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Home My WebLink About2018-11-07-CEC-min �y w-AOR yrry. Minutes of the s \�� Lexington Capital Expenditures Committee (CEC) Meeting November 7, 2018 � APRIL&", yI,E XI NGT.O, Location and Time: Hadley Public Services Building, Training Room (221); 7:45 A.M. Members Present: Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee; Rod Cole; Frank Smith; and Wendy Manz Members Absent: None Others Present: David Pinsonneault, Director, Department of Public Works (DPW); Marc Valenti, Manager of Operations, DPW; Christopher Filadoro, Public Grounds Superintendent, DPW; John Livsey, Town Engineer, DPW; Ralph Pecora, Water/Sewer Superintendent, DPW; Robert Beaudoin, Environmental Services Superintendent, DPW; Erik Gitschier, Highway Superintendent, DPW; Romina Comunale, Management Analyst; Robin Vella, Office Manager, DPW, Carolyn Kosnoff, Assistant Town Manager for Finance; Jennifer Hewitt, Budget Officer; Sara Arnold, Recording Secretary Documents Presented: • Notice of CEC Meeting, November 7, 2018 • DPW FY2020—FY2024 Capital Improvement Projects (CIPs) with back up material • DPW Response to CEC Questions Previously Provided Regarding the DPW FY2020—FY2024 CIPs (DPW Q&A) • Supplemental Material for CIP #523: Storm Drainage Improvements and National Pollutant Discharge Elimination System (NPDES) Compliance; Top 10 Differences Between the 2003 and 2016 Massachusetts Municipal Separate Storm Sewer Systems (MS4) Permit • Supplemental Material for CIP #560: Water Distribution System Improvements; Table ES-1 Level of Service Goals • Supplemental Material for CIP #560: Water Distribution System Improvements; MWRA Local Water System Assistance Program, Lined and Unlined Pipe by Community through June 2018 • Capital Expenditures Committee Report to November 13, 2018, Special Town Meeting (STM) 2018-1 Call to Order: Mr. Lamb called the meeting to order at 7:45 A.M. Review of the DPW FY2020—FY2024 CIPs As the CEC had already reviewed the DPW CIPs, Mr. Smith, at the request of the Chair, used the DPW Q&A as a guide to lead the discussion through that set of CIPs. That discussion addressed all of this Committee's earlier questions and those raised during this meeting and provided Mr. Pinsonneault and his attending staff with this Committee's feedback regarding any remaining concerns and/or suggested revisions to those CIPs. The Finance attendees also participated in the discussion. During the discussion, the following points regarding CIP #327, Automatic Meter Reading, among others, were added by the staff: • Reasons for the increase in price for the meter-reading system include the following: ➢ Originally meter-reading modules were going to be attached to the old meters, but it has been determined that many of the old meters need to be replaced so Pagel of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 7, 2018 the project includes replacing with new meters that include the modules. The operating budget includes approximately $2.0 million to replace old meters if the project does not move forward. That amount may be reduced if this project is supported at Town Meeting. ➢ Originally it was hoped that the project could be implemented in-house, but it has been determined that this is not realistic. • Intangible benefits include: ➢ Quarterly billing. ➢ It will be possible to monitor leaks on a daily basis. ➢ The data gathered will assist in setting water/sewer rates. • Vendor quotes only go out a limited number of years, restricting the ability to project future dollars for all of the out-lying years. During the discussion, the following points regarding CIP#940, Westview Cemetery Building, among others, were added by the staff: • Making a decision about including a crematorium should not delay this project moving forward; it has already been delayed a year. • The crematory can be added to the project or not without affecting the current plans. • If a crematory were to be built, it would likely be better to have a stand-alone building. There is plenty of space for a stand-alone crematory at the cemetery. Approve Minutes A Motion was made and Seconded to approve the Draft#3 Minutes for the October 23, 20187 CEC meeting, as amended. Vote: 6-0 A Motion was made and Seconded to approve the Draft Minutes for the October 31, 20187 CEC meeting, as amended. Vote: 6-0 A Motion was made and seconded to approve the Draft Minutes for the November 2, 20187 CEC meeting, as amended. Vote: 6-0 CEC Report to the November 13, 2018, STM 2018-1 All the members signed the copy of the final CEC Report that will be presented to be received and placed on file at STM 2018-1. Having attended the: Board of Selectmen (BoS) and Historic Districts Commission (HDC) meeting the previous night to discuss STM 2018-1, Article 5, Appropriate for Hosmer House Reuse Study, Ms. Beebee reported. • A project to replace the Police Headquarters, as currently envisioned, would use the area now occupied by the Hosmer House. The HDC voted to accept the concept of moving of the Hosmer House within the boundaries of the property on which it now sits—which is bounded by the current Police Headquarters and on three sides by Massachusetts Avenue, Woburn Street, and Fletcher Avenue. The BoS supported the idea of enhancing that lot as it is one of the gateways to Lexington Center. Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 7, 2018 • It was generally agreed that these positions indicate that a project to rebuild and expand the Police Headquarters in its current location can move forward. Based on that information, this Committee agreed that its position on the Hosmer House Reuse Study, as written in its report to STM 2018-1, does not need to be amended. This Committee then discussed the proposal by Selectman Pato to use funds from the Capital Stabilization Fund for projects such as the Hosmer House Reuse Study and the Center Streetscape. It was unanimously agreed that those funds were designed to mitigate debt-service obligations and/or be used as a "rainy day" fund and, therefore, are not an appropriate source for the instant projects being addressed now. Mr. Cole departed at 9:22 A.M. Future Events Mr. Lamb asked for all questions related to the Department of Public Facilities (DPF) CIPs to be submitted to him by this Friday (the 9th). That would permit him to aggregate them and then provide them over the coming weekend to DPF so it could, in turn, provide responses to this Committee before its review of those CIPs at its meeting next Wednesday (the 14th) Ms. Beebee noted that the schedule for the STM and the meetings with departments regarding their CIPs has been very compressed; making it difficult to meet all the deadlines. It was agreed that in 2019 a request could be made of Ms. Hewitt—who schedules the department presentations to this Committee—to avoid having the DPW and DPF reviews in sequential weeks. Adjourn A Motion was made and seconded at 9:26 A.M. to adjourn. Vote: 5-0. These Minutes were approved by the CEC at its meeting on November 13, 2018. Page 3 of 3