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HomeMy WebLinkAbout2018-03-15-AC-min 03/15/2018 AC Minutes Minutes Town of Lexington Appropriation Committee (AC) March 15, 2018 Place and Time: Hudson Room, Cary Memorial Building, 7:30 p.m. Members Present: John Bartenstein, Chair; Alan Levine, Vice-Chair & Secretary; Ellen Basch; Eric Michelson; Sanjay Padaki; Andrei Radulescu-Banu; Lily Manhua Yan; Jian Helen Yang; Carolyn Kosnoff, Assistant Town Manager, Finance (non-voting, ex-officio) Members)Absent: Richard Neumeier Other Attendees: None The meeting was called to order at 7:42 p.m. 1. Minutes A motion was made and seconded to approve this Committee's draft minutes for March 1, 2018 and March 8, 2018. The motion passed. VOTE: 8-0 Later in the meeting it was discovered that the minutes for March 8, 2018 required a minor additional correction. A motion was made and seconded to approve that correction. The motion passed. VOTE: 8-0 2. Announcements Mr. Bartenstein reported that, in addition to the Town Meeting Members Association (TMMA) information sessions held last night and tonight, other relevant events include the following: • March 18, 1:00 p.m.: TMMA bus tour to visit locations referenced in the Town Warrant. • March 19, 2018: Town Moderator's meeting; to be attended by Mr. Bartenstein. • March 21, 2018: Meeting to discuss zoning articles. • March 22, 2018, 7:30 p.m.: AC meeting • March 27, 2018: Target date for issuing this Committee's report. 3. FY2019 Budget issues and Report to 2018 Annual Town Meeting (ATM) on Financially- Related Warrant Articles Mr. Bartenstein took note of the report Mr. Neumcier had circulated earlier in the day regarding the cost of in-house legal expenses versus contracted legal expenses. Mr. Bartenstein suggested that this might be an agenda item for the next week's meeting, but there would be more time for an adequate discussion of the issue, including an opportunity to hear comments from the Town Manager, after the current budget cycle is complete. Ms. Yang added her votes to support the following articles: • Article 4, Appropriate FY2019 Operating Budget Shared Expenses • Article 4, Appropriate FY2019 Operating Budget Municipal Expenses • Article 5, Appropriate FY2019 Enterprise Funds Budgets • Article 6, Appropriate for Senior Services Program • Article 9, Establish and Continue Departmental Revolving Funds • Article 15, Appropriate for Recreation Capital Projects 1 03/15/2018 AC Minutes • Article 16(g), Appropriate for Municipal Capital Projects and Equipment: Sidewalk Improvements • Article 17, Appropriate for Water System Improvements • Article 18, Appropriate for Wastewater System Improvements • Article 27, Appropriate to General Stabilization Fund to be Indefinitely Postponed(IP'd) • Article 32, Amend General Bylaw Regarding Financial Committees (Citizen Article) Article 14, Appropriate for Police Station Rebuild-Design, generated additional discussion. Mr. Radulescu-Banu asked that his vote to abstain be changed to a vote in support of the article. Ms. Yang shared her concern about the timing for the project. It was noted that, if delayed, it would likely come into conflict with plans to rebuild the high school, plus interest rates are likely to increase. It was also noted that a debt exclusion referendum for the police station would not be necessary for a few more years. Ms. Yang decided to vote in support of the project. The following articles were reviewed in preparation for this Committee's report to the ATM: • Article 4, Appropriate FY2019 Operating Budget—School Expenses: Ms. Yang reported that the 6.35%budget increase, as compared to FY2018,partially reflects standard salary increases and some additional staff positions. There was a significant increase in the costs for out-of-district placements for special education students. She added that the number of special education students has increased, and the required services for special education have resulted in additional expenses. It was noted that the average cost per non-special education student is approximately$18,000 a year, while it costs approximately $81,000 for a special education student being sent out-of-district. A motion was made and seconded to support Article 4, Line Item 1100—School Expenses. The motion passed. VOTE: 8-0 • Article 8, Appropriate to Create Diversity Advisory Task Force: Ms. Basch reported that the Town is requesting $30,000 (half from the Town budget and half from the school budget) to hire a consultant to work with volunteers and staff to develop recommendations for fostering diversity and equitable resources in the town and school communities. A report should be completed during FY2019. A motion was made and seconded to support Article 8. The motion passed. VOTE: 8-0 • Article 10: Appropriate the FY2019 Community Preservation Committee (CPC) Operating Budget and Community Preservation Act (CPA) Projects: )0- (a) Conservation Land Acquisition: Mr. Radulescu-Banu reported that it is expected that this article will be IP'd. ➢ (b) Community Center Sidewalk: Mr. Radulescu-Banu reported that a sidewalk design to connect Marrett Road with the Lexington Community Center had been made available. During discussion, Mr. Padaki expressed his desire to take a position after the Capital Expenditure Committee has voted on this project. A motion was made and seconded to support Article 10(b). The motion passed. VOTE: 7-0-1 2 03/15/2018 AC Minutes (c)Archives &Records Management/Records Conservation &Preservation: It was noted that this Committee had previously approved this project for the Consent Agenda. A motion was made and seconded to support Article 10(c). The motion passed. VOTE: 8-0 ➢ (d) 9 Oakland Street Renovation and Adaptive Re-Use: Mr. Radulescu-Bann reported that this funding request would partially subsidize the upgrade of an historic building that is used by a non-profit organization. Mr. Michelson, Ms. Yan and Ms. Yang questioned whether the Town should be helping to support a private entity. A motion was made and seconded to support At 10(d). The motion passed. VOTE: 5-3 (e) Public Grounds Irrigation Improvements: Ms. Kosnoff reported that, if approved, $40,000 of the requested appropriation would come from the CPA fund; the remaining $60,000 would come from "free cash". A motion was made and seconded to support Article 10(e). The motion passed. VOTE: 8-0 ➢ (f) Playground Replacement Program Bowman School: Ms. Basch clarified that the appropriation request is for Bowman Elementary School only; a similar request for Bridge Elementary School is scheduled for FY2020. A motion was made and seconded to support Article 10(f). The motion passed. VOTE: 8-0 ➢ (g)Athletic Facility Lighting: A motion was made and seconded to support Article 10(g). The motion passed. VOTE: 8-0 ➢ (h) Center Track and Field Reconstruction: Ms. Kosnoff reported that, if approved, $2,829,000 of the requested appropriation would come from the CPA fund; the remaining $511,000 would come from the general fund. She added that the Town would likely use short term borrowing or five-year bonds to pay for this project. A motion was made and seconded to support At 10(h). The motion passed. VOTE: 8-0 (i) Old Reservoir Bathhouse Design: Ms. Basch reported that the funding would support a feasibility study to determine whether the bathhouse should be renovated or rebuilt. It is not clear whether the requested funds would also support design development. A motion was made and seconded to support Article 10(i). The motion passed. VOTE: 6-1-1 ➢ 6) Lowell Street/Farmview Affordable Housing Supplemental Funds: Mr. Levine recused himself from participating in this discussion and vote because of a possible conflict of interest. Ms. Basch reported that a total of$2.7 million is needed to complete this project, of which approximately$1.3 million has previously been appropriated. The plan is to build six affordable housing units. It was noted that Lexington housing currently meets the Chapter 40B threshold of at least 10% affordable units, and the cost per unit for this project seems high. Ms. Kosnoff explained that procurement regulations require the use of general contractors, which effectively eliminates the use of Minuteman Technical High School students from performing the construction; the use of those students in past affordable housing projects helped minimize costs. 3 03/15/2018 AC Minutes A motion was made and seconded to support Article 100). The motion failed. VOTE: 2-5-1 (k) CPA Debt Service: It was noted that this Committee had previously approved this project for the Consent Agenda. A motion was made and seconded to support Article 10(k). The motion passed. VOTE: 8-0 ➢ (l)Administrative Budget: A motion was made and seconded to support Article 10(1). The motion passed. VOTE: 8-0 • Article 11, Appropriate for Westview Cemetery Building Construction: Mr. Padaki noted that this Committee had previously supported this article with a 9-0 vote, but he had heard that there had been some discussion about IPing the article. Ms. Kosnoff reviewed the plans for using cemetery plot funds to cover the costs of the project. She explained that 55% of the income from plots goes into a trust for the long-term care of the plots, with the interest going into the general fund. The balance of income from the plots goes into the cemetery plot fund. Burial fees go into the general fund. Purchasing and burial fees were recently increased, and the delta is being used to offset the debt service. She noted that the current request for$3.04 million could strain the cemetery plot fund. Staff may re-visit the current funding plans for this article. Mr. Padaki reported that the cemetery plot fund currently has $627,709 in it; this is a correction from a previous report that he provided this Committee. • Article 12, Appropriate for Lexington Children's Place Construction: It was noted that the requested $11,997,842 in the Warrant matched the amount that was approved in the 2017 debt exclusion vote. The location of the building was shifted to avoid wetland impacts, which added$200,000 to the cost. A motion was made and seconded to support Article 12. The motion passed. VOTE: 8-0 • Article 13, Appropriate for 45 Bedford Street/Fire Station Replacement: Mr. Levine noted that the funding request in the Warrant for demolishing the current fire headquarters and constructing a new facility is based on schematic design cost estimates; there could be a new number in early April. A motion was made and seconded to support Article 13. The motion passed. VOTE: 8-0 • Article 16, Appropriate for Municipal Capital Projects and Equipment: ➢ (e) Center Streetscape Improvements-Design: Additional information is needed before taking a position. ➢ (f)Automatic Meter Reading system: Ms. Kosnoff reported that staff is preparing to recommend to the BoS this Monday that this article be IP'd. ➢ (a) Hydrant Replacement Program; (d) Townwide Culvert Replacement; (g) Sidewalk Improvements; and (m) Transportation Mitigation: A motion was made and seconded to support the aforementioned sub-articles, all of which had been previously approved for the Consent Agenda. The motion passed. VOTE: 8-0 ➢ (b) Storm Drainage Improvements and NPDES compliance; (c) Comprehensive Watershed Stormwater Management Study and Implementation; (h)Equipment 4 03/15/2018 AC Minutes Replacement; (i) Townwide Signalization Improvements; (j)Pelham Road Sidewalk and Roadway Improvements; (k) Street Improvements; (l)Hartwell Area TMOD Plan Update; (n)Municipal Technology Improvement Program; (o)Application Implementation; (p) Network Core Equipment Replacement; and (q)Police Radio Console Equipment Replacement: A motion was made and seconded to support the aforementioned sub-articles. The motion passed. VOTE: 8-0 • Article 19, Appropriate for School Capital Projects and Equipment: Ms. Basch reported that this request is the first of five to support a five-year program to upgrade the school's technology systems and equipment. A request of approximately $1.7 million is projected for four of the five years, with an estimate of$1.2 million for FY2022. A motion was made and seconded to support Article 19. The motion passed. VOTE: 8-0 • Article 20, Appropriate for Public Facilities Capital Projects: ➢ (b)Public Facilities Bid Documents; (c)Facility and Site Improvements (e)Municipal Building Envelopes and Systems; (g) School Building Envelopes and Systems; and (i)Public Facilities Mechanical/Electrical System Replacements: A motion was made and seconded to support the aforementioned sub-articles, all of which had been previously approved for the Consent Agenda. The motion passed. VOTE: 8-0 ➢ (a)Meeting Room High Definition Broadcasting Upgrade: Ms. Yang reported that the appropriation for this project would come from the Public, Educational, and Governmental (PEG) Access Revolving Fund. A motion was made and seconded to support Article 20(a). The motion passed. VOTE: 8-0 ➢ (d) Public Service Building Vehicle Storage Area-Floor Drainage System: A motion was made and seconded to support Article 20(d). The motion passed. VOTE: 8-0 ➢ (h)LHS Security Upgrade: It was noted that last year funds had been appropriated to design a security upgrade, and this article is for implementation. A motion was made and seconded to support Article 20(h). The motion passed. VOTE: 8-0 ➢ (0 Community Center Expansion-Design: It was noted that when the property on Pelham Road was purchased, it was presented to residents as being for both school (Lexington Children's Place) and town(Lexington Community Center (LexCC) annex) use. This project is to support design funds for the LexCC portion; funding would come from the Recreation Enterprise Fund retained earnings. In response to questions, Ms. Kosnoff reported that this project had not been included in the debt model and would require another debt exclusion referendum. The FY2019 request is for$250,000 for schematic design; it is anticipated that$210,000 would be requested in FY2020 to finish the design work. During discussion, there was concern about funding construction in the near future and about spending money on design work that could become outdated if the project wasn't pursued in a timely manner. A motion was made and seconded to support Article 20(f). The motion failed. VOTE: 3-5 5 03/15/2018 AC Minutes • Article 21: Appropriate to Reimburse Resident for Sewer Back Up (Citizen Article): There was discussion about the Town's possible moral responsibility to address this issue. A motion was made and seconded to support Article 21. The motion failed. VOTE: 1-7 • Article 24: Appropriate to Post-Employment Insurance Liability Fund: A motion was made and seconded to support Article 24. The motion passed. VOTE: 8-0 • Article 26: Establish, Dissolve and Appropriate to and from Specified Stabilization Funds: Discussion of this article was postponed until there is further information. • Article 28: Appropriate from Debt Service Stabilization Fund: A motion was made and seconded to support Article 28, which had been previously approved by this Committee for the Consent Agenda. The motion passed. VOTE: 8-0 • Article 35: Resolution to Request Warrant Articles to be Accompanied by Financial Projections (Citizen Article): Mr. Bartenstein agreed to find out whether Mark Andersen, proponent for this article, plans to IP it. • Article 37, Accept Massachusetts General Laws Chapter 59, Clause 5C%: A motion was made and seconded to support Article 37. The motion passed. VOTE: 8-0 • Article 22: Visitors' Center Funding and Article 23 Visitors' Center Funding (Citizen's Article): It was noted that the BoS had not taken yet a position on the appropriation of full construction costs for this $4.5 million project under Article 22. Ms. Kosnoff added that construction funding would likely have an impact on the Capital Stabilization Fund. Mr. Bartenstein reported that Michael Cronin, Director of Public Facilities,had addressed this article at the previous night's TMMA information session, and indicated that approval of the $200,000 included in the FY2019 Recommended Budget and Financing Plan (aka: Brown Book) to fund design funds through construction documents, followed by appropriation of construction funds at a fall special town meeting, would allow the project to be completed on the desired schedule. Mr. Michelson noted that Article 23, a citizen's article, had been placed on the warrant to seek the appropriation of full construction funding at this Annual Town Meeting in the event the Board of Selectmen do not elect to include it under Article 22. He also noted that to defray the budget impact, alternative funding options are being pursued, which might include approximately $30,000 from the Visitor's Center's revenues, $675,000 in a grant from the State Cultural Board,possible State legislation, and/or donations from civil organizations. A motion was made and seconded to support a $200,000 appropriation under Article 22 for design funds. The motion passed. VOTE: 8-0 It was agreed to defer further discussion of Article 22 and 23 until after the scheduled discussion of this matter by the Board of Selectmen at its meeting on Monday, March 19. Mr. Michelson discussed the three-year plan that he has been preparing for this Committee's report. He noted that the base analysis does not include a cost-of-living increase, but that the impact of various COLA scenarios on the bottom line is shown. Ms. Kosnoffplans to compare his material with the Town's projections. The meeting adjourned at 10:45 p.m. 6 03/15/2018 AC Minutes Respectfully submitted, Sara Arnold, Recording Secretary Approved: March 22, 2018 Exhibits • Agenda, posted by John Bartenstein, Chair • Article 16 Supporting Information; prepared by Mr. Padaki, 3/10/2018 7