HomeMy WebLinkAbout2018-03-26-CEC-ATM-rpt CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
CAPITAL EXPENDITURES COMMITTEE
TOWN OF LEXINGTON
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REPORT TO THE
2018 ANNUAL TOWN MEETING (ATM)
Released March 26, 2018
Submitted by:
Charles Lamb, Chair
David G. Kanter, Vice-Chair & Clerk
Sandy Beebee
Rodney Cole
Wendy Manz
Frank Smith
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Summary of Warrant-Article Recommendations
is Appendix B at the end of the report
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Table of Contents
ExecutiveSummary............................................................................................................................1
The Mission of the Capital Expenditures Committee.............................................................................2
Howto Read This Report......................................................................................................................2
Summary of FY2019 Capital-Budget Requests..................................................................................3
CapitalBudget......................................................................................................................................5
CapitalProjects...........................................................................................................................5
The Community Preservation Act(CPA)....................................................................................6
EnterpriseFund Projects.............................................................................................................9
Revolving-Fund Projects ............................................................................................................9
Five-Year Capital Plan...................................................................................................................... 10
Programs........................................................................................................................................... 15
Conservationand Open Space............................................................................................................. 15
Lexington Community Center.............................................................................................................16
Fire & Rescue.....................................................................................................................................17
Police..................................................................................................................................................18
CaryMemorial Library .......................................................................................................................19
PublicWorks......................................................................................................................................20
PublicFacilities...................................................................................................................................28
Recreation...........................................................................................................................................30
Schools...............................................................................................................................................31
InformationServices...........................................................................................................................33
TownClerk's Office ...........................................................................................................................34
AffordableHousing.............................................................................................................................34
Planning..............................................................................................................................................36
EconomicDevelopment......................................................................................................................37
2018 ATM Warrant-Article Explanations and Recommendations.................................................38
Article 10: Appropriate the FY2019 Coinimmity Preservation Committee Operating
Budget and CPA Projects (Multiple Categories).......................................................38
Article 11: Appropriate for Westview Cemetery Building Construction.....................................43
Article 12: Appropriate for Lexington Children's Place Construction........................................44
Article 13: Appropriate for 45 Bedford Street Fire Station Replacement Construction...............44
Article 14: Appropriate for Police Station Rebuild—Design......................................................44
Article 15: Appropriate for Recreation Capital Projects(Pine Meadows Equipment).................45
Article 16: Appropriate for Municipal Capital Projects and Equipment.....................................45
Article 17: Appropriate for Water Distribution System Improvements.......................................52
Article 18: Appropriate for Wastewater System Improvements ................................................. 53
Article 19: Appropriate for School Capital Projects and Equipment........................................... 53
Article 20: Appropriate for Public Facilities Capital Projects..................................................... 54
Article 22: Appropriate For Visitors Center—Construction/Bid Documents & Construction..... 58
Article 23: Appropriate For Visitors Center(Citizen Article) .................................................... 59
Article 24: Appropriate To Post Employment Insurance Liability Fund..................................... 59
Article 25: Rescind Prior Borrowing Authorizations.................................................................60
Article 26: Establish, Dissolve and Appropriate To and From Specified Stabilization
Funds (SFs) (Only those actions related to Capital)..................................................61
Article 27: Appropriate to Stabilization Fund............................................................................62
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Article 28: Appropriate from Debt Service Stabilization Fund...................................................62
Article 30: Amend FY2018 Operating, Enterprise and CPA Budgets (Enterprise & CPA only).63
Article 31: Appropriate for Authorized Capital Improvements ..................................................63
Article 32: Amend General Bylaw Regarding Financial Committees (Citizens Article).............64
Article 35: Resolution to Request Warrant Articles to be Accompanied by Financial
Projections (Citizens Article)................................................................................... 64
Appendix A: Information on the Town's Current Specified Stabilization Funds.................................A-1
Appendix B: Summary of Warrant-Article Recommendations...........................................................B-1
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Executive Summary
This report is voluminous, and we expect that most of you will not read it from cover to cover. If you only
read one thing, then please read this Executive Summary. If you read two things, then read this Executive
Summary and follow along with our recommendations (during the presentation and debate) in the
Warrant Articles section, either using Appendix B (Summary of Warrant-Article Recommendation) or the
Article explanations and recommendations in this report starting on Page 38. Please use the rest of the
report as a reference book.
For many years, this Committee has stressed the need for rational, long-term planning, and for just as
many years, the Town has achieved a reasonable level of success in sequencing and executing our capital
program. Only a few months ago, our constituents affirmed that work by passing a debt exclusion for a
new Maria Hastings Elementary School, a new Fire &Rescue Headquarters, and a new Lexington
Children's Place. This is a tribute to the hard work that all of you (Town Meeting, the staff, the boards
and committees, and ultimately the Yes Campaign) put into turning the vision into the details and
ultimately the reality.
It may seem that we have reached the end of nearly two decades of large capital projects including
renovation or rebuilding of all our schools to enhance capacity, a new Samuel Hadley Public Services
Building, and Community Center; improved roads and sidewalks; land purchases; and enhanced playing
fields; but our work isn't done. In this Town Meeting you'll be asked to vote design money for a
long—sought Police Headquarters with a corresponding debt-exclusion referendum on the horizon
relatively soon after that. Longer term is the largest project Lexington will have likely ever undertaken:
the Lexington High School (LHS) renovation and/or replacement. This Committee, with others, has
agitated to address the capacity issues in that complex that are only getting worse with an increasing
school population. Although the Statement of Interest submission to the Massachusetts School Building
Authority is not expected until calendar year 2019 or 2020—with the earliest possible approval not before
FY2021—this Committee will not stop highlighting this challenge until the solution is in hand.
The taxpayer impact of these projects is extremely important, because without buy-in from the electorate,
the Town's big-ticket agenda cannot be completed. Those who ultimately pay the bill must be convinced
that their elected representatives, you and I, have sharpened our pencils, crossed every T and dotted every
I. Part of that due diligence is making sure that our planning is well-considered. While some of our
projects were driven by unique opportunities that require immediate action, most are foreseen years in
advance. The lead-up to the last debt exclusion included extensive tax-bill-impact modeling, a practice
which should continue with future projects. When we make a plan and stay with it, good things happen.
Let's keep that in mind as we move forward with large capital projects over the next 10 years. If a unique
opportunity arises, then yes, we should talk about it as a community and perhaps change our plan. But
without that reasoned discussion, sometimes known as "The Lexington Process" (to quote a recently
retired Selectman), we can lose sight of our long-term vision and goals that have made us so successful as
a community.
Part of that long-terin vision process is ensuring that we keep our financial house in order, even with the
"little things". We have been, and will continue to be, advocates of sticking to our stated financial
policies. When we deviate we should acknowledge and discuss those exceptions and possibly change the
policies. To wit, during this Town Meeting you may see us take issue with what may seem like relatively
minor concerns. We assure you that we do this with the best long-term intent for the Town and not to
waste your time in session.
Finally, Town Meeting should always bear in mind that this Committee is appointed by the Moderator
and chartered to advise Town Meeting. While we work collegiately with other boards and committees,we
take that charter seriously and always make our recommendations for what we believe are in the best
interests of our Town for consideration by you, Town Meeting.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
The Mission of the Capital Expenditures Committee
From the Code of the Town of Lexington(§29-13):
A. Each year the Capital Expenditures Committee shall request and receive from the Town
boards and departments a list of all capital expenditures that may be required within the
ensuing five year period. The Committee shall consider the relative need, timing and cost
of these projects, the adequacy thereof and the effect these expenditures might have on
the financial position of the Town.
B. The Committee shall prior to each annual meeting for the transaction of business
prepare, publish and distribute by making copies available at the office of the Town
Clerk and at Cary Memorial Library, and by mailing or otherwise distributing to each
town meeting member, a report of its findings, setting forth a list of all such capital
expenditures together with the committee's recommendations as to the projects that
should be undertaken within the five-year period and the approximate date on which
each recommended project should be started. This publication may be combined with and
distributed at the same time as the Appropriation Committee Report.
From the Code of the Town of Lexington(§29-14): The term capital expenditures shall mean any and all
expense of a nonrecurring nature not construed as an ordinary operating expense, the benefit of which
will accrue to the Town over an extended period of time.
From the Code of the Town of Lexington (§29-26):...the Capital Expenditures Committee shall state
whether it endorses each recommendation of the Community Preservation Committee.
How to Read This Report
Our report is divided into four sections:
• An overview of capital projects in Lexington;
• Presentation of a five-year capital budget;
• Spending history and general capital plan for each department and program; and
• This year's capital-related Warrant Articles.
"ATM Town Warrant" refers to the Town of Lexington Town Warrant for the 2018 Annual Town
Meeting. `Brown Book" refers to the "Town of Lexington Fiscal Year 2019 Recommended Budget &
Financing Plan", March 5, 2018. Where our narrative includes a "See Article ." it is referring you to
that Article in the last section—"Warrant-Article Explanations and Recommendations". In that section
you will find:
We have quoted the Town's or a Town Committee's documentation for each of the Articles on which
we are reporting. if we believe that quote has both adequately described the proposed work and
satisfactorily made the case for the Town's need, we will not reiterate either of those matters in this
report. However, additional narrative is included where we felt it helpful.
Our Committee's recommendations and how we voted are shown only in the boxed header for each
Article and, if applicable, in any sub-elements unless there are further comments on our
recommendation. (In any case where we are not unanimous in an Approval recommendation to Town
Meeting there will be comments.) If there are comments, they will be in italics at the end of the text
below the boxed header.
Our oral report on Town Meeting floor will highlight elements of our written report and present any new
information not available as of this writing. When we report on a capital article on Town Meeting floor
during the deliberations, a committee member will provide the committee's recommendation and, if
applicable, comments related to that recommendation.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Summary of FY2019 Capital-Budget Requests
Requests
General Fund 2 Enterprise Approp.& CEC
Article Categories Debt Cash Funds CPF4 Auth.Others Total Differences
Information Services Department
16(p) Network Core Equipment $350,000 $350,000
Re lacement
16(n) Municipal Technology $200,000 $200,000
Improvement Program
16(o) Application Implementation 1 $390,0001 1 1 1 $390,000
Information Services Sub- 0 $940,000 0 0 0 $940,000
Totals
Town Clerk
Archives&Records
10(c) Management/Records $20,000 $20,000
Conservation&Preservation
Land Use,Health,and Development
10(a) Conservation Land IP
Acquisition
Lowell Street-Farmview
100) Afforable Housing $1,400,000 $1,400,000
Supplemental Funds
16(m) Transportation Mitigation $100,000 $100,000
16(I) Hartwell Area TMOD Plan $50,000 $50,000
Update
Land Use,Health,and $0 $100,000 $0 $1,400,000 $50,000 $1,550,000
Development Sub-Totals
Police
16(q) Public Safety Radio Console $370,000 $370,000
Replacement
Public Facilities Department
14 Lexington Police Station $1,862,622 $1,862,622
Rebuild
20(g) School Building Envelopes $227,755 $227,755
and Systems Program
20(e) Municipal Building $198,893 $198,893
Envelopes and Systems
20(c)(1) Building Flooring Program $125,000 1 $125,000
20(c)(2) School Paving Program $236,890 $236,890
20(b) Public Facilities Bid $100,000 $100,000
Documents
22 Visitors Center $4,500,000 $200,000 $4,700,000 $200,000
(placekeeper)6
23 Visitors Center(Citizens IP
Article
Public Facilities
20(i) Mechanical/Electrical $544,500 $544,500
System Replacements
10(f) Playground Replacement $302,000 $302,000
Program-Bowman
Public Service Building
20(d) Vehicle Storage Area-Floor $157,000 $157,000
Drainage System
Selectmen's Meeting Room
20(a) High Definition Broadcasting $44,800 $44,800
Upgrade
20(h) LHS Security Upgrade $338,600 $338,600
12 Lexington Children's Place $11,997,842 $11,997,842
Construction
13 45 Bedford Street Fire $18,820,700 $18,820,700
Station Replacement
Public Facilities $37,725,664 $1,584,138 $0 $302,000 $44,800 $39,656,602
Department Sub-Totals
Public Works Department
16(e) Center Streetscape IP
Improvements
16(f) Automatic Meter Reading IF
System
16(h) DPW Equipment $1,039,500 $30,000 $1,069,500
Replacement
16(k) Street Improvements $2,600,000 $2,600,000
Storm Drainage
16(b) Improvements and NPDES $340,000 $340,000
Compliance
Continued of next page
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Summary of FY2019 Capital-Budget Requests (continued)
Requests'
General Fund z Enterprise Approp.& CEC
Article Categories Debt Cash Funds CPF4 Auth.Other 5 Total Differences
Sanitary Sewer System
18(a) Investigation and $1,000,000 $1,000,000
Improvements
16(a) Hydrant Replacement $75,000 $75,000 $150,000
Program
18(b) Pump Station Upgrades $800,000 $800,000
Comprehensive Watershed
16(c) Stormwater Management $390,000 $390,000
Study and Implementation
17 Water Distribution System $1,000,000 $1,000,000
Improvements
16(g) Sidewalk Improvement $800,000 $800,000
16(d) Townwide Culvert $390,000 $390,000
Replacement
16(i) Townwide Signalization $1,100,000 $1,100,000
Improvements
10(e) Public Grounds Irrigation $60,000 $40,000 $100,000
Improvements
10(b) Community Center Sidewalk $365,000 $365,000
160) =Road Sidewalk and $1,400,000 $1,400,000
Roadwa im
improvements
Westview Cemetery Building
11 Construction 8 $3,040,000 $3,040,000 Disapprove
Public Works Department $7 379,500 $3,855,000 $2,905,000 $405,000 $0 $14,544,500
Sub-Totals
Recreation&Community Programs
15 Pine Meadows Equipment $60,000 $60,000
10 Old Reservoir Bathhouse $75,000 $75,000
20(f) Community Center Campus $250,000 $250,000 Disapprove
Expansion
10 Athletic Facility Lighting $975,000 $975,000
10(h) Center Track and Field $511,000 $2,829,000 $3,340,000
Reconstruction
Recreation&Community $511,000 $0 $310,000 $3,879,000 $0 $4,700,000
Programs Sub-Totals
Lexington Public Schools
19 LIPS Technology Capital $1,715,300 $1,715,300
Request
Government(Other)
24 Post-Employment Insurance $1,829,721 $13,174 $1,842,895 Commentary
Liabilty Fund Only
Establish,Dissolve
26 Appropriate To and From $3,415,331 -$5,073,500 -$1,658,169
Specified Stabilization Funds
27 Appropriate to Stabilization IP
Fund
30Amend FY2018 Operating, N/A
Enterprise and CPA Budgets
31 Appropriate for Authorized N/A
Capital Improvement
Resolution to Request
35 Warrant Article to be N/A Only if not IP
Accompanied by Financial
Projections
Government(Other)Sub- $0 $5,245,052 $13,174 $0 -$5,073,500 $184,726
Totals
Non-Government
9 Oakland
10(d) Street-Renovation and $200,000 $200,000
Adaptive Re-Use
Community Preservation Committee(Other)"
10(I) Administrative Bud et I I 1 1 $150,0001 1 $150,000
Totals 1$47,331,4641$12,094,1901$3,228,174 1$6,356,000 -$4,978,700 1 $64,031,128 See Above
'Not included is the$124,057 debt service using State reimbursement for school projects(Art.28)and rescinding$552,798.50 of debt
authorizations(Art.25).
2All types of General Fund.For the specific types,see the Summary in Appendix B or the Warrant-Article Explanations and
Recommendations starting on Page 38.
'Includes use of retained earning and debt.For specific types,see the Summary in Appendix B or the Warrant-Article Explanations and
Recommendations starting on Page 38.
°Includes both cash&debt appropriations,but excludes the$2,314,516 debt service on prior,financed,appropriations(Art.10(k)).
51ndudes using Town-created Revolving Funds(within the authorizations),Town Specified Stabilization Funds,Special Revenue Accounts,
Town's Parking Meter Fund,State Chapter 90 funds,State Transportation Improvement Plan(TIP)funds,and private funding.
'Pending decision by the Board of Selectmen on the final dollar amount.See Article's explanation on Page 58.
'Chapter 90 funds($973,796)do not requre appropriation.
'Debt service will be funded from the Sale of Cemetery Lots Special Revenue Account.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Capital Budget
Lexington allocates appropriate resources to needed capital projects by considering them in three
categories:
• Capital Projects (by definition those that can be financed; greater than $25,000; and with a useful
life of at least 5 years for vehicles and equipment and 10 years for buildings or building
components);
• Enterprise &Revolving Funds projects (greater than$25,000); and
• Community Preservation Fund(CPF)projects (any dollar amount).
The Capital Expenditures Committee:
• Assesses capital needs brought forward by each department (municipal and schools) as well as the
Community Preservation Committee(CPC)through the annual budgeting process;
• Works with those departments and the CPC to identify likely capital needs for the next five years;
• Independently considers public facilities, infrastructure systems, and prospective longer-term needs,
as well as issues and facilities not being addressed within any department; and
• Through this report and in presentations, advises Town Meeting about the necessary and prudent
investments to maintain, improve, and create facilities required to serve Lexington citizens safely,
effectively, and efficiently. During the year, Committee members also work with and advise staff
members in various departments, consult with other public committees—notably in budget summits
with the Board of Selectmen (BoS), the Appropriation Committee, and the School Committee—and
advise in an effort to shape a responsible capital budget for Lexington.
Please note these important caveats:
All cost figures are estimates and often do not reflect the cost in then-year dollars. The degree of
accuracy varies by project. Those projected several years into the future are the most uncertain.
They are subject to refinement as projects are designed, bid, and built. Even relatively near-term
work is subject to cost uncertainties until projects are bid and contracts signed as material, labor, and
contract-management costs are often highly variable even over a period of just a few months.
The scope of future projects is often highly uncertain. Accordingly, project budgets are subject to
significant revision as the work is defined through the political and budgeting processes.
Dates for appropriations and taxpayer impact of financing projects, unless otherwise specified, are
given in fiscal years, beginning July 1.
Capital Projects
Capital projects require careful analysis, budgeting, and broad support. Generally, recommended capital
projects over $1,000,000 have been funded through borrowing, consistent with their expected life and
annual budgeting for operating needs.
This debt service can be funded in one of three ways:
1. Any portion of the borrowing not covered by Community Preservation Act (CPA) funds is
absorbed into the operating budget. This option has significant implications on financing other
Town needs.
2. As financing whose costs are outside the Proposition 21/2 tax-levy limit if approved to be so by the
Town voters in a debt-exclusion referendum—which then reinforces broad support.
3. When projects are funded under the CPA, a debt-exclusion vote is not required.
Additional Capital projects that cost between $25,000, the minimum qualification for consideration as a
non-CPF capital expenditure, and $1,000,000 and represent projects that should be funded on a regular,
timely, basis to maintain Town infrastructure may be funded through tax-levy funds or borrowing. Since
the creation of the Department of Public Facilities, emphasis has been on continual infrastructure
maintenance and upgrades, a move that this Committee applauds. We continue to work closely with the
stewards of our assets to prioritize, plan, and project the Capital work for a period of five years or more
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
The Projects Agenda
The following is a comprehensive list of big-ticket items that are under consideration in Lexington.
Except for the first three items identified by the BoS as the Town's highest priorities—with which this
Committee agrees—no priority ranking is intended;the rest of this listing is simply alphabetical.
• School Buildings—Expansion, Renovation&Reconstruction. (See Article 12.)
• Fire Station Central Headquarters—Replacement. (See Article 13.)
• Police Headquarters—Renovation or Replacement(See Article 14.)
• Carriage House (next to Lexington Community Center)—Determine Use and Renovation
• Community(Affordable) Housing--Development and Acquisition(See Article 100).)
• Conservation/Open Space Land—Acquisition and Enhancement
• Center Streetscape Improvements
• Greenways Corridor—Implementation. These are projects to link open spaces with trails. The
major West Lexington Greenway Project—the proposed trail network west of I-95/Route 128
linking all Town-owned open space and the Minuteman Bikeway with the Battle Road Trail in
the Minuteman National Historic Park via accessible trails—has been studied.
• Hammond A.Hosmer House, 1557 Massachusetts Avenue (previously called the White
House)--Determine Use and Renovation. This structure has been stabilized, but is not code
compliant nor suitable for use without further renovation or build-out.
• Hartwell Avenue Transportation Management Overlay District Improvements
• Munroe School
• Muzzey High Condominium Unit (former Senior Center), 1475 Massachusetts Avenue—
Determine Use and Renovation
• Recreation Facilities—A continuing need(See Articles 10(f--h), and 15.)
• RoadsA continuing need(See Article 16(k).)
• Sidewalks—A continuing need(See Article 16(g).)
• Stone Building (previously the East Lexington Library), 735 Massachusetts Avenue—Determine
Use and Renovation. This structure has been stabilized, but is not code compliant nor suitable for
use without further renovation or build-out.
• Transportation Mitigation—This is a continuing need. (See Article 16(m).) (Actions taken are
often an element of road-related projects,rather than being solely to achieve specific mitigation)
• Visitors Center—Expansion&Renovation(See Article 22.)
The BoS, School Committee, CPC, and Permanent Building Committee will continue to evaluate, refine,
prioritize, and schedule these projects for the next several years. Realistic cost proposals should be
incorporated in the 5-year projections. The Town-wide Facility Master Plan, still a work in progress, will
contribute to that process.
The Community Preservation Act (CPA)
The CPA is an opt-in, State funding mechanism for municipal projects which, while clearly valuable, may
sometimes be crowded out by more-urgent municipal needs. CPA funds may be used for capital projects
proposed by municipal and non-municipal entities within the four categories of Community Housing,
Historic Resources, Open Space, and Recreational Use as provided in the enabling Act. This separate pool
of money can help accomplish some of our Town's traditional needs, but only those that fall within the
limited purposes of the Act. (See Article 10(a–j).)
On March 6, 2006, Lexington voters approved adopting the CPA for our Town at the level of a
3% surcharge on local property taxes.
In addition to the funds provided by that surcharge on municipal taxpayers, the CPA provides a process
by which all municipalities that have adopted the Act are eligible for supplemental State funding provided
from surcharges on the transaction fees charged by the State's Registries of Deeds. Those fee surcharge
amounts are transferred to the State's Community Preservation Act Trust Fund (CPATF) from which the
State supplemental funding is distributed according to a formula based on each municipality's
prior–fiscal-year's property-tax surcharges. The State supplement can theoretically be as high as a 100%
match to each municipality's own surcharge revenue, but the percentage is not guaranteed and has not
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
reached 100% since FY2008. This year it is expected to be about 15%. When the distribution is less than
100%, the State does a second round, and potentially third round, calculation to determine the final
supplemental funding for those communities that have adopted the maximum 3% surcharge, as Lexington
has.
For the past five years, the State has allocated additional funds to the CPATF if the State's prior-year's
budget ended with a surplus. However, the State's FY2016 & FY2017 budgets did not end with a surplus
so such additional funding did not occur in FY2017 and FY2018.
This table reflects Lexington's actual State, supplemental, receipts since adopting the CPA, along with a
projection for FY2019:
Prior-Year's CPA State Supplement Percentage
Year in which Surcharge Total Suppl
supplement received Collected' 1st Round 2nd Round 3rd Round Total Amount
FY2008(Actual) $2,556,362 100.0% N/A N/A 100.0% $2,556,362
FY2009(Actual) $2,777,882 67.6% 1.8% N/A 69.4% $1,927,708
FY2010(Actual) $2,931,678 34.8% 0.9% 0.5% 36.2% $1,060,390
FY2011 (Actual) $3,042,587 27.2% 0.6% 0.4% 28.2% $858,729
FY2012(Actual) $3,206,117 26.6% 0.6% 0.4% 27.6% $885,463
FY2013(Actual)2 $3,344,371 26.8% 0.6% 0.4% 27.8% $929,507
FY2014(Actual)3 $3,572,460 52.2% 1.1% 0.7% 54.1% $1,932,347
FY2015(Actual)4 $3,777,676 31.5% 0.7% 0.4% 32.6% $1,230,116
FY2016(Actual)5 $4,012,883 29.7% 0.6% 0.4% 30.7% $1,229,774
FY2017(Actual)s $4,217,305 20.6% 0.4% 0.3% 21.3% $897,243
FY2018(Actual)' $4,442,893 17.2% 0.4% 0.2% 17.8% $789,905
Total Actual: $37,882,214 Received to date: 37.7% $14,297,544
FY2019(Projected) $4,613,000 TBD TBD TBD 14.9% $689,000
Totals including projected: $42,495,214 35.3% $14,986,544
The"actuals"are the net amounts as used by the State;the"projected"is the Town's projection for the gross collection.
2 The Total Suppl Amount includes$255 to correct an underpayment in FY2012 from an error with Phillipston's surcharge.
3 The Total Suppl Amount reflects there was a$25 million addition to the State's CPA Trust Fund because the State finished
FY2013 with a surplus of at least that amount-thereby permitting the maximum amount authorized by the State Legislature to go
into that Fund.
4 The Total Suppl Amount reflects there was a$11.4 million addition to the State's CPA Trust Fund because the State finished
FY2014 with a surplus of at least that amount-thereby permitting the maximum amount authorized by the State Legislature to go
into that Fund.
5 The Total Suppl Amount reflects there was a$10 million addition to the State's CPA Trust Fund because the State finished
FY2015 with a surplus of at least that amount-thereby permitting the maximum amount authorized by the State Legislature to go
into that Fund.
6 There was no State budget surplus from FY2016 so,while the State Legislature authorized for there to be up to a$10 million
addition if there were such a surplus,there was no subsequent State infusion into the State's CPA Trust Fund.
7 There was no State budget surplus from FY2017 so,while the State Legislature authorized for there to be up to a$10 million
addition if there were such a surplus,there was no subsequent State infusion into the State's CPA Trust Fund.The Total Suppl
Amount includes a$168 deduction as an adjustment due to an update to FY2017 data after last year's distribution was made.
8 The projected percentage does not include any increase that would result from the State deciding to continue to infuse the
State's CPA Trust Fund with additional funding from a prior-year budget surplus or a revision to the fees at the Registries of
Deeds.
The Community Preservation Coalition, of which Lexington is a member, is the organization that works
with municipalities in Massachusetts to encourage adoption of the CPA and lobbies State legislators to
increase funding of the CPATF. Rather than relying on future budget surpluses, "An Act To Sustain
Community Preservation" has been filed in the Massachusetts Legislature which calls for filing fees at the
Registries of Deeds to be set each year at a level sufficient to provide supplemental funding at a 50%
matching rate to each of the municipalities that have adopted the CPA. The three original sponsors in both
the House and Senate have been joined by 121 House members as co-sponsors, and the bill was reported
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
favorably out of committee in May, 2017. If the bill should pass in the current Legislative session and be
signed by the Governor,that enhanced funding would first be experienced in FY2020.
Each year, the following reserves each receive 10% of the total funds received into our Town's CPE
Community Housing, Historic Resources, and Open Space. The remaining 70% may be spent for any of
these categories or for Recreation. Funds may be accrued from year to year and are available for debt
service on previously approved projects.
The proceeds from the CPA may be used for various capital projects proposed by Town and non-Town
entities (See Article 10.) within the categories of Community Housing, Historic Resources, Open Space,
and Recreational Use that fall within the provisions set forth in the enabling Act.
Projects are brought to Town Meeting for action upon the recommendation of a Community Preservation
Committee (CPC)whose membership, in our Town, is prescribed in the Code of Lexington as follows:
§ 29-23A. There is hereby established a Community Preservation Committee pursuant to Section
5 of Chapter 44B of the General Laws (the "Act") consisting of nine members. The Board of
Selectmen shall appoint three members of the Community Preservation Committee and the
following bodies shall each select one of its members for membership on the Community
Preservation Committee: the Conservation Commission, the Planning Board, the Recreation
Committee,the Historical Commission, the Housing Authority and the Housing Partnership.
Town Meeting can only approve, reduce the funding, or disapprove a project; it cannot change the
purpose. Town Counsel has provided an opinion that Town Meeting can change the funding mechanism
(cash or debt). This Cominittee will give our recommendation on each of the projects put before the Town
Meeting.
The CPA provides an alternative funding mechanism for capital projects. The CPA creates a separate pool
of money that can be used for a limited set of projects. It can help accomplish some of the Town's
traditional capital needs, but only those that fall within the scope of the Act.
See the report of the CPC for information on how Lexington has spent the funds received from its
taxpayers, interest earned on the CPF, and the State supplement under the Act.
It is important to note that the projected available CPF cash is not a limitation on what the CPC can
recommend to Town Meeting for approval. The method of paying for what the CPC recommends can—
and often doesinclude, in part or in total, issuing debt instruments which are then paid over the term of
the borrowing using the CPF. It remains the recommendation of this Coimnittee that: (1) Any such debt
be for as short a term and payment front-end loaded, as practical, after considering the funding projected
for the CPF (not including any State supplemental funds) over at least the next 10 years; and (2) Such
debt should be approved only after consideration of future projects that might come before the CPC for
consideration which would require funds beyond those allocated to the three, mandatory, 10% of revenue,
Reserves for use on Open Space, Historic Resources, and Community(Affordable) Housing.
The debt service on such debt instruments is an obligation borne by the CPF throughout the term of those
instruments—whether short-term financing (i.e., notes, such as a Bond Anticipation Note [BAN]) and/or
long-term financing (i.e., a Bond). In future years, it is incumbent on the CPC to recommend to Town
Meeting, and for Town Meeting to approve, those obligatory debt-service-payment appropriations. (See
Article 10(k).)
One approach that provides flexibility in deciding how much, if any, CPF cash should be applied up front
for a large project is to defer that decision by initially issuing a BAN for a term of 1 year or less for the
full amount of the project. (A BAN typically carries an interest rate substantially below even the
relatively low rates paid on the Town's bonds.) When a BAN matures, a decision can be made whether to
use CPF cash to reduce the total for which a longer-term bond would then be issued. Doing so gives the
Town a better idea of how much CPF cash should be held in anticipation of the next—and later—years'
demands upon the CPF. This mechanism has been used in the past and this Committee expects it to be
proposed in the future for other large projects.
8
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
See the CPA Summary in the Brown Book (Appendix C, Page C-7) for a summary of the CPF status
including projects that have been funded from the CPF since its inception in Lexington and those being
requested in FY2019 under Article 10. Also see the CPC's report to these Town Meetings for its
projection of what the CPF balance would be after this Town Meeting if Town Meeting were to approve
all of the CPC's recommendations.
Enterprise Fund Projects
The Town operates three enterprise funds (EFs) for revenue-producing activities funded outside the tax
levy by user fees: water distribution, wastewater distribution [sanitary sewers], and certain Recreation and
Community Programs (R&CP) services, such as the golf course, swimming pools, and tennis courts.
Unlike property-tax revenues, enterprise-fund fees are not subject to a limit under Proposition 2%.
Recreational playground restoration and equipment, in contrast, are not fee generating and capital
investment for such equipment is therefore, normally funded as part of the small-ticket program of the
GF. The 2012 amendments to the CPA expanded the range of recreation projects that are eligible for
funding under that Act; therefore, many recreational projects have since have been submitted to our CPC
with requests for use of the CPF as the fund source. That continues this year, many of the recreation
projects coming before this ATM will be for full or partial funding from the CPF rather than from the
R&CP EF or the Town's General Fund(GF).
The R&CP Enterprise Fund has paid $100,000 per year for Lincoln Field debt service. The last such
payment was on February 1, 2018, when that debt was retired.
This Town Meeting will consider requests from the Departments that manage the Water, Sewer, and
R&CP Enterprise Funds. (See Articles 15-18.)
Revolving-Fund Projects
Revolving funds established under the provisions of Massachusetts General Laws (MGL) Chapter 44,
Section 53E%, must be authorized annually by Town Meeting vote. (As the Schools Food Service
Revolving Fund was established, instead, under MGL Ch. 548 of the Acts of 1948, it does not require
Town Meeting's annual authorization or appropriation to use it.)
The fund is credited with only the departmental receipts received in connection with the programs
supported by such revolving fund, and expenditures may be made from the revolving fund, without
further appropriation, for those programs.
Revolving funds are usually expended to cover non-capital costs and this Committee normally does nott
report on their annual authorizations unless a capital expense is contemplated. Such an expense is not
contemplated in FY2019.
9
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Five-Year Capital Plan
The table on the next four pages summarizes the five-year capital plan that this Committee is submitting
for Town Meeting's consideration. It reflects the expected FY2019 appropriations at the 2018 ATM or
expected at a Special Town Meeting later in FY2019 that this Committee endorses and the FY2020–
FY2023 requests that this Committee anticipates and endorses. We started with the amounts and timing
shown in the Brown Book, Page XI-4 for FY2019, and XI-27 for FY2020–FY2023. Those requests have
been updated based on any information we received after it was published and we have made additional
entries or changes where we feel, based on earlier studies, design&engineering (D&E) (also
architect/engineer [A/E]) work), or the existence of a multi-phase project, that there might be future
requests, although no formal position has been taken by the Town. In that vein, there are important
caveats to that table:
• Please see the footnotes for inforination on the status of many of the entries and how this
Committee's position differs from that presented by the Town in the Brown Book.
• Excluding the many tens of millions of dollars of to-be-determined (TBD) entries, the total in this
Committee's Plan for FY2020–FY2023 is already just over $116 million. The TBD entries
include future construction phases and yet to be determined elements of projects for which there
may be additional phases not yet specified or entire major facility projects (e.g., Lexington High
School renovation/reconstruction and the Police Outdoor/Indoor Firing Range at Hartwell
Avenue). The TBDs will exceed the total estimated amounts.
• The Capital Stabilization Fund (CSF) is receiving another meaningful appropriation for FY2019.
(See Article 26.) For several years we have been building the resources of this Fund so that we
can use them toward mitigation of the tax impact of the debt service from our capital projects.
Given the current proposed and possible out-year projects in our Capital Plan, it is expected that
the use of the CSF to mitigate our debt service will fully deplete that reserve before the debt
service for the projects currently contemplated in this Plan is completed. On December 4, 2017,
the voters approved a debt exclusion for funding of the Maria Hastings Elementary School, the
Lexington Children's Place (the pre-kindergarten school), and the new Fire & Rescue Department
Headquarters.
• Compounding the challenge of the next five years, inevitably there will be "Big-Ticket" projects
facing the Town in the years past FY2019 (e.g., the Police Headquarters, the High School,
Community Center Expansion, etc.).
• Because of the on-going challenge this Town faces with regard to the
renovation/replacement/renewal of its Capital Assets, this Committee urges the BoS to continue
to refine a formal, Town-wide, Facilities Master Plan—including a financing plan that also
identifies the likely debt-exclusion referendums. This Committee stands ready to assist in any
way it can.
• This Committee appreciates the Town's concern about citing a preliminary estimate for projects
that are not yet well-defined and hence, the Town's out-year amounts generally do not reflect the
costs in then-year dollars. As this Committee does not have the means to reasonably adjust
current-year values to then-year values, we are using the Town's dollar values unless we have
made a change for another reason—in which case there will be an explaining footnote.
10
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
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14
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Programs
Conservation and Open Space
Following the Town's purchase of the Busa Farm property in 2012, the Town signed a lease with the
Lexington Community Farm Coalition, Inc., to operate a community farm for a ten-year term
commencing January 1, 2014, with options for five-year, renewal periods. Operating revenue and private
donors support its ongoing operations.
In 2012 the Town purchased the greater part of the Wright Farm property on Grove Street(12.6 acres) for
open space, with an option to purchase the remaining parcel of the 43,446 square feet. The 2015 ATM
approved the exercise of the Town's option, and the remaining parcel was purchased for open space and
community housing in 2016. It contains a single-family home, which will be restored for community
(affordable) housing, and a barn, which, after needed restoration, is intended as public space for
environmental education. The 2016 ATM approved $35,000 in CPA funding for structural and
architectural analysis of the barn as well as an educational programming needs assessment.
However, further progress was delayed by the discovery of soil contamination on the newly acquired
parcel, requiring the Town to seek additional funding for hazardous waste remediation and for legal costs
associated with conservation and affordable-housing restrictions. The 2017 ATM approved $87,701 in
CPA funds for these purposes. A contract for the programming-needs assessment has now been let.
Remediation of the contaminated soil has been completed, and the funds remaining from that
appropriation will be applied to legal expenses.
The following projects approved for CPA funding by the 2015 ATM have been completed:
• Preservation of meadow lands at Hennessy Field and Joyce Miller's Meadow by clearing
woody vegetation and removing invasive species; and
• Restoration of a paved Recreation Path along the Vine Brook.
Structural and architectural analysis of the Wright Farm barn was approved for CPA funding at the
2016 ATM and has been completed.
The following projects approved for CPA funding by the 2017 ATM are underway:
• Town Meeting approved $40,480 for preservation of additional meadowlands at the
Wright Farm, scheduled for spring, 2018, and at Willard Woods, scheduled for summer,
2018.
• Town Meeting approved $301,300 for improvement and relocation of a driveway and
parking areas, and construction of an ADA-accessible trail and pond-viewing platform at
the Cotton Farm Conservation Area. A survey plan of this area has been completed and a
contract for design and engineering will be let in 2018.
There are no FY2019 conservation-funding requests before the 2018 ATM. Article 10(a)) will be
indefinitely postponed as no opportunity for an additional acquisition is pending.
15
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Conservation and Open Space 5-Year Capital Appropriation History (All Sources)
FY2014 FY2015 FY2016 FY2017 FY2018
Conservation Restriction Enforcement $25,000
Lexington Center Pocket Park $21,500
ACROSS Lexington $5,875
5-Year Open Space&Recreation Plan $30,000
Update
Land Acquisition Off Concord Avenue $220,000
(Portion of Sellars Parcel)
Parkers Meadow Accessible Trail D&E $34,500
Lower Vinebrook Paved Recreation Path $369,813
Wright Farm 2'3 $376,980 $35,000 $87,701
Conservation Meadow Preservation 1 $26,4001 $40,480
Cotton Farm Conservation Area $301,300
Improvement
Totals $8T,-375T $254,5001 $773,1931 $35,0001 $429,481
This project is the result of a joint request from the Conservation Commission,the Commission on
Disability,and the Recreation Committee.
2Purchase of Parcel 2 of 43,446 sq ft Oust under 1 acre)was authorized at the 2015 ATM,Article 9. Closing
date was February 11,2016.The purchase price was$520,000 and$98,000 was needed for
purchase—associated costs. The acquisition is for both Open Space(Conservation)and Community
Housing.The allocation of area and the same proportion of the total cost are 26,492 sq ft(61%)and
$376,980 for Conservation. (See Community Housing for the balance of the area and the cost.)
32016 ATM,Article 8(g),funded structural and architectural analysis of the barn as well as an educational-
programming needs assessment.
Lexington Community Center
Lexington's Community Center (LexCC), at 39 Marrett Road, was purchased by the Town in 2013. A
Selectmen-appointed Ad hoc Community Center Advisory Committee (AhCCAC) worked to identify
short-term and long-term improvements to the building needed to support Town programs there.
Appropriations for the resulting renovations appear in the Department of Public Facility (DPF)
funding—history table on Page 29.
The LexCC incorporates previous functions of the Lexington Senior Center and provides expanded,
multi-generational services to the Town. To manage the LexCC and the closely associated Town
functions, the BoS created the Recreation and Community Programs Department. Programming began in
2015 and includes drop-in programs such as yoga, table tennis, and billiards, as well as structured classes.
LexCC also provides much needed meeting and function spaces.
The 2016 ATM appropriated supplementary funds for debt service on the final stages of the LexCC
renovations. A Bond Anticipation Note (BAN) was issued for additional costs, but available CPA funds
allowed the BAN to be retired without the need to issue a bond, avoiding bond-issuance costs and
long—term interest.
While planned renovations of the LexCC have been completed, the AhCCAC suggested that two more
additions—a gymnasium and a larger, multipurpose, space—would allow the Center to offer broader
programming. The 2016 Town Meeting approved $8 million for the purchase of a parcel of land on
Pelham Road (adjacent to the LexCC) for school and municipal purposes. The building on the site had a
large gym and kitchen/cafeteria that might have functioned as the LexCC addition after renovations.
However, the Town decided to demolish the existing building as the renovation costs needed to bring the
facility to Lexington's educational standards was substantial, and build a standalone Lexington Children's
Place instead.
DiNisco Designs, was contracted to develop a master, campus, plan for the combined 39 Marrett Road
and 20 Pelham Road site. In January 2018, they presented three concepts to the Board of Selectmen for
the LexCC expansion. Two are for the expansion to be attached to the current LexCC building and use the
available property on 20 Pelham Road for additional parking. The third is a standalone LexCC addition
on the Pelham Road property. Funding for this site master plan has come from two appropriations for Bid
16
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Documents totaling $189,750 ($72,000 under 2016 ATM, Article 15(e), and $117,750 under 2017 ATM,
Article 16(e)). For requested FY2019 funding, see Article 20(f).
At present, there is no decision on use of the space in the Muzzey High Condominiums that previously
housed the Town's Senior Center. Deed restrictions on that space limit it to uses for the benefit of seniors.
The Carriage House, located next to the LexCC and acquired with it, also has deed restrictions that limit
its use. DPF currently maintains both spaces in a caretaker mode.
Fire & Rescue
The Fire & Rescue Department uses industry standards and its own experience to establish its
capital—equipment replacement schedule. Unlike many pieces of Town equipment, fire engines and medic
trucks (rescue-ambulances) are partially custom-made and equipped, require detailed specifications, and
typically require many months between placing the order and the delivery and acceptance.
The mission of this Department in the 21" century has shifted beyond traditional firefighting to
emergency services, homeland security, and community education, with our firefighters now being
trained for Emergency Medical Services (EMS) and Advanced Life Support (ALS). The equipment to
perform these missions has changed with new technologies for firefighting and communications, yet the
basic pumper truck,ladder truck, and rescue ambulance are still essential to the mission.
The FY2019 Capital Budget has no requests for this department. The primary, on-going, capital effort for
this Department is the construction of a sorely needed new Headquarters to meet 21`-century standards.
The BoS has agreed that this will be best achieved at the Headquarters current location at
45 Bedford Street, with an interim operating facility ("swing space") during construction at the
173 Bedford Street site that had been purchased in October 2016. Both of these projects are being
executed by the DPF. The Headquarters project was approved by the voters in the December 4, 2017,
Debt-Exclusion Referendum. (See the description of that DPF capital program on Page 28.)
The Federal Government has mandated that public-safety agencies—including Lexington's
Fire&Rescue and Police Departments—will be required to move their radio-band frequency from the
current 400 MHz band, to the 800 MHz band. This will require a complete replacement of radio
equipment, including hand-held, mobile, and base stations. The radio system was upgraded and changed
in 1994, at a cost of over $1,000,000. A change to the new frequency band will be a capital project
affecting both Departments. These Departments are currently studying how to best comply with the new
mandates when they are put into effect. Cost estimates will follow once the scope and timing of the
project are clearly defined.
Lexington must continue to replace its aging equipment and retain backup capacity. The table on the next
page includes the forecasted need for replacing major capital vehicles in the current Department
inventory.
17
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Major Capital Equipment
The following is the current inventory of the Fire &Rescue Department's major capital equipmenti—
ordered by the year of the currently projected replacement funding:
Originally
Projected Projected
Replacement Model Year Put-in-Service Useful Life
Funding ID Type Make Purchased Date (Years) Original Cost
FY2021 M-12 Ambulance Ford/Horton 2012 Mar 2012 92 $251,199 4
FY2023 E-3 Pumper Emergency 2004 Jan 2005 203 $345,000
One/Typhoon
FY2024 M-15 Ambulance Ford/Horton 2015 Feb 2015 92 $238,210 5
FY2026 E-2 Pumper Ferrara/ 2007 Apr 2008 203 $389,000
Intruder II
FY2027 M-18 Ambulance Ford/Horton 2018 TBD 92 $280,000 s
FY2033 E-4 Pumper Emergency 2013 Mar 2014 203 $465,000
One/Typhoon
FY2035 E-1 Pumper Emergency 2015 Nov 2015 203 $485,000$
One/Typhoon
FY2038 L-1 [Aerial Emergency 2017 Jan 2018 20s
One/Cyclone $875,000
Includes ID series"E"(pumpers),"L"(ladder),&"M"(Medic)(M designation followed by vehicle year).
2 The life span of ambulances is based on 3 years of primary service,3 years of secondary service,and 3 years in reserve.
3 The life span of these vehicles is based on 10 years of frontline service,and 10 years in reserve status.
4 Net cost was $241,199($251,199 less$10,000 for the trade-in for old M-3), but gross cost being listed as future status of
trade-in is unknown—plus it's expected any purchase–8 years out will, as with all the other out-year purchases, be at a much
higher cost.
5 Net cost was$228,210($238,210 less$9,999 for trade-in 2006 Chevy).
6 Received by dealer on Mar 2,2018, but resolving specification issues;therefore, Put-In-Service date is yet to be determined.
7 $485,000 was appropriated for FY2014 to replace E-2 that was plagued with serious mechanical issues. (See Committee'
Report to the 2013 ATM, Article 10(a), for the background on that matter.) The legal action taken by the Town for a refund is
been resolved.The replacement was purchased under the 23 Feb 2015 STM#2,Article 3,$500,000 appropriation for$415,000
($465,000 less $50,000 for the trade-in of E-4—a 2003 Ferrara/International pumper that had been purchased for$210,000
and put in service in Jul 2003).Approximately$20,000 of the FY2014 appropriation was spent for ancillary equipment for the
new pumper. A rescission of$20,335 of the 23 Feb 2015 financing authorization was approved at the 2016 Annual Town
Meeting under Article 20 which closed out all the related funding.
8 Pumper was purchased using funds received in Town's legal settlement with Ferrera Fire Apparatus. The 2010 Pumper was
returned to the manufacturer.
9 This is the full purchase price. Rather than having traded in the then-current aerial truck as part of purchase of the new aerial
truck ($25,000 was offered), that old truck has been auctioned off—only bidder was the Town of Acushnet, MA—for$40,000.
(There is no new-equipment cost as the current equipment will be used on that newly purchased truck.)
(Fire & Rescue Department 5-Year Capital Appropriation History has been combined with the Police
Department History as some appropriations are for the joint benefit of both Departments. That combined
Public-Safety History is after the following Police Department narrative.)
Police
The Lexington Police Department, which provides public safety services through a team of dedicated
police officers, detectives, dispatchers and support staff, is supported by the Town's Capital Program in
the areas of communication systems, computer systems, and improvements to the facilities in which it is
housed and trained.
The primary, on-going, capital effort for this Department is the Headquarters rebuild of at the current
location at 1575 Massachusetts Avenue, with interim"swing space" at the 173 Bedford Street site after its
19
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
use by the Fire &Rescue Department and then modest renovation for the Police Department's use. These
projects are being executed by the DPF. Beyond filling basic needs due to current overcrowding and
functional inadequacy, the rebuild will include other necessary enhancements to bring the Police
Headquarters to 21st-century standards. The BoS has agreed this will be best achieved at the Headquarters
current location. Such enhancements include adequate evidence processing and secure storage of
evidence, and secure prisoner entry to the building. Currently, there is no secure entry to the building for a
police vehicle transporting a prisoner. Industry standard is a secure, controlled entryway through which a
vehicle could enter the building and then escort a person in custody directly to the booking and holding
area("a sally port"). (See the description of the DPF capital program on Page 28.)
A new police indoor/outdoor firing range on the Hartwell Ave compost site has been contemplated for
several years in order to meet current firearms training requirements and the needs of modern police
work, as well ensuring readiness to respond to weapons currently on the streets. $50,000 for D&E was
appropriated for FY2016 toward development of a new facility. This Committee looks forward to the
results of that study and the follow-on requests for design and construction—currently expected in
FY2020 & FY2021, respectively.
The Federal Government has mandated that public-safety agencies (including Lexington's Police and
Fire &Rescue Departments) will be required to move their radio-band frequency from the current
400 MHz band, to the 800 MHz band. (See the further discussion on Page 17 under the Fire &Rescue
Department.)
For the FY2019 Police Department request, see Article 16(q).
Public-Safety Departments 5-Year Capital Appropriation History(All Sources)
(Combines Fire & Rescue and Police Departments Appropriations)
FY2014 FY2015 FY2016 FY2017 FY2018
Fire Trucks&Ambulances 1,2 $485,000 $228,211 $479,665 $875,000 $280,000
Public Safety Radio Stabilization $90,000 $90,000
Heart Monitor $105,000
Police/Fire Dispatching&Records Software $705,900
Totals 1 $485,0001 $333,2111 $1,275,565 1 $965,0001 $280,000
Of the FY2015$250,000 appropriation, $21,789 of unused borrowing authority was rescinded at the 2016 ATM.
2 Of the FY2016$500,000 appropriation, $20,335 of unused borrowing authority was rescinded at the 2016 ATM.
(Police Department 5-Year Capital Appropriation History has been combined with the Fire & Rescue
Department History—hence this Public-Safety Departments History—as some appropriations are for the
joint benefit of both Departments.)
Cary Memorial Library
In December 2010, architects Adams and Smith were hired to study how operations at the Main Library
could be improved ($25,000 under the 2010 ATM, Article 12(q)). Funding of$100,000 for recommended
changes was approved under the 2011 ATM, Article 13(1). The recommendations include changes to
workflow and ergonomics. Under the 2013 ATM, Article 10(b), $124,000 was appropriated to purchase
equipment and supplies and provide for staff time to convert the Library materials to using a system
employing Radio Frequency ID (RF1D) for materials identification and tracking as a direct result of that
report. The final installations were completed in October 2016. The Library has seen significant
improvement in operational efficiency. As a result of a 2013 strategic plan, the Library sought to realign
and reconfigure some of its spaces and services to today's Library patron needs. "Transformative
Spaces", a $1,200,000 project was fully funded through private donations and is now open. Currently, the
Library is soliciting feedback from the community and stakeholders on renovations to the large,
lower-level, meeting room and Children's Room. The Library Director expects to move forward with
strategic planning next year funded with private donations.
19
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
The Stone Building (former East Lexington Library Branch) continues to be maintained by the DPF in
caretaker status under the oversight of the Library's Board of Trustees. Restoration work to the building
including a new roof, gutters, aluminum siding removal, painting, and window glazing, was completed in
2010 using $202,933 from the CPF under 2010 ATM, Article 8(q). The Massachusetts Historical
Commission Inventory on the building was also updated, Although the Historic Structures Report on
which this work was based recommended a small addition to the rear, those plans were not acted upon as
the Town has not yet determined a new use for the building. A feasibility study for possible use of the
first floor as exhibition space is contemplated.
Library 5-Year Capital Appropriation History(All Sources)
FY2014 I FY2015 FY2016 FY2017 FY2018
RFID Conversion Project $124,000
Totals $124,000 $0 $0 $0 $0
Public Works
The Department of Public Works (DPW) is responsible for design, bidding, construction, and
management of projects related to all Town infrastructure, including, but not limited to, roads and
sidewalks), department equipment, and Town property except buildings assigned to the Department of
Public Facilities (DPF). Routine maintenance and other operational activities are not capital-related and
normally are not addressed by this Committee.
The DPW is organized around seven divisions that are responsible for these elements: Administration,
Engineering, Highway, Public Grounds, Environmental Services, Water, and Sewer. Environmental
Services manages solid waste, recyclables, yard waste from Lexington and private contractors, and
hazardous products from Lexington and eight neighboring communities.
Major components of DPW's FY2019–FY2023 capital projects include:
• Road, sidewalk and signalization improvements
• Water distribution, sanitary-sewer, and pump station improvements
• Hydrant replacements
• Hartwell Avenue Infrastructure Improvements
• Comprehensive Watershed Stormwater Management Improvements
• Stonn Drainage and National Pollution Discharge Elimination System Improvements
• Culvert replacements and extraordinary repairs
• Trucks and heavy equipment necessary to accomplish the DPW mission
DPW's capital needs—except when funded in whole or in part, by the Town's CPF, Revolving Fund, or
Enterprise-Funds—must be funded by cash or financing through the general tax levy and/or
voter–approved debt exclusions. Almost all construction projects for the sanitary-sewer system and for
the water-distribution system are funded by Water- and Sewer-rate payers through the Enterprise Funds.
Large trucks and heavy equipment used in support of the sanitary-sewer and water-distribution systems
are also funded, either in whole or in part,by Enterprise Funds.
Engineering
Engineering work for all DPW projects is either done in-house or contracted through public procurement
to outside consulting or design firms. In addition to supporting ongoing DPW work, Engineering is a
major participant in DPW's future projects. The simple title of this Division does not reflect its enormous
and crucial contributions across the breadth of the DPW's capital and operational activities.
Roads
Lexington, as of the last full road-condition survey, has a total of 199.6 miles of roads, which include
State and unaccepted roads. This total consists of 135.0 miles of Town-accepted roadways (TAR),
18.5 miles of private/unaccepted roadways, and 46.1 miles of State highway. (Source: Stantec FY2017
Asset Management Summary (Roads), January 2017, which addressed the condition of the TAR,
sidewalks, and pedestrian ramps.) The DPW maintains the TAR; the remainder being maintained by the
20
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
private owners or the State. The DPW also maintains the Town's portion (5.3 miles) of the 10.0-mile
Minuteman Commuter Bikeway("Bikeway"), which opened in 1993.
In April 2010, the Town retained Fay, Spofford & Thorndike (FST) (since acquired by Stantec), a
civil–engineering consulting firm,to develop and implement a Pavement Management System(PMS) for
the TAR and its portion of the Bikeway. The first study was completed in November 2010 and has been
updated annually. The PMS is based upon an extensive roadway database describing pavement conditions
and roadway characteristics, and among other things reports conditions using a Pavement Condition Index
(PCI), which is a 100-point scale with 100 representing the best possible condition.
The Town has since changed to a new software system that uses the term Road Surface Rating (RSR)
rather than PCI, and a new contractor (BETA Group) to do annual updates. Using the FY2018 BETA
update, the average RSR for the TAR continued to improve, from a PCI of 77.0 the previous year to an
RSR of 79.33 this year. The Town's modeling of the entire road network indicates that the RSR produces
a slightly lower value than the PCI (indicating that a PCI of 77 is about equal to an RSR of under 74), so
the increase in RSR value is actually greater than the numerical change might indicate. That 79.33 RSR
signifies that the typical TAR condition in Lexington is at the top of the new "Preventative Maintenance"
level of road repair(a quality level which is better than previously achieved under the PCI formula).
The initial study reported that replacement cost for just the TAR would be in excess of$85,000,000 in
FY2011 dollars. (A more detailed analysis of the report is contained in this Committee's report to the
2011 ATM, beginning on Page 21). The FY2018 update estimates the backlog to repair the entire system
at $13,579,775, a decrease from the 2017 estimate of$16,697,104. The Town has been actively piloting
different road treatments as it seeks to extend the life of roads and lower maintenance costs.
The FY2018 update recommends that the Town will need approximately$2.2M annually to maintain the
current road network RSR, or$3.OM annually to improve it to a higher value.
A list of planned street work in 2018 construction period—which will be using prior-year funding—is
posted at<https://www.lexin tg onma.gov/sites/lexingtonma/files/uploads/all paving list 2018.pdf>.
This Committee remains extremely pleased to see a quantitative basis for determining the condition of the
Town-maintained pavements and the Town's success making meaningful gains in the overall network's
condition. It also supports the DPW's continuing further efforts to raise the Town's baseline
pavement–condition grade to be solidly in the next-higher band ("Routine Maintenance"; RSR Range
80-92). Continuing with the PMS, along with DPW management of other potential impacts to our
pavements (e.g., utility work, construction for stormwater and wastewater system improvements,
sidewalk-related projects, etc.) offer the promise of an even more productive and cost-effective program
going forward. Funding for roads is provided by a combination of Town Funds (typically 72%f) and
State Chapter 90 funds. (See Article 16(k).)
Sidewalks
The TAR is comprised of 907 segments and creates a sidewalk network with approximately 85 miles of
sidewalks containing 818 pedestrian ramps ("ramps"). (Source: Stantec Sidewalk & Ramp Network
Conditions Update, January 2017.) In 2005, due to the overdue need to upgrade and extend the sidewalks,
the BoS appointed the Sidewalk Committee. In 2014, the DPW with assistance from FST (its report,
December, 2014), completed a sidewalk-condition survey. The survey results found that "the average
area-based Sidewalk Condition Index (SCI) in Lexington was 68—which puts it in the middle of the
"Partial Repair"treatment band. (An 85-100 score is the "Do Nothing" band.) The survey found 40% of
the sidewalk network in the "Do Nothing" treatment band and 34% in the Localized Repair' treatment
band. The Stantec survey recommendation was that it would require $750,000 to maintain current
conditions, but would require $825,000 for sidewalks and ramps to ensure both quantity and quality. The
proposed DPW sidewalk replacement program is based upon the priority list developed in conjunction
with the survey.
The FY2018 survey update is not expected until after this report is completed. The FY2017 update
reported that in December 2016, Stantec completed a 20%re-survey of the TAR's sidewalk network and
found the average, area-based, Sidewalk Network SCI was 68.8 (i.e., only marginally better than the 2014
21
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
value.)It also reported that the percentage of non-compliant ramps was 63%; a modest improvement from
the 67%in 2014, and that the cost of the current backlog of outstanding repairs for sidewalks and ramps is
$7,527,990 (an increase of about$500,000 from the 2014 amount).
In regard to that backlog,the update says:
The backlog has however increased from sidewalks deteriorating into more expensive repair
bands. As can be seen from the distribution of SCI by sidewalk area, the Town is trending in the
right direction with the majority of the network in the "Do Nothing" treatment band. The Town
should continue to follow the previous budget recommendations of spending $750k annually for
its sidewalk and ramp network. The Town should remain diligent when inspecting work that gets
done, to ensure both sidewalks and ramps are completed in accordance with MAAB/ADA
regulations.
In October 2015, the BoS assigned the responsibility of the Sidewalk Committee (now inactive) to the
Transportation Safety Group (TSG):
The Transportation Safety Group is a Town Manager appointed Working Group which meets
monthly to evaluate issues and concerns relative to traffic, transit, pedestrian, bicycle and parking
safety. Recommendations are made to the Board of Selectmen and the Town Manager.
The working group includes citizens and representatives of the Police, Public Works, Planning
and School Departments. Liaisons from the Transportation Advisory, Bicycle Advisory, and Safe
Routes to School committees as well as the Commission on Disability also participate.
(http://www.lexingtomTla.gov/transportation-safety-group)
With regard to the sidewalk network, including ramps,DPW maintains the primary responsibility for both
maintenance and capital projects of the existing sidewalk network while the TSG's focus the need for new
sidewalks and pedestrian ramps, and with ensuring safety-related concerns about the existing network are
brought to the attention of DPW.
Sidewalk replacement and extension are costly initiatives. Imbedded in these costs are sidewalk-
construction obstructions, easement issues, and negotiations with residents. The DPW and TSG overall
policy has been to develop a prioritized sidewalk-construction plan focusing on the "Safe Routes to
School Program", other high-pedestrian-traffic routes, and high—walking-hazard streets. All
reconstructed/new sidewalks and their pedestrian ramps are designed and constructed to comply with the
Americans with Disabilities Act (ADA)."
This Committee is pleased that funding requests for center-business-district (CBD) sidewalks are
presented separately from those for residential sidewalks and that there are now three sidewalk categories
for restoration: residential, CBD, and non-CBD business; and, further, that requests for entirely new or
extended sidewalks would be presented separately from requests for restoration.
FY2019 request for sidewalk work can be found in Article 16(g).
Townwide Signal Improvements
Many of the Town signals are outdated, with sometimes failing equipment, and limited ADA
accessibility. An Engineering Division study, funded with Traffic Mitigation funds, using signalized level
of service (LOS) has identified and prioritized those locations in need of improvement, after assessment
of conditions, signal timing, delays, ADA requirements, etc. As recommended, the Town has adopted a
Standard Specification that allows for cost and maintenance efficiencies. [Note: The study did not include
the signals which are under the jurisdiction of the Massachusetts Department of Transportation, including,
but not limited to: Bedford Street at Hartwell Avenue, Lowell Street at Waltham Street, Marrett Road at
Spring Street, Marren Road at Waltham Street, and Hayden Avenue at Route 2.] The FY2019 funding
request is in Article 16(i).
When Town intersections are improved, new signals are installed with"smart" controls (as applicable), as
is the case in the current Massachusetts Avenue at Worthen Road project. These controls provide
efficiencies like preventing light changes when there are no cars approaching or waiting, and watching for
pedestrians waiting to cross. As of now, four of the Town's ten signalize intersections have been
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
upgraded with smart signalization; it will be six of 12 after the Pleasant and Maple Street signals are
completed.
Water Distribution System
Many of the Town's 178 miles of water mains were installed in the early 1900s and require an ongoing
engineering program plan for pipe cleaning, lining, or replacement. On an annual basis, the DPW
implements work for cleaning, lining, and/or replacement of unlined, inadequate, aged, and breaking
water mains to improve water quality, pressure, and fire-protection capabilities, and to reduce frequency
and severity of water-main breaks, as well as to minimize long lengths of pipe not fed at both ends,
known as "dead ends". This work often requires excavation prior to pipe-condition analysis. Work
continues to replace remaining unlined pipes, of which 2% (4 linear miles) presently fall into this
category. Work will also focus on replacing aging mains or those with a higher-break history. In addition,
starting in FY2020, the currently projected annual request will increase from$1 million to $2.2 million so
that 1% of the Town's water-piping can be replaced each year. Using some of the funding authorized in
FY2016, engineering has completed an analysis of the entire distribution network in order to prioritize
work for the next phase of the improvement plan. This work has produced a model of the network, now in
use by the Engineering Division.
Results of this analysis have included: the establishment of specific level of service goals for all
components of the water system; identification of individual water mains to reline or replace; and
identification low-pressure areas in the system. This work will allow the Engineering Division to continue
its best practices in the documentation of the materials, age, and break history of the Town's water mains
and to use that information with ongoing material sampling (when appropriate) to determine its
engineering replacement-and-rehabilitation plan. Some of the "out-year" funding in the Capital Plan is
still approximate due to the difficulty of actual testing in a working water system. Unlike roads which can
be analyzed visually and with easily accessible samples; water systems require more complex exploratory
testing by excavation, when and where possible. In some instances work scope cannot be completely
developed until preliminary exploratory work on actual site conditions has been performed. The East
Massachusetts Avenue water-mains improvement work that was funded with prior authorizations is now
completed. For the FY2019 request, see Article 17.
Heavy equipment and trucks used by the Water Division to maintain the system are procured with Water
Enterprise funds that are funded directly by water-rate payers. Where equipment is shared with the Sewer
Division, the costs are shared.
Hydrant System
This Committee continues to encourage replacement at an accelerated rate and supports the level of
funding proposed—which remains at the FY2018 level. The FY2019 funding for hydrant replacement
continues to be evenly divided between the General Fund and the Water Enterprise Fund. For further
system information and the FY2019 funding request, see Article 16(a).
Wastewater System
The sanitary-sewer system (34 miles of trunk lines; 119 miles of street lines), like the water-distribution
system, has sections that date back to the early 1900s. Due to age-related deterioration, some sections are
susceptible to stormwater inflow and groundwater infiltration which increases the total flow to the
Massachusetts Water Resources Authority (MWRA) treatment system, resulting in increased charges to
the Town, and causing overloading of parts of the system, with the potential to spread waterborne disease.
Engineering has an ongoing program of investigating, evaluating, replacing and repairing sections of the
system. This work had been partially funded by the MWRA Infiltration/Inflow (1/1) Local Financial
Assistance Program, which provides grant and interest-free loan funding for member communities;
however, at this point the Town has drawn all of its allocation in that Program. For further system
information and the FY2019 funding request, see Article 18(a).
The system has 10 sewage-pumping stations that need continual maintenance and periodic upgrading—
which the Sewer Division has been doing. In July 2013, the engineering firm Wright-Pierce performed a
detailed survey of the pump stations, generating a 20-year repair/replacement plan for them. This year's
request is consistent with those findings. (See Article 18(b).)
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Four pumping stations (Main, Concord Avenue, Potter Pond, and Brigham Road) now have backup
electric-power generators. Significant improvements to the main pump station were completed in October
2016, which include heating, ventilation, and air-conditioning (HVAC) upgrades to bring up to current
code requirements, installation of Variable Frequency Drive (VFD) motors (which provide energy
savings and noise reduction in the sewer force main) on all the pumps, and a surge tank.
This Committee considers that backup generators should be provided at all of the other pump stations as
soon as practicable; therefore we are pleased that DPW has awarded a contract for the work at Worthen
Road, and has design/permitting work in process for Constitution and Marshall. DPW plans to address the
remaining three (Bowman, Hayden, and North Street) under future funding requests, with Hayden
Avenue likely to be the next project.
Heavy equipment and trucks used by the Sewer Division are procured with Sewer Enterprise Funds that
are funded by Sewer Rate-Payer fees, additional fees and charges, investment income, and connection
fees. Where equipment is shared with the Water Division,the costs are shared.
Dam Restoration
The Massachusetts Department of Conservation and Recreation mandates that every dam that is rated as a
"significant-hazard dam" or "high-hazard dam" be inspected every five years. There are two dams at the
significant-hazard level in Lexington. That rating is assigned to dams based on the risk of the water it
impounds being released; it does not reflect its state of repair.
• Butterfield Dam on Lowell Street: Engineering studies and construction work were
funded under the 2011 ATM, Article 10(a), and the 2012 ATM, Article 12(g).
Construction is now complete, with continuing State-required monitoring of landscaping
in sensitive resource areas. The dam now complies with State requirements.
• Old Reservoir Dam on Marrett Road: Dam inspection reports performed for the
Massachusetts Office of Dam Safety determined that there was a need for repairs and
improvements. The 2014 ATM, Article 10(i), funded design and cost estimates for the
work on this dam to insure the long-term stability of it. The design work is near
completion, and construction is likely this summer.
Stormwater Drainage and National Pollution Discharge Elimination Systems (NPDES)
Storm drains collect stormwater along Town streets and parking areas, and convey this water to streams
and other bodies of water. The storm-drain pipes and 4,700 catch basins on the TAR that direct
stormwater to them occasionally fail due to heavy loads passing over and/or loss of supporting soil
thereby creating holes in the street. In addition, as streets are repaired and repaved, it is frequently
discovered that the storm-drainage system is seriously deteriorated. Concurrent drainage-system repairs
are required to prevent further deterioration and to protect newly paved streets. It is also necessary to
study and repair drains where overflow conditions develop and/or complaints are received. The goal of
the Federal National Pollutant Discharge Elimination System (NPDES) program, under which the Town
has a State-administered permit, is to maintain water quality. New permitting regulations have been
published, but were delayed for a year, and are now expected to become effective July 1, 2018. (The
Town's "Notice of Intent"will be due September 29, 2018.)Those new regulations represent an unfunded
obligation that is expected to increase both operating and capital costs and complexity of this work in
future years; however, because of the Town's aggressive efforts, it expects to remain compliant in
FY2019 with the same level of funding provided in FY2018. Looking past FY2019, as reported in the
White Book on Page 8: "In anticipation of this mandated program, a number of municipalities nationwide
including some in Massachusetts have instituted a Stormwater Management Fee to offset the capital costs
of managing stormwater emanating from private properties. Later this year, staff will be presenting
financing/fee options for consideration by the Board of Selectmen regarding this federal program."
Recent drainage improvements are complete. Continuing trouble spots include the watersheds of the
Beaver Brook and Kiln Brook areas, as well as the Wildwood Road/Wood Street and Augustus Road
areas. Illicit discharges have been discovered in the Vine Brook and Mill Brook areas. This Committee
welcomes Engineering's leadership and efforts, in compliance with Federal Environmental Protection
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Agency (EPA) requirements, to improve the water quality in Lexington's streams and ponds while
protecting the Town's investment and structural integrity of its streets. (See Article 16(b).)
Comprehensive Watershed Stormwater Management Systems
In order that the Town's storm-drainage system capacity is maintained to handle runoff from impervious
surfaces, the Town must manage the stormwater runoff associated with its 18 brooks and three
watersheds. Additionally, sediment deposits, organic debris, and refuse can impede the flow of water
through watershed areas, and cause flooding and damage to private property, thus creating liabilities for
the Town. To date, the Charles River, Shawsheen River, and Mystic River watershed-management plans
have all been completed. The Pleasant Street and Willard Woods drainage improvements, as well as
stream-bank stabilization for the Vine Brook in the Saddle Club Road area, are complete. The Whipple
Brook stormwater design is nearly complete. DPW is reviewing which specific locations will be
addressed with remaining FY2018 funding. For the FY2019 funding request to address other priority
areas, see Article 16(c). [Note: There is some location overlap with Town-Wide Culvert Replacement as
some projects require both culvert repair and stream-management planning.]
Culverts
There are more than 50 culverts in Town. A culvert is defined as a pipe or drain that carries a stream or
ditch under a roadway. Many older culverts are near or at failure. DPW's engineering program for
on—going culvert inspections has confirmed a need for culvert replacement and extraordinary repairs.
This is a companion effort to the ongoing Comprehensive Watershed Stormwater Management work. In
2015, work was funded for the culvert under Revere Street at the North Lexington Brook, and the culvert
under Concord Avenue at Hardy's Brook. This work, as well as the Bikeway culvert which was funded
for FY2016, have all been completed. Work continues in the Oxbow/Constitution Road and
Valleyfield/Clematis Brook areas. For the FY2019 funding request, see Article 16(d).
Public Grounds
The Town owns approximately 630 acres of land of which approximately 110 acres are in parks,
playgrounds, conservation areas, athletic facilities, school grounds, and historical sites. In addition, Town
staff administers and maintains four cemeteries with a combined area of just over 30 acres. The Forestry
staff maintains approximately 10,000 trees along roadways and an undetermined number of trees, shrubs,
and plantings on Town-owned land. For the FY2019 funding request that is not cited under Recreation,
see Article 11.
Minuteman Commuter Bikeway
In FY2015, there was an appropriation to investigate restoring the bridge carrying the Bikeway over
Grant Street, for which construction will likely occur this year. As noted above under Culvert Repair,
there also was a request to replace a culvert supporting the Bikeway. In addition, in FY2015 funding was
authorized for the design of Wayfinding and Etiquette signage for the Lexington portion of the Bikeway
with follow-on FY2017 funding. This project is nearing completion. (Arlington and Bedford declined to
participate.)
Town Center Streetscape Project
Increasing the vitality of Lexington Center has long been an open-ended goal of the Town as businesses
come and go and usage patterns change. Projects in support of the Center have been both large and small,
including rezoning the former Battle Green Inn site and the installation of a seasonal "pocket park" on
Massachusetts Avenue in front of the Ride Studio Cafe. Infrastructure deterioration in the Center, and
safety enhancements as traffic volume has increased, are significant concerns. To address these
infrastructure, safety, and enhancement issues in a coordinated manner, the Center Streetscape
Improvements Project was created. When fully implemented, it would address from business-front to
business—front across Massachusetts Avenue and run from just beyond the intersection with Woburn
Street, Winthrop Road, and Fletcher Avenue northwesterly to just beyond Meriam Street. The results of
that Project would be further enhanced at the Meriam Street end by work under the Battle Green
Streetscape Project.
The last Center Streetscape Project funding was at the 2014 ATM, under Article 10(a), for $600,000 to
carry the design to 100%, including bid documents. The design that had been advanced to the 25% level
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
was stopped at that point because unresolved issues with the Project failed to gain approval of
construction funding for the first phase (the above-cited intersection) at the 2015 ATM, under
Article I I(a).. As issues with the designs for the first and subsequent phases still remained at the time of
the 2016 ATM, another request for construction funds (under Article 10(a))was Indefinitely Postponed.
Because many design elements (primarily, but not solely, related to later phases in the CBD) remained in
question, on February 22, 2016, the BoS established a Center Streetscape Design Review Ad hoc
Committee to specifically investigate a broad set of design elements and make recommendations to the
BoS. That Committee completed its work and made a final presentation to the BoS in a public meeting on
January 30, 2017. Many of the recommendations for the design choices were not the same as used by the
architects for the 25% design. That Committee urged the BoS to obtain a revised 25% design (and cost
estimate) that reflected their design choices. The BoS accepted nearly all of the proposed design choices
and directed the Town Manager to have the 25% design revised, accordingly.
Articles 100) and 12(a) of the 2017 ATM were to be the new request for the construction funding for the
first phase of the project; however, based on the need for the revised design, the BoS decided to move for
Indefinite Postponement of Article 12(a). The CPC moved the same for Article 100), with the intent to
defer any funding request for this Project to the 2018 ATM; however, there is no FY2019 funding
request. (See Article 16(e)regarding what was to be the FY2019 funding.)
DPW Equipment
DPW currently has 154 pieces of significant equipment (including vehicles). The current
equipment—replacement value is approximately $9.5 million and includes pick-up and dump trucks,
construction vehicles, and specialized equipment including pumps, rollers, sprayers, and mowers.
Replacement intervals vary from 5 to 20 years and are based upon manufacturers' recommendations and
DPW experience. Of these, 95 pieces had an individual acquisition cost in excess of$25,000; therefore,
their replacement would normally be characterized as Capital and subject to this Committee's review.
DPW has developed a well-conceived program, which includes annual updates produced by Division
Superintendents, with review by the Manager of Operations and Department of Public Works Director.
This program replaces older, less fuel-efficient, and high-maintenance equipment with standard,
off—the—shelf, vehicles and equipment that will last longer and cost less to maintain and operate.
Replacement of automobiles and all with individual acquisition costs under $25,000 is funded with
operating funds. The current 5-year equipment-replacement schedule projects annual costs between
$1,000,000 to $1,300,000 per year. For the FY2019 funding request, see Article 16(h).
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
DPW 5-Year Capital Appropriation History (All Sources)
FY2014 FY2015 FY2016=FY2017 FY2018
Capital using Tax Levy&Chapter 90 Funds
DPW Equipment $556,635 $401,418 $499,000 $464,000 $598,000
Street Improvements&Easements $2,814,238 $3,716,029 $3,231,250 $2,526,835 $3,688,943
Street lights/Traffic signals $125,000 $125,000 $125,000 $125,000 $125,000
Center Business District("Center")Streetscape $600,000 $350,000
Battle Green Area Improvements $90,000
Town-wide Culvert Replacement $390,000 $390,000 $100,000 $390,000 $390,000
Drainage/dams/brook cleaning° $340,000 $490,000 $340,000 $340,000 $1,100,000
Sidewalk/walkway/bikeway improvements 5,6,7,8,9 $3,600,000 $400,000 $660,000 $924,500 $1,318,000
Comprehensive Watershed Study&Implement $390,000 $390,000 $390,000 $390,000
Hydrant Replacement $50,000 $50,000 $75,000 $75,000 $75,000
Public Grounds $88,000 $203,000 $35,000
Hartwell Avenue Infrastructure Improvements10 $600,0001 1 $4,750,0001 $2,185,000
Tax Levy&Chapter 90 Totalsi $8,953,8731 $6,855,4471 $10,205,2501 $5,585,3351 $9,479,943
11-Inused borrowing authority was rescinded:of FY2014$640,000 appropriation,$83,365 at the 2016 ATM;of FY2015$428,440,$27,022 at the
2016 ATM.FY2018 includes$40,000 for highway sign machine.
2All years include State Chapter 90 funding.FY2015 includes$500,000 for the Massachusetts Avenue Intersections Project.FY2018 includes
$175,000 for Bedford Street at Eldred Street Safety Improvements.
3FY2018 includes$117,979 of unused bond proceeds of prior-years'capital projects.
4FY2018 includes$760,000 for extraordinary repairs and improvements to the Old Reservoir Dam.
5FY2014 includes$3,000,000 for a Concord Avenue Sidewalk, $200,000 for the Hartwell Corridor,and$400,000 for other Town sidewalks outside
the Central Business District.
6FY2015 includes unspecified amounts for a new sidewalk on Pleasant Street,new sidewalk on portions of Prospect Hill Road where no sidewalk
exists,and reconstructing the intersection of Prospect Hill Road and Marrett Road.
7FY2016 includes$10,000 toward Bikeway Bridge Repairs and Engineering Work&$50,000 for design of a new sidewalk to the Lexington
Community Center.
OFY2017 includes$149,500 for Cary Memorial Library walkway and$175,000 to complete having sidewalks on Pleasant Street.
9FY2018 includes$368,000 for Bikeway Bridge Extraordinary Renovations and$150,000 for Hill Street sidewalk design.
Capital usinq Enterprise Funds
Sanitary Sewer
Sanitary Sewer System $1,200,000 $1,200,000 $1,200,000 $1,000,000 $1,000,000
Pump station upgrades $100,000 $600,000 $1,350,000 $800,000 $800,000
DPW Equipment $145,000 $40,500 $40,500 $145,500
Automatic Water-Meter Reading Equipment I 1 1 $20,000
Sewer Sub-Totals $1,445,0001 $1,840,5001 $2,590,5001 $1,945,500 $1,820,000
Water
Water Mains Relining&Replacement $900,000 $900,0001 $3,400,000 $1,000,000
DPW Equipment $145,000 $216,5001 $40,500 $145,500
Hydrant Replacement $50,000 $50,0001 $75,000 $75,000 $75,000
Automatic Water-Meter Reading Equipment 1 1 $20,000
Water Sub-Totals $1,095,0001 $1,196,5001 $3,515,5001 $220,Wl $1,095,000
Enterprise-Fund Totals $2,540,000 $3,007,000 $6,106,000 $2,166,000 $2,915,000
Capital using Revolving Funds
Compost Operating Revolving Fund
DPW Equipment 1 1 $690,0001 $525,000
Hartwell Avenue Compost-Site Improvements I 1 1 $200,000
Compost Fund Sub-Totals $0 $0 $0 $690,0001 $725,000
Sale of Cemetery Lots Special Revolving Fund
Westview Cemetery Building $270,000
Westview Cemetery Irrigation I 1 1 $35,000
Sale of Cemetery Lots Fund Sub-Totals $0 $0 $0 $0 $305,000
Revolving Fund Totals $0 $0 $0 $690,000 $1,030,000
Grand Totall $11,493,873 1 $9,862,447 1 $16,311,250 1 $8,441,335 1 $13,424,943
10General Fund debt with debt service funded from this revolving fund.This Committee holds this project should be the responsibility of the
Department of Public Facilities(from design through construction-and subsequent maintenance)as DPW is its"client".
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Public Facilities
The Department of Public Facilities (DPF) coordinates and cares for all Town-owned buildings under the
control of the BoS, Town Manager, Library Trustees, and School Committee. Expenses associated with
the DPF staffing, maintenance (including preventive maintenance), custodial services, capital-project
management, utilities, landscaping and grounds (at schools only), and managing of building rentals and
other reservations for use of building spaces are the responsibility of this department.
DPF is currently responsible for buildings at 25 locations.
Town Office Building
Cary Memorial Building(CMB)
Police Headquarters
Fire Department Headquarters
East Lexington Fire Station
Samuel Hadley Public Services Building
Stone Building(previously used as the East Lexington Library)
Cary Memorial Library
Visitors Center
Lexington Community Center(LexCC)
Senior Center in the Muzzey Condominiums, 1475 Massachusetts Avenue
(now in caretaker status as Senior-Center activities are now at the LexCC)
Westview Cemetery
Hammond A. Hosmer House
Animal Shelter, Westview Street
173 Bedford Street(recently purchased for initial use as swing space for
the Fire Department Headquarters and then the Police Department)
Nine schools
Old Harrington School(Schools' Central Administration is the primary occupant).
20 Pelham Road property(primary use planned as Lexington's pre-kindergarten facility, with an area set
aside as a potential site for the Community Center Expansion)
The DPF is organized around four areas: Administration, Project Management, Facility Maintenance and
Repair, and Custodial Services. Administration administers the Department. Project Management handles
major capital renovations and provides staff support to the Town's Permanent Building Committee for
new construction. Facility Maintenance and Repair maintains and repairs all the facilities listed below.
Custodial Services is responsible for custodial services in all those facilities.
DPF has taken a systematic approach to solving problems that affect both Municipal and School
buildings, including roofs, flooring, building envelope, and school paved parking and sidewalk areas. In a
few cases the solutions have been programs with annual funding and could be considered more as
ongoing maintenance than capital expenditures. However, as the needs exist and the work has been, and
will be, funded using GF cash,the Committee supports labeling these projects as "Capital".
The 2017 ATM and STMs approved several DPF-related appropriations. Municipal building-envelope
funds (Article 16(c)) are being used for extraordinary repairs to the Town Office Building foundation and
drainage system. Lexington High School(LHS)] Security Evaluation and Upgrade (Article 16(g))will use
$150,000 for adding to and improving the security cameras and related recording equipment and is nearly
completed. School Building Envelopes and Systems Program (Article 16(a)) received $222,200 for
repairing water-infiltration damage at the Harrington Elementary School and Central Office brick repair.
Lexington High School Air Conditioning for Teacher Planning Offices and Library (Article 16(b))
received $600,000 for heating, ventilating, and air-conditioning (HVAC) upgrades for those areas. The
design work is in progress for this project. Facility and Site Improvements (Article 16(d)) received
$387,226 for flooring replacement in the Cary Memorial Library, Paving at the Bridge Elementary School
(completed), and School Traffic Safety improvements at the Bowman Elementary School (in design).
Public Facilities Bid Documents Article 16(e)) received $217,979 for design and construction documents
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
for the 20 Pelham Road property. Public Facilities Mechanical/Electrical System Replacements
(Article 16(f)) received $489,000 to replace the chiller at Cary Memorial Library (out to bid) and the heat
pumps at the Fisk and Harrington Schools (50% completed and expected to be completed in April 2018).
LHS Guidance Space Mining project (Article 16(h)) received $230,200 for the construction phase for
which design funds were appropriated in the 2016 ATM under Article 15(m). The design is in progress
and construction expected to be completed in summer 2018. The 2016 ATM also appropriated design
money for the LHS Nurses Office and Treatment Space design under Article 15(n). Article 16(i) of the
2017 ATM appropriated $320,100 for construction funds. This was put out to bid and the first bid came
back at more than twice the appropriation. The DPF will instead act as the General Contractor on this
project to save money. Parking Lot for Community Center (Article 160)) received $425,000 for the
parking lot at the Lexington Community Center. No monies have been spent on this project as the Town
is in negotiations with The Trustees of the Supreme Council of the Ancient Accepted Scottish Rite of
Freemasonry regarding parking-lot boundaries and access.
This year's request for DPF Capital funding includes a wide range of important work to both enhance
buildings to meet the programmatic demands of the programs that occur in them as well as to perform
extraordinary repairs and maintenance that are essential to extending the useful life of the buildings. (See
Article 20.)
Public Facilities 5-Year Capital Appropriation History (All Sources)
Program FY2014 I FY2015 FY2016 FY2017 FY2018
Municipal
Visitor Center $220,608 $100,000
Renovation/Upgrade
Building Envelope $173,954 $178,302 $182,760 $187,329 $344,713
Townwide Roofing $176,400
Fire Headquarters $4,666,000 $500,000
East Lexington Fire Station $75,000
Munroe School(Munroe Center $328,000 $675,000
for the Arts)1
Cary Memorial Building2 $550,000 $8,677,400 $269,598
Community Center Renovations
Municipal Sub-Total $3,992,9541 $12,702,310 1 $452,3581 $5,357,729 2,044,713
Schools
Schools Master Planning $250,000
Multiple School Education 770,966,000
Capacity
Evaluation of Middle Schools $40,000
Spaces
High School Overcrowding 8,062,000 495,000---Ti,030,400 97,020 440,200
Renovations/Expansions 3
High School Heating System° 1 $48,920 $500,000 $600,000
Public Facilities Bid Documents5 $75,000 $75,000 $75,000 $100,000 $217,979
Grounds Vehicles6 $80,000
Building Envelope $235,000 230,000 210,000 215,000 222,200
Landscaping/Paving/Playgrounds $150,000 $100,000 $150,000 $176,226
Major Electrical/Mechanical $275,000 $613,000
Systems Upgrades?
Interior Renovations $69,300 $674,000
Extraordinary School Repairs $666,500 $423,750 $335,425
Security Standardization $370,000 $38,500 $49,500 $150,000
Wall Unit Air Conditioners $56,000
School Traffic Mitigation for
Safety $30,000 $25,000 $45,000
Clarke Middle School Bus Loop8 $35,000 $0
Hastings School Kitchen $90,000
Renovation
Schools Sub-Total
Grand ota s
FY2017 is$298,000 for roof replacement whose debt service shall be covered by an increase in the lease payments by
the Munroe Center for the Arts and$30,000 for a study of the windows funded from the CPF.
2 FY2015 includes$200,820 from PEG Access Revolving fund;FY2016 includes$75,398 for Records Ctr Shelving.
3 FY2016 Includes$150,000 transferred from the Appropriation Committee Reserve Fund.
4 Of the FY2015$75,000,$26,080 of that authority was unused and rescinded at the 2016 ATM.
5 FY2014 includes$100,000 from the CPF for D&E for the initial build-out at 39 Marrett Road for use as the Community
Center;however,that is being shown in the Municipal section as part of the funding for that Center.
6 Of the FY2013$80,000,$9,490 of the borrowing authority was unused and rescinded at the 2013 ATM.
7 FY2015 for Clarke School Auditorium&Elevator.
6 The FY2016 appropriation of$363,D00 was rescinded at the 2016 ATM as that work has been included in that school's
renovation under the Middle Schools Building Projects.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Recreation
Recreation Department programs are funded from three sources:
• General-Fund (e.g., used for neighborhood playgrounds, athletic fields, and basketball court
improvements if not recommended by the Community Preservation Committee for CPA funding);
• Recreation & Community Programs Enterprise Fund (e.g., used for fee-based activities such as
Pine Meadows Golf Course, Community Center, Irving H. Mabee Pool, Old Reservoir, and tennis
courts). Fee collections for Enterprise Fund-based activities are weather dependent and can vary from
year to year. The Recreation Enterprise Fund previously made annual debt-service payment of
$100,000 per year for Lincoln Fields, but this obligation ended this February. It also makes an annual
indirect payment to the Town that in FY2018 will be $254,826. For the FY2019 funding request from
this Enterprise Fund, see Articles 15 &20(f).
• CPA funds (available for creation and preservation of recreation facilities, including those for
fee-based activities). CPA monies have enabled some large projects which otherwise might not have
been financially viable. For example, CPA monies have funded the multi-year renovation of the Town
pool complex,which should be completed by this summer. Design and engineering appropriations were
made at the 2016 Annual Town Meeting and construction funds were allocated at 2017 Annual Town
Meeting. See Articles 10(g&h) for two major projects proposed for FY2019 funding.
The Recreation Department has recently finished a study on the accessibility of its facilities using funding
allocated in FY2016. The results from that investigation have changed the department's priorities and
may result in higher recreation facilities investment in the near term. See Article 10(i)) for an example of
a capital project that has taken on greater urgency after the Accessibility Study.
For the FY2019 recreation funding requests from the CPF, see Articles 10(e--i).
Recreation 5-Year Capital Appropriation History (All Sources)
Program FY2014 FY2015 FY2016 FY2017 FY2018
Athletic Fields $65,000 $100,000 $85,000 $120,000 $125,000
Park, Playgrounds, &Tot Lots $147,500 $150,000 $123,000 $136,000 $60,000
Pine Meadows Golf Course $75,000 $51,000 $68,000 $65,000 $55,000
Irving H. Mabee Pool&Old Res $166,000 $1,620,000
Center Pla fields Drainage
Lincoln Fields Improvements $565,000 $620,000 $650,000 $30,000
Accessible Study $78,000
Antony Park within To Park $60,000
Minuteman Commuter Bikeway $120,000
Totals $852,5001 $921,0001 $1,004,0001 $697,0001 $1,860,000
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Schools
Overview
The Lexington Public Schools (LPS) provide educational, athletic, and club activities for students in
grades Pre-Kindergarten-12. This is the enrollment for the current and the four previous academic years:
Enrollment in Lexington Public Schoolst
Academic Year
Grades 2013/2014 2014/2015 2015/2016 2016/2017 2017/2018
Pre-Kindergarten (Pre-K) 52 52 76 78 71
Kindergarten (K)-5 2,925 3,024 3,054 3,066 3,150
Middle Schools(6-8) 1,657 1,616 1,646 1,743 1,813
High School (9-12) 2,002 2,094 2,166 2,185 2,212
Totals 6,636 6,786 6,942 7,072 7,246
tEnrollment figures are those as of October 1st as required by the State's Department of Elementary and
Secondary Education(DESE)for each academic year.
LPS currently owns and operates six elementary-school buildings, two middle-school buildings, and the
high-school complex of four, freestanding, academic buildings and a field house. Central Office
("Administration") personnel and services are located in what had been the old Harrington School. The
Pre-K program is primarily located in the new Harrington school building, but has outgrown that space
and uses two additional classrooms on the lower level of the old Harrington building. In addition, the old
Harrington houses elements of the Lexington, Arlington, Burlington, Bedford, Belmont (LABBB)
Collaborative. The maintenance of these fourteen buildings is overseen by the DPF.
Perhaps the most important capital issue facing LPS is that the school system has an enrollment in Pre-K
through high school that is over the system's capacity, so the increasing enrollment presents a growing
pressure on the schools from a building-capacity perspective. The LPS enrollment forecasts continue to
call for strong growth into the foreseeable future. Additional space is currently needed at the Pre-K and
elementary-school levels to accommodate this growing enrollment. Addressing these needs includes
building a new Lexington Children's Place preschool on the 20 Pelham Rd property (see Article 12), and
replacing the Maria Hastings Elementary School (with funding assistance from the Massachusetts School
Building Authority (MSBA)). The new LCP is expected to be ready for the 2019-2020 school year and
Hastings is expect to be ready for the 2020-2021 school year. Authorization for the town to issue debt for
these two projects was approved by the voters at a debt-exclusion referendum on December 4, 2017. The
renovation or replacement of the High School is contemplated near the end of the current 5-Year Capital
Plan.
• Pre-K: The current plan is to build a new school at 20 Pelham Road for a total project cost of
approximately $15.1 million. The school capacity for the preschool program is measured in
"slots", where two slots is a full day. Depending on specific needs a student may attend morning
only or afternoon only (one slot each) or may attend a full day (two slots). The October 1, 2017,
enrollment of 71 students required the use of 87 slots. As children reach the age of two years and
nine months they become eligible for the program, so typically the enrollment rises throughout
the year. Also individual student needs are better understood the number of slots used can change.
The current (February 5, 2018) enrollment of 75 students requires 101 slots. The number of
special-education children needing a full-day placement versus a half-day placement has been
rising which has added significantly to the pressing need for additional Pre-K classrooms. The
new preschool will have a capacity for 187 slots. An important additional benefit for relocating
the preschool to the 20 Pelham Road site is that four classroom spaces in Harrington will become
available for the K-5 program. Given the current and expected continued overcrowding in the
K-5 program, this additional space will be very beneficial. This will also reduce the traffic
congestion on the Harrington site and improves the flexibly for future site uses. (See Article 12.)
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
• Elementary Schools: To begin addressing the current overcrowding at the Elementary level, the
LPS added six modular classrooms: two each to the Bowman, Bridge, and Fiske schools. This
project is complete with the exception of a few punch-list items. As just noted, moving the LCP
out of Harington will provide additional space there for up to four classrooms with a
to—be—determined mix of general-education and special-education classrooms. These additional
classrooms are expected to be available approximately two years from now at a renovation cost of
$200,0004300,000.
In addition, the LPS is in the process of replacing the current 21-classroom Maria Hastings
School with a new 30-classroom school at approximately $63.1 million, gaining nine additional
classrooms. The MSBA is partnering with Lexington to provide approximately $16.9 million of
the cost. LPS is working through a value-engineering process to look for cost reductions. This
process is on track to have a new Hastings available by February 2020.
Currently planned building-construction projects, in total, will not fully alleviate the
overcrowding in the elementary schools if enrollment growth continues at the level of the median
forecast.
• Middle Schools: Extensive renovations to the Clarke and Diamond Middle schools were complete
enough to be open for use this fall. Some HVAC work remains and is in progress at Diamond,
and some millwork and minor punch-list items along with the tennis courts remain to be
completed at Clarke. Students in the middle schools are organized into teams of approximately 85
students who share a core set of teachers. Depending on the size of a particular grade, it may be
organized into 3 to 4 teams. These renovations added capacity for 3.5 teams, for a total of
21.5 teams (10.5 at Clark and 11 at Diamond) for a total capacity of 1,849 students. This was
expected to accommodate the median enrollment projections out to the 2018/2019 school year,
with minor overcrowding in 2019/2020, and growing overcrowding if enrollments continue to
increase. Increases continue to be the expectation with a median projection in 2019-2020 of
1,896 students.
• The High School has been expanded in two phases of modular-classrooms additions. After the
first set, SMMA, in January 2015, estimated the high school capacity at 2,325 (See
http://www.lexingtonmultipleprojects.com/documents/). The second set added space primarily for
the ILP special education program, but included two general-education classrooms, bringing the
capacity to approximately 2,375. While the current enrollment of 2,212 is within the general—use
classroom capacity, other facilities such as the cafeteria and science laboratories are severely
overcrowded. (There may be a future request for funding interim relief for those laboratories.)
The median projected enrollment is expected to hit 2,371 by the 2020-2021 school year, and to
increase to 2,561 by 2022-2023.
It is expected that the high school will need extensive renovations, or replacement, soon after the
new Hastings is complete. Funding for project planning may be requested as early as FY2021.
While there are no official cost estimates at this time, and costs may depend on renovation versus
replacement, this will be a significant capital undertaking. Based on recent Massachusetts high
school projects it is expected to cost in the range of two-to three-hundred—million dollars.
• While capital projects for the LPS buildings and their environs are managed by the DPF,there are
often requests for capital appropriations directly managed by LPS in the following four areas.
School Technology Program
There is a long-term plan to upgrade technology throughout the schools by replacing the oldest
computers, peripherals, projection systems, network-delivery systems, and other associated hardware and
software to use as enhanced instructional and administrative tools. Some additional equipment, such as
iPads for the middle school,is needed to accommodate the increased enrollment and some new equipment
is needed for mandated computerized testing. Additional equipment is being sought to improve delivery
of science, technology, engineering and arts curriculum. (See Article 19.)
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Classroom and Administrative Furniture
In the past, there was an annual request from the school department for replacement and/or repair of old
or outdated furniture such as student and teacher desks, chairs, tables, filing cabinets and other basic
furnishings. Other system-wide furnishings including conference and cafeteria tables, bookshelves, and
storage units need to be replaced over time. The increase in enrollment drives additional requirements for
student-and-staff furniture purchases. Starting with FY2019, this expense will be part of the School
Department operating budget.
Food-Service Equipment
Food-Service operations in all schools serve hot and cold meals to thousands of students each school day.
It is essential to purchase and maintain equipment for preparing and maintaining cooked items which
provides for safe distribution. The food-service operations are contracted to a private vendor, but the
purchase of equipment is the responsibility of the school system. To the extent practical, such purchases
are funded from the Food Service Revolving Fund. In past years any additional funding came from capital
requests. Starting with FY2019,this expense will be part of the School Department operating budget.
Traffic Mitigation for Safety
This area covers studies that precede DPF projects to make extraordinary repairs to sidewalks, driveways,
and parking areas to maintain public safety. Currently,there are no planned studies.
Schools-Managed 5-Year Capital Appropriation History (All Sources)
Program FY2014 FY2015 FY2016 FY2017 FY2018
Technology $1,213,000 $1,110,000 $1,378,000 $1,198,000 $1,331,900
Classroom&Administrative Furniture $281,031 $261,594 $317,500 $186,000 $123,000
Food Service Equipment $82,500 $75,000
Time Clock/Time Reporting System $30,000 $208,000
School Defibrillatror Replacement 1 $30,5001 1
Totals 1 $1,524,031 1 $1,402,0941 $1,986,0001 $1,384,000 1 $1,529,900
Information Services
The Information Services Department (IS) supports, maintains and manages the Town's
information—technology systems (hardware, software, and Web sites) that are critical service-delivery
elements and provide program management for all of the Town's departmental operations. Services
provided include: municipal information-technology (IT) hardware/software operations and support for
all activities; staff training; financial-management hardware and software (including the Town's Munis
system) maintenance that serves Town and School departments; electronic mail and Internet access;
Town website support; phone Voice Over Internet Protocol (VOIP) infrastructure and applications;
head-end management and support; and co-management, with School Department 1T staff, of the Town's
wide—area network connecting 30 Town and School buildings.
There are three FY2019 requests. See Articles 16(n—p).
IS 5-Year Capital Appropriation History(All Sources)
Program FY2014 FY2015 FY2016 FY2017 FY2018
Public Safety Radio Connectivity
Telephone System Replacements $146,000 $260,000 $52,000 $21,000 $120,000
MIS Technology Improvement Program $256,000 $140,000 $140,000 $150,000 $100,000
Town-wide Electronic Documentation $60,000
Management System
$130,000
Network Redundancy&Improvement
Totals $462,0001 $400,0001 $192,0001 $171,0001 $350,000
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Town Clerk's Office
This Office is the primary repository of official documents for the Town, and the custodian of, and
recording office for, official Town and vital records. Responsibilities include: issuing marriage licenses,
recording vital statistics, issuing dog licenses, registering businesses, conducting the annual Town Census
and publishing the results, maintaining the Town Archives, managing the Public Meeting Calendar in
accordance with the Open Meeting Law, overseeing ethics training, and creating and recording permanent
Town Meetings records. This Office conducts elections in conformance with State and local laws and,
with the Board of Registrars,processes voter registrations and certifications.
For FY 2019 request see Article 10(c).
Town Clerk's Office 5-Year Capital Appropriation History(All Sources)
Program FY2014 FY2015 FY2016 FY2017 FY2018
Archives&Records $20,000
Management/Conservation
Election System $81,000
Totals $20,000 $0 $0 $81,000 $0
Affordable Housing
To provide for the needs of its residents and to meet State law, the Town must plan and budget to create
units of affordable housing.
Massachusetts General Law Chapter 4013, passed in 1969, is the State statute that requires each
municipality in the Commonwealth to have 10% of its housing "affordable" as defined by the statute and
its regulations. An affordable unit is defined as one that could be purchased or rented by a household
receiving income of up to 80% of the Area Median Income (AMI), assuming that the household spends
no more than 30% of that income on housing. AMI for different regions of the country are adjusted
annually by the U.S. Department of Housing and Urban Development (HUD), and vary according to
household size. The current AMI for Middlesex County for a family of four is $98,100. To be maintained
as affordable, a unit must be subject to a long-term, preferably perpetual, deed restriction limiting its sale
price to the affordable level as determined at the time of sale. To encourage more rental-unit creation, the
statute also provides that if a rental-housing development deed-restricts 25% of its units, all of the rental
units will count as part of the town's Subsidized Housing Inventory (SHI), even though 75% of them are
actually priced at market rate.
The Lexington Housing Partnership (LHP) is a nine-member board of Town residents appointed by the
Board of Selectmen to 3-year terms. Its mission is to keep Lexington residents informed of the Town's
housing needs and to plan and advocate for the preservation and creation of affordable housing units on
an ongoing basis.
The Lexington Housing Authority (LHA) was created in 1969 under Massachusetts General Law,
Chapter 121B. Under the statute, municipal housing authorities manage State- and Federally-subsidized
housing units and administer Federal housing vouchers to individuals and households who qualify. Four
members of the LHA are elected, and a fifth is appointed by the Governor. As of May of this year, the
LHA will own or manage 253 units, which include one-bedroom units for elderly or disabled residents at
Countryside Village, Greeley Village, and Vynebrooke Village, as well as 18 two-to-four-bedroom units
scattered throughout the Town. The LHA also administers 78 housing vouchers, which are used by
households to pay private landlords. Depending on the size and type of housing unit, the LHA's wait time
for eligible households varies from 1%to 8 years.
LHA routinely applies for State and Federal contributions for maintenance and improvement of these
housing units. However, State contributions are calculated according to a "facility condition index" (FCI)
and distributed as a pro rata share of housing funds apportioned across the state, and these contributions
are insufficient to meet annual needs. Use of Lexington's Community Preservation Act funds for those
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
capital improvements that are eligible under the statute allows the Town to keep existing units functional
and in compliance with legal standards. Appropriation of FY2013 CPA funds, along with a grant from the
Massachusetts Department of Housing and Community Development (DHCD), allowed the Town to
complete four new handicapped-accessible units at Greeley Village in 2016 which were added to
Lexington's SHI.
The Lexington Housing Assistance Board (LexHAB) is unique to Lexington. It was created in 1983 by
the Selectmen, who were concerned about the need for affordable and transitional housing for Lexington
residents experiencing economic difficulties. With initial contributions from the developers of the Potter
Pond condominium, and later, the Brookhaven Life-Care Living Facility, LexHAB began acquiring
rental-housing units, which now total 64. They are administered by the volunteer nine-member Board,
which uses rents to maintain and improve the units as needed. LexHAB also maintains a fund balance that
may be used to build new units or to purchase units on which the deed restrictions maintaining their
affordability may expire.
Lexington's SHI. The housing units administered by the LHA and those LexHAB units that have been
assigned under the State's lottery procedure all count on Lexington's SHI. Including all rental units, as
permitted by statute, the Town's SHI stood at 11.2% at the 2010 census. However, as 75% of the Town's
rental units are not actually deed-restricted, the true percentage of Lexington housing units that are
affordable to households below the AMI is closer to 5%.
As the Town's inventory of market-rate units increases more rapidly each year than do deed-restricted
units, there is concern that by the 2020 census, Lexington's SHI will fall below the statutorily required
10%. In that event, the statute provides that private developers who deed-restrict 25% of the units in their
projects will not be subject to the density restrictions of Lexington's zoning bylaw, allowing them to build
larger and more densely sited subdivisions than Lexington would otherwise allow.
The Community Preservation Act (CPA) provides that 10% of each year's revenue under the Act (i.e.,
the designated tax-surcharge revenue, the State contribution, and interest earned on the Community
Preservation Fund(CPF)) be allocated for community(affordable) housing. Since Lexington's adoption of
the Act in 2006, CPA funds have been the primary means of adding affordable units to Lexington's
inventory. Town Meeting has approved LexHAB requests for CPA allocations to purchase and
rehabilitate individual homes,which are then deed-restricted and rented to eligible households.
In 2012, the Community Preservation Committee (CPC) capped the amount available for any one
purchase and rehabilitation project at $525,000. As housing prices in Lexington have continued to rise,
this has left few, if any, opportunities to purchase and rehabilitate properties within the guidelines.
However, LexHAB has continued to develop new units of affordable housing:
• A four-unit rental project on Fairview Avenue, comprising one renovated home and three new
units, was financed entirely through LexHAB's existing funds and did not require Town Meeting
approval for funding. It was completed in 2017 and is fully occupied.
• LexHAB's Local Initiative Project (LIP) application for construction of two three-unit buildings
on Lowell Street has now been approved by the Massachusetts DHCD and the Lexington Zoning
Board of Appeals, as required by M.G.L. 40B, before construction can begin. CPA funding
totaling $1,284,653 has been assembled as follows: (a) $450,000 initially appropriated by the
2012 ATM, Article 8(g), for purchase and rehabilitation of an existing housing unit, which
remained unspent when no unit was available at that price; (b) $750,000 appropriated by the
2014 ATM, Article 8(g), specifically for the Lowell Street project; and (c) $84,653 in funds
remaining on hand from previous LexHAB projects. As LexHAB must follow municipal bidding
requirements, that has been a major driver of the increased cost of this project. LexHAB is
seeking supplementary funding under Article 10 0).
• At the 2016 ATM, LexHAB received approval for $185,000 of CPA funding to acquire a
one—bedroom affordable unit at the Keeler Farm development on Lowell Street. The purchase
was completed in 2017 and the unit is now occupied.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
• Renovation of the Wright farmhouse on Grove Street as an affordable unit is underway. (See
Conservation and Open Space on Page 15.
• The 2017 ATM voted to approve $1,048,000 in CPA funding to preserve 16, existing,
affordable—housing units at Pine Grove Village/Judge's Road for which the deed restrictions were
set to expire in 2019. Of the total amount, $212,000 was allocated for the purchase and
renovation of five units to be owned and rented by the LHA. The remaining funds will be used to
purchase the deed restrictions on the remaining 11 units to maintain them as affordable in
perpetuity.
CPA-Funded Community Housing 5-Year Appropriation History
(All Sources)
FY2014 FY2015 FY2016 FY2017 FY2018
Greeley Village Renovations(LHA)1 $172,734 $263,250 $56,712
Vynebrook Village Renovations
(replacement of roofing,siding,exterior
doors)(LHA)2 $300,551
Set-aside for development of community
housing at Busa Farm on Lowell St
(LexHAB)3 $750,000
Property Purchase 241 Grove Street
(Town)4 $241,020
Purchase of an affordable unit at Keeler
Farm (LexHAB) $185,000
Affordable Units Preservation (Pine Grove
Village/Judge's Road) $1,048,000
Totals $172,734 $1,050,5511 $241,0201 $448,2501 $1,104,712
FY2014:Total project cost was$190,734 of which$18,000 was paid by a State DHCD grant; FY 2017:Total project
cost was$317,013 of which$53,763 was paid by a State DHCD grant. FY2018: Supplemental funding to fund
included replacement of porch decking.
2Total project cost was$901,653, of which$601,102 was paid by a State DHCD grant.
3The 2014 ATM voted to add the requested sum of$750,000 to funds already held by LexHAB: $84,653 in unused
funds from the FY2012 allocation and $450,000 in unused funds from the FY2013 allocation;for a total of
$1,284,653 for use in building community housing at the Busa Farm site.
4Purchase of Parcel 2 of 43,446 sq ft Oust under 1 acre)was authorized at the 2015 ATM,Article 9. Closing date
was February 11,2016.The purchase price was$520,000 and $98,000 was needed for purchase-associated costs.
The acquisition is for both Open Space(Conservation)and Community Housing.The allocation of area and the
same proportion of the total cost are 16,954 sq ft(39%)and$241,020 for Community Housing. (See Open Space &
Conservation for the balance of the area and the cost.)
Planning
The mission of the Planning Board and the Planning Department is to envision the Lexington that will
best serve the needs and preferences of its residents and to work toward realizing that vision by managing
growth and change. Among its responsibilities is transportation planning.
The Transportation Safety Group (TSG), appointed by the Town Manager, receives input from the
Commission on Disability, and the Bicycle, Sidewalk, and Transportation Advisory Committees. It brings
proposed projects or regulation changes to the Town Manager. Funding requests for project design come
from the Planning Department, which manages appropriations at the development stage. Projects should
ultimately move to the Department of Public Works for implementation. In 2017, the Planning
Department submitted a request for $100,000 to fund the work of the TSG in reviewing citizen requests,
collecting data and performing analysis of projects. The Planning Department anticipates making this an
annual application so that this work can go forward without requiring individual requests to Town
Meeting for each project. (See Article 16(m).)
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
At the 2009 ATM, under Article 45, Town Meeting approved the Planning Department's request to create
a Traffic Management Overlay District (TMOD) for the Hartwell Avenue commercial corridor At the
FY2011 ATM, under Article 20, a TMOD Stabilization Fund was established to receive the mitigation
payments from commercial developers. That Fund has a current balance of$331,691.14.
The 2017 ATM, under Article 12(u), approved the funding of a project for a safe and accessible
crosswalk at the Bedford and Eldred Streets intersection. The early work by this Department was the
foundation for that project. The design has been approved by the Massachusetts Department of
Transportation and work on this project is ongoing by DPW.
Since the creation of the TMOD in 2009, changes have occurred within the district, such as the
rehabilitation of the Hartwell Avenue bridge at Maguire Road, requiring an update of the TMOD Plan.
(See Article 16(1).)
The 2017 ATM, under Article 7, approved funding to undertake an update of the Town's Comprehensive
Plan which was last completed in 2003. The Plan covers Land Use, Housing, Economic Development,
Natural and Cultural Resources and Transportation. A task force of staff, citizens and Town officials has
begun this work with public forums on transportation, housing, and economic development.
Planning 5-Year Appropriation History
Program FY2014 FY2015 FY2016 FY2017 FY2018
Transportation Mitigation $100,000
Comprehensive Plan $302,000
Totals $0 $0 $0 $0 $402,000
Economic Development
The Economic Development Office serves as a liaison between businesses and local government. It works
to retain and expand local businesses by providing information, conducting research, and leveraging State
economic development tools and resources designed to improve the business environment. The Office
maintains relationships with State-level partners for business development and infrastructure investment
opportunities. The Office seeks to develop economic opportunities from tourism, and maintains and staffs
the Lexington Visitors Center with sales revenue generated from the Visitors Center gift shop.
Progress on the Battle Green Master Plan, as well as construction of an information and bike parking hub
at Grain Mill Alley are currently deferred until a timetable is confirmed for the Lexington Center
Streetscape project. (See Article 16(e)regarding the Streetscape project.)
After several years of input from stakeholders regarding programming for a new Visitors Center, and
design review from the Tourism and Permanent Building Committees, the Town is seeking the remaining
funds—through construction—for the new building. (See Article 22 for the Town's request and Article 23
for a companion Citizens Article.)
For FY2019, see Articles 22 &23.
Economic Development 5-Year Capital Appropriation History(All Sources)
Program FY2014 FY2015 FY2016 FY2017 FY2018
Battle Green Master Plan
Lexington Center Pocket Park $21,500
Grain Mill Alley $18,000 $127,838
Totalsl $21,500 $0 $18,0001 $127,838 $0
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
2018 ATM Warrant-Article Explanations and
Recommendations
Cites of the "Town Warrant" refer to the "Town of Lexington Warrant for the 2018 Annual
Town Meeting", March 26, 2018. Cites of the "Brown Book" refer to the "Town of Lexington
Fiscal Year 2019 Recommended Budget&Financing Plan", March S, 2018
Article 10:Appropriate the FY2019 Funds Funding Committee
Community Preservation Requested Source Recommends
Committee Operating Budget
and CPA Projects (Multiple $5,841,516 CPF(Cash)+
$9,241 515 $2,829,000 CPF(Debt)+ See Below
Categories) $511,000 GF(Debt)+
$60,000 GF(Free Cash)
Project Description(CPA Category) Amount FundingRequested Source Committee Recommends
(a) Conservation Land Acquisition N/A N/A Indefinite Postponement
(Open Space) (6-0)
No action is expected at this Town Meeting.
Project Description(CPA Category) Amount Funding Committee Recommends
Requested Source
(b) Community Center Sidewalk
$365,000 CPF (Cash) Approval(6-0)
(Historic Resource)
"An FY2019 appropriation will provide construction funds for a sidewalk from Marrett Road to the
Community Center. The exact amount is currently unknown but it's anticipated that the funding request
will be ready in advance of Annual Town Meeting. The Town plans to meet with the proprietors of the
adjacent Scottish Rite to discuss the project in early 2018."
(Brown Book XI-23)
Negotiations continue with the Trustees of the Supreme Council of the Ancient Accepted Scottish Rite of
Freemasonry—which organization owns the roadway right-of-way between Marrett Road and the
Lexington Community Center—and there is confidence that an agreement will be reached to provide the
Town with an easement to the land adjacent to the roadway for the new sidewalk. DPW's Engineering
staff has designed a sidewalk to that alignment as well as for the accompanying modifications to the
gateway at Marrett Road. (Ramps and a crosswalk across Marrett Road, if needed, would be at an
additional cost estimated at $34,000, but are not included in this request as they are not eligible for
funding from the CPF.)
Project Description(CPA Category) Amount Funding Committee Recommends
Requested Source
(c) Archives and Records
Management/Records Conservation& $20,000 CPF (Cash) Approval (6-0)
Preservation Historic Resource
"This FY2019 request will fund the conservation and preservation of historic municipal documents and
records, specifically the remaining old Town papers from 1722-1923. Significant progress has been made
in preserving Lexington's historic documents but there remains a continuing need to preserve records
from the early 1900s and make them accessible. It is projected that this will be a yearly request for
treatment/digitization/microfilming of records. The preservation and conservation of permanent records
for archiving creates the basis for documenting Lexington's history for the future."
(Brown Book X1-26)
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Project Description(CPA Category Amount Funding Committee Recommends
Requested Source
(d) 9 Oakland Street Renovation and $200,000 CPF (Cash) Approval(6-0)
Adaptive Re-Use Historic Resource
"Supportive Living, Inc. (SLI), a non-profit organization, provides appropriate, affordable and supportive
housing for survivors of brain injury. In 2007, Town Meeting approved $300,000 to help fund the
renovation of 7 Oakland Street into 15 units of affordable housing for survivors of brain injury. In 2009,
the Town was awarded the Robert Kuehn Community Preservation Award for the adaptive re-use of 7
Oakland Street, now referred to as the `Douglas House'. SLI also owns the small building located at 9
Oakland Street and this FY2019 request seeks funds for the renovation and adaptive re- use of the
structure.
"The entire property, 7-9 Oakland Street, is located within the Battle Green Historic District and is listed
on the National Register of Historic Places. It was previously home to the Lexington Press and originally
housed M.H. Merriam & Company. Renovations will include an additional common area for residents,
additional meeting and office space for Douglas House staff and an expansion of the Wellness Center.
The total project cost is $425,000; SLI plans to use $200,000 from the CPA in conjunction with
foundation grants, private donations and contributions from SLI's Board of Directors."
(Brown Book X1-26)
Project (Description CPA Categ ��o Amount Funding
p Requested Source Committee Recommends
(e) Public Grounds Irrigation $60,000 GF
Improvements (Recreational Land) (FC) +
$100,000 $40,000 CPF Approval (6-0)
(Cash)
"FY2019 funds will be used for updates to the irrigation systems on public grounds. The proposed
updates will allow the irrigation to be more targeted on the turf areas while conserving water. The 2017
Annual Town Meeting approved an appropriation for similar upgrades to the Town's athletic fields. The
areas targeted in this FY2019 request include the Battle Green, Hastings Park, Emery Park, the Cary
Memorial Building grounds and the Town Office Building complex."
(Brown Book XI-22)
Project Description(CPA Category) Amount FundingRequested Source Committee Recommends
(f) Playground Replacement
Program—Bowman School $302,000 CPF (Cash) Approval (6-0)
Recreational Land
"This FY2019 request will fund the update and replacement of playground equipment and surfacing
behind the Bowman Elementary School and playfields. Proposed improvements will renovate and
rehabilitate existing safety surfacing and equipment so that the site will be in compliance with Consumer
Product Safety Commission (CPSC), American Society for Testing and Materials (ASTM) and the
American with Disabilities Act (ADA). A subsequent FY2020 request is anticipated for updates and
replacement of the play structure at the Bridge Elementary School."
(Brown Book XI-20)
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Project Description(CPA Category) Amount Funding Committee Recommends
Requested Source
(g) Athletic Facility Lighting $975,000 CPF (Cash) Approval (6-0)
Recreational Land
"The FY2019 request is for $975,000 to replace the existing lighting systems and structures with more
cost efficient fixtures and illuminants at the Center #1 Baseball Field, Center #2 Softball Field, Center
Basketball Courts and the Gallagher Tennis Courts. Funds will also be used to upgrade the lighting
system at the Irving H. Mabee Town Pool Complex. The current lighting system is outdated, requires
constant repair and does not operate efficiently. The installation of newer energy and cost efficient
systems will provide financial savings to the Town and allow for a safer environment in which to
participate in night activities."
(Brown Book XI-22)
This Committee initially had reservations about this project as the Athletic Fields could be the location of
a new high school or be needed during construction of a new high school. However, our concerns were
assuaged by reassurances from the School Committee and the Department of Public Facilities that the
proposed lighting work on this other side of Park Drive would not likely interfere with a future
high—school project. If, on the remote chance, that Fields #1 & #2 became part of the high—school
construction plans,the above-ground lighting infrastructure could be temporarily stored elsewhere.
Project Description(CPA Category) Amount Funding Committee Recommends
Requested Source
(h) Center Track and Field $2,829,000
Reconstruction(Recreational Land) CPF (Debt) +
$3,340,000 Approval (6-0)
$511,000 GF
Debt
"The Center Track area is one of the most heavily used facilities in Town. The existing track base is over
30 years old and the track surface was last re-coated in 2012, adding an additional 5-6 years to the life of
the track. The track currently presents tripping hazards and is unsafe to host organized programming. This
FY2019 request will completely reconstruct the track and provide for a complete renovation to the
athletic field. Funding will also provide for the installation of a new lighting system and the replacement
of existing bleachers and fencing.
"A natural grass/synthetic turf hybrid field is proposed for the new athletic field and will provide more
stability while looking, feeling and playing like a natural grass field. The reconstruction will allow for
allow for continued high use for a wide range of users and provide a safer and more comfortable track
surface."
(Brown Book XI-8 & 16)
This Committee initially had reservations about this project as the Center Track area could be the location
of a new high school, or be needed during construction of a new high school. However, these concerns
were overcome by the value of the track to the high-school athletic department and broader Lexington
community. The track cannot be resurfaced again and will be shut down within the next year if the
reconstruction doesn't occur. Additionally, the timing, location, and scope of the high-school project are
extremely uncertain. The proximal location of the Vine Brook to the Center Track reduces the chances
that it could become the permanent home of a new high school.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Project Description(CPA Category) Amount Funding Committee Recommends
Requested Source
(i) Old Reservoir Bathhouse Design Approval(6-0)
Recreational Land) $75,000 CPF (Cash)
"FY2019 funds will be used to complete a feasibility study for renovations to the Old Reservoir
bathhouse. The facility requires a complete renovation and the project entails repairing the plumbing
system and installing all new fixtures including showers, toilets, sinks and drinking fountains. The
recently completed Recreation and Facilities ADA Compliance Study identified areas of deficiencies
within the facility. The accessible walkway, built in 2000, has settled and buckled in places and requires
replacement. A rodent problem was also observed by staff and the renovation will ensure the safety and
well-being of those who utilize the facility. Based on the results of the feasibility study, the construction
phase of the project is scheduled for FY2020."
(Brown Book XI-22)
Project Description(CPA Category) Amount Funding Committee Recommends
Requested Source
(j) Lowell Street—Farmview
Affordable Housing Supplemental $1,400,000 CPF (Cash) Approve (6-0)
Funds (Community Housing)
"2014 Annual Town Meeting approved a total of$1,284,653 to be used by LexHAB for the development
of affordable housing at the former Busa Farm site off Lowell Street, a Town property acquired with CPA
funds in 2009. LexHAB intends to create six units of affordable housing, two of which will be fully
handicapped accessible. While the supplemental request for FY2019 is unknown at present, LexHAB
anticipates a final project cost will be received prior to Annual Town Meeting.
"Several factors necessitated the supplemental request. LexHAB is now required to comply with the
public bidding process, it plans to purchase solar panels instead of leasing them and the units will be
made fully accessible instead of just partially accessible. Construction costs have also increased since the
initial estimate."
(Brown Book X1-21)
The anticipated project cost is currently $2.7 million: Bid price is $2.4 million; architectural fees,
$100,000; legal and other expenses, $100,000; and a contingency of$100,000—all rounded amounts. The
primary driver of the need for additional funding is that is required to follow municipal bidding laws,
which require union labor and and prevailing wage—raising all the costs on all contractors and
subcontractors by about 30%. (Although LexHAB could use students from the Minuteman High School
to achieve a cost reduction, now their participation would be limited to working on a small fraction of the
project's cost, but it would be difficult to "divide out" that work.) LexHAB has a professional estimate
that indicates a $2.7 million project. That is the basis for the requested supplemental funding to the
previously approved funding.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Project Description(CPA Category) Amount Funding Committee Recommends
Requested Source
k) CPA Debt Service $2,314,516 CPF (Cash) Approval 6-0
(Brown Book Xl-16, Table VI)
CPA Debt Service
Wright Farm Acquisition $380,550
Community Center Acquisition $954,100
Cary Memorial Building Upgrades $838,400
Community Center Renovations $47,166
Center Track & Field Reconstruction $94,300
Total 2,314,516
(Based on CPC Presentation to Board of Selectmen, March 7, 2018)
The first four entries (totaling $2,220,216) are for already established obligations based on previous
financing of CPA projects. The last is for what would be an initial obligation (likely one Bond
Anticipation Note [BAN]) if that project were to be approved at this Annual Town Meeting. (Even if an
appropriation were to be approved for the last entry,the funds would only be used if a BAN were issued.)
Project Description(CPA Category) Amount Requested Funding Source Committee Recommends
(1) Administrative Budget $150,000 CPF (Cash) Approval (6-0)
(Brown Book Xl-18, Table VIII)
Of the request:
$50,000 is for the planning, legal, survey and appraisal work associated with the acquisition of
open space. Such funds will enable the Conservation Commission to complete the due diligence required
to prepare for a land acquisition. While other Town projects use "study monies"to investigate the benefits
of a particular project, the Conservation Commission does not have the advantage of this type of
lead-time. It must often act quickly to evaluate a property through legal, survey and appraisal work.
Without designating these funds for open space planning, the CPC's charge of allocating a portion of its
revenues to open-space preservation would be hindered.
The remaining $100,000 funds administrative, legal, membership, and advertising expenses.
Included are funds for a year-round, 3 days/week, administrative assistant (the Town's GF covers the
other 2 days) and $7,900 for membership in the Community Preservation Coalition, a Statewide,
non—profit, organization working on behalf of communities who have adopted the CPA.
If any of these appropriated Administrative Budget funds are not required by the end of the fiscal year,
then that balance will become part of the Undesignated Fund Balance and, thus, part of the CPF's total
amount available for later appropriation.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
The following shows the past use of each year's appropriation for the Administrative Budget.
Use of the CPA Administrative Budget
Amounts (rounded)
Fiscal Appropriation Percentage Returned to
Year Each Year Used Used the CPF
2007 $25,000 $926 4% $24,074
2008 $50,000 $45,495 91% $4,505
2009 $75,000 $75,000 100% $0
2010 $81,270 54% $68,730
2011 $52,784 35% $97,216
2012 $78,955 53% $71,045
2013 $96,577 64% $53,423
2014 $150,000 $77,490 52% $72,510
2015 $121,911 81% $28,089
2016 $61,844 41% $88,156
2017 $54,871 37% $95,129
Total $1,350,000 1 $747,123 55% $602,877
Article 11:Appropriate Funding
Funds Requested Committee Recommends
for Westview Cemetery Source
Building Construction GF (Debt)with debt
service funded from
$3,040,000 Sale of Cemetery Disapproval (6-0)
Lots Special Revenue
FundF
"FY2019 funds are requested to construct a new building on the Westview Cemetery grounds. The
current building serves as the cemetery office, meeting area for grieving families and work space for
maintenance staff. An FY2016 appropriation funded an assessment of the current building and operations
and an FY2018 appropriation was used to hire an architect to design and engineer the building on the
Westview Cemetery grounds. The Department of Public Works and the Architect have been working
closely with the Department of Public Facilities to determine the best long-term solution for the building.
This funding request has been based on the FY2018 design and engineering funds.
"The only significant upgrade to the building in the last 15 years has been the installation of a new roof.
The current facility has deteriorated and needs to be brought up to code. Limited space does not permit
private space for grieving families and the maintenance area lacks adequate space for all equipment to be
stored indoors. The renovation or expansion of the building will enhance the cemetery operation by
providing a welcoming and private space for families and visitors and provide staff with more efficient
and adequate office space, storage space and maintenance space. It is expected that a full set of design
specifications and documents will be completed in the near future at which time the construction phase of
the project can go out to bid."
(Brown Book XI-11)
Although consideration was given to both renovation and expansion,the BoS ultimately decided that a
new building was the proper course to take—and this Committee concurred. The design is almost
complete, and the project is expected to go out to bid this spring.
While this Committee supports the need for a new building, based on the information provided at the time
of this report, this Committee believes it is premature to be appropriating construction funds. The
primary objection is that while progress has been made toward the completion of Design Development,
the project's cost estimate is only at Schematic Design—a stage that history has shown is far more often
than not an inadequate definition for knowing a realistic construction cost estimate. Although the prior
funding is reported as being sufficient to carry the project through Design Development and
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Construction/Bid Documents, it is the final evolution of the design and a later cost estimate that provides
a credible—albeit never guaranteed—basis for a construction-cost estimate upon which to base
construction funding. The compressed phased funding for this substantial building project is considered
an unorthodox approach.
If the information that we have identified as needed for construction funding should be made available
before Town Meeting debates this Article, this Committee would readdress its position.
Article 12:Appropriate Funding
Funds Requested Committee Recommends
for Lexington Source
Children's Place GF (Proposition 21/2-
Construction $11,997,842 Excluded Debt) Approval(6-0)
"Lexington Children's Place (LCP), the pre-kindergarten program for Lexington Public Schools, has
outgrown its current location in the Harrington school. The School Committee has identified the property
at 20 Pelham Road as the preferred location for a new LCP facility. An appropriation at the 2017 Annual
Town Meeting provided funds for design and construction documents for a new pre-school at 20 Pelham
Road. An additional appropriation of $2,500,000 at Special Town Meeting #2 in October of 2017
provided funding to complete the design and begin site work including demolition of an existing
structure. The FY2019 request will fund the remaining site work and construction of the new facility."
(Brown Book X1-15)
Article 13:Appropriate Funding
for 45 Bedford Street Funds Requested Source Committee Recommends
Fire Station
Replacement $18,820,700 GF (Proposition 2Y2- Approval(6-0)
Construction Excluded Debt)
"2017 Annual Town Meeting appropriated$450,000 for design of a new Fire Headquarters at 45 Bedford
Street. An additional $676,300 was appropriated at 2017 Special Town Meeting #2 in October 2017 to
progress the project through construction documents. The FY2019 request will fund the remaining project
costs including demolition of the existing building at 45 Bedford Street, construction of the new Fire
Headquarters and related site work and signalization improvements."
(Brown Book XI-15)
Article 14:Appropriate Funding
Funds Requested Committee Recommends
for Police Station Source
Rebuild—Design GF (Candidate for
$1,862,622 Proposition 2% Approval(6-0)
Excluded Debt)
FY2019 funds will provide design and engineering costs for the Police Station rebuild at its current
location. The existing police station opened in 1956 and lacks many basic amenities of a modern police
facility. The building does not have an elevator or a sally port for prisoner access to the cell block. It also
lacks a fire sprinkler system. The indoor firing range, locker rooms, garage and office spaces are
inadequate. Bathrooms on the basement and second floor levels are not ADA compliant. The heating and
cooling systems are inefficient and the building is served by two separate electrical systems which cause
problems during outages. A subsequent request for construction funds is anticipated in FY2020."
(Brown Book XI-9 & 15)
This funding will complete all the design and the documentation needed to be ready to put the project out
to bid when a subsequent Town Meeting appropriates the construction funding
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Article 15:Appropriate Funds Requested Funding Source Committee Recommends
for Recreation Capital Recreation &
Projects (Pine $60,000 Community Approval(6-0)
Meadows Equipment) Programs EF (RE)
"This request will fund the purchase of a new lawn mower, bunker rake and spreader. The new equipment
will replace existing equipment which have all exceeded their useful lives. Greens are mowed on a daily
basis throughout the golf season and sufficient equipment is needed to properly set up a golf course and
provide superior playing conditions on a consistent basis throughout the year. Past and future success at
Pine Meadows can be attributed to the ongoing investment in golf course infrastructure and equipment to
maintain the eighty eight acres of property. The new equipment will ensure proper maintenance of the turf
and bunkers, improved pace of play and superior playing conditions."
(Brown Book XI-22)
Article 16:Appropriate for Funding
Funds Requested Committee Recommends
Municipal Capital Source
Projects and Equipment
$10,673,296 $4,339,500 GF (Debt)
($9,699,500 to be + $29605,000 GF
(Free Cash)+
appropriated) $2,600,000 GF (Cash)
See Below
+ $973,796 Chapter
90 + $105,000 Water
EP RE+ $50,000
TMOD SF
Project Description Amount Funding Committee Recommends
Requested Source
$75,000 GF
(a) Hydrant Replacement Program $150,000 (Free Cash) + Approval (6-0)
$75,000 Water
EF (RE)
"This is an ongoing replacement program designed to maintain the integrity of the fire protection system
throughout town. Faulty hydrants need to be replaced to meet safety requirements. A list of hydrants
needing replacement is generated each year during the annual inspection and flushing of hydrants by the
Water and Fire Departments. Based on discussions between the two departments, the target goal is to
replace approximately 60 hydrants per year at a cost of$2,500 per hydrant. The Town of Lexington has
1,200 fire hydrants in its fire protection system; a total of 441 hydrants have been replaced."
(Brown Book XI-23)
It is our understanding that the Department's latest working estimate of the total number of hydrants is
1,500, and that it is currently updating its hydrant database by undertaking a survey of actual hydrant GPS
locations.
Project Description Amount Funding Committee Recommends
Requested Source
(b) Storm Drainage Improvements $340,000 GF (Free Approval (6-0)
and NPDES Compliance Cash
"This is an annual request to replace and supplement existing drainage structures, issues typically
uncovered during roadway related construction activity. Funds will also be used for continued compliance
with the Environmental Protection Agency (EPA) Phase 11 regulations which help improve the water
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
quality of Lexington's streams and ponds. $70,000 is estimated for compliance with the construction
related portions of the National Pollutant Discharge and Elimination System (NPDES) minimum control
measures as mandated by the EPA in the storm water general permit. An estimated $270,000 will be used
to repair/replace drainage structures encountered during road construction, repair other drainage areas of
concern in the town and improve storm water issues discovered during NPDES investigation work. Areas
of drainage concern that are under investigation and analysis include the Oxbow/Constitution Road area,
Wildwood Road/ Wood Street area, Augustus Road area and Webster Road area. Illicit discharge
detection has been ongoing in the Vine Brook and Mill Brook areas where contamination has been
identified. The pre-emptive repair of existing drainage structures will reduce damage to structures
themselves, existing pavement and private and public property."
(Brown Book XI-23)
More information about this project is in the section titled Programs, Public Works, Stormwater
Drainage and the NPDES, on Page 24.
Project Description Amount Funding Committee Recommends
Requested Source
(c) Comprehensive Watershed GF (Free
Stormwater Management Study and $390,000 Cash) Approval (6-0)
Im lementation
"DPW, Engineering and Conservation collaborate on this annual capital request which addresses
drainage/brook management issues. The request funds the continuing design and implementation of
watershed plans and the construction of priorities established in those plans. Staff has reviewed three
watershed plans already completed (Charles River, Shawsheen River and Mystic River) and developed a
prioritization schedule with built-in flexibility pending unforeseen changes. Requested funding will be
used to move forward with those prioritized areas. Pleasant Street drainage has been completed and the
Whipple Brook area design is ready for permitting and expected to go to construction in calendar year
2018. Significant progress has also been made in the evaluation of the Valleyfield area. Long- term
benefits of the program include prevention of property damage, reduction in liability and overall
improvement to the health of Lexington's waterways."
(Brown Book XI-23)
More information about this project is in the section titled Programs, Public Works, Comprehensive
Watershed Stormwater Management Systems on Page 25.
Project Description Amount Funding Committee Recommends
Requested Source
(d) Townwide Culvert Replacement $390,000 GF (Free Approval (6-0)
Cash
"This request is part of an ongoing program to replace culverts that are at or near failure. Of the funding
requested, $250,000 is estimated for construction costs necessary for culvert replacement, $65,000 is for
design, permitting and bidding and the remainder is for contingency. On-going culvert inspections
continue to reveal a need for the replacement program as many older culverts are failing. This program is
a companion effort with the ongoing Watershed Management Plan. The Oxbow/Constitution Road area is
undergoing preliminary evaluations. Detailed design evaluation is complete for Valleyfield and Waltham
Street at Clematis Brook; planning, final design, permitting and construction will follow. Proactive
replacement of townwide culverts prior to failure will allow for proper design considerations and funding
while also minimizing the impact to residents through unexpected road closures and flooding."
(Brown Book XI-24)
More information about this project is in the section titled Programs, Public Works, Culverts on Page 25.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Project Description Amount Funding Committee Recommends
Requested Source
(e) Center Streetscape Improvements N/A N/A Indefinite Postponement
Design 6-0
"This project aims to improve the center sidewalk, streetscape and circulation with a focus on pedestrian
safety and accessibility. Past funding has allowed the design to progress to 25%. An FY2015 request of
$600,000 provided funding to complete the design and develop plans and specifications necessary for
bidding the project. The plans are being revised based on recommendations from the Center Streetscape
Ad-Hoc Committee and Board of Selectmen. This will result in redevelopment of the 25%plans and will
include the assistance of additional professionals including historians, irrigation consultants, lighting
consultants and tree consultants. The project will then be furthered to 100%plans and specifications ready
for bidding. This FY2019 request encompasses the additional design funding necessary to meet these
goals. Construction funding is expected to be phased and will be adjusted as plans are finalized and
phases are clarified."
(Brown Book XI-24)
The previously proposed funding ($450,000, GF (Free Cash) was to take the project to 100% design from
the current 25% design that has been revised to address the adopted, revised, design decisions. However,
as that 25% design has not been thoroughly vetted and the approach to be taken on the improvement to
the Massachusetts Avenue/Woburn Street intersection (a major component of the project) has not been
determined, this request will be Indefinitely Postponed. Further, it has been decided to remove the
improvement of that intersection from this project and deal with it as a standalone project—which is
likely to be deferred for several years.
Project Description Amount Funding Committee Recommends
Requested Source
(f)Automatic Meter Reading System N/A N/A Indefinite Postponement
6-0
"An FY2018 appropriation provided funding to contract with a firm to evaluate the existing meter
equipment for compatibility with an Automatic Meter Reading (AMR) system. The goal of the program is
to install a Town-wide radio read system that will provide the ability to read meters remotely. The AMR
system is comprised of an endpoint of meter transmitters, optional repeaters and the base station receiver.
The implementation of the program is proposed in three phases. The FY2019 appropriation will fund
transmitters in water section one and the installation of base stations. This will provide the Town with
more frequent meter readings to improve the billing process. Future year requests will provide the same in
sections two and three."
(Brown Book XI-12 & 13)
The 2017 ATM, Article 12(b), appropriated $40,000 of study money; however, this Committee has not
seen the results of the study and therefore a justification for the project. A draft of the report on that study
has been received, but Town staff is still reviewing it and the final report will not have been received and
vetted, including with the Board of Selectmen and this Committee, in time for presentation to this Town
Meeting. Therefore,this request will be Indefinitely Postponed.
Project Description Amount Funding Committee Recommends
Requested Source
(g) Sidewalk Improvements $800,000 GF (Debt) Approval (6-0)
"This request seeks funds to rebuild and/or repair existing sidewalks that are in poor condition. DPW (in
conjunction with various committees and town departments) generates a list each year of sidewalks most
in need of repair/replacement, based on four determining factors:
1) Is the sidewalk unsafe for travel due to trip hazards, defects, etc.
2) Is the sidewalk within the Safe Routes to School Program
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
3) is the volume of pedestrian traffic heavy, light or average
4)is the general condition of the sidewalk poor, fair or good which dictates treatments
such as full reconstruction, overlay or patching
"DPW successfully completed a sidewalk condition survey in early 2015 with the help of an engineering
firm, Fay, Spofford& Thorndike and is currently working from the priority list that was compiled by the
report. Sidewalks considered for FY2019 funding include:
• Winchester Drive from Lowell Street to the Town Line,
• Massachusetts Ave. from Fottler Ave. to Ellen Dana-North Side,
• Oak Street from Massachusetts Ave. to Baker Ave.,
• reconstruction of ramps town-wide,
• Hibbert Street from Massachusetts Ave. to end,
• Carriage Drive from Grove Street to John Benson Road,
• John Benson Road from Skyview Road to Carriage Drive,
• Coach Road from Carriage Drive to Volunteer Way,
• Grove Street from Carriage Drive to McKeever Drive,
• Birch Hill Lane from Lincoln to end, and
• Gould Road from Grove Street to Turning Mill Road.
The following table present the resent history of Sidewalk appropriations:
FYI FYI FY14I FYI FYI FY17 FYI
$ 200,000 $ 300,000 $ 400,000 $ 400,000 $ 600,000 $ 600„000 $ 600,000
”
Does not include $200„000 of a $600,000 appropriation that was designated for the construction of a
Hartwell Avenue mixed use path.
(Brown Book XI-7)
The Town's current practice is separately to request funding for sidewalk work in four categories: for the
existing residential network, for new residential sidewalks, for the CBD, and for non-CBD commercial
districts. It should be noted that the FY2016 entry in that funding history doesn't acknowledge that of the
$600,000, $120,000 was used for two, new, residential sidewalks, $50,000 for the Community Center
Sidewalk, and $10,000 for work at the Bikeway Bridge. Therefore, as was done for FY2014 when there
was an earlier diversion,the history amount for FY2016 was actually$480,000.
The preliminarily proposed work using FY2019 funding would total more than 15,000 linear feet, and
includes design(as needed), as well as reconstruction of existing sidewalks in residential areas.
More information about this project is in the section titled titled Projects, Public Works, Sidewalks on
Page 21.
This Committee applauds that the funding request is in the range of the earlier-explained
recommendation by our sidewalk consultant (now BETA) to require, in current year dollars, $750,000
just to maintain current conditions and$825,000 to enhance both quantity and quality.
Project Description Amount Funding Committee Recommends
Requested Source
$1,039,500 GF
(h) Equipment Replacement $1,069,500 (Debt)+ Approval (6-0)
$30,000 Water
EF RE
"This is an annual request to replace equipment that is beyond its useful life and whose mechanical
condition no longer meets the requirements of the Department of Public Works (DPW). The DPW has an
inventory of 146 pieces of equipment including sedans, hybrid SUVs, construction vehicles and
specialized equipment used to mow parks, plow snow, repair streets and complete a variety of other
projects. Without regular equipment replacement, the efficiency and cost effectiveness of the DPW's
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
operations would be handicapped due to equipment down time and excessive repair costs. The FY2019
request, by funding source, is shown in the table below.
"Each piece of equipment is inventoried with original and current replacement cost, state of condition and
replacement time interval. Replacement intervals vary from five to 25 years and are based on
manufacturer recommendations and use(type and duration).
"The selection of vehicles to be replaced begins with the proposed replacement date. Then each vehicle is
assessed as to its mechanical condition and work requirements. The systematic replacement program
defines what equipment is expected to need replacement during the next five years with the intent of
preventing any unexpected emergency purchases. Annual updates are conducted by the Road Machinery
Division, Division Superintendents and reviewed by the Manager of Operations and Director of Public
Works."
Water
Retained
Equipment GF Debt Earnings Total
F450 Utility 'Truck-Public GrOUnds $ 107,000 $ 107,000
Medium Duty Hook Loaner-Public Grounds 165,000 $ 165,0010
F450 Dumi)Trucks(2)-Putft grounds $ 214,040, $ 214,000
Utility Trailers- Public Grounds 40,000 40„000
Water Valve Turner-Water Dimsion $ 30,000 $ 30,0010
5 Wheel Hook Loader with Wing Plow ind Spreader-Snow Ops. $ 275,000 $ 275,000
Salt Spreader- Snow Ops. $ 73,500 $ 73,50
Bombardier Sidewalk Tractor with Snow Slower-Highway $ 165,000 $ 165,000
Total $1,039,500 30,000 $1,069,500
(Brown Book XI-7 &24)
The Water Valve Turner is an automated valve turning device that is used to test and exercise
below—street water valves. It has the capacity to automatically count the number of turns needed for each
different water valve in Town, and to measure the necessary torque applied.
More information about this project is in the section titled Programs, Public Works, DPW Equipment on
Page 26.
Project Description Amount Funding Committee Recommends
Requested Source
(i) Townwide Signalization $1,100,000 GF (Debt) Approval (6-0)
Improvements
"This is an annual request that seeks funds to update traffic and pedestrian signals in Lexington. A signal
inventory and compliance study has been completed which includes ADA compliance, condition
assessment, signal timing, delays and priority recommendations. FY2018 funds were used to implement
issues identified by the Transportation Safety Group (TSG). The design at the intersection of
Massachusetts Ave. at Worthen Road has progressed to 25% design and is currently moving toward
100% design. This FY2019 appropriation is anticipated to be used for the construction of those
intersection improvements, including geometric improvements, full replacement of the traffic control
equipment, signals, mast arms and opticom. The ongoing improvements will improve vehicle safety,
prevent equipment failure, improve traffic flow, decrease energy consumption and allow for proper
accessibility.”
(Brown Book XI-8)
The increase from the usual, annual, funding of$125,000 reflects that a reconstruction of the Worthen
Road/Massachusetts Avenue intersection is also being funded.
More information about this project is in the section titled Programs, Public Works, Townwide Signal
Improvements on Page 22.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Project Description Amount Funding Committee Recommends
Requested Source
0)Pelham Road Sidewalk and $1,400,000 GF(Debt) Approval (6-0)
Roadway Improvements
"This project proposes to install a new sidewalk and replace the existing short section of sidewalk on
Pelham Road from Massachusetts Ave. to the Town-owned facility at 20 Pelham Road. FY2019 funding
will also be used to improve the sight distance at the intersection of Pelham Road and Massachusetts Ave.
The proposed work includes ancillary improvements at these locations that include drainage installation
and upgrades, road reconstruction, curbing, pavement markings, etc. A prior Town Meeting appropriation
is available to design the project and prepare bid documents. The sidewalk portion of the project is
estimated to cost $1,000,000 and the intersection improvements are estimated to cost approximately
$400,000. Funding will provide for improved access and walkability along Pelham Road, specifically to
the Town-owned facility."
(Brown Book XI-9)
Project Description Amount Funding Committee Recommends
Requested Source
(k) Street Improvements $3,573,796 $2,600,000 GF
(2,600,000 of (Cash)+
which is to be $973,796 Approval(6-0)
appropriated) I Chapter 90
"This is an annual request for the street resurfacing and maintenance program. In addition to the
$2,600,000 appropriated from the tax levy, $973,796 of Chapter 90 funds will be utilized. (Chapter 90
funding is based on Lexington's most recent allocation and on the current state allocation of$200 million
statewide). Funds will be used for design, inspections, planning, repair, patching, crack sealing and
construction of roadways and roadway related infrastructure including repair and installation of
sidewalks. A preliminary list of the streets to be repaired under this article is currently being developed. A
pavement management system is utilized to assist in analyzing the road network and selecting roadways
for repairs. This funding will allow for the proper improvements and repair of Lexington's streets and
sidewalks,increasing their quality and safety...."
(Brown Book XI-24)
The State's Chapter 90 funding does not need to be appropriated.
This Committee welcomes that the total funding has not dropped from the $3,500,000 amount provided
for in FY2018—which makes the FY2019 request the 5'h year in a row above the$3,000,000 level that the
Town's roads consultant (BETA) has recommended as the amount needed to bring the average road
conditions fully to the `Routine Maintenance"level.
More information about this project is in the section titled Programs, Public Works, Roads on Page 20.
Project Description Amount Funding Committee Recommends
Requested Source
TMOD
(1) Hartwell Area TMOD Plan Update $50,000 Stabilization Approval (6-0)
11 Fund
"This is a request to update the Planning Board's Traffic Mitigation Plan for the Hartwell Avenue
Transportation Management Overlay District (TMOD). The Traffic Mitigation Plan is a critical part of
justifying mitigation payments from private development in the area. The creation of the Overlay District
and its associated traffic fund was approved by Town Meeting in 2009 and the TMOD was approved in
2010. $50,000 is requested in FY2019 in order to update the current plan which will more accurately
reflect improvements that the Town has implemented and zoning changes that are currently being pursued
in the area."
(Brown Book X1-21)
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Project Description Amount Funding Committee Recommends
Requested Source
(m) Transportation Mitigation $100,000 GF(Free Cash) Approval (6-0)
"This annual capital request is to support the ongoing work of the Transportation Safety Group (TSG).
The TSG is staffed by the Planning, Engineering, School and Police Departments. These FY2019 funds
are proposed for evaluation and development of construction cost estimates for future capital requests and
to fund the design and construction of smaller scale safety- related projects. Between FY08 and FYI 1,
Town Meeting appropriated funds to collect data, perform analyses, review citizen requests and
recommendations for various townwide transportation improvements in support of the Traffic Mitigation
Group (dissolved in 2012 and later reconstituted as the TSG). Due to an increase in the number of citizen
requests received over the past few years, the TSG seeks to continue this funding for FY2019 and
anticipates the need to be ongoing in order to ensure that transportation safety remains a critical part of
Lexington's quality of life."
(Brown Book XI-21)
Project Description Amount Funding Committee Recommends
Requested Source
(n) Municipal Technology 000 GF (Free
Improvement Program $200, Cash) Approval (6-0)
"This FY2019 capital request is part of a multi-phase program to enhance the Town's network storage
capabilities. Previous appropriations have funded the initial installation and subsequent expansion of
server area network (SAN) equipment in the server rooms at both the Town Office Building and 201
Bedford Street. These appropriations also funded the purchase of necessary software to assist with file
storage, archiving and discovery. The FY2019 request will fund the replacement of an end-of-life (EOL)
blade chassis and servers, additional disk based storage and backup storage. The need for the equipment is
driven by rapidly growing data sets and unstructured files due to email archiving requirements under State
Public Records Laws. This capital will provide the ability to continue to support the Town's application
and storage needs."
(Brown Book XI-25)
Project Description Amount Funding Source Committee Recommends
Requested
(o)Application
Implementation $390,000 GF (Fee Cash) Approval (6-0)
"This capital project is for large application migrations and implementations. The initial focus of the
project will be to maximize the value of existing applications through the addition and adoption of
features and modules. FY2019 funding will be used to invest in additional modules and services for the
MUN1S financial software and for the acquisition and installation of vehicle sensors and trackers for
DPW vehicles.
"The MUNIS financial system's chart of accounts was developed over 10 years ago and currently creates
accounting issues and inefficiencies. Funds will be used to correct the issues and optimize the system.
FY2019 funds will also be used to purchase and install automatic vehicle locations systems for DPW
vehicles. This technology will track a vehicle's movement and activity to allow for DPW operations to
better manage plowing,treatments and road maintenance. It will also provide real-time uploads of critical
diagnostic data to better manage vehicle repairs and service."
(Brown Book XI-25)
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Project Description Amount Funding Committee Recommends
Requested Source
(p)Network Core Equipment 000 GF (Free
Replacement $350, Cash) Approval (6-0)
"The purpose of this multi-year capital funded project is to replace aging equipment or add new
equipment to the Town's core voice and data network. During FY2017 and FY2018, the Town completed
network and cybersecurity assessments. Those assessments provided targeted recommendations for
changes in the network. This FY2019 capital request is for replacement of the EOL existing equipment
and the addition of the equipment recommended in the recent assessments. In addition to the replacement
hardware and the new hardware, this request covers the services for the network reprogramming,
installation of the equipment and the addition of software to address network and security monitoring and
management needs."
(Brown Book XI-25)
Project Description Amount Funding Committee Recommends
Requested Source
(q)Public Safety Radio Console 000 GF (Free
Re lacement $370, Cash) Approval (6-0)
"This request is for the replacement of the radio console and equipment in the Public Safety Dispatch
Center which is used to transmit and receive communications for the Police and Fire Departments, Public
Works and mutual aid agencies via the Metro Fire network and the Greater Boston Area Police
Emergency Ratio Network (PAPERN). The current equipment is approaching 15 years old and the
maintenance contract will no longer be renewed by Motorola. These FY2019 funds are proposed for the
purchase and installation of four dispatch consoles including software and hardware."
(Brown Book XI-21)
Article 17:Appropriate Funding
Funds Requested b Committee Recommends
for Water Distribution Source
System Improvements
$1,000,000 Water EF (Debt) Approval(6-0)
This is an annual program that replaces unlined, inadequate, aged and vulnerable water mains,
deteriorated service connections and eliminates dead ends in the water mains. Water main replacement
has been completed on Massachusetts Ave. (from Pleasant Street to Marrett Road) and at the Woburn
Street intersection. The installation of a pressure sustaining valve in the Grove Street area is also
complete, allowing for proper pressures in the area. To-date, both a hydraulic model for the entire
distribution network and an asset management plan are near completion. The model will help evaluate the
Town's water break history and its relation to pipe type and age. Combined with the replacement of the
remaining unlined water mains, the model will help create a long-term capital plan and ensure a proactive
approach for keeping Lexington's water both safe and reliable."
(Brown Book XI-12)
More information about this project is in the section titled Programs, Public Works, Water Distribution
System on Page 23.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Article 18:Appropriate Funds Requested Funding Source Committee Recommends
for Wastewater System
Improvements $1,800,000 wastewater EF Approval(6-0)
(Debt)
Project Description Amount Funding Committee Recommends
Requested Source
(a) Sanitary Sewer System $1,000 000 Wastewater EF Approval (6-0)
Investigation and Improvements (Debt)
"This is an annual program that provides for rehabilitation of sanitary sewer infrastructure. Work will
include replacement or repair of deteriorated sewers, force mains and manholes in order to improve flow
and reduce inflow and infiltration into the system. Engineering investigation and evaluation will continue
on sewers throughout town, including those in remote, hard to access areas. A significant lining project is
under construction in the Dunback Meadow area and the Bow Street area, expected to be completed this
winter. Future rehabilitation is anticipated in sewer basins 2, 11 and 12 and investigations in basins 6, 7
and 10 will be performed next. These capital investments improve the operation of the sewer system,
reduce backups and potential overflows, prevent system malfunctions and reduce the measured flows
through the MWRA meter."
(Brown Book X1-13)
More information about this project is in the section titled Programs, Public Works, Wastewater System
on Page 23.
Project Description Amount Funding Committee Recommends
Requested Source
(b) Pump Station Upgrades $800,000 Wastewater EF Approval (6-0)
(Debt)
"This is an ongoing program to upgrade Lexington's ten sewer pumping stations. A 2013 evaluation and
capital plan was developed for the Town with the assistance of Wright-Pierce, including a detailed
engineering survey of the pump stations. The survey helped determine current and future needs, timetable
and probable costs for the proposed work. The Worthen Road pump station has been bid and is currently
under construction. Both the Marshall Road and Constitution Road pump stations are in the design phases
and construction is expected to commence in 2018. FY2019 funds are expected to be utilized for the
Marshall Road Pump Station. It is anticipated that the Hayden Ave. pump station will be the next to go to
design. (Stations are constantly monitored and schedules adjusted to meet more urgent needs). The goal
of this program is to upgrade all the pumps and support systems to enable better energy efficiency and
avoid emergency expenditures."
(Brown Book X1-13)
More information about this project is in the section titled Programs, Public Works, Wastewater System
on Page 23.
Article 19:Appropriate Funds Requested Funding Source Committee Recommends
for School Capital
Projects and $1,715,300 GF (Debt) Approval(6-0)
Equipment
"This request addresses the District's strategic goal for enhancing the capacity to utilize technology as an
instructional and administrative tool. The request will increase student access to devices to allow for
innovative learning methods that integrate supportive technologies, problem-based approaches and higher
order thinking skills.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
This capital improvement project for FY2019 would provide funding for the following:
Tech Workstations—$252,000 is requested to replace mobile devices (iPads and Chromebooks) for
teachers, students and staff. Laptops for existing teachers will be replaced and laptops for new staff will
be purchased.
1:1 Middle School Program—$204,600 will fund the replacement of iPads with Chromebooks for one
grade level.
Elementary Mobile Devices—$177,600 will purchase additional carts of Chromebooks for Bowman,
Bridge, Estabrook, Hastings and Harrington Elementary Schools. It will also fund the purchase of a
Chromebook cart for the media center at the Fiske Elementary School and additional district computer
carts.
PI at LKS—$412,500 will begin implementation of a 1:1 device program at LHS for two grade levels.
STEM/Computer Science—$27,600 will purchase Kibo robotic kits for all elementary schools and Sphero
robot kits for middle schools.
Upgrade District and Building Network Infrastructure—$350,000 will (1) upgrade infrastructure to
support the 1:1 program and handle increase in devices at the K-8 level, (2)replace switches and wireless
access points that have reached the end of their useful lives at Harrington, Clarke and Diamond, (3)
implement a wireless project at the Central Office to bring enterprise level wireless access, and (4)
purchase equipment to prepare for bandwidth increase from 1GB to a minimum of 5GB for increased
device counts.
Interactive Projector/Whiteboard Units—$216,000 is requested to replace 6 projectors in each school, or
54 total. This equips buildings with either a touch-activated interactive system with a new ceramic
whiteboard and speakers, or an interactive TV. The replacements will begin with the oldest model per
school until all systems are within a 4-year window with all of the same functionality.
Server/Storage Infrastructure—$75,000 will upgrade the current virtual environment to keep up with the
needs of the district and online testing."
(Brown Book XI-10)
In the past this Committee has requested that the LPS provide a 3-5 year plan for technology capital
needs for replacement and sustainment, and expansion of capabilities along with associated estimated
costs, rather than assume a flat funding profile. The back-up to this request included a full 5-year plan
with costs and this Committee commends the LPSfor that.
Article 20:Appropriate Funds Requested Funding Source Committee Recommends
for Public Facilities
Capital Projects $1,185,245 GF
(Free Cash)+
$544,500 GF (Debt)
+ $198,893 GF
$2,223,438 (Cash)+ $250,000 See Below
R&CP EF (RE)+
$44,800 PEG
Special Revenue
Fund
More information about many of these projects is in the section titled titled Programs, Public Facilities
on Page 28.
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Project Description Amount Funding Committee Recommends
Requested Source
(a) Selectmen's Meeting Room PEG Special
High Definition Broadcasting $44,800 Revenue Fund Approval (6-0)
,Upgrade
"FY2019 funds will be used to upgrade the broadcast equipment in the Selectmen's Meeting Room in the
Town Office Building. The new equipment will allow for high definition (HD) broadcasts of meetings, a
technology which outperforms the current, standard broadcast signal. The HD technology will improve
the broadcast for viewers and prevent irregularities and subpar performance."
(Brown Book XI-22)
Project Description Amount Funding Committee Recommends
Requested Source
(b) Public Facilities Bid Documents $100,000 GF (Free Approval (6-0)
Cash
"This is an annual request for funding of professional services to produce design development,
construction documents and/or bid administration services for smaller school projects in anticipation of
requests for construction funding at town meeting that have a high probability of approval. This will
ensure that the projects can be completed in the then- current construction season, which is particularly
important for the timely completion of such projects given the short window between the end of school in
June and the beginning of school the following August."
(Brown Book XI-18)
Project Description Amount Funding Committee Recommends
Requested Source
(c) Facility and Site Improvements $361,890 GF (Free Approval (6-0)
Cash
Project Description Amount Funding Committee Recommends
Requested Source
(1) Building Flooring Program $125,000 GF (Free Approval (6-0)
Cash)
"Initiated in FY2011, this is an annual request for funds to be used for the replacement of flooring
systems in municipal and school buildings. The FY2019 request will be used for continuing
replacements in the Cary Memorial Library's reading rooms. The goal of this program is to ensure
floor surfaces remain clean and safe for all users."
(Brown Book XI-18)
Project Description Amount Funding Committee Recommends
Requested Source
(2) School Paving Program $236,890 GF (Free Approval (6-0)
Cash)
This capital request provides `as needed' replacement of sidewalks, bus loops and parking areas
on school grounds. The FY2019 request will specifically fund spot replacement at the Harrington
Elementary School where walking conditions have caused safety issues for pedestrians walking to
the school. Extraordinary repairs for school paving areas are necessary to maintain parking and
pedestrian surfaces in a condition suitable for public safety and Safe Routes to School."
(Brown Book XI-20)
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Project Description Amount Funding Committee Recommends
Requested Source
(d) Public Services Building GF (Free
Vehicle Storage Area—Floor $157,000 Cash) Approval (6-0)
Drainage System
"Exposure to salt, grime and residual from petroleum products has caused deterioration of concrete
around the floor drain system in the vehicle staging prep area in the Public Services Building. This
FY2019 request includes the analysis, design and repair of the floor drain system. Once design is
complete, the work will include the removal of the drain grates, selective demolition of the adjacent
concrete, installation of new frames and gate, new concrete and sealing of the floor. The failed drainage
grate system has become a hazard and could cause harm to employees walking and driving in and around
the drain system. These repairs will help isolate the damage and preserve the remainder of the floor."
(Brown Book XI-19)
Project Description Amount Funding Committee Recommends
Requested Source
(e) Municipal Building Envelopes $198,893 GF (Cash) Approval (6-0)
and Systems
"This ongoing capital request, originally approved for funding in the 2006 Proposition 2% Override,
includes repair/replacement projects for the maintenance and upgrade of municipal buildings and systems.
The FY2019 request seeks $198,893 of funding for continued implementation of extraordinary repairs to
the foundation and original drainage system of the Town Office Building. The Town Office Building
experiences ongoing water infiltration issues in the basement level due to holes, voids and failed seals
through the existing foundation walls. Conditions are further exacerbated by oversaturated soil from
storm water run-off due to roof and site grading conditions. This project would secure the health of
occupants who utilize the basement area and repair ongoing foundation deterioration."
(Brown Book Xl-19)
Project Description Amount Committee
Requested Funding Source Recommends
(f) Community Center Campus $250,000 Recreation &
Expansion—Design
Community
Disapproval(0-6)
Programs
EF (RE)
"This FY2019 request is for the schematic design associated with the expansion of the Lexington
Community Center campus and is the first phase of a proposed three-phased project. The Community
Center opened its doors to the public on July 6, 2015 and during the first two years of operation the
response from the community has exceeded the expectations as approximately 8,000-10,000 people come
to the Community Center each month. With the support for and interest in the Community Center being
so favorable, the current level of programming is at capacity for many of the service areas. The expansion
will enable the Recreation Department to increase the current recreational program offerings and build on
the strong foundation that has been established at the Community Center.
"The schematic design phase will utilize the campus site plans that DiNisco Design provided the Town in
August 2017, and will examine and determine the most appropriate location of the Community Center
expansion. This phase will also identify the various features and amenities to be incorporated into the
expansion including features such as a regulation size gymnasium, stage, cafeteria with a commercial
kitchen, large multi-purpose rooms and locker rooms. With this expansion, the Community Center would
be able to offer dynamic, versatile recreational programming for people of all ages and abilities."
(Brown Book XI-19)
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
The Committee supports the need for additional program space. However, the request for schematic
money has only been introduced to the budget process this year without any thought to sequencing
against other large capital projects and priorities.
While this Committee recognizes the potential benefit of a LexCC expansion, it is unanimously against
schematic-design funding at this time. This project has not been in the 5-year capital plan. While the
current request for$250,000 from that fund source is not considered to be burdensome, that source is not
expected to be able to cover the debt service of the total estimated project cost of about$21 million and,
in any case, this Committee holds it would require a debt exclusion, and is coming at a time when the
Town has many competing, higher priority, long-anticipated capital projects. That includes the already
known need for the support of a debt exclusion for the new Police Headquarters. Fundamentally, this
Committee views the LexCC expansion as something the Town would benefit from and wants, but not
something the Town needs when judged in this time offiscal constrained and taxpayer impact.
Project Description Amount Funding Committee Recommends
Requested Source
(g) School Building Envelopes and $227,755 GF(Free Cash) Approval (6-0)
S stems Program
"FY2019 funds will be used to perform annual prioritized extraordinary repairs and modifications to
school buildings and systems. Specifically, this request will be used to address water infiltration issues,
caulking, window lintels and translucent skylights that are delaminating over the front facade of the main
entrance of the Harrington Elementary School."
(Brown Book XI-20)
Project Description Amount Funding Committee Recommends
Requested Source
(h) LHS Security Upgrade $338,600 GF(Free Cash) Approval (6-0)
"In the spring of 2017, the School Department contracted with TBA Architects and Jensen- Hughes to
complete a holistic Security Assessment of Lexington High School (LHS). The assessment was based on
developing concentric layers of security for deterrence and prevention. Previous Town Meetings have
appropriated funds for a security study and upgrades. An expansion of the closed circuit television was
recently completed but LHS still does not meet the district standard for security. The 2017-3 Special
Town Meeting appropriated $31,000 for the design and engineering for security enhancements,
specifically building perimeter security, based on recommendations of the security assessment. The
designers are tasked with enhancing school security while maintaining the existing open-campus culture.
"This FY2019 request will fund the implementation and construction of those recommendations. The
primary focus will be bringing the building perimeter and exterior doors up to the district standard. At
present, the vast majority of the exterior doors at LHS are unequipped with electronic door access
controls. This means that staff must manually lock exterior doors in the event of a building lock-down.
The addition of electronic door access will enable exterior doors to lock instantaneously, if needed. The
added infrastructure would allow for procedures to be put in place to set schedules for locking and
unlocking doors, providing a more secure campus and eliminating the need to manually lock doors. The
proposed project would also incorporate the addition of signage and wayfinding around campus and
consider changes to parking lot access during school hours."
(Brown Book XI-20)
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Project Description Amount Funding Committee Recommends
Requested Source
(i) Public Facilities
Mechanical/Electrical System $544,500 GF(Debt) Approval (6-0)
Keplacements
"This request is part of an annual replacement of HVAC and electrical systems that have exceeded their
useful lives and require replacement before excessive failures occur. The FY2019 appropriation will be
used to replace the HVAC systems that provide cooling and heating to the Selectmen's Meeting Room
and the Main Server Room in the Town Office Building. The mechanical systems have exceeded their life
cycles and require replacement in order to prevent unplanned interruptions. If failures occur, it would
severely impact the Town Office Building's ability to conduct public meetings during the height of
cooling season.
(Brown Book XI-9)
Article 22:Appropriate Funding
Amount Requested Committee Recommends
For Visitors Center— Source
Construction/Bid
Documents & $200,000 GF(Free Approval
$4,700,000 Cash) + $4,500,000 (4-2)
Construction GF (Debt)
121,000 was appropriated by the 2017 Annual Town Meeting to enable the Visitors Center replacement
project to proceed through development of a schematic design estimate. The schematic design estimate
provided an estimated project cost of $4,549,000. An additional appropriation of $150,000 was
appropriated by the 2017-3 Special Town Meeting to continue the design through design development.
During design development, a value engineering process will explore opportunities to reduce the project
cost and find alternate funding sources. $200,000 requested for FY2019 to prepare construction/bid
documents. The existing facility opened in 1970 and the last upgrade was performed ten years ago when
the restrooms were made handicap accessible. A new Visitors Center aims to improve the experience of
visitors and maximize economic development opportunities."
(Brown Book XI-19)
Since the Brown Book was published, the Board of Selectmen (BoS) voted to include, in addition to the
earlier planned request for $200,000 for the construction/bid documents, an additional $4,300,000 in
construction funds—for a total of$4,500,000. The staff then had a proposal to increase the construction
funds to include an additional$200,000 associated with the temporary facilties (yet to be determined)that
would provide the Center's services during the demolition of the current building and the construction of
the new building. Although that increase had not yet been considered by the BoS,this Committee voted to
support that higher amount to ensure there would be sufficient funds to achieve all the proposed
objectives. The BoS will be discussing at its meeting on March 26, 2018, a revised staff proposal that
reduces the additional funding related to the temporary facilities to $75,000—revising the total to
$4,575,000. Therefore, while the final appropriation may differ from $4,700,000, this Committee is
presenting the higher amount as a placekeeper. Once the pending decision of the BoS is known, this
Committee would formally revisit its vote if the amount is not$4,700,000.
This Committee has long acknowledged the need to create an updated and expanded Visitors Center to
provide the enhanced services required by Lexington's growing number of visitors to the Visitors Center
and to support the further growth of tourism in Town.
The minority position is based on those members believing that construction funding is premature for two
primary reasons. First, this project has not yet earned an approval from the Town's Historic Districts
Commission—even in an informal decision—that both the demolition of the current building which is on
the National Register of Historic Places and the design of the new building are acceptable to that
Commission. And, it is significant that the prior Committee's concerns remain that this project is being
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
advanced without having had the proper modeling of how its outyear financial burden will be addressed
in the light of the huge number of other capital projects or that a more modest building would bring a
proper balance between wants and needs.
Article 23:Appropriate Funds Requested by Funding
For Visitors Center Proponent Source Committee Recommends
(Citizen Article)
N/A N/A Indefinite Postponement
(C-0)
"To see if the Town will vote to raise and appropriate a sum of money for design, exhibit design,
engineering, and architectural services for the Visitors Center and site work, including construction
documents, and for constructing, originally equipping and furnishing a new Visitors Center, and all other
costs incidental and related thereto; determine whether the money shall be provided by the tax levy, by
transfer from available funds, including Community Preservation Funds, by borrowing, or by any
combination of these methods; or act in any other manner in relation thereto.
"DESCRIPTION: This Article seeks funding to complete the Visitors Center construction project.
The visitor-based economy provides tax revenues to Lexington including almost $1 million in
annual hotel taxes. Having the modern technology, tools and space necessary to educate visitors
on all Lexington has to offer plays a role in the amount of time and money visitors spend in town.
In 2025, Lexington and the nation will begin a celebration of the 250th anniversary of its
independence. In part, to maximize the economic potential of that milestone, the Town seeks to
build a new energy efficient, fully accessible Visitors Center. This article would fund the
completion of a 21 st century Visitors Center providing new economic growth opportunities."
(Town Warrant)
The proponent of the Article submitted it to ensure Town Meeting could address including construction
funding for the project. As the Motion under Article 22 includes funding through construction,the Motion
under this Article is expected to be Indefinite Postponement.
Article 24:Appropriate To Funding
Funds Requested Committee Recommends
Post Employment Source
Insurance Liability $750,000 GF(Cash)
+ $1 079 721 GF See below for this
Fund
Committee's commentary
(Free Cash) +
$1,842,895
$9,089 Water EF on this request
(Cash) + $4,085
Wastewater EF
(Cash)
"To see if the Town will vote to appropriate a sum of money to the Town of Lexington Post Retirement
Insurance Liability Fund, as established by Chapter 317 of the Acts of 2002; deterinine whether the
money shall be provided by the tax levy, by transfer from available funds, including enterprise funds, or
by any combination of these methods; or act in any other manner in relation thereto."
"DESCRIPTION: This article will allow the Town to continue to fund its unfunded liability for post-
employment benefits for Town of Lexington retirees. Beginning with the FY2007 audit, the Town was
required to disclose this liability. In preparation for funding this liability, Town Meeting voted to
request special legislation to establish a trust fund for this purpose. This special legislation was
approved in 2002."
(ATM Town Warrant)
(Brown Book 1-6, V-26, &V-30)
Normally this Committee would not advise Town Meeting on such an Operating Budget matter; however,
as a large amount of discretionary-use cash is being assigned to this purpose, this Committee believes it is
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
important to raise its concern as to whether, in this period of extraordinary pressure to fund multiple,
expensive, Capital projects, this is the best use. Of the total funding proposed, only the $346,058 of the
Free Cash—representing the Federal contribution to the Town regarding Medicare Part D—represents a
firm tie to being used toward this primarily medical-benefits-related purpose.
While Lexington currently calculates it has, and acknowledges, a huge unfunded liability to this Fund
(often identified as Other Post-Employment Benefits (OPEB)). The last actuarial report, which was as of
June 30, 2017, had it at$138,060,208 with a discount rate of 7.5%; $200,411,080 with a discount rate of
5%. It is only under a BoS policy that the annual dollar amount is determined. So while this Committee
endorses making some annual payment into the fund to affirm Lexington recognizes it has the liability,
this Committee encourages the BoS to revisit its policy to recognize the amount each year should be
tempered by other competing demands. One of these is having as robust a Capital SF as practical as the
Town plans in the next few years to use all of that SF's cash to alleviate the impact of the debt service for
the large Capital projects—which does not yet address the LHS. Another is to contribute to the Pension
Fund—which has the same investment potential as the OPEB fund—to speed it reaching it's statutory
obligation and,thus,providing an alternative funding of the annual pension costs.
This Coininittee also looks to the Appropriation Committee to provide its own position in the near future
on whether the currently proposed use of these discretionary funds is in the best interests of the Town and
its taxpayers.
Article 25:Rescind Amount for Rescission Original Committee Recommends
Prior Borrowing Authorization
Authorizations $552,798.50 See Below Approval(6-0)
"To see if the Town will vote to rescind the unused borrowing authority voted under previous Town
Meeting articles; or act in any other manner in relation thereto.
"DESCRIPTION: State law requires that Town Meeting vote to rescind authorized and unissued
debt that is no longer required for its intended purpose."
(Town Warrant)
At the time of this report, the following rescissions are known as being requested because those projects
are completed without needing the remaining borrowing authority:
Unused Borrowing Authorizations to be Rescinded
Rescind
Purpose Original Appropriation Total Appropriation Amount
Harrington/Fiske 2002 ATM,Article 5 $34,475,000.00 $125,959.00
Print Shop Renovation 2013 ATM,Article 14(I) $312,000.00 $9,033.75
High School Modulars 2014 ATM,Article 22 $8,695,000.00 $22,000.00
DPW Equipment 2015 ATM,Article 11 b $1,270,000.0 $47 355.75
Additional Time Clock System 2015 ATM,Article 16(c) $208,000.00 $208,000.00
(Hardware&Software)
Munroe School Roof 2016 ATM,Article 15(h) $298,000.00 $140,450.00
Total $45,258,000.00 $552,798.50
Note: No-longer-needed cash balances from issued debt are not a subject for rescission. Those are
normally proposed to Town Meeting for re-appropriation to later Capital Articles of a similar purpose.
60
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Article 26:Establish, Dissolve Funds Funding Committee
and Appropriate To and Requested Source Recommends
From Specified
Stabilization Funds (SFs) Capital SF
(Only those actions related Deposit $2,883,246 GF (Cash)+
to Capital) $3,415,331 $532,085 GF(Free Cash) Approval(6-0)
Withdraw
$573,500 to
apply to debt Capital SF Approval(6-0)
service for
In—Levy Debt
Withdraw
$4,500,000 to
apply to debt Capital SF Approval(6-0)
service for
Exempt Debt
To see if the Town will vote to create, amend, dissolve, rename and/or appropriate sums of money to and
from Stabilization Funds in accordance with Section 5B of Chapter 40 of the Massachusetts General
Laws for the purposes of. (a) Section 135 Zoning By-Law, (b) Traffic Mitigation, (c) Transportation
Demand Management/Public Transportation, (d) School Bus Transportation; (e) Special Education, (f)
Center Improvement District; (g) Debt Service, (h)Transportation Management Overlay District, (i)
Capital; 0) Payment in Lieu of Parking; (k) Avalon Bay School Enrollment Mitigation Fund; (1) Visitor
Center Capital Stabilization Fund; (m) Affordable Housing Capital Stabilization Fund; and (n) Water
System Capital Stabilization Fund; and further, to accept paragraph four of Section 5B of chapter 40,
dedicating certain fees, charges, gifs or receipts to a stabilization fund; and determine whether the money
shall be provided by the tax levy, by transfer from available funds, or by any combination of these
methods; or act in any other manner in relation thereto.
"DESCRIPTION: This article proposes to establish and/or fund Stabilization Funds for specific
purposes and to appropriate funds therefrom. Money in those funds may be invested and the
interest may then become a part of the particular fund. These funds may later be appropriated for
the specific designated purpose, by a two-thirds vote of an Annual or Special Town Meeting, for
any lawful purpose."
(Town Warrant)
"Capital Stabilization Fund (CSF)—The Town is planning for a number of significant capital projects
over the next five years including a new Hastings Elementary School, a new facility for the Lexington
Children's Place (LCP), a new main fire station, a renovated or new police station, Center Streetscape
improvements, Hartwell Avenue infrastructure improvements, and a new Visitors Center. On
December 4, 2017, Lexington voters approved a Proposed 2�/z debt exclusion, for approximately
$85,000,000, for a new Hastings School, a new LCP and a new main fire station. The Board of Selectmen
have supported a plan to use a portion of the Capital Stabilization Fund to materially reduce the property
tax impact of these projects on taxpayers.
"Below is the current plan for the use of the CSF to mitigate the property tax impact of these three
projects and the two middle school additions/renovations and elementary school modular classrooms
previously approved by the voters in May 2016.
61
CAPITAL EXPENDITURESCOMMITTEE REPORT T02Ul8ATM
Capital Stabilization Fund
History mAppropriations Into uFrom and Recommendations for rvu 19
Appropriated Budget
Appropriation into Capital Stabilization Fund $ 3,983,240 $ 5,910,726 $ 9,447,832 $ 6,991,205 $ 7,690,398 $ 3,415,331
Subtotal-Available for Appropriation $ 5,585,076 $9,901,430 $ 17,496,298 $ 23,717,152 $ 30,893,608 $ 31,759,818
Appropriation fr=Capital Stabilization Fund
Excluded Debt Service Tax Relief _J_LL§00 000J_J__J250 00.01_t 15 000 - 00 0001 000001
Within Levy Debt ervice Mitigation 1 1 4,
Projected Balance of Fund 3,990,704 8,048,466 $16,725,947 $23,203,210 $28,344,487 $26,686,318
(Brown Book ix)
Available cash would be added to the CSF by umajority vote of this Town Meeting, with the intent that,
as having been done bothe past and as proposed uhovc" the CSF will be having uo vvdhdruvvu|a,
by a2/3= vote ofTown Meetings, tomitigate the tax burden ofmajor capital p projects. The withdrawals
are expected tohcbuthe form ofan�onutocbedfor uppnopdubonunder the Operating Budget—as iathe
cumc for this Town Meeting—to be an additional source, to the esixn1 funds remain in the CSF, toward
each ycur`a projected debt service for projects excluded from the Proposition 2V2 property-tax-levy limit,
as approved bythe voters, and—to unn/ob lesserdegree--for debt not czobudod from that Unit (i.e.,
within the tax-levy 1inh).
Note: All of the Inv/o`m Specified Stabilization Funds are in addition tothe Iovmz`a (}ouoru| Stabilization
Fund. See Appendix Afor utable with information nuall the Specified Stabilization Funds.
Article 2 7. Appropriate to Funds Requested Funding Source Committee Recommends
Stabilization Fund
N/A N/A Indefinite Postponement
^^Tm aco if the Town will vote to appropriate a eunz ofmoney to the previously created Stabilization Fund
inaccordance with Section 5B mfChapter 40 ofthe Massachusetts General Laws; determine whether the
money mbuU be provided by the tux levy, by transfer from uvuUuh|e funds, or by any combination of these
methods; oract inany other manner inrelation thereto.
"DESCRIPTION: Money may be appropriated into the Stabilization Fund that may be invested
and the interest may then b000rnc part of the fund. These funds may later be appropriated, by u
two-thirds vote ofonAnnual orSpecial Town Meeting, fhrxny1mwfb|pnqpoao."
(Town Warrant)
This Article will hc IndefinitelyPnstponud.
Article 28:Appropriate Funds Requested Funding Source Committee Recommends
from Debt Service
Stabilization Fund $124,057 Debt Service SF Approval(6-0)
^'To uoc if the Town will vote to appropriate u oozn of money from the Debt Service Stabilization Fund to
offset the FY2019 debt service ofthe bond dated February |, 2003 issued for additions and renovations to
the Lexington High School, Clarke Middle School and Diamond Middle School, as refunded with bonds
dated December 8, 2011; oract inany other manner iurelation thereto.
"DESCRIPTION: This article vvon1d allow the Town to pay aportiou of the debt service on the
2003 School Bonds from the Debt Service Stabilization Fund set up for that specific purpose."
(Town Warrant)
In August 2006, the Tnvm/ received over $14 million from the Massachusetts 8uhom| Building Authority
as reimbursement toward the 7onn`a secondary-schools renovation project. After using over $|| rnUhon
of those funds to co6ro short-term debt taken on in anticipation of that reimbursement, there was
$2`143,079 oxcoaa reimbursement that needed to be applied toward the project's long-term exempt debt.
By Department of Revenue [DOR] regulations,these funds must be used only to offset debt service on the
outstanding bond for that exempt debt.
62
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
With the prior-years appropriations from this fund and, over the same period interest being earned on the
amount in the fund, the latest provided balance for this year is $658,828 (which reflects the payment
made February 2018). With continued, yearly, appropriation of this same amount ($124,057), all the
excess reimbursement will have been applied with the payment in FY2023.
With the present balance, that would still leave $38,543 in the fund, but the residual balance will be
higher as a result of interest that will have been earned over the intervening years. Whatever the balance
becomes at the time of the payment in FY2023, the full balance would be appropriated (not just the
$124,057). It is the Town's position that the residual balance should be applied against other exempt debt
as the requirement to reserve these funds was to "return"the funds to the taxpayer through the mitigation
of exempt-debt service.
Article 30:Amend Funds Funding Committee
FY20I8 Budget Requested Purpose Source Recommends
Operating, N/A N/A N/A N/A N/A
Enterprise an
CPA Budgets
(Enterprise &
CPA only)
"To see if the Town will vote to make supplementary[sic] appropriations, to be used in conjunction with
money appropriated under Articles 4, 5, 9 and 10 of the warrant for the 2017 Annual Town Meeting,to be
used during the current fiscal year, or make any other adjustments to the current fiscal year budgets and
appropriations that may be necessary; to determine whether the money shall be provided by transfer from
available funds including Community Preservation Fund; or act in any other manner in relation thereto.
"DESCRIPTION: This is an annual article to permit adjustments to current fiscal year (FY2018)
appropriations."
(Town Warrant)
At this time,there is no planned capital-related action under this Article.
Article 31:Appropriate Funds Requested Funding Source Committee Recommends
for Authorized Capital
Improvements N/A N/A N/A
"To see if the Town will vote to make supplementary[sic] appropriations to be used in conjunction with
money appropriated in prior years for the installation or construction of water mains, sewers and sewerage
systems, drains, streets,buildings, recreational facilities or other capital improvements and equipment that
have heretofore been authorized; determine whether the money shall be provided by the tax levy, by
transfer from the balances in other articles, by transfer from available funds, including enterprise funds
and the Community Preservation Fund, by borrowing, or by any combination of these methods; or act in
any other manner in relation thereto.
"DESCRIPTION: This is an annual article to request funds to supplement existing appropriations
for certain capital projects in light of revised cost estimates that exceed such appropriations."
(Town Warrant)
At this time,there is no planned action under this Article.
63
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Article 32:Amend Funding
Funds Requested Committee Recommends
General Bylaw Source
Regarding Financial
Committees (Citizens N/A N/A Approval(6-0)
Article)
"To see if the Town will vote to update its General By–Laws related to the Appropriation Committee and
the Capital Expenditures Committee to reflect current practice, consistent with state law and Lexington's
Selectmen–Town Manager Act, or act in any other manner in relation thereto.
"DESCRIPTION: This Article proposes updates to the General By-Laws to more accurately reflect
the two finance committees' activities and responsibilities throughout the year, including at all Town
Meetings."
(Town Warrant)
This Committee is endorsing this Article (whose sponsor, David Kanter, is a member) so the formal
authority and directions of the By-Laws are consistent with what the Town's finance committees are
doing. At this time, the only proposed changes will be for this Committee. To the extent changes are
approved by this Town Meeting, this Committee expects its Charge will be similarly updated.
Article 35:Resolution to Funding
Funds Requested Committee Recommends
Request Warrant Source
Articles to be
Accompanied by Indefinite Postponement
Financial Projections N/A N/A (6-0)
(Citizens Article)
To see if the Town will vote to pass a resolution strongly encouraging authors of warrant articles to
present accompanying data with their motions showing the expected financial impact of their motion
along with explicit assumptions to facilitate the evaluation of their motion by town meeting, or act in any
other manner in relation thereto.
"DESCRIPTION: The purpose of this resolution is to establish an expectation that warrant
articles should be presented with reasonably standard impact statements so town meeting
members can quickly and more completely assess related motions."
(Town Warrant)
This Committee found the proponent's intent to be over-reaching as it entailed an extra level of reporting
to Town Meeting that was not considered worthwhile; however, there were valid enhancements which
could be identified for consideration during the project-definition-and-review process. This Committee
advised the proponent of how he could recommend including those enhancements in the Town's
instructions to the Departments and Offices for completion of the Capital Improvement Project(CIP)—an
approach that justifies Indefinite Postponement of this Article.
64
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Appendix A: Information on the Town's Current Specified
Stabilization Funds
Review of Lexington's Specified Stabilization Funds for Applicability
to the Lexington Capital Expenditures Committee's Reports to a Lexington Town Meeting
Town Warrant,Town of Lexington,for 2018 Annual Town Meeting on March 26,2017,signed February 12,2018
Article 26:ESTABLISH,DISSOLVE AND APPROPRIATE TO AND FROM SPECIFIED STABILIZATION FUNDS
"To see if the Town will vote to create,amend,dissolve, rename and/or appropriate sums of money to and from
Stabilization Funds in accordance with Section 513 of Chapter 40 of the Massachusetts General Laws for the purposes of:
(a)Section 135 Zoning By-Law, (b)Traffic Mitigation, (c)Transportation Demand Management/Public Transportation,
(d)School Bus Transportation, (e)Special Education, (f)Center Improvement District; (g)Debt Service,
(h)Transportation Management Overlay District , (i)Capital; (j) Payment in Lieu of Parking; (k)Avalon Bay School
Enrollment Mitigation Fund; (I) Visitor Center Capital Stabilization Fund;(m) Affordable Housing Capital Stabilization
Fund; and(n)Water System Capital Stabilization Fund;determine whether the money shall be provided by the tax levy,
by transfer from available funds,from fees,charges or gifts or by any combination of these methods;and further,to
accept paragraph four of Section 513 of Chapter 40 of the Massachusetts General Laws,dedicating certain fees,charges,
gifts or receipts to a stabilization fund;or act in any other manner in relation thereto."
Warrant Town Meeting(ATM=Annual;STM=Special) Capital
Sequence Name Created Purpose Related
(a) Section 135 Zoning By-Law 2007 ATM,Art 39 "for the purpose of financing public Yes
improvements pursuant to Section 135 of the
Code of Lexington"
(b) Traffic Mitigation 2007 ATM,Art 39 "for the purpose of financing traffic mitigation Yes
projects pursuant to conditions of special
permits issue by the Town
(c) Transportation Demand 2007 ATM,Art 39,& "for the purpose of supporting the planning No
Management/Public repurposed under and operations of transportation services to
Transportation 2016 ATM,Art 21b serve the needs of town residents and
(d)* School Bus Transportation 2007 ATM,Art 39 "for the purpose of supporting transportation No
of students to and from school on a daily basis"
(e) Special Education 2008 ATM,Art 24 None stated when created,but Appropriation No
Committee Report to that Town Meeting says
"for setting aside reserves to help cover
unexpected out-of-district Special Education
expenses that exceed budget"
(f) Center Improvement District 2009 ATM,Art 25 "to fund needed improvements in Lexington Yes
Center" (some
actions)
(g) Debt Service 2009 ATM,Art 26 "for the purpose of paying a portion of the debt Yes
service on certain outstanding bonds of the
Town issued for the purpose of the Diamond
Middle School,Clarke Middle School and High
School construction projects'
(h) Transportation Management 2011 ATM,Art 20 "for the purpose of financing transportation Yes
Overlay District infrastructure improvements per Section 135-
43C of the Code of the Town of Lexington"
(i) Capital 2012 STM 19 Nov, Originally name"Capital Projects/Debt Service Yes
Art 3,&renamed Reserve/Building Renewal Fund";purposes
under 2015 ATM, remained the same when renamed
Art 26e
(j) Payment in Lieu of Parking 2017 ATM,Art 24 "for the purpose of management,construction Yes
and acquisition of public parking and related (some
improvements,including bicycle and pedestrian actions)
accommodations serving Lexington"
(k)* Avalon Bay School Enrollment 2011 ATM,Art 20 "to mitigate the cost of students attending the No
Mitigation Fund Lexington Public Schools who reside at Avalon
Bay„
(I)** Visitor Center Capital 2018 ATM,Art 26 "for the purpose of funding the capital Yes
improvements and replacement of the Visitors
Center"[tentative]
(m)** Affordable Housing Capital 2018 ATM,Art 26 "for the purpose of funding Yes
affordable/community housing construction,
renovation,and associated land acquisition or
easements"[tentative]
(n)** Water System Capital 2018 ATM,Art 26 "for the purpose of funding capital Yes
improvements of the water-distribution
system"[tentative]
*Currently inactive;zero balance.Expect to be dissolved at 2018 Annual Town Meeting.
**Establishment being requested.
Prepared 16 Mar 2018
A-I
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Appendix B:
Summary of Warrant-Article Recommendations
Abbreviations: RF =Revolving Fund; CPF = Community Preservation Fund;
EF =Enterprise Fund; RE =Retained Earnings; GF = General Fund;
SF = Stabilization Fund; TBD = To Be Determined; ATM=Annual Town Meeting;
STM= Special Town Meeting; R&CP =Recreation & Community Programs;
TMOD = Transportation Management Overlay District; N/A =Not Applicable;
PEG =Public, Educational, and Governmental Access Channels
Town CEC
Article Description Request Funding Source Difference
10(a) Conservation Land Acquision IP
10(b) Community Center Sidewalk $365,000 CPF(Cash)
Archives&Records
10(c) Management/Conservation& $20,000 CPF(Cash)
Preservation
10(d) 9 Oakland Street Renovation&Re-Use $200,000 CPF(Cash)
10(e) Public Grounds Irrigation Improvements $100,000 $60,000 GF(FC)+$40,000 CPF(Cash)
10(f) Playground Replacement $302,000 CPF(Cash)
Program—Bowman
10(g) Athletic Field Lighting $975,000 CPF(Cash)
10(h) Center Track and Field Reconstruction $3,340,000 $2,829,000 CPF(Debt)+$511,000 GF
(Debt)
10(i) Old Reservoir Bathhouse Design $75,000 CPF(Cash)
100) Lowell Street—Farmview Affordable $1,400,000 CPF(Cash)
Housing Supplemental Funds
10(k) CPA Debt Service $2,314,516 CPF(Cash)
10(I) CPA Administrative Budget $150,000 CPF(Cash)
11 Westview Cemetery Building $3,040,000 GF(Debt)with debt service from Sale of Disapprove
Construction Cemetery Lots Special RF
12 Lexington Children's Place Construction $11,997,842 GF(Proposition 2'/z Excluded Debt)
13 45 Bedford Street Fire Station $18,820,700 GF(Proposition 2'/z Excluded Debt)
Replacement Construction
14 Lexington Police Station $1,862,622 GF(Candidate for Proposition 2'/2 Excluded
Rebuild—DesignDebt)
15 Pine Meadows Equipment $60,000 R&CP EF(RE)
16(a) Hydrant Replacement Program $150,000 $75,000 GF(FC)+$75,000 Water EF(RE)
16(b) Storm Drainage Improvements and $340,000 GF(FC)
NPDES compliance
ompre ensive vvatersned Stormwater
16(c) Management Study and $390,000 GF(FC)
IlmnlPmRntatmon
16(d) Townwide Culvert Replacement $390,000 GF(FC)
16(e) Center Streetscape Improvements IP
16(f) Automatic Meter Reading System IP
16(g) Sidewalk Improvement $800,000 GF(Debt)
16(h) DPW Equipment Replacement $1,069,500 $1,039,500 GF(Debt)+$30,000 Water EF
(RE)
16(i) Townwide Signalization Improvements $1,100,000 GF(Debt)
160) Pelham Road Sidewalk and Roadway $1,400,000 GF(Debt)
Improvements
16(k) Street Improvements $2,600,000 GF(Cash)($973,796 Chapter 90 funds do
not need appropriation)
16(I) Hartwell Area TMOD Plan Update $50,000 TMOD SF
16(m) Transportation Mitigation $100,000 GF(FC)
16(n) Municipal Technology Improvement $200,000 GF(FC)
Program
16(o) Application Implementation $390,000 GF(FC)
16(p) Network Core Equipment Replacement $350,000 GF(FC)
Public Safety Radio Console
16(q) Replacement $370,000 GF(FC)
Continued of next page
B-1
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2018 ATM
Summary of Warrant-Article Recommendations (continued)
Article Description Town Funding Source CEC
Request Difference
17 Water Distribution System $1,000,000 Water EF(Debt)
Improvements
18(a) Sanitary Sewer System Investigation $1,000,000 Wastewater EF(Debt)
and Improvements
18(b) Pump Station Upgrades $800,000 Wastewater EF(Debt)
19 LPS Technology Capital Request $1,715,300 GF(Debt)
20(a) Selectmen's Meeting Room High $44,800 PEG Special Revenue Fund
Definition Broadcasting Upgrade
20(b) Public Facilities Bid Documents $100,000 GF(FC)
20(c)(1) Building Flooring Program $125,000 GF(FC)
20(c)(2) School Paving Program $236,890 GF(FC)
20(d) Public Service Building Vehicle Storage $157,000 GF(FC)
Area-Floor Drainage System
20(e) Municipal Building Envelopes and $198,893 GF(Cash)
Systems
20(f) Community Center Campus Expansion $250,000 R&CP EF(RE) Disapprove
School Building Envelopes and
20(g) Systems Program $227,755 GF(FC)
20(h) LHS Security Upgrade $338,600 GF(FC)
20(i) Public Facilities Mechanical/Electrical $544,500 GF(Debt)
System Replacements
22 Visitors Center $4,700,000 $200,000 GF(FC)+$4,500,000 GF(Debt) (placek$200,000 t
23 Visitors Center(Citizen Article) IP IP
$750,000 GF(Cash)+$1,079,721 GF(FC)
24 Post Employment Insurance Liability $1,842,895 +$9,089 Water EF(Cash)+$4,085 Commentary
Fund Wastewater EF(Cash) Only
25 Rescind Prior Borrowing Authorizations $552,798.50 Multiple Appropriations
Establish, Dissolve and Appropriate
26 To/From Specified SF(only capital
related)
Deposit $3,415,331 $2,883,246 GF(Cash)+$532,085 GF(FC)
Withdraw debt service of in-levy debt ($573,500) Capital SF
Withdraw debt service of exempt debt ($4,500,000) Capital SF
27 Appropriate to SF IP
28 Appropriate from Debt Service SF $124,057 Debt Service SF
Amend FY2018 Operating, Enterprise
30 and CPA Budgets(Enterprise&CPA N/A N/A
only)
31 Appropriate for Authorized Capital N/A N/A
Improvements
Amend General Bylaw Regarding
32 Financial Committees(Citizens Article) N/A N/A
Resolution to Request Warrant Article to
35 be Accompanied by Financial N/A N/A Only if not IP
Projections
Total(does not include TBD)1 $57,780,9841 1 See Above
tPending decision by the Board of Selectmen on the final dollar amount.See Article's explanation on Page 58.
B-2