HomeMy WebLinkAbout2016-12-05-CEC-minMinutes of the
Lexington Capital Expenditures Committee (CEC) Meeting
December 5, 2016
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 FY2018—FY2022 Capital Improvement Projects (C|Ps)000f5Dec2O1G
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Department
CIP # & Project Name
Includes
FY2018
Request
CEC Pr hninary
Position
(* = Conditional)
Conditional Basis andior Comment
2
Fire
3
735 Ambulance Replacement
i
4—O
4
1018 Protective Clothing
4-0
5
Land Use, Health wzdDevelopment
6
080 Bedford St. at Eldred St. Safety Improvements
i
4—O^
Formal support by the Lexington Police Chief.
7
981 Transportation Mitigation (TSG)
i
4-0
8
983 Muzzey Qtreot/C|urhStmet Parking Lot
TBD
Awaiting details on abutter "buy-in" (ioo| funding);
specifications, etc.
n
1010 Willard's Woods and Wnght Farm Meadow Preservation
i
4-0
in
1017 Cotton Farm Conservation Area lmprovements
i
4-0
11
1019 HartwellArea TMOD Plan Update
4-0°
Remains sourced from TMOD Fund
12
1024 Conservation RestrictioniTrail Easement, Lexington
Montessori land
Unknown
TBD
No dollar amounts or split between fund sources. (If
alt license fees, not capital.)
13
1030 Wright Farm additional site assessment
i
4-0
14
1032 Stone Building Analysis
4-0°
Only if entirely CPA funded
15
1033 Affordable Units Preservation
Unknown
TBD
Not yet presented to CEC
16
1039 Hill Street New Sidewaik Project
i
4—U^
No FY2019 construction estimate
17
Information Services
18
553 Replace Townwide Phone Systems-Phase VI
4-0
19
556 Head End Equipment Replacement-unfunded year
4-U
20
708 Municipal Technology lmprovement Program
i
4—O^
Uncertainty of Back-up Generator for Community
Center in FY2019
21
855 Network Redundancy & Improvement Plan
4-0°
Awaiting results of redundancy study
22
Police
23
967 Police Outdoor/lndoor Firing Range - Hartwell Avenue
4—O°
RntainnhavingUuthinUoor- andouNmor-fidnQ
facilities, along with indoor training and administrative
space; need estimated dollar amounts
24
1028 Public Safety Radio Console Replacement
4-0°
Serious concern of presuming service beyond end of
lifc formal
cspecially without maintenance contract
25
puauvFucili^ev
26
306 Lexington Police Station Rebuild
4-0°
Need separate estimates for both in place & build
elsewhere
27
561 Townwide Roofing Program
i
4—U
One member expects 425K/buimimJ
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Department
CIP # & Project Name
Includes
FY2018
Request
CEC Preliminary
Position
(* = Conditional)
Conditional Basis and /or Comment
28
562 School Building Envelopes and Systems Program
r
4-0
One member expects 25K/building/complex
29
564 LHS Heating Systems Upgrade
r
O_4*
Doesn't support the —$21M project; awaiting new CIP
for limited project (e.g., teacher - planning & counseling
spaces including the library)-which is likely to be
supported if deemed reasonable
30
647 Municipal Building Envelopes and Systems
r
4-0
One member expects $25Kfbuilding /complex
31
653 Building Flooring Program
r
4-0
One member expects 425K/building/complex
32
698 School Paving Program
1
4-0
One member expects ? $25K/building/complex
33
738 45 Bedford Street Fire Station Replacement
r
4-0
34
749 Public Facilities Bid Documents
r
4-0
One member questions why only this is treated as 1-
year funding while other "programs" that are similarly
"contingent" funding (e.g., 981 Transportation
Mitigation) are allowed to carry forward funds.
35
835 Visitors Center
r
0_4*
Instead, request the Board of Selectmen (BoS)
reconsider its previous decision not to release
available, already appropriated, tax -levy funding, for a
modest further design effort to permit determining
what, if any, value- engineering and, in coordination
with the stakeholders, program - specific alternatives
can reduce the construction -cost estimate.
36
870 Hastings School Renovation /Replacement
r
4-0
37
898 School Traffic Safety Improvements
r
4-0
Review FY2022 estimate ($1,220,200) against the
dollar amount in the back -up material ($1,047,200).
38
939 Public Facilities Mechanical /Electrical System Replace
r
4-0
One member expects 425K/building/complex
39
989 LHS Security Evaluation and Upgrade
1
TBD
Concerned this project would not achieve stated
goals. Also review estimate ($627,320) against the
dollar amount in the back -up material ($634,598).
40
990 LHS Guidance Space Mining
r
4-0
41
991 LHS Nurse Office and Treatment Space
r
4-0
42
1009 Munroe School Window Restoration
r
4-0*
Only if entirely CPA funded'
43
1021 Fire Department Swing Space, 173 Bedford Street
r
4-0
44
1022 Lexington Children's Place
r
4-0*
For new facility located in the Harrington complex
(School Committee's Plan B)
45
1023 Lexington Police Department Oil Tank Removal
r
4-0
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Department
CIP # & Project Name
Includes
FY2018
Request
CEC Preliminary
Position
(* = Conditional)
Conditional Basis andior Comment
46
1034 Purchase Parking Lot for Community Center
^
Understood the Town already has an easement from
the Masons to park, on a non-conflicting basis, in this
lot.
47
1044 Lexington High School Upgrade
4-U
48
Public Works
49
321 Center Streetscape Improvements
°
°
Not considered ready for the 2017 Annual Town
Meeting; would be open for reconsideration in a 2017
fall Special Town Meeting.
50
327 Automatic Meter Reading System
*
Still awaiting the Return-on-Investment analysis
(including effect on staff)—which should be done in-
house—before considering funding any of the work
identified in this CIP.
51
520 Equipment Replacement
52
522 Street Improvements
°
Receipt of the 2016 report from FST and, based on its
projection offuture PCI and backlog, a decision by
the BoS of the goal and, thus the FY2018 and outyear
funding.
53
523 Storm Drainage Improvements and NPDES compliance
54
524 Sanitary Sewer System Investigation and Improvements
e
4�O
55
528 Hydrant Replacement Program
1
3-0-1
One member is currently abstaining in the absence of
any explanation of the use of apparently over $1 OOK
of prior-year funding as well as the Lexington Fire
Chiefs advice regarding non-working hydrants.
56
529 Pump Station Upgrades
1
4-D
57
554 Street Acceptance
°
2_2*
Those opposed do not believe the Town should be
adding to its Operating Budget expenses when doing
SO is discretionary.
58
557 Comprehensive Watershed Stormwater Management St
1
4-O
59
560 Water Distribution System Improvements
°
4-0
so
644 Sidewaik Improvement
61
645 Dam Repair
^
Implementing the Iowered water level during the work
to achieve the saving which is projected to be
-$150K.
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Department
CIP # & Project Name
Includes
FY2018
Request
CEC Preliminary
Position
(~~Conditional)
Conditional Basis and/or Comment
62
672 Battle Green Master PIan - Phase 3
TBD
Awaiting requested information on the status of
previously funded projects under this CIP along with
those under #922 Battle Green Streetscape
Improvements
63
683 Townwide Culvert Replacement
1
4-0
64
688 Townwide Signalization Improvements
1
4-0
so
850 Hartwell Avenue Infrastructure Improvements
1
4-0°
Refined design and cost estimate
66
881 Municipal Parking lot improvements
4-0°
Further slippage if still uncertainties about what is to
be done with the current Police Headquarters and
HuomerHuuoa.
67
883 Bikeway Bridge Renovations
i
0-4°
As recommend Iast year, seems eligible for funding
under the CPA and, if eu, in accordance with this
Committees long-standing position, should not have
Tax-Levy funding.
oo
915 HartwellAvenue Compost Site Improvements
1
4-0°
Replacement building/modular/etc. should have some
modest training space for use by Police Department
when members are on that site.
69
922 Battle Green Streetscape lmprovements
TBD
Awaiting requested information on the status of
previously funded projects under this CIP along with
those under #672 Battle Green Master PIan—Phase
3 as well as more information regarding the decision
about the Harrington Road/Bedford StiHancock St
intersection traffic issue.
70
940 Westview Cemetery Building
1
4-0°
Only if entirely funded from the Cemetery Trust Fund.
Also need to reconcile total cost ($2,930,000) with
back-u p materials new-building estimate
($3.040.000).
71
941 Public Parking lot lmprovement Program
4-0°
With work contemplated on 3 Iots, but phased funding
over 4 years, CIP should clarify what the plan is the
plan for addressing each of the Iots.
72
966 Community Center Sidewaik
r
TBD
Awaiting design information and questioning estimate
if surface not prescribed and if lighting is not included.
73
1002 Staging for Special Events
1
4-0
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Department
CIP # & Project Name
Includes
FY2018
Request
CEC Preliminary
Position
(* = Conditional)
Conditional Basis andior Comment
74
1040 Westview Cemetery Irrigation
i
4-0^
OnIy if entirely funded from the Cemetery Trust Fund.
ro
1043 Highway Sign Machine
i
4-0^
Clarification of cost/benefit including effect on staffing.
76
Recreation
77
278 Athletic Facility Lighting
4-0
78
280 Pine Meadows Improvements
4-0
79
282 Park and Playground Improvements
r
4-0
so
283 Town Pool Renovation
i
4-0
81
518 Park lmprovements -Athletic Fields
i
4-0
82
519 Pine Meadows Equipment
i
4-0
83
532 Park lmprovements - Hard Court Resurfacing
4-0
m*
732 Center Track and Field Reconstruction
TBD
While not questioning that it is past its end of Iife,
need more information on how a $3M FY2019 project
wont subsequently be impacted by the Lexington
High School project (even if just for swing wrpnoject-
staging space).
85
893 Recreation Site Assessment of Potential Land Acquisition
Unknown
TBD
Just an undefined placeholder in all five years.
86
1013 Outdoor Pickieball Court Construction
U-4^
Concerned about impact to current programming
scope.
87
1014 Cricket FieId Construction
0-4^
Concerned about impact to current programming
scope.
88
Schools
89
668 Food Service Equipment
r
4-0
90
896 School Furniture, Equipment & Systems Program
i
4-0°
Concemed about absence of a multi-year plan (based
onaninvmntorKoundition.otojthatwou|dmnounothm
needs for all the facilities are being addressed in a
consistent, even-handed, way.
91
945 LPS Technology Capital Request
�
4-0^
Looking for a multi-year plan to substantiate the out-
year funding requests as this should be an execute-to-
naadmther1hunpnojactaduou|ava|4undedpmAnom.
92
Town Ckrk
93
307 Archives & Records Management/Records Conservation
4-0
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