HomeMy WebLinkAbout2013-01-14 BOS Packet - Released SELECTMEN'S MEETING
Monday, January 14, 2013
Selectmen Meeting Room
7:00 p.m.
AGENDA
7:00 p.m. PUBLIC COMMENT (10 min.)
7:10 p.m. SELECTMEN CONCERNS AND LIAISON REPORTS (5 min.)
7:15 p.m. TOWN MANAGER REPORT (5 min.)
7:20 p.m. ITEMS FOR INDIVIDUAL CONSIDERATION
1. West Lexington Greenway Report(5 min.)
2. Cary Memorial Building Planning Committee Presentation (25 min.)
3. Preliminary FY2014 Budget Presentation (30 min.)
4. Draft Warrant for 2013 Annual Town Meeting (10 min.)
5. Review Financing Plan for Wright Farm Purchase (5 min.)
6. Appointment—Historic Districts Commission Associate (5 min.)
8:40 p.m. CONSENT AGENDA (5 min.)
1. One-Day Liquor License—Historical Society
2. One-Day Liquor License—Lexington Symphony
3. Approve Martin Luther King March and Use of Battle Green
4. Minutes
5. Executive Session Minutes
8:45 p.m. EXECUTIVE SESSION (30 min.)
1. Exemption 6 - Executive Session to discuss possible real estate purchase at
33 Marrett Road
2. Exemption 3 -Police Superior's Union Bargaining Strategy
9:15 p.m. ADJOURN
The next meeting of the Board of Selectmen is scheduled for Monday, January 28, 2013 at 7:00
p.m. in the Selectmen Meeting Room, Town Office Building, 1625 Massachusetts Avenue.
A Budget Collaboration/Summit meeting is scheduled for Wednesday, January 16, 2013, at 7:00
p.m. in the Public Services Building, 201 Bedford Street.
Hearing Assistance Devices Available on Request
All agenda times and the order of items are approximate and subject to change. Y „',�"
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AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 1/14/13 STAFF: Lynne Pease ITEM NUMBER: 1.1
SUBJECT:
West Lexington Greenway Report
EXECUTIVE SUMMARY:
Keith Ohmart will be at your meeting to present the completed West Lexington Greenway
Master Plan. See attached information
FINANCIAL IMPACT:
RECOMMENDATION/ SUGGESTED MOTION:
STAFF FOLLOW-UP:
Selectmen's Office
Report to the Board of Selectmen
West Lexington Greenway Master Plan
December 2012
On behalf of the original members of the West Lexington Greenway Task Force
and the current membership of the Greenways Corridor Committee, we are pleased to
present the Board of Selectmen on behalf of the Town with this report summarizing the
completed West Lexington Greenway Master Plan as prepared by Vanasse Hangen
Brustlin, Inc. (VHB).
The West Lexington Greenway is the five-mile swath of primarily open space on
the west side of Interstate 95/Route 128, and represents the largest assemblage of open
space in Lexington. Ownership of the various parcels includes several Town properties
most of which is in Conservation, as well as the City of Cambridge, NSTAR, the Boston
Sports Club and individual property owners. Over the NSTAR parcels there are
transportation easements.
The work to develop this master plan began in the fall of 2006 with the formation
of the ad hoc West Lexington Greenway Task Force representing interests on the part of
the Lexington Conservation Stewards and the Bicycle Advisory Committee, which put
together a proposal for funding utilizing Community Preservation Act funds. The
proposal was approved by Town Meeting in the spring of 2007 and the firm of Vanasse
Hangen & Brustlin, Inc. was hired to undertake the master planning process in the fall of
2007, with the project being managed jointly for the Town by Karen Mullins and Karen
Simmons. After steady progress in the first year of the project, momentum was lost due
in part to staffing problems at VHB, with the project successfully completed with final
deliverables received in October 2012.
Summary of Goals and Objectives of the planning process:
• Layout and design the Minuteman Connector, a proposed bicycle/pedestrian path
connecting the Minuteman Commuter Bikeway and the Battle Road Trail in the
Minuteman National Historical Park,
• Improve access and connections to all Town Conservation Areas located west of
Route 128,
• Improve the existing network of trails within the Greenway project area,
• Use the Greenway as a means to preserve the existing historical, cultural and
ecological resources, and as an educational tool to interpret these resources.
• Complete the 25% Design Phase of the proposed Minuteman Connector route
linking the Minuteman Commuter Bikeway with the Battle Road Trail in the
Minuteman National Historical Park.
Summary of Site Inventory Findings from the Master Plan document:
An extensive inventory database for the study area was compiled by the
consultant and distilled into a collection of maps supported by a written summary
covering the following topics:
• Land Use and Zoning
• Open Space Preservation
• Parcel Ownership including Existing License Agreements
• Circulation Characteristics including Street Crossings, Public Transportation,
Existing Trails, Wetland Crossings, Connectivity to Adjacent Open Space
Resources within Lexington and Neighboring Communities, Access Points and
Parking
• Natural Resource Inventory including Wetlands, Plant Communities, Invasive
Plant Species, Areas of Ecological Significance, and Wildlife Inventory
• Inventory of Significant Historical, Geological and Archeological Features
Summary of Recommendations from the Master Plan document:
• Proposed Trail Alignments:
- Central Section/Minuteman Connector—Develop a trail south from the
Minuteman Commuter Bikeway through the Tophet Swamp, Katandin
Woods and NSTAR properties to Wood Street, cross Wood Street and
subject to successful negotiations between the town and private property
owner(s), continue the trail south of Wood Street to the Battle Road Trail
in the Minuteman National Historical Park; or alternatively, continue
along Wood Street to the Minuteman National Historical Park entrance in
the absence of private property owner agreement(s).
- Northern Section—Work with Town planning for Hartwell Avenue
improvements to develop a trail connection north of the Minuteman
Commuter Bikeway, cross Bedford Street, and utilize town land along the
power line corridor to reach Grove Street, cross Grove Street and utilize
existing trails in the Paint Mine Conservation property to reach Turning
Mill Road, cross Turning Mill Road and connect to existing trails in the
Landlocked Forest parcel in the Town of Burlington.
- Southern Section—Cross Massachusetts Avenue south of the Minuteman
National Historical Park and connect to trails in the Cranberry Hill
Conservation property and Cambridge Water Department property to
reach Lincoln Street.
- Develop ancillary trail connections leading off of the main north/south
trail throughout project area to provide additional access points and
connections to adjacent and nearby open space parcels within Lexington
and neighboring communities.
• Street Crossings —Suggestions were made for the following street crossings:
- Wood Street—install user-activated signalize crossing
- Bedford Street—enhanced signalized crossing
- Grove Street—improved crosswalk markings with pedestrian crossing
signage
• Design Guidelines —Trail Types: A range of trail surface types were suggested
specific to various locations ranging from highly developed twelve-foot wide
paved trails to natural surface recreational trails.
• 25% Design Phase completed for the portion of the proposed Minuteman
Connector from the Minuteman Commuter Bikeway to Wood Street only, due to
the inability of the Town to reach an agreement with the private property owner of
the parcel south of Wood Street extending to the Minuteman National Historical
Park.
It has been suggested by the Town Manager that a copy of the mapping data from this
Master Plan and 25% Design Phase documents be filed with the Department of Public
Works for incorporation with Town GIS information, in addition to copies retained by
Conservation and Recreation.
The Greenways Corridor Committee wishes to thank the Town for funding this
Master Plan document and proposes returning to the Board of Selectmen at a future point
in time with a prioritized list of recommendations for implementing various elements of
this Master Plan. The Greenways Corridor Committee remains dedicated to the task of
identifying,planning and recommending the implementation of non-vehicular access
corridors for the public where appropriate to Lexington's open space assets.
Keith Ohmart
Chair, Greenways Corridor Committee
cc: Community Preservation Committee
Capital Expenditures Committee
Conservation Division
Conservation Commission
Recreation Department
Recreation Committee
Planning Board
Bicycle Advisory Committee
Department of Public Works
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AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 1/14/13 STAFF: Lynne Pease ITEM NUMBER: L2
SUBJECT:
Cary Memorial Building Planning Committee Presentation
EXECUTIVE SUMMARY:
Fred Johnson, Chair of the Cary Memorial Building Planning Committee, will introduce Don
Mills from Mills Whitaker Architects, LLC, who will make a presentation on the Cary Memorial
Building Renovations recommendations. Pat Goddard and other members of the Committee will
also be in attendance. See attached report. Also attached is a copy of the Cary Memorial
Building Planning Committee charge.
FINANCIAL IMPACT:
RECOMMENDATION/ SUGGESTED MOTION:
STAFF FOLLOW-UP:
Selectmen's Office
Ad hoc Cary Memorial Building Program Committee
Members: 5 Members
Appointed by: Board of Selectmen
Length of Term: Preliminary report to Board of Selectmen by October 15,2012
Final Report by December 1,2012
Meeting Times: One meeting per month(day to be determined)
Staff: Facilities Department
Description: To evaluate the recommendations of the Cary Memorial Building Evaluation,completed June 1,
2011,and make a recommendation to the Board of Selectmen on the appropriate scope of work.
The work of the Cary Memorial Building Upgrade Committee will include,but not be limited to:
1. Review the completed study for the Cary Memorial Building.
2. Seek public input into the benefit of recommended tasks from the Mills Whitaker report.
3. Work with designer to enhance the schematic design and update the costs associated with the revised
prioritized scope.
4. Develop a preliminary report for review with the BOS.
5. Make a Final Report that recommends a scope of work and budget for the FY 2014 budget process.
6. Utilize the Designer Selection Process,M.G.L Ch.7,to select a designer experienced in renovation of
historic buildings.
Criteria for Membership: To the extent feasible,the Committee shall consist of representatives from the
following:
• Cary Lecture Series Member
• Center Committee Member
• Historical Commission Member
• School Committee Member or designee
• Selectmen or designee
Prior to serving as a member of this Committee,appointees are required to:
1. Acknowledge receipt of the Summary of the Conflict of Interest Statute. Further,to continue to serve on
the Committee the member must acknowledge annually receipt of the Summary of the Conflict of Interest
Statute. Said summary will be provided by and acknowledged to the Town Clerk.
2. Provide evidence to the Town Clerk that the appointee has completed the on-line training requirement
required by the Conflict of Interest statute. Further,to continue to serve on the Committee,the member
must acknowledge every two years completion of the on-line training requirement.
Ex Officio/Liaisons:
• One member of the Capital Expenditure Committee
• One member of the Permanent Building Committee
• One member of the Appropriation Committee
• One representative from Communications Advisory Committee
• One Town staff person,designated by the Town Manager
Ref: Charge adopted by the Board of Selectmen on May 21,2012.
Board of Selectmen voted to designate as Special Municipal Employees on June 4,2012.
Contract No. 13-06: FINAL REPORT (For Review & Comment)
Isaac Harris Cary Memorial Building Renovation
1605 Massachusetts Avenue
Lexington, Massachusetts
M
n„
T„
Mills Whitaker Architects LLC
PO Box 750089
Arlington MA 02474
9 January 2013
CARY MEMORIAL BUILDING RENOVATION
Review Copy of Final Report/9 January 2013
TABLE OF CONTENTS
1 EXECUTIVE SUMMARY
1 INTRODUCTION
1 Cary Memorial Building
1 Committee Charge
1 Committee Members & Participants
2 Schedule
2 RENOVATION STUDY PROCESS
2 Evaluate Recommendations of Prior Study
3 Further Review of Selected Project Components
3 Reviewed Current& Future Uses of the Building
4 Prepared Acoustical Model of Battin Hall
4 Prepared Programmatic Requirements for Audiovisual Improvements
4 Modifications of Proposed Plans
5 Prepared Animations & Illustrations of Battin Hall
6 Proposed Plans, Outline Specifications & Project Budget
7 RECOMMENDATIONS
APPENDICES
A: Drawings— Existing& Proposed
B: Scope Prioritization Survey
C: Consultant Documentation
D: Recommended Improvements
E: Preliminary Budget Estimate
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Table of Contents
EXECUTIVE SUMMARY
The Ad hoc Cary Memorial Building Program Committee (AhCMBPC), established by the Board of
Selectmen in May 2012, was charged with reviewing the June 2011 CMB Evaluation Report to
determine appropriate improvements for public benefit and to make recommendations to the
Board of Selectmen. The Committee selected a Designer and commenced work in July 2012,
meeting on a monthly basis through January 2013. The Committee recommends an integrated
approach to improvements that will address upgrades to life safety (including accessibility),
building systems and facility usability. The project cost of this integrated approach, assuming
timely continuation of the outlined process, is approximately$8.5 million.
INTRODUCTION
Cary Memorial Building
The Isaac Harris Cary Memorial Building was constructed in 1927-1928 as a memorial gift from his
daughters, Eliza Cary Farnham and Susanna E. Cary. The intended use of the facility, as outlined in
the daughters' wills, was to promote the Town's educational and community life. The building has
served the citizens of Lexington continuously since its dedication, hosting events such as public
meetings, exhibits, performances and numerous other activities that meet the original intentions of
the memorial gift. The history of the building has been documented in various sources and was
summarized in the prior study's report.
Committee Charge
An evaluation of the Cary Memorial Building was performed in 2010-2011 to assess its current
conditions and recommend appropriate improvements for its continued service to the Town. A
report by Mills Whitaker Architects, the selected Designer that worked on the building evaluation,
was published in June 2011. The report described the building's interior and exterior conditions
and recommended work that included upgrading aging systems, making code improvements and
enhancing the functionality of the facility. The study was well received and this subsequent study
was commissioned by the Board of Selectmen in order to review the public merits of the proposed
work scope. Adopted on May 21, 2012, the Ad hoc Cary Memorial Building Program Committee's
charge was as follows:
"To evaluate the recommendations of the Cary Memorial Building Evaluation,
completed June 1, 2011, and make recommendation to the Board of Selectmen
on the appropriate scope of work."
The scope of the Committee's work included reviewing the prior study report, seeking public input
into the recommended prioritized scope, enhancing the schematic design and updating the costs.
Committee Members& Participants
The Committee was established with five members representing the following groups:
• Center Committee Member: Fred Johnson, Chair
• Cary Lecture Series Member: Nancy Shepard, Vice Chair
• Historical Commission Member: Wendell C. Kalsow
• School Committee Member: Bonnie E. Brodner
• Selectmen: Hank Manz
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Pagel
In addition to the five members,the following liaisons and staff members also participated:
• Capital Expenditure Committee: William Hurley
• Permanent Building Committee: Gary Lerner
• Appropriations Committee: Richard L. Neumeier
• Communications Advisory Committee: Linda Roemer
• Director of Public Facilities: Patrick Goddard
• Town Manager's Office: Michelle Stevens
Mills Whitaker Architects LLC was selected as the Designer for the renovation study through the
M.G.L. Chapter 7 process and assembled the following team:
Mills Whitaker Architects LLC: Donald W. Mills, RA, LEED AP
Structures North Consulting Engineers: John Wathne, PE (Structural)
Forte Engineering: Steve Forte, PE (Mechanical)
The Green Engineer: Chris Schaffner, PE, LEED AP (Energy Advisor)
Johnson Engineering& Design: Eric Johnson, PE (Electrical)
Available Light: Derek Barnwell, Lighting Designer
Acentech: Ben Markam, Project Manager (Acoustics&AV)
B. N. Productions: Anna Barbieri,Theatrical Systems Consultant
Born Illustration: Michael Born (Renderings &Animations)
Daedalus Projects: Delwyn Williamson, Cost Estimating Consultant
Schedule
The Committee assembled for their first meeting on July 18, 2012, and then met at least monthly
up through January 7, 2013, for a total of eight meetings. The Committee's meetings were public
and interested parties from the Town, such as Town Meeting Members and others, frequently
attended and participated in the discussions. In addition to the regular monthly meetings of the
full Committee, other meetings were held with the Architect and Consultants to develop program
criteria and prepare pertinent information. These other meetings included a programming review
and facility tour, with interested parties, to prepare a range of potential audiovisual improvement
recommendations. Also, review of an "auralization" of Battin Hall, a computer simulation of
acoustical improvements, was held at Acentech's offices in Cambridge for all who could attend. In
early December 2012, the Committee Chair presented renovation recommendations in a report to
the Community Preservation Committee. Upon completion of the Renovation Study, a public
presentation was made to the Board of Selectmen on January 14, 2013.
RENOVATION STUDY PROCESS
Evaluate Recommendations of Prior Study
The Renovation Study commenced with a review and evaluation of the prior Cary Memorial
Building Evaluation Study. The work scope and recommended improvements from the June 2011
study were reviewed in detail by the Committee, initially as a group and subsequently by each
member and liaison on an individual basis, culminating in a survey ranking each item on a scale of 1
(no benefit)to 10 (substantial benefit)to prioritize the public benefit of each work scope item. The
survey indicated that, with few exceptions, the prior study recommended work that was beneficial
to the public in terms of the type and scope of improvements. The improvements, a total of 102
items, received an average ranking of 7.1 by the group. Only 3 of the 102 items ranked below a 5.0
while a strong majority(61) ranked higher than 7.5. The survey helped clarify the value of the prior
study and establish the basis upon which to further define the schematic scope of improvements.
A summary of the survey analysis and prioritization rankings is included in Appendix B of this report.
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Page 2
The Committee's detailed review of the prior study's recommendations resulted in the exclusion of
six items from the scope of work (see Appendix B) and helped to establish a more simplified
approach to defining the categories of improvements that are needed. In the prior study, the
recommendations were organized, in response to a review of existing conditions, into the following
categories of work:
• Accessibility Improvements
• Auditorium & Support Spaces
• Miscellaneous Improvements
• Exterior Structural Repairs
• Interior Structural Repairs
• Structural Modifications
• Mechanical—Fire Protection System Improvements
• Mechanical—Plumbing System Improvements
• Mechanical—HVAC System Improvements
• Electrical Improvements
• Acoustical Improvements
• Repairs and Improvements to Stage Rigging
While this detailed approach was useful for the Building Evaluation study process, the schematic
work scope for the Renovation Study was organized into three integrated categories:
• Life Safety Improvements: code issues, accessibility, etc.
• Building System Improvements: upgrading of aging systems
• Facility Usability Improvements: enhancements to support use
These three categories are integrated and rely on each other in terms of creating the maximum
public benefit of renovation improvements. A summary of the recommendations in each category,
along with an outline specification of the improvements, is included in Appendix D of this report.
Further Review of Selected Project Components
The Renovation Study work by the Committee included a detailed look at several project
components in order to prepare appropriate recommendations to the Board of Selectmen. These
various project components included the following items:
• Reviewed Current& Future Uses of the Building: The Committee reviewed the current use
policies of the Hall and Meeting Rooms, recognizing that the policy statement should be
reviewed and updated while continuing to honor the terms of the memorial gift. Updating
the policy statement was considered to be outside the scope of the current charge, but
since it has not been done since 2004,the Committee recommends this be done very soon.
The Committee also reviewed use options in discussion with Peter Lally, Manager of a
similar facility in Lowell (Memorial Auditorium) that hosts a variety of programs that are
targeted to enrich community life. While the facilities differ in some regards, the
renovations planned for the Cary Memorial Building will make improvements that will
better serve a variety of events such as lectures, musical performances and other activities
that occur in Town. The meeting with Peter Lally helped the Committee to confirm the
scope and need of the planned improvements.
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Page 3
• Prepared Acoustical Model of Battin Hall: The auditorium space of the Cary Memorial
Building is very well suited to orchestral music and similar events but is poor when speech
intelligibility is required. In order to evaluate proposed improvements to the Hall, a 3-D
computer simulation of the space was prepared to model existing conditions and evaluate
the improvements. The computer model, called an "auralization," allowed the Committee
to hear the effect of changes to the HVAC system (system upgrades to reduce room noise),
replacement of the sound system (to improve speech clarity) and other improvements.
The model was also used to evaluate the effect of two items that were initially considered
to be optional but, as a result of the auralization, were determined to be very favorable for
making significant improvements. One of these was replacement of the air-cooled chiller
and relocation away from the auditorium windows. The other was the provision of variable
acoustic treatment to reduce reverberation for speech-only events (concealed retractable
absorptive panels). These two items were initially considered as "alternates" in the budget
until the auralization demonstrated their significant benefits to acoustical performance.
The chiller replacement has the added benefit of replacing a 12-year old chiller, with an
assumed life of 20 years, with more efficient equipment that will reduce operating costs.
The auralization was demonstrated in a "listening studio" at the offices of Acentech. This
setting allowed an effective simulation of the 3-D computer model of Battin Hall. The
presentation was attended by a majority of the Committee members along with other
interested parties. Acentech offered to provide a selection of the audio files to the Town
for use in setting up a website for reaching a broader audience with this information, but
due to current staffing issues in the Town's IT department,this was not implemented.
• Prepared Programmatic Requirements for Audiovisual Improvements: A meeting with
interested Committee members and other parties was held to review issues related to
existing conditions and possible improvements to the audiovisual systems for the building
including within Battin Hall, the Lobby, Green Room and the meeting rooms. The results of
this discussion are included in a programming report prepared by Acentech in Appendix C
of this report. The report included descriptions and budgets for each AV issue that was
discussed with the group during the programming meeting held on site.
Subsequent to issuance of the overall report and its respective budgets, the Committee
met to review each program component and its related costs, agreeing to include only
those program elements that they believed will provide the most public benefit, resulting
in acceptance of approximately half of the full scope of improvements (see Appendix C).
• Modifications of Proposed Plans: The Renovation Study process led to a few changes to the
proposed floor plans as noted below. These changes are illustrated in the drawings that
are included in this report in Appendix A.
Wheelchair Access to Stage & Green Room — The former study plans provided an access
door at the former orchestra pit stairway that would lead to the concealed wheelchair lift
serving the Stage and Green Room areas. This access door location required that the
permanent thrust stage be no wider than the existing temporary thrust stage. The updated
proposal widens the thrust stage to abut the angled wing wall and relocates the wheelchair
access door into a reconfigured version of the adjacent stairway.
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Page 4
Civil Room Accessibility Deferred — The former study proposed to provide an accessible
path to the Civil Room by reconfiguring the front row of balcony seats and aisle stairs. This
work would require replacement of the front row of central balcony chairs with removable
chairs and alteration of the aisle stairways. Since the Civil Room is one of three similarly
sized rooms (Ellen Stone, Legion, Civil), it was the Committee's belief that a convertible
solution for providing access to this one room was more expensive and disruptive than the
benefit gained by the disabled. So, a variance from the Massachusetts Architectural Access
Board (MAAB) regulations should be sought during subsequent design, requesting the Civil
Room to remain as-is. Since the Town would not schedule the room for public meetings,
there is a very high probability that the MAAB would grant such a variance, as this has been
their practice for similar historic buildings with particularly challenging configurations.
Confirmed Adequacy of Existing Roof Truss Structure — The prior study noted that the
original steel roof trusses appeared to be undersized and recommended that the structural
capacity be evaluated. The current study included an evaluation of the trusses and it was
determined that they are adequately sized and no reinforcement work is required. This
part of the current study did not result in any changes to the floor plans or work scope.
Relocated and Replaced Chiller for Cooling & Acoustical Needs — The prior study, which
noted that noise generated by the air-cooled chiller adjacent to the Hall is significant,
proposed to add sound attenuation to the chiller and sound isolating storm windows in
that area of the building. As a result of the auralization study and chiller noise evaluation,
it was determined that replacement and relocation of the chiller would significantly reduce
the sound impact on the Hall without requiring sound isolating storm windows. It was also
noted that the existing chiller was sized for simultaneous occupancy of the Town Offices
Building and Cary Memorial Building during its temporary use as the Library while the 2000
renovation and expansion of the Cary Memorial Library was underway. Since the adjacent
buildings are not used at full occupancy simultaneously under normal circumstances, the
200-ton chiller serving the former simultaneous use could be reduced to a 120-ton chiller
for energy savings and relocated away from the windows for acoustical benefit. Refer to
Appendix C for noise information and estimated operating cost savings of this modification.
• Prepared Animations & Illustrations of Battin Hall: The most noticeable alteration to the
Cary Memorial Building will be replacement of the temporary thrust stage with a proposed
permanent thrust stage. Since this modification will affect multiple uses of Battin Hall, a
series of animations were prepared to visually represent the effect of this change for three
very different uses: public meetings, exhibits and performances. Each use has differing
needs and the intent of the animations was to show how the presence of a permanent
thrust stage will serve to enhance these uses while also improving the general appearance
of the stage area. Note that the following specific uses were selected:
Town Meeting: the permanent thrust stage provides a larger, safer and better-
integrated presentation platform area for the activities related to public meetings.
Quilt Show: the stage area can be equipped with removable guardrail system that,
together with improved on-stage lighting, expands available floor area for exhibits.
Lexington Symphony: the permanent thrust stage is visually compatible with the
building's historical character and is a broader area to enhance performance use.
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Page 5
Proposed Plans, Outline Specifications& Project Budget
Updated floor plans for the proposed renovations are included in Appendix A of this report. The
drawings illustrate existing conditions, proposed selective demolition and updated floor plans and
site plan layouts. Proposed changes to the existing floor plans are intended to retain the historic
character of the building. The changes were thoroughly explained and documented in the prior
study and will not be reiterated at length in this report. In summary,the following is proposed:
• Improve acoustics, audiovisual systems,thrust stage and lighting in Battin Hall;
• Renovate Green Room below the stage to restore its historic use with upgrades;
• Provide handicap access to Stage, Green Room, Bird Room and Battin Hall seating areas;
• Improve usability, configuration, acoustics and audiovisual systems in Estabrook Hall;
• Improve audiovisual systems in the Lobby, Ellen Stone, Legion Room and Bird Room;
• Improve and expand public toilet rooms in the Basement Level for better functionality;
• Remove electrical switchgear from the Stage and provide the equipment in utility areas;
• Replace steam boilers with high efficiency hydronic boilers; replace air-cooled chiller;
• Provide reconstructed entrance ramp, drop off area & accessible parking spaces;
• Provide related life safety, HVAC and building system improvements as noted herein.
To complement the drawings, outline specifications were prepared to summarize proposed
changes relative to the three categories of work: life safety, building systems and facility usability
improvements. These specifications and summary descriptions are included in Appendix D.
In addition to the categories of work, several "alternates" were described in order to review the
cost of certain work items and review those with the Committee. The alternates were related to
accessibility for the Civil Room, replacement of the chiller, variable acoustics in the Hall, providing a
dance surface for the stage and a range of audiovisual improvements for the facility. Upon review
by the Committee, the replacement chiller, variable acoustics (retractable sound attenuation for
speech only events) and some of the AV improvements were accepted. The accepted alternates
have been incorporated into the project and are no longer considered to be alternates for the
purposes of the project recommendations.
A project budget was established through a process of reviewing the outline plans and specs with a
professional cost estimator, followed by more extensive review and discussion with the Committee.
The cost estimates are included in Appendix E of this report. A summary of the budget relative to
each work category is as follows:
$1,536,683 Life Safety Improvements (18.0%)
$3,969,763 Building System Improvements (46.5%)
$3,030,680 Facility Usability Improvements (35.5%)
$8,537,126 Preliminary Project Budget (100%)
The project costs include the cost of construction, soft costs and contingencies. The values include
escalation based upon implementation of the following schedule:
May 2013—March 2014 Design Development & Construction Documents;
$548,836: Estimated Cost of A/E Services through CDs
May 2014—January 2016: Competitive Bidding and Construction Period;
$7,988,290: Estimated Construction &A/E Bid/CA Costs;
Additional escalation needed if schedule is extended
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Page 6
RECOMMENDATIONS
The focus of the Ad hoc Cary Memorial Building Program Committee (AhCMBPC), as charged by the
Board of Selectmen, was to evaluate the recommendations of the CMB Evaluation study and make
recommendations on the appropriate scope of work. The Committee recommends an integrated
project of approximately $8.5 million be implemented in order to make appropriate improvements
to life safety (18.0%), building systems (46.5%) and facility usability (35.5%) of the Cary Memorial
Building. The project components outlined in this report will provide substantial public benefit to
the Town by maintaining and improving the integrity of this important historical resource.
The Cary Memorial Building is largely unchanged from its original design, and the proposed
improvements will serve to complement the building's character and enhance its use while
improving life safety and handicap accessibility. The scope of recommendations is in alignment
with the responsibility of the Town to maintain the building as was noted by Mr. Robert P. Clapp,
Chairman of the Isaac Harris Cary Educational Fund, during his remarks at the 1928 Dedication:
The result of our work is now before you. We have tried to produce a building that will be of
constant service to the community.... How far we have succeeded in our efforts is for you
and our fellow townsmen to judge.... I ask you to keep in mind always the memorial
character of the gift and the limitations which the donors have placed upon its use.
Remember also that the "continued use"of the building for the authorized purposes was an
object of solicitude on their part. This means maintenance and thoughtful care, not only
this year and next year, but through all succeeding years.
The Renovation Study has outlined the recommended work scope that, if implemented, will
proceed in two subsequent steps as was described in the designer selection process for this study.
The next step will involve design development, construction documentation and a construction
cost estimate based on the completed drawings. Pending approval, the remaining step will be to
select a contractor through competitive public bidding and then construct the renovation project.
The intent of the anticipated project will be to provide appropriate improvements that enhance the
intended public use of the building in keeping with the wills of Isaac Harris Cary's two daughters.
APPENDICES
A: Drawings— Existing& Proposed
B: Scope Prioritization Survey
C: Consultant Documentation
D: Recommended Improvements
E: Preliminary Budget Estimate
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Page 7
Cary Memorial Building Renovation Mills Whitaker Architects LLC
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" ORAGE AREAS W RELATED FACILII]ES
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Cary Memorial Building Renovation Mills Whitaker Architects LLC
Lexington, Massachusetts Page A-6
Cary Memorial Building Renovation Mills Whitaker Architects LLC
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Cary Memorial Building Renovation Mills Whitaker Architects LLC
Lexington, Massachusetts Page A-12
I
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Cary Memorial Building Renovation Mills Whitaker Architects LLC
Lexington, Massachusetts Page A-15
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: PRESENTER.- ITEM NUMBER:
January 11,2013 Carl F. Valente 1.3
Rob A(Nelson
Theo Kalivas
SUBJECT.
FY 14 Prelimi riary Budget Presentation
EXECUTIVE SUMMARY:
Staff will present the preliminary FYI 4 operating and capital budget recommendations (ix, the
White Book). The reconimendations in this p reliminary budget document will be the ba o sis f the
Summit IV discussion on January 16"'.
FINANCIAL IMPACT:
NA
RECOMMENDATION /SUGGESTED MOTION:
NA
STAFF FOLLOW-UP:
TMO, and Finance
Prepared by tail.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 1/14/13 STAFF: Lynne Pease ITEM NUMBER: L4
SUBJECT:
Draft Warrant for 2013 Annual Town Meeting
EXECUTIVE SUMMARY:
Attached is a draft Table of Contents for the 2013 Annual Town Meeting for your review and
discussion. Some articles are still being reviewed and may not be ready for this warrant.
FINANCIAL IMPACT:
RECOMMENDATION/ SUGGESTED MOTION:
STAFF FOLLOW-UP:
Selectmen's Office
DRAFT
2013
ANNUAL TOWN WARRANT
TABLE OF CONTENTS
Page
Calendar.............................................................................................................. Inside Front Cover
Board of Selectmen's Message..........................................................................................................
Summary of Revenues and Expenditures ..........................................................................................
WARRANT FOR SPECIAL TOWN MEETING
Article 1 Reports of Town Boards, Officers, Committees........................................................
Article 2 Land Purchase off Marrett Road................................................................................
WARRANT FOR ANNUAL TOWN MEETING
Article1 Elections.....................................................................................................................
Article 2 Election of Deputy Moderator and Reports of Town Boards,
Officers, Committees.................................................................................................
Article 3 Appointments to Cary Lecture Series........................................................................
FINANCIAL ARTICLES
Article 4 Appropriate FY2014 Operating Budget.....................................................................
Article 5 Appropriate FY2014 Enterprise Funds Budgets........................................................
Article 6 Appropriate for Senior Service Program ...................................................................
Article 7 Establish and Continue Departmental Revolving Funds ...........................................
Article 8 Appropriate the FY2014 Community Preservation Committee
Operating Budget and CPA Projects..........................................................................
Article 9 Appropriate for Recreation Capital Projects..............................................................
Article 10 Appropriate for Municipal Capital Projects and Equipment.....................................
Article 11 Appropriate for Water System Improvements...........................................................
Article 12 Appropriate for Wastewater System Improvements..................................................
Article 13 Appropriate for School Capital Projects and Equipment...........................................
Article 14 Appropriate for Public Facilities Capital Projects .....................................................
Article 15 Appropriate Bonds and Notes Premiums...................................................................
Article 16 Accept MGL Chapter 32, Section 101.......................................................................
Article 17 Accept MGL Chapter 32, Section 12(2)(d paragraph 11) .........................................
Article 18 Appropriate to Post Employment Insurance Liability Fund......................................
Article 19 Rescind Prior Borrowing Authorization....................................................................
Article 20 Establish and Appropriate to Specified Stabilization Funds......................................
Article 21 Appropriate to Stabilization Fund..............................................................................
Article 22 Appropriate from Debt Service Stabilization Fund...................................................
Article 23 Appropriate for Prior Years' Unpaid Bills.................................................................
Article 24 Amend FY2013 Operating and Enterprise Budgets ..................................................
Article 25 Appropriate for Authorized Capital Improvements...................................................
1
GENERAL ARTICLES
Article 26 Establish Qualifications for Tax Deferrals and Exemptions......................................
Article27 Approve Town Seal ...................................................................................................
Article 28 Amend General Bylaws —Town Meeting Warrant...................................................
Article 29 Amend General Bylaws —Public Ways and Places (School Grounds).....................
Article 30 Amend General Bylaws —Contracts and Deeds (Solar Energy Purchasing..............
Article 31 Amend General Bylaws —Trees (one or two articles?).............................................
Article 32 Amend General Bylaws —Demolition Delay Bylaw.................................................
Article 33 Amend General Bylaws—Electronic Voting.............................................................
Article34 Global Warming.........................................................................................................
ZONING/LAND USE ARTICLES
Article 35 Amend Zoning Bylaw................................................................................................
Article36 Amend Zoning Map...................................................................................................
Appendix A - Program Summary —Article 4 Operating Budget.......................................................
Map....................................................................................................................................................
Listof Town Meeting Members ........................................................................................................
TownFinance Terminology...............................................................................................................
Election Information............................................................................................Inside Back Cover
2
AGENDA ITEM SUMMARY
LEXING-TON BOARD OF SELECTMEN MEETING
DATE: PRESENTER: ITEM NUMBER:
January 14, 2012 Carl F. Valente Ian
Rob Addelson
SUBJECT:
Review Financing Plan fear Wright Fm, -m Purchase
EXECUTIVE SUMMARY:
Staff is preparing for an upcoming bond is,sue for a variety of capital projects including funding
of the recently concluded Wright Farm purchase, 'rhe purchase price is $2,950,000. This
purchase will be funded with the Community Preservation Fund, but through the issuance of
debt. The question is the terni for which this debt should be issued, Given the uncertainty of
whether the `fawn will be purchasing the 33 Marrett Road property, and how that rnay impact the
Community Preservation l'und balances, staff is recornn-tendilIrg that the Town issue as one-year
Bond Anticipation Note (BAN) for the Wright Farm. By the time of the 2013 annual town
meeting, we should know the stattis of the Marrett Road purchase (also a CPA funding
candidate) and can then make an informed decision on the permanent financing of the Wright
]Farina (and funding for the potential Marrett Road property). This proposal has been presented to
the Community Preservation Cm,[onittee. Staff will review this proposal with the CEC on
January 15.
FINANCIAL IMPACT:
NA
RECOMMENDATION /SUGGESTED MOTION.,
None ReqUired. If the Board agyrees wilh this reconimendation, slql f will,gee that 1he ulxoniing
bond issue includes a BAN.1br the ff�'right Farm.
STAFF FOLLOW-UP:
Prqiared by cfv
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 1/14/13 STAFF: Lynne Pease ITEM NUMBER: L6
SUBJECT:
Appointment—Historic Districts Commission Associate
EXECUTIVE SUMMARY:
The term of Lynn Hopkins as an associate member of Historic Districts Commission expired on
December 31, 2012. This is a Historical Society appointment and they have provided one name,
for consideration - Lynn Hopkins. See attached information.
FINANCIAL IMPACT:
RECOMMENDATION/ SUGGESTED MOTION:
Motion to reappoint/appoint to the Historic Districts Commission as an
associate member, representing the Historical Society, for a term to expire December 31, 2017.
STAFF FOLLOW-UP:
Selectmen's Office
i
vi
Ji
I XI G TON HISTORICAL SOCIETY
December 17, 2012
Board of Selectmen
Town of Lexington
1625 Massachusetts Avenue
Lexington, MA 02420
To the Board of Selectmen:
I am writing on behalf of the Lexington Historical Society to nominate Lynn Hopkins
as an Associate Member of the Historic Districts Commission. We have previously
forwarded you her resume.
Sincerely,
ul Ross
resident
P.O. Box 514 Lexington, Massachusetts 02420 (781) 862-1703
Email - office cr lcxingtonhistory.org 0 Web - LexingtonHistory.org
I
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S
A R C N i T E C T
RESUME
PROFESSIONAL EXPERIENCE
PRINCIPAL LYNN HOPKINS ARCHITECT
Single--family residential practice comprising design and documentation of more"than I OQ
new homes, add'tions and renovations, Projects may be seen at www.LHopkinsArch.com
Practice established in f 988,
PREVIOUS EMPLOYERS
o Graham Gund Architects
o Kallmann, McKinnO and Wood Architects, Inc
o Paul Krueger and Associates, Architects
FlUBLI CATIONS
o Published in This Old House, Fine Homebuildin , Boston Globe Sunda
Ma azine, Better Homes and Gardens, Country Horne, RerovationStvle,
HOME and other national magazines as well as several books,
o Frequent contributor Fine Ho_mebuilding magazine's ''Drawing Board" column
EDUCATION
Harvard Graduate School of Design Master in Architecture
Chairman's Letter of Commendation
Unlversity of Iowa Bachelor of Arts
Magna Cum Laude, Phi Beta Kappa
ASSOCIATIONS
Lexington Historic Districts, former Commissioner
American Institute of Architects
Boston Society of Architects
Registered Architect in the Commonwealth of Massachusetts
I
P: (781) 863-2585
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..�'. ^�.,�''.+.., t,:.rt��.�lu+:?2-„ Pr�„�r��":1�.€�,h���"�-�g.�����'z4 '"s•�� z���;J,e�.s�T2#Y`�"rex����l z.6.s`���sa:�s __, 3 E ' s§x"2�� ��3'�'a s��'c���`snYa .s
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APAILI9"
�Fxrr,czo`
OFFICE OF SELECTMEN
DEBORAH N.MAUGER,CHAIRMAN
PETER C.J.KELLEY
NORMAN P.COHEN TEL:(781)862-0500 x208
HANKMANZ FAX (781)863-9468
GEORGEA.BURNELL
October 22, 2012
Paul Ross, President
Lexington Historical Society
P.O. Box 514
Lexington, MA 02420
Dear Mr. Ross:
The terms of Paul Ross and Lynn Hopkins (Associate) representing the Historical Society
on the Historic Districts Commission will expire on December 31, 2012.
Pursuant to Section 4 of Chapter 447, Acts of 1956, the Selectmen request that two
nominations be submitted to fill the full membership and one nomination be submitted to fill the
associate member position. Please send us a letter with your recommended nominees, including
a resume, at your earliest convenience so that appointments can be made before the end of
December.
Do not hesitate to contact the Selectmen's Office if you have any questions.
Very truly yours,
Lynne A. Pease
Executive Clerk
lap
cc: Susan Beni-iett
1625 MASSACHUSETTS AVENUE LEXINGTON,MASSACHUSETTS 02420
e-mail selectmen@lexingtonma.gov
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 1/14/13 STAFF: Lynne Pease ITEM NUMBER: C.14
SUBJECT:
Consent Agenda
EXECUTIVE SUMMARY:
1. Approve a one-day liquor license for the Lexington Historical Society to serve rum at the
Cronin Lecture (Rum & Revolution) on Friday, February 8, 2012, from 8:00 p.m. to 10:00
p.m. at the Depot Building.
2. Approve a one-day liquor license for the Lexington Symphony to serve all alcohol at a
fundraising event on Sunday, January 27, 2013, from 5:00 p.m. to 7:00 p.m. at the Depot
Building.
3. Approve Martin Luther King March and Use of Battle Green on Sunday, January 20, 2012
from approximately 1:30 p.m. to 2:00 p.m.
4. Approve the Selectmen minutes dated December 17, 2012 and December 19, 2012.
5. Approve the Selectmen executive session minutes dated December 17, 2012 and January 7,
2013.
See attached information.
FINANCIAL IMPACT:
RECOMMENDATION/ SUGGESTED MOTION:
Motion to approve the Consent Agenda.
STAFF FOLLOW-UP:
Selectmen's Office
�
TOWN OF LEXINGTON
SELECTMEN'S OFFICE
APPLICATION FOR
ONE—DAY LIQUOR LICENSE
The Board of Selectmen issues one-day liquor licenses to for-profit and non-profit organizations
that serve liquor and charge either a cover charge or for each drink. Please fill in this form
completely and return to the Selectmen's Office along with a check for$25.00 made payable to the
Town of Lexington.
BUSINESS/FUNDRAISING ORGANIZATION:
CONTACT NAME AND NUMBER:
i
ADDRESS FOR MAILING: j ::�S 1L1
EMAIL ADDRESS: '`r! � \e;y--<,--) .
TITLE/PURPOSE OF EVENT: C wRe
LOCATION AND ADDRESS: S C' `ac:aCr _
DATE OF FUNCTION: 3L0
TIMES OF FUNCTION: � ILI),
TYPE OF LIQUOR TO BE SERVED: ] ��
DATE AND TIME WHEN LIQUOR DELIVERED:
DATE AND TIME WHEN LIQUOR REMOVED:
ADDITIONAL INFORMATION:
0, + - c9 i
_9 1
Authorized Signature Federal Identification No. or
Social Security Number
0
TOWN OF LEXINGTON
W a 11 SELECTMEN'S OFFI T
APR 97"
r
xZ,xrNC,xoe APPLICATION FOR
ONE-DAY LIQUOR LICENSE
The Board of Selectmen(Local Licensing Authority)may issue One-Day Liquor Licenses for the sale of wine and malt
beverages to any enterprise;all alcoholic beverages may be issued only to non-profit organizations. Liquor for use at a
one-day liquor license event must be purchased from a licensed wholesaler(http://Www.mass.gov/abcc/licensing.htm).
Please fill in this form completely and return to the Selectmen's Office along with a check for$25.00 made payable to
the Town of Lexington. Please provide a current Certificate of Inspection signed by Building and Fire Departments for
the location of your event.
BUSINESS/FUNDRAISING ORGANIZATION: L&i
CONTACT NAME AND NUMBER: SU-154.4a
ADDRESS FOR MAILING: () Levi k-cr:�j)," a)a 0_�) u
EMAIL. ADDRESS:
TITLE/PURPOSE OF EVENT: ::a-L (1kAeL E 4
LOCATION AND ADDRESS: jn,q
DATE OF FUNCTION:
TIMES OF FUNCTION:
TYPE OF LIQUOR TO BE SERVED:
DATE AND TIME WHEN LIQUOR DELIVERED: Ll: p 1
DATE AND TIME WHEN LIQUOR REMOVED: ;
ADDITIONAL INFORMATION:
® � 15�
Autho z %nature Federal Identification No. or
Social Security Number
Page | nf2
Lynne Pease
From: Sam Zo|os [szo|os@gmoi|.00n]
Sent Thursday, January 1O. 2O131O:45PK1
To: Lynne Pease
Cc: Jill Snni|ow
Subject: Details on K1LK Day Commemoration in Lexington
Attachments: K1LK Flyer Final 2013.pdf; SCAN0063JPG; SCAN0064JPG; SCAN0065JPG
Lynne,
Please see the attached flyer describing the program being run as our 20th commemoration of Martin Luther
King Jr. Day in Lexington on Sunday,January 20. |'m also attaching the forms | completed for the Cary Hall
preparation for the event as I have for the last number of years-they were approved by the Town Office on
11/1/12. 1 also worked with our former CommUNITY committee member,Joseph O'Leary, to prepare police
escort for our Unity Walk held every year 10 start the commemoration.
The Unity Walk begins at 1:30pm at the Battle Green at the position of the Minu1eMan statue. The group of
approximately 50 attendees will assemble afew minutes beforehand, and then travel easterly in the Eastbound
lanes from there 10 Cary Memorial Building. | hope that suffices-if you need more information or details for the
Selectmen's office,Jill or I am happy to provide it-I would hope we could have them join us for the Walk or
Commemoration as Hank Manz has done over the years.
Thanks for your support.
Lexington MILK Commemoration CommUN|TY Planning Committee
Sam ZaIes
6I7-828-3666
From: jiU smi|ow [mai|to:jiUsvoiceg/ahon.cnm]
Sent: Friday, ]anuary 04, 2013 0:11 PM
To: [TMartin19gao|.cnm; he|en cnhen; brenda prusak; Claudia Lach; Deborah Weiner; Sam Za|es; Larry Link;
yukahwatanabescott
Subject: FLYER TO SHARE!
PS: Attached is @ flyer Karen Watson created for the event - please print, CODV and DOSt in
places you think are iDlDOrtGDt - also - feel free to electronically DOSt tO whomever you think
should receive this.
Thanks!
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
From:]iUsnni|ow
To: ; ho|on oohon ; bnando prusok
.
� . .
ChaudioLooh � Deborah �
Sam Zoles ; Larry Link < yukohwotanobo soott
|/||/20|3
Page 2 of 2
<vukari.watanabea.g mail.com>
Sent: Friday, January 4, 2013 6:06 PM
Subject: MLK Planning Meeting 1/8/13 @noon
Hi Everyone!
My apologies, I thought I had sent this out a few days ago. Based on everyone's schedule, we
will meet from noon - 1:30 on Tuesday 1/8 at my house. Feel free to bring a sandwich - I will
have drinks and a sweet something for everyone to nosh on.
Please come to the meeting with an update on your aspect of the planning (should you have
one).
I will prepare and agenda for the meeting and send separately.
Have a wonderful weekend!
]ill
From: "CTMartinl9 aol.com" <CTMartin19 aoLcom>
To: iillsvoice yahoo.com
Sent: Friday, January 4, 2013 3:31 PM
Subject: Next meeting?
Jill,
Has a day and time been set for the next meeting of the MLK Day Program Committee?
Charlie
1/11/2013
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67-250
Selectmen's Meeting
December 17, 2012
A regular meeting of the Board of Selectmen was held on Monday, December 17, 2012, at 7:00
p.m. in the Selectmen Meeting Room of the Town Office Building. Chairman Mauger, Mr.
Kelley, Mr. Cohen; Mr. Manz; and Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease,
Executive Clerk, were present.
Selectmen Concerns and Liaison Reports
Because of the events that happened at the Sandy Hook Elementary School in Newtown,
Connecticut on Friday, December 14, the School Committee put out a statement and the
Selectmen put out the following statement:
"On behalf of the Board of Selectmen, I want to convey our shock, horror, and deep sadness over
the unspeakable tragedy in Newtown, Connecticut. We wish we could provide solace to the
parents who have lost their children and to the families who have lost their adult loved ones.
Words fail us in response to such a tragic event. We are reminded of the importance of
community in supporting each other during this difficult time."
Police Chief Corr provided some information on the safety of Lexington's school buildings.
Efforts are always being made to make the schools more secure, such as applying for grants to
make sure plans are in place that make sense, having a resource officer in the schools and
working with the state on specific kids at risk, and making changes to equipment and training.
The Town of Lexington and the schools are very safe. You cannot plan for these kinds of
indescribable events. He anticipates a continuing dialogue in the continuing effort to identify
other ways to secure town buildings.
Ms. Mauger asked that the teachers, educators and 1st responders be recognized for their heroism
and for a moment of silence for those affected by the tragedy in Newtown Connecticut.
Mr. Manz shared two items: He attended a project kickoff meeting on Commonwealth Connect,
which builds on a Boston initiative to improve ways to report problems like streetlights out or
potholes. More information will be coming. On Saturday he attended a tea burning and bonfire
which was organized by Rick Beyer, a film producer, and the Historical Society. It was a
wonderful event attended by many Lexingtonians and he hopes it will become an annual event.
Grant of Location—NStar Electric —Hartwell Avenue
Ms. Mauger opened this hearing at 7:12 p.m. The NStar Electric representative was unable to
attend due to illness. The Selectmen reviewed the petition and had no questions that needed to
be answered.
Mr. Burnell asked that cable issues be addressed, if necessary, on Hartwell Avenue. Mr. Valente
will ask Engineering to follow-up on this issue.
67-251
Selectmen's Meeting—December 17, 2012
Upon motion duly made and seconded, it was voted 5-0 to approve the petition of NStar Electric
to construct, and a location for, a line of conduits and manholes with the necessary wires and
cables therein to be located under the surface of Hartwell Avenue: southeasterly side at Pole
411/2 approximately 270 feet northeast of Westview Street install 149 feet of conduit and 1
anchor guy at pole 411/2.
The hearing was closed at 7:14 p.m.
New Liquor License—Apex Wine & Spirits LLC—46E Bedford Street
The hearing was opened at 7:14 p.m. This is a request for approval of a new all alcoholic liquor
license package store.
Ms. Scanlon, McDermott, Quilty and Miller, Licensing and Permitting Attorney, and Mr.
Ostrovsky,proposed owner/manager of a new package store at 46E Bedford Street,presented his
plans for a boutique wine and spirits store, which will focus on craft beers. He does not plan to
sell lottery tickets or tobacco products. The hours of operation will be 12:00 noon to 9:00 p.m.
Monday through Friday, Saturday 10:00 a.m. to 9:00 p.m. and Sunday 12:00 noon to 6:00 p.m.
Mr. Macey, North Emerson Road, is opposed to issuing another package store liquor license. He
feels there are enough package stores in town. Mr. Kelley let Mr. Macey know that Lexington
currently has only four open package stores, with two closing over the past year.
Upon motion duly made and seconded, it was voted 5-0 to approve the application for a new
package store liquor license and to issue an all alcoholic Package Store Liquor License to Apex
Wine and Spirits LLC, 46E Bedford Street.
The hearing was closed at 7:25 p.m.
2013 Dog License Fees and Schedule
Ms. Hooper, Town Clerk, reviewed Chapter 193 of the Acts of 2013 —An Act Further
Regulating Animal Control, which stipulates that: the license fee for a spayed or neutered dog
shall be less than the license fee for an intact dog; by vote of the Selectmen, towns may institute
a no-fee license for a dog owned by a person aged 70 years or over; and the license period for
which a municipal licensing authority prescribes the validity of a dog license, including the date
of issuance of the license through the date on which the license expires, inclusive.
Ms. Hooper requests the following:
1. License period—effective with the 2013 dog licensing, Lexington's dog license period will
run from April 1 through March 31 annually.
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Selectmen's Meeting—December 17, 2012
2. Late Period—all payments for annual licensing shall be made not later than 30 days from the
date of the license period—annual renewals due by April 30 and new dog licenses due by 30
days after notification.
3. License Fee - $20 per dog fee for in-tact dogs and $15 per dog for those that are
neutered/spayed. No reduced/discounted rate is set for dogs owned by persons 70 years of
age or older.
Notifications will be issued to all dog owners outlining the license period and fees for the annual
dog licensing to run April 1, 2013 through March 31, 2014.
Upon motion duly made and seconded, it was voted 5-0 to adopt a dog license period, effective
with the 2013 dog licensing, that will run from April 1 through March 31 annually.
Upon motion duly made and seconded, it was voted 5-0 to adopt that all payments for annual
licensing shall be made not later than 30 days from the date of the license period—annual
renewals due by April 30 and new dog licenses due by 30 days after notification.
Upon motion duly made and seconded, it was voted 5-0 to adopt a$20 per dog fee for in-tact
dogs and a$15 per dog fee for those neutered or spayed, with no reduced/discounted rate for
dogs owned by persons 70 years or older.
Townwide Facilities Master Planning Committee Report on 33 Marrett Road
The Townwide Facilities Master Planning Committee was asked to provide an interim report on
just the 33 Marrett Road facility. Mr. Kennedy, Chair, and members of the Committee were
available to answer any questions.
Mr. Buckland, from Cecil Group, who has been working with the Townwide Facilities Master
Planning Committee, gave a presentation on the Scottish Rite Assessment. The assessment
included looking at: the configuration of site and buildings (single family residence, carriage
house and manor house with addition), building conditions, site opportunities and restrictions,
potential use options and zoning constraints.
The property is 10.3 acres and the assessed value is $5,594,000. Possible uses considered
include: community/senior center,police station, fire station, event center and adult living and
care facility. Parking options were reviewed and there are options for expansion of the existing
parking. Cecil Group also showed an option to add a half-court gym. For emergency access, a
second access is recommended, which can be accomplished from the back of the manor house
down to Marrett Road. They estimated the cost of a community center by renovating the
existing building without a gym to be between $8.6 million and $9.5 million (with a gym $10.9
to $11.9 million). The cost for new construction of a community center without a gym would be
between $15.1 million and $16.2 million (with a gym $17.8 and $19.1 million). Yearly
operating and maintenance costs are estimated to be $473,000 without a gym ($557,000 with a
gym).
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Selectmen's Meeting—December 17, 2012
Findings are that: the buildings have utility but require improvements that add to total cost and
affect value; the property has value as open space but has higher value for an active facility;
secondary access can be secured to allow new municipal facilities; multiple uses of the buildings
and property are possible; and zoning does not appear to be a constraint to the options.
Mr. Burnell asked if other uses had been looked at for possible use of the property. Mr.
Buckland responded that the Committee looked at a new fire station and police station near the
headquarters home so there would be direct access to the main road. Would be a difficult
location because would have to be a multi-story building. Also looked at a non-profit taking
over the main building for an adult living facility, but it did not make sense because the facility
would need to be on one floor. Cecil Group believes a Community Center would be the best fit
for the property.
Mr. Burnell made it clear that the Committee is looking at all town property and all possible
uses. Looking at 33 Marrett Road was just the first step in the process.
Mr. Manz questioned whether 33 Marrett Road would be the best site for a Community Center.
Mr. Buckland said the task of the Committee is to determine if this property is appropriate for a
municipal facility. The Committee will be looking at other alternatives for other locations. The
33 Marrett Road property needs to be looked at more broadly, not just for municipal purposes,
but also what the value of the property is.
Mr. Burnell stated the reason the Committee looked at this property first was it came up for sale
and had to be looked at because of time constraints. This presentation provides information on
what a Community Center would look like in that space and the Town now needs to decide if
that is the direction to go.
Mr. Kanter asked whether the Senior Center programs were included in the Community Center
as presented.
Ms. Mauger clarified that the Community Center Task Force charge looked at programmatic
needs and they provided information in their report, not for specific programs, but for services
Lexington residents were interested in for Lexington and they included information on
Community Centers in other communities.
Mr. Buckland used the Community Center Task Force's information on existing Community
Centers in other communities as a basis for their the review and matched and compared them to
Senior Center programs.
Ms. Haskell, 6 Trotting Horse Drive, has been a Lexington resident for 32 years and a member of
Housing Partnership Board since its inception in 2003. The Housing Partnership Board was
charged "to promote and support affordable housing activities and to recommend appropriate
67-254
Selectmen's Meeting—December 17, 2012
actions". The policy provides that we work with others "to achieve broadly shared goals of
affordable housing in Lexington". In keeping with the charge and town standards promulgated
in other places, the Housing Partnership Board sent a letter on November 18, 2012 to the
Selectmen and other participants, including the Townwide Facilities Master Planning
Committee. She read a key paragraph in the letter: "The Partnership perceives four potential
approaches for providing significant affordable housing units at this site. These are congregate
housing in the single family residence; apartment units in a portion of the large office building;
apartment units in the carriage house; and new construction. The housing envisioned could serve
veterans, senior citizens, or persons with disabilities, or more than one of these populations. The
size of the parcel and the facilities now present are such that housing could co-exist with a
community center and retained open space. We think that housing for veterans is especially
appropriate on this site, and in Lexington given our proximity to Hanscom Air Force Base and to
the Bedford Veterans Affairs Hospital." Until now there has been little discussion about
affordable housing, only briefly in connection with the Commander's house and now Mr. Kelley
stated that the Commander's house may be excluded from the purchase. If that is the case, the
Housing Partnership Board requests that the Townwide Facilities Master Planning Committee
look at affordable housing more broadly and closely on this property.
Mr. Goell asked the Committee to look into the possible use of the Museum's auditorium.
Ms. Mauger thanked the Committee for the presentation and will look forward to hearing form
the Committee again in the future.
FY2012 Budget Presentations
Tourism/Liberty Ride
Ms. McKenna and Ms. Rickets, Tourism Committee,presented the Tourism/Liberty Ride
FY2014 Budget Requests. Level Service Requests: Liberty Ride $289,572 and Battle Green
Guides $38,050. Total FY2014 Budget Requested $327,622.
The Liberty Ride trolley contract ends on March 31, 2013. The budget was based on the current
Lexpress contract.
Regarding the Visitor Center, the Tourism Committee is interested in moving the project forward
and is asking for support for the design phase. Mr. Goddard, Facilities Director has carved out
an appropriate size design. Public meetings about scope of project will be held soon.
Board of Selectmen
Ms. Mauger, Chairman,presented the Board of Selectmen's FY2014 Budget Requests. Level
Service Requests: Selectmen's Office $196,813; Legal $410,000; Town Report$7,500; and
PEG TV $450,000. Program Improvement Request: $16,329.
67-255
Selectmen's Meeting—December 17, 2012
Shared Expenses
Mr. Addelson, Comptroller,presented the Debt Service FY2014 Budget Requests: Within-Levy
Principal $4,511,471; Within Levy Interest$718,869; Temporary Borrowing $304,483.
Ms. Casey, Human Resources Director,presented the Employee Benefits FY2014 Budget
Requests. Level Service Requests: Contributory Retirement$4,805,537; Non-Contributory
Retirement$12,907; Medicare $1,300,000; Health Insurance $20,230,289; Dental Insurance
$882,764; Life Insurance $20,400; Unemployment$200,000; Workers Compensation $600,000;
Property and Liability Insurance $726,620; and Uninsured Losses $150,000.
Use of the Battle Green—U.S. Army 3d Infantry Division "The Old Guard"Performance
Upon motion duly made and seconded, it was voted 5-0 to approve the request of the Town
Celebrations Committee to use the Battle Green on Monday, April 15, 2013, for the U.S. Army
3d Infantry Division "The Old Guard"performance.
Approve License Renewals
Upon motion duly made and seconded, it was voted 5-0 to approve the following license
renewals:
Class I Lexington Toyota, Inc., 409 Mass. Avenue
Class II A to Z Auto Wholesale, 20 Vine Street
Auto & Diesel Sales, 75 Westview Street
Autobahn East, 436 Marrett Road
Lexington Auto Group, 1095 Mass. Avenue
Lexington Auto Sales, 542 Mass. Avenue
Lexington Auto Service, Inc., 39 Bedford Street
Scott the Car Guy„ LLC, 401 Lowell Street, Suite 1
Class III John P. Carroll Company, Inc., 700 Waltham Street
Coin Aloft Lexington, 727 Marrett Road (2)
Lexington Elks, 959 Waltham Street(3)
Lexington VFW, 2 Hayes Lane (4)
Tio Juan's Margaritas Restaurant, 438 Bedford Street(1)
Waxy O'Connor's, 94 Hartwell Avenue (3)
Common Carrier Boston Tours, 56 Williams Street, Waltham (2)
Joseph's Transportation, 44 James Street(1 —Liberty Ride)
M&L Transit Systems, 60 Olympia Ave., Woburn (4 —Lexpress)
Common Victualler Alexander's Pizza, 180 Bedford Street
Aloft Lexington, 727 Marrett Road—A
Bertucci's Brick Oven Ristorante, 1777 Mass. Avenue
Bollywood Cafe, 135 Mass. Avenue
67-256
Selectmen's Meeting—December 17, 2012
Common Victualler Bruegger's Bagel Bakery, 413 Waltham Street
(concluded) Dabin Restaurant, 10-12 Muzzey Street
Daikanyama Japanese Cuisine, 43 Waltham Street
Dunkin Donuts, 317 Woburn Street
Dunkin Donuts, 141 Mass. Avenue
Dunkin Donuts, 373 Waltham Street
Dunkin Donuts, 10 Woburn Street
Element Lexington, 727 Marrett Road
Fruitee Yogurt, 1707 Mass. Avenue
Ixtapa Cantina Mexican Restaurant, 177 Mass. Avenue
Khushboo, 1709 Mass. Avenue
Knights of Columbus, 177 Bedford Street
Lemon Grass Restaurant, 1710 Mass. Avenue
Lexington Elks, 959 Waltham Street
Lexington Golf Club, 55 Hill Street
Lexington House of Pizza, 399 Lowell Street
Lexx Restaurant, 1666 Mass. Avenue
Mario's Italian Restaurant, 1733 Mass. Avenue
McDonald's, 690 Marrett Way
Minuteman Regional Tech. School, 758 Marrett Road
Nick's Place, 197 Mass. Avenue
Nourish eat well live well, 1727 Mass. Avenue
Orange Leaf, 1726 Mass. Avenue
Panera Bread, 1684 Mass. Avenue
Peet's Coffee & Tea, 1749 Mass. Avenue
Pine Meadows Golf Club, 255 Cedar Street
Prime Roast Beef& Seafood, 321 Marrett Road
Qdoba Mexican Grill, 46 Bedford Street
Quality Inn & Suites, 440 Bedford Street
Rancatore Ice Cream, 1752 Mass. Avenue
Ride Studio Cafe, 1720 Mass. Avenue
Royal India Bistro, 7 Meriam Street
Ruyi Restaurant, 27 Waltham Street
Starbucks Coffee, 60 Bedford Street
Starbucks Coffee, 1729 Mass. Avenue
Taipei Gourmet, 211 Mass. Avenue
Tio Juan's Margaritas Restaurant, 438 Bedford Street
Via Lago, 1845 Mass. Avenue
Waxy O'Connor's, 94 Hartwell Avenue
Yangtze River Restaurant, 21-25 Depot Square
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Selectmen's Meeting—December 17, 2012
Entertainment Aloft Lexington,727 Marrett Road—A
Element Lexington—727 Marrett Road—B
Lexx Restaurant, 1666 Mass. Avenue
Nourish eat well live well, 171 Mass. Avenue
Prime Roast Beef& Seafood, 321 Marrett Road
Ride Studio Cafe, 1720 Mass. Avenue
Ruyi Restaurant, 27 Waltham Street
Starbucks Coffe, 60 Bedford Street
Tio Juan's Margaritas Restaurant, 438 Bedford Street
Waxy O'Connor's, 94 Hartwell Avenue
Lodging/Innkeeper Aloft Lexington, 727 Marrett Road—A
Element Lexington, 727 Marrett Road—B
Quality Inn & Suites, 440 Bedford Street
Wild Acre Inn, 50 Percy Road
Appointments/Resignations
300'h Anniversary Celebration Committee
Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Benjamin
Soule from the 300'h Anniversary Celebration Committee, effective immediately.
Upon motion duly made and seconded, it was voted 5-0 to appoint Cheryl Meadow to the 300t'
Anniversary Celebration Committee.
Communications Advisory Committee
Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of John Rudy
from the Communications Advisory Committee, effective immediately.
Housing Partnership Board
Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Arthur Katz
from the Housing Partnership Board, effective immediately.
Upon motion duly made and seconded, it was voted 5-0 to appoint Robert Pressman to the
Housing Partnership Board to fill the unexpired term of Arthur Katz until September 30, 2013.
Tax Deferral and Exemption Study Committee
Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Annie
McQuilken from the Tax Deferral and Exemption Study Committee, effective immediately.
Upon motion duly made and seconded, it was voted 5-0 to appoint Alan Seferian to the Tax
Deferral and Exemption Study Committee.
67-258
Selectmen's Meeting—December 17, 2012
Town Celebrations Committee
Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Jim Shaw
from the Town Celebrations Committee, effective immediately.
Transportation Advisory Committee
Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Larry Link
from the Transportation Advisory Committee, effective immediately.
Upon motion duly made and seconded, it was voted 5-0 to appoint Larry Link as an Honorary
Member of the Transportation Advisory Committee.
Upon motion duly made and seconded, it was voted 5-0 to appoint Michael Boudett to the
Transportation Advisory Committee to fill the unexpired term of Larry Link until September 30,
2015.
Consent
Water and Sewer Commitments and Adjustments
Upon motion duly made and seconded, it was voted 5-0 to approve the following commitment of
water and sewer charges:
Commitment of Water/Sewer charges Section 3 $4,362,389.46
One-Day Liquor License—BBQ Festival
Upon motion duly made and seconded, it was voted 5-0 to approve a two-day liquor license for
the Lexington Battle Green BBQ Festival to serve beer and cider outside on May 18, 2013 from
11:00 a.m. to 7:00 p.m. and on May 19, 2013 from 12:00 noon to 5:00 p.m. at 1557
Massachusetts Avenue.
Co-Sponsor Community Conservation on Climate Change
Upon motion duly made and seconded, it was voted 5-0 to approve co-sponsoring a community
conversation on climate change hosted by the League of Women Voters.
Proclamation
Upon motion duly made and seconded, it was voted 5-0 to sign a proclamation for Ken
Kreutziger for his years of service on the Housing Partnership Board.
Minutes
Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of November 19,
2012, November 20, 2012, November 26, 2012, December 3, 2012, December 4, 2012,
December 6, 2012 and December 7, 2012.
67-259
Selectmen's Meeting—December 17, 2012
Executive Session Minutes
Upon motion duly made and seconded, it was voted 5-0 to approve the executive session minutes
of November 20, 2012 and December 3, 2012.
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 at 33 Marrett Road. 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 5-0 by roll call to go into executive session
to discuss strategy with respect to non-union wage negotiations, and to discuss collective
bargaining strategy related to the AFSCME Building Maintenance Custodians and AFSCME
Public Safety Dispatchers. Further, the Chairman declared that an open meeting may have a
detrimental effect on the bargaining position of the Town.
Documents Presented
1. 33 Marrett Road Drawings Showing Options for Administration and Training Center
prepared by HMFH Architects Inc., dated December 7, 2012.
2. Tourism Liberty Ride Requested Budget for FY2014.
3. Board of Selectmen Requested Budget for FY2014.
4. Shared Expenses Requested Budget for FY2014.
Upon motion duly made and seconded, it was voted to adjourn at 10:35 p.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
67-260
Summit Meeting 3
Board of Selectmen, School Committee, Appropriation Committee
and Capital Expenditures Committee
December 19, 2012
A Summit was held on Wednesday, November 19, 2012, at 7:00 p.m. in the Public Services
Building Cafeteria, 201 Bedford Street. Ms. Mauger, Chairman, Mr. Kelley, Mr. Cohen, Mr.
Manz and Mr. Burnell; Mr. Valente, Town Manager; Mr. Addelson, Assistant Town Manager for
Finance, Mr. Kalivas, Budget Officer and Ms. Pease, Executive Clerk, were present.
Also Present: School Committee (SC) members: Ms. Coppe, Chair; Ms. Steigerwald and Ms.
Stewart; Dr. Ash, Superintendent and Ms. Dunn, Assistant Superintendent for Finance and
Business; all members of the Appropriation Committee (AC) with the exception of Mr.
Michelson; all members of the Capital Expenditures Committee (CEC)with the exception of Mr.
Hurley.
Establish Date for Budget Collaboration-Summit 4
The next meeting will be scheduled for Wednesday, January 16, 2013, at 7:00 p.m.
Revised FY2014 Revenue Projections
Mr. Addelson reviewed the revised FY2014 revenue projections that were revised since the
Summit 2 meeting:
Property Tax Levy $140,804,184
State Aid $9,410,134
Local Receipts $10,525,979
Available Funds $11,876,931
Revenue Offsets $(1,953,571)
Enterprise Receipts $1,512,892
Gross General Fund Revenues $172,176,369
Less Revenues Set-Aside for Designated Purposes $10,467,250
Net General Fund Revenues $161,709,118
The only change since the Summit 2 meeting was an increase in the Property Tax Levy of
$757,972 (3.98 percent).
Proposed FY 2014 Revenue Allocation Model
Mr. Valente reviewed the FY2014 revenue allocation model. The projected Incremental
Revenue for FY2014 is $7,327,191.
67-261
Summit 3 —December 19, 2012
Policy and administrative objectives include: maintain flexibility in light of Federal/State budget
uncertainties;provide for policy direction from Selectmen and Summits; manage debt service by
providing for future debt service capacity; continue tax relief for Bridge/Bowman/Estabrook
excluded debt service; considering purchase of 33 Marrett Road and options for potential capital
and operating costs; provide for measured growth in operating budget balanced against capital
needs and unfunded liabilities.
Mr. Addelson presented details on the proposed FY2014 Revenue Allocation. The Unallocated
Revenue is projected to be $954,128 for Schools and $1,638,282 for Municipal. It is proposed
that$1,325,202 ($954,128 from Schools and $371,074 from Municipal) be a used for shared
cash capital financing of FY2014 capital project requests to mitigate future years' debt service
and $1,267,208 from Municipal be used as set-aside funds for the Marrett Road property land
acquisition, building improvements and/or program operating costs.
Asked about OPEB funding, which is a policy issue, a majority of the Selectmen feel it is an
important issue that should move forward with additional information and explanation. The
OPEB Working Group will reconvene in January and discuss how to approach. It is too
important to drop even given the will of Town Meeting.
Asked whether the Town has been able to catch up on maintenance of roads, Mr. Valente is
basing his budget recommendations on the Pavement Report that suggested making
improvements over 10 year period, in a financially feasible way and recognizing the limited staff
time. The Selectmen also want an additional issue addressed which is the disruption to citizens.
Mr. Valente presented a table showing Projected Revenue differences between FY2013
Appropriated and FY2014 Proposed. He highlighted Contributory Retirement which shows a
decrease because of the $1 million appropriation in FY2013 to help moderate the increase in
assessment for future years and Debt Service had an additional $400,000 appropriated in FY2013
to offset excluded debt.
Mr. Valente reviewed policy issues for consideration:
1. Free Cash Set-Asides
a. Potential Federal Budget Reductions $ 750,000
b. OPEB $ 775,000
c. Cash Capital $2,000,000
d. Additional Cash Capital/Manage Debt Service $1,325,202
e. Unallocated Revenue $2,474,222
2. Set-Aside for 33 Marrett Road(Shared Expenses) for $ 364,040
Building and Grounds
3. Set-Aside for 33 Marrett Road (Municipal Allocation) $1,267,208
for Acquisition, Building Improvements, Program Costs
4. Continue Tax Relief for Excluded Debt Service $1,600,000 (FY2014)
$ 950,000 (FY2015)
67-262
Summit 3 —December 19, 2012
He is comfortable with the proposed $750,000 set-aside for potential federal budget reductions.
The $1,325,202 additional cash capital to manage debt service is new and will provide flexibility
if the Lexington High School Project is to be done in the fall of 2013.
Ms. Stiegerwald talked about the need to rethink transportation for school kids and whose
obligated to provide and pay for services. Transportation should be thought about as a townwide
issue.
Mr. Burnell discussed OPEB and the need to set aside money to address the unfunded liability,
which is roughly $165,000,000 and increases each year approximately $2 to $2.5 million. There
needs to be a discussion on whether or not it is ethically appropriate for us to keep adding to that
unfunded liability or whether the Town has an obligation to fund at least the current amount of
money committed to.
Mr. Cohen asked whether the State study on OPEB had been finished yet. He feels it is
important to continue to put money aside for this unfunded liability. Mr. Valente said it was due
out in a week to 10 days.
Ms. McKenna asked for information on the hotel/motel tax. Mr. Addelson will get the specific
information she requested to her.
Mr. Bartenstein asked about using excluded debt versus tax levy debt. Mr. Valente wanted to
provide options to try to stay away from debt exclusions, but it is a policy issue that needs to be
discussed. The Selectmen have had some discussions and need additional discussions on such a
policy.
Mr. Kelley appreciates what new growth contributes and would like to encourage and seek
additional opportunities for the commercial tax base to grow sooner rather than later to provide
the additional tax base for tax levy projects.
Mr. Lamb is concerned about how the Community Preservation Projects have been higher than
the $1 million threshold and feels there needs to be a policy on when items should go out as for a
citizen vote.
Mr. Kanter feels strongly that there is a point where projects go beyond Town Meeting and there
needs to be a policy that substantial projects need citzen support and a vote.
Upon motion duly made and seconded, it was voted to adjourn at 8:15 p.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
ES7-93
EXECUTIVE SESSION
December 17, 2012
PRESENT: Chairman Mauger, Mr. Kelley, Mr. Cohen, Mr. Manz; and Mr. Burnell; Mr.
Valente, Town Manager, Mr. Addelson, Comptroller; and Ms. Pease, Executive Clerk.
Also Present: Appropriation Committee (AC): Mr. Parker, Mr. Bartenstein, Ms. Garberg, and
Mr. Levine; Capital Expenditures Committee (CEC): Mr. Kanter, Mr. Lamb and Ms. Masterson;
Community Preservation Committee (CPC): Ms. Manz and Ms. Krieger;
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 at 33 Marrett Road. Further,
the Chairman declared that an open meeting may have a detrimental effect on the negotiating
position of the Town.
33 Marrett Road
Mr. Valente updated the Selectmen, Finance Committees and CPC on the 33 Marrett Road
property. The Scottish Rite wants to work with the Town on purchasing the property, but they
have talked about including a condition in the deal excluding affordable housing being built on
the property, they also want to keep a portion of the pine tree grove and the Commander House.
The group discussed if the Town should move forward with the purchase and if they do how to
sell it to Town Meeting and the community. The Town received one appraisal and is waiting for
the second one. This group will discuss again when both appraisals are available.
The group discussed how much could be financed using CPC funds and how much the Town
could borrow.
There was concern about whether there is room for enough parking spaces.
Need to keep in mind the cost of Cary Memorial Building renovations and whether that work
needs to be done now or can be deferred. The Selectmen are not approving any renovations at
the current Senior Center and they have not discussed moving forward with Cary renovations.
If brought before Town Meeting should include acquisition costs and construction costs, which
means the use and the programs would need to be decided. Other considerations are to purchase
the land and discuss the building needs later, including adding a gym. Also look at private
funding options.
Members of the CEC suggested that any requests for funds over $10 million needs to have
community support by a vote.
Members of the Appropriation Committee, Capital Expenditures Committee and Community
Preservation Committee adjourned and left the meeting.
ES7-94
Executive Session—December 17, 2012
Negotiations Update
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 non-union wage negotiations, and to discuss collective
bargaining strategy related to the AFSCME Building Maintenance Custodians and AFSCME
Public Safety Dispatchers. Further, the Chairman declared that an open meeting may have a
detrimental effect on the bargaining position of the Town.
FY2013 Wage Adjustments for Non-Union Employees. The Town Manager recommends a 2%
increase for FY2013 for Non-Represented Employees Base Wage. If the Board supports a
formal vote will be taken at the next regular meeting of the Selectmen. All the Selectmen
support this recommendation.
Building Maintenance Custodians. The Town Manager provided comparable community wage
information for Building Maintenance Custodians. Mr. Valente would like to negotiate flex
positions to cut down on overtime costs by negotiating a differential payment. The Selectmen
support this request and ask the Town Manager to return with what differential to consider.
Dispatchers. The Town Manager wants to negotiate reduced vacation (from 7 to 5 day week)
and increase the base salary so that there will be two dispatchers on duty at all times. Salary base
needs to be competitive to be able to recruit good candidates. The Selectmen all support the
recommendation. The Town Manager will come back to the Selectmen with a greater than 2%
increase and quantitative information.
Documents Presented
1. Building Maintenance Working Foreman Total Compensation in Lexington and
Comparable Communities, FY12, December 17, 2012
2. Custodial Total Compensation in Lexington and Comparable Communities, FY12,
December 17, 2012
3. Public Safety Dispatchers —FY12 Total Compensation Analysis with Comparable
Communities, December 17, 2012
Upon motion duly made and seconded, it was voted to return to open session at 10:35 p.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
ES7-95
EXECUTIVE SESSION
January 7, 2013
PRESENT: Chairman Mauger, Mr. Kelley, Mr. Cohen, Mr. Manz; and Mr. Burnell; Mr.
Valente, Town Manager, Ms. Casey, Human Resources Director; Ms. Stevens, Management
Intern; and Ms. Pease, Executive Clerk.
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 strategy related to the AFSCME DPW
Union and Library Union. Further, the Chairman declared that an open meeting discussion may
have a detrimental effect on the bargaining position of the Town.
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 at 33 Marrett Road. Further,
the Chairman declared that an open meeting may have a detrimental effect on the negotiating
position of the Town.
Collective Bargaining
Mr. Valente reviewed the Total Compensation for comparable communities for Library
Technicians, Librarians and Librarian Department Heads positions in anticipation of negotiations
with the Library Union. Two language issues will be looking for: use of volunteers and a
change to how vacation is granted.
Mr. Valente reviewed the Total Compensation for comparable communities for W4BH and W10
DPW positions in anticipation of negotiating with the AFSCME DPW Union. There are no
substantive language issues that need to be bargained.
Mr. Kelley asked for information on the average overtime for Lexington employees, which the
Human Resources staff will prepare.
Ms. Casey and Ms. Stevens left the meeting.
33 Marrett Road
Mr. Valente, Mr. Kelley and Mr. Cohen met with Mr. Pace, Anderson & Krieger, to start the
process of getting an offer together, which needs to be completed in the next 15 days. A
majority of the Selectmen think $8 million is right price, but the appraisals need to be reviewed.
Mr. Valente will try to arrange a meeting with both appraisers who submitted appraisals on the
property this week and the Selectmen will discuss the offer again at their January 14 meeting.
Upon motion duly made and seconded, it was voted 5-0 by roll call to return to open session,
only to adjourn.
A true record; Attest:
Lynne A. Pease
Executive Clerk
AGENDA ITEM SUMMARY
LEXINGTON BOAR11) OF SELECTMEN MEETING
DATE: PRESENTER ITEM NUMBER:
January 14, 2013 Carl Valente Executive Session
Denise Casey, Michelle Stevens
SUBJECT: 1-`,x empty ons 3 and 6
Suggested motions for Executive: Session:
Exeinjriion 6: IMove that the Board go into Executive Session to consicler the,porch ase,
exc-hange, lease or valive, of'realprol)erty at 33 jIllarretl Roael. Furthei-, that (is Chairnian, I
cleclOre 1hattin olmn ineeting inay have a detrimen(alqf,ft,,ct on the neg(.-Wating.position.qf the
Towa
Exempion 3.- 1 Move to go into Executive,5ession, to discusssirategy will? reslyect to collective
barg'aining strategy relaled to the Police Sujmrior Qjlkers Union, Further, that as Chairman I
declare that an open ineeting discussion may have a cletriineival e cc:/ on the bargaining
position,oj'lhe Imim,
The Board ofSeleelmen will reconvene in OpenSession only to a4journ.
EXECUTIVE SUMMARY.
Upd,ate on 33 Marrett Road appraisals/negotiating posit iorl.
Update on comparable salary comparison analysis/status of'Police Superior Officers Union
negotiations.
FINANCIAL IMPACT.,
NA
RECOMMENDATION /SUGGESTED MOTION:
STAFFFOLLOW-UP;
TMO
Prepared by efy
SELECTMEN'S MEETING
Monday, January 14, 2013
Selectmen Meeting Room
7:00 p.m.
AGENDA
7:00 p.m. PUBLIC COMMENT (10 min.)
7:10 p.m. SELECTMEN CONCERNS AND LIAISON REPORTS (5 min.)
7:15 p.m. TOWN MANAGER REPORT (5 min.)
7:20 p.m. ITEMS FOR INDIVIDUAL CONSIDERATION
1. West Lexington Greenway Report(5 min.)
2. Cary Memorial Building Planning Committee Presentation (25 min.)
3. Preliminary FY2014 Budget Presentation (30 min.)
4. Draft Warrant for 2013 Annual Town Meeting (10 min.)
5. Review Financing Plan for Wright Farm Purchase (5 min.)
6. Appointment—Historic Districts Commission Associate (5 min.)
8:40 p.m. CONSENT AGENDA (5 min.)
1. One-Day Liquor License—Historical Society
2. One-Day Liquor License—Lexington Symphony
3. Approve Martin Luther King March and Use of Battle Green
4. Minutes
5. Executive Session Minutes
8:45 p.m. EXECUTIVE SESSION (30 min.)
1. Exemption 6 - Executive Session to discuss possible real estate purchase at
33 Marrett Road
2. Exemption 3 -Police Superior's Union Bargaining Strategy
9:15 p.m. ADJOURN
The next meeting of the Board of Selectmen is scheduled for Monday, January 28, 2013 at 7:00
p.m. in the Selectmen Meeting Room, Town Office Building, 1625 Massachusetts Avenue.
A Budget Collaboration/Summit meeting is scheduled for Wednesday, January 16, 2013, at 7:00
p.m. in the Public Services Building, 201 Bedford Street.
Hearing Assistance Devices Available on Request
All agenda times and the order of items are approximate and subject to change. Y „',�"
ff er r6ea1 by E.eaMedia
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 1/14/13 STAFF: Lynne Pease ITEM NUMBER: 1.1
SUBJECT:
West Lexington Greenway Report
EXECUTIVE SUMMARY:
Keith Ohmart will be at your meeting to present the completed West Lexington Greenway
Master Plan. See attached information
FINANCIAL IMPACT:
RECOMMENDATION/ SUGGESTED MOTION:
STAFF FOLLOW-UP:
Selectmen's Office
Report to the Board of Selectmen
West Lexington Greenway Master Plan
December 2012
On behalf of the original members of the West Lexington Greenway Task Force
and the current membership of the Greenways Corridor Committee, we are pleased to
present the Board of Selectmen on behalf of the Town with this report summarizing the
completed West Lexington Greenway Master Plan as prepared by Vanasse Hangen
Brustlin, Inc. (VHB).
The West Lexington Greenway is the five-mile swath of primarily open space on
the west side of Interstate 95/Route 128, and represents the largest assemblage of open
space in Lexington. Ownership of the various parcels includes several Town properties
most of which is in Conservation, as well as the City of Cambridge, NSTAR, the Boston
Sports Club and individual property owners. Over the NSTAR parcels there are
transportation easements.
The work to develop this master plan began in the fall of 2006 with the formation
of the ad hoc West Lexington Greenway Task Force representing interests on the part of
the Lexington Conservation Stewards and the Bicycle Advisory Committee, which put
together a proposal for funding utilizing Community Preservation Act funds. The
proposal was approved by Town Meeting in the spring of 2007 and the firm of Vanasse
Hangen & Brustlin, Inc. was hired to undertake the master planning process in the fall of
2007, with the project being managed jointly for the Town by Karen Mullins and Karen
Simmons. After steady progress in the first year of the project, momentum was lost due
in part to staffing problems at VHB, with the project successfully completed with final
deliverables received in October 2012.
Summary of Goals and Objectives of the planning process:
• Layout and design the Minuteman Connector, a proposed bicycle/pedestrian path
connecting the Minuteman Commuter Bikeway and the Battle Road Trail in the
Minuteman National Historical Park,
• Improve access and connections to all Town Conservation Areas located west of
Route 128,
• Improve the existing network of trails within the Greenway project area,
• Use the Greenway as a means to preserve the existing historical, cultural and
ecological resources, and as an educational tool to interpret these resources.
• Complete the 25% Design Phase of the proposed Minuteman Connector route
linking the Minuteman Commuter Bikeway with the Battle Road Trail in the
Minuteman National Historical Park.
Summary of Site Inventory Findings from the Master Plan document:
An extensive inventory database for the study area was compiled by the
consultant and distilled into a collection of maps supported by a written summary
covering the following topics:
• Land Use and Zoning
• Open Space Preservation
• Parcel Ownership including Existing License Agreements
• Circulation Characteristics including Street Crossings, Public Transportation,
Existing Trails, Wetland Crossings, Connectivity to Adjacent Open Space
Resources within Lexington and Neighboring Communities, Access Points and
Parking
• Natural Resource Inventory including Wetlands, Plant Communities, Invasive
Plant Species, Areas of Ecological Significance, and Wildlife Inventory
• Inventory of Significant Historical, Geological and Archeological Features
Summary of Recommendations from the Master Plan document:
• Proposed Trail Alignments:
- Central Section/Minuteman Connector—Develop a trail south from the
Minuteman Commuter Bikeway through the Tophet Swamp, Katandin
Woods and NSTAR properties to Wood Street, cross Wood Street and
subject to successful negotiations between the town and private property
owner(s), continue the trail south of Wood Street to the Battle Road Trail
in the Minuteman National Historical Park; or alternatively, continue
along Wood Street to the Minuteman National Historical Park entrance in
the absence of private property owner agreement(s).
- Northern Section—Work with Town planning for Hartwell Avenue
improvements to develop a trail connection north of the Minuteman
Commuter Bikeway, cross Bedford Street, and utilize town land along the
power line corridor to reach Grove Street, cross Grove Street and utilize
existing trails in the Paint Mine Conservation property to reach Turning
Mill Road, cross Turning Mill Road and connect to existing trails in the
Landlocked Forest parcel in the Town of Burlington.
- Southern Section—Cross Massachusetts Avenue south of the Minuteman
National Historical Park and connect to trails in the Cranberry Hill
Conservation property and Cambridge Water Department property to
reach Lincoln Street.
- Develop ancillary trail connections leading off of the main north/south
trail throughout project area to provide additional access points and
connections to adjacent and nearby open space parcels within Lexington
and neighboring communities.
• Street Crossings —Suggestions were made for the following street crossings:
- Wood Street—install user-activated signalize crossing
- Bedford Street—enhanced signalized crossing
- Grove Street—improved crosswalk markings with pedestrian crossing
signage
• Design Guidelines —Trail Types: A range of trail surface types were suggested
specific to various locations ranging from highly developed twelve-foot wide
paved trails to natural surface recreational trails.
• 25% Design Phase completed for the portion of the proposed Minuteman
Connector from the Minuteman Commuter Bikeway to Wood Street only, due to
the inability of the Town to reach an agreement with the private property owner of
the parcel south of Wood Street extending to the Minuteman National Historical
Park.
It has been suggested by the Town Manager that a copy of the mapping data from this
Master Plan and 25% Design Phase documents be filed with the Department of Public
Works for incorporation with Town GIS information, in addition to copies retained by
Conservation and Recreation.
The Greenways Corridor Committee wishes to thank the Town for funding this
Master Plan document and proposes returning to the Board of Selectmen at a future point
in time with a prioritized list of recommendations for implementing various elements of
this Master Plan. The Greenways Corridor Committee remains dedicated to the task of
identifying,planning and recommending the implementation of non-vehicular access
corridors for the public where appropriate to Lexington's open space assets.
Keith Ohmart
Chair, Greenways Corridor Committee
cc: Community Preservation Committee
Capital Expenditures Committee
Conservation Division
Conservation Commission
Recreation Department
Recreation Committee
Planning Board
Bicycle Advisory Committee
Department of Public Works
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AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 1/14/13 STAFF: Lynne Pease ITEM NUMBER: L2
SUBJECT:
Cary Memorial Building Planning Committee Presentation
EXECUTIVE SUMMARY:
Fred Johnson, Chair of the Cary Memorial Building Planning Committee, will introduce Don
Mills from Mills Whitaker Architects, LLC, who will make a presentation on the Cary Memorial
Building Renovations recommendations. Pat Goddard and other members of the Committee will
also be in attendance. See attached report. Also attached is a copy of the Cary Memorial
Building Planning Committee charge.
FINANCIAL IMPACT:
RECOMMENDATION/ SUGGESTED MOTION:
STAFF FOLLOW-UP:
Selectmen's Office
Ad hoc Cary Memorial Building Program Committee
Members: 5 Members
Appointed by: Board of Selectmen
Length of Term: Preliminary report to Board of Selectmen by October 15,2012
Final Report by December 1,2012
Meeting Times: One meeting per month(day to be determined)
Staff: Facilities Department
Description: To evaluate the recommendations of the Cary Memorial Building Evaluation,completed June 1,
2011,and make a recommendation to the Board of Selectmen on the appropriate scope of work.
The work of the Cary Memorial Building Upgrade Committee will include,but not be limited to:
1. Review the completed study for the Cary Memorial Building.
2. Seek public input into the benefit of recommended tasks from the Mills Whitaker report.
3. Work with designer to enhance the schematic design and update the costs associated with the revised
prioritized scope.
4. Develop a preliminary report for review with the BOS.
5. Make a Final Report that recommends a scope of work and budget for the FY 2014 budget process.
6. Utilize the Designer Selection Process,M.G.L Ch.7,to select a designer experienced in renovation of
historic buildings.
Criteria for Membership: To the extent feasible,the Committee shall consist of representatives from the
following:
• Cary Lecture Series Member
• Center Committee Member
• Historical Commission Member
• School Committee Member or designee
• Selectmen or designee
Prior to serving as a member of this Committee,appointees are required to:
1. Acknowledge receipt of the Summary of the Conflict of Interest Statute. Further,to continue to serve on
the Committee the member must acknowledge annually receipt of the Summary of the Conflict of Interest
Statute. Said summary will be provided by and acknowledged to the Town Clerk.
2. Provide evidence to the Town Clerk that the appointee has completed the on-line training requirement
required by the Conflict of Interest statute. Further,to continue to serve on the Committee,the member
must acknowledge every two years completion of the on-line training requirement.
Ex Officio/Liaisons:
• One member of the Capital Expenditure Committee
• One member of the Permanent Building Committee
• One member of the Appropriation Committee
• One representative from Communications Advisory Committee
• One Town staff person,designated by the Town Manager
Ref: Charge adopted by the Board of Selectmen on May 21,2012.
Board of Selectmen voted to designate as Special Municipal Employees on June 4,2012.
Contract No. 13-06: FINAL REPORT (For Review & Comment)
Isaac Harris Cary Memorial Building Renovation
1605 Massachusetts Avenue
Lexington, Massachusetts
M
n„
T„
Mills Whitaker Architects LLC
PO Box 750089
Arlington MA 02474
9 January 2013
CARY MEMORIAL BUILDING RENOVATION
Review Copy of Final Report/9 January 2013
TABLE OF CONTENTS
1 EXECUTIVE SUMMARY
1 INTRODUCTION
1 Cary Memorial Building
1 Committee Charge
1 Committee Members & Participants
2 Schedule
2 RENOVATION STUDY PROCESS
2 Evaluate Recommendations of Prior Study
3 Further Review of Selected Project Components
3 Reviewed Current& Future Uses of the Building
4 Prepared Acoustical Model of Battin Hall
4 Prepared Programmatic Requirements for Audiovisual Improvements
4 Modifications of Proposed Plans
5 Prepared Animations & Illustrations of Battin Hall
6 Proposed Plans, Outline Specifications & Project Budget
7 RECOMMENDATIONS
APPENDICES
A: Drawings— Existing& Proposed
B: Scope Prioritization Survey
C: Consultant Documentation
D: Recommended Improvements
E: Preliminary Budget Estimate
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Table of Contents
EXECUTIVE SUMMARY
The Ad hoc Cary Memorial Building Program Committee (AhCMBPC), established by the Board of
Selectmen in May 2012, was charged with reviewing the June 2011 CMB Evaluation Report to
determine appropriate improvements for public benefit and to make recommendations to the
Board of Selectmen. The Committee selected a Designer and commenced work in July 2012,
meeting on a monthly basis through January 2013. The Committee recommends an integrated
approach to improvements that will address upgrades to life safety (including accessibility),
building systems and facility usability. The project cost of this integrated approach, assuming
timely continuation of the outlined process, is approximately$8.5 million.
INTRODUCTION
Cary Memorial Building
The Isaac Harris Cary Memorial Building was constructed in 1927-1928 as a memorial gift from his
daughters, Eliza Cary Farnham and Susanna E. Cary. The intended use of the facility, as outlined in
the daughters' wills, was to promote the Town's educational and community life. The building has
served the citizens of Lexington continuously since its dedication, hosting events such as public
meetings, exhibits, performances and numerous other activities that meet the original intentions of
the memorial gift. The history of the building has been documented in various sources and was
summarized in the prior study's report.
Committee Charge
An evaluation of the Cary Memorial Building was performed in 2010-2011 to assess its current
conditions and recommend appropriate improvements for its continued service to the Town. A
report by Mills Whitaker Architects, the selected Designer that worked on the building evaluation,
was published in June 2011. The report described the building's interior and exterior conditions
and recommended work that included upgrading aging systems, making code improvements and
enhancing the functionality of the facility. The study was well received and this subsequent study
was commissioned by the Board of Selectmen in order to review the public merits of the proposed
work scope. Adopted on May 21, 2012, the Ad hoc Cary Memorial Building Program Committee's
charge was as follows:
"To evaluate the recommendations of the Cary Memorial Building Evaluation,
completed June 1, 2011, and make recommendation to the Board of Selectmen
on the appropriate scope of work."
The scope of the Committee's work included reviewing the prior study report, seeking public input
into the recommended prioritized scope, enhancing the schematic design and updating the costs.
Committee Members& Participants
The Committee was established with five members representing the following groups:
• Center Committee Member: Fred Johnson, Chair
• Cary Lecture Series Member: Nancy Shepard, Vice Chair
• Historical Commission Member: Wendell C. Kalsow
• School Committee Member: Bonnie E. Brodner
• Selectmen: Hank Manz
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Pagel
In addition to the five members,the following liaisons and staff members also participated:
• Capital Expenditure Committee: William Hurley
• Permanent Building Committee: Gary Lerner
• Appropriations Committee: Richard L. Neumeier
• Communications Advisory Committee: Linda Roemer
• Director of Public Facilities: Patrick Goddard
• Town Manager's Office: Michelle Stevens
Mills Whitaker Architects LLC was selected as the Designer for the renovation study through the
M.G.L. Chapter 7 process and assembled the following team:
Mills Whitaker Architects LLC: Donald W. Mills, RA, LEED AP
Structures North Consulting Engineers: John Wathne, PE (Structural)
Forte Engineering: Steve Forte, PE (Mechanical)
The Green Engineer: Chris Schaffner, PE, LEED AP (Energy Advisor)
Johnson Engineering& Design: Eric Johnson, PE (Electrical)
Available Light: Derek Barnwell, Lighting Designer
Acentech: Ben Markam, Project Manager (Acoustics&AV)
B. N. Productions: Anna Barbieri,Theatrical Systems Consultant
Born Illustration: Michael Born (Renderings &Animations)
Daedalus Projects: Delwyn Williamson, Cost Estimating Consultant
Schedule
The Committee assembled for their first meeting on July 18, 2012, and then met at least monthly
up through January 7, 2013, for a total of eight meetings. The Committee's meetings were public
and interested parties from the Town, such as Town Meeting Members and others, frequently
attended and participated in the discussions. In addition to the regular monthly meetings of the
full Committee, other meetings were held with the Architect and Consultants to develop program
criteria and prepare pertinent information. These other meetings included a programming review
and facility tour, with interested parties, to prepare a range of potential audiovisual improvement
recommendations. Also, review of an "auralization" of Battin Hall, a computer simulation of
acoustical improvements, was held at Acentech's offices in Cambridge for all who could attend. In
early December 2012, the Committee Chair presented renovation recommendations in a report to
the Community Preservation Committee. Upon completion of the Renovation Study, a public
presentation was made to the Board of Selectmen on January 14, 2013.
RENOVATION STUDY PROCESS
Evaluate Recommendations of Prior Study
The Renovation Study commenced with a review and evaluation of the prior Cary Memorial
Building Evaluation Study. The work scope and recommended improvements from the June 2011
study were reviewed in detail by the Committee, initially as a group and subsequently by each
member and liaison on an individual basis, culminating in a survey ranking each item on a scale of 1
(no benefit)to 10 (substantial benefit)to prioritize the public benefit of each work scope item. The
survey indicated that, with few exceptions, the prior study recommended work that was beneficial
to the public in terms of the type and scope of improvements. The improvements, a total of 102
items, received an average ranking of 7.1 by the group. Only 3 of the 102 items ranked below a 5.0
while a strong majority(61) ranked higher than 7.5. The survey helped clarify the value of the prior
study and establish the basis upon which to further define the schematic scope of improvements.
A summary of the survey analysis and prioritization rankings is included in Appendix B of this report.
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Page 2
The Committee's detailed review of the prior study's recommendations resulted in the exclusion of
six items from the scope of work (see Appendix B) and helped to establish a more simplified
approach to defining the categories of improvements that are needed. In the prior study, the
recommendations were organized, in response to a review of existing conditions, into the following
categories of work:
• Accessibility Improvements
• Auditorium & Support Spaces
• Miscellaneous Improvements
• Exterior Structural Repairs
• Interior Structural Repairs
• Structural Modifications
• Mechanical—Fire Protection System Improvements
• Mechanical—Plumbing System Improvements
• Mechanical—HVAC System Improvements
• Electrical Improvements
• Acoustical Improvements
• Repairs and Improvements to Stage Rigging
While this detailed approach was useful for the Building Evaluation study process, the schematic
work scope for the Renovation Study was organized into three integrated categories:
• Life Safety Improvements: code issues, accessibility, etc.
• Building System Improvements: upgrading of aging systems
• Facility Usability Improvements: enhancements to support use
These three categories are integrated and rely on each other in terms of creating the maximum
public benefit of renovation improvements. A summary of the recommendations in each category,
along with an outline specification of the improvements, is included in Appendix D of this report.
Further Review of Selected Project Components
The Renovation Study work by the Committee included a detailed look at several project
components in order to prepare appropriate recommendations to the Board of Selectmen. These
various project components included the following items:
• Reviewed Current& Future Uses of the Building: The Committee reviewed the current use
policies of the Hall and Meeting Rooms, recognizing that the policy statement should be
reviewed and updated while continuing to honor the terms of the memorial gift. Updating
the policy statement was considered to be outside the scope of the current charge, but
since it has not been done since 2004,the Committee recommends this be done very soon.
The Committee also reviewed use options in discussion with Peter Lally, Manager of a
similar facility in Lowell (Memorial Auditorium) that hosts a variety of programs that are
targeted to enrich community life. While the facilities differ in some regards, the
renovations planned for the Cary Memorial Building will make improvements that will
better serve a variety of events such as lectures, musical performances and other activities
that occur in Town. The meeting with Peter Lally helped the Committee to confirm the
scope and need of the planned improvements.
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Page 3
• Prepared Acoustical Model of Battin Hall: The auditorium space of the Cary Memorial
Building is very well suited to orchestral music and similar events but is poor when speech
intelligibility is required. In order to evaluate proposed improvements to the Hall, a 3-D
computer simulation of the space was prepared to model existing conditions and evaluate
the improvements. The computer model, called an "auralization," allowed the Committee
to hear the effect of changes to the HVAC system (system upgrades to reduce room noise),
replacement of the sound system (to improve speech clarity) and other improvements.
The model was also used to evaluate the effect of two items that were initially considered
to be optional but, as a result of the auralization, were determined to be very favorable for
making significant improvements. One of these was replacement of the air-cooled chiller
and relocation away from the auditorium windows. The other was the provision of variable
acoustic treatment to reduce reverberation for speech-only events (concealed retractable
absorptive panels). These two items were initially considered as "alternates" in the budget
until the auralization demonstrated their significant benefits to acoustical performance.
The chiller replacement has the added benefit of replacing a 12-year old chiller, with an
assumed life of 20 years, with more efficient equipment that will reduce operating costs.
The auralization was demonstrated in a "listening studio" at the offices of Acentech. This
setting allowed an effective simulation of the 3-D computer model of Battin Hall. The
presentation was attended by a majority of the Committee members along with other
interested parties. Acentech offered to provide a selection of the audio files to the Town
for use in setting up a website for reaching a broader audience with this information, but
due to current staffing issues in the Town's IT department,this was not implemented.
• Prepared Programmatic Requirements for Audiovisual Improvements: A meeting with
interested Committee members and other parties was held to review issues related to
existing conditions and possible improvements to the audiovisual systems for the building
including within Battin Hall, the Lobby, Green Room and the meeting rooms. The results of
this discussion are included in a programming report prepared by Acentech in Appendix C
of this report. The report included descriptions and budgets for each AV issue that was
discussed with the group during the programming meeting held on site.
Subsequent to issuance of the overall report and its respective budgets, the Committee
met to review each program component and its related costs, agreeing to include only
those program elements that they believed will provide the most public benefit, resulting
in acceptance of approximately half of the full scope of improvements (see Appendix C).
• Modifications of Proposed Plans: The Renovation Study process led to a few changes to the
proposed floor plans as noted below. These changes are illustrated in the drawings that
are included in this report in Appendix A.
Wheelchair Access to Stage & Green Room — The former study plans provided an access
door at the former orchestra pit stairway that would lead to the concealed wheelchair lift
serving the Stage and Green Room areas. This access door location required that the
permanent thrust stage be no wider than the existing temporary thrust stage. The updated
proposal widens the thrust stage to abut the angled wing wall and relocates the wheelchair
access door into a reconfigured version of the adjacent stairway.
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Page 4
Civil Room Accessibility Deferred — The former study proposed to provide an accessible
path to the Civil Room by reconfiguring the front row of balcony seats and aisle stairs. This
work would require replacement of the front row of central balcony chairs with removable
chairs and alteration of the aisle stairways. Since the Civil Room is one of three similarly
sized rooms (Ellen Stone, Legion, Civil), it was the Committee's belief that a convertible
solution for providing access to this one room was more expensive and disruptive than the
benefit gained by the disabled. So, a variance from the Massachusetts Architectural Access
Board (MAAB) regulations should be sought during subsequent design, requesting the Civil
Room to remain as-is. Since the Town would not schedule the room for public meetings,
there is a very high probability that the MAAB would grant such a variance, as this has been
their practice for similar historic buildings with particularly challenging configurations.
Confirmed Adequacy of Existing Roof Truss Structure — The prior study noted that the
original steel roof trusses appeared to be undersized and recommended that the structural
capacity be evaluated. The current study included an evaluation of the trusses and it was
determined that they are adequately sized and no reinforcement work is required. This
part of the current study did not result in any changes to the floor plans or work scope.
Relocated and Replaced Chiller for Cooling & Acoustical Needs — The prior study, which
noted that noise generated by the air-cooled chiller adjacent to the Hall is significant,
proposed to add sound attenuation to the chiller and sound isolating storm windows in
that area of the building. As a result of the auralization study and chiller noise evaluation,
it was determined that replacement and relocation of the chiller would significantly reduce
the sound impact on the Hall without requiring sound isolating storm windows. It was also
noted that the existing chiller was sized for simultaneous occupancy of the Town Offices
Building and Cary Memorial Building during its temporary use as the Library while the 2000
renovation and expansion of the Cary Memorial Library was underway. Since the adjacent
buildings are not used at full occupancy simultaneously under normal circumstances, the
200-ton chiller serving the former simultaneous use could be reduced to a 120-ton chiller
for energy savings and relocated away from the windows for acoustical benefit. Refer to
Appendix C for noise information and estimated operating cost savings of this modification.
• Prepared Animations & Illustrations of Battin Hall: The most noticeable alteration to the
Cary Memorial Building will be replacement of the temporary thrust stage with a proposed
permanent thrust stage. Since this modification will affect multiple uses of Battin Hall, a
series of animations were prepared to visually represent the effect of this change for three
very different uses: public meetings, exhibits and performances. Each use has differing
needs and the intent of the animations was to show how the presence of a permanent
thrust stage will serve to enhance these uses while also improving the general appearance
of the stage area. Note that the following specific uses were selected:
Town Meeting: the permanent thrust stage provides a larger, safer and better-
integrated presentation platform area for the activities related to public meetings.
Quilt Show: the stage area can be equipped with removable guardrail system that,
together with improved on-stage lighting, expands available floor area for exhibits.
Lexington Symphony: the permanent thrust stage is visually compatible with the
building's historical character and is a broader area to enhance performance use.
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Page 5
Proposed Plans, Outline Specifications& Project Budget
Updated floor plans for the proposed renovations are included in Appendix A of this report. The
drawings illustrate existing conditions, proposed selective demolition and updated floor plans and
site plan layouts. Proposed changes to the existing floor plans are intended to retain the historic
character of the building. The changes were thoroughly explained and documented in the prior
study and will not be reiterated at length in this report. In summary,the following is proposed:
• Improve acoustics, audiovisual systems,thrust stage and lighting in Battin Hall;
• Renovate Green Room below the stage to restore its historic use with upgrades;
• Provide handicap access to Stage, Green Room, Bird Room and Battin Hall seating areas;
• Improve usability, configuration, acoustics and audiovisual systems in Estabrook Hall;
• Improve audiovisual systems in the Lobby, Ellen Stone, Legion Room and Bird Room;
• Improve and expand public toilet rooms in the Basement Level for better functionality;
• Remove electrical switchgear from the Stage and provide the equipment in utility areas;
• Replace steam boilers with high efficiency hydronic boilers; replace air-cooled chiller;
• Provide reconstructed entrance ramp, drop off area & accessible parking spaces;
• Provide related life safety, HVAC and building system improvements as noted herein.
To complement the drawings, outline specifications were prepared to summarize proposed
changes relative to the three categories of work: life safety, building systems and facility usability
improvements. These specifications and summary descriptions are included in Appendix D.
In addition to the categories of work, several "alternates" were described in order to review the
cost of certain work items and review those with the Committee. The alternates were related to
accessibility for the Civil Room, replacement of the chiller, variable acoustics in the Hall, providing a
dance surface for the stage and a range of audiovisual improvements for the facility. Upon review
by the Committee, the replacement chiller, variable acoustics (retractable sound attenuation for
speech only events) and some of the AV improvements were accepted. The accepted alternates
have been incorporated into the project and are no longer considered to be alternates for the
purposes of the project recommendations.
A project budget was established through a process of reviewing the outline plans and specs with a
professional cost estimator, followed by more extensive review and discussion with the Committee.
The cost estimates are included in Appendix E of this report. A summary of the budget relative to
each work category is as follows:
$1,536,683 Life Safety Improvements (18.0%)
$3,969,763 Building System Improvements (46.5%)
$3,030,680 Facility Usability Improvements (35.5%)
$8,537,126 Preliminary Project Budget (100%)
The project costs include the cost of construction, soft costs and contingencies. The values include
escalation based upon implementation of the following schedule:
May 2013—March 2014 Design Development & Construction Documents;
$548,836: Estimated Cost of A/E Services through CDs
May 2014—January 2016: Competitive Bidding and Construction Period;
$7,988,290: Estimated Construction &A/E Bid/CA Costs;
Additional escalation needed if schedule is extended
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Page 6
RECOMMENDATIONS
The focus of the Ad hoc Cary Memorial Building Program Committee (AhCMBPC), as charged by the
Board of Selectmen, was to evaluate the recommendations of the CMB Evaluation study and make
recommendations on the appropriate scope of work. The Committee recommends an integrated
project of approximately $8.5 million be implemented in order to make appropriate improvements
to life safety (18.0%), building systems (46.5%) and facility usability (35.5%) of the Cary Memorial
Building. The project components outlined in this report will provide substantial public benefit to
the Town by maintaining and improving the integrity of this important historical resource.
The Cary Memorial Building is largely unchanged from its original design, and the proposed
improvements will serve to complement the building's character and enhance its use while
improving life safety and handicap accessibility. The scope of recommendations is in alignment
with the responsibility of the Town to maintain the building as was noted by Mr. Robert P. Clapp,
Chairman of the Isaac Harris Cary Educational Fund, during his remarks at the 1928 Dedication:
The result of our work is now before you. We have tried to produce a building that will be of
constant service to the community.... How far we have succeeded in our efforts is for you
and our fellow townsmen to judge.... I ask you to keep in mind always the memorial
character of the gift and the limitations which the donors have placed upon its use.
Remember also that the "continued use"of the building for the authorized purposes was an
object of solicitude on their part. This means maintenance and thoughtful care, not only
this year and next year, but through all succeeding years.
The Renovation Study has outlined the recommended work scope that, if implemented, will
proceed in two subsequent steps as was described in the designer selection process for this study.
The next step will involve design development, construction documentation and a construction
cost estimate based on the completed drawings. Pending approval, the remaining step will be to
select a contractor through competitive public bidding and then construct the renovation project.
The intent of the anticipated project will be to provide appropriate improvements that enhance the
intended public use of the building in keeping with the wills of Isaac Harris Cary's two daughters.
APPENDICES
A: Drawings— Existing& Proposed
B: Scope Prioritization Survey
C: Consultant Documentation
D: Recommended Improvements
E: Preliminary Budget Estimate
Cary Memorial Building Renovation Study Mills Whitaker Architects LLC
Lexington, Massachusetts Page 7
Cary Memorial Building Renovation Mills Whitaker Architects LLC
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Cary Memorial Building Renovation Mills Whitaker Architects LLC
Lexington, Massachusetts Page A-6
Cary Memorial Building Renovation Mills Whitaker Architects LLC
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Cary Memorial Building Renovation Mills Whitaker Architects LLC
Lexington, Massachusetts Page A-12
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Cary Memorial Building Renovation Mills Whitaker Architects LLC
Lexington, Massachusetts Page A-15
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: PRESENTER.- ITEM NUMBER:
January 11,2013 Carl F. Valente 1.3
Rob A(Nelson
Theo Kalivas
SUBJECT.
FY 14 Prelimi riary Budget Presentation
EXECUTIVE SUMMARY:
Staff will present the preliminary FYI 4 operating and capital budget recommendations (ix, the
White Book). The reconimendations in this p reliminary budget document will be the ba o sis f the
Summit IV discussion on January 16"'.
FINANCIAL IMPACT:
NA
RECOMMENDATION /SUGGESTED MOTION:
NA
STAFF FOLLOW-UP:
TMO, and Finance
Prepared by tail.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 1/14/13 STAFF: Lynne Pease ITEM NUMBER: L4
SUBJECT:
Draft Warrant for 2013 Annual Town Meeting
EXECUTIVE SUMMARY:
Attached is a draft Table of Contents for the 2013 Annual Town Meeting for your review and
discussion. Some articles are still being reviewed and may not be ready for this warrant.
FINANCIAL IMPACT:
RECOMMENDATION/ SUGGESTED MOTION:
STAFF FOLLOW-UP:
Selectmen's Office
DRAFT
2013
ANNUAL TOWN WARRANT
TABLE OF CONTENTS
Page
Calendar.............................................................................................................. Inside Front Cover
Board of Selectmen's Message..........................................................................................................
Summary of Revenues and Expenditures ..........................................................................................
WARRANT FOR SPECIAL TOWN MEETING
Article 1 Reports of Town Boards, Officers, Committees........................................................
Article 2 Land Purchase off Marrett Road................................................................................
WARRANT FOR ANNUAL TOWN MEETING
Article1 Elections.....................................................................................................................
Article 2 Election of Deputy Moderator and Reports of Town Boards,
Officers, Committees.................................................................................................
Article 3 Appointments to Cary Lecture Series........................................................................
FINANCIAL ARTICLES
Article 4 Appropriate FY2014 Operating Budget.....................................................................
Article 5 Appropriate FY2014 Enterprise Funds Budgets........................................................
Article 6 Appropriate for Senior Service Program ...................................................................
Article 7 Establish and Continue Departmental Revolving Funds ...........................................
Article 8 Appropriate the FY2014 Community Preservation Committee
Operating Budget and CPA Projects..........................................................................
Article 9 Appropriate for Recreation Capital Projects..............................................................
Article 10 Appropriate for Municipal Capital Projects and Equipment.....................................
Article 11 Appropriate for Water System Improvements...........................................................
Article 12 Appropriate for Wastewater System Improvements..................................................
Article 13 Appropriate for School Capital Projects and Equipment...........................................
Article 14 Appropriate for Public Facilities Capital Projects .....................................................
Article 15 Appropriate Bonds and Notes Premiums...................................................................
Article 16 Accept MGL Chapter 32, Section 101.......................................................................
Article 17 Accept MGL Chapter 32, Section 12(2)(d paragraph 11) .........................................
Article 18 Appropriate to Post Employment Insurance Liability Fund......................................
Article 19 Rescind Prior Borrowing Authorization....................................................................
Article 20 Establish and Appropriate to Specified Stabilization Funds......................................
Article 21 Appropriate to Stabilization Fund..............................................................................
Article 22 Appropriate from Debt Service Stabilization Fund...................................................
Article 23 Appropriate for Prior Years' Unpaid Bills.................................................................
Article 24 Amend FY2013 Operating and Enterprise Budgets ..................................................
Article 25 Appropriate for Authorized Capital Improvements...................................................
1
GENERAL ARTICLES
Article 26 Establish Qualifications for Tax Deferrals and Exemptions......................................
Article27 Approve Town Seal ...................................................................................................
Article 28 Amend General Bylaws —Town Meeting Warrant...................................................
Article 29 Amend General Bylaws —Public Ways and Places (School Grounds).....................
Article 30 Amend General Bylaws —Contracts and Deeds (Solar Energy Purchasing..............
Article 31 Amend General Bylaws —Trees (one or two articles?).............................................
Article 32 Amend General Bylaws —Demolition Delay Bylaw.................................................
Article 33 Amend General Bylaws—Electronic Voting.............................................................
Article34 Global Warming.........................................................................................................
ZONING/LAND USE ARTICLES
Article 35 Amend Zoning Bylaw................................................................................................
Article36 Amend Zoning Map...................................................................................................
Appendix A - Program Summary —Article 4 Operating Budget.......................................................
Map....................................................................................................................................................
Listof Town Meeting Members ........................................................................................................
TownFinance Terminology...............................................................................................................
Election Information............................................................................................Inside Back Cover
2
AGENDA ITEM SUMMARY
LEXING-TON BOARD OF SELECTMEN MEETING
DATE: PRESENTER: ITEM NUMBER:
January 14, 2012 Carl F. Valente Ian
Rob Addelson
SUBJECT:
Review Financing Plan fear Wright Fm, -m Purchase
EXECUTIVE SUMMARY:
Staff is preparing for an upcoming bond is,sue for a variety of capital projects including funding
of the recently concluded Wright Farm purchase, 'rhe purchase price is $2,950,000. This
purchase will be funded with the Community Preservation Fund, but through the issuance of
debt. The question is the terni for which this debt should be issued, Given the uncertainty of
whether the `fawn will be purchasing the 33 Marrett Road property, and how that rnay impact the
Community Preservation l'und balances, staff is recornn-tendilIrg that the Town issue as one-year
Bond Anticipation Note (BAN) for the Wright Farm. By the time of the 2013 annual town
meeting, we should know the stattis of the Marrett Road purchase (also a CPA funding
candidate) and can then make an informed decision on the permanent financing of the Wright
]Farina (and funding for the potential Marrett Road property). This proposal has been presented to
the Community Preservation Cm,[onittee. Staff will review this proposal with the CEC on
January 15.
FINANCIAL IMPACT:
NA
RECOMMENDATION /SUGGESTED MOTION.,
None ReqUired. If the Board agyrees wilh this reconimendation, slql f will,gee that 1he ulxoniing
bond issue includes a BAN.1br the ff�'right Farm.
STAFF FOLLOW-UP:
Prqiared by cfv
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 1/14/13 STAFF: Lynne Pease ITEM NUMBER: L6
SUBJECT:
Appointment—Historic Districts Commission Associate
EXECUTIVE SUMMARY:
The term of Lynn Hopkins as an associate member of Historic Districts Commission expired on
December 31, 2012. This is a Historical Society appointment and they have provided one name,
for consideration - Lynn Hopkins. See attached information.
FINANCIAL IMPACT:
RECOMMENDATION/ SUGGESTED MOTION:
Motion to reappoint/appoint to the Historic Districts Commission as an
associate member, representing the Historical Society, for a term to expire December 31, 2017.
STAFF FOLLOW-UP:
Selectmen's Office
i
vi
Ji
I XI G TON HISTORICAL SOCIETY
December 17, 2012
Board of Selectmen
Town of Lexington
1625 Massachusetts Avenue
Lexington, MA 02420
To the Board of Selectmen:
I am writing on behalf of the Lexington Historical Society to nominate Lynn Hopkins
as an Associate Member of the Historic Districts Commission. We have previously
forwarded you her resume.
Sincerely,
ul Ross
resident
P.O. Box 514 Lexington, Massachusetts 02420 (781) 862-1703
Email - office cr lcxingtonhistory.org 0 Web - LexingtonHistory.org
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A R C N i T E C T
RESUME
PROFESSIONAL EXPERIENCE
PRINCIPAL LYNN HOPKINS ARCHITECT
Single--family residential practice comprising design and documentation of more"than I OQ
new homes, add'tions and renovations, Projects may be seen at www.LHopkinsArch.com
Practice established in f 988,
PREVIOUS EMPLOYERS
o Graham Gund Architects
o Kallmann, McKinnO and Wood Architects, Inc
o Paul Krueger and Associates, Architects
FlUBLI CATIONS
o Published in This Old House, Fine Homebuildin , Boston Globe Sunda
Ma azine, Better Homes and Gardens, Country Horne, RerovationStvle,
HOME and other national magazines as well as several books,
o Frequent contributor Fine Ho_mebuilding magazine's ''Drawing Board" column
EDUCATION
Harvard Graduate School of Design Master in Architecture
Chairman's Letter of Commendation
Unlversity of Iowa Bachelor of Arts
Magna Cum Laude, Phi Beta Kappa
ASSOCIATIONS
Lexington Historic Districts, former Commissioner
American Institute of Architects
Boston Society of Architects
Registered Architect in the Commonwealth of Massachusetts
I
P: (781) 863-2585
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APAILI9"
�Fxrr,czo`
OFFICE OF SELECTMEN
DEBORAH N.MAUGER,CHAIRMAN
PETER C.J.KELLEY
NORMAN P.COHEN TEL:(781)862-0500 x208
HANKMANZ FAX (781)863-9468
GEORGEA.BURNELL
October 22, 2012
Paul Ross, President
Lexington Historical Society
P.O. Box 514
Lexington, MA 02420
Dear Mr. Ross:
The terms of Paul Ross and Lynn Hopkins (Associate) representing the Historical Society
on the Historic Districts Commission will expire on December 31, 2012.
Pursuant to Section 4 of Chapter 447, Acts of 1956, the Selectmen request that two
nominations be submitted to fill the full membership and one nomination be submitted to fill the
associate member position. Please send us a letter with your recommended nominees, including
a resume, at your earliest convenience so that appointments can be made before the end of
December.
Do not hesitate to contact the Selectmen's Office if you have any questions.
Very truly yours,
Lynne A. Pease
Executive Clerk
lap
cc: Susan Beni-iett
1625 MASSACHUSETTS AVENUE LEXINGTON,MASSACHUSETTS 02420
e-mail selectmen@lexingtonma.gov
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 1/14/13 STAFF: Lynne Pease ITEM NUMBER: C.14
SUBJECT:
Consent Agenda
EXECUTIVE SUMMARY:
1. Approve a one-day liquor license for the Lexington Historical Society to serve rum at the
Cronin Lecture (Rum & Revolution) on Friday, February 8, 2012, from 8:00 p.m. to 10:00
p.m. at the Depot Building.
2. Approve a one-day liquor license for the Lexington Symphony to serve all alcohol at a
fundraising event on Sunday, January 27, 2013, from 5:00 p.m. to 7:00 p.m. at the Depot
Building.
3. Approve Martin Luther King March and Use of Battle Green on Sunday, January 20, 2012
from approximately 1:30 p.m. to 2:00 p.m.
4. Approve the Selectmen minutes dated December 17, 2012 and December 19, 2012.
5. Approve the Selectmen executive session minutes dated December 17, 2012 and January 7,
2013.
See attached information.
FINANCIAL IMPACT:
RECOMMENDATION/ SUGGESTED MOTION:
Motion to approve the Consent Agenda.
STAFF FOLLOW-UP:
Selectmen's Office
�
TOWN OF LEXINGTON
SELECTMEN'S OFFICE
APPLICATION FOR
ONE—DAY LIQUOR LICENSE
The Board of Selectmen issues one-day liquor licenses to for-profit and non-profit organizations
that serve liquor and charge either a cover charge or for each drink. Please fill in this form
completely and return to the Selectmen's Office along with a check for$25.00 made payable to the
Town of Lexington.
BUSINESS/FUNDRAISING ORGANIZATION:
CONTACT NAME AND NUMBER:
i
ADDRESS FOR MAILING: j ::�S 1L1
EMAIL ADDRESS: '`r! � \e;y--<,--) .
TITLE/PURPOSE OF EVENT: C wRe
LOCATION AND ADDRESS: S C' `ac:aCr _
DATE OF FUNCTION: 3L0
TIMES OF FUNCTION: � ILI),
TYPE OF LIQUOR TO BE SERVED: ] ��
DATE AND TIME WHEN LIQUOR DELIVERED:
DATE AND TIME WHEN LIQUOR REMOVED:
ADDITIONAL INFORMATION:
0, + - c9 i
_9 1
Authorized Signature Federal Identification No. or
Social Security Number
0
TOWN OF LEXINGTON
W a 11 SELECTMEN'S OFFI T
APR 97"
r
xZ,xrNC,xoe APPLICATION FOR
ONE-DAY LIQUOR LICENSE
The Board of Selectmen(Local Licensing Authority)may issue One-Day Liquor Licenses for the sale of wine and malt
beverages to any enterprise;all alcoholic beverages may be issued only to non-profit organizations. Liquor for use at a
one-day liquor license event must be purchased from a licensed wholesaler(http://Www.mass.gov/abcc/licensing.htm).
Please fill in this form completely and return to the Selectmen's Office along with a check for$25.00 made payable to
the Town of Lexington. Please provide a current Certificate of Inspection signed by Building and Fire Departments for
the location of your event.
BUSINESS/FUNDRAISING ORGANIZATION: L&i
CONTACT NAME AND NUMBER: SU-154.4a
ADDRESS FOR MAILING: () Levi k-cr:�j)," a)a 0_�) u
EMAIL. ADDRESS:
TITLE/PURPOSE OF EVENT: ::a-L (1kAeL E 4
LOCATION AND ADDRESS: jn,q
DATE OF FUNCTION:
TIMES OF FUNCTION:
TYPE OF LIQUOR TO BE SERVED:
DATE AND TIME WHEN LIQUOR DELIVERED: Ll: p 1
DATE AND TIME WHEN LIQUOR REMOVED: ;
ADDITIONAL INFORMATION:
® � 15�
Autho z %nature Federal Identification No. or
Social Security Number
Page | nf2
Lynne Pease
From: Sam Zo|os [szo|os@gmoi|.00n]
Sent Thursday, January 1O. 2O131O:45PK1
To: Lynne Pease
Cc: Jill Snni|ow
Subject: Details on K1LK Day Commemoration in Lexington
Attachments: K1LK Flyer Final 2013.pdf; SCAN0063JPG; SCAN0064JPG; SCAN0065JPG
Lynne,
Please see the attached flyer describing the program being run as our 20th commemoration of Martin Luther
King Jr. Day in Lexington on Sunday,January 20. |'m also attaching the forms | completed for the Cary Hall
preparation for the event as I have for the last number of years-they were approved by the Town Office on
11/1/12. 1 also worked with our former CommUNITY committee member,Joseph O'Leary, to prepare police
escort for our Unity Walk held every year 10 start the commemoration.
The Unity Walk begins at 1:30pm at the Battle Green at the position of the Minu1eMan statue. The group of
approximately 50 attendees will assemble afew minutes beforehand, and then travel easterly in the Eastbound
lanes from there 10 Cary Memorial Building. | hope that suffices-if you need more information or details for the
Selectmen's office,Jill or I am happy to provide it-I would hope we could have them join us for the Walk or
Commemoration as Hank Manz has done over the years.
Thanks for your support.
Lexington MILK Commemoration CommUN|TY Planning Committee
Sam ZaIes
6I7-828-3666
From: jiU smi|ow [mai|to:jiUsvoiceg/ahon.cnm]
Sent: Friday, ]anuary 04, 2013 0:11 PM
To: [TMartin19gao|.cnm; he|en cnhen; brenda prusak; Claudia Lach; Deborah Weiner; Sam Za|es; Larry Link;
yukahwatanabescott
Subject: FLYER TO SHARE!
PS: Attached is @ flyer Karen Watson created for the event - please print, CODV and DOSt in
places you think are iDlDOrtGDt - also - feel free to electronically DOSt tO whomever you think
should receive this.
Thanks!
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
From:]iUsnni|ow
To: ; ho|on oohon ; bnando prusok
.
� . .
ChaudioLooh � Deborah �
Sam Zoles ; Larry Link < yukohwotanobo soott
|/||/20|3
Page 2 of 2
<vukari.watanabea.g mail.com>
Sent: Friday, January 4, 2013 6:06 PM
Subject: MLK Planning Meeting 1/8/13 @noon
Hi Everyone!
My apologies, I thought I had sent this out a few days ago. Based on everyone's schedule, we
will meet from noon - 1:30 on Tuesday 1/8 at my house. Feel free to bring a sandwich - I will
have drinks and a sweet something for everyone to nosh on.
Please come to the meeting with an update on your aspect of the planning (should you have
one).
I will prepare and agenda for the meeting and send separately.
Have a wonderful weekend!
]ill
From: "CTMartinl9 aol.com" <CTMartin19 aoLcom>
To: iillsvoice yahoo.com
Sent: Friday, January 4, 2013 3:31 PM
Subject: Next meeting?
Jill,
Has a day and time been set for the next meeting of the MLK Day Program Committee?
Charlie
1/11/2013
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67-250
Selectmen's Meeting
December 17, 2012
A regular meeting of the Board of Selectmen was held on Monday, December 17, 2012, at 7:00
p.m. in the Selectmen Meeting Room of the Town Office Building. Chairman Mauger, Mr.
Kelley, Mr. Cohen; Mr. Manz; and Mr. Burnell; Mr. Valente, Town Manager; and Ms. Pease,
Executive Clerk, were present.
Selectmen Concerns and Liaison Reports
Because of the events that happened at the Sandy Hook Elementary School in Newtown,
Connecticut on Friday, December 14, the School Committee put out a statement and the
Selectmen put out the following statement:
"On behalf of the Board of Selectmen, I want to convey our shock, horror, and deep sadness over
the unspeakable tragedy in Newtown, Connecticut. We wish we could provide solace to the
parents who have lost their children and to the families who have lost their adult loved ones.
Words fail us in response to such a tragic event. We are reminded of the importance of
community in supporting each other during this difficult time."
Police Chief Corr provided some information on the safety of Lexington's school buildings.
Efforts are always being made to make the schools more secure, such as applying for grants to
make sure plans are in place that make sense, having a resource officer in the schools and
working with the state on specific kids at risk, and making changes to equipment and training.
The Town of Lexington and the schools are very safe. You cannot plan for these kinds of
indescribable events. He anticipates a continuing dialogue in the continuing effort to identify
other ways to secure town buildings.
Ms. Mauger asked that the teachers, educators and 1st responders be recognized for their heroism
and for a moment of silence for those affected by the tragedy in Newtown Connecticut.
Mr. Manz shared two items: He attended a project kickoff meeting on Commonwealth Connect,
which builds on a Boston initiative to improve ways to report problems like streetlights out or
potholes. More information will be coming. On Saturday he attended a tea burning and bonfire
which was organized by Rick Beyer, a film producer, and the Historical Society. It was a
wonderful event attended by many Lexingtonians and he hopes it will become an annual event.
Grant of Location—NStar Electric —Hartwell Avenue
Ms. Mauger opened this hearing at 7:12 p.m. The NStar Electric representative was unable to
attend due to illness. The Selectmen reviewed the petition and had no questions that needed to
be answered.
Mr. Burnell asked that cable issues be addressed, if necessary, on Hartwell Avenue. Mr. Valente
will ask Engineering to follow-up on this issue.
67-251
Selectmen's Meeting—December 17, 2012
Upon motion duly made and seconded, it was voted 5-0 to approve the petition of NStar Electric
to construct, and a location for, a line of conduits and manholes with the necessary wires and
cables therein to be located under the surface of Hartwell Avenue: southeasterly side at Pole
411/2 approximately 270 feet northeast of Westview Street install 149 feet of conduit and 1
anchor guy at pole 411/2.
The hearing was closed at 7:14 p.m.
New Liquor License—Apex Wine & Spirits LLC—46E Bedford Street
The hearing was opened at 7:14 p.m. This is a request for approval of a new all alcoholic liquor
license package store.
Ms. Scanlon, McDermott, Quilty and Miller, Licensing and Permitting Attorney, and Mr.
Ostrovsky,proposed owner/manager of a new package store at 46E Bedford Street,presented his
plans for a boutique wine and spirits store, which will focus on craft beers. He does not plan to
sell lottery tickets or tobacco products. The hours of operation will be 12:00 noon to 9:00 p.m.
Monday through Friday, Saturday 10:00 a.m. to 9:00 p.m. and Sunday 12:00 noon to 6:00 p.m.
Mr. Macey, North Emerson Road, is opposed to issuing another package store liquor license. He
feels there are enough package stores in town. Mr. Kelley let Mr. Macey know that Lexington
currently has only four open package stores, with two closing over the past year.
Upon motion duly made and seconded, it was voted 5-0 to approve the application for a new
package store liquor license and to issue an all alcoholic Package Store Liquor License to Apex
Wine and Spirits LLC, 46E Bedford Street.
The hearing was closed at 7:25 p.m.
2013 Dog License Fees and Schedule
Ms. Hooper, Town Clerk, reviewed Chapter 193 of the Acts of 2013 —An Act Further
Regulating Animal Control, which stipulates that: the license fee for a spayed or neutered dog
shall be less than the license fee for an intact dog; by vote of the Selectmen, towns may institute
a no-fee license for a dog owned by a person aged 70 years or over; and the license period for
which a municipal licensing authority prescribes the validity of a dog license, including the date
of issuance of the license through the date on which the license expires, inclusive.
Ms. Hooper requests the following:
1. License period—effective with the 2013 dog licensing, Lexington's dog license period will
run from April 1 through March 31 annually.
67-252
Selectmen's Meeting—December 17, 2012
2. Late Period—all payments for annual licensing shall be made not later than 30 days from the
date of the license period—annual renewals due by April 30 and new dog licenses due by 30
days after notification.
3. License Fee - $20 per dog fee for in-tact dogs and $15 per dog for those that are
neutered/spayed. No reduced/discounted rate is set for dogs owned by persons 70 years of
age or older.
Notifications will be issued to all dog owners outlining the license period and fees for the annual
dog licensing to run April 1, 2013 through March 31, 2014.
Upon motion duly made and seconded, it was voted 5-0 to adopt a dog license period, effective
with the 2013 dog licensing, that will run from April 1 through March 31 annually.
Upon motion duly made and seconded, it was voted 5-0 to adopt that all payments for annual
licensing shall be made not later than 30 days from the date of the license period—annual
renewals due by April 30 and new dog licenses due by 30 days after notification.
Upon motion duly made and seconded, it was voted 5-0 to adopt a$20 per dog fee for in-tact
dogs and a$15 per dog fee for those neutered or spayed, with no reduced/discounted rate for
dogs owned by persons 70 years or older.
Townwide Facilities Master Planning Committee Report on 33 Marrett Road
The Townwide Facilities Master Planning Committee was asked to provide an interim report on
just the 33 Marrett Road facility. Mr. Kennedy, Chair, and members of the Committee were
available to answer any questions.
Mr. Buckland, from Cecil Group, who has been working with the Townwide Facilities Master
Planning Committee, gave a presentation on the Scottish Rite Assessment. The assessment
included looking at: the configuration of site and buildings (single family residence, carriage
house and manor house with addition), building conditions, site opportunities and restrictions,
potential use options and zoning constraints.
The property is 10.3 acres and the assessed value is $5,594,000. Possible uses considered
include: community/senior center,police station, fire station, event center and adult living and
care facility. Parking options were reviewed and there are options for expansion of the existing
parking. Cecil Group also showed an option to add a half-court gym. For emergency access, a
second access is recommended, which can be accomplished from the back of the manor house
down to Marrett Road. They estimated the cost of a community center by renovating the
existing building without a gym to be between $8.6 million and $9.5 million (with a gym $10.9
to $11.9 million). The cost for new construction of a community center without a gym would be
between $15.1 million and $16.2 million (with a gym $17.8 and $19.1 million). Yearly
operating and maintenance costs are estimated to be $473,000 without a gym ($557,000 with a
gym).
67-253
Selectmen's Meeting—December 17, 2012
Findings are that: the buildings have utility but require improvements that add to total cost and
affect value; the property has value as open space but has higher value for an active facility;
secondary access can be secured to allow new municipal facilities; multiple uses of the buildings
and property are possible; and zoning does not appear to be a constraint to the options.
Mr. Burnell asked if other uses had been looked at for possible use of the property. Mr.
Buckland responded that the Committee looked at a new fire station and police station near the
headquarters home so there would be direct access to the main road. Would be a difficult
location because would have to be a multi-story building. Also looked at a non-profit taking
over the main building for an adult living facility, but it did not make sense because the facility
would need to be on one floor. Cecil Group believes a Community Center would be the best fit
for the property.
Mr. Burnell made it clear that the Committee is looking at all town property and all possible
uses. Looking at 33 Marrett Road was just the first step in the process.
Mr. Manz questioned whether 33 Marrett Road would be the best site for a Community Center.
Mr. Buckland said the task of the Committee is to determine if this property is appropriate for a
municipal facility. The Committee will be looking at other alternatives for other locations. The
33 Marrett Road property needs to be looked at more broadly, not just for municipal purposes,
but also what the value of the property is.
Mr. Burnell stated the reason the Committee looked at this property first was it came up for sale
and had to be looked at because of time constraints. This presentation provides information on
what a Community Center would look like in that space and the Town now needs to decide if
that is the direction to go.
Mr. Kanter asked whether the Senior Center programs were included in the Community Center
as presented.
Ms. Mauger clarified that the Community Center Task Force charge looked at programmatic
needs and they provided information in their report, not for specific programs, but for services
Lexington residents were interested in for Lexington and they included information on
Community Centers in other communities.
Mr. Buckland used the Community Center Task Force's information on existing Community
Centers in other communities as a basis for their the review and matched and compared them to
Senior Center programs.
Ms. Haskell, 6 Trotting Horse Drive, has been a Lexington resident for 32 years and a member of
Housing Partnership Board since its inception in 2003. The Housing Partnership Board was
charged "to promote and support affordable housing activities and to recommend appropriate
67-254
Selectmen's Meeting—December 17, 2012
actions". The policy provides that we work with others "to achieve broadly shared goals of
affordable housing in Lexington". In keeping with the charge and town standards promulgated
in other places, the Housing Partnership Board sent a letter on November 18, 2012 to the
Selectmen and other participants, including the Townwide Facilities Master Planning
Committee. She read a key paragraph in the letter: "The Partnership perceives four potential
approaches for providing significant affordable housing units at this site. These are congregate
housing in the single family residence; apartment units in a portion of the large office building;
apartment units in the carriage house; and new construction. The housing envisioned could serve
veterans, senior citizens, or persons with disabilities, or more than one of these populations. The
size of the parcel and the facilities now present are such that housing could co-exist with a
community center and retained open space. We think that housing for veterans is especially
appropriate on this site, and in Lexington given our proximity to Hanscom Air Force Base and to
the Bedford Veterans Affairs Hospital." Until now there has been little discussion about
affordable housing, only briefly in connection with the Commander's house and now Mr. Kelley
stated that the Commander's house may be excluded from the purchase. If that is the case, the
Housing Partnership Board requests that the Townwide Facilities Master Planning Committee
look at affordable housing more broadly and closely on this property.
Mr. Goell asked the Committee to look into the possible use of the Museum's auditorium.
Ms. Mauger thanked the Committee for the presentation and will look forward to hearing form
the Committee again in the future.
FY2012 Budget Presentations
Tourism/Liberty Ride
Ms. McKenna and Ms. Rickets, Tourism Committee,presented the Tourism/Liberty Ride
FY2014 Budget Requests. Level Service Requests: Liberty Ride $289,572 and Battle Green
Guides $38,050. Total FY2014 Budget Requested $327,622.
The Liberty Ride trolley contract ends on March 31, 2013. The budget was based on the current
Lexpress contract.
Regarding the Visitor Center, the Tourism Committee is interested in moving the project forward
and is asking for support for the design phase. Mr. Goddard, Facilities Director has carved out
an appropriate size design. Public meetings about scope of project will be held soon.
Board of Selectmen
Ms. Mauger, Chairman,presented the Board of Selectmen's FY2014 Budget Requests. Level
Service Requests: Selectmen's Office $196,813; Legal $410,000; Town Report$7,500; and
PEG TV $450,000. Program Improvement Request: $16,329.
67-255
Selectmen's Meeting—December 17, 2012
Shared Expenses
Mr. Addelson, Comptroller,presented the Debt Service FY2014 Budget Requests: Within-Levy
Principal $4,511,471; Within Levy Interest$718,869; Temporary Borrowing $304,483.
Ms. Casey, Human Resources Director,presented the Employee Benefits FY2014 Budget
Requests. Level Service Requests: Contributory Retirement$4,805,537; Non-Contributory
Retirement$12,907; Medicare $1,300,000; Health Insurance $20,230,289; Dental Insurance
$882,764; Life Insurance $20,400; Unemployment$200,000; Workers Compensation $600,000;
Property and Liability Insurance $726,620; and Uninsured Losses $150,000.
Use of the Battle Green—U.S. Army 3d Infantry Division "The Old Guard"Performance
Upon motion duly made and seconded, it was voted 5-0 to approve the request of the Town
Celebrations Committee to use the Battle Green on Monday, April 15, 2013, for the U.S. Army
3d Infantry Division "The Old Guard"performance.
Approve License Renewals
Upon motion duly made and seconded, it was voted 5-0 to approve the following license
renewals:
Class I Lexington Toyota, Inc., 409 Mass. Avenue
Class II A to Z Auto Wholesale, 20 Vine Street
Auto & Diesel Sales, 75 Westview Street
Autobahn East, 436 Marrett Road
Lexington Auto Group, 1095 Mass. Avenue
Lexington Auto Sales, 542 Mass. Avenue
Lexington Auto Service, Inc., 39 Bedford Street
Scott the Car Guy„ LLC, 401 Lowell Street, Suite 1
Class III John P. Carroll Company, Inc., 700 Waltham Street
Coin Aloft Lexington, 727 Marrett Road (2)
Lexington Elks, 959 Waltham Street(3)
Lexington VFW, 2 Hayes Lane (4)
Tio Juan's Margaritas Restaurant, 438 Bedford Street(1)
Waxy O'Connor's, 94 Hartwell Avenue (3)
Common Carrier Boston Tours, 56 Williams Street, Waltham (2)
Joseph's Transportation, 44 James Street(1 —Liberty Ride)
M&L Transit Systems, 60 Olympia Ave., Woburn (4 —Lexpress)
Common Victualler Alexander's Pizza, 180 Bedford Street
Aloft Lexington, 727 Marrett Road—A
Bertucci's Brick Oven Ristorante, 1777 Mass. Avenue
Bollywood Cafe, 135 Mass. Avenue
67-256
Selectmen's Meeting—December 17, 2012
Common Victualler Bruegger's Bagel Bakery, 413 Waltham Street
(concluded) Dabin Restaurant, 10-12 Muzzey Street
Daikanyama Japanese Cuisine, 43 Waltham Street
Dunkin Donuts, 317 Woburn Street
Dunkin Donuts, 141 Mass. Avenue
Dunkin Donuts, 373 Waltham Street
Dunkin Donuts, 10 Woburn Street
Element Lexington, 727 Marrett Road
Fruitee Yogurt, 1707 Mass. Avenue
Ixtapa Cantina Mexican Restaurant, 177 Mass. Avenue
Khushboo, 1709 Mass. Avenue
Knights of Columbus, 177 Bedford Street
Lemon Grass Restaurant, 1710 Mass. Avenue
Lexington Elks, 959 Waltham Street
Lexington Golf Club, 55 Hill Street
Lexington House of Pizza, 399 Lowell Street
Lexx Restaurant, 1666 Mass. Avenue
Mario's Italian Restaurant, 1733 Mass. Avenue
McDonald's, 690 Marrett Way
Minuteman Regional Tech. School, 758 Marrett Road
Nick's Place, 197 Mass. Avenue
Nourish eat well live well, 1727 Mass. Avenue
Orange Leaf, 1726 Mass. Avenue
Panera Bread, 1684 Mass. Avenue
Peet's Coffee & Tea, 1749 Mass. Avenue
Pine Meadows Golf Club, 255 Cedar Street
Prime Roast Beef& Seafood, 321 Marrett Road
Qdoba Mexican Grill, 46 Bedford Street
Quality Inn & Suites, 440 Bedford Street
Rancatore Ice Cream, 1752 Mass. Avenue
Ride Studio Cafe, 1720 Mass. Avenue
Royal India Bistro, 7 Meriam Street
Ruyi Restaurant, 27 Waltham Street
Starbucks Coffee, 60 Bedford Street
Starbucks Coffee, 1729 Mass. Avenue
Taipei Gourmet, 211 Mass. Avenue
Tio Juan's Margaritas Restaurant, 438 Bedford Street
Via Lago, 1845 Mass. Avenue
Waxy O'Connor's, 94 Hartwell Avenue
Yangtze River Restaurant, 21-25 Depot Square
67-257
Selectmen's Meeting—December 17, 2012
Entertainment Aloft Lexington,727 Marrett Road—A
Element Lexington—727 Marrett Road—B
Lexx Restaurant, 1666 Mass. Avenue
Nourish eat well live well, 171 Mass. Avenue
Prime Roast Beef& Seafood, 321 Marrett Road
Ride Studio Cafe, 1720 Mass. Avenue
Ruyi Restaurant, 27 Waltham Street
Starbucks Coffe, 60 Bedford Street
Tio Juan's Margaritas Restaurant, 438 Bedford Street
Waxy O'Connor's, 94 Hartwell Avenue
Lodging/Innkeeper Aloft Lexington, 727 Marrett Road—A
Element Lexington, 727 Marrett Road—B
Quality Inn & Suites, 440 Bedford Street
Wild Acre Inn, 50 Percy Road
Appointments/Resignations
300'h Anniversary Celebration Committee
Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Benjamin
Soule from the 300'h Anniversary Celebration Committee, effective immediately.
Upon motion duly made and seconded, it was voted 5-0 to appoint Cheryl Meadow to the 300t'
Anniversary Celebration Committee.
Communications Advisory Committee
Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of John Rudy
from the Communications Advisory Committee, effective immediately.
Housing Partnership Board
Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Arthur Katz
from the Housing Partnership Board, effective immediately.
Upon motion duly made and seconded, it was voted 5-0 to appoint Robert Pressman to the
Housing Partnership Board to fill the unexpired term of Arthur Katz until September 30, 2013.
Tax Deferral and Exemption Study Committee
Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Annie
McQuilken from the Tax Deferral and Exemption Study Committee, effective immediately.
Upon motion duly made and seconded, it was voted 5-0 to appoint Alan Seferian to the Tax
Deferral and Exemption Study Committee.
67-258
Selectmen's Meeting—December 17, 2012
Town Celebrations Committee
Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Jim Shaw
from the Town Celebrations Committee, effective immediately.
Transportation Advisory Committee
Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Larry Link
from the Transportation Advisory Committee, effective immediately.
Upon motion duly made and seconded, it was voted 5-0 to appoint Larry Link as an Honorary
Member of the Transportation Advisory Committee.
Upon motion duly made and seconded, it was voted 5-0 to appoint Michael Boudett to the
Transportation Advisory Committee to fill the unexpired term of Larry Link until September 30,
2015.
Consent
Water and Sewer Commitments and Adjustments
Upon motion duly made and seconded, it was voted 5-0 to approve the following commitment of
water and sewer charges:
Commitment of Water/Sewer charges Section 3 $4,362,389.46
One-Day Liquor License—BBQ Festival
Upon motion duly made and seconded, it was voted 5-0 to approve a two-day liquor license for
the Lexington Battle Green BBQ Festival to serve beer and cider outside on May 18, 2013 from
11:00 a.m. to 7:00 p.m. and on May 19, 2013 from 12:00 noon to 5:00 p.m. at 1557
Massachusetts Avenue.
Co-Sponsor Community Conservation on Climate Change
Upon motion duly made and seconded, it was voted 5-0 to approve co-sponsoring a community
conversation on climate change hosted by the League of Women Voters.
Proclamation
Upon motion duly made and seconded, it was voted 5-0 to sign a proclamation for Ken
Kreutziger for his years of service on the Housing Partnership Board.
Minutes
Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of November 19,
2012, November 20, 2012, November 26, 2012, December 3, 2012, December 4, 2012,
December 6, 2012 and December 7, 2012.
67-259
Selectmen's Meeting—December 17, 2012
Executive Session Minutes
Upon motion duly made and seconded, it was voted 5-0 to approve the executive session minutes
of November 20, 2012 and December 3, 2012.
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 at 33 Marrett Road. 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 5-0 by roll call to go into executive session
to discuss strategy with respect to non-union wage negotiations, and to discuss collective
bargaining strategy related to the AFSCME Building Maintenance Custodians and AFSCME
Public Safety Dispatchers. Further, the Chairman declared that an open meeting may have a
detrimental effect on the bargaining position of the Town.
Documents Presented
1. 33 Marrett Road Drawings Showing Options for Administration and Training Center
prepared by HMFH Architects Inc., dated December 7, 2012.
2. Tourism Liberty Ride Requested Budget for FY2014.
3. Board of Selectmen Requested Budget for FY2014.
4. Shared Expenses Requested Budget for FY2014.
Upon motion duly made and seconded, it was voted to adjourn at 10:35 p.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
67-260
Summit Meeting 3
Board of Selectmen, School Committee, Appropriation Committee
and Capital Expenditures Committee
December 19, 2012
A Summit was held on Wednesday, November 19, 2012, at 7:00 p.m. in the Public Services
Building Cafeteria, 201 Bedford Street. Ms. Mauger, Chairman, Mr. Kelley, Mr. Cohen, Mr.
Manz and Mr. Burnell; Mr. Valente, Town Manager; Mr. Addelson, Assistant Town Manager for
Finance, Mr. Kalivas, Budget Officer and Ms. Pease, Executive Clerk, were present.
Also Present: School Committee (SC) members: Ms. Coppe, Chair; Ms. Steigerwald and Ms.
Stewart; Dr. Ash, Superintendent and Ms. Dunn, Assistant Superintendent for Finance and
Business; all members of the Appropriation Committee (AC) with the exception of Mr.
Michelson; all members of the Capital Expenditures Committee (CEC)with the exception of Mr.
Hurley.
Establish Date for Budget Collaboration-Summit 4
The next meeting will be scheduled for Wednesday, January 16, 2013, at 7:00 p.m.
Revised FY2014 Revenue Projections
Mr. Addelson reviewed the revised FY2014 revenue projections that were revised since the
Summit 2 meeting:
Property Tax Levy $140,804,184
State Aid $9,410,134
Local Receipts $10,525,979
Available Funds $11,876,931
Revenue Offsets $(1,953,571)
Enterprise Receipts $1,512,892
Gross General Fund Revenues $172,176,369
Less Revenues Set-Aside for Designated Purposes $10,467,250
Net General Fund Revenues $161,709,118
The only change since the Summit 2 meeting was an increase in the Property Tax Levy of
$757,972 (3.98 percent).
Proposed FY 2014 Revenue Allocation Model
Mr. Valente reviewed the FY2014 revenue allocation model. The projected Incremental
Revenue for FY2014 is $7,327,191.
67-261
Summit 3 —December 19, 2012
Policy and administrative objectives include: maintain flexibility in light of Federal/State budget
uncertainties;provide for policy direction from Selectmen and Summits; manage debt service by
providing for future debt service capacity; continue tax relief for Bridge/Bowman/Estabrook
excluded debt service; considering purchase of 33 Marrett Road and options for potential capital
and operating costs; provide for measured growth in operating budget balanced against capital
needs and unfunded liabilities.
Mr. Addelson presented details on the proposed FY2014 Revenue Allocation. The Unallocated
Revenue is projected to be $954,128 for Schools and $1,638,282 for Municipal. It is proposed
that$1,325,202 ($954,128 from Schools and $371,074 from Municipal) be a used for shared
cash capital financing of FY2014 capital project requests to mitigate future years' debt service
and $1,267,208 from Municipal be used as set-aside funds for the Marrett Road property land
acquisition, building improvements and/or program operating costs.
Asked about OPEB funding, which is a policy issue, a majority of the Selectmen feel it is an
important issue that should move forward with additional information and explanation. The
OPEB Working Group will reconvene in January and discuss how to approach. It is too
important to drop even given the will of Town Meeting.
Asked whether the Town has been able to catch up on maintenance of roads, Mr. Valente is
basing his budget recommendations on the Pavement Report that suggested making
improvements over 10 year period, in a financially feasible way and recognizing the limited staff
time. The Selectmen also want an additional issue addressed which is the disruption to citizens.
Mr. Valente presented a table showing Projected Revenue differences between FY2013
Appropriated and FY2014 Proposed. He highlighted Contributory Retirement which shows a
decrease because of the $1 million appropriation in FY2013 to help moderate the increase in
assessment for future years and Debt Service had an additional $400,000 appropriated in FY2013
to offset excluded debt.
Mr. Valente reviewed policy issues for consideration:
1. Free Cash Set-Asides
a. Potential Federal Budget Reductions $ 750,000
b. OPEB $ 775,000
c. Cash Capital $2,000,000
d. Additional Cash Capital/Manage Debt Service $1,325,202
e. Unallocated Revenue $2,474,222
2. Set-Aside for 33 Marrett Road(Shared Expenses) for $ 364,040
Building and Grounds
3. Set-Aside for 33 Marrett Road (Municipal Allocation) $1,267,208
for Acquisition, Building Improvements, Program Costs
4. Continue Tax Relief for Excluded Debt Service $1,600,000 (FY2014)
$ 950,000 (FY2015)
67-262
Summit 3 —December 19, 2012
He is comfortable with the proposed $750,000 set-aside for potential federal budget reductions.
The $1,325,202 additional cash capital to manage debt service is new and will provide flexibility
if the Lexington High School Project is to be done in the fall of 2013.
Ms. Stiegerwald talked about the need to rethink transportation for school kids and whose
obligated to provide and pay for services. Transportation should be thought about as a townwide
issue.
Mr. Burnell discussed OPEB and the need to set aside money to address the unfunded liability,
which is roughly $165,000,000 and increases each year approximately $2 to $2.5 million. There
needs to be a discussion on whether or not it is ethically appropriate for us to keep adding to that
unfunded liability or whether the Town has an obligation to fund at least the current amount of
money committed to.
Mr. Cohen asked whether the State study on OPEB had been finished yet. He feels it is
important to continue to put money aside for this unfunded liability. Mr. Valente said it was due
out in a week to 10 days.
Ms. McKenna asked for information on the hotel/motel tax. Mr. Addelson will get the specific
information she requested to her.
Mr. Bartenstein asked about using excluded debt versus tax levy debt. Mr. Valente wanted to
provide options to try to stay away from debt exclusions, but it is a policy issue that needs to be
discussed. The Selectmen have had some discussions and need additional discussions on such a
policy.
Mr. Kelley appreciates what new growth contributes and would like to encourage and seek
additional opportunities for the commercial tax base to grow sooner rather than later to provide
the additional tax base for tax levy projects.
Mr. Lamb is concerned about how the Community Preservation Projects have been higher than
the $1 million threshold and feels there needs to be a policy on when items should go out as for a
citizen vote.
Mr. Kanter feels strongly that there is a point where projects go beyond Town Meeting and there
needs to be a policy that substantial projects need citzen support and a vote.
Upon motion duly made and seconded, it was voted to adjourn at 8:15 p.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
ES7-93
EXECUTIVE SESSION
December 17, 2012
PRESENT: Chairman Mauger, Mr. Kelley, Mr. Cohen, Mr. Manz; and Mr. Burnell; Mr.
Valente, Town Manager, Mr. Addelson, Comptroller; and Ms. Pease, Executive Clerk.
Also Present: Appropriation Committee (AC): Mr. Parker, Mr. Bartenstein, Ms. Garberg, and
Mr. Levine; Capital Expenditures Committee (CEC): Mr. Kanter, Mr. Lamb and Ms. Masterson;
Community Preservation Committee (CPC): Ms. Manz and Ms. Krieger;
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 at 33 Marrett Road. Further,
the Chairman declared that an open meeting may have a detrimental effect on the negotiating
position of the Town.
33 Marrett Road
Mr. Valente updated the Selectmen, Finance Committees and CPC on the 33 Marrett Road
property. The Scottish Rite wants to work with the Town on purchasing the property, but they
have talked about including a condition in the deal excluding affordable housing being built on
the property, they also want to keep a portion of the pine tree grove and the Commander House.
The group discussed if the Town should move forward with the purchase and if they do how to
sell it to Town Meeting and the community. The Town received one appraisal and is waiting for
the second one. This group will discuss again when both appraisals are available.
The group discussed how much could be financed using CPC funds and how much the Town
could borrow.
There was concern about whether there is room for enough parking spaces.
Need to keep in mind the cost of Cary Memorial Building renovations and whether that work
needs to be done now or can be deferred. The Selectmen are not approving any renovations at
the current Senior Center and they have not discussed moving forward with Cary renovations.
If brought before Town Meeting should include acquisition costs and construction costs, which
means the use and the programs would need to be decided. Other considerations are to purchase
the land and discuss the building needs later, including adding a gym. Also look at private
funding options.
Members of the CEC suggested that any requests for funds over $10 million needs to have
community support by a vote.
Members of the Appropriation Committee, Capital Expenditures Committee and Community
Preservation Committee adjourned and left the meeting.
ES7-94
Executive Session—December 17, 2012
Negotiations Update
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 non-union wage negotiations, and to discuss collective
bargaining strategy related to the AFSCME Building Maintenance Custodians and AFSCME
Public Safety Dispatchers. Further, the Chairman declared that an open meeting may have a
detrimental effect on the bargaining position of the Town.
FY2013 Wage Adjustments for Non-Union Employees. The Town Manager recommends a 2%
increase for FY2013 for Non-Represented Employees Base Wage. If the Board supports a
formal vote will be taken at the next regular meeting of the Selectmen. All the Selectmen
support this recommendation.
Building Maintenance Custodians. The Town Manager provided comparable community wage
information for Building Maintenance Custodians. Mr. Valente would like to negotiate flex
positions to cut down on overtime costs by negotiating a differential payment. The Selectmen
support this request and ask the Town Manager to return with what differential to consider.
Dispatchers. The Town Manager wants to negotiate reduced vacation (from 7 to 5 day week)
and increase the base salary so that there will be two dispatchers on duty at all times. Salary base
needs to be competitive to be able to recruit good candidates. The Selectmen all support the
recommendation. The Town Manager will come back to the Selectmen with a greater than 2%
increase and quantitative information.
Documents Presented
1. Building Maintenance Working Foreman Total Compensation in Lexington and
Comparable Communities, FY12, December 17, 2012
2. Custodial Total Compensation in Lexington and Comparable Communities, FY12,
December 17, 2012
3. Public Safety Dispatchers —FY12 Total Compensation Analysis with Comparable
Communities, December 17, 2012
Upon motion duly made and seconded, it was voted to return to open session at 10:35 p.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
ES7-95
EXECUTIVE SESSION
January 7, 2013
PRESENT: Chairman Mauger, Mr. Kelley, Mr. Cohen, Mr. Manz; and Mr. Burnell; Mr.
Valente, Town Manager, Ms. Casey, Human Resources Director; Ms. Stevens, Management
Intern; and Ms. Pease, Executive Clerk.
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 strategy related to the AFSCME DPW
Union and Library Union. Further, the Chairman declared that an open meeting discussion may
have a detrimental effect on the bargaining position of the Town.
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 at 33 Marrett Road. Further,
the Chairman declared that an open meeting may have a detrimental effect on the negotiating
position of the Town.
Collective Bargaining
Mr. Valente reviewed the Total Compensation for comparable communities for Library
Technicians, Librarians and Librarian Department Heads positions in anticipation of negotiations
with the Library Union. Two language issues will be looking for: use of volunteers and a
change to how vacation is granted.
Mr. Valente reviewed the Total Compensation for comparable communities for W4BH and W10
DPW positions in anticipation of negotiating with the AFSCME DPW Union. There are no
substantive language issues that need to be bargained.
Mr. Kelley asked for information on the average overtime for Lexington employees, which the
Human Resources staff will prepare.
Ms. Casey and Ms. Stevens left the meeting.
33 Marrett Road
Mr. Valente, Mr. Kelley and Mr. Cohen met with Mr. Pace, Anderson & Krieger, to start the
process of getting an offer together, which needs to be completed in the next 15 days. A
majority of the Selectmen think $8 million is right price, but the appraisals need to be reviewed.
Mr. Valente will try to arrange a meeting with both appraisers who submitted appraisals on the
property this week and the Selectmen will discuss the offer again at their January 14 meeting.
Upon motion duly made and seconded, it was voted 5-0 by roll call to return to open session,
only to adjourn.
A true record; Attest:
Lynne A. Pease
Executive Clerk
AGENDA ITEM SUMMARY
LEXINGTON BOAR11) OF SELECTMEN MEETING
DATE: PRESENTER ITEM NUMBER:
January 14, 2013 Carl Valente Executive Session
Denise Casey, Michelle Stevens
SUBJECT: 1-`,x empty ons 3 and 6
Suggested motions for Executive: Session:
Exeinjriion 6: IMove that the Board go into Executive Session to consicler the,porch ase,
exc-hange, lease or valive, of'realprol)erty at 33 jIllarretl Roael. Furthei-, that (is Chairnian, I
cleclOre 1hattin olmn ineeting inay have a detrimen(alqf,ft,,ct on the neg(.-Wating.position.qf the
Towa
Exempion 3.- 1 Move to go into Executive,5ession, to discusssirategy will? reslyect to collective
barg'aining strategy relaled to the Police Sujmrior Qjlkers Union, Further, that as Chairman I
declare that an open ineeting discussion may have a cletriineival e cc:/ on the bargaining
position,oj'lhe Imim,
The Board ofSeleelmen will reconvene in OpenSession only to a4journ.
EXECUTIVE SUMMARY.
Upd,ate on 33 Marrett Road appraisals/negotiating posit iorl.
Update on comparable salary comparison analysis/status of'Police Superior Officers Union
negotiations.
FINANCIAL IMPACT.,
NA
RECOMMENDATION /SUGGESTED MOTION:
STAFFFOLLOW-UP;
TMO
Prepared by efy