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Home My WebLink About2016-01-12-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 12, 2016 Town Office Building, Reed Room, 7:30 .. Location and Time: AM Jill Hai, Chair; David Kanter, Vice-Chair & Clerk; Elizabeth Barnett; Members Present: Wendy Manz Rod Cole Member Absent: Bob Pressman, Community Preservation Committee (CPC); Others Present: 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 SocietyÈs Application to the CPC, ParsonÈs Gallery Lighting Renovation Draft #3 Minutes for the Capital Expenditures Committee Meeting on January 5, 2015 FY2017 Town ManagerÈs Preliminary Budget & Financing Plan (the ÅWhite BookÆ) ÅShellÆ CEC Report to the February 8, 2016, Special Town Meetings (STMs); prepared by Mr. Kanter Ms. Hai called the meeting to order at 7:34 .. Call to Order: AM Non-Town-Entity Projects under the Community Preservation Act (CPA) Recommended by the CPC: Ms. Bennett reported that Lexington Historical SocietyÈs Munroe Tavern Archeological Dig: 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 cycleÈs 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. Mr. Kanter reviewed two recommended edits for the previously Approval of Minutes: distributed draft January 5, 2016, Minutes. A Motion was made and seconded to approve said Minutes, as revised. Vote: 4Ã0 Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 12, 2016 Ms. Hai reported that the Board of Selectmen Member Concerns and Liaison Reports: (BoS) received the FY2017 ÅWhite BookÆ, on which she expects there will be a presentation at this ThursdayÈs 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. Mr. Kanter discussed CEC reporting to the February 8, 2016, Special Town Meeting(s): his ÅshellÆ 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 CommitteeÈs reportshould explain why this Committeeis 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 PurchaseÄ20 Pelham Road: The intended purpose of the proposed purchase has not been identified. This gives pause for some of this CommitteeÈs members. th It was agreed that it may be possible to approve the report by January 19 (when Mr. Cole th will be absent) and having Mr. Cole approve it on January 26 (when Ms. Barnett will be st absent). The goal would be for public distribution by February 1. Non-Town-Entity CPA Projects Recommended by the CPC (continued): : Mr. Whelan Lexington Arts and Crafts SocietyÈs ParsonÈs Gallery Lighting Renovation reported that the ParsonÈs 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 thatthe 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 SocietyÈs Board. There was an initial review of the list of capital projects being ÅWhite BookÆ Discussion: recommended by the Town Manager for deferral (Page XI-25). The construction of an exercise room in the Fire Department Headquarterswas 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 allof its objections to deferral or funding so those positions can be provided as soon as practical to the Town Manager. A Motion was made and seconded at 9:07 .. to adjourn. Adjourn:Vote: 4Ã0 AM These Minutes were approved by the CEC at its meeting on January 19, 2016. Page 3 of 3