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HomeMy WebLinkAbout2022-12-01-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 1, 2022 Page 1 of 2 Location and Time: Remote Meeting; 8:00 A.M. Members Present (remote participation): Charles Lamb, Chair; David Kanter, Vice−Chair & Clerk; Sandy Beebee; Mike Boudett (joined 8:03 a.m.); Rod Cole; & Lisah Rhodes Members Absent: None Others Present: David Pinsonneault, Director of Public Works; John Livsey, Town Engineer; Mark Valenti, Manager of Operations; Chris Filadoro, Superintendent of Parks & Grounds/Tree Warden; Dave Pavlik; Superintendent of Water & Sewer; John Zaccardi, Superintendent of Highways; Romina Comunale, Management Analyst; Carolyn Kosnoff, Assistant Town Manager for Finance; Katharine Labrecque, Lexington Budget Officer; Glenn Parker, Chair, Appropriation Committee Documents Presented: • Notice of Public Meeting/Agenda CEC Meeting, December 1, 2022 • DPW Question & Answer (Q&A) with Replies to the CEC Call to Order Mr. Lamb called this Remote (Virtual) Meeting, which had been posted as such, to order at 8:00 A.M. As the Committee members and the others joining this meeting 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 had, by legislation Governor Charles D. Baker signed on July 16, 2022, their expiration extended to March 31, 2023.) 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 are approved. By individual conversations to them, Mr. Lamb accomplished a roll-call attendance and determined that five members are present. (Mr. Boudett soon-later arrived so all six members were then present.) Review of the FY2024–FY2028 Capital Improvement Projects/Programs (CIPs) Submitted by the DPW This Committee had provided a document to each department with its comments and questions on each CIP in advance of today and each had appended its answers to them in a document returned to this Committee before today. Mr. Lamb led discussions that only attended to any follow up questions the Committee members still had. After the answer to each of those follow-up Committee-member questions, the Committee would indicate being satisfied with the CIP, or asked for a follow-up response then or with resolution after the meeting, and, if applicable, also recommended the CIP be enhanced with additional text to clarify the questioned current matter. With the Completion of the Five Meetings for CIP Presentations, Recap How Using the Q&A Process Had Worked for the Presenting Organizations and the Needs of this Committee Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 1, 2022 Page 2 of 2 The Committee members—both new and previously experienced with that process— unanimously agreed the early supplying of the members questions to the presenters and the early receipt by the members of the answers made it more efficient for both parties as each meeting could focus on what was left to be addressed or clarified. The presenters also unanimously agreed. The meeting durations could be shorter yet better with both parties focusing on what still needed attention. Purpose and Preparation for the Next Committee Meeting (December 8th) Mr. Lamb explained that next week’s meeting (the 8th) is for preparation of the following week’s (the 15th) meeting with the Town Manager and Finance staff to report our positions and comments on what is considered the pending Town Manager’s “Preliminary Recommended Budget & Financing Plan” (White Book)—which is scheduled to be released in January, 2023. That 15th meeting is an important opportunity for our Committee to influence the funding and timing in the White Book and what constitutes its Five-Year Capital Plan. Our Committee has used general comments regarding the upcoming five fiscal years—in this case FY2024−FY2028—and a spreadsheet of all the pending Capital Improvement Projects/Programs (CIPs) with lines beneath for our comments, if any, on each of those CIP lines. And further we ultimately highlight (in yellow) the relatively few CIPs that we consider have comments of critical concerns. Mr. Kanter expects to distribute this year’s spreadsheet to all our members early next week so each member could initially determine which of the CIPs warrant their comments, if any. There was a discussion on when the aggregation of member comments should be made and it was agreed it should be done at the meeting on the 8th so the decision is based on the discussion by all the present members. Adjourn A Motion was Moved and Seconded at 9:07 A.M. to adjourn. Roll-Call Vote: 6–0 This Minutes was approved by the CEC at its meeting on January 26, 2023.