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HomeMy WebLinkAbout2023-10-12-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 12, 2023 Page 1 of 3 Location and Time: Remote Meeting; 8:00 A.M. Members Present: Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee; Rod Cole; Michael Boudett (joined at 8:13 A.M.); & Lisah Rhodes Members Absent: Michael Boudett (until 8:13 A.M.) Others Present: Margaret (Maggie) Peard, Sustainability & Resilience Officer; Glenn Parker, Chair of the Appropriation Committee; Deepika Sawhney, Vice-Chair, Lexington School Committee; Todd Rhodes, listener. Documents Presented: o Notice of CEC Meeting, October 12, 2023 o Presentation to CEC, “High Performance Buildings Policy” o Warrant for Special Town Meeting 2023-1, November 7, 2023 Call to Order Mr. Lamb called this Remote (Virtual) Meeting, which had been posted as such, to order at 8:00 A.M. As the Committee members and the others joining this meeting had been previously advised of the special conditions of this meeting, he passed on repeating them (i.e., the authority to not require a physical presence of a quorum and other selected terms under the Open Meeting Law had, by legislation Governor Maura Healey signed on March 30, 2023, their expiration extended to March 31, 2025). Mr. Lamb advised that materials provided electronically to the Committee or presented at the meeting, would be available upon request and are those listed in the Minutes as Documents Presented. Any votes during this meeting would be taken by a roll call. By individual conversations to them, Mr. Lamb had accomplished a roll-call attendance and determined that 5 members are present. High-Performance Building Policy Mr. Lamb thanked Ms. Peard for attending to present that subject matter. He advised that all the Committee Members had previous access to the presentation so she can consider the focus may likely be a Question & Answer. Ms. Peard provided the background of the 2023 Annual Town Meeting having voted that this policy should be in concert with the building design and construction so kept in parallel with the design of buildings. That’s been an effort of the of the Facilities Department, her role of Sustainability & Resilience Officer, Sustainable Lexington, and the Health Department. The purpose is to identify performance issues in our buildings that affect the health and environment. She described the process and documentation that will be used to achieve that objective. Mr. Kanter addressed that that process will require a very large amount of data. Ms. Peard acknowledged that is the case and they are looking at the means of achieving it—with focus on using as much currently available data and establishing the most efficient means for Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 12, 2023 Page 2 of 3 acquiring the balance that is necessary. They plan that the first two years will just be addressing what data is needed and the most efficient means to achieve it. Mr. Cole followed that while the data collection is challenging, the analysis of it will be another challenge. He asked what are the plans on making that analysis an efficient process. Ms. Peard acknowledged that challenge and, in those first two years, will be working to determine which of the data is necessary and constructive—with eliminating that which isn’t. Mr. Cole followed up with what is the funding budget for the outside acquisition and analysis of the data. Ms. Peard said there is no defined costs, but that will be developed during those initial years and identifying what actions are essential and which aren’t. Some funds may be available from the Sustainability and Facilities budgets, and then expect to be submitting a Program Improvement Request. Mr. Lamb asked how much of that are they expecting to feed into the Facilities 5-Year Capital Plan. Ms. Peard said they don’t now have a funding plan, but will be depending on those first years to provide a valid level of further out-year funding. Mr. Cole added that he would expect those first years will identify where early funding includes some less expensive items to address, rather than waiting for full implementation. Mr. Lamb endorsed that and offered that if that program is productive, it’s input should be expected to have bearing in all multi-year plans—5-year and those out to a 25-year. And if promising, that kind of effort is one this Committee would likely support. Mr. Kanter asked whether they have seen a comparable project and, if so, what has that affected in your outlook for what you are proposing. Ms. Peard said no, but expects such integrated work such as we’re proposing will evolve elsewhere as, for example, electrification becomes a principal driver. Mr. Kanter followed up with asking whether Mr. Cronin, the Director of the Facilities Department, has offered his positions on this proposed endeavor. Ms. Peard said he has been a supportive player in this process and, as always, he has a concern regarding his staff level. However, all involved are looking for those initial two years to reveal just what the post-proposal will mean in all associated matters. Mr. Kanter, and then Mr. Lamb raised the point that the project’s reports, year by year, are expected to continue to “sell” this endeavor in the applicable Capital Improvement Projects (or Programs). Ms. Peard responded that she appreciates that their distribution of their periodic reports should include this Committee so we can have applicable information upon which to develop our support. Mr. Boudett asked whether a consultant was available for creating those reports. Ms. Peard advised that currently none, they would be developed in house; however, as that starting 2−year period evolves, a need my be developed. Mr. Kanter asked whether the application of the project would range beyond just the conventional Facilities funding. Mr. Lamb raised that many buildings apply to the Town’s Community Preservation Committee for use of the Town’s Community Preservation Act (CPA) funding. Mr. Cole added the Town’s Community Center as another facility using CPA funding. Ms. Peard said she welcomed that point and they would pursue it. Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 12, 2023 Page 3 of 3 Members thanked Ms. Peard for her participation today and offer best wishes for success of their whole endeavor. It was 8:28 A.M. and Mr. Lamb asked the Members to address the Warrant for the Special Town Meeting (STM) 2023-1. One focus was on which Article would be considered as having a Capital involvement and, therefore, included in this Committee’s Report to that STM and then a focus being the assignments of a Member for each to-be-included Article for this Committee’s language to accompany the Warrant’s. Following those assignments, Mr. Lamb proposed that we should have an initial draft of our Report in the next week 19th and then a final draft on the 26th. Mr. Kanter then reminded the other Members that each Article can propose supplemental Committee comment, but need none if we find the Warrant’s language—which we always quote—is sufficient. Mr. Kanter then proposed a Straw Vote today on just Article 6, Appropriate for Authorized Capital Improvements, as the Finance Department proposes Indefinite Postponement (IP) for it as no supplemental funding is currently contemplated. Mr. Lamb polled the Members and all recommended the IP. Mr. Lamb provided a short update since the last meeting of the School Building Committee (SBC) before its meeting this afternoon. He reported that two primary selections in the new Lexington High School project, in close conjunction with the Massachusetts School Building Authority (MSBA), were the Owner’s Project Manager (OPM) and then the Design Firm. The OPM is now leading the SBC meetings. Ms. Sawhney reported that the SBC’s Finance Subcommittee on which she serves has information that she would like to share with this Committee. Mr. Lamb said we’d welcome it, Mr. Parker said he would welcome it for his committee, and Ms. Sawhney said she would have those shares made. Adjourn A Motion was made and seconded at 8:47 A.M. to adjourn. Vote: 6–0. These Minutes were approved by the CEC at its meeting on December 7, 2023.