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HomeMy WebLinkAbout2015-09-01-CEC-min •'p)c PAOt M1kr, G4 LL n Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting September 1, 2015, Open Session APRIL Y$ ! /NG'T(,i� Location and Time Town Office Building, Reed Room, 7.30 A M Members Present Jill Hai, Chair, David Kanter, Vice-Chair & Clerk, Elizabeth Barnett, Rod Cole, Wendy Manz Members Absent None Others Present Joe Pato, Chair, Lexington Board of Selectmen (BoS), Suzie Barry, Member, BoS, Judy Crocker, Member, Lexington School Committee, Patty Moore, Lexington Budget Officer (arrived 8 40 A M ) Documents Presented • Notice of Public Meeting/Revised Agenda for CEC Meeting, September 1, 2015 • Carl Valente, Lexington Town Manager, Memo to Board and Committee Chairs, August 20 2015, Subj Board and Committee Training—Conflict of Interest Seminar (Distributed by Ms Hai's e-mail, August 31, 2015 9.29 A.M , to the other CEC Members) • Ms Moore, Lexington Budget Officer, Memo for the CEC, September 1, 2015, Subj FY2017 Capital Budget Meeting Schedule as of 9/1/15 • Draft Minutes of the CEC Meeting, August 12, 2015 (Distributed by Mr Kanter's e-mail, August 14, 2015 7.34 P M , to the other CEC Members and Sara Arnold) Call to Order Ms Hai called the meeting to order at 7.33 A.M Move to Executive Session Ms Hai declared at 7.33 A.M that an Executive Session of this Committee was warranted under the Open Meeting Law Exemption 6 (to consider the purchase, exchange, lease or value of real property) as the discussion in an open meeting may have a detrimental effect on the negotiating position of the Town, that the others present at that time were invited to join the Executive Session, and with the intention to reconvene in Open Session to address further business A Motion to do so was made and seconded Each member was polled Vote 5-0 The Committee went into Executive Session at 7.34 A M Return to Open Session The Committee returned to Open Session at 8.38 A.M [8.38 A.M Mr Pato, Ms. Barry, and Ms. Crocker left] Updates on any new, public, information from the Board of Selectmen, the School Committee, or other Town bodies regarding the Multiple School Construction Projects Ms Hai reported that the Board of Selectmen has announced that a third Summit on the Multiple Schools Construction Project will be held in the evening on Wednesday, September 16, 2015 She and Ms Barnett said they did not expect to be able to attend, Mr Kanter, Mr Cole, and Ms Manz said they expect to be able to attend Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting September 1, 2015, Open Session Committee's Actions Plan for FY 2016 • Review of the Town's FY2017—FY2021 Capital Improvement Projects (CIPS) Ms Moore provided the following preliminary scheduling later this year of presentations of the CIPS to this Committee—with other departments to be scheduled as the Capital Budgets are developed October 27th Recreation Department November 3rd & 10th Department of Public Facilities (DPF) November 17th (Tentative) Department of Public Works (DPW) December 1St Information Services Department & Town Clerk's Office Ms Moore suggested that the meetings with DPF and DPW be held in the Samuel Hadley Public Services Building (201 Bedford Street), if a meeting room there would be available, as a convenience to those departments whose offices are in that building The Committee applauded that suggestion and Ms Moore will confirm the room availability and advise Mr Kanter so he can release the current room reservations elsewhere for those dates [8 50 A.M Ms. Moore left] The Committee discussed how each member would prepare the questions they had about each CIP—with a short explanation of the basis for each question, if needed—during their pre-presentation review and provide them to Ms Hai not later than the Friday before the presentation on the following Tuesday Ms Hai would consolidate and edit, as she sees fit, the questions with the goal of providing them, after the weekend, to the leader of the applicable department/office—with a courtesy copy to Rob Addelson, Assistant Town Manager for Finance—so they can come to their presentation with the answers in hand Ms Hai then addressed that the Committee needed to have identified any specific "Action Items" that resulted from each department/office's presentation that warranted follow-up by either the department/office or a Committee member Members should make note during each presentation of what they consider justifies an "Action Item" Ideally, those notes should be discussed immediately following the presentation for Committee agreement and assignment of who would initiate the action (i e , the Chair or a member) • Reporting for the Fall 2015 Special Town Meeting (STM) (expected this November) Mr Kanter reminded the Committee that our reports to STMs normally do not have the programmatic "front matter"—as do our reports to Annual Town Meetings (ATMs) Instead, they normally just contain the Article-by-Article write-ups While it is expected the primary Article(s) for this STM will relate to the Multiple Schools Construction Projects, there may be other Articles on which this Committee will have need to report. • Reporting for the 2016 Annual Town Meeting Mr Kanter reminded the members that the Committee's goal is to have them provide to him their respective updated "front matter" for our report to that ATM before we must attend to the CIPS presentations beginning at the end of next month Ms Hai reaffirmed that goal was to reduce pressure on everyone as we begin, following those presentations, to build that report. Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting September 1, 2015, Open Session Member Concerns and Liaison Reports Ms Hai referred to the memo from the Town Manager regarding the BoS, the Town Manager, and Town Clerk's Offices sponsoring a seminar on Conflicts of Interest for "Municipal Employees—members of Lexington's Boards and Committee It is open to any board or committee member and there are two opportunities to attend the evening of the 17th and the morning of the 25th of this month Ms Hai said she may be able to attend on the 17th The other members said their plans are to attend as follows Mr Kanter & Mr Cole on the 17th, Ms Barnett & Ms Manz on the 25th Approval of Minutes A Motion was made and seconded to approve the Draft Minutes for the Committee's meeting on August 12, 2015, as amended Vote 4-0-1 (Mr Cole abstained as he had not attended that meeting) Adjourn A Motion was made and seconded at 9.03 A.M to adjourn Vote 5-0 These Minutes were approved by the CEC at its meeting on October 2, 2015 Page 3 of 3