HomeMy WebLinkAbout2021-12-09-CEC-min RECEIVED
Minutes of the 20220 Jan, H°24 arn
v, M Lexington Capital Expenditures Committee (CEC) Meeting
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December 9 2021 TOWN C1 ERK
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Location and Time: Remote Meeting; 8:00 A.M.
CEC Members Present (remote participation): Charles Lamb, Chair; David Kanter,
Vice-Chair & Clerk; Sandy Beebee; Rod Cole; and Frank Smith
CEC Members Absent: None
Others Present (remote participation): Other Lexington Committees: Scott Bokun and
Sara Cuthbertson, School Committee; Glenn Parker, Appropriation Committee liaison; Staff:
Town Clerk's Office: Mary de Alderete, Town Clerk; Department of Innovation & Technology
(DIT): Tim Goncalves, Director for DIT; Finance Department: Jennifer Hewitt, Budget Officer;
Sara Arnold, Recording Secretary
Documents Presented:
• Notice of Public Meeting/Agenda CEC Meeting, December 9, 2021
• Town Clerk Office's and DIT's FY2023-FY2027 Capital Improvement
Programs/Projects (CIPs)
• Town Clerk's responses to CEC Questions Provided Regarding its CIPs
• DIT's responses to CEC Questions Provided Regarding its CIPs
• Spreadsheet for CEC Comments on FY2023-FY2027 CIPs 5-Year Plan As of
8Dec2021 ; prepared by Mr. Kanter
Call to Order
Mr. Lamb called this Remote (Virtual) Meeting, which had been posted as such, to order at
8:00 A.M. As all Committee members 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 in
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 attendance determining that all five
members were present.
Review of the Town Clerk Office's FY2023-FY2027 CIPs
Appreciation was expressed for the responses that had been provided to CEC questions.
There was discussion about the breadth of responsibilities assigned to this department.
Ms. De Alderete noted that conservation/preservation of documents has been a high priority.
In 2011 and 2013, there were $150,000 appropriations of Community Preservation Act (CPA)
funds that were needed to initiate this project. Currently the Town Clerk's office is requesting
$20,000 annually. Ms. Hewitt confirmed that the program would not normally trigger a CIP,
but the CIP was prepared because this is a CPA project.
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
December 9, 2021
Minutes, Member Concerns, and Liaison Reports
Mr. Kanter reported that draft Minutes for recent meetings would be available in the near
future. He also noted that there is an extra meeting scheduled for Monday evening,
December 13th, to review the CIPs before discussing this Committee's comments regarding
said CIPs with the Town Manager and Finance staff on December 16th. Mr. Kanter added
that he had just distributed a spreadsheet to use in preparing for and during that meeting.
Review of the DIT FY2023—FY2027 CIPs
Appreciation was expressed for the responses that had been provided to CEC questions. In
response to questions, Mr. Goncalves' comments included, in part, the following:
• The Network Mediation Project, which touched on every network, was more complex
than originally anticipated. Changes were made building-by-building to avoid
impacting multiple facilities at the same time. The impact on Voice-Over IP was a
particular challenge.
• Consistent inclusion of contingency funds in the CIPs will be reviewed and updated,
as appropriate.
• It is anticipated that network core equipment replacement would begin in the summer
of 2022.
• A five-year capital plan is being created, which is expected to improve the budget
material. Preparation began with a comprehensive inventory. Some numbers are
placeholders.
• The CIPs will be updated, as appropriate.
• The cost of a cloud versus in-house Microsoft Exchange server will be evaluated.
• Off-site backup has been handled manually using local vendors. Now the Town has
access to data recovery for any virtual server, which is more efficient.
• Cloud alternatives to current on-premises applications are being evaluated.
• 98% of the repairs and recovery associated with the water damage experienced a
year ago in the Town Office Building is complete.
• There will likely be a new website front end. Input will be solicited, but it is difficult to
address conflicting comments/requests.
Adjourn
A Motion was Made and Seconded at 8:49 A.M. to adjourn. Roll-Call Vote: 5-0
This Minutes was approved by the CEC at its meeting on December 30, 2021
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