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HomeMy WebLinkAbout2018-03-21-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting March 21, 201E AprnL19' / Location and Time Town Office Building, Reed Room (111), 7 45 A.M Members Present Charles Lamb, Chair, David Kanter, Vice-Chair & Clerk, Sandy Beebee, Rod Cole (remote participation starting at 8 15 A.M.), Wendy Manz, Frank Smith Members Absent None Others Present Dawn McKenna, Chair, Tourism Committee, Sara Arnold, Recording Secretary Documents Presented • Notice of CEC Meeting, March 21, 2018 • Draft #6 CEC Report to the 2018 Annual Town Meeting (ATM), distributed by Mr Kanter's e-mail, March 20, 2018, 4 51 P M • Draft CEC Five-Year Capital Plan (FY2019—FY2023) as of March 20, 2018, distributed by Mr Kanter's e-mail, March 20, 2018, 4 51 P M Call to Order Mr Lamb called the meeting to order at 7 48 A.M Discussion of the process leading to the 2018 Annual Town Meeting (ATM) and the Committee's Report to that ATM Mr Lamb provided an update on Article 22 Visitors Center Funding and Article 23 Visitor Center Funding (Citizen Article) Monday night the Board of Selectmen (BoS) voted 4-1 to support a $4 5 million appropriation at the 2018 ATM to go beyond just construction/bid documents, as previously budgeted ($200,000), by also funding the construction under Article 22. The BoS noted that the financial implications of delaying funding construction until a fall 2018 Special Town Meeting (STM) and a potentially later bidding environment would offset each other inflation would be an increase, a shorter general-contractor period, a decrease, In response to questions and comments, Ms McKenna reported the following • Several months ago, the Historic Districts Commission (HDC) was invited to a Permanent Building Committee meeting at which this project was reviewed Members of the HDC informally provided some suggestions. One concern was the "flatness" of the side facing Merriam Street. The HDC cannot formally review the project until after Design Development is complete • The Center Committee unanimously supported the project at its meeting last night. • The color of the building has not been determined • The $4 7 million includes $200,000 for swing space to be used during construction— which she believes needs further review as to the need for that large an amount. • The grant proposals are not contingent on construction funding being appropriated this spring Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting March 21, 2018 • The Tourism Committee, proponent of Article 23, meets tomorrow evening It is expected that it will recommend Indefinitely Postponement (IP) under Article 23 unless Article 22 does not pass. Mr Kanter and Ms Beebee expressed opposition to supporting construction funding before completion of Design Development and the Construction/Bid Documents were complete—a position generally taken by this Committee They also expressed a more-serious concern about the lack of even an informal approval by the HDC that can be done and they believe is a critical step before approving construction funds for both the demolition of a historic building and the construction of another in a Historic District. Their preference would be to appropriate just the $200,000 needed to complete construction/bid documents and bring a request for construction funding to a fall 2018 STM Ms Manz, Mr Smith, and Mr Lamb noted their general preference would also be to defer funding the construction at the 2018 ATM, but felt that there have been many delays associated with this project, and there is no financial benefit in waiting until a fall STM to appropriate construction funding A Motion was made and seconded to support $4 7 million for Article 22, which would fund through construction Vote 3-2 (Mr Kanter and Ms. Beebee in opposition) Mr Cole joined the meeting by phone at 8 15 A.M The Chair agreed to Mr Cole's remote participation as he was unable to attend the meeting because his car had broken down as he was driving to get to the Town Office Building Subsequent votes would be taken verbally by each individual After being briefed on Article 22 and informed of positions taken by each Committee member and why, Mr Cole voted to support the $4 7 million appropriation, making the Committee's vote 4-2 Mr Kanter led a page-by-page "walk-through" discussion to address all the outstanding matters identified in the Draft #6 of this Committee's report to the ATM and to ensure the wording reflected the will of the Committee In a few instances, an assigned member plans to verify/clarify information, as discussed The following Articles were reviewed and votes were updated • Article 10(b) Community Center Sidewalk The appropriation request is for $365,000 in Community Preservation Act (CPA) funding There had been no further discussion about adding ramps or a crosswalk across Marrett Road for an additional $34,000 Mr Lamb added his vote in support of the requested funding for the project making this Committee's vote 6-0 • Article 10(j) Lowell Street/Farmview Affordable Housing Supplemental Funds Mr Lamb added his vote in support of the requested funding for the project making this Committee's vote 6-0 • Article 11 Appropriate for Westview Cemetery Building Construction It was noted that some questions were raised during the Town Meeting Members Association Information Session about the size of the project and the placement of a pavilion Additionally, the Committee had previously noted that Design Development is not complete and the project has just a schematic-design cost estimate Mr Lamb Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting March 21, 2018 added his vote in opposition of the requested funding for the project making this Committee's vote 6-0 in opposition • Article 16(e) Center Streetscape Improvements—Design The BoS voted to Move for Indefinite Postponement (IP) of this request, with the intent to bring it to a STM in the fall of 2018—with the Massachusetts Avenue/Woburn Street intersection now having been removed from this project and to be brought to a much later ATM for funding as a separate project. A Motion was made and seconded to support IP under Article 16(e) Vote 6-0 • Article 16(f) Automatic Meter Reading System The BoS voted also to IP this request for funding of this project, without reference to whether it would be brought to a fall 2018 STM A Motion was made and seconded to support IP under Article 16(f) Vote 6-0 • Article 23 Visitor Center Funding (Citizen Article) Based on earlier discussion at this meeting, a Motion was made and seconded to support IP under Article 23 Vote 6-0 A Motion was made and seconded to approve this Committee's report to the 2018 ATM as addressed at this meeting and granted Mr Lamb and Mr Kanter authority to make further non-substantive and administrative edits deemed necessary for accuracy and clarification Vote 6-0 With the approval of the report, it was noted that this Committee's meeting posted for March 23, 2018, would be cancelled Adjourn A Motion was made and seconded at 9 50 A.M to adjourn Vote 6-0 These Minutes were approved by the CEC at its meeting on March 26, 2018 Page 3 of 3