January 7, 2019 minutes

Chairman Dalton called the meeting to order at 7:00 p.m. He announced that the meeting was being recorded for cable television and led those assembled in the Pledge of Allegiance. He announced Selectman Barrett could not attend due to a family illness.

Public hearing on request for pole location from Verizon New England and Peabody Municipal Light Plant

GREEN STREET: Place one jointly-owned pole on Northerly side approximately 165 feet easterly from existing jointly-owned pole #60/4 and place one anchor guy on existing pole #60/6 located on Southerly side.

Verizon has petitioned for the placement of a new pole on Green Street by the newly created Zepaj Lane. The public hearing was duly advertised and owners of the abutting properties were notified.

MOTION by Selectman Crawford, duly seconded by Chairman Dalton: I move the public hearing be opened. Vote was 2-0 (Selectman Barrett absent).

Everette Bryan of Verizon explained that a single pole with anchor is sought to serve Zepaj Lane. The owner of 44 Green Street asked to be shown the location of the pole on a diagram. There were no other comments from the public.

MOTION by Selectman Crawford, duly seconded by Chairman Dalton: I move that the public hearing be closed. Vote was 2-0 (Selectman Barrett absent).

MOTION by Selectman Crawford, duly seconded by Chairman Dalton: I move that the Board grant the request for pole location from Verizon New England and Peabody Municipal Light Plant as follows: Green Street: Place one jointly-owned pole on Northerly side approximately 165 feet easterly from existing jointly-owned pole #60/4 and place one anchor guy on existing pole #60/6 located on Southerly side. Vote was 2-0 (Selectman Barrett absent).

FY 2020 budget presentation – Council on Aging

Town Administrator Robert Dolan made some prefatory remarks about the new budget review process and thanked the Finance Committee,  Town Accountant/Asst. Finance Director Julianne McCarthy and department heads for their roles in implementing the new uniform budget submissions with organizational charts, mission statements, and statements of the current year’s accomplishments and next year’s goals, as well as explanations for any budget line item that deviates by five percent or more form the current budget.

Senior Center Director Linda Naccara and members of the Council on Aging Anita Migliore and Richard Sjoberg were on hand to present the FY20 budget request. Ms. Naccara said that Chairman Fred Santangelo could not attend due to illness. She outlined several accomplishments, including special programs introduces for veterans, a dementia workshop and participating in the maker space at Lynnfield High School along with students and other community groups. She said no significant budget increases are sought, but that she supports a request in the public works capital budget for repaving of the parking lot at the Senior Center. She compared attendance and staffing at the Lynnfield center with those of nearby centers and said Lynnfield does more with less.

Mr. Sjoberg said that the number of seniors in Town is projected to grow through 2035 and the goal is to continue to serve the needs of that growing population. Chairman Dalton complimented the Council on Aging, Ms. Naccara and her staff on their presentation and programming. Selectman Crawford said that he has been impressed with the growth of the Senior Center and said he hopes the Town can address the storage issues and parking lot.

FY 2020 budget presentation – Recreation Commission

Recreation Director Julie Mallett was unable to attend due to a family illness. Recreation Commission Chairman Richard Sjoberg presented the FY20 budget request.

He said initiatives include continuing to work toward the proposed Recreation Center. Commission member Matthew Monkiewicz is working with architects and engineers regarding the site and design.

On the programming side, Friends of Lynnfield Recreation is helping to offset program pricing. The commission continues to offer programs for youths will all abilities. A new program called Kids Can Run is utilizing the new track at the Middle School. Trip attendance is up and several programs have been expanded due to demand. Recreation Camp programs were up by 25 percent and summer trips involved 1308 camps. Recreation Junior camp was expanded for incoming kindergarten students. The Tree Lighting Ceremony was the largest ever because of the new light contest, and 500 people participated in the trolley tour. New pickleball and miniature golf programs have been introduced. Mr. Sjoberg emphasized that all this programming is done without any dedicated space for the Recreation Commission.

Chairman Dalton congratulated the commission and its staff on the expanded programs. Mr. Dolan said that it is remarkable what Lynnfield does with o0ne full-time staff member. Selectman Crawford said the growth in programs testifies to their quality.

Chairman Dalton said the increases of 1.1 percent sought by the Council on Aging and 1.8 percent by the Recreation Commission are very reasonable

FY 2020 budget presentation – Police Department

Chief David Breen presented the FY20 budget request. He reviewed the mission statemen t and organizational chart. The department consists of one chief, one captain, five sergeants, 15 patrolmen, four full-time dispatchers, one part-time dispatchers, one administrative assistant and three crossing guards.

The proposed operating budget would increase the patrol salary line by 7.6 percent due to an error in the current budget in which one position was only funded for half of the year. The overtime budget is decreased to traditional levels, as there was a transfer of funds midway through this budget cycle due to the need to replace officers injured on duty and out due to long-term illness. The training budget was increased to reflect actual historical expenditures. Detectives and the school resource officer need training for certifications. Funds for training for the chief were restored to past levels.

Funding was also requested fore a new phone system to allow business calls to go be received without going through dispatch. The total operating budget is decreasing by 1.2 percent, due to overtime being restored to traditional levels. Ms. McCarthy said that the final budget for overtime is 2 percent above this year’s original budget amount. In a discussion of overtime, Chief Breen said hiring of additional officers would cut overtime costs. Chairman Dalton asked whether additional funds should be added to over4time as overruns due to absences happen frequently. Mr. Dolan said that this is a challenge in every community; he said overtime is budgeted at a reasonable level with the understanding that exceptional issues may require a mid-year transfer of funds. If the full amount is budgeted, the risk is that it will be spent even if those absences due to illness or injury do not occur.  Chief Breen said that part of the issue is that with retirements and resignations, the department is not at full complement.

Chief Breen reviewed the capital budget request, which includes $45,500 for the fourth year of the five-year radio fiber optic upgrade program; $52,751 for a replacement cruiser and equipment; $9,500 for a new phone system; $2,500 for replacement radar units; $5,000 for computer replacements; $6,500 for two mobile computers; $2,500 for an air dryer for the armory, and $15,000 for a mobile license plate reader to be use don traffic patrols. Chief Breen aid the computer requests were to comply with the requirements of the Criminal Justice Information System used to share data between departments.

Board members thanked Chief Breen for his presentation.

FY 2020 budget presentation – Board of Library Trustees

Board of Library Trustees Chair Robert Calamari presented the FY20 budget request. He said staff levels would remain unchanged at the full-time equivalent of 12.5 positions. He noted that the director resigned in June and newly hired Director Jennifer Inglis will begin work here on January 14. The assistant director resigned ion July and the position was left unfilled so the new director could participate in the hiring. The children’s librarian also left for another position recently.

Initiatives at the library include an explosion in programming attendance, especially in children’s programs, over the last two years. A foundation was established to fundraise for the proposed new library building. Updating and digitizing of collections is ongoing. A new five-year strategic plan will be developed.  The building project has moved from 21 to 14 on the state funding list due to other projects being rejected by their communities.

In the operating budget, salaries increased by two percent. Operating expenses reflect increases in fees. In the current fiscal year, funds were moved from the salary line to expenses to pay for temporary help organization fees used to fill vacancies. They have been restored in the proposed budget. Materials and supplies have been increased by small amounts due to program growth. The budget meets the state municipal appropriation requirement on materials.

Selectman Crawford asked if there will be a surplus in this year’s budget to the unfilled vacancies. Ms. McCarthy con firmed this is the case and noted retired Director Nancy Ryan had returned on a part-time basis to fill the director vacancy.

The capital budget request includes furniture and shelving for the children’s room, at $7,500. He said that facilities issues will eb addressed in the public works capital request. Mr. Dolan said the largest concern is the aging septic system.

Chairman Dalton asked that the facilities request be coordinated with the public works director and the Board of Library Trustees.

Board members thanked Mr. Calamari for the presentation.

FY 2020 budget presentation – Department of Public Works

Director John Tomasz presented the FY20 budget request. He reviewed the swim team holiday tree collection program and pickleball court at Glen Meadow Park. He said 23 items are listed in this year’s statement of accomplishments. Highlights include improved air quality in the DPW garage, improvements to the culvert at Beaverdam Brook, the school security improvements, the street and sidewalks programs, completion of the Middle School track and snack shack projects, completion of the sidewalk survey with BETA Associates, and a survey of Town-owned trees.

This proposed budget is similar to the current year budget. Trash and recycling cost are up 2 percent due to contractual obligations. Recycling once brought in money to the Town, but the Town is now charged due to fluctuations in the market for recyclable materials. The bus contract expires in June and will go out to bid next month. A 3 percent increase has been budgeted, and the specifications included seat belts. Money was moved into the tree account. The total budget increase is 1.2 percent. An anticipated retirement will reduce the budget due to a lower salary for a new hire and less vacation.

Chairman Dalton said an operating budget increase of 1.2 percent is very responsible.

Capital requests include 35,000 for the third of a five-year bus program and $25,000 for replacement of the large window in the front of the library.

Other requests, all of which have been prioritized by category, include $80,000 for the senior center larking lot; $70,000 for repairs to flooring at Huckleberry Hill School, $15,000 for library roof repairs; $12,00 for carpeting in the High School office; $60,000 for the High School concrete walks and entrance; $20,000 for the library fire alarm system; $80,000 for the second year of culvert and drainage improvements required by the federal National Pollution Drainage Elimination System; $30,000 for sweet sweeping debris pile removal; $450,000 for Ledge Road-area drainage improvements; $260,00 for Hawkes Brook drainage improvement; $30,000 for expansion of Willow Cemetery; $500,000 for road construction; $30,000 for smaller drainage projects. Mr. Tomasz said that the Town will seek grants for the larger drainage issues.

Chairman Dalton asked about the streets and sidewalks program. Mr. Tomasz said the BETA engineering study yielded a ranking of repairs based on usage and condition; he said the DPW follows these rankings when prioritizing projects, but will group projects in the same location together to achieve savings. The BETA report came in last week and is still being reviewed. He said a complete listing should be available in March.

Board members thanked Mr. Tomasz for the presentation.

Lynnfield Center Water District water quality and governance issues

Town Counsel Thomas Mullen has drafted a warrant article addressing Lynnfield Center Water District governance issues for the Board’s consideration. It includes barring employees from serving on the Board of Water Commissioners; it creates one Board of Commissioners appointment for the Board of Selectmen with the other two remaining with the voters of the District; it sets the term of the Superintendent at three years, to be chosen by a five-member search committee – two of which are appointed by the Board of Water Commissioners, one by the Board of Selectmen, one by the Finance Committee and one by the Town Moderator. It provides that by petition of 50 members of the district, a special district meeting can be called. It includes financial reporting requirements to the Board of Selectman and publishing requirements for the annual audit and the budget, operating and capital, salaries and benefits, and Board of Commissioners minutes. It also requires the creation of a manual of policies and procedures.

Chairman Dalton said the Board has discussed these matters at length and that this document was created at the direction of the Board by the town administrator and town counsel.

MOTION by Selectman Crawford, duly seconded by Chairman Dalton: I move the Board vote to file with its legislative delegation the proposed legislation on Lynnfield Center Water District governance as presented. Vote was 2-0 (Selectman Barrett absent).

Chairman Dalton explained that he and Selectman Craw3ford (Selectman Barrett resides in the Lynnfield Water District) have initiated a petition for a special meeting. The petition also calls for a special election to fill the vacancy on the commission; requirement that no action on hiring a superintendent is taken until after the annual district meeting in April, and allocation of funds to address the purchase of filtration systems for those who have been affected by water quality issues.

Resident Patricia Campbell said she find the bypassing of the LCWD commission on the measure startling.

Selectman Crawford said this effort is to bring the LCWD in compliance with how municipalities are run. He said the measures have been reviewed by town counsel and the town administrator.

MOTION by Selectman Crawford, duly seconded by Chairman Dalton: I move the Board proceed with the petition as drafted. Vote was 2-0 (Selectman Barrett absent).

Adoption of new fee schedule for Building Department

The Building Department has proposed a change in fees to reflect more common practice among area communities after a review of their fee schedule. A Board vote is requested tonight if the Board is in favor, as the new fees will be input into the new licensing software program. Asst. Building Inspector Joe O’Callaghan said these fees are a little lower than most other communities in the region. Mr. Dolan said that the fee schedules in Wakefield, Danvers, Middleton, North Reading, Reading and Melrose were reviewed.

Selectman Crawford aid these fees have not been adjusted during his time on the Board, and the new fees would be relatively low.

MOTION by Selectman Crawford, duly seconded by Chairman Dalton: I move that the Board adopt the changes in Building Department fees as listed below:

1-2 Story dwelling: $1250 per square feet

Commercial Buildings: $150 per square foot

Residential additions and alterations. $12 per $1,000 of value with a minimum fee of $50. This fee would apply to mechanical and sheet metal

Commercial additions and renovations: $12 per $1,000 of value with a $100 minimum.

Vote was 2-0 (Selectman Barrett absent).

Adoption of new mileage reimbursement rate

The Town has always adopted the IRS business reimbursement rate for Town employees using personal vehicles on Town business. That rate has changed for 2019.

MOTION by Selectman Crawford, duly seconded by Chairman Dalton: I move that the Board adopt the reimbursement rate of 58 cents per mile for Town employees using personal vehicles on Town business. Vote was 2-0 (Selectman Barrett absent).

Public participation

Resident Richard Mazzola asked for an update on the Perley Burrill property. He asked if the Town could clean the property up.

Resident Walter Radulsky complained about an increase in his water bill; he said LCWD notified residents of the district of the new fee schedule in June, and billed residents retroactively.

Ms. Campbell complimented the new budget format and raised issues about gas leaks in Town. She also complained that school buses are almost empty on some routes, and the Recreation Commission focuses on youth and does not address the needs of seniors. She said women are underrepresented in Town government appointments.

MOTION by Selectman Crawford, duly seconded by Chairman Dalton: I move the Board adjourn. Vote was 2-0 (Selectman Barrett absent). The Board adjourned at 9:07 p.m.