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HomeMy WebLinkAbout2015-11-BOS-min Selectmen’s Meeting November 2, 2015 A meeting of the Board of Selectmen was held on Monday, November 2, 2015, at 6:00 p.m., in the Selectmen’s Meeting Room of the Town Office Building. Mr. Pato, Chairman, Mr. Kelley, Mr. Cohen, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk were present. Selectmen Concerns and Liaison Reports Ms. Ciccolo previewed the Complete Streets Program which she expects final details to be given out next Wednesday at the Moving Together Conference. It is expected communities will be able to begin working on their policies and participating in the program starting in January 2016. She expects it to be a competitive process and suggests it be added to upcoming agenda for the Board to discuss if and how to proceed. Ms. Barry reported that Public Works is holding the second meeting to discuss the restoration of the Minuteman Statue and Minuteman Monument on Wednesday, November 18, 2015, at 7:00 p.m. in the Public Services Building Cafeteria at 201 Bedford Street, to provide an update on the progress and to receive additional feedback. Ms. Barry thanked the Town Celebrations Committee for their hard work on the second Dance Around the World event on Saturday, October 24, at the Lexington High School Gym. Over 1000 attended, there were 12 dance groups and dinner was served. It was a beautiful night for Lexington. Ms. Barry thanked the Town Celebrations Committee and the Veterans Services Department for hosting the Veterans’ Day Breakfast on Saturday, October 31 at St. Brigid Parish. Ms. Barry reminded the Selectmen and residents that Wednesday, November 11, 2015, is Veterans’ Day and there will be a parade starting at 10:00 a.m. starting at the Hosmer House and continuing up Massachusetts Avenue to the Battle Green and then back to the Cary Memorial Building for ceremonies in Battin Hall. Mr. Pato reported on the Groundbreaking Ceremony for a new life-sciences building to be located at 115 Hartwell Avenue. Update on Grain Mill Alley Mr. Johnson, Chair of the Grain Mill Alley Steering Committee, presented a concept plan that is supported by the abutters for the alley that includes: bike racks, fixed seating raised crossing plant beds with lighting, plant beds with trees and lighting, brick paving with lights and concrete with saw cut joint pattern. The Committee would like to ask for design money in the FY2017 capital budget. The Committee will be presenting this concept to the Historic Districts Commission this week. Selectmen’s Meeting – November 2, 2015 Ms. Barry was concerned cars may think they can turn left from the Edison driveway to head to Massachusetts Avenue because of the flush curb for handicap accessibility and wondered how that could be addressed. Mr. Kelley was pleased with the collaborative effort on the design, but he is disappointed that no tables are included in the design. He asked if some of the decorative grass areas could accommodate tables. Mr. Johnson will return to a Selectmen’s meeting for final approval of a design. Revised Proposal for Parking Meter and Permit Rates Ms. Tintocalis, Economic Development Director, and Mr. Kucharsky, Assistant Planning Director, responding to comments at the Selectmen’s meeting on October 19, had the Parking Management Group (PMG) put together a revised proposal for parking meter and permit rates for the period beginning March 1, 2016. PMG also reached out to some of the merchants who spoke at the Selectmen’s meeting to preview the revised plan with them. The PMG, with support from the Police Chief and Town staff recommends the following be implemented as a “trial package” for a period of not less than 12 months from approximately March 2016 to March 2017 with education strategies and a marketing plan that would include the distribution of maps, flyers, and at least two meetings for businesses over the next 12 months:  Increase spaces available for long-term parking by: Establishing a pay as you go system in the Depot Lot; set rates for non-employees at $.50 per hour; establish a half-price sticker program for Center employees at $.25 per hour; and continue to allow all-day parking. Create 36 metered spaces at the east end of the Town Hall Lot and on Fletcher Avenue; set rate at $.25 an hour; allow all-day parking in these spaces. Create parking for approximately 6-8 vehicles adjacent to the Hosmer House for use by Police vehicles that are currently occupying parking spaces in the Town Hall Lot. Extend time limits in the NStar Lot to allow all-day parking at $.50 per hour. Extend time limits on Raymond Street and the southern ends of Muzzey and Waltham Streets to allow all-day parking; retain rate at $.25 per hour. Increase Church of Our Redeemer annual parking permits from $225 to $325. Maintain current rate ($100) for St. Brigid permit parking.  Distribute parking throughout the Center and encourage the use of value spaces by: Limiting enforcement hours of all metered spaces to 9:00 a.m. to 6:00 p.m. (currently 8:00 a.m. to 8:00 p.m.). Increase rates of only 74 high-demand spaces (15% of all metered spaces) in the “Core” to $1.00 per hour. Selectmen’s Meeting – November 2, 2015 Increase rates in the Edison and Waltham Street Lots to $.50 per hour; retain the two hour time limit. Maintain current rate of $.25 per hour at Cary Memorial Library; retain the two hour time limit. Maintain current rate of $.25 per 30 minute period at all existing on and off street spaces. Increase rates of 77 on-street metered spaces to $.50 per hour; retain two and four hour time limits (exclusive of Raymond Street and southern ends of Muzzey and Waltham Streets. Mr. Kelley asked about a free parking period on Massachusetts Avenue. Ms. Tintocalis stated enforcement would be difficult and there would be abuse. Credit card users can select smaller increments. Ms. Ciccolo suggested looking at the credit card fee and whether it would make sense to require a credit card user to spend at least $1 to help absorb the fee. Ms. Tintocalis stated the Parking Management Group would be monitoring credit card use and the 2-1/2% fee over the next year. The Selectmen will take comments regarding the proposed parking meter and parking permit fees at their meeting on November 9. Special Town Meeting Warrant #2 – Board Positions Mr. Cohen asked if Mr. Pato and Ms. Ciccolo wanted to change their position on Article 2, Amend Minuteman Regional Agreement. Their position was to indefinitely postpone. They both changed their vote to no so that the Board position on Article 2 would be unanimous. Mr. Pato stated that there might be an amendment to Article 3, Transfer of Property to LexHAB, but that it may not be in scope. Discussion of School District Building Projects Plan There were no updates to discuss. Approve the Selectmen’s 2015 Annual Town Report The Selectmen report was not ready for the Selectmen to review. The Board will discuss at the November 9 meeting. Selectmen’s Meeting – November 2, 2015 Selectmen Committee Reappointments – Tourism Committee Upon motion duly made and seconded, it was voted 5-0 to reappoint Trisha Kennealy and Leeying Wu to the Tourism Committee for terms to expire September 30, 2016. Consent Use of Battle Green – Flags on WWI Markers for Veterans’ Day Upon motion duly made and seconded, it was voted 5-0 to approve the request of the Town Celebrations Committee to place six (6) American flags near the World War I memorial plaques on the Battle Green for Veterans’ Day from Tuesday, November 10 until Thursday, November 12. One-Day Liquor Licenses Project SAVE Armenian Photograph Archives, Inc. Upon motion duly made and seconded, it was voted 5-0 to approve the request of Project SAVE th Armenian Photograph Archives to serve wine at the “40 Years and Beyond” 40 Anniversary Event on Saturday, November 21, 2015, from 6:00 p.m. to 10:30 p.m. at the Scottish Rite Masonic Museum and Library, 33 Marrett Road Newah Organization of America Upon motion duly made and seconded, it was voted 5-0 to approve the request of the Newah Organization of America to serve beer and wine at a cultural event on Thursday, November 12, 2015, from 6:00 p.m. to 11:00 p.m. at the St. Brigid Parish, 2001 Massachusetts Avenue. Spectacle Management. Upon motion duly made and seconded, it was voted 5-0 to approve the request of Spectacle Management to serve beer and wine at the Don McLean Concert on Sunday, November 15, 2015, from 2:00 p.m. to 5:00 p.m. in the Cary Memorial Building Lobby, 1605 Massachusetts. Avenue. Upon motion duly made and seconded, it was voted 5-0 to approve the request of Spectacle Management to serve beer and wine at the Robert Cray Concert on Sunday, November 20, 2015, from 7:00 p.m. to 10:30 p.m. in the Cary Memorial Building Lobby, 1605 Massachusetts. Avenue. Documents Presented 1.Grain Mill Alley Presentation, 11/2/15 Selectmen’s Meeting – November 2, 2015 Executive Session Upon motion duly made and seconded, it was voted 4-0 by roll call to go into executive session to discuss strategy with respect to collective bargaining related to the Lexington Municipal Employee Association. Further, the Chairman declared that an open meeting discussion may have a detrimental effect on the bargaining position of the Town. Ms. Barry recused herself because her husband is an employee of the Town. Upon motion duly made and seconded, it was voted to adjourn at 7:20 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting November 9, 2015 A meeting of the Board of Selectmen was held on Monday, November 9, 2015, at 6:30 p.m., in the Selectmen’s Meeting Room of the Town Office Building. Mr. Pato, Chairman, Mr. Kelley, Mr. Cohen, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk were present. Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call to go into executive session to consider the purchase, exchange, lease or value of real property and to reconvene in open session. Further, the Chairman declared that an open meeting may have a detrimental effect on the negotiating position of the Town. Selectmen Concerns and Liaison Reports Mr. Pato announced that he will be running for reelection as a Selectman. He will be abstaining from the votes relating to the 2016 Annual Election and Annual Town Meeting. Ms. Barry attended on Saturday evening, November 7, the Indian Americans of Lexington Diwali Celebration which over 600 people attended with wonderful entertainment and food. Ms. Barry announced the Art Walk 2015 event will take place from November 10 through 28 that was put together by the Council for the Arts. Over 50 pieces of artwork will be hung in Lexington Center businesses for viewing. She thanked the artists who provided art for this event. Town Manager Report Mr. Valente recognized Mr. Hadley, Director of Public Works, who read a statement announcing his retirement. The Board thanked Mr. Hadley for his many years of service to Lexington. Discussion Regarding Natural Gas Infrastructure Endorse Proposed Legislation Ms. Fitzgibbons, Lexington Mothers Out Front, and Mr. Sandeen, Chair of the Sustainable Lexington Committee, presented information regarding issues with gas infrastructure leaks in Lexington. Lexington has 93 unrepaired, reported natural gas leaks and the oldest of these leaks has been leaking natural gas for 24 years. Gas leaks can: cause explosions; contribute to global warming; harm human health; kill trees. Lexington Mothers Out Front requested that: 1) the Selectmen support House Bill 2870 and Senate Bill 1768 that protect ratepayers from paying the cost of lost or unaccounted for gas; 2) the Selectmen also endorse House Bill 2871 and Senate Bill 1767 that stipulate that gas pipelines are surveyed for leaks and those leaks be repaired whenever Lexington roads are opened; 3) the Selectmen’s Meeting – November 9, 2015 Selectmen draft a letter in support of these bills before the November 17 hearing; and 4) the Selectmen explore the problem of gas leaks in Lexington through a public hearing. Ms. Ciccolo has spoken to Representative Kaufman and Senator Barrett who will schedule a hearing in the Spring. She hopes the Board supports the request. She will work with the Sustainable Lexington Committee on a letter to the utilities. Mr. Sandeen proposed meeting with Public Works and coming back to the Selectmen with recommendations for fixing gas leaks and holding a public meeting. Upon motion duly made and seconded, it was voted 5-0 to support passage of House Bills 2870 and 2871 and Senate Bills 1767 and 1768 and authorize the Chairman to send the proposed letter to Lexington’s statehouse delegation, the governor, and the sponsors of these bills. Support HEET Request for Mapping Lexington Leaks Ms. Fitzgibbon explained that HEET (Home Energy Efficiency Team) has been awarded a grant to check the utility-supplied data about gas leaks by performing natural gas leak surveys. They would like to survey 15 linear miles of streets in Lexington to double check the number and location of leaks and compare the results against their utility data. In order for Lexington to participate HEET needs to meet with DPW staff. Mr. Valente discussed the opportunity with Fire and Public Works who support the project. The Board supports the project and Mr. Pato will respond to HEET. Polling Location and Local Election Recommendations Ms. Rice, Town Clerk, presented recommendations for a combined Tuesday, March 1, 2016 Annual Town Election and State Primary. She also recommended the following changes to polling locations for 2016 with the goal reducing interruption at the schools, insuring safety and accessibility for all voters, reducing the frequency of moving polling locations, minimizing parking and traffic issues and consolidating polling locations:  Precinct 2 – Bowman School to School Administration Building  Precinct 3 – Clarke Middle School to Lexington Community Center  Precinct 5 – School Administration Building to Cary Memorial Building Additional polling location changes may be necessary depending on school construction. Mr. Pato is not comfortable with the recommendation for Precinct 2 to vote at the School Administration Building because of the traffic issues on Maple Street/Massachusetts Avenue and recommends keeping the polling location at the Bowman School for now. Selectmen’s Meeting – November 9, 2015 Mr. Cohen supports the recommendations for the change of polling locations for Precinct 2, 3 and 5 with the idea that after a year additional changes may be needed. The Selectmen discussed other options for changing polling locations but decided to defer voting until the next meeting to allow time for the Town Clerk to check on the polling locations. Set Dates for 2016 Annual Election and Annual Town Meeting Upon motion duly made and seconded, it was voted 4-0-1 (Mr. Pato abstained) to close the warrant to citizen articles for the 2016 Annual Town Meeting on December 29, 2015. Upon motion duly made and seconded, it was voted 4-0-1 (Mr. Pato abstained) to set the date for a combined Local Election and Presidential Primary for Tuesday, March 1, 2016. Upon motion duly made and seconded, it was voted 4-0-1 (Mr. Pato abstained) to set the date for st the 1 session of the 2016 Annual Town Meeting for Monday, March 21, 2016. The Board discussed possible Debt Exclusion dates for the School projects. March 29 is the suggested date for the vote so that Mr. Goddard can get signed contracts by the first or second week in April in order for the Schools to be ready for the Fall of 2017. Board members questioned doing the debt exclusion within the Annual Town Meeting and whether it would be a good idea since the debt exclusion would have to be scheduled before Town Meeting votes on the projects. Elks Request for Keno Screens/Liquor License Compliance The Massachusetts State Lottery informed the Board that the Lexington Elks has requested permission to install Keno screens in their establishment at 959 Waltham Street. Mr. Gaudet, Ms. Edwards and Mr. Reyes, representing the Elks, stated that the Elks is a non-profit charitable organization and the screens would be for members only. They currently sell Keno tickets, but members have requested the screens. Ms. Ciccolo supports the request since it is for members only. Mr. Pato agrees because they are currently selling the tickets and only asking for the screens. Mr. Kelley is against any type of gambling; he feels it sends the wrong message and he would like the Board to take a position. Upon motion duly made and seconded, it was voted 3-2 (Mr. Pato and Ms. Ciccolo opposed) to send a letter in opposition to the Elks request for Keno screens. Selectmen’s Meeting – November 9, 2015 Discussion of School District Building Projects Financing Plan Mr. Valente and Mr. Addelson, Assistant Town Manager for Finance, provided a brief overview of the financial impact major capital projects will have on the tax payers between FY2017 and FY2021. The peak year would be FY2021 when the estimated property tax impact per residential parcel would be $821 for the school projects and $179 for public safety. The overview assumes no MSBA funding for Hastings School, does not include any funding for the high school, assumes that the Capital Projects Stabilization Fund will be applied during theFY2017- 2021 period to mitigate property tax impacts, and the estimated tax impact does not include normal 2.5% annual increase in tax levy or any potential operating budget Override that may be necessary to fund increasing school enrollments. This information will be discussed further at the next Summit meeting. Mr. Valente reviewed next steps:  Appropriation Committee, Capital Expenditures Committee and School Committee review and comment at Summit 2;  Value engineering to be done by the Permanent Building Committee;  Analyze the impact of the growing enrollment of the operating budget (initial analysis presented at Summit 1 and continue to look at ways to manage the operating budget to live within the revenue growth);  Input from Town Meeting (November 16 Town Meeting Members Information Meeting and December 2 Special Town Meeting); and  Community input. Mr. Valente pointed out that there are a lot of moving parts, including: whether the Town will receive MSBA funding for a new Hasting School; what the interest rate will be; and what the projects will be bid out at. Mr. Kelley asked when an operational override might be needed. Mr. Valente expects to balance the FY2017 budget by not adding to the service levels. If the school enrollment growths happen there will be a significant shortfall in FY2018 estimated at $3.5 million that he thinks can be managed. Beginning in FY2019 the shortfall is expected to be around $9 million, which the Town needs to start thinking about now. Ms. Czajkowski, School Superintendent, has been working on the school’s operating budget and estimates that for every 1 percent student enrollment increase/growth, 14 full-time equivalents will be needed. Also there may be a contractual obligation to bring the World Language Program to at least two grades in the elementary schools, which the financial impact is anticipated to be around $800,000 or more. If the World Language Program is brought back it will add an additional 1% increase to wage and salary. Selectmen’s Meeting – November 9, 2015 Mr. Kanter is concerned about the upcoming Town Meeting Information Session on November 16 and the Special Town Meeting on December 2 and whether there is enough information for the Finance Committees to provide meaningful feedback to the public. Endorsement of Housing Court Legislation The Board was asked to contact Lexington’s legislators in support of House Bill 1656, An Act Relative to the Geographical Jurisdiction of the Housing Court. The bill would expand the housing court system to the remaining 20 percent of the state that does not have access to the housing court, including Lexington. The change ensures that everyone in the Commonwealth has the same access to justice and a fair hearing on building and housing issues. Upon motion duly made and seconded, it was voted 5-0 to send a letter in support of House Bill 1656, An Act Relative to the Geographical Jurisdiction of the Housing Court, as presented. Increase Spending Limit for Schools – School Bus Transportation Revolving Fund Mr. Dailey, Interim Director for Finance and Operations, presented a request for an increase in the FY2016 Transportation Revolving Fund Cap. Due to an increase in the number of students purchasing bus passes this year, the School department has requested an increase in the spending limit for the School Bus Transportation Revolving Fund. Under State law, chapter 44, section 53E1/2, the amount that may be expended from a Revolving Fund may be increased, subject to a vote of the Board of Selectmen and Appropriation Committee. In no case, however, may the amount to be expended exceed the revenues of the fund. Upon motion duly made and seconded, it was voted 5-0 to increase the School Bus Transportation Revolving Fund spending limit to $1,250,000. Approve the Selectmen’s 2015 Annual Town Report Upon motion duly made and seconded, it was voted 5-0 to approve the proposed Selectmen’s Report for the 2015 Town Report, as presented. Selectmen Committee Appointments/Resignations Community Center Advisory Committee Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Laura Hussong from the Community Center Advisory Committee. Registrars of Voters Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Laura Hussong from the Registrars of Voters, effective immediately. Selectmen’s Meeting – November 9, 2015 Town Report Committee Upon motion duly made and seconded, it was voted 5-0 to appoint Suzanne Caton to the Town Report Committee for a term to expire September 30, 2016. Future Meetings The Board will schedule meetings for January 11, January 25, February 8, February 22, March 7, March 14, March 21, March 23, March 28, March 30, April 4, April 6, April 11, April 13, April 25 and April 27. If needed meetings will be booked for December 21, 2015 and February 1, 2016. Summit 4 will be scheduled for January 13 or 14. Consent Agenda One-Day Liquor Licenses – Spectacle Management Upon motion duly made and seconded, it was voted 5-0 to approve the request of Spectacle Management for the following one-day liquor licenses to serve beer and wine in the Cary Memorial Building Lobby, 1605 Massachusetts Avenue: 1.On Sunday, December 6, 2015, from 2:00 p.m. to 5:00 p.m.; 2.On Friday, December 11, 2015, from 6:00 p.m. to 9:00 p.m.; and 3.On Sunday, December 13, 2015 from 2:00 p.m. to 5:00 p.m. Accept Donation – Solar Light for Dinesh Rajbhandary Memorial at Center Pool Upon motion duly made and seconded, it was voted 5-0 to accept, under MGL c. 44, section 53A, a solar powered flag pole light to be installed on the flagpole at the Dinesh L. Rajbhandary Memorial at the Irving H. Mabee Town Pool Complex on Worthen Road. Documents Presented Financial Impact of Major Capita Projects – FY17-21, and Next Steps dated, November 1. 9, 2015, Executive Session Upon motion duly made and seconded, it was voted 4-0 by roll call to go into executive session to consider the purchase, exchange, lease or value of real property, 20 Pelham Road, 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. Ms. Ciccolo recused herself because her parents are abutters to the property in question. Upon motion duly made and seconded, it was voted 4-0 to adjourn at 10:22 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Summit Meeting 2 Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee November 12, 2015 A Summit was held on Thursday, November 12, 2015, at 7:00 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Mr. Pato, chair, Mr. Kelley, 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. Steigerwald, chair, Ms. Crocker, Mr. Hurley, Ms. Coppe, Mr. Alessandrini; Dr. Czajkowski, Superintendent of Schools; Appropriation Committee (AC) members: Mr. Parker, chair, Mr. Bartenstein, Ms. Colburn, Mr. Levine, Ms. Masterman, Mr. Michelson, Mr. Neumeier; Mr. Radulescu-Banu; Capital Expenditures Committee (CEC) members: Ms. Hai, chair, Mr. Kanter, Ms. Manz, Mr. Cole; Mr. Himmel, Co- Chair Permanent Building Committee, and Mr. Goddard, Director of Public Facilities. FY2017 Revenue Projection Mr. Valente gave an overview of revenue projections for FY2017. Revenue projections will be put up on the Town’s website with all the detail. Starting with the bottom line, Mr. Valente reported that for FY17, Net General Fund revenues, those available to support school and municipal operating budgets, are projected to increase by $10.1 million or 5.7%. By comparison, in FY16 the increase was 6.9%, so our revenue growth in FY17 is not quite as healthy as it was a year ago. In FY17, Mr. Valente recommends setting aside about $11 million of gross revenues for designated purposes, compared to FY16 when the set aside was about $16.3 million. Mr. Valente reviewed a list of revenues set aside for designated purposes from Free Cash and the Tax Levy. He pointed out that he is also recommending that $3.9 million of Free Cash be used for the operating budget. Mr. Valente compared revenues set aside for designated purposes in FY16 to FY17 and pointed out that $983,261 is proposed to be set aside for unallocated purposes in FY17. Second, he noted that in FY16 the Town was able to put aside almost $9.5 million in to the Capital Stabilization Fund, but for the coming year, it is likely to be only $3.1 million. And third, in FY16 the Town had to draw down $620,000 from the Capital Stabilization Fund to offset the debt service for the High School modulars, in FY17 we do not believe we will need to draw down from our capital stabilization fund for our with-in levy debt service. Mr. Valente reiterated some of the policy issues he believes the group will need to be addressing as they work through the FY17 budget: 1.Develop financing plan for upcoming Capital Budget/Debt Service 2.Manage use of Capital Projects Stabilization Fund to mitigate Taxpayer impact of Capital Plan 3.Manage growth in Operating Budget, given impact of School enrollment trends Summit Meeting – November 12, 2015 Discussion: Financing Analysis for Upcoming Capital Projects Mr. Pato explained that at the November 9, 2015 Selectmen’s meeting, we had an initial presentation of what the impact might look like, using a series of assumptions, on the average residential tax payer. There was a Permanent Building Committee meeting on November 10, 2015 at which there were some revised figures for a few of the projects, so the spreadsheet in front of the group tonight is slightly updated. Mr. Pato asked the Capital Expenditures Committee and the Appropriation Committee to step a little beyond their traditional role and be surrogates for the community. He commented that there is no way around saying that this is a major impact financially and potentially in how the town delivers services to the community. The Board of Selectmen is reaching out for feedback and looking for comments from everyone tonight. Mr. Addelson gave a summary overview of the spreadsheet, Financial Impact of Major Capital Projects – FY2017 to FY2021, highlighting the assumptions that are built in to it. He explained that when we model the debt service on proposed school projects to address projected growth in enrollment as well as the debt service on prospective renovations to public safety buildings, the debt service in the model peaks in FY2021. And that peak translates in to a property tax impact per residential parcel of $1,048 over the FY16 baseline of $609 per residential parcel. When we disaggregate the $1,048 we see that $187 is attributable to public safety projects and $860 to school projects. Mr. Cole, CEC, commented that people think of a peak year as something that goes up and then goes down again in subsequent years. This ramps up over several years and then the increase stays so it is really more of a step. In response to Mr. Radulescu-Banu’s question, Mr. Addelson confirmed that if there is an increase on estimated cost of 20% for example, the increase in tax would also be 20%. Mr. Addelson confirmed Ms. Hai’s understanding that the $1,048 impact in FY21 is on top of the $609 in FY16, so it is $1,657 dollars. In response to Mr. Kelley’s question, Mr. Addelson explained that the home of average value is $887,000 and on a projected tax rate, that would mean a tax bill of about $13,000 for FY16. Mr. Michelson asked about the timing on the public safety projects for the model. Mr. Addelson reported that the public safety projects assume in the case of Police, seeking design funding in the spring of 2018 and construction funding in the spring of 2019; and in the case of Fire, seeking design funding in the spring of 2017 and construction in the spring of 2018. Mr. Levine would like to know what projects are going forward before commenting. Mr. Pato explained that we wanted to present to the summit and the taxpayer the cumulative effect of the contemplated projects as they will be hitting us over the next five years. The actual plan and Summit Meeting – November 12, 2015 timing are not yet determined. Part of why we are here is to take the feedback on the value and impact to the community to create the package that we want to bring forward. Ms. Steigerwald commented that the design work so far is helping the School Committee tell you what it would cost if you want to maintain services. Whatever cuts we make will change the way we deliver services, and as enrollment rises we not only need more space, we will need more teachers. The School Committee needs some sense of what the summit group thinks is going to be successful. Mr. Kanter, recognizing that we have the 2 ½ % increase that will be accompanying this through time, needs the cost benefit of the pieces in order to provide the advice that is being asked of the finance committees. Mr. Pato explained that he is looking for general feedback of how does the group react to this and how much do they want to push back on the envelope of potential expense. Mr. Cole commented that if we continue replicating what we have today for more children we have before us what the cost would be. He thinks it would be helpful to have other models which look at more efficient ways to use the space we already have and expand our thinking. Ms. Crocker asked what is the glass ceiling in terms of the tax base that the finance committees would feel most comfortable with? Mr. Neumeier commented that someone moving in to the Hastings School district in 2037 would not be contributing towards paying for that school. Mr. Pato explained that every project which could be modeled at 30 years was considered. The projects that were not, were the ones that had a shorter lifespan for the underlying asset. Mr. Radelescu-Banu estimated an amount that he feels would be needed per household to cover the gap in the operating budget, because teachers have to be hired for the new enrollment. He suggested adding that amount to what would be needed to cover the gap in the capital budget, seeing how comfortable we are, and working down from there. Maybe it means a 30% cut in the capital projects. Mr. Parker commented that cutting down the $210 million by 30% is in the ballpark of what he was thinking. He pointed out that the operating costs are going to stick with us after 30 years and not get any smaller. Ms. Coppe referred to the idea that when it hurts we will stop cutting back. She would maintain that we are hurting right now. Mr. Bartenstein doesn’t understand how it can cost almost as much to replace the HVAC at the High School as it costs to build a new Fire Station. Mr. Goddard explained that the cost on the Summit Meeting – November 12, 2015 High School is for a 210,000 square foot building and the fire station is estimated on a 28,000 square foot building. Mr. Hurley talked about how we might reduce the school projects by $35 million. Ms. Steigerwald had a handout from Mr. Goddard that would include information on what Mr. Hurley just said. Mr. Pato’s sense was that the detail is going to be helpful to give out but not for discussion tonight. Ms. Steigerwald does want people to know that the School Committee has a chart from Mr. Goddard that breaks down what are capacity driven, what are deferred maintenance, what are programs. Mr. Pato would like to review this in the meeting with the committee chairs tomorrow morning. Dr. Czajkowski pointed out that there is not only student growth, but students are coming to Lexington with very different needs than 10 to 20 years ago and requiring special services. If we start to say we have to cut back, we are not going to be able to provide the quality of programs and services that we offer. She wants to not only maintain programs, but to take Lexington to the next level. Ms. Hai would find it helpful to get a break down of what things address growing enrollment, current overcrowding, physical issues in the existing buildings that we have to do, and what are the things that while we are opening a wall it would be efficient for us to do it at the same time. The last category, Ms. Hai feels, are the kind of improvements that we cannot afford anymore. She would like to know what we absolutely need to have ready for the December 2, 2015 Special Town Meeting. Mr. Pato said that would be discussed in the meeting of the chairs plus one, tomorrow morning. Ms. Manz pointed out that the Town has to be aware that with a tax burden of this size we are going to be driving out those with moderate incomes and those who are retiring and can no longer afford the tax burden. We are going to be making an increased shift to a very specific demographic that can afford a very high tax burden on a very large house in order to pay for a Cadillac system of education. It has been a process that has been occurring over many years, but when we talk about any sort of income diversity in this town she thinks we need to recognize that with this kind of tax burden we are pretty much abandoning that goal or ideal. Ms. Colburn feels that it is the responsibility of this group to maintain the priorities of this town which is to maintain our strong education system. She supports creating senior housing and other approaches we can take to maintain diversity. Ms. Masterman spoke on behalf of families with no children, empty nesters, and families who have chosen to send their children to private school. She thinks that government is also here to keep families safe. She is concerned about taxpayer fatigue setting in when we are ready to do the Fire station and Police station. Summit Meeting – November 12, 2015 Ms. Steigerwald agrees that Police and Fire are equal priorities to the Schools and we do need diversity in the community. She also pointed out that the schools have been overcrowded for many years. What we can do to compromise is difficult to ask the School Committee when we are looking for more permanent solutions. If the group can give the School Committee a target or a ballpark figure that they can work towards it will help them make those value judgements. Mr. Pato will work with the chairs at the plus one meeting tomorrow on a process to get to a target figure. Mr. Alessandrini is asking for a number that the group is comfortable with. He believes that the middle school projects and the High School HVAC system are important projects. Tax payer burden will go up but the value of homes has increased because of the excellent school system. Mr. Kanter commented that he does not have a lower number until he knows what he is having to sacrifice and understands the impact. He believes that our citizens are going to want to see what the marginal items were. Ms. Hai also would like to see if changing any of the capital components has an impact on the operating costs, or is the operating impact based solely on head count. Mr. Levine appreciates the discussion about value engineering; he believes that process will take about 4-6 months, but it helps. He thinks that the group has to let the voters decide what they find acceptable; however, he would not put all the projects to the voters at the same time. Discussion: Possible Dates for Debt Exclusion Vote Mr. Pato reported that the proposed dates for a debt exclusion vote are March 29, April 5 and April 12, 2016. Set Date – Summit 3 Mr. Valente reported that the two dates we are looking at are December 9 or 10, 2015. Mr. Pato confirmed that the date would be December 9, 2015. Executive Session – Exemption 6 – Discussion Regarding Purchase of 20 Pelham Rd. Ms. Ciccolo recused herself from the executive session as her family owns property that directly abuts the Pelham Road property. Upon motion duly made and seconded, it was voted by roll call at 9:08 pm that the Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee go into Executive Session to consider the purchase, exchange, lease or value of real property, 20 Pelham Road. The Board of Selectmen and Capital Expenditures Committee voted to reconvene in Open Session only to adjourn. The Appropriation Committee and School Committee will Summit Meeting – November 12, 2015 return to Open Session. Further, the chairman declared that an open meeting may have a detrimental effect on the negotiating position of the Town. Documents Presented 5.FY2017 Revenue Projections 6.Financial Impact of Major Capital Projects FY2017-2021 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 Selectmen’s Meeting November 16, 2015 A meeting of the Board of Selectmen was held on Monday, November 16, 2015, at 6:00 p.m., in the Selectmen’s Meeting Room of the Town Office Building. Mr. Pato, Chairman, Mr. Kelley, Mr. Cohen, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk were present. Selectmen Concerns and Liaison Reports Mr. Pato asked for a moment of silence to think about the violence and horror from the attack in Paris and to remember the special connection the Town has to the residents of Antony. Town Manager Report Mr. Valente updated the residents on the status of the school projects. Currently the School Superintendent and Facilities Director are looking for opportunities to reduce the proposed projects or defer some of the projects. Tax Classification Presentation Members of the Board of Assessors (Mr. Johnson, Mr. Grant and Mr. Goblowski); Mr. Lent, Town Assessor; and Mr. Addelson, Assistant Manager of Finance presented information relating to the determination of the Fiscal Year 2016 tax rate. Mr. Addelson explained that at the November 23 Selectmen meeting a tax classification hearing is scheduled and then at the December 2 Selectmen meeting the Board must take four votes:  Establish a residential factor  Determine whether to adopt the Open Space Discount;  Determine whether to adopt the Residential Exemption and, if so, the percentage (up to 20 percent); and  Determine whether to adopt the Small Commercial Exemption. Mr. Johnson, Chair of the Board of Assessors, reviewed the following information:  Exhibit D: Preliminary/Unapproved Values by Class: FY2015 to FY2016;  Exhibit D-1: Tax Rate Shift Options and Property Comparisons;  Exhibit A: Alternative Tax Rate Scenarios for FY2016;  Exhibit B: Historical Levy Summary;  Exhibit C: History of Average Single Family Dwelling and Tax Burden – FY1992 to Present  Exhibit E: Tax Factors and Tax Rates – Comparable Commercial Communities and Contiguous Communities;  Exhibit F: Top 25 Communities by Total Assessed Value; Selectmen’s Meeting – November 16, 2015  Exhibit G: Tax Factors and Tax Rates for Aaa and AAA Rated Communities  Exhibit H: Residential Exemption: FY2016 Property Impact Analysis Proposal for a Skating Rink – Fletcher/Massachusetts Avenue Ms. O’Brien, Mr. Teague and Mr. Lucente, Lions Club, presented a proposal for an outdoor skating rink at the corner of Massachusetts Avenue and Fletcher Avenue. Last year they presented a proposal for a skating rink at the Muzzey condominiums but because of the weather were unable to get the rink built. This year they are suggesting the more central location and want to purchase a rink system. The proposed rink would be 100 feet by 85 feet and would be for skating only. No hockey sticks would be allowed. The rink would be set up for January and February and open only during daylight hours. They plan to do fundraising and donate the rink to the Town with help from the Lions. They will work on finding a location for storing the rink when not in use since the Public Facilities building does not have room. Mr. Valente wanted to make sure the Selectmen did not have any concerns about the proposed location. He will work with staff and Ms. O’Brien to clarify any issues. The Public Works will help with setup, but the daily maintenance will need to be done by volunteers. The consensus of the Selectmen is the skating rink is a great idea with some conditions that the Town Manager will work out. Historical Society Request – Support Letter to Build Archive Wing at Munroe Tavern. Ms. Bennett, Executive Director of the Lexington Historical Society, requested a letter of support for the Historical Society’s plan to build a small archives wing at the Munroe Tavern to house their growing archives and provide better public access. The support letter will be used for state grants they plan to apply for. The Historical Society is in the process of getting all the necessary Town approvals. Mr. Kanter, a member of the Capital Expenditures Committee, endorses the Historical Society’s application to the Community Preservation Committee requesting funds for archeological digging at Munroe Tavern. Ms. McKenna, as a member of the Tourism Committee, supports the Historical Society’s plans that will allow people to linger in Lexington more. The Tourism Committee had previously asked the Historical Society for permission to have a stop at the Munroe Tavern for the Liberty Ride; she asked that that request be given serious consideration again. Upon motion duly made and seconded, it was voted 5-0 to send a letter of support for the proposed project to build a dedicated Archives Center at the Munroe Center as requested by the Historical Society. Selectmen’s Meeting – November 16, 2015 Preliminary Review – FY2017 Capital Budget Requests Mr. Addelson, Assistant Town Manager of Finance, provided a summary list of the capital projects for FY2017 through FY2021. Staff is interested in what projects the Board has questions on or if they need additional information. The capital items will be included in the Department Budget Presentations. The Selectmen requested presentations on the following projects:  Muzzey Parking  Battle Green Master Plan  Community Center Enhancements  Public Parking Improvements  Antony Park Construction  Grain Mill Alley  Granite Forest at Lincoln Park  Lexington Public Schools/School Paving  Visitor Center Mr. Cohen stated that some of the capital projects will come out of the Community Preservation Act funds. He suggested that the Board review the list again after the Community Preservation Committee has voted on which projects they support for funding. Selectmen should let Mr. Addelson know if there are any further projects they would like further information on or a presentation. Ms. McKenna, Chair of the Tourism Committee, asked about the two Battle Green capital projects (Battle Green Master Plan – Phase 3 and Battle Green Streetscape Improvements) for FY2018 and why they are not on track to be funded with the Center Streetscape. She also feels that the Battle Green Master Plan needs to be integrated with the Visitor Center Project. Discussion of School District Building Projects There was no new information to discuss. Amend Charge for Historical Commission Mr. Valente explained that the Historical Commission, who is appointed by the Town Manager with the Selectmen approval, requested that their charge be amended by deleting the requirement that Commission members be Lexington residents. The request was prompted by a current member who is moving out of Town but has many years of experience and knowledge. The State statute does not require residency in the Town. Selectmen’s Meeting – November 16, 2015 Mr. Kelley is not comfortable with non-residents being members of Boards or Committees where the members hear citizens requests for demolition delay and other issues. Ms. Ciccolo suggested that the revised charge include language that a majority of members be Lexington residents. Mr. Cohen supports the request and feels the Selectmen do not have to support candidates the Town Manager brings forward if they are not Lexington residents. Ms. Barry supports the request. The Town Celebrations Committee had a similar problem and wanted to include members who want to be involved. Mr. Pato felt if the revised charge was not working it could be revised. Upon motion duly made and seconded, it was voted 4-1 (Mr. Kelley opposed) to amend the second paragraph of the Historical Commission charge to read: “Criteria for Membership: Professional qualifications in architecture, history or historical preservations with a sincere interest in the field and that a majority of the Commission be residents of the Town.” Approve Collective Bargaining Agreement – Lexington Municipal Employee Association (LMEA) Mr. Casey, Human Resources Director, explained that the Town and LMEA reached a two-year collective bargaining agreement for the period FY2016 to FY2017 that provides for:  A 2.5% cost of living adjustment in Fiscal Year 2016;  A 2.0% cost of living adjustment in Fiscal Year 2017;  Addition of the recently revised Parental Leave Act, M.G.L. Chapter 149 Section 105D;  Addition of the Small Necessities Leave Act, M.G.L. Chapter 149 Section 52D;  Clarification that clothing provided under this agreement is a working condition fringe benefit and therefore not subject to tax;  Clarification that tuition reimbursement provided under this agreement is a working condition fringe benefit and therefore not subject to tax;  Clarification that time granted from the sick leave bank is on a “rolling calendar” basis;  Clarification that new hires may use accrued vacation, sick and personal leave within their probationary period;  Clarification that retirees who return to Town service are excluded from the LMEA agreement;  Addition of the following new positions; Economic Development Coordinator and Building Supervisor – Community Center; Selectmen’s Meeting – November 16, 2015  Removal of position that have been moved into another bargaining unit or are considered non-represented: Assistant Assessor, Veteran’s Services Officer and Animal Control Officer.  Deletion of obsolete salary grades from the grandfathered salary table;  The establishment of a Labor/Management team to review expanding Town issued clothing to administrative staff; and  Addition of the position of Assistant Town Manager for Development in the compensatory leave article. Upon motion duly made and seconded, it was voted 4-0-1 (Ms. Barry abstained) to approve and authorize the Town Manager to sign the collective bargaining agreement between the Town and the Lexington Municipal Employee Associated for the period of FY2016 to FY2017. Selectmen Committee Appointment – Council for the Arts Upon motion duly made and seconded, it was voted 5-0 to appoint Faith Lin to the Council for the Arts for a term to expire September 30, 2017. Consent Commitments and Adjustments of Water and Sewer Charges Upon motion duly made and seconded, it was voted 5-0 to approve the following commitments and adjustments of water and sewer charges: Adjustments to Water/Sewer as recommended by WSAB ($420.00) Commitment of Water and Sewer September Final Bills $64,250.16 Commitment of Water and Sewer Cycle 9 Billing $271,467.60 Documents Presented 1.Revised Exhibit D-1: Town of Lexington – Tax Rate Shift Options & Property Comparisons for Tax Classification Presentation. Upon motion duly made and seconded, it was voted 5-0 to adjourn at 7:25 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting November 23, 2015 A meeting of the Board of Selectmen was held on Monday, November 23, 2015, at 6:00 p.m., in the Selectmen’s Meeting Room of the Town Office Building. Mr. Pato, Chairman, Mr. Kelley, Mr. Cohen, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk were present. Executive Session Upon motion duly made and seconded, it was voted 4-0 by roll call to go into executive session to consider the purchase, exchange, lease or value of real property, 20 Pelham Road, and to reconvene in open session. Further, the Chairman declared that an open meeting discussion may have a detrimental effect on the negotiating position of the Town. Ms. Ciccolo recused herself because her parents are abutters to the property in question. Polling Locations and Local Election Recommendations Ms. Rice, Town Clerk, presented a revised recommendation on polling locations in anticipation of the 2016 elections. In addition to addressing relocating polling locations, the Town Clerk also seeks to reaffirm the Board’s vote of October 6, 2008 to designate the Lexington High School as an alternate voting location in the event of an emergency. Upon motion duly made and seconded, it was voted 5-0 to:  Relocate Precinct 4 from the Bridge School to the Cary Memorial Building, 1605 Massachusetts Avenue;  Relocate Precinct 6 from the Diamond Middle School to the Cary Memorial Building, 1605 Massachusetts Avenue;  Relocate Precinct 3 from the Clarke Middle School to the Lexington Community Center, 39 Marrett Road; and  Designate the Lexington High School as an alternate voting location in the event of an emergency. Special Town Meeting Warrant – Board Positions The Selectmen will discuss this item later in the evening after the joint meeting. Update-Historic Preservation Restriction for Community Center Property Mr. Valente explained that the Lexington Historical Society has agreed to hold the Historic Preservation Restriction (HPR) for the Community Center property. The HPR is required because the property was purchased using Community Preservation Act funds. The Town Manager and Historical Society, with the assistance of Town Counsel, have been working on an HPR that is acceptable to the Town and Historical Society. The current draft addresses the previous suggestions raised by the Board of Selectmen at its meeting on September 21. Selectmen’s Meeting – November 23, 2015 The Executive Committee of the Historical Society has approved the proposed draft. If it is acceptable to the Selectmen the draft HPR will be sent to the Massachusetts Historical Commission (MHC) for approval. Once the MHC approval is received, it will be signed by the Historical Society. It will then be brought back to the Selectmen for approval to sign the document. The Selectmen had no questions or concerns on the proposed Historic Preservation Restriction for the Community Center Property. Town Manager’s Appointment – Recreation Committee Upon motion duly made and seconded, it was voted 5-0 to accept the Town Manager’s appointment of Jason Denoncourt to the Recreation Committee for a term to expire May 31, 2018. Selectmen Appointment – Town Report Committee Upon motion duly made and seconded, it was voted 5-0 to appoint Elaine Ashton to the Town Report Committee for a term to expire September 30, 2016. Consent Agenda Approve Town Manager Vacation Request Upon motion duly made and seconded, it was voted 5-0 to approve the Town Manager’s request for vacation from January 19-22, 2016. Use of the Battle Green – Minute Men History Exhibition 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 for a history exhibition on December 13 that includes marching, musket drills and firing the muskets. Message of Condolence to Antony Sister City Mr. Pato sent an email of sympathy and solidarity to Antony, France. Tax Classification Hearing Mr. Pato opened the Tax Classification hearing at 7:00 p.m. Mr. Addelson, Assistant Town Manager of Finance, reviewed Fiscal Year 2016 Tax Classification Packet and clarified revisions to Exhibits A that resulted in a change in percentages for certain classes of properties on Exhibit D. There were no questions from the public. Selectmen’s Meeting – November 23, 2015 Ms. Ciccolo asked whether an analysis has been done on the Small Commercial Exemption and how many businesses would qualify. Mr. Lent, Assessor, will look into. Mr. Pato stated that the Lexington Minuteman incorrectly stated that Lexington had enacted the Small Commercial Exemption, but it has not. The Board will consider it at the December 2 meeting. The hearing was closed at 7:12 p.m. The Board recessed at 7:13 p.m. to move to Battin Hall in the Cary Memorial Building for a joint meeting to begin at 7:30 p.m. with the Appropriation Committee, Capital Expenditures Committee and School Committee regarding the School Projects. At the completion of the joint meeting regarding the School Projects, the Selectmen returned to the Selectmen Meeting Room to continue with an executive session Executive Session – Exemption 6: Update on Pelham Road Property Upon motion duly made and seconded, the Board of Selectmen voted 4-0-1 (Ms. Ciccolo abstained) to go into executive session to consider the purchase, exchange, lease or value of real property, 20 Pelham Road, and to reconvene in open session. Further, the Chairman declared that an open meeting may have a detrimental effect on the negotiating position of the Town. Ms. Ciccolo recused herself from the executive session since her parent’s property abuts the Pelham Road property. Special Town Meeting Warrant 1 – Board Positions Based on conversations at the School Project Joint Meeting tonight, Article 3, Land Purchase and Improvements – 20 Pelham Road, and Article 4, Appropriate for Engineering Study – 20 Pelham Road, are not ready for the Selectmen to take positions. The Board discussed Article 2, Appropriate for School Facilities Capital Projects. Mr. Pato supports the article because it is essential for the process and design to proceed to meet the timeline. He is not comfortable with some of the details but feels the design will evolve over time. He had concerns about the heating system and felt the long-term use of the facility should not be compromised. He is also unhappy with the request for modulars at locations that are not suited for expansion. Ms. Ciccolo also supports the article and agrees it needs to move forward given the significant need to address capacity issues. The planning should continue to be refined. Selectmen’s Meeting – November 23, 2015 Mr. Kelley is pleased with how the schools and School Committee have worked hard to utilize existing space, which is a work in progress. Looking toward the future, he has difficulty investing in Clarke and should like to see the middle school population accommodated at Diamond because of the site challenges at Clarke. He supports appropriation for Article 2. Ms. Barry also supports Article 2. The Facilities Department and School Committee have done a huge amount of work to move the project forward. Mr. Cohen supports appropriating for planning money; he does not support appropriating for construction money at this time. The appropriation should be for the total amount requested and should not be broken down for specific projects. He does not agree with the decision not to lease the Minuteman Tech School space for the preschool; he is not sure a new preschool will be able to be built in the next three years because of other more important projects like the Fire Station. Ms. Rinaldi, 19 Garfield Street, asked the School Committee about their decision not to lease Minuteman and the response was they were not sure if there would be any support for a location for the preschool after the 3-year lease. Upon motion duly made and seconded, it was voted to adjourn at 9:50 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Joint Meeting – School Projects Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee November 23, 2015 A Joint Meeting on School Projects was held on Monday, November 23, 2015, at 7:30 p.m. in Battin Hall, Cary Memorial Building, 1605 Massachusetts Avenue. Mr. Pato, Chairman, Mr. Kelley, Mr. Cohen, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager; Mr. Addelson, Assistant Town Manager for Finance; Mr. Goddard, Public Facilities Director; and Ms. Pease, Executive Clerk, were present. Also Present: School Committee (SC) members: Ms. Steigerwald, Chair, Mr. Alessandrini, Ms. Coppe, and Ms. Crocker; Appropriation Committee (AC) members: Mr. Bartenstein, Ms. Colburn, Mr. Levine, Mr. Neumeier; Mr. Radulescu-Banu; Capital Expenditures Committee (CEC) members: Ms. Hai, Chair, Mr. Kanter, Ms. Manz and Mr. Cole. Report on School Projects from the School Committee Mr. Goddard presented the School Committee’s current recommendation for school projects: Middle Schools  Undertake renovation, site work and new brick and mortar construction at Diamond to relieve current overcrowding and to increase capacity for future enrollment growth as presented in 11/17/15 Option One plus $1.5 million for 2 additional classrooms;  Undertaken renovation, site-work, and new brick and mortar construction at Clarke to relieve current overcrowding and to increase capacity for future enrollment growth as presented in 11/17/15 Option One plus $1.5 million for 2 additional classrooms, and not relocate tennis courts, but add parking.  The project budget for two middle schools is $57 million which includes not removing classrooms, evaluating site work at Clarke to add parking and to not disturb the tennis courts, if feasible. Elementary and Lexington Children’s Place  New brick and mortar construction for a 30 classroom Hastings, with or without MSBA, with a project goal of $55 million.  Lease standard modular: 2 at Bridge, 2 at Bowman, and 2 at Fiske for use beginning the fall of 2016, for approximately $2.5 million.  Revoked authorization for Superintendent to enter into a 3-year lease with Minuteman Tech, and to retain the Lexington Children’s Plan pre-Kindergarten program at Harrington for short-term only, with over-capacity accommodated at Central Office, and to identify a permanent location for the program, with a future expense of approximately $10 million; End of Life Systems and Future Capacity Needs  Recommend replacement of both Diamond boiler and the LHS HVAC as soon as possible, and to ask the Permanent Building Committee for a system recommendation Joint Session – School Projects -- November 23, 2015 with some temperature control and partial cooling comparable to Bridge and Bowman systems, total of $22.5 million.  To recommend future renovations and a phased project at Lexington High School to add capacity to relieve current overcrowding and anticipated enrollment increases.  Recommend Selectmen pursue purchase of Pelham for potential future use to meet the needs of Lexington Public Schools, possible for LCP pre-kindergarten program, Central Office, future elementary use or other school purposes. He provided an overview of the proposed project. At the November 12 Summit meeting there was concern that the $172.5 million project would require a substantial increase by the taxpayers. It was agreed that staff would provide a prioritization of projects totaling $100 million with the emphasis on capacity for projected growing enrollment through September 2019. The Superintendent of Schools and Director of Public Facilities collaborated with the designers on Monday, November 16, regarding the $100 million proposed project. He reviewed Options 1 and 2 for the middle schools. The School Committee voted on Option 1 which reduces the $58 million to between $52 and $54 million. Enrollment in the elementary schools is projected to increase to 3188 students by September 2019. The new Hastings School, with 30 sections, is the primary means to provide capacity for growing enrollment. The schools will provide flexibility for one additional classroom at each school. A redistricting plan will be developed for five classrooms at Estabrook. The Lexington Children’s Place (LCP) program will continue to operate on Harrington campus. The renovation of the Pelham School, if acquired, will be deferred until after Hastings opens. Other capacity additions should be modular classrooms. Opportunities to “right-size” will be deferred until Hastings opens. Mr. Addelson provided a handout of the property tax impact that the proposed major capital projects would have to taxpayers between FY2017 to FY2021. The peak year would be FY2021 which would cost taxpayers an additional $1,000. Documents Presented 1. Financial Impact of Major Capital Projects – FY17-21, dated 11/23/15. Upon motion duly made and seconded, it was voted 5-0 to adjourn. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting - Budget Presentations November 30, 2015 A meeting of the Board of Selectmen was held on Monday, November 30, 2015 at 8:30 a.m. in the Selectmen Meeting Room, Town Office Building. Chairman Pato, Mr. Kelley, Mr. Cohen, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager and Ms. Pease, Executive Clerk, were present. FY2017 Budget Presentations Public Works Mr. Hadley, Director of Public Works; Mr. Pinsonneault, Manager of Operations; Mr. Livsey, Town Engineer; Mr. Valenti, Superintendent of Highways and Drains; and Mr. Beaudoin, Superintendent of Environmental Services presented the Department of Public Works FY2017 Budget Requests: Level Service Requests: DPW Administration $610,568; Town Engineering $770,059; Street Lighting $265,302; Highway $1,288,959; Road Machinery $705,225; Snow Removal $1,172,216; Parks $1,064,519; Forestry $432,454; Cemetery $343,085; Refuse Collection $811,056; Recycling $1,763,390; and Refuse Disposal $600,594. Total Level Service Budget: $9,827,427. Department Goals include: 1.Begin the American Public Works Association Re-Accreditation process. 2.Continue the stormwater initiatives in preparation for the new NPDES permit. 3.Support implementation of GIS. 4.Work with the Energy Conservation Committee and Sustainable Lexington Committee to improve energy efficiencies. Program Improvement Requests: Engineering: Senior Civil Engineer - $102,452; Highway: Pavement Markings - $120,000, Increase in Overtime Budget - $25,363, Electric Vehicle Charging Station Expense - $7,200; Parks: Increase in Overtime Budget - $25,363, Leaf Vacuum System - $15,000; Forestry: Disposal of Forestry Materials - $15,000; Cemetery: Disposal of Excavated Materials - $10,000, Landscape Maintenance - $5,000; Compost: Heavy Equipment Operator Part-time to Full-tie - $35,037; Disposal of Compost Tailings - $20,000; Water and Sewer: Disposal of Excavated Materials - $15,000. Total Program Improvement Requests - $395,414. FY2017 Capital Projects include: Center Streetscape Improvements $2,700,000; Equipment Replacement $908,000; Street Improvements $2,526,835; Storm Drainage Improvements and NPDES Compliance $340,000; Sanitary Sewer System Investigation and Improvements $1,000,000; Hydrant Replacement Program - $150,000; Pump Station Upgrades $800,000; Street Acceptance $200,000; Comprehensive Watershed Storm Water $390,000; Water Distribution System Improvements $2,500,000; Mass. Avenue – Three Intersections Improvement - $6,900,000; Sidewalk Improvement $800,000; Town-Wide Culvert Replacement $390,000; Town-Wide Signalization Improvements $125,000; Hartwell Avenue Compost Site Improvements $200,000; Westview Cemetery Building Assessment $270,000; Public Parking Lot Improvement Program $100,000; Minuteman Bikeway Wayfinding $120,000; Antony Park Budget Presentations – November 30, 2015 Construction $60,000; Cary Memorial Library Walkway Replacement $149,500; Munroe Center for the Arts Parking Lot $220,000; Pleasant Street Sidewalk $175,000; Staging for Special Events $60,000; and Pelham Road School Accessibility Analysis $150,000; . Total FY2016 Capital $17,022,959. Library Ms. Stembridge, Library Director, and Ms. Smith, Assistant Director, presented the Library FY2017 Budget Requests. Level Service Requests: General and Technical Services $444,747; Adult Library $1,443,969; and Children’s Library $563,935. Total Level Service Budget: $2,452,650. Program Improvement Request: Two Screen/Clickshare Combos for Technology Collaboration $7,003. Information Services Ms. Goodman, Director of Information Services, presented the Information Services FY2017 Budget Requests. Level Service Requests: IT Administration $1,829,781. Department Goals include: 1.Maintain stable and secure local area and wide area networks; 2.Improve network and services resiliency through installation of redundant network pathways and failover servers; 3.Expand wireless capability to additional municipal buildings; 4.Empower staff mobility and efficiency via new technology; 5.Reduce technology energy burden via ‘green’ initiatives; 6.Introduce VoIP to more buildings; 7.Develop GIS based improvements (including meeting new state GIS standards and delivering GIS on-line with improved function and information); 8.Provide quality and responsive IT support and services to all staff; 9.Provide on-going training and support to employees; 10.Create self service improvements for Town employees and residents (including on-line permitting, improved on-line document management and resources); 11.Update and support Town website capabilities for departments and users; 12.Identify, create and support ‘born digital’ paperless workflow and efficiencies; 13.Champion the creation of technology resources for effective project management; and 14.Through the use of technology, build a sustainable communications framework and develop methods for community engagement to meet organizational goals. FY2017 Capital Projects include: Replace Town Wide Phone System-Phase V $224,000; and Head End Equipment Replacement-Phase V $150,000. Budget Presentations – November 30, 2015 Town Clerk Ms. Rice, Town Clerk, presented the Town Clerk FY2016 Budget Requests. Level Service Requests: Town Clerk Administration $288,585; Board of Registrars $17,325; Elections $131,114; and Records Management $50,333. Total Level Service Budget $487,356. Department Goals include: 1.Continued development of coordinated Archives & Records Management Program. 2.Enhancement and further implementation of Laserfiche Document Imaging System for records retention, electronic retention and access, paperless electronic systems and Archives/Records portal. 3.Elections Administration – ongoing review of town/state/federal elections with statutory requirements to provide legal and accessible elections to Lexington voters while identifying potential building issues due to municipal and school building construction projects. 4.Commonwealth of Massachusetts Electronic Vital Records Systems for births and marriages. Program Improvement Request: Municipal Assistant – Additional Hours $24,123. FY2017 Capital Projects include: Election System Upgrade $81,000. Fire Captains Chisolm and Sencabaugh presented the Fire Department FY2017 Budget Requests. Level Service Requests: Fire Administration $435,416; Fire Prevention $228,213; Fire Suppression $5,586,626; Emergency Medical Services $159,500; Emergency Management $6,000; Total Level Service Budget: $6,425,755. Program Improvement Request: Ambulance staffing (2 full time positions) $172,457. Department Goals: 1.Identify suitable location for a new fire headquarters; 2.Continue steps to implement new public safety software; and 3.Increase fire safety education to our seniors. FY2017 Capital Projects include: Ladder Truck Replacement $875,000; Public Safety Radio Stabilization $90,000 and Fire Headquarter Exercise Room $80,000. Total FY2017 Capital Projects: $1,055,000. Police Captains McLean and Mazerall presented the FY2017 Police Budget. Level services requests: Police Administration $1,350,283; Patrol & Enforcement $3,455,592; Traffic Bureau $382,560; Investigations $747,150; Dispatch $631,030; Animal Control $58,600; and Crossing Guards $149,329. Total Level Services Budget: $6,774,543. Budget Presentations – November 30, 2015 Department Goals: 1.Assist the Board of Selectmen with planning, budgeting and constructing a new police station and improvements to Hartwell Avenue outdoor firing range; 2.Review and realign current staffing to meet current trends in call volume and traffic/pedestrian/bicycle safety initiatives; and 3.Identify a Police/Fire/Emergency Dispatching software suitable for Town needs from 2015-2030. Human Services Ms. Rodgers, Human Services Director; Ms. Axtell, Assistant Director of Senior Services, Ms. Demirev, Youth and Family Social Worker; Ms. Rada, Veterans Services Director; and Ms. Rebecchi, Transportation Manager; presented the FY2017 Human Services Budget Requests. Level Services Requests: Administration $216,199; Community Programs $141,850; Veterans’ Services $241,808; Youth and Family Services $122,259; Senior Services $193,451; Transportation Services $589,361. Total Level Service Budget $1,504,928. Program Improvement Requests: Real-time GPS Tracking Service $4,920. Departmental Goals: 1.Completion of move to new multigenerational community center located at 39 Marrett Road anticipated by Spring 2015. Focus of initial few months of operation include developing best practices of operation and safety. 2.In collaboration with other Town and School departments and community boards and committees, will continue to address the concerns and needs of families facing financial hardship and/or homelessness. 3.Continued analysis of the effectiveness of the Town’s transportation programs, gathering data to evaluate the effectiveness of the new GPS systems installed on all Lexpress buses in FY2015. 4.Increase community awareness of the services and programs available to residents of all ages, including veterans and their families. Executive Session The Executive Session was rescheduled to the meeting on Friday, December 4, 2015. Upon motion duly made and seconded, it was voted 5-0 to adjourn at 11:15 a.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting November 30, 2015 A regular meeting of the Board of Selectmen was held on Monday, November 30, 2015, at 7:00 p.m. in the Selectmen Meeting Room of the Town Office Building. Chairman Pato, Mr. Kelley, Mr. Cohen, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager; and Ms. Chabot, Assistant to the Executive Clerk, were present. Public Comment Ms. McKenna, chairman of the Tourism Committee, wanted to let the Board know that the William Diamond Junior Fife and Drum Corps will be performing at the Holiday Open House at the State House in Boston on December 1, 2015. The Lexington Minute Men will be there as well. Selectmen Concerns and Liaison Reports Ms. Barry extended thanks to all who were involved in the holiday lighting in the Center on Friday, November 27, 2015. It was a great night and very well attended. Town Manager Report Mr. Valente reported that Ms. McKenna, chairman of the Tourism Committee, will be receiving the Thomas F. McKay Tourism Leadership Award at the Greater Merrimack Valley Convention and Visitors Bureau annual breakfast on December 2, 2015. MassDOT Video / Lexington High School Student Winners Ms. Ciccolo explained that at MassDOT’s annual Moving Together Conference earlier this month, two Lexington High School Seniors were honored for winning the grand prize award in the Safe Streets / Smart Trips high school video contest. The students, Lilly Ryll and Katrina Chaput, are here tonight so that we can show their impressive video and acknowledge their achievement. Before showing the video, Ms. Ciccolo went on to explain that this is a statewide competition that aims to encourage kids to help educate and promote safe walking, biking and driving behaviors. At the conference, the students were invited up on stage to be honored by the Secretary of Transportation. Center Streetscape Presentation Mr. Pato explained that the presentation is a response to questions that the Board posed to the Town Engineers and Consulting Engineers with respect to aspects of the intersection at Mass Ave and Woburn St. The presentation would be in three major sections: responses to Board questions, process for making decision and plan for public outreach. Most of the evening is devoted to the Board; however, Mr. Pato will open it up to limited, short public comment. Selectmen’s Meeting – November 30, 2015 Mr. Livsey, Town Engineer explained that a few months ago the Selectmen had a list of questions that they posed to the engineers, some of which took some research. He introduced Mr. Ho, Vice President, BETA Group and Mr. Wasielewski, Project Manager, BETA Group who would present information to answer those questions. Before getting in to the presentation, Mr. Ho gave a brief update of the meeting with the Historic Districts Commission (HDC) on November 17, 2015. The purpose of the meeting was to present information and get comments. There is more work to be done and meetings with the various groups in town, but Mr. Ho feels that things are heading in the right direction, and moving forward. Mr. Kelley attended the meeting with the HDC. His perception was that there is a great deal of detail under consideration that is still of concern. People clearly expressed that they are not in favor of traffic lights at either end of the Center. The idea of a roundabout near the Battle Green was not well received. Beyond that, progress has been made, but there are many different opinions about the design elements on the Avenue. Turning to the presentation, Mr. Ho explained that the focus would be to respond to questions related to the intersection of Mass Ave and Woburn Street. Addressing those questions he explained that in lieu of traffic lights, it would be feasible to add the rectangular rapid flashing beacon (RRFB) at the Police Station, Bike path and Muzzey School crosswalks. If someone wants to cross, they push the button, and a very bright strobe light flashes. Mr. Ho has not heard any complaints because of brightness of lights or that they are not effective. If a full traffic signal is installed at the intersection of Mass Ave and Woburn St., Mr. Ho would not recommend installing the RRFB at the Police Station and Muzzey school crosswalks because it would be too close to the traffic light. The cost is about $30,000 per crosswalk, which would be for a hard wired system. Mr. Ho reported that there would be little benefit to adding a left turn restriction at Winthrop St and Mass Ave, because the data on traffic volume shows only 5-10 cars, depending on the time of day, that make a left turn. Continuing to respond to questions, Mr. Ho explained that the cost of just the traffic signals is approximately $150,000 to $200,000 versus the projected cost of the entire streetscape project which is approximately $8 million. The data that BETA used which suggested that a traffic signal was called for is volume and crash data collected in 2013-2015, MUTCD Warrants, Pedestrian and Bicycle Data, and special events observations. We are continuing to examine the neighborhood impact of cut through traffic and another consultant (VHB) was hired specifically to look at this. A no right turn lane on Mass Ave at Waltham St. can be tested. The Battle Green project can be advanced with direction from the Board. If a roundabout was installed at the Woburn St intersection it would be about 20 feet from the Russell Square Condos. Speed limits in the Center are regulated by the MassDOT. MBTA bus stop locations are under MBTA jurisdiction. The estimated cost for undergrounding poles from Lexx Restaurant to the Woburn St intersection is approximately $2 million. A summary of the delay times and queue lengths at the Woburn St intersection was presented. Selectmen’s Meeting – November 30, 2015 In response to Mr. Kelley’s question, Mr. Livsey explained that the volumes are a fair amount higher at the Woburn Street intersection and that is why a 2 lane roundabout would be recommended. Mr. Pato pointed out that the current posted speed limit in the Center is 25 miles per hour. Mr. Ho would not recommend a crosswalk at the intersection of Woburn Street and Mass Ave in the absence of a traffic signal. Mr. Wasielewski does not believe that bicycle safety would be improved at this intersection without a traffic signal. Mr. Kelley repeated his opposition to a traffic signal at this intersection. He asked that the Woburn St intersection be shown on the A/V screen to talk about low tech opportunities to improve safety for pedestrians. Mr. Kelley asked that a slide of a stencil be shown from an intersection in Camden, ME which says “Stop, Wait, and Wave.” In response to Ms. Barry’s question about neighborhood cut through traffic, Mr. Livsey reported that the consultant, VHB, is looking at the Slocum side and Fletcher and Grant St. Ms. Ciccolo asked if we choose the traffic light option, why can’t we modify the light time in the morning to improve the delay for the Woburn Street approach. Mr. Wasielewski explained that it could be done at the expense of the other approaches if it was decided that the Woburn St approach was the priority. Ms. Ciccolo is also concerned about the proximity of the bike path to this intersection. Mr. Wasielewski suggested that the RRFB might be a good option. Mr. Cohen thinks that a left turn out of Winthrop Street is very dangerous during peak hours. He also agrees that roundabouts have great appeal, but doesn’t see how a roundabout could work at the Woburn Street intersection and is against the taking of the land. A proposed roundabout at Bedford St and Harrington Rd that involves taking any of the Battle Green cannot happen. Mr. Pato agrees with Mr. Cohen that we cannot take an inch of the ground of the Battle Green. He compared the intersection at Harrington Rd and the one at Woburn St and added that he wants to make sure that the solution we bring forward provides for better safety for bicyclists and pedestrians. Ms. Ciccolo asked if the RRFB is considered in the three different locations, could the length of the crossing be shortened. Mr. Ho will look in to it. Mr. Pato wants to make sure we are on track for bringing this back to the Annual Town Meeting in the spring. The Board indicated to Mr. Pato that they were interested in hearing Public Comment. Alice Meade, Meriam St, asked about “shrinking the donut hole” in the proposed roundabout at Woburn St. Mr. Wasielewski explained that by making the circle smaller, it would be too Selectmen’s Meeting – November 30, 2015 crowded, the approaches would be too close together and you would have turning vehicles crossing circulating vehicles. Tom Fortmann, 5 Harrington Rd, has been learning about roundabouts and feels that they are far superior to signals in virtually every way. At the five intersections under discussions we were told that a small one lane roundabout couldn’t be done. Mr. Kelley hired a traffic engineer and we recently engaged another one, they have analyzed two, Pleasant St and Maple St and determined that it would be very feasible for a small roundabout and it would work very well. The Selectmen have an additional consultant and we are waiting to hear what they say. Mr. Fortmann thinks it would work at the other intersections as well. Bob Tangle, Fairland St., commented that crossing the street at night in the Center is difficult for cyclists and pedestrians. He asked what considerations in terms of lighting design are offered in the Center. Mr. Pato responded that there will be a meeting on the broader project; tonight is focused on the intersection. Sean O’Brien, 1454 Mass Ave, finds the crash data confusing. He asked what the baseline is for the current profile of the intersection. Can the engineers comment on how much it is going to improve? John Flynn, 1 Hunt Rd, commented that the engineers need to analyze the crash data and not just put it in front of us. To what degree from that point do the signals give us safety improvement? Dawn McKenna, 9 Hancock St, commented that we need to find the right balance between safety and all the other things that people are concerned about. She would suggest trying out various options with traffic cones at the Bedford St and Harrington Rd intersection. Jean Ritchie, 1445 Mass Ave, wanted to know if there was any information on whether the pedestrian was crossing in the crosswalk or someplace else when the accident occurred. She commented that there can be improvements without traffic lights. Molly Birdman, 9 Tavern Lane, is intrigued by the flashing system with strobe lights and would like to know the comparison of safety with traffic lights. Mr. Cohen commented that it is important for us to come to some sort of consensus in time for the Annual Town Meeting. Mr. Pato agrees. Mr. Kelley suggested trying to advance key pieces of the project. He supports the undergrounding of telephone poles from Lexx Restaurant to Woburn St. and improving the surface on sidewalks and the road. Ms. Ciccolo agrees with bringing back the beautification elements to the community in January. With regard to the phasing of the project, she would like to hear from the engineering department. She is not in favor of undergrounding the wires at $2 million. Ms. Barry would like to see more detailed information on what the true cost of underground wires would be. In response to Ms. Barry’s questions, Mr. Livsey explained that Selectmen’s Meeting – November 30, 2015 the main reason for starting at the east end of the project was because of the condition of the road. Mr. Pato is not in favor of spending $2 million for the undergrounding of wires in this section. Mr. Cohen would like to see the cost in more detail. The Selectmen will discuss a date for a public hearing in January, to which the HDC will be invited, at their meeting on Friday morning, December 4, 2015. Ms. McKenna, chair of Tourism Committee, asked the Selectmen to clarify at what point the Board will make a decision to include the Battle Green Master Plan project in to alignment with the Center Streetscape project so that they can give the engineers direction. Mr. Livsey needs direction from the Board on the Harrington Rd intersection. Mr. Pato took Ms. McKenna’s question under advisement and will bring it for discussion at a later time. Upon motion duly made and seconded, it was voted 5-0 to adjourn at 9:15 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk