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HomeMy WebLinkAbout2016-06-13-CEC-min Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting June 13, 2016 (including Executive Session) Location and Time: Town Office Building, Reed Room (111); 7:30 .. AM Members Present: Jill Hai, ChairDavid Kanter, Vice-Chair & Clerk; Elizabeth Barnett; ; Rod Cole; Wendy Manz (arrived at 7:38 ..) AM Members Absent: None Others Present: Suzanne Barry, Chair, Lexington Board of Selectmen; Elaine Ashton, Town Meeting Member (arrived at 8:35 ..) AM Documents Presented :  Notice/Agenda of CEC Meeting, June 13, 2016  CEC Subject Areas & Liaison Assignments for Fiscal Year (FY) 2016, November 17, 2015  Draft Minutes of the CEC Meeting, May 25, 2016  Draft Minutes of the CEC Meeting, May 31, 2016 (Including Executive Session) Call to Order: At 7:31 .., Ms. Hai called this Committee’s meeting to order and declared AM that an Executive Session is warranted under the Open Meeting Law Exemption 6 to consider the purchase, exchange, lease or value of real property at 20 Pelham Road and 171–173 Bedford Street as the discussion in an Open Session may have a detrimental effect on the negotiating position of the Town. She moved for this Committee to go into Executive Session, including the participation of Ms. Barry, with the intent to reconvene in Open Session to continue with further business of this Committee. The members of this Committee were individually polled. Vote: 4–0 This Committee was then in Executive Session. Ms. Hai explained that this Executive Session was called so that the whole Committee (now including Ms. Barnett) would be on the same basis regarding the discussion at the joint Executive Session on May 31, 2016—that included the other members of this Committee, the Board of Selectmen, the Appropriation Committee, and the School Committee—which was held for the same purpose as cited above for this Executive Session. (See the Minutes of the Board of Selectmen for that prior Executive Session for the substance of that Executive Session and, thus, the core of what was addressed during this Executive Session.) Upon her arrival, by a voice vote, Ms. Manz affirmed that she also approved of this Executive Session. The discussion, including the participation of Ms. Barry, did not include this Committee taking any positions or holding any votes. At 8:32 .., Ms. Hai moved for this Committee to return to Open Session to continue with AM further business of this Committee. The members of this Committee were individually polled. Vote: 5–0 This Committee was then in Open Session. Page 1 of 2 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting June 13, 2016 (including Executive Session) Review of the 2016 Annual Town & Special Town Meetings process and any resulting feedback to provide to the Town Moderator and the Board of Selectmen: Due to time constraints, this matter was deferred to a subsequent meeting. Continue discussion of the Committee’s organization and processes—including initial planning for the FY2018 budget-review cycle beginning this fall: Ms. Hai opened a discussion of the distribution of the Committee’s workload considering (1) the current subject-area and liaison assignments, (2) the additional members expected to be appointed to this Committee by the Town Moderator following the 2016 Special Town Meeting (2016-4) (Article 4) approval of increasing the allowable size of this Committee from “5” to “7”; and(3) Mr. Kanter’s workload as the editor and producer of the Committee’s reports. While appreciating that the areas of expertise, experience, and interest of any new member would have a substantial bearing on final assignments for FY2017, using the FY2016 assignments, the Committee proposed those current assignments would likely continue with the following exceptions: a. Subject Areas: (1) Economic Development: Vice Ms. Hai, leave open for a new member. (2) Facilities: Vice Mr. Cole, leave open for a new member. (3) Information Services: Vice Mr. Kanter, leave open for a new member. b. Liaisons: (1) Community Preservation Committee: Vice Mr. Kanter (at his request), Ms. Manz. (2) Permanent Building Committee: Remain Ms. Hai, but reconsider when it is determined which member will assume responsibility for Facilities. Mr. Kanter agreed to continue as the report editor and producer if what has been the process to date were to continue in FY2017. Ms. Hai reminded the Committee that last year’s objective to provide early inputs of all of the background material in the report to the 2016 Annual Town Meeting—to help spread out the report workload—was not achieved and remains an objective for the report to the 2017 Annual Town Meeting. Approval of Minutes: Mr. Kanter moved that the draft Minutes of the Committee’s meetings on May 25, 2016 & May 31, 2016, be approved as presented, and those for May 31, 2016, also be approved for public release. Vote: 4–0–1 (Ms. Barnett abstained as she was not present at those meetings.) Adjourn: A Motion was made and seconded at 8:48 .. to adjourn this meeting.Vote: 5–0 AM These Minutes were approved by the CEC, and also approved for public release, at its meeting on August 17, 2016. Page 2 of 2