HomeMy WebLinkAbout2014-10-20 BOS_Packet-released-reducedHearing Assistance Devices Available on Request
All agenda times and the order of items are approximate and subject to change.
SELECTMEN’S MEETING
Monday, October 20, 2014
Selectmen Meeting Room
7:00 p.m.
AGENDA
7:00 p.m. PUBLIC COMMENTS (10 min.)
Public comments are allowed for up to 10 minutes at the beginning of each meeting. Each speaker is limited to 3 minutes for
comment. Members of the Board will neither comment nor respond, other than to ask questions of clarification. Speakers are
encouraged to notify the Selectmen's Office at 781-698-4580 if they wish to speak during public comment to assist the
Chairman in managing meeting times.
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. Grant of Location – Verizon – Laconia Street – 7:00 p.m. (5 min.)
2. Approve One-Hour Parking in East Lexington – 7:00 p.m. (5 min.)
3. Greenways Corridor Committee Request Naming for Rick Abrams (10 min.)
4. Discuss Request to Ban Toy Weapons for Halloween Events (5 min.)
5. Overview on Proposed Lincoln Park Field Lights Feasibility Study (10 min.)
6. Continued Discussion on Proposed Sale of Tax Title Land – Laconia Street (10
min.)
7. Community Center Advisory Committee Interim Report (30 min.)
8. Proposed Parking Mitigation Agreement – 21 Muzzey Street (15 min.)
9. Liquor License – Change of Manager – Waxy O’Connor’s (5 min.)
10. Resignation – Community Center Advisory Committee (5 min.)
11. Town Manager Appointment – Commission on Disability (5 min.)
9:05 p.m. CONSENT AGENDA (5 min.)
1. Water and Sewer Commitments and Adjustments
2. Sign St. Nicholas Church Proclamation – 50th Anniversary
3. Approve One-Day Liquor License – Center for Life Solutions
4. MPO Election
5. Use of the Battle Green – Lexington Minute Men
9:10 p.m. EXECUTIVE SESSION (40 min.)
1. Exemption 3: Coalition Bargaining Update
2. Exemption 6: Fire Station/Public Safety Site Options Update
9:50 p.m. ADJOURN
The next regular meeting of the Board of Selectmen is tentatively scheduled for Monday,
November 3, 2014 at 7:00 p.m. in the Selectmen’s Meeting Room, 1625 Massachusetts Avenue.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: STAFF: ITEM NUMBER:
October 20, 2014 William P. Hadley, Director SUBJECT:
Verizon
Laconia St. – Relocate one JO Pole (P19) 20’ northwesterly of its current location.
EXECUTIVE SUMMARY:
The Department of Public Works/Engineering Division has reviewed the petition,
plan and order for Verizon to relocate Pole P19 to a point northeasterly side of
Laconia Street at a point approximately 20’ northwesterly of its current location.
The new location of said pole is approximately 332’ from the intersection of
Laconia Street and Ridge Road. This pole move is necessary to accommodate
a new development at 111-119 Laconia street.
A public hearing is required and abutters have been notified. Since this
petition appears to be in order, we recommend that approval be granted. FINANCIAL IMPACT:
None RECOMMENDATION / SUGGESTED MOTION:
Motion to approve the petition of Verizon to move Pole P19 on
Laconia Street:
Relocate Pole P19 20’ northwesterly of its current location.
STAFF FOLLOW-UP:
Engineering Division
NOTICE TO ABUTTERS
October, 2014
You are hereby notified that a public hearing will be held in the Selectmen's
Meeting Room, 2nd Floor, Town Office Building, of the Town of Lexington,
Massachusetts, on Monday, October 20nd at 7:00 p.m.* upon the proposal of
Verizon to increase the size of joint owned pole in the following public way of
said Town:
Laconia Street:
Relocate Pole P19 to a point northeasterly side of Laconia Street at a point
approximately 20’ northwesterly of its current location.
By: Tricia Malatesta
Engineering Aide
Department of Public Works/Engineering
Please direct inquiries to:
Kelly-Ann Condon (508) 330-7703
* Original letter had the wrong date and time. Sorry for any misunderstanding.
Copies to:
UC Synergetic
Kelly-Ann Condon
Rights of Way Agent
21 Oxford Road
Mansfield, MA 02048
Resident
119 Laconia St.
Lexington, MA 02420
Vincent and Christina McCarthy
111 Laconia St.
Lexington, MA 02420
Albert and Beverly Cobuzzi
106 Laconia St.
Lexington, MA 02420
Santosh and Jasomaine Vetticaden
5 Solly’s Way
Lexington, MA 02420
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: PRESENTER: ITEM NUMBER:
October 20th, 2014 Dave Cannon, TSAC/DPW I.2
SUBJECT:
One Hour Parking South Side of Massachusetts Ave from Sylvia Street to the Arlington Town
Line
EXECUTIVE SUMMARY:
One Hour Parking –This area has small businesses that will benefit from the establishment of a
one hour parking limit. All day parking is currently allowed in this location. TSAC has reviewed
this request and has no objections. There would be no change to the existing traffic safety if this
change is approved.
Notice of this discussion was sent to residents along Massachusetts Avenue from Sylvia Street to
the Arlington town line. A notice was also put at the bus stops in the area of the one-hour
parking.
FINANCIAL IMPACT:
Cost of materials and installation of each sign and post is approximately $125. A total of
approximately 2 signs equates to a cost to the Town of $250, exact number and placement is
under consideration.
RECOMMENDATION / SUGGESTED MOTION:
Motion to approve the proposed establishment of a One Hour Parking area as described on the
code change forms.
STAFF FOLLOW-UP:
If approved, the DPW Highway Department will install the proposed signs.
VOTED: IN ACCORDANCE WITH THE PROVISIONS OF CHAPTER 689 OF
1986 OF THE GENERAL LAWS, THE TRAFFIC RULES AND ORDERS
OF LEXINGTON, ADOPTED BY THE BOARD OF SELECTMEN ON
NOVEMBER 13, 1967, NOW CHAPTER 192 OF THE CODE OF
LEXINGTON, ARE HEREBY AMENDED AS FOLLOWS:
BY ADDING TO CHAPTER 192-18 SCHEDULE 1 THE
FOLLOWING:
LOCATION FROM TO REGULATION
___________________________________________________________________
Massachusetts Sylvia the Arlington One Hour
Avenue Street Town Line Parking
(South Side)
__________________ _________________________
DATE OF PASSAGE
BOARD
_________________________
OF
___________________ __________________________
ATTEST TOWN CLERK
SELECTMEN
_________________________
_________________________
2
Thank You,
Nini
Dev Support
1‐800‐331‐5747
From: Lynne Pease [mailto:LPEASE@lexingtonma.gov]
Sent: Monday, October 20, 2014 8:38 AM
To: Ncsc, DevSupport - Memphis, TN; NCSC, Internet - Memphis, TN
Subject: AIS Viewer Product
I received the email saying the AIS Viewer was ready to download. When I go into the epf.usps.gov site and log in with
my email and password the page is blank and there is nothing in the product type drop down list. Please let me know
what I need to do to be able to see the information. Thanks for any help.
Lynne A. Pease
Selectmen's Office
Town of Lexington
1625 Massachusetts Avenue
Lexington, MA 02420
email selectmen@lexingtonma.gov
phone 781-698-4580
fax 781-863-9468
October 6, 2014
Dear Resident:
Staff from the Engineering Department will be bringing their recommendation regarding
the installation of One Hour Parking signs on the south side of Massachusetts Avenue from
Sylvia Street to the Arlington Town Line to the Board of Selectmen at its meeting on Monday,
October 20, 2014, at 7:00 p.m. in the Selectmen's Meeting Room, Town Office Building, 1625
Massachusetts Avenue.
You are invited to attend.
Sincerely,
Lynne A. Pease
Executive Clerk
lap
Town of Lexington October 17, 2014
1" = 197 ft
Property Information
Property ID 13-415B
Location 27 MASSACHUSETTS AVE
Owner MASS AVE REALTY LLC
MAP FOR REFERENCE ONLY
NOT A LEGAL DOCUMENT
The Town makes no claims and no warranties,
expressed or implied, concerning the validity or
accuracy of the GIS data presented on this map.
Parcels updated July 1, 2013
Town of Lexington, Massachusetts
OFFICE OF SELECTMEN
JOSEPH N. PATO, CHAIRMAN
PETER C.J. KELLEY
NORMAN P. COHEN TEL: (781) 698-4580
MICHELLE L. CICCOLO FAX: (781) 863-9468
1625 MASSACHUSETTS AVENUE · LEXINGTON, MASSACHUSETTS 02420
e-mail selectmen@lexingtonma.gov
PROPOSED ONE-HOUR PARKING
Board of Selectmen
will discuss recommendation
To install “One Hour Parking” Signs
On the south side of Mass. Avenue
From Sylvia Street to Arlington town line
Monday, October 20, 2014, 7:00 p.m.
Selectmen’s Meeting Room
1625 Mass. Avenue
You are invited to attend.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: PRESENTER: ITEM NUMBER:
October 20, 2014 Keith Ohmart I.3
SUBJECT:
Greenways Corridor Committee Request Naming for Rick Abrams
EXECUTIVE SUMMARY:
The Greenways Corridor Committee has submitted a request to rename the ACROSS Lexington
Trail Network the “ACROSS Lexington: The Rick Abrams Memorial Trail Network”. See
attached proposal.
For your information, also attached is a copy of the Naming of Facilities and Placement of
Memorials Policy. The GCC plans to return to the Selectmen with other requests, including
signage for the trail.
FINANCIAL IMPACT:
RECOMMENDATION / SUGGESTED MOTION:
Motion to rename the “ACROSS Lexington Trail Network” to the “ACROSS Lexington: The
Rick Abrams Memorial Trail Network”.
STAFF FOLLOW-UP:
Proposal for naming the Across Lexington trail and route system the
“ACROSS Lexington: The Rick Abrams Memorial Trail Network”
Submitted to the Board of Selectmen
October 20, 2014
Summary:
In light of his commitment to, and unflagging energies on behalf of the ACROSS Lexington
program, the Greenways Corridor Committee requests that the entire system be renamed in honor
of Rick Abrams – to recognize and commemorate his essential contributions to its creation.
Motivation for the proposal:
Upon joining the Greenways Corridor Committee shortly after it’s founding, Rick quickly
adopted its mission of linking open spaces in Lexington as his own personal mission. Rick
conceived of the ACROSS Lexington acronym and became the principal driver and public
face of this effort from its inception. His gentle persistence and persuasive approach led to
the creation of a cross-community map, walkway signage, and town-wide visibility for the
program and its benefits. Throughout his tenure, Rick demonstrated exemplary leadership
through his selfless, broad and inclusive community engagement.
Rick joined the Greenway Committee in 2011. He drove awareness for the health benefits of
walking, and for his vision of improving the quality of life and community through the
creation of this connected trail system. He personally scouted possible routes, and planned
(and led) numerous walks around and through
Lexington to acquaint more town residents with paths
and trails across the conservation lands we cherish.
As shown to the right, the Board of Selectmen has
already recognized Rick’s contributions to ACROSS
Lexington by accepting the terms of the “Rick Abrams
ACROSS Lexington Fund” to attract, collect, and
distribute funds to support the system.
Extending the recognition of Rick’s leadership beyond
the name of the donation fund to renaming the entire
ACROSS Lexington system he helped create is a fitting
tribute to what has already become a valuable town
asset.
BOARD OF SELECTMEN POLICY
NAMING OF FACILITIES AND PLACEMENT OF MEMORIALS
Date Approved by BOS: Signature of Chair:
February 5, 2007 Jeanne K. Krieger
Policy:
1. The Board of Selectmen is responsible for the naming (or renaming) of any land or
facility, except school properties. A facility is defined as a building, portion of a
building, driveway, intersection, walkway, or other parcel or portion of a parcel of land
and places or natural features contained therein. Once a facility has been named,
renaming will be approved only in extraordinary circumstances.
2. The Board of Selectmen is responsible for approval of the placement of memorial
objects, artwork, signs or other fixtures on parcels of land under the jurisdiction of the
Board. Examples include, but are not limited to, plaques, memorial and ornamental
signs, sculptures, banners, benches, trees or other plantings, fountains, detached
structures, and walls.
Procedure:
1. A proposal to name land or a facility must be submitted in writing to the Board of
Selectmen and must include a summary outlining the merits of the proposal. The
proponent or his or her designee will present the request to the Board of Selectmen at a
regularly scheduled meeting. In addition to consulting with a related board or committee
the Board of Selectmen may appoint a committee to assist with its review of any
proposal, including size, type of materials and all design features.
2. A proposal for the placement of a memorial object, piece of artwork, sign, or other fixture
must be submitted in writing to the Board of Selectmen and must include a summary
outlining the merits of the proposal including design and wording. The Board will vote
on the proposal at a regularly scheduled meeting.
3. The Board of Selectmen shall review existing land and facility names to avoid
duplication, confusing similarity or inappropriateness.
4. Approval of the placement of a memorial object, artwork, sign, or other fixture will only
be made after a determination by the Board of Selectmen that the proposal will not: limit
physical access to the site; endanger the safety of the public; interfere with any utility or
access thereto; be limited by unacceptable special restrictions, conditions or covenants; or
create a significant budgetary obligation on the Town for which no provisions had been
made.
5. Donation of memorial objects, artwork, signs or fixtures must be formally accepted by
the Board of Selectmen in accordance with Massachusetts General Laws.
Criteria for selection of names:
1. The geographic location of the land or facility.
2. An outstanding feature of the land or facility.
3. A commonly recognized historical event, group or individual.
4. An individual or group who contributed significantly to the acquisition and/or
development of the land or facility.
5. An individual or group who have made a significant and exceptional contribution to the
community as a whole.
Ref: New Policy approved February 5, 2007.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: PRESENTER: ITEM NUMBER:
October 20, 2014 Joe Pato I.4
SUBJECT:
Discuss Request to Ban Toy Weapons for Halloween Events
EXECUTIVE SUMMARY:
Anne Frymer has requested that the Selectmen consider sending a letter to the Town’s
preschools, administrators and the Co-Chairs of LexFUN to request that they advise parents not
to allow their children to carry toy weapons for Halloween events.
Attached is Ann Frymer’s 1st email and a follow-up email. Ms. Frymer also asked that a copy of
a letter that the School Committee wrote to Senator Warren regarding banning assault weapons
be included in your packets. Also attached is LexFUN’s response to the toy weapon concern.
Ms. Frymer and LexFUN were notified that this item would be on the agenda and they were
welcome to attend.
FINANCIAL IMPACT:
RECOMMENDATION / SUGGESTED MOTION:
STAFF FOLLOW-UP:
1
Lynne Pease
From:Anne Frymer <>
Sent:Monday, October 06, 2014 9:01 PM
To:selectmen's
Cc:Anne Frymer
Subject:Next step about LEXFUN ban on guns for Halloween Parade
Oct. 6, 2014 9 p.m.
Tonight I did my best to present my reasoning for a gun & knife ban for the LEXFUN Halloween Parade.
Now what? I know you wantt to see what the public response will be. How will I know what
the response is, and over what time span? A week? Will you let me know?
If a BOS ban is considered, would it be on the BOS agenda for Oct. 20? Short time, of course.
Parade is Sat, Oct. 25. If my question is on the BOS agenda for Oct. 20 I'd be happy to present
in 3 minutes what the Lexington Public Schools policy is about its ban on weapons for school parades.
Thanks. Anne Frymer
64 Asbury Street, Lexington
781.862.3799 Mailbox 2
1
Lynne Pease
From:
Sent:Wednesday, October 01, 2014 4:35 PM
To:selectmen's
Subject:Second request - BOS consideration of Halloween letter to preschools & LEXFUN
Follow Up Flag:Follow up
Flag Status:Flagged
Webmail awake98@rcn.com
Request for BOS contact with preschools & LexFun about Halloween guns & knives
From : Anne Frymer <>
Subject
:
Request for BOS contact with preschools & LexFun about
Halloween guns & knives
To : selectmen@lexingtonma.gov
Cc : Anne Frymer <a >
Thu, Sep 18, 2014 09:53 AM
From: Anne Frymer, 64
On Oct. 31, 2013 the Lexington Minuteman published my letter to the
editor about a disturbing encounter I had with the family of
a four year old boy caring a plastic assault weapon. I've reproduced
my letter at the end of this e-mail. Would the BOS consider
a motion in a Sept. or early Oct. meeting to send a letter to the town's
( 10 or so) preschool's administrators and the co-chairs
of LexFun to request that they advise parents not to allow their
children to carry any guns or knives with them for a Halloween
event at their school or for the LexFun's annual Halloween
parade.. If you would like, I could read my Minuteman letter at a
BOS
meeting, whether or not you have a motion on your agenda that
night. Many thanks.
Oct. 31, 2013 letter to the editor
Halloween madness gives preschool guns (headline)
Shortly after enjoying the LexFun preschool Halloween parade on the
Lexington Green last Saturday, I stopped by at a local
restaurant for brunch.
Seated next to me was a young family whose four year old son was dressed
in Halloween combat fatigues. The boy carried
2
with him a 15-inch plastic assault weapon.
I said nothing to the parents about the inappropriateness of bringing a
gun (plastic or otherwise) into a public place until after
they had finished their meal. Then I spoke to the father as he dumped
his trash.
I said I was disturbed by his son brandishing an assault weapon. The
father, and then the mother, became very upset with
me. They called the manager to have me evicted. They said I'd yelled
at their son, which I had not.
I am a retired nanny. I don't yell at someone else's child. I had only
made eye contact with the father.
Later I spoke to the manager about the gun. I told him that just a
year from now when that child would be in public schools,
that the school would not allow a gun to be part of the school's
Halloween parade. I said that my comments to the father
(I never spoke to the mother) was quite reasonable in view of the Sandy
Hook tragedy. I said that preschoolers must
not be encouraged to carry guns at Halloween.
If a family want to dress their preschooler up as a combat soldier, I
have a suggestion. Dress him in fatigues, yes, but then
fasten a medico armband over his arm and place a first aide box or bag
in his hand. And let him shine as a healer.
1
Lynne Pease
From:Anne Frymer <
Sent:Thursday, October 16, 2014 2:08 PM
To:selectmen's
Cc:Anne Frymer
Subject:Oct. 20 BOS agenda item - LEXFUN Halloween Parade weapons
To: Lexington Board of Selectmen
,
: Lexington School Committee letter dated February 12, 2013
supporting ban of sale of high assault weapons
Please find below a copy of the SC Feb. 2013 letter to Sen. Elizabeth Warren supporting the
ban of high assault weapons.
This letter was copied to President Obama and national and state representatives.
I have italicized second and third line of letter.
I respectfully request that this letter be incorporated into the BOS packet.
If you wish, I will read this letter into the public record at the Nov. 20 BOS
meeting. Thank you.
The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.
Lexington Public Schools
146 Maple Street Lexington, Massachusetts 02420
2
The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.
Lexington School Committee email: school-com@comet.ci.lexington.ma.us
February 12, 2013
The Honorable Elizabeth Warren\
United States Senate
2400 JFK Federal Building
15 New Sudbury Street
Boston, MA 02203
Dear Senator Warren,
In our role of responsibility in securing the safety of our school facilities and the protection of our school
children, the Lexington School Committee
urges the U.S. Congress to adopt legislation to ban the sale and possession of military-style assault weapons,
ban the sale and possession of high
capacity magazines, and require every gun buyer to pass a criminal background check.
Moreover, we urge the National School Boards Association (NSBA) to support this effort.
Given that we support the right of local school committees to make informed decisions regarding school security
and that these decisions should be made
at the local level, the Lexington School Committee urges the rejection of the National Rifle Association (NRA)
assertion that staffing schools with armed
security personnel is the most effective strategy for protecting our children.
Sincerely,
Margaret Coppe
3
Chair
cc: President Barack Obama
Senator William M. Cowan
Representative Ed Markey
Governor Deval Patrick
Senator Michael Barrett
Senator Kenneth Donnelly
Representative Jay Kaufman
C. Ed Massey, NSBA
Glenn Koocher, MASC
1
Lynne Pease
From:John W Frey <>
Sent:Monday, October 13, 2014 8:14 PM
To:selectmen's; Lynne Pease
Cc:John Frey; Carl Valente
Subject:Possible sale of tax-title parcel Lot 107 of Assessors Map 54 to abutter at 26 Laconia Street.
To: Board of Selectmen, Lexington, Massachusetts
Subject: Possible sale of tax-title parcel Lot 107 of Assessors Map 54 to abutter at 26 Laconia
Street.
Date: October 13, 2014
Dear Selectmen,
After significant discussion at our Tree Committee meeting of October 9, we recognized that trying to
protect the mature hickory trees on Lot 107 after the sale would not be practically enforceable. Simply
recommending to the new owner that the trees should be saved does not actually protect the trees;
incorporating a deed restriction of some sort does not make sense; and having the Tree Warden monitor
privately owned sites with trees to be protected is not feasible.
As an example of what can happen when Town property is sold, consider the following example: It is our
understanding that a few years ago the Town sold Town property along Follen Road to the abutter at 64
Marrett Rd. Recently, significant trees on that property were cut down. This is shown in the attached
photos. The “before” image is from Google street view; the “after” images were taken on October 9,
2014. Note the two piles of wood chips from the removed trees. Also attached is a fragment from the
Town GIS showing the 10,000 sq. ft. lot that was previously Town property and which includes the
removed trees.
Section 120-1 of Lexington’s Tree Bylaw states “mature trees have aesthetic appeal, contribute to the
distinct character of certain neighborhoods, improve air quality, provide glare and heat protection,
reduce noise, aid in the stabilization of soil, provide natural flood- and climate-control, create habitats for
wildlife, enhance property values and provide natural privacy to neighbors.”
We believe that the marginal financial benefits that would accrue to the Town by selling this land are far
outweighed by these environmental and quality of life benefits of keeping this heavily forested land as
open space.
For these reasons, we strongly recommend that the Town not sell the tax-title land next to 26 Laconia
Street.
We are, of course, available to speak to the Board at the Board’s convenience on this issue.
Sincerely,
John Frey,
2
Chair, Lexington Tree Committee.
3
5
6
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 10/20/14 PRESENTER: Michelle Ciccolo ITEM NUMBER: I.7
SUBJECT:
Community Center Advisory Committee Interim Report
EXECUTIVE SUMMARY:
Attached is an Interim Report of the Community Center Advisory Committee, which Ms.
Ciccolo will present to you and answer any questions you have.
FINANCIAL IMPACT:
RECOMMENDATION / SUGGESTED MOTION:
1. Motion to accept this Interim Report of the AhCCAC, dated October 20, 2014.
2. Motion to recommend an initial phased opening and regular ongoing hours of operation, so
that staff department-level budgetary planning can proceed.
3. Motion to recommend a Director Position so that the Town Manager can develop an overall
staffing plan, job descriptions, and consider funding implications.
4. Motion to encourage the Town Manager to explore establishing a Director’s position as soon
as funds can be identified to do so, potentially within the existing fiscal 2015 year.
STAFF FOLLOW-UP:
Selectmen’s Office
TOWN OF LEXINGTON
Ad hoc Community Center Advisory Committee (AhCCAC)
DATE: October 20, 2014
FROM: Michelle Ciccolo, Chair, AhCCAC
TO: Lexington Board of Selectmen (BOS)
SUBJECT: Interim Status Report with Initial Occupancy Recommendations for the new
Lexington Community Center at 33 Marrett Road
AhCCAC MEMBERS: Michelle Ciccolo, Chair; Linda Vine, Staff Vice Chair, ex-officio; Elizabeth Borghesani;
Harry Forsdick; Jonathan Himmel; Laura Hussong; Florence Koplow; Leslie Zales.
______________________________________________________________________________________________________
For your reference, prior presentations before your Board, relative to the work of this Committee,
have occurred on September 23, 2013, October 17, 2013, December 16, 2013, and January 24,
2014. Also, longtime AhCCAC member Mary Ellen Alessandro has resigned from the committee
as of this month.
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Now that the work of this committee has turned its attention squarely towards preparing for Spring
occupancy of the new Lexington Community Center (LCC) facility, it is with great enthusiasm and
excitement that we submit this interim report. As you know, we held a well attended ground-breaking in
September, construction bids were received within the allocated budget, and renovations are now
underway. The project appears to be on track for a spring soft opening.
Since its last report to the Board, the AhCCAC work has delved into great detail examining the
many issues still needing further clarification. In order to facilitate this effort, the committee broke out
into a number of working groups/sub-committees. These Working Groups (WGs) include the following:
Interiors, Safety/Security, Technology, Fundraising, Public Relations/Publicity, Programming, and
Governance. An enormous amount of work, careful thought, data gathering, and analysis has been
underway. Some of the Working Groups also met jointly given the necessary coordination and cross-over
between issues. As Chair, I wish to thank all of the members and liaisons of the AhCCAC and in
particular the working group chairs who put so much time into this project, especially over the summer. A
summary of the various working group highlights is below. For those interested in the extensive sub-
committee work, our minutes are available and our meetings are routinely posted in accordance with
Open Meeting laws.
Technology:
Recommended a 5 year technology plan for the Community Center.
Reviewed the renovation construction documents and agreed that the documents sufficiently
installed suitable infrastructure, with the understanding that the Public Facilities Department has
committed to install some devices and capabilities as required.
Prioritized AV devices to meet the basic needs of the center and meet the renovation budget.
Interiors:
Met with Steffian Bradley Architects to select colors, carpets, cabinets, and counters.
Color palette subsequently reviewed and enthusiastically supported by the full committee and then
incorporated into the construction plans.
2
Furniture plan developed that prioritizes reusing existing furniture where possible and introducing
new furniture in common areas and program areas as budget allows.
Safety/Security:
Necessary technology components were incorporated into the bid plans as necessary.
Additional cameras controls, alarms, and access controls have been added to make the building
compatible with existing systems. Additional equipment may be added by the Public Facilities
Department before the public opening of the building.
A cross-departmental staff team inclusive of members from Recreation, Library, Human Services
and Public Facilities will have any necessary operating procedures developed and in place prior to
the opening.
Public Relations / Publicity:
With the help of staff, ran a highly successful Ground Breaking on September 11, 2014
Is now planning for the soft opening in the Spring and a Gala Celebration in the Fall of 2015
Is managing content on a volunteer web-site
Continues to take in comments and feedback
Fundraising:
As this is not officially part of the AhCCAC charge, work in this area is more of a theoretical
nature with the understanding that a separate, outside group will need to take this on. Nonetheless,
the AhCCAC included this as a working group because it acknowledges the benefit of some
careful thought on this topic. The Committee believes there is a need for a separate 501C3 to
support the programming and activities of the new Center and to consider long-term capital
fundraising to facilitate the eventual expansion phase.
The group will be working to identify a list of equipment and large items which could be donated
by the community. Large donations will need acceptance / approval of the Board of Selectmen.
Although not part of the working group activities, it is worth noting that on October 1, 2014, the
Council on Aging met jointly with the Friends of the Council on Aging and discussed issues of
mutual concern. At that meeting, as BOS Liaison to COA and as Chair of AhCCAC, I raised the
issue of needing to coordinate fundraising efforts and potentially the need to form a new entity /
501C3 to support the Community Center. Discussions on this topic are still very preliminary. The
Friends of the COA will proceed with their annual fundraising drive this fall, as usual.
Programming:
A comprehensive program matrix has been developed in close coordination with Recreation and
Human Services staff. All existing programs have been demonstrated to fit within the existing building
except for those activities which will continue off site such as outdoor programs and services including
those requiring specialized facilities such as a gym, commercial kitchen, or conference/banquet sized
meeting room. The WG also carefully captured all of the program and service ideas expressed by the
community through surveys, public meetings, focus groups and other AhCCAC interactions over the past
12-18 months. These program enhancements or new service were documented and categorized so that no
concepts are lost. As funding and staff time allows, this data will serve as a starting point for the
development of new programs and services. For those interested in Programming, the Matrix and other
summary reports are on file with the Town Clerk as “materials used” during the recent related meetings
and so filed with the minutes of those WGs.
3
The Programming Matrix indicates that with all existing Human Services, Senior, and Recreation
programs moved into the new LCC, there will still be day time space capacity available for
expanded Town and community programming.
With the public demand for activities, programs, services, and drop-in at the new LCC it is clear
that night and weekend hours will need to be established.
Given programming demands from the community, there is still a real need to explore the use of
the two gymnasiums (Old Harrington/daytime and Estabrook/after hours) for LCC programming
during the day and on the weekends. Several meetings have been held between School and Town
representatives and a trial period was established for Fall 2014.The Recreation Department
advertised four evening programs using the Estabrook gym. The first program, Girls Drop in
Basketball, has been very successful and discussions on extending the use of the gym into the
Spring of 2015 are expected to begin shortly. Nevertheless, in an effort to formalize the work
underway, the BOS or Town Manager might want to consider the creation of a task force to
formalize a collaborative process for the scheduling of these two gymnasiums.
Governance:
The Governance WG collaborated closely with staff on this effort and in particular with Koren
Stembridge from the Library because that municipal facility operates in many ways in a similar fashion to
what is envisioned for the new LCC relative to serving the public. We also want to acknowledge the
excellence of the existing staff who will be moving into the new facility. Lexington is fortunate to have
such talented department heads and support staff. Any AhCCAC suggestions as to future management
and staffing are put forward in the spirit of trying to identify an ideal organizational model and structure
which we believe would well serve the Town over the long run.
The WG has been focusing on staffing and oversight including what policies and procedures
would be required to effectively manage this new facility. The Governance report inventoried existing
applicable polices and are continuing to work on additional policies. In addition to reviewing policies and
procedures, this WG developed a potential model for staffing, management, and oversight recognizing
that the AhCCAC is only tasked with developing recommendations and must leave exact decisions and
implementation of these many issues to those under whose purview these details fall. Nonetheless, there
are some key themes and recommendations that rise to the top and should be clearly stated. It is also
essential to note that the AhCCAC believes all staffing plans, management decisions, and governing
models should be viewed from the perspective that we believe this new facility, “Lexington’s living
room” should be functionally integrated across age, and discipline. We envision a new LCC to function
with both recreational activities and human services being provided to the community in a seamless,
integrated fashion for users so as not to confuse the public with separate independent departments. With
community programming all being located in the same facility, there may be areas of overlap and
duplication which could be reduced at the same time we look for opportunities to streamline, coordinate,
and collaborate, to potentially expand upon the services and programs we are currently offering. Towards
that end:
There should be a senior staff level Director position established for the LCC and an
individual should ideally be appointed as soon as possible. If a Director can be brought on board
now, it will facilitate a successful transition to the new building, ensure the LCC opens with the
greatest efficiency possible, and contribute to the new Director’s investment in decisions being
made about the Center, from the phased opening through full-time normal operation. The
Governance WG made many site visits to other Community Centers, and did extensive research
about how similar organizations inside and outside of Lexington handle common governance issue
4
that we will face. The common theme among all the facilities visited is that successful community
centers all seem to have a strong visionary leader at the top. Given the high expectations among
residents for the new LCC, a Director will be needed to coordinate among the many stakeholders;
to implement clear policies for the use of the facility; to help foster new programming; to welcome
the public; to allow for collaboration and integration of the departments moving into the new
facility; and to help Lexington achieve the excellence it has envisioned for the LCC. Additional
functional roles which will be essential in the new LCC include tactical leadership personnel to
oversee operations, programs, and administrative support.
Minimum staffing needs careful attention by management, but it is clear that additional staff
positions will inevitably be required to meet the service hours of operation which will be
established for the new LCC (discussed below). Given the size of the LCC, and its complex
configuration with separate wings and floors, safety, security and public service standards will
need to be carefully considered. At a minimum, when the all wings and floors of the building are
open, there may likely need to be one person at the front desk greeting residents, a custodian, and
one LCC flexible staff person available to rotate through the facility. While this staffing can likely
be easily accomplished during normal business hours, early morning, nights, and weekends will
presumably need a staffing expansion plan. An overall staffing plan will need to be developed by
the Town Manager that considers existing personnel, turnovers retirements and other staffing
changes in light of existing job descriptions, and the desired objectives of the new center to be a
truly service and age-integrated facility. We look forward to seeing this plan evolve.
An advisory group should be established to make recommendations to the management team of
the new LCC and this entity should ideally be put in place before the Center opens. It is unclear
whether such a group should be appointed by the Town Manager or the BOS, but generally the
Governance WG believes the group should be advisory in nature (not policy setting) and should
advise the new Director. Depending on the size and composition of the Advisory Group, a smaller
executive committee may be needed which can more readily be convened as issues arise which
require community input. Once the permanent Advisory Committee structure is established and
members appointed, the AhCCAC could then be disbanded.
A stakeholders meeting should occur on a biannual basis or quarterly as an open forum to discuss
issues related to the LCC. Such a group need not have any formal standing, but can meet on an ad-
hoc basis, convened under the auspices of the Director or the Advisory Group. Stakeholders
meetings would likely be an essential part of ensuring adequate community communication and
collaboration.
The hours of operation for the new center should be phased in with a soft opening in the Spring
of 2015. However, the AhCCAC is aiming to have the LCC open for what we anticipate will
likely be the regular operating hours ideally by the time of the Fall Gala. The AhCCAC believes
we owe it to the community, given the significant fiscal investment already made in the facility, to
be open for as many hours as budget and demand will allow. After extensive review of program
demands, and citizen input, the AhCCAC recommends the following “regular” hours of operation
be established as soon as the budget in FY16 will allow.
May 1, 2015 (Initial Opening) – June 30, 2015
Monday-Friday: 8AM – 5PM
July 1, 2015, (increased hours) - Start of FY16
Monday-Thursday: 8AM – 5PM
Friday: 8AM – 9PM
Saturday: 9AM – 3PM
5
October 1, 2015 – (Regular) Ongoing Hours of Operation
Monday-Thursday: 7AM – 9PM
Friday & Saturday: 7AM – 9PM
Sunday: 8AM – 6PM
The AhCCAC recognizes that this will have operating budget implications, but is nonetheless
hopeful that Town Meeting will look favorably upon department requests that incorporate
additional staffing and utilities to keep the buildings open as desired. We believe there is a clear
public expectation of extended hours on the nights and weekends beyond normal business hours.
That being said, we must also acknowledge that since this is an entirely new facility, we may have
more or less demand than is anticipated and will need to be open to adjusting the hours further as
patterns emerge which will be informed by actual experience at the center.
Board of Selectmen Action Requested:
1. Receive this Interim Report of the AhCCAC, dated October 20, 2014.
2. Vote to recommend an initial phased opening and regular ongoing hours of operation, so
that staff department-level budgetary planning can proceed.
3. Recommend a Director Position so that the Town Manager can develop an overall staffing
plan, job descriptions, and consider funding implications.
4. Encourage the Town Manager to explore establishing a Director’s position as soon as
funds can be identified to do so, potentially within the existing fiscal 2015 year.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE 10/20/14 PRESENTER: Joe Pato ITEM NUMBER: I.9
SUBJECT:
Liquor License Hearing – Change of Manager – Waxy’s Lex LLC, Waxy O’Connor’s, 94
Hartwell Avenue
EXECUTIVE SUMMARY:
I have received the necessary paperwork for Waxy’s request for a Change of Manager. CORI
was done and came back with no information.
FINANCIAL IMPACT:
RECOMMENDATION / SUGGESTED MOTION:
Motion to approve the application for a change of manager and issue an all alcoholic restaurant
liquor license to Waxy’s Lex LLC, d/b/a Waxy O’Connor’s, 94 Hartwell Avenue.
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:
061200004 Town of Lexington 10/20/2014
Waxy's Lex, LLC
Douglas CarcioneWaxy O'Connor's
27-2779911
02421MALexington94 Hartwell Avenue
Annual All Alconol Restaurant
Restaurant consisting of 1300 square feet of floor space located in a stand-alone two-story building. Liquor will be served in Dining Areas A, B, C and D,
the Billiard Area, the Bar and the 2nd floor function room. Liquor will be stored in the Liquor Storage Room and the Beer Cooler Room.
09/25/2014 NA
Douglas Carcione 781-861-9299
Change of Manager from Ryan Blaney to Douglas Carcione.
02421MALexington94 Hartwell Avenue
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 10/20/14 PRESENTER: Joe Pato ITEM NUMBER: I.10
SUBJECT:
Resignation – Community Center Advisory Committee
EXECUTIVE SUMMARY:
Mary Ellen Alessandro has submitted her resignation from the Community Center Advisory
Committee, effective immediately.
FINANCIAL IMPACT:
RECOMMENDATION / SUGGESTED MOTION:
Motion to accept the resignation of Mary Ellen Alessandro from the Community Center
Advisory Committee, effective immediately.
STAFF FOLLOW-UP:
Selectmen’s Office
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 10/20/14 PRESENTER: Joe Pato ITEM NUMBER: C.2-5
SUBJECT:
Consent
EXECUTIVE SUMMARY:
2. Sign Proclamation for St. Nicholas Church celebration of their 50th Anniversary.
3. Approve a one-day liquor license for Center for Life Solutions to serve wine at an open
house on Thursday, October 30, 2014, from 5:30 p.m. to 8:00 p.m.
4. Approve submitting the 2014 MPO Absentee Ballot signed by the Chairman voting for the 4
unopposed seats for the MPO Election on October 29, 2014 or to designate someone to
attend the meeting and vote.
5. Approve the request of the Lexington Minute Men to use the Battle Green on Saturday,
November 15, 2014, from 9:00 a.m. to 1:00 p.m. for a drill and to interact with visitors.
See attached information.
FINANCIAL IMPACT:
RECOMMENDATION / SUGGESTED MOTION:
Motion to approve the Consent Agenda.
STAFF FOLLOW-UP:
Selectmen’s Office
1
Lynne Pease
From:Larry Conley >
Sent:Friday, October 10, 2014 12:08 PM
To:selectmen's
Subject:LMM Green
Follow Up Flag:Follow up
Flag Status:Flagged
Good morning Lynne,
The Lexington Minutemen are requesting usage of the Lexington Green for a drill and to interact with visitors,
on Saturday November 15th
Time 9:00 - 1:00
Thank you, Larry Conley, LMM, Adjutant
Sent from my iPad