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HomeMy WebLinkAbout1997-07-BOS-min Selectmen’s Meeting Minutes July 14, 1997 A regular meeting of the Board of Selectmen was held on Monday, July 14, 1997 in the Selectmen’s Meeting Room, Town Office Building at 7:30 p.m. Chairman McSweeney, Mr. Fenn, Mr. Enrich; Mr. White, Town Manager; Mr. Cohen, Town Counsel; and Ms. Pease, Assistant to the Executive Clerk, were present. Chairman McSweeney explained the absence of Mr. Busa and Mrs. Eddison. Mr. Busa is out of state and Mrs. Eddison is representing the Town of Lexington at a meeting with the Concord Selectmen regarding the Trolley being planned to connect Lexington and Concord. Hearings New England Telephone Company Grant of Location - Flintlock Road Upon motion duly made and seconded, it was voted to approve the petition of New England Telephone and Telegraph Company to lay and maintain underground cables within the conduit, under the surface of Flintlock Road; starting at pole number 286/11, install underground cable in the conduit in a northeasterly direction, a distance of 35 feet (+). Boston Edison Grant of Location - Clarke Street @ Park Drive Upon motion duly made and seconded, it was voted to approve the petition of Boston Edison Company to erect or construct a new utility pole with wires, cables, and fixtures, including anchors, guys, and other such necessary sustaining fixtures along and across the following public way: Clarke Street - southwesterly side approximately 267 feet northwest of Park Drive, one (1) pole, guy wire, and anchor. Media One of Massachusetts, Inc. Grant of Location - Spring Street Mr. David Flewelling, Regional Utilities Coordinator for Media One, attended the hearing. Media One is petitioning the Board to install conduit at 201 Spring Street for the purpose of opening a new Media One Corporate Office. David Green from Cablevision asked how Media One was going to get cable service to their office. Mr. Flewelling responded that they are going to overlash an existing fiber optic cable coming out of Waltham. Upon motion duly made and seconded, it was voted to approve the application of Media One of Massachusetts, Inc. for a grant of location to provide for the installation and maintenance of fiber optic cable within conduit, under the surface of Spring Street; starting at pole number 9D/58, Selectmen’s Meeting - July 14, 1997 place conduit in a northwesterly direction, a distance of 200 feet (+), to an existing manhole on private property. Additional Cable TV Licensing Mr. McSweeney opened the hearing and read a statement and then asked if anyone wanted to be heard. Mr. George Duffy from RCN Corporation wanted to thank the Town of Lexington for opening up the process and said he looks forward to filing an application and working with the Board. Hearing no questions or anyone that wanted to speak to the issue, Mr. McSweeney closed the hearing. Consent Agenda Upon motion duly made and seconded, it was voted to approve the following consent items: a. Commitment of water charges for 7/31/96 $1,290.10 b. Commitment of sewer charges for 7/31/96 $2,752.30 c. Commitment of water charges for 2/1/97 - 2/28/97 $5,365.19 d. Commitment of sewer charges for 2/1/97 - 2/28/97 $2,267.05 e. Commitment of water charges for 3/25/97 $572.60 f. Commitment of sewer charges for 3/25/97 $1,099.31 g. Commitment of water charges for 3/1/97 - 3/31/97 $1,835.57 h. Commitment of sewer charges for 3/1/97 - 3/31/97 $3,784.60 I. Commitment of water charges for 4/1/97 - 4/30/97 $1,408.65 j. Commitment of sewer charges for 4/1/97 - 4/30/97 $4,253.30 k. Commitment of water charges for 5/1/97 - 5/31/97 $2,842.51 l. Commitment of sewer charges for 5/1/97 - 5/31/97 $5,905.50 m. Commitment of water charges for 6/1/97 - 6/30/97 $3,575.75 n. Commitment of sewer charges for 6/1/97 - 6/30/97 $7,594.35 o. Commitment of water charges for Town-wide billing 5/23/97 (Cycle 2) $320,393.13 p. Commitment of sewer charges for Town-wide billing 5/23/97 (Cycle 2) $650,716.92 q. Commitment of water charges for Town-wide billing 6/30/97 (Cycle 3) $429,594.17 r. Commitment of sewer charges for Town-wide billing 6/30/97 (Cycle 3) $854,585.95 s. Commitment of water charges for 6/12/97 (Cycle 9) $107,094.82 t. Authorization for Chapter 90 Usage $712,781.00 Selectmen’s Meeting - July 14, 1997 Pledge of License - Vinny Testa’s Mr. Richard Tanz, one of the owners of Vinny Testa’s, came before the Board to ask for approval of a pledge of their liquor licence as collateral of a loan to Metro West Bank. Upon motion duly made and seconded, it was voted to approve the application for a Pledge of License for Vinny Testa’s. School Renovation Project Update Mr. Bruckman said the Permanent Building Committee (PBC) completed all the approvals of the footprints of the elementary schools and they will be voted on Tuesday night. Now the plans for the rest of the sites can proceed. The middle schools will be approved this week and the high school next week. All the renovation cost data and conceptual cost estimates are done and will be delivered to the PBC at their Tuesday night meeting. One big issue is “swing space” and how to renovate schools with kids in them. Portables vs. new school, economics of that. PBC is working with the school and looking at three scenarios. Mr. Bruckman feels the committee is on track for the fall. They want to give the Board the information they want to stay on track. No crisis now, but will soon be a crisis at middle school where enrollment will be way up for the next two years. The Board is looking for a simplified document explaining the whole school renovation project. The PBC is hoping to have a document together by August 15; and by September 15 a more simplified document. Between now and August 15 the Board and the PBC need to agree on the information to be included in the document. Mr. Enrich asked what would the timetable look like if there was a fall Town Meeting or we waiting until spring Town Meeting. Mr. Bruckman will run some different construction scenarios for the next Selectmen’s meeting to see how having a fall or spring town meeting will affect construction schedules. Mr. Bruckman reiterated that they plan to complete the design/development phase (spend the whole $2.8 million) so that the Town will have a total package that has some value. Dr. Geza Sonyi, Precinct 8, read a statement which included the following points: stop the project immediately; the school committee should have foreseen the coming crisis within the last 3 or 4 years; Enrollment Project Report for 1996/1997 to 2001/2002, issued by Lexington Public Schools, shows the percent change in student enrollment is expected to peak in 1998/1999 and then decreases thereafter; using Planning Department data there is a general decrease in town Selectmen’s Meeting - July 14, 1997 population and the population is getting older; it appears the school project violates the core values of affordability and quality education because we are giving young people the message that the Town doesn’t care about citizens with limited means. Mr. Sonyi does not want the Town to rush into this project. He would like to see the Town hire an outside consultant to review all ramifications of project, from reliability of student population forecast to the impact on the elderly, and how other towns handled this problem and to review all possible options. Mr. Pollins and Mr. Trippi spoke in opposition to the school renovation project and the spending of $2.8 million. Mr. Enrich feels the enrollment projections, the needs for a major school project, and the steps in identifying the precise scope of that project have been going on for a number of years. Town Meeting has been very aware of that, anyone closely following the School Committee or Town Meeting would be aware that this has been an issue in everyone’s minds for a number of years. We have had a process in this Town that has been careful, deliberative, that has reviewed things over and over again to try to get the facts as clear and straight as they can possibly be. The decision by Town Meeting to spend the money over this summer and fall to get the details right and to present something clear to the voters has been just the final step of an extended careful constructive process. We owe a debt of gratitude to the School Committee, Building Finance Committee, Permanent Building Committee, Appropriations Committee, and Capital Expenditures Committee, who have all been carefully working on these issues for a number of years, flagging the problems, seeking further information, and seeking financial support for developing further information so that in the fall we will be ready to make intelligent decisions as an entire town. One-day Liquor License - Holiday Inn Express Upon motion duly made and seconded, it was voted to approve and sign a one-day liquor license for the Holiday Inn Express Grand Reopening Party on July 17, 1997. Minutes Upon motion duly made and seconded, it was voted to approve the minutes of June 2, June 16, and June 30, 1997. Executive Session Minutes Upon motion duly made and seconded, it was voted to approve the executive session minutes of June 30, 1997. Selectmen’s Meeting - July 14, 1997 Joint Meeting with Planning Board Mr. White, Selectmen Eddison and Fenn met with Dick Canale and Fernado Quezada regarding the Business Report. Mr. White would like to set up a meeting between the Selectmen and the Planning Board to discuss and plan for the implementation of the report. Mr. Fenn feels the purpose of the meeting should be to explore some of the specifics in the report which refer to zoning by-laws. Mr. McSweeney feels its important to prepare a specific agenda. The meeting will be Wednesday, July 23, 1997 at 7:30 p.m. in the Selectmen’s Meeting Room. Maple Street Bridge Project - Mass Highway Timetable Mr. McSweeney and Representative Kaufman met with Eric Botterman of Mass Highway and received an updated schedule of when the bridge would be reopened. As of June 27 most of the piles were completed; the east side of the bridge would be completed July 15, 1997 and then they will construct the beams, which they hope will be erected on August 20. They plan to complete the bridge and open it for traffic by August 30, 1997. Historical Society Grant The Historical Society called Mr. Fenn regarding a grant available from the Department of Environmental Management. The Historical Society feels Lexington would qualify to construct a plaque or sign on the Green explaining what the Battle Green is all about. This is a $5,000 grant with a $5,000 matching provision which the Historical Society would undertake to find. A municipality has to make the request. The Historical Society asked Mr. Fenn if the Board would be willing to submit this grant; they would prepare the proposal. Application are due by August 15, 1997. Mr. White will call George Comtois, Executive Director of Historical Society, regarding this grant proposal. Inform Mr. Busa and Mrs. Eddison to see if they have any objections to proceeding. Executive Session Upon motion duly made and seconded, it was voted 3-0 by roll call vote: Mr. McSweeney, Mr. Fenn, Mr. Enrich to go into executive session for collective bargaining with no intent to resume open session. Selectmen’s Meeting - July 14, 1997 Upon motion duly made and seconded, it was voted to adjourn at 8:52 p.m. A true record, Attest: Lynne A. Pease Assistant to the Executive Clerk Selectmen’s Meeting Minutes with the Planning Board July 23, 1997 A joint meeting of the Board of Selectmen and the Planning Board was held on Wednesday, July 23, 1997 in the Selectmen’s Meeting Room, Town Office Building at 7:30 p.m. Chairman McSweeney, Mr. Busa, Mr. Fenn, Mrs. Eddison, Mr. Enrich; Mr. White, Town Manager and Ms. Pease, Assistant to the Executive Clerk, were present. Also present were: Fernando Quezada, Business Committee; Robert Bowyer, Planning Director; Tom Mitchell from Bolton, England is here on International Planner’s Exchange; John Hales, Planning Intern who is attending Syracuse University, majoring in Political Science; Joe Marino, Assistant Planner; John Davies, Planning Board; Barbara Lucas, Transportation Coordinator; Eva Heney, Minuteman; Donald Graham, Chairman, Transportation Advisory Committee; Anthony G. Galaitsis, Planning Board; Steve Colman, Planning Board; Fred Merrill, Planning Board; Richard Canale, Planning Board; Laura Newby and Sandra Little, Interns from the Town Manager’s Office. Mr. McSweeney opened the meeting stating it was a good idea for the Planning Board and Board of Selectmen to meet together and hoped it would continue on a regular basis. The purpose of the meeting was to focus attention on servicing the Town’s business citizens. The Planning Board issued a report on commercial development in April of 1997. The Selectmen’s Business Committee Report was officially submitted to Town Meeting this year as well. Mr. Canale stated the Planning Board welcomed the opportunity to meet with the Selectmen and the Business Committee. They want to work together on common goals and identify them and they want to understand where each group is coming from. Mr. White stated the purpose of the agenda was to take two very good reports, inventory the issues, identify the issues where there are commonalities and areas where we need to explore, and gain better understanding of each group’s report. The meeting was to be constructive and informative and in the early stages as information gathering. Mr. Quezada spoke on behalf of the Business Committee. The purpose of the report was to look at everything Lexington has to offer, see how we can package it in a way that makes it more attractive for businesses to come, remain, thrive, prosper, and pay taxes; and to look at the barriers. The Committee addressed the following questions: 1. What qualities make Lexington attractive to business? 2. What additional services can be offered to businesses? 3. What negative perceptions and/or realities exist that make Lexington less attractive to commercial/industrial entities which may be considering Lexington as a location? Selectmen/Planning Meeting - July 23, 1997 4. How can we anticipate and prepare for the changes which will occur as the result of the shift from defense-based activities? 5. How can we attract new and environmentally sound businesses to our community? (sustainability) Are we anti-development or are we for development? Are there some types of development that we are against in Lexington? Do we earmark on a deliberate basis? In addressing these questions the committee split into three subcommittees: New Technology Subcommittee, Retail Subcommittee, and Inventory Subcommittee. The New Technology group looked at things happening state-wide and nation-wide in terms of the technologies that are going to generate huge business and how that would affect employment. The Retail group looked at concerns of retail businesses in Lexington. The Inventory group looked at resources, including land resources. The Business Committee followed a certain procedure. They had their meetings open to all for participation. They had review of published materials and documents as part of the charge; went through interviews to get empirical data; did limited number of surveys to get critical input; received selected group presentations to get feedbacks from groups; and circulation of draft reports. They divided the recommendations into what can be done today and longer-term measures. What came across is that Lexington has lots to offer that it is not actively promoting. The immediate things are: 1. understand and attract industries of the future, 2. increasing Lexington’s promotional exposure,. 3. develop and engage promotional network, 4. enhance Lexington’s web-page, which has already been done, 5. develop and utilize promotional brochures, 6. widely advertise Lexington’s competitive rents (we know we have space that is cheaper than areas around us for the types of industries that we want to recruit), 7. build upon regional benefits, 8. improve general access and image, and 9. promote shuttle bus usage, which is very much in place. Longer term issues, which will take financing, include: 1 one stop shopping, possibly getting Economic Development Officer in place; 2. office park visibility may or may not be interested in locations such as Hartwell Avenue; 3. defense conversion; 4. incubator or software park; Selectmen/Planning Meeting - July 23, 1997 5. general review of zoning regulations affecting commercial areas; 6. parking; and 7. tax incentives. There is more information and data needed before the Business Committee can make any recommendations. They need up-to-date and on-going information. It is clear that there is on- going need for information and further study of some of the issues. In terms of implementation issues, additional research, and other considerations, we want to avoid coming up with recommendations that we would give to the Town Administration. 1. It is very important to tap the multiple groups we have in Town and talk to them about doing a piece of what we are trying to promote. 2. Emphasis should be on positive attitude, which includes communications among interested persons. 3. Aggressive use of state and federal programs; we have to keep an eye out for those opportunities where we can take advantage of these sharing programs. 4. periodic review and updating of recommendations, which is what we are doing tonight. 5. Acknowledge contribution of existing institutions. 6. Need for additional data. 7. Need to understand tax projections. 8. Need information on outside agencies. 9. Study usefulness of fiber optic cabling. 10. Need guidelines for sustainability and desirability (Lexington always says what they don’t want. We need to state what we do want). How can we be helpful in providing measurable guidelines that would give us the growth we are looking for? During the Business Committee meetings, several banks in town came forward to tell about programs put on by state and federal organizations that provide help with financing. The Business Committee and Selectmen know nothing about these programs and we should. Mr. Canale wanted to talk a little about what the Planning Board has been doing over the last year. Spent a series of meetings looking at the commercial districts in Town, prompted by Hanscom issues and 4-town study. Looked at West Lexington (Hartwell, Route 2A) and how that fits into Hanscom. Extensive review of the zoning regulations that affect commercial industry. The Planning Board wants to see commercial properties generate more revenues. They feel very strongly that they don’t want to see any commercial development along Route 2A on the other side of Route 128. They would actively oppose any commercial development along Route 2A on the other side of 128 because of traffic problems and the gateway to the National Park and other reasons. They want to look at how we can enhance revenues from the Hayden Avenue and the Hartwell Avenue districts. Selectmen/Planning Meeting - July 23, 1997 Mr. Bowyer spoke on behalf of the Planning Board. The report on commercial development was submitted to Town Meeting to accomplish the following objectives: 1. to address two rezoning petitions received on Hayden Avenue; 2. to provide a broader context for the Planning Board’s position on commercial development; 3. show results of work on the Land Use Element of the Comprehensive Plan; 4. to show consistency with the Planning Board’s recommendation on land use and development as part of the four town planning study involving other HATS towns; 5. to recognize the Town's need to raise real estate taxes from commercially zoned property; and 6. to present the new Planning Board policy on Transportation Demand Management. The Planning Board’s overriding concern in rezoning is the effects on the quality of residential life. The Planning Board and a majority of the residents see this as primarily a residential town with carefully located commercial development that supports and is consistent with a residential town. The Planning Board sees itself as having the responsibility to weight numerous factors, both positive and negative, in making its recommendations. Among the positive benefits of proposed development is considering potential real estate tax revenue and whether there is a net gain in revenues to the Town compared to the cost of providing services. The report issued in May has a very strong emphasis on transportation. The Planning Board sees an inseparable link/connection between land use development and transportation. For nearly 12 years, the Lexington Zoning By-Laws have had a provision that nearby intersections must be improved to traffic level of service "D" or better or a new development cannot proceed. Section 12, Traffic, of the Zoning By-Law is a far more powerful technique for dealing with traffic and with development generally than the floor area ratio. In an area like Hartwell Avenue, the FAR could be 15.0, not 0.15, and development would still not be permitted because the nearby intersections are at LOS “F”. The major point in this year’s report to Town Meeting was that Section 12 only deals with traffic congestion at nearby intersections during peak travel hours, but that is only part of the problem. It deals with traffic congestion at nearby intersections; it does not address the impacts of spill- over traffic on residential areas and we are reaching the point of development in suburbia, with the creation of jobs and shopping and housing development, that the transportation system simply cannot function if it depends entirely on single occupant automobiles. Other modes (means of travel) such as suburban busses, vans, car pools, walking, bicycling, and commuter rail are all needed. Selectmen/Planning Meeting - July 23, 1997 The Planning Board’s recently adopted Transportation Demand Management Policy requires that an applicant have a Transportation Demand Management Plan (TDM) that will reduce automobile travel in single occupant vehicles (SOVs). That will reduce the amount of automobile travel generally and will be more beneficial throughout the town. Both Section 12 and the Transportation Demand Management Policy have attracted interest from the other three towns participating in the HATS Master Plan study. They appear to be interested in adopting those regulations so that they may be applied to proposed Massport development on Hanscom Field. Since Town Meeting ended, the Planning Department has been developing additional data about the commercial districts. The data is necessary to proceed with the Board’s planning studies. It is also valuable for the Business Committee in more refined economic analysis. It is also helpful for the Transportation Coordinator in carrying out the grant to set up a Transportation Management Association at Hartwell Avenue. One part of the planning studies is a so-called “build out” analysis that looks at the development potential under existing zoning. That involves a lot by lot analysis of Floor Area Ratio. Since FAR is based on the dry land on the lot, we have to have information on wetlands. That means digging out old plans from the Building Department and the Conservation Commission. That is a slow time consuming process. Another part of our work is to develop data on how buildings are subdivided into suites. Where there is more than one company in a building, we need to know the floor area occupied by each company, the type of company and the number of employees. We have been working with the Assessors Department who has a consultant doing a personal property inventory. That study will provide most, but not all, of the information on suites. That should be done by early fall. With the cooperation among the Town’s departments, the Planning Department’s commercial data base will serve several purposes. It will provide information on companies that will help the Transportation Coordinator in organizing the Transportation Management Association. It will provide economic development information. It provides information on development potential that the Assessors need. It will allow the Planning Board to test out development scenarios. We have known intuitively that Hartwell Avenue has considerable economic obsolescence. The data shows that about one third of the floor space, nearly 1.5 million square feet, was built prior to 1970. About two thirds, was built prior to 1980. The area is overdue for capital reinvestment. Mrs. Eddison said there would be a working group (4-6 people) setup after the Planning Board/Selectmen/Business Committee meeting to figure out what the next step should be. It would be helpful to have someone from the Planning Board as part of that group. The Board Selectmen/Planning Meeting - July 23, 1997 agreed that the working group should get started and come back to the Board with recommendations as soon as possible. If there are problems with the Zoning By-Laws, the Board needs to see specific pieces of the by- laws that are irritants and then find ways to improve them. Mrs. Eddison feels it would be a good idea to get together with several of the industrial realtors to ask about zoning issues. They made very clear statements that one of the reasons the building on Hartwell Avenue have not been updated is because potential customers didn’t want to get involved with our zoning regulations. Mr. Busa feels we need to put in place and develop and keep going a welcoming attitude from our can can’t town to the businesses that want to come here. What we do, instead of what we do. We need to have the right atmosphere of inviting businesses in and helping them through the process. How can we make it more inviting? Mr. McSweeney, Mr. White and Mr. Canale will plan to meet to discuss the two lists generated by tonight group and then plan another meeting in the fall with the full group. Mr. Davies suggested we identify the zoning complaints that Mrs. Eddison mentioned by having interviews. Mr. Canale feels we should look at policy statements at the next meeting. What are the ways to get what we want. Mr. White suggests we define the overall goal of the business community. Is it maintaining and looking for opportunities with our existing business investment and remaining competitive? Mr. White, Mr. McSweeney, Mr. Canale, Mr. Bowyer and a couple more representatives should sit down and define the Planning Board goal as it relates to the business districts. See if they are compatible and then work with the lists and come up with an agenda that coincides so we can have some discussions about what we all want. Mr. McSweeney felt this meeting was very worthwhile and looks forward to having another in September. Upon motion duly made and seconded, it was voted to adjourn at 9:40 p.m. A true record; Attest: Lynne A. Pease Assistant to the Executive Clerk Selectmen’s Meeting Minutes Goal Setting - Museum of our National Heritage July 25, 1997 A goal setting meeting of the Board of Selectmen was held on Friday, July 25 in the Farr Conference Room of the Museum of our National Heritage at 10:00 a.m. Chairman McSweeney, Mr. Fenn, Mr. Busa, Mrs. Eddison, Mr. Enrich; Mr. White, Town Manager; Ms. Vine, Assistant Town Manager; and Lynne Pease, Assistant to Executive Clerk were present. The following members from the Senior Management Team attended: Candy McLaughlin, MIS Coordinator; George Woodbury, DPW Director; Nancy Freed, Director of Social Services; Bob Bowyer, Planning Director; John Quinlan, Fire Chief; Carol Mahoney; Library Director; John Ryan, Finance Director; Chris Casey, Police Chief; Steve Frederickson, Director of Inspectional Services; and Eva Heney, Lexington Minuteman. Chairman McSweeney opened the meeting indicating this is the first time in his 12 years on the Board that the Senior Management Team was included at the Goal Setting Meeting. The Board was looking forward to a good exchange of information. The following agenda was discussed: 1. Hanscom Last Year’s Goal. Dan Fenn to update goals for Hanscom to reflect what is currently happening for an upcoming Selectmen’s Meeting. The Board felt it was important to look at the traffic impact of the new office building proposed on Concord and Lincoln land. The feeling of the Board was to keep Hanscom as a small commuter airport. Mr. Enrich thinks it would be best to consult an attorney quickly to get advice early on. 2. Finances Baseline Forecast Process. All felt there was a problem with receiving the School budget too late. Would like the School and Town budgets prepared much earlier and the School should be able to anticipate more of their costs ahead of time. The Board should extend helpful hands to the School Committee in preparing the budget. John Ryan has planned some meetings together with Jeff Young to try and help. Jeff Young has assured John Ryan that the School Committee will listen. The Board encouraged Mr. Ryan to continue discussions on budget issues with Jeff Young. Selectmen’s Goal Setting - July 25, 1997 Trash Fee. The Board would like to see the graphs and the forecast chart from the 1995 report updated to the present. Mr. Woodbury is putting together an analysis and will make a recommendation to the Board in August. Pilot - Enterprise Funding Policies. Mr. White wants to appoint the committee at a Selectmen Meeting soon. The Board should get names to Rick as soon as possible. Stabilization. The consensus of the Board was to continue with the Stabilization Fund. Land Transfer Tax. This item should be put on a long-range list. Board feels they need to discuss where best does it fit. Give Back Policy. Described as an incentive program to save money for the Town. Mr. Woodbury was in favor of this type of program. Mr. Enrich feels it would be in the best interest of the Town. Mr. White feels it should be shared by all in Town (school and municipal) employees. The group talked about departments working together in saving money -- group effort. The money would be used to get items that are not included in budget. The Board does want to pursue this type of program. Felt it should be discussed with the School Committee at their September meeting. 3. Capital Bond $ Costs. Discussion of borrowing money for the school renovation project over the next 5 years. Residents would feel the effects of the project for the next 30 years. We need to increase commercial development to help cut the taxes to residents. Mr. Ryan is concerned how the Permanent Building Committee is going to oversee school and library renovation at same time. Mrs. Eddison was concerned about the changes citizens will have to put up with for several years and thought we should be prepared to help them through it. Mr. Busa wanted to know if anyone had looked at other similar projects and how they went and what the problems were. Mr. White and Mr. Ryan have spoken with representatives from the Andover school system about problems and they have agreed to meet in Lexington to answer any questions. Mr. Woodbury suggested we have a partnership approach that would include weekly meetings with all involved which makes the project run smoother and get completed closer to schedule. Selectmen’s Goal Setting - July 25, 1997 Mr. Fenn suggested looking at the Land Transfer Tax issue to see if it would help defray some of the school renovation costs. Debt Exclusion Report. Mr. White wants to have a discussion at the August 11 Selectmen’s Meeting about the information presented at Goal Setting. Thoughts were as follows: put out proposal on override to Town Meeting Members to see what their thoughts are; be careful how we package the questions; there are credibility issues. The Board needs additional information before making decision. Detail will be provided to Selectmen on capital projects to consider for debt exclusion before the August 11 meeting. For the August 11 Selectmen Meeting, Mr. White asked the Selectmen to convey to him what they want included as Capital Projects. Cash Capital 4. Business Committee Report Identify and Implement Acceptable Recommendations. All felt the 7/23 meeting with the Planning Board went very well. There were many commonalities and it was felt there should be more shared meetings like it held on a regular basis. South Lexington Signalization. Mr. White and Traffic Engineering are to go to the sites mentioned and bring information back for the Board to see. There is concern about the traffic that will start in November from the 191 Spring Street building and the need for the Board to act quickly. It will be brought up at a Selectmen’s Meeting in Fall. The Selectmen need to participate in the process. 5. Communication Policies . Elected Officials BreakfastAll felt it was a good idea and should be done twice a year. It was suggested that November would be a good month with Friday as a possible good day. The local and Washington representatives should not be mixed. The first meeting in November would be for State officials. The Federal officials we need to find out when is a good time for them. Newsletter. Mr. White would like to start a Town newsletter. He would like to start an Editorial Committee which would comprise of 2 Selectmen and 2 staff people. Would like to see the Selectmen’s Goal Setting - July 25, 1997 newsletter out by October. Grace Chapel has committed to getting the first newsletter out and then they would re-evaluate whether or not they could sustain the project. No one opposed to the idea. Need more discussion on what should be included in newsletter. Mrs. Eddison reminded everyone that any document can and should be included on the Web Page for Lexington. 6. Unfinished Reorganization The transportation office has expanded greatly due to Barbara Lucas because of transportation demand, things like depot square, alternative fuel, LEXPRESS, etc. Mr. White is recommending that the Transportation Office be moved to DPW. This would free up an office for another Meeting Room. Item should be decided at the August 11 meeting. 7. Town Celebrations Subcommittee for Year 2000 John Graham, Chairman of the Town Celebrations Committee, has requested the Board to approve establishing a subcommittee to the Town Celebrations Committee for Adhoc 2000. Should also include a person from the Minuteman Park. Upon motion duly made and seconded, it was voted to establish a Subcommittee to the Town Celebrations Committee for Adhoc 2000. Mr. Woodbury asked about replacing the Grant tree that died many years ago for the year 2000. Ms. Mahoney offered the Library for a reception in the Year 2000. 8. Dan Fenn Issues for Fall Meetings a. COA Building b. School Administration Building c. Election Cycle Calendar d. DPW Building e. Fire Headquarters f. Street Lights Upon motion duly made and seconded, it was voted 5-0 by roll call vote: Mr. McSweeney, Mr. Fenn, Mr. Busa, Mrs. Eddison, and Mr. Enrich to go into executive session for discussion of collective bargaining with no intent to resume open session. Selectmen’s Goal Setting - July 25, 1997 Upon motion duly made and seconded, it was voted to adjourn at 2:30 p.m. A true record, Attest: Lynne A. Pease Assistant to Executive Clerk Selectmen Meeting Minutes July 28, 1997 A regular meeting of the Board of Selectmen was held on Monday, July 28, 1997 in the Gymnasium at Estabrook School at 7:30 p.m. Chairman McSweeney, Mr. Fenn, Mr. Busa, Mrs. Eddison, Mr. Enrich; Mr. White, Town Manager; and Ms. Smith, Executive Clerk, were present. Water and Sewer Abatements Upon motion duly made and seconded, it was voted to approve the following water and sewer adjustments: a. Adjustments for water charges for the period ending 1/24/97 $978.33 b. Adjustments for sewer charges for the period ending 1/24/97 $2,500.88 c. Adjustments for water charges for the period 2/1/97 to 2/28/97 $1,230.65 d. Adjustments for sewer charges for the period 2/1/97 to 2/28/97 $3,349.93 e. Adjustments for water charges for the period 3/1/97 to 3/31/97 $90,162.25 f. Adjustments for sewer charges for the period 3/1/97 to 3/31/97 $3,570.69 g. Adjustments for water charges for the period 5/1/97 to 5/31/97 $5,430.03 h. Adjustments for sewer charges for the period 5/1/97 to 5/31/97 $3,538.22 i. Adjustments for water charges for the period ending 6/12/97 $5,359.55 j. Adjustments for sewer charges for the period ending 6/12/97 $11,547.87 Board of Health Appointment Upon motion duly made and seconded, it was voted to approve the Town Manager’s appointment of Elaine Grunberg to the Board of Health. Battle Green Guides Upon motion duly made and seconded, it was voted to issue Battle Green Guide Licenses for the 1997/1998 season to: Kenneth M. Smith, 44 Grant Street; Ben Elgart, 5 Jonas Stone Circle; Steven Davis, 191 East Street; Brian Kelley, 24 Forest Street, Tad Antognini, 76 Lowell Street; and Debbie Bilmers, 66 Lowell Street. Executive Session Minutes Upon motion duly made and seconded, it was voted to approve the executive session minutes of the meeting of July 14, 1997. Selectmen’s Meeting - July 28, 1997 School Renovation Project Update School Committee Chairman Barry Peltz welcomed the Board and others present representing the Appropriation Committee, Capital Expenditures Committee, and Estabrook School neighbors. Mrs. Peltz gave a brief overview of the planning process involved in the school renovation project and explained that the SBAB regulations have changed dramatically since the last school building project was conducted. The School Committee goals were to do a space utilization study on all nine school buildings with objectives to: accommodate enrollment increases both real and projected (enrollment has increased by 1,000 students since October 1990); align space based upon programs; insure parity of education among all schools; extend the functional life of the school buildings and take care of deferred maintenance. The process started in October 1996 at Estabrook. The process has been a parallel one involving HMFH, the School Committee and Permanent Building Committee. The Committee has been working toward a comprehensive but prudent plan. John Moynihan, Facilities Manager for the School Department, conducted a tour of the 58,000 square foot school building which serves 500 students. The building was constructed in 1961 in an open plan to accommodate a team teaching concept. Originally planned to contain 23 classrooms, when built it contained 19. Since then additions, including three 875 sq. ft. portable classrooms have brought the number of classrooms to 24. Mr. Moynihan reviewed the renovation and addition plans for Estabrook School and which work was believed necessary to receive State reimbursement. Superintendent Jeff Young reviewed three current options for the work at Estabrook. The first option at an estimated net cost after State reimbursement of $2.7 million would keep class size constant; provide adequate dedicated space for art and music; create a SPED learning center; replace portable classrooms with permanent construction; create a cafeteria; comply with State reimbursement guidelines and create a computer lab. The second two options reflect a 33% reduction in cost. The first option would create minimal impact on class size; provide for standard space for art and music; would not have a SPED learning center; portable classrooms would remain (at an annual maintenance cost of $8,000); would not provide for a cafeteria. The total estimated cost (not state reimbursable) would be $4.8 million. The second option would have: minimal impact on class size; no window replacement; no univent replacement; no interior painting; and no cafeteria. The total estimated net cost is $4.4 million (not State reimbursable unless School Committee changes its policy for an art and music room). Board members asked for a breakdown of project costs on an item by item basis and it is hoped that Mr. Moynihan will have a complete breakdown of costs for the Selectmen’s meeting on August 11. Selectmen’s Meeting - July 28, 1997 Mr. McSweeney explained that the Board will also be looking at estimated costs to renovate Town buildings at the meeting on August 11 and invited those present to attend that very important meeting. Hanscom Update Mr. Fenn reminded Board members of a meeting on August 7 to be held at the Lincoln Town Hall where the Assistant Secretary for MEPA will be present to talk about the MEPA Certificate. Mr. Fenn asked the Board to approve a request for $225 as Lexington’s cost to have Dames & Moore attend the August 7 meeting. Upon motion duly made and seconded, it was voted to authorize the expenditure of $225 to Dames & Moore. Upon motion duly made and seconded, it was voted to adjourn at 9:45 p.m. A true record, Attest: Phyllis A. Smith Executive Clerk