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HomeMy WebLinkAbout2017-11-29-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 29, 2017 APRIL 19" 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; Rod Cole; Frank Smith; Wendy Manz (arrived 7:34 A.M.) Members Absent: None Others Present (some arriving & departing during the meeting): Dave Pinsonneault, Director, Department of Public Works (DPW); John Livsey, Town Engineer, DPW; Robert Beaudoin, Superintendent, Environmental Services, DPW; Marc Valenti, Manager of Operations, DPW; Ralph Pecora, Superintendent, Water & Sewer, DPW; Erik Gitschier, Superintendent, Highway, DPW; Chris Filadoro, Superintendent, Public Grounds, DPW; Romina Comunale, Management Analyst, DPW; Robin Vella, Office Manager, DPW; Carolyn Kosnoff, Assistant Town Manager for Finance; Jennifer Hewitt, Budget Officer, Finance Department; Sara Arnold, Recording Secretary Documents Presented: • Notice of CEC Meeting, November 29, 2017 • FY2019—FY2023 Capital Improvement Projects (CIPs) for DPW with Backup & Revisions as late as November 24, 2017 • DPW CIP Questions, prepared by CEC, November 19, 2017 with answers prepared by DPW, November 28, 2017 • Understanding the Residential Taxpayer Impact of the December 4 Debt Exclusion Question, Presentation to Board of Selectmen (BoS), November 27, 2017 • FY2019-2023 Capital Budget Preparation Manual; Section 3(a), Submitting New Projects; Paragraph 9, Cost Analysis; Capital Funding Request • Draft #3 Minutes of the CEC Meeting, November 15, 2017 Call to Order: At 7:30 A.M., Mr. Lamb called the meeting to order. Review of the FY2019—FY2023 CIPs: DPW In response to a general question regarding the availability of Community Preservation Act (CPA) funding for DPW projects, Mr. Pinsonneault reported that there is only one project that may be eligible; Carl Valente, Town Manager, and the BoS would determine how to proceed regarding CPA funding availability or lack thereof. Discussion regarding the following previously-funded projects included, but was not limited to, the following: • Dam Repair: There are dam inspections that are scheduled; will be paid for out of the operating budget; and may trigger the need for future capital projects. Mr. Pinsonneault and Mr. Livsey agreed to consider the need for the CIP to identify at least a placekeeper entry for the capital funding of such future capital projects. • Hartwell Avenue Infrastructure Improvements: Mr. Pinsonneault explained that the appropriation for the infrastructure improvements did not include water system upgrades on Hartwell Avenue; they are paid from a different funding source. Page 1 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 29, 2017 Mr. Kanter reiterated a previous request that projects that will be managed by DPF be submitted by DPF and not the client department. It was noted that most of the questions regarding the FY2019—FY2023 CIPS had been addressed in the written responses prepared by DPW staff. In response to additional questions, DPW and member comments included, but were not limited to, the following: • #321 Center Streetscape Improvements: A 25% design is being developed and will provide information about estimated construction costs and the phasing of the project. A traffic study concluded that signalization at Woburn Street and Massachusetts Avenue would have some residual impacts on neighborhood traffic. The study identified some suggested mitigation. In response to a BoS request, alternatives are being explored. • #327 Automatic Meter Reading System: An engineering firm has been hired and will be preparing a return-on-investment report. FY2019 is targeted for beginning a three-year implementation program. The first year would include costs for hardware and software required to serve the entire system. Meter and installation costs vary based on the site. The program would not require a change in staff levels, but task assignments would change. It is anticipated that some contract work would no longer be necessary. • #520 Equipment Replacement: A water-valve turner is a sophisticated piece of equipment that would turn an underground water valve. Next year, a "delta chart" of equipment will be provided, using FY2019 inventory as the base year. • #522 Street Improvements: Multiple sources are used to identify the need for road repairs, including citizen input, the Traffic Safety Group, the Police Department, DPW operations staff, and general observation by staff members. The island at the intersection of School Street and Marrett Road has been identified for repairs. Methods for maintaining pavement are resulting in longer life spans than in the past, but this is not being factored into the consultants' recommendations for when work should be done. Mr. Kanter asked that the consultants make appropriate adjustments. • #523 Storm Drainage Improvements and NPDES compliance: Estimating costs is challenging because the improvements are in response to incidents, each of which is unique. As sampling increases, it may be possible to identify future needs. The Town is using civil-engineering students from the University of Massachusetts, Boston, to conduct the sampling as part of their training. This reduces staffing costs. • #524 Sanitary Sewer System Investigation and Improvements: It is anticipated that the Massachusetts Water Resources Authority will receive another State allotment for funding programs and that Lexington would be eligible for a share. • #528 Hydrant Replacement Program: There is a prioritized list for replacing hydrants; emergency situations also trigger replacements. Of the approximately 1500 hydrants in the Town, about 60 are replaced every year. Staff overtime is used for installing new hydrants. Mr. Kanter asked that the equipment and labor costs be Page 2 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 29, 2017 identified separately. He also plans to ask the Fire Department, again, how frequently they find a non-functioning hydrant when responding to an emergency. • #529 Pump Station Upgrades: Site conditions influence the ability to make all of the desired upgrades. There are three stations that currently do not have an emergency generator, but would have one added as they are upgraded. • #554 Street Acceptance: Tax assessments do not consider whether a property is on an unaccepted street. Residents in the Laurel, Park, and Essex Street area may request that their streets become accepted at 2018 Annual Town Meeting. There are 14 abutters on Green Lane, which is more complicated because of land-title issues. Mr. Lamb suggested that the abutters be required to resolve those title issues before the Town would even consider recommending accepting their street. • #557 Comprehensive Watershed Stormwater Management Study and Implementation: The interest is too high for the Town to consider using the Clean Water State Revolving Fund to pay for projects. Sometimes manholes can be eliminated during a restoration project. • #560 Water Distribution System Improvements: The recently completed asset-management plan identifies water pressure needs throughout the Town; thus, the water-use permits could now require a property owner to provide a booster pump, as appropriate. Tank age and inspections are used to determine water-main replacement needs. Mr. Lamb urged timely inspections to identify future costs. Mr. Kanter noted that the maintenance and operations table includes $900,000 for painting, but he believes painting should not be considered a capital expense unless associated with a new project. • #644 Sidewalk Improvements: Concord Avenue was the most physically challenging sidewalk to build, to-date. Mr. Kanter asked that the diversions he had previously identified of FY2016 sidewalk improvement funds for purposes other than the standard purpose of this CIP be identified in this CIP and any such future diversions continue to be explicitly identified in future version of this CIP. • #672 Battle Green Master Plan—Phase 3: Contrary to the notation on the back-up material, the BoS had accepted, but not approved, the overall plan for this project so the notation should be corrected. The Committee reiterated its request for a site plan that shows the location and completion status of each of the projects contemplated by the Plan—whether already funded, being requested for funding, or proposed to complete the scope of work under this CIP. • #683 Townwide Culvert Replacement: Mr. Kanter expressed concern about overlaps associated with this project and other projects. • #688 Townwide Signalization Improvements: No extra comments. • #881 Municipal Parking lot improvements: Although this project is on hold, this Committee requests a plot plan of the extent of the area currently contemplated to be addressed under this project. Page 3 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 29, 2017 • #915 Hartwell Avenue Compost Site Improvements: This project—which entails adding a scale for measuring loads entering the site—is being delayed until there has been further operation in the smaller area available now that the solar panels are in place and a fee analysis is complete. Once those actions are completed, there would be an evaluation of what scale or other methods for measuring loads is the preferred approach. • #922 Battle Green Streetscape Improvements: As with the Battle Green Master Plan (#672). this Committee reiterates the need for a site plan providing the same information for the projects under this CIP. • #940 Westview Cemetery Building: Mr. Kanter wants this CIP to be submitted by DPF because that department has the Town's expertise and experience in building projects. • #941 Public Parking Lot Improvement Program: This Committee requests a plot plan of the extent of the area currently contemplated to be addressed under this project. It was noted there is a citizens' proposal for constructing affordable housing to the rear of the Depot Lot. • #966 Community Center Sidewalk: Current plans consider an option that impacts the driveway entrance to the Scottish Rite facility. There is a meeting scheduled for January 2018 with the Scottish Rite, the results of which will impact the cost of the project. Mr. Kanter noted that the Town is also talking to the Scottish Rite about additional traffic on the driveway that would be generated by a connection to property at 20 Pelham Road recently purchased by the Town. • #1039 Hill Street New Sidewalk Project: No extra comments. • #1056 Public Grounds Irrigation Improvements: Mr. Kanter requested the basis of the cost projection. • #1060 Pelham Road Sidewalk and Roadway Improvements: Several alternatives are being considered. Mr. Kanter asked that all reports associated with the CIPs that are expected in the coming months be forwarded to the CEC electronically as soon as practical. The Committee noted the general absence of escalation amounts in the Capital Funding Request tables for the out-years in the DPW CIPs. Mr. Kanter read from the Town's FY2019-2023 Capital Budget Preparation Manual that "Estimated costs for projects from 2019-2023 should be based on your best estimate of anticipated costs at the time of funding authorization." This Committee would like inflation to be incorporated, but there appear to be different opinions among staff about incorporating it. Questions about this will be pursued by the Chair with Mr. Valente. DPW staff thanked this Committee for providing questions from all of its members in advance of the meeting. This Committee thanked DPW staff for preparing well-crafted CIPs and for responding to the questions promptly. Page 4 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 29, 2017 Approval of Minutes: A Motion was made and seconded to approve the Draft #3 Minutes of the CEC meeting, November 15, 2017. Vote: 6-0 Member Concerns and Liaison Reports: Because Jill Hai recently resigned from this Committee, it was agreed that Mr. Kanter would replace her as this Committee's liaison to the Police and Fire & Rescue Departments. Mr. Kanter suggested the Agenda for each of the Committee's meeting include an item for public comment, not to exceed two minutes per person, on an item not on that Agenda. It was also agreed the Chair could determine that the nature of that meeting's deliberations does not warrant public comment on one or more items on the Agenda. It was moved and seconded that future Agenda's would include such items at the Chair's discretion. Vote: 6-0 Meetings are scheduled for December 5, 13, and 20. The meeting on the 5th will include the last of the reviews of the Town department/office CIPs. (Scheduling has not yet been made for hearing the non-Town applications to the Community Preservation Committee (CPC) that the CPC has recommended for presentation to the 2018 Annual Town Meeting.) The meeting on the 13th will be for when this Committee's tentative positions on each of the CIPs are to be completed. The meeting on the 201h will be for sharing those positions with Mr. Valente and Ms. Kosnoff. Meetings are also scheduled for January 10, 17, and 24, 2018. Adjourn: A Motion was made and seconded at 9:24 A.M. to adjourn. Vote: 6-0 These Minutes were approved by the CEC at its meeting on December 5, 2017. Page 5 of 5