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Minutes of the
Lexington Capital Expenditures Committee (CEC) Meeting
December 13, 2017 (Corrected)
APRIL 19"
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 201" 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 51" meeting, of
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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.
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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.
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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"),
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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
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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
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