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.
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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
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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.
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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.
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