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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting April 29, 2014 Location and Time: Town Office Building, Reed Room; 8:00 .. AM Members Present: Jill Hai, Chair; David Kanter, Vice-Chair; Bill Hurley; Wendy Manz; Beth Masterman Members Absent: None Others Present:Rob Addelson, Assistant Town Manager for Finance; Glenn Parker, Chair, Appropriation Committee (AC) Documents Presented: Notice of Meeting/Agenda for CEC Meeting, April 29, 2014 (posted April 24, 2014) Flow chart from ÅA Guide to Financial Management for Town OfficialsÆ, Massachusetts Department of Revenue (DOR) (found on the DOR Web site at http://www.mass.gov/dor/docs/dls/publ/misc/town.pdf), Page 10, Figure 1 Ms. HaiÈs e-mail to the Committee, April 20, 2014, with attachment containing Charles LambÈs e-mail, June 11, 2012, Subject: BoS \[Board of Selectmen\] Goal Setting Call to Order: Ms. Hai called the meeting to order at 8:06 .. AM Member Concerns and Liaison Reports: Ms. Hai polled the members about attending the BoS Executive Session tomorrow evening. Ms. Hai and Mr. Kanter said they couldnÈt; Ms. Manz and Mr. Hurley plan to attend; and Ms. Masterman did not know at that time. If three members should be in attendance, there would be a quorum and as the meeting has been posted to include this Committee, those attending can participate in the deliberations on behalf of this Committee. If less than 3 members are present, the Executive Session would be an information-only session for the members in attendance. Ms. Hai proposed that the Committee meet with the AC on the evening of May 7, 2014, jointly to discuss Committee members participating in campaigns for elected Town positions and recommendations for the BoSÈ goal-setting session. The Committee agreed and Mr. Parker will post the meeting for both committees. Review of the CommitteeÈs Role in the FY2015 Budget Cycle: Ms. Hai asked whether there were any recommended improvements to how this Committee accomplished that role that would help this Committee fulfill its responsibilities. The Committee and Mr. Addelson reviewed the current approach: Capital Improvement Project (CIP) requests from each department are distributed to this Committee and, where requesting use of Community Preservation Funds, to the Community Preservation Committee immediately after they are given to the BoSÄwhich is traditionally in mid-October. At that point, the CIPs reflect the departmentsÈ requests and do not reflect any Senior-Management-Team approvals. The BoS does not start to review in any detail the operating and capital budgets before December. Page 1 of 4