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HomeMy WebLinkAbout2020-12-17-CEC-min JS�®pN�N Minutes of the �3 Lexington Capital Expenditures Committee (CEC) Meeting December 17, 2020 \ V APAIL 19 \..GEXI NGTQ Location and Time: Remote Meeting; 8:00 A.M. Members Present (remote participation): Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee; Rod Cole; Wendy Manz (joined at 8:06 A.M.), and Frank Smith Members Absent: None Others Present (remote participation): Staff: Town Manager's Office: Jim Malloy, Town Manager; Finance Department: Carolyn Kosnoff, Assistant Town Manager for Finance; Jennifer Hewitt, Budget Officer; Sara Arnold, Recording Secretary; Members of Other Committees: Sara Cuthbertson, School Committee (SC) liaison; Town Meeting Member: Taylor Singh Documents Presented: • Notice of CEC Meeting, December 17, 2020 • FY2022-FY2026 Capital Summary Tables from Update for FY2022-FY2026 as of November 24, 2020, with CEC Comments ("CEC Input") • Draft #3 of CEC Minutes for its December 10, 2020, Meeting Call to Order Mr. Lamb called this Remote (Virtual) Meeting, which had been posted as such, to order at 8:01 A.M. He reported that the requirement to have a physical presence of a quorum had been suspended in an Executive Order by Massachusetts Governor Charles D. Baker, on March 12, 2020, after having proclaimed, on March 10, 2020, a STATE OF EMERGENCY in the Commonwealth due to the outbreak of the 2019 novel coronavirus, known as "COVID-19". Mr. Lamb further reported that the documents for this meeting, which had been provided electronically to the Committee and would be available upon request, were those listed as Documents Presented. Any votes during this meeting would be taken by a roll call. This meeting is being recorded to assist in preparing Minutes, and the recording would be deleted once the Minutes were approved. Mr. Lamb took a roll-call vote and confirmed that five Committee members were remotely participating. Review of this Committee's Responses to the FY2022-FY2026 Capital Improvement Program/Project Requests (CIPs) Mr. Lamb welcomed Mr. Malloy and his staff, and they shared comments about this year's process for the reviews of the 72 CIPs in the FY2022-FY2026 package. • Mr. Lamb noted that it is hoped that our CEC Input at this time would provide Mr. Malloy and his staff with this Committee's information for consideration as he is preparing his FY2022 Town Manager's Preliminary Recommended Budget and Financing Plan (the"White Book). Mr. Lamb also noted the challenges associated with the Department of Public Facilities (DPF) inclusion of a broad range of significantly higher costs based on a 20-year-planning-process report that was recently received and is still being reviewed by DPF. He added that this Committee will address that matter in our report to the 2021 Annual Town Meeting. Page 1 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 17, 2020 • Mr. Malloy advised that the format this Committee used to present its tentative positions and, if applicable, comments and the delivery of it to him and his staff before today's meeting were welcomed. That made addressing them very efficient and constructive for him and his staff as they prepared for this meeting. Mr. Lamb suggested that as the CEC Input to Mr. Malloy and his staff had been well and timely received, he asked Mr. Malloy to lead today's discussion by focusing on their responses to that Input, where needed—with, generally, no time spent on a CIP which did not have a comment by this Committee. Mr. Malloy then used that Input to do so and provided feedback, but not necessarily limited to, the following or in this sequence: • As suggested by this Committee, the emphasis in the Capital Budget Preparation Manual's direction to present then-year costs for future-year estimates will be reviewed to enhance compliance. • Department of Public Works (DPW)-22-1 Project, Battle Green Streetscape Improvements: Staff is aware of the 2501" Revolutionary War Anniversary celebration. The plan is to schedule work on this, and under other CIPs, to avoid exterior construction in and around Lexington center during CY2025. If it evolves that the work would not be completed as planned, it would be deferred until after that celebration. • DPW-22-2 Project, Hartwell Ave. Compost Site Improvements: The new system is expected to more accurately measure the materials brought to the site. While there is no plan now to alter the request, the current system would be evaluated as to its accuracy. Ms. Manz joined at 8:06 A.M. and acknowledged as present. • DPW-22-3 Project, Municipal Parking Lot Improvements: While the Select Board (SB) has the Police Station project on hold, the envelope of that facility and the surrounding area is sufficiently designed so that project need not be a continuing concern regarding this project. (That facility's interior work, however, will take a long time.) (See DPF-22-1 below for more regarding that Station's project.) • DPW-22-4 Project, Public Parking Lot Improvement Program: The FY2022 funding is for survey of all those lots and a conceptual plan for the new layouts. After discussion, including a suggestion by Mr. Cole regarding the timing of all design funding phases of the project, Mr. Malloy agreed that there would be further discussion with Dave Pinsonneault, Director, DPW, and John Livsey, Town Engineer, regarding adjustments of the various-purpose fundings for the different phases of the project. • DPW-22-6 Project, Bedford Street and Hartwell Ave. Long-Range Transportation Improvements: As the interviews have just concluded with the firms for the 25% design, the FY2024 funding should be timely to advance to full design and put this project in a good position to solicit and receive State funding from the State's 2025-2029 Transportation Improvement Projects (TIP) program to displace a non-Lexington project slated for that time frame that is not then ready. Page 2 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 17, 2020 • DPW-22-9 Project, Cemetery Columbarium: Recognizing the FY2024 request is currently from a previous, completed, report—and not withstanding that the COVID-19 pandemic has affected the construction industry so some projects, including one in Lexington, are coming in under the estimate—he will check with Mr. Pinsonneault about using a modest inflation (e.g., 2%/year) for this a later request. • DPW-22-11 Project, Water Tower Replacement: The need to replace the towers will be verified; perhaps only repairs are needed. Part of the study will be a hydraulic analysis to determine whether one large tower may be preferable to two small ones. As that may well change the final scope, in this project's title the "Tower" will be changed to "Tower(s)". • DPW-5018 Program, Sidewalk Improvements: He will discuss with Mr. Livsey whether a small index for inflation (e.g., 1%/year) is reasonable to use to help ensure we wouldn't have to do less work in the outyears. • DPW 6102 Program, Hydrant Replacement: As for still-available prior-year funds, he believes it is preferable to see funds returned in FY2021 and maintain a standard funding level in the outyears. Closing out the program each summer, after catching up with projects, sounds appropriate. • DPF-22-1 Project, Lexington Police Station Rebuild: While as noted earlier this is on hold, and the contractor has temporarily moved its team off this project, it is still possible the next funding request may be brought forward as early as to a fall 2021 Special Town Meeting. If not, then to the 2022 Annual Town Meeting (ATM). There would then be a 22-28-month construction period. He is still in favor of moving forward with the project. As for naming the facility, technically there is no difference between a Police Station and Police Headquarters although headquarters may imply that there are other stations. There's time to discuss which naming is most appropriate. • DPF-22-3 Project, LHS (Lexington High School) Science Classroom Space Mining: He'll discuss with Mike Cronin, Director of Public Facilities, whether adding funds for design and engineering is warranted, but it is possible that this project can be done in-house because it will be seeking a short-term solution. • DPF-22-5 Project, Space Needs for School Year 2021-22, and DPF-22-6 Project, HVAC (Heating, Ventilation, and Air Conditioning) improvements to meet ACH (air changes per hour) Placeholder: More information is needed before these projects are put in his White Book. • DPF 5005 Program, Public Facilities Bid Documents: Periodically closing out funding for this program will be discussed with Mr. Cronin. It may make sense to close it out every other year as opposed to every year as suggested by this Committee. • DPF-CPA (Community Preservation Act) -1 Project, Playground Enhancements— Pour-in-Place Surfaces: It does not appear that the Community Preservation Committee (CPC) will support re-opening the funding of any FY2022 CPA project for which the CPC has already taken a position. It may be possible to accelerate safety-related projects in FY2023 if this issue is brought forward early in the process. • Fire Department (Fire)-22-3 Project, Self-Contained Breathing Apparatus Replacement: The SB supports the funding to cover the full amount, with any Federal Page 3 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 17, 2020 Emergency Management Administration reimbursement resulting in the unused Town appropriation going into Free Cash. • Land Use (LU)-22-1 Project, Parking Lot Consolidation and Repaving: This request has been withdrawn. • LU-5023 Program, Transportation Mitigation: With the increased staff stability in the Planning and Economic Development Departments, it is expected that the accumulated prior-year funds will be used. However, this needs to be monitored. • LU-CPA-1 Project, Willard's Woods Site Improvement: Mr. Malloy acknowledged the request was not adjusted to be then-year. • LU-CPA-2 Project, West Farm Meadow Preservation: Mr. Malloy acknowledged our comment was just a proposal. • Police Department (POL)-22-1 Project, Public Safety-Training Facility: There will be a discussion with Ms. Kosnoff and Police Chief Mark Corr about the pros and cons of using TBD ("To Be Determined") rather than a dash for the amount requested for the next five years. Mr. Malloy emphasized that their discussion to date was to focus on the Police Station project and didn't want this project to detract from that until the Police Station project was underway. So it would be in the outyears that any TBD would be put for this project. Mr. Lamb advised that this Committee understands that focus goal between the two projects but is likely to include a TBD in its report to the 2021 ATM to reflect this Committee's unanimous support for this project. • Rec (Recreation Department)-22-1 Project, Pine Meadows Clubhouse Renovation: Mr. Malloy said that although this Committee hadn't made a comment, he wanted to report that based on a meeting this week, it was proposed that the FY2022 $110,000 request be moved out to FY2024 or FY2025 so the design and cost estimate are closer to the construction-funding year. Several Committee members said that would be fully consistent with this Committee's positions—and it was an oversight not to have made a comment to that effect and very much appreciated that Mr. Malloy had reported his position at this meeting so a correction is now also on the record. • Rec-22-3 Project, Community Center Campus Expansion: Mr. Malloy said that although this Committee hadn't made a comment, he wanted this Committee to know that he had already advised the SB and Melissa Battite, Director of Recreation and Community Programs, that he will not include this project in his FY2022 White Book. He believes it is not realistic that this would get funded given the need for a new Police Station and High School, and it would require a Proposition 2'/2 Debt Exclusion. Also, he said it is customary to pay off debt service for a facility before additional capital funds for expansion. Several Committee members stated their concurrence. Mr. Kanter added that this Committee had earlier voted to exclude such an Expansion from its 5-Year Capital Plan. Further, as that position was inadvertently absent from the CEC Input, this Committee very much appreciated that Mr. Malloy had reported his position at this meeting so a correction is now also on the record. • Rec-CPA-4 Project, Outdoor Pickleball Court Construction: Mr. Malloy affirmed that this CIP will be withdrawn. Page 4 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 17, 2020 • Rec-CPA-6 Project, Community Center Mansion Sidewalk& Patio: Mr. Malloy said he will check with Mr. Pinsonneault and Mr. Livsey to confirm whether DPW will be executing this project and, if so, changing the ID number to reflect that. After completing the review, Mr. Cole, on behalf of this Committee, offered appreciation of Mr. Malloy's thorough responses to each CIP, his candor, and his willingness to go through this with us, to which he expressed his appreciation that the Committee had highlighted each of its concerns as that made his life much easier. Mr. Lamb added compliments to Ms. Hewitt and Ms. Kosnoff for their support during a difficult time; and to all of the other staff that prepared the CIPs and responded to this Committee's questions and comments on them. This year's teamwork greatly improved this year's review process. Mr. Malloy agreed 100% that the staff has done a really fantastic job especially with the COVID-19, the big fall Special Town Meeting, and providing support for the SB's Racial Equity and Social Justice Initiative were just some of the special challenges they faced. Ms. Kosnoff offered that having joined the Committee's preparatory meeting last week and then that the final version they received tied well with last week's discussion, she was well prepared for today's joint review. She agreed with Mr. Malloy that the comments and the format were helpful. She also addressed that transitioning to the Wdesk software was another challenge, especially the enormous amount of successful work by Ms. Hewitt. Ms. Hewitt also discussed the challenge to transition to the Wdesk software but felt there was now a good base so next year's process should be easier for all concerned. Mr. Lamb discussed that changing the timing of review events throughout the review process will be addressed with Ms. Hewitt; the goal being to help both the staff and this Committee in next-year's review. Mr. Kanter pointed out that this Committee had also provided Mr. Malloy and his staff in our Input—specifically subparagraph a in Mr. Lamb's covering email- 10 matters this Committee would welcome discussing with Ms. Kosnoff and Ms. Hewitt, when practical, for potential inclusion in the next and future rounds of the CIPs and our joint reviews. Ms. Kosnoff said they will definitely circle back to us on that. Mr. Kanter asked Mr. Malloy whether the previously planned release dates are still holding for his White Book and the SB's FY2022 Recommended Budget and Financing Plan ("Brown Book"). Mr. Malloy advised that they are. Ms. Kosnoff said the target is for electronic distribution of the FY2022 White Book is January 8, 2021. Mr. Malloy said once it is sent to the SB on that date, it will also then be sent, the same date, to everyone else. Mr. Kanter said this Committee appreciated such a concurrent release to it and hopes that will continue in the future. Mr. Malloy said the SB is scheduled to approve its FY2022 Brown Book at its meeting on February 22, 2021 . Ms. Hewitt asked if this Committee wished printed copies of that White Book. Mr. Lamb said he will poll our Committee and provide her the answer. Non-members, except Ms. Arnold, departed by 8:45 A.M. Ms. Manz asked for the outcome on the two CIP that were discussed before her arrival (DPW-22-1 Project, Battle Green Streetscape Improvements & DPW-22-2 Project, Hartwell Ave. Compost Site Improvements); Mr. Kanter, with Mr. Cole, provided what is now recorded above. Page 5 of 6 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 17, 2020 Approval of Minutes Mr. Kanter presented three proposed amendments to the Draft #3 CEC Meeting Minutes for December 10, 2020. A Motion was made and seconded to approve said Minutes, as amended. Roll-Call Vote: 6-0 Liaison Reports Mr. Cole reported that the Commission on Disability is meeting remotely. This Committee agreed that the Commission still should be encouraged to, and commended for, expressing concerns early in any project's or program's process. Ms. Manz reported that the Special Permit Residential Development Zoning Bylaw Amendment Committee has been meeting and working with a contractor. It had hoped to make a presentation to the 2021 ATM, but as they still wish to have a rough consensus and public hearings it is unlikely that they would be ready to do so. This Committee's Report to the 2021 ATM and Future Meetings Mr. Kanter encouraged members to begin working on the front matter for that report—which could begin on January 4, 2021. After a long discussion it was agreed to schedule meetings on Thursday mornings at 8:00 A.M. from January 7, 2021 . Mr. Cole advised he was entering placekeepers in his calendar for our meetings on all following Thursdays up to the 2021 ATM. (That would be through March 18, 2021 , as that ATM is scheduled to begin on the following Monday, March 22nd.) The January 71" Agenda is expected to include an initial discussion about this Committee's plans for reporting its most significant positions and comments at the January 14, 2021, Financial Summit III whose purpose is FY2022 White Book Review and Discussion. (This Committee is expected to re-visit that reporting at its morning meeting on January 141".) [Subsequently, having a meeting on January 7, 2021, was cancelled.] This Committee discussed how this morning's review had gone and everyone agreed it had gone well. Then there was an extended discussion about ways to facilitate more-efficient reviews of the CIPs. In the end, the summary was to include, if possible, receiving earlier the initial distribution to this Committee of the CIPs and meeting with DPW and DPF later in the process—which later scheduling would likely be best for all concerned. Adjourn A Motion was made and seconded at 9:10 A.M. to adjourn. Roll-Call Vote: 6-0 This Minutes was approved by the CEC at its meeting on January 14, 2021 Page 6 of 6