HomeMy WebLinkAbout1993-01-BOS-minSELECTMEN'S MEETING
January 4, 1993
A regular meeting of the Board of Selectmen was held on
Monday, January 4, 1993, 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; Mrs. Novak, Assistant Town Manager; and Mrs.
Peters, Executive Clerk, were present.
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Upon motion duly made and seconded, it was voted to approve
the minutes for the meeting of Nov. 30, 1992.
EXECUTIVE SESSION MINUTES
Upon motion duly made and seconded, it was voted to approve
the minutes for Executive Sessions held on November 30, and
December 14, 1992.
PACKAGE STORE LIQUOR LICENSE RENEWAL
Mr. Cohen noted that the ABCC Renewal Application and Liquor
License for the 1775 wine & Spirit Shop could be signed by the
Board. The owner, Mrs. Argentina Arias, was present and apolo-
gized for not returning the renewal application in November, as
required by State statute, and for the inconvenience it had
caused the Beard.
Upon motion duly made and seconded it was voted to sign the
late -filed Liquor License Renewal Application and to endorse the
Liquor License for the 1775 Wine & Spirit Shop Package Store at
1707 --R Massachusetts Avenue.
CONSENT AGENDA
COMMITMENTS
Upon motion duly made and seconded, it was voted to approve
the following commitments:
Commitment of water Charges - December 1992 $199.38
Commitment of Sewer Charges - December 1992 $183.27
ABATEMENTS
Upon motion duly made and seconded, it was voted to approve
the following abatements:
Abatements: water, Sewer & Demand - 12/14/92 $1
Abatements: Water, Sewer -- 12/22/92 $4
TRAFFIC ITEMS
wow Upon motion duly made and seconded, it was voted to refer
the following requests to the Traffic Safety Advisory Committee:
1) request for reconsideration of relocation of "Stop"
signs at intersection of Roosevelt and Wilson Sts.
2) request concerning traffic conditions at the Marrett
Road /Mass. Avenue /Minuteman Tech 'Intersection at the
end of the workday.
Minutes for the Meeting of January 4, 1993
3) request concerning need for additional metered spaces
in Lexington center
COMMON CARRIER LICENSE RENEWALS
Upon motion duly made and seconded, it was voted to approve
the renewal of Common Carrier Licenses for A Yankee Line, Inc.
and Boston Tours, Inc. to expire December 31, 1993.
6
REFUSE
The Board reviewed a memo from DPW Director Richard Spiers,
to Town Manager White, dated December 14, 1992, relating to
Refuse Contracts, Mr. White said that the request for proposal
process that he and Mr. Spiers had developed had resulted in some
cost reductions projected for FY94 through FY90.
Mr. Spiers detailed the evaluation and negotiating process
which resulted in his recommending that Browning Ferris Indus-
tries (BFI} be awarded both the contract for the Collection,
Transport and Marketing of Recyclable Solid waste Materials, and
the contract for the Collection, Transport and Disposal of Solid
Waste. He said the discussions and negotiations with BFI were
very beneficial and that the contracts would provide the Town
with high quality refuse and recyclables collection services at a
substantial savings over the previous contract, and Would include
services not previously offered.
In response to
questions from the Board, it was reported
that recyclable and refuse pick -up service will now include
apartments and pick -up in the center of Town.
The Board commended Mr. Spiers for the excellent contracts
that were negotiated on behalf of the Town.
EVENING OF PUBLIC WORKS
Mr. White reported that the Town Meeting Members Association
has expressed an interest in learning more about Lexington's DPW,
and that in response to this and other interest expressed, the
Department of Public works will hold an information meeting on
January 28, 1993 at 7:30 p.m. at the DPW Mechanics' Garage to
present an overview of its organization, activities and responsi-
bilities. The Board was cordially invited to attend.
Mrs. Smith commented that even the Board had been surprised
at all of the work performed by the Department of Public Works,
and that they looked forward to the evening.
FY94 BUDGET OVERVIEW
Mrs. Smith announced that the Selectmen's procedure for
budget review is to hear the complete budget presentation before
making any decisions.
Mr. White presented his Budget overview for the FY94 pro-
posed Town budget. He said that the proposed FY94 budget of
saw $72,110,325 is supported by $23,475,446 in non - property tax
revenue including state aid and $48,033,879 in property taxes;
and that $13.1 million of the $23.5 million in non-tax levy reve-
nues is enterprise or fee -- for -- service revenue.
Using a series of charts, Mr. White reviewed how much
revenue is available to fund budgets, how that available revenue
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Minutes for the Meeting of January 4, 1993 3
is distributed, and how several long - standing goals adopted by
the Selectmen have shaped this budget. He noted that preliminary
estimates indicate there will be a revenue surplus of $227,000.
Mr. White discussed these budget goals and how this budget
attempted to meet these goals, which are listed, as follows:
1. To develop a budget that is as user friendly as possi-
ble, including revisions to the physical make -up of the budget to
provide more information and clarity. He said that among the
revisions are a detailed capital section; added organizational
charts to explain how organizations are structured; a more
detailed personnel section including wages and compensation
schedules for all school and town employees; a budget overview
serving as an executive summary; a budget guide with instructions
as to how to use this budget document; a glossary to define
typical budget terms; descriptions of revenues, defining each
category of revenue raised; and a budget format that allows for
line -item control.
2. To maintain or enhance the current menu of governmental
services. Mr. White said that all services offered in FY93 will
continue to be offered despite large increases in health insur-
ance costs and a 3% increase for Lexington's public schools that
will be combined with the $457,000 education grant received in
FY93 to be distributed in FY94, and that together should meet the
School superintendent's FY94 budget requests. Mr. white also
said that although all services are maintained, some are proposed
to be organized and delivered differently, including the creation
of a combined emergency dispatch system for fire and police, the
privatization of the ambulance system, street sign maintenance
and manufacturing, and center line and crosswalk painting.
3. To submit a budget that maintains current services
within the statutory limitations of Proposition 2 1/2. Mr. white
said that this budget is balanced, will maintain the current
level of services and conform to the statutory limitations of
Proposition 2 1/20
4. To encourage the Town Manager to work closely with the
School superintendent so that the proposed budget recognizes the
needs of the School Department, and at the same time is fiscally
responsible. Mr. white reported that he has been in constant
contact with the school Department regarding the FY94 budget
since July.
5. To present for the first time a comprehensive presenta-
tion of all proposed capital expenditures, including for the
first time, a comprehensive presentation of the school capital
needs, prepared with the cooperation of school Superintendent
Jeffrey Young.
0. To maintain a salary, benefit and training program that
encourages a talented, high- quality staff to work for the Town.
Mr. white reported that a $250,000 appropriation will provide pay
increases of about 2% for all non-- school employees, which is
consistent with the one Town contract that is settled for FY94,
the Fire Department @ 2 1 /2`x, which should keep Lexington compet-
itive with other communities. He added that his jurisdictional
accounts provide funding for training and allow for the contin-
uation of dispatcher training, FBI Academy refresher courses and
Minutes for the Meeting of January 4, 1993 4
investment in employee computer training. He also said that the
whole employee benefit package needs to be re-examined in light
of a changing work place.
7. To maintain and enhance the town's recycling program.
Mr. White reported that the refuse contractor will empty all
trash containers, Monday through Friday in the center of town and
provide a monthly white goods collection.
8. To explore consolidation of services wherever possible.
Mr. White noted that the impending arrival of Enhanced 911 has
provided the impetus for combining the emergency dispatch facili-
ties for the Police and Fire Departments.
91 To continue police accreditation efforts. Mr. White
reported that the construction improvements proposed in the
capital budget via the central dispatch proposal insure a fully
accredited police department before the end of FY94.
10. To support a public safety effort that instills confi-
dence. Mr. White listed the completion of the accreditation
process; the consolidation of the dispatch function; the preser-
vation of existing staffing levels; and a re-examination of how
public safety services are provided, as steps to insure and main-
tain confidence in our public safety services.
11. To explore the potential of privatization. Mr. white
proposed the privatization of the Town's ambulance service, which
he estimated would result in a saving to taxpayers of $341,000
after the first year and even more savings after that. He also
proposed the privatization of some highway functions such as
center line and crosswalk painting and the manufacturing and
maintaining of street signs.
12. To continue to invest in the Town's infrastructure.
Mr. White said that major commitments are necessary to maintain
the quality of the town's infrastructure and services, and that
the FY94 capital budget includes recommendations for continued
street resurfacing, DPW equipment, water main replacement, water
main cleaning and relining, equipment for the combined/consoli-
dated dispatch center, various recreation projects and School
building improvements. He added that Town staff boards and
committees must initiate a significant planning effort before the
start of the FY95 budget review process if some of these needs
are to be met, and that a critical budget issue for FY95 will be
what action to take on the use of Hastings School.
13. To maintain and enhance the Town's investment and
training in computers. Mr. white commented that the increased
use of computers has allowed for about a 10% staff reduction, and
spoke of the need to continue to invest.
Mr. white paid tribute to his staff and expressed his
appreciation for all its hard work and assistance in the prepara-
tion of FY94 budget.
Questions from the Hoard focussed on concerns with the
falling level of Town services, while the schools seem to get
whatever they ask for; questions about the privatization of the
Town's ambulance service; questions about what the final figure
will be for the School Committee budget; and questions about how
many positions have been eliminated under this budget. Mr. White
t. r
Minutes for the Meeting of January 4, 1993 5
said about 12 or 13 positions have been eliminated. Hope was
expressed that all persons at this meeting will become involved
early in the budget process.
Questions from the audience focussed on the origin and
meaning of the phrase "in lieu of tax payments ", asked by Sam
Nablo, a member of the Town Appropriation Committee; comments
about the need for LEXPRESS, made by Nick Santosuosso, a member
of the Transportation Advisory Committee and the Housing Authori-
ty; questions from John Hayward, 385 Woburn Street, about capital
investments being funded through bonding rather than through the
tax levy for FY94; questions raised by Jane Paggett of the
Appropriation Committee about the maximum debt service that the
Town can handle in FY95 that will be the result of capital
expenditures in FY94; concerns by Joel Adler, that MWRA costs are
out of control; questions from Fred Martin, Precinct 7, about why
Pine Meadows Golf Course revenue is not used to reduce the debt
service for the purchase of Pine Meadows; and questions from
Bigelow Moore, Precinct 6, about what had happened to the propos-
al to bore wells for water to irrigate play grounds and ball
fields.
Mrs. Smith thanked the audience for attending and for its
interest in the budget process, and the Town Manager and his
staff for the Clarity of both the presentation and the contents
of the budget.
BUDGET REVIEWS
LIBRARY
Library Director Robert Hilton presented the Library depart-
ment budget. He reported that the its proposed budget had
increased by $6,379 from FY93; that there has been an increase in
use and circulation; that there has been a slight decrease in
staff due to the reduction of hours at the East Lexington Branch.
He reported that effective July 1, 1992, the 2-week book loan
policy changed to a 3 -week policy and library fees were increased
at the same time.
Mr. Hilton briefly reviewed a FY94 Request Summary of the
Operating Budget, charts showing a steady increase in the use of
the main library and home circulation; a staffing list and FY93
salary schedule; a 1993 -94 Personal Services /Budget for the
Library Department; a 1993 -94 Expense Budget; an FY94 State Aid
Budget; the Trustees' Budget - Funds Available in 1993/94 -
Estimated; the Approved Trustee's Budget; and the FY94 Program
Budget, which corresponds to the Town Manager's budget format.
Mr. Eddison said that he did not think all has been done
that could be done to increase staff productivity in the Library
Department. He suggested that programs to sell information to
commercial users and other fund raising projects be considered.
Theodore Mairson, 29 Lawrence Lane, said he thought the
growth in productivity of the library has been phenomenal, citing
the increased use and circulation now being handled by a staff
that has not increased over the past 10 years.
Mrs. Smith thanked all for coming, and noted that the Town
has a wonderful library, and it is because of the excellent staff
and good friends the library is fortunate to have.
Minutes for the Meeting of January 4, 1993
FINANCE
Mr. white noted that five years ago there were 18 positions
budgeted under this subprogram, and that today there are 13. He
said that there are more services provided and productivity has
increased. He added that reevaluation services previously con-
tracted out by the assessors, are now done in -house by a staff of
four, and that its budget is level funded. He had words of
praise for Harald Scheid, Town Assessor, who created the computer
programs that made all this possible.
Mr. white also discussed his proposal to add a new staff
position in the Finance Division entitled Budget officer that is
really a reallocation of a planning staff position in the Inspec -
tiona.l /Services Community Development Department to provide more
long range financial planning to Town. He commented that he felt
two highly qualified professional planners in the Planning
Department are being under - utilized by the Planning Board, and
that as long as the Planning Board does not choose to engage in
comprehensive planning, the Town is better served to use the
Assistant Planner in the newly created position of Budget offi-
cer. He added that if the Selectmen could get a committment from
the Planning Board to begin to work on a comprehensive Plan and
other planning issues he would agree that this had a higher
priority then his proposed staff change.
Comptroller John Ryan reported that the Comptroller's Office
'` will maintain current staffing levels. He added that the office
oversees all property assessment, revenue collection, purchasing,
data processing, billing for property taxes and water /sewer
services for the Town. The office also manages all payment of
bills, maintains accounting records and the General Ledger,
prepares financial reports for all departments, and participates
in an annual audit of financial operations.
Mr. Ryan summarized the activities of the Revenue office
under the Revenue officer, who is also the Treasurer and Tax
Collector for the Town, and which is staffed and funded at the
same level for FY94.
Mr. Ryan discussed the Contributory Retirement Budget
requests. He reported that there are currently 353 retirees and
dependents on pensions ranging from $244 to $36,000 per year;
that the value of the system is roughly 29 million dollars; that
since January 1989, the professional management and investment of
Lexington's retirement portfolio has been under the management of
the wellington Management Company and that the Retirement Board
meets on a regular basis with them throughout the year. Mr.
Marshall praised both Mr. Ryan and the wellington Fund for their
good work in this difficult year.
In response to a question by John Hayward, 358 Woburn
Street, Mr. Ryan reported that the asset mix is calculated by the
Retirement Board.
Mr. Ryan also reported that there are currently 13 former
Town employees receiving an allowance of $3,816 to $20, 820 per
year under the Non - Contributory Requirement Element of the
Employment Benefits Subprogram.
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Minutes for the Meeting of January 4, 1993 7
Mrs. Smith left the meeting at this time and Mr. Eddison
chaired the remainder of the meeting.
Under the Debt Service Subprogram, Payment of Funded Debt
Element, Mr. Ryan reported that the current outstanding debt is
attributable to the 1956 major school renovation project and
subsequent school articles approved by Town Meeting; the Pine
Meadows purchase; the acquisition of west Farm and Chiesa Farm;
and the North Lexington Pump Station and other water and sewer
projects authorized by Town Meeting. He added that the total
outstanding principal and interest due on issued debt as of July
1, 1992 totalled $31,774.666.
Under the Debt Service Subprogram, Interest on Funded. Debt
Element, Mr. Ryan reported that the Town's policy is to pay long-
term debt over shorter periods to save interest charges and make
capital available sooner for other projects. He added in July
1992, the Town retained its Aaa bond rating from Moody's, the
highest rating available.
Under the Debt Service Subprogram, Temporary Borrowing
Element, Mr. Ryan reported that it has been Lexington's policy to
avoid this practice, since it is the most expensive way to bor-
row, and he added that the Town has not used this type of financ-
ing option in over 10 years.
Under the Debt Service Subprogram, Exempt Debt Element, Mr.
Ryan reported that the only exempt debt issued by Lexington is
the funding for the Pine Meadows Golf Course. On August 17,
1988, a debt exclusion was approved in the amount of $11,000,000.
TOWN REPORT
Mr. white reported that the Town Report provides information
on the activities of Town departments, boards and committees, and
financial statistics o f the Town. He added that the 'Town Report
Committee is made up of very hard working volunteers, appointed
by the Board of Selectmen, who produce the Report with the help
of Town departments, and that Lexington's Town Report won first
prize in the 1990 Massachusetts Municipal Association's Annual
Town Report competition.
Upon motion duly made and seconded, it was voted to adjourn
at 11:15 p.m.
A true record attest:
Sara I. Peters
Executive Clerk
�s
SELECTMEN'S MEETING
January 8, 1993
A regular meeting of the Board of Selectmen was held on
Monday, January 6, 1993 in the selectmen's Meeting Room, Town
Office Building, at 7:30 p. m. Chairman Smith, Mr. Eddison, Mr.
Dailey, Mr. McSweeney; Mr. white Town Manager; Mrs. Novak, Assis-
tant Town Manager; and Mrs. Peters, Executive Clerk, were present.
3 ANNUAL TOWN
Upon motion duly made and seconded, it was voted to hold the
first deliberative session of the 1993 Annual Town Meeting on
Monday, March 39, 1993 in Cary Memorial Hall at 8:00 p.m.
SEI M I N C DU OR FEBRUARY N MARC
The board agreed to schedule meetings for the following dates
in February and March:
Monday February 8, 1993 - 7: p.m.,
Monday February 23, 1993 - 7 :30 p.m.,
Monday March 1, 1993 -" 7: p. m ,
�•• Monday March 8, 1993 - 7:30 p. m. s
Monday March 16, 1993 _ 7:30 p.m.,
Monday March 23, 1993 - 7:30 p.
Monday March 29, 1993 - 7 :00 p.m., and
Wednesday March 31, 1993 - 7:00 p.m.
BUDQET REVIEW
Mr. Dailey suggested that the Board consider early in the
budget process whether or not to accept the Town Manager's recom-
mendation for the School budget.
Mrs. Smith said that the Boards procedure for budget review is
to hear the complete budget presentation before making any deci-
sions. Mr. Eddison asked what would be gained if the Board decided
early to act on Mr. Dailey's suggestion, and said that he had not
heard enough to act on the budget at this stage,
Mr. Dailey responded that if the recommendation for the School
Budget stands as proposed, there wi have to be cuts made in
Public Works and other Town budgets, including the privatization of
the Town's ambulance service, if the budget is to be balanced. Mr.
McSweeney agreed with Mr. Dailey's assessment of the Town Manager's
budget and added that he thought the School Department was getting
all they asked for "up front" and that the Town Government's budget
was being cut to accomplish. this.
Mr. White hoped this budget would be a reflection of where the
Town's priorities are, and that privatization of the ambulance
service is a legitimate issue for the Board's consideration. Mr.
Dailey and Mr. McSweeney said they were opposed to the privatiza-
tion of the ambulance service.
Mrs. Smith said that the Board is here at this time to hear
the whole budget presentation.
Minutes for the Meeting of January 6, 1993
2
ROUICE DEPARTMENT
Police Chief Paul Furdon reported that there was little
difference in Lexington's crime picture between 1991 and 1992; and
that vandalism and domestic abuse were up a little, the latter
because there was more enforcement and more arrests made.
Chief Furdon described the Lexington Police Department as
service oriented, with approximately 15 of its activity taken up
with crime, and he cited traffic control as the biggest part of its
activity.
The Chief spoke of his support for the State accreditation
program; and the Juvenile Diversion program, in which Lexington has
become involved, at no cost to the Town. He explained and commend-
ed the program were youthful offenders were kept out of the court
system and placed under the supervision of the Town's two juvenile
officers with parents, school personnel and victims all partici-
pating in the program. Chief Furdon also praised the Auxiliary
Police program, in which participants worked 340 weekend hours
checking.vacant houses, churches and other buildings.
Chief Furdon presented a progress report on the DARE Program,
now in its third year, which deals with drug and alcohol abuse. He
reported there has been a drop in drug abuse in Lexington, and in
response to a question from Mr. Eddison, said it was too early to
know if there was any drop in alcohol abuse,*but he predicted it
would drop because of anti-drug and alcohol education having been
presented in the grade schools, and now being presented at junior
and high school level.
The Chief said that the reduction in staffing levels for the
Police Department has adversely affected the amount of regular
patrolling done throughout the Town, and characterized the Center
coverage as totally inadequate. He recommended that five existing
vacancies be filled. He also reported that the Department's
bicycle patrol on the Minuteman Bikeway has been very successful.
The Chief spoke of the need for soft body armour for all
officers out on the streets; he credited its use by the officer in
the Bow Street accident as saving his life. He also asked that a
radio replacement program be set up to replace radio equipment on a
regular basis. He reported that burglar alarm fines have resulted
in a drop in false alarms of 199.
Chief Furdon concluded his presentation by speaking strongly
for the Combined Dispatch Center. He said he had spoken of the
need before the Capital Budget Committee and the Appropriation
Committee; adding that he thought it would work very well in
Lexington, and that there is room in the Police Station, although
renovation is needed. He discussed the various options proposed to
accomplish the installation of the Dispatch Center and stated his
pre f e rence s .
Mr. white commented that the $800,000 proposed to be appro-
priated should be sufficient to install the Combined Dispatch
Center,
Mrs. Smith thanked Chief Furdon on behalf of the Board.
r
Minutes for the Meeting of January 6, 1993 3
FIRE DERAI T.L1.9 .
Fire Chief John Bergeron reported that in 1992, the Fire
Department responded to 2,694 emergencies, and that about half were
ambulance related. He said that the Town's ambulance service is a
quality operation, mostly because the Town maintains control of the
operation, and added that the Service has received high ratings
from all who have used it.
Chief Bergeron commented that all of the Town's ambulance
operators have had at least five years experience, and really know
their jobs and the Town. He added that he was very proud of
personnel who operate the ambulance service, and he hoped that the
Selectmen would consider carefully the record of the Town's Ambu-
lance Service as they discuss whether or not to privatize the
service.
Chief Bergeron outlined Department requests for radio equip-
ment and funds. He said that immediate replacement of the fire
Department's radio equipment is vital to p u blic and employee
safety. He spoke of other capital expenses that have been deferred
beyond FY94.
The Chief introduced one of the four Shift Commanders, Dick
Sullivan, who talked about manning, equipment and the day -to -day
operations at the two fire stations. Among the information prey
sented was that that there were presently five vacancies and the
department's authorized strength was 62 persons. He reported that
�•••• over 50% of the firemen were EMT qualified. He then gave a brief
overview of the daily activities at both stations.
The Chief expressed total support for the Joint Police and
Fire Dispatching Center, and discussed other capital improvement
projects including a second ambulance and major renovations at the
Center Fire Station.
Questions from the Board concerned maintenance of smoke
detectors in private homes, and steps taken to educate the public
about smoke detectors; what the Chief would Like in terms of
manning if more money were available - he would invest in more
education of department personnel; his position on the need for
a combined dispatching center - he strongly supported it; whether
more personnel would be EMT trained - it was now a condition of all
new persons hired, and how often defibrillators were use by' the
department - Tim Flaherty explained how they worked, adding that
lives had been saved by their use.
Mrs. Smith thanked Chief Bergeron, Mr. Sullivan and Mr.
Flaherty for their presentations*
INSPE SERVICES
Mr. White talked about the recent consolidation, completed in
July, of all departments involved with permit granting services
Building Inspection, Public Health, Historic Districts, Conserva-
tion and the Board of Appeals. He said that the purpose of the
,,.... consolidation was to improve services to Town residents and trades-
men, and to increase productivity in the administration of these
services. He added that there is more to be done in the cross -
training of clerical workers, and in the consolidation of data
base, and that he will continue to report back to the Selectmen, as
progress is made*
Minutes for the Meeting of January 6, 1993
4
Pon
Director of Inspectional Services Steven Frederickson, report -
ed that building activity for the past five years, with the excep-
tion of 1987, have remained almost exactly the name with a differ-
ence of ten permits either way each year; and that the amount
collected in permits fees was within $200.00 for the lash two
years. He added that the department's goal is to develop a one -
stop permit issuing system so that residents and tradesmen will be
able to have all their questions answered in one place. He also
said that the Department's budget was level funded, but that they
will probably recommend an increase in present fees in the near.
future.
Mr. McSweeney said that he thought that Mr. Frederickson was
doing an excellent job.
In response to questions from Mrs. Smith, Health Director
George Smith briefly reviewed the steps the Town is taking with
regard to the increasing concern about rabid raccoons. He said
that beginning February 25, all cats must get rabies shots. He
added that they were getting a lot of panic -type calls and that
this problem is can- -going and will be with us for a long time.
Upon motion duly made and seconded it was voted to adjourn at
9:30 p. m.
A true record, Attest
SX44U 6 P &
Sara I. Peters
Executive Clerk
SELECTMEN'S MEETING
January 11, 1993
A regular meeting of the Board of Selectmen was held on
Monday, January 11, 1993, in the Selectmen's Meeting Room, Town
Office Building, at 7:30 p.m. Acting Chairman Eddison, Mr. Mar-
shall, Mr. Dailey, Mro McSweeney; Mr Cohen, Town Counsel; Mr.
White, Town Manager; Mrs. Novak, Assistant Town Manager; and Mrs.
Peters, Executive Clerk, were present.
MEETING CANCELLA11 N
Acting Chairman Eddison announced that the Selectmen's meeting
scheduled for January 130 1993 has been canceled, and the budgets
scheduled for review at that meeting will be taken up the following
Wednesday, January 20, 1993.
CONSENT AGENDA
9.0MITMENTS
Upon motion duly made and seconded.,
commitment of the following charges:
Commitment of water Charges - Dec.
(additional commitments)
Commitment of Sewer Charges - Dec.
(additional commitments)
Commitment of water Charges - Dec.
(Cycle 9 bills)
ABATEMENTS
Upon motion duly made
the following abatement
Water, Sewer & Demand
it was voted to approve
1992 $1006.00
1992 $1983.70
1992 $89,539.52
and seconded, it was voted to approve
- 1/6193
$1684.44
AS SEMIDLI ON B
Upon motion duly made and seconded, it was voted to grant
permission to the Lexington Coalition for Racial Equality to use
the Battle Green to assemble for a march down. Massachusetts Avenue
on Sunday, January 17, 1993.
N I!RMQB L I EN 9j Fd
Upon motion duly made and seconded, it was voted to approve
four (4) One Day Liquor licenses requested by the Lexington Knights
of Columbus for Singles Dances to be held on the following dates:
January 29 & 30, and February 13 & 27, 1993.
C AFTER 29 REINDUREEMEN
The Board reviewed a memo from Town Engineer Francis Fields,
dated December 29, 19929 regarding seven Chapter 90 reimbursement
forms requiring the Board's signature for Resurfacing Contracts 92--
10 & 92 -11. 17 streets were resurfaced under these contracts for a
total of 3.63 miles.
Upon motion duly made and seconded it was voted to approve and
sign the Chapter 90 reimbursement forms totalling $304,770.43
for Resurfacing Contracts 92 -10 and 92 -11.
Minutes for the Meeting of January 11, 1993
2
A ER91NIN ENT
Mr. white announced that, subject to the Hoard's approval, he
has appointed Frank W. Chen, 9 Bruce Road, to serve on the Council
on Aging, completing an unexpired term of office to June 1995. Upon
motion duly made and seconded, it was voted to approve this ap-
pointment.
BUDgET vI w
DPHLENQINEEKING
Mr. white characterized the Department of Public works budget
as one that continues to be stable or decreasing in size while
providing increased productivity and services, and he reported that
its FY94 budget contains a 3% reduction from FY93. He invited DPW
Director Richard Spacers to present a detailed review of the budget.
Mr. Spiers began by announcing the replacement of Erma Jordan,
who retired from the position of administrative assistant in
August, with Pauline Burke, who formally was transportation coordi-
nator for LEXPRESS.
In response to a question as to how the Department has
achieved increased productivity and services on level funded or
less budgets, he said that there has been more planning and sched-
uling of work, and closer supervision of employees' work and hours,
with emphasis on arriving on time and reducing sick time. He added
that another factor in lower budgets was that some necessary work
was being postponed due to lack of funding.
Mr. Spiers reported that the Engineering Department is level
funded for the fourth consecutive year. In response to a question
about DPW's role in maintenance of the Bike Path, Mr. Spiers said
that they will be involved in its maintenance as long as the Town
owns it.
Under the Street Lighting element of the budget, Mr. Spiers
reported that the Lighting options Committee is working with Boston
Edison and the Engineering Department staff on color corrected
lighting options which may provide acceptable lighting, hopefully
with savings to the Town. In response to questions it was reported
that this study has been ongoing for the past two years and would
probably continue for 2-3 years more at roughly $100,000 per year.
Mr. Spiers reported that parking lot maintenance under the
Parking operation maintenance is level funded, and that there will
be a sight reduction in revenues based on their projections. He
was asked if there was any possibility of increasing the number of
spaces available through innovative parking plans.
Superintendent of Highways and Drains David Turocy presented
the DPW Highways subprogram budget. He reported that the depart-
ment is responsible for the safety and maintenance of 137 wiles of
public streets -- including sweeping, sanding and plowing, side-
walks, drainage and brooks, leaf and yard waste composting, traffic
regulators and street signs.
In addition to continuing routine maintenance the Department
assisted in the complete rehabilitation of the two soccer fields at
Harrison School* the repair of the parking lot and the rebuilding
of a ball field at the Lincoln Street Park;
Minutes for the Meeting of January 11, 1993
3
Mr. Turocy explained the Highway Department's requests of
$15,000 for a new mower head, and $30,000 for traffic and crosswalk
painting; both of which will be put out for bids, if funded. FY94
priorities also include street repairs - regular pothole and crack
repairs; sidewalk repair - they are behind on this, but they will
repair on as timely a basis as possible; rebuild catch basins
they try to do 30 to 35 basins a year; and street sweeping and
inspections.
In response to questions Mr. Turocy said most of the $60,000
reduction in the highway budget is due to the loss of 2 employ-
ees, but that this would not effect routine work done by the
department. Mr. white added that although the 20 year road re-
placement plan is around 3 years behind, lower construction costs
and better planning have helped to keep the replacement schedule
from getting too far behind. Town Engineer Frank Fields estimated
that about two wiles of roadwork was not being done that should be
done this year.
Mr. Turocy reported that the Snow Removal budget is level
funded for FY94. He added that the Town budgets for snow removal
by averaging past winter's expenditures, and that heavy snow or ice
accumulation and weekend storms increase overtime costs, and
maintenance and repair costs for equipment.
Mr. Spiers said that DPW is often forced to spend money and
time trying to repair disabled and aging equipment beyond when it
is practical to do so, because there is no money to replace the
parts and equipment.
Mr. Spiers reported that in addition to its routine normal
maintenance work, the Park and Grounds Division participated in the
Lincoln and Harrington field projects, reconstructed the little
league ball, field on Lincoln Street, and installed a new playground
with handicapped accessibility at Marvin Street Park, He added
that in the winter of 1992, they also assisted the Building Mainte-
nance Division in the consolidation and creation of the new Inspec-
tion Services Department, painted Cary Hall and assisted in numer-
ous other painting and renovation projects. Mr. White added that
he would like to see these renovation efforts using Town personnel
coordinated with School Department needs.
Mr. Spiers briefly described the new curbside brush pick -up
program begun by the Town. He also reported that the cemetery
Division has completed the layout of 2,000 new gravessites.
Mr . Spiers reported that the FY94 refuse contract amount is
$520,420, down from the FY93 amount of $730,000; that the recycling
contract for FY94 is $365,000 up from $120,000 in FY93; that the
FY94 guaranteed tonnage the Town is required to furnish to the
waste energy plant is 12,015 tons, down from 12,275 tons in FY93;
and that the anticipated tipping fee for FY94 is projected at
$85.00, up from slightly over $70.00 for a projected total of
$1,021
In discussing the Building Maintenance budget, Mr. Spacers
expressed concerns about the poor condition of some Town buildings,
in particular the 110 year old DPW Barn, which he described as
being in very bad repair and a fire hazard, with wood beaus and
roof. Mr. White spoke of his concerns with the condition of the
Minutes for the Meeting of January 11, 1.993 4
Munroe School Building and the possibility of its disposition if
the Town conducts a review of its condition and concludes alt can no
longer afford to maintain it.
In response to questions about the Town's solid waste disposal
contract, specifically what happens when not enough refuse is
delivered to the waste energy plant to fulfill Lexington's contrac-
tual obligations, Mr. White explained that the Town could be
penalized, and that the Town is exploring the possibility of
acquiring additional refuse tonnage from other sources until. the
State acts in closing existing landfills that no longer can legally
operate. Mr. Marshall recommended that the Town prepare and offer
an attractive long term package that could attract additional trash
tonnage to offset the Town's contractual deficit.
Superintendent of Water and Sewer William Hadley summarized
the 1992 activities and the FY94 budget of the Water and Sewer
Divisions of the Department of Public Works. He noted that in
1992, approximately 439 of the Water Enterprise funds, established
in 1958, were used to purchase Water from the Massachusetts Water
Resource Authority (MWRA).
Mr. Hadley spoke of the Department's excellent sick leave and
attendance records in spite of bad weather working conditions; the
benefits of the water relining program that will improve the
quality of Lexington's water and save money; and the leak detection
program, instituted in cooperation with the MWRA, that has resulted
in the location of 27 service leaks in 1992 for a reduction in
water consumption of approximately 77 million gallons and an
anticipated saving of $32 annually.
Mr. Hadle y reported that the Town purchases approximately 2
billion gallons of water from the MWRA annually and provides water
to Lexington residents and businesses, the Town of Bedford, the
Veterans' Hospital and Hanscom Air Force Base.
Mr. Hadley reported that the actual operating budget of the
Sewer Enterprise Fund has been reduced by 11%, and that 78% of the
Town's Sewer Enterprise Fund budget goes to MWRA.
Mr. Eddison said that he was very impressed with Mr. Hadley
and the Water /Sewer Department.
Town Engineer Frank Fields discussed the Department of Public
Work's capital budget requests and noted that, out of 13 projects
listed, two were proposed by the Town Manager for the FY94 budget:
Water /Sewer Main Replacement project, which will be bonded, and
Water Main Cleaning & Lining. He gave a brief description of all
the requests listing them by priority.
Mr. Sp iers concluded the DPW presentation by asking for the
Board's continuing support as the Department of Public 'Works
continues to review the Town's infrastructure working towards
improvement.
Mr. Eddison thanked Mr. Spiers and the DPW employees and said
he found it extremely impressive that they continue to do an
excellent job with less funds and personnel each year. Mr. Mar-
shall spoke of the need to maintain the Town's infrastructure which
he felt has been dangerously cut, and both he and Mr. Dailey
expressed concern the elimination of these capital projects and
felt that the Town Meeting should be aware of what has been cut.
il� �
Minutes for the Meeting of January 11, 1993 5
I
Mr. white agreed that there were trade -offs and he hoped there
would be more funds available in FY95 for the 201 Bedford Street
and the Cary Hall facilities audit, and asked if the Board wanted
him to prepare a bonding issue to pay for this. He noted that all
revenue raised by taxes this year is going to school related
expenses, but he will rework prio rities if the Board asks him to.
Mr. McSweeney asked about splitting any available funds equally
between the Town and Schools.
The Board agreed that the Town Manager should rework the
budget to provide a more equitable division of all available funds.
Mr. Dailey agreed and thought the School. Committee should be sent a
message that the Selectmen are very troubled by the Town Manager's
budget and wish to see an alternative more equitable budget.
The Board directed the Town Manager to proceed with reworking
the budget to: 1) finalize figures for shared expenses; and 2) put
back items that were cut and see what it does to the budget.
Upon motion duly made and seconded, it was voted to adjourn at
10:15 p.m.
A true record, Attest
J �
att
Sara I.
Peters
Executive
Clerk
P �
SELECTMEN'S MEETING
January 20, 1993
A regular meeting of the Hoard of Selectmen was held on
Wednesday, January 20, 1993, in the Selectmen's Meeting Roam, Town
Office Building, at 7:30 p.m. Chairman Smith, Mr. Dailey, Mr.
McSweeney; Mr Cohen, Town Counsel; Mr. white, Town Manager; Mrs.
Novak, Assistant Town Manager; and Mrs. Peters, Executive Clerk,
were present.
I F' I I CN
The Board accepted a petition presented by Stephen Tripi, 1
Freemont Street, signed by approximately 120 Lexington residents
saying they thought the Lexington's assessment process was unfair.
Upon motion duly made and seconded, it was voted to accept the
petition., and to forward it to the Board of Assessors.
Mrs. Smith opened the meeting for questions and comments.
Comments were made by residents that the process was flawed and
unfair; that no confidence was felt in the whole process; and that
it would help citizens to gain better understanding of the process
if more information could be presented on computer modeling.
Questions asked focussed on: when the assessments were certified
by the state and, if it was December 15, why were they placed in
the library before this; what was the methodology and criteria used
to develop the formula for calculating assessments; and the appar-
ent arbitrarity of some of the assessments. Robert A. Leone,
Chairman of the Board of Assessors, and Town Assessor Harald Scheid
provided answers to these quest
Mrs. Smith gave the petition to Mr. Leone, Chairman of the
Board of Assessors, and Town Assessor Harald Scheid for further
study. Mr. Leone commented that he had underestimated the amount
of interest residents had in the assessing process, even after the
Board of Assessors' public meeting with re s .dents , and he offered
to meet with anyone who continued to have questions on the criteria
and methodology used to develop property assessmenta .
taw STREET R v M N
LexHAB Chairman Marshall Derby reported that Developer Peter
Kelley, Woodhaven Realty, had recently appeared before LexHAB With
a reprised proposal for affordable housing in its Lowell Street RD
development that will be presented at the 1993 Annual Town Meet -'
ing. Mr. Derby reported that LexHAB has voted unanimously to
endorse the affordable housing aspect of the proposal.
Mr. Derby reported that Woodhaven Realty proposed to give free
�• and clear to the Town seven affordable units to be administered by
LexHAB; two to be three- bedroom units, and five to be two - bedroom
units (of which two units will be handicapped accessible), with one
outside parking space permanently assigned as close as possible to
each unit.
Upon motion duly made and seconded, it was voted to register
the Board's approval of the concept of seven affordable units in
Minutes for the Meeting of January 20, 1993
C!
the Lovell Street Development being made available by the developer
for affordable housing, to be owned and administered by LexHAB for
the Town.
PHI_ I P RoA I]
Mr. Derby also spoke about the Selectmen's position on an
Article for the 1993 Annual Town Meeting that would transfer to the
Board's jurisdiction a parcel of land along Philip Road, that was
separated from school property by Philip Road, and is no longer
needed by the School Department. He added the lot was vacant and
that adjacent to it, but legally separated by a discontinued
street, is a tax title lot, and that with the school property,
there would be enough land for two affordable housing units that
could be built by the Town.
Mr. Derby asked that, when the time came for the public heaar-
ing, the Board consider supporting the construction of two afford-
able homes on Philip Road, since LexHAB has the funds for building
two at once, and is exploring with Minuteman Tech the possibility
of having enough workers to build the two at the same time.
Mr. Dailey asked if the passibility should not be explored
that more affordable housing revenue could be raised by selling the
tax title lot for enough to perhaps buy two lots elsewhere, , if it
were valuable enough. He proposed that this possibility be inves-
tigated if the school parcel was transferred to control of the
Selectmen. Mr. Derby responded that the tax title lot by itself
was not a buildable lot, but had to be combined with the school.
property.
Mr. Marshall commented that there would never be any diversity
of housing ' types if only expensive homes were built on expensive
lots. He proposed that the Town go ahead with plans to build two
affordable homes there if Town Meeting makes this possible.
Mrs. Smith expressed the Board's appreciation to Mr. Derby and
praised LexHAB for the marvelous jab they are doing.
N INUTM
Upon motion duly made and seconded, it was voted to approve
the minutes for the meeting of December 14, 1993, as written.
CQNSENI Ag...,..
CQMM I MEN,T„
Upon motion duly made and seconded,
commitment of the following charges
Commitment of Water Charges - Jan.
(additional commitments)
Commitment of Sewer Charges - Jan.
(additional commitments)
Commitment of Water Charges - Jan.
(final bills )
Commitment of Sewer Charges - Jan.
(final bills )
Commitment of Water Charges -- Jan.
(Cycle 9 bills)
it was voted to approve
1993 $5,384.92
1993 $10
1993 $585. 70
1993 $1,057.54
1993 $100,423.38
ell
Minutes for the Meeting of January 20, 1993
3
Commitment of Street Opening Permits, 12-31-92
Boston Gas Co. $175
N..E. Telephone $35.00
BATEM NTa
Upon motion duly made and seconded, it was voted to approve
the following abatements
Abatements: Water, Sewer & Demand - 1/11/93 $3,027
v
IN50ANCE
Assistant Town Manager Julia Novak reported that the Town
Manager's budget proposes that 5.3 million dollars be appropriated
for the FY94 insurance portion of the town budget, $800,000 more
than was appropriated last year. She explained that the insurance
prog ram has two c ompo ne nts; grou health insurance and genera
municipal insurance; and that her presentation will focus on the
health insurance component since, as Mr. Marshall noted last weep,
all new revenue available for FY94 has been earmarked for either
the school budget or under health insurance*
Mrs. Novak reported that school employee health insurance
accounts for approximately 70 of the health insurance budget, and
�•• health insurance compri app roximately 90% of the entire insur --
ance.budget. She noted that over the past S years, health insur-
ance casts have increased dramatically, and that the pressure to
make changes to the Town's health insurance programs to bring costs
down increase
Mrs. Novak said that the Town would like to do a better jab of
managing health care and is working toward this through the forma-
tion of an Ad Hoc Benefits Committee, which met for the first time
yesterday and hopes to study ways to reduce the hugh cost of health
insurance.
Mrs. Novak reported that the remaining 3 * 5 % of the insurance
budget provides funding for general municipal insurance covering
the Town's liability, property, ve hicle, and professional insurance
needs, and she added that no significant change in coverage is pro-
posed for this insurance.
.Mr. Marshall commented that it is imperative to establish a
school budget that includes health insurance and other combined
expenses as part of education casts.
Mr. McSweeney said that he hoped the Ad Hoc Benefits Committee
would be able to fight the kind of increases that have been imposed
by Blue Cross and the Health Insurance industry in general.
Mr. white reported that Lexington is large enough to be able
to look at various ways to manage its casts, and was one of the
first municipalities in the State to self -fund health care bene-
fits, which has saved and will continue to save the Town money,
the key to controlling these casts can be found in the formation of
the Ad Hoc Committee
Mrs. Smith thanked Mrs. Novak for her report and encouraged
her to keep up the good work.
Minutes for the Meeting of January 20, 1993
rI
I"
_UMA SERVICES
Mr. white announced that Chairman of the Human Services
Committee Renee Cochin and Human Services /Veteran's Agent Stephen
Baran would present the budgets for Human Services, Council on
Aging and Veterans Services.
Mrs. Cochin discussed the reorganization of the Committee to
enable members to serve as liaison on other committees. She added
that problems do not seem to have diminished dramatically; noting
that although the unemployment rate is down slightly, the number of
families on welfare has risen 100% in three years; the foreclosure
rate continues to rise; and the need for funds used in the third
year of the Emergency Fund, a short term fund limited for use in
crisis situations, has risen steadily.
Mrs. Cochin turned the meeting over to Donna Hooper, Co-
Chairman of the Human Services Committee, who gave a summary of the
Committee Human Services budget recommendations.
Mrs. Hooper explained the three components making up the
Replace program: individual counseling and screening; group
counseling; and crisis intervention. RePl.ace is essentially asking
for level funding in FY94.
Mr. Marshall said he would support more funding to ensure
adequate provision of services as proposed by Human Services.
.... Human Services /Veteran's Agent Stephen Baran spoke about his
budget requests and discussed the Americans with Disabilities Act,
and the need for the Town to study ways to upgrade its facilities
in Town to accommodate citizens with disability, under this act.
Gail Shattuck, resident of Lexington and director of The
Central Middlesex Association for Retarded Citizens (CMARC), gave a
brief overview of its workshop /instructional center in wcburn,
where disabled adults are trained in academic and vocational
skills, and once trained are given work at sheltered workshop or
placed in industry with CMARC supervision. She thanked the Board
for its past support and asked for its support in the future.
Mrs. Cochin proposed that the Selectmen consider supporting an
article that would appropriate $750 to study the feasibility of
making Cary Hall hearing accessible. Mrs. Smith suggested that
before this is pursued, the Capital Expenditures Committee be
contacted to ensure that funding for such a study is not already
included in the budget.
Council on Aging Executive Director Linda Crew Vine presented
the council on Aging Budget including the operation budget of the
Senior Center in the former Muzzey Jr. High School. Mrs. Vine
introduced Council on Aging Co- Chairs Edmund Grant and Harriet
Onello, and members Barbara Rubin and James Fenski.
Mr. Grant presented and discussed a summary of the FY94
Council on Aging budget request, its comprehensive budget for
FY92/93, Revenue Sources and a Fiscal Analysis of the Council's
budget for the years FY91 to FY94, and a demographic graph the
indicates the rapid growth of the Town's elderly population.
Mr. Grant said the increases in the FY94 Council on aging
budget are mostly due to an 11.5% increase in the demand for the
Senior Health Monitor Service with rising local share costs needed
Minutes for the Meeting of January 20, 1993
to fund this service, and a request to open the Senior Center one
evening per week.
5
Mr. Fenski reported on the Council' FY91/92 Comprehensive
Budget and Sources of Revenue. He noted that for every dol the
Town allots to the Council of Agent's budget, $4.50 is added by the
State for use in Lexington, He noted that the budget is basically
level funded with 2 exceptions. opening the Senior Center for one
evening a week, and the increase in the demand for the Senior
Health Monitor Service, which is not funded in the Town Manager's
budget.
Mr. White responded that the potential of the need for this
program to grow "out of sight" is great, and that the Town should
begin to look for other resources to raise additional revenue for
this program.
Mrs. Vine spoke about how the Home Care Services program has
changed from when she first came to work for the Council on Aging,
and she added that this is very much reflected in the Council's
programs and in its budget. She thought that the budget had been
stretched as far as it could be stretched and still provide the
services that should be provided. Mr. Marshall thanked Mrs. Vine
and Co- Chairs Grant and Onello, and members present and said the
now Board will consider all they have said and proposed.
Chairman Smith left the meeting at this time, and Mr. Marshall
chaired the meeting for the rest of the evening.
P I I NG INC NT V S
The Board reviewed correspondence from Director of Public
Works Dick Spiers and Administrative Assistance Pauline Burke
regarding permit parking at the Church of Our Redeemer lot, which
is currently under utilized. After discussion about altering the
mix of fees charged for parking (the Meriam Street long --term and
parking meter areas), it was agreed that the simplest way to in-
crease usage in the Church of our Redeemer lot was to reduce the
annual parking fees from $1 75.00 to 160.00 annually.
Upon motion duly made and seconded it was voted to reduce the
annual parking fee in the Church of Our Redeemer lot from $175.00
to $150.00 annually.
ARTICLES FOR 1HE TO!jN MEETIN
Mr. White reported a preliminary listing of 42 articles
proposed for the 1993 Annual Town Meeting, and that this includes
all petitions from citizens, boards and committees.
NE9WC
The Board reviewed a resolution to authorize the Treasurer to
�••�• spend $443,276 from the Public Works refuse disposal budget in
order to temporarily finance payments that the Town is required to
make under an arbitration award granted to Mass. Refusetech, Inc.
J�
Minutes for the Meeting of January 20 , 1 993 f
Upon motion duly made and seconded, it was resolved:
That in order to finance temporarily the payments, including
interest thereon, that the Town is required to make under an
arbitration award granted to Massachusetts Refusetech, Inc., in
anticipation of borrowing through the issuance of bonds or serval
notes by the Town, or by the North East Solid waste Committee on
behalf of the Town, in a principal amount not to exceed $443,276,
the Treasurer is authorized to expend up to $442,278 from Publ
Works Budget No. 3000 (refuse disposal) and reimburse that budget
line item from the proceeds of the borrowing. This resolution is a
declaration of official intent pursuant to Treas. Reg. §103 --18 and
shall be kept available for public inspection during reasonable
business hours at the office of the Town Clerk.
Upon motion duly made and seconded, it was voted to adjourn at
10:28 p.m.
A true record, Attest
t
Sara I. Peters
Executive Clerk