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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. Page 1 of 3 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. Page 2 of 3 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. Page 3 of 3