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HomeMy WebLinkAbout2015-02-BOS-minSelectmen's Meeting February 10, 2015 A meeting of the Board of Selectmen was held on Tuesday, February 10, 2015, at 7:00 p.m. in the Parker Room, 1625 Massachusetts Avenue (rescheduled for Monday, February 9, 2015). Chairman Pato, Mr. Kelley, Mr. Cohen, Ms. Ciccolo and Ms. Barry; and Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Public Comment Ms. Hopkins, Chair of the Historic Districts Commission (HDC), introduced herself as the new Chair of the HDC. She plans to revise the current HDC guidelines and asked the Selectmen to provide her with any suggestions or comments for improving them. Selectmen Concerns and Liaison Reports Ms. Barry thanked Public Works for the amazing job clearing the snow. She also reminded residents to shovel out fire hydrants. Also make sure your house number is clear on your mailbox. Ms. Barry asked that $5000 be included in the FY2016 Town Celebrations Committee budget for the Dance Around the World Event. Mr. Cohen spoke about the passing of Robert Kent who gave so much of his time to Lexington, including being the Town Moderator and a Selectman. He loved Lexington and was never too busy to give his time. Town Manager Report Mr. Valente reported on three items: 1. The VFD equipment for Gleason Road was defective and a new one has been delivered and is being installed. NStar is working on fixing the electrical transformer and hope it is operational by the end of the week. 2. National Grid is searching for a gas leak in the center near Merriam Street. The Visitor Center has an odor in the basement, which is being monitored. 3. Plans are being made to open the Community Center in late May and working on hiring a Director in April, an Office Manager and Youth and Family Coordinator in June and a few other positions in the next fiscal year. The positions are in the budget but in the wrong account. A correction will be made during the Special Town Meeting. Grant of Location — Comcast — Meriam Street Mr. Pato opened the hearing at 7:11 p.m. Selectmen's Meeting — February 10, 2015 Mr. Looney, Comcast Project Coordinator, requested approval to install conduit in Meriam Street. Upon motion duly made and seconded, it was voted 5 -0 to approve the petition of Comcast to lay, install and maintain underground conduit on Meriam Street from an existing pole to an existing stub at Depot Place, approximately 200 + feet. The hearing was closed at 7:13 p.m. Discussion of Appointed Committee's Compliance with Open Meeting Law Minutes Posting Requirements Mr. Handwerker was not able to attend this meeting. The item will be rescheduled. Proposed Ambulance Rate Adjustments Mr. Valente explained that the FY2016 recommended budget calls for an increase in ambulance rates to fund four additional firefighter /paramedics. This would permit staffing of the second ambulance 24 hours per day, five days per week. The increase in ambulance rates will bring Lexington's fee structure in line with the surrounding communities and be largely consistent with the reimbursement rates allowed by various health insurance providers. The recommended rates are: • Basic Life Support: $1,251.00 • Advanced Life Support Category l: $1,515.00 • Advanced Life Support Category 2: $2,056.00 • Mileage: $28.00 per mile Upon motion duly made and seconded, it was voted 5 -0 to approve the Town's ambulance rates as proposed, to be implemented as soon as the Town's billing provider can do so. Working Group of Appropriation Committee and Tax Deferral and Exemption Study Committee Findings Residential Exemption Option The Selectmen asked a working group consisting of Ms. Blier from the Tax Deferral and Exemption Study Committee and Ms. McLeish and Mr. Radulescu -Banu from the Appropriation Committee to analyze the FY2015 property tax impact and review the residential exemption option and whether it would be a good option for Lexington. Ms. Blier presented information on the FY2015 triennial recertification, percentile buckets, average residential assessment increases, variability and the residential exemption option. Selectmen's Meeting — February 10, 2015 The Residential Exemption is a local option tax exemption that shifts the residential tax burden from lower valued homes toward apartments, non - owner - occupied homes and higher valued homes. It is not means - tested. It is in use by 13 cities and towns. With the Residential Exemption each owner - occupied property receives the same amount of property assessment exemption. The tax rate on all residential property is increased to maintain the same tax levy. Properties valued below the average assessment pay relatively less tax because a larger percentage of their house value is exempted (example: $50,000 exemption on a $500,000 house = 10 %). Properties valued above the average assessment pay relatively higher tax because a smaller percentage of their house value is exempted (example: $50,000 exemption on a $2,000,000 house = 2/z %). Non - owner - occupied properties pay the higher tax rate but do not get the exemption. It would be labor- intensive for the Assessors' office to determine owner occupancy initially and every year thereafter. The Residential Exemption is not a useful tool since it can only adjust property tax burdens across whole deciles. Also the variability in FY2015 valuations is found within each decile, not across the deciles and the residential exemption cannot smooth the variability within each decile. Mr. Pato asked if the committee looked into the effect on large rental properties and whether they are disproportionately paying taxes. Ms. Blier responded that would take additional analysis. Asked about houses held in trust and whether they would be eligible for the benefit, Ms. Blier responded it depends on the type of trust. Mr. Cohen does not think this is the right tool for Lexington and the Committee should not spend any more time looking into. Mr. Pato thought it would be reasonable to investigate because of the increased burden from rental properties in the schools. He is tempted to ask them to look into how the burden is distributed among the community. Ms. Ciccolo felt the Board should think about further before asking the Committee to do additional analysis. She wondered if apartment complexes would just pass the larger tax payment onto the tenants. The Selectmen will not ask the Committee now for further analysis, but may reconsider in the future to ask them to consider the complex issues with this kind of tax policy change. Property Tax Home Rule Petition for Senior Means Tested Exemption Ms. Blier presented information on the Sudbury Means - Tested Senior Citizen Property Tax Exemption, which is a property tax shift from lower income seniors to all other taxpayers that exempts any property tax amount that exceeds 10 percent of the senior's income. The tax rate increases to cover the exemptions and it requires a town -wide vote. This exemption augments Selectmen's Meeting — February 10, 2015 the State Senior Tax Circuit Breaker. The exemption has benefit caps and certain application qualifications. During Sudbury's first year of experience with the exemption 124 applied out of 240 seniors who used the circuit breaker and 118 beneficiaries received exemptions of $1,000 to $5,000+ Most beneficiaries over 80 years old had a median income of $37,000 and the 2014 average actual cost to other taxpayers was $45. The cost will increase as utilization of the program increases. Options for Lexington include: seeking our own Home Rule Petition and lobby the legislature for a state -wide version. Ms. Ciccolo is enthusiastic about pursuing the Sudbury program because many residents in Lexington do not qualify for the circuit breaker program. She feels it is unlikely State legislation will be crafted; so we will need an article to request special legislation. Mr. Pato had spoken to Representative Kaufman regarding statewide legislation, but he does not see any quick action. Ms. Ciccolo would like to see information on the success of Sudbury; she suggested the Board may want to have conversations with Sudbury. She wondered if Lexington would use the same exact legislation they used, unless there are known flaws. Ms. Blier was concerned about how the Sudbury Program would work with Lexington's tax deferral program. She also was concerned about some vague language allowing Assessors to turn someone down for no defined reason. Asked what help the Committee would need to bring an article to the Annual Town Meeting, Ms. Blier responded she would need to discuss with Town Counsel and address the known issues. Mr. Kelley feels the residents of Lexington get value from the investment of the home they live in. He feels the Sudbury Program would put a burden on the community and would not be worth the risk. Mr. Cohen has no objection to pursuing an article for the Annual Town Meeting to see if it will work for Lexington, but the legislation will probably not be passed by the State because of the Department of Revenue's objections. The tax deferral program works really well, but some residents are more interested in leaving their asset to their children. He would like to look at ways to help residents understand the tax deferral program. Mr. Kanter, Precinct 7, encouraged the Board not to have an article for the Annual Town Meeting because there is not enough time to generate the language. Selectmen's Meeting — February 10, 2015 Upon motion duly made and seconded, it was voted 4 -1 (Mr. Pato opposed) to defer having a warrant article in the 2015 Annual Town Meeting. Article Presentations /Positions Article 32 — Establish Qualifications for Tax Deferrals There are no changes planned for this year. The article will be indefinitely postponed. Planning Articles 48 to 53 Mr. Hornig, Planning Board Chair, reviewed the proposed zoning articles: Article 48 — Amend Zoning Map — Commercial Zoning District Lines. The purpose of this article is to match zoning district lines to parcel lines to try to clean up geospatial and informational databases to better reflect to the public how these parcels are being used. The 10 properties of the proposed changes are: • 229 -235 Bedford Street (CN) • 242 -246 Bedford Street (CS) • 173 -181 Bedford Street (CLO) • Bedford Street and Reed Street (CN) • North Street and Lowell Street (CS) • Lowell Street and Woburn Street (CRS) • Marrett Road and Lincoln Street (CLO) • Marrett Road and Spring Street (CS) • Waltham Street and Marrett Road (CN & CRS) • Waltham Street and the Town Line (CLO) Ms. Ciccolo requested copies of the aerial photos and additional information on the Bedford Street properties that abut residential properties. Article 49 — Amend Zoning By -Law and Man — Civic Use Districts. This district is proposed to recognize the public nature of particular parcels of land and provide standards and guidelines for their continued use while ensuring that the use of these properties is related to the policies of the community, and that any development in the district, if any, will be compatible with surrounding districts and uses. Mr. Kanter asked why the Planning Board was suggesting this new district. Mr. Hornig responded that they feel the zoning map does not reflect that the intended use is for public purposes, not residential. The Civic Use District would be subject to other rules, which gives a false idea of the land use plan in Town. Selectmen Meeting — February 10, 2015 Article 50 — Amend Zoning Map — CM District, Waltham Line Near Route 128/I95. This article addresses a long- standing court order to determine appropriate zoning for a piece of property in the southwest corner of the community. In 1993 a court ruling threw out the zoning covering the property, which was split between CRO and RO, as it was determined to be unreasonable. This has been reflected on the Zoning Map since that time. Unzoned land is not regulated by the zoning bylaw and the Board proposes making it part of the CM district as it is the only appropriate commercial district with a higher floor to area ratio (FAR) than the CRO. Article 51 — Amend Zoning By -Law — Site Plan Review Applicability. When the Planning Board introduced Site Plan Review into the By -law in 2009, the intention was that it apply to large -scale development projects. A careful read of the Bylaw reveals that there is the potential for very large projects that never trigger this by -right review process. By adding language regarding site coverage, the Board hopes to clarify its original intent. Article 52 — Amend Zoning By -Law - Technical Corrections. Minor changes not intended to change the interpretation of the by -law in any way, but to clarify and reduce any potential for ambiguity that may exist. Article 53 — Amend Zoning By -Law CB District Moratorium on Banks and Credit Unions. This article was inserted in response to ongoing dialogue surrounding the issue among the Selectmen, Planning Board and Center Committee. The Selectmen requested a one -year moratorium for banks in the center using store fronts on the first floor of buildings. Mr. Kelley asked if the Planning Board was looking at how parking is defined in the center because of the recent conflicts between planning and the Board of Appeals. Ms. McCall - Taylor responded that there was no article needed since a change in the headings used would clear up the conflicts. Mr. Kelley asked that the Selectmen discuss this issue at a future meeting for clarification. Article 35 — Accent MGL Chanter 90 -I. Section 1 (Complete Streets Proaram) Ms. Ciccolo presented information on a new MassDOT Incentive Program which will provide capital grants to communities that participate. Complete Streets are defined as roadways that are safe, comfortable and accessible for everyone, regardless of age, ability, income or how they choose to travel. Application materials are still being developed and it is anticipated grants will be awarded in the summer. The regulations are expected to be released in draft form in March 2015. Before the Town can consider whether to pursue or not, it needs to see the full program. The proposed funding is $5 million per year. Those that get in early are more likely to get some of the grant money. Selectmen Meeting — February 10, 2015 This article will: include standard opt -in language that enables the Town to participate in the program if Lexington decides the program is in its best interest; meet the pre- requisite requirement for communities who want to participate; and enables the Town to have a community conversation to discuss if the program makes sense, if the Town wants to participate and how to think about providing transportation for all users. The article does not: require the Town to participate; guarantee that Lexington will be able to become certified as a Complete Streets Community; mandate a local policy around Complete Streets and require the Town to spend any money. Approving this article allows Lexington to keep its options open, show Lexington to be pro- active and well poised to apply for competitive grants, enables the Town to be one of the first communities in the door for what will eventually be a dwindling source of funds as more communities opt -in. Mr. Pato asked if there were any downsides to approving Article 35. Ms. Ciccolo heard strong interest from the Transportation Forum, Bicycle Advisory Committee and Sidewalk Committee to participate in Complete Streets. She feels Lexington does an exemplary job incorporating as much as possible for pedestrians and bike safety. The Complete Streets Program is not intended to imply the Town is not doing enough, but there is confusion among committees on how to advance different projects and this may provide an opportunity to reflect on the Town's process and improve it. Article 4 — Appropriate for FY2016 Operating Budget Mr. Addelson, Assistant Manager for Finance, reviewed the proposed changes from the Town Manager's Preliminary Budget and Financing Plan (White Book) to the Proposed Recommended Budget and Financing Plan (Brown Book): OPERATING BUDGET Amount Comment Lexington Public Schools $(623,783) To allocate $623,783 included in White Book for benefits for new positions to Shared Expenses Regional Schools $(97,186) From 1/24/15 notification from Minuteman Health Insurance $1,079,777 Revision of assumed rate of increase in premium from 5% to 7.5% ($529,734) plus health insurance costs for new school positions ($550,043) Dental Insurance $23,683 Increase for new school positions Medicare $34,237 Increase for new school positions Workers' Compensation $15,820 Increase for new school positions Facilities $26,026 Increase for lease costs for Fiske Modulars Selectmen's Meeting — February 10, 2015 OPERATING BUDGET Amount Comment Allocated to Debt $(458,574) Reduction is a net change reflecting the reduction Service /Capital in Regional School Assessment ( +$97,176), Projects /Building Renewal increase in health insurance costs (- $529,734) and Stabilization Fund $(350,000) increase in the Facilities Budget (- $26,026) CAPITAL BUDGET Difference Comment Fire Station Headquarter $(242,000) Defer to subsequent fiscal year Replacement Design/Site Evaluation Middle School Space $(350,000) Reduction to offset $350,000 needed for Mining supplemental appropriation for Phase II -LHS Modular Construction. Supplemental $350,000 Recently received bids are in excess of funds Appropriation — Phase II — available from prior appropriations requiring this LHS Modular supplemental appropriation for the project to Reconstruction move forward. In addition, a request will be made to the Appropriation Committee for $150,000 to fund FFE and technology for the modular. Fiske Modular Classroom $842,000 For site preparation for leased modular Construction classrooms at the Fiske Elementary School. Debt service for this project is a candidate for funding through a debt exclusion. Lexington Public Schools $4,080,000 For funds to continue master planning activities Educational Capacity and related design to address capacity needs from Increase — short and long growing enrollments. Debt service for this term project is a candidate for funding through a debt exclusion. Proposed Use of $(74,400) Reduction in the use of Stabilization Fund due to Stabilization Fund to changes in proposed capital plan and revised Mitigate Debt Service projection of debt service for debt authorized but Impacts of LHS Modulars unissued. Construction and the Recommended FYI 56 Capital Budget Mr. Kelley asked how the Fiske modulars and the larger request for design funds would be funded. Mr. Addelson portrayed the projects as candidates for funding through a debt exclusion. In the short -term it is assumed the design costs probably would be done through short -term debt. The cost of that financing would be done within the levy limit, but given that part of Option 9 would Selectmen's Meeting — February 10, 2015 be a candidate for debt exclusion and would be voted on sometime next year. If debt exclusion vote is successful the debt service associated with the projects would fall outside the limits of Proposition 2 �/z which is funded through the debt exclusion vote. If the debt exclusion vote is not successful the debt service would have to be serviced within the levy limit. Mr. Kelley asked about the possibility of some of the modulars at Fiske being paid from within the Schools budget from funds they have available from the revenue allocation and the $1 million plus that they were not using. Mr. Addelson stated that the Schools current projections show a very low surplus so they will not be able to use those funds for the Fiske modulars. Mr. Kanter, Precinct 7, hopes that the site preparation costs that will be asked for in FY2016 would be reflected with adjustment to the School budget not as a stand -alone item on the Shared Expenses line. Ms. McKenna, Precinct 6, asked for clarification on the use of the Stabilization Fund and what amount would be put into the Mitigation Fund this year. Mr. Addelson responded that the Debt Service /Capital Projects /Building Renewal Stabilization Fund currently has a $9.3 million balance which will address the debt service mitigation, but there are multiple uses for that fund. Under the Capital Budget the Brown Book proposes $629,000 (from $703,000) be appropriated out of the Capital Stabilization Fund to mitigate the debt service funded in Article 4 and driven by adding the unanticipated need to fund the Lexington High School modulars a couple of years ago. School Building Project Discussion Mr. Pato clarified that the memo with the final report of the Ad Hoc School Master Planning Committee (AhSMPC) dated January 29, 2015 was revised slightly and the Board should use the version that is dated "(Revised 2/5/15) ". Mr. Pato related to the Board that he has asked the Chairs of the Appropriation Committee and the Capital Expenditures Committee to take a look at CPA funded projects anticipated over the next 5 years observing that when looking at funding models for school projects that the largest change in excluded debt occurs in FY2021 but that the size of that growth increase is comparable to the 3% CPA charge and to look at the implication of reducing the surcharge to offset /mitigate the growth. Mr. Cohen asked how this information would be provided to the Board. He feels there are many different things that should be looked at and is disturbed that the CPA surcharge was singled out since it has provided so much to the Town. Selectmen's Meeting — February 10, 2015 Mr. Pato reiterated that the request was to provide an analysis of what the affects would be if the CPA surcharge was removed or lowered and also what the current plans are for CPA funds. The notion and fact of the state contribution as part of CPA would have to be factored into any policy choice when looking at the potential increase in debt burden and the effects on tax payers. He plans to look at all sources of revenue as a way to offset any large increases from year to year. It is not a policy choice at this time but he wanted the Board to know that he asked the Finance Committees to conduct an investigation and report back to the Board with what we know to be planning to use the funds for over the next five years. Mr. Kelley, as the Selectmen member on the AhSMPC and the only member in opposition to the recommendations in the final report, referred to his minority report included in the AhSMPC final report. He is troubled by the approach being advanced. He was optimistic in the beginning that the AhSMPC would evaluate and inventory all the school to see how it was used and what the options were to accommodate the immediate growth realized and how that could relieve the pressure in the other schools. He feels the AhSMPC went off track and are now on track to alter space in seven of the nine schools, including the High School and Estabrook, which is below enrollment capacity. He feels the recommendation is flawed because it is not looking at existing resources to accommodate enrollment. He does not see the School Department utilizing its assets in the most cost effective and operational way. The Bridge and Bowman schools are overcrowded, but the Estabrook School has extra space. He suggests that the Selectmen invite the School Committee to a meeting to have a discussion. There are very critical things that are going to define how Lexington meets the new challenge of being quite successful and people wanting to live here. The Board needs to look at short -term accommodations and adjustments and encourage the School Committee to make those adjustments while going forward with a wise long -term plan that will make sure the schools are properly sized and accommodate the districts as they are defined. Short -term there are many solutions. He sees a lot of money being spent unnecessarily and that it will be politically difficult to ask the community to buy into the plan. Mr. Pato shares some of Mr. Kelley's concerns about temporary expansion of populations at the Bridge and Bowman schools with inadequate core capacity for students. He is waiting to hear from the School Committee a rationale for why they want to install modulars and keep longer term since the intension was to reduce enrollment to 528. In the absence of a compelling case, he would rather not spend money on those projects and instead look for alternative policies to accommodate the short -term growth and focus long -term on construction of a large school at Hastings as soon as possible and invest in engineering designs and analysis to see what can be built there. While he shares Mr. Kelley's concern about building onto some of the newer schools at this time, the engineering exploration work needs to be done to determine want size building is physically possible, including contingency plans. Mr. Cohen supports the school projects but wants to be able to discuss and agree on how the money is spent. Selectmen's Meeting — February 10, 2015 Town Manager's Proposed Departmental Reorganization Mr. Valente explained that the FY2016 proposed budget included a program improvement request for a senior management position that was not fully defined. Additional time was needed to look at organizational changes and to make a presentation to the Selectmen. As background, over 2 years ago the senior staff began an ongoing organization review, including looking at recession planning for senior staff members. Nine of fourteen senior staff are expected to retire in the next four years. The Deputy Town Manager and Town Manager have been reviewing departmental operations in the Town's building and land use departments to determine whether a change in the organization structure will better serve the community. They are recommending that the Building Commissioner's Office, Conservation Office, Economic Development Office, Planning Department and Regional Housing Services Office report to a new Assistant Town Manager for Development position. This position will provide the organization with flexibility and continuity as the transition among senior managers takes place. This recommendation will: • Improve coordination between the Town's regulatory and development offices; • Streamline the permitting process among the various regulatory departments; • Provide greater senior management involvement over these offices; and • Better balance the workload within the Town Manager's Office. He provided an organization chart showing all the functional areas that report to the new position. This proposed plan is provided for in the preliminary budget being considered for town meeting. Ms. Ciccolo thinks it is a great plan that will help align the resources under one person who can see the big picture and steer the community through challenging times. Mr. Kelley also likes the proposal. He asked what the net financial consequences on the operating budget are. He also asked how the Community Housing function fits in. Mr. Valente stated that the Planning staff would continue to be the liaison to the Regional Housing Services Office which has three staff members and serves a number of communities. Community housing will have a presence and there will be staff who can answer questions on affordable housing. LexHAB handles a large number of affordable housing units and relies on the Regional Housing Services Office for legal issues around community housing. Selectmen's Meeting — February 10, 2015 Regarding the financial consequences, Mr. Valente stated that the current budget includes $120,000 for salary and benefits for the new Assistant Town Manager for Development. That will be offset a little by a reduction in some of the salary costs for senior staff that will no longer be considered a senior manager. The Economic Development department budget includes a full time position; half of the funds will come from the Transportation Coordinator budget and the Tourism budget and half will come from general fund support. Mr. Kelley asked about where the Board of Health will be placed since there is an inspectional piece and a human services piece. Mr. Valente is working on a recommendation to bring before the Board for the Health Department. The Board encouraged the Town Manager to move quickly to fill the position to lighten the Town Manager load if the budget is approved at Town Meeting. Ms. McKenna, Precinct 6, agrees with the proposed reorganization. She will be meeting with the Town Manager shortly to discuss her concerns about including the Economic Development Department. She feels it is a mistake to lump Economic Development with the proposed Community Development /Land Use Department which deals with regulatory issues. She agrees Tourism should be included under Economic Development Department, but the Economic Development Department should be part of the senior management team. Discuss Selectmen Liaison Assignments The Board was provided with a proposed list of liaison assignments that includes Ms. Barry as the new Selectman. He added her as an additional liaison to various committees, which can be reviewed again after the annual election. The Selectmen should let the Chairman know if there are any suggested changes /corrections that need to be made. The Council on Aging currently has two Selectmen liaisons, but Ms. Barry would be willing to be a liaison if one of the other Selectmen wants to be removed. Approve Weapons Policy Mr. Valente explained that when the senior staff was looking at directives they discovered that there was no guidance for rules and regulations on weapons. The staff drafted a Weapons Policy which was reviewed by all the bargaining units. The Weapons Policy would guide town staff and also board and committee volunteers. The Selectmen will need to approve the policy for those employees and boards and committees they have oversight of, Mr. Pato asked that the language referring to personnel files be clarified for board and committee volunteers since they do not have personnel files. He also requested clarification on what the working hours would be for board and committee volunteers. Selectmen's Meeting — February 10, 2015 Ms. Barry asked for clarification in the definitions of where volunteers would report a violation, how to make volunteers aware of the policy and who will be responsible for receiving the acknowledgements. Mr. Valente will need to discuss with staff but thought it would be handled at the time of the appointment, similar to how the Open Meeting Law /Ethics is handled. Mr. Valente will have the staff clarify the language as requested by the Selectmen and bring back a revised version for approval. Approve Town Manager's Appointment — Historical Commission Upon motion duly made and seconded, it was voted 5 -0 to approve the Town Manager's appointment of Samuel Doran as an alternate to the Historical Commission. Town Celebrations Committee Requests Use of Battle Green — Old Guard Events Upon motion duly made and seconded, it was voted 5 -0 to approve the request of the Town Celebrations Committee to use the Battle Green at 12:00 noon on Saturday, April 18, 2015, and Monday, April 20, 2015, for Old Guard performances. Sponsorship Letters for Patriots Day Parade Upon motion duly made and seconded, it was voted 5 -0 to approve the request of the Town celebrations Committee to send out the annual sponsorship letters to local businesses for the 2015 Patriots ' Day parade. Authorize Town Manager to Place a Parking Ban When Needed Upon motion duly made and seconded, it was voted 5 -0 to authorize the Town Manager to implement emergency no parking for weather related events. Consent Agenda Approve Water and Sewer Commitments and Adjustments Upon motion duly made and seconded, it was voted 5 -0 to approve the following adjustment of water and sewer charges: Adjustment of Water and Sewer charges as recommended by WSAB ($8,500.30) Approve One -Day Liquor Licenses Upon motion duly made and seconded, it was voted 5 -0 to approve a one -day liquor license for the Armenian Sisters Academy to serve all alcohol at a Valentine's Day fundraiser on Saturday, February 7, 2015, from 8:00 p.m. to 12:00 midnight at the Academy at 20 Pelham Street. Selectmen's Meeting — February 10, 2015 Upon motion duly made and seconded, it was voted 5 -0 to approve a one -day liquor license for the Historical Society to serve beer at Tavern Night on Saturday, March 14, 2015, from 7:30 p.m. to 10:00 p.m. at Buckman Tavern, 1 Bedford Street. Upon motion duly made and seconded, it was voted 5 -0 to approve a one -day liquor license for Eliza Duncan to serve beer and wine on Saturday, March 7, 2015, for a birthday party at the Hancock Church located at 1912 Massachusetts Avenue from 6:00 p.m. to 11:00 p.m. Approve Minutes Upon motion duly made and seconded, it was voted 5 -0 to approve the minutes of December 1, 2014, December 3, 2014, December 4, 2014, December 11, 2014, January 8, 2015 and January 15, 2015. Approve Executive Session Minutes Upon motion duly made and seconded, it was voted 5 -0 to approve the executive session minutes of December 11, 2014 and December 15, 2014. Documents Presented 1. 2015 Annual Town Meeting Proposed Zoning Articles and Backup Materials presented by the Planning Board on February 10, 2015. 2. Complete Streets and Chapter 90 -I Presentation by Michelle Ciccolo on February 10, 2015. 3. Memo dated January 29, 2015 (revised 2/5/15) with Final Report from the Ad hoc School Master Planning Committee. 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 for a new fire station or public safety building, 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. Upon motion duly made and seconded, it was voted 5 -0 to adjourn at 10:26 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Summit Meeting 6 Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee February 11, 2015 A Summit was held on Wednesday, February 11, 2015, at 7:00 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Mr. Pato, Chairman, Mr. Cohen, 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, Mr. Cole, Mr. Kanter, Ms. Manz. Continue Discussion of School Facility Master Plan Recommendations Mr. Pato explained that last week, two members from each committee (SC, AC, CEC and BOS) met to go over a series of questions to address at this meeting. Those questions were made available to the School Committee in preparation for this meeting. Ms. Crocker presented information on school enrollment versus capacity and an action plan to address long -term overcrowding in the Lexington Public Schools. The goal is to build 15 additional classrooms in the next five years. Ms. Crocker noted that the problem is complex because it is a "system" problem and not just a single building problem; more study in the form of Concepts /Feasibility /Schematics is needed in order to make a better informed decision on how to proceed overall. Ms. Crocker referred to Mr. Himmel's chart containing design phase costs necessary to fund the design in a manner consistent with the anticipated student population growth. The chart does not contain all of the Design Phase costs that would be necessary for a $120 million program, but only those that are needed to keep the process going through an anticipated Fall Town Meeting. The total estimated was $4,080,000. In an effort to avoid overbuilding or underbuilding additional classrooms, Ms. Steigerwald referred to the School Committee's recent discussion with Mr. Poinelli of Symmes, Maini and McKee Associates (SMMA) asking for a rule of thumb. Mr. Poinelli was not able to provide a concrete answer and so the question was looked at from a programmatic standpoint. Dr. Ash explained that by taking the midpoint of the Enrollment Working Group's projection of additional students (267) and dividing by the average class size (21.6), the result is 12 additional classrooms to maintain the current level of overcrowding in the schools. It was decided amongst the School Committee, Architect and Superintendent that a reasonable person would build one additional classroom at each school for a total of 18 classrooms, 3 of which we already have at Estabrook, leaving a total of 15 classrooms needed. Summit Meeting 6 - February 11, 2015 In Mr. Levine's opinion it is essential to attempt to reduce the total cost of the proposed capital projects because of the tax increase implications and because the Town may well need to approve other expensive projects within a 20 -year horizon. An alternate method of making projects more likely to be affordable is to stretch out the plan, allowing the Town to put away larger amounts of funds obtained through non - exempt sources, and to later use those funds to reduce the tax impacts of the debt service. Mr. Levine's recommendation with regard to the schools would be to try to go ahead with the other projects, but delay the design and construction of Hastings School for 4 years, which moves the opening of a new school to 8 years from now. Mr. Pato referred to the discussion at the last Selectmen's meeting, and commented that in general, the Board was supportive of a new Hastings School project being advanced as quickly as possible. Mr. Cohen reported that another beam has cracked in the Hastings School gym and the gym has been closed. Ms. Coppe let the group know that it would take 3 to 4 weeks for the beam to be repaired. Ms. Steigerwald commented that there are 8 modulars at the Hastings School which are past their useful life. Ms. Crocker added that Hastings does not have a sprinkler system. Mr. Levine believes that some work could be done at Hastings for less than $60 million. He does not support the request for funds (approximately $800,000) at the upcoming Town Meeting to design a new Hastings School. Mr. Levine thinks it would be appropriate to spend a smaller amount, such as $100,000 for consulting services to better understand the limitations of the site. Mr. Kanter has asked for before, and would still like, a presentation on a school by school basis. Dr. Ash explained that it is hard enough to project the enrollment in total, but when trying to do it at a school level, one just gets a larger margin of error. He pointed out that the decision before the group now is whether or not to ask for 4 million to study all the various buildings so that when we have more information next year, the Town can weigh in on what they think the size of the problem is, how urgent it is, how much money they are willing to spend, and what they think ought to get done. Mr. Hurley added that it is unwise to look at it building by building because it is a systemic problem. Mr. Pato asked the group whether they have reached any conclusions or if additional information is needed. Mr. Cole commented that the Capital Expenditures Committee just has to get together and decide where they are. Mr. Parker reported that the Appropriation Committee would be meeting the next night and Dr. Ash and Ms. Coppe will be there to answer additional questions. Mr. Levine would like to have a building professional take a look at the projects for the middle schools to see if they should be combined and if there would be a savings. Ms. Steigerwald pointed out that each school is different when it is too crowded. It would not be helpful to be pushed into making a prescriptive decision about how we are going to accommodate any individual overcrowded school. She would like to know if the list provided by the School Committee is enough information for the group. She doesn't want to get to Special Town Meeting and find that those decisions are not specific enough. Summit Meeting 6 - February 11, 2015 Mr. Bartenstein asked whether the Pre -K Program could be in the space that the Senior Center is vacating at Muzzey. Mr. Valente explained that there is a deed restriction on that property so it couldn't be used for educational purposes unless the condo association, with a 75% vote, agreed to change that restriction. Mr. Bartenstein would like to explore that possibility with the condominium association. Ms. Coppe, following up on Ms. Steigerwald's comments, remarked that even if the Town moves students into Estabrook, we are still going to need all of the other construction projects. Ms. Steigerwald suggested that it would be advantageous for 2 people from each committee to continue this conversation. Mr. Pato expects they will do that. Schedule Summit 7 Meeting The date of the next Summit meeting, if needed, was scheduled for Wednesday, February 25, 2015. Documents Presented 1. Enrollment versus Capacity: LPS Action Plan to Address Long -Term Overcrowding prepared by School Committee, dated February 11, 2015. 2. A Recommended Funding Approach with Flexibility that helps Achieve the Currently Slated School Projects prepared by Mr. Himmel dated January 28, 2015 (referred to at the meeting and provided to the Selectmen on February 12, 2015) 3. Preliminary Recommendations for Capital Project Planning for Discussion (version 2) prepared by Alan Levine, dated January 9, 2015 (referred to at the meeting, emailed to the Selectmen on February 10, 2015.) Upon motion duly made and seconded, it was voted to adjourn at 9:02 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen's Meeting February 23, 2015 A meeting of the Board of Selectmen was held on Monday, February 23, 2015, at 7:00 p.m. in the Selectmen Meeting Room, 1625 Massachusetts Avenue. Chairman Pato, Mr. Kelley, Mr. Cohen, Ms. Ciccolo and Ms. Barry; and Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk, were present. Selectmen Concerns and Liaison Reports Ms. Barry congratulated the Lexington Minuteman newspaper (Wicked Local Lexington). At the Newspaper and Press Association Conference over the weekend they won three 1st prizes for the following: spot news coverage of the plane crash at Hanscom, social issues for the middle class and election coverage. Mr. Kelley asked if it was possible to clear the center of snow at least one time to help residents and businesses. If it is not removed it will be around longer. He suggested polling the Board for a decision rather than waiting for the next meeting. Mr. Valente said it has not been considered because it has not stopped snowing. It is also an expensive proposition and the snow budget is already over budget. Mr. Pato stated the Board could take up at their next meeting. Town Manager Report Mr. Valente recognized Mr. Hadley, Director of Public Works, to report on Gleason Road and snow removal operations. Mr. Hadley provided an update on the Force Main. The Variable Frequency Drive (VFD) has been installed and is in full operation and there have been no issues. The consultant for modeling is National Hydraulic Consultants (NHC) of Pasadena, California, and they have made preliminary recommendations and strategies and are working on a final report. With the recommendations from NHC, Wright Pierce can begin the long -term solution design process. There are two alternatives being pursued for cleaning and pigging the force main. Decisions will be made after further discussion with Wright Pierce and NHC. Mr. Hadley also provided an update on snow. So far a total of 96.5 inches of snow has fallen in Lexington, the most since 1996. Eighty inches of snow has fallen since January 24. $1.4 million has been spent on snow removal so far. There have been 17 water breaks and 26 burials. Employees have worked as much as 44 hours straight and staff have answered approximately 186 phone calls regarding snow. Selectmen's Meeting — February 23, 2015 A request to Massachusetts Emergency Management Agency (MEMA) was approved and they provided an additional snow loader for two days to help widen streets. Fire Chief Wilson was also able to secure three National Guard units (3 vehicles, 9 staff) from MEMA to assist in digging out hydrants. Mr. Hadley acknowledged all his employees for their dedication and commitment to their jobs and to the residents of Lexington. Mr. Valente conveyed that Fire Chief Wilson reminds residents that if they are planning to clear their roofs of snow that they make sure to protect the area where the gas comes into their property. There have been a couple of instances where ice coming off the roof severed the natural gas main. Mr. Valente also reported that the Middlesex 3 Coalition, which Lexington is a member of, is conducting "Best Retail Practices" workshops in three locations. The closest is Bedford on March 25. The Economic Development Department will be marketing this event to retailers. Grant of Location — Verizon — Lowell Street Mr. Pato opened the hearing at 7:19 p.m. Ms. Condon, representing Verizon New England, requested approval to install a new pole on Lowell Street and remove an existing pole. Ms. Kern, 72 Lowell Street, wanted to make sure that the plans in process to install a sidewalk on Lowell Street have been coordinated so that the pole location is not in the way of the sidewalk plans. Mr. Hadley, Director of Public Works, will make sure any new pole is not in middle of the proposed location for a sidewalk and that the right width is available for installing the sidewalk. Upon motion duly made and seconded, it was voted 5 -0 to approve the petition of Verizon to install a new pole, T9 /E9, on Lowell Street and remove an existing one, T9. The hearing was closed at 7:21 p.m. Approve Bond Sale Mr. Addelson, Assistant Town Manager of Finance, reported that the Town sold $23,573,000 of general obligation bonds and two bond anticipation notes in the amounts of $487,061 and $1,000,000 on February 19, 2015 for multiple purposes, including $10,930,000 in refunding bonds to refund April 2006 Library bonds, February 2008 Fiske Harrington Bonds and February Selectmen's Meeting — February 23, 2015 2008 Public Service Building Facility Bonds. The refunding will save the Town $698,694 over the remaining life of the refunding bonds. The bond anticipation notes are for financing of the Concord Avenue sidewalk project and Cary Memorial Building renovation. Upon motion duly made and seconded, it was voted 5 -0 that in order to reduce interest costs, the Treasurer is authorized to issue refunding bonds, at one time or from time to time, pursuant to Chapter 44, Section 21A of the General Laws, or pursuant to any other enabling authority, to refund all of the Town's (i) $9,403,000 General Obligation Bonds dated April 1, 2006 and maturing on April 1 in the years 2017 through 2021, inclusive, in the aggregate principal amount of $475,000 (the "Refunded 2006 Bonds ") and (ii) $24,143,000 General Obligation Bonds dated February 15, 2008 and maturing on February 15 in the years 2019 through 2028, inclusive, in the aggregate principal amount of $10,810,000 (the "Refunded 2008 Bonds ", and collectively with the Refunded 2006 Bonds, the "Refunded Bonds ") and that the proceeds of any refunding bonds issued pursuant to this vote shall be used to pay the principal of and interest on the Refunded Bonds and costs of issuance of the refunding bonds. Further Voted: that the sale of the $23,573,000 General Obligation Municipal Purpose Loan of 2015 Bonds of the Town dated February 26, 2015 (the "Bonds "), to J.P. Morgan Securities LLC at the price of $26,275,095.04 is hereby approved and confirmed. The Bonds shall be payable on February 15 of the years and in the principal amounts and bear interest at the respective rates, as follows: Further Voted: to approve the sale of a $487,061 0.30 percent General Obligation Bond Anticipation Note, Series A of the Town dated February 27, 2015, and payable March 27, 2015 (the "Series A Note "), to People's United Bank at a price of 100% of par. Further Voted: to approve the sale of a $1,000,000 0.32 percent General Obligation Bond Anticipation Note, Series B of the Town dated February 27, 2015, and payable June 15, 2015 (the "Series B Note ", and together with the Series A Note, the "Notes "), to People's United Bank at a price of 100% of par. Interest Interest Year Amount Rate Year Amount Rate 2016 $1,928,000 2.00% 2023 1,785,000 4.00% 2017 1,970,000 3.00 2024 1,775,000 4.00 2018 1,930,000 4.00 2025 1,770,000 4.00 2019 2,980,000 4.00 2026 1,050,000 4.00 2020 2,855,000 4.00 2027 970,000 4.00 2021 1,875,000 4.00 2028 890,000 3.00 2022 1,795,000 4.00 Further Voted: to approve the sale of a $487,061 0.30 percent General Obligation Bond Anticipation Note, Series A of the Town dated February 27, 2015, and payable March 27, 2015 (the "Series A Note "), to People's United Bank at a price of 100% of par. Further Voted: to approve the sale of a $1,000,000 0.32 percent General Obligation Bond Anticipation Note, Series B of the Town dated February 27, 2015, and payable June 15, 2015 (the "Series B Note ", and together with the Series A Note, the "Notes "), to People's United Bank at a price of 100% of par. Selectmen's Meeting — February 23, 2015 Further Voted: that in connection with the marketing and sale of the Bonds, the preparation and distribution of a Notice of Sale and Preliminary Official Statement dated February 11, 2015, and a final Official Statement dated February 19, 2015 (the "Official Statement "), each in such form as may be approved by the Town Treasurer, be and hereby are ratified, confirmed, approved and adopted. Further Voted: that in connection with the marketing and sale of the Notes, the preparation and distribution of a Notice of Sale and Preliminary Official Statement dated February 11, 2015, and a final Official Statement dated February 19, 2015, each in such form as may be approved by the Town Treasurer, be and hereby are ratified, confirmed, approved and adopted. Further Voted: that the Bonds shall be subject to redemption, at the option of the Town, upon such terms and conditions as are set forth in the Official Statement. Further Voted: to authorize the execution and delivery of a Refunding Escrow Agreement to be dated February 26, 2015, among the Town, U.S. Bank National Association as Refunding Escrow Agent and Paying Agent for the Refunded 2008 Bonds, and The Bank of New York Mellon Trust Company, N.A., as Paying Agent for the Refunded 2006 Bonds. Further Voted: that the Town Treasurer and the Board of Selectmen be, and hereby are, authorized to execute and deliver continuing and significant events disclosure undertakings in compliance with SEC Rule 15c2 -12 in such forms as may be approved by bond counsel to the Town, which undertakings shall be incorporated by reference in the Bonds and Notes, as applicable, for the benefit of the holders of the Bonds and Notes from time to time. Further Voted: that we authorize and direct the Town Treasurer to establish post issuance federal tax compliance procedures in such form as the Town Treasurer and bond counsel deem sufficient, or if such procedures are currently in place, to review and update said procedures, in order to monitor and maintain the tax - exempt status of the Bonds and Notes. Further Voted: that each member of the Board of Selectmen, the Town Clerk and the Town Treasurer be and hereby are, authorized to take any and all such actions, and execute and deliver such certificates, receipts or other documents as may be determined by them, or any of them, to be necessary or convenient to carry into effect the provisions of the foregoing votes. Mr. Cohen congratulated and thanked Mr. Addelson and his staff for their great work. He feels it is unbelievable that we are borrowing around $25 million at a net interest cost of 1.84 %. Also Moody's Investors Service praised Lexington for the way it is run financially. Selectmen's Meeting — February 23, 2015 Accept Deposit of Fill for Community Housing at Busa Farm Parcel Mr. Peter Kelley recused himself from discussion of this item and left the room. Mr. Brian Kelley explained the request to accept of approximately 2500 cubic yards of fill being offered as a gift for the portion of the Busa Farm site that has been allocated for two affordable housing buildings, which will be needed before LexHAB can construct the buildings. The fill is coming from a condo construction site at the intersection of Woburn Street and Lowell Street owned by Mr. Kelley. Mr. Pato asked the Selectmen if they wanted to consider the question of whether to consider the offer from the perspective of the appearance of a conflict of interest. Mr. Peter Kelley contacted the State Ethics Commission but did not receive an explicit ruling, so it is up to the Selectmen if they want to consider the offer or thank Mr. Kelley for the offer and terminate the discussion. Ms. Ciccolo asked if it was likely to get a ruling before the Board discusses this issue. Mr. Valente suggested an opinion from Town Counsel would come sooner than an answer from the Ethics Commission. Mr. Pato asked the Board if they wanted to proceed with the discussion since a Board member was involved. Mr. Cohen suggested discussing the issue since Mr. Peter Kelley has contacted the Ethics Commission. Since there is going to be construction of affordable housing on the site the Board should consider this offer since it would be a win for the Town. The cost of fill depends on the timing of the project. When the fill is needed if there is fill available from another site it would not cost anything, but if there is no fill available LexHAB would need to purchase the fill. Asked how much fill is needed and when construction is likely to start, Mr. Eagle, LexHAB member, stated that it is estimated that 2700 cubic yards of fill will be needed. The fill from Mr. Brian Kelley would be delivered, compacted and erosion control installed to the Conservation Commission regulations. The cost of fill is $10 to $20 per cubic yard. Asked about soil testing and screening, Mr. Valente stated that the Environmental Protection Agency has testing guidelines for soil next to a residential area that would be used. He will have to check if there are different guidelines for soil used adjacent to a farming operation. The donor would be responsible for any soil testing costs. Mr. Brian Kelley believes they will begin removing the fill in six to eight weeks. Selectmen's Meeting — February 23, 2015 Mr. Kanter, 48 Fifer Lane, Precinct 7, suggested that Town Counsel should show the net cost savings, if there are any, to the donor of the fill to answer any ethic issues. Ms. Tsvetkova, Town Meeting Member from Precinct 1, referred to her email asking the Selectmen to consider deferring or rejecting the fill for several reasons. Ms. Goldstein handed out a letter from the Lexington Community Farm Coalition Board of Directors expressing their concerns about the request to deposit earth fill on the LexHAB parcel on Lowell Street. They request that the Selectmen not accept the delivery and deposit of soil at this time, or delay the acceptance until a building permit is filed and approved, or provide assurances that all of the issues will be addressed prior to any fill being deposited on the site. Ms. Reed, 15 Westminster Avenue, asked about the timeline of the LexHAB project and also requested that the neighbors be invited to meetings to hear updates on the project. Ms. South, 8 Haskell Street, is concerned about disruptions on Lowell Street. She also asked what the risks were putting fill in now and later having to possibly rearrange the fill. Ms. Barry is struggling with the timeline issue since all the questions cannot be answered. Mr. Pato thinks it is a great offer but the timing is not right. He suggested not accepting the fill. Mr. Cohen does not want residents to think LexHAB is not going to construct the affordable housing units. There was less than an acre that was carved out for the affordable housing units. He wishes the Town could have taken advantage of this offer since it would have been tested and it was local; eventually LexHAB will need to bring in fill and hopefully it will be tested. Ms. Ciccolo was intrigued with idea of lowering the trucking footprint by keeping the soil local and also reducing the construction costs for LexHAB; but she was concerned about the potential for weed growth and runoff to the farm and not having answers to all the questions. She acknowledged the generous offer but agrees the Board should not accept the fill. Upon motion duly made and seconded, it was voted 4 -0 to not accept the gift of 2,500 cubic yards of fill at the affordable housing site at the Town's Busa Farm Property on Lowell Street. Mr. Kelley returned to the meeting. School Building Project Discussion The Board was provided with a "School Building Project Consensus Plan" that was drafted by Mr. Pato after the last summit meeting and reviewed at a Mini Summit meeting for further discussion at the next Summit Meeting. Mr. Pato asked if the Board had any comments or thought the document was a good consensus they could vote for with the intent to reach the most Selectmen's Meeting — February 23, 2015 advantageous proposal and get a large majority behind it. The School Committee reviewed the draft consensus and provided some suggested revisions. Ms. Barry asked for clarification on the Bridge and Bowman modulars and adding music rooms and whether that was mandates or something the School Committee voted on. Ms. Coppe, Chair of the School Committee, stated the School Committee wants dedicated space for music and art for all students, class size to stay within guidelines and to work toward establishing parity among all schools. It was discovered that some of the School Committee's proposed changes did not show up in the current draft. Ms. Coppe will send those changes to Mr. Pato for inclusion. Ms. Barry asked how the Board felt about a stand -alone Pre -K School and where it might be located or whether it should be located at the new Hastings depending on what size is possible. Mr. Pato stated that there is language in the consensus document that includes the potential to move the pre -K to an existing building or land owned by the town in other locations. Mr. Kelley thinks the Pre -K would need around 15,000 square feet of space. He suggests that going forward there needs to be options for consideration of space as we learn what programs are wanted and what the enrollment requirements are. Where the Pre -K belongs will be a policy and land question. For a new Hastings School we will have to see how a new school could accommodate a Pre -K program and the growing enrollment. Ms. Coppe feels the funding requested under Article 2 of Special Town Meeting 41 will answer questions. The current Pre -K Program is a stand along operation and does not interact with the schools. Mr. Pato stated that Mr. Himmel from the Permanent Building Committee will provide a revised more refined funding table and set of activities at the next Summit meeting. Mr. Kelley approves of the consensus document since it suggests asking for funding and then looking at best options to move forward with a process to move forward appropriately. Ms. Ciccolo asked about whether the School Committee planned on submitting a request to the MSBA for Hastings School and whether a Feasibility Study is planned that will comply with MSBA requirements. Mr. Hurley, School Committee, stated the School Committee planned on submitting an application to the MSBA, but not until closer to the deadline in April. A new Hastings is needed sooner rather than later because all the school components are tied to each other. Selectmen's Meeting — February 23, 2015 Ms. Coppe responded that some of the work done as part of this Special Town Meeting appropriation will be able to be used but the Town will have to go through the MSBA process which will mean some steps will have to be repeated and the funds the Town used would not be recoupable from MSBA. Mr. Pato stated that because there is no engineering or site evaluation yet, there is no way to know if the desired building for Hastings is feasible. If there are site constraints it would be advantageous to apply to the MSBA in April. Ms. Barry requested that a revised Consensus Plan be provided prior to the next Summit on Wednesday to allow time for review. Mr. Pato stated he would provide the document by the end of Tuesday. Solar Update — Hartwell Avenue Mr. Sandeen, Chair of the Sustainable Lexington Committee, came before the Selectmen requesting support for moving to the next stage of the ground mount solar process. The Committee would conclude the Power Purchase Agreement negotiations with the selected vendor and would report back to the Selectmen for agreement approval after the financial and legal review is completed. The proposed project is for 2.25 MW over 4.5 acres with a ground mount and solar canopies. A review conducted by Langdon Environmental showed that all current operations can continue at the Hartwell facility with the purchase of a windrow turner to augment composting operations. Also a Police firing range can be relocated and expanded without limiting the Town's ability to continue all ongoing operations. A Windrow Turner would have many benefits, including: being able to continue receiving all current leaf and yard waste, including material from Arlington; lower total life cycle operating costs; improve turning and aeration process; accelerate processing time; maintaining all current revenue streams maintained with lower operating costs and significant upside potential. SolarCity will install, own, operate and maintain PV solar energy systems at the composting facility at no upfront cost to the Town. Lexington will purchase all solar electricity generated at a negotiated 20 year flat rate. The flat rate for solar energy will be less than the utility's electricity rate. SolarCity will pay an annual PILOT (payment in lieu of taxes) of $58,344 and provide a production guarantee and take SREC market risks. Site preparation costs will be covered by the vendor and includes construction of storage bins, relocation of compost materials and debris removal. The Solar Task Force provided answers for the following questions /concerns: 1. Reviewed other sites options; Selectmen's Meeting — February 23, 2015 2. Environmental benefit calculation information; 3. Will solar make an environmental difference; 4. Site flexibility options; 5. What happens if the vendor goes bankrupt; 6. What happens if the law changes; and 7. Timing of Federal tax credits. Also present, Mr. Hadley, Director of Public Works; Mr. Beaudoin, Superintendent of Environmental Services; Mr. Haskell, Langdon Environmental, LLC; Ms. Burns, Cadmus; Mr. Hanselman, Brightfields Development, LLC; and Mr. Hovis, SolarCity. Ms. Ciccolo had questions about the canopy, its support system, how it will be kept on the ground and how vehicles will maneuver around. Mr. Hadley invited Brightfields to see the grinding brush operations because he was concerned the canopy would not work in that area. Mr. Hanselman said the engineering and construction company for the canopy have experience building large canopies and maneuvering vehicles. They have had no problems with impact from truck or vehicular traffic and no replacements have been needed. They will work with staff to make sure the canopy is safe and does not create more obstacles for traffic going through the canopy. Asked about the canopy being damaged by flying debris, Mr. Hanselman responded that they are rated to handle 150 mph objects. Ms. Ciccolo asked whether there were large canopies in Massachusetts and if they had any problems with large amounts of snow on them. There are a few large canopies in Massachusetts and there have been no issues with snow amounts. Mr. Cohen asked how the canopy would be anchored since the site is a former landfill that has been capped and the Town will need approval from the Department of Environmental Protection (DEP). Mr. Hanselman stated they will be working with the DEP and staff to select the best type of footing for the landfill. Ms. Barry had concerns about the canopy with the drop off area under it and asked if there were any similar situations. Mr. Hanselman responded that this will be the first. Ms. Barry asked about the Windrow Turner and whether it was in the FYI budget and if there was enough staff to operate it. Mr. Hadley stated that the FYI budget includes the purchase of the Windrow Turner and they have staff to operate it. Asked if there is space to store the Windrow Turner in inclement weather, Mr. Beaudoin is looking at options either under the canopy or in the equipment tent. Selectmen's Meeting — February 23, 2015 Mr. Kanter asked about the disruption of operations during the transition to solar. Mr. Hadley stated staff will have at least six months if the Selectmen vote to move forward tonight for any type of construction to happen at the site. He does not think operations will be impacted as material is moved around in time for the erection of the canopy. Mr. Kanter asked if there was a Windrow Turner available within the necessary timeline. Mr. Beaudoin has found two used turners and is waiting for the budget to be approved. Mr. Van Evera, Ms. McBride and Ms. Georgopoulos, representing Save Tomorrow, an organization of kids who are concerned about their future, provided the Selectmen with a petition signed by many of their school mates asking the Selectmen to move quickly ahead with the solar project at the Hartwell Facility. Ms. Pappo, representing herself and GWAC, provided the Board with a petition supporting the installation of solar at the Hartwell Avenue facility and asks the Board to support the project to increase the Town's use of renewable energy. Mr. Manz, Town Meeting Member from Precinct 9, showed some pictures of the current facilities and when it first opened. He has always been impressed with the operations and has taken stuff for drop off since it opened. He hopes the solar project does not sacrifice the operations of the existing facility. Ms. Glickson, 2 Ariel Street, representing herself, her 12 year old daughter and Lexington's Mothers Out Front, has read a lot of material and feels solar at the compost facility will protect the air, water, and the children's future. Now is the most profitable time to install the solar system and provide electricity for the Town. Ms. Entin, Precinct 2, representing Citizens for Lexington Conservation, feels this solar project will be an excellent way to manage Lexington's environment. She is a regular user of the compost facility and will be proud of Lexington every time she drops of materials. Ms. Gens, 16 Dane Road, has written letters and visits the compost facility. She hopes the Board will move forward with the solar project and modernizing to make it more efficient and secure Lexington's energy future. Asked about the solar panels reflection, Mr. Hanselman responded the panels are light absorbing and do not reflect light. There are solar systems on air force bases and FAA has approved them all. Mr. Hanselman plans to work with staff to understand the compost facility operation and to make sure they are not impeded. He was there today to look at the chipping process and what sizing of the canopies needs to be. He will be spending a lot of time watching how it operates over the next several weeks. Selectmen's Meeting — February 23, 2015 The vote requested of the Selectmen tonight would be to move forward with a 1.25 MW ground mounted array and two canopies that will be up to .5 MW each. The Solar Task Force will return to the Board with a refined engineering design after it has been decided what canopies work best for the site. Mr. Kelley has some concerns about losing opportunities and flexibility on the Hartwell Facility, but he respects the community and will not fight the enthusiasm of the residents of Lexington for this solar project. Upon motion duly made and seconded, it was voted 5 -0 to proceed with the proposed recommendation and to authorize the Town Manager to negotiate an Energy Management Agreement for the project at the size recommended (2.25 MW) which includes 1 ground mounted array and 2 canopies with the final design to be determined. Article Presentations /Positions Article 43 — Amend General Bylaws — Demolition Delay Ms. McBride initiated a citizen article to revise the demolition delay bylaw by increasing the delay for historically significant houses from 12 months to 24 months. The purpose is to encourage a pause when considering a demolition of a historically significant home that erases part of the Town's history and to help maintain the value of Lexington's overall appeal and desirability. Over the past decade there has been an increase in the number of homes being torn down and the character of neighborhoods have been changed. The new homes are out of character with the neighborhood. She provided a list of other Massachusetts communities that have a Demolition Delay bylaw and the delay period which ranges from 21 days to 18 months. She hopes this article will help protect historic homes by saving them from demolition and seeing them fixed up and showcased. Mr. Pato feels the change to the demolition delay bylaw would not change the character broadly enough since it only relates to the historically significant homes on the Historical Commission inventory. The way the bylaw works anyone who wants to demo a home on the inventory can either wait the 12 months or come before the Historical Commission and request permission for the demolition. Ms. McBride responded that proposing the bylaw change was something that could be tackled immediately. She feels if someone buys a home with the idea of demolishing it whey could wait out the 12 months, but 24 months would be too long. The Board will defer their position on this article to a subsequent meeting. Selectmen's Meeting — February 23, 2015 Ms. Lenihan, 60 Bloomfield Street, grew up in Las Vegas where there is no preservation. She feels preservation is very important and should be valued. Once a home is demolished it is lost forever. Lexington should appreciate what a special place it is because of the historic homes. Ms. Richtarik, 47 Bloomfield Street, feels this article is very important to protect historic neighborhoods from demolitions. Homes should be renovated and preserved. Mr. Pressman, 22 Locust Avenue reviewed Town Reports to 1999 for the number of demolitions. The Assessors and Realtors get estimates of replacement houses being 2 -3 times what someone will pay for a home that is demolished. An article in the Boston Globe reports that Lexington had the highest increase in home prices in a suburban area in median sale price and over the last few years has increased by 51 %. The Town needs to start thinking more broadly how to control teardowns. Matt Tagat, President of the Pleasant Brook Neighborhood Board, feels this article is a step forward to saving the character of neighborhoods and he supports it. Ms. Sarles, 36 Turning Mill Road, feels there are pockets of cohesive neighborhoods in Lexington that need to be protected. Discuss Consent Agenda for Annual Town Meeting Mr. Cohen explained that since this year's warrant had so many warrant articles it was suggested that there be a Consent Agenda. The Consent Agenda would include individual motions for each article. The Town Moderator or a Town Meeting Member could still request that an article be taken off the Consent Agenda. Mr. Cohen suggests that the following articles be included on the Consent Agenda: Article 5 — Appropriate FY2016 Enterprise Funds Budgets Article 6 — Appropriate for Senior Service Program Article 7 — Establish and Continue Departmental Revolving Funds Article 10 — Appropriate for Recreation Capital Projects Article 14 — Appropriate for Water System Improvements Article 15 — Appropriate for Wastewater System Improvements Article 17 — Technical Correction to the Borrowing Authorization under Article 13b of the 2014 Annual Town Meeting Article 19 — Martingale Road Street Acceptance Article 20 — Richmond Circle Street Acceptance Article 25 — Rescind Prior Borrowing Authorizations Article 27 — Appropriate to Stabilization Fund Article 28 — Appropriate for Debt Service Stabilization Fund Article 29 — Appropriate for Prior Years' Unpaid Bills Article 32 — Establish Qualifications for Tax Deferrals Selectmen's Meeting — February 23, 2015 Article 33 — Authorize Home Rule Petition for Tax Relief Article 37 — Amend General Bylaws — Street Performers Ms. Brown, Town Moderator, is enthusiastic about the Consent Agenda and thinks the key to success is to start conversations now with Town Meeting Members and the Finance Committees. It is important to get a list of the articles and the motions well in advance and provide summary tables from the boards and committees who have voted to support or not the articles with additional information in the committee reports so that Town Meeting Members have time to review and ask any questions prior to town meeting. She wants to work with everyone to insure success and thinks it is a great opportunity to try a Consent Agenda and vote on several articles at one time. Mr. Kelley asked if the Town Meeting Members Association had been contacted regarding the Consent Agenda. Ms. Brown has been priming them at post town meeting sessions for a few years and felt that since this year's warrant has over 50 articles it will provide an incentive to approach the idea with more of an open mind than they have in the past. Ms. Ciccolo agrees the Consent Agenda should be tried and thinks communications describing the article would help. She also wants to keep in mind new Town Meeting Members who may not know anything about the proposed Consent Agenda articles and may need additional information. Ms. Brown reiterated that to have any article removed from the Consent Agenda either the Moderator or a sufficient number of Town Meeting members is all that is needed to separate out an article for discussion. Ms. McKenna encourages trying a Consent Agenda again. She felt the stumbling block when it was tried before was putting articles on the list that were too controversial. She will provide a list of articles she thinks should not be included. Other Article Questions Mr. Kelley asked about the Special Town Meeting article for the Cary Memorial Building sidewalk and whether a decision has to be made on materials. Mr. Valente has scheduled a meeting with the Historic Districts Commission Chair and Town Counsel to see if a consensus on the sidewalk materials can be reached. The Board should be prepared to take positions on articles at the next meeting. Selectmen's Meeting — February 23, 2015 Discussion of Appointed Committee's Compliance with Open Meeting Law Minutes Posting Requirements Mr. Handwerker, 17 Pine Knoll Road, wanted to discuss with the Selectmen the problems he has had accessing Board and Committee records and how he has found there are many Boards and Committees that are behind on posting materials to the archives and that they do not understand that if requested they need to provide draft information even if it has not been approved. He feels it is important for information to be available to citizens in a timely manner. Mr. Pato responded that the Board takes the Open Meeting Law and records requirements very seriously and the Board has discussed at goal setting how to improve the Board and Committee process and are still working on that. The Open Meeting Law does not require records to be archived on -line, but information needs to be available. Boards and Committees have been reminded of their responsibility for timely production of minutes and the Board is looking at ways to continue the reminders. Selectmen Pato and Barry have talked about ways to improve the performance of Boards and Committees. The Selectmen were asked, as Liaisons to many Boards and Committees, if they would take advantage of that liaison role and reinforce both the obligations under the Open Meeting Law and recommend that Boards and Committees make materials available electronically as much as possible. Ms. Barry has been in discussions with Mr. Pato to find ways to open communications with Boards and Committees to let members know that they need to comply, fill out paperwork and do minutes timely. Mr. Pato and Ms. Barry will continue to look at processes to improve Board and Committee functions and bring recommendations to the next annual refresher course for Boards and Committees. Approve FY2016 Recommended Budget Mr. Valente provided information on the proposed changes to the FY2016 budget in the operating and capital budgets and asked the Selectmen if they were ready to take a position so that the changes could be included in the Brown Book. The Town Manager would like to include $275,000 for the solar project improvements for site work since staff is evaluating whether the solar vendor will be able to pay for those improvements because of procurement laws. The School Committee is meeting tomorrow regarding the facilities request to add an aerial lift vehicle to the budget by reducing other capital projects to cover the cost. He asked if the Selectmen were comfortable if the School Committee votes to allow staff to make the offsetting changes to the budget and include in the Brown Book. He also requested approval from the Board for the Town Manager or Assistant Town Manager of Finance to make any necessary non - substantive changes as they are finalizing the budget. Selectmen's Meeting — February 23, 2015 Ms. Ciccolo asked if the Board needed to review the capital items because of the sidewalk proponents in the audience. Mr. Pato felt the Board had previously decided to include both the Pleasant Street and Prospect Hill Road sidewalks in the $600,000 budgeted for sidewalks, even though the Sidewalk Improvement report recommended $750,000 be put aside yearly to keep up with sidewalk maintenance. The Sidewalk Committee is having a public meeting next week on the Prospect Hill Road project and the Board will wait for their recommendation. The Board will discuss after the Annual Town Meeting whether there should be a policy regarding funding new sidewalks vs. keeping up with the necessary sidewalk maintenance. Ms. Ciccolo asked about how much additional Chapter 90 money the Town would receive and whether it could be used for sidewalks. Mr. Valente expects $450,000 additional Chapter 90 funds. Public Works will need to decide what streets the funds will be used for. Mr. Kanter, Capital Expenditures Committee, again urged the Selectmen to not use the $600,000 funds for sidewalk maintenance for the Pleasant Street and Prospect Hill Road projects. Ms. Carpenter, Pleasant Street, stated the request is for a feasibility study which has been approved by the Sidewalk Committee. She feels the project is urgent and should be a priority. There is 100 percent support from the abutters for the project. Once the project is completed there would be a continuous sidewalk on Pleasant Street from Massachusetts Avenue to Concord Avenue. Ms. McSweeney- Chamberlain, Prospect Hill Road, shared the progress she is making getting residents questions answered and more residents in support of the project. Ms. Ciccolo wants the Brown Book to be clear that the Selectmen support the sidewalks for Pleasant Street and Prospect Hill Road to move forward whether it is with the citizens' articles or the capital article. She is also concerned if we use approximately $150,000 from the $600,000 annual sidewalk maintenance budget we will need to find additional funds for the FY2017 budget Mr. Valente reminded the Board that the sidewalk appropriation was increased 50% for this year's budget. He expects the next few years will be challenging balancing the capital plan with the funds available. Selectmen's Meeting — February 23, 2015 Ms. McKenna, Tourism Committee, asked the Board to not move forward with including Economic Development /Tourism in the new Office of Land Use, Inspectional Services and Economic Development until the Tourism Committee has discussed with the Town Manager and the Tourism Committee has had time to review the proposal. She is concerned the change will be detrimental to the Tourism program. She asked if a caveat could be included in the Brown Book that the Economic Development /Tourism piece of the budget will be reviewed by the Selectmen. Mr. Valente will include an asterisk for both Economic Development /Tourism and Health that final determination is pending. Mr. Kanter, Town Meeting Member, asked the Selectmen to include an additional $26,000 to the Library budget to make sure the state certification is not jeopardized. Mr. Valente stated that the Town has met the required 13% requirement for the purchase of materials. The reason more money was not put toward the library supplies was of all the other worthwhile demands for funds. Upon motion duly made and seconded, it was voted 5 -0 to approve the FY2016 Operating Budget as presented. Further to approve the Town Manager's proposed creation of the Office of Land Use, Inspectional Services and Economic Development, to be comprised of the Planning, Building Commissioner /Zoning Enforcement, Conservation, Health and Economic Development offices. Upon motion duly made and seconded, it was voted 5 -0 to approve the FY2016 Capital Budget as presented, with the exception of the School Facilities Master Planning Projects. The Board discussed how the motion should be written for the sidewalk article. Ms. Brown suggested that the motion include the work for Pleasant Street and Prospect Hill Road but that the dollar amount not be included. If the sidewalk article is approved the citizens' sidewalk articles will be indefinitely postponed. Mr. Kanter requested that the line item for the Cary Memorial Building sidewalk be increased to $194,200 to reflect what the Community Preservation Committee voted. Upon motion duly made and seconded, it was voted 5 -0 to authorize the Town Manager and Assistant Town Manager of Finance to make non - substantive changes, if necessary, to the budget for inclusion in the Brown Book. Approve Veterans Services District Agreement with Bedford Mr. Valente explained that in 2013 the Towns of Lexington and Bedford created a District for the purpose of providing services to the veterans and their families living in the two towns. The Selectmen's Meeting — February 23, 2015 initial forming of the District, and continuation of the District, required approval of the Massachusetts Department of Veteran's Services (DVS). The DVS has granted the continuation of this District and the Towns have entered into a new five -year inter - municipal agreement. The new agreement has not changed from the original agreement, other than the updating of dates and cost sharing amounts. Upon motion duly made and seconded, it was voted 5 -0 to approve and sign the Inter - Municipal Agreement between the Towns of Lexington and Bedford, for a Veterans' Service District, for a term expiring on June 30, 2019. Approve Library Union Collective Bargaining Agreement Mr. Valente explained that the Town and the Cary Memorial Library Staff Association reached a three -year collective bargaining agreement, which the Selectmen previously approved in Executive Session on January 12, 2015. The Agreement provides for: • 2% cost of living adjustment for FY15, 2.5% in FY16 and 2% in FY17; • Increase of 0.5% in the top step for Adult Pages, Library Technicians, Library Associates, Brand Librarians /Circulation Supervisor and Librarian I; • Increase in the Saturday differential by $.50 per hour; • Creation of a new Librarian II position and salary band; • Remove restriction on employees to use accrued personal, sick or vacation leave during their probationary period; • Grant para - professional employees the same vacation leave amounts as professional employees; • Codify the holiday schedule for Library employees since the Library may be open on a day the Commonwealth designates a holiday; • Add a reference to the Town's Administrative Directives; • Add language for an Agency Fair Share Fee; and • Allow employees who work at least fifteen hours per week access to the Library's sick leave bank. Upon motion duly made and seconded, it was voted 5 -0 to approve and authorize the Town Manager to sign the collective bargaining agreement between the Town and the Cary Memorial Staff Association for the period Fy2015 through FY2017. Designation of Public Safety Official Regarding Declaration to Recess Town Meeting A recent change in State law permits the Town Moderator to declare a continuation of town meeting to a time, date and place certain, due to inclement weather or a public safety emergency, after consultation with local public safety officials and members of the Board of Selectmen. The law further requires that within 10 days of the declaration to recess and continue a town meeting, a local public safety official designated by the Board of Selectmen shall submit a report to the attorney general that sets forth the reason for the declaration. Selectmen's Meeting — February 23, 2015 Upon motion duly made and seconded, it was voted 5 -0 to designate Fire Chief/Director of Emergency Management John Wilson as the local public safety official set forth in M.G.L. Chapter 39, Section l0A (d). Consent Agenda Water and Sewer Commitments and Adjustments Upon motion duly made and seconded, it was voted 5 -0 to approve the following commitments of water and sewer charges: Commitment of Water and Sewer Cycle 9 January 2015 $ 194,089.74 Commitment of Water and Sewer Finals January 2015 $ 2,266.76 One -Day Liquor License — MiniLuxe Upon motion duly made and seconded, it was voted 5 -0 to approve a one -day liquor license for MiniLux to serve beer and wine on Thursday, March 19, 2015, for a Manicures for Melanoma Fundraiser from 4:00 p.m. to 10:00 p.m. at 1718 Massachusetts Avenue. Annual Little League Parade Upon motion duly made and seconded, it was voted 5 -0 to approve the request of the Lexington Little League for the Annual Little League Parade on Saturday, May 2, 2015 from 8:30 a.m. to approximately 11:00 a.m. as outlined in their letter dated February 4, 2015. Use of the Battle Green — Lexington Minute Men Upon motion duly made and seconded, it was voted 5 -0 to approve the request of the Lexington Minute Men to use the Battle Green and fire muskets with six other local militia companies on Saturday, March 28, 2015 from 9:00 a.m. to 4:00 p.m. Documents Presented 1. Lexington Community Farm Coalition Board of Directors Letter dated February 23, 2015 expressing concerns about the special permit requested by Brian Kelley to deposit earth fill on the LexHAB parcel on Lowell Street. 2. Email from Bella Tsvetkova requesting that the Selectmen defer or reject the fill for the LexHAB parcel on Lowell Street, dated February 23, 2015. 3. Solar Task Force Update for Board of Selectmen Review, February 23, 2015. Upon motion duly made and seconded, it was voted 5 -0 to adjourn at 11:30 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Summit Meeting 7 Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee February 25, 2015 A Summit was held on Wednesday, February 25, 2015, 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, 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; Ms. Dunn, Assistant Superintendent for Finance; Appropriation Committee (AC) members: Mr. Parker, chair, Mr. Bartenstein, Ms. Garberg, Mr. Levine, Ms. McLeish; Mr. Neumeier, Mr. Radulescu -Banu; Capital Expenditures Committee (CEC) members: Ms. Hai, chair, Mr. Cole, Mr. Kanter, Ms. Manz. Mr. Himmel, chair Permanent Building Committee. Mr. Goddard, Director of Facilities. Continue Discussion of School Building Project Plan Mr. Pato explained that the goal of the meeting is to come to a consensus on how to proceed with the school capital projects for building that are coming to the March 2015 Special Town Meeting. A School Building Project Consensus Plan drafted by Mr. Pato was provided to the group. This document is the result of the discussions of the working group of the Budget Summit composed of 2 members from each committee and revised to reflect the subsequent feedback obtained from deliberations of the Board of Selectmen and the School Committee as well as input from the Appropriation and Capital Expenditures Committees. Mr. Pato asked if members of the summit have any issues with the draft consensus plan. Mr. Levine felt that the group needs to talk about the financial details of the motion. In response to Ms. Crocker's question, Mr. Pato explained that the School Committee is responsible for proposing the project and the Board of Selectmen is responsible for releasing the funds. Mr. Cohen reminded Mr. Pato that when it becomes time to request a debt exclusion vote, it will require 4 members of the Board of Selectmen to support it. Mr. Bartenstein would include in the Consensus document that MSBA Funding for Hastings is still being pursued. Ms. Coppe presented the School Committee's proposal. She started with the problem, that enrollment growth is causing overcrowding in existing school facilities and is expected to continue for several more years. Ms. Coppe went on to review 3 year space needs and projections of the enrollment working group. She reported that on February 24, 2015 the School Committee voted to request at the Special Town Meeting funding to develop the following school building projects: • Pre -K — attached or stand alone • Bridge and Bowman Schools — pre- fabricated classrooms • Hastings School — replacement • Fiske and Harrington — study brick and mortar projects Summit Meeting 7 — February 25, 2015 Clarke and Diamond — pre- fabricated classrooms at both and brick and mortar at Diamond The School Committee did not make a decision on pre- fabricated classrooms versus standard modular classrooms at Fiske. After giving more detail on the projects by school and going over the administrative actions taken to date, Ms. Coppe commented that another tool available to the School Committee to relieve overcrowding is redistricting. The first step would be to put together a study group composed of staff that will look at enrollment statistics and produce the data needed to inform the School Committee as it makes policy. The second step would be to establish a Task Force to address immediate and long -term redistricting needs and explore the use of buffer zones. Ms. Coppe commented that they are beginning this process, but the School Committee would not have results before the start of the Special Town Meeting on March 23. Ms. Coppe concluded by reporting that the School Committee will request $4,080,000 under Article 2 of the March 2015 Special Town Meeting 41. Mr. Kanter commented that there should be a decision on standard modular classrooms versus pre- fabricated classrooms at Fiske. Mr. Himmel presented Softcost Budget Recommendations and Scheduling Scenarios. Starting with Softcosts, Mr. Himmel presented a table with financial information for the Middle Schools, Pre -K and Elementary Schools. Construction type was listed as well as square footage, and project dollars. Mr. Himmel explained that funds being sought to finance the initial, three month plus work effort between April and July that leads to Summit 1 in July 2015 totaled $1,414,000 and were shaded in green. Funds shaded in the color salmon ($2,666,000) were the balance of the funds being sought in the $4,080,000 budget request. The balance of the funds would not be available until directives are issued from Summit 1. Mr. Himmel presented a table laying out scheduling scenarios and explained that the schedule basically follows the budget spreadsheet. He focused on the work proposed between the spring and fall town meeting. Mr. Pato pointed out that when Mr. Himmel speaks of a July Summit he is speaking in a broad term. It is the process outlined before, that the School Committee is reviewing this and will coordinate with the Selectmen to come up with a proposal; we'll get consultation at the summit process and then there will be approval for the release of funds. So it is not a single point in time, it is some period of time and it might be that it does not occur for all aspects simultaneously, but we would like to get as much information for all of them as possible. Mr. Himmel referred to a chart, Scope Schedule and Budget Context, prepared by Mr. Goddard which shows the various schools and thconsene population projections and indicates that the program presented basically satisfies the population growth. Summit Meeting 7 — February 25, 2015 Referring to the schedules scenario chart, Mr. Cohen pointed out that the request for construction dollars was in November 2015 for the pre -fab and bricks and mortar projects and in June /July of 2016 for Hastings. Since both requests would need a debt - exclusion, the Town should give some thought about going to the voters for approval twice. Mr. Himmel explained that he put these requests in the schedule when we would best be able to ask for the funds from the standpoint of the project. If we bundle the Hastings request with the others it would be premature and we would end up with a design to cost scenario. Mr. Levine needs to know whether the School Committee is asking for construction money for standard modulars or design money for pre- fabricated classrooms. He is also concerned about how the motion for school facilities projects will be worded. Mr. Addelson confirmed that there will be language in the motion to allow for flexibility between projects and for control with regard to releasing the funds. Ms. Coppe understands that the group would like to see the School Committee take a position on standard versus pre- fabricated modular classrooms at Fiske and that they should do so tonight. Mr. Parker and Ms. Hai gave the School Committee some feedback for why they prefer the pre- fabricated classrooms. Mr. Allesandrini supports standard modular classrooms at Fiske because of the immediate need for space. Ms. Coppe also supports standard modulars at Fiske. The Selectmen went in to recess at 9:20 p.m.; the School Committee remained in session. The School Committee discussed the options for modular classrooms at the Fiske School. Upon motion duly made and seconded, the School Committee voted 3 -2 (Mr. Alessandrini and Ms. Coppe opposed) to support placing pre- fabricated modular classrooms at the Fiske School. The Selectmen reconvened at 9:35 p.m. The Capital Expenditures Committee and Appropriation Committee stayed in session. Ms. Coppe reported that the School Committee voted 3 -2 to support placing pre- fabricated modular classrooms at the Fiske School. Mr. Pato commented that both of the finance committees should have enough information to proceed with their reports, the appropriation for standard modulars will disappear from the Brown Book and the Consensus document will be revised to include comments discussed at this meeting. Documents Presented 1. Summit 7 presentation prepared by the School Committee dated February 25, 2015 2. Softcost Budget Recommendation prepared by Mr. Himmel 3. Schedules Scenario prepared by Mr. Himmel 4. Elementary Classrooms (Scope, Schedule and Budget Context) prepared by Mr. Goddard Summit Meeting 7 — February 25, 2015 Upon motion duly made and seconded, it was voted to adjourn at 9:40 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk