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HomeMy WebLinkAbout2019-12-04-CEC-min mdl, w; Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 4, 2019 Location and Time. Samuel Hadley Public Services Building, Training Room (221), 745AM Members Present Charles Lamb, Chair, David Kanter, Vice-Chair & Clerk, Rod Cole, Frank Smith Members Absent Sandy Beebee and Wendy Manz Others Present Carolyn Kosnoff, Assistant Town Manager for Finance, Jennifer Hewitt, Town Budget Officer, David Pinsonneault, Director, Department of Public Works (DPW), John Livsey, Town Engineer, DPW, Romina Comunale, Management Analyst, DPW, Erik Gitschier, Highway Superintendent, DPW, Marc Valenti, Manager of Operations, DPW, Nick Nichols, Liaison to the CEC, Lexington Appropriation Committee Documents Presented • Notice of CEC Meeting, December 4, 2019 • DPW FY2021—FY2025 Capital Improvement Projects (CIPS), October 23, 2019 • CEC Questions with DPW Answers Regarding the DPW FY2021—FY2025 CIPS (DPW Q&A), November 27, 2019 • Draft #3 Minutes of the CEC Meeting, November 13, 2019 • Draft #3 Minutes of the CEC Meeting, November 20, 2019 • Draft Minutes of the CEC Meeting, November 21, 2019 (Summit II) Call to Order Mr Lamb called the meeting to order at 7 47 A.M Review of the DPW FY2021—FY2025 CIPS Mr Smith used the DPW Q&A to initiate a discussion regarding the 24 DPW CIPS • CIPs are addressed in the same grouping order used by the Finance Department in the distribution of this year's set of CIPS and numbering are the CIPS number • He acknowledged that the detailed responses in the DPW Q&A resolved most of this Committee's questions so often little additional needed to be added during this discussion • Mr Pinsonneault, other DPW staff members, Ms Kosnoff, Ms Hewitt, and CEC members provided comments, when needed, throughout the discussion that were not limited to the following—many of which are based on the written responses provided by DPW General Mr Pinsonneault advised that inflation was not included in the cost estimates in his department's CIPS as he understood that had been a Town-staff instruction Mr Kanter advised that the CIP-preparation instructions states that estimates are to be in then-year dollars That would include applying an inflation factor, as best known, along with any other factors that are currently understood likely to affect the funding request whether in the FY2021 budget year or the FY2022—FY2025 out years. Ms Kosnoff affirmed that then-year cost estimates were to be cited Page 1 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 4, 2019 SECTION I - CAPITAL PROJECTS #554 Street Acceptance • There are no street-acceptance requests in process at this time #881. Municipal Parkins Lot Improvements • The funding was pushed out to FY2022 & FY2023 as the on-going design of the new Police Headquarters will have a bearing on both the general size and scope of this parking lot project and when it can be executed #915 Hartwell Ave. Compost Site Improvements • Funding will be from the Compost Revolving Fund • Both the new office building and the new equipment is being factored in to the new fee model, but a rate analysis has not yet been done of any new fees • Limited "bandwidth" within DPW is why this project is not being proposed for FY2021 #922. Battle Green Streetscape Improvements • The conceptual plans have been produced as well as numerous presentations during this design process The cost estimates will be refreshed as we progress through the next stage of design which is expected to bring full design plans • It is undetermined which, if any, elements of the work are eligible for CPA funding #940 Westview Cemetery Building • Because of the delay in the project as it wasn't funded at this past fall Special Town Meeting (STM), the now cited $3 1 million cost—an increase from the $2.8 cost at that STM— is based on the latest architect's estimate (If the ready-for-a-crematorium changes were to be retained, the new estimate is $3 2 million ) • The increase in total cost will change the March 15, 2019, analysis by the Town Manager on how the construction costs debt will be funded over time through the Cemetery Fund and the tax levy That analysis has not yet been produced by Town Finance • If approved by the 2020 Annual Town Meeting (ATM), it is contemplated the construction would begin in spring 2021 and end in fall 2021 #941 Public Parkina Lot Improvements • Design has not begun on the plans for these downtown parking lots • The $100,000 shown as Design/Engineer funds in FY2023 & FY2024 should have been entered as Project Management over the work funding by the same-year's Construction funding. #1056 Public Grounds Irrigation Improvements • The funding is not until FY2024 as there is need to coordinate with what other projects have done or will be done with those grounds • The elements in the scope of this project that are considered eligible for funding under the Community Preservation Act (CPA) are the work done at the Battle Green, Visitor's Center, and Buckman Tavern Page 2 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 4, 2019 #1081. Staaina for Special Events • Those platforms, ramps, and other hardware would be stored at DPW #1083 Bedford & Hartwell Lona Ranae Transportation Improvement • It is anticipated that the construction funding will be from State aid #1086. New Sidewalk Installations • All priorities for these sidewalks are set by the Transportation Safety Group and, if approved, then forwarded to the Engineering Department where they are addressed in the order so received The list is growing • Cost estimates are based on general per-mile costs for sidewalks of similar complexity A more defined cost cannot be developed until plans are at 25% design • Design and construction costs for these sidewalk projects are usually in the same year because typically the construction funding received at an ATM is not used until the following construction season as it is not available until after July 1st That both limits construction time and the construction bidding would be at a bad time of year when contractors are not as `hungry' for work We can, however, procure design services at that time of year and begin both survey and design work for the project in the summer. #1090 Cemetery Projects • The design and construction of a columbarium at the cemetery is independent of a possible future crematory • The planned location for the columbarium is on the slope near the existing building #1091 LED Streetliahts • As this was funding approved at 2019 STM, it will be withdrawn SECTION II - CAPITAL PROGRAMS #520 Eauipment Replacement • The out-year costs have been checked for accuracy with vendors for those later years #522. Street Improvements • This Committee congratulated the Town for continuing to drive up the average condition of our streets • All trench work is re-inspected the spring following the year it was performed A list of trench repair/replacement work is developed from that re-inspection and given to the contractors for repair • The typical timeline for funding, design, and construction of a street-improvement project varies significantly depending on the type of project. For the more common paving, reclamation, and preservation projects, the funding is approved at an ATM and available in July The roadwork using that funding is typically constructed in the following construction season. Page 3 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 4, 2019 #523. Storm Drainaae Improvements (and NPDES) • The new permit is very demanding and very complex. • The "stream team" provides unpaid volunteer work by University of Massachusetts (Lowell) students Typically, there are 15-20 per year, but this year it is 23 They perform sampling throughout the school year providing data on where there may be illicit discharges and where we can accept that the system is not contaminated In addition, we have paid interns through the summer with some school-year carry over as well That is the equivalent of approximately 80 man-hours per week during the summer, 30 during the school year • Illicit discharges have been sanitary related with the key indicator being high E coli count Ten were found since the inception of our Illicit Discharge Detection and Elimination (IDDE) program Of those ten, four have been identified through the Stream Team/Intern program Property owners are charged for the removal of illicit discharges if they are the responsible party for the illicit discharge • A consultant has been engaged to work with the Town on an analysis with regard to the Stormwater Enterprise Fund and plans for user fees. It is expected something will be ready for a vote by the 2021 ATM #528. Hydrant Replacement Proaram • The cost of $2,500 per hydrant is the 2nd year under a 3-year bid • In FY2019, 51 hydrants were replaced and 16 repaired #557 - Comprehensive Watershed Stormwater Manaaement • We are waiting for easements in the Valleyfield area—which has taken much longer than anticipated for a variety of reasons—and we are getting near the point of asking for easements in the Oxbow/Constitution area. #644 - Sidewalk Improvement • With the newer technology, two-thirds of the town's sidewalks have been surveyed and a report will be provided In the spring, the final third will be surveyed and at that point the sidewalk condition index will be added to the next report. #683 - Townwide Culvert Replacement • Culvert repairs typically cost in the $200—$20,000 range #688 - Townwide Sianalization Improvements • The $50,000 in FY2023 is to perform an update of our signal inventory/capital improvement plan to determine future priorities FY2024 and beyond will be adjusted once the update is complete and the long-term priorities are established SECTION III - CPA PROJECTS #672 - Battle Green Master Plan Phase 3 • Last year's request was for $570,438, but the Community Preservation Committee could only recommend $253,394 from CPA last year This year's request is for $317,044 balance. Page 4 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 4, 2019 • Plans and specifications are being developed to bid this winter with construction beginning after Patriot's Day 2020 It is hoped to have all elements of the 3-phases completed by winter 2021 SECTION IV - ENTERPRISE PROJECTS #524 - Sanitary Sewer System Investiaation and Improvements • Massachusetts Water Resources Authority (MWRA) funding not always 75% grant/25% loan, although the last few allocations have been Prior to that, it had been 55/45 for several allocations, and Phase 13 is loan only, however, future distributions are expected to go back to 75/25 We are currently in the process of using Phase 12 funds #529 - Pump Station UDarades • There is backup power in place for 6 of the 10 stations and will be at 7 of 10 by the end of calendar year 2019 Of the remaining 3, we are currently in design on 2 stations and expect these to have backup power within the next 3 years The tenth station will likely not get back-up power as it is very small and the benefit is not seen. #560 - Water Distribution System Improvements • An extreme urgency is not currently seen for water-tank repair/replacement and, therefore, shifted about $1 million in the capital requests from FY2021—FY2022 to FY2024—FY2025 However, there is significant analysis and internal discussions on the preferred steps on the tank(s) which will both result in adjustments to costs as well as timing • It is hopeful that the current target of an annual replacement of 1% of the water mains is still sufficient to meet our long-term goals, however, progress over time is being monitored Absent an emergency situation, the spending is constrained for both budgetary and "bandwidth" reasons • With regard to achieving the 35-pounds-per-square-inch service goal across the Town, the McKeever Drive pressure issue seems to be resolved and monitoring of this location will continue Fairland Street is also an area of concern A design of a booster station there is being developed and also working with a local developer who may be donating a parcel of land for siting the station Approval of Minutes Mr Kanter explained the amendments that were suggested for both the Draft #3 Minutes of the Committee's meetings on November 13, 2019, and on November 20, 2019 It was moved and seconded to approve the amended versions of both of those Minutes Vote 4-0 It was moved and seconded to approve the Draft Minutes of the Committee's meeting on November 21, 2019, as presented Vote 4-0 Adjourn A Motion was made and seconded at 8 55 A.M. to adjourn Vote 4-0 These Minutes were approved by the CEC at its meeting on December 11, 2019 Page 5 of 5