Meeting Minutes: Needham Select Board
Meeting Date: December 2, 2025, at 12:00 AM Governing Body: Needham Select Board Meeting Type: Regular Meeting Attendees: Joshua Levy, Kevin Keane, Marianne Cooley, Heidi Frail, Katie King (Town Manager), Louise Miller (Town Clerk), Amy Halson (Director of Communications), Gloria Grice, Marshall Davis, Cynthia, Dave Davidson (Assistant Finance Director), Cecilia Simchak (Deputy Town Manager).
Executive Summary: The Select Board discussed several key items, including public comments on the Envision Needham project and a certificate of recognition for Chromosonic TV. A significant portion of the meeting was dedicated to the potential relocation of the Newman Elementary School polling location, with the Town Clerk presenting options and concerns. The Needham Branding and Town Seal Committee presented a proposed redesign of the town seal, which received positive initial feedback. Finally, the Board reviewed and discussed the Capital Improvement Plan recommendations for Fiscal Years 2027-2031, highlighting funding priorities and trade-offs, and approved updates to the Acting Pay Policy.
I. Public Comment
- Alex Boney (13 Nichols Road):
- Expressed strong support for the original Envision Needham project, particularly its focus on safe biking infrastructure.
- Shared a personal anecdote about a biking accident due to inadequate infrastructure, emphasizing the need for improved safety features for all modes of transportation.
- Quote: "I'm here to voice my support for the Envision Needham project... I think it's important that the town supports and provides safety features to people, no matter how they're enjoying our public space, whether that be walking, biking, driving, or any other means of moving around."
II. Certificate of Recognition
- Recipient: Dave Overland of Chromosonic TV
- Recognition: Awarded for 45 years of outstanding service in Needham Centre, contributing significantly to residents and the business community.
- Details: Mr. Overland recently closed his brick-and-mortar store but will continue operations online. He expressed gratitude to the town and his former partners.
- Quote from Certificate: "From the Town of Needham Select Board, awarded to Chromosonic TV, in recognition of providing outstanding service in Needham Centre for 45 years, we thank you for your many contributions to the residents and business community of Needham. signed the second day of December 2025."
III. Newman Elementary School Polling Location Relocation
- Presenter: Louise Miller, Town Clerk
- Current Situation: Newman Elementary School is the last school used as a polling location.
- Security Concerns: The gym is the polling location, requiring gates to be opened during school hours, posing security risks with children on the playground.
- Parking Issues: The parking lot is very crowded, making access difficult for voters and creating safety concerns for parents during pickup.
- Accessibility: Maintaining handicap accessible parking is challenging.
- Proposed Alternatives (within Precincts C and D):
- Jack Cogswell Building: A public building on Central Avenue, but parking is limited, and the building is undergoing Phase 2 construction, making it unsuitable.
- Police and Fire Station: Has a large conference room, but capacity for two precincts (C and D) during high-turnout elections is uncertain.
- Proposed Alternatives (outside Precincts C and D):
- Splitting Precincts C and D: One precinct could move to the Police and Fire Station.
- Town Hall: Large enough to accommodate a third precinct, aiding emergency planning and consolidation. Parking would need to be reserved.
- Olin College: Lobby area was suggested, but not yet explored for feasibility or parking.
- Modular Unit: Renting a temporary unit at Claxton with existing parking was suggested as an "out-of-the-box" idea.
- Emery Grover: School Department's objections to using this location for voting were raised, particularly regarding parking and accessibility to upper floors.
- Hillside: Potential cafeteria space, but accessibility and parking need to be assessed.
- Timeline:
- Decision needed by February 1, 2026, for the April election.
- Ideally, a move would occur before the September 1 state primary.
- Discussion Points:
- Select Board Consensus: General support for moving voting locations away from schools.
- Staffing: Splitting precincts would not duplicate efforts as each precinct is staffed separately.
- Recommendation: A small working group (Town Clerk, registrars, emergency planning manager, Select Board members) will be formed to evaluate alternatives and bring a recommendation back to the Board.
IV. Needham Branding and Town Seal Committee Update
- Presenters: Kevin Keane (Chair), Amy Halson, Gloria Grice, Marshall Davis, Louise Miller, Cynthia.
- Committee Work: The committee has been meeting for two years to address issues with the existing town seal (adopted 1891).
- Critique of Existing Seal:
- Calligraphy: Medieval old style, outdated.
- Crosses: "Too crusady," historically inaccurate for Puritans, and not representative of a non-religious organization.
- Historical Inaccuracies:
- Tipi on the left is not representative of Eastern Algonquin nations.
- High Rock depicted as a "Grand Teton."
- Depiction of William Nehoyden and two unnamed Dedham men receiving a land grant from 1688 is a "sad period" in history, representing land effectively taken from Native Americans.
- Englishmen wearing caricatured fedoras.
- Proposed Redesign:
- Concept: Focuses on Needham elements: Charles River, High Rock, and William Nehoyden in a canoe.
- Imagery: Uses a photograph of the Charles River (by Topher Cox) and an old postcard of High Rock (before overgrowth, sourced by Gloria Grice).
- Artistic Style: Etching of a woodcut, aiming for dignity and quality, suitable for small imprints.
- Symbolism: Nehoyden in a canoe on the Charles River represents the river as a historical "circumferential highway" and acknowledges Native American presence without depicting the controversial land deal.
- Text: Incorporates a "small s" in "Massachusetts" as a typographical nod to 17th/18th-century English and the origin of the name (Indian tribe near the Great Hill).
- Native American Representation: Emphatically includes Nehoyden to avoid erasing Native Americans from history, with details of typical dress (feather headdress).
- Select Board Feedback:
- Generally positive, appreciating the removal of uncomfortable elements and the clear, dignified design.
- Praise for the woodblock style and font choice.
- Concern about clarity when imprinted at small sizes, but the artist emphasized a simple layout for this purpose.
- Acknowledgement of the extensive, thoughtful work by the committee over two years.
- Next Steps:
- Present the proposed design to Town Meeting Members for feedback.
- Potentially open to wider community feedback.
- If approved, it would be a warrant article in May 2026.
V. Capital Improvement Plan (CIP) Recommendations (FY2027-2031)
- Presenters: Katie King (Town Manager), Dave Davidson (Assistant Finance Director), Cecilia Simchak (Deputy Town Manager).
- Overview: First discussion of recommendations for the five-year CIP.
- FY2027 Requests: $36 million requested for general fund capital.
- FY2027 Recommendations (Tier 1): $17.2 million (less than 50% of requests) funded by cash and debt.
- Tier 2: $15.4 million, to be funded only if additional funds become available.
- Deferred: Approximately $2 million not recommended for Tier 2.
- Key FY2027 Recommendations:
- Office Equipment & Technology: Brine maker, town facility replacement furniture, and other annual items recommended for cash funding (Tier 1).
- Center at the Heights: Construction for capital improvements (kitchen expansion, game room/fitness swap, accessible vestibule) recommended for Tier 1 debt. Potential to shift to cash if free cash is higher.
- Library Renovation (Children's Area): Design funds deferred.
- Elliott School Grounds Construction: Deferred due to a $2 million increase in the construction estimate. Design was funded last year.
- Public Works Infrastructure: Partially funded ($3.5 million) for Tier 1 cash, with the remainder in Tier 2. Covers road repair, sidewalks, ADA ramps, Brooks and Culverts (including $2.5 million for George Agate, Brooks and Culvert work).
- Quiet Zone Safety Upgrades: Construction recommended for Tier 1 debt. Cost has increased, and design is only at 10%.
- Fleet Inventory: Recommended dollar amount for Tier 1, with Public Works prioritizing vehicle purchases. Some vehicles deferred from FY26 are again deferred in FY27.
- Extraordinary Projects: Pollard project (placeholder cost estimate), open space purchase, High Rock improvements (placeholders).
- Public Works Facilities Improvement Phase 2 Design: Deferred until the Pollard plan is finalized.
- Sewer and Water Enterprise Funds: All requests supported by anticipated retained earnings and recommended for cash Tier 1.
- Meter Reading System: Smart meters for accurate, wireless water readings, allowing real-time usage monitoring and leak detection. Requires an adapter on the outside of houses.
- PFAS Mitigation: Request for a cost-benefit analysis to plan for potential future PFAS challenges, despite current levels being below thresholds. Explores options like mitigation systems or transitioning to MWRA.
- NPDES Projects: Not funded from the general fund. $750,000 available from stormwater fees for cash, with the balance potentially funded by debt (10% rule). Total estimated cost for High Rock Field and Linden Chambers stormwater improvements is $5 million; Broadmeadows School improvements are $4 million.
- Debt Management (3% and 10% Rules):
- 3% Rule: Town allocates 3% of projected general fund revenue for debt service.
- FY27 Debt Projects: Center at the Heights and Quiet Zone construction could push the town over the 3% limit.
- Mitigation Strategies:
- Move Center at the Heights to cash if free cash is higher.
- Quiet Zone estimate could decrease with further design.
- Use Debt Service Stabilization Fund to avoid exceeding 3%.
- Pollard Project: Will be a debt exclusion (10% rule), not impacting the 3% limit.
- Impact on Out-Years: The increased cost of the Quiet Zone impacts the ability to fund other projects in future years, leading to deferrals (e.g., Elliott Field).
- Cash Capital: $8.3 million projected for FY27, growing slightly in subsequent years, based on forecasted free cash. Tier 2 projects would be funded if free cash exceeds projections.
- HVAC Upgrades: FY27 request of $2.1 million for high school HVAC repairs (design and construction), including roof repair. Currently Tier 2; deferral would push a $2.1 million request to FY28.
- Elliott Field Cost Increases: Driven by a pivot to synthetic turf (due to high usage and maintenance challenges) and ADA-accessible poured-in-place playground surfaces. Turf is not CPA eligible, complicating funding.
- Procedural Question: Adjustments to the CIP can be made before Town Meeting, even though the final SIP is due in January.
- Select Board Comments: Acknowledged the significant work involved in prioritizing and "weeding out" projects, emphasizing that only true priorities reach Town Meeting.
VI. Proposed Update to Acting Pay Policy (Benefits Administration No. 502)
- Presenter: Katie King, Town Manager
- Background: Policy has been in place since 1994, overdue for review.
- Substantive Changes:
- Outdated References: Removed references to Glover Hospital and the Personnel Board.
- Section 5A (Procedure): New section clarifying procedures for requesting acting pay.
- Section 5C (Pay Boundaries):
- Adjusts expected pay for acting roles to be between 4% and 10% above current pay.
- Corrected language: "rate that exceeds 10% above their current pay" (previously "of").
- Addresses situations where current pay might exceed the first step of the acting role.
- Section 5E (Eligibility):
- Changed "Grade 11" to "Grade 9" for employees not authorized for acting pay (reflects updated classification system).
- Allows the Director of HR to authorize acting pay for employees in Grade 9 and below, evaluating situations case-by-case (e.g., assistant department managers vs. public health nurses).
- Section 5I (Town Manager Discretion): Adds language granting the Town Manager discretion to interpret and make exceptions to the policy in the best interest of the town.
- Discussion:
- Joshua Levy: Expressed concern about the broad "catch-all" exception (Section 5I), fearing it could lead to perceived unfairness or bias, impacting employee morale.
- Katie King: Clarified that the exception could also be used to address unintended inequities and that exceptions would be rare.
- Marianne Cooley & Kevin Keane: Supported the discretion, noting the Town Manager's fiduciary duty and understanding of equitable pay.
- Kevin Keane: Questioned Section 5F (insufficient appropriation) and Section 5D (distributing responsibilities), which were clarified as rare or situationally dependent.
- Role of HR Advisory Committee: The committee is convened semi-regularly to discuss big-picture HR issues and policy updates, maintaining authority over collective bargaining.
- Motion: Kevin Keane moved to approve the proposed updates to the Acting Pay Policy, Benefits Administration No. 502, as revised.
- Second: Marianne Cooley.
- Vote:
- Kevin Keane: Aye
- Joshua Levy: Aye
- Marianne Cooley: Aye
- Heidi Frail: Aye
- Chair (Catherine Reid Dowd): Aye
- Outcome: Motion passes (5-0).
VII. Town Manager's Report
- Blue Tree Lighting: Saturday, December 6, at 5:00 PM on the Common. Lights will also be in the Heights Common and Avery Square. Special visitors are planned.
VIII. Committee Reports
- Envision Needham:
- Information meeting moved to February 4, 2026 (snow date February 11) to allow for a traffic diversion report.
- Clarification: The committee is not narrowing choices to present one plan; all plans and public engagement information will be delivered to the Select Board for evaluation.
- Large House Committee:
- Met to discuss community forum feedback and conducted a straw poll on recommendations for zoning bylaw changes (levels of reduction for large houses).
- Sense of the committee leaned towards the least reduction, with moderate support for the middle option and some for the most reduction.
- Will meet with a developer to clarify concerns raised in a thoughtful letter.
- Committee expects to vote next week on recommendations for the Planning Board, which will meet on January 6, 2026.
- Quiet Zone:
- Some movement from MBTA regarding the private crossing at the golf course.
- MBTA may be willing to engage, but requires legal agreements shifting liability and provisioning of equipment.
- Requires discussion with the golf course for potential temporary closure.
- The Board will discuss a feasibility study for a culvert under the gates at the golf course (a long-term solution) and request funding from the Finance Committee.
- Discussion:
- Joshua Levy: Raised concerns about the MBTA's outdated infrastructure and whether Needham should bear the full replacement cost, and ensuring MBTA maintenance post-replacement.
- Kevin Keane: Acknowledged the MBTA's outdated infrastructure and their lack of funding, suggesting Needham's plan could cover some pieces. Emphasized the need to understand the full scope of replacement and maintenance responsibilities.
- Tree Preservation and Planning Committee:
- Discussed feedback from the public forum on November 19.
- Reached consensus on a portion of the bylaw, with caveats for town counsel review.
- Developing a schedule to review definitions, regulations, mitigation, fees, and conflicts with zoning bylaws.
- On track to present to a special town meeting in October 2026.
- Committee website has an updates section.
IX. Executive Session
- Motion: To retire to executive session for exception number six to discuss the purchase of real property, as an open meeting would be detrimental to the negotiating position of the town, and not to return to open session prior to adjournment.
- Second: Kevin Keane.
- Roll Call Vote:
- Kevin Keane: Aye
- Joshua Levy: Aye
- Marianne Cooley: Aye
- Heidi Frail: Aye
- Chair (Catherine Reid Dowd): Aye
- Outcome: Motion passes (5-0).
Adjournment.