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HomeMy WebLinkAbout2011-11-08-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting Date, Place, and Location: November 8, 2011 8:00 a.m., Cary Memorial Building, Ellen Stone Room Members Present: Ted Edson, Vice - Chair; David Kanter; Bill Hurley; Shirley Stolz Member Absent: Charles Lamb, Chair Other Attendees: Pat Goddard, Director, Department of Public Facilities (DPF); Mary Ellen Dunn, Assistant Superintendent for Business & Finance; Tom Plati, Director, K -12 Education Technology & Assessment; George Burnell, Selectman; Theo Kalivas, Budget Officer Documents Presented: 1. Lexington Public Schools FY2013 -2017 Capital Improvement Requests as cited below 2. Interactive Whiteboards Research Statistics Summary (undated) distributed by Tom Plati 3. Five Year Capital Plan FY2012 -2016 referred to by Mr. Kanter related to CEC Supplement and Errata report to 2011 ATM At the request of Mr. Edson, Mr. Kanter called the meeting to order at 8:00 a.m. and was the acting Chair for the meeting. Discussion Items: 1. Systemwide Technology Capital Request (Project #811): Tom Plati presented the request of $510,000 for school- district computers to be replaced (currently there are 2,900) on a 6 -year life cycle; $22,000 for printers and peripherals; $82,000 for local -area networks; $154,600 for providing managed wireless networks for the Hastings & Harrington elementary schools —the 3 rd of a 4 -stage program planned to be completed in FY2014 at the Bridge & Bowman Schools; and $283,400 for Interactive Whiteboard Units. The major difference from last year is installation of Interactive Whiteboard Units for grades 3 -12 classrooms (there are 300 classrooms and 75 already have white boards installed). Mr. Plati handed out a statistics summary regarding interactive whiteboards research showing activity levels in other districts as well as a Robert Marzano study showing an increase in scores as a result of such boards and "clicker technology ". The Schools' goal has been to put these units in each school, purchasing 65 total projector units, as well as hiring people to provide adequate training on the units. The cost range for each unit is $3,000 - $4,400, including installation. The Committee discussed past and future costs as well as the technology associated with this project. All -in -one units do not have to be installed in the ceiling and do not have the increased cost for installing electrical feeds in the ceiling. Page 1 of 6 2. Energy Savings Projects (Project #756): These projects would be those co- funded by rebates from utility companies with the tax -levy appropriation being used, if needed, for the Town's payment toward such projects are a good investment for the Town. DPF expects any unused amount from the appropriation would be available for use in a following fiscal year(s). 3. Hastings Natural Gas Conversion (Project #753): As there is no plan to renovate or replace Hastings in at least the next 5 years, this project would allow a move from oil to natural gas to capture savings. This involves only minor design &engineering (D &E) and might qualify for an installation rebate. The Committee discussed tank removal. 4. Diamond Energy Improvements (Project #754): This is expected to be a multiple -year project, starting with D &E as well as the development of a mechanical master plan to determine necessary future appropriations. Therefore, once conceptual needs are identified, design schematics will be obtained to determine a starting point. 5. School Building Envelope Program (Project #562): Diamond Painting ( #792) is a sub- project of this. 6. Middle School Science Labs (Project #838): The initial $25,000 will be used to do a study. The FY2014 amounts are placeholders until the scope of work can be determined by the study to align the space with the educational goals. 7. LHS Heating Systems Upgrade Phase 2 (Project #584): Phase 1 (unit ventilators [univents] and direct digital controls [DDC] in the Math, Science, and Foreign Language buildings) has already been completed during the summer of 2009. The FY2014 funds will fund Phase 2 for the D &E (including construction documents) for the balance of work left from the contractor estimate. Phase 3 would be accomplished over the summers in FY2015 (replace the steam mains with hot -water mains) & FY2016 (convert the balance of the univents and extend DDC to those additional univents, variable air volume [VAV] boxes, and roof -top units). 8. LHS Overcrowding Phase Two (Project #700): The Committee discussed timelines for work to be completed by 2012. The difference in the funding request —went from $250,000 to $400,000 —is that there are now known space issues to resolve for the next school year that are expect to need the higher funding. An architect will be onsite this week to provide options to rearrange space and relocate people as needed. 9. Hastings Improvements (Project #751): This project includes adult and student bathrooms as well as resolving overheating issues. 10. Harrington /Preschool Relocation (Project #839): The computer lab will no longer be dedicated or replaced, but relocated on carts to make the system portable and provide increased access. There was a discussion regarding occupational and physical therapy and its integration into the educational system as well as what is reimbursable through Medicaid. The starting point is $62,000 to come from the tax levy. Page 2of6 11. Food Service—Alarms on Walk -In Freezers & Fridges (Project #814): The Committee discussed why there have been no alarms already installed, why this was not included as part of Food Service Equipment and how the School Building Envelope and Systems are prioritized. The request, in the aggregate for the non - specific and specific funding, is $1.169m and the report details the request. The Committee was advised that the Schools consider work that "touches a wall" falls into the "envelope" category. The Committee discussed how, in the future, it would like to see the CIPs presented to it. The primary organization should be by the executing department, not by the end -user "customer" (e.g., although the work is in a school, if executed by DPF, DPF should be the Department), and if there are umbrella projects, they should contain the next -level -down itemization of what is included in the scope rather than having the itemization being presented in separate CIPs —even if the original input to the aggregator was done using separate CIPs. Ms. Dunn described that the current database has limits that relate to that problem. The Committee expressed its opinion that the database should be refined in a way that enhances the communication of information and meets the needs of the Committee. Mr. Kalivas mentioned there is an expected upgrade to Office 2010 that will include Access and this could resolve some of the database problems. There was a point made that there might now be competing interests that have impacted the ability to prioritize these projects —yet it is up to the Superintendent to make decisions about functionality and the DPF Director to make decisions about building projects, maintenance, and the impact of the latter on the need for the former. The School Department intends to begin this process of evaluation and prioritizing next year in order to alleviate stress and create an ability to plan more effectively and efficiently. The Committee discussed the responsibility of the facilities department and the school department as well as what should be considered a capital project verses an operating budget expense. 12. Fisk Parking and Classroom Renovations (Project #819): The problem to resolve with parking is there are an additional 20 staff members reporting to that building as a result of the autism program and there is now more staff than parking. No D &E is needed so the $90,000 from the tax levy for construction should allow this to be resolved. Mr. Goddard will review the existing Conservation determination to determine what can be paved without causing run -off issues. 13. Diamond Sound Proofing for Hearing Impaired (Project #791): This includes an evaluation of educators as well as facilities. 14. Diamond Door Locks &Keys (Project #821): This is an offshoot of the Readiness & Emergency Management for Schools (REMS) program and what is involved needs to be quantified as no dollar amounts are provided. The Committee discussed lost keys, process and safety issues. The Committee felt this item would typically be taken from the operating budget. Page 3of6 15. K -12 Curriculum — Relocation of Lexington Community Education Office (Project #804) and K -12 Curriculum English Language Learners (Director's Office move) (Project #805): These will fit fall within the LHS Overcrowding Phase 2 (Project #700). The Committee discussed the Director's move. 16. Technology— Relocation of District's Data Management Team (Project #810): There are currently internal discussions regarding where and when this should be relocated. The Committee discussed fund cite, relocation site, and what is being relocated. There was a discussion and review of the items on last- year's Five Year Capital Plan FY2012 -2016 and how they compare to this year. 17. Clark Auditorium Lighting and Technology Upgrade Phase 2 (Project #638): The Committee suggested that project descriptions shouldn't intermingle phases. 18. Clark Increasing Storage in the Gymnasium (Project #782): There are two issues —the higher priority is the need to increase storage; the lower priority is to provide a means to divide the space with a curtain. The Committee raised the question as to how it came to be that the current divider can't be opened without cutting into the current floor, but no answer was immediately available. 19. School Building Flooring Program (Project #653), with associated sub - projects, as follows: Central Office New Flooring for Print Shop (Project #824): The flooring the in the print shop is coming up and is now a safety issue. The asbestos tiles at Harrington will need to be treated and disposed of properly. Clarke — Replacing Carpet in Auditorium and IMC [Library] (Project #779). Clarke — Replacing Fitness Center Floor (Project #780). 20. School Roofing (Project #561): There is no request for FY2013 as the program need has slipped a year. Past years' requests were discussed. 21. School Locker Program (Project #697): This is the last year in the current program. 22. School Paving Program (Project #698) with associated sub - projects Fiske Building Renovations — Paving Portion ( #819), Central Office Paving Parking Area ( #822), &Central Office New Loading Dock ( #826): These projects will need to be prioritized and were discussed to include current safety, access and storage needs. The Committee expressed its concern over the continuing problem with storage in the hallway outside the Print Shop area. Page 4of6 23. School Window Treatment and Repair (Project #696) with associated sub - projects Hastings Window Shade Replacement ( #776), Diamond Window Blinds ( #787) &Clark Curtain Repair /Replacement ( #783). 24. Food Service— Warmers for District ( #813): This request might be handled out of the Food - Service Program funds and taken out of capital program. There will be a future report to the Committee as to how the funds are being used. Equipment and hardware were discussed. 25. Classroom Furniture (Project #743): This will be updated with the actual request of $183,000 (vice the $363,063 being shown). The Committee expressed its surprise at the high cost shown for disposal of furniture and discussed regular planning for furniture replacement. The following sub - projects will be integrated into this project: LHS Office Furniture for Administration Assistants ( #798) LHS Replace Unusable Classroom Resources ( #799) LHS Furniture for 2 Additional Classroom Spaces ( #800) LHS Replacement furniture for Classrooms/Teacher Workspaces ( #801) LHS Second Floor of Main Building Improvement ( #802) Hastings Whiteboard Addition and Replacement ( #777) Harrington School Furniture and Whiteboards ( #775) Estabrook Student Desks and Cafeteria Tables ( #774) Diamond Metal Storage Shelving ( #788) Diamond Student Furniture ( #795) Diamond Teacher /Staff Chairs ( #796) Diamond Teacher Desks ( #797) Diamond — Mobile Library Shelving ( #831) Clarke — Replacing Bookshelves ( #784) Clarke— Purchase New Lunch Tables ( #785) Bridge School Health Office ( #769) Bridge School Library Furniture ( #770) Bowman School Administrative Offices ( #759) Bowman School Library Furniture ( #760) Bowman School Health Office ( #762) Bowman School Whiteboards ( #765) Bowman School Teacher Desks ( #766) Bridge School Administrative Offices ( #768) The Committee asked about what is covered under the furniture, fixtures, &equipment (FF &E) budget for Bridge and Bowman to be sure there is no duplication in the renovation project. 26. Student Services Room Modification for Hearing - Impaired Students (Project #807): This is a request to perform a study for the remaining portion of the district. (Diamond is addressed in Project #791; see para 13 above.) The Committee discussed project details and parameters of potential needs. The Committee wants to be sure the Bridge and Bowman renovation project has considered modifications for hearing - impaired students. Page 5of6 27. Student Services Development of Diamond ILP Program (Project #809): This item for that Intensive Learning Program might be excluded and addressed, instead, in the aggregate program for furniture ( #743; see para 25 above). 28. Town Wide Electronic Document Management Information System (Project #693): The Committee noted that the request has moved from being $550,000 over 3 years (FY2012— FY2014) to $615,000 over the same years. (This project will be managed by the Information Technology /Management Information Systems [IT /MIS] Department, which is scheduled to make its presentations to this Committee on December 6 ".) The planned rollout will be in 2013 to elementary schools and documents should be available electronically. The student Individualized Education Program (IEP) records are still being implemented and privacy issues are well within system controls. 29. Replace Town Wide Phone Systems (Project #553): The high - school phone system is failing and the schools are a big part of this project— another that will be managed by the IT /MIS Department. Attention needs to be paid to the clock- and -bell system that is in place for every school building and that is ending its useful life span. (That is in a Schools' place keeper Systemwide Replacement of Clock and Bell System, Project #820.) The new phone system is expected to integrate a clock- and -bell system; however, if not, there could be a future request under Project #820. There is an interest in going to Voice over IP using the existing town -wide fiber network, and fire and police will be tied into this as well. A Custom Computer Specialists, Inc., study, "Town of Lexington and Lexington Public Schools Voice Assessment ", is the basis of the project's scope and costs; the study will be forwarded to the Committee. The Committee discussed the reliability, and availability, of that town -wide fiber network which is provided by RCN Telecom Services of Massachusetts, Inc., as part of its responsibilities under its cable -TV license from the Town to provide telecommunications services within Lexington. Other Business: Mr. Kanter briefed the Committee on the projects that had been presented at yesterday's meeting of the Community Preservation Committee (CPC). With regard to the pending request (Project #672) from the Tourism Committee for FY2013 funding to proceed with implementing elements of the Battle Green Master Plan, Mr. Burnell has met with the Department of Public Works (DPW), who has been given responsibility for that project. DPW will review the project, revise it as and if they see needed, and then present it to this Committee. (That presentation is currently planned for this Committee's December 13 meeting.) Mr. Burnell will confirm with Ms. Wendy Manz, CPC Chair, that the Board of Selectmen should have approved the scope of Project #672 before the CPC completes its deliberation of the project. Adjourn: A Motion was made and seconded at 10:30 a.m. to adjourn. Vote: 4 -0 These Minutes were approved by the CEC at its meeting on December 20, 2011. Page 6of6