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HomeMy WebLinkAbout2018-03-15-CEC-min Y Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting March 15, 2018 APRIL 19'" Location and Time: Town Office Building, Reed Room (111); 7:30 A.M. Members Present: David Kanter, Vice-Chair & Clerk; Sandy Beebee; Rod Cole Wendy Manz; Frank Smith Members Absent: Charles Lamb, Chair Others Present: Sara Arnold, Recording Secretary Documents Presented: • Notice of CEC Meeting, March 15, 2018 • Draft #3 Minutes of the CEC Meeting, March 7, 2018, distributed by Mr. Kanter's e- mail, March 10, 2018, 3:40 P.M. • Draft #5 CEC Report to the 2018 Annual Town Meeting (ATM), distributed by Mr. Kanter's e-mail, March 12, 2018, 01 :13 A.M. • Draft CEC Five-Year Capital Plan (FY2019-FY2023), distributed by Mr. Kanter's e—mail, March 12, 2018, 01 :13 A.M. Call to Order: In Mr. Lamb's absence, Mr. Kanter chaired the meeting, which he called to order at 7:32 A.M. Minutes Mr. Kanter noted the need for one administrative edit in the Draft #3 Minutes for this Committee's meeting on March 7, 2018. A Motion was made and seconded to approve said Minutes, as amended. Vote: 5-0 Member Concerns Mr. Kanter reminded this Committee that it is scheduled next to meet on March 21s' and 23rd with the goal of approving this Committee's report to the 2018 ATM. If approval is achieved on the 21s', the meeting on the 23rd would only be needed if there were members who were not present on the 21s'. It was reaffirmed that there is no meeting tomorrow; it was never posted as previously determined not to be needed. Discussion of the process leading to the 2018 ATM and the Committee's Report to that ATM Mr. Kanter led a page-by-page "walk-through" discussion to address all the outstanding matters identified in the Draft #5 of that Report. For those issues that could not be resolved during the meeting, it was determined who would pursue resolving them and providing in writing what was thus needed in the Report. Mr. Kanter stressed the importance of especially reviewing all the changes in the Report's CEC Five-Year Capital Plan from that provided by the Town in the FY2019 Recommended Budget & Financing Plan ("Brown Book) and the proposed explanations for every one of those changes. He reminded the Committee that its Capital Plan is the Committee's only statutory responsibility regarding reporting to every ATM. Mr. Cole agreed to work with Mr. Kanter over the weekend to review and reconcile the tables in that draft report. Although all the Articles and sub-Articles were addressed in the discussion, the following were discussed in more detail and, where cited, had votes taken: Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting March 15, 2018 • Article 10(b): Community Center Sidewalk: Ms. Manz reported that the Town's Community Preservation Committee (CPC) approved the Town's request for $365,000 from Community Preservation Fund (CPF) for the construction of a sidewalk from Marrett Road to the Lexington Community Center, as well as for the deconstruction and reconstruction of the stone wall and pillars at Marrett Road. Additional ramps and a cross walk across Marrett Road were discussed by the CPC, but they are not eligible for funding under the Community Preservation Act, are not part of this funding request, and were estimated to cost an additional $34,000. Formal approval by the Masons for an easement is still being negotiated because the sidewalk is on their property. A Motion was made and seconded to support Article 10(b). Vote: 5-0 • Article 10(j): Lowell Street/Farmview Affordable Housing Supplemental Funds: Ms. Manz reported that the CPC approved Lexington Housing Assistant Board's request for $1.4 million to complete the funding needed for that project. (Previous appropriations were $1,284,653.) A Motion was made and seconded to support Article 10(j). Vote: 5-0 • Article 11: Appropriate for Westview Cemetery Building Construction: Mr. Kanter reviewed his general opposition to supporting approval of construction funds for a project before completing Design Development, having its cost estimate, and completed Construction/Bid Documents—which is understood to be the situation for this project. It was agreed that Mr. Smith would discuss with David Pinsonneault, Director of Public Works (which is managing this project), the status of the previous appropriations and how they had been spent and when would Design Development, its cost estimate, and Construction/Bid Documents all be available. It was noted that this Committee previously voted to support this project 6-0 before learning that a Schematic Design cost estimate was the only estimate presented to the Board of Selectmen (BoS) at its meeting the previous Monday. A Motion was made and seconded to oppose the project at this time. Vote:5-0 • Article 16(a): Hydrant Replacement Program: Mr. Cole asked that his support for this Article be added to the previous vote, making the vote for support 6-0. • Article 16(f): Automatic Meter Reading System: No new information is expected until the BoS' meeting on March 19'". The vote remains Pending. • Article 22: Visitors Center Funding and Article 23: Visitor Center Funding (Citizen Article): It was agreed that these Articles would also be discussed after the BoS' meeting on March 19'". The vote remains Pending. • Article 24: Appropriate to Post Employment Insurance Liability Fund: Mr. Kanter reported that he no longer plans to present an amendment to this Article at this ATM. In lieu of such an amendment, he has asked our Chair to ask the Chair of the BoS to promptly hold—soon after the 2018 ATM is dissolved—the long-promised review of that Board's fiscal policies regarding use of discretionary funding such as, for example, to this Fund, the Pension Fund, the (general) Stabilization Fund, and the Capital Stabilization Fund. Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting March 15, 2018 • Article 27: Appropriate To Stabilization Fund: Mr. Cole asked that his support for Indefinitely Postponing this Article be added to the previous vote, making the vote 6-0. Member Concerns (continued): Mr. Smith asked whether the Town Moderator would be appointing a seventh member to this Committee, as allowed in the By-Laws. He suggested that a seventh member would help reduce the individual work-load. It was agreed to discuss this at a future meeting when the Chair is present. Adjourn: A Motion was made and seconded at 9:46 A.M. to adjourn. Vote:5-0 These Minutes were approved by the CEC at its meeting on March 26, 2018. Page 3 of 3