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Home My WebLink About2019-03-13-CEC-min �y w-AOR yrry. Minutes of the s \�� Lexington Capital Expenditures Committee (CEC) Meeting n March 13, 2019 APRIL&", II,E XI NGT.O Location and Time: Town Office Building, Reed Room (111); 7:45 A.M. Members Present: Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee (7:47 A.M. arrival); Rod Cole (7:46 A.M. arrival); Frank Smith; and Wendy Manz Members Absent: None Others Present: Dan Voss, proponent of Article 36: Implement an Outcomes-Based Approach to Town Building Projects (Citizen Article) (Article 36); Sara Arnold, Recording Secretary; Jennifer Hewitt, Budget Officer Documents Presented: • Notice of CEC Meeting, March 13, 2019 • Draft#3 Minutes of the CEC Meeting, March 6, 2019 • Draft#3 CEC Report to 2019 Annual Town Meeting (ATM); Compiled by Mr. Kanter • Appendix C, Pending Draft #4, Summary of Warrant Article Recommendations, CEC Report to the 2019 ATM • Draft CEC Five-Year Capital Plan (FY2020—FY2024) • Motions for the following five Citizen Articles: ➢ Article 4: Reduce Community Preservation Act(CPA) Surcharge Rate from 3% to 1% Pursuant to G.L. c. 44B Chapter 16 (Citizen Article) (Article 4) ➢ Article 6: Appropriate for Cremation Facility at Westview Cemetery (Citizen Article) (Article 6) ➢ Article 8: Funding for Sustainability Actions (Citizen Article) (Article 8) ➢ Article 35: Amend Article III of§ 118 (Citizen Article) (Article 35) ➢ Article 36: Implement An Outcomes-Based Approach to Town Building Projects (Citizen Article) (Article 36) • FY2020 Recommended Budget and Financing Plan (Brown Book), March 4, 2019 (Brown Book), including Capital Plan Five-Year Tables Call to Order: Mr. Lamb called the meeting to order at 7:45 A.M. Preparation for the 2019 ATM, Article 36: Mr. Kanter noted that this Committee had previously voted in opposition of this Article, but the Motion has been written as a resolution. He added that the scope has been scaled back to just policies that this Committee has endorsed, or he believes would endorse. Mr. Voss added that a building matrix is being developed to assist in this process; existing buildings are to be included. A Motion was made and seconded to support this Article. Vote: 6-0 Minutes: Mr. Kanter identified a correction for the Draft#3 Minutes for the March 6, 20197 CEC meeting. A Motion was made and seconded to approve said Minutes, as amended. Vote: 6-0 Preparation for the 2019 ATM, including Review of Draft#3 of this Committee's Report to that Town Meeting: Mr. Kanter led a page-by-page review of Draft#3 of the CEC Report to the 2019 ATM, to address/clarify comments/questions, make corrections, and verify the person responsible for additional actions needed to complete the report. Comments and/or votes taken included, but were not limited to, the following- Pagel ollowing:Page1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting March 13, 2019 • Article 4: A Motion was made and seconded to re-affirm opposition to this Article. Vote: 6-0 • Article 6: The Motion requests $90,000 for design, construction drawings, and bid documents for a crematory. It was noted that the on-going feasibility study by the Ad hoc Crematory Study Committee established by the Board-of-Selectman should be completed before funds are put into the actions requested. A Motion was made and seconded to oppose this Article. Vote: 6-0 • Article 8: A Motion was made and seconded to support this Article being Indefinitely Postponed (IP'd). Vote: 6-0 • Article 14: Appropriate the FY2020 Community Preservation Committee (CPC) Operating Budget and Community Preservation Act Projects: There was discussion about funding one of these projects with debt although the CPC has available cash in its budget. Ms. Manz explained that the CPC is hoping to use the cash at a fall 2019 Town Meeting to purchase a yet-to-be-identified property. It was agreed that this would be resolved in the fall. • Article 16: Appropriate for Municipal Capital Projects and Equipment: ➢ e) Center Streetscape Improvements—Construction: During discussion, it was noted that the 75% design reduced the estimated cost by $240,000. It was agreed that it was an expensive project, but it had been eight years in the making and needed to be undertaken. A Motion was made and seconded to support this Article. Vote: 6-0 ➢ f) Automatic Meter Reading System: Mr. Smith plans to clarify information about the marginal cost of this project. A vote was postponed. ➢ (k) Street Improvements: It was noted that, as usual, the General Fund and State Chapter 90 funds would be used for this project. • Article 20: Appropriate for Public Facilities Capital Projects; (g) Westview Cemetery Facility Construction: Mr. Lamb plans to prepare draft supplemental text for this sub-Article in the report. A motion was made and seconded to support this project: Vote: 6-0 • Article 27: Appropriate for Authorized Capital Improvements: A Motion was made and seconded to support this Article being IP'd. Vote: 6-0 • Article 35: Mr. Kanter noted that he does not support restricting discussion at Town Meeting to 10 minutes before allowing a subsidiary motion, even if the Moderator retains discretion. He will prepare draft supplemental text for this sub-Article in the report. Review of Draft #3 of this Committee's Report to the ATM was paused to review Member Concerns and Liaison Reports before Mr. Cole's departure. Member Concerns and Liaison Reports: It was agreed to cancel this week's Friday meeting and to meet on March 20th and, if needed, on the 22nd, to finalize the report. Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting March 13, 2019 Ms. Beebee reported that the School Master Planning Committee is preparing a report that will identify measures needed to address short-term capacity demand at Lexington High School. These may include additional modular buildings and/or expanding the cafeteria. Mr. Cole left at 9:00 A.M. Mr. Lamb reported that at the Moderator's Meeting, Deborah Brown, Town Moderator, reported that she does not expect any amendments during the FY2019 ATM. Preparation for the 2019 ATM, including Review of Draft#3 of this Committee's Report to that Town Meeting (continued): • Five-Year Capital Plan: There was a detailed review of the items and footnotes included in the draft table prepared by Mr. Kanter. In some cases, it was agreed to change the fiscal year when funding would be most likely required. Additionally, it was agreed that the following two Recreation Department items should be added: ➢ Field Assessment, with a To Be Determined (TBD) funding amount in FY2021; ➢ Inter-Municipal Agreement with Minuteman Technical Vocational High School for shared athletic fields, with a TBD funding amount in FY2020 to reflect that an appropriation for that purpose might be presented at a Special Town Meeting this fall, but this Committee has not taken a position if there should be a request at that time. Additional comments should be sent to Mr. Kanter. During the above discussion, at approximately 9:10 A.M., Ms. Hewitt delivered printed copies of the Brown Book for this Committee. Mr. Lamb reported that Matt Daggett, proponent for Article 35, had sent an e-mail offering to attend a CEC meeting to answer questions about the Article. It was agreed to invite him to this Committee's March 20th meeting. Adjourn: A Motion was made and seconded at 9:33 A.M. to adjourn. Vote: 5-0. These Minutes were approved by the CEC at its meeting on April 1, 2019. Page 3 of 3