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Home My WebLink About2013-12-BOS-min 67-263 Selectmen’s Meeting December 2, 2013 A regular meeting of the Board of Selectmen was held on Monday, December 2, 2013, at 7:00 p.m. in the Selectmen Meeting Room of the Town Office Building. Chairman Mauger, Mr. Kelley, Mr. Manz and Mr. Pato; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Selectmen Concerns and Liaison Reports Ms. Mauger announced that Mr. Cohen had a successful medical procedure and was recovering. Mr. Manz reported on the success of the two Lexpress programs: 1) seniors ride free during the day; and 2) Flexpass for school kids to use to get to and from school as an alternative to the School Bus. Ms. Mauger reported that she and several Lexingtonians, staff and citizen volunteers attended a presentation by Mark Fenton, a professor at Tufts, whose interest is in exercise in healthy communities, especially for children. He talked about ways to improve children’s health, which included increasing school bus ridership. Town Manager Report Mr. Valente reported on three items: 1.The closing for the 39 Marrett Road property has been rescheduled from December 3 to December 5. 2.Two upcoming public meetings have been scheduled: Center Streetscape- Preliminary Design Options on Thursday, December 5 at St. Brigid and Center Parking-Stakeholder and Use Reports on Tuesday, December 10 at the Depot. 3.Lexington was selected as part of Solarized Mass. Program jointly with Bedford. The program goal is to increase the adoption of solar photovoltaic projects in single family homes and businesses. The more people that sign up the lower the price. The State will be covering marketing costs up to $2,500 for Lexington and Bedford. 4.The overnight parking ban begins on December 1 and runs through March 31, 2014. No on-street parking is allowed between 1:00 a.m. and 5:00 a.m. Citizens Academy th Ms. Jones, Management Intern, announced the conclusion of the 5 Citizens’ Academy program. The 16 participants were invited to the Selectmen’s meeting to allow them to speak about their experience with the 10 week program. The 10 week program included learning about:  Overview of the Town;  Town Financials and Budget;  Economic Development, Community Development and Planning, 67-264 Selectmen’s Meeting – December 2, 2013  Public Works and Public Facilities,  Town Meeting and Town Clerk,  Emergency Services and Emergency Planning,  Library and Recreation,  Police Services and Human Services,  Schools; and  Graduation. A few of the participants spoke about the great experience they had, how much they learned, including what resources and support is available and how well the meetings were run by Ms. Jones. Liquor License – Transfer Liquor License from Nourish to il Casale, 1727 Mass. Avenue Ms. Scanlon, License and Permitting Attorney with the Law Offices of John P. Connell, P.C. along with Mr. deMagistris, the proposed manager owner, and other owners of the proposed restaurant, Damian and Dante deMagistris, requested the Selectmen’s approval of the transfer of an all alcohol liquor license from Nourish to il Casale, located at 1727 Massachusetts Avenue. Ms. Scanlon explained that the brothers have 35 years of experience in the restaurant business, including an Italian restaurant in Belmont. The new restaurant will be like an Italian bistro that they hope to open in the spring of 2014. Upon motion duly made and seconded, it was voted 4-0 to approve the application for a transfer of an all alcohol restaurant liquor license from Nourish Restaurant, Inc., d/b/a Nourish to Sfizi LLC, d/b/a il Casale, located at 1727 Massachusetts Avenue. Tax Classification Rate Setting Mr. Addelson, Comptroller, and Mr. Jackson, Chair of the Board of Assessors reviewed the revised Tax Classification Packet and explained that the packet included a correction in Exhibit D to the FY14 Assessed Value for personal property. The packet was revised and the shaded areas reflect all the changes as a result of the correction. All of the Selectmen indicated they were comfortable with a 1.70 residential factor for Fiscal Year 2014. Upon motion duly made and seconded, it was voted 4-0 to establish the residential factor at 1.70 for Fiscal Year 2014. Upon motion duly made and seconded, it was voted 4-0 to not adopt the Open Space Discount for Fiscal Year 2014. 67-265 Selectmen’s Meeting – December 2, 2013 Upon motion duly made and seconded, it was voted 4-0 to not adopt the Residential Exemption for Fiscal Year 2014. Upon motion duly made and seconded, it was voted 4-0 not to adopt the Small Commercial Exemption for Fiscal Year 2014. Engineering Recommendations and Approval of Traffic Regulations for Shade Street Mr. Pinsonneault, Public Works Manager of Operations, reviewed the proposed short, medium and long-term improvements for traffic calming on Shade Street. Short-term solutions include: installing four speed humps, two raised intersections, increased signage and possible reconfiguration of the Weston Street/Lincoln Street intersection. Further discussion is needed with the neighborhood representatives to fine tune the plan for installation in the spring of 2014. The increased signage includes Stop signs at Cary Avenue and Fairbanks Road. Engineering is still reviewing neck-downs at the Shade Street intersections with Spring and Weston Streets and Cary Avenue. A raised crosswalk at Shade Street and Spring Street is not possible or recommended because there is no offset of the sidewalk from Spring Street and there is not enough space to install a raised crosswalk that lines up with the existing sidewalk. It is recommended that the short-term solutions be installed and monitored before any medium- term solutions are considered. For the long-term the neighborhood should contact the Sidewalk Committee to review the installation of sidewalks on Shade Street. Mr. Kelley asked about reducing the speed limit to 15 MPH. Mr. Pinsonneault recommends that Engineering meet with the neighbors before having the Selectmen approve signage to reduce the speed limit. Ms. Cohen, 68 Shade Street, appreciates all that has been done so far. She encourages continuation of the police monitoring and encourages utilizing Mr. Fenton’s ideas for improving the walk-ability of streets. Mr. Manuel, 40 Shade Street, was pleased with the police presence. Upon motion duly made and seconded, it was voted 4-0 to approve the recommendations of Engineering to install the following two Stop signs: Cary Avenue, southbound at Shade Street, and Fairbanks Drive, southbound at Shade Street; and to amend Chapter 192-67, Schedule 7 to include these two Stop signs. Discuss Need for Additional Funds for Patriots Day Events Police, Fire, Pubic Works, Town Manager’s Staff and the Town Celebrations Committee have been meeting to review safety plans for the 2014 Patriots Day events. Police Chief Corr reviewed the recommendations and associated costs: 67-266 Selectmen’s Meeting – December 2, 2013 Public Works 1.additional employees added to overtime schedule $ 5,000 2.new mesh trash receptacles and $ 8,500 3.new printed signs and barricades for traffic direction $ 8,500 $22,000 Police 1.Additional officers for the weekend added through overtime $11,000 2.Additional out-of-town detail officers for Patriots’ Day $ 8,000 3.Additional food and supplies $ 1,000 $20,000 The total request is for $42,000. The trash receptacles and printed signs and barricades would be one-time expenses. The Police items will be submitted as a program improvement request for subsequent years. If the Selectmen support this request a Reserve Fund Transfer will be necessary to cover the additional FY2014 expenses. Upon motion duly made and seconded, it was voted 4-0 to recommend to the Appropriation Committee use of a $42,000 Reserve Fund transfer for the 2014 Patriots Day public safety activities. Amend FY14 Spending Limit for PEG Access Revolving Fund for Underground Installation of Redundant Fiber Mr. Addelson, Comptroller, is seeking approval for an increase in the spending limit of the PEG (Public, Educational, and Government) Access Revolving Fund to finance the underground installation of redundant fiber. The estimated cost of installation, including contractor costs, police details and a small contingency is $40,000. The PEG Access Revolving Fund has adequate revenue to support the cost. Use of the PEG Access Fund will require an increase in its FY2014 spending limit from $450,000 to $490,000. The Town’s computer network provides services to approximately 17 municipal and 13 school buildings in a hub and spoke topology. The municipal and school information Technology Departments share a common network core (head end). The connectivity of each Town location is currently achieved over two strands of single-mode dark fiber, converging at the town head end. Approximately 95 percent of the fiber network is aerial within the RCN residential fiber bundles. With RCN as the sole provider of connectivity, Town operations are vulnerable to disruption of service. The solution is to build alternative pathways for fail over. Verizon has indicated that they have space in an underground conduit that runs from the Public Services Building to the Town Office Building in which the Town can install a run of fiber to serve as a 67-267 Selectmen’s Meeting – December 2, 2013 redundant pathway that would connect critical public safety and administrative operations to the Town’s head end. If the Selectmen approve the increase in spending the Town will be ready to begin work as soon as they get the go ahead from Verizon. Mr. Manz believes this work is mandatory to handle the connectivity of the new phone system. Upon motion duly made and seconded, it was voted 4-0 to approve the increase in the spending limit of the PEG Access Revolving Fund from $450,000 to $490,000. Liquor – Change of Manager – Aloft Lexington – 727 Marrett Road The Aloft Lexington has provided all the necessary paperwork requesting approval of a change of manager to Michael Cascella. Upon motion duly made and seconded, it was voted 4-0 to approve the application reflecting a change of manager and issue an all alcoholic Innkeeper Liquor License to A&E Lexington Hotels Operator, LLC, d/b/a Aloft Lexington, 727 Marrett Road – A. Approve License Renewals The Selectmen reviewed the list of license renewals for: Class I, II and III; Coin; Common Carrier; Common Victualler; Entertainment; Lodging/Innkeeper; and liquor renewals for Package Stores, Clubs, Restaurants and Innkeepers. Below is a list of licenses for renewal: Class 1 Lexington Toyota Class 2 A to Z Auto Wholesale Auto & Diesel Sales Autobahn East Cheng Auto Sales King’s Auto Lexington Auto Center Lexington Auto Sales Lexington Auto Service, Inc. Scott the Car Guy, LLC Class 3 John P. Carroll Company, Inc. Coin Lexington Elks (2) Lexington VFW (2) Tio Juan’s Margaritas Mexican Restaurant (1) Waxy O’Connor’s (3) Common Carrier Boston Tours, Inc. (2) Joseph’s Transportation, Inc. (1-Liberty Ride) M&L Transit Systems, Inc. (4-Lexpress) 67-268 Selectmen’s Meeting – December 2, 2013 Common Victualler Alexander’s Pizza Aloft Lexington Avenue Deli Bertucci’s Brick Oven Ristorante Bollywood Café Bruegger’s Bagel Bakery Dabin Restaurant Daikanyama Japanese Cuisine Dunkin Donuts, 141 Mass. Avenue Dunkin Donuts, 373 Waltham Street Dunkin Donuts, 317 Woburn Street Dunkin Donuts, 10 Woburn Street Element Lexington Fruitee Yogurt Inn at Hastings Park Ixtapa Cantina Mexican Family Restaurant Knights of Columbus Lemon Grass Restaurant Lexington Elks Lexington Golf Club Lexington House of Pizza Lexx Restaurant Mario’s Italian Restaurant McDonald’s Minuteman Regional Vocational Technical School Nick’s Place Nourish Orange Leaf Panera Bread Peet’s Coffee & Tea Pine Meadows Golf Club Prime Roast Beef & Seafood Qdoba Mexican Grill Quality Inn & Suites Rancatore Ice Cream Ride Studio Café Royal India Bistro Ruyi Restaurant Starbucks Coffee, 1729 Mass. Avenue Starbucks Coffee, 60 Bedford Street Taipei Gourmet The Upper Crust Tio Juan’s Margaritas Mexican Restaurant Via Lago 67-269 Selectmen’s Meeting – December 2, 2013 Common Victualler (concluded) Vine Brook Tavern Waxy O’Connor’s Yangtze River Restaurant Entertainment Aloft Lexington Bollywood Café Element Lexington Inn at Hastings Park Lemon Grass Restaurant Lexx Restaurant Nourish Prime Roast Beef & Seafood Ride Studio Café Ruyi Restaurant Starbucks Coffee, 60 Bedford Street The Upper Crust Tio Juan’s Margaritas Mexican Restaurant Via Lago Vine Brook Tavern Waxy O’Connor’s Liquor Club Knights of Columbus Lexington Elks Lexington Golf Club Lexington Post 3007 VFW Liquor Common Victualler Dabin Ixtapa Cantina Mexican Family Restaurant Khushboo (pending transfer to Beijing Cuisine) Lemon Grass Restaurant Lexx Restaurant Nourish Royal India Bistro Ruyi Restaurant Taipei Gourmet The Upper Crust Tio Juan’s Margaritas Mexican Restaurant Via Lago Vine Brook Tavern Waxy O’Connor’s Yangtze River Restaurant Liquor Innkeeper Aloft Lexington Element Lexington Inn at Hastings Park 67-270 Selectmen’s Meeting – December 2, 2013 Liquor Retail Package Goods Apex Wine and Spirits, LLC Berman’s Wine and Spirits Busa Brothers Liquors, Inc. Omni’s Crushed Grapes & More Vinebrook Bottle Shop Liquor Wine and Malt Daikanyama Japanese Cuisine Lodging/Innkeeper Aloft Lexington Element Lexington Inn at Hasting Park Quality Inn & Suites Wild Acre Inn Mr. Kelley wanted the record to show that he does not support renewal of the liquor license for the Inn at Hastings Park, except for in the dining room. He believes the Selectmen’s approval of the liquor license for the entire Inn was outside the scope of the Town Meeting approval. Upon motion duly made and seconded, it was voted 3-1 (Mr. Kelley opposed) to approve the license renewals for 2014, as presented, subject to receiving all the required information. Upon motion duly made and seconded, it was voted 4-0 to approve the license renewals for 2014, as presented, except for the liquor license for the Inn at Hastings, subject to receiving all the required information. Approve Process for Perambulation of Town Boundaries The Town Clerk brought to the attention of the Selectmen that Massachusetts General Law (Chapter 42, Section 2) requires Towns to locate and mark the Town boundaries every five years. Her records indicate that 1991 was the last time the boundaries were located and marked. Upon motion duly made and seconded, it was voted 3-0-1 (Ms. Mauger abstained) to designate Selectman Deb Mauger, Conservation Commission member Stew Kennedy and Town Engineer John Livsey to locate and mark Lexington’s town boundary markers and record in writing to the Town Clerk and the Selectmen the boundary markers located and those not located and to send a copy of the record by registered mail to the Town Clerk and Board of Selectmen of all contiguous cities and towns. Selectmen Committee Appointments/Resignations Board of Appeals Upon motion duly made and seconded, it was voted4-0 to appoint Frederick D. Wells to the Board of Appeals as an Associate Member for a term to expire September 30, 2014. 67-271 Selectmen’s Meeting – December 2, 2013 Town Report Committee Upon motion duly made and seconded, it was voted 4-0 to appoint Phyllis Strimling to the Town Report Committee for a term to expire September 30, 2014. Bicycle Advisory Committee Upon motion duly made and seconded, it was voted 4-0 to accept the resignation of Patria Lanfranchi from the Bicycle Advisory Committee, effective immediately. Upon motion duly made and seconded, it was voted 4-0 to appoint Laurel Carpenter to the Bicycle Advisory Committee to fill the unexpired term of Patria Lanfranchi until September 30, 2015. Permanent Building Committee The Permanent Building Committee is working on cleaning up its membership information and asked that members be removed that were appointed to specific projects by the Selectmen. They include: Richard Brown and Frank Kern (White House) Sara Chase and Sarah Zimmerman (Stone Building) Bruce Creager (Fire/Police) Barbara Hughey (Cary Memorial Building) William Kennedy (Public Services Building) Upon motion duly made and seconded, it was voted to accept the resignations of Richard Brown, Frank Kern, Sara Chase, Sara Zimmerman, Bruce Creager, Barbara Hughey and William Kennedy from the Permanent Building Committee as Selectmen appointments for specific projects that have been completed. Town Manager Appointment – Commission on Disability Upon motion duly made and seconded, it was voted 4-0 to approve the Town Manager’s reappointment of Michael Martignetti to the Commission on Disability for a term to expire October 30, 2016. st Set Dates for Local Election, Closing Warrant and 1 Session of Town Meeting fro 2014 Upon motion duly made and seconded, it was voted 4-0 to close the warrant for the 2014 Annual Town Meeting on December 27, 2013. Upon motion duly made and seconded, it was voted 4-0 to set the date for the Local Election for Monday, March 3, 2014. st Upon motion duly made and seconded, it was voted 4-0 to set the date for the 1 session of the 2014 Annual Town Meeting for Monday, March 24, 2014. 67-272 Selectmen’s Meeting – December 2, 2013 Consent Water and Sewer Commitments and Adjustments Upon motion duly made and seconded, it was voted 4-0 to approve the following adjustment of water and sewer charges: Adjustments of Water and Sewer Charges as recommended by WSAB ($658.60) Approve One-Day Liquor License – Spectacle Management Upon motion duly made and seconded, it was voted 4-0 to approve a one-day liquor license for Spectacle Management to serve beer and wine on Tuesday, December 17, 2013, from 6:30 p.m. to 10:30 p.m. in the Cary Memorial Building lobby for the Canadian Brass Concert. Minutes Upon motion duly made and seconded, it was voted 4-0 to approve the minutes of November 13, 2013. Documents Presented 1.Memo from John Livsey regarding Shade Street Traffic Calming, dated November 27, 2013. Executive Session Upon motion duly made and seconded, it was voted 4-0 to go into executive session under Exemption 3, to discuss a collective bargaining settlement with the Fire Union and, under Exemption 6, 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 4-0 to adjourn 9:47 p.m. A true record; Attest: Lynne A. Pease Executive Clerk 67-273 Selectmen’s Meeting December 3, 2013 A meeting of the Board of Selectmen was held on Tuesday, December 3, 2013 at 8:30 a.m. in the Selectmen Meeting Room, Town Office Building. Chairman Mauger, Mr. Kelley, Mr. Manz and Mr. Pato; Mr. Valente, Town Manager and Ms. Pease, Executive Clerk, were present. FY 2015 Budget Presentations Public Works Mr. Hadley introduced the Public Works staff and acknowledged and praised their leadership and commitment during his absence. Mr. Pinsonneault presented the Department of Public Works FY2015 Budget Requests: Level Service Requests: DPW Administration $560,425; Town Engineering $666,140; Street Lighting $287,145; Highway $1,203,080; Road Machinery $759,557; Snow Removal $1,097,716; Parks $1,023,298; Forestry $365,852; Cemetery $333,926; Refuse Collection $779,561; Recycling $1,508,949; and Refuse Disposal $673,400. Total Level Service Budget: $9,258,961. Department Goals include: 1.Finish the American Public Works Association Accreditation process; 2.Support implementation of GIS; 3.Explore long-term alternative disposal options for refuse disposal and collection; 4.Work with the Energy Committee to improve energy efficiency and savings; and 5.Continue the regular tree planting program. Program Improvement Requests: Engineering – Engineering Inspector $65,020; Parks – Top Dressing $8,000; Forestry – Tree Planting Program $45,000; Environmental Services – W-4 Heavy Equipment Operator - $40,206; Public Works – Regulatory Sign Upgrades $24,462. Total Program Improvement Requests: $182,688. Capital: Center Streetscape Improvements $600,000; Equipment Replacement $700,000; Street Improvements $3,026,029; Storm Drainage Improvements and NPDES Compliance $340,000; Sanitary Sewer System Investigation and Improvements $1,200,000; Hydrant Replacement Program - $100,000; Pump Station Upgrades $600,000; Comprehensive Watershed Storm Water Management Study and Implementation $390,000; Water Distribution System Improvements $900,000; Massachusetts Avenue-Three Intersections Improvement $500,000; Sidewalk Improvement $400,000; Dam Repair $150,000; Battle Green Master Plan – Phase 3 $90,000; Town-Wide Culvert Replacement $390,000; Town-Wide Signalization Improvements $125,000; Hastings Park Gazebo Repairs/Overhead Wires $3,120,000; Municipal Parking Lot Improvements $40,000; and Traffic Island Renovation $83,000. Total Capital $12,754,029. Regarding GIS capability and demands from community to use and how to respond to them. Ms. Mauger thinks a policy should be considered. 67-274 Budget Presentations – December 3, 2013 Regarding Stormwater Regulations, the Engineering is waiting for next steps from EPA. Local regulations have been revised and are awaiting Town Counsel comments; they hope to bring forward to the Selectmen for adoption in January. Mr. Kelley believes there is a question of fairness with how the Tree Bylaw works because the burden is unfair for those rebuilding property on smaller frontages. Mr. Filadoro, Superintendent of Public Grounds responded that the program works well and they push for planting trees versus the fee option. Water Enterprise Mr. Pinsonneault presented the FY2015 Water Enterprise Budget Requests: Water Operations $2,102,666; MWRA $6,110,571; Indirects $665,848. Total Water Enterprise Budget $8,879,085. Department Goals include: continue with the Hydrant Maintenance Program; continue seeking out the last 2 percent of meters that have not been changed out; implement a backflow/cross connection program; reduce the amount of Pit Meters in Town and change out the manual reads on the ones that cannot be eliminated; and update all the “paper tie cards” for GIS implementation. Sewer Enterprise Mr. Pinsonneault presented the FY2015 Sewer Enterprise Budget Requests: Sewer Enterprise $1,520,327; MWRA $7,715,730; Indirects $623,444. Total Sewer Enterprise Budget $9,859,501. Department Goals include: continue to rehab and refurbish all 9 pump stations and bring them up to OSHA standards; clear and repair all access routes to all sewer easements; prioritize and repair problem areas; continue pipe flushing program and root removal in all problem areas; and initiate an educational program for the entire Town as to the costs and problems created by Inflow and Infiltration. Town Clerk Ms. Hooper presented the Town Clerk FY2015 Budget Requests. Level Service Requests: Town Clerk Administration $295,478; Board of Registrars $16,825; Elections $120,450; and Records Management $46,601. Total Level Service Budget $479,353. Department Goals include: 1.Continued development of coordinated Archives & Records Management Program. 2.Enhancement and further implementation of Laserfiche Document Imaging System for records retention, electronic retention and access, paperless electronic systems and Archives/Records portal. 67-275 Budget Presentations – December 3, 2013 3.Elections Administration – ongoing review of town/state/federal elections with statutory requirements to provide legal and accessible elections to Lexington voters while identifying potential building issues due to municipal and school building construction projects. 4.Commonwealth of Massachusetts Electronic Vital Records Systems for births and marriages. Program Improvement Request: Part-time Municipal Clerks $4,714 to increase the hours of two clerks hours by a total of 4 hours to 18 hours each to work on records management responsibilities. Board of Selectmen Ms. Mauger reviewed the FY2015 Budget Requests. Level Service Requests: Selectmen’s Office $228,900; Legal $410,000; Town Report $8,000; PEG Access $450,000. Total Level Service Budget: $1,096,990. Town Committees Ms. Jones, Management Intern, presented the Town Committees FY2015 Budget Requests. Level Service Requests: Financial Committees $7,500; Miscellaneous Boards and Committees $4,500; and Town Celebrations $35,000. Total Level Service Budget $47,000. Ms. Mauger mentioned that the Town Celebrations Committee is considering continuing a bi- annual Dance Around the World event and will be requesting additional funds. Town Manager/Human Resources Ms. Jones, Management Intern, presented the Town Manager’s Office FY2015 Budget Requests. Level Service Requests: Organizational Direction and Administration $602,422 and Human Resources $236,437. Total Level Service Budget $838,859. Department Goals include: 1.Continue to research a funding model for Other Post-Employment Benefits (OPEB) that considers the Board of Selectmen policy of an annual minimum contribution and potential additions from one-time revenues. 2.Receive recommendations from the Community Center Advisory Committee and move forward with the development of a multi-generational Community Center. 3.Work with the Board of Selectmen to determine how to better support committees with consideration given to member training on minute-taking, web postings and email and public records retention. Review committee processes including committee charges and succession planning. 4.Review guidelines and consider the implementation of a remote participation policy, which, if approved by the Board of Selectmen, will grant board and committee members the ability to participate in public meetings by telephone, internet, video conferencing, or other technology under certain circumstances. 67-276 Budget Presentations – December 3, 2013 5.Receive the Information Technology Executive Committee’s report and establish direction for how technology best fits within the organizational structure, the role that technology plays, and how it may be used to meet the needs of the organization. 6.Receive the departmental survey results on internal controls and analyze the organizational assets that are understood to be vulnerable to abuse. Revise existing policies and develop any new policies that may be necessary to ensure the protection of those assets. Mr. Valente stated the Board would be receiving a summary of the survey results. Program Improvement Requests: Consultant Services – General Liability Insurance $24,000; Benefits Auditing Software $35,000. Documents Presented 1.Public Works Requested Budget for FY2015. 2.Bill Hadley Statement regarding the Public Works Budget. 3.Town Clerk Requested Budget for FY2015. 4.Board of Selectmen Requested Budget for FY2015. 5.Town Committees Requested Budget for FY2015. 6.Town Manager/Human Services Office Requested Budget for FY2015. Upon motion duly made and seconded, it was voted to adjourn at 10:51 a.m. A true record; Attest: Lynne A. Pease Executive Clerk 67-277 Selectmen’s Meeting December 4, 2013 A meeting of the Board of Selectmen was held on Tuesday, December 3, 2013 at 8:30 a.m. in the Selectmen Meeting Room, Town Office Building. Chairman Mauger, Mr. Kelley, Mr. Manz and Mr. Pato; Mr. Valente, Town Manager and Ms. Pease, Executive Clerk, were present. FY 2015 Budget Presentations Police Chief Corr and Lt. Barry presented the FY2015 Police Budget. Level services requests: Police Administration $1,286,656; Patrol & Enforcement $3,254,446; Traffic Bureau $302,744; Investigations $655,686; Dispatch $615,174; Animal Control $39,763; and Crossing Guards $142,519. Total Level Services Budget: $6,296,988. Department Goals: 1.Advance the Department’s Accreditation Certification to full Accreditation. 2.Provide succession training to middle managers given the probable retirement of two Captains in 2015-2016. 3.Assist the Board of Selectmen with planning, budgeting and constructing a new police station and improvements to Hartwell Avenue outdoor firing range. 4.Identify a Police/Fire/Emergency Dispatching software suitable for Town needs from 2015-2030. Program Improvement Requests: Add One Patrol Officer $72,008; Three Additional AED Machines $4,185; Breaching Tools $6,630; Domestic Violence Service Network Grant of Services $5,000; Traffic Counter $5,000. Total Program Improvement Requests: $92,823. Library Ms. Stembridge, Library Director, and Ms. Johnson, Assistant Director, presented the Library FY2015 Budget Requests. Level Service Requests: General and Technical Services $397,676; Adult Library $1,349,966; and Children’s Library $432,926. Total Level Service Budget: $2,180,569. Planning Ms. McCall-Taylor, Planning Director and Mr. Henry, Assistant Planning Director, presented the Planning Department FY2015 Budget Requests. Level Services Requests: Planning $314,306. Department Goals include: 1.Update the Development Regulations; 2.Draft the zoning bylaw changes that were identified as highly desirable during the recodification of the Zoning Bylaw; 3.Continue implementation of the transportation management plan for the Hartwell Avenue Area; and 4.Long-term planning, including reviewing the Comprehensive Plan. 67-278 Budget Presentations – December 4, 2013 Program Improvement Requests: Massport Intern Additional Hours $6,000; Additional Hours for Planner $21,391. Office of Community Development Ms. Mullins, Community Development Director; Mr. Cody, Health Director; and Ms. Schadler, Conservation Stewardship Coordinator; presented the FY2015 Community Development budget requests. Level Service Requests: Building and Zoning $567,750; Regulatory Support $263,886; Conservation $228,660; and Health $273,809. Total Level Service Budget $1,334,104. Departmental Goals include: 1.Continue to implement the Laserfiche Document Imaging software, including converting historical records to digital format and migrating into software. 2.Implement ViewPermit Software to provide a comprehensive electronic permit management and tracking system. 3.Draft Chapter 40U regulations for adoption by Annual Town Meeting. Health Goals: 1.Continue pandemic flu planning, including continuing to partner with Human Services and Public Schools to provide vaccination clinics for the aging and school age population. 2.Continue Food Establishment Emergency Operations Planning. 3.Provide food and public health related educational outreach materials to targeted demographics based on needs identified in the recent Demographic Task Force’s Report. 4.Establish an Abandoned Properties Task Force to coordinate a unified response to address code issues related to identified abandoned properties. 5.Implement the CHNA Health Communities Plan developed as a result of the grant supported survey, subject to additional grant funding approval. Conservation Goals: 1.Continue to implement the Willard’s Woods Action Plan, including increased education and enforcement regarding regulations 2.Develop Land Management Plans for Wright Farm, Leary and Cotton Farm Conservation areas. 3.Coordinate the Watershed Stewardship Water Quality Sampling Program with the Engineering Division. 4.Complete the Whipple Hill Conservation Area trail improvements via awarded DCR Recreational Trails Grants. 5.Update the Open Space and Recreation Plan in collaboration with Recreation Department. 6.Implement the ACROSS Lexington Program in collaboration with the Greenway Corridor Committee. 67-279 Budget Presentations – December 4, 2013 Program Improvement Requests: Multifunction Printer – Tech Request $12,000. Capital Projects: Parker Meadow Accessible Trail Design and Construction $34,500; Historical Commission Inventory Forms for Listed Buildings $35,000. Total Community Development Capital Projects for FY2015 $69,500. Ms. Mauger asked Community Development to look at ways to utilize the new concept of healthy communities and how improvements could be in the coming years. She also suggested adding a Program Improvement Request for at least $50,000 for land management issues to upkeep the land the Town is purchasing and asked what Conservation would use the money for. Ms. Mullins responded that the Conservation Commission has been talking about the need for guiding principles and mentioned would like to work to remove invasive species, increase meadow mowing which is only done once a year, add additional staff for monitoring and enforcing at the conservation properties, improve parking areas and supplies for trail work. Ms. Schadler would like to be able to restore and protect the conservation land, not just keep trails open and safe. Economic Development Ms. Tintocalis, Economic Development Director, presented the Economic Development FY 2015 Budget Requests. Level Services Requests: Economic Development Office $89,722. Department Goals include: 1.“Reboot” the Center Parking Initiative designed to improve the parking conditions with the goal being to cultivate positive perceptions of parking in the Center by businesses and visitors; 2.Lead efforts to support new investment along Hartwell Avenue; and 3.Continue to serve as a resource and offer technical assistance as an ombudsman for all businesses and entrepreneurs through the permitting process. The Selectmen feel the Economic Development Office is a very important initiative of the Town and would like to discuss with Ms. Tintocalis at a future Selectmen meeting how to enhance the Economic Development Department. Recreation Ms. Simmons, Recreation Director, Ms. Butts, Assistant Director and Mr. Coleman, Recreation Supervisor, presented the Recreation FY2015Budget Requests. Level Service Requests: Recreation $1,286,428; Pine Meadows $558,715; and Indirect Costs $233,600. Total Level Service Budget $2,078,743. Department Goals: 1.Implementation of the Recreation Strategic Plan; 2.Manage Active Recreation Construction Projects: projects approved by FY2015 funding; Phase I and II of the Marrett Road Stormwater Mitigation Project; Phase III of the Center 67-280 Budget Presentations – December 4, 2013 Playfields Drainage Project; Sutherland Park athletic field renovation; Lincoln Park Field #1 synthetic turf replacement; dredge Irrigation Pond at Pine Meadows; and Skate Park renovation; 3.Assist with the usage and programming for the Lexington Community Center at 39 Marrett Road; 4.Assist in Updating the Open Space and Recreation Plan; and 5.Develop and Facilitate Customer Service training to all seasonal staff. Capital Projects: Park and Playground Improvements $65,000; Park Improvements - Athletic Fields $100,000; Pine Meadows Equipment $51,000; Park Improvements – Hart Court Resurfacing $85,000; and Lincoln Park Field Improvements $620,000. Total Capital $921,000. Tourism/Liberty Ride Ms. McKenna, Tourism Committee, and Ms. Rebecchi, Transportation Coordinator, presented the Tourism/Liberty Ride FY2015 Budget Requests. Level Service Requests: Liberty Ride $270,327 and Battle Green Guides $43,569. Total FY2014 Budget Requested $313,896. Program Improvement Requests: International Marketing $19,250; Revolutionary Revelry $12,000; Marketing Consultant $30,000 and Event and Marketing Coordinator $18,000. The Selectmen asked the Tourism Committee to meet with the Town Manager regarding any suggested staffing changes. Regarding Revolutionary Revelry, Ms. McKenna is putting together the data from last year’s events and also doing a survey of local businesses and will present information at a future Selectmen meeting on who attends the events (tourists/locals). Documents Presented 1.Police Department Requested Budget for FY2015. 2.Library Requested Budget for FY2015. 3.Koren Stembridge and Cynthia Johnson Library Statement. 4.Planning Department Requested Budget for FY2015. 5.Community Development Requested Budget for FY2015. 6.Economic Development Requested Budget for FY2015. 7.Recreation Department Requested Budget for FY2015. 8.Recreation Statement. 9.Tourism/Liberty Ride Requested Budget for FY2015. Upon motion duly made and seconded, it was voted to adjourn at 10:58 a.m. A true record; Attest: Lynne A. Pease Executive Clerk 67-281 Selectmen’s Meeting December 5, 2013 A meeting of the Board of Selectmen was held on Thursday, December 5, 2013 at 8:30 a.m. in the Selectmen Meeting Room, Town Office Building. Chairman Mauger, Mr. Kelley, Mr. Manz and Mr. Pato; Mr. Valente, Town Manager and Ms. Pease, Executive Clerk, were present. FY 2015 Budget Presentations Public Facilities Mr. Goddard, Public Facilities Director; Mr. Newell, Assistant Director of Public Facilities; and Mr. Barrett, Project Manager, presented the FY2015 Public Facilities Budget. Level Service Requests: Education Facilities $7,258,223; Municipal Facilities $1,965,660 and Shared Facilities $1,102,822. Total Level Service Budget: $10,326,706. Departmental Goals include: 1.Utilize work order and PM program to continuously improve equipment reliability; 2.Identify opportunities to perform more in house repair work with lower costs and improved service; 3.Support town-wide goals on facility energy efficiency resulting in a town-wide reduction in facility energy consumption; and 4.Support renovation and operation of the new Community Center. Program Improvement Request: Kronos Systems Upgrade $35,000. Capital Requests for FY2015: 1.School Building Envelope and Systems Program $205,000 2.LHS Heating Systems Upgrade Phases 2 and 3 $75,000 3.Cary Memorial Building Upgrades $7,988,000 4.Municipal Building Envelope and Systems $178,302 5.School Building Flooring Program $125,000 6.School Window Treatments Extraordinary Repair $50,000 7.School Paving Program $100,000 8.Interior Painting Program $153,750 9.East Lexington Fire Station Physical Fitness Room $75,000 10.Public Facilities Bid Documents $75,000 11.Visitor Center $220,500 12.Middle School Science, Performing Arts and General Education Spaces $60,000 13.Hastings School Renovation/Replacement $1,100,000 14.Middle School Nurses Stations $45,000 15.Clarke Elevator Upgrade $275,000 16.39 Marrett Road Community Center Renovation $768,631 17.Clarke Gymnasium Dividing Curtain $25,000 18.Clarke Auditorium Audio Visual System $69,300 Total Capital Projects $11,588,483. 67-282 Budget Presentations – December 5, 2013 Facilities prepared a comprehensive report with Recreation and the High School on the availability of school gyms for other programs. Mr. Valente will provide the report to the Selectmen. Fire Chief Wilson and Assistant Chief Tremblay, presented the Fire Department FY2015 Budget Requests. Level Service Requests: Fire Administration $434,580; Fire Prevention $200,561; Fire Suppression $5,081,681; Emergency Medical Services $148,600; Emergency Management $4,500; Total Level Service Budget: $5,869,922. Program Improvement Requests: Administrative Support Lieutenant - $62,192; Additional Hours for Clerk $5,582; Ambulance Staffing (4 full time positions) $236,077; and Quarterly Officers’ Meetings $8,500. Total Program Improvement Requests: $312,351 Department Goals: 1.Following the Facilities Master Plan report, evaluate suitable locations for a new Fire Headquarters; 2.Transition into the new requirements for National Emergency Medical Technician certification; 3.Implement Comprehensive Department Training Program; and 4.Expand our fire safety education for senior citizen utilizing new State funding. Capital: Ambulance Replacement $250,000; Headquarters Fire Station Replacement $300,000; and Heart Monitor $105,000. Human Services Ms. Rodgers, Human Services Director; Ms. Axtell, Assistant Director of Senior Services; Mr. Lennon, Veterans Services Director; Ms. Lavine, Assistant Director of Family and Human Services; Ms. Rebecchi, Transportation Coordinator; presented the FY2015 Human Services Budget Requests. Level Services Requests: Administration $209,743; Community Programs $141,312; Supportive Living $15,000; Veterans’ Services $236,468; Youth and Family Services $112,785; Senior Services $159,935; Transportation Services $571,230. Total Level Service Budget $1,446,473. Program Improvement Requests: Real-time GPS Tracking Service $4,920. Departmental Goals: 1.Complete transition of staff and programming to new multigenerational community center located at 39 Marrett Road 2.In collaboration with other Town and School departments, will continue to address the concerns and needs of families facing financial hardship and/or homelessness. 3.Continued analysis of the effectiveness of the Town’s transportation services and amenities, with identification of unmet transportation needs and implementation of pilot programs to address these needs. 67-283 Budget Presentations – December 5, 2013 4.Increase awareness of services available to Veterans and their families by participation in community events and celebrations, outreach and multi media presentation information. Asked how the current Senior Center can be used after the move to the Community Center on Marrett Road, Ms. Vine explained that the Town has met with the Muzzey Trustees once and hopes to have a reuse plan in the next few months. Finance Mr. Addelson, Comptroller, presented the Finance FY2015 Budget Requests. Level Service Requests: Comptroller $650,678; Treasurer/Collector $408,532; Assessor $633,856; and Utility Billing $74,130. Total Level Service Budget $1,767,196. Program Improvement Requests: Additional Part-time Position - $16,000; Additional Hours for Clerk Position $19,760; Microfilming and/or Laserfiche of Real Estate and Personal Property Cards $55,000; Photocopier $6,000. Total Program Improvement Requests: $97,260. Department Goals include: 1.Assessing: a.develop a 6-year cyclical annual inspection program for interior and exterior inspections; b.develop a protocol for regular data entry of permits and deeds into Vision to mitigate backlogs; c.embark on cross-training program among Assessing Department employees to promote staff capacity at all times; and d.activate GIS functionality in Vision software and train staff in its use. 2.Comptroller: a.implement electronic purchase order system; and b.implement general billing for miscellaneous receivables. 3.Treasurer/Collector: a.Bid banking services; b.Bid Bill Printing Services; c.Develop tax foreclosure policy recommendations; and d.Explore online access to individual property tax accounts. MIS Mr. Addelson, Comptroller, presented the Management Information Systems FY2015 Budget Requests. Level Service Requests: IT Administration $1,000,797 and Web Development $42,700. Total Level Service Budget $1,043,497. Department Goals include: 1.Maintain stable and secure local area and wide area networks; 2.Provide on-going training and support to employees; 3.Introduce VoIP to more buildings; 67-284 Budget Presentations – December 5, 2013 4.Create self service improvements for Town employees and residents (including on-line permitting, improved on-line document management and resources); 5.Develop GIS based improvements (including meeting new state GIS standards and delivery GIS on-line with improved function and information); 6.Improve staff mobility and efficiency via new technology; 7.Reduce technology energy burden via ‘green’ initiatives; 8.Improve network and services resiliency through installation of redundant network pathways and failover servers; and 9.Introduce new ways to engage citizens via social media and mobile apps. Program Improvement Requests: ESRI Business Analyst Subscription - $4,000; Town Website Redesign - $24,000. Total Program Improvement Requests: $28,000. Capital: Replace Town Wide Phone Systems – Phase III $260,000; and Network Redundancy and Improvement Plan – Phase II $140,000. Total Capital Requests: $400,000 Documents Presented 1Public Facilities Department Requested Budget for FY2015. 1.Fire Department Requested Budget for FY2015. 2.Human Services Department Requested Budget for FY20154. 3.Finance Department Requested Budget for FY2015. 4.Management Information Systems Department Requested Budget for FY2015. Upon motion duly made and seconded, it was voted to adjourn at 10:32 a.m. A true record; Attest: Lynne A. Pease Executive Clerk 67-285 Selectmen’s Meeting December 16, 2013 A regular meeting of the Board of Selectmen was held on Monday, December 16, 2013, at 7:00 p.m. in the Selectmen Meeting Room of the Town Office Building. Chairman Mauger, Mr. Kelley, Mr. Manz and Mr. Pato; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Public Comment thth Ms. Rockwell, Chair of the 300 Anniversary Celebration Committee, showed the 300 Commemorative Book that was put together by the Committee. One of the last events of the th 300 Committee was the promise of a drawing for prizes as part of purchasing the rd commemorative book. Ms. Rockwell had three Selectmen pick a name or the prizes. 3 place thnd prize of 300 memorabilia went to Lexington Public Schools; 2 place prize went to Shawn st Keller and 1 place prize of memorabilia and a donated Lexington Quilt went to Janet Perry. Mr. Kanter, Precinct 7 and member of the Capital Expenditures Committee, thanked the Selectmen for making the Selectmen agendas and information packets available to the public. Selectmen Concerns and Liaison Reports Mr. Manz commented on the Town’s new web page design. Mr. Manz reported on the annual holiday lighting event that included singing, hot cocoa, hot cider and gingerbread. He reminded residents that all costs associated with the tree lights and festivities were covered by generous donations. Mr. Manz attended two great forums recently that were very informative: Center Streetscape and Center Parking. Mr. Manz reported on the annual Lexington Tea Revolution held on Sunday, December 15. It was a gathering to recreate a tea burning which happened three days prior to the Boston Tea Party. Mr. Manz mentioned the passing of President Mandela, his accomplishments and his ability to forgive. Town Manager Report Mr. Valente reported on two items: 1.The Police Department held a community meeting for the Indian-American residents on Saturday, December 14, to make a presentation on crime prevention and reporting. It was a very successful meeting where the residents came in with apprehension and 67-286 Selectmen’s Meeting – December 16, 2013 left feeling the police knew what they were doing. The meeting was taped by LexMedia; Ms. Mauger asked the Town Manager to have a link to the meeting put on the Town’s webpage. 2.There was a great turnout at the open house held at the Community Center on Saturday, December 14. Lexpress shuttle buses were running to each of the Housing Authority villages. The Facilities staff did a great job getting the building clean and ready for the open house. Cary Memorial Building Design Committee Report (CMBDC) Ms. Shepard, Chair of the CMBDC, and Mr. Mills, Mills Whitaker Architects, came to the meeting to present the refinements to the Cary Memorial Building project since they reported to the Selectmen in January 2013. Mr. Mills reviewed the focus of the project: life safety improvements, building system improvements and facility usability improvements. The budget refinements proposed include: $ 38,600 Provide Accessible Route from Green Room to Estabrook $ 7,000 Upgrade Accessibility of Pre-Existing Accessible Toilet $ 81,500 Upgrade Foodservice Equipment in Serving Areas $ 22,500 Repair Concealed Deterioration at Basement Columns $ 30,000 Provide Exterior Storage for Snow Equipment and Gasoline $ 12,900 Remove Redundant Stair and Provide Storage Room $ 82,600 Allowance for Removal of HazMats and Contaminated Soils $217,924 HVAC System Refinements $ 8,250 Restore Original Stone Drinking Fountains to Full Use $ 33,000 Provide Enhanced Stage Lighting $ 92,000 Terrazzo Flooring Restoration $626,274 Approximate Cost Increase The current design development project cost is $8,613,400. It is proposed that $8,177,350 of CPA funds be used, $235,230 from the general fund for loose fixtures, furnishings, equipment, exterior storage for snow equipment and gasoline and a portion of the AB system and $200,820 from PEG Access for the remaining portion of the AV system. The proposed project schedule is for bidding and contractor selection done between April 1 and May 30, 2014 and the construction period would be between June 1, 2014 and August 30, 2015. Ms. Shepard requested the Selectmen consider having a Special Town Meeting to enable spring bidding and construction starting in June 2014. The Committee feels it would be in the best interest of the community since spring bidding will potentially give more competitive pricing than summer bidding and the proposed construction period will simplify the normal annual scheduling of the hall. 67-287 Selectmen’s Meeting – December 16, 2013 Upon motion duly made and seconded, it was voted 4-0 to support the Cary Memorial Building renovation project as proposed by the Cary Memorial Building Renovation Design Committee, and to recommend said project to the Community Preservation Committee for consideration of CPA funding. Upon motion duly made and seconded, it was voted 4-0 to call for a special town meeting on Monday, March 24, 2014, at 7:45 p.m. for the purpose of presenting an Article for funding of the Cary Memorial Building renovation project. Community Center Advisory Committee (CCAC) – Revise Charge and Membership The CCAC requested that the Permanent Building Committee (PBC) Liaison position become a voting member of the Committee. The charge was revised to reflect an increase from 7 to 8 for members, removing the PBC Liaison and adding a sentence under Criteria for Membership that membership will include a member of the PBC. Upon motion duly made and seconded, it was voted 4-0 to approve the proposed changes to the Community Center Advisory Committee charge to make the Permanent Building Committee Liaison a member. Upon motion duly made and seconded, it was voted 4-0 to appoint Jon Himmel as a member of the Community Center Advisory Committee, representing the Permanent Building Committee. Emergency Shelter Staff Recommendations Mr. Valente explained that the Community Center Advisory Committee (CCAC) requested guidance regarding whether the new Community Center should function as the Town’s emergency shelter. Currently the high school serves as the emergency shelter; it has sufficient space, restrooms with showers, sufficient parking and access to food storage and preparation equipment. It is also on an emergency generator. Its layout permits the registration of residents who may be in need of a shelter during an emergency event as well as segregated common and sleeping areas. The Fire Chief recommends that the emergency shelter remain at the high school. He feels the Community Center would be ideal as a warming/cooling/charging center, like the Library, and that the Community Center would benefit from an emergency generator. Community Center Advisory Committee Status Report Ms. Ciccolo, Chair of the Community Center Advisory Committee (CCAC), and Ms. Wilson, SBA Architects (SBA), provided a status report with recommendations regarding the future phased build-out of the Community Center. 67-288 Selectmen’s Meeting – December 16, 2013 Phase 1 includes: space to accommodate existing Muzzey Senior Center programming and Human Services staff, additional classrooms and program rooms for activities and space for Recreation. Phase 1 will not include: a commercial kitchen, improved dining area with added capacity, additional capacity for exercise and fitness and second access road. The process to date has included: developing a comprehensive list of programming ideas, working with staff to review a matrix of all existing programs, gathering data from community questionnaire, reviewing comparable community facilities, site visits and tours and two pubic forums. Phase 2 recommended program space and other improvements includes: full-court gym; commercial kitchen; minimal locker/shower facilities; multipurpose banquet room; HVAC optimization; specialty work shop space; strength, balance, training room; emergency generator; potential greenhouse (pending fundraising); and new access road. The preliminary concept cost estimate for Phase 2 is:  Multi-purpose Facility (250 people) $2.4M to $2.6M  Full-court Gym $4.2M to $4.4M  Site Improvements $1.5M to $1.8M  HVAC To be Determined  Total $8.0M to $9.0M SBA Architects will continue cost estimating. The Community Center Advisory Committee will develop prioritization of the components of Phase 2 and bring recommendations to the Selectmen in January. Mr. Kelley asked about including beams in the current multipurpose room to give greater flexibility in the use of that space. The architect said a number of things lead to not including the beams in the Phase 1 work, including that the load capacity would not meet the increased support. Mr. Kelley also asked about whether there would be enough parking spots if the Phase 2 work was done. SBA did a parking calculation and there will be 65-70 spaces, which is what is required. Mr. Kelley was concerned with the proposed location for Recreation and thought they should be located near the rotunda for quick and efficient service. SBA responded that there is space on st the 1 floor to have a shared area to handle quick and efficient service from different departments. 67-289 Selectmen’s Meeting – December 16, 2013 Ms. Mauger requested that staff should make recommendations on what should be included in the one-stop requests. A majority of the Selectmen would like to discuss further whether the additional expense and time should be undertaken now to put beams in the multipurpose room to allow for greater flexibility with the space. The CCAC will discuss at its upcoming meeting and also with the Selectmen in January. Ms. Tutko, 16 Smith Avenue, is a member of the Senior Center exercise program and is concerned with the proposed location of the exercise program in the basement of the Community Center. Ms. Ciccolo responded that Phase 1 does not include large enough rooms for the exercise program, but when the gym is built it could be used for the exercise program. SBA responded that the current proposed exercise room will be improved with new flooring and lighting which will make the space more open. Also the HVAC system will be upgraded to improve the quality of the air in the basement. Ms. McKenna, 9 Hancock Street, agrees that the multi-purpose room beams should be done under Phase 1. She is concerned that if the Community Center is too grand it will have a negative impact on bringing residents downtown. Upon motion duly made and seconded, it was voted 4-0 to accept the Community Center Advisory committee Status Report dated December 13, 2013. Selectmen Committee Appointments Battle Road Scenic Byway Committee Upon motion duly made and seconded, it was voted 4-0 to appoint Rick Abrams to the Battle Road Scenic byway committee for a term to expire September 30, 2015. Town Celebrations Subcommittee Upon motion duly made and seconded, it was voted 4-0 to appoint Getta Padaki to the Town Celebrations Subcommittee for a term to expire June 30, 2014. Tourism Committee Upon motion duly made and seconded, it was voted 4-0 to appoint Margaret Coppe to the Tourism Committee, representing Freedom’s Way, for a term to expire September 30, 2014. Upon motion duly made and seconded, it was voted 4-0 to appoint Roberta Hefferman to the Tourism Committee for a term to expire September 30, 2014. 67-290 Selectmen’s Meeting – December 16, 2013 Future Meetings The Selectmen will schedule the following meetings: January 13 and 27, February 3, 10 and 24; March 10 and 17. They will also schedule meetings before Town Meeting on March 24, 26 and 31, April 2, 7, 9, 16, 28 and 30. Consent Agenda – One-Day Liquor License for J. Vincent Salon Upon motion duly made and seconded, it was voted 4-0 to approve a one-day liquor license for J. Vincent Salon to serve beer and wine on Friday, January 10, 2014, from 5:30 p.m. to 8:30 p.m. for a one-year anniversary party at the Salon located at 1666 Mass. Avenue. Documents Presented 1.Community Center Advisory Committee Status Report dated December 13, 2013. 2.Lexington Community Center, AhCCAC Presentation to BOS – December 16, 2013, prepared by SBA Architects. Executive Session Upon motion duly made and seconded, it was voted 4-0 by roll call to go into Executive Session at 8:50 p.m. to discuss strategy with respect to potential litigation related to Shire’s compliance with the Noise Bylaw and to reconvene in Open Session only to adjourn. Further, the Chairman declares that an open meeting discussion may have a detrimental effect on the litigating position of the Town. Upon motion duly made and seconded, it was voted 4-0 to adjourn at 9:03 p.m. A true record; Attest: Lynne A. Pease Executive Clerk 67-291 Summit Meeting 3 Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee December 18, 2013 A Summit was held on Wednesday, December 18, 2013, at 7:00 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Ms. Mauger, chair, Mr. Manz (arrived at 7:46 pm), Mr. Pato; Mr. Valente, Town Manager; 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 Mr. Alessandrini and Ms. Steigerwald; Dr. Ash, Superintendent of Schools, Ms. Dunn, Assistant Superintendent; all members of the Appropriation Committee (AC) with the exception of Mr. Michelson, and Ms. Garberg; all members of the Capital Expenditures Committee (CEC) with the exception of Ms. Masterman. Revised FY2015 Revenue Projections Before getting in to the revenue allocation model, Mr. Valente gave a brief update on revenue projections for FY15. There was one change in the property tax levy. The final new growth number was $316,000 higher for FY14, which then carries over to FY15. This is the only revision in the FY15 projection at this point. In response to Ms. Mauger’s request to explain the 4.1 % increase in the Town’s tax levy, Mr. Valente reported that this includes the normal 2.5% that the Town is allowed to increase each year and growth in the tax base: residential construction, commercial construction and personal property changes. Policy and Administrative Objectives Mr. Valente discussed the policy and administrative objectives that he, Mr. Addelson, Finance Director, and Mr. Kalivas, Budget Officer, had in putting together some of the recommendations they are making today and in the budget in early January. 1.Maintain Flexibility in the budget in light of Federal Budget uncertainties and operating costs for new Town and School facilities. 2.Reflect policy direction received from the Selectmen and the Summit participants. a.Manage debt service: provide for future debt service capacity (for example – high school modulars) b.Consider Tax relief: for excluded debt related to the Bridge/Bowman/Estabrook projects and also some tax relief related to the High School modulars. c.Consider Potential Future Capital Projects: Fire Station; Police Station; Center Streetscape; Hastings School; High School heating; Hartwell Ave. infrastructure; Community Center – Phase 2; Visitors Center. 67-292 Summit Meeting 3 – December 18, 2013 3.Provide for both Sustainable and Measured Growth in the Town’s Operating Budget - Balanced against Capital Needs and unfunded Liabilities (Other Post Employment Benefits - OPEB) Ms. Mauger commented that the Selectmen’s objective is to not ask the voters for any operating tax overrides if it can be avoided. The Selectmen see the Police and Fire Stations as the most important and urgent municipal capital projects. And flexibility is critical for unanticipated expenses. Proposed FY2015 Revenue Allocation Model Mr. Valente explained that this is a model that he and the Superintendent developed eight years ago that was then adopted by the Summit and endorsed by the Selectmen. The way the model works is to look at gross revenues, approximately $181 million projected in FY2015, from that the current School and Municipal Budgets for FY14 are subtracted, then fixed costs and set asides for designated uses are subtracted. What is remaining is the incremental revenue, approximately $8.8 million, that the Town has to work with for FY15 to fund normal increases in the operating budget, and approved new programs and services. The incremental revenue gets divided between the Schools (72.6%) and the Town (27.4%). The School share of incremental FY15 revenue is approximately $6.4 million, a 7.9% increase over the FY14 budget (excluding Avalon Bay), and the Municipal share is approximately $2.4 million, also a 7.9 % increase over the FY14 Municipal budget. Mr. Valente further discussed proposed FY15 revenue set-aside for designated purposes. He pointed out in particular revenue set aside for Benefits, the Street Program, OPEB, the Debt Service/ Capital Stabilization Fund, and Unallocated/Unidentified Needs. Mr. Valente noted that at Summit 2 he recommended $1.75 million go in to the Debt Service/Capital Stabilization Fund and now he suggests that $1.9 million in unallocated revenue also be added to the Debt Service/Capital Stabilization Fund. Ms. Hai, Capital Expenditures Committee, reported that the CEC applauds this recommendation. Mr. Valente expects to see even more funds directed to the Debt Service/ Capital Stabilization Fund in January. Policy Issues for Consideration Mr. Valente presented some of the key policy issues for consideration: 6.Free Cash Set-Asides a.Potential Federal Budget Reductions: $400,000 b.OPEB: $1,119,000 c.Cash Capital: $2,750,000 d.Unallocated Revenue $1,961,309 67-293 Summit Meeting 3 – December 18, 2013 7.Continued Tax Reliefs a.Excluded Debt Service (School Projects) $950,000 b.High School Modulars: $784,000 Mr. Levine, Appropriation Committee, supports the Town Manager’s recommendation to add unallocated revenue to the Debt Service/Capitalization Fund. Ms. Mauger agreed this new fund gives the Town the flexibility to meet needs which may currently be unknown. Establish Date: Summit 4 Meeting The date of the next Summit meeting was set for Wednesday, January 15, 2014. Documents Presented 3.Summit III FY2015 Revenue Allocation Model Upon motion duly made and seconded, it was voted to adjourn at 7:55 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk