The URL can be used to link to this page

Home My WebLink About2018-02-28-CEC-min CS 0,„ 'M°RN,4. Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting m February 28, 2018 APRIL19' / Location and Time Town Office Building, Reed Room (111), 7 45 A.M Members Present Charles Lamb, Chair, David Kanter, Vice-Chair & Clerk, Sandy Beebee, Rod Cole, Wendy Manz, Frank Smith Members Absent None Others Present Sara Arnold, Recording Secretary Documents Presented • Notice of CEC Meeting, February 28, 2018 • Stabilization Fund History—extract from the FY2018 Recommended Budget & Financing Plan ("Brown Book"), Page C-3 (distributed by Mr Kanter) • Draft #3 Minutes of the CEC Meeting, February 21, 2018 Call to Order At 7 46 A.M., Mr Lamb called the meeting to order Minutes Mr Kanter read an edit for the Draft #3 Minutes for this Committee's meeting on February 21, 2018, and noted there were some administrative edits elsewhere in the Minutes A Motion was made and seconded to approve said Minutes, as amended Vote 6-0 Member Concerns and Liaison Reports Using the "Stabilization Fund History" and some preliminary analysis, Mr Kanter provided updated information regarding the General Stabilization Fund (GSF) He had learned since this Committee's last meeting that the Town fiscal guidelines identify the balance of the GSF was recommended to get to 7 0% of the prior-year's General Fund Revenues, not 5% of the Net Operating Revenue as he had previously reported Using that guideline, the GSF will be about $4 3 million short of where it should be at the end of FY2018 and, with no further infusion into the GSF, would be about $5 million short at the end of FY2019 Mr Kanter reviewed his plan, as a Town Meeting member, to submit Amendments to the 2018 Annual Town Meeting (ATM) that would (1) infuse $1 0 million in discretionary funding in the GSF, and (2) fund that action with a $1 0 million reduction in the discretionary funding currently identified for the Other Post-Employment Benefits (OPEB) Fund The $1 0 million represents nearly all the Free—Cash portion currently identified for OPEB funding Mr Lamb noted that the Amendments only have an indirect impact on capital projects, and if this Committee were to take a position on them, the Committee would be "forging new ground" Further discussion was deferred Discussion of the process leading to the 2018 ATM and the Committee's report to that ATM This Committee reviewed the Articles on which it is taking a position, making comments and taking votes, as determined to be appropriate, as summarized below (It is understood that all dollar amounts are subject to change when the FY2019 Brown Book is published ) It was acknowledged that, although where indicated there were votes—and they are formal votes— Page 1 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 28, 2018 the Committee can, if it chooses, re-vote on any Article/sub-Article before the report is finally approved or even re-vote later (if in a public session, including during Town Meeting) before advising Town Meeting of its later position CEC Positions Taken on Articles It Currently Plans to Report to the 2018 ATM No | Sub | Article | Comments | Vote 1 FINANCIAL ARTICLES 1 7 Appropriate for Advice and Analysis–Getting To To Evaluate cost of Leadership in 6-0 Net Zero ($40,000 Energy and Environmental Design (LEED) Gold vs.current LEED Silver Supplement language expected (SLE) 10 Appropriate the FY2019 Community Preservation Committee (CPC) Operating Budget ~~~~~~~~~~~~~~~~~~~~~~ --- and Community Preservation Act (CPA) ~~and [ommunityPreservatiunAct ([PA) Projects a Conservation Land Acquisition (To be Based on it being Indefinitely 6-0 Determined) (TBD)) Postponed b Community Center Sidewalk(TBD) Still need information Pending c Archives& Records Management/Records 6-0 Conservation & Preservation ($20,000) d 9 Oakland Street—Renovation and Adaptive Re- 6-0 Use ($200,000) e Public Grounds Irrigation Improvements 6-0 ($100,000) f Playground Replacement Program—Bowman 6-0 School ($302,000) g Athletic Facility Lighting ( 975,000) SLE 6-0 h Center Trck and Field Reconstruction SLE 6-0 ($3'340000) i Old Reservoir Bathhouse Design ($75800) 6-0 j Lowell StreetFarmview Affordable Housing Final cosavailable at tonight's CPC Pending Supplemental Funds (TBD) meeting k CPA Debt Service (TBD) SLE 6-0 | Administrative Budget ($150,000) 6-0 11 Appropriate for Westview Cemetery Building 6-0 Construction ($3,040,000) 12 Appropriate for Lexington Children's Place 6-0 Construction ($11,997,842) 13 Appropriate for 45 Bedford Street/Fire Station 6-0 Replacement ($18,820,700) 14 Appropriate for Police Station Rebuild-Design SLE 6-0 ($1'862,622) 15 Appropriate for Recreation Capital Projects 6-0 ($60,000) 16 Appropriate for Municipal Capital Projects and ~~~~~~~~~~~~~~~~~~~~~~ ~~~ Equipment a Hydrant Replacement Program ($150,000) Mr Kanter is awaiting further 5-0-1 information b Storm Drainage Improvements and NPDES 6-0 compliance ($340,000) Page 2 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 28, 2018 CEC Positions Taken on Articles It Currently Plans to Report to the 2018 ATM (continued) No Sub Article Comments Vote I c Comprehensive Watershed Stormwater 6-0 Management Study and Implementation ($390,000) d Townwide Culvert Replacement ($390,000) 6-0 e Center Streetscape Improvements—Design Concern that project is not ready for Pending ($450,000) ATM SLE f Automatic Meter Reading System ($750,000) Town staff is reviewing the 1st draft of Pending the consultant's report on the alternative solutions for such a system It is expected to include this Committee's long-time-requested Return-on-Investment data g Sidewalk Improvements ($800,000) SLE if additional year in which funds 6-0 were taken for another type of sidewalk expense h Equipment Replacement ($1,069,500) 6-0 i Townwide Signalization Improvements 6-0 ($1,100,000) j Pelham Road Sidewalk and Roadway 6-0 Improvements ($1,400,000) k Street Improvements ($3,569,016, $2,600,000 of 6-0 which is to be appropriated) I Hartwell Area TMOD Plan Update ($50,000) 6-0 m Transportation Mitigation ($100,000) 6-0 n Municipal Technology Improvement Program 6-0 ($200,000) o Application Implementation ($390,000) 6-0 p Network Core Equipment Replacement 6-0 ($350,000) q Police Radio Console Equipment Replacement 6-0 ($370,000) 17 Appropriate for Water System Improvements 6-0 ($1,000,000) 18 Appropriate for Wastewater System Article includes 2 parts 6-0 Improvements ($1,800,000) 19 Appropriate for School Capital Projects and 6-0 Equipment ($1,715,300) 20 Appropriate for Public Facilities Capital Projects ^'^'^'^'^'^'^'^'^'^'^'^'^'------ --- a Selectmen Meeting Room High Definition 6-0 Broadcasting Upgrade ($44,800) b Public Facilities Bid Documents ($100,000) 6-0 c Facility and Site Improvements ($361,890) 6-0 • Building Flooring Program, • School Paving Program, d Public Service Building Vehicle Storage Area- 6-0 Floor Drainage System ($157,000) CEC Positions Taken on Articles It Currently Plans to Report to the 2018 ATM (continued Page 3 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 28, 2018 No Sub Article Comments Vote e Municipal Building Envelopes and Systems 6-0 ($198,893) f [ommunity[enterExpansinn'DesiAn ($lSO,OOO) SLE 0-6 g School Building Envelopes and Systems 6-0 ($227,755) h LI-IS Security Upgrade ($338,600) 6-0 i Public Facilities Mechanical/Electrical System 6-0 Replacements ($544,500) 22 Visitors Center Funding (TBD) The scope of the Article now includes Pending funding for construction (See Comment for Article 23 23 Visitor Center Funding (Citizen Article) (TBD) Proponent has advised this Article Pending would be moved for Indefinite Postponement if Article 22 passes with construction funding. Not voted as awaiting a future update by the proponent, Dawn McKenna Invitation to be extended to attend the next CEC meeting 24 Appropriate to Post-Employment Insurance Position contingent on General Pending Liability Fund ($1,842,895) Stabilization Fund position discussed earlier (See relevant paragraph following this table ) 25 Rescind Prior Borrowing Authorizations (TBD) Not yet identified 6-0 26 Establish, Dissolve and Appropriate To and From General amounts known ($3,500,00 in, 6-0 Specified Stabilization Funds (TBD) $380,000 out for in-levy date, & $3,600,000 out for exempt debt, but subject to minor adjustments) 27 Appropriate To General Stabilization Fund Position contingent on General Pending (expected to be Indefinitely Postponed) Stabilization Fund position discussed earlier 28 Appropriate From Debt Service Stabilization 6-0 Fund ($124,057) 30 Amend FY2018 Operating, Enterprise and CPA Not voted at this time as this Pending Budgets (Only Enterprise&CPA) (TBD) Committee has no information on what, if any, amendments will be proposed to those two budgets. 31 Appropriate For Authorized Capital Same as made for Article 30 Pending Improvements (TBD) GENERAL ARTICLES 32 Amend General Bylaw- Regarding Financial Mr Kanter continues coordination with 6-0 Committees (Citizen Article) Town Moderator and the Chair of the Appropriation Committee 3S Resolution to Request Warrant Articles to be Not voted as awaiting presentation by Pending Accompanied by Financial Projections(Citizen the proponent., Mark Andersen Article) Invitation to be extended to him to attend the next CEC meeting. Page 4 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 28, 2018 During discussion of Article 24, a Motion was made and seconded to re-use the referenced commentary as the basis for this year's supplemental wording Vote 6-0 There was discussion about Mr Smith's using back-references as the only supplemental wording, as applicable, in the Articles he had reviewed and submitted to Mr Kanter for the report. It was agreed that approach would assist Town Meeting members and the Committee agreed to adopt it—only as applicable—as a standard for this year's report. Mr Kanter reported that Appendix A of the report ("Information on the Town's Current Specified Stabilization Funds") has been updated to reflect the expected dissolution of two those funds and the expected creation of three new funds, however, he is awaiting a response by the Town Manager to provide the "purpose" of each of those new funds He plans to work with Mr Lamb and/or Mr Cole on updating the other major tables and Appendix B (Summary of Warrant-Article Recommendations) He will also update the pending Draft #4 of the report when the FY2019 Brown Book is released—which is scheduled for this coming Friday (March 2, 2018) Mr Cole said he had been unable to obtain documentation that the project to rebuild/renovate the Lexington High School is needed because of overcrowding as well as infrastructure aging, etc. Such documentation is needed so our report can provide a clear understanding of the basis for the project. Ms Beebee and Ms. Manz reported they are working on submitting to Mr Kanter the remaining portions/updates owed on the sections of the report to the 2018 ATM for which they are responsible The Board of Selectmen is planning to discuss the 2018 ATM Consent Agenda at their March 7'h evening meeting This Committee is also scheduled to meet on March 14th and 16th for final reviews of the Committee's report to the 2018 ATM in order to be able to make full distribution not later than the 19'h—one week before the start of that ATM It was noted that there is a retirement reception scheduled for Selectman Peter Kelley tomorrow, March 1s' at 4.00 P M in the Cary Memorial Building's Battin Hall Adjourn A Motion was made and seconded at 9 10 A.M to adjourn Vote 6-0 These Minutes were approved by the CEC at its meeting on March 7, 2018 Page 5 of 5