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HomeMy WebLinkAbout2016-11-15-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 15, 2016 Location and Time: Samuel Hadley Public Services Building, Training Room (221); 7:30 .. AM Members Present: Jill Hai, ChairDavid Kanter, Vice-Chair & Clerk; Rod Cole; Charles ; Lamb Member Absent: Wendy Manz Others Present (some arriving & departing during the meeting): Rob Addelson, Assistant Town Manager for Finance; Jennifer Hewitt, Budget Officer; Dave Pinsonneault, Director, Department of Public Works (DPW); John Livsey, Town Engineer, DPW; Robert Beaudoin, Superintendent, Environmental Services, DPW; Marc Valenti, Manager of Operations, DPW; Ralph Pecora, Superintendent, Water & Sewer, DPW; Erik Gitschier, Superintendent, Highway, DPW; Chris Filadoro, Superintendent, Public Grounds, DPW; Romina Comunale, Management Analyst, DPW; Robin Vella, Office Manager, DPW; Glenn Parker, Chair, Appropriation Committee (AC); Elaine Ashton, Town Meeting Member; Sara Arnold, Recording Secretary Documents Presented : Notice/Agenda of CEC Public Meeting, November 15, 2016 Updated FY2018ÎFY2022 Summary of Capital Improvement Projects (CIPs); DPW FY2018ÎFY2022 CIPs for DPW, including newly added #1040 Westview Cemetery Irrigation and #1043 Highway Sign Machine, and Updated DPW CIP #644 Sidewalk Improvement Draft Lexington CEC Subject Areas & Liaison Assignments for Fiscal Year 2017, dated 31 Oct 2016 Call to Order: At 7:32 .., Ms. Hai called this CommitteeÓs meeting to order. AM Introductions: Those present introduced themselves. Review of the FY2018–FY2022 CIPs: DPW DPW staff presented its departmentÓs CIPs. Comments and discussion included, but was not limited to, the following: #327 Automatic Meter Reading (AMR) System: Funding for this project has been requested in the past, but has regularly been deferred. The FY2018 request is for funding a consultant who would provide an analysis of the existing meter equipment for compatibility with an AMR system. It was agreed that this should include a cost/benefit evaluation of implementing an AMR system. #520 Equipment Replacement: This is an annual request that supports the timely replacement of aging equipment. Included for FY2018 funding are a soil screener and replacement of other equipment that has reached its end of life. A schedule was provided for the purchases planned for FY2019ÎFY2022 funding. The costs are based on estimates adjusted for inflation. The new compost turner was recently received and staff is being trained to use it. #522 Street Improvements: The Town has been incorporating alternative road treatments to prolong the life of the pavement, with positive results. Road conditions are slowly improving. The Town is holding National Grid and other entities that periodically open the roads to high repair standards; the Town is re-inspecting the Page 1 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 15, 2016 patched openings each spring and requiring replacement patching if necessary. In most cases, new permits are not issued until that work is done. The October 2015 report on the condition of the TownÓs pavements by the TownÓs long-time consultant, Faye, Spofford, & Thorndike (FST), was discussed and FST is currently preparing an updated analysis of that condition which will continue to use the Pavement Condition Index (PCI). The Town will be changing software providers that it believes will improve the analysis. The results will then be reported as a Roadway Condition Index (RCI). Although it will be numerically different, it will service the same purpose as the PCI. A Request for Proposal will be issued for a consultant to continue the yearly analysis of the RCI data. The Committee noted that last-yearÓs FST report showed, over time, a very significant drop in the PCI and increase in the dollar amount of the backlogged work if appropriations continued at the same level as the request for FY2018. The DPW response was that the Department believes it will be found that the benefits gained from the multiple, new, pavement-enhancement processes already being used will help reverse that long-term projected health of the TownÓs pavement. The Committee requests: It be supplied the current-yearÓs FST report when it is available. #523 Storm Drainage Improvements and National Pollutant Discharge Elimination System (NPDES) compliance: This project covers Environmental Protection Agency requirements and general stormwater drainage repairs, while the CIP #557 Comprehensive Watershed Stormwater Management project addresses preplanned, defined, stormwater-management projects. A 5-year NPDES permit was finally reissued, to become effective July 1, 2017. It includes some major changes, but Lexington has been pro-active and has been incorporating required elements in advance of the permit going into effect; therefore, the FY2018 funding request does not include an increase for new requirements. A 10% increase is included for outlying years, but those may need to be adjusted based on the firstyearÓs experience under the new permit. The Town has been using engineering student interns from University of Massachusetts (Lowell) to conduct stormwater sampling which reduces the costs for doing those required actions. Violations, which are immediately corrected, usually involve sanitary failures. Debt has been used in the recent past to fund these projects, but this will be re-evaluated for FY2018 and tax-levy funding will be considered. The Committee requests: An updated map of the sampling locations unless it is reported to be the same as provided last year. #524 Sanitary Sewer System Investigation and Improvements: The Town continues to identify and correct inflow and infiltration (I/I) situations in its sewer system and participates in the Massachusetts Water Resources Authority (MWRA) funding assistance program for such projects. There was discussion about a project in the Bowman trunk line that involved earth infiltrating the sewer line in a wetland area. While that was corrected, the rest of this line is suspect and actions to address that are being pursued. The Committee requests: A short description of the different phases and a status report for each project. #528 Hydrant Replacement Program: Hydrants are selected for replacement based on three primary factors: those associated with road and sidewalk improvements; Page 2 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 15, 2016 those damaged during a traffic accident (which are reimbursed, if applicable); and those identified for replacement during the flush-and-inspection program. Both the DPW and the Fire Chief are comfortable with the progress using this approach. Fire hydrants have a 50-year life span, while the TownÓs program incorporates a 20-year replacement cycle. Committee requests: More information regarding the use of the FY2015 funding as the CIP identifies that 346 hydrants have been replaced as part of this programÏwith the cost being approximately $2,500/hydrantÏbut that is only 18 more hydrants than were reported as having been replaced in last-yearÓs CIP. Advice of any non-working hydrants that would have been used when the Fire & Rescue Department responded to an incident. #529 Pump Station Upgrades: The main-station repairs that were required to eliminate a pounding noise in a force main that was disrupting a neighborhood have been completed. The project included installation of variable-frequency drives, a storage tank, and automatic air-release valves. Abutters recently received a final update and appear to be satisfied. Pump stations have a communication system that remotely reports pump failure, generator use, and flow data. Progress continues under the plan so that all stations currently without a backup generator will have one. The Committee requests: A copy of the final update letter sent to the abutters of what had been that noisy force main. Photos taken of the main-station repairs. #554 Street Acceptance: Eight of the 15 Harbell Street abutters have requested acceptance of that street as a public way under the betterment process. The project involves paving 645 feet of roadway. Assuming the project is funded, the $147,000 will eventually be refunded by the betterment payments charged to all of the Harbell Street residents over a period not to exceed 20 years. The additional roadway would result in a minimal increase in the Chapter 90 roadway funds that the Town receives from the State. #557 Comprehensive Watershed Stormwater Management: As discussed above, this project needs to be kept separate from #523. #560 Water Distribution System Improvements: A consultant is developing a hydraulic model of the TownÓs system that will help analyze pressure/volume issues and generate futurefailure likelihood based on replacement history and age of equipment. The initial modeling should be completed this winter and will be periodically adjusted as updated data become available. It is expected to help identify the need for water restrictionsÏwhether voluntary restrictions asked by the Town or formal bans issued by the MWRA. The Town is developing an education program regarding water usage and is working with the Town of Bedford regarding its water draws from the Lexington system. The Committee requests: Verify the numbers of miles of water pipe and of those already lined. #644 Sidewalk Improvement: This was recently updated to include additional funding for sidewalks as requested by the Board of Selectmen (BoS)Ïthat had also been recommended by this Committee. The Committee requests: A list of sidewalks planned to be renovated in FY2018, including the linear feet of each and the total for the list. Page 3 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 15, 2016 Correct what are believed to be incorrect dollar amounts in the CIPÓs cite of the Appropriation HistoryÏincluding any other allocation(s) in those years to specific projects outside of the usual scope of this CIP. #645 Dam Repair: The FY2018 funding is for the extraordinary repairs and improvements to the Old Res\[ervoir\] Dam. Most of the trees identified for removal are not healthy. DPW is working with the Conservation Commission that will notify abutters when this project is ready to move forward. The project is currently in the design phase; if the FY2018 funding is approved, the construction would move forward in the next construction season. The Committee added its support for temporarily lowering water levels to save $150,000, as described in the backup to the CIP. #672 Battle Green Master PlanÏPhase 3: Previous appropriations allow for Battle Green improvements, but some are on hold until it is determined whether they might be impacted by CIP #321 Center Streetscape Improvements. Additional funding requests will be delayed until FY2019. The Committee requests: A sketch of the Battle Green area identifying projects, and their costs, under this Plan that have been accomplished; are currently under contract for execution; are moving forward to being under contract; ones that are funded, (See but on hold; and ones remaining that are identified for future funding. #922, below, for other project efforts to be added to the same sketch.) A revisit of the funding amounts is requested as the basis is now over 6-years old. #683 Town Wide Culvert Replacement: Town culverts are being identified and evaluated to determine the need for replacement. #688 Town-wide Signalization Improvements: The signal at the Munroe Center for the Arts is one of those identified for replacement, partially due to unreliability. Because the current location does not meet Federal standards (the ÐwarrantsÑ) for a comparable signal installation, an alternative pedestrian signal needs to be identified (such as the Rectangular, Rapid-Flashing Beacons \[RRFB\] used along Spring Street). Changes at Worthen Road and Bedford Street need to be coordinated with plans to replace the Fire & Rescue Department Headquarters. The Committee requests: Annotate the list of signal locations with the type of mechanism that determines when the lights change. #850 Hartwell Avenue Infrastructure Improvements: This project, which incorporates Maguire Road intersection improvements and a renovated bridge over Kiln Brook, faces serious challenges, including wetland issues and the need for undisrupted utility services at Hanscom Air Force Base. An informal discussion with the Conservation Commission is being scheduled. The selected intersection design would impact the bridge repairs and utility services. Relocating utility lines would be complex and costly. A signal at Maguire Road would be less complex and less costly than a roundabout. The almost $2.2 million funding request is based on the costliest options. It is advantageous to solicit bids in the winter. Design preparation is unlikely before winter 2017, causing a delay in the project. The Committee requests: A brief description of previously appropriated funds and a phased project evaluation. Updates as the options are narrowed. Page 4 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 15, 2016 #881 Municipal Parking lot improvements: The funding requests for this CIP have each been slipped by one year (to FY2020 & FY2021) because of uncertainties related to the location of a future Police Headquarters renovation/rebuild. #883 Bikeway Bridge Renovations: The Grant Street Bridge needs to be renovated. The Committee requests: Pursue the use of Community Preservation Act funds for the project. #915 Hartwell Avenue Compost Site Improvements: The old building was demolished because of its deteriorating condition. This project would fund installation of a prefabricated facility; it does not include funds for a scale. The building would be located to avoid any conflict with the location being reserved for an anticipated indoor/outdoor firing range. Delivery would be in 4Î6 months after funding approval. Site preparation is minimal; utilities and services are already there. The Committee requests: Confirm the life expectancy of the pre-fabricated building. Determine and address Police Department needs for indoor space while using the current outdoor firing range. #922 Battle Green Streetscape Improvements: A construction-funding request is identified for FY2019; previous appropriations are available for the design and engineering work. The Committee requests: Include on the sketch of the Battle Green area requested under #672 the same information on the projects that have been, or are planned to be requested under this CIP. #940 Westview Cemetery Building Assessment: Renovating the current facility, which is inadequate for grieving families, staff needs, and storage, is not a viable alternative. The project requires relocating utilities and re-doing the existing site. Although there could be some adjustments to the funding plan, it is currently anticipated that increased cemetery fees would cover the almost $3.0 million funding request. Committee members expressed reservations about the cost if it is not to be self-funded. The Committee requests: Delete ÐAssessmentÑ from the title as this is now for the full design and construction of a facility. As this is a request for a facility, while DPW is and would remain the ÐclientÑ, this CIP should be transferred now to DPF as that department will have primary responsibility for validating the cost estimates and, if approved by Town Meeting, the execution of the project. Confirm the amounts of the two funding requests as the backup material, page 17, shows $3,040,000 for a new building. (On page 14, it shows $2,740,000 for the no-longer supported renovation of the existing building.) #941 Public Parking Lot Improvement Program: This project includes re-designing three parking areas. The Committee also noted the importance of maintaining adequate parking while this project is implemented, but still questioned whether such a construction project would need to be phased over four years. The Committee requests: A map showing the three parking lots (including surface areas) proposed to be impacted by this project. #966 Community Center Sidewalk: A new sidewalk design has been created after several other designsÏall of which involved some land still owned by the Scottish Page 5 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 15, 2016 Rite (Masons) and to which that owner would not agree. The new design is not brick and does not include lighting. The Committee requests: Additional Information on the new design. Information as to whether the current users or management of that Center have expressed any demand for the sidewalk. #1002 Staging for Special Events: This purchase would eliminate the need to borrow staging from the Town of Waltham. #1040 Westview Cemetery Irrigation: This project would complete the installation of irrigation at Westview. #1043 Highway Sign Machine: The current sign-making system is 15 years old and has reached its end of life. The new machine is expected to eliminate, or at least significantly reduce, the need to hire outside contractors to make signs. The Committee requests: A cost/benefit analysis including how this machine would impact staffing. #321 Center Streetscape Improvements: The Center Streetscape Design Review Ad hoc Committee has been preparing reports on three tiers of the work being contemplated for Lexington Center. Tier 1 report, recommending sidewalk materials and lighting, was presented to the BoS, received a review by DPW, and is being revised in response to questions and concerns. Reports on Tier 2 (edging; roadway features; stone walls; posts, bollards and interpretive markers; structural soil, and infiltration basis) and Tier 3 (amenities \[tables and chairs\]; thin planters, interpretive elements, and trees) are anticipated by the end of this year. The dollars requested for this project are a placeholder; the range of options for a final design results in what are likely to be significantly varying dollar needs. The BoS is scheduled to receive additional traffic-study results for the Woburn Street-Massachusetts Avenue intersection element of this project on next Monday evening identifying mitigation for potential cut-through traffic on Winthrop Road if a signal were installed at that intersection. That intersection element of the project can be implemented independently of the other project elements. This Committee had serious doubt whether, considering the continued uncertainties, even that intersection element in the project could be ready for the 2017 ATM. Continued Discussion of the Committee’s Organization and Processes for the FY2018 Budget-Review Cycle: A Motion was made and seconded to approve the ÐDraft Lexington CEC Subject Areas & Liaison Assignments for Fiscal Year 2017, dated Vote: 4–0 31 Oct 2016Ñ. Adjourn: Vote: 4–0 A Motion was made and seconded at 9:34 .. to adjourn. AM These Minutes were approved by the CEC at its meeting November 29, 2016. Page 6 of 6