MEETING MINUTES
BOARD OF SELECTMEN
Monday, September 21, 2009
PRESENT: Sarah Cannon Holden (Chairman), Sara Mattes, Gary Taylor
STAFF: Timothy Higgins (Town Administrator), Debra Parkhurst (Adm. Asst.)
Welcome & Introductions
The Chairmen welcomed the public and reviewed the agenda.
Announcements
The Chairman announced that there will be a talk at the Brooks School Auditorium tomorrow night from 6 to 7 PM featuring Travis Roy. This is co-sponsored by the Lincoln Cultural Council, among others. The Chairman thanked Ben Aaronson of the Lincoln Journal for his article on this.
APPOINTMENTS:
Appointment of new COA Director
The Chairman of the COA, Dot Taylor came before the Selectmen along with Assistant Town Administrator Anita Scheipers, and Assistant COA Director Pam Alberts to introduce the Carolyn Bottum, the new COA Director candidate. Ms. Scheipers reviewed the process for hiring a new director after the retirement of Karen Santucci. The Office received 51 applications, of which 23 were qualified. The Town was looking for a candidate who had a BA or MS in Social Work or related field, and experience in the social service area, preferably in a COA. A working group to review the applications was formed with representation from the COA, the Friends of the COA, a citizen at large and the Ms. Alberts. The interview team of six included Dot Taylor, Anita Scheipers, Nancy Pimental, and Beth Ries. Dot Taylor
said the COA Board then met with the two finalists over coffee. The COA recommends Carolyn Bottum. The COA Board said they but pleased with the results of the search. The Selectmen had a few questions for the candidate. Ms. Bottum discussed her fundraising efforts in Bedford, where she worked with local corporations and foundations on grants for the COA for activities and transportation. She discussed her work towards the Senior Center as part of a larger community center in Bedford, raising awareness of why it was needed and helping make the funding happen over a period of five years. She added that she is excited, thrilled and honored to be appointed.
Ms. Mattes made a MOTION to appoint Carolyn Lee Bottom to be COA Director. Mr. Taylor seconded and the Motion passed unanimously. The anticipated start date is October 5, 2009. Ms. Alberts asked to discuss the Emergency Assistance Fund. Two members have left: Karen Santucci & Peg Connolly. She explained that people come to the Emergency Assistance Fund in town to apply for monetary assistance (an amount up to $500.00). The Committee meets as needed and decides on the distribution. Mr. Taylor made a MOTION to appoint Carolyn Lee Bottum to the Emergency Assistance Fund for one year. Ms. Mattes seconded and the Motion passed unanimously.
John Koenig, Finance Committee Chairman re: FY10 and FY11 Budgets
Mr. Higgins introduced Mr. Koenig by explaining that there are three budgets under discussion. The FINCOM is closing out FY 09, the FY 10 budget is being revised in response to State cutbacks and the Deaconess construction slowdown, and they are looking forward to the FY11 budget for the March Town Meeting. Mr. Koenig said the closing out of FY 09 is looking favorable, and estimated Free Cash appears to be up; however, the FINCOM is trying to get away from relying on Free Cash as much as budgets have in the recent past. He said that as the FINCOM decides on a budget there are a lot of moving parts, and the Staff and the FINCOM have to make projections. Last year’s projection for FY10 anticipated a 10% reduction in State Aid. The actual reduction was 17%, which increased the $200,000 reduction originally predicted by another $177,000. He also noted the Deaconess slowdown, a project that is taxed as it is built out,has reduced forecast property tax revenues for FY2010 by
$260,000 to $270,000 leaving an overall budget shortfall of over $440,000. Discussion turned to the budget items that may be rescinded from last year’s appropriations. The school had $125,000 left from their FY2009 budget. These funds were used to buy materials needed in FY 2010, and the School Board has accordingly agreed to reduce their FY2010 by that amount to help address the shortfall. They have the ability to move funds around more freely than the Town. Mr. Higgins noted that over the years a positive relationship between the FINCOM and the Schools has developed and the School discusses their surplus with the FINCOM. Other items that may be rescinded include $55,000 for a wood chipper and the Hartwell Curtain Wall study, which could be postponed until a time closer to when the work is imminent. Another $49,000 for asbestos removal at the schools remains unspent after completion of the project and so can be
reallocated. Mr. Koenig noted that there are different ways to get to balance, and further noted that there are various issues and elements, including capital requests, maintenance, etc. Mr. Higgins has asked that the Town departments provide impact statements if the Town must cut expenditures to meet its proportionate share of the budget shortfall. Mr. Koenig also mentioned a fall back to free cash and to the L-S Stabilization Fund. Discussion followed on the creation and potential use of the L-S Stabilization Fund. Lincoln’s budget typically reflects a higher amount for L-S than is eventually apportioned to Lincoln because Sudbury supports a lower L-S budget, and the lower budget prevails. The resulting unspent portion of Lincoln’s appropriation normally falls to Free Cash, but at last year’s Town Meeting was set aside in the L-S stabilization fund Mr. Koenig explained that due to the unwillingness of Sudbury
to support higher L-S budgets, the FINCOM was concerned the L-S students were not getting an amount that would preserve equal treatment of the Town’s cost centers (typically the same budget increase is allowed to all cost centers in Town), and the stabilization fund to earmark a proportionate share of Town expenditures was set aside for their benefit. Ms. Mattes noted that while all other cost centers were expected to offer operating cuts, the L-S budget was held harmless. It is for this reason, Ms. Mattes suggested that the L-S stabilization fund should be applied toward the deficit. Mr. Taylor then discussed the three types of funds: 1) Free Cash (certified by the State); an emergency Reserve Fund, and a Stabilization Fund. The FINCOM can authorize expenditures from the Reserve Fund; however, use of a stabilization fund requires a 2/3 vote of Town Meeting. The School Department, which might typically have $100,000 left from a $9 million dollar budget,
is allowed to spend that money as they wish. State law deprives towns of that ability. Mr. Higgins then described the process of re-balancing the budget and setting the revised tax rate. Mr. Koenig added that the FY11 budget is then resolved based on what happens in FY10. Mr. Higgins discussed the projections for the Deaconess construction, which appears to be resuming, GASB funding, and debt reduction (offset by the oncoming road construction debt exclusion. Town moderator Jack French asked if there will be more information forthcoming, noting that the draft Warrant Articles for the October Special Town Meeting to address the budget shortfall at this point were not explicit. Discussion followed on ways to provide the information. He also noted that several of the warrant articles may need a 2/3 vote. The Board announced that as a result of the need to adjust the budget, tax bills will go out late this year, in early November. The Chairman thanked Mr. Koenig and Mr.
French for attending the meeting. Ms. Mattes noted that the next HATS meeting will have representatives from the four towns’ Finance Committees to discuss financial issues.
OPEN FORUM: No one was present for this session
TOWN ADMINISTRATOR’S REPORT
Mr. Higgins reported that the FINCOM has asked for impact statements from Town Departments with a list of programs and services. He noted areas where cuts can be made:
1. General Insurance – The Town Administrator and Assistant T.A. have looked at the insurance accounts and noted that because costs have come in below budget, we can reduce this line item by $36,000.
2. Within the Town Offices, options can be explored for reducing hours. However, he further noted that this would move office coverage and service delivery to residents in the opposite direction provided for in the Master Plan. The Town has not added administrative support in many years. They are also exploring the reduction in staff at both the Highway Department (one crew member) and the Fire Department (one full time firefighter/EMT). Both would have very negative impacts. In the latter case, the Fire Chief would have to go back on as a firefighter in addition to other duties, which could impact some of the chief activities.
3. There was discussion on using the L-S Stabilization Fund.
4. There was discussion on use of Reserve Fund or Free Cash.
MOTION: Ms. Mattes made a MOTION to recommend a strategy for addressing the budget shortfall that would apply the entire L-S Stabilization Fund; that would apply the saving of $36,000 in General Insurance, and then have the FINCOM offset the remaining difference with free cash or some other mechanism. Mr. Taylor seconded and the MOTION passed unanimously.
· Mr. Higgins reported that construction at the Deaconess has resumed.
· Mr. Higgins reported that they have been working with the Town of Bedford regarding inequities both towns suffer in providing education for people living on the base who are not officially part of the military. They are working to protect the Town’s existing contract with the military as well as mitigate the impacts of education for private housing on the base.
DISCUSSION:
· Mr. Higgins reported that the Warrant and State of the Town Report will go to the printer on Thursday.
· Mrs. Holden reported that the Route 2 100% Design should be ready at the end of November. Two houses have been taken; others are in process.
· Ms. Mattes said the HATS Selectmen were hoping to bring votes from the various towns to the HATS committee to support Jay Kaufman’s legislation regarding zoning of Massport property at Hanscom Field. Mr. Taylor made a MOTION, Ms. Mattes seconded, to authorize Sara Mattes to cast Lincoln’s vote for HATS action to support Representative Jay Kaufman’s legislation regarding zoning control, if Ms. Mattes sees that it will strengthen Lincoln’s zoning control on Massport land at Hansom Field. The Motion passed unanimously.
LIAISON REPORTS:
· Ms. Mattes reported on the 50th Anniversary Celebrations regarding Minuteman National Historic Park., including the re-dedication of the North Bridge today with a full board representation from Concord and most of the Lexington Board of Selectmen.
· Ms. Mattes reported on the Battle Road Scenic Byway, which will now include some “loops” off of the byway to include Bedford Road down to Old Lexington Road and area houses (includes Bemis Hall and Library, Decordova, Flint’s Pond, Storrow House, and the Gropius House).
· Ms. Mattes will attend a 128 Council Meeting on Friday.
· Mrs. Holden will attend a meeting with the School Committee and Magic Garden.
· Ms. Mattes voiced concern with too many signs at the 5-way intersection as well as signs for contractors, realtors and others within the Towns Right of Ways.
ACTIONS:
· Ms. Mattes made a MOTION to sign the Special Town Meeting Warrant for October 17, 2009. Mr. Taylor seconded and the Motion passed unanimously.
· Mr. Taylor made a MOTION to award the bid for the Bemis Hall Roof to Stanley [NEED A FULL NAME HERE AND ADDRESS] as sole bidder for a price of $53,850. Ms. Mattes seconded and the MOTION passed unanimously.
· There will be no meeting next week, September 28, 2009 due to the Jewish Holiday.
· There will be a workshop on October 26th.
· Minutes: The Minutes of July 20 were approved as amended.
Mr. Taylor made a Motion to adjourn the regular meeting and go into Executive Session pursuant to MGL c. 39, s. 23b, and not to return to Regular Session. A poll was taken of the Board: Mattes; Aye; Taylor– aye; Holden –aye. The Motion passed unanimously. The regular session adjourned at 9:20 PM.
Submitted by Debra Parkhurst
Approved on October 5, 2009
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