HomeMy WebLinkAbout2005-08-BOS-minSelectmen's Goal Setting Meeting
August 1, 2005
A Goal Setting meeting of the Board of Selectmen was held Monday, August 1, 2005, at 9:00
a.m. in the Library Meeting Room at Cary Library. Chairman Krieger, Mr. Kelley, Mr. Pagett,
Mr. Cohen, Mr. Manz; Mr. Valente, Town Manager; Ms. Vine, Assistant Town Manager; Mr.
Young, Budget Director; Ms. McLaughlin, Facilitator; and Ms. Pease, Executive Clerk were
present.
There was considerable discussion on the following agenda:
Introduction — Purpose of the Meeting
Mrs. Krieger stated the objective of this meeting is to develop guiding principals for the coming
year and the future. Goals should be reflective of community values and reflect community
needs.
2. Current Situation and Outlook
• FY06: Budget adjustments (pending): e.g., snow deficit, health trust, contract
settlements, utilities
• FY07: Revenue and expenditure trends and initial projections
o Financial overview
• Free cash projections
• Debt
• Potential FY07 budget considerations
• Capital Needs
• Operational Issues
• Update
• Timeline to address ad hoc committee recommendations
Financial Policies
• Reserves, free cash, capital, debt management, etc.
• Committee charge and membership
4. FY07 Budget Process
• Schedule /calendar (move up 1 month, kick -off right after Labor Day, Selectmen
reviews start November 1
• Collaborative process
o Role of Town Manager's Budget/Planning Working Group — Manager's budget,
get consensus, recognize obstacles, identify areas for research, identify needed
information, keep process moving
• Approach to three nonstandard items: operating override, debt exclusion, CPA
o Openness, Citizens' Academy in Fall
• Public communication
• Metrics and performance measures
Selectmen's Goal Setting Meeting — August 1, 2005
5. FY07 Budget Focus
• Sustain and support government operations and programs
o Schedule September goal setting meeting on non - financial issues
• Expenditure reductions — potential areas and ideas
o Efficiencies
• Energy conservation
• Facilities maintenance
• Health benefits
o Other
Revenue enhancements /reductions
• Hartwell Avenue economic development
• Pilots
• CPA
• (Special Town Meeting)
6. Wrap- up/Next Steps
• Town Manager will include discussion of debt as part of five -year capital plan.
• Selectmen favor earlier start with budget being completed by February 1 (School
Committee will discuss with Superintendent Paul Ash).
• Approach to three non - standard items (operating override, debt exclusion, CPA)
regarding structure, timing, and other issues will need ongoing discussion by the
Board.
• Selectmen support increased public communication and outreach around FY07
budget issues — including use of cable TV, Town web page, public meetings,
information put in with tax bills, Lexington Minute Man, extend message through
existing groups in town.
• Board and staff will identify 2 -3 areas of greatest interest for performance measures
in budget.
• Selectmen will bring two energy committees together, with PBC, for future planning.
• Selectmen support creation of joint facilities maintenance review committee of
school/town staff (School Committee will check with Superintendent Ash regarding
availability of school staff).
• Selectmen will receive final recommendations of Health Benefits Review Committee
and discuss at August 29 meeting.
• Selectmen would like to consider additional ways to enhance Hartwell Avenue
compost facility.
• Board of Selectmen will talk to Planning Board regarding economic development
along Hartwell Avenue.
• Selectmen would like selective follow -up to the list of facilities that do not pay
PILOTS, such as Lincoln Labs.
• Selectmen would like to have a list of projects eligible for Community Preservation
Act funding that the Town wants to do and would be considering even without the
CPA; discussion would include relative cost of historic preservation vs. new
construction.
Selectmen's Goal Setting Meeting — August 1, 2005
• Board will plan a goal setting meeting on non - financial issues for the fall; date to be
determined at the evening meeting on August 1.
Upon motion duly made and seconded, it was voted to adjourn at 12:35 p.m.
A true record, Attest:
Lynne A. Pease
Executive Clerk
Selectmen's Meeting
August 1, 2005
A regular meeting of the Board of Selectmen was held Monday, August 1, 2005, at 7:30 p.m. in
the Selectmen's Meeting Room. Chairman Krieger, Mr. Kelley, Mr. Pagett, Mr. Cohen, Mr.
Manz; Mr. Valente, Town Manager; Mr. Lahey, Town Counsel and Ms. Manning, Clerk were
present.
Public Comment
Mr. Kanter, asked when the Board will be having further discussions regarding the library. Mrs.
Krieger responded that once the library audit is complete it will be determined if the matter will
be addressed by the Library Trustees or the Board of Selectmen.
Selectmen Concerns and Liaisons
Mr. Manz, liaison to the Hanscom Field Advisory Committee, told the Board that Massport has
proposed construction of a new terminal facility for a third Fixed Based Operator (FBO) at
Hanscom Field. The new terminal would add significant airport capacity to serve aviation - related
issues including additional corporate jets and non - scheduled passenger services.
Mrs. Krieger reviewed two letters: one to Governor Romney, another to Stephen Pritchard,
Secretary Executive Office of Environmental Affair. The letters state that the Town of
Lexington supports the petition of ShhAir, a citizens' group calling for an environmental review
of the proposed construction of a new FBO facility.
Upon motion duly made and seconded, it was voted 4 -0 -1 (Kelley) to authorize the Chairman to
send letters of support of the citizen's petition to Governor Romney and Stephen Pritchard,
Secretary of Environmental Affairs.
Town Manager Report
Mr. Valente asked if the Board had any questions regarding the LexMedia contract; a copy of the
contract was included in the Selectmen packets. Mr. Valente said he is still working with Town
Counsel on the language regarding the length of the contract.
Mrs. Krieger raised a question about Section V, paragraph 5.3, which states, "The Board of
Directors or other governing body shall include one member designated by the Board of
Selectmen and one member designated by the School Committee ". After some discussion the
Board asked it be changed to "The Board of Directors or other governing body shall include one
member designated by the Communications Advisory Committee and one member designated
by the School Committee.
Mr. Valente will continue to work with Town Counsel to finalize the contract and bring it back
to the Board for final approval.
Selectmen's Meeting — August 1, 2005
Mr. Kelley suggested that Planning Board meetings be televised. Mr. Lazarus, Communications
Advisory Committee said LexMedia intends to expand its coverage of Board and Committee
meetings.
Boston Edison Company d /b /a NSTAR Electric — 1438954 Wingate Road and Leeland Terrace —
Install Conduit
Christine Crosby, representing NStar, was at the meeting to request the Board approve of N-
Star's request to install approximately 192 feet of conduit from pole number 335/4 on Wingate to
pole 367/1 on Leeland Terrace. The work has been requested by the homeowner at #9 Wingate
to underground all utilities in that area.
Upon motion duly made and seconded it was voted to approve the petition of NStar Electric to
construct, and a location for, a line of conduits and manholes with necessary wires and cables
therein to be located under the surface of Wingate Road and Leeland Terrace: Northwesterly at
Leeland Terrace - a distance of about 192 feet — conduit from pole 335/4 to pole 367/1.
Mr. Cohen told Ms. Crosby that at a previous hearing the Board had been told that NStar would
be looking into the double pole issue. He asked what progress had been made. Ms. Crosby said
she would look into what has been done.
Upper Crust Lexington, LLC, d /b /a The Upper Crust — New All Alcoholic License —41 Waltham
Street
Jordan Tobins, Joshua Huggard, and Brendan Higgins, all partners of The Upper Crust were
present.
The Board reviewed the application and asked questions about the theme of the restaurant,
accessibility, liquor policy, and alcohol awareness training. The Board also reviewed its policy
regarding having a manager on the premises whenever liquor is being served. Mr. Pagett
questioned the availability of handicap accessibility.
Upon motion duly made and seconded, it was voted to approve the application and issue a new
all- alcoholic liquor license to Upper Crust Lexington, LLC, d /b /a The Upper Crust, 41 Waltham
Street.
Second Julian, LLC d /b /a The Hartwell Grill and Wine Bar License - Transfer from Hartwell
House Restaurant
Richard Brackett and Martin Bloom, representing Second Julian, LLC, and Martin Pomeroy,
Attorney were at the meeting. They requested the Board approve a Liquor License Transfer
from the Hartwell House to Second Julian, LLC d /b /a The Hartwell House Grill and Wine Bar.
Selectmen's Meeting — August 1, 2005
The Board reviewed the application and asked questions about the construction schedule, the
type of restaurant and explained the need for Assistant Managers to be approved by the Board of
Selectmen as well as the requirement that an approved manager be present whenever alcohol is
being served.
Upon motion duly made and seconded, it was voted, contingent on Mr. Brackett, the proposed
manager, receiving alcohol awareness training, to approve the application and issue a license for
the transfer of an all- alcoholic liquor license from The Hartwell House to Second Julian, LLC
d /b /a The Hartwell Grill and Wine Bar, 94 Hartwell Avenue.
Lexington Knight's of Columbus Association, Inc., Liquor License — Change of Manager
The Knights of Columbus is requesting that the Board approve and issue a Club Liquor License
Change of Manager application. Thomas Henneberry, proposed manager, was at the meeting.
The Board discussed the requirement of a manager or assistant manager that has been approved
by the Board being on the premises when alcohol is being served.
Upon motion duly made and seconded, it was voted to approve the application and issue a
license for a change of manager for an all- alcoholic club liquor license to the Lexington Knights
of Columbus Members Association, Inc., 177 Bedford Street.
Lions Club — Proposed Landscaping in Center
Mr. Lakutis, Member of the Lexington Lions Club, presented a proposed plan from the Lions
Club for the planter outside CVS in Lexington Center. The Lions Club will provide
maintenance and watering of the planter.
Upon motion duly made and seconded, it was voted to approve the Lions Club plan for the
planter outside CVS in Lexington Center.
Water Sewer Audit
Mr. Valente introduced Karen Roberts, from Melanson Heath and Company, who presented the
recently completed expanded investigation of Water Sewer billing records.
Ms. Roberts reviewed the audit of fiscal 2003 and 2004 carried out by Melanson Heath and
Company in an effort to understand a dramatic drop in revenue and in the funds reserves.
According to the audit report $500,000 of the loss could be attributed to decrease in usage
between 2003 and 2004. The audit also found that use of actual and estimated meter readings
which was combined during the two fiscal years, was also causing inconsistent billing. Incorrect
use of the MUNIS software such as charging residents with septic systems for sewerage added to
the confusion.
Selectmen's Meeting — August 1, 2005
Ms. Roberts recommended the improvement of data controls and use of reporting within the
software package. The audit recommendations also include the increase of frequency in meter
reading, additional monitoring of accounts for both low and high usage and for the Town to
establish written policies and procedures for water and sewer billing.
Mr. Pagett stated that he first became concerned when he reviewed a report that indicated the
reserve had dropped $1.7 million between 2003 and 2004. The audit report recognizes $1.2
million dollars. He asked Ms. Roberts if she had a sense of what caused the additional $500,000
decrease.
Members of the Appropriation Committee (AC) stated they felt there were still many
unanswered questions. Mr. Bartenstein, AC, said the audit covered a narrow history and
possibly further research could be done dating back as far as 1999. He stated that the Town
was, in the past, able to successfully set rates that built reserves from zero to 4 million dollars.
Mr. Pagett and Mr. Kelley stated their concern with the drop in reserves and questioned why that
wasn't covered in the audit. Ms. Roberts said the audit was not designed to investigate reserves.
Mr. Valente commented that the audit on reserves will be done as a supplement to this audit
report.
Water Sewer Report Discussion/Comments
Loren Wood, Chair of the Ad Hoc Water and Sewer Rate Study Committee, gave a brief
presentation. He reviewed what the committee is recommending be the responsibilities of the
new Business Manager.
Mrs. Krieger indicated that she feels the recommendations of the committee are appropriate. The
Board will defer further discussion regarding the report until after the
Supplemental Audit Report is complete.
MPO Advisory Committee
Upon motion duly made and seconded, it was voted to appoint Jeanne Krieger, Richard Canale,
Gail Wagner, Ellen Entin, Arther Katz and Nick Canaloga as representatives to the MPO
Advisory Study Committee
Selectmen's Ad Hoc Financial Policy Committee — Appoint Members
Upon motion duly made and seconded, it was voted to appoint Paul Lapointe, Richard Rieth,
Peter Enrich, Michael Kennealy, Alan Fields, Bill Dailey and Paul Asquith to the Selectmen's
Ad Hoc Financial Policy Committee and designate the committee members as Special Municipal
Employees.
Selectmen's Meeting — August 1, 2005
Town Manager Reappointments
Upon motion duly made and seconded, it was voted to approve the Town Manager's
reappointment of Angela Frick, Rickard Wolk and David Langseth to the Conservation
Commisssion.
Upon motion duly made and seconded, it was voted to approve the Town Manager's request to
reappoint Sean Maloney to the Youth Commission.
Committee Descriptions
Mrs. Krieger asked Board members to review the description for committees they are liaisons to
and submit corrections to the Selectmen's Office.
Mr. Pagett suggested the listing of committees be divided into two categories standing
committees and ad hoc committees. He also suggested that committee membership be included
on the Town Web Site.
Future Meetings
The Board scheduled the following meetings: September 12, 14 (goal setting) and September 19;
October 3, 10 and 31; November 7, 14, 21 and 28; and December 5 and 12, 2005.
Minutes
Upon motion duly made and seconded, it was voted 3 -0 -2 (Cohen and Manz abstained) to
approve the minutes of February 15, 2005.
Upon motion duly made and seconded, it was voted to approve the minutes of April 4, 2005 and
July 11, 2005.
Executive Session Minutes
Upon motion duly made and seconded, it was voted to approve the executive session minutes of
April 13, 2005 and July 11, 2005.
Consent Agenda
Use of the Battle Green — China TV
Upon motion duly made and seconded, it was voted to approve the request of China Central
Television to use the Battle Green on the afternoon of August 17, 2005 to shoot a TV
documentary.
Selectmen's Meeting — August 1, 2005
Ratify Poll Vote — Eastern Bank Sponsor Free Parking
Upon motion duly made and seconded, it was voted to ratify the poll vote of July 19, 2005
authorizing the Eastern Bank to sponsor free parking on Friday nights. Eastern Bank will pay, to
the Town (to the Parking Revenue Account), a fee of $.75 per car.
Local Official Bond — Town Manager
Upon motion duly made and seconded, it was voted to set the Local Official Bond for the Town
Manager at $50,000.
Resignation/Appointment — HATS/DRI Review Committee
Upon motion duly made and seconded, it was voted to accept the resignations of Larry Belvin,
representing Conservation and Stewart Kennedy, representing Planning, from the HATS -DRI
Review Committee.
Upon motion duly made and seconded, it was voted to appoint Charles Wyman, representing
Conservation, and Richard Canale, representing Planning to the HATS DRI Review Committee.
Upon motion duly made and seconded, it was voted to adjourn at 10:55 p.m.
A true record, Attest:
Lori Manning
Clerk
Selectmen's Meeting
August 29, 2005
A regular meeting of the Board of Selectmen was held Monday, August 29, 2005, at 7:30 p.m. in
the Selectmen's Meeting Room. Chairman Krieger, Mr. Kelley, Mr. Pagett, Mr. Cohen, Mr.
Manz; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk were present.
Selectmen Concerns and Liaison
Schools FY05 and FY06 Budget Shortfall
The Board discussed attending the School Committee meeting prior to this meeting and learning
about the Schools discovering unpaid bills for FY05 amounting to $535,000. It is expected that
the School Committee will ask the Selectmen to include an article in the November Special
Town Meeting to cover the unpaid bills.
The School Committee also discussed a projected FY06 budget shortfall of $1.292 million, of
which $1 million is for special education and support. The Superintendent has identified
$728,000 in proposed budget reductions and increased school lunch fees. The Selectmen then
had to leave the meeting.
The Selectmen will schedule a Summit meeting soon to discuss how to handle the remaining
FY06 budget shortfall.
Farmer's Market
The Selectmen received the Farmer's Market mid -term report and the market has been a
tremendous success; better in Lexington than other locations. The Selectmen thanked the
Lexington Farmer's Market planners who worked so diligently to bring the market to Lexington.
Thank You Lori Manning
The Selectmen thanked Lori Manning for the time she has been the Board's Clerk covering the
meetings and afternoons in the office. The Board believes she will be an asset to the Town and
the Town Clerk's Office.
BRAC Letter
The BRAC Commission has recommended relocating a Hanscom research laboratory and the
200 jobs it provides to a different facility. Mrs. Krieger asked the Selectmen's permission to
send a letter to the BRAC Commission asking that the recommendation be reversed.
Upon motion duly made and seconded, it was voted to have the Chairman send a letter to the
BRAC Commission requesting they consider reversing their decision to relocate the Research
Laboratory from Hanscom to Patterson Air Base in Ohio.
Selectmen's Meeting — August 29, 2005
Consent Agenda
Local Official Bond
Upon motion duly made and seconded, it was voted to set the Local Official Bond for the Town
Clerk at $85,000.00.
Ratify Poll Vote — Use of Battle Green
Upon motion duly made and seconded, it was voted to ratify a poll vote for the use of the Battle
Green on August 21, 2005 at 2:00 p.m. for a National Guardsman commissioning ceremony.
Use of Battle Green
Upon motion duly made and seconded, it was voted to approve the request of Jesse Segovia to
use the Battle Green on Tuesday, September 6, 2005, from 5:00 p.m. to 7:00 p.m. for a rally in
support of David Parker.
The Selectmen requested the Town Counsel to look into the possibility of having costs, like
police detail, trash collection, etc., paid by the groups /individuals who request permission to use
Town property.
Constitution Week Proclamation
Upon motion duly made and seconded, it was voted to sign the proclamation proclaiming
September 17 to 23, 2005 as Constitution Week.
HATS Expenditure
Upon motion duly made and seconded, it was voted to expend $1,000.00 for a HATS gathering
of officials and business and civic leaders from the four HATS communities.
Liquor License — Vinny T's of Boston — Change of Officers
Upon motion duly made and seconded, it was voted to approve the application and issue a
license for a change of officers of an all- alcoholic liquor license for BUCA Restaurants 3, Inc.
d /b /a Vinny T's of Boston, 20 Waltham Street.
Water /Sewer Discussion
Accepting Water /Sewer Audit Report
Upon motion duly made and seconded, it was voted to accept the Melanson Heath report,
Investigation of the Water /Sewer Billing Records
Retained Earnings
Mr. Valente presented a history of retained earnings in the Water and Sewer Enterprise Funds for
the last three years. The Selectmen requested additional information and explanation on the
reasons for the decrease in retained earnings, specifically the FY05 $750,000 amount.
Selectmen's Meeting — August 29, 2005
The Board discussed some of the recommendations of the Water and Sewer Rate Study
Committee, including the suggestion that the depreciation account be discontinued, quarterly
billing, and the need to have a standard abatement process.
When the new water and sewer rates are set the Board needs to be provided an analysis of the
rate of consumption of water for the past few years.
Mr. Bartenstein, member of the Appropriations Committee and liaison to the Water /Sewer Rate
Study Committee, raised concerns about the communication between the Town and the
Appropriation Committee and Water and Sewer Rate Study Committee. The Committee wants
to have the Town take advantage of all their knowledge, which they acquired since the
Committee was formed.
The Selectmen's intention is to work and share information with the Appropriation Committee
and the Water and Sewer Rate Study Committee and meet in the near future to resolve all issues.
The Selectmen discussed possibilities for rate structuring, need to go to quarterly billing, and
importance of conservation.
It is important that a discussion on PILOTS take place soon to be ready for FY07 budget
planning.
Water and Sewer Ad Hoc Rate Study Committee Report
Upon motion duly made and seconded, it was voted to accept the Ad Hoc Water and Sewer Rate
Study Committee Report.
Communications Advisory Committee — Verizon
Steve Ellis, representing the Communications Advisory Committee, came before the Selectmen
to discuss a formal response to Verizon regarding becoming a Lexington cable carrier.
The Committee will be looking for Verizon to make substantial contributions to the Town
similar to RCN and Comcast, including: Internet access for Town, contribution to technology
initiative fund, and identify location of double poles and plan for removal. Also looking at the
possibility of Verizon conduit being used for RCN to connect to residences with underground
service.
Upon motion duly made and seconded, it was voted to accept and issue a request for amended
cable television license application for Verizon.
Common Victualler — The Upper Crust
Upon motion duly made and seconded, it was voted to approve the application and sign a
Common Victualler license for The Upper Crust, 41 Waltham Street.
Selectmen's Meeting — August 29, 2005
The Selectmen asked the Town Manager to have the Building Commissioner send a notice to the
building owner regarding making sure this building is handicap accessible. The Selectmen will
also discuss at the next goal setting meeting what the appropriate internal process should be for
making sure buildings are handicap accessible.
Assistant Manager — Lexington Knights of Columbus
Upon motion duly made and seconded, it was voted to approve John Cunha as an Assistant
Manager at the Lexington Knights of Columbus.
Historic Districts Commission Associate Appointment /Approval of Exemption — Carl Oldenburg
Upon motion duly made and seconded, it was voted to appoint Carl Oldenburg to the Historic
Districts Commission as an Associate Member representing the Library to fill the unexpired term
to expire December 31, 2008.
Mr. Oldenburg is filling the unexpired term of Joe Welsh.
Upon motion duly made and seconded, it was voted to approve the Disclosure of Financial
Interest by Municipal Employee and Approval by Appointing Authority for Carl Oldenburg and
to have the Chairman sign the Approval of Exemption.
Town Manager Appointment — Youth Commission
Upon motion duly made and seconded, it was voted 4 -0 -1 (Kelley abstained) to approve the
Town Manager's reappointment of Beverly Kelley to the Youth Commission.
Minutes
Upon motion duly made and seconded, it was voted to approve the goal setting minutes of
August 1, 2005.
The Selectmen would like to start putting minutes on the Web beginning with the Goal Setting
minutes of August 1, 2005.
Executive Session Minutes
Upon motion duly made and seconded, it was voted 3 -0 -2 (Cohen and Manz abstained) to
approve the executive session minutes of February 28, 2005.
Upon motion duly made and seconded, it was voted to approve the executive session minutes of
March 8, 2005 and June 27, 2005.
Selectmen's Meeting — August 29, 2005
Follow -up Discussion — Goal Setting
Mr. Manz will look into how to increase public communication and outreach around the FY07
budget issues, including use of cable TV.
Mr. Cohen will discuss with the Electric Utility Ad Hoc Committee, the Energy Conservation
Committee, the Permanent Building Committee, and perhaps the Lighting Options Committee
what the future path of these committees should be.
Future Meetings
The Selectmen decided to change the meeting from Monday, October 3, 2005 to Thursday,
October 6, 2005.
The Selectmen wanted to plan a summit meeting for September 13, 14, or 15. There is a conflict
because of the Comptroller interviews on the same days. Mrs. Krieger will check with Finance
Committees and School Committee on options and get back to the Selectmen.
Permanent Building Committee — Sustainable Design Policy
Phil Poinelli, representing the Permanent Building Committee, recommends that the Town
approve a Sustainable Design Policy for capital projects of the Town. Such a policy would also
encourage the private sector to adopt a similar measure.
Investment in sustainable design may cost more initially, but have the benefit of lower long -term
operating costs. This policy is not related to the building code, but affords a means to select
systems that have environmental, economic, health and community benefits.
The Permanent Building Committee will revise the policy based on the discussion tonight and
bring back to the Selectmen for approval on September 19, 2005.
Executive Session
Upon motion duly made and seconded, it was voted by roll call Mr. Cohen, Mr. Kelley, Mr.
Pagett, Mr. Manz and Mrs. Krieger to go into executive session for the purpose of consideration
of real estate purchase, collective bargaining and litigation strategy, with no intent to return to
open session.
Upon motion duly made and seconded, it was voted to adjourn at 10:15 p.m.
A true record, Attest:
Lynne A. Pease
Executive Clerk