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HomeMy WebLinkAbout2025-08-04 SB-minSELECT BOARD MEETING Monday, August 4, 2025 A meeting of the Lexington Select Board was called to order at 6:30p.m. on Monday, August 4, 2025, via a remote meeting platform. Ms. Hai, Chair; Mr. Pato, Mr. Lucente, Mr. Sandeen, and Ms. Kumar, were present, as well as Mr. Bartha, Town Manager; Ms. Axtell, Deputy Town Manager; and Ms. Katzenback, Executive Clerk. Chair Hai called the meeting to order at 6:30p.m. PUBLIC COMMENTS Jim Williams, 8 Stratham Road, stated that the architects of SMMA anticipate having a draft Alternatives Analysis for the high school project ready to submit to the EEA portal by August 29, 2025. He feels that over the nearly two years preceding the School Building Committee’s selection of a design, the architects never discussed with the Committee how the requirements of the analysis have been met or indicated that the Committee itself was responsible for fulfilling those requirements. He also expressed concern that the requirements of Article 97 or it’s alternatives have not been properly explained to the public. Peter Kelley, 24 Forest Street, stated that, in November 2022, it was indicated that the intent was to build the Lexington High School project on the fields. This was long before an analysis was done. During the course of the subsequent years, it was suggested that a phased project was inappropriate or could not be done. He feels there are issues with the Bloom design and there will be challenges in maintaining the building, as there is no access around the perimeter. Dawn McKenna, 9 Hancock Street, stated that she attended the School Building Committee meeting, and she is concerned that the review of the numbers and alternatives for the High School project is being rushed. She is also concerned about tariffs and if they have been properly analyzed. The skate park was donated to the Town, and she believes it belongs under the responsibility of Recreation, and that the Board should be involved with that decision. SELECT BOARD MEMBER CONCERNS AND LIAISON REPORTS 1. Select Board Member Announcements and Liaison Reports Mr. Lucente stated that he would like to hear more information about the high school project financing. The information on the public website for the project is out of date. Mr. Pato reported that the School Building Committee met today and reviewed the cost estimates that were provided by the technical team. These cost estimates were also presented to the Permanent Building Committee last week. The School Building Committee will be meeting next week after having reviewed in the possibilities in more detail, to settle on the package to be submitted to the MSBA. The final formal vote on that submission will occur on August 18, 2025. Mr. Sandeen stated that he and Ms. Kumar attended the India flag raising in celebration of Indian Independence Day. There will be another India flag raising day on August 15th. The Select Board wrote a letter of support for the Lowell/North Street project eligibility letter application. The next step of that process occurred on Friday when EOHLC completed a site visit. This process should move forward soon. Also, he, Mr. Pato, and Ms. Kumar attended a Munroe Center event on Friday where the architectural plans for their renovations that are now underway were displayed. Ms. Kumar noted that India Association of Greater Boston recognized Lexington and awarded the Town with a Flag of Friendship Award. Also, on Friday, a delegation of leaders from Lexington were hosted by MIT Lincoln Labs. DOCUMENTS: 08042025_Select_Board_Announcements_and_Liaison_Reports TOWN MANAGER REPORT 1. Town Manager Weekly Update Mr. Bartha stated that several members of the Board and Staff were given a tour led by the Assistant Director of Operations of Lincoln Labs. Lincoln Labs is the largest employer in Lexington, and the economic benefits of having the labs located in Town go well beyond the number of jobs created. Also, he noted internal candidate, David Pavlick was chosen for the DPW Deputy Director. Regarding the high school project, he stated that the triangulated cost estimate for the project will become the basis for the Town’s agreement with the MSBA. That is not the final project number. There is a difference between the project scope and budget number, and the process that the School Building Committee will be engaged in for the next several years, in terms of finalizing the granular costs associated with the project. CONSENT AGENDA The Board agreed to table discussion on parts of Consent Agenda item #5 - July 16, 2025 Joint Meeting; and July 17, 2025 Select Board Goals Retreat meeting minutes. 1. Approve: One-Day Liquor License - Craft Food Halls - 10 Maguire Road, Lexington MA 02421 Beer Garden at Annual Tour de Cure: New England Charity Bicycle Ride: Sunday, August 17, 2025 To approve a One-Day Liquor License for Craft Food Halls to serve beer and wine in the Beer Garden in the parking lot at 10 Maguire Road during the Tour de Cure: Charity Bicycle Ride on Sunday, August 17, 2025, from 11:00am to 5:00pm. DOCUMENTS: Tourdecure 25' Event Diagram 2. Approve: One-Day Liquor License - Eastern Massachusetts Association of Community Theatres, Inc. (EMACT) - Cary Memorial Building, 1605 Massachusetts Avenue Annual DASH Gala and Awards Presentation: Sunday, August 24, 2025 To approve a One-Day Liquor License for Eastern Massachusetts Association of Community Theatres, Inc. (EMACT) to serve beer and wine in the lobby and hallway area outside of Battin Hall on the main level and in the lobby outside of Estabrook Hall on the lower level of Cary Memorial Building, 1605 Massachusetts Avenue, for the purpose of their Annual DASH Gala and Awards Presentation on Sunday, August 24, 2025 from 6:00pm to 10:00pm. DOCUMENTS: EMACT - Event diagram 3. Approve: Battle Green Use Request(s) - Lexington Minute Men 18th Century Military Drills: Saturday, September 6, 2025 & Saturday, November 8, 2025 To approve the request(s) of the Lexington Minute Men to use the Battle Green for 18th-century military drills and musket blank-firing demonstrations on Saturday, September 6, 2025 from 9:00am - 1:00pm & Saturday, November 8, 2025 from 9:00am - 4:00pm. 4. Approve: Appointment of Election Officers 2025-2026 To approve the list of election officers for the period of September 1, 2025 through August 31, 2026 as recommended by the Town Clerk and Board of Registrars as presented in the memo dated July 17, 2025 DOCUMENTS: Request for Appointment of Election Workers 5. Approve Select Board Minutes To approve and release the following minutes: June 23, 2025 Select Board July 7, 2025 Select Board July 16, 2025 Joint Meeting July 17, 2025 Select Board Goals Retreat DOCUMENTS: DRAFT 062325 Select Board minute; DRAFT 070725 Select Board minutes; DRAFT 071725 Select Board Retreat minutes; DRAFT 071625 Joint Housing Meeting minutes 6. Approve: Select Board Committee Appointment Town Celebrations Subcommittee - Sharon Spaulding To appoint Sharon Spaulding to the Town Celebrations Subcommittee to the unexpired term ending June 30, 2026, to be effective immediately. DOCUMENTS: Sharon Spaulding -Town Celebrations Subcommittee_Application_Redacted 7. Accept: Select Board Committee Resignation Monuments and Memorials Committee - Mirela Vaso To accept the resignation of Mirela Vaso from the Monuments and Memorials Committee effective immediately. DOCUMENTS: 2025.07.31 Mirela Vaso - Monuments and Memorials_Redacted 8. Approve: Proclamation Request National Diaper Need Awareness Week - September 15 - 21, 2025 To approve and sign a proclamation recognizing the week of September 15 - 21, 2025 as National Diaper Need Awareness Week in the Town of Lexington. DOCUMENTS: National Diaper Need Awareness VOTE: Upon motion duly made and by roll call, the Select Board voted 5-0 to approve the Consent Agenda, with the exception of the July 16, 2025 Joint Meeting; and July 17, 2025 Select Board Goals Retreat meeting minutes. ITEMS FOR INDIVIDUAL CONSIDERATION 1. Public Hearing: Noise Bylaw Special Permit - Massachusetts Water Resources Authority (MWRA) The hearing was opened at 7:02pm Ms. Hai explained that the MWRA requests Select Board approval of a Noise Bylaw Special Permit to allow evening work to be performed outside of the allowable hours under the Noise Bylaw for the month of September 2025, 4 nights each week from Monday nights at 7PM into Friday mornings at 5AM, for the installation of 300 linear feet of pipeline on Massachusetts Avenue from Hibbert Street to 1540 Massachusetts Avenue. The hearing notice was mailed to abutters and was also posted to the Town Website Legal Notice page. Ms. Hai stated that this appears to be an extensive period of time and hours during each daily period, compared to other, similar approvals the Board has issued. Mr. Sandeen requested information on the noise levels that would be heard during this work at nearby residences. Milan Horbaczewski, MWRA, explained that the intent is to perform the work at night due to the narrow corridor and traffic concerns that could arise during the day. He noted that the project will include 140’ of work in Lexington and 160’ in Arlington. To be transparent, this work may take closer to six weeks of work. The proposed nighttime work would include four 10-hour shifts instead of five 8-hour shifts. Additional information regarding the noise of the work at nearby residences can be submitted. Alejandro Alvarez, MWRA Construction Coordinator, explained that night work is the best proposal in order to minimize traffic impacts and complete the work in a timely manner. Louder construction activities are proposed earlier in the evenings. The work is proposed to start in Lexington and move towards Arlington, pending approval. Ms. Hai stated that specific dates of construction will be needed for approval. Mr. Sandeen stated that he would like to know the decibel levels being proposed for the 12 nights of construction disturbance prior to approval. Mr. Lucente asked about emergency vehicle access during the proposed full road closure for five hours. It was explained that during this time there would likely be alternating one way traffic. Ms. Kumar asked what the option will be if the original request is not approval. Mr. Horbaczewski stated that the other option will be to detour through several neighborhoods off Mass Ave. This would lead to larger impacts and a longer time period of construction. Ms. Hai stated that the imposition on residents seems to be less via the overnight work than through the alternative option. The hearing was closed at 7:33pm. Mr. Sandeen asked that the decibel level information be sent along to Staff and Mr. Horbaczewski agreed. VOTE: Upon motion duly made and by roll call, the Select Board voted 5-0 to approve a Noise Bylaw Special Permit for the MWRA to perform evening/overnight work between 7:00PM to 5:00AM, Mondays, Tuesdays, Wednesdays & Thursdays between September 2 – 30, 2025, for the installation of 300 linear feet of pipeline on Massachusetts Avenue from Hibbert Street to 1540 Massachusetts Avenue related to the water pipeline improvements for the Northern Extra High (NEH) pressure zone, maintaining emergency vehicular access at all time and utilizing all available means of noise mitigation towards residential impact. DOCUMENTS: Application for Special Permit Noise Bylaw 2. Public Hearing: Grant of Location - TC Systems Inc. - Hartwell Avenue The hearing was opened at 7:35pm. Ms. Hai explained that this hearing deals with a request from TC Systems, Inc., an affiliate of AT&T, submitted by Siena Engineering, for permission from the Town of Lexington to place conduit from the Verizon System to riser poles as shown on plans entitled "Proposed Cable Placement Plan Lexington Overbuild Lexington, MA" dated June 30, 2025, prepared for TC Systems, Inc. by Siena Engineering Group.The Engineering Division reviewed the request and had no objection to the petition. There were some comments from Engineering included in the Board’s packet regarding their requirements relative to this project's compatibility with upcoming Hartwell Ave redesign and work. The Engineering Division will require plans to be submitted by the applicant when applying for the right of way opening permit. These plans will show the horizontal and vertical limits of the work to allow the Engineering Division to thoroughly review and comment on the plans. A right of way opening permit will not be approved until all comments from Engineering are adequately addressed by the applicant. Erica Hudson, Siena Engineering, explained that the conduit will be placed at a depth where there will be no impact to the Town's road project. When the widening project begins, the new pole locations will be moved to quickly, with no impact to that construction. The applicant will work with the Engineering Division to finalize all placement prior to beginning work. The hearing was closed at 7:40pm. VOTE: Upon motion duly made and by roll call, the Select Board voted 5-0 to award a Grant of Location to TC Systems, Inc., to construct, and a location for, such a line of conduits with the necessary wires and cables therein, to be located, from the Verizon System to riser poles as shown on plans entitled "Proposed Cable Placement Plan Lexington Overbuild Lexington, MA" dated June 30, 2025, prepared for TC Systems, Inc. by Siena Engineering Group, subject to any requirements from the Lexington Engineering Division and that any relocation subsequently required would be performed at no cost to the Town of Lexington. DOCUMENTS: Grant of Location Request, Plans, List of Polles within 500ft provided per regulation 3. Discussion: Town Manager Review Process Ms. Hai explained that the Board is being asked to review and discuss a proposed process and evaluation form for the annual performance review of the Town Manager. This discussion aims to establish a clear, fair, and constructive approach to assessing the Town Manager’s performance in alignment with the Board’s goals, expectations, and the responsibilities as outlined in the employment agreement. Included for the Board’s consideration are: A draft outline of the proposed evaluation process, including timeline, steps, and roles for Board members. A proposed evaluation form designed to capture individual Board member feedback across key areas of performance such as leadership, communication, fiscal management, strategic planning, and community engagement. The Board’s input will help refine both the process and form, with the goal of adopting a final version at an upcoming meeting to ensure a consistent and effective review process. Mr. Sandeen stated that he would like the Board to comment on not only what is being done, but how it is being done by the Town Manager during the review process. Mr. Lucente stated that he believes the language includes the opportunity to allow those discussions to occur. Ms. Kumar stated that she would like to discuss the weightages for the included items. Ms. Katzenback asked that the Board consider how it would like to consider future goals into this process. DOCUMENTS: Proposed Performance Evaluation Process 2025, Proposed Performance Evaluation Form ADJOURN VOTE: Upon a motion duly made and seconded, by roll call, the Select Board voted 5-0 to adjourn the meeting at 7:59p.m. A true record; Attest: Kristan Patenaude Recording Secretary