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HomeMy WebLinkAbout2013-10-10-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 10, 2013 Location and Time: Town Office Building, Reed Room (111); 10:00 A.M. Members Present: Jill Hai, Chair; David Kanter, Vice - Chair; Beth Masterman; Wendy Manz Member Absent: Bill Hurley Documents Presented: • Draft Minutes for the September 24, 2013, CEC Meeting • Draft Minutes for the October 3, 2013, CEC Meeting • Draft Input on Article 4 for the CEC Report to the November 4, 2013, Special Town Meeting ( "Fall STM "), prepared by Bill Hurley • Town Warrant for the Fall STM Call to Order: Ms. Hai called the meeting to order at 10:04 A.M. CEC Report to the Fall STM: The Committee agreed to its responsibilities regarding the Articles on the Town Warrant as follows: • Article 1 (Reports of Town Boards, Officers, Committees): The Report will need to be received and placed on file. Whether there is a need for any spoken comments to be made when doing that is yet to be determined. Action assigned to the Chair. • Article 2 (Amend FY2014 Operating, Enterprise Fund and Community Preservation Budgets): Normally the Committee would only report on the Community Preservation Budget and Mr. Addelson, Assistant Town Manager for Finance, advised Mr. Kanter during their meeting this past Tuesday (the 8 that no changes are currently contemplated for that budget. The fact that the Community Preservation Fund is contemplated as at least the major, if not the total funding source for the work on the Community Center under Article 5 is not expected to affect the Community Preservation Budget. Remains assigned to Mr. Kanter if any changes to that budget should be proposed. • Article 3 (Appropriate to and from Specific Stabilization Funds): At that same meeting, Mr. Addelson advised Mr. Kanter that there are actions contemplated at least for the Capital Projects /Debt Service Reserve /Building Renewal Fund in conjunction with the proposed funding— consistent with the Model IV endorsed by the Committee at its September 24, 2013, meeting —of the modular classrooms at the Lexington High School under Article 4. The Committee noted that at the October 3, 2013, Budget Collaboration - Financial Summit 1 none of the other participating entities objected to using the Model IV approach to that funding. Mr. Addelson advised there may be minor accounting adjustments to one or more of the other Stabilization Funds —only some of which have capital implications that would deserve being addressed in this Committee's report. Remains assigned jointly to Ms. Hai and Mr. Kanter. • Article 4 (Appropriate for Modular Classrooms at the High School): Remains assigned to Mr. Hurley. Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 10, 2013 • Article 5 (Appropriate for Renovations to Buildings to be Acquired at 39 Marrett Road): Remains assigned to Ms. Masterman. Mr. Kanter distributed Mr. Hurley's draft for Article 4. Ms. Masterman's questions about the nature of the expected write -up on Article 5 were answered and she will shortly submit her draft to Mr. Kanter. He, in turn, will distribute to all members a first draft, if not also additional drafts, of the report for consideration by the Committee at its next meeting. With regard to the Model IV approach for financing the Modular Classrooms at the High School, Mr. Kanter had discussed with Mr. Addelson at their meeting that as it used the mid -point cost within the then - identified estimated cost range for this project, this Committee is looking forward to knowing the bottom -line cost in the later cost estimate that is expected before the Fall STM. Member Concerns and Liaison Reports: Mr. Kanter reported that at the request of Deb Mauger (Chair of the Board of Selectmen [BoS]), Jon Himmel (Co -Chair of the Permanent Building Committee), Glenn Parker (Chair of the Appropriation Committee), and himself —all having followed what the Ad hoc Community Center Advisory Committee (AhCCAC) is doing —met with her this past Tuesday, along with Carl Valente (Town Manager), Pat Goddard (Director of Public Facilities), and Michelle Ciccolo (Chair of the AhCCAC) to discuss the on -going process leading to the request planned at the Fall STM under its Article 5 for the next funding needed for the 1 s ' phase in creating a new Community Center. It was agreed that the Charge to the AhCCAC was sufficient as currently written and that, with Ms. Ciccolo's leadership, that committee was properly addressing programmatic issues; however, Messrs. Himmel, Parker, and himself felt others in Town advisory positions also should be looking, along with the Department of Public Facilities, at the project timing, engineering, and costing aspects being prepared by Steffian Bradley Architects (SBA) —the Town's contractor expected to address all of the project's 1 s ' phase design & engineering, and the schematic design of its 2 nd phase. All at the meeting agreed that those aspects are neither within the Charge of the AhCCAC nor was its membership chosen to have the expertise to address those aspects. Of particular concern is whether the allocations for funding to cover contingencies up to and including the construction of the 1 s ' phase scope are adequate. Ms. Mauger and Mr. Valente agreed with having Mr. Goddard consider the discussion at the meeting and the material provided by Messrs. Himmel, Parker, and himself as Mr. Goddard works with SBA on their upcoming update to the cost estimate and timeline for the project's 1 s ' phase. Mr. Kanter also reported that the AhCCAC had made its recommendation to the BoS this past Monday (the 7 that the Recreation Department staff be moved, as was the previous recommendation regarding the Human Services Department staff, to the new Community Center in the Phase 1, initial occupancy, in 2014. A factor in making that recommendation was that the likely renovation of the Cary Memorial Building — perhaps starting in 2014 — would eliminate an important, existing, Recreation Department storage location in that Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 10, 2013 building and the test fit done by SBA for the AhCCAC has shown that Department could have the needed storage in the Community Center building. The Committee discussed that the current Phase 1 scope doesn't include a commercial kitchen so that the Human Services Department would likely have to use caterers for the Senior Center meals program. Approval of Minutes: • It was moved and seconded to approve the Minutes for the September 24, 2013, meeting, with editorial corrections to what was presented. Vote: 4 -0 • It was moved and seconded to approve the Minutes for the October 3, 2013, meeting, as presented. Vote: 4-0 Next Meeting: It was agreed to add a meeting on October 16, 2013, to those already planned with hope that between it and the meeting on October 21 S ', it will be possible to get votes and approval from all five members of this Committee of the its report to the Fall STM. The plan remains that the report would be published on October 28'" so as to meet the goal of the report being available one week before the Town Meeting would have any Motion presented for a matter on which this Committee first must report. Adjourn: A Motion was made and seconded at 10:56 A.M. to adjourn. Vote: 4 -0 These Minutes were approved by the CEC at its meeting on October 16, 2013. Page 3 of 3