2020-11-19-AC-min - Laserfiche WebLink

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11/19/2020 AC Minutes debt expenses and an allocation of$168,000 annually into a Capital Stabilization Fund, which would generate $1.68 million over 10 years for capital replacement costs. • Annual maintenance is projected to cost less than $40,000. • It is anticipated that Minuteman will issue a letter of intent for the participating towns, providing continuity and commitment. The fields would be available to the entire Lexington community, and Lexington would be included in a user group that would be making quarterly decisions about the use of the fields. The user group would also consider whether to pursue Phase 11 in the future. • Use of these fields would help address shortages of fields in Lexington and help reduce the wear on Lexington fields. It is not clear whether there would be a place for javelin and hammer throw practicing, which require non-artificial turf. • Two-thirds of Minuteman's member towns must agree to this project for it to move forward; six of the nine have already indicated acceptance. If any towns decide not to participate, they would not be offered the rental opportunities that would be available to the participating communities, and the other towns would need to absorb the additional expense. • The financial proposal exceeds the actual bid, allowing for contingency funding. • Minuteman's Capital Stabilization Fund was started six years ago for the purpose of purchasing capital equipment. Subsequently, the State's Capital Skills Grant funding has become available for such equipment, leaving the full amount in this fund available for the athletic fields. • Heimlich Construction, the selected contractor, did an excellent job on Lexington's recent track and field project. (This was noted in response to concerns that they submitted a particularly low bid for the track and field portion of the project.) • Minuteman's Field Utilization Guidelines identify member towns getting preferential usage after the Minuteman needs are met. • While all of the member Towns that contribute to this part of the project will be offered prioritization and discounted rental rates, some of those Towns are far enough away that additional transportation costs and travel time are likely to deter their usage, which could result in more availability for Lexington usage. There was discussion about the need for additional information regarding the amount of time that the facilities would be available for use by member towns and by Lexington in particular. Mr. Bouquillon agreed to work with Mr. Michelson and Ms. Crocker to respond to this question. This information will be shared with the SB. The meeting adjourned at 7:29 p.m. Respectfully submitted, Sara Arnold Approved: January 21, 2021 2