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HomeMy WebLinkAbout2019-01-23-CEC-minutes �y w-AOR yrry. Minutes of the s \�� Lexington Capital Expenditures Committee (CEC) Meeting n January 23, 2019 APRIL&", II,E XI NGT.0 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 "Briefers") 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 Briefers 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 Briefers supported having the governance of those stages flow from the new Policy with subordinate specifications and procedures. Page 1 of 2 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. Page 2 of 2