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HomeMy WebLinkAbout2015-01 BOS-min Ad Hoc School Master Planning Committee, Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee January 8, 2015 A joint meeting was held on Thursday, January 8, 2015, at 7:00 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Ad Hoc School Master Planning Committee members present: Dr. Ash, Superintendent of Schools; Ms. Crocker, School Committee (SC); Mr. Hurley, SC; Mr. Kelley, Board of Selectmen (BOS); Mr. Goddard, Director of Public Facilities (DPF); Mr. Himmel, Permanent Building Committee (PBC); Mr. Oldenburg, PBC. Liaisons present: Mr. Cole, Capital Expenditures Committee (CEC); Mr. Levine, Appropriation Committee (AC). Symmes, Maini and McKee Associates (SMMA): Mr. Poinelli, Educational Planner; Joel Seeley, Project Manager; and Kate Jussup were present. Mr. Pato, Board of Selectmen 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. Steigerwald; Appropriation Committee (AC) members: Mr. Parker, chair, Mr. Bartenstein, Ms. Garberg, Ms. McLeish, Mr. Michelson, Mr. Radulescu-Banu; Capital Expenditures Committee (CEC) members: Ms. Hai, chair, Mr. Kanter, Ms. Manz. The Capital Expenditures Committee called their meeting to order at 7:05 p.m. The Ad Hoc School Master Planning Committee (AhSMPC), Board of Selectmen, School Committee, and Appropriation Committee called their meetings to order at 7:07 p.m. Introductions and Overview Members of, and liaisons to, the AhSMPC introduced themselves. Ms. Crocker gave an overview of a calendar of events to date, beginning with the spring and fall of 2014, when the Superintendent’s Enrollment working group presented multiple reports to the SC that LPS enrollment has grown by 500 students in the last 5 years and is forecasted to grow by another 712 +/- 325 students over the next 5 years. The School Master Plan centers on developing preliminary 5-10 year long-term solutions related to cost, schedule, and how to best meet capacity needs. The architectural firm SMMA has conducted this process in 3 phases: Phase I: Capacity Analysis (Sept 2014); Phase II: Elementary Schools Short & Long-term Options Study (Oct 2014) and Phase III: Comprehensive School Master Plan (hoped to be received next week.) The SC has had numerous presentations in October – December 2014. In November 2014, the SC made the request to the BoS for a Special Town Meeting to address the urgency of September 2015 overcrowding. In middle to late January 2015 the SC hopes to hold two Ad Hoc School Master Planning Committee – January 8, 2015 hearings for public comment before it votes on the recommendations of the AhSMPC. In March there will be Town Meeting where the financing of these projects will be discussed. And finally Ms. Crocker noted, that once occupancy has been completed, the online school capacity will require redistricting. Update and Cost Projections from SMMA on Phase III of the AhSMPC’s 11 Identified School Master Plan Elements Mr. Poinelli of Symmes, Maini and McKee Associates (SMMA) presented Grade Configuration Options, Population Growth Goals, Master Plan Component Options, Preferred Master Plan Components, Components by School, a Timeline, and information on Capacity versus Growth. In response to Mr. Kanter’s question about MSBA funding for the Hastings School, Dr. Ash, based on a conversation with one of the key administrators in MSBA, thinks that at some point this project will get funded, but the Town could get turned down again next year. General Discussion and Development of School Committee Recommendations Mr. Hurley explained that the real work for the group was to come to a consensus of which options when put together make the most sense. If the goal is to achieve the capacity that the Town needs as quickly as possible, Mr. Goddard presented A Closer Look at Option 8, which would be one approach to how the Town could achieve this. If you add these projects up, the Town would be looking at doing up to $8 million in design and construction documents at the upcoming Town Meeting and construction funding of approximately $72 million. Mr. Himmel commented that the master plan is a tool to make a decision, but there is an entire design sequence that follows this and cautioned the group that we need to get moving earlier than February. Mr. Pato reminded the group that the Board of Selectmen need to sign the Warrant at their January 26 meeting. The Selectmen would need the AhSMPC’s decision in advance of that meeting. The Selectmen are expecting to have the capital discussion at the Budget Summit on January 15, 2015. If we don’t have all the capital at that time, there could be an additional Summit Meeting on January 22, 2015. Mr. Kelley is in favor of a new Hastings School, with a capacity of approximately 650 students, and thinks that the Town should go ahead with the project without funds from the MSBA. Ms. Crocker made the suggestion to look at doing work on just 4 of the school buildings by doing Hastings, Harrington, Clarke, and Diamond. She also suggested that it might be more cost effective to have the Pre-K program at a new Hastings School instead of keeping it at Harrington. Dr. Ash agreed with Ms. Crocker but would add the Bridge and Bowman pre-fabricated classrooms. Mr. Oldenburg remarked that this is becoming Scheme 9. He agrees with doing Ad Hoc School Master Planning Committee – January 8, 2015 Bridge and Bowman, a new Hastings, and that the Fiske project is the most optional. Mr. Hurley also supports the Bridge and Bowman projects. Ms. Coppe let the group know that in order to meet the Selectmen’s schedule to sign the Warrant on January 26, the School Committee would need to vote at their meeting on January 20, 2015. She offered to amend the agenda for the School Committee’s January 13, 2015 meeting so that there could be a hearing. Ms. Coppe left the meeting at 9:07 p.m. Mr. Himmel proposed reevaluating Scheme 8 to look at the viability of Fiske and perhaps see if Harrington can absorb that grouping. Scheme 9 would have Clark, Diamond, Hasting and Harrington. Scheme 9.1 would keep the pre-K program at Harrington and Scheme 9.2, would move pre-K to a new Hastings School. Mr. Kelley does not want it to be forgotten that new Public Safety facilities are a priority. Mr. Levine would like to see a Master Plan that includes the High School to get a full picture of total cost. Mr. Pato explained that Mr. Addelson has been working on preparing capital plan models. We need the input from the school committee on what the elements are to put in, but work is in progress on this issue. Upon motion duly made and seconded, the Ad Hoc School Master Planning Committee voted 6- 1 (Mr. Kelley opposed) to endorse Scheme 9 (noting that the location of Pre-K does not need to be decided now) which would be to add the pre-fabricated modular classrooms at Bridge and Bowman (two classrooms, an art/music room and a hallway); add to the Harrington School (six additional classrooms, plus space for special education, art, music and Pre-K and reorganize the space in the center of the building so that the cafeteria is larger); fund a new Hastings School with 27 classrooms; not move forward with the Fiske project; and move forward with the Clarke and Diamond projects as presented by Mr. Poinelli. Before the committee voted on the motion, Dr. Ash clarified that the motion he put on the floor does not answer the question of whether the Town would file the Statement of Interest (SOI) with the Massachusetts School Building Authority (MSBA) this year or not. That decision would need to be made by the School Committee and the Board of Selectmen before April. After the vote was taken, Ms. Crocker proposed an amendment to the motion, to do work on Clarke, Diamond, Hastings, and Harrington and wait on Bridge and Bowman. There was no second to the amendment and Ms. Crocker did not change her vote on the original motion. Mr. Cohen asked Dr. Ash to make it clear that this pertains to design funds. Dr. Ash confirmed that this is to ask for design funds only, not construction dollars. Mr. Poinelli will assemble a presentation by Monday which would include the scope just defined in Dr. Ash’s motion so that the AhSMPC would have it in advance of the School Committee’s meeting on Tuesday January 13, 2015. Ad Hoc School Master Planning Committee – January 8, 2015 The Ad Hoc School Master Planning Committee remained in session. The Capital Expenditures Committee and School Committee left the meeting to continue their meetings separately. The Appropriation Committee voted to adjourn. Upon motion duly made and seconded, The Board of Selectmen voted to adjourn at 9:35 p.m. Documents Presented 1.Lexington Public Schools Ad Hoc Schools Master Plan Committee with Town Boards, prepared by SMMA, dated January 8, 2015. 2.A Closer Look at Option 8, prepared by Mr. Goddard, dated January 8, 2015. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen’s Meeting January 12, 2015 A regular meeting of the Board of Selectmen was held on Monday, January 12, 2015, at 6:30 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. Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call to go into Executive Session to consider the purchase, exchange, lease or value of real property, including a site for a new fire station or public safety building, a property in Lexington Center and the Wright Farm residential property located at 241 Grove Street; and to reconvene in open session. Further, the Chairman declared that an open meeting may have a detrimental effect on the negotiating position of the Town. Public Comment Ms. McKenna, Chair of the Tourism Committee and the Antony Sister City Working Group, acknowledged the events in France over the past week and asked the Board if they would authorize the Chairman to send a letter that Lexington is concerned and thinking of them. She also suggested that the Town Manager and Police Chief may want to send letters to their counterparts in Antony. Seeing no objections from the Selectmen, Mr. Pato will write a letter to send to the citizens of Antony. Selectmen Concerns and Liaison Reports Ms. Ciccolo reported that the Mass Bike and Pedestrian Advisory Board meets next week and will discuss the potential release of the Complete Streets Program (Chapter 90I). They are in the process of developing regulations and are committed to releasing $5 million a year in funding. Mr. Pato reported that the Solar Task Force is in process of developing the financial analysis of deploying the solar array at the Hartwell Avenue facility, but they need more time and expect to be at the Board’s next meeting. Town Manager Report Mr. Valente reported on a presentation at Brookhaven earlier today by an organization called Honor Flight New England. They transport World War II and Korean Veterans to Washington DC to see the war monuments dedicated on their behalf. Honor Flight New England was at Brookhaven to see if there were any veterans interested in taking the trip at no cost to them. Brookhaven also contributed $7,400 to the cause. The Brookhaven Executive Director asked the Selectmen’s Meeting – January 12, 2015 Town Manager to get the word out about this opportunity to other veterans in Lexington. The trips are usually planned twice a year, in the spring and fall. Mr. Valente will make the Veterans Service Director aware of this opportunity for Veterans of World War II and the Korean War. Grant of Location – NStar – Robinson Road Mr. Pato opened the hearing at 7:11 p.m. Ms. Duffy, representing NStar, requested approval of a petition to bring underground electric service to a new subdivision on Robinson Road. Upon motion duly made and seconded, it was voted 5-0 to approve the petition of NStar Electric to construct, and a location for, a line of conduits and manholes, with the necessary wires and cables therein to be located in the shoulder of Robinson Road northwesterly at Pole 161/3 approximately 365 feet east of Grove Street to install 12 feet of conduit. The hearing was closed at 7:13 p.m. Approve Pilot Ice Skating Program at Muzzey Mr. Coleman, Recreation Supervisor, explained that Lisa O’Brien, resident at 1454 Massachusetts Avenue, submitted a proposal to the Recreation Department to have a pilot ice skating program at the Muzzey Field this year as a pilot program. The proposed skating rink would be constructed using snow berms and misted water, which requires minimal material and is primarily a function of cooperative weather and manpower to spray the ice. In order to create the rink there must be at least 5-6 inches of snow on the field and the forecast must call for the temperature to be below 32 degrees during the day and below 20 degrees during the night for five consecutive days. Public Works has agreed to assist with the setup, but daily maintenance would be done by volunteer residents. At the end of the season Recreation will review the pilot program with the neighbors and if the program continues funds would have to be raised by the residents for next year. The Selectmen all thought it was a great idea. They asked about putting up signage that skating would be at their own risk and whether it would be open to the public. Ms. O’Brien said there is signage available that could be posted that skating is at own risk. It would be a community endeavor open to the public. Discussion with Planning Board Regarding Zoning in the Center The following Planning Board members called themselves to order at 7:20 p.m.: Mr. Hornig, Chair, Mr. Canale, Mr. Dunn and Ms. Johnson. Selectmen’s Meeting – January 12, 2015 Mr. Pato asked the Center Committee to give a brief introduction about the issues with businesses in the center and then discuss options for moving forward. Mr. Levin, Center Committee, made a presentation on the current banks in the CB district. He also provided the Board with a recommended warrant article that would amend the zoning by- law to limit new banks and credit union office uses to upper stories and “non-center storefronts. The objective is consistent with the underlying goal of the Center Business District zoning to encourage diverse retail and service opportunities, and to promote an active streetscape that is an attractive environment for pedestrians and other visitors. The motion voted on by the Center Committee at their June 2014 meeting proposes the following changes: 1.Change bank and credit union use from Y to N on the first floor of any building, but allow it by Special Permit in a non-center storefront or upper story. 2.Limit the use ATM to 10 linear feet of center storefront. 3.Restore the definition of “center storefront”, which was inadvertently dropped when the bylaw was re-codified. “A center store front is defined as the portion of the ground floor level of a building in the CB District that has frontage on a public way or a public parking lot.” 4.Amend regulation of commercial space in CD 12 to follow CB zoning as amended from time to time. Mr. Hornig, Planning Board Chair, stated the Planning Board members do not all feel the same about the bank issue. Some feel banks are an appropriate use and bring people to the center, which was confirmed by a survey. The Planning Board does not support banning banks in the center. The statistics show that banks do not overwhelm downtown, but some of them occupy a lot of store frontage. The Planning Board is trying to think of solutions to limit the store frontage, but is not convinced that banks are a problem. They asked the Selectmen what they want the Planning Board to solve. Gleason Road Update and Proposed Neighborhood Mitigation Mr. Valente wanted to update the Board on the Gleason Road noise issues because of the force main regarding the following: 1) technical solutions being investigated; 2) procedures for improving communications with residents; and 3) proposed mitigation for residents most seriously impacted by situation. Mr. Livsey, Town Engineer, and Mr. Flamang, Senior Civil Engineer, updated the Board on the Gleason Road sewer force main vibrations and rumblings regarding: technical solutions being investigated and procedures for communicating with residents. Selectmen’s Meeting – January 12, 2015 Mr. Livsey, Town Engineer, provided a brief description of Town’s sewer system. Since Engineering started receiving numerous calls and emails about issues. After an investigation the problem has been attributed to the force main. After an evaluation of the pump station, the pumps and check values are all functional except for leaky seals which were repaired. The release values were evaluated and both were not functioning. One was repaired and one was replaced. Sound measurements taken were correlated with the pumps. Mr. Flamang, Senior Civil Engineer, explained the force main route from Bedford Street to Hamilton Road and how it follows the up and down contours of the land. Because the water rises and falls over the contours of the land, it can give hydraulic transients. The 25 inch force main has about 3,000 gallons per minute going through it. The 2- minute video showed the system being shut off and the flow stopped and it being quiet for a few seconds and then there is a gurgling sound from the force main and then you see waves which are spaced uniformly 10 seconds apart and that closely correlates with the noises in the basements of the Gleason Road residents. The plan is to expedite the installation of a Variable Frequency Drive (VFD) on the pumps which will change the operation from an on/off to a constant operation for the most part. Flow out will be about the same and it should be much quieter. Engineering received permission from the State to purchase the VFD without sealed bidding which will expedite the process. As soon as the VFD is received a team of contractors will be ready to install it. Engineering will then need to diagnose the bigger issue of what is causing the problems with the force main and what additional measures are needed for a permanent solution. That will require a modeling analysis and Engineering hopes to have that by the end of the month. They are also looking at options for cleaning the line. Mr. Valente explained that this project is a high priority for the Town because of the resident impact and the concern that the main could be damaged. Staff will be notifying residents who abut the force main by email if they request to be kept up-to-date on the progress. Also residents will be able to email forcemain@lexingtonma.gov with any question they have. Engineering staff will send out weekly updates (every Friday) and if necessary more frequently. Mr. Valente also discussed with the Board whether they wanted to consider some type of mitigation for those residents seriously impacted by the disruption (like alternative sleeping arrangements). He provided the Board with a draft mitigation proposal for their consideration. The Board discussed the proposed mitigation proposal. They understand the effects of the disruption to the residents on Gleason Road, but need to know how many residents are affected. There was concern that a mitigation agreement would set a precedent for the future. The Board would like to know how many residents would use the mitigation relief. The Board requested a more detailed proposal and will discuss at their next meeting on Thursday, January 15. Selectmen’s Meeting – January 12, 2015 Ms. Fitzgerald, 55 Gleason Road, is looking forward to the weekly updates. Visitor Center Program and Renovations Mr. Kelley met with representatives from the Center Committee, Chamber of Commerce, Historical Society, and Tourism Committee regarding the program for the Visitors Center. The stakeholders were in unanimous agreement that the preliminary program is reasonable as a starting point for the design of a renewed Visitors Center. The Preliminary Program includes: 1.Customer service counter for welcoming and assisting multiple visitors simultaneously; 2.Orientation space to accommodate a typical tour bus group of 55 and for use during inclement weather; 3.Modern, sufficient, easily accessible restrooms with after-hours access from the outside; 4.Redesigned rear entry from bikeway to attract guests; 5.Contemplative area for honoring Veterans with visual connection to exterior memorials; 6.Self-serve kiosk with materials in multiple languages; 7.Retail sales area; 8.Support and storage space; 9.Exterior site work in coordination with the ongoing Battle Green Master Plan; and nd 10.Consideration of the costs of adding a 2 floor public space with controlled after hour access. Mr. Kelley asked the Board to approve the program, release the design funds and authorize the stakeholders to work with the Department of Public Facilities to develop an RFP for architectural services, which will include the creation of an overall project schedule and a proposed structure for engaging the community in the public design process. The Selectmen all support the proposed program. Upon motion duly made and seconded, it was voted 5-0 to release design funds and have the Department of Public Facilities lead the project going forward working with stakeholders and to have Mr. Kelley stay connected with the project and the flow of the process and report to the Selectmen and stakeholders and to approve the Preliminary Program as described in the memo from Peter Kelley to the Board of Selectmen dated January 7, 2015. Establish 2015 Permit Parking Fees Mr. Valente explained that in June 2014 the Board of Selectmen accepted the Lexington Center Parking Management and Implementation Plan and approved implementing the Phase 1 recommendations. Included in the Phase 1 recommendations was the securing of an agreement with St. Brigid’s Parish to lease parking spaces that could be used as low-cost permit parking and thereby augment the overall supply of parking under the Town’s control. Selectmen’s Meeting – January 12, 2015 The St. Brigid’s Parish lot will provide up to 20 parking spaces leased to the Town for $200 per space. The Parking Management Group agreed that the permit price for the use of this lot should be lower than other lots to encourage long-term users to park further out from the heart of the Center. The cost for each parking permit in the St. Brigid’s Parish lot is proposed to be $100. Mr. Kelley does not like the idea of paying $200 for each space and only charging $100 for a parking permit for the space. He suggested doing a survey to see who would be interest before moving the program forward. He cannot support at this time. Mr. Valente said the goal is to move some parkers out to cheaper lots and charge more for the spaces closer to the center. Mr. Pato and Mr. Cohen support starting the program to see if employers would pay for parking spaces outside the center for their employees. Ms. Ciccolo and Ms. Barry also support the request. Upon motion duly made and seconded, it was voted 4-1 (Mr. Kelley opposed) to establish an annual parking permit fee of $100 per year for the parking spaces leased from St. Brigid Church. FY2016 Preliminary Budget Presentation Mr. Valente presented the FY2016 Preliminary Budget and Financing Plan which provides for a balanced town budget. The School Facility Master Plan recommendations are still pending. He reviewed the net revenue changes; operating budget information: the financial/budget priorities, FY2016 budget summary, shared expenses, the Town Manager’s recommended program improvements, reserve recommendations; capital budget: budget of all capital funds, total levy supported debt service, free cash, tax levy and other available funds, total proposition 2-1/2 excluded debt service, significant capital projects, and continuing policy issues; FY2016 budget accomplishments, budget history of Selectmen’s priorities and next steps, including approving the FY2016 budget at the February 23 Selectmen meeting. Approve Martin Luther King Day of Service Requests Upon motion duly made and seconded, it was voted 5-0 to approve the request of the Town Celebrations Committee/Martin Luther King Day of Service/Unity Walk to use the Battle Green on Monday, January 19, 2015, beginning at 11:00 a.m. to begin the Unit Walk to Grace Chapel along Massachusetts Avenue and Worthen Road. Selectmen’s Meeting – January 12, 2015 Approve Patriots Day Events Lexington Minute Men Upon motion duly made and seconded, it was voted 5-0 to approve the following requests of the Lexington Minute Men for Patriots Day Weekend: th a.April 11 – Battle Green – Reenactment rehearsal – 11:00 a.m. to 5:00 p.m. th b.April 12 – Battle Green – Rain date for Reenactment on April 7 – 11:00 a.m. to 4:00 p.m. th c.April 18 – Battle Green – Parker’s Revenge – 7:30 a.m. to 12:00 noon th d.April 20 – Battle Green – Reenactment – 1:00 a.m. to 1:00 p.m. Lions Club Upon motion duly made and seconded, it was voted 5-0 to approve a request from the Lions th Club for the 101 Annual Patriots Day 5-mile Road Race on Monday, April 20, 2015 starting at 8:00 a.m. and ending at the Battle Green ending at approximately 11:30 a.m. Town Celebrations Committee Upon motion duly made and seconded, it was voted 5-0 to approve the requests of the Town Celebrations Committee for the Patriot’s Day morning parade, ceremonies on the Battle Green and afternoon parade on Monday, April 20, 2015, as detailed in their letter dated December 5, 2014. Lexington Historical Society and Lexington Minute Men Upon motion duly made and seconded, it was voted 5-0 to approve the requests of the Lexington Historical Society and Lexington Minute Men for the reenactment of the arrival of Paul Revere and William Dawes on April 19-20, 2015, as detailed in their letter dated December 5, 2014. 20/20 Vision Committee Areas of Consideration The 20/20 Vision Committee is looking for guidance with respect to the topics it pursues next. The three they are currently considering are:  Issues of diversity beyond race and ethnicity,  Capital planning and fiscal challenges; and  Future role and impact of e-government in Lexington. Ms. Ciccolo and Ms. Barry were not sure the capital planning and fiscal challenges was a good fit for the 20/20 Vision Committee. Ms. Barry felt the issues of diversity and the future role and impact of e-government were most important. Selectmen’s Meeting – January 12, 2015 Mr. Cohen felt the issues of diversity were most important and thought they could help on capital planning. Mr. Kelley thought the 20/20 Vision Committee could help with all three items. Mr. Pato will summarize the Board’s comments and provide to the 20/20 Vision Committee. If the Board has any further comments they should be sent to Mr. Pato. Comments on Lexington Courtyard Development This item will be added to the January 15 Summit agenda if needed. Review Draft List of Articles for 2015 Annual Town Meeting The Board reviewed the draft list of warrant articles for the 2015 Special and Annual Town meeting. Ms. Ciccolo asked that the Complete Street Program article be kept on the warrant in case the State provides information on opting in to the program and receiving funds. Mr. Pressman, 22 Locust Avenue, asked about including a warrant article for purchasing the Wright Farm property. Mr. Pato responded that the Town is not far enough along in the process to include a warrant article at this point. Selectmen Committees Retirement Board Upon motion duly made and seconded, it was voted 5-0 to appoint Frederick Weiss to the Retirement Board for a term beginning January 12, 2015 and expiring on January 11, 2018. Energy Conservation Committee Upon motion duly made and seconded, it was voted 5-0 to appoint Alan Sherman to the Energy Conservation Committee for a term to expire September 30, 2017. Upon motion duly made and seconded, it was voted 5-0 to appoint Doug Holmes to the Energy Conservation Committee to fill the unexpired term of Thomas Griffiths until September 30, 2016. Historic Districts Commission Upon motion duly made and seconded, it was voted 5-0 to appoint Britta McCarthy to the Historic Districts Commission as a full member representing the Cary Memorial Library for a term to expire December 31, 2019. Selectmen’s Meeting – January 12, 2015 Consent Agenda Water and Sewer Commitments and Adjustments Upon motion duly made and seconded, it was voted 5-0 to approve the following adjustments: Adjustment of Water and Sewer Charges as recommended by WSAB $(6,214.73) Approve One-Day Liquor License – Temple Emunah Upon motion duly made and seconded, it was voted 5-0 to approve a one-day liquor license for Temple Emunah to serve beer and wine at the Square Dancing and Chili Cook-off Fundraiser on Saturday, February 28, 2015, from 7:00 p.m. to 10:00 p.m. at 9 Piper Road. Approve One-Day Liquor Licenses – Historical Society Upon motion duly made and seconded, it was voted 5-0 to approve two one-day liquor licenses for the Historical Society to serve wine for the Annual Fundraising Dinner on Saturday, January 10, 2015, from 6:00 p.m. to 11:30 p.m. at the Depot Building and the Masonic Lodge. Vote to Release Executive Session Minutes from 2013 Upon motion duly made and seconded, it was voted to approve releasing the following executive session minutes from 2013: January 7; February 4, 8, 11, 25 and 28; March 11 and 27; April 24 and 29; May 6, 9, 20 and 30; and June 3 (Partial), 10 and 17. Approve Use of the Battle Green – Fife & Drum Upon motion duly made and seconded, it was voted 5-0 to approve the request of the William Diamond Jr. Fife & Drum Corps to march from Depot Square and use the Battle Green on Friday, May 1, 2015, from approximately 7:00 p.m. to 8:00 p.m. Approve Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of November 10, 2014, November 17, 2014 and December 1, 2014 Budget Presentation. Documents Presented 1.Presentation of the Center Committee – Discussion of Zoning Changes to CD District – Selectmen/Planning Joint Meeting, January 12, 2015. 2.Recommendation of the Center Committee for a Town Meeting Warrant Amending the Zoning By-Law to Limit New Banks, revised 1/12/15. 3.FY2016 Preliminary Budget & Financing Plan Presented to the Board of Selectmen January 12, 2015. Selectmen’s Meeting – January 12, 2015 Executive Session Upon motion duly made and seconded, it was voted 5-0 to go into executive session to discuss strategy with respect to collective bargaining and to reconvene in open session only to adjourn. Further, the Chairman declared that an open meeting discussion may have a detrimental effect on the bargaining and/or litigation position of the Town. Upon motion duly made and seconded, it was voted 5-0 by roll call to go into executive session to discuss strategy with respect to potential litigation regarding the U.S. Lighting contract and to reconvene in Open Session only to adjourn. Further, the Chairman declared that an open meeting discussion may have a detrimental effect on the litigating position of the Town. Upon motion duly made and seconded, it was voted 5-0 by roll call to go into Executive Session to consider the purchase, exchange, lease or value of real property, including a site for a new fire station or public safety building, a property in Lexington Center and the Wright Farm residential property located at 241 Grove Street; and to reconvene in open session. Further, the Chairman declared that an open meeting may have a detrimental effect on the negotiating position of the Town. Upon motion duly made and seconded, it was voted 5-0 to adjourn at 11:25 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting January 15, 2015 A regular meeting of the Board of Selectmen was held on Thursday, January 15, 2015, at 6:30 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Chairman Pato, Mr. Kelley, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager; and Ms. Chabot, Assistant to the Executive Clerk, were present. Gleason Road Sewer Main Neighborhood Mitigation In recognition of the possible inconvenience for Gleason Road residents due to the force main disruptions (vibrations and rumblings), Mr. Valente presented a proposal to the Selectmen to provide a reasonable reimbursement to residents who find that they need to obtain alternative lodging while the force main issues are addressed. Having sent a brief survey to the residents about the likelihood of taking advantage of this proposed program, only one household expressed interest. The sense of the Board was not to press forward with mitigation at this time, but to go ahead with Mr. Kelley’s suggestion to have two Selectmen connect with the one household having the most difficulty, offer to visit, and experience what it is like inside the house. The Selectmen have given this issue a high priority and staff are working to resolve the problem as quickly as possible. Ms. Gillespie, 47 Gleason Road, felt that the wording of the survey may have been the reason why more residents did not respond. The offer was to pay a substantial portion of the cost of alternative accommodations but not the entire cost. Upon motion duly made and seconded, it was voted 4-0 to indefinitely postpone authorizing the Town Manager to provide reimbursement to Gleason Road residents for alternative lodging while the force main issues are addressed. Upon motion duly made and seconded, it was voted 4-0 to recess until 7:00 p.m. and reconvene for the Budget Summit Meeting. Summit Meeting 4 Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee January 15, 2015 A Summit was held on Thursday, January 15, 2015, at 7:00 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Mr. Pato, chair, Mr. Kelley, Ms. Ciccolo, Ms. Barry; Mr. Valente, Town Manager; Mr. Addelson, Assistant Town Manager for Finance, Ms. Moore, Budget Officer and Ms. Chabot, Assistant to the Executive Clerk, were present. Summit Meeting 4 – January 15, 2015 Also Present: School Committee (SC) members: Ms. Coppe, chair, Mr. Alessandrini, Ms. Crocker, Mr. Hurley, Ms. Steigerwald; Dr. Ash, Superintendent of Schools; Appropriation Committee (AC) members: Mr. Parker, chair, Mr. Bartenstein, Mr. Levine, Ms. McLeish; Mr. Michelson, Mr. Neumeier, Mr. Radulescu-Banu; Capital Expenditures Committee (CEC) members: Mr. Kanter, Ms. Manz, and Ms. Barnett (arrived at 7:30 p.m.). The Board of Selectmen reconvened at 7:02 p.m. The Appropriation Committee and School Committee called their meetings to order at 7:02 p.m. The Capital Expenditures Committee did not yet have a quorum. Review FY2016 Proposed Budget and Financing Plan Mr. Valente began by reporting that from an operating and capital perspective, the proposed budgets recommended by the Town Manger and Superintendent of Schools provides for a balanced town budget. An important piece not included in this budget are the recommendations of the School Facility Master Plan, which will have a relatively minor impact on FY16, but will have a significant impact in the years after that. From a revenue perspective, we are projecting a little over $12 million in FY16, a 6.9 % increase from FY15. With regard to the Operating budget, Mr. Valente noted a number of financial goals and priorities set forth by the Selectmen including: Plan for future School and Municipal Capital Projects by continuing to build the Capital Stabilization Fund; Fund Operations of Community Center; Continue Funding of Post-Employment Benefits Liability; Continue Road/Intersection/Traffic Calming/Sidewalk Funding; and Address Staffing of Tourism/Visitor Activities. Looking at a summary of some of the changes by program area comparing FY15 to FY16, Mr. Valente pointed out on the School Department Budget that the recommendation for FY16 ($92.7 million) includes the cost for benefits for new proposed positions which, if approved, becomes a Shared Expense. Also important to note is the “Other” category where there is a significant change (72.98%) from FY15, largely as a result of the recommendation to put additional funds in to the Capital Stabilization Fund. Mr. Valente went on to say that a large part of the Town’s budget is for Shared Expenses. Three areas in particular that have the largest changes are Contributory Retirement increasing by 5%, Employee benefits by 4.7%, and Property & Liability Insurance by 10.8%. With regard to Reserve Recommendations, Mr. Valente highlighted the recommendations to put approximately $1.9 million into the Post- Employment Benefits Fund, which currently has a balance of $5.6 million, and approximately $9.8 million in to the Capital Stabilization Fund, currently at a balance of $8.025 million. Moving on to the Capital budget, the Town is continuing a very aggressive capital program. Mr. Valente presented a five year history by funding source of our capital investment and included what is being recommended in FY16. In terms of general fund debt, in FY11 the Town was at about $3.6 million in debt related capital, in FY15 almost $13 million, and proposing for FY16 closer to $15 million. The other important funding source to point out is the Town’s cash capital, that portion of our capital program that we fund through cash. In FY11 we were at approximately $2 million, in FY15 about $5.1 million, and proposing about the same for FY16. Summit Meeting 4 – January 15, 2015 In total, the recommendation in FY16 is about a $25 million capital program and if Town Community Preservation Act projects are included, about another $1.7 million on top of that. Mr. Valente reported that in an effort to keep our increase in tax levy supported debt service at about 5%, to mirror what historically has been the growth in our revenues, starting in FY15 we had to use some of our Capital Stabilization Fund and the same is recommended in FY16. This is largely a result of the High School modular project. Referring to a history of Total Proposition 2 ½ Excluded Debt Service and looking at Gross Excluded Debt Service, Mr. Valente pointed out that going from FY12 to FY13 there was a fairly substantial increase (from $5.7 million to $6.6 million) which was a result of the Bridge/Bowman and Estabrook projects. It continued to increase in FY14 and FY15. FY16 becomes the peak, before we start to see a decrease in our excluded debt service as we pay off prior projects. The discussion in previous years was to try to mitigate this large increase from Bridge/Bowman and Estabrook by using some of our Capital Stabilization Fund. The recommendation was to use our Capital Stabilization Fund to help offset excluded debt and to make for a much more moderate impact on our tax payers. The average residential tax payer would see about a $50 increase from one year to the next as a result of the new capital projects that came on board. To continue to meet that $50 increase in FY16, we only need an appropriation of about $215,000 from the Capital Stabilization Fund. Continuing policy issues the group is considering are Municipal and School Capital projects, Continued use of Capital Stabilization Fund; Appropriation to Capital Stabilization Fund; continued OPEB Funding; and provide reserve for State/Federal Reductions. Some of the accomplishments in the recommended budget are that it continues to build our Capital Stabilization Fund; provides funding for Community Center Operations/Programs; includes a Strong Capital Program Proposed; an Additional Staff Support for Tourism/Visitor Center Programs; and about $120,000 in Savings due to Solar panels installed on school and municipal buildings. Mr. Valente also presented a 10 year history and 5 year forecast of priorities established by the Board of Selectmen and discussed at Summit meetings. Going back to 2005 – 2010 the Town had very little to almost no reserves for a downturn in the economy or unanticipated expenses. The priority during those years was to build our operating reserves and we were able to accomplish that priority during that period. From 2010 – 15 the direction was to invest and address deferred maintenance in our existing roads and buildings. Ms. Barnett joined the meeting at 7:30 p.m. and the Capital Expenditures Committee called their meeting to order. Mr. Valente continued by saying that the Town was able to make substantial progress in our capital program and did it during a time when we could take advantage of very low interest rates. Then we had the opportunity to buy a building for a new Community Center and were able to accomplish the purchase and then in FY15& FY16 to include funding for the operations. Now looking at the next five years, it is all about growing our new capital projects as a result of Summit Meeting 4 – January 15, 2015 growth in the community and to move forward with construction of projects that have been in the planning stage. Mr. Valente presented next steps which included in the next 4-6 weeks for Staff to: respond to questions on Operating and Capital Budget; Develop Capital Projects Financing Model for Selectmen/Summit; Assist the Board with Policy Issues; Transmit Budget to Financial Committees/Town Meeting members – March 2. And for the Selectmen, in consultation with Summit participants to: Recommend to Town Meeting the Capital Financing Plan; and Approve Final Recommended Operating and Capital Budget for FY16 – February 23. Currently in the FY16 proposed budget is a recommendation for four new fire fighters to move the Town’s second ambulance on line from 5 days a week, 14 hours per day, to 5 days a week 24 hours per day. Mr. Kanter would support funding an additional two new fire fighters to ensure that the ambulance could be in service 7 days a week, 24 hours per day. Mr. Hurley would also support finding the funds to do this. Ms. Ciccolo, as chair of the Community Center Advisory Committee, commented that she is grateful for the increases that will allow the new Community Center to be open much longer than the current hours of the Muzzey Senior Center. She hopes that in the future, the Community Center will also be open Saturday night and Sunday, and just wanted to flag that for subsequent budgets in future years. Update on School Facilities Master Plan Ms. Coppe reported that at their meeting on January 13, 2015, the School Committee came to a consensus on Option 9, which would be to go ahead with the projects at Clarke and Diamond Middle Schools, Harrington Elementary School, pre-fabricated modular classrooms at Bridge and Bowman Elementary Schools, and a new Hastings Elementary School with or without state support from the MSBA. In addition, the School Committee is reviewing the need for temporary standard modular classrooms at Fiske Elementary School in order to alleviate immediate special education and English Language Learners needs. The cost of the project at Fiske ($1 million) is proposed to come from the LPS operating budget. To address the need for space in the Pre-K program, a temporary solution would be to use two rooms at the Central Administration building, one for a classroom and one for PT/OT services. Options being examined for a long-term solution include adding expanded space in the current Pre-K at Harrington, moving the entire program to a new Hastings School, or construction of a freestanding pre-fabricated structure. There was general consensus among School Committee members to consider the construction of a new Hastings School without MSBA funding in order to most efficiently address the urgency of Lexington’s growing student enrollment. However, unless consensus is gained from other committees, the School Committee will still seek a 2015 SOI application. Summit Meeting 4 – January 15, 2015 Ms. Coppe noted that the School Committee has not forgotten about the high school. Whatever that project is going to be, it will cost a lot of money. Even a renovation is over a hundred million dollars, so it is probably going to be pushed out at this point. There is currently a capital request for the heating system in the main building and the field house at the High School. At the School Committee’s meeting on Tuesday, January 20, 2015 there will be a public hearing and the School Committee will vote on a plan. Review Draft List of Annual Town Meeting Warrant Articles Mr. Pato explained that final numbering and order of articles may change between now and January 26 when the Selectmen will vote on the warrant. The purpose of having this on the agenda was mostly to provide the warrant for everyone to see and to answer any questions. Mr. Kanter asked what it would take to rename the Capital Stabilization Fund. Mr. Valente explained that it would likely require Town Meeting to amend it. Schedule Summit 5 Meeting The date of the next Summit meeting was set for Thursday, January 22, 2015. Documents Presented 1.FY2016 Preliminary Budget and Financing Plan Financial Summit IV 2.Overcrowding Long Term Options being discussed by the School Committee, handout dated January 15, 2015. 3.Draft List of Annual Town Meeting Warrant Articles Upon motion duly made and seconded, it was voted to adjourn at 8:30 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Summit Meeting 5 Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee January 22, 2015 A Summit was held on Thursday, January 22, 2015, at 7:00 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Mr. Pato, chair, Mr. Kelley, Mr. Cohen, Ms. Ciccolo, Ms. Barry; Mr. Valente, Town Manager; Mr. Addelson, Assistant Town Manager for Finance, Ms. Moore, Budget Officer and Ms. Chabot, Assistant to the Executive Clerk, were present. Also Present: School Committee (SC) members: Ms. Coppe, chair, Mr. Alessandrini, Ms. Crocker, Mr. Hurley, Ms. Steigerwald; Dr. Ash, Superintendent of Schools; Appropriation Committee (AC) members: Mr. Parker, chair, Mr. Bartenstein, Ms. Garberg, Mr. Levine, Ms. McLeish; Ms. Masterman, Mr. Michelson, Mr. Neumeier, Mr. Radulescu-Banu; Capital Expenditures Committee (CEC) members: Ms. Hai, chair, Ms. Barnett, Mr. Kanter, Ms. Manz. Mr. Himmel, Ad hoc School Master Planning Committee, Permanent Building Committee. Report by School Committee on School Facility Master Plan Recommendations Ms. Coppe reported that at their meeting on January 20, 2015, the School Committee voted unanimously to request that the Selectmen place an article on the Warrant for the upcoming March Special Town Meeting to fund architectural design services to add classrooms and other educational spaces at Bowman, Bridge, Fiske, Harrington, Clarke, Diamond, the Lexington Children’s Place pre-school, and to build a new Hastings School. Building projects (and estimated costs) the School Committee is currently considering are: Bowman – Adding two prefabricated classrooms and one music room by September 2016 ($3.1 million). Bridge – Adding two prefabricated classrooms and one music room by September 2016 ($3.68 million). Fiske – Adding two standard modular classrooms by December 2015 ($980,000) and studying the possibility of adding a permanent brick and mortar addition (scope, date of completion and cost to be determined). Harrington – Expanding the classroom capacity of the school and adding/expanding core facilities to provide sufficient art, music, cafeteria, and gym spaces. The number of classrooms, scope of the project, and other details will be part of the design phase next year. Estimated date of occupancy, fall 2018 (with pre-K $24.3 million). Hastings – Replace the school by the fall of 2018 if no state funding available, and 2020 if state funding becomes available (with MSBA funding $41.4 million; without MSBA funding $59 million). Clarke – Add four or five classrooms, date of completion, September 2017. Note, the architect will study if these spaces should be added to the Diamond project ($4.6 million). Diamond – Remove the current modular classrooms in the summer of 2016 (where permanent construction will be built), add prefabricated or temporary classrooms in another location to replace the current modular classrooms before September 2016, and build a permanent educational space by 2018 ($24 million). Lexington Children’s Place pre-school – Expand the size of the current pre-school. The expanded preschool could be attached to Harrington or the new Hastings School, or could be a stand-alone building (this project could be completed by the fall of 2017 or 2018, depending on the type and location of the pre-school). Summit Meeting 5 – January 22, 2015 The estimated cost for all of these projects is approximately $118 million. Ms. Coppe noted that the projects are likely to change once the design process begins. In response to Mr. Kanter’s question, Ms. Coppe reported that the School Committee is asking for approximately 4% or $4.7 million for design and schematics at Town Meeting. Mr. Parker is concerned that it doesn’t actually sound like the School Committee knows what it wants to design yet. He advised that if the School Committee asks for a little bit more money than they need, the remaining dollars will get transferred in to the construction request. Ms. Crocker explained that as the School Committee gains information on one project, they will be able to make decisions on others. Mr. Himmel explained the process leading up to getting a package together in time for the next funding request at a Special Town Meeting in the fall of 2015. He agreed with Mr. Kanter’s suggestion that the request for funding at the upcoming spring Special Town Meeting should be for design documents for all the various school projects at once. The group also discussed whether a larger Hastings School could accommodate all of the new growth. Dr. Ash described some of the drawbacks in building a Hastings larger than the Town might want. Ms. Steigerwald pointed out that if the Enrollment Working Group could do a school by school break down it would be easier to answer many of the group’s questions. Presentation of Financial Model for Future Capital Projects Mr. Valente and Mr. Addelson prepared a financial model for the capital projects so that the group could hear what impact these projects will have on the Town’s debt service budget and on our tax payers’ pockets. Mr. Valente and Mr. Addelson have shared this model with the chairs of the Board of Selectmen, Appropriation Committee, Capital Expenditures Committee, School Committee, and subsequently the entire Capital Expenditures Committee and received some good advice. Mr. Valente noted that the capital financing model included all existing debt service (all authorized excluded debt service and within-levy debt service); excluded debt service projects (school projects, police and fire stations); and within levy debt projects (FY16 White Book projects and FY17 – FY27 $5 million per year in “routine” capital projects). He went on to say that the primary assumptions are to look at the use of our Capital Stabilization Fund to see if we can limit general fund debt service to 5% a year, and limit the impact in excluded debt to $100 per year on the home of average value (in addition to the allowed 2 ½ increase). The model assumes a current balance of the Capital Stabilization Fund of $8 million, proposed FY16 addition to the Capital Stabilization Fund of $9.8 million (preliminary), and addition of $2 million annually to the Capital Stabilization Fund for FY17 – FY20. The model also looked at the differences in receiving MSBA funding for Hastings or not. Based on these assumptions, with MSBA funding for Hastings School and the use of Capital Stabilization Fund, $100 increases per year in residential taxes can be maintained through FY20/21, then there is a $347 increase. Without MSBA Funding for Hastings School (and with use of Capital Stabilization Fund), $100 increases per year in residential taxes can be maintained through FY20/21, then there is a $607 increase. Mr. Valente noted that the finance department can model the proposed projects with other assumptions, timing and project costs. Summit Meeting 5- January 22, 2015 Mr. Addelson presented more detailed information on excluded debt service with MSBA funding for Hastings and without MSBA funding and the change in residential taxes from year to year for the home of average value ($820,000). Mr. Levine commented that the basic discussion should be around the model showing no funding for Hastings from the State because Lexington does not have MSBA funding at this time. Mr. Parker noted in the no MSBA funding model there is an average increase of $400 per year in residential tax bill until FY21 when there is a sharp peak ($917) and then it starts declining after that. He wondered if we could consider mitigating this with our rainy day fund. Mr. Pato commented that we can model that as well and look in to what that would be. Mr. Michelson asked Mr. Valente and Mr. Addelson to go back and model what it would be to keep the increase at $400 per year for the next 20 years. Discussion on School Facility Master Plan Recommendations Mr. Kanter would like to see something in writing to explain what is to be done, when it will be done and how it provides capacity. Mr. Pato asked Ms. Coppe to put in a document what she outlined at the meeting this evening. Mr. Kelley, as a member of the Ad hoc School Master Planning Committee, voted against the Committee’s recommendation. He would suggest asking Town Meeting for funds to have SMMA study the Diamond and Hastings sites to see if those two schools can meet Lexington’s elementary and middle school needs, rather than taking on projects at seven schools. Mr. Pato shares many of Mr. Kelley’s concerns but would move forward and analyze the various plans with the hope of not having to start all the projects, but to have the information in reserve if the Town hits a faster growth curve we would know how to proceed. Capital Expenditures Committee Preliminary Report on FY16 Capital Plan Ms. Hai reported that the Capital Expenditures Committee (CEC) has considered the list of projects being presented and gave their preliminary positions. They are unanimously in support of the level services proposals. With regard to new project requests, the Committee can’t take a position on the School building projects until a clear vision is articulated, except for the LHS heating project, which they support. In order to take a position, the CEC would also need additional information on the Parking Meter replacement plan, Grain Mill Alley, Police Headquarters and Fire Station replacement, replacement of motors for backboards at Diamond Middle School, Cary Memorial Building sidewalk enhancement, Center Streetscape improvement and Battle Green Streetscape improvement. The CEC does not support the Minuteman bikeway way finding signs as they understand that the Minuteman Advisory Group on Interlocal Coordination (MAGIC) is developing guidance for similar signage. The CEC also does not support the Hastings Park undergrounding of electrical wires given the balance of the Town’s other needs. Mr. Kelley would like to see the information that the CEC has reviewed on the heating system at Lexington High School. Mr. Parker’s recollection of the $10 million appropriation for this project is that it is spread out over 5 years. Summit Meeting 5 – January 22, 2015 Discussion of Potential Warrant Articles for Annual and/or Special Town Meeting for School Facilities Mr. Pato explained that at our last Summit we distributed the draft table of contents of the Warrant for Town Meeting. The Cubist request will not be coming forward for this Special Town Meeting. The Selectmen are hoping to sign the Warrant on January 26, but in the absence of the school portion of the special town meeting, may have to schedule a meeting later in the week to be able to sign the warrant. Schedule Summit 6 Meeting The date of the next Summit meeting was set for Wednesday, February 11, 2015. Documents Presented 1.Financial Summit V Facility Master Plan Financing Model dated January 22, 2015 2.Capital Financing Model 3.Excluded Debt Service With MSBA Funding for Hastings and Excluded Debt Service With No MSBA Funding for Hastings The Appropriation Committee, School Committee and Capital Expenditures Committee adjourned at 9:10 p.m. The Board of Selectmen remained in session. Schedule Meeting to Sign Warrant If the Selectmen do not sign the Warrant at their meeting on January 26, they will meet on January 29 at 8:00 am to sign. Upon motion duly made and seconded, it was voted to adjourn at 9:13 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen’s Meeting January 26, 2015 A regular meeting of the Board of Selectmen was held on Monday, January 26, 2015, at 7:00 p.m. in the Selectmen’s Meeting Room, 1625 Massachusetts Avenue. Chairman Pato, Mr. Kelley, Mr. Cohen, Ms. Ciccolo and Ms. Barry; and Mr. Valente, Town Manager, were present. Selectmen Concerns and Liaison Reports Mr. Cohen reported on the great CAAL event that was held over the weekend for Chinese New Year. Participation was great and the event brought the community together. Thanks for CAAL for organizing the event. Ms. Barry recognized the Martin Luther King Day of Service event which was a great success and all the volunteers that participated in planning and running the event did a great job. She thanked Grace Chapel for hosting the event this year. Ms. Barry also reported that all of the Selectmen attended the MMA Annual Meeting in Boston and also the Town Manager. Town Manager Report Mr. Hadley, Public Works Director, updated the Board on the Forced Main project on Gleason Road. They expect the installation of the VFD to be completed this week and the modeling is on schedule. Mr. Valente reported on snow storm preparations. Items for Individual Consideration Mr. Pato announced that several items on the Selectmen’s agenda would not be taken up because of the weather and would be scheduled at a future Selectmen Meeting: 1.Grant of Location – Comcast – Meriam Street – has been rescheduled to February 9; 2.Working Group of Appropriation Committee and Tax Deferral Exemption Study Committee Findings; 3.Discussion of Appointed Committee’s Compliance with Open Meeting Law Minutes Posting Requirements; and 4.Approve Weapons Policy. Selectmen’s Meeting – January 26, 2015 Request for Special Town Meeting for School Projects Ms. Coppe, Chair of School Committee, stated that the School Committee voted on January 20, 2015 to request that a Special Town Meeting be included in the Annual Town Meeting in order to obtain funding for the design and architectural schematics for projects the School Committee would like to consider going forward, including: a new Hastings, classroom and music rooms at Bridge and Bowman, expanded space for Clarke and Diamond and Harrington Pre-Kindergarten, which is at capacity and needs more space. The request also includes adding two standard modulars at Fiske School. This recommendation came from the Ad Hoc School Master Planning Committee They request that the warrant article allow a consultant to be hired to begin project planning, testing, schematic design, design development, construction documents and construction estimates for progressing the projects through future appropriation requests and construction and to also construct two modular classrooms at Fiske. The warrant article should have two parts: design documents and design and construction of modular for Fiske which need to be in place by November 2015. A draft warrant article was provided to the Board in the draft warrant and it includes wording to cover the short and long-term projects. The motion will mention specific projects and funding items. Mr. Kelley served as one of the seven members on the Ad Hoc School Master Planning Committee. He submitted a minority report that will be included in the final report of the committee. He wants the warrant article to be worded so each project and its costs can be debated separately at Town Meeting. The Board should review the proposed wording of this article, bring forward any questions or comments regarding the article and be ready to vote to sign the warrant at their January 29 meeting. Hartwell Solar Financial Analysis and Project Variant Selection Mr. Voss, Solar Task Force, Mr. Sandeen, Sustainable Lexington Committee, and Mr. Hadley, Public Works Director, updated the Board on the economic analysis and request a return visit in early February to present a financial case for each option, targeting a decision on system size and approval for the Town Manager to complete EMSA negotiation. 1.Option 1: 1.25 MW ground mount plus up to 1 MW canopy. Can be installed with little or no impact on existing operations. With addition of wind-row turner composting capacity would be at or above current levels. Final scrub of “site prep” needs to be completed. Selectmen’s Meeting – January 26, 2015 2.Option 2: 2.5 MW ground mount plus up to 1 MW canopy. Significant increase in economic value. Will require material adjustment to current operations/traffic flow. With addition of wind-row turner composting capacity would still be impacted, but to a far lesser extent than in past analysis. Some “up front” site prep work would be needed to move current stockpiles. 3.Under both scenarios, site prep work, if needed, could be included in the PPA price. Mr. Sandeen reviewed the ground and canopy solar net benefit without and with the wind-row turner and showed the potential for $20.2 million in economic benefit with the wind-row turner. Mr. Voss explained the timing issues. It is important to get in the net metering queue by May before multiple projects get in line. All permits have to be in place for the net metering application, which means that a detailed engineering analysis has to be done. The second deadline is having the project within the EMSA program and the net metering rules to get the best economic benefit. Asked what besides the wind-row turner will offset costs, Mr. Sandeen responded that Public Works is planning to build bins to manage storage on the facility. There is a large amount of debris and rock in the area that would have to be moved and that is a cost. It is estimated that in the 3.5 MW solar option the Town will have to forego revenue from Arlington. In the 1.75 MW solar option the Arlington drop-off could continue. Mr. Kelley is focusing on the economic bottom line and is not comfortable with the economic analysis done so far and suggests that further vetting be done. He feels there is so much more potential use and value with the site now and in the future. He suggests stopping the process now because there are too many unknown benefits to consider before the site is relinquished. Mr. Sandeen stated the agreement gives the Town the ability to terminate it and the economic analysis found that the site will have generated enough cash flow that could terminate and pay a fee and break even in six to seven years. In year ten terminating would provide a positive cash flow. Ms. Barry asked about the firing range and where it could be located. Mr. Voss said the initial analysis done a month ago demonstrated that the firing range could be expanded and moved and other services would be maintained. That analysis is still valid. The analysis also showed that all composting operations and Arlington materials could be maintained. The wind-row turner would give the Town the opportunity to produce more compost and would make the operation more efficient with or without the solar project. Mr. Cohen wanted to understand why it was so important to get in the queue for this program. Selectmen’s Meeting – January 26, 2015 Mr. Voss explained that the value of the program is decreasing because the cost of solar is decreasing and the intent is to promote development of solar in Massachusetts; it is not to provide incentives into the future. The net metering program is likely to be reviewed again in August because utilities want new rules for net metering and they feel they should not have to pay less. Mr. Sandeen attended a net metering task force meeting and DOER presented at the meeting that National Grid will meet the net metering cap in March and Nstar by September; so the net metering queue will run out rapidly. He expects that either the net metering cap will not increase or it will increase but the rate for compensation will decrease substantially. Ms. Ciccolo asked about the cost to move the solar at Hanscom if they needed to be moved to a different site. Mr. Voss stated there is language included in the contract to temporarily relocate and permanently relocate at our cost to move. Ms. Ciccolo would like it included in the contract and also the cost. She is not comfortable filling the entire site with solar. She also wants to see and understand an exit strategy. Mr. Kelley asked about the anchoring that would be needed for the canopy and whether there would be issues with penetrating the landfill cap. He also asked if other possible sites had been looked into for solar. Mr. Sandeen looked at all sites in Lexington including Lexington High School. He thinks the Lexington High School parking lot should be considered. All other sites included wetlands which would make solar difficult to get approvals to install. Ms. Barry has concerns about this premium land being used and the timing. She also expected more facts and figures. Mr. Pato would like to proceed with the largest 3.5 MW solar installation; however, he shares the land use concerns and in the long-term how to lock down our facilities; have to avoid long-term commitments. An exit strategy and relocation plan is needed. Also need to find way to make existing operations more efficient to satisfy existing need and possible revenue. His inclination is to proceed with the 1.75 MW solar system to see if it provides the ability to get revenue. Comments from public: Ms. Pappo, 16 Blossomcrest Road and Town Meeting Member, speaking on behalf of the following Town Meeting Members: Ms. Tiffany, Precinct; Ms. Kern Precinct 1; Ms. Glickson, Precinct 1; Mr. Moore, Precinct 8; and Ms. Ludwig, Precinct 7; all members of Global Warming Action Coalition (GWAC) and members of Mothers Out Front. GWAC is excited about the implementation of solar. Hartwell is an excellent site to further alternative renewable energy Selectmen’s Meeting – January 26, 2015 goals. Town Meeting Members voted 2 years ago that every decision the Town made related to sustainability would go to climate action review; this would be a perfect topic for a climate action plan. She passionately asked that the Selectmen vote for 3.5 MW solar system for the economic benefits but also so Lexington is in the forefront in the region for solar for the economic and health benefits, which are very important Ms. Glickson, 2 Aerial Street, voiced her strong support for the solar project and urged the Selectmen to support the project. She has been involved with climate issues and feels it is important to do something here in Lexington. Ms. Tiffany, Precinct 8 Town Meeting Member, is extremely disappointed and saddened that the Selectmen have not mentioned the value of addressing climate change in this project, which is the highest moral and best use of the Hartwell land to create renewable energy. Ms. Sandeen, Precinct 6 Town Meeting Member and Mothers Out Front, wants to breathe clean air and have clean water. She feels strongly the Town should do anything it can to improve the quality of our planet now. She hopes the Selectmen will give strong consideration to doing what is right for the future of the children. Mr. Kelley takes exception to statements being presented to Board tonight. The Board has a responsibility to understand all the needs and opportunities that the Hartwell site can offer. This decision has nothing to do with the Board having no regard for environmental consequences. Ms. Ciccolo underscored what Mr. Kelley said about the opportunities the Hartwell site presents to the Town and she was struck during the tour the value of the site when the Town has debris from large construction projects which can be disposed of at Hartwell. She is impressed to learn about the quality of the compost and that it can be used for vegetable gardens and the sustainable food movement. She reminded the audience that these are additional sustainable elements the site can be used for. She is in favor of solar but the smaller one because of what she learned during the tour and the potential negative impact on operations. Mr. Cohen worries about climate change, but the Town should be given credit for all the operations currently being done on the Hartwell site, including recycling and hazardous waste collection. Mr. Kelley does not want the Board to surrender the Hartwell site unless a fair alternative analysis is done. There are a number of things he would like considered for the site that give more flexibility to serve the community in many ways over the next 25 years. Mr. Sandeen stated an analysis of what the net would be in terms of savings from the solar site versus trucking/driving it found would take driving 108 million miles to offset the value of solar. Mr. Voss reminded the Board that the current design expands the composting and maintains 100 percent of the current operations and offers flexibility of the use of the site. Selectmen’s Meeting – January 26, 2015 Ms. Engelhart, 107 Vine Street and Precinct 5 Town Meeting Member, feels the Board does not feel the urgency of what is the most salient, urgent and difficult issue of the decade. She asked the Board to think of Lexington as a model to show how to have a livable planet. Mr. Pato asked if the Board wanted to stop proceeding with the Hartwell solar project. Mr. Kelley feels there is much more that needs to be considered and does not feel there is anything forcing a decision to get into the queue. He feels the site is so unique to the community and should not be surrendered for 25 years without due consideration of options. He made a motion to stop the process and to have the community retract the Hartwell site from solar consideration. There was no second to the motion. Mr. Hadley is comfortable with the smaller solar project because he believes it will allow the current operations to continue. Mr. Pato asked the Solar Task Force to concentrate on the smaller solar project and come back with details so the Board can make a decision, including information from an impartial review from the finance committees on the financial return. Mr. Kelley felt it was reasonable to ask Mr. Beaudoin, Superintendent of Environmental Services, to consider what other potential operations exist and the value they would bring. The Board will discuss again at their February 9 meeting and make a decision. FY2016 Budget Discussion Mr. Valente reviewed several items the Board needed to discuss prior to finalizing the budget. 1.Health Insurance Budget. The GIC increase could be as high as 9% and currently the budget includes a 5% increase. The Board will be informed when more information is available. 2.Fire Station Design/Site Evaluation Capital Request for $242,000. The Board agreed that this project is not ready to move forward for the 2015 Town Meeting. The Selectmen will continue their efforts to find a site. 3.Wind-Row Turner for Compost Facility. There currently is no provision in the budget for the wind-row turner. If the Board decides in February to go ahead with a solar project at the Hartwell Facility, a wind-row turner would make more efficient use of the site whether it was leased or purchased. The Selectmen agreed that it should be included in the budget. 4.Exempt Debt Service Mitigation - $215,000. The Board is comfortable with the proposed budget at this time. Selectmen’s Meeting – January 26, 2015 5.Community Center Preservation Restriction Endowment. A Preservation Restriction is being prepared and will be held by the Historical Society. There is a cost associated with the restriction and the Town is in discussions with the Historical Society. The suggestion is currently $20,000 which will be requested from the Community Preservation Committee (CPC). The Historical Society thinks it will cost approximately $3,000 per year to view the property, take photos and write a report for filing. Selectmen have no objection to requesting the funds from CPC. 6.Sidewalk Improvements, Additions and Design. The Town Manager wanted to make sure the Selectmen approve including the proposed Prospect Hill Road sidewalk construction and Pleasant Street Feasibility Study ($20,000) within the proposed $600,000 budget. The Board agreed with the plan. Mr. Kelley would like there to be a master list of sidewalks prioritized by need to help the Board in judging/evaluating funding requests for sidewalk projects. 7.Adjust Ambulance Fees to Support Increase in Medic 2 Hours. The recommendation is to add four firefighters to run the second ambulance 24 hours a day/5 days a week. The funding would come from adjusting the ambulance fees. If the Board supports this recommendation the proposed fee adjustments will be brought to the Selectmen for approval in February. The Board supports the recommendation but requested the cost of having the second ambulance covered 24 hours a day/7 days a week. Mr. Valente stated that the Minuteman Regional High School assessment for FY2016 will be approximately $55,000 less than what is currently in the budget. The brown book was revised to reflect the actual assessment. If the Selectmen have any further questions or comments they should discuss with the Town Manager as soon as possible. Authorize Town Manager to Executive Fairview Local Initiative Project for LexHAB Mr. Valente explained that the Regulatory and Operating Agreement document for the LexHAB affordable housing project at 11 Fairview Avenue is ready for signature. The Agreement will then be sent to the Massachusetts Department of Housing and Community Development (DHCD). DHCD also requires a copy of the Selectmen’s minutes authorizing the Town Manager to sign the documents on behalf of the Town Upon motion duly made and seconded, it was voted 5-0 to authorize the Town Manager to sign, on behalf of the Town, the Regulatory and Use Agreement for the Local Initiative Program Project at 11 Fairview Avenue. Selectmen’s Meeting – January 26, 2015 Vote to Sign the 2015 Special Town Meetings and Annual Town Meeting Warrants and Discuss Article Presentations Signing of the warrant is postponed until the January 29 meeting. Selectmen Committee Appointments Historic Districts Commission Upon motion duly made and seconded, it was voted 5-0 to appoint Nancy Shepard to the Historic Districts Commission as an Associate Member representing the Arts and Crafts Society for a term to expire December 31, 2019. Human Rights Committee Upon motion duly made and seconded, it was voted 5-0 to reappoint Albert Zabin and Bhumip Khasnabish to the Human Rights Committee for a terms to expire September 30, 2017. Tree Committee Upon motion duly made and seconded, it was voted 5-0 to appoint Nancy Sofen to the Tree Committee to fill the unexpired term of Nell Walker until September 30, 2015. Consent Agenda Water and Sewer Commitments and Adjustments Upon motion duly made and seconded, it was voted 5-0 to approve the following adjustments of water and sewer charges: Adjustment of Water and Sewer charges as recommended by WSAB $ (30,638.32) Approve Request for Water and Sewer Deferral Upon motion duly made and seconded, it was voted 5-0 to approve deferral of the FY2015 water and sewer payments for 41 Fifer Lane. Approve One-Day Liquor License – LABBB Collaborative Upon motion duly made and seconded, it was voted 5-0 to approve a one-day liquor license for LABBB Collaborative to serve beer and cider at a BBQ Festival/Fundraiser on Saturday, May 16, 2015, from 11:00 a.m. to 7:00 p.m. and Sunday, May 17, 2015, from 12:00 noon to 5:00 p.m. at the Farmers Market Fairgrounds on Massachusetts Avenue. Approve One-Day Liquor License – Sacred Heart Upon motion duly made and seconded, it was voted 5-0 to approve a one-day liquor license for Sacred Heart to serve beer and wine at a fundraiser for Honduras on Friday, January 30, 2015, from 5:00 p.m. to 10:30 p.m. at Sacred Heart Parish, 21 Follen Road. Selectmen’s Meeting – January 26, 2015 Vote to Set the Bond for the Town Clerk Upon motion duly made and seconded, it was voted 5-0 to set the bond for the Town Clerk at $85,000. Parking Ban Upon motion duly made and seconded, it was voted 5-0 to approve the request of the Town Manager to begin a temporary parking ban beginning at 12:00 midnight Monday, January 26, 2015, and to authorize the Town Manager to rescind the parking ban when it is safe to do so. Upon motion duly made and seconded, it was voted 5-0 to adjourn at 9:35 p.m. A true record; Attest: Norman P. Cohen Selectman Selectmen’s Meeting January 29, 2015 A meeting of the Board of Selectmen was held on Thursday, January 29, 2015, at 8:00 a.m. in the Selectmen’s Meeting Room, 1625 Massachusetts Avenue. Mr. Kelley, Mr. Cohen, Acting Chairman, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. FY2016 Budget Discussion Mr. Valente reported there were no new items. The Community Preservation Committee (CPC) voted to recommend $25,000 for historic preservation resources for the Community Center and will be included in the Brown Book. Mr. Cohen stated that the CPC voted $755,000 for the Wright Farm land, which includes legal and administration cost. The purchase price of the house and land is $520,000 Mr. Kelley requested a presentation on the CPC projects. Mr. Kanter asked for clarification on the Windrow Turner for use at the Hartwell Avenue Compost Facility. The windrow turner will be included in the Public Works equipment article if the Board approves. Mr. Valente explained that there are two options being considered: purchase the windrow turner as DPW equipment or have the contractor lease the equipment. Staff is getting the prices for each option and will analyze. Mr. Kanter suggests that the funding for the Schools Master Planning Components be included in the Public Facilities budget rather than the School budget. Mr. Kanter asked the Board to reconsider using the annual sidewalk funding to pay for the Prospect Hill Road and Pleasant Street sidewalk work because of the existing sidewalk network needed maintenance. The Board will discuss later if they want to revisit their decision on the sidewalk budget. Mr. Kanter suggests increasing the library budget by $26,000 to cover the shortfall between the appropriation and the materials budget. Vote to Sign the 2015 Special Town Meetings and Annual Town Meeting Warrants and Discuss Article Presentations Upon motion duly made and seconded, it was voted 4-0 to sign the 2015 Special Town Meetings and the Annual Town Meeting Warrants allowing for minor changes as recommended by Town Counsel. Selectmen’s Meeting – January 29, 2015 Mr. Kelley wants to reconfirm the materials that will be installed at the Cary Memorial Building for Article 4 of Special Town Meeting #2. Mr. Kelley requested additional information on the Special Town Meeting #2, Article 5. Mr. Valente responded that any adjustments will be mainly for the Community Center. Mr. Kelley requested additional information on the Community Preservation Committee (CPC) projects being put forward on the Annual Town Meeting Warrant and would like a presentation. Mr. Cohen responded that if five members of CPC vote for a project it is included in the warrant. Ms. Barry requested presentations on the following articles: Article 32 Establish Qualifications for Tax Deferrals Article 33 Authorize Home Rule Petition for Tax Relief Article 35 Accept MGL Chapter 90-I, Section 1 (Complete Streets Program) Ms. Ciccolo will present information on Article 35. The Planning Board will present their articles to the Selectmen on February 9. Mr. Kelley requested presentations on the following articles: Article 42 Commission on Disability Request Article 43 Amend General Bylaws – Demolition Delay Documents Presented 1.Email from David Kanter dated January 28, 2015, Recommendations Regarding FY2016 Capital Program 2.Cary Memorial Funding for FY2016: Recommended Adjustment Table prepared by David Kanter for presentation to the Selectmen on January 29, 2015. Upon motion duly made and seconded, it was voted 4-0 to adjourn at 8:41 a.m. A true record; Attest: Lynne A. Pease Executive Clerk