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HomeMy WebLinkAbout2013-02-BOS-min Selectmen’s Meeting February 8, 2013 A meeting of the Board of Selectmen was held on Friday, February 8, 2013, at 10:30 a.m. in the Selectmen Meeting Room of the Town Office Building. Chairman Mauger, Mr. Cohen; Mr. Manz; and Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Public Committee Mr. Hadley, Public Works Director, gave an update on the pending blizzard expected to be at its worst between 10:00 p.m. Friday through 7:00 a.m. Saturday. One hundred vehicles are ready to start plowing. There is an 11:15 a.m. conference call with MEMA. Code Red messages will be send out as necessary. State of Emergency Upon motion duly made and seconded, it was voted 5-0 to declare a State of Emergency beginning at 12:00 noon on Friday, February 8, 2013 and continues to be in effect until such time as the storm concludes and the public’s safety is insured. Executive Session Upon motion duly made and seconded, it was voted 4-0 by roll call to go into executive session to consider the purchase, exchange, lease or value of real property at 33 Marret Road. Further, the Chairman declared that an open meeting may have a detrimental effect on the negotiating position of the Town. Upon motion duly made and seconded, it was voted 4-0 to adjourn at 10:41 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting February 11, 2013 A regular meeting of the Board of Selectmen was held on Monday, February 11, 2013, at 7:00 p.m. in the Selectmen Meeting Room of the Town Office Building. Chairman Mauger, Mr. Kelley, Mr. Cohen; Mr. Manz; and Mr. Burnell; Mr. Valente, Town Manager; and Ms. Chabot, Assistant to the Executive Clerk, were present. Public Comment Mr. Sullivan, Global Montello Group Corporation, reported that he made a presentation on a Community Choice Aggregation Proposal for Lexington to the Energy Conservation Committee that would help lower electric rates. He came to ask the Selectmen for direction on how to move the process forward. Ms. Mauger explained that the Energy Conservation Committee did not have enough information to make a full recommendation to the Board. They would like to get the thoughts of their colleagues in other communities. Ms. Manger believes that the Selectmen would not have more information in the next 3- 6 months but possibly sometime after that. Selectmen Concerns and Liaison Reports Mr. Cohen complimented Ms. McKenna, Chair of the Tourism Committee, and the Antony Working Group for putting on an excellent event called “A French a Faire” on Sunday February 10, 2013 to raise money for Antony Park. Mr. Manz attended the Complete Streets training, a Bay State Roads and Mass DOT sponsored event on February 7, 2013. He has sent a link with information from the training to all of the Selectmen. Mr. Manz also commended Town staff and the citizens of Lexington for their response to the recent snow storm. Town Manager Report Mr. Valente reported on next steps for cleaning up after the snow storm including clearing parking lots in the Center, the south side of Mass. Avenue and sidewalks to schools. Mr. Valente commented that he couldn’t have been more pleased with the work the crews have done so far. Mr. Valente also reported on the swearing in of the new Assistant Fire Chief, Ken Tremblay, who has done a terrific job as Fire Prevention Officer/Lieutenant. Mr. Valente received many positive comments by those who have worked with Mr. Tremblay and is pleased to make this promotion. Discuss Demolition of Buildings Article with Historical Commission Members of the Historical Commission attended the Selectmen’s Meeting on January 28, 2013 to discuss the proposed warrant article regarding demolition of buildings on the 2013 Annual Selectmen’s Meeting – February 11, 2013 Town Meeting Warrant. The Selectmen invited the Historical Commission to come back tonight to discuss Article 31 – Amend General Bylaws – Demolition Delay Bylaw, which would require the Historical Commission to give written notice to an owner of a building being considered for inclusion in the Cultural Resources Inventory. Ms. Mauger explained that the focus of the conversation should be on notification only and no other aspect of the demolition delay bylaw. The Selectmen asked the members of the Historical Commission various questions about how property owners are notified that their building is being considered for inclusion in the Cultural Resources Inventory. Mr. Kelland, Chairman, and members Ms. Zimmerman and Ms. Fennollosa explained that property owners would be asked for information about their property during the research phase of the process and then notified of the date of the meeting that the Commission would vote on whether to include the building in the Cultural Resources Inventory. Ms. Mauger explained that the intent of the article was to codify current practice for future members of the Commission when the current leadership changes, and to say to the community that there is a commitment to communication. Follow-up on Tourism Strategy Discussion Mr. Burnell updated the Board on the efforts of the various tourism stakeholders to work towards a more unified tourism strategy, address the programming plan for the Visitor’s Center and how that will relate to the programming at the Depot Building, and provide staff support to the Tourism Committee, as recommended by the Town Manager. Mr. Burnell presented a draft of a revised Charge for the Tourism Committee for consideration. Ms. McKenna, Chair Tourism Committee, agreed that it is important for the various tourism stakeholders to collaborate and feels that the Tourism Committee is the best entity to coordinate all the entities. She pointed out that any changes to the Tourism Committee Charge would have to be a Warrant Article because it is a bylaw committee. Ms. Bohart, Executive Director Chamber of Commerce, noted that comments made by two members of the Chamber at the collaboration session with stakeholders were their personal opinions and not made on behalf of the Chamber. Ms. Perez-Kennealy, member of the Tourism Committee, wanted to emphasize that investing in tourism in Lexington represents a significant economic opportunity that is available to the Town. FY2014 Budget Discussion The Selectmen discussed the following in regard to the Town Manager’s FY2014 Preliminary Budget and Financing Plan: Proposed Program Improvement Requests – In response to Ms. Mauger’s questions from the January 28, 2013 Selectmen’s Meeting, Public Works believes it can plant 80-100 replacement trees per year if the proposed arborist position is funded. The Conservation Selectmen’s Meeting – February 11, 2013 Commission is still reviewing revenue raising options to offset a portion of the costs for the proposed part-time Town Ranger position. Proposed Capital Projects / Cary Hall and Visitor Center Design – Mr. Kelley does not think that the Town should go forward with the Cary Hall project at this time. Ms. Mauger agrees with Mr. Kelley that there are higher priority projects such as the Police and Fire Departments and the possibility of purchasing the Marrett Road property. Mr. Burnell suggests addressing some of the issues but not the whole project at this time. Mr. Cohen supports moving ahead with the design. Mr. Manz is in favor of going ahead with the Cary Hall project. Mr. Kelley feels the same about the Visitor Center as Cary Hall, that other projects are a higher priority. Mr. Cohen thinks that a few things need to be done but this could be put off for another year. Mr. Burnell would ask the Facilities Department to do a brief study for the Selectmen. Ms. Mauger concurs with the comments made by her colleagues. OPEB Funding - $775,000. Mr. Burnell suggests using $1.6 million for OPEB which would cover this year’s obligation. He is not suggesting that the Town pay the obligation down, just that we do not increase it. Mr. Kelley accepts the philosophy behind what Mr. Burnell is suggesting but is not sure that the Town has an actual number. Mr. Valente will ask the Town’s actuaries to study the questions raised by the Board with respect to what amount the Town would have to fund each year to keep the liability from growing. He explained that there are multiple pieces to this question that are moving. Ms. Mauger requested that Mr. Valente ask the Town’s actuaries at what rate the Town would have to invest to get to the real rate of return that the Town would be achieving. She suggested continuing this discussion at the Summit Meeting on February 13, 2013. Mr. Valente pointed out a couple of minor changes to the Preliminary Budget and Financing Plan. First, staff recommends changing the proposed purchase of a new fire engine from cash capital to debt and making the purchase of School technology equipment partly cash capital and the rest debt. Second, the Town has received a revised Minuteman Assessment of $1,474,266 which is lower than the previous contemplated assessment of $1,548,777. And third, the Capital Expenditures Committee would support the $690,000 for funding the design of Hartwell Avenue infrastructure improvements if the FY15 request was for the construction based on that design. What was originally proposed was three years of design and then construction. The first phase of design would address the bridge where there have been problems and the Maguire Road intersection. Mr. Burnell asked Mr. Valante to present this to the Economic Development Advisory Committee. Adoption of Mutual Aid Statutes Mr. Valente presented information from Ms. Vine, Deputy Town Manager regarding a formal agreement for mutual aid. After review with Town staff and discussion with Allen Phillips, MEMA’s statewide mutual aid coordinator, Ms. Vine and staff recommend that Lexington opt in to the mutual aid statutes Chapter 40, Section 4J which creates a statewide public safety mutual Selectmen’s Meeting – February 11, 2013 aid agreement in response to a public safety event; and Chapter 40, Section 4K which creates a statewide public works mutual aid agreement to respond to and recover from public works incidents. Opting in to the mutual aid agreements does not affect, supersede or invalidate any other statutory or contractual mutual aid or assistance agreements. This action would simply broaden the resource area from which Lexington can draw. Upon motion duly made and seconded, it was voted 5-0 to approve and authorize the Town Manager to Opt-In to MGL chapter 40, sections 4J and 4K, Public Works and Public Safety Mutual Aid Agreements. Approve Veterans’ Services Officer District Agreement At the Selectmen’s meeting on October 29, 2012, Mr. Valente informed the Board that the Veterans’ Services Officer in Bedford had passed away unexpectedly. Bedford had inquired whether Lexington and Burlington would be interested in creating a three-town Veterans’ Services District, as permitted by State law. While Burlington was not in a position with its existing VSO staff to join in a district, staff from Bedford and Lexington felt a two-town district was feasible. Staff from the two towns drafted a District Agreement that was approved by the Massachusetts Department of Veterans’ Services. The Bedford Board of Selectmen approved and signed the Agreement on February 4, 2013. Upon motion duly made and seconded, it was voted 5-0 to approve and sign the Veterans’ Services District Agreement between the Towns of Bedford and Lexington. Approve Sale of Bond and Notes Mr. Addelson, Finance Director, reported that on February 6, 2012, the Town sold $48,700,000 of general obligation bonds and one bond anticipation note in the amount of $2,950,000. The bond anticipation note was for the acquisition of Wright Farm. Moody’s conducted a credit review of the Town in anticipation of this bond sale and affirmed the Town’s Aaa rating, the highest rating that can be obtained by a municipality. Nine bids were submitted for the bonds. The bids, based on a calculation of the true interest (TIC) which takes into consideration the amount of the issue, its term, coupon rates and any premium bid, ranged from a high of 2.13% to a low of 1.89%. The low bidder was Raymond James and Associates, Inc. A component of the low bid was a premium of $5,128,798. Of the premium, $467,872, $197,928, $293,367 and $4,169,632 are attributable to the general fund, water, wastewater, and exempt debt respectively. Staff is awaiting authorization from the Department of Revenue to allow the Town to appropriate the exempt premium (less any amount needed for issuance costs) for project costs of the Bridge, Bowman and Estabrook projects. Five bids were submitted for the bond anticipation note ranging from a high of 0.5% to a low of 0.22%. The low bid by TD securities included a premium of $30,296.50. Selectmen’s Meeting – February 11, 2013 Upon motion duly made and seconded, it was voted 5-0 that the sale of the $48,700,000 General Obligation Municipal Purpose Loan of 2013 Bonds of the Town dated February 21, 2013 (the “Bonds”), to Raymond James & Associates, Inc. at the price of $53,828,798.00 is hereby approved and confirmed. The Bonds shall be payable on February 15 of the years and in the principal amounts and bear interest at the respective rates, as follows: Interest Interest Year Amount Rate Year Amount Rate 2014 $3,945,000 4.50% 2022 $3,155,000 4.00% 2015 3,585,000 4.50 2023 3,150,000 4.50 2016 3,590,000 4.50 2024 2,735,000 4.00 2017 3,590,000 4.25 2025 2,750,000 2.125 2018 3,545,000 4.00 2026 2,720,000 2.25 2019 3,125,000 4.00 2027 2,690,000 2.375 2020 3,135,000 4.00 2028 2,665,000 2.50 2021 3,145,000 4.00 2029 1,175,000 3.00 It was further voted: to approve the sale of a $2,950,000 1.25 percent General Obligation Bond Anticipation Note of the Town dated February 21, 2013, and payable February 21, 2014 (the “Notes”), to TD Securities (USA) LLC at par plus a premium of 30,296.50. It was further voted: that in connection with the marketing and sale of the Bonds, the preparation and distribution of a Notice of Sale and Preliminary Official Statement dated January 30, 2013, and a final Official Statement dated February 6, 2013 (the “Official Statement”), each in such form as may be approved by the Town Treasurer, be and hereby are ratified, confirmed, approved and adopted. It was further voted: that in connection with the marketing and sale of the Notes, the preparation and distribution of a Notice of Sale and Preliminary Official Statement dated January 30, 2013, and a final Official Statement dated February 6, 2013, each in such form as may be approved by the Town Treasurer, be and hereby are ratified, confirmed, approved and adopted. It was further voted: that the Bonds shall be subject to redemption, at the option of the Town, upon such terms and conditions as are set forth in the Official Statement. It was further voted: that the Town Treasurer and the Board of Selectmen be, and hereby are, authorized to execute and deliver continuing and significant events disclosure undertakings in compliance with SEC Rule 15c2-12 in such forms as may be approved by bond counsel to the Town, which undertakings shall be incorporated by reference in the Bonds and Notes, as applicable, for the benefit of the holders of the Bonds and Notes from time to time. It was further voted: that each member of the Board of Selectmen, the Town Clerk and the Town Treasurer be and hereby are, authorized to take any and all such actions, and execute and Selectmen’s Meeting – February 11, 2013 deliver such certificates, receipts or other documents as may be determined by them, or any of them, to be necessary or convenient to carry into effect the provisions of the foregoing votes. Approve Class II License for Sam Cheng Mr. Cheng, 70 School Street, is requesting the Board’s approval for a Class II license. Since this is a residential location, his license will state that no vehicles are to be stored at 70 School Street at any time. Mr. Cheng has provided all the necessary information and a CORI check showed no information. Upon motion duly made and seconded, it was voted 5-0 to approve the application and issue a Class II license to Sam Cheng, 70 School Street, provided no vehicles are stored at the property at any time. Resignations Council for the Arts Upon motion duly made and seconded, it was voted 5-0 to accept the resignations of Edwin Huberdeau and Diamond Hayes from the Lexington Council for the Arts, effective immediately. Consent Agenda Patriots Day Events – Lexington Minute Men Upon motion duly made and seconded, it was voted 5-0 to approve the following requests of the Lexington Minute Men for Patriots Day Weekend: th a.April 7 – Battle Green – Reenactment rehearsal – 11:00 a.m. to 4:00 p.m. th b.April 6 – Battle Green – Rain date for Reenactment on April 7 – 11:00 a.m. to 4:00 p.m. th c.April 13 – Battle Green – Parker’s Revenge – 10:00 a.m. to 11:30 a.m. th d.April 13 – Tower Park – Parker’s Revenge – 4:00 p.m. to 6:00 p.m. th e.April 15 – Battle Green – Reenactment – 4:00 a.m. to 12:00 noon th f.April 20 – Battle Green – Rain date for Reenactment – 4:00 a.m. to 12:00 noon Patriots Day Events – Lions Club Upon motion duly made and seconded, it was voted 5-0 to approve a request from the Lions th Club for the 99 Annual Patriots Day 5-mile Road Race on Monday, April 15, 2012 starting and ending at the Battle Green. Patriots Day Events – Town Celebrations Committee Upon motion duly made and seconded, it was voted 5-0 to approve the requests of the Town Celebrations Committee for the Patriot’s Day morning parade and ceremonies on the Battle Green on Monday, April 15, 2013. Selectmen’s Meeting – February 11, 2013 Patriots Day Events – Lexington Historical Society and Lexington Minute Men Upon motion duly made and seconded, it was voted 5-0 to approve the requests of the Lexington Historical Society and Lexington Minute Men for the reenactment of the arrival of Paul Revere and William Dawes. One Day Liquor License – Lexington Symphony Upon motion duly made and seconded, it was voted 5-0 to approve a one-day liquor license for the Lexington Symphony to serve beer and wine at a Post Concert Reception on February 16, 2013, from approximately 9:00 p.m. to 11:30 p.m. in Estabrook Hall. th Use of the Battle Green – 300 Committee th Upon motion duly made and seconded, it was voted 5-0 to approve the request of the 300 Committee to use the Battle Green on Sunday, March 31, 2013, at from approximately 4:30 p.m. until 5:45 p.m. for an All-Town Bell Ringing event. Approve Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of January 7, 2013, January 14, 2013, and January 16, 2013. Approve Executive Session Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the executive session minutes of January 14, 2013, January 28, 2013 and February 4, 2013. Executive Session Upon motion duly made and seconded, it was voted by roll call 5-0 to go into Executive Session to consider the purchase, exchange, lease or value of real property at 33 Marrett Road. Further, the Chairman declared that an open meeting may have a detrimental effect on the negotiating position of the Town. Upon motion duly made and seconded, it was voted to adjourn at 9:40 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Summit Meeting 5 Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee February 13, 2013 A Summit was held on Wednesday, February 13, 2013, at 7:00 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Ms. Mauger, Chairman, Mr. Cohen and Mr. Burnell; Mr. Valente, Town Manager; Mr. Addelson, Assistant Town Manager for Finance, Mr. Kalivas, Budget Officer and Ms. Pease, Executive Clerk, were present. Also Present: All members of the School Committee (SC) with the exception of Ms. Stewart; Dr. Ash, Superintendent and Ms. Dunn, Assistant Superintendent for Finance and Business; all members of the Appropriation Committee (AC) with the exception of Mr. Cohen, Mr. Neumeier and Ms. Schonfeld; all members of the Capital Expenditures Committee (CEC) with the exception of Mr. Hurley. Comments on FY14 Municipal/Shared Expenses Operating Budget, Capital Budget and Undesignated Revenues – Town Manager and Board of Selectmen Mr. Valente reviewed the FY14 revenue projections. There have been no changes to the budget since the last summit. The proposed State Local Aid of $3.2 million will be watched as it is reviewed by the Legislature. Staff is reviewing indirect costs for the enterprise funds which may result in a revenue reduction of approximately $100,000. Mr. Valente reviewed the changes to the FY14 operating budgets: 1.Added $45,000 for landscaping/snow removal at 33 Marrett Road to the DPW budget and removed $45,000 from the 33 Marrett Road Purchase Set-aside; and 2.A reduction to the Minuteman Regional High School of $74,077. Mr. Valente reviewed the revisions to the capital budget: 1.Systemwide Technology – propose using $728,000 from debt and $485,000 from cash; 2.Fire Engine – propose using $485,000 from debt; 3.Visitor Center – the Selectmen preliminary position is to defer the project; 4.Cary Hall D & E – the Selectmen preliminary position is split between deferring or a 2- phase construction; 5.Muzzey Senior Center Phase 2 – to be deferred until decision on 33 Marrett Road; and 6.Hartwell Avenue Infrastructure – Change FY15 to Construction Phase. Mr. Mauger explained the split positions of the Selectmen on the Cary Hall project. One Selectman supports, two Selectmen think the acoustical issues should be addressed only and two Selectmen would like to defer the project because of 33 Marrett Road and the need for better space for Police and Fire. Summit 5 – February 13, 2013 Mr. Levine asked about deferring the Senior Center work. He feels it is small money to get some short term goals taken care of. He is concerned that if 33 Marrett Road is purchased and turned into a Community Center, it will still take time and money to get the Community Center up and running. Ms. Mauger answered that better analysis is needed for a Community Center at 33 Marrett Road and also need to answer whether the current Senior Center can operate as is and for how long. Mr. Kanter thinks potential uses for the current Senior Center at Muzzey should be discussed which might show a good reason to complete the work. Schedule for FY14 Recommended Budget The Selectmen will vote the FY14 recommended budget and financing Plan on February 25. On March 4 the Brown Book will be available. Staff will continue to respond to questions from the finance committees. The earliest date the FY14 budget could be presented to Town Meeting is April 1. Comments on FY14 Proposal Capital Budget - Capital Expenditures Committee Mr. Kanter read the following statement regarding the Capital Expenditures Committee Comments on the Capital Program. th “As the members of this Summit saw from Lynne Pease’s e-mail last month (on the 17), our Committee had submitted specific questions with regard to the White Book to supplement the comments we made at the last Summit. We very much appreciate the Town Manager’s response as it resolved many of those questions. We do wish, however, to present to this Summit just the follow-on questions and comments that we believe warrant the Summit being aware of before the Board of Selectmen decides on its Recommended Budget. Lynne, I’ll provide you this by e-mail. “1. Building Renewal Fund: As the proposed contribution of $2,184,000 to the combined-purpose Capital Stabilization Fund is contemplated to have an about $950,000 draw in FY2015 to mitigate the exempt-debt spike, that would leave about $1.2 million potentially available for consideration next year as funding for building renewal. We’d welcome the discussion of the use of any of the about $2.5 million unallocated revenue to make a larger contribution in FY2014 to that Stabilization Fund so more would be a potential source for building-renewal project, beginning in FY2015. “2. Hastings Park Gazebo Rehabilitation/Restoration: As not supported by the CPC, we are awaiting to see if there will be anything in the General Fund budget for study, D&E, and/or Construction related to that gazebo. “3. Street Improvements: Is the proposed $2,814,238 in line with one of the six funding scenarios that were identified last February or, subject to DPW capability—and expected citizen Summit 5 – February 13, 2013 tolerance for disruption—should some of the unallocated revenue be added for the FY2014 program? “4. Hydrant Replacement Program: Are we still on track to reach the Town’s goals or did any historical data warrant an increase to the FY2014 program? “5. Pump Station Upgrades: We remain concerned about the emergency-back-up capability at rd our pump stations. Does the planned installation with FY2014 funding at a 3 station and portable generators being available at the other stations complete the planned permanent installations? If not, should the FY2014 funding be increased to provide for an additional permanent installation or do we not have the capability to do more in FY2014? “6. Hartwell Avenue Infrastructure Improvements: Mr. Valente provided an answer to the CEC’s concerns. “7. Sidewalk Improvement: While we welcome the $100,000 increase already proposed in the FY2014 program—and appreciate there’s the concurrent, separately identified, Concord Avenue sidewalk program—we understand DPW would have the capacity to do a bit more on the backlog of other residential sidewalks. We’d welcome the discussion of the application of $100,000 of the unallocated revenue as an additional amount for the FY2014 program for such sidewalks. “8. LexHAB Set-Aside for Housing Acquisition: We’re pleased to note that the CPC’s recommendation to the upcoming Town Meeting is that the new $450,000 appropriation be designated for use in conjunction with whatever will be LexHAB’s efforts for community housing on the Busa and/or Leary lands. “9. Visitor Center: Mr. Valente provided an answer to the CEC’s concerns. “10. Massachusetts Avenue—Three Intersections Improvement: The Preliminary Budget has this project being deferred from the FY2014 budget, but we understand it is the Town’s highest priority on its application to the State’s Transportation Improvement Plan (the “TIP”). Is it contemplated that preliminary funding by the Town—for example, for D&E—would be in the Town’s 5-Year Capital Plan?” Comments on FY14 Operating Budget – Appropriation Committee The Appropriation Committee had no comments regarding the FY14 Operating and Capital Budget. Recommended FY14 School Department Operating and Capital Budget – School Committee Ms. Coppe stated the School Committee at their meeting on February 12, voted the following: Summit 5 – February 13, 2013 1.FY14 School Budget - $81,313,963; 2.FY14 School Capital - $1,524,031; and 3.FY14 Public Facilities Capital - $3,545,272. Ms. Steigerwald supported the policy recommendation that would have put aside $2 million a year in a Stabilization Fund for shared capital expenses. She is concerned about the maintenance needs at the High School and Hastings and the need to decide whether to renovate or replace. If the Town submits a request for funds to the MSBA they decide whether the project is a renovation or a replacement. She thinks a small group should be put together to discuss how to handle capital maintenance issues in all Town buildings. Ms. Mauger sees two separate issues: renewal of buildings is separate from a funding mechanism for maintenance. The Selectmen need to understand how the School Committee wants to approach their needs. Any maintenance needed should be identified by the Public Facilities in the yearly budget process without worrying about the financing. Public Facilities should focus on prioritizing the maintenance issues. Mr. Burnell stated that the Townwide Facilities Master Planning Committee is in the process of putting together a long-term budget of what the prospective costs of major capital projects will be and the Committee will make recommendations for financing and priorities. Responses to Capital Expenditures Committee Comments on Capital The Selectmen have endorsed the current recommendation of not allocating the unallocated funds at this time. It was suggested that any allocation be discussed at a possible Special Town Meeting in the fall when the Town would have more information about the possible purchase of 33 Marrett Road, a real state aid amount and how to handle the immediate needs of the High School. Regarding the Hastings Park Gazebo, DPW is working on a new design that will be presented to the Selectmen soon. Mr. Mauger confirmed that the proposed street improvements in FY2014 are in line with the funding scenarios identified last February. Mr. Kanter asked if the pump station upgrades included sufficient funds to complete the necessary work. Mr. Valente responded that there would likely be additional permanent installations coming. Mr. Valente responded to Mr. Kanter’s question on the Massachusetts Avenue Intersections Improvements project. The current funding approved will get to 25% that is needed to be put on the TIP list. Summit 5 – February 13, 2013 Additional Discussion on School Projects Mr. Levine suggests that planning work be done now so we know what the scope of the High School project is. Dr. Ash stated Patrick Goddard has been working with an architect to develop a specific plan that will be presented to the School Committee that will include looking at modular classrooms for interim needs. The recommendation needs to be discussed by the School Committee in June so an article can be prepared for a fall Special Town Meeting. Mr. Levine would like to see a long-term planning effort that looks at the long and short term needs. There will be many different alternatives to review and discuss. The planning effort should also include Hastings. Dr. Ash responded that a long-term planning process was done. The school needs include: space to educate at the high school – so expect to ask for funds at a fall 2013 Special Town Meeting so classroom modules could be in place by September 2014; sufficient funds to maintain the high school until a major project can be done; and to remember that if a project is submitted to the MSBA they decide on whether the project is a renovation or replacement school. Ms. Mauger suggested that the School Committee consider having a summit meeting to discuss school needs. The School Committee agreed and will schedule a meeting. Schedule Summit Meeting 6 A Summit 6 will not be scheduled unless necessary. If the purchase of 33 Marrett Road is successful a meeting will be scheduled. Documents Presented 1.Summit V – Proposed Changes to FY2014 Preliminary Budget and Financing Plan, February 13, 2013. 2.Capital Expenditures Committee Comments on the Capital Program at the Budget Collaboration-Summit Meeting 5, 13 Feb 2013. Upon motion duly made and seconded, it was voted to adjourn at 8:21 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting February 25, 2013 A regular meeting of the Board of Selectmen was held on Monday, February 28, 2013, at 7:00 p.m. in the Selectmen Meeting Room of the Town Office Building. Chairman Mauger, Mr. Kelley, Mr. Cohen; Mr. Manz; and Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Selectmen Concerns and Liaison Reports Each of the Selectmen said a few words and thanked Mr. Burnell for his work as a Selectman. Mr. Cohen spoke about the passing of Francis Smith last week, who was a prominent citizen of Lexington and a wonderful volunteer. He was appointed to the Conservation Commission in 1963 and remained on for 20 years; he was instrumental in helping the Town purchase almost all of its current parcels. He was also a member of the Board of Appeals for 15 years and was a Town Meeting Member. Mr. Kelley spoke about the passing of Otis Brown last week, who was a Selectman for 9 years in the 1960’s, then a member of the School Committee. He was also a member of the Grid Iron Club, Lions Club, the Historical Society and ran the Otis Brown Insurance Agency in Lexington. He loved Lexington and the Town benefitted from all his service. Accept the Rick Abrams ACROSS Lexington Fund Mr. Abrams spoke about how honored he was that this fund was created by his colleagues from Scholastic, Inc, friends and family on his retirement. The funds will be used for improvements to the ACROSS Lexington route system. Ms. Entin, Blossomcrest Road, stated that on behalf of the Citizens for Lexington Conservation and the Greenway Corridor Committee ACROSS Team how grateful they are for the fund which will provide the ACROSS program the perks they have only dreamed about. Upon motion duly made and seconded, it was voted 5-0 to accept the terms of the Rick Abrams ACROSS Lexington Fund that will be managed by the Trustees of Public Trusts. th 300 Anniversary Celebration Committee Request – Clock and Time Capsule th Ms. Rockwell, Chair of the 300 Anniversary Celebration Committee, presented the proposed plans to locate a clock on the sidewalk in front of Depot Square. The cost is being covered by the Lexington Lions Club and Lexington Rotary. A fund will also be established with the Trustees of Public Trusts for maintaining the clock. The proposed granite base for the clock was a concern for some of the Selectmen and was considered a tripping hazard, questioned if the base should be smaller and asked that options be Selectmen’s Meeting – February 25, 2013 th reviewed. The 300 Committee will review possible options. Mr. Kelley suggested that the clock not cantilever over the base so there would be no chance of vehicles damaging the clock if they drive too close to the curb. th The placement of the clock requires that a tree be moved, which the 300 has received approval for. Mr. Adler asked that the root pruning process be started early enough to help the tree survive the move. th The 300 Committee has reviewed and revised plans with help from the Historic Districts Commission and expects to receive their approval at the March 7 meeting. Regarding the time capsule, Ms. Rockwell explained there would be two time capsules, one will be filled with Town documents by the Town Clerk and one will be for citizens of Lexington. th The 300 Committee is soliciting ideas for what to include in the capsule. The Capsules will be opened in 50 years. Both capsules will be buried next to the clock beneath the bricks within a vault. Upon motion duly made and seconded, it was voted 5-0 to approve the proposed plans for the clock and time capsule, as presented, subject to Historic Districts Commission approval. Review of 2012 and Preview of 2013 Farmers Market Season Ms. Sloan and Ms. Deliso, Farmers’ Market Managers, reviewed the successful 2012 Lexington Farmers’ Market. 2012 was the eighth season and was open for 23 Tuesdays from the end of May through October and the Tuesday before Thanksgiving. Unfortunately the final Tuesday in October had to be cancelled due to the after effects of Hurricane Sandy. The 2012 Farmers Market:  had 42 farmers and vendors participate;  hosted 34 artists in the Artisans Tent;  hosted 12 nonprofits;  15 entertainers performed;  hosted several special events;  continued to offer several educational opportunities; and  continued the SNAP (Supplementary Nutritional Assistance Program). The Farmers’ Market continues outreach on their website, Facebook, articles in the Lexington Minuteman, Colonial Times and Lexington Patch. The Market Managers appreciate all the community partnerships, corporate sponsors and volunteers that make the Farmers Market possible. Selectmen’s Meeting – February 25, 2013 th The 2013 Farmers’ Market will open on Tuesday, May 21 in order to participate in the 300 th anniversary celebrations and will be open until October 29. They also plan to hold the 4 Annual Thanksgiving FEASTival in November. Via Lago will be hosting Mondays in March, with 20% gong to support SNAP. The Farmers’ Market appreciates the overwhelming support they receive from all departments in the Town. Discuss Hartwell Avenue Shuttle Ms. Tintocalis, Economic Development Director, has been working with the Route 128 Business Council to apply for a grant that would cover 80% of the cost of an Alewife to Hartwell Avenue shuttle bus service for a one-year trial period (three trips in the morning and afternoon). The remaining 20% of the cost, or approximately $40,000, must be covered by local sources. A number of Hartwell Avenue landlords have already committed to contributing, but we do not have the total 20% required match yet. The Economic Development Advisory Committee (EDAC) voted unanimously to recommend to the Selectmen that the Town contribute up to $20,000 toward the matching requirement. The one-year trial program will provide the Town and businesses with a low- cost/low risk opportunity to see if the service is sustainable. If the Selectmen are willing to support this expenditure in the FY14 budget, funding could come from the Transportation Demand Management Stabilization Fund or the tax levy (unallocated revenue). Mr. Burnell recommends that the Selectmen support. The Town needs to help the area grow and prosper. The property owners have organized and have been working together to improve the area. Mr. Kelley supports the project and thinks transportation in that area is important. Mr. Kanter asked what the commitment of funds by Hartwell businesses was based on and if the Town’s money would be reimbursed. Mr. Valente explained that the Town’s money would be the last money put in if there where not enough private funds. Ms. Tintocalis explained that the 128 Business Council has done cost estimates based on a 33-passenger bus making three trips in morning and three trips in the afternoon evening that would be 40 minutes apart. Contributions are based on total employee counts. Ms. McKenna, Precinct 6, asked if the source of funds was the Lexpress Fund or another traffic fund. Mr. Valente responded that the Town Meeting wrote the Lexpress Fund broadly enough so it could be used for additional public transit programs. Ms. McKenna supports the project but objects to using the Lexpress Funds for this new program Selectmen’s Meeting – February 25, 2013 All of the Selectmen support this request to use up to $20,000 in the FY2014 budget for the Hartwell Avenue Shuttle. The $20,000 will be included in the motion for Article 4. Review of Center Parking Signs Ms. Tintocalis, Economic Development Director, and Mr. Michelson, Chair of the Center Committee, presented public parking sign recommendations of the Center Committee and Tourism Committee for improving the visibility of the signs in the center. The Chairs from the Center Committee and Tourism Committee worked together in an effort to agree on a uniform public parking sign that would be helpful to all motorists as well as complement the existing way-finding signage in the center. After several meetings, the two committees have arrived at two different options. The Center Committee, Town Engineering and Police Department recommend a sign with a blue background and white “P” either with a circle around or not. The Tourism Committee recommends a sign that is cohesive with existing way-finding and historic signs currently throughout the Center. The signs would harmonize with existing signs and would be the same color with the “P” either in a circle or not. Ms. McKenna, Chair of the Tourism Committee, clarified that the Chairs and other members of the Center and Tourism Committees met several times. The Tourism Committee needs to discuss the proposed recommendations before the Selectmen take a vote. She mentioned that the Historic Districts Commission suggested the “ox blood” color in 2008. She thinks a consensus can be reached with the Center Committee for either the “ox blood” or “blue” parking signs. The Selectmen will wait for the Tourism Committee to meet next week. Tourism does not know the action of the Center Committee. Goal is find consensus. Historic Districts Commission moved the Tourism Committee to the color oxblood in 2008. Ms. Mauger wants to hear the Tourism Committee’s point of view. After the Tourism Committee has voted a recommendation, all parties will be invited to a Selectmen’s meeting to review the recommendation and for Selectmen to provide their input. Mr. Manz left for the remainder of the meeting. Review and Approve Community Farm RFP Mr. Valente reviewed the revised draft RFP and draft Lease Agreement. The Lease Agreement is for a 10 year lease with two 5-year options. Selectmen’s Meeting – February 25, 2013 The Community Farm Request for Proposal (RFP) has been revised to: include the option of respondents providing additional community benefits in lieu of higher rent payments; indicate a preference for Best Management Practices for pesticides and herbicides use rather than requiring only organic products; provide for a Selectmen appointed Community Farm Committee to oversee the lessee/farmer and protect the Town’s interests; and continue the option for either a for-profit or non-profit farm entity, but clarified that revenues used to provide community benefits is a criteria for evaluating proposals. Mr. Burnell considers the minimum rental amount of $1,500 inadequate. Mr. Kanter asked if the RFP makes clear that there will be no town investment in the operation or maintenance of the property. Mr. Valente responded it was not specifically called out in the RFP. Mr. Kanter asked the Selectmen to consider. Ms. Kern, 72 Lowell Street, hopes it will be called the Lexington Community Farm. The RFP is an important milestone for the Town. There was a question as to whether the P&S required the Town to use the name “Busa” in the use of the property. Some felt it was specific to if there would be any recreational use of the property. The P&S will be reviewed to determine what the requirements are for the use of the “Busa” name. Mr. Kelley would not have a problem adding a sentence or two that refers to the Town not being a resource for any funding for any elements of the operation. It is not absolutely necessary but may clarify and make people more comfortable. Mr. Cohen believes language in the Lease Agreement clarifies the funding. Upon motion duly made and seconded, it was voted 4-0 to approve the Community Farm RFP and authorize staff to make non-substantive edits to comply with Chapter 30B Procurement Law and Town Counsel recommendations, prior to advertisement. Approve FY2014 Budget Mr. Addelson presented the proposed FY2014 budget. If approved the FY2014 recommended budget will be forwarded to the financial committees and the Town Meeting Members on March 4. Since Summit 5, $5,600 has been added to the IT budget for software maintenance for the new on-line permitting system. Minor adjustments to the FY2014 revenue projections reflect a decrease in the Water/Sewer indirect costs by $20,487, increase in Recreation indirect costs by $5,000 and decrease in balances from Prior Year Capital Articles as a capital budget financing source of $5,060. Selectmen’s Meeting – February 25, 2013 The proposed budget includes funding $20,000 for the Alewife to Hartwell Avenue Shuttle Bus grant match, funding of $1,600,000 from the Debt Service/Capital Projects/Building Renewal Stabilization Fund for Exempt Debt Service Tax Relief, funding of $2,184,000 to the Debt Service/Capital Projects/Building Renewal Stabilization Fund and funding of $15,000 for the Hastings Park Gazebo design/engineering. Mr. Burnell made a motion to increase OPEB contribution from $775,000 to $1.6 million, with the additional funds to come from the unallocated balance. Mr. Kelley seconded the motion, but feels the Town should wait for the actuarial study and discuss OPEB again in the fall. Ms. Mauger mentioned that Town Meeting did not vote for additional funds for OPEB at the last Town Meeting; they will need to be educated to get them to vote in favor of putting additional funds into OPEB. Upon motion duly made and seconded, it was voted 1-3 (Mr. Burnell for) to increase the OPEB contribution amount in the FY14 proposed budget from $775,000 to $1.6 million, with the additional funds to come from the unallocated balance. Upon motion duly made and seconded, it was voted 3-1 (Mr. Burnell opposed) to approve the FY14 Recommended Budget and Financing Plan. Support Letter for Buckman Tavern Restoration Mr. Burnell explained that the Historical Society requested a letter of support from the Selectmen to use when they begin submitting grant proposals for the renovation and restoration of the Buckman Tavern. Upon motion duly made and seconded, it was voted 4-0 to approve and sign a letter of support for the Historical Society to use when submitting grant requests for the Buckman Tavern Restoration. Approve and Sign Eagle Letters Upon motion duly made and seconded, it was voted 4-0 to send letters of commendation to Noah Kaplan, Nathan Coburn and Drew Eckler congratulating them on attaining the highest rank of Eagle in Boy Scouting. Resignation – Sidewalk Committee Upon motion duly made and seconded, it was voted 4-0 to accept the resignation of Jill Hai from the Sidewalk Committee, effective immediately. Selectmen’s Meeting – February 25, 2013 Town Manager Appointment – Conversation Committee and Council on Aging Upon motion duly made and seconded, it was voted 4-0 to approve the Town Manager’s reappointment Stewart Kennedy to the Conservation Commission for a 3-year term to expire March 31, 2016. Upon motion duly made and seconded, it was voted 4-0 to approve the Town Manager’s appointment of Marion D. de B Kilson to the Council on Aging for a 3-year term to expire May 31, 2016. Executive Session Upon motion duly made and seconded, it was voted 4-0 to go into executive session to consider the purchase, exchange, lease or value of real property at 33 Marrett Road. Further, the Chairman declared that an open meeting may have a detrimental effect on the negotiating position of the Town. Upon motion duly made and seconded, it was voted 4-0 to adjourn at 9:20 p.m. A true record; Attest: Lynne A. Pease Executive Clerk