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Home My WebLink About2013-10-28 BOS Packet - Released SELECTMEN'S MEETING Monday, October 28, 2013 Selectmen Meeting Room 6:30 p.m. AGENDA 6:30 p.m. PUBLIC COMMENT (10 min.) 6:40 p.m. SELECTMEN CONCERNS AND LIAISON REPORTS (5 min.) 6:45 p.m. TOWN MANAGER REPORT (5 min.) 6:50 p.m. ITEMS FOR INDIVIDUAL CONSIDERATION 1. FY2015 Preliminary Capital Projects (20 min.) 2. Community Center Phase I Financing (10 min.) 3. Special Town Meeting—Article Positions (5 min.) 4. Selectmen Committee Reappointments/Appointments/Resignations (5 min.) 5. Discussion of Community Feedback on Green Waste Processing RFP (5min.) 7:35 p.m. CONSENT (5 min.) 1. Approve One-Day Liquor License—Temple Emunah 2. Approve One-Day Liquor License—Sacred Heart 7:40 p.m. EXECUTIVE SESSION (15 min.) 1. Exemption 6: Consider the Value and Sale of Real Property 7:55 p.m. ADJOURN The next regular meeting of the Board of Selectmen is scheduled for Monday, November 4, 2013 at 6:00 p.m. in the Selectmen Meeting Room, Town Office Building, 1625 Massachusetts Avenue. Hearing Assistance Devices Available on Request All agenda times and the order of items are approximate and subject to change. L i . Recorded by E.exMedp AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: STAFF: ITEM NUMBER: October 28, 2013 Rob Addelson, Asst. Town Mgr. for Finance I.1 SUBJECT: FY2015 Preliminary Capital Projects EXECUTIVE SUMMARY: Staff has begun the process of developing the FY2015-FY2019 capital plan. The purpose of this agenda item is to give the Selectmen the opportunity—at this relatively early stage in the process—to highlight projects members deem significant, for staff to hear any initial comments from the Board regarding these projects, and for staff to respond to any questions the Board may have. All requested capital projects are shown on the attached spreadsheet. The inclusion of a project on this list does not indicate the project will be recommended by the Town Manager. The list of school projects is preliminary as they have yet to be voted by the School Committee. All project requests have been forwarded to the Capital Expenditure Committee and,where applicable, the Community Preservation Committee, for review. As has been the case in prior years, transmittal of these requests to the Committees is with the understanding that the Town Manager has yet to make a recommendation on any project, and they have yet to be reviewed and/or endorsed by the Board of Selectmen. Town departments will make presentations of their requests to the Selectmen in December when the Board conducts its review of requested FY15 operating budgets. FINANCIAL IMPACT:NA RECOMMENDATION/SUGGESTED MOTION: NA STAFF FOLLOW-UP: Finance Department Summary of FY2015 Departmental Capital Requests Proposed Funding Community Development Source FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 Total 882 Parker Meadow Accessible Trail Design and Tax Levy $ 34,500 $ $ $ $ $ 34,500 Construction Plan 890 Historical Commission Inventory Forms for listed CPA $ 30,000 $ $ $ $ $ 30,000 buildings Community Development Total $ 64,500 $ - $ - $ - $ - $ 64,500 Proposed Funding Fire Source FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 Total 735 Ambulance Replacement Tax Levy $ 250,000 $ - $ - $ 280,000 $ - $ 530,000 738 Headquarters.Fire Station Replacement-Design Tax Levy $ 300,000 $ $ $ $ $ 300,000 877 Heart Monitor Tax Levy $ 105,000 $ - $ - $ - $ - $ 105,000 Fire Total $ 655,000 $ - $ - $ 280,000 $ - $ 935,000 Proposed Funding Public Works Source FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 Total 321 Center Streetscape Improvements Tax Levy $ 600,000 $ 6,675,000 $ - $ - $ - $ 7,275,000 520 Equipment Replacement Levy/Water/Sewer $ 700,000 $ 803,000 $ 685,000 $ 695,000 $ 665,000 $ 3,548,000 522 Street Improvements Tax Levy $ 3,026,029 $ 2,531,250 $ 2,546,851 $ 2,562,843 $ 2,579,234 $ 13,246,207 523 Storm Drainage Improvements and NPDES compliance Tax Levy $ 340,000 $ 340,000 $ 340,000 $ 340,000 $ 340,000 $ 1,700,000 524 Sanitary Sewer System Investigation and Improvements Sewer Fund $ 1,200,000 $ 1,200,000 $ 1,200,000 $ 1,200,000 $ 1,200,000 $ 6,000,000 528 Hydrant Replacement Program Levy/Water Fund $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 500,000 529 Pump Station Upgrades Sewer Fund $ 600,000 $ 600,000 $ 600,000 $ 600,000 $ 600,000 $ 3,000,000 557 Comprehensive Watershed Storm Water Management Tax Levy $ 390,000 $ 390,000 $ 390,000 $ 390,000 $ 390,000 $ 1,950,000 Study and Implementation 560 Water Distribution System Improvements Water Fund $ 900,000 $ 900,000 $ 660,000 $ 660,000 $ 660,000 $ 3,780,000 587 Mass.Ave-Three Intersections Improvement Tax Levy $ 500,000 $ 50,000 $ $ 6,550,000 $ $ 7,100,000 644 Sidewalk Improvement Tax Levy $ 400,000 $ 400,000 $ 400,000 $ 400,000 $ 400,000 $ 2,000,000 645 Dam Repair Tax Levy $ 150,000 $ 525,000 $ - $ - $ - $ 675,000 672 Battle Green Master Plan-Phase 3 CPA $ 90,000 $ 650,000 $ - $ - $ - $ 740,000 683 Town Wide Culvert Replacement Tax Levy $ 390,000 $ 390,000 $ 390,000 $ 390,000 $ 390,000 $ 1,950,000 688 Town-wide Signalization Improvements Tax Levy $ 125,000 $ 125,000 $ 125,000 $ 125,000 $ 125,000 $ 625,000 850 Hartwell Avenue Infrastructure Improvements Tax Levy TBD TBD TBD TBD TBD TBD 852 Hastings.Park Gazebo Repairs/Overhead Wires CPA $ 3,120,000 $ $ $ $ $ 3,120,000 881 Municipal Parking lot improvements Tax Levy $ 40,000 $ 440,000 $ - $ - $ - $ 480,000 Public Works Total $ 12,671,029 $ 16,119,250 $ 7,436,851 $ 14,012,843 $ 7,449,234 $ 57,689,207 FY2015 Budget Process 1 10/25/2013 Summary of FY2015 Departmental Capital Requests Proposed Funding Public Facilities Source FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 Total 562 School Building Envelope and Systems Program Tax Levy $ 205,000 $ 210,000 $ 215,000 $ 221,000 $ 226,000 $ 1,077,000 564 LHS Heating Systems Upgrade Phases 2&3 Tax Levy $ 75,000 $ 893,000 $ - $ - $ - $ 968,000 639 Cary Memorial Building Upgrades CPA $ 7,988,000 $ - $ - $ - $ - $ 7,988,000 647 Municipal Building Envelope and Systems Tax Levy $ 178,302 $ 182,760 $ 187,329 $ 192,012 $ 196,812 $ 937,215 653 School Building Flooring Program Tax Levy $ 125,000 $ 125,000 $ 125,000 $ 125,000 $ 125,000 $ 625,000 696 School Window Treatments Extraordinary Repair Tax Levy $ 50,000 $ - $ - $ - $ - $ 50,000 698 School Paving Program Tax Levy $ 100,000 $ 150,000 $ 153,750 $ 157,593 $ 161,901 $ 723,244 699 Interior Painting Program Tax Levy $ 153,750 $ 157,594 $ 161,534 $ 165,572 $ 169,896 $ 808,346 739 East Lexington Fire Station Physical Fitness Room CPA $ 75,000 $ - $ - $ - $ - $ 75,000 749 Public Facilities Bid Documents Tax Levy $ 75,000 $ 75,000 $ 75,000 $ 75,000 $ 75,000 $ 375,000 835 Visitor Center Levy/CPA $ 220,500 $ 2,080,375 $ $ $ $ 2,300,875 870 Hastings.School Renovation/Replacement 1 Tax Levy 1,100;000 $ $ 40,000„000 $ $ 41,100,000 887 Middle School Nurses Stations Tax Levy $ 45,000 $ - $ - $ - $ - $ 45,000 888 Clarke Elevator Upgrade Tax Levy $ 275,000 $ - $ - $ - $ - $ 275,000 892 39 Marrett Road Community Center Renovation Levy/CPA $ 645,775 $ 7,978,942 $ - $ - $ - $ 8,624,717 900 Renovation&Update of Diamond Kitchen and Cafeteria Tax Levy $ 350,000 $ - $ - $ - $ - $ 350,000 901 Finance Office Reconfiguration Tax Levy $ 30,000 $ - $ - $ - $ - $ 30,000 904 Clarke Gymnasium Dividing Curtain Tax Levy $ 25,000 $ - $ - $ - $ - $ 25,000 910 Clarke Auditorium Audio Visual System Tax Levy $ 69,300 $ - $ - $ - $ - $ 69,300 Public Facilities Total $ 11,785,627 $ 11,852,671 $ 40,917,613 $ 936,177 $ 954,609 $ 66,446,697 1 In all likelihood,project funding would not be submitted for consideration at the 2014 annual town meeting. The School Committee has proposed that a Statement of Interest be submitted to the Massachusetts School Building Authority(MSBA)at the next opportunity,which is anticipated in January 2014. Response from the MSBA is anticipated in the Fall 2014 at which time the Town would have 90 days to seek Town Meeting approval of project funding. FY2015 Budget Process 2 10/25/2013 Summary of FY2015 Departmental Capital Requests Proposed Funding Recreation Source FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 Total 282 Park and Playground Improvements CPA $ 65,000 $ 65,000 $ 65,000 $ 65,000 $ 65,000 $ 325,000 518 Park Improvements-Athletic Fields CPA $ 100,000 $ 110,000 $ 75,000 $ 150,000 $ 210,000 $ 645,000 519 Pine Meadows Equipment Recreation Fund $ 51,000 $ 55,000 $ - $ - $ - $ 106,000 532 Park Improvements-Hard Court Resurfacing CPA $ 85,000 $ 55,000 $ 55,000 $ 60,000 $ - $ 255,000 848 Lincoln Park Field Improvements Levy/Rec/CPA $ 620,000 $ 620,000 $ - $ - $ - $ 1,240,000 Recreation Total $ 921,000 $ 905,000 $ 195,000 $ 275,000 $ 275,000 $ 2,571,000 Proposed Funding Information Technology Source FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 Total 553 Replace Town Wide Phone Systems-Phase III Tax Levy $ 260,000 $ 52,000 $ 204,000 $ - $ - $ 516,000 855 Network Redundancy&Improvement Plan-Phase II Tax Levy $ 140,000 $ 110,000 $ 100,000 $ 50,000 $ 50,000 $ 450,000 Information Technology Total $ 400,000 $ 162,000 $ 304,000 $ 50,000 $ 50,000 $ 966,000 Proposed Funding Schools Source FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 Total 896 School Classroom Furniture Tax Levy $ 200,000 $ 200,000 $ 200,000 $ 200,000 $ 200,000 $ 1,000,000 897 School Technology Capital Request Tax Levy $ 1,215,000 $ 1,220,000 $ 1,220,000 $ 1,220,000 $ 1,220,000 $ 6,095,000 898 School Traffic Safety Mitigation Tax Levy $ 100,000 $ - $ - $ - $ - $ 100,000 899 School AED Replacement Tax Levy $ 30,500 $ - $ - $ - $ - $ 30,500 Schools Total I $ 1,545,500 $ 1,420,000 I $ 1,420,000 I $ 1,420,000 I $ 1,420,000 H$ 7,225,500 GRAND TOTAL $ 28,042,656 . $ 30,458,921 $ 50,273,464 $ 16,974,020 $10,148,843 $135,897,904 FY2015 Budget Process 3 10/25/2013 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: PRESENTER: ITEM NUMBER: October 28, 2013 Carl F. Valente L2 Rob Addelson SUBJECT: Community Center Phase I Financing EXECUTIVE SUMMARY: As the Selectmen learned at its October 21 meeting, the cost for Phase 1 improvements for the Community Center project is estimated $3,169,000. Since this work is eligible for funding from the Community Preservation Act(CPA) fund, a request was presented to the Community Preservation Committee (CPC). At this meeting, Town Counsel gave his opinion that of the total project cost, he believes that $322,816 is not eligible for CPA funding. This amount is for telephone/communication systems, audio visual systems, furniture, fixtures and equipment, and the installation of salvaged kitchen equipment(from the Estabrook School). Based on this information, the CPC voted unanimously to recommend to Town Meeting that $2,846,184 of this project be funded with CPA funds. Staff is recommending that the remaining $322,816 be funded with Free Cash. The FY14 Free Cash was certified at $10,303,000. The estimate of Free Cash used at Summit 1 was $10,000,000, so the use of Free Cash as a funding source for the Community Center improvements will not impact our albeit preliminary, but overall financing plan for FY15. FINANCIAL IMPACT: $2,846,184 from CPA fund $ 322,816 from Free Cash $3,169,000 Total Appropriation RECOMMENDATION / SUGGESTED MOTION: Move to recommend to Town Meeting that the $3,169,000 for the Community Center Phase 1 improvements, be funded with $2,846,184 in CPA funds and $322,816 from Free Cash STAFF FOLLOW-UP: TMO and Finance Prepared by cfv AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: 10/28/13 STAFF: Lynne Pease ITEM NUMBER: I.3 SUBJECT: Special Town Meeting - Article Positions EXECUTIVE SUMMARY: Attached is a list of the articles for the November 4 Special Town Meeting. You have taken positions on all the articles except Article 5. FINANCIAL IMPACT: RECOMMENDATION / SUGGESTED MOTION: STAFF FOLLOW-UP: Selectmen's Office ARTICLE POSITIONS 2012 SPECIAL TOWN MEETING November 4, 2013 ARTICLE PRESENTATION DM PK NC HM JP AC CEC SC Article 2 Amend FY2014 Operating, Enterprise Yes Yes Yes Yes Yes Fund and Community Preservation Budgets Article 3 Appropriate to and From Specified Yes Yes Yes Yes Yes Stabilization Funds Article 4 Appropriate for Modular Classrooms at Yes Yes Yes Yes Yes the High School Article 5 Appropriate for Renovations to Buildings to be Acquired at 39 Marrett Road AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: 10/28/13 STAFF: Lynne Pease ITEM NUMBER: I.4 SUBJECT: Selectmen Appointments/Reappointments EXECUTIVE SUMMARY: The Council for the Arts requests that Cheryl Meadow be appointed. The Town Celebrations Committee would like Richard McDonough appointed to the subcommittee. They also asked that Charles Price be reappointed to the Town Celebrations Committee. At your meeting on September 23, 2013, you appointed Richard Canale and Maryann McCall- Taylor to the new Battle Road Scenic Byway Committee. You also need to designate members of this new committee as Special Municipal Employees. If you have any questions on this appointment/reappointment, please let me know. FINANCIAL IMPACT: RECOMMENDATION / SUGGESTED MOTION: Motion to appoint Cheryl Meadow to the Council for the Arts for a term to expire September 30, 2016. Motion to reappoint Charles Price to the Town Celebrations Committee for a term to expire June 30, 2016. Motion to appoint Richard McDonough to the Town Celebrations Subcommittee for a term to expire June 30, 2014. Motion to designate members of the Battle Road Scenic Byway Committee as Special Municipal Employees. STAFF FOLLOW-UP: Selectmen's Office AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: STAFF: ITEM NUMBER: October 28, 2013 Lynne Pease I.5 SUBJECT: Discussion of Community Feedback on Green Waste Processing RFP EXECUTIVE SUMMARY: At the September 9, 2013 and continued at the September 23, 2013 Selectmen meeting it was voted to provide a 30-day comment period on the draft RFP for an Organic Waste Processing Facility (anaerobic digester) at the Hartwell Ave. yard waste site. The 30-day comment period ended October 25, 2013. FINANCIAL IMPACT: RECOMMENDATION / SUGGESTED MOTION: Move to (release) (not release) the Organic Waste Processing Facility RFP. STAFF FOLLOW-UP: TMO and DPW Prepared by cfv AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: 10/28/13 STAFF: Lynne Pease ITEM NUMBER: C.1-2 SUBJECT: Consent Agenda EXECUTIVE SUMMARY: 1. Approve a one-day liquor license for the Bulgarian Center of New England to serve beer and wine at an art auction fundraiser at Temple Emunah on Sunday, November 10, 2013, from 6:00 p.m. to 10:00 p.m. 2. Approve a one-day liquor license for Full Circle Adoptions to serve beer and wine at an adoption fund raising event at Sacred Heart Parish Hall on Saturday, November 9, 2013 from 6:00 p.m. to 10:00 p.m. See attached information for all of the above items. FINANCIAL IMPACT: RECOMMENDATION / SUGGESTED MOTION: Motion to approve the Consent Agenda. STAFF FOLLOW-UP: Selectmen's Office AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING DATE: PRESENTER: ITEM NUMBER: October 28, 2013 Carl F. Valente Executive Session SUBJECT: Exemption 3: Suggested motion for Executive Session: Move that the Board go into Executive Session to consider the purchase, exchange, lease or value of real property and to reconvene in Open Session only to adjourn. Further, that as Chairman, I declare that an open meeting may have a detrimental effect on the negotiating position of the Town. EXECUTIVE SUMMARY: Discuss the Town's parcel of land adjacent to the Police Station, specifically whether the Board would be interested in selling the Hosmer House that is part of this parcel. FINANCIAL IMPACT: NA RECOMMENDATION l SUGGESTED MOTION: NA STAFF FOLLOW-UP: TMO Prepared by cfv