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HomeMy WebLinkAbout2019-11-06-CEC-minMinutes 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 21 st, 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 181" 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