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HomeMy WebLinkAbout2014-02-BOS-min Selectmen’s Meeting February 3, 2014 A regular meeting of the Board of Selectmen was held on Monday, February 3, 2014, at 7:00 p.m. in the Selectmen Meeting Room of the Town Office Building. Chairman Mauger, Mr. Cohen, Mr. Manz and Mr. Pato; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Selectmen Concerns and Liaison Reports Mr. Cohen enjoyed the entertainment at the Chinese New Year celebration and wished the Chinese residents a Happy New Year. Approve Request of Town Celebrations Committee – Old Guard Ms. Barry, Chair of the Town Celebrations Committee, requested approval to use the Battle Green on Saturday, April 19, 2014, at approximately 12:00 noon, for a show by The Old Guard. The Department of Defense has approved them to come and participate in the show on the Battle Green and also to march in the Patriots’ Day parade on Monday, April 21, 2014. Upon motion duly made and seconded, it was voted 4-0 to approve the request of the Town Celebrations Committee to use the Battle Green on Saturday, April 19, 2014, at 12:00 noon for a special show by The Old Guard, subject to working out the details with Town Departments. Community Center Advisory Committee Update Ms. Ciccolo, Chair of the Community Center Advisory Committee, and Mr. Goddard, Facilities Director, requested more time to analyze the HVAC issues at the Community Center and return to the Selectmen’s Meeting in approximately four weeks with more detail and recommendations that will include cost information and scheduling implications. It was tentatively decided the Community Center Advisory Committee would return to the Selectmen’s Meeting on March 10. Ms. Mauger confirmed that the Committee will bring recommendations in terms of whether to phase or do as one project; staff will provide an analysis for phasing or delaying the move in and an update on the financial model of funding to the March 10 meeting. Sign Proclamation for International Mother Language Day – February 21, 2014 Mr. Zahin Ahmed, a sophomore at Lexington High School, came before the Selectmen to request st formal recognition of February 21 of every year as International Mother Language Day. He and his sister Noha Ahmed, who could not attend because she is studying at Tufts University, are both first generation Banglaeshi-Americans, who are multilingual, speaking three languages each, and who feel it is important to hold culture and language as defining factors of themselves. They feel the Mother Language Day would highlight the town’s unique interest in celebrating culture. They requested the Selectmen sign a proclamation that would formally recognize International Mother Language Day on February 21, 2014 in Lexington. Selectmen’s Meeting - February 3, 2014 Upon motion duly made and seconded, it was voted 4-0 to approve and sign a Proclamation recognizing February 21, 2014 as International Mother Language Day in the Town of Lexington. 2020 Vision Committee Report on Demographic Change Mr. Krupka, Chair of the Demographic Change Subcommittee of the 2020 Vision Committee, reported on the group’s recent study on the dramatic change in racial composition and substantial modification of the age profile that Lexington has been experiencing. The Subcommittee concluded an 18-month long study examining ways to foster greater participation of Asian residents in town and school committees in an effort to increase diversity, understanding and inclusion. They also investigated what barriers to civic participation exist and proposed a list of recommendations for the Town and its Asian organizations to help overcome the barriers. Mr. Krupka gave a presentation that included: background on Lexington’s Asian residents, the Subcommittee’s view on the importance of civic participation, barriers identified from 34 interviews of Asian residents, barriers that can be addressed and how to lower the barriers, recommendations for the Selectmen and other officials, recommendations for Chinese American Association of Lexington (CAAL) and Indian Americans of Lexington (IAL), other recommendations for the Town and recommendations for Parent Teacher Association/Parent Teacher Organization (PTA/PTO) Leaders. The recommendations for the Selectmen and other Officials who appoint committee members include: continuing to promote inclusion of Asian residents, strengthening communications with CAAL and IAL and modifying management of committees. The recommendations for CAAL and IAL include: encouraging participation in Town and school affairs and strengthening communications with Town and PTA/PTO Leaders. Other recommendations are: include representatives of the CAAL and IAL boards at the monthly coordination meetings with Police, Fire, Health and Human Services Departments, 2020 Vision Committee will monitor and report on demographic trends and civic participation of Asian residents and investigate experiences of other US communities with percentages of Asian residents larger than Lexington’s and with similar demographics, and ask the Town Clerk to add racial origin and country of origin to the annual census. Ms. Mauger recognized that CAAL plans a candidate’s night each year but IAL has not done one yet. Mr. Krupka would like to include that in recommendations to the IAL. Mr. Krupka suggests that one or two Selectmen be the liaison or contact person to these organizations. Upon motion duly made and seconded, it was voted 4-0 to accept the report of the 2020 Vision Subcommittee on Demographic Change and review the recommendations for potential action. FY2015 Budget Discussion Mr. Valente asked the Selectmen to consider the following capital projects: Selectmen’s Meeting – February 3, 2014  Cary Memorial Building Upgrades - $8.7 million;  Visitor’s Center Design - $220,000;  Center Streetscape Improvements Design - $600,000;  Massachusetts Avenue Intersection Design - $500,000 (pending State TIP funding);  Battle Green Streetscape Improvements Design - $90,000;  Hastings Park Gazebo Repairs - $120,000; and  Traffic Island Renovation - $83,000. Mr. Cohen received several calls about postponing the Cary Memorial Building project, and he does not want residents to have the impression that the Cary Memorial Building upgrades and the Community Center project cannot be done at the same time. It will need to be studied, but the Town may be able to do both. Mr. Valente stated it has more to do with not having the Cary Memorial Building and the Community Center available for meeting space. Mr. Manz is reluctant to put off the Cary Memorial Building project given the support it has received and how many people use the building. The Visitor Center program issue has not been resolved and has not yet been brought to the Selectmen prior to Town Meeting in order for the project to move forward. Mr. Valente wanted the Selectmen to know that the Center Streetscape construction costs would be in the $7 million range. The Mass. Avenue Intersection project is in the final phase of design. If it goes to construction the work cannot be done without approval from Transportation Improvement Project (TIP) through MassDOT which will not be known until March. The Battle Green Streetscape project is in final design and is part of the Streetscape project, but will be voted on separately because of Community Preservation Funds being used. When the project moves toward construction it will be managed as a single project. The Hastings Park Gazebo Repairs will repair the gazebo and also make it handicap accessible. Part of the project was to remove the utility lines, but we have not heard from NStar yet; Verizon costs would be modest. If the Town does not hear from NStar soon the project to remove the utility lines will be put off. The Traffic Island Renovation is at the intersection of Bedford and Hartwell Avenue and is part of improving one of the gateways into Lexington and branding the Hartwell Avenue corridor. The work would include improving the island. The Town is working with a landscape architect and draft plans are being reviewed with Hartwell Avenue businesses. Mr. Valente answered several questions asked by Mr. Kanter, member of the Capital Expenditures Committee: Selectmen’s Meeting – February 3, 2014 1.Mass. Avenue Intersection project will be at 100% design. 2.The Battle Green design will be at 25% design with the final in FY2016. 3.The normal process is to do 25 percent design, then hold public hearings before the 100% design is completed. Approve Patriots’ Day Events The Selectmen were asked to approve the following Patriots’ Day events and use of the Battle Green: 1.Approve a request of the Lexington Minute Men for Patriots Day Weekend: th a.To use the Battle Green on April 6 from 11:00 a.m. to 4:00 p.m. for the reenactment rehearsal (rain date April 12, 2014); th b.To use the Battle Green on April 19 for Parker’s Revenge from 10:00 a.m. to 11:30 a.m.; and c.To use the Battle Green on April 21, 2014 from 4:00 a.m. to 12:00 noon for the Reenactment (rain date April 26, 2014). th 2.Approve a request of the Lions Club for the 100 Annual Patriots’ Day 5-mile Road Race on Monday, April 21, 2014 with an awards ceremony on the Battle Green at the end of the race from approximately 11:15 a.m. 11:30 a.m. 3.Approve a request of the Town Celebrations Committee for the Patriots’ Day morning parade, ceremonies on the Battle Green and afternoon parade on Monday, April 21, 2014. 4.Approve a request of the Lexington Historical Society and the Lexington Minute Men for the reenactment of the arrival of Paul Revere and William Dawes on April 20 to 21, 2014. Upon motion duly made and seconded, it was voted 4-0 to approve the requests for the Patriots’ Day activities listed above, subject to working out the details with Town Departments. Approve Battle Green Regulation Mr. Cohen explained that the Policy Manual Committee revised the Battle Green Regulation working with the Police, Selectmen Manz and Pato. Mr. Kanter reviewed the revised Battle Green Regulation and provided some comments and suggested some minor corrections: 1.Should the “Battle Green” area be defined; 2.Should the regulation include language regarding it being a burial ground and whether games should be disallowed; 3.Should the language under “Disorderly conduct” make clear that the wording includes just examples; and 4.The definition section should be expanded to include “power flight”. Selectmen’s Meeting - February 3, 2014 Mr. Manz and Mr. Pato think the proposed Battle Green Regulation is ready for approval by the Selectmen. Mr. Kanter will be invited to the next Policy Manual Committee to discuss his comments. The Selectmen felt it was important to approve the proposed Battle Green Regulation at this meeting. They approved the minor corrections Mr. Kanter suggested. Upon motion duly made and seconded, it was voted 4-0 to approve the Battle Green Regulation proposed and approved by the Policy Manual Committee, with minor corrections as discussed. Consent Water and Sewer Commitments and Adjustments Upon motion duly made and seconded, it was voted 4-0 to approve the following commitments and adjustments: Adjustments to Water/Sewer as recommended by WSAB ($26,317.34) Commitment of Water/Sewer Charges section 3 $4,937,295.04 Commitment of Water/Sewer Charges Cycle 9 Nov 2013 $222,385.91 Commitment of Water/Sewer Charges Finals Nov 2013 $2,465.29 Approve One-Day Liquor License – St. Brigid Upon motion duly made and seconded, it was voted 4-0 to approve a one-day liquor license for St. Brigid Parish to serve beer and wine for Irish Night on Saturday, March 8, 2014, from 6:00 p.m. to 10:00 p.m. at St. Brigid, Keilty Hall, 2001 Mass. Avenue. Approve One-Day Liquor License – Arlington-Lexington Chapter of Hadassah Upon motion duly made and seconded, it was voted 4-0 to approve a one-day liquor license for the Arlington-Lexington Chapter of Hadassah to serve wine at a Benefit for the Heart Institute on Saturday, March 1, 2014, from 8:00 p.m. to 11:00 p.m. at the Depot, 13 Depot Square. Approve One-Day Liquor License – Mini-Luxe Upon motion duly made and seconded, it was voted 4-0 to approve a one-day liquor license for the Melanoma Foundation of New England to serve beer and wine at the “Manis for Melanoma” night out on Thursday, March 30, 2014, from 5:00 p.m. to 11:00 p.m. at Mini-Luxe, 1718 Massachusetts Avenue. Documents Presented 1.Letter from Noha and Zahin Ahmed with request for International Mother Language Day on st February 21 of every year. Dated January 2014. 2.Civic Participation by Asian Residents of Lexington: Experiences, Findings and Recommendations – Report of the Subcommittee on Demographic Change, dated February 3, 2014. Selectmen’s Meeting – February 3, 2014 Executive Session Upon motion duly made and seconded, it was voted 4-0 by roll call to go into Executive Session under Exemptions 3 and 6, to consider the purchase, exchange, lease or value of real property for an unidentified site, and pending litigation, 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 and litigating position of the Town. Upon motion duly made and seconded, it was voted 4-0 to adjourn at 8:45 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Summit Meeting 5 Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee February 12, 2014 A Summit was held on Wednesday, February 12, 2014, at 6:45 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Ms. Mauger, chair, Mr. Cohen, Mr. Manz, 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; Dr. Ash, Superintendent of Schools, Ms. Dunn, Assistant Superintendent; all members of the Appropriation Committee (AC) with the exception of Ms. Schonfeld, Mr. Cohen arrived at 7:25 p.m.; all members of the Capital Expenditures Committee (CEC) with the exception of Mr. Hurley. Approve Sale of Bonds Mr. Addelson reported that on February 5, 2014, the Town sold $22,811,000 of general obligation bonds. The bond issue was comprised of multiple purposes. Moody’s conducted a credit review of the Town in anticipation of this bond sale and affirmed the Town’s Aaa rating, the highest rating that can be obtained by a municipality. Thirteen bids were submitted for the bonds. The bids, based on a calculation of the true interest cost (TIC) which takes into consideration the amount of the issue, its term, coupon rates and any premium bid, ranged from a high of 1.768% to a low of 1.665%. The low bidder was Piper Jaffray. A component of the low bid was a premium of $3,420.070. Of the premium, $1,426,641, $1,631,467, $25,923, $89,844 and $246,195 of the premium are attributable to the General Fund, CPA Fund, Water Fund, Wastewater Fund, and exempt debt respectively. Upon motion duly made and seconded, it was voted 4-0 that we hereby determine, in accordance with G.L. c.70B, that the amount of the cost of the Estabrook School project authorized by votes of the Town passed on April 4, 2011 (Article 13(b)(i)), April 9, 2012 (Article 2) and January 24, 2012 (Question No. 2) not being paid by the school facilities grant is $28,643,758 and we hereby approve of the issuance of notes and bonds in such amount under said G.L. c.70B. It was further voted: that we hereby determine, in accordance with G.L. c.70B, that the amount of the cost of the high school roof repair project authorized by a vote of the Town passed on April 11, 2011 (Article 13(f)) not being paid by the school facilities grant is $638,453 and we hereby approve of the issuance of notes and bonds up to such amount under said G.L. c.70B. It was further voted: that the sale of the $22,811,000 General Obligation Municipal Purpose Loan of 2014 Bonds of the Town dated February 20, 2014 (the “Bonds”), to Piper Jaffray & Co. at the price of $26,231,070.36 is hereby approved and confirmed. The Bonds shall be payable on February 15 of the years and in the principal amounts and bear interest at the respective rates, as follows: Summit Meeting 5 – February 12, 2014 Interest Interest Year Amount Rate Year Amount Rate 2015 $2,836,000 4.00% 2020 $1,980,000 5.00% 2016 2,720,000 5.00 2021 1,970,000 4.00 2017 2,675,000 5.00 2022 1,960,000 5.00 2018 2,630,000 5.00 2023 1,740,000 5.00 2019 2,565,000 5.00 2024 1,735,000 5.00 It was further voted: that in connection with the marketing and sale of the Bonds, the preparation and distribution of a Notice of Sale and Preliminary Official Statement dated January 29, 2014, and a final Official Statement dated February 5, 2014 (the “Official Statement”), each in such form as may be approved by the Town Treasurer, be and hereby are ratified, confirmed, approved and adopted. It was further voted: that the Town Treasurer and the Board of Selectmen be, and hereby are, authorized to execute and deliver a continuing disclosure undertaking in compliance with SEC Rule 15c2-12 in such form as may be approved by bond counsel to the Town, which undertaking shall be incorporated by reference in the Bonds for the benefit of the holders of the Bonds from time to time. It was further voted: that we authorize and direct the Treasurer to establish post issuance federal tax compliance procedures in such form as the Treasurer and bond counsel deem sufficient, or if such procedures are currently in place, to review and update said procedures, in order to monitor and maintain the tax-exempt status of the Bonds. It was further voted: that each member of the Board of Selectmen, the Town Clerk and the Town Treasurer be and hereby are, authorized to take any and all such actions, and execute and deliver such certificates, receipts or other documents as may be determined by them, or any of them, to be necessary or convenient to carry into effect the provisions of the foregoing votes. Update on High School Modular Classroom Bid Dr. Ash, Superintendent, was pleased to announce that the bid the Town is going to accept is down $500,000 from the prior bid. He is pleased with the specifications of the project. With the reduction of $500,000 the bid is still a little more than $300,000 over the original projected amount. Mr. Goddard has been assured by the Town’s Finance Department and the Town Manager that there are sufficient funds to accept this bid and proceed on schedule to have the modulars ready for occupancy in mid August. Summit Meeting 5 – February 12, 2014 Update on Community Center Project Ms. Mauger reported that the Community Center Advisory Committee asked the Board to give them more time to have the engineers, consultants and architects give the committee a better analysis of cost. This will give the committee the information that they need to make a recommendation about going forward with a phased approach or a delayed occupancy where all the construction could be done at once. The committee will come back to the Board with a recommendation at the March 10, 2014 Selectmen’s meeting. Appropriation Committee – Individual Member Comments on FY15 Operating Budget Ms. Coppe, chair of the School Committee, responded to Mr. Neumeier’s question about whether surplus dollars from the School budget could be used to take away the fee for school buses. Ms. Coppe reported that the bus fee was reduced two years ago to $300 per rider and ridership has increased. There are issues with eliminating the bus fee, particularly the cost. Ms. Dunn, Assistant Superintendent, reported that the cost would start at approximately $827,000 and then about 10 questions would need to be answered to figure out how much money would have to be added to that. Mr. Alessandrini commented that the School Committee is also looking at bringing back foreign language classes and other academic programs that require funding. Ms. Steigerwald added that the feedback she has gotten from parents is the desire to reduce the course load from 5 to 4 classes for teachers at the high school and that would cost about a million dollars. With respect to OPEB liability, Mr. Bartenstein is concerned about whether or not, in the case of a fee based operation, one can have fees that are in addition to the documentable costs of the enterprise. He can follow up on this question with Mr. Addelson. Mr. Levine is interested in accelerating the process of bringing the replacement of trees up to speed. Ms. Mauger commented that the allocation was based on the recommendation of the tree committee, which came up with a program with the same goal that Mr. Levine has in mind. School Committee – Recommended FY15 School Department Operating Capital Budget Ms. Coppe reported that the School Committee voted the FY15 School Department Operating Capital Budget of $86,623,929 leaving an excess of $642,332. Town Manager and Board of Selectmen – Comments / Changes to Preliminary FY15 Municipal/Shared Expenses Operating Budget, Capital Budget, and Undesignated Revenues Mr. Valente reported that most of the changes were modest and just pointed out a few of the highlights. The Governor’s proposed state budget increases Lexington’s Local Aid by $754,000. As a result of staff review of Indirect Costs for Enterprise Funds Mr. Valente is proposing a net increase of $84,000 in Revenue. The Town recently sold about $22 million worth of bonds at Summit Meeting 5 – February 12, 2014 favorable rates with a large premium. And the Town’s preliminary water assessment and sewer assessment received from the MWRA is lower than what is reflected in the White Book. Mr. Addelson presented the details of proposed changes from FY15 White Book to FY15 Brown Book. The net changes in Operating budget, OPEB liability and Revenue are $34,141, $105,048, and $86,230 respectively. With respect to the Capital budget, there was a transfer of $100,000 from the Capital Projects/Debt Service Reserve/Building Renewal Stabilization Fund allocation to the Streets Set Aside for Shade Street traffic calming. Schedule for FY15 Recommended Budget 1.February 24: Selectmen vote the FY15 Recommended Budget and Financing Plan (Brown Book) 2.March 3: FY15 Recommended Budget and Financing Plan to Appropriation Committee, Capital Expenditures Committee and Town Meeting Members 3.Continue to respond to Questions from Appropriations Committee and Capital Expenditures Committee Documents Presented 1.Summit V Proposed Changes to FY2015 Preliminary Budget and Financing Plan Upon motion duly made and seconded, it was voted to adjourn at 8:05 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen’s Meeting February 24, 2014 A regular meeting of the Board of Selectmen was held on Monday, February 24, 2014, 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. Selectmen Concerns and Liaison Reports This meeting was Mr. Manz’s last meeting as a Selectman. Each of the Selectmen individually thanked Mr. Manz for his service over the last nine years as a Selectman. Mr. Manz thanked his past and current colleagues as he makes way for future Selectmen. He hopes that over the last nine years he has repaid at least a tiny bit of the debt he owes the Town. Mr. Manz showed a picture of a unique snowman that appeared on the Battle Green. Mr. Manz showed a centric graphic explaining snow budget numbers that was in the Lexington Minuteman. At the Massachusetts Municipal Association he attended an interesting seminar on centric reporting that helps you remember things quickly. Mr. Manz attended a Kidstock show in Battin Hall that was put on by a Recreation theatre vacation program. He expects that these kinds of programs will grow when the new Community Center opens. Grant of Locations NStar – Lowell Street Ms. Mauger opened the hearing at 7:10 p.m. Ms. Crosby, representing NStar, explained that the work was necessary to bring underground electric service to a new subdivision. Upon motion duly made and seconded, it was voted 5-0 to approve the petition of NStar Electric to construct, and a location for, a line of conduits and manholes with the necessary wires and cables therein to be located under the surface of Lowell Street easterly at Pole 58/91 approximately 350 feet south of Laconia Street to install 44 feet of conduit. The hearing was closed at 7:12 p.m. NStar – Robinson Road Ms. Mauger opened the hearing at 7:12 p.m. Ms. Crosby, representing NStar, explained the work was necessary to bring underground electric service to a new subdivision. Selectmen’s Meeting – February 24, 2014 Upon motion duly made and seconded, it was voted 5-0 to approve the petition of NStar Electric to construct, and a location for, a line of conduits and manholes with the necessary wires and cables therein to be located under the surface of Robinson Road westerly at Pole 161/13 approximately 375 feet north of Turning Mill Road to install 39 feet of conduit. The hearing was closed at 7:14 p.m. Request to Install Lights on the Fitzgerald Little League Field Mr. Cataldo is spearheading a private group to raise money to install lights on the Fitzgerald Little League Field and gift them to the Town. He has met with the Recreation Committee on multiple occasions to discuss lighting a little league field and they unanimously endorsed the construction and erection of lights on the Fitzgerald Little League Field located on Park Drive at the Center Recreation Complex using a defined Musco lighting system, which is current technology that reduces spillover. Operation of the lights will be managed by the Recreation Department and users will be charged a fee to offset the operating costs. Ms. Simmons said it would be a public/private partnership where the group raises the funds and builds the lighting system and then gives the lighting system to the Town. Mr. Pato asked about the process to get the lights installed. Ms. Simmons stated that the Recreation Committee will reach out to the neighbors for feedback, Mr. Cataldo will need to obtain all the necessary permits from Conservation, Zoning, Electrical, Building, etc. The Selectmen appreciated Mr. Cataldo’s generous offer and have no objections to proceeding through the permitting process. Proposed Changes to Lexpress Routes Ms. Rebecchi, Transportation Coordinator reviewed the proposed route changes for Lexpress Routes 1, 2, 3, and 4. The changes would accommodate the future opening of the Community Center, improve on time performance by reducing headway time to twenty-five minutes or less, reduce the amount of time residents are riding the bus to arrive at popular destinations and increase ridership on underperforming routes. The public will have several opportunities to comment on the proposed route changes before the map and schedule are finalized for FY2015 at meetings scheduled for March 10, March 18, and April 7. Asked if delaying the opening of the Community Center would affect the Lexpress routes, Ms. Rebecchi responded that if there is a delay in opening the bus would just not stop there. Selectmen’s Meeting – February 24, 2014 Article Presentation – Citizen Article on Public Transportation in Lexington Mr. Afshartous submitted a citizen article for the 2014 Annual Town Meeting to approve a resolution to request improvements to public transportation. He has spoken to Arlington, Belmont, Veteran’s Administration Hospital in Bedford and Middlesex Community College, who all would like to see if better service could be provided. He has also gathered data that he will review with Ms. Rebecchi. Mr. Afshartous would like to find a way for all of these groups and others to work together to improve service. Mr. Levy, Co-Chair of the Transportation Advisory Committee (TAC), commends the tireless work of Mr. Afshartous. TAC has reviewed the article and cautions against asking MBTA for changes. MBTA bases the routes on ridership and Lexington’s routes are not at the top and would not be a candidate for extended service. The Town needs to be clear on what their transportation priorities are. Mr. Afshartous will work with Mr. Cohen on a motion that will request the Selectmen to look into the possibility of expanding service. If the article passes at Town Meeting then the Selectmen can ask other communities if they would be interested in expanding service. Have to realize that something may be taken away to get the expanded service. Sustainable Lexington Update on RFQ for Solar Panels Mr. Voss, member of the Sustainable Lexington Committee, Solar Task Force, presented an update on their request to issue Request for Qualifications (RFQ) for solar panels. They are requesting that the Selectmen support issuance of the RFQ as soon as final DOER sign off is obtained. The Task Force developed two RFQs; one to assess the solar potential of municipal buildings and the second to evaluate the Hartwell Avenue composting site. The RFQ is a tool to gather information to assist in the firming up of the solar proposal and does not bind the Town in any way. The RFQ has been reviewed and approved by the Town Manager, Town Counsel and the Department of Energy Resources (DOER). The RFQ process will identify a short list of solar developers that the Town can then engage to firm the scope, economic and technical assumptions critical to the solar proposal. If the Selectmen approve the issuance of the RFQ, the Town Manager will issue the RFQ for publication and advertisement. A Town team would be formed to do site visits, receive RFQ responses, and do vendor interviews and developer selection in April of 2014. A recommendation would be made to the Town and School Committee in May; a decision and contract executed in June 2014 and construction completed by August 2014. Mr. Kelley asked how the value of the electricity would change over the 20 years. Selectmen’s Meeting – February 24, 2014 Mr. Voss stated that the 6-9 cents/kilowatt hour Lexington would expect is the gap between what the Town would pay the Purchase Power Agreement (PPA) provider and the net metering rate NStar provides. What would change is the greater price the Purchase Power Agreement (PPA) would provide which the Solar Task Force would like to have fixed as a flat amount. There is no indication that the amount would do anything but escalate in the future because it is related to transmission and distribution of charges. Mr. Kelley has concerns about locking in the kilowatt per hour price over the 20 year life of the Town’s agreement. He also asked where the capital costs come from. Money to finance the solar project would come from private fundraising by the developer who may also receive incentives from the government. Funds do not come from NStar or the energy efficiency pool. Mr. Kelley had concerns about the building roofs over the 20 years the solar panels would be there and what would happen if repairs were needed on any of the roofs and what are the Town’s risks and is there any protections. Mr. Voss responded that during the RFQ process Mr. Kelley’s questions would be answered; specifically what happens at end of life to the infrastructure and how does the contractor handle those issues and is there a cost to the Town. Mr. Kelley was concerned about the solar panels taking away the current and future value of the recycling compost facility. He wanted to make sure DPW was involved in vetting the options. Mr. Voss stated the Solar Task Force has spoken to DPW who is interested in assessing the information gathered from the RFQ so they can assess the economics of solar on Hartwell Avenue Compost Facility site versus alternatives. Mr. Pato suggested that is the reason for the RFP, to obtain to help understand the benefits and tradeoffs based on what could be put there for solar panel array versus compost use. Mr. Voss explained the reason to do an RFQ versus an RFP is that an RFQ asks vendors to demonstrate their qualifications. If there is a qualified vendor then you can discuss scope and price and take the time to assess the viability of different ways to proceed, which is an advantage with RFQ. Ms. Sweet, Cadmus, added that the RFQ procurement pathway allows the Town to assess the cost premium of different cost measures to protect against risks. Mr. Voss has discussed using School Buildings for solar panels, along with Task Force members who are liaisons to the Appropriation Committee, Capital Expenditures Committee and Energy Conservation Committee. They support the efforts and initiatives to reduce energy costs and they ask that the Solar Task Force continue and will wait to hear the results of the RFQ before approving installation of solar panels on the school roofs. Selectmen’s Meeting – February 24, 2014 The Solar Task Force will discuss the installation of solar panels with all stakeholders once the qualifications have been received. That will include the Conservation Commission and the Department of Environmental Protection (DEP). Mr. Voss stated that the RFQ highlights that the Hartwell Avenue landfill has been capped. Asked if the RFQ included the Public Facilities Roof Top Program analysis, Mr. Voss responded that the RFQ lists all the school and municipal buildings and their estimated roof life. The selected contractor would access each roof during the pricing and scope negotiations. Ms. Sweet added that there are mandatory terms in the RFQ that state the developer selected is required to certify with roof membrane warranty provider that any work done on the roof does not disrupt the roof warranty. Mr. Kanter, Capital Expenditures Committee, Precinct 7 Town Meeting Member, would like to make sure language in the RFQ is unambiguous for municipal and school purposes. He also suggested that additional land be set aside in the area of the current firing range at the landfill site. The range is in need of improvements and additional space. He also asked whether the buildings being considered for solar are in the Historic Districts Commission purview. Ms. Mauger reminded the Solar Task Force that the Selectmen have no jurisdiction over the Conservation Commission, School Committee and Historic Districts Commission and that they will have to contact each of them to get their approval prior to installing any solar panels. At the request of Ms. Mauger, the Sustainable Lexington Committee will do an analysis on the environmental issues and the tradeoffs between a compost facility and other options for the site, including solar panels. The Selectmen will need to understand the Sustainable Lexington Committee view and the staffs recommendation on the use of the Hartwell Avenue site. Upon motion duly made and seconded, it was voted 4-1 (Mr. Kelley opposed pending additional information) to support the issuance of the Municipal Building and Composting Facility RFQs as soon as the final DOER sign-off is obtained. Sustainable Lexington Overview of Progress on the Climate Action Plan Mr. Sandeen, Chair of the Sustainable Lexington Committee, presented an overview of the progress on the Climate Action Plan. The Climate Action Plan includes: developing greener historic building guidelines and implementing benchmarking and energy reporting; exploring municipal aggregation to make Selectmen’s Meeting – February 24, 2014 cleaner and lower cost power and enhancing grid reliability and resilience; addressing flooding and water quality/supply interruptions; deciding on energy, buildings, infrastructure, public health and safety and incorporating emission reductions and resilience into formal planning; and community engagement of all stakeholders and Town staff. The highest priorities are: buildings and energy which are responsible for most of our emissions; and electricity and water infrastructure which is Lexington’s most vulnerable. He reviewed the current status of the Better Building Program, Solar Task Force, Solaraize Lexington and developing a Climate Action Plan. He reviewed the next steps for better buildings, water and energy. To achieve the Climate Action Plan goals, the Town needs to make decisions on: energy, buildings and infrastructure; public health and safety; and appropriate tools and methods to use. The Sustainable Lexington Committee will be working with the Historic Districts Commission to develop guidelines for greening homes. Recommendations include: forming a Municipal Aggregation Task Force to explore potential for cleaner and lower cost power; forming a Water Task Force to explore reciprocal water supply agreements and review and update storm water design standards; support Better Buildings initiatives for greening historic buildings and benchmarking and energy reporting; incorporate best practices in Town decisions for social cost of carbon and total life cycle analysis and early engagement; and consider creating a Sustainability Director position. The Selectmen agreed that Mr. Sandeen provided a lot of information to digest and prioritize. They asked the Sustainable Lexington Committee to return to the Selectmen with specific recommendations. It was also suggested that the Committee needs to discuss with the Historic Districts Commission their next steps for Better Buildings before the Selectmen can discuss again. The Sustainable Lexington Committee feels now would be a good time to try and engage NStar to discuss Energy options. FY2015 Final Recommended Budget Presentation Mr. Addelson reviewed the FY2015 Proposed Operating and Capital Budget. Once approved by the Selectmen, these amounts will become the basis for the FY2015 Recommended Budget, which will be forwarded to the financial committees and Town Meeting Members on March 3. The proposed changes were reviewed at Summit 5 and reflect moving certain budget items to the “correct” line item or other adjustments in the capital budget funding plan. The changes include: Selectmen’s Meeting – February 24, 2014 OPERATING BUDGET CHANGE COMMENT Education – 1100 Lexington ($329,421) Reflects budget voted by the School Committee Public Schools on 2/11/14. Education – 1200 Regional $17,248 Updated Minuteman assessment. Schools Shared – 2130 Employee $345,451 Increase to cover benefits costs for new positions Benefits in LPS budget. Shared – 2150 Workers $863 Increase to cover benefits costs for new positions Compensation in LPS budget. Shared – 2400 Facilities ($35,000) Transfer of funds for timekeeping software Expenses upgrade to Information Technology budget. Municipal – 8600 IT Expenses $35,000 Increase to cover costs of timekeeping software upgrade. Net Change – Operating $34,141 Budget REVENUE CHANGE COMMENT Tax Levy $22,694 Corrected FY2014 base results in revised FY2015 estimate. Enterprise Receipts ($52,564) Updated figure based on updated Indirect Cost Analysis. Decrease funded through reduction in allocation to CP/DSR/BR Stabilization Fund. Avalon Bay School $1,890 Update of remaining balance in this Stabilization Enrollment Stabilization Fund Fund to be appropriated under Article 4 to support the FY2015 Public Schools’ budget. Net Change – Revenue ($27,981) CAPITAL BUDGET CHANGE COMMENT Streets Improvement Program $100,000 Transfer from the Capital Projects/Debt Service Reserve/Building Renewal Stabilization Fund allocation to the Streets Set Aside for Shade Street traffic calming. Cary Memorial Building $200,800 90% design documents completed and submitted Upgrades to cost estimator, so project cost may be revised from what shown in White Book. Allocated to Capital ($162,125) Reduction due to transfer of $100,000 to Street Projects/Debt Service Improvements Program budget and the reduction Reserve/Building Renewal in the amount of unused LPS revenue allocation Stabilization Fund added to the Fund. Open budget issues include:  Potential funding for the Fire Station Headquarters Replacement Design. Staff is working on sites and will not be ready for the Annual Town Meeting. The item will remain in the Brown Book. Motion will be indefinitely postponed. Selectmen’s Meeting – February 24, 2014  Revised estimate for the Community Center renovations will be presented to the Selectmen on March 10. The Brown Book will include dollar amounts for furniture, fixtures and equipment; the community Preservation Act article amount will be determined later.  Supplemental funding of $495,000 for the High School modular classrooms.  Agreement on project scope for Visitors’ Center project.  Agreement on the recommended funding of $5,632,584 to the Debt Service/Capital Projects/Building Renewal Stabilization Fund. Mr. Kanter, Capital Expenditures Committee, asked why the supplemental $495,000 funding for the High School modular classroom project could not be deferred until a fall Special Town Meeting so that the real cost is known and would help with the award and completion of Phase 2. Mr. Valente responded that the recommendation is to ask for $495,000 now rather than wait for a Special Town Meeting since it is a small dollar amount and will be available to prevent delay in completing the project. Mr. Kanter asked about the Visitor Center project which he feels should not be recommended without an agreed project scope. Mr. Kanter suggested that there should be a line item for funding a Feasibility Study for the Maria Hastings School Renovation/Replacement. Upon motion duly made and seconded, it was voted 5-0 to approve the FY2015 Recommended Budget and Financing Plan as proposed and as amended. Busa Land-Withdrawal from Registration System Mr. Valente explained that in preparing the documentation for placing a conservation deed restriction on the Busa property it was discovered that the prior owner placed this parcel into registered land status, which makes it more complicated for the Town to create the deed restriction on the property. Town Counsel has recommended that the Town remove this property from registered land status, which requires the Selectmen to file two documents with the Land Court. Upon motion duly made and seconded, it was voted 5-0 to approve and sign the Complaint for Voluntary Withdrawal of Land from the Registration System under M.G.L. c. 185 §52 and the Notice of Voluntary Withdrawal from the Registration System. Committee Appointment – Housing Partnership Board Upon motion duly made and seconded, it was voted 5-0 to appoint Erica Endyke to the Housing Partnership Board to fill the unexpired term of Iris Wheaton until September 30, 2015. Selectmen’s Meeting – February 24, 2014 Committee Resignations Energy Conservation Committee Upon motion duly made and seconded, it was voted 5-0 to accept the resignations of Tom Griffiths and Steve Kropper from the Energy Conservation Committee, effective immediately. Policy Manual Committee Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Robert Kent from the Policy Manual Committee, effective immediately. Sustainable Lexington Committee Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Sarah Wilson from the Sustainable Lexington Committee, effective immediately. Approve Name and d/b/a Change for Limousine License – LexCoach Limousine Service LLC Regal Limousine submitted the necessary paperwork requesting a change of its Corporate Name to LexCoach Limousine Service LLC and to change the d/b/a to LexCoach Limousine. Upon motion duly made and seconded, it was voted 5-0 to approve the application for a change of Corporate Name and d/b/a and issue one Limousine License to LexCoach Limousine Service LLC, d/b/a LexCoach Limousine, 77 Emerson Gardens Road. Consent Approve Water and Sewer Commitments and Adjustments Upon motion duly made and seconded, it was voted 5-0 to approve the following adjustments of water and sewer charges as recommended by the Water and Sewer Abatement Board in the amount of ($143,881.57). Release Executive Session Minutes of July 10, 2006 and October 30, 2006 Upon motion duly made and seconded, it was voted 5-0 to approve releasing the executive session minutes from July 10, 2006 and October 30, 2006 for Town Counsel to use in response to a public records request. Approve One-Day Liquor License – Temple Emunah Upon motion duly made and seconded, it was voted 5-0 to approve a one-day liquor license for Temple Emunah, Inc. to serve beer and wine for a Casino Night Fundraiser on Saturday, March 8, 2014, from 8:00 p.m. to 11:30 p.m. at Temple Emunah, 9 Piper Road. Selectmen’s Meeting – February 24, 2014 Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call to go into Executive Session to discuss strategy with respect to collective bargaining related to the Lexington Municipal Management Association 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 5-0 to adjourn at 9:31 p.m. A true record; Attest: Lynne A. Pease Executive Clerk