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HomeMy WebLinkAbout2016-01-29-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 29, 2016 Location and Time: Town Office Building, Reed Room, 7:30 A.M. Members Present: Jill Hai, Chair; David Kanter, Vice -Chair & Clerk; Elizabeth Barnett (remote participation beginning at 9:00 A.M.); Rod Cole Member Absent: Wendy Manz Others Present: Glenn Parker, Chair, Appropriation Committee (AC); Jon Himmel, Chair, Permanent Building Committee; Elaine Ashton, Town Meeting Member; Sara Arnold, Recording Secretary Documents Presented: • Notice of Public Meeting for CEC Meeting, January 29, 2016 • Pending Final #2 Capital Expenditures Committee Report to the February 8, 2016, Special Town Meetings (STMs) 2016 -1 and 2016 -2 • Draft Memo from the AC and CEC to the Lexington School Committee and Dr. Mary Czajkowski, School Superintendent; January 27, 2016, RE: Evaluation of School Capital Projects Call to Order: Ms. Hai called the meeting to order at 7:30 A.M. with the three members in physical attendance and she announced that Ms. Barnett would be joining later by remote participation because she is away on business and any votes taken during her participation will be by Roll Call. CEC Report to the February 8, 2016, STMs: Some wordsmithing was suggested for the Pending Final #2 draft report. It was noted that Town Meeting discussion of STM 2016 -2: Article 2: Land Purchase -20 Pelham Road, will not occur until the Town has more information that can be shared; most likely this will not happen until March 23, 2016. Mr. Parker reported that the AC is supporting Articles 2 -4 in STM 2016 -1 and is postponing comments on STM 2016 -2 Article 2 until more information is available. This Committee agreed that its report would not take a position on that Article at this time. A Motion was made and seconded to approve this Committee's Pending Final #2 report, with edits as discussed. Vote: 3 -0 Ms. Hai noted that with Ms. Barnett expected to call in during the meeting with her vote. In that event, the vote would be revisited. The report will go to print on Monday, February 1, 2016. Update on the Multiple School Construction Projects: Ms. Hai discussed efforts by Mr. Parker; Kate Colburn, Member, AC; Mr. Cole; and herself (all participants in the Committees' Chairs - plus -One group that had discussed those projects) to develop a memo to the School Committee and Dr. Mary Czajkowski, Superintendent of Lexington Public Schools, that could serve as a framework for evaluating building proposals from a system -level view and could be adjusted as specific proposals move forward. The draft memo identifies questions that should be answered to understand a project and facilitate the process. It was written to help improve the process and resulting information going forward to any future building programs. Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting January 29, 2016 Mr. Parker reported that the AC had discussed the draft memo at its recent meeting and there was concern expressed that it was asking too much of the School Committee and Dr. Czajkowski, particularly at this stage in the process for the projects that are being considered at the STM. The AC members support efforts to enhance communications with the School Committee, but there were reservations about the memo, as written, being the right tool toward that end. Mr. Kanter suggested that the document needs a mission statement, while adding that he does not want the memo to disrupt the current process for the projects being brought to STM. After additional discussion, Ms. Hai concluded that the memo should have a clarifying introduction that explains the document's potential use in improving the process for future projects; the introduction should emphasize that it is not reflective on the past. She envisions minimally sharing the document with the School Committee Chair, perhaps from the Chairs - plus -One group rather than the finance committees, as a communication effort and not as a directive. FY2017 Town Manager's Preliminary Budget & Financing Plan ( "White Book "): Ms. Hai reported on Monday night's Board of Selectmen (BoS) meeting, where she presented the CEC's position on the capital projects that were in conflict with what was funded or deferred in the White Book, as follows: • Fire HQ Exercise Room: This project was deferred in the White Book, but was supported by the CEC for funding in FY2017. The BoS decided to support the project. • Hartwell Avenue Area Transportation Improvements: Although supported by the CEC because it would provide a pedestrian crossing at Eldred and Bedford Streets, the BoS left it deferred based on being told there is not adequate engineering capacity for this project in FY2017. • Visitors' Center: While this project is not being supported by the BoS or this Committee, the BoS heard from its proponents. • Center Streetscape: There is opposition and reservations about this project. This Committee has requested additional information on the safety and infrastructure elements, and has questioned whether "decorative" elements could be postponed. The current funding request is only for Phase 1. The BoS postponed taking a position on this project until their February 8th meeting. Peter Kelley, BoS, wants estimates for burying the overhead utility wires. Michelle Ciccolo, BoS, wants to explore the advisability of funding all three phases of the project to avoid periodic disruptions and ensure efficiency. Ms. Hai suggested that if the entire project is funded, Ms. Barnett's desire to hold a debt exclusion vote for the project should be considered. Ms. Hai added that there were some questions about the CEC's role and timing of its input to the BoS. Member Concerns and Liaison Reports: Mr. Kanter reported that he had advised the Community Preservation Committee (CPC) at its meeting yesterday of this Committee's Page 2 of 3 Njovif t f !IVI yjohLpo!Dbgjtbrtfygf oejuisf t !Dpn n juf f !)DF DIN f f yoh! Kbovbsz!3: - !3127! position on each of the projects the CPC had voted to recommend to the 2016 Annual town Meeting. He also reported that the CPC has asked Melisa Tintocalis, the Town's Economic Development Director, to provide the CPC with an update on the proposed Grain Mill Alley capital project. The project's scope has changed considerably and the cost may have decreased to $150,000. Mr. Kanter advised the CPC that this Committee's position was that the project should be deferred and reconsidered for FY2018 funding. At that CPC meeting, Mr. Addelson, Assistant Town Manager for Finance, presented his model of the Community Preservation Funds (CPF) projected revenue and expenses as updated through FY2026; and the CPC voted to support having the debt service for projects financed from the CPF to first, to the extent possible, come from any associated fund - category reserve — something this Committee had expected would be the case. Ms. Barnett called in at 9:00 A.M. CEC Report to the February 8, 2016 STMs (continued): Ms. Barnett was informed of the minor edits to the Pending Final #2 CEC Report that had been supported by those present. A Motion was made and seconded to approve this Committee's Pending Final #2 report, with edits as discussed. Roll -Call Vote: 4 -0 Ms. Barnett's call ended at 9:02 A.M. Adjourn: A Motion was then made and seconded at 9:02 A.M. to adjourn. Vote: 3 -0 These Minutes were approved by the CEC at its meeting on February 23, 2016. Page 3 of 3