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HomeMy WebLinkAbout2013-10-BOS-min Summit Meeting 1 Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee October 3, 2013 A Summit was held on Thursday, October 3, 2013, at 7:00 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Ms. Mauger, chair, Mr. Kelley, Mr. Cohen, Mr. Pato; Mr. Valente, Town Manager; Mr. Addelson, Assistant Town Manager for Finance, Mr. Kalivas, Budget Officer and Ms. Chabot, Assistant to the Executive Clerk, were present. Also Present: All School Committee (SC) members with the exception of Ms. Brodner; Dr. Ash, Superintendent of Schools; Ms. Dunn, Assistant Superintendent for Finance and Business; all members of the Appropriation Committee (AC) with the exception of Mr. Bartenstein and Mr. Neumeier; all members of the Capital Expenditures Committee (CEC). FY2015 Budget/Financial Discussion Overview – Lexington’s Financial Condition Summit participants were provided with an evaluation of the fiscal health of the Town of Lexington for FY 2000 - 2013, presented through a series of financial indicators and, where appropriate, comparative benchmarks. Overall, Mr. Valente reported that Lexington’s financial condition is generally sound. In particular, Lexington has positive revenue growth, stable labor costs as a percentage of total operating costs, adequate pension funding, low debt service, and adequate reserves. Lexington’s financial condition is satisfactory in the areas of expenditure growth and revenues related to economic growth. Lexington’s financial condition is unsatisfactory in the areas of state aid and employee liabilities (with the exception of pension funding). While data on federal grants was not provided, there is still ongoing uncertainty regarding unresolved federal budget issues. Nevertheless, the data in the report suggests that the Town’s financial condition is strong and the Town is expected to maintain its Aaa credit rating. Mr. Valente noted that the indicator analysis could be most useful when multiple indicators were considered together. He discussed a group of favorable financial indicators and made the point that revenues are growing faster than expenditures. The additional revenue has mainly gone to Lexington’s capital programs and in the Town’s reserves. Mr. Valente next looked at indicators related to employee benefits and pension liability and noted that Lexington’s Health Insurance spending as a percentage of employee wages has dropped almost three percent (from 26.9% in FY2012 to 24.4% in FY2013) since last year, largely as a result of savings that the Town was able to realize due to its joining the Commonwealth’s Group Insurance Commission (GIC). Finally, Mr. Valente looked at indicators related to debt and debt service. Since FY2004 the amount of debt per capita and per household has remained relatively steady per household. Debt levels were set to spike slightly with the approval of Debt Exclusion for the Bridge/Bowman and Estabrook school projects, but the effect has been reduced with the $400,000 of debt service Summit Meeting – October 3, 2013 mitigation approved by Town Meeting in 2013. The plan is to use some of the strong revenue growth in FY2014 and apply $1.6 million to exempt debt mitigation. Mr. Valente suggested that the group may want to discuss whether that number should be increased. In response to Mr. Kanter’s (CEC) question regarding Projected Exempt Debt Service, Mr. Valente explained that this indicator was rated as marginal because of the projected growth into FY 2015, but it would be considered far from unfavorable. Mr. Valente would recommend increasing the proposed exempt debt mitigation of $1.6 million by approximately $300,000 or less. In response to Ms. Steigerwald’s (SC) question about changes in population, Mr. Valente commented that Lexington has seen an increase in its under 20 demographic and its 60-69 year old demographic which would indicate an increasing financial burden on the school system and social services. FY2014-2016 Revenue and Expenditure Forecast Mr. Addelson, Assistant Town Manager for Finance, presented general fund revenue and expenditure projections for FY2015 – 2017. He emphasized that the projection is not a proposed or recommended budget. Mr. Addelson noted that the forecasting methodology is a maintenance budget approach, that is, the projected increase in costs needed to maintain the current level of services reflected in the adopted FY14 budget. In general, it only includes increases driven by estimated inflationary pressures, current collective bargaining agreements and other existing purchase of service contracts. Revenues are generally projected based on historical experience. The difference between projected revenues and expenditures is characterized as “available balance/shortfall,” which means, the available balance that can be used to fund variable cost drivers such as capital projects, provide for prospective salary increases, restore services eliminated or reduced in a prior fiscal year, fund reserves, etc. Mr. Addelson gave a summary of revenue/expense projections as follows: FY2014 FY2015 FY2016 FY2017 Appropriated Projection Projection Projection Revenue: Total: $173,987,608 $179,245,315 $180,202,054 $186,500,826 Expense: Total $173,987,609 $175,352,475 $176,364,656 $181,605,420 Summit Meeting – October 3, 2013 Surplus/(Shortfall): $ 0 $3,892,840 $3,837,398 $4,895,407 Variable Cost drivers FY2015 FY2016 FY2017 Municipal wages NA $268,593.48 $543,364.61 School Wages NA $726,594.13 $1,482,252.03 Mr. Addelson noted that when looking at the bottom line, it suggests good news. The surplus might be used to accommodate growth in a level services budget, and for program improvements as well as financing new initiatives. Mr. Addelson went over the detailed projection on the revenue side and pointed out a few highlights. With regard to the tax levy, the Town is projecting new growth of $2.5 million annually in FY2015, FY2016 and FY2017. State Aid is projected to increase at 2% per year. With regard to Available Funds, focusing on FY15, the Town is carrying an estimate of $10 million in free cash that will be certified as of July 1, 2013. Looking at the expenditure side, Mr. Addelson commented that the increase in retirement numbers from FY14 to FY15 reflects changing assumptions in mortality and a drop in the assumed rate of return. Health Insurance is projected to grow at a rate of 6% annually. Mr. Addelson went over several components of the Town’s Capital budget and pointed out what is included in the Town’s Non-Recurring Expenses. He noted that in FY15 there is a projected $1.29 million in unallocated revenue. FY2014 Budget Calendar Mr. Valente directed the group to Appendix H of the handout which has a budget calendar. Key Policy Issues Related to FY2015 Budget Mr. Valente presented some of the key policy issues that the group will be deliberating: 1.Financing Plan for High School Modulars 2.Financing Plan for Marrett Road Building Improvements 3.Funding for OPEB Liability 4.Impact of Federal Budget Reductions/Sequestration 5.Funding for and use of the Debt Service/Building/Capital Stabilization Fund. Summit Meeting – October 3, 2013 Special Town Meeting FY14 Proposed Budget Adjustments Mr. Addelson discussed Article 2 (Amend FY2014 Operating, Enterprise Fund and Community Preservation Budgets) of the Draft Warrant for the Special Town Meeting on November 4, 2013. This is an article to permit adjustments to the FY2014 appropriations of the general fund, enterprise funds and Community Preservation budgets. In regard to the general fund budget, the Town is looking to make a supplemental appropriation to the school budget of approximately $86,000. There are two unscheduled elections this fall that would require a supplemental appropriation. And, there are minor adjustments to the operating budget on the municipal side which Mr. Addelson would characterize as housekeeping. Under Article 3 (Establish and Appropriate to and from Specified Stabilization Funds) the Town will look to take the opportunity to put money in to or appropriate out of the Capital Projects/Debt Service Reserve/ Building Renewal Fund. Proposal and Funding for High School Modular Classrooms Article 4 (Appropriate for Modular Classrooms at the High School) would fund the purchase and installation of a number of modular classrooms at the High School to alleviate overcrowding in the existing classrooms. Mr. Addelson went over the estimated cost ranging from $6.7 to $7.7 million. He presented four models for financing assuming a midpoint cost of $7.2 million and a target of annual increases in Debt Service of 5%. Model 1 simply looks at what the debt service impact would be to finance the estimated $7.2 million for the modular project. Model II looks at $5.47 million in debt financing and $1.73 million in cash financing. Model III is $7.2 million debt financed with $1.73 million in cash to offset debt service. And Model IV is $7.2 million debt financed with $2.62 million cash to offset debt service. Mr. Valente asked the group whether there was a consensus around the four different models. Mr. Kanter reported that the Capital Expenditures Committee would endorse Model IV. Ms. Mauger reported that the Board of Selectmen currently endorses Model IV, but would be interested in knowing the actual number for Additional New Growth that is currently listed as To Be Determined, and what the effect of that would be. Mr. Pato commented that Model IV comes with a cost - the net total debt service is higher than in Model I. Proposal and Funding for Community Center Mr. Valente discussed Article 5 (Appropriate For Renovations To Buildings to Be Acquired at 39 Marrett Road). He explained that the first task of the Community Center Advisory Committee was to help the Town determine what it was going to take to get in to the building when we take ownership in December. The architect the committee is working with estimated Summit Meeting – October 3, 2013 $1.2 million for move in related costs. The Town will have a revised number in the next two weeks. There is a structural engineer working now at the building to test for what the floors can handle in terms of loading since the Town will have a different use for the building than the previous owner. The Town has had an initial meeting with the Community Preservation Committee since this project would qualify for Community Preservation Act (CPA) funding. It is not in the Town’s normal practice to do CPA funding at a Special Town Meeting but the reasons for doing it would be greater than the reasons not to since the Town wouldn’t want to have the building sitting vacant for the next year. Establish Date: Summit 2 Meeting The date of the next Summit meeting was set for Wednesday, November 13, 2013. Documents Presented 1.Indicator Analysis Fiscal Years 2000 – 2013 2.Revenue and Expenditure Projections: Fiscal Years 2015-2017 3.Draft Town Warrant, Town of Lexington, Special Town Meeting, November 4, 2013 4.LHS Modular Classrooms Financing Construction Upon motion duly made and seconded, it was voted to adjourn at 8:28 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen’s Meeting October 7, 2013 A regular meeting of the Board of Selectmen was held on Monday, October 7, 2013, at 6:00 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. 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 litigation concerning 430 Concord Avenue and to reconvene in Open Session. Further, the Chairman declared that an open meeting discussion may have a detrimental effect on the litigating position of the Town. Returned to open session at 6:50 p.m. Selectmen Concerns and Liaison Reports Mr. Pato attended a Massachusetts Selectmen’s Association Conference. He complimented Mr. Valente and Ms. Casey on their panel discussion on performance evaluations for Town Managers. Ms. Mauger announced that volunteers made a sign for Wright Farm and installed it over the weekend. Next step is to prepare a Land Management Plan for Wright Farm. Town Manager Report Mr. Valente presented the Selectmen with a flag and certificate from the City of Gonzales, Texas certifying that the “Come and Take It Flag” was flown over the Texas Heroes Square of the City of Gonzales in the Sovereign State of Texas. The “Come and Take It Flag” was created when residents volunteered to protect the cannon from the Mexican army in 1835 which lead to Texas’s independence from Mexico and eventual acceptance into the United States in 1845. He met with Allen Barnes, City Manager of Gonzales, Texas, at the International City/County Management Association (ICMA) convention to discuss how Lexington brings tourists to the area. Traffic Safety Advisory Committee – Recommendations for Fairview Neighborhood Mr. Cannon, Assistant Town Engineer and member of the Traffic Safety Advisory Committee (TSAC), reviewed the concerns of the Fairview Avenue neighborhood over pedestrian and vehicular safety. Fairview is an unaccepted street, is extremely narrow, has several sight distance issues and no sidewalks. The volume of commuter traffic using the road exceeds the safe capacity of the roadway. TSAC recommends that the commuter traffic stay on the arterial roads (Old Mass. Avenue and Wood Street) by installing regulatory signs as follows: Selectmen’s Meeting – October 7, 2013 Location of Sign Regulation Old Mass Avenue East Bond No Left Turn Onto 7 to 9 AM Bonair Street Mon – Fri Old Mass Avenue East Bound No Left Turn Onto 7 to 9 AM Fairview Avenue Mon Fri Wood Street South Bound No Right Turn Onto 3 to 6 PM Fairview Avenue Mon-Friday Mr. Mello, 29 Hayward Avenue, requested “Do Not Enter” signs rather than “No Turn”. The regulation does not allow “Do Not Enter” signage on unaccepted streets to be installed unless everyone on the road agrees. Engineering would like to install the proposed signs and monitor them to see how they work; if necessary TSAC will discuss other options. Ms. Lane, 21 Hayward Avenue, supports the proposed signage. Ms. Kreytak, 25 Hayward, supports the proposed signage and appreciates the work done so far. Lexington Housing Assistance Board (LexHAB) submitted a letter to the Selectmen supporting the recommendations of TSAC. Upon motion duly made and seconded, it was voted 5-0 to approve the proposed turning restrictions recommended by the Traffic Safety Advisory Committee. LexMedia/RCN – New HD Channel Mr. Pogran, Chair of the Communications Advisory Committee, recognized RCN and LexMedia for launching the first high definition public access channel. RCN, represented by Mr. Carlson, Vice President and General Manager and Mr. Steel, Regulatory Counsel, and LexMedia represented by Mr. Ilsley, Chair of the LexMedia Board of Directors and Ms. DelSanto, LexMedia Executive Director were proud to have partnered to launch the first high definition channel to public television. They read a statement regarding the new high definition public access channel. Selectmen’s Meeting – October 7, 2013 Community Center Advisory Committee (CCAC) Recommendations The CCAC provided a written report on the continuation of the interim recommendations made to the Selectmen at their meeting on September 23, 2013. The CCAC recommends moving the Recreation Department to the Community Center, including staff, critical activities, consolidated equipment storage, and public access services. Also look for opportunities to move “level 2” program activities into the Community Center as soon as possible. Upon motion duly made and seconded, it was voted 5-0 to support the Community Center Advisory Committee recommendations to move Recreation Department and its activities to the Community Center and include the necessary warrant articles on the November 4 Special Town Meeting Warrant. Townwide Facilities Master Planning Committee Report Mr. Kennedy, Chair, and Mr. Pagett, members of the Ad Hoc Townwide Facilities Master Planning Committee, presented the Final Report of the Committee and reviewed the members, tasks, facilities reviewed, general recommendations, options for the public safety facilities, actions needed for schools, proposed recommendations for each facility reviewed, financial planning and capital improvements. General recommendations include: advancing the public safety facilities projects, initiate and plan school projects, proceed with on-gong projects, use available funds to advance projects and create a fund to meet the planned life of Town buildings. Options for the Public Safety Facilities includes: rebuilding police and fire together on a new site; rebuild police and fire separately on new sites or renovate and expand facilities in place. School action includes: proceed with building renewal or replacement for Hastings; advance High School project starting in 2019; and improve efficiency in use of school administration space. Recommended actions include: continue projects for Cary Memorial Building and Community Center (including consideration for gymnasium); no changes necessary to Town Office, Public Services Building, East Lexington Fire Station, Cary Memorial Library; continue the art space at Munroe Center for Arts or dispose of the property; define a program and improve the Visitor Center; define a program for the Hosmer House or move building to allow on-site Police Station option; move the Senior Center to 39 Marrett Road and dispose of the existing space; define a program for the Stone Building, add ADA access for use of space and consider use by others; and approach Waldorf School about use of the Stone Building. Financial Planning includes a ten-year+ model and using the following funding sources: municipal bonds, Community Preservation Act funding and Mass School Building Authority funding. Selectmen’s Meeting – October 7, 2013 The Committee also recommends extending the projected life of the Town’s buildings by scheduling a yearly budget allocation for capital maintenance. Upon motion duly made and seconded, it was voted 5-0 to accept the Final Report of the Ad Hoc Townwide Facilities Master Planning Committee. Grant of Location – Verizon – Diamond Street Mr. Burns, Right of Way Agent representing Verizon, requested approval to place a new pole on Diamond Street. Mr. Matiosian, 19 Grove Street, asked for options to installing a pole on his property. Verizon proposed replacing an existing pole (Class 1) at 11 Diamond Street with a new larger pole (Class 3). The Selectmen requested that the abutters, including 11 Diamond Street, be notified of the request to install a Class 3 pole. The hearing was continued to 7:15 p.m. on October 21, 2013. Upon motion duly made and seconded, it was voted 5-0 to adjourn the hearing and continue it on Monday, October 21, 2013, at 7:15 p.m. FY2014 Water and Sewer Rate Setting Mr. Addelson, Comptroller, presented proposed FY2014 water and wastewater rates. The proposed rates presented at the September 23 Selectmen meeting reflected a combined increase of 2.4% for the average user of 120 hundred cubic feet. The proposed rates now reflect a combined increase of 1.6% for the average user. One reason for the change is a mathematical correction to the Hanscom/Lincoln Labs rate increasing it from $4.84 to $4.94. Also, based on a review of initial estimates of usage used to calculate rates proposed on September 23, the following changes were made to selected annual estimates: increase in irrigation from 230,000 HCF to 244,000 HCF based on recent meter readings from Section 1 for the Fall 2013 billing; increase in Hanscom/Lincoln Labs from 235,000 HCF to 240,000 HCF; and an increase in tier 2 wastewater from 105,000 HCF to 108,000 HCF. Mr. Bartenstein, Appropriations Committee and Town Meeting Member in Precinct 1, would like the goal for setting the water/sewer rates to be to break even. He suggested to get accurate predictions to use historical averages and trends; also look at irrigation data. He hopes the Board will fine tune the process and come closer to the break even point. Upon motion duly made and seconded, it was voted 5-0 to approve the FY2014 Water and Wastewater rates as follows: Selectmen’s Meeting – October 7, 2013 Residential/Commercial/ FY14 Water FY14 Wastewater Industrial Rates Rates Block 1 $3.31 $7.00 Block 2 $4.97 $11.43 Block 3 $6.55 $18.17 Irrigation $6.55 NA Municipal $2.34 $2.65 Hanscom/Lincoln Labs $4.88 NA VA Hospital $5.83 NA Bedford-water $2.36 NA Annual Committee Reappointments Design Advisory Committee Upon motion duly made and seconded, it was voted 5-0 to reappoint Richard Friedson, Ginna Johnson, Bahig Kaldas, Timothy Lee, Alenka Slezak, Brigitte Steines and Steven Vincent to the Design Advisory Committee for 1-year terms to expire September 30, 2014. Upon motion duly made and seconded, it was voted 5-0 to reappoint Bruce Creager and John Frey to the Design Advisory Committee as Associate members for 1-year terms to expire September 30, 2014. Energy Conservation Committee Upon motion duly made and seconded, it was voted 5-0 to reappoint Roger Borghesani, Thomas Griffiths and Shawn Newll to the Energy Conservation Committee for 3-year terms to expire September 30, 2016. Gammel Legacy Trust Upon motion duly made and seconded, it was voted 5-0 to reappoint Marie Hill and Jacquelyn Ward to the Gammel Legacy Trust for 1-year terms to expire September 30, 2014. Human Services Committee Upon motion duly made and seconded, it was voted 5-0 to reappoint Stephanie Lawrence to the Human Services Committee for a 3-year term to expire September 30, 2016. Police Manual Policy Committee Upon motion duly made and seconded, it was voted 5-0 to reappoint Cleveland Coats, Mark Corr, Edith Flynn, William Hays and Gerald McLeod to the Police Manual Policy Committee for 1-year terms to expire September 30, 2014. Selectmen’s Meeting – October 7, 2013 Sustainable Lexington Committee Upon motion duly made and seconded, it was voted 5-0 to appoint Sheryl Rosner to the Sustainable Lexington Committee to fill the unexpired term of Kenneth Moraff until September 30, 2015. Tourism Committee Upon motion duly made and seconded, it was voted 5-0 to reappoint Mary Jo Bohart, Kerry Brandin, Bernice Fallick and Dawn McKenna to the Tourism Committee for 1-year terms to expire September 30, 2014. Water and Sewer Abatement Board Upon motion duly made and seconded, it was voted 5-0 to appoint William Ribich to the Water and Sewer Abatement Board to fill the unexpired term of Maria Constantinides until September 30, 2015. Approve Revised Economic Development Advisory Committee Charge Upon motion duly made and seconded, it was voted 5-0 to approve a revision to the Economic Development Advisory Committee charge increasing the Selectmen Liaisons to two. Town Manager Appointment Upon motion duly made and seconded, it was voted 5-0 to approve the Town Manager’s appointment of Joseph Hankins to the Lexington Youth Commission for a term to expire April 30, 2016. Open/Close and Sign Warrant for November 4 Special Town Meeting Upon motion duly made and seconded, it was voted 5-0 to open, close and sign the warrant for a November 4, 2013 Special Town Meeting. Future Meetings The Selectmen will schedule the following meetings: December 2 and December 16, 2013 and January 6, 2014. Department Budget Presentations for FY2015 will be on December 3, 4, and 5, 2013. Summit 3 will be scheduled for December 18, 2013. Sign Eagle Letter for Jacob Gendelman Upon motion duly made and seconded, it was voted 5-0 to send a letter of commendation to Jacob A. Gendelman congratulating him on attaining the highest rank of Eagle in Boy Scouting. Selectmen’s Meeting – October 7, 2013 Consent Water and Sewer Commitments and Adjustments Upon motion duly made and seconded, it was voted 5-0 to approve the following commitments and adjustments: Commitment of Water/Sewer charges Cycle 9 Sept 2013 $310,368.84 Commitment of Water/Sewer charges Finals Sept 2013 $ 14,869.23 Adjustments of Water and Sewer Charges as recommended by WSAB ($25,361.94) Use of the Battle Green – Army Retirement Ceremony Upon motion duly made and seconded, it was voted 5-0 to approve a request from Natick Soldier Research, Development and Engineering Center to use the Battle Green on Friday, November 1, 2013, for a retirement ceremony for Colonel Kevin Hillman beginning at 11:00 a.m. Approve Water/Sewer Deferral – 32 Tarbell Avenue Upon motion duly made and seconded, it was voted 5-0 to approve a water and sewer deferral request for W. Philip Rice, 32 Tarbell Avenue. Sign Proclamation for Housing Partnership Board Upon motion duly made and seconded, it was voted 5-0 to sign a proclamation for Florence Baturin for her service to the Housing Partnership Board. Documents Presented 1.Statement from RCN and LexMedia regarding New HD Public Access Channel – October 7, 2013. 2.Ad Hoc Townwide Facilities Master Planning Committee – Final Report to Selectmen, October 7, 2013. 3.John Bartenstein – Historical Water and Sewer Usage, Differences Between Water and Sewer Tier 1-3 Billings and Section 1 Irrigation Usage Analysis. 4. Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call to go into executive session at 8:35 p.m. to consider the purchase, exchange, lease or value of real property and to reconvene in Open Session only to adjourn. 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 9:00 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting October 21, 2013 A regular meeting of the Board of Selectmen was held on Monday, October 21, 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 Massachusetts Historic Preservation Conference 2013 Ms. Fenollosa, member of the Historical Commission, thanked all those involved in the very successful Massachusetts Historic Preservation Conference that was held in Lexington on Friday, th October 18, 2013. As a 300 Birthday present, the Town was presented with a 1830 copy of a Lexington map. Safe Routes to School Ms. Crocker, representing Safe Routes to School, provided a report on Lexington’s Safe Routes to School 2013-14, including accomplishments and looking ahead to working to draft and implement LPS Transportation Policy and School Traffic Mitigation recommendations, possible future Cary Library exhibit of No Idling and School Bus Ridership artwork from recent student contests and promoting bicycle, helmet and pedestrian safety in Physical Education/Wellness classes. Marijuana Dispensary Mr. Handwerker, President of The Foundation for Mass Relief, Inc., notified the Town of their intent to participate in Phase 2 of the application process for a Certificate of Registration to Operate a Registered Marijuana Dispensary in Massachusetts. He requested a letter of support or non-opposition from the Selectmen to include with his Phase 2 application which is due November 21. The Selectmen will take under advisement and put the item on a subsequent agenda. The Commonwealth allowed a moratorium for one year to allow time to prepare regulations. The next steps are to prepare the regulation with help from the Board of Health and schedule a public hearing. Selectmen Concerns and Liaison Reports Mr. Cohen, Mr. Kelley, Mr. Pato and Mr. Valente attended a Legislative Breakfast at the Minuteman Technical High School to hear about Massachusetts Senate Bill 228, which would provide extra state money to regional schools to renovate or build new schools. They were impressed by the students who spoke about their experience at Minuteman and support the bill. Town Manager Report Mr. Valente reported on two items: Selectmen’s Meeting – October 21, 2013 1.The Massachusetts Historic Preservation Conference held in Lexington on October 18 was a great success and provided positive benefits. They updated the Town’s historic Lexington map which was available to participants and also provided several hundred for the Town to have. The map includes highlights of Lexington’s historic sites. 2.Mr. Jackson, Chair of the Board of Assessors, will be retiring after over 20 years. The position will be advertised looking for someone who has experience as an appraiser, commercial real estate broker and/or architect/builder. The Selectmen would like to send a letter to Mr. Jackson thanking him for his many years of service. Thanks to Seasons Four for Parklet Donation Ms. Tintocalis, Economic Development Director, presented a few pictures of the parklet which will be closing the end of October. She thanked Laura Hopkins from Four Seasons, who donated all of the furniture and plants. Lexington’s parklet is the first one in Massachusetts. Mr. Manz enjoyed spending time in the parklet and thinks it is a wonderful addition to the downtown. Mr. Kelley thanked Ms. Hopkins for the donations for the parklet and all the other things Four Seasons does for Lexington, including providing Christmas trees. ACROSS Lexington Update Mr. Abrams, member of the Greenway Corridor Committee, provided an update on ACROSS Lexington activities. Completed Route B which is a 4.5 mile route that goes through Lexington Center, three schools, two recreation areas, three conservation areas and the bikeway. To date there are 10 miles of completed trails completed by volunteers. The Greenways Corridor is rdnd working on the following: a 3 Route, 2 Annual Bike Walk ‘N Bus Week in May, process to meet with abutters and owners for trail easements, Healthy Communities Grant, new Community Center, Mass. Department of Transportation “Moving Together” Conference and promoting walking benefits into activities. Mr. Kelley left the meeting briefly. Grant of Location – National Grid – Revere Street The hearing was opened at 7:38 p.m. Ms. Kelliher, Acting Permit Representative, requested approval on the petition to provide new gas service to 38 Hancock Street. Upon motion duly made and seconded, it was voted 4-0 to approve the petition for National Grid to install and maintain approximately 50 feet of 6 inch gas main in Revere Street. Selectmen’s Meeting – October 21, 2013 The hearing was closed at 7:41 p.m. Mr. Kelley returned to the meeting. Liquor Hearing – New Wine and Malt – Taipei Gourmet, 211 Massachusetts Avenue The hearing was opened at 7:41 p.m. Attorney Tan and proposed Manager, Ms. Liang, were in attendance to request a new wine and malt liquor license at Taipei Gourmet and to answer any questions. Upon motion duly made and seconded, it was voted 5-0 to approve the application and issue a Restaurant Wine and Malt liquor license to Clover Taipei, d/b/a Taipei Gourmet, located at 211 Massachusetts Avenue. The hearing was closed at 7:45 p.m. Continued Grant of Location – Verizon – Diamond Street This is a continued hearing from October 7, 2013. Verizon withdrew their original petition requesting approval to install a new pole on the northerly side of Diamond Street (#19). Instead they plan to replace the pole located at 11 Grove Street, which does not require approval of the Selectmen. No further action is needed. The hearing was closed at 7:46 p.m. Community Center Phase 1 Funding Recommendations Mr. Goddard, Public Facilities Director, representing the Chair of the Community Center Advisory Committee (CCAC), reviewed the funding recommendations for Phase 1 of the Community Center renovations. CCAC staff met with the Community Preservation Committee (CPC) to request Community Preservation Act (CPA) funding for the Phase 1 work. Town Counsel is reviewing the Phase 1 detailed costs to determine if there are any costs that would not be eligible for CPA funding. If it is necessary to fund any portion of the Phase 1 costs through the General Fund, the likely funding source will be Free Cash. The proposed project cost for Phase 1 is $3,169,000 which includes the: interim scope, structural, lavatories, scope refinements, A/V systems, signage, ceilings, painting and new lighting totaling $1,765,000; direct cost markups and contingencies totaling $922,000; soft costs totaling $324,000; Project Contingency totaling $88,000; and other considerations (sidewalk design and Phase 2 schematic construction totaling $70,000. Selectmen’s Meeting – October 21, 2013 The Phase 1 work will extend the project by 2-3½ months; so the Community Center would hope to open in late September 2014 or early October. Mr. Kanter, Capital Expenditures Committee, endorses the proposed approach to this project and is pleased that the Phase 2 schematic continuation amount of $50,000 is include in the Phase 1 costs. He feels that will provide the Selectmen with better concrete information and better cost estimates for the Phase 2 work going forward. Mr. Himmel, Permanent Building Committee, understands some peoples discomfort about the extension of time needed to complete the Phase 1 work but points out that having staff in the building when structural work is being down would have significantly affected the overall timeline. He feels the proposed Phase 1 work makes sense. Upon motion duly made and seconded, it was voted 5-0 to recommend to the Community Preservation Committee funding for Phase 1 of the Community Center project. Special Town Meeting Article 2: Amend FY2014 Operating, Enterprise Fund and Community Preservation Budgets – Budget Adjustments Mr. Addelson, Comptroller, reviewed the proposed budget amendments under Article 2 – Amend FY2014 Operating, Enterprise Fund and Community Preservation Budgets: a) Amendments to Article 4 of the 2013 Annual Town Meeting Line Item Description Change Comment 1100 Lexington Public Schools $ 86,544 To preserve programs affected by cuts in federal grants 8400 Finance Personal ($ 40,000) For Assessing Office staff now Services determined not justified 8400 Finance Expenses $ 40,000 Funds will be used for contracted services 8500 Town Clerk Personal $ 29,300 To fund the October and December 2013 Expenses elections to fill Ed Markey seat 8500 Town Clerk Expenses $ 25,200 The supplemental appropriations proposed to be funded from the revised FY2014 revenue estimates totals $141,044. Selectmen’s Meeting – October 21, 2013 b)Water Enterprise Description Change Comment MWRA ($10,437) To adjust budget to reflect final assessment voted by MWRA Assessment c)Wastewater Enterprise Description Change Comment MWRA ($24,966) To adjust budget to reflect final assessment by MWRA Assessment d)Community Preservation Fund Description Change Comment Unbudgeted TBD The Fall 2013 state distribution is anticipated to be higher. This Reserve adjustment will allow for that increase to be available for this fiscal year. Mr. Kanter, Capital Expenditure Committee, asked if the Town would be able to take action at the Special Town Meeting if the CPC distribution had not been physically received. Also if the Town receives the additional CPC distribution will it affect the 10 percent reserves and will the motion have to be revised. Mr. Addelson hopes to get official notification from DOR prior to the distribution to allow the supplemental appropriation at the Special Town Meeting. He will need to find out how the additional funds will affect the reserves and if necessary revise the motion. Upon motion duly made and seconded, it was voted 5-0 to endorse the proposed budget amendments under Article 2 of the November 4, 2013 Special Town Meeting. Special Town Meeting – Article 4 – Appropriate for Modular Classrooms at the High School – Cost Estimates Mr. Goddard, Public Facilities Director, reviewed the final cost estimates for the High School modular classroom project. The recommended project budget is $7,700,000. The request is for $5,474,733 to be spent in FY14 and $2,250,655 in FY2015. If the appropriation is approved at the November 4 Special Town Meeting, a bid package would be issued on November 27; a signed contract by late January 2014; site work early March and modular buildings delivered late June with a Certificate of Occupancy by August 2014. Selectmen’s Meeting – October 21, 2013 Mr. Addelson, Comptroller, reviewed the proposed financing plan for the High School modulars. Capital Project/Debt Service Reserve/Building Renewal Stabilization Fund $ 2,186,566 Current balance in CP/DSR/BR Stabilization Fund $ 1,799,240 Proposed addition to Fund at November 2013 STM from unallocated FY2014 revenue $ (2,811,996 Proposed multi-year drawdown of Fund to mitigate modular classroom debt service $ (950,000) Set-Aside from mitigation of FY2015 Exempt Debt Service $ 223,810 Net Balance This financing plan will keep the Annual Growth in Debt Service at 5 percent for FY2014 through FY2017. Mr. Kanter, Capital Expenditures Committee, stated that the Committee reviewed the funding plan and endorses the proposed approach. They understand this project has the highest priority but hope in the future to use the stabilization fund for the other two purposes: capital projects and building renewal. Liquor License – Change of Manager – Vinebrook Bottle Shop Upon motion duly made and seconded, it was voted 5-0 to approve the application requesting a change of manager from William Busa to Michael Busa and issue an all alcoholic Retail Package Goods Store Liquor License to Vinebrook Corporation, d/b/a Vinebrook Bottle Shop, 131 Massachusetts Avenue. Liquor License – Change of Manager – Busa Brothers Liquors, Inc. Upon motion duly made and seconded, it was voted 5-0 to approve the application requesting a change of manager from Daniel Busa to Andrew Busa and issue an all alcoholic Retail Package Goods Store Liquor License to Busa Brothers Liquors, Inc., 55 Bedford Street. New Limousine License – Regal Limousine Upon motion duly made and seconded, it was voted 5-0 to approve the application and issue a Limousine License to Regal Limousine Service LLC, d/b/a Regal Limousine, 77 Emerson Garden Road with an expiration date of May 1, 2014. Special Town Meeting – Article Positions and Presenters/Responders The Selectmen took positions and support the following articles: Selectmen’s Meeting – October 21, 2013  Article 2 (Amend FY2014 Operating, Enterprise Fund and Community Preservation Budgets  Article 3 (Appropriate to and From Specified Stabilization Funds)  Article 4 (Appropriate for Modular Classrooms at the High School) Article 5 (Appropriate for Renovations to Buildings to be Acquired at 39 Marrett Road) will be discussed at the next Selectmen meeting. Selectmen Presenters/Responders will be as follows: Mr. Manz Article 2 (Amend FY2014 Operating, Enterprise Fund and Community Preservation Budgets Mr. Pato Article 3 (Appropriate to and From Specified Stabilization Funds) Mr. Kelley Article 4 (Appropriate for Modular Classrooms at the High School) Ms. Mauger Article 5 (Appropriate for Renovations to Buildings to be Acquired at 39 Marrett Road Selectmen Committee Reappointments/Appointments/Resignations Council for the Arts Upon motion duly made and seconded, it was voted 5-0 to reappoint Victoria Campos and Emily Passman to the Council for the Arts for a term to expire September 30, 2016. Economic Development Advisory Committee Upon motion duly made and seconded, it was voted 5-0 to appoint Thomas Dusel to the Economic Development Advisory Committee to fill the unexpired term of Jerold Michelson until September 30, 2014. Noise Advisory Committee Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Antony Galaitsis and Mary Hosmer from the Noise Advisory Committee, effective immediately. Tourism Committee Upon motion duly made and seconded, it was voted 5-0 to reappoint Trisha Kennealy to the Tourism Committee for a term to expire September 30, 2014. Send Letter to State Representatives Regarding Support for New Chapter 90 Bill Mr. Valente requested that the Selectmen send a letter to Lexington’s Senators and Representative asking for their support to pass the multi-year Chapter 90 bond bill. Recent Chapter 90 bond bills have been for a single year, which makes it difficult for the Town to plan for road projects due to the uncertainty of future funding. Also the Governor’s decision to Selectmen’s Meeting – October 21, 2013 release only $200 million of the $300 million authorized, coupled with the July 30 notification date (rather than the customary and statutory April 1 date, had a significant impact on the road reconstruction plans for this year. Upon motion duly made and seconded, it was voted 5-0 to send the proposed letter asking for support of a new Chapter 90 Bill to Lexington’s Senators and Representative. Mr. Cohen left the meeting for a few minutes. Discussion of Support for Active Streets Legislation Ms. Mauger explained that the Planning Board and Planning Director support and have been active in creating the Active Streets Certification Program that is proposed in Senate Bill 68/House Bill 3091. The program would support cities and towns across the Commonwealth to implement “Complete Streets” policies by creating a grant program for which they would become eligible after taking simple steps to be certified. “Complete Streets” are streets designed to allow for more trips to be taken via active transportation such as walking and cycling. Upon motion duly made and seconded, it was voted 4-0 to support the Active Streets Bill (Senate Bill 68/House Bill 3091) and send a letter of support to the Senate President and Speaker of the House. Mr. Cohen returned. Consent Sign Employee Recognition Day Proclamation Upon motion duly made and seconded, it was voted 5-0 to sign the Employee Recognition Day Proclamation to be held on Wednesday, November 20, 2013. Sign Certificates for Flags Flown on Battle Green Upon motion duly made and seconded, it was voted 5-0 to sign a certificate that a flag was flown over the Battle Green on October 3, 2013 in recognition of retiring Chief Warrant Officer-Four Kevin Woods. Upon motion duly made and seconded, it was voted 5-0 to sign a certificate that a flag was flown over the Battle Green on October 8, 2013 in recognition of retiring Colonel Kevin Hillman. Election Ballot for MPO Upon motion duly made and seconded, it was voted 5-0 to submit the 2013 MPO Ballot for the Municipal Election on October 30, 2013. Selectmen’s Meeting – October 21, 2013 Selectmen Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of August 26, 2013, September 9, 2013, September 23, 2013 and October 3, 2013. One-Day Liquor License – Spectacle Management Upon motion duly made and seconded, it was voted 5-0 to approve a one-day liquor license for Spectacle Management to serve beer and wine for a concert in Battin Hall on Saturday, November 2, 2013 at 8:00 p.m. Documents Presented 1.Lexington Safe Routes to School 2013-14 (handed out to Selectmen at meeting). 2.Lexington’s Parklet, Bikes Meet Social Space (presented by Melisa Tintocalis, Economic Development Director. Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call to discuss strategy with respect to collective bargaining related to the Fire Union 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 8:56 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting October 28, 2013 A regular meeting of the Board of Selectmen was held on Monday, October 28, 2013, at 6:30 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. Selectmen Concerns and Liaison Reports Mr. Manz attended the Memorial Flagpole Rededication for Dinish RajBhandary, who was a Lexington High School graduate that was killed in the Grenada war at the age of 19. They thanked Mr. Lennon, Veterans Agent for his work in getting funds to redo the memorial. FY2015 Preliminary Capital Projects Mr. Addelson, Comptroller, reviewed some highlighted items from the list of FY2015 Departmental Capital Requests. He requested feedback/comments from the Selectmen. The Town Manager and School Committee have not reviewed the list or made recommendations on the list of proposed capital requests. Mr. Kelley would like the needs for Police included on the list to understand what they need. Mr. Valente will add a placeholder for the Police needs, which should have been included on the list. Mr. Kelley also asked about the Visitor Center and the need to identify a program. Mr. Valente stated the Tourism Committee and Chamber of Commerce will be bringing a request to the Selectmen for a program. The Selectmen feel it is important that the Historical Society be involved in identifying a program. Asked about the three intersection improvement on Massachusetts Avenue, Mr. Valente explained that Engineering is working on a 100% design to submit for TIP and they hope to hear by spring 2014 that the project scores high on the TIP list. If not, the project will be put off. Mr. Kelley wants to make sure the Selectmen review the proposed plans for the intersections before the project is brought to Town Meeting. He would like the project done without traffic lights. Regarding the Hartwell Avenue infrastructure improvements, the Planning Board did a concept plan and Engineering did preliminary estimates that came out to $25 million, which cannot be funded at this time. Engineering will be prioritizing the improvements and revising the estimate. The first priority is Maguire Road and the bridge. Next priority is the Wood Street/Hartwell Avenue intersection. After those projects the next priority would be the Bedford Street to Maguire Road stretch by adding a bike lane and two-way traffic. Selectmen’s Meeting - October 28, 2013 Ms. Mauger asked about installing bus shelters at some of the MBTA bus stops. Mr. Valente explained that Childrens Hospital, as part of a special permit for their property, includes a bus shelter and maintaining it. The Town is currently researching the cost and will pour the pad as part of the first phase of the sidewalk project in that area. The Selectmen are interested in other possible locations to install bus shelters since MBTA expects the Town to install them. Asked about the Hastings Park Gazebo Repairs/Overhead Wire project, Mr. Valente stated that he is working on a proposal to present to the Selectmen in the next couple of months. The estimated cost includes rebuilding the gazebo and moving the utilities underground. Ms. Mauger supports the Parker Meadow Accessible Trail Design and Construction Plan which would make Parker Meadow the first Conservation area accessible and would be a nice project to complete for the community. Community Center Phase I Financing Mr. Addelson, Comptroller, explained that the Community Preservation Committee (CPC) endorsed the Community Center Phase 1 cost estimate of $3,169,000. Town Counsel believes that $322,816 is not eligible for Community Preservation Act (CPA) funding, which includes telephone/communication systems, audio visual systems, furniture, fixtures and equipment and the installation of salvaged kitchen equipment. CPC voted unanimously to recommend to Town Meeting that $2,846,184 of this project be funded with CPA funds. Staff is recommending that the remaining $322,816 be funded with Free Cash. Upon motion duly made and seconded, it was voted 5-0 to recommend to Town Meeting that the $3,169,000 for the Community Center Phase 1 improvements be funded with $2,846,184 in Community Preservation Act funds and $322,816 from Free Cash. Special Town Meeting – Article Positions The Selectmen all support Article 5 – Appropriate for Renovations to Buildings to be Acquired at 39 Marrett Road. Selectmen Committees Council for the Arts Upon motion duly made and seconded, it was voted 5-0 to appoint Cheryl Meadow to the Council for the Arts for a term to expire September 30, 2016. Town Celebrations Committee Upon motion duly made and seconded, it was voted 5-0 to reappoint Charles Price to the Town Celebrations Committee for a term to expire June 30, 2016. Selectmen’s Meeting - October 28, 2013 Upon motion duly made and seconded, it was voted 5-0 to appoint Richard McDonough to the Town Celebrations Subcommittee for a term to expire June 30, 2014. Battle Road Scenic Byway Committee Upon motion duly made and seconded, it was voted 5-0 to designate members of the Battle Road Scenic Byway Committee as Special Municipal Employees. Discussion of Community Feedback on Green Waste Processing RFP The Selectmen discussed the Green Waste Processing RFP at its meeting on September 9, 2013 and continued on September 23, 2013 and voted to provide a 30-day comment period on the draft RFP for an organic waste processing facility at the Hartwell Avenue yard waste site. The 30-day comment period ended on October 25, 2013. Upon motion duly made and seconded, it was voted 5-0 to not release the Organic Waste Processing Facility RFP. Consent One-Day Liquor License – Bulgarian Center of New England Upon motion duly made and seconded, it was voted 5-0 to approve a one-day liquor license for the Bulgarian Center of New England to serve beer and wine at an art auction fundraiser at Temple Emunah on Sunday, November 10, 2013, from 6:00 p.m. to 10:00 p.m. One-Day Liquor License – Full Circle Adoptions Upon motion duly made and seconded, it was voted 5-0 to approve a one-day liquor license for Full Circle Adoptions to serve beer and wine at an adoption fundraising event at Sacred Heart Parish Hall on Saturday, November 9, 2013 from 6:00 p.m. to 10:00 p.m. Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call to go into executive session at 7:02 p.m. to consider the purchase, exchange, lease or value of real property and to reconvene in open session only to adjourn. 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 7:30 p.m. A true record; Attest: Lynne A. Pease Executive Clerk