Needham Select Board, 11/12/25

November 12, 2025
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Needham Select Board Meeting Minutes - November 12, 2025

Governing Body: Needham Select Board Meeting Type: Regular Meeting Meeting Date: November 12, 2025, at 12:00 AM Attendees: Joshua Levy (Select Board Member), Kevin Keane (Select Board Member), Marianne Cooley (Select Board Member), Heidi Frail (Select Board Member), Catherine Reid Dowd (Select Board Member), Katie King (Town Manager), Chris Heap (Town Counsel), Hank Half (Director of Building Design and Construction), Meryl Nistler (Senior Project Manager for Building Design and Construction), Karis Lustig (Director of Public Works), Dave Davison (Assistant Town Manager for Finance), Cecilia Simchak (Finance Director).

Executive Summary: The Needham Select Board convened for a regular meeting on November 12, 2025. Key discussions included a public hearing for an Eversource grant of location, an annual update from Town Counsel Chris Heap, and an extensive presentation on the Pollard Middle School Project. The Board also discussed FY27 budget priorities, received an update on the DPW's 2025 construction season, and addressed proposed updates to alcohol regulations. Public comment focused on support for the Envision Needham Center efforts.

Public Comment

  • Nick LaCasha (1 Dartmouth Avenue): Voiced strong support for the Envision Needham Center efforts, emphasizing the need for a vibrant, safe, and business-friendly downtown that balances the needs of all road users. He highlighted the project's goals of placemaking and road safety.

Public Hearing: Grant of Location

  • Presenter: Joanne Callender, Eversource
  • Purpose: To install approximately 35 feet of conduit in South Street to provide underground service to a new single-family home at 626 South Street, Needham.
  • Town Manager Katie King: Confirmed everything was in order.
  • Board Discussion: No questions or comments from the Select Board. No public comments were received.
  • Motion: To approve and sign a petition from Eversource Energy to install approximately 35 feet of conduit in South Street.
    • Moved by: [Not specified, assumed to be a Board member]
    • Seconded by: [Not specified, assumed to be a Board member]
    • Vote: All in favor (Aye).
    • Outcome: Motion carries.

Town Counsel Annual Update

  • Presenter: Chris Heap, Town Counsel
  • Summary of Activities (Past Year):
    • Worked daily with town staff and boards on legal matters including:
      • Town Meeting preparation.
      • Open Meeting Law compliance and complaint response.
      • Public Records Requests responses.
      • State ethics law guidance for employees.
      • Contract review and procurement.
      • Bylaw drafting, interpretation, and enforcement.
      • Permitting and licensing.
    • Significant Non-Routine Projects:
      • Navigating a referendum petition (January).
      • Working on the Stephen Palmer transition.
      • Planning for the Pollard construction project.
    • Work Approach: Accessible, responsive, available, prioritizing Needham as a client, providing accurate, clear, and usable legal advice. Serves as the principal point of contact, leveraging expertise from 11 other municipal attorneys in his firm.
  • Board Comments:
    • Joshua Levy: Appreciated Mr. Heap's availability, diligence, and ability to explain complex legal risks in an understandable way. Valued the firm's shared expertise.
    • Kevin Keane: Commended Mr. Heap's work on the stormwater bylaw, turning it into "gold" and navigating Town Meeting.
    • Marianne Cooley: Praised Mr. Heap's consistent availability and the sense of security he provides.
    • Heidi Frail: Thanked Mr. Heap for his work on the stormwater bylaw and anticipated future collaboration on the Tree Preservation Committee.
    • Catherine Reid Dowd: Expressed gratitude for Mr. Heap's responsiveness and information regarding public records requests and Open Meeting Law complaints. Noted the significant time and resources spent responding to these requests, emphasizing the tension between public right to information and the town's need to conduct "real work."
  • Public Records Requests and Open Meeting Law Complaints:
    • FY25: Assisted with approximately 13 public records requests and responded to 1 Open Meeting Law complaint.
    • FY26 (to date): Assisted with approximately 5 public records requests and responded to 3 Open Meeting Law complaints.
    • Mr. Heap noted that the volume of these requests often tracks with "hot" or controversial issues on the board's agenda. He also highlighted that narrower requests are easier and quicker for the town to respond to.

Pollard Middle School Project Update

  • Presenters: Hank Half (Director of Building Design and Construction), Meryl Nistler (Senior Project Manager for Building Design and Construction)
  • Purpose: Preliminary update in preparation for upcoming public meetings.
  • Traffic Report (November 3rd):
    • Traffic consultant provided a preliminary understanding of site conditions.
    • No recommendations yet, as design iterations are ongoing and data is still being collected.
    • Analyzing current conditions, including parking in neighborhoods.
    • Considering 6-8 and 7-8 options at both Pollard and DeFazio sites, including corresponding staff and field traffic.
  • Stormwater Approach:
    • High-level feasibility analysis for cost estimation.
    • Pollard site: Focus on fields and parking areas due to existing building and occupancy.
    • Working to new stormwater regulations (first 1.5 inches stored within the site).
    • Clarification: Stormwater mitigation for the project will meet code requirements; additional town-wide stormwater projects (e.g., under DeFazio fields) are separate.
  • Wetlands Delineation:
    • Wetland scientists reviewed assumed wetlands and delineations, impacting buildable areas.
    • New delineations (red lines on map) differ from initial assumptions due to changing conditions and soil sampling.
  • MEPA Review:
    • DeFazio: Requires MEPA review due to Article 97 and potential increase in impervious area.
    • Pollard: Does not require MEPA review as the School Committee owns the site, and impervious area increase would not exceed five acres.
  • Seven PSR Options (Preliminary Design Iterations):
    • Option 2 (Pollard - Addition/Renovation, 7-8):
      • Three-phase construction, longer period, occupied building.
      • Three-story classroom wing additions (darker yellow), light renovation (hatched area).
      • 750-seat auditorium.
      • Likely requires FAR increase and site coverage variation; no four-story zoning change needed.
    • Option 3 (Pollard - Addition/Renovation, 6-8):
      • Similar to Option 2 but with an additional leg of new construction for the 6th grade.
      • Occupied during construction, three-story wings.
    • Option 4 (Pollard - New Construction, 7-8, One Phase):
      • New building in the backyard of existing Pollard, outside current footprint.
      • Two or three-story classroom wings, three-story central atrium, 750-seat auditorium.
      • Requires FAR increase and site coverage variation; no four-story zoning change needed.
    • Option 5 (Pollard - New Construction, 7-8, Two Phase):
      • Light yellow: First phase. Students move in, then existing building demolished for second phase (gym/auditorium).
      • Further from tracks, closer to Harris Ave. Stepped building (two to three stories) for more light.
      • Small field for Pollard (larger than Sunita Williams, smaller than regulation soccer).
      • Students could use DeFazio fields via tunnel.
      • 15 months additional construction time compared to one-phase.
    • Option 6 (Pollard - New Construction, 6-8, One Phase):
      • Four stories for classroom bars (differentiator).
      • Atrium space, public spaces (auditorium/gyms) closer to Harris Ave.
      • Requires zoning change for height.
    • Option 7 (Pollard - New Construction, 6-8, Two Phase):
      • Second phase constructs a three-story wing for a 6th-grade center.
      • Allows 6th graders access to common areas while 7th/8th are below.
      • Components are three stories tall.
      • Students would be in building during construction. High Rock would be 6th grade school for 1-1.5 additional years.
  • Parking (Pollard Options):
    • 750-seat auditorium requires 250 spots (1 spot per 3 seats).
    • 260 spots for full-time equivalent staff plus 20% for visitors.
    • Total parking for 6th and 7th grade options is similar (10-spot difference).
  • DeFazio Options:
    • Expands jurisdictional boundaries towards north/northeast. DPW remains.
    • Phasing: Parking constructed first (162 spaces) to allow fields to remain in use. This would be a permanent parking lot.
    • Parking Allocation: 230 spaces for school, remaining for fields/evening functions.
    • Zoning Relief: Not required for 7-8 option; 4-story option would require height modification. FAR and site coverage not an issue due to 36-acre lot.
    • Driveways: New driveway on Dedham Ave (across from George Agate), existing driveway, and a third driveway. Possibility of two access points on Dedham Ave and gated emergency/DPW access.
    • Traffic: Drop-off/pick-up similar to high school (in one, out other). Separating buses from vehicular traffic is a best practice.
    • Bussing: More bussing likely needed for 6-8 at DeFazio compared to High Rock. Pollard currently uses 14 buses, which would be reduced if 6-8 are combined.
  • Pollard Demolition:
    • Cost of demolishing existing Pollard building included in project costs but not reimbursed by MSBA if building at DeFazio. Reimbursable if building at Pollard (up to thresholds).
  • Impact on DeFazio (if 7-8 at Pollard):
    • Laydown and parking space needed on DeFazio.
    • Option 1: Use existing parking lot (school department controls).
    • Option 2: Parking and laydown on Warner field, then replicated. Cost included in project, not reimbursed.
  • Mitchell School Swing Space:
    • If 7-8 built at Pollard, High Rock not available for Mitchell swing space.
    • Modular classrooms would be needed for Mitchell project.
    • School Master Plan contemplated modulars at parking lot/tot lot/DPW yard.
    • Temporary gym/cafeteria could be left behind as additional resource (estimated $40 million, unreimbursable).
    • Discussion: Concerns about the need for modulars if Pollard building could serve as swing space. Issues with parking, play space, and upgrades to Pollard for elementary use (30% rule for code compliance). Sewage line issues at Pollard.
  • Upcoming Meetings:
    • Saturday, [Date not specified]: Tours of Pollard with principals, models of Pollard and DeFazio sites, boards with new building images.
    • November 17th: Public Hearing (listening session) with PBBC, School Committee, Select Board, Parks and Rec.
    • November 24th: All Board Summit to refine selection.

Consent Agenda

  • Motion: To approve the consent agenda.
    • Moved by: [Not specified, assumed to be a Board member]
    • Seconded by: [Not specified, assumed to be a Board member]
    • Vote: All in favor (Aye).
    • Outcome: Motion passes.

Proposed Update to Alcohol Regulations

  • Presenter: Town Manager Katie King
  • Background: Materials unchanged from previous versions. Pending question regarding two separate tables of penalties (compliance checks vs. other violations). Town Counsel provided guidance on ABCC's view of compliance checks as educational.
  • Proposed Change: First penalty for compliance checks to be held in abeyance, formalizing current practice.
  • Board Discussion:
    • Kevin Keane: Raised concern about the "stacking" of penalties for not using a scanner and selling to a minor during a compliance check. Suggested removing the additional penalty for scanner non-use in compliance checks, making the first night of suspension automatic for the scanner violation.
    • Town Manager Katie King: Clarified that the scanner penalty table is not different from other regulation violations. Stacking is optional and at the Board's discretion. The Board has discretion to impose more lenient or severe orders.
    • Joshua Levy: Understood that the proposal means a first offense would typically result in a day served for the scanner violation, with the compliance check portion held in abeyance. Noted a past instance where a scanner error led to no penalty.
    • Catherine Reid Dowd: Noted that the Board of Health's understanding of the scanner regulation was imperfect, and they were relieved that compliance failures would not go unpunished.
    • Marianne Cooley: Questioned if holding penalties in abeyance sends a strong enough message.
    • Town Manager Katie King: Explained the process: initial meeting with chairs, then recommended penalties come to the full Board for a hearing.
    • Kevin Keane: Emphasized that the scanner regulation aims to prevent compliance issues.
  • Motion: To approve proposed updates to the Town of Needham Regulations for the Sale of Alcoholic Beverages dated November 12, 2025.
    • Moved by: [Not specified, assumed to be a Board member]
    • Seconded by: [Not specified, assumed to be a Board member]
    • Vote: All in favor (Aye).
    • Outcome: Motion passes.

DPW 2025 Construction Season Updates

  • Presenter: Karis Lustig, Director of Public Works
  • Overview:
    • Another high construction year, approximately $20 million in projects annually since COVID.
    • Staffing: Still a challenge, but vacancies reduced (less than 5 now, from 11+). Hiring entry-level and providing in-house training.
    • Commercial Driver's License (CDL) Training: Town is certified, providing in-house training (costing $5,000-$10,000 externally). Three trained this year, three in program.
    • Contractor Challenges: Supply and demand issues led to delays in roadway construction, pushing some projects to next year.
    • Emergency Response: Increase in wind events, leading to tree damage response.
    • Ongoing Larger Projects:
      • MWRA tunnel project (Eversource electric connection, relief drainage route).
      • Fleet addition to Cogswell facility: Bids under budget, all four alternates awarded.
      • Mark Tree renovation design (complicated, involving trees, poles, sidewalks, traffic calming).
      • Great Plain at Central intersection improvements (private property navigation).
      • Great Plain at Honeywell improvements (finished construction).
      • Envision Needham Center project.
      • Highland FTIP.
      • Drought management restrictions (new communication challenge).
      • Pollard engineering support.
      • Tree Committee support.
      • 128 sewer interceptor (multi-year plan).
      • Eversource project oversight.
  • Specific Projects Highlighted:
    • Water Meter Replacement (Del Ave): Conducted by town staff for training, non-emergent.
    • Water Service Replacement Program: 23 lead services replaced this year. Only 4 known lead services remain. Additional testing for unknown materials. State now requires removal of galvanized steel with lead.
    • Water Treatment Facility: Redeveloped a well, worked on backwash facility, replaced path lighting with LEDs.
    • Sewer Pump Stations: Worked on West Street and Great Plain Ave pump stations (pump replacements).
    • Recycling and Solid Waste (RTS): Removed old Levy, Levy, Levy, Levy. New break room for staff (long-term rental, no permanent plan yet pending RTS Delivery Study results).
    • Highway:
      • Significant curb ramp compliance work (ADA accessible ramps, tactile warning panels required for repaving).
      • Road treatments: Regular paving (mill and pave), asphalt rubber chip (less expensive, durable, used in 10-year cycles), Micro (not for local roads).
    • Sustainability: Received grants for improvements (e.g., Newman School heater replacement with electric, Memorial Park irrigation efficiency).
    • Parks and Forestry:
      • Claxton Field renovation (challenges with drought and grading, expected fully open next season).
      • Fencing at DeFazio (replacement of original Field of Dreams fencing).
      • Periodic field resurfacing (High Rock this year).
    • Fleet:
      • Retrofitting older equipment for snow/ice, including dedicated liquids unit.
      • Disposing of old vehicles via municipal bid (24 vehicles sold, over $200,000 revenue this year).
      • Received 13 vehicles from COVID supply chain backlog.
      • Renumbered and rebranded all vehicles (new alphanumeric system for clarity).
    • Engineering:
      • High school tennis courts (completed, added ADA accessible viewing platform).
      • Closing out ARPA-related projects (most by Dec 2024, construction by Dec 2026).
      • Water Main at South Street project (1970s pipe prone to leaking, targeting similar areas for future).
      • BMPs added for stormwater features.
    • Building Maintenance:
      • High school granite steps (functionally/aesthetically problematic, nearly complete, supply chain delay for granite).
      • High school cupola (original, structurally problematic, now repaired).
      • Updating heating/cooling infrastructure in various buildings.
  • Board Comments:
    • Joshua Levy: Amazed by the volume and coordination of DPW's work.
    • Catherine Reid Dowd: Acknowledged the ongoing work on a sidewalk master plan and the DPW's support.
    • Kevin Keane: Asked about limiting factors (money, time, people). Karis Lustig noted diminishing returns (road closures), dependence on contractors, and challenges in balancing community feedback with engineering requirements and construction timelines.
    • Marianne Cooley: Grateful for the maintenance and planning, preserving town investments.
    • Heidi Frail: Impressed with in-house training and the pride of the DPW team.
    • Joshua Levy: Noted a four-fold increase in project volume (from $5M pre-COVID to $20M now), commending staff for managing the increased pace.

FY27 Select Board Budget Priorities

  • Presenter: Town Manager Katie King
  • Context: Select Board budget priorities have historically aligned with goals adopted at the annual retreat.
  • Items from Summer Retreat for Budget Process:
    • Capital in Nature (recommend holding position until SIP plan recommendations):
      • Expanded active and passive recreation facilities.
      • Capital improvements at the Center at the Heights.
      • Capital improvements at the Library.
    • Increased Staff Capacity for Communications and Community Engagement:
      • No specific FY27 funding request anticipated.
      • Job description for Economic Development position revised to include communications and community outreach, serving as backup to Communications Director.
  • Budget Process Status: Departments submitted capital and operating requests. Review process underway.
  • Board Input:
    • Joshua Levy: Concerned about debt service from Pollard and its impact on other capital projects requiring debt.
    • Catherine Reid Dowd: Agreed, emphasizing the balance between new capital and maintenance of existing buildings.
    • Kevin Keane: Advocated for setting aside funds to absorb Pollard's cost.
    • Marianne Cooley: Agreed, stressing selectivity and hard choices for priorities.
    • Town Manager Katie King: Recommendations will be cognizant of debt within levy vs. debt exclusions and the need to maintain existing assets.
  • Future Action: Board will vote on FY27 budget priorities at a future meeting, likely aligning with adopted goals.

Preliminary FY27-31 Capital Improvement Plan (CIP)

  • Presenter: Dave Davison, Assistant Town Manager for Finance
  • Overview:
    • Departments submitted capital requests for FY27-31.
    • Five-year capital plan: New requests generally in the fifth year (FY31), with flexibility to move items.
    • FY27 Anticipation (Last Year): $8.8 million for cash capital (general fund). Anticipate similar for Tier 1 capital, with potential for Tier 2 if excess free cash.
  • Changes in FY27 Requests (from last year's plan):
    • Quiet Zone Project:
      • Last year: $3.5 million debt within levy limit.
      • New estimate (preliminary): $7 million, doubling the debt.
    • Kitchen/Game Room/Senior Center Access Improvements:
      • Anticipated funding in FY27 via debt.
      • Cost increased by $80,000, still within ability to move forward.
    • New Items in FY27 Requests (not in last year's plan):
      • Mitchell School facility: $106,000.
      • Disc Golf Study: $50,000 (implementation anticipated at $300,000 in following year).
      • Elliott Field Project: Cost nearly doubled.
      • Newman Shade (Preschool Shade Structure): $240,400 (top priority due to vulnerable population, combination of prior appropriations, third-party funding, and this final appropriation).
    • Projects Pushed Out from FY27:
      • Action Park Pickleball Court: Pushed to FY28 (from $3 million to higher cost, design completion, other new items).
      • DeFazio Playground Renovation: Pushed out by two years (pending Pollard School decisions).
      • Municipal and School Parking Lot Resurfacing: Pushed out by one year (from $350,000 to $838,000 due to increased costs).
  • Cost Increases: Inflation (labor, materials, delays) significantly impacting construction and infrastructure projects.
  • Pollard School Project, DPW Phase 2 & 3:
    • Submitted with same information as last year (no updates due to ongoing changes).
    • DPW Phase 2 pushed to FY28 (pending Pollard School decisions).
    • Library out-year phases: Same amounts, same years, but not recommended for Tier 1 funding.
  • NPDES (Stormwater) Submissions: Reflect new strategies from the Beta stormwater master plan (e.g., Broadmeadow lower field improvements).
  • Board Comments:
    • Catherine Reid Dowd: Requested the document as a separate PDF for easier retrieval.
    • Joshua Levy: Noted the $4 million NPDES request for FY27, compared to $1 million last year. Dave Davison clarified that only $425,000 is available from fees, requiring prioritization.
    • Kevin Keane: Asked about theatrical lighting for Pollard. Dave Davison stated it's a placeholder, not recommended for funding until Pollard decisions are made.
    • Catherine Reid Dowd: Asked about the daylighting of the brook near the tot lot. Dave Davison confirmed a grant for design but no construction funding yet.
    • Joshua Levy: Asked about placeholders for Envision Needham Center. Confirmed a placeholder exists but no funding request for FY27.
    • Catherine Reid Dowd: Noted the use of "he" for Town Manager in the charter, suggesting a gender-neutral change during the next review.
  • Next Steps: Recommendations to be presented at December 2nd meeting, final SIP vote on December 16th.

Town Manager Report

  • Daley Building Fire: Overnight fire in the boiler room, contained. Staff responded quickly. No injuries. Building is safe, but working to restore heat. Insurance claim pending.
  • Building Commissioner Joe Prandack's Retirement: Retiring this week after 38 years as a local building inspector, nearly 20 as a building commissioner (Hull, Quincy, Milton, Needham). Praised for professionalism, thoughtfulness, and dedication to public safety. New Building Commissioner position posted.
  • SNAP Benefits: Working with Needham Community Council (local food pantry) to assist residents. Council on Aging social workers also available. Gift card drive for local grocery stores ($25 increments) at Center at the Heights for monetary donations. Over 1,000 Needham residents are SNAP recipients.
  • Cooling Corridors Grant: DPW, Sustainability, and Parks & Forestry received a $92,000 state grant to plant 46 trees around school walking routes.
  • Holiday Parking: Meter fees waived from Monday, November 24th, through January 1st, to support local businesses. Two-hour limit still applies.

Committee Reports

  • Kevin Keane:
    • Attended Needham High School Distinguished Career Awards (Chief Condon, Paul Gammie honored).
    • Envision Needham Center: Block-by-block review at next meeting.
    • Seal and Branding Committee: Presenting to Select Board on December 2nd.
    • Pancake Breakfast (November 1st): Served pancakes with Heidi Frail.
  • Joshua Levy:
    • Attended Police and Fire Station Touch-a-Truck event (very good turnout).
    • Large House Review Committee: Met Monday, presenting to Planning Board tonight, public hearing next Tuesday (November 18th) in Powers Hall. Will present three options for house size reductions and fiscal analysis.
    • Pollard Public Hearing: Monday, November 17th, at Pollard.
    • Tree Preservation Planning Committee Public Forum: Wednesday, November 19th, in Powers Hall. Preliminary work on foundational concepts for a potential tree bylaw.
  • Catherine Reid Dowd:
    • Attended Chamber Breakfast with AG Andrea Campbell (November 7th), discussed national issues impacting Massachusetts, including SNAP benefits.
    • Veterans Day Observance (November 11th) at Memorial Park: Moving ceremony, well-attended despite cold.
  • Marianne Cooley:
    • T-Chalk met last night. Needham Housing Authority received a $1.15 million state grant for lowering energy costs in Seabeds Way units.

Adjournment

  • Motion: To adjourn the meeting.
    • Moved by: [Not specified, assumed to be a Board member]
    • Seconded by: [Not specified, assumed to be a Board member]
    • Vote: All in favor (Aye).
    • Outcome: Motion carries.

Last updated: Dec 7, 2025

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