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HomeMy WebLinkAbout2011-03-30-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Date, Place and Location March 30, 2011, 7.00 p m , Town Office Building, Room 111 Members Present Charles Lamb, Chair, Ted Edson, Vice-Chair, Bill Hurley, David Kanter, Shirley Stolz Other Attendees Koren Stembridge, Director of Cary Memorial Library, Pat Goddard, Director of Public Facilities (DPF), Rob Addelson, Assistant Town Manager for Finance Documents Presented 1 CEC Report to the 2011 Annual Town Meeting, Released March 17, 2011 2 Rob Addelson E-mails, March 30, 2011 15 52.00 EDT & 16 54.09 EDT, Proposed IP of Article 10(i), Bond Authorization Rescissions and Appropriation of Unexpended Bond Proceeds 3 Koren Stembridge Memo, March 23, 2011, Library Workflow Project Status Update 4 Donham & Sweeney Architects Letter, March 8, 2011, Fire Headquarters Apparatus Slab—Remedial Work 5 Patrick Goddard E-mail to Carl Valente (Lexington Town Manager), March 23, 2011 2.36 PM, Fire Station Cost Estimates with 3 Attachments (Donham & Sweeney Architects Project Cost Estimates [1] Apparatus Slab Remedial Work, 18 March 2011 , [2] Apparatus Slab—Replacement, 18 March 2011 , & [3] Temporary Trailer, Site Work & Furnishings, 16 March 2011) 6 Donham & Sweeney Architects Progress Print, February 18, 2011, Lexington Fire Headquarters Remedial & Temporary Construction [on file in the DPF] 7 Draft Minutes of the CEC Meetings, March 10 & 16, 2011 Mr Lamb called the meeting to order at 7.00 p m Confirmation of CEC Report to the 2011 Annual Town Meeting Mr Kanter moved that the Committee confirm that its Report to the 2011 Annual Town Meeting (ATM) does properly represent the information known to, and the positions of, all of its members at the time of its release, Mr Edson seconded Vote 5-0 Updated Positions Based on New Information Based on Mr Addelson's e-mails updating information on Motions that will be presented to the on-going Annual Town Meeting 1 Mr Kanter moved to recommend approval of Indefinite Postponement of Article 10(i), South Lexington Transportation Master Plan as, although described differently at the time, the work had been previously funded (same amount, same source) at the 2010 ATM/Article 12(1), Hayden Ave./Spring St. Traffic Master Plan, Mr Hurley seconded Vote 5-0 2 Mr Kanter moved to recommend approval for the funding of Article 10(o), Park Improvements—Athletic Fields, now to be by $7,415 available as surplus from the appropriation at the 1999 ATM/Article 30—Recreation Field Development, Harrington Page 1 of 4 School, with the $42,585 balance to come from the General Fund (Free Cash), Mr Hurley seconded Vote 5-0 3 Mr Kanter moved to recommend approval for the funding of Article 10(p), Firefighter Protection Turnout Gear, now to be by $34,631 available as surplus from the appropriations at the 2009 ATM/Article 20—Street Acceptance Pitcairn Place ($17,326) 2007 ATM/Article 31b—Fire Alarm Installation Boxes ($14,091) 2008 ATM/Article 15b—DPW Equipment ($2,217) 2009 ATM/Article 15a—Replacement of Engine 3 ($812) 2005 ATM/Article 30b—Design Services for School Administration Building ($98) 2007 ATM/Article 13c—DPW Equipment ($87) with the $53,369 balance to come from the General Fund (Free Cash), Mr Hurley seconded Vote 5-0 4 Mr Kanter moved to recommend approval under Article 19 of the rescission of prior, but no longer needed, bond authorizations totaling $82,122 from 2007 ATM/Article 13C—DPW Equipment ($7,300), 2008 ATM/Article 15B—DPW Equipment ($29,822), and 2009 ATM/Article 20—Street Acceptance, Pitcairn Place ($45,000), Mr Edson seconded Vote 5-0 5 Mr Kanter moved that he should prepare a Supplemental Report for the last session of this Town Meeting to capture the above, and any other changes in our Committee's positions from those presented in our Report released March 17, 2011 , Mr Hurley seconded Vote 5-0 Expand Motion under Article 13(l)—Library Material Handling System Ms Stembridge and Mr Goddard presented the latest information available regarding potential solutions to the problems associated with the current situation at the Cary Memorial Library regarding the handling of the large number of items that flow through the Library on a daily basis Although the previously funded study by Adams & Smith Architects/Consultants (Adams & Smith LLC) to review the Library's Circulation and Bibliographic Services with the potential for automated bin sorting and processing is not yet completed, the interim results suggest that the design and installation of at least a partial solution can be accomplished with the proposed $100,000 funding (General Fund [Free Cash]) Therefore, rather than just move to use that funding for the design of a solution, the proposal is to expand the Motion also to include installation—which doesn't direct that the project continue through installation under that funding nor that the installation would necessarily be the final step in solving the Library's problem regarding material handling The Committee discussed the merits of providing an authority now, rather than at a later Town Meeting, to use the funding through implementation of at least a partial solution (although it's not yet fully designed) When questioned, both presenters assured the Committee that any implementation of one or more of the options would provide independent, but mutually enhancing, improvements and not negate the value of any prior improvement. Ms Stembridge reaffirmed the position in her memo that while automated book-sorting systems are becoming more common in comparable public libraries, she felt Page 2 of 4 implementing one at our Library at this time would be premature and that is not contemplated under the pending request. Ms Stolz moved that the Committee support expediting toward a final solution of the Library's critical problem by authorizing implementation under Article 13(l), however, with the condition that this Committee would be included in the vetting of both the on-going study's final results as well as the final design results before any of the proposed funding under this Town Meeting's Article 13(l) is used to implement a solution, Mr Hurley seconded Vote 5-0 Repair of Fire Station [Headauartersl Apparatus Floor under Article 13(k) The Committee reviewed with Mr Goddard the latest information from the on-going study of how to address the concern over the structural integrity of that apparatus floor to see whether the Committee might wish to modify its current position to support the $450,000 funding (General Fund [Debt]) proposed under this Town Meeting's Article 13(k) to accomplish a repair Mr Goddard recommended pursuing the remedial approach (i e , a shoring/cribbing-tower system, surface concrete repair, and epoxy coating), at a currently estimated project cost of just under $400,000, which with regular maintenance and inspection—estimated to be $2,500/year in the DPF operating budget—as a way to extend the useful life of the slab 7-10 years [The thickness of the slab was subsequently reported to be 6 inches.] A Licensed Site Professional is reviewing the environmental conditions of the crawl space to determine if there's a need to add any personal protection provisions to the scope of work, that analysis should be complete in a couple of weeks Mr Goddard's recommendation of the remedial approach—which isn't contemplated to materially affect the day-to-day operation at the Fire Headquarters—is instead of the slab-replacement approach at a currently estimated project cost of just over $760,000, but which doesn't include the costs for any "swing space" during the estimated 3-month construction period, that should extend the useful life to more than 10 years While Mr Goddard is confident he would be able to accomplish the remedial approach within the currently planned funding request, he said choosing the replacement approach would warrant increasing the request to about $850,000 to ensure it would cover an all-in cost. (The Committee appreciates that the Warrant Article doesn't stipulate a specific amount that has to be in the Motion ) Recognizing that the Board of Selectmen has endorsed repair of the floor as the mid-term solution—as opposed to planning at this time for a major restoration/enlargement or replacement of the Headquarters—and that the Committee still has no objection to that decision, the Committee said it is ready to support Mr Goddard's recommendation The Committee also discussed that the amount being requested now represents a 14 5% increase over an estimate that already contains amounts for contingencies, however, considering the importance to a primary public-safety operation of the successful, continuous, completion of the project, the Committee supports leaving the amount unchanged Page 3 of 4 Mr Edson moved that the Committee maintain its current position of support for a $450,000 request under Article 13(k), with the work expected to be the remedial repair approach, and with the condition that this Committee would be included in the vetting of both the on-going study's final results as well as the final design results before any of the proposed funding under this Town Meeting's Article 13(k) is used to implement a repair, Mr Kanter seconded Vote 5-0 Approval of Minutes The Committee reviewed and updated the draft Minutes that had been distributed for the meetings of March 10 & 16, 2011 Members and Mr Kanter had read substantive portions of the draft Minutes for this meeting Mr Kanter moved that those three Minutes be approved, as updated, and with any additional, non-substantive, editing, Mr Edson seconded Vote 5-0 Mr Kanter will provide the approved Minutes to the Town Clerk's Office At 7:25 p m , a Motion was made by Mr Kanter to recess and continue the meeting as part of the 2011 Annual Town Meeting session, this evening at 7.30 p m , in the Cary Memorial Hall—with no further independent Minutes, Ms Stolz seconded Vote 5-0 These Minutes were approved by the CEC at that meeting Page 4 of 4