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Minutes of the
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November 28, 2018
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Location and Time: Town Office Building, Parker Room; 7:45 A.M.
Members Present: Charles Lamb, Chair; David Kanter, Vice-Chair& Clerk; Sandy Beebee;
Rod Cole; Frank Smith; and Wendy Manz
Member Absent: None
Others Present: Mark Corr, Chief, Police Department (Dept); John Wilson, Chief, Fire &
Rescue Dept; Tom Case, Chief Information Officer, Information Technology (IT) Dept;
Dorinda Goodman, Director, IT Dept; Julie Krakauer, Project Manager, IT Dept;
Carolyn Kosnoff, Assistant Town Manager for Finance; Jennifer Hewitt, Budget Officer,
Finance Dept.
Documents Presented:
• Notice of CEC Meeting, November 28, 2018
• Police, Fire and Rescue, and IT FY2020-FY2024 Capital Improvement Projects
(CIPS)
• Police Dept. responses to CEC Questions Provided Regarding the Police
FY2020-FY2024 CIPs (Police Q&A)
• Fire & Rescue Dept. responses to CEC Questions Provided Regarding the Fire &
Rescue FY2020-FY2024 CIPs (Fire & Rescue Q&A)
• IT Dept responses to CEC Questions Provided Regarding the IT FY2020-FY2024
CIPs (IT Q&A)
• Network Security and Cyber Security Profile, 11/2018
• IT Dept, Capital 2020; breakdown of funding elements
• Draft#3 Minutes for the November 14, 20187 CEC meeting
Call to Order
Mr. Lamb called the meeting to order at 7:45 A.M.
Review of the Police FY2020-FY2024 CIP
As the CEC had already reviewed the Police Dept's one CIP, Mr. Kanter used the Police
Q&A to initiate a discussion regarding CIP #967, Police Outdoor/Indoor Firing Range
Schematic Design—Hartwell Avenue. Chief Corr explained that the siting study is not yet
complete and, although the engineers have determined that there is an appropriate location
at the Hartwell Avenue site, there are still questions relating to the best project design.
Additionally, Police-Department personnel "bandwidth" needed for this project is currently
challenging. Although he would like to see the project move forward, Chief Corr reported that
he and the Town Manager believe this project should be removed from consideration at the
2019 Annual Town Meeting as the Feasibility Study Report has not been completed and
questions remain about the source of funding and the amount that is appropriate. He added
that although the firing range was planned to be ready when the new Police Headquarters
came on line (the Headquarters design does not include an indoor range), there is no
absolute deadline for the contemplated Outdoor/Indoor Firing Range.
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 28, 2018
Members of this Committee expressed their support for the project and are disappointed that
it is not ready for the 2019 Annual Town Meeting, but defer to Chief Corr's and the Town
Manager's judgment regarding the proper timing.
Review of the Fire & Rescue FY2020–FY2024 CIPs
As the CEC had already reviewed the Fire & Rescue Dept's CIPs, Mr. Kanter used the Fire
& Rescue Q&A as a guide to lead the discussion through that set of CIPs. That discussion
addressed all of this Committee's earlier questions and those raised during this meeting and
provided Chief Wilson with this Committee's feedback regarding any remaining concerns
and/or suggested revisions to those CIPs. The Finance Dept. attendees also participated in
the discussion. Ms. Hewitt reported that there is a current effort to move purchases of the
Protective Clothing (currently under CIP #1018) into the operating budget. It is still being
determined whether this can be accomplished. This Committee expressed support for that
change.
Review of the IT FY2020–FY2024 CIPs
As the CEC had already reviewed the IT Dept's CIPs, Mr. Lamb used the IT Q&A as a guide
to lead the discussion through that set of CIPs. That discussion addressed all of this
Committee's earlier questions and those raised during this meeting and provided IT staff with
this Committee's feedback regarding any remaining concerns and/or suggested revisions to
those CIPs. The Finance Dept attendees also participated in the discussion. IT staff
comments included, but were not limited to, the following:
• The Town is moving away from purchasing software to purchasing software services.
This should decrease Capital spending, but increase operating costs.
• It is challenging to project out-year needs because of the rapid changes associated
with technology, but it would be useful to hire a consultant to develop a five-year plan
for the Town.
• With increased use of the cloud, Internet service is critical. RCN Telecom Services of
Massachusetts, LLC—one of the three cable-services providers in Town—has
provided reliable service, but Internet redundancy is increasingly important.
• AT&T is a regulated utility and the complexities involved in it constructing a cell tower
near Police Headquarters are considerable. It is not clear when that project will be
completed.
• Limited "bandwidth" of the IT staff can slow the implementation of projects.
Based on comments by Mr. Lamb, Ms. Kosnoff agreed to consider whether expenses
associated with CIP #1054, Application Implementation, should be included in the Operating
Budget because the Town is purchasing a service.
Mr. Lamb reviewed three items that are of particular interest to this Committee:
• Moving CIP #1054 funding into the operating budget;
• Adding Internet redundancy; and
• Identifying IT measures that increase the Town's sustainability.
Minutes
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 28, 2018
Mr. Kanter described the proposed amendments to the Draft#3 Minutes for the
November 14, 2018, CEC meeting. A Motion was made and Seconded to approve that
Draft#3 as amended. Vote: 6-0.
Member Concerns
• To avoid a perception of impropriety by Committee members, Mr. Kanter reviewed the
Town Moderator's previous guidelines relating to finance-committee members'
involvement in elections for Town positions, as follows:
➢ Members should not play a role in candidates' campaigns other than to provide
requested financial information.
➢ Members should not publicly endorse a candidate.
➢ Financial contributions should be moderate.
➢ Although it is unrealistic to hold spouses/partners of Committee members to these
restrictions, their involvement should be carefully considered to avoid questions of
impropriety of the members.
The Committee members agreed those were still appropriate guidelines and that they
will be guided by them.
• There was agreement that this Committee's role at the November 13, 2018, Special
Town Meeting (2018-1) was appropriate and went well.
Adjourn
A Motion was made and seconded at 9:26 A.M. to adjourn. Vote: 6-0.
These Minutes were approved by the CEC at its meeting on December 4, 2018.
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