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HomeMy WebLinkAbout2007-07-BOS-min Selectmen’s Meeting July 9, 2007 A regular meeting of the Board of Selectmen was held on Monday, July 9, 2007 at 7:30 p.m. in the Selectmen’s Meeting Room. Chairman Krieger, Mr. Kelley, Mr. Cohen, Mr. Manz, Mr. Burnell; Mr. Valente, Town Manager; and Ms. Chabot, Assistant to the Executive Clerk, were present. Public Comment Mr. Adler, Precinct 1, read an article in the Boston Globe stating that when Verizon changes your service from DSL to FiOS they remove copper wiring in your home that would be needed should you decide to switch back to DSL. He would like to know if Verizon could install fiber optic service without removing the copper wiring. He also wanted to bring to the attention of the Board the fact that he has not been able to get service on his street even though Verizon promised a 100% build out of the community when they were applying for the license with the Town. Mrs. Krieger will refer Mr. Adler’s questions and concerns to the Communications Advisory Committee. Hearing – Noise By-Law Special Permit – Sidewalk Reconstruction Project Mr. Hadley, Director of Public Works, and Mr. Cannon, Assistant Town Engineer presented the DPW’s request for a special permit to allow a waiver of the Noise By-Law in connection with the sidewalk reconstruction project on Mass. Avenue between Waltham Street and the alley. Mr. Galaitsis answered questions from the Board regarding the recommendations of the Noise Advisory Committee. Mr. Bussgang, also of the Noise Advisory Committee, asked whether the work could be done during the day, at the same time as the work on the Battle Green Inn, and suggested that it might be less expensive. Ms. Hecht, 3 Forest Street, is concerned that she and her family will not be able to sleep while the work is being done. Mr. Cannon explained that the work needs to be done at night to lower the impact on abutting businesses and to avoid traffic and safety related problems. Nighttime work is not necessarily more expensive when it is done to expedite the project. Mr. Hadley said that the row of businesses will provide a buffer from noise for nearby residences and every effort will be made to be respectful of those living nearby. Upon motion duly made and seconded, it was voted 5-0 to waive the provisions of the Noise By- Law to allow for limited nighttime work connected with the construction of the sidewalk on Massachusetts Avenue between Waltham Street and the alley for a period of one month. Hearing – New Wine/Malt Liquor License – 43 Waltham Street Mr. Lee and Mr. Chow of Daikanyama Corporation presented the application for a new restaurant wine/malt liquor license at Daikanyama Japanese Cuisine, 43 Waltham Street. The Board of Appeals has approved the hours of Monday through Saturday 11:00 a.m. to 11:00 p.m. and Sunday 12:00 noon to 11:00 p.m. Selectmen’s Meeting – July 9, 2007 Upon motion duly made and seconded, it was voted 5-0 to approve the application and issue a new restaurant wine and malt liquor license to Daikanyama Corporation, d/b/a Daikanyama Japanese Cuisine, 43 Waltham Street. Traffic Safety Issues Mr. Hadley, Director of Public Works, and Mr. Cannon, Assistant Town Engineer, presented the request for Stop Signs on Ivan Street eastbound and westbound at Eldred Street. Traffic Safety staff members comprised of Police, Engineering, Planning, and Transportation Services reviewed the request and support the posting of Stop Signs. Upon motion duly made and seconded, it was voted 5-0 to accept the recommendations of the Traffic Safety Advisory Committee and install traffic signs at the Ivan Street intersection with Eldred Street. Mr. Hadley and Mr. Cannon presented a second traffic safety request regarding signage for Parking Lot #6 off Edison Way. To facilitate access to the new parking area, the direction of flow would be reversed in the alley bordering Dunkin Donuts from westbound to eastbound. This will permit vehicles to enter Edison Way and access Parking Lot #6, if parking is not found in the area behind CVS, without going out to Mass. Avenue. To achieve this objective, it is proposed that a No Left Turn sign be posted on the corner across from Dunkin Donuts facing Mass. Avenue and a Stop / Do Not Enter sign be posted on the Dunkin Donuts corner with a Stop sign facing west. To maintain a one-way directional traffic flow on Edison Way, the exit for Parking Lot #6 will be posted with a Stop / No Left Turn sign facing into the parking lot with a Do Not Enter sign on the opposite side of the post. Staff members of the Traffic Safety Advisory Committee reviewed the request and formulated the proposed traffic pattern and signage. Upon motion duly made and seconded, it was voted 5-0 to accept the recommendations of the Traffic Safety Advisory Committee and change the flow of direction on the alley between Lots 3 and Lots 6 in order to allow movement into the Lot 6 parking lot. Communications Advisory Committee Report Mr. Buczkowski, Communications Advisory Committee, reported the Committee’s recommendation that the Board approve the lease with LexMedia for the use of Kline Hall as its new offices/studio and to amend the Town’s contract with LexMedia to provide up to $400,000 from the PEG Revolving Fund to finance the build out of Kline Hall. The Board reviewed the lease, drafted by Town Counsel, and cash flow analysis for the PEG account, prepared by Mr. Addelson, Finance Director. Upon motion duly made and seconded, it was voted 5-0 to sign the lease agreement between the Town and Lexington Community Media, Inc. for the use of Kline Hall. Selectmen’s Meeting – July 9, 2007 Upon motion duly made and seconded, it was voted 5-0 to authorize the Town Manager to draft an amendment to the LexMedia contract for the payment of $400,000 from the PEG Revolving Fund for the build out of Kline Hall. FY 2007 Year End Adjustments Mr. Addelson, Finance Director, and Mr. Young, Budget Officer, presented the request for approval of a series of budget transfers to enable line-item shortfalls to be addressed. A series of th transfers have already been approved during the week of June 18, 2007. These transfers included: $85,322 from the Reserve Fund (Line 2310); $37,456 from the Salary Transfer Account (Line 8320); and $68,118 between various line-items via use of the 3% rule. A second phase of year-end transfers is necessary for the General Fund to be closed properly. Upon motion duly made and seconded, it was voted 5-0 to approve Reserve Fund transfers from line-item 2310 in the amount of $50,000 to line-item 2150 Workers Compensation, and $25,000 to line-item 2170 Uninsured Losses. Upon motion duly made and seconded, it was voted 5-0 to approve a 3% rule transfer as follows: $113,000 from line-item 3100-35000 DPW Expenses to line-item 3100-3500 DPW Personal Services. Lincoln Park Methane Gas Mitigation Mr. Hadley, Director of Public Works, and Mr. Cannon, Assistant Town Engineer, presented three passive system options the Department of Environmental Protection is likely to accept for addressing the methane gas problem. Based on a previous meeting, it was decided to eliminate consideration of active gas collection systems given their long term operating and maintenance costs and adverse impacts to the neighborhood from noise. The passive system options under alternative two were retained and compared. The DPW has reviewed these options with Keith Johnson, consultant, Haley & Aldrich, Inc. Mr. Hadley reported that Town Meeting approved $550,000 for this project. Mr. Kelley believes that this is a relatively minor problem, which could be taken care of with a simpler and less expensive system. Mr. Burnell questioned to what degree the passive system would be effective. Upon motion duly made and seconded, it was voted 3-2 (Kelley and Burnell opposed) to approve Option 2C (Cement/Bentonite Barrier) for the Lincoln Park methane gas mitigation. Artwalk Proposal Mr. Herold, Director of the Munroe Center for the Arts, and Mr. Rossi and Ms. Hart of the Lexington Arts and Crafts Society, presented the proposal for an Artwalk in May 2008. Based on the Artwalk held in 2004, the proposed 2008 project is two weeks of fine art and crafts exhibitions in commercial, Town, non-profit, and public spaces in Lexington. The project will start off with an initial weekend of events (May 16, 17 & 18) including painting and craft making Selectmen’s Meeting – July 9, 2007 outdoors, performing arts, open studios, poetry, and film. Exhibitions begin that weekend and remain up for two weeks through the weekend of May 31 – June 1. Upon motion duly made and seconded, it was voted 5-0 to support the Artwalk concept and dates, and recommend that organizers continue to work with Town staff. Common Carrier Licenses – Lexpress and Liberty Ride The Board reviewed the application of Joseph’s Limousine for Common Carrier Licenses for four (4) Lexpress buses, and one (1) Liberty Ride bus/trolley driving around Town. CORI requests have been submitted for six (6) drivers. Upon motion duly made and seconded, it was voted 5-0 to issue Common Carrier Licenses for four (4) Lexpress buses and one (1) Liberty Ride bus/trolley to Joseph’s Transportation, Inc., 44 James Street, Medford, MA subject to all vehicles being inspected by the Police Department, and to satisfactory CORI reports on each driver. Review of Selectmen’s FY2007 Goals The Board reviewed the status of FY2007 goals in anticipation of beginning the goal setting process for FY2008-2009. Mrs. Krieger was pleased to report that the Board has made a lot of progress this year. Selectmen Appointments, Resignations and Reappointments Fund for Lexington Board Upon motion duly made and seconded, it was voted 5-0 to appoint Alan Wrigley to the Fund for Lexington Board. Town Celebrations Subcommittee Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Paul Campbell from the Town Celebrations Subcommittee, effective immediately. Transportation Advisory Committee Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Diane Pursley from the Transportation Advisory Committee, effective immediately. Community Preservation Committee Upon motion duly made and seconded, it was voted 5-0 to reappoint Joel Adler, Norman Cohen, and Richard Pagett to the Community Preservation Committee for a two-year term to expire on June 30, 2009. (Mr. Cohen abstained with regard to his own reappointment) Selectmen’s Meeting – July 9, 2007 Town Manager Appointment Commission on Disability Upon motion duly made and seconded, it was voted 5-0 to approve the Town Manager’s appointment of Janet Perry to the Commission on Disability. Tax Increment Financing – Policy Issues In light of Shire’s request for a TIF, should it locate its manufacturing operations in Lexington, Mr. Valente requested that the Board begin to discuss under what conditions, if any, it will consider recommending a TIF to Town Meeting. Ms. Yanofsky, Economic Development Officer, reviewed with the Board draft guidelines and eligibility criteria for Tax Increment Financing proposals. After some discussion, Ms. Yanofsky offered to come back to the Board with broader language for eligibility requirements. Consent Agenda LexMedia – Second Performance Evaluation Upon motion duly made and seconded, it was voted 5-0 to approve the letter to LexMedia regarding their second performance evaluation for the period October 1, 2006 to September 30, 2007. Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of June 18, 2007. Executive Session Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the executive session minutes of June 18, 2007 Executive Session Upon motion duly made and seconded, it was voted by roll call 5-0 to go into executive session for the purpose of collective bargaining and property considerations, with no intent to return to open session. Upon motion duly made and seconded, it was voted to adjourn at 9:30 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen’s Goal Setting Meeting July 10, 2007 A Goal Setting meeting of the Board of Selectmen was held Tuesday, July 10, 2007, at 8:30 a.m. in the Selectmen’s Meeting Room. Chairman Krieger, Mr. Kelley, Mr. Cohen, Mr. Manz; Mr. Burnell, Mr. Valente, Town Manager; Ms. Vine, Assistant Town Manager; Ms. McLaughlin, Facilitator; and Ms. Pease, Executive Clerk were present. The Selectmen’s objective for this goal setting was to agree on some top priority goals for the next 1-2 years and for everyone to have a common understanding of those goals. There was considerable discussion on the following goals: 1. Budget Process – schedule, timing of override votes and public communication a. Complete budget by the end of February b. Rehash timing of override votes c. Ad hoc committee look at other practices d. Town and school budget need to be completed at the same time e. Important to continue to educate public all the time, not just when override f. Need discussion with School Committee how to change budget process 2. Balance Budget – no-override years, school-town split, capital allocation a. Look at ways to meet needs (Special Ed) and identify needs early b. Prepare budget that provides realistic services c. Reconsider having overrides only every 3 years; commit to no override the next two years d. Put budget together using 2-year revenue projections e. Consider putting 5% of revenue to capital items f. Discuss school-town split 3. School Financial – budget drivers, quarterly reports, contingency funds a. Commitment of School Committee to give process a chance b. Consider establishing contingency fund – need to listen to School Committee and discuss whether should be general town contingency 4. Joint Facilities maintenance – combine, town-wide planning, PBC workload a. Document expenses b. Keep facilities available for public use without huge cost st c. What can be accomplished 1 year; transition to combined in FY2009 d. Difficult transition getting two cultures to work as one; staff will be responsible e. Take 3 years to get fully merged; Selectmen will support staff f. Facilities maintenance and DPW building will take a lot of staff time g. Selectmen role on PBC workload is to listen and be supportive h. State procurement mandates put burden on PBC and staff i. Do a LexSelect on issue of mandates Goal Setting – July 10, 2007 5. Enhance Commercial Base – redevelopment, zoning, design, financing a. Important part of town; need to grow and redevelop b. Convince Town Meeting to open up opportunities for commercial c. Board needs to discuss and get word out to community – set tone d. Need decision on TIF e. Community communication regarding need for commercial base f. Meet with Planning Board regarding increasing commercial base g. Economic Development task force report to come fall/winter h. Do a LexSelect on what Planning Board can and cannot do 6. Historical Commission – administration, notification and appeals process a. Send notice to community of inventory; selectmen help with costs and staff time b. Selectmen need to take leadership roles and get handle on inventory c. Encourage Historical Commission to get policy changes done d. Historical Commission should come to Selectmen with recommendation for policy changes 7. Social Services – assessment, youth/teens, senior center/services, transportation a. Put committee together to do schematic of programs b. Consultant is looking at zoning, parking, ADA and elevation c. Hire one consultant to do schematic on White House, Stone Building, Munroe and Cary Hall as one project to save money. RFP out late August will tell us what feasible and cost to operate d. Think about need for teen center and/or community center e. Transportation Coordinator to CoA to explain Lexpress routes f. Selectmen want to look at a broader program for all g. Lexington youth forum in Fall then check to see what other communities are doing 8. Community Preservation Act – planning and process, schedule, project management a. Multi-purpose b. Schedule c. Project monitoring d. Encourage Town Meeting and staff to make sure programs/projects get in on time to meet schedule – next deadline is November 1, 2007 e. Who handle status of projects f. CPC working on job description for 19 hour per week person 9. Munroe School – capital needs, licensing, future planning a. Complete license b. Consider Waldorf type plan for Munroe c. Check Concord and Arlington to see if that agreement would work in Lexington d. Determine cost to maintain, discuss with Munroe, determine if should be sold. Goal Setting – July 10, 2007 10. Budget Planning and Reporting – FPR Committee, metrics, tracking a. Metrics started with Police, learning where we do not have data b. Working with other communities c. Evaluate before start in other departments d. Important to have bench marks on broad scale for management and community 11. Collective Bargaining – guidelines, health insurance percentage a. Work with School Committee to have cohesive schedule b. 3-year contract across the board 12. Stone Building a. Library Trustees need to decide on need for a library in East Lexington b. Have to abide by terms of the will 13. Field Stewardship a. How do fields work in planning b. No plan for Fiske fields and no funds c. Failure to include stakeholders d. Public works maintains fields The next goal setting session is schedule for Tuesday, July 31, 2007 at 8:30 a.m. Upon motion duly made and seconded, it was voted to adjourn at 11:35 a.m. A true record; Attest: Lynne A. Pease Executive Clerk Joint Meeting Board of Selectmen, School Committee, Appropriation Committee July 11, 2007 A joint meeting of the Board of Selectmen, School Committee, and Appropriation Committee was held on Wednesday, July 11, 2007 at 6:00 p.m. in Estabrook Hall of the Cary Memorial Building. Chairman Krieger, Mr. Kelley, Mr. Cohen, Mr. Manz, Mr. Burnell; Mr. Valente, Town Manager; Mr. Addelson, Comptroller; and Ms. Chabot, Assistant to the Executive Clerk, were present. Dr. Ash, Superintendent, Ms. Dunn Assistant Superintendent, all members of the School Committee, and all members of the Appropriation Committee were present, with the exception of Mr. Eurich and Ms. McLeish. Post Override Discussion Timing and Frequency of Overrides The group discussed the possibility of voting on an override earlier in the budgeting process so that it has less of an effect on hiring by the Schools. Mr. Diaz suggested getting an interested group of people to look at this issue and see what might be done. Mrs. Krieger recommended that the group consist of a Selectman, a member of the School Committee, a member of the Appropriation Committee, and a couple of people from the TMMA Executive Board. Hopefully a recommendation from the committee could come back in the Fall. Mr. Cohen reported that the Town of Acton has their override before Town Meeting. If that were the case in Lexington, there would be a lot of pressure on the School Committee to have their budgets done earlier. Mr. Ash said to make a significant impact the override should be at the end of April. Ms. Battin suggested putting the budget at the beginning of Town Meeting and meeting three nights a week instead of two. Mrs. Krieger asked anyone interested in serving on this committee to let her know. Special Reserve Funds – School Department Mr. Griffiths feels that we need to have approximately $1.5 million set aside for issues that arise in connection with the Special Education program. He and Mr. Valente have spoken with town officials in Burlington where out of district SPED placements are handled as a special budget component by the town. Mr. Griffiths also stated that if we decide to space overrides every two or three years, we would need an elastic fund of a couple of million dollars to help tide us over in the years when there isn’t an override. Mrs. Krieger noted that the Schools are asking not only for a reserve, but to sustain it as well, since these funds would be for ongoing expenses. Mr. Michelson suggested creating a separate line item in the budget for out of district SPED expenses as a way to protect the regular education program. Mr. Griffiths thought this sounded a lot like what Burlington is doing already and would be interested in finding out more. Executive Session Upon motion duly made and seconded, it was voted by roll call vote 5-0 to go into executive session for the purpose of discussing collective bargaining under Exemption 3, with no intent to return to open session. Joint Meeting – July 11, 2007 Upon motion duly made and seconded, it was voted to adjourn at 6:55 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen’s Meeting July 24, 2007 A meeting of the Board of Selectmen was held on Tuesday, July 24, 2007 at 8:30 a.m. in the Selectmen’s Meeting Room. Chairman Krieger, Mr. Kelley, Mr. Cohen, Mr. Manz; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Approve Sale of Bonds Anticipation Note Upon motion duly made and seconded, it was voted 4-0 to approve the sale of a $4,519,000 4.00 percent Bond Anticipation Note of the town dated July 27, 2007 and payable February 28, 2008, to Banc of America Securities LLC at par and accrued interest plus a premium of $7,011 and further that the consent to the financial advisor bidding for the note, as executed prior to bidding for the note, is hereby confirmed. Executive Session Upon motion duly made and seconded, it was voted by roll call vote 4-0 to go into executive session for the purpose of real property, with no intent to return to open session. Upon motion duly made and seconded, it was voted to adjourn at 8:40 a.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting July 31, 2007 A meeting of the Board of Selectmen was held on Tuesday, July 31, 2007 at 8:30 a.m. in the Selectmen’s Meeting Room. Chairman Krieger, Mr. Cohen, Mr. Manz; Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Sign Letter Supporting Improvements for Waltham Street/Marrett Road Intersection Upon motion duly made and seconded, it was voted 4-0 to sign and send a letter to the Boston Region MPO strongly supporting the signal improvements proposed for Waltham Street and Marrett Road. Sign Letter Supporting transfer of Lot 1 Land in Lexington to Department of Conservation and Recreation Upon motion duly made and seconded, it was voted 4-0 to sign and send a letter to the Chairman of the House Ways and Means supporting the transfer of Lot 1 land in Lexington to the Department of Conservation and Recreation. Goal Setting Mr. Kelley arrived. Also attending Goal Setting were Ms. Vine, Assistant Town Manager, and Ms. McLaughlin, Facilitator. The purpose of this goal setting was to revise or otherwise edit the goals so that they clearly specified the Selectmen’s intent, to determine a timeframe for completing the goal, to determine who from the Board will take the lead in moving the goal forward, and to rearrange priorities if necessary. Included with these minutes is a final list of FY2008 Selectmen goals. Upon motion duly made and seconded, it was voted to adjourn at 11:50 a.m. A true record; Attest: Lynne A. Pease Executive Clerk FY08 Board of Selectmen Working Goals # Goal Statement Coordination Staff BOS Lead Time Frame 1 Schedule budget Meet with School TMgr, Asst. Jeanne Staff identify process (both operating Committee and TM/Fin, Budget milestones and capital, including AC to adopt Officer, School CPA) to conclude the schedule - discuss Supt. budget by the end of objectives/expect February; distribute ations budget before Town Meeting begins 2 Consider override vote SC, AC, CEC, Town Clerk Norman, Establish earlier than June TMMA George committee on 7/31 (before Town Mtg); to report in 3 establish ad hoc months committee (w/Town Meeting representation) to look at issues 3 Do 15 LexSelects, with George Starting September emphasis on Budget 15 Process 4 Strive to close FY09 Policy boards to Peter By January 18, budget gap w/o determine 2008 or earlier operating override acceptable approaches for closing any budget gap 5 Consider future Ad hoc Norman, Beyond 3 months override schedule and committee George strategy mentioned in Goal 2 above 6 Project "realistic" level Policy boards TMgr, By November 15 of revenues (for 2-3 should discuss Asst.TM/Fin years?) at beginning of acceptable budget process projections for State Aid 7 Develop budget "split" TMgr, By January 18, - shared expenses off Asst.TM/Fin 2008 or earlier the top; review basis for dividing school/town # Goal Statement Coordination Staff BOS Lead Time Frame 8 Encourage Reinforce School Comptroller Hank 30 days after close collaborative process Committee of quarter between School commitment to Department and Town recommendations for monitoring and of their Financial reporting on finances Review Committee 9 Determine desirability Listen to School TMgr, George By November 30 of establishing reserve Committee's case Asst.TM/Fin, fund for School for why reserve Supt. Schools contingencies (SPED) - fund is necessary understand issues, how and how maintain control accounting would work 10 Consider proposals for Planning Board EDO, Planning Jeanne Interim Task Force enhancement of (8/22? meeting), report mid Dec commercial base, Economic including any Development necessary zoning Task Force, changes Economic Development Officer, Town Meeting 11 Pursue tax increment Commonwealth EDO, Planning, Jeanne Prepare for Special financing proposal of Massachusetts TMgr TMtg in October 12 Coordinate EDTF, TMMA, EDO, Asst. Hank Initial plan by Sept. communication and LWV, TM/Finance 1 public education to remind community of policy connections for commercial development; including forum on commercial assessment process 13 Reinforce Historical Ask HC to report Norman Notification for Commission's on procedures those on list in commitment to adopt review, appeals process; interim notification procedure process and use of report prior to and assist in approved Town Meeting establishing appeal administrative process for homes funding inventory # Goal Statement Coordination Staff BOS Lead Time Frame 14 Complete evaluation of RFP for studies of TMgr, Facilities Peter Make this the first White House in time to White House, Director of the four building report to annual Town Stone Building, studies; place- Meeting; study should and Cary Hall; holder article for consider broader COA's two-site ATM community use of the proposal site than just senior center 15 Support community Human Services Social Services Norman Fall community discussion re: youth Committee and forum services Youth Services Advocacy & Planning Task Force 16 Review Human Human Services Social Services Norman By June 2008 Services Committee Comm. reports, update inventory of available services, recommend action plan 17 Conclude Munroe Munroe Center TMgr George, By October 1 School licensing for the Arts Jeanne process, including responsibility and funding for building repair and maintenance 18 Develop a process to TMgr George, By October 1 review continued Town Jeanne ownership of Munroe School building 19 Provide input to Library Board of TMgr, Library Norman, By December 1 decision on Stone Trustees; timing Dir. Jeanne Building use of building study Selectmen’s Meeting July 31, 2007 A meeting of the Board of Selectmen was held on Tuesday, July 31, 2007 at 7:30 p.m. in the Selectmen’s Meeting Room. Chairman Krieger, Mr. Kelley, Mr. Cohen, Mr. Manz, Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Selectmen Concerns and Liaison Reports Mr. Manz introduced two scouts in the audience that are working on their Communications Badge. Mr. Manz announced that he attended the ribbon cutting ceremony of the new Liberty Ride trolley on Monday, July 30, 2007. The blue and red trolley is a nice ride and will attract attention as it drives through town. Mr. Manz thanked the hardworking Parking Enforcement Officer for the thankless job he does. th Proclamation – 220 Constitution Week Upon motion duly made and seconded, it was voted 5-0 to sign a proclamation to proclaim September 17 through 23, 2007 as Constitution Week and urge all citizens to reflect during the week on the many benefits of our Federal Constitution and the privileges and responsibilities of American Citizenship. Liquor Hearing – Change of Manager – Not Your Average Joe’s Bernard Murphy, proposed new manager of Not Your Average Joe’s, was available to answer any questions. Upon motion duly made and seconded, it was voted 5-0 to approve the application and issue a license for a change of manager of an all alcoholic common victualler liquor license to Not Your Average Joe’s, Inc., d/b/a Not Your Average Joe’s, 1727 Massachusetts Avenue. Lexington Golf Club Liquor License – New Assistant Manager Upon motion duly made and seconded, it was voted to approve Paul Modoono as an Assistant Manager serving liquor at the Lexington Golf Club. DPW Transition Plan Mr. Hadley, Director of the Department of Public Works, reviewed the current transition plan to house DPW operations during construction of the new facility as follows: Selectmen’s Meeting – July 31, 2007 The old Harrington School will house the administration, water/sewer and highway. Entrance to the old Harrington School will be changed to 2-way. Necessary signage will be added for the safety of children walking from Maple Street and there will be a crossing guard. A fence will be installed to try to isolate the DPW operations. The Westview Cemetery will house the forestry group and seasonal equipment not being used. The DPW will minimize use of Westview because of burials. The compost facility will house the green storage shed and the gravel for water breaks. The State is willing to help with salt and sand at its facility off of Route 2. Currently discussions are taking place with business owners regarding diesel fuel. Also hoping to use Minuteman Tech for the mechanics, but that is still an open issue. Currently the goal is to put the project out to bid by September and award a contract in October. Mr. Hadley also updated the Selectmen on the center sidewalk project. The trees have been taken down and work began Tuesday, July 31, 2007. Update on Audit Management Letter Mr. Addelson, Finance Director, updated the Selectmen on the status of implementing the recommendations made in the FY2006 Audit Management Letter. Revise Accounting of Trust Funds 1. . The Town needs to review the funds in question and take the necessary steps to improve the safeguarding of the assets. The Town plans to schedule a meeting with the Trustees of Public Trusts to address the issues. Improve Year-End Cut-off Procedures 2. . The Town needs to improve the year-end cut-off procedures to ensure that all invoices are charged to the appropriate fiscal year. As a new standard procedure the Comptroller’s office sent a memo to Town and School departments stating the new procedures for the year-end cut-offs. The Comptroller’s office will do this on an annual basis and continue to monitor. Improve Compensated Absences Accounting 3. . The Town needs to centralize and automate the accounting for employee compensated absences. All departments are automated except Police and Fire. There are continuing discussions with the Fire and Police chiefs to evaluate whether it is more efficient to do manually or to automate. Improve Controls over Student Activity Funds 4. . The Town needs to review existing controls and work with the School Department to ensure student activity funds are adequately safeguarded. The Finance Department has discussed with the newly appointed Assistant Superintendent for Finance and Business who acknowledged problems and intends to review existing student activity fund procedures and implement needed changes to them. Selectmen’s Meeting – July 31, 2007 Implement Policies and Procedures Over Fixed Asset Records 5. . The Town needs to establish an inventory of all general infrastructure fixed assets. The required schedule information was compiled and submitted to the auditor for review and reflected as of June 30, 2007. Formalize Controls Over Petty Cash 6. . The Town needs to prepare formal policies and procedures for the administration of petty cash funds. Currently DPW, Police, Recreation and the Treasurer’s Office maintain petty cash. The Town will continue to strengthen the procedures and follow-up to ensure compliance. Periodically Discuss Fraud Prevention with Employees 7. . The Town needs to periodically discuss fraud prevention with all employees. Draft has been prepared and needs to be distributed to Town Employees. Improve the Cash Reconciliation Process 8. . The Town needs to require and implement the use of a summarized one-page report showing the reconciling items for each bank statement. The Finance Department has developed the summary report and is working on and hopes to resolve by the FY2008 audit. Monitor School Lunch Deficit 9. . The School Department needs to establish a procedure to properly balance operations of the School Lunch fund and improve the year-end cut-off process. Discussed with the Assistant Superintendent for Finance and Business continues to review and strength the year-end procedures. Improve Departmental Internal Controls and Formalize Departmental Receipt 10. Procedures . Draft procedures are being reviewed internally and then they will be distributed and training will occur. Recommendation to Negotiate TIF Shire has asked the Selectmen whether it is the Town’s intention to negotiate a TIF with them regarding the Lexington Technology Park property. Based on the Town’s analysis, staff recommends that the Town enter into negotiations for the following reasons: the Shire proposal, as presented, will result in additional taxable development sooner than the Town would otherwise realize and the Shire proposal is consistent with the type of development contemplated at this site when it was presented to Town Meeting for rezoning in 2004 (biotech lab space and manufacturing). Also, the appropriation Committee voted 6-0 to recommend to the Selectmen that the Board enter into negotiations with Shire. The following schedule is recommended: complete negotiation of TIF Agreement by September 15, 2007; conduct public meetings/informal presentations to Town Meeting on proposed TIF agreement between September 17 and 28, 2007; convene Special Town Meeting to vote TIF by October 10, 2007 and present TIF Agreement to EACC by October 25, 2007. Upon motion duly made and seconded, it was voted 5-0 to approve and authorize the Chairman to sign a letter to ShireHGT agreeing to enter into negotiations with Shire on a tax Increment Financing agreement. Selectmen’s Meeting – July 31, 2007 Appointment of Election Officers Upon motion duly made and seconded, it was voted 4-0-1 (Cohen abstained) to appoint 181 Election Officers (24 Republicans, 74 Democrats and 83 Unenrolled registered voters) for the period beginning September 1, 2007 and as listed by the Town Clerk in a memo dated July 6, 2007. Appointments –Climate Action Plan Ad Hoc Committee Upon motion duly made and seconded, it was voted 5-0 to appoint the following members to the Climate Action Plan Ad Hoc Committee: Toby Sackton Andy McClaine Ken Karnofsky Rick Abrams Diane Daily Linda Moran John Krawczyk Marilyn Campbell Adam Sacks Sam Silverman Charles Moore Upon motion duly made and seconded, it was voted 5-0 to designate members of the Climate Action Plan Ad Hoc Committee as Special Municipal Employees. Appointment – Lexington Council for the Arts Upon motion duly made and seconded, it was voted to appoint Myron Rosenblum to the Lexington Council for the Arts for a three-year term to expire September 30, 2010. Limousine License Renewals Upon motion duly made and seconded, it was voted 5-0 to approve the application and issue two (2) Limousine Licenses to Back Bay Sedan Services, d/b/a Fus Co Ltd., 55 Reed Street, pending inspection of the vehicles by the Police Department. Upon motion duty made and seconded, it was voted 5-0 to approve the application and issue two (2) Limousine Licenses to Ameri Limo, d/b/a Boyadjian Limo, 447 Lowell Street, pending inspection of the vehicles by the Police Department. Upon motion duly made and seconded, it was voted 5-0 to approve the application and issue one (1) Limousine License to Kip Farris, 158 Maple Street. Selectmen’s Meeting – July 31, 2007 Use of Bikeway – Conduct Surveys Anne Lusk, Harvard School of Public Health, emailed information requesting permission to distribute surveys, do observations and odometer readings, and take photographs on the bike path. The Lexington Bicycle Advisory Committee, Police and Fire reviewed the request and see no problems. Upon motion duly made and seconded, it was voted 5-0 to approve the request of Anne Lusk, Harvard School of Public Health, to distribute surveys, do observations and odometer readings and take photographs on the Lexington portion of the bike path. FY2009 Street Acceptance Schedule Upon motion duly made and seconded, it was voted 5-0 to accept the FY2009 Street Acceptance Schedule as drafted by the Engineering Department and dated July 12, 2007. Future Meetings The Selectmen propose to meet September 10 and 24, 2007, October 15 and 29, 2007, November 5 and 19, 2007, and December 3, 10 and 17, 2007. Approve Charge for Ad Hoc Budget Schedule Committee Upon motion duly made and seconded, it was voted 5-0 to approve the charge for the Ad Hoc Budget Schedule Committee. Upon motion duly made and seconded, it was voted 5-0 to designate members of the Ad Hoc Budget Schedule Committee as Special Municipal Employees. Consent Agenda Adjustments and Commitments of Water and Sewer Charges Upon motion duly made and seconded, it was voted 5-0 to approve the following water and sewer commitments: Commitment of Water/Sewer Charges for June 2007 (Cycle 9) $266,888.64 Commitment of Water/Sewer Charges for 6/1/07 to 6/30/07 (Final Bills) $8,765.34 Upon motion duly made and seconded, it was voted 4-0-1 (Kelley abstained) to approve the following water and sewer adjustments: Adjustments of water/sewer charges for the period from 5/1/07 to 5/31-7 -$77,368.05 Selectmen’s Meeting – July 31, 2007 Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of July 9, 2007, July 10, 2007 (goal setting) July 11, 2007 and July 24, 2007. Executive Session Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the executive session minutes of July 9, 2007, July 11, 2007 and July 24, 2007. Sign Department of Public Facilities Memorandum of Agreement Mr. Kelley supports a combined Facilities Department, but does not support the School Superintendent as the employer and collective bargaining negotiator. Mr. Burnell shares this concern and has discussed with the Town Manager who is confident the goals of a combined department can be achieved. Mr. Burnell feels the Selectmen will need to pay close attention as we move forward to avoid any pit falls. Upon motion duly made and seconded, it was voted 4-1 (Kelley opposed) to sign the Department of Public Facilities Memorandum of Agreement. Town Manager Vacation Approval Upon motion duly made and seconded, it was voted 5-0 to approve the request of the Town Manager to take vacation from August 5 through August 13. Release Portion of Executive Session Minutes Regarding Liberty Ride for the May 19, 2003 Minutes Upon motion duly made and seconded, it was voted 5-0 to release the portion of the Executive Session minutes of May 19, 2003 regarding the Liberty Ride. Executive Session Upon motion duly made and seconded, it was voted by roll call vote 5-0 to go into executive session for the purpose of labor negotiations and real property, with no intent to return to open session. Upon motion duly made and seconded, it was voted 5-0 to adjourn at 9:15 p.m. A true record; Attest: Lynne A. Pease Executive Clerk