urn:schemas-microsoft-com:office:smarttags013fMINUTES
PersonNameBoard of Selectmen’s Meeting
dateYear2006Day17Month7July 17, 2006 timeMinute30Hour197:30 p.m.
PRESENT: Sarah Cannon- Holden (Chairman), Sara Mattes, PersonNameGary Taylor,
STAFF: Timothy Higgins (Town Administrator), Debra Parkhurst (Adm. Asst.)
Welcome & Introductions: The meeting opened at timeHour19Minute307:30 PM. The Chairman welcomed the public, reviewed the agenda and action items for the meeting.
Announcements: Town Moderator Jack French appeared with the new Chairman of the Finance Committee, PersonNameRobert Steinbrook, to announce that they are seeking new members for the Finance Committee. There is presently one opening, with new one or two vacancies anticipated within the next year. Mr. Steinbrook explained the functions of the FINCOM. Mr. French explained that there are seven members appointed for three year terms by the Moderator. They are primarily responsible for planning the Town budget, providing advice to boards and committees, and working with the Town administration, both School committees, and the Library. FINCOM needs people with skills that complement these affiliations, such as business, computer, construction, as well as those who have served on other
boards and are familiar with the Town and its budget centers. The FINCOM typically meets on Thursday evenings, one to three times a month, mainly from Labor Day to Town meeting. Members usually have liaison assignments with particular groups in Town. Ms. Mattes added that it is important for people to have good communication skills, noting that it is important to present various important issues in a simple manner. Mr. French commented that it would be good to have younger members that might be aware of school budgets and needs. Mr. French thanked the Board, and said he hoped to be able to make an appointment by the end of the summer.
Appointments
timeMinute30Hour197:30 p.m. DPW Union Representatives: Sign Contract
PRESENT: Bob Maker, Union Steward and John Logan, secretary of local AFSCME 1730. The Board welcomed the representatives of the union. Mr. Higgins and the Board reviewed the terms of the contract which covered the years FY 2006 through FY 2008. This includes a COLA increase of 8% over three years (2006 -3%; 2007 -2.5%; 2008- 2.5%). The position of Crew Chief had been negotiated back into the contract. This will create an additional supervisor out on the road. Staff had conducted a survey of area wages and benefits. They also worked with the Water Board to make sure that the license increments were appropriate to the marketplace. Mr. Higgins added that they were pleased with the extent of the discussions. The Board verified that the crew chief is not an additional
position, but will be an assignment, most likely giving an incremental increase to existing staff member. Mr. Taylor made a MOTION to approve the contract negotiated with the DPW and the Water Board for FY 06 through FY 2008. The MOTION passed unanimously. The Board and the representatives signed the agreement.
7:45 placePlaceNamep.m. PlaceTypeSchool Committee Re: facilities planning
PRESENT: Julie DuBrow, School Committee Chair, Mickey Brandmeyer, Lincoln Schools Superintendent, Buck Creel, Business Manager, John Robinson, FINCOM liaison to School Committee, Bob Zakarian, School Facilities Committee; Al Schmertzler, School Facilities Committee.
Ms. Dobrow opened the discussion stating they appreciate the opportunity to meet with the Board. She discussed the history of the school and its buildings, the facilities study, and the need for regular and predictive upkeep. She said the school facilities range in age from the 1948 to 1995. The 1995 addition did not address the infrastructure of the older buildings. Some systems are at the end of their useful lives, she said. The establishment of a school facilities subcommittee was an attempt to look at the buildings in a far reaching manner to address remediation, programmatic needs, water and septic management, as well as “green” issues. The basic “bones” of the school structures are in good shape and enrollment is flat. The review by
the Massachusetts School Building Authority (SBA) was briefly discussed. The School Committee will conduct its own cost/ benefit analysis. In 1995 they added classrooms and the library. Now they need cafeteria and program common spaces that were not considered at that time. Ms. Mattes asked about a full analysis that looks to the value of an investment 25 years out. She reminded that committee that this analysis led the L-S School Committee to undertake new construction rather than rehabilitate the old buildings. Mr. Schmertzler said the Committee did not believe that taxpayers would be well served by the construction of a new school. Mr. Schmertzler expressed concern with environmental hazards of rehabilitation versus reconstruction and reported that they would occur in either instance. Mr. Creel said that even with demolition there is still an abatement phase. Mr. Brandmeyer said the discussion is for renovation and
some reconstruction. They want the structure to be good for 50 years into the future. He added that the 1995 additions did not address all issues. Discussion turned to the School Building Authority, its funding and approval process. The SBA gave a ranking to every school building in the State, and 75%of these were ranked as a 1 or 2. Only 3% (64) are ranked as category 4 (poor). Discussion followed on placeCityLincoln’s likelihood of getting reimbursement. Mr. Brandmeyer said it is important for the School to position themselves in a manner to take advantage of funding opportunities. This would include a Facilities Master Plan and filing a Statement of Interest listing eight priorities. He added that they may get extra points by doing renovation versus new construction. Mr. Creel said that they the School Committee put out an RFP for a new feasibility study and are in discussion with three finalists.
They hope to have an assessment for the school complex by the time of State of the Town Meeting, but they may still have to sort out the programmatic issues. Members of the Board were pleased to learn that the School is giving consideration to broader uses of the campus. The Boards also discussed sustainable energy and building designs, particularly in light of energy costs and savings. Mr. Schmertzler expressed a desire for predictive maintenance. The boards discussed setting us a “capital reserves” or “sinking fund” for routine maintenance. The Selectmen also requested a simple checklist, such as that provided by the SBA, to understand the needs of the all Town buildings.
timeMinute15Hour208:15 p.m. Planning Board general discussion/update - Zoning Board general discussion/update
PRESENT: Ken Hurd (Chairman, Planning Board0, PersonNameJohn Snell (PB), Bryce Wolf(PB), Pamela Green (Chairman, Zoning Board of Appeals), PersonNameJoel Freedman (ZBA), Mark Whitehead (Town Planner)
The meeting opened with Mr. Whitehead discussing the Master Plan process. They have had their first meeting in June, and now have invited Jody Kablack and Larry O’Brien to come to the next meeting (July 26) to discuss their experiences with the Master Planning Process in Sudbury. He noted that the Open Space Plan and the Housing Plan need to be updated. They will need to determine if they need to hire a professional consultant. They have a number of meetings scheduled and plan to break into subgroups and then come back together. Hopefully a Master Plan will be ready by the 2008 Town Meeting, with a report to the 2007 town meeting. Chairman Ken Hurd discussed the State requirements, noting that the written Master Plan informs the Town’s decision about
updating and creating bylaws. He said it serves as a working tool, and contains information on housing, water usage, transportation, and economic issues. Mr. Hurd added that the Town has the opportunity to go beyond what the State requires. The Town may want to develop a strategic plan and coordinate between boards. Mr. Higgins added that the Conservation Planner, Angela Seaborg, had compiled all the previous reports and created an Executive Summary that all the committees have. Mr. Taylor thought it would be important to push groups, such as the library, to think how their mission might change over the next ten or twenty years. Ms. Mattes asked how the plan could incorporate external pressures that could shape the town’s destiny or improve the ability to react quickly. Mr. Whitehead said the plan should be consistency with the regional plan. Ms. Mattes said she is concerned with the issues that come out of the regional planning.
Discussion turned to planning for the Mall. Mr. Whitehead reported that they had an earlier preliminary discussion with the Mall, and they are coming back for an update on July 19. They were briefed on the septic issue and the Board reviewed the zoning requirements for the overlay district.
Both the Mall and the Deaconness are scheduled for public hearings on September 20; they will have to have their plans and applications in by August 23. Ms. Mattes commented that submission of a filing does not mean that the review is complete. It was also noted that the RLF will have a public session with the Selectmen after Labor Day, on September 11. Issues around the septic system and the easement still need to be worked on. Both the Selectmen and the Planning Board have asked the RLF and Lincoln Woods to develop an MOU (Memorandum of Understanding) regarding the septic system, and both have requested copies. Mrs. Green, Chairman of the ZBA, cautioned the Planning Board to hire expert opinion if they think it is necessary to study traffic flow, safety and parking. She suggested the Planning Board read the ZBA decision on the RLF’s prior application. They should look for DPW, Police, and Fire input.
Mr. Whitehead said that the Deaconness Steering committee continues to meet and discuss issues regarding water use, and housing opportunities. They are discussing creating 28 rental units, of which 7 will be affordable. However, the State is in the process of re-writing the LIP program, and it is unclear if the new regulations would allow all the units to be counted. They may consider starting an alternative parallel process (“friendly” 40B) in order to have the units count as affordable. The parties briefly discussed the participation of the three neighbors in the discussion and/or the overlay zoning. The PersonNameBoard of Selectmen stressed that it is important to include these three neighboring property owners.
Discussion turned to Route 2. Mr. Snell outlined where the process is at this time, noting that the project is currently in a draft TIP budget for 2009-2011. He stated that the 22 million dollar budget necessary for the land takings has been secured. However, the timeline for construction has been stretched out. He added that there are hundreds of highway projects for a 50-60 million dollar budget. The Route 2 contingent is making efforts to put the project back into the 2008 TIP due to the cost increases that are likely if spread out. Selectmen Mattes said there was a financial cost (to the taxpayers as this project is extended) and human cost (to human life due to accidents and fatalities). Mr. Snell explained the process for securing the properties along
the highway. After discussion, the Board requested that additional letters be sent from the legislators to the MPO prior to their August 17 decision date. It was also suggested that five key people attend the hearing. The Board noted that the scoring of points for the project is an interpretive issue and should be closely attended to.
Discussion turned to zoning issues surrounding non-profit institutions. Mr. Whitehead said that the AG’s office indicated they could approve a bylaw that supports site plan review that would go along with the Section 3 (MGL 40A, ss 3) exemption. Ms. Mattes noted that the Board had discussed forming an ad hoc group to inform the Town and the citizens about non-profit institutions and their rights and responsibilities under zoning. Mr. Whitehead said that the Planning Board had a major discussion with town Counsel about this issue. Planning Board member Bryce Wolfe said that the Master Planning Process should help the Town and the Board understand the impacts.
Pam Green, Chairman of the Board of Appeals, discussed how the Board interacts with other members of the Land Use Group and the Town Planner. She said that with the retirement of Nancy Zuelke they will need staffing help. The Zoning Board anticipates meeting twice a month, and they are trying to decide on a regular schedule. Discussion followed on the permitting process.
Town Administrator’s Report and Discussion
Mr. Higgins stated that the facilities report is currently a draft, and he said that the town houses will be added into the final. The draft report will now go back out to the facilities committee and the departments for review. Then, it comes back to the Board for consideration of priorities, sequencing and process. He emphasized that they did not look at “programmatic needs’ with the exception of the possibility of moving Public Works. The Report is an analysis to maintain current programs and the care and custody of the present buildings. Mr. Higgins also discussed a committee for energy consumption for the town buildings consisting of Ed Kern, Sam Newell, and PersonNameJohn Snell. He noted that Mr. Snell had already
collected energy consumption data from the Town buildings. Mrs. Mattes requested a checklist or spreadsheet as an easy way to understand the facilities needs. It was also suggested that a professional Home Inspector might be able to understand the needs of the three houses. Mr. Higgins said that Earl will collect the histories of the houses. The Board agreed it makes sense to have a parallel review of all the facilities in town.
A Motion was made to go into Executive Session to pursuant to M.G.L. C. 39, Ss23B, Cable License Contract Negotiation, and not to return to regular session. A Roll call vote of the Board was taken: Cannon Holden – aye; Mattes- aye; Taylor-aye. The MOTION passed unanimously.
The Regular meeting ended at timeMinute40Hour99:40
Submitted by Debra Parkhurst
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