HomeMy WebLinkAbout2011-06-28-AC-min
June 28, 2011
Minutes
Town of Lexington Appropriation Committee
June 28,2011
Place and time: Public Services Building Cafeteria, 7:00PM
Members present: Glenn Parker (Chair), John Bartenstein (Vice Chair and Secretary), Joe Pato
(Vice Chair), Robert Cohen, Mollie Garberg, Alan Levine, Susan McLeish, Rob Addelson (ex
officio, non-voting)
The Committee joined the Board of Selectmen, the School Committee,and the Capital
Expenditures Committee for a summit to discuss the Estabrook, Bridge and Bowman school
renovationand replacement projects.
The agenda items were:
1.Discussion of Project Schedules, Funding Plan/Potential Debt Exclusion for Bridge,
Bowman and Estabrook School Projects
2.Discussion of Other Major Capital Projects and Funding Options (Roads, Athletic Fields)
Please see the attached minutes of the Board of Selectmen, which are published on the Town
web site athttp://lexingtonma.gov/selectmen.cfmand which are also available in the Town
Clerk’s office, for details.
The meeting was adjourned at approximately 9:00PM.
A list of documents and other exhibits used at the meeting is attached.
Respectfully submitted,
John Bartenstein
ApprovedAugust 18, 2011
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June 28, 2011
Summit Meeting
Board of Selectmen, School Committee, Appropriation Committee
and Capital Expenditures Committee
June 28, 2011
A Summit was held on Tuesday, June 28, 2011, at 7:00 p.m. in the Public Services Building
Cafeteria, 201 Bedford Street. Chairman Manz, Mr. Kelley, Mr. Cohen, Mr. Burnell and Ms.
Mauger; Mr. Valente, Town Manager; Mr. Addelson, Finance Director; Mr. Goddard, Director
of Public Facilities and Ms. Chabot, Assistant to the Executive Clerk, were present.
Also Present: All School Committee (SC) members; Dr. Ash, Superintendent of Schools; all
members of the Appropriation Committee (AC) with the exception of Mr. Michelson and Mr.
Neumeier; all members of the Capital Expenditures Committee (CEC) with the exception of Mr.
Edson; and Mr. Himmel, chair, Permanent Building Committee.
Discussion of Project Schedules, Funding Plan/Potential Debt Exclusion for Bridge, Bowman
and Estabrook School projects
Mr. Valente began the meeting by explaining that the group would be asked to consider three
timing options for debt exclusion and Town Meeting votes for funding the Bridge and Bowman
Renovation and the Estabrook School Project.
Mr. Goddard presented the following key project considerations in determining the timing:
1.It is likely that when the Town puts the Bridge/Bowman contract out for bid,
contractors will consider the availability of funding in determining whether they will
submit a bid, so having funding before seeking bids is preferable.
2.To begin the Bridge and Bowman renovation during 2012 summer vacation, we will
need to advertise for bids no later than early January and sign a contract in mid to late
March.
3.Starting Bridge and Bowman in 2012 will bring much needed educational space
online as early as possible.
4.Starting Bridge and Bowman in 2012 creates more separation from the Estabrook
construction phase for administration of the projects for the Permanent Building
Committee (PBC) and Department of Public Facilities.
5.The Massachusetts School Building Authority (MSBA) has partnered with Lexington
in creating a Feasibility schedule for Estabrook to have a Project Scope and Budget
Agreement by February. The MSBA process is rigid and requires many check offs
by MSBA, as a result maintaining this schedule may be too optimistic. The schedule
only allows for six weeks after the Designer to develop the schematic design of the
Estabrook School.
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June 28, 2011
6.It is preferred to have all three schools on the same ballot.
Summit Meeting –June 28, 2011
Mr. Goddard presented a flow chart with three timing optionsfor debt exclusion and Town
Meeting votes for the Bridge, Bowman and Estabrook projects:
Option 1: Bridge, Bowman, and Estabrook voted on same day.
Option 2: Bridge and Bowman voted before Estabrook voted.
Option 3: Bridge, Bowman, and Estabrookvoted on Same Date and Special Town Meeting
for Bridge/Bowman.
The general consensus was to proceed with Option 3 and plan to have the group meet again in
early October to review and discuss a more detailed time line. Option 3 allows more time for the
design process. A 70% cost estimate for Bridge and Bowman can be presented to the voters.
And even though the cost for Estabrook will be an estimate, voters would know that the project
is eligible for a 33 –40% reimbursement from the MSBA.
Upon motion duly made and seconded, it was voted to adjourn at 8:55 p.m.
A true record; Attest:
Diana B. Chabot
Assistant to the Executive Clerk
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June 28, 2011
Exhibits
Estabrook, Bridge and Bowman Summit
June 28,2011
1.Agenda posted by Carl Valente, Town Manager
2.Memorandum from Pat Goddard, Director of Public Facilities, dated June 24, 2011,
regarding “Considerations for Timing of Bridge, Bowman, and Estabrook Funding
Votes”
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