HomeMy WebLinkAbout2010-12-BOS-min66 -1
Selectmen's Meeting
December 1, 2010
A meeting of the Board of Selectmen was held on Wednesday, December 1, 2010 at 9:00 a.m. in
the Selectmen Meeting Room, Town Office Building. Chairman Manz, Mr. Kelley, Mr. Cohen,
Mr. Burnell and Ms. Mauger; Mr. Valente, Town Manager and Ms. Pease, Executive Clerk, were
present.
FY 2012 Budget Presentations
Recreation
Ms. Simmons, Recreation Director, presented the Recreation FY2012 Budget Requests. Level
Service Requests: Recreation $1,208,336; Pine Meadows $529,999; and Indirect Costs
$214,000. Total Level Service Budget $1,952,335.
Department Goals: develop conceptual plan for the use /reuse and development of the Busa Farm
property; manage active recreation projects; develop a Pet Waste Education program over the
next year coordinating with community development and the Town Clerk; identify and develop
strategies designed to lessen the need for the Pine Meadows Golf Club to subsidize the
Recreation element; and work with the Finance Department, Town Manager's Office and
Selectmen to review and update the Recreation Enterprise Fund policy.
Capital Projects: Town Pool Renovation— $165,000; Center Playfields Drainage,
Implementation Phase - $911,863; and Park Improvements, Athletic Fields - $50,000.
Office of Community Development
Ms. Mullins, Community Development Director, presented the FY2012 Community
Development budget requests. Level Service Requests: Building and Zoning $492,893;
Regulatory Support $201,487; Conservation $169,507; and Health $236,133. Total Level
Service Budget $1,100,019.
Program Improvement Requests: Contractual Temporary Staff - $18,500; Community Gardens
on Dunback Meadow Conservation - $4,600; Part-time Conservation Ranger $11,650. Total
Program Improvement Requests: $34,750.
Department goals include: implement Laserfiche Document Imaging software; expand the
microfilming and scanning programs to other divisions within the department; and implement
permit tracking software.
Health Goals: continue pandemic flu planning and develop Food Establishment Operation
Policy.
Conservation Goals: prepare and implement land management plans for each conservation area,
implement the watershed stewardship program in collaboration with DPW; and implement
Action Plan for Williard's Woods.
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Budget Presentations — December 1, 2010
Planning
Ms. McCall - Taylor, Planning Director, presented the Planning FY2012 Budget Requests. Level
Services Requests: Planning $274,375.
Program Improvement Request: Zoning Cosultant - $50,000.
Department Goals include: recodify the Zoning Bylaw to bring it into compliance with statute
and case law utilizing consultant funded by Town Meeting; update the Development Regulations
by sponsoring a symposium on street standards to work toward common standards that meet the
needs of varied constituents from the Fire Department to the bicyclists to DPW; implement the
transportation management plan for the Hartwell Avenue area, institute process for site plan
review in the CM district, coordinating with the Building Commissioner; and explore affordable
housing production options utilizing CPA and HOME funds.
Town Manager
Ms. Olsen, Management Intern, presented the Town Manager's Office FY2012 Budget Requests.
Level Service Requests: Organizational Direction and Administration $572,862 and Human
Resources $203,914. Total Level Service Budget $776,776.
Program Improvement Requests: Administrative Assistant - Benefits Specialist - $68,120 and
Office Furniture $20,000.
Department Goals include: management the implementation of the Town Office Building
renovation; implement a multi -year professional development plan primarily focused on middle
managers; evaluate features and usability of Town's web presence and identify options for
enhancement; continue to refine and implement administrative policies for the organization; and
issue an RFP for a classification and compensation study for the Lexington Municipal
Management Association.
Town Committees
Ms. Olson, Management Intern, presented the Town Committees FY2012 Budget Requests.
Level Service Requests: Financial Committees $7,500; Miscellaneous Boards and Committees
$4,500; Public Celebrations $33,000. Total Level Service Requests: $45,000.
Program Improvement Request: Citizens' Academy Program Support - $750.
Board of Selectmen
Ms. Pease, Executive Clerk, presented the Board of Selectmen's FY2012 Budget Requests.
Level Service Requests: Selectmen's Office $175,087; Legal $400,000; Town Report $7,000;
and LCTV $400,000.
Program Improvement Request: Lexington 300 Celebration - $6,000.
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Budget Presentations — December 1, 2010
The Selectmen requested that a representative of the 300 Celebration Committee come to a
Selectmen's Meeting to explain how the events will be paid for and what the plans are.
Authorize Town Manager to Executive Documents for Cotton Farm Closing
Upon motion duly made and seconded, it was voted 5 -0 that with respect to (i) that certain
Purchase and Sale Agreement dated as of August 2, 2010 between Thomas J. Cataldo, as Trustee
of Cotton Farm Realty Trust, u /d/t dated December 9, 1996 and recorded with the Middlesex
South Registry of Deeds in Book 26899, Page 28, Thomas J. Cataldo, as Trustee of Cotton Farm
Realty Trust No. 2, u /d /t dated November 29, 2001 and recorded with said Deeds in Book 34323,
Page 45 (collectively, the " Seller "), and the Town, on behalf of its Conservation Commission
(the " Purchase and Sale Agreement "), regarding certain land containing approximately 4.21
acres shown as "Lot 1" on that certain plan entitled "Plan of Land Located in Lexington,
Massachusetts (Middlesex County)" prepared by Meridian Associates, dated October 22, 2010
and recorded with said Deeds in Plan Book 02010, Page 775 (the " Marrett Road Land "), and (ii)
that certain Real Property Donation Agreement dated as of August 2, 2010 between Thomas J.
Cataldo, as Trustee of the Pacific Partners Realty Trust, u /d/t dated October 21, 1998 and filed
with the Middlesex South Registry District of the Land Court as Document No. 108328, and the
Town (the " Donation Agreement ") regarding certain land containing approximately 14.5 acres
shown as Lot 2 on Lexington Assessor's Map 80 (the " Hartwell Ave Land "):
To authorize the Town Manager to take all actions on behalf of the Town that are
reasonably necessary, in the judgment of the Town Manager, to complete the purchase of
the Marrett Road Land by the Town in accordance with the Purchase and Sale Agreement
and the applicable Town Meeting vote, including without limitation signing any
necessary amendments to the Purchase and Sale Agreement, a Deed Restriction for a
portion of the remaining land of the Seller, a Driveway Easement over the Marrett Road
Land as well as closing forms, documents and settlement statements.
2. To authorize the Town Manager to take all actions on behalf of the Town that are
reasonably necessary, in the judgment of the Town Manager, for the Town to receive
reimbursement for a portion of the purchase price for the Marrett Road Land under that
certain Local Acquisitions for Natural Diversity (LAND) Grant Program of the
Commonwealth of Massachusetts (the " Grant "), including without limitation signing a
State Standard Contract, Land Project Agreement and Contractor Authorized Signatory
Form in substantially the forms presented to the Board of Selectmen at the Board's
December 1, 2010 meeting, the final terms and conditions of which shall be negotiated by
and shall be acceptable to the Town Manager and town counsel in their reasonable
discretion, as well as all other documents in connection with the Grant.
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Budget Presentations — December 1, 2010
To authorize the Town Manager to take all actions on behalf of the Town that are
reasonably necessary, in the judgment of the Town Manager, to complete the donation of
the Hartwell Ave Land to the Town in accordance with the Donation Agreement and the
applicable Town Meeting vote, including without limitation signing any necessary
amendments to the Donation Agreement as well as closing forms, documents and
settlement statements.
Set Date for Closing Warrant/Local Election and First Session of the 2011 Annual Town
Meeting
Upon motion duly made and seconded, it was voted to close the warrant for the 2011 Annual
Town Meeting on January 3, 2011.
Upon motion duly made and seconded, it was voted 5 -0 to set the date for the Local Election for
Monday, March 7, 2011.
Upon motion duly made and seconded, it was voted 5 -0 to set the date of the 1" session of the
2011 Annual Town Meeting for Monday, March 21, 2011.
Documents Presented
1. Recreation Enterprise Requested Budget for FY2012.
2. Community Development Requested Budget for FY2012.
3. Planning Department Requested Budget for FY2012.
4. Town Manager's Office Request Budget for FY2012.
5. Town Committees Requested Budget for FY2012.
6. Board of Selectmen Requested Budget for FY2012.
Upon motion duly made and seconded, it was voted to adjourn at 12:00 p.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
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Selectmen's Meeting
December 2, 2010
A meeting of the Board of Selectmen was held on Thursday, December 2, 2010 at 8:00 a.m. in
the Selectmen Meeting Room, Town Office Building. Chairman Manz, Mr. Kelley, Mr. Cohen,
Mr. Burnell and Ms. Mauger; Mr. Valente, Town Manager and Ms. Pease, Executive Clerk, were
present.
FY2012 Budget Presentations
Town Clerk
Ms. Hooper presented the Town Clerk FY2012 Budget Requests. Level Service Requests:
Town Clerk Administration $260,453; Board of Registrars $19,325; Elections $82,250; and
Records Management $39,910. Total Level Service Budget $401,939.
Department Goals include: development of coordinated Archives & Records Management
Program, CPA support for historic records conservation and preservation and records indexing
and Laserfische Document Imaging System implementation for records retention and electronic
access.
Capital Projects: Archives & Records Management/Records Conservation - $150,000.
Human Services
Ms. Rodgers, Human Services Director, presented the FY2012 Human Services Budget
Requests. Level Services Requests: Administration $172,198; Community Programs $126,235;
Human Services and Veterans Administration $90,186; Services for Youth $70,608; Senior
Services $121,414; Developmentally Disabled $15,000. Total Level Service Budget $595,642.
Program Improvement Requests: Part-Time Municipal Clerk $7,739 and Rental Contractual
Services $3,000. Total Program Improvement Requests: $10,739.
Departmental Goals: Implementation of safety and accessibility improvements to the Muzzey
Senior Center; pilot a door to door transportation program for seniors and residents with
disabilities; collaboration with Lexington Public Schools and Police to provide outreach,
education and prevention services to youth of all ages and their families.
Library
Ms. Rawson, Library Director, presented the Library FY2012 Budget Requests. Level Service
Requests: General and Technical Services $418,404; Adult Library $1,232,008; and Children's
Library $361,830. Total Level Service Budget: $2,012,243.
Department Goals include:
1. To provide a variety of rich, historical and current print and electronic resources for the
public.
2. To promote the love of reading in order to encourage a community of lifelong learners.
3. To connect library users with the information they need.
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Budget Presentations — December 2, 2010
4. To serve as a physical as well as virtual "commons ": informational, cultural and social
5. To utilize appropriate technology to maintain, enhance and extend library services both
within the library and beyond.
6. To provide a welcoming environment to all.
Capital Projects: Cary Library Building Project - Material Handling and Workflow - $75,000.
Finance
Mr. Addelson, Comptroller, presented the Finance FY2012 Budget Requests. Level Service
Requests: Comptroller $583,470; Revenue $370,330; Assessor $502,031; and Utility Billing
$68,143. Total Level Service Budget $1,523,974.
Program Improvement Requests: Principal Municipal Clerk - $57,917 and Residental Appraiser
$84,294. Total Program Improvement Requests $142,211.
Department Goals include: Assessing— perform triennial revaluation to property. Comptroller -
implement electronic purchase order system and implement general billing for miscellaneous
receivables. Treasurer /Collector — Continue progress in putting delinquent taxes into tax title to
insure ultimate collection of past due amounts; move unpaid water and sewer bills onto tax bills
preparatory to moving delinquent taxes (inclusive of unpaid utility charges) to tax title, thus
insuring ultimate collection of past due utility bills; bid banking services; and bid bill printing
services.
MIS
Mr. Addelson, Comptroller, presented the MIS FY2012 Budget Requests. Level Service
Requests: MIS Administration $592,541 and Web Development $17,364. Total Level Service
Budget $609,905.
Department Goals: maintain stable and secure local area networks; provide on -going training
and support to employees; maintain continuity of technical services during the Town Hall offices
renovation; create self service improvements for Town employees and residents; develop GIS
based improvements; and reduce technology energy burden via `green' initiatives.
Program Improvement Requests: Meeting Room Improvements - $6,500; Remote Disaster
Recovery Plan - $6,000 and GIS Data Acquisition and Maintenance - $15,000. Total Program
Improvement Requests: $27,500.
Capital: MIS Technology Improvement Program - $165,000; Replace Town Wide Phone
Systems - $600,000 and Town Wide Electronic Document Management System - $410,000.
Total Capital for FY2012 - $1,175,000.
Economic Development
Ms. Yanofsky, Economic Development Officer, presented the Economic Development FY2012
Budget Requests. Level Service Requests: Economic Development Office $86,125.
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Budget Presentations — December 2, 2010
Program Improvement Requests: Parking Management Implementation $10,000 and Lexington
Center Improvements $15,000. Total Program Improvement Requests: $25,000.
Documents Presented
1. Town Clerk Requested Budget for FY2012.
2. Human Services Requested Budget for FY2012.
3. Cary Memorial Library Requested Budget for FY2012.
4. Finance Department Requested Budget for FY2012.
5. MIS Requested Budget for FY2012.
6. Economic Development Office Requested Budget for FY2012.
Upon motion duly made and seconded, it was voted to adjourn at 11:00 a.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
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Selectmen's Meeting
December 6, 2010
A meeting of the Board of Selectmen was held on Monday, December 6, 2010, at 7:00 p.m. in
the Selectmen Meeting Room, Town Office Building. Chairman Manz, Mr. Kelley, Mr. Cohen,
Mr. Burnell and Ms. Mauger; Mr. Valente, Town Manager and Ms. Chabot, Assistant to the
Executive Clerk, were present.
Selectmen Concerns and Liaison Reports
Mr. Burnell suggested that the Sustainable Lexington Committee take the lead in applying for
any future grants related to being a "Green Community." Mr. Valente reported that the Town's
staff has already been working on the next round of grant applications for Lexington as a Green
Community. They will coordinate with the Sustainable Lexington Committee.
Mr. Cohen thanked Mr. and Mrs. Kelley, Mr. Manz, the Boy Scouts, the Lexington Symphony
and everyone involved with the wonderful events at the Holiday Festival Night in Lexington
Center on Friday, December 3`
Town Manager Report
Mr. Valente updated the Board on the efforts to change out the street lights in Town with new
energy efficient lights. He estimates that the work will be completed by the end of December
and that the Town's electric bill will be reduced from approximately $260,000 to about $100,000
per year.
Mr. Valente reported that he has appointed Mr. Pinsonneault to be the new Manager of
Operations replacing Mr. Brooks when he retires in January 2011. Mr. Pinsonneault will begin
his new position in January and has agreed to continue in his current position as Superintendent
of Public Grounds for the next five or six months while the Town searches for a replacement for
that position.
Clarification of Vote Concerning Leary Structure
Mr. Savage, Chair of the Ad Hoc Leary Property Housing Task Force, asked for clarification of
the vote the Board took on November 1, 2010 in support of the request for $30,000 in CPA funds
for the preparation of a design and development proposal for affordable housing on the Leary
site, assuming the proposal does not include work on the existing structure. The committee was
wondering whether they could use the $30,000 for any planning which included preservation of
the Leary house even if it is not used directly for preservation of the house. Ms. Weiss, member
of the Leary committee, stated that the neighbors were in support of preserving the house. The
Board gave further clarification that the funds could not be used for any planning in association
with the preservation of the existing house.
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Selectmen's Minutes — December 6, 2010
Housing Partnership Board Proposed Down Payment Assistance Program
This item was delayed to a future meeting. Mr. Bicknell, Chair of the Housing Partnership
Board could not be at the meeting.
Grant of Location — Verizon — Blossom Street
Upon motion duly made and seconded, it was voted 5 -0 to approve the petition of Verizon New
England to relocate existing pole 11/7 on Blossom Street a distance of 25 feet +/-
South/Southwest of the existing location.
Hearing — Lexington Liquor Mart — Change of Location
Upon motion duly made and seconded, it was voted 5 -0 to approve the application for a change
of location and issue an all alcoholic retail package goods store liquor license to Highpoint
Liquors, LLC d /b /a Lexington Liquor Mart, 46 Bedford Street.
Water /Sewer Appeal - Flowers
This item was delayed to a future meeting.
— FY2011 Tax Classification
The Board of Assessors, Mr. Jackson, Chairman; Mr. Grant; Mr. Nugent, Town Assessor, and
Mr. Addelson, Finance Director presented the information to the Selectmen to conduct a public
hearing on the tax classification options available under Massachusetts General Laws and set a
tax rate for FY 2011.
Mr. Mehr, Precinct 3, asked the Board to increase the Commercial, Industrial, and Personal
Property (CIP) factor to 1.75 %. Mr. Silverman, Precinct 3, suggested that the CIP factor be
raised to 1.73 %. Mr. Smith, Chair of the Lexington Chamber of Commerce, asked the Board to
lower the CIP factor to 1.65 %.
Upon motion duly made and seconded, it was voted 4 -1 (Kelley opposed) to establish the
residential factor of 1.70 for fiscal year 2011.
Upon motion duly made and seconded, it was voted 5 -0 not to adopt the Open Space Discount
for fiscal year 2011.
Upon motion duly made and seconded, it was voted 5 -0 not to adopt the Residential Exemption
for fiscal year 2011.
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Selectmen's Meeting — December 6, 2010
Upon motion duly made and seconded, it was voted 5 -0 not to adopt the Small Commercial
Exemption for fiscal year 2011.
Liquor License Hearing — Margaritas — Change of Manager
Upon motion duly made and seconded, it was voted 5 -0 to approve the application for a change
of manager and issue an all alcoholic common victualler liquor license to Lexington Mexican
Restaurant Group, Inc. d/b /a Tio Juan's Margaritas Mexican Restaurant, 438 Bedford Street.
Center Parking Study Results
Mr. Valente presented a summary of the findings of the parking study of the Center recently
completed by the Economic Development Office and the Center Committee with the assistance
of a small State Grant. The consultant has made a number of suggestions. Mr. Valente wanted
to know which suggestions the Board would like to proceed with and whether a member or two
of the Board could assist the staff in implementing these ideas. Mrs. Mauger and Mr. Burnell
will assist with moving things forward.
Upon motion duly made and seconded, it was voted 5 -0 to move the project forward.
Appointments
300 Anniversary Committee
Upon motion duly made and seconded, it was voted 5 -0 to appoint Benjamin Soule to the 300
Anniversary Committee.
Lexington Council for the Arts
Upon motion duly made and seconded, it was voted 5 -0 to appoint Emily Passman to the Council
for the Arts for a three -year term to expire September 30, 2013.
Town Report Committee
Upon motion duly made and seconded, it was voted 5 -0 to appoint Gloria Amirault to the Town
Report Committee for a one -year term to expire September 30, 2011.
Future Meetings
This item was delayed until the December 7, 2010 meeting.
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Selectmen's Meeting — December 6, 2010
Consent Agenda
Adjustments of Water and Sewer Charges
Upon motion duly made and seconded, it was voted 5 -0 to approve the following adjustments of
water and sewer charges:
Adjustments of Water /Sewer Charges for December 6, 2010 $- 5,404.73
Ratify Poll Vote — Eagle Letters
Upon motion duly made and seconded, it was voted 5 -0 to send letters to Samuel Estabrooks and
Ryan Woodhouse congratulating them on attaining the rank of Eagle.
Ratify Poll Vote — One -day Liquor License — LHS Boys Basketball Booster Club
Upon motion duly made and seconded, it was voted 5 -0 to approve a one -day liquor license to
the Lexington High School Boys Basketball Booster Club for a fundraiser at the Lexington
Depot on Saturday December 4, 2010 from 7:30 pm to 11:00 pm.
Minutes
Upon motion duly made and seconded, it was voted 5 -0 to approve the minutes of November 8,
2010, November 9, 2010, November 15, 2010, November 18, 2010 and November 22, 2010.
Executive Session Minutes
Upon motion duly made and seconded, it was voted 5 -0 to approve the executive session minutes
of November 8, 2010 and November 22, 2010.
Upon motion duly made and seconded, it was voted to adjourn at 8:40 p.m.
A true record; Attest:
Diana B. Chabot
Assistant to the Executive Clerk
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Selectmen's Meeting
December 7, 2010
A meeting of the Board of Selectmen was held on Tuesday, December 7, 2010 at 8:00 a.m. in the
Selectmen Meeting Room, Town Office Building. Chairman Manz, Mr. Kelley, Mr. Cohen, Mr.
Burnell and Ms. Mauger; Mr. Valente, Town Manager and Ms. Pease, Executive Clerk, were
present.
FY2012 Budget Presentations
Public Facilities
Mr. Goddard, Public Facilities Director, presented the FY2012 Public Facilities Budget. Level
Service Requests: Education Facilities $7,172,304; Municipal Facilities $1,585,917; and Shared
Facilities $926,604. Total Level Service Budget: $9,684,825; which includes $322,668 from the
Public Facilities Revolving Fund and $10,000 from the LexMedia Revolving Fund.
Department Goals include: utilize work order and PM program to continuously improve
equipment reliability; establish standards on service deliveries and monitor performances and
identify opportunities for improvement; and support town -wide goals on facility energy
efficiency resulting in a town -wide reduction in facility energy consumption.
Capital Requests for FY2012: School Building Envelope Program $250,000; Clarke Auditorium
Lighting and Technology Upgrade $100,000; Building Envelope $165,572; School Building
Flooring Program $125,000; Bridge & Bowman Renovation $12,325,000; East Lexington Fire
Equipment Doors Replacement $60,000; Lexington ADA Title II Survey $40,000; School
Window Treatments Extraordinary Repair $100,000; School Locker Program $150,000; School
Paving Program $75,000; LHS Overcrowding — Phase 1 $175,000; LHS Previous Sidewalk and
Landscape $40,000; LHS Way Finding Signs $25,000; LHS Science Lecture Hall Replacement
Seating $75,000; Diamond Sidwalk Extension from New Development $10,000; Hastings
School French Drain $50,000; Clarke Paving Improvements for Pedestrian and Vehicle Traffic
$125,000; Estabrook School Feasibility $1,050,000; LHS Green Repair $6,096,100; Diamond
Modular Extraordinary Repair $75,000; Public Address Improvement Gym and Locker Rooms
$25,000; Clarke Outdoor Basketball Court $20,000; Hastings Window Screens $25,000;
Reconfigure & Redesign K -5 Curriculum Rooms 3, 4 and 5 at Central Office $45,000 and
School Modifications for Enrollment $50,000. Total Capital Requests for FY2012 $21,276,672.
Police
Chief Corr presented the FY2012 Police Budget. Level services requests: Police Administration
$1,198,225; Patrol & Enforcement $3,007,046; Parking Operations $78,257; Investigations
$648,942; Dispatch $565,259; Animal Control $31,669; and Crossing Guards $135,609. Total
Level Services Budget: $5,665,007.
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Budget Presentations — December 7, 2010
Department Goals: continue the training and job familiarization for the newly promoted
Captains, Lieutenants and Sergeants while also advancing the basic training of 4 newly hired
officers; advance the space needs study of the police station into the subsequent stages of design
and engineering; and complete the program of updating the Department's policies and
procedures and convert them to an on -line medium with the ultimate goal of achieving
Accreditation recognition.
Program Improvement Requests: Traffic Safety Officer $69,467; Backfill — Center & Desk
Officer Overtime $72,816; Crime Prevention and Safety Officer $69,467; Support Vehicles
$25,000; Computer Forensic and Information Specialist $83,338; Uninterruptible Power Systems
$8,916 and Supplement Animal Control/Parking Enforcement. $6,200. Total Program
Improvement Requests: $337,432.
Future Meetings
The Selectmen will schedule meetings for the following dates: January 10, 24 and 31, February
7, 14 and 28 and March 14.
Documents Presented
1. Department of Public Facilities Requested Budget for FY2012.
2. Police Department Requested Budget for FY2012.
3. Department of Public Facilities Requested Budget for FY2012.
Upon motion duly made and seconded, it was voted to adjourn at 11:30 p.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
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Selectmen's Meeting
December 8, 2010
A meeting of the Board of Selectmen was held on Wednesday, December 8, 2010 at 8:00 a.m. in
the Selectmen Meeting Room, Town Office Building. Chairman Manz, Mr. Kelley, Mr. Cohen,
Mr. Burnell and Ms. Mauger; Mr. Valente, Town Manager and Ms. Pease, Executive Clerk, were
present.
FY2012 Budget Presentations
Fire
Chief Middlemiss presented the Fire Department FY2012 Budget Requests. Level Service
Requests: Fire Administration $288,608; Fire Prevention $189,230; Fire Suppression
$4,552,792; Emergency Medical Services $131,470; Emergency Management $28,840; Total
Level Service Budget: $5,190,940.
Program Improvement Requests: Assistant Chief - Director of EMS $107,757; Additional Clerical
Hours $6,900 and 4 Fire Lieutenants $19,318; Total Program Improvement Requests: $133,975.
Department Goals: Headquarters design; remove overhead fire alarm cables, which is three -
quarters complete; and improve and develop better accountability methods for training sessions.
Capital: Replacement of Ambulance $240,000; Public Safety Radio Connectivity $387,517; and
Firefighter protective turnout gear $88,000: Total Capital $715,517.
Public Works
Mr. Hadley presented the Public Works FY2012 Budget Requests: Level Service Requests:
DPW Administration $531,811; Town Engineering $575,877; Street Lighting $265,375;
Highway $1,105,380; Road Machinery $694,097; Snow Removal $990,649; Parks Division
$916,275; Forestry $288,826; Cemetery $309,940; Refuse Collection $754,290; Recycling
$1,146,860; Refuse Disposal $618,800; Lexpress $558,757; Parking Operations $143,999. Total
Level Service Budget: $8,900,935.
Program Improvement Requests: New Traffic Signs $4,950; Turf Maintenance $16,000;
Minuteman Bikepath Maintenance $15,000; W -4 Heavy Equipment Operator (Compost Facility)
$55,990; Road Saw Purchase $4,500; and Catch Basin Repairs $30,000. Total Program
Improvement Requests: $126,440.
Department Goals include: Continue the American Public Works Association self assessment
portion of the accreditation process; support implementation of GIS; explore long -term
alternative disposal options for refuse disposal and collection; work with the Energy Committee
to improve energy efficiency and savings; and establish a regular tree planting program.
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Budget Presentations — December 8, 2010
Capital: South Lexington Transportation Master Plan $135,000; Street Improvements
$1,265,000; Sanitary Sewer System Improvements $1,200,000; Dam Repair $70,000; Battle
Green Monument Restoration $50,000; Town Wide Culvert Replacement $65,000; Westview
Cemetery Irrigation — Phase 3 $35,000; Equipment Replacement $484,522; Storm Drainage
Improvements $500,000; Hastings Park Irrigation $70,000; Hydrant Replacement Program
$50,000; Comprehensive Watershed Storm Water Management $50,000; Town -wide
Signalization Improvements $42,000; Pump Station Upgrades $100,000; Automatic Meter
Reading System $707,250; Sidewalk Improvement $200,000 and Street Acceptance $375,000.
Total Capital $5,398,772.
Water Enterprise
Mr. Hadley presented the FY2012 Water Enterprise Budget Requests: Water Operations
$1,802,219; MWRA $4,565,881; Indirects $820,952. Total Water Enterprise Budget
$7,189,052.
Department Goals include: continue with the hydrant maintenance program; continue seeking
out the last 2 percent of meters that have not been changed out; implement a backflow /cross
connection program; reduce the amount of Pit Meters in town and change out the manual reads
on the ones that cannot be eliminated; and continue to update all the water connection "paper tie
cards" for GIS implementation.
Sewer Enterprise
Mr. Hadley presented the FY2012 Sewer Enterprise Budget Requests: Sewer Enterprise
$1,222,918; MWRA $6,404,432; Indirects $646,217. Total Sewer Enterprise Budget
$8,173,567.
Department Goals include: continue to rehab and refurbish all 9 pump stations and bring them
up to OSHA standards; clear and repair all access routes to all sewer easements; prioritize and
repair problem areas; continue pipe flushing program and root removal in all problem areas; and
initiate an educational program for the entire Town as to the costs and problems created by
inflow and infiltration.
Documents Presented
1. Fire Department Requested Budget for FY2012.
2. Department of Public Works Requested Budget for FY2012.
3. Water Enterprise Requested Budget for FY2012.
4. Sewer Enterprise Requested Budget for FY2012.
Upon motion duly made and seconded, it was voted to adjourn at 11:05 a.m.
A true record; Attest:
Lynne A. Pease, Executive Clerk
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Selectmen's Meeting
December 20, 2010
A regular meeting of the Board of Selectmen was held on Monday, December 20, 2010, at 7:30
p.m. in the Selectmen Meeting Room, Town Office Building. Chairman Manz, Mr. Kelley, Mr.
Cohen, Mr. Burnell and Ms. Mauger; Mr. Valente, Town Manager and Ms. Pease, Executive
Clerk, were present.
Public Comment
Ms. McKenna, 9 Hancock Street, thanked the DPW for fixing a sewer problem, but there are
now intrusive markings left on the sidewalks and roads. She would like to work with the Town
to see if there are ways to mark sidewalks and streets that are not permanent, especially in
historic areas.
Mr. Mehr, Town Meeting Member from Precinct 3, asked to be put on record asking for an
answer to why the property at 95 Hayden Avenue, which was recently rezoned and worth $7
million, will not be added to new growth.
Selectmen Concerns and Liaison Reports
Mr. Manz reported that the Busa Land Use Proposal Committee ( BLUPC) will be presenting
their interim report to the Selectmen on January 10 and that the Selectmen will then review the
report and meet with the BLUPC at a time to be determined to discuss in more detail.
Ms. Mauger updated the Board on the status of demolition of the Hangar 24 at Hanscom. Save
our Heritage and others have petitioned the court for a stay on the demolition of Hangar 24 and
asked for reconsideration of the process. HATS is asking for each Town to send a letter
supporting an Amicus Brief, which is due December 24. Mr. Kelley requested additional
information.
Upon motion duly made and seconded, it was voted 4 -1 (Kelley asked for additional
information) to support the amicus brief regarding Hangar 24.
Town Manager Report
As of December 17, 1300 of the 2400 light fixtures had been changed to the new style. When all
light fixtures have been changed over it will reduce the Town's electric bill by $160,000 per year
or 60 percent.
Mr. Valente has been working with the Transportation Advisory Committee (TAC) on a grant
application for up to three electric charging stations (Hayden/Spring, Hartwell and downtown).
Mr. Valente will provide the Selectmen with a copy of the grant application.
66 -17
Selectmen's Meeting — December 20, 2010
Police Chief Corr reminded residents that the Police in Lexington and many other communities
will take an aggressive stand on drunk driving and will have extra patrols out from December 16,
2010 through January 2, 2011.
There will be a new bond bill for Chapter 90 funds coming out late February /early March, and
when it is filed the Selectmen will be asked by staff to send a support letter to Lexington's
Legislators to help get the bond bill passed.
Tax Classification Update
After the FY2011 tax rate was voted by the Selectmen and approved by the Department of
Revenue (DOR), staff discovered an error in reporting the property values established for Shire
HGT. Property values net of the TIF for Shire should have been included in calculating the
FY2011 tax rate. Instead, gross values for Shire were submitted. DOR's position is that they do
not have the authority to recertify a tax rate once it has been approved. In the absence of being
able to correct this error, the Town will incur a charge of approximately $535,000 against the
Overlay reserve account because Shire will be granted an abatement for the overcharge. Staff
believes that the only opportunity to resolve this matter is to request that the Governor submit a
Home Rule petition on behalf of the Town seeking legislative relief. Staff has been working
with Senator Donnelly and Representative Kaufman to draft the legislation petition which, if
feasible, would need to be considered by the Legislature during the remaining days of the
legislative session. The process begins with the Board of Selectmen requesting that the
Governor submit the legislative petition on the Town's behalf.
Mr. Valente provided the proposed letter and legislation to the Selectmen for review.
Mr. Kelley feels the Town could do some internal adjustments to handle the $535,000. Mr.
Valente stated it is a lot of money and the Town may see further cuts in state aid. The impact
will not show until 2 -3 years from now.
The Selectmen asked Representative Kaufman and Senator Donnelly if our request could impact
other initiatives. They both agreed there would not be negative impact and are exploring options
for the suggested legislation and suggested the Selectmen should send the letter and legislation to
the Governor.
Mr. Mehr wants to make sure that the Selectmen have a new tax classification hearing. The
Selectmen understand that if a change is made they will be required to have another tax
classification hearing.
Mr. Burnell stated it was a simple accounting error that the Town needs to try to correct.
66 -18
Selectmen's Meeting — December 20, 2010
Upon motion duly made and seconded, it was voted 5 -0 to approve and sign a letter to Governor
Patrick seeking legislative relief that will allow the Department of Revenue to recertify the
Town's FY2011 tax rate, and further to urge the legislature to seek other ways to address this
issue.
A tax classification hearing will be scheduled for January 3, 2011, at 7:30 p.m.
Center Plavfield Drainage
Mr. Kelley met with staff on the proposed plan and he believes it will work well for Phases 1
through 3.
Upon motion duly made and seconded, it was voted 5 -0 to move forward with the Center
Playground Drainage — Phase 1 Project, as presented.
Approve Changes to Minuteman Bikeway Snow Removal Procedures
Staff from the Police, DPW and Town Manager's Office worked with representatives from the
Bicycle Advisory Committee to make changes to the snow removal program for the Minuteman
Commuter Bikeway. The primary change is to allow certain crossing gates to remain open to
facilitate snow removal without compromising public safety.
Ms. McKenna, 9 Hancock Street, requested that the gates near homes be secured so they do not
swing and bang.
Ms. Enders, Chair of the Bicycle Advisory Committee, reminded residents that the cost of
plowing the bikeway is from donations and costs about $3,000 per snow event.
Upon motion duly made and seconded, it was voted 5 -0 to approve the Minuteman Commuter
Bikeway Procedures for Snow Removal, dated December 20, 2010, as presented.
Shared Services Agreement — Affordable Housing Administration
The Selectmen recommended, and Town Meeting approved, $20,000 in the FY2011 Planning
Department budget for staff support for affordable housing administration. Before filling the
position, Town staff contacted neighboring communities to see if there could be an opportunity
for a group of communities to jointly share these staff services. The Towns of Bedford,
Concord, Lincoln, Weston and Sudbury expressed interest. With technical assistance from
MAPC, a shared services model was developed among the six communities. LexHAB and
Housing Partnership have reviewed the model and support shared services model. MassHousing
also supports the model.
66 -19
Selectmen's Meeting — December 20, 2010
Ms. Jennifer Raitt, MAPC, reviewed her analysis of the housing administration needs for the six
communities.
Ms. Beth Rust, Sudbury Housing Administrator, reviewed the model for each community to
contract with Sudbury to share the housing administration services.
66 -20
Selectmen's Meeting — December 20, 2010
Mr. Valente stated that the Inter - Municipal Agreement between the Town of Lexington and the
Town of Sudbury is being fine -tuned and he is requesting that the Selectmen say whether they
support the program.
The Selectmen asked questions about the allocation of fees, a database of the housing inventory,
home fund process.
Mr. Burnell wants to make sure that Lexington has some sort of opt -out ability.
Upon motion duly made and seconded, it was voted 5 -0 to continue working on the Inter -
Municipal Agreement and return to the Selectmen with a final document for signing.
Housing Partnership Down Payment Assistance Program
Mr. Bicknell, member of the Housing Partnership Board, explained the Down Payment and
Closing Cost Assistance Program. The program approach is to provide down payment and
closing cost assistance to qualifying first -time homebuyers using the HOME Funded Program
and the Privately Funded Program. He is requesting approval to participate in the program and
stated that the Housing Partnership Board has $10,000 they can use to try the program.
The Selectmen had questions about whether staff had time to provide support to the program and
whether the Community Preservation Committee would be supporting the request for $30,000.
They also would like to know the true costs before moving forward with the program.
Mr. Kelley suggested using the initial $10,000 to do one transaction to track and see how the
process goes.
Upon motion duly made and seconded, it was voted 4 -0 -1 (Burnell abstained) to allow the
Housing Partnership Board try the program using the $10,000 to see what can be achieved.
Mr. Valente will ask Town Counsel to review the program and that cost will be taken from the
$10,000.
Cotton Farm Financing
Bond Counsel prepared the documents relating to the financing of the Cotton Farm purchase.
Mr. Cataldo agreed to accept payment for this purchase over a two -year period (August 2011 and
August 2012) at a zero percent interest rate. Due to the requirements of the $500,000 Land grant
the Town will receive we need to make the first payment of $1,300,000 to Mr. Cataldo before the
end of FY 2011. This means the Town will need to borrow these funds, short term, before June
30 in order to make the payment to Mr. Cataldo.
66 -21
Selectmen's Meeting — December 20, 2010
Upon motion duly made and seconded, it was voted 5 -0: (1) that the Town shall issue a bond or
bonds in an aggregate principal amount not to exceed $1,000,000 (the "Bonds ") pursuant to
Chapter 44 of the General Laws and a vote of the Town passed May 10, 2010 (Article 9), which
authorized a total borrowing of $2,300,000 for acquiring, for conservation purposes including
outdoor recreation, any fee, easement or conservation restriction or other interest in any part of
land shown as Lots 90B and 60B on Assessors' Property Map 31 (the "Project "); (2) that in
anticipation of the issuance of the Bonds the Treasurer is authorized to issue a bond anticipation
note (the "Note ") in an aggregate principal amount of $1,000,000; (3) that the Note, which shall
not bear interest, shall be dated as of December 20, 2010, shall mature on August 15, 2012, shall
be issued as a single registered security, and shall be delivered to Cotton Farm Realty Trust (the
"Purchaser ") together with other funds of the Town in exchange for title to land of the Purchaser
authorized to be acquired by the Town under Article 9 of the Warrant at the Town Meeting held
on May 10, 2010; (4) that all action taken to date by the Town and its officers and agents to carry
out the Project and its financing, are hereby ratified, approved and confirmed; and (5) that each
member of the Board of Selectmen, the Town Clerk and the Town Treasurer be and hereby are,
authorized to take any and all such actions, and execute and deliver such certificates, receipts or
other documents as may be determined by them, or any of them, to be necessary or convenient to
carry into effect the provisions of this vote.
Liquor Hearing — Change of Manager at Buca di Beppo
Upon motion duly made and seconded, it was voted 5 -0 to approve the application for a change
of manager and issue an all alcoholic common victualler liquor license to BUCA Restaurant, Inc.
d/b /a Buca di Beppo, 20 Waltham Street.
Selectmen Appointments
Communications Advisory Committee
Upon motion duly made and seconded, it was voted 5 -0 to appoint John Rudy to the
Communications Advisory Committee for a term to expire September 30, 2011.
Council for the Arts
Upon motion duly made and seconded, it was voted 5 -0 to appoint Reginald Gibson to the
Council for the Arts for a term to expire September 30, 2012 to fill the unexpired term of
Elizabeth Rosen.
License Renewals
Upon motion duly made and seconded, it was voted 5 -0 to approve the following license
renewals for 2011.
66 -22
Selectmen's Meeting — December 20, 2010
Liquor — Clubs
Knights of Columbus
Lexington Elks
Lexington Golf Club
Lexington VFW
Liquor — Restaurants
Bertucci's Brick Oven Ristorante
Buca di Beppo
Dabin Restaurant
Ixtapa Cantina Mexican Family Restaurant
Khushboo
Lemon Grass Restaurant
Lexx
Nourish eat well -live well
Royal India Bistro
Ruyi Restaurant
Tio Juan's Margaritas Restaurant
Upper Crust
Via Lago
Waxy O'Connor's
Yangtze River Restaurant
Liquor — Innholder
Aloft Lexington
Element Lexington
Liquor — Package Stores
Berman's Wine & Spirits
Busa Brothers Liquors, Inc.
Lexington Liquor Mart
Nikki's Fine Wine & Spirits
Omni's Crushed Grapes & More
Vinebrook Bottle Shop
Liquor— Wine and Malt
Daikanyama Japanese Cuisine
Class I
Lexington Toyota
Class II
A to Z Auto Wholesale
Auto & Diesel Sales
Autobahn East
Lexington Auto Group
Lexington Auto Sales
Minutemen Tech Automotive, LLC
Class III
John P. Carroll Company, Inc.
Automatic Amusements
Aloft Lexington (2)
Lexington Elks (3)
Lexington VFW (5)
Waxy O'Connor's (2)
Common Carrier
Boston Tours (2)
Joseph's Transportation (5)
66 -23
Selectmen's Meeting — December 20, 2010
Common Victualler Alexander's Pizza
Aloft Lexington
Bertucci's Brick Oven Ristorante
Bollywood Caf6
Bruegger's bagel Bakery
Buca di Beppo
Dabin Restaurant
Daikanyama Japanese Cuisine
Dunkin Donuts, 10 Woburn Street
Dunkin Donuts, 373 Waltham Street
Dunkin Donuts, 141 Mass. Avenue
Dunkin Donuts, 317 Woburn Street
Element Lexington
Ixtapa Cantina Mexican Family Restaurant
Khushboo
Knights of Columbus
Lemon Grass Restaurant
Lexington Elks
Lexington Golf Club
Lexington House of Pizza
Lexx Restaurant
Mario's Italian Restaurant
Mcdonald's
Minuteman Regional Vocational Technology School District
Nick's Place
Nourish eat well -live well
Peet's Coffee & Tea
Pine Meadows Golf Club
Prime Roast Beef & Seafood
Quality Inn & Suites
Rancatore Ice Cream
Ride Studio Caf6
Royal India Bistro
Ruyi Restaurant
Starbucks Coffee, 1729 Mass. Avenue
Starbucks Coffee, 60 Bedford Street
Three Gorges of Lexington
Tio Juan's Margaritas Mexican Restaurant
Upper Crust
Via Lago
Waxy O'Connor's
Yangtze River Restaurant
66 -24
Selectmen's Meeting — December 20, 2010
Entertainment Aloft Lexington
Buca di Beppo
Element Lexington
Lexington VFW
Lexx Restaurant
Nourish eat well -live well
Prime Roast Beef & Seafood
Ride Studio Cafe
Ruyi Restaurant
Starbucks Coffee
Tio Juan's Margaritas Mexican Restaurant
Upper Crust
Waxy O'Connor's
Lodging/Innkeeper Aloft Lexington
Element Lexington
Quality Inn & Suites
Wild Acre Inn
Consent Agenda
Ratify Poll Vote — Use of Battle Green
Upon motion duly made and seconded, it was voted 5 -0 to ratify a poll vote allowing an active
Army Command out of Natick Soldier Systems Center to have a reenlistment of Sgt. Joseph
Schnell on the Battle Green on Tuesday, December 14, 2010 at 1:30 p.m.
Approve No Parking Regulation — Sheila Road
Upon motion duly made and seconded, it was voted 5 -0 to approve the proposed establishment
of a no parking area along both sides of Sheila Road from the intersection of Circle to the end of
Sheila and at the end of Sheila.
Executive Session
Upon motion duly made and seconded, it was voted 5 -0 by roll call to go into executive session
to discuss strategy with respect to collective bargaining and to reconvene in open session only to
adjourn. Further the Chairman declared that an open meeting discussion may have a detrimental
effect on the bargaining position of the Town.
Upon motion duly made and seconded, it was voted to adjourn at 11:15 p.m.
A true record; Attest:
Lynne A. Pease
Executive Clerk
66 -25
Summit 3
December 21, 2010
A Summit was held on Tuesday, December 21, 2010, at 7:45 p.m. in the Public Services
Building Cafeteria, 201 Bedford Street. Chairman Manz, Mr. Kelley, Mr. Cohen, Mr. Burnell
and Ms. Mauger; Mr. Valente, Town Manager; Mr. Addelson, Comptroller and Ms. Chabot,
Assistant to the Executive Clerk, were present.
Also Present: All School Committee (SC) members; Dr. Ash, Superintendent of Schools; Ms.
Dunn, Assistant Superintendant for Finance and Business; all members of the Appropriation
Committee (AC), all members of the Capital Expenditures Committee (CEC).
Review FY2012 Revenue Allocation Model
Mr. Valente reviewed the allocation of FY2011 revenue between Municipal Departments and the
School Department. There is almost a $3.7 million increase in total incremental revenue for
FY2012. The School share of incremental FY2012 revenue (approximately $2.6 million) and the
Municipal share (approximately $1 million) represent a 3.8 % increase over FYI 1.
Mr. Addelson presented the FY2012 revenue allocation model showing the $3.7 million total
incremental revenue after various set asides. 71.6 % of incremental revenue is allocated to the
Schools and 28.4% is allocated to municipal departments.
Continue Discussion on Use of Free Cash Reserves
Mr. Valente presented policy issues for consideration and asked for a consensus Summit decision
regarding the use of Free Cash:
• $500,000 for the OPEB Reserve Fund
• $1,270,000 for Cash Capital
• $200,000 for unanticipated FYI needs
• $100,000 of Library Settlement for Facilities Department
• $216,885 return to CPA (Bond premium)
• $100,000 to increase the Snow/Ice budget
• $958,115 for unidentified needs
• $3,780,000 to support the FY12 operating budget
Mr. Valente reminded the group that the Town could likely see a reduction in State Aid. Of the
$958,000 set aside for unidentified needs, there is about $425 - $450,000 in play which could be
used for additional capital, flow back to free cash, or used for programmatic needs. The general
consensus of the group was to continue to work with these policy issues.
Continue Discussion— School Capital Projects
Dr. Ash, Superintendent of Schools, presented the proposed changes to the Bridge and Bowman
Elementary Schools. The 2010 annual Town Meeting approved funding in support of the
66 -26
Summit 3 — December 21, 2010
renovation projects and a sub - committee was formed to work with the architects on design
documents. While the master plan base scope or 0 -10 year priority matrix addresses the deferred
maintenance issues at both schools, the sub - committee identified additional recommendations to
improve utilization of the building over the next 20 years. Estimated costs for the original 10
year project total approximately $14,000,000 and for the expanded 20 year project,
approximately $20,000,000. The School Committee voted to support the expanded project.
Dr. Ash also presented a timeline for the Bowman, Bridge and Estabrook projects. If Dr. Ash
hears in February or March 2011 that the Massachusetts School Building Authority approves the
emergency SOI for the Estabrook School, there would need to be an appropriation at the Annual
Town Meeting for the design and engineering process. Work on the Bridge and Bowman
Schools would be done during the summer of the 2012 — 2013 school year and Estabrook would
be right after. The School Committee gave the Estabrook project a higher priority than the High
School.
Proposed Warrant Article — Notice of Reconsideration Procedure
Mr. Kanter and Mr. Weiss presented a warrant article on Amending the Code of Lexington
regarding Reconsideration and Reopening and a motion on Amending the Code of Lexington
regarding Reconsideration and Reopening. Ms. Brown, Town Moderator, was very pleased
with what was being brought forward.
Upon motion duly made and seconded, it was voted 5 -0 to put this article in the warrant as a
Selectmen sponsored article, pending review by Town Counsel.
Establish Date for Summit 4
The next Summit will be scheduled for Wednesday, January 19, 2011 at 7:30 p.m.
Documents Presented
1. Town of Lexington Financial Summit 3 - FY2012 Revenue Allocation
2. Lexington Public Schools Presentation on the Proposed Renovations to the Bridge and
Bowman Elementary Schools
3. Lexington Public Schools — Bowman/Bridge Renovation Project
4. Proposed Timeline for Bowman, Bridge, and Estabrook Projects
5. Talking Paper on Amending the Code of Lexington — Reconsideration & Reopening
Upon motion duly made and seconded, it was voted to adjourn at 10:20 p.m.
A true record; Attest:
Diana B. Chabot, Assistant to the Executive Clerk