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HomeMy WebLinkAbout2024-01-08 SB-min Select Board Meeting January 8, 2024 A meeting of the Lexington Select Board was called to order at 6:30p.m. on Monday, January 8, 2024, via a hybrid meeting platform. Mr. Pato, Chair; Ms. Barry, Mr. Lucente, Mr. Sandeen, and Ms. Hai were present, as well as Mr. Malloy, Town Manager; Ms. Axtell, Deputy Town Manager and Ms. Katzenback, Executive Clerk. PUBLIC COMMENTS Dawn McKenna, 9 Hancock Street, stated that the work done around the roundabout during the last storm was less than satisfactory and created many traffic problems. The Town did not plow to the edge of the curb near her driveway, making this area unsafe. The crosswalk put in-between her front door and driveway is also completely iced over. She said she feels these items need to be fixed before the next storm. SELECT BOARD MEMBER CONCERNS AND LIAISON REPORTS 1. Select Board Member Concerns and Liaison Reports There were no additional reports at this time. DOCUMENTS: Select Board Announcements and Liaison Reports - January 8, 2024 TOWN MANAGER REPORT 1. Introduction of Dana Bickelman, Director of Human Services Mr. Malloy introduced Dana Bickelman, the new Director of Human. Ms. Bickelman has worked for the Town of Belmont for the past several years and was previously their Council on Aging Director. She also worked for the City of Marlborough, MA. Ms. Bickelman’s Bachelor's Degree is in Special Education/Human Services, and she holds a Master's Degree in Public Administration. 2. Town Manager Weekly Update Mr. Malloy stated that the Public Works Department was awarded a communications award from the New England Waterworks Association for their communications regarding the AMI system. Also, the second water bottle filling station has been installed along the bikeway. The Mass Municipal Association awarded the Town third place in its annual town report contest. The Town will also be receiving an additional $463,000 through the Fair Share Amendment. This portion goes to infrastructure improvements. Finally, the new Economic Development Department and Visitor Center website has launched. Regarding the FY25 budget process, Mr. Malloy explained that Staff originally built the budget around an 8% increase in health insurance costs. The Town was informed by the GIC that the increase would be between 8%-11%, and that the Town should be budgeting 9.5%. With this change, the Town ended up with $10,178, to fund Program Improvement Requests (PIRs). Mr. Malloy stated that he has identified approximately $700,000 in potential budget reductions that could then be used to fund PIRs. Sometimes, even with level funded budgets, the amount is not fully expended. He stated that he has an overall ranking of PIRs and how each one would be funded. There should be approximately $500,000 available for PIRs after this process is complete. DOCUMENTS: Weekly Update 12-22-23, Weekly Update 12-29-23, Weekly Update 01-05-24 CONSENT AGENDA 1. Approve Select Board Committee Reappointment  Lexington Retirement Board - Frederick Weiss To reappoint Frederick Weiss to the Lexington Retirement Board for a three-year term set to expire on January 11, 2027. DOCUMENTS: 2023 Lexington Retirement Board Reappointment Recommendation Letter - F. Weiss (Sent by J. Condon) 2. Accept Select Board Committee Resignation  Vision for Lexington Committee - Weidong Wang To accept the resignation of Weidong Wang from the Vision for Lexington Committee effective on January 31, 2024. DOCUMENTS: Resignation Letter - W. Wang 3. Approve Select Board Meeting Minutes To approve and release the following minutes: November 29, 2023 FY2025 Proposed Department Budget Presentations; November 30, 2023 FY2025 Proposed Department Budget Presentations December 4, 2023 Select Board; December 5, 2023 FY2025 Proposed Department Budget Presentations; December 11, 2023 Select Board; December 18, 2023 Select Board DOCUMENTS: DRAFT 11292023 Minutes Dept Budget Presentations, DRAFT 11302023 Minutes Dept Budget Presentations, DRAFT 12042023 Select Board minutes, DRAFT 12052023 minutes Dept Budget Presentations, DRAFT 12112023 Select Board minutes, DRAFT 12182023 Select Board minutes 4. 2024 Class II License Renewal To approve the 2024 Annual Class II License Renewal for the following business: CLASS II Lexington Auto Sales - 542 Massachusetts Avenue 5. 2024 Common Victualler License Renewals To approve the 2024 Annual Common Victualler License Renewals for the following businesses: COMMON VICTUALLER Aloft Lexington - 727 Marrett Road A Avenue Deli - 1806 Massachusetts Avenue Coco Fresh Tea and Juice - 1764 Massachusetts Avenue Element Lexington - 727 Marrett Road B Fruitee Yogurt - 1707 Massachusetts Avenue, Unit 5 Inn at Hastings Park - 2013-2027 Massachusetts Avenue Ixtapa Cantina - 177 Massachusetts Avenue 6. 2024 Entertainment License Renewals To approve the 2024 Annual Entertainment License Renewals for the following businesses: ENTERTAINMENT Aloft Lexington - 727 Marrett Road A Element Lexington - 727 Marrett Road B Inn at Hastings Park - 2013-2027 Massachusetts Avenue 7. 2024 Innholder License Renewals To approve the 2024 Annual Innholder License Renewals for the following businesses: INNHOLDER Aloft Lexington - 727 Marrett Road A Element Lexington - 727 Marrett Road B Inn at Hastings Park - 2013-2027 Massachusetts Avenue 8. Approve Letter to Legislators Supporting Real Estate Transfer Fee Legislation To approve letter to legislators supporting Real Estate Transfer Fee legislation. DOCUMENTS: RETF Legislation Support Letter 9. Approve Updates to the Outstanding Youth Award To rename the Outstanding Youth Award to the 'Pat Flynn Outstanding Youth Award', continuing the tradition of awarding medals on Patriots' Day and honoring up to three youths annually. To approve the inclusion of a member from the Lexington Veterans Association in the Lexington Youth Recognition Committee as part of the award selection process. To approve the new funding arrangement for the award, with financial support from both the Charles E. Ferguson Youth Recognition Award Fund and the Pat Flynn Youth Fund, ensuring a minimum of $500 for each recipient. This arrangement will use interest income first, and if necessary, the principal from the Pat Flynn Youth Fund, while the Ferguson Fund will contribute solely through its interest income. To approve the updated communication and acknowledgment plan, which includes highlighting the financial support from both the Charles E. Ferguson Youth Recognition Award Fund and the Pat Flynn Youth Fund in the Patriots’ Day speech and related literature. 10. Approve and Sign Eagle Scout Commendation Letters  Austin Raiche Nathaniel Voss To approve and sign letters of commendation congratulating Austin Raiche and Nathaniel Voss of Boy Scout Troop 160 for attaining the highest rank of Eagle in Boy Scouting. DOCUMENTS: 2024 Eagle Scout Letter - A. Raiche - Troop 160, 2024 Eagle Scout Letter - N. Voss - Troop 160 VOTE: Upon a motion duly made and seconded, the Select Board voted by roll call 5-0 to approve the Consent Agenda. ITEMS FOR INDIVIDUAL CONSIDERATION 1. Discuss and Approve Use of Town-Owned Building at 173 Bedford Street Mike Cronin Mr. Malloy explained that there was a presentation made at the November 15, 2023, Summit meeting in which the future uses of 173 Bedford Street were discussed. At that meeting, Mr. Pato asked all of the Committees present whether they concurred with this plan. The general consensus was that all parties (Select Board, School Committee, Appropriation Committee, Recreation Committee and Capital Expenditures Committee) agreed with this course of action. The Board discussed moving of the School Central Office (CO) from Old Harrington School property to 173 Bedford Street temporarily, with plans to raze Old Harrington School converting it into recreation fields. Many concerns were raised. There was discussion regarding an affordable housing option at 173 Bedford St. There was a request to consider the cost and feasibility of leasing commercial space for the CO versus relocating to 173 Bedford Street. There were also concerns about the ownership of the Old Harrington property once converted into recreation fields. Board Members expressed the following concerns: Mr. Sandeen: • Reviewed the basis for the Board’s previous discussions regarding whether to move CO to 173 Bedford Street or to leased space. At the time of the previous discussions the cost to renovate the space was presented as $6.1 million and the cost to lease was presented as $5 million. Since that time, the Town Manager has revised the cost to lease commercial space down to $3.2 million. Mr. Sandeen expressed his desire reconsider leasing in order to save that roughly $3 million in a time when the Town is trying to save money for the high school. • Wants to explore leased commercial space elsewhere for the CO and pursue housing at 173 Bedford St. • Ordering of need - converting space from office to library to office; it would be easier if office use for CO were followed by Town Office Building use rather than having library use in the middle. • Cash flow - suggests that lease payments would be spread out over the term of the lease rather than incurring up-front capital costs. • Observes the possibility to move the schedule for the library renovation project earlier, if the Town chooses to lease space for CO. • 173 Bedford St. is the ideal location for affordable housing - would like to see how to accelerate the process for housing rather than having to wait 10 years. • Agrees with Ms. Barry on opposing CO move to 173 Bedford, agrees with Ms. Hai request for more analysis including a plan for how to expedite affordable housing at this site. Ms Barry: • Expressed concern that recreation won't gain control of the fields and/or the fields aren't developed. • Asks about the possibility that the field land be included as part of the Article 97 land swap. • Concerned that we might invest in fields but that sometime in the future the school department would move forward to request school facilities developed at the location. • Opposes use of 173 Bedford for CO - opposed design funds; wants us to find another location and wants 173 Bedford to become housing. • Opposes retention of Old Harrington by School Department – wants land split with recreation controlling fields. Ms Hai: • Want mapping of needs for the three projected uses, in order to be sure that we are pricing (and potentially undertaking) only one major renovation. • Wants to confirm, possibly with an RFI/RFP, the best option for the roughly 10 year building need (commercial market lease versus use of 173 Bedford St.). • If relocation to 173 Bedford St. is the best option, wants to know if it is possible to use the existing building for the swing space needs while simultaneously beginning development of a housing project for the site. Asked for the exploration of a dedicated construction drive on the site rather than the current circular pattern. Mr. Lucente: • Concerned over the sequence of renovation needs for subsequent swing-space needs; concerned that we might incur multiple high-cost refits. • This is a financial decision - what's the cheapest path and the lowest community impact - wants to put the CO in the best location for the least amount of money. • Wants to know if there are locations that wouldn't work - or other limitations that might constrain CO location. Mr. Pato: • CO move to 173 Bedford St. is the presumption unless we find a better deal - but need to move out of Old Harrington and need to be on a path to accomplish this. • Don't want to rush the move to housing at 173 Bedford St. - wants to keep the site available for potential future educational needs; wants to see how private-sector housing development under recent zoning changes develops. • Believes the 173 Bedford St. is excellent for housing - but does not want to preclude municipal or educational uses for the next decade. Believes that we are pursuing opportunities for housing elsewhere and doesn't believe we should tackle multiple large projects simultaneously. • Should do the appropriate analyses at the right times (e.g. integrate analysis concerns from the Economic Development Advisory Committee, and do this in a timeframe that is relevant to leasing and in time to make a retrofit decision at 173 Bedford) • Should authorize funding to allow retrofit at the Annual Town Meeting but not execute against it if a leasing situation is shown to be better. Mr. Malloy explained that the Town Meeting warrant was built around construction projects that involve debt issuance, as opposed to lease payments. Lease payments would come out of something other than a debt issuance, such as the operating budgets, or reserves. This would be a different Town Meeting vote. Dawn McKenna, 9 Hancock Street, stated that the Cary Library previously operated out of Cary Hall and will likely operate well wherever located. The Town has gone out for RFIs in the past seeking ideas for sites prior to making decisions. She urged the Board to send out an RFI on this item. Nanette Byrnes, 6 Sherburne Road, stated that the Housing Partnership Board would like to be part of the feasibility study discussions that are underway for the long-term potential for housing. Bob Pressman, 22 Locust Avenue, stated that the fields are an integral part of the High School project. The Community Preservation Fund is not a High School construction fund. The fields should be funded as part of the High School project. Bridger McGaw, 89 Meriam Street, stated that there is a cashflow opportunity here to minimize expenditures across all these different uses. Regarding an RFI, the broker community will give the Town extra intelligence on this item. Elaine Tung, Affordable Housing Trust, stated that, in reviewing the parcels that are available in the center of Town, which is the ideal location for affordable housing, the feasibility study identifies these three parcels and the parcel at 173 Bedford Street is by far the best parcel for a developer. Dr. Hackett, Superintendent of Schools, stated that the High School refresh project is in the Educational Plan development portion of the project. Through development of the ED plan details of what the new school will look like will be determined. This process started last June and needs to be finished by this June. There are six months left to figure out this planning. Some of the operations at the Central Office could potentially be integrated into the new High School. If the Board does not vote in favor of a move to 173 Bedford Street it could be, in essence, a vote against the plan altogether, as time is short. This is about less disruption to children. Without an answer, the School Building Committee will not be able to integrate into the Educational Plan things that may offset costs for taxpayers down the road. VOTE: Upon a motion duly made and seconded, the Select Board voted 5-0 to support the relocation of the School Department Central Office out of old Harrington. VOTE: Upon a motion duly made and seconded, the Select Board voted 4-1 to support the demolition of the Central Administration Office Building for use as recreation fields. Ms. Barry explained that she voted against because, while she would like the fields to be located there, she would like the fields to be under the Town municipality’s control, not the School Department’s control. It was agreed to bring the discussion back to a meeting by the end of February in order to settle on location for the temporary relocation of the School Department Central Office. DOCUMENTS: Building Update Summary from Summit, Space Needs Analysis for CentralAdministration, AHT Letter of Recommendation for Affordable Housing 2. Discuss Potential Location of Dog Park Mr. Malloy explained that there are three potential sites identified by Melissa Battite, Director of Recreation & Community Services, Dave Pinsonneault, Director of Public Works, and Karen Mullins, Conservation Director. The three sites include the Blossom Street Property, the Wyman Road Property or 572 Massachusetts Avenue. Staff plans to engage an engineering firm to review the site the Board supports. Once a site is chosen, Staff will submit a grant application that will cover the majority of the cost of construction for the dog park. Mr. Sandeen noted that this item was part of the participatory budgeting process. In that process, this was identified as an $85,000 project. He asked if a motion could be contingent on obtaining grant financing. Mr. Malloy explained that the project will be contingent either way, as the Board would have to approve additional ARPA funds or go seek additional funding through Town Meeting. The Board discussed the three potentials sites. There was agreement that none of the three sites were appropriate for a dog park at this time. VOTE: Upon a motion duly made and seconded, the Select Board voted 5-0 to find none of the locations suitable and to defer any action on the participatory budgeting ARPA funded dog park. DOCUMENTS: Dog Park Preliminary Sites, Massachusetts Ave Site, BlossomStSite, Wyman Rd Site 3. Review and Approve Lexington Council for the Arts' Request to Paint Additional Town-Owned Utility Boxes Steve Poltorzycki, Chair of Lexington Council for the Arts, explained that the Council has painted a number of utility boxes in the past. The proposal is to paint an additional three this calendar year. One location is at Waltham Street/Brookside Ave, which is the turnoff for the Clark School. The second is Mass Ave at Worthen Road. The third is in the center of Town, in front of the CVS, at Mass Ave at Waltham Street. The third box will not be painted until its warranty period is up and this box may be painted with a Lex 250 theme, working with the Lex 250 Committee. VOTE: Upon a motion duly made and seconded, the Select Board voted by roll call 5-0 to approve the request from the Arts Council to paint Utility Boxes L3 (Mass Ave @ Worthen Road); L4 (Mass Ave @ Waltham Street); and L6 (Waltham Street @ Brookside Ave) with the provision that no painting occurs to any boxes until the warranty has expired and further that the Arts Council meet/obtain approval from the HDC and/or the Lexington Semiquincentennial Commission as appropriate. DOCUMENTS: Email Chain - Utility Boxes 4. 2024 Annual Town Meeting  Review 2024 Annual Town Meeting Draft Warrant Kelly Axtell, Deputy Town Manager, reviewed the draft warrant.  Review Letter from Town Moderator for Inclusion in 2024 Annual Town Meeting Warrant The Board took a straw poll on holding a hybrid Town Meeting. There was no opposition to this proposal. DOCUMENTS: DRAFT 2024 ATM warrant 5. Review and Approve Town Manager's 2023 Performance Evaluation The Board reviewed a draft of the final Performance Evaluation for the Town Manager for the period October 1, 2022 – September 30, 2023. Per the Board's agreed upon procedure, Mr. Pato incorporated feedback and discussion from the Board's December 11, 2023, meeting into the revised document. The Board reviewed the annual Town Manager Performance Evaluation, to be placed in his personnel file. VOTE: Upon a motion duly made and seconded, the Select Board voted 5-0 to approve the Town Manager Performance Evaluation and to place it in Mr. Malloy’s personnel file. DOCUMENTS: DRAFT Town Manager Performance Evaluation ADJOURN VOTE: Upon a motion duly made and seconded, the Select Board voted 5-0 to adjourn the meeting at 8:57 p.m. A true record; Attest: Kristan Patenaude Recording Secretary