HomeMy WebLinkAbout2020-03-23 SB Packet - Released SELECT BOARD MEETING
Monday, March 23, 2020
Remote Meeting- Using Zoom Video Conference S ervic e
7:00 PM
AGENDA
ITEMS FOR INDIVIDUAL CONSIDERATION
1. Covid-19 Update
• Discuss Strategies, Implementation and Community Response Actions
Related to Covid-19 Guidelines and Directives
2. Annual Town Meeting Postponement- Designate a Local Public Safety Official to
Submit Report to Attorney General
ADJOURN
Hearing Assistance Devices Available on Request
All agenda time and the order of items are approximate and LezVfeilads
subject to change. Recorded by LexMedia
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
Covid-19 Update
PRESENTER: ITEM
NUMBER:
Jim Malloy, Town Manager
SUMMARY:
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
3/23/2020
ATTACHMENTS:
Description Type
F) C."OVID I J dated I J.)date'3 23 20 Cover Merno
P f
F) COVID Clafts I JPdated. Gwer Vlerno
F) LJ-pdate 3 23 20 Cbver VIlerno
COVID-19 UPDATE
3/23/20
Updated public Health Information (as of 3/20/20):
• 9 Confirmed Cases in Town
• 24 residents under quarantine
• 3 residents off quarantine
Town/School Operations:
• Schools, Library, Community Center,Town Offices, Public Services Building, Fire Station and Cary
Memorial Building (including Temp.Visitor Center) remain closed to the public.
• Playgrounds are closed and parks are closed to group sports, but residents are continuing to use
parks for group sports. We want to reiterate,this is not a "spring break" it's a pandemic. Some
communities are beginning to use police to keep people out of parks, if residents want to use parks
for individual activity that's acceptable, but there should be no group sports.
• Notices have been given to all restaurants and on premise license holders that they are not to serve
on premises. We have approved the use of sandwich boards for restaurants that remain open to
assist them during this state of emergency. All daycare centers are closed as of 3/22 and notice with
the state order have been delivered to all daycare centers. The Board of Health is considering
closing other businesses (such as nail salons, tattoo and body art parlors, hairdressers and barbers)
as its not possible to conduct these businesses and maintain a safe social distance.
• We have not taken any action to restrict or halt construction activities in Town. As such,the Fire
Station and Visitors Center projects continue to make progress.
• All public restrooms remained locked.
• Town Staff-Town staff are working a reduced schedule, with all town offices remaining operable
with half staff, maintaining safe social distancing and using remote meetings. One half of the staff is
working M-W-F then T-TH and the other half is working T-TH then M-W-F. Full-time employees that
voluntarily self-quarantine may utilize sick leave or vacation leave; employees that are tested and
have a presumptive positive test that are required to be quarantined will be provided paid
administrative leave until they are cleared to return to work. Public safety employees that are
exposed at work will voluntarily self-isolate and will be placed on paid administrative leave. As
stated at last week's meeting we continue to pay staff their full rate of pay.
Update—As discussed below, we were preparing for the eventuality of the majority of town staff
working from home and had a planned conference call with the senior management team
scheduled for tomorrow morning at 10 AM. With the Governor's announced new executive order
requiring non-essential staff to work from home we held thi's conference call meeting thi's
afternoon and are preparing for most staff to begin working from home thi's Wednesday with no
more than one person working in each office(with some exceptions)and policeffire on normal
shifts and DPW remaining at half staff. We are working out the details so that each office has an
individuals assigned to respond to phone calls by having our office phones forwarded to a cell
phone and that person communicating to other staff in the office via email. We are also ensuring
that all staff(that require it as part of theirJob)have access to the Town's computer systems via
remote access. There i's a conference call tomorrow with the Governor-s office and we'll seek
clarification on construction activities which will drive some of the other actions the Town may
need to take J .
• Town Meeting—As the Board is aware,the Town Moderator has officially postponed Town Meeting
until April 15. We will reassess as we get closer to this date. Additionally, I copied the Board on my
comments to the legislature in relation to Town Meeting and including remote participation for
Town Meeting as an amendment to the Governor's bill. I have spoken with Senator Barrett and he
has indicated a willingness to sponsor an amendment to the Governor's bill and Representative
Ciccolo has asked the Joint Committee on Municipal and Regional Government(who is holding
hearings on this bill)to include the amendment we requested.
• Boards, Committees&Commissions—The following Boards, Committees&Commissions will
continue to meet (virtural meetings):
o Select Board
o Appropriation Committee
o Board of Assessors
o Board of Health
o Capital Expenditure Committee
o Conservation Commission
o Historic District Commission
o Planning Board
o School Committee
o Zoning Board of Appeals
o Retirement Board
o Historic Commission
o Neighborhood Conservation Districts (this has been added as they have statutory deadlines)
The first Board/Committee meetings were held on 3/18/20 and went well, with very little
technical issues (some minor issues in getting the meeting started, but it was the first time using
the technology for some of the Committee members.
• Local State of Emergency—The Board may see that a number of communities have declared a
"local" state of emergency. A local state of emergency is typically used when there is a localized
issue (i.e. Scituate during a Nor'easter) that does not impact the entire state and it opens the
opportunity for that community or region to seek funding from FEMA if it is available as well as the
opportunity to utilize some of the emergency statutes that relaxes a number of requirements such
as bidding and purchasing during a state of emergency. In the case where the Governor has
declared a statewide state of emergency, it is not necessary and provides no additional authority or
opportunity for Lexington to declare a local state of emergency. Therefore I am not recommending
that we take this action at this Name.
• The Hartwell Avenue Compost Site will be closed on Sundays for the timebeing. The schedule will
be Monday through Friday 7:30 AM to 3:00 PM.
• As of March 15, 2020,the Police Department is:
o Suspending all night parking enforcement
o Enforcing hazardous parking only
o Suspending all meter enforcement through 4/1
• After the Fire and Police Departments discussed protocols,the Police Department issued the
attached protocols for dispatch.
• We continue to have a regular, conference call each morning at 8 AM with the Senior Management
Team and Health Officials to review the change in the number of local cases and discuss actions the
Town is taking and to discuss any issues or concerns of various departments. While we have already
taken measures for a lot of staff to be working from home, on the 3/20 call, I requested that all SMT
members consider the potential eventuality that all staff may need to work from home most of the
time (there will be times when some will need to come in to process bills, payroll, etc.) and whether
there are any technological needs the Town needs to acquire to ensure we can transition to a virtual
town government (for the most part). I have scheduled a Senior Management Team meeting
(virtual) for next Tuesday to discuss and determine what needs to be undertaken to make this type
of transition.
• 1 am attaching a series of charts and the table containing the data that I have previously provided
(it's just updated and expanded to include local information) since the Board has asked for this type
of information to be presented. I'm providing it but noting the concern of our Health Office that no
conclusions be drawn from this other than these numbers are what are available from the state.
see this as useful information as we see information being presented from around the world on the
incline in the number of confirmed cases/quarantined individuals and subsequent decline in some
countries that were impacted earlier than the US.
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COVID-19 UPDATE
3/23/20
Updated public Health Information (as of 3/20/20):
• 8 Confirmed Cases in Town
• 21 residents under quarantine
• 3 residents off quarantine
Town/School Operations:
• Schools, Library, Community Center,Town Offices, Public Services Building, Fire Station and Cary
Memorial Building (including Temp.Visitor Center) remain closed to the public.
• Playgrounds are closed and parks are closed to group sports, but residents are continuing to use
parks for group sports. We want to reiterate,this is not a "spring break" it's a pandemic. Some
communities are beginning to use police to keep people out of parks, if residents want to use parks
for individual activity that's acceptable, but there should be no group sports.
• Notices have been given to all restaurants and on premise license holders that they are not to serve
on premises. We have approved the use of sandwich boards for restaurants that remain open to
assist them during this state of emergency. All daycare centers are closed as of 3/22 and notice with
the state order have been delivered to all daycare centers. The Board of Health is considering
closing other businesses (such as nail salons, tattoo and body art parlors, hairdressers and barbers)
as its not possible to conduct these businesses and maintain a safe social distance.
• We have not taken any action to restrict or halt construction activities in Town. As such,the Fire
Station and Visitors Center projects continue to make progress.
• All public restrooms remained locked.
• Town Staff-Town staff are working a reduced schedule, with all town offices remaining operable
with half staff, maintaining safe social distancing and using remote meetings. One half of the staff is
working M-W-F then T-TH and the other half is working T-TH then M-W-F. . Full-time employees
that voluntarily self-quarantine may utilize sick leave or vacation leave; employees that are tested
and have a presumptive positive test that are required to be quarantined will be provided paid
administrative leave until they are cleared to return to work. Public safety employees that are
exposed at work will voluntarily self-isolate and will be placed on paid administrative leave. As
stated at last week's meeting we continue to pay staff their full rate of pay.
• Town Meeting—As the Board is aware,the Town Moderator has officially postponed Town Meeting
until April 15. We will reassess as we get closer to this date. Additionally, I copied the Board on my
comments to the legislature in relation to Town Meeting and including remote participation for
Town Meeting as an amendment to the Governor's bill. I have spoken with Senator Barrett and he
has indicated a willingness to sponsor an amendment to the Governor's bill and Representative
Ciccolo has asked the Joint Committee on Municipal and Regional Government(who is holding
hearings on this bill)to include the amendment we requested.
• Boards, Committees&Commissions—The following Boards, Committees&Commissions will
continue to meet (virtural meetings):
o Select Board
o Appropriation Committee
o Board of Assessors
o Board of Health
o Capital Expenditure Committee
o Conservation Commission
o Historic District Commission
o Planning Board
o School Committee
o Zoning Board of Appeals
o Retirement Board
o Historic Commission
o Neighborhood Conservation Districts (this has been added as they have statutory deadlines)
The first Board/Committee meetings were held on 3/18/20 and went well, with very little
technical issues (some minor issues in getting the meeting started, but it was the first time using
the technology for some of the Committee members.
• Local State of Emergency—The Board may see that a number of communities have declared a
"local" state of emergency. A local state of emergency is typically used when there is a localized
issue (i.e. Scituate during a Nor'easter) that does not impact the entire state and it opens the
opportunity for that community or region to seek funding from FEMA if it is available as well as the
opportunity to utilize some of the emergency statutes that relaxes a number of requirements such
as bidding and purchasing during a state of emergency. In the case where the Governor has
declared a statewide state of emergency, it is not necessary and provides no additional authority or
opportunity for Lexington to declare a local state of emergency. Therefore I am not recommending
that we take this action.
• The Hartwell Avenue Compost Site will be closed on Sundays for the timebeing. The schedule will
be Monday through Friday 7:30 AM to 3:00 PM.
• As of March 15, 2020,the Police Department is:
o Suspending all night parking enforcement
o Enforcing hazardous parking only
o Suspending all meter enforcement through 4/1
• After the Fire and Police Departments discussed protocols,the Police Department issued the
attached protocols for dispatch.
• We continue to have a regular, conference call each morning at 8 AM with the Senior Management
Team and Health Officials to review the change in the number of local cases and discuss actions the
Town is taking and to discuss any issues or concerns of various departments. While we have already
taken measures for a lot of staff to be working from home, on the 3/20 call, I requested that all SMT
members consider the potential eventuality that all staff may need to work from home most of the
time (there will be times when some will need to come in to process bills, payroll, etc.) and whether
there are any technological needs the Town needs to acquire to ensure we can transition to a virtual
town government (for the most part). I have scheduled a Senior Management Team meeting
(virtual) for next Tuesday to discuss and determine what needs to be undertaken to make this type
of transition.
• 1 am attaching a series of charts and the table containing the data that I have previously provided
(it's just updated and expanded to include local information) since the Board has asked for this type
of information to be presented. I'm providing it but noting the concern of our Health Office that no
conclusions be drawn from this other than these numbers are what are available from the state.
see this as useful information as we see information being presented from around the world on the
incline in the number of confirmed cases/quarantined individuals and subsequent decline in some
countries that were impacted earlier than the US.
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
Annual Town Meeting Postponement - Designate a Local Public Safety Official to Submit
Report to Attorney General
PRESENTER:TER• ITEM
S
NUMBER:
Jim Malloy, Town Manager
I.2
SUMMARY:
Attached please find MGL Ch. 39, Sec. 10A. Under paragraph(d)the Select Board are required to designate
a Public Safety O ffic ial to notify the Attorney General within 10 days of a postponement of Town Meeting
under the statute. I am recommending the Fire Chief be so designated as he serves as the Local Emergency
Management O ffic ial.
SUGGESTED MOTION:
Move to designate the Fire C hie f as the Public Safety O ffic ial to notify the Attorney General for the purposes
stated in MGL Ch. 39, Sec. 10A(d).
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
3/23/2020
ATTACHMENTS:
Description Type
3/20/2020 General Law-Part I,Title VI I,Chapter 39,Section 10A
Part I ADMINISTRATION OF THE GOVERNMENT
Title V11 CITIES, TOWNS AND DISTRICTS
Chapter 39 MUNICIPAL GOVERNMENT
Section 10A RECESSION AND CONTINUATION OF TOWN MEETING DUE
TO INCLEMENT WEATHER OR PUBLIC SAFETY EMERGENCY;
NOTICE
Section I OA. (a) Whenever the moderator determines that voters, or in a
town having a representative town meeting form of government, the town
meeting members, may be unable to attend a town meeting, called
pursuant to a warrant issued pursuant to section 10, because of a weather-
related or public safety emergency, the moderator shall consult with local
public safety officials and members of the board of selectmen and then,
upon the moderator's own declaration, the moderator shall recess and
continue the town meeting to a time, date and place certain. A discussion
to recess and continue a town meeting under this section shall not
constitute a "deliberation", as defined by section 18 of chapter 30A, if the
only subject of that discussion is the recess and continuance. If due to the
emergency, a new meeting place may be required but cannot be then
identified, the moderator may recess and continue the town meeting and
the board of selectmen shall within 3 days of the declaration of recess and
continuance select a meeting place and the moderator shall declare the
meeting location. If due to the emergency no suitable town facility is
https://malegislature.gov/Laws/GeneralLaws/Partl/TitleVl I/Chapter39/Section 10A 1/3
3/20/2020 General Law-Part I,Title VI I,Chapter 39,Section 10A
available for a meeting place in a town that typically holds such meetings
within the town limits, the board of selectmen may move the meeting
location to a suitable meeting place in a contiguous municipality.
The moderator need not appear at the place of the town meeting to
announce a declaration of recess and continuance. The moderator shall
announce the declaration of recess and continuance as far in advance of
the town meeting being continued as is practicable.
(b) A notice of the declaration of recess and continuance shall be
prepared by the moderator and printed in a legible, easily understandable
format and shall contain the date, time and place of the continued
meeting, state the reason for the declaration and identify the date and
time that the moderator announced the recess and continuance. If the
moderator does not identify the location of the continued meeting in the
notice, within 3 days of the announcement of the declaration of recess
and continuance the moderator shall issue an amended notice which
identifies the meeting place. Notice shall be filed with the municipal
clerk as soon as practicable and then posted in a manner conspicuously
visible to the public at all hours in or on the municipal building in which
the clerk's office is located. As soon as practicable, the notice of
declaration of recess and continuance and the amended notice shall be
directed to the constables or to some other persons, who shall post the
notice in the manner otherwise prescribed by general law, charter or by-
laws for the posting of notice of town meetings. One copy of the notice of
declaration of recess and continuance or the amended notice shall be
posted at the main entrance of the place of the town meeting as soon as is
practicable. In addition, the moderator may use any electronic, broadcast
or print media convenient to circulate the notice of recess and
continuance and any amended notice. Those towns that have a municipal
https://malegislature.gov/Laws/GeneralLaws/Partl/TitleVll/Chapter39/Section10A 2/3
3/20/2020 General Law-Part I,Title VI I,Chapter 39,Section 10A
website shall post a copy of the notice of declaration of recess and
continuance or amended notice on the town's municipal website as soon
as practicable. Towns having a representative town meeting form of
government may by by-law establish additional requirements for
providing notice to representative town meeting members.
(c) A town meeting session recessed by the declaration of recess and
continuance pursuant to this act shall be convened by the moderator not
later than 30 days following the date and time of the moderator's original
announcement of the declaration of recess and continuance.
(d) Within 10 days after a declaration to recess and continue a town
meeting pursuant to this section, a local public safety official designated
by the board of selectmen of the town in which the declaration was made
shall submit a report to the attorney general that sets forth the reasons
why the declaration was made.
https://malegislature.gov/Laws/GeneralLaws/Partl/TitleVll/Chapter39/Section10A 3/3