HomeMy WebLinkAbout2013-10-21-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting
October 21, 2013
Location and Time: Cary Memorial Building, Ellen Stone Room; 9:00 A.M.
Members Present: Jill Hai, Chair; David Kanter, Vice - Chair; Bill Hurley; Wendy Manz
Member Absent: Beth Masterman
Others Present: Rob Addelson, Assistant Town Manager for Finance
Documents Presented:
• Draft #4, October 19, 2013, of the CEC Report to the November 4, 2013, Special
Town Meeting ( "Fall STM ")
• Draft Minutes for the October 16, 2013, CEC Meeting
Call to Order: Ms. Hai called the meeting to order at 9:02 A.M.
Draft #4 of the CEC Report to the Fall STM: The Committee reviewed that draft, made
some changes, and took the following actions:
• Article 2 (Amend FY2014 Operating, Enterprise Fund and Community Preservation
Budgets): Write -up accepted as written.
• Article 3 (Appropriate to and from Specific Stabilization Funds): At present, the only
one of those funds on which the Committee would report is the Capital Projects /Debt
Service Reserve /Building Renewal Fund.
• Mr. Addelson provided the new dollar amounts to use in the draft report's
tables based on his current understanding that the appropriation request
under Article 4 would be $7,700,000.
• Committee members agreed with proposed editorial changes and accepted
the write -up with those changes and the updated tables. Also accepted was
Appendix A (Information on the Town's Current Specific Stabilization Funds)
that is referenced within the Article 3 write -up.
• Article 4 (Appropriate for Modular Classrooms at the High School):
o With the new dollar amount ($7,700,000) entered, Committee members
agreed with a proposed editorial change and accepted the write -up with that
change.
o With regard to the High School, Mr. Hurley will confirm the school years that
apply to the one following the last major renovation and to the future
enrollment projection, and will find what are the plans to accommodate the
loss of lunch -time space during the portion of each year's construction period
that is expected to be while the school is in session.
• Article 5 (Appropriate for Renovations to Buildings to be Acquired at 39 Marrett
Road): While the important description of the funding source(s) can't yet be
completed, Committee members accepted the rest of the write -up. Also accepted
were Appendix B (Evolution from Community Center Immediate -Use Strategy to
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
October 21, 2013
Phase 1 Strategy) & Appendix C (Community Center Summary -Level Budget for
Completion of Phase 1) that are referenced within the Article 5 write -up.
• Mr. Kanter advised that following the Board of Selectmen's meeting this evening —at
which it would be addressing the Fall STM Articles and receiving Mr. Addelson's
information on the proposed funding amounts —Mr. Kanter would be releasing to the
Committee a Draft #5 so all of today's changes can be seen. However, as there
would be a Draft #6 released following the Community Preservation Committee's
meeting this Thursday (the 24 —which may well be proposed as a final draft —the
Committee members may wish to defer their detailed review until that draft.
Schedule for Presentation to the Committee of the Town Departments' Proposed
Capital Improvement Projects (CIPs) for the FY2015 Capital Program: The Committee
discussed that the scheduling provided to date only addresses five departments and only
one is assigned to a Committee meeting date. There are additional departments that need
to be scheduled; some of those already scheduled are not expected to require a full
meeting's time (even if limited to 2 hours); it would be prudent to have additional meeting
time reserved for any "overflow" (e.g., Department of Public Works & Department of Public
Facilities); and no department is yet scheduled for the November 19, 2013, meeting.
Ms. Hai will follow up with Theodore Kalivas (Lexington Budget Officer) who is doing the
scheduling.
Approval of Minutes: It was moved and seconded to approve the Minutes for the meeting
on October 16, 2013. Vote: 3 -0 -1 (Mr. Hurley abstained as he was not present at that
meeting.)
Next Meeting: Mr. Hurley advised he is not available for the October 27, 2013, meeting
when the Committee hoped formally to vote all Committee positions and approve the
Committee's report to the Fall STM, subject only to editorial changes. Mr. Hurley said he
could make a meeting on October 28, 2013, at 11:00 A.M., to vote and approve. The
Committee agreed to post such a meeting. Ms. Hai and Mr. Kanter would also attend to
assure a quorum. Mr. Kanter agreed to find a publically accessible location and request the
Town Clerk's Office post the meeting. A best effort would be made to have the report
published on the 28 so as to meet the goal of the report being available one week before
when the Town Meeting would have any Motion presented for a matter on which this
Committee must report. (If not practical on the 28 it should be practical on the 291h.)
Adjourn: A Motion was made and seconded at 10:37 A.M. to adjourn. Vote: 4 -0
These Minutes were approved by the CEC at its meeting on October 27, 2013.
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