April 11, 2017 Meeting Minutes

Chairman Barrett called the meeting to order at 7:00 p.m. Chairman Crawford announced that the meeting was being recorded for transmission by cable television.

Code of Conduct

Chairman Barrett suggested that the Board, having been re-formed on the previous evening following the town election, reaffirm the Code of Conduct adopted in 2013. He read the Code of Conduct and noted that it stresses that the Board must work in cooperation and ensures Board members have access to the same information. Selectmen Dalton and Crawford agreed that the Board members should sign it. Board members signed the Code of Conduct.

Board of Selectmen goals

Chairman Barrett said he has drafted a list of goals and a mission statement for the Board for this year. He said this represents a first step. Selectman Dalton said that the document is comprehensive and he agreed with the mission statement and goals. Selectman Crawford said that this would be a living document that could be changed regularly.

On the motion of Selectman Crawford, duly seconded by Selectman Dalton, the Board voted unanimously to adopt the goals and mission statement as presented (see below).

• Mission Statement
  • To provide strong community leadership to ensure a high quality of life through the promotion of:
    • Professional, quality and accountable service
    • Responsiveness to community issues and concerns
    • Growth management
    • Long-term financial stability
    • An atmosphere for a good local economy
    • Environmental stewardship
  • Preserve the character of our community
    • Promote programs and policies that preserve our friendly, welcoming, small-town community atmosphere
  • We're committed to engaging all segments of our community and promoting Town-wide consensus and unity of purpose
  • Review, modify and establish sound, clearly defined policies that will direct and support the administration to effectively deliver public services
  • Provide effective leadership, facilitating public policy discussions and fostering the sharing of factual information for public decision‐making.

• Delivery of Public Services
  • Deliver quality public services efficiently (in a fiscally responsible manner) and effectively so as to ensure the safety, education and well‐being of our citizens
  • Continually seek improvements in the processes and methodology by which the Town is managed so as to promote efficient and cost-effective government
  • Create a culture of open government within all town departments.
  • Adopt Best Practices recommended by the Massachusetts Municipal Association that relate to town governance
  • Be responsive to the community by immediately addressing concerns and issues that are brought to our attention by residents
  • Ensure that Selectmen’s meetings are accessible to the public and foster an open, transparent discussion of public policy decisions and Town policies.
  • Promote and support resident participation in Town government and volunteering
  • Encourage the preservation of our Town’s historic buildings
  • Preserve and maintain the beauty of our natural setting
  • Appoint a committee to review the Town Charter and recommend changes if deemed necessary
  • Substance Abuse Crisis
    • Convene a summit meeting of stakeholders and influencers
    • Establish a Substance Abuse Prevention Task Force
    • Develop Citizen Outreach Program
  • Senior Tax Relief – Regularly review the tax abatement options for seniors and make recommendations for changes in the tax abatement program.

• School Building Maintenance - Manage and regularly review the progress of the short and long term maintenance plan for the buildings of Lynnfield Public Schools.  

• Town Administrator

The Town Administrator provides administrative leadership under the policy direction of the Board of Selectmen to Lynnfield town government, within the bounds of local and state law, Board policy, and the International City Managers Code of Ethics. The Town Administrator has a duty to remain apolitical, act under the direction of the Board of Selectmen as a whole, and act in the best interests of the town as a whole.

• The Town Administrator’s chief role is to provide all available facts and information to the Board of Selectmen that is relevant to Board decisions and assists the Board, through the Board Chair, in managing effective decision-making processes. The Town Administrator makes policy recommendations to the Board.
• The Town Administrator supports the work of town boards and committees, respecting their diverse responsibilities and independent authority as legally elected entities, standing committees, and advisory committees.
• The Town Administrator is responsive to inquiries from the public and promotes a culture of respect for the public within the organization.
• The Town Administrator and Department Heads manage the operations of the town within the authority and policies set by appointed and elected bodies, while promoting an organizational culture of teamwork, communication, mutual respect and accountability.

• Goals & Objectives
  • Policies & Procedures
    • Department Heads to be charged with developing a plan to improve services and to develop departmental vision statements and goals including measurable objectives
    • Town Administrator to maintain an Issues/Projects Summary that will be continuously updated and made available on the Town’s web site.  The Town Administrator will update the Board of Selectmen on outstanding issues at each meeting of the Board

• Communications
  • Enhance communication between the Board and the Town Administrator, Department Heads, Boards and committees, and most importantly, the public at large
    • Develop and implement quarterly Department Head Reports.
    • Develop a Town-wide Strategic Information Technology Plan, which will include:
      • An inventory and assessment of the existing technology infrastructure and related organizational structure of all Town departments, including the School System;
      • An assessment of each department’s current and future technology related needs, identifying various challenges, emerging issues, and potential approaches;
      • A review of the current organizational structure of centralized IT with recommendations in regards to staffing requirements for effective and efficient operations;
      • Establish a social media policy for employees, Boards, Committees and Town Departments to insure proper use of systems, internet, social media, and protect the image & reputation of the Town
      • Develop a plan that will recommend technological system upgrades that in turn will create an avenue for and enhancement of the interactive communication with the public at large
        • Social Media
        • Town Web Page
• Financial Condition of the Town
  • Take all necessary actions to increase the Towns Bond Rating to AAA and make the Town be eligible for designation by the GFOA (Government Finance Officers Association) as a recipient of the Distinguished Budget Award
    • Only National Awards Program
      • Promotes best practices in public budgeting
      • Focus on information, transparency and accountability
      • Provides independent review and critique of the Town’s budget documents
  • Implement policies and procedures that ensure a strong financial condition
    • Budgeting
      • Develop standardized budget proposals for Department Heads
      • Develop a standard process and forms to prepare the annual operating and capital budget
        • Including a real time Budget Summary
    • Development of an OPEB Funding Plan
      • In conjunction with the Finance Committee, establish a policy regarding an annual contribution to the fund from the operating budget and determine an appropriate investment vehicle for the fund
    • Reporting
      • Quarterly updates on the financial condition of the Town provided by the Town Administrator to the Board of Selectmen
      • MUNIS Web Site Reporting fully implemented
    • Forecasting
      • In conjunction with the Finance Committee develop forecasting tools
    • Adoption of long term financial management strategies
    • Debt Policy
    • Reserves
    • Free Cash
    • Identify and apply for all grant monies that might be available both at the state and federal level including Community Compact

• Capital Facilities
  • Maintain the Town’s public buildings, infrastructure and recreational facilities in a manner that strengthens our capacity to provide quality services in the future.
    • Develop a 10 year strategic plan that prioritizes the Town’s capital expenditures and provides for the funding of the various projects based on results of assessments and reviews, including projected costs and recommendations on various options for capital and operational funding in conjunction with the CFAC report
    • Consider the following for inclusion in the capital expenditures
      • Examine the feasibility of relocating the DPW
      • Fields and Parks
      • Streets & Sidewalks
        • Develop a plan and a budget to address the ongoing maintenance of the Town’s streets and sidewalks
        • Explore the benefits to retaining a 3rd party evaluation firm to rank the conditions of all public ways so that a maintenance plan is implemented that will fairly and impartially prioritize the annual program
        • A plan also has to be developed for addressing the overall condition of the Town’s sidewalks – an issue that was considered a high priority of the residents who responded to the Master Plan Survey.
      • Library
      • Public Safety Complex
        • Police
        • Fire
      • King Rail Golf Course Clubhouse
      • Recreational Facility
      • Town Hall
      • Senior Center
      • Recreational Path

Action items for Board of Selectmen

Chairman Barrett presented a list of action items that the Board and Town Administrator are working on with Town departments and officials. This list will be posted on the Town website and updated regularly. Selectman Dalton said the listing includes the parties responsible and target dates. Selectman Crawford said this is a good method of keeping track of the many projects and tasks before the Board.

Discussion of proposed rail trail

Chairman Barrett recused himself from this portion of the meeting as his sister owns property within 300 feet of the proposed rail trail.

Patrick Curley of the Friends of the Lynnfield Rail Trail appeared before the Board to discuss Article 24, a petition article on the annual town meeting warrant that would allow the Board to enter into a lease of up to 99 years with the MBTA for the use of the abandoned rail line for a recreational path.

Mr. Curley said the project is at the 50 percent complete phase in design, for which the state has provided $500,000 in funding. The lease of the rail trail would require no payment by the Town. He noted that other communities have paid for acquisition and design costs. Funds for construction of the trail are set apart in the state Department of Transportation’s State Transportation Improvement Program (STIP).

Mr. Curley said that the advantages of passing Article 24 is that it will demonstrate the Town supports going forward with the project, which would encourage the state to provide construction funds earlier. He said supporters of the project have worked on it for many years and the Friends group has been meeting with boards and citizen groups and has established its own website.

Mr. Curley said the trail will serve all ages and provides a safe space for exercise and enjoying the out of doors. He said this town meeting action would not bind the Board to act. He said this project will boost home values, increase health and wellness and social connections in the community and boost Town pride.

Selectman Crawford said that the STIP funding is now scheduled for 2020, and may be moved to 2021 due to the lengthy approval process for the trail due to the environmental review this project will require. He said there are questions about the cost of the final design and what funding, if any, will be expected from the Town. He said there have been no quotes forthcoming for the additional engineering work required. Mr. Curley said that additional work is estimated at $500,000. He said he is confident that if the Town votes to move forward it will help leverage funding sources for the project.

Selectman Dalton said that he attended the STIP meeting with Recreational Path Committee member Randall Russell. He said a number of projects involving safety issues were moved up for earlier funding. He said it will cost another $600,000 to reach the 75 percent design phase and expressed doubts about the current engineering firm. He said he has not seen state grants for engineering costs that exceed $25,000. While $7 million has been allocated for construction by the state, there are no detailed cost estimates for the work. He said he believes the vote asked for is premature and that issues such as funding, parking, safety and screening for abutters should be take up first. He noted the Board voted on the previous night not to recommend passage of this article to town meeting.

Mr. Curley said that the article, if passed, gives the authority to the Board to proceed as it sees fit. He said some of the answers sought will be addressed in the final design phase. He said many residents are eager to move forward, and the Recreational Path Committee voted unanimously to recommend the article’s passage.

Resident Kendall Inglese asked the Board to reconsider its vote and said that the trail should be a top priority and would help with a sense of community.

Recreational Path Committee member Mark McDonough said that he has been involved with the committee in its various incarnations for 20 years and said that there has been outreach to abutters and meetings with the engineers and other efforts to involve the community in this project. He said the Town is facing funding for half of $600,000 for the additional engineering. He said surveys show that residents want walking trails, and that fears about crime on rail trials are not supported by facts. He said he was disappointed the Board voted last night prior to this presentation.

Recreational Path Committee member Sheila Aaronson said she is extremely disappointed in the Board’s position and said that the path will make the Town safer for bicyclists and runners, as they will be able to avoid distracted drivers. John Ciampa of the Friends group said the Town’s cost for additional engineering would amount to about $70 per household. He said examining alternative routes will be expensive. Resident Jill Giugliano said that the Recreational Path Committee is supposed to be examining alternative routes and that she has not seen any tonight.

Recreational Path Committee Chairman Randall Russell said he believed tonight’s discussion was to provide the Board with the latest information before it decided how it would recommend on the warrant article. He noted that state legislators secured funding for the initial design of the rail trail. He said a survey of residents show they favor a recreational path by a two-to-one margin. He said the Town should work with Wakefield to secure the necessary funding for the additional engineering work. He warned that a negative outcome at town meeting would discourage the committee members and the Friends group. He said World Tech engineering firm is prepared to make a presentation this fall to Lynnfield and Wakefield to receive input on design and abutter screening issues. He said cleaning up the trail could be a community service project, and that the cost of ownership will be low and wear and tear minimal. He said the committee serves at the Board’s pleasure and that he will step down if asked to.

Committee member Robert Almy said the committee has a broad charge and was focused on immediate challenges, notably this petition article, and came up to speed very quickly will several new members appointed in recent weeks. The committee reviewed engineering reports, talked with the World Tech representatives and discussed the project. He said recommending passage of Article 24 is appropriate to the committee’s mission as it will keep options open and allow the Town to proceed toward the $7 million in construction funds programmed by the state. He noted the article does not obligate the Board or Town to go forward with the project. If the project is ultimately seen as a poor option, the committee will recommend against it. Passage of the article would demonstrate popular support for the project. He said it is worth the time of the committee and the public to proceed.

Selectman Dalton said if the article goes forward and is defeated rather than postponed, the Town could face being moved off the funding list. He noted Wakefield has not had a vote on the project. Mr. Almy said that it is hard to predict how the state might react to a negative vote. He said the committee did not bring this article forward but sees supporting it as the best option.

Resident Debby Laconte said the committee and the Friends groups are working together, despite the Board assuring the public that they would be neutral. She said she has not heard any discussion of alternative routes, and noted this route is through a marsh area and is under water today in a significant segment. Selectman Dalton said the committee did not proposed the article and that he has faith in the committee. Ms. Inglese said last night’s vote was a surprise and said that action prior to the presentation was unfair to the volunteers serving on the committee.

Committee member Leah Hook said the committee has taken its charge serious as well as the need for neutrality, setting personal views aside to determine what is best for the Town. Mr. McDonough said that Wakefield was the lead community for the grant because they had the engineering resources. He said the federal government makes funds available for a safe route to school program. He said an article on the rail trial would be on the Wakefield fall town meeting agenda, and warned failure to pass the article would jeopardize state funding for this project.

Mr. Curley said the fate of at the article is up to the voters at town meeting, and encouraged people to attend the meeting, support the article. He said the best places to live have recreational trails.

Update on fields project

Chairman Barrett rejoined the Board. He noted that Fields Committee Chairman Arthur Bourque is not available for this meeting.

Selectman Crawford said that several projects were presented to the Board by the Fields Committee. He said the Town has to decide what it can move forward on this summer. Addressing safety issues at the Summer Street School and Huckleberry Hill School play areas are a priority, as is the Middle School track and athletic field project, as the track in unusable. He suggested holding off to the Board’s meeting prior to town meeting ton see how the bids on these projects come in. If the bids are favorable, additional projects could be added back in. He estimated the cost of all projects at $2 million to $2.5 million. He said the Middle School project cost of $1.5 million is on the high side. Work at Jordan Park and Newhall Park will likely have to wait another year. Fundraising efforts could pay for the Jordan Park project. The biggest portion of that project involves adding parking on-site and renovating the playground.

Mr. Boudreau said he has reviewed the financial options and the Town’s debt schedule. He suggested 15-year bonds with two years of borrowing in anticipation of notes, taking advantage of some reduction in non-excluded debt, which is debt that is funded within the Proposition 2-1/2 cap. He said that adding $2 million in debt would not be feasible without a debt exclusion. He said he has discussed freeing up some overlay reserve with Assessing Manager Raymond Boly. He also said the Town has about $2.4 million available in the Sale of Real Estate fund, and that the Town could use $500,000 of that amount for the fields project and still retain $1.9 million for the golf clubhouse project at King Rail. In total, the Town will be able to absorb about $2,250,000 for the fields project with this funding plan. He said the Town also has to look at irrigation issues in order to maintain the grass fields properly.

Selectman Crawford said that $2,250,000 should be adequate for these prioritized projects, and some irrigation work. Selectman Barrett said that he has been approached by residents about the track and the elementary schools projects. He said the conditions do not befit Lynnfield and should be of high priority. Selectman Dalton asked about the funding options for the Jordan Park and Newhall park projects.  Mr. Boudreau said funding all these projects would not be possible without putting off all other Town priorities.

Resident Paul Briggs said he agreed with the approach espoused by Chairman Barrett. He said it is shameful that the facility has been allowed to deteriorate to this state. He also said he has concerns about health risks associated with artificial fields, and said using a grass field could cause considerable savings.

Resident Kendall Inglese said that a walking path should be created and said that with the number of projects under consideration by the Town, the Town must consider what is feasible.

Mr. Boudreau said that it is bad financial policy to maintain debt levels under the Proposition 2-1/2 levy. He said the library project, the Town’s share of which will be about $14 million, must be excluded debt, which will have an impact on taxes. The school building project debt falls off between 2022 and 2025. He said the future of the library project depends on state funding and whether residents will support the necessary debt exclusion under Proposition 2-1/2. Selectman Dalton noted that the Town is working on a 10-year strategic plan for capital projects.

Town Administrator update

Chairman Barrett recused himself for the discussion of the Perley Burrill property as he owns abutting property.

Mr. Boudreau said that the state approved the emergency procurement for razing buildings at the Perley Burrill site and the Town has received two bids for the work. Further details were sought on one of the bids. The Town will need to have approval from the Department of Environmental Protection for the plan, as well as asbestos and rodent control plans in place. Once these are all approved, the two buildings on the right side of the site will be razed and removed.

Chairman Barrett rejoined the Board.

Mr. Boudreau said that t$7500 for an upgrade to the Town website is in this capital budget and that the current vendor is looking at various improvements. Work will begin after town meeting.

Mr., Boudreau  provided a brief review of the state budget, saying that the House of Representatives has added to local aid, with Lynnfield’s portion $20,000 above that allotted in the governor’s budget.

Public comment

There was none.

Use of facilities

A proposed walk for the MS Foundation has been proposed but additional information is being sought.

On the motion of Selectman Crawford, duly seconded by Selectman Dalton, the Board voted unanimously to adjourn at 9:20 p.m.