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HomeMy WebLinkAbout2018-12-04-CEC-min �y w-AOR yrry. Minutes of the s \�� Lexington Capital Expenditures Committee (CEC) Meeting n December 4, 2018 APRIL&", II,E XI NGT.O Location and Time: Town Office Building, Parker Room; 8:00 A.M. Members Present: Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee (8:12 A.M. arrival); Frank Smith; and Wendy Manz Member Absent: Rod Cole Others Present: Carol Kowalski, Assistant Town Manager for Development; Karen Mullins, Conservation Administrator, Conservation Department (Dept.); Jordan McCarron, Conservation Stewardship Coordinator, Conservation Dept.; Melissa Tintocalis, Economic Development Director; Nathalie Rice, Town Clerk; Alethea Yates, Archivist, Town Clerk's Office; Jennifer Hewitt, Budget Officer, Finance Dept. Documents Presented: • Notice of CEC Meeting, December 4, 2018 • Land Use, Health, and Development FY2020—FY2024 Capital Improvement Projects (CIPS) • Town Clerk FY2020—FY2024 CIP • Responses to CEC Questions Provided Regarding the Land Use, Health, and Development Dept.'s FY2020—FY2024 CIPs (Land Use, Health and Development Q&A) ➢ Planning/Land Use, Transportation Mitigation Responses ➢ Land Use and Conservation Responses ➢ Land Use/Economic Development Responses • Community Preservation Act (CPA) Fund Balances • CPA Fund — Projected Revenues and Expenditures • Conservation Meadow Preservation Program Budget • Public Open & Recreation Space, Town of Lexington, February 2018 Map • Daisy Wilson Meadow, Locator Map • Parker Meadow, Locator Map • West Farm, Locator Map • Property Owners on Cary Memorial Library Block • Property Owners Cary Memorial Library Block, Locator Map • Draft #3 Minutes of the CEC Meeting, November 28, 2018 Call to Order Mr. Lamb called the meeting to order at 8:00 A.M. Review of the Land Use, Health and Development FY2020—FY2024 CIPs As the CEC had already reviewed the Land Use, Health, and Development Dept.'s CIPs, the Land Use, Health and Development Q&A was used as a guide to lead the discussion through that set of CIPs. (Ms. Beebee arrived during the discussion.) The discussion addressed all of this Committee's earlier questions and those raised during this meeting and provided Land Use, Health and Development staff with this Committee's feedback regarding any remaining concerns and/or suggested revisions to those CIPs. Ms. Hewitt also participated in the discussion. Staff comments included, but were not limited to, the following- Pagel ollowing:Page1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 4, 2018 • CIP#1037, Conservation Land Acquisition: Details cannot be discussed because the Town is currently negotiating with the owner of the property of interest. • CIP #983, Parking Lot Consolidation and Repaving: As part of an effort to increase parking spaces in the Town Center, it has been calculated that 50 new spaces could be realized if parking areas associated with various businesses that have parking spots contiguous to Cary Memorial Library's parking lot could be consolidated into one, large, parking area. Because this would be a complex effort, the current focus is on increasing on-street parking spaces. Review of the Town Clerk's FY2020–FY2024 CIPs As the CEC had already reviewed the Town Clerk's CIP, and there were no previously identified CEC questions, Ms. Rice and Ms. Yates provided a general overview of CIP #307, Archives & Records Management/Records Conservation & Preservation. Their comments included, but were not limited to, the following: • Although documents from years prior to 1877 can be scanned, a State law requires that such documents must still be preserved. • CPA funding can be used for preserving materials and their subsequent scanning, but stand-alone scanning would not be CPA eligible and is accomplished within the Operating Budget. • Some historic documents are in the Town Office Building basement that does not have the controlled environment required for preserving documents. CEC members recommended that if there is a plan to remedy this situation within the next five years, a CIP should be submitted. It was agreed that this would be a Department of Public Facilities project. Member Concerns Agendas and dates for future CEC meetings were identified, as follows: • December 12—already scheduled for 7:45 A.M.: Ms. Manz plans to invite a representative from the Lexington Housing Assistance Board to discuss its request for CPA funding. Additionally, CIPs will be discussed and preliminary votes taken, as appropriate. • December 19—already scheduled for 7:45 A.M.: CIPS will be reviewed and preliminary votes taken, as appropriate. The Committee agreed to have 7:45 A.M. meetings on the following 2019 dates and Mr. Kanter will make room reservations for them: • January 9, 18, 23, and 30 • February 5, 21, and 27 • March 6, 13, and 15 Other 2019 dates were mentioned, as follows: • January 28: Publication of the FY2020 Town Manager's Preliminary Budget & Financing Plan (White Book) • January 31: Budget Summit III Additionally, a January meeting with Jim Malloy, Town Manager, would be requested to discuss this Committee's preliminary positions on the FY2020–FY2024 CIPs. Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting December 4, 2018 Minutes Mr. Kanter described proposed amendments to the Draft#3 Minutes for the November 28, 2018, CEC meeting. A Motion was made and seconded to approve that Draft #3, as amended. Vote: 5-0. Adjourn A Motion was made and seconded at 9:25 A.M. to adjourn. Vote: 5-0. These Minutes were approved by the CEC at its meeting on December 12, 2018. Page 3 of 3