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Home My WebLink About2014-06-09-BOS-packet-releasedHearing Assistance Devices Available on Request All agenda times and the order of items are approximate and subject to change. SELECTMEN’S MEETING Monday, June 9, 2014 Selectmen Meeting Room 6:30 p.m. AGENDA 6:30 p.m. EXECUTIVE SESSION (30 min.) 1. Exemption 6: Purchase, exchange, lease or value of real property – 430 Concord Avenue 7:00 p.m. PUBLIC COMMENTS (10 min.) 7:10 p.m. SELECTMEN CONCERNS AND LIAISON REPORTS (5 min.) 7:15 p.m. TOWN MANAGER REPORT (5 min.) 7:20 p.m. ITEMS FOR INDIVIDUAL CONSIDERATION 1. Article Positions (40 min.) a. Article 2 – Amend Zoning Bylaw – 430 Concord Avenue i. Artis Presentation (15 min.) ii. Artis Memorandum of Understanding b. Article 3 – Land Acquisition – Off Concord Avenue c. Article 4 – Authorize Easement on Land at 430 Concord Avenue d. Article 10 – Amend Article 5 of November 4, 2013 Special Town Meeting, Renovation to Community Center – Project Update 2. Continued Discussion - Solar on Municipal and School Buildings (20 min.) 3. Liquor – Change of Manager – Margaritas (5 min.) 4. Appointments/Reappointments (5 min.) a. Town Celebrations Committee b. Executive Clerk c. Keeper of the Lockup 5. Approve and Sign Gold Award Letter - Naomi Wharton (5 min.) 6. Discuss Town Manager Evaluation Process (5 min.) 8:40 p.m. CONSENT AGENDA (5 min.) 1. Approve Tax Bill Insert – Citizens Academy Information 2. Approve Use of the Battle Green – Flag Day 3. Approve Use of the Battle Green – This Old House 8:45 p.m. ADJOURN The next meeting of the Board of Selectmen is tentatively scheduled for Monday, June 16, 2014 at 6:00 p.m. in the Selectmen’s Meeting Room, 1625 Massachusetts Avenue. AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: 6/9/14 STAFF: Lynne Pease ITEM NUMBER: I.1 SUBJECT: Article Positions EXECUTIVE SUMMARY: You need to take positions on the following Articles: Article 2 – Amend Zoning Bylaw – 430 Concord Avenue Article 3 – Land Acquisition – Off Concord Avenue Article 4 – Authorize Easement on Land at 430 concord Avenue Article 10 – Amend Article 5 of November 4, 2013 Special Town Meeting, Renovation to Community Center For Article 2 - Representatives from Artis will be at your meeting to give a brief presentation on their proposed plans for 430 Concord Avenue. There will also be a discussion about the draft Memorandum of Understanding (MOU). If the draft MOU is not in this packet we have not received it yet and it will be emailed to you over the weekend. For Article 10 - You will receive a project update from the Community Center Advisory Committee. See attached recommended appropriation increase. Attached is a list of the articles that includes the articles you have taken a position on and those that have been indefinitely postponed. FINANCIAL IMPACT: RECOMMENDATION / SUGGESTED MOTION: STAFF FOLLOW-UP: Selectmen’s Office ARTICLE POSITIONS JUNE 16, 2014 SPECIAL TOWN MEETING ARTICLE SPECIAL TOWN MEETING PRESENTATION DM PK NC JP MC AC CEC SC Article 2 Amend Zoning Bylaw – 430 Concord Avenue Article 3 Land Acquisition – Off Concord Avenue Article 4 Authorize Easement on Land at 430 Concord Avenue Article 5 School Master Plan $250,000 Yes Yes Yes Yes Yes Article 6 Amend General Bylaws – Contracts and Deeds Yes Yes Yes Yes Yes Article 7 Amend General Bylaws Regarding Reporting Period for Town Counsel’s Annual Report Yes Yes Yes Yes Yes Article 8 Establish and Appropriate to and from Specified Stabilization Funds IP Article 9 Amend FY2014 Operating and Enterprise Budgets IP Article 10 Amend Article 5 of November 4, 2013 Special Town Meeting, Renovation to Community Center Article 11 Amend Article 2 of the March 24, 2014 Special Town Meeting, Cary Memorial Building Upgrades IP Article 12 Appropriate for Authorized Capital Improvements IP Lexington Community Center Total Project Updated June 6, 2014STM 11/4/13STM 3/24/14Hard CostsDirect Cost Subtotal$1,765,000$3,675,000 $4,604,000Direct Cost Markups and ContingenciesGeneral Conditions, General Requirements, Insurance & Fee23.2% $409,000 23.2%$853,00023.2%$1,068,000Price and Design Contingency 18% $326,000 12.5%$459,000 $100,000Bidding Contingency$86,000Value Engineering-$450,000Estimated Construction Cost $2,500,000$4,987,000 $5,408,000 Construction Change Order Contingency 7.5% $187,000 5.0%$249,0005.0%$270,000Total Estimated Construction Contract$2,687,000$5,236,000 $5,678,000Soft CostsA&E Design Development & Construction Documents6.5% $162,000 7.0%$349,0007.0%$379,000A&E Bidding & Construction Administration 2.5% $62,000 2.5%$125,0002.5%$135,000FF&E$75,000$125,000 $125,000Transition Costs$0$50,000 $50,000Consultants (legal, testing) $10,000$10,000 $10,000Commissioning $15,000$50,000 $50,000Total Estimated Soft Cost for Phase 1$324,000$709,000 $749,000Hard Cost + Soft Cost$3,011,000$5,945,000 $6,427,000Project Contingency3.0% $88,000 3.0%$175,0003.0%$193,000$3,099,000$6,120,000 $6,620,000Other ConsiderationsSidewalk Design $20,000$20,000 $20,000Additional Fees (Constructability & Carriage House Evaluation) $50,000$80,000 $80,000Total Project Cost$3,169,000$6,220,000 $6,720,000 Recommended Appropriation Increase = $500,000AhCCAC May 28, 2014 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: 6/9/14 STAFF: Lynne Pease ITEM NUMBER: I.2 SUBJECT: Continued Discussion - Solar on Municipal and School Buildings EXECUTIVE SUMMARY: The Sustainable Lexington Committee members, Public Facilities staff, Ameresco Representatives and Cadmus Representatives will provide information requested at the May 19 meeting. See attached presentation and proposed solar layout on six buildings FINANCIAL IMPACT: RECOMMENDATION / SUGGESTED MOTION: STAFF FOLLOW-UP: Selectmen’s Office 1 Lynne Pease From:Mark Sandeen <mark.sandeen@sustainablelexington.org> Sent:Friday, June 06, 2014 11:21 AM To:Lynne Pease Cc:Deborah Mauger; Joe Pato (Lexington Selectman); Carl Valente; Dan Voss; Shawn Newell Subject:Solar Task Force Material for Board of Selectmen Packages Attachments:Solar Update - Board of Selectmen 6-9-2014.pptx Lynne, I've attached a copy of the slides we will be presenting at the Selectmen's meeting on Monday. I expect that the presentation will take about 10 minutes and then perhaps another 10 minutes to answer any questions the Board may have. Both Shawn Newell and I will be presenting different sections of the presentation. The Solar Task Force will be asking for the Board of Selectmen's support in moving to the next phase of the process, which includes having Ameresco apply for interconnection service agreements with NSTAR. NSTAR's approval process is currently one of two long poles in the tent from a schedule perspective and can take 30 to 60 days before they issue their approval. We will also be asking for the Board's support for Town staff and Town Counsel to move forward with contract negotiations between our vendor and the Town. We will be presenting preliminary financial expectations for the project, based on the current proposed scope after reviewing the structural analysis results, the preliminary power purchase agreement rate proposed by our vendor (provided two weeks ago), and our expected costs for managing our roofs, consistent with the Town's master plan for managing our roofs. These preliminary financial numbers and assumptions have been reviewed by both DPF staff and Rob Addleson and have been revised to reflect their recommendations for assumptions. We will anticipate reviewing the project financials with a few members of the Appropriation and Capital Expenditures Committees in the coming weeks. I will send via a separate email – a copy of the proposed PV system layouts for the proposed rooftops based on the structural and shading analysis conducted by our vendor – for your background information only. We do not intend to present this material, but thought the layouts might be helpful as background information. Please let me know if you have any questions, Mark Sandeen Solar Task Force UpdateBoard of SelectmenJune 9, 2014 Sustainable Lexington Committee PresentationRooftop Solar Update• We are requesting the Board of Selectmen’s support for moving to the next stage of the rooftop solar process–Submitting Interconnection Service Applications –Beginning Power Purchase Agreement negotiations with our selected vendor2 Sustainable Lexington Committee PresentationRooftop Solar Update• Buildings–Current Size 1.1 MW over 6 buildings• Economics–Returns range from $2.3 million to $6.6 million• Approvals StatusSchool Committee HDC Review– DPF Structural & Operational Review – Finance Review3 Sustainable Lexington Committee PresentationDPF Assesmentof Solar Equipment on Town Buildings• Structural –DPF is comfortable that analysis of roof capacity remaining from the 8thedition building codes is appropriate. The Town’s Building Commissioner will need to approve Ameresco’sstructural analysis and computations.–Wind Capacity: Design to withstand 105 mph wind is acceptable. Town’s Insurance Company will not require addition premiums.4 Sustainable Lexington Committee PresentationDPF Assesmentof Solar Equipment on Town Buildings• Operational Impact: –Solar Equipment will potentially need to be moved for roof repairs. Ameresco’s estimates for labor and loss in power revenue have been included in the return analysis.5 Sustainable Lexington Committee PresentationDPF Assesmentof Solar Equipment on Town Buildings• CAPITAL MASTER PLANS:–The roofing replacement master plan assumes EDPM Roof Replacements after 20 years, with the goal of achieving a 25 year life cycle. Impact of installed equipment on roof membranes is not known, but it is expected that there will not be a reduction in roof life, and will perhaps protect the roof6 Sustainable Lexington Committee PresentationRooftop Solar Net Benefit7 Sustainable Lexington Committee PresentationRooftop Solar Net Benefit8 Sustainable Lexington Committee PresentationRooftop Solar Next Steps• We are requesting the Board of Selectmen’s support for moving to next stage of rooftop solar process– Submitting Interconnection Service Applications – Beginning Power Purchase Agreement negotiations with our selected vendor• We will report back for agreement approval after financial & legal review has been completed. 9 Sustainable Lexington Committee PresentationBackup Slides10 Sustainable Lexington Committee PresentationSolar Agreement Overview• Ameresco will install, own, operate, & maintain PV solar energy systems on Town buildings all at no upfront cost to Town• Lexington will purchase all electricity generated at a negotiated 20 year rate • Our rate for solar energy will be less than the utility’s electricity rate, creating savings for the Town.11 Sustainable Lexington Committee PresentationSolar Project Overview• Proposed rooftop solar scope– Based on latest structural analysis12 Sustainable Lexington Committee PresentationAnnual Benefit with R&R Costs13 Sustainable Lexington Committee PresentationHadley Building Electricity - Today14Existing(kWh)$ Bill PaymentNew$ Net Meter Credit~ 22 cents/kWh(Solar kWh)$ PPA 8-12 cents/kWhTown Solar – Proposed Transaction Sustainable Lexington Committee Presentation15 Sustainable Lexington Committee PresentationNet Meter Credits• Electricity (kWh) x Rate ($/kWh) = NMC ($)– Retail rate based host’s rate class– 100,000 kWh x $0.221 / kWh = $22,100 credit• Host can allocate credits to different accounts• Generation in one location can offset electricity costs in other locations• No limit to number of accounts that can receive credits16 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: 6/9/14 STAFF: Lynne Pease ITEM NUMBER: I.3 SUBJECT: Liquor License – Change of Manager -Margaritas, 438 Bedford Street EXECUTIVE SUMMARY: I have received all the necessary paperwork to request your approval on a change of manager for Lexington Mexican Restaurant Group, Inc., d/b/a Tio Juans Margaritas Mexican Restaurant, located at 438 Bedford Street. FINANCIAL IMPACT: RECOMMENDATION / SUGGESTED MOTION: Motion to approve the application for a change of manager of the all alcohol restaurant liquor license for Lexington Mexican Restaurant Group, Inc., b/a/a Tio Juans Margaritas Mexican Restaurant, located at 438 Bedford Street, subject to receiving proof of alcohol awareness training. STAFF FOLLOW-UP: Selectmen’s Office FORM 43 MUST BE SIGNED BY LOCAL LICENSING AUTHORITY The Commonwealth of Massachusetts Alcoholic Beverages Control Commission 239 Causeway Street Boston, MA 02114 www.mass.gov/abcc For Reconsideration ABCC License Number City/Town Local Approval Date TRANSACTION TYPE (Please check all relevant transactions): New License Cordials/Liqueurs Permit Transfer of License Issuance of Stock Alteration of Licensed Premises Change of Location New Stockholder Management/Operating Agreement 6-Day to 7-Day License Change of Manager New Officer/Director Change Corporate Name Change of License Type Seasonal to Annual Wine & Malt to All Alcohol Pledge of License Pledge of Stock Transfer of Stock Other Name of Licensee ManagerD/B/A EIN of Licensee ZIP CODESTATECITY/TOWN:ADDRESS: Annual or Seasonal Category:(All Alcohol- Wine & Malt Wine, Malt & Cordials) Type:(Restaurant, Club, Package Store, General On Premises, Etc.) Complete Description of Licensed Premises: Application Filed: Date & Time Advertised: Date & Attach Publication Abutters Notified:Yes No Licensee Contact Person for Transaction Phone: Remarks: ZIP CODESTATECITY/TOWN:ADDRESS: The Local Licensing Authorities By: Alcoholic Beverages Control Commission Ralph Sacramone Executive Director ABCC Remarks: 061200034 Town of Lexington 06/09/2014 Lexington Mexican Restaurant Group, Inc. Gregory YeagerTio Juans Margaritas Mexican Restaurant 26-3038283 02420MALexington438 Bedford Street Annual All Alcohol Restaurant One floor building with dining room and lounge. Liquor stored behind bar and in locked storage room. Seating capacity 188. Front and rear exits. Jun 2, 2013 NA Mario Mancini 603-430-8905 ext. 111 Request change of manager from Tina Sibley to Gregory Yeager. 03801NHPortsmouth200 Griffin Road, Suite 1 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: 6/9/14 STAFF: Lynne Pease ITEM NUMBER: I.4 SUBJECT: Reappointments/Appointment to Town Celebrations Committee, Executive Clerk and Keeper of the Lockup EXECUTIVE SUMMARY: The Town Celebration Committee has requested that Robert Tracey and Sondra Lucente be reappointed to the Town Celebrations Committee. They have also requested that Lorain Marquis be moved from the subcommittee and appointed to the full committee. For the Town Celebrations Subcommittee, they have requested that William Mix, Carol Flynn, Cerise Jalelian, Dave Taylor, Geetha Padaki, Karen Gaughan, Kimberly Coburn, Paul Jenkins, Tayna Morrisett and Wayne Miller be reappointed to the Subcommittee. Also Julie Miller’s term on the full committee expires the end of June and they requested she be appointed to the subcommittee. The term of the Selectmen’s Executive Clerk expires June 30, 2014. The Keeper of the Lockup also expires June 30, 2014. See attached information. FINANCIAL IMPACT: RECOMMENDATION / SUGGESTED MOTION: Motion to reappoint Robert Tracey and Sondra Lucente to the Town Celebrations Committee for 3-year terms to expire June 30, 2017. Motion to appoint Lorain Marquis to the Town Celebrations Committee for a 3-year term to expire June30, 2017. Motion to reappoint William Mix, Carol Flynn, Cerise Jalelian, Dave Taylor, Geetha Padaki, Karen Gaughan, Kimberly Coburn, Paul Jenkins, Tanya Morrisett and Wayne Miller to the Town Celebrations Subcommittee for 1-year terms to expire June 30, 2015. Motion to appoint Julie Miller to the Town Celebrations Committee for a 1-year term to expire June 30, 2015. Motion to reappoint Lynne Pease as the Selectmen’s Executive Clerk for a 1-year term to expire June 30, 2015. Motion to reappoint Mark Corr as Keeper of the Lockup for a 1-year term to expire June 30, 2015. STAFF FOLLOW-UP: Selectmen’s Office AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: 6/9/14 STAFF: Lynne Pease ITEM NUMBER: I.5 SUBJECT: Approve and Sign Girl Scout Gold Award Letter for Naomi Wharton EXECUTIVE SUMMARY: You are being asked to sign a letter of commendation for Girl Scout Gold Award recipient Naomi Wharton. See attached proposed gold award letter. FINANCIAL IMPACT: RECOMMENDATION / SUGGESTED MOTION: Motion to send a letter of commendation to Naomi Wharton congratulating her on attaining the highest rank in Girl Scouting, the Gold Award. STAFF FOLLOW-UP: Selectmen’s Office June 9, 2014 Naomi Wharton Troop 71667 5 Bryant Rd Lexington, MA 02420 Dear Naomi, Congratulations on earning the Girl Scout Gold Award. We know that the path has not always been easy and we understand that this represents a major milestone in your life. Your Gold Award project was an excellent one which will be of lasting value. Not only did you help certify vernal pools, but you conducted an education campaign to spread what you have learned to a much wider audience. The Board of Selectmen salutes you and wishes you good fortune in your future endeavors. Sincerely, Deborah N. Mauger, Chairman Peter C.J. Kelley Norman P. Cohen Joseph N. Pato Michelle L. Ciccolo AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: 6/9/14 STAFF: Lynne Pease ITEM NUMBER: I.6 SUBJECT: Discuss Town Manager Evaluation Process EXECUTIVE SUMMARY: Ms. Mauger will describe the process that was used previously and discuss how the Board wishes to proceed. FINANCIAL IMPACT: RECOMMENDATION / SUGGESTED MOTION: STAFF FOLLOW-UP: Selectmen’s Office AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: 6/9/14 STAFF: Lynne Pease ITEM NUMBER: C.1-3 SUBJECT: Consent EXECUTIVE SUMMARY: 1. Approve inserting information regarding the next Citizens Academy in the next Tax Bill. 2. Approve the request of the Lexington Elks to use the Battle Green on Thursday, June 12, 2014, at 7:00 p.m. for the annual Flag Day Ceremony. The Elks hope that the Selectmen can participate in the ceremony. 3. Approve the request of the “This Old House” show to use the Battle Green for a couple of hours on one of the following days: June 12, 16, 23 or 25 to tape portions of their show about the history of the Battle Green. See attached information. FINANCIAL IMPACT: RECOMMENDATION / SUGGESTED MOTION: Motion to approve the Consent Agenda. STAFF FOLLOW-UP: Selectmen’s Office The 2014 Lexington Citizens’ Academy starts in September! Engage with Town departments, learn more about the services provided by your local government, and discover new opportunities for public involvement at the 6th annual Citizens’ Academy. This free, ten-session program begins in mid-September and continues on weeknights at various Town facilities. For more information or to register, please contact Melissa Jones in the Town Manager’s Office: mjones@lexingtonma.gov or 781-698-4543. “It is a tribute to the town that so many dedicated municipal employees shared their expertise with citizens beyond the scope of normal business hours. Speakers were enthusiastic, well prepared, and clearly dedicated to their respective departments and quality service.”- 2013 Lexington Citizens’ Academy Participant