HomeMy WebLinkAbout2014-12-BOS-minM1
Selectmen's Meeting - Budget Presentations
December 1, 2014
A meeting of the Board of Selectmen was held on Monday, December 1, 2014 at 8:30 a.m. in the
Selectmen Meeting Room, Town Office Building. Chairman Pato, Mr. Kelley, Mr. Cohen, Ms.
Ciccolo and Ms. Barry; Mr. Valente, Town Manager and Ms. Pease, Executive Clerk, were
present.
FY 2016 Budget Presentations
Public Works
Mr. Hadley presented the Department of Public Works FY2016 Budget Requests: Level Service
Requests: DPW Administration $604,299; Town Engineering $749,375; Street Lighting
$366,802; Highway $1,287,363; Road Machinery $711,932; Snow Removal $1,128,216; Parks
$1,053,859; Forestry $432,943; Cemetery $340,507; Refuse Collection $795,153; Recycling
$1,552,572; and Refuse Disposal $573,000. Total Level Service Budget: $9,596,021.
Department Goals include:
1. Begin the American Public Works Association Re- Accreditation process.
2. Continue the stormwater initiatives in preparation for the new NPDES permit.
3. Support implementation of GIS.
4. Work with the Energy Conservation Committee and Sustainable Lexington Committee to
improve energy efficiencies.
Program Improvement Requests: Engineering — Minuteman Bikeway Wayfinding $39,000. This
project may be eligible for Community Preservation Funding.
FY2016 Capital Projects include: Center Streetscape Improvements $4,000,000; Equipment
Replacement $770,000; Street Improvements $2,532,959; Storm Drainage Improvements and
NPDES Compliance $340,000; Sanitary Sewer System Investigation and Improvements
$1,200,000; Hydrant Replacement Program - $150,000; Pump Station Upgrades $600,000;
Comprehensive Watershed Storm Water $390,000; Water Distribution System Improvements
$900,000; Sidewalk Improvement $400,000; Town -Wide Culvert Replacement $390,000; Town -
Wide Signalization Improvements $125,000; Hartwell Avenue Infrastructure Improvements
$4,750,000; Bikeway Bridge Renovations $80,000; Hastings Park Underground Wires $300,000;
Battle Green Streetscape Improvements $60,000; and Westview Cemetery Building Assessment
$35,000. Total FY2016 Capital $17,022,959.
Mr. Kelley asked about the streetlights and whether the Town will be changing over to LED
lights. Mr. Hadley said there is an LED Pilot Program taking place in the center. They are also
dealing with legal issues and if there is a settlement will look into switching to LED. May come
back to Selectmen next year with a capital project for street lights. Mr. Kelley wants to make
sure the Town will not own the old technology.
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Selectmen's Meeting — Budget Presentations — December 1, 2014
Mr. Kelley asked about the purchase of a scale for the Hartwell compost facility and would like
to see the scale purchased sooner rather than later. It is currently on the list for next year's
capital projects.
Mr. Kelley requested that the Hartwell Avenue Infrastructure Improvements include a walkway
over the bridge.
Mr. Pato asked that the water meter program be looked at again for newer technology.
Mr. Valente asked for feedback from the Board on the Hastings Park Underground Wires
Project. Mr. Kelley would like to see if happen soon and thinks it would give lots of value to the
park.
Water Enterprise
Mr. Hadley presented the FY2016 Water Enterprise Budget Requests: Water Operations
$2,290,426; MWRA $6,639,453; Indirects $812,953. Total Water Enterprise Budget
$9,742,832.
Department Goals include: continue with the Hydrant Maintenance Program; continue seeking
out the last 2 percent of meters that have not been changed out; implement a backflow /cross
connection program; reduce the amount of Pit Meters in Town and change out the manual reads
on the ones that cannot be eliminated; and continue to update all the water connection "paper tie
cards" for GIS implementation.
Sewer Enterprise
Mr. Hadley presented the FY2016 Sewer Enterprise Budget Requests: Sewer Enterprise
$1,662,698; MWRA $7,902,109; Indirects $478,981. Total Sewer Enterprise Budget
$10,032,787.
Department Goals include: continue the rehab of all sewer pump stations bringing them to
OSHA standards; continue the pipe flushing program and root removal in all problem areas; and
continue to educate the public as to the costs and problems created by Inflow and Infiltration.
Town Manager /Human Resources
Ms. Jones, Management Intern, presented the Town Manager's Office FY2016 Budget Requests.
Level Service Requests: Organizational Direction and Administration $515,691and Human
Resources $245,564. Total Level Service Budget $761,255.
Department Goals include:
1. Continue to work on internal controls by revising existing policies and developing any
new policies that may be necessary to ensure the protection of assets that are vulnerable
to abuse.
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Selectmen's Meeting — Budget Presentations — December 1, 2014
2. Continue the work of the Technology Committee and identify ways to best use
technolog6y to meet both the internal needs of the organization as well as the needs of
residents and customers.
3. Advance initiatives to pass on institutional knowledge, engage mid -level managers in
organizational decision - making, and recruit, select, train and promote qualified
individuals in preparation for leadership turnover within the organization.
4. Work to ensure that municipal services address the needs of Lexington's culturally
diverse community.
5. Begin negotiating successor agreements with AFSCME DPW, AFSCME Dispatch,
AFSCME Custodians and Lexington Municipal Employees Association.
Program Improvement Requests: Assistant to the Town Manager $82,882; Community Center
Director $90,027; Community Center Administrative Assistant $56,532.
Fire
Chief Wilson presented the Fire Department FY2016 Budget Requests. Level Service Requests:
Fire Administration $435,929; Fire Prevention $223,608; Fire Suppression $5,461,202;
Emergency Medical Services $152,600; Emergency Management $6,000; Total Level Service
Budget: $6,279,339.
Program Improvement Requests: Administrative Lieutenant - $105,100; Ambulance Staffing (2
full time positions) $358,708. Total Program Improvement Requests: $463,808.
Department Goals:
1. Identify suitable location for a new fire headquarters;
2. In conjunction with the police department, identify a new public safety software;
3. Continue to improve the "in- house" training program by expanding to evening sessions.
Capital: Public Safety Radio Stabilization $90,000 and Fire Pumper $500,000. Total FY2016
Capital Projects: $590,000.
Board of Selectmen
Ms. Pease reviewed the FY2016 Budget Requests. Level Service Requests: Selectmen's Office
$242,012; Legal $410,000; Town Report $8,500; PEG Access $464,000. Total Level Service
Budget: $1,124,512
Program Improvement Request: Annual Report Editor $5,000.
Town Committees
Ms. Jones, Management Intern, presented the Town Committees FY2016 Budget Requests.
Level Service Requests: Financial Committees $7,500; Miscellaneous Boards and Committees
$4,500; and Town Celebrations $48,000. Total Level Service Budget $60,000.
Selectmen's Meeting — Budget Presentations — December 1, 2014
Program Improvement Request: Study of Community Models of Multicultural Integration
$15,000.
Upon motion duly made and seconded, it was voted 5 -0 to adjourn at 10:00 a.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
MW
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Selectmen's Meeting
December 1, 2014
A regular meeting of the Board of Selectmen was held on Monday, December 1, 2014, at 7:00
p.m. in the Selectmen Meeting Room of the Town Office Building. Chairman Pato, Mr. Kelley,
Mr. Cohen, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager; and Ms. Pease, Executive
Clerk, were present.
Public Comment
Ms. Hernquist, 28 Carriage Drive, has looked at the assessed value of some homes and the sale
price and is concerned there is bias in the assessments. She hopes the Selectmen will have the
Assessors provide information on the difference in assessed values and the sale price of homes.
Mr. Pato responded that there will be an Information Session held on Tuesday, December 9,
2014, at 7:00 p.m. in the Clarke School Auditorium.
Selectmen Concerns and Liaison Reports
Mr. Pato reported that the Board will schedule a joint meeting with the Planning Board to discuss
their request for guidance regarding zoning in the center. A joint meeting will be scheduled in
January.
Ms. Ciccolo reported that she met with Mr. Weeks, Chair of the Sidewalk Committee, regarding
getting feedback from the Selectmen on revising their charge. She will follow -up.
Town Manager Report
Mr. Valente announced that he appointed Gina Rada to the position of Veterans' Service District
Officer, effective December 15, 2014.
Mr. Valente also announced that he appointed Nathalie Rice to the position of Town Clerk and
that she will assume the role effective December 15, 2014.
Citizens' Academy Graduation
Ms. Jones, Management Intern, reported that the 6th Citizens' Academy has concluded. There
were 27 participants who attended weekly meetings between September 23 and December 1,
2014. The Citizens' Academy topics included: Introduction and Overview of the Town;
Economic Development, Community Development and Planning; Town Financials and Budget;
Public Works and Public Facilities; Library and Recreation; Emergency Services and Emergency
Planning; Schools; Police Services and Human Services; Town Meeting and Town Clerk; Board
of Selectmen and Graduation.
The Selectmen encouraged the graduates to consider volunteering on some of the many
committees in Lexington.
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Selectmen's Meeting — December 1, 2014
Ms. Ciccolo asked if there were any topics not covered that they feel should be included in the
next Citizens' Academy class.
Mr. Dangel would like to hear about labor relations from both sides.
Several graduates thanked the Town for the class and felt it was a very worthwhile investment of
time and would recommend to others to join the next class. They were also impressed by the
professionalism of the Department Managers.
FY2015 Tax Rate Classification Hearing
Mr. Pato opened the hearing at 7:21 p.m.
Mr. Addelson announced that the Board will not be able to vote the tax rate at this meeting
because the Town has not received approval from the Department of Revenue (DOR) yet. He
reviewed some minor changes that were included in the packet.
Mr. Kelley asked about the drop in personal property and how it is identified year to year. Mr.
Lent, Town Assessor, answered that there is a process to inventory all personal property annually
and each company is visited annually to review the inventory. There does not seem to be an
obvious reason for the significant $5 million personal property reduction.
The Board discussed the residential factor. Mr. Kelley advocated for a rate that would show
support to the commercial sector and help the struggling commercial areas in town.
Mr. Pato explained the reasons he is leaning toward the 1.75 tax shift which he feels does not
burden the commercial sector.
Ms. Ciccolo explained the reasons she is still considering the options but is between 1.72 and
1.75.
Mr. Cohen thinks the Economic Development Advisory Committee letter regarding their
recommendation that the tax shift on commercial industrial properties not increase should be
looked at.
It was voted to continue the Tax Classification Hearing to December 4 at 9:30 a.m. in the
Selectmen's Meeting Room.
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Selectmen's Meeting — December 1, 2014
Tax Deferral and Exemption Study Committee Presentation
Ms. Blier, Co -Chair of the Tax Deferral and Exemption Study Committee presented tax relief
programs available to Lexington property owners and renters. There are four basic types of
relief. tax exemptions, Senior Service Program, State Income Tax Credit (circuit breaker) and
tax deferrals. A Working Group of members of the Appropriation Committee and Tax Deferral
and Exemption Study Committee is currently underway to review and analyze the residential
exemption option to see if it could be used to soften the new shift in valuation for FY2016. The
Working Group expects to present their findings at the December 15 Selectmen's Meeting.
Mr. Kelley asked how a means test could be done in Lexington and whether Sudbury has been
successful with their program.
Ms. Blier responded that Sudbury administers the program using income tax, which is based on
income only, not assets.
Inn at Hastings Park Request to Change Conditions of Liquor License
Ms. Kennealy, owner of the Inn at Hastings Park, and Mr. Braun, General Manager, requested
approval to amend the conditions of the Inn at Hastings Park liquor license to allow stools at the
service bar so that people waiting for a table can sit and have a drink and a snack while waiting
for their table.
Ms. Woodard, 2030 Massachusetts Avenue, asked the Selectmen to look into current violations
of the Special Permit and Memorandum of Understanding before approving an expansion of the
liquor license. She handed out a letter dated November 28, 2014 that was addressed to Ms.
Kennealy regarding: quiet hours and truck access. She also handed out a page (Page 4) from the
PSDUP dated April 20, 2012 regarding the parking regulations and a page that was included in
the Special Permit documentation regarding Ongoing Regulatory Checks that AB Holdings
presented on July 26, 2012 to the Board of Appeals.
Ms. McKenna, Chair of the Tourism Committee, pointed out the benefits to taxpayers of having
the Inn at Hastings Park, like the hotel and meals tax paid to the Town. A property like the Inn
affects spending in Lexington. Also, Lexington is being publicized as a place to come partly
because of the Inn. She urged the Selectmen to support the requested minor change to the
conditions.
Mr. Johnson, Center Committee, feels the requested change to the liquor license conditions does
not alter the principal conditions and would be a convenience for diners.
Mr. Hurd, 2016 Massachusetts Avenue, would like to see better enforcement of the existing rules
before a change of the conditions is approved.
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Selectmen's Meeting — December 1, 2014
Ms. Ciccolo recognizes the Board has a responsibility to the neighbors but businesses also need
to thrive. Most other restaurants in Lexington are allowed to serve drinks to their clients at a
service bar. She wanted to make sure that the Board could make further changes to the license
and conditions if necessary.
Mr. Valente stated it could be done during the liquor license renewal time as long as a hearing is
held.
Mr. Cohen, clarified that the request does not include increasing the number of seats in the
restaurant. All restaurants in Lexington have bars and seating; the Inn at Hastings Park should
not be treated differently. He suggested that the violations regarding trucks should be looked
into by the Zoning Enforcement Officer.
Mr. Kelley is opposed to making any changes to the current conditions and feels this increases
the seating.
Upon motion duly made and seconded, it was voted 4 -1 (Mr. Kelley opposed) to amend 47 of the
existing conditions to read: Alcohol service to and consumption by patrons is allowed only in
the restaurant dining room and waiting area (which includes the service bar area), and only to
patrons waiting to be seated in the dining room. Appetizers and hors d'oeuvres shall be available
to patrons in the waiting area in accordance with the Regulations.
Update on Cary Memorial Building Sidewalk
Mr. Hadley, Director of Public Works, and Mr. Livsey, Town Engineer, reviewed the options for
the sidewalk material in the Cary Memorial Building Complex, which would include the
sidewalks in front of the Cary Memorial Building and also the entrances to the Town Office
Building, Police Station and the walkway on both sides of the Cary Memorial Building to the
stairways to the parking areas in the back of the building.
Mr. Livsey showed a sample of the proposed wire cut brick and the washed concrete. He
explained that the washed concrete would be very lightly washed and would have a smooth
surface.
Mr. Kelley asked that the Commission on Disability be able to look at the proposed washed
concrete. He also asked that a mockup be made for all parties to sign off on before the project
begins.
Mr. Livsey said a mockup was planned to be done in advance of installation and a concrete tester
would be on site during installation to make sure the specifications are followed for a salt
resistant surface.
Ms. Buckley, Chair of the Commission on Disability, is glad to work with Public
Works /Engineering and thinks a mockup is a good idea.
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Selectmen's Meeting — December 1, 2014
Ms. Rice, Community Preservation Committee Clerk asked if the Historic Districts Commission
approves the proposed concrete sidewalks with a brick edge. Mr. Valente will check.
Upon motion duly made and seconded, it was voted 5 -0 to approve installing a sidewalk in the
Cary Memorial Building Complex with a minimum four foot to six foot concrete sidewalk with a
18 inch wire cut bridge edge.
Tourism Committee Structure
Mr. Pato provided the Board with a proposed Ad Hoc Tourism Operations Committee charge.
This committee would be a step in the transition to staffing the tourism functions and is
structured to be more likely to achieve a quorum. The current Tourism Committee, which is a
by -law committee, will continue to provide strategic direction for promoting tourism but will not
be involved in operational issues. He sees the transition to staffing to be a two -year process.
Ms. McKenna, Chair of the Tourism Committee, and Ms. Brandin, member of the Tourism
Committee are pleased with conversations taking place to try to evolve the process and are
supportive of the transition time. Ms. McKenna will discuss the proposed ad hoc committee
charge with the Tourism Committee at their next meeting and provide feedback to the
Selectmen. She thinks 9 members is too many and that they may need to meet more than once a
month. The Tourism Committee has documented what they currently do and also has discussed
what they think the appropriate structure should be.
Ms. Barry suggested that there be a sunset time limit so the ad hoc committee does not go on
forever.
Ms. Ciccolo is concerned that the ad hoc committee will not be able to oversee the development
of the visitor center design.
Mr. Cohen asked whether the Selectmen will take a vote to support changing the Bylaw Tourism
Committee to 9 members. He also asked whether there would be a vote to have Tourism a staff
function.
Mr. Pato asked whether the Board wanted to create the ad hoc committee to work on the
transition of operations to staff The Tourism Committee would continue but look at strategic
tourism and bring stakeholders together.
Mr. Kelley is in favor of the ad hoc committee to address the transition of the visitor center
operation to staff and the sooner the better. Need both good management practice and to relieve
the pressure on the volunteer committee. Regarding the Visitor Center, he suggests getting a
small group together that includes a member from the Center Committee, Historical Society,
Tourism Committee and a Liaison from the Selectmen to work out the visitor center program and
bring back to the Selectmen for approval
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Selectmen's Meeting — December 1, 2014
Mr. Pato will refine the charge and bring back to the Board for further discussion.
Mr. Kanter, Capital Expenditures Committee, endorses moving forward with making tourism a
staff function and suggested that a Program Improvement Request should be included in the
FYI budget. He also suggested that the oversight of the development of the Visitor Center
design documents should be revised because of the overlap with Public Facilities.
Visitor Center Program and Renovations
Mr. Pato spoke to stakeholders and most are supportive of the proposed direction. The
Selectmen need to discuss whether they agree with general scope and whether the project can
move forward using a mechanism to refine the process or whether they feel some other process is
needed.
Ms. McKenna, Chair of the Tourism Committee, presented a memo dated October 17 regarding
use of design funds for the Visitor Center. The memo reflects the June 2013 Programmatic
Report, except for some minor changes to reflect the Town taking over operation of the Visitor
Center. She requests that the Selectmen: approve the use of design funds appropriated at the
2014 Annual Town Meeting for the Visitors Center; approve the programs and goals for
development, subject to revision by the Board as the public design process evolves; and
authorize the Tourism Committee to be the group to engage all stakeholders in the process with
assistance from the Town Manager and Economic Development Director.
Mr. Pato clarified that the program and goal is not to define any new programs, but to
accommodate and orient visitors to the existing resources.
Ms. Ciccolo asked for clarification on the size of the expansion and the total building size. Ms.
McKenna responded that the June 2013 Programmatic Report looks to accommodate a bus load,
which is 55 people. There would only be 1 or 2 tables and a vending machine. The intent is to
get visitors to visit downtown establishments and restaurants.
Ms. Ciccolo asked about the funds appropriated at the 2014 Annual Town Meeting and whether
there were sufficient funds for designing the proposed program and goals. Mr. Goddard, Public
Facilities Director, stated the appropriation made allows sufficient design funds for an addition
and renovations to the existing building.
Mr. McGuire, President of the Historical Society, supports moving forward with the Visitor
Center project and agrees the building needs renovation. He likes the suggestion that a small
group of stakeholders meet to finalize the program. He is unsure about the Tourism Committee
proposal to take the lead in the design process. The Historical Society wants to make sure the
Visitor Center program does not include any new attractions that would take visitors away from
the historic houses.
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Selectmen's Meeting — December 1, 2014
Mr. Pato asked whether the Board was in agreement with the general direction of the programs
and goals for the visitor center and in asking Mr. Kelley to convene a small group of
stakeholders to refine the program so the project can move forward.
Mr. Ciccolo suggested that staff be asked to bring forward their ideas for the Visitor Center
program.
Ms. Tintocalis, Economic Development Director, asked that the stakeholders get the perspective
of the Visitor Center staff before finalizing the program.
Mr. Kelley will bring the stakeholders together (Historical Society, Chamber of Commerce,
Center Committee and Tourism Committee) to refine the program, goals and boundaries and
return to the Selectmen in approximately one month.
Review Chamber of Commerce Agreement on Former Operation of Visitor Center
Mr. Valente explained that when the Town took over the operations of the Visitors Center from
the Chamber of Commerce in September, there were a number of open issues between the Town
and Chamber. The Economic Development Director, Town Manager and Chamber leadership
have been working to identify these issues and determine how they will be addressed. The draft
Memorandum of Agreement provides for:
• Occupancy of the Visitors Center second floor by the Chamber, rent free through
December 31;
• In lieu of rent, the Chamber will provide certain in -kind benefits to the Town
including providing a free Chamber membership to the Town and a complementary
registration to all Chamber events;
• Clarifies responsibilities for Visitors Center vendor liabilities prior to September 22;
• Clarifies responsibilities for certain utilities; and
• Establishes a payment plan for the Chamber regarding past costs for holiday lighting
installations.
Prior to signing this agreement, staff is looking for input from the Selectmen on these proposed
conditions.
Asked about the Gift Certificates, Mr. Valente explained that the Visitor Center staff will just
receive the gift certificates and provide them to the Chamber.
Mr. Kanter, Capital Expenditures Committee, suggested that the Chamber's occupancy of the
Visitor Center may need to be revised so it does not conflict with the proposed work to renovate
the Visitors Center.
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Selectmen's Meeting — December 1, 2014
Update on Sidewalk Assessment and Improvement Options
Mr. Livsey, Town Engineer, provided information to the Board on the work being done to
inventory sidewalk conditions throughout town. As of October 22, 77 percent of sidewalks have
been inventoried. There are 81 miles of sidewalk in town. The inventory will include material
type, condition, cross slope, curb reveal, ramps and whether they are ADA accessible and have
the proper cross flow. The 77% of sidewalks inventoried shows a Sidewalk Condition Index
(SCI) of 65; which is not where the Town wants to be. Extrapolating the backlog out to the
entire network and adding a 15% contingency brings the estimated network backlog to
approximately $7,191,000. Current sidewalk maintenance funding is $400,000 per year, which
means that over the next 5 years the sidewalk conditions will deteriorate. If a sidewalk
maintenance funding of $600,000 were considered it would provide a gradual increase in
sidewalk conditions from 65 up to 69. The report will also include a prioritization analysis
which will include sidewalks in high use areas, which will help prioritize maintenance of
sidewalks. The current $400,000 spent on sidewalks is for existing, not new sidewalks.
Mr. Kanter, Capital Expenditures Committee, is happy that the sidewalk analysis is being done
and thinks the $600,000 should be included in the FY2016 budget.
Asked about crosswalks by Ms. Carpenter, Mr. Livsey responded that crosswalks are not part of
this evaluation. That will be part of a different inventory that Public works is looking into.
Asked about documentation Mr. Livsey said there will be photographic documentation of all
sidewalks.
Mr. Valenti, Highway Superintendent, attends the Sidewalk Committee meetings and gets their
input on the prioritization of sidewalk maintenance and replacement.
Mr. Ciccolo encourages a conversation with the Sidewalk Committee on prioritization
components.
Solar Task Force Discussion on Hartwell
Mr. Voss, Solar Task Force, provided a status report on the Hartwell Solar Project. Since the
November 17 meeting the MOU with the vendor was executed; completed stage one of the site
operational analysis with a consensus among the stakeholder team being solar plus expanded
firing range plus existing town uses will work; economic analysis underway and preliminary
results show strong benefit to town; determined that an LOI is not required for submission of the
Interconnection Services Agreement Application. The Solar Task Force will be asking the
Selectmen to confirm permission to continue with the assessment process and submission of the
ISA application and request a return visit in January 2015 with a refined economic proposal.
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Selectmen's Meeting — December 1, 2014
Mr. Haskell, consultant, reviewed the objectives of the operational assessment, the baseline
requirements, existing site uses, the concept plan development approach, the conceptual solar pv
installation, the phase I proposed site uses; phase 2 baseline solar case and max solar case, and
assessment conditions.
Mr. Voss summarized that the stakeholder group has reached consensus on the ability for solar to
exist with current level of town services plus a possible expanded firing range. Recommended
next steps include: vendor submit ISA application to NStar to capture position in queue and
continue financial/operational analysis to deliver economic case options to the Selectmen in
January 2015.
The Selectmen were asked to: Consent to continue forward with the development of the
proposal which includes submission of the ISA later in December for a 3.5 MW total footprint;
consent to engage local boards and committees including the Conservation Commission about
the proposed project; consent to engage the Finance committees to review the economic analysis;
and permission to come back in early January with firmed numbers for presentation of
recommendation on project scope /design.
Mr. Voss clarified that a 3.5 MW foot print can be requested but can be reduced to a 2.5 MW
footprint without a time penalty.
Mr. Cohen is interested in a financial analysis of the current Hartwell uses that may be
eliminated for solar.
Mr. Voss stated that is the next step to nail down the net value of what the Town currently gets
and take into account the lost net proceeds.
Mr. Kelley asked about looking at what Arlington's cost alternatives would be and whether they
bid out what alternatives would cost them and what they are paying us to bring material to
Lexington.
Mr. Kanter, Capital Expenditures Committee, has the following concerns: a feasibility study
needs to be done for the firing range before the solar piece is finalized to properly understand the
scope and what is needed; absence of staging use in the proposed solar plan; and reuse of
existing firing area not knowing what EPA say about leaded area and if proposed expansion is
feasible.
Police Chief Corr stated adding an indoor firing range to the Police Headquarters would be
expensive and would also have a lot of safety issues. Outdoor training is the most important.
Indoor training can be done with special trailers.
Upon motion duly made and seconded, it was voted 5 -0 to consent to continue forward with the
development of the proposal which includes submission of the Interconnect Services Agreement
(ISA) for a 3.5 MW total footprint.
Selectmen's Meeting — December 1, 2014
Lions Club July 4th Carnival Discussion
Mr. Lucente, Lions Club, made a presentation on the 2014 Carnival, including before and after
photos of Hastings Park. They feel the carnival was a great success and the grass fared very
well. The difference between the 2013 and 2014 carnival were: a new drainage system was
installed, DPW staff was on -site for the entry of the carnival vehicles, the layout was revised to
protect the area around the bandstand and to allow a larger area for heavy foot traffic, concern
areas were roped off for the carnival, the carnival closed on July 4th due to heavy rain, and the
new irrigation system improved the grass recovery.
The Lions Club have reviewed 15 different possible locations, but Hastings Park works the best
because it is large enough to hold the carnival and be in close proximity to the fireworks, it has
worked well the last 3 years from a public safety perspective, there are multiple ways to get into
the area for an emergency, easy to find location and parking availability.
Ms. Ciccolo was concerned about the need to block off two weeks prior and two weeks after the
carnival to work on the lawn, as stated in the debrief meeting held July 22, 2014. Mr. Hadley
will verify if that much time is needed.
Mr. Lucente reviewed the preliminary schedule of events for the 2015 carnival starting with the
arrival on June 28 and tear down on July 5.
Mr. Kelley thanked the Lions Club and Public Works for stepping up to the challenge to solving
the problems at Hastings Park. He looks forward to the day the telephone poles can be removed.
Approve Coalition Agreement for Health Insurance Benefits
Mr. Valente explained that the Town and the Public Employee Committee (PEC) have reached a
three -year collective bargaining agreement for the period of Fy2016 to FY2018. The Selectmen
approved the agreement in Executive Session on November 17, 2014. The PEC recently voted
to accept the contract settlement, which provides for the following:
• 82% Town/ 18 %Employee contribution rate split for the HOM and PPO Plans
• 75% Town/25% Employee contribution rate split for the Indemnity Plans
• 40% subsidy toward the cost of Medicare Part B for retirees. Funding comes from the
Mitigation Account with no additional cost to the Town.
• Health Reimbursement Account 1 (HRA1) to assist employees with the cost of
copayments and deductibles. Funding comes from the Mitigation Account with no
additional cost to the Town.
• Health Reimbursement Account 2 (HRA2) to assist employees who experience high out -
of- pocket, in- network expenses. Funding comes from the Mitigation Account with no
additional cost to the Town.
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Selectmen's Meeting — December 1, 2014
The Agreement provides for the following new provisions:
An Opt -Out Program for employees and Non - Medicare Retirees in the amount of $5,000
for a family plan and $2,500 for an individual plan; payment made biweekly. Any new
savings will be split 50 %150% with the employee portion going toward funding the
Mitigation Fund. This program will have a sunset date of June 30, 2018.
A reopener clause in the event that the GIC makes substantial changes to the PPO plans
during the duration of the agreement.
Upon motion duly made and seconded, it was voted 5 -0 to approve and authorize the Town
Manager to sign the Coalition Agreement between the Town and Public Employee Committee
for the period of FY2016 to FY2018.
Approve Inter - Municipal Agreement with Arlington for Compost Area
Mr. Valente explained that the Town's agreement with the Town of Arlington for the disposal of
yard waste at Hartwell Avenue expired on June 30, 2014. A new agreement has been negotiated
reflecting Lexington's current cost for processing the material. Arlington will pay Lexington
approximately $115,000 in FY2015 under the agreement, increasing by 2.5% in FY2016. The
sale of compost from the yard waste will generate another $85,000 in revenue. The agreement
has been approved by the Arlington Board of Selectmen.
If solar panels are installed at the Hartwell Avenue site, the Town may terminate the agreement
if there no longer is sufficient space to accommodate the Arlington yard waste.
Upon motion duly made and seconded, as provided by MGL Chapter 40, Section 4A, it was
voted 5 -0 to approve the inter - municipal agreement with the Town of Arlington for the disposal
of yard waste at the Hartwell Avenue compost site and authorize the Town Manager to sign said
agreement.
Approve License Renewals
Upon motion duly made and seconded, it was voted 5 -0 to approve the following licenses for
2015:
Class I
Lexington Toyota, Inc.., 409 Mass. Avenue
Class II
A to Z Auto Wholesale, 20 Vine Street
Auto & Diesel Sales, 75 Westview Avenue
Autobahn East, 436 Marrett Road
Lexington Auto Center, 1095 Mass. Avenue
Lexington Auto Sales, 542 Mass. Avenue
Lexington Auto Service, Inc., 39 Bedford Street
Scott the Car Guy, LLC, 401 Lowell Street, Suite
Selectmen's Meeting — December 1, 2014
Class III
John P. Carroll Company, Inc., 700 Waltham Street
Coin
Lexington Elks, 959 Waltham Street
Tio Juan's Margaritas Mexican Restaurant, 438 Bedford Street
Waxy O'Connor's, 94 Hartwell Avenue
Common Victualler
Alexander's Pizza, 180 Bedford Street
Aloft Lexington, 727 Marrett Road
Bertucci's Brick Oven Ristorante, 1777 Mass. Avenue
Bruegger's Bagel Bakery, 413 Waltham Street
Dabin Restaurant, 10 Muzzey Street
Daikanyama Japanese Cuisine, 43 Waltham Street
Dunkin Donuts, 317 Woburn Street
Dunkin Donuts, 141 Mass. Avenue
Dunkin Donuts, 10 Woburn Street
Element Lexington, 727 Marrett Road
Fruitee Yogurt, 1707 Mass. Avenue
it Casale, 1727 Mass. Avenue
Inn at Hastings Park, 2027 Mass. Avenue
Ixtapa Cantina Mexican Family Restaurant, 177 Mass. Avenue
Lexington Elks, 959 Waltham Street
Lexington Golf Club, 55 Hill Street
Mario's Italian Restaurant, 1733 Mass. Avenue
Minuteman Regional Vocational Technical School, 758 Marrett Road
Panera Bread, 1684 Mass. Avenue
Pine Meadows Golf Club, 255 Cedar Street
Qdoda Mexican Grill, 46 Bedford Street
Quality Inn & Suites, 440 Bedford Street
Royal India Bistro, 7 Meriam Street
Starbucks Coffee, 1729 Mass. Avenue
Starbucks Coffee, 60 Bedford Street
Taipei Gourmet, 211 Mass. Avenue
The Upper Crust, 41 Waltham Street
Tio Juan's Margaritas Mexican Restaurant, 438 Bedford Street
Via Lago, 1845 Mass. Avenue
Vine Brook Tavern, 20 Waltham Street
Waxy O'Connor's, 94 Hartwell Avenue
Yangtze River Restaurant, 21 -25 Depot Square
Entertainment
Aloft Lexington, 727 Marrett Road
Element Lexington, 727 Marrett Road
it Casale, 1727 Mass. Avenue
Inn at Hastings Park, 2027 Mass. Avenue
68 -17
Selectmen's Meeting — December 1, 2014
Entertainment (concluded)
Starbucks Coffee, 60 Bedford Street
The Upper Crust, 41 Waltham Street
Tio Juan's Margaritas Mexican Restaurant, 438 Bedford Street
Via Lago, 1845 Mass. Avenue
Vine Brook Tavern, 20 Waltham Street
Waxy O'Connor's
Liquor Club
Lexington Elks, 959 Waltham Street
Liquor Common Victualler
Bertucci's Brick Oven Ristorante, 1777 Mass. Avenue
it Casale, 1727 Mass. Avenue
Ixtapa Cantina Mexican Family Restaurant, 177 Mass. Avenue
Lexx Restaurant, 1666 Mass. Avenue
Tio Juan's Margaritas Restaurant, 438 Bedford Street
Yangtze River Restaurant
Liquor Innholder
Aloft Lexington, 727 Marrett Road
Liquor Innkeeper
Inn at Hastings Park, 2027 Mass. Avenue
Liquor Retail Package Goods Store
Berman's Wine & Spirits, 55 Mass. Avenue
Busa Brothers Liquors, Inc., 55 Bedford Street
Vinebrook Bottle Shop, 1341 Mass. Avenue
Liquor Wine and Malt
Daikanyama Japanese Cuisine, 43 Waltham Street
The Upper Crust, 41 Waltham Street
Lodging /Innkeeper
Aloft Lexington, 727 Marrett Road
Element Lexington, 727 Marrett Road
Inn at Hastings Park, 2027 Mass. Avenue
Quality Inn & Suites, 440 Bedford Street
Selectmen Committee Appointment — Sustainable Lexington Committee
Upon motion duly made and seconded, it was voted 5 -0 to appoint Marcia Gens to the
Sustainable Lexington Committee to fill the unexpired term of Sarah Wilson until September 30,
2015.
Set Dates: Local Election, Close Warrant and 1st Session of 2015 Annual Town Meeting
Upon motion duly made and seconded, it was voted 5 -0 to close the warrant to citizen articles for
the 2015 Annual Town Meeting on December 29, 2014.
Selectmen's Meeting — December 1, 2014
Upon motion duly made and seconded, it was voted 5 -0 to set the date for the Local Election for
Monday, March 2, 2015.
Upon motion duly made and seconded, it was voted 5 -0 to set the date for the 1st session of the
2015 Annual Town Meeting for Monday, March 23, 2015.
Town Manager Appointment — Conservation Commission
Upon motion duly made and seconded, it was voted 5 -0 to approve the Town Manager's
appointment of Kevin Beuttell to the Conservation Commission filling the unexpired term of
Jane Warren until April 30, 2015.
Consent
Water and Sewer Commitments and Adjustments
Upon motion duly made and seconded, it was voted 5 -0 to approve the following commitments
and adjustments of water and sewer charges:
Commitment of Water and Sewer charges Section 2 Oct 2014 $ 2,451,330.51
Adjustment of Water and Sewer charges as recommended by WSAB $ ( 29,570.52)
Certificate for Flaa Flown over Battle Green
Upon motion duly made and seconded, it was voted 5 -0 to approve the Chairman signing a
certificate that a flag was flown over the Battle Green on November 26, 2014, for Army Captain
Justin M. Fitch, who is retiring after 9 years of service.
Minutes
Upon motion duly made and seconded, it was voted 5 -0 to approve the minutes of October 20,
2014 and November 3, 2014.
Executive Session Minutes
Upon motion duly made and seconded, it was voted 5 -0 to approve the executive session minutes
of November 17, 2014.
Documents Presented
1. Letter from John McWeeney, Chair of the Economic Development Advisory Committee
Regarding Commercial Tax Rate, dated December 1, 2014.
2. Tax Relief Programs for Lexington Property Owners and Renters, prepared by the
Selectmen's Tax Deferral and Exemption Study Committee for the December 1, 2014
Selectmen's Meeting.
3. Letter to Ms. Kennealy dated November 28, 2014 from Ms. Woodard, 2030
Massachusetts Avenue.
Selectmen's Meeting — December 1, 2014
4. Page 4 from PSDUP dated April 20, 2012 regarding the Inn at Hastings Park Parking
Regulations handed out by Ms. Woodard.
5. Page from AB Holdings (owner of the Inn at Hasting Park) presentation to the Board of
Appeals on July 26, 2012 regarding Ongoing Regulatory Checks, which is included in the
Special Permit documentation (handed out by Ms. Woodard).
6. Presentation by the Lexington Lions Club — 58th Annual Fourth of July Carnival —
Review, December 1, 2014.
Upon motion duly made and seconded, it was voted 5 -0 to adjourn at 11:10 p.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
•: 1
Selectmen's Meeting - Budget Presentations
December 3, 2014
A meeting of the Board of Selectmen was held on Wednesday, December 3, 2013 at 9:30 a.m. in
the Selectmen Meeting Room, Town Office Building. Chairman Pato, Mr. Cohen, Ms. Ciccolo
and Ms. Barry; Mr. Valente, Town Manager and Ms. Pease, Executive Clerk, were present.
FY 2016 Budget Presentations
Police
Chief Corr handed out a statistical summary of calls for service, crimes, accidents, citations.
Chief Corr and Lt. O'Connell and Sgt. Toomey presented the FY2016 Police Budget. Level
services requests: Police Administration $1,313,544; Patrol & Enforcement $3,181,785; Traffic
Bureau $324,453; Investigations $717,560; Dispatch $664,845; Animal Control $40,706; and
Crossing Guards $149,329. Total Level Services Budget: $6,392,222.
Department Goals:
1. Advance the Department's Accreditation Certification to full Accreditation in January
2016.
2. Provide succession training to middle managers given the probable retirement of two
Captains in 2015 -2016.
3. Assist the Board of Selectmen with planning, budgeting and constructing a new police
station and improvements to Hartwell Avenue outdoor firing range.
4. Identify a Police /Fire /Emergency Dispatching software suitable for Town needs from
2015 -2030.
Program Improvement Requests: Add One Patrol Officer $87,008; Driver License Scanner
$3,818; Hi -Viz Traffic Polo Shorts $10,400; Two New Patrol Cadets $27,164. Total Program
Improvement Requests: $128,390.
Capital Projects: Software (Police & Fire /EMS) $646,406 and Police Station Renovation and
Add -on Design and Engineering.
Ms. Barry asked whether the Firing Range Feasibility Study would be part of the FY2016
budget. Mr. Valente said yes and NERAC is interested in helping to fund so that others can
share the firing range.
Library
Ms. Stembridge, Library Director, and Ms. Smith, Head of Technology, presented the Library
FY2016 Budget Requests. Level Service Requests: General and Technical Services $425,077;
Adult Library $1,357,222; and Children's Library $447,738. Total Level Service Budget:
$2,230,037.
Program Improvement Request: Increase in Library Supplies and Materials Budget $124,145.
68 -21
Selectmen's Meeting — Budget Presentations — December 3, 2014
Capital Projects: Cary Library Internal Reconfiguration $365,000
Recreation
Mr. Valente stated that the Recreation budget being presented was a level service budget but
staff is working on how to staff the Community Center which will be presented to the Selectmen
later.
Ms. Simmons, Recreation Director, Ms. Butts, Assistant Director and Mr. Coleman, Recreation
Supervisor, presented the Recreation FY2016 Budget Requests. Level Service Requests:
Recreation $1,407,159; Pine Meadows $538,745; and Indirect Costs $238,272. Total Level
Service Budget $2,184,176.
Department Goals:
1. Continued Implementation of the Recreation Strategic Plan;
2. Manage Active Recreation Construction Projects: projects approved by FY2016 funding;
Lincoln Park Field 41 and 42 synthetic turf replacement; Phase III of the Center
Playfields Drainage Project; Clarke Middle School multi - purpose athletic field
renovation; Sutherland Park athletic field renovation; Gallagher and Clarke Tennis Courts
resurfacing; and Garfield Park playground replacement.
3. Assist with the usage and programming for the Lexington Community Center at 39
Marrett Road;
4. Assist in Updating the Open Space and Recreation Plan; and
5. Review and Update internal controls, action plans and written policies.
Capital Projects: Park and Playground Improvements $68,000; Park Improvements — Athletic
Fields $85,000; Pine Meadows Equipment $68,000; ADA Accessibility Study $78,000; Park
Improvements — Hard Court Resurfacing $55,000; and Lincoln Park Field Improvements
$650,000. Total FY2016 Capital Improvements $1,004,000.
Community Development
Ms. Mullins, Community Development Director; Mr. Cody, Health Director; Mr. Lonardo,
Building Commissioner and Mr. McCarron, Conservation Stewardship Coordinator; presented
the FY2016 Community Development budget requests. Level Service Requests: Building and
Zoning $548,833; Regulatory Support $275,828; Conservation $232,628; and Health $294,500.
Total Level Service Budget $1,351,789.
Departmental Goals include:
1. Continue to implement the Laserfiche Document Imaging software, including converting
historical records to digital format and migrating into software.
2. Implement View Permit Software to provide a comprehensive electronic permit
management and tracking system.
68 -22
Selectmen's Meeting — Budget Presentations — December 3, 2014
Health Goals:
1. Continue pandemic flu planning, including continuing to partner with Human Services
and Public Schools to provide vaccination clinics for the aging and school age
population.
2. Continue Food Establishment Emergency Operations Planning.
3. Provide food and public health related educational outreach materials to targeted
demographics based on needs identified in the recent Demographic Task Force's Report.
4. Establish an Abandoned Properties Task Force to coordinate a unified response to
address code issues related to identified abandoned properties.
5. Implement the CHNA Health Communities Plan developed as a result of the grant
supported survey, subject to additional grant funding approval.
Conservation Goals:
1. Continue to implement the Willard's Woods Action Plan, including increased education
and enforcement regarding regulations
2. Implement Land Management Plans per approved Policies and Procedures Guidelines
and Cotton Farm, Leary and Wright Farm Plans.
3. Coordinate the Watershed Management Program with the Engineering Division.
4. Develop Design and Engineering Plans for the Parker Meadow Accessible Trail Project.
5. Update the Open Space and Recreation Plan in collaboration with Recreation
Department.
6. Implement the ACROSS Lexington Program in collaboration with the Greenway
Corridor Committee.
Program Improvement Requests: Alternate Inspector Hours Increase $11,600; Wetland
Administration Contractual Hours $20,000; Daisy Wilson Meadows Improvements $3,000;
Meagherville Bridge Construction $1,100, Boardwalk Maintenance $1,500 and Rodent Control
Survey and Baiting $5,000. Total Program Improvement Requests $42,200.
Capital Projects: Conservation Meadows Preservation Program $26,400; Lower Vine Brook
Paved Recreation Path $221,092. Total Community Development Capital Projects for FY2016
$247,492.
Planning
Mr. Henry, Assistant Planning Director, presented the Planning Department FY2016 Budget
Requests. Level Services Requests: Planning $354,145.
Department Goals include:
1. Long -term planning, including the Comprehensive Plan, starting with an update of thee
Economic Development Element.
2. Update the zoning map to have parcel and zone lines correspond.
3. Examine the zoning districts, consider consolidation of commercial districts and creation
of a new governmental district.
68 -23
Selectmen's Meeting — Budget Presentations — December 3, 2014
4. Draft the zoning bylaw changes that were identified as highly desirable during the
recodification of the Zoning Bylaw;
5. Redraft the Planning Development Districts and consider combining the residential and
commercial districts. Clarify and simplify the process.
Program Improvement Requests: Battle Road Scenic Byway Project $5,000 and Comprehensive
Plan Update, Economic development $50,000.
Economic Development
Ms. Tintocalis, Economic Development Director, presented the Economic Development FY2016
Budget Requests. Level Services Requests: Economic Development Office $55,483; Liberty
Ride $9,544; Tourism $39,800 and Visitor Center $135,788. Total Level Service Budget
$631,914.
Department Goals include:
1. Implement the Phase 1 recommendations from the Center's Parking Management Plan.
2. Continue to support Hartwell Business District; including the "Rev Bus" — the area's
business shuttle.
3. Collaborate with the Planning Department to develop the Economic Development
element subject to the funding of the related Program Improvement Request.
4. Ensure the Visitors Center remains open and operates to serve visitors and the
community.
Project Improvement Requests: Middlesex3 Coalition Annual Membership $2,000.
Mr. Valente said the proposed Economic Development budget includes what staff thinks is
needed to run the Visitor Center. Staff is still working on how best to oversee the Visitor Center
and how the Tourism organization should be handled.
Tourism/Liberty Ride
Ms. McKenna, Chair of the Tourism Committee, provided a handout to the Selectmen that
included an organization chart of the existing Tourism Office, a recommended Tourism
organization chart with Tourism and Liberty Ride part of the Economic Development Office and
also including the Visitor Center. The packet also included lists of the current functions and
responsibilities for the Economic Development, Tourism and the recommended Economic
Development Functions and Responsibilities as voted by the Tourism Committee on November
20, 2014.
Program Improvement Requests: Part -Time Recording Secretary $2,081; Part -Time Distributor
of Visitor's Guides $1,306; and Tourism Staffing —to be determined.
Capital Projects: Battle Green Master Plan 75% Design and Visitor Center
Selectmen's Meeting — Budget Presentations — December 3, 2014
Documents Presented
1. Lexington Police Department Statistical Summary.
2. Tourism Office Handout.
Upon motion duly made and seconded, it was voted 4 -0 to adjourn at 12:00 noon.
A true record; Attest:
Lynne A. Pease
Executive Clerk
68 -25
Selectmen's Meeting - Budget Presentations
December 4, 2014
A meeting of the Board of Selectmen was held on Thursday, December 4, 2013 at 9:30 a.m. in
the Selectmen Meeting Room, Town Office Building. Chairman Pato, Mr. Cohen, Ms. Ciccolo
and Ms. Barry; Mr. Valente, Town Manager and Ms. Pease, Executive Clerk, were present.
Tax Classification Rate Setting
The hearing was opened at 9:30 a.m.
The Town has not received the certified values so the Tax Classification Hearing was continued
to Tuesday, December 9, at 7:00 p.m. in the Public Services Building Cafeteria.
FY 2016 Budget Presentations
Public Facilities
Mr. Goddard, Public Facilities Director and Mr. Newell, Assistant Director of Public Facilities
presented the FY2016 Public Facilities Budget. Level Service Requests: Education Facilities
$7,257,980; Municipal Facilities $1,929,656 and Shared Facilities $1,137,878. Total Level
Service Budget: $10,325,514.
Departmental Goals include:
1. Support the operation of the Community Center.
2. Support the School Master Plan.
3. Implement other priority projects.
Program Improvement Request: In -house Cleaning of Library, Public Services Building and
Town Office Building $172,510; Flex Custodian to support Estabrook Gym as Community
Center Space $62,204.
Capital Requests for FY2015:
1. School Building Envelope and Systems Program $210,000
2. LHS Heating Systems Upgrade Phase 2 and 3 $518,000
3. Municipal Building Envelope and Systems $182,760
4. School Building Flooring Program $125,000
5. Interior Painting Program $157,594
6. Public Facilities Bid Documents $75,000
7. Hastings School Renovation/Replacement $1,100,000
8. Renovation and Update of Diamond Kitchen and Cafeteria $TBD
9. Clarke Gymnasium Lockers $30,000
10. Department of Public Facilities Vehicle with Aerial Lift $96,000
11. Clarke Middle School Circulation and Parking Improvements $363,000
12. Diamond Middle School Lighting to Rear Parking Lot $77,000
13. Diamond Gym Motors for Backboards $25,300
14. Security Camera Upgrade to Digital from Analog $38,500
Selectmen's Meeting — Budget Presentations — December 4, 2014
15. LHS Phase 2 Overcrowding Completion $90,200
16. Public Facilities Mechanical/Electrical System Replacements $363,000
17. Food Service LHS Dishwasher and Installation $61,000
18. LHS Bike Racks and Installation $31,531
19. Elementary School Short Term Capacity Increase TBD
20. Pre -K Short Term Capacity Increase TBD
21. Lexington Public School Educational Capacity TBD
22. Cary Memorial Building Sidewalk TBD
23. Community Center Sidewalk TBD
Total Capital Projects $3,693,885.
The 25 year Ameresco solar contract identifies credits that will reduce payments to NStar for
electrical service and the FY2016 credit is estimated to be a minimum of $120,000. Since there
are anticipated expenses to relocate the solar panels when roof repairs and /or replacements
occurs, it is recommended that the value of the credits be contributed to the Building Renewal
Fund and considered as a potential funding source for future projects.
Mr. Valente will work on setting up a site visit for the Selectmen to see the proposed sidewalk
locations for the Community Center because of the grade issues so the sidewalk can be installed
in the spring or fall of 2015.
Ms. Ciccolo continues to receive comments about exploring different easements and access
possibilities to the Community Center site. She feels it would be desirable to look into the
connection options.
Mr. Goddard is interested in looking at another entrance possibility from Youville Place.
Mr. Valente stated that there is a placeholder for the Elementary School Short Term Capacity
Increase needed but the dollar amount is not known yet and that may require adjustments to the
capital budget.
Human Services
Mr. Valente stated that the Human Services budget is still being worked on because of the
Community Center. Staff hopes to present a preliminary plan for the new structure and staffing
at the Selectmen's Meeting on December 15.
Ms. Rodgers, Human Services Director and Ms. Axtell, Assistant Director of Senior Services,
presented the FY2016 Human Services Budget Requests. Level Services Requests:
Administration $216,199; Community Programs $141,850; Veterans' Services $241,808; Youth
and Family Services $122,259; Senior Services $193,451; Transportation Services $589,361.
Total Level Service Budget $1,504,928.
Program Improvement Requests: Real -time GPS Tracking Service $4,920.
68 -27
Selectmen's Meeting — Budget Presentations — December 4, 2014
Departmental Goals:
1. Completion of move to new multigenerational community center located at 39 Marrett
Road anticipated by Spring 2015. Focus of initial few months of operation include
developing best practices of operation and safety.
2. In collaboration with other Town and School departments and community boards and
committees, will continue to address the concerns and needs of families facing financial
hardship and /or homelessness.
3. Continued analysis of the effectiveness of the Town's transportation programs, gathering
data to evaluate the effectiveness of the new GPS systems installed on all Lexpress buses
in FY2015.
4. Increase community awareness of the services and programs available to residents of all
ages, including veterans and their families.
Upon motion duly made and seconded, it was voted 4 -0 to adjourn at 10:15 a.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
Selectmen's Meeting
Information Session — FY2015 Property Assessments
December 9, 2014
A meeting of the Board of Selectmen was held on Tuesday, December 9, 2014 at 7:00 p.m. in the
Clarke Middle School Auditorium at 17 Stedman Road. Chairman Pato, Ms. Ciccolo and Ms.
Barry; Mr. Addelson, Assistant Town Manager of Finance and Ms. Pease, Executive Clerk, were
present.
Also Present: Board of Assessors: Mr. Johnson, Chair, and Mr. Grant; Mr. Lent, Town
Assessor; and Mr. Tarello, Appraiser Consultant from Vision Government Solutions, Inc.
Continued Tax Classification Hearing
The necessary paperwork was not received from the Department of Revenue. The Selectmen
continued the Tax Classification Hearing to Thursday, December 11, 2014, at 7:00 p.m. in the
Public Services Building Cafeteria at 201 Bedford Street.
Mr. Canale, 29 Shade Street, suggested that the Selectmen set the maximum rate to help
homeowners of lower valued homes that will be hit with higher increases.
Information Session on FY2015 Property Assessments
Mr. Addelson presented information regarding the Triennial Year Re- Certification Pursuant to
the Massachusetts Department of Revenue (DOR) Requirements, including information on
single family dwelling values in Lexington, reference points, independent market data and sales
approach to value.
Questions
1. What is the abatement request process?
Mr. Lent responded the abatement process begins in January after the 3rd quarter bills are mailed.
There is a 30 day period when residents can file for an abatement. The resident needs to fill out
a form either online or in the Assessors' Office and provide identification of the property,
ownership and rationale for changing the value.
Mr. Addelson made it clear that the deadline for filing for an abatement is established by statute
and if the paperwork is submitted late it cannot be acted on by the Board of Assessors. February
1 is the deadline, which will be posted on the Town's webpage. The tax bill also includes the
process and deadline on the back.
Selectmen's Information Session — FY2015 Property Assessments — December 9, 2014
Asked about what information to provide when filing for an abatement, Mr. Tarello responded
that information on comparable properties, any information about your property like the
structure, layout, easement access, problems that might be an issue that were not address on the
record.
2. With the amount of mansionization Lexington has experienced, when do the new larger house
real estate taxes go from "new growth" to normal real estate taxes controlled by the
Proposition 2'/z levy limits?
Mr. Addelson, responded that the levy limit under Proposition 21 /z can grow annually by 2.5
percent and can increase by new growth. For permits pulled during FY2014 the value of the
renovation is the degree of completion that is determined as of June 30 and the value is added to
the base and that value is what is taxed in this fiscal year.
3. Do above -grade portions of houses figure into Lexington Assessments? Is this true and if not
what areas contribute?
Mr. Lent responded that generally the above -grade heated sections of the home are considered
square footage of living area. Some styles are treated a little differently; split entry and raised
ranches are often different but the Assessors compare same style homes. If there is living area
below grade that is matched against houses with the same structural setting, it is taxed.
4. Where there is a street with similar houses, how come there can be such a difference in the
increase?
Mr. Tarello responded that the total value has contributory value of the land and the building.
Although land goes up, generally there are also adjustments for the location in the neighborhood
and a site adjustment (rights of way). Although the homes are in the same neighborhood and
have the same value, except for site issues, it could change the land value. They are usually
consistent, but variables may include components of the structure (size, style, and quality of
construction). More field review work was done this year which may have picked up elements
that changed the properties.
Mr. Lent responded that many houses are torn down and larger structures are usually built. The
new larger structure differs from the other homes on the street and so will be compared with
similar size homes in other neighborhoods. The land component of these larger properties is
more valuable because of the development in the community and the value of the market. The
new larger structures land may be twice the value of the house next door because the present use
is much greater than next door.
Mr. Sandy, 2353 North Emerson Road, asked why a neighborhood with houses built to look alike
at the same time and all the same design and quality would have different assessments?
•: 1
Selectmen's Information Session — FY2015 Property Assessments — December 9, 2014
Mr. Lent responded that they should have the same assessments and those instances should be
brought to the Assessors' attention.
Mr. Minardi, 37 Downing Road, asked if the value of the land is a function of the structure on
the land.
Mr. Lent responded yes.
Mr. Tarello responded that the land and building are tied together based on the type of property
and the two equals the sale price value.
Mr. Harrison, Jackson Court so can understand- take two 3 bedroom capes identical one siting
on an acre and the other on 39,000 square feet. The house on the big lot can be torn down and a
mansion built; but a small lot with a cape style home can be torn down and only another small
house can be build. What is the difference in the value of the land between these properties?
Mr. Tarello responded that the present use of the property is not the highest and best use. Until
the house is torn down and new building built, the value of the two houses would be similar. Not
all property is valued like mansions until they become mansions.
Mr. Harrison, Jackson Court, said the house on the smaller lot is not valued as high.
Mr. Tarello responded that it depends on what the house lot was resold for. Some properties are
resold and do not turn into mansions. The requirement is to value what is there existing as of
January 1. As sales of similar homes are analyzed, they look at higher value but they cannot do
highest and best use until the property is changed.
5. Is the algorithm used across the state or is it unique to Lexington?
Mr. Tarello responded it was a common process in the State but that each community has
different neighborhood delineations and structures; so the Vision software is used throughout the
State that is approved by the Department of Revenue (DOR). The standards are similar but table
setups and calculations differ by community because of housing stock and varied neighborhoods.
The DOR audits all communities and provides a detailed checklist.
Ms. Zuo, 376 Marrett Road asked if this information is available to the public.
Mr. Tarello responded that the Vision Government Solutions website can provide a general
understanding and the Assessors' Office can provide the detailed information. The website
address is vgsi.com, which will be posted on the Town's webpage.
68 -31
Selectmen's Information Session — FY2015 Property Assessments — December 9, 2014
Mr. Shelat, 34 James Street, asked how private roads are handled since they do not receive the
same services.
Mr. Lent responded that the process is blind to individual properties with unusual characteristics.
Unless there are sales of properties on private roads with potholes there is no way to reference
potholes as an impact on the sale of the property.
Mr. Shelat was concerned about services.
Mr. Pato responded that owners are not being taxed on services and they are not factored into the
assessments.
6. Regarding Proposition 2 -112, what is the goal of the reevaluation, to obtain flat revenue or
increase revenue?
Mr. Addelson responded that the goal is to distribute that tax burden among tax payers. It is a
requirement of the law to establish values that are uniform and equitable and distribute the tax
burden among all properties.
7. Definition of "arm's length sales ".
Mr. Lent responded that an "arm's length sale" is a sale between two people who are not known
to each other. There is a distance between the buyer and the seller.
8. What is the difference between Grade B and Grade C and how are the grades determined?
Mr. Lent responded that the grades are between A and E and are based on the style and quality of
the materials and workmanship. The Assessors look at photos and visit the properties to see the
differences.
Mr. Addelson responded that the Data Collection Manual, available on the Town Website on the
Assessors' page provides a description of each of the grades.
Ms. Sandy, 353 North Emerson Road, asked what constitutes a grade change when there is not
visible difference.
Mr. Lent responded that usually a grade is given to a house when it is built and would change if
there were changes made to it. If there are no visible differences the grade change could be
because of a correction.
9. Will the Town publish a glossary of terms used on the property cards?
Mr. Lent responded that the Data Collection Manual on the Assessors webpage includes a
glossary of terms.
68 -32
Selectmen's Information Session — FY2015 Property Assessments — December 9, 2014
10. How are comparable sales looked at, what is the definition of comparable sales and why are
lowered valued homes increasing in assessed value more than higher priced homes?
Mr. Tarello responded that they analyze sales information, categorize it and look at different
angles. Look at lot size, building size, actual age, price of lower and higher homes. That
information is audited by the Department of Revenue. The patterns in the county and
neighborhood areas indicate that the entry level and middle entry homes have more bidding wars
and prices have been increasing more than larger homes which stay on the market longer. But
statistically this year the average increase in all the categories was around 10 -11 percent.
11. For the abatement process, what is the period of sales that needs to be looked at for
comparable sales?
Mr. Tarello responded January 1, 2013 through December 31, 2013. However, if there are no
sales in your neighborhood you may have to go to other areas or look at late 2012 or early 2014.
Mr. Sandy, 353 North Emerson Road referred to a Lexington Minuteman article and asked why
all properties did not go up by 10 percent.
Mr. Tarello responded that different neighborhoods go up depending on the pattern and types of
houses. Sales price, style and size of homes is looked at; correct information is picked up with
inspection done during the full reevaluation.
Mr. Pato also responded that those with access to the database looked at patterns and that was not
what was in the Lexington Minuteman article, who did not have access to the database. The
database pattern showed that each quartile increased by a comparable amount.
Mr. Sandy requested that the data assessment for each quartile be published.
12. What is the property tax rate for 2015 and will it increase or decrease? With an increase of
10% will the Town's income increase by 10 %?
Mr. Pato responded that since the Selectmen have not voted the tax rate yet, don't know what the
property tax rate will be for 2015, but in all scenarios it goes down because evaluations have
gone up. The Town income is limited by Proposition 2 �/z plus excluded debt plus new growth.
13. For people on a fixed income, are there programs available?
Mr. Pato responded that there is information available on the Assessors' webpage.
Ms. Blier, Chair of the Tax Deferral and Exemption Study Committee, referred to a detailed
brochure on the Assessors' webpage. She mentioned two underutilized programs: 1) tax
deferrals are available to residents 65 years old and over. They can defer their taxes until they
68 -33
Selectmen's Information Session — FY2015 Property Assessments — December 9, 2014
sell their house or they die if their income is less than $65,000. There are no asset restrictions
and the interest rate is less than 1 percent; 2) Massachusetts Senior Circuit Breaker Tax Credit,
which refunds or sends a check for $1 of every dollar of the property tax plus �/z of the
water /sewer bill that exceeds 10% of your income with cap of $1,050. You can qualify if your
income is less than $56,000 for singles and $84,000 for married couples. Also to qualify the
assessed value of the home for 2014 is $691,000.
14. Please comment on the drop of assessments after 2009 when real estate market dropped.
Mr. Pato responded that this points out that the market goes up and down and assessed value has
to track whatever the market is doing.
15. How does the Assessor know when improvements have been made?
Mr. Lent responded that there are a number of ways. The most well-known is when a permit is
requested to do work on a property; the Assessors are interested in inspecting the improvements
when they are complete. Also the reciprocal inspection program every 9 years required by the
Department of Revenue requires the Assessors to inspect all properties where improvements
were made. All abatement requests require a home inspection. Residents sometimes ask about
their neighbors' property.
16. Why could the replacement costs for improvements increase by 27% but inflation be much
less?
Mr. Lent responded that inflation is market. But there are avenues to recognize more value if the
property has been incorrectly identified.
Mr. Palo asked about the replacement vs. the sales approach if that cost value goes up how did
that happen?
Mr. Torella responded that building costs were tested with local building codes and also the
national and regional codes and they are reconciled on sales. Then the rates are put into the
system and tested with sales and desirable styles that warrant higher adjustment. Construction
costs have gone up considerably.
17. Consider a home is built and receives a Certificate of Occupancy; how long before the value
is recognized on the evaluation roles and can it be done within a year.
Mr. Lent responded when a new structure is being built the Assessors' will inspect the property
before June 30 to determine its completion percentage to include in that Fiscal Year evaluation.
The new structure would then be inspected when the project was complete and added to that
fiscal year evaluation. The percentage complete is based on tables and the various construction
steps. The Data Collection Manual includes information on this process.
Selectmen's Information Session — FY2015 Property Assessments — December 9, 2014
18. Questions about available data and information available on the Town's website and
whether neighborhood maps and parcel categorization when comparing with neighbors
physical space is available to look at.
Mr. Lent responded that the Department of Revenue requires that the Assessors provide them
with a color -coded map describing neighborhoods and that map could easily be made available
on website and the Assessors' office will do that. The Geographic Information System (GIS)
available on the Town's website includes different layers that can be very useful.
Mr. Pato suggested that the Assessors' webpage includes a link to a video of the Department of
Revenue Triennial Reevaluation cycle that describes the processes, including the way maps are
used to construct neighborhoods and categories.
19. Is the first 15,500 square feet of a lot taxed at a higher rate? And is the square footage over
15,500 taxed at a lower rate?
Mr. Lent responded that any lot larger than 15,500 square feet, the land over 15,500 square feet
is considered excess land and is valued at 5% of what the primary lot is valued at. They take two
land lines and value the land necessary for the building and beyond that is excel value that is
taxed significantly less.
20. What features are more valuable and how do you determine which features make a house
assessed higher.
Mr. Tarello responded that the features looked at are workmanship, molding, structural
components, type of heating systems, materials like flooring, exterior siding are all components
that are part of the costs and go along with the style and grade. All of these components are
looked at and tie into the grade and the condition of the property which all goes into the
appreciation.
Mr. Lent responded that features like copper downspouts, copper flashing and slate on roofs are
features that are expensive and usually of good quality workmanship and they stand out as
expensive.
21. Does the Assessors' Office have a program that cross- checks assessed values vs. recent
sales?
Mr. Pato responded the core for assessment is sales which are comparable sales. Mass Appraisal
looks at classes and comparable sales of those classes.
68 -35
Selectmen's Information Session — FY2015 Property Assessments — December 9, 2014
Mr. Lent responded there were 300 or so sales considered "arms- length" last year out of 9,000
single family dwellings. Each of the style groupings has to have a minimum representation in
the sales or else by the Department of Revenue requirement. Each category of property has sales
associated with it and sales most like each property are ones that are used to compare, but Mass
Appraisal takes account of all sales of a particular style. If a resident comes into the Assessors'
Office and files for an abatement the challenge is whether the property was classified in the right
style. It may be necessary to do an analysis of property comparables of 4 to 10 different sales
that are most like the property and adjust for differences and make a determination of what the
market value would be if compared to others. If the property was refinanced or purchased that is
the typical approach of bank appraisers who use 3 -9 comparables. As an Appraiser we know
how to appraise and adjust sales to your property and in that comparison when market goes up
the 3 -10 most closely similar properties are compared to yours to give you correct value during
the year of analysis (2013 sales for 2015 analysis). Until and unless there is an abatement
request, the Mass Appraisal approach is used which takes all sales and apply the average factors
to the styles.
22. Recent sales vs. assessed value for a given fiscal year?
Mr. Pato replied that the sales applied are calendar year prior and recent sales are not factored
into this fiscal year assessment.
23. How does the condition of a property affect the assessment vs grade?
Mr. Lent responded that the location, grade and condition are the primary factors in the
evaluation. The condition of a home is assumed to be what the house was born with, which is
average. If the property is left untouched it remains average and appreciation is steep. Most
properties have some work done and others have extensive work done. There are many condition
variables the Assessors try to identify what is the effective year built — not actual year built.
Mr. Sandy asked if the webpage includes condition information.
Mr. Lent responded that the on -line version is an advanced view that will not show the
conditions until the DOR has approved and the tax bills have been sent out. Residents are
welcome to visit the Assessors' Office to look at the information.
Mr. Pato thanked the audience for the questions and hopes it was helpful to learn about the
assessment process. He also thanked those that collected questions and the Assessor and
Consultant for answering most of the questions.
Selectmen's Information Session — FY2015 Property Assessments — December 9, 2014
Documents Presented
1. Lexington FY2015 Triennial Year Recertification Pursuant to the Massachusetts
Department of Revenue (DOR) Requirements.
Upon motion duly made and seconded, it was voted 3 -0 to adjourn at 8:35 p.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
68 -37
Summit Meeting 3
Board of Selectmen, School Committee, Appropriation Committee
and Capital Expenditures Committee
December 11, 2014
A Summit was held on Thursday, December 11, 2014, at 7:00 p.m. in the Public Services
Building Cafeteria, 201 Bedford Street. Mr. Pato, chair, Mr. Cohen, Ms. Ciccolo, Ms. Barry;
Mr. Valente, Town Manager; Mr. Addelson, Assistant Town Manager for Finance, and Ms.
Chabot, Assistant to the Executive Clerk, were present.
Also Present: School Committee (SC) members: Ms. Coppe, chair, Mr. Alessandrini, Ms.
Crocker, Ms. Steigerwald; Dr. Ash, Superintendent of Schools; Appropriation Committee (AC)
members: Mr. Parker, chair, Mr. Bartenstein, Mr. Levine, Ms. Masterman, Mr. Michelson, Mr.
Neumeier; Capital Expenditures Committee (CEC) members: Ms. Hai, chair, Mr. Kanter, Ms.
Manz.
Continue FY15 Tax Classification Hearing and Setting of the Tax Rate
Mr. Pato called the meeting of the Board of Selectmen to order at 7:01 p.m. to continue the
public hearing of the tax classification options available under Massachusetts General Laws
which require the Selectmen to consider four selections with respect to setting the FY2015 tax
rate. The decision of the Board for each alternative must be submitted to the Department of
Revenue.
The four selections are:
1. Selection of a residential factor. The Board may adopt a residential factor, thus
increasing the commercial, industrial, and personal property (C -I -P) tax rate by a
maximum factor of 1.750.
2. Selection of a discount for Open Space. A maximum exemption of 25% may be
adopted for all property that is classified as Open Space.
3. Residential Exemption. The Board may adopt a maximum residential exemption of
20 %.
4. Small Commercial Exemption. An exemption of up to 10% of the property valuation
may be granted to commercial (not industrial) property that meets the requirements of
the law.
Mr. Pato also noted that as a result of FYI state aid and new growth coming in greater than
estimated at the 2014 Town Meeting, there is at present approximately $885,000 in revenue in
excess of current appropriations. There are two options to address this excess in preparing the
FYI Tax Rate Recapitulation sheet for submittal to the Department of Revenue for tax rate
certification. Option 1 is to tax to the levy limit and let these excess funds flow to free cash by
adjusting estimated local receipts on the Recap sheet. In past years when this approach has been
considered, the funds flowing to free cash have been used to support the capital budget including
Summit Meeting 3 — December 11, 2014
debt service mitigation and resulting tax relief in subsequent years. Option 2 is to reduce the tax
levy by $855,151 which will result in a lower tax rate. A majority of the Selectmen supported
Option 1 to tax to the levy limit, Mr. Pato was opposed.
Upon motion duly made and seconded, it was voted 3 -1 (Cohen opposed) to establish the
residential factor at 1.75 for Fiscal Year 2015.
Upon motion duly made and seconded, it was voted 4 -0 to not adopt the Open Space Discount
for Fiscal Year 2015.
Upon motion duly made and seconded, it was voted 4 -0 to not adopt the Residential Exemption
for Fiscal Year 2015.
Upon motion duly made and seconded, it was voted 4 -0 not to adopt the Small Commercial
Exemption for Fiscal Year 2015.
At 7:30 p.m. the tax classification hearing was closed and the Appropriation Committee, Capital
Expenditures Committee and School Committee called their meetings to order.
Proposed FYI Revenue Allocation Model
Mr. Valente reported that the purpose for Summit 3 is to look at the Town's new revenue
projection for FYI and after fixed costs, to allocate what is remaining between the school side
and municipal side as the starting point for the Town Manager and Superintendent to build their
budgets. To give some context around the policy and administrative objectives for the next few
years, first, it is all going to be about capital. Second, the materials presented reflect some
previous policy direction discussed by the summit group and adopted by the Selectmen. That is:
to manage our debt service (at about 5% per year); to continue to provide some tax relief (for
Bridge, Bowman and Estabrook excluded debt service); and to plan for potential capital projects
(including fire station, police station, elementary and middle school capacity, Center streetscape,
new Hastings School; High School heating, and Hartwell Ave. infrastructure). Third, is the
objective to present a budget that provides for sustainable but measured growth in the operating
budget balanced against capital needs.
Mr. Addelson reviewed the FYI proposed revenue allocation by beginning with a projected
revenue of approximately $193 million. From that, the current School and Municipal Budgets
for FYI are subtracted, then fixed costs and set asides for designated uses are subtracted. What
is remaining is the incremental revenue, approximately $10 million, that the Town has to work
with for FYI to fund normal increases in the operating budget, and approved new programs and
services. The incremental revenue gets divided between the Schools (73.1 %) and the Town
(26.9 %). The School share of incremental FY16 revenue is approximately $7.4 million, an 8.5%
increase over the FYI budget, and the Municipal share is approximately $2.7 million, also an
8.5 % increase over the FYI Municipal budget.
Summit Meeting 3 — December 11, 2014
In response to Mr. Kanter's question, Mr. Valente confirmed that for FYI there is no
unallocated revenue proposed.
Preliminary Discussion of FYI Capital Budget
The capital budget is not usually discussed at Summit 3, but due to the significant number of
capital projects the Town will be facing in the next few years, Mr. Valente presented information
on FY16 preliminary capital projects. He noted that the projects listed do not reflect the Town
Manager's recommendations on capital, but these are the likely candidates. It also doesn't
reflect any recommendations of the Capital Expenditures Committee. Important items Mr.
Valente pointed out were Fire Station design (and later construction) and potential School
Projects. Mr. Valente noted that to keep our within levy debt growing at not more than 5% per
year, the Town would need to use $676,000 from the Capital Stabilization Fund in FYI and, at
least $1.46 million in FYI 7. Using these reserves is an effective way to provide relief to the
budget and to the tax payer.
Looking back at the FYI Proposed Revenue Allocation table, Mr. Valente commented that he
and the superintendent are going to do their best to not increase their operating budget by 8.5 %
and redirect some of this money for capital projects.
Mr. Levine, Appropriation Committee, commented that looking at the long term, the Town is in
a strong position, but we face a big back log of capital expenditures. He feels that the policy of
trying to limit the debt service increase to 5% per year is not really going to reduce the burden on
the tax payer but shift it to a year that is not very far away. Mr. Levine hasn't concluded that he
is against this policy now, but cautions the group to watch out.
Update on School Master Plan
Ms. Crocker, member of the School Committee, gave an update on the School Master Plan. The
Master Planning group has approved Phase 2 of the Master Plan. They are currently in Phase 3
which involves evaluating different options in the elementary and middle schools to
accommodate the growing enrollment. It has encompassed looking at various grade level
configurations, two different physical adaptations to current buildings and even entertaining the
thought of another school building. The group is now meeting monthly and the public is invited
to attend.
Policy Issues for Consideration
Mr. Valente presented some of the key policy issues for the group to consider:
Free Cash Set - Asides
Potential Federal Budget Reductions: $ 110,000
Cash Capital $2,500,000
Capital Projects Stabilization Fund $6,525,000
�1
Summit Meeting 3 — December 11, 2014
Continue Tax Relief
Excluded Debt Service (school projects) $ 350,000
High School Modulars $ 676,000
Establish Date: Summit 4 Meeting
The date of the next Summit meeting was set for Thursday, January 15, 2015.
Documents Presented
1. Town of Lexington Fiscal Year 2015 Tax Classification Packet
2. Summit III FY2016 Revenue Allocation Model
The School Committee adjourned at 8:15 p.m. and left the meeting.
Executive Session
Upon motion duly made and seconded, the Board of Selectmen, Capital Expenditures Committee
and Appropriation Committee at 8:16 p.m. voted by roll call 4-0, 3 -0 and 6 -0 respectively to go
into Executive Session under Exemption 6 to consider the purchase, exchange, lease or value of
real property and to reconvene in open session only to adjourn. The chairman further declared
that an open meeting may have a detrimental effect on the negotiating position of the town.
Upon motion duly made and seconded, it was voted to adjourn at 8:55 p.m.
A true record; Attest:
Diana B. Chabot
Assistant to the Executive Clerk
Selectmen's Meeting
December 15, 2014
A regular meeting of the Board of Selectmen was held on Monday, December 15, 2014, at 7:00
p.m. in the Selectmen Meeting Room of the Town Office Building. Chairman Pato, Mr. Cohen,
Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were
present.
Public Comments
Ms. Fitzgerald, 55 Gleason Road, provided a memo to the Selectmen regarding the forced main
issues on Gleason Road and requested the Selectmen's help to expedite a solution to the issues.
Mr. Valente responded that Engineering is working with sewer consultants and has tried some
fixes that worked for a while. Engineering is doing further analysis with consultants that will be
brought back to the Selectmen.
Selectmen Concerns and Liaison Reports
Ms. Barry recognized and thanked all the volunteers and residents who helped or donated for the
holiday lighting, including the Retailers Association for taking responsibility for the event. She
also thanked the Public Works for helping with installation of all the lights which is funded
entirely with donations.
Ms. Barry recognized the William Diamond Junior Fife and Drum Corps for winning its 1st ever
Boston Tea Party Ships Junior Invitation Fife and Drum Tattoo. Tomorrow night they will travel
to Boston to lead the parade of the 241st commemoration of the Boston Tea Party. They will also
be traveling to England in 2015 to represent Lexington.
Ms. Barry reported that she attended Installation Holiday Reception at Hanscom on December 13
and that Colonel Michael Vogel, Commander, Major General Scott Rice extended holiday
wishes to the Selectmen and the community for a happy and safe holiday season.
Mr. Cohen commended a program held at the Cary Memorial Library with Brookhaven. A Dana
Home grant helped produce a book called "A Common Purpose" which included residents'
experiences during WWII. The Library program had two wonderful Veterans of World War II
speak about their experiences, which is something this town can be very proud o£
Mr. Pato announced the Bowman School solar panels went live and are producing electricity.
The other schools are connected and waiting for NStar to put in the net meters for the power to
produce energy.
Town Manager Report
Mr. Valente reported that because of the solar installation at the Bowman School, the electricity
amount for the FY2016 budget will be reduced by $135,000 because of estimated savings.
Selectmen's Meeting — December 15, 2014
Mr. Valente recognized Fire Chief Wilson who completed the Chief Fire Officer Training
Program. The program was held one day a week for 13 weeks and was developed by the
National Fire Protection Standards and was administered by the Collins Center at the University
of Massachusetts and the Mass. Fire Academy. The program is offered every other year to
Chiefs and Assistant Chiefs and is difficult to get into. He was pleased that Chief Wilson was
able to take the class, attend all the necessary classes and finish all the requirements.
Mr. Valente provided two Public Works updates:
1) Bedford Sewer Main work on Bedford Street between Route 128 and the Westview
Cemetery has been completed. Work is still being done on the roadway pulling out
the bypass main where it went under the roadway and re- patching. Bedford is now
concerned that the main that was not replaced may fail as well. They are currently
preparing a design to do the next two portions from the main pumping station (near
Stop and Shop) to the Westview Cemetery and from Eldred Street to North Hancock
Street. They are concerned enough about the main that they are also looking to
reinstall bypass pipe from Eldred Street over Route 128 to North Hancock Street in
case there is another failure. When they do the reline work next summer they would
need the bypass pipe also. The project is important to them because it serves the
entire town.
2) Regarding questions about the roadway on Grove Street over Route 128 and why it
has not been repaved. That is a State project and they did grinding of the asphalt and
then waited for warm enough weather to repave, but were not able to and planned to
leave the rest for after the winter. Engineering said that was not acceptable so the
State put a base coat of asphalt until they can repave in the spring. The base coat of
asphalt is not completely level but does provide some improvement. The Town does
not have any control since it is a State project.
Liquor Hearing — Via Lago — Alteration of Premises
Mr. Pato opened the hearing at 7:17 p.m.
Mr. Fenn, Attorney, representing Via Lago, asked the Board to approve the application for the
alteration of the premises located at 1845 Massachusetts to include the new space in the back of
1847 Massachusetts Avenue and the entire space located at 1843 Massachusetts Avenue to
expand their restaurant to 99 seats.
Upon motion duly made and seconded, it was voted 4 -0 to approve the application for the
alteration of the premises for the all alcohol restaurant liquor license for Via Lago, Inc., d /b /a Via
Lago, located at 1845 Massachusetts Avenue.
The hearing was closed at 7:20 p.m.
Selectmen's Meeting — December 15, 2014
Budget Presentations
Town Clerk/Information Technology
Ms. Hooper, Chief Information Officer, explained that the Information Services Department was
created in July 2014 and includes the Town Clerk and Information Technology Departments in
recognition of the important role of technology in governmental operations and to provide the
resources to identify, provide and support a secure system that promote efficiency for the
delivery of services for governmental operation, government transparency and to encourage
community engagements. The Information Services Department includes three subdivisions:
management of infrastructure, management information and town clerk. Ms. Goodman will be
the IT Director, Ms. McLaughlin is the Project Manager and Ms. Rice is the Town Clerk.
Town Clerk
Ms. Hooper presented the Town Clerk FY2016 Budget Requests. Level Service Requests:
Town Clerk Administration $277,257; Board of Registrars $16,825; Elections $94,850; and
Records Management $476,671. Total Level Service Budget $436,604.
Department Goals include:
1. Continued development of coordinated Archives & Records Management Program.
2. Enhancement and further implementation of Laserfiche Document Imaging System for
records retention, electronic retention and access, paperless electronic systems and
Archives /Records portal.
3. Elections Administration — ongoing review of town/state /federal elections with statutory
requirements to provide legal and accessible elections to Lexington voters while
identifying potential building issues due to municipal and school building construction
projects.
4. Commonwealth of Massachusetts Electronic Vital Records Systems for births and
marriages.
Information Services
Ms. Goodman, Director of Information Services, presented the Information Services FY2016
Budget Requests. Level Service Requests: IT Administration (including Web Development)
$1,526,956.
Department Goals include:
1. Maintain stable and secure local area and wide area networks;
2. Improve network and services resiliency through installation of redundant network
pathways and failover servers;
3. Expand wireless capability to additional municipal buildings;
4. Empower staff mobility and efficiency via new technology;
5. Reduce technology energy burden via `green' initiatives;
6. Introduce VoIP to more buildings;
7. Develop GIS based improvements (including meeting new state GIS standards and
delivering GIS on -line with improved function and information);
Selectmen's Meeting — December 15, 2014
8. Provide quality and responsive IT support and services to all staff,
9. Provide on -going training and support to employees;
10. Create self service improvements for Town employees and residents (including on -line
permitting, improved on -line document management and resources);
11. Update and support Town website capabilities for departments and users; and
12. Introduce opportunities to engage citizens via social media and mobile apps.
Mr. Pato asked about the increased licensing fees. Ms. Goodman tries to keep the increases
below 10 percent annually, but the Town should expect that there will be increases in licensing
fees each year. Need to also keep in mind that some of the capital projects will include costs to
support.
Program Improvement Requests: Webmaster /Web Designer - $84,000; Application
Administration - $84,000; Project Manager - $84,000. Total Program Improvement Requests:
$252,000.
Capital: Replace Town Wide Phone Systems — Phase IV - $52,000; Municipal Technology
Improvement Program — Phase III - $140,000; and Network Redundancy and Improvement Plan
— Phase III - $57,000. Total Capital Requests: $249,000.
Finance
Mr. Addelson, Assistant Town Manager for Finance, presented the Finance FY2016 Budget
Requests. Level Service Requests: Comptroller $672,277; Treasurer /Collector $379,892;
Assessing $658,620; and Utility Billing $74,700. Total Level Service Budget $1,785,489.
Department Goals include:
1. Assessing:
a. Administer a 6 -year cyclical annual inspection program for interior and exterior
inspection and comply with requirements of the DOR pertaining to the FY2018
triennial recertification of values;
b. Develop a protocol for regular data entry of permits and deeds into Vision to mitigate
backlogs;
c. Embark on cross - training program among Assessing Department employees to
promote staff capacity at all times, possibly including reorganizing staff functions;
and
d. Activate GIS functionality in Vision software and train staff in its use.
2. Comptroller:
a. Implement general billing for miscellaneous receivables.
3. Treasurer /Collector:
a. Bid Bill Printing services; and
b. Develop tax foreclosure policy recommendations.
Selectmen's Meeting — December 15, 2014
Shared Expenses
Ms. Casey, Human Resources Director, and Mr. Addelson, Assistant Manager for Finance,
presented the Shared Expenses FY2016 Budget Requests. Level Service Requests: Contributory
$5,255,537; Non - Contributory Retirement $13,810; Medicare $1,425,814; Health Insurance
$21,501,791; Dental Insurance $968,302; Life Insurance $23,195; Unemployment $200,000;
Workers Compensation $620,000; Property & Liability Insurance $860,309; Uninsured Losses
$200,000. Total Level Service Budget $31,068,575.
Regarding the Budget, Mr. Valente stated the next step is to put together the preliminary
operating and capital presentation for the January 12, 2015 Selectmen meeting.
Proposed Departmental Reorganization for Incorporating Community Center Programs
Mr. Valente, explained that he has been working with staff to determine how to integrate new
programs into our organizational structure. The recommendation is to create a new department
called Department of Recreation and Community Programs, which would include active
recreation programs and community programs. The proposed staffing for this new department
will include the following existing staff. Director of Recreation & Community Programs,
Assistant Director of Recreation, Recreation Supervisor, Administrative Assistant and Municipal
Clerks. The following new positions would be hired: Community Center Director, Office
Manager, Program Coordinator (transfer from Human Services), Part -Time Municipal Clerks
(transfers from Human Services); additional Special Event Staff as needed and Evening
Supervisor. If the Board approves the proposed reorganization, Mr. Valente has asked Karen
Simmons to head up this new department.
Staff is still working on the budget for this department. A lot of the programs and hours will be
budget driven and will generally be funded in the budget but there will also be fees. The staff
plans to roll out hours and programs slowly to get used to programs at the new facility and for
financial reasons; want to make sure the programs are sustainable.
Mr. Valente is thrilled that Ms. Simmons has agreed to take on the challenge as Director of
Recreation & Community Programs. Next steps include meeting with boards and committees to
get their input and feedback.
Ms. Ciccolo stated that the Community Center Advisory Committee is enthusiastic about having
a Director for the Community Center and are pleased with how planning is moving along.
Mr. Pato is very excited to see the operational plans come to fruition. Creating the Director
position now will enable the Director to be involved from the beginning of the process and will
help move things forward. He is also pleased with the proposed structure.
Mr. Cohen is pleased with the proposed plans. He receives comments from seniors and youths
about whether there will be enough programs for each and he thinks after hearing the plans that
each group will be happy.
Selectmen's Meeting — December 15, 2014
Sidewalk Requests
Pleasant Street
Ms. Carpenter, 94 Pleasant Street, presented information to the Selectmen on the need for a
sidewalk on Pleasant Street and to request funds be put in the budget for a feasibility study for
construction of a sidewalk on Pleasant Street in the areas where there is no sidewalk. She has
support of all direct abutters on both sides of Pleasant Street along the non - sidewalk segments,
50+ additional signed supporters from broader neighborhoods. She has communicated with
Precinct 2 Town Meeting representatives, presented information at Bowman School PTA
meeting, met with Wilson Farm and talked with local church parishioners.
The Sidewalk Committee reviewed the request and recommended the petition move forward to
the Selectmen.
The Board discussed whether Ms. Carpenter should submit a citizen warrant article or if the cost
for the feasibility study could be included in the budget. Since the Selectmen will not have a
presentation on the budget until January, it was suggested that Ms. Carpenter submit a citizen
article. If the cost for the feasibility study is included in the budget the citizen article can be
indefinitely postponed. Mr. Cohen will help with the wording for the citizen article.
Mr. Valente discussed the feasibility study with Engineering and the cost estimate is $20,000.
One option is to use funds within the sidewalk appropriation budget. Based on the Selectmen's
discussion on the Sidewalk Report, he is trying to fund additional amounts for the sidewalk
account this year.
Ms. Barry and Ms. Ciccolo thanked Ms. Carpenter for all her work and hope the cost for the
feasibility study can be incorporated into the budget.
Mr. Andryauskas, 85 Pleasant Street, supports the sidewalk project and admires Ms. Carpenter's
work. He feels it is important when thinking about aging in place that there be more
transportation options to get to local establishments. He supports the project.
Mr. Afshartous, Precinct 2 Town Meeting Member, thanked Ms. Carpenter for her work. There
are people who walk on Pleasant Street at night after getting off the bus, which is very
dangerous. There are also safety and accessible issues with the bus stop locations.
Mr. Smith, 7 Potter Pond, Representing the Potter Pond Trustees, stated the 100 families in the
Potter Pond complex are all aging in place and do not have a safe way to get out of the complex.
The sidewalk would greatly help Potter Pond residents get around.
Selectmen's Meeting — December 15, 2014
Prospect Hill Road
Ms. McSweeney came before the Board to request that a sidewalk be installed on Prospect Hill
Road to Marrett and that the sidewalk be included in the 2015 Annual Town Meeting warrant. If
necessary she will submit a citizen article for the sidewalk request. Engineering has performed a
feasibility study and cost analysis.
The Sidewalk Committee will be discussing the proposed Prospect Hill Road sidewalk at their
January 5 meeting.
The Board will need a recommendation from the Sidewalk Committee. Because of the
December 29 deadline to submit citizen articles, it was recommended to Ms. McSweeney that
she submit a citizen article for the Prospect Hill Road sidewalk installation. Because the Board
has received letters from abutters in opposition to the sidewalk installation, Ms. McSweeney
should work on establishing more support for the sidewalk in time for Town Meeting.
Ms. McSweeney provided the Board with a letter of support for the sidewalk from the Bridge
School PTA and the Bridge Safe Routes to School Committee.
Ms. Ciccolo asked for clarification on where the sidewalk will be built. Ms. McSweeney stated
that the survey suggested that the sidewalk should be built on west side because there would be
less disruption.
Several residents (12) spoke in favor of the sidewalk because of safety issues for walkers and for
children walking to Bridge and Clarke Schools and because of the speed and number of vehicles
on the road.
Three residents spoke in opposition to the sidewalk. They would prefer that traffic abatement
measures be taken. The road is too busy and has a lot of cut - through traffic. Speed limit,
crosswalks and stop signs are needed. It was also suggested that a more complete feasibility
study be done and to wait for the Bridge School Traffic Study to be completed. One resident
also suggested that a pedestrian usage study and utilization study should be done.
Ms. Barry asked the Town Manager to check on what the current speed limit is on Prospect Hill
Road and check to see if some speed signs could be installed and also do some radar checks.
Approve Renewal of Lexington Venue Theatre Licenses
Upon motion duly made and seconded, it was voted 4 -0 to approve the application and issue two
theatre licenses to Lexington Theatre Project, Inc., d /b /a Lexington Venue, located at 1794 Mass.
Avenue, for Cinema 1 and 2 to show movies weekdays and Sundays, subject to a completed and
approved fire inspection.
Selectmen's Meeting — December 15, 2014
License Renewals
Upon motion duly made and seconded, it was voted 4 -0 to approve the following license
renewals for 2015:
C`,lass 1T
Cheng Auto Sales, 70 School Street
King's Auto, 66 Emerson Gardens Road
Coin
Lexington Post 3007 VFW, 2 Hayes Lane
Common Carrier
Joseph's Transportation (Liberty Ride)
M &L Transit Systems, Inc. (Lexpress)
Common Victualler
Bollywood Cafe, 135 Mass. Avenue
Dunkin Donuts, 373 Waltham Street
Knights of Columbus, 177 Bedford Street
Lemon Grass Restaurant, 1710 Mass. Avenue
Lexington House of Pizza, 399 Lowell Street
Lexx Restaurant, 1666 Mass. Avenue
McDonalds, Route 128
Orange Leaf, 1726 Mass. Avenue
Peet's Coffee & Tea, 1749 Mass. Avenue
Prime Roast Beef & Seafood, 321 Marrett Road
Rancatore Ice Cream, 1752 Mass. Avenue
Ride Studio Cafe, 1720 Mass. Avenue
Entertainment
Bollywood Cafe, 135 Mass. Avenue
Lemon Grass Restaurant, 1710 Mass. Avenue
Lexx Restaurant, 1666 Mass. Avenue
Prime Roast Beef & Seafood, 321 Marrett Road
Ride Studio Cafe, 1720 Mass. Avenue
Ruyi Restaurant, 27 Waltham Street
Liquor Clubs
Knights of Columbus, 177 Bedford Street
Lexington Golf Club, 55 Hill Street
Lexington Post 300 VFW, 2 Hayes Lane
Selectmen's Meeting — December 15, 2014
Liquor Common Victualler
Beijing Cuisine, 1709 Mass. Avenue
Dabin Restaurant, 10 Muzzey Street
Lemon Grass Restaurant, 1710 Waltham Street
Royal India Bistro, 7 Meriam Street
Ruyi Restaurant, 27 Waltham Street
Via Lago, 1845 Mass. Avenue
Vine Brook Tavern, 20 Waltham Street
Waxy O'Connor, 94 Hartwell Avenue
Liquor Innholder
Element Lexington, 727 Marrett Road
Liquor Retail Package Goods Stores
Apex Wine & Spirits, 46E Bedford Street
Liquor Wine and Malt Restaurants
Taipei Gourmet, 211 Mass. Avenue
Selectmen Committee Appointments
Economic Development Advisory Committee
Upon motion duly made and seconded, it was voted 4 -0 to appoint Lelani Foster to the Economic
Development Advisory Committee for a term to expire September 30, 2017.
Historic Districts Commission
The Selectmen put off making any appointments to the Historic Districts Commission.
Town Report Committee
Upon motion duly made and seconded, it was voted 4 -0 to accept the resignation of Phyllis
Strimling from the Town Report Committee, effective immediately.
Consent Agenda
Water and Sewer Commitments and Adjustments
Upon motion duly made and seconded, it was voted 4 -0 to approve the following water and
sewer commitments and adjustments:
Commitment of Water and Sewer charges Section 3 Nov 2014
$5,052,732.95
Commitment of Water and Sewer charges Cycle 9 Nov 2014
$234,571.78
Commitment of Water and Sewer charges Finals November 2014
$3,784.88
Adjustments of Water and Sewer charges as recommended by WSAB
$(11,114.41)
Approve Signs on Bikeway for Winter Plowing
Upon motion duly made and seconded, it was voted 4 -0 to approve the request of the Bicycle
Advisory Committee to put 10 "lawn" fundraising signs along the Minuteman Bikeway for the
duration of the winter and to put up to 9 smaller signs on the Bikeway on how to report hazards.
•: 1
Selectmen's Meeting — December 15, 2014
Battle Green — Revolutionary Revelry — Fife & Drum
The Selectmen are awaiting further information before voting on this request.
Executive Session
Upon motion duly made and seconded, it was voted 4 -0 by roll call to go into executive session
to consider the purchase, exchange, lease or value of real property and to reconvene in open
session only to adjourn. Further, the Chairman declared that an open meeting may have a
detrimental effect on the negotiating position of the Town.
Documents Presented
1. Memo to the Board of Selectmen from Caroline Fitzgerald dated December 15, 2014,
regarding Town Sewer - Forced Main on Gleason Road.
2. Town Clerk/Information Technology Department Requested Budget for FY2016.
3. Management Information Systems Department Requested Budget for FY2016.
4. Shared Expenses Requested Budget for FY2016.
5. Sidewalks and Trains — 2013 Map discussed during Pleasant Street Sidewalk Discussion.
6. Letter from Sarah McSweeney regarding completing the Prospect Hill Road sidewalk
dated December 15, 2014.
7. Letter from Bridge PTA Co- Presidents and Bridge Safe Routes to School Chair date
December 12, 2014 regarding support for the Prospect Hill Road sidewalk.
Upon motion duly made and seconded, it was voted to adjourn at 10:32 a.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk