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Minutes of the
s \�� Lexington Capital Expenditures Committee (CEC) Meeting
n December 4, 2018
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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-
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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.
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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.
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