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HomeMy WebLinkAbout2011-06-BOS-min Selectmen’s Meeting June 6, 2011 A regular meeting of the Board of Selectmen was held on Monday, June 6, 2011, 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. Public Comment Mr. Hemond, 104 Vine St., Mr. Kinneen, 136 Vine St., Mr. and Mrs. Litchev, 121 Vine Street, Mr. Pourshadi, 28 Vine Street, and Mr. Eppling, 15 Manley Court requested that the Leary Task Force Report be made public and urged the Selectmen not to approve the use of funds for the 116 Vine Street project until the neighbors are assured that no more than 2 units of affordable housing would be built there. Neighbors expressed their interest in historic preservation of the Leary farmhouse and detailed why they did not want more than 2 units of housing. Mrs. McKenna, Precinct 6, commented that a representation was made to Town Meeting that there would be 1-2 units on the Leary land. Ms. Mauger clarified that when the Article was presented at Town Meeting it was said that they would come back to Town Meeting if more than 2 units were planned. Mr. Pressman, 22 Locust Ave., cited the median price for a home in Lexington and commented on the tremendous need for affordable housing. Selectmen Concerns and Liaison Reports Mr. Manz commented that all of the Selectmen attended the Lexington High School graduation. He appreciates the job that the Schools do every year. Ms. Mauger wanted to thank the Town Celebrations Committee and the Department of Public Works for the outstanding Memorial Day celebration. She also thanked the Beal Companies Project Management Team at Ledgemont Center for volunteering to help the Lexington Conservation Stewards cleanup the old horse barn at Hennesey’s Field. In 2010 the same group volunteered to help with the project at Katahdin Woods, and in 2009 at Cranberry Hill. Ms. Mauger also thanked the members of the Grace Chapel Youth Ministry for volunteering to help the Friends of the Lexington Bikeway control the spread of garlic mustard, a troublesome invasive plant, from the Minuteman Bikeway. Mr. Kelley expressed concerns about the Historical Commission’s Comprehensive Cultural Resources Survey or “inventory” of the Town of Lexington which has grown over the years. Town Manager Report Mr. Valente wanted to let the Board know how proud he and Chief Middlemiss are of the assistance that some of our firefighters provided to the City of Springfield as part of a metro fire task force effort to clean up after the tornado on June 2, 2011. He also reported that Engine 4 and Medic 3 responded to an individual in cardiac arrest at a Mass. Avenue address. It is clear that this rapid and professional response is the reason this individual is alive today. Selectmen’s Meeting - June 6, 2011 Grant of Location – NSTAR Electric – Douglas Road Ms. Maureen Carroll of NSTAR Electric Company presented the petition to install conduit necessary to provide new overhead and underground electric service for a new home at 15 Douglas Road. Upon motion duly made and seconded, it was voted 5-0 to approve the petition of NSTAR Electric to construct, and a location for, a line of conduits and manholes with the necessary wires and cables therein to be located under the surface of Douglas Road southwesterly at pole 388/6 approximately 462 feet + southeast of Cooke Road a distance of about 44.8 feet + of conduit. Grant of Location – National Grid – Sheridan Street Mr. Dennis Regan of National Grid presented the petition to install gas main in Sheridan Street at house #7 northerly to house #9. Upon motion duly made and seconded, it was voted 5-0 to approve the petition of National Grid for a grant of location to install and maintain approximately 65+ feet of 4” gas main in Sheridan Street. Approve Recommendation on Water Abatement Request from Captain Parker Arms Mr. Cohen recused himself since he lives at Captain Parker Arms and left the room. Mr. Addelson, Finance Director, explained that at the May 16, 2011 Selectmen’s Meeting the manager of a 10 unit apartment building at 125 Worthen Road appealed the determination of the Water and Sewer Abatement Board regarding an application for abatement of water and sewer charges. Mr. Addelson provided an analysis showing the recalculation of the contested bill based on an historical three-year average. Upon motion duly made and seconded, it was voted 4-0 that bill #645402 in Account # 0100207900 be reduced by the following amounts: Water Charges at $4,843.34, Sewer Charges at $12,414.65 for a total of $17,257.99, and that all interest that has accrued during this time period the bill has been contested be waived. Mr. Cohen returned to the meeting. Approve New Precinct Boundaries Ms. Hooper, Town Clerk, presented the proposed 2011 Re-Precincting Plan for the Town of Lexington. She explained that with the official numbers from the 2010 federal census now released, each municipality is required to redraw local election boundaries, which will be used as a basis for the legislature’s subsequent reapportioning of legislative districts. Selectmen’s Meeting – June 6, 2011 Upon motion duly made and seconded, it was voted 5-0 to accept, as presented by the Town Clerk, the 2011 Re-Precincting Plan for the Town of Lexington, including the map, legal description and block listings. Approve Use of HOME Funds for 116 Vine Street Mr. Henry, Senior Planner, presented the request for approval for use of HOME Funds. Mr. Henry answered various questions asked by residents of the Vine Street neighborhood. Mr. Henry confirmed that the HOME Funds would be used for just one unit on the Leary property. At the close of the hearing this evening the 30 day comment period would begin. After the 30 day period the Selectmen would be asked to sign the commitment letter if they still approve. Mr. Henry will post the Leary Report right away so that neighbors will have a chance to review it. Anyone wishing to make a comment was directed to send an email to the Selectmen’s Office. Further questions would be answered at the Selectmen’s Meeting on June 20, 2011. Ms. Mauger made a motion to delay approval for the use of HOME Funds to the next Selectmen’s meeting on June 20, 2011. The motion was not seconded. Upon motion duly made and seconded, it was voted 4-1 (Mauger opposed) to close the hearing and commit FY10 and FY11 HOME funds to the Leary project by transferring undesignated funds into the proposed 116 Vine Street Project with the following conditions:  Comprehensive Permit issued with no appeal  All funding sources committed  Completion of Environmental Review that demonstrates that the funding is appropriate for the project  Designation of the local HOME-assisted unit and its affordability requirement  Signing the grant agreement. The funds will be a grant, and subject to recapture per HOME rule requirements, perhaps forgivable in equal percentages over the affordability period of 20 years.  LexHAB, or its designee, is responsible for providing the monitoring reporting requirements per HOME regulations. th Lions Club July 4 Carnival thth The Lions Club has requested permission to hold the 55 Annual July 4 Carnival from Thursday, June 30 through Monday, July 4 on the Center Athletic Fields. They are also requesting permission to have the softball field lights turned on from 10:50 p.m. to 11:30 p.m., each evening from June 30 through July 4 and from 9:30 p.m. on July 4 to 2:00 a.m. on July 5. They are also requesting permission for a fireworks display on Saturday, July 2, at approximately 9:30 p.m. subject to approval of the fireworks vendor and safety precautions by the Fire Department. The Selectmen were also asked to approve the request for a Sunday entertainment license. Selectmen’s Meeting – June 6, 2011 Upon motion duly made and seconded, it was voted 5-0 to approve the request of the Lions Club th to hold the 2011 annual July 4 Carnival Thursday, June 30, 2011, from 3:00 p.m. to 11:00 p.m.; Friday, July 1, 2011, from 6:00 p.m. to 11:00 p.m.; Saturday, July 2, 2011, from 12:00 a.m. to 11:00 p.m.; Sunday, July 3, 2011, from 1:00 p.m. to 11:00 p.m.; and Monday, July 4, 2011, from 1:00 p.m. to 7:00 p.m. as presented in the Lions Club letter dated May 23, 2011. Upon motion duly made and seconded, it was voted 5-0 to have baseball lights made available from 10:50 p.m. to 11:30 p.m. from Thursday, June 30, through Monday, July 4, and from 9:30 p.m. on July 4 to 2:00 a.m. on July 5. Upon motion duly made and seconded, it was voted 5-0 to approve and sign the Request for th Public Entertainment on Sunday for the July 4 Carnival to be held on Sunday, July 3, 2011. Approve License Agreement – 197 Bedford Street 197 Bedford Street, a two family house, abuts the Town’s Public Services Building (PSB) parcel. During the construction of the PSB it was determined that the fenced-in yard of 197 Bedford Street partially extends onto the Town’s property. This is not land that the Town needed for the PSB. Rather than disrupt this family’s yard, staff is recommending that the Town allow the owners to continue to use the Town’s land through a license agreement. As a license, the Town can end this agreement at any time. Upon motion duly made and seconded, it was voted 5-0 to approve and sign the License Agreement between the Town of Lexington and Nancy L. Devenney, 197 Bedford Street, for a portion of the parcel of land shown as Lot 69 on Assessor’s Map 64. Town Manager Appointments Recreation Committee Upon motion duly made and seconded, it was voted 5-0 to approve the Town Manager’s appointment of Lisah Rhodes to the Recreation Committee to fill the unexpired term of Richard Thuma to expire on May 31, 2014. Upon motion duly made and seconded, it was voted 5-0 to approve the Town Manager’s reappointment of Howard Vogel to the Recreation Committee for a term to expire on May 31, 2014. Council on Aging Upon motion duly made and seconded, it was voted 5-0 to approve the Town Manager’s reappointment of Elizabeth Borghesani to the Council on Aging for a term to expire on May 31, 2014. Selectmen’s Meeting – June 6, 2011 Board of Health Upon motion duly made and seconded, it was voted 5-0 to approve the reappointment of Sharon MacKenzie to the Board of Health for a term to expire on April 30, 2014. Consent Agenda Water and Sewer Commitments and Adjustments Upon motion duly made and seconded, it was voted 5-0 to approve the following commitments and adjustments of water/sewer charges: Adjustments of Water/Sewer Charges for June 6, 2001 -$15,783.02 Commitment of Water/Sewer Charges for Town-wide Billing (Section 3) $2,406,655.58 Commitment of Water/Sewer Charges for May 2011 (Finals) $3,583.62 Accept the Terms of the Revised Jacquelyn Smith Memorial Internship Fund Upon motion duly made and seconded, it was voted 5-0 to accept the terms of the revised Jacquelyn R. Smith Memorial Fund for the Professional Development of Town of Lexington Staff (Revised and Effective July 1, 2011). Accept the terms of the James H. Nolan, Jr. Scholarship Fund Upon motion duly made and seconded, it was voted 5-0 to accept the terms of the James H. Nolan Scholarship Fund. Approve the Frances Road Order of Taking Upon motion duly made and seconded, it was voted 5-0 to approve and sign the Order of Taking for Frances Road. Use of Battle Green – Elks – Flag Day – June 14, 2011 Upon motion duly made and seconded, it was voted 5-0 to approve the request of the Lexington Lodge of Elks to use the Battle Green on Tuesday, June 14, 2011 at 7:00 p.m. for their annual Flag Day Ceremony. Use of Battle Green – Interfaith Clergy Association – September 11, 2011 Upon motion duly made and seconded, it was voted 5-0 to approve the request of the Lexington Interfaith Clergy Association to use the Battle Green on Sunday, September 11, 2011 at 6:00 p.m. for an Interfaith Service in Remembrance of 9/11. Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of May 2, 2011 and May 16, 2011. Executive Session Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the executive session minutes of May 2, 2011 and May 16, 2011. Selectmen’s Meeting – June 6, 2011 Approve Executive Clerk Annual Review Upon motion duly made and seconded, it was voted 5-0 to approve the performance evaluation for the Executive Clerk for the periods of 2009-2010 and 2010-2011. Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call to go into Executive Session at 9:40 pm to consider the purchase, exchange, lease or value of real property and to reconvene in Open Session only to adjourn. The Chairman further declared that an open meeting may have a detrimental effect on the negotiating position of the Town. Documents Presented 4.Map of the Town of Lexington Precinct Boundaries. Population is based on the official U.S. 2010 Census block-level data. Upon motion duly made and seconded, it was voted 5-0 to adjourn at 10:15 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen’s Meeting June 13, 2011 A meeting of the Board of Selectmen was held on Monday, June 13, 2011, at 5:00 p.m. at Busa Farm on Lowell Street. Chairman Manz, Mr. Kelley, Mr. Cohen, Mr. Burnell and Ms. Mauger; were present. Chairman Manz announced that while the meeting was a duly posted meeting of the Selectmen, this was a site visit only and there would be no debate or decisions made about the ultimate use of the property. Mr. Dennis Busa led the Selectmen on a walk around the entire perimeter of the farm land which is now owned by the Town. The meeting adjourned at 5:40 p.m. A true record; Attest: Norman P. Cohen Selectman Selectmen’s Meeting June 20, 2011 A regular meeting of the Board of Selectmen was held on Monday, June 20, 2011, 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. Pease, Executive Clerk, were present. Public Comment Mr. Manz reminded the audience that the times on the Selectmen agenda are approximate only. He also mentioned that agendas are posted in one single location in town which is on the “Calendar of Public Meetings” and that the Town is working on correcting the formatting issues soon. Mr. Hemond believes the Salemi Report done on the Leary house was used to develop the basis for demolition of the farmhouse and to say restoration would be a replica only and that the report is filled with errors and biases. He hopes the Town will consider having Minuteman Vocational School help build a replica that would be a good example of state of the art historic preservation and that would use sustainable energy and efficient retrofit techniques. He asks that the Town respect the safety of the neighborhood and the history of farmhouse. Selectmen Concerns and Liaison Reports Mr. Cohen, along with Mr. Kelley and Mr. Burnell attended a ribbon cutting at Bioscale on Maguire Road and received great praise for Lexington bringing commercial development and zoning changes to Lexington. He was proud to be there and hear the remarks and feels the citizens should know how much is going on as the Town develops properties in the commercial areas that were set aside with forethought many years ago and how it will benefit the Town. Town Manager Report Mr. Valente explained that the Jacquelyn R. Smith Memorial Fund was revised and expanded so funds could be used to hire emerging professionals in town government and possibly provide internships for high school students who are considering a career in government, especially for women. Jacquelyn Smith was a Selectman in Lexington from 1986 to 1993 and before that was on the Planning Board. She was very instrumental in seeing that the Town’s professional staff had opportunities for professional development. When she passed away, a fund was set up that provided funds for professional development of a management intern that brought young professionals into the town government. Over the last few years the Town realized that there was more need for professional development than just in the Town Manager’s Office. The revisions expanded the use of the fund to include any emerging professional in Town government considering a career in government. The new Management Intern, Michele Stevens, started today. She is from the University of Kansas, which is very strong in programs for local government management. Selectmen’s Meeting – June 20, 2011 The first phase of the Town Office Building upgrade is finished. Recreation and Finance are in the process of moving into their new spaces. Community Development will soon move to Cary Memorial Building while their offices are being renovated and the Assessors will soon be st moving to their new space on the 1 floor. The project will take care of many code issues and will make the building friendlier and provide easier access for residents. Grant of Location – National Grid – Calvin Street Mr. Regan, National Grid Permit Representative, requested approval for a grant of location on Calvin Street for gas at 12 Calvin Street. Mr. Cunningham, 15 Calvin Street, asked about getting gas to his property also while the street was dug up; Mr. Regan will provide him with a name and phone number to call. Upon motion duly made and seconded, it was voted 5-0 to approve the petition for Calvin Street for National Grid to install and maintain approximately 28+ feet of 4” gas main in Calvin Street. Lexington Liquor Mart Hearing A hearing was advertised for the possible cessation of the Lexington Liquor Mart package store liquor license because the business has not been operating since September 2010. The request to transfer the license from 58 Bedford Street to 46 Bedford Street was disapproved by the ABCC because of Department of Unemployment Assistance (DUA) issues. At the May 16 Selectmen meeting Mr. Rehki was asked to provide proof that the DUA issues were cleared up and to provide a signed lease for space at 46 Bedford Street that could be resubmitted to the ABCC for reconsideration of the transfer. Mr. Rehki provided a new letter of intent for a lease that includes some terms. Mr. Cohen suggested that the paperwork be resubmitted to ABCC for consideration and if it is not approved by the ABCC the Board would rescind their former vote for transfer and the liquor license would become available again. Mr. Kelley felt that Mr. Rehki should be applying for a new license with all the necessary paperwork that goes along with that. He felt strongly that a signed lease and a floor plan should be provided before resubmitted to ABCC. Upon motion duly made and seconded, it was voted 5-0 to resubmit paperwork to the ABCC within the next two weeks and if that resubmission is rejected for any reason by the ABCC the Selectmen will rescind their prior vote and the license will become available. th 300 Anniversary Celebration Committee Update Ms. Rockwell, Chair of the 300th Anniversary Celebration Committee, a subcommittee of the Town Celebrations Committee, along with other members of the committee, came before the th Selectmen to update them on the 300 plans and activities they are working on. Jessie Steigerwald reviewed the calendar of major events, which includes: Selectmen’s Meeting – June 20, 2011  300 Years of Lexington Fashion (1713-2013 Fashion Show Fundraiser and Display) – February 2012  Opening Ceremonies with musical accompaniments from Lexington High School in the evening and afternoon activities for all ages around town – September 22, 2012  Incorporation Weekend including afternoon lectures, workshops and demonstrations throughout Town; open door tours of homes, greenhouses and architectural features; and in the evening 300 years of dance – March 16-17, 2013 th  Patriots Day Weekend the 300 is suggesting having the parade on Sunday starting at 1:00 p.m. only for 2013.  Closing Ceremonies on Memorial Day, Monday, May 27, 2013 there will be a parade, monument unveiling and sealing the time capsule. The afternoon would include an old- time baseball game and special walking tours and in the evening there would be an old- time community picnic. The Garden Club is planning “300” gardens and the Trivia Bee theme will be 300 years of Lexington history. Ms. Barry, Chair of the Town Celebrations Committee (TCC), explained that the TCC agrees with the idea of having the Patriot’s Day parade on Sunday so it could be a larger event that th includes a 300 presence and also gives representatives who want to come from other “Lexington” locations in the USA and several groups that cannot make the usual Monday event the opportunity to participate. All other Patriot’s Day events times and days would remain the same. All the Selectmen supported the idea of having the afternoon parade on Sunday in 2013 th beginning at 1:00 p.m. and appreciate all the efforts of the 300 Anniversary Celebration Committee and the Town Celebrations Committee. th Mr. Carlson explained the idea of the 300 Committee for a permanent memorial to the Town of a town clock. The proposal is to put the 3-sided (one side for each 100 years) clock in Emery Park, which would include a titanium time capsule, which is being donated by Stanley Abkowitz from Dynamet Technology, in a monument base with the clock on top. It would be privately funded with no cost to town. The Selectmen thanked Mr. Abkowitz for his donation of a titanium time capsule for the Town. It was suggested that the memorial should be close to Massachusetts Avenue so it is visible to those driving by. th Ms. Rockwell explained that the 300 Committee will be the coordinating body for any activities th related to the 300 celebration and they will promote such activities as an official event on their th calendar as long as an event form for each entity is filled out and sent to the 300 Committee. Selectmen’s Meeting – June 20, 2011 Center Streetscape Update Mr. Emperor, Pressley Associates, reviewed with the Selectmen three Options for changes to the center streetscape (Option A, Option B and status quo) after holding two public workshops and having a meeting with the Center Committee. The plans include three areas along Massachusetts Avenue: entrances into the center from Bedford Street and Woburn Street; the retail area and the civic area. All three options include changes to the Woburn Street/Massachusetts Avenue intersection, improving the bikeway crossing on Fletcher Avenue, improving the connections from the bikeway to the center in a few locations, adding street furniture, improving accessibility by adding bump outs to improve sight lines for crossing streets, closing the bank alleyway, adding raised crosswalks around Edison Way, looking at what trees should be kept and what should be removed, moving the tour buses to the corner of Meriam Street, opening the Meriam Street entrance to the parking lot and adding green space, installing recharging stations for electric vehicles in parking lots, improving connectivity to the Cary Library from the Waltham Street parking lot, connecting parking to the center between buildings, and keeping the parallel parking on Massachusetts Avenue. Option A includes four lanes of traffic through the retail area, raised planted median on Massachusetts Avenue near the Town offices and widened sidewalks along the south side of Massachusetts Avenue. Option B includes one wide lane of traffic with dedicated turning lane in retail area, flush median (brick or cobble) on Massachusetts near the Town offices, some sidewalk widened on south side of Massachusetts Avenue, new brick sidewalk from Meriam Street to Woburn Street and additional trees planted in civic area. Consensus items include realignment of the Woburn Street intersection, relocating existing crosswalks to better locations as needed, adding bump outs at crosswalk locations, closing the alleyway next to Bank of America to vehicular access and apply shared bike/vehicle lane markers. Items that need further discussion include: new medians with flush pavements, widening of the south side sidewalk, tour bus parking on Meriam Street and reopening public parking lot exit onto Meriam Street. Major undecided issues include: four lanes versus two lanes with dedicated turning lanes; left on Edison Way to Massachusetts Avenue versus two-way on Edison Way, relocating mailboxes and moving two bus stops. Traffic studies include a SIMS analysis of the two preferred options to determine the feasibility and impact of Massachusetts Avenue lane changes. Selectmen’s Meeting – June 20, 2011 Next steps include: bringing the north side sidewalk design to the Schematic Design level and survey existing conditions; if the Selectmen approve moving forward with the north side sidewalk. Board concerns/dislikes include: need to coordinate all studies currently available (parking, Battle Green, Scenic Byway, etc.) that relate to the center and work on certain geographical areas; the traffic needs to flow through the center; include Muzzey and Waltham Streets in the plans for changes; safe area for bikes to travel through the center; do not like the idea of a raised or flush median strip and sizing down traffic lanes in center; do not like idea of bump outs that would limit turning into important turning points; do not like any type of non-asphalt surfaces on Massachusetts Avenue; concerns about the type of surface to be used (because of problems with the south side bricks); emphasize the importance of pedestrian and accessibility safety. Mr. Canale, Chair of the Planning Board, stated that the Planning Board has no position on the north side sidewalk. They will be having a goal setting/ work plan meeting to discuss the center objectives for this year. They would like to see a plan that is cohesive rather than isolating pieces. A traffic study is needed to see what the traffic issues might be; he suggested comparing notes with East Arlington. He feels the project could be fundable through scenic byway funding if the project is for safety and rezoning issues. Mr. Adler is concerned about the roads being wide enough to ride a bike safely through the center, especially if the road width is reduced to enlarge the south side sidewalk. Road needs to be wider or a dedicated bike lane needs to be provided. Mr. Valente responded that the next phase of the streetscape study is to look at refining the purpose and to come up with different options for sidewalk surface, street furniture location, type of benches, bike lanes, where to place trees and what center would look like – that is next phase we have contracted for. Ms. McKenna is waiting for the tourism component to be added to parking study. Also the Battle Green Master Plan suggests the need for a traffic study. Tourism feels it is impractical to park the buses near Meriam Street and she feels there should be further discussion about the best place for the buses Mr. Burnell pointed out that the Center committee suggested the buses should park in the Depot parking lot so that tourists walk through the center. The project needs to be designed thinking forward 10 to 20 years; do not design just for today. Mr. Valente asked the Selectmen to approve the schematic design for the north side sidewalk for the entire area from Woburn Street to the Battle Green to look at options for sidewalk treatment, furniture type and where to locate them, lighting and signage. After reviewing the schematic design and when there is agreement on a plan, then engineering plans will be done. The SIMS Selectmen’s Meeting – June 20, 2011 study will help understand the impact of any changes, which would be completed by October. It appears traffic does not affect the north side sidewalk. Answering a question about coordinating all the studies together, Mr. Valente stated that the parking study was for parking management. The Battle Green Master Plan is complete but a number of issues need to be revisited to decide on different surfaces and lighting; which will be integrated into the schematic design. Some of the Selectmen were concerned about approving completing the study on the north side sidewalk because they believe if bump-outs are installed they will affect the road construction and furniture placement. Mr. Emperor said if bump-outs are considered, they will not change the furniture placement. Upon motion duly made and seconded, it was voted 4-1 (Kelley opposed) to have the study cover the area from Meriam Street to Woburn Street on the north side. Cary Memorial Building Presentation Mr. Goddard, Public Facilities Director, and Mr. Mills, Mills Whitaker Architects, LLC, presented an overview of the Cary Memorial Building study funded from the 2010 Town Meeting using Community Preservation Act funds. The plan is to prepare to ask for public support for a capital submission in FY 2013 for some part of the design. Some elements of design for FY2013 improvements include: 1.Accessibility Improvements; 2.Auditorium & Support Spaces; 3.Miscellaneous Improvements; 4.Exterior Structural Repairs; 5.Interior Structural Repairs; 6.Structural Modifications; 7.Mechanical – fire protection system improvements; 8.Mechanical – plumbing system improvements; 9.Mechanical – HVAC system improvements; 10.Electrical Improvements; 11.Acoustical Improvements; and 12.Repairs and Improvements to Stage Rigging. Preliminary budget in current dollars for a single project is $7,741,698 ($6,036,916 for conceptual construction cost and $1,704,783 for related project costs and allowances). Preliminary budget in current dollars with project phasing: Selectmen’s Meeting – June 20, 2011  Phase 1: Accessibility & Auditorium (without HVAC improvements) $2,816,836  Phase 2: Estabrook, Lobbies, Toilet Rooms & Stage Support Areas $1,766,509  Phase 3: Other Meeting Rooms, HVAC Systems, Fire Protection $3,781,560  Phase 4: Site Improvements (Ramp, Drop Off, Handicap Spaces $548,777  Restoration & Repairs to Existing Fixed Seating in Auditorium $255,000  Replacement of Existing Acoustical Shell Array on Stage $250,000  Preliminary Total for Project Phasing: $9,418,682 Approximate cost increase for phase improvements is $1,676,984. If the project was done in one phase the building it would be off-line approximately 10 months. School Bus/Lexpress Pass Coordination Pilot Program Ms. Crocker, Sidewalk Committee and Safe Routes to School Program, summarized the School transportation Report for 2011. The report is the result of a parent survey in March 2011 to help better understand how well our present public school transportation system services the needs of the students. The anonymous survey gathered information on how to best improve issues such as traffic congestion and safety at the schools. Some of the conclusions from the survey include creating a more flexible afternoon transportation offering, promoting localized bus stops and encouraging and promoting school bus ridership. Ms. Arnold, Co-Chair of the Transportation Advisory Committee, recommends that the Selectmen support a one year pilot program that creates a school bus/Lexpress “flexpass” option for high school students only. The “Flexpass” would be sold by the school department for $10 more than the school bus fee being charged at the time of the purchase and would allow rides on Lexpress between 4:30 and 6:30 p.m. only. School department staff has expressed a willingness to develop a revenue sharing agreement that will ensure Lexpress does not lose revenue and could result in a Lexpress revenue increase. Upon motion duly made and seconded, it was voted 5-0 to support a one-year pilot program that creates a school bus-Lexpress “flexpass” option, as described, for high school students only. Discussion of Leary Report – Gathering of Questions Mr. Henry, Senior Planner, clarified the answers to questions about HOME Fund options for the Leary property. Ms. Beth Rust, Regional Housing Specialist, was also available to answer questions. Because we do not know which towns from the consortium are expected to use HOME Funds, Lexington has to apply by the deadline, but if another town in the consortium applies that may provide additional time for Lexington to think about whether using HOME funds is the right way to go. Selectmen’s Meeting – June 20, 2011 If the Leary structure is saved and HOME Funds are used there would be a review of the home by HUD as to whether it is eligible to be on the Historic National Register. Massachusetts Historical Commission would then weigh in and may require the house be preserved, both interior and exterior. Lexington could at that time stop the HOME Funds process and the deal would be dissolved. If the Town decides to do a LIP (Local Initiative Program); one of the units would have to follow the state’s affordable housing rules and the other units could be handled by LexHAB and all the units would count toward Lexington’s 10 percent housing inventory. The one unit would be looked to see if it is of any historical importance by the state and whether it had to be preserved. There are two tracks for LIPs: town gets an inclusionary unit in development, or a friendly 40B project would trump any local permit. Mr. Henry suggested that a community meeting on housing goals and objectives be scheduled to discuss the LexHAB marketing versus the State marketing and why LexHAB’s approach does not meet state requirements. Mr. Kelley suggested that the White House be moved to the Leary Land and that it could be turned into four rental units. Mr. Hays and Mr. Kennedy, LexHAB members, plan to discuss moving the White House at their next meeting. Selectmen will need to coordinate with LexHAB about whether the move is possible and what funds are available. The Leary plan does not include a parking area off Vine Street for use of the Conservation land, only pedestrian access. The Conservation Commission does not want a parking lot in that location. Mr. Adler asked if the affordable housing on the Leary property could be used for senior housing. Mr. Henry stated that senior housing would need approval from DHDC and depends on Lexington’s need. The Selectmen requested that Mr. Henry return to the July 11 meeting for further discussion. Approve Sale of Bond Anticipation Notes Mr. Addelson explained that on June 14, 2010 the Town sold $2,957,997 of bond anticipation notes of which $1,477,997 will come due on February 17, 2012 and $1,480,000 will come due on July 20, 2012. The notes coming due on July 20, 2012 are comprised of purposes that are potential candidates for debt exclusion votes next year so that if the debt exclusion is approved, the interest on these notes will be excluded from the limits of Proposition 2½ . Upon motion duly made and seconded, it was voted 5-0 to approve the sale of a $1,477,997 1.50 percent General Obligation Bond Anticipation Note, Series A (the “Series A Note”) of the Town dated June 24, 2011, and payable February 17, 2012, to Eastern Bank at par and accrued interest plus a premium of $10,627.74. It was further voted to approve the sale of a $1,480,000 1.00 Selectmen’s Meeting – June 20, 2011 percent General Obligation Bond Anticipation Note, Series B (the “Series B Note” and together with the Series A Note, the “Notes”) of the Town dated June 24, 2011, and payable July 20, 2012, to Eastern Bank at par and accrued interest plus a premium of $8,743.76; that in connection with the marketing and sale of the Notes, the preparation and distribution of a Notice of Sale and Preliminary Official Statement dated June 2, 2011, and a final Official Statement dated June 14, 2011, each in such form as may be approved by the Town Treasurer, be and hereby are ratified, confirmed, approved and adopted; that the consent to the financial advisory bidding for the Notes, as executive prior to the bidding for the Notes, is hereby confirmed; that the Town Treasurer and the Board of Selectmen be, and hereby are, authorized to execute and deliver a significant events disclosure undertakings in compliance with SEC Rule 15c2-12 in such forms as may be approved by bond counsel to the Town, which undertakings shall be incorporated by reference in the Notes for the benefit of the holders of the Notes from time to time; and 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, executive 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 the foregoing votes. Amend Revolving Funds Upon motion duly made and seconded, it was voted 5-0 that the expenditure limits of $275,000 for the FY2011 Building Rental Revolving Fund and $400,000 for the PEG Access Revolving Fund, as approved at the 2010 Annual Town Meeting, be increased to $350,000 and $430,000 respectively. 3 Approve 128CLetter Opposing Hazardous Materials on Route 128 The 128 Central Corridor Coalition would like to take the position of opposing the routing of trucks containing hazardous cargo on Route 128 rather than through Boston, as is recommended in a report prepared by a consultant for the city of Boston, Department of Transportation. Upon motion duly made and seconded, it was voted 5-0 to approve sending a letter signed by the Chair of the 128 Central Corridor Coalition to Mass DOT and the Federal Highway Administration opposing the routing of hazardous materials on Route 128. Town Manager Reappointment - Board of Health Upon motion duly made and seconded, it was voted 5-0 to approve the Town Manager’s reappointment of Wendy Heiger-Bernays to the Board of Health for a 3-year term to expire April 30, 2014. Selectmen’s Meeting – June 20, 2011 Appointments/Reappointments/Resignations Town Manager Reappointment Upon motion duly made and seconded, it was voted to reappoint Carl Valente as Town Manager, effective July 1, 2011, under the terms of his existing agreement until a new contract is negotiated. Community Center Task Force Upon motion duly made and seconded, it was voted 5-0 to accept the resignations of John Ruffing and Mary Ellen Alessandro from the Community Center Task Force, effective immediately. Upon motion duly made and seconded, it was voted 5-0 to appoint Jim Goell to the Community Center Task Force representing Seniors-LexSA. Economic Development Advisory Committee Upon motion duly made and seconded, it was voted 5-0 to appoint Bruce Embry to the Economic Development Advisory Committee for a term to expire September 30, 2014. Community Preservation Committee Upon motion duly made and seconded, it was voted 5-0 to reappoint Joel Adler, Norman Cohen and Jeanne Krieger to the Community Preservation Committee representing the Board of Selectmen for 2-year terms to expire June 30, 2013. Executive Clerk Upon motion duly made and seconded, it was voted 5-0 to reappoint Lynne Pease as the Executive Clerk for a 1-year term to expire June 30, 2012. Keeper of the Lockup Upon motion duly made and seconded, it was voted 5-0 to reappoint Police Chief Mark Corr as Keeper of the Lockup for a 1-year term to expire June 30, 2012. Town Celebrations Committee Upon motion duly made and seconded, it was voted 5-0 to reappoint Sondra Lucente, James Shaw and Robert Tracey to the Town celebrations Committee, as full members, for 3-year terms to expire June 30, 2014. Upon motion duly made and seconded, it was voted 5-0 to reappoint Paul Jenkins, Julie Miller, Wayne Miller, William Mix and David Taylor to the Town Celebrations Subcommittee for 1- year terms to expire June 30, 2012. Selectmen’s Meeting – June 20, 2011 Request for Signage on Bikeway – Reid’s Ride Ms. Sacco, Director of the Reid’s Ride, fighting cancer in adolescents and young adults, submitted a letter requesting permission to place six to eight 11x17 inch signs on the bikeway beginning June 17 for 4 weeks. The Bicycle Advisory Committee is working on guidelines for the use of the Bikeway, which will address signage requests. Since guidelines have not been finalized and approved, the Selectmen suggested some of the signs be approved for a shorter period of time. Upon motion duly made and seconded, it was voted 5-0 to allow Reid’s Ride organizers to place four signs on the Bikeway for a period of one week prior to the July 17 ride. Consent Agenda Approve Conservation Restriction for 2-Acre Lot to the Rea or 38 Adams Street Upon motion duly made and seconded, it was voted 5-0 to approve and sign a Conservation Restriction to be granted to the Conservation Commission from Ricardo and Jane Fulop for a 2- acre lot to the rear of 38 Adams Street. Approve Lexpress Schedule as July Tax Bill Insert Upon motion duly made and seconded, it was voted 5-0 to approve including the new Lexpress schedule in with the July tax bill. Ratify Poll Vote – Send Letter – FY2012 Unified Work Plan Upon motion duly made and seconded, it was voted 5-0 to ratify a poll vote to send a letter to the Boston Metropolitan Planning Organization recommending a study of the Route 4/225 Corridor in Lexington and Bedford. Ratify Poll Vote – Lower Battle Green Flag for Jack Marquis Upon motion duly made and seconded, it was voted 5-0 to ratify a poll vote to lower the Battle Green flag on Wednesday, June 15, 2011, in memory of John Marquis, retired DPW Water Department employee and veteran of the Navy and Army National Guard. Documents Presented/Discussed 1.Lexington Center Concept Plan and North Side Design, Pressley Associates Landscape Architects, June 20, 2011. 2.Summary Report – Isaac Harris Cary Memorial Building Evaluation, Mills Whitaker Architects, LLC, June 1, 2011. 3.Presentation Cary Memorial Building Evaluation. 4.School Transportation Report – 2011 (Safe Routes to School, Lexington Public Schools Transportation and Lexpress) Selectmen’s Meeting – June 20, 2011 Upon motion duly made and seconded, it was voted to adjourn at 11:05 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Goal Setting Meeting June 28, 2011 nd A meeting of the Board of Selectmen was held on Tuesday, June 28, 2010 at 8:00 a.m. in 2 Floor Conference Room at the Public Services Building, 201 Bedford Street. Chairman Manz, Mr. Kelley, Mr. Cohen; Mr. Burnell and Ms. Mauger; Mr. Valente, Town Manager; Ms. McLaughlin, Assistant to the Town Manager; and Ms. Pease, Executive Clerk, were present. Review Status of FY2011-2012 Goals Mr. Valente reviewed and highlighted some of the important goals accomplished from the FY2011-2012 Goal Setting, including: 1.Developed FY2012 budget, which included money in the budget for infrastructure improvements; 2.Held CPA Summit to discuss guidelines and ground rules for projects and funding; and 3.Town Meeting Approved a Private Ways Bylaw. The following FY2011-2012 goals are on-going: 1.Develop Major Projects Capital Investment - School Projects; 2.Focus Transportation Planning – staff is putting together ideas to present to the Selectmen in the near future; and 3.Evaluate Options for Hartwell Compost Facility – focusing in on how best to use. Mr. Manz wants to get started with the goal of updating the Boards Operating Procedures, which includes designating working group to recommend Board operating changes, increasing and improving the Selectmen online presence and discussing ways to track major issues. Proposed Goals for FY2012-2013 The Board discussed the following proposed goals: 1.Financial and Budget Issues a.Planning b.Comparative Analysis c.Health Insurance d.Total Compensation 2.Capital Planning and Projects a.Financing b.Planning c.Schools d.Municipal e.Infrastructure Maintenance f.Facilities/Land Use Selectmen’s Goal Setting – June 28, 2011 3.Economic Development a.Strategy, message b.Staffing c.Hartwell Avenue TMOD d.Bicycle/Tourism 4.Transportation a.Organization b.Coordination c.Seniors d.Bicycles, Pedestrians 5.Planning and Land Use a.Busa Farm b.Affordable Housing c.Hartwell Avenue Compost Options d.Parking e.Scenic History f.Land Use Regulation 6.Other a.Regulations for Unaccepted Streets and Stormwater Bylaw b.Fire Organization and Training c.Human Services d.Community center e.Citizen Education f.Historical Commission g.Committee Liaisons h.BOS Staffing i.Goal Setting j.Demographics/Diversity k.Climate change l.Energy Conservation See the attached list of proposed goals and ongoing items for FY 2012-2013. Future Selectmen Meeting Agenda/Discussion Items Financial/Budget Issues 1.Health Insurance a.Discuss a goal after the Legislature makes a decision and before the start of the bargaining process this fall. b.Figure out date for Selectmen to film a LexSelects of questions and answers for Boards/Committees on the open meeting laws/ethics. c.Discuss at July meeting whether the Selectmen want to make any changes to the budget process, but continue the regular Summit schedule. Selectmen’s Goal Setting – June 28, 2011 Capital 1.Presentation at July meeting on recreation fields and turf. 2.Discuss long-term plan for Public Safety buildings before hiring new Fire Chief. Economic Development 1.Selectmen meet with Planning Board to discuss how they can help to advance Hartwell Avenue and get status report on the proposed road improvement plan. Meet before October 1 in case there will be Capital needs. Planning/Land Use 1. Set up special meetings with the Busa Land Use Proposal Committee and consult major stakeholders. 2. Discuss Affordable Housing and make decision on the number of units the Selectmen want to promote, how to keep track of the number of units and how to stay above the 10 percent state requirement for number of units. 3.Selectmen should vote on whether to move forward with an RFP for a anaerobic digestive facility at Hartwell Avenue. Other 1.Fire Department Organization – Selectmen to discuss at July meeting. 2.Fire Training/Certification – Selectmen to discuss at July meeting and should be part of study. 3.Historical Commission – organize meeting of Selectmen and Historical Commission to discuss process. 4. Committee Liaisons – Ms. Mauger will draft a policy statement for review at a future Selectmen meeting. 5. Citizen Education – Selectmen may have a discussion on how to educate citizens on Town Government. Upon motion duly made and seconded, it was voted 4-1 (Burnell opposed) to ask the Town Manager to move forward with the Fire Department organizational study. Transportation 1. Organization – Ask the Town Manger to develop an organizational model to address transportation issues. Upon motion duly made and seconded, it was voted 5-0 to ask the Town Manager to develop an organizational model to address transportation issues. Selectmen’s Goal Setting – June 28, 2011 Documents Presented 1.Status of Board of Selectmen Goals for FY2011-2012; 2.Suggested Board of Selectmen Goal Areas for FY2012-2013; 3.Input from Boards and Committees to the Selectmen’s Annual Goal Setting Meeting; 4.Input from Senior Management Team for Selectmen’s Annual Goal Setting Meeting; Upon motion duly made and seconded, it was voted to adjourn at 11:45 a.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Goal Setting – June 28, 2011 BOARD OF SELECTMEN GOALS FOR FY2012-2013 Staff, other # Goal Area Goal Time Frame/ Milestones Stakeholders Preliminary schedule: Develop FY 2013 budget using - Capital mid Oct summit process, starting - Revenue projections mid preparation as early as Nov/early Dec possible. Initial goal is to - Level services projections prepare a level services budget mid Jan with no operating override and Carl & Rob, School FY2013 Other meetings and no use of stabilization funds. Committee, 1 Budget discussions: Consider ways to increase Appropriation and Planning - Executive session with spending on capital without CEC School Committee re: operating override. Evaluate collective bargaining strategy health insurance legislation. for compensation - Fall 2011 Consider budgeting new growth - Executive session with in the tax levy for capital School Committee re: health projects/infrastructure. insurance changes - Fall 2011 Explore increased spending for maintenance of infrastructure Evaluate appropriate level of to extend its existing life versus annual expenditure for facility major and infrastructure maintenance; Infrastructure renovation/reconstruction. 2 identify funding sources; CEC, SMT Maintenance Discuss DPF proposal to add develop and implement funding $2 million annually to facilities model for long term building and plan. Receive report from road maintenance. recreation re: turf maintenance and space needs. Develop comprehensive Identify major capital projects. process to increase Identify appropriate funding understanding and evaluation of source for each project. Set the challenges facing the Town Infrastructure CEC, CPC, SMT, priorities in major projects 3 and achieve consensus in Planning Carl, Rob capital investment plan. prioritizing major capital Establish a calendar for projects. Review options for seeking funding for design and increasing funding for capital construction. projects. Schools - Estabrook/Bowman/Bridge Construction and Renovation - Determine timeline for Bridge, Understand schedule for all Capital Issues Bowman and Estabrook School Committee, phases of construction and 4 - Schools projects and related Town Pat renovation activity and required Meeting and ballot votes. funding decisions. Work with School Committee on timing and implementation of debt exclusion effort. Selectmen’s Goal Setting – June 28, 2011 BOARD OF SELECTMEN GOALS FOR FY2012-2013 Staff, other # Goal Area Goal Time Frame/ Milestones Stakeholders Develop an organizational model to address transportation issues. Look at collaboration/cooperation Focus Transportation planning 5 Transportation among the many different Carl, SMT, PB and coordination. groups involved and how to avoid duplication and make more efficient use of volunteers. Develop separate meeting schedule for major Farm Coalition, stakeholders. Evaluate Busa Develop (incremental) plan for LexHab, Recreation, 6 Busa Farm Land Use Proposal Committee use of Busa Farm property. Lexington Housing report and receive report from Partnership Board Recreation re: proposal for fields Evaluate Leary Task Force Report and work with Busa Remain compliant with 10% Land Use Proposal Committee LexHab, Lexington affordable housing target. Affordable Housing Partnership 7 Report. Funding requests for Housing Determine community support Board Affordable Housing Projects for multi-unit projects. must be submitted by CPC deadline of Nov. 1, 2011. Determine whether an Meet with EDAC regarding anaerobic digestion facility at reuse of parcel. Work with the former Town landfill on Hartwell Ave. stakeholders and staff to Carl, SMT, ECC, Hartwell Avenue is an 8 Compost evaluate anaerobic digestion EDAC, Planning appropriate re-use of this Facility facility proposal. Decide key parcel. If yes, decide whether process issues if the Town and how to move forward with moves forward. developing the facility. Fire - Conduct a study of the Fire 9 Staff to prepare RFP by 9/1/11. Carl, SMT Organization Department organization. Selectmen’s Goal Setting – June 28, 2011 BOARD OF SELECTMEN ON-GOING ISSUES FOR FY 2012-2013 Staff, other # Issues Time Frame/ Milestones Stakeholders BOS requested Hartwell Avenue TMOD implementation Future BOS Meeting Agenda 1 presentation from including infrastructure improvements Item Planning Historical Commission process for adding Future BOS Meeting Agenda 2 properties to database. Item Other Committees, Plan and schedule training School Committee, 3 Open Meeting Law Training for Boards and Staff session Town Counsel, Town/School Staff Revisit roles and responsibilities of Selectmen liaisons; solicit input from other boards and committees about suggestions for any changes 4 Deb draft proposal. in the definition of liaison; communicate reasonable expectations about liaison role and activities. Summit Meeting Board of Selectmen, School Committee, Appropriation Committee and Capital Expenditures Committee June 28, 2011 A Summit was held on Tuesday, June 28, 2011, at 7:00 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, Finance Director; Mr. Goddard, Director of Public Facilities and Ms. Chabot, Assistant to the Executive Clerk, were present. Also Present: All School Committee (SC) members; Dr. Ash, Superintendent of Schools; all members of the Appropriation Committee (AC) with the exception of Mr. Michelson and Mr. Neumeier; all members of the Capital Expenditures Committee (CEC) with the exception of Mr. Edson; and Mr. Himmel, chair, Permanent Building Committee. Discussion of Project Schedules, Funding Plan/Potential Debt Exclusion for Bridge, Bowman and Estabrook School projects Mr. Valente began the meeting by explaining that the group would be asked to consider three timing options for debt exclusion and Town Meeting votes for funding the Bridge and Bowman Renovation and the Estabrook School Project. Mr. Goddard presented the following key project considerations in determining the timing: 1.It is likely that when the Town puts the Bridge/Bowman contract out for bid, contractors will consider the availability of funding in determining whether they will submit a bid, so having funding before seeking bids is preferable. 2.To begin the Bridge and Bowman renovation during 2012 summer vacation, we will need to advertise for bids no later than early January and sign a contract in mid to late March. 3.Starting Bridge and Bowman in 2012 will bring much needed educational space online as early as possible. 4.Starting Bridge and Bowman in 2012 creates more separation from the Estabrook construction phase for administration of the projects for the Permanent Building Committee (PBC) and Department of Public Facilities. 5.The Massachusetts School Building Authority (MSBA) has partnered with Lexington in creating a Feasibility schedule for Estabrook to have a Project Scope and Budget Agreement by February. The MSBA process is rigid and requires many check offs by MSBA, as a result maintaining this schedule may be too optimistic. The schedule only allows for six weeks after the Designer to develop the schematic design of the Estabrook School. 6.It is preferred to have all three schools on the same ballot. Summit Meeting – June 28, 2011 Mr. Goodard presented a flow chart with three timing options for debt exclusion and Town Meeting votes for the Bridge, Bowman and Estabrook projects: Option 1: Bridge, Bowman, and Estabrook voted on same day. Option 2: Bridge and Bowman voted before Estabrook voted. Option 3: Bridge, Bowman, and Estabrook voted on Same Date and Special Town Meeting for Bridge/Bowman. The general consensus was to proceed with Option 3 and plan to have the group meet again in early October to review and discuss a more detailed time line. Option 3 allows more time for the design process. A 70% cost estimate for Bridge and Bowman can be presented to the voters. And even though the cost for Estabrook will be an estimate, voters would know that the project is eligible for a 33 – 40% reimbursement from the MSBA. Upon motion duly made and seconded, it was voted to adjourn at 8:55 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk