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HomeMy WebLinkAbout1993-01-BOS-min (71vo Ag - ;1 alma SELECTMEN' 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. MINUTES 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 PimMr. 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 Board. 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 $109 . 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 , 896 . 44 Abatements: Water, Sewer -- 12/22/92 $4 , 989 . 45 TRAFFIC ITEMS 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 2 oft 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 . 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 FY96 . Mr. Spiers detailed the evaluation and negotiating process which resulted in his recommending that Browning Ferris Indus- tries ( BF1 ) 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 omit $72 , 110 , 325 is supported by $23 ,476 ,446 in non-property tax revenue including state aid and $48 , 633 , 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 Minutes for the Meeting of January 4 , 1993 3 01111 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 win 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 1/2 . 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 . 6 . 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 awe 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%, 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 Pio investment in employee computer training. He also said that the i 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. 9 . 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 PM 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 Board focussed on concerns with the mai 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 r, Minutes for the Meeting of January 4 , 1993 5 ono 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. isma 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 won 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. 7 Minutes for the Meeting of January 4 , 1993 6 immi 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- tional/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. mm 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. 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 1986 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 'MR 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 of 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: &AP atike Sara I . Peters Executive Clerk eye SELECTMEN'S MEETING January 6, 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. 1993 ANNUAL TOWN MEETING Upon motion duly made and seconded, it was voted to hold the first deliberative session of the 1993 Annual Town Meeting on Monday, March 29, 1993 in Cary Memorial Hall at 8:00 p.m. SET MEETING SCHEDULE FOR FEBRUARY AND MARCH The board agreed to schedule meetings for the following dates in February and March: Monday February 8, 1993 - 7: 30 p.m. , Monday February 22 , 1993 - 7: 30 p.m. , Monday March 1 , 1993 -" 7: 30 p.m. , MIMEMonday March 8, 1993 - 7:30 p.m. , Monday March 15 , 1993 _ 7: 30 p.m. , Monday March 22, 1993 - 7: 30 p.m. , Monday March 29, 1993 - 7 :00 p.m. , and Wednesday March 31 , 1993 - 7:00 p.m. BUDGET 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 will 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 mm 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. fJ Minutes for the Meeting of January 6, 1993 2 aim POLICE 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 19%. 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 preferences. Mr. White commented that the $800,000 proposed to be appro- priated should be sufficient to install the Combined Dispatch Center. mob Mrs. Smith thanked Chief Furdon on behalf of the Board. Minutes for the Meeting of January 6, 1993 3 FIRE DEPARTMENT 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 public 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 pre- 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. INSPECTIONAL 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. '^# 7 Minutes for the Meeting of January 6, 1993 4 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 same 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 last 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 on-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 A4, 44 Sara I . Peters Executive Clerk F- wm 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, Mr. McSweeney; Mr Cohen, Town Counsel; Mr. White, Town Manager; Mrs. Novak, Assistant Town Manager; and Mrs. Peters, Executive Clerk, were present. STING CANCELLATION 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 COMMITMENTS Upon motion duly made and seconded, it was voted to approve commitment of the following charges: Commitment of Water Charges - Dec. 1992 $1006.00 1,"" Commitment commitments) Commitment of Sewer Charges - Dec. 1992 $1983 . 70 (additional commitments) Commitment of Water Charges - Dec. 1992 $89,539. 52 (Cycle 9 bills) ABATEMENTS Upon motion duly made and seconded, it was voted to approve the following abatement: Water, Sewer & Demand - 1/6/93 $1684.44 ASSEMBLY ON BATTLE GREEN 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 . ONE DAY LIQUOR LICENSE 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. CHAPTER 90 REIMBURSEMENT The Board reviewed a memo from Town Engineer Francis Fields, dated December 29, 1992, 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 APPOINTMENT mm Mr. White announced that, subject to the Board'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 REVD DPW/ENGINEERING 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 Spiers 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 m. 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 i t. 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 miles 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 mmHarrison 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 mom 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 miles 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 gravesites. 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 $265,000 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 ,275.00. In discussing the Building Maintenance budget, Mr. Spiers expressed concerns about the poor condition of some Town buildings, in particular the 100 year old DPW Barn, which he described as being in very bad repair and a fire hazard, with wood beams and roof. Mr. White spoke of his concerns with the condition of the Minutes for the Meeting of January 11 , 1993 4 Pine Munroe School Building and the possibility of its disposition if the Town conducts a review of its condition and concludes it 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 43% of the Water Enterprise funds, established in 1988, 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 $32,000 annually. Mr. Hadley 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. Spiers 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 ma. 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. 1/4(c/ 3 Minutes for the Meeting of January 11 , 1993 5 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 priorities 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 Safi- ,4f, mai "` Sara 1 . Peters Executive Clerk pow 1 t, i SELECTMEN'S MEETING January 20, 1993 A regular meeting of the Board of Selectmen was held on Wednesday, January 20, 1993, in the Selectmen's Meeting Room, 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. RECEIPT OF PETITION The Board accepted a petition presented by Stephen Tripi, 12 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 questions. 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 residents, and he offered to meet with anyone who continued to have questions on the criteria and methodology used to develop property assessments. LEXHAB LOWE1L STREET RD DEVELOPMENT LexHAB Chairman Marshall Derby reported that Developer Peter Kelley, Woodhaven Realty, had recently appeared before LexHAErwith a revised proposal for affordable ordable 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 a•• 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 2 E the Lowell Street Development being made available by the developer for affordable housing, to be owned and administered by LexHAB for the Town. PHILIP ROAD 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 hear- 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 possibility 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 job they are doing. MINUTES Upon motion duly made and seconded, it was voted to approve the minutes for the meeting of December 14, 1992, as written. CONSENT AGENDA COMMITMENTS Upon motion duly made and seconded, it was voted to approve commitment of the following charges: Commitment of Water Charges - Jan. 1993 $5,264.92 (additional commitments) Commitment of Sewer Charges - Jan. 1993 $10,039.81 (additional commitments) Commitment of Water Charges - Jan. 1993 $585. 70 aim (final bills) Commitment of Sewer Charges - Jan. 1993 $1 ,057 .54 ( final bills) Commitment of Water Charges -- Jan. 1993 $100,423.98 (Cycle 9 bills) Minutes for the Meeting of January 20, 1993 3 Commitment of Street Opening Permits, 12-31-92 Boston Gas Co. $175. 75 N. .E. Telephone $25.00 ABATEMENTS Upon motion duly made and seconded, it was voted to approve the following abatements: Abatements: Water, Sewer & Demand - 1/11/93 $3,027. 21 BUDGET REVIEW INSURANCE Assistant Town Manager Julia Novak reported that the Town Manager' s budget proposes that 5.2 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 program has two components; group health insurance and general municipal insurance; and that her presentation will focus on the health insurance component since, as Mr. Marshall noted last week, 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 comprises approximately 90% of the entire insur- ance budget. She noted that over the past 8 years, health insur- ance costs have increased dramatically, and that the pressure to make changes to the Town's health insurance programs to bring costs down increases. Mrs. Novak said that the Town would like to do a better job 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 2 .5 % of the insurance budget provides funding for general municipal insurance covering the Town' s liability, property, vehicle, 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 costs. 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 costs, 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 costs 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 4 sow HUMAN 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. RePlace 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 Woburn, 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 5 MON to fund this service, and a request to open the Senior Center one evening per week. Mr. Fenski reported on the Council's FY91/92 Comprehensive Budget and Sources of Revenue. He noted that for every dollar 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 mm, 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. PERMIT PARKING INCENTIVES 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 $175.00 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 $160.00 annually. ARTICLES FOR THE 1994 ANNUAL TOWN MEETING 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. NESWC RESOLUTION The Board reviewed a resolution to authorize the Treasurer to MOM 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. Minutes for the Meeting of January 20, 1993 8 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 serial 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 $442,276 from Public 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 (kW Sara I . Peters Executive Clerk