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Minutes of the
s \�� Lexington Capital Expenditures Committee (CEC) Meeting
n April 10, 2019
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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
Members Absent: None
Others Present: None
Documents Presented:
• Notice of CEC Meeting, April 10, 2019
• Mr. Malloy's e-mail, April 10, 2019, Subj: RE: Article 27 (which includes his e-mail,
April 9, 2019, Subj: Article 27)
• Shell Minutes of this Meeting prepared by Mr. Kanter, April 10, 2019
Call to Order: Mr. Lamb called the meeting to order at 7:00 P.M.
Matters Related to the 2019 ATM:
• Recreation Committee's Decision Regarding the Scope of the Contract for the
Center Track & Field Project:
Mr. Kanter advised he learned at that evening's Board of Selectmen (BoS) meeting
that it was expected there would be a Town-Meeting-Member's Motion to amend
made that evening when Article 27, Appropriate for Authorized Capital Projects, was
on the floor of Town Meeting with the BoS Motion to add supplemental funds for the
Visitors Center Project. The Motion to amend will be to added supplemental funds for
the Center Track & Field Project. The basis for that amendment is to fund the
add-alternates so as to substitute a hybrid surface for the synthetic surface that the
Recreation Committee had chosen (which cost is within the prior appropriation). After
discussion:
o A Motion was made and seconded to reaffirm that this Committees endorses the
Recreation Committee's choice of the synthetic surface for the Center Track &
Field Project: Vote-6-0
o A Motion was made and seconded that this Committee would oppose an
amendment under this Town Meeting's Article 27 to provide supplemental funding
for the Center Track & Field Project in order to fund use of a hybrid surface.
Vote: 6-0
• Funding Shortfall for the Visitors Center Project:
This Committee continued the discussion begun at its last meeting (on the 8t"). The
discussion now considered Mr. Malloy's (the Town Manager) e-mail that is the latest
in response to the lowest bid representing a $390,930 shortfall to fund the
construction.
o While the overall funding of the project anticipated additional, non-Town, funding
(e.g., a $200,000 State-legislature-appropriation grant; a $675,000 State bond bill;
and significant local gifts, but which, to date, are only about $8,500), none are
available in time to increase the appropriation at the current Town Meeting so as
to permit awarding the contract before that bid expires. The immediate solution
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
April 10, 2019
would be to appropriate sufficient funds to cover that bid. (The alternative is to
reject the bid and resolicit the Project, perhaps with a reduced scope, with a
most-likely attendant delay in completing the Project.)
o It was originally planned to cover the shortfall by requesting a $400,000
supplement this evening under this Town Meeting's Article 27. However, after
further consideration, it was recognized:
(1) The Project's budget currently only includes a 5% contingency of$211,000,
while at this pre-construction stage, a contingency funding would normally be
about 10%. To achieve that warrants adding another $200,000 (to bring the
contingency to $411,100) to the request, and
(2) The current budget includes $100,000 for the move to, and temporary rental
of, the "swing space" needed for the Visitors Center's operations during the
construction of the new facility. However, as the decision has been made to
use space in the Town's Cary Memorial Building for that purpose, itis estimated
that $25,000 would be sufficient to cover the move to that facility and its
preparation for that purpose; thereby allowing a $75,000 reduction in the
budget.
The Town's current plan, therefore, is to request $525,000 supplemental funding for
the Project under Article 27. If that supplement is approved and the planned grant and
bond-bill amounts should materialize, and current local gifts applied, the project would
have an excess of just under $500,000 that—or any other amount—would be used
toward the debt service of this project thereby relieving, to that extent, the Town
funding.
A Motion was made and seconded to endorse a request for$525,000 of supplemental
funding for the Visitors Center Project under Article 27 of this Annual Town Meeting.
Vote: 4-2
Approve Minutes
Mr. Kanter then presented proposed Minutes for this meeting. A Motion was made and
seconded to approve that Minutes, including what would be the immediately following
adjournment. Vote: 6-0
Adjourn
A Motion was made and seconded at 7:27 P.M. to adjourn. Vote: 6-0
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