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Minutes 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: Page 1 of 2