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HomeMy WebLinkAbout2018-05-16-CEC-min Y Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting May 16, 2018 APRIL 19'" �d N4i„'47�r Location and Time: Cary Memorial Building, Ellen Stone Room; 7:45 A.M. Members Present: Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee (arrived 8:00 a.m.); Rod Cole; Wendy Manz; and Frank Smith Members Absent: None Others Present: Melissa Battite, Director, Recreation and Community Programs; Christine Dean, Director, Lexington Community Center (LexCC); Peter Coleman, Assistant Director, Recreation; Rick DeAngelis, Chair, Recreation Committee; Lisah Rhodes, Recreation Committee; Mike Cronin, Director, Department of Public Facilities; Sara Arnold, Recording Secretary Documents Presented: • Notice of CEC Meeting, May 16, 2018 • Draft #3 Minutes of the CEC Meeting, April 25, 2018 • CEC Input to the Board of Selectmen's (BoS's) Goals Setting for Fiscal Years (FYs) 2018 & 2019, June 16, 2017 • Draft of DGK Suggestion, 16 May 2018, for CEC's Input to Lexington's BoS's FY2019-FY2020 Goals, prepared by Mr. Kanter Call to Order: Mr. Lamb called the meeting to order at 7:45 A.M. Approval of Minutes: Mr. Kanter presented the Draft #3 Minutes of the CEC meeting, April 25, 2018. A Motion was made and seconded to approve those Minutes as presented. Vote: 6-0. (Ms. Beebee's vote was added after her arrival) Discussion of the LexCC Campus Expansion as it Related to the 2018 Annual Town Meeting (ATM), this Committee's Report to that ATM, and the Town's Capital Program Execution and Planning: Members of this Committee provided to Ms. Battite a more-in-depth explanation of the reasons this Committee opposed the request at that ATM for $250,000 to move forward on a LexCC expansion plan. The comments included, but were not limited to, the following: • It was not clear whether the requested funds were to be used for schematic design or enhanced conceptual design; there were inconsistencies between the Capital Improvement Project request, subsequent public statements, and the Motion presented to that ATM. • Although the envisioned scope of work seemed to change between the fall of 2017 and that ATM, there was no adjustment in the funding request. The amount needed for the design work should be relevant to the size of the project—which was not the case for this project; and the availability of funds from the Recreation Enterprise Fund for just the first funding should not be a determining factor. • Modeling for funding the project's follow-on debt service had not been done. • The FY2019 Town Manager's Preliminary Budget & Financing Plan (White Book) did not include this request, indicating that it was not supported by senior Page 1 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting May 16, 2018 management—an important, but not mandatory, reflection to this Committee on the project. • Having the BoS split on its support of the project raised further concerns. • The standard process for capital projects is that they start by being included in the Town's five-year capital plan—which was not the case for this project. • This Committee viewed this project. as it must, from a Town's perspective, and held it is a "want" rather than a "need". This Committee, as does Town Meeting, has a fiduciary responsibility; the cost and the taxpayer impact are important considerations. School needs and public safety are considered as higher priorities and their near–term and long–term funding requirements are yet to be known. • There needs to be a cost/benefit analysis, especially as the estimated project construction cost has increased from $8.1 million to as much as $20.9 million. • Revisiting this project before any further capital funding would allow a re-evaluation of this project—which this Committee would look forward to considering. Ms. Battite presented her perspective on the issues, which included, but were not limited to, the following: • A wholistic approach to public safety recognizes the value of recreation and community programs. • The space needs for Recreation and Community Programs were identified many years ago, noting that the Human Services Department is included under the Community Program's umbrella. • Because the number of students and senior citizens continues to increase, additional space is needed to maintain the current level of service that is being offered to these age groups. Mr. Kanter noted that in Lexington "maintain the current level of service" is related to the development of the Operating Budget while sustaining the current capability—rather than a Capital request which proposes to increase the current capability in order to accommodate more persons and/or increased frequency of services. • Contributing factors to the process being non-traditional included: ➢ The unexpected purchase of the property on Pelham Road, which abuts the LexCC property; and ➢ Michelle Ciccolo, Selectman, recusing herself and Peter Kelley, Selectman, retiring from the BoS. Ms. Battite added that when considering possible uses of the Pelham Road property as part of a campus approach, DiNisco Design Partnership identified three expansion alternatives for the LexCC. Moving forward requires identifying a preferred option and exploring options for public/private efforts to fund an expansion. Page 2 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting May 16, 2018 Noting that she had only been in her current position for a year, Ms. Battite expressed her desire to understand the right timing and process for this project. During the discussion, it was agreed that communication between her department and the CEC is important. The CEC needs a clear understanding of a project's scope and the needs that would be met. This Committee's position in opposition to both what had been initially presented as the project as well as the subsequently cited scope and alternatives had been clearly made public, beginning last fall. Going forward, responding to this Committee's position on the project and initiating a dialogue—which this Committee stands ready to have—well before a Town Meeting will be beneficial to both parties. Ms. Battite noted that she would work with Mr. Cronin and would like to bring this project to a 2018 fall Special Town Meeting (STM). Members of this Committee advised that the 2018 STM is seen as being too soon considering all the matters that have been suggested as needing to be done before there would be a project ready to return to Town Meeting. Liaison Reports: Liaisons to New Committees • Town Manager Screening Committee: Mr. Lamb reported that because Carl Valente, Town Manager, is retiring this August, the BoS has asked this Committee to appoint a liaison to a new Town Manager Screening Committee, which is expected to hold a series of meetings over the summer. A schedule will be prepared by June 11'". The BoS ask that the appointee be someone who is able to attend all of the meetings during the interview process to provide continuity. There is an initial meeting on June 12. Although Ms. Beebee, Ms. Manz, and Mr. Smith are able to attend that meeting, neither Mr. Lamb nor Mr. Kanter is available. Otherwise, Mr. Lamb expects to be available during the summer. There was agreement that this new committee should use the profile that was used for selecting Mr. Valente, 13 years ago. The new Town Manager needs to be able to continue dealing with a complexity of issues and the many, associated, stakeholders—both within the breadth of the Town's management and the public. A Motion was made and seconded to nominate Mr. Lamb as that liaison, with Mr. Smith serving as an alternate if Mr. Lamb is unable to attend. Vote: 6-0 • School Master Planning Committee: Mr. Lamb reported that the School Committee has asked for a CEC liaison to a School Master Planning Committee, noting that meetings are planned to be held on Friday mornings between 8:30 and 10:30 A.M. A Motion was made and seconded to nominate Ms. Beebee as that-liaison, with Mr. Cole serving as an alternate. BoS's FY2019 & FY2020 Goals: (Mr. Cole departed at 9:00 A.M., prior to the completion of this discussion.) The recommended goals submitted by this Committee to the BoS a year ago were reviewed, with the following actions being supported: Page 3 of 4 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting May 16, 2018 1. Overall Capital Planning: Resubmit, but move the text that discusses the need for 30—year bonding and financial planning, and present that concern as a separate element. 2. Upgrades to Roads: Do not resubmit. 3. Sidewalks: Do not resubmit part a (dealing with condition index); resubmit part b (dealing with budget policy). 4. Community Housing Policy: Resubmit, but Ms. Manz agreed to re-word this recommendation to make it more concise and relevant to the later time period of the goals being addressed. 5. Enhance the Town's Recreation Field Capacity: Do not resubmit. 6. Early Position-Taking Regarding Town Applications for Use of the Community Preservation Fund (CPF): Do not resubmit. 7. Include Sustainability Goals: Do not resubmit. 8. Town's Comprehensive Plan: Do not resubmit. Mr. Kanter distributed a draft of a new, recommended, input asking the BoS to develop policies related to the use of discretionary spending. The concept was supported, with the understanding that the action would be to prioritize. A Motion was made and seconded to submit those goals cited for that action, with Mr. Kanter compiling them and presenting them to Mr. Lamb for review and final decisions—with the liberty of rephrasing them before submitting them to the BoS. Vote: 5-0. Member Concerns: • It was noted that there is a June 14, 2018 Summit, as requested by the School Committee. It is expected to discuss the new School Master Planning Committee, the need for additional space for science laboratories at the High School, and swimming-pool facilities that the swimming teams can use as they currently use the Minuteman Technical High School facility which is being demolished. Ms. Manz and Mr. Kanter advised they expect to be unable to attend that Summit. • Mr. Lamb reported, as an update to the Committee's previous discussion, that Town Moderator, Deborah Brown, is now seeking a new, 71", member for this Committee. Adjourn: A Motion was made and seconded at 10:00 A.M. to adjourn. Vote: 5-0. These Minutes were approved by the CEC at its meeting on June 6, 2018. Page 4 of 4