HomeMy WebLinkAbout2013-10-16-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting
October 16, 2013
Location and Time: Town Office Building, Reed Room (111); 3:00 P.M.
Members Present: Jill Hai, Chair; David Kanter, Vice - Chair; Beth Masterman;
Wendy Manz
Member Absent: Bill Hurley
Others Present: Bob Pressman (Member, Community Preservation Committee)
Documents Presented:
• Draft #3, October 16, 2013, of the CEC Report to the November 4, 2013, Special
Town Meeting ( "Fall STM ")
• Draft Minutes for the October 10, 2013, CEC Meeting
Call to Order: Ms. Hai called the meeting to order at 3:00 P.M.
Draft #3 of the CEC Report to the Fall STM: The Committee reviewed that draft, made
some changes, and took the following actions:
• Article 2 (Amend FY2014 Operating, Enterprise Fund and Community Preservation
Budgets): Agreed to leave a place- keeper entry pending advice from the Town on
whether or not any action will be taken regarding the Community Preservation
Budget. As that is the only part of the Article on which the Committee would report, if
no action will be taken, that Article would be removed from the report.
• Article 3 (Appropriate to and from Specific Stabilization Funds): At present, the only
one of those funds on which the Committee would report is the Capital Projects /Debt
Service Reserve /Building Renewal Fund.
• Even though the specific dollar amount is yet to be determined —the fund
source is understood to be the Town's General Fund (GF) —as that Fund
supports future capital - related financial actions, a "straw vote" was taken that
the Committee recommend approval, with a final vote to be taken when the
purpose and fund source are known. Straw Vote: 4-0
• The Committee discussed the merit of including in the report under this Article
the table that Mr. Kanter had included in the draft, but only for the
Committee's information, regarding all of the current Specific Stabilization
Funds. It was decided that the table would be of general interest as the
purpose of all of those Funds is not well known. The Committee decided to
include it in some form in its report and also to look into providing it to the
Town Meeting Members Association (TMMA).
• Article 4 (Appropriate for Modular Classrooms at the High School): Even though the
specific dollar amount is yet to be determined —the current value is just the mid -point
in an estimated range —the Committee found the proposed write -up, the proposed
fund source being GF debt, and the planned financial model (the Model IV previously
presented to the Committee) acceptable. (A later cost estimate is expected to be
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
October 16, 2013
available before the Fall STM —and, hopefully, early enough to be addressed in the
Committee's report.) A "straw vote" was taken that the Committee recommend
approval, with a formal vote to be taken once the specific dollar amount is known.
Straw Vote: 4 -0
• Article 5 (Appropriate for Renovations to Buildings to be Acquired at 39 Marrett
Road) :
o Mr. Kanter reported he had participated in a meeting this morning with
Pat Goddard (Director, Department of Public Facilities); Michelle Ciccolo
(Chair, Ad hoc Community Center Advisory Committee) (AhCCAC);
Jon Himmel (Co- Chair, Permanent Building Committee); Teresa Wilson,
Joseph Sirkovich, & Kevin Neumann (all principals of Steffian Bradley
Architects (SBA) — consultants on the Community Center Project to be at
39 Marrett Road); and Kevin Putney (Senior Estimator, VJ Associates —
subcontractor to SBA for the cost estimate for that project).
• The purpose was to do a line -by -line review of the cost estimate that
had been updated to reflect the changes in work scope (e.g., including
substantial structural- reinforcement work) and reconsideration of
contingencies and, as felt needed, further revise the latest cost
estimate for that project. After that review, all parties had agreed to a
very - substantially- increased "Total Project Cost ".
• That cost is to be presented tomorrow morning to the AhCCAC and
what that committee approves will be presented to the Board of
Selectmen at its meeting next Monday evening (the 21 It will be
presented to the Community Preservation Committee the following
Thursday (the 24 at which time that committee will decide on what
funding from the Town's Community Preservation Fund (CPF) to
recommend to the Fall STM under this Article —with any balance
having to come from the GF if the project were to proceed.
o While this Committee found the proposed write -up to be sufficient, as the
specific dollar amount to be requested and the allocation between the CPF
and the GF are unknown at this time, no position was taken by this
Committee.
Approval of Minutes: It was moved and seconded to approve the Minutes for the
October 10, 2013, meeting, as amended during the Committee's review today. Vote: 4 -0
Next Meeting: Because there is significant information on all the Articles upon which the
Committee reports to the Fall STM that will not be known until October 25, 2013, it was
agreed to add a meeting on October 27, 2013 at noon. Mr. Kanter will find a publically
accessible location and request the Town Clerk's Office post the meeting. [Subsequently,
the meeting time became 1:00 P.M.] The Committee hopes that by then there could be a
final draft of its report to the Fall STM that can be reviewed and approved by all members at
that meeting, subject only to editorial changes. If so, a best effort would be made to have
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
October 16, 2013
the report published on the next day so as to meet the goal of the report being available
one week before when the Town Meeting would have any Motion presented for a matter on
which this Committee must report.
Adjourn: A Motion was made and seconded at 4:36 P.M. to adjourn. Vote: 4 -0
These Minutes were approved by the CEC at its meeting on October 21, 2013.
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