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HomeMy WebLinkAbout2017-12-13-CEC-min 0,mon iv14., r`o Minutes of the tA Lexington Capital Expenditures Committee (CEC) Meeting oi) December 13, 2017 (Corrected) Location and Time Town Office Building, Reed Room (111), 7'30 A.M Members Present Charles Lamb, Chair, David Kanter, Vice-Chair & Clerk, Sandy Beebee (arrival 7.38 A.M ), Rod Cole, Frank Smith, Wendy Manz Members Absent None Others Present Sara Arnold, Recording Secretary Documents Presented • Notice of CEC Meeting, December 13, 2017 • Worksheet for recording members' positions on the Capital Improvement Projects (CIPs) • FY2019—FY2023 CIPs • Draft #3 Minutes of the CEC Meeting, December 5, 2017 • Draft Minutes of the CEC Meeting, December 7, 2017, at Summit III • Mr Kanter's e-mail, December 8, 2017, Subj Warrant Article for 2018 Annual Town Meeting to Update Capital Expenditures Committee Description in the Lexington General By-Laws • Petition for Inserting an Article in the 2018 Town Meeting Warrant To Update General By-Laws related to the Town's Financial Committees Call to Order At 7.34 A.M., Mr Lamb called the meeting to order Review of the FY2019—FY2023 CIPs In preparation for the December 20th meeting with Carl Valente, Town Manager, and Carolyn Kosnoff, Assistant Town Manager for Finance, there was discussion about reasons for opposing a CIP It was noted that this meeting provides an opportunity to influence what is included in the Town Manager's FY2019 Preliminary Budget & Financing Plan (the "White Book") There are no thresholds that must be met by a project, opposition generally comes from a feeling that a project is not fiscally responsible Opposition of projects that are brought to Town Meeting is discussed in this Committee's report to Town Meeting, this may be a minority report if opposition is not the result of a majority vote If a Committee member is a Town Meeting member, he/she may speak as such either for or against a project from that perspective, although this is not common practice If the Committee strongly supports an alternative to a project that is on the warrant, the Committee may decide to bring an amendment to Town Meeting floor It was noted that Mr Valente's primary interest is in whether this Committee supports funding for FY2019 projects, but this Committee is required to generate a five-year plan Thus, financial information about the out-years is important—"to-be-determined" is not helpful Using a worksheet for recording members' positions and comments on the CIPs, the Committee continued a process, which had started at its December 5th meeting, of Page 1 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 13, 2017 (Corrected) reviewing those CIP submissions for which there were outstanding concerns or questions. Comments regarding the following CIPS are included in the Minutes for that meeting • #967 Police Outdoor/Indoor Firing Range—Hartwell Avenue • #1020 Public Safety Radio Console Replacement • #647 Municipal Building Envelopes and Systems • #835 Visitors Center Comments on the following CIPS included, but were not limited to, the following • #882 Parker Meadow Accessible Trail Construction Out-year costs are needed • #981 Transportation Mitigation Mr Kanter noted that because this CIP addresses to-be-determined projects, the appropriation should be for one year so that any unused portion of the appropriation at the end of the fiscal year would not be retained for future fiscal-years use under this CIP • #983 Parking Lot Consolidation and Repaving Citizens want additional center parking, but analysis is needed to determine whether this consolidation of privately-owned parking areas is feasible and cost effective • #1019 Hartwell Area Transportation Management Overlay District (TMOD) Plan Update Ms Manz agreed to seek additional information about the funding source for this project. It was generally agreed that it should use TMOD funds • #1032 Stone Building Analysis Deed restrictions limit the use of the building It was generally agreed that professional analysis of potential uses for the building and identifying demand were necessary next steps • #1037 Conservation Land Acquisition No comments as it is a placekeeper for an unspecified location • #1051 Cary Library Children's Room Renovation It was agreed that the library should be commended for soliciting and using private funds for this project. • #967 Police Outdoor/Indoor Firing Range—Hartwell Avenue Supplementing the review at the earlier meeting, Mr Kanter reiterated his belief this should be either a Department of Public Works (DPW) or Department of Public Facilities (DPF) CIP • #306 Lexington Police Station Rebuild Supported • #561 Townwide Roofing Program Supported • #562 School Building Envelopes and Systems Program It was noted that other communities use shared expenses for portions of comparable programs • #653 Building Flooring Program Supported • #698 School Paving Program Supported • #738 45 Bedford Street Fire Station Replacement Supported • #749 Public Facilities Bid Documents Commended that this continues to be treated as 1-year funding so that any unused portion of the appropriation at the end of the fiscal year are not retained for future fiscal-years use under this CIP Page 2 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 13, 2017 (Corrected) • #835 Visitors Center Supplementing the review at the earlier meeting, the lack of a previous rigorous, value-engineering, review of the plans for this facility generated discussion about when such a review would take place It was generally agreed that the project is necessary, and such review is supposed to take place during design development, which is planned to be funded in FY2019 • #870 Hastings School Renovation/Replacement Supported • #939 Public Facilities Mechanical/Electrical System Replacement Supported • #989 LHS Security Evaluation and Upgrade Supported • #1022 Lexington Children's Place Supported • #1044 Lexington High School Upgrade The Committee was pleased to see that there is an estimated amount in FY2022 for the initial funding for such an upgrade, but questioned whether such funding in FY2022 is properly timed following the School Committee's Statement of Interest to the Massachusetts School Building Authority (MSBA)—mentioned as possibly being submitted as early as FY2019 or FY2020—and, in any case, the absence of any amount in the year immediately following the initial funding • #1047 Playground Replacement Program—Bowman & Bridge Supported • #1050 LHS Short Term Capacity It was noted that there is no information about timing or costs for this project so no evaluation could be accomplished • #1057 SMR High Definition broadcasting upgrade Mr Kanter noted that he can only support this project if the high-definition camera can pick up the laser pointer "spots" so that viewers can see what is being identified • #1059 Public Service Building Vehicle Storage Area—Floor Drainage System It was agreed that the work needs to be done, but there are still questions about whether it is possible to take steps to avoid such damage to the floor in the future • #321 Center Streetscape Improvements Additional information is needed • #327 Automatic Meter Reading System Pending receipt of the report addressing how such a system has a positive, near-term, return on investment. • #520 Equipment Replacement Supported • #522 Street Improvements Mr Kanter is looking forward to the January report from the consultants regarding street pavement conditions He noted the apparent disconnect between what the consultants have been saying versus what staff is saying The consultants should be evaluating the impact of the Town's street-maintenance program and citing whether or not it is improving street conditions earlier than is otherwise customary—and projecting future Road Surface Ratings (RSRs) and backlog, accordingly Mr Kanter also believes the Board of Selectmen (BoS) should establish a RSR goal as that would suggest what future funding level is warranted each year, conditions permitting • #523 Storm Drainage Improvements and NPDES Supported Page 3 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 13, 2017 (Corrected) • #524 Sanitary Sewer System Investigation and Improvements There was concern about the out-year funding requests • #528 Hydrant Replacement Program Mr Kanter would like to see additional information to give assurance this project does not need to be accelerated to reduce potential risk. • #529 Pump Station Upgrades Mr Kanter supports the project, but still questions why the Hayden Station is being funded in one year while the long-term plan had it equally funded in two consecutive years • #554 Street Acceptance Mr Kanter reiterated his standing position that he is opposed to accepting streets because the Town is under no obligation to do so and acceptance then makes the Town responsible for maintaining them Mr Lamb is against even accepting a petition for Green St. because of land-title issues that should be resolved and so recorded with the Registry of Deeds beforehand • #557 Comprehensive Watershed Stormwater Management Study and Implementation Supported • #560 Water Distribution System Improvements Supported • #644 Sidewalk Improvement Mr Lamb believes that philosophically this should be cash-financed rather than the debt-financed as was done for FY2018 During a conversation Mr Lamb had with John Bartenstein, Chair, Appropriation Committee, Mr Bartenstein indicated some support for that approach • #672 Battle Green Master Plan—Phase 3 It was generally agreed that this request would be acceptable as long as previously funded components were completed before further funding is provided • #683 Townwide Culvert Replacement Supported • #688 Townwide Signalization Improvements It was noted that the FY2019 funding request is for the signalization at Massachusetts Avenue and Worthen Road—which will have "smart" signals There was support for installing "smart" signals as soon as practical and useful throughout the Town • #881 Municipal Parking Lot Improvements Supported, but only as a placeholder • #915 Hartwell Avenue Compost Site Improvements It was generally agreed that this project should be pursued earlier than is currently identified in the CIP as the reasons cited for slipping the program do not appear to warrant that much of a slip The compost site is a revenue generator and the improvement in making measurements of loads should be fully functional as soon as possible • #922 Battle Green Streetscape Improvements It was generally agreed that this request would be acceptable as long as previously funded components were completed before further funding is provided • #940 Westview Cemetery Building Mr Kanter reiterated his request that this should be a DPF project. He noted that Mr Valente is concerned about DPF's ability to absorb this project considering its other, major, projects (i e , it lacks "bandwidth"), Page 4 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 13, 2017 (Corrected) but Mr Kanter believes it should be a DPF project even if, to the extent necessary, it uses DPW staff to support the project. The expertise resides in DPF and, therefore, it should retain primary responsibility for the project or, if unable to do so, the project should be deferred until DPF can hold such responsibility • #941 Public Parking Lot Improvement Program The anticipated public process was identified as the reason for the projected high cost for design and engineering • #966 Community Center Sidewalk No funding request, estimated schedule, or plans for alternatives were included in/with the CIP That needs to be addressed before this Committee can evaluate • #1039 Hill Street Sidewalk Supported • #1056 Public Grounds Irrigation Improvements There was general support for the concept, although the CIP does not provide cost-basis information • #1060 Pelham Road Sidewalk and Roadway Improvements It was noted that the project has not been clearly defined, more information is needed • #278 Athletic Facility Lighting Mr Kanter noted that there is no "Plan B" from the Recreation Committee if the Community Preservation Act (CPA) funding is not approved • #280 Pine Meadows Improvements Supported • #282 Park and Playground Improvements Mr Kanter noted that there is no "Plan B' from the Recreation Committee if the CPA funding is not approved • #532 Park Improvements—Hard Court Resurfacing Mr Kanter noted that there is no "Plan B" from the Recreation Committee if the CPA funding is not approved • #732 Center Track and Field Reconstruction Mr Kanter noted that there is no "Plan B" from the Recreation Committee if the CPA funding is not approved He also would like DPF to provide sketch plot plans for a staging area under the most far-reaching land need for the Lexington High School renovation/reconstruction • #893 Recreation Site Assessment of Potential Land Acquisition This is recognized as a placeholder • #1013 Outdoor Pickleball Court Construction It was understood this has been withdrawn as striping of existing courts has provided an adequate opportunity for that sport—at least for the next five years • #1014 Cricket Field Construction Mr Kanter noted that there is no information regarding what would be lost if cricket fields are constructed—and he recommended slipping any projected funding from FY2022 to FY2023 • #1046 Old Reservoir Bathhouse Renovation Mr Kanter noted that there is no Plan B from the Recreation Committee if the CPA funding is not approved There was, however, general approval of the FY2019 funding request. • #1048 Community Center Campus Expansion It was generally agreed that this project is premature and should be slipped at least until after ensuring all the other Page 5 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 13, 2017 (Corrected) needs for the 20 Pelham Road Property (primarily the new Lexington Children's Place and its ancillary projects such as, but not limited to, adjacent road and sidewalk work) have been fully addressed It was noted that this project had not been in the Five-Year Capital Plan • #1049 Pine Meadows Clubhouse Renovation Mr Kanter would like this to be a DPF project for the reasons cited before in conjunction with the same preference • #945 LPS Technology Capital Request Mr Lamb expressed support for this being funded with cash to the extent practical • #307 Archives & Records Management/Records Conservation & Preservation The Committee was pleased that the hiring of a new Archivist in the Town Clerk's Office has permitted this project to resume Ms Manz agreed to pursue updated information about six DPF projects for which funds were previously approved and for which no additional funds are being requested Mr Lamb agreed to summarize the most significant issues at next week's meeting with Mr Valente and Ms Kosnoff He will include some general requests involving the CIP process and some specific CIP issues Minutes Mr Kanter read recommended edits for Draft #3 of the CEC Minutes for the December 5, 2017, meeting A Motion was made and seconded to approve said Minutes, as revised Vote 6-0 A Motion was made and seconded to approve the Draft CEC Minutes for the December 7, 2017 meeting at Summit III, as presented Vote 6-0 Proposed Warrant Article for the 2018 Annual Town Meeting Mr Kanter explained that the purpose of that Article would be to revise the description of the Committee's responsibilities and authorities in the Code of Lexington/By-Laws in order to reflect the full scope of the Committee's current activities, year-round A Motion was made and seconded to support the submission of that Warrant Article Vote 6-0 The Petition for Inserting the Article was then circulated and all of the other members added their signatures following Mr Kanter's Adjourn A Motion was made and seconded at 9.28 A.M to adjourn Vote 6-0 The original Minutes were approved by the CEC at its meeting on December 20, 2017, these corrected Minutes were approved by the CEC at its meeting on January 24, 2018 Page 6 of 6