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HomeMy WebLinkAbout2021-11-30 SB-min Select Board Meeting November 30, 2021 A hybrid participation meeting of the Lexington Select Board was called to order at 1:06 p.m. on Tuesday, November 30, 2021 in person, and via Zoom meeting services. Present were Ms. Hai, Chair, Mr. Lucente, Vice Chair; Mr. Pato and Ms. Barry; Also present were Mr. Malloy, Town Manager; Ms. Axtell; Ms. Kosnoff, Assistant Town Manager for Finance; Ms. Hewitt, Budget Officer; and Ms. Katzenback, Executive Clerk. Mr. Pato arrived at 2:04pm. Ms. Hai stated that the meeting was being conducted via Zoom as posted with the agenda on the Town’s website. Ms. Hai provided directions to members of the public watching or listening via the Zoom application, regarding the procedure for making a public comment. Ms. Hai reminded Board members, staff, and members of the public about Lexington’s Standard of Conduct regarding civil discourse during Town Government meetings. CONSENT AGENDA 1. Select Board Committee Appointments No vote was taken on this item. This will be taken for consideration at the Board’s December 6, 2021, meeting. ITEMS FOR INDIVIDUAL CONSIDERATION Ms. Hai amended the order of the agenda and noted that Item 1- Approve FY2022 Tax Classification Rate Options will be taken up later on the agenda to allow time for Mr. Pato to arrive to the meeting. 2. FY2023 Proposed Budget - Finance Department Presentation Ms. Kosnoff explained that the Board will be reviewing level funded budgets from all departments. These level service budgets are planned to fit within the revenue allocation for the year, and it is expected that there will be a little bit of money left over for programming improvements. Capital requests are currently being reviewed by the Capital Expenditures Committee. The White Book is planned to be produced the first week of January 2022. Ms. Kosnoff, Assistant Town Manager for Finance, presented the Finance FY2023 proposed Budget. Level Service Requests: Comptroller $795,763; Treasurer/Collector $465,201; Assessing $785,564; and Utility Billing $74,700. Total Level Service Budget $2,046,528. Departmental Initiatives: Comptroller 1. The Employee Self Service (ESS) module went live in FY2021 and employees now have view access to their own information in the online portal. The Comptroller's office continues to work on implementing Tyler Content Manager (TCM) in conjunction with the IT department. This module is an integrated document management and archiving system that will further expand functionality for ESS and move the department closer to paperless processing. 2. Over the last year the Federal Government has appropriated billions of dollars for pandemic relief through FEMA, the CARES Act, and the American Rescue Plan Act (ARPA). The Town of Lexington has been allocated millions of dollars through these programs and the Comptroller's office has taken on tracking, accounting, documentation and reporting of these funds. This initiative will continue for several more years and we will continue to maximize the amount of funding available to Lexington. 3. Partner with the Treasurer/Collector to implement electronic Accounts Payable as requested by vendors to decrease the overall number of printed and mailed checks. Treasurer/Collector 1. Implement an online portal for accepting gifts and donations for the Town's trust and gift accounts. Staff believes our existing payment vendor UniPay can be used for this purpose and will be working to design and implement this online payment option in the coming year. 2. Explore online access to individual property tax accounts. 3. The Water and Sewer department recently implemented the tracking of miscellaneous receivables (backflow billing) in Munis. The Finance department expects to add supplemental tax billing, PILOTS and TDM payments to this process in the coming year. Assessor 1. Enhance productivity through adoption of new technology to support data collection and input activity, including income and expense data. 2. Archive and electronically store all historical property record cards currently residing in the Assessor's Office. 3. Develop procedures for addressing and resolving commercial abatements without litigation. Program Improvement Requests: None FY2023 Capital Requests: None In response to a question from Ms. Hai, Ms. Kosnoff explained that the Utilities line item charged to the Finance Department is for phone bills. The Finance Department manages the overall Town's cellphone bills. There is one cell phone account with Verizon, and it gets paid through the Finance Department. The Finance Department then bills out each other department and transfers are completed as needed. For this budget, some cell phone accounts that were not being used were eliminated and the departments were charged less, as the contract was reworked. Two lines were also added for the residential inspector analysts, so that they no longer need to use their personal phones. DOCUMENTS PRESENTED - Finance Department Proposed FY2023 Budget Presentation The Board took a five-minute recess. 3. FY2023 Proposed Budget - Recreation Department Presentation Ms. Battite, Director of Recreation and Community Programs presented the Recreation FY2023 proposed budget. Level Service Requests: Administration $430,078; Recreation $1,401,153; Pine Meadows Golf Course $550,800; Community Center $629,962; and Indirect Costs $286,104. Total Level Service Budget $3,298,097. Departmental Initiatives: 1. Implement the Key Findings of the 2020 Town of Lexington Community Needs Assessment along with the recommendations from the 2017 Recreation Facilities ADA Compliance Study in the development of the operational and capital improvement planning for the future needs of the community. 2. Recommend and implement Key Findings of the 2021 Athletic Fields Feasibility Study. 3. Continue the growth and implementation of the department's therapeutic, adaptive and inclusive recreation programming. 4. Explore alternative funding sources for the Recreation and Community Programs Department in order to sustain the Recreation Enterprise Fund and operations. 5. Support Town wide cultural and historic events. 6. Support Town wide diversity equity and inclusion initiatives. Program Improvement Requests:  Vehicle Replacement  Part-time Recreation Coordinator  Program Guide - Mailing & Printing  Community Center Furniture  Community Center Generator FY2023 Capital Requests:  Park and Playground Improvements  Park Improvements - Athletic Fields  Park Improvements - Hard Court Surfaces  Park Improvements - Site Amenities  Cricket Field Construction  Community Park Master Plan - Lincoln Park  Lincoln Park Fitness Stations Equipment  Lincoln Park Field Improvements  Pine Meadows Improvements  Pine Meadows Equipment  Pine Meadows Clubhouse Renovation  Town Pool Water Heater Replacement In response to a question from Ms. Barry, Ms. Battite explained that, over a six-month period, the outdoor tent has seen 45 scheduled hours of programming, and an additional number of drop-ins. Ms. Barry noted that she would like to see additional tents purchased for the Town, if possible.\\ In response to a question from Ms. Barry regarding funding for the Community Center, Ms. Battite explained that a fund established by Joel and Nancy Adler has met the $10,000 minimum to be moved over to public trusts. The Recreation Department is now working with the public trusts and the trustees to create that fund, which could be something like a friend’s group to help with some of this funding, based on its mission. In response to a question from Ms. Hai, it was explained that the PIR for furniture has been instrumental in getting some of the necessary items for the Department, such as handheld radios, a recumbent bike, and television monitors. In response to a question from Ms. Hai, Ms. Kosnoff explained that, without a generator, the Recreation Department is not able to remote-in due to IT issues. Ms. Hai stated that the Board would like more information on this item. In response to a question from Ms. Hai, it was noted that the tennis courts were last resurfaced in 2014- 2015, and the basketball courts were last resurfaced in 2009-2010. Mr. Pato joined the meeting at 2:04pm. In response to a question from Mr. Lucente regarding the proposal for a Master Plan for Lincoln Park, Ms. Battite explained that the current Master Plan dates back to 2001-2002. This proposal is to create a Plan that more holistically looks at the whole Park and all of the anticipated capital requests. In response to a question from Mr. Lucente, Ms. Battite explained that the current plan for the resurfacing of the Lincoln Park fields is for replacement, but there is the possibility of looking into other options for surfaces. Mr. Lucente agreed with the idea of an additional outdoor permanent tent/structure. He would also like to look at alternatives for a generator for this Department. He also asked about using the carriage house space for something other than storage in the future. DOCUMENTS PRESENTED: Presentation - Recreation and Community Programs FY2023 Proposed Budget Ms. Hai noted that the Board will now take up Item 1- Approve FY2022 Tax Classification Rate Options. 1. Item 1- Approve FY2022 Tax Classification Rate Options Upon a motion duly made and seconded, the Select Board voted 4-0 to establish a residential factor of 0.888 (plus additional decimals or rounding as needed) to result in a tax shift of 1.75; to move not to adopt the Open Space Discount; to move to not adopt the Residential Exemption; and to move to not adopt the Small Commercial Exemption. The Board took a five-minute break. 4. FY2023 Proposed Budget – Human Services Department Presentation Ms. Interess, Director of Human Services, presented the Human Services Department FY2023 proposed Budget. Level Service Requests: Administration $237,334; Veteran’s Services $91,554; Youth & Family Services $212,253; Senior Services and Community Programs $198,454; and Transportation Services $787,826. Total Level Service Budget $1,527,421. Departmental Initiatives: 1. Continue to identify and implement programming specific to diversity, equity, and inclusion, as well as participate in Town-sponsored racial justice initiatives. 2. Continue implementation of the CHNA 15grant funded work of the Mental Health Task Force that includes collaboration with Town, School, and community stakeholders to assess and respond to community mental health needs and provide aligned approaches in regard to prevention, intervention, and critical incident response services to the Lexington Community. 3. Continue implementation of action plan based on findings and recommendations from Age Friendly needs assessment. Collaborate on Comprehensive Plan with continued participation in an advisory and advocacy capacity. 4. Begin to implement transit regionalization plan, which includes viable steps towards regionalizing transportation services as well as a funding plan. Regionalization of transit services will enhance transportation through the network effect, create more coordinated services with acceptable minimum services levels, and identify sustainable funding mechanisms to further enhance transportation for all. 5. Continue to support and promote access to mental health services through direct therapeutic services as well as through the William James INTERFACE Referral Service. Program Improvement Requests: None FY2023 Capital Requests: None Ms. Hai stated that she would like the community to be made more aware of the services that this Department offers to veterans and their families. In response to a question from Mr. Lucente regarding age-friendly initiatives, it was explained that some of the Department’s next initiatives involve housing, including helping people to stay in their houses longer, taxes, and transportation. DOCUMENTS PRESENTED - Presentation - Human Services FY2023 Proposed Budget 5. FY2023 Proposed Budget – Town Clerk’s Office Presentation Ms. de Alderete, Town Clerk, presented the Town Clerk’s FY2023 proposed Budget. Level Service Requests: Town Clerk Admin $347,595; Board of Registrars $19,825; Elections $174,375; and Records Management $55,002. Total Level Service Budget $596,797. Departmental Initiatives: 1. Administration - Continue to provide important administrative services, including vital records, Public Records Requests, voter registration, outreach to all board and committee members, public meeting postings, Open Meeting Law and Ethics requirements as mandated by law, business licensing, and recording and archiving of decisions from the Board of Appeals, Planning Board and Historic District Commission. 2. Elections Administration - Administer Town/State/Federal elections in compliance with statutory requirements and regulation changes. Automatic Voter Registration continues to be a time- consuming initiative, increasing staff time in processing voter registrations. Absentee voting is expected to increase in the March 2023 Election as a result of the robust turnout to mail in voting in FY2022. The Town Clerk continues to be committed to relocating polling areas from schools to municipal buildings. There is one precinct remaining in an active school location (Bowman Elementary). 3. Vitals - Continue effective use of Commonwealth of Massachusetts Electronic Vital Records System for births and deaths. 4. Records and Archives - Continue migration of historic documents to Town's Laserfiche repository for public access. Continue to expand use of Laserfiche for administrative use and for public access. Program Improvement Requests:  Municipal Clerk Position - Additional Hours  Archivist/Records Manager - Additional Hours  Election Modernization - Poll Pads FY2023 Capital Requests:  Archives & Records Management In response to a question from Ms. Hai regarding the benefits for the increase in hours to the Archivist position, Ms. Kosnoff explained that this increase will push that position into being benefits eligible. DOCUMENTS PRESENTED - Presentation - Town Clerk FY2023 Proposed Budget 6. FY2023 Proposed Budget – Town Manager’s Department; Town Committees; Benefits; Insurance Presentations Ms. Labrecque, Management Analyst, and Ms. Graglia-Kostos, Director of Human Resources, presented the Town Manager’s Office FY2023 proposed Budget. Level Service Requests: Organizational Direction & Administration $925,283; and Human Resources $316,650. Total Level Service Budget $1,241,933. Departmental Initiatives: 1. Continue to support the Racial Diversity, Inclusion, and Equity Transformation plan and other social equity initiatives in coordination with the Select Board. 2. Work to support the organization's high-performance culture by providing directed team building to the newly constituted Senior Management Team. 3. Develop new revenue sources to support the budget, particularly the capital budget, by developing long-term debt management strategies to mitigate the impact of large project debt service. 4. Continue the initiative to develop organizational sustainability by passing on institutional knowledge, engaging mid-level managers in organization decision-making and selecting and training qualified individuals. 5. Finalize new fiscal policies, specifically the development of a sustainable funding model for the Capital Stabilization Fund and updating strategies for funding the Town's OPEB Liability. The next policy review will evaluate the funding model for the Recreation Enterprise Fund. Program Improvement Requests:  Full-time HR Administrative Assistant (PT to FT) FY2023 Capital Requests: None In response to a question from Ms. Barry, it was noted that the increase in membership dues anticipates bringing the line up to what is actually being spent. In response to a question from Ms. Hai, it was noted that the agreement with GIC has already been extended through June 2024. Ms. Hai noted that she would like for diversity to be at the forefront when considering new recruitment for the Department. It was noted that headhunting has been considered when recruiting for positions. In response to a question from Mr. Lucente, it was explained that the Town Manager’s car is part of the Police Department’s budget because it is planned that the police car will be driven by the Town Manager for a brief time (12-18 months) and then passed onto the Police Department to then be used for a number of years. Mr. Lucente noted that he wants to make sure that one Department’s budget is not being overinflated, while another is being underinflated. In response to a question from Ms. Barry regarding updating and automating the application process, it was explained that this is in the operating budget waiting to be completed. In response to a question from Mr. Pato, it was explained that the current projections do include the November 1, 2021, actuals. Ms. Labrecque, Management Analyst, presented the Town Committees FY2023 proposed Budget. Level Service Requests: Financial Committees $8,397; Miscellaneous Boards & Committees $10,500, and Town Celebrations $51,263. Total Level Service Budget $70,160. Program Improvement Requests:  Lexington Human Rights Committee Budget  Lexington Council for the Arts Expanded Programming FY2023 Capital Requests: None In response to a question from Ms. Hai regarding the Human Rights Committee PIR, Ms. Labrecque explained that this would live under the CEO and the money for it would be in the Town Manager’s budget. The Chief Equity Officer would be the one managing and coordinating the Committee. Mr. Lucente expressed concerns regarding not looking at committees holistically in Town. Ms. Barry stated that it might make sense for the Council for the Arts to be tied to the Economic Development Office. Mr. Lucente noted that he would like to see some funding spent toward training boards and committees. DOCUMENTS PRESENTED - Presentation - Town Manager's Office FY2023 Proposed Budget, Presentation - Town Committees FY2023 Proposed Budget 7. FY2023 Proposed Budget – Select Board Office Presentation Ms. Katzenback, Executive Clerk, presented the Select Board Office FY2023 proposed Budget. Level Service Requests: Select Board’s Office $260,001; Legal $395,000; Town Report $13,688; and PEG Access $610,113. Total Level Service Budget $1,278,802. Program Improvement Requests: None FY2023 Capital Requests: None In response to a question from Ms. Barry, Mr. Malloy explained that some training for boards/committees in Town could be completed through Town Counsel. He believes that training could be completed once or twice a year. DOCUMENTS PRESENTED - Presentation - Select Board Office FY2023 Proposed Budget ADJOURN Upon a motion duly made and seconded, the Select Board voted 5-0 to adjourn the meeting at 4:21 p.m. A true record; Attest: Kristan Patenaude Recording Secretary