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Minutes of the
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November 14, 2018
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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
Member Absent: None
Others Present: Mike Cronin, Director, Department of Public Facilities (DPF); Shawn
Newell, Assistant Director, DPF; Jennifer Hewitt, Budget Officer (participating remotely by
telephone)
Documents Presented:
• Notice of CEC Meeting, November 14, 2018
• DPF FY2020—FY2024 Capital Improvement Projects (CIPs)
• CEC Questions Provided Regarding the DPF FY2020—FY2024 CIPs
• Building Envelope Repairs, Lexington Fiske School; Evaluation Report Construction
Cost, prepared by Russo Barr Associates, Inc.; November 7, 2018
• Roofing and Related Building Envelope Limited Review Memo; from CBI Consulting,
LLC, November 7, 2018
• Fiske School for Work in July 2019, spreadsheet
Call to Order
Mr. Lamb called the meeting to order at 7:48 A.M.
Review of the DPF FY2020—FY2024 CIPs
As the CEC had already reviewed the DPF CIPs, this Committee used its previously prepared
questions and comments as a guide to lead the discussion through that set of CIPs. The
discussion addressed this Committee's earlier questions and those raised during this
meeting and provided Mr. Cronin and Mr. Newell with this Committee's feedback regarding
any remaining concerns and/or suggested revisions to those CIPs. Ms. Hewitt also
participated in the discussion.
Specific comments included, but were not limited to, the following:
• CIP #306: Lexington Police Station Rebuild:
➢ The current schedule identifies May 2020 for beginning construction.
• CIP #562: School Building Envelopes and Systems Program:
➢ Past experience demonstrates the importance of a careful review of
specifications prior to going out to bid. The current practice of using Owner's
Project Managers is a valued part of this process.
• CIP #699: 5-Year Interior Painting: Ms. Hewitt reported that DPF has previously
included this CIP, but it was not included this fall because there is a current effort to
move painting expenses into the operating budget. It is still being determined whether
this can be accomplished.
• CIP #939: Public Facilities Mechanical/Electrical System Replacements:
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 14, 2018
➢ Mr. Newell plans to create a 20-year capital plan, which, among other things,
would help define the ramifications when a project is postponed.
• CIP #1047: Playground Replacement Program Bowman-Bridge:
➢ An on-going effort is to bring all the playgrounds into compliance with the
Americans with Disabilities Act. As allowed, that is most often done when there
is to be a major project at the playground.
➢ Even if this funding is not appropriated, the playgrounds will continue to be kept
safe.
• CIP #1050: Lexington High School (LHS) Short-Term Capacity
➢ School enrollment numbers will indicate whether this project is enough to meet
the science-classroom space needs beyond the next two years.
• CIP #1072: LHS Field House Track Resurfacing
➢ This project was not included in last year's CIPs because at that time the School
Department thought it would be possible to get many more years out of the
track.
There was discussion about the leadership role of DPF in managing projects related to Town
and School facilities. Members of this Committee reiterated past comments in support of DPF
taking the lead role for all facility-related, capital, projects as DPF has the expertise and
experience to execute them, not the "client" department. This Committee was pleased and
appreciative when Mr. Cronin advised that DPF has assumed leadership for the Westview
Cemetery Building Project (CIP #940; previous lead by the Department of Public Works) and
the Old Reservoir Bathhouse Renovation (CIP 1046; previously lead by the Recreation &
Community Programs Department)—two of the capital projects this Committee had urged be
so reassigned.
CEC Report to the November 13, 2018, Special Town Meeting (STM) (2018-1)
Article 5: Appropriate for Hosmer House Reuse Study: The Committee agreed that it may be
necessary to caucus at a remaining session of that STM for the purpose of re-voting its
position if this Committee's conditions for supporting this project have not been announced
as being incorporated into the project.
Future Schedule
It was agreed to cancel CEC's posted meeting for that night.
Adjourn
A Motion was made and seconded at 9:31 A.M. to adjourn. Vote: 6-0.
These Minutes were approved by the CEC at its meeting on November 28, 2018.
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