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Home My WebLink About2019-11-06-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 6, 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 Melissa Battite, Director, Recreation and Community Programs (R&CP), Peter Coleman, Assistant Director, R&CP, Christine Dean, Community Center Director, R&CP, Carolyn Kosnoff, Assistant Town Manager for Finance, Jennifer Hewitt, Budget Officer, Chris Filadoro, Public Grounds Supervisor, Department of Public Works Documents Presented • Notice of CEC Meeting, November 6, 2019 • Draft #3 Minutes of the morning CEC Meeting, October 30, 2019 • Draft Minutes of the evening CEC Meeting, part of the Summit I, October 30, 2019 • Report to the 2019-1 Special Town Meeting (STM), Released November 5, 2019 • R&CP FY2021—FY2025 Capital Improvement Projects (CIPs) • R&CP responses to CEC Questions Provided Regarding the R&CP FY2021—FY2025 CIPs (R&CP Q&A) • Equipment list for Pine Meadows Golf Club, 2018-2019 Call to Order Mr Lamb called the meeting to order at 7 45 A.M. Approval of Minutes It was moved and seconded that the Draft #3 Minutes of the morning CEC Meeting, October 30, 2019, as amended, be approved Vote 5-0 It was moved and seconded that the Draft Minutes of the evening CEC Meeting, which was part of the Financial Summit I, October 30, 2019, be approved Vote 5-0 Ms Manz arrived at approximately 7:50 A.M Announcements Mr Kanter distributed copies of this Committee's Report to the 2019-1 STM One copy was signed by Committee members. It will be submitted to that STM under Article 1, Reports of Town Boards, Officers, Committees Ms Hewitt reported that some new/updated CIPs have been created She said that a new packet of CIPS would be distributed the week after Thanksgiving Based on input from Committee members about the organization of the CIPS, Ms Hewitt agreed to distribute them by department rather than by their presence in the multiple groupings of all the CIPS Member Concerns and Liaison Reports Mr Kanter reported that the Board of Selectmen (BoS), at its November 4, 2019, meeting, discussed plans for rebuilding the Police Headquarters facility The Hosmer House needs to be moved to pursue designs that are being considered Moving it to the Town's property on Vine Street—one purpose for it is for affordable housing—garnered considerable discussion during the BoS meeting Ms Manz commented she objected to that move, noting that a Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 6, 2019 similar structure on the Vine Street property had been demolished because renovating it for affordable housing was too expensive The BoS also discussed various structural features being considered for the Police Headquarters facility It remains anticipated that this project would be presented to the 2020 Annual Town Meeting for appropriation of construction funding Review of the R&CP FY2021—FY2025 CIPs and R&CP Q&A In response to questions about projects previously approved by Town Meeting, Ms Battite provided the following information to supplement the R&CP Q&A • The Center Track resurfacing project is about two weeks behind schedule because soils needed remediation, which had not been anticipated The first layer of asphalt was laid on October 21St, and it is expected that the final two layers will be applied in the spring when it is possible to have two weeks of days that are warm enough for this process This project has been inconvenient for the high-school athletes, but in some cases alternate venues were used The project is currently under-budget, the Recreation Committee is meeting on November 18th to prioritize change orders • The Diamond Middle School project will be delayed, possibly for a whole year • The Community Needs Assessment will include Human Services, Community Center, and Health and Wellness elements. A survey is to be distributed in late November • Lexington is no longer pursuing a partnership with Minuteman Technical High School (Minuteman Tech) to share in the use of their new athletic fields. This concept was explored, but Minuteman Tech and Lexington had divergent priorities, and there was not enough time to make acceptable arrangements That said, a positive communication process was developed Mr Kanter requested that projects that involve vertical structures be included in the Department of Public Facilities' (DPF) CIPs Ms Hewitt explained that once approved by Town Meeting, such projects are moved to DPF, but that the departments for which the facilities are being built are the best advocates for the projects prior to approval She added that the departments work collaboratively through the process Mr Kanter agreed to disagree Ms Beebee facilitated a discussion with staff regarding the R&CP FY2021—FY2025 CIPs to supplement information provided in the R&CP Q&A. Ms Battite commented, as follows • CIP #1048 Community Center Campus Expansion The funding request is included in out-years (beyond FY2021) and are placeholders Such projects have not been prioritized to-date The Community Needs Assessment will inform future discussion about such an expansion • CIP #1085 Center Recreation Complex Bathrooms & Maintenance Building Renovation Approximately $5,000 was spent on maintenance in FY2019 The center bathroom complex was closed for about a month last summer because of maintenance issues Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting November 6, 2019 • CIP #278 Athletic Facility Lighting Estimated costs for lighting projects have increased over the years, but the contract bid price was less than the FY2019 appropriation Change order additions will use some of the excess appropriated funds Ms. Hewitt added that the R&CP department is very responsible about turning back un-used funds • CIP #282 Park and Playground Improvements The sequencing of projects now being considered for FY2025 may be shifted to take into consideration the timing of a new high school • CIP #518 Park Improvements—Athletic Fields The fields at Harrington Elementary School were last renovated about 10 years ago when the new school was built. • CIP #1013 Outdoor Pickleball Court Construction There was discussion about the demand for pickleball and whether there is an effort to re-purpose and maximize the space that exists A planned feasibility study should help provide some insight into the best approach for providing more pickleball opportunities Mr Kanter expressed the importance of documenting losses in currently provided services, not just those that are gained • CIP #1014 Cricket Field Construction A cricket field requires at least two acres of land There are three cricket leagues in Lexington It is possible to find reasonable practice space, but the currently available land in Lexington is not appropriate for tournaments • CIP #519 Pine Meadows Equipment Mr Filadoro provided a list of Pine Meadows Golf Club equipment for 2018-2019 with information about each's age, condition, value, and life expectancy • CIP #1066 Recreation Software Upgrade This project would be funded from the tax levy and Recreation's Enterprise Fund, about 50%from each The goal is to centralize the collection of fees for the different programs handled by R&CP • CIP #1084 Athletic Fields Feasibility Study The Recreation Committee wants the results of the Community Needs Assessment before embarking on this study This study would start in late 2020 or early 2021 Planning for Next Meeting Questions relating to the DPF CIPs should be sent to Mr Lamb Questions relating to the Library's CIP should be sent to Ms Beebee They should be submitted no later than first thing Sunday morning Adjourn A Motion was made and seconded at 9 16 A.M to adjourn Vote 6-0 These Minutes were approved by the CEC at its meeting on November, 13, 2019 Page 3 of 3