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Home My WebLink About2015-03-05-AC-min 03/05/15 AC Minutes Minutes Town of Lexington Appropriation Committee (AC) March 5, 2015 Place and time- Town Office Building, Parker Room, 7.30 p.m Members present Glenn Parker, Chair, John Bartenstem, Vice Chair and Secretary; Mollie Garberg; Alan Levine, Beth Masterman, Eric Michelson, Richard Neumeier, Andrei Radulescu-Banu, Rob Addelson (non-voting, ex officio) Members absent Susan McLeish Other attendees Deborah Brown, Town Moderator, Margaret Coppe, Chair, School Committee (SC), Bill Hurley, SC, Paul Ash, Supenntendent of Lexington Public Schools (LPS), Mary Ellen Dunn, Assistant Superintendent for Finance and Operations, LPS, Ian Dailey, Assistant Director of Finance, LPS, Jill Hai, Capital Expenditures Committee (CEC) The meeting was called to order at 7 37 p.m. 1 Consent Agenda for Annual Town Meeting (ATM). Ms Brown reviewed a proposal for a Consent Agenda at the 2015 ATM, as discussed at this Committee's February 26, 2015 meeting. She anticipates including warrant articles for which there is unanimous support from all members of the Board of Selectmen (BoS), the CEC, and this Committee At Town Meeting, she will allow questions on any article included on the Consent Agenda. However, if debate ensues, or upon the objection of any Town Meeting member, that article will be removed and addressed separately The articles to be included on the Consent Agenda will be identified in advance, with a short description of each. There was discussion of a list of articles the BoS has supported for inclusion on the Consent Agenda From that list, the Committee supported inclusion of the following: • Article 17 Technical Correction to the borrowing Authorization under Article 13b (School Capital) of the 2014 ATM • Article 19 Martingale Road Street Acceptance • Article 20 Richmond Circle Street Acceptance • Article 24 Appropriate Bonds and Notes Premiums • Article 25 Rescind Prior Borrowing Authorization • Article 27 Appropnate to Stabilization Fund[Indefinite Postponement UP) anticipated] • Article 28 Appropnate from Debt Service Stabilization Fund • Article 32 Establish Qualifications for Tax Deferrals [IP anticipated] • Article 33 Authorize Home Rule Petition for Tax Relief[IP anticipated] • Article 37 Amend General By Laws - Street Performers A motion was made and seconded to support the inclusion of the Articles identified above on the Consent Agenda. The motion passed. VOTE 8-0 1 03/05/15 AC Minutes 2. Preparation for Committee Report to ATM and Special Town Meetings #1 and#2. • School Department Operating Budget: Dr Ash stated that there are three main factors influencing the School Department's operating budget: SC guidelines, legal mandates, and efforts to be effective and efficient. The proposed FY2016 budget reflects a 6 9% increase over the FY2015 budget. It includes a 0 9% increase for benefits and approximately 1 0% for program improvements The balance is for legal mandates and to address staffing for enrollment increases Dr Ash added that the budget includes support for low income students, students with emotional needs, and special education students There is an effort to keep special education students in Lexington rather than paying the costs of sending them out- of-district. Although education costs are comparable whether in-district or out-of-district, the cost to transport students out-of-district is considerable Ms Dunn reported that over the past nine years, the Town has been spending approximately 50% of the amount budgeted as a reserve for unanticipated out-of-district special needs tuition costs In the FY2016 operating budget, the request is being reduced to better reflect experience She noted that although there is some risk associated with this approach, there are some available resources to cover overruns for special needs programs if necessary, including the state's Circuit Breaker program and the Town's special education stabilization fund. Mr Addelson noted that the recent return by the School Department of unused funds has provided an opportunity to fund the Capital Projects Stabilization Fund, which will be an important resource to mitigate the costs of upcoming school facility expansion requirements In response to questions, Dr Ash and Ms Dunn stated that: Expanding the world language program into the elementary schools will not occur before FY2018 because of collective bargaining issues and the need for classroom space Reducing teacher load (i e , a teacher's classroom responsibilities) at the high school would cost approximately $2 0 million, it would cost $8 0 million to reduce the teacher load system-wide The teacher load in Lexington does not hinder the system's ability to hire good teachers, teaching in Lexington is highly desirable Although Dr Ash, Ms Dunn and Tom Plat, Director of Educational Technology and Assessment, LPS, are leaving Lexington at the end of the year, no principals have reported plans to leave There has been an increase in "high-end" special needs students so that some new programs are needed. The Governor's proposed budget could negatively impact the state funds Lexington receives but it is considered premature to base decisions on that possibility Mr Addelson reported that Town Counsel is working on a motion for STM #1 Article 2 Appropriate for School Facilities Capital Projects It will not include reference to the consensus document that has been agreed to by the BoS and the finance committees outlining a process for implementing this Article if it is approved. Pat Goddard, Director of Public Facilities, will incorporate language into a Request for Proposals that allows the Town to proceed with the projects as intended. It was noted that it has not yet been determined whether prefabricated units should be installed at Fiske Elementary School or whether less expensive, temporary modular units should be used instead. 2 03/05/15 AC Minutes • CEC Positions on Capital Articles Ms Hai reviewed the position of the CEC on capital articles on the warrant. She stated that the CEC is generally supportive of all items with the exception of certain projects or project elements that the CEC believes are pnmanly aesthetic The CEC feels that with the growing demand for large projects for schools and public safety facilities, this is not the time to pursue such amenities She identified the following capital Articles that the CEC is not currently supporting, or for which a position has not yet been taken STM#2, Article 4 Appropriate for Cary Memorial Building Sidewalk Enhancement The CEC postponed its vote because the Commission on Disability has not yet taken a position on this project. ATM, Article 8, FY2016 Community Preservation Act Projects (e)Battle Green Streetscape Improvements The CEC currently does not support this project, which includes a FY2016 request for $200,000, it is expected that $900,000 would be requested next year The Harrington Road intersection is a safety issue, but it isn't clear whether anything will be recommended to address this concern. Otherwise the project appears to be for aesthetic purposes AC Comments The project includes the use of Community Preservation Act funds for some of the costs (o) Grain Mill Alley Design Funds The CEC currently does not support this project because it would be spending Town funds on private property; there isn't a critical need, and it is for aesthetic purposes AC Comments The Town has spent money on private property before (p)Minuteman Bikeway Wavf finding Signs Design Funds The CEC currently does not support this project because the State is exploring the idea of uniform signage statewide and the other Towns through which the bikeway travels should be shanng financial responsibility for design work. This project seems to be premature ATM Article 11 Appropriate for Municipal Capital Projects and Equipment (a) Center Streetscape Improvements and Easements Phase 1 The CEC currently does not support this project because it appears that only a portion is for essential, safety- related components There is also concern that future projects associated with the Hosmer House and/or Police Station could negatively impact work done as part of this project. There is a current effort to get a better understanding of the project and to determine whether it can be reduced in scope to focus on safety components AC Comments Massachusetts Avenue needs to be repaved and center sidewalks and crosswalks currently are not standardized, this project helps address these issues (k) Hastings Park Undergrounding Wires The CEC currently does not support this project because it is only for aesthetics 3 03/05/15 AC Minutes 3 Announcements. Mr Addelson reported that the amount of state aid that Lexington will receive will probably be $40,000 less than the amount included in the current proposed budget. No steps are being taken at this time to adjust for that possible shortfall He also reported that the current budget request assumes a 7 5%increase in health insurance expenses Recently received information shows increases between a little less than 7.5% and 9 5%, depending on the insurance company Modeling will determine whether this cost increase results in a need to change the health insurance line item in the budget. The meeting was adjourned at 10 07 p.m The documents used at the meeting are listed below Respectfully submitted, Sara Arnold Recording Secretary Approved July 9, 2015 Exhibits 1 Agenda, posted by Glenn Parker 2 Email from David Kanter to CEC members, March 5, 2015, RE Articles that Might be Considered for Consent-Agenda Concept at Town Meeting 3 Email from Mr Parker to AC, March 3, 2015, RE CEC Positions 4 Draft Motion, STM #1 Article 2 Appropriate for School Facilities Capital Projects, Prepared 3/23/15 4