HomeMy WebLinkAbout2004-01-BOS-min
Selectmen’s Meeting
January 5, 2004
A regular meeting of the Board of Selectmen was held on Monday January 5, 2004 in the
Selectmen's Meeting Room at 7:30 p.m. Chairman McSweeney, Mrs. Krieger, Mrs. McKenna,
Mr. Kennedy, Mr. Kelley, Mr. White, Town Manager, Mr. Lahey, Town Counsel, and Ms. Tap,
Recording Secretary, were present.
Public Comment
Mr. McSweeney announced the retirement party for those who took the Early Retirement
Incentive. It will be held on Wednesday, January 28, from 4-6 p.m. at the National Heritage
Museum.
Mr. Byron Blanchard, Round Hill Road, who previously spoke at a meeting of the Board about
his problems getting his street plowed, asked to know the process for an administrative appeal.
He also asked to have access to town records on the plowing of unaccepted streets.
Mr. Hadley said that he is still trying to work with Mr. Blanchard on this issue.
Early Retirement – Ratify a Poll Vote
Upon motion duly made and seconded, it was voted 3-1-1 (Krieger opposed; McKenna
abstained) to ratify a poll vote of the Board to allow all thirty-five (35) eligible employees who
applied for the Early Retirement Incentive to retire.
Mrs. McKenna abstained because she thought it inappropriate to make this important decision
outside of a formal meeting.
NSTAR/Verizon Grant of Location – Reed Street (continued from 12-15-03)
Mr. McSweeney opened the continued public hearing on NStar/Verizon's petition for a grant of
location for a pole to be installed on Reed Street. The Board had asked the companies to find a
way to provide electric service to a business on Bedford Street at Reed Street without erecting
another pole so close to an existing pole.
Mr. Galvin, reported that they could reconfigure the elements on an existing pole to avoid
putting up a new pole.
Mr. McKay, owner of the building housing the business, said that to underground the electrical
wires, as had been suggested, would lessen the number of parking places to a point where the use
would be non-conforming.
Selectmen’s Meeting – January 5, 2004
Upon motion duly made and seconded, it was voted to approve the proposal of NSTAR Electric
to reconstruct and rearrange the elements on an existing pole on Reed Street. (so that the
necessary wires and cables can be attached to supply electrical service to the cleaning
establishment involved.)
Use of Selectmen's Gift Account – SCOLA
Mr. Ellis, Communications Advisory Committee, asked the Board for $1,680.00 from the
Selectmen's Gift Account for the annual subscription to SCOLA, a foreign language news
service.
Upon motion duly made and seconded, it was voted to approve the request of the
Communications Advisory Committee to use $1,680.00 from the Cable TV Selectmen's Gift
Account for the annual subscription to SCOLA.
License Renewal – Class II
Upon motion duly made and seconded, it was voted to approve the renewal of a Class II license
to David Riccardi at 35 Bartlett Avenue provided no vehicles are stored at 35 Bartlett Avenue at
any time.
Liquor License – Change of Manager
Upon motion duly made and seconded, it was voted to approve the application and issue an all-
alcoholic beverage license to Sanborn Lexington, LLC, d/b/a Copacafe, reflecting a change of
manager.
Package Stores – Sunday Opening
The Board received requests from Mr. Busa, Busa Liquors, and Mr. Berman, Berman's Wine &
Spirits, for permission to open for business on Sundays, from 12:00 p.m. to 6:00 p.m. The Board
received a note from the owner of Lexington Liquor Mart saying that he would feel obliged to
open on Sundays if his competitors did.
Mrs. McKenna asked to amend the motion to authorize the Sunday sale of alcoholic beverages in
Lexington to say 12:00 noon to 9:00 p.m. instead of 12:00 noon to 6:00 p.m.
Upon motion duly made and seconded, it was voted to authorize licensees under M.G.L c. 138, §
15 to conduct business on Sunday as provided by Clause 52 of M.G.L. c. 136, §6, as amended by
Chapter 141 of the Massachusetts Acts of 2003, subject to each licensee's procurement of a
permit to conduct such sales from the Lexington Board of Selectmen, sales to be restricted to
between 12:00 noon to 9:00 p.m. unless such limit is not consistent with said statutes, in which
case the law prevails.
Selectmen’s Meeting – January 5, 2004
Appointment of Acting Comptroller /Search Committee
Upon motion duly made and seconded, it was voted to appoint John Ryan as Acting Comptroller
until a successor is appointed and to authorize the Board of Selectmen to negotiate a contract
with him.
Deb Brown, Appropriations Committee Chair, indicated that Moderator Margery Battin believes
that members of the finance committees can be appointed to the search committee for a
Comptroller/Finance Director.
It was agreed to further discuss appointments to Search Committee at the meeting on
Wednesday, January 7.
Town Manager Goals – Postponed
Mrs. McKenna indicated that she believes it is inappropriate to discuss Town Manager goals just
before an election.
It was agreed to proceed with the process at their meeting on Wednesday, January 7, with new
comments and a list of 6 goals.
Early Retirement Overview
Mr. White praised the work of Retirement Administrator Maggie Oliva. He said she handled the
Early Retirement Incentive process with patience grace and diplomacy.
Mr. White went over his memo to the Board, dated December 31, 2003, on the Early Retirement
Incentive.
The total wages and benefits of the 34 employees who opted for early retirement was
$1,870,789. The additional pension liability incurred is $420,000. The estimated retiree health
liability is $320,000. In total, $740,000 in savings must be achieved by not refilling ERI position
vacancies in order to make this program cost neutral.
The break-even ratio of positions to hires is two-to-one. The fire chief, six police officers, the
comptroller, and the electrical inspector need to be replaced. The library needs to replace one of
two vacancies. The appraiser/analyst should be replaced in the Assessors' office. The Department
of Public Works took the most impact, and no replacements will be made there.
The 2003 appropriated budget had 276 full-time positions and 51 part-time positions that were
funded through the general fund. By acceptance of the ERI program, and after the cuts made
after the June override, those numbers are now 226 full-time and 32 part-time positions.
Selectmen’s Meeting – January 5, 2004
Mr. White indicated that he would like some guidance from the Board moving forward. He
would like approval to try a new approach to providing service that includes a centralized
customer service component and less on-demand service.
In the Community Development Department, they would like to create an inspections position
that would be funded by fees for inspections.
Upon motion duly made and seconded it was voted 4-1 (McKenna) to authorize the Town
Manager to proceed with creating this position.
The Board indicated that all the part-time positions in the future should be set for 19 hours/week.
Upon motion duly made and seconded, it was voted to endorse the notion of having a customer
service office and to encourage the Manager and staff to go forward with doing the necessary
planning to make a recommendation as to how to implement and then bring back to the Board.
No Place for Hate – Jill Smilow
Jill Smilow, 10 Fletcher Avenue, was present on behalf of the steering committee of the No
Place For Hate group, to update the Board on the activities of No Place For Hate. Her Co-Chair
is Kenn Elmore.
The No Place For Hate campaign was started in 1999 by the Anti-Defamation League of New
England in partnership with the Massachusetts Municipal Association (MMA). A wide variety of
groups support the campaign and 54 Massachusetts towns have adopted the program. No Place
for Hate has developed a program of community outreach, education and prejudice prevention.
The Lexington chapter's mission statement: "We are dedicated to mobilizing citizens to
challenge bigotry and promote prejudice-free communities in which all people are appreciated
for their differences. "
Quick over view of accomplishments:
Guidelines for Civil Discourse.
Diversity Training –Town employees, election workers, boards and committees.
Incidence Response Protocol.
Study Circle Initiative with qualified facilitators
Mrs. McKenna asked who pays for these activities. Smilow - Many volunteers, some matching
grants and some Town funds. Mr. White said he would provide her with an estimate of the town
money spent and staff time spent on it.
Mrs. McKenna read a prepared statement. She indicated that she believes that No Place for Hate
is not working, that something else should be tried. In some quarters of the community, it is not
seen as positive or successful.
Selectmen’s Meeting – January 5, 2004
Lorraine Fournier, 24 Cedar Street, also believes it is not working, that it is hypocritical and a
joke. She has been subjected to attacks and the Anti-Defamation League does not support her.
Brenda Prusak, 4 Hillside Terrace, said she joined a study circle because she did not feel heard
and found it to be a safe place. She said we need a framework to deal with divisiveness.
Helen Cohen, 32 Patterson Road, School Committee member, expressed her appreciation to Mrs.
Smilow, saying that we need every opportunity to come together. Our country is filled with hate.
The study circles are important. She also said that the schools have done a lot around the subject
of diversity.
Leona Martin, 19 Thoreau Road, said that she attended a study circle where she met Mrs.
Fournier and "heard" her.
Police Chief Casey said he hoped that No Place For Hate would "put him out of business."
Resignations/Appointments/Reappointments
Public Safety Staffing Review Committee
Upon motion duly made and seconded, it was voted to appoint Joanne Schnare and Gant
Redmon to the Public Safety Staffing Review Committee and to appoint Michael Barry and
George Robinson as liaisons rather than members.
Housing Partnership Board
Upon motion duly made and seconded, it was voted to appoint Robert Cohen representing the
Lexington Housing Authority; Harriet Cohen representing the Fair Housing and Human
Relations Committee; Richard Wolk representing the Conservation Commission, and Thomas
Harden representing the Planning Board, to the Housing Partnership Board.
Tree Committee
Upon motion duly made and seconded, it was voted to accept the resignation of Paul Mazerall
from the Tree Committee, effective immediately.
Noise Advisory Committee
The Selectmen requested additional information: the original Noise Committee members; the old
charge, and a copy of the Noise Bylaw. This item will be discussed at the next meeting.
Selectmen’s Meeting – January 5, 2004
Budget
The Board agreed that it would hear the Social Services, Planning and Town Clerk budget
presentations at their meeting on Wednesday, January 7.
Upon motion duly made and seconded, it was voted to adjourn the meeting at 11:10 p.m.
A true record, Attest:
Elissa M. Tap
Recording Secretary
Selectmen’s Meeting
January 7, 2004
A regular meeting of the Board of Selectmen was held on Wednesday, January 7, 2004 in the
Selectmen’s Meeting Room at 7:30 p.m. Chairman McSweeney, Mrs. Krieger, Mrs. McKenna,
Mr. Kennedy, Mr. Kelley; Mr. White, Town Manager; and Ms. Pease, Executive Clerk were
present.
Comptroller/Finance Director Search Process Committee
Upon motion duly made and seconded, it was voted to adopt the Comptroller Selection Process
and appoint the following members:
Leo P. McSweeney - Chair, Selectmen
Deborah Brown - Chair, Appropriations Committee
George Burnell – Capital Expenditures
Susan Bottan – School Business Manager
School Committee Representative
Marge Battin – Moderator
William Dailey – Former Selectman
Hank Manz – TMMA
Norman Cohen – Citizen
Anthony Lagalbo – Concord Finance Director
Paul Marshall – Former Selectman
Janet Perry – Personnel Advisory Committee
A second selectmen will be appointed to this committee at the next meeting. The School
Committee representative will be determined as well.
Town Manager Goals
Mr. White will look at the suggested goals and come back to the Selectmen with his suggestions
at the next meeting.
Future Meetings
Upon motion duly made and seconded, it was voted to schedule the following meetings: January
21, 26, and 28, February 2, 9, and 23, March 1, 8, 15, 22, 29 and 31.
Budget
Social Services
Heather Sweeney presented the Social Services FY05 Budget Requests: COA Administration
and Outreach - $98,628, COA Nutrition - $5,125, COA Community Programs - $36,165, COA
Support Services - $76,943, Adult Day Care - $46,033, Veterans Administration and Benefits -
$48,399, Services for Youth - $85,000, and Developmentally Disabled - $14,839. Across the
board reduction of $19,262 would mean increase in the Senior Health Monitor co-pay and
Selectmen’s Meeting – January 7, 2004
reduction in Senior Health Monitor expenses, the newsletter would be sent 6 times a year rather
than 11, and they would defer and reduce the outsourced cleaning and maintenance through
longer times between cleanings. A value driven reduction of $25,929 would include all the
reductions from the across the board reduction, plus the elimination of coffee and bottled water
served at the senior center, reduction of translation services and newspaper subscriptions,
reduction in money to support senior center and adult day programming, and reductions in
nutrition supplies.
Town Clerk
Donna Hooper presented the Town Clerk’s FY05 Budget Requests: Town Clerk Administration
- $169,324, Board of Registrars - $23,125, Elections - $92,940, and Records Management -
$9,300. Across the board reduction of $11,846 would result in the elimination of mailing state
election warrants, reduce contractual services, quantity of annual street lists published, printing
expenses, training and professional development, and would eliminate annual codification
updates. A value driven reduction of $12,529 would include all items from across the board
reduction plus reduction electronic access to law books.
Police
Chief Chris Casey presented the Police Department’s FY05 Budget Requests: Police
Administration - $ 955,130, Patrol and Enforcement - $2,410,249, Parking Meter Maintenance -
$52,814, Investigation/Prevention - $484,674, and Combined Dispatch - $403,635. Across the
board reduction of $193,495 would result in reduction of 2 positions (1 lieutenant and 1
sergeant), reduction of Patrol Equipment (1 vehicle), salary savings, between vacancy and hire.
A value driven reduction of $148,842 would result in the elimination of 2 positions (1 lieutenant
and 1 Sergeant).
Executive Session
Upon motion duly made and seconded, it was voted by roll call vote: Mr. Kelley, Mrs.
McKenna, Mr. McSweeney, Mrs. Krieger and Mr. Kennedy to go into executive session for
discussion of labor negotiations with no intent to return to open session.
Upon motion duly made and seconded, it was voted to adjourn at 10:25 p.m.
A true record, Attest:
Lynne A. Pease
Executive Clerk
Selectmen’s Meeting
January 12, 2004
A regular meeting of the Board of Selectmen was held on Monday January 12, 2004 in the
Selectmen's Meeting Room at 7:30 p.m. Chairman McSweeney, Mrs. Krieger, Mrs. McKenna,
Mr. Kennedy, Mr. Kelley, Mr. White, Town Manager, Mr. Lahey, Town Counsel, and Ms. Tap,
Recording Secretary, were present.
Public Comment
Jill Hay, Precinct 4, who said she was speaking for 20 or more other residents, said that they
moved to Lexington because of the school system and the excellent services. They are dismayed
at the divisiveness of the override election in June and the cuts to town services made. They
want the Selectmen to put forward an override – a budget without cuts.
A number of other residents also spoke in favor of being offered an override.
Lorraine Founier asked the Selectmen not to put forward an override.
The Selectmen urged them to remain involved in the process.
Mr. Byron Blanchard, 16 Round Hill Road, reiterated his request for due administrative process
in his disagreement with the town about plowing the snow from his street.
Noise Advisory Committee Charge
Upon motion duly made and seconded, it was voted 4-1 (Krieger) to approve the charge of the
Noise Advisory Committee, as amended.
Committee Appointments
Noise Advisory Committee
Upon motion duly made and seconded, it was voted to appoint the following people to the Noise
Advisory Committee:
Andrew MacAleer, to a three-year term to expire September 30, 2006
Ted Page to a three-year term to expire September 30, 2006
Julian Bussgang to a one-year term to expire September 30, 2004
Anthony Galaitsis to a two-year term to expire September 30, 2005
Myla Kabat Zinn to a one-year term to expire September 30, 2004
Martha Wood to a two-year term to expire September 30, 2005
Mark Corr to a two-year term to expire September 30, 2005
Jim Fearnside (Board of Health) to a three-year term to expire September 30, 2006
Mrs. Krieger will be the Selectmen liaison.
A member of the Chamber of Commerce – to be recommended.
Selectmen’s Office – January 12, 2004
Comptroller/Finance Director Search Committee Appointment
Upon motion duly made and seconded, it was voted to appoint Mr. Kennedy as the second
Selectman on the Comptroller/Finance Director Search Committee.
Tax Deferral and Exemption Study Committee
Upon motion duly made and seconded, it was voted to approve the charge of the Tax Deferral
and Exemption Study Committee.
Upon motion duly made and seconded, it was voted to appoint the following people to the Tax
Deferral and Exemption Study Committee:
Norman Cohen
Marilyn Campbell
Jane Trudeau
Vicki Blier
Peter Kelley will be the Selectmen liaison.
Building Finance Advisory Committee
Upon motion duly made and seconded, it was voted to appoint John Austin to the Building
Finance Advisory Committee.
Historic Districts Commission
Upon motion duly made and seconded, it was voted to reappoint Ian Adamson to the Historic
Districts Commission representing the Lexington Historical Society for a term to expire
December 31, 2008.
Upon motion duly made and seconded, it was voted to reappoint Lynn Hopkins to the Historic
Districts Commission representing the Lexington Arts & Crafts Society for a term to expire
December 31, 2008.
Tree Committee
Upon motion duly made and seconded, it was voted to appoint James Jones to the Tree
Committee for a term to expire September 30, 2004.
Annual Little League Parade
Upon motion duly made and seconded, it was voted to approve the request of the Lexington
Recreation Department and Lexington Little League to kick off the 2004 season with a parade on
Saturday, May 1, 2004 from 9:30 a.m. to 11:00 a.m.
Selectmen’s Meeting – January 12, 2004
Budget Presentations
Library
Library Director Carol Mahoney presented the Library Budget Requests for FY05: Library
General Services - $553,598; Adult Library - $837,807; Children’s Library - $314,159; Branch
Library - $74,134.
Mrs. Mahoney indicated that circulation has been at about 389,000 while the library has been
located at Cary Hall —versus 698,000 when at its original location. She predicts a large increase
as soon as they move back to the renovated building. She indicated that she might be able give a
date for the move back after the next Library Trustees meeting. She expressed her hope that the
library's most critical functions will be funded in FY05.
Mrs. McKenna asked for a breakdown on part-time employees and their benefits. Mr.
McSweeney asked if the East Branch could be closed. Mrs. Mahoney indicated that its small
size, slower pace and reliable book inventory make it a favorite of many residents, young and
old. She commented that the two library staffs have developed a closer relationship over the past
couple of years.
Planning
Planning Director Glenn Garber presented the Planning Budget Requests for FY05: Planning -
$192,947.
Regarding the planning intern position, Mr. Garber indicated that the department's current intern,
Caitlin O'Connor, is being funded to a large extent by a stipend provided by MIT. Mrs. McKenna
suggested seeking grants for planning projects. Mr. McSweeney requested a report on the
department's revenue.
MIS
MIS Director Connie Rawson presented the MIS Budget Requests for FY05: MIS
Administration – $331,865; Web Development - $13,700; Municipal Network - $5,000.
Mrs. Rawson provided some background on the evolution of the town's information systems
since 1985 and described current efforts to develop school department/municipal shared IT
services.
Regarding the town's webpage, Mrs. Rawson believes a webmaster is needed. Currently a person
in each department is responsible for web material, but keeping the site current is difficult.
Selectmen’s Meeting – January 12, 2004
Executive Session
Upon motion duly made and seconded, it was voted at 10:30 p.m. by roll call vote: Mr. Kelly,
Mr. Kennedy, Mrs. Krieger, Mrs. McKenna, and Mr. McSweeney, to go into Executive Session
for the purpose of contract negotiations, with no intent to return to open session.
A true record, Attest:
Elissa M. Tap
Recording Secretary
Selectmen’s Meeting
January 14, 2004
A regular meeting of the Board of Selectmen was held on Wednesday, January 14, 2004 in the
Selectmen’s Meeting Room at 7:30 p.m. Chairman McSweeney, Mrs. Krieger, Mrs. McKenna,
Mr. Kennedy, Mr. Kelley; Mr. White, Town Manager; and Ms. Pease, Executive Clerk were
present.
Appointments/Resignations
Upon motion duly made and seconded, it was voted to appoint Maureen Lagarde and Gerard
Moloney to the Building Finance Committee.
Upon motion duly made and seconded, it was voted to accept the resignation of Niels Sokol from
the Housing Partnership Board, effective immediately.
Upon motion duly made and seconded, it was voted to appoint Jeri Foutter, representing
Cambridge Savings Bank, to the Housing Partnership Board, to fill unexpired term to expire
September 30, 2005.
Budget
Board of Selectmen
Mr. McSweeney presented the Selectmen’s FY05 Budget Requests: Selectmen Administration -
$131,133 and Legal - $225,000. Across the board reduction of $6,760 and a value driven
reduction of $9,267 from the Selectmen’s budget would mean reduction of recording secretary’s
hours and reduction in Selectmen Project expenses. An across the board reduction of $12,010
and value driven reduction of $16,000 from the legal budget would result in reduced budget for
legal services.
Department of Public Works
Mr. Hadley introduced and the Board welcomed Dennis Meehan, the new Superintendent of
Water and Sewer.
Mr. Hadley, Director of DPW, presented the Department of Public Works FY05 Budget
Requests:
Oversight - $1,038,548, DPW Administration - $315,276, Engineering - $349,064, Street
Lighting - $308,489, Parking Lot Maintenance - $65,719, Highway Summary - $1,848,613,
Highway Maintenance - $883,656, Road Machinery - $464,957m Snow Removal - $500,000,
Public Grounds - $1,176,012, Parks - $757,955, Forestry - $204,190, Cemetery - $213,867,
Refuse Summary – $3,443,941, Refuse Collection - $727,408, Recycling - $893,173, Refuse
Disposal - $1,823,360, Building Maintenance - $763,548, Transportation Summary - $454,028,
and Lexpress - $454,028. Across the board reduction of $354,798 would result in not rehiring
Cemetery position, not rehire 2 highway positions, not rehire pubic building maintenance
position, not replace a position moved to water/sewer department, devote 1.5 engineering
positions entirely to capital project management, increase in directed funding,
Selectmen’s Meeting - January 14, 2004
increase DPW fees, and cut expenses in every department. A value driven reduction of $375,267
would include all items from across the board reduction plus eliminate a position in the Public
Grounds department.
As part of Mr. Hadley budget presentation, he proposed the addition of a Superintendent of
Environmental Services to oversee the Environmental Services Division and provide grant
writing for DPW and the Town.
Mr. Kennedy did not advocate adding a grant writer position but felt this proposal was great
because the Town already has a person in place with the experience and expertise.
Mrs. McKenna sees the grant writer as a full time position that belongs in the Town Manager’s
Office as part of his team working with all departments. She indicated that Director of
Environmental Services was an unnecessary position being created to maintain one employee,
Robert Beaudoin. As part of goal setting we had a presentation on the value of the grant writing
position and we should create the position to accomplish the goal, not because of an individual.
Upon motion duly made and seconded, it was voted to adjourn at 10:50 p.m.
A true record, Attest:
Lynne A. Pease
Executive Clerk
Selectmen’s Meeting
January 21, 2004
A regular meeting of the Board of Selectmen was held on Wednesday, January 21, 2004 in the
Selectmen’s Meeting Room at 7:30 p.m. Chairman McSweeney, Mrs. Krieger, Mrs. McKenna,
Mr. Kennedy, Mr. Kelley; Mr. White, Town Manager; Mr. Lahey, Town Counsel, and Ms.
Pease, Executive Clerk were present.
Public Comment
Judy Fine Edelstein, Saddle Club Road, spoke about the importance of supporting an override
this year.
William Hadley, DPW Director, updated the Board on the removal of double poles in Lexington.
Per Mrs. McKenna’s request, Mr. Hadley will provide the current double pole information to the
Electric Utility Ad Hoc Committee for their review and ask them to report back to the Selectmen
whether they agree with the numbers or not.
Local Aid/Route 128/3
Senator Havern and Representative Kaufman were asked about the status of the Governor
signing the request regarding allowing restaurants in Lexington with less than 99 seats to have a
liquor license. They responded that it is on the Governor’s desk awaiting his approval and they
believe he will approve it and that we will know by Monday.
Ed LoTurco updated the board on the status of work in the Paint Rock area along Route 128 near
the Route 3 interchange and the need for noise barriers.
Senator Havern and Representative Kaufman feel it is very important to act quickly on this issue
in order to get the noise barriers done before the roadwork is done in June. Need to keep up the
pressure by writing letters and e-mailing the governor. The Governor takes notice when he hears
from the community and its leaders. The Governor vetoed the noise barriers, but the House and
Senate are reconsidering. That is expected to happen by next week. Senator Havern will provide
the Selectmen with suggested language for writing letters to the Governor. Mrs. McKenna asked
if the Selectmen should request a meeting with the Governor and the answer was definitely yes.
Senator Havern and Representative Kaufman discussed local aid. Their best guess is that the
House and Senate will level fund local aid. Both felt it was very unlikely that there would be an
increase in local aid.
Budget
Community Development
Steve Frederickson presented the Building Inspection portion of the budget and Karen Mullins
presented the rest of the Community Development FY 05 Budget Requests: Building Inspection
- $335,561, Regulatory Support - $33,000, Conservation – $95,605, Public Health - $196,909,
Selectmen’s Meeting - January 21, 2004
Animal Control - $36,591. Across the board reduction of $29,937 would mean the elimination of
Sealer of Weights and Measures and a reduction of the Zoning Enforcement Officer to part-time
(12 hours). A value driven reduction of $40,300 would include the reductions from the across
the board plus the reduction of the Conservation Assistant to less than 19 hours.
Discussed the possibility sharing the Animal Control office and building with Bedford because
they have an Animal Control Officer. Discussed the fact that the Town has control on dog
license fees. Currently there are approximately 2400 dogs in Lexington that pay an average
$12/dog for a license. There is a possibility of using the Dog registration to fund an Animal
Control Officer.
Mrs. McKenna requested an additional column be added to the existing spreadsheet showing the
income by department. Mr. White said he could provide an accounting by department of the
revenue that is collected and an inventory of the types of fees that generate that revenue.
Capital
Mr. White will provide the board with a detailed description of all the capital items at the
meeting on February 2, 2004.
School. The School has requested approximately $1 million worth of capital items: Hastings
Stress Crack - $85,000, Harrington Gym Floor - $120,000, Estabrook Roof Repairs - $85,000,
High School Roof Repairs – $75,000, Hastings Roof Replacement - $125,000, High School
Auditorium Lighting - $165,000, System Wide Technology – $250,000, High School Indoor
Track - $100,000.
DPW. Peter Chalpin, Engineering, reviewed the prioritized list of DPW Capital items: Building
Envelope requests include: Re-sleeve Town Office Building Elevator - $85,000; Cary Hall
Audio-Visual Upgrades - $150,000, ADA Improvements - $50,000, Upgrade 1993 Facilities
Study - $100,000, Replace Visitors’ Center Electric - $100,000. Other DPW capital items:
DPW Equipment - $500,000, Street Related Improvements - $1,000,000, Storm Sewer
Improvements - $150,000 (Enterprise Fund), Traffic Improvements for design (Maple/Mass,
Concord/Waltham) - $85,000, Sidewalk Improvements at School - $100,000, Water Distribution
Improvements - $850,000 (Enterprise Fund). Sanitary Sewer Improvements - $600,000
(Enterprise Fund).
There was a discussion on what Cary Hall will be used for after the library moves to their new
building. Mrs. McKenna requested that the Cary Hall Reuse Committee make a presentation to
the Selectmen on the plans being considered for Cary Hall.
Recreation. Recreation capital requests include: Kineen Playground Upgrade - $35,000 and
Adams Tennis, Basketball, Playground - $130,000 (Enterprise Fund).
Selectmen’s Meeting – January 21, 2004
Fire. William Middlemiss, Acting Fire Chief, reviewed the Fire Capital items: Replace Fire
Alarm Bucket Truck - $98,500 (withdrawn-share with DPW) and Replace Engine #2 - $233,600
($111,000 from stabilization fund).
George Burnell, Capital Expenditures Committee, stated that the Committee supports all of the
school capital items, elevator repairs, ADA improvements, Cary Hall upgrades, street
improvements, Kineen Playground and Adams. The Committee is unanimously opposed to the
$100,000 for the Facilities Study. They believe that the Building Finance Committee is
following the model of the previous study, and that they will draw volunteer expertise to produce
the needed information to advise the Selectmen, PBC, Capital and Town Meeting. They hope
that equivalent work can be done on the school side in an integrated way. The Committee
unanimously recommends that instead of the $100,000 for Facility Study, the building envelope
appreciation should include two smaller studies: 1) DPW Facility evaluation ($30,000), and 2)
current school administration offices needs to be addressed. Although that is in the school
domain, it is a town facility and needs to be taken care of. The PBC has agreed to evaluate the
physical condition of the building, its ability to handle the program needs and the cost involved
in addressing its inefficiencies. The PBC has requested that $25,000 be provided to support their
work on this visible town asset.
Town Manager
Assistant Town Manager Linda Vine reviewed the Town Manager FY05 requests:
Organizational Direction and Administration - $278,995, Human Resources - $41,775, Town
Report - $6,000, Misc. Boards and Committees - $8,755, and Public Celebrations Committee -
$25,000.
An across the board reduction of $17,658 and a value driven reduction of $18,677 would include
removing the HR position from the Manager’s Office and some of those functions would be
reallocated among other Manager staff, decentralized or outsourced. Manager employees would
need to coordinate even more closely and establish a clear communication process with all
departments. There would be less proactive dissemination of information regarding some
aspects of employment opportunities, and there will be less involvement of the community and
other stakeholders in the recruitment process.
The following position changes have occurred in the Manager’s Office: Organizational
Direction and Administration included the Town Manager, Assistant Town Manager,
Management Analyst and Office Manager/Executive Secretary and will now be done by Town
Manager, ¾ Assistant Town Manager, ½ Management Analyst, and Office Manager/Executive
Secretary. The Human Resources included ½ HR Generalist and ½ Department Clerk and will
now be done by 1/2 Management Analyst and 1/4 Department Clerk. The Benefits consisted of
Benefits Manager and ½ Department Clerk and will now be done part time by the Revenue
Officer and ¾ time by the Department Clerk. The General Insurance used to consist of ½ HR
Generalist and will now be done by ¼ of Assistant Town Manager.
Selectmen’s Meeting – January 21, 2004
The position changes will be discussed and reviewed by the Personnel Advisory Board to see
what help or suggestions they may provide.
Mrs. McKenna requested a breakdown be provided at the next meeting of what money would be
saved where from the reduction of two positions in the Town Manager’s office.
Mrs. McKenna asked the Board to think about moving the $6,000 from the Municipal Services
and Expenses line item to the Economic Development line item (which includes Tourism) so that
the Battle Green Guides is reflected correctly.
Mr. White will provide a list of Professional Services expenditures at Mrs. McKenna request.
He also will provide what the FY04 expenditures for Future Management from all accounts has
been.
Mrs. McKenna would like to see the Board as it analyzes the budget and talks about option ideas,
to be sure to consider the restoration of the utility payment for visitor center.
Shared Expenses
Assistant Town Manager Linda Vine reviewed the shared expenses: Insurance - $4,866,839,
Unemployment Benefits - $70,000, Police and Fire Medical - $53,965, Municipal Salary
Adjustment - $164,190, and Municipal Services and Expenses - $137,376.
Option C Ideas
Considering a number of proposals for implementation. Three categories: consider for
implementation in FY05, work toward with preliminary steps now, and not now. Option C ideas
that the Manager is already looking at implementing first include: customer service desk,
standardize document production, cross-training, fillable PDF forms, and decentralize payroll
and accounts payable processes. Option C items will be discussed again. Mr. White also raised
his concern regarding the Munroe School and the need for the Board to decide what to do with
the building. Mr. Kennedy asked about what opportunities might be available for sharing
systems with the schools. Mr. White explained that the MIS has been working closely with the
schools to combine systems and that the Manager is exploring other opportunities of sharing
municipal and school systems.
Mr. White took a moment to thank the staff for the tremendous amount of work they put into the
budget process.
Selectmen Liaison Reports
Hanscom Air Force Base
Mrs. Krieger explained that the base relocation and closing process has begun for Hanscom. The
criteria has been published and does not include any emphasis on the technological strengths of
the electronic systems command. There is a comment period and she suggests that Lexington
join Bedford, Concord, and Lincoln and send comments suggesting that the criteria be modified
Selectmen’s Meeting – January 21, 2004
to include technological strengths of the Hanscom AFB and the associated industry around that
supports that effort as well as the academic effort. Mrs. Krieger will draft a letter for review at
the next meeting.
Youth Services
Mr. Kennedy wants to provide information to the Board on starting up Youth Services Council.
He is looking for the Board’s support and a vote to move the process forward. Helen Cohen will
be providing the same information to the School Committee.
Concord – Extension of Liberty Ride
Mrs. McKenna will be at the Concord Selectmen meeting on Monday, January 26, 2004, to
discuss the possibility of extending the Liberty Ride to Concord and will be late for the meeting.
Upon motion duly made and seconded, it was voted to adjourn at 11:30 p.m.
A true record, Attest:
Lynne A. Pease
Executive Clerk
Selectmen’s Meeting
January 26, 2004
A regular meeting of the Board of Selectmen was held on Monday, January 26, 2004 in the
Selectmen's Meeting Room at 7:30 p.m. Chairman McSweeney, Mrs. Krieger, Mr. Kennedy, Mr.
Kelley, Mr. White, Town Manager, Mr. Lahey, Town Counsel, and Ms. Tap, Recording
Secretary, were present. Mrs. McKenna arrived at 8:20 p.m. She and other members of the
Tourism Committee had gone to Concord seeking support for the Liberty Ride.
Public Comment
A number of residents were present to ask the Board of Selectmen to provide an override
election to residents. They are dismayed at the effects on the community of the budget cuts and
the failed override vote in June 2003. They presented a petition signed by 850 people who feel
the same way.
Mr. McSweeney informed the audience that there is a summit meeting scheduled for Thursday,
January 29 at 6:30 p.m. in the Library Media Room at the High School. He urged them to attend,
as sharing information is important to the budget process.
Resignations/Appointments/Reappointments
Communications Advisory Committee
Upon motion duly made and seconded, it was voted to appoint Maria Kieslich to the
Communications Advisory Committee to fill a term to expire September 30, 2006.
2020 Vision Committee
Upon motion duly made and seconded, it was voted to appoint Nancy A. Tintendo to the 2020
Vision Committee to fill an unexpired term to expire September 30, 2004.
Upon motion duly made and seconded, it was voted to accept the resignation of John Bartenstein
from the 2020 Vision Committee, effective immediately.
Design Advisory Committee
Upon motion duly made and seconded, it was voted to accept the resignation of Sarah Harkness
from the Design Advisory Committee, effective immediately.
Battle Green Request – Lexington Minute Men
Upon motion duly made and seconded, it was voted to approve the request of the Lexington
Minute Men to use the Battle Green on Saturday, April 3, 2004 from 1:00 p.m. to 3:00 p.m. for
the reenactment rehearsal (with a rain date of April 10, 2004) and on Monday, April 19, 2004 for
the annual reenactment.
Selectmen’s Meeting – January 26, 2004
Hanscom Air Force Base – BRAC Closure Criteria Letter
Mrs. Krieger asked the Board to authorize Mr. McSweeney to sign a letter, on behalf of the
Board, to the Defense Department. The letter asks them to add to the criteria used in the BRAC
decision process of the economic importance of the research facilities at Hanscom Air Force
Base to thousands of area residents. Each HATS town will send a similar letter.
Upon motion duly made and seconded, it was voted to authorize the chairman to sign the letter.
Youth Services Council
Mr. Kennedy asked the Board to vote to support the development of a Youth Services Council
whose role it would be to identify and advocate services for youth, foster collaboration among
agencies on behalf of youth and recommend services and town funding for youth services.
Formation of a Youth Services Council is one of four recommendations of the Ad Hoc
Committee on Youth Mental Health Services. Of the four recommendations, this is the only one
that does not require funding and is an important step that could be taken in a year when funding
is scarce.
The council would be composed of representatives from the School Committee, Department of
Social Services, Recreation Department, Human Services Committee and Health Protection
Advisory Council, School guidance Special Education and health education staff and local
mental health practitioners.
Mr. Kelley indicated that he would like to see more structure of the council and member term
limits, to keep new ideas coming in. In response to Mr. McSweeney's question, Mr. Kennedy
answered that the Police Department would be involved as well.
Upon motion duly made and seconded, it was voted approve the formation of the Youth Services
Council with the understanding that the Ad Hoc Committee would bring back to the Board a
more structured proposal for the group.
Home for Little Wanderers – Therapeutic Foster Care Program
Mr. Mark Wigfall, Recruiter Coordinator for the Home for Little Wanderers' Therapeutic Foster
Care program, told the Board about the Home's programs to help abused, neglected and
abandoned children. He asked the Board to help to disseminate information about the services
the Home offers and the need for specialized foster homes for children between the ages of 10
and 17.
Mr. McSweeney urged him to contact and work with the Town's Social Services Department.
Selectmen’s Meeting – January 26, 2004
2004 Annual Town Meeting Warrant
The Board reviewed the draft Warrant for the Annual Town Meeting.
Mrs. McKenna asked that Article 34, Transfer of Property to LexHAB, be removed from the
Warrant, indicating she had not received enough information about the legal and monetary
implications for the Town.
Mr. Kelley asked that it be labeled LexHAB's initiative instead of the Selectmen's, indicating that
he needs to understand it better if it is to appear under his signature and the process is important.
Mrs. Krieger spoke in favor of leaving the article on the warrant so Town Meeting has a chance
to consider it. The information needed can be obtained before Town Meeting.
It was agreed to ask Mr. Derby to provide more information and ask Town Counsel to review it.
The Board could decide whether or not to include it at their meeting on February 2
Mrs. Krieger noted that she would be attending a Planning Board Meeting on Wednesday, Jan.
28 as a Metropolitan State Hospital Reuse Task Force member. AvalonBay will be presenting
their proposal to redevelop the hospital site at that meeting.
Mr. Patrick Mehr, TMM Precinct 3, asked that the language of Article 29, Senior Tax Relief, be
expanded. Mr. Lahey indicted that this could be done.
Upon motion duly made and seconded, it was voted to instruct the Town Clerk to include on the
March 2 ballot the question shown on page seven of the Warrant having to do with the
Selectmen granting licenses to sell alcoholic beverages and to use the wording shown in the draft
warrant.
Budget
Out of the Box Option C
The Board reviewed a list of Out of the Box-Option C ideas for making more efficient the
delivery of Town services. They are strategies that the Town Manager presented to the
Selectmen in recent months. A check mark was made by the Option C ideas he is currently
pursuing in response to the Board's direction. Mr. White asked for more guidance on the items
marked with a question mark.
The Board encouraged Mr. White to continue developing the ideas. Mr. White indicated that he
would come back to the Board before implementing any of them.
Selectmen’s Agenda – January 26, 2004
Tourism Committee's Proposal for the Liberty Ride FY05 Budget
Mrs. McKenna reported on the Tourism Committee's meeting with the Concord Board of
Selectmen relative to the Liberty Ride. The Concord Selectmen seemed receptive to having the
Liberty Ride extend its route into Concord's historic areas.
Michael Young, Budget Officer, Kerry Brandin, Masha Traber were present the Tourism
Committee's request for Liberty Ride Service in FY05 and to answer questions about the state of
its budget. The request and report on Liberty Ride were laid out in a document entitled FY05
Economic Development Request – The Liberty Ride, dated January 23, 2004.
During FY04, the service operated from July 1 until Columbus Day, 2003. The FY05 budget
includes increased expenses associated with a pilot project extending the Ride season from April
until Columbus Day. Last year, the Patriot's Day weekend was better financially for the Ride
th
than the 4 of July holiday.
The Ride has a current operational deficit of $24,913, less than the projected $45,423 deficit. The
Tourism Committee fully expects to raise the $24,913 before the 2004 Town Meeting begins, but
if not successful will not institute the pilot project. Publicity has been better this season and
fundraising is underway.
Mrs. McKenna presented more details of the Ride's financial operations. Mr. White suggested
that revolving accounting, akin to that used by the Recreation Department before it became an
enterprise fund, would be a good way to handle their finances, which straddle fiscal years.
Revenue Analysis
Mr. Young presented revenue information from his memo to the Board of Selectmen, dated
January 23, 2004, summarizing the types of revenue used to support departmental activities and
detail the fees and permit income collected by Town departments. Revenues generated by
departments are shown in the budget as local receipts. These include: tax levy revenues, State
aid, fees for service, charges for permits, rentals and grants, excise taxes, investment income,
payments-in-lieu-of-taxes and fines and forfeitures. FY03 local receipts totaled $9,722,315.
Mr. Young provided the Board with a breakdown of departmental revenues from fees and
permits.
Mr. Hamburger, Appropriations Committee, spoke to make the Board aware of an imminent
increase in the exempt bonding cost of $1.2 million in addition to the exempt debt. He said
Acting Comptroller John Ryan is seeking the best rates for the town. In response to his question
of when the Board will set the tax rate, the Board indicated that it would be in March. Mr.
McSweeney noted that there would be an increase of 10-13% in residents' tax bills.
Selectmen’s Meeting – January 26, 2004
Summit Meeting – January 29, 2004
Mr. White went over some budget scenarios for the Board to consider using at the summit
meeting on Thursday, January 29, 2004, in the high school library media room: operating Budget
assuming no override; operating budget assuming override; and incremental change FY04 vs.
FY05.
Mr. Kelley suggested trying to negotiate one-year contracts in the current collective bargaining
season to get the town through a bad economic time.
Executive Session
Upon motion duly made and seconded, it was voted by roll call vote, Mr. Kelly, Mr. Kennedy,
Mrs. Krieger, Mrs. McKenna, and Mr. McSweeney, to go into executive session for discussion
of labor negotiations, with no intent to return to open session.
Upon motion duly made and seconded, it was voted to adjourn the meeting at 11:00 p.m.
A true record, Attest:
Elissa M. Tap
Recording Secretary
Summit Meeting Minutes
January 29, 2004
A summit meeting was held on Thursday, January 29, 2004 at 6:30 p.m. in the Library Media
Room at the High School. Mr. McSweeney, Mrs. Krieger, Mrs. McKenna, Mr. Kennedy, Mr.
Kelley; Mr. White, Town Manager and Ms. Tap, Recording Secretary, were present.
School Committee Chair Tony Close announced that a 7.3% increase in the FY05 school budget
is required simply to maintain services. This budget will require an override and the School
Committee hopes the Selectmen will support this.
Mr. White reported some good news about local aid and new growth, but advised against using
free cash in the operating budget. Moody's informed us when we went to borrow money for
schools and roadwork that it is quite concerned about our use of cash reserves, as well as our use
of the pension holiday, combined with the failed override. Moody's maintained our AAA rating
but gave it negative outlook. That means we have two years to prove we have a plan for
improving our fiscal situation. Our AAA rating is very important when we want to borrow
money, in terms of interest rates and saves us a tremendous amount of money.
On a motion duly made and seconded, it was voted 3-0-2 (Mr. McSweeney and Mr. Kennedy
abstained) to put an override question on the ballot this spring that will at least include all the
items requested by the School Committee.
Mr. McSweeney asked for comments from the audience. Many residents made their feelings
known about an override and about the effects of recent cuts. Many support having an override
election.
Upon motion duly made and seconded, it was voted to adjourn the meeting at 8:50 p.m.
A true record, Attest
Elissa M. Tap
Recording Secretary