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HomeMy WebLinkAbout2019-04-03-CEC-min �y w-AOR yrry. Minutes of the s \�� Lexington Capital Expenditures Committee (CEC) Meeting n April 3, 2019 APRIL&", II,E XI NGT.0 Location and Time: Cary Memorial Building, Robbins Room; 7:00 P.M. Members Present: Charles Lamb, Chair; David Kanter, Vice-Chair& Clerk; Sandy Beebee; Rod Cole; Frank Smith; and Wendy Manz (arrived 7:17 P.M.) Members Absent: None Others Present: Lynn Eriksen, Resident; Alex Coults, Resident Documents Presented: • Notice of CEC Meeting, April 3, 2019 • Draft Minutes of the CEC Meeting, April 1, 2019 Call to Order: Mr. Lamb called the meeting to order at 7:00 P.m. Preparation for the 2019 Annual Town Meeting (ATM)—Center Track & Field Project. Ms. Beebee had advised this Committee that the Recreation Committee (RC) had just taken its awaited, full-committee vote regarding that the chosen bid would exceed the $3,340,000 appropriation for this project if more than the first two Add Alternates (AA) (AAO, Extend warranty on a synthetic surface, and AA1, Include an organic infill for the synthetic surface) were to be included beyond the base bid. If supplemental funding were to be requested at the current ATM, the progression dictated by procurement regulations would be: • First adding AA2, Include a hybrid surface (natural grass and synthetic), would put the cost $117,000 over the appropriation. • Then adding AA3, Upgrade the lighting from 30 footcandles to 50 footcandles, would increase the cost a total of$138,625 over the appropriation. The RC vote was 4-1 to only add AAO thereby leaving the surface to be synthetic turf with a warranty extended to 10 years. That would put the cost at $3,115,850, $224,150 under the appropriation, and thus no need to pursue additional funding under this ATM's Article 27, Appropriate for Authorized Capital Improvements. Ms. Beebee reported that the RC had chosen not to include AA1 (at $31,500; still within the appropriation) as, notwithstanding an expectation the organic fill would reduce the surface temperature of synthetic turf, it had several adverse, operational aspects. That fill is known to be unstable and needing attention and maintenance (including stocking of that organic material)—a level of maintenance requiring more staff time, on approaching a daily basis, assessing, preparing, and maintaining the playing surface to remain safe; a complete replacement of the top dressing would be needed every 4-5 years at a cost of about$20,000. The RC also felt it was more important to achieve the far greater use per year from the synthetic turf surface than achievable with the hybrid surface—which, therefore, put the still-desired increased lighting level (AA3) out of reach under the pending contract. After further discussion, this Committee accepted the RC decision—which was in line with its own support of having the new surface for that facility provide the most use time as practical. A Motion was made and seconded to support that contract be awarded with just the base bid and the extended synthetic-surface warranty. Vote: 5-0 Minutes: Mr. Kanter described the one amendment to the Draft Minutes of the April 1, 20197 meeting. A Motion was made and seconded to accept that Minutes as presented. Vote: 5-0 Page 1 of 2 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting April 3, 2019 Ms. Manz arrived. After being advised of the nature of the earlier-taken votes regarding the Center Track & Field Project and the Draft Minutes for this Committee's meeting on April 1, 2019, she added her votes in favor of both—making them both 6-0. Preparation for the 2019 Annual Town Meeting (ATM)—Westview Cemetery Building Project. This Committee then discussed the Interim Report by the Ad hoc Crematory Study Committee (Study Committee) as it will later advise the Board of Selectmen as to whether it considers the addition of a crematory at the Town's Westview Cemetery to be warranted. While its report affirms that it will take several more months before it can provide that advice, it explicitly reported that the new operations/maintenance building at the Cemetery (Article 20(g), Westview Cemetery Facility Construction, at this ATM), with the last adjustments already made to its design, is "addition-ready" with regard to any adjacent crematory. Therefore, it voted in favor of that design and found no need to delay that project at this ATM. This Committee discussed that some recommendations have surfaced that "space-mining" and other interior work at the current operations/maintenance building would be sufficient and prudent at this time while awaiting a decision on adding a crematory at the cemetery. This Committee reviewed, again, the current condition of the existing, 2,300 sf ft building; the extreme inadequacies of it to properly support the activities by the Town staff and the needs of those doing business at that building; and that the new-building design—at 4,400 sf—was needed to properly address the established program and use. This Committee then reaffirmed its support for resolving those problems now with the building as proposed and welcomed the Ad hoc Crematory Study Committee's endorsement to proceed with the construction funding at this ATM. This Committee also reaffirmed its opposition to any funding for a crematory at the Westview Cemetery—as is before this ATM under Article 6—as it is premature without the Study Committee's recommendation to pursue a crematory at the Westview Cemetery and the Board of Selectmen's endorsement to do so. Adjourn: A Motion was made and seconded at 7:23 P.M. to adjourn. Vote: 6-0. These Minutes were approved by the CEC at its meeting on April 8, 2019. Page 2 of 2