HomeMy WebLinkAbout2019-11-12 BOS-min
Selectmen’s Meeting
November 12, 2019
A meeting of the Lexington Board of Selectmen was called to order at 6:00 p.m. on Tuesday,
November 12, 2019 in the Selectmen’s meeting room. Doug Lucente, Chair; Joe Pato; Suzie
Barry, Jill Hai and Mark Sandeen were present as well as James Malloy, Town Manager; and Ms.
Katzenback, Executive Clerk.
ITEMS FOR INDIVIDUAL CONSIDERATION
1. Review Ad Hoc Crematory Study Committee Final Report
Ms. Barry introduced Mr. Bridger McGaw, Ad Hoc Crematory Study Committee member, to
present a summary of the Committee's Final Report to the Board of Selectmen.
Mr. McGaw said the Ad Hoc Crematory Study Committee was formed by the Board of Selectmen
(BOS) in September 2018 and charged with making one of the following recommendations
regarding a potential Crematory at Westview Cemetery: 1. Build a crematory adjacent
to/connected to proposed new Westview Building, or 2. Build a crematory on another location on
the Westview property or 3. Do not build a crematory at this time.
Mr. McGaw stated the Committee’s work included an operational and feasibility analysis;
exploration of various business models; numerous interviews; a Massachusetts municipality
survey; further review of public comments; and conferring with Town Counsel, DPW, and Town
Finance on Town financial implications.
Mr. McGaw affirmed the Committee was sensitive that not all end-of-life religious observances
can presently be performed in our community. He said the Committee’s analysis resulted in the
determination a crematory operation would not be a feasible operational addition to the Town at
this time given the lack of a predictable quantity of clients needed to financially break even in
combination with the stringency of current state regulations. On August 20, 2019, the Ad Hoc
Crematory Study Committee voted 5-1 (with one member absent) not to support building a
crematory at this time as its final recommendation.
Upon a motion duly made and seconded, the Board of Selectmen voted 5-0 to accept the report of
the Ad Hoc Crematory Study Committee.
2. Approve MWRA Sewer Bond
Ms. Kosnoff, Assistant Town Manager for Finance, said the Massachusetts Water Resources
Authority (MWRA) has recently announced a new round of financial assistance for member
communities to fund sewer improvement projects. She explained Lexington is eligible is eligible
receive total assistance of $1,560,000 through this program which includes a grant of $1,170,000
and a zero interest loan of $390,000 which the Town would repay to MWRA over a period of 10
years.
Ms. Kosnoff explained the MWRA loan would be issued in the form of a municipal bond and
would be applied against the authorization in Article 18 from the 2019 Annual Town meeting. She
said the bond will fund sewer and manhole rehabilitation throughout Town, and will reduce the
amount the Town will have to fund through a market rate bond. The grant will supplement funding
that was authorized by Town meeting.
Upon a motion duly made and seconded, the Board of Selectmen voted 5-0 that the sale of the
$390,000 Sewer Bond of the Town dated November 18, 2019, to Massachusetts Water Resources
Authority (the “Authority”) is hereby approved and the Town Treasurer or other appropriate Town
official is authorized to execute on behalf of the Town a Loan Agreement and a Financial
Assistance Agreement with the Authority with respect to the bond. The bond shall be payable
without interest on November 15 of the years and in the principal amounts as follows:
Year Installment Year Installment
2020 $39,000 2025 $39,000
2021 $39,000 2026 $39,000
2022 $39,000 2027 $39,000
2023 $39,000 2028 $39,000
2024 $39,000 2029 $39,000
And Further: that each member of the Board of Selectmen, the Town Clerk and the Town Treasurer
be and hereby are, authorized to take any and all such actions, and execute and deliver such
certificates, receipts or other documents as may be determined by them, or any of them, to be
necessary or convenient to carry into effect the provisions of the foregoing vote.
3. Approve Placement of Sign at Camellia Place
Mr. Malloy said Denis Tremblay of Tremblay Real Estate Trust, owner of a commercial building
at 8-10 Camellia Place requested the Board of Selectmen reaffirm their decision from December
9, 1991 to allow a free standing sign be placed on the Northwest corner of Town owned land at 45
Bedford Street that indicates the entrance to 8-10 Camellia Place. Mr. Tremblay received a special
permit from the Zoning Board of Appeals on May 23, 2019 for the new sign.
Upon a motion duly made and seconded, the Board of Selectmen voted 5-0 to approve the
placement of a free standing sign on the Northwest corner of the Town owned land at 45 Bedford
Street in accordance with the Zoning Board of Appeals decision of May 23, 2019 with exact
placement to be determined after consultation with the Town Engineering Department, Police
Department and the Department of Public Facilities.
4. Review Town Manager Performance Evaluation Template and Goals Process
Mr. Lucente stated the Town Manager's Employment Agreement cites "the Board and Mr. Malloy
will mutually establish goals for the ensuing year, and at least once each year, the Board will
evaluate Mr. Malloy’s performance in relation to those goals and his general performance of
duty." Mr. Lucente asked the Board for their feedback regarding a new proposed Town Manager
Performance Evaluation Template, scoring format and procedure. He noted the proposed template
addresses key measures and accommodates future measures. The Board reviewed the proposed
Town Manager Performance Evaluation template and the Board agreed to use the following
proposed procedures and the methodology to establish the Goals for the Town Manager's
upcoming year. The Board confirmed the Executive Clerk would compile the individual Board
member evaluations submission into a single document for the new process.
POLICY AND PURPOSE:
The purpose of this evaluation instrument is to formally evaluate the Town Manager’s performance
on an annual basis. The document allows the Board to assess the Town Manager’s performance in
key competency areas and in the accomplishment of goals. Through the evaluation procedure,
Board members will recognize strengths, offer positive feedback, and suggest any areas that
require corrective action.
Individual performance evaluation forms prepared by members of the Board are considered work
product/personal documents, and shall not be publicly released. The only document to be released
will be an overview document, compiling the scores and comments, prepared by the Executive
Clerk to the Board.
PROCEDURE:
1. The period of evaluation is October 1 through September 30.
2. The Town Manager will submit a narrative self-evaluation including a report on goal
achievement. A copy of that self-evaluation/goal achievement and a blank evaluation form will be
distributed to each Board member.
3. Board members will complete their evaluation forms and provide them to the Executive Clerk
by a date set by the Chair.
4. The Executive Clerk will compile scores from individual evaluation forms and develop a
consensus overview document. In each of the competency areas, the Executive Clerk will add the
scores of each Selectman and divide by 5 to develop the composite score.
5. The Executive Clerk will give the individually completed performance evaluation forms to the
Director of Human Resources who will place them in the Town Manager’s personnel file.
6. The Executive Clerk will provide the Town Manager with the consensus evaluation overview
document at least one week prior to the date at which the document will be publicly discussed
Upon a motion duly made and seconded, the Board of Selectmen vote 5-0 to approve the revised
Town Manager Performance Evaluation template and proposed process as amended.
5. 2019 Special Town Meeting - Article Positions/Discussion
The resulting chart is appended to end of these minutes.
ADJOURN
Upon a motion duly made and seconded, the Board of Selectmen voted 5-0 to adjourn the meeting
at 7:14 p.m.
Attest:
Kim Katzenback
Executive Clerk
ARTICLE POSITIONS
2019 SPECIAL TOWN MEETING
ARTICLE
PRSNTR DL JP SB JH MS
1 Reports of Town Boards, Officers, Committees N/A
N/A N/A N/A N/A N/A
2 Appropriate for Prior Year's Unpaid Bills JH Y Y Y Y Y
3 Appropriate To and From Specified Stabilization Funds JP
(a) Section 135 Zoning By-Law N/A N/A N/A N/A N/A
(b) Traffic Mitigation Y Y Y Y Y
(c) Transportation Demand Management/Public
Transportation Y Y Y Y Y
(d) Special Education N/A N/A N/A N/A N/A
(e) Center Improvement District N/A N/A N/A N/A N/A
(f) Debt Service N/A N/A N/A N/A N/A
(g) Transportation Management Overlay District N/A N/A N/A N/A N/A
(h) Capital Y Y Y Y Y
(i) Payment in Lieu of Parking N/A N/A N/A N/A N/A
(j) Visitor Center Capital Stabilization Fund N/A N/A N/A N/A N/A
(k) Affordable Housing Capital Stabilization Fund N/A N/A N/A N/A N/A
(l) Water System Capital Stabilization Fund N/A N/A N/A N/A N/A
(m) Ambulance Stabilization Fund N/A N/A N/A N/A N/A
4 Amend FY2020 Operating, Enterprise, Revolving and CPA DL
Budgets Y Y Y Y Y
5 Amend Zoning Bylaw from CD-1 District to CSX District - 7 SB
Hartwell Avenue (Owner Petition) Y Y Y W W
6 Amend Zoning Bylaw to Restrict Automatic Teller Machine MS
as Principle Use in the Center Business District
Y Y Y Y Y
7 Amend Zoning bylaw and Map - 186 Bedford Street (Owner JH
Petition) Y Y Y Y Y
8 Appropriate Funding for 25% Design of the Route 4/225 JP
Bedford Street - Hartwell Avenue - Wood Street
Transportation Improvement Project Y Y Y Y Y
9 LED Streetlight Conversion DL Y Y Y Y Y