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HomeMy WebLinkAbout2018-01-24 BOS-min 71-164 Summit#4 Meeting Board of Selectmen, School Committee, Appropriation Committee, and Capital Expenditures Committee January 24, 2018 A Summit was held Wednesday, January 24, 2018 at 7:00 p.m. in the Hadley Public Services Building Cafeteria, 201 Bedford St. Present for the Board of Selectmen (BOS): Ms. Barry, (Chair); Mr. Kelley (8:30 departure); Mr. Pato; Ms. Ciccolo; and Mr. Lucente along with Mr. Valente, Town Manager; Ms. Kosnoff, Assistant Town Manager for Finance; Ms. Hewitt, Budget Officer; Mr. Pinsonneault, DPW Director; Mr. Filadoro, Public Grounds Superintendent; Ms. Battite, Recreation/Community Programs Director; Mr. Coleman, Assistant Director of Recreation; Ms. Dean, Community Center Director; and Ms. Siebert, Recording Secretary. Also present: School Committee (SC) members: Ms. Jay, Acting Chair; Ms. Steigerwald (8:30 departure); Ms. Colburn; Ms. Lenihan along with Dr. Czajkowski, Superintendent of Schools and Ian Dailey, Assistant Superintendent for Finance and Operations. Appropriations Committee (AC) members: Mr. Bartenstein (Chair); Mr. Radulescu-Banu; Ms. Basch; Mr. Neumeier: Mr. Levine; Ms. Yan (late arrival); Mr. Michelson; Ms. Yang; and Mr. Padaki. Capital Expenditures Committee (CEC) members: Mr. Lamb (Chair); Mr. Smith; Mr. Kanter; Mr. Cole; and Ms. Beebee. Recreation Committee (RC) members: Mr. DeAngelis, Chair; Ms. Shaw; Ms. Rhodes; Mr. Yuan. Ms. Barry called the meeting to order at 7:00 p.m. and the other committees followed suit. Discussion Regarding Proposed Center Track Replacement Project and Center Field Lights Replacement Presenting: Melissa Battite, Recreation/Community Programs Director; David Pinsonneault, Director of Public Works, Mike Cronin, Director of Public Facilities. Ms. Batitte introduced Recreation Committee chair, Rick DeAngelis. For the purpose of streamlining the discussion, Mr. Lamb and Mr. Kanter were appointed spokespeople for CEC and Mr. Bartenstein and Mr. Neumeier for AC. Ms. Barry said the FYI Capital project for the athletic field lights and the center track FYI Capital projects require deeper discussion because they are potentially at odds with a future Lexington High School (LHS)renovation/construction project. The proximity to LHS of the track and the field lights make the track site potentially viable for either the new school or for a construction "lay down" area. Ms. Battite described the two projects and the needs they address: Project#278 Athletic Field Lighting (975,000); and Project#732 Center Track and Field Reconstruction ($3,340,000.) Both are Community Preservation Fund-eligible; the entire lighting project and the majority of track project, with a remaining amount of the track project to come from the tax levy. Both projects have been on the Capital plan for 6 years and are being proposed for FYI due to functionality and safety concerns. The track had the last possible re-surfacing layer applied in 2012 and the surface conditions pose a danger to those who use it. Ms. Battite said the center track is one of the most heavily used athletic spaces in town, open year-round, and frequented by 71-165 Budget Summit# 4—January 24, 2018 all age groups, not just by student athletes. If approved, the projects would be completed during the 2018 calendar year. Mr. Pinsonneault noted several areas of wetlands in and around the high school and center track complex. A 42-inch culvert provides major drainage for Vine Brook that flows through the area, preventing serious flooding. Mr. DeAngelis (RC) emphasized that the recreation complex in the Center is a Town resource and believes it important to maintain recreational assets. Mr. Kanter(CEC) asked if the field in the center of the proposed 8-lane track would be large enough to serve as a substitute football field. Ms. Battite affirmed the dimensions would be regulation size for football and likely soccer and lacrosse. Ms. Jay (SC) said the School Committee's biggest concern is the potential need for the track area during LHS construction. Facilities Director Cronin reported that, when he reviewed the master plan created by SMMA in 2014-15, two options arose for a potential LHS renovation: 1)the high school could remain where it is now but buildings would be added to increase capacity (so-called Options #2/3); or, 2) a new high school could be built in what is now the baseball diamond infield (option #4). Mr. Cronin offered a modification of option #4 as a third option that would reorient the new building so as not encroach on the wetland buffer. Mr. Kanter(CEC) asked if wetland regulations will mandate that the 100-foot buffer expand to 200 feet. He also noted that options #2/3 appears to overly complicate the site flow. He asked, if option#4 is chosen, could school operations continue on the site during construction. Mr. Cronin said he believes there is enough room if option#4 is reoriented as described in the modified option. He agreed that the question of site flow is important. He has not heard about an intention to expand wetland buffer areas. Mr. Bartenstein (AC) said the presentation included a lot of information; he questioned whether more time would be advisable to weigh the complexities and asked if other Town-owned land could accommodate a track. Ms. Batitte said she does not believe there are other Town-owned properties where a new track could be built; Mr. Pinsonneault added that, if one were to be constructed, all subsurface foundations would need to be built anew and the project cost would increase. Mr. DeAngelis (RC) said there are no other lighted fields available as an interim or alternative solution. Ms. Jay (SC) said that the high school plans/designs are not fully fleshed out and that designers may want to consider the entire campus when exploring options. Ms. Steigerwald (SC) said that given the condition of the track and lighting, it is important to have an open discussion about the issue rather than for each department to act unilaterally to achieve its own goals. Whether LHS is renovated or newly constructed may depend on what the Massachusetts School Building 71-166 Budget Summit# 4–January 24, 2018 Administration (MSBA) approves. Until the MSBA responds to the Schools' statement of interest(SOI) a process which itself can take 2-3 years—the School Committee says that we cannot know if the building options might potentially include the track area. If the track project goes forward, the taxpayers should be fully aware there may be only a benefit of several years from the investment. Mr. Pato (BOS) noted that the lighting project is distinct from the track project. Most of the replacement lighting equipment could be reused if it turns out the space is claimed for construction. He believes the two projects should be considered separate and distinct. Mr. Lamb (CEC) affirmed that the projects have been on the Capital list for five years. Each resurfacing has an up to 6-year life span. He forecasts that it is unlikely for a new LHS project to go forward sooner than 5 years. Mr. Kelley (BOS) said he strongly believes the high school should remain in the footprint it now occupies. He said that Recreation has clearly demonstrated the needs for the lighting and the track and the projects should move forward. Mr. Michelson (AC) also believes the current use of the land is best. Mr. Kanter(CEC) agreed that the LHS project timeline is not certain and the track should move ahead. Mr. Levine (AC) concurred. Ms. Ciccolo (BOS) agreed and added that moving ahead now will ensure that the benefits of the investment are maximized. Ms. Barry (BOS) said the track and field athletic programs are important to students and are also the only no-cut sports opportunity. She strongly supports moving ahead with the projects and is confident a way forward can be found. A short recess was called until 8:30 p.m. Mr. Kelley and Ms. Steigerwald left the meeting at this time. FY2019 Town Manager's Preliminary Budget and Financing Plan Mr. Valente's presentation focused on five areas: 1)Revenues; 2)the Proposed Operating Budget; 3)Increases in Reserves; 4)the Capital budget; and 5)Policy Issues and Budgetary Goals. Mr. Valente said the White Book budget is balanced; maintains the current level of municipal services and School programs; allows for limited program/service enhancements; provides flexibility due to State Aid uncertainties and unanticipated expenses; and sets aside additional funds into the Capital Stabilization fund to provide property tax relief for future excluded debt Capital projects. The FYI budget shows an $8M increase over FYI (3.7%). As a reflection of the Selectmen's goals and policies, the White Book directly addresses five main areas: 1) Police Facility Design; 2) Pedestrian, Bicycle, and Vehicle Safety; 3) Implementation of the 20/20 Report of the Diversity Advisory Task Force; 4)Improving Public Information/Citizen Outreach; 5) Community Mental Health Programs. Mr. Valente reported that the Town recently received a 4-year grant that will be used by the Town's Human Services, Health, and School departments to collaboratively identify best practices in mental health programs. 71-167 Budget Summit# 4—January 24, 2018 Speaking specifically of the Capital Stabilization Fund (current balance $28.3M), Mr. Valente said the budget proposes to appropriate $3.5M into the Fund, appropriate $380,000 from the Fund for within-levy debt service, and appropriate $3.6M from the Fund for excluded debt service to provide property tax relief in FY19. This level of relief equals a reduction of$270 for the average residential tax bill. Mr. Valente said this version of the budget shows unallocated revenue of$371,000, which can be dedicated toward priorities as directed. Mr. Valente noted three new potential sources of revenue: 1) an adjustment of plumbing and ZBA permit fees; 2)visitor/tourist-based fees and fundraising options for the Visitors Center; and 3) a stormwater management fee. The Town will continue to work toward its financial/budgeting priorities of updating the Capital Plan vis-a-vis within levy debt and excluded debt; limiting Operating budget increases; funding the Capital Stabilization Fund; and funding post-employment benefits liability, otherwise known as OPEB (current balance $12.091M; liability through 2047 $200M). Following tonight's Summit, the Selectmen will provide direction to be incorporated into the next version of the budget, the so-called Brown Book. The final recommended Operating and Capital budget will be approved by the Board of Selectmen on February 26, 2018; the Brown Book will then be forwarded to the financial committees and Town Meeting members on March 5, a week prior to Town Meeting member information sessions. Considering this timeline, the earliest date Town Meeting can consider financial articles is April 2, 2018. Mr. Lamb (CEC) asked if the Town intends to become more aggressive in paying down short- term loans now that refinance interest rates appear to be on the rise. Mr. Valente said the interest revenue from the Capital Stabilization Fund is now able to cover the cost of the short-term borrowing costs but staff is watching the situation. Mr. Radulescu-Banu (AC) asked how new employee health care costs are accounted for vis-a-vis the agreed revenue allocation between the municipal and school budgets. Mr. Valente said that both the Town and the Schools must absorb costs if new employees are added during a budget cycle. Once budgets are approved, that funding is moved to the Shared Expenses category. Generally, this has little-to-no effect on the revenue allocation formula. OPEB costs are taken out before the revenue allocation is determined. If the Town could put more into OPEB, it would be doing so to make greater headway against the $200M full-funding gap. Once the pension system is fully funded (estimate to be 6 years from now), more money will be available to dedicate to OPEB. Mr. Kanter(CEC) noted that the General Stabilization Fund balance has fallen slightly below the optimum level. He asked that the balance be "trued up". Mr. Kanter said he would prefer that the CEC budget and the White Book budget are more in sync and include fewer annotations. Mr. Bartenstein (AC) asked what occurred to decrease the unallocated fund balance from $1M to $371,000 and whether Free Cash has also been allocated. Mr. Valente said that in the interim between the last budget summit and now, funds were shifted to such priorities as mental health services ($100,000); hiring a public information officer; and a larger increase into the Capital 71-168 Budget Summit# 4—January 24, 2018 Stabilization Fund. Part of the Free Cash comes from budget surpluses so using a portion of Free Cash need not cause concerns about one-time versus on-going allocations. Mr. Levine (AC) asked to be sent a copy of the actuarial assessment of OPEB liability. He asked about the timeline for funding the Police Station project. Mr. Valente said design development funds would be requested at Annual Town Meeting 2018. Next year, construction funds would be requested. Mr. Lamb (CEC) noted the FY20 Capital Plan includes $24.4M for the Police Station. Capital Expenditures CommitteePreliminary Report FYI Proposed Capital Projects Mr. Lamb (CEC) said CEC has two major concerns to highlight:1)the Committee was concerned to see $250,000 for schematic designs for a Community Center expansion; 2)the communications console replacement for $370,000 is in the FY20 Capital Plan rather than in FY19. Mr. Lamb said the $21M Community Center has effectively "jumped the queue" ahead of other priority projects that have been in the pipeline for years. CEC acknowledges the need for the program space but questions what they see as a lack of community-wide and Summit-level discussion. CEC does, however, support the design-level appropriation for the Visitors Center with the caveat that CEC will look for progress to be made against the prior Special Town Meeting appropriation before Annual Town Meeting 2018. About the communications console, Mr. Lamb said that even though Police Chief Corr has given assurances that the current console is likely to last until FY20, CEC feels strongly that the risk is not worth taking. He noted that the $370,000 console is almost the same amount as the $371,000 unallocated revenue balance. CEC is pleased to see that many of the Capital programs are being funded with cash, rather than by borrowing. Discussion Regarding Special Education Reserve Fund (Ch.40, s 13E) Ms. Jay asked for item to be removed from consideration. The School Committee will bring the matter forward to the Selectmen at a later date. Review Preliminary List of 2018 Town Meeting Articles There are 47 articles currently listed, including 10 citizen's articles. The proposed schedule leading up to Annual Town Meeting is as follows: • February 12: Selectmen will approve the Annual Town Meeting Warrant. • March 14.15. and 21: Town Meeting Member Association information nights will take place. • March 26: Annual Town Meeting 2018 starts. 71-169 Budget Summit# 4—January 24, 2018 Ms. Barry noted that a Special Town Meeting is anticipated later in the spring, although at the moment there is only one article listed, regarding the rezoning of the Eliot Building at 186 Bedford Street. Ms. Barry anticipates there will be a Consent Agenda again this year; the Town Moderator asks that the four groups present at the Summit agree on the items to be included. The Selectmen will draft a list and pass it on to the committees for comment. Confirm Date of Summit 5, if necessary Summit#5 is scheduled for Tuesday, February 13, 2018 should it be needed. A decision will be made at a later date. Adj ourn Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to adjourn at approximately 9:45 p.m. The Appropriations Committee and the School Committee adjourned as well. The Capital Expenditures Committee remained in session. A true record; Attest: Kim Siebert Recording Secretary