November 15, 2018 minutes

Chairman Dalton called the meeting to order at 7:00 p.m.

Annual budget summit

Chairman Dalton congratulated Town Administrator Robert Dolan and Town Accountant/Asst. Finance Director Julianne McCarthy for getting departments head together on budget issues and preparing a uniform budget submission template.

Town Administrator Robert Dolan reviewed his three-year budget analysis. He said in this fiscal year the Town is meeting its revenue and expenditure targets after adjustments made to the budget at the fall town meeting. He discussed the establishment of the Office for Prevention and the merging of the Planning Board and Conservation Commission staffs to create a unified land use office. She reviewed the work of the Strategic Planning Committee in reviewing major capital projects and the Town’s seeking of funds for infrastructure work through the Traffic Improvement Program and the Complete Streets program.

He discussed the significant decline in new growth revenue as Market Street is built out, the lack of foreseeable large-scale development projects, the small incremental growth in state aid, and the need to curb expenditures to conform to this new fiscal reality. He said challenges include school population grade-level shifts, and the expiration of all collective bargaining agreements on June 30. Rising health insurance, pensions, and the growing OPEB obligations as well as needed capital projects will also provide challenges. He said the Town has to look carefully at spending with an eye to long-term fiscal stability and maintaining or improving the Town’s bond rating, with the consequences this rating has on the cost of borrowing for capital projects. He said negotiations with unions must achieve fair but fiscally sustainable contracts.

Mr. Dolan said budget presentations in this cycle will feature uniform presentations with greater detail available to the taxpayer. Submissions include full- and part-time employees in each department, a salary spreadsheet by position, a department mission statement and organizational chart, current fiscal year accomplishments, and Fiscal Year 2020 proposed initiatives and challenges, as well as a written description for every line item increasing or decreasing by five percent or more.

Department heads and committee chairs made brief remarks about the current fiscal year budget and next fiscal year’s budget plans. All departments reported being on target in the current fiscal year unless noted.

CABLE: Director Eric Hamlin gave an overview of his activities and duties. A contracted freelancer has become a part-time employee, and that programming will increase by 30 percent. He said he is seeking to make that positon full time, which can be paid for through the cable fees paid by the two cable providers.

LIBRARY: Interim Director Nancy Ryan said the focus is hiring anew director, and then filling the assistant director position. She provided an update on the state funding prospects for the proposed new library, and said the library is working on a long-term strategic plan.

SCHOOLS: Superintendent Jane Tremblay said it is too early in the budget cycle and school year for specifics for next year’s budget, but said she will be meeting with principals and directors as they submit their requests shortly. The School Committee will hold its budget workshop in mid-December. One of the focal areas will be the teacher contract. Early projections for special education costs and social-emotional learning show possible increases. The tutor positions cut in the previous budget cycle may be candidates for restoration. The schools are also looking to maintain the traditional commitment to technology in the capital budget.

TOWN CLER: Clerk Trudy Reid said funds for electronic voting and check-in are in the budget for town meetings. She is seeking funds in the capital budget for an additional voting machine for early voting and to serve as a backup. Funds for record preservation and implementation of a credit card system at the counter are being sought.

POLICE: Chief David Breen said that the current fiscal year patrolman and dispatcher overtime line items have been stressed due to long-term absences. He said he hopes to add one or two new officers to get to maximum staffing levels, including the vacant traffic position. He said the transfer in the fall town meeting should provide sufficient funds. Next year’s capital request will include continuing the fiber-optic replacement program and one or two new police cruisers as part of the ongoing replacement program.

FIRE: Chief Mark Tetreault said that the current budget is in line except for an unanticipated ambulance suspension system repair. He also said Union Hospital has ceased its program under which it replaced expired medications in the ambulances. He said he plans to submit a level-services budget. The closing of the Union Hospital emergency room will necessitate longer ambulance trips and more crowded area emergency rooms. The department experienced a 9 percent increase in calls this year. He said he capital request will reflect the 10-year capital plan. Some items sought last year were not funded. He said the emergency medical services budget will be realigned to reflect actual expenditures in a number of categories.

COUNCIL ON AGING: Director Linda Naccara said she will seek a level-services budget, which is bolstered by financial assistance from the Friend of Lynnfield Seniors group. She said she is working with the Department of Public Works on capital requests such as the parking lot repair. The Senior Center is averaging 230 visits per day, and the Town’s senior population is growing. The new Maker Space at the High School is being shared by several groups, including the Council on Aging and the Recreation Commission.

HEALTH: Director Kristin McRae reviewed her role and duties. She said workload on septic reviews and inspection has increased and that a new state food code has been adopted and must be implemented locally. She said she believes she can keep the budget request to an increase of 2.5 percent but may need to incur more contracted hours for inspections.

PLANNING AND CONSERVATION: Director Emilie Cademartori said that both committees’ budgets will be combined to reflect the new combined office. She said the budget shows a slight surplus in the salary line this year; the office is now fully staffed. The one capital request will be for the continued treatment of Pillings Pond, which will be reviewed by the Conservation Commission.

PUBLIC WORKS: Director John Tomasz said that one looming challenge is the proliferation of dead or dying trees that should be taken down. He said that the diminished market for recycling goods will have an impact on costs, as the Town was once receiving funds for recyclable materials and is now paying for their disposal. The school bus contract is expiring and a cost increase of 3-4 percent is expected. Increased maintenance costs for the schools can be expected as the major building projects were 15 years ago and systems and items are wearing out.

RECREATION: Director Julie Mallett said there has been an increase in programming and the commission is reaching out to more groups. She said the commission has asked that payment for the portable toilets at fields be transferred to the public works budget.

VETERANS: Director Bruce Siegel said he manages four active cases, and that the Memorial Day observance costs are going up due to vendor cost increases.

ACCOUNTING: Ms. McCarthy said she expects no increases in her budget for next year. She is now managing the technology budget for the Town, which has transitioned from in-house staff to an outside vendor. The MUNIS server has been updated and computers placed at the public counter in the offices of the treasurer, town clerk and zoning enforcement.

She reviewed the budget submission process for boards and departments.

INSPCTIONAL SERVICES: Local Building Inspector Joseph O’Callaghan introduced himself to department head and committee members.

Chairman Dalton said that the Town will be upgrading its annual audit. He thanked all for attending.

MOTION by Selectman Barrett, duly seconded by Selectman Crawford: I move that the Board adjourn. Vote was unanimous. The Board adjourned at 7:50 p.m.