2006-11-09-CAC-MIN - Laserfiche WebLink

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• Mr. Preston asked when/how in this evaluation process can LexMedia enter into re-negotiating the terms of its agreement with the Town of Lexington. Mr. Preston was informed that the intent of this evaluation is to strictly to determine whether LexMedia has met the terms of it's agreement with the Town. He was also informed that any discussion of renegotiating terms needs to be formally handled outside of this evaluation. • The Board reviewed the list of questions submitted to LexMedia along with the responses submitted by LexMedia. NOTE: CAC member Jim Akimchuk was omitted from LexMedia's distribution of it's responses prior to the 11/9/06 meeting. o LexMedia's response to question #1 explicitly states that "logs of all meetings covered by LexMedia are available in our Quarterly report submitted to the town". It was noted that the CAC has never received any of these logs. Mr. Preston agreed to forward these reports to Jeanne Canale by 11/10/06. o Mr. Preston stated that he tried to group LexMedia's responses by responding in narrative form instead of answering each specific question. He stated that he did not feel he could meet all of the needs of the questionnaire. o Mr. Preston stated that he felt some of the contractual requirements placed on LexMedia were onerous. By way of example, Mr. Preston provided a demonstration of numerous "binders" which held corporate bylaws, insurance policies, financial information, etc. Mr. Preston's expressed concern with the work involved in copying all of these documents for the Board. As an alternative, CAC member Jim Gonzalez agreed to go to LexMedia's studio to review the documents. o It was explained to LexMedia that it was expected that they would be presenting their financials at the public hearing on 11/21/06. o CAC member David Becker commended LexMedia on its relationship with Lexington's Town Manager. o It was suggested that at the public hearing, we should sequentially go over the questions and LexMedia's responses. ^ The point of the hearing is to solicit comments and questions from the public. o Mr. Preston stated that FACIL - an access studio software application that provides for asset tracking, programming documentation, as well as numerous other studio functionality -has not yet been implemented, and as such, LexMedia is not yet able to provide the required reporting. ^ After much discussion, it was decided that a member of the CAC would perform "sample" testing to verify that LexMedia is meeting all of its contractual requirements. o After review, it was determined that LexMedia's response to Question #3 did not answer the question asked. o Question #4: The CAC requested that LexMedia provide a brief overview of it's discussions with Lexington Police and Lexington Fire.