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Home My WebLink About2014-05-07-AC-min 2014-05-07 Minutes Minutes Town of Lexington Appropriation Committee andCapital Expenditures Committee May 7, 2014 : Parker Room, Town Office Building, 7:30 P.M. for the Appropriation Committee:Glenn Parker, Chair; John Bartenstein, Vice Chair and Secretary; Mollie Garberg;Alan Levine; Susan McLeish;Eric Michelson; Rob Addelson (non-voting, ex officio) Members presentfor the Capital Expenditures Committee(CEC):Jill Hai, Chair; David Kanter, Vice Chair; William Hurley; Wendy Manz; Beth Masterman Members absentfrom the Appropriation Committee:Robert Cohen; Richard Neumeier; Jonina Schonfeld Others Present: Carl Valente, Town Manager; Peter Kelley, Board of Selectmen; Joe Pato, Board of Selectmen; Shawn Newell, Department of PublicFacilities; Bob Pressman, Community Preservation Committee; David Beavers, Cadmus Group; Mark Sandeen, Chair, Sustainable Lexington Committee; Dan Voss, Chair, Solar Task Force The meeting was called to order at 7:30 P.M. CEC Minutes: 1.A motion was madeby Mr.Kanterand seconded to approvethe Draft #2 Minutes of the Committee’s meeting on April 29, 2014.VOTE: 5-0. A motion was madeby Mr.Kanterand seconded to approve release to the public of the previously approved Minutes of the Committee’s December 9, 2013,Executive Session.Mr.Kanter noted for the Committee that the reference in these Minutes to “Buckman Tavern area” had been corrected to “Munroe Tavern area”.VOTE: 4–0–1(Ms.Masterman had not been present at that Executive Session. The two committees decided to take a brief recess until the Appropriation Committee had a quorum. The meeting was called back to order at 7:33 P.M. by Mr. Parker. Sustainable Lexington plans for solar installations on Town buildings and at the 2. Hartwell composting site (Mark Sandeen): Mr. Voss gave a presentation, based on slides dated May 7, 2014, updating the Appropriation and Capital Expenditures Committees on the project status for solar installations on Town buildings and at the Hartwell composting site. Mr. Voss described the focus of the solar task force: Selection of the most qualified vendor, Ameresco Site survey and technology assessment Review of agreement and contract with Ameresco 1 2014-05-07 Minutes Mr. Sandeen explained the net meter credits and the construction sequence after the permitting process is complete. He gave an overview of solar rates versus net meter projection based on historical trends. A question was raised regarding the value of the solar panels throughout the 20-year contract. Mr. Sandeen provided statistical basis for the value of the solar panels, degrading about 0.5% each year and performing at 90% of its currentvalue at 20years. The presentation continued to show potential savings at various PPA rates. Mr. Valente explained the next steps of the contracting process: Proposal presentation by Ameresco Representatives from both the Appropriation and Capital Expenditures Committees will work with staff on negotiations Recommendations will be given to the Board of Selectmen Town Manager’s approval required 3. Participation by finance-committee members in campaigns for local elections: Mr.Parker commented that a policy and proposal is currently being developed regarding participation by finance committee members in campaigns for local elections. Ms. Hai sought a general sense of the Appropriation and Capital Expenditures Committees. It was determined that both committees needed to participate in further discussion on development of a consistent policy. Ms. McLeish proposed inquiring how other communities handle this particular matter. Goal setting for the Board of Selectmen: 3.Mr. Kanter gave anoverview of the topics that were submitted by the CEC for the Selectmen’s goal setting last year: Commitment to IncreasedExtraordinary Maintenance Funding Cash Financing for Capital “Programs” Roads (Declared Plan for Achieving a Specified Pavement Condition Index \[PCI\]) Residential Sidewalks (A Global Look and Planas Done for Roads) Affordable Housing Policy(Establish an Objective) Enhance the Town’s Recreational Field Capacity Improved Capital Planning (ALong-Term Plan) Capital Project Submission Process EnhancedTransparency of the Board’sDecisionMaking(Exclusive of Executive Session) Early Positioning-Taking Regarding Town Applications for USE of the Community Preservation Fund CEC Adjourns: A motion was made and seconded at 9:08 P.M. to adjourn. VOTE: 5–0 The Appropriation Committee agreed to continue discussion on goal setting for the Board of Selectmen with Mr. Kanter present. One member suggested the review of the Appropriation and Capital Expenditures Committees goal setting lists from the previous year. Additional topics for goal setting were discussed: 2 2014-05-07 Minutes In-house legal service Earlier Selectmen approval on warrant articles Policy for process of land acquisition Community Center Commercial assessments Wireless capability in Town buildings Data policy and public access Earlier committee involvement in capital projects Mr. Kanter suggested that the Appropriation Committee develop a frameworkfor submitting commentsand then the Capital Expenditures Committee will aid with the implementation strategy. Mr. Parker presented a one-page document titled, “Major Elements of Municipal Finance” describing the role finance committees playin town finance. Mr. Kanter offered to be present at the next Appropriation Committee meeting for further discussion on this topic. Next Meetings and Next Steps: 4.The Appropriation Committee set the next meeting date to May 28, 2014 at 7:30 P.M. An Executive Session will be held on June 2, 2014. The meeting was adjourned at 9:40 P.M. A list of documents and other exhibits used at the meeting areset forth below. Respectfully submitted, Michelle Morelli Recording Secretary Approved July 10, 2014 Exhibits 1.Meeting Agenda posted by Glenn Parker, Chair, Appropriation Committee and Jill Hai, Chair, Capital Expenditures Committee 2.Draft #2 Minutes of the CEC Meeting, April29,2014 (distributed electronically May4,2014) 3.Minutes of the CEC Meeting, December9,2013, Executive Session (approved December20,2013) 4.PowerPoint, “Solar Task Force Update –Capital Expenditures and Appropriation Committees, May 7, 2014” 5.One-page document submitted by Glenn Parker, “Major Elements ofMunicipal Finance” 3