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HomeMy WebLinkAbout1994-01-BOS-min 3,,r( so - I k SELECTMEN'S MEETING January 3 , 1994 A regular meeting of the Board of Selectmen was held on Monday, January 3 , 1994, in the Selectmen' s Meeting Room, Town Office Building, at 7 : 30 p.m. Chairman Dailey, Mr. McSweeney, Mr. Busa, Mr. Fenn, Mrs . Eddison; Mr. Cohen, Town Counsel ; Mr White, Town Manager; Mrs. Novak, Assistant Town Manager; and Mrs. Peters , Executive Clerk, were present. HARRINGTON ROAD TRAFFIC MODIFICATION Mr. Dailey invited Traffic Safety Advisory Committee Chairman Peter Chalpin to explain the need for a modification of the Option 2 Traffic configuration, previously approved by the Board to go into effect January 1 , 1994 , once the barricade at the intersection of Bedford Street and Harrington Road is removed. Mr. Chalpin reported that because of access problems to the Fortmann property at 5 Harrington Road, it was recommended that the one-way portion of Harrington Road be reduced from 400 ' to 300 ' to allow reasonable access to the Fortmann property. Upon motion duly made and seconded, it was voted to add to Article VII , SECTION 1 , SCHEDULE #5 that Harrington Road will be one-way from Bedford Street , 300 feet westerly. It was noted that ` - this modification will be in effect until the end of March 1994 . 1994 ANNUAL TOWN MEETING -- SET DATE FOR FIRST BUSINESS SESSION Upon motion duly made and seconded, it was voted to set the date of the first business session of the 1994 Annual Town Meeting for March 21 , 1994 . STATE DESIGN OF 3 BRIDGES OVER THE EDDISON BIKEWAY Mr. Dailey called upon Minuteman Bikeway Committee Selectman Liaison Elizabeth Eddison to report on the status of the State design of the proposed replacement of three bridges over the Bikeway. Mrs. Eddison reported that the Bikeway and the Design Advisory Committees have both written very strong letters to the Mass . Highway Department , as have other groups protesting the bridge design. The Board discussed a letter from Mark Primack, Deputy Secre- tary of the Mass . Executive Office of Transportation and Construc- tion, dated December 24 , 1993 , in which Mr. Primack said that Chief Engineer Dindio will review the original culvert design with the goal of modifying the design to make the bridges more compatible with the bikeway. He also told Mrs. Eddison that culvert construc- tion has been withdrawn from the immediate construction calendar and that they hope to have a new design in the spring. ( ' The Board asked, and Mrs Eddison agreed, to prepare a letter proposing that the Board of Selectmen in Lexington and Arlington each designate a representative to work with MassHighway engineers as the original culvert design is reviewed. oK Minutes for the Meeting of January 3 , 1994 2 MINUTES Upon motion duly made and seconded, it was voted to approve the minutes for the Meeting of Dec . 6 , 1993 . EXECUTIVE SESSION MINUTES Upon motion duly made and seconded, it was voted to approve the minutes for the executive session held on December 20 , 1993 . CONSENT AGENDA COMMITMENTS Upon motion duly made and seconded, it was voted to approve commitment of the following charges . Commitment of Water Charges - Dec . 1993 $3 , 784 . 34 ( final bills ) Commitment of Sewer Charges - Dec . 1993 $7 , 423 . 76 ( final bills ) ABATEMENTS Upon motion duly made and seconded, it was voted to approve abatement of the following charges. Abatements : Water, Sewer & Demand - Total $122 . 98 December 23 , 1993 RESERVE FUND TRANSFER UPDATE Mr. White reported that the Fire and Police Medical Budget is overdrawn. A retired firefighter heart attack and two active fire- fighter arthroscopic surgeries will require a substantial Reserve Fund transfer. Be added that this budget totals $35 ,430 ; that the account is already $24 , 000 overdrawn and that it can be expected there will be at least $10 , 000 more in claims if there are no more catastrophic events. MOODY REPORT Mr. White presented a copy of Moody' s Final Report on Lexing- ton' s Rating , which said nice things about the Town of Lexington. for the Board' s information. CHAPTER 90 RESURFACING The Board reviewed a memorandum from Town Engineer Francis Fields , dated 12/20/93 , stating that two copies each of the Chapter 90 Reimbursement Forms for Contract 93-1 , Street Resurfacing are ready for the Board' s approval and endorsement . Upon motion duly made and seconded it was voted to approve and to endorse the Chapter 90 Reimbursement Forms for Contract 93-1 , Street Resurfacing , for the following streets completed under this Chapter 90 project : Ballard Terrace , Barrymeade Drive, Bertwell Road, Constitution Road, Harding Road, Hawthorne Road, Longfellow Road, North Emerson Road, Patterson Road, Smith Avenue, Wildwood Road and Burlington Street Sidewalk. 3 Minutes for the Meeting of January 3 , 1994 3 TOWN MANAGER' S FY95 BUDGET OVERVIEW Mr. White reported that the budget good news is that most if not all Town programs are funded with the money that has been allocated to the Town side of the budget . The bad news is that the school department budget has come in, even counting the $700 , 000 that was allocated for school programs, $2 . 1 mill ion short of the increase request. He noted that even if all the new tax levy resources had been allocated to the schools , there would still have been a considerable deficit . Mr. White presented his Proposed Budget for FY95 . He reported that the budget includes total expenditures of $71 , 779 , 010 which are balanced by non-tax levy revenues totalling $21 , 702 , 127 and an estimated tax levy of $50 , 076 , 883 ; that the average residential home owner of a home in Lexington valued at $292 , 000 will pay 5 . 2% in higher taxes. Mr . White reported that total Water/Sewer revenue to be raised in FY95 is lower than anticipated; enterprise spending is increased slightly to account for health insurance and inflationary increas- es ; and that State Aid will increase modestly as a result of the Education Reform Act. Mr. White discussed adjustments to the Budget Format , noting that revenue sources have been divided into three categories: Tax Levy Resources, which are revenues generated from the Real Estate }1} Tax and all revenue categorized as state aid, local receipts and available funds, with the exception of Parking Meter and Cemetery Funds; Enterprise Funds , which are fees charged for some services provided by Water, Sewer and the Recreation Department; and Direct- ed Funding , which includes Cemetery and Parking Meter Funds , and are directed for appropriation by vote at Town Meeting . Mr . White added that in response to requests made last year from many Town Meeting members and the Appropriation Committee , the cost of providing health and life insurance benefits are allocated to the budgets and programs where the costs of health and life insurance are incurred. He also said that the budget was consis- tent to the major goals articulated by the Board this year. Mr. White noted that the following budget assumptions were made: 1 . $270 , 000 in new construction revenue ; 2 . 2 1/2% real estate tax revenue increase of $1 , 177 , 386 ; 3 . $101 , 071 or 2 . 1% increase in State Aid; 4 . 100% funding of Water and Sewer appropriations including a $500 , 000 in-lieu of tax payment to the general munici- pal budget through user fees. 5 . 100% funding of all direct and some indirect Recreation appropriations through user fees ; 6 . A $79 , 764 or 1 . 6% reduction in local receipts ; 7 . No appropriation of Free Cash to supplement FY95 appro- ! priations. 8 . A 49% or $356 , 088 reduction �.n. Available Funds ; and 9 . $1 , 074 , 316 in new tax levy related revenue: $400 , 000 distributed to Town programs, and $674 , 316 to Schools . Minutes for the Meeting of January 3 , 1994 4 { Mr. White said that the school budget is proposed to increase by 2 . 1% or $674 , 613 , which is woefully short of the $2 . 8 million increase requested in the School Budget . To bring the budget into balance , Mr. White discussed a few of the more substantial alternative budget reductions, including no cost of living increase for Town Employees, saving $250 . 000, while Committee has contractual the School agreements that require a 3 . 1% pay increase be paid to all teachers , and have allocated a similar amount of funds for cost of living adjustment for all other school employee groups. He noted that this was unfair, and that if all the employees in town were not to receive a cost of living pay adjustment , more than $1 . 2 million would be available to fund school and town programs. Mr. White said that he and Comptroller John Ryan are exploring new ways to get more investment income from the Town' s investments ; motor vehicle excise taxes have remained steady; revenue from hotel/motel taxes have gone down, which is not unexpected, given the economy. He also reported that available funds revenue have decreased by $256, 000 mostly due to the free cash issue . Also discussed were savings resulting from a good bid on all the Town' s property and liability insurance which will save $100 , 000 ; and p y another savi Minutes for the Meeting of January 3 , 1994 5 ) Library will live with this reduction in the book budget, since there is really little else to cut . Mr. Hilton explained where funding for the library comes from, and noted that 84% of the funding comes from the Town, investments bring in 4% of the revenue, fees bring in 8%; and federal and state grants bring in another 4%. He also described the four components of the budget : General Services, Adult Library, Children' s Library and Branch Library, and noted that many of the Library' s personnel which account for 68% of the budget are part-time employees who circulate among these Departments . Mr. Dailey expressed the Board' s appreciation for Mr. Hil- ton' s presentation and for his answers to their questions on the effect of inflation, contractual obligations for custodians , whether other communities are beginning to charge for fees for services , and the consideration of different hours of operation. Mr. Dailey noted that the Friends of the Library contributions are now up to around $16 , 000 this year. FINANCE Comptroller John Ryan presented the Finance Division Budget for FY95 . He reported that there has been a net reduction in the past six years of three full time positions in the Comptroller' s Office , and said the Comptroller' s Office is now handling all of the School Department accounts payable system, and bills payable I ' system, which eliminates duplication of accounting activity by the ( schools and the Town. Mr. Ryan also reported that payroll processing , previously the responsibility of the Revenue Office until FY94 , has been trans- ferred to the Comptroller' s , Office ; that the position of Benefits Coordinator was created to oversee the Town' s employee benefits packages , and that the Town' s cafeteria-style flexible spending accounts , formerly administered by an outside contractor will now be administered in-house at substantial savings to employees . Mr. Ryan discussed the activities of the Assessor, also under the jurisdiction of the Comptroller' s Office, and noted that in FY94 the Assessor' s Office there were numerous technological advancements , including new computer capabilities that allow staff to display property photographs and sketches on computers. Mr. Ryan also reported on the Data Processing portion of his department , noting that this program supports the maintenance of hardware and software for the Town' s VAX mini-computer system, and personal computers . For the benefit of the three new selectmen, Mr. Ryan described the make-up and duties of the three member Retirement Board that monitors the investment of Town and employee retirement funds ; how it is funded and the implementation of the policies and procedures in accordance with pertinent laws . He also reported that the total return on the pension fund for FY92 was 8 . 4%, and that Lexington' s rate of return was 34th of 107 retirement systems, and that the retirement system will be fully funded in 2028 , adding that in k 1 addition to wages the Town pays 75% of the health insurance premi- um, which continues into retirement . 0 Minutes for the Meeting of January 3 , 1994 6 Mr. Ryan also discussed Debt Service , including a major school renovation project , and subsequent school articles approved by Town Meeting; the Pine Meadow purchase; acquisition of the West and Choesa Farms ; the North Lexington Pump Station and other water and Sewer Projects authorized by Town Meeting, some of which have been refunded and refinanced at considerable savings to the Town. He said that the total outstanding principal and interest due on issued debt as of July 1 , 1994 totals $25 ,015 , 551 . LEXPRESS Mr. Dailey welcomed Sara Arnold, Chairman of the Transporta- tion Advisory Committee , members of the Committee present, and LEXPRESS Coordinator Barbara Lucas. Mrs. Arnold presented the LEXPRESS budget which is projected to be level funded; said that all buses are now equipped to handle handicapped persons ; and said they expected to close the 1994 budget under budget. She also reported that the increase in fares appeared not to have greatly affected ridership, except right after the rate increases went into effect . She reported the Committee is still looking at the data. Mrs . Eddison suggested that a noon time bus service route be considered to travel up Spring Street and possibly Hartwell Avenue and bring people to restaurants in the center of Town. Mr. McSweeney spoke of the excellent work of the Ad Hoc Transportation Committee said he hoped that a report would soon available from the Committee on various scenarios that would be helpful to the Town in making future decisions . Other questions and comments focussed on when the contract ends ; penalties if the Town decides not to fund the contract past July 1 , 1994 ; a comparison between use and capacity; a breakdown of pass holders between students and seniors; and funding for LEXP- RESS; and what is the actual cost of one LEXPRESS bus ride . Mr. Busa asked for a financial breakdown, on a monthly basis and over one calendar year, and he asked that ridership and revenue numbers also be provided. Mr. White said he would try to assemble this information for the Board as soon as possible. EXECUTIVE SESSION Upon motion duly made and seconded, it was voted 5-0 by roll call vote: Mr. Dailey, Mr. McSweeney, Mr. Busa, Mr. Fenn, Mrs . Eddison; too into executive session for discussion of matters of g litigation and collective bargaining , the disclosure of which might adversely affect the interests of the town with no intent to resume open session. Upon motion duly made and seconded, it was voted to adjourn at 11 : 20 p.m. A true record, Attest Sara I . Peters Executive Clerk, 3 .4k SELECTMEN' S MEETING January 10 , 1994 A regular meeting of the Board of Selectmen was held on Monday, January 10 , 1994 , in the Selectmen' s Meeting Room, Town Office Building , at 7 : 30 p.m. Chairman Dailey, Mr. McSweeney, Mr. Busa, Mr. Fenn, Mrs . Eddison; Mr. Cohen, Town Counsel ; Mr White , Town Manager; Mrs . Novak, Assistant Town Manager; and Mrs . Peters , Executive Clerk, were present. PUBLIC HEARING ON STREET ACCEPTANCES Mr. Dailey invited Town Engineer Frank Field to present the following Subdivision Streets that he has indicated are ready for acceptance by the 1994 Annual Town Meeting . Sanderson Road, 1211 ' approx. from Lowell St . to existing Town Layout . Orchard Lane, 650 ' approx. from Sanderson Rd. to the end. Mead Street, 325 ' approx. from North Emerson Rd. northerly to the end. Taylor Lane, 500' approx. from Revere St . southerly to the end. Battle Green Road, 375 ' approx. from Minute Man Lane easterly to the end. Royal Circle, 625 ' approx. from Grove St. easterly to the end. Sunset Ridge Road, 750 ' approx. from Buckman Drive easterly to the end. Questions from the Board focussed on who will maintain the landscape circles. Mr. Richard R. Rzedzian, 3 Taylor Lane reported flooding in his basement on Taylor Lane and asked that the Selectmen delay their decision while certain water problems related to the develop- ment of Taylor Lane were resolved. The Board asked Town Engineer Fields to look into this problem, prior to the Board' s final vote. Mr. John Castelli , developer of the Orchard Lane Subdivision, spoke of how pleased he was with its completion. There being no further questions, Mr. Dailey declared the meeting closed, the Board agreed to act on the acceptance of these streets on Wednesday, January 19 . 1994 , after hearing from the Town Engineer on the drainage problem on Taylor Lane . RATE HEARING ON WATER AND SEWER RATES FOR FY94 Mr. Dailey invited Water and Sewer Superintendent William Hadley to present the proposed water and sewer rates for FY94 . Mr. Hadley discussed the proposed rates and reported that the water and sewer bills for the average Lexington household will go up about $72 for FY94 . He also spoke about the block structure that Lexington adopted several years ago , to encourage conservation by having large users pay a higher rate. Using charts , Mr. Hadley explained the eight different block rates based on consumption. 6, 0 - Minutes for the Meeting of January 10 , 1994 2 Also discussed was a proposal to allow separate water meters for sprinklers , and whether other towns allowed the use of a separate meter for outdoor watering. In response to other questions , Mr. Hadley said the new rates would be reflected in the May/June FY94 bills. Several owners of private residences and condominiums spoke in favor of separate meters for sprinkler use. P Upon motion duly made and seconded, it was voted to set the combined water and sewer rates as proposed, for Fiscal Year 1994 . Mr. Daileyexpressed the Board' s appreciation for all P pP the information Mr. Hadley presents each year, that makes the work of the Board so much easier. UNITY WALK/PROGRAM TO COMMEMORATE THE LIFE OF MARTIN LUTHER KING Mrs . Eddison reported that about 500 e peoP lhad participated P P in last year' s unity walk, and that it had been very successful = Upon motion duly made and seconded it was voted ed to endorse the Unity Walk and Program sponsored by the Lexington Coalition for Racial Equality to commemorate the life of Martin Luther King, t0 be held Sunday, January 16 , 1994 . CONSENT AGENDA COMMITMENTS Upon motion duly made and seconded, it was voted to approve commitments of the following charges . a. Commitment of Water Charges - Dec . 1993 $5 , 439 . 91 ( final bills) b. Commitment of Sewer Charges - Dec. 1993 $10 ,498 . 67 ( final bills ) c . Commitment of Water Charges - Jan. 1944 $78 , 145 . 37 (cycle 9 bills ) PROCLAMATION - NATIONAL HISTORY MONTH Upon motion duly made and seconded, it was voted to proclaim February as NATIONAL HISTORY MONTH in Lexington. i HISTORICAL COMMISSION APPOINTMENT Mr. White reported that with the approval of the Board, which wasgiven, David Kelland, 884 Mass . Avenue , wlll be appointed to fill the remaining vacancy on the Historical Commission. BUDGET REVIEW PUBLIC WORKS Director of Public Works Richard Spiers began the Department budget presentation to the Board with aP resentation of the DPW Administration budget , Engineering budget, which is level funded for the fifth consecutive year, and the Street Lighting Operations budget, in which Mr. Spiers asked how long the Town could continue to afford high-priced incandescent and mercury vapor street lights . Questions from the Board focused on when the subdivision H streets without street lighting would receive street lights. Administrative Assistant Pauline Burke presented the Parking Operations Budget. She reported that FY93 parking receipts includ- ed $158 , 353 from parking meters , $65 , 378 from the Meriam Street 8 e) (? Minutes for the Meeting of January 10 , 1994 3 lot, and $28 , 250 from parking permit sales , for a total in parking revenues of $251 , 981 . Questions from the Board focused on the need for more "prime" parking places - not too far from the center of Town; parking needs and advice expressed by the Chamber of Commerce; and short time meters for persons not stopping very long . Mrs. Nancy Cannalonga suggested using Lexington retirees as lot attendants in the Meriam Street parking lot since the contract seems to be increasing each year, and she recommended that this be studied before the next round of contract negotiations begins. Mr. Dailey asked the Town Manager and DPW Director Spiers to look into this before the next round of contract negotiations. Highway Superintendent Dave Turocy presented the Highway budget, including highway maintenance, road machinery and snow removal . Under highway maintenance, he reported that street painting services and sign repair/replacement were contracted out for the first time ; new sidewalks , curbing and tree lawns were installed in three locations, and two new traffic islands and continued to work on Lincoln Street playground improvements. Also accomplished in FY93 was the complete rehabilitation of two soccer fields at Harrington School at a savings to the Town of approxi- mately $35 , 000 . Mr. Turocy added that the Town must soon begin to repair/rebuild numerous catch basins and roads, as their mainte- nance has not been fully funded for the past several years . Questions from the Board dealt with the preventative mainte- nance program, snow removal , and the privatization of some work now performed by the Highway Department. Parks and Grounds Superintendent Brian Gilbert reported that in 1993 , the Park Division and the Tree Maintenance are level funded; that administration of the Golf Course contract was trans- ferred from the Recreation Department to the Parks Division of DPW; that using funds appropriated at the 1993 Annual Town Meeting , a Landscape Architectural firm was hired to develop a master plan for the Golf Course to anticipate future capital improvements; and that one of the Division' s new duties is the maintenance of the Jack Eddison Bikeway. Questions from the Board focussed on areas for improvement , and the chain of responsibility for getting work done. Mr. Spiers presented the Cemetery budget. He noted the one year contract signed with Means Pre-Cast Company, Inc . , which allows the Town to sell both grave boxes and sealed grave vaults ; funding from Perpetual Care Fund for the purchase of a new rotary mower; and the restoration of two Victorian-era gazebos in the Munroe Cemetery. Town Engineer Frank Fields presented the DPW/Engineering Operating & Capital budgets. He noted that the recommended FY95 projects in this subprogram total $1 , 963 , 000 : $400 , 000 from Chapter 90 state funding ; $735 , 000 in bonds; $766 ,000 coming from water and sewer enterprise funding ; $12 , 000 from Cemetery trust funds ; and $60 , 000 from the MFS McCourt donation. He presented more detailed project descriptions of priority capital expenditures including: 201 Bedford Street improvements , DPW equipment needs , street resurfacing, street reconstruction and municipal parking lot resurfacing . o Minutes for the Meeting of January 10 , 1994 4 Mr. Dailey thanked all who had presented parts of what he termed a well-done DPW budget presentation, adding that he espe- cially liked having the Department heads make the presentation for their part of the budget. EXECUTIVE SESSION Upon motion duly made and seconded, it was voted 5-0 by roll call vote : Mr. Dailey, Mr. McSweeney, Mr. Busa, Mr. Fenn, Mrs . Eddison; to go into executive session for discussion of matters of litigation, the disclosure of which might adversely affect the interests of the town with no intent to resume open session. Upon motion duly made and seconded, it was voted to adjourn at 11 : 25 p.m. A true record, Attest: 1'4'41)4\4 (2//& Sara I . Peters Executive Clerk, 1 a { Il 3}3 3Y�t { -)-\P/014\ /0 - 1/ SELECTMEN' S MEETING January 12 , 1994 A regular meeting of the Board of Selectmen was held on Wednesday, January 12 , 1994 , in the Selectmen' s Meeting Room, Town Office Building , at 7 : 30 p.m. Chairman Dailey, Mr. McSweeney, Mr. Busa, Mr. Fenn, Mrs . Eddison; Mr. Cohen, Town Counsel ; Mr White , Town Manager; and Mrs. Novak, Assistant Town Manager were present. Mr. McSweeney convened the meeting at the request of Chairman Dailey, who arrived later. BUDGET REVIEW TOWN MANAGER' S OFFICE Assistant Town Manager Julia Novak described the responsibili- ties and activities of the Town Manager' s Office in FY93 , which included the formulation and implementation of personnel policies , collective bargaining , wages and salaries administration, recruit-- workers ' compensation and unemployment benefits . Questions and comments from the Board included; ones about the Internship Programs that operate out of the Town Manager' s Office; a suggestion to conduct a comparison of other Towns with similar staffs and burdens of work. Mrs . Novak also discussed the need to be competitive with salaries and benefits toet and keeprising good personnel ; health insurance costs; and Municipal Services and Expenses which funds organizational activities and expenses that require the review and approval of the Town Manager; such as professional development and services, a stipend for the Director of Guides and temporary help and overtime . HUMAN SERVICES Human Services Committee Chairman Donna Hooper introduced other Committee Members attending , and presented the budget . She asked that the Board think of the Human Services program as provid- ing services for Lexington elders , veterans, youth, persons with disabilities , and their families . Ms . Hooper presented discussed the services that are currently provided by RePlace, Inc. , a non-profit agency which offers coun- seling and health education services to young people and their families , including Counseling, Screening and Referral ; Crisis Intervention; Group Counseling, such as single parent problems , teen pregnancy, and depression; the Peer Leadership Program, which trains youth leaders and provides outreach, and referral and peer mentor services and information; the Outreach Program, to reach into the community to provide health education, brief counseling, and a daily drop-in center open after school hours; and a Child Abuse Prevention Program in the elementary schools. Ms . Hooper also requested that a half-time job procurement staff position be established to assist developmentally disabled adults enter independent, competitive employment. Questions from the Board focussed on the health education project to be carried out through the School Department, and funded Minutes for the Meeting of January 12 , 1994 2 g4 from a State tobacco grant , and whether funding for the second and third year of this project was assured; the RePlace drop-in center; and how the entire RePlace budget related to the amount requested from the Town. Also discussed was the 24 hour/on call in crisis response , which had not been funded last year. Director of RePlace Bill Blout asked for funds this year, reporting that presently emergen- cies are referred to the Waltham crisis team, but that this was an inadequate response . In response to suggestions from the Board, about whether funding could be looked for other than from the Town, and a suggestion that the complete RePlace budget be reviewed by the Selectmen, Mr. White noted that the youth services were being put out to bid this year, and these issues could be reviewed as part of the bidding . Mr. White said that the Human Services Committee had been successful in undergirding its RePlace budget recommendations with comparisons to industry-wide rates and detailed budget analysis. Mr. Dailey expressed the Board' s appreciation for the work done by the Committee, and noted that in the past the Board had discussed budget with the providers, and that this approach had not been as helpful as having assistance from the Human Services Committee. VETERANS Human Services/Veterans Agent Steve Baran presented the Veterans Budget . He reported that in FY93 , $33 , 000 was spent to fund veterans' services, that $40 ,000 was spent last year, and that so far this year, $11 , 000 has been expended, and said that this is reflected in the budget request for this year. RECREATION Operating Budget Department Director Margaret Whitesell described the various programs run by the Recreation Department, which, since FY91 , have been funded as an enterprise fund, with fees charged to customers calculated to cover expenses . She said that the budget also sup- ports staff who manage and plan recreation activities in Lexington; that revenue from the Recreation Enterprise Fund funds some recre- ation capital improvements ; and funding for some personnel , equip- ment and supply costs for field and pool maintenance, previously budgeted in the Parks Division of the Department of Public Works, is also provided through the Recreation Enterprise Fund. Ms. Whitesell reported that maintenance of the Pine Meadows Golf Course in now funded by the Department of Public Works, Parks Division budget . Ms . Whitesell discussed a new program for Seniors , beginning this year, and said that the type of activities will be determined after consultation with the Council on Aging . Questions from the Board dealt with whether there was any duplication in programs offered by the Recreation Department and other Town operated programs; the salary proposed to be offered for the Recreation Coordinator and the level of salaries , in general ; and summer programs for children. 60 - 13 Minutes for the Meeting of January 12 , 1994 3 Capital Bud et Recreation Committee Chairman Donald Chisholm discussed what the Town By-Laws say about the role of the Recreation Committee with regards to capital budget, which is to make recommendations to the Board of Selectmen. Mr. Chisholm said that one of the items recommended last year that the Committee and the Board agreed on was to develop a master plan for Pine Meadows for the next several years , and that immedi- ately following Town Meeting last year, the Committee began work on this development by hiring professional help and by establishing an ad hoc Citizens' Committee to work with the consultants . The resulting report recommended various improvements which are priori- tized. They Committee requests $125 , 000 to begin work on phase one of improvements at the golf course , with phases two and three to follow in subsequent years . Questions from the Board dealt with the cost and scheduling of various proposed improvements to the golf course. Mr. Chisholm noted that around 25 , 000 rounds of golf are played there each year. Mr. Chisholm also discussed the Committee' s second priority capital item which is the completion of Lincoln Park. He said this consists of the acquisition and installation of an equipment stor- age shed; and the installation of a small tot-lot playground to accommodate the brothers and sisters of team sport players. Mr. Busa and Mr. McSweeney spoke of the difficulty of schedul- ing fields for adults , and the need for more playing fields. _ OTHER BUSINESS SPAIG The Board agreed to schedule two meetings before the end of February, one in the evening and one on a weekend, and invite TMMA members and others who are interested to join in a discussion of the final SPAIG report prepared by the Town Manager' s Office. BROOK CLEANING Mr. Dailey reported that he attended a meeting today where representatives of the Sheriff ' s Department said there are people available to do brush clearing along the sides of brooks ; mosquitoe control representatives said they may have access to a back hoe that would be available to come in and clean brooks at a rate of five dollars a foot ; and that the Conservation Commission is working on a study of particular brooks that could benefit this . Upon motion duly made and seconded, it was voted to adjourn at 11 : 03 p.m. A true record, Attest : OP; d\ Sara I . Peters Executive Clerk 40 SELECTMEN' S MEETING January 19 , 1994 MET STATE UP-DATE Mr. McSweeney discussed a draft Metropolitan State Hospital Reuse Plan prepared by the State in cooperation with the Tri-- Community Working Committee, consisting of representatives from Belmont, Lexington and Waltham. The Committee has been finalizing its plans and recommendations for use of the land and buildings, and considering many uses for the open space and the buildings . They have agreed that any use must not create more traffic; that g the fiscal impact of any proposal is very important; and common needs for the three towns must be agreed upon. Mr. McSweeney reported that Belmont and Lexington prefer using the site for open space and housing . Waltham has proposed the construction of a golf course . Be announced there will be a housing meeting tomorrow afternoon in the Selectmen' s meeting room for more discussion of potential uses of the buildings. He added that Bentley College has expressed an interest in the use of the buildings . Questions and comments touched on what response the state is looking for; concern that all the buildings will end up in Lexing- j ton as housing , increasing the school population; moving too quickly to the decision stage ; and concerns about whether a golf course is affordable and feasible. Mr. Dailey thanked Mr. McSweeney for the detailed report and for all the work he has been doing in coordination with the Towns of Belmont and Waltham for the reuse of the Metropolitan State Hospital property. MEETING SCHEDULE FOR FEBRUARY AND MARCH The Board agreed to schedule meetings for the following dates and times : Monday - February 14 , 1994 - 7 : 30 pm, Monday - February 28 , 1994 - 7 : 30 pm, Monday - March 7 , 1994 - 7 : 30 pm, Monday - March 21 , 1994 - 7 : 00 pm, Wednesday -- March 23 , 1994 --- 7 : 00 pm, Monday - March 28 , 1994 - 7 :00 pm Wednesday -- March 30 , 1994 - 7 : 00 pm MINUTES The Board reviewed the minutes for the Meeting of November 22 , 1993 . Mrs . Eddison requested and the Board agreed to an addition of comments that she had made under POLICE CHIEF - CIVIL SERVICE on page 6 , and they were so inserted. Mr. Busa noted that he had not taken part in any action or vote on the Item -- RENEWAL OF LIQUOR LICENSES - and it was agreed. FY that this be reflected in the minutes on page I . Upon motion duly made and seconded, it was voted to approve the minutes for the meeting of November 22 , 1993 , as amended. Minutes for the Meeting of January 19 , 1994 2 f_ APPOINTMENTS - LEXINGTON COUNCIL FOR THE ARTS The Board discussed a letter from the Lexington Council for the Arts , dated November 30 , 1993 , proposing candidates , with resumes , to fill vacancies on the Council . The Board also reviewed the applications and resumes of Mrs . Teresa Dini and Mr. Nym Cooke, presented in December and January. Upon motion duly made and seconded, it was voted to make the following appointment to the Lexington Council for the Arts . Mr. Robert Anderson - 3 year term, exp. 9/30/96 , replacing Melinda Vinton. Mr. Fenn noted that he thought the Board had carefully re- viewed all the resumes presented for vacancies on the Council for the Arts and that he thought that the Council would benefit greatly from the talents and orientation of Mrs . Dini ' s and Mr. Cooke' s skills ; and that they would dove-tail best with its needs now and in the future . Upon motion duly made and seconded, it was voted to make the following additional appointments to the Lexington Council for the Arts . Mrs . Teresa Dini - 3 year term, exp. 9/30/96 , replacing Donald Langosy; and Mr. Nym Cooke - 2 year term, exp. 9/30/95 , replacing Robert Frank. COMMON VICTUALLER LICENSE Mr. Dailey referred to an application for a Common Victualler License from the new owner of Lexington Square Pizza & Restaurant , The Culinary Group, Inc . who plans to make no changes in the opera- tion of the restaurant except to change the hours from 11 : 00 am to 11 : 00 pm, which is less than the hours now allowed. Upon motion duly made and seconded it was voted to approve the application and to issue the license . CONSENT AGENDA COMMITMENTS Upon motion duly made and seconded, it was voted to approve commitments of the following charges. Commitment of Water Charges - 1/ 1994 $436 . 40 ( final bills) Commitment of Sewer Charges - 1/1994 $847 . 93 ( sewer rental -- Hanscom Field) ABATEMENTS Upon motion duly made and seconded, it was voted to approve abatement of the following charges. Abatements: Water, Sewer & Demand, 1/11/94 - Total $24 . 50 REPORT ON THE COMMUNITY CONVERSATIONS Mr. White and the Board discussed the Report on the Community } Conversations, prepared by Cindy Boecker and Selectmen Fenn, now before the Board for its review and acceptance . Mr. White said that the next step would be to hold public hearings on the report. The Board agreed to schedule hearings on Saturday, February 12 , at 9: 30 a.m. and Wednesday, February 16 , 7 : 30 p.m. , both at the Clarke 1 Minutes for the Meeting of January 19 , 1994 3 } Middle School , for all citizens who wish to attend and express their opinions and recommendations of the report. The Board agreed to consider acceptance of the report at its January 31st meeting . STREET ACCEPTANCES Mr. White reported that Mr. Richard Rzedzian, 3 Taylor Lane , who asked at the Public Hearing on street acceptances held on January 10 , that acceptance of Taylor Lane be postponed until drainage problems there were resolved, has written the Town Manager saying , that after meeting with Town Engineer Frank Fields , the problem has been resolved, and he no longer objects to the accep- tance of Taylor Lane. Upon motion duly made and seconded, it was voted to accept the following streets, built under subdivision control , as Town Ways : Sanderson Road, 1211 ' approx, from Lowell St . to existing Town Layout . Orchard Lane , 650 ' approx. from Sanderson Rd. to the end. Mead Circle, 325 ' approx. from North Emerson Rd. northerly to the end. Taylor Lane , 500 ' approx. from Revere St . southerly to the end. i - Batt le Green Road, 375 ' approx. from Minute Man Lane easterly to the end. Royal Circle , 625 ' approx. from Grove St . easterly to the end. Sunset Ridge, 750 ' approx. from Buckman Drive easterly to the end. BUDGET REVIEW COUNCIL ON AGING Mr. Dailey invited Council on Aging Director Linda Vine and Chairman Robert Cushman to discuss their budget with the Board. Mr. Cushman reported the budget was level funded, because many of the facilities programs are operating at full capacity, and any new programs are self-supporting . He reported that the social day-care program has been expanded from three days to four days and continues to be self-supporting. He added that the supper club program is also an example of a very successful program. He spoke of problems with scheduling to avoid simultaneous staffing program needs and the need for more room. The Board had questions about the lunch program that was phased out several years ago , and praised the operation supervised by the Council . INSPECTIONAL SERVICES Building Commissioner Stephen Frederickson discussed the consistency of the number of building permits that are taken out each year, not varying by more than 5 or 10 ercent• and he noted that this does not seem to be driven by the economy. He reported that permit fees were increased last February; that the they are working on centralization of all files, so that there will be one file location containing all information on a property, so that any permits issued by the Town and other records are located in one place . - /7 Minutes for the Meeting of January 19 , 1994 4 He added that the staff is in the process of revising and stream- lining the current application process , and of creating brochures which clearly explain the new permit and licensing process to home and business owners . Mr. Frederickson also said that inspections of construction work at Lexington Ridge have taken up much of their time this year, and have generated large building permit fees . Questions from the Board dealt with staffing , which remains the same; the advisory role played by the Building Commissioner in Board of Appeals matters; whether the creation of one permit for all work to be done would be feasible ; and the development of a check list of zoning issues . The Board expressed its appreciation for the work that has been done in reorganizing the Department, and for future plans to make its interaction with the public more friendly. POLICE - OPERATING Acting Police Chief Chris Casey reported that the Police Department budget was level funded and described a training program in which department personnel is participating . Acting Chief Casey also discussed cruiser patrol problems ; the "Park, Lock and Walk" program; traffic safety efforts; parking meter maintenance ; the DARE program; and the Youth. Diversity Program. Acting Chief Casey praised the work of Bigelow Moore , and spoke of the need for another DARE officer and another safety officer. He also discussed the Department ' s priorities for capital improvement projects . In response to questions from the Board, Acting Chief Casey reported on the implementation of E911 statewide ; the accreditation process , noting that Lexington has always maintained the standards required, with or without the process ; and said that there will be a more detailed presentation of the proposed combined police and fire dispatch renovations at the Board' s meeting on January 31 , 1994 . FIRE -- OPERATING Fire Chief John Bergeron said that it was a pleasure to make his 17th annual budget presentation to the Board on behalf of the Lexington Fire Department. Be suggested that the name of the Department might be out of date since its services also include, among other things , emergency medical service , dealing with pollu- tion and chemical emergencies, emergency disaster service , and educating citizens in how to protect themselves in fire or disaster situations . Be noted and read some of the letters of appreciation received from grateful citizens who have been helped by the Depart- ment, and explained a preliminary proposal for communities to share some special services. Chief Bergeron reported the budget is level funded; that 90% of this year' s budget is people; discussed the reductions in staffing levels over the past two years , there are six vacancies; and described some of the activities of the Department . eo Minutes for the Meeting of January 19 , 1994 5 In response to some questions from the Board, Chief Bergeron reported that four people from the Fire Department will be part of the combined dispatch center; and that there were approximately 3 , 000 fire and ambulance runs by the Department last year. Mr. Dailey thanked the Chief for his budget presentation, and noted that the Board regularly receives copies of letters from appreciative citizens praising members of the Fire Department . Mr. McSweeney personally thanked the Department for its quick and professional response to an emergency his family had. LEXPRESS -- FOLLOWUP LEXPRESS Coordinator Barbara Lucas presented additional information requested by the Board at its January 3 , 1994 meeting in which it asked for a financial breakdown, on a monthly basis and over one calendar year of LEXPRESS' s ridership, the transportation budget for fiscal years 1994 and 1995 , as well as revenue numbers and a ridership breakdown which was 21% senior citizens ; 17% adults ; and children, 59% in 1992 . Mrs . Lucas went over additional information, and said that, based on the figures, Dial-A--Ride does not appear to present a viable alternative to LEXPRESS service . Comments from the Board included concerns that the services overlap and provide duplication of service for one group of people . The Board expressed its appreciation to Mrs . Lucas for provid- ing it with the information they had requested. NEW BUSINESS Mr. Dailey reportedAppropriation that A ro riation Committee Chairman George Burnell has asked to be placed on the January 31st agenda to present the thinking of the Appropriation Committee on this year' s budget . Mr. Fenn reported that he will organize a review of the Town Manager position, and asked each Board member to prioritize the six most important requirements that he/she would expect would be necessary for the position. Upon motion duly made and seconded, it was voted to adjourn at 10 : 58 p.m. A true copy, Attest: Sara I . Peters Executive Clerk rl 4c, SELECTMEN' S MEETING January 31 , 1994 A regular meeting of the Board of Selectmen was held on Monday, January 31 , 1994, in the Selectmen' s Meeting Room, Town Office Building , at 7 : 30 p.m. Chairman Dailey, Mr. McSweeney, Mr . Busa, Mr. Fenn, Mrs . Eddison; Mr. Cohen, Town Counsel ; Mr White , Town Manager; Mrs. Novak, Assistant Town Manager; and Mrs . Peters , Executive Clerk, were present . APPROVE AND SIGN THE WARRANT FOR THE 1994 ANNUAL TOWN MEETING Upon motion duly made and seconded, it was voted to approve and sign the Warrant for the 1994 Annual Town Meeting. APPROPRIATION COMMITTEE REPORT Appropriation Committee Chairman George Burnell presented the recommendations of the Appropriation Committee as to where it stands on budget issues at this time. He noted that two issues were driving the budget : school enrollment, and wages/benefits for employees . He said the Commit- tee thought this was a classic year for a wage freeze, but it would have to be equitable and a freeze for all . Mr. Burnell listed the cuts recommended by a majority of the Committee: 1 ) convert to standard high pressure sodium street lighting , which supposedly would save $120 , 000 , if done by March; 2 ) eliminate one police cruiser , saving $128 , 000 ; and 3 ) either close the East Lexington Fire Station or privatize the Ambulance service , saving 'S300 000 . = Mr. Burnell also reported on other recommendations that the Committee was in general agreement on: 1 ) no cuts in the Library budget at this time; 2 ) no specific recommendations on LexPRESS , but hope they might come up with some cuts in services that now may be duplicated by school bus services ; 3 ) reduce Police uniform budget ; 4 ) privatize the Turf Management program; 5 ) do not sell the cemetery; 6 ) opposition to any cuts in REPLACE; 7 ) the privatization of all custodial service in Lexington; and 8 ) whether adding additional classrooms to Fiske and Harrington Schools should not be considered instead of reopening Hasting School . Mr. Burnell concluded by saying that the Committee looks forward to balancing the budget without an override . Questions from the Board dealt with combining maintenance of Town and School buildings; the elimination of a Police cruiser; the elimination of possible duplication of bus service by LexPRESS and School buses ; and the feasibility of adding classrooms to Hastings and Harrington Schools as opposed to reopening Hastings School . Mr. Dailey thanked Chairman Burnell for the Committee' s report and for coming in early with its recommendations . COMBINED DISPATCH CENTER Mr. White provided the Board with an overview of the improve- ments proposed under Article 15 in the Warrant for the 1994 Annual Town Meeting . Minutes for the Meeting of January 31 , 1994 2 Listed by Mr. White , these include: 1 ) Americans with Disabilities Act Compliance - construction proposes a ramp to provide access to the first floor; handi- capped toilets and accessibility to the dispatch area; 2 ) The provision of an E911 ready dispatch facility including new partitions , doors and lockers, as well as the equipment re- quired for consolidation of the combine fire and police dis- patch function; 3 ) Refurbishment of the 80 to 100 year old cells ; new plumbing and air conditions and other facilities that will bring the station into compliance with State incarceration standards; and 4 ) The provision of women' s facilities for female members of the force which do not exist at present; and 5 ) Minor improvements at the Fire Station once the fire dispatch area is consolidated with the police dispatch at the Police Station; Mr . White also presented two separate budget breakdowns ; one for equipment and another for construction remodeling for the proposed consolidated dispatch area. Mr. White introduced Brent Donham, Principal of Donham & Sweeney, engineering Manager, who will do the architectural renova- tions; and Peter Berry, Senior Consultant for RAM Communications Consultants, who will provide the equipment for the combined dispatch center. They presented the Board with a more detailed break-down of improvements proposed under Article 15 in the Warrant for the 1994 Annual Town Meeting, and Mr. White noted that the goal was to have a bid package ready in time for Town Meeting . The Board had questions about whether or not the building would be enlarged - it would not ; ways to reduce the cost of the project without jeopardizing the integrity of the project; and whether or not to discontinue the fire alarm system. BATTLE GREEN INN The Board discussed a memo to the Town Manager, dated 1/26/94 , from Chief Bergeron who reported that there had been a fire on one I - of the Inn' s guest rooms ; that the alarm system did not activate , and that a competent person has been assigned to make repairs . Mr. Bergeron said he thought the Board should consider having the Battle Green management appear before a Selectmen' s meeting to discuss actions to take if the problem is not immediately cleared up. He added that the department is now formulating a comprehen- sive order for additional work on the fire protection system. The Board agreed that if the repaired system was not in compliance with the Fire Department' s requirements within 10 days , it would consider revoking the Inn' s Innkeeper' s License. MINUTES Upon minutes duly made and seconded, it was voted to approve the minutes for the meeting of December 20 , 1993 . VOTE TO SIGN RELEASE OF EASEMENT/JOHN BENSON ROAD Upon motion duly made and seconded, it was Voted: to release to Carriage Drive Nominee Trust the existing additional ' wide sewer easement shown on Lots 11 and 12 on a plan entitled "Easement Minutes for the Meeting of January 31 , 1994 3 Abandonment Plan located in Lexington Massachusetts (Middlesex County) " dated July 23 , 1992 by Meridian Engineering Collaborative, Inc . CONSENT AGENDA COMMITMENTS Upon motion duly made and seconded, it was voted to approve commitment of the following charges. a. Commitment of Water Charges - 1/18/94 $130 . 00 ( additional bills ) b. Commitment of Sewer Charges - 1/18/94 $354 . 15 (additional bills) c . Commitment of Water Charges - Jan. 1994 $181 . 62 ( final bill ) d. Commitment of Sewer Charges - Jan. 1994 S302 . 64 ( final bill ) e . Commitment of Water Charges - Jan. 1994 $2 , 688 , 149 . 00 (town wide bills) f. Commitment of Sewer Charges - Jan. 1994 $1 , 764 , 180 , 98 (town wide bills ) SNOW, ICE, WINTER UPDATE The Board heard a report from DPW Director Richard Spiers regarding DPW winter activities . Mr. Spiers reported that since January 4 , Water and Sewer Crews have repaired 19 water main breaks; that there is over 4 feet of frost in the ground; and temperatures ranged from minus 10 to minus 14 degrees during some of these repairs . Mr. Spiers spoke of the purchase of a hydraulic frost breaker in 1990 that has been a lifesaver for the Water/Sewer crews every winter and especially this month. Mr. Spiers reported that there have been 12 sanding operations since November 30 , with a total snow accumulation of 40 inches to date . He praised the Equipment Division for keeping the fleet on the road; custodians who kept the walkways clear, the buildings clean and struggled with ice dams in the gutters of the Town buildings ; and the clerical staff who responded to the hundreds of telephone calls generated by the bad weather. Mr. Dailey thanked Mr. Spiers for the Department for all their hard work and asked that the appreciation of the Board be conveyed to all the workers . STREET LIGHTS Mr. White reported that fifty test lights have been ordered for installation in selected subdivisions without any street lights . He added that Boston Edison has provided the Town with an estimate of $9 , 511 per year. He added that the Town is going ahead with the installation of these lights and Mr. White with keep the Board informed. The Lighting Committee will be invited to meet with the Board late in February for a report from them. PARKING PROGRAM INCENTIVES The board discussed a memo from Pauline Burke regarding a reduction of fees at the Church of Our Redeemer parking lot as followup to issues raised during the DPW budget review, proposing Minutes for the Meeting of January 31 , 1994 4 the Board approve the reduction of the annual parking fee from. $160 . 00 to $150 . 00 . Upon motion duly made and seconded, it was voted to adopt a special rate to reduce the annual P parking fee from $160 . 00 to $150 .00 at the Church of Our Redeemer parking lot. WACHUSETT RESERVOIR Mr. White reported that the MWRA requires filtration of all its water supply, and has signed a consent order regarding the filtration of the water at Wachusett Reservoir. Mr. White added that Water Superintendent Bill Hadley has asked that the Board be informed that this information has been included in the mailing of the latest water bills . POLICE CHIEF SELECTION PROCESS In response to a request from Mr. McSweeney at a previous meeting , Mr. White presented an update of the Police chief selec- tion process. Be reported that the Town is working with the Department of Personnel Administration to complete a job analysis and negotiate testing and selection authority. Be added that they hoped to be able to acquire delegation of authority from DPA by March 1 , to the Town of Lexington, disseminate reference/orienta- tion information by March 7 , and conduct the Assessment Center during the week of April 17 , which would mean that the Assessment Center results would be available by the first of May, if all goes reasonably well . CITATIONS FROM THE DAR & LEXINGTON MINUTEMEN COMPANY Neil Cronin has reported to the Board on two citations he has received: the first from the Lexington Chapter of the Daughters of the American Revolution for excellence in community service ; and the second citation from the Lexington Minutemen Company, naming him a honorary life member for meritorious patriotic service to his town, state and country. Mr. Dailey expressed the appreciation of the Board to Mr. Cronin for sharing his honors with the Board. EXECUTIVE SESSION Upon motion duly made and seconded, it was voted 5-0 by roll call vote : Mr. Dailey, Mr. McSweeney, Mr. Busa, Mr. Fenn, Mrs. Eddison; to go into executive session for discussion of matters of litigation, the disclosure of which might adversely affect the interests of the town with no intent to resume open session. Upon motion duly made and seconded, it was voted to adjourn at 10 : 28 p.m. A true record, Attest 7 ( ) /4/Aff„. Sara I . Peters Executive Clerk,