ plan is to reallocate up to $85,000 of that $90,000 for the Barracuda device upgrade (currently estimated to cost $81,789). Ms. Hai advised that a $26,442 credit is anticipated for return of the current Barracuda device; thereby, the net cost for the update should be about $55,347. Mr. Addelson said he has reviewed the STM Motion for that appropriation and its language does allow the proposed reallocation, and he has no objection to the proposed reallocation. A Motion was made and seconded to support the proposed reallocation of up to $85,000 to Vote: 4–0 fund the Barracuda device upgrade. CEC Picture for LexingtonÓs FY2016 Annual Town Report: Mr. Tabeling took the group picture of the members. Errata to the CommitteeÓs Report to the September 21, 2016 STM 2016-5: Vote: 5–0 A Motion was made and seconded to approve the Draft Errata. Discussion of the CommitteeÓs Organization and Processes for the FY2018 BudgetReview Cycle Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 25, 2016 Ms. Elizabeth DeMille Barnett had resigned from the Committee effective October 3, 2016. Besides needing to reassign the responsibilities she had, the TownÓs current Organizational Chart has changed and it was deemed more efficientÏfor both the Committee and the Town staffÏif assignments mirrored the new groupings reflected in that Chart. The Committee agreed to make the following subject-area assignments for Capital-related actions that also addressed the TownÓs grouping: Department of Public Works: Mr. Kanter Land Use, Health and Development: Ms. Manz Department of Public Facilities: Mr. Lamb Public Safety: Ms. Hai Culture & Recreation: Ms. Manz General Government: Mr. Lamb Schools: Mr. Cole As for the liaisons to other committees, the two inactive, but not yet dissolved, Ad Hoc committees will be eliminated and Mr. Lamb agreed to be the liaison to the Sustainable Lexington Committee. Mr. Kanter will provide a revised draft reflecting the above for the Committee to review and approve at its next meeting. Approval of Minutes: Mr. Kanter presented the Pending Final Draft Minutes of the CEC Meeting, Vote: 5–0 September 21, 2016. A Motion was made and seconded to approve that Draft. Mr. Kanter presented the Draft Minutes of the CEC Meeting, October 6, 2016. A Motion Vote: 3–0–2 (Ms. Hai and Mr. Cole was made and seconded to approve that Draft. abstained as they had not attended that meeting.) Review of the FY2018ÎFY2022 CIPs Recreation Mr. Coleman, with the assistance of Ms. Simmons and Mr. Filadoro, provided a status report on many of the prior-year-funded projects. FY2017 Projects Update. Fence replacement on Worthen Road/Muzzey Field is out to bid. Hope to complete the project in the fall. Basketball reconstructions at Kinneens Park & Rindge Avenue Park are scheduled to be completed in the fall. Field renovations at Adams Park will go out to bid this fall, scheduled for construction next spring, and open next fall. th Pine Meadows improvement to reconstruct the 4 green has hit some obstacles; bid now scheduled for next spring with completion scheduled by next fall. FY2016 Projects Update: Marvin Park playground replacement: DPW removing old equipment this week; new equipment to be in place this fall. Lincoln Softball field renovation is ongoing and scheduled to be completed this fall. Marvin Street and Sutherland Basketball courts reconstructions were completed earlier this summer. The study of compliance of all recreation facilities with the Americans with Disabilities Act (ADA) is expected to be completed before the end of the year. Lincoln Field #3 synthetic-turf replacement was completed by mid-August. Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 25, 2016 The Committee then received the presentation of the following CIPs and there was a discussion addressing questions or comments by the Committee members and responses by the presenters. Unless cited, there were no matters left open for further consideration by the presenters. #278 Athletic Facility Lighting: Whenever one or more individual lamps are being replaced, is it cost effective to replace all of the lamps in a bank because of the expense to mobilize for any replacement? #280 Pine Meadows Improvements: Provide updated equipment inventory table. #283 Town Pool Renovation #518 Park ImprovementsÏAthletic Fields #519 Pine Meadows Equipment #732 Center Track and Field Reconstruction : Is this program expanding to the detriment of other programs? Revisit projected dollar amount as implementation on a new location, rather than a repurposing of an existing facility, would likely entail additional costs. Town Clerk Ms. Rice provided an update on the replacement of the voting machines for which $85,000 had been appropriated at the 2016 Annual Town Meeting. No procurement action has been initiated yet as she is still evaluating the products from the two State-approved vendorsÏ including whether the machines to aid the disabled are sufficient. Ms. Rice, with the assistance of Mr. Casemade a presentation of the following CIP and , there was a discussion addressing questions or comments by the Committee members and responses by the presenters. #307 Archives & Records Management/Records Conservation & Presentation Vote: 5–0 Adjourn:A Motion was made and seconded at 9:18 .. to adjourn. AM These Minutes were approved by the CEC at its meeting November 8, 2016. Page 3 of 3