HomeMy WebLinkAbout2019-01-23-CEC-minutes MmNrk,'�s
ro Minutes of the
Lexington Capital Expenditures Committee (CEC) Meeting
ry, January 23, 2019
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Location and Time Samuel Hadley Public Services Building, Training Room (221),
7 45 A.M
Members Present David Kanter, Vice-Chair& Clerk, Sandy Beebee, Rod Cole,
Frank Smith, and Wendy Manz
Member Absent Charles Lamb, Chair
Others Present Jon Himmel, Co-Chair, Permanent Building Committee (PBC), Michael
Cronin, Director, Department of Public Facilities (DPF)
Documents Presented
• Notice of CEC Meeting, January 23, 2019
• Mr Himmel's e-mail to CEC members (and others), January 22, 2019, with
Mr Cronin's "The Design Process.xlxs" (entitled "The Architectural Process")
attached
• Jon Himmel's Lexington Capital Projects Responsibilities Matrix, July 6, 2018
• Draft#3 Minutes of the CEC Meeting, January 9, 2019
• Draft#3 Minutes of the CEC Meeting, January 16, 2019
Call to Order After reporting that he would be serving as Chair in Mr Lamb's absence,
Mr Kanter called the meeting to order at 7 53 A.M
Sustainable/High Performance Building Design Policy
Mr Himmel and Mr Cronin (the "Bnefers") briefed this Committee (the "Briefing") with their
positions regarding the on-going process to update the Board of Selectmen's (BoS')
September 19, 2005 "Sustainable Design" Policy (the "new Policy") (That process is led by
James Malloy, the Town Manager, with the major inputs from the PBC, DPF, the Sustainable
Lexington Committee, led by Mark Sandeen, and considering—as applicable—the
2013 Annual Town Meeting's Article 33, Climate Change Resolution )
The objective is a new Policy to guide the design and construction of the Town's municipal
and school buildings in an orderly, efficient, and environmentally-sensitive manner Among
the suggestions by the Bnefers were (1) The design engineers become involved earlier in
the process, (2) There be a total of three "workshops" involving strategic members of the
design team during Concept/Feasibility and Schematic Design phases and a fourth
"confirmation" discussion during the Design Development phase, (3) Lexington's version of
LEED (Leadership in Energy and Environmental Design) continue to be augmented with a
curated list of additional items, and (4) The solicitations more specifically describe the
elements of the overall process that the Town expects
The Briefing outlined the multiple, sequential, stages in the concept/feasibility, design
(including construction documents), and construction of buildings and the funding of those
efforts As stages progress, the direct involvement of the entities as represented in the Capital
Projects Responsibilities Matrix—often with different perspectives and bearing different
responsibilities—would be expected to be adjusted based on the stage The Bnefers
supported having the governance of those stages flow from the new Policy with subordinate
specifications and procedures
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
January 16, 2019
This Committee's members had an extended discussion among themselves and with the
Briefers about what is to be achieved in each stage (including when the design should be
"locked down" except for any truly exceptional considerations that become known later) and
when funding for each stage, or stages, should be pursued This Committee remained with
concerns about when the funding should be planned for the Schematic Design, the Design
Development, and the Construction Documents stages—especially if one funding were to be
for the first two of those stages Also, Mr Kanter objected to the draft new Policy retaining
parameters that must be applicable before the Policy would be applicable to a building
project. He believes the Policy should, as a default, apply to all building projects—whether
new or renovation—but include an exemption provision That provision would grant that if the
PBC and DPF agree the project—or even a specific class of projects—should be exempted
from full application of the new Policy, they would request the Town Manager's approval of
the exemption The briefers made note of those concerns
It was Moved and Seconded that this Committee endorses that the new Policy be on just the
Policy, itself, with the required, but subordinate, elements being formally addressed once the
Policy is approved Vote 5-0
Approval of Minutes
Mr Kanter discussed the amendments being proposed for the Draft#3 Minutes of the CEC
Meeting, January 9, 2019 He moved those Minutes be approved as amended and it was
Seconded Vote 5-0
Mr Kanter discussed the amendments being proposed for the Draft#3 Minutes of the CEC
Meeting, January 16, 2019 He also said he would be confirming or correcting the wording of
one statement in those Minutes by Beth LeBlanc, Utility Billing Manager, Department of
Public Works, before he would release the final version of those Minutes for the Town
Archives He moved those Minutes be approved as amended and with any change warranted
to Ms Leblanc's statement. It was Seconded Vote 5-0[Postscript: No change was needed
to that statement by Ms LeBlanc]
Adjourn It was Moved and Seconded at 9 17 A.M to adjourn Vote 5-0
These Minutes were approved by the CEC at its meeting on February, 5, 2019
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