HomeMy WebLinkAbout2009-ATM-CEC-rptCAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
CAPITAL EXPENDITURES COMMITTEE
TOWN OF LEXINGTON
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REPORT TO THE
2009 ANNUAL TOWN MEETING
Released March 30, 2009
Submitted by:
Charles Lamb, Chairman
Ted Edson, Vice - Chairman
William Hurley
David G. Kanter
Shirley Stolz
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Summary of Warrant Article Recommendations
Abbreviations: CPF = Community Preservation Fund; EF = Enterprise Fund;
RE = Retained Earnings; GF = General Fund; TBD = To Be Determined;
ATM = Annual Town Meeting
Art.
Description
Request
CEC
Recommended
Funding Source
11
Community Preservation Committee Operating Budget & CPA Projects
11(a)
Follow -up Study of Drainage Improvements to Preserve Various
Athletic Fields
$70,000
$70,000
CPF (Cash)
11(b)
Storm Water Mitigation to Preserve the Old Reservoir
$569,000
$569,000
CPF Cash
11(c)
Pond and Drainage Improvements to Preserve Pine Meadows
Golf Course
$200,000
$200,000
CPF (Cash)
11(d)
Archives and Records Management Needs/ Records
Conservation and Preservation
$150,000
$150,000
CPF (Cash)
11 e
Cary Vault Supplemental Appropriation
$0
$0
CPF Cash
11 f
Town Office Building Preservation and Renovation
$30,000
$30,000
CPF Cash
11
Police Station Space Preservation and Needs Stud
$45,000
$45,000
CPF Cash
11 h
Stone Buildin Renovation
$180,000
$180,000
CPF Cash
11(i)
Fire Headquarters Preservation and Renovation
$29,700
$29,700
CPF (Cash) [See Article 19(e) for
balance of the $100,000 total.
11 '
Greeley Village Roof Replacement
$320,828
$320,828
CPF Cash
11(k)
Munroe Tavern Historic Structures Report and Capital Needs
$50,000
$50,000
CPF (Cash)
11 {I)
Purchase of Three Affordable Housing Properties &
Improvements
$845,000
$845,000
CPF (Cash)
11 m
Land Acquisition
See Articles 12 & 13 below
11(n)
Administrative Budget
$150,0001 $150,000 CPF (Cash)
12 1 Land Purchase -Off Vine Street 1 $2,763,1001 $2,763,100 CPF Cash
13 Land Purchase -Off Lowell Street Unknown Pending CPC CPF (TBD)
Decision
14
Recreation Capital Projects
14(a)
Drainage Improvements to Preserve Various Athletic Fields
Pending Recreation Committee Decision See Article 11 a above
14(b)
Storm Water Mitigation to Preserve the Old Reservoir
Pending Recreation Committee Decision See Article 11 b above
14(c)
Pond and Drainage Improvements to Preserve Pine Meadows
Golf Course
Pending Recreation Committee Decision (See Article 11(c) above)
15
Municipal Capital Projects & Equipment
15(a)
Replacement of Engine 3
$500,000
$500,000
GF Debt
15(b)
Head End Equipment
$154,500
$154,500
GF (Debt) ($83,500) + GF (Free Cash)
17(c)
Automatic Water -Meter Reading System
$25,000
$25,000
w /contin enc
($43,450) + Sale of Real Estate
$27,550
15(c)
Comprehensive Storm Management Watershed Stud
$110,000
$110,000
GF Debt
15(d)
DPW Equipment Replacement
$903,423
$903,423
GF (Debt) ($519,473) + Water EF (Debt)
($119,000) + Wastewater EF (Debt)
($263,500) + 2005 ATM Article 32(g)
$1,450
15(e)
Central Business District (CBD) Sidewalks
None
N/A
15 f
Sidewalk Improvements and Easements
None
N/A
15
Storm Drain Improvements
$160,000
$160,000
GF Debt
15(h)
Geographic Information System (GIS)
$120,000
$120,000
GF (Free Cash) ($84,000) + Water EF
RE ($21,600) + Wastewater EF RE
$14,400
15(i)
Hydrant Replacement Program
$50,000
$50,000
GF (Free Cash) ($25,000) + Water EF
RE $25,000
150)
Street Improvements and Easements
$1,238,125
$1,238,125
GF (Cash, FY2001 Override Set - aside)
($500,000) + GF (Cash) ($38,125 +
Chapter 90 State Aid $700,000
15(k)
Traffic Mitigation
1 $50,000
$50,000
GF (Free Cash)
16
Water Distribution Improvements
16(a)
Water Distribution Mains
$900,000
$900,000
Water EF (Debt)
16(b)
Automatic Water -Meter Reading System
$25,000
$25,000
w/contingency,
Water EF (RE) [See Article 17 for the
balance of the $50,000 total.
17
Sewer Improvements
17(a)
Wastewater System Improvements
$1,200,000
$1,200,000
Wastewater EF Debt
17(b)
Pump Station Upgrades
$100,000
$100,000
Wastewater EF Debt
17(c)
Automatic Water -Meter Reading System
$25,000
$25,000
w /contin enc
Wastewater EF (RE) [See Article 16 for
the balance of the $50,000 total.
Continued on inside of rear cover
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Executive Summary
Last September, this Capital Expenditures Committee (CEC) began reviewing proposals from the
municipal departments and school administration as well as various citizens. We have fully vetted all the
capital requests, except those listed as "pending" in the table on the inside of the front cover. Because of
this extensive process, Town Meeting will generally observe consensus among the boards and committees
relative to capital articles.
Lexington continues to maintain its Aaa bond rating. The CEC urges the Town staff, boards, and
committees to jealously guard this rating. Given the current challenges in the credit market, it is a
certainty that maintaining the highest rating is more important than ever so that the Town can continue to
fund necessary capital projects.
Community Preservation Act (CPA): This Town Meeting will review a full docket of CPA requests. The
CEC supports all of the Community Preservation Committee's (CPC's) recommendations. We implore
the CPC to create a policy to frame future cash - versus -debt discussions.
Roads: This budget proposes continuing the nominal, annual, increase from the $500,000 identified in the
FY2001 Override "set-aside"—bringing the total available in FY2010 for that purpose to $538,125.
Inflation and oil -price increases have reduced the amount of repaving that can be done using the original
amount, thereby making such increases necessary. It is likely that a multi - million - dollar debt exclusion
will be required soon to fund the Town's major road projects.
Big- Ticket Projects: The Town faces a large number of relatively unprioritized "big- ticket" (i.e., over
$1 million) projects, including
• Roads and Sidewalks
• Stone Building (previously the East Lexington Library) renovation
• Police Station renovation
• Fire Headquarters renovation
• Town Office Building renovation
• Senior /Community Center
• West Lexington Greenway
• Traffic Mitigation
• Affordable Housing
• Conservation/Open Space Land
• Elementary &High Schools Renovation &Reconstruction
• School Administration space improvements at Old Harrington
Leadership by the Board of Selectmen, School Committee, and Community Preservation Committee is
needed to rationalize and prioritize these projects for the next 5 years —with realistic numbers put forth in
the 5 -year projections —as it is certain that we cannot afford to do all of them.
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Table of Contents
Summary of Warrant Article Recommendations .................... ......... 2
..................... ...............................
ExecutiveSummary .............................................................................................. ...............................
3
The Mission of the Capital Expenditures Committee ............................................ ...............................
7
Howto Read This Report ..................................................................................... ...............................
7
Capital Overview ................... .
BudgetSummary ..................................................................................................... ..............................8
CapitalBudget ...................................................................................................... ...............................
9
Big- Ticket Projects .................................................................................................. ..............................9
The Community Preservation Act (CPA) ............................................................. .............................12
Enterprise -Fund Projects ........................................................................................ .............................12
Small- Ticket Projects ............................................................................................. .............................13
Five -Year Capital Request Summary .................................................................... .............................14
Programs ......................................... ............................... ................................. ...............................
.... 16
Conservation........................................................................................................... .............................16
Council on Aging /Community Center ... ............................... ..................... ...............................
.........16
Fire........................................................................................................................... .............................17
Police....................................................................................................................... .............................19
Library..................................................................................................................... .............................19
PublicWorks ........................................................................................................... .............................20
PublicFacilities ....................................................................................................... .............................23
Recreation .............................................................................................................. ...............................
24
Schools.................................................................................................................... .............................25
Warrant Article Analysis and Recommendations .................... ..................... ...............................
...... 27
Article 11: Appropriate the FY2010 Community Preservation Committee Operating Budget
and CPA Projects (Multiple Categories) ............................................................... .............................27
(a) Follow -on Study of Drainage Improvements to Preserve Various Athletic Fields
(Recreation) ........................................................................................... ...............................
27
(b) Storm Water Mitigation to Preserve the Old Reservoir ( Recreation) ...............................
28
(c) Pond and Drainage Improvements to Preserve Pine Meadows Golf Course
(Recreation) ........................................................................................... ...............................
28
(d) Archives and Records Management Needs / Records Conservation and Preservation
(Historic) ................................................................................................ ...............................
29
(e) Cary Vault Supplemental Appropriation (Historic) ............................ ...............................
30
(f) Town Office Building Preservation and Renovation (Historic) .......... ...............................
30
(g) Police Station Space Preservation and Needs Study (Historic) ......... ...............................
31
(h) Stone Building Renovation (Historic) .................................................. ...............................
31
(i) Fire Headquarters Preservation and Renovation ( Historic) ............... ...............................
32
(j) Greeley Village Roof Replacement (Affordable Housing) ................... ...............................
32
(k) Munroe Tavern Historic Structures Report and Capital Needs (Historic) .......................
33
(l) Purchase of Three Affordable Housing Properties (Affordable Housing) ........................
33
(m) Land Acquisition (Mixed Use) ............................................................. ...............................
34
(n) Administrative Budget ........................................................................... ...............................
34
5
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Article 12: Land Purchase —Off Vine Street (Open Space, Affordable Housing, & Historic) ...... 35
Article 13: Land Purchase —Off Lowell Street (Mixed Use) .............................. .............................36
Article 14: Appropriate for Recreation Capital Projects ...................................... .............................36
Article 15: Appropriate for Municipal Capital Projects and Equipment ............ .............................37
(a)
Replacement of Engine 3 ...................................................................... ...............................
37
(b)
Head End Equipment ............................................................................ ...............................
37
(c)
Comprehensive Storm Management Watershed Study ........................ ...............................
38
(d)
DPW Equipment Replacement .............................................................. ...............................
38
(e)
Central Business District (CBD) Sidewalks ......................................... ...............................
40
(f)
Sidewalk Improvements and Easements ............................................... ...............................
40
(g)
Storm Drain Improvements ................................................................... ...............................
40
(h)
Geographic Information System (GIS) ................................................ ...............................
40
(i)
Hydrant Replacement Program ............................................................. ...............................
41
(I)
Street Improvements and Easements ..................................................... ...............................
41
(k)
Traffic Mitigation ................................................................................... ...............................
41
Article 16: Appropriate for Water Distribution Improvements ........................... .............................42
(a)
Water Distribution Mains ..................................................................... ...............................
42
(b)
Automatic Water -Meter Reading System ............................................. ...............................
43
Article 17: Appropriate for Sewer Improvements ................................................ .............................43
Lexington High School Heating System Upgrade ............................... ...............................
(a)
Wastewater System Improvements ....................................................... ...............................
44
(b)
Pump Station Upgrades ........................................................................ ...............................
44
(c)
Automatic Water -Meter Reading System ............................................. ...............................
44
Article 18: Appropriate for School Capital Projects and Equipment .................. .............................44
(g)
(a)
System -Wide School Technology Plan ................................................. ...............................
45
(b)
Classroom Furniture ............................................................................. ...............................
45
(c)
Replacement of Kitchen Equipment ...................................................... ...............................
46
Article 19: Appropriate for Public Facilities Capital Projects ............................. .............................46
(a)
Hastings Oil Tank Removal and Boiler Replacement ......................... ...............................
46
(b)
Lexington High School Gillespie Auditorium Renovation .................. ...............................
47
(c)
Lexington High School Heating System Upgrade ............................... ...............................
47
(d)
School Building Roofing Program System- Wide ................................. ...............................
47
(e)
Fire Headquarters Preservation and Renovation Design .................. ...............................
48
(fi
Relocate Old Harrington Playground Structures ................................ ...............................
48
(g)
Bowman Play Area Improvement ......................................................... ...............................
48
(h)
LHS Elevator Piston Replacement ....................................................... ...............................
48
(i)
School Building Envelope Program ...................................................... ...............................
49
(j)
Police Station Space Preservation and Needs Study ........................... ...............................
49
(k)
Stone Building Preservation and Renovation ...................................... ...............................
49
(l)
East Lexington Fire Station Kitchen Upgrade ..................................... ...............................
49
(m)
School Accessibility Improvements ..................................................... ...............................
50
(n)
Municipal Building Envelope ............................................................... ...............................
50
(o)
Town Office Building Preservation and Renovation ........................... ...............................
50
Article 20: Street Acceptance — Pitcairn Place (Citizens' Article) ................. .............................51
Article 22: Appropriate for Design/ Engineering for Senior/ Community Center at
White House Site (Barnes Property) ..................................................................... .............................51
Article 24: Rescind Prior Borrowing Authorizations ........................................ .............................52
Article 26: Establish and Appropriate to Debt Service Stabilization Fund ..... .............................52
Article 28: Appropriate to Stabilization Fund .................................................... .............................53
Article 31: Appropriate for Authorized Capital Improvements ...................... .............................53
Article 33: Amend General Bylaw — Capital Expenditures Committee ........... .............................54
Appendix: Community Preservation Fund Cash for FY2010 ............................. ............................... 55
Summary of Warrant Article Recommendations (continued) ............................. ............................... 57
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 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.
See Article 33 adopted March 23, 2009 which added the "or otherwise distributing ".
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.
7
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Capital Overview
Budget Summary
The following table summarizes the FY2010 capital- budget appropriation requests:
* All types; see the Summary on the inside of the covers or the Warrant Article Analysis for the specific types. (Set- asides include cash.)
0
•
Requests
Tax Levy
Enterprise Set - asides &
CEC
Debt
Cash*
Funds Chapter 90 Roads
Total
Recommended
Pubic Works
Water Distribution Improvements
$925,000
$925,000
$925,000
DPW Equipment
$519,473
$1,450
$382,500
$903,423
$903,423
Sanitary Sewer Improvements
$1,325,000
$1,325,000
$1,325,000
Hydrant Replacement
$25,000
$25,000
$50,000
$50,000
GIS Implementation
$84,000
$36,000
$120,000
$120,000
Street Improvements
$1,238,125
$1,238,125
$1,238,125
Storm Drain Improvements
$160,000
$160,000
$160,000
Traffic Mitigation
$50,000
$50,000
$50,000
Comprehensive Storm
$110,000
$110,000
$110,000
Management Watershed Study
Street Acceptance- Pitcairn Place
$125,000
$125,000
$125,000
Police /Fire
Replace Engine 3
$500,000
$500,000
$500,000
Recreation
Follow -up Study of Drainage
$70,000
$70,000
$70,000
Improvements (Center Playfields)
Stormwater Mitigation at Old
$569,000
$569,000
$569,000
Reservoir
Pond & Drainage to Preserve Pine
$200,000
$200,000
$200,000
Meadows Golf Course
Miscellaneous Municipal
Head End Equipment
$83,500
$71,000
$154,500
$154,500
Archive Record Manage't/Conser'n
$150,000
$150,000
$150,000
Land Purchase - -Off Vine Street
$2,763,100
$2,763,100
$2,763,100
Schools
Technology
$600,000
$600,000
$600,000
Classroom Furniture
$50,000
$50,000
$50,000
Kitchen Equipment
$75,000
$75,000
$75,000
Facilities
High School Auditorium Renovation
$305,000
$305,000
$305,000
High School Heating Sys Upgrade
$350,000
$350,000
$350,000
School Bldgs Roofing Program
$201,500
$201,500
$201,500
Fire HQ Design
$70,300
$29,700
$100,000
$100,000
Relocate Old Harrington
$40,000
$40,000
$40,000
Playground Structures
Bowman Play Area Improvement
$80,000
$80,000
$80,000
High School Elevator Piston
$40,000
$40,000
$40,000
School Bldgs Envelope
$125,000
$125,000
$125,000
Police Station Preservation &
$45,000
$45,000
$45,000
Needs Study
Stone Bldg Preservation Study
$180,000
$180,000
$180,000
E. Lexington Fire Station Kitchen
$75,000
$75,000
$75,000
School Accessibility Improvements
$50,000
$50,000
$50,000
Municipal Bldgs Envelope
$157,594
$157,594
$157,594
Town Ofc Bldg Preservation &
$30,000
$30,000
$30,000
Renovation
Community -Wide (CPA Funded)
Greeley Village Roof Replaceent
$320,828
$320,828
$320,828
Munroe Tavern Historic Report
$50,000
$50,000
$50,000
Purchase 3 Affordable Housing
$845,000
$845,000
$845,000
Properties & Improvements
Administrative Expenses
$150,000
$150,000
$150,000
Totals
$3,024,773
$6,169,078
$2,693,500 $1,395,719
$13,283,070
$13,283,070
* All types; see the Summary on the inside of the covers or the Warrant Article Analysis for the specific types. (Set- asides include cash.)
0
•
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Capital Budget
Lexington has traditionally tried to allocate appropriate resources to needed capital projects by
considering them in three categories:
Big- ticket projects (greater than $1,000,000);
Small- ticket projects (between $25,000 and $1,000,000); and
• Enterprise Funds projects (greater than $25,000).
The Capital Expenditures Committee:
• Assesses capital needs brought forward by each department (municipal and schools) through the
annual budgeting process;
• Works with those departments 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 their 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 necessarily 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; in the current construction environment, for instance, the
prices for structural steel and concrete have inflated very sharply in recent 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.
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 Selectmen's capital policy has generally maintained that such big- ticket projects 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 2 1 /2 tax -levy limit. The
latter goal has not always been satisfied. The Town's share of the costs to renovate Cary 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
9
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
for substantial 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. It is important to bear these cases in mind in thinking about major capital investments. Not every
big- ticket project or element of an existing project can be subjected to a debt - exclusion vote. When they
cannot, the costs are absorbed within the operating budget, with implications for Town finances.
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.
Presently, the cash reserves in the fund greatly exceed the cost of at least one land purchase on this year's
Warrant. See our analysis in the Appendix for how even with one land purchase there would still be over
$6.7 million available for cash funding of projects after this Town Meeting. And with over $3 million in
new revenue next year the total would be nearly $10 million without considering the State matching
funds, yet- to -be- booked interest income, and whatever unused amounts revert to the CPF when approved
projects are completed. (Even though the State match has dropped significantly see the discussion on
The Community Preservation Act (CPA) on page 12 there's no reason to expect it would drop to zero.)
While bond interest rates may be extremely low, this Committee commends the CPC for unanimously
voting to use these cash reserves to fund large purchases as prudent responsible fiscal policy. Further, we
implore the CPC to create a policy for framing future cash - versus -debt discussions.
The Projects Agenda
Among the big- ticket items Lexington is currently undertaking or may undertake in the future, we note
these from last year's report:
• Replacement of the Department of Public Works (DPW) facility at 201 Bedford Street.
Construction funds for this project were approved at the 2007 Annual Town Meeting and approved
by the voters in a subsequent debt - exclusion. (See further discussion under "DPW Facility" on
page 22.)
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,
it will need considerable attention in the near future. As the property has been transferred from the
jurisdiction of the School Committee to that of the Board of Selectmen, that Board must make a
decision on the proposed future for it. At the time of writing this report, that hasn't yet occurred.
There is an Article proposing to begin funding of a Senior /Community Center at that site (fund
source unspecified); however, we understand it will be Indefinitely Postponed. (See Article 22)
Renovation or replacement of the four elementary schools that have not been rebuilt (Bowman,
Estabrook, Hastings, and Bridge). Last year's Annual Town Meeting funded a master plan study
relevant to this project. (2008 ATM Article 18(b), $155,000) That just released, but not yet
analyzed, study ( "Lexington Public Schools PK -12 Master Plan, March 12, 2009, revised
March 18, 2009" [Schools PK -12 Master 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 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.
10
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
• Renovation of the Stone Building at 735 Massachusetts Avenue (previously used as the East
Lexington Library), possibly through CPA funding. (See Article 11(h))
• Land purchases for conservation open- space /affordable- housing use (possibly through CPA
funding). (See Articles 11(m), 12, & 13)
• Reconstruction of several major arterial roads. Last year Town Meeting appropriated $1.4 million
from the tax levy for reconstructing Woburn Street. (2008 ATM Article 15(a)) There are several
other roads of similar scope 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 I (g))
• Fire station headquarters redesign and renovations. (See Article I (i))
• 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 11(fl)
• Traffic Mitigation. (See Article 15(k))
In the past, the Commonwealth has used the School Building Assistance program (SBA) to partially
reimburse municipalities for school building replacements and renovations. Lexington has received funds
from the SBA for the Lexington High School, Clarke, Diamond, Harrington, and Fiske school
renovation /rebuilding projects. The SBA has been replaced with the Massachusetts School Building
Authority (MSBA), which began granting funds starting July 1, 2007. The grants are prioritized based on
various criteria, including structural soundness of the existing building, degree of existing overcrowding,
prevention of loss of accreditation, and potential energy savings. The scope of work, schedule, and
funding mechanisms for this program are critical factors for Lexington's capital expenditures during the
next decade since the school physical plants remain Lexington's largest, and most intensively used,
building assets.
Project Status and Needs
Whatever strategy the School Committee sets for addressing structural needs at Bowman, Estabrook,
Hastings and Bridge schools, all require continuing maintenance while the longer -range options are
explored as confirmed by the recently issued Schools PK -12 Master Plan. Consistent with that plan, an
earlier assessment by the Permanent Building Committee suggested that it might be desirable to replace
Estabrook if structural issues economically preclude significant renovation on the scale required. The
Schools PK -12 Master Plan suggested that Hasting's, rather than Bowman's, future needs depend in part
on issues relating to the size of the school population and on redistricting. All four schools have been
upgraded over time to varying degrees with new floors; windows; heating, ventilating, & air - conditioning
(HVAQ systems, and electrical systems. Nevertheless, the Schools PK -12 Master Plan suggests that
major upgrades to this infrastructure is needed at all four schools. The full spectrum of work will have to
be carefully evaluated for each school, along with needs for additional classrooms or other spaces to
satisfy the educational programs. What options are chosen have obvious implications for the Town's
reliance on future debt - exclusion financing versus its capacity to accommodate needed work within the
tax levy under the cash - capital policy.
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 Center. Discussions are now focused on
using the White House. (See further discussion under Council on Aging /Community Center on page 16.)
Two land purchases are provided for at this Annual Town Meeting: one off of Vine St (Leary)
(see Article 12) and the other off of Lowell St (Busa) (see Article 13).
11
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
For all projects like these beyond the committee's five -year planning horizon, we are unable to provide
even provisional cost estimates. A recent estimate for a project about which some parameters can be
provided is (for illustrative purposes only):
$50 million, total for the next two elementary schools (an estimate that reflects inflation of 1% per
month of some materials for recent construction).
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,
including affordable housing, open space, historic preservation, and recreation. (There are limitations in
the Act regarding which projects within those categories can be funded under the Act.) Funds are eligible
for State matching, although the matching level is not guaranteed.
While all the State matches made in FY2008 (which are always based on each town's prior - fiscal- year's
property surcharges) were at the original 100% level, last year's match for Lexington was only at 69.4 %.
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 2 and potentially 3 calculation to determine
the final match for those 3% communities. Last year, Lexington's 1 St -round match was at 67.6% and the
2 nd -round match increased it to the 69.4 %. (A 3 rd calculation was not done.)
At this time, the State's FY2010 1 St -round match is projected at about 29 %; therefore our total match
(including 2 nd round) may be about 29.7 %. As the matches are funded by fees on property transactions at
the Registries, 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 the State matching funds.
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 11 -13)
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 supply, wastewater [sanitary sewers], 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.
12
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Unlike property -tax revenues, enterprise -fund fees are not subject to an arbitrary limit under
Proposition 2'/z. The Recreation projects coming before this Town Meeting are proposed for CPF funding
(see Articles 11(a), (b), & (c)); however, if such funding were not approved by Town Meeting, it's still
pending a Recreation Committee decision as to whether Recreation Enterprise Funding would then be
proposed for any of them (see Article 14).
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.
(See Articles 15(d), 15(h), 15(i), 16, and 17)
The following tables reflect the 5 -year Capital Expenditure budgets for these funds.
Water Enterprise -Fund Budget
Water Distribution Improvements
Hydrant Replacement
Automatic Water -Meter Reading System
Equipment Replacement
GIS Implementation
Totals
FY2010
Requested
FY2011
FY2012 FY2013 FY2014
Projected
$900,000
$900,000
$900,000 $900,000 $900,000
$25,000
$50,000
$50,000
$25,000
$542,000
$542,000
$119,000
$21,600
$27,900
$1,090,600
$1,492,000
$1,492,000 $900,000 $900,000
Wastewater Enterprise -Fund Budget
FY2010 FY2011 FY2012 FY2013 FY2014
Requested Projected
Wastewater System Improvements $1,200,000 $1,200,000 $1,200,000 $1,200,000 $1,200,000
Pump Station Upgrades $100,000 $100,000 $100,000
Equipment Replacement $263,500
Automatic Water -Meter Reading System $25,000
GIS Implementation $14,400
Totals $1,602,900 $1,300,000 $1,300,000 $1,200,000 $1,200,000
Recreation Enterprise -Fund Budget
FY2010 FY2011 FY2012 FY2013 FY2014
Requested Projected
Center Complex Additional Lights
$163,000 $433,000
Drainage Improvements to Preserve Various
$0
Athletic Fields ($100K CPF)
Storm Water Mitigation to Preserve the Old
$0
Reservoir ($569K CPF)
Pine Meadows Improvements— Equipment
$27,900
Pond and Drainage Improvements to Preserve
$0
Pine Meadows Golf Course ($200K CPF)
Town Pool Renovations
$155,000
Park Improvement— Hard -Court Resurfacing
$65,000
Totals
$0
$345,900 $0 $498,000 $0
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. Past practice has been to fund these items on an "as- needed" basis, a
dangerous practice, because it invites deferred maintenance, letting small problems turn into major
deterioration and expensive repair or reconstruction. Proceeding this way also makes it impossible to plan
13
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
sensible replacement policies for Town assets, even when their expected service life can be reasonably
predicted. However, 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 also are pleased to see that a parallel
"set- aside" has been proposed for the Schools buildings in FY2010 (see Article 19(i)) and we look
forward to that also being an annual request. 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.
Five -Year Capital Request Summary
The table on the next page summarizes the five-year capital plan. It reflects the FY2010 amounts whose
appropriation we expect to be requested at the 2009 ATM as addressed in this report and the
contemplated FY2011– FY2014 requests as shown in the Brown Book, Page XI -19. The Totals are of
those FY2010– FY2014 entries; however, there is an important caveat to those Totals. That page in the
Brown Book also cites these 7 projects with amounts deferred from the FY2010 requests:
Caaital Proiects with Fundina Deferred from FY2010
Project
Amount
Comprehensive Storm Management Watershed Study
$390,000
(also cited as Brook Restoration)
Automatic Water -Meter Reading System
$732
Central Business District (CBD) Sidewalks
$400,000
Sidewalk Improvements and Easements
$200,000
Storm Drainage Improvement
$300,000
Hastings Oil Tank Removal and Boiler Replacement
$135,000
Lexington High School Heating Systems Upgrade
$600,000
TOTAL $2
At the time of writing this report, this Committee does not know where, and to what extent, those deferred
amounts are represented in the FY2011– FY2014 data. Therefore, the Totals do not necessarily represent
the 5 -year capital -plan total where those 7 projects are concerned.
And with regard to the replacement of the Fire Department's Ladder Truck which is shown as an
FY2014 Request the later information we have (see that Department's Major Capital Equipment on
page 18) is that it's now projected to be an FY2015 Request.
14
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
FIVE -YEAR CAPITAL PLAN (FY2010 to FY2014 CAPITAL REQUESTS)
Capital Project Requests
FY2010
Request
FY2011
Request
FY2012
Request
FY2013
Request
FY2014
Request
Totals
SCHOOLS
Classroom Furniture Replacement
$50,000
$50,000
$50,000
$50,000
$50,000
$250,000
Replacement of Kitchen Equipment
$75,000
$100,000
$100,000
$100,000
$100,000
$475,000
Technology Plan
$600,000
$600,000
$600,000
$600,000
$600,000
$3,000,000
Time Clocks for all Buildings
$0
$200,000
$0
$0
$0
$200,000
SUBTOTAL - SCHOOLS
$ 725,000
$ 950,000
$ 750,000
$ 750,000
$ 750,000
$ 3,925,000
DEPARTMENT OF PUBLIC WORKS
Pedestrian Signal Improvements
$0
$40,000
$40,000
$220,000
$180,000
$480,000
Security Gate and Access Control System at Hartwell
$0
$91,000
$0
$0
$0
$91,000
Comprehensive Storm Mgmnt Watershed Study
$110,000
$200,000
$200,000
$100,000
$100,000
$710,000
Water Distribution System Improvement
$900,000
$900,000
$900,000
$0
$900,000
$3,600,000
Equipment Replacement
$903,423
$587,400
$336,700
$520,000
$417,000
$2,764,523
Sanitary Sewer System Improvement
$1,200,000
$1,200,000
$1,200,000
$1,200,000
$1,200,000
$6,000,000
Hydrant Replacement Program
$50,000
$50,000
$50,000
$0
$0
$150,000
Pump Station Upgrade
$100,000
$100,000
$100,000
$0
$0
$300,000
Automatic Meter Reading System
$50,000
$546,000
$546,000
$0
$0
$1,142,000
GIS Implementation
$120,000
$0
$0
$0
$0
$120,000
Street Improvements
$1,238,125
$1,251,578
$1,265,368
$1,279,502
$1,293,989
$6,328,562
Dam repair
$0
$300,000
$300,000
$0
$0
$600,000
CBD Sidewalks
$0
$400,000
$400,000
$0
$0
$800,000
Sidewalk Improvement
$0
$200,000
$300,000
$400,000
$400,000
$1,300,000
Storm Drainage Improvement
$160,000
$460,000
$460,000
$460,000
$0
$1,540,000
Traffic Mitigation
$50,000
$50,000
TBD
TBD
TBD
$100,000
Pitcarn Place Upgrade for Acceptance
$125,000
$0
$0
$0
$0
$125,000
Intersection Improvements
$0
$200,000
TBD
TBD
TBD
$200,000
Hartwell Avenue Traffic Mitigation Improvements
$0
TBD
TBD
TBD
TBD
$0
SUBTOTAL - PUBLIC WORKS
$5,006,548
$6,575,978
$6,098,068
$4,179,502
$4,490,989
$26,351,085
POLICE DEPARTMENT
Police Station Renovation Design /Construction
$45,000
TBD
TBD
$0
$0
$45,000
Software (Police & Fire /EMS)
$0
$0
$10,000
$400,000
$0
$410,000
SUBTOTAL - POLICE
$45,000
$0
$10,000
$400,000
$0
$455,000
FIRE DEPARTMENT
Replacement of Engine 3
$500,000
$0
$0
$0
$0
$500,000
Fire Station Renovation Design /Construction
$100,000
TBD
TBD
$0
$0
$100,000
Replacement of Rescue Vehicle (ambulance)
$0
$0
$240,000
$0
$0
$240,000
Replacement of Ladder Truck
$0
$0
$0
$0
$1,000,000
$1,000,000
SUBTOTAL -FIRE
$600,000
$0
$240,000
$0
$1,000,000
$1,840,000
DEPARTMENT OF PUBLIC FACILITIES
Hastings Oil Tank Removal and Boiler Replacement
$0
$0
$0
$135,000
$0
$135,000
LHS Elevator Piston Replacement
$40,000
$0
$0
$25,000
$0
$65,000
LHS Heating Systems Upgrade
$350,000
$1,650,000
$1,000,000
$0
$0
$3,000,000
LHS Auditorium Renovation
$305,000
$0
$0
$0
$0
$305,000
School Accessibility Improvement
$50,000
$60,000
$0
$0
$0
$110,000
School Building Envelope Program
$125,000
$125,000
$125,000
$125,000
$125,000
$625,000
School Building Roofing Program
$201,500
$531,330
$532,507
$527,882
$570,500
$2,363,719
Relocate Old Harrington Playground Structures
$40,000
$0
$0
$0
$0
$40,000
Bowman Play Area Improvement
$80,000
$0
$0
$0
$0
$80,000
Visitor's Center Patio
$0
$12,000
$0
$0
$0
$12,000
East Lexington Fire Station Kitchen Upgrade
$75,000
$0
$0
$0
$0
$75,000
Municipal Building Envelope
$157,594
$161,534
$165,572
$169,711
$173,954
$828,365
Town Office Building Preservation & Renovations
1 $30,000
$2,000,000
$0
$0
$0
$2,030,000
SUBTOTAL - PUBLIC FACILITIES
$1,454,094
$4,539,864
$1,823,079
$982,593
$869,454
$9,669,084
RECREATION DEPARTMENT
Stormwater Mitigation Marrett Road /Old Res.
$569,000
$190,047
$0
$0
$0
$759,047
Pine Meadows Improvements
$200,000
$0
$248,900
$0
$0
$448,900
Park Improvement- Athletic Fields
$70,000
$50,000
$50,000
$50,000
$160,000
$380,000
Town Pool Renovation
$0
$155,000
$0
$0
$0
$155,000
Pine Meadows Equipment
$0
$27,900
$0
$0
$0
$27,900
Athletic Facility Lighting
$0
$254,000
$0
$433,000
$0
$687,000
Park Improvements -Hard Court Resurfacing
$0
$0
$100,000
$65,000
$0
$165,000
Park and Playground Improvements
$0
$0
$60,000
$115,000
$0
$175,000
ADA Accessibility Study
$0
$0
$0
$0
$50,000
$50,000
SUBTOTAL - RECREATION
$839,000
$676,947
$458,900
$663,000
$210,000
$2,847,847
LIBRARY
Stone Building Renovation
$180,000
$2,376,403
$0
$0
$0
$2,556,403
SUBTOTAL - LIBRARY
$180,000
$2,376,403
$0
$0
$0
$2,556,403
GENERAL GOVERNMENT
Head End Equipment
$154,500
$105,800
$0
$0
$0
$260,300
Town /School Telephone System Replacement
$0
$450,000
$0
$0
$0
$450,000
Archives & Records Management/Conservation
$150,000
$150,000
$150,000
$150,000
$0
$600,000
SUBTOTAL - GENERAL GOVERNMENT
$304,500
$705,800
$150,000
$150,000
$0
$1,310,300
COMMUNITY -WIDE (CPA Funded)
Land Acquisition
$2,763,100
Unknown
Unknown
Unknown
Unknown
$2,763,100
Greeley Village Roof Replacement
$320,828
$0
$0
$0
$0
$320,828
Munroe Tavern Historic Report & Capital Needs
$50,000
$0
$0
$0
$0
$50,000
Purchase 3 Affordable Housing Properties & Impr
$845,000
$0
$0
$0
$0
$845,000
Administrative Expenses (excl Open Space Planning)
$100,000
Unknown
Unknown
Unknown
Unknown
$100,000
Open Space Acquisition Planning
$50,000
$50,000
$50,000
$50,000
$50,000
$250,000
SUBTOTAL - COMMUNITY -WIDE
$4,128,928
$50
$50
$50
$50
$4
TOTALS
$ 13,283,070
$ 15
$ 9
$ 7
$ 7
$ 53
t Excluding FY2010, do not necessarily reflect effects of deferrals from FY2010 on 7 projects in Public Works & Facilities. See table on preceeding page
15
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Programs
Conservation
Under the CPA which Lexington passed in March 2006, at least 10% of each year's revenue must be
devoted to Open Space (along with the same allocations to Historic and Affordable Housing) and
additional funds from the Unbudgeted Reserve and the Undesignated Fund Balance can be used for Open
Spaces purchases. At the 2008 fall Special Town Meeting under Article 5, two parcels belonging to the
Goodwin Family Trust were added at a cost of $181,517. One, 10.7 acres, protects wetlands adjacent to
Hartwell Avenue's landfill; the other adds 9.5 acres of Meagherville land ad j acent to the Town -owned
Pine Meadows Golf Course. These were the first conservation purchases using CPA funds.
At this 2009 Annual Town Meeting we have the opportunity to add a very significant parcel, the Leary
land on Vine Street. Long considered a critical purchase by the Conservation Commission, this old farm
and dairy land has been sought for conservation some 38 years and would add about 13.5 acres (of the
14.2 -acres parcel), with access from Vine Street, to adjacent 98.5 acres of conservation land. It creates a
green belt protecting vital wetlands in the Lower Vine Brook Conservation Area and the water supplies of
our downstream neighbors. The varied terrain of this and the remaining lands are a haven for wildlife and
passive recreation. Additionally, in the about 0.7 acres fronting on Vine Street, the Town will acquire
space including a historic 1848 farm house of uncertain condition, for affordable housing (specifics of
which are yet to be delineated). The $2,763,100 price tag will come from CPF cash. (See Article 12).
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 11(n))
At the time of writing this report, the Town was still negotiating on another land parcel for any or all the
Busa farm off Lowell Street. These three adjacent farm lots have frontage on Lowell Street and backland
next to Lexington's portion of the Arlington Reservoir. (See Article 13) (Article 12 of the 2008 Annual
Town Meeting addressed this same land parcel, but that Article was Indefinitely Postponed as there was
not agreement then.) If the Town successfully negotiates for this land, it is contemplated that it will be for
a mixed use of Affordable Housing and Recreation funds using CPF. Again, this land has long been
considered by the Conservation Commission as being a critical Town acquisition. If no agreement is
reached during this Annual Town Meeting, we would expect this Article will be Indefinitely Postponed;
however, we understand there will be an Article for acquiring this same land in the Warrant for the 2009
Special Town Meeting that is expected to convene on May 6, 2009.
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 and previously was 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. Under the 2- campus concept, at least the
Adult Day Care would occupy part of the present Senior Center.
The White House site contains 76,000 sq ft 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 custody of the site since it was
transferred from the School Department in 2007. The Historic Districts Commission wishes the Town
N
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
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 will be available when the DPW moves
into their new building at 201 Bedford Street later this year.
The architectural firm of Bargmann Hendrie + Archetype, Inc. (BH +A) was hired on January 21, 2008, to
do a feasibility study. 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
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 you add a third story, 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.
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 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.
This Committee believes 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 believe any funding request ought to have been presented to the CPC for their consideration.
It had been proposed that funds without possible benefit by partial funding through the CPC be
provided by this Town Meeting for Design & Engineering to redevelop the White House site for a
Community Center (see Article 22); however, we understand that request will be Indefinitely Postponed
as it is not expected that the Selectmen will have designated that site for such a purpose by this Town
Meeting.
We believe, though, that Town Meeting needs background information and a progress report of last years'
architectural study of the site and its dollar recommendations. And as the Muzzey High Condominium is
involved, we believe Town Meeting is overdue to be briefed on the outcome of the analysis of the
Muzzey High Condominium which was funded through the CPF by the 2007 Annual Town Meeting
under Article 26(1) in the amount of $53,500.
It is important to note that, under new direction, the Town's Social Services now housed at the Muzzey
Senior Center encompass the wider community including family and youth services as well as seniors.
This Committee believes any envisioned building needs to have addressed all those services.
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 rescue - ambulances
are partially custom -made and equipped, require very detailed specifications, and typically there is a year
between placing the order and the delivery.
The mission of the Fire Department in the 21 century has shifted beyond traditional firefighting to
emergency services, homeland security, and community education with our firefighters now being
17
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
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. Consistent with their
long -term equipment - replacement schedule, the Fire Department is requesting a new Pumper Truck to
replace their older one (currently identified as "E -3 "). (See Article 15(a))
There is a need to continue the review, begun with initial funding at last- year's ATM, of how better to
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. (See Articles I (i) & 19(e))
And to continue to attend to building deficiencies at the East Lexington Fire Station, funding is being
requested to upgrade its kitchen. (See Article 19(1))
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,
last - year's ATM, under Article 190), appropriated $579,550 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. Under the direction of DPF, a contract was executed
in March, 2009, for $297,000, with performance to be completed by mid - September, 2009. While that's a
major milestone toward completing the project and portends possibly accomplishing it at less than the
appropriated amount we recognize that there may well be other actions (e.g., change orders and
contingencies) whose costs are yet to be included in what would be the final project cost.
Major Capital Equipment
This is the inventory of the Fire Department's major, capital- equipment, vehicles ordered by the year of
the planned replacement funding:
Originally
Put -in- Projected
Replacement Model Year Service Useful Life Original
Funding ID Description Purchased Date (years) Cost
FY2009 (approved)' R -2
FY2010 (requested) E -3
FY2012 (projected) R -1
FY2015 (projected)
L -1
FY2017 (projected)
E -4
FY2020 (projected)
E -2
FY2023 (projected)
F -1
FY2022 (projected)
E -1
Ambulance /Rescue (International, CI-
3-PL Custom))
Pumper Truck (E -One, Cyclone)
Ambulance /Rescue (Chevrolet, CI -3-
lifeline)
Ladder Truck (E -One, Cyclone)
Pumper Truck (Ferrara /International)
Pumper Truck (E -One, Typhoon)
Forestry Truck (Chevrolet, 550 /C &S)
Pumper Truck (Ferrara, Intruder 11)
2002 Oct 2002 6 $159,050
1997
Sep 1998
13 -14
$310,300
2006
Apr 2006
6
$165,000
2000
Jun 2000
15
$588,000
2003
J u 1 2003
13 -14
$210,000
2005
Jan 2005
13 -14
$345,000
2008
Oct 2008
10 -12
$80,000
2008
Apr 2008
13 -14
$389,000
Delivery scheduled for July 2009
There is another piece of capital- equipment vehicle in the inventory. Its ID is C -6, it is a Bucket Truck
(International), and it was put in service in 1984. (Original cost was not readily known.) C -6 is used to
service the remaining wired fire -alarm circuits. It is not included in the above replacement schedule as the
Department is in the process of decommissioning (and removing) those wired circuits. When that is
completed —which should be in two years, or less —C -6 will be removed from service and not replaced.
The Department has also just advised that it will need to replace 20 of their 34 sets of the self - contained
breathing apparatus (SCBA) used by the freighters. We anticipate that will be proposed for inclusion in
the FY2011 budget. As each set is currently priced at $5,400, that is projected to be a purchase of about
$108,000.
UK
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Fire Department 5 -Year Capital Appropriation History (All Funding Sources)
FY2005 FY2006
Fire Trucks $345,000
Rescue - Ambulances $165,000
Fire - Department HQ
East Lexington Fire Station
Wireless Fire Alarms
Fire - Hydrant Replacement
Munroe Center Evaluation
Munroe Fire - Protection System
Fire - Monitoring of Historic Houses
Police & Fire /EMS Mobile Computerization
Notes
1 Women's Shower (FY2008); Redesign Study (FY2009)
2 Includes $25,000 each year from Water Enterprise Fund
s Community Preservation Fund
4 Joint with Police (shown in both departments)
Police
FY2007 FY2008
FY2009
$380,000 $80,000
$200,000
$35,000
$40,000
$47,500
$142,000
$50,000
$50,000
$35,000
$579,550
$18,120
$156,000
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
(completed by November, 2007), there is need for a renovation of the entire facility so that it can meet its
21 century responsibilities. Funding is being requested for aspace- preservation- and -needs study to
provide specific insight as to what that would require be done. (See Article 11(g) & 190))
Police Department 5 -Year Capital Appropriation History (All Funding Sources)
FY2005 FY2006 FY2007 FY2008 FY2009
Dispatch Room Renovation $842,000
Police & Fire /EMS Mobile Computerization $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, and has no major
capital needs this year
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
K
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
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
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 Mar 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 Oct 2 , 2008. On Jan 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
Center would be a partnership effort, led by the Director of the Cary Memorial Library. Collaboration is
contemplated with Town, neighborhood, and community groups such as the Lexington Historical
Commission, Tourism Committee, Economic Development Office, Cary Memorial Library, 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.
On the Cary Memorial Library website under "Stone building/ East Branch" find: Stone Building reuse
proposal letter of interest for the Town of Lexington Heritage Center, the HKT architectural findings in
the feasibility reports on the Stone Building, volumes 1 & 2, and other documents useful in understanding
what is proposed and its associated cost estimates.
To fund further work on the Stone Building, the Trustees of the Library have applied to the CPC for
funding to carry out a Historic Structures Report and some level of stabilization, as deemed essential. (See
Article 11(h).
Public Works
The DPW is the maintenance agent for all Town facilities with the exception of buildings which are
assigned to the Department of Public Facilities, and is responsible for the execution (i.e., design, bidding,
and project management) of related DPW projects. Major components of DPW capital projects include:
Trucks and heavy equipment necessary to accomplish DPW missions, and
Roads, parking areas, sidewalks, sanitary sewers, water distribution, storm drainage, and dam
inspections.
Such projects that are for sanitary sewers and water services, and some Recreational facilities, are
normally funded from Enterprise Funds; however, the rest of the 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, consisting of:
12 miles of major arteries, 18 miles of minor arteries, 20 miles of collector roads, 81 miles of residential
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
thruways, and 28 miles of cul -de -sacs. Lexington's DPW maintains about 126 -miles of them; 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. 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 150))
Traffic Mitigation
Lexington owns 14 traffic - signal installations and expects to add several more in future years. In FY2010,
the request of $50,000 is the third of a proposed four requests in support of the Traffic Mitigation
Committee and will be used for the collection of data, the analysis of the data, and the development of
strategies to correct identified problems. (See Article 15(k))
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. The overall policy is to develop a
prioritized sidewalk construction plan focusing on school and other high - pedestrian - traffic routes and
high - walking- hazard streets.
Funds for sidewalks are usually appropriated under two sub - articles: one for Central Business District
(CBD) sidewalks and another for non -CBD sidewalks and easements.
At the 2008 ATM, there was considerable discussion on the FY2009 CBD sidewalk program under that
Meeting's Article 15(d). While this Committee was on record against the premium costs of the proposed
sidewalk on a side street in the CBD and, in any case, urged emphasizing the residential - sidewalk
needs, instead questions were also raised by Town Meeting as to whether the proposed effort had been
fully vetted and whether the CBD - sidewalk program should include funding for undergrounding the
overhead utilities in certain CBD areas. That Town Meeting rejected its Article 15(d) voting 112 against
and 23 for.
Funds are not included in the FY2010 budget for any sidewalk work. (See Articles 15(e) and 15(f))
Geographic Information System (GIS)
A needs - and -cost assessment for a GIS system, funded in FY2006, indicated that such a system would be
extremely valuable to the Town. Development of a GIS in three phases was recommended and this is the
request for the third, and final, phase. (See Article 15(h))
Water Distribution System
Many of the Town's water mains were installed in the early 1900s. 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. To improve meter - reading efficiencies the
Town is proposing to install an Automatic Water -Meter Reading System. (See Article 16)
Fire Hydrant System
The Town of Lexington has approximately 1500 hydrants in its fire- protection system. To maintain an
effective system approximately 25 hydrants must be replaced every year. (See Article 15(i))
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CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Storm Drainage
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. (See Article 15(g))
Storm Water Management
State Department of Environmental Protection (DEP) regulations require the Town to maintain its
18 brooks 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 15(c))
Sanitary Sewer System
The sanitary sewer system, like the water distribution, 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. An on -going rehabilitation program is required.
Improvements to, and rehabilitation of, Pump Stations is also necessary. Because sewer costs are related
to water consumption, the Sewer Department is sharing the cost of the Automatic Water -Meter Reading
System. (See Article 17)
DPW Equipment
DPW equipment has an estimated replacement cost of $10 million. There is a well- conceived program of
replacing the older, less fuel efficient, more labor intensive, and high maintenance cost equipment with
standard, off -the -shelf vehicles and equipment that will last longer and cost less to maintain and operate.
The kind of 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. Several years ago, DPW did a commendable job of developing a long -range equipment -
replacement schedule that would cost around $500,000 per year, in 2007 dollars. The FY2010
replacement program is consistent with that long -range plan with the exception of the Sewer Vacuum
Truck which was moved forward from the FY2012 program to FY2010 because maintenance of the
existing vehicle has become too difficult and costly. (See Article 15(d))
DPW Facility
Construction of a new DPW Facility at 201 Bedford Street was authorized in June 2007 by a favorable
vote on a debt - exclusion override of $27,500,000. A construction contract was awarded in October 2007.
The new facility will allow all Divisions of the Public Works Department to be co- located and has space
allocated to the new Department of Public Facilities operations. The contract calls for substantial
completion of the primary building by April 29 of this year. It is expected that the administrative staffs of
both departments will move into the facility shortly thereafter; however, that move is dependent on being
satisfied with the status of the punch list and commissioning items for which the contractor is responsible.
At the time of writing this report, that administrative move is contemplated by late May. (Work will still
be continuing at the site on the sand /salt shed and there is no firm date for the move of all the vehicles and
other equipment.)
22
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
DPW 5 -Year Capital Appropriation History (All Funding Sources)
FY2005
FY2006
FY2007
FY2008
FY2009
Capital from Tax Levy & Chapter 90 Funds
DPW Equipment $370,000
$485,000
$485,000
$523,300
$510,000
DPW Facility
$720,000
$1,300,000
$25,480,000
Street resurfacing & reconstruction $1,000,000
$960,000
$960,000
$1,320,000
$1,925,000
Street light /traffic mitigation
$100,000
$50,000
$50,000
Drains /dams /brook cleaning
$160,000
$460,000
$160,000
Town Building Envelope $340,000
$150,000
$90,000
$150,000
Sidewalk /bikeway improvements $100,000
$50,000
$300,000
$350,000
$275,000
Hydrant Replacement
$25,000
$25,000
Totals $1,810,000
$2,465,000
$3,295,000
$28,358,300
$2,945,000
t FY2009 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 appropriations which includes items for
the Municipal
facilities.
Capital from Enterprise Funds
Wastewater
Sewer System
Collection sewers/
Pump station upgrades
Wastewater Totals
Water
Water Mains Relining
DPW Equipment
Water Meters
Hydrant Replacement
$150,000 $300,000 $1,300,000 $1
$600,000
$100,000 $100,000
$750,000 $ 0 $300,000 $1,400,000 $1,300,000
$1,800,000 $1,800,000
$850,000
$500,000
$25,000
Water Totals $850,000 $ 0 $ 0 $2,325,000 $1,800,000
Public Facuities
The Department of Public Facilities (DPF)-created by an agreement of the Board of Selectmen, School
Committee, and Town Manager, and approved by Town Meeting in 2007 is responsible for maintaining
Municipal and School buildings. Costs associated with the staffing, maintenance, 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.
DPF is responsible for 24 buildings: Town Office Building, Cary Hall, Police Station, Fire Department
Headquarters, East Lexington Fire Station, DPW Facility (201 Bedford Street), Animal Shelter, Stone
Building (previously used as the East Lexington Library), Cary Memorial Library, Visitors Center,
Council on Aging Facility, Westview Cemetery, Munroe Cemetery Buildings, the "White House ", and
10 school buildings.
DPF has taken a systematic approach to solving problems that affect both Municipal and School
buildings. An example is the programming for Schools roof repairs over the 5 -year Capital Expenditure
program. Further, DPF has implemented the same approach to building maintenance for all Town
buildings.
In the same vein, the just received, but not yet analyzed, previously cited Schools PK -12 Master Plan
provides a broad review of the Schools' facility needs. That plan is intended to support the Lexington
School Committee, and the Town, in future planning for new facilities and /or upgrades to existing
facilities.
The FY2010 program provides for repair, maintenance, design and /or construction under 15 sub - articles
for Town buildings.
23
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
For the Municipal Facilities: Program provides for studies related to, or construction work or repair work
at, the Fire Department Headquarters, East Lexington Fire Station, Police Station, Stone Building, Town
Office Building, and to work under the Municipal Building Envelope program. Funding for these projects
will be General Funds, Community Preservation Funds, or a combination. (See Articles 11(f) —(i), and
Articles 19 (e), (j) -(1), (n) and (o))
For the Schools: This is the final funding year request for the renovation of the Gillespie Auditorium at
Lexington High School. The high school will also undergo heating system upgrades and a likely
replacement of a hydraulic cylinder in one of the elevators. The multi -year plan to repair /replace roofs
system -wide will continue in FY2010, as well as building - envelope repairs to prevent moisture from
infiltrating school building structures. Playground equipment at Harrington and playground improvement
at Bowman are included in this year's requests. Automatic door openers will be installed in five
elementary schools to improve accessibility. (See Articles 19(b) —(d), (f)—(i), & (m))
Public Facilities 5 -Year Capital Appropriation History (All Funding Sources)
Program FY2005 FY2006
FY2007 FY2008 FY2009
Municipal
Building Envelope
$153,750
Fire Protection
$579,550
Design Engineering /Study
$40,000
Schools
Building Envelope
$265,000
Mechanical /Elec /Plumbing
$1,340,000
Landscaping /Paving
$65,000
Interior Renovations
$365,000
Totals N/A N/A
N/A N/A $2
t 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 all Recreation projects are being proposed for funding under Community Preservation's articles.
(See Articles 11(a) —(c)) (The same items are in Article 14, but it will be Indefinitely Postponed if the CPF
is approved.) All projects have been in Recreation's long range plans, but stymied until now by lack of
sufficient funds. All are eligible for CPC funding as "preservation of an asset" and have additional
phases. The Old Reservoir estimate for appropriation in FY2011 on Phase II is $190,047. Pine Meadows
Golf Course estimate for Phase II in FY2012 is $248,900 and Phase III in FY2015 is $336,000. Although
the Golf Course and, to very - significantly lesser degree, the Old Reservoir are revenue - generating
activities, there are broader implications to both proposed preservation efforts. This Committee, therefore,
feels use of CPF, versus the Enterprise Fund, is proper. In any case, it is felt that Enterprise funds are
insufficient to cover these costs given the impact of $100,000 a year toward Lincoln Field debt service.
All personnel costs including health insurance plus minor maintenance and capital expenses under
$25,000 mean the Enterprise Fund largely supports the entire operation of the Recreation Department.
The Garrity swimming facility in the center has not had a complete renovation since 1980 though many
minor improvements have kept the complex in operation. Based on a 2008 consultant's report, major
renovations are planned for the plumbing and its drainage in the men's and women's locker rooms in
FY2011 for $155,000 out of Enterprise funds in the first phase.
24
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Another project out of Enterprise FY2011 is a spraying machine for the golf course at a cost of $26,246.
The last project next year is the first phase of renewed energy - efficient athletic -field lighting for the
center basketball and Gallagher tennis courts as Phase 1 at $245,000. Funding is Enterprise for tennis at
$163,000 and the rest tax levy. Phase II in FY2013 for the Softball field is $163,000 and Center Baseball
Field energy - efficient lights at tax -levy cost of $270,000.
The heavily used center track will need resurfacing in FY2012 at a tax -levy cost of $100,000 and the
center tennis courts at $65,000 from Enterprise funds. Lastly, 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 and in
the following year those at Munroe and Franklin for $115,000. All playfields have been exclusively tax
levy for many years, except at the Lincoln Field complex.
In the outyears, the 5 -year plan calls for renovation of the following fields: FY2011, Hastings ball field
($50,000); FY2012, Garfield ball field ($50,000); FY2013, Adams Playfields ($50,000); and FY2014,
Estabrook & Lincoln Field ($160,000).
Following drainage studies of the center playfields complex, it was the intent of Recreation to start a
program of renovating those fields —a process that involves stripping, laser grading new turf, and
installing new drainage and irrigation. Because the recently received study funded by CPF of the
drainage through the center playfields projected a high cost of $3.6 million to mitigate water problems by
adding 4 -6 feet of topsoil and redoing the inadequate culverts that carry the North Vine Brook under the
complex, the project is on hold until additional study can be done. (See Article 11(a) for that study, if
funded by CPF. Otherwise, it may be addressed under Article 14.)
Recreation 5 -Year Capital Appropriation History (All Funding Sources)
Program
2005
2006
2007
2008
2009
Athletic Fields
$50,000
$100,000
Playgrounds & Tot Lots
$35,000
$35,000
$225,000
$77,000
Golf Course
$50,000
$25,000
Swimming
$50,000
Tennis & Basketball
$130,000
$30,000
$235,000
Totals
$195
$115
$300
$285
$177
Schools
Overview
The Lexington Public Schools provide educational, athletic, and club activities for pre - kindergarten
(pre -K) (age 3 or more) through grade twelve. There are six elementary schools (K -5), two middle
schools (6 -8), one senior high school (9 -12), and a Central Administration. The enrollment number as of
October, 2008, was 6,235 which is what is used by the Department of Elementary and Secondary
Education to determine school systems, annual, enrollment figures. The school system also has assets in
vehicles (maintenance trucks), furnishings, computers, and other technologies to support the school
system in its educational and administrative operations.
Central Administration
The Central Administration continues to occupy the Old Harrington facility and will continue its
operations in that location pending the outcome of future planning that may result from the recently
released, but not yet analyzed, Schools PK -12 Master Plan —which recommends more than $4 million of
work there. (Responsibility for presentation of proposals for such work —and then overseeing the
execution of approved projects —now belongs to the Department of Public Facilities.)
25
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
School Construction & Upgrades
That Schools PK -12 Master Plan also recommends replacing the Estabrook and Hastings, but not Bridge
and Bowman, elementary schools. It recommends a combination of short-term improvements to
Estabrook and Hastings — pending their replacement (estimated at $50 million total) and what would be
long -term improvements to Bridge and Bowman ($19.4 million total for the improvements). It also
recommends major renovation, space - reconfiguration, and systems upgrade at the High School
($37.7 million). (See additional information under "The Projects Agenda" on page 10.) (Responsibilityfor
presentation of proposals for such work —and then overseeing the execution of approved projects —now
belongs to the Department of Public Facilities.)
Extraordinary Maintenance
Responsibility for presentation of proposals for such work —and then overseeing the execution of
approved projects —now belongs to the Department of Public Facilities.
School Technology Program
The long -range technology capital plan is based on a systematic replacement and upgrade of network
equipment, information delivery systems, desktop computers, printers /peripherals, and LCD projectors.
This year the plan is to replace some of the oldest computers and related equipment, moving the district
forward towards a 4 -year planned replacement cycle; to maintain and update the school's LAN network to
provide a reliable and stable framework; to provide improved management tools; and to provide more
classroom instructional projectors to support teaching. (See Article 18(a))
Equipment
Furnishings in buildings that are not new or renovated are updated on a revolving basis as part of an
annual request. The FY2010 requests will provide desks and chairs for students and teachers and cafeteria
tables where replacement is most required. (See Article 18(b))
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
provide 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. Purchases this year are earmarked for
addition or replacement of such items to provide for preparation and serving of food, and cleaning of the
equipment used on a daily basis. (See Article 18(c))
School 5-Year Capital Appropriation History (All Funding Sources)
Program
FY2005
FY2006
FY2007
FY2008
FY2009
Technology
$290,000
$270,000
$400,000
$400,000
$600,000
Classroom Furniture
$50,000
$25,000
Miscellaneous
$1,307,000
$1,656,000
$230,000
Pre -K -12 Master Plan
$155,000
Food Service Equipment
$55,000
Secondary Schools
$340,000
$1,885,000
Elementary Schools
$350,000
$200,000
$445,000
Totals
$980
$1
$2
$3
$835
t FY2009 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 appropriations which includes items for the Schools facilities.
26
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Warrant Article Analysis and Recommendations
The cites to the "Brown Book" refer to the "Town of Lexington Fiscal Year 2010 Recommended Budget
& Financing Plan ", March 2
Article 11:
Appropriate the
FY2010
Funds Requested
Funding
Source
Committee Recommends
$5
CPF (Cash)
Approval (5-0)
Community
(a) Follow -on Study of
(originally
Preservation
Drainage Improvements to
$100,000
CPF ( Cash)
)
Committee
Preserve Various Athletic Fields
CPF +
Operating
(Recreation)
$IOOK GF
Budget and
(Debt))
CPA Projects
(Multiple
Categories)
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
$70,000
(a) Follow -on Study of
(originally
Drainage Improvements to
$100,000
CPF ( Cash)
)
Approval (5-0)
pp
Preserve Various Athletic Fields
CPF +
(Recreation)
$IOOK GF
(Debt))
"This is part of an ongoing capital program for Lexington's athletic fields to provide adequate, safe,
and easily maintained field space for youth, adult, recreation, and school programs... $100,000 was
requested from CPA funds in conjunction with the drainage study of the center playfields. The CPC
has approved the request, but subsequent to the CPC hearing on the project additional information
regarding project scope came to light that has triggered additional review by staff, which may result
in a revised request at town meeting.)" [Brown Book, Page XI -6].
With CPF funding from 2007 ATM Article 26(a), a consultant's report was done to provide an overview
of the drainage issue at the center recreation complex (encompassing 7 play fields). It was received in late
January 2009 and reflected a cost of over $3.6M to accomplish needed work. The Recreation Committee,
in coordination with the DPW Parks Division, decided it needs to reconsider what it wants to do at that
complex. To validate the previous study's conclusions —with specific focus on the potential recreational-
use impacts of alternative actions, including deferral of corrective action — funding for afollow -on study
is being requested. As the North Vine Brook (part of the Shawsheen River watershed) drains through the
complex, whatever data is gathered under the follow -on study would be in a form to assist the Town in its
Comprehensive Storm Management Watershed Study (see Article 15(c)).
27
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Because of the further study of the drainage situation and what might be done to mitigate that problem,
the proposed renovation of athletic field space at the center playfields which would have been
accomplished with $100,000 of GF (debt)—has been deferred, also.
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(b) Storm Water Mitigation to
Preserve the Old Reservoir
$56900
CPF (Cash)
Approval (5 -0)
(Recreation)
"The Recreation Committee requests funding from the Community Preservation Fund to improve
the water quality of storm runoff from the drainage areas entering the Old Reservoir, thus preserving
the Old Reservoir and surrounding recreational and open space areas. Originally, built as the water
supply to the Town of Lexington, the Old Reservoir is now surrounded by large trees creating a
pleasant aesthetic setting for recreational activities such as swimming and hiking. During the school
year, teachers from the Bridge School use the Old Reservoir as part of their science curriculum. The
Old Reservoir is located in the watershed of the Vine Brook, which is part of the watershed for the
Shawsheen River. A 2007 consulting study showed that the primary source of bacteria is stormwater,
which enters the reservoir via four outfalls along Marrett Road. Two of these outfalls go directly into
the reservoir while the other two first enter a detention basin that is connected to the Old Reservoir
via a 4 -foot diameter pipe. While the engineer is currently working with DEP, the proposed
stormwater mitigation project will likely include the following:
The connection from the detention basin to the Old Reservoir will be modified in a manner
that still provides a hydraulic connection and regulates flow from the basin. If the flow from
the basin is controlled, the bacteria will have more time to die before entering the Old
Reservoir;
The existing basin will be enlarged; and
One of the outfall pipes that carries water directly from Marrett Road into the Old Reservoir
will be redirected to the existing basin to avoid the high concentrations of bacteria during
storm events from contaminating the Reservoir.
"The Town will apply for State DEP 319 Funding for the project (a 60/40 split). A follow -up phase will
request funding for a second water quality structure to capture water in the southwest corner of the
facility." [Brown Book, Page XI -16].
Dredging of the retention pond (identified above as "the basin ") was included within the project approved
last year under 2008 ATM Article 9(d). When it was recognized that a larger project was needed that
entailed more - extensive dredging, that previously approved dredging was not accomplished and, instead,
will be part of the above project. (The $20,000 budgeted under last - year's project will be returned to the
CPF.)
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(c) Pond and Drainage
Improvements to Preserve Pine
$20000
CPF (Cash)
)
Approval (5-0)
pp
Meadows Golf Course
(Recreation)
"The Recreation Committee requests Community Preservation funding ... to preserve the ponds at the Pine
Meadows Golf Course. Pine Meadows is a valuable open space and recreational resource used year round
by Lexington residents to play golf, cross - country ski, sled and walk. A 2008 hydrology report
recommended that the project be broken into 3 phases, with the following work proposed for FY2010:
28
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
restoration of the Upper Control Pond Dam and the access path between the Upper Pond and the Kiln
Brook, creation of an overflow system, and reconstruction of the existing pipe near the spillway. The
scope of the work will include dredging approximately 2,000 cubic yards of material from the stream
flowing into the Upper Pond, the stream from the Upper Pond to the Lower Pond, and Kiln Brook to
Route 1-95/128 to provide a larger stormwater storage capacity. It will also include installation of a pre-
cast reinforced concrete box culvert to eliminate the potentially dangerous conditions of the cart path to
the left and right of the Upper Pond that washes out after heavy storms. The Town has done numerous
temporary repairs, but these do not ensure the safety of the dam or adjacent paths. Phase II (FY2012)
[estimated at $248,900] will include adding drainage to the 1 St and 2 nd holes, and Phase III (2015)
[estimated at $336,000] will dredge material from the Kiln Brook/Tophet Swamp." [Brown Book,
Page XI -16] .
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(d) Archives and Records
Management Needs/ Records
$150 000
CPF Cash
( )
Approval (5-0)
pp
Conservation and Preservation
(Historic)
"This is for year 2 of an anticipated 5 -year request for conservation and preservation of historic municipal
documents and records and will continue to address the needs to protect and secure the Town's permanent
and vital records for proper retention, archiving and perpetual access. An annual request of $150,000,
deemed eligible for Community Preservation Act funding, is being made for contractual services,
equipment, and archival materials required for the completion of records treatment, filming, information
and data migration, and digitization. Large volumes of records exist only in hard copy, with little or no
security provisions, and are at risk for damage and loss. Years of permanent archival records created by
municipal departments including DPW /Engineering, Community Development, Assessors, Selectmen,
Town Clerk, and other offices require microfilming, scanning, and conservation /preservation. The
impending construction of a new DPW facility and relocation of DPW /Engineering creates a need and
opportunity for conservation & preservation of critical records, maps, and plans. In addition, some of this
information is critical for full implementation of the GIS system. The main vault at Cary Hall, enhanced
with moveable shelving and pending climate control work funded by the CPA, established a core facility
for proper retention, retrieval and permanent archiving of valuable permanent and historical information.
The year 2013 will mark the 300th anniversary of the incorporation of Lexington; work to be completed
during this 5 -year project will provide the basis for a virtual exhibit of some of Lexington's history during
2013. Year 1 and proposed year 2 projects will be published in late September." [Brown Book,
Page XI -14] .
This would provide for additional work to be accomplished under the contract that was awarded and
with performance beginning in December, 2008, based on the initial funding approved at last - year's
ATM.
29
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Project Description (CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
e Vault Su lemental
O Ca � pp
. $0
i mal l
( g y
CPF ( )
Cash
Indefinite Post onement
p (5-
Appropriation Historic
( )
$45 000
CPF (Cash)
"These funds are requested for the Cary Vault Climate Control project originally authorized under
Article 28, 2006 Annual Town Meeting ($60,000) and supplemented under Article 43 (a) of the 2007
Annual Town Meeting with a $15,000 transfer from Article 29 of the 2006 Special Town Meeting that
authorized $60,000 for Cary Vault Shelving. Additional funding for this HVAC is needed due to more
complex engineering requirements than envisioned at the time of the original appropriation. When the
project was bid in spring 2008 it was expected to fall well within the $75,000 appropriation, but the single
bid received ($100,000) was not accepted as it exceeded available funding. We are reviewing the
specifications and considering possibilities for redesign; however, should redesign options prove not
viable we would like to re -bid and expect costs to again approach $100,000. Delay of the HVAC is
holding up vault reorganization and transfer of historical materials to secure archives. A supplemental
appropriation of $45,000 is requested." [Brown Book, Page XI-13].
A $31,285 contract was awarded earlier this month for the heating - ventilating- air - conditioning (HVAC)
work to be completed by May 31, 2009. A second contract ($22,000) has just been awarded for the fire -
suppression work stipulating completion by July 31, 2009. Of the prior appropriation, after all the
design effort through the re -bid, $60,000 was available for the construction contracts. The total for the
two contracts is $53,285 which leaves a $6,715 balance for fire- alarm -panel revisions, change orders,
and other contingencies. DPF advises that balance is considered sufficient and no supplemental funds will
be requested.
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(f) Town Office Building
Preservation and Renovation
$3000
CPF (Cash)
Approval (5 -0)
(Historic)
"This project is to complete the Town Office Building Use Study and Renovation Design funded at the
2008 Annual Town Meeting. With the DPW department relocating to the new facility at 201 Bedford
Street, the time is appropriate to implement phased construction and renovation to better serve the
customers and staff. The use study and renovation design conducted by Bargmann Hendrie and Archetype
(BH +A) is expected to identify improvements in the following areas:
Correct code and ADA deficiencies,
Improve energy efficiency, and
Support realignment of staff to improve workflows and customer service."
[Brown Book, Page XI -13]
This Committee is generally in support of this Article, but has reservations regarding the overall number
of big- ticket projects which need prioritization and scheduling this being one of them. There is
presently a $2 million request in the 5 -year plan for design /engineering and construction funds.
30
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(g) Police Station Space
$180 000
CPF (Cash)
( )
Approval (5-0)
pp
Preservation and Needs Study
$4500
CPF (Cash)
Approval (5 -0)
(Historic)
"Funding is requested for a space needs study of the Police Station that would include:
a program of space needs,
building & site conditions assessment and systems evaluations (architectural, structural,
mechanical, plumbing, life safety, electrical),
historical evaluations and criteria,
report on LEED opportunities with selected building design,
• schematic design options (building &site),
design review,
recommended schematic design solution,
projected construction costs and project budget, and
projected project schedule and milestones.
"The station was originally built in the 1950's. It was renovated in the mid 70's when the entire building
was dedicated to police services; in 1994 to rebuild the cell block, create an area for a joint
police /fire /9 -1 -1 dispatch center and improve accessibility; and again in 2007 to accommodate all new
radio, telephone and dispatching equipment. The physical facilities currently lack many important
features including an elevator, a fire sprinkler system, a sally port for prisoner access to the cellblock, and
a bulk storage area for supplies and large pieces of evidence. The firing range, male and female locker
rooms, kitchen facilities, training area, garage, and electrical and HVAC systems are all inadequate. The
study described above will help determine priorities for bringing the Police Station up to current
requirements." [Brown Book, Page XI -12] .
We estimate that preservation and renovation of the Police Station would cost in excess of $1 million and
is a case where presently no request is shown in the 5 -year plan for design and engineering or
construction funds.
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(h) Stone Building Renovation
$180 000
CPF (Cash)
( )
Approval (5-0)
pp
Historic
"This project is requesting funds for the design and specifications necessary to renovate the Stone
Building. Built in 1833 by Eli Robbins, the building hosted lectures by such dignitaries as Ralph Waldo
Emerson. It has been used as a public space for most of its history and has been owned by the Town of
Lexington since 1892 when it was first used as a Branch Library. The Stone Building, registered as a
National Historic Landmark and well loved by the community, is in need of repair and renovation if it is
to be used for any public purpose. The building is currently closed due to extensive flood damage that
happened in late August 2007. A planned comprehensive study, approved as a CPA project by the
Community Preservation Committee and approved for funding by Town Meeting, was completed in
Fiscal Year 2008. The Trustees are recommending Option [1], restoring the historic "ell" on the back of
the building rather than developing access within the existing footprint of the building. The total cost
estimate is $2,700,000. The contemplated future use of this building is as a Lexington [Heritage] Center.
31
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
As an alternative to this request, the CPC has recommended that $180,000 be appropriated to stabilize the
structure." [Brown Book, Page XI -12] .
That comprehensive study (which was by HKT Architects, Inc.) estimated Option 1 total- construction
costs in the range of $2.7 million.
The CPC has supported $180,000. Preparation of a Historic Structure Report (HSR) ($25,000), which
will use the results from the earlier study, along with exploratory work associated with siding removal
and disposal ($15,000) and selective interior exploratory work ($5,000) —along with a contingency
($5,000) —are to be the first efforts under this appropriation. The $130,000 balance would be available for
a follow -on contracted effort for whatever exterior repair and restoration are deemed essential to protect
the building envelope after review by the Town.
This Committee fully supports doing the HSR and, following a joint review including this Committee,
proceeding with such essential protective work within funds remaining in the appropriation.
We estimate that preservation and renovation of the Stone Building even after tailoring the work to the
Heritage Center needs would cost in excess of $1 million..
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(j) Greeley Village Roof
$29,700
(i) q Fire Headquarters
(additional
CPF (Cash)
Approval (5 -0)
Preservation and Renovation
$70 300GF
( Debt )
CPF (Cash)
Approval (5 -0)
(Historic)
Article
19(e))
"This request is to continue the feasibility study funded at the 2008 Annual Town Meeting. These funds
will provide the Permanent Building Committee with a conceptual design for two options related to the
renovation /expansion of the main Fire Station. The existing building was designed in the middle of the
last century. Though meeting the basic needs of emergency response, it does not accommodate the
administrative and service demands of the Fire /EMS Department of the 21st Century." [Brown Book,
Page XI -7] .
The CPF proportion of the $100,000 total is based on an estimate of how much of the projected new
facility is contemplated to represent re -use of the existing, historic, building as only the costs related to
that re -use are eligible to use the CPF.
We estimate that preservation and renovation of the Fire Headquarters would cost in excess of $1 million
and is a case where presently no request is shown in the 5 -year plan for design and engineering or
construction funds.
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(j) Greeley Village Roof
Replacement (Affordable
$320,828
CPF (Cash)
Approval (5 -0)
Housing)
"The Lexington Housing Authority is requesting funding to replace the 26 - 40 year old roofs at Greeley
Village with LEED (Leadership in Energy and Environmental Design), Green Building Rating shingles in
order to reduce energy costs ($197,952 last year) and stop water leaks in apartments. Greeley Village is
an elderly /handicapped low- income public housing apartment complex with 100 units that were first
occupied in 1968. Resident's annual gross income has been declining and was $12,263 as of
October 2008; at the same time the average resident's rent was $281.00 including heat, hot water and
32
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
electric. Rent income for this development is approximately $337,200 annually." [Brown Book,
Page XI -17]
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(k) Munroe Tavern Historic
$84500
Structures Report and Capital
$5000
CPF (Cash)
Approval (5 -0)
Needs (Historic)
$797,500)
"The Lexington Historical Society wishes to undertake a study of Munroe Tavern to plan for capital
improvements that will re- capture historic features of the structure, provide upgraded fire protection and
climate control, permit accessibility for the handicapped, and provide expanded space for visiting school
groups and tourists. Munroe Tavern, circa 1700, served as a temporary field headquarters and hospital for
the British Redcoats during their retreat from Concord back to Boston on the afternoon of April 19, 1775.
The Tavern and the land on which it sits were bequeathed to the Historical Society in 1911, and the
building is on both the State and National Register of Historic Places. CPA funding is requested for a
complete historic structures report and capital needs assessment. The budget for this project is based on
the Society's experience with a similar study for the Hancock - Clarke restoration, as well as guidance
from the Massachusetts Historical Commission regarding appropriate fees." [Brown Book, Page XI -17]
As in the past, we still hold that non -Town projects receiving CPA funds must represent a significant
contribution to our Town. We believe that historically sensitive restoration of the Munroe Tavern one of
the key heritage buildings in our Town passes that test.
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(1) Purchase of Three
$84500
Affordable Housing Properties
(originally
CPF (Cash)
Approval (5 -0)
(Affordable Housing)
$797,500)
"LexHab is requesting CPA funding to complete the purchase of three properties for rental units to low
and moderate - income. The Board of Selectmen unanimously approved LexHab's purchase of 11 Ross
Road, 300 Woburn Street, and 104 Emerson Gardens Road. LexHab will provide the down payment and
will cover the mortgage until Community Preservation Funds are made available to complete the
combined purchase price of [$997,500]. The Selectmen also agreed with the LexHAB board to redesign
the method of advertising and selecting renters for these three properties to come into compliance with
current state requirements for the units to count toward the 10% low and moderate housing available. In
its early years LexHAB was able to build one- and two - family homes on tax title Town -owned lots and at
greatly reduced building costs. At this time, however, LexHab has been unable to find additional
buildable Town -owned lots and plans to continue purchasing condominium units and homes to
supplement the houses it builds. Although LexHAB was chartered by the Town of Lexington, it has been
self - supporting through its rents and does not receive tax dollars. In addition to the costs of building and
maintaining housing units, LexHAB pays all its own office rent, legal fees, insurance and salary for a
part -time office manager." [Brown Book, Page XI -17]
The original request for $797,500 addressed covering the outstanding mortgage principals which were
80% of the purchase prices of $395,000 for 11 Ross Road, $352,500 for 300 Woburn Street, and
$250,000 for 104 Emerson Gardens Road. (Those mortgage principals being, respectively, $315,500,
$282,000, and $200,000.)
Subsequent to the publishing of the Brown Book, because of further damage to the house at 11 Ross Road
and continuing legal encumbrances against the title of that property, LexHAB no longer was pursuing
purchase of that property. Instead, they proceeded with the purchase of a duplex at
33
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
1001 & 1003 Massachusetts Avenue. It's across from the East Lexington Fire Station and on a MBTA
bus line. It contains two, 2- bedroom, units and the purchase price is $435,000 which will result in an
80% mortgage principal of $348,000. That revises the combined purchase price for the three properties to
$1,037,500 and a resulting 80% mortgage- principal total of $830,000.
LexHAB's request for CPF is to cover that outstanding mortgage principal plus $15,000 to cover
upgrading the heating systems ($10,000) and the kitchens ($5,000) at the Massachusetts Avenue duplex.
(That duplex will also need painting and, hopefully, replacement of the 1940s -era windows, once
permission is received from the Lexington Historic Districts Commission as the house is in the East
Lexington Historic District; however, that work would be funded in full by LexHAB.)
As the Woburn Street property entails a tear -down and new construction, that purchase price does not
reflect the total cost. We're advised that additional costs are $9,700 for demolition of existing structure,
$7,200 for asbestos removal, and $150,300 to construct the new 3- bedroom home with a basement —a
figure only achievable as the construction will be a joint project with the Lexington Rotary Club and the
Minuteman Regional Vocational Technical School. (There is potential for using another room as a 4th
bedroom, but that's not the norm.)
This Committee is concerned that $520,000 without counting LexHAB's interest payments is being
spent between LexHAB and direct Town funds for a single home. While we recommend supporting that
portion of the request, we expect LexHAB to treat such a high cost as an exception to their normal
approach to acquiring affordable housing.
This Committee is pleased to see that method for determining the renters of these three properties
which, with the substitution of the duplex for the 1 -unit at Ross Road means a total of 4 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 have urged 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. In that regard, we are pleased to learn
that the selection methodology for the 3 units at Parker Manor purchased last year with CPF support (see
2008 ATM Article 9(g)) has been so adjusted such that it will apply to new renters of those units and,
thereby, those units should be eligible for the LSHI.
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(m) Land Acquisition (Mixed
Unknown
CPF TBD
( )
See Articles 12 & 13
Use)
See Articles 12 & 13 for the discussion of this project.
Project Description(CPA Category)
Amount
Requested
Funding
Source
Committee Recommends
(n) Administrative Budget
$150,000
CPF (Cash)
Approval (5 -0)
"Of the $150,000 that the Community Preservation [Committee] has requested for administrative
expenses in FY2010, $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
34
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
allocating a [portion] of its revenues to open space preservation would be hindered." [Brown Book, Page
XI -14]
The remaining $100,000 funds the administrative, legal, membership, and advertising expenses. Included
are $39,745 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 5,
2009, with the Chair of 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 thereby
becoming part of the total available for appropriation in a subsequent fiscal year.
Article 12: Land
Purchase—Off
Funds Requested
Funding
Source
Committee Recommends
$2
CPF (Cash)
Approval (5-0)
Vine Street
(Open Space,
Affordable
Housing, &
Historic)
"... all or any part of land shown as lot 45, on Assessors' Property Map 47, now or formerly of Leary..."
[Town of Lexington Warrant for 2009 Annual Town Meeting, Page 11 ]
"This 14.2 -acre parcel at 116 Vine Street is located near the center of Lexington, with street access from
Brookwood Road and Vine Street. The parcel is sandwiched between the upper and lower sections of
Lower Vine Brook conservation area, which totals approximately 100 acres, and is connected with the
Lower Vine Brook conservation area by a network of trails. It is also occupied by a variety of habitat
features, including wetland, upland, and forest, meadow, and shrub land.
"The parcel sits just to the east of the Lower Vine Brook itself, which feeds groundwater wells that
provide drinking water to residents in Burlington, and eventually flows into the Shawsheen River. Most
of the 116 Vine Street parcel is located in the Massachusetts Department of Environmental Protection
Public Drinking Water Supply Wellhead Protection Zone (Zone 2). The wetlands on the parcel drain into
the Lower Vine Brook.
"As the missing puzzle -piece to connect the two sections of Lower Vine Brook conservation area, this
parcel sits in a key location for acquisition by the Town for conservation open space purposes. The parcel
is also of great importance to drinking water supply protection. Protecting the property in perpetuity
would benefit the town's residents, wildlife, and waterways by conserving an additional 13.7 acres of
open space near the town's center.
"In addition to acquiring the parcel for conservation purposes, a 22,000 square foot (.5 acre) lot will be
divided out of the 14.2 acres lot along a portion of the Vine Street frontage to create a lot for affordable
housing purposes."
[Project Description, March 19, 2009, submitted by Lexington Conservation Commission to the CPC]
Although the specifics of what will be the affordable housing (type of dwelling; number of units, etc.) are
not yet known (and will be the subject of a public discussion), such housing would be under the
management of LexHAB. (Since the above Project Description was prepared —and noted earlier —the
area to be allocated for affordable housing has increased to 30,022 sf (0.7 acre); making the area for
conservation 13.5 acres.) Also, as the existing house on the parcel in the area along Vine Street is an
35
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
historic structure, it's yet to be determined if it is feasible to restore it whether as an affordable- housing
unit or for some other use.
The parcel is presently appraised at $2,760,000 and the purchase price is $2,692,000. The additional
$71,100 being requested includes $36,100 for due - diligence costs (e.g., appraisal, survey, site assessment,
and legal), $25,000 for planning and implementation costs related to the conservation acquisition (e.g., a
site assessment & land- management plan, signage, etc.), and $10,000 for an engineering assessment of
the historic farm house.
The CPC has allocated the requested cash appropriation between the three applicable categories as
follows:
Open Space $2,153,100
Affordable Housing $600,000
Historic $10,000
Article 13: Land
Funds Requested
Funding
Source
Committee Recommends
Purchase—
Recreation EF
Pending Recreation
Recreation
Unknown
CPF (TBD)
Pending CPC Decision
Lowell Street
doesn't fund with
(Mixed Use)
cPF fi�
"... all or any part of land shown as lots 38, 40A and 43 on Assessors' Property Map 20, now or formerly
of Busa..." [Town of Lexington Warrant for 2009 Annual Town Meeting, Page 12]
Article 14
Appropriatefor
Funds Requested
Funding
Source
Committee Recommends
$$39,000
Recreation EF
Pending Recreation
Recreation
(If Town Meeting
(Debt)
Committee Decision
doesn't fund with
Capital
cPF fi�
Projects
t See Articles 11(a), (b), and (c) for the discussion of the projects under this Article.
We understand that the Recreation Committee will be discussing at their April 1, 2009, meeting how to
proceed in the event that any of the three projects are not funded using CPF.
We estimate that preservation and renovation of the Center Field Playground drainage, as studied so far,
would cost well in excess of $1 million and is a case where presently no request is shown in the 5 -year
plan for design and engineering or construction funds.
36
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Article I5
Appropriatefor
Funds Requested
Funding
Source
Committee Recommends
$3
$1 GF
See Below
Municipal
(Debt) + $740
1 (Debt)
Capital
b Head End Eq
O
GF (Free Cash) +
$43,450 GF
( Free Cash +
Approval (5-0
pp
$27,550 Sale of
$27,550 Sale
Projects and
Real Estate +
of Real Estate
Equipment
$119 ,000 Water
EF (Debt) +
$263,500
Wastewater EF
(Debt) + $1
2005 ATM Article
32(g) + $46
Water EF (RE) +
$14,400
Wastewater EF
(RE) + $700,000
State Aid
Project Description
Amount
Requested
Funding
Source
Committee Recommends
Replacement of Engine 3
(a ) Re p g
$500 000
$500,000 GF
Approval
pp 5 -0 ( �
1 (Debt)
"This request is to replace the current Engine 3, a 1997, E -One Pumper with over 100,000 miles on it.
This engine was assigned for nine years as the front line engine out of Fire Headquarters, responding to
more than 2,000 calls annually. Currently Engine 3 is crossed - staffed with the ladder crew and serves the
community as the third engine, responding to over 500 calls annually. Annual maintenance cost to keep
the truck in operational condition is between $15,000 and $20,000, and reliability is a major concern.
NFPA standards as well as ISO standards recommend that reserve apparatus be no older than 15 years;
this piece will be 15 years old upon replacement." [Brown Book, Page XI -4]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
$83,500 GF
(Debt) +
b Head End Eq
O
$154 500
$43,450 GF
( Free Cash +
Approval (5-0
pp
$27,550 Sale
of Real Estate
"This request is Phase II of a project to relocate, replace, and upgrade central equipment for the wide area
network. In 2000, the Town of Lexington, with the help of RCN, embarked on a project to connect all
Town and School buildings with a high -speed data network. Critical Town and School department
operations are heavily dependent on access to information technology through the wide area network.
This network collapses into a "head end" consisting of firewalls, routers and switching devices that are
currently located offsite in the Liberty Mutual Building.
37
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
"The current equipment is approaching the end of its useful life and finding replacement parts is
increasingly difficult, leaving the network subject to prolonged downtime. Replacement of head end
equipment will also allow the Town to take advantage of technology advances made since the existing
equipment was installed 7 years ago. The proposed capital request for 2010 is to replace the head end
equipment, and to improve security by installing it at the new DPW Facility. $60,000 was appropriated at
the 2008 ATM to begin replacement of equipment. A Phase III request in planned in FY2011 for
additional equipment including a network admission control device, an appliance to archive email
messages, and web filtering." [Brown Book, Page XI -4]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(c) Comprehensive Storm
$110 000
GF (Debt)
)
A pp (5-0)
Approval
Mana
Management Watershed Stud
g y
"DPW, Engineering and Conservation are collaborating to address drainage and management issues
related to the 18 brooks in Lexington. Sediment buildup in brooks and wetlands has reduced the volume
of water that can be handled by the drainage system in Lexington. In some cases the drain system outlets
into the brooks have been completely filled with sediment. This request is to fund Phase 1 of a three -year
comprehensive, detailed study on each of Lexington's three watersheds (Charles River, Mystic River and
Shawsheen River) that can be used to develop and prioritize brook restoration and drainage improvement
plans. Future implementation of these projects is expected to include prevention of damage to private
property and Town infrastructure caused by flooding due to poor drainage." [Brown Book, Page XI -5]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
$519,473 GF
(Debt) +
$119,000
Water EF
DPW E ui
(d) Equipment
$903 423
(Debt) +
$263 500
A royal
pp (5-0)
Replacement
p
Wastewater
EF (Debt) +
$1,450 from
2005 ATM
Article 32(g)
"The Department of Public Works annually reviews its inventory of 146 vehicles and pieces of
specialized equipment to determine replacement requirements and identify any new equipment needs for
the next five years. Factors considered include mechanical condition and repair history, changing work
requirements, replacement cost, and recommended replacement time interval. Recommendations are
made by the Road Machinery Division staff and all Division Superintendents, and reviewed by the
Manager of Operations and the Director of Public Works. The operations of the Department rely heavily
on regular and specialized vehicles to mow parks, plow snow, repair streets and complete a variety of
other projects. The objective of the replacement program is to maintain an efficient and cost effective
fleet of vehicles and equipment.
38
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
"FY2010 General Fund Debt authorization is requested to purchase the following equipment:
2- 6 Wheel HD Dump with plow /underscraper & stainless steel sander body (2 g $153,700
each = $307,400),
F450 Truck with Utility Body, Crane & Compressor ($88,323),
Rear -Load Trash Compactor ($100,200)."
[Brown Book, Page XI -5]
The Water EF funding is for a 6 -Wheel Heavy Duty Dump. [Brown Book, Page XI -8]
The Wastewater EF funding is for a Sewer Vacuum Truck. [Brown Book, Page XI -9]
Also included in the GF (Debt) total is $25,000 for a p low/unders crap er attachment for the dump truck
proposed for purchase with Water EF funding. [Rob Addelson, Assistant Town Manager & Town
Comptroller, advice, 10 Feb 2009]
Equipment being replaced (in the order the replacement is cited above):
#27 Highway 6 -Wheel Dump Truck (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 47,500
miles on it and has rot on the frame and undercarriage. This truck has been used strictly as a plowing,
salting, and sanding truck.
#32 Hi!hway 6 -Wheel Dump Truck (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 70,000
miles of plowing, salting, and sanding which causes extensive rot on the undercarriage.
#48 Equipment Division Emergency- Repair Vehicle (To be replaced with like piece of equipment)
This truck is a 1989 Ford F450 utility /service truck that is used by the mechanics to do service repairs to
vehicles on the road when Town equipment breaks down. This truck is unsuitable to perform basic tasks
such as tire changes or routine repairs in its current state. The truck is suffering from body and frame rot.
The new truck will be equipped with a boom to facilitate tire changes and other repair that will prevent
towing of broken -down vehicles to the DPW Garage. The current boom on this truck is not considered
safe to use.
#146 Public Grounds Trash Compactor (To be replaced with like piece of equipment)
This truck is used on a daily basis, Monday through Friday, to pick up trash at various parks, athletic
fields, conservation trails, and public grounds areas throughout Town. The truck was purchased in 2000
and has begun to incur costly repairs for the hydraulic compactor and engine. The current truck has a
side -load hopper that makes it difficult to lift heavy loads. The new vehicle will be similar in size, but will
have a rear - loading hopper with a lift to assist with heavier trash receptacles. This will make the trash -
pickup operation more efficient. The trash truck serves as an integral part of the park- maintenance
program.
#25 Water /Sewer 10 -Wheel Dump Truck (To be replaced with HD 6 -Wheel Dump)
This is a 1991 International Harvester model 2654 10 -wheel dump which is used all the time by the
water /sewer department for hauling sand, gravel, and material to and from water /sewer breaks and
repairs. It is also used for plowing in the winter on the main roads. It has outlived its useful life and has
high maintenance costs that are exceeding its budgeted numbers.
#29 Water /Sewer Vacuum Truck (To be replaced with like piece of equipment)
This is a 1992 International Harvester model 2654 with a model 2100 vacuum body on the back. It is an
integral part of the sewer department's tools for keeping the Town sewers clear and flowing. Debris and
39
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
solids find their way into the lines and build up and block the pipe. This truck goes out 3 times a week on
its regular flushing schedule, not counting emergencies. It has outlived its useful life and is breaking
down 2 or 3 times a year and is out of service for 3 or 4 weeks during each instance.
Project Description
Amount
Funding
Committee Recommends
Storm Drain I
(g) p
Requested
Source
Ap
pp 5 - 0 ( �
(e) Central Business District
(Free Cash) +
ra hic Information
(h) Geog p
None
$21600 Water
N/A
(CBD) Sidewalks
$120 000
EF RE +
Approval
pp 5 -0 ( )
$400,000 request has been deferred. [Brown Book, Page XI -19]
While this Committee supports the Selectmen's deferral of the CBD Sidewalk request for FY2010, we
remain opposed to the previous plan which called for an expensive, all- brick, approach along
Massachusetts Avenue and certain center side streets. Any future request for this project should also
include a plan for including operating monies for maintaining these sidewalks.
Project Description
Amount
Funding
Committee Recommends
Storm Drain I
(g) p
Requested
Source
Ap
pp 5 - 0 ( �
(f) Sidewalk Improvements
(Free Cash) +
ra hic Information
(h) Geog p
None
$21600 Water
N/A
and Easements
$120 000
EF RE +
Approval
pp 5 -0 ( )
$200,000 request has been deferred. [Brown Book, Page XI -19]
This Committee supports deferring this request until a later year, but also recognizes that the need for
non -CBD sidewalks far outweighs the available funds. Therefore, it is possible that any future plans for
such sidewalk funding might be part of a roads debt exclusion.
Project Description
Amount
Requested
Funding
Source
Committee Recommends
Storm Drain I
(g) p
$160 000
$160,000 GF
(Debt)
Ap
pp 5 - 0 ( �
"This request will ... be used to repair /replace drainage structures that are part of road resurfacing projects
and other structures for damaged or requiring repair." [Brown Book, Page XI -5]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
$84,000 GF
(Free Cash) +
ra hic Information
(h) Geog p
$21600 Water
System (GIS)
y
$120 000
EF RE +
Approval
pp 5 -0 ( )
$14400
Wastewater
EF RE
"This request is for the third year of a three -year plan to implement the development of a GIS system for
the Town of Lexington. Over the last 20 years, technology has progressed exponentially and the ability to
integrate databases with graphical interfaces, maps, aerial photography and handheld devices has
revolutionized the way both public and private enterprise works. The combined name for these various
technologies is Geographic Information System (GIS). GIS has numerous benefits for the organization at
every level. GIS allows departments to coordinate activities electronically, adjust mapping and parcel
40
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
numbers automatically, provide easy to understand graphical explanations of Town -wide issues, assist in
cataloging of properties throughout the community, coordinate activities of emergency services, and aid
utility operations. The recommendations for the size, scope and cost of Lexington's system are the result
of a GIS needs assessment and cost study for hardware, software, map and data inventories done in 2006
by Applied Geographic, a GIS Consulting Firm. Funding in FY 2008 and FY 2009 provided the needs
assessment and basic setup of the system. FY 2010 projects will be building the storm drain layer,
document scanning, and web applications." [Brown Book, Page XI -14]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
Traffic Miti ation
(k) g
$50 000
$25,000 GF
A roval (4-1)
pp
(i) Hydrant Replacement
$50,000
(Free Cash) +
Approval (5 -0)
Program
$25,000 Water
EF (RE)
"The Town of Lexington has 1,500 Fire hydrants in its fire protection system. Maintaining this
infrastructure requires periodic replacement of hydrants to ensure safety and provide adequate fire
fighting capacity... [Funding] will provide purchase and installation of 25 hydrants per year. This is the
third request in the series. Last year's request purchased the same amount of hydrants via the same
funding sources." [Brown Book, Page XI -15]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
Traffic Miti ation
(k) g
$50 000
$50000 GF
A roval (4-1)
pp
(Cash)
(FY2001
Override Set -
(j) Street Improvements and
$1 238 125
Aside) +
Approval (5-0)
pp
Easements
$38J25 GF
(Cash) +
$700,000
Chapter 90
State Aid
"This request is for the annual street resurfacing program... Funds will be used for design, inspections,
planning and construction of streets and maintenance and repair of existing sidewalks. A preliminary plan
of the streets to be repaired in FY2010 includes sections of Burlington Street and North Street." [Brown
Book, Page XI -15]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
Traffic Miti ation
(k) g
$50 000
GF (Free
Cash)
A roval (4-1)
pp
"This is the third of four requests planned in support of the Traffic Mitigation Group. 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. Traffic safety is an important component of the quality of life in town. Ensuring
compliance with current standards and updating operational sequences to optimize efficiency will have a
positive impact on safety and vehicle fuel usage. Determining the need, or lack thereof, for new signals
will promote public safety by documenting the adequacy of intersections relative to present and
41
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
anticipated usage. The funding approved in FY2009 is being used to study the Mass. Ave. corridor from
Pleasant Street to Marrett Rd. Potential study areas for FY2010 are Waltham Street from the Waltham
line to Hayden Avenue and /or Hartwell Avenue from Maguire Road to Bedford Street, as well as
evaluation of traffic calming requests." [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.
Article 16. 0
Appropriatefor
Funds Requested
Funding Source
Committee Recommends
$900,000
$900,000 Water
Approval (5 -0)
Water
[The $25,000, Water
EF (Debt)
Distribution
EF (RE), for (b)
will be presented
Improvements
under Article 5
(Appropriate
FY2010 Enterprise
Funds Budgets))
The Town Manager has indicated that if this appropriation were approved, it may not be spent in its
entirety during FY2010. Use of the funds, specifically where that would then need Water EF operating
monies for debt service, will be weighed against the desire to moderate water rates in the current
economic climate. (There would be no deferral if the capital project were seen as necessary for health or
safety.) If the appropriation were not used during FY2010, the need and size of an FY2011 appropriation
from the Water EF for the below purposes would be examined next year.
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(a) Water Distribution Mains
$90000
00
Water EF
(Debt)
Approval (5-0)
"This request is to replace approximately 5,000 linear feet of unlined or inadequate water main and
deteriorated service connections, and eliminate dead ends in water mains. Work will be done on portions
of Waltham Street, Audubon Road, Hastings Road, Vaille Avenue and sections of other streets. Unlined
water main corrodes continuously, and the resulting solid blisters on the inner pipe surface restrict flow
and degrade the water. New pipe is lined to prevent this tuberculation and provide cleaner water. Fewer
water line breaks will lead to less emergency construction funds. In addition, newer water infrastructure
means less loss due to leakage. Dead end water mains limit the flow of water available at hydrants in the
event of a fire. Part of funding may come from a MWRA loan." [Brown Book, Page XI -8]
42
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(b) Automatic Water -Meter
$1
Approval (5-0)
Approval (5 -0) contingent upon
Reading System y stem
25 000
Water EF (RE)
inclusion of a phased cost /benefit
Wastewater EF
(Debt)
analysis
"This request will fund consulting /engineering services for the selection of an Automatic Water Meter
Reading system. There are four major components that typically comprise a town -wide automated meter
reading system: an endpoint of meter transmitters, optional repeaters, the base station receiver, and the
data operations center (DOC). Completion of this type of network will provide the Town with the ability
to read meters from a remote location. This type of system can also provide on- demand meter readings
and immediate status alerts. It will enable the DPW to reassign some of the meter reading staff to other
projects (backflow testing), allow increased billing frequency, and reduce or eliminate estimated readings.
Funds will be requested in FY2011 -13 for the phased installation of the equipment for this system."
[Brown Book, Page XI -15]
See Article 17(c) for the balance of the $50, 000 total.
As it's unclear what are the projected personnel savings or the value of the enhanced services, this
Committee is conditionally in support of the appropriation, but only if the first product is a cost /benefit
analysis of the options for a remote Automatic Water Meter Reading System. A factor in this analysis
needs to be the above - proposed alternative use of the Town employees who are engaged in the current
system of meter reading at the point of service to a residence or business. Review of that initial product
and a determination of the cost - effective merit of a new system should precede any authorization to
proceed with the selection and engineering of any such system and this Committee asks to be a
participant in that review and determination process.
Article 17.
Appropriatefor
Sewer
Funds Requested
Funding Source
Committee Recommends
$1
$1
Approval (5-0)
[The $25,000,
Wastewater EF
Improvements
Wastewater EF
(Debt)
(RE), for (c) will be
presented under
Article S
(Appropriate
FY2010 Enterprise
Funds Budgets))
The Town Manager has indicated that if this appropriation were approved, it may not be spent in its
entirety during FY2010. Use of the funds, specifically where that would then need Wastewater EF
operating monies for debt service, will be weighed against the desire to moderate sewer rates in the
current economic climate. (There would be no deferral if the capital project were seen as necessary for
health or safety.) If the appropriation were not used during FY2010, the need and size of an FY2011
appropriation from the Wastewater EF for the below purposes would be examined next year.
43
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(a) Wastewater System
$1 200 000
Wastewater
Approval (5-0
pp
improvements
p Im
$25 000
EF (Debt)
inclusion of a based cost /benefit
p
"This is part of the annual request for rehabilitation of sanitary sewer infrastructure at a projected pace of
4,900 linear feet per year. Engineering investigation and evaluation will be done on sewers in remote,
inaccessible areas, such as along brook channels where poor soil conditions lead to storm water
infiltration. Areas of focus in FY2010 include the Kiln Brook basin, Tophet Swamp and the area around
the Town's recycling facility. Work will include replacement or repair of deteriorated sewers and
manholes in easements. Sewage leaks and overflows present a direct danger to the health of the
community through transmission of waterborne diseases. In addition, the Town payment to MWRA for
sewage treatment is based on total flow through the meter at the Arlington town line, so excessive flow of
stormwater in the sewer results in unnecessarily higher sewage bills. This project maybe eligible for
MWRA grant loan program." [Brown Book, Page XI -9]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
Station U rades
(b) Pump Upgrades
$100 000
Wastewater
EF (Debt)
A roval
pp 5 -0 ( �
"Lexington has 10 Sewer pumping stations valued at over $6 million dollars. This request is the third of a
five -year program for upgrading, OSHA compliance, and equipment replacement. The pump stations are
evaluated every year to ensure they are operating within design perimeters. As the system ages, motors
and valves need to be replaced and entryways need to be brought up to current OSHA Standards. Pump
failure result in sewer surcharging and overflows, which create a public health risk and environmental
damage. FY2010 work will be at the Concord Ave Station and North Street Station." [Brown Book,
Page XI -9]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(c ) Automatic Water -Meter
$600 GF
Wastewater
Approval (5 -0) contingent upon
Reading System
$25 000
EF (RE)
inclusion of a based cost /benefit
p
I
I
analysis
See Article 16(b) for the discussion of this project and the balance of the $50, 000 total.
Article 18 0
Appropriatefor
School Capital
Funds Requested
Funding Source
Committee Recommends
$725,000
$600 GF
Approval (5 -0)
(Debt) + $125
Projects and
GF (Free Cash)
Equipment
44
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(a) System -Wide School
$60000
$60000 GF
Approval (5-0)
pp
Technolo Plan
gY
(Debt)
"This request focuses on core, critical computing services and building a stable and reliable backbone to
support the School Department's mission and long range technology capital plan. FY2010 projects are
intended to achieve the following:
Replace some of the oldest computers and related equipment, moving the district forward towards a
four year planned replacement cycle;
Maintain and update the school's LAN network to provide a reliable and stable framework;
Provide improved management tools; and
Provide more classroom instructional projectors to support teaching.
1. Desktop Computing - $500,000: There are currently 2,100 plus desktop, laptop and server computers
used daily by students, instructional staff, support staff and administrators. Despite accelerated
replacement efforts initiated in FY 08, some computers still in daily service are five to eight years old and
are no longer capable of running current versions of instructional software, or providing adequate access
to required networked resources or online software tools; they are also no longer cost effective to repair.
2. Network Equipment - $8,000: Minor planned network upgrades will leverage our investment in the
network equipment purchased with previous years' funds. Upgrades of the LAN network cabinet switches
and service throughout all school buildings will be completed in 2009, including the expansion of our
existing managed wireless network and some WAN services upgrades specific to school requirements.
3. LCD /DLP Projection Equipment - $50,000: Additional LCD projectors will be installed as appropriate
in classrooms throughout the district; locations to be determined.
4. Information Delivery Systems - $27,000: Funds are requested to continue to maintain and support
server infrastructure including additional storage capacity, archive systems, web services and security. In
previous years we have addressed interoperability and compatibility between administrative data systems,
completed upgrade of all school file servers, and extended overall data storage capacity to support
administrative needs. The district is converting its core student management system to a unified flexible
database information system with web -based access. FY2010 funds will upgrade the Firstclass
communication server, provide a radius server for LAN management, and start to replace aging file
servers currently in use.
5. Printers /Peripherals - $15,000: To purchase new and replace old shared printers throughout the district
as building needs arise. Printers have many moving parts that wear out and break and are not always cost
effective to repair.
[Brown Book, Page XI -7]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
b Classroom Furniture
O
00
$50 0
GF (Free
1 Cash )
Approval (5-0)
pp
"School buildings that have not been renovated need to have classroom furnishings replaced, and there
are additional limited needs at other schools. This is the second annual funding request. Last year the
School Department used some of the funds to move donated furniture that had been stored both on site
and off site into the schools, and to purchase a limited amount of new furniture. New replacement
45
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
furniture is needed at Bowman, Bridge, Hastings, Estabrook, Clarke and Diamond (classroom furniture)
schools and the High School labs." [Brown Book, Page XI -10]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(c) Replacement of Kitchen
$7500
GF (Free
Ap (5
pp
Eq uipment
(Debt) + $410,000
Cash )
Facilities
"This is the second annual request for upgrading food service equipment and software at all schools.
Food Service is an in -house restaurant providing healthy and fresh lunch options for students and staff
serving hundreds of meals a day, thousands of meals a year. Currently, some of the school kitchens are
functioning with inappropriate and unsafe household grade equipment. In addition, much of the
commercial grade equipment has survived well beyond its ten -year useful life and needs to be replaced.
Two kitchens failed during FY07, requiring satellite operations to be put in place. Replacement is needed
to comply with Board of Health regulations and to avoid equipment failure. FY2010 funds will be used at
Clarke, Diamond, Hastings, and LHS." [White Book, Page XI -11 ]
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.
Article 19
Appropriatefor
Public
Funds Requested
Funding
Source
Committee Recommends
$1
$926 GF
See Below
(If Town Meeting
(Debt) + $410,000
Facilities
doesn't fund sub-
GF (Free Cash) +
N/A
elements (j), (k), &
$157,594 Tax
Capital
(o) with $255,000 of
Levy (If CPF
Projects
CPF�, then this
doesn't fund, GF
Article total
(Debt) becomes
becomes
$1
$1
Under Articles I (g), (h), & (f), respectively.
Project Description
Amount
Funding
Committee Recommends
Requested
Source
(a) Hastings Oil Tank
Removal and Boiler
None
N/A
Replacement
$135,000 deferred [Brown Book, Page XI -19]
This project was deferred to reduce the overall FY2010 budget.
wo
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(b) Lexington High School
$30500
$30500 GF
Approval (5-0)
pp
Gillespie Auditorium Renovation
p
(Debt)
"This is the final funding request for the renovation of the Gillespie Auditorium at Lexington High
School. Previous Town Meetings have authorized funding totaling $658,000, of which $330,000 is still
available. An additional $305,000 is requested to complete the project in the summer of 2009. Remaining
items include a new sound system ($185,000), HVAC improvements to restore full capacity and reduce
noise [$60,000], replacement of carpeting [$45,000], and stage resurfacing [$7,500] . In addition, a
forestage ($75,000) will be ordered to extend the stage over the orchestra pit. It is anticipated that the
forestage will remain in place except when the orchestra is being used for musical productions. New,
padded seatbacks will be ordered for the lower level seats ($109,000); balcony seats will not be upgraded
because the front of the forestage will not be visible from part of the balcony area. It is anticipated that the
auditorium ceiling will also be repainted at this time [$50,000], assuming that an effective repainting
specification is obtained from the current evaluation of the failed original painting job." [Brown Book,
Page XI -6]
In addition to the elements of the project remaining to be done as mentioned above (with estimated costs
now added where absent), there are new from - the - side -of -the -stage lights (i.e., tormentor, or ton lights)
($25,000) and side curtains ($7,500), plus a small (4.3 %) contingency ($24,000). That brings the total
estimated cost of the work left to be done to $588,000. An update, since the Brown Book was published,
on the funds remaining from the previous appropriations shows them at just about $283,000 thus this
request for $305,000 to complete the auditorium project.
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(c) Lexington High School
$350 000
GF (Debt)
( )
Approval (5-0)
pp
g Y Upgrade Heating System U rade
"Current conditions of the HVAC systems at Lexington High School and unreliable pneumatic controls
are resulting in poor temperature control, noisy classrooms, and the potential for indoor air quality issues.
The Department of Public Facilities recommends spending $1,415,000 for engineering and construction
to replace Math, Science, and World Language buildings univents and add digital controls (DDQ to all
univents, variable air volume (VAV) boxes, and roof top units to be funded from the combination of
available funds from prior appropriations and this capital request. Future improvements to the HVAC
system will be included as part of the ongoing School Master Plan recommendations." [Brown Book,
Page XI -6]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(d) School Building Roofing
$201 500
GF Debt
( )
Approval (5-0)
pp
Program Y
Pro System-Wide
g
"This project requests an investment in roof replacement of approximately $4,000,000 over 10 years.
Because of an excessive number of roof leaks, a comprehensive roofing assessment of all 10 school
buildings was conducted in May of 2008. The resulting inventory of 806,000 square feet of school
building roofs, valued at $12,000,000, includes roof type and square footage of each roofing area. In the
past year roof leaks have caused classrooms to be closed and students relocated into other spaces while
repairs and clean up is conducted. Water infiltration causes damage to building components and
furnishings, and the resulting moisture, if not dried within 24 - 48 hours, can create an environment for
mold growth." [Brown Book, Page XI -6]
47
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(f) Relocate Old Harrington
$70,300
GF (Free
pp (5-0)
Approval
(e) Fire Headquarters
[additional
Cash)
Preservation and Renovation
$29,700
GF (Debt)
Approval (5 -0)
Design
CPA, Article
l li]
See Article 11(i) for the discussion of this project — including the basis for the split funding.
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(f) Relocate Old Harrington
$4000
GF (Free
pp (5-0)
Approval
Playground
round Structures
Cash)
"The play structure behind Old Harrington is no longer used. The equipment is in good condition and
could be utilized at another location where maintenance and annual replacement of the woodfibre surface
to maintain safe conditions are already being done. Both Bowman and Estabrook schools have requested
additional playground structures be installed. Working with representatives of (new) Harrington,
Estabrook, and Bowman schools, the Department of Public Facilities will develop a plan to utilize these
components at the three schools." [Brown Book, Page XI -11 ]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(g) Bowman Play Area
$8000
GF (Free
pp (5-0)
Approval
Im
Improvement
p
Cash)
"This project requests funds to replace approximately 20,000 square feet of pavement in the play area
behind the Bowman school. The pavement is beyond its useful life, with weeds growing in cracks and the
uneven surface causing frequent trips and spills for students during recess. The new pavement will
complement the Bowman Shade Structure (funded through donations and grants) that will be constructed
during the summer of 2009 to significantly improve the recess environment for students." [Brown Book,
Page XI -11 ]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(h) LHS Elevator Piston
$40,000
GF (Free
Approval (5 -0)
Re Replacement
p
Cash)
"Funding is requested for replacement of the hydraulic cylinder in one of the Lexington High School
elevators. The Commonwealth of Massachusetts Department of Public Safety has notified the Lexington
Department of Public Facilities (DPF) that if it cannot provide proof that the hydraulic jack is double
bottomed, the Town will be required to replace the jack. The Department of Public Facilities is currently
researching the equipment to see if this replacement is required. If the elevator does meet State
regulations, the funds will not be spent." [Brown Book, Page XI -11 ]
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(i) School Building Envelope
$125,000
GF (Free
Approval (5 -0)
Pro Program
g
not CPF
Cash)
Pending
"Funds are requested annually for system -wide repairs to the building envelope that keeps moisture out of
school building structures. Proper maintenance of the buildings operated by the Schools will include
repair of damaged panels and siding, recaulking and weatherproofing windows and doors, and painting
the wood exterior on an as needed basis (approximately seven years). The operating budget will continue
to fund small, individual items such as failure of a specific door or window or small painting project.
Each year's program will be established on a priority basis to each school building. FY2010 funds will be
used to repair the exterior soffit and wall panels at the Clarke Middle School. The soffit has deteriorated
such that the horizontal panels could potentially fall onto the lower roof, and vertical panels have
separated from the wall structure so that moisture can infiltrate. Future years' projects will be repairing
and painting the exterior of Lexington High School and reconstructing the spalled concrete below the roof
cap at Diamond Middle School." [Brown Book, Page XI -11 ]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(1) East Lexington Fire Station
$45,000 if
GF (Free
Approval (5 -0)
(j) Police Station Space
not CPF
TBD
Pending
Preservation and Needs Study
under
Article 11(g)
See Article 11 (g) for the discussion of this project.
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(1) East Lexington Fire Station
$18000 if
GF (Free
Approval (5 -0)
(k) Stone Building
not CPF
TBD
Pending
Preservation and Renovation
under Art.
11(h)
See Article 11 (h) for the discussion of this project.
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(1) East Lexington Fire Station
$75,000
GF (Free
Approval (5 -0)
Kitchen U
Upgrade
pg
Cash)
"This project requests funds to upgrade the East Lexington Fire Station kitchen. The inadequacy of the
existing kitchen to support the Department's needs was identified in the 2004 Building Finance Advisory
Committee report. The project includes replacement appliances, cabinets, and refinishing walls, floors,
and ceilings." [Brown Book, Page XI -13]
49
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(m) School Accessibility
$50,000
GF (Free
Approval (5 -0)
Imp rovements
not CPF
Cash)
"This funding request will provide improved accessibility at primary entrances to Lexington's school
buildings. Students with physical challenges have experienced difficulty in entering even the newly
constructed elementary schools, which are in compliance with accessibility codes. This project will install
an automatic door opener at four of the ten school buildings plus the entrance of to the Lexington
Children's Place. Funding for the other six school buildings will be requested next year. The Department
of Public Facilities will work with school building administrators on the timing of the installations."
[Brown Book, Page XI -13]
Following review by the School's Special Education Staff of the priorities for these openers at the
Schools provided by the Lexington Commission on Disabilities, it has been determined that the requested
FY2010 funding would be used to install the openers at entrances to the Harrington, Bowman, Fiske, and
Hastings Elementary Schools, and at an entrance to the Lexington High School.
Project Description
Amount
Requested
Funding
Source
Committee Recommends
(n) Municipal Building
$157 594
GF (Cash)
A roval (5-0)
pp
Envelo p e
not CPF
TBD
"This annual request includes construction, repair and replacement projects for the maintenance and
upgrade of municipal buildings and systems. Projects proposed for FY2010 include:
• Animal Shelter - Building envelope repairs and refurbish interior ($15,000),
• Masonry waterproofing plan - Develop specifications and schedule for masonry repointing and
waterproofing schedule town wide. ($10,000).
The Department of Public Facilities is prioritizing additional projects."
[Brown Book, Page XI -13]
Project Description
Amount
Requested
Funding
Source
Committee Recommends
$30,000 if
(o) Town Office Building
not CPF
TBD
Pending
Preservation and Renovation
under Art.
11(f)
See Article 11() for the discussion of this project.
50
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Article 20: Street
Acceptance—
Pitcairn Place
Funds Requested
Funding
Source
Committee Recommends
$125,000
GF (Debt)
Approval (4-1)
(Citizens'
Article)
"The abutters on Pitcairn Place have petitioned the Town to accept Pitcairn Place as a Public Way.
Pitcairn Place was originally developed as a subdivision street, but for unknown reasons, the developer
never requested that the Town accept it. The estimated cost to bring the street and right of way up to a
standard condition for acceptance is $125,000. This cost will ultimately be borne by the abutters through
the betterment process." [Brown Book, Page XI-5]
Article 22:
Appropriatefor
Design/
Funds Requested
Funding
Source
Committee Recommends
Unknown
Unknown
Indefinite Postponement
(s -o)
Engineering
for Senior/
Community
Center at White
House Site
(Barnes
Property)
"To see if the Town will vote to appropriate a sum of money for architectural and engineering services for
planning a senior /community center on the White House (Barnes Property) site, shown as a portion of Lot
170A on Assessors' Property Map 48..."
DESCRIPTION: The Council on Aging Board has proposed locating a new Senior /Community Center at
the White House (Barnes Property) site and requests funds for the design engineering phase of the
project."
[Town of Lexington Warrant for 2009 Annual Town Meeting, Page 20]
See the discussion under Council on Aging /Community Center on page 16.
51
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Article 24:
Amount for
Rescission
Original Funding
Source
Committee Recommends
Rescind Prior
State
Approval (5 -0)
Appropriate to
Borrowing
None
Debt
Indefinitely Postpone
(s -o)
Authorizations
in hand
Stabilization
"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 2009 Annual Town Meeting, Page 21]
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. There is one such case
before this Town Meeting. See Article 15(d).
Article 26:
Establish and
Funds Requested
Funding
Source
Committee
Recommendation
$1,739
State
Approval (5 -0)
Appropriate to
Reimbursement is
Debt Service
in hand
Stabilization
Fund
"To see if the Town will vote to create a separate Stabilization Fund in accordance with Section 5B of
chapter 40 of the Massachusetts General Laws for the purpose of paying a portion of the debt service on
certain outstanding bonds of the Town issued for the purpose of the Diamond Middle School, Clarke
Middle School and High School construction projects; to determine whether to appropriate to such
Stabilization Fund certain grants received by the Town from the Massachusetts School Building
Authority with respect to such school projects; or act in any other manner in relation thereto."
"DESCRIPTION: This article would allow the Town to invest bond proceeds beyond the one -year limit
that would otherwise apply and would provide more flexibility in dealing with existing tax laws."
[Town of Lexington Warrant for the 2009 Annual Town Meeting, Page 22]
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 M 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 2 1 /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 still holds $1,739,894 of that
excess reimbursement.
52
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Per an interpretation of the Town's Bond Counsel, such excess reimbursement is to be kept in a
Stabilization Fund and each year an appropriation would be required from that fund toward the annual
debt service until that Stabilization Fund is exhausted. Prior to that interpretation, and in accordance with
DOR regulations, a schedule of the debt has been developed which stipulates applying $130,260 of the
excess reimbursement each year for the debt service.
This Article provides to establish that specific Stabilization Fund and deposit into it the $1,739,894 of
remaining excess reimbursement if there is no change in the Bond Counsel's opinion. The Town,
however, is continuing discussions with its Bond Counsel to see if use of the Stabilization Fund is
mandatory in order to achieve the investment benefits and flexibility in dealing with existing tax laws as
reported in the Warrant. If it's determined such a Fund is not mandatory to gain those advantages, the
Motion under this Article will be for Indefinite Postponement.
Article 28. 0
Funds Requested
Funding Source
Committee Recommends
Appropriate to
Stabilization
Unknown
Unknown
Indefinite Postponement
(s -o)
Fund
(s -o)
Capital
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. The use of 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 2009 Annual Town Meeting, Page 22]
No appropriation into this fund is anticipated at the 2009 Annual Town Meeting.
Article 31:
Appropriatefor
Funds Requested
Funding
Source
Committee Recommends
$0
GF (Free Cash)
Indefinite Postponement
Authorized
(s -o)
Capital
Improvements
"These funds are requested to supplement the $50,000 appropriated by the 2008 Town Meeting for
removing the underground oil storage tank at Estabrook School. Upon further analysis, The Department
of Public Facilities concluded that the old oil boiler should be removed at the same time and a more
efficient natural gas boiler installed." [White Book, Page XI -11; not included in the Brown Book]
There will be a request to Indefinitely Postpone this Article which originally was requesting $85,000.
While the change from oil to natural gas as the long -term fuel for the two boilers is still deemed prudent,
as there is the just-released—but not yet analyzed Schools PK -12 Master Plan with additional long-
term systems implications, it was decided not concurrently to replace the steam boilers. (For example, it
may be preferable to convert to a hot -water system with new univents depending on the long -term plans
for the Estabrook School.)
Instead, the original plan to install natural -gas burners on the current steam boilers will take place. (As to
the comparative fuel costs: While the short -term cost of oil has declined significantly, the Town now has
53
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
a 3 -year natural -gas contract, starting later this year, which is 5% lower than the expiring contract.) The
original appropriation of $50,000 at the 2008 Annual Town Meeting is considered sufficient to install
those burners the natural -gas line having already been installed by the utility company (National Grid)
at no expense to the Town and to remove the then -no- longer- needed underground oil storage tank. (The
Town expects to be reimbursed by the State for 50% of the direct tank - removal expense, but the full
expense first must be paid by the Town and, thus, included in the appropriation.)
Article 33: Amend
General Bylaw—
Funds Requested
Funding
Source
Committee Recommends
None
Not Applicable
Approve (5 -0)
Capital
Expenditures
Committee
"To see if the Town will vote to amend § 29-13.13 of the Code of the Town of Lexington by adding the
words "or otherwise distributing" after the words "and by mailing "..."
"DESCRIPTION: The proposed amendment would give the Capital Expenditures Committee the option
of distributing the annual committee reports to town meeting members in various ways other than by
mailing."
[Town of Lexington Warrant for the 2009 Annual Town Meeting, Page 24]
We view this as a necessary "housekeeping" update to recognize that the distribution to Town Meeting
Members of our report to the Annual Town Meetings by mailing is neither cost effective nor timely these
days. It will codify that we use other means for that distribution such as our actual practice of placing
printed copies of the report on the Information Table at Town Meeting and making an electronic copy
available on a Web site (both typically done at least one session before when an Article upon which we
comment is debated).
The proposed change makes this Committee's distribution requirements the same as those already
established in the Code for distribution of the report of the Appropriation Committee.
Note: Town Meeting adopted the Motion under this Article at its session on March 23, 2009.
54
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
A endix: Community Preservation Fund Cash for FY2010
Can Expend in
Items Amount ($M) FY2009 FY2010 Comment
From FY2009 Budget
Open Space Reserve 939,894 Yes Yes Cumulative 10% allocations
Historic Reserve 0 N/A N/A Appropriations exceeded all 10% allocations
Affordable Housing Reserve 0 N/A N/A Appropriations exceeded all 10% allocations
Unbudgeted Reserve 1,659,749 Yes Yes FY2009 Revenues less FY2009 Appropriations Net of
other Reserves
Subtotal for FY2009 2,599,643 Yes
Undesignated Fund Balance (exclusive of State 3,614,916 Yes
Match received in FY2009)
Estimated State Match on FY2008 Surcharge 1,550,682 Yes
Subtotal of Undesignated Fund Balance 5,165,598 Yes
Total from all Prior FYs (exluding State Match 7,765,241 Yes
"True -Up')
State Match True -Up 377,026 No
Total from all Prior FYs (excluding unbooked 8,142,267
Investment Income or prior - projects' residuals)
From FY2010 Budget
Revenues
Property Surcharge (Estimated) 3,027,909 No Yes
State Match on FY2009 Surcharge (Estimated) 869,162 No Yes
Yes
Yes Prior FYs' Unbudgeted Reserves plus Booked
Investment Income
Yes Ended up being 55.8 percent of $2,777,882 actual
FY2008 Property Surcharge (See below for true -up to
69.4%.)
Yes
Yes Without any returns of unused appropriations for
completed projects, unbooked Investment Income
Has a Additional, over the above estimated match, to fully
Qualifi- fund the $1,927,708 actual match. Can only be used
cation after FY2009 closes and has been certified by the State
Department of Revenue — typically in the September
time frame.
Investment Income (Estimated) 75,000 No Yes
Total FY2010 Revenue 3,972,071 No Yes
Proposed Appropriations
Open Space 2,153,100
Historic 494,700
Affordable Housing 1,765,828
Recreation 839,000
Administrative Budget
150,000
Subtotal of Proposed Appropriations
5,402,628
Allocations to Reserves
Open Space
0
Historic
0
Affordable Housing
0
Unbudgeted Reserve
0
Subtotal of Allocations to Specific Reserves
0
Total New Uses
5,402,628
Balance for FY2010 Cash -Flow Only)
- 1,430,557
Balance Available to CPC for Further
Projects
From Prior FYs
8,142,267
FY2010 Revenue 3,972,071
Subtoal 12,114, 338
Less Proposed Appropriations & 10% Allocations - 5,402,628
Projected Balance Total After 2009 ATM 6,711,710
Actions
FY2011 Surcharge Revenue 3,133,975
Minimum Estimated Balance Available to 9,845,685
CPC for Next Cycle without State Match or
Final Interest Income
In 1st round, estimate 29.00% of committed FY2009
Property Surcharge ($2,961,858) after applying
collection rate of 98.69% for match of $847,687;
estimate additional $21,475 in 2nd round (equivalent to
0.73 %); presume no 3rd round.
Basis for 10% allocations
Allocation from Article 12's total of $2,763,100; see
Historic & Affordable Housing categories for the
balance. (Article 13 is still pending.)
Articles 11(d)($150,000), (e)($0), (f)($30,000),
(g)($45,000), (h)($180,000), (i)($29,700), &
(k)($50,000); Article 12 ($10,000).
Articles 110)($320,828) & (1)($845,000); Article 12
($600,000). (Article 13 is still pending.)
Articles 11(a)($70,000), (b)($569,000), & (c)($200,000).
(Article 13 is still pending.)
Article 11(n)
Also represents reserve ending balances.
Proposed appropriations are >_ 10% allocation
Proposed appropriations are >_ 10% allocation
Proposed appropriations are >_ 10% allocation
Unproposed balance of FY2010 Revenue (if positive)
Including "true -Up" of State Match received in FY2009,
but excluding unbooked investment income or prior
projects' residuals.
Doesn't include State Match or estimated investment
income in FY2011
55
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
56
CAPITAL EXPENDITURES COMMITTEE REPORT TO 2009 ATM
Summary of Warrant Article Recommendations (continued)
Abbreviations: CPF = Community Preservation Fund; EF = Enterprise Fund;
RE = Retained Earnings; GF = General Fund; TBD = To Be Determined;
ATM = Annual Town Meeting
Continued from inside of front cover
Art.
Description
Request
CEC
Recommended
Funding Source
18
School Capital Projects and Equipment
18(a)
School Technology Plan
$600,000
$600,000
GF Debt
18(b)
Classroom Furniture
$50,000
$50,000
GF Free Cash
18 c
Replacement of Kitchen Equipment
$75,000
$75,000
GF Free Cash
19
Public Facilities Capital Projects
19(a)
Hastings Oil Tank Removal and Boiler Replacement
None
N/A
GF Debt
19(b)
Lexington High School Gillespie Auditorium Renovation
$305,000
$305,000
GF Debt
19(c)
Lexin gton High School Heating System Upgrade
$350,000
$350,000
GF Debt
19(d)
School Building Roofing Program System-Wide
$201,500
$201,500
GF Debt
19(e)
Fire Headquarters Preservation and Renovation Design
$70,300
$70,300
GF (Debt) [See Article 11(i) for the
balance of the $100,000 total.
19(f)
Relocate Old Harrington Playground Structures
$40,000
$40,000
GF Free Cash
19
Bowman Play Area Improvement
$80,000
$80,000
GF Free Cash
19(h)
LHS Elevator Piston Replacement
$40,000
$40,000
GF Free Cash
19(i)
School Building Envelope Program
$125,000
$125,000
GF Free Cash
190)
Police Station Space Preservation and Needs Study
$45,000
$45,000
GF (Debt) [if not CPAF under Article
11
19(k)
Stone Building Preservation and Renovation
$180,000
$180,000
GF (Debt) [if not CPAF under Article
11 h
19(l)
East Lexington Fire Station Kitchen Upgrade
$75,000
$75,000
GF Free Cash
19(m)
School Accessibility Improvements
$50,000
$50,000
GF Free Cash
19(n)
Municipal Building Envelope
$157,594
$157,594
GF Tax Lev
19(o)
Town Office Building Preservation and Renovation
$30,000
$30,000
E (Debt) [if not CPAF under Article
f
20 IStreet Acceptance-Pitcairn Place Citizens' Article $125,0001 $125,000 GF Debt
22 Appropriate for Design/ Engineering for Senior/ Community Unknown Indefnite Unknown
Center at White House Site Barnes Property) Postponement
24 Rescind Prior Borrowing Authorizations None Indefnite Debt
Postponement
26 jEstablish and Appropriate to Debt Service Stabilization 1 $1,739,894 1 $1,739,894 IState Reimbursement in Hand
28 Appropriate to Stabilization Fund Unknown Indefnite Unknown
Postponement
31 Appropriate for Authorized Capital Improvements $0 Indefnite GF (Free Cash)
Postponement
33 lAmend General Bylaw-Capital Ex enditures Committee I None I Approve I Not Applicable
57