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HomeMy WebLinkAbout1997-11-BOS-min Selectmen's Meeting Minutes November 3, 1997 A regular meeting of the Board of Selectmen was held on Monday, November 3, 1997 in the Selectmen's Meeting Room, Town Office Building at 7 30 p m. Chairman McSweeney, Mr Fenn, Mr Busa, Mrs Eddison, Mr Enrich, Mr White, Town Manager; Mr Cohen, Town Counsel, and Ms Smith, Executive Clerk, were present Consent Agenda Upon motion duly made and seconded, it was voted to approve the following commitments Commitment of water charges 9/1/97 — 9/30/97 $22,831 52 Commitment of sewer charges 9/1/97 — 9/30/97 $38,457 45 Commitment of water charges 10/1/97 (cycle 9) $100,440 66 Special Override Election Mr McSweeney asked the Board members for their comments on the wording of the question to be placed on the Warrant for the override election. There was discussion about the stealth debt and it was decided not to include it on the Warrant for the December 8 Special Town Meeting. Upon motion duly made and seconded, it was voted to call a Special Town Meeting for Monday, December 8, 1997 Warrant for Special Town Meeting Upon motion duly made and seconded, it was voted to sign the Warrant for the December 8, 1997 Special Town Meeting. Recreation Committee Reappointment Upon motion duly made and seconded, it was voted to approve the Town Manager's reappointment of Don Chisholm to the Recreation Committee Hanscom Mr Fenn asked his colleagues to give him any suggestions concerning the Peter Blute letter regarding aviation activities at Hanscom and he will report them to the Ad-Hoc Committee meeting on the 13th Mr Fenn indicated that before he signs off on anything he will bring it back before the Board for its approval Mr Fenn feels that the commitments made by Mr Blute are a real step forward. Selectmen's Meeting—November 3, 1997 Mrs Eddison suggested a meeting of the four Boards of Selectmen and Mr Fenn indicated he would bring the suggestion to the HATS Chair Upon motion duly made and seconded, it was voted to adjourn at 8 07 p m. A true record, Attest Phyllis A. Smith Executive Clerk Selectmen's Meeting November 10, 1997 A regular meeting of the Board of Selectmen was held on Monday, November 10, 1997 in the Selectmen's Meeting Room, Town Office Building at 7 30 p m. Chairman McSweeney, Mr Fenn, Mr Busa, Mrs Eddison, Mr Enrich, Mr White, Town Manager; Mr Cohen, Town Counsel, and Ms Smith, Executive Clerk were present Working Meeting—Board of Selectmen/School Committee/Finance Committees/Permanent Building Committee and TM MA Executive Committee Mr McSweeney announced that there is a scheduled working meeting among the Board of Selectmen, School Committee, Finance Committees, Permanent Building Committee and TMMA Executive Committee to be held on Tuesday, November 18, 1997 at the Harrington Elementary School. Consent Agenda Winnie Huff, a parent of Bowman school children spoke of her concern about the condition of school playgrounds throughout the Town and also expressed concern about liability issues The school playgrounds have been deteriorating since the responsibility for capital improvements and maintenance of the playgrounds changed from the Town Departments to parent organizations She presented a playground policy petition of 100 elementary school parents requesting that the Town resume responsibility for. 1 Determining the equipment needs of the public school playgrounds, 2 Raising all funds deemed necessary to provide such equipment, 3 Planning, siting and installing such equipment, and 4 Funding all costs of maintenance of our public school playgrounds Mr McSweeney and other board members expressed concern and the Chairman indicated he would meet with various groups in Town and would get back to Ms Huff. FY99 Street Acceptance Mr James Wilcox of the Engineering Department reported that the Planning Board has recommended the acceptance of five subdivision streets and LexHAB has requested that the Town accept an extension of Sedge Road to provide legal frontage to a parcel of land to be transferred from the School Department Selectmen's Meeting—November 10, 1997 Upon motion duly made and seconded, it was voted to sign a "Notice of Intention to Lay Out" and a"Constable's Directive" for each of the following streets Butterfield Road from Maple Street westerly to the 190 town layout of Butterfield Road Currier Court from Webb Street to its terminus Granger Pond Way from Lowell Street to its terminus John Hosmer Lane from Butterfield Road to its terminus Schoolhouse Lane from Concord Avenue to its terminus Sedge Road from the end of the 1961 Town lay out of Sedge Road 150 feet westerly Street Light Turn-On Plan Mr White and Public Works Director George Woodbury reported on the plan to restore 583 streetlights in Town. DPW continues to review individual requests and expects to be restoring 20 to 30 additional lights bringing the total to over 600 If an additional $16,340 is approved in the FY99 lighting budget, DPW will be able to restore an additional 100 street lights Of the remaining 600 lights that have been turned off, a little over 300 are in neighborhoods and the remainder are on main arteries Board members thanked the Public Works and Jake Muller of the Engineering Department for their hard work in getting the street lights restored. Water/Sewer Rates Water and Sewer Superintendent Bill Hadley reviewed his recommendation for the Fiscal Year 1998 water/sewer rates and explained that he is looking for input from the Board on his recommendations in preparation for a rate setting hearing at the Board meeting on November 24 All estimates are based on two years' consumption figures (1995 which was hot and dry and 1996 which was a wet and cool year) Board members thanked Mr Hadley for his comprehensive review of the proposed FY98 water/sewer rates Class III License for the Sale of Used Cars Motion to approve the application and issue a Class III license to Stewart Prince Amas to buy and sell used cars at auction, provided that no cars be stored at his residence at 230 Lincoln Street. Selectmen's Meeting—November 10, 1997 Appointments Upon motion duly made and seconded, it was voted to make the following appointments Human Services Committee Linda Gearhart Pucci for a three-year term to expire September 30, 2000 Gregory Kotomas-Payne, MD for a three-year term to expire September 30, 2000 Town Report Committee Audrea Simpson for a one year term to expire September 30, 1998 Police Manual Policy Committee Selectman Peter Enrich offered to serve as the Selectman Liaison to the Police Manual Policy Committee Lexington Golf Club All Alcoholic Beverage License— Change in Manager Upon motion duly made and seconded, with Mr Busa abstaining, it was voted to approve a change in manager for the Lexington Golf Club and issue a new license designating John C Dwyer as the Manager Sale of Water Bond to the MWRA Upon motion duly made and seconded, it was voted that the sale of the $410,680 water bond of the Town dated November 13, 1997, to Massachusetts Water Resources Authority is hereby confirmed. The bond shall be payable without interest on November 15 of the years and in the principal amounts as follows 1998 - $82,136, 1999 - $82,136, 2000 - $82,136, 2001 - $82,136 and 2002 - $82,136 Rezoning Article— 55 Hayden Avenue All Board members indicated agreement to support Spaulding & Slye's proposal for the rezoning of 55 Hayden Avenue from CRO, Regional Office to CD, Planned Commercial District at the Special Town Meeting on November 19 Hanscom Mr Fenn reported that Massport has not yet asked for RFPs for bids by developers He asked Julian Bussgang to present his thoughts on the process Mr Bussgang described a three step process as outlined in a November 3 letter from Richard Walsh of Massport which would Selectmen's Meeting—November 10, 1997 1 issue the RFPs for bids by developers 2 evaluate responses to the RFP (and presumably select likely developers) together with HATS and 2 other individuals 3 submit the Massport Master Plan required under Ch.11 of 1997, Section 33 for comments by the towns Mr Bussgang proposed the following sequence • submit the Master Plan required under Ch.11 of 1997, Sectin 33, and discuss and adjust the plans to meet town requirements • issue the RFPs for bids by developers according to an agreed on plan • evaluate responses and select developers together with HATS and 2 other individuals Planning Board Chairman Dick Canale indicated that the Planning Board has the same concerns There was much discussion among the Board Members and it was suggested that Mr Fenn bring Mr Bussgang's letter to HATS and talk the matter over with Julian before the meeting on the 20th Route 2A Mrs Eddison expressed concern that the project has not yet started. It has been almost two years since a consent agreement was reached among all parties involved. She has talked to Rachel Freed at MEPA who indicated that the hangup on the project is the concern of Lorel Imaging about any blasting taking place Mr McSweeney indicated that he and the Town Manager had some of the same concerns and have sat down with Dick Cook who is currently working with all of the abutters Caleb Warner offered to talk with Lorel Imaging and the Board expressed their approval. Upon motion duly made and seconded, it was voted to adjourn at 9 17 p m. A true record, Attest Phyllis A. Smith Executive Clerk Selectmen's Meeting Minutes November 24, 1997 A regular meeting of the Board of Selectmen was held on Monday, November 24, 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 Cohen, Town Counsel, Mr White, Town Manager and Ms Pease, Assistant to the Executive Clerk, were present Selectmen Meeting Schedule Upon motion duly made and seconded, it was voted to post the following meetings December 8 —Budgets only, January 5, 12, 26, February 2, 9, 23 and March 2 Set Date for Close of Warrant for Annual Town Meeting Upon motion duly made and seconded, it was voted to close the Warrant for the 1998 Annual Town Meeting on December 29, 1997 at 4 30 p m. Vote to Call Election Day and Date for First Town Meeting Session Upon motion duly made and seconded, it was voted to call the Town Election for Monday, March 2, 1998 and to set the date for the first deliberative session of the annual Town Meeting for Monday, March 23, 1998 Representation at Cable Television Division Rate Hearing— Tuesday, December 2, 1997 Upon motion duly made and seconded, it was voted to sign the authorization form to have Julian Bussgang and David Kanter represent the Issuing Authority at the Cable Television Division Rate Hearing on December 2, 1997 Buy-Recycling Policy Upon motion duly made and seconded, it was voted to sign a Recycling and Waste Prevention Policy Resolution. Proclamation - Finland Independence Upon motion duly made and seconded, it was voted to sign a proclamation proclaiming December 6, 1997 Finland Day Selectmen's Meeting—November 24, 1997 "Gang of Eight" Meetings Chairman McSweeney mentioned they started this year's budget process by having a meeting at the Harrington School with members of the Board of Selectmen, School Committee, Appropriations Committee, Capital Expenditure Committee, and TMMA. It was a very good meeting. After other business, we will have the beginning of the Town's budget process that will go before the board for the next three meetings The meetings will be held on a regular basis throughout the budget process Last Thursday was the first meeting. The plan is to meet every other Thursday morning at 7 30 a.m. It is the Chairman's hope that this process will be very useful where the Chairmen of the various committees sit down and work out some of the issues and concerns Mr McSweeney and Mr Enrich will be at the meetings representing the Board. It is the Chairman's hope to have a schedule of when the group will meet and he will attempt to keep everyone informed of issues that come up All Board members now have copies of the proposed scheduled meetings and should get any concerns they have to Mr Enrich or Mr McSweeney Mr White stated this is not a formal committee It is not a group that makes decisions, develops data, analyzes data, or takes votes Its purpose is to coordinate schedules and public process so that the major boards who are invested in decision making all have an opportunity to construct that process and participate in it in a fair and equitable way That is the purpose of this steering group If they had a charge this is what it would be Mr Fenn feels it would be helpful to combine the School and Town Budget Action Calendar Mr White stated that he had a meeting with Mr Young regarding potential options and he plans to have a series of recommendations for both boards Transfer of Liquor License—Lexington Liquor Mart Mr Busa excused himself from this hearing and left the room. Mr McSweeney opened the hearing. Mr Philip Sullivan from Andover spoke on behalf of Richard C Woodward's, Inc that is the proposed purchaser for the Lexington Liquor Mart One of the conditions of the purchase and sale agreement is that the liquor license be successfully transferred to Richard C Woodward's, Inc from the present owner Richard C Woodward's, Inc is owned 100% by Stuart and Michael Woodward, both residents of Lexington. Stuart Woodward would be the manager of the Lexington Liquor Mart. They are both co-owners of an existing liquor store (Woodward's in Burlington) The hours will remain the same as will the name Upon motion duly made and seconded, it was voted 4-0 to approve the transfer of the All Alcoholic Beverage Package Store License for Lexington Liquor Mart, 58 Bedford Street to Richard C Woodward's Inc Selectmen's Meeting—November 24, 1997 All Alcoholic Beverage License Renewals for Calendar 1998 Upon motion duly made and seconded, it was voted to approve the applications and issue all alcoholic beverage license renewals as follows Restaurants Athenian Restaurant Bel Canto Restaurant Bertucci's Restaurant Dabin Restaurant The Hartwell House Lemon Grass Restaurant Peking Gardens Vinny Testa's Restaurant Yangtze River Restaurant Package Stores Bermans Market, Inc Busa Brothers Liquors, Inc Lexington Liquor Mart, Inc Vinebrook Bottle Shop Clubs Lexington Golf Club Lexington Knights of Columbus Lexington Lodge of Elks Lexington Veterans of Foreign Wars Innholder Sheraton Tara Lexington Inn Mr Busa returned to the meeting. FY98 Water/Sewer Rates Hearing Mr McSweeney opened a hearing for the purpose of setting water and sewer rates for Fiscal Year 1998 Selectmen's Meeting—November 24, 1997 Mr Bill Hadley explained the two scenarios he was asked to bring before the Board and requested the Board pick one of the two The citizens will see it in their summer (1997) bill which will go out in two to three weeks Mr McSweeney declared the hearing closed. Upon motion duly made and seconded, it was voted to approve the following water and sewer rates for Fiscal Year 1998 HCF Water Sewer Total 1-10 $1 25 $1 95 $3 20 11-20 $1 85 $4 15 $6 00 21-40 $2 10 $4 40 $6 50 41-80 $2 10 $5 90 $8 00 81-120 $3 50 $8 45 $11 95 121 & up $3 60 $8 45 $12 05 Water Present Proposed Water Increase Hanscom Air Base $2 25 $2 35 4% Veterans Hospital $2 65 $2 80 6% LexHAB - Sedge Road Affordable Housing Project Mr Derby and Mr Eagle came before the Board to discuss a proposed house to be built on Sedge Road. Mr Derby laid out to the Board the process he has gone through so far The Engineering Department laid out a legal size lot, which is 30,000-sq ft with about 200 feet of frontage Mr Derby walked the site with members of the Conservation Commission and they had no problems They requested LexHAB add a path on the side away from Hathaway so that the public could access the conservation land, the Conservation Commission's goal is to have all active conservation land accessible to anyone In September Mr Derby met with the School Committee for their concerns and to check to see if the plan interferes with any of the construction planned. The School Committee's only concern was if they widen the road about 10 feet They had no problem with LexHAB using the proposed site, they endorsed the plan. Selectmen's Meeting—November 24, 1997 In October Mr Derby met with the abutters and TMMA members The neighbors had some suggestions high water table, house should be as high as possible and they know where the clogged storm drain is in culvert and will show where it is, they also suggested moving the house a little north on the lot to better the sun exposure LexHAB then met and voted to recommend to the Board of Selectmen that LexHAB be authorized to proceed to get all the necessary permits, votes, to put a single family house as part of our scattered site housing plan for LexHAB If the Board approves this process, LexHAB would go to the next Town Meeting to get permission to transfer the Sedge Road lot from School Committee control to Selectmen control for the purpose of construction of a home They would also request that the frontage of Sedge Road lot be accepted as part of the street acceptance so that the lot would have legal frontage If LexHAB went forward it would most likely be another Minuteman/Rotary LexHAB house Update of Spencer Road the state has approved the local initiative comprehensive permit and LexHAB is scheduled on the Board of Appeals agenda for their December 11 meeting to ask approval. Construction would begin the spring of 1998 Because it is a large home, LexHAB would have professionals do the site work, framing, and close it in for the start of School in the fall of 1998 The Sedge Road home would probably not be started until the summer/fall of 1999 because of the Spencer Road home LexHAB does not have a definitive plan because they didn't want to spend the time and money until they knew conceptually whether the Board wanted LexHAB to go forward with the Sedge Road site They will have something more definitive for Town Meeting. The typical square footage of a LexHAB house is 1,500 sq ft Mr McSweeney would like Mr Derby to return to the Selectmen after Town Meeting with a definite plan for the house so the Board can give their formal approval. Upon motion duly made and seconded, it was voted to approve LexHAB's going forward with the process outlined to the Board tonight through to Town Meeting and then meet with the Selectmen for final approval. Budget Presentations Dawn McKenna is concerned about the bi-monthly "gang of eight" meetings and is wondering if the Selectmen have any intention of opening those meetings to the public She sees a lot of policies coming out of those sessions, whether or not they are formally voted on they are pretty well set in stone by the time the meeting is over She feels those meetings should be publicly held. Selectmen's Meeting—November 24, 1997 Mr McSweeney said the intention of the "gang of eight" meetings are as a working meeting where discussions are held and the group talks amongst one another There are no votes taken at this meeting and we have felt it is appropriate and don't want them to get any larger Ms McKenna stated she will file a formal request that the policy be reviewed because she feels it is a violation of the open meeting law and the public should be able to sit in on the meetings She hopes the Board will reconsider so she won't have to make a formal request that the meetings be reviewed. Social Services Nancy Freed presented the preliminary budget request for Fiscal Year 1999 of$482,547 Mr Enrich would like some statistical information on utilization levels and what changes are occurring in the demand for the services Ms Freed will supply that information. The Department of Revenue (DOR) changed the rules on whether or not we could treat the Tax Work-Off Program as an expense item. The DOR has determined that is a payroll item, so the funds that existed under expenses have to be transferred to personal services Mr Enrich wondered if the people who are participating in the Tax Work-Off Program would now owe income tax on those benefits The current cutoff for eligibility in the Tax Work-Off Program is $18,000 for a single family and $24,000 for a family Mr Fenn would like a report on the Wayside Youth and Family Support Network. what it is now, how it has changed, and why it has changed. Ms Freed will put a report together Short-Term Issue Meals on Wheels It is a long-term nutrition program that provides meals to homebound seniors and other Lexington residents who are not able to prepare meals or shop for food. In Fiscal 1997 three Council on Aging nutrition positions were combined to make one 30-hour town employee who is responsible for the Meals on Wheels program and the congregate meals program (luncheon program) A grant from Minuteman Home Care (elder care agency) pays for 42%, the remaining 58% is funded by fees collected from clients No town monies presently fund the Program Coordinators salary However, it will be an issue in the future maintaining the 58% because the client population has somewhat decreased for many reasons and there is an increase in expenses (price of meals, paper goods, coordinators salary) Over the long-term almost 60% of the meals-on-wheels expenses will be born by seniors (who are least likely to afford any increase in prices) COA is now conducting a campaign of additional outreach and offering a variety of meal combinations and they have increased the price of the meal to clients and are also engaged in assertive billing. In the future they will not be able to rely on the Meals on Wheels clients to support the program. Selectmen's Meeting—November 24, 1997 They currently have 26 to 30 clients a day and need 31 or 32 to break even. The cost of a hot lunch and cold dinner is $6 00 There is also competition from other vendors for the same amount COA is looking at the quality of the product and if it could be improved. If the program was cut, comparable services are available, but they don't get the regular social daily contact with a specific volunteer who checks on them, monitors them, and talks to them. Long-term Issue Senior Center Facility The COA has between 200 and 300 clients daily for all activities They are bursting at the seams and have to turn down some programs to fit everything in, including the adult education program. What is needed is an intergenerational facility that would combine services to Recreation Department and through the Senior Center for both youth and family and senior, or a new Senior Center Ms Freed will put together information on what kinds of facilities are around us and what the trends are Police Chief Chris Casey presented the Police Department preliminary budget request for Fiscal Year 1999 of$884,619 There was much discussion about the Automatic External Defibrillators (AED) The Police want to purchase 4 of them and place one in each sector Then there is training that is needed. Also there is annual training thereafter The cost is $40,000 for the training and $14,000 for the equipment The Selectmen requested total sheets that show the differences between Fiscal 1998 and Fiscal 1999 budgets Long and Short-term Issues Bringing the "team" concept to departments Need funding to support training. Need to maintain investment in human infrastructure (employees) Need to maintain salary and compensation so that we are competitive and able to attract talented and creative applicants Equipment replacement and investment in technology Severe revenue restrictions limit appropriations to maintaining the essentials Inspectional Services Mr Frederickson presented the Inspectional Services Department preliminary budget request for Fiscal Year 1999 at $325,859 Recreation Ms Simmons presented the Recreation Department preliminary budget request for Fiscal Year 1999 Selectmen's Meeting—November 24, 1997 Short-term issue As the library prepares to move into Cary Hall, Recreation will be displaced and will have to find a new location to run programs that are currently held in Cary Hall. The School Capital Improvement Plan includes prime program sites used by Recreation. Once construction begins Recreation will again loose program space Recreation generates revenue from user fees, which covers the administrative cost to manage and run the town's recreation programs If programs are not able to run due to a lack of space we will not be able to meet the needs for leisure and recreation in Lexington and will not be able to generate enough revenue to cover the administrative cost Recreation has begun to develop a strategic plan dealing with this issue and will need support of Selectmen and School to insure they have sufficient space to run programs One step that has been taken is contacting some of the local churches St Brigid has opened its doors for two preschool programs in the morning. Cary Hall services approximately 200 each season with over 13 programs, which does not include school vacation programs Long-term Issue On March 13, 1997 Ms Simmons came before the board to request a recreation enterprise fund policy change to stabilize and contain erosion of this financial entity That policy change was a positive step in making the Recreation Enterprise Fund solvent The policy adopted in March continues to provide a means for maintaining a breakeven financial position in protecting the assets of the Town, but the Enterprise Fund is not completely secure It will take many years to build an adequate Reserve Fund. Once the Reserve Fund is built a plan will need to be developed to prevent erosion in the future HATS Mr Fenn reported on a variety of HATS matters He said that the RFP has not yet been issued, there are some internal conflicts at Massport which have to be resolved. Secondly, there will likely be a follow-on to the Daylor Report overseen by the four Planning Boards looking toward more cooperation among the four towns, even possibly to the point of legal agreements This development is worthy of a most careful scrutiny by the Board. Third, the Aviation Agreement is moving ahead slowly HATS feels that a Shhair-suggested Memorandum of Agreement requires a legal review and they are seeking a maximum contribution from each town and the Park of$1,500 to get Cutler and Stanfield to conduct that review Mr Fenn moved that the Board of Selectmen appropriate up to $1,500 for that purpose Upon motion duly made and seconded, it was voted to commit up to $1,500 for Cutler and Stanfield to conduct a review of the Aviation Agreement In this connection, Mr Fenn said he would review the history of HATS-related appropriations and report back to the Board. Selectmen's Meeting—November 24, 1997 Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call vote Mr McSweeney, Mr Busa, Mr Fenn, Mrs Eddison, and Mr Enrich to go into executive session for discussion of collective bargaining and litigation with no intent to resume open session. Upon motion duly made and seconded, it was voted to adjourn at 10 55 p m. A true record, Attest Lynne A. Pease Assistant to the Executive Clerk