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HomeMy WebLinkAbout2020-11-19-AC-min 11/19/2020 AC Minutes Minutes Town of Lexington Appropriation Committee (AC) November 19, 2020 Place and Time: Remote Participation: in accordance with the Governor's March 12, 2020 Order Suspending Certain Provisions of the Open Meeting Law; communication took place via a Zoom teleconferencing session that was open to the public; 6:30 p.m. Members Present: Glenn Parker, Chair; Sanjay Padaki, Vice-Chair; Alan Levine, Secretary; John Bartenstein; Eric Michelson; Meg Muckenhoupt; Carolyn Kosnoff, Assistant Town Manager, Finance (non-voting, ex officio) Members)Absent: Lily Manhua Yan Other Attendees: Edward A. Bouquillon, Superintendent-Director, Minuteman Regional Vocational Technical School (Minuteman); Melissa Battite, Director, Recreation and Community Programs (Recreation); Christine Dean, Community Center Director, Recreation; Christian Boutwell, Recreation Committee; Eileen Jay, Vice-Chair, Lexington School Committee; Judy Crocker, Lexington's School Committee Representative to Minuteman Regional Vocational Technical High School; David Kanter, Capital Expenditures Committee liaison Mr. Parker confirmed attendance by roll call, reviewed the authorization for meeting remotely, noted that the meeting was being called to order at 6:34 p.m. on November 19, 2020, and stated that the meeting was being recorded for the purpose of creating minutes. He also noted that materials for the meeting were available on-line. Minuteman Athletic Complex Phase 1 Project Financials Mr. Parker reported that the Select Board (SB) had asked the AC to comment on the proposed funding for the Minuteman athletic complex, which has been authorized by the Minuteman School Committee. Mr. Michelson reviewed material describing the project and the associated financial considerations. The current appropriations for the project include $5.9 million to cover the base bid associated with the athletic field. Lexington's commitment to this part of the project is not under consideration. An additional $1.9 million was bid for six add-alternates that are identified as Phase I. Unless Lexington holds a Town Meeting within 60 days and votes to object, Lexington will be obligated to pay $30,000 to $36,000 per year, estimates based on current enrollment, for 10 years to cover the cost of the add-alternates. The exact amount each year will be calculated based on enrollment. As compared to a larger project presented to Lexington two years ago, which would have included shared funding and sole use by Minuteman and Lexington, this does not include extended stadium seating around the football field, a storage facility, or tennis courts. Those elements are identified as a Phase 11 project for future consideration. Ms. Battite, Ms. Kosnoff, Ms. Crocker, and Mr. Bouquillon responded to questions. Their responses included the following additional information: • It is expected that the athletic fields will be revenue generating when they are rented out and will produce cost savings when Minuteman students do not need to travel to and use non- Minuteman fields. • Revenue from the rental program will go into a revolving fund and can only be used to support the asset-generating facility. Support of the facility includes $230,000 for annual 1 11/19/2020 AC Minutes debt expenses and an allocation of$168,000 annually into a Capital Stabilization Fund, which would generate $1.68 million over 10 years for capital replacement costs. • Annual maintenance is projected to cost less than $40,000. • It is anticipated that Minuteman will issue a letter of intent for the participating towns, providing continuity and commitment. The fields would be available to the entire Lexington community, and Lexington would be included in a user group that would be making quarterly decisions about the use of the fields. The user group would also consider whether to pursue Phase 11 in the future. • Use of these fields would help address shortages of fields in Lexington and help reduce the wear on Lexington fields. It is not clear whether there would be a place for javelin and hammer throw practicing, which require non-artificial turf. • Two-thirds of Minuteman's member towns must agree to this project for it to move forward; six of the nine have already indicated acceptance. If any towns decide not to participate, they would not be offered the rental opportunities that would be available to the participating communities, and the other towns would need to absorb the additional expense. • The financial proposal exceeds the actual bid, allowing for contingency funding. • Minuteman's Capital Stabilization Fund was started six years ago for the purpose of purchasing capital equipment. Subsequently, the State's Capital Skills Grant funding has become available for such equipment, leaving the full amount in this fund available for the athletic fields. • Heimlich Construction, the selected contractor, did an excellent job on Lexington's recent track and field project. (This was noted in response to concerns that they submitted a particularly low bid for the track and field portion of the project.) • Minuteman's Field Utilization Guidelines identify member towns getting preferential usage after the Minuteman needs are met. • While all of the member Towns that contribute to this part of the project will be offered prioritization and discounted rental rates, some of those Towns are far enough away that additional transportation costs and travel time are likely to deter their usage, which could result in more availability for Lexington usage. There was discussion about the need for additional information regarding the amount of time that the facilities would be available for use by member towns and by Lexington in particular. Mr. Bouquillon agreed to work with Mr. Michelson and Ms. Crocker to respond to this question. This information will be shared with the SB. The meeting adjourned at 7:29 p.m. Respectfully submitted, Sara Arnold Approved: January 21, 2021 2 11/19/2020 AC Minutes Exhibits • Agenda, posted by Mr. Parker, Chair • Minuteman Athletic Fields Memo from Ms. Battite to Mr. Michelson,November 18, 2020 • Minuteman 10-year Projected Cost of Athletic Field, 2020-11-01 • Minuteman Athletic Complex Phase I Update, November 2020 • Minuteman Athletic Fields Utilization Study, Ballard King & Associates LTD 3