HomeMy WebLinkAbout2013-12-16 BOS Packet - Released
SELECTMEN’S MEETING
Monday, December 16, 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.Cary Memorial Building Design Committee Report (15 min.)
a.Project Update and Funding Request
b.Request for Special Town Meeting Article
2. Community Center Advisory Committee - Revise Charge and Membership
(5 min.)
3.Emergency Shelter Staff Recommendation (5 min.)
4.Community Center Advisory Committee Status Report (20 min.)
5.Selectmen Committee Appointments (5 min.)
a.Battle Road Scenic Byway Committee
b.Town Celebrations Subcommittee
6.Future Meetings (5 min.)
8:15 p.m. CONSENT (5 min.)
1.One-day Liquor License – J. Vincent Salon
8:20 p.m. EXECUTIVE SESSION (15 min.)
1. Exemption 3: Pending Litigation and Police Negotiations Update
8:35 p.m. ADJOURN
The next regular meeting of the Board of Selectmen is scheduled for Monday, January 6, 2014 at
7:00 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.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 12/16/13 STAFF: Lynne Pease ITEM NUMBER: I.1
SUBJECT:
Cary Memorial Building Design Committee Report
EXECUTIVE SUMMARY:
Nancy Shepard, Chair of the Cary Memorial Building Design Committee, and Don Mills,
Architect, will provide a project update, funding request and also a request for a Special Town
Meeting Article.
See attached information.
FINANCIAL IMPACT:
RECOMMENDATION / SUGGESTED MOTION:
Motion to support the Cary Memorial Building renovation project as proposed by the Cary
Memorial Building Renovation Design Committee, and to recommend said project to the
Community Preservation Committee for consideration of CPA funding.
Motion to call for a special town meeting on Monday, March 24, 2014 at 7:45 p.m. for the
purpose of presenting an Article for funding of the Cary Memorial Building renovation project.
STAFF FOLLOW-UP:
Selectmen’s Office
BOS meeting comments CMBRDCD 12/11/13
Thanks you for inviting us to address this meeting. We have a short presentation and then we’d be happy
to answer any questions you have.
I am here as the Chair of the ad hoc Cary Memorial Building Renovation Design Committee. With me is
Don Mills from Mills Whitaker Architects, who is the designer of the project. Other members from the
committee present at this meeting are…………………..
The charge of our committee is to oversee the development of the Cary Memorial Building Renovation
Design and Construction Documents. We have been instructed to review the completed study for the
Cary Memorial Building Renovation dated January 18, 2013 and to work with the designer to provide
feedback on the suitability of the design to achieve the identified improvements from the January 2013
report.
Since July, we have met 6 times and advised the designer on the development process. To insure that
we deliver the goals of the project to improve life safety, building infrastructure and usability, there are
now refinements to the project. The design has been enhanced and these refinements resulted in an
increase of approximately $625,000. The committee looked for opportunities to decrease costs before
voting unanimously to support these changes. The designer will explain these changes.
Don speaks here.
If the Board of Selectmen chooses to further these recommendations, the committee also recommends
timing of the appropriation to enable spring bidding and a 15 month construction project that would start in
June of 2014. We believe this is in the best interest of the community for 2 reasons- spring bidding will
potentially give us more competitive pricing than summer bidding and since the hall will not be usable
during construction, this will simplify the normal annual scheduling of the hall. The building would re-open
on September 1, 2015.
In order to achieve this schedule, we may want to consider a Special Town Meeting for this article.
Thank you.
Supporting materials: (provided by Don)
Overview of the funding of the project
DD phase- variations in project costs
Time line for the project
Breakdown of which parts of the project are eligible for CPA funds, PEG access, and Town funds.
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AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 12/16/13 STAFF: Lynne Pease ITEM NUMBER: I.2
SUBJECT:
Community Center Advisory Committee – Revise Charge and Membership
EXECUTIVE SUMMARY:
The Committee has requested that the Permanent Building Committee Liaison position become a
voting member of the Committee. See attached revised charge.
FINANCIAL IMPACT:
RECOMMENDATION / SUGGESTED MOTION:
Motion to approve the proposed changes to the Community Center Advisory Committee to make
the Permanent Building Committee Liaison a member.
Motion to appoint Jon Himmel as the Permanent Building Committee representative to the
Community Center Advisory Committee.
STAFF FOLLOW-UP:
Selectmen’s Office
AD HOC COMMUNITY CENTER ADVISORY COMMITTEE
Deleted: 7
Members: 8
Appointed by: Board of Selectmen
Length of term: The Committee tasks should be completed in 3 or fewer years
Staff: Public Facilities
Liaisons: Selectmen, Departments (Recreation, Human Services, Cary Library, Town Manager, MIS,
Police, Fire, Public Facilities, Public Works, School); Committees (Appropriations and Capital Deleted: Permanent Building,
Expenditures)
Description: To provide recommendations to the Board of Selectmen of how to best serve the intellectual, physical,
cultural and social needs of our diverse community by identifying services to be delivered in the Community Center, to
be located at 33 Marrett Road and as voted at the March 18, 2013 Special Town Meeting. Consideration must be given to
the timing and sequencing of providing these services, along with the implications for staffing. Proposals to upgrade the
facility should be made in a manner which is sensitive to the historic nature of the site and to maintain the Town’s
relationship with the immediate abutter(s).
Recommendations for buildings upgrades and/or renovations to accommodate such services may be referred at a future
time to the Permanent Building Committee.
Recommendations by the Committee may be organized by:
Programmatic components;
Organizational and staffing needs;
Impact on other municipal departments; and
Facility and space needs driven by the programs,
Interim recommendations to the Board of Selectmen that will allow the initial operation of the Community Center and
relocation of appropriate Town departments, shall be provided. The Committee will have completed its charge when the
Community Center is fully operational as defined by the Board of Selectmen.
Any and all recommendations of the Committee, including funding recommendations for facility upgrades or in support of
the Committee’s work, shall be made only to the Board of Selectmen unless the Selectmen direct otherwise. The Board of
Selectmen may choose whether to further these recommendations, including presenting the request to Town Meeting,
based on the Board’s determination of what is in the best interests of the community.
Criteria for Membership: The Committee shall consist of citizens with sufficient background to understand the delivery
of human services, recreation services and continuing education. It will also include a member of the Permanent Building
Committee Further, they should have sufficient understanding of facility and operational management and its impact on Deleted:
delivering said services. The Chair shall be selected by the Board of Selectmen and the Town Manager will select a non-
voting staff member to serve as Vice Chair.
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 by the Town Clerk.
2.Provide evidence to the Town Clerk that the appointee has completed the on-line training requirement
Formatted: Bullets and Numbering
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.
Ref: Charge adopted by the Board of Selectmen on April 22, 2013.
Board of Selectmen voted to designate members as Special Municipal Employees on April 22, 2013.
Selectmen revised the charge to include a Selectmen liaison on June 3, 2013.
Selectmen revised the charge to include a liaison from MIS and appointment of a Vice Chair on July 1, 2013.
AD HOC COMMUNITY CENTER ADVISORY COMMITTEE
Members: 8
Appointed by: Board of Selectmen
Length of term: The Committee tasks should be completed in 3 or fewer years
Staff: Public Facilities
Liaisons: Selectmen, Departments (Recreation, Human Services, Cary Library, Town Manager, MIS,
Police, Fire, Public Facilities, Public Works, School); Committees (Appropriations and Capital
Expenditures)
Description: To provide recommendations to the Board of Selectmen of how to best serve the intellectual, physical,
cultural and social needs of our diverse community by identifying services to be delivered in the Community Center, to
be located at 33 Marrett Road and as voted at the March 18, 2013 Special Town Meeting. Consideration must be given to
the timing and sequencing of providing these services, along with the implications for staffing. Proposals to upgrade the
facility should be made in a manner which is sensitive to the historic nature of the site and to maintain the Town’s
relationship with the immediate abutter(s).
Recommendations for buildings upgrades and/or renovations to accommodate such services may be referred at a future
time to the Permanent Building Committee.
Recommendations by the Committee may be organized by:
Programmatic components;
Organizational and staffing needs;
Impact on other municipal departments; and
Facility and space needs driven by the programs,
Interim recommendations to the Board of Selectmen that will allow the initial operation of the Community Center and
relocation of appropriate Town departments, shall be provided. The Committee will have completed its charge when the
Community Center is fully operational as defined by the Board of Selectmen.
Any and all recommendations of the Committee, including funding recommendations for facility upgrades or in support of
the Committee’s work, shall be made only to the Board of Selectmen unless the Selectmen direct otherwise. The Board of
Selectmen may choose whether to further these recommendations, including presenting the request to Town Meeting,
based on the Board’s determination of what is in the best interests of the community.
Criteria for Membership: The Committee shall consist of citizens with sufficient background to understand the delivery
of human services, recreation services and continuing education. It will also include a member of the Permanent Building
Committee Further, they should have sufficient understanding of facility and operational management and its impact on
delivering said services. The Chair shall be selected by the Board of Selectmen and the Town Manager will select a non-
voting staff member to serve as Vice Chair.
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 by 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.
Ref: Charge adopted by the Board of Selectmen on April 22, 2013.
Board of Selectmen voted to designate members as Special Municipal Employees on April 22, 2013.
Selectmen revised the charge to include a Selectmen liaison on June 3, 2013.
Selectmen revised the charge to include a liaison from MIS and appointment of a Vice Chair on July 1, 2013.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE:PRESENTER:ITEM NUMBER:
December 16, 2013 Carl F. Valente I.3
SUBJECT:
Emergency Shelter - Staff Recommendation
EXECUTIVE SUMMARY:
The Com
munity Center Advisory Committee is looking for guidance regarding whether the new
Community Center should function as the Town’s emergency shelter.
Currently, the high school serves as the emergency shelter. It has sufficient space, restrooms
with showers, sufficient parking and access to food storage and preparation equipment. It is also
on an emergency generator although not all parts of the building are served by this generator. Its
layout permits the ‘registration’ of residents who may be in need of a shelter during an
emergency event as well as segregated common and sleeping areas. While the high school could
benefit from certain upgrades for shelter purposes, it clearly has benefits in terms of size,
function and location that the Community Center could not provide. The Fire Chief, who is the
Director of Emergency Management, recommends that the emergency shelter remain at the high
school.
FINANCIAL IMPACT:
NA
RECOMMENDATION / SUGGESTED MOTION:
STAFF FOLLOW-UP:
TMO
Prepared by cfv
Town of Lexington
Fire Department
John A Wilson Tel: (781) 862-0272
Chief of Department Fax: (781) 861-2791
December 9, 2013
Michelle Ciccolo
Chair, AhCCAC
RE: Emergency Shelter
Dear Ms. Ciccolo,
As the Emergency Management Director for the Town, I wanted to address the use of the new
Community Center as an emergency shelter. When we plan a site for a shelter we look at several
key areas; central location, expandable area, having a food prep area, separate toilet and shower
facilities, and emergency power. This is why our primary emergency shelter is located at the
High School. The High School also has the added benefit of always having food on the premises.
I do not see the Community Center having any advantages over our current shelter, and we
would not want to divide our resources having multiple shelters.
I certainly agree that the community center would be ideal as a warming/cooling/charging center,
much like the Library, and would benefit from an emergency generator. I do not however
recommend using it as an overnight shelter.
Respectfully,
John A Wilson
Chief of Department
45 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 12/16/13 STAFF: Lynne Pease ITEM NUMBER: I.4
SUBJECT:
Community Center Advisory Committee Status Report
EXECUTIVE SUMMARY:
Michelle Ciccolo will be at your meeting to present a status report on the Community Center
Advisory Committee’s recommendations.
FINANCIAL IMPACT:
RECOMMENDATION / SUGGESTED MOTION:
STAFF FOLLOW-UP:
Selectmen’s Office
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 12/16/13 STAFF: Lynne Pease ITEM NUMBER: I.5
SUBJECT:
Selectmen Committee Appointments:
–Battle Road Scenic Byway Committee
–Town Celebrations Subcommittee
EXECUTIVE SUMMARY:
Rick Abrams has agreed to become a member of the Battle Road Scenic Byway Committee.
The Town Celebrations Committee has requested that Geetha Padaki be appointed to the Town
Celebrations Subcommittee.
FINANCIAL IMPACT:
RECOMMENDATION / SUGGESTED MOTION:
Motion to appoint Rick Abrams to the Battle Road Scenic Byway Committee for a term to expire
September 30, 2015.
Motion to appoint Geetha Padaki to the Town Celebrations Subcommittee for a term to expire
June 30, 2015.
STAFF FOLLOW-UP:
Selectmen’s Office
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 12/16/13 STAFF: Lynne Pease ITEM NUMBER: I.6
SUBJECT:
Future Meetings
EXECUTIVE SUMMARY:
Attached are calendars for January 2014 through April 2014 showing holidays, vacations I am
aware of and current meetings scheduled.
Please bring your calendars. Suggested meeting dates are:
January 13 (BOS) January 27
February 3 February 10 February 24
March 10 March 17
Town Meeting begins:
Monday, March 24 Wednesday, March 26
Monday, March 31 Wednesday, April 2
Monday, April 7 Wednesday, April 9
Wednesday, April 16
Monday, April28 Wednesday, April 30
No Town Meeting or BOS Meeting on April 14 (Passover) or the week of School Vacation
(April 21 to 25).
FINANCIAL IMPACT:
RECOMMENDATION / SUGGESTED MOTION:
STAFF FOLLOW-UP:
Selectmen’s Office
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
DATE: 12/16/13 STAFF: Lynne Pease ITEM NUMBER: C.1
SUBJECT:
Consent Agenda
EXECUTIVE SUMMARY:
Approve a one-day liquor license for J. Vincent Salon to serve beer and wine on Friday, January
10, 2014, from 5:30 p.m. to 8:30 p.m. for a one year anniversary party at the Salon located at
1666 Mass. Avenue.
See attached information.
FINANCIAL IMPACT:
RECOMMENDATION / SUGGESTED MOTION:
Motion to approve the Consent Agenda.
STAFF FOLLOW-UP:
en’s Office
Selectm