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HomeMy WebLinkAbout2019-10-23-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 23, 2019 Location and Time: Town Office Building, Parker Room (G-15); 7:45 A.M. Members Present: Charles Lamb, Chair; David Kanter, Vice -Chair & Clerk; Sandy Beebee; Rod Cole; Wendy Manz; Frank Smith Members Absent: None Others Present: Nick Nichols, Appropriation Committee; David Pinsonneault, Director, Department of Public Works; Carol Kowalski, Assistant Town Manager for Development; Carolyn Kosnoff, Assistant Town Manager for Finance Documents Presented: • Notice of CEC Meeting, October 23, 2019 • Corrected Minutes of the CEC Meeting, May 15, 2019 • Pending Final Minutes #2 of the CEC Meeting, June 19, 2019 • Financial Summit Minutes of the CEC Meeting, October 16, 2019 • FY2020 Budget Adjustments for the Fall 2019 Special Town Meeting (STM) • Tanko Lighting, Summary of Financial Analysis—Lexington, MA, October 21, 2019 Call to Order: Mr. Lamb called the meeting to order at 7:46 A.M. Briefing on November 9, 2019, STM Article 9: Light -Emitting Diode (LED) Streetlight Conversion: Mr. Pinsonneault explained that when the Town installed induction streetlight fixtures about 10 years ago, LED technology was not advanced enough for such use. The Town is currently spending approximately $136,000 per year maintaining those fixtures, which are not well suited for the New England climate. LED technology has since improved. Today's LED fixtures are not impacted by climate, require less maintenance, and are more energy efficient than induction fixtures. Mr. Pinsonneault reported that Lexington has been approved for a $194,764 Metropolitan Area Planning Council (MAPC) grant to convert to LED fixtures. Eversource, the Town's electrical supplier, is offering a $96,813 rebate incentive for such a conversion. Because these are reimbursable funding sources, Article 9 is requesting $875,858 for the conversion, with a net project cost of $584,282. It is estimated that the payback for energy and maintenance savings will be 5.5 years. MAPC, which is requiring that the project be completed by May 31, 2020, would manage the bid process. In response to questions, Mr. Pinsonneault commented that: • The LED lights have a 20 -year warranty and often last several years longer. • Disposal of the induction fixtures would be included in the contract. • There is no contingency included in the funding request; the cost of the project could be less than is currently estimated, not more. • There is no guarantee that the grant program would be available next year. Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 23, 2019 • The project does not include streetlights within the Center Streetscape project area because that project requires ornamental fixtures. • Lexington's agreement with Verizon, which owns the poles, includes access for this project. Briefing on November 9, 2019, STM Article 8: Appropriate Funding for 25% Design of the Route 4/225 Bedford Street—Hartwell Avenue—Wood Street Transportation Improvement Project Ms. Kowalski reported that the Town currently has a placeholder on the Massachusetts Department of Transportation's (MassDOT's) long-range transportation plan for improving traffic flow in the Hartwell Avenue area during the 2030-2034 timeframe. To stay on that plan, MassDOT requires that the Town present a design, at its expense, which, if approved by the State would be put on the State's Transportation Improvement Projects list, with construction paid for by the State. Jim Malloy, Town Manager, would like the 25% design funding approved to demonstrate the Town's commitment to this project, thus positioning the Town favorably in the competitive State transportation -funding process, and with the hope that the project could move into the State's 2025-2029 timeframe. Without a design, the project would eventually "fall off' of the State's long-range transportation plan. Ms. Kowalski explained that discussion about making such improvements in this commercial area began in the 1980s, when the State prepared a design that was rejected by Lexington. In 2011, the Town prepared a conceptual design with roundabouts, but the State was not interested in supporting roundabouts at that time. The State now agrees to consider roundabouts. The Article 8 appropriation request for $1.5 million is for a 25% design that would include operational analyses, preliminary design plans, and design alternatives—including a no -build option. Public outreach to commercial and residential areas would be incorporated into the process. It is anticipated that additional funds to reach 100% design would be requested in 2024; $1.58 million has been entered as a placeholder for getting to 100%, but there was general agreement that a larger amount would be required. It was recommended that a more realistic number be used. Ms. Kowalski added that the locus for the project includes part of Wood Street near Lincoln Laboratory, the entrance to Hanscom Air Force Base, Maguire Road, Hartwell Avenue, and Bedford Street, including the jug -handle intersection and the on/off ramps to Interstate 95. She noted that traffic projections for the planned expansions of office space at Lincoln Laboratory and on the Base would be incorporated, and she envisions raised median strips and access for pedestrians and bicycles. She does not anticipate that the improvements would necessarily increase capacity, but they could improve flow and safety. She added that the Town had spent approximately $9.0 million on "low -hanging fruit" improvements, and more than that needs to be done. Mr. Kanter noted that the Planning Board is planning to present a re -zoning article for Hartwell Avenue to the 2020 Annual Town Meeting that would increase capacity for office space, thus likely increasing traffic. He suggested that this project be postponed until the results of the re -zoning proposal is known. This triggered discussion about the sequencing Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 23, 2019 of the two issues. Others suggested that the re -zoning article should come to Town Meeting after the results for the 25% design are available. It was also noted that improvements in the described area are needed whether or not there is re -zoning. In response to questions, Ms. Kowalski and Mr. Pinsonneault said that the 25% design would take approximately 18 months, that the consultant would review past work that had been done, and each such project has particular circumstances that generally generate unique approaches. There was a brief discussion about phasing the design work, and whether this would be micro—managing. Mr. Kanter expressed support for requiring multiple phasing, evaluation at the end of each phase, and not continuing to the next phase unless supported by the outcome of each evaluation. Approval of Minutes: It was moved and seconded that the Corrected Minutes of the CEC Meeting, May 15, 2019, be approved as presented. Vote: 6-0 It was moved and seconded that the Pending Final #2 Minutes of the CEC Meeting, June 19, 2019, as amended, be approved. Vote: 6-0 It was moved and seconded that the Financial Summit Minutes of the CEC Meeting, October 16, 2019, be approved as presented. Vote: 6-0 Preparation of the CEC Report to the November 12, 2019 STM: Mr. Kanter noted that the amount being recommended for putting into the Capital Stabilization Fund (CSF) under Article 3: Appropriate to and from Specified Stabilization Funds, was recently reduced by $54,675 because that additional amount was needed for the LED lighting project. Ms. Kosnoff reported that two other situations could affect the amount being recommended for the CSF: the new growth estimate may increase, and the issue of additional insurance is still being discussed internally. Mr. Kanter noted that the only CEC meeting scheduled before this Committee's report for the November 121" STM goes to print on or about November 4, 2019, is on October 301" when staff is planning to attend to begin the review of the FY2021—FY2025 Capital Improvement Projects. After discussion about logistics for finalizing the report, it was agreed to schedule an 8 A.M. meeting on November 1s'. Member Concerns and Liaison Reports: Ms. Manz reported that she is attending Community Preservation Act Committee meetings and will provide updates. Ms. Beebee reported that the Crematorium Committee is finalizing its report and that the School Master Planning Committee was prepared to share its draft report tonight. Adjourn: A Motion was made and seconded at 9:07 A.M. to adjourn. Vote: 6-0. These Minutes were approved by the CEC at its meeting on October, 30, 2019. Page 3 of 3