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HomeMy WebLinkAbout2020-07-27 SB-min Select Board Meeting July 27, 2020 A remote participation meeting of the Lexington Select Board was called to order at 6:01 p.m. on Monday, July 27, 2020 via zoom meeting services. Present were Mr. Lucente, Chair; Mr. Pato; Ms. Barry, Ms. Hai and Mr. Sandeen; Also present were Mr. Malloy, Town Manager; and Ms. Katzenback, Executive Clerk. Mr. Lucente stated the remote participation meeting is being held in accordance with Governor Baker’s March 12, 2020 Executive Order suspending certain provisions of the Open Meeting Law to allow remote participation during Massachusetts’ State of Emergency due to the outbreak of COVID-19. SELECT BOARD MEMBER CONCERNS AND LIAISON REPORTS Ms. Hai  There will be a co-sponsored event by the Lexington Human Rights Committee, the Lexington Human Services Department, and Cary Memorial Library on Tuesday, July 28, 2020 with a facilitated panel discussion and small group facilitated conversations regarding the movie I am not a Racist am I?  Ms. Hai reported she attended MAPC Diversity Deficit in Local Government webinar. Mr. Lucente  A Joint Select Board, Planning Board and Economic Development Advisory Committee (EDAC) meeting will be scheduled to discuss the Hartwell Avenue Project.  Mr. Lucente reminded citizens as it is election season, Town Code Section 135-5.2 limits the number of signs and the location signs can be placed on a property.  Mr. Lucente asked Board members to review Select Board Goals and prepare and update for the August 10. 2020 meeting. Ms. Barry  Ms. Barry reported that she and Mr. Malloy participated in a zoom call with Hanscom Area Towns Committee (HATS) towns, Bedford, Lexington, Lincoln and Concord, at which the change of command at Hanscom Air Force Base was recognized. Colonel Ellsworth has moved on to another post and Colonel Stevens is at Hanscom for the next two years.  Ms. Barry thanked LexHab for the tour of their Farmview site LexHab is now offering times for Town Meeting Members, Board & Committee Members and direct abutters to tour the Farmview site as well .Mr. Sandeen  Mr. Sandeen, attended the Ribbon cutting at the Center Recreation Complex for the new Track with Ms. Barry, Mr. Lucente and Mr. Malloy.  Mr. Sandeen, School Superintendent, Assistant School Superintendent for Finance and Operation and the Electric School Bus Task Force met with representatives from Eversource to discuss charging infrastructure for electric school buses.  At their July 16, 2020 meeting, the Housing Partnership Board expressed interest in continuing discussions with the Select Board and the Planning Board, as well as other stakeholders about potential 40B affordable housing overlays.  All six FarmView units are all-electric units and their solar panels on the roof are capable of powering all the units with all the energy they need and have the potential for generating even more solar power in the future.  Mr. Sandeen attended the third session of the LexChat series of community conversations  Mr. Sandeen, Mr. Pato and Mr. Malloy met with Adam Chapdelaine, Arlington Town Manager, last week to discuss Arlington's response to the Attorney General's determination on Brookline Sustainable Building warrant article. Mr. Sandeen requested that an item be placed on an upcoming Select Board agenda to discuss if the Lexington Select Board might submit a response regarding the Attorney General’s determination. TOWN MANAGER REPORT Mr. Malloy stated that the Town has been awarded $54,000 shared street grant and the barriers have been ordered. In addition the Town was awarded a micro enterprise grant for $84,000 for COVID-19 assistance to help local small businesses. Additionally, Mr. Malloy reported the following: Four new police officers graduated from the academy; the Visitor Center is open for outdoor sales and tours on the Battle Green; Lexington Recreation Department Day Camp opened last week and are following the state's guidelines on day camps and the Household Hazardous Waste Collection is scheduled for August 15, 2020, pre-registration is required. ITEMS FOR INDIVIDUAL CONSIDERATION 1. COVID-19 Update and Discussion Strategies, Implementation, Community Response Actions and Reopening Efforts Related to COVID-19 Guidelines and Directives Mr. Malloy stated that as of July 23, 2020, there were 332 cumulative confirmed cases of COVID-19 reported for the Town of Lexington of which 3 are active cases. Mr. Malloy reported the following response actions related to COVID-19:  Town/School/Community: All Town Departments have partially returned to work with staff working in the offices 25% of the time and 75% working remotely. The Industrial Hygienist will provide an overall report as a resource for the Town to use evaluate any modifications that may be necessary any of our buildings to make sure that both town staff and the public are safe coming into our buildings. The Library is providing curb-side “Cary Out” services and reviewing next steps. Ms. Hai reiterated she would like the Town to encourage residents to be tested for COVID to ensure the Town has an accurate account of incidence in Lexington. Mr. Lucente informed the Board that he, Mr. Malloy and Mr. Sandeen will be meeting with two members of the Board of Health in an effort to discuss enhancing communications. Mr. Sandeen mentioned that residents have expressed concern that it is not possible to comply with the state’s requirement to provide proof of a negative test result taken within 72 hours before traveling out of state, when laboratories are not providing results for 10 to 14 days. Mr. Sandeen asked when the ventilation system report for town buildings would be available to the Select Board. He would like to hear what modifications are being made to the ventilation systems in the Town Buildings to reduce potential airborne transmission of COVID-19. DOCUMENTS PRESENTED: 7-23-20 COVID19 Update 2. Discuss Potential Approval for Commercial Business Use of Town Property During COVID- 19 & Update on Business Grants Mr. Malloy stated that in response to business needs during the Covid-19 Pandemic, he would like to move forward to use the existing Recreation and Community Programs Department permit policy to allow for organized use of Lexington Parks and Recreation Outdoor facilities by businesses. Mr. Malloy requested the Select Board to waive the section in the Select Board Park and Recreation Facilities Policy that prohibits companies from engaging in business activities on Town property. Mr. Pato said instead of waiving section 8 on the Select Board policy, he would recommend that the Board give the Town Manager or his designee, the authority to grant permission for the use Town Property for business activities during the pandemic. Ms. Barry expressed concern as to the fees that would be charged to business who request using Town property for their business during the pandemic and asked if there could be some way to waive that fee or help mitigate that fee for businesses? Mr. Malloy stated it might be possible for businesses to apply for assistance under the Community Development Block Grant (CDBG) Program. Mr. Sandeen stated he also feels there should be a way to waive fees during the crisis. He asked if the application process will be streamlined. Ms. Iyer, Economic Development Director, stated the Recreation Department already has a permitting process in place and the CDBG grant application process is run by the State. Mr. Eric Michelson, 45 Circle Road President Retailers Association expressed concern to the fees that the businesses would have to pay to use Town property during the pandemic. Ms. Carol Dlugy. 6 Bird Hill Road and Chamber of Commerce Director also expressed concern to the fees that the businesses would have to pay to use Town property during the pandemic. VOTE: Upon a motion duly made and seconded, by roll call, the Select Board voted 5-0,to set the Town Manager or their designee as the permitting authority for Item 8 which reads, "engage in business activity" under the Parks and Recreation Facilities Policy to allow the use of Town property for business activities during the current pandemic until such time that the Governor lifts the State of Emergency for the purposes stated in the July 14, 2020 memo on the subject of recommendations for Special Use Permitting of Parks & Recreation Outdoor Space. 3. Update and Discussion on Next Steps for Social Racial Equity Initiatives Ms. Hai stated the following information was published in the Select Board meeting packet:  Ms. Hai and Mr. Malloy met with Dr. Aytia Martin, All Aces. Dr. Martin worked with the City of Cambridge on their diversity, equity and inclusion initiatives. All Aces will be submitting a proposal to the Town of Lexington for their services and will provide it to the Board as soon as it is received.  Ms. Hai and Mr. Malloy met with the National League of Cities Race Equity And Leadership (REAL) program and expect a proposal from them within the next few days and will provide that to the Board as soon as it is received.  Members of the Town of Lexington Senior Management Team as well as Ms. Hai will be attending a Race, Equity Municipal Action Plan webinar on August 6, 2020 which will include an overview from the Government Alliance for Race and Equity (GARE) of what GARE offers.  The Town is working towards several statements specific to Law Enforcement and started drafting a value statement with regard to the Town's organizational values. Ms. Roy, Human Rights Committee Chair, thanked Ms. Hai and Mr. Malloy for the work being done by the Town for next steps towards the social and racial equity initiatives. Ms. Tonya Gisolfi-McCready, Human Rights Committee Vice-Chair, thanked the Town for the work being done towards the social and racial equity initiatives. Ms. Walker, 121 Concord Ave, thanked the Town for their work and stressed the importance of getting the initiative started sooner. Mr. Joyner, 38 School Street, stated he feels a banner should be hung for Black Lives Matter as a part of the initiatives. Mr. Overton, 25 Emerson Gardens, stated she feels the consultants should also address intersectionality. DOCUMENTS PRESENTED: Recommendations for Special Use Permitting of Parks & Recreation Outdoor Space, Current Select Board Policy Park and Recreational Facilities 4. Update on Massachusetts Clean Energy Center Heatsmart Program Mr. Malloy provided additional information regarding the HeatSmart program. He said the HeatSmart program is a one-year marketing program where the MA CEC assists a Town in identifying a solar contractor that residents can feel comfortable working with. The grant would be approximately $5,000 to $10,000 and provides marketing funds to let residents know about the program. A goal of Ms. Carr, Sustainability Director, would be to develop methods to help residents identify a vetted solar installer. Next Steps: Mr. Malloy will write a letter of support for inclusion with the Town’s application for consideration of participation in the HeatsSmart Program. DOCUMENTS PRESENTED: MA CEC HeatSmart Community Commitment and Deliverables 5. Proposed Changes to Lexpress Routes and Fare Changes Ms. Barrett, Transportation Manager, stated that using the recommendations from our tri town transit study on integration of all our services, regionalization and coordination the following is being recommended for the Lexpress f routes tor the upcoming year: Routes Route A1 Depot to Turning Mill & Back Route A2 Depot to Avalon Hills & Back Route B Depot to Lahey Burlington & Back Route C Depot to Arlington Heights & Liberty Heights & Back Ms. Barrett presented the following proposed changes to the Lexpress fare for the upcoming year: Cash Fare Current Proposed Adult $2.75 $2.00 RT Ticket $4.00 N/A Senior/Special Needs $0.75 No change Youth (ages 6-18) $1.75 No change Child (ages 0-5) Free No Change Tickets $20 for 14 Hold for now/honor old tickets Pass Type Current Price Proposed Price General Annual (ages 6-64) $350 $260 General 6 Month $225 $170 General 1 Month $ 60 $ 45 Snr/Special Needs (65+) Annual $125 $100 Snr/Special Needs (65+)6 Month $ 75 $ 65 Snr/Special Needs (65+)1 Month $20 $ 20 Ms. Barrett stated the use of passes will allow for contactless interaction between driver and the rider as a safety measure during the pandemic. VOTE: Upon a motion duly made and seconded, by roll call, the Select Board voted 5-0, to approve the proposed. Lexpress Route changes as presented by the Transportation Manager and further to approve the proposed Lexpress fare changes as presented by the Transportation Manager. DOCUMENTS PRESENTED: Presentation - LexPress Routes and Fares 6. 2020 State Primary Election Ms. Rice, Town Clerk, requested the Board vote the warrant for State Primary Election. VOTE: Upon a motion duly made and seconded, by roll call, the Select Board voted 5-0, to approve and sign the September 2020 State Primary Warrant. Ms. Rice requested the Board to vote approve the location and hours for early voting for the State Primary Election. VOTE: Upon a motion duly made and seconded, by roll call, the Select Board voted 5-0, to approve the designation of the Cary Memorial Building as Lexington's Early Voting Location for the September 2020 State Primary with early voting hours as follows: Saturday, August 22, 2020 10:00 a.m. - 3:00 p.m. Sunday, August 23, 2020 10:00 a.m. - 3:00 p.m. Monday, August 24, 2020 8:30 a.m. - 4:30 p.m. Tuesday, August 25, 2020 8:30 a.m. - 7:00 p.m. Wednesday, August 26, 2020 8:30 a.m. - 4:30 p.m. Thursday, August 27, 2020 8:30 a.m. - 4:30 p.m. Friday, August 28, 2020 8:30 a.m. - 1:00 p.m. Ms. Rice stated the Town is diligently preparing the precincts, the polling locations and early voting for necessary mitigation measure for voter and poll worker safety during the COVID-19 pandemic. DOCUMENTS PRESENTED: 2020 Sept Primary warrant, Request to Designate Early Voting State Primary 2020-09-01 At 8:40 p.m. the Board recessed and the meeting resumed at 8:45 p.m. 7. Review Proposed Special Town Meeting Dates Ms. Axtell stated the Fall Special Town Meeting sessions are being proposed to be held on October 14, 2020; October 19, 2020; October 21, 2020; November 9, 2020, November 12, 2020 and reserving November 16, 2020 and November 18, 2020 if needed. Ms. Axtell said the proposed list of articles for Special Town Meeting includes the financial articles that may be needed for tax rate setting or any adjustments to the budget as well as the articles that were referred back to the Select Board or the Planning Board at the 2020 Annual Town Meeting held remotely in June 2020. Ms. Axtell informed the Board that Mr. Matt Daggett requested to have his citizen article, which seeks to establish surcharge on residential development activities be postponed to the 2021 Annual Town Meeting. It was the consensus of the Board to allow Mr. Daggett’s citizen petition to be put forth at the 2021 Annual Town Meeting. Dawn McKenna, 9 Hancock Street, expressed concern to of have a remote participation Fall Special Town meeting to address all the articles being proposed. ACTION ITEM: Select Board to call for 2020 Fall Special Town meeting at an upcoming Select Board Meeting. DOCUMENTS PRESENTED: Proposed 2020 Fall Special Town Meeting Dates, M. Daggett Request, 2020-2 STM Draft Article list 8. Discuss Proposed New Police Station Mr. Malloy presented the following three options for Board discussion on the subject of a Debt Exclusion Vote and Town Meeting Debt Authorization Vote for the proposed New Police Station: 1. Early November 2020 Debt Exclusion Vote & mid-November 2020 Town Meeting Debt Authorization Vote 2. Early December 2020 Town Meeting Debt Authorization & 2021 Debt Exclusion Vote that coincides with the Annual Town Election 3. Mid November 2020 Town Meeting Debt Authorization Vote & early February 2021 ballot question (Special Election) In addition, Mr. Malloy presented a proposed schedule in order to educate the community on the new Police Station project which included three presentations/listening sessions to the public as well as offering public tours of the current Police Station. In addition he said discussion on the debt exclusion cost assumptions and estimates would be discussed at upcoming Budget Summits I, II and III. The Board was opposed to option 1 - Early November 2020 Debt Exclusion Vote and a mid-November 2020 Town Meeting debt authorization. The Board expressed that sufficient community conversations to hear the community’s perspective on the Police Station project need to take place prior to having a Debt Exclusion Vote and a new Police Station article at Town Meeting. Dawn McKenna, 9 Hancock Street, Precinct 6 Town Meeting Member, stated she feels there needs to be more community conversation to hear what the community would like to see in the Police Station Project. David Kanter, 48 Fifer Lane, Capital Expenditures Committee, stated historically the Town meeting debt authorization has taken place first and followed by a debt exclusion vote. He suggested to think carefully about MGL chapter 53. Section 18 b as it involves an extra amount of staff work. Mr. Kanter stated he feels it is important to make it clear that changes in policing performance does not affect the building. Valerie Overton, 25 Emerson Gardens, said she feels that in order to have public confidence in a design project for a new police station, we need to have some public conversation about what the model of policing is going to be for the future, which could impact the design of the station. DOCUMENT PRESENTED: Police Station Schedule, Statutory Info & Options 9. Town Manager Creation of 2020 Working Group Mr. Malloy stated the Vision 20/20 committee is preparing for a February 2022 Town-wide survey. The survey would provide an additional data point for longitudinal studies of Town attitudes. The Committee will be looking to the Town to fund this activity in FY22. In the past the Town has paid for the actual dissemination and statistical analysis of the study, which was approximately $35K in FY17. In order to move forward, the Vision 20/20 Committee requested that a technical Working Group be created to update the survey questions and undertake ethnic and cultural group engagement, make sure the wording is sensitive and issues are all covered. Mr. Malloy requested Board approval for the Town Manager to create the working group. Mr. Pato stated this would be a Town Manager technical working group giving their recommendation to the 20/20 Committee decide how to proceed with the survey. On a side note, The Select Board members stated they would like to see the Vision 20/20 Committee name be updated. Dawn McKenna, 9 Hancock Street, expressed concern that 20/20 Working Group should be set up under the purview of the Select Board. Mona Roy, Human Rights Committee, stated the Human Rights Committee is available to assist to look at the project through a diversity equity inclusion lens. VOTE: Upon a motion duly made and seconded, by roll call, the Select Board voted 5-0, to approve the Town Manager creating and appointing a Vision 20/20 Survey Working Group to begin planning for a longitudinal study in FY22. 10. Update on Cary Memorial Library "Cary Out" Service Emily Smith, Assistant Director & Head of Technology, stated the Cary Library started offering curbside service “Cary Out” on June 30, 2020. The program is available 5 hours/day, 5 days/week, typically having 40 appointments/hour for approximately 1,125 pickups/week. The Town of Lexington currently offers one of the highest number of appointments/week in the Minuteman Library Network. The returned materials are quarantined for four days using the Cary Library Living Room, Commons Area, as well as the Children’s Room. Koren Stembridge, Library Director, stated the Library continues to plan for the time when the Library will be able to re-open for the public to come in to browse/pick-up/check out materials i.e.(grocery store model). She stated at this time a re-opening is no longer anticipated to occur before October 1, 2020 and ultimately is dependent on public health advice and the continued easing of gathering restrictions due to COVID-19. The Board thanked the Library for their hard work and extended their appreciation for the service the library provides to the community. DOCUMENT PRESENTED: PRESENTATION – CARY OUT SERVICES 11. Town Manager Committee Appointment/Reappointment Mr. Malloy requested Select Board approval of the Town Manager appointment of Christian Boutwell to the Recreation Committee and the reappointment of Richard McDonough to the Council on Aging. VOTE: Upon a motion duly made and seconded, by roll call, the Select Board voted 5-0 to approve the Town Manager's appointment of Christian Boutwell to the Recreation Committee for a term to expire May 30, 2023 and the reappointment of Richard McDonough to the Council on Aging for a term to expire May 2023. Mr. Malloy stated the Recreation Committee interested in pursuing increasing their committee membership from 5 to 7 members. Mr. Malloy stated he advised Ms. Battite, Recreation and Community Programs Director, and Mr. DeAngelis, Recreation Committee Chair, that the membership of the Recreation Committee is dictated by the General Bylaws and therefore would require Town Meeting approval for a bylaw change. They understand this and are interested in pursuing it at a future Town Meeting. DOCUMENTS PRESENTED: Recreation Committee appointment letter, C. Boutwell application, R. McDonough Reappointment application 12. Approve Minutes VOTE: Upon a motion duly made and seconded, by roll call, the Select Board voted 5-0 to approve the minutes of November 4, 2019; November 4, 2019 - Joint BOS/Housing Partnership Board; November 12, 2019; November 18, 2019; December 16, 2019; June 29, 2020 and July 13, 2020. CONSENT AGENDA 1. Water & Sewer Commitments Motion to approve the above Water & Sewer Commitment June 2020 Finals in the amount of $7,231.05 VOTE: Upon a motion duly made and seconded, by roll call, the Select Board voted 5-0 to approve the consent agenda. ADJOURN Upon a motion duly made and seconded, by roll call, the Select Board voted 5-0 to adjourn the meeting at 10:24 p.m. A true record; Attest: Kim Katzenback Executive Clerk