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BOARD OF SELECTMEN
MEETING MINUTES
MARCH 12, 2007
Present: Sarah Cannon-Holden (Chairman), Gary Taylor, Sara Mattes
Staff: Timothy Higgins (Town Administrator)
Welcome & Introductions: The meeting opened at 7:30 PM. The Chairman welcomed the public, reviewed the agenda and action items for the meeting.
Budget Coordinating Committee:
Present: Julie Dobrow (School Committee), Mickey Brandmeyer (Superintendent), Eric Harris (L-S School Committee), Buck Creel (School Business Manager), Pat Phillips (Fincance Committee)
Ms. Dobrow provided the background and mission of the Budget Coordinating Committee, which consists of representatives of the major “budget drivers” for the Town budget including the Town, School Committee, Library, and COA. She described the process whereby each budget entity provides a “base” budget and a “preferred” budget. In December they focus on budget requests, cost drivers, preferred budgets and what will be lost if certain budgets are not achieved. At the present time, they are holding a series of meetings to present their analyses to the Town. Pat Phillips outlined the Finance Committee (FINCOM) budget process. The FINCOM estimates total revenues (taxes, State Aid, Free Cash, other sources), then subtotals
using required expenditures (pensions, insurance costs, debt service, etc.). This enables them to determine the available balance for any discretionary budget. Mr. Phillips described and discussed the various cost centers and budget drivers from the schools, public safety, general government, public works, and the library, as well as the impact of Proposition 2 ½, and fixed costs. The Base Budget is a budget that is funded without an override. This would allow an increase of 1.5% in FY08 (with an average tax implication of +$157), but would result in a reduction of service and no new program in the schools. The Preferred Budget would use an override of $350,000 (3.3% increase- tax impact of +$351), enabling a minor increase in staff and modest program improvements to meet increased demands. Most long term capital debt will be retired in FY 08 and FY09. The FINCOM recommends bonding $450,000 for the Fire
Truck replacement. The FINCOM anticipates more significant capital requests in the future for school and town buildings repairs and upgrades as well as for road repairs. Mr. Phillips also noted that they will be using $350,000 (free cash) as a one time reduction on the FY 08 Tax. Mr. Taylor presented the Town Operating Budget. He reviewed the various departments, noting that the total base budget is $6.2 million (3.3%) and the preferred budget has an increase of $155,000. Mr. Taylor reviewed key elements of the base budget, with growth capped at 3%, service is maintained, and staffing includes increases for the Town Clerk and the Zoning Board of Appeals with a reduction in overtime in the Public Safety Budget. Compensation increases are limited to 2.5 % COLA and Step increases. Personnel costs account for 78% of the budget. Expenses are reduced to adhere to the 3% guideline. He said that GASB45 requires that the Town
complete an actuarial analysis of retiree health insurance costs at a cost of $15,000. The Preferred Budget includes a needed increase in staff at the Council on Aging, costs for Reverse 911, Fire Department equipment and maintenance, restoration of administrative hours at Public Safety (from 35 to 40) and summer workers for Public Safety. Mr. Taylor then outlined activities and goals which include strategic planning (comprehensive plan facilities improvements, emergency preparedness), Town Meeting implementation (housing the Mall, Deaconness), and operational priorities (public works, Town services, land use permitting).
Mickey Brandmeyer identified the Lincoln Schools goals consisting of curriculum, instruction and assessment; teacher excellence and professional development, leadership and school culture; facilities operations, health and safety. He then reviewed key elements of the school “base” budget. The School Department seeks grants and reimbursements for programs. The Department follows policy guidelines and re-deploys resources as necessary (example: reducing bus routes) in order to support core instruction without an override request. Personnel cost is the key budget driver at 77% of the budget. The department re-deploys resources. In particular, he noted the assessment of the math program for K-5, maintaining funds for instructional materials, and professional development. He noted the
additional music instructors and instruments for the expanding music program as well as the purchasing of library materials. The Preferred Budget adds a 25% administrative assistant to the curriculum and development office and restores prior cuts to legal, advertising and community services budgets. The preferred budget also added technical support position to support the implementation of the new technology plan and to purchase needed class room furniture. It will add a 50% maintenance craftsman position to support capital projects and begin a preventive maintenance program. It will also restore prior cuts to the maintenance of HVAC and electrical systems. It was noted that half of this support comes from Hanscom. Mr. Brandmeyer presented an overview of the total school budget, with the base at $8,604,422; the preferred budget adds $108,573. Appropriations make up 88% of the budget; other funds make up 11%. The
preferred add 1.1% to the base. Allocation is as follows:
11% = Administration
54% - General Education
24% = Special Education
11% = Utilities and Facilities.
Eric Harris discussed the budget for the Lincoln Sudbury Regional High School (L-S) He explained that both Towns have to approve the L-S budget. The L-S School Committee actually provides three budgets: an “original” budget that restores cuts made in prior years, a budget with an override and a budget with no override. For several years L-S has had a 4 to 5% population increase, and yet finances are still constrained by Proposition 2 ½. Mr. Harris anticipates a large override request for the high school. Maintaining level class size would require the addition of 3.64 positions; an override budget would add 1.25 positions, and the re-establishing the “original” budget would add 6.42 positions. No override would mean a budget shortfall of $700,000 and the school would
lose 6+ professional and support positions, funding for curriculum development, maintenance of computer and equipment, elimination of new and replacement equipment, possible reduction in sports programs and loss of contingency funds. The override budget allows for targeted staff increases and operational “status quo.” No override limits ability to meet needs, both academically and socially. He added that over the past 5-6 years, administration has been cut from 9 to 5 members, while the population of the high school grew from 900 to 1500. He said that L-S has the lowest salary for staff of any comparable high school district. Discussion followed on the lack of advanced placement classes, and Ms. Mattes commented on the advantages offered by those classes. Mr. Phillips said that there are very different tax issues in Sudbury and it is important to communicate and work with them. Mr. Higgins commented that about 70% of all new
taxes are going to pension and insurance costs and taxpayers should know that towns are trying to control those costs. Mr. Harris praised the Town of Lincoln for its support of the high school. He particularly noted the support provided at the time of and following the murder at the High School this past year. Ms. Dobrow added that the Budget Coordinating Committee will be meeting with the Council on Aging tomorrow night for a question and answer session regarding the budget.
Pam Green, Chairman, Zoning Board of Appeals.
Ms. Green announced that she was retiring as Chairman and as a member of the Zoning Board of Appeals. Associate members Jeff Macklin and Joel Freedman would like to stay on, but with they are still short one associate member. She added that the Board meets one or two times a month, and they have prepared new instructions and applications to improve information gathering. The new application should be available on the Town of Lincoln web site. She noted that staff interfaces with the public. The ZBA is working with the Planner on the new permit guide. Discussion followed on the permits (variances; special permits) that may be required from the ZBA. These may involve small or non-conforming lots, non conforming structures of uses. The Board and Ms. Green also discussed the membership of the
Board, noting that associates are able to vote, but their terms tend to be shorter As a quasi-judicial board, they always need five votes of members who have attended all the meetings. They expect that an associate will move up to a full member and they will need two new associates. Ms. Green said they are looking for volunteers and she would be happy to speak with anyone. The Board noted that the ZBA is a critical part of the land use policies of the Town. They thanked Ms. Green for her years of service.
Buzz Constable, MAPC Representative
Mr. Constable explained that the MAPC (Metropolitan Area Planning council) is the largest regional planning entity in the State with 101 municipalities and 13 representatives. Mr. Constable is also a member of their Executive Committee. He noted that Lincoln was well represented at their MAGIC sub-regional breakfast earlier today. Discussion followed on the on-going “Metro Futures” workshops and seminars sponsored by the MAPC and others. They noted if the current trends continue there will be a short fall of college educated workers. There are cultural, physical, and environmental needs. Members of the Board commented that the Towns and the region must also consider change that is sustainable, and should look at how to work within limits that exist such as water resources, energy,
and transportation.
Open Forum
No one was present for the Open Forum.
Town Administrator’s Report and Discussion
The Board discussed the Master Planning process. The Board was concerned that there were not enough volunteers to move forward due to competing interests. Mrs. Holden commented that the smaller group(s) seem more defined and better able to move forward. Discussion turned to appropriating funds for the Master Planning process. Mr. Higgins explained that funds from a Reserve Fund Transfer must be appropriated prior to setting the tax rate. However , it may be possible to get funding from Free Cash. He added that a good model might be the At Risk Committee that married volunteers with a qualified consultant. Together they operated with efficiency and speed at a reasonable cost and for a set amount of time (three months at a cost of $25,000). Master Planning is now a two year process. The
current committee designed the approach and supports a mid-range cost of $95,000 for presentation to the Finance Committee. Ms. Mattes, commenting that she has been an advocate for the long range planning, is concerned that that the Town feels” burned out.” She questioned the timing of the project and suggested waiting until the Mall, Deaconness, Route 2 and other projects are more under way. She is concerned that hiring a consultant without the volunteer energy would be unfortunate. Mr. Higgins said the Mall and the Deaconness projects are close to the end of their permitting processes. He suggested asking the Planning Board about their schedule and energy for moving forward with the Master Planning process. The Chairman suggested discussing this at the next meeting.
Mr. Higgins reported that Ellen Meadors has been suggested to receive the “Bright Light Award” for her amazing and consistent work on creating a land use data base. Hiring a consultant for such a job would have cost thousands of dollars, he added. The Board’s nomination would then go on to the Finance Committee. Mr. Taylor made a MOTION to nominate Ellen Meadors as the recipient of the Bright Light Award. Ms. Mattes seconded and the Motion passed unanimously.
Mr. Higgins reported that the Conservation Commission has requested that the Selectmen allow certain roads to be closed the night of the “salamander crossing.” Motion- Mr. Taylor made a MOTION to allow the typical roads to be closed for the Salamander Crossing as requested. Ms. Mattes seconded and the Motion passed unanimously.
Town Meeting Planning
Mr. Higgins reported that the Motions will be ready this week. In terms of Selectmen assignments and responsibilities, he will draft assignments for the Selectmen to review.
Mr. Higgins reported that AMC has requested a letter in support of their letter requesting a initiative to reduce energy consumption by 205. The board will discuss and vote at the next meeting.
Liaison Reports
Mrs. Holden reported on a meeting with the CAC, Mass Highway Representatives, and John Snell from the Planning Board regarding Route 2. Most of the work for the 75% survey has been completed.
Ms. Mattes reported on the Planning Board hearing regarding the “Peace Palace” project on Route 2A. She reviewed the history of the project. She noted that the applicant had withdrawn their legal action, and they said they would present a new plan for the Planning Board review. However, she said the new plan was only marginally changed. The National Park an abutter to the project, has appealed the septic permit. Ms. Mattes asked what opportunities the Town may have regarding approvals, and who is coordinating the land use process. Ms. Higgins will discuss with the Town Planner and Chairman of the Planning Board.
Mrs.Holden reported on the Lincoln Sudbury High School Review Committee. The Committee has received over 40 letters of interest from people who want to serve on the committee. The Board of Selectmen from both communities may appoint two each, and the school committee will appoint seven. Ms. Mattes asked about the criteria for appointment, including the skill sets, background, professional expertise, and school involvement required. Ms. Mattes also wondered about the inherent conflict where the group making the appointments might also be the subject of the inquiry including policy, administration, and teaching staff). The Board determined they should move forward and explain these issues as part of their concerns. The Board also would like to know the ground rules of the investigation given the
confidentiality issues. Mrs. Holden said the Selectmen from Sudbury do not want the limits imposed by the Committee regarding their appointees. Ms. Mattes made MOTION to adopt the same position as the Sudbury Selectmen regarding selection to the review committee and to not be limited to the applicants who have submitted letters of interest. Mr. Taylor seconded and the motion passed unanimously. Sudbury Selectmen will vote tomorrow and the first meeting of the review committee is next week. Mrs. Holden will prepare a memo to the members of the current committee that sets out Board concerns.
Minutes were deferred.
Warrants were signed.
Ms. Mattes made a MOTION, Mr. Taylor seconded to go into Executive Session to discuss litigation pursuant to Section 39, Section 23b, and not to return to regular session. A Poll was taken of the Board: Mattes – aye; Taylor- Aye; Holden- aye.
The regular session adjourned.
Submitted by Debra Parkhurst
Approved on September 24, 2007
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