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HomeMy WebLinkAbout2017-04-18-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting April 18, 2017 Location and Time: Hadley Public Services Building, Training Room (221); 7:45 A.M. Members Present: Jill Hai, Chair;David Kanter, Vice-Chair & Clerk; Rod Cole; Wendy Manz; Charles Lamb Members Absent: None Others Present: Tom Griffiths, Treasurer, Munroe Center for the Arts; Shawn Newell, Assistant Director, Department of Public Facilities; Melissa Battite, Director, Recreation and Community Programs; Peter Coleman, Assistant Director of Recreation; Sara Arnold, Recording Secretary Documents Presented: Notice of CEC Meeting, April 18, 2017 Pending Final Updates & Errata to the Report to the 2017 Annual Town Meeting (ATM) & Special Town Meeting (STM) 2017-1, Released March 13, 2017 Ms. Manz e-mail, to the Committee, April 15, 2017, Subj: Community Preservation Committee Update Munroe Center for the ArtsÏAccessible Entrance & Restroom Project, Project Budget Estimate and Lower-Level Demolition and Proposed Plans, April 17, 2017 Ms. Battite Memorandum to Ms. Hai, April 17, 2017, Re: Article 10m 2017ÏTown Pool Renovation Draft #3 Minutes of the CEC meeting, March 7, 2017 Draft Minutes of the CEC meeting, posted for March 10, 2017 Draft Minutes of the CEC meeting, March 29, 2017 Draft Minutes of the CEC meeting, April 3, 2017 Call to Order: At 7:46 A.M., Ms. Hai called the meeting to order. CommitteeÓs Report to the 2017 ATM and STM 20171: ATM Article 10: Appropriate for the FY2018 Community Preservation Committee Operating Budget and Community Preservation Act (CPA) Projects; o (i) Munroe School Window Restoration Mr. Griffiths reviewed plans to include upgrades to the Munroe Center for the ArtsÓ basement level to address some Americans with Disability Act requirements as part of this project. This means increasing the funding request by $55,000 from $620,000 to $675,000. There was a discussion of how the aggregated cost of building improvements that exceed $100,000 or 30% of the buildingÓs value (something over $3,000,000) over three years looking backward would trigger, at the lower threshold, the need to address some current building-code requirements or, at the higher threshold, all those current requirements throughout the entire building. In this instance, while the project, even considering the applicable work in the prior three years, does not breach the higher threshold, it does require making a building entrance accessible and providing an accessible restroomÏwhich implementation of the presented plans would accomplish. Mr. Griffiths noted that there are plans to address knob-and-tube electrical wiring in the near future. Ms. Hai asked Mr. Griffiths to provide a chart identifying expenditures for the Page 1 of 2 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting April 18, 2017 past three years and projected costs for the next three years for projects that would be included in determining whether the higher threshold would be reached. A Motion was made and seconded to support an appropriation request of $675,000. Vote: 5–0 o (g) Wright Farm Supplemental Funds A Motion was made and seconded to support an increase in the funding request from $37,900 to $87,701. Vote: 5–0 o (h) Stone Building Feasibility Study A Motion was made and seconded to change this CommitteeÓs support to Indefinite Postponement. Vote: 5–0 o (m) Town Pool Renovations Ms. Battite reported that the lowest of four bids received for this project was approximately $300,000 greater than estimated. A review of the documents determined that the gap could not be closed without adversely changing the project scope. She noted that the scope includes a family-changing area that was not included in the estimates. It was primarily the cost of masonry work that caused the increase in the bidÏand a new contingency amount that added to the new requested amount. Committee members expressed concern about the degree of underestimated costs and the 10% difference between the lowest bidder and the other bids. Ms. Battite reported that various sources indicate that occasionally this can happen, and staff is comfortable with the lower bidder. The increase would be funded by unreserved and undesignated CPA funds. A Motion was made and seconded to support the project with an increase in the funding request from $1,620,000 to $2,154,350. Vote: 5Î0 ATM Article 18: Visitors Center: Mr. Kanter advised he had received the reason for the one memberÓs opposition to approving a reduction in the appropriation. ATM Article 28: Amend FY2017 Operating, Enterprise and CPA Budgets: Mr. Kanter advised that he has been told the Motion under this Article will not include any capitalrelated items. A Motion was made and seconded to change all the headerÓs ÐTBDÑs to ÐN/AÑs. Vote: 5–0 Approval of Minutes: A Motion was made and seconded to approve Minutes for CEC meetings, as follows: Draft #3 Minutes for March 7, 2017, Draft Minutes for March 10, 2017, Draft Minutes for March 29, 2017, and Draft Minutes for April 3, 2017. Vote: 5–0 Next Meeting: It was agreed to meet at 7:45 A.M. on May 15, 2017. Agenda items would include a post-ATM Ðwrap-upÑ and developing recommended goals for the Board of Selectmen. Adjourn: A Motion was made and seconded at 8:17 A.M. to adjourn. Vote: 5–0 These Minutes were approved by the CEC at its meeting on May 15, 2017. Page 2 of 2