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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