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HomeMy WebLinkAbout2016-01-BOS-min Selectmen’s Meeting January 4, 2016 A meeting of the Board of Selectmen was held on Monday, January 4, 2016, 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 - former Munroe School and Historical Society Parking Parcel on Edison Way, 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 Mr. Max Pesner, 15 Dewey Rd. re: proposed legislation banning assault weapons in Lexington. We already have a state law that regulates that very well. Going to be expensive battle. Mr. Pato indicated it will be a Town meeting warrant article submitted by residents. Mr. Manz presented the Lexington HS Hockey Team which played the first annual game against Bedford HS Team and it included an ice cream wager. The game raised $4,000 for the Kent J. Riley Fund. Mr. Manz introduced the captain and co-captains and Ms. Barry presented the three of them with Lexington badges. Selectmen Concerns and Liaison Reports No reports Town Manager Report Mr. Valente announced two items: Pleased to announce two promotions in the Police Dept. from Sergeant to Lieutenant: Kevin Veno and Colleen Dunbar McLean. The second item was the Board asked about article in Boston Globe about the Public Records Law conducted by Northeastern. One request was sent to the Police Chief about use of force policy which is on the website. That was responded to the same day. The other request was for payroll information to the Town Clerk Office’s forwarded to Human Resources Office. Request not clear so the HR director asked for clarification of the request. Did not receive a response back. Reminder received after 10 days. Sent what we thought they were asking for that day. Discuss Expectations for Center Streetscape Meetings for January 12 and 25 This coming Tuesday there will be a public meeting in Cary Memorial Building at 7 p.m. to hear comments and concerns about design details about the project from the Police Station to Meriam Street, including sidewalk materials, street lighting, sidewalk furniture, bicycle accommodations, Selectmen’s Meeting – January 4, 2016 trees and other plantings, pedestrian safety measures and historical displays. Engineers will also provide a summary of their November 30 presentation to the Board on the Mass. Ave. and Woburn St. intersection. The information on this meeting is available on the Town’s website and the Board asks individuals who cannot attend to send comments or questions to the Board before January 25. The proposed format should be parallel to the meeting we held on June 10 at Clarke Middle School: an Engineering presentation followed by questions focused on the presentation and then general discussion by the public. Intended for the Board to hear the public comments but no deliberation. If there are any issues we want clarified by the engineering staff, let the Town Manager know. Ms. Ciccolo and Mr. Kelley commented positively on the June 10 meeting. Mr. Kelley thinks we are seeing two issues playing out. One is public safety and the other is design issues. We, as Board members, need to get a handle to understand what is best for the citizens for the Center and recognize the impact on the community’s character. Look to the Design Advisory Committee for advice. Lacking piece of process has been view from the citizenry. Get a more focused citizens judgement from those that are on committees, i.e. Historic Districts or Historical Commissions. What is an appropriate way to go forward in the Center? We have historically done pieces of the Center, i.e. brick sidewalks. Need to have something in place for funding at the Annual Town Meeting. Mr. Pato clarified that the focus is the design elements from the Police Station to Meriam Street, not the Woburn St. intersection. Ms. Barry asked about the number for undergrounding the wires. Did we get cut through traffic data? Mr. Cohen thinks we should concentrate on the design elements of the Center. Mr. Pato indicated the design is at the 25% stage. Discuss Expectations for East Massachusetts Avenue Project Meetings on January 11, 19 and 25 As his property abuts this project, Mr. Pato turned the meeting over to Mr. Cohen and he took a seat in the audience. Mr. Cohen announced that we have scheduled three meetings on the project to upgrade three intersections on Mass. Ave., including Pleasant Street, Maple Street and Marrett Road. At the Monday, January 11, meeting at Town Office Building, we will hear the report from Kittleson Associates whether a round-about would be an appropriate traffic and pedestrian solution for any of these intersections. Not taking public comment. Kittleson has taken suggestions from the Town’s Engineering Department and outside engineering firms. On Tuesday, January 19, at the LHS auditorium, the same presentation will be given. It will be televised and at that meeting we will take comments from the public. On Monday, January 25, at the Diamond Middle School the Board will be meeting there and is expected to deliberate and vote on the preferred solutions for the three intersections. No public comments will be taken. Selectmen’s Meeting – January 4, 2016 Mr. Kelley wants to express a concern that we keep in mind that these decisions will have a very significant impact and consequent to the character of this community but the focus has to be on public safety and what we think is right for this community. There are a lot of choices to be made. Mr. Cohen agreed that public safety is really very much paramount. No matter what we do, we cannot prevent accidents from happening. Discuss Planning Board Articles Proposed for the Annual Town Meeting The Planning Board, at its meetings of December 9 and 16, voted to request that the Selectmen place the following articles on the 2016 Annual Town Meeting warrant: 1.National Flood Insurance District 2.Technical Changes 3.Governmental-Civic Use Districts 4.Neighborhood Conservation Districts (General Bylaw) 5.Maximum Height of Structures 6.Accessory Apartments 7.Floor Area Ratio (FAR) 8.Two-Family Homes 9.Banking & Real Estate Service Uses in the CB District 10.Planned Development Districts In addition, it is expected that a revision to RD-6, a planned development district at Brookhaven, will be brought forward. Mr. Pato talked to the Chair of the Planning Board because he was concerned about the necessary staff work needed to move all of the proposed articles forward. The Planning Board reaffirmed their interest to bring all of them forward to the 2016 Annual Town Meeting. He asked the Selectmen if they would like to address questions/concerns about any of these articles when the Planning Board comes to the Selectmen’s Meeting on January 11. Mr. Kelley was disappointed there was not an article regarding parking for change of use in the CB District, which needs to be addressed. He also feels there are too many articles for Town Meeting to digest. Concerned about economic consequences. Mr. Pato stated the Planning Board is working on the parking issue, but it will not be ready for the 2016 Annual Town Meeting. The Town Manager wants to bring the PILOP to the Selectmen and then to the Planning Board before they decide on changes to the parking bylaw. Ms. Ciccolo suggested that the Planning Board prioritize the articles and move forward the ones that are critical. Will not be able to do justice to all the articles and do not want them voted down for confusion or lack of clarity. Some are controversial. Selectmen’s Meeting – January 4, 2016 Mr. Pato pointed out there is a lot on the plate for residents also with a Special February Town Meeting, a Special Town Meeting at the beginning of the Annual Town Meeting, a debt exclusion vote in April. Scheduling meetings will be a problem. Will again impress upon the Planning Board to prioritize. Consider Community Compact Program Mr. Valente explained that the Baker Administration recently developed the Community Compact Program; the purpose of the program is to encourage municipalities to adopt best management practices. In exchange for their participation, Community Compact municipalities will receive additional points/consideration for discretionary State grant programs. Further, the State will, when appropriate, provide technical assistance to communities to support the implementation of a best management practice. Staff reviewed the program and, if supported by the Selectmen, would recommend three possible best management practice areas to focus on over the next two years:  Technology/cyber security;  Regional transportation (in collaboration with the Middlesex 3 Economic Development consortium; and  Complete Streets policy (to further the intent of the Citizen’s Article 45 approved unanimously at the 2015 Annual Town Meeting). The sense of the Board was to move forward with the program as long as staff can complete the best management practices. Mr. Valente will bring back the completed application to the Selectmen for approval. Consider Flag Policy Mr. Valente explained that the Board receives requests to fly the U.S. Flag at half-staff upon the death of a public official or prominent citizen. The Board does not have a policy for these situations. He asked the Board for their review and comment on a draft policy and also provided the relevant section of the U.S. Flag Code. Mr. Cohen asked that the current policy, “Lowering the Flag on the Battle Green”, be referred to in the new policy. Mr. Kanter, 48 Fifer Lane, had concerns about the word “heroic” in the first paragraph and whether it could be changed or removed. Ms. Barry forwarded some minor changes to the Town Manager earlier. Selectmen Committee Appointment – Historic Districts Commission Selectmen’s Meeting – January 4, 2016 Lynn Hopkins’ term on the Historic Districts Commission expired on December 31, 2015. The Historical Society submitted a letter nominating Lynn Hopkins and Marilyn Fenollosa. Upon motion duly made and seconded, it was voted 5-0 to appoint Lynn Hopkins to the Historic Districts Commission, representing the Historical Society, for a term to expire December 31, 2020. Establish and Vote Date for February Special Town Meeting, Open the Warrant and Set Date to Close Warrant Upon motion duly made and seconded, it was voted 5-0 to schedule a Special Town Meeting to begin on Monday, February 8, 2016. Upon motion duly made and seconded, it was voted 5-0 to open the warrant and close the warrant to citizen articles for the February 2016 Special Town Meeting on Thursday, January 7, 2016. Consent Agenda Adjustments of Water and Sewer Charges Upon motion duly made and seconded, it was voted 5-0 to approve following water and sewer adjustments: Adjustments to Water & Sewer Charges as Recommended by WSAB 12/3/15 $(85,512,91) Approve One-Day Liquor Licenses for Spectacle Management Upon motion duly made and seconded, it was voted to approve the request of Spectacle Management to serve beer and wine in the Cary Memorial Building Lobby for the following two events:  January 23, 2016, 7:00 p.m. to 11:00 p.m. for the Lenny Clarke show; and  February 14, 2016, 7:00 p.m. to 11:00 p.m. for the Phil Vassar show. Approve Selectmen Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of October 5, 2015, October 8, 2015, October 14, 2015, October 19, 2015 and October 28, 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 consider potential litigation regarding Shire, 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. Selectmen’s Meeting – January 4, 2016 Ms. Ciccolo recused herself from the executive session because her parents own property which abut the Pelham Road property and she is also an abutter to Shire. Upon motion duly made and seconded, it was voted 4-0 to adjourn at 9:28 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting January 11, 2016 A meeting of the Board of Selectmen was held on Monday, January 11, 2016, 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 discuss strategy with respect to collective bargaining, consider the purchase, exchange, lease or value of real property – 20 Pelham Road and 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. Selectmen Concerns and Liaison Reports Ms. Barry reminded that the 2nd meeting of the Lexington Community Coalition is on Wednesday evening, January 13, at 6:45 pm at the Community Center, 39 Marrett Road. Mr. Pato, as liaison to the Vision 2020 Committee, reported that earlier in 2015 we received notice from the Harvard Kennedy School that a subcommittee on demographic change was awarded a Bright Ideas award for its work on increasing Asian residents’ civic participation in Town affairs. We recently received a certificate. A lot of work done by residents interviewing to understand issues being faced by the Asian community. The Board has supported this endeavor. Mr. Pato recognized several members of the subcommittee and thanked them. Town Manager Report Mr. Valente was notified of an operation by Eversource who will be moving a 600,000 pound, 17 foot tall transformer from Saugus to Charlton and will go through Lexington. It will take four days and will be moved at night so it won’t impact the morning commute. There will be Police escort and utility line moving. There may be minor utility disruptions. Liquor License – Change of Manager and Officers/Directors – Lexington Elks Upon motion duly made and seconded, it was voted 5-0 to approve the application reflecting a change of manager and officers and directors and issue an all alcoholic club Liquor License to the Lexington Elks, 959 Waltham Street. New Town Website Presentation Ms. Santos, Webmaster, presented the new Lexington website, which will provide usability for all website visitors, is easy to maintain, supports all web capable devices and is a polished, professional website that reflects Lexington’s uniqueness. Work on the new webpage was done Selectmen’s Meeting – January 11, 2016 by a project manager, two webmasters and 20 web editors and took over a year to create, update and organize the web pages. The new format was created based on user interviews and research, web editor’s knowledge and experience and current best practices. Feedback has been mostly positive. Question about pdf format of recycling calendar. Still working on it. Letter of Support – Open Space and Recreation Plan, 2015 Update Mr. McCarron, Conservation Stewardship Coordinator, and Mr. Coleman, Assistant Recreation Director, provided information on the 2015 update of the Open Space and Recreation Plan. They reviewed the purpose of the plan, process for updating the plan, funding opportunities. They reviewed the public engagement process, the goals and objectives and the seven year action plan. Upon motion duly made and seconded, it was voted 5-0 to send a letter of support to Mellissa Cryan, Division of Conservation Services, for the Open Space & Recreation Plan, 2015 Update. Planning Board – Center Business Bylaw and Annual Town Meeting Articles Discussion Mr. Henry, Planning Director, summarized the working group’s process to deal with the soon-to- be expiring bank moratorium. What is before you is to provide the Planning Board with a consensus document for its hearing on February 10, subject to further refinement and comments. Conversation has hinged on placing banking, credit unions and real estate offices on special permit instead of by right. One policy point is that we are limiting this to banking and real estate. Some comments about bringing in CB12 (Lexington Place) and more parking or less parking. Ms. Ronchetti, chair of the Planning Board, indicated they are going to bring all of the planning articles to the Annual Town Meeting. Board members expressed concern about getting proper attention to so many articles. The number is not the issue as much as the collective weight. There is so much going on and so many meetings. Suggested the Planning Board whittled down the number of articles. Not convinced the community is going to be ready by Town Meeting. Mr. Henry: Public hearings start January 20 with National Flood Insurance, Technical Corrections, and Governmental – Civic Use District(s). On January 27, for Neighborhood Conservation Districts (General Bylaw). On February 3 we have the Residential Planning Committee (RPC) articles: Side Yard Height of Structures, Accessory Apartments and Floor Area Ratio (FAR) and Two Family Homes. On February 10, the Banking issue, Brookhaven change to RD-6 and Planned Development Districts. Public workshop on January 21 to focus on the RPC work. Mr. Cohen indicated that many people don’t understand the difference between the warrant article and the motion. The motion may change. Mr. Kelley concerned about getting the word to developers and builders who may be affected. Mr. Canale, member of Planning Board, mentioned there were numerous public outreach meetings throughout the year by the Planning Board. Mr. Hornig, Planning Board member, articles represent work done during past year. Would not put articles off until 2017 Town Meeting. Selectmen’s Meeting – January 11, 2016 East Massachusetts Avenue Intersection Project Presentation Mr. Pato recused himself because he is an abutter on the Massachusetts Avenue corridor and Mr. Cohen will be chairing in his absence. Mr. Livsey, Town Engineer, introduced Andrew Paul from Kittelson & Associates, Inc. who will be presenting a review and design as a third party on the project along east Massachusetts Ave. at the intersections of Pleasant St. as well as Maple Street. Mr. Paul started with Kittelson’s and his personal experience with roundabout projects. Reviewed conceptual design and traffic analysis and comparison with traffic signals which have been proposed, including cost, right of way impact and safety concerns. He will explain the difference between roundabouts vs. rotaries, pedestrian safety and cyclists at roundabouts. He compared proposed single lane or multi-lane roundabouts at Pleasant Street. Speed control is important so there would be some right-of-way takings. The traffic analysis for the morning commute southbound average delay in seconds and queue time favored the multi-lane proposal. A similar proposal for Maple Street means two lanes on every approach but one lane on every departure. Right of way impacts indicated full takings in the first proposal but the circle was moved in the second proposal which means no full takings of property. Comparing the roundabout and traffic signal means looking at traffic operations, cost (construction cost only), right of way issues and safety. Maple Street had acceptable queues and delays. The traffic operations at the Pleasant Street were comparable. The costs developed by BSC Group for roundabouts vs. traffic signals were twice as much at Maple Street and 60% more at Pleasant Street. He compared safety for roundabout vs. signal, not for these intersections but ones where roundabouts have already replaced signals. Safety comes from reduced conflict points at the intersection. Also reduces the severity of those collisions, fatal crashes by 90%, injury crashes by 75%, pedestrian crashes by 40% and bicycle crashes by 10%. He presented a summary comparing traffic operations, cost, right of way and safety issues at both intersection. At Maple Street, traffic operations and safety of the roundabout were more favorable than signals, however, the cost and right of way impacts of signals were more favorable than the roundabout. At Pleasant Street, only safety was more favorable in roundabouts. The cost and right of way impacts were more for roundabouts. Signals will require life-cycle costs over time. He compared roundabouts vs. rotaries: lower operating speeds due to smaller circle radius and entry deflection, and lane use including signs and markings which you don’t find in rotaries. Selectmen’s Meeting – January 11, 2016 Lower speeds at roundabouts provide shorter stopping distances and safer conditions. Also, pedestrian refuge area means they cross only one direction at a time. Slower operating speeds is safer for bicycles. There are also pedestrian crossing treatments at multi-lane roundabouts: raised crosswalk, rectangular rapid flash beacon or pedestrian hybrid beacon. Mr. Cohen asked Mr. Livsey about the cost. The Town will design the project and the state and federal government will pay for it. Is there an upper limit? The Town has given MassDOT a cost estimate. If it were to go up, the Town would have to meet with MassDOT to see if they have funding available in this year and if not, it could go into another year’s funding. The Town pays for the design and all right-of-way acquisition(s). Ms. Barry asked if roundabouts slow down emergency vehicles response. Mr. Paul indicated you would see similar to signals during peak hours. During off peak hours’ demand, you wouldn’t see much delay at all. Police and Fire Chiefs in communities that have installed roundabouts have been supportive of the increased safety. Ms. Ciccolo concerned about 53 second delay at Maple Street intersection which Mr. Livsey says is an acceptable delay. Also, questions about process for pedestrian crossings including visually impaired and children. Mr. Livsey explained the process for signal crossings using the Maple Street intersection as an example. Mr. Paul answered the question for the roundabout version. Questions about whether “right on red” were allowed in the signal plan; whether pedestrian crossings were raised, how a bicycle would manage the roundabout. This last situation means vehicles would have to yield to the cyclist. Also, how large vehicles or customers would enter the gas station at Maple Street. Discussion about right of way takings at Maple Street that involve four properties but no structures. Land takings at Pleasant Street would involve two properties including one with a house close to the road. On street parking loss at Sacred Heart Church not known at this time. What historic elements are involved (stone walls)? Have information for public meeting. Concern about temporary takings while construction ongoing. Question about status of roundabout proposed for Hartwell Ave. at Maguire Road. Mr. Kelley is in favor of roundabouts and wants Board members to visit some before making a decision. Wants to keep signals out of the Historic District in East Lexington. Discussion about whether MassDOT would agree to the project if taking out a lane. Should we be concerned about a delay in the project in order to satisfy an hour in the morning and the afternoon? Mr. Cohen thinks the commuting “hour” is more like two plus hours each time period. Selectmen’s Meeting – January 11, 2016 The Board took a 5 minute recess and reconvened at 9:25 p.m. School Committee – Release School Project Peer Review Funding Also Present: School Committee Members: Ms. Coppe and Mr. Alessandrini. Mr. Goddard, Public Facilities Director, explained that the Hill International proposal to conduct some of the “peer review” requested at Town Meeting will explore: validation of the value engineering cost comparison of the current split school project versus all growth at Clark and Diamond and review the current split-school project plan to see if there are other ways of allocating space to accomplish the defined goals. This is being done collaboratively with the School Department. Mr. Pato explained that normally the proposal would be approved by the School Committee first, but given meeting schedules it is difficult to proceed in a timely fashion. Upon motion duly made and seconded, it was voted 5-0 to release $10,000 in funds from the March 2015 Special Town Meeting appropriation. Presentation of the FY2017 Budget Mr. Valente, along with Mr. Addelson, Assistant Town Manager for Finance, and Patty Moore, Budget Officer, presented the FY 2017 Preliminary Budget and Financing Plan. His key recommendations include: adding $5 million to Capital Projects Stabilization Fund; using $751,000 from Capital Stabilization Fund for within-levy debt service; limit Program Improvement Requests; defer some planned capital projects; and provide contingency of $983,000. He suggested the following future new revenue sources: stormwater management fee, adjusting cemetery burial fee, adjust parking meter fee for electric vehicles, initiate limited tax foreclosure process and recognize potential Hartwell solar revenues. The financial/budget priorities are to: plan for capital, within tax levy and excluded debt; manage operating budget increases; continue funding of Post-Employment Benefits Liability; continue road/intersection/traffic calming/sidewalk funding; continue investments for pedestrian safety. A summary of all of the major categories of our budget total an increase of $5,614,239 or 2.9% increase. He reviewed two significant changes in Shared Expenses: Workers Compensation increased by 14.4% as a result of changing the way we budget the cost of a WC employee who will eventually retire, from the department budget where it prevents filling the position and put the cost in Shared Expenses. Also Property & Liability Insurance was decreased by $184,356 or 21.4% as a result of lower bid prices. Selectmen’s Meeting – January 11, 2016 There were a total of $1.1 million dollars in Program Improvement Requests. Of that amount the Town Manager is recommending $318,000 for funding as follows:  DPW – Engineering Services - $60,000  DPW – Disposal of Materials/Solar Preparation - $60,000  Community Center – Clerk, Part-Time to Full-Time - $35,645  Development – Master Planning Services - $50,000  Economic Development – Tourism/Visitor’s Center Part-Time Staff – $18,525  Finance – Legal-Tax Foreclosure - $10,150  Others - $83,726 Reserve Recommendations are: Post-Employment Benefits Fund - $1,512,318 and Capital Stabilization Fund - $4,996,947. Mr. Valente reviewed all funds over the past 6 years as part of the Capital Budget. Slightly less aggressive than in the past. The total is approximately $400,000 more than FY2016. The tax levy supported debt service increase from 2016 to 2017 is 5%. Went over cash capital spending and total Proposition 2 ½ Excluded Debt Service for which he is not recommending any increase. Average taxpayer will see a $54.00 increase. Significant Capital Projects from the General Fund include:  Fire Ladder Truck - $875,000  Center Streetscape - $2,700,000  Road Improvements/Construction - $2,525,835  Sidewalk Improvements - $600,000  Cary Library Sidewalk - $149,500  Pleasant Street Sidewalk - $175,000  School Technology - $1,198,000  Municipal and School Maintenance - $1,514,249 Significant Capital Projects to consider from excluded debt:  Lexington High School Heating – Design - $500,000  Hastings School Design - $1,500,000  Diamond Middle School Renovations - $44,541,900  Clarke Middle School Renovations - $21,264,100  Pelham Road Purchase – to be determined  20 Pelham Road Access - $150,000 Mr. Valente identified 17 capital project requests that are recommended for deferral. Selectmen’s Meeting – January 11, 2016 Continuing policy issues include: planning for large capital projects, continued use of Capital Stabilization Fund, appropriation to Capital Stabilization Fund, continued OPEB funding, provide reserve for contingencies; and potential new revenue sources (in future years). Next steps for staff: respond to questions on operating and capital budget, develop capital projects financing model for Selectmen/Summit, assist Selectmen with policy issues and transmit budget to financial committees/Town Meeting Members by February 29. Next steps for Selectmen are: to recommend to Town Meeting the capital financing plan and approve the final recommended operating and capital budget on February 22. Mr. Kelley suggested that the Visitor Center project should move forward because of the value of Tourism and since the project is ready to move forward. Mr. Pato agreed the project was worthwhile and should move forward, but not at the current $3 million price tag. Since the plan for the Visitor Center is to demolish the old and build a new building, it would not be eligible for Community Preservation Act funds. Ms. Barry asked about purchasing staging for special events. Mr. Valente responded that one portable stage has been purchased and the second one would be put off. Ms. Barry reminded the Board that the existing staging has stability issues and is not accessible. Mr. Kelley questioned putting off the final phases of the phone upgrades. Ms. McKenna, Tourism Committee Chair, requested that the Visitor Center project not be deferred. She suggested that a value engineering be done which would help reduce costs. She asked the Board to think creatively to get the project done. Review and Approve Community Compact Application Mr. Valente requested the Selectmen’s approval to apply to participate in the State’s Community Compact Program as described at the Board’s meeting on January 4. The purpose of the program is to encourage municipalities to adopt best management practices. In exchange for their participation, Community Compact municipalities will receive additional points/consideration for discretionary State grant programs. Further, the State will, when appropriate, provide technical assistance to communities to support the implementation of a best management practice. Staff recommends three best management practice areas to focus on over the next two years:  Technology/cyber security; Selectmen’s Meeting – January 11, 2016  Regional transportation (in collaboration with the Middlesex 3 Economic Development consortium; and  Complete Streets Policy (to further the intent of the Citizen’s Article 45 approved unanimously at the 2015 Annual Town Meeting). If the State accepts these best management practice topics, the Board will be asked to enter into an Agreement with the Community Compact Program before moving forward. Lt. Governor Polito will likely participate in the signing of this Town/State Agreement. Ms. Barry asked where staff was on the Complete Streets Policy. Mr. Valente responded that staff hopes to bring to the Selectmen for review next month. Upon motion duly made and seconded, it was voted 5-0 to authorize staff to submit the Community Compact application. Appointment – Tourism Committee Upon motion duly made and seconded, it was voted 5-0 to appoint Marsha Baker to the Tourism Committee, representing the Historical Society, for a term to expire September 30, 2016. Sign Warrants for the February 8, 2016 Special Town Meeting Mr. Kanter requested an editorial change to remove the word “Projects” from Article 4 in the Special Town Meeting #1. Ms. Ciccolo will abstain from voting on the Special Town Meeting #1 since her parents abut the Pelham Road property. Upon motion duly made and seconded, it was voted 5-0 to sign the February 8, 2016 Special Town Meeting #1, allowing for minor changes as recommended by Town Counsel. Upon motion duly made and seconded, it was voted 4-0-1 to sign the February 8, 2016 Special Town Meeting #2, allowing for minor changes as recommended by Town Counsel. Consent Agenda Vote Intent to Layout Victory Gardens Way as Public Way Upon motion duly made and seconded, it was voted 5-0 to layout Victory Garden Way as a public way and recommend acceptance at the 2016 Annual Town Meeting. Use of the Battle Green – Fife & Drum Tattoo Upon motion duly made and seconded, it was voted 5-0 to approve the request of the William Diamond Junior Fife and Drum Corps to hold the annual Tattoo and Lexington Muster on the Battle Green on Friday, May 6, 2016, from 7:00 p.m. to 8:00 p.m., including a small parade from Selectmen’s Meeting – January 11, 2016 St. Brigid Parish to the Battle Green beginning at approximately 6:50 p.m., subject to working out the details with staff. Approve Releasing Executive Session Minutes for 2011 Upon motion duly made and seconded, it was voted 5-0 to approve releasing the following executive session minutes from 2011: January 10 and 24; March 23; April 4, 6 and 25; May 2 and 16; June 6 and 28; July 11; August 1 and 29; September 12 and 26; October 3, 12, 17, 24 and 26; November 2 and 14; and December 12 and 21. Upon motion duly made and seconded, it was voted 5-0 to adjourn at 10:32 p.m. Attachment: FY2017 Preliminary Budget & Financing Plan A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting Public Meeting on Proposed Massachusetts Avenue Center Streetscape Project January 12, 2016 A meeting of the Board of Selectmen was held on Tuesday, January 12, 2016 at 7:00 p.m. in the Cary Memorial Building – Battin Hall, 1605 Massachusetts Avenue. 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. Also Present: Mr. Livsey, Town Engineer; Mr. Ho, Vice President, BETA Group and Mr. Wasielewski, Project Manager, BETA Group, and Ms. Carr, Senior Project Manager, BETA Group. Introduction Mr. Pato explained that the Center Streetscape project is focused on relieving safety challenges posed in Lexington Center for vehicles, bicycles, and pedestrians. The Board of Selectmen is here to hear about potential engineering solutions to these challenges, and hear community concerns related to these potential solutions. Mr. Pato described the many communications in various forms received by the Selectmen so far. He noted that tonight’s presentation will include the aesthetic and cultural engagement treatments envisioned as part to the project; however, the details are not complete and the purpose of the meeting is to elicit public feedback that will inform the completion of the design. Presentation by BETA Group Mr. Ho began the presentation by showing a list of the 50 meetings held regarding this project to date and giving a quick summary of the November 30, 2015 meeting with the Board of Selectmen. He noted that a detailed description of the questions and answers discussed at the th November 30 meeting is posted on the Town’s website. Ms. Carr walked through some of the details of the Streetscape improvements. She presented information on the overall plan, the gateway component, sidewalk and lighting treatment, site furnishings, trees, and interpretation amenities such as gathering areas, interpretation seating, etc. Question Period Alice Meade, 86 Meriam St, asked about the material used for benches because the bird poop sticks to the wood. Ms. Carr suggested not having trees with berries. She stated that teak is a good strong material for benches that lasts. Gerry Paul, 43 Highland Ave, member of the Tree Committee, is concerned about making sure that trees get planted along Waltham St. from the intersection with Mass. Ave to the intersection with Vinebrook Rd. Center Streetscape Project Meeting – January 12, 2016 Mark Connor, 16 Highland Ave, asked if there is a reason why a good portion of the main walkway will be concrete. Mr. Livsey explained that the reason for proposing concrete was to make it more accessible to users with disabilities who experience a lot of discomfort when they ride on brick. Elaine Dratch, Precinct 5 Town Meeting Member, wanted to know with respect to lighting, what kind of attention has been paid to energy efficiency. Ms. Carr stated that a lighting designer has looked at this and efficient LED lights will be used. Robert Whitehouse, 159 Reed St, didn’t see any improvements of safety. Ms. Carr commented that safety improvements include improving the surface of the sidewalk, providing bump outs at crosswalks, and improving the lighting. Mr. Ho added that some of the other safety features include providing bike lanes and the timing of traffic signals for vehicle safety. Matthew Kovner, 12 Independence Ave, is vision impaired and commented that bollards around the plant beds are very painful to walk in to at night. Ms. Carr explained that the bollards help define the edge of the plant beds. The bollards are placed in the bed, at the edge. Pete Kovner, 12 Independence Ave, wanted to know if there are clear areas to walk where the vision impaired will not bump in to something. Ms. Carr explained that the clear areas are in the concrete walk way. George Burnell, 4 Eaton Rd, commented that some people feel that narrowing the roadway to shorten the crosswalk in front of the post office would make it less safe because people are parking and getting in and out of cars. He asked what analysis has been done. Mr. Ho explained that this was brought to their attention and the changes made to the design have been posted online. Meg Muckenhoupt, 19 Whipple Rd, asked if the consultants are working with full cut off lights, will there be light pollution above? Ms. Carr explained that there should not be light pollution, all of the lights are directed downwards; there is a cap on the pendant lights and the post top lights. Steve Heinrich, 11 Potter Pond, referring to the picture of planters along the sidewalk asked if it will be difficult to feed the parking meters in the winter and difficult to clear snow. Ms. Carr reported that they are holding the planters back about 5 feet from the face of the curb. Alex Wahl, 5 Rawland Ave, asked how many parking spots are being removed and suggested removing all parking spots in the Center. Mr. Ho reported that approximately 10 parking spots would potentially be removed. \[Note: later in the meeting the number was corrected to three.\] Marianne Lazarus, 22 Woodland Rd, is concerned about how all this will work when the weather is bad. She urges the consultants to test everything for all weather. Ms. Carr commented that for Center Streetscape Project Meeting – January 12, 2016 example, if they find in certain areas where there tends to be glare from the lights, they can be adjusted. Matthew Kovner, 12 Independence Ave, referring to the Woburn Street intersection asked whether there could be a signal at the crossing from the island to the Muzzey Condo side. He also asked whether the consultants had looked at a more squared off intersection. Mr. Wasielewski explained that they did consider eliminating the island and bringing the right turn in to the intersection more but because of the skewed angle at which Woburn Street approaches Mass Ave the design presented is as close to the intersection as we can get it. They can consider signalizing that right turn lane with a pedestrian signal. Mr. Pato polled the audience to see if they were in favor of extending the question period for up to another half hour and it was decided to extend it. John Flynn, Hunt Rd, asked whether the crosswalk in front of the police station could have a pedestrian controlled rectangular rapid flash beacon (RRFB) and not just be a painted crosswalk. Mr. Livsey confirmed that would be something that could go in there. Andy Friedlich, 22 Young St, Precinct 5 Town Meeting member, asked about whether the earlier projected cost of about $2.5 million has remained the same. Mr. Livsey explained that the $2.5 to $3 million is for Phase 1 of the project, approximately $200,000 is for just the signal work itself. Pete Kovner, 12 Independence Ave, commented that it is very hard to see people in the crosswalk even in the Center because there are so many competing lights. Ms. Carr explained how the use of LED lights and the better placement of lights will make it brighter in the crosswalks. Thara Pillai, 53 Grant St, is concerned that not enough is being done in the crosswalks, if there is a large car beside you, you can’t see somebody stepping out on to the crosswalk. Is there any way to put a flashing light at all the crosswalks in the Center? Mr. Ho explained that flashing lights could not be at all the crosswalks because research shows that if it is less than 300 feet from a traffic light, installing another flashing light could create confusion to drivers. Vicki Blier, 41 Shade St, understands that we need to rebuild Lexington’s infrastructure one way or another. Of the $2.5 million projected, how much has to be spent anyway? Mr. Livsey did not have the exact number in front of him, but can provide it. He confirmed that the roadway and sidewalks are in poor condition in that area and need to be done. Mark Duffy, 46 Spring St, asked if the plan calls for cutting down all the existing mature street trees and replacing them with new small trees. Ms. Carr has not met with the Tree Committee yet. She commented that some trees may be taken down because they are diseased and not doing well. Center Streetscape Project Meeting – January 12, 2016 Jennifer Melot, 44 Emerson Gardens Rd, when she rides her bike she has to stay about 3 feet away from the parked cars in case they open their door. In the section with the concrete median, how much space would there be for a commercial vehicle to pass her? Ms. Carr stated that the concrete median is at grade so if needed a vehicle can drive over it. Luiz Melendez, 1556 Mass Ave, has analyzed the crash data and has found hot spots for pedestrian injury between Clarke St. and Muzzey St. and a second hot spot between Edison Way and Wallace Court. The safety measures he has seen presented tonight do not seem like enough. Matthew Kovner, 12 Independence Ave, is concerned about lighting and pedestrian safety. He feels that the LED lighting can be very bright almost akin to a laser pointer. He wondered if there was any possibility of incandescent or halogen lighting. Mr. Ho explained that communities are going with LED lighting and he has not seen any research that what Mr. Kovner describes is an issue. Ms. Carr explained that the LED lights come in different temperatures and adjustments that can be made as to where the light is directed. Warren Manhard, 3 Stetson St, asked if there was anything in the plan that addresses the excessive speed with which so many drivers go through Lexington. Mr. Ho described the traffic calming features that will slow cars down as they go through the Center. Marianne Lazarus, 22 Woodland Rd, asked why many crosswalks were moved to the other side of the street, when entering Mass Ave and trying to make a left turn you are confronted with the crosswalk. Mr. Livsey explained that it is a safer place for the crosswalk because, when you are taking a left you are looking both ways. When the crosswalk is to the right, you are not looking at the pedestrian until you are coming up to speed. Comment Period Jennifer Melot, 44 Emerson Gardens Rd, does not see how this improves her safety as a cyclist. It would help to add bike boxes at the intersections and to add “share roads” in both lanes. Gerry Paul, 43 Highland Ave, supports doing nothing at the Woburn Street intersection and installing an RRFB at the crosswalk in front of the Police Station. Andy Friedlich, 22 Young St, stands in opposition to the reconfiguration and signalization of the Woburn Street intersection. Matthew Kovner, 12 Independence Ave, having been struck by a vehicle and being vision impaired, would like to know what happened with the complete streets program and why the bike path has been left out of that context. He is terrified of being struck by a bicycle. Center Streetscape Project Meeting – January 12, 2016 Elaine Ashton, Precinct 1 Town Meeting member, would hate to see nothing be done to improve safety simply because of arguments for aesthetic or historic reasons. She would be happy to have the Selectmen bring the money down to East Lexington. Beverly Kelley, 24 Forest St, agrees with Gerald Paul and Andy Friedlich. She believes it would be a big mistake to put traffic signals at Woburn Street because they are not needed. Mark Connor, 16 Highland Ave, is opposed to putting traffic signals at the Woburn Street intersection. He believes it would increase cut through traffic on Highland Ave. He also believes that a safe and accessible sidewalk can be created with brick. Mr. Pato gave an update from Engineering staff that the number of parking spaces lost due to the Center Streetscape plan is three. And with respect to cut through traffic, the Board of Selectmen has commissioned additional studies for traffic mitigation on the side streets. John Flynn, 1 Hunt Rd, suggests improving the crosswalks around the Woburn Street intersection and leaving the intersection itself alone. Gerry Paul, 43 Highland Ave, believes that an RRFB or a Hawk Signal at or near the Police Station would be safer for pedestrians than a traffic signal at the Woburn Street intersection. Pete Kovner, 12 Independence Ave, at age 70 is thinking about the visually impaired or the elderly. He urges the Selectmen to not only think about protecting bikes from cars, but also think about protecting pedestrians from bikes. Wendy Manz, Precinct 9 Town Meeting member, suggests to the Selectmen as they continue to analyze this that they look at what is the obvious solution to the problem. The Woburn Street intersection is dangerous and people get hit there. It is badly designed for the kind of traffic that it now sustains. The simplest and not expensive solution is to install a traffic light which creates safe intervals for pedestrians and cyclists to cross. It doesn’t back up traffic any more, and so far there is no indication that it increases cut through traffic. Marianne Lazarus, 22 Woodland Rd, noticed in the presentation that there are site furnishings and historical markers and interpretive elements in the pavement. She would like to suggest that we use this as an opportunity to have an open competition for artists in town. Jeanne Krieger, Precinct 3, encouraged the Selectmen to go forward with this design. She believes that the traffic signal is an important component of this and data shows that it will improve safety. Alex Wahl, 5 Rowland Ave, does not believe that installing a traffic light at the intersection of Mass Ave and Woburn Street is an answer to safety concerns. There are other ways to achieve the same means. Center Streetscape Project Meeting – January 12, 2016 Jeri Zeder, 900 Mass Ave, is part of a group called the Friends of the Center Streetscape project, and is in favor of the project including the traffic light at Woburn Street. She urged people to go to their website, www.LexStreetscape.info where they have looked at lots of myths and facts. Tom Griffiths, 1364 Mass Ave, seconded Wendy Manz’s comments that we have a solution at hand (traffic signals) which should address many of the safety issues. He is hearing a lot of alternatives that might make it possible to live without signalization, but it seems that the straightforward path is signalization. John Flynn, 1 Hunt Rd, believes that first and foremost we have to make the crosswalks we have already at the Police Station and Hunt Ave. safe before we introduce other considerations. Shaun Grady, 9 Longfellow Rd, commented that there is a lot of passion about this issue in Lexington. He supports whatever will be safest. He stated that if the Town really wants to be historical, then let’s get rid of the granite and the bricks and go back to dirt. Matthew Kovner, 12 Independence Ave, would like to see a crossing light at the Hunt Rd and Slocum Rd crosswalks. Beverly Kelley, 24 Forest St, believes that a traffic light at the Woburn Street intersection is not needed. When she was there this morning from 8:10 am to 9:10 am there were very few backups and sometimes no cars at all. Documents Presented 1.Town Center Streetscape and Battle Green Project Update January 12, 2016 2.Woburn Street Intersection Myths and Facts handout prepared by the Friends of the Lexington Streetscape Project Upon motion duly made and seconded, it was voted 5-0 to adjourn at 9:25 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Summit Meeting 4 Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee January 14, 2016 A Selectmen’s Meeting was held at 6:30 p.m. and a Summit Meeting was held at 7:00 p.m. on Thursday, January 14, 2016, in the Public Services Building Cafeteria, 201 Bedford Street. PRESENT: Mr. Pato, Chairman, Mr. Kelley, Mr. Cohen, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager, and Ms. Chabot, Assistant to the Executive Clerk. Executive Session Upon motion duly made and seconded, the Board of Selectmen voted 5-0 by roll call to go into executive session at 6:30 p.m. 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. Upon motion duly made and seconded, it was voted 5-0 by roll call to return to open session at 6:40 p.m. and to recess until 7:00 p.m. Also Present: School Committee (SC) members: Ms. Steigerwald, chair, Ms. Coppe, Mr. Alessandrini, Ms. Crocker, Mr. Hurley; 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, Ms. Barnett, Mr. Cole, Mr. Kanter, and Ms. Manz. Mr. Goddard, Director of Public Facilities. The School Committee, Capital Expenditures Committee and Appropriation Committee called their meetings to order at 7:03 p.m. Release of Design Funds – School Facility Capital Program Mr. Pato introduced the request from the School Committee to release remaining funds for the designers (DiNisco Design Partnership), construction manager (Bond Brothers, Inc.), project managers (Hill International), and assistant project managers, (Department of Public Facilities) assigned to the Clarke, Diamond, and six modular classroom projects. The requested amount is $4,301,293 (Diamond $906,942; Clarke $470,304; and six modular classrooms $2,839,400). This leaves $520,000 appropriated for Hastings Elementary School schematic design unreleased. Ms. Steigerwald let people know that they received questions through Mr. Goddard from the chairs plus one meeting last Friday and responded to questions raised at the School Committee meeting on Tuesday. She reported that they were asked to reconsider a third middle school and gave reasons for why the School Committee did not want to pursue that. The School Committee is asking to proceed with the plan. Summit Meeting #4 – January 14, 2016 Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to continue design and project management work through the month of April, and release $4,301,293 from the December 2015 STM Article 2 appropriation of $5,386,000 for this work. FY2017 Preliminary Budget and Financing Plan Presentation Mr. Valente explained that this is the Summit where he will go over the Preliminary FY17 Budget which includes the operating and capital budgets and the Financing Plan that is behind those budgets. The Preliminary Budget (White Book) is on the Town’s website and tonight’s presentation is also on the Town’s website. Relevant to the discussion the Board just had, Mr. Valente pointed out that there is a table in the capital budget section of the presentation dealing with excluded debt where he tried to draw out and present the list of projects which are potentially candidates for excluded debt. We also have on that list the $4 million in school planning that was done last spring and the $5 million that was done this fall so that may be something that needs to be considered as the School Committee thinks about what they want on a debt exclusion. Mr. Valente explained that in his presentation he would cover the key recommendations addressed in the preliminary budget; talk about some highlights in preliminary revenues; talk about the operating budget, including shared expenses in particular because that is about $50 million of the budget; talk about our reserves, both what our position is currently and where it is recommended to increase reserves; and talk about capital - what he is recommending, how we are going to fund it, and what capital projects are recommended to be deferred to future years. Mr. Valente would finish up by reminding the group of key policy issues. Mr. Valente reported that this is a balanced budget, it maintains our current level of service with limited service enhancements recommended, and it continues a strong capital program but not quite as aggressive as the last few years. The recommendation provides some flexibility in case there are state aid reductions or state aid less than what we are projecting, as well as unanticipated expenses. Lastly, it proposes to set aside additional funds into the Town’s Capital Stabilization Fund to be used to help mitigate the debt service impact of future capital projects. Mr. Valente presented key recommendations which were to: add $5 million to the Capital Projects Stabilization Fund; use $751,000 from Capital Stabilization Fund for within-levy debt service; limit municipal program improvement requests; defer some planned capital projects; and provide contingency use of $983,000 in funds not otherwise allocated. Mr. Valente is projecting that in FY17 the Town will have an additional $5.4 million in general fund revenues, or about 2.8% more than in FY16. Suggestions for future new revenue sources are to have a storm water management fee, adjust cemetery burial fee, adjust parking meter fee for electric vehicles, initiate limited tax foreclosure process, and recognize potential Hartwell solar credits. Summit Meeting #4 – January 14, 2016 Moving to the recommended FY17 operating budget, Mr. Valente went over several financial/budget priorities established by the Selectmen. He showed a summary of all the different categories of our budget and the percent change in each category from FY16 appropriated to FY17 recommended budget. Overall the operating budget is increasing by 2.9% or $5.6 million; this is about half the increase from last year. Shared expenses support the school department budget and the municipal budget. Mr. Valente highlighted two items because of percent change. First, in workers compensation there was a 14.4% increase and this reflects a change in the way we are doing the budgeting on this as opposed to an increase in the line item. The second change is our property & liability insurance decreasing $184,356 or 21.4% as a result of Ms. Vine, Deputy Town Manager, rebidding our insurance this past year. The preliminary budget includes two reserve recommendations first, to add $1.5 million to our post-employment benefits trust fund, which currently has a balance of about $7 million. Our liability in that account over the next 30 years is $190 million. The second recommendation is to add about $5 million to the Capital Stabilization Fund which currently has a balance of about $16.6 million. Moving on to capital, Mr. Valente presented a chart of information on the capital budget from FY12 to FY17 by funding source. In total he is recommending $22 million in funding in all areas. Next, Mr. Valente presented a history of general fund debt service. The increase in FY17 would be 5%, assuming the use of $751,000 from the Capital Stabilization Fund in debt service mitigation for the High School modulars. In FY18 an estimated $785,000 in debt service mitigation would be necessary to reach the target increase of 5%. Mr. Levine feels that things which really have to be done, like deferred maintenance, should not be put out for a debt exclusion vote. He does not believe we are going to be able to maintain the 5% increase in within levy debt. Mr. Parker pointed out that at some point we are going to have to start thinking about the impending pressure on the operating budget. Mr. Valente continued with a history and a recommendation for the coming year on free cash, tax levy and other available funds which shows an increase in FY17 ($5.5 million) from the prior year ($4.6 million). Moving on to total proposition 2 ½ excluded debt service, Mr. Valente pointed out that in FY17 there is no recommendation to use the Capital Stabilization Fund and the increase for the average residential tax payer is about $54. Of the list of significant capital projects to consider for excluded debt, Mr. Valente pointed out that the two middle school projects would be the most important to bring to the voters this spring. He also presented a list of capital projects recommended for deferral which totaled approximately $5.4 million. To wrap up, Mr. Valente reiterated the continuing policy issues for consideration which are: planning for large capital projects; continued use of Capital Stabilization Fund; continued OPEB funding; sufficient reserve for contingencies; and potential new revenue sources. He also went over the summit financial priorities and goals which were: in 2005-2010 to build operating Summit Meeting #4 – January 14, 2016 reserves; 2010-2015 invest/address deferred maintenance in existing buildings and roads; 2014- 2016 Community Center purchase and programming; and 2015 – 2020 planning and implementation for significant capital projects due to school enrollment growth. Next steps are for staff to: respond to questions on the operating and capital budget; develop a capital projects financing model for the Selectmen and Summit participants; assist the Board with policy issues; and transmit the budget to the financial committees/town meeting members by February 29, to meet our target for Town Meeting taking up any financial articles a month later. To do that we need a vote of the School Committee on their recommended budget scheduled for February 9, and that will allow the Selectmen to make their final recommendations on both the operating and capital budget at their meeting on February 22. Update on Special Town Meeting Articles Mr. Pato briefly outlined the Warrants for February 8, 2016 signed by the Board of Selectmen at their meeting on January 11, 2016. Special Town Meeting 2016-1 is called primarily to comply with the request of the Minuteman Regional Vocational School District with respect to amending the Regional School District Agreement. The second item on the Special Town Meeting 2016-1 is to appropriate money for the Hastings School feasibility study following the MSBA path. Mr. Pato asked Mr. Valente to summarize the third item, which is transfers for stabilization funds. Mr. Valente explained that we have the last payments made by Cubist (about $80,000). Half will go into the Transportation Demand Management Stabilization Fund and the other half will go in to the Traffic Mitigation Stabilization Fund. Mr. Pato continued that Special Town Meeting 2016-2 is set aside for Land Purchase at Pelham Road. That is separated from the other warrant articles in case there is a slight delay on being able to process that. The Board has not taken a formal position on the Special Town Meeting 2016-1 articles, but there is a consensus that the Board is in favor of all three. Establish Tentative Date: Summit V The date for Summit V was set for Wednesday, February 10, 2016. Executive Session – Exemption 6 – Discussion Regarding Purchase of 20 Pelham Road Upon motion duly made and seconded, the Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee voted by roll call 5-0, 5-0, 8-0, and 5-0 respectively, to go into executive session at 8:50 p.m. 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 and left the meeting since her parents own property that abuts the 20 Pelham Road property. Summit Meeting #4 – January 14, 2016 Documents Presented 8.FY17 Preliminary Budget & Financing Plan, Financial Summit IV dated January 14, 2016 Upon motion duly made and seconded, it was voted to adjourn at 9:00 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen’s Meeting Public Meeting on East Lexington/Massachusetts Avenue Intersection Project January 19, 2016 A meeting of the Board of Selectmen was held on Tuesday, January 19, 2016 at 7:00 p.m. in the Lexington High School Auditorium, 251 Waltham Street. 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. Also Present: Ms. Strod, Deputy Town Moderator; Mr. Livsey, Town Engineer; Mr. Cannon, Assistant Town Engineer; Mr. Paul, Senior Engineering Associate Kittelson & Assoc.; Mr. Myers, Senior Principal Kittelson & Assoc.; Mr. Laughlin, Transportation Project Director BSC Group; and Mr. Offeiaddo, Senior Associate BSC Group. Mr. Pato called the meeting to order at 7:02 p.m. and explained that the Board is here to listen to the questions and comments of the public. Mr. Pato is a direct abutter to the project being discussed. On the advice of the attorney of the day at the State Ethics Commission he recused himself and went to sit in the audience. Mr. Cohen introduced Ms. Strod, Deputy Town Moderator, who would be moderating the meeting. Meeting Format Ms. Strod went over the agenda and explained that there would be a limit of one minute for questions and two minutes for comments per person for each appearance at the microphone. Introduction Mr. Livsey explained that the BSC Group are the lead designers on the project and Kittelson & Associates are the consultants brought in for independent review specifically on the roundabout analysis. Tonight’s presentation will focus on roundabouts at the Maple Street and Pleasant Street intersection. This does not eliminate signalization plans as a viable alternative. Presentation Mr. Myers, Kittelson & Associates, gave information about his firm’s qualifications and his own background. Mr. Paul, Kittelson & Associates described his background and experience, specifically with respect to roundabouts in Massachusetts. Kittelson has come on board to give an objective view of how roundabouts would operate at the intersections of Maple Street and Pleasant Street with Mass Avenue and what geometric constraints would be needed in order to facilitate roundabout design there. Mr. Paul presented roundabout conceptual design and traffic analysis at Maple Street and Pleasant Street. He gave a comparison of roundabouts and traffic signals at these locations including traffic operations, cost, right of way impacts and safety. Mr. Paul also presented information on roundabouts versus rotaries, pedestrians at roundabouts, and cyclists at roundabouts. East Massachusetts Avenue Intersection Project Meeting – January 19, 2016 To summarize the comparison, both roundabouts and signals would improve operations compared to existing conditions at the Maple Street and Pleasant Street intersections. There is more cost associated with the roundabouts (twice as much as a signal at Mass. Ave and Maple St, and 60% more at Pleasant St). There are also greater right of way impacts associated with the roundabouts than signals at these intersections. There will be safety improvements with both signals and roundabouts, possibly more so with roundabouts because they have less severe crashes and fewer points within the intersection where collisions can occur. Question Period Reverend Claire Feingold Thoryn, Minister of Follen Church would like to know if a roundabout will be as effective as a signal at slowing traffic for people crossing in front of Follen Church. Mr. Myers feels that a roundabout would be more effective. Masha Traber, 106 Maple St., commented that there is less green space with the roundabout option. Mr. Myers replied that there is actually a little more green space because the center of the circle is green. Beverly Seavey, 1099 Mass Ave., wondered in the calculation and comparison of wait time and queue length did Kittelson factor in the intelligence of the signal. Mr. Paul – yes, the two were compared using those types of signals. Vicki Blier, Shade St., is concerned about whether this is the right place for a roundabout. In answer to her question, Mr. Livsey stated that in this case the sidewalk and right of way are in approximately the same location. Tom Fortmann, 5 Harrington Rd., asked how this design might evolve to achieve smaller scale, for example if the south bound bypass lane were omitted. Mr. Paul found that no matter which scenario, you still need more than one lane on any approach. Jeri Zeder, 900 Mass. Ave., was surprised to see raised crosswalks as a possibility for protecting pedestrians because she thought that Mass Ave in this stretch of roadway was a state numbered route principal roadway and that is not allowed. Mr. Myers agreed that type of treatment would not normally be allowed. Jennifer Melot, 44 Emerson Gardens, wondered if bike lanes were part of the roundabout plan. Mr. Paul explained how cyclists could use the roadway or the shared use path. Joel Adler, 22 Village Circle, asked who would pick up the additional cost of the roundabouts. Mr. Livsey confirmed that the cost of signals would be covered. If we change to roundabouts we could first see if Mass DOT approves the design change, if so would they approve increased funding for the project, and if yes can they still keep to the schedule. East Massachusetts Avenue Intersection Project Meeting – January 19, 2016 Jerry Lanson, 1122 Mass Ave., is concerned about cut through traffic. Mr. Livsey explained that consultant VHB took comments and is drafting plans to be brought back for a public hearing. Meg Muckenhoupt, 19 Whipple Rd., asked when the cost of signalization and roundabouts are compared does that take in to account the cost of taking the right of way. Mr. Paul confirmed that the right away is included in both cost estimates. Beverly Kelley, 24 Forest St., commented that the consultant’s independent review came out in favor of roundabouts and asked him about the criteria he used. Mr. Paul did not agree that his conclusion favored one alternative over the other or recommended one over the other. Tim Jarrett, 669 Mass Ave., one of the properties affected by the taking. Mr. Laughlin has looked more closely at all the properties and talked about the discussions that would need to happen with various people and entities in town for approval. David Kelland, 884 Mass Ave., stated that the traffic officer controlling the light at the Waldorf school works very well. Lydia Swan, 639 Mass Ave., asked with the traffic signal option, how people on Ellen Dana Court would get in and out and Mr. Myers said that they can answer it later, not for everyone. JJ Krawczyk, 78 Outlook Dr., asked if all we need is the approval of the Board of Selectmen. Mr. Livsey said that we currently have an article that is going to Town Meeting. Matthew Kovner, 12 Independence Ave., is in favor of the signalized option. Alice Meade, 86 Meriam St., asked if there was a possibility of moving the roundabout down Maple St. Mr. Myers located the roundabout in the best location he could. Joe Pato, 900 Mass Ave., asked for residents and abutters on side streets getting on Mass Ave., do the roundabouts provide the same kind of gaps allowing people to leave their driveways as the signals. Mr. Paul explained that the signals provide some, the roundabouts provide none. John Dwyer or John Dooley, 81 Baker Ave., asked if we chose the rotary how much more time it would take. Mr. Laughlin responded that choosing either design does not affect the schedule dramatically. Pete Kovner, 12 Independence Ave., has concerns about pedestrians being safe from bicyclists. Chris Walters 755 Mass Ave, Follen Church, asked what happens to the pedestrian activated cross walk in the roundabout scheme. If this is what the Town wants to pursue, Mr. Laughlin would need to review technologies there. East Massachusetts Avenue Intersection Project Meeting – January 19, 2016 John Flynn, 1 Hunt Rd., referred to the comparison chart of positives and negatives. He is in favor of roundabouts. Victoria Buckley, chair, Commission on Disability, is concerned about the safety of pedestrians who rely on the sounds of traffic and the roundabouts would be different. Mr. Paul responded that the HAWK signal or RRFB would be recommended. Helen Wright 55B Hancock St., asked how other towns in Massachusetts come to a decision about roundabouts versus traffic signals. In Mr. Paul’s experience what moves the needle on making a decision is public education and meetings like this. Ms. Strod informed the audience the question period has almost ended. The following residents were in line and their questions and answers were posted on the Town’s website: Ingrid Klimoff, 75 Reed St.; Roberta Perlmutter, 8 Carnegie Place; Alexandra Bartsch, 205 Follen Rd.; John Hayward, 358 Woburn St.; Mark Connor, 16 Highland Ave.; Ned Strong, 736 Mass Ave.; and John Gawoski, 1099 Mass Ave. Comment Period Vicki Blier, Shade St., thinks cut through traffic is more likely on Follen Road with a roundabout. David Wells, Forest St., supports roundabouts. Jerry Lanson, 1122 Mass Ave., thinks both roundabouts and lights are overkill. Richard Pagett, 10 Oakmount Circle, read a statement from John and Claire Bertucci supporting roundabouts. Dan Fenn, 59 Potter Pond, commented that this is a divisive issue. Tom Fortmann, 5 Harrington Rd., believes that roundabouts are a viable alternative. Frank Sandy, 353 N. Emerson Rd., supports traffic lights. Kevin Johnson, 283 Concord Ave, is in favor of roundabouts. Eileen Entin, 104 Blossomcrest Rd, spoke on behalf of the Greenway Corridor Committee. Lynn Hopkins, HDC, supports roundabouts at Pleasant St. and signals at Maple St. Matthew Kovner, 12 Independence Ave., is in favor of traffic signals. Marty (Martha) Kvall, 18 Highland Ave., would try less invasive stuff first. East Massachusetts Avenue Intersection Project Meeting – January 19, 2016 Tim Wright, Hancock St., is in favor of single lane roundabouts Bobby (Roberta) Kovner, 12 Independence Ave., is in favor of traffic lights. Richard Canale, 29 Shade St., spoke as the designee to the Boston MPO. Beverly Kelley, 24 Forest St., supports roundabouts. Documents Presented 1.East Massachusetts Avenue Pleasant St. & Maple St. Roundabout Concept Analysis dated January 19, 2016 prepared by Kittelson & Associates 2.Handout for Public Hearing prepared by Beverly Kelley dated January 19, 2016 3.Modern Roundabouts a Livability Fact Sheet provided by Beverly Kelley Upon motion duly made and seconded, it was voted 4-0 to adjourn at 9:17 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen’s Meeting January 25, 2016 A meeting of the Board of Selectmen was held on Monday, January 25, 2016, at 7:00 p.m., in the Diamond Middle School Auditorium, 99 Hancock Street. Mr. Pato, Chairman, Mr. Kelley, Mr. Cohen, Ms. Ciccolo and Ms. Barry; Mr. Valente, Town Manager; and Ms. Pease, Executive Clerk were present. Public Comment Mr. Feinman, 9 Linmoor Terrace, stated that the Planning Board has included a warrant Article 41 (Amend Zoning Bylaw – Floor Area Ratio) that will affect all property owners in Town. He suggests that the Town do a financial analysis on how the article would affect residents. Selectmen Concerns and Liaison Reports Mr. Pato reported that all of the Selectmen attended the Massachusetts Municipal Association Annual Meeting on January 22 and 23. East Massachusetts Avenue Road Reconstruction Project Design Decision Mr. Pato recused himself from this portion of the meeting since he lives on Massachusetts Avenue. Mr. Cohen, Acting Chair, asked Ms. Ciccolo to provide a brief explanation of the TIP Process. Ms. Ciccolo explained that TIP stands for Transportation Improvement Program and it identifies projects to be funded by the Federal Transportation System and the State. Projects are ranked and evaluated against all of the projects in the area and put through an extensive process. If the design plans are not completed, the Town will not receive any funds to construct the project; the state determines if the Town gets awarded any money. Mr. Cohen reminded the audience that the 100 year old water pipes in East Lexington need to be replaced and funds were appropriated at a recent Town Meeting, so that there will be construction whether street improvements are approved or not. Marrett Road/Massachusetts Avenue Intersection The Selectmen first discussed the Marrett Road/Massachusetts Avenue intersection. Ms. Barry, Ms. Ciccolo and Mr. Cohen are in favor of geometric improvements and to also include conduit for underground wiring, if possible, for signals in case they are needed in the future. Mr. Kelley is opposed to signals at the intersection. He requested the proposed design be presented again to the Selectmen and re-supported. Selectmen’s Meeting – January 25, 2016 Upon motion duly made and seconded, it was voted 4-0 that the Massachusetts Avenue/Marrett Road intersection be reconfigured to make it as safe as possible and that it not include traffic lights or a roundabout. Maple Street/Massachusetts Avenue Intersection Mr. Kelley felt this was the most challenging intersection. He thanked the many citizens who supported an alternative to signals so it would not change the historic nature of Massachusetts Avenue. He hired a traffic engineer and met with Engineering and MassDOT to work through roundabout information. In September the group concluded that roundabouts were a legitimate option. Engineering hired Kittleson in September and their data showed roundabouts are safer than traffic signals. At a meeting in December the consensus was roundabouts will work and the question was what the best way to design the roundabouts was. Kittleson then went off to design and when they gave their report to the Selectmen on the value and safety of roundabouts, they concluded roundabouts were a better solution. When the group started to focusing on the capacity of the roundabouts, there were different values placed on and at the January 11 presentation that included slip lanes, which called for the taking of property which he agreed was not right. He requested additional time to have his engineers work with Kittleson that would be safer, provide good flow and be respectful to the community, but would not be so good that it attracts more traffic to community. He feels it needs further consideration. He also mentioned that he stopped at the gas station at the corner of Massachusetts Avenue and Maple Street and was told by the owner that he would consider selling, which he feels is an opportunity to look at options for the intersection. He considers this a critical decision that needs extra time to consider what is right for the community. Ms. Barry asked Mr. Valente about the timeline. Engineering is hoping that the Board will vote a plan tonight so that they can meet the September 30, 2016 advertising date which the state requires. With either option there is a lot of work that needs to get done before the September 30 advertisement deadline. Ms. Barry acknowledged all the work that was done on this project by the Engineering, DPW and Town Manager’s staff. She is not in favor of the necessary land takings needed for the roundabout options. She supports the signalization at the Massachusetts Avenue/Maple Street intersection which would provide safety for everyone. Ms. Ciccolo agrees with Ms. Barry regarding the necessary land takings. The road needs to be redone and would be difficult to do without the State’s financial support. She supports the traffic signal at the Massachusetts Avenue/Maple Street intersection. Mr. Kelley appreciates the safety objective of his colleagues which he thinks is best achieved with roundabouts. Roundabouts slow the traffic which makes the roadway safer. Traffic signals do not provide safety. He is asking that the roundabout design be tweaked over the next 2-4 weeks to work through the necessary changes. Selectmen’s Meeting – January 25, 2016 Mr. Cohen does not feel a roundabout would handle the 23,000 cars a day that travel on Massachusetts Avenue. He is also concerned about fire emergency vehicles being able to get through the roundabout at critical times and the amount of land takings that would be required. He feels traffic signals would be much less obtrusive than roundabouts and they would keep the traffic flowing so there would be less need to cut through other neighborhoods. Upon motion duly made and seconded, it was voted 3-1 (Mr. Kelley opposed) to recommend to Engineering that the Massachusetts Avenue/Maple Street intersection be signalized. Pleasant Street/Massachusetts Avenue Intersection Ms. Ciccolo explained her background in community development. She is concerned that a roundabout would increase cut-through traffic. She is also concerned about the important historic features that will need to be part of the land takings. Roundabouts also require a significant amount of signage and pavement markings and take away a significant amount of green space and parking spaces. She also feels roundabouts are not safe for bicycles and pedestrians. Her conclusion is that traffic signals at the Pleasant Street/Massachusetts Avenue is the best option. Ms. Barry is concerned about the large land takings required near the Waldorf Daycare, Follen Church and Sacred Heart. She heard from Waldorf School and Follen Church that they would like to have a traffic signal with safe crossing and additional parking spaces. A traffic signal would provide a better flow of traffic when there are events. She was also concerned about the number of necessary signs for a roundabout, which would not be visually appealing. She is in favor of signalization at the Pleasant Street/Massachusetts Avenue intersection. Mr. Cohen asked about the number of required signs for the roundabouts. Mr. Livsey, Town Engineer, stated that the proposed designs show the recommended signage according to Federal MUTC manual and MassDOT will require. Mr. Kelley does not feel all of the signage is recommended or necessary. He feels traffic lights are an intrusion to the public and private spaces and that the character of the town will change significantly, which he believes is wrong. He stated there are far less fatalities with roundabouts. Roundabouts provide a calming effect that lets cars, pedestrians and bicycles communicate and connect to get where they want to go. He is against signalization. Mr. Cohen feels the necessary land takings would affect the Waldorf School and Follen Church by taking away needed parking spaces. He asked what the design would be for the Follen Road intersection and whether it would prevent left hand turns from Pleasant Street. Mr. Livsey, stated that a consultant is looking at the impacts on cut-through traffic with roundabouts and signals. Selectmen’s Meeting – January 25, 2016 Mr. Kelley would like to see the roundabout vetted and reviewed further; there are options that do not require takings. Upon motion duly made and seconded, it was voted 3-1 (Mr. Kelley opposed) to recommend to Engineering that traffic lights be installed at the Massachusetts Avenue/Pleasant Street. The Board will continue to evaluate these projects until they reach 100 percent design. Center Streetscape Design Decision Mr. Pato discussed approaches for optimizing crossing options. One option is placing rectangular rapid flashing beacons (RFB) on the crosswalks instead of a signal which would require moving the crosswalk near the Police Station a little further down Massachusetts Avenue towards the Center. Ms. Barry asked if the RFBs would go on mast arms, and for an update on whether there had been a discussion with MBTA regarding possibly moving the bus stop locations. Mr. Livsey stated that RFBs will go on head poles, the Hawks would go on mast arms. Met with the MBTA and the Town needs to formally propose relocating bus stops, but he is comfortable that the MBTA will work with the Town. Mr. Pato thinks these types of decisions are not critical to the process as we go from 25 to 100 percent. Mr. Kelley is pleased to see the focus on low-tech safety improvements for the Center Streetscape Projects that do not include signalization at the Woburn Street intersection, are best. He would like to continue looking at options that provide safe passage for everyone. Many good ideas and new things coming out. He believes moving the bus stop from the intersection would be worthwhile. Mr. Pato thinks this area of the Center needs change. There have been lots of accidents at the Woburn Street intersection. He mentioned the information included in the Board’s packet relating to crash data. The current geometry creates difficulty for motorists, pedestrians and bikers. Changing this intersection is in the best interest of the community. The question is what does the Board think needs to be done and how. Ms. Ciccolo feels there is a lot happening at the intersection and we need to figure where everyone who uses the intersection is going, particularly pedestrians and bicyclists. She realizes change is difficult but it is important to improve the intersection because of business needs and all the housing development in town. She is currently in favor of a signal at the intersection but feels there are a lot of considerations to be made. She recommends sending the article to town meeting with a traffic light included. Selectmen’s Meeting – January 25, 2016 Ms. Barry asked when Engineering needs definition of the design elements and what section of the Center Streetscape Project will go to the Annual Town Meeting. Mr. Livsey stated the most critical elements are the geometry and intersection decisions. The details on design for the sidewalk areas can be worked out during the design process. Mr. Pato asked the difference in cost between reconfiguring the intersection geometry versus adding a traffic light. Mr. Livsey responded that since the road conditions have to be improved, the difference would be approximately $150,000-$200,000 to add the traffic signal. Ms. Barry asked when the value engineering that the Capital Expenditures Committee requested would be done and whether it would happen before the Annual Town Meeting. Mr. Pato responded that all the elements, like the historic and gathering areas, aesthetic treatments, finishing touches on public furniture and street lighting will be done during the design process from 25% to 100% design. The Board needs to concentrate on the major engineering design for reconstruction of the roadway for the Annual Town Meeting. Ms. Barry feels the Woburn Street intersection is not safe and that something needs to be done. At the minimum it needs a geometry change. She is leaning toward signalization. Mr. Cohen feels the intersection needs to be reconfigured but is not sure there is a need for a traffic signal. He suggests the motion for Town Meeting should be for geometric configuration with or without the traffic signal. He would like to see what the options are before committing to a plan. Mr. Kelley is not in favor of a signalized intersection. He feels there are many low-key options that could be tried and we should seek alternatives from Engineering to improve the intersection. He also suggested asking the Design Advisory Committee to review the design of the Center Streetscape Project and provide the Board with the best options including what surface is best for the sidewalks. He also believes the power lines should be put underground while the road is being reconstructed. He thinks the money for Center Streetscape project should go toward rebuilding the Visitor Center, which is a project that can move forward and be completed while the Center Streetscape project issues are worked out. Mr. Pato indicated we have discussed Center Streetscape for a long time, It is long process with many drivers for providing safer crossings for safe passage across our broken and difficult to navigate sidewalks. From the east entrance to Center is among worst with respect to pavement condition for motorists, pedestrians on sidewalks. We’ve come a long way with understanding what we want with respect to passageway materials. Commission on Disability and Historic Districts Commission spent a long time in fall coming to agreement on what materials could be put in front of Cary Memorial Building. Identified as concrete and wire cut brick but specific treatment of the concrete will be brought back to the Selectmen. Selectmen’s Meeting – January 25, 2016 Mr. Valente indicated the Historic District Commission and Commission on Disability have to present to Board of Selectmen but are looking at traditional style concrete without aggregate (smooth concrete). Mr. Pato said traditional application is cheapest. Owe to residents to move forward and give them a Center that is inviting and accommodates and provides for safety, comfort and sense of place. Start at this intersection, most in need, long overdue for construction. East side roadway – see rutting, failure of ponding and drainage near Fletcher Park. Also believe Town Meeting was in favor of the project last year. We have refined it and I believe it should go forward and traffic signals remains a topic of concern. I join colleagues Ms. Barry and Ms. Ciccolo thinking we probably need a traffic signal. Going forward with traffic signal is concern. Have something enforceable to bring to Town Meeting to consider option of traffic signal (Phase 1). Minimally reconfigure intersection and reconstruction of sidewalks to Cary Memorial Building circle. Mr. Kelley suggests we make a commitment to put wires underground. Clean up that end of town. This is time to do it. Mr. Kelley made a motion that before improvement be undertaken on the east end of the Center, a more specific estimate be made for the cost for undergrounding the utilities from Lexx to Woburn Street. Ms. Ciccolo seconded. Ms. Ciccolo – If require additional engineering dollars to come up with that cost estimate. I’m leery of overcoming and added costs and capacity get cost estimate if we vote this motion. Mr. Valente – When raised issue in past, utilities would say do more detailed engineering to develop a cost estimate but we need to come up with funding. Will go back to them and provide you with an estimate of engineering costs. Ms. Barry – At a prior meeting she asked about undergrounding and estimate given was $2 million but a refined estimate needed. Mr. Pato – To get better estimate would have to bring request for funding to Town Meeting. . Mr. Valente – There are multiple utilities involved – Eversource, Verizon and cable providers. Would need to go back to all to get estimate of cost to underground. Mr. Cohen – Keep in mind this part of Massachusetts Avenue is deteriorating now and the more we delay it will cost more. Not a TIP project. We taxpayers are paying for this. Road needs to be done very quickly before it falls apart. Mr. Pato – Agree. My concern is we have no strategic plan for undergrounding wires. While very useful to pursue, I’d like to commit our dollars where the wires are most at risk--there are sustainability issues where residents are losing power because of storm related incidents. With Selectmen’s Meeting -- January 25, 2016 this particular area I would be willing to take to Town Meeting request but don’t favor undergrounding in this area. Not a prerequisite to this project. Mr. Pato -- Motion is on the floor. Mr. Kelley – Don’t jump into roadway project until underground work done. Keep as is. Ms. Ciccolo – Not comfortable with prerequisite for undergrounding wires. As stand alone, yes prerequisite, no. Mr. Pato – asked Mr. Kelley to clarify the motion. Mr. Kelley -- Before bringing this to Town Meeting to improve the Center Streetscape, get an estimate and decide on undergrounding before proceeding with construction. Mr. Pato – Mr. Valente, since no appropriation, is it feasible to have estimate before going to Town Meeting? Mr. Valente – Have week or two to talk with utilities, see what their turnaround time is and come back to the Board. Even if we have funds available for utilities, how long will it take them to do work. Mr. Pato – Now clear on what motion is and intent of Mr. Kelley. Mr. Kelley – Move to obtain an estimate for undergrounding wires from Lexx Restaurant to the Woburn Street intersection before advancing the funding request for the reconstruction of the roadway in that section of the Center to Town Meeting. nd Mr. Cohen – 2 for discussion – I am happy to support getting estimate. I think will have it before the middle of February. In the meantime I think this Board needs to look at project as a whole. We can’t take one phase and not consider whole thing. The main construction, what to do with pavement and sidewalks, and that also includes intersection. Right now give Engineering Division/DPW some guidance. The question right now is while I support motion that is on table to just get an estimate, we have to now decide what happens and what planning is needed for the intersection. nd Mr. Pato – Subsequent motion on intersection. Mr. Kelley asked for this motion and was 2. Mr. Kelley’s motion worded if unable to get estimate agreement not continue with Center Streetscape Project. To be clear Mr. Kelley’s motion would prevent us from proceeding with portion of Center Streetscape project until we have estimate to underground the wires. Personally I do not support. In support of estimate and allow it to be rolled in Town Meeting vote but don’t want to hold the project hostage beginning on the east end of Center until have a Selectmen’s Meeting – January 25, 2016 costly estimate when it is unlikely to get 2/3 vote from Town Meeting. View this as an independent step that will prevent project proceeding this year and I’m not in support of that. Ms. Barry – Support getting estimate to underground but have problem with being contingent on having before proceeding to Town Meeting with project. Project will take many years to build and road not in great condition, sidewalks not in great condition. Would be nice to have th streetscape project complete for 350 in 9 years. Mr. Pato – Mr. Kelley are you willing to remove that contingency from motion. Mr. Kelley – No – Not change the motion; either be serious about this piece. This is the time to do the undergrounding. Motion moved and seconded – Vote 1-4 (Mr. Kelley in favor) motion failed. Upon motion duly made and seconded it was voted 5 – 0 to get an estimate of the cost to underground the wiring in that portion of Massachusetts Avenue from Lexx Restaurant to Woburn Street. Mr. Cohen – Motion that Center Streetscape project be recommended to Town Meeting with the design that will include a geometric reconfiguration of Massachusetts Avenue/Woburn Street/Winthrop Road/Fletcher Avenue intersection. Moved and seconded. Mr. Kelley – Have seen reconfiguration of intersection from Beta Group but don’t recall what it looks like. There are some legitimate adjustments/redesigns but he doesn’t want vote to endorse something he saw many months ago. In favor of moving forward with redesigning but want to see choices and dialog with stakeholders. Mr. Cohen – Offered amendment to motion – Center Streetscape recommendation to Town Meeting with design which includes geometric reconstruction of Mass. Avenue/Woburn Street/Winthrop Road/Fletcher Avenue intersection as designed and presented by Beta. Moved and seconded. Ms. Ciccolo – Interested in when or if have discussion on phasing of the project and what debt exclusion vote will look like. Concerned about capital needs. Mr. Pato – Still in discussion, at moment white book is carrying $2.7 million for Phase 1. Ms. Ciccolo – Need an amendment to identify Center Streetscape Phase 1. Mr. Pato – Friendly amendment can be added. Mr. Cohen -- Motion that the Center Streetscape Project Phase 1 be recommended to Town Meeting with a design which will include geometric reconfiguration of the Woburn Selectmen’s Meeting – January 25, 2016 Street/Fletcher Avenue/Winthrop Road/Massachusetts Avenue intersection as designed and presented by Beta. Moved and seconded. Mr. Kelley – My memory of Beta’s proposal was to redesign it and put signals in. Also same plan without the signals. There is room for rethinking of public safety elements of intersection without signals and with different geometrical designs. Don’t remember what Beta presented. Want to have good choices if hand to design team that says no signalization – how do you approach? Should be more inclusive than just the Beta Group. Mr. Pato – Clarification from Mr. Valente charge to Engineering was to come up with redesign for intended uses. Geometric changes would only work with a traffic signal. Did they ever look at just geometric changes only? Mr. Valente – Geometric changes without a signal would create such a backup on Woburn Street that it wouldn’t be an option. Mr. Livsey indicates geometric changes without signal creates queue almost double existing conditions in the morning. Mr. Kelley remembers Beta’s recommendation that if not going to redesign and install signal, best to leave it as is. Wants other options that are not costly. After Ms. Ciccolo questions whether we needed another week or two to consider where we are headed with this project, Mr. Pato suggested tabling discussion until February 8 meeting. Mr. Cohen withdrew his motion. Mr. Pato – Do we bring it as a Phase I request to Town Meeting or as total package and ask for a debt authorization for the entire scope of the project to be built out in phases with borrowing authorization approved. Ms. Ciccolo – Could get authorization for entire project and bond separately, cost spread out over time frame. Concern we could get through Phase I and not get to the rest and have a patchwork in the downtown. Want to be able to build entire project over time with bonding being done in phases. Mr. Kelley – Need to figure out what parts of Center Streetscape are being done. North side bricks all need to be replaced. It is going to be a patchwork on the south side. What surface we are going to do and what parts are going to be done? Question about replacing brick sidewalks set down seven years ago. He wanted confirmation about what bricks are being replaced throughout the Center? Selectmen’s Meeting – January 25, 2016 Mr. Pato – Redoing the sidewalks and the street with bump outs designed on south side may mean replacing present bricks. Mr. Valente – Final design elements have not been completed yet. Decisions still to be made at Waltham St., Grant St., Woburn St. Substantial work will be done on the Waltham St. side of Mass. Ave. so a decision will have to be made to replace or patch bricks. Mr. Kelley – Confirm that with the funding request, has the square footage of sidewalks on the south side been determined and that we are not going to tear up Depot Square. Mr. Livsey – Not touching sidewalks behind the back of Depot Square. Replacing sidewalks in front of Depot Square has not been determined. Estimates are being refined. Mr. Pato – Need guidance back from staff on where we are now in regard to complete numbers. Ms. Ciccolo – Need to develop a couple of different motions. Motion for entire project or to do one phase. Town Meeting wants to vote separately on the intersections. Mr. Valente – The difficulty is that for one-vote option, we only have a 25% design estimate for the project--$8,000,000. We don’t know the final number to bring to Town Meeting. Mr. Pato – We have some discussion items for future meetings. Continue Review of the FY2017 Preliminary Budget and Financing Plan Mr. Valente asked the Board to continue its deliberations regarding the FY2017 Preliminary Budget recommendations and in particular, determine which capital projects should be included in the 2016 Annual Town Meeting warrant. Ms. Hai, Capital Expenditures Committee, stated that the Committee reviewed the Town Manager’s recommended capital budget and made the following comments:  Support – Parking Meter Replacements – Phase 2  Defer – Grain Mill Alley Improvements  Support - Wright Farm Needs Assessment and Feasibility Study  Support - Transportation Mitigation  Defer - Granite Forest at Lincoln Park  Support - Munroe School Roof  Support – Center Streetscape Improvements  Support – Minuteman Bikeway Wayfinding  Defer - Antony Park Construction  Against – Lexington Arts and Crafts Society-Parsons Gallery Lighting Renovation  Restore – Hartwell Avenue Area Transportation Improvements  Restore – Fire Headquarters Exercise Room Selectmen’s Meeting – January 25, 2016  Defer – LHS Nurse Office and Treatment Space  Defer – Hastings Elementary Window Air Conditioning  Defer – Staging for Special Events. The Selectmen discussed if there were any current deferred projects that they wanted to include in the warrant and whether they wanted to make any further changes to capital projects based on the Capital Expenditures Committee (CEC) recommendations. Mr. Valente reminded the Board that the School Committee has not taken a position on their capital projects. Ms. Ciccolo is uncomfortable with the situation and would like additional time to review the CEC recommendations. Asked about the Hartwell Avenue Area Transportation Improvements, Mr. Valente stated the project had not been fully vetted and workload would be difficult to complete in time for the Annual Town Meeting. The Board has no objection to restoring the Hartwell Avenue Area Transportation Improvements project into the warrant. The Board also agreed that the Fire Headquarters Exercise Room item be restored to the warrant. Mr. Kelley requested that the Visitor Center Project be put in the warrant. Mr. Cohen would be willing to put in the warrant if another Selectmen requested. Ms. McKenna, Chair of the Tourism Committee, asked that the Committee get the opportunity to bring the project before Town Meeting. She does not believe the project will cost the estimated $3 million; the design needs to be revised down. Mr. Kelley stated the Visitor Center Project was overdesigned. Value engineering needs to be completed. He felt the project could bring money into Lexington. Mr. Pato agreed that the Visitor Center needs improvement and he supports the program but feels $3 million is too high and he thinks it would be hard to refine the dollars before Town Meeting. Ms. Ciccolo does not feel the project can be ready for the Annual Town Meeting and prefers it be brought back in the fall. Upon motion duly made and seconded, it was voted 2-3 (Mr. Kelley and Mr. Cohen in favor) of including the Visitor Center in the proposed capital projects for the 2016 Annual Town Meeting. The motion did not pass. Selectmen’s Meeting – January 25, 2016 Liquor License – Change of Manager – Aloft Upon motion duly made and seconded, it was voted 5-0 to approve the application reflecting a change of manager and issue an all alcoholic Common Victualler Liquor License to the A&E Lexington Hotels Operator, LLC, d/b/a Aloft Lexington, 727 Marrett Road – A. Selectmen Appointment – MAGIC Upon motion duly made and seconded, it was voted 5-0 to reappoint Michelle Ciccolo to the Minuteman Advisory Group on Interlocal Coordination (MAGIC) for a one-year term to expire June 30, 2016. Approve Winter Farmers’ Market Winery License for Coastal Vineyards Upon motion duly made and seconded, it was voted 5-0 to approve and sign a special license for Coastal Vineyards to sell/serve wine at the Lexington Winter Farmers’ Market at the Community Farm from January 30, 2016 to March 19, 2016, from 10:00 a.m. to 2:00 p.m. Sign the 2016 Annual Town Meeting Warrant Ms. Barry will recuse herself from voting to include Articles 4 and 18 in the warrant since her husband is a Town employee. Mr. Cohen will recuse himself from voting to include Article 8a in the warrant since he is a member of the Historical Society. He will also recuse himself from voting on Article 45 since he is a Brookhaven Director. Mr. Pato will recuse himself from voting to include Article 10g in the warrant since he lives in the area of the project. Upon motion duly made and seconded, it was voted 4-0-1 (Ms. Barry abstained) to include Article 4, Appropriate FY2017 Operating Budget, in the 2016 Annual Town Meeting Warrant. Upon motion duly made and seconded, it was voted 4-0-1 (Mr. Cohen abstained), to include Article 8g, Appropriate the FY2017 Community Preservation Committee Operating Budget and CPA Projects – Munroe Tavern Archaeological Dig, in the 2016 Annual Town Meeting Warrant. Upon motion duly made and seconded, it was voted 4-0-1 (Mr. Pato abstained) to include Article 10g, Appropriate for Municipal Capital Projects and Equipment – Massachusetts Avenue–Three Intersection Improvements and Easements, in the 2016 Annual Town Meeting Warrant. Selectmen’s Meeting – January 25, 2016 Upon motion duly made and seconded, it was voted 4-0-1 (Ms. Barry abstained) to include Article 18, Appropriate to Post Employment Insurance Liability Fund, in the 2016 Annual Town Meeting Warrant. Upon motion duly made and seconded, it was voted 4-0-1 (Mr. Cohen abstained) to include Article 45, Amend Zoning Bylaw-Brookhaven, in the 2016 Annual Town Meeting Warrant. Upon motion duly made and seconded, it was voted 5-0 to include all other articles in the 2016 Annual Town Meeting Warrant. Upon motion duly made and seconded, it was voted 5-0 to sign the 2016 Annual Town Meeting Warrant allowing for minor changes as recommended by Town Counsel. Consent Agenda Commitment 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: Commitment of Water & Sewer Charges December 2015 Finals $ 7,010.15 Commitment of Water & Sewer Charges December 2015 Cycle 9 $ 182,690.96 Approve One-Day Liquor Licenses St. Brigid Parish – Irish Night. Upon motion duly made and seconded, it was voted 5-0 to approve a one-day liquor license for St. Brigid to serve wine and beer at Irish Night on Saturday, March 12, 2016, from 6:00 p.m. to 10:00 p.m. at the St. Brigid Parish, 2001 Massachusetts Avenue. Lexington Senior Services. Upon motion duly made and seconded, it was voted 5-0 to approve a one-day liquor license for the Lexington Senior Services to serve wine for a wine tasting for seniors on Thursday, March 10, 2016, from 3:30 p.m. to 4:30 p.m. at the Lexington Community Center, 39 Marrett Road. Cantata Singers Upon motion duly made and seconded, it was voted 5-0 to approve a one-day liquor license to serve wine at a concert/reception on Friday, January 29, 2016, from 7:00 p.m. to 12:00 midnight, in the Cary Memorial Building lobby, 1605 Massachusetts Avenue. Town Celebrations Committee Request – Approve Sending Sponsorship Letters Vote on this item will be delayed until February 1 to provide time for the Town Manager to review the list of suggested sponsors. Selectmen’s Meeting – January 25, 2016 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 (a parcel of land that may potentially become available to the Town under MGL chapter 61B, 20 Pelham Road, other 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. Upon motion duly made and seconded, it was voted 4-0 to adjourn at 11:15 p.m. A true record; Attest: Lynne A. Pease Executive Clerk