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HomeMy WebLinkAbout2023-01-18 SB-min Select Board Meeting January 18, 2023 A meeting of the Lexington Select Board was called to order at 6:30p.m. on Wednesday, January 18, 2023, in the Select Board Meeting Room of the Town Office Building. Hybrid participation was offered as well via the zoom meeting platform. Ms. Hai, Chair; Mr. Lucente; Vice Chair, Mr. Pato, Ms. Barry, and Mr. Sandeen were present, as well as Mr. Malloy, Town Manager; Ms. Axtell, Deputy Town Manager \[late arrival\]; and Ms. Katzenback, Executive Clerk. Ms. Hai called the meeting to order at 6:30pm. She noted that this meeting is a work session, and thus there would not be a public comment period. SELECT BOARD MEMBER CONCERNS AND LIAISON REPORTS 1. Announcement: Last week, the Select Board welcomed the public back to our meeting room; our regular meetings are now fully hybrid. CONSENT AGENDA th 1. Approve and Sign Proclamation - 20 Anniversary of the Consecration of The Rt. Rev. Gayle Elizabeth Harris as Bishop To approve and sign a proclamation recognizing the 20th Anniversary of the Consecration of Lexington resident, The Rt. Rev. Gayle Elizabeth Harris, as Bishop. DOCUMENTS: 2023 20th Anniversary of the Consecration of The Rt. Rev. Gayle Elizabeth Harris as Bishop VOTE: Upon a motion duly made and seconded, by roll call, the Select Board voted 5-0 to approve the Consent Agenda. ITEMS FOR INDIVIDUAL CONSIDERATION 1. Select Board Work Session/Joint Meeting – Select Board, School Committee, Appropriation Committee, Capital Expenditures Committee, Recreation Committee and Board of Library Trustees Ms. Hai opened the joint meeting at 6:36 pm. The following committees called their members to order for the Joint meeting: School Committee (SC): Ms. Cuthbertson, Chair; Ms. Lenihan; Mr. Freeman; Dr. Hackett, Superintendent of Schools\[late arrival\]. Appropriation Committee (AC): Mr. Parker, Chair; Mr. Padaki, Vice Chair; Mr. Ahuja; Mr. Bartenstein; Mr. Levine; Mr. Michelson, Mr. Osborne\[late arrival\]. Capital Expenditures Committee (CEC): Mr. Lamb, Chair; Mr. Kanter, Vice Chair and Clerk; Mr. Cole; Ms. Rhodes; Mr. Boudett. Board of Library Trustees (LT): Ms. Hai, Mr. Lucente, Mr. Pato; Ms. Barry; Mr. Sandeen; Ms. Cuthbertson; Ms. Lenihan; Mr. Freeman. Recreation Committee (RC): Mr. DeAngelis, Chair, Mr. Boutwell, Vice Chair; Mr. Bassik; Ms. O’Brien, Mr. Li; Ms. Sheth  Discuss Upcoming Proposed Projects from the Department of Public Facilities 20-Year Capital Plan Mr. Malloy stated that the purpose of this presentation is to discuss both the municipal and school projects that have been identified as part of the 20-year Capital Plan, completed by the Department of Public Facilities last year. Also, specifically to address those buildings that were rated an F by the consultants and to address other safety concerns in order to gain consensus on a debt management schedule. He explained that the following projects were identified in the study: the Police Station, the Library which includes the Children's Library and an HVAC project, the Lexington High School, the Central Administration Office, the East Lexington Fire Station, the Town Office building, and 173 Bedford Street, which is tied to a lot of the other projects. The Police Station project is underway. This department is currently operating temporarily at 173 Bedford Street. The Police Station project started in December of 2022 and should be completed by June 2024. Regarding the Central Administration building project. The building needs major renovation and is larger than the recent Space Needs Analysis indicated was necessary. The Central Administration Building was proposed to be eliminated as part of the Harrington school project and was anticipated to be turned into recreation fields, which has not happened. As part of the High School construction project recreation fields will be temporarily lost. During construction, the Town could use additional fields, which could potentially be located adjacent to Harrington, where the Central Administration Office currently is. Mike Cronin stated that the Central Administration Building currently sits at approximately 45,000 s.f. The Space Needs Analysis indicated a range of roughly 20,000 s.f. The work needed in that building includes HVAC, insulation, window replacement, a roof, and some masonry work. In the five-year window this work would cost approximately $15M-$16M. The option to construct a new building would cost approximately $18M-$20M. In response to a question from Ms. Hai (SB), Mr. Malloy stated that he has reviewed potential locations for this building. Mr. Cronin noted that the Superintendent indicated that, temporarily, staff can move into other buildings to continue operations until the new project is completed. Melissa Battite stated that the Athletic Feasibility study was completed in 2022. The Town is currently approximately 6,100 hours short in fields. This takes into account the existing use of the fields but does not account for any fields going down for maintenance, and the temporary loss during the high school build. The recommendation believed to have the largest benefit, calls for synthetic fields with lights to gain as many hours as possible, while the Central Recreation Complex is impacted. In response to a question from Ms. Barry (SB), Mr. Cronin stated that he believes all existing fields will be consumed by the new High School project. Ms. Barry (SB) stated that she believes there needs to be larger conversations with all stakeholders regarding this project. Mr. Levine (AC) asked if the Bowman School and Bridge School have been evaluated as to whether their open space land could be reconfigured to produce additional fields. Ms. Battite stated that this land was considered within the Athletic Feasibility study. Mr. Levine stated that he is sensitive to finding more field space, but he believes it will be extraordinarily expensive to move the Central Administration out of Old Harrington. He stated it is likely not a good idea to begin additional expensive projects while undertaking the High School project. Mr. Lucente (SB) asked if the long-term vision is to have the Central Administration co-located with a school, or simply within a new building. Dr. Hackett stated that staff is willing to go wherever is least expensive. A Space Utilization study of the Central Office was completed. She explained that a new building would likely cost approximately the same amount as what it would cost to improve the existing building. The schools have been working with the Recreation Department to determine what the needs are. In response to a question from Mr. Padaki (AC), Mr. Cronin stated that the temporary fields will not be eligible for MSBA funding. Ms. Hai (SB) noted that the Old Harrington building is not currently ADA compliant, and a major improvement would require bringing the entire building into compliance. Mr. Cronin agreed. Mr. Malloy explained that the Library project consists of two major projects: the Children's Library room and the HVAC. These can be done as a single large project or two smaller projects. If done as one project, the Library would likely need to be closed for 18 months. If done as two projects, the majority of the Library could remain open during work on the Children’s Room but closed during the HVAC project. Considering this as one project would likely have lower construction and design costs but considering it as two projects could allow for phasing of the projects. There is also a consideration of using 173 Bedford Street as a swing space. In response to a question from Mr. Padaki (AC), Mr. Cronin explained that the HVAC system in the Library has many different life cycles, most of which end between 2027 and 2032. The whole building will likely need to be repaired by 2030. Koren Stembridge, Cary Memorial Library Director, stated that there are some safety concerns with the Children’s Room. The intention is to complete this part of the project as soon as possible, while waiting as long as possible to take on the HVAC project for the upper level of the building. Mr. Pato (SB) asked if the Town is considering leasing commercial office space as swing space for this and other projects. Mr. Malloy stated that it would benefit the Town over the next year to do a cost benefit analysis of completing this as one versus two projects. The existing safety concerns may outweigh any minor savings that could be found. In response to a question from Mr. Lucente (SB), Ms. Stembridge stated that there needs to be more consideration regarding the feasibility of keeping the lower level of the Library operating, while also having an auxiliary location for the adult services. In response to a question from Mr. Kanter (CEC), Ms. Stembridge stated that the Library has some endowment money, and the Trustees will be discussing using some of that towards this project. The Library also has a Foundation, which has done a great job of raising money for capital needs for the Library over the years. The Foundation is committed to raising approximately $750,000-$1M for the project. These funds were largely to be put toward the Children’s Room and non-essential functions of the building. There is potential to seek private funding for the HVAC project as well. Mr. Malloy stated that the MSBA School Building Committee has been appointed for the Lexington High School project. After the Feasibility Study is completed, and the size and location of the building have been proposed, Town Meeting will need to authorize a Home rule Petition, relative to Article 97 and the land exchanges. The project is anticipated to go before Town meeting for design funding in 2025, and construction funding in 2026. The debt exclusion would also go before Town Meeting in 2026. Construction is estimated began in 2027 and completed by 2029. There is a question as to if the Central Administration Office will remain in its current location, or whether it will be located at the High School or other schools. If it remains in its current location, there will need to be additional discussion regarding other alternatives for recreation fields. In response to a question from Mr. Pato (SB) regarding the timing of this project, Mr. Cronin stated that the Town is still in Module 1 for this project, which is a nine-month period. The Town is hopeful to be st invited into Module 2, at the March 1 meeting. Module 2 is approximately six months long. Following that, the Town would be invited into Feasibility. The Feasibility Study is a 12-15 month documented timeline by the MSBA. This puts the process to the end of 2024. In response to a question from Mr. Kanter (CEC) regarding what will be accomplished with the three years of projected funding, Mr. Cronin stated that this will include design development, construction documents, and construction. Mr. Malloy stated that the East Lexington Fire Station is both undersized and not sufficiently designed for current use. Currently, a review is underway of whether the current location is suitable for a replacement fire station. If it is not sufficient, funding will be requested for a broader search of a possible alternative location. One potential location identified is in the Scottish Rite. This land has a restriction on development for 25 years. The land was acquired in 2013, which disallows development until 2038. There is a potential to approach the Scottish Rite and ask if they would be willing to reduce modify the deed restriction to allow for an earlier date. Ms. Hai (SB) noted that there was a conservation restriction on some part of that land during the original purchase. Mr. Malloy noted that he has reviewed the deed with Town Counsel. Mr. Malloy stated that the Town Office building is undersized both for the staff that it houses and the meetings it holds. This building is the lowest priority on the list of projects. Mr. Lucente (SB) noted that the building received an F grade when it was assessed previously. However, a major HVAC project was recently completed in the building. Mr. Cronin stated that the building still needs a new roof and windows. Additional square footage is also needed. Mr. Malloy explained that this project will likely not come forward until the early 2030s. Mr. Malloy stated that 173 Bedford Street was acquired by swing space for the Town operations, specifically for the Fire and Police departments while those buildings were being reconstructed. Currently, access is limited to the first floor of the building, which could be used as swing space for other departmental uses. For other uses, this building would require some remodeling, the addition of an elevator, and bathroom renovations. Ms. Barry (SB) stated that the Board needs to have a longer discussion regarding this building in particular. The original agreement was to use it for municipal purposes until it was no longer needed. At that time, the building would be considered for school or other purposes, including selling it or turning it into affordable housing. In response to a question from Ms. Hai (SB) regarding the renovation of the East Lexington Fire Station, Mr. Malloy stated that, if the current site is usable for a Station, the Department would need to move out during the construction. The likelihood is that operations would temporarily be out of the Fire Headquarters unless other space is found. Mr. Pato (SB) noted that, in the past, Master Planning Building Committees have reviewed the collection of demands for the community, worked on the issues and come back to the group with proposals. He suggested that this be focused on, as direction for the future. Mr. Sandeen (SB)agreed that he would like to make decisions based on an economic analysis and interconnectedness review of the scenarios. Mr. Bartenstein (AC) noted that there has been discussion regarding the creation of new zoning on MBTA routes, which might substantially add to the population of the Town. Dr. Hackett stated that this has been analyzed. The actual number does not appear to be as large as people imagine the problem to be. Mr. Bartenstein noted that this may not be an insignificant number, and it could affect fire protection, police, Town, office buildings, etc. Mr. Michelson (AC) agreed that this zoning will be in place by 2024 and should be considered. He noted that 173 Bedford Street will lie within one of these proposed housing zones. He noted that this, and an adjacent property, may be needed for a school site. In response to a question from Mr. Kanter (CEC), Mr. Malloy noted that the white book and brown book will likely be neutral on these projects until fiscal year 2025. Mr. Boutwell (RC) stated that the fields indicated by Mr. Cronin which would be lost either temporarily or for good as part of the High School project, account for approximately 5,000 hours of the Town’s permitted hours per year, or around 20% of the total hours permitted in Town. If lost without replacement, this would have a dramatic impact on all athletic field users in Town The Harrington B option reviewed would add approximately 4,600 hours of field availability, at an estimated cost of $6.2M. The Bridge location is currently allocated for approximately 3,000 hours per year. The potential project there, which is outlined in the study, would add approximately 600 hours, at an estimated cost of $3M. The Bowman location is currently permitted for 1,500 hours per year. The proposed project in that location could add approximately 600 hours, at an estimated cost of $1.6M. Thus, the Recreation Committee has identified Harrington B as the leading option, in terms of value per dollar, as it allows the largest number of hours to be added to the inventory. This would almost offset the loss time projected during the High School project. It is unclear if, ultimately, the community will support the use of synthetic fields at multiple sites throughout Town, or if the Committee will need to be more selective as to how it applies that type of surface. Mr. Pato (SB) noted that the MSBA increased the size enrollment projections for the High School, based on the presumption that Lexington would, in fact, rezone for the MBTA Communities Act. This was increased by approximately 10%, or 225 students. Mr. DeAngelis (RC) noted that the Recreation Committee and the Recreation Department staff provide recreation opportunities and resources for the entirety of the Lexington community, regardless of age, physical condition, etc. It is disturbing, but understandable, that the Town is going to lose quite a bit of field space in the Center, as this is the crown jewel of Lexington recreation. This will cause a recreation crisis. He urged the groups to consider the Harrington B proposal, as it makes eminently good sense. Ms. Hai (SB)agreed that the Town should consider if it wants to put a lot of money into developing fields on school spaces that will likely need to be rebuilt and/or expanded in the future. Mr. Lucente (SB) explained that the Town should consider reviewing existing spaces that the Town has previously considered expanding, such as the Community Center. Ms. Hai (SB) asked all of the groups to consider the options and questions presented. She stated that she and Mr. Malloy would work to discuss a new Master Planning Capital Committee. The joint meeting adjourned at 8:08pm. By roll call, the School Committee, Appropriation Committee, Capital Expenditures Committee, Recreation Committee and Board of Library Trustees respectively adjourned. The Select Board continued with its regular meeting. DOCUMENTS: Presentation The Board took a five-minute recess. 2. FY2024 Town Manager's Preliminary Budget and Financial Planning Mr. Malloy stated that staff is finalizing the white book and hoping to have it out by this Friday. In response to a question from Ms. Barry, Ms. Kosnoff stated that the gap on the Town side is approximately $395,000. This will need to be funded from free cash, in order to balance the municipal budget. 3. 2023 Annual Town Meeting  Review Draft Warrant  Discuss Town Meeting Participation Options – In-Person/Hybrid/Remote  Discuss Dates and Times for Presentations and Materials Due Ms. Hai explained that the current authorization from the State for remote meetings expires in March, essentially in the middle of Town Meeting. The Board will discuss options at its next meeting. The Board discussed leaving the wording in the warrant that Town Meeting will be in person. This can be adjusted, if need be, and then communicated out. Ms. Axtell reviewed a couple of changes to the warrant. She explained that the Historical Commission voted this evening to change the timing in their warrant article from 18 months to 21 months. Also, item 12m will be removed from the warrant. Ms. Kosnoff explained that the Conservation Department previously submitted a Program Improvement Request to hire a part time staff person to address a very large backlog of permit reviews. This PIR was not funded. However, there is now a proposed warrant article to use fees from a Special Revenue Fund to either hire a part time staff person, who would not be benefit eligible, or to hire a consultant. This would carry forward over one fiscal year to address the backlog. This funding would carry forward, if the backlog cannot be addressed fully in FY24, but will not carry forward in perpetuity. Ms. Axtell noted that department presentations will begin on Monday, January 23, 2023. Town Meeting begins March 20, 2023. It will run on Mondays and Wednesdays until finished. Town Meeting will not meet on the first night of Passover, which is April 5, 2023, or during the week of April vacation. Town Meeting will meet until all articles are voted on. The new Town Meeting Member workshop has been scheduled for March 11, 2023. DOCUMENTS: DRAFT 2023 ATM Warrant ADJOURN VOTE: Upon a motion duly made and seconded, by roll call, the Select Board voted 5-0 to adjourn the meeting at 8:40pm. A true record; Attest: Kristan Patenaude Recording Secretary