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HomeMy WebLinkAbout2008-07-BOS-min Selectmen’s Goal Setting Meeting July 8, 2008 A meeting of the Board of Selectmen was held on Tuesday, July 8, 2008 at 8:00 a.m. in the Selectmen’s Meeting Room. Chairman Cohen, Ms. Krieger, Mr. Kelley, Mr. Manz; Mr. Burnell; Mr. Valente, Town Manager; Ms. Vine, Assistant Town Manager; Ms. McLaughlin, Organizational Development Director; and Ms. Pease, Executive Clerk, were present. Goal Setting The objectives of the meeting were to agree on categories, discuss potential goal areas, seek consensus on Board’s top priority goals and outline future process. The Selectmen were provided with information broken down into several parts: 1. Board Values – do you want to change or add to the proposed Selectmen values 2. Policy Issues – current policies or a policy is needed 3. Goals – need to rewrite as specific goals 4. Consolidated Priorities 5. Last Year’s Goals 6. Input received from different parties 7. Goals Identified by the Senior Management Team Policies The Selectmen reviewed the following policy issues: 1. Personnel. The Selectmen agreed they would like to look into what the pros and cons would be with doing away with retaining Civil Service for hiring Police Chiefs. 2. Budget Process. There were concerns about whether the budget could be completed this year on the same schedule as last year. Should try to meet last year’s schedule, with the understanding that it may not be met. Need to schedule a meeting with the School Committee, Appropriation Committee and Capital Expenditures Committee to discuss the budget schedule. 3. Collective Bargaining. The Selectmen prefer to have all collective bargaining on the same 3-year cycle. 4. Capital – Roads. The Selectmen requested information from the staff on what roads need to be done, the cost and how to pay for it. The work should also include sidewalks and how best to handle requests from residents for traffic calming. After reviewing the information the Selectmen plan to do a policy. 5. Budget Development Parameters. The Selectmen discussed the problems of removing snow this past winter. They would like to look at options for clearing the center quicker and more cost effectively. A policy should include safe access to schools and the Minuteman Bikeway. Staff will provide information on what added resources they need to do the work. The Town Manager will bring back to the Selectmen recommendations for review. Goal Setting – July 8, 2008 6. Social Services. The Selectmen need to review the report of the 2020 Demographic Task Force prior to making a decision on a social services policy. Continue meetings with all parties to discuss a policy plan and what staff can do and what needs to be referred out. 7. CBD Sidewalks. The Selectmen would like a CBD Sidewalk policy to include the materials that should be used and it should also address underground service and trees. 8. School Safe Access. Is not a Selectmen issue. The Facilities Director is coordinating efforts. The Selectmen should discuss with the School Committee along with transportation issues. 9. Housing. Selectmen policy is to maintain and grow affordable housing. Find out from LexHAB what they would need to expand and be the go-to organization for all affordable housing issues. Could CPA finance some effort? 10. Access Planning. Is an important issue that the Selectmen should support. The Selectmen would like to see the center driveway next to Bank of America closed. 11. Transportation Policy. The Selectmen agreed there should be a Comprehensive Town Transportation Policy. Discuss with the School Committee whether the school bus budget should become part of shared expenses. The Comprehensive Plan needs to be reviewed and look for ways to expand public transportation. 12. Trees. If trees are to become part of the annual budget, need to identify where the money will come from. 13. Bikeway. The Selectmen need to know what the costs and consequences are of plowing the bikeway. Request the Bicycle Advisory Committee to address issues, including costs and safety. Goals 1. Budget Recurring Revenue. Increase revenue potential at the Hartwell Avenue Compost Facility. Awaiting reports from Economic Development Task Force and Consultant’s report, then work with Planning Board on Hartwell Avenue goal. An outside consultant has been brought in to search out revenue from personal property taxes. Money received from poles and wires should be put in an overlay account for safekeeping. Need business plan for Hartwell Avenue Compost Facility. Look into additional revenue sources from rental of Town facilities. Could the two air-conditioned schools be used for additional revenue? 2. Commercial Development. Goal complete. Adopted a charge for an Economic Development Advisory Committee. 3. Cost Reduction. Need in-depth benchmarking and information on how Lexington compares to other communities. The Manager’s office has looked at the police operations and now plans to look at the Library and then the Fire Department. Mr. Valente will share information on the Police in the fall. 4. Employee Benefits. The Selectmen want to look at ways to educate residents. Consider doing a LexSelects. Mr. Valente is working on four ways to reduce costs and will bring a proposal to the Selectmen in the fall. 5. Costs – Energy. The Selectmen would like a quarterly report given at a Selectmen’s meeting so public can know what is being done to save energy. Goal Setting – July 8, 2008 6. Compensation. Part of #4. 7. Munroe School. When deciding what to do with Munroe have to also consider the Senior Center, former Harrington School and the White House. Need to centralize government operations. Check with the School Committee regarding if Harrington is the right long- term home for School Administration. Take a look at all Town needs. Should have Summit with the School Committee, Capital Expenditures Committee and Appropriation Committee. COA program need information would be valuable. Look at the demographic study that will be available soon and also the information showing the old model of Senior Center may not be the model for years to come. Try putting issues on paper with a time schedule. Report on White house will be available for review in about a month. Need to identify capital needs issue and land use issues. Discuss Munroe RFP and Fire suppression. 8. Lexington Gardens. Have had preliminary discussion with the buyer. Recreation may have some interest. Need to identify possible Town uses soon. 9. Capital – Major Projects. Covered in #7. 10. Program Direction – Youth and Family Services. Working on. 11. Technology. Need to continually update. 12. White House/Senior Center. Will need debt exclusion and will have to look at what the increased operating costs will be. 13. Adult Day Care. Staff members and the Council on Aging Board are working on possible solutions. This item should not be a Selectmen goal. 14. Capital – Public Buildings. Covered in #7. 15. Commercial Development. –Planning Board is looking for guidance from Selectmen. Need input from Economic Development Task Force. The Selectmen should make sure in the loop but do not want to interfere. Want to provide input and bring forward some zoning changes for the 2009 Town Meeting. The Economic Development Advisory Committee will look at part of the issue and communicate with the Planning Board and the Selectmen. Selectmen should continue interfacing with Planning Board. Goal is to be sure staff works together and Selectmen and Planning Board exchange ideas and touch base to be sure in agreement. 16. Traffic. 17. Stone Building. Selectmen should continue thinking of possible uses for this historic building. 18. Environment. 19. Outreach. The Selectmen should participate and be informed. Upon motion duly made and seconded, it was voted to adjourn at 10:00 a.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting July 14, 2008 A regular meeting of the Board of Selectmen was held on Monday, July 14, 2008 at 7:30 p.m. in the Selectmen Meeting Room, Town Office Building. Chairman Cohen, Mrs. Krieger, Mr. Kelley and Mr. Manz; Ms. Vine, Assistant Town Manager; Mr. Lahey, Town Counsel; and Ms. Pease, Executive Clerk, were present. Selectmen Concerns and Liaison Reports Mr. Manz took part in a count on the Minuteman Bikeway over the weekend, which showed that 2000 people a day use the bike path. Ms. Krieger urged the Selectmen and residents to attend the FAA Public Hearing to consider the demolition of Hangar 24 on Thursday, July 17, 2008, at 7:00 p.m. at Bemis Hall in Lincoln. It is important that people come and speak in favor of saving the historic building and stopping the development of a new jet FBO facility bordering the Minuteman National Historical Park. Mr. Cohen commended the Library for exceeding its annual fundraising goal. Almost 1200 families in Lexington contributed. Library Trustees have put out a notice regarding the Stone Building. Anyone with ideas on how to utilize the building should contact the Library. Town Manager Report Mr. Peter Chalpin is retiring as the Town Engineer after working for the Town for 38 years. There will be a gathering on Friday, July 18, at 10:00 a.m. in Room 206 to celebrate his retirement. The Town thanks Shire for donating $30,000 worth of furniture to LexMedia to help get the new studio up and running. Hearing – Alcohol Compliance Violation – Vinebrook Bottle Shop Police Chief Casey provided information regarding a violation at Vinebrook Bottle Shop during a compliance check performed on all liquor establishments on June 26, 2008. Lt. Ferro, who is the supervisor in regard to liquor compliance and assistance, supervised the underage volunteers and reviewed the guidelines that the police use and that are recommended by the ABCC. A notice was published in the Lexington Minuteman on June 5, 2008 stating that compliance checks would be held. Out of 24 compliance checks done, two businesses were in violation of serving/selling to st someone underage. Dabin, whose last violation was in 2001, was sent a letter as a 1 offense requesting that the Selectmen’s Office receive copies of alcohol awareness training for all wait staff. A copy of the violation report has been put in Dabin’s liquor file. Selectmen’s Meeting – July 14, 2008 nd The 2 business that sold to a minor was Vinebrook Bottle Ship, 131 Massachusetts Avenue; the Manager is William Busa. The business was sent a notice to appear before the Board of rd Selectmen for a hearing on the matter. This is the 3 offense for Vinebrook within a 3-year st period. The 1 violation on April 19, 2006 resulted in a written warning letter sent to the licensee and placed in their file and also required training of personnel in alcohol awareness. nd The 2 violation on September 29, 2007 required a hearing before the Board of Selectmen, which was on October 29, 2007 and resulted in a vote to suspend Vinebrook’s liquor license for a period of 3 days with 2 days put in abeyance unless another violation occurred within one year, then the suspension would be 5 days. The one-day suspension was served on November 24, rd 2007. The 3 violation occurred June 26, 2008. The Clerk, Lachlan Burgess, who made the sale to the minor stated that he had been employed for 2 months and did not have any alcohol awareness training and that there was only one other clerk in the store, no manager. He apologized for not following the store policy of requesting an ID of anyone under 35. Michael Rubin, Attorney, representing Vinebrook, stated the management requires new employees to have alcohol awareness training within 60 days of their hiring and managers are supposed to enforce the training policy. The policy previously was 30 days, but was found not to be practical and management could not comply with that timeline. Also many of the employees are part-time and it is difficult to fit the training into the employees’ hours. Ownership plans to confirm through payroll records that the alcohol awareness training is taken within the initial 60- day period. The clerk and the manager on duty at the time of the violation were discharged. The new published and implemented policy is that anyone who looks to be under the age of 35 is required to show proof of age and the only forms of identification that will be accepted at Vinebrook are a Massachusetts Driver’s License or a Massachusetts Liquor I.D because it has been found that the validity system can be fooled by out-of-state licenses. Vinebrook also plans to sting its own store periodically and randomly. The Selectmen asked why there was not a manager on duty the night of the violation on 6/29/08. Vinebrook responded that they are not called managers, but store or shift supervisors. The Selectmen’s Alcoholic Beverage License Regulations Applicable to Package Stores clearly states: “Such manager or representative shall be present in the licensed premises and shall be available to the licensing authorities at all times during which alcoholic beverages are being sold pursuant to the license of such corporation, unless some other person, similarly qualified, authorized and satisfactory to the licensing authorities, and whose authority to act in place of such manager or principal representative shall first have been certified to the licensing authorities as set forth I paragraph 13, is present in the premises and acting in the place of such manager or principal representative.” The Selectmen request that a system be put in place of identifying and clarifying who the managers are and that all employees have received the alcohol awareness training. This information will be useful for the liquor establishments, Police and Selectmen. Selectmen’s Meeting – July 14, 2008 Upon motion duly made and seconded, it was voted 4-0 to suspend the Vine Brook Bottle Shop liquor license for 5 days with the suspension beginning on the day of the violation (Thursday). The Selectmen will send Vinebrook a letter with the details of the suspension and also request that they return to a Selectmen’s meeting prior to the annual liquor license renewal process. Mr. Rubin stated that the suspension would cause economic harm to establishment and to the employees; that the economic magnitude of the suspension is $6,000 per day. Vinebrook asks that the suspension not occur during a holiday period. They also stated that they do not intend to appeal to the Alcoholic Beverage Control Commission. Solid Waste and Recycling Update Mr. Hadley, DPW Director, and Mr. Beaudoin, Superintendent of Environmental Services, reviewed FY2008 Solid Waste and Compost Facility information. The Compost Facility Business Plan is being worked on and is a priority to be put in place in FY2010. A draft outline includes three parts: 1) review current operations; 2) what needs to be changed and how to continue; and 3) the future and new ideas. Current ideas include a regional transfer station, food waste, and collecting yard waste from other communities. Mr. Beaudoin is working on a post 2010 contract to try and partner together with other communities to get a better price for trash tipping fees. During FY2008 there was a very successful CRT collection, at no cost to the town that collected over 120,000 pounds of electronics. Also for the first time two medical wastes collections were held where 500 pounds of old medication and things like syringes were collected. Trash tons were reduced by 197.06 tons (2.17%) from FY2007 to FY2008. Recycle tons increased by 21.29 tons (.41%) from the same period of time. The result was the lowest trash tonnage since FY2002. A comparison of monthly curbside recycling rates shows a recycling of 35.79 percent average in FY2008; which is higher than the average in FY2006 and FY2007. Mr. Beaudoin is currently working on a new recycling flier which will go out shortly, which will have information on dates for special collections, drop off services, announcement regarding the new vendor and how to continue to recycle and use curbside and dropoff sites that are available. He is also working on improving recycling in all school and town buildings. The Schools have initiated a pilot project to collect all beverage containers; 40 bins are located in the school cafeterias. Thinking ahead to when the new DPW facility will open, they are working on ways to minimize the trash generated. There are currently five containers around town that are specifically for collecting cardboard. Selectmen suggested that residents be notified that they can drop off cardboard at certain locations; they also suggested that the containers be disguised by some screening. Mr. Goddard, Director of Facilities and Grounds, is currently working on putting a closure around all the school containers. Selectmen’s Meeting – July 14, 2008 Mr. Kelley asked about the possibility of recycling carpet. Mr. Beaudoin has looked into it and explained that the economics of recycling carpet is still a challenge because of the location of the carpet distributors. He said the State is starting to look at and may put a ban on putting carpet out with the trash. Mr. Kelley asked about recycling green waste from Wilson’s Farm. Mr. Beaudoin met with the Wilson’s last winter; there are unknown issues and costs involved. He will follow-up with DEP and will be attending a presentation on food waste processing soon. Mr. Kelley would like a letter sent to DEP stating all the positives, including how green waste accelerates the decomposition of compost, and saying the Town is going forward with the idea unless the State feels otherwise. The Hartwell Avenue Compost Facility actual revenues total for FY2005 through FY2008 was $1,057,095; projected revenues for the same period was $878,250. That is $178,845 in additional compost revenues received. Economic Development Advisory Committee Membership The following people have agreed to serve on the Economic Development Advisory Committee: Frederick DeAngelis, Sheryl Mahoney, John McWeeney, Jerold Michelson, David Pronchick, Lawrence Smith, Joe Zink, George Burnell and Peter Kelley as Selectmen Liaisons, and Mollie Garberg as transitional help from 2020 Scoping Committee. Upon motion duly made and seconded, it was voted 4-0 to appoint Frederick DeAngelis and Lawrence Smith to the Economic Development Advisory Committee for a one-year term to expire September 30, 2009. Upon motion duly made and seconded, it was voted 4-0 to appoint John McWeeney and Joe Zink to the Economic Development Advisory Committee for a 2-year term to expire September 30, 2010. Upon motion duly made and seconded, it was voted 4-0 to appoint Sheryl Mahoney, Jerold Michelson and David Pronchick to the Economic Development Advisory Committee for a 3-year term to expire September 30, 2011. Upon motion duly made and seconded, it was voted to designate all members of the Economic Development Advisory Committee as Special Municipal Employees. Selectmen’s Meeting – July 14, 2008 Approve and Sign Avalon Bay Traffic Mitigation Agreement Because AvalonBay is questioning its requirement to build a sidewalk on Concord Avenue, until the Board of Appeals resolves the issues, AvalonBay has agreed to place $370,000 in Escrow for the cost of the sidewalk and pedestrian crossing warning light. If the Selectmen approve and sign the Traffic Mitigation Agreement, the Building Commissioner will release the final Certificates of Occupancy. Upon motion duly made and seconded, it was voted 4-0 to: (a) approve the Traffic Mitigation Escrow Agreement (the “Agreement”) between Avalon Bay Communities, Inc. (the “Developer”), the Town of Lexington (the “Town”) and Lawyers Title Insurance Corporation for the purpose of documenting a temporary agreement between the parties until the resolution of disagreements between the Town and the Developer with respect to the completion and scope of the Sidewalk Construction (as defined in the Agreement) and the Intersection Improvements (as defined in the Agreement) that are required under the applicable Special Permit with Site Plan Review decision that was issued by the Town’s Board of Appeals on October 14, 2004, (b) execute the Traffic Mitigation Escrow Agreement that was delivered to the Board in conjunction with the Board’s public meeting, and (c) authorize the Town Manager to take all actions related to the Agreement that are necessary in the Town Manager’s discretion. Year End Reserve Fund Transfers Upon motion duly made and seconded, it was voted 4-0 to approve the following requests for transfers between departmental line-items: ?? $20,000 from DPW Personal Services to DPW Expenses ?? $39,650 from Health Insurance (10094501-51905) to Legal Services (10015102-52123) ?? $219 from Health Insurance (10094501-51905) to Non-Contributory Retirement (10091151-51911) ?? $352 from Planning Expenses to Planning Personal Services (10017501-51110) ?? $15,000 from Health Insurance (10094501-51905) to Fire Expenses (10022332-52110) Upon motion duly made and seconded, it was voted 4-0 to approve a request to increase the authorization of the DPW Compost Revolving Fund by $11,200 to a total of $241,200. Selectmen Appointment to Munroe Board of Directors Upon motion duly made and seconded, it was voted 3-0-1 (Kelley abstained) to appoint Peter Kelley to the Munroe Board of Directors to represent the Board of Selectmen for a 2-year term. Selectmen’s Meeting – July 14, 2008 Income Tax Repeal Ballot Question Upon motion duly made and seconded, it was voted 3-1 (Kelley opposed) to oppose repealing the state income tax, which would severely impact the Town’s ability to deliver municipal services and quality public education. Common Victualler and Entertainment Licenses – Aloft and Element Upon motion duly made and seconded, it was voted 4-0 to approve and issue a Common Victualler License and an Entertainment License to Westin Hotel Management, LP d/b/a Element Lexington, 727 Marrett Road. Upon motion duly made and seconded, it was voted 4-0 to approve and issue a Common Victualler License and an Entertainment License to Aloft Hotel Management, Inc. d/b/a Aloft Lexington, 727 Marrett Road. Consent Agenda Water/Sewer Commitments and Adjustments Upon motion duly made and seconded, it was voted 4-0 to approve the following commitments: Commitment of Water/Sewer Charges for June 9, 2008 (Cycle 9) $170,252.80 Commitment of Water/Sewer Charges for May 2008 (Finals) $4,475.35 Temporary Easement – Woburn Street Upon motion duly made and seconded, it was voted 4-0 to sign a taking of temporary construction easements for Woburn Street reconstruction. Eagle Letter – Keith McHugh Upon motion duly made and seconded, it was voted 4-0 to send a letter to Keith McHugh congratulating him on attaining the highest rank of Eagle in Boy Scouting. Executive Session Upon motion duly made and seconded, it was voted 4-0 by roll call vote to go into executive session to discuss labor negotiations and a litigation issue. Upon motion duly made and seconded, it was voted to adjourn at 9:15 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Summit Meeting July 29, 2008 A joint meeting of the Board of Selectmen, School Committee and Finance Committees was held on Tuesday, July 29, 2008, at 7:30 p.m. in the Selectmen Meeting Room, Town Office Building. Present: Chairman Cohen, Mr. Kelley, Mr. Manz and Mr. Burnell; Mr. Valente, Town Manager, Ms. Pease, Executive Clerk; Mr. Goddard, Director of Facilities and Grounds; all members of the School Committee, except Mr. Diaz and Mr. Sahkuja; Appropriation Committee Chairman Levine, Ms. Hoffman, Ms. McLeich, Mr. Bartenstein and Mr. Eurich; and Capital Expenditures Committee members Mr. Kanter and Mr. Edson. Pending Building Related Capital Issues Mr. Valente described where the Town is with the following buildings: Old Harrington – a large building that is only partially occupied. There is room for other uses, which need to be discussed. Munroe – The engineering for the fire upgrades is being finished. An RFP has been put together for selling the building. If it is sold the Town would not do the fire work. Decision needs to be made soon. White House – Public Works is using the building until May 2009. A feasibility study was done to see if it could be used for Senior Center, which has been presented to the Permanent Building Committee and the Council on Aging (COA). The study includes plans for a new building that would cost around $12 million. The next step would be Town Meeting approval of money. Muzzey Senior Center. The current building is not adequate for the Senior Center. Need to decide what to do with building if not a senior center and to talk about process and timing. All of the above buildings need to be discussed as a group. Also need to consider major road reconstruction and traffic calming issues. There currently is a staff group looking at other demands of roads and they are working on a plan beyond road reconstruction that would make changes to improve safety issues for pedestrians, bicycles, etc. The School Committee is planning to stay in the Old Harrington for 5 to 10 years at least. Have no plans to move. They are currently waiting for a Master Plan/Needs Assessment to be completed of all the schools and the School Administration. The Old Harrington is approximately 46,600 square feet with 56% efficiency (does not include 4 modular units). There is currently 14,000 square feet available for programs, including 4,000 square feet of gym space. The administration is currently transitioning efficiency of space by reducing square footage per employee from 336 square feet to 224 square feet. If School Administration staff are all located on main floor there would be approximately 18,000 square feet available on the ground floor for other programs. But there may be need for additional space for the Harrington Early Childhood Program that is currently at capacity at the New Harrington. Summit Meeting – July 29, 2008 Mr. Goddard expects the RFQ to be sent out in August and hopes the assessment will be started in September. The School Committee is willing to share space if they can, but they need to have the needs assessment completed before any decisions can be made about uses for Old Harrington. He hopes the Needs Assessment/Master Plan will be completed the end of October/early November. The Munroe Center consists of 3 floors, including the basement, for a total of 22,000 square feet (usable 14,000 – 65% efficiency). The Senior Center has 2 floors totaling 10,500 square feet. A new 21,000 gross square feet senior center was proposed, which would be 80% efficient or 16,635 square feet, or 27,000 square feet if 65% efficient. The senior center report did not recommend using the current Muzzey Senior Center as part of a new facility. Also the current location of the Adult Day Care is the best location, rather than moving to Muzzey. There is a limit to what the current Muzzey Senior Center site could be used for and the times it could be used. If the Town wanted to use the facility for another program it would have to renegotiate with the Muzzey Condominium Association. If the Munroe Center stays in its current location, it would need a viable long-term lease (15 to 20 years) in order to do fundraising. The Town would have the right of first refusal. Mr. Kelley suggests that it is important that the School Administration be centrally located (white house). The Munroe Center should stay where it is; the Town should continue to prepare to sell the building to Munroe. The Senior Center should be located at the Old Harrington. Ms. Coppe mentioned that the Town has a need for a Teen Center and the White House would be a good location. A Working Group with one or two members from the Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee will meet to pull together a list of key alternatives and the questions that need to be addressed, including how the projects could be funded. A Summit will be scheduled for mid November to discuss the Working Group’s suggestions. Other Capital Issues The group felt it was important to have an ongoing road reconstruction program. Upon motion duly made and seconded, it was voted to adjourn at 9:10 p.m. A true record; Attest: Lynne A. Pease Executive Clerk