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HomeMy WebLinkAbout2019-02-21-CEC-min �y w-AOR yrry. Minutes of the s \�� Lexington Capital Expenditures Committee (CEC) Meeting n February 21, 2019 APRIL&", II,E XI NGT.O Location and Time: Town Office Building, Reed Room (111); 7:45 A.M. Members Present: Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee (participated remotely); Rod Cole; Frank Smith; and Wendy Manz Members Absent: None Others Present: Sara Arnold, Recording Secretary Documents Presented: • Notice of CEC Meeting, February 21, 2019 • Crosswalk of Changes—White Book to Brown Book, 2/13/2019 • CEC's Status Regarding Articles in the Warrant to the 2019 Annual Town Meeting (ATM) on which it currently plans to report as of 20 Feb 2019 (Prepared by Mr. Kanter) • Draft#3 Minutes of the CEC Meeting, February 5, 2019 • Draft Minutes of the CEC Meeting, February 13, 2019, during the Financial Summit IV Call to Order: Mr. Lamb called the meeting to order at 7:48 A.M. He gave Ms. Beebee permission to participate remotely as she was unable to attend the meeting. Mr. Lamb noted that all votes, therefore, would be by roll call. Minutes: A Motion was made and seconded to approve the Draft#3 Minutes for the February 5, 20197 CEC meeting, as amended. Roll Call Vote: 6-0 A Motion was made and seconded to approve the Draft Minutes for the February 13, 20197 CEC meeting. Ms. Beebee reported that she would abstain because she was not at the meeting. Mr. Smith reported that he also was not at that meeting, but had reviewed the Minutes and was comfortable supporting them. Roll Call Vote: 5-0-1 Financial Summit IV: Mr. Kanter noted that he didn't believe it was necessary to discuss the adjustments as presented at Summit IV in the Crosswalk of Changes that were being made between the FY2020 Town Manager's Preliminary Budget & Financing Plan ("White Book") and the projected FY2020 Recommended Budget and Financing Plan ("Brown Book") as none had Capital significance. However, he asked the Committee to endorse two requests he had made at that Summit for those Books' Section XI, Capital Investment, Table IX, "Deferred FY2020 and Proposed FY2021-FY2024 Capital Requests". After a brief discussion: • A Motion was made and seconded to endorse Mr. Kanter's request that the Table IX in these Books be expanded to be a five-year capital plan by including the budget-year—in the instant case, FY2020—requests. Roll Call Vote: 6-0 • A Motion was made and seconded to endorse Mr. Kanter's request that when funds are to be deferred, the recommended later year(s) and amount(s) for those funds be included in the Table IX. Roll Call Vote: 6-0 Final Town Warrant and Preparation of this Committee's Report to the 2019 ATM: Using Mr. Kanter's table showing the relevant Warrant Articles, his comments on their status, and those that he proposed be included in the Consent Agenda at the 2019 ATM, he led a Page 1 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 21, 2019 discussion on each Town Warrant Article/sub-Article. Positions were clarified; Motions were made and seconded before preliminary roll-call votes were taken on those for which it was determined that there was sufficient information to do so. When deemed appropriate, the vote included support for recommending inclusion on that Consent Agenda. The table was updated to reflect these actions and relevant information, as follows: Proposed Status Candidates (PV=Preliminary Vote on approving) for Consent # Article Title (NOSF=No objection so far) Agenda 4 Reduce Community Preservation Act PV 0-6 (CPA) Surtax Rate from 3%to 1% Pursuant to G.L. c. 44B, § 16(Citizen Article) 6 Appropriate for Cremation Facility at Not ready to take a position. Awaiting a report from Westview Cemetery(Citizen Article) the BoS-appointed Ad hoc Crematory Study Committee. Potential cross-purpose with Article 20(g) 8 Funding for Sustainability Actions PV 0-6 (Citizen Article) 10 Appropriate to Post-Employment No position; repeat commentary regarding concern Insurance Liability Fund over current policy for allocation of discretionary funds. 12 Appropriate FY2020 Enterprise Funds Tentatively included, but would be removed if known Budgets in advance of publishing that none of those budgets have direct, capital-related, implications. 13 Establish and Continue Departmental Tentatively included, but would be removed if known YES Revolving Funds in advance of publishing that none of those funds have direct, capital-related, implications. 14 Appropriate the FY2020 Community See following sub-Articles. Preservation Committee Operating Budget and CPA Projects (Multiple Categories) a) Conservation Land Acquisition-TBD PV 6-0. Cost$275,000. Unanimously supported by the Community Preservation Committee. b)Willard's Woods Site PV 6-0 Improvements-$138,273 c)Archives & Records PV 6-0 YES Management/Records Conservation & Preservation-$20,000 d) Battle Green Master Plan- Phase 3- PV 6-0 $253,394 e) 9 Oakland Street- Renovation and PV 6-0.The balance of the funds needed will be Adaptive Re-Use-$70,000 solicited from other sources. Page 2 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 21, 2019 f)Athletic Field Complex at Awaiting the Inter-Municipal Agreement; however, Minuteman Regional Vocational concerned about: not funding an asset; being a Technical School -TBD prudent expense even at the about$5 million funding;whether same funding to enhance availability of existing athletic assets isn't a better approach; and more. g) Old Reservoir Bathhouse PV 6-0 Renovation -$620,000 h) Park Improvements- Hard Court PV 6-0 Resurfacing-$70,000 i) Park Improvements-Athletic Fields- PV 6-0. Understand reduction would be to$310,000. $435,000 (subject to reduction if 69 is fully funded) j) Playground Replacement Program- PV 6-0 Bridge-$302,000 k) LexHAB—Preservation, PV 5-1. One member is opposed as he believes Rehabilitation, and Restoration of providing the very-long-overdue affordable housing Affordable Housing-$99,700 on the Town-purchased Vine Street property is a higher priority. Another member is sympathetic to the pressures experienced by LexHAB. 1) CPA Debt Service-$3,094,680 PV 6-0 YES m)Administrative Budget-$150,000 PV 6-0 YES 15 Appropriate for Recreation Capital PV 6-0 Projects (Pine Meadows Equipment) 16 Appropriate for Municipal Capital See following sub-Articles. Projects and Equipment a)Hydrant Replacement Program PV 6-0 YES b) Storm Drainage Improvements and PV 6-0 YES NPDES compliance c)Comprehensive Watershed Stormwater PV 6-0 YES Management Study and Implementation d)Townwide Culvert Replacement PV 6-0 YES e)Center Streetscape Improvements- Awaiting 75%design &cost estimate. Construction fl Automatic Meter Reading System Reservations remain. Although not considered justified based on a more rational Return on Investment,there is an equity issue (i.e., each user is charged for more accurately measured usage)that may lead the CEC to support this expensive project. Awaiting presentation to the Board of Selectmen and the effect on water&sewer rates. g) Sidewalk Improvements PV 6-0 YES Page 3 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 21, 2019 h)Hill Street New Sidewalk Project PV 6-0 i)Equipment Replacement PV 6-0 j)Townwide Signalization Improvements PV 6-0 YES k) Street Improvements PV 6-0 YES 1)Transportation Mitigation PV 6-0 YES m)Municipal Technology Improvement PV 6-0 Program n)Application Implementation PV 6-0 o) Network Core Equipment PV 6-0 Replacement p) EV Charging Stations PV 6-0 17 Appropriate for Water Distribution PV 6-0 YES System Improvements 18 Appropriate for Wastewater System PV 6-0 YES Improvements 19 Appropriate for School Capital PV 6-0. Welcome that the Town Manager would Projects and Equipment like to see this in the Schools Operating Budget. 20 Appropriate for Public Facilities See following sub-Articles. Capital Projects a) Public Facilities Bid Documents PV 6-0 YES b) Facility and Site Improvements See following sub-Articles. YES Building Flooring Program PV 6-0 [YES] School Paving &Sidewalks PV 6-0 [YES] Program c) Municipal Building Envelopes and PV 6-0 YES Systems d) School Building Envelopes and PV 6-0 YES Systems e) LHS Field House Track Resurfacing PV 6-0. Noted that this has not been included in past five-year capital plans. f) Public Facilities PV 6-0 YES Mechanical/Electrical System Replacements g)Westview Cemetery Facility Unanimously wants the construction funding for the Construction replacement of the "maintenance" building—and the contracting for that work—to proceed as planned. No position taken on any crematory. Awaiting a report from the BoS-appointed Ad hoc Crematory Study Committee. Potential cross-purpose with Citizen Article 6. Page 4 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 21, 2019 h) Cary Library Children's Room PV 6-0 Renovation Design 21 Rescind Prior Borrowing PV 6-0 YES Authorizations 22 Establish, Dissolve and Appropriate to Would only address elements with Capital and from Specified Stabilization Funds implications; NOSF with them. (SFs) 23 Appropriate to General Stabilization Likely to be Indefinitely Postponed—which the CEC YES (If IP) Fund would unanimously support(PV 6-0). 24 Appropriate from Debt Service PV 6-0 YES Stabilization Fund 26 Amend FY2019 Operating, Enterprise PV 6-0, but only if there are Capital implications to and CPA Budgets (Enterprise &CPA the Enterprise Fund and anything on the CPA only) budgets. 27 Appropriate for Authorized Capital None has been yet identified to the CEC. Improvements 32 Addition of Capital Expenditures PV 6-0 Committee-Related Provisions to the Representative Town Meeting and Selectmen-Town Manager Acts 35 Amend III of Chapter 118(Citizen PV 0-6 Article) 36 Implement an Outcomes-Based PV 0-6 Approach to Town Building Member Concerns and Liaison Reports: As CEC liaison to the Ad hoc Crematory Study Committee (AhCSC), Ms. Beebee reported the AhCSC would like to bring a report, possibly in the form of preliminary findings, to the 2019 ATM. It appears that the AhCSC would like to be able to connect a crematory, if such a facility is supported in the future, to the cemetery-maintenance building, forwhich funding is being requested at the 2019 ATM under Article 20(g), Westview Cemetery Facility Construction. Mr. Lamb discussed his plans for preparing the Executive Summary for this Committee's report to the 2019 ATM. It was agreed to include a brief discussion about the financial challenges associated with replacing Lexington High School, which is struggling with increasing enrollments and aging facilities. Mr. Lamb agreed to solicit comments after he prepares a draft Executive Summary. There was a review of the status for front matter (primarily the departmental write-ups) for this Committee's report. That material has already been submitted or is expected to be submitted to Mr. Kanter by tomorrow. This will include Ms. Beebee supplementing material prepared by Mr. Cole regarding school-related projects. It was agreed that this part of the report was progressing well and would be ready for review at this Committee's next meeting on February 27tH Page 5 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting February 21, 2019 Regarding the back matter of the report (primarily on the Articles), it was agreed that next meeting would also determine which Articles/sub-Articles are thought to warrant supplemental text. Further, it was determined that all back matter for this Committee's report should be submitted to Mr. Kanter by March 3rd in preparation for a final review on March 6th It is expected that the full report will be ready for approval by this Committee at its meeting on March 13th—with a March 15th meeting being held as a backup for the approval—or just for members not present at the meeting on the 13th to add their vote on the report. There was a brief discussion about the potential Intra-Municipal Agreement between the Town of Lexington and Minuteman Technical Regional High School (Minuteman Tech) for the building and use of recreation facilities on the Minuteman Tech property (Article 14(f)). Ms. Beebee will provide updates in her contribution to the Committee's report on that Article. Adjourn: A Motion was made and seconded at 9:10 A.M. to adjourn. Roll Call Vote: 6-0. These Minutes were approved by the CEC at its meeting on February 27, 2019. Page 6 of 6