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HomeMy WebLinkAbout2013-07-BOS-minJuly 1, 2013 A regular meeting of the Board of Selectmen was held on Monday, July 1, 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. Pato; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Public Comment Mr. Hadley, Public Works Director, updated the Selectmen on the 300th Clock. It is currently not keeping time properly and the DPW is working to get it repaired as soon as possible. Selectmen Concerns and Liaison Mr. Manz reported that the new Parklet opened and has been very successful. Mr. Cohen thanked the Town Manager and staff for the successful Fiscal Year 2013 that ended on June 30, 2013. Town Manager Report Mr. Valente reported on six items: 1. Three Police Officers have been promoted to Sergeant (Keven Veno, Alex Hegenah and Colleen Dunbar - McLean). The promotions are the result of an assessment center process that was negotiated in the last Police contract and replaces the Civil Service written test. 2. The Town received a grant of $49,721 from the Department of Energy Resources -Green Communities Division to convert the High School Parking Lot lights to LED's. The remaining $20,987 cost for the project will be funded by NStar. After the project is implemented, it is anticipated approximately $10,000 in energy savings will be realized. 3. First quarter real estate and personal property tax bills were mailed out and had a mistake that said bills were due August 1, 2014 instead of August 1, 2013. Staff is looking at ways to notify residents. 4. The Animal Shelter work is almost complete and the shelter should open in about two weeks. Staff is working with their counterparts from Bedford and Arlington on the logistics of sharing the building. 5. The Parklet opening was made possible by public and private donations. Seasons Four donated the tables, chairs and planters and the Lexington Field and Garden Club filled the planters. 6. Mr. Valente introduced the new Management Intern, Melissa Jones. Liquor Hearing — Transfer Liquor License to Beijing Cuisine Ms. Mauger opened the hearing at 7:10 p.m. Selectmen's Meeting — July 1, 2013 Mr. Pai, the proposed manager, and Mr. Chen, Attorney, representing Beijing Cuisine, said the restaurant hopes to bring authentic Chinese food to Lexington and to pair the food with wines and spirits. They expect to do major equipment upgrades and open in four to six months. Upon motion duly made and seconded, it was voted 5 -0 to approve the application for a transfer of an all alcohol restaurant liquor license from Nikita Enterprises, Inc., d /b /a Khushboo to GL Gourmet, Inc., Beijing Cuisine, located at 1709 Massachusetts Avenue. The hearing was closed at 7:16 p.m. Review Charge for Ad Hoc Committee on Youth at Risk Ms. Coppe, School Committee Chair, reported that the School Committee had approved the proposed charge for an Ad Hoc Committee on Youth at Risk. They are asking the Selectmen to participate in appointing the Committee and reviewing the reports of the Committee. The charge states that the Committee will address issues concerning Lexington youth, ages 5 -22, whose health is at risk because of stress originating from physical, emotional, social, cultural, and academic sources that adversely affect them and their families. This is a community public health concern whose solution requires a collaborative approach involving the schools, students, parents and the broader Lexington Community. It is proposed that a final report be submitted no later than May 30, 2014. The Selectmen were concerned that the new committee may have some duplication/overlapping with other existing groups (like the Youth Services Council), that 18 members was too many and who will provide necessary funds. Staff will review the charge and report back to the Selectmen and Ms. Mauger and Mr. Cohen will contact the Youth Services Council to review the proposed charge and get their feedback. Ms. Coppe will also work on reviewing if there is any duplication of effort between committees. The Selectmen will discuss again at the July 29 meeting. LexHAB Presentation — Fairview Affordable Housing Mr. Kennedy, Mr. Hays and Mr. Burbidge, Lexington Housing Assistance Board (LexHAB) members, requested that the Selectmen endorse their application to the Department of Housing and Community Development's Local Initiative Program (LIP) for a comprehensive permit for the Fairview Avenue affordable housing project. The proposed project includes rehabbing the existing 2- bedroom house for one unit and building a second structure with three additional units (two 2- bedroom and one 1- bedroom handicap unit). Mr. Burbidge reviewed the proposed plans and the meetings that were held with residents in the neighborhood. LexHAB reached out to the neighborhood and held a meeting with them on June 23, 2012. They also had a public meeting on September 12, 2012. Residents were concerned about traffic, groundwater flow, density, and the affects to their property values. LexHAB Selectmen's Meeting - July 1, 2013 revised the proposed plan by reducing the number of buildings from three to two and reduced the number of parking spots from 8 to 6. LexHAB reported to the Selectmen on January 26, 2013. On June 5, 2013 LexHAB held another public meeting to address density. The current plan, dated April 22, 2013, consists of three units (with the one on the ground floor a handicap accessible unit), the existing house and a possible solar carport. A major issue with the Fairview Avenue area is traffic. It is an unaccepted street that is not wide enough for two lanes of traffic and it is used as a cut - through. This is an issue that LexHAB cannot solve but needs to be addressed by the Town. Mr. Hays reviewed the proposed tenant selection process they hope to use which is to award units on housing size, basis of need and local preference. If the Board endorses the LIP application it will be signed by the Town Manager and the Chair of the Housing Partnership Board and then it will be forwarded to the Department of Housing and Community Development (DHCD) for their review and approval. If the LIP is approved by DHCD, LexHAB would regulate three of the units and DHCD would regular one unit. The last step in the process is approval from the Board of Appeals for zoning variances. This LIP Application is important because it will set the stage for the Busa and Leary affordable housing projects, which will both require a LIP Application. Also this project is important to help Lexington maintain the 10% Subsidized Housing Inventory (SHI). Because of an increase of private homes in town, the Planning Department has calculated that it will require three new affordable housing units be added each year to keep pace with the growth of housing in Lexington. Ms. Mauger mentioned that the Selectmen received a Memo from Beth Rust, the Community Housing Coordinator of the Regional Housing Services, that supports LexHAB's proposed tenant selection process. The Board also received a Letter of Support from the Housing Partnership Board (HPB). Mr. Pato believes LexHAB has been responsive to the neighbors by modifying its plans and for their decision to look at climate action plan and consider a green model for construction on this project. Ms. Mauger mentioned the emails and letters that the Selectmen received from abutters with concerns about density and traffic on Fairview. Because Fairview Avenue is an Unaccepted Street the Town has no jurisdiction over it and cannot install signage. Mr. Kelley is concerned that the neighbors are not in support of the project and he would like LexHAB to continue to work with the neighbors. To help with the traffic issues, he asked if the Town could install "Do Not Enter between 7 -9 AM and 4 -6 PM" signage at the entrance to Fairview on Massachusetts Avenue and Wood Street. Selectmen's Meeting - July 1, 2013 Ms. Mauger made it clear that LexHAB is not responsible for the traffic issues on Fairview Avenue. She asked the Town Manager to have staff research Fairview and what the Town can and cannot do to deal with the traffic issues. The Selectmen will get back to the neighbors and LexHAB with a proposed plan. Mark Byington, 12 Hayward Avenue, does not agree that the views of the neighbors have been represented appropriately by LexHAB. The issues still are: traffic and density. He feels the houses will be very crowded on the property and the 3 -story structure should be scaled down in height. This project will change the character of the neighborhood. Harvey Botman, 4 Hayward Avenue, is concerned about the density in the small neighborhood. This project would increase the density by 25 percent. He is concerned about the traffic and that the road in the winter is restricted further by the snow and becomes very treacherous. He is also concerned about accessibility for emergency vehicles and the safety of kids at the bus stop. Francine Stieglitz, 3 Amherst Street, provided some information on a day she counted cars on Fairview Avenue. She suggested that the Town write a letter to Lincoln Lab and Hanscom asking there employees not to use Fairview Avenue. Tim Kreytak, 25 Hayward Avenue and the owner of a business on Hartwell Avenue, is concerned about the density of the proposed project because the neighborhood is zoned residential single family homes. He is also concerned with the narrowness of the road and the safety of pedestrians. Help from the Town would be appreciated regarding the traffic and the condition of the road. Ms. McKenna, Precinct 6 Town Meeting Member, raised some concerns: 1) policy question of whether or not the Town should be overriding zoning laws to accommodate a LIP proposal and the need to discuss what the right level of affordable housing is; 2) unlike the Busa and Leary properties, the Fairview area is single family homes and whether the Town should push for multi - family homes in a single family home area; and 3) the proposed project will not fit in aesthetically with the location of the Minuteman National Park that has been trying to keep the area historical looking. Ms. Weiss, Interim Chair of the Housing Partnership Board, stated that the proposed project for 3 additional affordable housing units will be 3,000 square feet total, each unit will be approximately 1,000 square feet. Also, LexHAB is using their own funds and plan to build a structure that will look like a single family home that will enhance the neighborhood. The Housing Partnership Board urges the Selectmen to approve the project. Lou Sideris, Minute Man National Historic Park, is concerned about the visual impact looking from the park and battle road trail to the proposed housing. Mr. Kennedy clarified that the six parking spaces proposed are for the new structure. The existing house will use the existing parking area which is on Hayward Avenue. Selectmen's Meeting — July 1, 2013 Mr. Pressman, 22 Locust Avenue, does not think this neighborhood is dense after he drove down Fairview and looked on a map. He feels Lexington needs these four additional affordable housing units and hopes the Selectmen will approve. Mr. Byington, 12 Hayward Avenue, feels the proposed three -unit structure will be looming to the direct abutter. He has no objection to affordable housing but feels anything more than the existing structure would be detrimental to the neighborhood. Mr. Kelley suggested that the Board hold off on approval until the traffic issue is resolved and the policy questions and decision of the DHCD are received. Ms. Mauger reminded the Board that the Selectmen need to endorse the project in order to find out what the decision of the DHCD will be. Mr. Pato is ready to proceed. Traffic is an independent issue and he feels the new units will be insignificant to the existing traffic. Mr. Cohen feels the policy question was answered and when Community Preservation Act (CPA) funds for affordable housing were used town meeting made clear they will support funding as long as the affordable housing units qualify to be on the SHI. He reminded the Selectmen that the SHI is currently over 10 percent, but we cannot sit around and wait for affordable housing projects. The day may come when we are under 10% because of existing affordable housing units that may become condominiums. Upon motion duly made and seconded, it was voted 4 -1 (Kelley opposed) to endorse the Lexington Housing Assistance Board application to the Department of Housing and Community Development's Local Initiative Program for a comprehensive permit for the Fairview Avenue affordable housing project, as presented. Upon motion duly made and seconded, it was voted 4 -1 (Kelley opposed) to sign a letter of support for the Fairview affordable housing project, as presented. The Selectmen will look into ways to improve the traffic issues on Fairview Avenue. Sustainable Lexington Update on Solar Photo Voltaic RFP Mr. Sandeen and Mr. Voss, members of the Sustainable Lexington Committee Solar Task Force, presented an update on Lexington's Solar Project/RFP Status. On March 20 Town Meeting approved a warrant article allowing the Town to enter into 20 year agreements for the purpose of installing solar energy facilities. Cadmus Group drafted an RFP based on current industry standards and requirements specific to Lexington. The Task Force met with DPW and DPF staff on multiple occasions to solicit feedback on an appropriate RFP structure and briefed the School Committee. The draft RFP is being updated to reflect staff comments prior to submission to the Selectmen's Meeting — July 1, 2013 Town Manager for review by Town Counsel and the Board of Selectmen. The total "max" solar potential under the RFP is 5.6 MW (rooftop 2.6 MW and ground mount potential 3.0 MW) The Massachusetts Solar Carve Out Program is in Phase 2 with the goal of 1,600 MW of solar installations. The new solar incentives decline based on installed capacity and provides extremely strong incentive to the market to install solar energy facilities rapidly. The Sustainable Lexington Committee Solar Task Force recommends the timely review, approval and release of the RFP to maximize economic value of solar to the Town. The RFP states that the Town is under no obligation to enter into any agreements as a result of issuing the RFP and is just to gather information. The evaluation criteria will be based on maximum economic value to the Town. Lastly, timely release of the RFP provides opportunity to capture the maximum value of SREC II program incentives. Any delay may cause the Town to miss a rapidly closing window of opportunity. Mr. Pato mentioned two important points: 1) the RFP calls for an evaluation of municipal, school rooftops and /or the Hartwell Avenue Facility which is important if the Town wants to move forward; and 2) this is an opportunity to do economic analysis based on a sliding scale and get conservative view so know what will happen if come in late. Releasing the RFP and receiving proposals would provide the Town with information and actionable proposals if want to move forward. The Sustainable Lexington Committee agreed to schedule some information sessions. The Selectmen endorse moving forward with the RFP for installing solar energy facilities and look forward to the information sessions and the results of the RFP. Center Streetscape Presentation The conceptual planning was completed a year ago and the Selectmen requested information on a 3 -lane versus 4 -lane roadway through Lexington Center. The Selectmen will need to decide whether to move forward with a 3 -lane or 4 -lane roadway so that the design process can begin. Mr. Ho and Mr. Wasielewski, from BETA Group, presented the Traffic Data and Preliminary Analysis Results for the Downtown Streetscape Project. The area studied includes the Battle Green area through the center to the Woburn Street intersection. The objective was to collect and analyze traffic volumes and data on intersection crashes and evaluate future traffic alternatives. In summary, because of heavy traffic volume during peak hours, a great deal of mixing traffic and that a 3 -lane roadway would degrade significantly from existing conditions, it is recommended that a 4 -lane configuration be maintained. Selectmen's Meeting — July 1, 2013 They also reviewed several 4 -lane configuration alternatives for intersections at the Battle Green, Depot Square, Waltham Street, Edison Way and the Woburn Street intersection and feel improvements are possible with the 4 -lane configuration. The Selectmen all agreed to keep the 4 -lane configuration. Mr. Manz feels it is important to start looking for ways to deal with bicycles and pedestrians in the center as part of the next phase. Approve FYI Year End Budget Transfers Mr. Addelson, Comptroller, recommended that the Selectmen approve increasing the PEG Access Revolving Fund spending limit from $450,000 to $508,000. Upon motion duly made and seconded, it was voted 5 -0 to increase the PEG Access Revolving Fund spending limit from $450,000 to $508,000. He also requested approval of the following FY 2013 Year End Transfers: 3% Rule Transfers Employee Benefits to Property and Liability Insurance $9,800 Employee Benefits to Economic Development Expenses $12,100 Transfers from Salary Adjustment Account Fire Personnel Services -Fire Suppression Regular Wages $240,000 Town Manager Personal Services — Regular Wages $12,000 Human Resources Personal Services — Regular Wages $14,000 Finance Personal Services — Comptroller Regular Wages $6,500 Planning Personal Services — Regular Wages $4,600 Endorse Transfers from the Appropriation Committee's Reserve Fund DPW — Snow Removal Personal Services $189,000 DPW — Snow Removal Expenses Town Clerk — Elections Personal Services Town Clerk — Elections Expenses $18,000 $200 $3,150 Upon motion duly made and seconded, it was voted 5 -0 to approve the FY 2013 Year End Transfers, as presented and recommended. Selectmen's Meeting — July 1, 2013 Accept Conservation Restrictions for 3 Stonewall Road and 26 Solomon Pierce Road The Conservation Commission requested the Selectmen approve a Conservation Restriction for 3 Stonewall Road to restrict a portion of land to preserve its natural, scenic and open condition in order to protect and buffer the bordering vegetated wetlands associated with Hardy's Brook. This Conservation Restriction was originally approved by the Conservation Commission in 2003 and just recently discovered because of the sale of the property that it was never finalized. Upon motion duly made and seconded, it was voted 5 -0 to approve and sign a Conservation Restriction for 3 Stonewall Road. The Conservation Commission requested the Selectmen approve a Conservation Restriction for 26 Solomon Pierce Road to expand a Conservation Restriction already existing on the property and adjacent land to preserve the natural, scenic and undeveloped condition of the area in order to protect the existing watershed and Munroe Brook. Upon motion duly made and seconded, it was voted 5 -0 to approve and sign a Conservation Restriction for 26 Solomon Pierce Road. Approve Dispatchers Collective Bargaining Agreement Ms. Casey reviewed the three -year agreement reached between the Town and the Dispatchers Union for the period FY 2013 -2015. The agreement provides for a 2% cost of living adjustment in each year of the agreement. Upon motion duly made and seconded, it was voted 5 -0 to approve and authorize the Town Manager to sign the collective bargaining agreement between the Town and AFSCME Local 1703, Public Safety Dispatchers, for the period FY 2013 to 2015. Approve FY14 Cost of Living Adjustment for Non - Represented Employees Ms. Casey, Human Resources Director, explained the recommendation for a 2% cost of living adjustment (COLA) for Fiscal Year 2014 for all non - represented (non union) staff This adjustment is consistent with the COLA agreed to with those unions who have settled contracts for FY2014. Upon motion duly made and seconded, it was voted 5 -0 to approve and authorize, as provided under Section 9(c) of the Selectmen/Town Manager Act, a 2% cost of living adjustment for non - represented employees for Fiscal Year 2014. Selectmen's Meeting — July 1, 2013 Selectmen Committees Ad Hoc Cary Memorial Building Renovation Design Committee Upon motion duly made and seconded, it was voted 5 -0 to appoint the following persons to the Cary Memorial Building Renovation Design Committee: Nancy Shepard, representing Cary Lecture Series Fred Johnson, representing Center Business Jeff Leonard and Sean Hagan, representing Performing Arts Donna Hooper, representing Governmental Use Len Morse - Fortier, representing Disabled Community Wendall Kalsow, representing Historical Integrity Gary Lerner, representing Community/Residents Linda Roemer, representing PEG Access Community Center Advisory Committee Upon motion duly made and seconded, it was voted 5 -0 to revise the charge for the Community Center Advisory Committee to include a Liaison from the Management Information Systems (MIS) Department and add language to allow the Town Manager to appoint a non - voting staff member to serve as Vice Chair. Community Farming Committee Upon motion duly made and seconded, it was voted 4 -0 -1 ( Mauger abstained) to appoint Ms. Mauger as the Selectmen Liaison to the Community Farming Committee. Town Celebrations Committee Upon motion duly made and seconded, it was voted 5 -0 to appoint Barbara Manfriedi to the Town Celebrations Committee to fill the unexpired term of James Shaw until June 30, 2014. Consent Water and Sewer Commitments and Adjustments Upon motion duly made and seconded, it was voted 5 -0 to approve the following water and sewer adjustment: Adjustments to Water /Sewer charges recommended by WSAB ($717.00) Minutes Upon motion duly made and seconded, it was voted 5 -0 to approve the minutes of May 20, 2013, May 30, 2013, June 3, 2013, June 10, 2013 and June 13, 2013. Executive Session Minutes Upon motion duly made and seconded, it was voted 5 -0 to approve the executive session minutes of May 20, 2013, May 30, 2013, June 3, 2013 and June 10, 2013. Selectmen's Meeting — July 1, 2013 Honey Dew Donuts Proclamation Upon motion duly made and seconded, it was voted 5 -0 to approve and sign a proclamation celebrating the 40th Anniversary of Honey Dew Donuts. Bench Locations Upon motion duly made and seconded, it was voted 5 -0 to approve the location of six (6) teak benches; two sets of two (2) benches along Massachusetts Avenue in front of Cary Memorial Building and one set of two (2) along Massachusetts Avenue in front of the Police Station, as presented. Documents Presented 1. Lexington Solar Task Force Update to Board of Selectmen, July 1, 2013. 2. Downtown Streetscape Project — Traffic Data and Preliminary Analysis Results presented by BETA Group, Inc., July 1, 2013. Executive Session Upon motion duly made and seconded, it was voted 5 -0 by roll call to go into executive session to discuss strategy with respect to collective bargaining related to the Fire Union, the Lexington Police Association and School Union Collective Bargaining Agreements and to reconvene in open session only to adjourn. Further the Chairman declared that an open meeting discussion may have a detrimental effect on the bargaining position of the Town. Upon motion duly made and seconded, it was voted to adjourn at 11:15 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen's Meeting July 29, 2013 A regular meeting of the Board of Selectmen was held on Monday, July 29, 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. Pato; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Public Comment Ms. Mauger who spoke for Mr. Forsdick, who was unable to come to the meeting at the last minute, provided a summary of the results of an informal conversation on the Lexington List regarding the 4th of July carnival and the state of Hastings Park. A summary of the discussion was provided to the Selectmen. Selectmen Concerns and Liaison Mr. Cohen extended condolences to the family of Robert Hutchinson, who passed away on July 21, 2013. He was the 2nd Town Manager of Lexington who put the town on solid footing. The word people used to describe him was integrity. Mr. Manz shared three interesting transportation items: Lexpress received a huge thank you note from four kindergarten classes for being able to use Lexpress for field trips; residents of Greeley Village wrote a thank you note for instituting free bus service for seniors; and there is a flyer that explains how to use Lexpress for field trips. He pointed out that renting a school bus for a field trip costs $300 and Lexpress costs $8; using Lexpress may allow classes to take more than one field trip a year. Mr. Pato announced that the Town Moderator has put together a group to review vendors for electronic voting at Town Meeting and that they plan to have units available for a trial at the Fall Special Town Meeting. Mr. Manz left the meeting. Town Manager Report Mr. Valente reported: 1. The Legislature overrode the Governor's reduction in Unrestricted Local Aid. Lexington's FY2014 Local Aid amount is approximately $10.2 million or $790,000 greater than estimated at Town Meeting. 2. The Legislature approved a $300 million Chapter 90 program (up from $200 million in FY13), but the Governor will only release $150 million. Chapter 90 funds will decrease from $924,000 in FY 13 to $700,000 in FY 14. Selectmen's Meeting — July 29, 2013 Grant of Location — National Grid — Hillside Terrace Ms. Mauger opened the hearing at 7:10 p.m. Mr. Regan, Permit Representative, requested approval for National Grid to install additional gas mains for new gas service to 19 Ledgelawn Avenue. Mr. Adler, Precinct 1 Town Meeting Member, requested that the utility companies be required to do a better job repairing the roads after they have completed their work. The Selectmen requested the Town Manager discuss Mr. Adler's concern with Engineering and Mr. Regan of National Grid. Ms. Sperazzo, 22 Ledgelawn Avenue, had questions about when the project would start, how long it would take and where residents could park. It was suggested that Ms. Sperazzo contact Engineering if she has any further questions. Mr. Regan responded that Engineering will schedule a date for the work but that it would be done during the 2013 construction season and take about a week to complete. Upon motion duly made and seconded, it was voted 4 -0 to approve the petition for Hillside Terrace/Ledgelawn Avenue for National Grid to install and maintain a total of approximately 200 feet of 4 inch gas main in Hillside Terrace and Ledgelawn Avenue. Ms. Mauger closed the hearing at 7:17 p.m. Liquor Hearing — Bertucci's New Officer/Director, Issuance of Stock, Transfer of Stock and New Stockholders Ms. Mauager opened the hearing at 7:17 p.m. Bertucci's provided all the necessary documentation for the proposed changes. Upon motion duly made and seconded, it was voted 4 -0 to approve the application of Bertucci's Restaurant Corporation., d /b /a Bertucci's Brick Oven Ristorante, located at 1777 Massachusetts Avenue, for the following changes to its restaurant all alcohol liquor license: New Officer/Director, Issuance of Stock, Transfer of Stock and New Stockholder. Ms. Mauger closed the hearing at 7:19 p.m. Update on Pension Funding Mr. Cunha, Mr. Fields and Mr. McNabb, members of the Retirement Board, updated the Selectmen on the Lexington Retirement System- Pension Funding. They provided information on its performance, investment perspective, the interest rate environment, the emerging market Selectmen's Meeting — July 29, 2013 slowdown that affects world economic growth and inflation, the positive and negative affects of the rise of the dollar and comparison of the Lexington Retirement System with the PRIT Asset Allocation. The Lexington Retirement Fund is in the top tier of the 105 Massachusetts Retirement Systems. Approve Emergency Medical Services Collection Policy and Writing Off of Past Due Balances Mr. Addelson, Comptroller, explained that it is the policy of the Town to bill all patients for services provided by the Lexington Fire Department for emergency medical treatment and transportation to a medical facility. The proposed policy will formalize the measures to be followed to pursue past due balances and provide a procedure to abate past due balances in the case of financial hardship. The proposed policy was reviewed and endorsed by the Policy Manual Committee. He further explained that the auditor has requested the Finance Department write -off old past due balances from FY2004 to FY2009 that are still on the Town's books that are deemed uncollectible in the amount of $324,745.84. Upon motion duly made and seconded, it was voted 4 -0 to approve the proposed Emergency Medical Services Collection Policy and authorize the Finance Department to write -off $324,745.84 of past due bills. Traffic Safety Committee Recommendations Mr. Cannon, Assistant Town Engineer and member of the Traffic Safety Advisory Committee (TSAC), provided the following recommendations: 1. "No Parking" signs on Mason Street from the southerly property line of #15 to the westerly property line of #19 on both sides. Residents had concerns about the sight distance at the corner. 2. "Stop" sign on Cedar Street south bound at Paul Revere Road; "Stop" sign on Cedar Street north bound at Hill Street; "Stop" sign on Turning Mill Road west bound at Robinson Road. Residents had concern about safety at the intersection of Hill Street, Cedar Street and Paul Revere Road and asked for a 4 -way stop. Upon motion duly made and seconded, it was voted 4 -0 to approve the proposed establishment of a no parking area and Stop /Yield as described on the code change forms. Recreation Strategic Plan Presentation Ms. Simmons, Recreation Director, explained that the Strategic Planning Process began in the fall of 2011 when Recreation submitted a Program Improvement Request to hire a consultant to work with the Town to create a Strategic Plan. Over the past year the Strategic Planning Team worked with the community to complete the first Recreation Strategic Plan, which reflects on the Selectmen's Meeting — July 29, 2013 accomplishments over the past several years and is a guide through the next few years. The process unveiled four organizational priorities the department should dedicate its resources to over the next three years. The Strategic Plan also includes key priorities, goals and subsequent actions that have been identified as having the greatest impact on department operations, recommendations concerning implementation of the plan, trends and issues affecting department operations today and into the future, a summary of the process, a summary of all stakeholders' feedback and a summary of the community survey. Ms. Sabback, President of 110 Percent LLC, presented information on the Strategic Plan development steps, operational assessment, review process and key issues. The four organizational priorities are: 1) community engagement and outreach; 2) financial stability and resilience; 3) preserve, protect and improve Lexington's recreational infrastructure; and 4) operational excellence to exceed customer expectations. She emphasized specific goals under each priority. Implementation Strategies should include: a) distributing the plan to all staff, b) having an all staff meeting to unveil final Strategic Plan, c) set a timetable for progress reporting, d) develop methods for reporting, e) provide update on plan's progress on regular basis, f) use plan as evaluation criterion on performance reviews, g) each year review goals and actions for relevance moving forward, h) provide an annual report each year detailing progress, and i) create an electronic parking lot for the collection of ideas, concepts, etc. to help strengthen the plan and assist with the development of new priorities, goals and actions. Ms. Rhodes, representing the Recreation Committee, thanked the Selectmen for supporting recreation in Lexington. Ms. Mauger suggested that the Recreation Strategic Plan be a topic for a League of Woman Voters 1st Friday. Mr. Manz returned to the meeting. Community Farm Lease Recommendation The RFP Evaluation Committee included the five members of the Community Farm Committee and also Mr. Addelson, Comptroller, and Ms. Mullins, Conservation Director. Proposals were received from Fat Moon Farm (Westford) and LexFarm (Lexington). The RFP Evaluation Committee met 5 times and did individual and consensus ranking of the farms, toured the Busa Farm, interviewed both organizations, did a final evaluation criteria ranking consensus, reviewed Selectmen's Meeting — July 29, 2013 the price proposals and made a recommendation to the Town Manager. The final Evaluation Criteria Ranking included: Business Plan, Operations Plan, Educational Program, Exceptions to Lease, Financial Capacity, Community Ties, Director's Experience and Price. The Community Farm Lease RFP Evaluation Committee voted to recommend that the Town enter into lease negotiations with LexFarm, taking into consideration the non -price and price proposals, as in the best interest of the Town. The next step is for staff and the Community Farming Committee to negotiate a lease of the property for approval by the Board of Selectmen. Endorse Concept of Battle Road Memorandum of Understanding Mr. Canale, Planning Board member, and Mr. Pato reviewed the proposed Memorandum of Understanding (MOU) between the Towns of Arlington, Lexington, Lincoln, Concord and the Minute Man National Historical Park for the purpose of establishing a permanent management entity for the Battle Road Scenic Byway: Road to Revolutions. The MOU would establish a Byway Committee that would include representation from each of the Towns and the Park to carry out activities of the Corridor Management Plan. The Byway Committee will have a fiscal agent responsible for receiving and disbursing funds, keeping financial records, and acting as the Byway employer. The current fiscal agent is the Metropolitan Area Planning Council (MAPC). The Selectmen were asked if they endorse the concept of the MOU and also encouraged to ask questions and provide feedback on the proposed direction by the first week in August. The Selectmen all endorsed the concept. Appointment of 2013 Election Officers The Board reviewed the request from the Town Clerk to appoint election officers for the period beginning September 1, 2013. Upon motion duly made and seconded, it was voted 4 -0 -1 (Mr. Cohen abstained) to appoint Election Officers as presented in a memo from the Town Clerk dated July 15, 2013 for the period beginning September 1, 2013. Approve Limousine License Renewal — Boyadjian Limousine Service Upon motion duly made and seconded, it was voted 5 -0 to approve the renewal application and issue one (1) limousine license to Boyadjian Limousine Service, 447 Lowell Street, subject to satisfactory inspection of the vehicle by the Police Department. Selectmen's Meeting — July 29, 2013 Approve New Limousine License — R &M Ride Mr. Magembe, R &M Ride, submitted an application for a new Limousine License at 24 Deering Avenue. Zoning requires that only one commercial vehicle be allowed on the residential premises. Mr. Magembe will be required to have his vehicle inspected by the Lexington Police Department. Upon motion duly made and seconded, it was voted 5 -0 to approve the application and issue a limousine license to R &M Ride, 24 Deering Avenue, subject to satisfactory inspection of the vehicle by the Police Department. Use of PEG Access Fund for Upgrade to Library Large Meeting Room Mr. Valente explained that the Library Director and Facilities Director have been working on upgrades to the large meeting room. Phase 2 involves the installation of camera and audio equipment and the construction of a small control room. The work is eligible for funding from the PEG Access account, which requires Selectmen and Town Manager approval. Upon motion duly made and seconded, it was voted 5 -0 to authorize the expenditure of $45,125 from the PEG Access Account for the installation of camera and audio equipment in the Library's Large Meeting Room, to allow for direct broadcast by LexMedia. Selectmen Committees Cary Memorial Building Renovation Design Committee Upon motion duly made and seconded, it was voted 5 -0 to appoint Marsha Baker as the Town Meeting Representative to the Cary Memorial Building Renovation Design Committee. Upon motion duly made and seconded, it was voted 5 -0 to accept the resignation of Sean Hagan from the Cary Memorial Building Renovation Design Committee, effective immediately. Upon motion duly made and seconded, it was voted 5 -0 to appoint Nancy Shepard Chair of the Cary Memorial Building Renovation Design Committee. Communitv Center Advisory Committee Mr. Cohen will serve as Liaison to the Community Center Advisory Committee. Community Farming Committee Upon motion duly made and seconded, it was voted 5 -0 to accept the resignation of Ralph Zelinksy from the Community Farming Committee, effective immediately. Upon motion duly made and seconded, it was voted to appoint Charles Lamb to the Community Farming Committee to fill the unexpired term of Ralph Zelinsky until September 30, 2016. Selectmen's Meeting — July 29, 2013 Upon motion duly made and seconded, it was voted to appoint Michael Bliss the Chair of the Community Farming Committee. Community Preservation Committee Upon motion duly made and seconded, it was voted 4 -0 -1 (Mr. Cohen abstained) to reappoint Norman Cohen and Jeanne Krieger and appoint David Horton to the Community Preservation Committee for a 2 -year term to expire June 30, 2015. MAGIC Upon motion duly made and seconded, it was voted 4 -0 -1 (Mr. Manz abstained) to appoint Hank Manz as the Selectmen's Representative to the Minuteman Advisory Group on Interlocal Coordination (MAGIC) for a term to expire June 30, 2014. Traffic Safety Advisory Committee Upon motion duly made and seconded, it was voted to approve the revised charge for the Traffic Safety Advisory Committee. Upon motion duly made and seconded, it was voted 5 -0 to appoint Mary Ellen Dunn to the Traffic Safety Advisory Committee as the School Superintendent representative for a term to expire September 30, 2013. Coment Water and Sewer Commitments and Adjustments Upon motion duly made and seconded, it was voted 5 -0 to approve the following water and sewer commitments and adjustments: Adjustments to Water /Sewer as recommended by WSAB ($48,725.24) Commitment of Water /Sewer charges Finals June 2013 $9,242.82 Commitment of Water /Sewer charges Finals June 2013 Cycle 9 $277,470.71 Minutes Upon motion duly made and seconded, it was voted 5 -0 to approve the minutes of June 17, 2013, June 19, 2013 and July 1, 2013. Executive Session Minutes Upon motion duly made and seconded, it was voted 5 -0 to approve the executive session minutes of June 17, 2013 and July 1, 2013. Certify Street Betterment Assessments for Frances Road Upon motion duly made and seconded, it was voted 5 -0 to certify the final Street Betterment Assessments for Frances Road dated July 1, 2013. Selectmen's Meeting — July 29, 2013 Approve FY14 Street Acceptance Schedule Upon motion duly made and seconded, it was voted 5 -0 to approve the Time Sequence for FY2014 Street Acceptance. 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 during a concert on Saturday, September 14, 2013 from 7:00 p.m. to 10:00 p.m. Three -Day Liquor License — St. Nicholas Church Upon motion duly made and seconded, it was voted 5 -0 to approve a three -day liquor license for St. Nicholas Church to serve beer and wine at the bi- annual Food Festival on Friday- Saturday- Sunday, September 20 -22, 2013 from 11:00 a.m. to 11:00 p.m. each day. Sign Eagle Letter for Jackson Yip Upon motion duly made and seconded, it was voted 5 -0 to send a letter of commendation to Jackson Yip congratulating him on attaining the highest rank of Eagle in Boy Scouting. Sian Letter /Certificate for Flau Flown on Battle Green Upon motion duly made and seconded, it was voted 5 -0 to approve the Chairman signing a letter and certificate congratulating Major Steven J. Babb on his retirement from the Air Force. Lower Battle Green Flag — Robert Hutchinson Upon motion duly made and seconded, it was voted 5 -0 to lower the Battle Green Flag in memory of Robert Hutchinson, Former Town Manager, on the day of his funeral, Friday, July 26, 2013. Documents Presented 1. Presentation of The Lexington Retirement System. 2. Presentation on the Recreation Department Strategic Plan. Upon motion duly made and seconded, it was voted 5 -0 to adjourn at 8:50 p.m. A true record; Attest: Lynne A. Pease Executive Clerk