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2017-05-22 BOS Packet - Released
SELECTMEN'S MEETING Monday, May 22, 2017 Selectmen's Meeting Room 7:00 PM AGENDA PUBLIC COMMENTS Public comments are allowed for up to 10 minutes at the beginning of each meeting. Each speaker is limited to 3 minutes for comment. Members of the Board will neither comment nor respond, other than to ask questions of clarification. Speakers are encouraged to notify the Selectmen's Office at 781-698- 4580 if they wish to speak during public comment to assist the Chairman in managing meeting times. SELECTMAN CONCERNS AND LIAISON REPORTS TOWN MANAGER REPORT 1. Public Works Week 2. Summer Road Work/Closures 3. Reporting Process for Hate Crime Incidents ITEMS FOR INDIVIDUAL CONSIDERATION 1. Report on Electric Aggregation Bids and Update on Hartwell Solar Project(10 7:15 p.m. min.) 2. Review of 2016 and Preview of 2017 Farmers' Market(10 min) 7:25 p.m. 3. Approve Farmers' Market Winery License(5 min) 7:35 p.m. • Coastal Vineyards . Harvest Cider 4. Update on Lincoln Park Lighting Project(15 min.) 7:40 p.m. 5. Review and Approve Memorandum of Agreement for Manor House Project(10 7:55 p.m. min.) 6. Review and Approve Draft Letter- High School Hate Incident(10 min.) 8:05 p.m. 7. Approve and Sign CPA Grant Agreements (5 min.) 8:15 p.m. . Friends of Minuteman National Park-Parker's Revenge Interpretive and Public Education Signage and Displays. . Lexington Housing Authority - Greeley Village Porch Decking Supplemental Funding. . Lexington Historical Society -Interpretive Signage Project 8. Town Manager Reappointments (5 min.) 8:20 p.m. CONSENT AGENDA 1. Approve and Sign Proclamation-Youth Commission Anniversary 2. Water& Sewer Commitments &Adjustments 3. Approve Minutes-November 2016 4. Approve One Day Liquor License- Dana Foundation 5. Approve One Day Liquor License-Spectacle Mgmt(4 events) 6. Approve One Day Liquor License- Community Endowment of Lexington 7. Sign Eagle S c out Letter- Liam Mattingly EXECUTIVE SESSION 1. Exemption 3: Collective Bargaining Update- Fire Union 8:30 p.m. ADJOURN 1. Anticipated Adjournment 8:45 p.m. A joint meeting of the Board of Selectmen, School Committee, Appropriations Committee and Capital Expenditures Committee is scheduled for Tuesday, May 30, 2017 in Estabrook Hall, 1605 Massachusetts Avenue. A joint meeting of the Board of Selectmen and Planning Board is scheduled for Monday, June 5, 2017 at 6 p.m. in Estabrook Hall, 1605 Massachusetts Avenue. The next regular meeting of the Board of Selectmen is scheduled for Monday, June 5, 2017 at 7:00 p.m. in the Selectmen Meeting Room, Town Hall, 1625 Massachusetts Avenue. Hearing Assistance Device.v Available on Reque.vt �� �� � All agenda time and the order of items are approximate and subject to change. Recorded by LeWedia AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Report on Electric Aggregation Bids and Update on Hartwell Solar Project (10 min) PRESENTER: ITEM NUMBER: Mark Sandeen, Chair, Sustainable Lexington I.1 SUMMARY: No vote is requested for this agenda item. Mark Sandeen will provide an update on the recent contract award for a townwide electricity aggregation program. Mr. Sandeen will also update the Board on the status of the solar facility projects at the Hartwell Avenue compost site. SUGGESTED MOTION: NA FOLLOW-UP: NA DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 7:15 p.m. ATTACHMENTS: Description Type D C"a>utivnRAlity(11,OiCO Q'ira a RUr tia>nr. 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NOTIFICATION LETTER <MONTH><DAY>,2017 Lexington's Dear Lexington Electricity Service Customer, Co m m U n Ity Chois I am writing with information about the supplier portion of your Eversource electric bill. Program Currently,you are an Eversource Basic Service customer.This means Eversource is your electricity supplier(they buy electricity for you). Your New Electricity Supply Price In July 2017,you will be automatically enrolled in the Town's Community Choice .449 00 electricity aggregation program.Under this program,Eversource will continue delivering This price will begin with your your electricity, but now from the electricity supplier selected by the Town. Lexington has July 2017 meter read.It will first appear signed a contract with Agera Energy,which will be in effect from July 2017-December on your August 2017 Eversource electric 2018 meter reads.This change will allow Lexington to include 100%renewable energy bill.It will end with your December 2018 in your electricity at a price that is lower than Eversource Basic Service at program launch. meter read.Compare to Eversource rates (The Eversource Basic Service rate will change 6 months after launch.) on the back. Ulumi As provided by state law,you will be automatically enrolled in Lexington's Community Choice program,unless you choose not to participate. For More Information ® If you participate:Eversource will continue to deliver your electricity,fix power outages, Web: masspowerchoice.com and bill you, but Agera Energy will become your electricity supplier.You will see Agera /lexirngtorn Energy and the program price on the supplier portion of your Eversource electric bill. Email: lexi ngton@massposverchoice >com Eversource's delivery charges will be unaffected. Phone: Il-.841_379..993 a ® If you do not participate:Eversource will continue to be your electricity supplier,and the supplier portion of your electric bill will remain on the Eversource Basic Service rate. Don't Want to Participate? Program Benefits You don't have to.There is no penalty or fee to opt out of the program,and 100%renewable energy-Lexington's Community Choice program will supply 100% you may opt out at any time. renewable electricity to all program participants. If you choose not to participate,you Choice-You have three new alternatives:You will be automatically enrolled in the 100% will remain an Eversource Basic Green offering,which provides 100%renewable energy with at least 17%from renewable Service customer. energy projects in New England.Alternatively,you may choose New England Green,which provides 100%renewable energy all from projects in New England.If you don't want 100% To opt out before the program begins, do one of the following before renewable energy,you may choose Basic. (Details on the back.) <MONTH><DAY>,2017: Predictability-Your electricity supply price will not change before your December 2018 lumi�. Sign&return the enclosed postcard, meter read.There are no hidden costs. call Agera Energy at I-BXV XXX-.XXXX or opt out online at Your Relationship with Eversource masspowerchoice>com/lexington ® Your bill will continue to come from Eversource To opt out in the future,do one of the following at any time: ® You will continue to call Eversource if your power goes out. ® Distribution,transmission,transition,and customer charges will not be affected. llii" Call Agera Energy at I-8XX.. XXX-.XXXX or opt out online at If you are eligible for a low-income delivery rate or fuel assistance,you will continue masspowerchoice.com/lexington to receive those benefits as a participant in Lexington's Community Choice program. Program Options & Pricing 1. If you do nothing,you will be automatically enrolled in 100%GREEN: 10.449*0/kWh for residential,small business,and medium&large business Renewable energy content 100%renewable energy.Provides least 17%from renewable energy projects in New England, which is 5%over the minimum required by the state. Rate term July 2017 meter read-December 2018 meter read. Exit terms Leave any time.No exit charge. 2. If you want 100%local renewable energy,you may choose NEW ENGLAND GREEN: 12.014*0/kWh for residential,small business,and medium&large business To choose NEW ENGLAND GREEN,call Agera Energy at 1-8XX-XXX-XXXX energy content 100%renewable energy,all from renewable energy projects in New England. Rate term July 2017 meter read-December 2018 meter read. Exit terms Leave any time.No exit charge. 3. If you do not want 100%renewable energy,you may choose BASIC: 10.32*0/kWh for residential,small business,and medium&large business - To choose BASIC,call Agera Energy at 1-8XX-XXX XXXX Renewable energy content Meets Massachusetts minimum renewable energy requirements. Rate term July 2017 meter read-December 2018 meter read. Exit terms Leave any time.No exit charge. 4. If you choose to opt out,you will remain on EVERSOURCE BASIC SERVICE, 10.759 0/kWh residential which will be reflected in the supplier services portion of your Eversource bill: 10.764 0/kWh small business 10.834 0/kWh medium/large business Renewable energy content Meets Massachusetts minimum renewable energy requirements. Rate term July 1,2017-December 31,2017,for residential and small business accounts.July 1,2017-September 30,2017, for medium&large business accounts.Eversource's fixed Basic Service rates change every 6 months for residential and small business accounts and every 3 months for medium and large business accounts. Exit terms Leave any time.No exit charge.(Except for medium and large business accounts.) *The 100%Green price, the New England Green price,and the Basic price all include a$0.001 /kWh administration fee. Frequently Asked Questions Are savings guaranteed?No.The program price is guaranteed to be below Eversource only until the end of the current Eversource rate term.The Eversource rate will next change on January 1,2018,for residential and small business accounts and on October 1,2017,for medium and large business accounts. I have chosen my own electricity supplier.Will I be automatically enrolled?If you have already chosen a different electricity supplier, you should not be automatically enrolled. However, if you received this letter and would like to maintain your existing electricity supplier, you should opt out of the Community Choice program. If you want to join Lexington's program,you do not need to take any action. I have solar panels on my property.If I join,will I continue to receive net metering credits?Yes.Net metering will work the same way if you participate in the program.Your net metering credits from your solar panels will continue to appear on your Eversource bill and will continue to be calculated based on Eversource's Basic Service price, not based on the Community Choice program price. If you have any additional questions,please do not hesitate to contact customer support at lexingtonC�masspowerchoice.coin or 1-844-379-9935. Our Town consultants will be happy to help you.Many questions can also be answered online at m asspowerchoice.coin/l exinngtonn. Carl Valente Mark Sandeen Town Manager Chair, Sustainable Lexington AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Review of 2016 and Preview of 2017 Farmers' Market (10 min) PRESENTER: ITEM NUMBER: Leslie Wilcott-Henrie and Ashley Wenger, Lexington Farmers Market 1. 2 SUMMARY: Ashley Wenger, Market Manager and Leslie Wilcott-Henrie, Market Coordinator will provide a summary of the 2016 market and what is coming for 2017. See attached Farmers' Market 2016 Summary. SUGGESTED MOTION: No motion necessary FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 7:25 p.m. ATTACHMENTS: Description Type D Qrarram:*,, Market 20116 Strutimi iuy. Rackrrk,Matorrinl ) Z Lexington Farmers'Market Summer 2016-Winter 2017 Summary and Review • 2016 was the twelfth season of the Lexington Farmers' Market, going from May 31 to October 25 for a total of 22 weeks. • LFM Thanksgiving FEASTival market was held for the seventh year on the Tuesday before Thanksgiving at Seasons Four in Lexington. • The second season of the Small Yet Mighty Winter Market took place from January-March 2017. Highlights from Summer 2016-Winter 2017: • The second Small-Yet-Mighty Winter Market was held for six weeks in January-March 2017 in a collaboration with the Waldorf School (a new partnership) with ten farmers and vendors from our regular season market • Started a monthly cookbook swap/fundraiser for SNAP • Produced a promotional video about the SNAP matching program at the LFM, including a link to a paypal account. Video raised $2,400 • Formed a non-profit corporation (Lexington Local Food Collaborative dba Lexington Farmers' Market), including the formation of Board of Directors. This is a major step towards becoming a 501(c)3 in the future • Hired Ashley Wenger as the LFM's new Market Manager SUMMER MARKET Farmers and Vendors The LFM had 27 farmers and vendors, including weekly, bi-weekly and occasional guest vendors. LFM encourages local residents to participate in the market as farmers/vendors, and has a number of farmers and vendors from neighboring communities. Artisans Tent In 2016,the Artisans Tent hosted 37 artists including jewelry makers,weavers, furniture builders, potters, paper designers, and more. Some artisans came once, and others regularly throughout the season. Entertainers Nineteen individuals or groups performed free of charge in 2016,bringing a range of great entertainment to the LFM. A few of the performances included Lexington Fife &Drum Corps, Bob Leger,Alex Lehar,the Jeweltones from Temple Isaiah, Stan Dancewicz, Rendezvous,Alice Troop, Liberty Bones, Reverb Nation, Seven Days Out, Susannah Fiore, Rahel, Joe Burns and the Harmonators, Penn Johnson, LHS Jazz Trio, Paint Mine Medicine Show, The Predators (middle school band), Music Together, Kira Fine. We thank all of the entertainers for contributing to the vibrant atmosphere and helping build community at the LFM. Nonprofits and Community Organizations The LFM hosted eighteen nonprofits and community organizations at the market in the 2016 season. The market welcomed Minuteman High School Future Farmers of America, Kids Cooking Green, Community Outreach Group for Landscape Design, Communities United, Supportive Living, Lexington @ Home, Lexington Education Foundation, Kin Folk, Boston Gleaners, Cooking Matters, Cradles to Crayons, Communities Without Borders, Leo C. Reddan Foundation, Lexington Youth and Family Services, Friends of Lexington Bikeways, Heifer International, Lexington Health Department, and Lexington Senior Services. Educational Offerings • Kids Cooking Green teaches pre-k through middle school-age children in Lexington and other area communities about nutrition, hands-on cooking and environmental awareness. KCG led multiple educational events free of charge at the 2016 market geared toward children and families. • Lexington Health and Human Services: information on ticks • Cary Library: highlighted summer reading program and library services Special Events: The LFM hosted festivals and events throughout the season, including Tomato Fest, Bike to the Market (monthly), Kid's Day (local kids selling homemade and homegrown products), Farmers' Market Appreciation Week, and Local Food for SNAP silent auction to benefit the LFM's SNAP program (see below), and Fall Fest. In addition, in March 2016 Via Lago hosted their final annual fundraiser Mondays in March to support the SNAP matching program at the market. THANKSGIVING FEASTIVAL This was LFM's seventh annual holiday market, once again generously hosted by Seasons Four. Some highlights include: • The FEASTival was held from 12-4 pm and was well attended, over 400 people shopped. • 16 farmers and vendors participated from the regular season market. • This annual event has become a holiday favorite. Farmers,vendors and customers enthusiastically support continuing this Thanksgiving tradition in 2017. WINTER MARKET Second Annual Small Yet Mighty Winter Market In its second season,the Small Yet Mighty Winter Market was held every other Saturday in January, February and March from 11-2 pm for a total of six markets. This was the first time the winter market was held at the Waldorf School in Lexington, 639 Massachusetts Avenue in East Lexington; the location changed from the Lexington Community Farm as their farmstand was no longer available for use in the winter. The LFM is extremely grateful to the Waldorf School for their generosity and cooperation; we developed a very positive working relationship that we look forward to continuing in the future. The Winter Market hosted ten farmers and vendors from the LFM's regular market along with the Waldorf School's Homespun Store. The market averaged 100 customers per week, with farmers and vendors reporting very healthy sales. Customers were grateful to have an opportunity to visit their favorite farmers and vendors, and once again proved to be an important way to support our farmers, vendors and community in the off-season with local, healthy food. Despite challenges on market days that affected attendance (blizzard on opening day,the Women's March, LPS vacation),the market was a success,with bulk and pre-orders and solid weekly sales. We are exploring the possibility of extending the market into April at the request of both customers and farmers/vendors and increasing media outreach. GENERAL: SNAP: Supplementary Nutritional Assistance Program For the seventh year,the LFM offered a matching program enabling SNAP shoppers to double the amount of their purchase at the market. This program is supported by private community donors and fundraising efforts held throughout the season • LFM holds "Close the Gap" at the last market of the month, giving SNAP shoppers $10 in additional coupons when they show their EBT card. This program was put in place two years ago, after studies showed many SNAP recipients are low on funds for food at the end of the month • The amount of SNAP dollars issued was approximately$4500 • LFM matched $2,600 of the above amount Community Partnerships: The LFM is deeply appreciative of the local businesses and organizations that helped the market in a number of ways in 2016. These businesses include Seasons Four (host of Thanksgiving FEASTival), Via Lago, Friends of Cary Memorial Library,the Waldorf School of Lexington, the Town of Lexington Family and Human Services Departments, Friends of Lexington Bikeways, Town of Lexington Board of Health, and Town of Lexington Dept. of Public Works. Corporate Sponsors: LFM had seven corporate sponsors in 2016, many of them longtime supporters of the market. Sponsors were Joyce Murphy of William Raveis Realty, Eastern Bank, aloft/Element hotels, Encharter Insurance, CycleLoft, Solar Five and CareOne Lexington. Customer base: In 2016,the average daily attendance was approximately 780 customers,which is similar to previous years. While the increasing numbers of farmers markets in the area has slowed the growth in attendance at the LFM, farmers and vendors report that their sales are holding steady and in some cases, the LFM is their best market. There has been an increase in young families attending the market, a focus of our outreach events, and we are looking to increase the opportunities for seniors in the community to attend the market as well. An important goal is for the LFM to reflect the diversity and vibrancy of our greater community. Media Outreach: • The weekly newsletter is sent to 1,435 people, up from 1,300 last year. The newsletter includes a schedule of farmers,vendors, artisans and entertainers who are attending the market, as well as descriptions of special events. • Facebook("The Lexington Farmers Market") currently has 1,300 "likes", up from 1,100 in October 2016. Facebook posts include the weekly market schedule, recipes, articles of interest, and photographs from the market. • The LFM Instagram account (Lexington Farmers Market) has 375 followers, and features farmers,vendors, food and market moments. Volunteers: Over 25 volunteers helped run the 2016 market, including setting up and taking down the market, social media and media outreach, financial work,vetting of farmers and vendors, working with the Lexington Board of Health, and running LFM special events. The volunteers come from throughout the community, and include an active group of students from Lexington High School. Appreciation The Town of Lexington has continued to give the LFM overwhelming support, for which we are extremely grateful. We thank Gerry Cody and the Board of Health,the Police Department for working to help with both weather safety and creative parking solutions, Linda Vine, Carl Valente, Cathy Severance,the Board of Selectmen and Department of Public Works for their help throughout the season. Finally,we thank our loyal and wonderful customers who show up rain or shine to support the farmers and fill their kitchens with healthy, local food. Looking Forward to 2017: • 2017 will be our 13th market season • The LFM is opening on Tuesday, May 30th and will be open until October 31st. We anticipate holding the 8th annual Thanksgiving FEASTival on Tuesday, November 21st. • We have brought in a number of new and exciting vendors this season, including Narragansett Creamery (cheese and yogurt), Savory Root Farm & Kitchen (handmade artisan crackers) Trill Foods (baked goods and cold treats made in Belmont), Prospect Ciderworks (Hard Cider Company in Boston), Jaju Pierogi (handmade pierogi), Laszlo Family Farm (farm-direct pet food), Lilac Hedge Farm (Signal Rock Lamb) and Ava's Caramel Popcorn (sweet and savory caramel popcorn from Arlington). • The LFM will be introducing new events into the market including a Health Day and Sponsorship Day at the market. • We will also be piloting a new grocery valet starting in July, allowing shoppers to leave their purchases with a market volunteer while bringing their car around. • The LFM is a new beneficiary of a grant from the Farmers' Market Coalition which provides the market with new SNAP/EBT equipment and covers associated costs for three years. • The former mayor of Lexington, KY and founder of their farmers' market will be moving to Lexington this summer and we will be welcoming her to the LFM and Lexington, MA! • We appreciate the support the town has already given in helping us plan our upcoming season and look forward to working with new Lexington town officials including Assistant Town Manager Kelly Axtell. AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve Farmers' Market Winery License (5 min) PRESENTER: ITEM NUMBER: Suzanne Barry 1.3 SUMMARY: Coastal Vineyards and Harvest Cider have applied for a special license to sell and serve samples of wine at the Lexington Farmers' Market for the 2017 season from May 30 - October 31, 2017 at the Farmers' Market grounds, Mass Ave and Fletcher Ave. SUGGESTED MOTION: Motion to approve and sign special licenses for Coastal Vineyards and Harvest Cider to sell and serve samples of wine at the Lexington Farmers' Market on Tuesdays from May 31 - October 31, 2017. FOLLOW-UP: Board of Selectmen DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 7:35 p.m. ATTACHMENTS: Description Type D CbasudVnicyadA}ny,Ecationr. RackupMatorrinl APPLICATION BY A FARMER WINERY FOR LICENSE TO SELL AT A FARMER'S MARKET (CH.138,§15F) YEAR 20i-�- 1.Licensee Information: ABCC License Number: (If Existing Licensee) 134 Name of Applicant: Harvard Cider LLC Business Name(d/b/a if different): Prospect Ciderworks Mailing Address: 173B Norfolk Ave City/Town: Boston State MA Zip 02119 Manager of Record: Ben Hamm Conard Phone Number of Premises: (617)541-6906 Other Phone: 5187888364 Email: ben@prospectclderworks.com Website ros ectciderworks.com Contact Person concerning this application(attorney if applicable): Name: Ben Hamm Conard City/Town: Boston State MA Zip 02119 Address: 173B Norfolk Ave Email: ben@prospectciderworks.corn Contact Number:F(518)788-8364 Fax Number: 2.Event Information: A.Farmer's Market licenses are only permitted at events that the Department of Agriculture has certified as Agricultural Events. Please attach document from Department ofAgricultural Resources certifying that this is an agricultural event. Date(s)of Event: Tuesdays,from 5/31/2017 to 11/22/2017 from 2:00-6:30 B.Contact person for applicant during event: Name: Ben Hamm Conard Phone number of contact: (518)788-8364 C.Description of the premises within the Farmer's Market: Address of Premises for the Sale of Wine: Corner of Massachusetts Ave and Fletcher Ave City/Town: Lexington State MA Zip 02420 Phone Number of Premises: Describe Area to be Licensed: 1 0x1 0 booth at the Farmer's Market . _ .. LU MAY 2 9 017 APPLICATION FOR LICENSE BY A FARMER WINERY TO SELL AT A FARMER'S MARKET (CH.1 38,§1 5F) 3.Existing License(s)to Manufacture,Export and Sell at Retail: List the license(s)you hold which authorize the manufacture,exportation and retail sale of wine to consumers:(Attach a copy of each license) Name License Type License Address Harvard Cider Co.LLC Farmer-Winery License 173B Norfolk Ave,Boston,MA 02119 4.Are you providing,without charge,samples of wine to prospective customers? Yes FX No E] Section 15F specifically requires that"a//samples of wine shall be served by an agent,representative or solicitor of the licensee." A.If yes,please provide names and addresses of all agents,representatives and solicitors: Name Address ABCC License Number Ben Hamm Conard 1218 Martinsville Road,Basking Ridge,NJ 07920 FW-134 B.Proof of Age for Sale to Consumers: Please identify all methods by which you will obtain proof of age before providing samples or making any sales of wine to consumers: We ask for valid I.D.before sampling or selling any customer. 5.Transportation and Delivery: Please identify in detail all persons or businesses that are licensed under M.G.L.c.138,§22 that will be making any delivery of wine on your behalf to the Farmer's Market in Massachusetts. We will deliver our own product to the Farmer's Market SlIX1110E APPLICATION FOR LICENSE BY A FARMER WINERY TO SELL AT A FARMER'S MARKET (CH.1 38,§1 SF) 6.Safety and Tax Registration: Has the Farmer's Market registered with the Food and Drug Administration? Yes No Registration Date: 7.Disclosure of License Disciplinary Action: Have any of the your licenses to sell alcoholic beverages ever been suspended,revoked or cancelled? Yes No If yes,list said interest below: Date License Reason why license was Suspended,Revoked or Cancelled Pursuant to M.G.L.Ch. 62C,Sec. 49A,I certify under the penalties of perjury that,I have filed all state tax returns and paid all state taxes required under law. I further understand that each representation in this application is material to the determination of the application and state under penalty of perjury that all statements and representations therein are true. N ,i J J,. Signature Title Account Manager Date 04/20/2017 Revised:6/9/11 THE COMMOT,-,TWEALTH OF MASSACHUSETTS EXECUTIVE OFFICE 01" ENERGY AND ENVIRONN/IENTAi. AFFAIRS Department of Agricultural Resources 251 Causeway Street, Suite 500,Boston, MA 02114 4-MDAR 40 '7-626-1850 www,rnass.gov/agr MASSACHUSETTS DEPARTMENT 617-626-1700 fax; 6, Of AGRICULTURAL RESOURCES CHARLES D. BAKER KARYN E. POLITO MATTHEW A.BEATON JOHN LEBEAUX Governor Lt.Governor Secretary Commissioner April 25, 2017 Prospect Ciderworks Ben Hamin Conard 173B \Torfolk .Aver Boston, MA 02119 Re: Certification of Agricultural Event P,,jrsuant to M.G.L. c. 138, Section 15F Dear Mr. Conaxd: Please be advised that your application for certification of the Lexington Farmers' Market, on Tuesdays from May 3 0,h 2017 to October 3 l't 2017 from 2:00 pm to 6:30 pm as an agricultural event pursuant to M.G.L. c. 138, Section 15F has been approved. Please remember that, upon certification of an agricultural event by MDAR, the 4irm-wincry must submit a copy of the approved application to tl�e local licensing authority along with th,& application for obtaining a special license from the city or town in which the event will be held. Upon issuance of a special license, the winery should confirm that a copy of the special license was sent by the local licensing authority to the Alcoholic. Beverages Control Commission (ABCC) at least seven (7)days prior to the event. Sincerely, JohnLebeaux, ornmissioner THE COMMONWEALTH OF MASSACHUSETTS EXECUTIVE OFFICE OF ENERGY AND ENVIRONMENTAL AFFAIRS Department of Agricultural Resources DAR 251 Causeway Street,Suite 500,Boston,MA 02114 MA"ACKSEM DMATUDIT 617-626-1700 fax: 617-626-1850 www.mass,gov/agr 41aw of AGUMIJURAL FMOM0 Application for Certification of an Agricultural Event for the Sale of Wine Pursuant to M.G.L.c.138,Section 15F *To be completed by the licensed farm-winery and returned to: By Mail:Agricultural Event Certification Program,251 Causeway Street,Suite 500,Boston,MA 02114 By Email:Rebecca,DavJdson2State,ma,us with the subject line"Agricultural Event Certification" (A separate application must be completed for each event) In order for your application,to be ccrs!dered complete,you must include the following documents.Incomplete applications will not be accepted. Signed and dated application with farm-winery license number List of vendors with brief descriptions of products for current ygarLsegson Event operational guidelines or rules for current yearlseason Resume of event manager or description of experience Plan depicting the premises and specific location where the license will be exercised.See Template 1. Approval letter from event management including the name of the licensed farm-winery and the day(s),month and year of event,See Template 2, 1.Appllcantln orma on Name of Licensed Farm-Winery Prospect Ciderworks Farm-Winery License Number FW-1 34 state of issue MA Contact Person j Ben Hamm Conard Address tress 1731B Norfolk Ave City Boston State MA Zip 02119 City Phone Number 617N r41_RQnr, Email ben prospectciderworks.00m Correspondence preference []Regular Mail FV_1 Email Note:Approvoldenial.fetters will be sent regular mail, Do you intend to sell,sample,or both?Check all that apply. Risen ir6a�_1Jv6nt 1nf 0 l6rli Name of Agricultural Event Lexington Farmers' Market Other ricultura 7 7 Agricultural Fair(as defined Farmers Market(as Other Type of Event ❑ by MDAR policy) defined by MDAR policy) ElAgricultural Event If you selected"Other Agricultural Event", how does this event promote local agriculture? Event Address corner of Massachusetts Avenue and Fletcher Aveue Lexington zip, 1 02420 State MA City Lexington MA Event Phone Number Event Website www,lexingtonfarmersmktAgm@il,I 3,Event Description What are the date(s)and time(s)of the event? Start date 05 /30 /17 End date 10 /31 /17 Time 2-6:30 pm 10-th Day yaar Month Day y— If this is a weekly event,on what day of the week does the event occur?Tuesday If the event is an agricultural fair,does the Yes No N/A event include competitive agriculture? Is the event sponsored or run by an ❑ Yes No agricultural/horticultural society, grange, agricultural commission or association whose primary purpose is If yes,identify: the promotion of agriculture and its allied industries? 4,Event Management Name of Event Manager Ashley Wenger Email Address =1exJgtonfarmersmkt@gMail,com Phone Number (574) 274-2456 Is this person the on-site manager? L/ Yes No If no, identify on-site manager(include contact information): If there are multiple managers, list them and include contact information: Attach on-site manager(s) resume(s) or list any credentials or training of the on-site manager(s): Relevant credentials include,but are not limited to,experience as a market manager,attendance at any market manager workshops,and experience with other agricultural events. Assistant Market Manager for 2015 Mobile Farmers' Market in New Haven, CT, volunteer and occasional Market Manager of the 2016 Union Square Market, Market Manager of 2016-2017 Somerville Winter Market, attended Harvest New England Conference and assorted market manager trainings and conferences Page 2 of 3 5.General Attach or provide in the space below a plan depicting;the premises and the specific_location where the license will be exercised,See template for necessary elements to include. 04/17/2017 Signatu of Applicant Date Caen Hamm Canard Account Manager Name(please print) Title (please print) FW-134 Massachusetts Farm-Winery License Number State FOR aEPARTIVIENT USE,O LY f APPkp( AC The event listed abov i n a rove ag i Itural ev t by the Massachusetts Department of Agricultural Resources under M.G..L C & ec. 5 . Signature Date P x' DENIAL The event listed above is not a Loved as an agricultural event by the Massachusetts Department of Agricultural Resources for the following reason(s): Signature Date Page 3 of 3 APPLICATION BY A FARMER WINERY FOR LICENSE TO SELL AT A FARMER'S MARKET (CH.138,§15F) YEAR 20 1.Licensee Information: ABCC License Number: (If Existing Licensee) FW-63 Name of Applicant: David W.Neilson Business Name(d/b/a if different): Coastal Vineyards Mailing Address: 61 Pardon Hill Road City/Town: South Dartmouth State El Zip 02748 Manager of Record: David W.Neilson Phone Number of Premises: 774-202-4876 Other Phone: 508-642-3866 Email: info@coastal-vineyards.com Website: www.Coastal-Vineyards.com Contact Person concerning this application(attorney if applicable): Name: City/Town: State Zip Address: Email: Contact Number: Fax Number: 2.Event Information: A.Farmer's Market licenses are only permitted at events that the Department of Agriculture has certified as Agricultural Events. Please attach document from Department ofAgricultural Resources certifying that this is an agricultural event. Date(s)of Event: Tuesdays May 30-Oct.31 B.Contact person for applicant during event: Name: David Neilson Phone number of contact: 508-642-3866 C.Description of the premises within the Farmer's Market: Address of Premises for the Sale of Wine: Corner of Mass.Ave and Fletcher Ave. City/Town: Lexington State MA Zip 02420 Phone Number of Premises: 574-274-2456 Describe Area to be Licensed: Lexington Farmers Market APPLICATION FOR LICENSE BY A FARMER WINERY TO SELL AT A FARMER'S MARKET (CHA 38,§15F) 3.Existing License(s)to Manufacture,Export and Sell at Retail: List the license(s)you hold which authorize the manufacture,exportation and retail sale of wine to consumers:(Attach a copy of each license) Name License Type License Address 4.Are you providing,without charge,samples of wine to prospective customers? Yes F No F Section 15F specifically requires that"all samples of wine shall be served by an agent representative or solicitor of the licensee." A.If yes,please provide names and addresses of all agents,representatives and solicitors: Name Address ABCC License Number David Neilson 61 Pardon Hill Road,South Dartmouth,MA FW-63 B.Proof of Age for Sale to Consumers: Please identify all methods by which you will obtain proof of age before providing samples or making any sales of wine to consumers: Mass drivers license Military ID 5.Transportation and Delivery: Please identify in detail all persons or businesses that are licensed under M.G.L.c.138,§22 that will be making any delivery of wine on your behalf to the Farmer's Market in Massachusetts. David W.Neilson 'of as cfitoor-rill sll as-x !is i�(r (w &d,IGfl(was(w uus(w Mast IG:ag(t . APPLICATION FOR LICENSE BY A FARMER WINERY TO SELL AT A FARMER'S MARKET (CHA 38,§15F) 6.Safety and Tax Registration: Has the Farmer's Market registered with the Food and Drug Administration? Yes F] No FX Registration Date: 7.Disclosure of License Disciplinary Action: Have any of the your licenses to sell alcoholic beverages ever been suspended,revoked or cancelled? Yes F No F If yes,list said interest below: Date License Reason why license was Suspended,Revoked or Cancelled Pursuant to M.G.L. Ch. 62C, Sec. 49A,I certify under the penalties of perjury that,I have filed all state tax returns and paid all state taxes required under law. I further understand that each representation in this application is material to the determination of the application and state under penalty of perjury that all statements and representations therein are true. IL.,:II uc cp,1n11c, glcfiilu.ii;lnn unfiluuumdunn�, Signature Title Owner Date 5/7/2017 Revised:6/9/11 Additional Space Please note which question you are using this space for. THE COMMONWEALTH OF MASSACHUSETTS EXECUTIVE. OFFICE OF ENERGY AND ENVIRONMENTAL AFFAIRS Department of Agricultural Resources 251 Causeway Street, Suite 500, Boston, MA 02114 DAR 617-626-1700 fax: 617-626-1850 www.mass.gov/agr MASSACHUSETTS©EPARTMEM s OF AGRICULTURAL RESOURCES CHARLES O. BAKER KARYN E. POLITO MATTHEW A, BEATON JOHN LEBEAUX Governor Lt. Governor Secretary Commissioner May 1, 2017 David Neilson Coastal Vineyards 61 Pardon Hill Rd. South Dartmouth, MA 02748 Re: Certification of Agricultural Event Pursuant to M.G.L. c. 138, Section 15F Dear Mr. Neilson: Please be advised that your application for certification of the Lexington Farmers' Market, on Tuesdays from May 30`i' 2017 to October 3 1" 2017 from 2:00 pm to 6:30 pm as an agricultural event pursuant to M.G.L. c. 138, Section 15F has been approved. Please remember that, upon certification of an agricultural event by MDAR, the farm-winery must submit a copy of the approved application to the local licensing authority along with the application for obtaining a special license from the city or town in which the event will be held. Upon issuance of a special license, the winery should confirm that a copy of the special license was sent by the local licensing authority to the Alcoholic Beverages Control Commission (ABCC) at least seven (7) days prior to the event. Sincerely, John Lebe u Commissioner THE COMMONWEALTH OF MASSACHUSETTS EXECUTIVE OFFICE, Or FNr-Roy AN FNVlR0Nmr-,NTAt_ tart AIRS 'ZI Department of Agricultural Resources 251 Cau5cway StT=I,SuHc 500.8"On.MA(12 114 INDAR, Appli=lon for Certification of ao AgrIcultural Event for the Sale of Wd* Pursaant to M.G.L c.139,Section 15F OTT be completed by the ffmmr�d farm udnery and teturitud tj). Sy Mail:AlViculturpl Event r4ftificm6pn Program,25'1 Cauwwjy.Rreet,Safte SOD,Boston,MA 021:14 By EnWWRel ficatiore ___ q�r;with the subject line"Wicultural bent Certi 4A separate appbcation must be wmpkted for each ewnt) In order�w"ur application to be considered compk4r_you imirg indude the foltowitV docurnents.tnimmplete appricatijam"i not beate. [] -5gried and dated application with farm-winery license number El 1,15t of vendum with bdi:4 descriptions of products for cuMgg season EJ Lvent oWazinnal guidelines or rules&I cuirrent year ason 0 Rounw,of rvv.ni owmagef or deswiption of e4erlance Plan depicting the premises and s;mdfc location where the rxcnw will be excrcixd.'�te r2rn0l;n*I. Approwl letter from Lvrnt maiup-ment i"LludiiV the nonce of the IiLeMe Wril-mintny and I hL. day(s),month andyearof ewent. Name of Licensed Farm-Wine zy :r AUL Farrn-Winery Ucen&e Number state Of issue 4f Contact Person Address City f rav State zip Phone Number 4z —, :.Rd_:� 6x Iflo- . . .. 0 . --,- Corry spon,dunce preference 1. []Regular Mail Email nmr--AwovOldeniaJ kuers wN besenrrequW rAO Do you intend to sell,s;amf)te,or both?(heck all thaT apply. Name of Agricultural Uvent xington FarmerW Market . Type of tvent Agricultural Fair(as defined Farrnm Mil I 'ket(as Other Pby MDAR polky) d4ined by MDAR pullcv) []Wcultural Event If-you selected"Other ApfiCulwral Event",how does this event promote liocalagriculture7 Event Address comer of Massachusetts Avenue and Fletcher Aveue City Lexington MA State NA Zip 02420 Event Phone Number V�" Lvt'"t Wtbl0tv iwww.J9xingtonfiqrmmmkt@ 3 Everrt Description.... .. ..._ n,�_� . ,_... ._ What are the date(s)and tirrteis$rat the event? start dole 05 1 1 17 Egret!date 10 t 31 117 1 imp 2-6:30 prrt If this is a weekly event,on what day at the week dots the event rear?TUesday If the gent is an agricultural fait.does the Yes Flo Nj everts include tnrttpeiitivrw ticulturr~. Is the went sponsored or turn by an [ agriculturallhoTtieultural society.grange,agricultural El Yes [ No ff commission or association whose primary purpose is If yes,identity: e the promotion cat�ritulture and its allied irsdustr#cs_ � & vent hurt WtMrrt ' Name of Event Massager Asbley Wenger _.� .... .,, ... Email Address Ietdrl Titar er!smkt�@g ail.com phone'dumber € is this pefrwn the on-sine manager? Yes El No W., it no,identify. .fy an-site tnanaer(include contact information)-. If there are multiple managers,fist:them and Include contact information: Attach on-site managers),resumef s)rsr list arry credentials or vaininp of the on-sitlC manager jsl> Rel^war rredentiais inchtdc,but ore.not limhCd M CXPCKfnre 05 o rsrarkrr nVn,96Cr ottendoncc vt any irarker manager B wimps,rand&VeneRte Whh ocheratrrkVEC oral CVCAtS ,Assistant Market Manager for 2016 Mobile l^arrriers' Market in Now Haven, CT,volunteer and s occasional Market Manager of the 2016 Uraian Square Market, Market:Manager of 20�16-2017 Somerville Winter Market, attended Harvest Now England Conference and assorted market: manager VaJrfings and oonferanoes I i f i Paac 2 of m� 3 S.Geeraf Atiacb or provide in dic space below a plan dealflingthe rrmWK ark the spec tic laces;i_on where the license w ll xe i ed_See remplore for neces ary ef-rnr nm ro inchi6p. t 3 } {E } 5iRrrav c ID applicant gate Name(please print) Title$please print) Farm-Winery License Number State FOR DEPARTMENT USE ONLY APPROVAL The Lwent Iisteed.:..:Lave is e `gricultural event by the Massachusetts Department of Agricultural lies,ources unde L. 38, 5igrsat re Date DMIAiL The gent listed above is not;3ppr2v%d as urn ugriculcural event by the Department of Agricultural Resources for the follovrir remon(s): 5i natuTC Date PekeA n I Ashley Wenger Lexington Farmers' Market Massachusetts Avenue and Fletcher Avenue Lexington MA 02420 April 14, 2017 Dear David and Coastal Vineyards, Coastal Vineyards has been accepted as a vendor at the 2017 Lexington Farmers' Market, pending all necessary special licenses and/or permits. The market will take place on Tuesdays from May 30 - October 31, 2017. Sincerely, Ashley Wenger, Market Manager Phone: 574-274-2456 lexing onfarrnersmkt gmail.com 2017 Lexington Farmers Market Farmer and Vendor AWIcation RULES®ULATIONS FOR THE 2017 LFM SEASON The LFM Market Manager is responsible for all activities at the market,all vendors must comply with rules as stated, + In the event you are unable to make it to a market date for which you have been confirmed, you are required to call Market Manager as far in advance as possible, + IMPORTANT:No refunds will be issued For cancila 'ens o� ,i�,, ,�„days, • Vendors are expected to supply their own tables,chairs,canopies/tents,and tent stakes, etc. • All tents/structures must be anchored to the ground with stakes or sandbags to prevent tents from "rolling"in the wind and creating a hazard to others. • Vendors are responsible for dealing their tent area&taking home/removing all trash and food refuse at the end of each market session. • Scales used at the market must be sealed and inspected. • LFM does not have access to water or electricity for vendor use. • Vendors mast posr prices.and disp 1La jigs with the name of form„or business and display proof of certification if labeling produce as "Certified Organic' If farm is certified organic but some items sold are not these items must be labeled as such. • The Market Manager has the right to require that any vendor remove a product from the selling display.Cause for removal includes but is not limited to;improper handling per BOH regulations, failure to include the product in the vendor's Market Application,failure to obtain appropriate permitting or licensing,improper labeling or inadequate signage. • All food samples must be covered and served according to enclosed Board of health regulations. • The Market accepts SNAP coupons,which can be redeemed by the farmer/vendor at the Grid market day.The Market Manager cannot reimburse WIC and Mass Farmers Market Coupons. Please familiarize your staff with the guidelines of what coupons you can accept • Vendors arriving after the market's opening bell are not allowed to bring vehicles onto grass area to unload, • No sales are allowed until the opening bell at 2:00 pm- ISO EXCEPTIONS, • Per town regulations,stroking is not allowed at the market, nor within fifteen (15) feet of the market site Farmers/vendor are prohibited from the consuming or being under the influence of drugs or alcohol while at the market. • In the rare case of a TJSDA recall.farmers are required to cooperate with LFM policy to provide up-to-date information to customers and the Lexington Board of Health. • If you believe there is a violation of LFM rules,please request a Challenge Form from the Market Manager. All Challenges will be addressed and responded to within 72 hour& • Market Manager reserves the right to consider farmers/vendors on probation for previous violations. • This application will not he considered as accepted until all forms have been completed and submitted for review by the Lexington Farmene Market. lit - - 2017 LeAngton Farmers' Market - Farmer and Vendor Application LFM CODE OF CONDUCT: All market participants including vendors and customers are expected to work cooperatively with the Market Manager, I.FM volunteers and farmers/vendors.Verbal or physical abuse is prohibited. +► Actions that intentionally interfere with another participant's set u p, sales,or activities and any other action that in the Market Manager's determination are uncooperative in nature are prohibited. Violations:The Markel Manager and the LFM Board are authorized to issue warnings,suspensions and/or immediate revocation of market participation to farmers,vendors,and other market participants for failure to complywith any aspect of LFM policies,including suspension by the Lexington Board of Health. A major violation as stated above will result in immediate termination of market participation. No refunds will be issued for either suspensions for any reason or revocation of market privileges, If my application is not accepted by Lexington Farmers' Market, I understand that I am eligible to reapply in 2018. I have read the Lexington Farmers Market rules and regulations and will abide by them. SigAature dale / Print your name here .t 1, 7 L Questions about this application? email LexirVonfarmersmktC&g,mafi.com Farmers and Vendors: Lexington Farmers' Market 2017 Season Full-Season (22): Boston Smoked Fish: smoked fish Boston Sword and Tuna: fresh fish -` Bread Obsession: bread products Charlton Farm: fruit and vegetables Copicut Farm: poultry, pork, eggs . Deano's Pasta: fresh pasta and sauces Del Sur Empanadas: ready to eat empanadas, vegetarian and beef/chicken F. Busa Farm: fruit and vegetables — Flats Mentor(starting in June): vegetables — Goodies: baked cookies Habibi (formerly Samira's): middle eastern dips and spreads Herb Farmacy: herbs, flowers, skin care products, olive oils and vinegars -r Hi-Rise Bakery: baked goods Narragansett Creamery: cheese, yogurt ~° Pour Man's Coffee: coffee and tea River Rock Farm: beef ;;- Roasted Granola: granola, honey Savory Root: savory crackers Stillman's Farm: fruits and vegetables Swiss Baker: breads and baked goods Trill: bakery products and savory items Wright-Locke Farm: fruits and vegetables .- Bi-Weekly(4): Coastal Vineyards: wine"` Jaju's Pierogis: frozen pierogis Niemi's Apiary: honey Prospect Ciderworks: hard cider �- Monthly(1) -4th Tuesday of each month: On The Edge Knife Sharpening Guest Vendors (3): Laszlo Family Farms: pet food products Ava's Popcorn: gourmet popcorn Lilac Hedge Farm: Iamb only....f M,, r, ro AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Update on Lincoln Park Lighting Project (15 min) PRESENTER: ITEM Tom Shiple, Lex. United Soccer NUMBER: Club, Melissa Battite, Director of Recreation and Community Programs 1'4 SUMMARY: No vote is requested for this agenda item. Representatives of the Friends of Lincoln Fields Lights will provide an update on plans for this lighting project. SUGGESTED MOTION: NA FOLLOW-UP: NA DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 7:40 p.m. ATTACHMENTS: Description Type d lira 4,ORUr tYzrm fh0uuuF6(A1dS Ol[JLiraOhl,Hokl �jg;lh:tst lira ,ORUr tizrm. 5/18/2017 • y dnkH� 8 i �'w IMG9 • Install permanent lighting on Lincoln Field #2 • Privately funded and constructed, led by FOLFL • Estimated cost is$550,000 • No cost to the Town;25 year warranty • Gifted to Town upon completion for benefit of community • Partners • Town of Lexington—Recreation, DPW • Sanborn Head—engineering consultants • Musco Lighting—world-wide leader in athletic lighting • Heimlich Construction—Woburn-based contractor z 1 5/18/2017 wye uwye l���oi� ��w a ioiooioo�/ aoi%i oiiii - DO%%%% • Oct 2014: Rec Committee and Selectmen approve study • 2014-2015: Neighborhood meetings at Baskin, Lincoln and Middleby streets; email updates to 27 addresses • Dec 2015: Rec Committee votes to recommend to BOS • March M6: BOS approve project • May M6: Establish Friends of Lincoln Field Lights • July M6: Borings at pole locations • May 2017: Conservation Commission approve project • May 2017: Building permit submitted • May 2017:Award contracts to Musco and Heimlich 4 2 s/te/zo1i IhI�I�I�I�I�I�I�I�I�I�I�I�IluimiJ6iiuli9uilifiiiih6l�����'Iifililllllllllllllllllllllllllllllll Launched in November 20 • Currently at $400,000 of estimated $55o,000 needed • Donations from over 5oo Lexington families • Donations from 13 businesses and community organizations • Pre-and post-construction in-kind services from DPW • Great videos at lightuplincoln.org! im IM IM IM • May 30: Pre-construction walk-through • June ig: Break ground on construction • August 7: Construction completed • September: Lights operational • September: Dedication ceremony AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Review and Approve Memorandum of Agreement for Manor House Project (10 min.) PRESENTER: ITEM NUMBER: Carl F. Valente, Town Manager 1.5 SUMMARY: When the RD rezoning was approved for the Manor House project, located at 425 Woburn Street, a Memorandum of Understanding was entered into between the Board of Selectmen and the Developer(Peter Kelly) for a number of transportation and other mitigation provisions. Now, seven years later, staff and the developer agree that some of these mitigation provisions are not longer appropriate and should be updated, including: . The original MOU calls for the Town to provide direct Lexpress service to the property. This is not practical without adding to the length of time for two Lexpress routes. The Developer has indicated that without direct Lexpress service to the site, the MOU should eliminate or reduce the payments to the Transportation Demand Management/Public Transportation Stabilization Fund. The MOU has been re- drafted as follows: 1. Developer agrees to make a payment of$37,500 to the fund prior to the 75% certificate of occupancy; 2. The $25,000 contribution to a transportation demand study, tied to 75% Certificate of Occupancy, has been removed; and 3. If the Town is able to establish Lexpress service within a three year timeframe from the date of the 75% Occupancy then developer agrees to pay an additional$37,500 to the fund. . The Developer, Town staff and MassDOT have resolved the requirements for a sidewalk along Woburn St. and a crosswalk with appropriate flashing signage. The MOU has been updated so that these measures are not required in order to be issued the first Certificate of Occupancy, but are are tied to 75% C ertific ate of O c cup ancy. . The Developer requested and was granted the ability to name the existing un-named driveway "Manor Terrace". With this change the developer wishes to change the address of the existing 33 rental units (425 Woburn Street Units 19-51)to conform to the new name. Developer has agreed to address all the units using a numbering system approved by Police and Fire and Post Office. However, in order to re-address the existing rental units, the developer has to split the existing 425 Woburn St parcel. To insure the developer moves forward with this numbering scheme certain measures have been added to the MOU, which require completion in order to have occupancy certificates issued. . In order to confirm the agreed upon trees are planted on the project site the MOU provides for a final as-built plan, which includes the location of the tree plantings, to be submitted to enable the final C of O. • Developer will submit documentation verifying the marketing plan for the affordable housing units has been developed and the paperwork associated with getting the units on the S tate's Subsidized Housing Inventory is complete and ready for Board of Selectmen endorsement and submission(The Developer has hired Liz Rust, so we believe we can verify progress.) SUGGESTED MOTION: Move to approve and sign the Amendment to Memorandum of Understanding betweenPeter C.J. Kelly, Trustee of 509 Woburn Street Realty Trust("Owner") and the Town of Lexington, Massachusetts ("Town"). FOLLOW-UP: Planning Department DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 7:55 p.m. ATTACHMENTS: Description Type D A nunnrdim it to Ma.uun>rrs nr 8 uu a>9 klnr 8a.rrs;ts nr flirrr.g..TM Rackup Matorrinl Amendment to Memorandum of Understanding between Peter C.J. Kelly, Trustee of 509 Woburn Street Realty Trust ("Owner") and the Town of Lexington,Massachusetts ("Town") WHEREAS; on January 13, 2010 {revised and resubmitted on March 15, 20101, Owner, in conjunction with Peter C.J. Kelly and Richard F. Perry, Trustees of R H Realty Trust, and Robert W. Murray, Trustee of Three Hundred Thirty Lexington Street Trust, filed for a zoning amendment(the "Zoning Amendment")to a Preliminary Site Development and Use Plan approved by the Town of Lexington Annual Town Meeting in May 1985 (the"Original PSDUP")for a property located at 425 Woburn Street; WHEREAS; the Zoning Amendment added Parcels IA, 1B, 1C, 1D and 2 on Lexington Assessor's Map 53 (the "New Properties")to the existing Planned Residential District Number 5 ("RD 5 District") created by the Original PSDUP; WHEREAS; all proposed additional development authorized under the Zoning Amendment was to be located on Parcel 2 on Assessor's Map 53 (the"Manor House Property"), which parcel is owned by Owner; WHEREAS; Owner and Town, acting through its Board of Selectmen, entered into a Memorandum of Understanding (the"MOU") dated March 15, 2010, pursuant to which Owner agreed to provide mitigation measures to be completed by the Owner in connection with the development of the Manor House Property pursuant to the Zoning Amendment; WHEREAS; the Zoning Amendment was approved by the 2010 Lexington Annual Town Meeting on March 24, 2010, and by the Massachusetts Office of the Attorney General; WHEREAS; Town and Owner now seek to amend the MOU to provide for additional mitigation in connection with the Project; NOW THEREFORE,in consideration of the promises herein contained and for other good and valuable consideration, the Town and Owner hereto agree to amend the MOU as follows: 1. Section I(a) of the MOU shall be deleted in its entirety and replaced with the following Sections I(a) and I(b): (a) Demonstrate to the reasonable satisfaction of the Town's Planning Office that submission of an Approval Not Required (ANR)plan is legally permissible in order to subdivide the existing lot(Assessor's Map 53, Parcel 3A). Such demonstration may be made in the form of a legal memorandum; and (b) Construct an on-site driveway on the Manor House Property with adequate widths, turning radii, and vertical clearances to accommodate alternative transportation service vehicles, including Lexpress or similar shuttle vehicles. - 1 - 2. Section II of the MOU shall be replaced with the following: II. Measures to be Completed Upon the Issuance of a Certificate of Occupancy Enabling 75% Occupancy of the Manor House Property Prior to the issuance of a certificate of occupancy for the Manor House Property that enables 75% of the units (37 units)to be occupied, Owner shall: (a) Contribute $37,500 to the Town's Transportation Demand Management/Public Transportation Stabilization Fund; (b) Contribute $25,000 to the Town of Lexington for the beautification, maintenance and improvement of the park at the corner of Woburn and Lowell Streets; (c) Contribute $21,000 to the Lexington Tree Fund; (d) Submit to the Town's Board of Selectmen a draft marketing plan for affordable housing units at the Manor House Property and completed forms of any applications necessary to place said units on the Massachusetts Subsidized Housing Inventory in a form adequate for Board of Selectmen endorsement and submission; (e) Obtain all necessary permits and approvals in order to divide the existing lot(Assessor's Map 53, Parcel 3A), including without limitation ANR or subdivision approval by the Town's Planning Board as well as modification to the existing Definitive Site Development and Use Plan ("DSDUP") for the Property; and (f) Complete construction of a sidewalk along the southern side of Woburn Street from the Woburn town line to Peachtree Road. Sidewalk construction shall include the installation of granite curbing, ramps at the intersections of the driveways and Peachtree Road, and a crosswalk with flashing signals across Woburn Street all in locations and in a manner acceptable to the Town of Lexington Department of Public Works and the Town Engineer. Owner hereby agrees to maintain and repair and remove snow and ice from said sidewalk at Owner's cost and expense. 3. The following Sections III and IV shall be added after the revised Section II above, and subsequent sections of the MOU renumbered accordingly: III. Measures to be Completed Upon the Issuance of the Last Certificate of Occupancy for the Manor House Property In order to confirm installation of tree plantings, Owner shall submit, as part of the final "as-built" plans for the Property, the location and number of the trees - 2 - identified on the Landscaping Plan as part of the approved DSDUP dated May 29, 2014. IV. Transportation Demand Management/Public Transportation Stabilization Fund Payment Owner shall agree to contribute $37,500 to the Town's Transportation Demand Management/Public Transportation Stabilization Fund within sixty (60) days of the commencement of Lexpress or similar shuttle bus service by the Town to the Property, provided that: (a) the Town commences such service no more than three years after the issuance of a Certificate of Occupancy which enables 75% occupancy of the Manor House Property; and (b) if the Town establishes Lexpress service to the Manor House Property, the Town shall agrees in advance to provide said service for a minimum of two years, beginning at a date mutually agreed upon by the Owner and the Town, subject to adequate appropriations to provide and maintain such service. 4. The phrase "Sections I and II" in the first sentence of Section VI(a) (as renumbered pursuant to Section 3 of this Amendment) shall be replaced with the phrase "Sections II and IV." 5. Except as otherwise set forth herein, all other terms and conditions contained in the MOU shall remain unchanged and in full force and effect. Executed under seal as of this day of 2017. TOWN OF LEXINGTON 509 WOBURN STREET REALTY TRUST BOARD OF SELECTMEN Suzie Barry, Chair Peter C. J. Kelly, Trustee (duly authorized) Michelle Ciccolo, Vice Chair Joe Pato Doug Lucente - 3 - AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Review and Approve Draft Letter - High School Hate Incident (10 min.) PRESENTER: ITEM NUMBER: Suzanne Barry, Sean Osborne, Chair, Human Rights Committee 1.6 SUMMARY: Suzie and Sean will discuss a proposed letter to the Community regarding a recent hate crime and related incident in Lexington. SUGGESTED MOTION: Move to approve and authorized the Chairman to sign the Community letter as proposed(as amended). FOLLOW-UP: NA DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 8:05 p.m. ATTACHMENTS: Description Type AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve and Sign CPA Grant Agreements (5 min) PRESENTER: ITEM NUMBER: Carl F. Valente, Town Manager 1.7 SUMMARY: A vote is requested for this agenda item. The Board is asked to approve and sign three Community Preservation Act grant agreements for projects approved at the 2017 Annual Town Meeting. SUGGESTED MOTION: 1. Move to approve and sign the grant agreement with the Friends of Minuteman National Park- for the Parker's Revenge Interpretive and Public Education Signage and Displays. 2. Move to approve and sign the grant agreement with the Lexington Housing Authority for the Greeley Village Porch Decking Supplemental Funding. 3. Move to approve and sign the grant agreement with the Lexington Historical Society for the Interpretive Signage Project FOLLOW-UP: CPC staff. DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 8:15 p.m. ATTACHMENTS: Description Type D Friends M'Minnaonnrn n Pak Ag..krreennunm:t Rackup Matorrinl D �xiargTMtou M)ushigAuthority AgTMrra,arm it Rackup Matorrinl D �xiargTMtou Vfistorriud Society Ag..TMrroonunnr:t Rackup Matorrinl GRANT AGREEMENT FOR PART EWS REVENGE INTERPRETIVE AND PUBLIC EDUCATION SIGNAGE AND DISPLAYS This Grant Agreement("Agreement") is dated , 2017, by and between the Friends of Minuteman National Park, a non-profit corporation duly organized under the laws of the Commonwealth of Massachusetts and having a principal office at 174 Liberty Street, Concord, Middlesex County, Massachusetts 0 1742 (the "Grantee"), and the Town of Lexington, a municipal corporation with its principal offices at 1625 Massachusetts Avenue, Lexington, Middlesex County, Massachusetts 02420, acting by and through its Board of Selectmen(the "Town"): WHEREAS, the Grantee has sought funding from the Town pursuant to the Community Preservation Act, G.L. c. 44B, to cover the costs to support the Parker's Revenge Interpretive and Public Education Signage and Displays ("the Project") which aims to design and create park visitor resources that will bring the story of the events of April 19, 1775 to life; and WHEREAS, at the Town Meeting held on April 3, 2017, the Town voted to appropriate under Article 10(b),the sum of Forty One Thousand, Three Hundred Fifty Dollars ($41,350) from the Historic Resources Reserve of the Community Preservation Fund (the"Funds") for that purpose; and WHEREAS, the Town and the Grantee wish to memorialize herein the terms governing the disbursement of the Funds appropriated by the Town at the Town Meeting; NOW, THEREFORE, in consideration of the mutual covenants herein set forth, the parties agree as follows: I. The Grantee agrees that the Funds shall be used to fund a) the design, fabrication and installation of a museum quality exhibit which will include archaeological artifacts discovered during Phase 1, b) the design and installation of graphic wayside exhibit panels, and c)the development of an audio component for the primary wayside. This audio component will be solar powered,unless tree canopy impairs that power source. 2. Grantee agrees to erect signage, in accordance with National Park Service policy, which designates the Project described herein as being funded in part by the citizens of the Town of Lexington through the Community Preservation Act. I The Grantee agrees to make final copies of any design documentation procured with the Funds available to the Town at the Town's request. Any documentation procured with the Funds shall be limited to work necessary or appropriate to carry out the Project and shall be consistent with the preservation of the historic artifacts previously recovered from the site and the necessary improvements to make the historic site functional for its intended use. 4. The Grantee agrees that the Town shall have the right to require written confirmation by the Grantee that the funds were used solely for the intended purposes. 5. The Grantee shall include, in any document or written report produced as a result of this project, a statement that the project was funded in part by the citizens of the Town of Lexington through the Community Preservation Act. 6. Upon receipt of an invoice from any consultant, contractor or vendor working on the Project, the Grantee agrees to present a copy of said invoice to the Town. The Town shall then make payment to the Grantee. After Grantee makes payment to its consultant, contractor or vendor, the Grantee shall provide the Town a copy of such payment in the form of a cancelled check. Such verification of payment shall be provided within 30 days of payment by the Grantee. All such correspondence shall be sent to Elizabeth Mancini, Administrative Assistant to the Community Preservation Committee. T If the project is terminated prior to its completion, the Grantee shall provide the Town with a report of the extent of the work completed and total amount expended for this work. 8. The Town's grant of funds to the Grantee is made with the understanding that the Town Z-1 has no other obligation to provide other or additional support to the Grantee for the Project or otherwise. 9. The Town hereby certifies that the funds have been duly appropriated and are currently available to meet the Town's obligations as stated in this agreement. (Remainder of the page intentionally left blank-) 2 Executed under seal as of the date set forth above. TOWN OF LEXINGTON FRIENDS OF MINUTEMAN NATIONAL By its Board of Selectmen: HISTORICAL PARK By: Suzanne E. Barry Robert Morris, President Michelle L. Ciccolo Peter C.J Kelley Joseph N. Pato Douglas M. Lucente Approved for Availability of Funds: Account no: Comptroller (Article I 0(b) of 2017 Annual Town Meeting) GRA',,\'T AGREEMENT FOR GREELEY VILLAGE REAR DOOR AND PORCH SUPPLEMENTAL REAL EST PORCH DECKING("PORCH I This Grant Agreement("Agreement") is dated , 2017, by and between the ng Lexington Housing Authority with its principal office at One Countryside Village, Lexington. g C- 1-� Middlesex County, Massachusetts 02420 (the "Grantee"), and the Town of Lexington. a municipal corporation with its principal offices at 1625 Massachusetts Avenue, Lexington, Middlesex County, Massachusetts 02420, acting by and through its Board of Selectmen (the -Town"): WHEREAS, the Grantee has sought funding from the Town pursuant to the Community Preservation Act, G.L. c. 4413, to help fund the preservation of the porch decking material on housing units(the "Project") located at the Greeley Village affordable housing facility at Greeley Village Road, Lexington, Massachusetts owned by the Grantee (the "Property"); and WHEREAS, at the Town Meeting held on April 3, 2017, the Town voted to appropriate the sum of Fifty Six Thousand, Seven Hundred Twelve Dollars ($56,712) from the Community Housing Reserve of the Community Preservation Fund (the "Funds") for that purpose; and WHEREAS, the Grantee has been assured a grant of Twenty Three Thousand, Two Hundred Eighty Eight dollars ($23,288) from the Massachusetts Department of Housing and Community Development(DHCD) for this Project, such funds being integral to the Project*s completion; and WHEREAS, the Town and the Grantee wish to memorialize herein the terms governing the disbursement of the Funds appropriated by the Town at Town Meeting, and the repayment of the Funds in the event that the Property is sold during the useful life of the capital improvements funded by the Town: NOW, THEREFORE, in consideration of the mutual covenants herein set forth, the parties agree as follows: L The Grantee agrees that the Funds shall be used solely for the purpose of replacing the 1� zn existing porch decking with new composite decking on the housing units located at the Greeley Village affordable housing facility to promote continued use of the Property for affordable housing purposes. The Grantee represents that the total CPA grant from the Town will not exceed $56,7 12, subject to line item #2 below. The Grantee also represents that the Project is funded in part under the Community Preservation Act, G.L. c. 44B, § 5(b) (2). The Grantee shall make no other use of the Funds. 2. The amount of this CPA grant will be based on the total eligible project costs, less the DHCD grant, and will not exceed $56.712. 1 3. The Grantee agrees to make available copies of any drawings, plans or bid documents relating to the Project for inspection by the Town at the Town's request. Any documentation procured with the Funds shall be limited to work necessary or appropriate to carry out the Project and shall be consistent with the preservation of accessible housing units. 4. All necessary Town permits shall be received prior to the commencement of construction, and any and all Town building,wiring and plumbing inspectors shall have access to the Project for regular inspection. Because the Project is funded through the CPA., the`Town's building permit fees shall be waived. 5. Grantee agrees to allow the Town to post a free-standing sign on the Property, which designates the Project described herein as being funded in part by the citizens of the Town of Lexington through the Community Preservation Act, 6. The Grantee agrees that the Town shall have the right to require written confirmation by the Grantee that the Funds were used solely for the intended purpose. 7. After all required permits are received by the Grantee, Grantee may draw on the Funds only for reimbursement of actual expenditures for the Project. Upon receipt of an invoice from any consultant, contractor or vendor working on the Project, Grantee agrees to present a copy of said invoice to the Town. The Town shall then make payment to the Grantee. After Grantee makes payment to its consultant, contractor or vendor, Grantee shall provide the Town a copy of such payment in the form of a cancelled check. Such verification of payment shall be provided within 30 days of payment by Grantee. Reimbursement for completed work shall be paid in a timely manner by the Town. All such correspondence shall be sent to Elizabeth Mancini, Administrative Assistant to the Community Preservation Committee. 8. Grantee agrees that in the absence of the Funds being successfully awarded by the DHCD, the Project shall not commence. The absence of such funding may alter the scale of the Project and any such modification of the Project shall require a vote of the Community Preservation Committee and a vote of the Lexington Town Meeting. , if there is a sale or other transfer of any kind or nature of any interest in the Property, or any part thereof(except leases of individual housing units to tenants) within ten (10) years of the date of this Agreement, the Grantee shall reimburse the Town for the full amount of this grant( 56,712), within thirty(30) days of such sale or transfer. 10. The Town's grant of funds to the Grantee is made with the understanding that the Town has no obligation to provide other or additional support to the Grantee for the Project except as provided for herein. 11. The Town hereby certifies that the Funds have been duly appropriated and are currently available to meet the Town's obl4zatfon as stated in this Agreement. (Remainder of the page intentionally left blank), Executed under seal as of the date first set forth above. TOWN OF LEXINGTON LEXINGTON HOUSING AUTHORITY By its Board of Selectmen: By: A M Suzanne E. Barry Calleen Foley Executive Director Michelle L. Ciecolo Peter C.J. Kelley Joseph N. Pato Douglas M. Lucente Approved for Availability of Funds: Aect. No. Comptroller Article I 0(c) of the 2017 ATM 4 GRANT AGREEMENT FOR INTERPRETIVE SIGNAGE PROJECT This Grant Agreement("Agreement") is dated , 2017, by and between the Lexington Historical Society, a non-profit corporation duly organized under the laws of the Commonwealth of Massachusetts with an address of 13 Depot Square, P.O Box 514, Lexington, Middlesex County, Massachusetts 02420 (the "Grantee"'), and the Town of Lexington, a municipal corporation with an address of 16215 Massachusetts Avenue, Lexington, Middlesex County, Massachusetts 02420, acting by and through its Board of Selectmen (the "Town"), WHEREAS, the Grantee has sought funding from the Town pursuant to the Community Preservation Act, G.L. c. 44B, to fund the components of the Interpretive Signage Project(the "Project") intended to encourage further exploration of Lexington's history,by both residents and 01 visitors; and WHEREAS, at the Town Meeting held on April 3, 2017, the Town voted to appropriate the sum of Thirty Eight Thousand, Four Hundred dollars ($38,400)from the Historic Resources Reserve of the Community Preservation Fund (the "Funds") for that purpose; and WHEREAS, the Town and the Grantee wish to memorialize herein the terms governing the disbursement of the Funds appropriated by the Town at the Town Meeting; NOW, THEREFORE, in consideration of the mutual covenants herein set forth,the parties agree as follows: 1. The Grantee agrees that the funds shall be used solely for the purpose of reinvigorating the existing interpretive signage established along Lexington's historic walking trails to include: • Replacement of missing signs-, • Replacement of damaged signs; • Re-mount of signs currently in storage: • Update of signage content where necessary; • Replacement of existing wooden mounts with metal mounts; • Expansion of the trail through the addition of new signs; and • Creation of a new laminated map, Any services procured with the Funds shall be limited to work necessary or appropriate to carry out the Project and shall be consistent with reinvigorating the signage to make historic sites more functional for their intended uses, The Grantee shall make no other use of the Funds. 2 The Grantee agrees to make copies of trail maps relating to the Project available to the Town at the Town's request. Trail maps produced as a result of this project shall include a statement that the project was funded by the citizens of the Town of Lexington through oJ the Community Preservation Act. 3, The Grantee agrees that the Town shall have the right to require written confirmation from the Grantee that the Funds were used by the Grantee solely for the intended purpose as set forth herein, 4. The Grantee shall include, in any document or written report produced as a result of this project, a statement that the project was funded by the citizens of the Town of Lexington through the Community Preservation Act, 5. Upon receipt of an invoice from any consultant, contractor or vendor working on the Project, the Grantee agrees to present a copy of said invoice to the Town, The Town shall then make payment to the Grantee. After Grantee makes payment to its consultant, contractor or vendor, Grantee shall provide the Town a copy of such payment in the form of a cancelled check. Such verification of payment shall be provided within _3)0 days of payment by the Grantee. Reimbursement for completed work shall be paid in a timely manner by the Town. All such correspondence shall be sent to Elizabeth Mancini, Administrative Assistant to the Community Preservation Committee. 6. IT the project is terminated prior to its completion,the Grantee shall provide the Town with a report of the extent of the work completed and total amount expended for this work. 7, The Town's grant of funds to the Grantee is made with the understanding that the Town has no other obligation to provide other or additional support to the Grantee for the Project or otherwise. 8, The Town hereby certifies that the funds have been duly appropriated and are currently available to meet the Town's obligations as stated in this agreement, (Remainder Ofthe page intensional y left blank). 2 Executed under seal as of the date set forth above, TOWN OF LEXINGTON LEXINGTON HISTORICAL SOCIETY By its Board of Selectmew By: Suzanne E. Barry Richard Pagett, Presiden Michelle L. Ciccolo Peter C.J Kelley Joseph N, Pato Douglas M. Lucente Approved for Availability of Funds: Account no: Comptroller (Article 10(a) of 2017 Annual Town Meeting) AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Town Manager Reappointments (5 min.) PRESENTER: ITEM NUMBER: Carl F. Valente, Town Manager 1.8 SUMMARY: The following residents are recommended for reappointment by the Town Manager: Board of Health: • Sharon MacKenzie has been a member since 2003. Ms. MacKenzie's new term will expire April 2020. Ethics training is up-to-date. Council on Aging. • Elizabeth Borghesani has been a member since 2004. Ms. Borghesani's new term will expire May 2020. Ethics training is up-to-date. • Ellen Nadine Cameron has been a member since 2014. Ms. Cameron's new term will expire May 2020. Ethics training is up-to-date. • Camille Goodwin has been a member since 2012. Ms. G o o dwin's new term will expire May 2020. Ethics training is up-to-date. Historical Commission: • Sam Doran has been an alternate member since 2015. Mr. Doran's new term will expire April 2020. Ethics training is up-to-date. Recreation Committee: . Lis ah Rhodes has been a member since 2011. Ms. Rhodes new term will expire May 2020. Appointee to complete ethics training. Youth Commission: • Karen Duperey has been a member since 2009. Ms. Duperey's new term will expire April 2020. Ethic training is up-to-date. • Sean Maloney has been a member since 2004. Mr. Maloney's new term will expire April 2020. Ethics training is up-to-date. SUGGESTED MOTION: Move to approve the Town Manager's reappointments of Sharon MacKenzie to the Board of Health, Elizabeth B orghes ani, Ellen Nadine Cameron and Camille Goodwin to the Council o n Aging, Sam Doran to the Historical Commission(alternate), Lisah Rhodes to the Recreation Committee and Karen Duperey and Sean Maloney to the Youth Commission. FOLLOW-UP: Town Manager's Office. DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 8:20 p.m. ATTACHMENTS: Description Type AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve and Sign Proclamation- Youth Commission Anniversary PRESENTER: ITEM NUMBER: Suzanne Barry, Chair C.1 SUMMARY: The Board is requested to approve and sign a proclamation recognizing the 40th anniversary of the Lexington Youth Commission. SUGGESTED MOTION: Consent Agenda FOLLOW-UP: Selectmen's O ffic e DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 ATTACHMENTS: Description Type D `)uth(bimission..lirockanntion.. RackupMatorinn1 °u5 MOO? o� 1775 �c R is y Eown of lexington, Affla0aCbU5ettq s 3 a� U APRILIT, �eXIN61°N OFFICE OF SELECTMEN ,Frocfamatio" n Whereas: The Lexington Youth Commission was established in 1977 to plan,promote and participate in community service and educational activities for and with Lexington's youth and teens; and, Whereas: The Lexington Youth Commission members serve as youth leaders and role models in the community; and, Whereas: The Lexington Youth Commission members participate in the civic conversation by communicating current issues to town officials; and, Whereas: The Lexington Youth Commission members develop the skills and qualities that prepare them as future leaders; and, Whereas: The Lexington Youth Commission coordinates the annual Outstanding Youth Award to honor the contributions of a youth leader to the Town of Lexington; and Whereas: The Lexington Youth Commission provides opportunities to contribute to community projects; such as food drives, fundraisers, beautification projects, and holiday dinners for seniors that enhance the quality of life in the Lexington Community; NOW, THEREFORE, WE, THE BOARD OF SELECTMEN of the Town of Lexington, Massachusetts, do hereby recognize and celebrate forty years of service by the ,'exington Youtf Commission towards developing generations of engaged community members and skilled leaders whose contributions benefit not only the Town of Lexington, but wherever and in whatever role the future takes its members. Suzanne E.Barry Peter C.J.Kelley Joseph N.Pato Michelle L.Ciccolo Douglas M.Lucente May 22, 2017 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Water & Sewer Commitments &Adjustments PRESENTER: ITEM NUMBER: David J Pinsonneault C.2 SUMMARY: Water& Sewer Commitment SP0217 Section 2 $1,625,453.41 Water& Sewer Commitment Cycle 9 $ 253,625.43 Water& Sewer Adjustment as recommended by WSAB 4/6/17 $ (3,493.39) SUGGESTED MOTION: Motion to approve the above Water& Sewer Commitments &Adjustment as noted above. FOLLOW-UP: Treasurer/ Collector DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 ATTACHMENTS: Description Type D BOS 5 22-117 Cavor Mom) ,r Department of Public Works 1775 'Town of Lexington t Water and Sewer Enterprise Funds FISCAL YEAR 2017 N CO 0217 SECTION , TOTALS SECTION'2 WATER $585,540.67 $585,640.67 SEWER $1,039,912.74 $1,039,912.74 TOTAL: $1,625,453.41 $1,625,453.41 To the Collector of Revenue for the Town of Lexington: You are hereby authorized and required to levy and collect of the persons named in the list of water/sewer charges herewith committed to you and each one of his/her respective portion herein set down of the sum total of such list. Said sum being: one naiCl"fon, six hundred twenty five thousant;four undrect fifty-three ddottars and"4000 And pay the some into the treasury of the Town of Lexington and to exercise the powers conferred by law in regard! thereto. DIRECTOR 05 PUBLIC WORKS BOARD OF SELECTMEN May 22, 2017 Treasurer Collector, Director Public Works,Water Sewer Billing Department of Public Works ` Ins Down of Lexington Water and Sewer Enterprise Funds w f FISCAL YEAR 2017 "PWV1 April 2017 Cycle 9 Billing CYCLE • GRAND TOTALS April 2017 WATER $245,845.38 $245,845.38 SEWER $2,674.00 $2,674.00 FEE FOR BEDFORD $5,106.05 $5,106.05 TOTAL: $253,625.43 $253,625.43 To the Collector of Revenue for the Town of Lexington: You are hereby authorized and required to levy and collect of the persons named in the list of water,/`sewer charges herewith committed to you and each one of his/her respective portion herein set down of the sum total of such list. Said sum being: Two hnndredf ty-three thousantC six hundred dred t eny five dorl"ars and431loo And pay the same into the treasury of the Town of Lexington and to exercise the powers conferred by low in regard thereto. DIRECTOR OF PUBLIC WORKS BOARD OF SELECTMEN May 22, 2017 Treasurer/Collector, Director Public Works, Water,/Sewer Billing FY2017 eras ADJUSTMENTS TO WATER/SEWER 3 � AS RECOMMENDED BY THE WATER AND SEWER ABATEMENT BOARD 4 WSAB 4/6/2017 BOS AMACCOUNTA� NBR STREET� WATER SEWER TOTAL BILL YEAR 0200528100 48 lGrant Street $ (3,493.39) $ (3,493,39) 862944 2017 $0.00 $ (3,493.39) $ (3,493.39) THE SUM SET AGAINST THE ABOVE ACCOUNTS IS HEREBY ADJUSTED, WATER SEWER TOTAL $0.00 $ (3,493.39) $ (3,493.39) DIRECTOR OF PUBLIC WORKS BOARD OF SELECTMEN May 22, 2017 i AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve Minutes-November 2016 PRESENTER: ITEM NUMBER: Suzanne Barry, Chair C.3 SUMMARY: The Board of Selectmen regular meeting minutes for November 7, 21, and 29, 2017 as well as a joint summit of the BOS, School Committee, Appropriation Committee and Capital Expenditure Committee on November 9, 2017 are ready for review and approval. The Board of Selection executive session minutes for November 7, 9, and 21 (2 Session), 2017 are ready for review and approval but not release. SUGGESTED MOTION: Motion to approve the Board of Selectmen regular meeting minutes for November 7, 21, and 29, 2017 as well as a joint summit of the BO S, School Committee,Appropriation Committee and Capital Expenditure Committee on November 9, 2017.. Motion to approve but not release the Board of Selection executive session minutes for November 7, 9, and 21 (2 sessions), 2017. FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 ATTACHMENTS: Description Type CJ Roguk.v 20116 Minutes Rackup Matorinl 70-79 Selectmen's Meeting November 7, 2016 A meeting of the Board of Selectmen was held on Monday, November 7, 2016 at 7:00 p.m. in the Selectmen's Meeting Room of the Town Office Building. Chairman Barry, Mr. Kelley, Mr. Cohen, Mr. Pato, and Ms. Ciccolo, were present as well as Mr. Valente, Town Manager, and Ms. Siebert, Recording Secretary. Grant of Location Petition for National Grid Ms. Barry recognized Dennis Regan, Permit Representative for National Grid. National Grid seeks permission to install and maintain approximately 19 feet of 2 inch gas main on Byron Avenue from the existing 2 inch gas main at House 415 southerly to House 411 for a new gas service. Mr. Cohen ascertained that the DPW has reviewed and approved the petition for the proposed installation. On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the petition. Noise Bylaw Special Permit Request DPW Director Pinsonneault asked the Board to consider a request to hold a Noise Bylaw Special Permit Public Hearing in order to allow cleanup of the sidewalks in the Center area and along Bedford Street. The requested work time is Mondays and Fridays beginning at 5 a.m. from October 10 to November 26 and includes both sides of Massachusetts Avenue from Meriam St. to Woburn St. The DPW also seeks permission to prepare Bedford St. from the bike path to Mass. Ave. and along Mass. Ave. to Woburn St. for Patriots' Day activities. The work period requested is Monday through Friday April 9 to April 20, also beginning at 5 a.m. A Special Permit is necessary in both instances because of heavy vehicular and pedestrian traffic during regular work hours. If the Board is open to granting a Special Permit, staff will notify abutters and advertise the Public Hearing via legal notice. Mr. Kelley said the Selectmen have recently received a number of noise complaints from Oakland St. residents due to cleanup activity in the Depot Parking Lot. He asked whether the practice of starting in early morning hours is new. Mr. Pinsonneault said this has been the practice for a number of years; he added that the location of the work has been along Mass. Ave., not in the Depot Lot. Using backpack blowers, workers move debris into the street where the street sweeping machine can come by to pick it up. Mr. Pinsonneault said the backpack blower models the DPW is using are noise-reduced but the DPW remains sensitive to resident concerns and will continue to search for quieter-but-still- effective options. Mr. Kelley said that households with young children might be most affected by such early morning noise and that, in any case, 5 a.m. seems too early to start. Ms. Ciccolo said she, too, was surprised by the number of negative comments from residents and agreed with Mr. Kelley that 6 a.m. is early enough for noisy work to begin. She said giving 70-80 Selectmen's Meeting—November 7, 2016 neighbors a sense of what the limits of the disturbance would be number of days of the year affected, etc.—might help to calm anxieties. Mr. Cohen asked if the work could be accomplished if started at 6 a.m. Mr. Pinsonneault said the DPW would adjust as needed but starting later would mean taking more days to finish. Dr. Mary Daly, 15 Oakland St,presented a petition to the Town from her neighborhood against leaf-blower use occurring outside the limits of the Noise Bylaw (9 p.m. to 7 a.m.). Dr. Daly cited research from several sources that shows excessive decibel levels contribute to poor physical and mental well-being. She noted that the gas-powered leaf blowers used by the DPW have 1000 times the recommended decibel limit for healthful sleep. Increased efficiency, she said, comes at a high price for those who withstand the noise. Dr. Daly added that the DPW used the leaf blowers this fall from 5:00 -5:45 a.m. every Monday and Friday without a Special Permit and it disturbed everyone in her household. Dr. Daly said that leaf blower use was not a common practice until a few years ago, with the exception of one or two days around Patriots' Day. At that time, the Town called to alert abutting residents. Dr. Daly noted that other towns have banned leaf blowers and that cost analyses exist, making the case that the job can be done without resorting to leaf blower use. Dawn McKenna, 9 Hancock St. and Precinct 6 Town Meeting member, said although she is an avid supporter of the DPW in general, she experiences a lot of DPW-related noise other than leaf blowing at her Town Center residence. Mr. Kelley asked Mr. Pinsonneault if curbside parking along the work area could be blocked off during the work period. Mr. Pinsonneault said, based on comments, the DPW would step back and take a look at a few things before returning to the Board for approval of the Special Permit hearing. Ms. Ciccolo said she agreed with this approach, saying that without an alternative plan, the question was not ready to be brought to the Public Hearing stage. Ms. Barry said the Board would entertain holding a hearing but would first want to see alternate recommendations for starting time, type pf equipment used, marking areas off as "no parking", etc. Tax Classification Presentation To present the issue, Ms. Barry recognized Assistant Town Manager for Finance Rob Addelson and Chairman of the Board of Assessors, Gregory Johnson. In the audience, Director of Assessing Rob Lent was introduced as well as members of the Board of Assessors, Ed Grant, and Casimir Groblewski. Mr. Addelson said the purpose of the presentation was to initiate the process of setting the FYI tax rate which will take place over three separate meeting dates: November 7 (tonight); November 21; and December 5. On November 21, the Board of Selectmen will conduct a tax classification Public Hearing. On December 5, the Selectmen will take 4 votes: to establish a Residential Factor; to determine whether to adopt the Open Space discount; determine whether to adopt the Residential Exemption and, if so, by what percentage (now up to 35% from a previous cap of 20% as a result of a recent change in the law as part of the Municipal Modernization Act); and to determine whether to adopt the Small Commercial Exemption. 70-81 Selectmen's Meeting—November 7, 2016 At tonight's meeting, the focus is on information contained in the Tax Classification packet: Alternative Tax Rate Scenarios for FY2017 (Exhibit A); Historical Levy Summary (Exhibit B); History of Average Single Family Assessed Value and Property TaxFY1992 to Present (Exhibit C); Preliminary Values By Class: FY2016 to FY2017 (Exhibit D); Town of Lexington—Tax Rate Shift Options &Property Comparisons (Exhibit D-1); Tax Factors and Tax Rates—Comparable Commercial Communities and Contiguous Communities (Exhibit E); Top 25 Communities by Total Assessed Value (Exhibit F); Tax Factors and Tax Rates for Aaa and AAA Rated Communities (Exhibit G); and Adoption of Residential Exemption Property Tax Impact Analysis (Exhibit H). Before turning the presentation over to Mr. Johnson, Mr. Addelson noted that at the Special Town Meeting in September, supplemental appropriations were approved financed with an increase in the estimated New Growth for FY17. Since September, New Growth estimates have increased by another $500,000 which, after Free Cash certification next July, could be put toward the Capital Stabilization Fund that can then be used to address impending projects/debt currently under discussion. Mr. Johnson then took the Board through the information contained in the exhibits, noting that the maximum allowable levy limit percentage of change between FY16 and FY17 is 4.4%; the increase in residential valuation is 5.62%; the increase in Commercial, Industrial and Personal Property classes (CIP)valuation is 3.6%; and the Proposition 2 1/z increment increase to the levy total is 2.37%. Mr. Johnson showed tables within the exhibits of how different rate increases to different property classifications would impact the various categories of taxpayers. In the Residential category (noting that the average single family dwelling increased in valuation from $887,355 in FY16 to $919,929 in FY17), the possibility of a 1.75 tax burden shift factor from Residential to Commercial/Industrial would result in an increase of$381 or 2.94% (net of New Growth) making the average tax bill $13,336. Also, if the Town were to adopt an increase in exemptions in the Residential category (from the previous cap of 20%to the new cap of 35% allowed by law), the resulting new residential rate for non-exempt properties of higher valuation would be $21.18 per thousand dollars of assessment, up from the current$14.50 per thousand. At the end of Mr. Johnson's detailed presentation, Mr. Pato thanked Mr. Johnson, his Board of Assessors colleagues, and the Finance Department for their efforts and noted that the information is used all year long. Mr. Pato then said, due to revaluation of residential property, shifting the tax burden has not always alleviated the pain of residential tax increases as intended. This year, the law has changed as to what the exemption percentage can be (from 20%to 35%); the Board should examine what the effect across the population would be of raising the cap and how this would affect properties assessed at a higher value. Mr. Pato said that he receives comments all the time from senior citizens who are avidly looking ways to reduce their tax burdens. He recommended that the table of adjustments be given to a study group composed of members of the Tax Deferral and Exemption and the Appropriation committees. Ms. Barry asked whether Mr. Pato intended that the study be done before setting the FY17 rate. Mr. Pato replied it was not practical to expect such quick results but he would like to see the 70-82 Selectmen's Meeting—November 7, 2016 study start soon so that a Board discussion using the study results can begin in early January before the operating budget is set. Mr. Pato asked why the Proposition 2 1/z Increment shown in Exhibit A is not 2.5%, as one might expect. Mr. Addelson said the increment is a function of the increase in the levy limit before adding in Exempt Debt. In the same vein, Mr. Kelley pointed to Exhibit C which showed single family percentage tax increase in FYI as 6.27% and asked why that percentage is higher than 2 1/z%. Mr. Johnson replied that the percentage change refers to the difference between the average home valuation and associated tax burden one year and the previous year. Mr. Kelley added that not only was this the result of increased market value and Town valuation, it was also because of a shift in burden (based on valuation) from the various CIP categories to the Residential category. Mr. Pato said it helps to think about the average home as not the same as last year's average home. The average skews higher due to newly built houses that are mostly of the high-priced type. Mr. Addelson said that Exhibit D shows how the percentages change when the New Growth that was included in Exhibit C is factored out. Once New Growth is factored out, the average Residential single dwelling property tax increased 4.19% in FY17 over FY16 rather than 6.27% as shown in Exhibit C. Mr. Addelson said that there are several reasons that a citizen's tax bill would go up more than 21/z%: debt exclusions; levy growth; and natural shift in home value as opposed to CIP value growth. Ms. Ciccolo said one of the ideas that has helped her make sense of increases is that it is the levy limit that cannot increase more than 21/z%, not each individual tax bill; when Commercial property values drop, the tax burden shifts to the Residential sector. Ms. Barry thanked the presenters and said she looked forward to the next rate-setting session on November 21. Consider Town of Belmont's Withdrawal from Minuteman Regional School District Mr. Valente summarized the matter by saying that, since the Town of Belmont has petitioned to leave the Minutemen School District, it is up to a majority vote of the other nine member communities to allow or not allow Belmont to do so. If Lexington—as a member town—decides not to call a Special Town Meeting to consider approval of the Belmont's petition, it is considered a tacit approval of the petition to leave. Mr. Cohen and Mr. Kelley represented the Town at a recent meeting of member towns; discussion of the petition resulted in consensus not to oppose the Town of Belmont's withdrawal. Mr. Valente said a survey of his counterparts in the other towns likewise showed a similar consensus. Mr. Pato noted that if it was barred from leaving, the Town of Belmont could not be required to share in renovation costs for the new school because it had, as a Town, voted against doing so. If it is allowed to leave, but continues to send students to Minuteman, fees will be assessed to capture capital costs. There is, in other words, a financial incentive to letting the Town of Belmont go. 70-83 Selectmen's Meeting—November 7, 2016 On motion duly made and seconded, the Board of Selectmen voted 5-0 not to call for a Special Town Meeting for the purpose of acting on the Town of Belmont's petition to withdraw from the Minuteman School District. Approve FY2016 Board of Selectmen Annual Report Referring to the almost-complete draft report in the meeting packet, Mr. Pato said the one missing item is a Transportation subsection. Mr. Cohen said he had a couple of small edits for Mr. Pato's consideration which he will pass along. Ms. Barry and Mr. Pato will work together to complete the Transportation section and then send the final copy to members for their information. On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the draft of the Selectmen's Annual Report as presented and amended. Outdoor Skating Rink Request 2016-17 Season Ms. Barry recognized presenters Lisa O'Brien, Doug Lucente and Charles Teague. This year,the Lion's Club in conjunction with a group of neighbors, asks for permission to erect a skating rink at the corner of Massachusetts and Fletcher Avenues as was done last winter. With lessons learned and feedback gathered from the first season, these aspects of the rink will be revised: • Rink size increased from 100'x 65' to 100'x 85% • Solar power and LED lighting; • Longer hours until 8 p.m. if lighting is appropriate; • Improved signage (Rink Open; Rink Closed, etc.); • Improved access and parking; ramps and mats added; • Weekly resurfacing by DPW paid for by the Lions Club; • More formalized snow clearing by volunteers. The plan is to open the first week in January weather permitting—and close before March 1. Before comments, Ms. Barry reminded the Board that there is no formal vote of approval required as the property in question is under the jurisdiction of the Town Manager. Mr. Valente merely asks if the Board agrees with the proposed changes as listed above. Ms. Ciccolo said the rink was an impressive project and it was exciting to see how successful last year's effort was. She asked if it was possible to open the rink between Christmas and New Year's. Mr. Lucente said the group would be happy to open the rink if the cold weather cooperates. Mr. Pinsonneault said he thought the partnership between the group and the DPW worked well last year. Given the nature of last year's mild winter, the DPW had more time than usual to attend to the rink. Ms. Barry said the rink was a great use of the property in the winter she enjoyed seeing the kids being active outdoors. Mr. Pato asked if there would be the opportunity for abutter input about the lighting. Mr. Lucente said the group would be renting and testing out light fixtures to gauge effectiveness and level of light disturbance. There is little electricity available on the site so LED or solar might be the solution. 70-84 Selectmen's Meeting—November 7, 2016 Appoint Office Manager—Board of Selectmen's Office Ms. Barry announced that successful negotiations have resulted in the hire of Donna McIntosh for the position of Selectmen's Office Manager/Executive Clerk to replace retired manager Lynne Pease. Ms. McIntosh's start day will be November 28, 2016. On motion duly made and seconded, the Board of Selectmen voted 5-0 to appoint Donna McIntosh as Office Manager/Executive Clerk for the Board of Selectmen and also approved and authorized the Chairman to sign the letter of appointment. Establish Town Meeting and Town Election Dates On motion duly made and seconded, the Board of Selectmen voted 5-0 to establish dates for the Annual Town Election and Annual Town Meeting as follows: December 28, 2016 as the date to close the warrant for citizen petition articles for the 2017 Annual Town Meeting Warrant; Monday, March 6, 2017 as the date for the Annual Town Election; and Monday, March 20, 2017 as the date for the Opening Session of the 2017 Annual Town Meeting. Board of Selectmen Appointments and Resignations On motion duly made and seconded, the Board of Selectmen voted 5-0 to appoint Jennifer Melot as a member of the Bicycle Advisory Committee to fulfill a term vacated by Marita Hartshorn that expires in September 2017; and to appoint Rita Vachani as a member of the Communication Advisory Committee for a term to expire in September 2019; and to appoint Laurel Smith as a member of the Council of the Arts to fulfill a term vacated by Susan Hammond that expires in September 2018. Further, on motion duly made and seconded, the Board of Selectmen voted 5-0 to accept the resignations of Marita Hartshorn as a member of the Bicycle Advisory Committee, of Ada Wong as a member of the Center Streetscape Committee, of Douglas Holmes as a member of the Energy Conservation Committee, and of Alan Seferian as a member of the Tax Deferral and Exemption Study Committee. Consent A_eg nda Water & Sewer Commitments On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve three commitments of Water & Sewer charges 1) September 16 Finals totaling $15,358.38; 2) September Cycle 9 totaling $108,547.95; and 3) September Cycle 9/Bedford totaling $206,268.77. Water & Sewer Adjustments On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve adjustments to the Water& Sewer charges recommended by the Water Sewer Abatement Board totaling $61,129.36. 70-85 Selectmen's Meeting—November 7, 2016 Si _gn Employee Recognition DayEmployee Recognition Day Proclamation On motion duly made and seconded, the Board of Selectmen voted 5-0 to sign a proclamation for Employee Recognition Day which is on Wednesday, November 16, 2016 from 2:30 p.m. until 3:30 p.m. in the Cary Memorial Building. This proclamation recognizes employees that have served the Town for 10, 15, 20, 25, 30 and 35 years. Si _gn Eagle Scout Letters—Anthony Marge and ClayEagle Scout LettersAnthony Marge and Clay Oshiro-Leavitt Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to sign a letter of commendation congratulating Anthony Marge and Clay Oshiro-Leavitt for attaining the highest rank of Eagle in Boy Scouting. Approve One Day Liquor License—Spectacle Management On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the one day liquor license request from Spectacle Management to sell beer and wine in the lobby of the Cary Memorial Building on Sunday, November 13, 2016 from 7:00 p.m. until 11:00 p.m. (Tower of Power); on Sunday, November 20, 2016 from 7:00 p.m. until 11:00 p.m. (Michael McDonald); and on Sunday, November 27, 2016 from 3:00 p.m. until 7:00 p.m. (Jim Brickman). Approve One Day Liquor License—Munroe Center for the Arts On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve a one day liquor license for Munroe Center for the Arts to serve wine on site at a social for board members and tenants on Wednesday, November 16, 2016 from 6:00 p.m. until 8:00 p.m. Approve One Day Liquor License—Brookline Bank/Lexington Council for the Arts On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve a one day liquor license for Brookline Bank to serve wine at their ArtWalk Community Event on Thursday, November 10, 2016 from 6:00 p.m. until 8:00 p.m. at their 1793 Massachusetts Avenue location. Use of Battle Green/Walk—Martin Luther King Day On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the Town Celebrations Committee/MLK Subcommittee's request for use of the Battle Green for the MLK Day Commemoration that includes a Unity Walk from the Battle Green to the Cary Memorial Building on Monday, January 16, 2017. The event will begin at the Battle Green at approximately 11:00 a.m. and end at approximately 2:00 p.m. Staff has reviewed and approved this request. Ms. Barry noted that the next meeting of the Board of Selectmen is Summit II on Wednesday, November 9, 2016 at 7:00 p.m. at the Samuel Hadley Public Services Building, 201 Bedford St, in the cafeteria. The next regularly scheduled meeting of the Board of Selectmen is on Monday. November 21, 2016 at 7:00 p.m. in the Selectmen's Meeting Room. Executive Session On motion duly made and affirmed by roll call vote, the Board of Selectmen voted 5-0 to go into Executive Session at approximately 8:30 p.m. under exemption 6 to consider the purchase, exchange, lease of value of real property, Belmont Country Club Parcel, and to reconvene in 70-86 Selectmen's Meeting—November 7, 2016 Open Session only to adjourn. Further, it was declared that than an open meeting may have a detrimental effect on the negotiating position of the Town. Further, on motion duly made and affirmed by roll call vote, the Board of Selectmen voted 5-0 at approximately 8:30 p.m. to go into Executive Session to consider the purchase, exchange, lease of value of real property, 20 Pelham Road, and to reconvene in Open Session only to adjourn. Further, it was declared that than an open meeting may have a detrimental effect on the negotiating position of the Town Ms. Ciccolo noted that she would not be participating in the 20 Pelham Road discussion due to a conflict. Following a return to Open Session, the Board of Selectmen voted 5-0 to adjourn at approximately 9:30 p.m. A true record; Attest: Kim Siebert Recording Secretary 70-87 Summit Meeting 2 Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee November 9, 2016 A Summit was held on Thursday, November 9, 2016, at 7:00 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Board of Selectmen (BOS) Ms. Barry, Chair; Mr. Kelley, Mr. Cohen; Mr. Pato were present along with Mr. Valente, Town Manager; Mr. Addelson, Assistant Town Manager for Finance; Mr. Goddard, Director of Public Facilities; Ms. Hewitt, Budget Officer; and Ms. Siebert, Recording Secretary. Also Present: School Committee (SC) members: Mr. Hurley, Chair; Mr. Alessandrini, Vice Chair(late arrival); Ms. Crocker(late arrival); Ms. Jay (late arrival); Ms. Steigerwald; Dr. Czajkowski, Superintendent of Schools; Mr. Dailey and Assistant Superintendent for Finance and Operations. Appropriations Committee (AC) members: Mr. Parker, Chair; Mr. Bartenstein, Vice Chair; Ms. Colburn; Mr. Levine; Mr. Michelson; Mr. Neumeier; Mr. Radulescu-Banu; Capital Expenditures Committee (CEC) members: Ms. Hai Chair; Mr. Kanter, Vice Chair; Mr. Cole; Ms. Manz; Mr. Lamb. Ms. Barry called the BOS to order at 7:00 p.m. and introduced the Board members. Chairs of the SC, CEC, and AC followed suit. It was noted that the School Committee did not yet have a quorum as three members were competing in the Trivia Bee. The missing members arrived in due course. Procedure for Meeting Minutes Ms. Barry explained that the BOS Recording Secretary would take the minutes for the Selectmen and draft copies would be shared with the chairs of the SC, CEC and AC for review,prior to approval by the BOS. FY2018 Revenue Projections Mr. Valente noted that all Summit 2 meeting materials can be found on the Town website. Tonight's Summit is the second of five that are typically held prior to Annual Town Meeting. The purpose of Summit 2 is to review the Town's FYI revenue estimates. Mr. Valente gave a brief review of Summit I held on October 6, saying that the Town's overall financial position is strong but we face a challenging number of large Capital projects. Summit I included a three- year revenue and expenditure projection, which was based on maintaining current services on both the Municipal and School sides. The projection included expenses associated with anticipated increases in school enrollment. FYI revenues should be viewed with the understanding that the Board of Selectmen have directed Town leadership to build an operating budget that does not ask for tax increases beyond what Proposition 2 1/z allows. 70-88 Budget Summit 4 2—November 9, 2016 Mr. Valente said that Mr. Addelson used the same methodology to produce these projections as has been used in prior years. Page 2 of the "Summit 2 FY2018 Revenue Projections" document titled"Overview: FY17 EstimatedFY18 Projected Revenue" shows Gross General Fund Revenues increasing 4.4% over FY17. Mr. Valente said this increase was relatively stable when compared to the prior year's change of 2.4% over FY16 and the FY16 change of 6.4% over FY15. Mr. Valente said that each year, a specific amount is recommended to be set aside for certain purposes. For FYI 8, $14,420,371 is recommended which is $416,635 less than the set-aside of the previous year. Net revenue growth(after revenues set aside for designated expenses) is 5%, slightly lower than the last two fiscal years (5.7% in FY17 and 6.9% in FY16). Page 3 shows "FY Revenues Set-Aside for Designated Purposes." The list, according to Mr. Valente, is much the same as in prior years. The differences include: • For Other Post Employee Benefits (OPEB), Mr. Valente and Mr. Addelson recommend a set-aside of$1,829,721, an increase of$317,403 over the OPEB allocation for FY17; • $618,148 is recommended for the Unallocated category. As the budget process plays out, these funds can be used to increase Capital and/or Operating budget line items as deemed necessary; • In the Cash Capital category, $3,350,000 is recommended. This set-aside is intended to minimize bonding and represents a$797,288 increase over FY17. • The Capital Stabilization Fund allocation recommendation is $5M. This Fund will be drawn on to mitigate property tax increases resulting from the very aggressive Capital program envisioned for the next 5 years. Mr. Valente said the FYI set-aside is not as robust as for prior years but it is still important to add to the account because the Town is trying to reduce the debt service peaks from prior and future debt exclusions. • The amount recommended to be drawn from the Capital Stabilization Fund is $689,000. $712,000 was drawn in FY17. These funds are used to serve the within-levy debt incurred for borrowing for the LHS modulars. • The Street Improvement Program recommendation is $2,540,000 which represents almost level funding compared to FY17 (Note: this figure is the correct figure, amended during the meeting due to a typo). Mr. Michelson (AC) asked where in the table the set-aside for Snow and Ice appears. Mr. Addelson said the $300,000 for Snow and Ice is in the "Town of Lexington FY2018 Revenue Projections" document on pg. 4. Since it is not part of tonight's presentation, it was not included in the shorter focus document. Ms. Colburn (AC) asked if there are particular projects that are more appropriately paid for with Cash Capital funds. Mr. Valente said that Cash Capital funds are generally spread over multiple, lower dollar projects as opposed to being used for one large project. Using these funds takes pressure off of the within levy debt service and allows the Town to live within the 5% debt service growth per year that mirrors the 5% Revenue growth per year. 70-89 Budget Summit 4 2—November 9, 2016 Mr. Bartenstein (AC) asked Mr. Valente to comment on the decision to increase the OPEB allocation. Mr. Valente replied that the Board of Selectmen, working with the Appropriations Committee, established a guideline to set aside between 35% and 100% of normal OPEB costs each year. The level of funding in the table is an attempt to comply with those guidelines. Ms. Hai (CEC) asked for additional information about the Tax Levy Support of Community Center Programs line item on pages 3 and 4 and how this differs from Recreation Department funding. Mr. Valente said that two years ago, when the Community Center opened, the CC became part of the Recreation enterprise fund but at the time, the CC assumed a number of the Senior programs that were either non fee-based or partially subsidized. The total subsidy at the beginning was about$250,000 with the idea to wean the CC from the subsidy over time. As a result, the tax levy support for the CC is projected to be $33,255 less in FYI than it was in FYI 7. Mr. Valente said that discussions are now taking place about CC user fees, so the length of time the CC will be subsidized is, at this moment, unclear. Mr. Valente said that Summit 3, in early December, will present the allocation of Revenues which generally go into three categories: Shared Expenses (benefit,pension, debt service); School Programs; and Municipal Programs. Each area will build its budget to fit within its revenue allocation. Those budgets will then be presented to the assembled boards/committees in early January. Mr. Valente said the "FYI 8 Revenue Projections" document will be updated in small ways as changes occur on how Reserve Funds are used and changes to the amount of income from fees/charges. Larger adjustments would include growth in the Tax Levy and the final State Aid amount. More significant changes tend to occur after Town Meeting, such as when State Aid is finalized in late spring. Once State Aid and New Growth numbers are certified, surpluses flow to the Town's bottom line and become part of the Unreserved Fund/Free Cash balance. Mr. Kanter(CEC) asked if, after the revised numbers come out, Special Town Meeting can adjust the budget rather than automatically put the funds into Free Cash. Mr. Valente replied that this was possible as long as STM takes place before the tax rate is set. This, in fact, happened this past September when additional funds were appropriated at STM for the Capital Stabilization Fund. The Policy Issues on pages 6 and 7 focus on Capital projects. The cost of upcoming Capital projects necessitates caution in how to manage the Operating budget so that programs and services do not crowd out the ability to fund Capital needs. One newly added Selectmen's goal addresses pedestrian, bicycle and vehicle safety issues. The Transportation Safety Group has a long list of projects ranging from simple safety fixes to expensive sidewalk projects. One change in the FYI budget is that an additional amount will be allocated for neighborhood safety issues so that small projects do not have to wait for TM to approve funding. Mr. Kanter (CEC) asked if this additional line item will fall within Operating or Capital. Mr. Valente replied it would be under Capital in the form of a request from Planning. 70-90 Budget Summit 4 2—November 9, 2016 A second newly added is related to Stormwater Management. The Town currently spends $1 M annually for stormwater capital projects. Since within-levy debt is approximately $6M per year, spending $1M on Stormwater means that 15% is dedicated to this alone and new regulations will necessitate an even greater level of funding in the future. Mr. Valente said the Town is looking into whether as yet unidentified revenue source could be brought to bear to mitigate the expense. Many communities across the country are dealing with the impacts of stormwater and the associated regulations; the Town is researching models and practices that might shed light on how to proceed. Mr. Michelson asked what the source of funds is for the $1 M currently spent on Stormwater Management. Mr. Valente replied it is covered within Operating revenues and debts, which is supported by the Tax Levy. With the new regulations, the Town will be required to do more street sweeping and catch basin cleaning. These expense increases will be seen in the Highway Division of the DPW. There are also Capital projects coming that are Stormwater-related. Mr. Bartenstein (AC) asked if these regulations could be called"Unfunded Mandates." Mr. Valente agreed they could as there is no Federal funding attached to the requirement. Mr. Kanter (CEC) commented that he welcomed a review of the OPEB policy. School Committee Update on Facility Plan • Lexington Children's Place (LCP) School Committee Chair Mr. Hurley said that the SC has been considering its options for relocating the LCP integrated pre-school program. To that end, the SC hired DiNisco Design to help narrow down which of five options would be best. Now that the SC has chosen from the five, DiNisco will present more concrete design and construction cost calculations. Mr. Hurley said the original estimation for LCP was in the neighborhood of$1OM but the projected costs are far higher: Concept A: Renovate/Addition at Harrington Elementary= $25M Concept B: Renovation at Old Harrington=$19M Concept C: New Facility on Harrington Site=$20.7M Concept D: New Facility on Laconia St. _ $18M Concept E: Renovation at Pelham Road= $18.3M At the School Committee meeting last Monday night, a final vote was not taken but consensus supported Concept E: Renovation at Pelham as the first choice and Concept C: New Facility at Harrington Site as the second choice. It was noted that the Pelham Rd option did not include the cost of a new road/exit-entrance from Marrett Road(estimated at$3M-$4M) or the cost of purchasing the property. Replying to a question from Mr. Kanter(CEC), Facilities Director Goddard said that the Fire Chief has not yet been asked if a new road will be required for the Pelham site. If the Pelham option is chosen, the Fire Chief will be asked to make an assessment. The cost estimate for the new road is based on a DPW analysis. 70-91 Budget Summit 4 2—November 9, 2016 Mr. Michelson asked how classrooms currently occupied by LCP will be repurposed and what the cost estimates for that work might be. Mr. Goddard said New Harrington was evaluated in the summer of 2015 at which point DiNisco placed a value on the work there of$250,000. At the Old Harrington School, costs would not be significant. Ms. Colburn (AC) asked if the 5 LCP classrooms at Old Harrington and the 4 LCP classrooms at the New Harrington would be used for regular education classrooms. Mr. Hurley said once a new Hastings School was ready for occupancy, the 5 classrooms at Old Harrington, though not ideal, might be used for any small amount of overflow. Superintendent Czajkowski said the 4 New Harrington LCP classrooms would yield 2 regular education classrooms because the remaining space would be used for the art programs. Ms. Colburn asked if this meant there would be an additional 7 elementary school classrooms available if LCP moved to another location. Dr. Czajkowski replied that the Old Harrington space would probably not be used as anything but overflow space because of the disadvantages of separating students from their cohort. Mr. Hurley added that this additional space might be used as temporary swing space. Ms. Colburn asked why there was a $5M difference between the estimates DiNisco presented last year and this year for Harrington site work. Mr. Goddard said last year's estimate did not include a traffic analysis; because so many programs take place on the Harrington site, there is an urgent need for more parking and that work would entail removal of current surfaces, improvement of stormwater collection and underground storage systems, as well as an expansion in the number of parking spaces. Ms. Colburn said there had been hesitation to use the large Laconia St. site for a single purpose. Is there a similar concern about using the 8 acres at Pelham St for one thing? Mr. Hurley said the main disadvantage of the Laconia St. site was its isolation. Pelham is in the center of things and connected to other Town facilities. [At this point in the meeting, School Committee members began to arrive from the Trivia Bee.] Mr. Radulescu-Banu(AC) asked if renting space for pre-K could be a better option than building/renovating. Mr. Hurley said location would be a big factor and long-term rental (30-40 years) is not a viable solution, although it might be good temporarily. Mr. Alessandrini (SC) added that, with a rental, you would not have control over what would happen if the lease was not renewed. Mr. Radulescu-Banu(AC) asked how long any of the proposed options would satisfy the need. Mr. Goddard said the life cycle of renovate-as-new construction would be similar to that of new construction. Ms. Hai (CEC) asked, if some of the vacated classroom space at New Harrington was used for Art, would that put Art space at, below, or above par relative to Fiske? Secondly. Ms. Hai asked if Art spaces were taken over by classrooms, would there be a need to increase core spaces in the buildings. Mr. Goddard said the analysis that was done on moving LCP out of the Harringtons 70-92 Budget Summit 4 2—November 9, 2016 showed that"right-sizing"the school to 24 classrooms obviated the need to increase core square footage. Mr. Hurley (SC) said the School Committee is trying to prioritize its list of needs within the context of Town needs. The big questions are what should be done and what should the sequence be? Ms. Colburn (AC) asked whether some of the aspects of the Pelham $18.3M "renovation-as- new"price tag could be altered or deferred. Mr. Hurley replied that there could be some phasing or deferral but it would be unwise to spend some money now for small fixes that would in any case require additional funding to be completely addressed. Phasing or sequencing is something DiNisco will provide recommendations about. Dr. Czajkowski said there are currently 6 LCP classrooms split between the New Harrington and the Old Harrington. The program has been relocated several times. Now, staff and students go between the two Harrington buildings and those logistics present challenges. These LCP spaces were not designed with special needs in mind. Dr. Czajkowski said she and the SC intend to advocate for what is best for the child and for the program. She noted that when early intervention is successful, funds are saved later on. In terms of capacity, there is one more classroom that could be used before the current LCP space is maxed out. Mr. Levine (AC) asked if the LCP project will be added to the large Capital list that already includes the Hastings School and Fire Department debt exclusions. Mr. Hurley replied that the School Committee is looking for feedback and advice from the other Boards/Committees. At this point, there is no concrete plan for how to proceed. Mr. Radulescu-Banu(AC) asked if the property recently purchased from Liberty Mutual on Bedford St could be used for LCP classrooms after it was no longer needed for Fire Station swing space. Mr. Goddard said there was 16,000 sq. ft. on two floors in the building but accessing the second floor is not ideal for students with physical disabilities. • High School HVAC (and as it relates to a future High School Renovation) Mr. Hurley said the question in this instance is, given the condition of the LHS HVAC, could the system be maintained until a new/renovated building is constructed or, alternately, would a $20M fix still be viable in a new/renovated building. The current plan is to submit a Statement of Interest(SOI)to the Massachusetts School Building Authority (MSBA) for LHS in 4 years, at about the same time as the new Hastings is ready for occupancy. Cost guestimates for a new high school derived by comparison to building projects in other communities—are between $250M to $300M. The SC has deliberated how to proceed, weighing need against cost. With input from Facilities Director Goddard, the School Committee reached consensus, without yet taking a final vote, to maintain the current HVAC system. Subsequent to that decision, there has been discussion with CEC about how to fund heat and air conditioning upgrades in the teacher planning area of the 70-93 Budget Summit 4 2—November 9, 2016 LHS Humanities building. Mr. Goddard said the $650,000 in fees for the HVAC design were depleted because work was halted when it became clear that the full price tag would be higher than anticipated. Therefore, the remainder of that allocation—about$300,000—could be used to evaluate which LHS areas are in the most need. There are also residual design funds from other projects that are potentially available. A proposal will come before the SC at a later date. Ms. Steigerwald(SC) commented that SMMA had at one time given the SC four options for how to handle the cost of LHS construction over time. One of them was an additional three-story building behind the current band/music area that could be connected to the existing building. This building could be designed as a new Science wing to replace existing antiquated space and in a phased process. Ms. Steigerwald recommended that a task force/study group be formed to consider this question before the decision about the HVAC is made. If the community won't support a new LHS, it would change how Ms. Steigerwald feels about proceeding with the HVAC. Mr. Kanter(CEC) asked if Mr. Goddard believes he can maintain the HVAC system for the time necessary. Mr. Goddard said it is very expensive to replace an entire system all at once; he knows there will be some breakdowns, but he feels his department has the talent and skills sufficient for the task. The expense can be handled within the Operating budget for the next 5-10 years. Mr. Levine (AC) said he was shocked at the $20M price tag and wondered if it was worthwhile to explore—with engineering experts—a $5M-$1 OM alternative that might result in an 80% improvement. He added that it seemed grossly premature to make decisions about the HVAC based on an SOI that would be submitted in 4 years. Mr. Levine said it was imperative that more data be gathered for alternatives for the HVAC in case the maintenance-only approach does not work and replacement becomes necessary. Mr. Hurley (SC) said he did not disagree with Mr. Levine but noted that LHS is now up to 2200 students and projected to continue to grow. Overcrowding during times like lunch adversely affects the school environment. If space needs are not acknowledged, it would be tantamount to the Town putting its head in the sand. Unless space constraints are addressed, the School Committee will be faced with choices such as eliminating programs, offering some AP courses online only, going to double sessions—options that are not likely to find favor in the community. Mr. Hurley asked Mr. Goddard to comment on Mr. Levine's suggestion. Mr. Goddard confirmed there are options less expensive than the $20M HVAC overhaul but they would not perform as well. He said Town leaders would need to decide what combination of performance and price is acceptable. Dr. Czajkowski said there were 120 new registrations at the high school over the summer and enrollment growth across the system is the underlying factor in all of the school building projects: a new Estabrook; a new Hastings; 10 classrooms added to the two middle schools. Due to growth, the aging high school physical plant needs more than a band-aid, especially the Science labs. An SOI for LHS must wait because Lexington is already in the loop for MSBA 70-94 Budget Summit 4 2—November 9, 2016 re-imbursement for other projects but the discussion should start now about how to proceed. If Hastings goes forward with an SOI in 2017, the earliest an SOI could be submitted for LHS is 2019. Now is the time for Town leadership to discuss the game plan so the project is ready for wider public discussion when the time is right. Ms. Colburn asked if the SC is contemplating doing a study to get a firmer idea about options, cost, and sequencing. Mr. Hurley said LCP needs to be addressed first but a group will be formed with various stakeholders to examine the range of options for the high school. Consent A_eg nda Use of the Battle Green—Vigil/Public Witness to Observe Transgender Day of Remembrance On motion duly made and seconded, the Board of Selectmen voted 4-0 to approve the request from First Parish Church to use the Battle Green on November 20, 2016 from 12:00 until 12:45 for a Vigil/Public Witness to Observe Transgender Day of Remembrance. Fifty people are expected to be in attendance. Staff have reviewed and approved this request. Executive Session On motion duly made, the Board of Selectmen voted 4-0 by roll call vote at 8:40 p.m. to enter Executive Session under exemption 6 to consider the purchase, exchange, lease or value of real property, 20 Pelham Road, with all Boards and Committees present, and to reconvene in Open Session only to adjourn. Further, it was declared that an Open Meeting may have a detrimental effect on the negotiating position of the Town. On motion duly made and seconded, the Board of Selectmen voted 4-0 to adjourn at approximately 9:30 p.m. A true record; Attest: Kim Siebert, Recording Secretary 70-95 Selectmen's Meeting November 21, 2016 A meeting of the Board of Selectmen was held on Monday, November 21, 2016 at 7:08 p.m. in the Selectmen's Meeting Room of the Town Office Building. Chairman Barry, Mr. Kelley, Mr. Cohen, Mr. Pato, and Ms. Ciccolo were present as well as Mr. Valente, Town Manager and Ms. Siebert, Recording Secretary. This meeting followed an Executive Session that began at 6:30pm. Two Statements from the Board First, Ms. Barry said that, following the recent Presidential election, it is important to recognize the Town of Lexington as committed to inclusiveness, diversity and respect within our community, our country and this world. Second, in a firmly worded statement on the subject of the Center Streetscape project, Chairman Barry said that recent conversations in the community suggesting a less than transparent process are unfounded. The Board of Selectmen remains committed to an open process with clear steps and public access to meetings and documents. Ms. Barry urged residents to be sure they are dealing with facts instead of rumors. Public Comments Elaine Ashton, 32 Cliffe Avenue, Precinct 1 Town Meeting member, spoke to the dangers to pedestrians and cyclists during the many dark winter hours and distributed reflective objects and personal safety reflectors to the Board. She recommended that language about wearing/using effective reflective materials be included in Lexington's Complete Street policy. Selectmen Concerns and Liaison Reports Mr. Pato thanked Ms. Barry for her opening remarks and added that all of the committee meetings he has attended since the election have included conversations about the potential for civil rights harassment. Mr. Kelley said he has concerns that the community that the removal of brick and replacement with cement, all with good intentions, has had a negative cumulative impact on the Center. Specifically, Mr. Kelley said, the recent decision to move a crosswalk in front of the Librarya good idea in itself—meant that another stretch of brickwork would be lost. Ms. Barry referred to the last Selectmen's meeting during which Mr. Pato expressed an interest to form a committee to study how a residential real estate exemption would affect the tax bills of those who do not qualify for the exemption. She therefore asked her colleagues for permission to empower Mr. Pato to form a three person committee composed of a Selectman, a member from the Appropriations Committee, and a member of the Tax Deferral and Exemption Study Committee. Any recommendations from this group would not impact tax rates now under consideration for the coming year. The Board assented to this course of action. Ms. Barry reminded the community that the holiday lighting ceremony will be held at Depot Square on Friday, November 25 at 6 p.m. The lighting is made possible through citizen donations. 70-96 Selectmen's Meeting—November 21, 2016 The Board is beginning the Town's budget process with three daytime meetings next week Tuesday, November 29, 1:00 p.m.; Thursday, December 1, 1:00 p.m.; and Friday, December 2, 8:30 a.m. The meetings are open to the public and they will be simulcast on LexMedia and taped for future, on-demand viewing. Town Manager Report Mr. Valente asked Chairman Barry to recognize DPW Director Pinsonnault who, in turn introduced the Town's new Highway Superintendent, Eric Gitschier. Citizen's Academy Graduation Claire Goodwin, Management Analyst from the Town Manager's Office,presented the participants of Lexington Citizen's Academy, a 9-week program—now in its 8 h year—in which residents meet once a week in the evenings to learn about local government, specifically, the role each department plays in serving the public. The goal of the program is citizen engagement, a key priority identified by the Board of Selectmen. The program is designed to connect residents with Town staff and to encourage participation on committees/boards and as Town Meeting members. Each member of the Board of Selectmen posed a question to the soon-to-be graduates, after which a photograph was taken and the participants congratulated. Tax Classification Hearing Ms. Barry opened the Public Hearing at approximately 7:40 p.m. and introduced Assistant Town Manager for Finance Rob Addelson; Rob Lent, Town Assessor; Greg Johnson, Chairman of the Board of Assessors; Ed Grant and Cas Groblewski, members of the Board of Assessors. Mr. Addelson said this hearing is the second of three in the process to establish the Fiscal Year 2017 tax rate. It is proposed that the Board of Selectmen will set the rate at its December 5 meeting at which time it must take a total of 4 votes: • Establish a residential factor; • Determine whether to adopt the Open Space Discount; • Determine whether to adopt a Residential Exemption, and if so, the percentage (up to 20%) • Determine whether to adopt the Small Commercial Exemption. The purpose of this Public Hearing is to consider tax rate setting options and to take public comments on tax classification. As an aside, Mr. Addelson said the values that were submitted to the State Department of Revenue by Mr. Lent have been reviewed and approved. This opens the way to set the tax rate and to submit all the necessary documentation to the State for approval. Mr. Johnson continued the presentation by focusing on two of the exhibits contained in the meeting packet: Exhibit A and Exhibit D1. Having presented the material extensively during the first meeting, Mr. Johnson highlighted just two areas: first, the alternative tax rate scenarios for FY17 and, second, the tax rate shift options and property comparisons. 70-97 Selectmen's Meeting—November 21, 2016 Exhibit A shows the FY16 maximum allowable levy limit as $163,993,744; for FY17 it is $170,277,714 a 4.4% increase. Mr. Johnson pointed to the New Growth Increment of $3,309,344, also shown in Exhibit A, 60% of which is based on Residential new growth. The remainder of the exhibit shows the cascade of tax rate scenarios using different factors for the C- I-P and Residential categories and how each rate affects percentage of levy share; tax levy; tax rate; and percentage changes from FY16 to FY17. This exhibit is inclusive of New Growth. Exhibit D1 shows the break out of all the classes of properties: residential, four types of commercial, and industrial. Again, the cascade demonstrates how different tax rate shift options from 1.65 to 1.75 would affect each classification of property. All numbers shown in this exhibit are net of New Growth. Mr. Johnson noted that whatever the shift scenario, the Large Office Building and Town-wide Retail categories would see tax decreases. Office Condominiums and Medium Office Buildings could increase or decrease, depending on the shift rate. TIF properties have been included in the Industrial Lab category for ease of comparison, Mr. Johnson said. The Board had no comments at this time and no one from the public rose to speak to the issue. Ms. Barry closed the Public Hearing at 7:56 p.m. The third and final Public Hearing will take place on December 5. UpdateIntegrated Building _DesigDesign Process for Town Facilities Ms. Barry introduced the Chair of Sustainable Lexington, Mark Sandeen, who presented preliminary recommendations for updates to the 11 year old Sustainable Building Policy. Because there are so many building projects on the horizon, it is a good time to review and update the policy to ensure that Lexington takes advantage of best design and energy management strategies. The current building policy was adopted in 2005 at which time all new Town buildings over 5,000 sq.ft. and all renovations were required to conform to LEED Silver standards. School buildings also fall under the separate but similar Competitive High Performance (CHP) standards. While the LEED Silver initiative Lexington undertook in 2005 was considered to be bold, building codes have since surpassed those benchmarks and the Town has not yet adopted new standards or defined a process by which to do so. Mr. Sandeen said the current integrated design process does not include particular requirements for achieving specific outcomes in the categories of health, energy, or resilience. Mr. Sandeen proposed a new goal for public buildings that would garner all the available health benefits as well as 28 out of 33 points for energy efficiency. Sustainable Lexington has been working with the Public Facilities Department, the Permanent Building Committee, the Energy Conservation Committee, the financial committees and members of the School Committee and the Board of Selectmen to determine which areas of the policy should be updated. The group would like to increase standards for improved indoor environmental quality—shown to positively affect cognitive performance—as well as to improve energy management for School and Town buildings. Mr. Sandeen would also like to increase building resiliency by maximizing onsite renewables. 70-98 Selectmen's Meeting—November 21, 2016 Included in the meeting packet is a letter from the Lexington Board of Health recommending that all buildings be designed to limit CO2 to 600ppm or less, consistent with the Mass Department of Health guidelines. Mr. Sandeen noted that the Hastings School site is quite close to Route 128. Facilities Director Pat Goddard has identified some filtration standards used in California schools located near freeways that will be recommended for all school buildings, including Hastings. Mr. Sandeen said the new policy will recommend a 30% reduction of energy for new buildings compared to the latest code standards with a 50%reduction seen as a stretch target. For renovations, 28% is the target because it is harder to achieve aggressive energy efficiency goals with retrofit construction. Mr. Sandeed added that the option to use electricity from renewable sources should be considered,perhaps generated on site, so that no fossil fuel is used to power the building. On the subject of resilience, Mr. Sandeen and his committee recommend building designs that can withstand power outages up to five days duration in extreme weather events such as ice storms. At the time of design, building resilience would be determined by level: Level 1 is the highest priority such as Police, Fire and Public Services; Level 2 would be a Town Shelter where electricity and heat/cooling are assured for residents as well as cooking facilities and internet connectivity; Level 3 is for peak demand management and generation back-up during normal operations; and Level 4 is asset preservation to maintain building/structural integrity. Besides early engagement in public building design, Mr. Sandeen recommended that the sustainable building policy be reviewed and updated every three years, which mirrors the State's building code update cycle. Ms. Ciccolo said she was excited to hear such progressive and forward-thinking concepts and values discussed,particularly with regard to health standards and building filtration systems. If built properly, municipal buildings are used for 70+years and the Town owes it to the occupants to ensure high quality environmental standards, she said. Ms. Barry said that Mr. Sandeen would come back to the Board of Selectmen after further discussion with multiple stakeholders but noted that time is short to finalize the policy before the Hastings School and Fire Department design phases are underway. Lisa Fitzgibbons, 59 York St, a member of Mothers Up Front, said the organization supports updating the Town's sustainable building policy as Mr. Sandeen recommends. Due to the challenges of climate change, health considerations for teachers, staff, and students,plus the expected longevity of the buildings, Ms. Fitzgibbons said it is imperative to regularly update and improve building design standards. Ricki Pappo, 16 Blossomcrest Rd, spoke as a representative of Lexington GWAC. She said that the subjects of health and energy were big focal points at a recent Sustainability Fair. She thanked Ms. Ciccolo for her supportive comments and added that the climate landscape is changing very rapidly and Lexington should stay ahead to the extent possible with its forward- looking approach. She also supported Mr. Sandeen's recommendations. 70-99 Selectmen's Meeting—November 21, 2016 Ed Ganshirt, 48 Fletcher Ave, asked if monetization of the buildings has been considered so that they are self-financing. As with solar panel leasing, benefits could be returned to the Town from power generation. He also recommended that public buildings be designed for long term durability. Jerry Wax, 1 Winthrop Rd, said he applauded Mr. Sandeen's presentation for its cogent grasp of climate change and the need to design public buildings acknowledging emergency response standards. He noted that grants are available from FEMA to help with integrating an overall emergency management plan. Mr. Sandeen said he would look into this opportunity. Ms. Barry thanked Mr. Sandeen and the Sustainable Lexington Committee for their work and said she looked forward to moving the policy along at a meeting in the near future. VHB Report on Mass Ave Traffic Calming Options David Kucharsky, Assistant Town Planner and Chair of the Transportation Safety Group, Laura Castelli, Project Manager from Vanasse Hangen Brustlin (VHB) Mark Shannon, VHB Director of Highway Engineering made a presentation on how a proposed traffic signal and other changes at the Woburn St/Mass. Ave. intersection might affect the Winthrop Road neighborhood traffic. Prior to this presentation, a traffic analysis including vehicle counts was conducted by BETA Group, Inc. and an intersection improvement design was developed, details of which were presented to the Board of Selectmen on March 9. 2016. Following that meeting, the Selectmen directed VHB to make three additional evaluations: • Determine the travel patterns of vehicles who make a right turn from Woburn St onto Mass. Ave. currently during the morning peak hour and assess the likelihood they would use Winthrop Road under the future geometry; • Determine the operational traffic impact to Winthrop Road with the increased traffic; • Determine the effects of this operational impact and whether the proposed mitigation is sufficient to lessen the impact. In addition to these areas of study, the Town asked VHB to review existing travel patterns and determine how much of the traffic on Woburn St. was cut through between Mass. Ave. and Waltham St. during the morning peak. To do this, VHB conducted another vehicle count that reviewed turning movements at four locations: right turns from Woburn St. to Mass. Ave.; right turns from Grant St. onto Mass. Ave.; left turns from Mass. Ave. to Waltham St.; and through movements along Waltham St. southbound at the intersection of Worthen Rd. Ms. Castelli said that the morning peak time traffic study (7:15-8:15)yielded useful information about vehicle origination and destination and aided understanding of how many drivers would potentially use Winthrop Road as an alternative to avoid the light-controlled intersection. The Origin Destination (OD) findings were that 1) 120 vehicles currently use Winthrop Road (southbound) during the morning peak hours; 2) OD data indicate up to 111 additional vehicles could potentially use Winthrop Road(southbound) if the intersection was signalized; 3) Vehicles from Grant St. are not anticipated to affect the traffic volume on Winthrop Rd. since it is unlikely vehicles would backtrack to get to Winthrop Road. 70-100 Selectmen's Meeting—November 21, 2016 Lexington High was determined to be the primary destination for most of the vehicles navigating from Woburn St. to Waltham St. during the peak morning hour. Therefore, an impact analysis was done that yielded the 111 vehicle count that would potentially use Winthrop Road rather than the intersection. The additional Winthrop Rd. traffic, an increase of 1-2 cars per minute Ms. Castelli said, is not expected to cause operational delays. VHB's analysis does show a slight reduction of speed—on the order of 1-2 mph. The one measure where a significant difference was seen was in the area of vehicle miles traveled(VMT). Currently, there are 60 VMT per hour on the roadway during the peak hour today; if all 111 cars were to divert to Winthrop Road. during the peak, vehicle miles would increase to 115 VMT in the same time period. Vehicle miles relate to road maintenance/wear and tear. Mitigation measures for the Winthrop Road neighborhood would reduce travel speeds and possibly discourage cut-through traffic but there is no guarantee that drivers would refrain from using Winthrop Road. Additionally, some of the mitigation measures—speed bumps, speed tables, turn restrictions, and/or stop signs—might irritate Winthrop Road neighborhood residents. The next step in the process is to meet with residents, present the plan, and gather feedback about the various mitigation options—all of which, Ms. Castelli said, carry pros and cons. Mr. Kelley said he does not like the idea of a traffic light at Woburn St. at all. He believes other options exist that would keep the focus on safety yet not be as traumatic to the community. Ms. Ciccolo said that in the March presentation there was data about the existing speeding currently going on in the Winthrop Road neighborhood. Ms. Castelli said that the 85'percentile speeds are slightly in excess of what posted speeds are. Ms. Ciccolo asked if VHB studied the number of vehicles taking a left turn off of Winthrop onto Waltham, specifically if queuing currently occurs and if queuing would occur if the light was installed at Woburn St. Ms. Castelli said if people used Winthrop regularly, there would be a queuing impact because it is a difficult left turn to make, especially in the morning peak. Today, at that time, there are two to three cars waiting to turn but no lengthy queues were observed. Mr. Pato asked if a time-delay green signal for southbound through traffic from Woburn Street to Winthrop Road had been modeled. Ms. Castelli said this would not be possible on the Woburn Street. approach because of the volume of traffic during the morning peak. Even with the traffic signal in place, BETA Group still projects lengthy queues on Woburn Street. A reduced green time would not reduce the queue and might exacerbate the problem. Mr. Pato pointed out that if the queue was not of concern, a reduced green might be of interest and Ms. Castelli agreed. Ms. Barry said all Lexington neighborhoods experience problems with cut-through traffic. The Town should be looking at a plan to keep traffic where it belongs—out of the neighborhoods and not make it easier to move more vehicles through town. Ms. Barry clarified that the Board would not be taking a vote this evening because the presentation was merely an update. John Flynn, 1 Hunt Rd, said the questions at hand are more basic than understanding the impact of cut-through traffic. They are, instead, would the traffic signal increase overall citizen safety? What is the problem the Town is trying to solve at Woburn St. and are the pros worth the 70-101 Selectmen's Meeting—November 21, 2016 extensive list of cons that also include additional safety risks? Mr. Flynn said that as far as he knows, the only formal vote that was taken by the Board was in October 2014 when it voted to extend the design phase commitment from the 25%point to 100%. In Mr. Flynn's opinion, the Board should reconsider the October 2014 vote and open a big picture discussion so that a public process can take place. Mr. Flynn agrees there was good public dialog at a June 2015 public meeting but since that time, there has been only piecemeal information coming out about the process, often with no opportunity for public comment. Abutters, he said, should not be the only people in the community included in the discussion. In response, Ms. Barry said the Board of Selectmen have not deliberated in private about this matter, as Mr. Flynn inferred. Danit Netter, 17 John Poulter Rd, thanked the Board for having a discussion in such a way that allows public comment. But, she disagreed with the VHB findings showing that of the 111 vehicles turning at Waltham Street, only 29 continue down Waltham St. Ms. Netter believes many of the cars are taking a left turn on Worthen Road and then cutting through Kendall Road. She cited a very big problem in that area in which 20-30 cars line up on Kendall Road., making their way to Route 2 or taking a left on Marrett Road to avoid the busy Marrett Road/Waltham Street intersection. She asked that an analysis of this situation be conducted and included in VHB's findings. Ms. Netter added that VHB's statement that there are sidewalks on Winthrop Road—and therefore there are no safety issues for pedestrians—is misleading because the side streets off of Winthrop Road that cars use to cut-through have no sidewalks and a lot of pedestrians such as students, elderly and dog walkers use those side streets. On a final point, Ms. Netter said her neighborhood has just been redistricted by the School Department and more school buses are now coming through. She asked that the Board carefully consider the impact of adding more cars to the problem. Marion Krupka, 40 Winthrop Rd., said the volume and speed of traffic on her street has increased dramatically over the nine years she's lived there. She said is it difficult to turn left into the high school—at peak and at other times because of the heavy volume of cars coming down Waltham St. She expressed concerns about home values and impacts to quality of life resulting from mounting traffic problems. Dawn McKenna, 9 Hancock St. and Precinct 6 Town Meeting member, said she does not understand the safety issue that the Town is trying to solve. She asked for an articulation of the balance between the problem of Woburn/Mass. Ave. and the problems that will result from the traffic signal solution. John Rosenberg, 64 Bloomfield, asked Ms. Castelli about conflicting descriptions of turn restrictions between the written and verbally presented materials. Ms. Castelli said the Town is able to make that determination but VHB would generally say the turn restriction off Mass. Ave. would be most effective for the morning hours and the restriction off Waltham Street would be best for the evening peak. This is, however, open for discussion. Mr. Rosenberg said he is struck by the memory of asking BETA Group in 2015 about non-structural solutions and was told that BETA was forbidden to consider them. BETA also said it did not study any traffic changes because it was beyond their brief. Because non-structural mitigation was not on the table, a 70-102 Selectmen's Meeting—November 21, 2016 signal was proposed—yet, ironically, non-structural solutions are now proposed to mitigate the problems the signal will cause. Mr. Rosenberg asked the Board how the signal at Woburn Street would be integrated with the work of the ad hoc Center Streetscape Design Review Committee. Ms. Barry said that the ad hoc Center Streetscape Committee has submitted its Tier I report and the Board awaits reports on Tiers II and III. As before, Ms. Barry emphasized that the Board of Selectmen has not taken any votes or positions on any part of the Center Streetscape material because to do so would undermine the process of the ad hoc committee. However, the traffic signal is not part of what the ad hoc committee is studying. The committee's charge can be accessed on the Town website for clarification. Xiaopeng Gong, 47 Winthrop Road., said his children walk to school—one to Clarke Middle School and one to LHS—and the traffic on Worthen Road. is really bad. He added that the peak hour window should be wider than 7:15-8:15 a.m. As someone who uses Kendall Road to circumvent the traffic on Waltham Street, he has seen a noticeable increase in volume of cars doing the same circumvention maneuver he does. Gerry Paul, 43 Highland Ave. and Precinct 4 Town Meeting member, said he walks every day through his neighborhood to the Center. Looking back at the beginning of the discussion about the Woburn Street/Mass. Ave. intersection, he said the charge given to BETA Group was too narrowly focused on the intersection. Mr. Paul said he and a group of residents has done some research and formed the opinion that three sets of pedestrian flashing lights—like those on Spring St.would be effective if placed 1)near the Police Station and the Baptist Church; 2) near the bike path; 3) and further down Mass. Ave. at the Muzzey Condominiums. They would not have the negative side effects that a traffic signal would pose. He asked that this solution be considered. He added that the neighborhood is happy with the recently reconfigured Highland/Winthrop Road intersection and if something has to be done to address cut-through traffic, it should be done in any case; installing the light would only makes matters worse. Bill McKenney, 5 Winthrop Road, said the plan as presented would be great for moving traffic through Winthrop Road. but it does nothing to address quality of life issues for the people living in the neighborhood. Mitigating traffic at Mass. Ave. and Woburn Street does not eliminate traffic—all the plan does is move cars through faster and encourage more drivers to choose this as a faster route. His children bike on Winthrop Road. but not without risk since cars can reach 50 mph. Vicky Blier, Precinct 9 Town Meeting member, said that it sounded to her as if there are already traffic problems in the Winthrop Road. area and the neighborhood should seriously consider the mitigations. Ms. Blier said the traffic light at Woburn Street is something of a red herring. Warren Kerper, 6 Winthrop Road, said that there are new developments going up on the town line at Woburn St. and Lexington St. The VHB study probably did not account for these additional residents but there would be a traffic impact from this population growth. He said that mitigation strategies might work but because the neighborhood is on a hill, things like bumps and tables would have to be located carefully because the road can get icy. When he commutes daily, he takes a left turn out of Winthrop Road onto Mass. Ave. and while it is not always easy to do 70-103 Selectmen's Meeting—November 21, 2016 so, it is also not impossible. Mr. Kerper said if the No Parking rules already in place were enforced, turning would be even easier because sightlines would be improved. Ms. Barry thanked the residents for their comments and emphasized that the Board of Selectmen is listening to what they have to say. She added that they read every email they receive and that they hold open office hours throughout the week. Harbell Street Betterment/Acceptance A petition signed by 8 out of 15 abutters has been submitted requesting this road be improved and accepted by the Town. John Livsey, Town Engineer, and Michael Sprague, Staff Engineer, presented details. Mr. Sprague said that over the past year, his department has been in contact with Mr. Daniel Hess, a direct abutter of Harbell St who initiated the petition and acceptance process. The estimate of cost to bring the road up to Town standards prior to acceptance is $147,000. One of the abutters that did not sign the petition is considered exempt, a status agreed to by those who did sign. After street betterment, there are several other necessary steps culminating in approval/disapproval by Town Meeting. Ms. Ciccolo asked if the cost of betterment will be borne entirely by the residents or if the Town will contribute to the project. Mr. Livesey said the cost would be covered entirely by the residents but the Town would make the initial payment and be reimbursed by the abutters over a period of time. The cost per resident would be approximately $10,000. Ms. Ciccolo noted that some of the abutters said they did not want the width of the road increased. Mr., Livsey said the Town minimum is 18 feet; currently, the road ranges in width from 16 to 20 feet so there would be some areas that would undergo minor widening but otherwise the improved road would be consistent with what is there today. The width in some areas might be reduced. Mr. Kelley asked what the right-of-way is on the current layout because he is interested in the relationship between the dimensions of Balfour and Harbell streets. Mr. Livsey said he believed the right-of-way is 40 feet and that Balfour Street does taper down in that area. Resident Daniel Hess said there is no navigable connection between the two streets, only a 20 foot walkway where Balfour Street dead ends. Ms. Barry asked if the abutters who have not signed the petition were contacted. Mr. Hess said he reached out to 14 of the 15 abutters. One of the abutters was exempted, as noted above. One abutter the fifteenth—is a house under construction and Mr. Hess was unable to speak with anyone associated with the property. Ms. Ciccolo asked if the largely undeveloped parcel of land on the street would become a target for development if Harbell Street becomes a public way. Mr. Hess said there are no plans to develop the land; he believes documentation exists prohibiting development, although he has never seen it. Speaking to the process, Mr. Cohen said that, eventually, once all necessary steps are followed, there will be a warrant to accept the road and bond the money to construct the street. If the article passes, the cost of construction and borrowing will be put on the applicable residential tax bills 70-104 Selectmen's Meeting—November 21, 2016 and the amount can either be paid at once or over time. The article requires a 2/3 vote of approval at Town Meeting. Mr. Pato asked if there is active opposition to the betterment and acceptance. Mr. Hess said some people had concerns and some people expressed indifference. Mr. Livsey said he received a call today from one of the abutters who then sent him an email with 29 questions, however the questions did not equate to opposition to the project. Mr. Livsey will respond to the questions. Ms. Ciccolo ascertained that the abutters had not yet received communication from the Town about a potential project. Mr. Livsey said that the intent to layout phase of the project does not require abutter notification but the next meeting on January 9, 2017 would require notification, delivered by the Town Constable. Mr. Kelley asked if the betterment charges were calculated by linear foot. Mr. Livsey said there are two methods: by linear foot or by parcel. The last few betterments done in Lexington have been per parcel, which is what he recommends if all the parcels are already built out. Mr. Pato said he intends to support the project but he also wants to hear from the whole neighborhood about what the concerns are. On motion duly made and seconded, the Board of Selectmen voted 5-0 to move ahead with the notice of intent to lay out Harbell Street as a town way from Paul Revere Road, a distance of 645 feet, more or less, to the end of Harbell Street. Update Charge—Tax Deferral and Exemption Study Committee Co-chairs of the Tax Deferral and Exemption Study Committee, Vicky Blier and Pat Costello, said the charge of this committee was recently reviewed by Deputy Town Manager Linda Vine who proposed a more complete charge and description. The committee agreed with the changes. On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the revised charge of the Tax Deferral and Exemption Study Committee and to designate the members as Special Municipal Employees. Abate Property Taxes 171-173 Bedford Street Mr. Valente said the seller of 171-173 Bedford Street is responsible for FYI property taxes only until the date of purchase by the Town. Under MGL Chapter 59 section 72A, the Board of Selectmen may request, in writing, that the Board of Assessors abate the unpaid property taxes from the sale date to the end of the fiscal year. On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve and authorize the Chairman to sign the request that the Board of Assessors abate the unpaid property taxes for 171-173 Bedford Street, from the date of purchase by the Town to the end of the fiscal year. Preliminary Cemetery Fee Analysis Claire Goodwin, Town Management Analyst, and Director of Public Works Dave Pinsonnault presented information about burial and grounds maintenance fees in advance of proposed Capital improvement initiatives at Westview Cemetery to determine if the fee structure should be changed to increase revenue. 70-105 Selectmen's Meeting—November 21, 2016 Ms. Goodwin said that in January of 2016, TBA Architects conducted a program study of the existing building at Westview and concluded the cost to renovate the current building would be $2.74M and the cost to construct a new building would be $3.040M. The second purpose of the analysis was to examine the impact of the future expansion of the cemetery. The Town has approximately 6 years before the current section is full but the cemetery has usable, undeveloped land into which it can expand. Ms. Goodwin provided some background on the cemetery fee structure: when a plot is sold, the revenue is split45% goes to a special revenue Town account and 55% goes to the Trustees of the Public Trust. Cemetery fees and service rates have not changed since 2005. Three different fee adjustment options were considered that would affect how the Town serviced the project debt. Option 1: Adjust 2017 cemetery rates by 2 1/z % annually over 2005 rates and by 2 1/z% annually every other year beginning in FY2019. Option 2: Adjust 2017 cemetery rates to the average among Lexington's comparable communities and 2 1/z% every other year beginning in FY2019. Option 3: Adjust 2017 cemetery rates to cover the estimated debt service for a new/renovated equipment/administration building and maintain a minimum of$100,000 in the Sale of Cemetery Lots account(an approx. 47% increase) and a 2 1/z % increase every other year beginning in FY2019. Ms. Goodwin showed a chart that demonstrated how each rate option succeeded or failed to meet the Towns goals. It was noted that of the three options, Option 1 was unable to meet the goals while Options 2 and 3 achieved them. The suggested next steps for this initiative were The Town could: • Explore other alternatives than the three options identified; • Decide if the current scope of the project is optimum; The Board is encouraged to make a site visit to the cemetery administration building. Ms. Barry asked how many people a gravesite holds. Mr. Pinsonnault said most sites hold two full bodies or four cremains. He believes the numbers are fairly evenly split between two options. Ms. Barry wondered if, given a general increase in cremation, the Town might consider building a columbarium and including space for services since people are not using churches as much as they used to. Looking at Option 2, Mr. Pato said it more than covered the Town costs. He asked if there is a motivation to bring in this level of revenue. Mr. Valente said Ms. Goodwin also looked at the cemetery's operating costs that are intended to be covered by the Trust fund. With interest rates so low for so long, the Trust balance is no longer generating sufficient amounts to cover operating costs. Ms. Ciccolo said she had originally thought something between Option 2 and Option 3 was advisable but is now leaning toward Option 2. 70-106 Selectmen's Meeting—November 21, 2016 Ms. Barry asked Mr. Pinsonnault what would happen to the current building if a new cemetery building was constructed close to Westview St., as envisioned. Mr. Pinsonnault said it would open up the area for additional plots, essentially swapping out unsold graves sites near Westview St. for the space the building now occupies. Mr. Kelley said Ms. Goodwin's analysis is well done and valuable. He agreed with Ms. Barry about including additional space for bereavement services and said he is convinced that a new building—rather than a renovation—is the right approach, although $3M seemed high. He would be in favor of setting rates closer to the actual cost of operation and supports something closer to Option 2. He added that he applauds addressing facilities need in this enterprising way and suggested a similar exercise be conducted for the Visitors' Center. Mr. Cohen also agreed with the approach and the innovative identification of revenue sources. Dawn McKenna, 9 Hancock St, wondered if a bigger differential between resident and non- resident fees had been considered, since Lexington residents might warrant a more favorable rate. She suggested the 55%that goes to the Trust might be re-examined since it is not keeping up with expenses. Mr. Cohen asked if Lexington sells gravesites to non-residents. Mr. Pinsonnault replied that the site would have to have been purchased when the person was a resident. A non-resident burial fee is charged at the time of interment. Approve and Authorize Chairman to Sign Letter Regarding Doppler Weather Radar Antenna at Hanscom Mr. Valente said the Board was contacted by NBC/Universal with a request to construct a Doppler Weather radar tower at HAFB but the response period of 30 days was too brief for the Board and Town staff to submit questions/comments. A meeting with the Development Review Team and the applicant was held in early October, after which site plans,photographs and other materials were forwarded to the Town. In response to that information, a letter has been drafted to be sent to Charles Strickland III, Installment Management Flight Chief at Hanscom, that addresses four areas of concern: Public Notice/ Outreach; Lexington Public Safety Communications Equipment request; Historic Preservation; and Property Tax Status of Equipment and Structure. On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve and authorize the Chairman to sign the draft letter to the Air Force regarding the proposed Doppler Weather Radar Tower. Board of Selectmen Appointment and Resignations On motion duly made and seconded, the Board of Selectmen voted 5-0 to appoint Malcolm Crawford as a member of the Greenways Corridor Committee to complete the term vacated by Paul Knight, expiring September 2018; to reappoint Nick Afshartous and Lee Minardi as members of the Noise Advisory Committee with terms expiring September 2019; and to appoint Frederic Johnson as liaison to the Center Streetscape Ad Hoc Committee for a term to expire when the report is complete; 70-107 Selectmen's Meeting—November 21, 2016 And further, on motion duly made and seconded, the Board of Selectmen voted 5-0 to accept the resignation of Paul Knight from the Greenways Corridor Committee and Cristina Burwell from the Lexington Council for the Arts; The Historic Districts Committee The Board filled two of the four Associate Member vacancies with candidates submitted by the Historical Society, the Cary Library Trustees and the Lexington Arts and Crafts Society. Ms. Barry noted that two names were submitted by LACS but one was a repeat of a submission from the other groups. Therefore, the Board anticipates receiving an additional nomination from the Lexington Arts and Crafts Society in the near future at which time the final two appointments for Associate Member can be made. Each Selectman voted for two choices. The nominee with the greatest number of votes will serve for the longer term and the nominee with the next greatest will serve for the lesser term. On motion duly made and seconded, the Board of Selectmen voted 5-0 to appoint Paul O'Shaughnessy to fill the unexpired term of Robin Leavitt(12/2018) and to appoint Donna Hooper to fill the unexpired term of Nancy Shepard(12/2019) as Associate Members of the Historic Districts Commission. Consent A_eg nda Water & Sewer Commitments On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the Commitment of Water& Sewer Section 1 for $2,923,850.77; the Commitment of Water& Sewer Section 2 for $3,245,990.97; and the Commitment of Water& Sewer Cycle 9 for $298,270.57. Approve Use of the Battle Green—Lexington Minute Men On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the use of the Battle Green on Sunday, December 11, 2016 from 10:00 a.m. until 1:00 p.m. by the Lexington Minute Men, in collaboration with the Lexington Historical Society and Lexington's Visitors Center, for a re-enactment of the Lexington Tea Protest of 1773. There will be a first musket drill (non-firing) at 10:00 am. At 12:15 p.m. there will be a second musket drill (and firing Selectmen's Meeting—November 21, 2016 demonstration). The Minute Men will conclude by firing one volley for every Lexington man lost(total of 10) on April 19, 1775. Approve One-Day Liquor Licenses—Spectacle Management On motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the request by Spectacle Management for a one-day liquor license to sell beer and wine in the lobby of the Cary Memorial Building on Saturday, December 3, 2016 from 8:00 p.m. until 11:30 p.m. (Reduced Shakespeare) and on Saturday, December 10, 2016 from 7:30 p.m. until 11:00 p.m. (Eileen Ives). Executive Session On motion duly made and by roll call vote, the Board of Selectmen voted 5-0 at 10:00 p.m. to enter Executive Session under Exemption 6 to consider the purchase, lease, or value of real 70-108 Selectmen's Meeting—November 21, 2016 property, Montessori School property purchased from Belmont Country Club; and under Exemption 3 to discuss strategy with respect to potential litigation related to property at 430 Concord Avenue; and under Exemption 6 to consider the purchase, lease or value of real property, 20 Pelham Road; and to reconvene in Open Session only to adjourn. Further, it is declared that an open session meeting discussion may have a detrimental effect on the litigating or negotiating position of the Town. Ms. Ciccolo indicated she would not participate in the 20 Pelham Road discussion due to a conflict of interest. On motion duly made and seconded, the Board of Selectmen voted 4-0 to adjourn at 10:45 p.m. A true record; Attest: Kim Siebert Recording Secretary 70-109 Selectmen's Meeting FY2018 Budget Presentation 41 November 29, 2016 A meeting of the Lexington Board of Selectmen was held on Tuesday, November 29, 2016 at 1:00 p.m. in the Selectmen's Meeting Room of the Town Office Building. Chairman Barry, Mr. Kelley, Mr. Cohen, Mr. Pato, and Ms. Ciccolo were present as well as Mr. Valente, Town Manager and Ms. Siebert, Recording Secretary. FY2018 Budget Presentations Police Department Chief Mark Corr and Captain Michael McLean said that the past year has been a relatively stable one for the Police Department. Service calls remain at relatively the same level over time, as does the amount of criminal activity. Last year, 200 incidents of identity theft using tax return information occurred—causing a crime spike—but this year this type of thing did not occur. The department currently has four vacancies three patrolmen and one lieutenant—and the process has been initiated to hire four officers. Chief Corr said this is a time consuming process since it takes 16-18 months for an officer to complete Police Academy requirements and get on the street. An in-house promotion to fill the lieutenant vacancy is also underway. The Police Department budget, Chief Corr said, is essentially level with a $428 decrease, attributed to lower gasoline prices and senior officer retirements. The Police budget is largely driven by personnel costs. There are six unions represented in the department. Chief Corr noted the contract for Superior Officers has not been resolved for five years. When unresolved contracts are finally settled, an impact to the department budget will be felt. Noting that no Lexington residents are on the current Civil Service list, Chief Corr strongly encouraged young Lexingtonians to consider taking the Civil Service exam. There are also two Cadet-level vacancies,particularly for people with language skills such as Mandarin Chinese, Hindi or Korean. With the exception of one young man in the job for about 3 months, these vacancies have existed for two years. Chief Corr said goals for the department for the coming year include purchasing the ProPhoenix records system software program, to be shared with the Fire Department. The current software was installed in 1990 so the new program will represent a significant change and steep learning curve. Chief Corr added that the department is working to advance the Police station re-model/re-build project. He assured the Board that he has no intention to retire before the project is complete. Chief Corr said that staffing has been stable. He noted an initiative started last year to share an Animal Control Officer with the Town of Bedford has been very successful. Lexington pays 70% of the Bedford employee's salary. Captain McLean presented elements of the next few sub-program budgets that come under the Police Department umbrella. Captain McLean highlighted the Police Administrative travel line 70-110 FY2018 Budget Presentation 41 - November 29, 2016 item of$4,931.00 that is related to program support and continuing education for the new software system. Gasoline line items throughout the sub-programs all note the aforementioned price decline. Captain McLean said that the overtime increase within the Patrol and Enforcement sub-budget is intended to cover in-house staff training for the ProPhoenix computer program. Ms. Barry asked whether there is adequate funding to train officers in the administration of Narcan to address the opioid crisis. Captain McLean said there is a discussion now going on with the bargaining units about Narcan and setting up training sessions with the Fire Department. He does not believe additional funding will be needed. Ms. Barry said it is important for the community to know that this emergency response training is an ongoing process. For the "Traffic Bureau" sub-program budget, most changes from FYI have to do with the new parking meter program. There is a$30,648 increase in contractual services which represents wireless and credit card fees anticipated from the Smart meters. Captain McLean said that the 2333.33% increase in "Equipment Service/Repair" is actually not an increase but a melding of this line item and"Software Maintenance". "Repair Parts"has been zeroed out because service for the new meters will not be handled in the same way as it was for the old meters. Mr. Pato noted traffic enforcement was increased in the Center and elsewhere this year. He asked if the level services budget will sustain that effort. Chief Corr said it would be sustained and that the department examined staffing with an eye to the amount and location of service calls. Between 10 p.m. and 5 a.m., activity level is not as significantly as it was 15-20 years ago so the nighttime staff is now smaller and personnel have been shifted to daytime hours. Enforcement goals can be met without changing our budget. The "Investigations/Prevention"budget in which, again, lower salaries for junior employees (compared to now-retired senior employees) and lower gas prices have caused decreases in the "Wages" and "Gasoline" line items. It was noted that the $5,000 request for "Memberships/Dues/Subscriptions" is for a one-time payment to NEMLEC (Northeast Massachusetts Law Enforcement Council), a consortium of mutual aid police departments from 60 communities. NEMLEC has asked each member community for a $5,000 contribution to purchase a 50 foot RV base of operations vehicle for emergency response. For the "Dispatch"budget, the department is asking for a $17,990 increase in Overtime which will cover emergency response training exercises to meet recently revised standards. The department is required by law to review its own practices to ensure staff is adequately prepared. Responses are now reviewed by the department on a weekly basis and additional training is conducted where warranted. Contractual Services for"Animal Control"projects a$2,400 increase which represents Lexington's share of the salary increase shared with Bedford. Ms. Barry asked how many calls the officer responds to. Captain McLean estimated five calls per week for any/all kinds of animals as well as proactive preventative patrols and public education. Ms. Barry said the job is not highly visible so it is important for the public to understand the value to the community. There are no PIRs for the Police budget but Chief Corr highlighted the two Capital requests: 70-111 FY2018 Budget Presentation 41 - November 29, 2016 4967 Police Outdoor/Indoor Firing Range Hartwell Ave and 41020 Public Safety Radio Console Replacement. The Chief said that the Firing Range project was postponed from last year when the solar array project was being completed on Hartwell. At this stage, the department plans to bring in a consultant in January/February to advise the Town about the site and what the benefits are of building an indoor range at the Police station versus the Hartwell location. The cost of the project will depend on the scope. Captain McLean said the $370,000 Public Safety Console is critical for communication between departments and surrounding communities. The current Motorola console is 15 years old and as of July 1, 2017, service contracts will no longer be issued to support the system. Parts may be available for the Motorola system for the next 3-5 years but there will be competition for them with other communities who also have the old system. Some nearby communities have already upgraded; having a comparable system will make it easier for Lexington to communicate with these towns. Not seeing comparable line items on other department budgets, Mr. Pato asked if the Police were taking the lead on emergency dispatch training and then sharing the training with the Fire department and EMTs. Chief Corr said he has included shared training as a function of the dispatch personnel. Mr. Kelley said the subject of the firing range has been a recurring one but asked, with so much going on at Hartwell Ave, if another community or Hanscom AFB might host one for the region. Chief Corr said many communities in the area are restricted from building or operating firing ranges. HAFB has an excellent indoor range but Chief Corr said officers also need outdoor training to prepare for incidents in the field. Lexington frequently receives calls from other towns asking to use the Town's indoor range. The Town's current outdoor range was built to accommodate shotguns and revolvers—weapons that are no longer used in the field. At minimum, Chief Corr said an expansion of the current outdoor range would better prepare staff for modern day armed encounters. There is an outdoor facility at Devens but logistics and scheduling are difficult. Discussions about firing ranges are occurring around the state, not only among police departments but also in private security. Ms. Ciccolo asked if the new computer software will have the ability to capture bike and pedestrian accident reports. Chief Corr replied that the program is used by 350 communities in the Midwest and East Coast and has a robust accident reporting capacity, although he is not sure until he works with it what capacity the system will have specifically for bike and pedestrian incidents. The current system is limited to information the Commonwealth asks for, which does not include this type of report. Fire Department Fire Chief John Wilson and Assistant Chief Derek Sencabaugh said the Fire Department, like the Police Department, struggles with the lack of personnel and has lost 7 top step employees to retirement. It will eventually hire 7 first step replacements. The Chief recently got word of an additional retirement that will occur this January. Altogether, there will be one captain and three 70-112 FY2018 Budget Presentation 41 - November 29, 2016 lieutenant positions to fill. There are 5 job offers out now and background checks are being conducted. This past fall, the department held both an entrance exam and a promotional exam and half the current department passed the promotional tests. The written test is the first in a three-step process; the remaining steps will take place this winter. Last week, the department met with the architects to discuss program needs and it now looks forward to seeing proposals for the new firehouse, as well as for the interim swing space at 173 Bedford St. The FY18 Fire budget as proposed represents a 1.5% decrease from FY17, largely due to retirements. Some changes include: • Contractual "Emergency Services" has a projected $10,000 increase for ambulance billing services. The company that performs this service takes a percentage of annual fees so an increase in this line item reflects an expectation for increased revenue. • A deduction of$8,000 was noted in the "Small Equipment" line item since the equipment was purchased last year and the allocation is no longer needed. • The $8,892 Lease Agreement line item under the "Fire Protection" (page 5) is for a trailer that will not be needed once the new station is built. In the realm of PIRs, there is one carry-over from last year which seeks to hire 2 FTEs to complete the department goal of fully staffing Fire Suppression/EMS. This would allow the ambulances to be staffed 24 hours/7 days a week. With the additional employees, the department would end the practice of cross staffing with the ladder crew. It was noted that in FYI there were two occasions for which the ladder truck with its specialized equipment was unavailable because the staff were out on ambulance calls. Two years ago the Board authorized two FTEs that would have provided staffing for the staffing for the second ambulance for additional hours but the plan was not implemented due to leaves of absence and retirements. Full staffing will allow the Town to respond to more calls rather than resorting to mutual aid. There have been 50 applicants for the jobs of which 37 passed the entrance exam. The Chief believes the new hires will be on board by January and ambulance service goals will be met. Assistant Chief Sencabaugh spoke about the single FYI Capital request—Ambulance Replacement$280,000. There are currently three ambulances: two rotating in and out of primary position and a third mechanical spare. Each ambulance is replaced after 9 years of service. The ladder truck specs have been finalized and the purchase order will be placed in December. A truck takes about 7 months to build, so delivery is expected in July 2017 or after. The Fire Department's two main goals are the new headquarters and implementing the Public Safety software. Exercise area improvement has been put on hold pending the new station. Ongoing: The department will continue its community outreach with education efforts and collaboration with the Human Services Department and the senior population. The department 70-113 FY2018 Budget Presentation 41 - November 29, 2016 will also continue active participation in the Middlesex Opioid Task Force and the SAFE program at the elementary schools. Mr. Kelley asked about lost revenues from the estimated 100 ambulance calls that were handled by mutual aid. Chief Wilson said each call represents $800 in potential revenue but even with a full staff, Fire would not have been able to respond to all 100 calls on its own. With the current level of staff, ambulances are now staffed Monday through Friday, Sam until 6 pm. Ms. Barry asked about the $67,500 Protective Clothing Capital expense for FY20. Chief Wilson said each firefighter has two sets of gear and each set is good for 10 years. Usually, the expense is covered within the operating budget but with new hires and other factors, the department has to catch up from time to time. Mr. Cohen asked if ambulance fees were in line with surrounding communities. The Chief replied that the rates were a little below comparable towns but if they go up, collections suffer. Belmont's fees, for example, are 100% higher than Lexington's but their collection rate is 50%. Lexington increased fees in 2015 and the Chief says they are now right where they ought to be. Ms. Ciccolo asked if the underground storage tanks the department oversees are mostly a thing of the past. The Chief said the majority of remaining tanks are on commercial properties, like gas stations. The department usually deals with tank removals when buildings convert to gas. Information Services Chief Information Officer Tom Case and IT Director Dorinda Goodman presented the FYI budget, noting that Information Services serves all Municipal departments and the Schools. The FY18 budget reflects a $107,516 or 5.88% increase over FY17 and includes a 10.88 % or $112,175 increase in expenses. The major drivers of this increase are software and hardware maintenance contracts, the transfer of responsibility for maintenance of VoIP telephone systems from Facilities to IS, new applications, and an increase in contractual services. Staffing will remain flat at 10 FTEs in FYI with one vacant position now being actively recruited. An upcoming retirement in January will result in another recruitment at that time. Significant 2016 initiatives included: launching the new Town website; selection of the new Public Safety Police and Fire system; VoIP telephone installation at Clarke and Diamond schools and the Cary Memorial Library; expansion of data storage capabilities and continued migration to electronic records; and numerous system level upgrades to the core business systems and supporting infrastructure. A town-wide network assessment will be conducted to provide guidance about how to provide utility-class network services to the Municipal and School buildings. A grant has been secured to fund the Town's first cyber security audit. In the area of Capital, Mr. Case said the department is asking for $350,000 in FYI to continue and/or complete project work approved in previous budget cycles. There is also a request for one new project to support a pilot program of redundant connection to one of the Town buildings, a first step to providing redundant connections to all Town buildings. 70-114 FY2018 Budget Presentation 41 - November 29, 2016 The phone service project will wrap up this year with the completion of installation at Fiske and Harrington schools and the Municipal technology improvement program continues with investments in additional computing servers and associated disk storage and licensing. A single PIR requests $16,000 for replacement of a heavily-used, large format scanner at Hadley Public Services building. The amount includes the service contract. Ms. Goodman noted "General Government" shows funding for a Project Manager that was shifted from the Town Manager's office and reduced to a .8 FTE. Once the current person retires from this position, the job will be reposted as full-time. Ms. Goodman said this slight upgrade will not impact the Compensation line item because the new position will be at a lower salary than the previous position. Ms. Goodman detailed increases saying that hardware and software maintenance and cloud storage are the drivers of the biggest changes. Utility increases ($17,000) include impacts from Town and School phone costs and addition of redundant bandwidth. Contracted Services are projected to increase by $10,000 to reflect the wider scale of services, infrastructure expansion, and audit needs. Ms. Goodman said that the Town of Lexington's Information Services department has been recognized as an industry leader that strives to meet the unique needs of the Town with up-to- date knowledge and skill for as low a cost as possible. Ms. Ciccolo was impressed with the list of goals found in the presentation and asked for a status report about the Town-wide scheduling software previously discussed with Community Center staff and others. Ms. Goodman said IS thought it had found a suitable software package but it did not fit the needs. There is funding in the budget to purchase and implement the right system once one is found. Ms. Ciccolo asked if the Town's general liability insurance policy has a cyber security rider. The department replied there is no current coverage but options are being researched. Ms. Barry asked which department is responsible for the Novus system expense used by the Selectmen's office. Ms. Goodman said Novus is in the IS budget. Mr. Valente directed the Board's attention to capital project 4855 Network Redundancy Improvement Plan. For a couple of years, IS has been looking for a way to provide a back-up communication system so that Town never loses building interconnectivity a Public Safety concern. Working with the Communication Advisory Committee, IS wants to be able to create a system that would include both wireless and fiber optics technologies. To this end, the Board of Selectmen will hear a presentation at their December 5 h Board Meeting about adding a cell tower on the Town Office campus. The Historic District Commission is supportive of the project. An RFP will be posted for the cell tower which will include specifications so that the Town can add wireless dishes, a component of the redundant network. The ability to do this lowers the overall cost of the redundant system. Mr. Valente said the project is a high priority but the process is long and being accomplished piece by piece. 70-115 FY2018 Budget Presentation 41 - November 29, 2016 Town Clerk Chief Information Officer Tom Case and Town Clerk Nathalie Rice presented the department budget proposal for FY18 which represents an overall decrease of 5.76% ($28,423) from FY17. It was noted that FY17 included a Special Town Meeting supplement of$6,250 for early voting. The majority of the decrease ($23,106) is in Compensation and the remainder is in Expenses. Mr. Case said the Town Clerk's budget varies year to year, based on the number of Town elections. In FY16, there were three elections and six Special Town Meetings. Year to date in calendar year 2016, there have been six elections and five Special Town Meetings. For FYI 8, the Town Clerk anticipates two elections and one Special Town Meeting. Staffing for FYI will remain flat with 3 full time and 3 part time staff. The department is looking for a third Registrar of Voters due to a recent resignation. There are no Capital requests for FYI but one PIR asks to add 7 hours/week to a part time employee's schedule for a total of$24,468. Four drivers prompt the request: AP and payroll (this responsibility shifted last year from the IS department); compliance with Electronic Reform initiatives which include Early Voting and pre-registration of 16 and 17 year olds; compliance with Public Records reform; and meeting the demands of electronic records management. Ms. Rice listed her department's goals for FYI 8: continue to emphasize timely customer service for Town records and to meet the expected increase demand for Public Records; satisfy election administration compliance with related statutory requirements; continue effective use of the Commonwealth's Electronic Vital Records systems; continue to develop coordinated Archives and Records Management Program; enhance and further implement Laserfiche document imaging for records; prioritize Laserfiche migration of historic documents for public access. Ms. Rice said because Public Records reform was passed in 2014, she anticipates growing demand levels. Archives and Records Management is also important,particularly with updated Open Meeting regulations and increased government transparency. The minutes and meeting documents of the 99 Town Committees are archived permanently. Ms. Rice said the FYI budget was offset by a$4,100 check recently received from Minuteman Technical High School to assist with costs for the district election held in September. Ms. Rice also applied to the State for a $1,750 Early Voting partial reimbursement for Saturday hours. The Town will continue to receive State election reimbursements as they occur. Currently, there is a $36,000 balance of CPA funding for an ongoing project that has shifted its focus from archives preservation to records migration to make documents more publically accessible. The Town Clerk's office has what Ms. Rice called a $20,000 standing placeholder for CPA funds which, due to the $36,000 in hand, would be re-initiated in FY19. The funds will be used similarly for ongoing records management and migration. Mr. Pato confirmed that no further funds are needed to complete or continue last year's efforts to refresh the Town's voting technology. Ms. Rice said that even though the Town approved the expense to replace the old AccuVote scanners, she chose not to add to the election workers' burdens by requiring them to operate new machines in this last election cycle. The funding is still available and Ms. Rice plans to research available options with an eye to rolling out the new technology next November. 70-116 FY2018 Budget Presentation 41 - November 29, 2016 Mr. Cohen asked if the Town Clerk's office provides names of citizens for jury duty. Ms. Rice said it did and that it is done through the census, which she understands is one reason people are reluctant to fill out the forms. The census goes out each year to 11,000 Lexington households; the returned forms are processed individually. Ms. Ciccolo said early voting was very organized and went smoothly. She wondered, however, if Cary Hall would continue to be used for that purpose because parking was problematic. Early voting had designated parking spaces—which was helpful—but Ms. Ciccolo asked if the added handicapped spaces (although not the official ones) could be used by other voters such as those with young children or seniors. And, if early voting moved to another location, would it impact staffing? Ms. Rice said she has given a lot of thought to the next election with early voting in 2018. Because there is less turnout for State elections, the polls will stay where they were this year. She believes the heavy volume in 2020 may require using Battin Hall itself, however, because every precinct will need to be represented. Anywhere that early voting is located has to close down to other operations for the two week duration. Early voting not only presents logistical challenges, it presents costs to the Town, Ms. Rice said. With the State reimbursement, the Town is out of pocket about$3,000 but the election was a big effort. Ms. Rice acknowledged the dedication of 150 poll workers and the office staff who worked late, came in early, worked Saturdays to process and bundle 8000+ early voting ballots to make them ready for the precincts. Mr. Valente focused attention on the single PIR for 7 additional staff hours/week, saying that the request could be considered maintenance of service since most of what is driving the request is due to new unfunded mandates from the State. Ms. Barry asked Ms. Rice to convey the Board's appreciation to the department staff for continually rising to the occasion,particularly in a very complicated, busy year. Human Services Charlotte Rodgers, Human Services Director, introduced Kelly Axtell. Assistant Director of Senior Services; Jeanette Rebecchi, Transportation Manager; Gina Rada, Veteran Services Coordinator; and Kristie Demirev, Youth and Family Services Social Worker to talk about the Human Services Department and FYI budget. Ms. Rodgers said the numbers of residents coming into the new Community Center has been very exciting and has increased the department's visibility and outreach capabilities. The department is requesting a level service budget for FY18 for a 3.88% increase over FY17. This includes a new Lexpress contract, now in the remitting process. There are four notable initiatives for FYI 8: • Work toward implementing department-wide financial and electronic records keeping. • Continue collaboration with Rec and Community Programs department to provide best practices in shared customer service, operations and safety. 70-117 FY2018 Budget Presentation 41 - November 29, 2016 • Interdepartmental collaboration to assess unmet needs for youth and family and provide relevant programming at the Community Center and in the community at large. • Continue expansion of recruitment and development of volunteer program to reach all ages. There are no FYI PIRs. • Senior Service Calls have tripled to over 500/month since the office moved to the Community Center. Walk- ins number over 100 a month. Blood pressure clinics now average 20 a month, up from 5. Senior Services implemented a couple of working groups with the COA to understand what seniors would like for trips and programs. Staff also participate in wellness fairs, the Farmers' Market, and the Fire Department open house. The calendar is now back in the Senior Newsletter, a return that has been well received. The age at which residents receive the newsletter is now 60, rather than 65; they are always translated into Mandarin Chinese. Senior Services added a Diwali gathering and a Chinese Autumn Moon festival. This year the department is partnering with the Lexington Housing Authority to provide health and wellness opportunities to residents of Vinebrook Village. Due to Executive Office of Elder Affairs funding and the Dana Home Foundation, a volunteer coordinator and a registered dietician were hired two,part-time, non-benefitted positions. As many as 14 senior programs have been added at the Community Center such as "Love Your Life Well", a fitness sampler, a Wilson's Farm cooking demonstration, a senior night out, and a wine and craft beer tasting. Two tests of virtual programming yielded mixed results so the staff is working out the bugs. • Youth and Family Services The FYI budget will see a 3.87% increase over FYI 7, mostly due to wages and supply costs. The Community Center location of the office has allowed for increased outreach. In the last year, there have been two free groups for middle school students and LYFS partners with Recreation to provide monthly family fun nights. Three parent workshops were hosted presenting talks by area clinicians. With Recreation, LYFS collaborated with the LHS S.A.D.D. program to host a games night for middle and high school students and a peer-run collaging event with students from the Youth Services Council. The number of people seeking services has increased with requests for counselling, referrals, and basic consultation. There are about 200 emails and 100 calls a month seeking information. Since Ms. Demirev is more accessible at the Community Center, it has allowed for more flexible appointment times and she noted that walk in activity has more than doubled. LYFS received 20 requests for referrals from the Schools this year for support or intervention. The cases being seen are more complex and require more ongoing support and collaboration. At risk youth screening is another function of LYFS as are other collaborative efforts such as programs on the opioid crisis. The office also supervises two Masters of Social Work student interns who have initiated and organized youth programming. 70-118 FY2018 Budget Presentation 41 - November 29, 2016 • Lexington-Bedford Veterans Services The FYI budget will seek a decrease in funding from both the General and the Regional funds. Effective July 1, 2016 the office was re-authorized by the Massachusetts Office of Veterans Services to continue operating as a district until June 30, 2018. Since moving to the Community Center, the volume of clients has more than doubled, Ms. Rada said, with the majority of inquiries and visits pertaining to federal benefits. Completed applications for VA disability and health care have increased by roughly 37% on a monthly basis. The opening of Bedford Green at the Edith Nourse Veteran's Facility in Bedford is a factor in the increase. Bedford Green houses a total of 69 veterans 55 years or older, 35 of which are eligible for Chl 15 services. The funding for Chl 15 comes from the Town of Bedford but Ms. Rada handles the VSO case management for Bedford Green. Outreach is a big priority for the Lexington-Bedford Veteran's Services office and Ms. Rada has given a number of informational workshops and created LexMedia programming to help get the word out. Lexington was also a participant community in the Vietnam commemoration ceremonies held this year. Lapel pins were distributed at the annual Veterans Day breakfast to all Vietnam veterans and the contributions of some of the local veterans were highlighted during the Veterans Day services. Additional ceremonies and programs will be held in coming years in accordance with commemoration objectives. An online registration system was developed in conjunction with the Town Celebrations Committee to identify veterans interested in participating in Veterans Day. The system will also help spread information that will be of interest to this population. Identifying more veterans from the Vietnam era has led to an increase in claims for disability. Ms. Rada has filed claims for exposure to Agent Orange that contribute to diseases such as cancer and diabetes. Lexington has become a Purple Heart community and the office will increase public awareness of local recipients. • Transportation Services This budget is projected to increase 13.54%, due almost entirely to an anticipated increase in the Lexpress contract which will begin July 1, 2017. Overall, Lexpress provides 75,000 rides per year although last year that number declined about 2 1/z% from the five year average due to unknown factors. Ms. Rebecchi suspects the decline may be attributed to more grade school students using the school buses. Senior ridership continues to grow and now makes up about 38% of the total. Overall, Lexpress takes in about$80,000 from fares but it also provides over $20,000 in free Lexpress passes for low income residents. The LexConnect Taxi voucher program is entirely gift-funded. 86 new seniors signed up for the program last year and close to 500 are enrolled. This service provides door-to-door transportation for those who cannot access the Lexpress fixed-route transportation. 70-119 FY2018 Budget Presentation 41 - November 29, 2016 Mr. Cohen said the reorganization of the Human Services Department is extremely impressive. One thing he hears from business owners in the Center is the need for staff. He hopes Transportation Services will look into a way to assist so that workers are able to get to Lexington. Ms. Rebecchi said her office and the Transportation Advisory Committee, with the support of the Selectmen, have continually lobbied the MBTA for better service from Alewife on nights and weekends. She is also working with Minuteman Vocational School to create a work-study relationship with center restaurants and other businesses. Mr. Valente said that there will be more discussion about Center business employee transportation at the second budget session when Economic Development gives its presentation. Mr. Kelley wondered if Uber and Lyft services might be tapped to improve transportation and if a subsidy program could be developed. Ms. Rebecchi said these services are more urban focused but she noted that the MBTA's The Ride has started to use Uber to serve its clientele. She is interested to explore these options with Economic Development Officer Melissa Tintocalis. Ms. Ciccolo asked for more information about the volunteer program. The department noted there are about 120 volunteers working in community and senior programming. These volunteers are overseen by a 10-hour/week Volunteer Coordinator although all staff oversee volunteers. Having a dedicated person in the position provides better opportunities for program expansion. Library Library Director Koren Stembridge and Assistant Director and Head of Technology Emily Smith said that the Cary Memorial Library is the 6'busiest out of 350+ libraries in Massachusetts. Cary has the highest circulation for a town in Lexington's size category. Last year, library users borrowed 853,000 items, up more than 25,000 from the previous year; 22,000 of those items were from the Children's Library collection. 55,000 visitors come to Cary Library annually. A Cary Library Foundation project, named Transformative Spaces, spearheaded an internal renovation and reorganization initiative. The renovated space re-opened in October. The majority of the project was funded by a capital campaign that enjoyed the support of 1,300 individuals and families and allowed the project to go forward without Capital funding from the Town. The 400+ members of the Chinese American Association of Lexington gave a combined total of $73,000 and the Friends of the Cary Library pledged $50,000 in addition to their ongoing, yearly support. Smaller portions of the project were funded by the Library's unrestricted endowment funds and by the Public Facilities budget for ongoing maintenance of Town buildings. Ms. Stembridge said that the well-considered work done during the larger renovation some years ago allowed for the possibility of future space reconfigurations as the library responds to changing needs over time. The so-called crown jewel of the project, Ms. Stembridge said, is the new dedicated Teen Space. The space overflows on a daily basis and has magically shifted how the library is used so that the adult space is now quieter in the after school hours. The reconfigured adult level now includes Fiction and World Language collections. An idea wall for public art installations is another new feature. Four new study rooms are filling up quickly. The Circulation Desk is more approachable 70-120 FY2018 Budget Presentation 41 - November 29, 2016 and augmented by self-checkout stations. The atrium of the library creates a living room effect; all furnishings are mobile and can be reconfigured as needed to accommodate programming. Ms. Smith spoke about the FYI maintenance of service budget. Two items were highlighted: A Contractual Services increase of$1,969representing a 24.52% increase over FY17 to cover annual fees for website hosting, copy/scan station maintenance,people counter, and the RFID system. On the Small Equipment line, there was a noted decrease of$3003 that is partially offset by an increase in Equipment Service and Repair. There is a 5% increase to the materials cost in order to achieve a prescribed level of materials spending to maintain State certification and associated funding. The bulk of this increase will be applied to the Children's materials budget. The one PIR is a request for $5,739 for Teen Space staff wages to cover hours of operation on the 41 Sundays the Library is open. Ms. Stembridge and Ms. Smith expressed thanks to the Library staff for its patience and grace during the renovations. Ms. Ciccolo said the Library's Strategic Directions narrative included in the budget material was quite visionary. She asked, when the directors have caught their breath from the renovation, that they give thought to a list of concrete goals for the Board to consider. Mr. Pato, a member of the Trustee Executive Committee, said he found it easy to make decisions about the renovations because matters were brought before the Committee directly and clearly by the Library leadership. Ms. Barry asked for information about a new initiative called the "Library of Things."Ms. Smith said this program is an opportunity for patrons to take home objects such as games, instruments, tools, technology, beginning coding kits, telescopes, etc. Input about additions to the collection is welcome. Policies and guidelines for selection are now being developed. There will be information about the Library of Things on the website, in a catalog binder, through targeted demo programs and displayed through a windowed storage closet. On motion duly made and seconded, the Board of Selectmen voted 5-0 to adjourn at approximately 3:30 p.m. A true record; Attest: Kim Siebert Recording Secretary AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve One Day Liquor License- Dana Foundation PRESENTER: ITEM NUMBER: Suzanne Barry, Chairman C.4 SUMMARY: The Dana Foundation has requested a One-Day Liquor License to serve wine on Wednesday, May 312017 from 6:00 p.m. until 8:00 p.m. for the purpose of the Dana Home Foundation Awards Ceremony at the Community Center, 39 Marrett Road. SUGGESTED MOTION: Motion to approve the consent agenda. FOLLOW-UP: Selectmen's O ffic e DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 ATTACHMENTS: Description Type D One Day..Lkwaa Foundation Rackup M<atorrinl RECEluE,� TOWN OF LEXINGTON MAY 4 2017 SELECTMEN'S OFFICE w SELEC �.fEN APR{t 19tM. - �.,. Olt 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. 1 r BUSINESS/FUNDRAISING ORGANIZATION: i�aYri� l�l V?cG1-"'�7 D 1') CONTACT NAME AND NUMBER: Lisa S a_;q cue- ADDRESS FOR MAILING: 10 B I E N T 1q-,D 4TD/U MA O Z-4 2-C EMAIL ADDRESS: ISCA Y _ems ( ) Sal_ Imcul, 1 y co" TITLE/PURPOSE OF EVENT: o?-a 17 DCt o Q. h1 m e F�o(<11 ida:h6)�7/� Aw&145" r ��I"'e-�p0 YI LOCATION AND ADDRESS: Lf)nnjA0k1 C�oknrn un I / Dv ( 1 E\4tN�� v MA � 1 DATE OF FUNCTION: M fly�311 2-0 1s7 TIMES OF FUNCTION: (0 - S o m TYPE OF LIQUOR TO BE SERVED: W i n k 6e-e-r, s od a. ��c--I e)r' r 5(3l/17 DATE AND TIME WHEN LIQUOR DELIVERED: B e.-'w -� `'f'� a na pvyi DATE AND TIME WHEN LIQUOR REMOVED: Bel C1 j)VY1 _ 5 1 3 I 1 7 ADDITNAL INF R ATION: It �S 47aV&F ,,(,t A At&rized S'gn re Federal Identification No. or Social Security Number AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve One Day Liquor License-Spectacle Mgmt (4 events) PRESENTER: ITEM NUMBER: Suzanne Barry, Chairman C.5 SUMMARY: Spectacle Management, is seeking approval for four One-Day Liquor licenses to be held at Cary Memorial Hall, 1605 Massachusetts Avenue on the following dates: • May 24 - David Crosby 6:30 p.m. - 10:30 p.m. • May 27 - Robert Cray 7:00 - 11:00 p.m. • June 2- Mavis Staples 6:30 p.m. - 10:30 p.m. • June 11 - Herman's Hermits 6:00 p.m. - 10:00 p.m. SUGGESTED MOTION: Motion to approve the consent agenda. FOLLOW-UP: Selectmen's O ffic e DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 ATTACHMENTS: Description Type D S%, ctaacka One Day Raclkup M<atorrinl D S%, ctaacka One Day 11t.2 Raclkup M<atorrinl �a- CWk4 o1 So , or-) TOWN OF LEXINGTON SELECTMEN'S OFFICE � fanti \ APRIL 191w . �L�x`NCK° 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: Spectacle Management CONTACT NAME AND NUMBER: Jack Lally, ADDRESS FOR MAILING: 4 Muzzey St. Lexington MA 02420 EMAIL ADDRESS: jlally@spectaclemanagement.net TITLE/PURPOSE OF EVENT: 2 Events in May, 2017 at Cary Hall LOCATION AND ADDRESS: Cary Memorial Hall, 1605 Massachusetts Avenue DATE OF FUNCTION: David Crosby, 5/24 and Robert Cray, 5/27 TIMES OF FUNCTION: Crosby, 6:30 -10:30 PM and Cray, 7:00 - 11 :00 PM Beer and Wine TYPE OF LIQUOR TO BE SERVED: DATE AND TIME WHEN LIQUOR DELIVERED: Crosby 4:00 PM, Cray 4:30 PM Crosby 10:30 PM, Cray 11:00 PM DATE AND TIME WHEN LIQUOR REMOVED: ADDITIONAL INFORMATION: (5thorized Signature Federal Identification No. or Social Security Number j, 5;ihOR7y jry�, r`P`�'` Ili 1 �m� �.✓ TOWN OF LEXINGTON MAY 12 2017 VI r SELECTMEN'S OFFICE APRIL KI1" VL-L��/�"�°EN ,LexINGTfltt - - APPLICATION FOR ONE-DAY LIQUOR LICENSE I? 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: Spectacle Management CONTACT NAME AND NUMBER: Jack Lally, ADDRESS FOR MAILING: 4 Muzzey St. Lexington MA 02420 EMAIL ADDRESS: jlally@spectaclemanagement.net TITLE/PURPOSE OF EVENT: 2 Events in June, 2017 at Cary Hall LOCATION AND ADDRESS: Cary Memorial Hall, 1605 Massachusetts Avenue DATE OF FUNCTION: Mavis Staples, 6/2 and Herman's Hermits, 6/11 TIMES OF FUNCTION: Staples, 6:30 -10:30 PM and Hermits, 6:00 - 10:00 PM Beer and Wine TYPE OF LIQUOR TO BE SERVED: DATE AND TIME WHEN LIQUOR DELIVERED: Staples 4:30 PM,Hermits 4:00 P DATE AND TIME WHEN LIQUOR REMOVED: Staples 10:30 PM, Hermits 10:00 ADDITIONAL INFORMATION: S-/a Authorized Signature Federal Identification No. or Social Security Number AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve One Day Liquor License- Community Endowment of Lexington PRESENTER: ITEM NUMBER: Suzanne Barry, Chairman C.6 SUMMARY: Community Endowment of Lexington has requested a One-Day Liquor License to serve wine on Tuesday, June 13, 2017 from 5:30 p.m. until 7:30 p.m. for the purpose of an endowment grantee reception at the Community Center. SUGGESTED MOTION: Motion to approve the consent agenda. FOLLOW-UP: Selectmen's O ffic e DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 ATTACHMENTS: Description Type D One Day..C'a,ntivnaam.ity 1,hd awhrn mit Rackup M<atorrinl "OR °aN, �° MAY 1 2 20i1 45.1 TOWN OF LEXINGTON SELECTMEN'S OFFICE ISL��T'�°v1i�1'J ARNlI pTM tPxzNcz APPLICATION FOR 1,kA ONE-DAY LIQUOR LICENSE a�.CEO 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: CO3,,kRWk1( b4 �wc�y;��`1t PST o-F Lex,. [27yl CONTACT NAME AND NUMBER: {,0 �t(-I e ADDRESS FOR MAILING: J�3 I4 ba 4 S L t)(�1ZYt , 01 y.?'{.a-1 EMAIL ADDRESS: r\osm , A e 0 41 TITLE/PURPOSE OF EVENT: C(=L 67 ru,NA f f �.e CjLieh yi LOCATION AND ADDRESS: OO M M h t IZ a DATE OF FUNCTION: 5 Uq u a, 13 c3 V] -7 TIMES OF FUNCTION: 5 30 42 vn 3 v v� TYPE OF LIQUOR TO BE SERVED: (00 0 DATE AND TIME WHEN LIQUOR DELIVERED: S : 0 y [9 1'Y1 DATE AND TIME WHEN LIQUOR REMOVED: d m ADDITIONAL INFORMATION: _1\ __�6 uthorized gignature Federal Identification No. or Social Security Number AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Sign Eagle Scout Letter - Liam Mattingly PRESENTER: ITEM NUMBER: Suzanne Barry, Chairman C.7 SUMMARY: SUGGESTED MOTION: Motion to sign a letter of commendation congratulating Liam Mattingly of Troop 119 for attaining the highest rank of Eagle in Boy S c outing. FOLLOW-UP: Selectmen's O ffic e DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 ATTACHMENTS: Description Type AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Exemption 3: Collective Bargaining Update - Fire Union PRESENTER: ITEM NUMBER: Carl F. Valente, Town Manager E.1 SUMMARY: Suggested Motion by Chair for Executive Session:I move that the Board go into Executive Session to discuss strategy with respect to collective bargaining with the Fire union; and to reconvene in Open Session only to adjourn. Further, as Chairman I declare that an open meeting discussion may have a detrimental effect on the bargaining position of the Town. Update on bargaining with Fire Union. SUGGESTED MOTION: FOLLOW-UP: Town Manager's Office DATE AND APPROXIMATE TIME ON AGENDA: 5/22/2017 8:30 p.m.