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Home My WebLink About2016-12-13-CEC-min )c tAmv,„,'QCs Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 13, 2016 AP UL&9' L4 X in: NG9Y Location and Time Town Offices Building, Parker Room, 7 30 A.M Members Present Jill Hai, Chair David Kanter, Vice-Chair& Clerk, Rod Cole (by phone at approximately 8 20 A.M ), Charles Lamb, Wendy Manz Members Absent None Others Present Carl Valente, Town Manager; Rob Addelson, Assistant Town Manager for Finance, Jennifer Hewitt, Budget Officer; Suzie Barry, Chair, Board of Selectmen (BoS), Elaine Ashton, Town Meeting Member; Sara Arnold, Recording Secretary Documents Presented • Notice/Agenda of CEC Public Meeting, December 13, 2016 • CEC Review of FY2018—FY2022 Capital Improvement Projects (CIPS) as of 12 Dec 2016, prepared by Mr Kanter • Lexington Children's Place (LCP) Location-Options Presentation to Budget Summit III (December 1, 2016) Call to Order At 7 32 A.M , Ms Hai called this Committee's meeting to order Ms Hai announced that she had authorized Mr Cole to join the meeting later by remote participation as he was out of Town Review of FY2018—FY2022 CIPS It was noted that based on conversations with department heads, some updated and/or new CIPS are being prepared Also, that the Committee is still awaiting identification by the Community Preservation Committee of any non-Town applications to it for use in FY2018 of the Town's Community Preservation Fund that that committee has voted to recommend to Town Meeting so this Committee can then schedule presentations to it of those projects Using the CEC Review document as of December 12, 2016, that lists the current CIPS, this Committee's preliminary positions on them, and any conditional basis or comment, there was a discussion that focused on those CIPS without full, unconditional, support of this Committee The primary purpose of the discussion was to provide feedback to the Town's Senior Management Team on this Committee's preliminary positions on those CIPS for two purposes (1) For consideration as the Town Manager builds his FY2018 Preliminary Budget & Financing Plan (the "White Book"), and (2) As advance notice of the advice on those CIPS this Committee is likely to present to the Budget Summit IV scheduled for January 12, 2017 The following reflect significant, additional, information beyond what was already identified in that Review document. • CIP #1033, Affordable Units Preservation Mr Valente said he would provide information on this CIP if an Executive Session, using Exemption 6 (to consider the purchase, exchange, lease or value of real property), were included at this Committee's January 10th meeting The Committee agreed to include that in its Agenda for that meeting • CIP #835, Visitors Center Ms Hai and Ms Manz reported having met with Dawn McKenna, Chair, Tourism Committee, and proponent for this project. It was noted Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 13, 2016 that Ms McKenna may request a citizens' warrant article if the BoS do not include the proposed FY2018 funding in its Recommended Budget. • CIP #1034, Purchase Parking Lot for Community Center Mr Valente said he would also provide information on this CIP at the Executive Session, again Exemption 6, of this Committee on January 10th • CIP #321, Center Streetscape Improvements Ms Barry noted that the BoS would not discuss this project until they receive a report on all the components from the Center Streetscape Design Review Ad hoc Committee The report is due to be presented at a January 11th BoS meeting • CIP #327, Automatic Meter Reading System Mr Valente explained that this funding request is to determine whether a radio system can be used for meter reading Based on the results, staff can prepare a financial analysis as requested by this Committee The Committee questioned whether the described scope of the FY2018 funding was needed to make that determination Mr Valente or Mr Addelson would ask the Department of Public Works to clarify the process • CIP #528, Hydrant Replacement Program Ms Hewitt reported that she had just received an updated CIP, which she would be forwarding after this meeting • CIP #883, Bikeway Bridge Renovations Mr Valente reported that for this project to be Community Preservation Act eligible, it must be extending the structural integrity of the bridge He agreed to revisit the question of eligibility with Town Counsel • CIP #940, Westview Cemetery Building Some members of this Committee will be touring the existing building and discussing the proposed new building to increase understanding of the project. • CIP #966, Community Center Sidewalk. Mr Valente reported that the Town has reached a general agreement with the Scottish Rite on a sidewalk plan, and preliminary plans are being developed • CIP #893, Recreation Site Assessment of Potential Land Acquisition Mr Valente said he would also provide information on this CIP at the Executive Session, again Exemption 6, of this Committee on January 10th He said this is likely to be an FY2019 project. • CIP #980, Bedford St. at Eldred St. Safety Improvements The Committee not that, informally, the Lexington Police Chief had determined that the safety issues were such that this project should move forward now • CIP #1019 Hartwell Area Transportation Mitigation Overlay District (TMOD) Plan Update Mr Valente reported that TMOD funds may not be used for this project. • CIP #561, Townwide Roofing Program and CIP #562, School Building Envelopes and Systems Program This Committee would welcome a discussion, perhaps in June, about capital versus maintenance programs • CIP #522, Street Improvements Mr Valente reported that the Town is incorporating pedestrian and bike safety into its street-improvement program along with considering the condition of the pavement. Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 13, 2016 In response to questions regarding capital program-style projects, Mr Addelson said that most of them are not funded from debt. If all the appropriated funds for a project in a given year are not used, those funds are used the following year before new funds for the project are used, assuming the scope is the same Ms Hai reported that, following the previous-evening's Summit that was held to address this Committee's concerns about the basis for determining the placement of a new Lexington Children's Place (LCP) facility, Mary Czajkowski, Superintendent of Schools, has requested a written list of this Committee's questions regarding that decision Ms Hai asked each member to provide her with their input this afternoon and she will prepare and forward a consolidated list. It was noted that if the Schools Central Offices were to be removed from the old Harrington School building, continued use of any part of that building for the LCP would require bringing it up to code because the building's primary purpose would shift from office to school use Ms Hai reviewed previous discussions about the Town traditionally using two guiding principles when issuing debt. • No more than 20-year terms, • No more than a 5% annual increase in debt service for debt within the tax-levy limit of Proposition 2'/2 A year ago, the BoS agreed to consider 30-year debt for some of the large projects Mr Addelson reported that he is modeling both 20- and 30-year options In support of 20-year terms, Mr Lamb noted that he considers that most of the Town's facilities have a 20-year life span and longer terms could tie the hands of future boards and committees Mr Kanter concurred with the future impacts of using 30-year bond terms, but did not accept the basis used by Mr Lamb for the 20-year life span of Town facilities The impact on different groups of residents was discussed Adjourn A Motion was made and seconded at 8 51 A.M to adjourn Roll-Call Vote 5-0 These Minutes were approved by the CEC at its meeting on January 10, 2017 Page 3 of 3