2019-04-01-CEC-min - Laserfiche WebLink

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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting April 1, 2019 A Motion was made and seconded that this Committee considered the March 26, 2019, draft as supporting this Committee's objectives for the proposed policy. Vote: 6-0 Preparation for the 2019 ATM—Center Track & Field Project After considering the bids received on this project, if more than the first two Add Alternates (AA) (AAO, Extend warrantee on a synthetic surface, and AA1, Include an organic infill for the synthetic surface) were to be included beyond the base bid, that would be in excess of the $3,340,000 appropriation (2018 Annual Town Meeting (ATM), Article 10(h)). • Adding AA2, Include a hybrid surface (natural grass and synthetic), would put the cost $117,000 over the appropriation. • Adding AA3, Upgrade the lighting from 30 footcandles to 50 footcandles, would increase the cost a total of$138,625 over the appropriation. • Procurement regulations require that AAs must be accepted in the order cited in the solicitation. (You can't "skip" an AA in order to get to a later, but desired, AA.) An initial vote by the RC to pursue additional funding under this ATM's Article 27, Appropriate for Authorized Capital Improvements, was 2-2; another vote of the whole RC is expected at its meeting this coming Wednesday, the 3rd. In the interim, that Article 27 was removed from the Consent Agenda as the Board of Selectmen voted (unanimously) to do that in case it should be needed for this project. Ms. Rhodes explained the benefits and objections to each of those surfaces (synthetic and hybrid), the synthetic-surface warrantee, and the alternate lighting levels. This Committee's Chair then granted each person in attendance the opportunity to offer their questions and, at the end of the discussion, any position they held regarding asking Town Meeting to appropriate additional funds in order to achieve what one or more AAs (beyond 0 plus 1) provide (i.e., first to change the surface from synthetic to hybrid and then also to increase the level of lighting). (No vote was taken by the attending AC members.) Although this Committee would not take a position until it learned of the RC's pending vote, each of this Committee's members acknowledged that the reduction in the recommended use of a hybrid surface (1 500 hours per year) from that of a synthetic surface (2,500 hours per year) was concerning—especially in light of the long-time concern of the RC, as expressed to this Committee, that an increase in the available use of its facilities was crucial. Adjourn: A Motion was made and seconded at 7:23 P.M. to adjourn. Vote: 6-0. These Minutes were approved by the CEC at its meeting on April 3, 2019. Page 2 of 2