2013-Annual Report - Laserfiche WebLink

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20 Town M n c!r r nti iu d frog prev$ous page • Implemented the Town's Health Reimbursement Ac- count (HRA) program to 1,300 active and non -Medi- care retirees. • Coordinated the Town's annual open enrollment and processed 105 changes to active and retired employees' health, dental, and life insurance coverage. • Worked with the Public Employee Committee to re- quest competitive bids from dental insurance providers. • Completed recruitments for 52 position vacancies throughout the organization. • Worked with the Police Department to administer an assessment center promotional process for the position of Police Sergeant. • Worked with the Fire Department to administer an en- try -level fire exam to 40 candidates. • Drafted and implemented organizational -wide admin- istrative directives. • With the assistance of the Wellness Coordinator, con- tinued wellness workshops and the annual Wellness Day /Benefits Fair. Organizational Initiatives The Town's Senior Management Team (SMT) continues to maintain the organization's collaborative culture to keep municipal programs and services functioning effectively. Organizational goals are established on an annual basis. Accomplishments and project updates include: Town Clerk/Board of Registars Personnel .......................... FY12 .............................. FY13 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. BOARD of Registrars Appointed for a 3 -year term by the Board of Selectmen: Chair Sarah L. Warren (Democrat, 2016), Jean Barrett (Republican, 2015), Sally Lawlor (Re- publican, 2014), and Town Clerk Donna Hooper (Unen- rolled). HIGHLIGHTS: Lexington 300th Anniversary Celebration —Staff pro- vided extensive support and served a major communica- tion role for the Lexington 300th celebration commit- tee, responding to the many inquiries and requests. All departments worked closely with Lexington's 300th An- niversary Committee to promote and sponsor a variety of town -wide events recognizing the history of the community. Final implementation steps underway for ViewPermit soft- ware (a web -based building permit application program), which will be brought on line in 4Q2013. Formed an IT Executive Committee to support alignment of technology programs and projects with organizational mission. Completed work on a Town Wide Facilities Master Plan. This Master Planning effort reviewed program needs and requirements in the Town facilities and developed a 10 -year plan of priorities, including anticipated funding sources. Formed an Internal Control System Group to review and recommend system improvements and enhancements in the way we manage Town assets. Created a Veterans Service District with the Town of Bed- ford to provide programs and services regionally to veterans. Created Community Center Task Force to begin develop- ing a comprehensive program and service delivery model for 33 Marrett Road land purchase. Provided a comprehensive training program for employ- ees that included Ethics, Customer Service, Open Meeting Law, Insurance Practices, and Diversity. Continued for a fourth year the popular Citizens'Academy. Provided Board and Committee Training for volunteer of- fice holders. Following 5 years of Community Preservation appropria- tions of $150,000, the 2013 Town Meeting appropriated $20,000 for ongoing efforts of conservation and preser- vation of Lexington's historic documents. In collabora- tion with the Cary Library and the Lexington Histori- cal Society, the virtual exhibit in celebration of the 300th Anniversary of Lexington's incorporation 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 Towns web site. Enhancement of Laserfiche document imaging system continues to be developed to serve as the basis for web publishing archived documents for public access. Code of Lexington - Publishing of annual supplement, updating bylaws changes adopted at the 2013 Annual and Special Town Meetings and regulations enacted or updated during 2013.