HomeMy WebLinkAbout2011-05-24-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC)
Date, Place and Location: May 24, 2011, 8:30 a.m., Town Office Building, Room G -15
Members Present: Charles Lamb, Chair; Ted Edson, Vice - Chair; Bill Hurley; David Kanter
Member Absent: Shirley Stolz
Other Attendees: Pat Goddard, Director of Public Facilities (DPF); Micah Niemy, Town
Budget Officer
Documents Presented:
1. Rob Addelson E -mail, March 13, 2011 15:06:59 EDT, Subject: Green Roof Repair
Project —LHS
2. Patrick Goddard E -mail, May 18, 2011 17:42:39 EDT, Subject: RE: CEC Meeting,
Tuesday 5/24/11, 8:30am, TOB G -15, with an attachment "CEC May 24.pdf"
containing a series of documents intended to support increased capital funding for all
Town facilities.
Mr. Lamb called the meeting to order at 8:30 a.m.
Plan for Addressing the Shortfall in Funding for the Lexington High School Green Roof
Repair Project
Mr. Goddard discussed with the Committee the Town's plan for addressing what could be—
based on the proposal by the low- bidder for the base bid plus an add alternative regarding
the High School Field House —a $66,561 shortfall beyond the funding previously allocated
to this project from the appropriations at the FY2009, FY2010, & FY2011 Annual Town
Meetings. While the shortfall might be reduced if all of the budget for variable expenses
were not needed, the plan is to reserve $66,561 out of the $300,000 appropriated at the
FY2011 Annual Town Meeting, under Article 13c, for "School Building Envelope and
Systems" to cover the currently - projected shortfall. The Committee expressed its
appreciation of being advised of the situation. Mr. Edson moved to endorse that plan for
funding the shortfall; Mr. Kanter seconded. Vote: 4 -0.
Capital Maintenance Needs
Mr. Goddard discussed with the Committee the documents he had provided and made his
case for the need to increase capital funding, including reconsidering the current practice of
generally expecting that capital projects with a projected cost of over $1,000,000 are to be
considered for debt exclusion —with regular tax -levy funding being primarily to maintain
Town services. The Committee agreed to take the matter under consideration —with the
goal of having a position prior to when the Town would begin preparing the FY2014 budget.
Request for Committee Input to the Board of Selectmen's LBoS) Annual Goal Setting
The Committee considered which goals for FY2013 (without necessarily being limited just
to that fiscal year) it would want the BoS to include with regard to capital matters facing the
Town. Included in the discussion were these matters:
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a. More comprehensive and transparent capital planning —at least for the 5 —year
period of the Town's formal Capital Plan as presented to the Committee for its review and
reporting to the Annual Town Meeting. While the Committee appreciates the
understandable concern about putting out estimated amounts and timing, acknowledges
that there are shadow and partial capital plans, and appreciates that progress has been
made in enhancing the long -range capital planning, the Committee believes a prioritized
plan is both appropriate and needed so this Committee, Town Meeting, and our residents
can better understand and evaluate the challenge that lies before the Town in addressing
its capital needs.
b. Beginning the transition of maintenance programs from the capital budget to the
operating budget. Progressively expand the funding so that budget can properly provide for
the needed routine maintenance. While the Committee understands that currently those
programs are principally addressing a huge backlog of maintenance, we do not believe all
of the funding for those programs is being applied to "extraordinary maintenance" —which
we can appreciate can reasonably be considered capital -like in nature.
c. Transition the recurring capital programs that are currently funded with debt to just
tax -levy funding (including the use of Free Cash).
Mr. Kanter moved that the Committee authorize the Chair to frame goals incorporating at
least the above matters and submit them to the BoS on behalf of the Committee; Mr. Edson
seconded. Vote: 4 -0.
Mr. Hurley left the meeting.
Evaluating the Committee's Approach to the Review of the Capital Program
Mr. Kanter raised the subject of how the Committee accomplishes its review and oversight
of the Town's Capital Program — including, among other things, what material it requires
from the Town in conjunction with the presentations before the Committee of the capital -
budget items, what should be the role and depth of analysis by the Committee, and what
should be the Committee's involvement between Town Meetings. The Committee agreed to
have further discussions on these matters at future meetings and would plan to invite other
key players from the Town staff and from other Committees to participate if the Committee
decides that any substantive change from its practice is warranted.
Approval of Minutes
Mr. Kanter read substantive portions of a draft Minutes for this meeting. The Members then
proposed revisions. Mr. Kanter then moved that those revised Minutes be approved with
any additional, non - substantive, editing; Mr. Lamb seconded. Vote: 3 -0. Mr. Kanter will
provide the approved Minutes to the Town Clerk's Office.
At 10:06 a.m., a Motion was made by Mr. Kanter to adjourn; Mr. Edson seconded.
Vote: 3 -0.
These Minutes were approved by the CEC at that meeting.
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