HomeMy WebLinkAbout2019-11-13-CEC-min JS�®pN�N
Minutes of the
�3 Lexington Capital Expenditures Committee (CEC) Meeting
H November 13, 2019
Location and Time: Hadley Public Services Building, Training Room (221); 7:45 A.M.
Members Present: Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee;
Rod Cole; and Frank Smith
Member Absent: Wendy Manz
Others Present: Koren Stembridge, Director, Cary Memorial Library; Emily Smith, Assistant
Director, Cary Memorial Library; Mike Cronin, Director, Department of Public Facilities (DPF);
Shawn Newell, Assistant Director, DPF; Carolyn Kosnoff, Assistant Town Manager for
Finance; Jennifer Hewitt, Budget Officer; Nick Nichols, Member, Appropriation Committee
Documents Presented:
• Notice of CEC Meeting, November 13, 2019
• DPF and Cary Memorial Library FY2021—FY2025 Capital Improvement Projects
(CIPs), October 23, 2019
• CEC Questions Provided Regarding the Library FY2021—FY2025 CIP (Library Q&A)
• CEC Questions Provided Regarding the DPF FY2021—FY2025 CIPs (DPF Q&A)
• Draft #3 Minutes of the CEC Meeting, November 6, 2019
Call to Order
Mr. Lamb called the meeting to order at 7:47 A.M.
Review of the Cary Memorial Library FY2021—FY2025 CIP
This Committee used its previously prepared questions and comments as a guide to lead the
discussion through the Library's CIP. The discussion provided Ms. Stembridge and
Mr. Cronin this Committee's feedback regarding any remaining concerns and/or suggested
revisions to the CIP. Staff comments included, but were not limited to, the following:
• CIP #1051, Cary Library Children's Room Renovation Project:
➢ The construction cost estimate has increased from a year ago because a
larger, more realistic and conservative square footage footprint is being used,
bathroom facilities need to be moved within the space, inconsistent Heating,
Ventilation, Air Conditioning systems need to be replaced, the Town's newly
adopted Integrated Building Design & Construction Policy (IBD&C) adds
expenses, and other infrastructure changes are being considered.
➢ This isn't a large project and could move forward quickly. Because the Library
Board currently has $150,000 available, it is possible to start the design work
in FY2021.
During discussion, there was a review of the public and private funding sources for
the three phases of the project and the fiscal years involved. Requests from the Town
will reflect the balance after private funding is applied. It was recommended that the
narrative in the CIP be more explicit and include a prioritization of items to be funded
by the tax levy.
Ms. Stembridge agreed to forward written responses to the Library Q&A.
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 13, 2019
Review of the DPF FY2021—FY2025 CIPs
This Committee used its previously prepared questions and comments as a guide to lead the
discussion through the DPF CIPs. The discussion provided Mr. Cronin and Mr. Newell with
this Committee's feedback regarding any remaining concerns and/or suggested revisions to
those CIPs. Staff comments included, but were not limited to, the following..
• CIP #306, Lexington Police Station Rebuild
➢ It is expected that design development will be completed by the end of
February; 25% of construction design should be available by the 2020 Annual
Town Meeting. It has been a slow process because of the complex issues,
particularly related to historic elements.
➢ The Hosmer House must be moved, but the destination has not been
determined.
➢ The new IBD&C policy is impacting the process and adding to the cost.
➢ The Historic District Commission is weighing in on the use of solar panels.
➢ The plan is to go out to bid in July 2020.
➢ The equipment needed is more complex than originally anticipated, requiring
approximately $950,000.
➢ It is required that the State move all of the 911 equipment, which includes
putting it into the swing space and then back to the new building.
➢ It has been determined that Lexington's Information Technology main systems
will be moved into the new facility.
• CIP #1044, Lexington High School Feasibility
➢ Lexington submitted a Statement of Interest to the Massachusetts School
Building Authority (MSBA) requesting funding assistance for the project. It
focused on safety and enrollment as the driving forces for needing to rebuild
the facility.
➢ Lexington expects to be invited into the MSBA's process in December, at which
point the State would control the timing of the project. FY2022 would be an
aggressive estimate for starting construction.
➢ It is estimated that the State would provide 25% of qualifying costs, but not all
anticipated expenses will be qualifying.
• CIP #1050, Lexington High School (LHS) Science Classroom Space Mining
➢ The $150,000 FY2021 request does not include equipment costs; the School
Department is purchasing equipment from its operating budget.
➢ This year's October 1 enrollment is just shy of estimates, but future, significant,
increases at LHS are projected.
➢ If increased cafeteria space is required, there would be a separate CIP.
• CIP #562, School Building Envelopes and Systems Program
➢ Approximately $2.0 million is estimated for the Bridge Elementary School roof
for FY2021 ; MSBA assistance is being pursued.
➢ Portions of the Diamond Middle School roof and some LHS roofing are included
in future year plans. The LHS roofing could be postponed to coordinate with
plans to rebuild the facility.
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 13, 2019
➢ The LHS field house is expected to be included in the MSBA's qualifying
expenses for a new building; thus, replacing its roof under this CIP would not
be necessary.
➢ No Lexington facility roofs are leaking at this point.
• CIP #562, School Building Envelopes and Associated Systems; and
CIP #647: Municipal Building Envelopes and Associated Systems
➢ Some of the projects are unexpected; some are not; all are over$25,000. There
is not enough money in the operating budget to address the projects that are
funded from this capital program.
➢ Maintenance efforts are being evaluated to ensure they are adequate.
• CIP #653, Building Flooring Program
➢ A lot of work has been included in the operating budget; the projects included
in the capital program are over $25,000.
• CIP #698, School Paving and Sidewalk Program
➢ Specific projects have not yet been identified; school projects need to be
completed during the summer months.
• CIP #749, Public Facilities Bid Documents
➢ To-date, annual expenditures for this project have not exceeded $100,000.
• CIP #939, Public Facilities Mechanical/Electrical System Replacements
➢ Some projects address end-of-life issues; some increase efficiency.
Mr. Cronin agreed to forward written responses to the DPF Q&A.
Planning for Next Meeting
Questions relating to the Information Technology and School Department CIPs should be
sent to Mr. Lamb by Sunday morning with highlighting to identify the questions that should
be discussed at the meeting. It was agreed that written responses from those departments
would not be necessary by Wednesday's meeting.
Minutes
It was moved and seconded that the Draft #3 Minutes of the CEC Meeting,
November 6, 2019, as amended, be approved. Vote: 5-0
Adjourn
A Motion was made and seconded at 9:03 A.M. to adjourn. Vote:5-0.
These Minutes were approved by the CEC at its meeting on December 4, 2019.
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