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HomeMy WebLinkAbout1992-01-BOS-min Pik SELECTMEN'S MEETING January 13, 1992 A regular meeting of the Board of Selectmen was held on Monday, January 13 , 1992 , in the Selectmen's Meeting Room, Town Office Building, at 7 : 30 p.m. Acting Chairman Eddison, Mr. Dailey, Mr. McSweeney; Mr. Cohen, Town Counsel ; Mr. White, Town Manager; Ms. Radway, Assistant Town Manager; and Mrs. Peters, Executive Clerk, were present. APPOINTMENT OF EXECUTIVE CLERK Mr. Eddison noted that Sara Peters has not been formally appointed to the position of executive clerk for the Board of Selectmen. Town Manager White presented a brief summary of her background. Upon motion duly made and seconded, it was voted unanimously to appoint Mrs. Peters executive clerk. Mr. Eddison welcomed Mrs. Peters on behalf of the Board, and spoke of Marion Snow' s excellent service to the Board, adding that she will be missed and that the Board will express its appreciation to Mrs. Snow at a future time. MINUTES Upon motion duly made and seconded, it was voted to approve as presented the minutes of the Selectmen' s meetings on December 9 and 16, 1991 . APPOINTMENTS. HISTORIC DISTRICTS COMMISSION Upon motion duly made and seconded it was voted to approve the reappointment of Richard S. Morehouse as the Selectmen' s representative to the Historic Districts Commission for a five year term expiring December 31 , 199,1. J907 1992 ANNUAL TOWN MEETING Upon motion duly made and seconded, it was voted to hold the first deliberative session of the 1992 Annual Town Meeting on Monday, March 23 , 1992 in Cary Memorial Hall at 8:00 p.m. HATS' GROWTH & DEVELOPMENT POLICY COMMITTEE Mr. Eddison reported on the current status of the proposed committee. He outlined what has evolved thus far towards organiz- ing the committee under the provisions of Chapter 40, Section 41 of the General Laws for the purpose of enabling the Air Force to channel funds from non-government organizations operating at Hanscom Air force Base, for the alleviation of traffic problems within the four towns around Hanscom Field. Mr. Eddison added that Concord Selectman William Sullivan had told him that Air Force legal advisors have questioned the legality of the Air Force entering into such an agreement under the wording of the statutes. Mr. Eddison recommended that the Minutes for the Meeting of January 13, 1992 2 Board not vote on Lexington' s joining the Growth & Development Policy Committee until this issue is resolved. He also recom- mended that representatives from TMMA be notified in advance and invited to the Selectmen' s meeting on the evening they plan to vote. CONSENT AGENDA USE OF BATTLEGREEN, MINUTEMAN Upon motion duly made and seconded, it was voted to approve the request of the Lexington Minute Men for the use of the Battle Green on the following dates: Sunday, April 5 , 1992 for rehearsal of the Reenactment of the Battle; Sunday, April 12 , 1992 as a rain date for the rehearsal ; and Monday, April 20, 1992 for the Reenactment of the Battle of Lexington. ONE DAY LIQUOR LICENSE. ST. NICHOLAS GREEK ORTHODOX CHURCH Upon motion duly made and seconded, it was voted to approve the application of St. Nicholas Orthodox Church, Meriam Street, for a One Day Liquor License on January 25 , 1992, from 7 : 30 p.m. to 12 midnight. ABATEMENTS OF WATER SEWER & DEMAND CHARGES Upon motion duly made and seconded, it was voted to approve the abatement of water charges in the amount of $44 , 495 .41 and sewer & demand charges in the amount of $53 , 799.66. COMMITMENTS Upon motion duly made and seconded, it was voted to approve the commitment of the following charges: Street Opening Permits $230. 25 Cycle 9 December Water $97,828. 79 Additional Water Charges $257 .20 Additional Sewer Charges $546. 52 TOWN MANAGER HURRICANE BOB CLAIM Mr. White reported the Town's claim for reimbursable expenses relating to Hurricane Bob has been finalized by the state emergency management agency in the amount of $188, 733. $142 , 733 is the federal reimbursement share ( 75%) , and awaits congressional approval before payment can be received. He added the State is expected to contribute 12 . 5% toward approved damages, ( $23 , 592 ) and the remaining 12 . 5% of the claim is the Town' s responsibility. INNINA The Board authorized Town Manager White to pursue the State for appropriation of its share ( $23 , 592 ) of the reimbursement. rm Minutes for the Meeting of January 13 , 1992 EXECUTIVE SESSION Upon motion duly made and seconded, it was voted 3-SO by roll call vote: Mr. Eddison, Mr. Dailey and Mr. McSweeney, to go into executive session for discussion of matters of land acquisition and potential litigation, the disclosure of which might adversely affect the interests of the Town, with no intent to resume open session. Upon motion duly made and seconded, it was voted to adjourn at 8 : 33 p.m. A true record, Attest f1441 /- /4)4 Sara I . Peters Executive Clerk iamb f Soft SELECTMEN'S MEETING January 15 , 1992 A regular meeting of the Board of Selectmen was held on Wednesday, January 15 , 1992 , in the Selectmen' s Meeting Room, Town Office Building, at 7 : 34 p.m. Chairman Smith, Mr. Eddison, Mr. Dailey, Mr. McSweeney; Mr. Cohen, Town Counsel ; Mr. White, Town Manager; Ms. Radway, Assistant Town Manager; and Mrs. Peters, Executive Clerk, were present. FY93 BUDGET OVERVIEW Town Manager White began his budget overview by saying that the primary goal for this year' s budget submission is to maintain a core of essential municipal services. He added that this goal can not be achieved without a major infusion of new revenue and reductions in some services. Using charts he outlined a number of critical policy issues to be decided in the preparation of this year's budget, which is based on estimated expenditures of 66. 2 million dollars balanced by estimated revenues of 21 . 6 million dollars in receipts and 44 . 6 million dollars in tax levy. He noted that the projected median assessment for a home in Lexington is $217 ,000; that the owner of the median valued home will pay real estate taxes of $2 , 653 . 91 in FY92 ; and that this homeowner will pay approximately $67 dollars more in FY93 , a 2 . 5% increase if this proposed budget is adopted. He added that a residential tax rate of $12 . 54 and a commercial rate of $24 . 42 will be needed to support this budget. Mr. White reported that reductions in anticipated revenue from local receipts and free cash, coupled with fixed cost increases in pension, debt service, health insurance and assessor' s overlay accounts, have created a serious revenue deficit of approximately 3 . 8 million dollars. He recommended the town also anticipate a 10% reduction in local aid from the state. To deal with this projected deficit, Mr. White recommended that a wage freeze for all town employees be instituted, 27 town positions be eliminated, and the establishment of an enterprise account for refuse removal and disposal be considered, at an estimated cost to residents, receiving refuse removal services, of approximately $200 annually. He reported that the cost of providing refuse removal in Massachusetts is expected to increase dramatically in future years, since there will be fewer landfills or "licensed waste to 'oft energy" facilities in the state, thus making it more and more costly for the Town to continue to provide this service. He added that more than 75% of Public Works operations and 100% of Department of Recreation operations are presently supported on such a fee-for -service basis . Pima Minutes for the Meeting of January 15 , 1992 Mr. White discussed his concerns with too heavy a reliance on revenue received from real estate taxes, which have fallen 15% for residential properties and 50% for commercial properties. He also reported that the amount of free cash available to support this year' s budget is a fraction of what was available last year. To help balance this shortfall , Mr. White recommended reductions in almost all department requests, including a $500,000 decrease in the school budget. He noted that most staffing reductions over the past 11 years have occurred within General Government ( 30%) and Public Works ( 10. 68%) programs. In conclusion, Mr. White said that the FY93 budget process will be one of Lexington' s most difficult; that reducing or eliminating services can be disruptive for everyone; and that every effort will be made to preserve existing services. He added that this budget will require the town to assume a higher public safety risk profile and to do more with less in the program areas of General Government, Library, Public Works and Education. Mrs. Smith thanked Mr. White and commented that knowing how much the Town Manager cares about providing good services, this mos must have been a very unpleasant and difficult message to prepare and present. She commended him for giving the Town this well thought out budget, and added that the Selectmen now have a number of difficult decisions to make. In response to a question from Theodore Mairson, 29 Lawrence Lane, as to what advantage there would be in establishing an enterprise account for the collection of trash, Mr. White said it would fund a necessary service outside the tax levy. Robert Enders, 11 Kimball Road, asked what would happen to citizens on fixed incomes, the elderly and the unemployed if there were a Proposition 2 1/2 override voted, and was told that there are provisions for the elderly, but none for the unemployed except to permit a postponement of the payment of real estate taxes in some limited circumstances. Stella Liu, 429 Waltham Street , asked for an explanation of what the assessors' overlay was and why it was necessary. Mr. White answered this and explained that the additional funding is required to enable the Assessors to do a full rather than a partial reevaluation every three years as required by State statute. BUDGET REVIEWS LIBRARY Library Director Robert Hilton presented a summary of last year' s library activity. He reported that the Board of Library Trustees has approved a 2% reduction budget which includes closing the branch library in East Lexington evenings ( $5 ,000 ) and a reduction in the book budget ( $10,000) . He questioned the proposal to maintain or increase Sunday library hours and close on Fridays, which is the least busy Main Library day, replacing Friday with Sunday as a regular staff Minutes for the Meeting of January 15 , 1992 3 working day. He noted that pre-school children and patrons interested in information and education regularly use the library on Fridays, albeit in lesser numbers. He added that increasing Sunday hours to make it a regular working day for staff would be more expensive since it would require paying regular staff, who earn more than part time staff, time plus one half or double time on Sundays. Mr. Hilton argued against closing the East Lexington branch library, noting that the branch circulation has gone up, so that costs per circulating book is actually cheaper at the Branch. He added that the terms of the gift of the branch to the Town may require that the building stay under the control of Cary library Trustees, and may restrict its use , and that any use should be appropriate to the historic value of the building. He also noted that there was a very worthwhile literacy program being carried on at the Branch library that should not be dropped. Also discussed was the question of whether some State Aid might be lost if the library budget were cut. Mr. Hilton recommended the library continue to be open on Fridays , that the Branch library be closed evenings and, if wig mandated, the Main Library be closed on Sundays. Mr. Dailey, speaking as Chairman of the Library Board, said he felt uncomfortable about level funding or cutting the budget, when the School Committee has requested a 5 1/2% increase in its budget. Other Board members agreed. Mr. Eddison asked whether it could be verified that State Aid could be lost if the library budget is cut , and if another location could not be found for the literacy program. He thought that more information was needed on the ramifications of closing the Branch library since it is in the Town Manager's proposal , and he asked for figures on Friday closings vs Sunday closings at the Main Library. Mr. McSweeney asked whether fees (other than for cards, etc. ) could be charged for the use of the library. Mr. Hilton felt that the library should be basically free, following tradition. Mr. Dailey commented that for the past several years, the same number of staff has continued to maintain service as circulation has risen sharply. Theodore Mairson, 29 Lawrence Lane, noted a trend, occurring over the last several years, of professional librarians leaving public service for private industry as budgets shrank in the public sector. He hoped that the Friday closings would be reconsidered, and said he thought it would be cruel of the Town to interfere in how the Library allocates its budget as long as sow it stays within its budget. LEXPRESS Sara Arnold, Chairman of the Transportation Advisory Committee, and Pauline Burke, LEXPRESS coordinator, gave a status report on the system after a full year on the 6 route system. They reported that the ridership/vehicle ratio was up; there was . r t rma Minutes for the Meeting of January 15 , 1992 4 a 5% increase in senior ridership; and a 10% increase in revenues. She added they are considering a 5% increase in fares next year. In response to questions from Mrs. Smith, Mrs. Arnold said the 6 route system was working well ; that riders appear to be adapting to the reduction of routes; and ridership has increased 14%. She added that the increase in student use was due to cuts in school bus service. Mr. McSweeney commented that he would like to see the fares reflect what it costs the Town to operate the service, which he recommended should be for the elderly and people who need the service. He added that he still sees empty buses or nearly empty buses pass his home. Mr. Dailey had questions about the company which provides the buses; what it costs the Town per ride; and what would be the penalty if the contract were canceled. He also asked and was told that the breakdown of the ridership was approximately 18% adults, 54% children and 25% seniors. Mr. Eddison commended Mrs. Arnold and Mrs. Burke for their excellent work in operating the bus service for the Town. FINANCIAL OPERATIONS Mr. White gave an overview of the budget requests for the Comptroller, Treasurer/Tax Collector, Assessor and Data Processing operations. Mr. Ryan, Comptroller, discussed employee benefits which are all non-salary benefits such as contributory and non-contributory retirement, pension funding, health and life insurance, and costs associated with the Retirement Board. He reported there are currently 351 retirees who receive gross pensions ranging from $244 to $36 ,000 per year. He added that the Town's appropriation level is intended to fully fund the system by the year 2028. He explained that there are 15 Town employees who receive benefits under the Non-Contributory Retirement System, who began State employment prior to July 1 , 1939. Mr. Ryan also noted that although no appropriations were made to the retirement fund in 1990 , there was a 15 . 26% increase in the market value of the retirement portfolio between the end of 1989 and the end of 1990 attributable to investment income alone. In response to a question from Mr. Dailey as to whether this good return on investment would lower the amount the Town must contribute to the retirement system, Mr. Ryan said no. Mr. Ryan also reported that escalating health insurance costs have led the Town to join with 16 communities to form the Peak West Suburban Health Group. The goal of the consortium is to lower costs associated with group health care and has resulted in a savings of $40,000 per year in administrative costs. Mr. Ryan summarized Lexington' s Debt Service status. He reported that recently the Town has obtained 5 . 5% capital financing due to Lexington' s excellent credit rating , adding that Lexington continues to retain its AAA bond rating from Moody' s. o omia Minutes for the Meeting of January 15 , 1992 5 Mr. Ryan reported that the current staffing in the comptroller' s office is 5 , down from 7 positions, and 4 1/2 down from 6 positions in the revenue officer' s office, mainly due to the increased use of computers. Mr. Eddison commented that he was impressed with the decrease in staffing levels, and in response to his question as to whether Mr. Ryan anticipated further reductions in staff, Mr. White noted that most levels had gone as low as possible in that department ' s staffing. Mr. Ryan praised the work of Assessor Harald Scheid who, in anticipation of the full reassessment required by the state in FY93 , has established a computer program that will help the assessors complete all the work by December 1992 . Mr. White added that all reevaluation, commercial as well as residential , will be done in-house, at considerable savings for the Town. Mr. McSweeney asked what an overlay reevaluation cost and was told it had been approximately $350 ,000 in FY92 for a factoring reevaluation, and would be approximately $1 . 1 million for a certification reevaluation in FY93 , since this involves oft checking each property separately. A discussion of the abatement process followed. Mr. Ryan praised the work of his staff, and the Board expressed its appreciation to Mr. Ryan for an excellent presentation. MINUTEMAN REGIONAL TECHNICAL SCHOOL. VOTE ON DEFERRAL OF TEACHERS' COMPENSATION FY93 Upon motion duly made and seconded, it was unanimously voted: that the Town of Lexington rejects the deferral of Minutemen Regional Vocation School District' s school teachers ' compen- sation for fiscal year 1993 as authorized by Section 3 of Chapter 336 of the Acts of 1991 . Upon motion duly made and seconded, it was voted to adjourn at 10 : 55 p.m. A true record, Attest ' if/11' Sara I . Peters Executive Clerk Pia SELECTMEN'S MEETING January 20, 1992 A regular meeting of the Board of Selectmen was held on Monday, January 20 , 1992 , in the Selectmen's Meeting Room, Town Office Building, at 7 : 38 p.m. Chairman Smith, Mr. Marshall , Mr. Eddison, Mr. Dailey, Mr. McSweeney; Mr. Cohen, Town Counsel; Mr. White, Town Manager; Ms. Radway, Assistant Town Manager; and Mrs. Peters, Executive Clerk, were present. 1 . 7 : 30 P.M. BUDGET REVIEW Mrs. Smith opened the meeting by outlining the procedure followed by the Selectmen for budget reviews. She added that no decisions would be made until the entire budget had been reviewed by the Selectmen. Before beginning scheduled budget reviews, Mrs. Smith invited Paul Hamburger, Chairman of the Capital Expenditures Committee, to give a preliminary report of the Committee's work, PIM noting that the Committee's charge is to work with Town Meeting and the Selectmen on the development of a capital program for the Town. Mr. Hamburger summarized the scope of the Committee' s work, discussing what capital improvements should be considered for Schools, Public Works, Fire and Police Departments, Libraries, Recreation and Conservation; as well as a review of the tax levy and enterprise funds. He added that the Committee would try to take a long view of: an evaluation of physical plants and deterioration rates; maintaining conditions by continuous invest- ment; examining all alternatives to get the most for the Town's money; keeping reserve funds for emergencies; and balancing needs with budget realities. Mr. Hamburger also presented a summary of current conditions at various schools and recommended a survey for the long term that could prevent poor investments. He reported that the Committee is considering a $1 million school request; that they think some investment is vital and hope to have a detailed position by report time. He briefly touched on other plants that they will examine in more detail later. The Board agreed it was important to keep the capital program going and thanked Mr. Hamburger for coming early with his report. BUDGET REVIEWS Pimmi POLICE DEPARTMENT Mr. White presented an overview of the Department' s budget. It proposes the elimination of 4 desk officer positions, with a new civilian position created that would replace an officer on the midnight to 8:00 a.m. shift, saving approximately $115 ,000. r. . Minutes for the Meeting of January 20, 1992 2 00.4 Other potential savings considered include reducing the Center patrols ( $120,000) , eliminating the DARE and accreditation programs ( $95 ,000 ) , and reducing the detectives' bureau by two positions ( $100,000 ) . Police Chief Paul Furdon reviewed Lexington's 1991 crime picture; and said that the Department was already understaffed, with some programs such as DARE, the police department's accredi- tation process and Center programs, which are already in jeopardy because of staffing cutbacks. He noted that it was his responsi- bility to make decisions about the deployment of personnel, and said he would do the best with what he is given. He added that residents have to be aware of these public safety cuts, which he said will deliver a crippling blow to public safety, since there was no way he could deliver the same services with less money. Mr. White agreed it was important for the Chief to have flexibility over manning decisions, but he hoped the Board would consider the elimination of the position of the desk officer, as having the least direct impact on the community. Mrs. Smith and Board members thanked Chief Furdon for his comments, and expressed the hope that there would be more money available next year for Lexington. INSPECTIONAL SERVICES Mr. White described the reorganization of the Inspectional Services Department, which will consolidate the departments of Health, Building/Inspection, Conservation and Board of Appeals into one department under Director of Inspectional Services, Steven Frederickson. The Town Manager added that the reorganiza- tion should result in improved service to the public and greater efficiency in handling all services relating to inspectional services. Mr. Frederickson noted that the budget cuts proposed are mainly in personnel and include the elimination of the Zoning Officer position and one part time clerical position. CONSERVATION Conservation Administrator Marilyn Nordby reviewed her budget requests. She noted that the biggest loss for the Commis- sion and the Town would be the elimination of the summer crew, who do most of the conservation trail clearing. FIRE DEPARTMENT Mr. White presented an overview of the proposed budget for the Fire Department, which includes a recommendation not to man the East Lexington fire station. The proposal which reduces the budget by 23%, would save the Town about $527 ,000 and would reduce personnel in the department from 59 to 47 . The Town Manager added that closing the East Lexington fire station is his recommendation, and that Chief Bergeron is very opposed to the proposal. _r e R Minutes for the Meeting of January 20, 1992 3 Chief Bergeron noted that this was his 15th budget. He reported there had been a decline in serious fires and an in- crease in the demand for ambulance service. He said that major building repairs are needed at the Central Fire Station. He added that the closing of the East Lexington Fire Station would result in a major change in response time, especially on the outskirts of town. He also expected problems with simultaneous alarms, as to what equipment should be sent where. Chief Bergeron discussed long term needs, including better training of fire fighters and the establishment of an assistant chief for training. He noted that the Assistant Chief' s car needs to be replaced. He added that they are studying an evalua- tion of the Town' s dispatch options, including consideration of a joint dispatch system, and a possible regional approach to service in the future. He said that the Headquarters Building needs major repair work, more protective clothing is needed and maintenance is needed on fire alarm boxes. Lt. Kenneth Donnelly, president of the Lexington Firefighters Union, said that the Union was not consulted on closing the East Lexington Fire Station. He thought the closure would produce too •,,,, long a call back time and questioned what level of risks are acceptable. He recommended a study be carried out before the proposed cuts are implemented. Mr. McSweeney suggested that Chief Bergeron provide a list of alternative money-saving proposals to the Board within the next two or three weeks. Upon motion duly made and seconded, it was to adjourn at 10: 20 p.m. A true record, Attest: cS( 17, 44 Sara I . Peters Executive Clerk sink SELECTMEN' S MEETING January 27 , 1992 A regular meeting of the Board of Selectmen was held on Monday, January 27 , 1992 , in the Selectmen' s Meeting Room, Town Office Building, at 7 : 37 p.m. Chairman Smith, Mr. Marshall , Mr. Dailey, Mr. Eddison, Mr. McSweeney; Mr. Cohen, Town Counsel ; Mr. White , Town Manager; Ms. Radway, Assistant Town Manager; and Mrs. Peters , Executive Clerk, were present. PUBLIC HEARING. GASOLINE STORAGE, BATTLE GREEN MOTOR INN Mrs. Smith opened the hearing by reading the Legal Notice and inviting the applicant, Mr. McGrath, to speak. He reported that Health Director George Smith had recommended that a contin- gency plan be submitted to provide for any spillage that might occur. Upon motion duly made and seconded, it was voted to continue the hearing until a contingency plan, approved by the Board of Health, has been received from the applicant. Sibs MINUTES Upon motion duly made and seconded, it was voted to approve as presented the minutes of the Selectmen' s meeting for January 13 , 1992 , and minutes of the Executive Session on January 13 , 1992 . BRUEGGER' S BAGEL BAKERY, COMMON VICTUALLER'S LICENSE Upon motion duly made and seconded, it was voted to approve the application for a Common Victualler License to operate a bakery/takeout at 413 Waltham Street, the license to expire on December 31 , 1992 . PROCLAMATION - "REPLACE" REQUEST Upon motion duly made and seconded, it was voted to declare April 1992 - "Child Abuse Prevention Month. " CONSENT AGENDA COMMITMENTS Upon motion duly made and seconded, it was voted to approve the commitment of the following charges : Street Opening Permits $247 . 50 Sewer Charges (cycle 9 bills ) : $1 , 500.00 Water Charges (cycle 9 bills, 3rd & 4th qtrs. 1991 ) $89, 907 .88 mos TRAFFIC ITEM, BASKIN AND WORTHEN ROAD Upon motion duly made and seconded, it was voted that the request of Marlis Schretter, that a "No Parking Here to Corner" sign be moved farther from the intersection of Baskin Road and Worthen Road, be referred to the Traffic Safety Advisory Commit- tee for review and recommendation. Minutes for the Meeting of January 27 , 1992 2 PUBLIC HEARING, Boston Edison, Conduits - Taylor Lane At 7 :45 p.m. Mrs . Smith opened the hearing on the petition of the Boston Edison Company for permission to install conduit in Taylor Lane. Edward Chisholm explained the work to be done . There being no comments in favor or in opposition, Mrs Smith declared the hearing closed. Upon motion duly made and seconded, it was voted to approve the petition, plan and order of the Boston Edison Company for a grant of location for installation of conduit in Taylor Lane. PINE MEADOWS GOLF COURSE IRRIGATION CONTRACT AWARD Mr. White reported that 10 bids had been received by the Town to install the irrigation system, and that the low bid of $40, 700 came from Scherbon Consolidated Inc. in Amesbury. Upon motion duly made and seconded, it was voted to award the contract to Scherbon Consolidated Inc . BUDGET REVIEW DPW/ENGINEERING Mr. White presented an overview of the operating budget for Department of Public Works (DPW) budget. He noted that water, sewer and refuse disposal enterprise programs are part of the DPW budget, and that without them, the DPW budget has been reduced by 8% this year. He added that there has been a 5 .4% decrease in the DPW budget over the last five years. Mr. White also said that further reduction of this budget equates to a reduction in services currently provided. Mr. White announced that the DPW unions have agreed to no wage increases for FY93 , and that they are the first organized units to do so . Richard Spiers , Director of DPW and Engineering operations, reported that the DPW/Engineering expense budget, not counting refuse and street lighting, has been reduced by $146 , 840 ( 10. 8%) from FY92 , and $240, 214 ( 16 . 69 ) since FY90 . He said that staff was reduced by 1 in 1990 ; 5 current vacancies have not been filled; and 2 more positions will be eliminated by July 1 , for a total reduction of 8 positions. He added that the DPW Adminis- tration budget was level funded Mr. Spiers said that overtime has been reduced considerably this year, with plans to reduce overtime spending even more in the future; the summer help program which hired 9 students to work on various crews in the summer has been eliminated, saving $20 , 000 ; and the Department as a whole averaged less than 3 sick days per person in 1991 . Mr. Spiers also reported that Engineering Services have been level funded since 1990 and its staff has been reduced by two. woo These reductions will mean instant engineering services will no longer be to the Planning and Conservation departments; survey work may be delayed during the construction season; and possibly contracting inspection services for resurfacing contracts. The Highway Maintenance division budget is down 24%. Summer help has been eliminated and 2 vacancies will not be filled. Overtime for painting street lines has been eliminated, and will Minutes for the Meeting of January 27 , 1992 3 be done on straight time. Accomplishments in FY90 and FY91 included starting a yard waste composting program and installing 15 benches in the Town center. The Park division budget was reported to be down 9% from FY92 , and down 22 . 7% from FY90 , with sick time averaging 2 1/4 days per employee. It was also reported that cuts would be made , especially in overtime work done around holidays; and that the loss of 2 employees plus 3 summer help may impact field lining frequency, conservation trail maintenance and beach maintenance at the Res. Mr. Spiers reported that the Cemetery division is level funded from FY92 and down 30 . 6% from FY90 , with sick time averag- ing 2 . 8 days per employee. He added that there are about 20 acres remaining undeveloped at Westview Cemetary, and they are considering a new system that will increase the number of graves per square acre. Also discussed with the Refuse budget was the Refuse Enter- prise Fund, proposed in this years Town Manager' s budget, to take refuse collection out of the tax levy. Under this proposal , the 10 , 533 households in Town would each be assessed approximately $121 . 31 per year. A combination of an annual assessment and a tag fee (on individual garbage bags collected) was discussed. Bill Hadley, Superintendent of the Water and Sewer Division ••• of Public Works gave a brief overview of how the proposed cuts in personnel and funds would affect his division. He noted that they have eliminated summer help and are reviewing essential non- emergency overtime . He noted that their budget was reduced 2 . 3% in FY92 and would be level funded in FY93 . Water and Sewer averaged 2 . 5 sick days per employee. Frank Fields, Town Engineer, discussed Capital Expenditures. DPW will recommend that future resurfacing of 25 miles of Town roads, maintenance of Cary Hall , and replacement of 7 , 900 feet of water main be postponed until FY94 . Mr. Spiers concluded his presentation by saying that the past few years have not been easy ones for the Public Works/Engi- neering Department , and that they have strived to provide more and better services while reducing its budget and working with the thoughts of layoffs and personnel reductions . He felt that great strides had been made in developing a true community service organization, and he hoped Lexington would continue to support the department. In response to a question, Mr. Spiers reported that MWRA assessments are up 45 . 6% for sewers and 10 . 6% for water. Mr. Eddison complimented the DPW on the ingenuity it has used to reduce its budget. Mr. McSweeney praised the work ethic displayed by the DPW, the very low number of sick days taken, and the unions for accepting a 0% increase in salaries. Mr. Marshall shared his colleagues' admiration for the Department' s efforts to rm. reduce its budget . Mr. Dailey also agreed with the remarks of the other Board members and noted that it appeared that one group in Town, the School Committee, was "laying back" to see what was going to happen in the budget process. Mrs. Smith described the DPW as an outstanding department, saying that the Town appreci- ates all it has done over the years; and complimented Mr. Spiers on an outstanding job done. , T Minutes for the Meeting of January 27 , 1992 4 rift Mr. Stephen Tripi , 12 Freemont Street , said that the Town should not try to fool citizens into thinking the trash rates will not go up. Mr. White commented that the Budget presents an overview of all options including a trash fee , and agreed that the cost of collecting trash will rise in the future which is one reason he wishes to get it off the tax levy. Mr. Marshall noted the budget must be balanced, and adopting a trash fee is one proposal made by the Town Manager to accomplish this. Mr. Bruce Collier, 2 Barberry Road, had concerns and ques- tions about the capital expenditures budget and what would be eliminated. Mrs. Jane Paggett, Chairman of the Appropriations Committee had questions as to what extent the DPW runs a payable operation. EXECUTIVE SESSION Upon motion duly made and seconded, it was voted 5-0 by roll call vote: Mrs . Smith, Mr. Marshall , Mr. Eddison, Mr. Dailey and Mr. McSweeney, to go into executive session for discussion of matters of collective bargaining and litigation, the disclosure of which might adversely affect the interests of the town, with no intent to resume open session. Upon motion duly made and seconded, it was voted to adjourn at 10 : 35 p.m. tow A true record, Attest SPAIL/ 1‘ '61144 Sara I . Peters Executive Clerk Pm 0,4 4 Iw vow SELECTMEN' S MEETING January 29, 1992 A regular meeting of the Board of Selectmen was held on Wednesday, January 29 , 1992 , in the Selectmen' s Meeting Room, Town Office Building , at 7 : 30 p.m. Chairman Smith, Mr. Marshall , Mr. Eddison, Mr. Dailey, Mr. McSweeney; Mr Cohen, Town Counsel ; Mr. White, Town Manager; Ms . Radway, Assistant Town Manager; and Mrs. Peters, Executive Clerk, were present. BUDGET REVIEW. HUMAN SERVICES COUNCIL ON AGING Mrs. Smith began the reviews by outlining the process followed by the Selectmen for budget reviews. She added that no decisions would be made until the entire Town budget had been discussed by the Selectmen. Mr. White presented an overview of the Human Service budget , noting that the budget reflected a 1% decrease from last year' s budget, and that the $176, 324 budget is leveraged along with State money to amount to about . 5 million dollars in elder service programs in Lexington. He added that the State has been pulling away from many of its commitments to these programs in recent years. He introduced James Fenske , Treasurer for the Council on Aging (COA) , Dorothy Boggia, COA Chairman, and Marga- ret Jemison, acting Executive Director for the CoA. Mr. Fenski presented a summary of the COA Comprehensive Budget for FY 1991/92 , which provided a breakdown of administra- tion, nutrition, recreation, health and support services expend- itures. He noted that there are well over $150, 000 worth of volunteer services which have brought in $4 . 00 worth of services to the elderly for every $1 . 00 spent by the Town. They are asking funding for continuation of existing programs , which with the exception of Personal Services are budgeted at approximately 3 . 5% less than last year. Mr. Eddison, Selectman liaison to the Counsel , spoke of his high regard for the Council members, the staff and their work. Other Board members concurred. HUMAN SERVICES Rene Cochin and Ann Irving, Co-Chairmen of the Human Servic- es Committee presented an overview of its FY93 budget. They noted this was not a year for celebration, given the increase in Lexington unemployment from 2 . 9% to 5 . 3%, and reductions in State funding for cities and towns due to the failing state economy. Mrs. Cochin reported that the amount of food distributed by the Food Pantry was up 200 percent, and 136 residents have applied ,fir.,s for fuel assistance . She added that additional major cuts in state assistance programs to the elderly, young and disabled are proposed in this year' s state budget. The Human Services budget recommendations are: renewal of the RePlace ( a private organization for delivery of social education and counseling for Lexington' s youth and their fami- lies ) contract in FY93 at $67 , 900 ; expansion of the Lexington Minutes for the Meeting of January 29 , 1992 2 poo Child Abuse Prevention Program and Community Education under the RePlace contract , to be funded with $70 , 000 received from the Hancock Church to expand LexCAPP services; and renewal of the Central Middlesex Association for Retarded Citizens (CMARC) cont- ract for services to the Developmentally Disabled with an in- crease to $12 , 000 , reflecting an increase in Lexington clients from 13 in 1987 to 27 in 1992 . Mrs. Cochin also reported that the Committee has asked for a commitment from the Selectmen to make funds available in FY93 to the Human Services Fund in the amount of $5 , 000 . She added that in FY92 the Fund has received direct aid donations in the amount of $6 , 979 . 34 from private and other than Town sources to be used for items such as utility and rent payments. In conclusion, Mrs . Cochin noted that the increase of less than 2 percent in the budget will signal the Town' s commitment , "to maintaining a bare-bones level of support for services that make an important contribution to the welfare of Lexington' s residents" . She urged the Selectmen to support this budget . Board members expressed their appreciation to the Committee for its usual thorough thoughtful report and clear and unambigu- ous presentation of its budget. VETERANS Mr. White reported that the Town provides financial assis- min tance , medical benefits , case management and referral services to veterans and their dependents as required by Massachusetts law. He added that the Town annually budgets for this financial assistance and must pay for 25% of eligible expenses, with the state reimbursing the Town for the remaining 75% of payments made to veterans. He added that the Town assisted 14 veterans and dependents in FY90 and 13 in FY91 ; that the Town expects to assist 13 in FY92 and 17 in FY93 ; and that planning for these expenditures is difficult due to the unexpected nature of the conditions , such as illness and unemployment , which necessitate Town assistance. PROPERTY AND LIABILITY INSURANCE Mr. White gave an overview of the insurance budget which proposes a 4 . 5% increase or $194 , 079 for FY93 . The insurance accounts include funding for pension, health and life insurance costs , property, liability, worker' s costs and debt payments . He added that approximately 55 % of this program supports school related activities. Assistant Town Manager Radway reviewed the status of the various insurance programs . She noted that total health insur- ance accounts for 95% of the entire insurance budget . She reported that escalating health costs have led the Town to join 16 other communities to form the West Suburban Health Group, ,_ whose goal is to lower administrative costs that are associated with group health care . She added this has saved approximately $40 , 000 per year in administrative costs. Ms. Radway also reported that cost of general municipal insurance, purchased to cover the Town' s liability, property, Minutes for the Meeting of January 29 , 1992 3 vehicle and professional insurance needs has remained relatively stable, with no major increases expected. She added that the Town requests competitive bids for general municipal insurance every three years. EXECUTIVE SESSION Upon motion duly made and seconded, it was voted 5-0 by roll call vote: Mrs . Smith, Mr. Marshall , Mr. Eddison, Mr. Dailey and Mr. McSweeney, to go into executive session for discussion of matters of labor negotiation, the disclosure of which might adversely affect the interests of the town, with no intent to resume open session. Upon motion duly made and seconded, it was voted to adjourn at 10 : 25 p.m. 472 A true record, Attest SWA, Y(. ate44 Sara I . Peters Executive Clerk