HomeMy WebLinkAbout2010-ATM-CEC-rptCAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
CAPITAL EXPENDITURES COMMITTEE
TOWN OF LEXINGTON
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APRIL 19TH
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REPORT TO THE
2010 ANNUAL TOWN MEETING
Released March 31, 2 010
Submitted by:
Charles Lamb, Chairman
Ted Edson, Vice -Chairman
William Hurley
David G. Kanter
Shirley Stolz
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Summary of Warrant Article Recommendations
Abbreviations: RF =Revolving Fund; CPF =Community Preservation Fund,-
EF
und;EF =Enterprise Fund; RE =Retained Earnings; GF =General Fund;
SF =Stabilization Fund; TBD = To Be Determined; ATM =Annual Town Meeting
Art.
Description
Request
CEC
Recommended
Funding Source
7
Continue and Approve Departmental Revolving Funds
$260,000 GF Debt
12(b)
7(c)
DPW Compost Operations
1 $397,0001
$397,0001 DPW Compost Operations RF Cash
Comprehensive Storm Water Management Watershed Stud
$110,000
$110,000 GF Debt
12(d)
8
Community Preservation Committee Operating Budget & CPA Projects
$502,804 $308,955 GF (Debt) + $91,429 GF (Free
Cash) + $57,420 Water EF (Debt) +
$45,000 Sewer EF RE
8(a)
Minuteman Bikeway Preservation
$320,000
$320,000 CPF Cash
8(b)
Stormwater Mitigation -Old Res./Marrett Road
$190,047
$190,047 CPF Cash
8(c)
Center Pla fields Drainage -Implementation Phase
$875,173
$875,173 CPF Cash
8(d)
Greeley Village Siding Replacement
$386,129
$386,129 CPF Cash
8(e)
V nebrook Village Drainage Project -Design Study
$10,000
$10,000 CPF Cash
8(f)
LexHAB Purchase of Two Affordable Housing Properties
$695,000
$695,000 CPF Cash
8
Archives & Records Conservation and Preservation
$150,000
$150,000 CPF Cash
8(h)
Cary Library Preservation Project -Archives
$100,000
$100,000 CPF Cash
8(i)
Cary Memorial Building Venue Improvements Study
$60,000
$60,000 CPF Cash
8 ')
lCary Memorial Building Signage
$25,000
$25,000 CPF Cash
8(k)
Building Envelope
$73,000
$73,000 CPF (Cash) [See Article 16(h) for
balance of the $234,534 total.
8(I)
Town Office Building Renovation
$1,825,000
$1,825,000 $1,500,000 CPF (Cash) + $325,000 GF
Debt
8(m)
Cary Memorial Building/TOB HVAC Controls Upgrade
$35,000
$35,000 CPF Cash
8(n)
Police Station Ventilation System
$31,700
$31,700 CPF Cash
8(o)
Muzzey Senior Center Improvements Study
$45,100
$45,100 CPF Cash
8
White House Historic Structures Report
$18,000
$18,000 CPF Cash
8
Stone Building Exterior Stabilization
$202,933
$202,933 CPF Cash
8(r)
Munroe Tavern Capital Improvements
$400,000
$400,000 CPF Cash
8(s)
Comprehensive Cultural Resources Survey -Supplemental
.Appropriation
$5,300
$5,300 CPF (Cash)
8(t)
Battle Green Master Plan Study
$25,000
$25,000 CPF Cash
8Ev
Busa Farm Debt Service
$2,562,100
$2,562,100 CPF Cash
8
Administrative Budget
$150,000
$150,000 CPF Cash
9 Land Purchase -Off Marrett Road $3,800,000 Pending CPC CPF (TBD)
Decision
10 ILand Purchase -Off Farm Road None I Approve I Indefinite Postponement
11 Recreation Capital Projects
11 a Park Improvements -Athletic Fields $50,0001 $50,000 GF Free Cash
11 b Town Pool Renovation $25,0001 $25,0001 Recreation EF RE
12
Municipal Capital Projects & Equipment
12(a)
Replace Self Contained Breathing Apparatus Fire Det
$260,000
$260,000 GF Debt
12(b)
Street Intersections Improvements and Easements
$125,000
$125,000 GF Debt
12(c)
Comprehensive Storm Water Management Watershed Stud
$110,000
$110,000 GF Debt
12(d)
DPW Equipment
$502,804
$502,804 $308,955 GF (Debt) + $91,429 GF (Free
Cash) + $57,420 Water EF (Debt) +
$45,000 Sewer EF RE
12(e)
Head End Equipment
$240,000
$240,000 GF Debt
12(f)
Reconstruct and Equip Town Office Building Server Room
$170,000
$170,000 GF Debt
12
Sidewalk Improvements and Easements
$200,000
$200,000 GF Debt
12(h)
Storm Drainage Improvements
$260,000
$260,000 GF Debt
12(i)
Marrett/Waltham Intersection Traffic Signal Poles
None
Approve Indefinite Postponement
12(j)
Dam Repair
$10,000
$10,000 GF Free Cash
12(k)
Traffic Mitigation
$50,000
$50,000 GF Free Cash
12(l)
Hayden Avenue/Spring Avenue/SpringStreet Traffic Master Plan
$125,000
$125,000 Traffic Mitigation SF
12(m)
Concord Avenue Sidewalk Preliminary Design
$90,000
$90,000 Traffic Mitigation SF
12(n)
Central Business District Sidewalks Master Plan/Engineering Plan/Engineering
$50,000
$50,000 GF Free Cash
12(o)
Hydrant Replacement Project
$50,000
$50,000 $25,000 GF (Free Cash) + $25,000
Water EF RE
12
Pedestrian Signal Improvements
$42,000
$42,000 GF Free Cash
12(q)
lCary Library Material Handling and Workflow Study
$25,000
$25,000 GF Free Cash
12(r)
Fire Headquarters Alarm Receiver
$30,000
$30,000 GF Free Cash
12(s)
Replace Town Buildings Phone Systems Phase I
$55,000
$55,000 GF Free Cash
12(t)
MUNIS Upgrade
$55,000
$55,000 GF Free Cash
12(u)
Street Improvements and Easements
$1,251,578
$1,251,578 $500,000 GF (Cash, FY2001 Override
Set-aside) + $51,578 GF (Cash) +
$700,000 Chapter 90 State Aid
Continued on inside of rear cover
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Executive Summary
Over the past several months, the Capital Expenditures Committee (CEC) has reviewed proposals from
the municipal departments and school administration as well as various citizens groups. We have fully
vetted all the capital requests, except those listed as "pending" in the table on the inside front cover.
Refinement and fine-tuning of these requests have taken place (e.g., by the Town staff, other boards and
committees, and Article proponents), during this process; therefore, Town Meeting will generally observe
consensus among the boards and committees relative to capital articles.
Lexington continues to maintain its Aaa bond rating. We commend the Town Manager and his staff for
their diligence in maintaining this rating over the past several years. It is a certainty that given our
appetite for large capital projects, which will necessarily require long-term bonding, this rating will help
us as we work to achieve those goals by reducing the interest cost for that debt. Our most recent debt
issue was at the favorable (average) rate of approximately 1.5%. (The interest on our short-term debt,
using Bond Anticipation Notes [BANs], continues to be well under 1.0%.)
Community Preservation Act (CPA): We commend the Community Preservation Committee (CPC),
Board of Selectmen, and Appropriation Committee for conducting discussions over the past several
months regarding debt -versus -cash and reserve policies for the use of Lexington's CPA funds. We are
gratified to see that the Busa property (total cost $4.197 million was financed on an aggressive, front-
loaded, bond repayment schedule of 3 years.
Big -Ticket Projects: What "keeps us awake at night" is that the Town faces a large number of relatively
unprioritized "big-ticket" (i.e., over $1 million) projects, including (in no particular order):
• Roads and Sidewalks
• Stone Building (previously the East Lexington Library) renovation
• Police Station renovation
• Fire Headquarters renovation
• Town Office Building renovation
• Senior/Community Center
• "White House" Site (1557 Massachusetts Avenue; previously the Barnes property)
• Traffic Mitigation
• Community (Affordable) Housing
• Conservation/Open Space Land
• West Lexington Greenway
• Elementary & High Schools Renovation & Reconstruction
• School Administration space improvements at Old Harrington
• Minuteman Career & Technical High School renovation
Continued leadership and cooperation by the Board of Selectmen, School Committee, and Community
Preservation Committee are needed to rationalize, refine, prioritize and schedule these projects for the
next several years with realistic numbers put forth in the 5 -year projections as it is certain that we
cannot afford to do all of them within the foreseeable future. (Important: See Pages 15-17.)
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Table of Contents
Summary of Warrant Article Recommendations................................................................................. 2
ExecutiveSummary............................................................................................................................. 3
The Mission of the Capital Expenditures Committee................................................................
Howto Read This Report.................................................................................................................... 8
Summary of FY2011 Capital -Budget Requests................................................................................... 9
CapitalBudget...................................................................................................................................
10
Big -Ticket Projects..............................................................................................................................10
The Community Preservation Act (CPA)..........................................................................................12
Enterprise -Fund Projects.....................................................................................................................13
Revolving -Fund Projects.....................................................................................................................14
Small -Ticket Projects..........................................................................................................................14
Five -Year Capital Plan.......................................................................................................................
15
Programs............................................................................................................................................
18
Conservation........................................................................................................................................18
Council on Aging/Community Center...............................................................................................18
Fire........................................................................................................................................................19
Police....................................................................................................................................................21
Library..................................................................................................................................................22
PublicWorks........................................................................................................................................23
PublicFacilities....................................................................................................................................27
Recreation.............................................................................................................................................
28
Schools.................................................................................................................................................29
Information Technology (IT) Infrastructure (Town -wide) ...............................................................
30...........30
Warrant Article Analysis and Recommendations..............................................................................
31
Article 7 (3rd Fund Only): Continue and Approve Departmental Revolving Funds DPW
CompostOperations.........................................................................................................................31
Security Gate & Access Control System at Hartwell Ave Compost Facility ..............................
31
Article 8: Appropriate the FY2011 Community Preservation Committee Operating Budget
and CPA Projects (Multiple Categories).........................................................................................32
(a) Minuteman Bikeway Preservation (Recreational Use & Open Space) ............................
32
(b) Storm Water Mitigation—Old Reservoir/Marrett Road (Recreational Use) ...................
32
(c) Center Playfields Drainage Implementation Phase (Recreational Use) ........................
32
(d) Greeley Village Siding Replacement (Community Housing) .............................................
33
(e) Vynebrook Village Drainage Project Design Study (Community Housing) ..................
33
(f) LexHAB Purchase of Two Affordable Housing Properties (Community Housing) ..........
33
(g) Archives & Records Conservation and Preservation (Historic Resources) .....................
34
(h) Cary Library Preservation Project Archives (Historic Resources) ...............................
34
(i) Cary Memorial Building Venue Improvements Study (Historic Resources) .....................
35
(j) Cary Memorial Building Signage (Historic Resources).....................................................
35
(k) Municipal Building Envelope (Historic Resources)...........................................................
35
(l) Town Office Building Renovation (Historic Resources).....................................................
36
(m) Cary Memorial Building & Town Office Building HVAC Controls Upgrade (Historic
Resources)....................................................................................................................................
37
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
(n)
Police Station Ventilation System (Historic Resources)....................................................
37
(o)
Muzzey Senior Center Improvements Study (Historic Resources) ....................................
37
(p)
White House Historic Structures Report (Historic Resources) .........................................
38
(q)
Stone Building Exterior Stabilization (Historic Resources) ..............................................
38
(r)
Munroe Tavern Capital Improvements (Historic Resources) ............................................
38
(s)
Comprehensive Cultural Resources Survey of Lexington—Supplemental Appropriation
(Historic Resources)...................................................................................................................
39
(t)
Battle Green Master Plan Study (Historic Resources).......................................................
40
(u)
Busa Farm Debt Service (Potentially Multiple).................................................................
40
(v)
Administrative Budget..........................................................................................................
41
Article 9: Land Purchase Off Marrett Road (Open Space)............................................................41
Article 10: Land Purchase Off Farm Road (Unknown).................................................................42
Article 11: Appropriate for Recreation Capital Projects...................................................................43
(a)
Park Improvements Athletic Fields..................................................................................
43
(b)
Town Pool Renovation.........................................................................................................
43
Article 12: Appropriate for Municipal Capital Projects and Equipment.........................................44
(a)
Replace Self -Contained Breathing Apparatus....................................................................
44
(b)
Street Intersections Improvements and Easements............................................................
44
(c)
Comprehensive Storm Management Watershed Study .......................................................
45
(d)
DPW Equipment Replacement.............................................................................................
45
(e)
Head End Equipment............................................................................................................
46
(f)
Reconstruct and Equip Town Office Building Server Room ..............................................
46
(g)
Sidewalk Improvements and Easements.............................................................................
47
(h)
Storm Drainage Improvements............................................................................................
47
(i)
Marrett/Waltham Intersection Traffic Signal Poles............................................................
47
(I)
Dam Repair (Inspection).......................................................................................................
48
(k)
Traffic Mitigation..................................................................................................................
48
(l)
Hayden Ave./Spring St. Traffic Master Plan.......................................................................
48
(m)
Concord Avenue Sidewalk Design and Engineering.........................................................
49
(n)
Central Business District Sidewalks Master Plan/ Engineering .......................................
49
(o)
Hydrant Replacement Project..............................................................................................
49
(P)
Pedestrian Signal Improvements.........................................................................................
49
(q)
Cary Library Material Handling and Workflow Study ......................................................
50
(r)
Fire Headquarters Alarm Receiver.....................................................................................
50
(s)
Replace Town- Wide Phone Systems (Phase I)....................................................................
50
(t)
MUNIS Upgrade....................................................................................................................
51
(u)
Street Improvements and Easements...................................................................................
51
Article 13: Appropriate for Water System Improvements................................................................51
(a)
Water Distribution System Improvements..........................................................................
51
(b)
Standpipe Rehab Program...................................................................................................
51
(c)
Automatic Water -Meter Reading System (Phase I)............................................................
52
Article 14: Appropriate for Sewer Improvements.............................................................................
52
PumpStation Upgrades.................................................................................................................
52
Article 15: Appropriate for School Capital Projects and Equipment...............................................53
(a)
School Technology...............................................................................................................
53
(b)
Food Service Equipment and Software...............................................................................
53
(c)
Time Clock/Time Reporting System.....................................................................................
54
(d)
Classroom Furniture ............................................................................................................
54
Article 16: Appropriate for Public Facilities Capital Projects..........................................................54
(a)
School Building Roofing Program......................................................................................
54
(b)
Clarke Middle School Auditorium Safety and Technology Upgrade ................................
55
(c)
Bridge & Bowman Schools Renovation Design, Development and Engineering ............
55
(d)
School Improvement Projects..............................................................................................
55
(e)
School Building Envelope Program....................................................................................
56
(f)
Cary Library Energy Management Systems........................................................................
57
(g)
School Grounds Improvement Projects..............................................................................
57
(h)
Municipal Building Envelope..............................................................................................
57
2
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Article 17: Approve Minuteman Regional Vocational Technical School District Borrowing ....... 57
Article 19: Rescind Prior Borrowing Authorizations ........................................................................ 58
Article 20 (One Fund Only): Establish And Appropriate To Specified Stabilization Funds .........59
Article 21: Appropriate to Stabilization Fund ................................................................................... 59
Article 22: Appropriate from Debt Service Stabilization Fund ........................................................59
Article 25: Appropriate for Authorized Capital Improvements ........................................................60
Article 28: Amend Bylaw—Town Meeting Procedure (Citizen Article) ........................................60
Article 29: Adoption of Stretch Energy Code .................................................................................... 61
Article 31: Support and Petition for Municipal Utility Act .............................................................. 62
Article 34: Resolution on TMO-1 District Plan ................................................................................. 62
Appendix: Community Preservation Fund Cash for FY201 I ............................................................ 63
Summary of Warrant Article Recommendations (continued) ............................................................ 65
7
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
The Mission of the Capital Expenditures Committee
From the Code of the Town of Lexington (§29-13):
A. Each year the Capital Expenditures Committee shall request and receive from the
Town boards and departments a list of all capital expenditures that may be required
within the ensuing five-year period. The Committee shall consider the relative need,
timing and cost of these projects, the adequacy thereof and the effect these
expenditures might have on the financial position of the Town.
B. The Committee shall prior to each annual meeting for the transaction of business
prepare, publish and distribute by making copies available at the office of the Town
Clerk and at Cary Memorial Library, and by mailing or otherwise distributing to
each town meeting member, a report of its findings, setting forth a list of all such
capital expenditures together with the committee's recommendations as to the
projects that should be undertaken within the five-year period and the approximate
date on which each recommended project should be started. This publication may be
combined with and distributed at the same time as the Appropriation Committee
Report.
From the Code of the Town of Lexington (§29-26):
...the Capital Expenditures Committee shall state whether it endorses each
recommendation of the Community Preservation Committee.
How to Read This Report
Our report is divided into four sections:
• An overview of capital projects in Lexington;
• Presentation of a five-year capital budget;
• Spending history and general capital plan for each department and program; and
• This year's capital articles.
Where our narrative includes a "See Article ", it is referring you to that Article in the last section
"Warrant Article Analysis and Recommendations". In that section you will find:
We have quoted from the Town's or a Town Committee's documentation for each of the
Articles on which we are reporting. If we believe that quote has both adequately
described the proposed work and satisfactorily made the case for the Town's need, at
least for the purpose of your deliberations which is often the case you will not find us
paraphrasing or otherwise reiterating either of those matters in this report. However,
additional narrative is included if we don't feel that is the case.
Our Committee's recommendations and how we voted are shown only in the boxed
header for each Article and, if applicable, in any sub -elements unless there are further
comments on our recommendation. If there are such comments, they will be in italics at
the end of the text below the boxed header.
Our oral report on Town Meeting floor will verify our written report and present any new information not
available as of this writing. When we report on a capital article on Town Meeting floor during the
deliberations, a committee member will provide the committee's recommendation and, if applicable,
comments related to that recommendation.
0
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Summary of FY2011 Capital -Budget Requests
RPC111PStS
Tax Levy
Debt Cash*
Enterprise
Funds
I Set -asides &
Chapter 90 Roads
Revolving Fund
& Other
Total
CEC
Recommended
Pubic Works
Security at Compost Facility
$82,000
$82,000
$82,000
Water Distribution Improvements
$1,060,000
$1,060,000
$1,060,000
DPW Equipment
$308,955
$91,429
$102,420
$502,804
$502,804
Sanitary Sewer Improvements
$100,000
$100,000
$100,000
Hydrant Replacement
$25,000
$25,000
$50,000
$50,000
Sidewalk Improvements
$200,000
$50,000
$90,000
$340,000
$340,000
Street Improvements
$1,251,578
$1,251,578
$1,251,578
Storm Drain Improvements
$260,000
$260,000
$260,000
Traffic Mitigation
$125,000
$50,000
$125,000
$300,000
$300,000
Comprehensive Storm M mnt Watershed Stud
$110,000
$110,000
$110,000
Dam Repair
$10,000
$10,000
$10,000
Pedestrian Signal Improvements
$42,000
$42,000
$42,000
Minuteman Bikeway
$320,000
$320,000
$320,000
Economic Development
Battle Green Master Plan
1
$25,0001
1 1
1 $25,0001
$25,000
Police/Fire
Replace Breathing Apparatus
$260,000
$260,000
$260,000
Fire HQ Alarm Receiver
$30,000
$30,000
$30,000
Recreation
Town Pool Renovation
$25,000
$25,000
$25,000
Stormwater Mitigation at Old Reservoir
$190,047
$190,047
$190,047
Park I provements-athletic fields
$50,000
$50,000
$50,000
Center Playfield Drainage
$875,173
$875,173
$875,173
Miscellaneous Municipal
Library Material Handling
$25,000
$25,000
$25,000
Library Preservation Project
$100,000
$100,000
$100,000
Cary Memorial Building Signage
$25,000
$25,000
$25,000
Town Clerk Records Management
$150,000
$150,000
$150,000
Replace Town Wide Phone Sys.
$55,000
$55,000
$55,000
Replace Head End Equipment
$240,000
$240,000
$240,000
Town Hall Server Room Improve
$170,000
$170,000
$170,000
M U N I S Upgrades
1
$55,0001
$55,000t
$55,000
Schools
Technology
$696,000
$696,000
$696,000
Classroom Furniture
$58,571
$58,571
$58,571
Kitchen Equipment
$99,500
$99,500
$99,500
Timeclock/Time Re ortin S s ---F-$97,0001
1 $97,0001
$97,000
Facilities
White House Historic Structures Report
$18,000
$18,000
$18,000
Muzzey Senior Ctr Imp Study
$45,100
$45,100
$45,100
School BId s Roofing Program
$147,400
$147,400
$147,400
Police Station Vent System
$31,700
$31,700
$31,700
Cary Mem. Bldg/TOB HVAC Controls Upgrade
$35,000
$35,000
$35,000
Cary Memorial Library Energy M mnt Sys
$50,000
$50,000
$50,000
Stone Building Stabilization
$202,933
$202,933
$202,933
School BId s Envelope
$125,000
$125,000
$125,000
Municipal BId s Envelope
$234,534
$234,534
$234,534
Hastings School Modular Classroom Upgrade
$75,000
$75,000
$75,000
Hastin s Cabinetry Replacement
$38,000
$38,000
$38,000
Hasting Parking Area Improvements
$50,000
$50,000
$50,000
School Accessability Improve
$30,000
$30,000
$30,000
Town Office Building Renovation
$325,000
$1,500,000
$1,825,000
$1,825,000
Remove Modulars School Admin area
$30,000
$30,000
$30,000
Clark Auditorium Safety and Tech Upgrade
$174,000
$174,000
$174,000
Cary Memorial Bldg Venue Improvement
$60,000
$60,000
$60,000
Bridge and Bowman Renovation DD&E
$750,000
$750,000
$750,000
School Bldg Flooring Program
$100,000
$100,000
$100,000
LHS LP Program
$75,000
$75,000
$75,000
Diamond Boiler Controls
$30,000
1 $30,0001
$30,000
Estabrook Playground Replace
$125,000
1 $125,0001
$125,000
Community -Wide CPA Funded
Greeley Village Roof Replacement
$386,129
$386,129
$386,129
Munroe Tavern Historic Improvements
$400,000
$400,000
$400,000
Purchase 2 Affordable Housing Properties
$695,000
$695,000
$695,000
Comp. Cultural Resources Survey -Supplement
$5,3001
1
$5,3001
$5,300
V nebrook Village Drainage
$10,0001
$10,0001
$10,000
Totalsl $3,962,8551
$6,578,916F
$1,312,4201 $1,251,578 $297,000
$13,402,769
$13,402,769
* All types; see the Summary on the inside of the covers or the Warrant Article Analysis for the specific types. Set -asides include cash.
"Not shown are $150,000 for the CPC's Administrative Budget and $2,562,100 for the 1st- ear debt service on the bond for the FY2010 purchase of the Busa-Farm land.
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Capital Budget
Lexington allocates appropriate resources to needed capital projects by considering them in four
categories:
• Big-ticket projects (greater than $1,000,000);
• Small -ticket projects (between $25,000 and $1,000,000);
• Enterprise Funds projects (greater than $25,000); and
• Community Preservation Fund projects (any dollar amount).
The Capital Expenditures Committee:
• Assesses capital needs brought forward by each department (municipal and schools) as well as the
Community Preservation Committee (CPC) through the annual budgeting process;
• Works with those departments and the CPC to identify their anticipated capital needs during the next
five years; and
• Independently examines public facilities and prospective longer-term needs, as well as issues and
capital facilities not being addressed within any department.
• Through this report and in presentations, this Committee advises Town Meeting about the necessary
and prudent investments to maintain, improve, and create new facilities required to serve Lexington
citizens safely, effectively, and efficiently. During the year, Committee members also work with and
advise staff members in various departments, consult with other public committees, and make our
views known to the Selectmen and School Committee, in an effort to shape a responsible capital
budget for Lexington residents.
Please note these important caveats:
• All cost figures are estimates. The degree of accuracy varies by project. Those projected several
years into the future are the most uncertain. They are subject to refinement as projects are designed,
bid, and built. Even relatively near-term work is subject to cost uncertainties until projects are bid
and contracts signed as materiel, labor, and contract -management costs are often highly variable
even over a period of just a few months.
• The scope of future projects is often highly uncertain. Accordingly, project budgets are subject to
significant revision as the work is defined through the political and budgeting processes.
• Dates for appropriations and taxpayer impact of financing projects are given in fiscal years,
beginning July 1, unless otherwise specified.
Big -Ticket Projects
Big-ticket capital projects typically cost at least $1 million; for financing purposes, they satisfy the
conditions under which the Town is permitted to borrow funds for at least 10 years (their expected service
life is at least that long). Such projects obviously require both careful analysis and budgeting, and broad
support.
The Town Manager and Selectmen's capital policy has generally maintained that such big-ticket projects
(but not necessarily including those proposed for funding under the CPA) will be funded through
borrowing, consistent with their expected life and with responsible annual budgeting for operating needs.
Further, this borrowing is generally done through voter -approved "debt -exclusion" overrides, which place
the costs of financing these projects outside the Proposition 21/2 tax -levy limit. The latter goal has not
always been satisfied. The Town's share of the costs to renovate Cary Memorial Library, for example,
was absorbed within the operating budget; so were certain additional costs associated with the renovation
of the secondary schools (this project was originally approved by voters in a debt -exclusion override). In
each case, it was imperative to proceed within the time available for the projects to qualify for substantial
10
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
State funding; accordingly, debt -exclusion overrides could not be scheduled. In last -year's Annual Town
Meeting, the Woburn Street reconstruction ($1.4 million) was funded without a debt -exclusion, largely
because it would be too much to ask voters to approve debt -exclusions in consecutive years. And the
authorization at last -year's May Special Town Meeting to purchase the Busa property (total cost $4.197
million) did not require a debt -exclusion vote as it uses CPA funds. (This year, the Town Office Building
Renovation is currently estimated at about $1.8 million of which $1.5 million is proposed for funding
under the CPA.) It is important to bear these cases in mind in thinking about major capital investments.
Thus, not every big-ticket project, or element of an existing project, is subjected to a debt -exclusion vote.
When they are not with the exception of those using CPA funds the costs are absorbed within the
operating budget, which has significant implications for the financing of other Town needs.
Further, the existence of the Community Preservation Fund (CPF) in Lexington has also resulted in
serious debate as to whether, and if so, when CPA -funded Big -Ticket items should be funded with debt.
At last year's Annual Town Meeting, you approved the purchase of the Busa property using debt.
Subsequently, the CPC, Board of Selectmen, CEC, Appropriation Committee, and Town staff held
discussions regarding CPAF reserve and debt -versus -cash financing policies and concluded that reserves
of $2 million in the CPAF are appropriate. Further discussions recommended short-term bonding for the
Busa property, consistent with those policies. This Committee endorsed the policies and the specific
bonding for the Busa property.
The Projects Agenda
Among the big-ticket items Lexington is currently undertaking or may undertake in the future, we note
these from our last year's report:
Renovation or reconstruction of the "White House" (the old School Administration Building at
1557 Massachusetts Avenue). Its future use is uncertain, but given its current state of deterioration,
under normal circumstances it will need considerable attention in the near future. (For the time
being, we are presuming that a total demolition would not be allowed by the Town's Historic
District Commission and that sale or lease of the property to a commercial entity is not planned.)
The property is under control of the Board of Selectmen. This year, a CPA request for $18,000 is
being made to fund a Historic Structures Report, with a request for stabilization funds anticipated in
FY2012. (See Article 8(p))
• Renovation or replacement of the four elementary schools and renovation at the high school. (See
Article 16(c) regarding two of the elementary schools)
• Renovation of the Stone Building at 735 Massachusetts Avenue (previously used as the East
Lexington Library), is proceeding with a request for exterior stabilization money this year. (See
Article 8(q))
• Land purchases for one or more of the conservation, open -space, community -housing, &recreation
uses (through CPA funding). (See Articles 9 & 10)
• Reconstruction of several major arterial roads. There are several arterial roads which need
reconstructing, probably through a debt exclusion. There is also the matter of the large amount of
work that is needed on our sidewalks—both in the Central Business District (CBD) and elsewhere in
Town.
• Police Station renovations to accommodate improved working efficiencies. (See Article 8(n) for a
stop -gap measure to resolve one high-priority deficiency.)
• Fire station headquarters redesign and renovations.
• West Lexington Greenway. This is the proposed trail system west of I 95/Route 128 to connect the
Minuteman Bikeway and the Minuteman National Historic Park.
• Town Office Building renovation. (See Article 8(1))
• Traffic Mitigation.
11
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Project Status and Needs
This past summer, members of the School Committee, Permanent Building Committee, and Department
of Public Facilities with a member of this Committee in a liaison role met to prioritize the
recommendations of the Lexington Public Schools PK -12 Master Plan (March 12, 2009, revised
March 18, 2009). This plan recommends ultimately replacing the Estabrook and Hastings elementary
schools (estimated at —$50 million, in 2010 dollars, for the two schools); but recognizing that the current
economic environment prohibits that, it alternatively suggests spending $6.4 million ($3.7 and
$2.7 million, respectively, both in 2010 dollars) on capital investments in order to keep them in service
for up to 10 years. That plan also recommends that $13 million be spent on capital improvements at the
Bowman and Bridge elementary schools ($7.3 and $5.7 million, respectively, both in 2011 dollars) to
maintain them as working buildings for more than 10 years. That plan suggests that no major capital
improvements are necessary at the middle schools (Clarke and Diamond). At the Lexington High School,
$37.7 million of renovations are suggested to restructure the physical layout and replace infrastructure.
Finally, that plan recommends over $4 million in work needed on the School Administration space at the
Old Harrington elementary school. That ad hoc committee recommended that renovation of the Bridge
and Bowman proceed in parallel with a submission to the Massachusetts School Building Authority
(MSBA) for the LHS project. This year's Warrant includes a request for Design and Engineering money
($750,000) for the former project. A request for design -and -engineering money for the Lexington High
School project has been deferred pending a positive response from the MSBA to the Statement Of Interest
(SOI) that Lexington submitted to them on October 29, 2009.
The Board of Selectmen's Senior Center Action Plan Committee and the Council on Aging have both
done work to reevaluate and refine a location for a new Senior/Community Center. (See further
discussion under Council on Aging/Community Center on page 18.)
Aland purchase off Marrett Rd (Cataldo's Cotton Farm) may be presented to this Annual Town Meeting
(see Article 9). The purchase of the Goldinger property off Farm Road (Article 10) is expected to be
indefinitely postponed.
The Community Preservation Act (CPA)
On March 6, 2006, Lexington voters approved adopting the CPA for our Town at the level of a
3% surcharge on property taxes. The proceeds under the CPA may be used for various capital projects
within the categories of Community Housing, Historic Resources, Open Space, and Recreational Use.
(There are limitations in the Act regarding which projects within those categories can be funded under the
Act.) According to the CPC, as of July 1, 2009, it had recommended, and Town Meeting approved,
$14,542,865. Of that, $2,557,468 (17.6%) was for Community Housing, $3,556,645 (24.5%) for Historic
Resources, $7,322,117 (50.3%) for Open Space, and $1,106,635 (7.6%) for Recreational Use. Also, a
yearly amount (now $150,000) is for the Administrative Budget with unneeded funds returned, yearly.
Funds are eligible for State matching which is always based on each town's -fiscal-year's property -
tax surcharges although the matching level is not guaranteed. For those communities that have adopted
the maximum 3% surcharge as Lexington did when there aren't sufficient funds for a 100% match,
the State does a 2nd, and potentially 3rd, calculation to determine the final match.
As the matches are funded by fees on property transactions at the Registries of Deeds, the full extent of
the impact on those fees because of the overall economic recession is unknown and, thus, there is further
uncertainty about the level of future State -matching funds. A bill is pending in the State Legislation
which, along with addressing other changes to the CPA, would set a minimum annual trust fund match of
75%; however there is no assurance of if and when it would be passed and signed by the Governor.
This has been the history, and FY2011 projection, for the matching done by the State for Lexington:
Year
in which match received
State Matching
1st Round
Percentage i rounded to 1 decimal place
2nd Round 3rd Round Total
Total
Match Amount
FY2008 Actual
100.0%
N/A N/A
100.0%
$2,556,362
FY2009 Actual
67.6%
1.8% N/A
69.4%
$1,927,708
FY2010 Actual
34.8%
0.9% 0.5%
36.2%
$1,060,390
FY2011 Projected
31.0%
TBD TBD
TBD
>_$926,3561
tBased on a 98.69% collection rate of the billed FY2010 Surcharge
12
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
So while the match level has fallen substantially, we emphasize that even at the projected 31 % level, as
shown above, our Town still receives a significant contribution toward the cost of our CPA -funded
projects to supplement the direct funding from the surcharge that is part of our tax levy.
Projects are put forth to Town Meeting for action by a Community Preservation Committee (CPC) whose
membership is prescribed in the Code of Lexington as follows:
§ 29-23A. There is hereby established a Community Preservation Committee pursuant to Section
5 of Chapter 44B of the General Laws (the "Act") consisting of nine members. The Board of
Selectmen shall appoint three members of the Community Preservation Committee and the
following bodies shall each select one of its members for membership on the Community
Preservation Committee: the Conservation Commission, the Planning Board, the Recreation
Committee, the Historical Commission, the Housing Authority and the Housing Partnership.
Town Meeting only has the options of approval, reduction, or disapproval; it cannot change the purpose,
but Town Counsel has provided an opinion that Town Meeting can change the funding mechanism (cash
or debt). As with any capital project, the CEC will give our recommendation on each of the projects put
before the Town Meeting. (See Articles 8-10)
The CPA provides an alternative funding mechanism for capital projects. The CPA creates a separate
pool of money which can be used for a limited set of projects and cannot be prioritized against the
Town's traditional capital needs. It is this dichotomy of funds and debate which is challenging.
See the Appendix for a summary of the CPF status as known to this Committee at the time of writing this
report.
Enterprise -Fund Projects
The Town operates three enterprise funds for revenue-producing activities funded outside the tax levy by
user fees (water distribution, sanitary sewers [wastewater], and certain recreation services, such as the
golf course, swimming pools, and tennis courts). (Recreational playground equipment, in contrast, is not
fee generating, and capital investment for such equipment is therefore funded as part of the small -ticket
program.) $100,000 per year is paid from the Recreation Enterprise Fund for Lincoln Field debt service
(which is expected to continue until February 1, 2018, when that debt will be retired). Unlike property -tax
revenues, enterprise -fund fees are not subject to a limit under Proposition 21/2.
Coming before this Town Meeting is one Recreation Enterprise -funded project (see Article ll(b)), and
two Recreation projects proposed for CPF funding (see Article 8(b) & (c)) and one for GF funding
(Article ll(a)). There are three projects funded entirely with Water or Sewer Enterprise funds (see
Articles 13(a) & (b) and 14) and a project partially funded by the Water Enterprise Fund (see
Articles 12 (o)). In addition, Water and Sewer Enterprise Funds are sometimes used to buy heavy trucks
and equipment. (See Article 12(d))
From a capital standpoint, enterprise -funded projects are evaluated in terms of service and cost. For
example, the water -enterprise funds have been used, in part, to maintain a nearly quarter-century program
of relining and replacing aging water mains; the Town benefits from clean, safe, dependable drinking
water supplies, and from a minimum of disruptive breakages.
The following tables reflect the 5 -year Capital Expenditure budgets for these funds.
Water Enterprise -Fund Budget
Water Distribution Improvements
Hydrant Replacement Program
Automatic Water -Meter Reading System
Equipment Re lacement
Rehabilitate Standpipes
Totals
FY2011
Requested
FY2012
FY2013
Projected
FY2014 FY2015
$900,000
$900,000
$575,000
$575,000 $575,000
$25,000
$25,000
$25,000
$25,000 $25,000
$353,625
$273,000
$274,000
$57,420
$160,000
$1,142,420 $1,278,625
13
$873,000 $874,000 $600,000
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Sewer Enterprise -Fund Budget
totals $145,000 $1,653,625 $1,573,000 $1,574,000 $1,300,000
Recreation Enterprise -Fund Budget
FY2011
Requested
FY2011
Requested
FY2012
FY2013
Projected
FY2014 FY2015
Wastewater System Improvements
Pine Meadows Improvements—Equipment
$1,200,000
$1,200,000
$1,200,000 $1,200,000
Pump Station Upgrades
$100,000
$100,000
$100,000
$100,000 $100,000
Equipment Re lacement
$45,000
$100,000 $65,000
Automatic Water -Meter Reading System
1 1
$353,625
$273,0001
$274,000
totals $145,000 $1,653,625 $1,573,000 $1,574,000 $1,300,000
Recreation Enterprise -Fund Budget
FY2011
Requested
FY2012
FY2013 FY2014 FY2015
Projected
Center Complex Additional Lights
$261,620
$445,990
Pine Meadows Improvements—Equipment
$28,737
Pond and Drainage Improvements to Preserve
Pine Meadows Golf Courset
$252,000
Town Pool Renovations $25,000
$150,000
1
Park Improvement—Hard-Court Resurfacing I 1
$100,000 $65,000
Totals $25,000 $440,357 $352,000 $510,990
Note: Does not include recreation -related projects for which other funding (e.g., CPF or GF) would be requested nor the on-going
$100,000/year contribution to the Lincoln Fields debt service that will continue until FY2018.
tCandidate for CPF, but not yet vetted for that funding.
Revolving -Fund Projects
Revolving funds established under the provisions of Massachusetts General Laws Chapter 44,
Section 53E1/2, must be authorized annually by vote of the Town Meeting. The fund is credited with only
the departmental receipts received in connection with the programs supported by such revolving fund, and
expenditures may be made from the revolving fund, without further appropriation, for those programs.
Revolving funds are usually expended to cover non -capital costs and, therefore, this Committee normally
doesn't report on their annual authorizations. However, as in FY2011, the Town Manager is planning to
expend up to $82,000 under the DPW Compost Facility Revolving Fund for what qualifies as a Capital
project, we are including it in this report. (See Article 7(c))
Small -Ticket Projects
Small -ticket capital projects are funded from the tax levy and do not qualify as big-ticket projects.
Generally, they cost between $25,000 (the minimum qualification for consideration as a capital
expenditure) and $1 million, and represent projects that should be funded on a regular, timely basis to
maintain Town infrastructure. With the creation of the Department of Public Facilities as well as the
Building Envelope "set-aside" passed in the June, 2006, operating override, a new emphasis has been
placed on continual infrastructure maintenance—a move which this Committee naturally applauds. As
that Building Envelope "set-aside" was scaled for just the Municipal buildings, we were also pleased to
see that a parallel "set-aside" for the Schools buildings in FY2010. In this respect, we continue to work
closely with the stewards of our assets to prioritize, plan, and project such work for a period of five years
or more.
14
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Five -Year Capital Plan
The table on the next two pages summarizes the Town's five-year capital plan. It reflects the FY2011
amounts whose appropriation we expect to be requested at the 2010 ATM as addressed in this report
and the contemplated FY2012–FY2015 requests as shown in the Brown Book, Page XI -24. Those
requests have been updated based on any later information we received and we have made numerous,
additional, TBD (To Be Determined) entries in the out years where this Committee feels funding might
well be requested based on earlier studies or design & engineering work, but where, to our knowledge,
there is, as of yet, no formal position taken by the Town. In that vein, there are important caveats to
that tah1w
That page in the Brown Book also cites this project as being deferred from the FY2011 requests:
Capital Project with Funding Deferred from FY2011
Project Amount
Lexington High School Project, Feasibility and Design $1,131,000
At the time of writing this report, this Committee expects that funding either to be requested at a
2010 Special Town Meeting (STM) later in this year—if the Statement of Interest has been returned
approved by the MSBA in time for any such STM (presumably being scheduled also for other
purposes)–or if no such STM, then at the 2011 ATM for FY2012 (at an amount adjusted to reflect
the 1 -year delay). The $36,569,000 now shown in FY2012 for the balance of the design, &
engineering and for the Town's portion of the construction could conceivably be presented as early
as ata 2011 STM or to the 2012 ATM as an FY2013 request (also adjusted for the delay)—with
both amounts contingent on State approval of the project for partial State funding. (See the earlier
discussion under Project Status and Needs, Page 12.)
As noted earlier in the Executive Summary, there are a very -large number of Big -Ticket
Projects facing this Town in the near future whether for funding by the GF (either within
levy or more likely via excluded debt, if approved by the voters) or the CPF and few of them
are shown in the out -years of this five-year plan, including additions and renovations to
existing school facilities or construction of new school(s). Even without the values of the TBD
entries which will inevitably total many millions of dollars once determined the total of the
now -cited out -year items in the table is $83.4 million. That total for those 4 years is, on
average, 56% more than the FY2011 request. Even with some successful debt -exclusion
referendums, that will likely require major reprogramming of those out -year projects. While
this Committee appreciates the Town's concern about citing a very -preliminary estimate for a
project whose scope and timing are not at all well defined at this point in time such that any
such number or timing may become contentious when later, better -defined, dollar values,
execution dates, and planned funding sources are developed this Committee finds the
current approach untenable when there's a prescribed need to present, evaluate, and make
recommendations on the Town's five year capital needs. We continue to urge the Town to
present a prioritized and time -phased list of such Big -Ticket Projects and indicate the plan for
funding of its current best -guess of the likely costs.
15
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
FIVE-YEAR CAPITAL PLAN FY2011 to FY2015
Capital Project Requests (by
managing department)
FY2011
Request
FY2012
Plan
FY2013
Plan
FY2014
Plan
FY2015
Plan
Total
Finance
Replace Town -Wide Phone Systems
$55,0001
$750,000
1
1 1 $805,000
Subtotal -Finance
$559000
$7509000
$8059000
Fire
Replacement of Ambulance
$240,000
$250,000 $490,000
Fire HQ Alarm Receiver
$30,000
$30,000
Replace Breathing Apparatus
$260,000
$260,000
Replacement of Ladder Truck
$1,000,000
$1,000,000
Subtotal -Fire
$2909000
$2409000 $1,000,000
$2509000 $197809000
Management Information Systems MIS
III
$240,000
$60,000 $125,000
$250,000 $675,000
Town Hall Server Room Improvement
$170,000
$220,000
$120,000
$64,000 $574,000
MUNIS upgrades
$55,0001
$2,0001
$20,0001 $2,0001
$57,5001 $136,500
Subtotal -MIS
$4659000
$2229000
$2009000 $1279000
$3719500 $193859500
Police
Software (Police & Fire/EMS)
$10,000
$400,000 $410,000
Subtotal -Police
1 $109000
$4009000 $4109000
Public Facilities
Renovate/Expand Fire Headquarters -D&E
and Construction
TBD
TBD
Lexington Police Station Renovation (D&E
and Construction
TBD
TBD
Municipal Building Envelope
$234,534
$165,572
$169,711 $173,954
$178,302 $922,073
School Improvement Projects (excluding
Flooring Program)
$278,000
$278,000
School Building Flooring Program
$100,000
$100,000
$100,000 $100,000
$100,000 $500,000
School Building Roofing Program
$147,400
$532,507
$527,882 $570,500
$550,000 $2,328,289
School Building Envelope Program
$125,000
$125,000
$125,000 $125,000
$132,000 $632,000
Muzzey Senior Center Improvements
$45,100
$251,600
$296,700
Cary Memorial Building and Town Office
Building HVAC Controls Upgrade
$35,000
$35,000
Police Station Ventilation System
$31,700
$31,700
Cary Memorial Library Energy Management
S stem
$50,000
$50,000
Cary Memorial Library Preservation
Project -Archives
$100,000
$100,000
Stone Building: FY2011 Stabilization (Phase
II); Out Years Unknown
$202,933
TBD
TBD
White House-FY2011 Assessment; Out
Years Unknown
$18,000
TBD
TBD
Hastings School -Parkin Improvement
$50,000
$50,000
Town Office Building Renovation
$1,825,000
$1,825,000
Clarke Auditorium Safety and Technology
Upgrade
$174,000
$152,500
$110,000 $80,000
$516,500
Cary Memorial Building Venue Improvements
$60,000
TBD
TBD
Bridge & Bowman Renovation: FY2011
Design Development and Engineering;
FY2012 Construction
$750,000
$12,325,000
$13,075,000
Estabrook Playground Replacement
$125,000
$125,000
Lexington High School Project, Feasibility and
Design
b
$36,569,000
$36,569,000
Subtotal -Public Facilities
$493519667
TBDJ
TBDJ TBDJ
TBDJ TBD
Public Works
Pedestrian Signal Improvements
$42,000
$42,000
$220,000 $180,000
$180,000 $664,000
Security Gate and Access Control at Hartwell
Avenue Compost Facility
$82,000
$82,000
Minuteman Bikeway Preservation
$320,000
$320,000
Massachusetts Avenue -Three Intersections
Improvement
$125,000
$275,000
$400,000
Water Distribution System Improvements
$900,000
$900,000
$575,000 $575,000
$575,000 $3,525,000
Standpipe Rehabilitation Program
$160,000
$160,000
Comprehensive Watershed Storm Water
Management Stud
$110,000
$110,000
$220,000
Marrett/Waltham Intersection Ornamental
Signals
C
Sanitary Sewer System Improvements
1 $1,200,0001
$1,200,0001 $1,200,0001
$1,200,0001 $4,800,000
Continued on next page
16
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
FIVE-YEAR CAPITAL PLAN (FY2011 to FY2015 Continued
Capital Project Requests (by
managing department)
FY2011
Request
FY2012
Plan
FY2013
Plan
FY2014
Plan
FY2015
Plan
Total
Public Works continued
Equipment Re lacement
$502,804
$453,700
$533,700
$531,000
$427,000
$2,448,204
Hydrant Replacement Program
$50,000
$50,000
$50,000
$50,000
$50,000
$250,000
Pump Station Upgrades
$100,000
$100,000
$100,000
$100,000
$100,000
$500,000
Street Improvements
$1,251,578
$1,265,368
$1,279,502
$1,293,989
$1,308,839
$6,399,276
Automatic Water -Meter Reading System
d
$707,250
$546,000
$546,000
$1,799,250
Dam Repair
$10,000
TBD
$10,000
TBD
TBD
CBD Sidewalks
$50,000
$400,000
$400,0001
$850,000
Traffic Mitigation
$175,000
TBD
$175,000
Sidewalk Improvement
$290,000
$200,000
$300,000
$400,000
$400,000
$1,590,000
Storm Drainage Improvements
$260,000
$210,000
$210,000
$210,000
$210,000
$1,100,000
Subtotal -Public Works
$494289382
TBDI
TBDI
TBDI
TBD
TBD
Library
Project -Material Handling and Workflow
$25,0001
TBDI
TBDI
I
I TBD
Subtotal -Libra
$259000
TBDI
TBDI
I
I TBD
Recreation
Town Pool Renovation
$25,000
$150,000
$175,000
Park Improvements -Athletic Fields
$50,000
$50,000
$160,000
$200,000
$210,000
$670,000
Center Playfields Drainage - Implementation
Phase
$875,173
$575,612
$605,718
$2,056,503
Stormwater Mitigation-Marrett Road/Old
Reservoir
$190,047
$190,047
Athletic Facility Lighting
$261,620
$445,990
$707,610
Pine Meadows Golf Course -Equipment
$28,737
$28,737
Pine Meadows Golf Course -Improvements
$252,000
$252,000
Park Improvements -Hard Court Resurfacing
$100,000
$65,000
$165,000
Park and Playground Improvements
$60,000
$60,000
$120,000
ADA Accessibility Study
I
1
1 $50,000
$50,000
Subtotal -Recreation
$1,140,220
$1,065,969
$1,177,718
$7709990
$2609000
$494149897
Schools
Technology Capital Request
$696,000
$700,000
$700,000
$600,000
$600,000
$3,296,000
Classroom Furniture
$58,571
$83,243
$17,049
$100,000
$100,000
$358,863
Time Clock/Time Reporting System
$97,000
$97,000
Food Service Equipment and Software
$99,5001
$40,3001
$30,5001
$100,0001
$100,0001
$370,300
Subtotal -Schools
$9519071
$823,543
$747,549
$800,000
$800,000
$491229163
Town Clerk
Archives & Records Management/Records
Conservation & Preservation
$150,000
$150,000
$150,000
$10,000
$10,000
$470,000
Subtotal -Town Clerk
$1509000
$150,000
$1509000
$109000
$109000
$4709000
Town Manager
Cary Memorial Building Signage
$25,0001
1
1
1
1 $25,000
Subtotal -Town Manager
$259000
$259000
Economic Development
Battle Green Master Plan
$25,000
TBD
TBD
Subtotal -Economic Development[
$259000
TBDI
TBDI
TBDI
TBDI
TBD
CPA Othef & Non -Governmental Projects
Greeley Village Siding
$386,129
$386,129
Munroe Tavern Capital Improvements
$400,000
$400,000
LexHAB-FY2011 Purchase 2 Properties; Out
Years Leary -Land Houses +
$695,000
TBD
TBD
Comprehensive Cultural Resources
Survey -Supplement
$5,300
$5,300
VynebrookVillage Drainage Project Design
$10,0001
TBD
TBD
Subtotal -CPA Other & Non -Governmental
Projects
$1,496,429
TBD
TBD
Total
$13,402,769
TBDI
TBDI
TBDI
TBD
TBD
aFY2012 funding moved to FY2013 and FY2015 funding added based on later information.
b$19131,000 was deferred, but not included in the subsequent years of this plan.
$100,000 was originally requested; but Article is expected to be indefinitely postponed as capital funds are no longer
needed for those ornamental signals.
dArticle is expected to be indefinitely postponed as the engineering study has not been fully vetted, so -tentatively -all
funding has been slipped one year.
'Does not include in FY2011-2015 the annual $150,000 for the CPC's Administrative Budget; in FY2011-2013, the $2,562,100
$974,600, and $930,300, respectively, for the debt service on the bond for the FY2010 purchase of the Busa-Farm land; or
-any future, new, debt service.
17
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Programs
Conservation
Under the CPA, which Lexington adopted in March 2006, at least 10% of each year's CPA -surcharge
revenue must be devoted to Open Space (along with the same allocations to Historic Resources and
Community [Affordable] Housing) and additional funds from the Unbudgeted Reserve and the
Undesignated Fund Balance can be used for Open Space purchases. At the Annual Town Meeting in
April 2009 (Article 12), a $2,763,100 Community Preservation Fund (CPF) cash appropriation was
approved to purchase a 14.2 -acre parcel of land on Vine Street (the "Leary Land") which purchase
closed August 11, 2009. The parcel will be conservation land except for 0.7 acre that is planned to be
used for affordable housing. At the Special Town Meeting (Article 6) in May 2009, a $4,295,000
appropriation (also from the CPF) was approved to purchase a 7.93 -acre parcel off of Lowell Street (the
"Busa Farm") which purchase then closed on December 4, 2009. As specified in the purchase, the land
was then leased back to the prior owner for continued use as a farm through April 1, 2011 (unless
mutually extended) while the Town determines how best to use that land. Its use will be decided by a
future Town Meeting after a Selectmen -appointed committee makes recommendations. (At the time of
this writing, the Board of Selectmen is in the process of defining that committee and its charge from the
Board.)
At this Annual Town Meeting, we may have the opportunity to purchase land off of Marrett Road
(Cataldo/Cotton Farm) for about $3.8 million. (See Article 9) At the time of this writing, the CPC has not
voted on whether to advance that purchase. Should it be presented to Town Meeting, this Committee will
issue a supplemental report. Land adjacent to the 2009 Busa Farm purchase is also listed on the Warrant
(Article 10, "Goldinger property"), but that Article is expected to be Indefinitely Postponed.
In the CPC's administrative budget, $50,000 is included to enable the Conservation Commission to do
preliminary research such as land surveys and appraisals as part of the process of bringing future land -
acquisition opportunities to the table. (See Article 8(v))
Council on Aging/Community Center
The 2007 Annual Town Meeting, under Article 35, authorized the Council on Aging to spend the
remaining $35,000 from a 2000 Annual Town Meeting, Article 8(a)(ii), appropriation in order to study
the feasibility of developing a 2 -campus senior/community center using the White House site (which is at
1557 Massachusetts Avenue; previously the Barnes property) and the present Senior Center (which is in
the Muzzey High Condominium, 1475 Massachusetts Avenue), and to review the programmatic needs
and space requirements for such a project.
The White House site contains 76,000 sq ft of land (1.74 acres) and has a partially historic building, a
parking lot, and the so-called "Conscience Land" (i.e., the currently undeveloped land fronting on
Fletcher Avenue, Woburn Street, and Massachusetts Avenue). The Board of Selectmen has had custody
of the building since it was transferred from the School Department in 2007. The Historic Districts
Commission wishes the Town to retain the historic part of the building, but would not object to moving it
forward on the site. Preservation of open space is also an objective on the site. (The White House has
been vacant since July 2009 when the temporary occupancy by some of the DPW staff ended with their
move to the new Samuel Hadley Public Services Building at 201 Bedford Street the site of the old DPW
facility.)
The architectural firm of Bargmann Hendrie + Archetype, Inc. (BH+A) was hired on January 21, 2008, to
do a feasibility study of a Senior Center. The first step has been to re-evaluate the programmatic needs
study previously done, add a parking component, and translate them to the space needs of the 2 -campus
concept
The "Muzzey Senior Center and White House Conceptual and Feasibility Study, July, 2008" was
presented to the Town in July 2008 by BH+A. Briefly, the study found by moving a portion of the house
18
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
and the carriage house forward towards Massachusetts Avenue that a 2 -story, u -shaped building of
22,500 sf around a courtyard could accommodate the program as outlined for a senior center, provide
almost 1,050 parking spaces, be compliant with the Americans with Disabilities Act (ADA) accessibility
requirements, and still save more than half the Conscience Land now the site of the popular Farmers
Market. Unless a third story were added, the Adult Day Care Program would not be accommodated, nor is
the substandard space at Muzzey High Condominium suitable for that program due to that building's
architectural features. The current space in Lincoln, while limited in size and hours and owned by
Minuteman Regional Vocational Technical School, was found adequate for that Program. No future plan
was suggested for the Town -owned space at Muzzey High Condominium. [Note: Since that study, the
Adult Day Care Program was closed, effective June 23 2009, due to insufficient demand by Lexington
residents and increasing program costs. All the Lexington participants had a successful transition into
other adult day-care programs, the Town no longer rents that space in Lincoln, and currently there is no
plan to re -instate the program.]
A very preliminary cost estimate, escalated to 2010, was $8.7M. With a 35% contingency, plus soft costs,
it brings the total to about $12.1 M.
There has been no review of that study by any of the major committees such as the Permanent Building
Committee, by the Historic District Commission, or by the neighborhood. This is the only site never
reviewed by any prior senior -center site -search committee. Potential expansion of the adjacent Police
headquarters could impact the site.
In our report to the 2009 Annual Town Meeting, this Committee stated that it believed no further
expenditure of funds should be made regarding the White House site for any purpose until the Board
of Selectmen has designated the planned purpose for the site. Further, we believed any funding request
ought to have been presented to the CPC for their consideration. However, this Committee has now been
convinced by our DPF that, notwithstanding the absence of a decision on use of the site, we have a
responsibility to better understand both the historic elements of the building and its condition as a first
step to considering any stabilization of the building. Therefore, at this Town Meeting, we are supporting
the CPC -advanced request for an Historic Structures Report. (See Article 8(p))
We reaffirm this Committee's position that any envisioned building, wherever it may be sited, needs to
address the wider community services including family and youth services as well as services for
seniors under the Town's new Human Services Department.
Fire
The Fire Department uses industry standards and its own experience to establish the replacement schedule
for their capital equipment. Unlike many pieces of Town equipment, fire engines and medic (rescue -
ambulances) trucks are partially custom-made and equipped, require very detailed specifications, and
typically require many months between placing the order and the delivery.
The mission of the Fire Department in the 21't century has shifted beyond traditional firefighting to
emergency services, homeland security, and community education—with our firefighters now being
trained for Emergency Medical Services and Advanced Life Support. The equipment to perform these
missions has changed with new technologies for firefighting and communications, yet the basic pumper,
ladder truck, and rescue -ambulance are still essential to the mission.
Lexington must continue to replace its aging equipment and retain back-up capacity. While the Fire
Department's long-term equipment -replacement schedule has no request for FY2011 (or FY2012); see the
table below showing the forecasted need for requests in each of FY2013-2015 & FY2017-2021 for their
current inventory of major, capital equipment, vehicles. The Department does, however, have a need to
replace their 34 units of the self-contained breathing apparatus (SCBA) used by the firefighters (see
Article 12(a)) and to add the capability also to monitor Fire Alarm Radio Boxes at its Headquarters (see
Article 12(r)).
At last -year's ATM, $100,000 was appropriated (part GF under Article 19(e); part CPF under
Article ll(i)) to continue the feasibility study funded at the 2008 ATM (Article 19(k)) of how better to
19
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
preserve and renovate the Fire Department Headquarters (45 Bedford Street) in the light of how it is
staffed today and the Department's current mission requirements. Under a professional -services contract
awarded on February 19, 2010, to Donham & Sweeney Architects, that firm has been retained for the
continued study and development of the Fire Headquarters project. (That contract included $57,528 for
the scope related to the Fire Headquarters work along with work on the Police Station Space Preservation
and Needs Study. See the Police section on Page 21 for a discussion of that portion of the contract.) The
continued work is meant to review the previous feasibility study (December 3, 2008; done by the Maguire
Group Inc.) and to develop plans & cost estimates that will more clearly define the available design
options. While the current work will include a review of the already completed space -needs program and
building analysis, the emphasis on this stage of the project will be exploring site development options for
the property with respect to future building development and Schematic Design Options, with appropriate
cost models. In addition to the exploration of complete building renovation, an assessment will be
completed to define any immediate concerns that should be addressed under "best management practice"
if it is determined that more broadly encompassing renovations would be delayed. An opportunity to vet
these design options including with the Town government (including boards and committees) and the
public is planned during contract performance (likely in late July or August of this year) and the final
deliverable is expect to be within a few months, thereafter. (The balance of the appropriation is be held
for additional project needs related to the scope [e.g., surveys, etc.], if proven to be truly needed as well as
any further design or evaluation work found to be needed to aid in the formulation of a decision of how to
move forward.)
The Fire Department is responsible for inspecting operations in the Town for compliance with the
applicable fire codes. Recognizing the Town's obligations as the owner of the Munroe School building,
the 2008 ATM, under Article 9(q), appropriated $579,550 from the CPF for a project to correct the
deficiencies in the fire -alarm and fire -suppression systems in that building. We noted then that the amount
was a preliminary estimate and we expected a later estimate to be less. We reported last year that, under
the direction of DPF, a contract was executed in March, 2009 (actually the underlying contract was
signed February 2, 2009; the purchase order issued February 4, 2009; with substantial work beginning
in March, 2009), for $297,000 and with performance to be completed by mid-September, 2009. The
project was substantially completed in September, 2009, with following clearing of the "punch list"
final payment having been made on February 5, 2010. After including change orders and other incidental
costs, the final cost was $345,324.65.
20
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Major Capital Equipment
This is the inventory of the Fire Department's major, capital -equipment, vehicles' 2 ordered by the year
of the planned replacement funding:
Replacement
Funding
ID
Description
Model Year
Purchased
Put -in-
Service
Date
Originally
Projected
Useful Life
ears
Original
Cost
FY2010 (approved )3
E-3
Pumper Truck (E -One, Cyclone)
1997
Sep 1998
13-14
$310,300
FY2013 (projected)
M-3 Ambulance/Rescue (International, CL
3 -PL Custom
2002
Oct 2002
10
$159,050
FY2014(projected)
L-1
Ladder Truck(E-One, Cyclone)
2000
Jun 2000
15
$588,000
FY2015 (projected)
M-2 Ambulance/Rescue (Chevrolet, CL -3-
Lifeline
2006
Apr 2006
10
$165,000
FY2017(projected)
E-4
Pumper Truck Ferrara/International
2003
Jul 2003
13-14
$210,000
FY2018 (projected)
M-1
Ambulance/Rescue (Chevrolet, CL -3-
Lifeline
2009
Jul 2009
10
$204,000
FY2019(projected)
E-2
Pumper Truck(E-One, Typhoon)
2005
Jan 2005
13-14
$345,000
FY2020ro'ected
F-1
ForestryTruck Chevrolet, 550/C&S
2008
Oct 2008
10-12
$80,000
IFY2021 (projected -)HE
-1
Pumper Truck Ferrara, Intruder II
2007
A r 2008
13-14
$389,000
1 Includes ID series "E" (pumpers), "F" (Forestry), "L" (ladder), & "M" (Medic) with one exception: F-2 is a skid unit that is ar
operating -budget item and, therefore, is not included in the capital -replacement schedule. (F-2 is used in conjunction with the F-1
truck.) Not included are ID series "C" (cars), "H" (trailer), "S" (service vehicles, including trailer), and a light unit as they are fundec
from the operating budget with one exception: C-6 is a capital -equipment item, but see footnote 2 for why it is not in the capital -
replacement schedule.
2 Another piece of capital -equipment vehicle in the inventory has ID C-6. it is a Bucket Truck (International, Model Year 1988) and i
was put in service about Nov 1988. (Original cost was not readily known.) It is used to service the remaining wired fire-alarrr
circuits. It is not included in the replacement schedule as the Department is in the process of decommissioning (and removing)
those wired circuits. When that is completed -which is hoped to be within this calendar year -C-6 will be removed from service,
sold following the surplus -equipment procedures, and not replaced.
3 Delivery scheduled for Jul 2010; cost $499,034 (which is net of $45,000 trade-in for old E-3]
Fire Department 5 -Year Capital Appropriation History (All Funding Sources)
Totals $165,000 $380,000 $360,120 $1,073,050 $600,000
Notes
Women's Shower (FY2008); Redesign Study (FY2009 & 2010 [includes $29,700 CPF)
2 Includes $25,000 each year from Water Enterprise Fund
3 CPF
4 Joint with Police (shown in both departments)
Police
While the Police Headquarters' (1575 Massachusetts Avenue) joint police/fire/9-1-1 Dispatch area
received an upgrade in conjunction with the installation of upgraded telecommunications equipment
21
FY2006 FY2007 FY2008
FY2009 FY2010
Fire Trucks
$380,000 $80,000
$500,000
Rescue -Ambulances
$165,000
$200,000
Fire -Department HQ
$35,000
$40,000 $100,000
Fire -Hydrant Re lacement
$50,000
$50,000
East Lexington Fire Station
$47,500
Wireless Fire Alarms
$142,000
Munroe Center Evaluation
$35,000
Munroe Fire -Protection System
$579,550
Fire -Monitoring of Historic
Houses3
$18,120
Police & Fire/EMS Mobile
,Computerization 4
$156,000
Totals $165,000 $380,000 $360,120 $1,073,050 $600,000
Notes
Women's Shower (FY2008); Redesign Study (FY2009 & 2010 [includes $29,700 CPF)
2 Includes $25,000 each year from Water Enterprise Fund
3 CPF
4 Joint with Police (shown in both departments)
Police
While the Police Headquarters' (1575 Massachusetts Avenue) joint police/fire/9-1-1 Dispatch area
received an upgrade in conjunction with the installation of upgraded telecommunications equipment
21
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
(completed by November, 2007), there is need for a renovation of the entire facility so that it can meet its
21St century responsibilities.
At last -year's ATM, $45,000 was appropriated (CPF under Article 11(g)) to conduct a space -needs study
of how better to preserve and renovate the Police Department Headquarters in the light of how it is staffed
today and the Department's current mission requirements. Under a professional -services contract awarded
on February 19, 2010, to Donham & Sweeney Architects, that firm has been retained to do the study.
(That contract included $37,740 for the scope related to the Police Department work along with work to
continue the feasibility study on the Fire Headquarters Preservation and Renovation. See the Fire section
on Page 19 for a discussion of that portion of the contract.) The study will develop space -needs
programming, existing building analysis, and site data. It will be exploring site development options for
the property with respect to future building development and Schematic Design Options, with appropriate
cost models. In addition to the exploration of complete building renovation, an assessment will be
completed to define any immediate concerns that should be addressed under "best management practice"
if it is determined that more broadly encompassing renovations would be delayed. An opportunity to vet
these design options including with the Town government (including boards and committees) and the
public is planned during contract performance (likely in late July or August of this year) and the final
deliverable is expect to be within a few months, thereafter. (The balance of the appropriation is be held
for additional project needs related to the scope [e.g., surveys, etc.], if proven to be truly needed as well as
any further design or evaluation work found to be needed to aid in the formulation of a decision of how to
move forward.)
Police Department 5 -Year Capital Appropriation History (All Funding Sources)
FY2006 FY2007 FY2008 FY2009 FY2010
Dispatch Room Renovation' $842,000
Police Station Space Preservation & Needs Study $45,000
Police & Fire/EMS Mobile Computerization 2 $156,000
Notes
1 Includes $100,000 from Community Preservation Funds
2 Joint with Fire (shown in both departments)
Library
Main Library
The renovated Main Library continues to prosper with increased circulation and use making it a victim of
its own success when it comes to Capital needs: There is a request for amulti-year project to review and
improve its overall workflow. (See Article 12(q)) Also, the Library is trying again to create a vault within
which it can properly store the historic materials owned by the library. (See Article 8(h))
Stone Building (Former East Lexington Branch Library)
The former branch library, housed in the historic 1833 Stone Building (which is in the National Register
of Historic Buildings), has become a necessary focus of the Board of Trustees of the Library as a
disastrous plumbing leak on August 20, 2007, flooded the building, causing considerable damage to the
walls, floors, ceilings, and collection. The building was forced to close.
Back in 2005, the Building Finance Advisory Committee had identified deficiencies in the windows,
shutters, pillars, masonry, and cited the need for new boiler, new air conditioning, electrical upgrades, and
energy -efficiency improvements estimated at $193,000 without addressing the access requirements of
the ADA. In response to those deficiencies and prior to the flooding the 2007 Annual Town Meeting
had appropriated $43,000 of CPA funds under Article 26(g) for a study of structural needs and
handicapped access to preserve the building and increase its functionality.
Under that appropriation, the firm of HKT Architects, Inc., was engaged on February 12, 2008, to
determine the condition of this historic structure, the capital needs of the building, and to suggest a way to
22
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
address ADA requirements without regard to actual future public use. On March 16, 2008, the Library
Trustees held a community conversation with citizens interested in future uses for the building consistent
with the Trust of Ellen Stone who conveyed the building to the Trustees in 1893 for the sum of $2,000. In
addition to continued use of the building as a branch library, terms of the Trust include use as a public
meeting hall, a reading room, an art museum, or "other suitable activity" as deemed by the Trustees. Two
plans for handicapped access were presented by HKT: One with a lift, two new accessible bathrooms, re-
oriented space within the building, and an access ramp on one side; the other would include constructing a
small ell at the rear (one had been removed in 1946) with a new entrance at the rear, a full elevator, and
two new accessible bathrooms.
In order to determine a future use for the building, the Library Trustees held further community
conversations including a forum on March 16, 2008, and solicited ideas for a use for this historic
building. An open meeting to hear those ideas which included continued use as a branch library as well
as new uses was held on October 2, 2008. On January 26, 2009, the Library Trustees chose the proposal
under which it would become a Town of Lexington Heritage Center celebrating the spirit of Ellen Stone.
(That decision explicitly decided not to continue a branch library in that building.)
Developing the detailed plans for the now -named Heritage Collaborative and use of the Stone Building is
an on-going partnership effort, led by the Town Clerk. Collaboration is including Town, neighborhood,
and community groups such as the Lexington Historical Commission, Tourism Committee, Economic
Development Office, Cary Memorial Library (including its Trustees as advisors to the process),
Lexington Historical Society, Lexington Chamber of Commerce, Northeast Regional Office of National
Archives & Records Administration (NARA), Waldorf School, East Lexington Civic Association, and
Follen Community Church to name many of those to be involved in the process. (On the Cary Memorial
Library website there is a page addressing "East Lexington Branch/Stone Building > Its Future"
(http://www.carylibrary.org/eastbranch/future.html) where more information can be found.)
The 2009 Annual Town Meeting (Article 11(h)) approved CPA funds to carry out an Historic Structures
Report and some level of stabilization, as deemed essential. That work being completed in Fall 2009. This
Annual Town Meeting will consider additional stabilization funds for the building as the Town proceeds
on the road to renovation and reuse of the building. (See Article 8(q))
Public Works
The Department of Public Works (DPW) is the maintenance agent for all Town facilities with the
exception of buildings which are assigned to the Department of Public Facilities (DPF), and is responsible
for the execution (i.e., design, bidding, construction, and project management) of related DPW projects.
To accomplish its mission, the DPW is organized around seven elements: Administration and
Engineering, Highway Division, Public Grounds Division, Environmental Services Division,
Transportation Services Office, Water Division, and Sewer Division.
Major components of DPW's FY2011—FY2015 capital projects include:
• Trucks and heavy equipment necessary to accomplish DPW missions,
• Road and sidewalk construction,
• Water- and sewer -system improvements,
• Traffic control and mitigation,
• Storm water control and management, and
• Minuteman Bikeway improvements
Almost all construction projects that are for the sanitary (wastewater) sewers -system- and water -
distribution -system services, and some recreational facilities projects sponsored by the Recreation
Department, are normally funded from Enterprise Funds. Likewise, large trucks and heavy equipment
used in support of the sewer and water systems are funded by Enterprise Funds; however, the rest of the
23
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
capital needs, except CPA -funded projects, must be funded by the general tax levy and/or debt -exclusion
overrides.
Roads
Lexington has a total of about 160 miles of roads, including State and unaccepted roads. That total
consists of 12 miles of major arteries, 18 miles of minor arteries, 20 miles of collector roads, 81 miles of
residential thruways, and 28 miles of cul-de-sacs—all numbers approximate. Lexington's DPW maintains
about 126 miles of roadway; the remainder being maintained by the State or private owners.
In order to maintain Lexington's non -arterial roads at an acceptable condition level, approximately
$1,250,000 (in 2009 dollars) per year for roadwork, other than patching, is required. The roads to be
rehabilitated in a particular year are determined by DPW on the basis of individual road conditions and
available funds. (Note: This Committee would have preferred and has suggested that the DPW had
updated the database for the previously funded pavement -condition -index software so that there would be
a quantitative basis, Town -wide, to assist with that determination.) Funding is a combination of State
Chapter 90 funds and Town funds from the $500,000 set-aside established in the FY2001 operating
override. (The $500,000 set-aside has been increased by 2.5% [i.e., the statutory growth in the tax levy]
each year beginning with FY2008.) (See Article 12(u))
Traffic Mitigation
Traffic Mitigation is the phrase applied to projects designed to improve traffic safety, traffic flow—and
reduce impacts on neighbors—through accumulation of traffic data, and the design and construction of
new infrastructure and improvements.
There is an FY2011 request for the fourth of four annual requests for studies in support of the Traffic
Mitigation Committee to correct identified problems. The reported strategies will undoubtedly include
future capital projects. (See Article 12(k))
In response to previous reports on traffic problems, there is an FY2011 request to fund the redesign of
Massachusetts Avenue intersections at Pleasant Street, Maple Street, and Marrett Road in order to control
traffic flows and increase safety. (See Article 12(b))
As contemplated when the contributions were made to the Traffic Mitigation SF by developers in that
general area, there is an FY2011 request to fund a traffic master plan for the Hayden Avenue/Spring
Street area to correct or improve existing deficiencies and diminish potential future problems. (See
Article 12(1))
Sidewalks
Currently the town has more than 58 -miles of sidewalks. Because the upgrading and extension of many of
these sidewalks was long overdue, the Board of Selectmen appointed a Sidewalk Advisory Committee in
Spring 2005. Maintenance of sidewalks is expensive, and issues of obstructions, easements, and
objections from residents burden construction of new sidewalks. That committee's overall policy is to
develop a prioritized sidewalk construction plan focusing on school and other high -pedestrian -traffic
routes and high -walking -hazard streets. There is an FY2011 funding request for accomplishing work
under that plan. (See Article 12(g))
There are also two FY2011 funding requests for specific locations: For the preliminary design of
sidewalks along Concord Avenue (to be funded with developer contributions to the Traffic Mitigation SF)
and for the first of a three-phase program to develop a master plan for replacing the existing brick
sidewalks on the north side of Massachusetts Avenue between Depot Square and the Town Office
Building,. (See Articles 12(m) & (n))
24
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Minuteman Bikeway
The 11 -mile Minuteman Bikeway, which was opened in 1993, runs from the Alewife MBTA Station to
the railroad Freight House in Bedford. About half the total length of the Bikeway, or 5.5 miles, lies in
Lexington. The Lexington segment is maintained by the DPW's Public Grounds Division. Over the years,
areas along the bikeway have deteriorated due to erosion, root penetration, and improper drainage. The
proposed FY2011 project will reverse these conditions to preserve the Bikeway through the installation of
root barriers, drainage repairs, and swale restoration. (See Article 8(a))
Water Distribution System
Many of the Town's water mains were installed in the early 1900s and need to be replaced or cleaned and
lined. For several years, the Town has been systematically improving the system to improve water
quality, pressure, and fire -protection capabilities, and to reduce frequency and severity of water -main
breaks. That near-term effort will continue over the next five years. There is a request to do the FY2011
phase of the work on the water mains and one to do rehabilitation on the Town's two water standpipes in
order to meet new US EPA standards. (See Articles 13(a) & (b))
To improve meter -reading efficiencies, the Town is considering installing an Automatic Water -Meter
Reading System based on the results of a study funded by the 2009 Annual Town Meeting (described
there under Articles 16(b) & 17(c); funded there under Article 5). Funding for Phase 1, of a 3-phase plan,
was to be included in the FY2011 capital budget, but as that study has not been fully vetted, the Town
Manager advises that request will be presented to be Indefinitely Postponed. (See Article 13(c))
Fire Hydrant System
The Town of Lexington has approximately 1,500 hydrants in its fire -protection system. To maintain an
effective system, approximately 25 hydrants must be replaced every year. Costs are divided evenly
between Tax Levy funds and Water Enterprise Funds. (See Article 12(0))
Dam Repair
The State Department of Conservation and Recreation mandates inspection every three years of dams that
are rated significant hazard dams. The Butterfield Dam on Lowell Street is one such dam. The inspection
in FY 2011 may well lead to a capital project in some future year. (See Article 120))
Pedestrian Signal Improvements
Many of the Town's pedestrian signals at street crossings are outdated and, sometimes, malfunctioning. In
FY2011, an annual program will be established to correct these deficiencies. The two locations where
improvements will made in FY2011 are the bikeway crossing on Hartwell Avenue and on Massachusetts
Avenue near the Stone Building. (See Article 12(p))
Storm Drainage
Storm drains which line the Town's streets occasionally fail due to heavy loads passing over them and/or
loss of supporting soil around them, creating holes in the street. In addition, as streets are repaired and
repaved, it is frequently discovered that the storm -drainage system is seriously deteriorated. Concurrent
drainage system repairs are required to prevent further deterioration of an unsafe condition and to protect
newly paved secondary streets. It is also necessary, some times, to study and repair drains where overflow
conditions develop and/or complaints are received. The FY2011 request addresses such repairs and also
work toward compliance with new Stormwater Phase II regulations, which require increased monitoring
and testing of storm water. (See Article 12(h))
25
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Storm Water Management
State Department of Environmental Protection (DEP) regulations require the Town to maintain its
18 brooks, three watersheds, and its numerous wetlands in a condition such that they do not reduce the
volume of water that can be handled by our storm -drainage systems. Sediment and broken tree limbs
impede the flow of water and cause flooding and damage to private property, thus creating liabilities for
the Town. (See Article 12(c))
Sanitary Sewer System
The sanitary (wastewater) -sewer system, like the water -distribution system, has sections that date back to
the early 1900s. Due to age-related deterioration, some sections are susceptible to storm -water infiltration
and with deficient pumping causing overloading of parts of the system. There is an ongoing program of
replacing and repairing sections of the system. However, because of a backlog of work not yet designed
and bid, there are no funds being requested in FY2011. Improvements to, and rehabilitation of, Pump
Stations are programmed for all five years at an annual cost of $100,000. (See Article 14)
Because sewer costs are related to water consumption, the Sewer Department would be sharing the cost of
an Automatic Water -Meter Reading System; however, as noted above under Water Distribution System,
that project is being delayed while the study report is vetted. (See Article 13(c))
DPW Equipment
DPW equipment has approximately 160 pieces of equipment with an estimated replacement cost of
$10 million, in 2007 dollars. DPW has developed a well -conceived program of replacing the older, less
fuel-efficient and high -maintenance -cost equipment with standard, off-the-shelf vehicles and equipment
that will last longer and cost less to maintain and operate. Equipment owned, operated, and maintained by
DPW includes: autos, dump trucks, sanders, cranes, trailers, pick-ups, loaders, rollers, backhoes, tractor -
mounted snow throwers, sweepers, brush chippers, mowers, sprayers, vacuums, compressors, welders,
portable generators, pumps, lifts, and compactors. Equipment with acquisition costs under $25,000 is
funded with operating funds. The current 5 -year equipment -replacement schedule projects annual costs of
about $500,000 per year, in 2011 dollars. The FY2011 program is consistent with that schedule. In
addition to replacing four existing pieces of equipment, it includes a track -mounted Jet -Vac for cleaning
sewer lines and a box truck to serve as an emergency response truck for the Water Division. The Jet -Vac
and box truck, whose need has been identified in previous five-year equipment plans, will be adds to the
inventory. (See Article 12(d))
Public Services Building
Construction of a new DPW Facility at 201 Bedford Street was authorized on June 5, 2007, by a
favorable vote on a debt -exclusion referendum. The originally intended design was modified slightly to
accommodate the newly formed Department of Public Facilities (DPF). The building was completed in
Spring 2009 and was dedicated and occupied in the summer of 2009. As both the DPW and the DPF are
housed in the building, it is a public -services building and is named after Samuel Hadley which
continues the Town's tradition of honoring heroes of the Revolutionary War. (Samuel Hadley having
been one of those 8 killed on April 9, 1775, when the British Army Regulars and the American Colonial
Militia exchanged gunfire on the Town's Green at the start of that War.)
26
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
DPW 5 -Year Capital Appropriation History (All Funding Sources)
FY2006
Capital from Tax Levy & Chapter 90 Funds'
FY2007
FY2008
FY2009
FY2010
DPW Equipment
$485,000
$485,000
$523,300
$510,000
$520,923
DPW Facility
$720,000
$1,300,000
$25,480,000
Street resurfacing & reconstruction
$960,000
$960,000
$1,320,000
$1,925,000
$1,238,125
Street light/traffic mitigation
$100,000
$50,000
$50,000
$50,000
Drains/dams/brook cleaning
$160,0001
$460,000
$160,000
$160,000
Town Building Envelope
$150,000
$90,000
$150,000
Sidewalk/bikeway improvements
$50,000
$300,000
$350,000
$275,000
Geographic Information System
$84,000
Street Acceptance -Pitcairn Place
$125,000
Comprehensive Watershed Stud
$110,000
Hydrant Replacement
$25, 000
$25,0001
$25,000
Totals $2,465,000 $3,295,000 $28,358,300 $2,945,000 $2,313,048
tFY2009 was the first year that Capital Projects for both Municipal and School facilities were submitted by the
then -new Department of Public Facilities. See the Public Facilities Appropriation History later in this report for
its FY2009 & FY2010 appropriations which includes items for the Municipal & School facilities.
Capital from Enterprise Funds
Sewer
Sewer System
$300,000 $1,300,000 $1,200,000 $1,200,000
DPW Equipment
$263,500
Geographic Information System
$102,300 $22,122 $14,400
Automatic Water -Meter Reading System
$25,000
Pump station upgrades T
1 $100,000 $100,000, $100,0001
Sewer Totals $300,000 $1,502,300 $1,322,122 $1,602,900
Water
Water Mains Relining
$900,000 $1,800,000 $1,800,000 $900,000
DPW Equipment
$119,000
Water Metersff
$500,000 $25,000
Geographic Information System
$31,210 $33,183 $21,600
Hydrant Replacement
$25,000 $25,000, $25,000
Water Totals $ 0 $1,400,000 $1,856,210 $1,858,183 $1,090,600
ffThe first expense funded the at -site remote -reading of water meters; the second, the half -funding of the study
for remote, automatic reading of water meters. (See the above table for the Sewer EF which funded the other
half of the study.)
Public Facilities
The Department of Public Facilities (DPF) is responsible for the coordination and care of all Town -owned
buildings inclusive of those under the control of the Board of Selectmen, Town Manager, Library
Trustees and School Committee. Costs associated with the staffing, maintenance, custodial services,
capital -project management, utilities, and building rentals are contained within this department. The
DPF's Project Management Division is responsible for major capital renovations and providing staff
support to the Permanent Building Committee for new construction.
The DPF was responsible for managing the construction of the new Public Services Building (PSB) at
201 Bedford Street, site of the former DPW facility. (See additional discussion of the PSB under DPW on
the previous page.) Although there are still actions on-going to clear the "punch list" (i.e., items identified
by the Town and its commissioning agent as still requiring further attention by the contractor), it appears
the project will come in at approximately $2 million under the $27,500,000 budget and it is pending
being certified as meeting the Leadership in Energy and Environmental Design (LEED) Green Building
Rating SystemTM Silver standards for environmental, economic, and occupant -oriented performance. DPF
is co -located at this facility with the DPW.
27
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
DPF is responsible for 26 buildings: Town Office Building, Cary Hall, Police Station, Fire Department
Headquarters, East Lexington Fire Station, PSB, Stone Building (previously used as the East Lexington
Library; see discussion under the Library section on Page 21), Cary Memorial Library, Visitors Center,
Council on Aging Facility (Senior Center in the Muzzey Condominiums, 1475 Massachusetts Avenue),
Westview Cemetery, the "White House", 13 buildings at the 9 schools (the Lexington High School
complex has 5 buildings), and the Schools Central Office (the old Harrington School).
DPF has taken a systematic approach to solving problems that affect both Municipal and School
buildings, including roofs, flooring, and building envelope. Funding for such Capital repairs is contained
in the 5 -year Capital Expenditures program.
The Schools PK -12 Master Plan, completed in 2009, provides a broad review of the Schools' facility
needs and was the basis for the funds requested for Bridge and Bowman School Renovation,
Development and Engineering documents.
The FY2011 General Fund program provides for repair, maintenance, design and/or construction under
8 sub -articles for Town buildings. (See Article 16) In addition, 10 projects funded with Community
Preservation Funds would be executed by the DPF. (See Articles 8(h)—(q))
Public Facilities 5 -Year Capital Appropriation History (General Fund Sources)
Program FY2006 FY2007 FY2008 FY2009 FY2010
Municipal
Building Envelope $153,750 $157,594
Munroe School Fire Protection $579,550
Fire HQ Design Engineering/Study $40,000 $70,300
East Lexington Fire Station Kitchen Upgrade 1 $75,000
Schools
Building Envelope $265,000 $376,500
Mechanical/Elec/Plumbin $1,340,000 $390,000
Landscaping/Paving $65,000 $120,000
Interior Renovations $365,000 $305,000
Totals N/A N/A N/A $2,808,300 $154945394
�FY2009 was the first year that Capital Projects for both Municipal and School facilities were submitted
by the then -new Department of Public Facilities. Previous facilities' Capital Projects were presented
separately by the DPW and the Schools and are still shown in their Appropriation Histories.
Recreation
This year's Recreation projects are being proposed for funding under Community Preservation Fund
(CPF), General Fund (GF), and Recreation Enterprise Fund (EF) monies. All projects have been in
Recreation's long-range plans.
CPF funds are being requested for:
Phase II of the Storm Water Mitigation project at the Old Reservoir. (See Article 8(b)) An
application for EPA grant money was submitted for this project last year and rejected. It will be
resubmitted this year.
• Implementing the first phase of the recommendations from the drainage study of the entire Center
Playfields complex that was funded by last -year's Annual Town Meeting with both CPF and GF.
Drainage improvements would be made to the baseball, softball, and multi-purpose fields. (See
Article 8(c)) The second phase (FY2012, $575,612) will address the football area, and the third
phase (FY2012, $605,718) will address the little league field, practice field, and parking area.
28
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
GF funds are being requested for:
• Turf, drainage, and backstop upgrades to the Hastings School ballfield. (See Article 11(a)) This is an
ongoing maintenance program and future GF requests are likely to address Estabrook School
ballfield ($50,000 FY2012), Adams Playfields ($50,000, FY2013), Franklin Ballfield and Lincoln
Field #1 (FY2014, $160,000), the Football Field and Lincoln Field #2 ($200,000 FY2015), and the
Center Track Area and Lincoln Field #3 ($210,000, FY2016).
EF funds are being requested for:
At the Town Pool Complex—now named the Irving H. Mabee Pool Complex—replacement of the
hot water heater, ventilation and exhaust systems, and improving on high-priority compliance and
safety issues. (See Article 11(b)) That facility has not had a complete renovation since 1980 though
many minor improvements have kept it in operation. This is the first of three phases, based on a
2008 consultant's report, with Phase II expected to be $150,000 (interior repairs and renovations,
FY2012) and Phase III (enlarging the building and replacing the filtration system) anticipated to be
more than $1 million in FY2016 or later—all from the EF.
The Pine Meadows Golf Course needs a spraying machine and that is expected to be a $28,737 EF
request in FY2012. Far more significant is the drainage work needed on the 1St, 2nd, and 8th fairways as
part of the work specified by the 2006 engineering report. A request for $252,000 is expected to be made
in FY2013 for this and in FY2016 for a third phase (approximately $336,000) for removing 6500 cubic
yards of material from the Kiln Brook/Tophet Swamp area both from the EF.
Also expected in FY2012 will be a request for the first phase of renewed energy-efficient athletic -field
lighting for the Center Basketball Courts ($93,730 GF) and for Gallagher tennis courts ($167,690 EF).
Phase II in FY2014 for the Softball field is $167,890 and Center Baseball Field energy-efficient lights are
$278,100 both GF. Adding in Design & Engineering and contingency fees, the total request is expected
to be $445,990 in 2010 dollars.
Recreation plans to upgrade play structures at the Adams School in conjunction with the Waldorf School
in FY2012 for a total cost of $60,000 (the exact cost-sharing with the Waldorf School is yet to be
determined) and, in the following year, those at Munroe and Franklin for $115,000. All playfields have
been exclusively GF for many years, except for the EF's annual $100,000 payment toward the debt
service for the Lincoln Park complex. The heavily used center track will need resurfacing in FY2013 at a
GF cost of $100,000 and the center and Clarke tennis courts in FY2014 at an EF cost of $65,000.
Recreation 5 -Year Capital Appropriation History (All Funding Sources)
Program
FY2006
FY2007
FY2008 FY2009
FY2010
Athletic Fields
$50,000 $177,000
$70,000
Playgrounds & Tot Lots
$35,000
$225,000
$75,000
Golf Course
$50,000
$25,000
$200,000
Swimming Old Res & Center)t
$50,000
$60,000
$569,000
Tennis & Basketball
$30,0001
$235,0001 $60,0001
Totals $1159000 $3009000 $2859000 $3729000 $8399000
1$20,000 of the FY2009 appropriation was not used as the FY2010 appropriation incorporated that same scope.
Schools
Overview
The Lexington Public Schools provide educational, athletic, and club activities for 6,131 students in
grades K-12. Pre-school programs are also offered at the elementary schools. Enrollment figures are
those as of October 1St as required by the State's Department of Elementary and Secondary Education for
each academic year. For October 1, 2009, in the six elementary schools there were 2,675 students, in the
two middle schools the total was 1,486, and the high-school number was 1,970.
29
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
In addition to the six elementary-school buildings, and two middle -school buildings, the high school is a
complex of four, free-standing, academic buildings and a field house. Central Office personnel and
services are located in what had been the old Harrington School. These fourteen buildings are overseen by
the DPF.
School Technology Program
This year the long-term plan to update technology includes replacing some of the oldest computers,
printers/peripherals, projection systems, and related equipment, as well as network head -end equipment,
and wireless network -delivery systems. (See Article 15(a)) A system -wide project will introduce time
clocks for all buildings to improve record keeping, provide amore -efficient process for employees, and
assist in complying with statutory requirements. (See Article 15(c))
Equipment
Furnishings in buildings that are not new or renovated are updated on a revolving basis as part of an
annual request. The FY2011 requests will provide desks and chairs for students and teachers and cafeteria
tables where replacement is most required.
Food -service operations in all schools serve hot and cold meals to thousands of students each school day.
It is essential to purchase and maintain equipment for preparing and maintaining cooked items that
provides for safe distribution. The food -service operations are contracted to a private vendor, but the
purchase of equipment is the responsibility of the school system.
Requests this year include classroom furniture (see Article 15(d)), kitchen equipment including
refrigerators and freezers, and a portion of general kitchen replacement planned for the next five years
(see Article 15(b)).
School 5 -Year Capital Appropriation History (All Funding Sources)
Program
FY2006 FY2007
FY2008
FY2009
FY2010
Technology
$270,000 $400,000
$400,000
$600,000
$600,000
Classroom Furniture
$50,000
$25,000
$50,000
Miscellaneous
$1,307,000 $1,656,000
$230,000
Pre -K-12 Master Plan
$155,000
Food Service Equipment
$55,000
$75,000
Secondary Schools
$1,885,000
Elementary Schools
$200,000
$445,000
Totals $155775000 $252565000 $350105000 $8355000 $7255000
tFY2009 was the first year that Capital Projects for both Municipal and School facilities were submitted
by the then -new Department of Public Facilities. See the Public Facilities Appropriation History earlier in
this report for its FY2009 & FY2010 appropriations which includes items for the Municipal & Schools
facilities.
Information Technology (IT) Infrastructure (Town -wide)
That IT infrastructure which supports Municipal and Schools functions includes both physical and software
elements, and is absolutely crucial to the everyday operations of the Town. There are four requests for capital
upgrades to that infrastructure. (See Articles 12(e), (f), (s), & (t))
30
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Warrant Article Analysis and Recommendations
The cites to the "Brown Book" refer to the "Town of Lexington Fiscal Year 2011 Recommended Budget
& Financing Plan"Y March 1, 2010
Article 7 (3dFund Only):
Fund
Funding
Committee Recommends
Continue and Approve
Authorization
Source
Committee Recommends
Security Gate & Access Control
Requested
DPW
Approval as conditioned below
pp
Departmental
$82,000
Compost
(5-0)
Revolving Funds—
X3979000
DPW Compost
Approval as conditioned
DPW Compost
Operations RF
below (5-0)
Operations
Project Description(CPA Category)
Authorization
Amount
Funding
Source
Committee Recommends
Requested
Security Gate & Access Control
DPW
Approval as conditioned below
pp
System at Hartwell Ave Compost
$82,000
Compost
(5-0)
1 Facility
Operations RF
"This request is part of the long-range business plan for the Hartwell Avenue Compost Facility. This
facility needs an up-to-date security system that will allow access for town employees 24 hours a day
while maintaining a secure environment to protect the site in general and equipment and supplies that are
stored there. The proposal is to install IP -based CCTV and Access Control gates at the entrance to insure
that access during off -hours is restricted." [Brown Book, Page X-15]
As this annual Article only provides the required authorization for revolving funds, this Committee
normally would not comment on it; however, as the Town intends to pay for a capital project from a
revolving fund, we believe this project should be handled like other capital projects which includes our
review and recommendation to Town Meeting and be subject to explicit Town Meeting review and
approval.
The Town Manager advises that the Town is in the process of agreeing to hosting a regional equipment
cache at the Hartwell facility for the Northeast Homeland Security Advisory Council ("NERAC"). While
NERAC had previously agreed to provide surveillance cameras for a Lexington cache, it had also
indicated that if further enhancements to the cache facility are necessary, NERAC is open to considering
funding the need. While the Town Manager advised that the additional security afforded by the requested
project is needed whether or not the NERAC equipment cache is sited at the Hartwell facility, a request
has been made to NERAC to contribute toward the cost of this project and it is anticipated that NERAC
will provide $65,000 (which would include covering the cost of the previously agreed -to surveillance
cameras for the cache building itself). As a final decision on that contribution is not expected before this
Town Meeting addresses this Article, the Fund authorization request is expected to remain at $397,000.
While this Committee supports the proposed project, for the reason explained above, we recommend this
project be explicitly described to Town Meeting so, if needed, it can be discussed before a vote is taken
either on the whole Article or on this one RF, if separated --out.
31
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Article 8: Appropriate the
FY2011 Community
Funds
Requested
Funding
Source
Committee
Recommends
(a) Minuteman Bikeway
$190 047
CPF(Cash)
( )pp
Preservation Committee
$891839363
$7,859,482 CPF (Cash)
(See below)
Operating Budget and CPA
Open Space)
+ $323,881 GF (Cash)
Projects (Multiple Categories)
Project Description(CPA Category)
Amount Requested
Funding Source
Committee Recommends
(a) Minuteman Bikeway
$190 047
CPF(Cash)
( )pp
Approval(5-0)Reservoir/Marrett
Preservation (Recreational Use &
$32000
CPF (Cash)
Approval (5-0)
Open Space)
"The Minuteman Bikeway is an important feature in Lexington, widely used for walking, cycling, and
rollerblading. Over the last 16 years since it opened in 1993, the bikeway has deteriorated in
numerous locations as a result of improper drainage, root penetration, and erosion. This project will
address this deterioration and extend the useful life of the bikeway through the installation of root
barriers and additional drainage, measures that were not included in the original design of the
Bikeway." [Brown Book, Page XI -20] .
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(b) Storm Water Mitigation Old
$190 047
CPF(Cash)
( )pp
Approval(5-0)Reservoir/Marrett
Road Recreational Use
"In 2007, the Town hired a consultant to undertake a water quality study at the Old Reservoir on Marrett
Road. The Old Reservoir is located in the watershed of the Vine Brook, which is part of the watershed for
the Shawsheen River. The study identified the storm water system as the main source of bacteria entering
the reservoir... The Phase II request in FY2011 is to create a second water quality structure to capture
water in the southwest corner of the facility from one outfall along Marrett Road. Originally, built as the
water supply to the Town of Lexington, the Old Reservoir is now an important natural resource used for
both active and passive recreational purposes." [Brown Book, Page XI -20] .
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(c) Center Playfields Drainage
$875J73
CPF ( Cash)
Approval ( 5-0
)Implementation
Phase (Recreational Use)
"The Center Playfields Complex is the most heavily used recreation complex in Town. It is used by the
schools, adult and youth leagues and the general public. The entire area (approximately 23 acres) has been
seriously impacted by poor drainage conditions for years. This request is the first of three phases to install
long-term drainage solutions to alleviate the standing water and wet field conditions that presently exist
on the Center Playfields complex in order to preserve this valuable Town Recreation area and protect the
fields from degradation. FY2011 funding is requested to implement Phase I of the work recommended by
the consulting firm Stantec in a drainage study funded with FY 2010 CPA funds. Phase I work, requested
from CPA funds under the preservation of a recreation resource and a continuation of an ongoing project,
will be used to implement the drainage improvements on the baseball/softball/multi-purpose field areas.
The work will involve installing new drain systems and grading in an effort to move water off of the
fields and collect it so that flooding and standing water conditions do not occur. Future requests will
32
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
address the football field area, the little league field, the practice field area and the parking area." [Brown
Book, Page XI -21].
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(d) Greeley Village Siding
$386J29
CPF ( Cash)
Approval 5-0
Replacement(Community Housing)
$69500
CPF (Cash)
Approval (5-0)
"The Lexington Housing Authority is requesting $386,129 for replacement of the siding at Greeley
Village, an elderly/handicapped low income public housing complex. This development of 100 bedrooms
apartments was built in 1968 and has original siding on its exterior. Currently the siding has failed due to
age and deterioration, resulting in water penetrating into the sheathing, which in turn has caused the
sheathing and some sills to rot. Entrance ways have also been affected since snow and rain penetrate the
siding, leak down through the sheathing and in through the door frames. In winter, when this water
freezes, some doors cannot be properly closed...." [Brown Book, Page XI -22].
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(e) Vynebrook Village Drainage Project
$10 000
CPF ( Cash)
Approval 5-0
Design Study (Community Housing)
$69500
CPF (Cash)
Approval (5-0)
"The Housing Authority requests $10,000 in CPA funds for an engineering design for drainage solutions
to water infiltration problems at Vynebrook Village, a 48 -unit low income housing complex. At present,
rain runoff infiltrates the crawl spaces of the housing units, causing unsafe conditions. while most of the
units are equipped with sumps, the basements take on water throughout the year. Ponding of water occurs
around the exterior of the building year round. This design study would determine the most effective way
to direct surface drainage away from the units, thereby eliminating infiltration into the crawl spaces. The
Authority has already contacted the Conservation Commission on this project, since there may be
permitting requirements associated with the work. It is anticipated that the Authority will return to the
CPC with a FY2012 request for funds for the drainage work." [Brown Book, Page XI -23].
Project Description(CPA Category)
Amount Requested
Funding Source
Committee Recommends
(f) LexHAB Purchase of Two
Affordable Housing Properties
$69500
CPF (Cash)
Approval (5-0)
(Community Housing)
"LexHAB is requesting $695,000 to complete the purchase of two (2) properties for rental units to
families that qualify under the Sate Housing Inventory (SHI) requirements. LexHAB will cover the
payments on the loans until the CPA funds are made available to complete the purchase. The first unit is
located at 142 Emerson Gardens, and is a two-bedroom, one -bath 830 -square foot apartment on two
floors. It is located within walking distance of a MBTA bus stop at Massachusetts Avenue and Maple
Street. The second unit is located at 454 Marrett Road and is a three-bedroom, one -bath, 1,186 square foot
two story single family home on a .56 acre lot. It is located across the street from the "Old Res" and is on
an MBTA bus route." [Brown Book, Page XI -22]
In prior years, LexHAB has been requesting that the CPF fund 80% of its outstanding mortgage principle,
along with some renovation costs, related to its purchase of new affordable housing units. This year,
however, it is asking for 100% of its outstanding mortgage principle and is funding the renovation costs
itself. (LexHAB pays all current debt service which, initially, is interest only along with condominium
fees, where applicable.)
This request is based on a loan of $295,000 for the 2 -bedroom, 1 -bath, unit at 142 Emerson Gardens and
$400,000 for the 3 -bedrom, 1 -bath, unit at 454 Marrett Road.
33
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
This year's purchase for two units (sale price; CPA -only funding) averages $347,500/unit which is up
from the case with last -year's 4 -units at $296,950/unit ($1,187,800 consisting of Town -Meeting -
approved CPA funding of $830,000 + LexHAB's $150,300 for construction of 1 unit + $207,500 of
LexHAB's 20% down payment). While we are pleased that, unlike last year, there isn't $520,000 being
spent for a single unit, we are still very concerned at this year's average cost/unit for the addition to
affordable housing stock as that benefits just one family at a time. (For reference, currently in order for a
4 -person family to qualify, its annual income cannot exceed $54,120 which amount is based on 60% of
the Area Median Income.)
This Committee is pleased to see that, as was true last year, the method for determining the renters of
these two units will be such as to allow these units, under the current State rules, to be included on the
Lexington Subsidized Housing Inventory (LSHI) and, thus, count toward Chapter 4013's standard for
communities to provide a minimum of 10% of their housing inventory as affordable.
We continue to urge the Town to review all of its existing affordable housing to ensure that the occupant -
selection methodologies for those units are similarly adjusted, if need be, to allow those units to be
counted at least at this time under the Chapter 40B standard.
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(g) Archives & Records Conservation
$150 000
CPF(Cash)Approval(5-0)
pp
and Preservation(Historic Resources)
"CPA funding is requested for Year 3 of a projected 5 -year project for conservation and preservation of
historic municipal documents and records. The project will include conservation/preservation, equipment
and supplies, microfilming and/or digitization, consulting services, computerization and data migration. It
will continue to address the needs to protect and secure the large backlog of permanent and vital records
created by municipal departments for proper retention, archiving and perpetual access. Recent changes in
the Commonwealth's public records law are expected to increase the volume of records required to be
retained permanently; many existing records exist only in hard copy form... Work to be completed during
a 5 -year project will provide the basis for a virtual exhibit of some of Lexington's history during 2013
when Lexington celebrates the 300th anniversary of its incorporation." [Brown Book, Page XI -21]
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(h) Cary Library Preservation
$100 000
CPF ( Cash)
Approval ( 5-0
)ProJect
Archives (Historic Resources)
"This project would convert part of an existing storage room into a fireproof, climate -controlled room for
valuable, irreplaceable historic materials owned by the Library. A temperature -controlled vault would
allow proper storage of items that are housed in the Library's three historic rooms. Initial plans for the
renovation of the Library included the construction of a vault in or near the historic Oval Room, but it was
eliminated from the 2004 building renovation due to inadequate funding. The Library's central HVAC
system controls temperature but does not control relative humidity. A recent preservation study indicates
that temperature and humidity levels fluctuate significantly in the three historic rooms, and these
conditions can damage the historic documents that are stored there." [Brown Book, Page XI -18] .
DPF will manage this project.
34
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(i) Cary Memorial Building Venue
$6000
CPF(Cash)Approval
A pp 5-0Imp
improvements Stud(Historic Resources
Y)
$234534 total )
"This project would begin the process of enhancing and restoring the Cary Memorial Building for
continued use as a public venue. Spaces originally designed in support of performances in the Cary Hall
auditorium, shown in detailed drawings from 1927, have been converted to other non-performing arts
uses. Stage lighting is inadequate, the restrooms need updating and mechanical systems interfere with the
taping and broadcast of performances. This project would result in a plan and cost estimate that identifies
enhancements and restoration opportunities to improve the functionality of the building for performers,
increase enjoyment for the public, and improve accessibility." [Brown Book, Page XI -20].
This project is unrelated to the previous study that was done to determine the feasibility of upgrading the
building to be an expanded performance venue. The conclusion of that study was that such an upgrade
would not produce a financially viable operation and no further action was taken with regard to such an
upgrade.
Project Description(CPA Category)
Amount Requested
Funding Source
Committee Recommends
0) Cary Memorial Building
$2500
CPF(Cash)Approval
A pp 5-0Sig
ge )
na(Historic Resources
$234534 total )
"Funds are requested to install directional information signage inside the Cary Memorial Building and the
exterior complex. Exterior signage will include a "campus" sign and identification signs on all three
buildings: Police Station, Cary Memorial Building, and Town Office Building. Cary Hall interior signage
will include directories on pillars in front lobbies, ADA -compliant room signs, hallway and stairway
signs where needed, and miscellaneous regulatory signs. Exterior signage for the three brick buildings
sharing the semicircular driveway is long overdue because at present the only identification on the
buildings is gold lettering on the frieze at the top of the building facades. Public use of the historic Cary
Memorial Building has increased significantly since its recent renovation, consistent with its historic
function as community activity space. Performing groups frequently use the Main Hall, Recreation
programs use the ground floor spaces, and boards and committees use the three accessible meeting
rooms." [Brown Book, Page XI -21]
Project Description(CPA Category)
Amount
Requested
Funding Source
Committee Recommends
Munici al Buildin
(k) p g
$73 000(out of
$73,000 CPF (Cash)
+ $161 534 GF (Free
A pproyal (5-0)
Envelo(Historic Resources
e
p )
$234534 total )
Cash) (Article 16(h))
"This annual request funds top priority construction repair /replacement projects for the maintenance and
upgrade of municipal buildings and systems that are vital to prevent deterioration and proactive in
preventing safety hazards. FY2011 projects include:
• Cary Hall -Replace 1,350 square feet of built up roof (CPA funding);
• Town Office Building -Replace three copper valleys on slate roof (CPA funding);
• Cary Hall -Restore existing architectural detail above roofline and create replacement (CPA
funding);
Update Massachusetts Historical Commission Inventory Form "B" for Town Office Building and
Cary Memorial Building (CPA funding),..."
• Other projects to be identified (tax levy).
[Brown Book, Page XI -19 & XI 18]
35
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Estimated costs for the above four, CPF-funded, elements of work are $27,000, $22,000, $20,000, and
$4,000, respectively.
We expect the Motion addressing this sub -element to be for the total amount by also including the GF
(Free Cash) amount.
Project Description(CPA Category)
Amount
Requested
FundingSource
Committee Recommends
(1) Town Office Building
$1 825 000
$1,500,000 CPF (Cash)
pp
Approval(3-2)Renovation
Historic Resources
+ $325 000 GF Debt
"This project is for limited renovations to the Town Office Building following the change in building use
when DPW administration moved to its new facility at 201 Bedford Street. This process began at the
2008 Annual Town Meeting when funds were appropriated for the Town Office Use Study and
Renovation Design. The architectural firm of Bargmann Hendrie and Archetype (BH+A) was engaged to
conduct the architectural and engineering portion of this work. To date, the programming of space needs
and building use evaluation work has been completed and staff has recommended a preferred design
concept for consideration. It is anticipated that BH+A will complete 75% design by late February/early
March at which time a more rigorous cost estimate will be completed. The Town Office Building was
built in 1927 and has undergone one significant renovation in the last 80 years when the rear wing was
added in 1971 to increase the building footprint and available office space. The relocation of the
Department of Public Works/Engineering Division to the new facility represents the most significant shift
of offices in the Town Hall in nearly 20 years. This renovation will correct code and ADA deficiencies,
complete the fire suppression system and provide for the realignment of staff to improve efficiency and
effectiveness for serving customers and staff, thus ensuring the building remains fully functional for its
intended use." [Brown Book, Page XI -20]
Based on an earlier estimate, the request had been $1,933,947; however, that anticipated estimate at the
75% -design point has been received and it estimated the total cost at $1,823,881 which includes a
15% construction contingency and a 10% "soft costs" contingency. The CPC has approved $1,500,000
from the CPF leaving it up to the Town to fund the $323,881 balance. As we understand the Town will
fund that with debt done in $5,000 increments that, and the total, have been rounded up. (As there is
approximately $49,000 remaining in the CPF from a prior appropriation for accessible bathrooms in the
Town Office Building [part of the $70,000 appropriation at the 2008 ATM under Article 9(m) for such
bathrooms and signage], the net CPF share would be approximately $1,451,000.)
While this Committee acknowledges that the work to be done in the Town Office Building is warranted
both from a building code/accessibility compliance perspective (estimated at $1,185,523 [65% of the total
estimated cost]) and an office renovation perspective (estimated at $638,358 [35% of the total estimated
cost]) and falls fully within the CPA -authorized uses, we do recognize that there are aspects of the
project status that suggest this could be premature authority to proceed. Those aspects include, among
others, the lack of a 100% design and cost estimate, lack of agreement by the Historic Districts
Commission on the designed exterior changes, and concerns over whether the phasing/swing-space plan
has been analyzed sufficiently. We are also sensitive to the "hit" this project has on the CPF even if one
just contemplates any already estimated -cost demands.
As we cited earlier in this report, this Committee's mission is to make "recommendations as to the
projects that should be undertaken within the five-year period and the approximate date on which each
recommended project should be started." Therefore, based on the need for the project, the scope of work
intended, the heavy emphasis on building -code compliance and accessibility, the reasonable cost estimate
in hand, and the absence of a long-range plan for what might be higher -priority needs for use of the
CPF and notwithstanding the aspects cited above—a majority of this Committee (3-2) recommends
approval of this project.
Please note that as advisors to Town Meeting, we do our best to make that advice as non-political as we
can leaving you, as our Town's "legislature ", to add whatever you view as the political consideration.
36
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(m) Cary Memorial Building & Town
$31 700
CPF(Cash)A
roval(5-0)S
pp
Office Building HVAC Controls
$3500
CPF (Cash)
Approval (5-0)
Upgrade (Historic Resources)
"This project would upgrade the HVAC controls in Cary Hall and the Town Office Building. The two
buildings share chilled water for cooling and steam boilers for heating. This project will add controls,
valving, and integration to better coordinate the production of chilled water and steam to meet the needs
of the spaces. The existing controls and valving cannot adequately zone the heat and air-conditioning in
the Cary Memorial Building, nor can it provide zone set back in the Town Office Building. Installation of
these controls will reduce energy use and meet occupants' needs." [Brown Book, Page XI -19]
This project is independent of, and not redundant to, the scope of the Cary Memorial Building Venue
Improvements Study and of the Town Office Building Renovation. (See (i) & (1) above)
Project Description(CPA Category)
Amount Requested
Funding Source
Committee Recommends
(n) Police Station Ventilation
$31 700
CPF(Cash)A
roval(5-0)S
pp
stem(Historic Resources
Y )
"This project would replace the Police Station lower level ventilation unit with a higher rated fan and
motor to achieve required ventilation. The existing unit is undersized and cannot deliver design airflows
to adequately ventilate the lower level, including holding cells, resulting in insufficient fresh air and odor
problems. Outside air is heated when necessary, but not cooled, so extremely high temperature outside air
is pumped into the cell area when ventilation is needed during summer months. The new fan and motor
will be rated to operate with the installed ductwork and achieve design airflow." [Brown Book,
Page XI -19]
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(o) Muzzey Senior Center Improvements
$45J00
CPF(Cash)Approval
A pp (5-0)
Resources
StudY(Historic )
"This project is for critical renovations needed to address safety, accessibility and program space needs at
the Lexington Senior Center, located at the Muzzey Condominium at 1475 Massachusetts Ave. The needs
reflected in this capital request have been identified in two studies in 2008 - an Envelope and Systems
Analysis by TBA Architects, Inc. in April, 2008; and a Muzzey Senior Center and White House
Conceptual and Feasibility Study by Bargmann Hendrie + Archetype. The FY2011 request is for design
development funds. Funds for building improvements will be requested in FY2012. The needed
improvements include:
Replace/relocate communicating staircase connecting the first floor of the senior center with the
lower level;
Install wheelchair lift inside of the Senior Center space;
Replace inefficient and obsolete HVAC system;
Expand program space, add lighting, and signage;
Address regulatory requirements of the Massachusetts Architectural Access Board.
[Brown Book, Page XI -19]
37
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(p) White House Historic Structures
$18 000
CPF(Cash)A
pp
(HistoricCPF(Cash)Approval(5-0) Resources
A )
"This project requests Community Preservation Act funds to prepare a limited Historic Structures Report
that details the history and significance of the "White House" at 1557 Massachusetts Avenue. The "White
House" has not been maintained for many years and the building continues to deteriorate. At this time,
funding for renovation is not being considered because new program requirements have not been
determined. Information from the Historic Structures Report will be utilized to determine the maintenance
and stabilization that is warranted, for which CPA funding will likely be requested in FY2012." [Brown
Book, Page XI -20]
While this Committee would much prefer that any funding on work at the White House could await a
determination of its future, as the Town and, specifically, the DPF is responsible for the building and
anything that might be done with it is dependent on discussions with the Town's Historic Districts
Commission. We, therefore, reluctantly, agree it is prudent to do the proposed limited Historic Structures
Report to formally ascertain the building's historic elements and their condition. At least the Town will,
then, have current, factual, information regarding the building's historic state.
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(q) Stone Building Exterior
$202 933
CPF(Cash)A
pp
roval(5-0)Stabilization
Historic Resources
"Funding is requested for additional stabilization work to the Stone Building to be completed during the
summer of 2010. Immediate stabilization work recommended in a Historic Structures Report was
completed in the fall of 2009. The additional stabilization includes a new roof, gutters, removal of
aluminum siding, repair and painting of wood siding, and reglazing of windows. This work could be
deferred to FY2012 as part of a larger renovation project, but the schedule to renovate the Stone Building
is unknown. Deferring the stabilization of the building increases the risk of damage from leaks in the
building envelope and delays the opportunity to improve the aesthetics of the structure for the
surrounding neighborhood." [Brown Book, Page XI -19]
The $2,000 increase over the amount shown on that page of the Brown Book, and also in the table on
Page XI -3, is to fund the updating of the Massachusetts Historical Commission Inventory Form "B" for
the building. (The correct total amount is shown on Brown Book Page C-3.)
Approximately $127,900 of the appropriation made at the 2009 Annual Town Meeting under
Article 11(h) for exterior repair and restoration was not used. Subject only to any final adjustment (and
none is known to be necessary at this time), that amount will be returned to the CPF by the CPC. Thus,
the effective, net, authority against the CPF for this work would be about $75,000.
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(r) Munroe Tavern Capital
$40000
CPF ( Cash)
Approval ( 5-0
)Improvements
(Historic Resources)
"The Lexington Historical Society requests $400,000 for the restoration of the Munroe Tavern, the home
of generations of the Munroe family, and the temporary field headquarters and hospital of the British on
the afternoon of April 19, 1775. In 2009, the Society undertook an Historic Structures Report with the
assistance of Community Preservation Funds. The work proposed in this project reflects the needs
identified in that study. The restoration work and corresponding percentage of the $400,000 requested
budget are as follows: Repair and restoration of historic fabric, including restoration of the historic
38
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Colonial fireplace (33%); Renovation of underutilized space to create a museum room and public
bathrooms (11%); Handicapped accessibility to both the first and second floors and site work to replace
deteriorated stairs, landings and railings (9%); Systems replacement including installation of heat in the
museum, climate control to protect artifacts, complete re -wiring of the house and replacement of the
90 -year-old sprinkler system (29%); and Curatorial storage improvements (18%). The requested $400,000
from CPA funds represents a portion of the project cost of $820,000. Additional sources to bridge the gap
in funding include private individuals and the Historical Society itself." [Brown Book, Page XI -22]
Based on later data (January 11, 2010), this is the breakout of the project's cost estimate:
Estimated Project Cost Breakout
Work Category
Grand Total
Historic Historic Supplement
Amount
% of
I Subtotal/Totals Amount
% of
Subtotal/Totals
Repair/Restore Historic Fabric
Systems -Historic Structure
Systems -New Construction
Handicapped Accessibility
Curatorial Storage -Historic Structure
Curatorial Storage -New Construction
Museum Room/Program Area
Work -Element Subtotal
$212,238 30.9%
$155,363 22.6%
$55,684 8.1%
$50,224 7.3%
$35,109 5.1%
$71,885 10.5%
$105,551 15.4%
$686,054 $452,934 66.0% $233,120 34.0%
Moving/Storage During Construction
$5,000
Design Fees: Bidding + Funding
$15,000
Construction Administration: Owner's Rep
$24,000
Construction Administration: Design Team
$70,000
Archeological Dig
$20,000
Owner Costs (Allocated by Subtotal %)
$134,000 $88,467 $45,533
Totals
$820,054 $541,401 66.0% $278,653 34.0%
Non -CPA -Requested Funding
$420,054
CPA -Requested Funding (Allocated by Totals %)
$400,000 $264,081 $135,919
This request, as with the previous requests by the Lexington Historical Society for work on the primary
historical treasures of our Town, passes the higher bar this Committee believes is warranted for any use of
the CPF on a private project.
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(s) Comprehensive Cultural Resources
Survey of Lexington Supplemental
$5,300
CPF (Cash)
Approval (5-0)
Appropriation (Historic Resources)
"The Lexington Historical Commission is requesting $5,300 in supplemental funds to complete the final
phase of its Comprehensive Cultural Resources Study of Lexington. The Study, approved at Town
Meeting in 2007, completes, consolidates and organizes in a resident -friendly form, the architectural and
historical information about Lexington's important cultural resources. The final phase of this work will
entail completion and submission of a nomination form requested by the Massachusetts Historical
Commission (MHC) to list the Town's Mid -Century Modern Neighborhoods and Houses on the National
Register of Historic Places. The MHC has invited Lexington to apply for a $15,000 grant to complete this
nomination. This CPA grant of $5,300 along with $4,875 in unspent funds from the original appropriation
will provide the 40% match needed to apply for the grant. (The other $175 included in this request is to
cover advertising costs for Request for Proposals in accordance with public bidding requirements.)"
[Brown Book, Page XI -22]
39
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Project Description(CPA Category)
Amount Requested
Funding Source
Committee Recommends
(t) Battle Green Master Plan
$25 000
CPF(Cash)
( )A
pp (5-0)
Approval
StudY(Historic )
Resources
"The Selectmen authorized the Tourism Committee to conduct a master planning process for the Battle
Green, a place of national historic importance, and community and tourist interest. The Battle Green
working group for the project, after conducting significant work, has identified the need for assistance
from a landscape architect. This proposal would fund the master plan document as well as enough design
work to enable the Town to get credible cost estimates to implement recommended changes. There is
community consensus on the need for design consistence in the Battle Green area, and failure to resolve
issues such as parking, traffic pathways and appropriate site interpretation will allow further deterioration
of both the Battle Green and its surrounding historic treasures. This master plan, with the help of the
professional consultant who works on similar historically important landscapes, will develop a design that
represents the expectation and needs of all stakeholders. It will also provide a suitable stewardship
framework to oversee the Green's future care." [Brown Book, Page XI -18]
Project Description(CPA Category)
Amount Requested
Funding Source
Committee Recommends
(u) Busa Farm Debt Service
$2 562 100
CPF(Cash)A
pp
roval(5-0)Multiple)
(Potentially
During the discussions following the $4,197,000 purchase of the Busa-farm land that was authorized at
the May 6, 2009 Special Town Meeting under Article 6 (Land Purchase Off Lowell Street), and after
careful consideration of the funds that had accumulated in the Town's CPF, the projects pending for
funding, likely needs for funding in the future, and other factors, this Committee endorsed the Town's
recommendation to use a 3 -year, front -loaded, bond to pay for the purchase as opposed to using cash, a
longer-term bond, or some combination of cash and bonding. The purchase closed on December 4, 2009,
and the initial funding was provided from the Town's available cash (rather than through the use of an
interest -only Bond Anticipation Note (BAN)).
On February 25, 2010, as part of the Town's issuing of a total of $10,447,000 in bonds, a 3 -year bond was
issued to cover the purchase of the land. The proceeds were credited to the Town's available cash to
replace the interim funding of the purchase and this request represents the first -year's full principal
($2,425,000) and full interest ($137,100) payment on that bond. Payments of the debt service will be due,
in accordance with the usual practice, semi-annually with the 1St being only part of the interest for the
year and the 2nd being principal & the balance of the interest for the year. In this case, the 1St will be due
on August 15, 2010; the 2nd, on February 15, 2011.
The $98,000 appropriation for debt service on a BAN and related borrowing costs under that same
Article 6 remained, even in the absence of a BAN, available to pay for the CPF's proportional share of the
bond -issuing cost; however, as the debt was part of the $10,447,000 of bonds that were sold successfully
at a $608,123 net premium plus $9,828 accrued interest (from February 15th to the 25th) (i.e., which
rounded amounts are part of an additional cash payment to the Town, over and above the maturity value
of the bonds), the Town will use part of that premium and accrued -interest payment to cover the bond -
issuing costs in total. Therefore, once the CPC votes to declare that appropriation is no longer needed for
its original purpose, that $98,000 amount will become part of the Undesignated Fund Balance and,
following the State's certification of the balance at the end of the fiscal year in which the CPC made that
declaration (which certification is usually available that same late summer/fall) become part of that
Fund's total available for appropriation.
It is expected there will be requests in the next two years for the $974,600 ($886,000 in principal and
$88,600 in interest) and $930,300 ($886,000) in principal and $44,300 in interest) that will be required to
be paid in the 2nd and 3rd year of the bond, respectively, in order to retire the bond on schedule on
February 15, 2013. The current payment of $2,562,100 plus those remaining two payments, total
$4,467,000. The $270,000 difference from the $4,197,000 principal amount of the debt is the total interest
40
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
paid on that debt over the 3 years which represents 6.43% over those years. Unfortunately, the CPF
cannot directly receive a share of the premium and accrued -interest payment after covering the bond -
issuing expenses as the State's General Laws require that all of that payment must go to the GF.
Therefore, while the GF interest payments are, effectively, reduced by the total amount of that remaining
amount, the CPF's interest expense remains the full $270,000. Although not the way the bond is written,
by year the effective interest rates for each year's interest on each year's outstanding principal are 3.27%,
5.00%, and 5.00%.
The Town Manager recognizes the inequity of the CPF not benefiting from the net -after -issuing -expenses
of that premium and from accrued -interest payments to the Town. He has indicated a preference to
allocate what should be its share back to the CPF. (Those shares, rounded, are reported as $213,339 of
bond premium and $3,948 of accrued interest). If that is accomplished, the net interest to the CPF would
be only $52,713. That would represent only 1.26% over the 3 years and a very -much -lower annualized
rate.
Project Description(CPA Category)
Amount Requested
Funding Source
Committee Recommends
(v) Administrative Budget
1 $15000
CPF (Cash)
Approval (5-0)
Of the request, $50,000 is for the planning, legal, survey and appraisal work associated with the
acquisition of open space. Such funds will enable the Conservation Commission to act in a timely fashion
to complete the due diligence required to prepare for a land acquisition. While other Town projects use
"study monies" to investigate the benefits of a particular project, the Conservation Commission does not
have the advantage of this type of lead-time. It must often act quickly to evaluate a property through legal,
survey and appraisal work. Without designating these funds for open space planning, the CPC's charge of
allocating a portion of its revenues to open -space preservation would be hindered.
The remaining $100,000 funds the administrative, legal, membership, and advertising expenses. Included
are $39,851 for a year-round, 3 days/week (the Town's GF covers the other 2 days), administrative
assistant and $7,500 for membership in the Community Preservation Coalition—a State-wide, non-profit,
organization working on behalf of communities who have adopted the CPA.
[Communications, March 8 & 18, 2010, with the Administrative Assistant to the CPC]
If any of these funds appropriated for the Administrative Budget are not required for such administrative
expenses by the end of the fiscal year, they become part of the Undesignated Fund Balance and, as
explained above under (u) above, will eventually become part of that Fund's total available for
appropriation.
Article 9: Land
Funds Requested
Funding
Source
Committee Recommends
Purchase—Off Marrett
$398009000
CPF (TBD)
Pending CPC Decision
Road (Open Space)
"... to purchase or otherwise acquire... all or any part of land shown as lots 90B and 60B on Assessors'
Property Map 31, now or formerly of Cataldo ...." [Town of Lexington Warrant for 2010 Annual Town
Meeting, Page 10]
"This project proposes acquisition of a portion of the 121 Marrett Road property known as the Cotton
Farm by the Town to preserve open space. The acquisition cost is unknown at this time and discussions
are on-going with the owners. The Cotton Farm is a very visible property of approximately 10.2 acres
along Marrett Road that includes a mid -20th century house framed by an orchard to the south and
wetlands and woodlands to the north, east and west. The property is listed in Lexington's Reconnaissance
Report of 2006 as a Priority Heritage Landscape in that it reflects the history of the community, provides
a sense of place, shows the natural ecology that influenced land use patterns and has scenic qualities."
[Brown Book, Page XI -21 ]
41
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
While the earlier announced purchase price was $4,000,000, we learned the day before releasing this
report that the price was last quoted as $3,800,000.
At the time of writing this report, the Public Hearing on this proposed action is scheduled for
April 8, 2010, and we expect the CPC will vote soon thereafter whether to advance this purchase to Town
Meeting. If they should advance it, this Committee will prepare a recommendation for Town Meeting.
Article 10: Land
Funds Requested
Funding
Committee Recommends
Purchase—Off Farm
Source
None
None
Indefinite Postponement
Road (Unknown)
(5-0)
"The Board of Selectmen is in discussion with the owner of a parcel of land at the end of Farm Road.
This parcel was historically part of the Busa Farm site and is adjacent to a parcel the Town recently
purchased. It is shown as lots 191 and 192 on Assessors Map 20 and encompasses approximately 2.41
acres. The 2.41 acres are presently undeveloped and acquiring them would add to the adjacent 7.9 acres
the town recently purchased. A larger area of land affords the Town greater flexibility and options for the
use of the land that would be comprised of the combined parcels. A cost estimate is not available at this
time.." [Brown Book, Page XI -18]
No proposal was ready for this Town Meeting, so this Article will be moved for Indefinite Postponement.
42
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Article 11: Appropriate
Funds Requested
q
Funding
Committee
for Recreation
$50 000
Source
Recommends
$759000
$50,000 GF (Free
Approval (5-0)
Capital Projects
p J
Cash) + $25,000
Recreation EF (RE)
Project Description (CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(a) Park Improvements
$50 000
GF (Free
Approval(5-0)Athletic
Fields
Cash)pp
"This is an ongoing capital program to address safety and playability concerns in order to provide
adequate, safe field space for youth, adult, recreation, and school programs. The Town of Lexington's
athletic fields are in constant use and many, even with regular maintenance, are in need of major repairs.
FY2011 funding is requested to address the ballfield area at the Hastings School. This site has not been
significantly upgraded in the last 20 years and is now a safety concern. The renovations will include turf,
drainage, irrigation (where applicable), and site amenities (benches, backstops, etc.). Future renovation
projects are anticipated for the Estabrook School Ballfield, Adams Playfields, Franklin Ballfield, the
Football Field and Center Track Area, and all three Fields at Lincoln Park." [Brown Book, Page XI -17]
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(b) Town Pool Renovation
$2500
Recreation EF
Approval (5-0)
"This request is Phase 1 of a multi -phased program of renovations to the Town Pool Complex.
Attendance at the Center Pool Complex averages over 85,000 people per summer. With each year, the
efficiency and effectiveness of the filtration systems and chlorinators decreases and repairs become more
frequent and costly. If immediate needs are not addressed, the pool may need to be closed for an extended
period of time during the peak season, thus affecting the Town's customers and decreasing revenues.
While the facility continues to operate safely, the infrastructure was last updated in 1980. An engineering
study completed in FY2008 by Bargmann Hendrie and Archetype provided the Town with a detailed,
prioritized list of recommended upgrades and repairs. Phase I work will include replacing the hot water
heater, replacing the ventilation & exhaust system, and completing top priority projects to address
compliance and safety concerns. Funding for Phase 2 will be requested in FY2012 to make interior
repairs and renovations and provide energy and environmental efficiencies. Phase 3 of the project will
include replacing the filtration systems which are beyond their life expectancy, and enlarging the building
in order to accommodate four filters. The estimated cost of Phase 3, anticipated in FY2016, is $1,000,000.
Phases 1 and 2 will yield value even if Phase 3 is not funded." [Brown Book, Page XI -17]
43
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Article 12: Appropriate
.for Municipal
Capital Projects and
Funds
Requested
Funding
Source
Committee
Recommends
$397019382
$196739955 GF (Debt) + $9859007
See Below
Equipment
Apparatus
GF (Free Cash) + $57,420 Water
EF (Debt) + $25,000 Water EF
(RE) + $45,000 Sewer EF (RE) +
$215,000 Traffic Mitigation SF +
$700,000 Chap. 90 State Aid
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(a) Replace Self -Contained
$260 000
GF(Debt)
( )
pp
Approval(5-0)Breathing
Apparatus
"Most of the department's existing self-contained breathing apparatus (SOBA) have been in service for
more than 10 years and have reached their life expectancy. SCBA now in service do not meet current
thermal protection requirements and most are not equipped with any connection for buddy breathing in an
entrapment situation. SCBA units and air bottles are tested annually, recalibrated and repaired as needed.
Repairs are increasingly costly and most of the units are not upgradeable. All 34 units of the self-
contained breathing apparatus will be replaced with new apparatus compliant with NFPA standards. Each
unit will be fitted with a firefighter tracking system, remote air supply monitoring system and a PASS
[Personal Alert Safety Systems] alarm system." [Brown Book, Page XI -5]
In our report last year, we advised that each set was then priced at $5,400 and the plan for FY2011 was to
buy 20 sets. It was later decided that it was better to replace all 34 -sets to have full compatibility and have
all be in compliance with the latest standards The price is now estimated at $7,647/unit as, most
important, each unit would now include an electronic accountability system. In addition, each will include
a buddy -breathing capability and the change of standards increases the cost due to increased testing
requirements.
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(b) Street Intersections
$125 000
GF(Debt)Approval(5-0)Im
provements and Easementspp
"This project would redesign three ma j or intersections with Massachusetts Avenue in East Lexington to
control traffic flow and increase safety. The current configurations of these intersections at Pleasant
Street, Maple Avenue, and Marrett Road create traffic congestion and traffic backup and pose safety
concerns for vehicles, cyclists, and pedestrians. This project would entail the 25% permitting design of
the intersections and ultimately the 100% design plans and bid specifications. The design would follow
the Massachusetts Highway Department Transportation Improvement Program procedures with the goal
of receiving State funding for the construction." [Brown Book, Page XI -5]
The balance of the design costs, including for the bid specifications, would be requested from the State
along with the construction funding.
44
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(c) Comprehensive Storm
$110 000
GF(Debt)Approval
A pp (5-0)
Management Watershed Stud
Mana g Y
$50204
"The Department of Public Works and Community Development Department are collaborating to address
drainage/brook management issues related to the 18 brooks in Lexington. Specifically, sediment buildup
in brooks and wetlands has reduced the volume of water that the drainage system can handle. In some
cases the drain system outlets into the brooks have been completely filled with sediment. This program
will address flooding issues in a more comprehensive manner to prevent property damage and reduce
liability to the Town. This capital request is for the 2nd phase of a 3 -phase project to fund comprehensive
detailed studies on Lexington's three major watersheds that can be used to develop and prioritize brook
restoration and drainage improvement plans. FY2010 funding is being used for a study of the Charles
River watershed. The FY2011 request is for a Shawsheen River watershed study, and a future request will
be made to study the Mystic River watershed." [Brown Book, Page XI -5]
Project Description
Amount
Requested
Funding Source
Committee
Recommends
$308,955 GF (Debt) +
(d) DPW Equipment
$50204
$91,429 (GF (Free Cash) +
Approval(5-0)Re
lacement
Replacement
$57420 Water EF(Debt)pp
�
+ $45,000 Sewer EF (RE)
"The Department of Public Works has an inventory of more than 140 pieces of motorized equipment
including sedans, hybrid SUVs, construction vehicles, pumps, rollers, sprayers and mowers. DPW
maintains a systematic replacement program that identifies what equipment is expected to need
replacement during the next five years, with the intent of preventing any unexpected emergency
purchases. Each year every piece of equipment is assessed for its mechanical condition and suitability for
the work requirements. Items recommended for replacement in FY2011 that are proposed to be financed
with general fund debt include a 6 -wheel HD dump with p low/unders crap er and SS sander body, a
6 -wheel heavy duty dump truck with a plo w/unders crap er; a 3-5 ton asphalt roller with a trailer for
transporting it, and a sidewalk tractor with snowblower and mower attachments. Water/Sewer funding is
requested for a Jet Vac on tracks and an emergency response box truck." [Brown Book, Page XI -6]
The Water EF funding is for an for an Emergency Response Box Truck. [Also Brown Book, Page XI -10]
The Sewer EF funding is for Trailer -Sized Jet -Vac Unit. [Also Brown Book, Page XI -16]
DPW FY2011 Capital Equipment List
# 21 Highway 6 Wheel Dump (To be replaced with like piece of Equipment)
This truck is a 1995 International Harvester used for plowing, salting, and sanding. It has reached its
expected life and will require repairs that will be costly. The frame of this truck is rotting out from salting
operations and will need extensive work to maintain its usefulness. This truck has 36,613 miles and
37,621 hours of plowing, salting, and sanding which causes extensive rot on the undercarriage. The
existing stainless-steel sander body will be installed on the new chassis.
# 33 Hi!hway 6 Wheel Dump (To be replaced with like piece of equipment)
This truck is a 1995 International Harvester dump truck used for plowing, salting, and sanding. It has
reached its expected life and will require repairs that will be costly. The bed of this truck is rotting out
from salting operations and will need extensive work to maintain its usefulness. This truck has
46,216 miles on it and has rot on the frame and undercarriage. This truck has been used for patching and
hauling as well as for plowing, salting, and sanding. The existing stainless-steel sander body will be used
on the new dump truck.
45
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
# 74 Galion Asphalt Roller (To be replaced with like piece of equipment)
This 1985 Galion Asphalt Roller is used almost on a daily basis by the Highway Department for patching
potholes and large water & sewer trench repair. The roller has 3,421 hours of use, does not meet current
safety standards for rollover protection, and needs extensive work to correct problems. The trailer used to
haul the roller and the roller have outlived their useful life; both are beginning to incur high maintenance
costs.
# 67 Holder Tractor (To be replaced with like piece of equipment)
This tractor is a multi-purpose machine used year round to mow grass, cut brush, sweep in the spring,
summer, and fall, and to clear sidewalks in the winter. It has over 2000 hours of operation and is
beginning to cost more to repair then it is worth. It will be traded in towards the purchase of the new
tractor, which will be equipped with rough -cut mower, sidewalk broom, and sidewalk snow blower.
Trailer -size Jet -Vac unit (This is a new piece of equipment)
This Jet -Vac unit, because of it's smaller size, will allow the Sewer Department to take it into sewer
easements to flush and clean lines that are not accessible using the current -size vac -truck.
Emergency -Response Box Truck (This is a new piece of equipment)
This truck will be used for emergency response to water and sewer breaks. The truck will be equipped
with all the required tools and repair clamps necessary to make safe a water break, sewer break, and to
repair same. This equipment will decrease the Department's response time to emergency situations
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(e) Head End Equipment
$240,000
GF (Debt)
Approval (5-0)
"This request is for phase III of a project to relocate, replace, and upgrade central equipment for the
Town's Wide Area Network. Maintaining a reliable network is critical because municipal and school
operations are heavily dependent on access to information technology. Replacing equipment will improve
network dependability and allow the Town to take advantage of technology advances made since the
existing equipment was installed 8 years ago. Previous requests have funded relocating the head end to
the newly constructed Public Services Building and replacing most of the equipment. The FY2011
request will focus on improving the head end (the hub of the wide area network). New equipment will
include a network admission control device, an e-mail archive appliance with backup, a bandwidth
aggregator to allow for multiple sources of bandwidth to feed the head end, and a device for network
analysis and reporting. in addition, the spam and virus filter appliance and the DNS server will be
replaced. Future year requests will be made in 2013 through 2015 for continued replacement of head end
equipment as they reach the end of their useful life." [Brown Book, Page XI -6]
This project is independent of, and not redundant to, the scope of the Town Office Building Renovation.
(See Article 8(1) above)
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(f) Reconstruct and Equip Town
$170 000
GF(Debt)
( )pp
Approval(5-0)Office
Building Server Room
"This is the first year of a multi -phase project to upgrade equipment and systems in the server room in the
Town Office Building. Requested FY2011 funding would replace server room air conditioning, install
uninterruptible power supplies (UPSs), add 1 server rack and reconfigure existing server racks for more
efficient use of cooling and space. The project includes electrical work to accommodate the new
equipment (the removal of the existing air conditioning system and exterior restoration is included in the
Town Office Building Renovation Project). The server room currently uses a 25+ year old AC unit that
provides insufficient cooling capacity. The new AC system will provide a more stable environment, be
easier and less expensive to maintain and more energy efficient. New UPS equipment will improve
46
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
technology systems uptime and protect servers and data from damage that has been experienced during
past power outages and surge loads." [Brown Book, Page XI -6]
This project is independent of, and not redundant to, the scope of the Town Office Building Renovation.
(See Article 8(1) above)
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(g) Sidewalk Improvements
$20000
GF(Debt)Approval(5-0)
pp
and Easements
"This request is for continued funding of the Town's effort to rebuild and/or repave existing asphalt
sidewalks throughout town that are in poor condition, and to construct new bituminous sidewalks with
granite or asphalt curbing. Improvements to existing sidewalks will support and enhance pedestrian safety
and the Safe Routes to School Program, and also improve the Dept. of Public Works' ability to clear
snow from sidewalks during the winter season. Sidewalk projects will be chosen from the Selectmen's
Sidewalk Committee's Master Plan and all work will be compliant with the requirements of the
Americans with Disabilities Act." [Brown Book, Page XI -7]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(h) Storm Drainage
$260 000
GF(Debt)
( )
Approval(5-0)
pp
Im rovements
p
"Requested funds will be used to replace and supplement existing drainage structures and to achieve
compliance with USEPA and Massachusetts Department of Environmental Protection Phase II
stormwater regulations. $160,000 will be for the restoration of selected town drainage systems, either
deteriorated structures uncovered during roadway construction activity or older drainage systems that are
now inadequate to handle flows from the increased amounts of impermeable surface. To move toward
compliance with the new Stormwater Phase II regulations, the remaining $100,000 will be used for the
development of Lexington's second 5 -year stormwater management plan. Work will include increased
monitoring and testing that will help improve the water quality in Lexington's streams and ponds."
[Brown Book, Page XI -7]
Project Description
Amount
Funding
Committee Recommends
Requested
Source
(i) Marrett/Waltham
None
None
Indefinite Postponement(5-0)
p
Intersection Traffic Signal Poles
"This request is for funding to purchase ornamental mast arms for traffic signal poles to be installed at the
Marrett/Waltham intersection. The Marrett/Waltham intersection is astate-funded project scheduled for
construction as early as the 2010 construction season. MassDOT (formerly MassHighway) will allow the
installation of the ornamental mast arms if the Town pays the cost difference between the standard mast
arms and the ornamental mast arms.
"Funds are being requested for these ornamental mast arms which will be consistent with the mast arms
currently in place at the Mass Ave/Waltham Street intersection and scheduled to be installed at the Spring
Street/Marrett Road intersection. The Town will be required to have replacement equipment in stock in
case of damage."
[Brown Book, Page XI -7]
We understand from the Town Manager that the ornamental traffic light standard is what has been
adopted for use in all of our commercial areas. The originally requested $100,000 Capital cost which
47
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
was possibly more than would have been required once the exact cost differential was known is no
longer needed as the Town Manager advises that MassDOT no longer requires the Town to pay the
difference; therefore, the Town Manager advises this sub -element will be Indefinitely Postponed.
Although in the instant case there will not be an extra Capital Expense, this Committee would not support
expending extra for any ornamental traffic signal standards and/or arm that are not in an Historic
District. (We also respect that the Town's Operating Budget has to bear the extra expense for
maintaining/replacing the more -expensive ornamental versions.)
Project Description
Amount
Requested
Funding
Source
Committee Recommends
Dam �) Repair Ins ection
��)Cash)pp
$10 000
GF (Free
Approval(5-0)p
"This project is for inspection of the Butterfield Dam on Lowell Street to comply with the Department of
Conservation and Recreation's requirement that we inspect significant hazard dams once every 3 years.
After this dam was inspected in 2006, $30,000 was appropriated in 2007 for minimal repairs. We believe
the next inspection will lead to the design and construction of repairs to this dam in FY2012 to preserve
its structural integrity. The Old Res Dam is on a different re -inspection interval as it is a low hazard dam."
[Brown Book, Page XI -15]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
Traffic Miti ation
g
$50 000
GF (Free
Cash)pp
A roval(4-1)(k)
"This is the fourth of four annual requests planned in support of the Traffic Mitigation Group. Traffic
safety is an important component of the quality of life in Lexington, and projects identified will have a
positive impact on safety and vehicle fuel usage. These funds will be used to collect data, perform
analyses, review proposals and make recommendations for traffic improvements town wide. Projects will
be developed and construction costs will be estimated for future capital requests. Projects performed with
past funding include installation of compliant crosswalks and pedestrian ramps near various schools,
completion of a traffic study along Hartwell Avenue for the design and implementation of a new
pavement marking plan including bike lanes, and conducting a traffic study along the eastern Mass Ave
corridor." [Brown Book, Page XI -15]
This Committee implores the Town Manager to include 5 -year projections of construction monies needed
to implement the recommendations of this and previous year's studies in their capital planning lest this
report "rot on the vine." We estimate that the project for an intersection could cost in excess of $1 million
and is another case where presently no request is shown in the 5 -year plan for design and engineering or
construction funds.
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(1) Hayden Ave./Spring St.
$125,000
Traffic
Approval (5-0)
Traffic Master Plan
Mitigation SF
"This request is to fund a Traffic Master Plan for the Hayden and Spring Street corridor, which will
evaluate vehicular and pedestrian circulation and other modes of transport in the area. The plan will
identify strategies to address existing deficiencies and potential issues created by future growth in traffic
volumes and to implement traffic improvements as development proceeds. The funds for this traffic plan
will be from payments made to the Town under provisions of Memoranda of Understanding between the
Town and developers of certain properties that have been commercially re -zoned including Beal
48
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Companies ($35,000), Patriot Partners ($65,000), and, Cubist Pharmaceuticals ($25,000)." [Brown Book,
Page XI -15 ]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(m) Concord Avenue Sidewalk
,00
$900
Traffic
Approval (5-0)
En ineerin
Design g
g g
$5000
Mitigation
Miti ation SF
Approval (5-0)
"This is a request to fund the schematic design plan for the Concord Avenue sidewalk. The project would
entail a concept plan that identifies the major impacts such as wetlands, permitting, trees, right of way,
walls, bicycle accommodations, etc. The work will involve initial survey to determine right-of-way and
an engineered concept plan. The plan will provide a solid foundation for a future capital request for full
engineering/specifications and construction funding." [Brown Book, Page XI -15]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(n) Central Business District
$50,000
GF (Free
Approval (4-1)
ineerin g
Sidewalks Master Plan/ Engineering
$5000
Cash )
Approval (5-0)
"This project is a three phase plan to develop a master plan for replacing the existing brick along the north
side of Massachusetts Avenue from Depot Square to the exit of Town Hall. In addition to the planned
restoration of these areas to improve the walking surface, all of the existing pedestrian corridors and
ramps will be brought into ADA compliance and the Bank of America alley may be closed. Requested
funds will be used for survey, inspection, and design." [Brown Book, Page XI -15]
Project Description
Amount
Requested
Funding Source
Committee Recommends
(p) Pedestrian Signal Improvements
$4200
$2500 GF (Free
Approval (5-0)
(o) Hydrant Replacement Project
$5000
Cash) + $25,000
Approval (5-0)
Water EF (RE)
"This is for funding of the fourth year of a program to replace hydrants throughout town. The Town of
Lexington has 1,500 Fire hydrants in its fire protection system. This tax levy request will be combined
with $25,000 to be funded from the water enterprise fund to purchase and install 25 hydrants per year.
The new, more efficient hydrants will be compliant with NFPA standards and increase firefighting
capacity. The hydrants are "break-aways" which are less costly to replace." [Brown Book, Page XI -16]
Project Description
Amount
Requested
Funding Source
Committee Recommends
(p) Pedestrian Signal Improvements
$4200
GF (Free Cash)
Approval (5-0)
"The Town's pedestrian signals at street crossings are outdated and have been malfunctioning. Funding
for pedestrian signal improvement projects will be requested on an annual basis. FY2011 work will
update the push button pedestrian signals at two locations in Town. High priority locations are the
bikeway crossing on Hartwell Avenue and on Mass Ave near the Stone Building. Intended benefits are
cost savings on maintenance and safer pedestrian crossings." [Brown Book, Page XI -16]
49
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Project Description
Amount Requested
Funding Source
Committee Recommends
(q) Cary Library Material
$2500
GF(Free Cash )
pp
A roval 5-0Handlin
and Workflow Stud
Handling Y
"This request is for an engineering study of how to reorganize the Library's Circulation and Bibliographic
Services workspace with the potential for automating bin sorting and processing. The current
configuration is not designed to handle the volume of material that flows through the library daily.
Library circulation increased 14% over the past year, from 668,313 to 762,718. Increased circulation
creates an overflow of items that are returned through the exterior book drops and via Network Transfer
Bins. Each day, 15-25 bins are delivered to the Circulation Department work area via a public elevator.
Reorganization would improve the ergonomic and efficient handling of materials so that library users
have faster access to items. There are also health and safety concerns for the employees who work in a
location that is not ergonomically designed for warehouse -type work. Phase 1 of this project consists of a
study of existing conditions with recommendations for solution. Phase 2 will be design of the solution
(2012) and the Phase 3 request will be for installation and/or construction." [Brown Book, Page XI -16]
Project Description
Amount Requested
Funding Source
Committee Recommends
(r) Fire Headquarters Alarm
$30 000
GFFree Cash
( )
Approval(5-0)
pp
Receiver
"Funds are to install an alarm receiver at Fire Headquarters capable of receiving radio boxes and
telegraph input/output signal. The unit will allow for monitoring of Fire Alarm Radio Boxes for all
municipal and the 100 fee—based subscribers from fire headquarters, providing flexibility and redundancy
to the current installation that includes monitoring at the Public Safety Dispatch area. The receiver will
allow the fire department command staff as well as fire prevention personnel the opportunity to readily
decipher problem units and assist in reducing the human error factor during dispatch. The unit also will
assist in maintaining Insurance Services Organizations standards, as well as the National Fire Prevention
Association Standards in the event of a unit failure at our dispatch center." [Brown Book, Page XI -16]
Project Description
Amount Requested
Funding Source
Committee Recommends
(s) Replace Town -Wide Phone
$55 000
GFFree Cash
( )
Approval
A pp 5-0SY
(Phase �
stems I
"This request is part of a multi-year project to replace the existing phone systems in all municipal and
school buildings and complete an integrated phone system for all Town of Lexington operations. Funds
are being requested in FY2011 to replace the phone system in the Town Office Building at the time of its
proposed renovation. The existing telephone system is at least 10 years old, and is becoming increasing
unreliable and expensive to maintain. A new system with current technologies such as Voice over IP
would be more reliable, less expensive to maintain and improve customer service. The proposed system
will integrate with the newly installed system at 201 Bedford St. The town wide assessment funded by the
2008 Annual Town Meeting to assess phone needs for all municipal and school operations is underway.
New phone technologies are expected to provide cost savings to the Town with regard to maintenance and
service issues, and significantly reduce monthly line lease costs from Verizon." [Brown Book,
Page XI -17]
Although the transition to a new telephone system for the Town Office Building would be done
concurrent with that building's proposed renovation (see Article 8(1)), as that building has already been
wired with CAT -5 cable, its telephone system could transition to a new one even if the renovation were
not to be approved at this Town Meeting.
50
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Project Description
Amount Requested
Funding Source
Committee Recommends
(t) MUNIS Upgrade
$5500
GF (Free Cash)
Approval (5-0)
"Tyler Technologies' MUNIS system is the financial management program for all Town finances. The
complete system includes the server, the server operating system, the MUNIS software and the database
software. Funding is requested to migrate the system to a new, stable hardware platform and updated
software. The existing system will not support the next release of software, and the current software
version will be retired and become unsupported as of April 2011. This project includes the purchase of 2
new servers with the operating system and database software, and licensing for the new MUNIS version."
[Brown Book, Page XI -17]
Project Description
Amount Requested
Funding Source
Committee Recommends
for Water System
$900 000
$50000 GF (Cash,
pp
(u) Street Im rovements
FY2001 Override Set-
Improvements
anp
Easements
$1 251 578
aside + $51,578 GF
)
pp
Approval(5-0)and
EF (Debt)
(Cash) + $700,000
Chapter 90 State Aid
"This request is for the annual street resurfacing program. It is comprised of $551,578 of Town funds
from the 2001 override and an estimated $700,000 of Chapter 90 funds. Funds will be used for design,
inspections, planning and construction of street improvements plus maintenance and repair of existing
sidewalks. A preliminary list of the streets to be repaired under this article is currently under
development." [Brown Book, Page XI -18]
Article 13: Appropriate
Funds Requested
q
Funding
Committee Recommends
for Water System
$900 000
Source
pp
provements
Improvements
$190609000
$1,060,000 Water
See Below
EF (Debt)
Project Description
Amount Requested
Funding Source
Committee Recommends
(a) Water Distribution System
$900 000
Water EF(Debt)Approval(5-0)Im
pp
provements
"This is an annual request for funding of an on-going program to replace unlined or inadequate water
mains and deteriorated service connections, and to eliminate dead ends in water mains. Unlined water
mains are subject to corrosion which results in restricted flow and degradation of drinking water quality.
Dead end water mains limit the flow of water available at hydrants in the event of a fire. Approximately
5,800 linear feet of water main work is planned for FY2011. Possible locations of water main repair and
replacement are portions of Lincoln Street, Downing Road, Vine Street, Forest Court, Manning Street,
and Marrett Road. Part of these project costs are eligible for financing through an MWRA/Grant loan
program." [Brown Book, Page XI -9]
Project Description
Amount Requested
Funding Source
Committee Recommends
(b) Standpipe Rehab Program
$16000
Water EF (Debt)
Approval (5-0)
"The US Environmental Protection Agency is issuing a new "disinfection by-product" rule that will cover
the quality of water stored in water storage tanks. Because of the switch from chlorine to chloramines
(chlorine + ammonia) for water disinfection we will have to monitor more closely for nitrites caused by
51
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
ammonia -oxidizing bacteria. The goal is to eliminate the possibility of a boil order in the drinking water
supply. The project will consist of:
• Draining the tanks and cleaning out sediment that has settled on the bottom;
• Power washing and sanitizing the inside of the tanks;
• Installing the mixer and associated wiring to keep the water in circulation throughout the tanks;
• Re -filling the tanks and bringing them back on line;
• Power washing the lower 50 feet of the outside of the tanks to remove the mildew deposited from
the trees.
[Brown Book, Page XI -9]
Project Description
Amount Requested
Funding Source
Committee Recommends
(c) Automatic Water -Meter
None
None
p
Indefinite Postponement(5-0)Readin
S stem(Phase I
Reading Y �
"This funding request is for phase I of installation of automated water meter reading system throughout
the Town. This phase will include the installation of meter transmitters in approximately one third of the
Town's meters (Section 1) and to install base stations required for the automated readings. Funding will
be requested to install transmitters in Section 2 in FY2012, and in Section 3 in FY2013. Completion of
this project will provide the Town with regular meter readings and immediate status alerts. It will enable
the reassignment of some of the meter reading staff to income generating projects such as backflow
testing, increase billing frequency, and reduce or eliminate estimated readings." [Brown Book,
Pages XI -10 & XI -11 ]
As reported last year in this Committee's report regarding the $50,000 request for consulting/engineering
services to select such a system, we support the installation of automated water meters subject to a cost -
benefit analysis which explicitly includes consideration of the disposition of the approximate two man-
years of labor now expended to read meters on site. The study should address the issue of continuing to
fund these two man-years of effort (for some other function) or to reduce labor costs by two man-years
and thus reduce Water and Sewer rates.
The study has just been received by the Town, but has not yet been fully vetted to determine whether the
cost -benefit analysis would project a positive return on investment for the proposed system, if installed,
such that it warrants making a conversion at this time.
This Committee unanimously supports Indefinite Postponement.
Article 14: Appropriate
Funds Requested
Funding
Committee Recommends
for Sewer
$100,000
Source
Approval (5-0)
Improvements
$1009000
Sewer EF (Debt)
Approval (5-0)
The DPW Director has indicated there is no request for additional funds in FY 2011 for sewer
infrastructure because there is already sufficient authorized funding ($3.2 million) for improvements to
allow a smooth continuous improvement plan until additional funding is request in FY 2012.
Project Description
Amount Requested
Funding Source
Committee Recommends
Pump Station Upgrades
$100,000
Sewer EF (Debt)
Approval (5-0)
"Lexington has ten sewer pumping stations valued at over $6 million. This request is the fourth of a five-
year program for upgrades of the stations including bringing them in compliance with federal (OSHA)
regulations, and equipment replacement. The pump stations are evaluated every year to ensure they are
52
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
operating within design parameters. As the system ages, motors and valves need to be replaced and
entryways need to be brought up to current OSHA Standards. Pump failure results in sewer surcharging
and overflows, which create a public health risk and environmental damage. FYI I work will be at the
Potter Pond Station." [Brown Book, Page XI -10]
See Article 13(c) for the discussion of the Automatic Water -Meter Reading System and what would be the
Sewer EF's 50% contribution to the total cost.
Article 15: Appropriate
Funds Requested
q
Funding
Committee Recommends
for School Capital
$69600
Source
Approval (5-0)
Software
Projects and
$9519071
$8929500 GF
Approval (5-0)
Equipment
(Debt) + $589571
GF (Free Cash)
Project Description
Amount Requested
Funding Source
Committee Recommends
(a) School Technology
$69600
GF (Debt)
Approval (5-0)
"This is annual request to support the School District's Strategic Goal for enhancing technology use as an
instructional and administrative tool. FY2011 funds would augment or replace desktop and laptop
computers, printers/peripherals, projection systems, network head -end equipment, and wireless network
delivery systems. This article would provide the funding to:
• Replace the 460 oldest computers (6+ years);
Increase the number of student workstations at the High School and certain areas of our elementary
schools;
Replace worn out printers and peripherals;
Maintain and update the school's LAN network with replacement servers;
Provide additional classroom projectors; and
Install a managed wireless network throughout the High School. The FY2011 request of $91,000 is
the first phase of providing managed wireless networks in each of the District's schools. The high
school wireless network, as proposed, will augment the school's current wired network and provide
wireless access points throughout the LHS campus. It will include a District Wide controller to
manage and control the wireless access across all the schools. The second and third stages for FY12
and FY13 will also cost approximately $90,000 each to provide wireless technology to the middle
schools (phase 2) and the five elementary schools without building wireless (phase
[Brown Book, Page XI -8]
Project Description
Amount Requested
Funding Source
Committee Recommends
(b) Food Service Equipment
$99 500
GF(Debt)A
pp
roval(5-0)and
Software
"Currently, some school kitchens are functioning with household grade equipment, which is unsafe and
inappropriate for kitchens that are serving hundreds of meals a day. In addition, some of the commercial
grade equipment has survived well beyond its useful life and needs to be replaced. During FY07, two
kitchens failed and satellite operations needed to be put in place. This project will replace the walk-in
refrigerator & freezer at the Bowman School and purchase a walk-in freezer for the High School.
Eventually, the Food Service program will have a $30,000 equipment budget built into the lunch fee."
[Brown Book, Page XI -8]
53
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
The equipment proposed to be replaced is required under the current food -services contract to be provided
by the Town to the contractor and, therefore, is properly a Town expense.
Project Description
Amount Requested
Funding Source
Committee Recommends
(c) Time Clock/Time
$97 000
GF(Debt)
( )
pp
Approval(5-0)Reporting
SYstem
"The School District will partner with municipal departments to implement the KRONOS Time Keeper
System. KRONOS is a business partner with the Town's accounting software vendor MUNIS, and
provides an integrated technology system that would more precisely record and report time worked,
overtime, and absences for the approximately 500 hourly school employees. This will meet the
requirements of the Fair Labor Standards Act and provide a more respectful work environment. A side
benefit is to replace a currently cumbersome paper process with an automated attendance and request -for -
time system for approximately 1,000 school department faculty and staff. Goals for this project are:
improved accuracy and decreasing payroll error rates; better control over labor costs through improved
overtime management and consistent application of pay and work policies; and increased productivity of
employees. The School Department's preliminary estimate of cost avoidance resulting from the
implementation of this system is approximately $50,000 per year." [Brown Book, Page XI -9]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
Classroom Furniture
$58571
GF (Free
Cash)pp
A roval(5-0)(d)
This is the third annual request for funds to replace classroom furnishings in school buildings that have
not been renovated. FY2011 funding will be used for the following:
• Bowman - Classroom Furniture Replacement - all Classrooms;
• Clarke - Classroom Furniture Replacement - all Classrooms;
• Diamond - Classroom & Guidance Furniture Replacement, Cafeteria Tables, Speaker System;
• Estabrook - Classroom Furniture Replacement & Cafeteria Tables;
• Hastings -Classroom 5th Grade Furniture Replacement; and
• Lexington High School - First Phase of Library Redesign.
[Brown Book, Page XI -13]
Article 16: Appropriate
Funds Requested
q
Funding
Committee Recommends
for Public Facilities
$147 400
Source
roval(5-0)1
pp
Program
Capital Projects
$199609934
$190719400 GF
See Below
(Debt) + $8899534
GF (Free Cash)
Project Description
Amount Requested
Funding Source
Committee Recommends
(a) School Building Roofing
$147 400
GF(Debt)A
roval(5-0)1
pp
Program
"Lexington's [ 14] public school buildings have 806,000 square feet of roof at an estimated value of
$120000. A comprehensive roofing assessment in May of 2008 inventoried roof type and condition,
54
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
and catalogued the many leaks that were impacting the educational environment. Water infiltration causes
classrooms to be closed and students relocated into other spaces, damages furnishings, property, and
building components, and creates indoor air quality issues due to mold growth. Annual roof replacement
needs are expected to exceed $400,000. FY2011 funds are intended for the replacement of the Lexington
High School Auditorium roof and for design of prospective FY2012 projects. Other required roof
replacements are included in projects at Lexington High School and the Bowman Elementary School.
[Brown Book, Page XI -7]
Project Description
Amount Requested
Funding Source
Committee Recommends
(b) Clarke Middle School
$37800
GF (Free Cash)
Approval (5-0)
Auditorium Safety and Technology
$17400
GF (Debt)
Approval (5-0)
Upgrade
"This multi-year project will increase the size of the stage at the Clarke Middle School auditorium and
add the appropriate technology and lighting to fully utilize the space as designed. The auditorium is
utilized by students, staff and parents throughout the school year. Town and community groups also
reserve the auditorium for large-scale meetings and performances. FY2011 funds are requested to install a
new stage lighting system to provide adequate lighting for performing groups. Currently, basic work
lights illuminate the Clarke stage, as the previous stage lights have become inoperable. The drama teacher
provides her own personal lighting system for productions. The new system will be operable by digital
(DMX) connection from the back of the auditorium, the stage left wing, or the front of the auditorium.
Future phases will include installing a Stage Sound System (Year 2), increasing the Stage Depth (Year 3),
creating Backstage Storage Cages (Year 4), and installing a new Stage Curtains & Pulley System
(Year 4). [Brown Book, Page XI -7]
Project Description
Amount Requested
Funding Source
Committee Recommends
(c) Bridge & Bowman Schools
$37800
GF (Free Cash)
Approval (5-0)
Renovation Design, Development
$75000
GF (Debt)
Approval (5-0)
and Engineering
"Funds are requested for the costs of design, engineering and generation of construction documents for
the renovation of the Bridge and the Bowman Elementary Schools to extend their useful lives. Both
schools (constructed in the mid 1960's) still retain most of their original systems and suffer from
significant deferred maintenance. The 2009 Lexington Public Schools pre -K to 12 Master Plan identified
specific work to be done at each school, valued in 2009 dollars as $6,490,573 (Bowman) and $5,135,152
(Bridge). A Master Planning committee of volunteers appointed by the Board of Selectmen, the School
Committee, and the Permanent Building Committee reviewed the plan and recommended renovations
proceed as soon as funding can be made available. The renovations will include fire alarm replacement,
heating and ventilation system replacement, building envelope upgrades, and architectural and
accessibility improvements. This project is a likely candidate for financing as exempt debt, which would
require a town wide referendum to exclude project financing from the limits of Proposition 21/2." [Brown
Book, Page XI -8]
Project Description
Amount Requested
Funding Source
Committee Recommends
(d) School Improvement Projects
$37800
GF (Free Cash)
Approval (5-0)
(i) School Accessibility Improvements ($30,000): "This project will complete accessibility
improvements at primary entrances to school buildings. Students with physical challenges have
experienced difficulty in entering even the newly constructed elementary schools, which are in
compliance with accessibility codes. In August of 2009 door openers were installed at Lexington
High School, the Diamond Middle School, and the Harrington, Fiske, and Bowman Elementary
55
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Schools. This FY2011 project will install automatic door openers at the remaining five school
buildings plus the entrance to Lexington Children's Place." [Brown Book, Page XI -13]
(ii) Removal or Relocation of Modular Classrooms from School Administration Building
($30,000): "This request is for funds to remove the modular classrooms behind the School
Administration Building. The modulars are an attractive nuisance and should be removed for
safety and security reasons. Removing the modulars will also improve access to the ground level
entrances for LABBB and print shop deliveries. The structures currently do not have electric
power or smoke detectors but there are no current plans to utilize the modulars, so investing in
electrical and fire alarms service is not justified at this time. Efforts will be made to recycle the
modulars, perhaps at the DPW Hartwell Avenue site." [Brown Book, Page XI -13]
(iii) Hastings School Modular Classroom Upgrade ($75,000): "The modular classrooms at
Hastings are in need of repair. The roofing system drainage needs to be improved to prevent
ponding, and selective demolition and repair will be required to extend the useful life of these
classrooms. Ponding on the roof has allowed some water migration into the walls and flooring
resulting in weakening of these components. Currently classrooms 41-44 are housed in modular
additions that have been at Hastings for eight years. They were installed at Clarke Middle School
prior to their use at Hastings. Classrooms 31-34 are twelve years old. Modulars of this design
typically have an expected useful life of 10 years." [Brown Book, Page XI -13]
(iv) Hastings School Cabinetry Replacement ($38,000): "This project would replace countertops,
wooden cabinetry, sinks and faucets in all classrooms at Hastings School. The existing equipment
is original to the school and is beyond repair. Water damage has occurred in the cabinets, causing
the wood to split and create openings for additional water damage, and leading to environmental
hazards such as rot and insect infestation." [Brown Book, Page XI -13]
(v) School Building Flooring Program ($100,000): "This project would replace flooring systems
(carpet, vinyl tile, ceramic tile) that have failed, are broken and/or are beyond their useful life.
The Department of Public Facilities maintains approximately 1.25 million square feet of space in
the school buildings, with flooring systems in various conditions. While the operating budget
funds repairs of components in flooring systems, this program will replace entire systems when
the work will exceed $25,000. Flooring systems must be replaced periodically to insure the
surfaces are safe and cleanable." [Brown Book, Page XI -14]
(vi) Diamond Boiler Controls ($30,000): "This project requests funds to install sequencing
controls for the boilers and pumps at Diamond Middle School. These sequencing controls will
automatically monitor boiler and pump operation and shift operation to maintain even run hours
on the equipment, which will prolong the useful life of the equipment. In the absence of
automatic controls, the head custodian of the building currently does his best to manually
sequence the equipment." [Brown Book, Page XI -14]
(vii) High School Independent Learning Program (ILP) ($75,000): ""This project would create a
new ILP classroom at Lexington High School. This new space will be required due to students
graduating from Middle School to the High School. The specific requirements are not known at
this time." [Brown Book, Page XI -14]
With regard to (ii), if those classrooms are extremely deteriorated, they should be disposed of and not
relocated. Procedures should be initiated to prevent extreme deterioration of other modular classrooms so
that they can be reused as classrooms or for other purposes.
Project Description
Amount Requested
Funding Source
Committee Recommends
(e) School Building Envelope
$125 000
GFFree Cash
GF(Free
Approval(5-0)
pp
Pro ram
g
"This is an annual project request for prioritized school building envelope repairs. FY 2011 work may
include making repairs to the Hastings School building envelope. In addition, recent EPA
56
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
communications have indicated that building caulk used before 1978 contain PCBs, so funds will be used
to mitigate potential safety and health issues from caulk if the risks are confirmed. Ongoing investment in
the building envelope will include repair of damaged panels and siding, recaulking and weatherproofing
windows and doors, and repainting the wood exterior. Without continual maintenance the exterior of the
buildings will deteriorate, allowing moisture to become entrapped and propagate cracks through the
freeze thaw cycle." [Brown Book, Page XI -14]
Project Description
Amount Requested
Funding Source
Committee Recommends
(f) Cary Library Energy
$50 000
GFFree Cash
( )
pp
Approval(5-0)Management
SYstems
$161,534 (out of
Cash) + $73,000
"The existing environmental controls at the Cary Library for the chiller, boiler and air handlers are not
integrated. This proposed project is for the integration of these controls under a common energy
management system. The new controls will improve comfort, improve systems' reliability and reduce
energy." [Brown Book, Page XI -14]
Project Description
Amount Requested
Funding Source
Committee Recommends
(g) School Grounds
$175 000
GFFree Cash
( )
pp
Approval(5-0)Im
provement ProJects
$161,534 (out of
Cash) + $73,000
(i) Hastings School Parking Area Improvements ($50,000: "The Hastings School is in need of
grounds maintenance for the parking area that extends behind the school. The edges of the paved
area are all broken, leaving rutted areas and ponding water and ice. This project will improve the
parking area and create a safer environment." [Brown Book, Page XI -14]
(ii) Estabrook Playground Replacement ($125,000): "Funding is requested to install a new
playground at the Estabrook School. The existing playground is made from pressure treated
wood, is splintering, and has reached the end of its useful life. When the new playground is
installed, the layout of the structures within the green space will be modified to make better use of
the space for health programs." [Brown Book, Page XI -14]
Project Description
Amount Requested
Funding Source
Committee Recommends
$161,534 GF (Free
Vocational Technical
(h) Municipal Building
$161,534 (out of
Cash) + $73,000
Indefinite
Envelope
$234,534 total)
CPF (Cash)
Postponement (5-0)
Study
(Article 8(k))
"Other projects to be identified." [Brown Book, Page XI -18]
We expect this to be Indefinitely Postponed as its funds are expected to be included in the Motion
addressing Article 8(k).
Article 17: Approve
Minuteman Regional
Funds
Requested
Funding
Source
Committee Recommends
Vocational Technical
Authority to
GF (Cash) in
Approval (5-0)
School District Borrowing
Fund
Feasibility
Future Fiscal
Year
Study
"To see if the Town will vote to approve the sum of $1,100,000, or any other sum of debt authorized by
the Minuteman Regional Vocational Technical School District for the purpose of paying costs of a
57
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Feasibility Study to consider options for making improvements to the District's High School Building
located at 758 Marrett Road, Lexington, Massachusetts, which options shall include but not be limited to
renovating, reconstructing, expanding, remodeling and adding to the District High School, or any
combination of the foregoing, said sum to be expended at the direction of the School Building
Committee, for which Feasibility Study the Minuteman Regional Vocational Technical School District
may be eligible for a grant from the Massachusetts School Building Authority (MSBA). The MSBA's
grant program is a non -entitlement, discretionary program based on need, as determined by the MSBA,
and any costs the Minuteman Regional Vocational Technical School District incurs in connection with the
feasibility study in excess of any grant approved by and received from the MSBA shall be the sole
responsibility of the Minuteman Regional Vocational Technical School District; or act in any other
manner in relation thereto.
"DESCRIPTION: The Minuteman Regional Vocational Technical School District has notified the sixteen
member towns of their intention to borrow for planning for needed capital improvements to the school
building. Pursuant to G.L. c 71 § 16(d), this article would allow the Town to express its disapproval of the
amount of debt authorized by the District's School Committee." [Town of Lexington Warrant for 2010
Annual Town Meeting, Page 19]
The Minuteman Regional Vocational Technical School District (MMRTSD)—which operates the
Minuteman Career &Technical High School—is proposing to undertake a major renovation to their
physical plant under the auspices of the Massachusetts School Building Authority (MSBA). This is a
two-phase project and a portion of the Design and Engineering (D&E) funds are being requested this year
with the balance of the D&E and the construction funds to be requested in a subsequent year. This article
allows the Town Meeting to disapprove of this request. If any of the 16 member towns disapprove, then
the appropriation cannot be made by the MMRTSD.
Conversations with Superintendent Edward Bouquillon (CEC Meeting, January 19, 2010) & Discussion,
March 4, 2010, with David Horton, Lexington's member on the MMRTSD School Committee, indicate
that the actual amount is more likely to be about $725,000. MSBA reimbursement is assumed to be 40%
making the net amount about $435,000. Lexington's current pro -rata share is 16.8%, or just over $73,000.
While this appropriation would be debt -funded, Lexington would not be the bonding authority (nor would
any of the other 15 member towns). Rather, the MMRTSD would issue the bond and assess each of the
member towns for the pro -rated amount of debt service—the earliest being in the assessment for FY2012.
If the request fails (i.e., one or more of the 16 member towns disapproves), MMRTSD may have other
means by which they can fund the project's D&E. One way is to include it in their operating budget, as
the debt service is a relatively small amount.
This Committee believes that the project has merit and should be approved. An estimate of the
constructions costs will be made as part of the study. We feel the Town would be neglecting its duties to
the Lexington students who attend that High School of which there are 73 at this time if we don't
support at least Ending out, with the Feasibility Study, what would be required to provide them with a
more -appropriate educational environment.
Article 19: Rescind
Amount for
Original Funding
Committee
Prior Borrowing
Rescission
Source
Recommends
Authorizations
Unknown
Debt
Pending
"To see if the Town will vote to rescind the unused borrowing authority voted under previous Town
meeting articles; or act in any other manner in relation thereto."
"DESCRIPTION: State law requires that Town Meeting vote to rescind authorized and unissued debt
which is no longer required for its intended purpose."
[Town of Lexington Warrant for the 2010 Annual Town Meeting, Page 20]
58
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
At the time of writing this report, this Committee is not aware of any planned rescissions.
Note: No -longer -needed cash balances from issued debt are not a subject for rescission. Those are
normally proposed to Town Meeting for appropriation to later Capital Articles.
Article 20 (One Fund Only):
Establish And
Funds
Requested
Funding
Source
Committee Recommends
$955
Traffic Mitigation
Approval (5-0)
Appropriate To Specified
Stabilization Funds
SF
Fund
"To see if the Town will vote to create and/or appropriate sums of money to Stabilization Funds in
accordance with Section SB of Chapter 40 of the Massachusetts General Laws for the purposes of. -...(b)
Traffic Mitigation ...
"DESCRIPTION: This article proposes to establish and/or fund Stabilization funds for specific purposes.
Money in those funds may be invested and the interest may then become a part of the particular fund.
The use of these funds may be appropriated for the specific designated purpose by a two-thirds vote of
Town Meeting."
[Town of Lexington Warrant for the 2010 Annual Town Meeting, Page 20]
This is the residual balance of a payment that should have been transferred at the Fall 2009 Special Town
Meeting.
Article 21: Appropriate
Funds Requested
q
Funding
Committee Recommends
to Stabilization
Source
Fund
None
None
Indefinite Postponement
(5-0)
To see if the Town will vote to appropriate a sum of money to the previously created Stabilization Fund
in accordance with Section 5B of Chapter 40 of the Massachusetts General Laws...
"DESCRIPTION: Money may be appropriated into the existing Stabilization Fund that may be invested
and the interest may then become part of the fund. These funds may later be appropriated, by a two-thirds
vote of an Annual or Special Town Meeting, for any lawful purpose."
[Town of Lexington Warrant for the 2010 Annual Town Meeting, Page 20]
At the time of writing this report, this Committee is not aware of any planned action under this Article.
Article 22: Appropriate
Funds Requested
Funding
Committee Recommends
from Debt Service
Source
Stabilization Fund
$1249057
Debt Service SF
Approval (5-0)
"To see if the Town will vote to appropriate a sum of money from the Debt Service Stabilization Fund to
offset the FY2011 debt service of the bond dated February 1, 2003 issued for additions and renovations to
the Lexington High School, Clarke Middle School and Diamond Middle School...
"DESCRIPTION: This article would allow the Town to pay the debt service on the 2003 School Bonds
from the Capital Debt Service Stabilization Fund set up for that specific purpose."
[Town of Lexington Warrant for 2010 Annual Town Meeting, Page 20]
In August 2006, the Town received over $14 million from the Massachusetts School Building Authority
as reimbursement toward the Town's secondary -schools renovation project. After using over $11 -million
59
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
of those funds to retire short-term debt taken on in anticipation of that reimbursement, there were
$2,143,079 of excess reimbursement which needed to be applied toward the project's long-term exempt
debt (i.e., debt excluded from the provisions of Proposition 21/2 through passage of a capital outlay
expenditure exclusion by the Lexington voters) which bond will be retired in 2023. (By Department of
Revenue [DOR] regulations, these funds must be used only to offset debt service on the outstanding bond
for that exempt debt.) After having made prior debt -service payments, the Town held a balance of
$1,739,894 which was placed in the Debt Service Stabilization fund under the 2009 Annual Town
Meeting Article 26.
This year's Article seeks to appropriate $124,057 from the Debt Service Stabilization Fund to be used to
pay the debt service for FY2011. (The decline from the $130,260 per year cited in our report last year is
due to recalculation in the debt service. The new schedule has been reviewed by Bond Counsel.)
Article 25: Appropriate
Funds Requested
Funding
Committee Recommends
for Authorized
Source
None
Not Applicable
Approve (5-0)
Capital
None
None
Indefinite Postponement
Improvements
(5-0)
"To see if the Town will vote to make supplementary appropriations to be used in conjunction with
money appropriated in prior years for the installation or construction of water mains, sewers and sewerage
systems, drains, streets, buildings, recreational facilities or other capital improvements and equipment that
have heretofore been authorized...
"DESCRIPTION: This is an annual article to request funds for capital improvement project expenditures
that exceed the level of appropriation."
[Town of Lexington Warrant for 2010 Annual Town Meeting, Page 21 ]
At the time of writing this report, this Committee is not aware of any planned action under this Article.
Article 28: Amend
Funds Requested
Funding
Committee Recommends
Bylaw—Town
Source
None
Not Applicable
Approve (5-0)
Meeting Procedure
(Citizen Article)
"To amend § 118-14 of the Code of Lexington as follows:
(X-1) by deleting part A, and replacing it with the following:
"A. An article or a portion or amendment thereof shall be reconsidered upon a vote to that effect, if
approved (1) by a two-thirds vote, providing a notice of the motion was given at a session at least 40
hours earlier; or (2) by at least 80% of the members present; and any member may make a motion to
reconsider or give notice thereof."...
DESCRIPTION: This article would simplify the procedure at Town Meeting regarding reconsideration....
[Town of Lexington Warrant for 2010 Annual Town Meeting, Page 22]
The above quote has been abbreviated as the latest -known Motion is as follows—now proposing the only
change be this new replacement for Part A—with the new language bolded (just to highlight it):
To amend § 118-14 of the Code of Lexington by deleting part A and replacing it with the
following:
A. No vote shall be reconsidered except upon a motion to that effect or upon a notice of such
motion, provided such motion is made or such notice is given at the same session of the
meeting and within 30 minutes after the result of such vote has been declared, or upon a motion
60
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
to that effect providing notice of such motion is given at least 40 hours in advance and two
thirds of those present approve the motion to reconsider; and any member may make a
motion to reconsider or give notice thereof.
[Eph Weiss e-mail, March 22, 2010, 15:18 -0400]
While this Committee's only position on the proposed change is its impact on Capital -related financial
Articles, as there is no longer a proposal to change to a super -majority vote for reconsideration and the
current practice of serving Notice of Reconsideration is preserved, we see no lessening of Town Meeting
ability efficiently to fulfill its fiduciary obligation to create a balanced budget. Further, we welcome the
addition which confirms the current practice that the 30 -minute limit applies to both a Motion to
Reconsider and a Notice of Reconsideration and such that the related Motion only requires a simple
majority to prevail.
However, to preserve both the timing flexibility and lower voting quorum provided under the current
practice of a Notice within 30 minutes of a vote, this Committee feels obligated to continue to issue it's
individual Notices within that limit. We believe the time spent doing so is insignificant and something to
which Town Meeting Members readily adapt. At the same time, we would welcome a subsequent, further,
amendment to the Code which preserves the timing flexibility and lower voting quorum for financial
Articles so we could dispense with our individual Notices.
And with regard to the second change that adds an alternate path to Reconsideration, we welcome it as it
provides us with a means for Reconsideration albeit at the high voting quorum in case we should have
failed to provide the individual Notice within the 30 -minute limit.
Therefore, this Committee unanimously support both parts of the amendment under this Motion.
Article 29: Adoption of
Funds Requested
Funding
Committee Recommends
Stretch Energy Code
Source
None
Not Applicable
Approval (5-0)
"To see if the Town will vote to accept or to enact as a bylaw the "Stretch Energy Code," 780 CMR
Appendix 120AA; or act in any other manner in relation thereto...
"DESCRIPTION: Municipalities are authorized to adopt the Stretch Energy Code as an alternative to
certain provisions of the base building code. The Stretch Energy Code requires approximately 20 percent
greater building energy efficiency than base energy efficiency requirements. Most new residential
construction, including additions and substantial renovations, would be covered, but historic buildings are
exempt from stretch code requirements. Most new commercial construction would be covered, but new
commercial buildings under 5,000 square feet and specialty buildings under 40,000 square feet with
unique energy requirements, such as supermarkets, laboratories and warehouses, are exempt from stretch
code requirements.
[Town of Lexington Warrant for 2010 Annual Town Meeting, Page 23 ]
While this Committee does not normally concern itself with the Town Building Code, this Article is of
interest to us for two reasons both of which are limited to the Municipal & School impact; not to the
residential or commercial activities in Town.
First, if passed, it would satisfy one of the requirements for becoming a qualified community under the
Massachusetts Green Communities Act. The monies provided by that Act could be on the order of
hundreds of thousands of dollars for future capital projects in Lexington.
Second, although the Board of Selectmen has an existing policy on Sustainable Design (approved
September 19, 2005) that all new municipal buildings in Lexington should be built to the LEED Silver
standard, adoption of the Stretch Energy Code would make mandatory quantified energy-related
performance that supports the objectives of the policy. Because buildings which meet the Stretch Code
have lower energy usage, we believe this is an important step in terms of reducing the overall operating
61
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
costs of new construction. The difference in cost for a building being built to LEED Silver and meeting
the Stretch Code should be insignificant.
Article 31: Support and
Funds Requested
Funding
Committee Recommends
Petition for Municipal
Source
None
Not Applicable
Indefinite Postponement
Utility Act
None
Not Applicable
Approval (5-0)
"To see if the Town will vote to approve a resolution supporting Bills H3087 and S1527, "An Act relative
to the Establishment of Municipal Lighting Authorities"; and authorize the Selectmen to petition the
General Court for an act substantially similar to Bill H4192 for the 2011-2012 legislative session; or to
act in any other manner in relation thereto...
"DESCRIPTION: The 2008 Annual Town Meeting adopted under article 41 a resolution supporting
legislation to allow new municipal electric utilities in Massachusetts, and asking the Selectmen and
Lexington's Representatives in the General Court to refile the legislation for the 2009-2010 session (Bills
H3087 and S1527; home rule petition H4192). This Article allows Town Meeting to hear reports on the
status of these bills, and if necessary to renew its support for the legislation and ask that it be refiled for
the new 2011-2012 legislative session."
[Town of Lexington Warrant for 2010 Annual Town Meeting, Page 24]
While this Committee in no way takes a stand nor intends to imply one, at this point, on whether it would
support the establishment of a municipal utility in Lexington, we do support this Article as we would wish
for Lexington to have the maximum flexibility in dealing with its utility service and expenses.
Article 34: Resolution
Funds Requested
q
Funding
Committee Recommends
on TMO-1 District
Source
None
Not Applicable
Indefinite Postponement
Plan
(5-0)
"To see if the Town will adopt a resolution expressing its recommendations on the TMO-1 District Plan
to the Planning Board; or act in any other manner in relation thereto...
"DESCRIPTION: The consolidated motion passed under Articles 44, 45 and 46 of the warrant for the
2009 Annual Town Meeting authorized the creation of a [Transportation] Management Overlay District
for the Hartwell Avenue area. The motion requested the Board of Selectmen to make it possible for the
town meeting to comment on the plan after it is adopted by the Planning Board. At press time the plan
had not been adopted by the Planning Board."
[Town of Lexington Warrant for 2010 Annual Town Meeting, Page 25 ]
The Committee maintains an interest in Traffic -Mitigation -related issues many of which will be driven
by the requirements established in the TMO Plan because those issues relate to Traffic Mitigation funds
and they are typically appropriated for capital projects.
As the TMO Plan is not yet ready, this will be moved for Indefinite Postponement.
62
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
ADDendix: Community Preservation Fund Cash for FY2011
Note: Where we use collected amounts, there will be relatively small differences from those line items in sources.
Can Expend in
Items Amount ($) FY2010 FY2011 Comment
From FY2010 Budget—Unappropriated Balances
Open Space Reserve 397,207 Yes Yes
Historic Resources Reserve 141,194 Yes Yes
Community Housing Reserve 7,289 Yes Yes
Unbudgeted Reserve 935,336 Yes Yes FY2010 Revenues less FY2010 Appropriations Net of
other Reserves
Subtotal for FY2010 1,481,026 Yes Yes
Undesignated Fund Balance (exclusive of State 4,103,488 Yes
Match received in FY2010)
Estimated State Match received in FY2010 on 869,162 Yes
FY2009 Surcharge
Subtotal of Undesignated Fund Balance 4,972,650 Yes
Total from all Prior FYs (exluding State Match 6,453,676 Yes
"True -Up')
State Match True -Up 191,228 No
Total from all Prior FYs
From FY2011 Budget
Revenues
Property Surcharge (Estimated)
State Match on FY2010 Surcharge (Estimated)
6,644,904
3,111,416 No
941,700 No
Yes Prior FYs' Unbudgeted Reserves plus Booked
Investment Income
Yes Based on being 29.73% of the $2,961,858 commited
FY2009 Property Surcharge and a 98.69% collection
rate. (See below for true -up to 36.2% actual match.)
Yes
Yes Without any returns of unused appropriations for
completed projects and unbooked Investment Income
Has a Additional 6.5%, over the above estimated match, to fully
Qualifi- fund the $1,060,390 actual match. Can only be used after
cation FY2010 closes and has been certified by the State
Department of Revenue—typically in the September time
frame.
Without any returns of unused appropriations for
completed projects and unbooked Investment Income
Yes 98.68% collection against committed $3,153,000
Yes In 1st round, estimate 31.00% of committed FY2010
Property Surcharge ($3,078,358) after applying collection
rate of 98.68%.
Investment Income (Estimated) 50,000 No Yes
Total FY2011 Revenue 4,103,116 No Yes
Total Available to CPC (Prior Year+FY2011 10,748,020
1
Proposed Appropriations
Open Space 160,000
Historic Resources 2,671,033
Community Housing 1,091,129
Recreational Use 1,225,220
Administrative Budget 150,000
Subtotal of Proposed Projects 5,297,382
Busa-Farm Land Debt Service 2,562,100
Subtotal of Proposed Projects & Debt Service 7,859,482
Mandatory Allocations to Reserves Based on $410,312
Open Space 250,312
Historic Resources 0
Community Housing 0
Subtotal of Allocations to Specific Reserves 250,312
Total New Uses (including to Reserves)l 891099794
Balance for Only FY2011 Revenue/Expenses -4,006,677
Cumulative Balance (including Reserves) 2,888,538
Ending Balance
487,519
0
0
487,519
Basis for 10% allocations
Without any returns of unused appropriations for
completed projects and unbooked Investment Income
Article 8(a) (50%); Article 9 (pending)
Articles 8(g) $150,000; (h) $100,000, (i) $60,000; (j)
$25,000; (k) $73,000; (1) $1,500,000; (m) $35,000; (n)
$31,700; (o) $45,100; (p) $18,000; (q) $202,933; (r)
$400,000; (s) $5,300; & (t) $25,000
Articles 8(d) $386,129; (e) $10,000; & (f) $695,000
Articles 8(a) (50%) $160,000; (b) $190,047; & (c)
$875,173
Article 8(v)
First of 3 payments
That allocation basis is 10% of FY2011 Revenue
These three allocations are using a minimum allocation
approach while the Town uses an alternative of
allocations, as needed, to match the proposed
appropriations in each category.
Partial Balance Available to CPC for Next Full -Cycle of Projects (See comments for qualifiers)
Total Remaining Available to CPC 2,888,538
Also doesn't include adjustment to final State Match
(including Reserves)
in FY2011 or unbooked investment income.
Returned Prior -Projects Residual Balances TBD
Final, unused, amounts from previously funded projects
FY2012 Surcharge Revenue (Estimated) 3,220,316
3.5% increase over FY2011 collected. Doesn't include
State Match in FY2012 or estimated investment
income in FY2012
Busa-Farm Land Debt Service -974,600
Second of 3 payments
Partial Bal Available for Next Full Cycle >_ 5,134,254
Per above comments; expected to be a minimum
63
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
64
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2010 ATM
Summary of Warrant Article Recommendations (continued)
Abbreviations: RF =Revolving Fund; CPF =Community Preservation Fund,-
EF
und;EF =Enterprise Fund; RE =Retained Earnings; GF =General Fund;
SF =Stabilization Fund; TBD = To Be Determined; ATM =Annual Town Meeting
Continued from inside of front cover
Art.
Description
Re uest
CEC
Recommended Funding Source
13
Water System Improvements
$696,000
$696,000 GF Debt
15(b)
Distribution Mains
$900,000
$900,000 Water EF Debt
H3(a)Water
Rehabilitate Standpipes
$160,000
$160,000 Water EF Debt
13 c
Automatic Water -Meter Reading System
None
Approve Indefinite Postponement
14 Isewer System Improvements—Pump Station Upgrades 1 $100,0001 $100,0001 Sewer EF Debt
15
School Capital Projects and Equipment
Authority to
Approval
15(a)
School Technology
$696,000
$696,000 GF Debt
15(b)
Food Service Equipment and Software
$99,500
$99,500 GF Debt
15(c)
Time Clock/Time Reporting System
$97,000
$97,000 GF Debt
15(d)
Classroom Furniture
$58,571
$58,571 GF Free Cash
16
Public Facilities Capital Projects
Authority to
Approval
16(a)
School Building Roofing Program
$147,400
$147,400 GF Debt
16(b)
Clarke Middle School Auditorium Safety and Technology
Upgrade
$174,000
$174,000 GF (Debt)
16(c)
Bridge and Bowman Schools Renovation Design, Development
and Engineering
$750,000
$750,000 GF (Debt)
16(d)
School Improvement Projects
$378,000
$378,000 GF Free Cash
16(e)
School Building Envelope Program
$125,000
$125,000 GF Free Cash
16 f
Cary Library Energy Management Systems
$50,000
$50,000 GF Free Cash
16
School Grounds Improvement Projects
$175,000
$175,000 GF Free Cash
16(h)
Municipal Building Envelope Program
$161,534
$161,534 GF (Free Cash) [See Article 8(k) for
balance of the $234,534 total.
17
Minuteman Regional Vocational Technical School District
Authority to
Approval
GF (Cash) in Future Fiscal Year
Borrowing
Fund
Feasibility
Stud
19 Rescind Prior Borrowing Authorizations Unknown Pending Debt
20 1 Establish and Appropriate to Specified Stabilization Funds 1 $955 $955 Traffic Mitigation SF
21 jAppropriate to Stabilization Fund I None I Approve I Indefinite Postponement
22 lAppropriate from Debt Service Stabilization Fund 1 $124,0571 $124,057 State Reimbursement in Hand
25 jAppropriate for Authorized Capital Improvements I None I Approve I Indefinite Postponement
28 lAmend Bylaw - Town Meeting Procedure Citizen Article None I Approve I Not Applicable
29 jAdoption of Stretch Energy Code I None I Approve I Not Applicable
31 ISupport and Petition for Municipal Utility Act None I Approve I Not Applicable
34 1 Resolution on TMO-1 District Plan I None I Approve I Indefinite Postponement
65