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�y w-AOR yrry. Minutes of the s \�� Lexington Capital Expenditures Committee (CEC) Meeting n April 3, 2019 APRIL&", II,E XI NGT.0 Location and Time: Cary Memorial Building, Robbins Room; 7:00 P.M. Members Present: Charles Lamb, Chair; David Kanter, Vice-Chair& Clerk; Sandy Beebee; Rod Cole; Frank Smith; and Wendy Manz (arrived 7:17 P.M.) Members Absent: None Others Present: Lynn Eriksen, Resident; Alex Coults, Resident Documents Presented: • Notice of CEC Meeting, April 3, 2019 • Draft Minutes of the CEC Meeting, April 1, 2019 Call to Order: Mr. Lamb called the meeting to order at 7:00 P.m. Preparation for the 2019 Annual Town Meeting (ATM)—Center Track & Field Project. Ms. Beebee had advised this Committee that the Recreation Committee (RC) had just taken its awaited, full-committee vote regarding that the chosen bid would exceed the $3,340,000 appropriation for this project if more than the first two Add Alternates (AA) (AAO, Extend warranty on a synthetic surface, and AA1, Include an organic infill for the synthetic surface) were to be included beyond the base bid. If supplemental funding were to be requested at the current ATM, the progression dictated by procurement regulations would be: • First adding AA2, Include a hybrid surface (natural grass and synthetic), would put the cost $117,000 over the appropriation. • Then adding AA3, Upgrade the lighting from 30 footcandles to 50 footcandles, would increase the cost a total of$138,625 over the appropriation. The RC vote was 4-1 to only add AAO thereby leaving the surface to be synthetic turf with a warranty extended to 10 years. That would put the cost at $3,115,850, $224,150 under the appropriation, and thus no need to pursue additional funding under this ATM's Article 27, Appropriate for Authorized Capital Improvements. Ms. Beebee reported that the RC had chosen not to include AA1 (at $31,500; still within the appropriation) as, notwithstanding an expectation the organic fill would reduce the surface temperature of synthetic turf, it had several adverse, operational aspects. That fill is known to be unstable and needing attention and maintenance (including stocking of that organic material)—a level of maintenance requiring more staff time, on approaching a daily basis, assessing, preparing, and maintaining the playing surface to remain safe; a complete replacement of the top dressing would be needed every 4-5 years at a cost of about$20,000. The RC also felt it was more important to achieve the far greater use per year from the synthetic turf surface than achievable with the hybrid surface—which, therefore, put the still-desired increased lighting level (AA3) out of reach under the pending contract. After further discussion, this Committee accepted the RC decision—which was in line with its own support of having the new surface for that facility provide the most use time as practical. A Motion was made and seconded to support that contract be awarded with just the base bid and the extended synthetic-surface warranty. Vote: 5-0 Minutes: Mr. Kanter described the one amendment to the Draft Minutes of the April 1, 20197 meeting. A Motion was made and seconded to accept that Minutes as presented. Vote: 5-0 Page 1 of 2