2012-Annual Report - Laserfiche WebLink

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8 1 2012 Annual Report Town Manager continued from previous page Organizational goals are established on an annual basis. Accomplishments and project updates include: • Concluded the study of the Lexington Fire Depart- ment that reviewed staffing, deployment and operations of the Department to determine whether there are ef- ficiencies that may be achieved or operational improve- ments made. Recommendations will be prioritized and the newly hired Chief, John Wilson will work with staff on implementation. • Completed the ADA Evaluation and Transition Plan for the Town organization that is a requirement of Title 11 of the American's with Disabilities Act. The Com- mission on Disability has prioritized the recommenda- tions and has begun work with Public Facilities to im- plement the improvements. • Began work to implement ViewPermit software (a web - based building permit application program). Appointed an internal project manager and team to implement the ViewPermit system. • Completed an Emergency and Safety Planning manual for all town departments. • Refined the Town's emergency plan to improve respon- siveness to children and adults with disabilities. The Commission on Disability and the Shriver Center are working on public input and developing training for emergency first responders. Town Clerk/Board of Registars Personnel .......................... FY11 .............................. FY12 FullTime .. ............................... 3 ...... ............................... 3 PartTime . ............................... 3 ...... ............................... 3 TOWN Clerk Appointed by the Town Manager; Donna Hooper since 1996. Office Staff: Assistant Town Clerk Di- anne Snell; Administrative Assistant Lisa Maguire; Archi- vist Nasrin Rohani; Municipal Clerks Carmelina Fiore, and Kelley Cutone who joined the staff in January 2012. BOARD Of Registrars Appointed for a 3 -year term by the Board of Selectmen: Chair Sarah L. Warren (Democrat, 2013), Jean Barrett (Republican, 2015), Sally Lawlor (Re- publican, 2014), and Town Clerk Donna Hooper (Unen- rolled). HIGHLIGHTS: For the 5th year, Town Meeting appropriated 8150,000 of Community Preservation Act funds for conserva- tion and preservation of Lexington's historic documents. These documents include the following bound vol- umes and documents: 1677 -1844 Births, Marriages and Deaths; 1700 -1900 Old Town Papers Collection; 1854- 1895 Tax Books (17 volumes); 1858 -1898 Valuation • Completed the reorganization of transportation services and developed an oversight governance model to im- prove communication and information sharing. • Began work on a Town Wide Facilities Master Plan. This Master Planning effort will review program needs and requirements in the Town facilities and develop a 10 -year plan of priorities, including anticipated funding sources. • Implemented a 360° performance feedback process with a small group of senior managers to understand how their effectiveness as an employee, coworker, or staff member is viewed by others. • Collaborated with Lexington's 300th Anniversary Com- mittee to help with the promotion and sponsoring of town -wide events recognizing the history of the com- munity. • Enhanced programs and services to veterans with the hiring of Ryan Lennon as the Veteran's Service Officer. • Continued for a fourth year the popular Citizens' Acad- emy. Provided Board and Committee Training for vol- unteer office holders. and Tax (7 volumes); 1906 -1917 Valuation List (9 vol- umes);1918 -1988 Planning Board Minutes (24 volumes); 1899 -1902 Land Boom Book (4 volumes); and 1883 -1922 Board of Health Records. By the end of the five -year pres- ervation program, we hope to bring this project to closure by reaching our goals of addressing the conservation/pres - ervation needs of a significant backlog of Lexington's his- torical documents and records. Digital copies will be made available on -line. In collaboration with the Cary Library and the Lexington Historical Society, the virtual exhibit in celebration of the 300th Anniversary of Lexington's incor- poration was developed. Continuation of enhanced organization -wide electronic document management program, with collection and archiving of board and committee meeting minutes and reports, and posting on the Town's web site. Implementation and enhancement of Laserfiche docu- ment imaging system continues to be developed and will serve as basis for publishing archived documents on web site for public access.