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HomeMy WebLinkAbout2023-05-15 SB-min Select Board Meeting May 15, 2023 A meeting of the Lexington Select Board was called to order at 6:30p.m. on Monday, May 15, 2023, in the Select Board Meeting Room of the Town Office Building. Hybrid participation was offered as well via the webinar meeting platform. Mr. Pato, Chair; Mr. Lucente, Ms. Hai; and Mr. Sandeen were present; as well as Mr. Malloy, Town Manager; Ms. Axtell, Deputy Town Manager; Ms. Katzenback, Executive Clerk. Mr. Pato noted that the joint meeting of the Select Board, School Committee, Appropriation Committee, and Capital Expenditures Committee is a hybrid meeting. All Select Board members are present in person in the Select Board Room and the School Committee, Appropriation Committee, and Capital Expenditures Committee are participating remotely via zoom. ITEMS FOR INDIVIDUAL CONSIDERATION 1. Select Board Work Session/Joint Meeting – Select Board, School Committee, Capital Expenditures Committee & Appropriation Committee  Discussion on Future Potential Uses of 173 Bedford Street Present for the Select Board (SB): Mr. Pato, Chair; Mr. Lucente, Ms. Hai; and Mr. Sandeen as well as Mr. Malloy, Town Manager; Ms. Axtell, Deputy Town Manager; Ms. Katzenback, Executive Clerk. Present for the Appropriation Committee (AC): Mr. Parker, Chair; Mr. Padaki, Vice Chair; Mr. Bartenstein; Mr. Levine; Mr. Michelson, Mr. Ahuja. Present for the Capital Expenditures Committee (CEC): Mr. Lamb, Chair; Mr. Kanter, Vice Chair and Clerk; Mr. Cole; Ms. Rhodes; Ms. Beebee; Mr. Boudett. Present for the School Committee (SC): Ms. Cuthbertson, Chair; Ms. Lenihan; Mr. Freeman; Dr. Hackett, Superintendent of Schools; and Mr. Coelho, Director of Finance for Lexington Public Schools. The Chairs for each respective committee called their meetings to order. th Mr. Malloy explained that, at its meeting on January 18, the Board indicated it would like to have a more detailed discussion on 173 Bedford Street and other upcoming capital projects. Mr. Cole (CEC) asked about specific projects for the space that might not work timing wise, or other ways to narrow the conversation. Mr. Malloy noted that the most natural candidate is for Central Administration space. This would then involve another discussion regarding the future and long-term location of the Central Administration Office, whether that would be in its current location, in the new High School, or in a separate location. He explained that during the High School project, a number of fields immediately adjacent to the current High School location are anticipated to be lost. Mr. Cronin agreed that, as part of the new building, it is expected to lose all of that playing fields, with the exception of the field within the confines of the track. Mr. Malloy stated that the only other project that would have potential timing conflicts would be if the Library project was done as one single project, with the Children's Room and HVAC project completed all at one time. Mr. Kanter (CEC) expressed concern regarding the funding associated with combining the Library projects. Ms. Beebee (CEC) stated that she believes the fate of 173 Bedford is wrapped up with what happens to Harrington and what is decided for the Central Office building. She asked if there has been any consideration to keeping the old Harrington building as a potential school site. Mr. Cronin explained that there has been discussion regarding leaving the Central Administration building, the former Harrington building, as an alternate site for a potential project in the future. This could be a swing space that could house students during a future renovation of an elementary school, or a site for expansion for an additional elementary school. However, the building is in significant need of repairs. Within the next 20 years, it needs $22.5M worth of investments to get it up to today's standards. Also, additional space would need to be added to the building in order to fit all of the current schools. Ms. Beebee (CEC) asked if we decide to take it offline by turning it into fields and move central office into 173 Bedford Street, are we in the future in any way compromised in using that site as a school facility. Mr. Cronin agreed that this is a conversation to be had by these groups. Ms. Lenihan (SC) noted that a High School project will reduce the number of fields the Town has, and there is already a lack of fields. Due to lack of land under the School Committee’s jurisdiction, she stated that, if the Central Office building moves to 173 Bedford Street, and the old Harrington School is torn down for fields, that parcel should remain under the jurisdiction of the School Committee. Thus, if land is needed in the future to potentially build another school, this space will still be within the School Committee’s purview. Mr. Boudett (CEC) stated that he is strongly opposed to trying to combine the Central Administration project with the High School project. He supports keeping the School Administration location separate from the High School. When a referendum comes before the community, he would like for this to only be for a High School, according to the standard designs as approved by MSBA, and not including additional projects tacked on. Mr. Bartenstein (AC) asked about grading needed in order to use the old Harrington building as fields, due to its location on a hill. Melissa Battite, Director of Recreation and Community Programs stated that she would need to consider the recommendations for developing the two athletic fields, which can be found in the Athletic Feasibility study under the Capital page. Mr. Bartenstein asked about the possibility of using some of the elementary school fields if this is not enough to replace all of the High School field. Ms. Battite noted that all of the schools have access to the fields after 5:30pm or 6:00pm every day. The Recreation Department is not able to permit most of the fields that are adjacent to schools until at least 5:30pm. Also, most of the fields would not be suitably sized for the activities that take place at Center. The change in fields will require all organizations to compromise and reduce what they're currently doing, as well as looking at other facilities outside of Lexington to potentially rent. Mr. Levine (AC) stated that the issue of the Central Office moving to 173 Bedford Street temporarily or permanently is at the center of this whole conversation; this all revolves around recreational field resource availability. He stated that the request is for the community to fund $400M to build a new High School. That is a gigantic ask. Speaking to the School Committee, he stated that he believes the group needs to be willing to give up almost anything to achieve that. This may lead to giving up control of one potential school site. The community that will be hurt the most by this project is the recreation community. The field loss at the High School and the Center recreational complex is going to be major for the recreation community. There is an obligation for the Town and the School Committee to do whatever they can to try to mitigate the damage that is being done to the recreational facilities in Town. Ms. Hai (SB) asked about the possibility of putting the Central Office building on the Laconia land site. Mr. Cronin noted that the Laconia site is difficult topographically and there are some concerns regarding access to the site. There would need to be a study to contemplate this site for a building. Ms. Hai asked about considering the site for its long-term use, with a potential of selling the land in order to use the funding toward one of the other projects at hand. Ms. Hai asked about the timing during which 173 Bedford Street will no longer be needed for swing space for the Central Office. Mr. Cronin explained that the High School project is expected to be complete by the end of 2028. At the end of that project, the Central Office could move, and 173 Bedford Street would be open again. This would then allow the Library project to move into the space in 2029. Mr. Levine (AC) asked when Article 97 applies to areas being made into recreational space. Mr. Malloy explained that Article 97 generally applies to the manner in which the Town acquires the land. If land has been acquired for the purposes of parks, or recreational uses then Article 97 would go into effect. Mr. Levine noted that this may need to be a consideration if old Harrington is considered for field space. Mr. Lucente (SB) agreed with the sentiment of not combining the High School and Central Administration Office projects. He suggested placing the Central Administration in a separate location in case there is an influx of students in the future. He stated that he believes the highest and best use of 173 Bedford Street is as swing space for a lengthy period of time. Mr. Padaki (AC) asked if two additional fields are needed, in addition to the current inventory. Ms. Battite stated that the two fields will minimize the impact of the loss of all-natural grass fields at the Center recreation building, but, with these two fields, the Town will still remain in a deficit for fields, even when the High School comes back online. Mr. Padaki stated that the Recreation Department and the recreation needs of the Town may have to take a hit for a couple of years, while looking to future field potential. Mr. Padaki (AC) suggested trading land, such as 173 Bedford Street or the Laconia Street site, for other properties in Town that may be more suitable for the Town’s needs. Mr. Sandeen (SB) asked about the potential of using 173 Bedford Street as commercial space in the future. He asked if the School Committee’s hope is to move the Central Administration office to 173 Bedford Street as swing space and then to the new High School. Dr. Hackett (SC) explained that the Master Planning Committee recommended to the School Committee to do just that. The School Committee has not yet taken formal action on this recommendation. She noted that the group considered 173 Bedford Street as commercial space but found it cost prohibitive. As Ms. Battite pointed out, there are 2,000 unmet hours that currently exist for recreation. Many children will not be able to participate in athletics in the future unless a temporary plan is put in place. Mr. Sandeen stated that he supports the School staff and School Committee's recommendation to have the eventual location of the Central Office in the new High School. There are advantages for Administration being located near a school in terms of their role and their ability to do their jobs. Ms. Lenihan (SC) stated that the Town needs more fields. The only place to have more fields seems to be old Harrington. This can only be done if the Central Office moves elsewhere. 173 Bedford Street seems to be a good fit, but there would have to be a plan for where the offices go afterwards. She stated that it is unclear why fields can’t be placed at old Harrington, with the School Committee retaining authority over the parcel for the future. Mr. Pato (SB) stated that it is important not to close off options at this stage. There are potential advantages to housing the Central Administration at the new High School, including buffer space in case the school needs to grow in the future. The MSBA designs will include plans for future expansion or new construction, but it is easier to consider existing space than having to build more. Regarding 173 Bedford Street, this could have a potential future use for housing. There is an ongoing study examining the lot and another in Town for potential affordable housing or mixed-use housing development projects. Mr. Kanter (CEC) asked if there is room left on the lot proposed for the new High School to augment additional modular or other spaces. Mr. Cronin stated that he does not believe modular facilities should be placed on the site, but one of the design parameters is to incorporate the ability to easily have buildings receive an addition. Mr. Kanter agreed that 173 Bedford Street should be left as swing space into the future at this time. Mr. Levine (AC) stated that, regarding placing the Central Offices inside the new High School, there has been nothing presented to show that this is the least expensive option. Also, while no other space has been identified as a potential location, that does not mean that one does not exist. The idea that it is prohibitive to use 173 Bedford Street as commercial space has not been justified. He would like to see this pursued vigorously. Dr. Hackett (SB) noted that the Central Offices are content to consider moving to any location that is decided to be best. The highest interest is to consider recreational spaces for students. Mr. Parker (AC) stated that the space currently occupied in old Harrington by the School Administration is likely larger than needed. He asked if any consideration will be taken to using less space, leading to less construction and maintenance overall. Dr. Hackett (SB) stated that there is approximately 40,000 s.f. at the Central Office building. The Office likely needs only approximately 17,000 s.f., without consideration toward remote work or certain staff members working in offices at the schools. The group considered the most economical options for taxpayers, if the Office was to incorporate the square footage into the new High School plan. The number was eventually reduced down to 8,000 s.f., leaving a lot of room for other possibilities. The joint meeting adjourned at 7:33pm. By roll call, the School Committee, Appropriation Committee, Capital Expenditures Committee, respectively adjourned. The Select Board continued with its work session meeting. DOCUMENTS: Presentation from1-18-23 Meeting, 1-18-23 Joint Meeting Minutes, 2016 STM Presentation 2. Select Board Work Session – Discussion on Community Engagement Policy Mr. Pato stated that, while the Town has made great strides in developing different methods of community engagement on general issues, there have been some questions around when community engagement efforts related to specific projects need to be undertaken. The goal is to develop either a policy or general guidelines for the Select Board to consider in order to provide staff clear expectations of when and how community engagement efforts are anticipated. The Town Manager anticipates working with several of the senior managers/others that are responsible for projects which may require community engagement efforts and/or communications to participate in drafting a policy. The goal of this meeting is for the Select Board to establish parameters related to community engagement efforts that this group from senior management can work toward, including:  What is community engagement and what is community engagement not? By this, the Board should discuss what the expectation is from community engagement. Is it a several month series of meetings with members of the community in which disparate opinions are mediated into an agreed upon project to move forward with (and what are the interim reporting expectations back to the Board), or is it a single community informational meeting where any reasonable requests are taken into consideration and managed as part of a project?  What is the trigger point for community engagement? The Board should discuss what the appropriate trigger point is for a community engagement effort so that there is a clear expectation of when staff is expected to undertake community engagement efforts. There needs to be clear understanding of order to avoid confusion as to whether projects should come before the Select Board first or go through a community engagement process first.  Audience – There also needs to be a clear understanding of who the audience is to reach for community engagement efforts. Is it the general community, immediate abutters, or abutters within a certain number of feet. The answer may be that it depends on the situation, but this will then need to be clarified to avoid confusion in the future. Staff have undertaken community informational processes in the past and been criticized when they included only direct abutters, so this needs to be clarified so that expectations and standards can be established. As some general guideline information from statutes and the Town Code: o Zoning Bylaw Changes it is required to notify affected properties. o Zoning Review it is required to notify abutters within 300.’ o For liquor licensing it is required to notify abutting properties plus schools/churches within 500’ o For the HDC, staff has used 100’ from the building property line. o From Ch. 43 of the Town Code on Earth Fill and Removal it is required to provide notice to abutters and those across the public way o From Ch. 78 of the Town Code on Neighborhood Conservation Districts it is 100’ for most purposes and 300’ to determine the need for a district o From Ch. 80 Noise Bylaw Special Permits for activities that are Prohibited, 300’ from the property line is required. There may be other parameters that the Select Board will want to include or that the senior management team working on this may develop, but these will provide general guidelines in which the senior management members can begin a draft of a policy or guideline for future use. Mr. Sandeen noted that the Sustainable Action Plan, adopted in 2018, has ten sectors with a different list of stakeholders identified for each. There may be different classes of engagement to be considered for this item as well. Ms. Hai stated that the questions seem to be who need to be talked to, and how are they going to be talked to. Then the Board should decide what it will expect of this engagement is. Mr. Pato stated that he would like to hear about projects initiated in early stages. There are many approaches to community engagement and the Board likely needs to be using all of them, all of the time. Mr. Malloy stated that staff will come back with a draft policy document for the Board’s review. Ms. Hai noted that this is not only a consideration for staff. The Board needs to make this an expectation of committees as well. If groups are going to make changes to something that impacts residents, they need to be engaging in outreach as well. Mr. Sandeen stated that the believes it is important to explain why or why not the Board has made its decision, and that this will be important to include in engagement policies. DOCUMENTS: MAPC Community Engagement Guide, Suffolk University Public Engagement, City of Fort Collins, CO Public Engagement Guide, MMA Public Engagement ADJOURN VOTE: Upon a motion duly made and seconded, the Select Board voted 4-0 to adjourn the meeting at 8:16pm. A true record; Attest: Kristan Patenaude Recording Secretary