2011-Annual Report - Laserfiche WebLink

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8 1 2011 Annual Report Town Clerk/Board of Registrars continued from previous page were redrawn. New precinct boundaries take effect De- cember 31, 2011. Notifications were issued to almost 550 addresses impacted by re- precincting. Incumbent Town Meeting Members impacted by redrawn bound- aries will be required to seek election from the new pre- cinct identified for the address for the March 2012 An- nual Town Election. • For the 4th year, Town Meeting appropriated $150,000 of Community Preservation Act funds for conserva- tion and preservation of Lexington's historic documents. Materials receiving treatment /digitization /filming in- clude: Annual Reports 1873 -1999; Land Records — Valuation Lists 1872 -1885 and 1899 -1905; Overseers of Poor 1855 -1870; Town Records 1919 -1925; Vital Records of Deaths 1898 -1937; Records of the Select- men 1852 -1873 and 1896 -1906; Licenses and Peram- bulation of the Town 1850 -1924, and records of histori- cal significance for the Historic Districts Commission. These volumes are now housed in the climate control/ fire protection equipped Cary Memorial Building vault. • Electronic cataloging of archival materials continues in preparation for virtual access and exhibition. • Town Office Building renovations converted previous vault space in the lower level to active records storage, relocated vault door of 2nd lower -level vault for corridor entrance, and removed cage separating Town Clerk and Revenue Office vault. Vault doors were left intact for the 2 locations no longer providing access. Permanent Finance records were removed from de- commissioned vault for microfilming. • Systems continue for annual shredding of confidential/ sensitive municipal documents and installation of shred - consoles for ongoing shredding services. • Continuation of enhanced organization -wide electronic document management program, with collection and archiving of board and committee meeting minutes 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. • Code of Lexington — Publishing of annual supplement, updating bylaws changes adopted at the 2011 Annual and Special Town Meetings and regulations enacted or updated during 2011. • Annual Town Census updated Lexington's population, with close coordination with Lexington Public Schools, and verified voter registration rolls, with Annual List of Residents published. • After 12 1/2 years, and the processing of over 7,500 US Passport applications, the Lexington Town Clerk's Of- fice and offices throughout the Commonwealth ceased serving as Passport Agents for the US Department of State due to a change in the US Passport Office's ac- ceptance policies. • The Town Clerk's Office oversaw appointment notifica- tions; oaths of office, and posting of approximately 1,000 public meetings conducted for appointed and elected boards and committee members. • Ongoing oversight of the 2009 Ethics Reform legisla- tion, imposing changes to the Conflict of Interest Law and Public Records Law and requiring notification and training of municipal employees, implemented and re- quired training and notifications provided to board and committee members, municipal and school employees. • Annual Town Election held March 7, 2011 with a 12% or 8,365 of Lexington's then 21,069 registered voters; • Annual Town Meeting convened on March 21, 2011 in Cary Hall/Cary Memorial Building, covering 44 war- rant articles in 7 sessions, dissolved April 11, 2011; Special Town Meeting held November 14, 2011 with 7 warrant articles including school building funding au- thorization for Bridge and Bowman School renovations contingent upon a favorable debt exclusion vote at the scheduled January 24, 2012 special election. • Retirement of Luanna E. Devennis [R] as Registrar of Voters after 24 years of service, and appointment of Sally Lawlor [R] for a 3 -year term on the Board of Registrars • Registrars forwarded recommendations to the Board of Selectmen for annual Election officer appointments; conducted voter registration sessions prior to March Annual Town Election; certified Initiative Petitions for ballot questions and Annual Town Election candidate papers. • Retired Town Clerk Mary R. McDonough passed away December 8, 2011 at 89 years. Mary's career with the Town of Lexington began in the Town Clerk's Office in 1942, with her serving as Town Clerk 1965 -1986. She held the office as both elected Town Clerk and Treasurer, then upon adoption of Chapter 753 of the Acts of 1968, as appointed Town Clerk. Her meticulous records and systems serve the basis for accessing Lexington's history. Mary's service and dedication to the Town of Lexington has been recognized in many ways, including the award- ing of the distinguished White Tricorn hat in 1987.