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HomeMy WebLinkAbout1998-07-BOS-min 61-181 Selectmen's Meeting Minutes July 6, 1998 A regular meeting of the Board of Selectmen was held on Monday, July 6, 1998 in the Selectmen's Meeting Room, Town Office Building, at 7:30 p.m. Acting Chairman Fenn, Mr. Busa, Mrs. Eddison, Mrs. Krieger; Mr. White, Town Manager; and Ms. Pease, Assistant to the Executive Clerk were present. Public Comments Robert Stevenson's Letter to Minuteman Mr. Robert Stevenson, who has been a resident of Lexington for approximately 75 years, stated that he spent the afternoon drafting a letter to the Editor of the Lexington Minuteman, which is a critique of some actions or inactions of the Board of Selectmen. Mr. Fenn commented on a couple of items. He does not know of any contribution Stop & Shop has made. The only contribution would have been cookies and punch at a reception. The Harrington Road fence is a result of many agonizing months of trying to do something about the high accident rate at that corner. The Town has tried a variety of plans, none of which worked. This Board should perhaps take up the issue again to see if there are any new alternatives. There were difficulties with a number of solutions we looked at, particularly in terms of emergency vehicles. Mr. Fenn asked the Town Manager to comment on the accessibility of records. Mr. Fenn does not know of any town records that are not available with the exception of the Executive Session Minutes of the Board. Mr. Stevenson asked if the Board had tried to get access to minutes of the Historic District Commission. He asked if the Board knew where the records were located and how you get access to them. Mr. Stevenson said when he was involved the minutes of HDC were kept in the clerk's home. In order to see the minutes you had to contact her and make a date that was suitable to her and she would bring them to the Town Office and watch while you looked at them. Mr. White stated that that process has been changed. Mr. Fenn indicated that the Town is committed to open access. We would welcome a letter from you specifying where in your view we have fallen down in making records available. Mr. Fenn assured Mr. Stevenson they would be pursued. The Board joins you in feeling very strongly that a community cannot function unless the data is available. New Assistant Fire Chief—Peter Torode Chief Quinlan of the Lexington Fire Department presented the new Assistant Fire Chief Peter Torode to the Board. Mr. Fenn congratulated Assistant Chief Torode and said the Board is delighted to see him in this new capacity to strengthen what is already a very strong department of which all of us in the Town are very proud. 61-182 Selectmen's Meeting—July 6, 1998 Artisan's Way Open Sign Elizabeth Stevenson came before the Board for some guidance; she feels the Town has instituted a rather convoluted system for obtaining permits and approvals that a business needs in this Town. She has been through the system multiple times and remains stuck. As recently as last Thursday the Historic Districts Commission (HDC) denied her application for a sign that reads "Open". Signage is vital to her business. With the rapidly approaching date of the Emery Park/Depot Square project, which could impact her business to the point of disaster by reducing her visibility and accessibility during the months when the largest percentage of her business is transacted, she has to find a way of gaining visibility. She does not understand the system sufficiently to accomplish this and is turning to the Board directly for some assistance. Mr. Fenn stated that the HDC is an independent body set up under state statutes. The HDC is not responsible to the Board of Selectmen. Any issues with an HDC ruling have to be pursued with the HDC. The process issue was discussed at our goal setting meeting a couple of weeks ago. The Board talked about whether there were ways, without circumventing the regulatory arrangements in the Town, that the process could be squeezed a bit so that citizens can be helped through the process. Mr. Fenn suggested Ms. Stevenson send any suggestions she may have to the Board in the form of a letter. Gasoline Storage License—Parking Structure at 45 Hayden Avenue Mr. Tom McGarrigle was present from Spaulding and Slye. Spaulding & Slye has applied for a fuel storage permit for an open parking structure at a facility being constructed at 45 Hayden Avenue. Fire Chief Quinlan stated that this is a normal process that building owners have to go through anytime there is a structure above an open parking area. Mr. David Kanter asked if there were any sprinkler requirements. Fire Chief Quinlan stated that the way the building is constructed there are not sprinkler requirements. Mr. Caleb Warner, South Lexington Civic Association, stated they were contacted by Spaulding & Slye. They back what Spaulding & Slye have done and it makes sense. Upon motion duly made and seconded, it was voted to issue an above ground gasoline storage license to Spauling & Slye Hayden Woods, LLC for the storage of 940 gallons of gasoline at 45 Hayden Avenue. 61-183 Selectmen's Meeting—July 6, 1998 CATV License Renewal Process Jane Gharibian, Chair of the Cable TV and Communications Advisory Committee (CATV), asked Julian Bussgang to present the renewal process and ask the Board for two actions. David Kanter and Robert Warshawer were also present to answer any questions. The CATV has two activities in progress: 1) CATV is currently negotiating with RCN, which is in partnership with Boston Edison. RCN has submitted a proposal to the Town to establish a new competing cable TV operation, presumably including telephone and Internet services. RCN already has a license with Somerville and they are now negotiating licenses in other Boston-area communities (Brookline, Arlington, and Belmont). As soon as we have a reasonable agreement with RCN, we will ask the Board to conduct Public Hearing on a license with RCN. 2) The Cablevision License was issued for a five-year period on September 1, 1996. According to federal statutes, three years before the license expires you can begin negotiations. Cablevision has informed CATV that they will give notice on September 1, 1998 to begin negotiations. Peter Epstein, Counsel on cable issues, has advised CATV to hold a Compliance Hearing before negotiations begin. Compliance hearings are not held often, but the Town is entitled to hold one every year under the current license. A Compliance Hearing was last held in 1989 and ended in 1990. CATV drafted some written questions to address to Cablevision, which is the first step requiring them to answer in writing before the public hearing is held. Cablevision advised CATV they would not be available the last two weeks in August. The date being considered is August 12 (Wednesday). The Board is the issuing authority for the Town and they are the only ones that can make the request for a Compliance Hearing, but they can authorize CATV to prepare for it and represent the Town. The CATV is requesting at least one, if not more, Selectmen be available to open and close the hearing. CATV would conduct the hearing with Cablevision. The purpose of the hearing is to get input from the public. CATV gets occasional comments, but this is an opportunity for people to appear. Cablevision has informed CATV that they had a news release, which stated they are planning to rebuild the Lexington System to provide telephone and Internet service and they indicated it would happen within the next three years, but they have not given any detailed schedule. The two actions CATV would like the Board to vote on are: 1) to authorize CATV to prepare and conduct a Compliance Hearing on behalf of the Board of Selectmen; and 2) to designate a date for the Compliance Hearing subject to arrangements with Cablevision. Upon motion duly made and seconded, it was voted to authorize the Cable TV and Communications Advisory Committee to designate a date, prepare, and conduct a Compliance Hearing pursuant to 10.2 of the current Cablevision license. Upon motion duly made and seconded, it was voted to allow the Cable TV and Communications Advisory Committee to use Peter Epstein as necessary during the license renewal process. 61-184 Selectmen's Meeting—July 6, 1998 Appointments/Reappointments Design Advisory Committee Upon motion duly made and seconded, it was voted to appoint Joshua Hassol as an Associate Member of the Design Advisory Committee for a term to expire September 30, 1999. Town Celebrations Committee Upon motion duly made and seconded, it was voted to reappoint Robert W. Schuster to the Town Celebrations Committee for a three-year term expiring June 30, 2001. Upon motion duly made and seconded, it was voted to appoint Cecil Carlton Jones to the Town Celebrations Committee for a three-year term expiring June 30, 2001. Recreation Committee Upon motion duly made and seconded, it was voted to approve the Manager's appointment of Richard L. Neumeier to Recreation Committee to fill the unexpired term of Paul Keane to expire April 1999. Solid Waste Action Team (SWAT) Mrs. Krieger stated that the Solid Waste Action Team has been meeting informally since the first of the year. They are a group of citizens who came together largely because they are concerned about the environmental impact of the NESWC incinerator. They have broadened the scope of their interest and are very interested in looking at alternative ways to manage solid waste, to help the town prepare for renegotiations with NESWC, and to encourage the Town to embark on additional recycling programs. We are very fortunate to have such a well-informed, well- intentioned group of people who are willing to devote their time to helping the Town establish policy in regard to the disposal of waste. They intend to continue to look at the issues, to develop ways of encouraging recycling, and to report back to the Town on or about the time of Town Meeting. Mrs. Krieger recommends that the Board recognize the Solid Waste Advisory Team and appoint the members. Mrs. Krieger believes the charge should be updated because the scope of what the Committee intends to work on is slightly different than what the former Waste Management Committee was. She requested that the Board accept the charge and the membership. Upon motion duly made and seconded, it was voted to establish the Solid Waste Action Team, to approve the charge as presented, and appoint the committee as follows: John Andrews, Jeanne Binstock, Dianne Carr, Laura Dickerson, Elizabeth Brosens, Eileen Entin, John Fedorochko, Katherine Fisher, Katherine Fricker, Rosemary Green, Myla Kabat-Zinn, Fran Ludwig, Jill Stein, Chairman; George Woodbury, Principal Staff Advisor; Jeanne Krieger, Selectmen Liaison; Al Levine, Appropriations Liaison; Jay Kaufman, State Liaison; Beverly Anderson, Health Issues. 61-185 Selectmen's Meeting—July 6, 1998 Protocol Agreement Between Gatchina, Russia and Lexington The officials of our Russian Sister City of Gatchina developed a protocol which they created around the Sister City friendship with a community in Sweden and they are most interested in replicating that with Lexington. You have before you a Protocol of Cooperation, which comes from them, for your consideration and hopefully your approval. Upon motion duly made and seconded, it was voted to adopt the Protocol of Cooperation between Sister City Gatchina, Russia and Lexington. Memorandum of Understanding—Hanscom Mr. Fenn brought before the Board Draft# 10 of the Memorandum of Understanding from Massport. It comes with a recommendation from HATS and all the other players except HART. Assuming that all groups approve this document it will then go to Massport, and hope they accept it. It is not expected to be a simple process, but we hope this will emerge as a document Massport can sign. This is a very important step and the HATS Selectmen would be gratified with a vote of support from Lexington Board of Selectmen. Mrs. Krieger feels this is a significant step toward working with Massport and developing an understanding of what the scope of aviation is going to be. It is a tribute to the effort of the HATS Selectmen, as well as the citizen groups, that we have come this far. Mrs. Krieger believes the Selectmen have an obligation to support this whole-heartedly because it is an example of a collaborative effort and regional planning and one that we should use as an example. Mrs. Eddison also feels this is a great step. Mr. Fenn acknowledged Kay Tiffany and wanted to underscore the role everyone has played in getting this far. Upon motion duly made and seconded, it was voted to approve Draft#10 of the Memorandum of Understanding with Massport. Salary Transfers $187,279 was appropriated for salary adjustments, which represents on average a 1-1/2% increase. Mr. White requests the Board transfer $121,151.85 to the departments listed below, leaving $66,127, which will be encumbered. There is one collective bargaining agreement that has yet to be settled for Fiscal 1998 which is estimated to cost $35,000. 61-186 Selectmen's Meeting—July 6, 1998 Upon motion duly made and seconded, it was voted to transfer $121,151.85 from Account#100- 1250-51110 to individual departments, as listed: Board of Selectmen(Dept. 1220) $ 910.56 Town Manager(Dept. 1230) 5,267.22 Municipal Services (Dept. 1246) 6,000.00 Comptroller(Dept. 1350) 2,745.67 Assessor(Dept. 1410) 1,018.18 Revenue Officer(Dept. 1450) 932.64 Data Processing (Dept. 1550) 8,137.71 Town Clerk(Dept. 1610) 2,924.90 Planning (Dept. 1750) 2,623.32 Police (Dept. 2153) 464.59 Parking (Dept. 2154) 600.00 Fire (Dept. 2233) 56,647.48 Dispatch(Dept. 2234) 1,600.00 Veterans (Dept. 5430) 875.18 Council on Aging (Dept. 5461) 4,445.37 Library (Dept. 6124) 9,565.19 Inspectional Services (Dept. 2410) 14,700.84 Department of Public Works (Dept. 4420) 1,491.02 Recreation(Dept. 6000) 201.98 TOTAL $121.151.85 Economic Development Officer Two years ago the Board of Selectmen, based on its concern for sustaining a healthy business climate in Lexington, appointed a Business Committee. They made several recommendations, some of which have been implemented. One recommendation that has not been implemented yet, but discussed at goal setting, was the creation of an Economic Development Officer. If it is the Board's intention to pursue an Economic Development Officer position for the Town of Lexington, Mr. White will prepare a report by mid-September that will include a budget, comprehensive analysis, and a plan. Mrs. Eddison is a big supporter of this position. She suggests the duties and responsibilities be expanded upon to include working with state agencies and local banks, all of which have access to other programs we are not aware of. She would be happy to help expand upon the job description. Mr. Fenn stated that one major role of the Economic Development Officer is to help people work through the various approval procedures that a particular project might require. Another major role is the promotion of Lexington as a place appropriate for sustainable and environmentally sound businesses. Mr. Fenn is delighted to see this move along. 61-187 Selectmen's Meeting—July 6, 1998 Upon motion duly made and seconded, it was voted to instruct the manager to make accommodations in the FY 2000 budget to fund the position of economic development officer. Newsletter At last year's Goal Setting Meeting,the Board and the Town Manager settled on a semi-goal of trying to produce an external community newsletter, which would communicate important issues to the citizens. Mr. White has had a commitment from the leadership at Grace Chapel to hand deliver a newsletter. Mr. White is asking that two Board members act as editors; they would have some control over the content and what gets put into the newsletter. Mr. White has identified six potential items. Mr. White proposes that the Newsletter be sent semi-annually: one in the November/December period right before the tax rate gets set and once in March/April right before the budget gets adopted and Town Meeting starts; those are probably the two most critical periods. Mr. White suggested sending out the Newsletter for one year and then see what feedback is received before continuing the Newsletter. Mr. White plans to provide the Board with a list of potential topics by the end of August, at which time the Board can make some decision on direction. Mrs. Eddison and Mr. Fenn would be happy to work on the newsletter. Upon motion duly made and seconded, it was voted to instruct the Town Manager to develop systems to produce a municipal newsletter at least twice a year. Selectmen Liaison Report 4-Town Planning Group Mrs. Krieger stated that the 4-Town Planning Group is a Subcommittee of HATS. Karl Packard, Concord Planning Board member, gave a presentation a couple of months ago. He is taking a leadership role in the 4-Town Planning Group. The goals of the 4-Town Planning Group are essentially standards by which the 4 towns would like to design development that preserves the cultural, historical, and environmental qualities that citizens enjoy. In addition to those goals, the 4-Town Planning Group is charged with figuring out a process to implement those standards. It is the intention of the 4-Town Planning Group to hire a consultant that would look at the current zoning regulations in the 4 towns and make recommendations on how to consider regional development activities so that the Towns could have a collaborative development process. The 4-Town Planning Group has divided the proposal in terms of how they want to give out the work. They are prepared to offer a contract to MAPC for the first phase of work, which would define the current zoning regulations in the 4-town area and look at what the impact of development would be if it were built to its full extent within the current regulations. Specifically, they are proposing to:l) establish a GIS for the affected areas of the 4-Town 61-188 Selectmen's Meeting—July 6, 1998 Planning Group; 2) do an analysis of the existing zoning regulations in the 4 towns; 3) based upon applying those existing regulations to the GIS, a buildout, which would allow an analysis of what the full impact would be of development under the existing regulations. The fourth piece of this plan would be to do an analysis of the existing regulations and what their impact is. Once that basis has been established, then the 4-Town Planning Group would consider recommendations to changes in the zoning regulation and collaborative efforts that would allow us to design development in such a way that it protects the qualities that we regard as important in the 4-town area. Mrs. Krieger requests the Board give the 4-Town Planning Group approval to go forward with this proposal. The cost to Lexington for the GIS and analysis of the zoning regulations will be about $5,000; the costs are equally shared over the 4 towns. The analysis of the buildout has a variable span that goes from the low($750) to the maximum($7,500). Mrs. Krieger recommends that the Board support the full buildout. This is an opportunity for Lexington to participate with the 4 towns in doing a meaningful planning effort, one that will allow everyone to understand the full impact of development in the 4-town area, particularly when there are significant underdeveloped areas, such as Hanscom Field and Minuteman Tech. The Towns would be prepared to be proactive in development issues rather than reactive. Upon completion of this kind of study, Mr. Busa asked what Lexington can do to development in Concord or vise versa. Mrs. Krieger believes that once you have the full buildout you will have an objective analysis of what the impact of development can be. One in which there is a common playing ground for analysis and one has an understanding of what the buildout in each of the communities can be and analysis of what that impact could be on neighboring communities. Once armed with that, then the real work of the Committee begins to devise procedures and processes by which the 4 towns can collaborate on design and development. Mr. Busa asked if all 4 communities are in on this proposal equally, with equal amounts of interest and commitment? Mrs. Krieger thinks there is commitment among the 4 communities designing development and that there will be collaboration among the 4 communities in terms of understanding the impact of development. Mr. Busa asked what happens after the study is completed. Mrs. Krieger says the next step is to either come back to Town Meeting in the Spring or come back to Town Meeting in some other spring. The intent would be to come to the point where in fact there would be some recommendations with regard to zoning regulations, some recommendations with regard to a collaborative effort among the 4 communities that would design development such that it minimized the impact. Mrs. Krieger's understanding is money is available for this type of regional collaboration, that it is part of the revenue that is designated from the fuel tax at Hanscom that has been set aside for this type of planning effort. 61-189 Selectmen's Meeting—July 6, 1998 The reason for going outside at this point in time is that this is a relatively quantitative objective analysis that just takes time and people. The urgency in doing it now is that MAPC has graduate interns who are available and can do the work over the summer. The intent is to finish the first phase of proposals so that by spring there may be some recommendations that might go before the Town Meetings. Mrs. Krieger feels there may be a Stage Two, but the magnitude of Stage Two is going to be dependent upon the quality of work done in Stage One. It was asked if the park is a participant or just the 4 towns? Mrs. Krieger believes it is just the 4 towns that are going to carry it. Nancy Nelson sits on the 4-Town Planning Group and attends the meetings, but I believe it is the 4 towns who are being asked at this point to consider funding this proposal. How does this fit with public bidding? Mrs. Krieger believes it is consistent with the public bidding process and we can contract with MAPC because we are a member. It is an economical way to approach this. The 4-Town Planning Group recommends MAPC. Mr. Fenn is concerned about the Board committing $12,500 of the $20,000 set aside for Hanscom projects to this one project and he needs to have the project explained to him. Mrs. Krieger stated that Lexington has always taken the lead and that it is an important leadership role for the Town to play because of the major impact on our traffic situation of uncontrolled development in the 4-town area. She understands there are a variety of other competing priorities for the $20,000, but thinks this is a very useful basis to start to address the non-aviation issues of development in the 4-town area. Upon motion duly made and seconded, it voted 3 to 1 (Mr. Busa in opposition)to spend up to $6,000 on the first phase of a planning effort for the 4-Town Planning Group. Executive Session Upon motion duly made and seconded it was voted 4-0 by roll call vote: Acting Chairman Fenn, Mr. Busa, Mrs. Eddison, and Mrs. Krieger to go into executive session for the purpose of discussion of land acquisition with no intent to resume open session. Upon motion duly made and seconded, it was voted to adjourn at 9:20 p.m. A true record, Attest: Lynne A. Pease Assistant to the Executive Clerk 61-190 Selectmen's Meeting Minutes July 20, 1998 A regular meeting of the Board of Selectmen was held on Monday, July 20, 1998 in the Selectmen's Meeting Room, Town Office Building, at 7:30 p.m. Chairman Enrich, Mr. Busa, Mr. Fenn, Mrs. Eddison, Mrs. Krieger; Mr. White, Town Manager; Mr. Cohen, Town Counsel and Ms. Pease, Assistant to the Executive Clerk were present. Public Comments Mr. George McCormack, Precinct 5, stated that his wife was buried at Westview Cemetery four months ago. He passed out pictures of the gravesite that show very little grass, weeds, and dirt. He has tried to get someone to put loam on the ground so the grass will grow. He spoke to Mr. Woodbury a month ago and has not received any response. Mr. McCormack wants the matter resolved. Mr. White made a date to meet Mr. McCormack at the cemetery the next morning. All Alcoholic Beverage License—Bertucci's Restaurant Frank Cooper, an Associate with Brown, Rudnick, Freed and Gesmer was present to represent Bertucci's. Also present was Julie Quiller, the present on-site manager of the Lexington Bertucci's. NERC has purchased the Bertucci's Restaurant Corporation. Therefore, Bertucci's is asking the Board for permission to add the names of the new shareholders, officers and directors to the liquor license application. After much discussion and confusion, the Board agreed to approve the license with a condition due to time sensitivity. Upon motion duly made and seconded, it was voted to approve the request of Bertucci's Restaurant Corporation d/b/a Bertucci's Restaurant for a Change of Manager, Officers/Directors, and Stockholders on the condition that the attorney for Bertucci's provide to the Board within the next week documentation that clarifies what the changes are and clarifies who the on-site manager is. Hearings—Boston Edison Carol McManus, Boston Edison, was present to review three grant of location hearings. Chadbourne Road Boston Edison is seeking permission to install underground electric service to a new home. Upon motion duly made and seconded, it was voted to approve the petition of the Boston Edison Company to lay and maintain underground conduits and manholes, with the wires and cables to be placed therein, under the surface of Chadbourne Road: Install conduit—Westerly, approximately 116 feet south of Concord Road, a distance of about 8 feet. 61-191 Selectmen's Meeting—July 20, 1998 Fletcher Avenue/Woburn Street Boston Edison is seeking permission to provide electric service to an outside pump needed to facilitate in the on-going underground clean-up process at The Gingerbread Company. Upon motion duly made and seconded, it was voted to approve the petition of the Boston Edison Company to lay and maintain underground conduits and manholes, with the wires and cables to be placed therein, under the surface of Fletcher Avenue at Woburn Street: Install conduit— Easterly, approximately 75 feet north of Woburn Street, a distance of about 9 feet (±). Shade Street Boston Edison is seeking permission to relocate the electric service from overhead to underground at 74 Shade Street, per owner's request. Upon motion duly made and seconded, it was voted to approve the petition of Boston Edison Company to lay and maintain underground conduits and manholes, with the wires and cables to be placed therein, under the surface of Shade Street: Install conduit—Northerly, approximately 74 feet northwest of Fairbanks Road, a distance of about 10 feet. Hearing—Boston Gas Adams Street Boston Gas is seeking permission to provide gas service to the new subdivision on Adams Street. Upon motion duly made and seconded, it was voted to approve the petition of the Boston Gas Company to install approximately 60 feet, more or less, of a 4 inch gas main in Adams Street, Lexington, from the existing main in Adams Street at Emerson, in a westerly direction. Resignation—Long Range Planning Committee Mr. Michelson has been a key member of the Long Range Planning Committee for several years and provided great value to that committee. He is resigning to move on to the Appropriation Committee. Upon motion duly made and seconded it was voted to accept the resignation of Eric Michelson from the Long Range Planning Committee. 61-192 Selectmen's Meeting—July 20, 1998 Traffic Safety Advisory Committee Amendment to Charge The Traffic Safety Advisory Committee would benefit from having a broader representation of a different range of community people. Upon motion duly made and seconded, it was voted to increase the membership of the Traffic Safety Advisory Committee from 7 members to 8 members and 5 citizens appointed by the Board of Selectmen to 6 citizens. Appointment Appointing Winifred Huff to the Traffic Safety Advisory Committee would bring a parent interested in traffic safety issues to the Committee. Upon motion duly made and seconded, it was voted to appoint Winifred Bailey Huff to the Traffic Safety Advisory Committee for a term to expire September 30, 1999. Battle Green Guides Upon motion duly made and seconded, it was voted to appoint Kayla Belmont, Rachel Asquith, and Alexander del Nido as Battle Green Guides for the 1998 season. Committee Relationships Mr. Enrich would like to discuss two items regarding Committee relationships. First is where our Selectmen Liaisons should be. The second issue is whether the Board wants to change the way they relate to their committees. Regarding coordination among the review committees, Mr. White has met with Steve Hurley, Chair of the Design Advisory Committee; David Williams, Chair of the Lexington Center Committee; and has a preliminary date with Steve Politi, Chair of the Historic Districts Commission (HDC). Mr. White would like to send a fictitious application to each of the review committees so they can begin to identify a process; then when the Economic Development Officer starts he will be able to guide people through a predictable process that everyone understands. All parties will know when they are supposed to look at things, what role they have, how they are supposed to interact with other committees; they will be able to look for opportunities, and, when it is appropriate,to have joint hearings and meetings so that the process can be streamlined. The concept has been well received by all three, but the Board needs to be involved. There was a question as to whether the Board could have a Selectmen Liaison on the Historic Districts Commission. It was felt that the Selectmen Liaison to each of the review committees should be the same person to bring some continuity. It should be discussed with Steve Politi, Chair of the HDC. 61-193 Selectmen's Meeting—July 20, 1998 There was a general concern that the regulatory committees should be free of political and outside influence and what our relationship to them should be (Board of Appeals, Planning Board, Conservation, HDC). It is a matter of accountability because the Board makes the appointments/reappointments of members. It is appropriate for the Board to have some idea of what the issues are,how they are managed, and what needs are. Regulatory Agencies (need to do further exploration) Board of Appeals Historic Districts Commission Board of Health(link with Biosafety Committee) Conservation Commission Board of Assessors (D. Busa) Mr. Enrich and Mr. White will look into having a Selectmen Liaison assigned to these committees. The Board felt there was no need at this time for Selectmen Liaisons for the following groups: Appropriation Committee, School Committee, Planning Board, and TMMA. They would be included in the group of committees invited before the Board. Selectmen Liaison Assigned Cable TV (Jeanne Krieger) Human Services (Dan Fenn) LexHAB (Dan Busa) Council for the Arts (Peter Enrich) Lighting Options Committee (Dan Busa) Personnel Advisory Board (Peter Enrich) Town Report Committee (Betty Eddison) Recreation Committee (Dan Busa) There are three regional organizations the Town belongs to: MBTA Advisory Board, MWRA Advisory Board; both of which the Chairman or his designee is a member, and MAGIC, which we are supposed to have two designated representatives. Joe Marino has been acting as one of those representatives. Mr. Marino suggested that one of the Selectmen be the other representative. Mr. Enrich will be the Selectmen designee to all three. The following will be researched further to see what we should or need to be doing: Lexfest, Sister City Committee, Watershed Management Committee, Cambridge and Shawsheen Watershed. 61-194 Selectmen's Meeting—July 20, 1998 Mr. Enrich feels there is a very long list of committees that are hanging out there unconnected to the Board and staff. The Board needs to think of ways to tighten connections that would be constructive for the committees and the Board and the larger community. The Board believes it would be a good idea to create a schedule where once or twice a year committees came and talked about their objectives and how their programs are proceeding. The Board needs to establish communication, give them some visibility, and let the citizens come and let their concerns be known. Mr. White suggested that the Chairmen's Breakfast that used to be held yearly in September that started at 7:30 a.m. might be an appropriate way to begin to discuss the change in relationships. Mr. Fenn thinks we need to set up the new communication channels with a lot of sensitivity to make sure we are not trying to invade their area of expertise. The thing that stimulates volunteerism is the fact they have been given a job and run with it. They won't appreciate having the Selectmen looking over their shoulder all the time. The Committees may be out there doing a great job unrecognized and thinking that the Board is not paying attention to them and why are they doing this. Mr. Busa suggests a letter to each Committee chair informing them that the Board has gone through the liaison list and who the liaison is. Extend an invitation for them to invite the liaison to a meeting in whatever capacity that they feel they want. They should understand the liaison is available to them for whatever needs they can provide. Should go to all committees. The Chairs breakfast should wait until September. The letter will be prepared now and include the possibility of a Chair Breakfast to talk over relationships. Mr. Enrich will put together a letter with the help of the Selectmen's Office. Caleb Warner would like a yes or no on the Watershed Management Committee. Includes brook cleaning and working with the Cambridge Reservoir and other watersheds. Mr. White says it has been his proposal to establish the committee, make recommendations to the Board, and have the Board approve the appointments. It is his feeling that this is a committee that has a large policy implication that the Board has an interest in. It also has an operational point of view where there should be some operational input. Mr. White will check if he has the concurrence of the Conservation Commission. Operation Updates Cemetery Fence Mr. Woodbury stated that the cemetery fence has been a project being looked at for a long time. The original plan was to try to restore the existing fence. Mr. Woodbury has been unable to get an estimate on repairing the fence because it is in such a deplorable condition. Mr. Woodbury found there was not anything unique about the fence; it is very close in style to off-the-shelf 61-195 Selectmen's Meeting—July 20, 1998 fencing. The difference is the current fence is 9 feet off center from post to post and standard shelf fencing is 8 feet. It is Mr. Woodbury's recommendation to replace the fence with a standard wrought iron double-dip galvanized and power coat painted off-the-shelf fence that has a 20-year warranty. The cost of replacing all the fencing, with the exception of the gate, is estimated to be $59,000. There is currently $90,000 in a Selectmen's Gift Account for this kind of repair. Mr. Fenn asked if the fencing issue had been brought before the Historical Commission or Sara Chase. Mr. Woodbury will follow-up with Sara Chase. The Board gave their approval to proceed. Mr. Woodbury mentioned that buying the new fence allows for the possibility of people donating sections of the fence. Polling Place Update Town Clerk Donna Hooper gave the Board an update on some of the polling issues for future elections. Right now seven of the nine precincts are in public school buildings. The immediate concern is with relocating Precinct 5 (Cary Hall). The plans right now are to have both the September primary and the November election at Cary Hall. The next regular election is the Town Election in March 1999. At that time Precinct 5 will need to be relocated. In the last year and a half Ms. Hooper has been investigating opportunities for other possible polling facilities. She met with the Clergy Association in December 1997 and has received an offer from the Countryside Bible Chapel at 480 Lowell Street, which is in Precinct 5. A decision on whether to use Countryside Bible Chapel will have to be made in the near future to allow enough time to notify precinct members of a location change. There is no requirement that the polling place be located in the Precinct. It is possible to double up Precincts; there are enough polling machines to do so. Doubling up on Precincts makes the parking a big problem; which is a problem at all locations. If there was doubling up there would be a police detail available to help with parking issues. By March the new voting machines will be in place and it will be much less problematic to change polling location. Right now there are six automatic voting machines at each poll that weigh about 1000 lbs. each. The Board felt that as soon as the new optical scanning equipment was in place we should take Countryside up on their offer, especially because of the excellent parking. The Board also felt it was very kind of Countryside to offer their facility for voting. Lexpress Update Transportation Coordinator,Nancy Kolb, reported on the Transportation Advisory Committee and the Transportation Services Office operations, the Lexpress and chair car services and also other activities of the Transportation Office. 61-196 Selectmen's Meeting—July 20, 1998 Establish Selectmen's Gift Account Mr. White received an application from World Com for Metropolitan Fiber Systems/McCourt, Inc. to expand their fiber optic network that caters to business and the high-speed transmission of data. As you may recall, we had three other applications: two by MFS/McCourt and one by Teleport in which each of the three cases we were able to successfully negotiate a fee for the installation relying on Chapter 166, Section 21, around the Town's right to be compensated for being incommoded. MFS/McCourt expressed some concerns about equity in terms of its treatment and wanted a policy being set. Through a series of negotiations Mr. White was able to reduce their request to a staff administrative directive. A copy was passed out to the Board. It is still being revised, but has been reviewed by counsel. MFS/McCourt wants to be guaranteed that the staff will make recommendations based on the same set of policies from company to company. Although we were able to show them documentation that we had done that, they wanted, considering their investment, a guarantee. The administrative directive is not meant to preclude the Board from waiving a fee; it just sets in stone a set of criteria for the staff to establish a prolinear fee as it relates to Chapter 166, Section 21 and sets a process guaranteeing future applications either by World Com or someone else. Any application that met all the engineering standards and other issues raised by public works, police or fire or other departments and met this criteria would receive a positive recommendation from the staff, but it does not preclude the board from establishing another standard or waiving the fee, or increasing a prospective fee, based on data they have. It only guarantees the applicant that there is an even playing field and everyone gets treated the same way. Mr. White asked the Board to review the administrative directive over the next week and give Mr. White a call with any questions or suggestions. Upon motion duly made and seconded, it was voted to establish a Selectmen's Gift Account in the amount of$60,000 to be used for Conservation Brook Studies, the Last Night Celebration, and Strategic Planning. Approve Acting Town Manager Appointment Mr. White will be attending the ICMA conference from October 23 through 29 and will be on vacation from October 30 through November 7. Upon motion duly made and seconded, it was voted to approve the Town Manager's appointment of Linda Crew Vine as Acting Town Manager during his absence from Thursday, October 22 through November 7, 1998. Selectmen Liaison Reports Strategic Planning Process At the Goal Setting Session the Board agreed that Mr. White and Mr. Enrich would come back this evening with a draft of a charge for initiating a Strategic Planning Process. That has not 61-197 Selectmen's Meeting—July 20, 1998 happened yet, but is something we will work on and share by the next meeting. At the request of the Board, Mr. Enrich did, along with Mr. Fenn, attend the meeting of the Long Range Planning Committee on June 30 and discussed the strategic planning process with them. They had a number of questions but received the idea with enthusiasm. The Long Range Planning Committee was invited to come meet with the Board on what their activities have been and to share their advice on how the Board should proceed. They are preparing something formal and plan to attend the meeting on August 10. Lexington Bicycle Advisory Committee Mrs. Eddison wanted to update the Board on the Bicycle Advisory Committee. They received from the DPW a draft of plans for the light at the Bedford Street intersection of the bikeway. It was the opinion of the Committee that the first draft of the plan was much too elaborate and they wanted it to be simplified. They gave some very specific suggestions to the DPW. A letter has been written to Mr. Woodbury outlining their suggestions. Service Directory Mr. White passed out an updated Service Directory to the Board. It is an alphabetized list of who does what and is being distributed to the staff. There will be some training for the staff to reinforce the referral process and how we can service people better. Mr. White would like the Board to look over the Service Directory; if they think it might be useful to the citizens of Lexington, that can be done at a later date. 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