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HomeMy WebLinkAbout2017-02-14-CEC-min Minutes of the 4 Lexington Capital Expenditures Committee (CEC) Meeting ook February 14, 2017 ',, "4 yh Location and Time Town Offices Building, Reed Room (111), 7 30 A.M Members Present Jill Hai, Chair David 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 Committee's 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 A.M , Ms Hai called the meeting to order Member Concerns and Liaison Reports • Ms Hai reported that Ms McKenna would be arriving by 8 45 A.M to provide an 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 "hold" that had placed at its meeting on June 27, 2016, but wouldn't 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 ("Brown Book") is scheduled for release electronically on the 27th 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 U-Value 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) Design—No 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- fuel-based 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 CO2 levels at 600 parts per million (ppm) The base design is estimated, based on measurements at the new Estabrook School, to provide levels of 800-900 ppm Relocating the return-air ducts to floor level—a no-cost change— is estimated to reduce the CO2 levels by 10% to 720-810 ppm The 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 occupants—especially considering young occupants Increasing both air-handling-units and ducting capacity by 30% and boiler and chiller capacity by 10%—an about $500,000 capital cost and an about 4% (-$8,000/year) increased energy cost—is estimated to provide an additional 10% reduction in the CO2 levels to 660-730 ppm After discussion about the levels at 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-evenings' 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 "tables" 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, January 31, 2017 Vote 5-0 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 Committee's Report to the 2017 ATM and Special Town Meeting (STM) 2017-1 Preliminary positions on Articles for that ATM and STM were reviewed Those previous positions were moved and voted for approval, 5-0, 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 Preservation—Pine Grove Village/Judges Way Details about this project are not expected to be available until the BoS meets on March 8th 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)—likely until the 2018 ATM—the 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 Lexington's 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: a) Center Streetscape Improvements and Easements Supports IP (See ATM Article 10(j) above for the basis of that.) b) Automatic Meter Reading System Supports 4-1 (Mr Kanter in opposition ) d) Street Improvements and Easements Comment. Still awaiting latest report on street conditions f) Hydrant Replacement Program Supports 4-0-1 (Mr Kanter abstained for lack of requested information ) m) Bikeway Bridge Renovations Supports 4-1 (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 3-2 (Mr Cole and Mr Kanter in opposition ) w) Hill Street Sidewalk Design Supports 5-0 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 (4-1) to merging the three programs for a single vote—and 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. Supports 4-1 (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 Authonzations 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 State's 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 country's impending 250th anniversary President Ford visited Lexington in 1975, the country's 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 designer—which Ms McKenna said at last-evening's BoS meeting had been an omission when developing the current Concept Design Citing from the architect's report to the BoS on June 27, 2016, Slide 18, "Recommended Next Steps, when the project was put on "hold" by the BoS, Mr Kanter noted there were $182,108 remaining in the original appropriation of which $133,496 is from the Town's General Fund (The balance of $48,612 is remaining CPA funds that wouldn't be applicable to the design of a completely new building ) That slide also included the architect's 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 Committee's positions should (1) continue to be that the BoS release the already available funds to bring the project to Schematic Design—using just the available funds—and (2) oppose any funding under 2017 ATM Article 18 Vote 5-0 Timing for the CEC Report to the 2017 ATM & STM 2017-1 Ms Hai said that as the goal is for the report to go to the printer not later than March 13th, the report should be finalized the week prior Hopefully, a nearly final review and approval could be gained at this Committee's March 7th meeting, but a room has been reserved for a morning meeting on March 10th, if needed (e g , to consider decisions made by the BoS at its meeting on the 8th) All text for the front of the report should be submitted to Mr Kanter by this coming long weekend There will be no meeting during the week of February 20th, it is hoped that all material for the back of the report can be submitted to Mr Kanter well before the Committee's meeting on February 28th Adjourn A Motion was made and seconded at 9 20 A M to adjourn Vote 5-0 These Minutes were approved by the CEC at its meeting on February 28, 2017 Page 5 of 5