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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