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Home My WebLink About2024-04-03 SB-min Select Board Meeting April 3, 2024 A meeting of the Lexington Select Board was called to order at 6:00p.m. on Wednesday, April 3, 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 None at this time. SELECT BOARD MEMBER CONCERNS AND LIAISON REPORTS 1. Select Board Member Concerns and Liaison Reports The Board agreed to review any extra items, if there are any, at the end of the meeting. TOWN MANAGER REPORT 1. Town Manager Weekly Update Nothing additional to report at this time. DOCUMENTS: Weekly Update 3-29-24 CONSENT AGENDA The Board agreed to pull item #4: Approve Request for Quotation/Proposal Document Regarding Executive Search Consultants for Town Manager Search, from the Consent Agenda for further discussion under Items for Individual Consideration. 1. Approve Select Board Meeting Minutes - February 12, 2024 Select Board To approve and release the February 12, 2024 Select Board Meeting minutes as proposed. DOCUMENTS: UPDATED DRAFT 02122024 Select Board, UPDATED DRAFT 02122024 Select Board 4.1 - edits shown 2. Approve Town Manager Committee Reappointments  Commission on Disability - Leonard Morse-Fortier  Recreation Committee - Claire Sheth To confirm the Town Manager's reappointments of Leonard Morse-Fortier to the Commission on Disability with a term set to expire on October 30, 2026 and Claire Sheth to the Recreation Committee with a term set to expire on May 31, 2027. DOCUMENTS: Morse-Fortier, Sheth 3. Approve Select Board Committee Reappointment - Historic Districts Commission - Paul O'Shaughnessy To reappoint Paul O'Shaughnessy as a full member of the Historic Districts Commission representing the Lexington Chamber of Commerce for a five-year term set to expire on December 31, 2028. 4. Approve Request for Quotation/Proposal Document Regarding Executive Search Consultants for Town Manager Search This item was tabled for discussion until later in the meeting. VOTE: Upon a motion duly made and seconded, the Select Board voted 5-0 to approve the Consent Agenda, items #1, 2, and 3. ITEMS FOR INDIVIDUAL CONSIDERATION 1. 2024 Annual Town Meeting  Select Board Article Discussion and Positions Ms. Axtell noted that that Planning Board took a vote on the two amendments for Article 48 Amend Zoning Bylaw - Short Term Rentals. The Planning Board voted in support of both, with a preference toward the Shiple amendment. The Select Board took positions on the proposed amendments to Article 48 Amend Zoning bylaw – Short Term Rental. For the Kaufman amendment, as a stand-alone amendment, four (4) Board members were a ‘Yes,’, and Mr. Pato was a ‘No.’ For a merged Mr. Kaufman and Mr. Shiple amendment, all five (5) Board member were a ‘Yes.’ It was noted that the Board was unanimously in support of the main motion Article 48. Mr. Sandeen noted that he has changed to a “Yes” on Articles 50 Amend Zoning Bylaw - Inclusionary Housing For Village And Multi-Family Overlay Districts. Mr. Lucente noted that he was a “Yes” on Article 47 Amend Zoning Bylaw - Signs. DOCUMENTS: Select Board Working Document - Positions 2024ATM, Atr 48 motion, Art 48 S. Kaufman amendment 1, Art 48 S. Kaufman amendment 2, Atr 48 T. Shiple Amendment, Moderator’s Proposed schedule for ATM 2024 - as of 4-3-2024 2. Update on Police Station Project and Budget for Solar Canopy Mike Cronin, Director of Public Facilities, gave an update on the Police Station Project. There is a concern that, due to design considerations, there is not sufficient funds to build the solar canopy and install batteries. He reviewed three potential options. He stated that his preference would be to allow the contractor to continue with the steel work on the project. The field and parking underneath can then be utilized, while putting out an RFP for the the solar panels and integration of the battery. Mr. Pato asked about the risk for this proposal. Mr. Cronin stated that he believes this will actually lead to better pricing and other opportunities. Mr. Lucente asked about some of the double contingencies within the budget for the project. Mr. Cronin agreed that there is some conservativeness in the budget, but this continues to be refined. Any funding found will be moved toward the solar panel portion of the project. Mr. Cronin noted that he has requested $889,000 in ARPA funding for the battery portion of the project. Mr. Malloy stated that there is flexibility in delaying the solar and battery component in terms of better knowing the contingencies of the project. Congressionally directed spending funding is also being sought. If there still are not sufficient funds through all of the methods, this project will need to go back to Fall Town meeting to request additional debt authorization. Ms. Barry asked that the finance committees be looped in on this information. Ms. Hai asked about how likely it will be to get better pricing while delaying in order to lower the overall cost. Mr. Cronin explained that battery prices are not currently favorable, specifically for municipalities. It is believed that the batteries are currently approximately 50% overpriced. Regarding the solar panels, it is believed that the cost is being overpaid five or six times per watt. The hope would be to go out to RFP for these again by the end of the summer to see what pricing looks like again. Mr. Sandeen agreed with the option to complete the steel structure while waiting for a competitive procurement procedure in hopes of lowering the cost of the panels and battery. Ms. Barry asked how long the steel structure may be in place prior to the rest of the project being completed. Mr. Cronin stated that the steel structure should be completed by late summer/early fall. The RFP would then be put out for solar and battery procurement. It is hoped that those items could then be added in late fall/early winter. Mr. Lucente stated that he does not believe ARPA funding is the right thing to do for this project. This was a very public project that was decided upon by the community. Mr. Pato stated that he would agree with the option proposed as, otherwise, the project would likely be delayed to the point of incurring more impact on operations for the Police Department and for the general public. Ms. Barry stated that she would like to have more time to consider this and hear from the finance committees. She agreed that ARPA funding is not appropriate for this project. Ms. Hai agreed and noted that she was leaning toward the option presented. She also wanted the impact on abutters of extending the construction time period to be considered in the final decision. It was agreed to schedule a Joint meeting soon with the Capital Expenditures Committee and Appropriation Committee for a discussion on this presentation information. DOCUMENTS: Presentation th 3. Discuss Semiquincentennial Commission (Lex250) Invitations to 250 Anniversary of the Battle of Lexington Celebration The Board decided to table discussion on this item and agreed to take it up at a future meeting, if deemed necessary. 4. Approve Request for Quotation/Proposal Document Regarding Executive Search Consultants for Town Manager Search The Board discussed the proposed RFQ and the timeline for the process. VOTE: Upon a motion duly made and seconded, the Select Board voted 5-0 to approve the Request Quotation/proposal with any edits deemed necessary and to authorize the Town Manager to release the Request for Quotation/proposal for an Executive Search Consultant for the Town Manager search. DOCUMENTS: Recruitment RFQ 2024 draft, Recruitment RFQ 2024 draft redlined ADJOURN VOTE: Upon a motion duly made and seconded, the Select Board voted 5-0 to adjourn the meeting at 7:06 p.m. A true record; Attest: Kristan Patenaude Recording Secretary