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HomeMy WebLinkAbout1999-02-BOS-min61-311 Selectmen's Meeting Minutes February 1, 1999 A regular meeting of the Board of Selectmen was held on Monday, February 1, 1999 in the Selectmen's Meeting Room, Town Office Building at 7:30 p.m. Chairman Enrich, Mr. Fenn, Mr. Busa, Mrs. Eddison, Mrs. Krieger, Mr. Cohen, Town Counsel, Mr.White, Town Manager and Ms. Smith, Executive Clerk were present. Use of Battle Green - LexFest Celebration Upon motion duly made and seconded, it was voted to approve the use of the Battle Green and Visitor's Center on May 22, 1999 from 10:00 a.m. to 4:00 p.m. for the annual LexFest Celebration. Minutes Upon motion duly made and seconded, it was voted to approve the minutes of the meeting of January 4, 1999 as corrected. Warrant for Special Town Meeting and Annual Town Meeting Upon motion duly made and seconded, it was voted to sign the Warrant for the Special Town Meeting and for the Annual Town Meeting on March 22, 1999. Mr. Fenn suggested inviting the Planning Board in to walk the Board through the zoning articles. Recreation Fees Recreation Department Program Coordinator Jonathan Jalbert reviewed the Recreation Committee's recommended fee increases to become effective with the Spring season. Mr. Busa inquired about not instituting the Little League increase from $5.00/child/season to $8.00/child/season until next year. The Lexington Little League has developed a great partnership with the Town by putting money back into fields maintenance. The groups have also offered to groom the fields before the games. Karen Simmons indicated they have installed four mini-sheds to hold grooming materials. Mr. Busa also asked that the Little League be invited to the next Recreation Committee meeting to discuss this matter. Upon motion duly made and seconded, it was voted to approve the following increased Recreation Fees: 61-312 Selectmen's Meeting - February 1, 1999 Aquatics Resident Family Swim Tag $125.00 Adult Swim Tag$45.00 Child Swim Tag (up to 18) $30.00 Senior Swim Tag $30.00 Replacement Swim Tag$15.00 Swim Lessons Youth $38.00 Tennis Lessons Youth $35.00 Lessons Adult$55.00 Summer Camp for All per 2 week session $300.00 Teddy Bear 1/2 day Preschool p/week $80.00 Ballfields Youth Leagues p/child p/season (effective FY2000) $8.00 Adult Leagues blanket - under 20 $200.00 Adult Leagues blanket - over 20 $250.00 Golf Resident 9 holes $14.00 Resident 9 holes Senior Mon.-Thurs. $11.00 Resident 9 holes weekend $16.00 Non-Resident $16.00 Non-Resident Senior Mon.-Thurs. $12.00 Non-Resident weekend$18.00 Debt Discussion Mr. White handed out a list of capital improvement plan projects for the next five years totaling more than $72 million with financing ranging from five to 25 years. Mr. White also explained some major needs that are not reflected in the $72 million such as the major need for work in the elementary schools and the $2.1 million bond authorization for the Cary Library reconstruction project. There was much discussion about combining School and Town building maintenance efforts, starting a fields maintenance program to get the fields in good order and then maintaining them, considering funding capital through debt exclusion. Mr. White will be coming back to the Board with a $2,000,000 cash capital program. The Board then will be ready to prioritize the cash capital items. Lexpress Mr. White announced that the Transportation Advisory Committee has voted to put closure to the CNG bus issue for the next three years. 61-313 Selectmen's Meeting - February 1, 1999 Fund for Lexington Mr. Fenn reported on the very pleasing outcome of this year's drive for the Fund for Lexington that has received $16,500 in donations thus far. He also explained that it is not too late to contribute to help neighbors in Lexington get past difficult times. Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call vote: Chairman Enrich, Mrs. Eddison, Mr. Fenn, Mr. Busa and Mrs. Krieger to go into Executive Session for the purpose of discussion of collective bargaining matters with no intent to resume open session. Upon motion duly made and seconded, it was voted to adjourn at 9:25 p.m. A true record, Attest: Phyllis A. Smith Executive Clerk 61-314 Selectmen's Meeting Minutes February 8, 1999 A regular meeting of the Board of Selectmen was held on Monday, February 8, 1999 in the Selectmen's Meeting Room, Town Office Building at 7:30 p.m. Chairman Enrich, Mr. Fenn, Mr. Busa, Mrs. Eddison, Mrs. Krieger, Mr. Cohen, Town Counsel, Mr.White, Town Manager and Ms. Smith, Executive Clerk were present. Mr. Enrich called the meeting to order at 7:30 p.m. Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call vote: Chairman Enrich, Mrs. Eddison, Mr. Fenn, Mr. Busa and Mrs. Krieger to go into Executive Session for the purpose of discussion of collective bargaining matters and to resume open session at 8:30 p.m. Open session resumed at 8:30 p.m. Consent Agenda Sewer Rate Relief Upon motion duly made and seconded, it was voted to accept $24,164.00 from the commonwealth Sewer Rate Relief Fund to be used solely for the purpose of providing assistance in the mitigation of sewer rate increases in fiscal year 2000. Establish Selectmen's Gift Account - School Capital Project Upon motion duly made and seconded, it was voted to establish a Selectmen's Gift Account to receive $2,049.25 from the Citizens for Lexington's Future Ballot Committee and expend funds to be used to help defer some of the costs associated with the School Capital Program. Accept Heritage Scholarship Fund Upon motion duly made and seconded, it was voted to accept $10,000 from an anonymous donor and establish the Heritage Scholarship Fund. Parking Fees Transportation Coordinator Nancy Kolb presented the Board with several options available concerning permit parking in the Center as a result of the Lexington Arts & Crafts Society raising the annual rate per parking space at their lot from $250 to $350. 61-315 Selectmen's Meeting - February 8, 1999 Board members, after discussion of the options, asked Nancy to offer the Arts and Crafts Society the possibility of adding 8 more permits without increasing the number of rented spaces at their lot. We will not guarantee to pay them; however if we sell some or all of the 8 more permits, we will turn the revenue over to them. Ms. Kolb will report back to the Board on the offer in two weeks. Flexible Work Schedule Assistant Town Manager Linda Crew Vine reviewed a proposal to formalize a long-standing practice of full-time non-union employees enjoying the benefit of a flexible work schedule. Board members all wholeheartedly endorsed the proposal. Joint Meeting with School Committee School Committee members Mrs. Peltz, Mrs. Elberger, Mrs. DiGiammarino, Mr. Rosenberg and Mr. Long, Superintendent Karla Brooks Baehr, School Director of Business and Finance Susan Boltan and Director of Facilities, Grounds and Support Services John Moynihan joined the meeting at 9:00 p.m. for the purpose of discussing attempts at closing a $2.5 million budget gap. Mrs. Peltz indicated the School committee had asked the Superintendent two weeks ago to look for a $1.5 million reduction in her original budget. The Superintendent is in that neighborhood now. Dr. Baehr would like time to fully advise the affected staff and solicit their support. The School Committee will be meeting on February 23 to present a reduced proposal and conduct a public hearing. Mr. White reported that he had preliminarily identified about $1 million of action. We are anticipating some increase in State Aid and we are trying to determine and fine tune the lottery receipts. This amounts to additional revenue between $127,000 and $269,000. We have taken a further look at the relationship with NESWC. We have been setting aside funds anticipating an increase in tipping fees and I am recommending we use $240,000 for the FY2000 budget. Also, John Ryan and I have had preliminary discussions with the School Department around bonding scenarios. It looks like we can package some of our borowing and there is a chance of saving between $220,000 and $270,000. That leaves between $220,000 and $360,000 of reductions in DPW. Mr. White also indicated that his numbers do not take into account the $72,000 increase in the VoTech budget nor any of the supplemental requests. Mrs. Peltz also indicated that the School Committee had not factored in the $283,000 anticipated revenue enhancements. 61-316 Selectmen's Meeting - February 8, 1999 Mr. Enrich acknowledged how well he thinks the process has gone under a very difficult situation. Both the School Committee and the Board still have a lot of homework to do and hope to reach a satisfactory resolution within a few weeks. Upon motion duly made and seconded, it was voted to adjourn at 9:25 p.m. A true record, Attest: Phyllis A. Smith Executive Clerk 61-317 Selectmen's Meeting Minutes February 22, 1999 A regular meeting of the Board of Selectmen was held on Monday, February 22, 1999 in the Selectmen's Meeting Room, Town Office Building at 7:30 p.m. Chairman Enrich, Mr. Fenn, Mr. Busa, Mrs. Eddison, Mrs. Krieger, Mr. Cohen, Town Counsel, Mr.White, Town Manager and Ms. Smith, Executive Clerk were present. Public Comments Center Businessman Dick Michelson expressed concern over the design of Depot Square and the elimination of 8 feet of pavement. He feels this will cause a back up in traffic when Lexpress buses try to make a left hand turn onto Mass. Ave. He spoke of an experiment conducted last Sunday with a fire truck. The fire truck did make the corner under ultimate conditions. He said his hope is that the Board will discuss the design further. Mr. Fenn reviewed the process to date and indicated it was his understanding that the plans had been thoroughly discussed and agreed upon by a number of interested groups. The only matter that had not received thorough review and agreement was the matter of the two Norway Maples. It was also his understanding that the matter of the Norway Maples would be the only matter that would be discussed further and that the group was asked to come back with some options for the Board to consider. Residents and business owners in the Depot expressed concerns over gridlock and delaying the project until the Depot building is sold. Mr. Enrich replied that postponement of the project is not an option. The State is ready to go out to bid on the project. Susan Fantano of Nefertiti Beauty Salon, speaking for herself and other businesses asked the Board to reconsider the renewal of the lease of parking spaces at the Arts and Crafts Society. Mr. Enrich responded that this issue has not gone away and will be considered further by the Board. License for Storage, Operation and Maintenance of a compressed Natural Gas Facility Mr. Enrich opened a hearing on the application of AVSG LP for a License for the Storage, Operation and Maintenance of a Compressed Natural Gas Facility on State owned land at Route 128 N. Mr. Joseph Permatteo, President of AVSG LP explained that this facility would be used to fuel Mass Highway Vehicles. State vehicles are under a mandate to comply with the Clean Air Act. Mass Highway will be receiving 27 CNG vehicles in March that will be refueled at this facility. 61-318 Selectmen's Meeting - February 22, 1999 Board members asked about the worst case accident scenario. Mr. Permatteo said it would be a leak. If a leak occurs, the natural gas freezes up and will not puddle, it is safer than gasoline. The gas is taken from the line, compressed to 4500 PSI, goes into 300 gallon storage vessel and is all operated with credit cards. Everybody that fuels at the facility will be trained, which will be an ongoing process. If they break ground tomorrow, the facility could be up and running in three months. Residents and abutters on Birch Hill Lane expressed concerns about safety issues and response times of the Fire Department. Upon motion duly made and seconded, it was voted to continue the meeting to Monday, March 1 to allow time for residents to meet with Assistant Chief Torode for further information and to address their concerns. Traffic Safety Advisory Committee - Independence Avenue David Carbonneau of the Engineering Department reported that the businesses in the area of Independence Avenue have been notified of the recommendation of the Traffic Safety Advisory Committee for a no parking sign in front of 6 Independence Avenue. Mr. Busa thanked Mr. Carbonneau and said his only concern in postponing action on this matter was to be assured that it would not pose a problem for the businesses in the area and sees no problem with going forward with the sign. Upon motion duly made and seconded, it was voted to approve the recommendation of the Traffic Safety Advisory Committee. Keno License Application - Mass. Convenience Store, 93 Massachusetts Avenue Attorney Bill Goldberg, representing Mr. Davinder Sharma the prospective new owner of the Mass. Convenience Store at 92 Massachusetts Avenue who was also present, reviewed the plans of Mr. Sharma to make improvements in the food store. He indicated that one of the conditions of Mr. Sharma buying the Food Store was that he be able to obtain a Keno license. Board members expressed a strong desire to see the food store fixed up and maintained in good condition. The Board also advised the new owners that they were not given an opportunity to object to the original license for Keno at the Food Store. They would prefer not to have any Keno licenses in Town; however, they would not ask for a hearing before the Massachusetts State Lottery Commission to object to the new owners being granted a Keno license. However, the Board did advise Mr. Sharma and his attorney that they did not want to see tables and chairs in the store which would make it more hospitable as a gambling site. 61-319 Selectmen's Meeting - February 22, 1999 Pavement Management Program Gordon Daring of Vanasse, Hangen Brustlin, Inc. reviewed the results of the Pavement Management Program. The streets are measured as to their pavement condition index (PCI) and placed into one of five treatment bands ranging from do nothing to complete reconstruction. The PCI shows that of the 127 miles of town accepted road miles 20.4 miles are in the do nothing category, 25.1 miles in routine maintenance, 29.5 miles in preventative maintenance, 15.6 miles in need of structural improvement and 36.5 miles in need of reconstruction. The current backlog of outstanding needed repairs of accepted roads amounts to $23 million. Mr. Daring then reviewed the recommended funding to repair and maintain the streets in the future. The software for the program can easily be used by the Engineering Department to review and keep track of the condition of the streets on an ongoing basis as repaving and reconstruction occurs. The pavement management program was paid for using Chapter 90 funds of $53,000. Recreation Department Fees - Little League Mr. Busa and Mr. Enrich spoke of the confusion with respect to the increase in the Little League st fees at the February 1 meeting. The intent was to keep the current $5.00/child/season for calendar 1999 and that the Recreation Committee come back to the Board with a proposal for an incremental fee increase to $8.00/child/season. Upon motion duly made and seconded, it was voted to keep the Little League per child per season fee of $5.00 through calendar 1999. Minutes Upon motion duly made and seconded, it was voted to approve the minutes of the meetings of January 11, 25 and 27, 1999. Executive Session Minutes Upon motion duly made and seconded, it was voted to approve the Executive Session minutes of the meetings of February 1 and 8, 1999. Cash Capital and Debt Mr. White and Finance Director John Ryan gave the Board an overview of options available to deal with the opportunities that a declining debt tax levy allocation presents for the future of cash capital investments. 61-320 Selectmen's Meeting - February 22, 1999 Budget Award - Government Finance Officers Association Mr. White reported that the Town had once again received the GFOA award for the FY1999 budget submission. Mr. White acknowledged the hard work of the staff in helping to achieve the award. Mr. Fenn saluted the Manager in achieving the award saying it is the tendency of the manager to credit the staff. Town Manager Evaluation Mr. Enrich reported that the Board members had individually evaluated the Town Manager's performance under the leadership of Mrs. Krieger who has compiled the ratings. Mrs. Krieger reviewed the performance evaluation. The last time a performance review for the Town Manager was conducted was in 1996, 2 1/2 years ago. A review is due. In light of the substantial turnover in the Board next month, we focused this year's process on the experiences of Board members. This information should be supplemented by input from Town staff, but such input is best handled confidentially and anonymously. Mr. White advocates such a "360" process, has made use of one in the past and plans to implement such a program again this year. In future assessment processes, the Board should also consider appropriate ways to solicit input from other representatives of the various constituencies with whom the manager works. We used a format that had been developed for the past two reviews which evaluated Mr. White's performance in 6 areas. Management of Town Finances Negotiation of Contracts Community Relations Communications with Selectmen Communications with Other Boards, and Personnel Each of these topics was characterized by multiple statements which permitted numerical evaluation on a scale of 1 Unsatisfactory to 5 Outstanding. I will outline our salient observations under each topic and then summarize our comments: Management of Town Finances: We all gave him high marks and noted continuous improvement over the past few years in the process. Each year he has brought the budgets forward earlier. He has been resourceful in finding solutions to budgetary challenges both in the preparation and implementation of the budget. He has creatively opened up the process and offered innovations, which enable us to contribute in an ever-more useful way. We especially appreciate his definition and identification of our long-range fiscal issues and his assistance in our development of strategies to deal with them. Specifically, we commend him on his proposal 61-321 Selectmen's Meeting - February 22, 1999 for a long-range capital funding, the "out-of-the-box" initiatives to identify novel cost savings and revenue sources as well as his work with the DPW this year to implement cost savings with minimal impact on town services. These initiatives reflect not only Rick's ability to think strategically but his ability to engage his staff in addressing critical Town issues. Communication with Selectmen - another area in which we were very satisfied. We all feel that Rick does an excellent job in keeping us informed of emerging trends and potential problems. He and the Chair work closely together to prioritize issues and bring them forward to the whole Board. We feel that our working relationship is strengthened by Rick's commitment to keeping us all informed. Rick effectively uses information to empower us. Details sometimes escape Rick. We could all be more efficient if we relied on e-mail to make requests thereby creating a paper trail and perhaps including Rick's Office Manager in our requests. Communication with Other Boards, Committees and Officers This is an area in which there has been improvement over the past two years. We believe Rick's relationship with the Superintendent and School Committee is much more open and candid than it has been in the past due in no small part to a reciprocal openness offered by Dr. Baehr. Opportunities for engagement with the financial committees have been limited, but we do not regard this as problematic. We believe Rick has a good working relationship with the Chair of the Planning Board and would encourage him to continue to strengthen his relationship with the Planning Board and staff, particularly as we move forward with the Strategic Planning process. Negotiation of Contracts with Bargaining Units and Vendors We all share an admiration for Rick's negotiating skills. He knows what he wants to achieve and attains the best for the Town while maintaining the respect and dedication of the involved workforce. Although his working relationships have not been equally strong with all bargaining units, good results were achieved with all units in the most recent bargaining cycle, resulting in multi-year contracts for all unions. We expect that the resultant hiatus in contract negotiations will provide an opportunity for creative approaches that can strengthen communications and relations where there have been tensions in the past. Community Relations This is one area in which we were not unanimous in our observations, reflecting more a difference in our expectations than any deficiencies in Rick's performance. Some feel that Rick has made improvements in his relationship with the community. His relationship with members of the community can no longer be regarded as aloof, but there was some sentiment that he still has opportunity for improvement. Others of us feel that his communications are generally excellent, that he strikes the proper balance between involvement and protection of his staff in community matters. Specific examples include the work with the neighborhood in South Lexington to address traffic without recourse to introduction of traffic lights; the introduction of a biannual Newsletter, and the meeting chaired by the Chief of Police and the DPW Director to address neighborhood concerns about parking in the center. By the nature of his position, the Town Manager is the focus of the community concerns and we feel he 61-322 does an admirable job of representing our policies while maintaining a high degree of sensitivity to the needs of the community. Personnel - The development of the Sr. Management Team has been one of Rick's greatest accomplishments. The senior staff is recognized for its initiatives and has developed an openness and respect in its working environment, which permits its considerable talents to be used effectively. We are confident that Rick will push these standards and expectations farther down into the organization and will thereby maximize the productivity of the entire organization. Rick provides opportunities for growth and has worked effectively with the Planning Board and staff in the hiring of the Associate Planning Director, this year's significant new hire. Overall Performance Rating - We hold Rick in high regard, enjoy working with him and believe he has shown exemplary performance that exceeds requirements of the job. Our suggestions for areas of improvement next year are largely ones of fine tuning: to continue to work with Mr. Fenn on developing a program to make our hiring practices even more inclusive, to strengthen the Town's technology positions and to strive for productivity and efficiency gains within the organization. We believe the implementation of a confidential "360" process with his staff will further strengthen the organization's effectiveness. Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call vote: Mrs. Eddison, Mr. Fenn, Mr. Enrich, Mr. Busa, Mrs. Krieger to go into executive session for the purpose of discussion of a matter of litigation with no intent to resume open session. Upon motion duly made and seconded, it was voted to adjourn at 11:12 p.m. A true record, Attest: Phyllis A. Smith Executive Clerk