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HomeMy WebLinkAbout2015-12-BOS-min Selectmen’s Meeting December 2, 2015 A regular meeting of the Board of Selectmen was held on Wednesday, December 2, 2015, at 6:00 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. Selectmen Concerns and Liaison Reports Mr. Pato corrected a statement of fact he made at the November 30, 2015 meeting in citing a statistic on bicycle crashes at the intersection of Mass. Ave. and Woburn St. He stated that “this intersection in Lexington Center has the highest pedestrian and bicycle injury rate throughout the Center.” This was correct, but a little later in the same question exchange he stated that “this intersection is listed in the State databases as being, I think, the worst – certainly the worst inside Rtes. 128 or 495, but I think the worst in the State with respect to bicycle safety.” This second statement was wrong. The intersection is part of the State’s HSIP Bicycle Cluster list (HSIP is the MassDOT Highway Safety Improvement Program list of the top 5% of crash clusters.) Most of the other clusters on the list represent areas larger than a single intersection – for example, the stretch of Mass. Ave. from Waltham St. to Harrington Rd. is the second Lexington cluster on that list, and many others are even larger and/or occur in urban areas. Liquor Hearing – New Wine and Malt License – 1733 Mass. Avenue Mr. Brodigan, attorney representing Old Lexington Restaurant, Inc. d/b/a/ Mario’s, Mr. Karas Manager for American Foods, and Mr. Hodgson, the proposed Manager for Mario’s were present to answer questions. Mr. Pato opened the hearing at 6:02 p.m. regarding a request for a new Wine and Malt liquor license at 1733 Mass. Ave. Mr. Brodigan presented the request. The Selectmen were supportive of the request. There were no public comments. Upon motion duly made and seconded, it was voted 5-0 to approve the application for a new wine and malt liquor license and to issue a wine and malt restaurant liquor license to Mario’s, 1733 Massachusetts Avenue. Citizens’ Academy Graduation Ms. Goodwin, Management Fellow, explained that the Lexington Citizens’ Academy is a 10 week program where residents meet once a week to learn about local government and the role each department plays in serving the public. This year 30 residents participated. Selectmen’s Meeting – December 2, 2015 The Selectmen thanked the residents for participating and commented that the Citizens’ Academy is one of the best first steps in getting involved. Ms. Barry asked the group about how the Board can improve communication. Mr. Kelley asked the group to consider joining a committee. Mr. Whitman, a 30 year resident of Lexington, suggested that the Town focus more on communicating with residents through social media as a way to get younger people involved. As a veterans’ service officer for the Veterans of Foreign Wars, Mr. Whitman invited the Board to attend a veterans meeting, held the first Friday of every month at the VFW, to meet the veterans and find out what their issues are. Mr. Finch, a 25 year resident, has some organizational thoughts regarding the Police Department. Mrs. Levitt, a 2 year resident, thinks it would be great if somehow the High School students could get connected to the Citizens’ Academy. Approve FY16 Property Tax Rate Mr. Addelson, Assistant Town Manager for Finance, joined by the Board of Assessors, Mr. Johnson, Mr. Grant and Mr. Groblewski as well as Mr. Lent, Director of Assessing, explained that this is the third of three meetings on setting the Fiscal Year 2016 Tax Rate. As described in the memorandum from the Board of Assessors, Massachusetts General Laws requires the Board of Selectmen to vote to establish a residential factor and to determine whether or not to adopt the open space discount, the residential exemption, and the small commercial exemption. Upon motion duly made and seconded, it was voted 5-0 to establish a residential factor of 1.75 for the FY16 tax rate. Upon motion duly made and seconded, it was voted 5-0 to not adopt the Open Space discount. Upon motion duly made and seconded, it was voted 5-0 to not adopt the Residential Exemption. Upon motion duly made and seconded, it was voted 5-0 to not adopt the Small Commercial Exemption. Release of Design Funds – School Capital Facility Plan Mr. Goddard, Director of Public Facilities, explained that on December 1, 2015 the School Committee unanimously recommended that the Board of Selectmen release additional funds from the March 2015 Special Town Meeting for multiple school projects. The intent of this release is to continue the work on Clarke and Diamond construction documents critical to maintain the schedule for a potential construction start date of late April. The recommendation also includes beginning architectural work on supplying up to 6 modular classrooms at elementary schools. The amount requested is $427,170 (Diamond $239,539; Clarke $102,740; and modular classrooms $84,891) In addition, the School Committee voted to request that the Selectmen release $28,000, previously released to evaluate converting the Harrington space Selectmen’s Meeting – December 2, 2015 currently used by the pre-K program, and to instead use the funds to evaluate Old Harrington for use by the pre-K program. Upon motion duly made and seconded, it was voted 5-0 to release $427,170 in design funds from the March 2015 Special Town Meeting – Article 2 appropriation of $4,080,000, said funds to be used for proposed additions to the Clarke and Diamond Middle schools and modular classrooms for Elementary Schools. Upon motion duly made and seconded, it was voted 5-0 to authorize the previously released amount of $28,000, no longer needed to evaluate the Harrington School – Lexington Children’s Place (LCP) space for renovations, to be used instead to evaluate changes at the Central Administration Building for use by the LCP. Special Town Meeting Warrant 1 – Board Positions Mr. Pato explained that the Board took their positions on Article 2- Appropriate for School Facilities Capital Projects at the last meeting. No members of the Board had any discussion or issue with their previous position to unanimously support Article 2. Ms. Ciccolo recused herself for the discussion on Article 3 – Land Purchase and Improvements – 20 Pelham Road and Article 4 – Appropriate for Engineering Study – 20 Pelham Road and left the meeting room. The rest of the Board unanimously supported Indefinitely Postponing Article 3 and supported Article 4. Mr. Cohen and Mr. Kelley left the meeting at 6:30 p.m. to attend a meeting of Selectmen in Weston regarding the MSBA project at Minuteman Regional High School. Approve and Sign CPA Grant Agreement – First Parish Church Mr. Valente explained that the 2015 Annual Town Meeting approved the appropriation of $40,000 in Community Preservation Act Funds for the First Parish to undertake an historic structure assessment report of the First Parish building. The Board had before them an agreement between the Town and the First Parish Church which provides the requirements of this grand award. Mr. Pato saw no questions from the Board or the audience and observed that neither Mr. Cohen nor Mr. Kelley had any objections to this agreement. Upon motion duly made and seconded, it was voted 3-0 to approve and sign the Grant Agreement between the Town of Lexington and the First Parish Church, to provide $40,000 in Community Preservation Act funds to undertake an historic structure assessment and report of the First Parish building. Selectmen’s Meeting – December 2, 2015 Selectmen Committee Appointments Lexington Housing Assistance Board Upon motion duly made and seconded, it was voted 3-0 to appoint Donna Leary to the Lexington Housing Assistance Board for a term to expire May 31, 2017. Upon motion duly made and seconded, it was voted 3-0 to appoint Robert Phelan to the Lexington Housing Assistance Board for a term to expire May 31, 2018. Upon motion duly made and seconded, it was voted 3-0 to appoint Henry Liu to the Lexington Housing Assistance Board for a term to expire May 31, 2016. Transportation Advisory Committee Upon motion duly made and seconded, it was voted 3-0 to appoint Craig Weeks to the Transportation Advisory Committee to fill the unexpired term of Peter Levy until September 30, 2016. Entertainment License – Inn at Hastings Park Upon motion duly made and seconded, it was voted 3-0 to approve the request of the Inn at Hastings Park for an Entertainment License for live music on New Year’s Eve until 1:00 am on January 1, 2016. Consent Commitments of Water & Sewer Charges Upon motion duly made and seconded, it was voted 3-0 to approve the following Water and Sewer commitments. Commitment of Water charges July 2015 Cycle 9 supplemental billing $195,914.92 Commitment of Water and Sewer charges September 2015 Cycle 9 $346,129.81 Commitment of Water and Sewer charges October 2015 Final $15,037.14 Letter to Legislators Regarding Helping Refugees Upon motion duly made and seconded, it was voted 3-0 to approve sending the proposed letter from the Lexington Selectmen to the Legislature regarding helping Syrian refugees. Use of Battle Green/Walk – Martin Luther King Day Upon motion duly made and seconded, it was voted 3-0 to approve the request of the Town Celebrations Committee / MLK Day Subcommittee for the MLK Day Commemoration that includes use of the Battle Green and walk along Massachusetts Avenue to the Cary Memorial Building. Selectmen’s Meeting – December 2, 2015 Approve Selectmen Minutes and Executive Session Minutes Upon motion duly made and seconded it was voted to approve, with non-substantive changes, the minutes of the August 31, 2015, September 9, 2015, September 16, 2015, September 21, 2015 and the Executive Session minutes of the September 9, 2015, September 16, 2015, October 5, 2015, October 19, 2015 and October 28, 2015 Selectmen’s meetings. Upon motion duly made and seconded, it was voted 3-0 to adjourn at 6:45 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen’s Meeting - Budget Presentations December 4, 2015 A meeting of the Board of Selectmen was held on Friday, December 4, 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 Facilities Mr. Goddard, Public Facilities Director and Mr. Newell, Assistant Director of Public Facilities presented the FY2017 Public Facilities Budget. Level Service Requests: Education Facilities $7,343,998; Municipal Facilities $1,919,262 and Shared Facilities $1,209,616. Total Level Service Budget: $10,472,877. Departmental Goals include: 1.Support the operation of the Community Center. 2.Support the School Master Plan. 3.Implement other priority projects. Program Improvement Request: None. Capital Requests for FY2017: 1.Townwide Roofing Program - $176,400 2.School Building Envelopes and Systems Program - $215,000 3.LHS Heating Systems Upgrade - $186,000 4.Municipal Building Envelopes and Systems - $187,329 5.Building Flooring Program - $150,000 6.School Paving Program - $153,750 7.Public Facilities Bid Documents - $100,000 8.Visitor Center - $2,080,298 9.Hastings School Renovation/Replacement - $1,500,000 10.Community Center Enhancements - $75,000 11.School Traffic Safety Improvements - $228,800 12.Security Camera Upgrade to Digital from Analog - $49,500 13.Public Facilities Mechanical/Electrical System Replacements - $423,500 14.Lexington Public School Educational Capacity Increase - $3,267,000 15.Munroe School Roof - $298,000 16.LHS Security Evaluation and Upgrade - $25,000 17.LHS Guidance Space Mining - $151,800 18.LHS Nurse Office and Treatment Space - $178,000 19.Building Resiliency Plan - $50,000 20.LHS Fitness Center/Athletic Training Floor - $41,220 21.LHS Visual Arts Sinks - $32,729 22.Harrington Cafeteria Sink - $20,000 Budget Presentations – December 4, 2015 23.Munroe School Window Study - $30,000 24.Hastings Elementary Window Air Conditioning - $74,650 Recreation and Community Programs Ms. Simmons, Director of Recreation and Community Programs; Ms. Butts, Community Center Director; and Mr. Coleman, Assistant Director of Recreation and Mr. Radicioni, Supervisor of Recreation, presented the Recreation and Community Center Programs FY2017 Budget Requests. Level Service Requests: Recreation $1,357,054; Pine Meadows $541,475; Community Center $707,558 and Indirect Costs $245,420. Total Level Service Budget $2,854,507. Department Goals: 1.Continue to implement a comprehensive Community Center Program; 2.Provide a comprehensive, ongoing training program for all staff and volunteers at the Community Center; 3.Continued Implementation of the Recreation Strategic Plan; 4.Manage Active Recreation Construction Projects: projects pending approval for FY2017 funding; Lincoln Park Field #3 synthetic turf replacement; Lincoln Park softball field renovation; Marvin and Sutherland Basketball Courts resurfacing; and Marvin park playground replacement 5.Complete an ADA accessibility study and develop a transition plan to be incorporated in future Recreation capital improvements Program Improvement Request: Community Center Clerk Part-time to Full-time $35,645. Capital Projects: Park and Playground Improvements - $75,000; Town Pool Renovation $166,000; Park Improvements – Athletic Fields $120,000; Park Improvements – Hard Court Resurfacing $61,000; and Granite Forest at Lincoln Park $30,000. Town Manager/Human Resources Ms. Goodwin, Management Intern, and Ms. Casey, Human Resources Director, presented the Town Manager’s Office FY2017 Budget Requests. Level Service Requests: Organizational Direction and Administration $531,028 and Human Resources $278,121. Total Level Service Budget $809,149. Department Goals include: 1.Continue to work on internal controls by revising existing policies and developing new policies that may be necessary to ensure the protection of assets that are vulnerable to abuse. 2.Continue the work of the Technology Committee and identify ways to best use technology to meet both the internal needs of the organization as well as the needs of residents and customers. Budget Presentations – December 4, 2015 3.Develop organizational sustainability by passing on institutional knowledge, engaging mid-level managers in organization decision-making and selecting and training qualified individuals. It is anticipated in FY17 that we will be recruiting for 4-6 Senior Manager positions. 4.Work to ensure that municipal services address the needs of Lexington’s culturally diverse community. 5.Expand public communications by developing a comprehensive and coordinated plan for engaging the community. Program Improvement Requests: Administrative Assistant $69,067; and Classification and Compensation Study $20,000. Town Committees Ms. Goodwin, Management Intern, presented the Town Committees FY2017 Budget Requests. Level Service Requests: Financial Committees $8,000; Miscellaneous Boards and Committees $4,500; and Town Celebrations $38,000. Total Level Service Budget $50,500. Program Improvement Request: Martin Luther King Celebration Expense $1,000. Finance Mr. Addelson, Assistant Town Manager for Finance, Mr. Lent, Assessor; and Mr. Arnold, Treasurer, presented the Finance FY2017 Budget Requests. Level Service Requests: Comptroller $692,756; Treasurer/Collector $387,106; Assessing $725,406; and Utility Billing $77,503. Total Level Service Budget $1,882,774. Department Goals include: 1.Assessing: a.Administer a 6-year cyclical annual inspection program for interior and exterior inspection and comply with requirements of the DOR pertaining to the FY2018 triennial recertification of values; b.Develop a protocol for regular data entry of permits and deeds into Vision to mitigate backlogs; c.Embark on cross-training program among Assessing Department employees to promote staff capacity at all times, possibly including reorganizing staff functions; and d.Activate GIS functionality in Vision software and train staff in its use. 2.Comptroller: a.Implement general billing for miscellaneous receivables. 3.Treasurer/Collector: a.Bid Bill Printing services; and b.Develop tax foreclosure policy recommendations. Budget Presentations – December 4, 2015 Program Improvement Requests: Administrative Assistant (Assessor) $60,805; Tax Title Foreclosure Services (Treasurer) $10,150; Fixed Asset Software (Comptroller) $2,385; and Scanning Service (Comptroller) $20,000. Board of Selectmen Ms. Pease, Executive Clerk, reviewed the FY2017 Budget Requests. Level Service Requests: Selectmen’s Office $250,749; Legal $410,000; Town Report $13,500; PEG Access $550,146. Total Level Service Budget: $1,224,394. Future Meetings A Center Streetscape Public Meeting to discuss non-intersection aspects of the project will be scheduled for January 12, with a snow day of January 19. The next Summit Meeting will be January 14. Special Town Meeting Warrant 1 – Board Positions The Board did not take any positions on articles. Articles will be presented by the following at the Special Town Meeting on December 7, 2015: Mr. Pato, Article 2 – Appropriate for School Facilities Capital Projects Ms. Barry, Article 3 – Land Purchase and Improvements, 20 Pelham Road (article will be indefinitely postponed) Mr. Kelley, Article 4 – Appropriate for Engineering Study, 20 Pelham Road Mr. Pato will provide a draft speech for Article 2 to the Selectmen for review at the next meeting. Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call to go into executive session to discuss strategy with respect to collective bargaining related to the Custodian’s Union and DPW Union and 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 discussion may have a detrimental effect on the bargaining and negotiating position of the Town. Upon motion duly made and seconded, it was voted to adjourn at 12:22 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting - Budget Presentations December 7, 2015 A meeting of the Board of Selectmen was held on Monday, December 7, 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 Water Enterprise Mr. Hadley, Public Works Director, and Mr. Pecora, Superintendent of Water and Sewer, presented the FY2017 Water Enterprise Budget Requests: Water Operations $2,336,611; MWRA $7,364,658; Indirects $925,572. Total Water Enterprise Budget $10,626,841. Department Goals include: continue with the Hydrant Maintenance Program; continue seeking out the last 2 percent of meters that have not been changed out; implement a backflow/cross connection program; reduce the amount of Pit Meters in Town and change out the manual reads on the ones that cannot be eliminated; continue to update all the water connection “paper tie cards” for GIS implementation; and begin the reaccreditation process with the American Public Works Association. Sewer Enterprise Mr. Hadley, Public Works Director; and Mr. Pecora, Superintendent of Water and Sewer presented the FY2017 Sewer Enterprise Budget Requests: Sewer Enterprise $1,868,449; MWRA $7,745,557; Indirects $492,705. Total Sewer Enterprise Budget $10,106,711. Department Goals include: continue the pipe flushing program and root removal in all areas; continue to educate the public as to the costs and problems created by Inflow and Infiltration; and begin the reaccreditation process through the American Public Works Association. Program Improvement Request: Disposal of Excavated Material $15,000. Office of Land Use, Inspectional Services and Economic Development Ms. Kowalski, Assistant Town Manager for Development; Mr. Lonardo, Building Commissioner; Ms. Tintocalis, Economic Development Director; Mr. Henry, Planning Director; Mr. Cody, Health Director; and Ms. Rainville, Office Manager, presented the FY2017 Office of Land Use, Inspectional Services and Economic Development Budget Requests: Building and Zoning $582,454; Administration $416,277; Conservation $234,103; Health $304,457; Planning $355,097; Economic Development $757,247. Total Level Service Budget $2,649,634. Program Improvement Requests: Updated State Building Code Books (Building & Zoning) $2,900; New Conservation Truck $23,000; Conservation Tractor Implements $1,700; Comprehensive Plan Update (Planning) $150,000; Visitor Center Part-Time Assistant Manager $18,525. Total Program Improvement Requests $196,125. Budget Presentations – December 7, 2015 Building and Zoning Goals: 1.Implement transition from Eighth Edition of the Massachusetts State Building Code to the Ninth Edition. To include training for local contractors to highlight changes in the new code. 2.Continue to develop initiatives to stream line the permitting process. By shortening the turnaround time for processing permit, customer satisfaction is increased. 3.View Permit will be implemented for zoning request to aid in tracking those permits. This will allow better implementation of said permits. Working in conjunction with the Planning Department, the Town’s zoning bylaw will be amended to help eliminate any confusion or misinterpretations within the bylaw. Administration Goals: 1.Transition/delegation of certain land and development-related tasks from the Town Manager to the Assistant Town Manager for Development. 2.Improve public information on permitting requirements and procedures for prospective business owners and commercial tenants. 3.Increase efficiency in providing administrative support to boards and committees. 4.Continue to effect the transition of the departments into the new Office of Land Use, Inspectional Services, and Economic Development. Conservation Goals: 1.Continue to implement the Laserfiche Document Imaging Software for conservation records, including converting historical records to digital format and migrating into software. 2.Implement the conservation module of the View Permit Software to provide a comprehensive electronic permit management and tracking system. 3.Implement the numerous conservation land management projects, including meadows preservation, Lower Vine Brook Path reconstruction, Parker Meadow ADA Trail Design, Engineering and Construction. 4.Support the Greenway Corridor Committee with implementation of the ACROSS Lexington project. Health Goals: 1.Continue Public Health emergency planning and response efforts due to a communicable disease threat (Pandemic Influence Response). 2.Continue Food Establishment Emergency Operations planning efforts to prevent disease transmission due to loss of utilities or water and sewer service infrastructure. 3.Continue partnering with Human Services, Police, Fire and Building to plan a unified response to occupied properties found to be in an unsanitary condition or unfit for human habitation. Abandoned properties may also be discussed as necessary. 4.Provide food safety and public health disease prevention educational outreach to targeted demographics based on needs identified in the Demographic Task Force’s Report. Budget Presentations – December 7, 2015 5.Implement View Permit software to improve the customer’s experience in obtaining various Board of Health permits. Permits include but are not limited to retail food service, temporary food service events, swimming pool operation, retail tobacco sales, well water, rDNA Biosafety and Animal Keeping. Planning Goals: 1.Initiate two area planning studies, one focused on Lexington Center and the other East Lexington. 2.Complete the update to the Board’s Subdivision & Zoning Regulations, including administrative aspects (permit tracking and online access). 3.Continue to develop and enhance the Town’s various transportation initiatives. 4.Continue to develop and draft zoning bylaw changes identified as highly desirable during the 2014 recodification. Economic Development Goals: 1.Implement parking rate recommendations from the Lexington Center Parking Management Plan. 2.Secure twenty-five parking spaces that are currently not part of the public parking inventory. 3.Secure funding for the year four of the REV shuttle bus. 4.Engage stakeholders in Hartwell and East Lexington to develop a vision and identify long-term development opportunities. Liberty Ride Goals: 1.Identify opportunities to increase ridership of the Liberty Ride 2.Review Route and content of Liberty Ride. Tourism Goals: 1.Engage the new Economic Development Coordinator marketing efforts. 2.Develop standards to track and gauge impact of tourism investments. Visitor Center Goals: 1.Implement a point of sale system to improve tracking of gift shop sales and inventory control. 2.Develop an on-line presence for the Visitor Center. 3.Collaborate with Lexington Retailers Association in marketing events. 4.Participate in Visitor Center Renovation efforts. Capital Projects: 1.Muzzey Street/Clark Street Parking Lot - $75,000 2.Parking Meter Replacement Phase 2 - $402,000 3.Grain Mill Alley Improvements - $457,000 4.Wright Farm Needs Assessment and Feasibility Study - $35,000 Budget Presentations – December 7, 2015 5.Hartwell Avenue Area transportation Improvements - $75,000 6.Transportation Mitigation - $30,000 Discussion of Minuteman School Building Plans A prolonged discussion of the proposed new Minuteman Regional School District Agreement and subsequent vote for a new school building was held. Mr. Cohen and Mr. Kelley reported on the meeting of representatives from 15 of the 16 member towns which was held at the Weston Town Hall. The new agreement provides a way for a member town to leave the District at this time and not block the approval of a bond issue to finance the building of a new school. In order for the new agreement to become effective, all 16 member towns must approve it at a duly called town meeting. Several towns, including Arlington, indicated that they would only support the new agreement if it were voted on separately before a vote to approve the financing of a new school. At the meeting in Weston, a majority of the representatives from the member towns were disturbed that the Town of Lincoln, the site of the new school building, would be seeking compensation for all governmental services provided to the District. It was pointed out that Lexington, the site of the existing school, had never charged for services provided to the District. The consensus at the Weston meeting was that any reference to Lincoln receiving compensation for services should be taken out of the new agreement and that the District School Committee should deal with the matter at a future meeting. Mr. Pato asked whether the Board would be willing to call a special town meeting prior to February 15 to approve the new district agreement. He pointed out that MSBA had approved funding over 40 percent of the new school, but had set some time deadlines for obtaining the necessary approvals from the member towns. Mr. Cohen pointed out that when the Minuteman School Committee votes to accept the final draft of the new agreement, and submits it to the member towns for approval, the member towns at their respective town meetings cannot offer amendments to the agreement. If any amendments are added to the agreement by a member town, that is tantamount to rejection. Mr. Kelley encourages the Board to take a position that we are not in favor of Lincoln’s request for compensation and we seek to have their interest addressed by the District School Committee in the future. He feels that the Regional School does lots of good for the economy and will be even better with a new facility. Mr. Pato pointed out that the current facility is in poor condition and that we will face a significant outlay over the next several years if we have to attempt to reconstruct the old building without state aid. Budget Presentations – December 7, 2015 Upon motion duly made and seconded, it was voted 5-0 to support the new regional agreement in principle, except for the elements providing for host community compensation to the Town of Lincoln and that we seek to have their ongoing municipal service costs addressed by the Minuteman School Committee as part of operating costs. Special Town Meeting Warrant 1 – Board Positions The Board discussed Ms. Krieger’s amendment to Article 2, Appropriate for School Facilities Capital Projects) to add language to set goals to achieve all LEED indoor environmental quality points, energy efficiency 30 percent better than code and to conduct total life cycle cost analyses. Mr. Valente stated the language would need to be reviewed by Bond Counsel, who does not like to see conditional language in a motion. Mr. Kelley feels it is a complicated project that is going in the best possible direction for efficiencies and the projects need more time to be defined better. Mr. Pato endorses the request since the Board has policies in place, but the language should not be in the motion. He is not in favor of the amendment to Article 2 but applauds making the Town aware of the goals that need to be achieved. The Board unanimously does not support this amendment. Ms. McKenna provided the Board with a proposed substitute motion for Article 2, Appropriate for School Facilities Capital Project that would request appropriations for the design, engineering and architectural services for plans and specifications for the Diamond and Clarke, Hastings and the modular classrooms. She is concerned Town Meeting Members may not vote for the article if it includes modular classrooms. Mr. Pato clarified with Mr. Valente that the Board of Selectmen have a release protocol that allows the right to control release of the funds that were appropriated. If modular wording is eliminated from the motion, Mr. Valente said no work would be done. Mr. Kanter, Capital Expenditures Committee, feels the School Committee needs the flexibility of the article because of the absence of a Plan B. If the modular piece is eliminated, the schools will have no relief a year from now. CEC would not support the substitute motion. Ms. McKenna proposed removing the wording related to modular classrooms from the motion. Mr. Cohen agrees with Mr. Kanter that the funds need to be released and the motion wording needs to be flexible. He will vote to support the original motion as written. Mr. Kanter reminded that immediately after the special town meeting, the DPF would proceed on the design and purchase of the modulars. The delay would negate the objective that we currently Budget Presentations – December 7, 2015 have. Wants to know if the wording “construction” would remain in the title as modulars are not constructed. Mr. Valente indicated that the modulars would have to be ordered sometime in February. Ms. Ciccolo, because of the complexity, would like to hear from Town Meeting before taking a position. Mr. Pato is not in favor of the amendment but is sensitive to timing and process and anticipates listening to the debate at Town Meeting. Mr. Kelley endorses the motion that requests one number for the Diamond, Clarke, Hastings and modular classrooms. Upon motion duly made and seconded, it was voted 5-0 to adjourn at 11:17 a.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting December 7, 2015 A regular meeting of the Board of Selectmen was held on Monday, December 7, 2015, at 6:45 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. Town Manager Report Mr. Valente reported that today the Town launched its updated website. He thanked our IT staff, in particular Kathy Santos. Mr. Valente hopes to do a brief presentation of the new website at an upcoming Selectmen’s meeting. Discussion of Minuteman School Building Plans Mr. Pato reported that the Board spent about 45 minutes discussing this at their meeting this morning. He wanted to convey to the Board that after the meeting he contacted a Selectman from Arlington and a Selectman from Lincoln to let them know the status of the Board’s deliberations. Mr. Pato sent them a pointer to the onDemand video and what sequence they could look at so they could see the full color of the Board’s comments. He will be writing up a summary to be distributed to the Selectmen of all 16 communities, just as the Selectmen from Concord did over the weekend, so that all the communities are aware of our position. Ms. Ciccolo offered to help Mr. Pato with this task. Special Town Meeting Warrant 1 – Board Positions The Selectmen discussed Article 2 – School Capital Projects in detail at the Selectmen’s meeting this morning. Mr. Pato’s intention is to present the Board’s position and follow it with a brief description of the possible tax payer impact. Review and Approve Inter-Municipal Agreement with Town of Bedford – Animal Control Program The Town Manager and Police Chief have concluded discussions with the Bedford Town Manager and Police Chief regarding the two towns employing a full-time Animal Control Officer (ACO) that would serve both communities. Both Lexington and Bedford currently fund part-time Animal Control Officers and by jointly delivering this service, there would be a full- time ACO available to both towns. On October 5, 2015 the Board of Selectmen reviewed a draft inter-municipal agreement that will provide for this shared service. Since then, Bedford’s Town Counsel made a few non-substantive changes. This inter-municipal agreement is based on the similar agreement the two towns have for the Veterans Services District. Upon motion duly made and seconded, it was voted 5-0 to approve and sign the Inter-Municipal Agreement between the Towns of Lexington and Bedford for Animal Control Services, as allowed under Massachusetts General Laws Chapter 40, Section 5A. Selectmen’s Meeting – December 7, 2015 Upon motion duly made and seconded, it was voted 5-0 to adjourn at 6:55 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Summit Meeting 3 Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee December 10, 2015 A Summit was held on Thursday, December 10, 2015, at 7:00 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Mr. Pato, chair, Mr. Kelley, Mr. Cohen, and Ms. Ciccolo; 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. Coppe, Mr. Alessandrini; Dr. Czajkowski, Superintendent of Schools; Appropriation Committee (AC) members: Mr. Parker, chair, Mr. Bartenstein, Ms. Colburn, Mr. Levine, Ms. Masterman, Mr. Neumeier; Capital Expenditures Committee (CEC) members: Ms. Hai, chair, Ms. Barnett, Mr. Kanter, and Ms. Manz. Proposed FY17 Revenue Allocation Model Mr. Valente explained that this is the Summit where we look at the Town’s new revenue projection for FY17 and after fixed costs, allocate what is remaining between the school side and municipal side. At Summit 1, Mr. Valente provided the group with an overview of the Town’s financial condition and a three year revenue and expenditure projection. FY17 looked relatively positive; however in FY18, without asking for additional revenues, we start to see some of the stress of the increasing school age population and in FY19 it gets more serious in terms of having a balanced budget. At Summit 2, FY17 revenue projections were presented and that will be the basis now for Summit 3 where we will discuss how those revenues will be allocated. Mr. Addelson, Assistant Town Manager for Finance, presented the FY2017 Revenue Allocation model. He reported that the projected revenue for FY17 is approximately $198 million. He pointed out that included in the list of fixed costs, is approximately $11 million recommended for various set asides, of which $983,261 is set aside for as yet identified needs. After fixed costs, approximately $9 million in incremental revenue is left. That amount is allocated at 73.3% to the school side and 26.7% to the municipal side. The school share of incremental FY17 revenue is approximately $6.6 million, a 7.2% increase over FY16, and the municipal share is approximately $2.4 million, also a 7.2% increase over FY16. Mr. Valente presented a 3 year revenue allocation history along with what we are projecting for FY17. Overall we have had relatively strong revenue growth, but are now starting to see some moderation. Mr. Valente asked the group to keep this in mind. Moving on to a table showing fixed costs, Mr. Valente pointed out that we are only projecting a 2.2% increase in health insurance benefits from FY16 to FY17 which looks like good news, but went on to explain the reasons why the number is actually closer to 12%. Mr. Valente also noted that while we are projecting a 5% increase in debt service for next year, with what Town Meeting has already approved for debt related capital and what we see coming forward, we will not be able to live within that 5%. He gave various strategies to help with staying within our 5% Summit Meeting 3 – December 10, 2015 target and is looking for some direction from the group as to which option or what pieces of various options they would choose. Referring to one of the strategies (looking at some of the capital projects that we have authorized for debt, but that haven’t started yet, and put them on hold) Mr. Parker asked what difference it could make in the debt service at this point. Mr. Valente believes that authorized but unissued debt is about $1 million. Returning to the table showing fixed costs, Mr. Valente pointed out the recommendation that $3.1 million go in to the Debt Service/Capital Stabilization Fund, a pretty dramatic change from last year when over $9 million went in to the fund. And last, is the $983,000 in unallocated revenue, which can be used as we try to balance all our competing demands. With regard to the upcoming increase in retirees and the effect on health insurance cost, Ms. Barnett asked if there was any talk about freezing positions to save money. Mr. Valente stated that there has not been discussion about that and when you do have that discussion the first part is not about freezing positions, it’s about where you want to impact services, what is acceptable. Mr. Valente wrapped up the Summit by keeping in front of the group some of the policy objectives for consideration: 1.Focus Continues to be the Capital Plan  Plan for Potential Capital Projects (Fire Station; Police Station; Elementary and Middle School capacity; Center Streetscape; new Hastings School; High School heating)  Manage Debt Service – with Levy and Excluded Debt  Manage Use of Capital Projects Stabilization Fund 2.Reflect Policy Discussion of Selectmen / Summit  Manage Operating Budget: Sustainability of Proposed Increases Given FY19 Operating Budget Projections Preliminary FY17 Capital Projects Review – Capital Expenditures Committee Ms. Hai reported that the CEC would normally do this a little later in the cycle, so rather than going through the itemized project list, she would just give the “view from the balcony” that the CEC is taking. She started by saying that we have been very lucky to have had excellent leadership, in the Town Manager’s office and throughout our financing, including the volunteers who have served previously on the committees around this table. We are on the cusp of some major new capital projects, so as we look at those and try to build on the level of fiscal responsibility that we have inherited, we have to look both at capital needs and what the impact on the operating budget is going to cost us. The CEC plans to take a slightly more measured approach to growth. They plan to increase the discernment with which they look at any of the projects coming before them. They recognize that the fiscal models we have seen to this point have included tax payer impact that are based on a $5 million capital annual program and we Summit Meeting 3 – December 10, 2015 have not always lived within that, so if we are going to model with that, we are going to have to look at how we stay within that. From the taxpayers’ perspective it doesn’t really matter whether the increase in debt is in-levy debt or excluded debt, it is the increased tax burden, and that really has to be the focus. Mr. Neumeier pointed out that if we postpone capital projects, there is a risk to the taxpayer of paying a lot more money if interest rates go up. Mr. Kanter stated that the CEC will be looking to see whether many ongoing programs can be sustained at a slightly lower level. Mr. Levine commented that when debt exclusions get really big it may put the referenda for those projects in jeopardy. Maybe certain projects should be put in the tax levy. At the next Summit he would like to discuss this with a real 10 year plan. Maybe there is a low, a middle and a high debt exclusion model. The largest debt exclusion we have ever approved is $52 million and now we are talking about doing one for about $187 million. Ms. Barnett believes that we need to think about who lives here and affordability. Low interest rates have had the effect that retirees are seeing 0% increase in social security, their investments haven’t grown and tax bills without the override have gone up by hundreds of dollars. Establish Date for Summit 4 The date for Summit 4 was set for Thursday, January 14, 2015. Update on Minuteman Regional Agreement and Building Reconstruction Project Negotiations Mr. Pato referenced today’s Lexington Minuteman newspaper article on the ongoing discussions between the Selectmen of the 16 member towns as well as an editorial speaking to the current set of issues on the table and stated that they are a fairly good representation of what we know. Mr. Pato spoke with Selectman Peter Braun of Lincoln over the past few days and there were a few things that Mr. Braun wanted Mr. Pato to make sure were clear to the Board. First, that the notion that Lincoln is asking for compensation is not a new item. They have been asking for this over the past two years; however, they have been largely asking for it in discussions with the School Committee and School Administration. Second, it isn’t that Lincoln is objecting to the new building project, in fact they strongly favor moving ahead with the new building project, it is that they do not like the change in the agreement. It is the agreement being tied to the new building that is the source of their issue. Largely Lincoln’s goal is to pay at the old rate, however that might be, and the compensation they are looking for is a way of establishing that. They are looking for full municipal compensation for all services rendered and full payment of permitting fees. In response to Ms. Coppe’s questions Mr. Pato and Mr. Valente explained that Lexington does not get compensation. For the last 10 permits, Minuteman paid for seven of them, three Summit Meeting 3 – December 10, 2015 including the largest one Lexington paid the permit fee. Lexington provides police and fire protection. Lexington would still be the closest responder and therefore likely to be the first responder on scene. Executive Session – Exemption 6 – Update on 20 Pelham Rd. Purchase 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 8:08 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 and to reconvene in open session only to adjourn. Further, the chairman declared that an open meeting may have a detrimental effect on the negotiating position of the Town. Documents Presented 7.FY2017 Revenue Allocation Model Upon motion duly made and seconded, it was voted to adjourn at 8:21 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen’s Meeting December 14, 2015 A meeting of the Board of Selectmen was held on Monday, December 14, 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, Wright Farm, 241 Grove Street, 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. Public Comment Ms. Nancy Corcoran-Ronchetti, Chair of the Planning Board, read a statement from the Planning Board urging the Board of Selectmen to continue to oversee and support the Center Streetscape and East Massachusetts Avenue projects so that they can both move forward in a timely fashion. Selectmen Concerns and Liaison Reports Ms. Barry reported that on December 16 at 7:00 PM Recreation is holding a public meeting regarding the lights for Lincoln Field. Ms. Barry reported that the Lexington and Bedford Hockey teams are playing a benefit game on Thursday, December 31, 2014. The Selectmen and Town Manager of both Lexington and Bedford are doing a friendly challenge for an ice cream party either at Rancatore or Bedford Farms, depending on who the loser is. Mr. Pato had a great experience touring the Cary Memorial Building to see all the mechanical and ventilation systems. He thanked everyone who worked to complete the project. Mr. Pato reported that the Town has rolled out a new website. Residents are encouraged to take a look and provide any feedback on the new site. Town Manager Report Mr. Valente reported that the Senior Services has an updated newsletter that is easier to read. Historic Districts Request for Bylaw Change – Demolition by Neglect Lynn Hopkins, Chair of Historic Districts Commission, with Marilyn Fenellosa of the Historic Districts Commission and the Historical Commission, spoke about demolition by neglect which is a terrible thing to happen to a building but is a much worse thing to happen to the Selectmen’s Meeting – December 14, 2015 neighborhood that surrounds those buildings. It occurs when a property is so poorly maintained that the damages are irreparable. Not only does it damage the surrounding community but can become a public safety issue. Many times the abandoned structure is not occupied. The HDC believes that properties in the Historic Districts should be protected from neglect in the same manner as historic properties which are not in historic districts. They would propose an article for Town meeting to amend Chapter 19 of the Code of Lexington to include properties currently in Historic Districts. Mr. Pato thinks it is a wonderful idea but indicated he wasn’t clear about the language. There may be some ambiguity as to whether a property is under the jurisdiction of the HDC or the HC. Mr. Cohen clarified that the request is that the Selectmen at the request of the HDC put this article in the warrant. Mr. Pato stated that the sense of the Board is to proceed to have Town Counsel review for inclusion in the Warrant. Revised Proposal-Parking Meter and Permit Rates Melisa Tintocalis, Economic Development Officer, and David Kucharsky, Assistant Planning Director, returned to the Board with a refined proposal on parking meter and permit rates. Ms. Tintocalis gave a short slide presentation which was based on the Lexington Center Parking Management and Implementation Plan that the Board of Selectmen accepted back in June 2014. That plan was a 9-month process that generated 29 inter-related recommendations. Initial implementation included a new parking website, locations for signage, 18 new spaces along Mass. Ave. and negotiating the lease of 15 permit spaces at St. Brigid’s parking lot. One of the highlights is the new meter technology. There are 21 user-friendly meters on Mass. Ave. being previewed and used that take coin or credit cards which to date has seen about 15% adoption rate on credit card usage. It also helps with management in terms of enforcement and when those spaces are being used. Given those accomplishments, however, those alone are not changing the face of the parking environment. One of the hurdles that remains is the pricing. Currently, we have a meter rate of $.25 per hour throughout the Center regardless of where you park. The most coveted, high- demand spots in the Center are same as those farther out. There is no incentive to utilize those meters further out. This is one of the things that will be looked at. Also, the parking permit program which the Police inherited deals with employees working in the Center who are the most regular parking users. It has become difficult and inflexible. There is inequality as it means that parking is cheaper for long-term permit holders but new businesses or new employees face a long waiting list and therefore pay a much higher daily rate. This revised proposal has been developed with input from volunteers, business owners, Town Staff and Selectmen over the past several months. Back in October we realized our plan needed to be refined. After eleven meetings, we are presenting it to you tonight. Selectmen’s Meeting – December 14, 2015 Mr. Kucharsky indicated if this plan is approved it is for a twelve-month trial period. The intent will be to establish these changes by March of 2016. After a 6 months period, have an assessment to determine how effective these are and work with the Board to make any changes for the following March 2017. Looking at long-term parking locations and the proposed changes: The Board previously approved creation of 18 spaces on the north side of Mass. Ave. east of the Center and striping of 14 spaces west of the Center. They are free and available for all day parking. The Town Hall lot has a section that is signed for permit parking only. There are 36 spaces, including 7 spaces on Fletcher Ave. which has the lowest utilization rate of permit parking in the Center. These 7 spaces will be converted to free all-day parking for the general public. Looking to convert short- term parking locations to long-term parking locations. In the NSTAR lot there are 30 spaces for $.25 per hour for 2-hour time limit. Proposing to keep it at $.25 per hour but change to all-day parking. We are proposing no change in the $100.00 annual fee at the St. Brigid’s lot but are proposing a decrease in the permit at Church of Our Redeemer lot from $225.00 to $150.00 annually. This will maintain the competitive location to offset some of the other changes that are recommended. The biggest change will be at the Depot Square lot where we are looking to establish an employee sticker program. Town Center employees would have two options: The first option will be to purchase an annual permit sticker at $250.00 per year, the current Depot Lot rate. This would allow permit sticker holders to park in the Depot Lot as well as the NSTAR lot and the locations on Muzzey and Waltham Streets without having to pay the meters at those locations. The second option would be to purchase a pay-as-you-go sticker for $15.00 one-time fee. It would allow holders of those stickers to be able to park in the Depot Lot by paying $1.00 instead of $2.00. It would not allow them to park at any meters without paying. Short term parking proposed changes: On the core area for the Center--Mass. Avenue and Waltham Street the proposal is for the rates increase from $.25 to $1.00 per hour and maintaining current 2-hour time limit. There are currently 10 smart meters in front of the CVS. If approved, would replace old meters which would allow parkers to press a button and get 15 minutes free. They would also allow purchase of increments of time by using coins. In the municipal lots, the Edison Way lot and the Waltham St. lot proposing that the rate increases from $.25 to $.50 and maintaining the 2-hour time limit. At this time there is no plan to change the Library lot which will stay at $.25 per hour with a 2-hour time limit. No changes will be made in the 32 on-street spaces allowing 30-minute parking. The 66 on-street spaces on Clarke St., Raymond, a portion of Muzzey and Meriam Streets, will increase from $.25 to $.50 and maintain the 2-hour time limit. There are currently smart meters on Meriam Street, and if the proposal is approved we will be replacing the rest of the old meters and will allow 15 minute free option in this location. This will address concerns of the Tourism Committee regarding visitors coming to the Center. Selectmen’s Meeting – December 14, 2015 Lastly, the change in the core would affect 95 spaces which would go from $.25 to $1.00 and maintain the 2-hour time limit. The intent is to use pricing and time limits as a means to provide incentives for long-term parking options for Center employees and other long-term users in an effort to create availability for shoppers and other visitors whose stays may be short. Ms. Tintocalis indicated that if the Board decided to move forward with this trial package proposal, an outreach communication plan would be coupled with that package. Some of the activities would include creating a parking map with the changes, letter to all the permit holders, a press release, come February make a concerted effort to distribute flyers and map, emailing the map distribution, hosting two meetings for business owners and taking an initial survey of businesses to benchmark where we are. The goal is to make parking more available. If we find that these changes have an opposite effect, they will be addressed. How will they be tracking this? Plans are for conducting utilization studies prior to the rollout and in September. The goal is an availability goal of 85% utilization. In early fall to December 2016 present the analysis to determine if the Board wants them to make any changes or modifications to the proposal. Ms. Tintocalis reviewed the revenue that goes to the Parking Meter Fund. The projection is to earn $401,000 in 2017. This is not a revenue generating project but to manage the parking and create availability. Mr. Kucharsky reviewed specific projects that would be used with the funds: Capital Improvement Plan to improve the Depot, CVS and Town lots; plans could net 20 additional spaces in the Town lot; efforts to negotiate and build a connected Muzzey/Clarke lot working with private owners and the library which would generate 50 more spaces; expand the lease agreement with St. Brigid’s to add additional spaces; establish pedestrian corridors, i.e. how do you get to shops in the Center, by improving lighting, signage, ramps, pathway repairs, etc. Ms. Tintocalis acknowledged and thanked Police Chief Corr and his staff for their assistance. Members of the Board and citizens in the audience had a number of questions and requested clarifications. Questions were raised about providing hanging tags for cars with the ability to accommodate five vehicles as opposed to a sticker that is only for one car. Owners of Michelson’s Shoes were concerned that the $1.00 fee in core spaces was excessive. Concerns were expressed about the use of credit cards. Concern was raised about high school students parking all day on Muzzey Street if converted from 4 hours to all day parking. Mr. Pato thinks the Board needs to come to a decision after 12 meetings, and hearing concerns by residents and the Board. Are we comfortable with the proposal as it stands as a trial or are there any hard changes that need to be made? Mr. Kelley’s concerns include the increase to $1.00, free parking on Muzzey and Waltham Streets, and that a purchased tag has to be visible in a car for enforcement. Selectmen’s Meeting – December 14, 2015 Chief Corr indicated people paying cash at the lot pay $2.00 initially and get a refund if using less. No enforcement necessary at the attended lot as they need to pay or show the sticker. Ms. Ciccolo applauds all the work put into this but less troubled by complexity. Competition is not the mall but Amazon.prime where you can sit at your desk and order. We do need to approve a trial tonight but revisit on a regular basis. Maybe we need to go to $.75 instead of $1.00. Mr. Pato observed if we see behavior like the HS students, address that problem early. Don’t want to be detrimental to the community. Mr. Pato commented that merchants are concerned about employees who share vehicles on a permit. Can they get a second sticker for their second car? Monitor and find ways to accommodate during trial period. Mr. Cohen complimented the work done. Starting at $.50 where it is currently $.25 and seeing how it works is easy to do. If the proposed sticker program doesn’t work, don’t wait a year to change it. He does not agree with raising the Library parking to $.50. Mr. Pato feels that people parking at Library will mean less spaces for Library patrons. Several members of board and audience are uncomfortable with the $1.00 core parking fee. Want more availability in the core area. No economic incentive if all the fees are the same. Mr. Kelley says Chief Corr outlined a very reasonable approach to try to manage parking: the sticker as opposed to tag. For $1.00 you can park all day in the Depot or out on Muzzey or Waltham Street. On the street you have to have a $15.00 sticker and you can park at a meter for $1.00. Does not agree with keeping the Library at $.25. People take advantage who are not going to the Library. Ms. Ciccolo: program designed to create behavioral changes and incentives for people to park in the lower priced areas. Prefers to vote for either $.75 or $1.00. Ms. Tintocalis indicated there are 93 $1.00 meters out of 501 meters in the center or 19%. Keep in mind that new meters have different level of operating costs. Ms. McKenna said a few years ago a program was developed with the Liberty Ride for tourist to park free at the Depot Lot. All of the LR employees get free parking in the Church of Our Redeemer Lot on the day that they work. LR riders can pay $2.00 at the Depot Lot and then when they show their LR hang tag on the way out it is reimbursed. Liberty Ride has been subsidizing that $.25 per hour. Would have to re-evaluate this. Mr. Pato pointed out that this is a comprehensive package and we should see if the Board could support it. Selectmen’s Meeting – December 14, 2015 Upon motion duly made and seconded to approve the Center Parking Permit Program as presented for one year trial basis, it was voted 2 in favor, 2 against and 1 abstention. The motion failed. Mr. Kelley originally proposed $.50 but Ms. Ciccolo suggested we need to go to at least $.75. Mr. Kelley proposed an amended motion to change to $.75 per hour in the core area and 15 minutes free, $.50 at the Library and 15 minutes free in the Library, and removal of Muzzey Street from the all-day option. Mr. Cohen would like to amend Mr. Kelley’s motion to eliminate the Library piece. No one seconded. Upon motion duly made and seconded, it was voted 4 – 1 (Mr. Cohen opposed) to approve the refined proposal on parking meter and permit rates as amended by Mr. Kelley. Review Draft Policy: Payment in Lieu of Parking Ms. Tintacolis and Claire Goodwin, Management Fellow, presented draft policy for discussion relating to Payment-in-Lieu-of-Parking (PILOP) guidelines for Center property owners who are requesting that the Board of Appeals grant a waiver to the Zoning Bylaw parking requirements. These PILOP guidelines are seen as part of the Town’s overall plan to address public and employee parking in the Center. Ms. Goodwin walked the Board through the methodology and how we defined the cost to the Town as set forth in the draft given to the Board. Mr. Kelley asked if we are using 21 Muzzey as an example. Are we starting with a number of grandfathered spaces when a project gets redeveloped? Is that our starting point? Separate what is being asked of the special permit and what you are waiving vs. your mitigation. Two different calculations. Under the special permit you may get a grandfathered clause. When it comes to how much you are paying, you will look at the calculations and that will strictly be based on the project the parking requirement listed in the zoning bylaw. You get a sliding scale associated with the calculation. How we defined the cost to the Town: Ms. Goodwin walked through the methodology costs, including critical improvements, purchase of land and cost of permits/leasing. Then considering the revenue including parking meter and lot receipts and parking spaces for general use. Depending on how many stakeholders used the space, she explained the low estimate to the high estimate. The cost calculation varied from a low of $16,586 to a high of $34,423 per space. Averaged out it comes to $6,801 per space to provide new parking. Mr. Pato indicated that we have not taken into consideration peak parking availability--adding demand at the peak. He also could not reconcile the mitigation per space which seemed low. He Selectmen’s Meeting – December 14, 2015 understood that the calculation was meant to be a one-time cost which doesn’t come near to the actual cost--maybe if that was an annual payment. Ms. Tintocalis indicated Center Committee also concerned that the cost is too low. Feedback was that in general the sliding scale was too low. The figure is meant to take into consideration the small businesses. Reference point is how much it is costing us. Feedback she got was from John Farrington who represented 21 Muzzey St. development. He felt the policy is thoughtful enough, the price point is a reasonable request. Center Committee would like to see some reinvestment in the Center. Would like to revisit the parking requirements in the bylaw. Mr. Kelley indicated the concept of judging a change of use by the parking impact it would have is not a good idea. Also, we never enforce it because businesses go to the Board of Appeals and get it waived. Wants it off the books. Ms. Ciccolo agrees with Mr. Kelley that if they are not redeveloping the property, we are pushing the parking burden onto the new tenant and creating more problems if the landlord cannot provide parking. Mr. Pato is uncomfortable with the change of use methodology. Look at this as a small change of use schedule but would look at a redevelopment use schedule which would be higher. Mr. Richard Brown, member Lexington Center Committee and Parking Management Committee, feels the draft is very counter to what we are trying to do in terms of parking in the Center. Proposal is extremely inexpensive way for a developer to get parking; it should be more expensive than underground parking. Low number encourages developer not to provide underground parking. Agree to eliminate change of use on the first floor. He is opposed to proposal as it now exists. Mr. Pato concluded that we need to make forward progress to come to a conclusion. Request of School Committee to Release Funding for School Building Projects The School Committee has voted to request that the Selectmen release $564,707 (Diamond $321,870, Clarke $167,237, and six modular classrooms $75,600) in design funds approved at the December 7, 2015 Special Town Meeting. To maintain project schedules, the funds are for the designers (DiNisco) and the project managers assigned to Clarke, Diamond, and the six modular classroom projects. Upon motion duly made and seconded, it was voted (5 – 0) to release $564,707 from the December 7, 2015 Special Town Meeting #1, Article 2, appropriation of $5,386,000 to continue project work. Selectmen’s Meeting – December 14, 2015 Update on Proposed Policy – Integrated Building Design Mr. Goddard reviewed the two page life cycle cost estimates and table with four different options for Clarke HVAC systems as developed by the Integrated Design Team. He reviewed the pluses and minuses of the four different systems, some of which have been used in other schools. The 2-pipe or 4-pipe induction system may be the preferred systems. Some issues looked at are capital, energy, and maintenance costs, life cycle. All would meet energy performance but in environmental quality, there are distinctions, however, in thermal comfort and acoustical performance. Mr. Cody, Health Director, is looking into the health benefit of enhanced air delivery. Will be bringing additional information to the PBC as time is getting short to impact the design. Ms. Ciccolo asked about air coming into the building and whether we take into consideration filtering non-point pollution sources. Mr. Goddard replied that under outdoor air delivery LEED there are multiple ways to accomplish that. One is Murve 13 HVAC filters which we will use. Mr. Kelley asked if we are going back to retrofit the older parts of Diamond? Mr. Goddard indicated there are additional funds to do this. Mr. Pato complimented Mr. Goddard for going through the process. License Renewals Upon motion duly made and seconded, it was voted 5-0 to approve the following license renewals for 2016: Class 1 Lexington Toyota, Inc., 409 Massachusetts Avenue Class 2 A to Z Auto Wholesale, 20 Vine Street Auto and Diesel Sales, 75 Westview Street Autobahn East, 436 Marrett Road Cheng Auto Sales, 70 School Street King’s Auto, 66 Emerson Gardens Road Lexington Auto Center, 1095 Massachusetts Avenue Lexington Auto Sales, 542 Massachusetts Avenue Selectmen’s Meeting – December 14, 2015 Lexington Auto Service, Inc., 39 Bedford Street Minutementech Automotive, LLC, 6 Fulton Road Scott the Car Guy, LLC, 401 Lowell Street, Suite 1 Selectmen’s Meeting – December 14, 2015 Class 3 John P. Carroll Company, Inc. 700 Waltham Street Coin Lexington Elks, 959 Waltham Street (2) Lexington Post 3007 VFW, 2 Hayes Lane (2) Tio Juan’s Margaritas Mexican Restaurant, 438 Bedford Street Waxy O’Connor’s, 94 Hartwell Avenue (2) Common Victualler Alexander’s Pizza, 180 Bedford Street Aloft Lexington, 727 Marrett Road – A Avenue Deli, 1806 Massachusetts Avenue Beijing Chinese Dining, 1709 Massachusetts Avenue Bertucci’s Brick Oven Ristorante, 1777 Massachusetts Avenue Bollywood Café, 135 Massachusetts Avenue Bruegger’s Bagel Bakery, 413 Waltham Street Dabin Restaurant, 10 Muzzey Street Daikanyama Japanese Cuisine, 43 Waltham Street Dunkin Donuts, 10 Woburn Street Dunkin Donuts, 373 Waltham Street Dunkin Donuts, 141 Massachusetts Avenue Dunkin Donuts, 317 Woburn Street Dunkin Donuts, 1707 Massachusetts Avenue Element Lexington, 727 Marrett Road – B Fruitee Yogurt, 1707 Massachusetts Avenue il Casale, 1727 Massachusetts Avenue Inn at Hastings Park (Artistry on the Green), 2027 Massachusetts Avenue Ixtapa Cantina Mexican Family Restaurant, 177 Massachusetts Avenue Knights of Columbus, 177 Bedford Street Lemon Grass Restaurant, 1710 Massachusetts Avenue Lexington Elks, 959 Waltham Street Lexington Golf Club, 55 Hill Street Lexington House of Pizza, 399 Lowell Street Lexx Restaurant, 1666 Massachusetts Avenue Mario’s Italian Restaurant, 1733 Massachusetts Avenue McDonald’s, 690 Marrett Way Minuteman Regional Vocational Technical School District, 758 Marrett Road Nick’s Place, 197 Massachusetts Avenue Orange Leaf, 1726 Massachusetts Avenue Panera Bread, 1684 Massachusetts Avenue Pine Meadows Golf Club, 255 Cedar Street Prime Roast Beef & Seafood, 321 Marrett Road Qdoba Mexican Grill #2780, 46 Bedford Street Selectmen’s Meeting – December 14, 2015 Quality Inn & Suites, 440 Bedford Street Rancatore Ice Cream, 1752 Massachusetts Avenue Ride Studio Café, 1720 Massachusetts Avenue Royal India Bistro, 7 Meriam Street Ruyi Restaurant, 27 Waltham Street Starbucks Coffee, 1729 Massachusetts Avenue Starbucks Coffee, 60 Bedford Street Taipei Gourmet, 211 Massachusetts Avenue The Upper Crust, 41 Waltham Street Tio Juan’s Margaritas Mexican Restaurant, 438 Bedford Street Tres Petite Creperie, 1707 Massachusetts Avenue Via Lago, 1845 Massachusetts Avenue Vine Brook tavern, 20 Waltham Street Waxy O’Connor’s 94 Hartwell Avenue Yangtze River Restaurant, 21-25 Depot Square Entertainment Aloft Lexington, 727 Marrett Road, -A Beijing Chinese Dining, 1709 Massachusetts Avenue Bollywood Café, 135 Massachusetts Avenue Element Lexington, 727 Marrett Road – B il Casale, 1727 Massachusetts Avenue Inn at Hastings Park, 2027 Massachusetts Avenue Lemon Grass Restaurant, 1710 Massachusetts Avenue Lexx Restaurant, 1666 Massachusetts Avenue Prime Roast Beef & Seafood, 321 Marrett Road Ride Studio Café, 1720 Massachusetts Avenue Ruyi Restaurant, 27 Waltham Street Starbucks Coffee, 60 Bedford Street The Upper Crust, 41 Waltham Street Tio Juan’s Margaritas Mexican Restaurant, 438 Bedford Street Via Lago, 1845 Massachusetts Avenue Vine Brook Tavern, 20 Waltham Street Waxy O’Connor’s, 94 Hartwell Avenue Lodging/Innkeeper Aloft Lexington, 727 Marrett Road – A Element Lexington, 727 Marrett Road – B Inn at Hastings Park, 2013-2027 Massachusetts Avenue Quality Inn & Suites, 440 Bedford Street Liquor – Clubs Knights of Columbus, 177 Bedford Street Lexington Elks, 959 Waltham Street Selectmen’s Meeting – December 14, 2015 Lexington Golf Club, 55 Hill Street Lexington Post 3007 VFW, 2 Hayes Lane Liquor – Common Victualler Beijing Cuisine, 1709 Massachusetts Avenue Bertucci’s Brick Oven Ristorante, 1777 Massachusetts Avenue Dabin Restaurant, 10 Muzzey Street il Casale, 1727 Massachusetts Avenue Lemon Grass Restaurant, 1710 Massachusetts Avenue Lexx Restaurant, 1666 Massachusetts Avenue Royal India Bistro, 7 Meriam Street Ruyi Restaurant, 27 Waltham Street Tio Juan’s Margaritas Restaurant, 438 Bedford Street Via Lago, 1845 Massachusetts Avenue Vine Brook Tavern, 20 Waltham Street Waxy O’Connor’s 94 Hartwell Avenue Yangtze River Restaurant, 21-25 Depot Square Liquor – Innholder Aloft Lexington, 727 Marrett Road – A Element Lexington, 727 Marrett Road – B Inn at Hastings Park (Artistry on the Green), 2013-2027 Massachusetts Avenue Liquor – Package Stores Apex Wine and Spirits, LLC, 46E Bedford Street Berman’s Wine & Spirits, 55 Massachusetts Avenue Busa Brothers Liquors, Inc., 55 Bedford Street Vinebrook Bottle Ship, 131 Massachusetts Avenue Liquor – Wine and Malt Daikanyama Japanese Cuisine, 43 Waltham Street Taipei Gourmet, 211 Massachusetts Avenue The Upper Crust, 41 Waltham Street Upon motion duly made and seconded, it was voted 5-0 to approve the following licenses, subject to receiving all the necessary information: Common Carrier Joseph’s Transportation, Inc., 44 James Street – missing Police Inspection M&L Transit Systems, Inc., 60 Olympia Avenue (4) – missing Police Inspections Common Victualler Peet’s Coffee & Tea, 1749 Massachusetts Avenue – missing license fee Selectmen’s Meeting – December 14, 2015 Liquor – Common Victualler Ixtapa Cantina Mexican Family Restaurant, 177 Massachusetts Avenue – TIPS expires 12/15/15 Selectmen Appointments Registrar of Voters Upon motion duly made and seconded, it was voted 5-0 to appoint Gordon Jones to the Registrars of Voters to fill the unexpired term of Laura Hussong until March 31, 2017. Town Celebrations Committee Ms. Barry recommended that Ms. Rada, Veterans Agent, be appointed as a Liaison to the Town Celebrations Committee, rather than as a member of the Subcommittee. Upon motion duly made and seconded, it was voted 5-0 to appoint Gina Rada to the Town Celebrations Committee as a Liaison representing Veterans. Approve Bench Location Upon motion duly made and seconded, it was voted 5-0 to approve the proposed location for a bench to be located on Massachusetts Avenue in front of 1841 Massachusetts Avenue facing the Battle Green. Approve and Sign Eagle Congratulation Letter for Azeem M. Sultan Upon motion duly made and seconded, it was voted 5-0 to send a letter of commendation congratulating Azeem M. Sultan for attaining the highest rank of Eagle in Boy Scouting. Complete Streets Discussion Ms. Ciccolo gave an update on the State’s Complete Streets Program. It is a capital grant program so if the town wants to apply for the program, it needs to have a Complete Streets Policy in place before applying for funding. Can be an administrative policy by the Board. The Town can apply for up to $400,000. Mr. Kelley is concerned about requirements that may be mandated. Ms. Ciccolo indicated there are no prescribed ways to treat every road. Mr. Pato indicated Ms. Ciccolo has been recognized as a “Roads” scholar by the State. Consent Agenda 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: Selectmen’s Meeting – December 14, 2015 Commitment of Water & Sewer Section One $2,336,013.54 Commitment of Water & Sewer Section Two $2,779,390.62 Commitment of Water & Sewer Section Three $5,061,561.86 Commitment of Water & Sewer Cycle 9 $194,234.27 Commitment of Water & Sewer November Finals $4,366.65 Adjustments of Water & Sewer WSAB 10/15/15 ($ 9,683.28) Adjustments of Water & Sewer WSAB 12/3/15 ($4,915.00) Approve One-Day Liquor License – St. Brigid Parish Upon motion duly made and seconded, it was voted 5-0 to approve the request of the St. Brigid Parish for a one-day liquor license to serve beer and wine at the Christmas Jam Celebration on Saturday, December 19, 2015, from 7:00 p.m. to 9:00 p.m. at the St. Brigid Parish, 2001 Massachusetts Avenue. Approve Tax Bill Insert – Update on New Webpage and Voting Locations Upon motion duly made and seconded, it was voted 5-0 to approve the proposed tax bill insert that updates residents on the new webpage and changes to voting locations. Upon motion duly made and seconded, it was voted 5-0 to adjourn at 9:55 p.m. Documents Presented 1.Lexington Center Parking Management & Implementation Plan 2.Parking Mitigation in the CB – PILOP Payment in Lieu of Parking A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting December 21, 2015 A meeting of the Board of Selectmen was held on Monday, December 21, 2015, at 8:00 a.m., in the Selectmen’s Meeting Room of the Town Office Building. Mr. Pato, Chairman, Mr. Cohen, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk were present. Selectmen Concerns and Liaison Reports Mr. Cohen noted the passing of Robert Cataldo and spoke of his many accomplishments, including being a Selectman. The Selectmen voted to lower the Battle Green Flag on the day of the funeral, Wednesday, December 23, 2015. FY 2017 Budget Presentation – Shared Expenses Shared Expenses Ms. Casey, Human Resources Director, and Mr. Addelson, Assistant Manager for Finance, presented the Shared Expenses FY2017 Budget Requests. Level Service Requests: Contributory $5,505,537; Non-Contributory Retirement $13,837; Medicare $1,530,069; Health Insurance General Fund $23,217,346; Health Insurance Non-General Fund $65213; Dental Insurance General Fund $1,030,000; Dental Insurance Non-General Fund $3,432; Life Insurance $25,000; Unemployment $200,000; Workers Compensation $734,765; Property & Liability Insurance $675,952; Uninsured Losses $225,000. Total Level Service Budget $33,226,151. Ms. Casey reviewed the details of the Health Insurance Budget Projection Model to clarify how the health insurance budget was calculated. Scheduling Public Meetings for East Lexington and Center Streetscape Projects Mr. Valente is working with Engineering and Consultants on the East Massachusetts Avenue project and the Center Streetscape Project. The East Massachusetts Avenue Project is the most critical because of coordination with MassDOT. Mr. Pato recused himself from discussions on the East Massachusetts Avenue Projects since his property abuts Massachusetts Avenue in East Lexington. It is recommended that three meetings be scheduled for the East Massachusetts Avenue Project. At the January 11 Selectmen meeting the Board would hear a report from Kittleson. A public meeting will be scheduled for January 19 to hear the Kittleson report and also questions and concerns from residents. On January 25 the Selectmen would vote on an option to send to MassDOT for approval. A January 12 Public Meeting will is scheduled for the Center Streetscape Project in the Cary Memorial Building, Battin Hall, at 7:00 p.m. The Board will take action later in the month. Selectmen’s Meeting – December 21, 2015 Minuteman School Project Update Mr. Pato updated the Board on the December 17 meeting that included 14 of the 16 communities in the Minuteman School District, to review updates to the proposed regional district agreement. The major changes include: 1.A reduction of the minimum enrollment count from five to 1 for purposes of calculating fees; 2.Language that allows the host community to leave the district; and 3.Identification of the towns declaring they are considering withdrawal from the district (Boxborough, Carlisle, Lincoln, Sudbury, Wayland and Weston). There was no support from the 14 communities in attendance for Lincoln’s request for compensation as the host community of the new school. Documents Presented 1.FY2017 Health Insurance Budget Projection Model, dated December 21, 2015. Executive Session Upon motion duly made and seconded, it was voted 4-0 by roll call to go into executive session at 8:45 a.m. to discuss strategy with respect to collective bargaining related to the DPW Union, to consider the purchase, exchange, lease or value of real property, 20 Pelham Road and other undisclosed properties, and to reconvene in open session only to adjourn. Further, the Chairman declared that an open meeting discussion may have a detrimental effect on the negotiating position of the Town. Upon motion duly made and seconded, it was voted to adjourn at 9:37 a.m. A true record; Attest: Lynne A. Pease Executive Clerk