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HomeMy WebLinkAbout2021-09-14-CEC-min Minutes of the v,sM Lexington Capital Expenditures Committee (CEC) Meeting xx September 14, 2021 APRIL 19" Location and Time: Remote Meeting; 8:30 A.M. CEC Members Present (remote participation): Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee (arrival 8:51 A.M.); and Frank Smith CEC Member Absent: Rod Cole Others Present (remote participation): Other Lexington Committees: Sara Cuthbertson and Scott Bokun, School Committee liaisons; Glenn Parker, Chair, Appropriation Committee (AC) liaison; Staff: Finance Department: Sara Arnold, Recording Secretary Documents Presented: • Notice of Public Meeting/Agenda CEC Meeting, September 14, 2021 • Draft #3 Minutes for the August 18, 2021, CEC Meeting • Pending Final CEC Input to Lexington's FY2021 Annual Town Report • Email from Jim Malloy, Town Manager, to Mr. Smith, September 7, 2021, Subj: RE: Capital Stabilization Fund Call to Order Mr. Lamb called this Remote (Virtual) Meeting, which had been posted as such, to order at 8:31 A.M. As all those present had been previously advised of the special conditions of this meeting, he passed on repeating them (i.e., the authority to not require a physical presence of a quorum and other selected terms under the Open Meeting Law is legislation signed on June 16th of this year by Massachusetts Governor Charles D. Baker). Mr. Lamb advised that materials provided electronically to the Committee or presented at the meeting, would be available upon request and are those listed in the Minutes as Documents Presented. Any votes during this meeting would be taken by a roll call. Further, this meeting would be recorded to assist in preparing Minutes, and the recording would be deleted once the Minutes is approved. Mr. Lamb took a roll-call vote and confirmed that three Committee members were remotely participating. Because there are currently five members, that constituted a quorum. FY2021 Annual Town Report Mr. Kanter shared a copy of the Pending Final CEC Input to Lexington's FY2021 Annual Town Report with non-substantial changes from a prior draft. A Motion was made and seconded to approve the input as edited. Roll-Call Vote: 3-0, but was later updated to 4-0 to include Ms. Beebee's vote. CEC Officers, Subject Areas and Liaison Assignments Discussion regarding those officers and assignments was postponed until all Committee members could be present. Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting September 14, 2021 Community Feedback on Police Station Mr. Kanter reported that the Select Board (SB) postponed further discussion of the Police Station project until Mike Cronin, Director of Public Facilities, is able to respond to the full SB with any effect(s) on the proposed design based on the feedback provided to two members of the SB by the citizenry. Capital Stabilization Funding Framework Mr. Smith reported that Mr. Malloy had advised that he would include in the Framework that this Committee is to be included in future communications regarding policies affecting the Capital Stabilization Fund (CSF). There was discussion about the phrase "so long as additional funds were sustainable" in the draft CSF Framework document as how Town Meeting could add funds to the CSF beyond the standard formula for new growth. It was agreed that the meaning of "sustainable" in this context was not clear. Mr. Smith agreed to pursue clarification. Fall 2021 Special Town Meeting (STM 2021-1) Mr. Kanter reported that the SB has identified November 8, 9, 10, 16, 17, and 18, 2021, for a fall STM. [Subsequently, the 16th was replaced by the 15th.]The SB was sensitive to the long list of potential Articles. This Committee will need to decide on which Articles it will report. FY2023 Financial Process Mr. Kanter reported that there is no new information regarding potential changes in the financial processes. It is anticipated that Jennifer Hewitt, Lexington Budget Officer, ultimately would arrange dates for departments/offices to come to CEC meetings to present their requests for inclusion in the FY2023—FY2027 Five-Year Capital Plan. Member Concerns and Liaison Reports • Mr. Kanter reported that the SB plans to hold a Goal Setting session on October 12th 1 :00-3:00 P.M., in the Cary Memorial Building's Estabrook Hall. Only Chairs of Committees are invited, and they can advise whether their preference would be to attend virtually or in person. Mr. Lamb plans to attend and will be asking if Mr. Kanter could substitute, if necessary. • Mr. Kanter reported that Mr. Cronin had identified a pre-fabricated building that could be used to replace, rather than rehabilitate, the Old Reservoir restroom facility. It would meet the needs and be less expensive. Mr. Cronin reported to the SB that he expects to pursue this next year. Mr. Kanter expressed his opinion that this Committee's opinions on that matter should have been solicited and considered prior to bringing this concept to the SB. • Mr. Kanter reported that the SB had received information at its meeting about the creation of a Stormwater Enterprise Fund that would be funded by citizens who have stormwater runoff from their properties. Mr. Kanter again suggested that this is another matter that warranted having this Committee's opinions considered prior to discussion by the SB. Ms. Beebee joined the meeting at 8:51 A.M. Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting September 14, 2021 • Mr. Kanter reported that in one place of the revised charge for the Affordable Housing Committee, it now reflects a joint consideration of having a corporation and a trust regarding support to future affordable housing projects (as those two entities are now labeled "objectives" rather than "phases".) The revised charge was approved by the SB. • Ms. Beebee reported that the Recreation Committee is planning to discuss a five-year capital plan at its next meeting. She will try to provide this Committee a recap of that plan before its next meeting. • Mr. Kanter reported that the SB decided to leave the scope for renovating 173 Bedford Street into swing space for the Police Station unchanged—rather than trying to incorporate office space to address the severe crowding at the Town Office Building. Further, it was agreed by the SB, as earlier endorsed by Mr. Cronin, that there needs to be at least an outline of a plan developed to address how to provide relief to that severe overcrowding before requesting funding. • Ms. Beebee was asked for her position on the "Pending Final CEC Input to Lexington's FY2021 Annual Town Report" which had been distributed before, and earlier addressed at this meeting. She said she supported it—which was added to the earlier Committee's vote. Minutes A Motion was made and seconded to approve the Draft #3 Minutes for the CEC meeting, August 18, 2021, with minor edits. Roll-Call Vote:4-0 Adjourn A Motion was made and seconded at 9:01 A.M. to adjourn. Roll-Call Vote:4-0 This Minutes was approved by the CEC at its meeting on October 7, 2021 Page 3 of 3