HomeMy WebLinkAbout2011-12-20-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting
Date, Place, and Location: December 20, 2011 8:00 a.m., Cary Memorial Building,
Legion Room
Members Present: Charles Lamb, Chair; Ted Edson, Vice - Chair; Bill Hurley; David Kanter
Member Absent: Shirley Stolz
Other Attendees: Susan Bennett, Executive Director, Lexington Historical Society;
Bill Kennedy, Chair, Lexington Housing Assistance Board (LexHAB); Steve Keane,
Executive Director, Lexington Housing Authority (LHA); Rob Addelson, Assistant Town
Manager for Finance; Carl Valente, Town Manager
Documents Presented:
1. FY2013— FY2017 Capital Improvement Projects (CIPs) as cited below.
2. "Lexington's Subsidized Housing Inventory (SHI) Over Time ", 12 -14 -2011, prepared
by Aaron Henry, Lexington Senior Planner.
3. "Lexington's Affordable Housing Inventory (AHI) ", 12 -14 -2011, prepared by
Aaron Henry, Lexington Senior Planner.
4. "FY2013— FY2017 Capital Improvement Projects (CIPs) with which David Kanter,
Member, Lexington Capital Expenditures Committee, takes issue (or has comment) ",
19 December 2011.
5. Draft of the Committee's Input to the Town's 2011 Annual Report, distributed by
Mr. Lamb.
Mr. Lamb called the meeting to order at 8:00 a.m.
FY2013 — FY2017 CIPs (Lexington Historical Society) (Ms. Bennett):
Buckman Tavern: $65,000 is being requested from the Community Preservation Fund
(CPF) to do a Historic Structures Report and, as done before, include up through
construction documents. The Town -owned Buckman Tavern is structurally sound, but
needs accessibility upgrades, updated wiring, and a new sprinkler system. The Society's
99 -year lease is in process of being renewed. The Society's research indicates there is a
precedent in cases such as this where the work would not be subject to public bidding;
however, they and the Town are awaiting an opinion from Town Counsel.
Preserving Lexington's Historic Records for Community Use: The total project is estimated
at $82,268, but with the Society providing in -kind support worth $5,000, $77,268 is being
requested from the CPF. The Committee discussed the material proposed to be preserved,
the preservation process, and how there'd be public access through the Town's on -line
portal although the preserved documents would remain, properly protected, in the Society's
hands.
FY2013— FY2017 CIP (LexHAB) (Mr. Kennedy):
Set -Aside for Acquisition of Housing: This is a repeat of the new process used in FY2012
when $450,000 was appropriated from the CPF for LexHAB's use in acquiring community
Page 1 of 3
(affordable) housing —with any unused funds remaining available for use in subsequent
acquisitions. The unused balance from last- year's appropriation is expected to be $45,000
to $50,000, depending on the final cost of the rehabilitation work on the unit that was
purchased. $500,000 from the CPF is being requested for FY2013 with the $50,000
increase so as to be able to better address the energy - saving fix -ups that are likely to be
warranted. The legal status of maintaining affordability in perpetuity at the Katandin Woods
property if it were to be converted from being rentals was discussed. Mr. Kennedy said they
have had their legal counsel research this. Mr. Kanter asked for a copy of their opinion as
he felt that matter directly affected the large fund LexHAB is maintaining in order to
purchase units at that property to ensure they remain as affordable.
The Committee discussed how to prioritize this project as there are other projects —such as
affordable housing on the Leary Land and, possibly, also on the Busa Land—which could
involve LexHAB. Mr. Kennedy assured the Committee that because of the timing of those
other projects, if they materialize, they would not interfere with an acquisition using the
funds being request in this set - aside. The Committee also discussed the matter of the Town
needing an affordable- housing policy to help guide which projects to fund — keeping an eye
on the Town's position with regard to the 10% threshold in the State's Chapter 40B statute.
Mr. Kanter gave an overview of the affordable- housing information recently provided by
Aaron Henry, the Town's Senior Planner, and reported that the Planning Department was
working to find a more - useful format for presenting that information in discussions about
such a policy.
FY2013— FY2017 CIP (LHA) (Mr. Keane):
Greeley Village Accessible Housing Project: While this project to build four, 1- bedroom,
handicap - accessible units is being presented at an estimated cost of about $1,111,000 to
come from the CPF, there is a pending request to the State's Department of Housing &
Community Development (DHCD) to support this project; however, in their letter of
December 15, 2011, DHCD said it will be several months before they can determine
whether they can provide any funding. The Committee discussed the prospect of creating
new units to augment a property which is a responsibility of the State and even splitting the
project — although there is no cost estimate for such a phased approach. The Committee
appreciates the diligence of the Housing Authority in spending the CPF appropriations in
the past for several extra - ordinary maintenance requirements that the State didn't fund. As
with the LexHAB request just previously discussed, the absence of a Town policy regarding
affordable housing is an issue.
Committee Informal Advice on the FY2013— FY2017 CIPs:
Mr. Valente and Mr. Addelson were in attendance to get feedback from the Committee on
those CIPs. At Mr. Lamb's request, Mr. Kanter used his own issues /comments listing —
which did not necessarily represent any other member's opinions on any specific CIP —as a
means to lead the feedback discussion. As each project on the listing was mentioned,
members offered their own opinions regarding the merit of the project, the language
describing the project, the funding amounts and timelines (e.g., the East Lexington Fire
Station Physical Fitness Room and compliance with FCC radio - bandwidth requirements),
and the understanding of Department and Town needs—including prioritizing Police and
Fire projects that could be public- safety or efficiency issues (e.g., their buildings and their
Page 2 of 3
software). All of the Committee members expressed serious concerns about the projects for
the Visitors Center, the White House Stabilization, the Cary Memorial Building Upgrades,
the Greeley Village Accessibility Housing Project, and the Town's need for a long -term plan
to address the street conditions.
Mr. Valente said a decision on funding still needs to be made regarding the street -
improvement project; an analysis and 5 -year funding plan will be presented to the BoS.
Mr. Addelson explained the process of moving from the CIPs, which didn't represent fully
vetted items, to what's included in the Town Manager's FY2013 Preliminary Budget &
Financing Plan (the "White Book ") —which will still contain items pending resolution (e.g.,
because of uncertainty in State aid) .
Other Business:
Mr. Kanter reminded the Committee that Mr. Hadley, Director, Department of Public Works,
had provided the Committee, by e -mail, responses to the questions given to him at his
presentation.
Minutes:
A Motion was made and seconded to accept the minutes as presented for
November 8, 2011, with any editorial corrections found warranted by Mr. Kanter.
Vote: 3 -0 -1 (Mr. Lamb abstaining)
A Motion was made and seconded to accept the minutes as presented for
November 15, 2011. It was discussed that the Minutes indicate the documents presented at
the meeting were to be provided electronically to the Committee. Mr. Kanter will either
acquire the documents or remove that indication from the Minutes. Vote: 4 -0. Note: The
documents were provided electronically.]
Committee Input to the Town's 2011 Annual Report: This is due by December 23rd. Edits
and recommendations were discussed. Mr. Lamb will make the submission.
Future Meetings: The Committee discussed January meetings and that the "White Book"
should be released in early January. It was agreed to schedule meetings for January 10 th ,
17 24 & 31 St.
Mr. Hurley announced that he is representing the Committee at the League of Women
Voters First - Friday Forum on January 6, 2012, where the subject is "Yes For Our Schools —
Learn More" about the January 24 debt - exclusion referendum on the construction of a new
Estabrook Elementary School and the renovation of the Bridge and Bowman Elementary
Schools.
Adjourn: A Motion was made and seconded at 9:56 a.m. to adjourn. Vote: 4 -0
These Minutes were approved by the CEC at its meeting on January 10, 2012.
Page 3 of 3