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HomeMy WebLinkAbout2007-12-BOS-min Selectmen’s Meeting December 3, 2007 A special meeting of the Board of Selectmen was held on Monday, December 3, 2006, at 8:00 a.m. in the Selectmen’s Meeting Room for Department Budget Presentations. Chairman Krieger, Mr. Kelley, Mr. Cohen, Mr. Manz and Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. FY 2009 Budget Presentations Library Ms. Rawson presented the Library FY2009 Budget Requests. Level Service Requests: General and Technical Services $402,955; Adult Library $1,073,400; and Children’s Library $345,300. Total Level Service Budget: $1,821.655. The decrease of 12.79% from FY2008 is due to transferring out $219,800 in utility costs to the Department of Public Facilities and to significant turnover in staff resulting in the hiring of new staff at lower salaries. Program Restoration Request: Postage - $4,600 Program Improvement Requests: Library Materials Request - $25,000; Library Program Coordinator - $16,403; Enhanced Audiovisual and Broadcasting Service - $14,200 Capital Improvement Project: Renovation of East Lexington Branch Library - $ unknown in FY2009. Department Goals include: 1. East Lexington Branch Library – continue to develop a comprehensive plan to address physical conditions and Trustees must decide on the future use. 2. Utility Usage – work with Facilities Department to identify ways to improve energy management. 3. Collection Development – restore library collection to pre-construction conditions; meet the 13% materials requirement required by the Massachusetts Board of Library and improve Lexington’s Net Borrower Status within the Minuteman Library Network Recreation Ms. Simmons presented the Recreation FY2009 Budget Requests. Level Service Requests: Recreation $1,059,621; Pine Meadows $512,174; and Indirect Costs $275,399. Total Level Service Budget $1,847,194. The total increase of 3.57% reflects an increase in seasonal wages due to the increase in the State minimum wage and the transfer to this budget for employee benefits. There were reductions in contractual services, a reallocation of seasonal wages for in- house summer youth programs, professional services for a one-time FY2008 water quality study of the Old Reservoir and electricity based on the average usage over a 3-year period. Budget Presentations – December 3, 2007 Capital Improvement Projects: Center Basketball Court Reconstruction Supplemental $60,000; Old Reservoir Management - $60,000; Center Complex Restroom Renovation - $77,000; Park Improvements – Athletic Fields - $350,000. Department Goals: evaluate the current fee structure for field permitting; research the feasibility of implementing an online registration system; finalize the Operations Manual and Risk Management Plan for the Aquatics program and create a Field Use Sub-Committee/Community Sports Council. Selectmen asked about indirect costs in the level service requests. Mr. Young showed how the annual $248,000 transfer to the General Fund is broken down: Lincoln Park Debt $100,000; DPW – Park Transfer $100,000; and Insurance/benefits $48,000. Mr. Valente will do an indirect cost analysis in the spring. Town Clerk Ms. Hooper presented the Town Clerk FY2009 Budget Requests. Level Service Requests: Town Clerk Administration $233,199; Board of Registrars $17,525; Elections $100,550; and Records Management $35,350. Total Level Service Budget $386,624. Program Improvement Requests: Laserfiche Web Link and GIS Integration - $18,400 and Document Scanners - $6,000. Capital Improvement Project: CPA – Archives and Records Management Record Preservation and Conservation - $35,000 each year from FY2009-FY2013 Department Goals include: develop fully integrated office staffing with tools and skills for effective and efficient operation of the office; operate efficient and legally compliant elections and evaluate and assess poll options; and implement Records Management Program for statutorily required and historically appropriate retention of organizational records and information. FY2008 budget assumes that there will be a combined election in March 2008 for local election and presidential primary. If two separate elections are needed, approximately $18,000 additional money will be needed. It is expected that handicap voting equipment will be available for FY2008 elections. Ms. Hooper will come before the Selectmen in the near future to discuss polling location options. Upon motion duly made and seconded, it was voted to adjourn at 10:10 a.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting December 3, 2007 A regular meeting of the Board of Selectmen was held on Monday, December 3, 2007 at 7:30 p.m. in the Selectmen Meeting Room, Town Office Building. Chairman Krieger, Mr. Kelley, Mr. Cohen, Mr. Manz, Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Public Comment Mr. Lazarus had a traffic safety concern on Woodland Road and was told to contact Michael O’Connell in the Police Department and/or fill out the Traffic Safety Request Form. Selectmen Concerns and Liaison Reports Mr. Burnell brought up a serious concern regarding proceeding with the build out of Kline Hall. Avalon Bay has not signed off necessary paperwork to let LexMedia proceed. The Selectmen agree that serious action needs to be taken. Mr. Valente will check to see if Avalon Bay is in violation of its Special Permit. Mr. Cohen publicly acknowledge the retirement of John Ott as Director of the National Heritage Museum by thanking him for his leadership and participation in so many activities in Town and by bringing so many constituencies together in Lexington and beyond. Mr. Cohen thanked Mr. Ott for all he has done for Lexington. Mr. Kelley announced that the DPW will make a sand/salt pile available to the citizens of Lexington near the swimming pool on Worthen Road by Tuesday morning. Ad Hoc Budget Schedule Committee Report Discussion The Selectmen asked for comments and concerns from those affected regarding the recommendation of the Ad Hoc Budget Schedule Committee to start the Annual Town Meeting earlier in order to have an earlier date for any necessary overrides. Mr. Lamb, Chair of the Capital Expenditure Committee, was concerned that the change would affect capital projects. Selectmen assured him that it would not affect any capital projects. Ms. Sandy, Chair of the Town Meeting Members Association, supports the budget being taken up as early as possible to avoid last minute decisions. Changing the start of Town Meeting would mean having to schedule one or two TMMA information sessions before the local election and possibly making a change to the TMMA bylaws regarding election of precinct officers. Most serious impact is the warrant information report which would have to be completed and on a more compressed schedule. She feels the most important change is having the budget article (Article 4) taken up as one of the first articles. Selectmen’s Meeting – December 3, 2007 Mr. Hornig, Planning Board Chair, stated that the Planning Board had no objections to the recommendations of the Ad Hoc Budget Schedule Committee, but wanted the Selectmen to be aware that there will be several land use and zoning articles for the Annual Town Meeting. It will be difficult for the Planning Board to be ready to go before Town Meeting any earlier than the last Monday in March due to the schedule that is followed after the closing of the warrant and the need to hold public hearings and prepare reports. Mr. Levine, Chair of the Appropriation Committee, summarized the Committees discussion regarding the budget schedule recommendations. The Committee would need four weeks from when the budget is sent out electronically on February 14 to prepare its report and would then distribute by March 17 and then another week should be provided for review of the report, with discussion of the budget not beginning before March 21. The Committee suggests that some articles should be put off to a Fall Town Meeting to take some burden off all parties. The Committee also is concerned with the compressed schedule and whether it would be conducive to good decision making. Another concern is calling an override early and having an effective override campaign at the same time Town Meeting is still going on. Discussions on the budget schedule should continue and if necessary should be flexible. Mrs. Krieger spoke to Mrs. Battin regarding the schedule. Her concerns were being able to have a meeting with the article sponsors on March 6 and also scheduling a workshop for new Town Meeting Members prior to the start of Town Meeting. Mrs. Krieger also spoke to several people who have previously worked on override campaigns. The Monday after spring school vacation is not a good date because doing outreach during vacation week does not work. The concern of the Town Clerk is the need to close out the Town Election results prior to the th beginning of Town Meeting. Also, the budget calendar suggests the 5 summit be held the third week of March. The Selectmen asked the Ad Hoc Budget Schedule Committee to meet once more to take into consideration all of the suggestions/concerns heard at this meeting and come back to the Selectmen at its meeting on December 17 with a recommendation. Tax Classification Hearing Mr. Addelson, Assistant Town Manager of Finance introduced the Board of Assessors: Chairman William Jackson, Steven Foster, Edmund Grant; and Joe Nugent, Town Assessor. Mr. Jackson reviewed the package of information and exhibits provided to the Selectmen to help them set the tax rate for FY2008 and reminded the Board that FY2007 was a reevaluation year, which is done every three years. Selectmen’s Meeting – December 3, 2007 Larry Smith, Cranberry Hill Associates, reminded the Board that the repeal of Chapter 3 of the Acts of 2004 was not intended to benefit Lexington and his hope was that the Selectmen would be business friendly and continue reducing the tax classification adjustment down to 1.70 by FY2009. Mary Jo Bohart, Director of the Chamber of Commerce, stated that downtown businesses are struggling to continue their businesses in the center. Citizen Frank Sandy urged the Selectmen to keep the tax classification adjustment at 1.74 to keep taxes down for the citizens whose taxes have skyrocketed. Mrs. Krieger wants to see the commercial base grow because it would bring the commercial contribution to the tax levy back to what it was several years ago. But because this is a year in which residential values are down and commercial value is up and at same time Commercial valuations are also higher because it is a revaluation year, Mrs. Krieger recommends a CIP of 1.70. Mr. Kelley agrees and feels it is a good compromise and the right direction to go and it is important for us to continue to show and send the message that we appreciate the commercial interest in Lexington. Upon motion duly made and seconded, it was voted 5-0 to establish the residential factor of 1.70 for fiscal year 2008. Upon motion duly made and seconded, it was voted 5-0 not to adopt the Open Space Discount for fiscal year 2008. Upon motion duly made and seconded, it was voted 5-0 not to adopt the Residential Exemption for fiscal year 2008. Upon motion duly made and seconded, it was voted 5-0 not to adopt the small commercial exemption for fiscal year 2008. Communications Advisory Committee – LexMedia Performance Mrs. Canale, Chair of the Communications Advisory Committee (CAC), stated that the CAC was in attendance to provide the Selectmen with a report of the LexMedia Yearly Performance Evaluation, which is a requirement of the contract with the Town. The process began in July with a letter from the Selectmen to LexMedia Board of Directors. The CAC appointed Jim Gonzalez and Linda Roemer to a subcommittee and charged them with facilitating the performance evaluation process. The CAC has approved the LexMedia Performance Evaluation report and recommends that the Selectmen formally accept the conclusions and recommendations of the report. Selectmen’s Meeting – December 3, 2007 nd Mr. Gonzalez stated that this is the 2 annual review of LexMedia and that since October there have been some major changes in personnel. He reminded the Board that LexMedia is a business that has a contract with the Town and needs to be judged by the terms of the contract. We should expect a certain quality of service. The CAC makes the following recommendations: 1. Develop and executive a plan to explain to residents what became of SCOLA, what will become of LIFT and LexMedia’s plans for programming on the three channels. This information should be framed with a vision of the future of public television in Lexington. 2. Develop and act on a fundraising plan. LexMedia is expected to supplement its income from the Town with funds it raises on its own. What LexMedia has revealed to the CAC regarding its spending plans far exceeds what is provided under the contract or is available from other Town sources. 3. Develop and publicize a plan for the move to Kline Hall, detailing service interruptions, costs and plans to fill the gap between the capital LexMedia says it needs for equipment and what is available. 4. Complete the inventory, which must include the equipment put into LexMedia’s care at the start of the contract. Fix the inventory control system and demonstrate its operation for the CAC. 5. Show evidence that it has worked to develop a relationship with the School Department, including trying to engage media students at Lexington High School. 6. Improve the complaint log. Eliminate handwritten entries and maintain a column for disposition. A simple spreadsheet may be sufficient. 7. Stabilize board membership, ensuring that the board is representative of the population of the Town and is able to work effectively on the challenges facing LexMedia. The CAC suggests that LexMedia be directed to produce these items within 60 days of approval by the Selectmen. Mr. Forsdick, acting Executive Director of LexMedia, stated that the evaluation was accurate and that the recommendations are constructive. He is working on the following actions and recommendations: 1. Change in attitude with operation and clearer and more frequent explanations; 2. Move to Kline Hall will give something to raise funds for; 3. Kline Hall move plan was presented to the Communications Advisory Committee on November 15, 2007; 4. Fixing the inventory control system; Selectmen’s Meeting – December 3, 2007 5. Revitalizing the education Channel which will include near-term relighting of LETV, longer-term effort to work with Schools and life-long learners to make LETV serve all of Lexington, and a new satellite disk at Kline Hall will be able to receive many sources of educational video; 6. Handling of comments and complaints will be handled differently as of December 1, 2007: new comments and complaints link on LexMedia.org, better tracking of complaints and better communication with customers; 7. Turmoil of the last year is now behind LexMedia. There is a new Board Member – Jim Baker and there will be more time to devote to issues of LexMedia. LexMedia will be seeking a new Executive Director very soon. They will be looking for someone with knowledge and talent and who is organized and will be able to get the community excited and involved. Mr. Forsdick is hoping that the Kline Hall issues can be resolved shortly; they are ready for the build out, which could hopefully be done in three months. Selectmen discussed with the Town Manager what is holding up the build out and how important it will be to finalize the agreement so that LexMedia will be able to move out of Kite’s End in June and move into Kline Hall. Consent Agenda Closing of the Warrant for the 2008 Annual Town Meeting Upon motion duly made and seconded, it was voted 5-0 to set the date for the closing of the Warrant for the 2008 Annual Town Meeting on Thursday, December 27, 2007. Set Date for the Local Election Upon motion duly made and seconded, it was voted 5-0 to set the date for the local election for Monday, March 3, 2008. Appointment of Assistant Managers for Omni’s Crushed Grapes and More Upon motion duly made and seconded, it was voted 5-0 to approve Alec Der Avedisian and Roger Yelle as Assistant Managers serving liquor at the Omni Crushed Grapes and More Package Store, 411 Waltham Street. Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of November 19, 2007. Executive Session Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the executive session minutes of November 19, 2007. Selectmen’s Meeting – December 3, 2007 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 the lease of real property, with no intent to return to open session. Upon motion duly made and seconded, it was voted to adjourn at 10:05 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting December 7, 2007 A special meeting of the Board of Selectmen was held on Friday, December 7, 2007, at 8:00 a.m. in the Selectmen’s Meeting Room for Department Budget Presentations. Chairman Krieger, Mr. Kelley, Mr. Cohen, Mr. Manz and Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. FY 2009 Budget Presentations Planning Ms. McCall-Taylor presented the Planning FY2009 Budget Requests. Level Services Requests: Planning $217,258. Program Improvement Requests: Housing Specialist (Part-time) $19,500. The Housing Specialist would help by making sure housing issues are done right and more efficiently and could coordinate all the housing groups (LexHab and Housing Partnership Board). Department Goals include: Parking by-law revision, Transportation By-law draft, replacing the current Traffic By-law and update of the Development Regulations. Fire/EMS Chief Middlemiss presented the FY2009 Fire/EMS Budget Requests. Level Service Requests: Fire Administration $258,881; Fire Prevention $167,334; Fire Suppression $4,155,656; Emergency Medical Services $155,152; Emergency Management $10,000. Total Level Service Budget: $4,747,023. Program Improvement Requests: 4 Fire Lieutenants (promotions) $17,281; 4 Firefighters $266,357. Total Program Improvements $282,538. Capital Improvement Projects: replacement of Rescue 2 $200,000 in FY2009; Fire HQ Renovations & Redesign $40,000 in FY2009; Munroe Fire Prevention System Replacement $ TBD; replacement of Engine 3 $400,000 in FY2010. Department Goals include: complete an intermediate Training Program for nine department members and operate East Lexington Engine as an ALS engine. The Emergency Management line item is new this year and is for the cost of phone lines and software for the Reverse 911, which is expected to start rolling out in a few weeks. nd The hiring of 4 firefighters would allow for a 14-person crew and also the 2 ambulance could operate at all times. Budget Presentations – December 7, 2007 Law Enforcement Chief Casey presented the FY2009 Law Enforcement Budget. Level Service Requests: Police Administration $1,061,054; Patrol & Enforcement $2,573,122; Parking Operations $68,428; Investigations $560,081; Dispatch $527,722; Animal Control $23,455; Crossing Guards $134,740. Total Level Service Budget: $4,948,602. Program Improvement Requests: Telephone $4,000; Supervisor Coverage overtime $169,475; Traffic Safety Officer $47,575; Expanded Desk Officer Coverage $15,984; Police Training $26,600; Animal Control Officer $37,213. Total Program Improvement Request: $297,482. Capital Improvement Projects: mobile computerization (police & Fire/EMS) $156,000 in FY2009; Renovation – Add-on to Police Station $100,000 in FY2010; Software (Police & Fire/EMS $295,000 in FY2012. Department Goals for 12-18 months include: complete punch list for dispatch center renovations; implement community emergency notification system; absorb crossing guard program transferred from school department; and continue vehicle fuel efficiency tests. The police are currently testing different police vehicle package options (Dodge Charger and Chevrolet Impala) because the Crown Victoria’s will no longer be an option. Captain Corr provided the Selectmen with a Capital Expenditure proposal for renovation of the Lexington Police Station. The project would add an addition to the existing station on the former School Administration Building side and wrap around where the existing garage facility is located. It would be a three-floor construction to match existing structure and would include an elevator, which the current building does not have. Board of Selectmen Ms. Pease presented the FY2009 Board of Selectmen Budget Requests. Level Service Requests: Selectmen’s Office $154,124; Legal $350,000; Town Report $7,000. Total Level Service Budget: $511,124. The $8,500 increase in the Selectmen’s budget reflects an increase in the total cost of the audit of $2,500 and $6,000 attributable to the preliminary indication that the Lexington Retirement Board will not continue to support costs of the annual audit. Mr. Addelson has had discussions with the Auditor about the value of the audit to the Retirement Board and he will discuss those values at the next Retirement Board meeting. Budget Presentations – December 7, 2007 Executive Session Upon motion duly made and seconded, it was voted 5-0 to go into executive session for the purpose of contract negotiations, with no intent to return to open session. 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 December 10, 2007 A special meeting of the Board of Selectmen was held on Monday, December 10, 2007, at 8:00 a.m. in the Selectmen’s Meeting Room for Department Budget Presentations. Chairman Krieger, Mr. Kelley, Mr. Cohen, Mr. Manz and Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. FY 2009 Budget Presentations Social Services Ms. McSweeney presented the Social Services Department FY2009 Budget Requests. Level Service Requests: Council on Aging Administration $167,124; Council on Aging Program $121,109; Adult Day Care $274,397; Human Services and Veterans Administration $72,405; Services for Youth $54,192; Council on Aging Support Services $52,873; and Developmentally Disabled $14,839. Total Level Service Budget: $756,939. Program Improvement Request: Volunteer Program Coordiantor $52,555, Elder Outreach Worker (Part-time) $19,995 and Youth and Family Outreach Worker $19,995. Total Program Improvement Requests: $92,545. Department Goals include: evaluating the results of the Senior Center Feasibility Study and to continue to move forward with the process of establishing additional space for Senior Center programming and conduct a “Forum for Youth” conversation with the community in an effort to evaluate potential changes to that element of the Social Services Department. Since the policy was changed last year for the Supportive Day Care that increased the daily costs and did not allow for transportation of out-of-town attendees, attendance has dropped. The COA will be reviewing very soon and plans to come before the Selectmen in early January to discuss where to go with the program. Discussed the need for outreach for seniors and youth, but it cannot be accomplished without additional employees. Office of Community Development Ms. Vine presented the FY2009 Community Development budget requests. Level Service Requests: Building and Zoning $ 380,131; Regulatory Support $168,708; Conservation $135,753; and Health $206,131. Total Level Service Budget $887,722. Program Improvement Requests: Full-time Building Inspector $77,724; Part-Time Municipal Clerk $16,318; Health Agent Contractual Funds $8,000; and Land Management $10,780. Total Program Improvement Requests: $112,822. Budget Presentations – December 10, 2007 Department goals include: develop and adopt an electronic records management policy detailing format for submissions for permit filings, plans, and other documents to incorporate into the new Laserfiche Document Imaging Program (with Planning and Town Clerk departments); implement permit tracking software subject to funding per FY2009 capital request; increase public outreach and education to homeowners and contractors regarding the Community Development Department functions and permitting processes through monthly press releases; and prepare Developers Handbook (with Planning Department). The tracking software will help coordination with different departments to help speed up the permitting process. Town Manager Ms. Vine and Ms. Casey presented the Town Manager FY2009 Budget Requests. Level Service Requests: Organizational Dir. and Administration $523,992 and Human Resources $113,744. Total Level Service Budget $637,736. Program Improvement Requests: Classification and Compensation Study $16,500; Part-Time Municipal Clerk $12,992; and Pre-Employment Physicals $5,000. Total Program Improvement Requests: $34,492 Department Goals include: transition to a new Department of Public Works facility; transition to a joint facilities department; develop the economic development program; complete Public Building Usage study for White House, Muzzey, East Lexington Library and Cary Hall; central personnel function and prioritize FY2008 projects; continue Town website enhancements; develop multi-year employee professional development plan; and restructure MIS function for the organization. The request for a part-time municipal clerk would be shared with Finance. Mr. Kelley suggested that the study on specific buildings be inclusive of the entire Town Hall complex. Town Committees Ms. Vine presented the Town Committees FY2009 Budget Requests. Level Service Requests: Financial Committees $1,500; Miscellaneous Boards and Committees $4,700; Public Celebrations $29,000. Total Level Service Requests: $35,200. Finance Mr. Addelson presented the Finance FY2009Budget Requests. Level Service Requests: Comptroller $537,822; Revenue $271,218; Assessor $406,553; and Utility Billing $63,268. Total Level Service Budget $1,278,861. Program Improvement Requests: Assessor Subscriptions $14,530. Budget Presentations – December 10, 2007 Capital Improvement Project: Replace Town Hall Phone System $30,000. Department Objectives include: Assessing – perform interim-year updates to property values and continue to pursue initiative to identify fully annual growth of personal property. Comptroller-transition to accounting for Trust Funds in the general ledger. Revenue – Continue progress in putting delinquent taxes into tax title to insure ultimate collection of past due amounts; move unpaid water and sewer bills onto tax bills preparatory to moving delinquent taxes (inclusive of unpaid utility charges) to tax title, thus insuring ultimate collection of past due utility bills. MIS Mr. Addelson presented the MIS FY2009 Budget Requests. Level Service Requests: MIS Administration $513,700 and Web Development $14,200. Total Level Service Budget $527,900. Program Improvement Request: Web Site Development $8,530. The increase in MIS Administration is a projected 10% increase in the cost of the software maintenance. Current contract ends December 2007 and renewal would increase cost and also several devices would need to be replaced because they are at the end of their life. 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 December 10, 2007 A regular meeting of the Board of Selectmen was held on Monday, December 10, 2007 at 7:30 p.m. in the Selectmen Meeting Room, Town Office Building. Chairman Krieger, Mr. Kelley, Mr. Cohen, Mr. Manz, Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Public Comment Dawn McKenna, Chair of the Tourism Committee, is concerned about the path leading to Belfrey Hill and what the Town’s liability is. She hopes the town can look at it to see what could be done to make it safe. Mrs. McKenna, Chair of the former Space Building Needs Committee, asked the Selectmen to reconvene the committee to review current project priorities and update the report of the Committee. Stormwater Bylaw Aaron Henrry, Senior Planner, and Michael Flamang, Senior Civil Engineer, came before the Selectmen to present information on Stormwater Management. Under the National Pollution Discharge Elimination System (NPDES), the federal law requiring communities to manage stormwater run-off, the Town must apply for a general permit every five years allowing it to discharge stormwater into the waterways of the Town. One purpose of the permit is to demonstrate that the Town is actively managing its stormwater discharges. Part of the process in renewing the permit next year is to show that the Town has a bylaw, related regulations and an educational system in place to manage stormwater discharge. The NPDES Permit which must be renewed in 2008 requires: public education and outreach, public participation/involvement; illicit discharge detection and elimination, construction site runoff control, post construction runoff control, and pollution prevention/good housekeeping. The Bylaw would not affect most typical residential homeowners. A permit would be required if the project disturbs more than one acre of soil, involves demolition of more than 50% of the existing structure, or requires a Special Permit, Subdivision Approval or a rezoning. It is recommended that there be a day-to-day administrator to review and act on applications and provide notice to abutters. Bylaw specifics include: 1. Prohibits connections and discharges to Town drainage without a permit; 2. Requires sediment and erosion control of job sites during construction; 3. Requires the ongoing operation and maintenance of Stormwater Management after construction; Selectmen’s Meeting – December 10, 2007 4. Plans and reports prepared by a PE; 5. Review by Stormwater Authority/Agent 6. Plans must discuss impact on adjacent properties; 7. Soil testing, hydrology and hydrologic computations; 8. Before and after site runoff computations; 9. Maintenance agreement and schedule 10. Work must be bonded. Related issues for consideration: regulations; consistency between Zoning and Conservation bylaws and what the definition of “impervious surface” is; and funding (Stormwater Utility or technical review fees). The Selectmen discussed three key issues: 1. Who should be the “Stormwater Authority” for the purpose of reviewing applications and issuing stormwater permits? The thinking at this time is that the Town Engineer should fill this role so that the permitting process is an administrative process similar to applying for a building permit. Appeals would be to the Courts. 2. What triggers a Stormwater Permit? The thinking at this time is to use the federal minimum thresholds for teardowns and large developments where we frequently get complaints regarding run-off affecting the abutters. 3. How will this program be funded? The federal requirements for stormwater management are onerous. We do not believe that the existing engineering staff will be able to manage these new regulations. It is our understanding that the law permits the Town to establish a Stormwater Utility and assess each property that is not managing its stormwater on-site a fee for the Town’s stormwater system. Newton implemented such a system two years ago and we have requested information from them to determine if this model would work in Lexington. Mr. Kelley wants to make sure this does not become too costly and a burden to homeowners. Selectmen feel that most complaints they receive are from teardowns. Selectmen agree that the engineering department should handle permitting process. Mr. Kelley feels impervious surface needs to be certified by a civil engineer and oversight will be important. Selectmen agreed that they want regulations that minimize appeals and should give the Town flexibility to institute a Storm Utility. Will talk about implementing when have a better idea of the costs. Selectmen’s Meeting – December 10, 2007 Munroe Building Discussion The Town has been allowing the Munroe Center for the Arts to use the former Munroe School for the past 13 years. The building now needs significant energy and safety upgrades. As the building owner, the Town is responsible for making these improvements, which include the fire alarm and sprinkler system, heating system, window replacement and ADA improvements. Prior to making these improvements the Selectmen will have a public process to evaluate the long- term use options for the building. Options include but are not limited to: 1. Long-term lease to the Munroe Center for the Arts; 2. Regain use of the building for Town purposes; and 3. Sale of the building. Selectmen do not want to be property owners and cannot take on any capital costs. Mr. Kelley suggests preparing a Request for Proposal and look for a plan that would serve the arts while selling the building with a long-term buy-back option. Also the land must be protected. Mr. Manz is concerned that selling is not enough; we need assurance that the new group can afford to support the building and demonstrate that the building code can be met in a reasonable time. A long-term lease or ownership would allow for grant applications to be pursued and would go a long way with a viable business plan and leadership. Mr. Burnell is reluctant to go through a public process for the building that requires significant safety work. Mrs. McKenna does not want the Selectmen to consider selling the property. Mr. Miller, Munroe Center for the Arts, believes both parties need to maintain the building and the Town needs to be committed to the arts. The Selectmen feel that the Town has tried many times to come to an agreement regarding a lease, but Munroe has not. The Selectmen agree that they would like the building to continue as an arts center. The plan is to follow this process: 1. Notify Town boards and committees to determine if there is a Town need for this building; 2. Provide for community input on the long-term use of this building by way of a public meeting, information provided via correspondence, email, the Town’s website, etc. The process would take place in January and February 2009; and 3. Based on 1 and 2 above, propose to Town Meeting a long-term use of this property. The Selectmen will continue discussions at the January 7 meeting. Selectmen’s Meeting – December 10, 2007 The Selectmen designated Mr. Kelley and Mr. Cohen to work with staff on the process. Resignation – Sidewalk Committee Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Marianne Lazarus from the Sidewalk Committee, effective immediately. Dissolve the Ad Hoc Water and Sewer Rate Study Committee Upon motion duly made and seconded, it was voted 5-0, with gratitude to the Committee for the work it did, to dissolve the Ad Hoc Water and Sewer Rate Study Committee, effective immediately. Consent Agenda Appointment – Regional Transportation Advisory Council Upon motion duly made and seconded, it was voted to appoint Francine Steiglitz to the Regional Transportation Advisory Council as an alternate for Gail Wagner. Local Cultural Council Member Disclosure Form Approval Upon motion duly made and seconded, it was voted 5-0 to approve the Local Cultural Council Member Disclosure Form for Myron Rosenblum. Tax Insert – Tax Rate Information Upon motion duly made and seconded, it was voted 5-0 to include tax information in the next tax bill. 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 contract negotiations, with no intent to return to open session. 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 Selectmen’s Meeting December 11, 2007 A special meeting of the Board of Selectmen was held on Tuesday, December 11, 2007, at 8:00 a.m. in the Selectmen’s Meeting Room for Department Budget Presentations. Chairman Krieger, Mr. Kelley, Mr. Cohen, Mr. Manz and Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. FY 2009 Budget Presentations DPW General Fund Mr. Hadley presented the DPW FY2009 Budget Requests: Level Service Requests: DPW Administration $469,692; Engineering $519,202; Street Lighting $387,037; Highway Maintenance $895,026; Road Machinery $643,295; Snow Removal $645,162; Parks Division $816,133; Forestry $252,446; Cemetery $277,840; Refuse Collection $725,000; Recycling $990,794; Refuse Disposal $664,950; Building Maintenance $0; Lexpress $499,608; Parking Operations $132,125. Total Level Service Budget: $7,918,310. Program Improvement Requests: Increased Hours Management Analyst $4,137; Engineering Plotter Replacement $30,000; Senior Civil Engineer $79,756; Turf and Public Grounds Maintenance $64,663; Tree Planting $24,000; Cemetery Grounds Maintenance $29,000; W-4 Operator at Compost Facility $50,035; and Street Opening Laborer $46,663. Total Program Improvement Requests: $328,254. Capital Improvement Projects: Water Distribution Improvements - $1,800,000 each year in FY2009 through FY2011 (Total $5,400,000); Equipment Replacement - $503,000 in FY2009, $510,000 in FY2010, $510,000 in FY2011, $520,000 in FY2012 and $510,000 in FY2013 (Total $2,553,000); Sanitary Sewer System Improvements - $1,200,000 each year from FY2009 through FY2013 (Total $6,000,000); Hydrant Replacement Program - $50,000 each year from FY2009 through FY2013 (Total $250,000); GIS Implementation Plan - $184,350 in FY2009 and $184,200 in FY2010 (Total $378,450); Building Envelope - $297,500 in FY2009, $1,000,000 in FY2010 through FY2013 (Total $4,297,500); Pump Station Upgrades - $100,000 in FY2009 through FY2012 (Total $400,000); Automatic Meter Reading System - $842,000 in FY2010, $542,000 in FY2011 and FY2012 (Total $1,926,000); Street Improvements - $1,212,500 in FY2009, $1,225,375 in FY2010, $1,238,500 in FY2011, $1,252,000 in FY2012 and $1,265,750 in FY2012 (Total $6,194,125); CBD Sidewalks - $370,000 in FY2009, $200,000 in FY2010 and FY2011 (Total $770,000); Dam Repair - $300,000 in FY2010 and $30,000 in FY2011 (Total $330,000); Sidewalk Improvements - $275,000 in FY2009, $1,625,000 in FY2010, $225,000 in FY2011, $250,000 in FY2012 and FY2013 (Total $2,625,000); Storm Drain Improvements - $160,000 in FY2009, $660,000 in FY2010, $675,000 in FY2011 through FY2013 (Total $2,645,000); Woburn Street Reconstruction - $1,080,000 in FY2009; Traffic Mitigation - $50,000 in FY2009 through FY2011 (Total $150,000); Intersection Improvements - $600,000 in FY2009 and FY2011 (Total $1,200,000); Street Acceptance–Carnegie Place - $65,000 in FY2010. Total Capital Requests: $36,464,075. Budget Presentations – December 11, 2007 Department Goals include: move forward with the construction of the new DPW Facility and maintain smooth operations throughout the construction process; continue the American Public Works Association self assessment portion of the Accreditation process; support implementation of GIS; expand operations at the Hartwell Avenue Compost Facility; work with the Energy Conservation Committee to improve energy efficiency and savings; and establish a regular tree planting program. Water Enterprise Mr. Hadley presented the FY2009 Water Enterprise Budget Requests: Water Operations $1,493,209; MWRA $4,529,553; Indirects $820,952. Total Water Enterprise Budget $6,843,714. Department Goals include: continue with the hydrant maintenance program; complete the Town-wide meter change out by installing the last 3200 meters to replace meters that cannot be read electronically; recertify two employees in Backflow/Cross-Connection Devices and plan and implement a Backflow testing; reduce the amount of Pit Meters in Town and change out the manual reads on the ones that cannot be eliminated; and update all the “paper tie cards” for GIS implementation. The FY2009 Water Operating Expenses request has been decreased by $125,000 for the third year in four of PILOT reduction. Sewer Enterprise Mr. Hadley presented the FY2009 Sewer Enterprise Budget Requests: Sewer Enterprise $975,148; MWRA $6,193,960; Indirects $714,536. Total Sewer Enterprise Budget $7,883,644. Department Goals include: continue to rehab and refurbish all 9 pump stations and bring them up to OSHA standards; clear and repair all access routes to all sewer easements; prioritize and repair problem areas; continue pipe flushing program and root removal in all problem areas; and initiate an educational program for the entire Town as to the costs and problems created by inflow and infiltration. The MWRA request for FY2009 is a 10 percent increase on the actual assessment. More accurate estimates of MWRA costs will not be available until 2008. The MWRA Advisory Board wants to keep the increase below 4.9 percent. 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 December 17, 2007 A regular meeting of the Board of Selectmen was held on Monday, December 17, 2007 at 7:30 p.m. in the Selectmen Meeting Room, Town Office Building. Chairman Krieger, Mr. Kelley, Mr. Cohen, Mr. Manz, Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Public Comment Mr. Dailey surprised Joyce Miller with the decision of the Board of Selectmen and Conservation Commission to name the D’Augusta property after her. The Board of Selectmen and Conservation Commission were both unanimous in voting to name the property after her because of her extraordinary efforts to acquire the beautiful piece of property. There will be a sign erected in the spring and a dedication will follow. Mrs. Miller was deeply moved and honored and felt there were a lot of people responsible for the acquisition. John Dryer, a contractor at Hanscom, discussed the recent traffic change on Hartwell that has increased the time it takes to get on and off the base. He asked that the Selectmen be sensitive to the delays of the many people traveling on Hartwell Avenue who add commerce to Lexington. Selectmen Concerns and Liaison Reports Mr. Manz walked the 1.2 miles from home to the Town Office Building and did not want to walk in the street. It was not the lack of plowing the sidewalk that made it necessary to walk in the street, but the problem with private plows blocking sidewalks. Mrs. Krieger announced that the Town received notification today that the four Battle Road towns were awarded a Battle Road Scenic Byway Corridor Management Plan Federal Grant of $138,020. This project will create a Corridor Management Plan for the Battle Road that assist the four towns and the Minute Man National Park in reaching agreement about how best to preserve the area’s intrinsic resources while expanding economic opportunities, developing a balanced tourism industry and accommodating future development. The driving forces for receiving this grant were Richard Canale, Planning Board Member and Barbara Lucas, Metropolitan Area Planning Council. Town Manager Report Mr. Valente wanted to recognize the efforts of the DPW staff in handling the snowstorm over the weekend. There was a sidewalk thrower that was damaged from taking in a brick and it will have to be repaired. Mr. Valente hopes to have the DPW crew back on Tuesday night to start clearing snow in the downtown and East Lexington areas. Selectmen’s Meeting – December 17, 2007 CPA Grant Agreement – Supportive Living, Inc. Supportive Living, Inc. has requested that the Town approve a CPA Agreement for $300,000 which was approved by Town Meeting to go toward the build out of the Douglas House project. Town Counsel has drafted the CPA agreement, which gives the Town an affordable housing restriction so that the rental units will be counted toward the Town’s affordable housing inventory. The Selectmen need to vote to accept and sign the CPA Grant Agreement. Upon motion duly made and seconded, it was voted 5-0 to accept and sign the CPA Grant Agreement between the Supportive Living, Inc. and the Town of Lexington. Ad Hoc Budget Schedule Committee Mr. Diaz, Chair of the Ad Hoc Budget Schedule Committee and Chair of the School Committee, presented the proposed changes that would help to accommodate the interest of the Appropriation Committee in having more time to prepare their report for Town Meeting, to accommodate the Town Meeting Members request for additional time to hold information sessions following the local election and also to accommodate the request of override campaigners to not hold an override the Monday following school vacation. The Committee’s recommendation is to start Town Meeting on Wednesday, March 19, 2008, and the budget would be presented on Monday, March 24, 2008 and that would allow an override to occur, if necessary, as soon as 42 days after the budget was approved by Town Meeting (May 5). Upon motion duly made and seconded, it was voted 5-0 to accept the Report of the Ad Hoc Budget Schedule Committee and to dissolve the Committee. Set Date for First Session of 2007 Annual Town Meeting Upon motion duly made and seconded, it was voted 5-0 to set the date for the first session of the 2008 Annual Town Meeting for Wednesday, March 19, 2008. Liquor License Renewals Upon motion duly made and seconded, it was voted 5-0 to approve the following liquor license renewals: Clubs Knights of Columbus Lexington Elks Lexington Golf Club Veterans of Foreign Wars Selectmen’s Meeting – December 17, 2007 Package Stores Berman’s Wine & Spirits Busa Brothers Liquors, Inc. Lexington Liquor Mart Niki’s Liquors Omni Crushed Grapes & More Vinebrook Bottle Shop Restaurants Bertucci’s Brick Oven Ristorante Dabin Restaurant Daikanyama Japanese Cuisine Ixtapa Cantina Mexican Family Restaurant Khushboo Lemon Grass Restaurant Lexx Max Stein’s American on Hartwell Not Your Average Joe’s Teppanyaki Asian Cuisine The Upper Crust Via Lago Vinny T’s of Boston Yangtze River Restaurant License Renewals Upon motion duly made and seconded, it was voted 5-0 to approve the following license renewals for 2008, subject to receipt of all appropriate paperwork: Class I Lexington Toyota Class II A to Z Auto Wholesale Auto and Diesel Sales Autobahn East Lexington Auto Sales Lexington Auto Service Center Class III John P. Carroll Company, Inc. Selectmen’s Meeting – December 17, 2007 Coin Machines Lexington Elks (3) Lexington VFW (4) Common Carrier Boston Tours, Inc. (2) Joseph’s Transportation, Inc. (Lexpress) (4) Joseph’s Transportation, Inc. (Liberty Ride) (1) Common Victualler Alexander’s Pizza Bertucci’s Brick Oven Ristorante Bollywood Café Bruegger’s Bagel Bakery Dabin Restaurant Dunkin Donuts, 317 Woburn Street Dunkin Donuts, 373 Waltham Street Dunkin Donuts, 10 Woburn Street Dunkin Donuts, 141 Mass. Avenue Fife & Drum Restaurant/Grill Ixtapa Cantina Mexican Family Restaurant Khushboo Lemon Grass Restaurant Lexington Elks Lexington Golf Club Lexington House of Pizza Lexx Mario’s Italian Restaurant Max Stein’s American on Hartwell McDonald’s Nick’s Place Not Your Average Joe’s Peet’s Coffee & Tea Pine Meadows Golf Club Quality Inn & Suites Rancatore Ice Cream Seattle’s Best Coffee Short Order Gourmet Starbucks Coffee, 60 Bedford Street Starbucks Coffee, 1729 Mass. Avenue Teppanyaki Asian Cuisine The Upper Crust Three Gorges of Lexington Via Lago Café Selectmen’s Meeting – December 17, 2007 Common Victualler (concluded) Vinny T’s of Boston Yangtze River Restaurant Entertainment Lexington Elks Lexington VFW Lexx Max Stein’s American on Hartwell Teppanyaki Asian Cuisine The Upper Crust Lodging/Innkeeper Quality Inn & Suites Wild Acre Inn The following establishments will not receive their 2008 license until the Selectmen’s Office receives all the necessary paperwork: Dunkin Donuts at 141 Mass. Avenue, Dunkin Donuts at 10 Woburn Street and Peet’s Coffee & Tea. Appointment – Lexington Emergency Housing Assistance Committee (LEHAC) Upon motion duly made and seconded, it was voted to appoint Norman Cohen to the Lexington Emergency Housing Assistance Committee. Common Victualler – Daikanyama Japanese Cuisine Upon motion duly made and seconded, it was voted 5-0 to approve and issue a Common Victualler License to Daikanyama Corporation, d/b/a Daikanyama Japanese Cuisine, 43 Waltham Street. Consent Agenda Use of the Battle Green – Lexington Amnesty International Vigil Upon motion duly made and seconded, it was voted 5-0 to approve the use of the Battle Green for the Lexington Amnesty International vigil on Friday, January 11, 2007 from 3:00 p.m. to 6:00 p.m. Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of December 3, 2007, and budget presentation meetings of December 3, 2007, December 7, 2007 and December 10, 2007. Selectmen’s Meeting – December 17, 2007 Executive Session Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the executive session minutes of December 3, 2007, December 7, 2007 and December 10, 2007. Ratify Poll Vote – Naming of Facilities and Placement of Memorials Upon motion duly made and seconded, it was voted 5-0 to ratify a poll vote naming the D’Augusta parcel for Joyce Miller. Upon motion duly made and seconded, it was voted to adjourn at 8:00 p.m. A true record; Attest: Lynne A. Pease Executive Clerk