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HomeMy WebLinkAbout2016-01-12-CEC-min LL n Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 12, 2016 APRIL Y$ Location and Time Town Office Building, Reed Room, 7.30 A M Members Present Jill Hai, Chair, David Kanter, Vice-Chair & Clerk, Elizabeth Barnett, Wendy Manz Member Absent Rod Cole Others Present Bob Pressman, Community Preservation Committee (CPC), Susan Bennett, Executive Director, Lexington Historical Society, Tom Whelan, Board member, Lexington Arts and Crafts Society, Sara Arnold, Recording Secretary Documents Presented • Notice of Public Meeting for CEC Meeting, January 12, 2016 • Lexington Historical Society Application to the CPC, Munroe Tavern Archeological Dig • Lexington Arts and Crafts Society's Application to the CPC, Parson's Gallery Lighting Renovation • Draft #3 Minutes for the Capital Expenditures Committee Meeting on January 5, 2015 • FY2017 Town Manager's Preliminary Budget & Financing Plan (the "White Book") • "Shell" CEC Report to the February 8, 2016, Special Town Meetings (STMs), prepared by Mr Kanter Call to Order Ms Hai called the meeting to order at 7:34 A.M Non-Town-Entity Projects under the Community Preservation Act (CPA) Recommended by the CPC Lexington Historical Society's Munroe Tavern Archeological Dig Ms Bennett reported that the planned archeological dig is a small part of a larger project to build an archive center next to the tavern Archive materials are currently stored in the basement of the Hancock-Clarke House, which is climate-controlled, but the space is inadequate and not handicap-accessible After exploring various options, the Lexington Historical Society selected the Munroe Tavern site The dig would be well publicized with the goal of incorporating community participation April vacation is ideal timing because students would be available That raised questions about the timely availability of funds from the Community Preservation Fund (CPF) if they were to be approved by the Annual Town Meeting (ATM) The Committee did not expect those funds would be available in April unless the Article is presented in a Special Town Meeting, perhaps concurrent with the ATM, but opened and dissolved in March Ms Bennett plans to discuss this with Marilyn Fenollosa, Chair of the CPC Discussion of the last of this cycle's non-Town-entity CPA projects to be addressed by the Committee was postponed until Mr Whelan arrived at the later, scheduled, time during this meeting Approval of Minutes Mr Kanter reviewed two recommended edits for the previously distributed draft January 5, 2016, Minutes A Motion was made and seconded to approve said Minutes, as revised Vote 4-0 Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 12, 2016 Member Concerns and Liaison Reports Ms Hai reported that the Board of Selectmen (BoS) received the FY2017 "White Book", on which she expects there will be a presentation at this Thursday's Budget Summit meeting The Agenda for that Summit includes an Executive Session for the BoS, only, to discuss the purchase of the property at 20 Pelham Road and an update regarding the purchase of the remaining property at 241 Grove Street (Wright Farm), and an Executive Summary for all Summit participants regarding the 20 Pelham Road property CEC reporting to the February 8, 2016, Special Town Meeting(s) Mr Kanter discussed his "shell" report that addresses both STMs, but which could later be divided into separate reports for each of those STMs Comments were made on the Articles, as follows • STM 2016-1, Article 2, Amendment to the Regional School District Agreement of the Minuteman Regional Vocational School District It was agreed that this Committee's report should explain why this Committee is taking a position on this Article, as it did at the 2014 ATM, although technically it is not a capital project. • STM 2016-1, Article 3, Appropriate for Hasting School Feasibility Study This study will meet Massachusetts School Building Authority (MSBA) requirements Mr Kanter will discuss the project with Pat Goddard, Director, Public Facilities Department, to determine whether the $1 5 million request for the study is less what it would have been if all of the previous study work had not been undertaken • STM 2016-1, Article 4, Establish, Rename and Appropriate to and from Specified Stabilization Funds Although Rob Addelson, Assistant Town Manager for Finance, expects there will be items for this Article, specific information is not yet available • STM 2016-2, Article 2, Land Purchase-20 Pelham Road The intended purpose of the proposed purchase has not been identified This gives pause for some of this Committee's members It was agreed that it may be possible to approve the report by January 19th (when Mr Cole will be absent) and having Mr Cole approve it on January 26th (when Ms Barnett will be absent) The goal would be for public distribution by February 1 S' Non-Town-Entity CPA Projects Recommended by the CPC (continued) Lexington Arts and Crafts Society's Parson's Gallery Lighting Renovation Mr Whelan reported that the Parson's Gallery is the front room in the building The project cost is $36,280 with $12,000 to be provided by the Lexington Arts and Crafts Society, the balance is being requested from the Community Preservation Fund (CPF) The Society, which is a 501(c)(3) organization (a tax-exempt, non-profit, entity), raises its funds through sales, classes, and self-fundraising The lighting design was prepared by an architect with lighting experience Two issues were raised during the discussion • It was agreed that the Lexington Arts and Crafts Society provides valuable cultural resources for Lexington residents, but Mr Kanter noted this would be the first time the CPF would be used for a comparable, interior-only, project for a non-Town-owned facility, but neither factor makes it ineligible for consideration under the CPA. Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 12, 2016 • As this project is being funding under the Historic Resources category of the CPA, a question was raised as to whether a historic-preservation deed restriction would be required Such a restriction could affect future changes that the Society or a subsequent owner might desire Mr Whelan agreed to review this with Ms Fenollosa and, if such a restriction would be required, with the Society's Board "White Book" Discussion There was an initial review of the list of capital projects being recommended by the Town Manager for deferral (Page XI-25) The construction of an exercise room in the Fire Department Headquarters was one that this Committee considers important to be done There were other projects on that list that also raised questions There was also a brief review of the projects that are being recommended for funding Some projects included were those for which this Committee had previously questioned funding in FY2017 The Committee will have a follow-up discussion to ascertain all of its objections to deferral or funding so those positions can be provided as soon as practical to the Town Manager Adjourn A Motion was made and seconded at 9.07 A.M to adjourn Vote 4-0 These Minutes were approved by the CEC at its meeting on January 19, 2016 Page 3 of 3