 Good evening everyone and welcome to the Arlington Board of Selecting Meeting for Monday, November 10th 2014th. It's a little past 7.15. I do call this meeting to order I'd like to remind everyone that we are being filmed by ACMI. So please smile widely when you're at the microphone and I Would like to be get we'll begin with a proclamation for because November is pancreatic cancer awareness month Unfortunately, the original sponsor Terry Lavin couldn't be with us tonight, but Janice Griffin and Mary Hayden are so please come to the microphone on behalf of the Boston affiliate pancreatic cancer action network and the citizens of Arlington who have lost their battle with pancreatic cancer. We thank you very very much for this proclamation and if I may I would like to read our our pancreatic cancer action The call for action response We face a formidable enemy one that takes 94 percent of its victims within five years We have lost our best and our brightest our family our friends But we will never lose our resolve. We know that we must what we must do wage hope We are fighters We were the first to step forward and we will be the last one standing We are always advancing not merely on one front, but many research Advocacy awareness compassion these are our weapons and we will wield them with relentless purpose We will lead the change wage hope We are pioneers. We are explorers charting molecular frontiers discoverers unearthing new therapies Trailblazers guiding patients in bold directions progress is our prognosis and Two words inspire us wage hope We are change agents. We are tenacious and unshakable Action is our middle name We shape policy mold opinion and firm up funding We are the squeaky wheels for a cause neglected far too long We don't take no for an answer. Our message is loud and clear wage hope We are an unstoppable movement a force to be reckoned with We are a volunteer army a nationwide network a purple tide of humanity We are bound by an undying passion to save lives and rewrite the future We will boost awareness raise support and lift up our voices in unison wage hope We are allies. We are some a sympathetic ear a helping hand and a caring heart We are empowering and encouraging a wellspring of knowledge and compassion To patients and their families. We are a friend in their time of need. We will comfort them With a solemn assurance You are not alone. We are on your side and we vow never to surrender We will issue the challenge wage hope We are the pancreatic cancer action network. We are fighting a terrible disease We will champion the promise of a brighter tomorrow And this is our heartfelt battle cry wage hope Thank you very much. Thank you. And Mr. Cureau does have a proclamation that you would like to read on every half as well Thank you very much, Mr. Chair I think this is the third year in a row that we've we've done this We know that we've we've lost a lot of valued members of the community including Terry Terry's Wife and miss Kalkowski and a number of others who are very near and dear to us This I hereby move the following proclamation whereas whereas November is pancreatic can't pancreatic cancer awareness month in the town of Arlington and it estimated 46,420 people in 2014 will be diagnosed with pancreatic cancer in the United States and 39,590 will die from the disease and Whereas pancreatic cancer is one of the deadliest cancers is currently the fourth leading cause of cancer death in the United States It is projected to become the second by 2020 and Whereas pancreatic cancer is the only major cancer with a five-year relative survival rate in the single digits at just 6% And whereas when symptoms of pancreatic cancer present themselves is generally late stage and 73% of pancreatic cancer patients die within the first year of their diagnosis while 94% of pancreatic cancer patients die within the first five years and whereas approximately 920 deaths will occur in Massachusetts in 2014 and whereas the recalcitrant Cancer Research Act was signed into law in 2013 which calls on the National Cancer Institute to develop a scientific framework a Strategic plans for pancreatic cancer and other deadly cancers Which will help provide the strategic direction and guidance needed to make true progress against these diseases and Whereas it will be very difficult to leverage the opportunities that come out of the scientific framework developed as a result of the recalcitrant Cancer Research Act Unless sustained inadequate funding is provided by the National Institutes of Health and National Cancer Institute and Whereas federal funding for medical research is critical to job protection and creation in Massachusetts And whereas the pancreatic cancer action network is the national organization serving the pancreatic cancer community in Arlington and Nationwide through a comprehensive approach that includes public policy research funding patient services and public awareness and education Related to the developing effective treatments and a cure for pancreatic cancer And whereas the pancreatic cancer action network and its affiliates in Arlington support those patients currently battling pancreatic cancer as As well as those who have lost their lives the disease and are committed to nothing less than a cure And whereas the good health and well-being of the residents of Arlington are enhanced as a direct result of increased awareness about pancreatic cancer and Research into early detection causes and effective treatments now therefore be it resolved that we the members of the board of select men Designate the month of November 2014 as pancreatic cancer awareness month in Arlington We have a motion to second all those in favor. Please say aye. Aye. I Thank you very much. Thank you Thank you very much and thank you for being with us in Allowing us in the town of Arlington to join you in waging hope and best of luck moving forward Thank you Yes Thank you Thank you Have a great night Moving on for approval request monotony grill and tavern late night event November 28th 2014 William Lyons Good Are you doing? Yeah, so this is the class of ahs 1989. It's their 25th and They have asked for the extended hour for that event You know as it as I mentioned in the letter will keep the food going continuously just like any other night Should be a great event a lot of great people from that year That's really it. Thank you move approval subjects conditions are set forth One question. Just want to make sure housekeeping wise We have your request and then the line it says 7 p.m. 1 a.m. November 29th 2013 I think you mean 2014 and then you say please give us permission to remain open until 1 a.m. On November 28th 2014 I think that should say November 29th 2014 so with a Friendly amendment Well, there's two letters. There's the one from last year. Oh I did class of 1983 and I just changed the dates and submitted that. Oh, okay, so it's not So the actual event is just the one remaining open until 1 a.m. Yeah on the 28th 24 So forget about that 2013. Yeah, that was last year's letter. Okay. All right. I just I just changed the dates on the letter Right. I'm just saying Marion. You know what I'm saying and you we could fix it in the office. Okay You have the permission. It's just something housekeeping. All right But you call last call at midnight, right or something like the you know prior to 1 o'clock Yeah, I think last year you guys asked me to start doing last call at 12 12 20 or whatever it was So won't be a problem. Thank you very much. Is any further discussion on the board? I need discussion from the crowd Seeing none We have a motion a second all those in favor, please say aye. I oppose. Thank you. Thank you Moving on consent agenda minutes of meeting Minutes of one meeting the October 27th 2014 reappointments the Arlington Preservation Fund Patrick Guthrie who is a historical Commission designee Al Stevens who is a designee of the Arlington Historical Society and Clark Griffith who is an architect with terms who expire on in September 2017 we have we request for free parking on 1129 12 6 12 13 12 20 and 12 27 for holiday shopping and The town support of first lights and we also have appointments of new election workers Elizabeth Augustino Laurie foreign and Jane Radsven Second we have a motion a second any discussion from the board on any of these items Yes, mr. Grayley did anybody want to do a commercial about the free parking for the holiday shopping or anything? Jen That's why I kept my mouth shut So we're doing first lights again this year because it was so much fun last year and this year We're actually going to kick it off with a tree lighting in the center Friday night We're going to have caroling and we're going to have the winter decorating Contest awards given out to the businesses that participated and then Saturday the trolley runs again up and down Mass Ave and The stores will have the businesses will have specials either through the whole weekend or Friday Saturday They'll be posted on the Chamber website. So just go to Www a RLCC To see all the participating businesses And we're hoping for the free parking just to make it easier for people when they're shopping when they have relatives in town On a Saturday just to kind of not worry about the parking on a Saturday Leland did you want to say anything? I? just wanted to say that I I'm very pleased that this is being considered especially for the full five Saturdays because it is our busy Stretch at the region theater and we have the first one has our first sing-along and the last one has our last sing-alongs and those We have 10 30 a.m. Shows and especially the sound of music is three and a half Plus hours with all the components. So since parking is limited to three hours. It's really helpful for that those particular events and also because there continues to be problems with the meters and This past Saturday morning. We had a lot of new patrons and people who were frustrated by not being able to Use the meters because they were broken. So this is this will be a welcome relief for a month or five weeks anyway, so Thank you Thank you. Any further discussion? Seeing none all those are favorably say aye. I opposed five nothing wrote Moving on appointment to the Arlington cultural council Susan Lubar Suzie I believe is what it says Please tell us a little bit about yourself. I mostly since 1990 live in Richard Duffy's old house and I have served on a number of volunteer positions in town and Saw what good work the cultural council was doing and reached out to see if they needed any help and they Seemed to need help. So so I step forward. Oh, thank you very much for that Any questions from the board mr. Greeley move approval? And what exactly is involved with being a chilly cookoff? So the Bishop school Pto it was a community building event It's not a fundraiser and people would enter on chilly and the community would come and vote Be cool. I was I voted the Bishop school and they had the bake sale there Mr.. Well in this to serve Mr.. Greeley, I was actually a judge in that chilly cook. It was fantastic. That's Support this appointment Like a very hot one Joe or very hot. Yeah beans or no beans. Oh, anyway Yes, mr. Dunn, just thank you very much for volunteering. Do we have a second second? Thank you. We have any discussion from the crowd seeing none all those in favor, please say aye. Hi post. Thank you very much Next the poet laureate screening committee town manager chapter line. Thank you, mr. Chairman so tonight in Sort of in alignment with the recently passed at last year's town meeting by-law to create or to name a poet laureate Trying to pull together the poet laureate screening committee And one of the designees is by the town manager with the advice and consent of the board of selectmen So tonight I am asking for the board's consent for the appointment of miss Jane Howard They serve as a my designee on the poet laureate screening committee Thank you very much Jane want to come forward I was asked by the town manager to do this screening and I've done a little screening for other things for him in the past So I think I'm one of five or six a point five and so I'm looking forward to serving with that committee Thank you very much and thank you for all you do for the town Do we have a motion? So I move approval. Thank you a second and Thank you discussion. Mr. Greeley. Yes, Jane Really you do so much for this town. Thank you for yet taking on another responsibility What exactly are you looking for in a poet laureate Jane? That's probably a good question. I'm going to punt a little on that Mr. Greeley in that I'd like to meet with the other screening people and see what their ideas are as well and go back and read the the Town meeting vote. Yeah, yeah, I don't know what I'm looking for either, but I just I think it's an interesting Thank you for the discussion Seeing none, we have a motion and second all those in favor, please say aye. Thank you very much. Thank you Thanks, Jane opposed Moving on License permits for approval. Mr. Kewine shop change of hours Eric Vila Do we have a motion? Approval motion second any questions? How's it going? Yeah, is it business good? This has been really good and Actually, thanks to the market basket closing down over the summertime. It is to stop and shop goods get hammered But the overflow came into my store. So it made for a really good summer when everyone was telling me it's gonna be a slow summer So it was welcomed. Good to you Eric. Thank you. Thank you Any discussion from the crowd seeing none? We have a motion and a second all those in favor, please say aye Five nothing Moving on citizens open forum except in unusual circumstances any matter presented for consideration of the board She'll neither reacted upon nor decision made the night of the presentation Accordance with the policy under which the open meeting was established should be noted that there's a three-minute time limit to present a Concern or request Anyone here for a citizens open forum? Seeing none moving on discussion and adoption The draft selectman's handbook chapter 5 As we did last week. I'd just like to open this up for discussion Yep, so I'm presenting this to the board and asking for their approval, but Want to give people a chance to read through it and make any recommendations they would like Steve and I have already reviewed it. Although, I don't know You had anything different Steve today than our last meeting. No, I am quite happy with this as I have been With the past work you've brought to us. Mr. Greeley So why don't I just go by section and then see if anybody wants to bring up anything? So for example 5a notice of meetings anything Do you need to do that? I think that what we've done in the past or the past meetings is just instead of going section by section We just kind of air it out arrowed any concerns and we move on from there So any so let me if I made Dan or Joe is there a section you want to is there something coming up? You want to give us a section or I? Thought it was yeah, I thought it was excellent I think the only the only thing I might ask is that on the very last section H Will you reference email communications that you reference that as electronic communications because certainly I think the same rules would apply You know be it email or group text or You know private message via you know social media or whatnot so if that were changed to electronic communications I think I'd be more I accept that mr. Chairman dug any problems with that to you like So he changed age to electronic communications and reference that throughout yeah, but but I overall I think I think it's excellent Yeah, yeah, so what is it the intent of this handbook to govern when? The meeting materials become available to the public Yes, it is Stan, but it isn't actually specified in here is it? Do you know what section we're in I so I would think of it as C4 And it says the official weekly agenda should be made available to the select when the town manager in town council on Thursday evening But it doesn't actually as I read it try to specify when the public has it available, right? We left that because we want your input. We did not but it's our we go dug in C4 So C4 this is when we release the novice agenda. Am I correct in the materials related to it? Regular meetings the complete agenda shall be available to the public and press the select means office No later than the Friday afternoon before the meeting date and shall be posted on the town's website the same day and then The agenda is available to the town manager town council on and the select men on Thursday evening We can clarify that if you'd like For the materials rather than just the agenda to be available before That you could also insert that into the Friday afternoon deadline unless there's a different timeline of the board's considering So there's a debate that we have that we as a board need to have and the question I don't know that we have to have it tonight and if we want to have it tonight Let's do it and if we want to have it later I'm proud with having it later, but very specifically the debate to me So there's the agenda that which is we are supposed to talk about it's like the items That we're going to talk about in that by law. We have to put out Thursday Because that's the two days beforehand then there's the packet which used to be delivered to us by Physical delivery and now comes, you know over the the the internet and given that the past and I so I'm specifically Let me just cause Dan referencing the agenda and supporting materials to the agenda not the supplementary packet There's as you know we Let's even talk about agenda and materials agenda and supporting materials, and then there's supplementary stuff Supplementary stuff. I'm not sure. I don't think we're talking about at all. Okay. I agree. Okay, so we've got the agenda The law is clear right the supplementary materials like you know, for instance, there's drafts handbook For instance, which was available to us on Thursday. I guess yeah The question is when should that be available to the public to the public and we want to have that debate tonight, or do we not? Yes, well, I don't you see that in that line there. I don't actually not exactly So I Guess I saw that and maybe it wasn't explicitly, but I saw that in the Friday date is where I was anticipating it being Okay, so that that would have been and then My thought was that so the board would be able to view you know begin viewing it on Thursday and then Friday You know you could field questions if need be so so I think we need to change the first sentence to me complete agenda includes materials Okay, but I think we for your point. We need to clarify that. Yeah, and I am against letting it go on Friday So I do want to have that debate. Okay, so that's what my I'm against it on Friday, too Because I want it to be Thursday I Think it's sort of might be unfair to do it snap on the spot right now If the chairman and he may have already had this discussion gets sort of a census or an opinion from the selectman's office itself that the administrative staff if they have an opinion on what different release dates for the Packet of info material. I mean I'd like to do that, but I kind of don't want to put someone on the spot tonight So I'll ask Marion because they've Marian's been a part of this discussion. Yeah, I Personally feel in the office Friday is best There are times when we have reference material coming and we have to restitch as it's as it's termed in Process on Friday we try not to do that, but it does happen. Um So I think Friday is tidier, you know, we feel better when it goes out that way No, sorry and what I would just say in support of that is I hate to put a goal out there where I Mind myself know that there are times that you know, I'd like to put something out That's attainable recognizing extenuating circumstances. That's why I'd like to go with that. Okay. Yes, mr. Dunn. So I Really want people I want people to be as informed as possible about what it is that we're going to be debating here on a Monday night And that and I definitely think and there's two things that I think that are two practicalities that make it to me that make Give me a lot of flexibility one is that there is a certain amount of we don't like being taken by surprise because it makes our Jobs more difficult and then there's the practicalities of what can and can't happen in the office But other than that if we can share it I really would like it to be shared the problem with Friday afternoon for me is that a lot of Town offices are closed on Friday afternoon And if you're gonna if you want to if you know if you read something on the agenda And you want to hear something more about it like maybe it's a right-of-way hearing like or maybe it's something like that You want to talk to somebody in the DPW office or something like that I want there to be a reasonable amount of run-up for it because how many times do we get calls over the weekend? But we say, you know, I have to get back to it like so that's why I want it as early as I reasonably can And so you so you so that Thursday night is Is what you're so I it is I would go with that and and I guess I understand that the That the packet has to change sometimes on Friday and I'm okay with it changing too like I'm just you know It is what it is like. Yeah, I like I like you Information available to whoever is it's public documents make them available when as soon as reasonably possible. No, I am So I understand and I that's not something I would support Myself, I think that the Friday of the Friday release with time to review over weekend in contact departments on Mondays before a meeting is sufficient for me And I think so it's in the best interest of the office as well But I'm secure or then Mr. Greeley just just to clarify though when you say the Friday release You're talking about all of the supporting materials as well. The packet. Yes, the entire pack Public release. Yes, because I feel comfortable that I I do I do Agree with the spirit of being transparent and giving people the opportunity to to to read the materials and to Approach us with questions, but I I do recognize that the packets not generally ready until you know in complete form until noon on Friday and it is a short day, so I I If we're polling us I would support a Friday noon release to the public of the packet materials Thank you. Mr. Greeley, and I would support Monday noon Follow for public disbursement or whatever the right phrase is I Want us to get it Thursday night for us to do our preparation for the meeting However, we're not asking the public to prepare for the meeting. We're asking the public for us to be What's the word see-through Transparent I don't say like that. I'm sorry to be for them to follow at the meeting if they want I'm concerned about the work that's going to have to go to the staff where So people gonna get the package. They're gonna get the materials and they're gonna say whoa, whoa, whoa I want this material. It's going before Monday night and now on, you know To our office, so I believe there's two different purposes for this packet for us to prepare Yes, and as soon as we get that the better and I love getting out the agenda to the public Then you pointed out that has to be 7 p.m. Is it Thursday evening? That's fine with me, but all supporting materials and the rest of it for transparency's sake I think Monday noon is plenty of time for the Monday night meeting. That's just my opinion And just very briefly on that I don't want to set something in motion I agree with the Novus agenda what its purpose is for us as members of the board of select women and future members as Well as the original intent was so people at home or here could follow along what I don't want to set into motion is Somebody if they got this on a Friday morning Friday afternoon to start calling Mike Radamak or DPW to start The purpose of this agenda is to let the public know having the backup information was to let them follow along I think in the town manager can correct me the correct way that we handle those items and those issues until Monday night is They contact the members of the board of select men not individual department heads not the payroll office not You know town council we either know the answer or we say we need to get back to you And then I don't call Mike Radamak or and I don't call Christine Bunjournal I call the town start with the town manager first sometimes I may say I think this is a Joe Conley question So I think what we need to do is not make more I just want to make sure people if others agree don't misconstrue what process were in the air of Transparency that we're promoting. So I don't envision that people get this Friday or Monday, which I'm For the Monday date that they're going to stop picking up calling individual department head and employees I mean, I know we can't do that because we could I guess if we forgot and it was a quick thing Like it's trash delayed. Can you tell me, you know, Ted fields ones this meeting? But you know, we follow the town manager act I just don't want to envision that people take this as a tool that they look at this and say, oh good I have all day Friday all weekend to contact department heads individual employees. That's not what it's for It's really for them to follow on Could I just have one more point? Yes. I want people to come to this meeting to discuss I don't want to get nine emails on Monday. I read the packet and here's my arguments against position number three Of the page seven of the materials That's just my opinion. I'm here and discuss. This is where that we're meeting here for the meeting, but I Have not moved in what not not an inch Not not not a and Joe's with them. I think it's Steve. Can you work on Steve Diane? Yeah, so I'm hearing we're a Thursday Monday and There's as Joe was saying Thursday Friday and Monday and and so in the spirit of compromise I Would think that going at Friday will be in the best option of the board, but I don't hear a motion either Can we just ask Marianne what? How do you feel about in terms of there's no additional work is I mean No Friday. Yes, I do like clarification on one thing Yes, Diane you did go through that and that's a good thought process if materials arrive to us And we're trying to be electronic with this meeting on Monday, you know if we get 30 sheets You want them on your desk or do I say we'll hold them for board in no those will be held those any Information after that packet's formed in the spurs. Nothing will go in it is how I see it Okay, and we could put it in board info that you know towards the end If you haven't seen this Anybody who wants materials to go to this board they have to be in by Wednesday noon. That's all of us That's that's the public mr. Chair Spencer. I'm curious. Do you have an opinion on this? I'm just as a reporter in terms of when you get materials before a meeting and I think that's a different role It's his job to inform the public. I understand and I think he could be included in although I know I'm losing this vote, but it looks like Friday Do you want to come to the microphone on this one or you have no thoughts? Okay. Okay. Thank you. Sorry, excuse me I didn't mean to put you on the spot I'll second Joe's motion Okay, we have a motion to second all those in favor. Please say aye post nay Four to one that's what compromises all about but I will but we are going to vote on this whole document And I will support it Mr. Chairman yes, I'll suggest that I think mr. Dunn raised a separate issue that I can see where it might be a little bit confusing The way it's presently worded of course that We would change the wording from for regular meetings the complete agenda I think like you mr. Chairman I read the complete agenda includes reporting materials Why not be more explicit about that does the board have any objection to saying for regular meetings the complete agenda with all supporting materials, right? I'll be available to the public. Yeah, we already. Yeah, we already accepted that right that that sounds good to me Right, and then it goes on to say no later than noon Friday Not no later than the Friday afternoon. No later than noon Friday, right? That was the motion. Yep, right by noon Friday Okay, okay Yes, I definitely will just as Claire I mean I clearly accept that sometimes its Circumstances are going to drive us past that and as long as we are striving to meet that right. Yes. It's a goal. Yeah. Yeah Cool. No any any further discussion on anything in chapter five of the draft selection Yes, do you need a motion on changing to electronic from email? No, I accepted I accept We already made that change. I Just wasn't accepting this Because it's been voted by the board miss mine Just one thing I want to note and two I want to ask about I like that We say on page two sections to see we defined a Process about getting agenda items on through the chair and the board of select minutes office I think that I know it helps in the select men's office for doing that Now that I'm going to have to close this so I can get into my other comments. I'm sorry Comments okay on page five Under section section six. I can't talk in time Would it be okay if we were defining where we talk about how? Speakers come before us if we add I think right now and I'm having a hard time switching back and forth It says groups or persons could we add employees in there? Where boats are you? I let me make sure I'm the rules of citizens open forum Is that correct miss? Yeah, am I getting ahead of where we're going because this is where I can't go? page five Section six. I'm going to try to get into it Speakers will adhere to our commonly agreed upon standard of civility specifically. There's a phrase in there I'm going to try to find it. It says group persons. It says group or persons or group and persons I just like to add the word employees just because we have had to remind speakers at the microphone Actually about remarks trying to find a voice has to be avoid personalities refraining Refraining from disparaging remarks about any person or group and you'd like to add employee. Yes. Oh, that sounds Where are you Steve? Sorry six B I'm sorry marks about any person under it's under e but it's a different it's the there's no e on the page Okay, so if we get he is he starts on page four and continues to page five, right? So some we're talking about on page five. Yes second column 6b avoid Personalities refraining from disparaging remarks about any person group or employee. Oh, okay Sounds good. Oh, that's fine injection to phrasing it as any person including employees or group Yeah, however town council thinks is as long as that's sediment in there Okay, and then that's my last one which I had a conversation briefly with the town manager and town council and This may be able to be rectified tonight If not, I don't want to spend a lot of time on it and it's only happened three times since I've been on the board in 1999 I'm referring to page six section F is in Frank Executive session where we define executive session when it will be held so on and so forth I Would put a query to town council again. It's only happened three times one was on Sims One was right after 9-11 and another one. I can't remember exactly when it was where we were in the middle of a Normally regularly scheduled Selectman's meeting Of the three times that it happened one time there what we were on in a particular agenda item in town council said we need to Stop talking in open session. I believe it was on Sims I'm going by my memory and then we went into executive session came back out and went back to the normal course meeting the other two Times I spoke with the town manager was after 9-11 and something else. So I quarried to town council attorney Heim if we need if the language in there is Enough so that we're saying we do it at the end of the meeting unless there's an emergency But there is a third case scenario where we stray into whether we're on an agenda item or as in the other two cases Someone came up under citizens open forum. So but if I made then I think that's you know under F and Executive sessions shall not be held unless the board has first convened an open session For which notice has been given and a majority of the members must vote to go into executive session So there's no circumstance where we could go into executive session without having started with an open session Okay, but so I think that applies in them. I understand what you're saying emergency conditions or we start to discuss something or I can Remember a time when an employee came to the mic and we had to you know immediately go I'm just saying I think it's covered is all Thank you, Mr. Chairman. I believe what miss Mahan is speaking to is Circumstance in which the board has convened an open session There is an unanticipated matter that comes up during the discussion of any given matter Right weren't entering executive session. It was not reasonably anticipated by the chair previously Obviously wherever possible the board wants to make sure that in its agenda it sets forth that it will have an executive session What that executive session purpose is but I think what miss Speaking to is that there could be circumstances certainly where we'd be having a discussion or something comes up that would be difficult to foresee and It's either advised by council or a member of the board that any of us should go into executive session on this matter and that is Possible under the open meeting law. It's just there's a fairly specific set of things that should be happening And so to address that concern it may be well, I think that this current language would allow for that I think to address the concern more specifically What we could insert is something to defect and if the board will bear with me for a second about halfway down That paragraph which is a longer paragraph Right after an executive session shall not be held unless the board has first convened an open session for which notice has been given We could insert however nothing here and shall restrict the board from entering executive session at any time for a lawful purpose Not reasonably anticipated by the chair in advance of the meeting That's and I've had the longer discussion with Doug about this. So if that if that's okay with my colleagues I just wanted that's fine with me. It's okay. I just don't don't find it necessary. But if it'll make Diane happy That's okay with me Yeah, I mean this set the move of my specifying the open meeting the grounds which nothing here says it has to be stated on the agenda We're going into executive section With that because it makes me happy So I'm happy with that. So that's all we need to hear. I'm really okay. Sorry. Thank you. I appreciate it, Mr. Dunn I Sorry to Mrs. Mohan. Did I cut you? Are you that was it for me? Thank you very much Do we want in under executive under executive session records? So the last bullet point under F we want to specify the schedule for minutes review That's tough because sometimes on certain issues like with the Sims issue But so state law says we have to read we do have to review it periodically and we can periodically review it and say yep It's still secret Which is and still protected by executive session. Exactly. Yeah. Yeah, and but I think and so I yeah How about this? I would like it to have it said that yes Assets the board should dug up this okay as such the board should periodically review its executive session minutes Within three meetings of the executive session is that comfortable Dan actually so for this I'm specifically seeking the periodicity because for instance things like the Sims one where it stayed secret for many years And we don't want to meet every three years, but the state law specifies that we reconsider every Period that that stays that way. That's what I'm saying There were every three within three meetings of when the executive session was what's the time you want to put in every three Months every three months. Okay. Good Good by me. Do you have any? Is that sound awful? We will have quarterly review of executive session minutes. Yeah, is that appropriate duck am I? Absolutely timeframe Whatever timeframe you believe is is feasible. I can I can I add something to mr. Johnson? Well, mr. John is noting is is that you would be reviewing executive It's kind of silly, but there's a weird endless cycle of reviewing executive session minutes technically speaking I won't get into it There's gonna be a lot of executive session minutes that will never have a good reason for being made public I shouldn't say a lot. There'll be a few that would never have a reason for example certain things with respect to negotiation of a real estate might Be available to the public after that real estate has been disposed of because the purpose is trying to maintain Confidentiality for getting a good price for real estate But certain other things so now like arguably like collective bargaining strategy, which may not be an issue for this board But collective bargaining strategy You typically wouldn't just allow a certain period of time to lapse because collective bargaining is always basically taking place And there's always going to be a certain amount of bargaining appropriate advantage to lose by releasing those minutes of the board's thoughts on collective bargaining in general But that that three month review you're basically going to have you know, whatever executive session materials You've had within that period of time and you're probably going to be reviewing some of the same ones It's saying yep, those are still confidential and it may not take a lot of time But unfortunately as this one you've got to go into executive session for that purpose Mr. Really just so you know my motivation all this it really is very much stemming from the Attorney General's decision a year and a half ago Yeah, no, thank you Can I just ask an administrative question we've been in trouble. Yes, please miss my time on that If I could ask the chairman and the town manager for that particular function and feature Administratively would you be willing through town council? to sort of take on that responsibility in terms of Somebody has a tickle a file every three months since the town council is sort of the purveyor of executive session minutes That that's something he or someone from his office needs to keep on top of and communicate back to the board I'm trying to think of who's going to do this every three months I think it needs to be done in coordination with the board staff since the board staffs to keep her the minutes But but the town council I think council needs to play a role. Absolutely, okay So what but the select man's office and to town council? I just want to make sure I'm just trying to think of who actually does this and if it doesn't get done So now we have two offices that will be coordinating I think this might be a little bit. I'm sorry go Thank you, Mr. Chairman I think this might be a little bit too much detail from the handbook, but what I would recommend is that if the board of select man's office Basically would keep track of minutes that are ripe for discussion I would be happy to review them in advance of the meeting. I would provide this board with a memo on my thoughts about which Items should remain Confidential and which should not and obviously would still remain for the board and that memo would be an eternally client-privileged communication And I guess what I'm asking is where our staff has so many other things that they have to keep track of and where it is a legal issue and I'd like to see the process and the town manager with the chairman can have More detailed discussion in the future But I think really I'm just thinking of everything that we do out there And we have to stay on top of and things like that just where it's executive session if someone out of the legal Department could sort of be the person but so I think it's a problem with the chairman you all discuss I think it's a completely appropriate for town council to flip out every three months and mark a date and say I'm gonna prompt the board's office to produce Well, how about each time we hold an executive session at that point? We remind ourselves Unfortunately, we could go so long that it's me All right, thank you. I'm fine. That's clarified. Thank you so much Okay Any further discussion on this chapter? Well, I just want to clarify I just said the board of slackman has been in trouble for this before Not because we didn't keep executive session minutes There had been no change like Sims had it won for how many years that Sims could want for but we did not In a timely manner update and so thank you for catching that day So mr. Chairman yes based on all of the amendments which we have now added I move that we accept section five of the select man's hand We have a motion a second any discussion. Yes I just confirmed the the changes that the board has proposed please on page Three section C4 Change shall read for regular meetings The complete agenda with supporting material shall be available to the public and the press the select man's office later than noon Friday the meeting before the meeting date and shall be posted on the town's website Yep, that reflects the noon vote as well as clarification of supporting materials in section E6 Subsection B. This is under citizens participation board of select meeting citizens open forum Shall we devoid personalities refining from disparaging marks about any person including employees or group? section F executive session basically insert language that clarifies that the board can enter the executive session for an unanticipated lawful purpose and Also under section F Insert language to the effect of reviewing executive session minutes every three months And then finally under section eight mr. Curos proposed change is to change all references to email to electronic communications That sounds right to me. Thank you for delging me on that. Just want to make sure I know that that's important Thank you for all your work on this. Yes, Marion Just want to set some expectation on the public participation On as of right now, I think possibly we've bought this program I'm not quite sure. Yes. We have this. Yes Kirovsky on this wouldn't be the next meeting All right, because there's a lot that there are several things we are in process of going to change So I just don't want everybody to think on November on 24th boom, it's done. I'm not sure how the process is but We certainly will work to do it as quickly as we can but just to set an expectation for everyone So that's so perhaps this vote will be contingent upon No of us being a hundred percent up and running and They have our full faith and doing the best we can Thank you All those in favor, please say aye. I Just want to be sure everybody's we have made one more change I just want to it is under citizens open forum We're going to ask people to sign in to speak at citizens open forum, okay? People aware of that. That's okay. Oh when was that the site? Huh? Yeah, that's under I didn't see just name page page five number one Persons wishing to participate in citizens open forum should sign up to speak on an appropriate forum list prior to the Commencement of the meeting and will generally be recognized in order. So now however I mean it's citizens open forum as long as they you know They can in my opinion they could still come up to the microphone and speak but they have to sign in at that point in time We'd like to as much as we could have a list to help the chairman in advance have a sense of what kind of You know time this will take on the agenda. I Was totally fine with the sign in until I said no actually I still find with it It's the before the commencement of the meeting is the only thing that I'm hesitant on so if we like if we do Citizens is open forum we get it to it at like 815. Yeah, if someone shows up at 745 and they sign up at 745 to me I'm personally I think we should well. I'm with you so appropriate forum list and like rather than just even we made it just say Just strike the time relation to it. So it's a unappropriate forum list But and we'll generally be caught it so strike the prior to the commencement of the meeting And then it's it's still within the chair's purview It's I mean the chair gets to call who the chair thinks is appropriate that we put a list up front And then we bring it in just before we bring in, you know And it's one less thing for the selectments office to deal with that day Okay, this is the way that the school committee handles the tune it works very well, so which is what which is the sign Yes, so when they come in they sign in people come in but it's not but like it's not for the commencement is for the commencement of citizens open forum and then the chair has that list to read from but if we could from now on have a maybe a clipboard and a sign-up sheet out there and We start to inform the public when you come in if you'd like to speak It's that we're asking you to sign in just before citizens open forum Mariana whoever would go out and get that sign up. Is that okay with everybody? I Would suggest maybe the board considered changing the word the meet other words the meeting to prior to the commencement of citizens open forum Yes, that takes care of it And there'll be a learning curve first. They'll say have you signed in if not Can you do it at the end of your remarks? I think out of this language good But I think it's a good idea in terms of order that people wish to speak Okay, so now the vote was so now any any further comments before we take this Seeing none and speak now forever hold your peace All those in favor, please say aye. I Was to go 99 chapters Let's hope not So far we've kept up with one of meetings. Yeah moving on discussion of future board of Selections meetings January through April Okay, and we will be doing to a month For so the ones that we have set forth So in November our next one is the 24th, right and in this I'm just checking right now in December Our meetings are the 8th and the 22nd correct, okay? So and then how does January 12th 26 Sorry, January 12th January January 12th. Does that work? Good 19. Are we? Yeah, that's good So the 12 and the 26 Sounds good. Good by me We may end up needing to do one on the 29th or the 5th just because historically there's some But well, let's cross that bridge as we get there. Yeah We might know the King Day stays on the 15th, right? That doesn't 19 Oh, it does change to the Monday then Okay, okay, so that's January February 26, that's the 9th and the 23rd Same thing in March March the 9th and 23rd Yep, good by me The trouble is I don't know my business schedule. I know this is all subject to And just a second. Yep Yep 23rd April Yes What did we set election day April 5th? the 28th is Is it only the first no the 28th of March or the next Monday after the 28th of March is Where it is the 6th, I just have the 8th. I have a problem So election on March 28th, so the next Monday would be the 6th March 30th March 30. Oh much 30. Oh, so I'm sorry So March 30, so March 9 and March 30. Yes, and not the 23rd Yes, sorry about that Well, then should we My as a practical matter, what are we going to be? Killing hurting. I was really worried about town meeting so So perhaps Well the meeting after the election we have we have to have it's just a quick thing to do chair and You say not to have it on the third I was I was just concerned if we would only schedule to in March whether or not we believe that that was possible So so do you would you like to look at want to keep the 23rd for now? We'll keep the meeting on the 23rd Tie up any loose ends. I Think so. I'm just trying to think through our calendar because if we Marin do you remember call so Town meeting starts April 27th, right? Yes, and so when will we want to put the slackman's report to print roughly? I mean mr. Chairman, but no, please probably by the end of March or no You have to go back at least three weeks from town meeting. Okay, so we typically allow I mean we need the new selectmen to vote on that report. So it's clearly we can't do it till March 30th, right? So, okay New or repeat turning what you know, I mean like the the the selectmen who are seated on March 30th need to vote on that report No, no, no, it's the old board. It's it's it would be this board no matter if there's a change Okay, because you would have heard the hearings like the town town meeting warrant That's that's by whatever board exists before the election. I thought you were saying we should keep the March 23rd 2015 date Because we may be right at the tail end of having having the Warren article hearings because somebody says I need more time That's going to be the drop dead date because it's about three and a half weeks before town meeting in terms of getting the warrant To print it out. So so are you saying right now? Why don't we just keep 323 15 as a placeholder? I think I'm fine. Okay, you can always. Yeah, I do too. Yeah, okay So moved we have to do that. I don't know. Well, are we just a great so what did we just do? We made March 23rd and 30th meetings. So the 923rd and 30. Okay April that trying to think that's the new board. We usually wait. Yeah, that'll be okay And any the thing that April gets driven by town meeting Yeah, okay, thank you very much everyone moving on correspondents received move receipt Move receipt. I would second and I we have a motion. It's like I do just want to Comment on the resignation of Rich Turcotte the co-chair of TAC This is a huge loss He really was a You know great leader on this board I had the opportunity to work with them pretty closely on one project and His passion always Shown through and as well as his commitment to community was Always very much concerned about community involvement and make sure everyone had had their say and that's a Very important for this committee, especially TAC, which can get into some pretty Passionate discussions with the community. So I'm very grateful to rich and I believe that we'll be working on some correct You know form of recognizing a service to the town between now and the next meeting and Of that we have a motion a second all those in favor, please say aye. All right post new business Marian Stug no new business Do not have any new business there we go Kevin No, new business other than house reader doing she's doing well. Thank you pretty soon pretty soon No, no business, sir. Thank you. Just briefly because you know I have to brag about this Allington high-vacity cheerleaders competed at the middle-sex league competition in Burlington high school last week Proud to announce that the it used to be large and small, but they call it liberty and freedom now So the Allington high-vacity cheerleaders are the middle-sex league Grand champs large slash Liberty division and will be competing this Sunday up at Lowell for regionals Which is we were very excited by that it I just want to say briefly we grew up at Burlington high school We've become sort of the underdog of middle-sex league God bless you for a whole bunch of reasons Usually they get up and say okay middle-sex league and they say Allington second place woven first place this year this person got up and said middle-sex league grand champs Allington and not not a pin nobody said anything because you're waiting for the next thing and then I looked to the person Given off the award and that's when I leaned over to the team like you won And so the whole place went nuts because they're waiting for a second place, you know because it's usually woven So very proud of my third our 13 girls and one boy And we will be going up to Lowell and your Allington pop order a team a squad, which are the older girls Right now. It's an all-girl squad Also competed at that their league competition are going to regionals this Saturday at Springfield So it's a Springfield Lowell weekend. I'm really very proud of them and If we make it to national eat both teams have a shot and if they do I'd be very proud if they don't I'm proud As far as they they have gone because both are very competitive leagues And then the only other thing to piggyback on what Mrs. Sullivan said There have been just a few things that I had wanted to change just typo procedurally on the Novus agenda like correcting Correspondents received they didn't put they spelled the word wrong. They didn't put new business on but as Marianne stated until we actually purchased the program We can't make any changes to that so Not that anybody else has seen this but of course it bugs me every time I see those few typos and can't add that one thing But I will be patient along with all of us and make that change when we actually do purchase it. Thank you One thing Just before this meeting the DAV disposition subcommittee met So in this case it was Steve myself Adam and Doug Of course two weeks ago. We had the hearing with all the feedback that came and so what we came to Recommend as a group is that we still think that sale makes sense in the long term but there are intermediate uses that make sense in the Particularly around economic development and some of the arguments about co-working space make made sense And who knows maybe that's possible for the co-working space to create a joint proposal with some of the other Spaces and suggestions that were being used there So what we've asked the town manager to do is to come forward with a draft RFP for us to prove Approved there would be on something in the order of a six-month with option to renew And so we would be able to use it for say a year or some some period of time And also to keep going forward and asking town meeting for Permission to sell Such that when we go to town meeting in April We'd or we'd still say please sell to give us permission to sell the property But we wouldn't be intending to immediately pull the trigger and we'd instead do the interim Uses and see if anyone can come forward with a strong RFP that would help the town economically and We'll be we'll be trying to get an agenda item next agenda To discuss that But did you say Dan maybe for the open office or temp office for six months? I mean Yeah, the real I think it would be It would be six months an opportunity So let's talk about this because this is probably you're absolutely But the intent wasn't that it would be six months in the year out the intent would be that we So we don't actually need the money for selling it until we actually kind of get closer just to School building which is what which means that there's a more flexible window and if we say it is a one-year lease It doesn't fit exactly. So how do we write an RFP that manages that flexibility? Makes sense. Yeah. Yeah, there may be a better way to describe the time period Thank you No, thank you. Mr. Cura. Thank you. Well the chair and I attended the public presentation of the Master plan the draft master plan document and I just want to let Everybody know that that is up on the website now and available for public comment through the first week of December and that's You know, it's very important. There was a lot in there. It was actually Relatively well attended Yeah, but it is still open for public comment Folks are encouraged to do that and I think as we discussed the last time I think there's a lot of interplay between some of the ideas there and some of what And no further than business. Thank you I do have two quick things the first is The Veterans Day parade tomorrow in ceremony that follows it kicks off at 1030 at the Walgreens in East Stirlington and The ceremony takes place at the central fire station memorial. It's a really Really nice event and it's certainly an important day So I hope everyone can attend Or if you have time, please stop by Secondly, I Would like to wish the United States Marine Corps a happy 239th birthday today. I know You know quite a few friends of mine particularly from Arlington joined the Marines and they Care more about this birthday than their own and it's an important day for them and I am happy to Join them in wishing them a happy birthday and that being said that's no more new business I will say my husband remembers that birthday better than mine move to adjourn