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HomeMy WebLinkAbout2016-11-01-CEC-notes Notes from Information-Only Session of the Lexington Capital Expenditures Committee (CEC) November 1, 2016 Location and Time: Town Offices Building, Parker Room; 7:30 .. AM Members Present: Jill Hai, ChairDavid Kanter, Vice-Chair & Clerk; Charles Lamb (remote ; participation by speaker phone) Members Absent: Rod Cole; Wendy Manz Others Present: Rob Addelson, Assistant Town Manager for Finance; Jennifer Hewitt, Lexington Budget Officer; Mark Corr, Chief, Police Department; John Wilson, Chief, Fire & Rescue Department; Derek Sencabaugh, Assistant Chief, Fire Department; Pat Goddard, Director, Department of Public Facilities; Dorinda Goodman, Director, Information Services; Tom Case, Chief Information Officer; Glenn Parker, Chair, Appropriation Committee; Kate Colburn, Member, Appropriation Committee; Elaine Ashton, Town Meeting Member; Sara Arnold, Recording Secretary Documents Presented : Notice/Agenda of CEC Public Meeting, November 1, 2016 FY2018ÎFY2022 Capital Improvement Projects (CIPs) for the Police and the Fire & Rescue DepartmentsÏalong with those CIPs from the Public Facilities Department for which those other two departments are the end userÏand for the Information Services Department At 7:30 .., Ms. Hai noted that she has authorized Mr. Lamb to participate remotely AM because he is not available locally; however, as the required, on-site, quorum of three members is not present, this is being held as a for-information-only session. Presentation of the FY2018–FY2022 CIPs Fire & Rescue Department The following information was presented by staff: #735 Ambulance Replacement: The Fire Department replaces an ambulance every three years and the ambulance is kept for nine years, initially as the primary ambulance, then as the secondary ambulance, and finally as a spare. The estimated cost is based on Massachusetts Area Planning Council estimates. Ambulances are funded with debt on 5-year terms. The planned purchases with FY2018 & FY2021 funding is consistent with the CommitteeÓs last 5-Year Capital Plan. #1018 Protective Clothing: Protective clothing is generally purchased every five years and is used for 10 yearsÏinitially as the primary protective gear and then as back up. There are currently no safety issues associated with this clothing. Police Department The following information was presented by staff: #967 Police Outdoor/Indoor Firing RangeÏHartwell Avenue: Per the Town Manager, the already funded feasibility study for this project will not begin until completion of the Hartwell Solar Panel Project in early 2017. The firing-range study will develop estimated costs and recommended timing for design & engineering and construction of the facility. The plan is for a regional facility; other communities do not have an appropriate location for an outdoor firing range. 1 of 3 Page Notes from Information-Only Session of the Lexington Capital Expenditures Committee (CEC) November 1, 2016 #1020 Public Safety Radio Console Replacement: The current equipment is becoming obsolete, so must be replaced in the next three to five years. Although there were delays in moving this project forward because of staff changes, the current equipment is functional and Motorola will be available for assisting with the maintenance, as needed, but not by contract. Public Facilities The following information was presented by staff: #306 Lexington Police Station Rebuild: No funding will be requested at the 2017 Annual Town Meeting (ATM). Estimated funding for outlying years may not be available in time for inclusion in the CECÓs 5-year plan. The Board of Selectmen is expected to decide in March where a new police station would be located. The project may be eligible for Community Protection Act funding if the station stays in its current location. There are seismic issues with the current building. #738 45 Bedford Street Fire Station Replacement: Funding for design development of a replacement building is being requested at 2017 ATM. It is anticipated that additional funding will be requested at a fall 2017 Special Town Meeting (STM). #1021 Fire Department Swing Space, 173 Bedford Street: The $85,000 appropriated in the fall of 2016 is being used to evaluate the facility-renovation requirements and traffic-control needs for this project. The 2017 ATM request for $50,000 is for design development. It is anticipated that funding for construction documents will be requested at a fall 2017 STM. #1023 Lexington Police Department Oil Tank Removal: The tank was not being used and was drained last week. Information Services The following information was presented by staff: #553 Replace Town-wide Phone SystemsÏPhase VI: Progress on the earlier phases was reviewed. The scope hasnÓt changed. Some of the unspent funds have been encumbered, some have not; all are carefully tracked. A program for the years following FY2021 has not been developed; the use of cloud services needs to be evaluated and incorporated, as appropriate. #556 Head-End Equipment Replacement: FY2018 will be an unfunded year. #708 Municipal Technology Improvement Program: This is part of a continuing effort to improve the technological experience for Town services. It was noted that the FY2019 request is contingent on there being an emergency generator installed in the Lexington Community Center (LexCC). In that event, the LexCC could potentially provide redundancy, which would be part of the TownÓs ÐBuilding Resiliency ProgramÑ. #855 Network Redundancy & Improvement Plan: A current study is looking at the pros and cons of wireless and land-based systems. Early results indicate a mixture may be advantageous. The FY2018 funding request is for implementing the recommended improvements. Eventually there will be operating costs associated with this project. Plans are moving forward for installing a cell tower behind the Police Station within the next year. A Request for Proposals will be issued seeking a third party to install it, with the Town retaining the right to place Town equipment on 2 of 3 Page Notes from Information-Only Session of the Lexington Capital Expenditures Committee (CEC) November 1, 2016 the tower for the TownÓs wireless-communication needs. There have already been meetings with the Historic Districts Commission, and the TownÓs Communication Advisory Committee is also involved. It was noted that there is a communications Ðdead zoneÑ along Bedford Street that needs to be addressed. These Notes were reviewed by the Committee at its meeting on November 29, 2016. 3 of 3 Page