HomeMy WebLinkAbout2022-01-18 SB-min
Select Board Meeting
January 18, 2022
A remote participation Work Session Meeting of the Lexington Select Board was called to order at 6:00
p.m. on Tuesday, January 18, 2022 via Zoom remote meeting services. Ms. Hai, Chair; Mr. Lucente; Vice
Chair, Ms. Barry and Mr. Sandeen were present, as well as Mr. Malloy, Town Manager; Ms. Axtell,
Deputy Town Manager; and Ms. Katzenback, Executive Clerk.
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.
ITEMS FOR INDIVIDUAL CONSIDERATION
1. Select Board Work Session
Select Board Committee Membership Process
Ms. Barry explained that this process is to review, revise and streamline the process for non-elected
volunteer board and committee member appointments. This includes both Select Board appointments and
working in partnership with the Town Manager on Town Manager appointments.
Ms. Barry explained that the first survey was submitted to volunteer, non-elected board, and committee
members. This survey was sent 339 members by email back in September, we heard that from 142, which
was a 41.8% return rate. Of the people that responded, 114 answered that they currently serve on one
committee. When asked how long they had been serving on committees for, it was interesting to note that
27 people stated they had been serving for 25+ years, with the majority of those being on the 30–40-year
end. 40% of respondents stated that they had heard about serving from current board or committee
members. 44% of respondents noted that they believe reappointment should not be automatic and that
members should need to reapply, in order to open up opportunities for new members; 21% stated that they
believe reappointments should be automatic. A majority of respondents stated that they favored term
limits for both members and chairs. Some respondents spoke of frustrations with time commitments for
boards, while others mentioned not being able to accomplish objectives in a timely manner.
Ms. Barry explained that the second survey a surrounding towns’ board and committee survey. This
survey was sent to 12 towns: Andover, Arlington, Bedford Belmont, Concord, Dover, Lincoln, Needham,
Sudbury, Wellesley, Weston, and Winchester. Responses were received from 11 of the 12 towns.
Kat Labrecque explained that all of the 11 towns noted that they advertise vacancies for
boards/committees on their websites, but not often beyond that. Only 2 of the 11 use social media or other
listservs to do so. 80% of the communities require applicants to attend meetings before being appointed.
36% of the towns interview appointees in an open Select Board session before appointments. Less than
20% of the towns have term limits for board/committee chairs. More than half of the communities
surveyed have trouble filling vacancies on boards and committees. Some are actively trying to recruit
younger residents to fill these vacancies. The average number of boards/committees across these 11 towns
was 54, with a majority being appointed by the Select Board. Bedford, for example, has gone through a
process to streamline the number of boards/committees it has.
In response to a question from Ms. Hai, Ms. Labrecque noted that she believes Lexington may have closer
to 90 boards/committees.
Ms. Barry noted that one of the next items for the Board to make decisions on will be updating the
board/committee application.
Mr. Lucente stated that he believes these surveys could be a great way for the Board to discuss the
framework for boards/committees going forward.
In response to a question from Mr. Sandeen, Ms. Barry stated that she believes the longest serving
member/volunteer has been doing so for approximately 50 years.
Mr. Sandeen asked if there might be a way to do an independent assessment of whether
boards/committees in Town are representative of the residents in Lexington. He also asked if there is a
way to survey people who are not involved with a board/committee to find out why.
Ms. Hai stated that she sees three next steps: the application, recruitment protocol, and appointment
protocol. Ms. Barry also noted that changes need to be made in-house process is managed and software is
currently being reviewed.
Mr. Lucente noted that reorganizing committee structures is not one of the goals for this part of the
process.
Ms. Barry stated that the committee process was previously broken out into three parts. One was
surrounding the appointment process and gathering some background data. The second one was
committee health, which is to consider the committee “diet” and work on committee charges. The third is
determining what a liaison role truly is to a board/committee and what a staff role is.
2022 Annual Town Meeting
Review 2022 Annual Town Meeting Draft Warrant
Mina Makarious, Town Counsel, explained that two draft warrant articles are to make sure that if Town
Meeting has to happen remotely, that it is legally sufficient. Article 33 states that, “To see if the town will
vote to authorize the Select Board to petition the Massachusetts General Court for legislation providing
that notwithstanding the provisions of any general or special law or by-law to the contrary, all acts and
proceedings taken by the town at an annual or special town meeting held in 2022 by remote participation
by electronic means in accordance with Chapter 92 of the Acts of 2020, as amended by Chapter 20 of the
Acts of 2021…” Article 34 states that, “To see if the town will vote to authorize the Select Board to
petition the Massachusetts General Court for legislation providing that notwithstanding the provisions of
any general or special law or by-law to the contrary, future Town Meetings may meet through remote
participation or a hybrid of in-person and remote participation; and further to authorize the Select Board
to approve amendments to said act before its enactment by the General Court that are within the scope of
the general objectives of the petition; or act in any other manner in relation thereto.”
Mr. Makarious explained that this language does not include an attempt for Lexington to forge ahead and
ask the legislator to be allowed to do board and committee meetings remotely, forever. This could be part
of a more comprehensive ask in the future.
Mr. Lucente stated that he is concerned with the broad language of Article 34. He believes it is missing a
purpose as to why meetings should remain hybrid/remote, such as a health crisis, etc.
In response to a question from Mr. Sandeen, Mr. Makarious stated that these Articles are special
legislation and, thus, subject to being passed by legislators. He noted that Article 33 is a safeguard for this
Town Meeting and Article 34 is to address a long-term recommendation.
Deborah Brown, Town Moderator, stated that she supports the inclusion of both articles.
There was discussion about placing proposed Warrant Article 33 on both the Annual and Special Town
meeting ballots and leaving proposed Warrant Article 34 on only the Annual Town Meeting ballot.
Presentation - ATM 2022 Article 25: Appropriate for Worthen Road Recreation and Education
District Land Use Concept Plan (Citizen Petition) (the Board took up this item at this time)
Jon Himmel, 66 Hancock Street/Town Meeting Member/Co-Chair of the Permanent Building Committee
(PBC), explained that the proposed article seeks funding for a land use plan for what is being called “the
district.” “The district” consists of three Town-owned parcels, and one property owned by the Hayden
Recreation Center. The main objective of this land use concept plan is to maximize utility of all of the
properties within “the district,” while finding a location for the new high school.
Ms. Barry exited the meeting at 7:00 p.m.
Fred Merrill, member of the PBC, explained that this plan looks at other ways to think about the high
school redevelopment, in a way that does other things for this district and to get ahead of the process in
terms of scope, schedule, cost, and logistical issues.
Mr. Himmel explained that this study will provide a framework to make decisions regarding the district
now and into the future. It will provide a Town forum for discussion of the district's public, educational,
and recreational potentials, and issues. It will inform the boards, the financial committees, Town meeting,
and, more importantly, the voting public on what is being planned.
Mr. Malloy explained that the working group on the Center Recreation area and High School property has
had one meeting, on January 11, 2022. The group did discuss that there will be a need to bring in a site
planning firm to assist the Town in the future. Currently, the group is discussing balancing the school’s
and Recreation’s needs. The group discussed the timing of the potential projects and some of the
wetland’s issues for the area. He and the Superintendent will be meeting prior to the next meeting. He
noted that this proposal would overlay and duplicate some of the efforts that the working group intends to
do and would appropriate funds earlier than the working group was anticipating.
Mr. Himmel explained that the proposed $175,000 would go towards a holistic plan including estimating,
scheduling, and public input.
In response to a question from Mr. Sandeen, Mr. Himmel explained that, if this Article was approved, the
design team could likely be selected in June/July, and the process could be completed in time for Annual
Town Meeting 2023 in the spring.
Ms. Hai requested that this presentation be made to the recreation and finance committees directly, prior
to Town Meeting, and that input be received from these groups and the school committee directly.
Presentation - ATM 2022 Article 27: Zero Waste Resolution (Citizen Petition)
Janet Kern, Town Meeting Member Precinct 1, and Board member of the nonprofit Lexington Zero
Waste Collaborative explained that the Zero Waste Resolution seeks to build on goals and work already
undertaken by the Town, and to adopt well-understood Zero Waste principles, while setting some new
goals for achieving meaningful results. In 2016, the Lexington Public Schools began composting, and in
2018, this Board adopted the Sustainable Action Plan. The 2018 Sustainable Action Plan advocates for
waste reduction actions. First, to consider and plan for zero waste by doing as much as possible to reduce
packaging and consumption, and then to work on reuse and repair. Finally, it considers waste as a
resource that regenerates, such as through composting or true recycling, which creates jobs. One goal of
this Resolution would be to implement Town-wide composting, which would reduce waste by at least
25%. Another goal is to act on the Sustainable Action Plan and develop a Zero Waste Plan by 2023, to
consider additional waste reduction methods.
Mr. Sandeen thanked the proponents for bringing this article forward, particularly for their focus on
environmental justice and the exciting opportunity for reducing both waste and waste disposal costs.
Mr. Lucente asked about the cost for these additional waste reduction methods. Mr. Malloy echoed the
need for more information on that item, and also on the environmental justice item.
Dave Pinsonneault, Public Works Director, stated that he would like to discuss this with the
Environmental Services Superintendent. He has concerns about the potential time commitment for staff
from this item.
Discussion on Police Station Schedule
The Board reviewed the proposed schedule. It was noted that this, and other associated documents, are
available through the Town website.
DOCUMENTS: Board/Committee Review Presentation - Part 2, Zero waste presentation, Zero waste
draft motion, Worthen Road Recreation and Education Land Use Concept Plan - UPDATED 01-18-22,
DRAFT Motion - Worthen Road Recreation and Education Land Use Concept Plan, Draft remote articles
for warrant, DRAFT motion-worthen road updated 4pm, Draft warrant 1.17.22, DRAFT Article Positions
Worksheet, Police Station Schedule
The next regularly scheduled Board meeting is Monday, January 24, 2022 at 7pm.
ADOURN
Upon a motion duly made and seconded, by roll call, the Select Board voted 3-0 to adjourn the meeting at
7:56 p.m.
A true record; Attest:
Kristan Patenaude
Recording Secretary