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HomeMy WebLinkAbout2017-02-14-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 14, 2017 Location and Time: Town Offices Building, Reed Room (111); 7:30 .. AM Members Present: Jill Hai, ChairDavid Kanter, Vice-Chair & Clerk; Rod Cole; ; Charles Lamb; Wendy Manz Members Absent: None Others Present: Dawn McKenna, Chair, Tourism Committee; Sandy Beebee, resident; Elaine Ashton, Town Meeting Member; Sara Arnold, Recording Secretary Documents Presented: Notice of CEC Meeting, February 14, 2017 2017 Annual Town Meeting (ATM) Draft Article 18, Appropriate for Visitor Center (Citizen Article) Renovations to the Visitors Center, Progress Report to the Town of Lexington, 10 Dec 2015, Contract #15-67 , Mills Whitaker Architects LLC Renovations to the Visitors Center, Progress Report to Board of Selectmen (BoS), 27 June 2016, Contract #15-67 , Mills Whitaker Architects LLC Investing in a Visitor Based Economy , Tourism CommitteeÓs Presentation to BoS, February 13, 2017 Draft #4 Minutes of the CEC meeting, January 31, 2017 Draft Minutes of the CEC meeting posted for February 7, 2017 Call to Order: At 7:34 .., Ms. Hai called the meeting to order. AM Member Concerns and Liaison Reports: Ms. Hai reported that Ms. McKenna would be arriving by 8:45 .. to provide an AM update on the Citizen Article requesting funds to support a new Visitors Center and that she had made a presentation to the BoS the night before regarding this project. The BoS then supported taking the project off the ÐholdÑ that had placed at its meeting on June 27, 2016, but wouldnÓt support a request at the 2017 ATM for construction funds. It did leave open consideration of advancing what is currently a conceptual design (and cost estimate) to a further state in the design process. The Tourism Committee requested that an exhibit designer be included in that process. Ms. Hai reported that the FY2018 Recommended Budget and Financing Plan th (ÐBrown BookÑ) is scheduled for release electronically on the 27 of this month. Mr. Lamb discussed questions to the two finance committees asked by Pat Goddard, Director of the Public Facilities Department, at a recent stakeholders meeting relating to plans for incorporating sustainability requirements in the design for the new Hastings Elementary School. Mr. Goddard is abstaining because these are policy questions. The four outstanding issues were described as follows . EAc7 Green Power and Carbon Offsets: After a brief discussion, this Committee did not take a position as that is considered an operational, not capital, issue. Meet or exceed the following building-envelope standards: Roof Assembly UValue 0.0166, Walls Assembly U-Value 0.0285, Vertical Glazing U-Value 0.25": After a brief discussion, this Committee did not take a position. Page 1 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 14, 2017 All Electric Heating, Ventilation, and Air Conditioning (HVAC) DesignÏNo on-site fossil fuels used for HVAC: Mr. Lamb reported that the capital cost would be approximately $500,000 less for installing all-electric as compared to a fossil- fuelbased system, but the annual operating costs would be approximately $80,000 greater. After discussion about air-quality standards, and the value in being safe and responsible, there was general agreement to support this measure. Indoor CO levels at 600 parts per million (ppm): The base design is estimated, 2 based on measurements at the new Estabrook School, to provide levels of 800900 ppm. Relocating the return-air ducts to floor levelÏa no-cost changeÏ is estimated to reduce the CO levels by 10% to 720Î810 ppm. The 2 Massachusetts Department of Public Health and the Lexington Board of Health have recommended 600 ppm as a goal for increased cognitive ability and improved health of occupantsÏespecially considering young occupants. Increasing both air-handling-units and ducting capacity by 30% and boiler and chiller capacity by 10%Ïan about $500,000 capital cost and an about 4% (~$8,000/year) increased energy costÏis estimated to provide an additional 10% reduction in the CO levels to 660730 ppm. After discussion about the levels at 2 other school buildings, including the new Estabrook Elementary School, and consideration it was a goal for expect benefits, the Committee agreed that this last measure should not be pursued. Ms. Hai reported that at last-eveningsÓ meeting of the BoS a presentation was made and discussed on improvement concepts for the Massachusetts Avenue/Woburn Street/Winthrop Road/Fletcher Avenue intersection that is part of the Center Streetscape project. The new concepts consider including raised roadway ÐtablesÑ for traffic calming, some with geometry changes, along with other safety elements, but not including signalization. No formal votes were taken by the BoS. Approval of Minutes: A Motion was made and seconded to approve the Draft #4 Minutes of the CEC meeting, Vote: 5–0 January 31, 2017. A Motion was made and seconded to approve the Draft Minutes of the CEC meeting that had been posted for February 7, 2017, but not held because a quorum was not present. Vote: 5–0 Review of Material for CommitteeÓs Report to the 2017 ATM and Special Town Meeting (STM) 20171: Preliminary positions on Articles for that ATM and STM were reviewed. Those previous positions were moved and voted for approval, 5Î0, except as noted in the following and/or comments were made. STM Article 4, Appropriate Design Funds for Lexington Children’s Place (LCP)/20 Pelham Road. Comment: Additional information is needed on the specific purpose and costs of building road and sidewalk access between the Lexington Community Center and the LCP. ATM Article 9, Establish and Continue Departmental Revolving Funds and Special Revenue Fund . The Committee agreed it did not need to report on this Article. Page 2 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 14, 2017 ATM Article 10, Appropriate the FY2018 Community Preservation Committee (CPC) Operating Budget and Community Preservation Act (CPA) Projects: d) Affordable Units PreservationÏPine Grove Village/Judges Way. Details about th this project are not expected to be available until the BoS meets on March 8. Position remains To Be Determined (TBD). j) Center Streetscape Improvements. Based on the BoS having decided to defer any action on this project (i.e., the General Fund appropriation under ATM Article 12(a)Ïlikely until the 2018 ATMÏthe Committee saw no basis for any funding under the CPA. Supports Indefinite Postponement (IP). k) Community Center Sidewalk. Supports the $220,000 appropriation. o) CPA Debt Service. Supports the $2,404,259 appropriation . p) Administrative Budget. Supports. Comment: It was questioned whether the CPC needs $150,000 for administrative purposes given that there has been much lower use of such funds in the past. As background information for our report, Ms. Manz agreed to ask LexingtonÓs CPC for information on what has been spent in the past and why this level of funding is needed. ATM Article 12, Appropriate for Municipal Capital Projects and Equipment: (See a) Center Streetscape Improvements and Easements. Supports IP. ATM Article 10(j) above for the basis of that.) b) Automatic Meter Reading System. Supports 4Î1. (Mr. Kanter in opposition.) d) Street Improvements and Easements.Comment: Still awaiting latest report on street conditions. –– f) Hydrant Replacement Program. Supports 401. (Mr. Kanter abstained for lack of requested information.) – m) Bikeway Bridge Renovations. Supports 41. (Mr. Kanter in opposition.) n) Hartwell Avenue Compost Site Improvements. TBD. Comment: Ms. Hai to ask the Police Chief whether the current design meets the Police Department needs for some inside space to use periodically when they are at the outdoor firing range. q) Highway Sign Machine. Supports 3Î2. (Mr. Cole and Mr. Kanter in opposition.) w) Hill Street Sidewalk Design. Supports 5Î0. Comment: It was noted that the current request is for $150,000 in design funds; and construction funds are estimated to be $1,500,000. It is considered an expensive, but necessary, project to enhance safety and connectivity. ATM Article 15, Appropriate for School Capital Projects and Equipment, (b) School Furniture, Equipment & Systems Program. Supports. Comment: It was noted that this Committee had requested, and Town Meeting appropriated funds for, an inventory of furniture and equipment at each school, but currently neither a contract nor in-house resources are available for that undertaking. ATM Article 16, Appropriate for Public Facilities Capital Projects: d) Facility and Site Improvements. Supports all three sub-Article elements (Building Flooring Program; School Paving Program; School Traffic Safety Improvements); however, the Committee was opposed (4Î1) to merging the three programs for a single voteÏand thus making the total funding fungible among them. (Mr. Lamb opposed dividing out all three elements for separate votes.) g) LHS Security Evaluation and Upgrade. Supports revised program at $150,000. Page 3 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 14, 2017 k) Parking Lot for Community Center. Supports. ATM Article 18, Appropriate for Visitor Center. A vote was postponed pending the subsequent discussion later in this meeting. ATM Article 20, Accept Harbell Street. Supports4–1. (Mr. Kanter in opposition.) ATM Article 21, Appropriate to Post Employment Insurance Liability Fund . Ms. Hai asked that whether to report on this Article should be discussed at a later meeting so no vote was taken. ATM Article 22, Appropriate Bonds and Notes Premiums to Pay Project Costs. Supports. Comment: Noted there is what appears to be an identical Article as STM Article 5. Not clear whether if the STM Article is passed by that Town Meeting, this ATM Article would be IP. ATM Article 23, Rescind Prior Borrowing Authorizations. TBD. Comment: While this Committee did not expect there would be a basis to be opposed, a position will be taken once it is known what, if any, rescissions are proposed. ATM Article 24, Establish and Appropriate to and from Specified Stabilization Funds. TBD . Comment: A position will be taken once it is know just what actions, with capital implications, are proposed. ATM Article 25, Appropriate to Stabilization Fund. . TBD/Support Comment: At this time, it is not known if any action would be proposed under this Article for the General Stabilization Fund. If none, this Committee supports IP. ATM Article 26, Appropriate from Debt Service Stabilization Fund. Supports the $124,057 appropriation. ATM Article 29, Appropriate for Authorized Capital Improvements. TBD. At this time, it is not known if any action would be proposed under this Article. ATM Article 36, Amend General Bylaws—Municipal Modernization Act (Only reporting on MGL Chapter 40, Sections 22B & 22C). Supports. 2017 ATM Article 18, Appropriate for Visitors Center (Citizen Article): Ms. Hai called on Ms. McKenna and advised that the Committee was aware of the background regarding a Visitors Center project and also had been provided the information that Ms. McKenna had provided by her e-mail last evening. Ms. McKenna reported that four of the five Selectmen support proceeding with some additional design work for a new Visitors Center, but do not support a Motion that included construction funds. Some design funds from a previous appropriation are available. Two Selectmen and two members of the Tourism Committee plan to work with Carl Valente, Town Manager, on wording for a motion that would go to Town Meeting. Ms. McKenna commented that, according to her rough calculations, a 20-year bond to fund the project would result in approximately $190,000 in debt service to be paid annually. She identified potential sources of revenue that could help, at least in part, fund the project, as follows: The Visitor Center is currently netting about $20,000 annually. The Liberty Ride fee could be increased $1.00 per person. The Historical Society could increase its visitor fees. The Arts Council has $300,000 in grant money for programming. The StateÓs Regional Tourism Council has agreed to donate $4.0 million to the Town of Plymouth for its impending anniversary; perhaps they would help fund a project in Lexington. Page 4 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 14, 2017 There is a new Federal regulation that mandates appropriate celebration plans in honor of this countryÓs impending 250th anniversary. President Ford visited Lexington in 1975, the countryÓs 200th anniversary, and there may be funds available for a 250th celebration. Ms. Hai encouraged Ms. McKenna to keep this Committee informed and asked that the potential revenue sources be explored further. Substantive documentation of realistic revenue should be provided. Mr. Kanter said he does not believe additional funds should be needed at this time, over and above those already appropriated, to develop a valid Schematic Design (and accompanying cost estimate) that would reflect value-engineering (including with the stakeholders) and have included a exhibit designerÏwhich Ms. McKenna said at lasteveningÓs BoS meeting had been an omission when developing the current Concept Design. Citing from the architectÓs report to the BoS on June 27, 2016, Slide 18, ÐRecommended Next Steps, when the project was put on ÐholdÑ by the BoS, Mr. Kanter noted there were $182,108 remaining in the original appropriation of which $133,496 is from the TownÓs General Fund. (The balance of $48,612 is remaining CPA funds that wouldnÓt be applicable to the design of a completely new building.) That slide also included the architectÓs estimate that $130,000 would be needed for a Schematic Design of the replacement building. Mr. Kanter then moved and it was seconded that the CommitteeÓs positions should: (1) continue to be that the BoS release the already available funds to bring the project to Schematic DesignÏusing just the available fundsÏand (2) oppose any funding under 2017 Vote: 5–0 ATM Article 18. Timing for the CEC Report to the 2017 ATM & STM 2017-1: Ms. Hai said that as the th goal is for the report to go to the printer not later than March 13, the report should be finalized the week prior. Hopefully, a nearly final review and approval could be gained at th this CommitteeÓs March 7 meeting, but a room has been reserved for a morning meeting th on March 10, if needed (e.g., to consider decisions made by the BoS at its meeting on the th 8). All text for the front of the report should be submitted to Mr. Kanter by this coming long th weekend. There will be no meeting during the week of February 20; it is hoped that all material for the back of the report can be submitted to Mr. Kanter well before the th CommitteeÓs meeting on February 28. Vote: 5–0 Adjourn: A Motion was made and seconded at 9:20 .. to adjourn. AM These Minutes were approved by the CEC at its meeting on February 28, 2017. Page 5 of 5