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HomeMy WebLinkAbout2017-01-31-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 31, 2017 Location and Time: Town Offices Building, Parker Room; 7:30 A.M. Members Present: Jill Hai, Chair; David Kanter, Vice -Chair & Clerk; Rod Cole; Wendy Manz Member Absent: Charles Lamb Others Present: Dr. Mary Czajkowski, Superintendent of Lexington Public Schools (LPS); Maureen Kavanaugh, Director of Planning and Assessment, LPS; Ian Dailey, Assistant Superintendent of Finance and Operations, LPS; John Murray, Associate Principal, Lexington High School (LHS); Pat Goddard, Director, Department of Public Facilities (DPF); Shawn Newell, Assistant Director, DPF; David Pinsonneault, Director, Department of Public Works (DPW); Carolyn Kosnoff, Assistant Town Manager for Finance; Suzie Barry, Chair, Board of Selectmen (BoS); Alessandro Alessandrini, Chair, School Committee (SC); Sandy Beebee, Lexington resident; Elaine Ashton, Town Meeting Member; Sara Arnold, Recording Secretary Documents Presented: • Notice /Agenda of CEC Public Meeting, January 31, 2017 • Draft #4 Minutes of CEC meeting, January 10, 2017 (Executive Session) (Not for Public Release) • Draft #4 Minutes of CEC meeting, January 17, 2017 • Draft Minutes of CEC meeting, January 25, 2017 (Executive Session) CaII to Order: At 7:33 A.M., Ms. Hai called the meeting to order. Discussion Regarding Capital Project Requests: School Department • LHS Security Evaluation and Upgrade: Dr. Czajkowski reviewed the complexities associated with LHS security measures caused by the large open campus, four separate buildings, and approximately 44 doors into those buildings. She noted that the current LHS culture values the freedom with which students access and egress the campus and its facilities. Current security measures include cameras and hand - operated locking mechanisms. Mr. Goddard explained that the project as originally envisioned has been altered. On an immediate basis, a proposed 2017 Annual Town Meeting (ATM) request for $150,000 would provide LHS with approximately 24 cameras to be added to the 120 already installed, and would allow an upgrade of the cameras to incorporate exacqVision video - management- system technology. In response to questions, he summarized practices regarding camera usage, data storage, and data access. Dr. Czajkowski noted that a request for design funds for a more robust program may be brought to a fall 2017 Special Town Meeting (STM), and a second security project could be brought to the 2018 ATM. This will be determined after a new LHS principal, expected in the coming school year, has an opportunity to review the situation and provide input. Additionally, a communication and education process with students, parents, teachers and the SC regarding potential restrictions on access /egress would be pursued. Page 1 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 31, 2017 This Committee took a preliminary position of 4 -0 in support of the $150,000 modified capital project. • LHS Guidance Space Mining and LHS Heating and Air Conditioning Upgrade (Teacher Planning and Library): In response to a question, Dr. Czajkowski commented that she accepts the recent decision by policy makers to postpone implementation of these two projects following appropriations at the 2017 ATM. • Lexington Children's Place (LCP)— Design: Ms. Hai noted that the SC had selected Option E in the November 6, 2016, LCP Feasibility Report, which has the Town purchasing 20 Pelham Road and renovating a portion of the facility on this site for the LCP. Mr. Goddard reported the following: ➢ An estimated $18.3 million is needed for the LCP renovations and a new roof; this does not include site work or renovations to make the remainder of the building usable for Lexington Community Center ( LexCC) activities, as is currently envisioned by the BoS. ➢ The project consultant is currently updating cost estimates, including a rough estimate for the LexCC portion, for presentation to the BoS on this coming February 27th ➢ The need for a second access road is scheduled for discussion with public- safety staff members. The second access road options that had been explored have a negative impact on the availability of outdoor recreation space at 20 Pelham Road and /or at the LexCC. ➢ A request for an appropriation of $771,250 is included on the Town Warrant for the STM on March 20, 2017. These funds were originally targeted for carrying the LCP design through to construction documents (CD). Due to increases in the scope and cost of a project that includes the LCP and LexCC renovations, the appropriation would cover only through the design - development (DD) stage. ➢ An appropriation for the remainder of the design costs through CD for the LCP would be sought at a fall 2017 STM; a request for LCP construction funding could wait until spring 2018, with a fall 2019 target for opening the facility. In response to questions, Dr. Czajkowski and Mr. Goddard reported the following: ➢ It is expected that the 20 Pelham Road facility would be the permanent location for the LCP and the proposed design provides for the currently foreseen enrollment increases — presuming the State requirements for such services remain the same. Modular classrooms could be used at the site if necessary to accommodate an enrollment increase beyond that currently foreseen. ➢ Moving the LCP out of the new Harrington Elementary School will vacate four classrooms, although the actual reconfiguration of that space and how it is used (e.g., for general education versus special education) is yet to be determined. The renovations to repurpose that space are likely to cost in the $200,000 to $300,000 range. Ms. Barry indicated that the BoS would not take a position on this project before its meeting on this coming March 8th Page 2 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 31, 2017 Discussion Regarding DPW FY2018 Capital Project Requests: • Center Streetscape Improvements: In response to questions about the urgency of reconstructing Massachusetts Avenue in Lexington center, Mr. Pinsonneault said that from Woburn Street to Waltham Street, Massachusetts Avenue reconstruction would be more cost - effective than continued repairs; Massachusetts Avenue from Waltham Street to the Battle Green is in marginally better condition. That said, it is not believed there would be a significant, detrimental, change in the road's condition if its reconstruction were postponed for one year. For the most cost - effective approach, changes to the sidewalks, curbs, and lighting should be incorporated into the road reconstruction project. Ms. Barry reported that the BoS recently received recommendations from the Center Streetscape Design Review Ad hoc Committee for the Center Streetscape's peripheral components; a report on the Woburn Street intersection is to be presented to the BoS at its meeting on this coming February 13th. Designs and projected costs would be developed subsequently, based on BoS positions on how to proceed. Mr. Pinsonneault reported that previously appropriated funds for this project have been used during the process of vetting and presenting the best design options; therefore, additional funding would be necessary to produce 100 % - design documents. Ms. Hai noted that this Committee needs a funding request with dollar amounts and a description of what those funds would provide for its report to the upcoming ATM and STM. This Committee reaffirmed its position that no aspect of this project would be ready for a further appropriation at that ATM. • Community Center Sidewalk: Mr. Pinsonneault reported that there is a funding request for $220,000, which has been approved by the Community Preservation Committee, for an asphalt sidewalk with pedestrian lights that would complete a walkway between Marrett Road and the LexCC. • Dam Repair: In response to questions about plans to defer this project, Mr. Pinsonneault reported that it could be deferred for one year, but State requirements may prevent any further delay. • Automatic Meter Reading System: Mr. Pinsonneault referenced the revised Capital Improvement Project that had been created to clarify the scope of work planned under the funding request. The funds would be used for hiring a consultant who can evaluate Lexington's needs and provide a cost/benefit analysis, as requested by this Committee, of such a system. These systems help detect leaks, an advantage to residents and the Town. Mr. Kanter noted that DPW is already undertaking some infrastructure changes that are only necessary if such a system were installed by the Town and he doesn't believe a $40,000 expenditure is needed to provide the requested, basic, cost/benefit analysis. Ms. Hai, Ms. Manz, and Mr. Cole expressed support for the funding request. • Sidewalk Improvement —Hill Street: Mr. Pinsonneault reported that it is now recognized this will be a more - complicated project as it requires keeping the sidewalk on one side of the road from Bedford Street to the top of the hill to avoid unsafe pedestrian crossings. That drove increasing the design- funding request from $100,000 to $150,000. At this point, the construction estimate is expected to be about $1.5 million. Page 3 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 31, 2017 • Hydrant Replacement Program: Mr. Kanter reported that this Committee still does not have the long- requested information on the Fire Department experiences regarding these hydrants when responding to an incident. He doesn't question the need for this program; only whether there is adequate funding for it. He, therefore, is abstaining at this time. A preliminary position for the capital project was in support, 3 -0 -1. • Bikeway Bridge Renovations: It was noted that this project has been identified for deferral even if the requested funds are appropriated. • Battle Green Master Plan: Mr. Pinsonneault reported that he is still looking to deliver the Committee - requested map showing the projects and their stages, including those completed and those contemplated, under the Battle Green Master Plan and the Battle Green Streetscape. He added that additional funding is not necessary at this time because various components of the project have been deferred. Minutes: Mr. Kanter distributed copies of the Draft #4 Minutes of the CEC meeting, January 10, 2017, Executive Session, only to the Committee members for their review while considering approval. A Motion was made and seconded to approve said Minutes without releasing them to the public. Vote: 4-0. A Motion was made and seconded to approve the Draft #4 Minutes of the CEC meeting, January 17, 2017. Vote: 4-0 A Motion was made and seconded to approve the Draft Minutes of the CEC meeting, January 25, 2017, Executive Session, with release to the public. Vote: 4 -0 CEC Report to the 2017 ATM & STM 2017 -1: Ms. Hai encouraged members to work on their sections of the report. It was agreed that it wasn't necessary to report on these two Warrant Articles because they do not immediately impact the capital budget: • Article 7: Appropriate for Updating the Town's Comprehensive Plan • Article 19: Appropriate for Advice and Analysis— Getting to Net Zero Adjourn: A Motion was made and seconded at 9:16 A.M. to adjourn. Vote: 4 –0 These Minutes were approved by the CEC at its meeting on February 14, 2017. Page 4 of 4