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Home My WebLink About2016-10-25-CEC-min mr)Fr hr Minutes of the : I Lexington Capital Expenditures Committee (CEC) Meeting October 25, 2016 4PNG: Location and Time Town Office Building, Dawes Room, 7 30 A.M Members Present Jill Hai, Chair David Kanter, Vice-Chair & Clerk, Rod Cole (arrived 7 43 A.M ), Charles Lamb, Wendy Manz 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 Programs Chris 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 • FY2018-FY2022 Capital Improvement Projects (CIPS) for Recreation & Town Clerk Call to Order At 7 37 A.M , Ms Hai called this Committee's meeting to order Consent to Reallocating a Portion of the Schools FY2017 Technology Funding Mr Addelson briefed the Committee on the Schools' urgent need to upgrade the Barracuda device that provides filtering of its network's Internet access There is about $106,000 unencumbered from the over $1 million that was appropriated for Schools Technology at the 2016 STM—of which $90,000 was allocated for upgrade to SMART boards Ms Hai said the Schools' 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 fund the Barracuda device upgrade Vote 4-0 CEC Picture for Lexington's FY2016 Annual Town Report: Mr Tabeling took the group picture of the members Errata to the Committee's Report to the September 21, 2016 STM 2016-5 A Motion was made and seconded to approve the Draft Errata Vote 5-0 Discussion of the Committee's Organization and Processes for the FY2018 Budget-Review 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 Town's current Organizational Chart has changed and it was deemed more efficient—for both the Committee and the Town staff—if 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 Town's 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, September 21, 2016 A Motion was made and seconded to approve that Draft. Vote 5-0 Mr Kanter presented the Draft Minutes of the CEC Meeting, October 6, 2016 A Motion was made and seconded to approve that Draft. Vote 3-0-2 (Ms Hai and Mr Cole abstained as they had not attended that meeting) Review of the FY2018-FY2022 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 Pine Meadows improvement to reconstruct the 4th 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 on-going 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 • #282 Park and Playground Improvements ❑ • #283 Town Pool Renovation • #518 Park Improvements—Athletic Fields • #519 Pine Meadows Equipment • #532 Park Improvements—Hard Court Resurfacing❑ • #732 Center Track and Field Reconstruction • ❑#893 Recreation Site Assessment of Potential Land Acquisition • #1013 Outdoor Pickleball Court Construction❑ 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 • #1014 Cricket Field Construction Same as #1013 ❑ 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 vendors— including whether the machines to aid the disabled are sufficient. Ms Rice, with the assistance of Mr Case, made 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 Adjourn A Motion was made and seconded at 9 18 A.M to adjourn Vote 5-0 These Minutes were approved by the CEC at its meeting November 8, 2016 Page 3 of 3