HomeMy WebLinkAbout2019-04-01-CEC-min �y w-AOR yrry.
Minutes of the
s \�� Lexington Capital Expenditures Committee (CEC) Meeting
n April 1, 2019
APRIL&",
II,E XI NGT.O
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: Glenn Parker, Chair, Appropriation Committee (AC); Alan Levine,
Secretary, AC; John Bartenstein, AC; Ellen Basch, AC; Erick Michelson, AC. Albert Nichols,
AC; Steve Mckenna, Town Meeting Member, Precinct 6; Carolyn Kosnoff, Assistant Town
Manager for Finance; Lisah S. Rhodes, Recreation Committee (RC), Sara Arnold, Recording
Secretary, AC
Documents Presented:
• Notice of CEC Meeting, April 1, 2019
• Draft#3 Minutes of the CEC Meeting, March 13, 2019
• Amended Draft#3 Minutes of the CEC Meeting, March 20, 2019
• Draft Minutes of the CEC Meeting, March 27, 2019
• Mr. Jim Malloy, Town Manager, Draft Integrated Building Design & Construction
Policy, March 26, 2019
• Mr. Malloy Memorandum to the Board of Selectmen, April 1, 2019, Subj: Center Track
Project—Consent Agenda
• Dr. Julie Hackett, Superintendent, Lexington Public Schools, Letter to Lexington
Recreation Committee, December 19, 2018, Subj: Center Track Artificial Turf Surface
Call to Order: Mr. Lamb called the meeting to order at 7:01 P .m.
Minutes: Mr. Kanter described the one amendment to the Draft#3 Minutes of the
March 13, 2019, meeting; introduced the Amended Draft#3 Minutes of the March 20, 20197
meeting; and advised there were no amendments to the Draft Minutes of the March 27, 20197
meeting. A Motion was made and seconded to accept those three Minutes, as amended or
presented. Vote: 6-0
Liaison Reports:
Mr. Kanter described the process underway, led by Mr. Malloy, to develop a Board of
Selectmen policy for how the Town approaches the design and construction of its buildings—
currently entitled "Integrated Building Design & Construction Policy" (Policy). While there are
multiple stakeholders on that development team—including himself as a liaison from this
Committee—primary contributors to Mr. Malloy are Jon Himmel, Co-Chair, Lexington
Permanent Building Committee, and Mark Sandeen, originally as the Chair of the Sustainable
Lexington Committee and now as a Selectman. Mr. Kanter reminded this Committee that it
had first heard from Mr. Himmel of his matrix[for Organizational Roles and Missions as They
Relate to Capital Projects]at its January 28, 2014, meeting. That matrix will be addressed in
the Policy, it's goals, and the documents supporting the Policy.
The current draft represents those sections of the draft policy on which all of Mr. Malloy's
team had agreed, but at each meeting there have been some reconsiderations along with
addressing later sections of the policy and what would, ultimately, be the attachment with the
goals.
Page 1 of 2
Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
April 1, 2019
A Motion was made and seconded that this Committee considered the March 26, 2019, draft
as supporting this Committee's objectives for the proposed policy. Vote: 6-0
Preparation for the 2019 ATM—Center Track & Field Project
After considering the bids received on this project, if more than the first two Add Alternates
(AA) (AAO, Extend warrantee on a synthetic surface, and AA1, Include an organic infill for
the synthetic surface) were to be included beyond the base bid, that would be in excess of
the $3,340,000 appropriation (2018 Annual Town Meeting (ATM), Article 10(h)).
• Adding AA2, Include a hybrid surface (natural grass and synthetic), would put the cost
$117,000 over the appropriation.
• Adding AA3, Upgrade the lighting from 30 footcandles to 50 footcandles, would
increase the cost a total of$138,625 over the appropriation.
• Procurement regulations require that AAs must be accepted in the order cited in the
solicitation. (You can't "skip" an AA in order to get to a later, but desired, AA.)
An initial vote by the RC to pursue additional funding under this ATM's Article 27, Appropriate
for Authorized Capital Improvements, was 2-2; another vote of the whole RC is expected at
its meeting this coming Wednesday, the 3rd. In the interim, that Article 27 was removed from
the Consent Agenda as the Board of Selectmen voted (unanimously) to do that in case it
should be needed for this project.
Ms. Rhodes explained the benefits and objections to each of those surfaces (synthetic and
hybrid), the synthetic-surface warrantee, and the alternate lighting levels. This Committee's
Chair then granted each person in attendance the opportunity to offer their questions and, at
the end of the discussion, any position they held regarding asking Town Meeting to
appropriate additional funds in order to achieve what one or more AAs (beyond 0 plus 1)
provide (i.e., first to change the surface from synthetic to hybrid and then also to increase the
level of lighting). (No vote was taken by the attending AC members.)
Although this Committee would not take a position until it learned of the RC's pending vote,
each of this Committee's members acknowledged that the reduction in the recommended
use of a hybrid surface (1 500 hours per year) from that of a synthetic surface (2,500 hours
per year) was concerning—especially in light of the long-time concern of the RC, as
expressed to this Committee, that an increase in the available use of its facilities was crucial.
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 3, 2019.
Page 2 of 2