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HomeMy WebLinkAbout2018-05-07 BOS-min Selectmen – May 7, 2018 Page 1 of 13 SELECTMEN'S MEETING Monday, May 7, 2018 A meeting of the Lexington Board of Selectmen was called to order at 7:00 p.m. on Monday, May 7, 2018 in the Selectmen’s Meeting Room of the Town Office Building. Ms. Barry, Chair; Mr. Pato; Ms. Ciccolo; Mr. Lucente; and Ms. Hai were present as well as Mr. Valente, Town Manager; Kim Katzenback, Executive Clerk to the Board of Selectmen; and Ms. Siebert, Recording Secretary. Reorganization of the Board Ms. Katzenback, Executive Clerk, asked for nominations for Chair of the Board of Selectmen. Mr. Lucente nominated Ms. Barry to serve in that role and Ms. Ciccolo seconded. There being no other nominations, Ms. Katzenback closed the floor and a vote was taken. The Selectmen unanimously voted for Ms. Barry to serve as Chair for the coming year. Ms. Katzenback opened nominations for Vice Chair. Ms. Barry nominated Ms. Ciccolo. There being no other nominations, Ms. Katzenback closed the floor and the vote was taken. Ms. Ciccolo was unanimously endorsed to serve for the year as Vice Chair. Ms. Katzenback called a two-minute recess so that Board members could take their places at the table. Ms. Barry reconvened the meeting at 7:05 p.m. Letter to Mayor of Antony, France The Board has been informed that Pascale Masselin, liaison from Lexington’s Sister City Antony, France, has died. Ms. Barry cited Mme. Masselin as instrumental to the relationship between the two towns. The Board of Selectmen, Town Manager, and the citizens of Lexington mourn the loss of Mme. Masselin and a letter of condolence will be sent the Mayor of Antony and the Masselin family. Dawn McKenna, Chair of the Tourism Committee and the Antony Working Group, paid tribute to Mme. Masselin and the thirty-year relationship between the communities. She noted that a park is now being constructed in Lexington to honor of the connection. Ms. McKenna also asked that the Selectmen recognize the passing of Alain LaFloque, another person of note in Antony. Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to sign a letter of condolence to the Mayor of Antony, France and to Monsieur Masselin. Selectmen Concerns and Liaison Reports Ms. Barry thanked the other Selectmen for their votes of confidence for her leadership of the Board. Ms. Ciccolo likewise thanked the Selectmen for unanimously supporting her as Vice Chair. Ms. Hai said she attended her first meeting as Selectmen liaison to the Human Rights Selectmen – May 7, 2018 Page 2 of 13 Committee. The HRC is currently working on several items of note which will would come before the Board at a later date. Town Managers Report Mr. Valente reported that Lexington’s Human Services department has received two grants from the Dana Home Foundation. One grant is for $12,100, to be used to purchase equipment to create a mobile computer lab for technology instruction. This initiative includes pilot technology to enable outreach to homebound caregivers. The second grant is for $12,500 to partially fund staff support for a dietician, a volunteer coordinator, and free or reduced-fee transportation for seniors. The awards will be officially bestowed in a public ceremony on Wednesday, May 30, 2018 from 6-8 p.m. at the Community Center. Mr. Valente cited the Dana Home Foundation as a regular and valuable source of support for Human Services department efforts. Review of Farmers’ Market 2017 and Preview of 2018 Farmers’ Market th Ashley Wenger, Lexington Farmers’ Market (LFM) Manager reviewed the successful 13 Summer Market season, noting that the 31 participating farmers/vendors reported very positive sales last year. The length of the Summer Market season is 22 weeks, starting at the end of May and ending at the end of October. The Small Yet Mighty Winter Market, held at the Waldorf School from January-April, concluded its 3rd year on April 28, 2018. The LFM Thanksgiving FEASTival was again held on the Tuesday before Thanksgiving at Seasons Four for an 8th year. Some highlights of the 2017 season included: filing for 501 (c) (3) non-profit status; more than doubling the number served by the Supplemental Nutrition Assistance Program (SNAP) and “Close the Gap” programs; holding the first Seniors Day in conjunction with a variety of sponsors including Lexpress and Town Health and Human Services departments; extending the Winter Market season to nine weeks; improving educational programming; hosting a number of special events; and showcasing a variety of musical performers. Ms. Wenger noted that the spectrum of ethnic diversity of customers grew last year, creating the need for multi-lingual signage and volunteers with world language fluencies to provide communication support. The 2018 summer season will begin on Tuesday, May 29, 2018. Ms. Wenger invited the Board and Mr. Valente to ring the official bell that day to open the market. Eleven new vendors, including two new farms, will participate this year. An expanded list of special events and educational programs is planned. Ms. Wenger thanked Town staff and the Board for supporting the market and for help with parking solutions. Ms. Barry asked Town staff to keep LFM in the loop about Police Station construction plans which are projected to impact the 2019 summer season. A new market location may be needed for the period that will cover the Police Station construction. Ms. Ciccolo said she is impressed with the growth of the SNAP program and asked residents to consider contributing to fundraising Selectmen – May 7, 2018 Page 3 of 13 efforts that support that effort. Ms. Hai applauded the Market’s contributions to heathy nutrition and to Lexington’s sense of community. Approve Farmers’ Market Winery License Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to approve and sign a special license for 1634 Meadery to sell and serve samples of wine at the Lexington Farmers' Market on Tuesdays for the 2018 season from May 29 - October 30, 2018 at the Farmers' Market grounds, Massachusetts Ave and Fletcher Avenue. Review and Approve Fee Schedule for Visitors Center Funding Following Town Meeting approval of the Visitors Center building project, staff asks the Board to approve fee adjustments for Battle Green Tours, rentals of Battin Hall and Estabrook Hall in the Cary Memorial Building. The fee increases would be applied to Visitors Center construction costs via a dedicated stabilization fund. Mr. Valente noted that the Selectmen previewed fee adjustments prior to Town Meeting during discussions about Visitor Center funding options. Mr. Lucente said, after consideration, he approves of the fee adjustment recommendations. Ms. Hai asked which organizations would be most affected by the Battin Hall and Estabrook Hall rental fee increases. Mr. Valente said entities such as the Schools and other in-town non- profits would not be affected. In general, if attendance fees are levied, events would be charged for the use of the space and for custodial services. Immediate increases would not be felt by entities like Spectacle Management, with which the Town has a long-term contract. Ms. Hai said she is uncertain how Cary Memorial Building rental fees connect with tourism and the Visitors Center project. Ms. Barry asked about the status of the contract with Spectacle Management. Mr. Valente said the Town has an option to renew each year of the next two years until the end of the five-year contract. David Kanter, 48 Fifer Lane, said he finds the proposal to use Cary Memorial Building rental fees for Visitors Center funding inappropriate. He believes there should be a nexus between fees and expenses and that they should not be unrelated enterprises. To offset Visitor Center costs, he advocates more “direct” outside funding such as donations, grants, and gifts, but he does approve of applying the proposed increases from Battle Green tours. Bob Pressman, 22 Locust Avenue, asked how much Spectacle Management pays per rental event. Mr. Valente said he would investigate and relay the information to Mr. Pressman. Dawn McKenna, Chair of the Tourism Committee, reported that the Committee sees a direct connection between Cary Memorial Building rentals and the Visitors Center and was therefore comfortable with all three rental increases. The Committee will continue to look for outside funding, such as grants. She noted that the FY19 Massachusetts House budget includes $100,000 funding for the Visitors Center, although the Senate version of the budget has not been finalized. Once the details of the State budget are assured, the Committee will revisit its fundraising plan. Selectmen – May 7, 2018 Page 4 of 13 Mr. Pato asked if Town Counsel has determined the proposed fee increases to be within bounds. Mr. Valente said he has not asked Town Counsel; he believes the newly-amended statute clearly stipulates that any fee, as long as it is not a tax, can be dedicated to a stabilization fund. Ms. Hai questioned why some of the listed users of Battin Hall and Estabrook Hall would be charged the proposed fee increases. She would like certain town entities and Lexington non- profits exempted from the higher rates. Mr. Pato said, to his way of thinking, the difference between which renters are exempted lies in whether an event fee is charged. He would like to establish a clear criterion about who pays a rental fee and who does not. Mr. Lucente concurred with Mr. Pato’s assessment and noted that the proposed increase is modest, and he does not want to overanalyze the issue since it is the Selectmen’s job to determine fee schedules and the fees are allowed by law. Ms. Barry asked if there is a firm timeline by which these increases must be decided. Mr. Valente said there is no time pressure. Ms. Barry asked staff look into and report back to the Board about Battin Hall and Estabrook Hall rental criteria. Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the increase in the tourism visitor-based fee for Battle Green tours from $50 to $75 with the increased amount only to be dedicated to the Visitors Center Capital Stabilization Fund as proved by paragraph 4B of MGL Chapter 40, approved at the 2018 Annual Town Meeting. Authorize Lease of Church of Our Redeemer Parking Lot For many years, as part of the Center Parking Permit Program, the Town has leased a portion of the Church of Our Redeemer parking lot for use by Center business employees. The parking lot lease agreement is now up for renewal. Two changes were noted:  The annual rental fee increased by 5% in FY20 and remains at that amount through the term of the lease in FY2024;  The Town will contribute $55,014 towards the capital cost of reconstructing the parking lot. Mr. Lucente asked, for the purposes of understanding future Capital costs, if the agreement is confined to the area indicated on the map and if it is to be used Monday through Friday. Mr. Valente confirmed this analysis. Dawn McKenna, Chair of the Tourism Committee, said that Liberty Ride, Battle Green guides, and Visitor Center staff all use the church parking lot on weekends. Mr. Valente said the terms of the lease specify Monday through Friday, 6 a.m. to 6 p.m. Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to authorize the Town Manager to sign the Lease Agreement with the Church of Our Redeemer for the use of its parking lot. Discuss Polling Location Precinct 9 Selectmen – May 7, 2018 Page 5 of 13 Nathalie Rice, Town Clerk, discussed the relocation of the Precinct 9 polling location, currently at the Hastings School, to Keilty Hall at St. Brigid’s Church for the duration of the Hastings school construction project. Ms. Rice said the process of identifying an appropriate temporary polling place included criteria that the location not be a school; be in general proximity to Precinct 9; be available on the dates needed; cause little or no impact on the location’s services/programs; have an appropriately-sized room; be accessible; include parking; and be able to store election materials on site. Ms. Rice stated that St. Brigid’s Keilty Hall fits all the criteria. She met with Monsignor Garrity on February 26, 2018 who offered the use of the hall Town, for a fee of $400 per election, for the six election dates from now until the fall of 2020. Other locations considered were Lexington High School; Minuteman Technical High School; the Community Center; Estabrook School; Cary Memorial Building; Liberty Mutual Building; the Knights of Columbus on Bedford Street; the Massachusetts National Guard building on Bedford Street; St. John’s Korean and United Methodist Church; and a Grace Chapel-owned building on Militia Drive. None were as suitable at St. Brigid’s for a variety of reasons including parking, location, and program conflicts. Ms. Rice also researched other communities to understand if they use churches as polling places; she found that many do on a regular, permanent basis. She emphasized that her office works hard to ensure that all voters feel enfranchised and that voting needs (such as accessibility, privacy, and a sense of being welcomed) are addressed. Mr. Lucente said he had initial concerns about siting a polling place in a religious institution, but he now understands the issues and is comfortable because voters are being offered alternatives. He supports St. Brigid’s as the best of the temporary alternatives of absentee voting or early voting. Mr. Pato agreed with Mr. Lucente’s concerns and conclusions. He asked Ms. Rice what would happen in the event of additional Special Elections. Ms. Rice said she is confident Monsignor Garrity would be flexible if the situation were to arise. Ms. Barry asked how notification of the polling place change will be publicized. Ms. Rice said she would post notices in variety of places: on the appropriate School list-serves; in the current polling place as required by law; within Precinct 9 in the form of public postings; postcards mailed to every registered voter in the precinct including the alternative voting choices; public notices in The Lexington Minuteman and on LexMedia; on the Town website and on the Town Clerk’s board; and using electronic signs at the corner of Crosby Road and Massachusetts Avenue for the ten days before the election. Ms. Ciccolo encouraged use of the Lexington List and various Town Facebook accounts as well. She asked if voter access to the new Hastings School is being discussed with Public Facilities staff. Ms. Rice reported she has spoken with the Hastings School principal and learned that the new gym to be used as a polling place would be on the second floor. This may complicate voter access. Ms. Rice said it is her goal to move polling locations out of the schools as much as possible; she hopes some of the newer town facilities will be able to host the polls in future. Ms. Hai said, with the latest School redistricting, it will be necessary to notify the entire elementary school population. Given the number of community events that have taken place at Keilty Hall, Ms. Hai believes many townspeople are already comfortable with the site. Selectmen – May 7, 2018 Page 6 of 13 Mr. Lucente recommended that Keilty Hall voter parking be accessed via Worthen Road rather than via Massachusetts Avenue. He asked that these directions be included in the notifications. Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to relocate the voting location for Precinct 9 to Keilty Hall at St. Brigid Church, located at 2001 Massachusetts Avenue, effective beginning with the State primary in September 2018. Presentation on 2018 Road Resurfacing Program Before the presentation, Dave Pinsonneault, DPW Director, announced that the DPW is partnering with the Lexington Food Pantry for a “Fill-a-Truck” program from May 21-25, 2018 during which a vehicle in the DPW parking lot will act as a drop off receptacle. Rather than consumables, the Food Pantry has asked for toilet paper, tissues, shampoo and other personal hygiene items. The DPW will also host its annual Open House on Thursday, May 24, 2018 from 10 a.m. until 2 p.m. To provide an understanding of the methodology behind the road resurfacing program, as well as a 2018 season list of roadways to be addressed, John Livsey, Town Engineer; Mike Sprague, Senior Civil Engineer; and Ross Morrow, newly-hired Assistant Town Engineer presented details about roadway evaluation, network modeling, funding needs to reach road condition goals; roadway selection; and the so-called “treatment toolbox”. Mr. Livsey stated that about 1/3 of the road network is evaluated each year on a rotating basis. Repair recommendations are catalogued in a database using criteria such as distress type, rating, and repair cost. Condition is noted using a road surface rating (RSR) index of 0-100. At the time when road conditions were indexed in the 60s range, the Board of Selectmen approved a goal of reaching a mid-80s rating. Conditions are now between 79.33 with 53.73% of roads receiving a 90-100 RSR. Pavement distress types include edge cracking, alligator cracking, linear cracking, potholes, patching, and rutting, although the new type of asphalt makes rutting less common. Mr. Sprague enumerated the road treatments that are used to address deterioration: crack seal; fog seal; micro- surface; cape seal; mill and overlay; cold in-place recycling; and full-depth reclamation. Mr. Livsey stated that early maintenance forestalls more costly repairs. Mr. Livsey showed a map of the roads that will receive attention this paving season. Roadwork updates are available on the Town website’s “engineering construction projects” page. Notices of impending roadwork have been sent out to all abutters, including a map, anticipated road closures, and descriptions of what to expect during construction. Additional hand-delivered abutter notices, which include a contact phone number and email address, are distributed several days before work commences. Ms. Barry asked when pavement work will start. Mr. Livsey said the preliminary stages of mill & overlay and reclamation work have recently gotten underway. Physical road work will begin in earnest in the coming week. Worthen Road work will be done when school is out to avoid high school parking displacement. Selectmen – May 7, 2018 Page 7 of 13 Ms. Barry reported that her street was recently fog sealed but the yellow line keeps flaking off. Mr. Livsey said the road in question was the Town’s first fog seal project and the paint used was epoxy, rather than latex. This has since been corrected. Ms. Barry, however, alerted Mr. Livsey that the newly applied paint is also flaking off. Ms. Ciccolo asked if there will also be a sidewalk update and how the Town ensures that contracted work is consistent with Lexington’s commitment to Complete Streets. She advocated narrowing travel lane widths to slow traffic where possible. Mr. Livsey said any time work is done on an identified arterial road, it is evaluated for full bike lanes or for bike accommodations such as widened shoulders or sharrows. This information is provided to the pavement marking contractor. Bike accommodations have increased in the last years in a trend that is expected to continue. Ms. Hai asked if cold-in-place treatment has been tested in climates similar Lexington’s. She also asked the department to stay in contact with the Hayden pool facility, the Recreation th department, and the Lions’ 4 of July carnival about Worthen Road work. Mr. Livsey said cold- in-place treatment has been used extensively for decades in New York state and Germany with good result and it lasts longer than reclamation. Gloria Bloom, 17 Loring Road, asked what the policy is about maintaining unaccepted streets. Mr. Livsey said these streets are not included in the maintenance index, but the Town bylaw allows for limited general maintenance for public safety, such as patching and plowing. Mr. Pinsonneault stated the DPW encourages residents of unaccepted streets to consider engaging in the street acceptance betterment process, so the streets can be fully maintained. Dawn McKenna, 9 Hancock Street, noted that two of the roads on the 2018 list will directly impact the Liberty Ride route and potentially disrupt the experience. She hopes arrangements can be made to do the work in a timely fashion and to communicate impacts, particularly to the two new Ride employees being trained this year. Mr. Livsey said announcements about roadwork are sent to the Liberty Ride, Police, Fire, Refuse and Recycling haulers, the MBTA, and the School Department. He will make sure the new employees are in the loop. January 1—March 31 Quarterly Financial Report Carolyn Kosnoff, Assistant Town Manager for Finance; and Jennifer Hewitt, Budget Officer presented the 3rd Quarterly Financial Report update and an overview of the Town’s Revolving Funds to provide a year-to-date analysis of revenues and expenses (as of March 31, 2018) as well as Water, Sewer, and Recreation/Community Program Enterprise Fund and Revolving Fund balances. As a benchmark, the third quarter snapshot should ideally show that 75% of the total budgeted amount has been received or expended in all categories. General Fund Revenue items of note:  82% ($173,398,568) of projected FY2018 revenue has been collected. Most of the monies received over the 75% benchmark are due to pre-paid property taxes;  State and Local Aid is at or above the 75% threshold, with two exceptions: School Departmental receipts are at 42.62%, mainly due to Medicare reimbursements which are Selectmen – May 7, 2018 Page 8 of 13 th concentrated in the 4 quarter; and fines and forfeitures are at 68.06%, mainly due to uncollected parking fines. Ms. Kosnoff said she anticipates the revenue for fines and forfeitures will not meet what was projected but this category does not represent a large part of the overall budget and can be absorbed, if necessary;  Penalties & Interest and Investment Income revenues have exceeded expectations; both  are already over 200% of projection; General Fund Expenses: Ms. Kosnoff noted that some budget adjustments were made at Annual Town Meeting. Most other items are in line with expectations, although the following merited mention:  The Snow and Ice budget will be overspent by approximately $365,000; of that amount, $300,000 will be carried over into FY2019 where $400,000 has been set aside for Snow and Ice expenses. The FY2018 DPW “personal services” budget will probably be able to absorb the remaining $65,000;  Some employment contracts were settled during the year, necessitating a request for an approximate $1M Reserve Fund transfer to cover retroactive payments for Police and Fire salaries. Enterprise Funds:  Water and Sewer Funds were at approximately 71% of budget but this does not include revenue from the second of two annual billings, which is about to be mailed. However, Ms. Kosnoff noted that most irrigation rate billing occurs in the first period, which is why revenues exceed 50% of the year’s total expectations. Ms. Kosnoff said staff looked at usage to try to understand what year-end revenue totals would be and to gauge if water/sewer rates has been set accurately. That analysis suggested that domestic tiered usage will ultimately come in 5-10% lower than projected. This will have a greater effect on the sewer fund than on the water fund, which has more offsetting factors. Additionally, there has been almost $500,000 in sewer abatements this year. Staff is closely monitoring the situation but believes the Sewer Fund will not meet projections.  The Recreation Fund is currently at 54% of budget, mostly due to the fact that most th recreation revenue comes in during the 4 quarter in the form of camp and pool registrations. Also, March revenue of $255,000 was not included in the analysis; if it had been, the received percentage would have been closer to 65%. Revolving Funds:  The Liberty Ride Tour Fund currently has a small deficit which Ms. Kosnoff said will most likely be cleared up in the coming high-tourism months;  Staff is monitoring all Enterprise accounts. By law, Enterprise Funds are not allowed to carry a negative balance. If income cannot cover encumbrances, staff will request a Reserve Fund transfer. Selectmen – May 7, 2018 Page 9 of 13 Mr. Pato asked why account 4100 “Law Enforcement Administrative Expenses” is over budget. Ms. Hewitt said this is due to the considerable collective bargaining settlement that necessitated $1M in salary adjustment. This overage will be mitigated by a Reserve Fund transfer. Ms. Barry asked what the turnaround time is on refunds for the property tax overpayments. Ms. Kosnoff said she believes the timeline will exceed the fiscal year. Carrying pre-payment into the next fiscal year is not permitted by law so these sums must be returned to either the property owners or the mortgage companies. Determining which entity should get the refund takes time and can be complicated. Ms. Barry asked about the status of this year’s compost permitting revenues. Mr. Pinsonneault said about the same number of permits were issued this year as last; fee increases seem to have been acceptable to the contractors that use the facility. He anticipates the program will remain strong in the coming year. Ms. Barry asked why the “cemetery preparation” line item is higher than expected. Mr. Pinsonneault replied this is due to the recently raised fees. Ms. Hai asked why account 6000 “Youth and Family Services” is so much lower against budget than any of the other line items. Mr. Valente said there has been a long-term vacancy in the department which has recently been filled. Discussion: Rescind MGL 59, Section 2D, Assessment of New Construction The Board previously has voted to reject the provisions of Mass. General Law Chapter 59, section 2D, which imposes a supplemental property tax assessment on certain improvement to real estate constructed after January 1 of each year, for construction projects where an occupancy permit is issued. Mr. Pato and Finance staff have looked more deeply into the matter and believe that since two recent vacancies have been filled in the Assessing Office, the department can now accommodate the additional workload. It is now recommended that the Board accept public comment on the implementation of this statute. Should the Board choose, approval must be recorded by June 30, 2018 to implement in FY2019. Mr. Pato said the purpose of raising the subject at this meeting it to provide an opportunity for potentially affected residents to voice questions/concerns. A Board vote on the matter will take place at a later date; Ms. Barry asked who the affected people would be and how they would be notified of this change. Mr. Valente reported that the building inspector keeps a mailing list of all developers who typically do business in town; they people will be notified directly so that they can decide how to handle the associated cost, although Mr. Valente believes the developer, rather than the home buyer, would end up absorbing the payment. The certificate of occupancy would trigger valuation of the dwelling. Mr. Lucente asked if the assessment applies to additions as well as to new construction. Mr. Pato said that in order for an assessment to apply to an addition, the assessed home value would have to represent an increase of more than 50%. Selectmen – May 7, 2018 Page 10 of 13 Ms. Ciccolo thanked resident Gloria Bloom, who originally brought the matter forward in a Citizen’s Article at a previous Town Meeting and since that time provided assistance on the matter. Ms. Bloom said she is willing to continue to help if that would be if use. Ms. Kosnoff, Assistant Town Manager for Finance, said the two recently-hired staff should suffice, particularly since one of them has done work of this nature in another community. Ms. Kosnoff noted that some coordination between the Finance and Building departments will be needed. Staff intends to reach out to learn from other communities that have adopted this statute. Ms. Barry asked staff to compose a notification letter to be sent to appropriate parties and that notification also be posted on the Town web site, the Town list serve, and the Town Meeting Member list serve. Written comments will be accepted until June 8, 2018; the matter will appear as an agenda item for public comment for the Selectmen’s June 13, 2018 meeting. th Authorize Creation of 100 Anniversary of World War I Gift Account Ms. Kosnoff, Assistant Town Manager for Finance, said the committee working on the commemoration of the 100th Anniversary of the end of World War I would like to begin fundraising to underwrite costs. A vote of the Board of Selectmen is requested to create a gift account and to authorize the Comptroller to establish any necessary procedures for the acceptance of donations and expenditure of funds. Mr. Lucente reported that at its last meeting, the Lions’ Club voted to contribute $2,000 to this effort. Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to authorize the Comptroller to create the 100th Anniversary of the End of WW1 Gift Account and further, to establish any necessary procedures for overseeing fund-raising and review of expenditures as deemed necessary. Discuss Charge/Membership/Timeline Article 42 Ad Hoc Committee Ms. Hai has had a preliminary discussion about this matter with the Planning Board, which will take it up again at the May 10, 2018 Planning Board meeting. Mr. Canale, from the Planning Board, has asked Ms. Hai to convey to the Selectmen his interest in amending the language of the committee charge so the two boards are co-equals, although the subject has yet to be discussed at a Planning Board meeting. Otherwise, she believes the draft charge looks close to identical to what was discussed by the Selectmen prior to Annual Town Meeting. Mr. Lucente said he hopes the Selectmen and the Planning Board will work collaboratively. Mr. Pato said he is comfortable about adding language about co-equality. In terms of committee make up, he is aware that the Housing Partnership would like to be represented but he believes the seat designation for a representative of the affordable housing development/construction community addresses that category. Ms. Barry said she would like a definitive number of committee members established. She would prefer that the designated Selectman and the Planning Board representatives be liaison/non-voting seats. Ms. Barry believes one of the two boards should officially direct the committee to facilitate decision-making, such as for committee Selectmen – May 7, 2018 Page 11 of 13 appointments. The Selectmen could make the appointments after consultation with the Planning Board. Ms. Ciccolo agreed and added her main concern is making sure that the process does not get bogged down, even with Planning Director Henry’s imminent departure for another position. The timeline will also need to be discussed with the Planning Board. The Board reached consensus that seven members would be ideal. Ms. Barry said she would prefer to wait for feedback from the Planning Board before moving any further ahead. Dawn McKenna, Precinct 6 Town Meeting member, said she feels strongly that a larger conversation about the Special Permit zoning needs to take place so that residents understand what the goals are and are able voice their concerns. She asked that language about this first step be added to the charge. She also asked that more non-Planning Board representation be considered so that a community conversation can occur. Bob Pressman, Housing Partnership member, said Lexington’s 40B compliance is 11% but only about half the units truly fit the definition of affordable. With the State mandate of 10% and only half of the countable 11% truly affordable, he sees no overabundance of affordable housing in Lexington. Ms. Hai asked that language in the charge specifying “three evening meetings” changed to something less restrictive so those with unconventional schedules might consider volunteering for the committee. Town Celebrations Request for Use of Battle Green and Parade—Memorial Day Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the request of the Town Celebrations Committee for Memorial Day that includes a parade and ceremonies on the Battle Green, as outlined in their letter dated April 17, 2018. Accept the Terms of the Jessica Bussgang Rosenbloom “Skating Prize” Scholarship Fund Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to accept the terms of the Jessica Bussgang Rosenbloom Skating Prize Scholarship Fund that will be managed by the Trustees of Public Trusts. Town Manager’s Reappointment and Appointment Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the Town Manager's reappointment of Daniel Palant to the Community Center Program Advisory Committee for a term to expire May 2020. Dr. Palant has been a member since 2016 and his ethics training is up-to-date. Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the Town Manager's appointment of Lisa O'Brien to the Recreation Committee. Ms. O’Brien is filling the position previously held by Sandra Shaw. Ms. O'Brien's term will start June 1, 2018 and expire May 31, 2021. Selectmen—Committee Appointment/Resignation Selectmen – May 7, 2018 Page 12 of 13 Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to appoint Martha J. Kurland to the Human Services Committee for the term ending September 30, 2020. Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to accept the resignation of Laurel Carpenter from the Lexington Bicycle Advisory Committee, effective immediately. Consent Agenda  Water & Sewer Commitment Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the Water and Sewer Commitment, March 2018 Finals, for $4,182.44.  Approve One-Day Liquor Licenses Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to approve a request from The Zaika Group, LLC d/b/a Holi Indian Restaurant for a One-Day Liquor License to serve beer and wine at their United Cricket League event to be held at Hastings Park, 24 Lincoln Street on Thursday, May 17, 2018 from 3:00 p.m. to 7:00 p.m. Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to approve a request from the Dana Home Foundation for a One-Day Liquor License to serve beer and wine at the 2018 Dana Home Foundation Awards Ceremony to be held at the Lexington Community Center, 39 Marrett Road, on Wednesday, May 30, 2018 from 6:00 p.m. to 8:00 p.m. Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to approve a request from the Collaborative Learning Project d/b/a Tremont School for a One-Day Liquor License to serve beer, wine and liquor at their Annual Gala Celebration being held at 758R Marrett Road on Saturday, June 2, 2018 from 6:30 p.m. to 11:00 p.m. Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to approve three one- day liquor license requests from St. Nicholas Church to serve beer, wine and liquor at their Food Festival event being held at the St. Nicholas Church, 17 Meriam Street on the following days: Friday, September 21, 2018 from 10:00 a.m. to 11:00 p.m.; Saturday, September 22, 2018 from 10:00 a.m. to 11:00 p.m.; Sunday, September 23, 2018 from 10:00 a.m. to 11:00 p.m.  Use of Battle Green—Flags at Memorial Plaques for Memorial Day Upon motion duly made and seconded, the Board of Selectmen voted 5-0 to approve a request from the Town Celebrations Committee to place small flags at the memorial plaques around the Battle Green in memory of the men from Lexington who perished in WWI. The flags are to be placed on the morning of Friday, May 25, 2018 and removed on the morning of Tuesday, May 29, 2018. Announcement Selectmen – May 7, 2018 Page 13 of 13 Mr. Valente informed the Board of his plan to retire on August 3, 2018. His last day will mark 13 years serving as Lexington’s Town Manager, otherwise known as Day # 4732. He expects that his last day will be as interesting and challenging as the first day, July 11, 2005. Mr. Valente expressed his gratitude to the current Board, and to all Boards past, as well as to Lexington’s outstanding management team. All members expressed their gratitude to Mr. Valente for his exemplary service to the Town, for his ability to remain gracious, calm, patient, professional, and respectful under pressure and working long hours. Ms. Barry scheduled a meeting on Thursday, May 10, 2018 at 1 p.m.in the Selectmen’s Meeting Room to talk about next steps in the hiring process for Mr. Valente’s successor. Mr. Valente and Ms. Axtell will also attend. Executive Session Upon motion duly made and by roll call, the Board of Selectmen voted 5-0 to enter Executive Session at 9:53 p.m. under Exemption 3 to discuss strategy with respect to collective bargaining related to hours of work for LMMA and LMEA employees and to reconvene in Open Session only to adjourn. Further, it was declared that an open meeting discussion may have a detrimental effect on the bargaining position of the Town. Adjourn Upon motion duly made and seconded, the Board of Selection voted 5-0 to adjourn at 10:25 p.m. A true record; Attest: Kim Siebert Recording Secretary