March 2, 2020 meeting

Chairman Crawford called the meeting to order at 7:30 p.m. He announced that the meeting was being recorded for cable television and led those assembled in the Pledge of Allegiance.

Joint meeting with School Committee to hear report of School Enrollment Capacity Exploration Committee and discuss school enrollment, space and facilities

Selectman Barrett recused himself from this portion of the meeting as he is a candidate for superintendent of schools and has announced he will not participate in matters pertaining to the schools during his candidacy.

School Enrollment and Capacity Exploration Committee Chair John Scenna and Superintendent of Schools Jane Tremblay gave an overview of his committee’s findings via a Power Point presentation. Chairman Jamie Hayman and other members of the School Committee were present.

Mr. Scenna reviewed the SECEC membership and the charge to the committee. He said that the committee reviewed enrollment history and projection models, class size guidelines for each grade level, space dedicated for art and music and other uses. Former SECEC member Gary Romano arranged for the firm Civitas to conduct an enrollment projection study. The committee felt it was further necessary to engage New England School Development Council (NESDEC), a recognized authority in this area, to conduct a full enrollment analysis, and hired Tappe Architects to study the current school capacity as well as possibilities for expansion on current school sites, with a focus on the two elementary schools.

The NESDEC study considered historical enrollment trends, relevant programmatic changes, and factors such as permitted residential developments and birth trends. Lynnfield averages almost double the students per home than the state average. The number of single-family homes over the last three years is the highest in a 33-year period, at 170 homes per year. NESDEC produced a 10-year enrollment projection by grade. The current enrollment in grades K-4 is 870; the peak is projected at 1086 in the 2026-27 school year, which holds nearly steady for several years. The Middle School enrollment is currently 687 and is expected to peak in 2028-29 at 863. The High School enrollment is 605 and shows a decline for four years before moving up toward a peak of 669 in 2029-30. NESDEC also looked at projected developments and additional impacts, not included in this study, for the Sagamore golf course, Bali Hai restaurant, and upper Main Street sites. If built, these would increase these projections.

Mr. Scenna said that the SECEC then turned to the capacity issue, reviewing the elementary school sites for potential school expansion projects. Tappe Architects has a tremendous amount of school building experience. They found a second-floor addition was not feasible as it would sacrifice some first-floor space and could not be built while the school is occupied. They also said modular classrooms would not be cost-effective. They found that the buildings could allow for first-floor expansion. SECEC has voted unanimously to recommend to the Board that the schools are at capacity; next year’s enrollment can be accommodated but provisions must be made beyond next year. The SECEC also found that the Middle School and High School both have the capacity to accommodate the projected enrollment, but that the pod areas at the Middle School will have to be utilized.

Ms. Tremblay reviewed the School Committee class size guidelines. At the elementary level: 18-22 for K-1; 20-23 for grades 2-3, and 20-24 in grade 4. At Huckleberry Hill School there are there are 22 classrooms, which are all occupied. Next year, she is projecting an additional grade 1 classroom and one fewer grade 4 classroom. She is again projecting five kindergarten classrooms. Summer Street School had 20 classrooms available for K-4; two additional are dedicated to the preschool. These classrooms are all being utilized. Next year, and additional classroom will be needed for a fifth kindergarten. This can be accommodated by shifting a classroom from special education and using space currently used for tutoring for special education. Mr. Hayman said this additional classroom has been used as a traditional classroom before.

Ms. Tremblay said that in addition to the 42 available K-4 classrooms, one additional will be needed in 2020-21, three more in the next year, and one more in each of the two subsequent years. No additional; classroom spaces can be converted from the current configuration.

Among the options considered is using for regular classroom space the art room and providing “Art on a cart” in traditional classrooms. She said this would significantly hamper the resources available for art instruction, which is very strong in the Lynnfield schools. She said the art program enhances critical thinking, problem solving and creative skills. She said art, music and physical education are often where students are happiest and this has an impact on social-emotional learning. Moving music to a cart would have the same impact, and would due to noise issues become disruptive to nearby classes.

Redrawing elementary district lines was also considered, but she said that this would work better if there were additional space in one school and crowding at the other.

Another option is increasing class sizes. She said this would severely affect one-on-one learning and social-emotional factors. She ascribed the success of the elementary schools to maintaining the current class size guidelines. School Committee member Philip McQueen agreed these options would affect social-emotional learning. Ms. Tremblay said these factors will ultimately affect student academic performance as well.

Moving the preschool out of Summer Street School was also considered. She said she support leaving the program in an elementary school building due to access to administrators, school nurses, and the media center, music and art rooms and curriculum directors.

Chairman Crawford asked Ms. Tremblay how the poreschool was affected when it was located in the administration building. She said the program was not as well supported by curriculum specialists and a nurse. She said due to medically vulnerable student in the program, an on-night nurse is a necessity.

Implementing any of these options would not solve the space problem completely.

Expansion on site would have to address expansion of parking as well. The School Department is preparing a Statement of Interest, which begins the lengthy Massachusetts School Building Authority process. Both the Board of Selectmen and School Committee must authorize the Statement of Interest to begin consideration of this option.

Mr. Scenna said the full Tappe study should be completed by the end of March. He said this would provide guidance on how to process to a building project. Chairman Crawford raised topographical challenges at the Huckleberry Hill site.

Selectman Dalton said he did not see another option to exploring the provision of additional elementary school space. He said it is a matter of urgency given the timeline. He said he would like a projected timeline laid out to track progress. Chairman Crawford agreed and said that is the intention of this joint meeting. He thanked the SECEC and Ms. Tremblay for their efforts.

Resident Patricia Campbell asked why portable classrooms are not feasible. Mr. Scenna said modular construction is as or more expensive than traditional construction but has half the lifespan. He said the advantage is that they can be put in place more quickly. He said this would be a better option if the sites could not accommodate building while the school is occupied

Formation and appointment of School Building Committee

The formation of a School Building Committee is required if a school district is to seek funding for a school building project from the Massachusetts School Building Authority.

The charge proposed by Chairman Crawford was as follows:

The Lynnfield School Building Study Committee ( LSBSC) is charged by the Town of Lynnfield Board of Selectmen to review, consider, and act upon the findings presented in the final recommendation of the Lynnfield School Enrollment and Capacity Exploration Committee(SECEC), including those found in both the demographic and projected enrollment studies conducted by New England School Development Council (NESDEC) and the Feasibility Study of existing conditions at the Summer Street and Huckleberry Hill elementary schools conducted by architects Tappe and Associates.

These reports have been presented publicly, with the findings and recommendations, to the Board of Selectmen and School Committee and whereas, the elementary schools are at full capacity and whereas, the studies demonstrate enrollment will be increasing, the SECEC recommends the elementary schools be expanded to increase capacity prior to the 2021-22 academic school year.

The LSBSC is an appointed public body subject to the Commonwealth's open meeting laws, and as such, all meetings are publicly posted in advance; and

The term of said LSBSC shall expire at such time as any authorized building(s) and/or renovation(s) shall have been constructed and fully accepted by the architects and representatives engaged by the LSBSC.

Upon careful review the LSBSC shall be charged with the responsibility for and authority to:

a. undertake consideration of all options, including but not limited to, constructing, renovating, adding to, furnishing, and equipping school facilities, which best address the challenges presented in the School Capacity / Feasibility Study;

b. upon authorization of appropriate funding, secure competent architectural, engineering, owner’s project manager and other appropriate services for the purpose of making surveys, the preparation of plans, and specifications for constructing, renovating, adding to, furnishing, and equipping educational space for Lynnfield Public Schools;

c. if appropriate funding is so approved by all required Town bodies, construct, renovate, add to, furnish, and equip new school facilities. LSBSC shall also prepare all contracts and agreements for execution by appropriate Town of Lynnfield authorities which may be necessary for the exercise of the powers vested in said Building Study Committee in accordance with all applicable state and local authority laws and regulations;

d. serve as the point of contact for all school department coordination, community groups and individuals regarding the project and ensure community engagement throughout the planning and execution of the final design and construction;

e. have final authority on all design decisions and make recommendations on all financial, contractual and schedule matters.

Mr. Hayman asked if the timeline was realistic regarding the building of additional space. Town Administrator Robert Dolan said that stating of the need for increased capacity does not mean that additional space would be needed immediately, as interim options could be considered. Chairman Crawford said it is likely short-term and long-term options must be considered.

Chairman Crawford also reviewed the proposed membership of the committee. He said that a parent representative from the Huckleberry Hill School district will be named at a later time.

Chairman Crawford thanked Selectman Barrett for proposing and putting together the SECEC.

MOTION by Selectman Dalton, duly seconded by Chairman Crawford: I move that the Board vote to create a School Building Committee with the following members: Selectman Philip Crawford; School Committee members Jamie Hayman and Timothy Doyle; Finance Committee representative Chris Mattia; local residents Marco Tammaro, Jack Dahlstedt, and John Scenna, with Mr. Scenna to serve as chair. I further move that the Board vote to adopt the charge to the School Building Committee as presented by the town administrator. The vote was 2-0, with Selectman Barrett not participating.

Authorization of Submission of Statement of Interest to the Mass. School Building Authority for Huckleberry Hill School

MOTION by Selectman Dalton, duly seconded by Chairman Crawford: I move that the Board vote to approve the following:

Resolved:  Having convened in an open meeting on March 2, 2020, prior to the SOI submission closing date, the Board of Selectmen of Lynnfield, in accordance with its charter, by-laws, and ordinances, has voted to authorize the Superintendent to submit to the Massachusetts School Building Authority the Statement of Interest Form dated on or before April 8, 2020 for the Summer Street Elementary School located at 262 Summer Street, Lynnfield, MA 01940 which describes and explains the following deficiencies and the priority category(s) for which an application may be submitted to the Massachusetts School Building Authority in the future. Priority 2: Elimination of existing severe overcrowding. Summer Street School is severely overcrowded, and therefore cannot support additional educational resources to enhance student learning. Every conceivable space within Summer Street School is being utilized for teaching and learning. Unconventional spaces have been repurposed to support students. Priority 4: Prevention of severe overcrowding expected to result from increased enrollments. This is supported by a study completed by NESDEC in late fall. Summer Street School will have no additional classroom space for the 2020-2021 school year, which will be needed. Currently, each classroom is at the higher end of the School Committee Class Size Guidelines; and hereby further specifically acknowledges that by submitting this Statement of Interest Form, the Massachusetts School Building Authority in no way guarantees the acceptance or the approval of an application, the awarding of a grant or any other funding commitment from the Massachusetts School Building Authority, or commits the Lynnfield School District to filing an application for funding with the Massachusetts School Building Authority.

The vote was 2-0, with Selectman Barrett not participating.

Authorization of Submission of Statement of Interest to the Mass. School Building Authority for Summer Street School

MOTION by Selectman Dalton, duly seconded by Chairman Crawford: I move that the Board vote to approve the following:

Resolved:  Having convened in an open meeting on March 2, 2020, prior to the SOI submission closing date, the Board of Selectmen of Lynnfield, in accordance with its charter, by-laws, and ordinances, has voted to authorize the Superintendent to submit to the Massachusetts School Building Authority the Statement of Interest Form dated on or before April 8, 2020 for the Huckleberry Hill Elementary School located at 5 Knoll Road, Lynnfield, MA 01940 which describes and explains the following deficiencies and the priority category(s) for which an application may be submitted to the Massachusetts School Building Authority in the future.  Priority 2: Elimination of existing severe overcrowding. Huckleberry Hill School is severely overcrowded, and therefore cannot support additional educational resources to enhance student learning. Every conceivable space within Huckleberry Hill School is being utilized for teaching and learning. Unconventional spaces have been repurposed to support students. Priority 4: Prevention of severe overcrowding expected to result from increased enrollments. This is supported by a study completed by NESDEC in late fall. Huckleberry Hill School will have no additional classroom space for the 2021-2022 school year, which will be needed. Currently, each classroom is at the higher end of the School Committee Class Size Guidelines; and hereby further specifically acknowledges that by submitting this Statement of Interest Form, the Massachusetts School Building Authority in no way guarantees the acceptance or the approval of an application, the awarding of a grant or any other funding commitment from the Massachusetts School Building Authority, or commits the Lynnfield School District to filing an application for funding with the Massachusetts School Building Authority.

The vote was 2-0, with Selectman Barrett not participating.

The School Committee then took up similar motions.

Presentation of FY21 budget: School Department

Supt. Jane Tremblay presented the FY21 school operating and capital budget proposals. She reviewed the schools’ vision and mission statements and district strategy. She said that the proposed school budget is developed with these in mind. She said these and the school improvement plans are all aimed at promoting student achievement. She said the proposed budget will support the district strategy and mission and meet the academic and social emotional needs of the students.

Ms. Tremblay said Lynnfield is ranked in the top ten percent of school districts in Massachusetts, which is a credit to the community at large as well as the school department. She reviewed various individual student achievements. She also noted high level achievements by Lynnfield students on standardized testing, including the large number of Advanced Placement Test participants and high achievers, and art, drama, athletic and music program awards and recognition.

She reviewed the addition of one Middle School adjustment counselor for the current year and the benefit of this addition. She said this person supports students with significant mental health challenges. She also acknowledged the impact of A Healthy Lynnfield in the area of social, emotional and mental health support. She discussed the need to reach students at an early age with support and practices implemented in classrooms to provide this support.

Addressing these student needs and supporting the continued growth of educators and support staff are among the goals of the budget.

Ms. Tremblay reviewed the budget proposal, which includes an additional kindergarten teacher and paraprofessional at Summer Street School; and Elementary Special Education Chairperson; two elementary crisis management counselors/adjustment counselors; a Middle School media center assistant; an English language learner teacher district-wide, and one full-time technology support position and three part-time tech support positions.

Ms. Tremblay said the additional kindergarten teacher and paraprofessional is not negotiable due to the increased enrollment.  She said that the elementary special education chairperson is necessary due to higher caseloads and new state Department of Elementary and Secondary Education requirements. She said a teacher can no longer perform this role in addition to traditional teaching duties. In addition, this person would be responsible for observation and evaluation of special education paraprofessionals.

Ms. Tremblay also reviewed the different roles of school psychologists, who mostly focus on special education students; guidance counselors, who are employed at the High School and support all students on issues such as scheduling and college applications; adjustment counselors, whose main priority is mental health intervention with n general education students. She also reviewed data collected over two weeks by elementary school teachers, which indicated that there were 176 incidents in both elementary schools where teachers had to deal with issues that disrupted learning. There were 94 students involved in these incidents; only ten of which are served by special education. Having an adjustment counselor at each school rather than relying on a contracted service would ensure continuity and familiarity with students.

Last year, one additional teacher was hired to English language learner students, which now number 54 across the district, speaking 29 languages. She said this figure continues to rise.

The technology support positions would assist in improving science, technology and engineering instruction. She also said that the current four tech support personnel is not adequate to handle the proliferation of technology throughout the district.

Ms. Tremblay reviewed special education programming and out-of-district placements. She said past efforts have brought back many students to Lynnfield form out-of-district placements. She said that students are outplaced not only for special education issues but also due to mental health issues. She said the latter category is growing in Lynnfield and across the country. School Finance Director Thomas Geary said that there are currently 28 out-of-district placements, and that tuitions vary widely depending on the student’s needs.

Ms. Tremblay reviewed the capital budget proposal of $250,000 for replacement and upgrades to classroom, educator, and student technology; $20,000 for a replacement phone system at Summer Street School; $30,000 for a replacement bell system at the High School.

Ms. Tremblay acknowledged that the proposed 6.4 percent increase to the operating budget is a high number and that further work must be done, but said it is important for the Board to know and understand the schools’ needs.

Chairman Crawford thanked Ms. Tremblay for the breakdown on the capital technology request. He said the Town has restrictions on what it can spend and that new growth revenue has contracted with the build-out of Market Street. He said recurring revenues are needed to sustain the school budget increase of four percent which have granted in recent years. He said that the revenue projections will not allow for a budget increase of 6.4 percent. He said that an override is not under consideration.

Selectman Dalton said the key is the sustainability of budgets. He said the schools have a lot to be proud of, and acknowledged the daunting challenges in the areas of social and emotional issues. He said the Town is only adding one part-time position in the proposed budgets. He said it is time to sharpen pencils and try to reach a budget that addresses the real needs demonstrated by the schools within projected revenues.

School Committee Chairman Jamie Hayman said that he committee was clear to the superintendent that the need is to be as responsible as possible but honest with the Town. He acknowledges the 6.4 percent increase will have to be reviewed. He also said rising school enrollment projections will also have staffing implications in future years, as well as increases in special education and transportation.

School Committee member Phil McQueen discussed the attention that administrators and teachers are expending on mental health and social and emotional issues. He said the adjustment counselor would help alleviate this burden.

Chairman Crawford said he is aware that these issues are burgeoning across the country. He said that the Town has been fortunate to have revenue increases to assist with these issues. He agreed with Mr. Hayman that the Board has to consider upcoming enrollment increases and their budgetary impact.

The Board thanked Ms. Tremblay, the School Committee and Mr. Geary for the presentation.

Chairman Crawford called a brief recess.

Mr. Barrett joined the Board at the conclusion of the recess.

Town Administrator’s FY21 operating and capital budget recommendations

Town Administrator Rob Dolan presented his FY21 operating and capital budget proposals. Mr. Dolan reviewed the budget development process, with input from department heads and boards and commissions. He said the proposed budget speaks to the community’s core values, with a strong financial commitment to schools. This budget continues to invest in the Town’s infrastructure and continues to address OPEB finding and building of reserves while providing a robust investment in capital equipment.

He noted the Town is seeking outside funding such as the Complete Streets Program, the Transportation Improvement Program and the Municipal Vulnerability Preparedness grant.

No free cash is used in funding of the operating program. He reviewed projected revenues, including $1.1 million in new taxes under the Proposition 2-1/2 cap and $400,000 in new growth, as well as modest increases in local receipts ($50,000) and state aid ($89,000). The stabilization fund and the capital reserve are both at historically high numbers. A 6.1 percent increase in health insurance is predicted, as well as an eight percent increase in property insurance due to an audit of Town building values.

The overall budget increase would be 3.1 percent, which mirrors last year. The inspectional services department will be reorganized as Wakefield is withdrawing from the agreement in which the towns share inspectional services due to a large growth in development in that Town. Additional hours for weekend coverage of the children’s room at the library is the sole additional staffing provided for on the Town side of the budget. The budget includes $100,000 for the capital building fund, $200,000 for the stabilization fund and $200,000 for the OPEB Trust. This will assist in maintaining the Town’s high bond rating.

Mr. Dolan reviewed individual department operating budgets, most of which had modest increases, with some decreasing. There is a slight increase in the Board of Assessors reflecting the salary for the new director, which reflects the current market for that position. General Government in total is increasing 1.4 percent.

The Police Department is increasing by 0.1 percent, reflecting the supplemental appropriation to overtime made this year due to injury and other leave. The Fire Department budget will increase by 2.7 percent. The Zoning and Inspection budget will increase by 1.8 percent, but there are internal shifts from shared expenses to the hiring of a full-time bundling inspector and zoning administrator. Funds were moved in the Public Works budget from part-time help to fund a GIS/field inspector position. The Public Works budget will increase by 1.7 percent. Mr. Dolan warned that the Town can expect a large increase in the rubbish and recycling collection cost next year when the current contract expires. The Preventive Services budget is completely funded next year through grant funds. The Library budget reflects an increase due to the additional hours for the children’s room and a number of employees who are reaching longevity stipend thresholds.

Mr. Dolans said many of these budgets were presented by department heads requiring no downward adjustments. He credited the leadership of the department heads in this effort.

Mr. Dolan said he is carrying a three percent increase for the School Department. He said that the current School Department request would continue to be discussed.

Highlights from the proposed capital budget of $2,571,726 include the following:

Road Construction - $350,000 • School Technology - $250,000 • Radio Site Replacement last phase -$97,000 • Replacement of two large Dump Trucks-$170,000 • NPDES Year 2 Permit Requirement - $80,000 • Hawkes Brook Drainage-$150,000 • Police Cruiser-Chevrolet Tahoe -$45,500 • Fire Personal Protective Equipment- $488,000 • TIP Design Summer Street-$300,000 • Investment in School Maintenance equipment-$50,000.

Several ongoing programs such as fire hose replacement and algae treatment at Pillings Pond will continue. There will also be a proposed special article seeking $200,000 for renovation of Lynnfield Common. Funding for a golf course mower and an automated irrigation system will be funded through golf course receipts.

Chairman Crawford and Mr. Dolan noted that the Town will bond for major equipment purchases.

Vote to submit draft budget to public hearing

MOTION by Selectman Dalton, duly seconded by Selectman Barrett: I move that the Board vote to submit the Town Administrator’s FY21 operating and capital budget proposals for consideration at the annual public hearing on the budget. The vote was 2-0, with Selectman Barrett abstaining.

Use of facilities: Common, June 6, 2020 for photo contest awards ceremony

Due to concerns about the common being under the renovation project, the Board postponed the decision on this matter.

Request for executive session under Mass. General Laws Chapter 30A, Section 21 (A) (3) to discuss bargaining strategy with non-union personnel for which an open discussion may adversely affect the Town’s negotiating position

Request for executive session under Mass. General Laws Chapter 30A, Section 21 (A) (3) to discuss collective bargaining strategy for which an open discussion may adversely affect the Town’s negotiating position

MOTION: I move that the Board vote to enter executive session under Mass. General Laws Chapter 30A, Section 21 (A) (3) to discuss collective bargaining strategy for which an open discussion may adversely affect the Town’s negotiating position.

Roll call: Selectman Dalton – aye; Selectman Barrett – aye; Chairman Crawford – aye.

MOTION: I move that the Board vote to enter executive session under Mass. General Laws Chapter 30A, Section 21 (A) (3) to discuss bargaining strategy with non-union personnel for which an open discussion may adversely affect the Town’s negotiating position.

Roll call: Selectman Dalton – aye; Selectman Barrett – aye; Chairman Crawford – aye.

The chairman announced that the Board will not resume open session.

The Board adjourned the public session 10:12 p.m. and adjourned the executive session at 10:28 p.m.