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HomeMy WebLinkAbout2011-08-BOS-min Selectmen’s Meeting August 1, 2011 A regular meeting of the Board of Selectmen was held on Monday, August 1, 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. Town Manager Report Mr. Valente updated the Board on the Town Office Building Renovations and where various departments have moved until work in their area is completed. He also let the Board know about a joint military training exercise at Hanscom which would involve flight operations during the night. Mr. Valente reported that Moody’s Investors Service placed 177 municipal governments, including Lexington, on a watch list for a possible credit rating downgrade if the US government loses its top credit rating. He also welcomed Theo Kalivas as the new budget officer for the Town. Discuss Noise Issues with Shire Abutters Representatives from the Shade Street neighborhood briefed the Board on their ongoing concerns with noise from the Shire property. Town staff, Shade Street neighbors and the Town’s noise consultant will be meeting the week of August 8, 2011 to discuss whether there are other options that should be considered to mitigate noise from Shire’s rooftop equipment. Ms. Ciccolo, 50 Shade St., complained that although there has been considerable mitigation, the noise problems have not been fixed. She requested that the neighbors be allowed to work directly with an independent noise consultant to do additional tests over a longer period of time since the noise is louder on some days than others. Mrs. Canale, 29 Shade St., asked what has been done since the meeting in August 2010 when the Board took this issue under advisement. Mr. Canale, 29 Shade St., would like to work collaboratively to identify the most cost effective way to reduce the noise. Mrs. Blier, 41 Shade St., commented that at the last Town Meeting Shire promised to fix the noise problems to the satisfaction of the neighbors. Mr. Manz summarized by saying that the neighbors would like a collaborative effort, an independent consultant, who to call or what to do when things aren’t right, a better process for accountability, and a look at where the noise bylaw fits in to all of this. Hearing on Elks Application for Keno License Mr. Osgood and Mr. Campbell were present to answer questions regarding their application to the Massachusetts State Lottery Commission for a Keno license. The Board objects to the placement of a Keno monitor at the Lexington Lodge of Elks. Selectmen’s Meeting – August 1, 2011 Upon motion duly made and seconded, it was voted 5-0 to approve the Chairman signing and sending a letter to the Massachusetts State Lottery Commission objecting to approval of a Keno License for the Lexington Lodge of Elks. Presentation by New Owner of Dana Home Ms. Perez Kennealy presented the proposed Inn project for 2027 and 2013 Massachusetts Avenue, the former site of the Dana Home. Mr. Larson, Landscape Architect, was present to answer questions regarding parking. The plan would be to convert the existing structure on the 2027 property into a full service Inn with fourteen guest rooms and a small restaurant with a tabletop for each guest room in the main Inn as well as a small lounge area. The two structures on the 2013 property would be converted into an eight guest room annex for the Inn and the administrative offices for the Inn operations. Mr. Patrick, Town Meeting member, lives directly across the street from the proposed Inn. He supports a small Inn but commented that this is not a small plan. Mrs. McKenna, chair Tourism Committee, supports the use of this property as an Inn. She would like the option of directing visitors to an Inn in Lexington rather than sending them to Concord. th FY2011 4 Quarter End-of-Year Report Mr. Addelson, Assistant Town Manager for Finance, presented the report which included a presentation of FY2011 General and Enterprise Fund expenditures by Department through the end of the fiscal year. These figures will continue to be reviewed prior to closing our books and are subject to change. Expenditures As of the end of the fiscal year, 96.61% of the total FY2011 general fund budget had been expended or encumbered. This resulted in approximately $4.86 million in unexpended funds. The largest drivers of these unexpended funds are in the School Department ($1.298 million), Employee Insurance ($1.98 million), the Reserve Fund ($480,000) and the Salary Transfer Account ($510,125). The year-end surplus is net of a Snow and Ice deficit of $654,053. Staff has recommended that this deficit be raised from available FY2012 revenue including the residual balance of estimated FY12 revenue set aside to cover cuts in state aid that did not materialize and $300,000 of estimated FY12 revenue traditionally set-aside to cover prior year snow and ice deficits. Revenue Collections th As of June 30, revenues collected exceeded estimates by approximately $2.3 million. The Town experienced strong collections related to Motor Vehicle Excise, building-related permits, and Hotel/Meals Tax. Selectmen’s Meeting – August 1, 2011 Enterprise Funds Mr. Addelson presented a table depicting year-end results for each of the Town’s three enterprise budgets. The Recreation Enterprise Fund revenues exceeded estimates by approximately $326,000, which is anticipated to replenish retained earnings appropriated at the 2010 annual town meeting to support the FY11 budget. Preliminary analysis of Water Enterprise Fund revenues shows that total revenue exceeded budget by approximately $360,000 which likely is attributable to the dry summer a year ago resulting in increased usage of irrigation water. Preliminary analysis of Sewer Enterprise Fund revenues shows that total revenue fell short of estimates by approximately $460,000. Staff is in the process of determining the cause for the shortfall. Approve continuing the Lexpress Program to Serve Seniors Mr. Levison, Chair Transportation Advisory Committee and Ms. Rodgers, Human Services Director, requested approval to continue the pilot program to provide limited point-to-point service between the three senior housing villages and the Senior Center. Upon motion duly made and seconded, it was voted 5-0 to approve continuing the program for a limited point-to-point Lexpress service between the three senior housing villages and the Senior Center with a $0.25 fare for the service until December 31, 2011. Discuss and Approve Sidewalk Guidelines Mr. Van Hook, Chair of the Sidewalk Committee, was not present. Mr. Canale, former Planning Board liaison to the Sidewalk Committee, reported that the Committee voted unanimously to recommend that the Selectmen approve the guidelines. Upon motion duly made and seconded, it was voted 5-0 to approve the proposed Sidewalk Guidelines. Goal-Setting Follow Up: Transportation Planning At the Selectmen’s goal-setting session, the Board authorized the staff to develop recommendations regarding the manner in which the Town organizes and staffs transportation operations (e.g. Lexpress) and transportation planning. Ms. Vine, Deputy Town Manager, updated the Board on the options under consideration: Option 1: Continue with current model for Transit/Lexpress operations, parking management and transportation planning activities under DPW management structure. Option 2: Reorganize and place Transit/Lexpress operations under Department of Human Services. Parking Management component remains with DPW Selectmen’s Meeting – August 1, 2011 and Transportation Planning becomes a responsibility of the Planning Department. Option 3: Reorganize and place Transit/Lexpress operations under Department of Human Services, Transportation Planning under Planning Department. Parking component under Police Department (this is the difference from option 2). Option 4: Contract out Transit/Lexpress operations. Keep Parking Management under DPW or Police. Transportation Planning becomes a responsibility of the Planning Department. No action is required by the Selectmen at this time. At the Selectmen’s meeting in late August or September, the staff plans on bringing recommendations to the Board. Report on New Legislation Regarding Municipal Health Insurance Mr. Valente provided a brief overview of the recent changes in State law regarding municipal employee/retiree health insurance. The Town’s current Coalition Bargaining agreement for FY11 and FY12 must be honored by the Town. The Town can make plan design changes or join the GIC no sooner than FY13. If the Town joins the GIC, it must notify the GIC by March 1, 2012. Busa Property Land Use Discussion The Selectmen discussed how they would go about moving forward with making a decision on the use of the Busa land. The consensus was that this issue needs to be discussed at meetings separate from the regular Monday night Board of Selectmen Meetings. The Selectmen would go through each proposal completely and public comments could be made at that time. Subsequent meetings could be scheduled to answer questions that arise. The focus of the August 2, 2011 meeting would be housing and where it could be located. FY2013 Street Acceptance Timetable This is the schedule that needs to be followed in order to prepare for a possible Street Acceptance Article for FY2013. Upon motion duly made and seconded, it was voted 5-0 to approve the proposed FY2013 Street Acceptance Schedule. Approve CPA Grant Agreement for Vynebrook Village Drainage Project Mr. Valente presented the agreement for the CPA grant of $364,800 for drainage improvements at Vynebrook Village. Selectmen’s Meeting – August 1, 2011 Upon motion duly made and seconded, it was voted 5-0 to approve and sign the Grant Agreement between the Town and the Lexington Housing Authority for drainage improvements at Vynebrook Village, as appropriated at the 2011 Annual Town Meeting. Approve the Use of the Battle Green Regulation The Policy Manual Committee reviewed the current Battle Green Regulations and those proposed by the Battle Green Master Plan Report. The Selectmen reviewed the new regulation showing the suggested changes proposed by the Policy Manual Committee and the proposed Battle Green Regulation provided by the Battle Green Master Plan group. If approved, the revised regulation would be included in the Code of Lexington. Mrs. McKenna was surprised to see this on the agenda with out being referred back to the Battle Green Master Planning Committee for comments. Mr. Cohen explained that the changes were based on the suggestions proposed by the Battle Green Master Planning Committee and the regulation would need to be approved tonight in order to make it in to the Code. Upon motion duly made and seconded, it was voted 5-0 to approve the revised Use of the Battle Green Regulation with corrections made to amend Green to Battle Green where ever it appears. Appointment of Election Officers The Board reviewed the request from the Town Clerk to appoint election officers for the period beginning September 1, 2011. Mr. Cohen and Mr. Burnell pointed out that they will abstain because their wives are Election Officer Candidates. Upon motion duly made and seconded, it was voted 3-2 (Cohen and Burnell abstained) to appoint Election Officers as presented in a memo from the Town Clerk dated August 1, 2011 for the period beginning September 1, 2011. Interest in Purchasing Town Land Mr. Valente presented the request of the owner of 181 Follen Road who is interested in purchasing approximately 325 sq ft. of the Town’s right of way in Follen Road. This will allow the property to be subdivided into two buildable lots. Before discussing this matter with the owner’s representative, staff is interested in whether the Board has any questions or concerns. DPW recommends that if the Town is to sell this piece of the right-of-way, it should reserve for itself a sidewalk easement. Should the Board agree to sell this piece of land, Town Meeting approval would be required. Selectmen’s Meeting – August 1, 2011 Discuss Process to Follow for Town Manager Evaluation Ms. Mauger was designated to collect input from all the Selectmen and write the evaluation. Resignations Community Center Task Force Upon motion duly made and seconded, it was voted 5-0 to accept the resignation of Elizabeth Barnett from the Community Center Task Force, effective immediately. Transportation Advisory Committee Upon motion duly made and seconded, it was voted 5-0 to ratify a poll vote to accept the resignation of Sara Arnold from the Transportation Advisory Committee. Limousine License Renewals Upon motion duly made and seconded, it was voted 5-0 to approve the application and issue a Limousine License to Fusco Enterprises, LLC, c/o Back Bay Sedan Services, 88 Reed Street, subject to satisfactory inspection of the vehicle by the Police Department and CORI results. Upon motion duly made and seconded, it was voted 5-0 to approve the application and issue two (2) Limousine Licenses to Boyadjian Limousine Service, 447 Lowell Street, subject to satisfactory CORI results. Historical Commission Hearing on Leary House The Historical Commission meeting on July 21 included a hearing on the demolition request for the Leary property. Unfortunately neither the Town Manager nor the Selectmen were informed about this hearing. The Historical Commission put the hearing off until their next meeting on August 18. Mr. Manz asked the Board to approve his writing a letter to the Historical Commission requesting that the hearing to grant a demolition permit for 116 Vine Street be continued until the Commission’s September meeting because he cannot be at the August meeting. Upon motion duly made and seconded, it was voted 5-0 to authorize Mr. Manz to send a letter to the Historical Commission requesting that the hearing regarding 116 Vine Street be continued until the September meeting of the Historical Commission. Discuss Proposed Regulation on Remote Meeting Participation The Attorney General released proposed regulations permitting remote participation in meetings of public bodies. The proposed regulations are subject to public comment through a public hearing to be held at the Office of the Attorney General on Tuesday, September 6, 2011. The Selectmen’s comments and comments from Ms. Hooper, the Town Clerk, and Mr. Kanter, Selectmen’s Meeting – August 1, 2011 member of the Capital Expenditures Committee will be consolidated and sent to the Attorney General’s office. 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 from June 23, 2011 -$27,669.74 Commitment of June 2011 Water/Sewer Charges (for finals) $7,240.56 Commitment of Water/Sewer Charges for June 2011 (Cycle 9) $238,807.08 Ratify Poll Vote – Use of Battle Green – Electric Vehicle Recharging Stations Upon motion duly made and seconded, it was voted 5-0 to ratify a poll vote to approve the use of the Battle Green on Friday, July 22, 2011, to announce a grant received for electric vehicle recharging stations. Ratify Poll Vote – Letter to Board of Appeals on Forbes Road Garage Upon motion duly made and seconded, it was voted 5-0 to ratify a poll vote to approve sending a letter to the Board of Appeals regarding the upcoming hearing on the Forbes Road parking garage. Use of Battle Green – Small Wedding Tuesday, August 9 Upon motion duly made and seconded, it was voted 5-0 to approve the Use of the Battle Green for a Small Wedding on Tuesday, August 9, 2011. Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of June 20, 2011, June 28, 2011 (Goal Setting), June 28, 2011 (Summit), and July 11, 2011. Executive Session Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the executive session minutes of June 28, 2011 and July 11, 2011. Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call to go into Executive Session at 10:35 pm to discuss strategy with respect to collective bargaining and pending litigation related to Fire Union personnel matters 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. Selectmen’s Meeting – August 1, 2011 Documents Presented 1.Proposed Inn Project for 2027 and 2013 Massachusetts Avenue 2.Organizational Options for Transit Operations, Parking Management & Transportation Planning Components Upon motion duly made and seconded, it was voted 5-0 to adjourn at 11:05 p.m. A true record; Attest: Diana B. Chabot Assistant to the Executive Clerk Selectmen’s Meeting August 2, 2011 A meeting of the Board of Selectmen was held on Tuesday, August 2, 2011, at 8:00 a.m. in the Public Services Building Training Room. Chairman Manz, Mr. Kelley, Mr. Cohen, Mr. Burnell and Ms. Mauger; Mr. Valente, Town Manager and Ms. Pease, Executive Clerk, were present. Also Present: Mr. Hays, Mr. Kennedy and Ms. Wood from the Lexington Housing Assistance Board (LexHAB); Mr. Kreutziger, Housing Partnership Board; Mr. Hadley, Director of Public Works and Mr. Livsey, Town Engineer. Discussion of Affordable Housing on the Busa Property Mr. Kreutziger presented drawings showing several options for affordable housing on the Busa property and where farming and a recreation field could fit into those options. The plans included entrance alternatives and parking options. The presented options were a result of Mr. Kreutziger’s work done after the Housing Partnership Board made their presentation to the Busa Land Use Proposal Committee as a result of their comments during that presentation. The Housing Partnership’s preference is to have the affordable housing located in the northern area of the property and that is the project they have endorsed. The Housing Partnership Board would like to see 10 to 14 units in five to seven 2-story buildings on 1-1/4 acre of land with a mix of one, two and three-bedroom units. The plan also includes parking of 2 spaces per unit. There was a brief discussion about whether the Town has a right of way off Farm Road to the Busa property. Mr. Livsey will do the necessary research. One question that came up that needs to be answered is how to calculate how many school children there may be at this affordable housing location. LexHAB was asked if they could and would do a project that included 10 to 14 affordable housing units. They would want to look at to see if they could do the project, whether they would need help and how the financing works. Asked about a timeline, Mr. Valente stated that a Deed Restriction would have to be done after a decision is made on the use and the specific location for that use. Mr. Burnell suggests pursuing a 40B project with four units where all the units would count in Lexington’s inventory. Mr. Hays would like to see the 10 to 14 units built at the preferred Housing Partnership location on the Busa property if the Selectmen endorse that number of units, but if the Selectmen only want a few affordable housing units built along Lowell Street, that site should be looked at further. LexHAB will explore the cost of the fill that would be needed if affordable housing was put on Lowell Street. The Selectmen all support having affordable housing on the Busa property. Selectmen’s Meeting – August 2, 2011 Selectmen should provide the Selectmen’s Office with any questions regarding the Busa Property that they want answers to. Next Meeting The Selectmen will meet on Tuesday, August 30, 2011 and on Tuesday, September 13, 2011. Both meetings will begin at 8:30 a.m. in the Selectmen Meeting Room. The Farming group will be asked to make a presentation at one of the next two meetings that includes a business plan. Recreation will also be asked to present information at one of the next two meetings about their needs now and in the future. The Busa Land Use Proposal Committee will also be invited to attend both meetings and also will be asked for their comments/response to Mr. Kreutziger’s presented plan. Mr. Burnell wants information provided on possible alternative sites for a farm and for recreation fields. Questions Mrs. McKenna would like answers to the following questions: 1.Clarify what Town Meeting was told about affordable housing when discussed purchasing the Busa property. 2.What is the maximum number of units the Selectmen will allow for affordable housing on the Busa property? 3.Could a road be built on the south side of the property and would that provide better access? 4.Ask the Town Clerk’s Office to review the census and do an analysis of the number of school kids who live in market rate homes versus affordable housing. Documents Presented 1. Ken Kreutziger, Housing Partnership Board, plans for affordable housing. Upon motion duly made and seconded, it was voted to adjourn at 10:00 a.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting August 29, 2011 A regular meeting of the Board of Selectmen was held on Monday, August 29, 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; Ms. Vine, Deputy Town Manager and Ms. Pease, Executive Clerk, were present. Selectmen Concerns and Liaison Reports Mr. Manz and Mr. Burnell attended the Lexington Public Schools Opening Day for teachers. Mr. Cohen attended a ribbon cutting ceremony at Booz Allen Hamilton, 91 Hartwell Avenue. Mr. Burnell announced that the Sustainable Lexington Committee will have a meeting the end of September to explain a new energy program called “Next Step Living” that will be available to residents. All of the Selectmen praised the dedicated Town Staff that serves the citizens of Lexington for their work commitment in preparation of hurricane Irene and for all their hard work during and after the storm. Town Manager Report Ms. Vine updated the Board on Lexington’s preparation and response to tropical storm Irene (see attached report). Mr. Hadley suggested that the Selectmen approve an additional yard waste collection date for the week starting September 6. He reminded the audience that the Compost Facility is open Monday through Friday 7:30 a.m. to 3:00 p.m. and Sunday 8:00 a.m. to 4:00 p.m. Upon motion duly made and seconded, it was voted 5-0 to authorize an extra yard waste collection day. Contact information for downed trees and power lines was provided. Liquor License – Change of Manager – Bertucci’s Upon motion duly made and seconded, it was voted 5-0 to approve the application for a change of manager to Michael Emery and issue an all alcoholic common victualler liquor license to Bertucci’s Restaurant Corporation d/b/a Bertucci’s Brick Oven. 1777 Massachusetts Avenue. Selectmen’s Meeting – August 29, 2011 Review and Approve Fire Department Study RFP The Board requested that a study of the Fire Department staffing and facility location(s) be undertaken. Mr. Kelley and Mr. Burnell have been the Selectmen liaisons working with staff to put together the proposed RFP. Ms. Vine reviewed the proposed changes to the Scope of Services for the RFP. Mr. Burnell is not in favor of having a consultant do this study; he would rather it be done internally. Mr. Kelley is in favor of proceeding with the RFP and wants Interim Fire Chief Hoyle involved in the study. Upon motion duly made and seconded, it was voted 4-0-1 (Burnell abstained) to approve the RFP for the Fire Department study, as presented. Munroe License Renewal Mr. Burnell requested that the Board re-evaluate the current rent for the Munroe Center for the Arts. The current rent is $2,000 per month. Mr. Burnell believes that the Munroe rent should increase slightly every 90 days when the license term is extended and the money should be used to pay for capital projects on the building. Mr. Kelley stated that Munroe has been working hard to organize their finances and has a new Accountant who expects to have the finances restructured and clarified at the end or September or early October. He believe the Town should, in the future, require the Munroe Board to recommend accounting operations and look at funds and how they are used and if there is any surplus that it be channeled for capital purposes. The Board will discuss this issue at a future Selectmen meeting before November 1 when the current license expires with Munroe Center for the Arts. At that meeting the Selectmen would like information on Munroe’s current finances. Establish Agenda for Future Busa Meetings The Selectmen will plan a meeting or two with the Busa Land Use Proposal Committee (BLUPC) after the planned presentations from Recreation and Farming. Mr. Horton, chair of BLUPC will poll his Committee for possible meeting dates. Discuss Request to Extend the Busa Farm License Mr. Dennis Busa has requested a one-year extension of the license to farm the Busa property. Mr. Busa would like a decision by mid-September so he can make plans for the 2012 growing season. Since discussions are ongoing regarding reuse of the parcel, the Selectmen would like to Selectmen’s Meeting – August 29, 2011 review the extension request at a meeting after presentations have been made by Recreation and Farming. Ms. Vine will check on the latest possible date Mr. Busa needs to have an answer to his request. Review Town Manager Evaluation Criteria and Future Goals The Selectmen reviewed the proposed Town Manager Evaluation Criteria for FY2010 through 2012. Mr. Cohen suggested some additional criteria. Each Selectmen will write an evaluation of the Town Manager using the criteria approved below and submit to Ms. Mauger no later than Tuesday, September 6. Upon motion duly made and seconded, it was voted 5-0 to approve the Town Manager Evaluation Criteria, as amended. The criteria will be as follows: Professional Expertise Personnel/Management Department Performance/Supervision Professional Recruitment and Retention Execution of Policy Foster Collegial Working Environment Financial Management Contract Negotiation Economic Development Communication With Selectmen With other Boards, Committees and Officers Community Relations/Outreach Strategic Planning/Problem Solving/Innovation Leadership Professional Integrity and Expertise The Selectmen also need to approve the Town Manager Goals for FY2012 to 2013. The Board reviewed the Town Manager’s proposed goals. The Selectmen want time to add additional goals and also discuss with the Town Manager. As soon as each Selectman has submitted the Town Managers Evaluation to Ms. Mauger, they should put together suggested goals for FY2012-2013 and submit to Ms. Mauger for review at a future meeting. Review Draft Letter – Open Meeting Law Regulation Mr. Batt, Anderson & Kreiger, prepared a draft letter to send to the Attorney General that will provide comments on the Open Meeting Law in regard to remote participation regulations. The draft letter incorporated comments he received from the Mr. Manz, the Town Clerk and Mr. Selectmen’s Meeting – August 29, 2011 Kanter. Comments/recommendations in the letter include: allowing “local public body” to vote if they are participating remotely; providing discretion to Selectmen to establish guidelines that would limit a reasonable number of meetings per calendar year that a member is authorized to participate remotely for any reason; suggest additional guidance to Board chairs be provided on how to prioritize approval of some but not all requests; insert “As feasible, in the alternative, documents or exhibits may be transmitted electronically during the meeting to a remote participant.” in Section 29.10(5)(f); and include illness or death of an immediate family member and personal illness as reasons to permit remote participation. Upon motion duly made and seconded, it was voted 5-0 to authorize Town Counsel to send to the Attorney General a letter regarding the Open Meeting Law and remote participation by local officials, as presented. Appointment – Transportation Advisory Committee Upon motion duly made and seconded, it was voted 5-0 to appoint Martin Cohen to the Transportation Advisory Committee for a term to expire September 30, 2013. Future Meetings The Selectmen will schedule regular meetings for September 26, October 3, October 17, October 24 and November 7, 2011. Summit 1 will be scheduled for Wednesday, October 5, 2011, at 7:00 p.m. A joint meeting of the Selectmen, School Committee and Appropriation Committee to discuss the new health insurance law will be scheduled for Wednesday, October 12, 2011, at 7:00 p.m. Consent Agenda Water and Sewer Commitments Upon motion duly made and seconded, it was voted 5-0 to approve the following water and sewer commitments: Adjustments of Water/Sewer Charges from 7/14/11 and 8/4/11 (-$33,742.89) Commitment of July 2011 Final Water/Sewer Charges $32,289.10 Use of the Battle Green – LexFUN Annual Halloween Parade Upon motion duly made and seconded, it was voted 5-0 to approve the request of LexFUN to use the Battle Green on Saturday, October 29, 2011 (rain date Sunday, October 30), from 8:45 a.m. to 11:00 a.m. for the annual Halloween parade. Selectmen’s Meeting – August 29, 2011 One-Day Liquor License – Neillio’s Catering/Sage Crossing Foundation Upon motion duly made and seconded, it was voted 5-0 to approve a one-day liquor license to Neillio’s Catering to serve beer and wine for the Sage Crossing Foundation fundraiser on Saturday, September 10, 2011, from 7:00 p.m. to 11:00 p.m. at the National Heritage Museum. One-Day Liquor License – St. Nicholas Greek Orthodox Church Upon motion duly made and seconded, it was voted 5-0 to approve a three-day liquor license for the St. Nicholas Greek Orthodox Church to serve beer and wine for a 3-day food festival at 17 Meriam Street - Friday, September 16 from 11:30 a.m. to 10:00 p.m.; on Saturday, September 17 from 11:30 a.m. to 10:00 p.m.; and on Sunday, September 18 from 11:30 a.m. to 3:00 p.m. Proclamation for Constitution Week Upon motion duly made and seconded, it was voted 5-0 to approve and sign a proclamation for Constitution Week, September 17 through 23, 2011. Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the minutes of August 1, 2011 and August 2, 2011. Executive Session Minutes Upon motion duly made and seconded, it was voted 5-0 to approve the executive session minutes of August 1, 2011. Ratify Poll Vote – State of Emergency Upon motion duly made and seconded, it was voted 5-0 to ratify a poll vote to declare a local State of Emergency effective Sunday, August 28, 2011, at 8:00 a.m. Executive Session Upon motion duly made and seconded, it was voted 5-0 by roll call to go into Executive Session at 8:40 p.m. to discuss a possible violation of the Noise Bylaw on the Shire property and the Town’s enforcement options and to reconvene in Open Session only to adjourn. The Chairman further declared that an open meeting discussion may have a detrimental effect on the litigating position of the Town. Upon motion duly made and seconded, it was voted to adjourn at 9:45 p.m. A true record; Attest: Lynne A. Pease Executive Clerk Selectmen’s Meeting August 30, 2011 A meeting of the Board of Selectmen was held on Tuesday, August 30, 2011, at 8:00 a.m. in the Selectmen Meeting Room. Chairman Manz, Mr. Kelley, Mr. Cohen, Mr. Burnell and Ms. Mauger; Ms. Vine, Deputy Town Manager and Ms. Pease, Executive Clerk, were present. Also Present: Recreation Committee - Mr. DeAngelis, Chair, Sandra Shaw and Wendy Rudner; Recreation Staff – Ms. Simmons, Director, and Mr. Coleman, Supervisor; Mr. Pinsonneault, DPW Manager of Operations, and Mr. Filadoro, DPW Superintendent of Public Grounds. Recreation Presentation – Re-Use of Busa Property Mr. DeAngelis, Chair of the Recreation Committee, made a presentation to the Selectmen on the need for a full-size multi-purpose field at the Busa Property, which would require approximately 2 acres of land. A Sports Landscape Architect would need to design a master plan, including field size, location, parking and the needs of the other users. The field would not be lighted, include a buffer zone on three sides of the field with shrubs and ornamental trees to maintain neighborhood privacy and reduce noise. Also proper drainage systems and the DPW’s pesticide- free Integrated Pest Management program would ensure that there is no adverse run-off effects on the Arlington Reservoir. The proposed field would be permitted on weeknights from 5:30 p.m. to 7:30 p.m., Saturday from 9:00 a.m. to 5:30 p.m., and Sundays from 12:00 noon to 5:30 p.m. during the spring and fall seasons. This would add 528 hours of field use that the Lexington United Soccer Club and Lexington Youth Lacrosse would utilize. Mr. DeAngelis reviewed the rationale, demand for field time, field inventory, implications and other considerations to back up the need for a full-size multi-purpose field at the Busa Property. The Recreation Committee strongly encourages the Selectmen to consider the need for more field space and hopes they will support this recommendation for a full-size multi-purpose field on the Busa land. The Recreation Committee and Staff answered questions from the Selectmen: 1.Recreation has not been invited yet to participate in the planning of a new Estabrook School. The Selectmen want recreation involved in the early planning of a new Estabrook School 2.The drainage fixes on the Worthen Road field should make it a playable field, but it is not a full-size field. 3.Recreation believes 46 parking spaces at the Busa Property are sufficient for one field where mostly single soccer and lacrosse games would be played, does not include spaces for other uses. 4.The Recreation Committee capital plan for FY2013-2017 includes a recommendation to reconstruct the central track and the area around the track with synthetic turf. Selectmen’s Meeting – August 30, 2011 5.The installation of synthetic turf and/or lights at the center recreation complex would create up to 1,400 additional field hours for the Town. Synthetic turf also allows use of the fields earlier in the season. 6.The estimated cost for a Sports Landscape Architect to design a master plan, including field size, location, parking and the needs of the other users would be approximately $20,000 and would take approximately one month to complete. 7.The Selectmen will discuss moving forward with the additional borings needed to analyze settlement and stormwater runoff issues at the track and football field at the September 12 Selectmen meeting. Schedule Next Meeting LexFarm is scheduled to make a presentation to the Selectmen on September 13, at 8:30 a.m. The Busa Land Use Proposal Committee will provide suggested dates to meet with the Selectmen. Documents Presented 1.The Lexington Recreation Committee’s Busa Land Report to the Board of Selectmen dated August 30, 2011. 2.Power Point Presentation of the Recreation Committee’s Report dated August 30, 2011. 3.Power Point Presentation on Other Considerations, including on adding lights and turf. Upon motion duly made and seconded, it was voted to adjourn at 10:15 p.m. A true record; Attest: Lynne A. Pease Executive Clerk