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HomeMy WebLinkAbout2021-12-01 SB-min Select Board Meeting December 1, 2021 A hybrid participation meeting of the Lexington Select Board was called to order at 9:04 a.m. on Wednesday, December 11, 2021 via Zoom remote meeting services. Ms. Hai, Chair; Mr. Lucente; Vice Chair, Mr. Pato, and Ms. Barry were present, as well as Mr. Malloy, Town Manager; Ms. Axtell, Deputy Town Manager; Ms. Kosnoff, Assistant Town Manager – Finance; Ms. Katzenback, Executive Clerk; Michael McLean, Interim Police Chief; Derek Sencabaugh, Fire Chief; Koren Stembridge, Director of the Cary Memorial Library; Emily Smith, Assistant Library Director; Dave Pinsonneault, Director of Public Works; John Zaccardi, Highway Superintendent; and Dave Pavlik, Water/Sewer Superintendent. Ms. Hai stated that the meeting was being conducted via Zoom as posted with the agenda on the Town’s website. Ms. Hai provided directions to members of the public watching or listening via the Zoom application, regarding the procedure for making a public comment. Ms. Hai reminded Board members, staff, and members of the public about Lexington’s Standard of Conduct regarding civil discourse during Town Government meetings. CONSENT AGENDA 1. Approve Select Board Meeting Minutes This item was not taken up and was requested to be placed on the Board’s December 6, 2021, meeting. ITEMS FOR INDIVIDUAL CONSIDERATION 1. FY2023 Proposed Budget - Police Department Presentation Interim Police Chief McLean presented the Police Department FY2023 proposed Budget. Level Service Requests: Police Administration $1,796,646; Patrol & Enforcement $4,063,728; Traffic Bureau $399,256; Investigations $946,043; Dispatch $722,587; Animal Control $73,104; and Crossing Guards $169,452. Total Level Service Budget $8,170,816. Departmental Initiatives: 1. Identify and schedule training surrounding Diversity, Equity, and Inclusion (DEI), Fair and Impartial Policing (FIP) and De-escalation Techniques. Explore ways to increase our community engagement to ensure trust, accountability and transparency with the residents, work force and visitors of Lexington. 2. Continue to support and work with the Facilities Department, the Permanent Building Committee, Tecton Architects, and input from citizen groups regarding the design and construction of a new police station. 3. With the anticipated hiring of a Police Chief in early 2022, and potentially other members of the command staff, continue the smooth transition plan and executive development practices that will continue to identify and develop future leaders from within the Department. Program Improvement Requests:  Administrative Lieutenant  Crossing Guard  Required Police Training  Holding Cell Shifts FY2023 Capital Requests: None In response to a question from Mr. Lucente regarding the Pay By Phone option, Chief McLean explained that transactions are currently sitting at around $5,800 for the system, which shows that people are learning how to use the system. Chief McLean noted that this pilot program was slated to last for a year, and there will be better numbers known by next year for it. In response to a question from Mr. Lucente regarding the holding cell shift request, Chief McLean stated that this would be a difficult item for the staff to absorb due to minimal staffing and liability. In response to a question from Mr. Pato regarding the requested Administrative Lieutenant position, Chief McLean explained that the intention would be to transfer a majority of the day-to-day administrative functions to this person. This could include doing more with information sharing and community engagement. In response to a question from Mr. Pato regarding the process for a creating a new crossing area for a crossing guard, Chief McLean stated that a good process would involve the PTO, School Department, and then the Police Department. In response to a question from Ms. Barry regarding the hybrid vehicles, Chief McLean stated that these are proposed to be support cars or for supervisors to use. In response to a question from Ms. Barry regarding Code Red, Chief McLean noted that he will work to see if the Department can have these calls come up on people’s phones as “Lexington.” Ms. Hai noted that there is great community desire to get to know and work with the Police Department. She mentioned that the new Lieutenant position could help to coordinate community engagement. In response to a question from Ms. Hai, Mr. Malloy explained that the cost to include holding cells in the temporary facility at 173 Bedford Street was substantially more than what is being requested in the Department’s PIR. DOCUMENTS: Presentation - Police FY2023 Proposed Budget 2. FY2023 Proposed Budget - Fire Department Presentation Fire Chief Sencabaugh presented the Fire Department FY2023 proposed Budget. Level Service Requests: Fire Administration $608,685; Fire Prevention $245,071; Fire Suppression $6,945,138; Emergency Medical Services $212,541; and Emergency Management $8,400. Total Level Service Budget $8,019,835. Departmental Initiatives: 1. Implement additional modules of the Public Safety Software and build out to department needs. 2. Roll out online fire permitting process. 3. Develop an improved employee recruitment process to address diversity and retention. 4. Continue work on new fire headquarters as one year comes to an end; identify any needs. Program Improvement Requests:  Advanced Life Support Training and Simulation Manikin  Medstat MS 500 EMS ATV and Trailer  Combination Wildfire Scout and Personnel Transporter ATV FY2023 Capital Requests:  Replace 2004 Pumper  Ambulance Replacement Ms. Hai stated that she would like to see the proposed ATV moved into the regular plan rotation of vehicle maintenance for the Department. In response to a question from Ms. Barry, Chief Sencabaugh explained that the ambulance ATV will be able to be used on the bike path. In response to a question from Ms. Barry, Chief Sencabaugh stated that EMS calls were down during the height of COVID-19, but now calls are skyrocketing and there is a large shortage of paramedics and EMTs. In response to a question from Mr. Pato, Chief Sencabaugh explained that the three PIR items would eventually become capital items down the road. In response to a question from Mr. Lucente, Chief Sencabaugh stated that the proposed ATV will be stored inside. It is approximately 11-12’, the size of a typical side-by-side ATV. DOCUMENTS: Presentation - Fire FY2023 Proposed Budget 3. FY2023 Proposed Budget – Library Presentation Ms. Stembridge, Library Director, presented the Library’s FY2023 proposed Budget. Level Service Requests: Administration & General Services $654,704; Adult Services $1,776,326; and Youth Services $905,189. Total Level Service Budget $3,336,219. Departmental Initiatives: Books, information, and so much more We continue our 150-year-long tradition of providing books and other materials that reflect the needs and interests of Lexington residents. Though much has changed since our doors first opened in 1869, our essential function remains the same - to bring the world of information and ideas to you. At the intersection of learning, making, and play In recent years, educational research has increasingly shown that we learn best through experience - by making mistakes and trying again. In furthering this effort, we are expanding these types of learning opportunities, giving you more chances to build, create, and play. A place that works for everyone We value the rich diversity of our community and our commitment to equitable service for all is unwavering. Efforts to identify and remove barriers to access are ongoing - we are a work in progress. With opportunities for human connection In a world where technology is ever-present, we are committed to fostering human interactions. Sometimes that is as simple as providing comfortable chairs for a serendipitous meeting between old friends. Other times it takes the shape of an elaborate event with community partners and hundreds of guests. Large and small, these moments, shared among neighbors, strengthen the social fabric of Lexington. And a future as bright as our past With more than half a million visitors each year, Cary Library is a cherished community asset and a source of civic pride. Stewardship of this resource includes multiple aspects – from preservation to transformation. Program Improvement Requests:  Full-Time Youth Services Librarian I  Library Fellowship FY2023 Capital Requests:  Cary Library Children's Room Renovation Project In response to a question from Mr. Lucente, Ms. Stembridge explained that she hopes active recruiting will find the right person to fill the fellowship role. She noted that the position could be an entry-level, temporary paid position that the person could then include on his/her resume. In response to a question from Ms. Hai, Ms. Stembridge explained that the proposed Children’s Room renovation project will be funded in a number of ways, including endowment funds, fundraising through the Foundation, and Town funds for the infrastructure. It is unclear what the total cost of this project will be, but not all will come from Town funds. DOCUMENTS: Presentation - Cary Memorial Library FY2023 Proposed Budget 4. FY2023 Proposed Budget – Department of Public Works & Water/Sewer Presentations Mr. Pinsonneault, Director of Public Works, presented the Public Works Department FY2023 proposed budgets. Level Service Requests: Administration $704,566; Town Engineering $1,081,085; Street Lighting $203,500; Highway $1,695,756; Equipment Maintenance $916,976; Snow Removal $1,585,694; Parks $1,501,039; Forestry $569,041; Cemetery $409,634; Refuse Collection $1,010,426; Recycling $1,468,095; and Refuse Disposal $789,925. Total Level Service Budget $11,935,737. Departmental Initiatives: 1. Coordinate Administrative and Operations functions to maintain a functionally efficient organization. 2. Continue working with Town committees to ensure sustained engagement of residents. 3. Ensure staff accessibility and participation for training and advancement opportunities. Program Improvement Requests:  Transition PT Compost Site Attendant to FT  W-6 position upgrade  Transition DPW Management Analyst from PT to FT  Assistant Superintendent for Public Grounds  Assistant Superintendent for Water/Sewer FY2023 Capital Requests:  Equipment Replacement  Sidewalk Improvements  Town wide Signalization Improvements  Street Improvements  Town wide Culvert Replacement  Storm Drainage Improvements and NPDES Compliance  Comprehensive Watershed Stormwater Management  Battle Green Streetscape Improvements  Hartwell Ave. Compost Site Improvements  Municipal Parking Lot Improvements  Public Parking Lot Improvement Program  New Sidewalk Installations  Improvements  Street Acceptance  Public Grounds Irrigation Improvements  Cemetery Columbarium In response to a question from Mr. Pato, Mr. Pinsonneault explained that the working group that is looking at the diversion of organic wastes, and in waste reduction in general, should be able to report to the Board within the next couple of months. In response to a question from Mr. Lucente, Mr. Pinsonneault stated that the DPW still has a couple of openings in the Engineering Division, a couple of entry-level positions open, and a labor position open. Mr. Pinsonneault noted that there is going to be an inventory done to find all the monuments and memorials in Town. These can then be kept up on a schedule. In response to a question from Ms. Hai, Mr. Pinsonneault explained that salt prices for snow maintenance will be rising. In response to a question from Ms. Hai, Mr. Pinsonneault stated that there has been one green burial so far, and other requests for the service. Ms. Hai requested that there be community engagement around this service. In response to a question from Ms. Barry, it was noted that the snow tracking software is working well, and the snow tracking station has been installed across from the High School. In response to a question from Ms. Barry regarding the Center Streetscape project, it was stated that work is on schedule. Some lighting will be in before the winter. In response to a question from Ms. Barry regarding culverts, it was noted that the Department has received many calls this year regarding draining issues. In response to a question from Ms. Barry regarding the old administration building, it was noted that, once the building is removed, the area will be graded, and a columbarium will be added. Mr. Pinsonneault, Director of Public Works, presented the Water Enterprise FY2023 proposed budgets. Level Service Requests: Water Operations $2,722,458; MWRA $9,618,303; Cash Capital $600,000; OPEB $2,761; and Indirects $962,826. Total Level Service Budget $13,906,348. Departmental Initiatives: 1. Continue with the Hydrant Maintenance Program. 2. Continue working with the vendor implementing the Automatic Meter Reading System (AMR). 3. Implement a valve/hydrant maintenance and/or backflow/cross connection program. 4. Continue to evaluate water usage, to move towards conservation efforts. Mr. Pinsonneault, Director of Public Works, presented the Sewer Enterprise FY2023 proposed budgets. Level Service Requests: Sewer Enterprise $2,413,298; MWRA $8,994,934; Cash Capital $300,000; OPEB $3,004; and Indirects $538,049. Total Level Service Budget $12,249,285. Departmental Initiatives: 1. Continue the pipe flushing program and root removal in all areas. 2. Work with the Water Enterprise Division on the ongoing Automatic Meter Reading System project. (AMR). 3. Continue to educate the public on the costs and problems created by Inflow & Infiltration. Program Improvement Requests: None FY2023 Capital Requests:  Pump Station Upgrades  Sanitary Sewer System Investigation and Improvements  Water Distribution System Improvements  Hydrant Replacement Program  Water Tower(s) replacement In response to a question from Mr. Lucente regarding reducing abatements through the AMR project, Mr. Pinsonneault stated that this program should start to be rolled out to the residents within the next six months. In response to a question from Ms. Hai, Mr. Pinsonneault stated that it is unclear yet what the cost will be for all of the stormwater requirement changes. Mr. Malloy stated that this is proposed to move forward at Annual Town Meeting but would not go into effect until FY24. Those items will then be moved into a Stormwater Utility Fund. There is a proposed fee structure for impervious surface, which would provide credits to those who reduce their impervious footprint. The Board will likely have a work session on this item either in January or February. In response to a question from Ms. Barry, it was noted that the DPW is hoping to make improvements to all of Pleasant Street. It is believed that there will be enough space from Watertown Street to Massachusetts Avenue to install a bike lane on both sides of the road. In response to a question from Ms. Barry, it was stated that there is a list of approved trees for the Battle Green that the Board will need to vote to allow to be replanted. In response to a question from Mr. Lucente, it was noted that the $75,000 proposed in the budget for sidewalks is for the Cedar Street sidewalk proposal. Mr. Lucente noted that he would like to eventually look into a sidewalk at Waltham Street leading to the High School. DOCUMENTS: Presentation - DPW FY2023 Proposed Budget, Presentation - DPW Water/Sewer Enterprise FY2023 Proposed Budget ADOURN Upon a motion duly made and seconded, by roll call, the Select Board voted 4-0 to adjourn the meeting at 11:51 a.m. A true record; Attest: Kristan Patenaude Recording Secretary