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Home My WebLink About2017-11-15-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 15 2017 Location and Time: Samuel Hadley Public Services Building, Training Room (221); 7:30 A.M. Members Present: Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee (arrived 7:40 A.M.); Rod Cole; Frank Smith; Wendy Manz Members Absent: None Others Present (some arriving & departing during the meeting): Mike Cronin, Director, Department of Public Facilities (DPF); Shawn Newell, Assistant Director, DPF; Mary Czajkowski, Superintendent, Lexington Public Schools (LPS); Ian Dailey, Assistant Superintendent for Finance and Administration, LPS; Jennifer Judkins, Director of Digital Learning, LPS; Carolyn Kosnoff, Assistant Town Manager for Finance; Jennifer Hewitt, Budget Officer, Finance Department; Richard Neumeier, Appropriation Committee; Jill Hai, Resident; Sara Arnold, Recording Secretary Documents Presented: • Notice of CEC Meeting, November 15, 2017 • FY2019–FY2023 Capital Improvement Projects (CIPs) for DPF and LPS • DPF CIP Questions, prepared by CEC, November 12, 2017 • LPS CIP Questions, prepared by CEC, November 12, 2017 • Roof Condition Summary Update 2013—Various Town Buildings in Lexington, MA; Recommended Roof Replacements Spreadsheet, July 31, 2013 • Roof Condition Summary Update 2013-10 Public School Buildings in Lexington, MA; Recommended Roof Replacements Spreadsheet, July 31, 2013 • EXHIBIT A; Massachusetts School Building Authority (MSBA), Accelerated Repair Program, Terms and Conditions (http-//www.massschoolbuildings.org/sites/default fi les/ed it-co nte ntfi les/P rog ram s/Repa i r–P rog ram/Acce le rated–Repa i r/Accelerated– Repair–Terms–and–Conditions 2016.pdf) • Lexington Town Offices, Foundation Waterproofing Evaluation, CBI Consulting Inc. Proposal No.: 16119, September 19, 2016, pages 8 & 9 • School District Technology, FY2019–FY2023 CIP Submittal Form with Details, October 10, 2017 (saved October 20, 2017) [CIP #945 applied] • Photos of sidewalks at Harrington Elementary School (Harrington) and Fiske Elementary School (Fiske) • Digital Learning in Lexington, Slide Presentation prepared by Ms. Judkins, Fall 2017 • Response from Ms. Judkins to CEC regarding CEC Questions on CIPs, November 14, 2017 • Atkinson Carpet and Flooring Proposal, September 15, 2017, Re: Clarke Middle School. • Atkinson Carpet and Flooring Proposal, September 27, 2017, Re: Diamond School • Draft#3 Minutes of the CEC Meeting, November 1, 2017 • Draft Minutes of the CEC Meeting, November 8, 2017 • Draft Minutes of the CEC Meeting (Budget Summit II), November 14, 2017 Call to Order: At 7:31 A.M., Mr. Lamb called the meeting to order. Page 1 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 15, 2017 Review of the FY2019—FY2023 CIPs: DPF Mr. Newell provided updates on the following previously-funded projects: • School Traffic Safety Improvements: Traffic safety projects at Diamond Middle School, Clarke Middle School and Bridge Elementary School (Bridge) were completed. Supplemental funding for security elements was added for Bowman Elementary School and Lexington High School (LHS), and those projects are moving forward. • LHS Guidance Space Mining: This project is on hold. • LHS Nurse's Office and Treatment Space: A bid of over $429,000 was received, but only $320,100 had been appropriated. It was determined that an in-house staff member would be used as general manager. The result was a $311,000 project. • LHS Air Conditioning Teacher Planning and Library: The design is in progress with construction anticipated in 2018. Mr. Kanter asked that additional back-up material be included with the CIPs. He also reiterated a previous request that projects to be managed by DPF should be submitted by DPF and not the client department. During the review of DPF's current CIPs and the CEC questions and comments that had been previously provided to DPF, Mr. Cronin and Mr. Newell agreed to review and update their department's submittals, as appropriate, partially in response to questions and requests, and partially because there is new information since they were originally prepared or new information will be available in the near future. In addition to a review of funding details, comments included, but were not limited to, the following: • #306, Lexington Police Station Rebuild: It was noted that the Board of Selectmen (BoS) had received designs for two locations: 173 Bedford Street and 1575 Massachusetts Avenue where the current station is located. Police Chief Mark Corr prefers the latter. There have been informal communications with the Historic Districts Commission (HDC) about this project. • #561, Townwide Roofing Program: Replacement of a roof that is 20 or more years old may be eligible for Massachusetts School Building Authority (MSBA) partial funding. The town is soliciting bids for engineering services to evaluate all municipal and school roofs and develop a priority list, taking the MSBA policy into consideration. • #562, School Building Envelopes and Systems Program: Substantial work was completed on Harrington because of water infiltration. Cracks on the School Administration Building chimney were also repaired. A study is needed to develop a prioritized list of projects. There was discussion about the criteria for being a capital project: Each year's request should be over $25,000 and aligned with the costs of a specific project. If annual projections for future years reflect the same percentage increase, it appears to be something that should be handled in the operating budget. • #647, Municipal Building Envelopes and Systems: Continued repairs are needed on the Town Office Building, and the outside staircase needs to be replaced. The latter will be done in the spring; temporary repairs will be made on an immediate basis. Page 2 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 15, 2017 • #653, Building Flooring Program: These funds are generally used in response to an immediate need, and there is generally adequate bandwidth to handle these projects in-house. • #698, School Paving Program: Harrington and Fiske need sidewalk repairs. • #738, 45 Bedford Street Fire Station Replacement: This project has two parts: renovations to 173 Bedford Street for swing space and the replacement of Fire Headquarters in its current location. The design for the swing space is nearly complete, with construction anticipated in the spring of 2018. It is expected that the new headquarters would be completed in late 2019 or early 2020. There have been informal communications with the HDC about this project. • #749, Public Facilities Bid Documents: It was noted that this funding could be used for either school or municipal needs. The funds are taken from free cash, and any left over at the end of the fiscal year is returned to free cash. • #835 Visitors Center: It was noted that the need and costs for swing space have not been discussed. • #870 Hastings School Renovation/Replacement: It was noted that the CIP does not reference that the funds for this project are dependent on the debt exclusion referendum scheduled for early December. • #939 Public Facilities Mechanical/Electrical System Replacements: Estimates for upgrading the heating, ventilation, air conditioning system in the Town Office Building include replacing duct work throughout the building. • #989 LHS Security Evaluation and Upgrade: There were concerns about referring to a "district standard". • #1022, Lexington Children's Place: Design development is proceeding. A cost estimate is due on December 1St • #1044, Lexington High School Upgrade: There was discussion about the timing and funding for a feasibility study. It was agreed to postpone discussion of #1047, Playground Replacement Program Bowman-Bridge, until the LPS non-facilities CIP was reviewed. • #1050, LHS Short Term Capacity: There is a particular need for additional science laboratory space. More information is expected in mid-December. It was agreed to discuss the LPS non-facilities CIP at this time—to subsequently return to the DPF CIPs remaining to be reviewed. Review of the FY2019–FY2023 CIP: LPS (Non-Facilities) During the review of the one CIP and the CEC questions and comments that had been previously provided to Mr. Dailey, it was agreed that the CIP with the full details warranted being included as a revision to the version currently in the database—with consideration of any further changes warranted by today's review. Comments made included, but were not limited to, the following: Page 3 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 15, 2017 • #945, LPS Technology Capital Request: Dr. Czajkowski reviewed the restructuring and staffing changes that had been made as they relate to the use of technology in the schools' curriculums. She introduced Ms. Judkins who has created a 5-year plan that includes a needs assessment with a focus on updated digital learning. Infrastructure changes are required to accommodate equipment upgrades. Ms. Judkins reported that LHS' digital equipment is behind other comparable schools. She plans to replace the use of iPads with Chromebooks®. Students need access to computer-science skills and teachers need additional training. A free web-based program is being phased in for Grades 1-8. Mr. Lamb and Mr. Kanter expressed appreciation, on behalf of the Committee, for the detail provided in the CIP and supplementary material. Mr. Lamb noted that this Committee advises Town Meeting and can be an advocate for projects if fully understood and approved. Mr. Kanter also noted that should a change in the 5-Year Capital Plan be necessary, that would be understandable, but rationale for the changes are expected. Mr. Lamb said that revisions to that Plan would not be a surprise considering the pace at which changes come in the digital world. Continuation of the FY2019-FY2023 CIPs: DPF • #1047, Playground Replacement Program Bowman-Bridge: These playgrounds currently are not compliant with the Americans with Disability Act. Plans are based on modular equipment used on a playground in Newton, which is available on the State bid list; the current prices are locked in for three years. • #10577 SMR High Definition broadcasting upgrade: DPF is handling this project because it also involves new wiring in the building. It was noted that the Public, Educational, and Governmental (PEG) Access Revolving Fund is the proposed source of funding. Mr. Kanter said the upgrade needs to include the ability for a camera to pick up the laser-pointer "dot" on the projections so the viewer of the recording also can properly following the discussion that is relying on those pointer images. It was agreed that would be a very worthwhile enhancement. • #1059, Public Service Building Vehicle Storage Area—Floor Drainage System: An itemized list of repairs indicates a cost of $108,000. There were questions about what caused such damage and how it could be avoided in future designs and operating procedures. Ms. Hewitt reported that she would post an updated set of DPF CIPs on the Shared Drive and inform this Committee when this is done. Mr. Kanter noted that it is important for any updated CIPS to have new revision dates. Approval of Minutes: Mr. Kanter presented an administrative edit for the Draft #3 Minutes of the CEC meeting, November 1, 2017. A Motion was made and seconded to approve the Draft #3 Minutes of the CEC meeting, November 1, 2017, as amended. Vote: 6-0 Mr. Kanter presented several administrative edits for the Draft Minutes of the CEC meeting, November 8, 2017. A Motion was made and seconded to approve the Draft Minutes of the CEC meeting, November 8, 2017, as amended. Vote: 6-0 Page 4 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 15, 2017 A Motion was made and seconded to approve the Draft Minutes of the CEC meeting, November 14, 2017. Vote: 6-0 Member Concerns and Liaison Reports: There was a brief discussion about future agenda items. Adjourn: A Motion was made and seconded at 9:32 A.M. to adjourn. Vote: 6-0 These Minutes were approved by the CEC at its meeting on November 29, 2017. Page 5 of 5