HomeMy WebLinkAbout2011-12-06-CEC-minMinutes of the Lexington Capital Expenditures Committee (CEC) Meeting
Date, Place, and Location: December 6, 2011 8:00 a.m., Cary Memorial Building, Ellen
Stone Room
Members Present: Charles Lamb, Chair; Bill Hurley; David Kanter; Shirley Stolz
Member Absent: Ted Edson, Vice -Chair
Other Attendees: Donna Hooper, Town Clerk; Nasrin Rohani, Town Archivist;
Dorinda Goodman, Director of Information Technology /Management Information Systems
(IT /MIS); Rob Addelson, Assistant Town Manager for Finance
Documents Presented:
1. FY2013— FY2017 Capital Improvement Projects (CIPs) as cited below.
2. "Archives & Records Management —CPA Project Update, December 1, 2011'%
prepared by the Town Clerk.
3. "VoIP Master Plan Timeline ", undated, distributed by Mr. Addelson. (This also will be
sent electronically to the Committee.)
Mr. Lamb called the meeting to order at 8:00 a.m.
FY2013— FY2017 CIP (Town Clerk) (Ms. Hooper & Ms. Rohani):
Archives &Records Management /Records Conservation &Preservation (Project #307):
This CIP, with its 5 and last annual request for $150,000, and subsequent annual requests
of approximately $20,000, has been presented to the Community Preservation Committee
(CPC). Ms. Hooper used the CPA Project Update to detail what had been accomplished, so
far, within the preceding 4 years of funding and the plans for the balance of those funds and
the FY2013 request. There was also a discussion regarding expended and expected costs
over future years, funding sources, planning for inflation, and the storage capacity of paper
versus digital and microfilm.
FY2013— FY2017 CIPs (MIS) (Ms. Goodman):
Head End Equipment Replacement —Phase IV (Project #556): The discussion on this
project included funding amounts, determination of end -of -life for equipment, the equipment
support and replacement process, reporting dollars to include inflation, as well as replacing
equipment after 3 years instead of 5 years.
The Committee had a discussion with Mr. Addelson regarding the Town's bonds, financing
outlook, and the municipal rating.
MIS Technology Improvement Program (Project #708): There is still server virtualization
being done, which was planned for completion over the summer, hence the previously
planned funding for FY2013 has been moved into FY2014 —and at a lower total as
licensing pricing is expected to be less than in the past. There is also research being
accomplished regarding implementation. Software is updated every few years and
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hardware is replaced every 5 years. Computer infections were discussed as the time spent
repairing them warrants finding a more protective solution to prevent infections.
Replace Town -Wide Phone Systems (Project #553): Ms. Goodman described the earlier
efforts in support of the objective of having enhanced, comprehensive, and cohesive phone
systems in the Town. The 2008 ATM had provided $30,000 for a voice - system -needs
assessment. That was contracted to Custom Computer Specialists, Inc.; the report was
completed July 1S of this year; and that report —which recommended using a Voice Over
Internet Protocol (Voice over I P, or VoIP) system—is the basis for this request. The
2010 ATM provided $50,000 to implement a VoIP system in the Town Office Building
during its renovation, but as that implementation hasn't taken place, those funds remain
available to be applied toward the overall implementation planned under this project.
Portions of the implementation could be funded from, and incorporated into, Municipal &
Schools construction projects. There was a discussion regarding the VoIP Master Plan
Timeline distributed by Mr. Addelson. The core system at the Town Office Building and at
201 Bedford Street will be replaced to create a platform for a unified, Town -wide, VoIP
system. The timing of each core deployment could cause modifications to the plan. The
Committee discussed the system, planned implementation, hardware, outages, backups
and reliability, service contracts, installation plans, the fiber network, infrastructure, and the
funding indicated on the timeline.
The Committee discussed with Mr. Addelson its intention to provide informal feedback on
the CIPs so he and the Town Manager could consider it in their development of the FY2013
Town Manager's Preliminary Budget and Financing Plan (the "White Book "). It was agreed
that, because of member availability before then, the earliest that feedback discussion
could be would be at the Committee meeting, December 20, 2011 —and it'll be included on
the Agenda for that meeting.
Town -Wide Electronic Document Management System (Project#693): This project is
proceeding successfully and is halfway through the previously appropriated $412,000. The
FY2013 request has been increased by $65,000, from that originally estimated, as the
scope of the scanning and training needed is better understood. The FY2014 request
remains estimated at $60,000 to cover the expected, but not yet specified, continued
population of the database.
Other Business:
Minutes: A Motion was made and seconded to accept the Minutes as presented for the
Committee meetings on October 28, 2011, and November 1, 2011. Vote: 4 -0.
Capital Improvement Project Database: Mr. Kanter advised that he had provided feedback
to the Budget Officer with regard to suggested corrections to FY2013— FY2017 CIPs
Database.
Remote Participation in Open Meetings: Upon the suggestion of the Chair of the
Appropriation Committee, this Committee discussed the Massachusetts Attorney General's
final regulation on the conditions under which Remote Participation by members in open
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meetings could be authorized'. A Motion was made and seconded to endorse having the
BoS adopt, without further constraint, such remote participation —which would then be so
available to this Committee for its meetings. Vote: 4 -0. The Committee's position will be
communicated to the Chair of the Appropriation Committee and also will be provided to the
BoS.
White House Stabilization (Project#598): The Committee discussed uses for the "White
House "; the funding and the scope of the $381,000 project for the "White House" (which
has just been revised to delete any renovation component); as well as its position on
preserving historic elements in the Town. The demolition part of the project (47 %) has a
cost of $179,000 and would be paid for by the tax levy; stabilization (53 %) at $202,000
would be paid for from the CPF. A Motion was made and seconded that the Committee will
support stabilization of the "White House ", if and only if, it is supported by the BoS and
when and if a specific use is proposed the Committee will consider the renovation portion.
Vote: 4 -0.
Battle Green Master Plan Implementation: The Committee discussed the Master Plan
project. Mr. Kanter reported that Town Counsel advised the Community Preservation
Committee (CPC) that he didn't find the $60,000 traffic study proposed for FY2013 funding
to be eligible under the Community Preservation Act; that the CPC has accepted that
position; and, therefore, that study is no longer included in the scope and costing that the
CPC is considering. That project has been relabeled as a DPW project and is being
presented by that department instead of as a tourism project.
Adjourn: A Motion was made and seconded at 9:48 a.m. to adjourn. Vote: 4 -0
These Minutes were approved by the CEC at its meeting on January 10, 2012.
1 940 CMR 29.00, Open Meetings, Updated November 11, 2011, to include 940 CMR 29.10 Remote Participation,
wherein "Remote Participation means participation by a member of a public body in a meeting of that public body,
simultaneously with the physical meeting, where the member is not physically present at the meeting." The regulation
also addresses Adoption of Remote Participation [for Lexington, it's the Board of Selectmen], Revocation of Remote
Participation, Minimum Requirements for Remote Participation, Permissible Reasons for Remote Participation,
applicable Technology, Procedures for Remote Participation, Effect on Bylaws or Policies, and Remedy for Violation.
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