HomeMy WebLinkAbout2016-12-05-CEC-min mr)Fr hr
Minutes of the
: I Lexington Capital Expenditures Committee (CEC) Meeting
December 5, 2016
4PNG:
Location and Time Town Offices Building, Reed Room, 7 30 A.M
Members Present Jill Hai, Chair David Kanter, Vice-Chair & Clerk, Charles Lamb,
Wendy Manz
Members Absent Rod Cole
Others Present Elaine Ashton, Town Meeting Member
Documents Presented
• Notice/Agenda of CEC Public Meeting, December 5, 2016
• FY2018–FY2022 Capital Improvement Projects (CIPS)
• NPDES Small MS4 Permit Requirements—Effective July 1, 2017 (prepared by the
Town Manager's Office, 2 Dec 2016)
• Draft#4 Minutes of CEC meeting, November 29, 2016
• Draft Minutes of CEC meeting, December 1, 2016
Call to Order At 7 38 A.M , Ms Hai called the meeting to order
Review of the FY2018–FY2022 CIPS
The Committee reviewed all of the CIPS that had been provided to it so far and, after
discussion, took preliminary positions on each based on the information and analysis at this
point in time with the explicit understanding that these votes do not necessarily reflect the
positions that any member may hold when the Committee's formal votes will be taken for
reporting to Town Meeting The outcome of the review is contained in the attachment to
these Minutes
Approval of Minutes
A Motion was made and seconded to approve the Draft#4 Minutes of the CEC meeting,
November 29, 2016, as presented Vote 4-0
A Motion was made and seconded to approve the Draft Minutes of the CEC meeting,
December 1, 2016, as presented Vote 3-0-1 (Mr Lamb abstained as he did not attend
that meeting)
Next Meeting It was agreed that the next meeting would now be on December 12th, at
7 30 A.M —which will be in addition to the previously planned meeting on December 13th at
7 30 A.M
Adjourn A Motion was made and seconded at 9 30 A M to adjourn Vote 4-0
Attachment Capital Expenditures Committee (CEC) Review of FY2018–FY2022 Capital
Improvement Projects (CIPS) as of 5 Dec 2016
These Minutes were approved by the CEC at its meeting December 12, 2016
Page 1 of 6
Capital Expenditures Committee (CEC) Review of FY201€—FY2022 Capital Improvement Projects (CIPs)as of 5 Dec 2016
A 8 C D
Includes CEC Preliminary Z'
Department FY2018 Position C
1 CIP#&Project Name Request (*=Conditional) Conditional Basis and/or Comment N
2 Fire I O
3 735 Ambulance Replacementi I 4-0 I
—ft
_
4 1018 Protective Clothing I 4-0 I st
cc)
5 Land Use,Health and Development I-
6
6 980 Bedford St.at Eldred St.Safety Improvements 4-0* Formal support by the Lexington Police Chief I k
7 981 Transportation Mitigation (TSG) ,r 4-0 I
983 Muzzey Street/Clark Street Parking Lot TBD Awaiting details on abutter"'buy-in"(incl funding); CO
8 specifications,etc. C
9 1016 Willard's Woods and Wright Farm Meadow Preservation 4-0 I Z
10 1017 Cotton Farm Conservation Area Improvements ,r 4-0 I C)
11 1019 Hartwell Area TMOD Plan Update 4-0* Remains sourced from TMOD FundI ply
1024 Conservation Restriction/Trail Easement, Lexington Unknown TBD No dollar amounts or split between fund sources. (If (D -
b 12 Montessori land all license fees, not capital ) cOp fl1
ry 13 1030 Wright Farm additional site assessment ,r 4-0 I B m
14 1032 Stone Building Analysis i 4-0* Only if entirely CPA funded I 0 -
N CD 15 1033 Affordable Units Preservation Unknown TBD Not yet presented to CEC I cp
16 1039 Hill Street New Sidewalk Project 4-0* No FY2019 construction estimate I 1 CL
cs
17 Information Services
O =
18 553 Replace Townwide Phone Systems-Phase VI ,r 4-0 I CD
19 556 Head End Equipment Replacement-unfunded year 4-0 I N
708 Municipal Technology Improvement Program i 4-0* Uncertainty of Back-up Generator for Community n
20 Center in FY2019 0
21 855 Network Redundancy&Improvement Plan I 4-0* Awaiting results of redundancy study I B
B
22 Police
967 Police Outdoor/Indoor Firing Range-Hartwell Avenue 4-0* Retains having both indoor-and outdoor-firing p
facilities,along with indoor training and administrative CD
23 space, need estimated dollar amounts n
1020 Public Safety Radio Console Replacement 4-0* Serious concern of presuming service beyond end of m
24 lifc especially without formal maintenance contract n
25 Public Facilities E
306 Lexington Police Station Rebuild 4-0* Need separate estimates for both in place&build cc)
cc)
26 elsewhere
27 561 Townwide Roofing Program ,r 4-0 One member expects z$25K/building I Z
CO
Page 1 of 5
A B C D
Includes CEC Preliminary
Department FY2018 Position
1 CIP#& Project Name Request (*=Conditional) Conditional Basis and/or Comment E
28 562 School Building Envelopes and Systems Program r 4-0 One member expects 425K/building/complex I z'
564 LHS Heating Systems Upgrade r 0-4* Doesn't support the-$21 M project; awaiting new CIP c
for limited project(e.g., teacher-planning &counseling N
spaces including the librarywhich is likely to be o
29 supported if deemed reasonable
30 647 Municipal Building Envelopes and Systems r 4-0 One member expects 425K/building/complexI s
31 653 Building Flooring Program r 4-0 One member expects 425K/building/complex I I-
32
32 698 School Paving Program r 4-0 One member expects 425K/building/complex I c)
X
33 738 45 Bedford Street Fire Station Replacement r 4-0 I 5
749 Public Facilities Bid Documents r 4-0 One member questions why only this is treated as 1- (0
year funding while other"programs"that are similarly 0
contingent funding (e.g., 981 Transportation
34 Mitigation)are allowed to carry forward funds. co
835 Visitors Center r 0-4* Instead, request the Board of Selectmen (BoS) es
reconsider its previous decision not to release 0
po available, already appropriated,tax-levy funding,fora B m
ro modest further design effort to permit determining CT X
`'' CC) 13
what, if any, value-engineering and, in coordination cC
o 01 z
'-, with the stakeholders, program-specific alternatives Q
a,
35 can reduce the construction-cost estimate N
36 870 Hastings School Renovation/Replacement r 4-0 I o -,
898 School Traffic Safety Improvements r 4-0 Review FY2022 estimate($1,220,200)against the im N
37 dollar amount in the back-up material ($1,047,200). C)
38 939 Public Facilities Mechanical/Electrical System Replace r 4-0 One member expects 425K/building/complex I o
989 LHS Security Evaluation and Upgrade r TBD Concerned this project would not achieve stated
goals. Also review estimate($627,320)against the ,
39 dollar amount in the back-up material ($634,598).
ao 990 LHS Guidance Space Mining r 4-0 I
41 991 LHS Nurse Office and Treatment Space r 4-0 I n
42 1009 Munroe School Window Restoration r 4-0* Only if entirely CPA funded I m
n
43 1021 Fire Department Swing Space, 173 Bedford Street r 4=0
1022 Lexington Children's Place r 4-0* For new facility located in the Harrington complex E
44 (School Committee's Plan B) CD
45 1023 Lexington Police Department Oil Tank Removal r 4-0 I -.
CO
Page 2of5
A e C
Includes CEC Preliminary
Department FY2018 Position
1 CIP#&Project Name Request (*=Conditional) Conditional Basis and/or Comment
1034 Purchase Parking Lot for Community Center a 0-4* Understood the Town already has an easement from =
the Masons to park, on a non-conflicting basis, in this p
46 lot. N
47 1044 Lexington High School Upgrade 4-0 �,
48 Public Works s
CD
321 Center Streetscape Improvements i Q-4* Not considered ready for the 2017 Annual Town
Meeting;would be open for reconsideration in a 2017 k
49 fall Special Town Meeting. -.
327 Automatic Meter Reading System a 0-4* Still awaiting the Return-on-Investment analysis (C
(including effect on staff) which should be done in- p
house—before considering funding any of the work
so identified in this CIP n
51 520 Equipment Replacement a 4-0 I 0"0
522 Street Improvements i 4-0* Receipt of the 2016 report from FST and, based on its 0 F
po projection of future PCI and backlog,a decision by 2 m
0 the BoS of the goal and,thus the FY2018 and outyear Q x
0 73
52 funding.
°, 53 523 Storm Drainage Improvements and NPDES compliance ✓ 4=0 I 91 Q
°, 54 524 Sanitary Sewer System Investigation and Improvements I 4-0 I N ..f
528 Hydrant Replacement Program e 3-0-1One member is currently abstaining in the absence of o "
any explanation of the use of apparently over$100K N
of prior-year funding as well as the Lexington Fire n
55 Chiefs advice regarding non-working hydrants. 0
56 529 Pump Station Upgrades a 4-0 I 2
554 Street Acceptance a 2-2* Those opposed do not believe the Town should be
adding to its Operating Budget expenses when doing Fir
57 so is discretionary CD
58 557 Comprehensive Watershed Stormwater Management St e 4-0 I n
59 560 Water Distribution System Improvements a 4-0 I n
so 644 Sidewalk Improvement i 4-0 I
645 Dam Repair a 4=0* Implementing the lowered water level during the work E
to achieve the saving which is projected to be CD
CD
61 -$150K.
z
CO
Page 3 of 5
A 8 C D
Includes CEC Preliminary
Department FY2018 Position
1 CIP#&Project Name Request (*=Conditional) Conditional Basis and/or Comment
672 Battle Green Master Plan-Phase 3 TBD Awaiting requested information on the status of C
previously funded projects under this CIP along with p
those under#922 Battle Green Streetscape N
62 Improvements -y,
63 683 Townwide Culvert Replacement r 4-0 st
64 688 Townwide Signalization Improvements r 4-0 CD
65 850 Hartwell Avenue Infrastructure Improvements r 4-0* Refined design and cost estimate I
CD
881 Municipal Parking lot improvements 4-0* Further slippage if still uncertainties about what is to k_
be done with the current Police Headquarters and Z
CO
66 Hosmer House
883 Bikeway Bridge Renovations r 0=4* As recommend last year,seems eligible for funding z
under the CPA and,if so, in accordance with this n
Committee's long-standing position, should not have p
67 Tax-Levy funding. CD
,-d 915 Hartwell Avenue Compost Site Improvements r 4-0* Replacement building/modular/etc. should have some CDD -
sID
modest training space for use by Police Department ro Q k
u„ 66 when members are on that site. cD 13
01
o co
922 Battle Green Streetscape Improvements TBD Awaiting requested information on the status of
,
cs previously funded projects under this CIP along with 0-
those under#672 Battle Green Master Plan—Phase o E
3 as well as more information regarding the decision a) (73
about the Harrington Road/Bedford St/Hancock St N
69 intersection traffic issue n
940 Westview Cemetery Building r 4-0* Only if entirely funded from the Cemetery Trust Fund. C
Also need to reconcile total cost($2,930,000)with 2
back-up materials new-building estimate
70 ($3,040,000). cD
941 Public Parking lot Improvement Program 4=0* With work contemplated on 3 lots, but phased funding ,D
over 4 years, CIP should clarify what the plan is the m
71 plan for addressing each of the lots. n
966 Community Center Sidewalk r TBD Awaiting design information and questioning estimate
if surface not prescribed and if lighting is not included. CD
72 CD
73 1002 Staging for Special Events r 4-0 —.
CO
Page 4 of 5
A B C D
Includes CEC Preliminary
Department FY2018 Position
1 CIP#& Project Name Request (*=Conditional) Conditional Basis and/or Comment E
74 1040 Westview Cemetery Irrigation r 4-0* Only if entirely funded from the Cemetery Trust Fund. I =
1043 Highway Sign Machine r 4-0* Clarification of cost/benefit including effect on staffing. Fir
75 Cl)
76 Recreation O+
77 278 Athletic Facility Lighting 4-0 st
78 280 Pine Meadows Improvements 4-0 tD
79 282 Park and Playground Improvements r 4-0 CD
I
so 283 Town Pool Renovation r 4-0 k
81 518 Park Improvements-Athletic Fields r 4-0 z
CO
82 519 Pine Meadows Equipment r 4-0 0
83 532 Park Improvements- Hard Court Resurfacing 4-0 z
732 Center Track and Field Reconstruction TBD While not questioning that it is past its end of life, C)
need more information on how a$3M FY2019 project 0-0
won't subsequently be impacted by the Lexington C7 F
High School project(even if just for swing or project- CD —
Cfg 84 staging space). k
o• 85 893 Recreation Site Assessment of Potential Land Acquisition Unknown TBD Just an undefined placeholder in all five years. I 0 73
o 1013 Outdoor Pickleball Court Construction 0-4* Concerned about impact to current programming ai z
O� 86 scope Q
p N74:
1014 Cricket Field Construction 0-4* Concerned about impact to current programming o c
87 scope O CD
88 Schools C)
89 668 Food Service Equipment r 4-0 I 0
896 School Furniture, Equipment&Systems Program r 4-0* Concerned about absence of a multi-year plan (based 2
on an inventory, condition, etc.)that would ensure the
needs for all the facilities are being addressed in a D
90 consistent,even-handed, way. CD
945 LPS Technology Capital Request r 4-0* Looking for a multi-year plan to substantiate the out- n
year funding requests as this should be an execute-to- n
need rather than projected as a level-funded program.
91 E
92 Town Clerk I CD
93 307 Archives&Records Management/Records Conservation I I 4-0 I I
CO
Page 5 of 5