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2020-01-13 BOS Packet - Released
SELECTMEN'S MEETING Monday, January 13, 2020 Town Office Building, 1625 Massachusetts Avenue, Selectmen's Meeting Room 6:00 PM AGENDA EXECUTIVE SESSION 1. Exemption 6: Purchase, Sale, Lease of Real Estate - Lease for Munroe Center for 6:00pm the Arts PUBLIC COMMENTS Public comments are allowed for up to 10 minutes at the beginning of each meeting. Each speaker is limited to 3 minutes for comment. Members of the Board will neither comment nor respond, other than to ask questions of clarification. Speakers are encouraged to notify the Selectmen's Office at 781-698-4580 if they wish to speak during public comment to assist the Chairman in managing meeting times. SELECTMAN CONCERNS AND LIAISON REPORTS TOWN MANAGER REPORT ITEMS FOR INDIVIDUAL CONSIDERATION 1. Review Amendments to Guidelines for LexHAB Use of CPA Funding 6:20pm 2. LexHAB Request for Community Preservation Committee Funds and Financial 6:30pm Reserves 3. Vote to Transfer 241 Grove Street, P arc el 2A(Wright Farm)to LexHAB 6:45pm 4. Discuss Proposed New Police Station 7:00pm 5. Review and Approve 2020 Fee Schedule for Recreation/Community Programs 7:45pm 6. F Y2021 Preliminary Budget& F inancial P lanning 7:55pm 7. Recap of Budget Summit IIA 8:25pm 8. 2020 Annual Town Meeting 8:40pm - Presentations - Up d ate on the fo llo wing Citizen Petition Warrant Articles: • Citizen Article - Declare Climate Emergency • Citizen Article - Reduce Legal Expenses • Citizen Article -Amend General Bylaws-Noise C o ntro 1 - Board Discussion- Review Potential Articles and Draft Warrant 9. Discuss S emiquinc entennial Commission(Lex250) Charge 9:50pm 10. Selectmen Committee Appointment 9:55pm ADJOURN 1. Anticipated Adjournment 10:00pm A Summit III Meeting of the Board of Selectmen, School Committee, Appropriation Committee, and Capital Expenditures Committee will be held on Thursday, January 16, 2020 at 7:00 p.m. in the Cafeteria, Samuel Hadley Public Services Building, 201 Bedford Street. The next regularly scheduled meeting of the Board of Selectmen will be held on Monday, January 27, 2020 at 7:00 p.m. in the Selectmen's Meeting Room, Town Office Building, 1625 Massachusetts Avenue. Hearing Assistance Devices Available on Request All agenda time and the order of items are approximate and LezTedia subject to change. Recorded by LexMedia AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Review Amendments to Guidelines for LexHAB Use of CPA Funding PRESENTER: ITEM NUMBER: Charle Hornig, Vice-Chair of Community Preservation Committee I.1 SUMMARY: This agenda item is to review changes proposed for the use of CPA funds by LexHAB. Both the Community Preservation Committee and the LexHAB Board have voted to support these changes. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/13/2020 6:20pm ATTACHMENTS: Description Type E) bidefines for I A-A 1A Us I Jse of(A.')A f7unding I..Jse of(..-,]')A.Funding Backup Material elfin ed Guidelines for the Use of CPA Funding by LexHAB The following are guidelines agreed upon by the Community Preservation Committee, LexHAB.,and the Board of Selectmen for the acquisition,creation, s ti , rehabilitation,and support of affordable housing units with Town CPA funds. .} Projects must be eligible r funding as Community Housingunder the 2.) All housing units-acquired or created with CPA funds shall be submitted for inclusion on the Deleted:purchased Subsidized Housing Inventory(SHI),if eligible. 3.) ®Total CPA funds expended for a housingunity including legal and professional services, Deleted:¶ whether new constructiony` 1 S of an existing-housing-unitshall not exceed Each acquisition shall increase the affordable housing 700,000,adjusted for inflation from January 2019. stock.Monies shall be spent only on acquisition or 4.) Efforts shall be made to maximize energy efficiency in each houSln rehabilitation of a unit that results in an addition to the unit. pool of affordable units.¶ 5.) Buildings on the Cultural Resources Inventory should not be acquired withfunds for the ¶ purpose of total demolition except in cases where the existing structure has been determined Dwellings to be purchased shall be one or two family by a qualified professional to be unsound or unsafe and said condition cannot economically (single,duplex or condominium unit).¶ be remediated. ¶ The size of the units may be up to 1,500 square feet of 6.) ,Approval by the Board of Selectmen is required for any LexHAB purchase of a housing unit habitable space.¶ or of land. ¶ 7.) Propertyacquired by LexHAB i CPA funds shall be subject to a permanent deed If LexHAB builds the unit,the size may be 3 bedrooms, restriction limiting its use to the stated acquisition purpose.Such deed restrictions shall be in expandable to 4.¶ a form approved by the Massachusetts Department of Housing and Community Development ¶ LexHAB shall try to purchase dwellings on public bus and shall be timely recorded at the appropriate Registry of Deeds. routes,including Lexpress Routes.¶ 8.) CPA funds appropriated to LexHAB by Town Meeting shall be identified in a specific ¶ MUNIS account.Expenditures against the account shall be submitted to the Town Manager, Deleted: of housing with a copy to the CPC Administrative Assistant. 9.) Funds remaining in the LexHAB account may not be carried over from year to year for Deleted:built new on purchased land or purchased and renovated subsequent acquisitions of affordable housing units. Deleted:525 (Approved February 17,2011;amended February 20,2013 and October 1 ) Deleted:As a general policy,CPA funds shall not be expended for the demolition of any houses listed on the Cultural Resources Inventory Deleted:¶ When LexHAB identifies a housing unit or land for acquisition,it shall submit a proposal to the CPC and the Capital Expenditures Committee for comment prior to submittal to the Board of Selectmen. ----------------------------- Deleted:¶ Any Deleted:or properties Deleted:for the creation,preservation or support of community housing with total or partial funding from the Guidelines for the Use of CPA Funding by LexHAB The following are guidelines agreed upon by the Community Preservation Committee, LexHAB, and the Board of Selectmen for the acquisition, creation, preservation, rehabilitation, and support of affordable housing units with Town CPA funds. 1.) Projects must be eligible for funding as Community Housing under the CPA. 2.) All housing units acquired or created with CPA funds shall be submitted for inclusion on the Subsidized Housing Inventory(SHI), if eligible. 3.) Total CPA funds expended for a housing unit, including legal and professional services, whether new construction or renovations of an existing housing unit, shall not exceed$700,000, adjusted for inflation from January 2019. 4.) Efforts shall be made to maximize energy efficiency in each housing unit. 5.) Buildings on the Cultural Resources Inventory should not be acquired with CPA funds for the purposes of total demolition except in cases where the existing structure has been determined by a qualified professional to be unsound or unsafe and said condition cannot economically be remediated. 6.) Approval by the Board of Selectmen is required for any LexHAB purchase of a housing unit or of land. 7.) Property acquired by LexHAB with CPA funds shall be subject to a permanent deed restriction limiting its use to the stated acquisition purpose. Such deed restrictions shall be in a form approved by the Massachusetts Department of Housing and Community Development and shall be timely recorded at the appropriate Registry of Deeds. 8.) CPA funds appropriated to LexHAB by Town Meeting shall be identified in a specific MiJNIS account. Expenditures against the account shall be submitted to the Town Manager, with a copy to the CPC Administrative Assistant. 9.) Funds remaining in the LexHAB account may not be carried over from year to year for subsequent acquisitions of affordable housing units. (Approved February 17, 2011; amended February 20, 2013 and October 31, 2019) AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: LexHAB Request for Community Preservation Committee Funds and Financial Reserves PRESENTER:TER• ITEM S NUMBER: Town Manager/Board D is c us s io n I.2 SUMMARY: LexHAB has submitted a requested for CPA funding to complete the Farmview project at 34 Lowell Street. In July, LexHAB received authorization to enter into a contract for modular construction on the site. However, the contract terms exceeded the funds appropriated by Town Meeting. According to the Special Act(Chapter 521 of the Acts of 1983), LexHAB is authorized to enter into agreements with government agencies when it has the approval of the Board of Selectmen. The Board is being asked to provide authorization for this request. Furthermore, the Board will consider the long range financial reserves and operations of LexHAB as it continues its pursuit of affordable housing opportunites within the Town of Lexington. SUGGESTED MOTION: Move to authorize the request from LexHAB to the Community Preservation Committee for additional funding to complete the Farmview project at 34 Lowell Street. FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/13/2020 6:30pm ATTACHMENTS: Description Type Lexington Housing Assistance Board, Inc. 1620 Massachusetts Avenue, Suite 4 Lexington, MA 02420 (781) 8 3-5362 To: Carolyn Kosnoff, Lexington Assistant Town Manager for Finance July 17, 2019 From: Patrick Goddard, Executive-Director, LexHAB Subject: Triumph Contract for Farmview(34 Lowell Street) Housing Construction At the July 17, 2019 meeting of the Lexington Housing Assistance Board (LexHAB), LexHAB voted to complete the Farmview(34 Lowell Street) Housing Construction using LexHAB funds if no other funds are available as follows: • LexHAB to provide $90,893 check to Town of Lexington to supplement available balance of$2,589,107.25 and enable Town of Lexington to approve Triumph Modular Construction contract of$2,680,000. • LexHAB to provide additional deposits to Town of Lexington for funding of any change orders for Triumph Modular Construction contract. • LexHAB has funds on hand to implement scope of work outside of the $2,,680,000 Triumph Modular Construction Contract. This work outside of the Triumph Modular Construction contract includes final paving, landscape and fencing, rooftop solar, and appliances. • LexHAB intends to apply for alternate sources of funding for implementation of the scope of work outside of the Triumph Modular Construction contract. Should these alternate sources not be available, LexHAB will utilize their own resources to complete the scope of work and complete the project scope as outlined in the funding request at Town Meeting. z' William Kennedy, L A`B' Chairman Patrick Goddard, LexHAB Executive Director Patrick W Goddard, Executive Director (7 1) 862-4394 irector* exHA .org [Type here] AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Vote to Transfer 241 Grove Street, Parcel 2A (Wright Farm) to LexHAB PRESENTER: ITEM NUMBER: Carol Kowalski,Assistant Town Manager for Development I.3 SUMMARY: The purpose of this agenda item is for the Board of Selectmen to transfer the custody and control of 241 Grove Street, P arc el 2A to LexHAB. SUGGESTED MOTION: Move to approve the transfer of 241 Grove Sheet, Parcel 2A to the Town of Lexington Housing Assistance Board, Inc., as described in the attached deed. FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/13/2020 6:45pm ATTACHMENTS: Description Type April 8, 2015 Adjourned Session of the 2015 Annual Town Meeting ARTICLE 9: PROPERTY PURCHASE—241 GROVE STREET MOTION: That, pursuant to the recommendation of the Community Preservation Committee, $618,000 be appropriated for the acquisition of the property at 241 Grove Street, Parcel 1C on Lexington Assessor's Map 91, and, that the Board of Selectmen be authorized: (a)to acquire by purchase, on terms that the Board of Selectmen deems to be in the best interest of the Town,to be held in the care, custody and control of the Board of Selectmen for open space purposes, a parcel of land, which is a portion of 241 Grove Street, and which is a portion of Parcel 1C on Lexington Assessor's Map 91, approximately+/-27,879 square feet in area, outlined in blue on a plan of land entitled "Wright Farm: Sketch of Proposed Lot Split" that is on file at the Office of the Town Clerk,to be subsequently conveyed to the Conservation Commission, and for the Conservation Commission to convey a conservation restriction on the parcel, and (b)to acquire by purchase, on terms that the Board of Selectmen deems to be in the best interest of the Town,to be held in the care, custody and control of the Board of Selectmen for affordable housing purposes, a parcel of land, which is a portion of 241 Grove Street, and which is a portion of Parcel 1C on Lexington Assessor's Map 91, approximately+/-15,681 square feet in area, crosshatched in red on a plan of land entitled "Wright Farm: Sketch of Proposed Lot Split" that is on file at the Office of the Town Clerk,to be subsequently conveyed to LexHAB, and for LexHAB to convey an affordable housing restriction on the parcel, and to meet this appropriation $253,027 be appropriated from the Open Space Reserve of the Community Preservation Fund to fund only the purchase under subpart (a) of this motion; $264,428 from the Community Housing Reserve of the Community Preservation Fund to fund only the purchase under subpart (b) of this motion; and $100,545 from the Unbudgeted Reserve of the Community Preservation Fund for the acquisition and incidental costs of said parcel. -------------------- 7:33 p.m. Selectman Kelley described proposed acquisition of the farmhouse, barn and surrounding acreage. He stated Town would exercise its option to purchase; house would be renovated by LexHAB. 7:35 p.m. Philip Hamilton, Pct. 7, Chair, Conservation Commission, noted importance of land and its connectivity; stated Commission intention to use barn for programming and storage. 7:44 p.m. In response to a question from Ephraim Weiss, Pct. 5,Town Counsel, Kevin Batt, explained allowable uses of 1843-era barn under the CPA statute. 7:54 p.m. Members discussed alternate uses of the land, and the property's future should Town not exercise its option. 7:58 p.m. Following electronic vote tallying,the Moderator declared Article 9 Adopted by the necessary two-thirds on a vote of: Yes No Abstain 157 1 2 QUITCLAIM DEED The TOWN OF LEXINGTON, a Massachusetts municipal corporation, acting by and through its Board of Selectmen, having a mailing address of 1625 Massachusetts Avenue, Lexington, Middlesex County, Massachusetts 02420, CA for consideration paid and in full consideration of One ($1.00) Dollar, � grants to the TOWN OF LEXINGTON HOUSING ASSISTANCE BOARD INC., a Massachusetts municipal corporation, established by an act of the Legislature as a nonprofit housing corporation for the said Town of Lexington, having a mailing address of 1620 Massachusetts Avenue, Suite 4, Lexington, Middlesex County, Massachusetts, for affordable ° housing purposes, with quitclaim covenants, a� the land in Lexington, Massachusetts shown as " Parcel 2-A" on that certain plan entitled "Plan of Land Located in Lexington, Massachusetts (Middlesex County) Prepared For Town 0 of Lexington" (the "Plan"), prepared by Meridian Associates, dated February 2, 2018 and recorded with the Middlesex South District Registry of Deeds as Plan 274 of 2019 (the "Premises"). N ° Containing 16,954 square feet, more or less, as shown on said Plan. U O ►-� The Premises are conveyed subject to and with the benefit of restrictions, easements, covenants and agreements of record, if any, insofar as the same are now in force and o applicable. a� No Massachusetts documentary stamps are affixed hereto as the consideration is such that none are required by law. The undersigned constitute a majority of the Town of Lexington Board of Selectmen. For grantor's title, see deed from Katherine Cormier to the Town of Lexington dated February 11, 2016 and recorded with the Middlesex South Registry of Deeds at Book 66795, Page 207. f A0632596.1} EXECUTED under seal this day of 12019. BOARD OF SELECTMEN TOWN OF LEXINGTON Douglas M. Lucente Jill I. Hai Joseph N. Pato Suzanne E. Barry Mark D. Sandeen {A0632596.1} COMMONWEALTH OF MAS SACHUSETTS COUNTY OF MIDDLESEX On this day of , 2019, before me, the undersigned notary public, personally appeared Douglas M. Lucente, Jill I. Hai, Joseph N. Pato, Suzanne E. Barry and Mark D. Sandeen, Members of the Town of Lexington Board of Selectmen, proved to me through satisfactory evidence of identification, which was personal knowledge, to be the persons whose names are signed on the preceding document and acknowledged to me that they signed it voluntarily for its stated purpose as members of the Board of Selectmen for the Town of Lexington. Notary Public: My Commission Expires: {A0632596.1; ACCEPTANCE BY LEXINGTON HOUSING ASSISTANCE BOARD The Lexington Housing Assistance Board hereby accepts the property and the terms of the deed to which this acceptance is attached. LEXINGTON HOUSING ASSISTANCE BOARD Robert J. Burbidge William C. Hayes Gerald W. Howell William P. Kennedy Donna E. Leary Henry A. Lui Robert E. Phelan Lester E. Savage III Martha C. Wood {A0632596.1} COMMONWEALTH OF MASSACHUSETTS COUNTY OF MIDDLESEX On this day of , 2019, before me, the undersigned notary public, personally appeared Suzanne E. Barry, Robert J. Burbidge, , William C. Hayes, Gerald W. Howell, William P. Kennedy, Donna E. Leary, Henry A. Liu, Robert E Phelan, Lester E. Savage III and Martha C. Wood, members of the Lexington Housing Assistance Board proved to me through satisfactory evidence of identification, which was personal knowledge, to be the persons whose names are signed on the preceding document and acknowledged to me that they signed it voluntarily for its stated purpose as members of the Lexington Housing Assistance Board. Notary Public: My Commission Expires {A0632596.1} {A0632596.1} AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Discuss Proposed New Police Station PRESENTER: ITEM NUMBER: Mike Cronin, Director of Facilities & Jeff McLeravy, Techton Architects I.4 SUMMARY: This is a continuation of the December 16, 2019 Board discussion regarding the new Police S tatio n design. Some of the questions/comments that were raised were: • What is the additional cost of maintaining the two facades of the existing building? Would we be able to build a more attractive building that blended better with the Cary Memorial Building and Town Offices if we were to completely demolish the existing police station and start from scratch? What was the genesis of maintaining the two facades? • Are solar canopies in the parking lot completely out of the question or would HDC consider these? • Can we get an estimate from the architect to compare an updated cost for 173 Bedford Street to the current cost estimate vs. building at the current location but demolishing the two facades and building an entirely new building? • Can we get an updated financial model on the debt costs? • What is the current timeline? On the first two buffets, I will be c hec king with Anne Eccles to discuss; on the third bullet, Mike Cronin is going to work with the Architect; on the fourth bullet, I'll work with Carolyn Ko sno ff to develop; and on the final bullet, it depends at this point, but it's not going to be the Annual Town Meeting, it will more likely be the Fall Town Meeting(due to the time to get updated cost estimates). I have asked the Board about the value of taking a tour of the Lexington Police Station and then a couple of other Police Stations that have been built in the past 2-3 years to help the Board visualize what other communities have done to provide appropriate space for their police stations. Of the Board members that I talked to 4 were interested in both and 1 was interested in just touring the Lexington Police Station. I have attached material previously provided as well as the 2018 report on the police station location. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/13/2020 7:00pm ATTACHMENTS: Description Type F) 2016 Study Cbver Vlleryx) Ivil- F) 2011 StUdy (".l.wer ern(..) F) Scli.ert-rallic,I)esign. Cbver,VIlera.) F) 2018 folk,,e Station L ocation.Repo rt (A)v e r VII e rn.0 F) 201.8 Police Station Lockation.Report Cbver VIlerno Lexington, Massachusetts Space Needs Summary Police Facility New Programmed Area Name Program Area 1 Public 1.01 Vestibule 60 s.f. 1.02 Lobby 600 s.f. 1.03 Public Interview/Licensing Room 160 s.f. 1.04 Desk Officer 140 s.f. 1.05 Male Restroom 210 s.f. 1.06 Female Restroom 210 s.f. Subtotal: 1380 s.f. 2 . Dispatch Center 2.01 Dispatch Center 720 s.f. 2.02 Command Post/Emergency Operations Center 340 s.f. 2.03 Unisex Restroom 65 s.f. 2.04 Communications Equipment Room/IT 240 s.f. 2.05 Break Area 180 s.f. 2.06 Stress relief/cool down 100 s.f. Subtotal: 1645 s.f. 3 . Traffic Records 3.01 Traffic Records Staff Area 300 s.f. 3.02 Central Photocopy 50 s.f. 3.03 Office Supply Storage 20 s.f. Subtotal: 370 s.f. 4 . Community/Training Room 4.01 Training Room 1200 s.f. 4.02 Supply Storage 25 s.f. 4.03 Furniture Storage 160 s.f. 4.04 Kitchenette 75 s.f. Subtotal: 1460 s.f. Page 1.1 Lexington, Massachusetts Space Needs Summary Police Facility New Programmed Area Name Program Area 5 . Patrol Facilities 5.01 Sergeants 380 s.f. 5.02 Report Preparation 144 s.f. 5.03 Roll Call/Break Room 640 s.f. 5.04 Quartermaster Storage 150 s.f. 5.05 Weapons Cleaning 60 s.f. 5.06 Armory 100 s.f. Subtotal: 1474 s.f. 6 . Conference Facilities 6.01 Shared Conference Library 280 s.f. Subtotal: 280 s.f. 7 . Investigative 7.01 Criminal Records Clerk Office 120 s.f. 7.02 Criminal Records File Room 180 s.f. 7.03 Prosecutor's Office 140 s.f. 7.04 Detective Squad Room 960 s.f. 7.05 Interview Room x 2 200 s.f. 7.06 Video Observation Room 60 s.f. 7.07 Computer Crime/Media Room 200 s.f. 7.08 Equipment Storage Room 60 s.f. 7.09 Sergeant's Office 140 s.f. 7.10 Lieutenant's Office 175 s.f. Subtotal: 2235 s.f. 8 . Department Administration 8.01 Administrative Assistant 200 s.f. 8.02 Reprographics/Work Area 60 s.f. 8.03 Future Office 175 s.f. 8.04 Captain of Administration 175 s.f. 8.05 Captain of Operations 175 s.f. 8.06 Chief's Office 260 s.f. 8.07 Administrative Restroom 65 s.f. Subtotal: 1110 s.f. Page 1.2 Lexington, Massachusetts Space Needs Summary Police Facility New Programmed Area Name Program Area 9 . Staff Facilities 9.01 Male Restroom/shower 360 s.f. 9.02 Male Locker Room 1220 s.f. 9.03 Female Restroom/shower 200 s.f. 9.04 Female Locker Room 240 s.f. 9.05 Miscellaneous Male Restrooms 150 s.f. 9.06 Miscellaneous Female Restroom 150 s.f. 9.07 Fitness Center 600 s.f. Subtotal: 2920 s.f. 10 . Property and Evidence 10.01 Evidence Laboratory 400 s.f. 10.02 Evidence Receiving 100 s.f. 10.03 Evidence Storage 240 s.f. 10.04 Drugs/weapons/valuables Storage 170 s.f. Subtotal: 910 s.f. 11 Prisoner Processing 11.01 Sally Port (I-cruiser) 450 s.f. 11.02 Processing Area 300 s.f. 11.03 Holding Cell 80 s.f. 11.04 Intoxilyzer Area 65 s.f. 11.05 Custodial Closet 20 s.f. 11.06 Interview Room 100 s.f. 11.07 Observation Room 65 s.f. 11.08 Detention Restroom/shower 50 s.f. 11.09 Laundry/changing Room 80 s.f. Subtotal: 1210 s.f. 12 . Detention Facilities 12.01 Unisex Cells (x3) 440 s.f. 12.02 Unisex Cells (xl) 160 s.f. 12.03 Unisex Cell (xl) 160 s.f. Subtotal: 760 s.f. Page 1.3 Lexington, Massachusetts Space Needs Summary Police Facility New Programmed Area Name Program Area 13 . Vehicle Storage 13.01 Vehicle Storage Garage 3200 s.f. 13.02 Vehicle Processing/Cruiser Maintenance 1200 s.f. 13.03 Mechanic's Office 100 s.f. 13.04 Mechanic's Storage 60 s.f. 13.05 Parking Officer 80 s.f. 13.06 Animal Control 60 s.f. 13.07 Baby Seat Storage 80 s.f. 13.08 Riot Gear Storage 140 s.f. 13.09 First Aid 60 s.f. Subtotal: 4980 s.f. 14 . Building Services 14.01 Custodial Closets x 3 60 s.f. 14.02 Facility Maintenance Storage 150 s.f. 14.03 Boiler Room 300 s.f. 14.04 Sprinkler Room 60 s.f. 14.05 Air Handling Equipment Room TBD s.f. 14.06 Electrical Room 150 s.f. 14.07 Emergency Electrical Room 100 s.f. 14.08 Generator Room 200 s.f. 14.09 Tel/Data Head End Room 60 s.f. 14.10 Tel/Data Distribution Closets x 3 120 s.f. Subtotal: 1200 s.f. 15 . Vertical Circulation 15.01 Stair x 2 x 3-floors 1200 s.f. 15.02 Elevator x 3-floors 180 s.f. 15.03 Elevator Machine Room 60 s.f. Subtotal: 1440 s.f. Summation Facility net area: 23,374 s.f. Net to gross adjustment (30%) 7,012 s.f. Facility gross area total: 30,386 s.f. Page 1.4 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 1 Public i.oi Vestibule 60 s.f. Security • free access from exterior • emergency lockdown of inner doors • ballistic protection in any wall interfacing staff areas Electrical fire alarm annunciator panel ,.oz Bobby boo S.f. General • lobby design should reflect an environment of service to the community and visitors Security • free access with emergency lockdown provisions • proximity access control to secure areas • remote release of doors from Desk Officer • ballistic protection in walls interfacing staff areas • audio/video monitoring Furniture g waiting chairs Equipment 2 public access computer terminals Public phone Casework and built-ins I large pamphlet/form rack for community information I pamphlet rack for committee documents and blue prints 2 display cases • drops for cell phone donations, prescription drugs, used needles • drops for Town/recreation money late night events Display 2 flat panel information monitor 2 display cases for historic artifacts • wall space for display of historic artifacts • graphic Town map for visitor assistance Mechanical do not recirculate air into staff areas Plumbing 1 drinking fountain (accessible) Page 2.1 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 1.03 Public Interview/Licensing Room 160 s.f. Acoustics • partitions to extend to underside of structure • sound Batt insul. in stud partitions Public Interview/Licensing Room - continued Casework and built-ins 6 lineal foot licensing counter with cabinets below Security • proximity access control • audio/video monitoring - to record activities including probate child exchange, internet purchasing, etc. • ballistic protection in walls interfacing staff areas • panic device Furniture I table w/six chairs Equipment I computer on licensing counter I fingerprint station I telephone 1.04 Desk Officer 140 s.f. Description • This will serve as the public reception and service point for traffic/records/dispatch. It shall have access directly from both areas. Casework and built-ins 12 lineal foot service counter at windows Furniture 2 chairs at service counter Acoustics • partitions to extend to underside of structure • sound Batt insul. in stud partitions Security • proximity access control • ballistic protection in walls interfacing public areas 2 ballistic service windows to lobby w/ natural voice transmission, offset Glass style is preferred • ballistic deal tray to lobby • ballistic package pass Page 2.2 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area i m Male Restroom 210 s.f. Plumbing I watercloset 2 urinals 2 sink I floor drain with trap primer Equpment toilet accessories as required mirrors at sinks changing station Security • ballistic protection in walls interfacing staff areas • avoid conceled areas within room or above ceiling 1.06 Female Restroom 210 s.f. Plumbing 3 watercloset 2 sink I floor drain with trap primer Equpment toilet accessories as required mirrors at sinks changing station Security • ballistic protection in walls interfacing staff areas • avoid conceled areas within room or above ceiling 2 . Dispatch Center 2.01 Dispatch Center 720 s.f. Description • Dispatchers serve as the back-up for public reception when the Desk Officer is not available. The dispatch center should not be visible to public, but should have immediate access to the Desk Office area. A monitor should alert dispatchers of public nrPgPnrP nt Hi=gk nffirPr winrinw Acoustics partitions to extend to underside of structure sound Batt insul. in stud partitions acoustic wall panels on 20% of surface Page 2.3 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area Dispatch Center - continued Furniture 3 dispatch consoles with chairs 1 area for future console position 10 rolling two drawer lateral file cabinets (under counter) Casework and Built-ins 20 I.f. open countertop 12 I.f.wall shelving over files (over counter) 6 I.f. upper cabinets (over counter) storage for"bug-out" bins Equipment 1 CJIS computer (shared) 1 multifunction device (on casework) 1 logging recorder 1 scanner (on casework) 1 leaps computer terminal at counter • central vacuum system • note: equipment per console as indicated below: Console #1 4 ProPheonix monitors 2 911 monitor(s) I radio monitor I CJIS monitor I security monitor I intercom I telephone Console #2 4 ProPheonix monitors 2 911 monitor(s) I radio monitor I CJIS monitor I security monitor I intercom I telephone Console #3 4 ProPheonix monitors 2 911 monitor(s) I radio monitor I CJIS monitor I security monitor I intercom I telephone Page 2.4 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area Dispatch Center - continued Display 1 large wall map(s) 1 large flat screen monitor to alert public presence at Desk Officer window 3 large flat screen perimeter/cell security monitors 2 large flat screen monitors for school, Town Hall, traffic, highway and mobile security cameras 1 large flat screen monitor for gps police and fire unit locations 1 flat screen television monitor 1 4'x6' marker board 1 4' x 6' tack board Special Design Considerations • raised access floor Mechanical • dedicated hvac system Electrical • all systems on ups and emergency generator • indirect lighting with multilevel control • copper land line to dispatch Security • proximity access control • ballistic protection in walls interfacing public areas • 2-hour fire separation • ballistic window to lobby w/ natural voice transmission • ballistic deal tray to lobby 2.02 Command Post/Emergency Operations Center 340 s.f. Description Serves as commanding officer workspace and as a mini-EOC. Observation windows to dispatch with access to dispatch and to secure police corridor. Acoustics • partitions to extend to underside of structure • sound Batt insulation in stud partitions Furniture 1 "U''workstation w/ chair 2 two drawer lateral file cabinets (under counter) • conference table with eight chairs Casework and Built-ins 6 lineal feet countertop over files 12 lineal feet wall shelving over counter Page 2.5 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area Command Post/Emergency Operations Center - continued Equipment 1 computer (@ workstation) 1 computer (@ conference table) 2 telephone @workstation, one recorder, one unrecorded 4 telephone @conference table 1 radio monitor Display 3 flat panel display monitor • marker/projection wall surface • overhead LCD interactive projector (provisions) Security • standard commercial lockset to dispatch • access cotrol from secure police corridor • ballistic protection in walls interfacing public areas • 2-hour fire separation to staff areas Special Design Considerations • raised access floor • interior windows to dispatch with blinds 2.03 Unisex Restroom 65 s.f. Plumbing 1 Watercloset 1 Sink Equipment 1 wall telephone 1 radio speaker 2.04 Communications Equipment Room/IT 240 s.f. Casework and Built-ins 6 lineal feet of open counter Equipment 3 electronic equipment racks 1 network racks 1 security rack 2 911 racks 1 future rack 1 administrative computer 24 lineal feet of 8' high plywood backboard 1 telephone 1 logging recorder cable tray over racks Page 2.6 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area Communications Equipment Room/IT - continued Electrical all systems on ups and emergency generator 4 4" conduits from pole to communications equipment 4 4" conduit to antenna/microwave 2 future conduit to roof Fire Protection pre-action fire suppression system Security access from outside of dispatch proximity access control masonry wall construction or wire mesh in partitions 2 hour fire rating 2.05 Break Area 180 s.f. Furniture dining counter with two chairs (a view to dispatch is optimal) Casework and Built-ins 8 lineal feet of base and upper cabinets Equipment 1 refrigerator 1 microwave 1 coffee machine 9 18"x 24"x 72" dispatcher lockers Plumbing 1 kitchen sink Display 1 flat panel wall monitor with cable tv 2.06 Stress relief/cool down 100 s.f. Furniture 1 padded bench/bunk Equipment 1 treadmill Acoustics • sound control to prevent noise transfer to dispatch Page 2.7 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 3 . Traffic Records 3.oi Traffic Records Staff Area 300 s.f. Furniture 2 1'workstation w/ chair 84 lineal feet of high-density 5 high file storage 2 three drawer lateral file cabinets Casework and Built-ins 6 lineal feet form cubbies (over base cabinet) 6 lineal feet of open counter over file cabinets Equipment 2 telephone 2 computer Security • proximity access control to staff • ballistic protection in walls interfacing public areas 3.02 Central Photocopy 50 s.f. Casework and Built-ins 6 If base cabinets w/ countertop Equipment 1 multipurpose machine 1 telephone(s) Security • none 3.03 Office Supply Storage 20 s.f. Casework and Built-ins 30 lineal feet of shelving on standards 4 . Community/Training Room 4.oi Training Room 1200 s.f. Occupants 40 General • may be used to provide temporary shelter for the public Acoustics • partitions to extend to underside of structure • sound Batt insulation in stud partitions Page 2.8 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area Community/Training Room - continued Furniture 20 2'x6 tables with chairs 1 "smart" podium Casework and Built-ins 12 lineal feet base cabinets Equipment • tel/data floor boxes for tables 1 wall telephone Display 1 4' x 8' marker board 2 flat panel monitors 2 4'x4' tack boards Security • proximity access control • interlock to switch control point • ballistic protection in walls interfacing staff areas 4.02 Supply Storage 25 s.f. Furniture 2 24"x 36"x 72" metal shelving Security • standard commercial lockset 4.03 Furniture Storage 160 s.f. General • additional space provided for cots, blankets, etc. Furniture 2 24"x 36"x 72" metal shelving Security • standard commercial lockset 4.04 Kitchenette 75 s.f. Casework and Built-ins 6 lineal feet of base cabinets 6 lineal feet of upper cabinets Page 2.9 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area Kitchenette - continued Equipment • refrigerator • coffee machine Plumbing 1 sink 5 . Patrol Facilities 5.oi Sergeants 380 s.f. Furniture 5 1"workstations with chair 5 three drawer file cabinets Equipment 5 computers 5 telephone 1 key control box Display 1 4' x 8' marker board Security standard commercial lockset 5.02 Report Preparation 144 s.f. Furniture 2 1" computer workstations 4 two drawer lateral files Casework and Built-ins 6 lineal feet of three four form cubbies 12 lineal feet of open counter over files Equipment 70 staff mailboxes Display 1 4' x 4' marker board 1 4' x 4' tack board 1 4' x 4' union tack board 5.03 Roll Call/Break Room 640 s.f. Design Considerations: • space is required for stand up roll call - eight to twelve officers Page 2.10 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area Roll Call/Break Room - continued Furniture 1 twelve person lunch table with chairs 1 podium Equipment 6 telephone Display 1 72'' flat panel monitor 1 4' x 4' tack board cabinets 1 4' x 8' dry erase board Security • standard commercial lockset Accessory Areas - 40 s.f. deployment closet with shelving for radios, flashlights, first aid bags and rifles 5.04 Quartermaster Storage 150 s.f. Furniture 6 24"x 36"x 72"five tier metal shelving 7 lineal feet of garment rack with shelves over Casework and Built-ins 7 lineal feet of base cabinet with large open shelving Electrical 2 wall mtd. charging rack 1 recharge for radar units Security • standard commercial lockset 5.o5 Weapons Cleaning 60 s.f. Furniture 1 six foot stainless steel workbench Equipment • ultrasonic cleaner • weapons clearing trap Casework and Built-ins 6 lineal feet of base cabinet with epoxy resin countertop Mechanical • exhaust for cleaning fluid Security • none Page 2.11 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 5.06 Armory 100 s.f. Furniture 12 lineal feet of long gun storage rack 6 24"x 36"x 72"five tier metal shelving 6 . Conference Facilities 6.0i Shared Conference Library 280 s.f. Furniture 1 desks 2 2 drawer UC file cabinets 2 visitor's chairs Casework and Built-ins 8 LF open countertop 16 LF wall shelving over files Equipment 1 computers (@ workstation) 1 telephones (@ workstation) Display 1 4' x 4' marker board Security • standard commercial lockset 7 . Investigative 7.01 Criminal Records Clerk Office 120 s.f. Furniture 1 1"workstation 3 four drawer file cabinets Casework and Built-ins 6 lineal feet open countertop (over files) 12 lineal feet wall shelving (over files) Equipment 1 computer 1 telephone Security • proximity access control at suite entrance 7.02 Criminal Records File Room 180 s.f. Furniture 84 lineal feet of five tier high density files Page 2.12 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area Criminal Records File Room - continued Security • proximity access control 7.03 Prosecutor's Office 140 s.f. General Locate close to criminal records Furniture 1 1"workstation 2 two drawer lateral file cabinets 2 visitor chairs Casework and Built-ins 8 If open countertop (over files) 16 If wall shelving (over files) Equipment 1 computer (@ workstation) 1 printer (future provision)(@ workstation) 1 telephone (@ workstation) Security standard commercial lockset 7.04 Detective Squad Room 960 s.f. Furniture 10 1"workstation with chair and visitor chair 5 two drawer lateral file cabinets 1 work table with 6 chairs Casework and Built-ins 10 lineal feet of counter over file cabintes 10 lineal feet of upper cabinets over counter Equipment 10 computers (@ workstation) 10 telephones (@ workstation) 1 network printer (on casework) 1 charging station (on casework) Display 1 4' x 6' marker board Acoustics • partitions to extend to underside of structure • sound Batt insul. in stud partitions Page 2.13 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area Detective Squad Room - continued Security • standard commercial lockset Accessory Areas • coat closet 7.05 Interview Room x 2 200 s.f. Furniture 1 table w/ four chairs Electrical 1 light switch w/ ''in use" light 1 panic device • laptop cable Acoustics • partitions to extend to underside of structure • sound Batt insul. in stud partitions • acoustic wall panels on one wall Security • standard commercial lockset • discreet CCTV audio and video surveillance Special • one-way glass to video observation room 7.06 Video Observation Room 60 s.f. Furniture 2 workstation chairs Casework and Built-ins 6 If open base counter Equipment 1 computer 1 telephone 1 playback monitor 2 video recorders SpecialTel/Data 1 dedicated phone line Acoustics • partitions to extend to underside of structure • sound Batt insul. in stud partitions Security • standard commercial lockset Page 2.14 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 7.07 Computer Crime/Media Room 200 s.f. Furniture 2 workstation chairs 2 two drawer lateral file cabinets Casework and Built-ins 24 lineal feet 30" open base counter 36 lineal feet wall shelving 1 24"x 18"x 36" under counter cabinet w lock Equipment 6 computer (provisions) 2 telephone(s) 2 playback monitors 3 video recorders Security • proximity access control 7.08 Equipment Storage Room 60 s.f. Furniture 6 18"x 36"x 72"- 5 tier shelving Security • standard commercial lockset 7.09 Sergeant's Office 140 s.f. General • Accreditation resposibility, locate close to criminal records Furniture 1 I"workstation w/chair 2 two drawer lateral file cabinets 2 visitor chairs Casework and Built-ins 9 lineal feet open countertop 12 lineal feet wall shelving Equipment 1 computer 1 printer (future provision) 1 telephone Acoustics • partitions to extend to underside of structure • sound bait insulation in stud partitions Security • standard commercial lockset Page 2.15 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 7.10 Lieutenant's Office 175 s.f. Furniture 1 1"workstation w/chair 3 two drawer lateral file cabinets 1 worktable with four chairs Casework and Built-ins 9 If open base countertop 12 If wall shelving Equipment 1 computer (@ workstation) 1 telephone (@ workstation) Acoustics • partitions to extend to underside of structure • sound Batt insul. in stud partitions Security • standard commercial lockset Accessory Areas • Coat closet 8 . Department Administration 8.oi Administrative Assistant 200 s.f. Furniture 1 "U"workstation with chair 3 two drawer file cabinets 1 typewriter stand 2 visitor chairs Casework and Built-ins 9 lineal feet of countertop over files 18 lineal feet of wall shelving over counter Equipment 1 computer 1 multifunction device 1 telephone 1 typewriter Security • standard commercial lockset Page 2.16 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 8.02 Reprographics/Work Area 60 s.f. Casework and Built-ins 6 lineal feet of base & upper cabinets Equipment 1 multipurpose machine 1 paper shredder 1 network color laser printer (on casework) 1 mail machine 8.03 Future Office 175 s.f. Furniture 1 "U''workstation 3 two drawer lateral file cabinets 1 worktable with four chairs Casework and Built-ins 9 If open countertop (over files) 18 If wall shelving (over files) Equipment 1 computer (@ workstation) 1 telephone (@ workstation) Security standard commercial lockset 8.04 Captain of Administration 175 s.f. Furniture 1 "U''workstation 2 two drawer lateral file cabinets 1 worktable with four chairs Casework and Built-ins 9 If open countertop (over files) 18 If wall shelving (over files) Equipment 1 computer (@ workstation) 1 telephone (@ workstation) Security • standard commercial lockset Page 2.17 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 8.05 Captain of Operations 175 s.f. Furniture 1 "U''workstations 3 two drawer lateral file cabinets 1 worktable with four chairs Casework and Built-ins 9 If open countertop (over files) 18 If wall shelving (over files) Equipment 1 computer (@ workstation) 1 telephone (@ workstation) Acoustics • sound Batt insul. in stud partitions Security • standard commercial lockset Accessory Areas • coat closet 8.06 Chief's Office 260 s.f. Furniture 1 exec. desk w/ credenza 6 four drawer lateral file cabinets 2 two drawer lateral files 1 work table with four chairs 2 18"x 42" 5-high shelving Casework and Built-ins 6 If open countertop (over files) 12 If wall shelving (over files) Equipment 1 computer (@ workstation) 1 printer (future provision) (@ workstation) 1 telephone (@ workstation) Acoustics • partitions to extend to underside of structure • sound Batt insul. in stud partitions Security • standard commercial lockset Accessory Areas • coat closet Page 2.18 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 8.07 Administrative Restroom 65 s.f. Plumbing 1 watercloset 1 sink Security • standard commercial lockset 9 . Staff Facilities 9.0i Male Restroom/shower 360 s.f. Casework and Built-ins 10 If open countertop 6 If bench Plumbing 1 he toilet stall 2 toilet stall 2 urinals 4 Sink 4 Shower Security • standard commercial push/pull 9.02 Male Locker Room 1220 s.f. Equipment 66 2 'x 3' x 6' lockers 8 space for future lockers 1 4'wet gear rack 1 shoe shine station Security • standard commercial push/pull 9.03 Female Restroom/shower 200 s.f. Casework and Built-ins 5 If open countertop 3 If bench Plumbing 1 he toilet stall 1 toilet stall 1 Sink 1 Shower Security • standard commercial push/pull Page 2.19 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 9.04 Female Locker Room 240 s.f. Equipment 12 2 'x 3' x 6' lockers 4 space for future lockers 1 2' wet gear rack 1 shoe shine station Security • standard commercial push/pull 9.o5 Miscellaneous Male Restrooms 150 s.f. Casework and Built-ins 6 lineal feet open countertop Plumbing 1 he toilet stall 1 urinals 2 sink (in counter) Security • standard commercial lockset 9.06 Miscellaneous Female Restroom 150 s.f. Casework and Built-ins 6 lineal feet open countertop Plumbing 1 he toilet stall 1 toilet stall 2 sink (in counter) Security • standard commercial lockset 9.07 Fitness Center 600 s.f. Equipment • TBD Special • mirrors full height one wall Acoustics • sound Batt insul. in stud partitions Security • standard commercial lockset Page 2.20 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 10 . Property and Evidence i o.oi Evidence Laboratory 400 s.f. Furniture 2 3' x 6' lab tables Casework and Built-ins 32 lineal feet of base cabinets 20 lineal feet of upper cabinets Equipment 1 counter top fuming tank 1 large fuming tank 2 pass thru locker units to evidence storage Plumbing 1 double bowl sink Accessory Area • drying closet Security • proximity access control 10.02 Evidence Receiving 100 s.f. Furniture 1 computer station w/printer Casework and Built-ins 5 lineal feet of base cabinet for storage of packaging materials 1 lineal feet of 6 - tier form cubbies Equipment 2 pass thru locker units- tow large capacity units minimum 1 refrigerated pass thru (in units above) 1 court officer pass through locker Security • proximity access control 10.03 Evidence Storage 240 s.f. Furniture 4 24"x 36"x 72" metal shelving 96 lineal feet of high - density 5 - tier evidence storage system Equipment 1 refrigerator Plumbing 1 slop sink with garbage disposal Page 2.21 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area Evidence Storage - continued Security • proximity access control w/ "pin" keypad • ccty monitoring 10.04 Drugs/weapons/valuables Storage 170 s.f. Furniture 4 1 8"x 36"x 72"- 5 tier metal shelving Equipment 1 valuables safe 12 lineal feet of locked longarms racks 1 3' x 2' x 6' lockable handgun storage cabinet 1 3' x 2' x 6' vented lockable drug storage cabinet Mechanical 100% exhaust Security • proximity access control w/ "pin" keypad • ccty monitoring 11 Prisoner Processing i iv Sally Port (I-cruiser) 450 s.f. General 2 12' x 12' overhead doors for each bay 1 man door Plumbing 1 eye wash/emergency shower 1 floor drain per bay Security • interlock all doors for one at a time operation • ccty monitoring of interior and approach • proximity access control in/out to Pris. Proc. • proximity access control and remote release of OH doors from dispatch • wire mesh partition to separate bay for vehicle processing Page 2.22 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 11.02 Processing Area 300 s.f. Casework and Built-ins 1 booking control workstation Equipment 1 automated fingerprint machine 1 telephone (@ workstation) 1 telephone with two handsets for language line services 1 computer (@ workstation) 8 property lockers- towo large enough for guitatars/backpacks 1 mug shot camera on mount (@ workstation) • static gray back drop (to match registry of motor vehicles) w/ height markers Security • proximity access control • ccty monitoring of all areas • panic devices throughout • automatic openers for doors from sallyport • use least possible number of cameras to monitor booking • prisoner release exit • weapons locker outside all entrances 11.03 Holding Cell 80 s.f. Casework and Built-ins 10 lineal foot bench with cuff rail Electrical 1 detention grade light fixtures Security • minimum 10' high ceilings • detention grade sliding door hardware w/ cuff door • audio/video surveillance • visual observation from booking area • tamper resistant hvac grills- 1/8" holes maximum 11.04 I ntoxilyzer Area 65 s.f. Casework and Built-ins 6 lineal feet base cabinet w/ epoxy resin countertop 1 booking bench w/ cuff rail Electrical 1 tel/data for intoxilyzer Page 2.23 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area i i.05 Custodial Closet 20 s.f. Plumbing 1 mop sink Equipment 1 mop rack Security • high security lockset 11.06 Interview Room 100 s.f. General • use for bail and lawyer meetings, provide vestibule near prisoner release exit Furniture 1 fixed table w/ two chairs Electrical 1 light switch w/ ''in use" light 1 panic device Equipment 1 phone discreetly located Acoustics • partitions to extend to underside of structure • Acoustic wall panels on one wall Security • high security lockset • discreet CCTV audio and video surveillance w/ local control 11.07 Observation Room 65 s.f. Furniture 1 desk with chair Equipment • flat panel monitor for observing cell • flat panel monitor for television 1 1.08 Detention Restroom/shower 50 s.f. Plumbing 1 handicapped accessible detention combination fixture 1 shower stall Page 2.24 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area i i.o9 Laundry/changing Room 80 s.f. Casework and Built-ins 4 lineal feet of open shelving cubbies over secure base cabinets robe hook Equipment 1 residential washer 1 residential dryer 12 . Detention Facilities 12.01 Unisex Cells (x3) 440 s.f. Casework and Built-ins 1 32"x 72"x 1 8" concrete bunk Equipment • telephone with long phone line Plumbing 1 detention combination fixture Electrical 1 detention grade light fixtures Security • minimum 10' high ceilings • detention grade sliding door hardware • audio/video surveillance • tamper resistant hvac grills- 1/8" holes maximum 12.02 Unisex Cells (xI) 160 s.f. Casework and Built-ins 1 32"x 72"x 1 8" concrete bunk Equipment • telephone with long phone line Plumbing 1 detention combination fixture Electrical 1 detention grade light fixtures Security • minimum 10' high ceilings • detention grade sliding door hardware • audio/video surveillance • tamper resistant hvac grills- 1/8" holes maximum Page 2.25 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 12.03 Unisex Cell (xl) 160 s.f. Casework and Built-ins 1 32"x 1 7"x 1 8" concrete bunk Equipment • telephone with long phone line Plumbing 1 detention combination fixture Electrical 1 detention grade light fixtures Security • minimum 10' high ceilings • detention grade sliding door hardware • audio/video surveillance 13 . Vehicle Storage 13.01 Vehicle Storage Garage 3200 s.f. General 9 indoor vehicle storage bays 1 storage bay for smaller vehicles I.e. speed trailer, sign board 1 Wire mesh cage for police bicycle storage - 6 bikes, cruiser racks Security • proximity access control 13.02 Vehicle Processing/Cruiser Maintenance 1200 s.f. General 2 12' x 12' overhead door • wire mesh partition between bays to secure evidentiary vehicles • wire mesh partition for bulk found property storage - 80 s.f. • wire mesh partition for found bike storage - 10 bikes Furniture 1 tool cabinet 1 6' work bench 1 12' tire rack 1 55 gallon oil storage tank 1 tire balancer 1 four post lift Equipment • low lift for vehicle maintenance Page 2.26 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area Vehicle Processing/Cruiser Maintenance - continued Plumbing 1 floor drain per bay • hot and cold hose bibbs 1 eye wash/emergency shower • slop sink • compressed air Security • proximity access control 13.03 Mechanic's Office 100 s.f. Furniture 1 desk with chair 3 four drawer lateral files 1 1 6"x 42"x 48" bookcase Security • standard commercial lockset 13.04 Mechanic's Storage 60 s.f. Furniture 6 24"x 36"x 72"five tier shelving Security • standard commercial lockset 13.05 Parking Officer 80 s.f. General • meter and boot storage -share mechanic's workbench Furniture 6 24"x 36"x 72"five tier heavy duty shelving Security • standard commercial lockset 13.06 Animal Control 60 s.f. General • cage for temporary animal boarding Plumbing • cold hose bibbs Security • standard commercial lockset Page 2.27 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 13.07 Baby Seat Storage 80 s.f. Furniture 6 24"x 36"x 72"five tier metal shelving Security • standard commercial lockset 13.08 Riot Gear Storage 140 s.f. Furniture 6 1 8"x 36"x 72"five tier metal shelving 6 lineal feet of two tier shield rack Security • standard commercial lockset 13.09 First Aid 60 s.f. Furniture 4 12"x 36"x 72"five tier metal shelving 1 18"x 24"x 72" metal cabinet Security • proximity access control 14 . Building Services 14.01 Custodial Closets x 3 60 s.f. Plumbing 1 mop sink Equipment 1 mop rack Security • standard commercial lockset 14.02 Facility Maintenance Storage 150 s.f. Furniture 4 18"x 36"x 72"- five tier metal shelving Security • standard commercial lockset 14.03 Boiler Room 300 s.f. • confirm size with system selection Security • standard commercial lockset Page 2.28 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 14.04 Sprinkler Room 60 s.f. • confirm size with system selection Security • standard commercial lockset 14.05 Air Handling Equipment Room TBD s.f. • Use attic or roof top 14.06 Electrical Room 150 s.f. • confirm size with system selection Security • standard commercial lockset 14.07 Emergency Electrical Room 100 s.f. • confirm size with system selection Security • standard commercial lockset • 2-hour fire rated construction 14.08 Generator Room 200 s.f. • confirm size with system selection Security • standard commercial lockset • 2-hour fire rated construction 14.09 Tel/Data Head End Room 60 s.f. • Shared with Fire Department Security • standard commercial lockset 14.10 Tel/Data Distribution Closets x 3 120 s.f. • confirm size with system selection Security • standard commercial lockset 15 . Vertical Circulation isv Stair x 2 x 3-floors 1200 s.f. • assumed floor count Page 2.29 Lexington,, Massachusetts Detail Space Requirements Police Station New Programmed Area Name Program Area 15.02 Elevator x 3-floors 180 s.f. • he sized cab 15.03 Elevator Machine Room 60 s.f. • per elevator requirements Page 2.30 LEI)XCINGTON POLICE STATION SC,H'EM',A,'111.'C .D�E,SI'GN' S'T'U'DY REPORT by 1 y' �dr f p f R� r �1 QI ti Donham, wee, A R. C H I T E C T S R LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT Table of Contents 1 EXECUTIVE SUMMARY 1 2 SPACE NEEDS SUMMARY 3 3 BUILDING ANALYSIS SUMMARY 8 4 PRELIMINARY PLANS -ADDITION AND RENOVATION 9 5 REGULATORY REVIEW SUMMARY 14 6 PRELIMINARY COST ESTIMATE SUMMARY 16 7 SCHEDULE 18 8 BUILDING DEFICIENCIES and RECOMMENDED WORK 19 9 POLICE STATION LOCATION 20 10 APPENDICES 21 A. Detailed Space Needs Report B. Police Chief s Report, "Space Needs—A Review of Past Programs and Staffing" C. Police Chiefs Report, "Staffing the Lexington Police Department" D. Structural Systems Analysis E. Mechanical and Electrical Systems Analysis F. Proposed Mechanical and Electrical Systems G. Detailed Cost Estimates H. Zoning Analysis I. Meeting Notes i LEXINOTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT 1. Executive Summary The assignment given to Donham& Sweeney--Architects was to provide the Permanent Building Committee with a space needs analysis and conceptual design related to the renovation/expansion of the Police Station. Beginning in January 2010 we interviewed Department personnel to determine the space needs for each division within the Department, we prepared an engineering analysis of the building, and we undertook a preliminary zoning review and analysis of the site. Preliminary schematic design options were developed to meet the identified space needs. These options were reviewed with the Permanent Building Committee and the Police Department, and over a series of meetings were refined leaving one option, which calls for an addition to and renovations of the present building. Preliminary construction cost and project cost estimates were also prepared. We concluded that, due to modernization and updates to the Massachusetts Building and Life Safety Codes and the enactment of accessibility legislation since the facility was originally constructed, a major work project undertaken on the building would expose serious Building Code, Life Safety Code and Accessibility Code deficiencies. Its heating,ventilating, air-conditioning, and electrical systems are past their expected useful life,are inefficient and we believe should be replaced. The Police Station, in addition, is greatly undersized for its present occupancies and uses. For instance, some of the department equipment is stored in shipping containers, a trailer and an SUV. Currently, the Police Department has 13,060 SF of space in the 1956 building but needs a total of 285308 SF, including a qualifying firing range. The range presently in the building, which is too shall, cannot be physically expanded. A new expanded range at that site would necessarily be above ground and the Permanent Building Committee had serious reservations about doing that in a residential neighborhood. If an off-site firing range were to be provided the total gross area would increase because of the needed support facilities. The 1956 building was designed to support a town community that was about 70% of the size of the current population and generated half as many calls in a year as it now does. The major shortcoming of the building is lack of space. The significant space shortage confirmed in this study should be addressed. We recommend renovating the existing building and constructing and addition to the rear and right side. The location of the Police Station is ideal. The cost estimate comparisons, including hard construction costs, so-called `soft' costs, and contingency show: Police Station, Renovation and Addition $12M to $13M 1 If as recommended, it is decided to design an addition and renovation to the present building,we project that the A/E fees to complete Design Development, Construction Documents, and Bidding would be in the range of$750,000 to $850,000. These tasks could be completed within the course of a year thus obtaining bids for a subsequent funding request for construction which would be made at a later Town Meeting. The funding request for construction would include fees for construction administration, designing furnishings, and some of the LEER certification fees. If the town decides to postpone the project, addressing issues with the building fabric and systems can probably be postponed 5-7 years. However, regular maintenance and normal replacement of failed mechanical and electrical systems should continue. 2 LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT 2. Space Needs Summary The present Police Station was built in 1956 and has 13,060 SF of space. An additional 400 SF exists in the form of two shipping containers housing recovered bicycles and equipment for the Department's outdoor firing range and use of force programs. Other significant changes since 1956 affect the space needs of the Department. Population 1956 225256 2008 30,491, a 3 7% increase Number of Responses 1956 51196 2008 11,060, a 113% increase Full Time Equivalent Staffing Levels (Note 1) 1956 39.2 2008 67.5, a 72%increase Space Needs 1956 135060 SF 2011 28,308 SF, a 115%increase COMPARATIVE STATISTICS PERCENTAGE INCREASE SINCE 1956 0 100 200 300 400 500 600 POPULATION NO,OF RESPONSES F.T.STAFF SPACE NEEDS 3 The building has been renovated several times over the last 50 years in an effort to squeeze more useful space out of the existing floor plans. In some cases, this has resulted in creating dysfunctional and potentially dangerous conditions. One instance is that a prisoner being brought into the detention area has to enter via the maintenance garage with its abundance of potential weapons, through the middle of the male officer's locker rooms, across an egress hall to the detention area. The removal of a stairwell in 1970 has a number of unintended consequences as described in the Police Chief s report in Appendix B. Other renovations had the effect of reducing program space. For instance, storage space was lost to new mechanical equipment. Two Janitor's closets were similarly taken for other uses. See Appendices B & C for detailed histories of space needs and staffing. Functions that have been added since 1956 include; • Combined E-911, Dispatch and EOC, with a minimum of 2 FT dispatchers per shift • Juvenile Cell • Women's Lockers • Cadet Program • Parking Enforcement • Animal Control • Crossing Guards • Special Police Officers • Physical Fitness • Emergency Generator • Specialized Vehicular Equipment The mission, staff and equipment have grown in the last 54 years but the spaces to house and maintain their have not. In 1993, Lexington commissioned the"Lexington Public Buildings Facility Study". It stated that the Police Station"needs modernization and expansion." In 2000, the "Space/Building Needs Advisory Committee Report" identified a number of shortcomings with the existing building,both in space deficiencies and physical conditions and went on to recommend renovating and adding onto the present building. Donham& Sweeney--Architects was retained in January 2010 to prepare a space needs analysis followed by options for schematic design solutions to meet the Department's needs. Our first step was to interview about a dozen staff members, looking carefully at how the Department functions and particularly at their furnishings and equipment needs. In addition to our experience with approximately 30 other police stations,we took into consideration the recommendations of the International Association of Chief s of Police [IACP] and the Public Health and Plumbing Codes of the Commonwealth of Massachusetts. Our space needs study indicated that 28, 380 SF was needed looking ahead 20 to 25 years. This is comparable to other similar towns. See bar graph below. 4 3,0oOOO , ' V 0"000 SAW 10 i 1 ' 5"000, i r C) ,,All,, tnunicl.pa.fities above have populat,tonsthat,range -from 24,000 30,000residents. ex" . at t1ie Ifigh, end with 30,491 the 2000 census. ,A stunniary of Space Needs follows,. A,space by space detalledi e Needs Study can, t .. 08 48 qJjkvrY, I ttlechaniv, ispalch.rwY l kilos ` , . , " - e,oIg 911ar a I 1 each 3 elveletseat.54 FTE e(,ich,and I aninwill c orihv/officer a 54 F7 I 5 ,$pace Need ti � beelI I � F 11ar. 1.5 1 l b 11 c )n n ferci Nee,Raitixt1 10 12 120 120 177 120 10 I w, 1 vtbI ic,leafing&T ra,j n ing,lkotw] 1 311 ,3 4 1,1 6 I f I 56 1,1 56 11 ,II inunakatirwrls It "I, 12 16 11. 192 168 1912 1 Coloot rA 1, 8 14 11 11112 1I 1 1 " 1 10, andJo O I;r)kr,,, 3,2 2 ;I k prcr-r,r nd Equi a:ni,e r t S,lorage 1 10 12 120 IN) 1 1 21 :1. 4.0 Building Support 4 a n1,c a 'r wy Gat nfilar a ps os 1,it, to 8 80 810 14 5. 1 1wu-i� I"' 1 r;:i; N 1 141 168 1161 174 168 . 11 Archiivc Recorx to age 1 is 1 I80 180 0 ISO 61 l;J wen,,,an16 W1er"1.fvo 1 12 14 108 168 176 168 30 rmmr p;lo1 1)d r"1.iivo 1 110 12 120 120, 01 120, 31 6,116 Evirlrwriz Prep&1-ab 1 10 16 160 114), 1 11 160 35 of�oe IN, ,ef el, "INK Sti), F1-I Milli 'PIC, AVId -6,01P loll 0y, ffil I It AI IN O �N",$111", 2111 NO I L g 7.0 Nard 7A Roll Calf 1 22 6,1 f) (1116 ,510 61,6 481 A. 1 12 Rq,,,)o,rj Wri�,Jtkg- 1:,.l 12, [44 144 220 144 39, 73 Pat,rc,"iI IA-otac mants imd SergearN(s 1u 21 18, 378" 3178 lot 378 40 7.4 'Parking Officer 11 10 121 120 1,20 44 120, 41, 7.5 Aii imal Con trol 0 ffiec r 1 12 12 144 144 77 144, 4-1 7A 16 160 t(A) 0 1 160 43 T 7 Riot Gcor Ston-igc 12"s 15' 88 '188, 0 1�19's 44 T8 Niby Scal Sturage 80 811, 0 80, 45 7,19 F Iist-Aid I R 10 80 80, 1 Is 80 46 7AO LA brmy 1 10 12 12,C) 1,20 11) 1,20 47 HAI) Defmition 8.1 Vehicle Siallyport I 16 415 720 72,0 0 720 48, U 13t)�,okitag I 14 2180 21810, 27t, 280 49 83, S tongs C 10 e I I j) 4 8 8, 8.,4 ObseiNation Kcum,v 1, 8 8 64 tA 93 64 '50 8J 11�tcr)fion,StuAver 1 5 10 50 5(l 0 50 8 '10,6, Holding Cc.I'I I 1 12 f 120 0 120 8.7 P'r4,,WesskI 17 42 53 11 e,Celt(Accesslible), 1, 60 42 c 25 8,8 Malic(",III(Accessibk) 3 8 66 i 9s 12)92 1918 54 8.9 ]"eina k C01(Acccs�ible, 2 8,215 8 66 11,32 164, 132 54 8,1() hivelide Cell(Accessiffle) 1 8,25 8 66 66 11 61 66 -54 8AI Intmiew(Juvowidc status oi,,Tcod,crs,.,, 8 10 80 SO 5 5 8'[2 Chaoging,Sloragc:,&Wishet/Drycr 8 1 80 8110, 80 9.,0 Support Fadfltlti 9.1 Break rooni '1 13 16 208 IN)81, 97 211011 56 93 kficti'�U,.,jckors&,Showeii 1 301, 50 1,wo 1,500 704 1,500 57 94 Wonwn's]`.ockcis&Sh'mvcr 1 1$ 28 504 504 195 504 549, 9,55 lZecovered fIrnpQrty&Bicycles 15 30, 4 55 0 4,50 0 43 0 5,9 9,6 ("La"rage 1� 45 66 2,970 2-970 491 2,t) o 60 9,,7 kriliory 0 12 1,M 120 2 54 1201 61 9-8, R,wige.13 1 1�2 100 i 2()() 1,200 5'IS 12)0 01 9,9 Weapons clegin"ling, ,f 11 to 9 90 90 to 910 62 9"1 F,i t,I I es,s R oi),ri 1, 1 22 24 528 528 0 528 S"id)(00,(Nef Sqmwe,Footage) 10,969 9,53 6 1,410 9,534 6,060 3966 GrosO C11'asts,e 1 7,119 4 94 In,�.Factoi�w alls,en 1'.1.11101 3 3,3,3 7 '2,1-1, 1,3 SKI TOTA114 SQUA RE FOOpr'A,(;r,,' 281,308 f3o(160 I t9,04 12,,870 84181 505 4 "Vveh"y Oirvefly Jim' Mwe: Itc,'m",9,.8, RRc11,1?dg,cj,O 3 posith,ni.S., inclicedes tl,,),,e area neecledlin-a rwvio, lv' Wl,,V edra -le is vv',declon the sire q -/he pr�,,"liq1t o,4,jol q#,,Hdrtvs) 4),0 Vel i ig. p I flle cjtt�cj, cl iiwidct be lao,ger,bt.u.laus-e ol'IlieedC."(1,sIIpI,)n,)/,,,I ware.v, 8 LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT 3. Building Analysis Summary Together with our engineers we reviewed the present building to gauge its programmatic, technical and functional use. we found that the present building is woefully inadequate for the tasks being carried out by the Department and that the facility has a number of technical and functional areas of concern. However, generally,the fabric of the building is in good condition for a 54 year old building. The present building is too small for present staff, equipment&services. This is most clearly seen in compromises to critical operations and equipment: some equipment must be parked outdoors in two shipping containers, a trailer and an SUV. The physical constraints of the building pose challenges to the day to day operation of the Department: there is no training space within the building; the locker room is half the size needed for today's equipment, clothing and operation manuals storage; there is no secure sallyport; prisoner entry to the building is unsecure and dangerous; there is a critical lack of storage space such that sensitive records are not able to be stored securely;there is no elevator for moving heavy equipment, files and persons with disabilities; and the sub-basement firing range is inadequate in all regards including the required qualification testing. The building contains many issues which, under the present Massachusetts Building Code, would be considered deficiencies. Most prominently,there is no sprinkler system, little universal access, insufficient ventilation and grossly inefficient heating and air- conditioning systems. See Appendix E. Structurally, the building does not conform to today's Building Code requirements for seismic resistance. The Code does not yet require this to be addressed,but it is a good public policy question whether the center of emergency communication and response in the Town of Lexington should be vulnerable to earthquake damage. Any significant alteration to the existing structure will require upgrading the entire structure at great expense. See Appendix D. If it is decided to postpone proceeding with the recommended plan to renovate and add on to the building, other deficiencies identified in the structural and mechanical equipment reports should be remedied as funds permit. The existing site is ideally located for visibility and response times and a police station use there should be continued. Detailed structural,mechanical, electrical, and plumbing systems are near the end of their useful life. A detailed analysis of these systems can be found in Appendix E 9 10 LEXINGTON POLICEi STATION SCHEMATICDE,S,I,,G,N' STU'DY REPORT' 4 A. Pre li i nar, P'"l s, - Add ition andRlenovaumi 'M y . an ... ....... .......................................... ........... CARY RAN.E. 0", Wir"IlE I.M.M.,I)EN Oft ft"Alt .......... ........................... un, rAlsyliNG FAINTING SITE PARXM%i III S PA,r,S, N l,",ANY 11 1,LlYj N T(J IrA L CICS I GlK 11)f A R,K IN G 1 10,SRUTS LEXINGTON POLICE STATION SCHEMATIC �DESIGN STUDY REPORT Preliminary Plans, - Addition and Renovation, FIRST FIX)OR PLAN B e eA �m:,m 6 ,Y Nm f ut,ROD 1, E3 � — _... r ELIV w . �� � ,�,,,.. I U DLO will w w a,,A P= J ®,a 1 " -IVIVIVI l 4 1 i � F . wwwr p r � 1, F dP N1 " ,, �G SUN � n 1p4I�ry �yg If Y,wy y®W yp� M+'fi"'��v"II III M M I�R.Av�vwrv�O y, � II'�+•IIg1 I pp�gy�91 qy� f+�ill'W+w�e....F®IIIPtMTJ v �A'IuF I'I�d^La C i��Wu�E-W S I. SCHEMATIC DESIGN STUDY ,- ` O R'r Preliminary Plans, i-Addition and, Renovation SECOND FLOORPLAN mm. ...... I ill "^ fi� u p JANITOR 0 -71 V !4 I I 0 k' WORARY Pik f I IL 0 o G. p ST 71 14 s fi y�' II fi rp �rmmmaa .. w4•�ti �1 y r '� .�. �:� u ' r LEG LEGE ND I C E)li-'IM l Ol ,� ". t ING COI POLICE A ION .REPORTSCHEMATIC DESIGN STUDY i etimi a. Plans A d tti : and Renovation THIRD FLOOR,PLAN I EMDAPE PREP ��� �m�mmmmmmmmmm;�mm�, FAM d f �1 IL Ir rAm VI I 'T " W� f. Y" 9P4 mv. V. 1( 1 I F flJs' A' TEVIS . TA31 t ,- L(J EN I: DETENTION lINVESTIGATION LEXINGTON POLICE S . SCHEMATIC 'E ]"G. l P ` P r i m i n a sry, Plan r a d R v io . AEKIAL DIAGRAM w Pouf � m a ti i %�i/;j�����%/ ID lip ww. m W, r ',. m �p, •m, '115..�1 a Ma�mv�rP.+rm..mI�y,"[b 1. 16 LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT 5. Regulatory Review Summary OVERVIEW The Police Station Project will receive design review by the Permanent Building Committee and by the Police Department, as it has throughout the schematic design phase. However, in addition 3 other public bodies will have a design review role; the Board of Zoning Appeals, the Historic Districts Commission, and the Lexington Design Advisory Committee. We recommend that some strategy be developed to coordinate design review among these different bodies. ZONING Reuse of the existing Police Station lot for an expanded Police Station is a permitted use under Lexington's Zoning By-Law. However, a Special Permit with Site Plan Review is required from the Board of Appeals. A traffic study is needed for this Review. In addition, a series of Variances from the Zoning By-Law are needed, including; FAR; 0.25 is the maximum permitted,the total FAR for all buildings on this site has not been determined,but likely exceeds 0.25. Site Coverage; 15% is the maximum allowed by Special Permit, the plans show a 1 S% coverage Parking; 5' building setback required, 2' provided; 5' lot-line setback required, O' provided A preliminary Zoning Analysis can be found in Appendix H. Because the Police Station is on a large lot with 4 separate buildings and multiple uses,the applicability of the Town's dimensional controls and parking requirements is open to interpretation by the appropriate Town Boards. HISTORIC DISTRICTS COMMISSION The Police Station site is within the Munroe Tavern Historic District. The Commission consists of 5 members and they have issues a set of design guidelines that apply to all the Districts. The town will need to apply for a Certificate of Appropriateness and one or more public hearings will be required. The Commission encourages early informal meetings with them as the design is being developed. 17 DESIGN ADVISORY COMMITTEE This Committee consists of 9 members and 8 associates, all of whom are required to be design professionals. The Committee's charge is "to assist the Town in providing professional design guidance for Town buildings." Their recommendations are made to the Board of Selectmen. 18 LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT 6. Preliminary Cost Estimate Summary We estimate the total project costs for the renovation of and addition to the existing building, inclusive of fees, furnishings and other"soft' costs,to range between$12M and $13M with fees and expenses required to bring construction bids to a Spring 2013 Town Meeting ranging from$750,000 to $850,000. The funding request for construction would include fees for construction administration, designing furnishings, and some of the LEED certification fees. Project cost summary follows. Detailed preliminary construction cost estimates can be found in Appendix G. The detailed construction cost estimates were performed prior to gaining an understanding of the time frame for any future construction work and therefore only show escalation into spring 2011. Subsequently we have been directed to assume construction work would begin in Spring 2013. The cost summaries reflect that change. 19 20 LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT Preliminary Cost Estimate -Police Station (Addition I Renovation) SOFT COSTS Design&Engineering 3 Architectural and Engineering fees cr 8.7% $737,000 $553,000 4 Allowance for extra services,change orders[a7 5% $37,000 5 Permitting $20,000 $20,000 6 Reimbursable expenses $15,000 $11,OOO 7 Geotech Consultant(including borings) $20,000 920,000 8 Furnishing Design fee(10%of furnishings) $28,000 9 Tel/Data&Security Consultant $301X0 $24,DDD 10 Communications Consultant $30,000 $24,aaa Total Design&Engineering 9917,000 Professional Services 11 Owners Project Manager&Clerk of the Works $l 50,000 12 LEED Certification $50,000 $40,000 13 Commissioning $50,000 $20,000 14 Construction Testing $20,000 $30,000 15 LSP $30 000 Total Professional Services $300,ODD Fixtures,Furnishings&Equipment 16 Furnishings cr $6/sf $280,000 17 Allowance for Computer Equip.&Network $100,000 18 Allowance for Communications Equipment $l 50,000 19 Allowance for Movable Equipment $50,000 20 Allowance for Telephone System&Equip. $50,000 21 Allowance for Security&CCTV System $80 000 Total Fixtures,Fun ishings c&Equipment $710,000 Temporary Relocation Casts 22 Temporary Facilities,allowance $300,000 23 Utility Connections,allowance $100,000 24 Rehabilitation of Temporary Space $50,000 Temporwy RelocatiW7 Casts $450,000 Project Related Expenses 25 Topographic and Utility Survey $15,000 $15,000 26 Hazardous Materials Survey $30,000 $20,000 27 Haz-Mat Clean-up $50,000 28 Structural Peer Review $10,000 $1 D,000 29 Printing bid sets&advertising $20,000 $20,000 30 Moving Expenses(2 moves) $25,000 31 Utility Fees&Backcharges $30,000 32 Legal Costs $20,000 33 Bonding $0 34 Building Committee Costs $0 35 Builder's Risk Insurance _.. $60,000 Total Project Related Expenses $260,000 $807 000 Total Soft Costs _ $2,637,000 Total Project Costs $10,831,000 Project Contingency @ 12% $1,300,000 PROJECT TOTAL $12,131,000 21 22 LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT 7. Schedule We recommend that the Town proceed with Design Development, Construction Documents and Bidding of this project so that it can be brought to the Spring Town Meeting in 2013. This long schedule allows for the extensive public review process required for this project on this particular site. The chart below describes the recommended steps and timing. Fall2010 spring 2011 Fall2011 Spring 2012 Fall2012 Spring 2013 Fall 2013 Presentation to BOS 101412010-111912010 Spring Town Meeting 03/21/2011-5/21/2011 Design❑evelopment 0 7/01/2011-1110112011 Permitting 1110112011-05/11/2010 Construction❑ocuments 05/01/2012-11/01/2012 Bidding 01102/2013-03/0112013 Spring Town Meeting 03/20/2013-04/24/2013 Construction Contract Award 05/01/2013-06/01/2013 Construction 06/01/2013-09-01/2014 23 24 LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT 8. Building Deficiencies and Recommended Work The principal building deficiencies are lack of space and a dysfunctional layout. The effects of this on the operations of the department are described in the two Police Chief s Reports, found in Appendices B and C. Other deficiencies are described in the Mechanical and Electrical Engineering Report, Appendix E. They are the expected maintenance and end--of-useful-life items one would expect in a 54 year old building that is used 24 hours a day, and 7 days a week. None of these systems is expected to fail completely in the next 5 to 7 years. 25 26 LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT 9. Police Station Location In the course discussion has occurred on the topic of abandoning the present building and constructing a new one elsewhere,thereby avoiding the costs of temporary relocation. However, studies have shown that the present building is nearly ideally located from several perspectives. The site location criteria recommended by the International Association of Chiefs of Police (IACP) include centrality of location,high visibility, prominence, and good response time, all met by the present site. The ability to mount Lexington's foot patrol through the central business district without the use of patrol cars is another feature of the present site. Renovating an existing building is a more environmentally sustainable strategy than demolishing and building new. Reusing and expanding the present building maintains the distinguished architectural composition and historical integrity of the Town Hall complex. 27 28 LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT 10. Appendices A. Detailed Space Needs Report B. Police Chief s Report, "Space Needs --A Review of Past Programs and Staffing" C. Police Chief s Report, "Staffing the Lexington Police Department" D. Structural Systems Analysis E. Mechanical and Electrical Systems Analysis F. Proposed Mechanical and Electrical Systems G. Preliminary Detailed Cost Estimates H. Zoning Analysis I. Meeting Notes 29 i 30 LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT Appendix A. Detailed Space Needs Report POLICE NEEDS 1!, LEXINGTONgM' ASSACHUSETTS 0 Prepared lbr, Pferarnanent 'Bu .,.,din. r, urc VI r"��s Com,mitlee ,g and Lexi*',,ngton, Pol I.ce, e POLICE STATION SPACE NEEDS LEXINGTON MASSAC USETTS Prepared for TOWN OF LEXINGTON,MASSACHUSETTS Mark Barrett,RA Project Manager Department of Public Facilities Permanent Building Committee Police Department Chief: Mark J. Corr Prepared by Donham & Sweeney A R C H I T E C T S Brett Donham,Principal-in-Charge Jeff Shaw,Principal,Project Manager 08 June 2010 Sixth Draft LEXINGTON POLICE STATION SPACE NEEDS STAFFING Staffi......................ng Projection to 2030 Stia�'/ Na.......................... ------------....................... ------------- ......... Tn�l Print I�sci�phon' ; Shift;; Shd1s Staff'':;; Toth Comments ------- POLICE DEPARTMENT Administration Chief 1 1 1 1 Captain of Operations 1 1 1 1 Captain of Administration 1 1 1 1 Lieutenant 1 4 4 4 Administrative Asst./Office Mg. 1 1 1 1 Records Clerks 3 1 3 3 Custodian 1 1 1 1 Matron NA NA 1 1 Ntcharric 1 1 1 1 Officers Sergeants-Patrol Offices 2 3 6 6 Lieutenant-Detectives 1 1 1 1 Sergeant-Detectives 1 1 1 1 Detectives 2 2 5 4 School Resoi-rce Detective 2 1 2 2 Prosecutor 1 1 1 1 Patrol Officers(Day) 3 to 4 4 13 11 Patrol Officers(Evening) 2 to 3 2 7 6 Petrol Officers(Night) 2 to 3 2 7 6 Patrol Officers(Night) 2 to 3 2 7 6 Special Officers NA NA 9 9 Other Atrimal Control 1 1 1 1 Parking Enforcement 1 1 1 1 Dispatcher 2+ 4 9 9 Cadets 2 2 2 Crossing Guards 16 1 16 16 Aocreditation 1 1 1 TOTAL STAFF 25 to 26 76 70 Donham & Sweeney ARCHITECT S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 =1 0 0 8 FebruarN.' 2011 -3 - LEXINGTON POLICE STATION SPACE NEEDS SITE FEATURES Prgm Needed Total Present No. Space Type Description I Qty. I Area Qty. S.0 Site Features Emergency Generators, sec. fencing 2 10'x18' 1 Transformer 1 5'x 5' 1 A/C Condensing Unit 2 or 3 5' x 15' 1 Dumpster 1 10'x 10' 1 P.0 Parking Public Visitors/Public 5 0 Police Department Bicycles (garage) 4 4 Patrol/Marked 10 9 Patrol/Unmarked 11 10 Confiscated 2 1 Motorcycle(garage) 1 1 Utility Van 1 1 Trailer(garage) 1 1 Sign Boards (garage) 2 2 Radar Trailers (garage) 2 2 Staff Personal Cars 22 21 Shift Change 6 6 *The Chief requested that operational fleet of 6-8 cruisers be covered during inclement weather, if possible. TOTAL PARKING SPACES 52 48 Donhana &. Sweent A R C H I T E C T S 68 Harrison Ave Boston, MA 02 1 1 1 6 1 7 - 4 2 3 - 1 4 0 0 8 Febl liar•' 201 1 -4 - M LEXINGTON POLICE STATION SPACE NEEDS SPACE NEEDS Prg Space Type Needed Space Size ITot.Needed Existing Floor No. Description Qty Length Width NASF NASF NASF Base 1st 2nd 3rd Pa e 1.0 Public&Training Spaces 1.1 Vestibule 1 8 8 54 54 0 64 - 1.2 Lobby 1 20 20 400 400 108 400 7 1.3 Front Desk 1 8 10 80 80 26 80 8 1.4 Public Toilets 2 6.5 7.5 49 98 227 98 9 1.5 Public Conference Room 1 10 12 120 120 177 120 10 1.6 Public Meeting&Training Room 1 34 34 12156 1,156 0 I J 56 11 1.7 Training Storage 1 18 6 108 108 0 108 12 2.0 Communications 2.1 Dispatch 1 27 25 750 750 427 750 13 2.2 Dispatch Toilet 1 6.5 7.5 49 49 0 49 14 2.3 Radio/Server/TelephonelE911 1 12 15 192 192 168 192 15 2.4 Officer in Charge 1 14 14 196 196 188 196 16 2.5 Information Counter 1 8 14 112 112 0 112 17 3.0 Building Maintenance&Supplies 3.1 Janitors Closets 3 6 8 48 144 125 48 48 48 - 3.2 Bldg/Ground Equipment Storage 1 10 12 120 120 G5 120 18 4.0 Building Support 4.1 Passenger Elevator 1 10 8 80 240 0 80 80 80 - 4.2 Elevator Machine Room 1 10 8 80 80 0 80 - 4.3 Fan Rooms 1 20 30 600 600 98 600 4.4 Central Boiler Room 1 15 20 300 300 296 300 - 4.5 Sprinkler/Water Service 1 12 6 72 72 0 72 - 4.6 Data/Alarm 1 12 10 120 120 85 120 - 4.7 Electrical Room 1 15 10 150 150 0 150 - 4.8 Emergency Generator Transfer 1 10 8 80 80 145 80 - 5.0 Administration 5.1 Administrative Assistant 1 12 24 288 288 296 288 19 5.2 Chiefs Office 1 13 18 234 234 164 234 20 5.3 Accredidation&Crime Analysis 1 12 14 168 168 230 168 21 5.4 Captain of Administration 1 12 14 168 168 230 168 22 5.5 Captain of Operations 1 12 14 168 168 174 168 23 5.6 Court Prosecutor 1 12 14 168 168 92 168 24 5.7 Records/Traffic 1 14 32 448 448 221 448 25 5.8 Workroom/Office Supply 1 9 10 90 90 0 90 26 5.9 Conference Room 1 12 20 240 240 0 240 27 5.10 Administrative Toilets 2 7.5 6.5 49 98 322 98 28 5.11 Archive Records Storage 1 15 12 180 180 0 180 29 D_o_iiha_in & Sweene}r A R C H I T E C T S 68 Harrison Ave Boston , MA o2 1 1 1 6 1 7 - 4 2 3 - 1 4 0 0 8 Feb1•LUM-N! 2011 - 5 - LEXINGTON POLICE STATION SPACE NEEDS SPACE NEEDS Prg Space Type Needed Space Size Tot.Needed Existing Floor No. Description Qty Lengthl Width I NASF NASF NASF Base 1st 2nd 3rd Pa e 7.0 Patrol 7.1 Roll Call 1 28 22 616 616 510 616 38 7.2 Report Writing 1 12 12 144 144 220 144 39 7.3 Patrol Lieutenants and Sergeants 1 21 18 378 378 101 378 40 7.4 Parking Officer 1 10 12 120 120 94 120 41 7.5 Animal Control Officer 1 12 12 144 144 77 144 42 7.6 Quartermaster 1 10 16 160 160 0 160 43 7.7 Riot Gear Storage 1 12.5 15 188 188 0 188 44 7.8 Baby Seat Storage 1 8 10 80 80 0 80 45 7.9 First-Aid 1 8 10 80 80 15 80 46 7.10 Library 1 10 12 120 120 0 120 47 8.0 Detention 8.1 Vehicle Sallyport 1 16 45 720 720 0 720 48 8.2 Booking 1 14 20 280 280 271 280 49 8.3 Storage Closet 1 2 4 8 8 0 8 - 8.4 Observation Room 1 8 8 64 64 93 64 50 8.5 Detention Shower 1 5 10 50 50 0 50 51 8.6 Holding Cell 1 10 12 120 120 0 120 52 8.7 Processing Cell(Accessible) 1 6 7 42 42 0 42 53 8.8 Male Cell(Accessible) 3 8.25 8 66 198 292 198 54 8.9 Female Cell(Accessible) 2 8.25 8 66 132 164 132 54 8.10 Juvenile Cell(Accessible) 1 8.25 8 66 66 161 66 54 8.11 Interview(Juvenile status offenders) 1 8 10 80 80 0 80 55 8.12 Ganging,Storage,&Washer/Dryer 1 8 10 80 80 0 80 9.0 Support Facilities 9.1 Break room 1 13 16 208 208 97 208 56 9.2 Staff Toilet Rooms 2 6.5 7.5 49 98 115 98 - 9.3 Men's Lockers&Showers 1 30 50 11500 11500 704 1,500 57 9.4 Women's Lockers&Showers 1 18 28 504 504 195 504 58 9.5 Recovered Property&Bicycles 1 15 30 450 450 0 450 59 9.6 Garage 1 45 66 2,970 25970 491 211970 60 9.7 Annory 1 10 12 120 120 * 254 120 61 9.8 Range,3 Positions 1 12 100 1200 1,200 * 578 1200 - 9.9 Weapons Cleaning 1 10 9 90 90 * 10 90 62 9.10 Fitness Room 1 22 24 528 528 0 528 63 Subtotal{Net Square Footage} 20,969 99536 1,410 95534 6,060 31966 Grossing Factor walls,corridors,chases,etc.) 35% 7,339 3,524 494 3,337 2,121 15388 TOTAL SQUARE FOOTAGE 28,308 139060 11904 129870 S,181 5,353 *Space needs Mal exceed exisfing program area Donham & Sweenev A R C H I T E C T S 68 Harrison Ave Boston , MA 02111 61 7 -- 423 - 1400 8 Feb1-llary 2011 - 5 - .. LEXINGTON POLICE STATION SPACE NEEDS 1.2 PUBLIC LOBBY Adjacency Requirement Adjacent to Training Room, Public Conference Room, Public Toilets, Records, Communications. Easy but not visible access to administration. Public Access High Security Requirements Moderate; controlled exit from lobby to the rest of the building. Secure space requires electrical release into adjacent spaces. Millwork Large pamphlet rack& Benches. Floor Epoxy terrazzo or durable material Walls GWB/Paint/Bullet resistant board Ceiling ACT upgrade/Bullet resistant board Lighting/Electrical Bright indirect; accent lighting, public phone; CCTV HVAC/Plumbing A/C;two level drinking fountain Special Needs BRG window at Records and Front Desk w/deal trays and electronic speak thru. Good visibility from communications. Durable finishes. Walls and ceilings to be bullet resistant. Furniture/Equipment Seating for 4; Telephone (connected to Dispatch) i �}n 201-011 FRONT DESK BENCHES 0 0 N PAMPHLET RECORDS RACK DESK T SCALE: 1/8"=11 Q11 Donham & Siveene A R C H I T E C T S 68 Harrison Ave Boston, NIA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 Fel)RIat-N, 2011 - 7 - LEXINGTON POLICE►7TATION SPACE NEEDS 1.3 FRONT DESK Adjacency Requirement Adjacent to Lobby and Dispatch. Overview of doors to toilet, Training Room, elevator, and the rest of the building Public Access High Security Requirements High Millwork Counter on both sides of BRG barrier, with deal tray Floor Epoxy terrazzo Walls GWB or Wood on top of BR material Ceiling ACT Lighting/Electrical Fluorescent, data port&telephone Special Needs Open door to Dispatch Furnishings Comfortable swivel chair, computer, phone, computer, storage for report forms U.C. STORAGE DRAWERS 0 ov LOBBY COUNTER WORK COUNTER COMPUTER 1 01-011 SCALE:1/4"=1'0" Donliain & Sweenev A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 Feblliai-v 201 1 - 8 - LEXINGTON POLICE STATION SPACE NEEDS 1.4 PUBLIC TOILETS Adjacency Requirement Public Toilets off the Public Lobby; 1 Woman's & 1 Men's Public Access High Security Requirements Privacy Floor Ceramic the Walls Ceramic the wainscot,All four walls Ceiling ACT Lighting/Electrical Fluorescent HVACIPlumbing Good exhaust; toilet, and sink. Special Needs Handicapped accessible 1 O a Q a SCALE: 1/4"_1'0" D o n h a m & Swveene r A R C H I T E C T S 68 Ha rrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 - 9 - LEXINGTON POLICE STATION SPACE NEEDS 1.5 PUBLIC CONFERENCE ROOM Adjacency Requirement Access from Lobby Public Access High Security Requirements Door visible from Dispatch Millwork Counter for fingerprinting, fire arms licensing, and photo Floor Carpet Walls GWB/Paint Ceiling ACT Lighting/Electrical Indirect fluorescent; pleasant, not glaring HVAC/Plum bing A/C Special Needs Chair rail Furniture/Equipment 3'x 4' table with 4 chairs, computer, finger printing 12$—OF: U.C. STORAGE FINGERPRINTING lr%-'Ore<T II KNEE SPACE TX 3' v v COMPUTER OPEN COUNTERTOP SCALE:1/4"=1'0" Don,hain & Sweeney A R C H I T E C T S 68 Harrison AN, e Boston , MA 02111 6 1 7 - 4 2 3 - 1 4 0 D 8 Febiitiit-N! 2011 - 10 - LEXINGTON POLICE STATION SPACE NEEDS 1.6 PUBLIC MEETING & TRAINING ROOM Adjacency Requirement Easily accessible from Lobby Public Access Moderate/High Security Requirements Moderate Millwork White board, fabric covered tackable surfaces; coat rod and shelf Floor Carpet Walls GWB/painted with chair rail Ceiling ACT upgrade Lighting/Electrical Fluorescent, glare free; dimmers, or incandescent with dimmers; Speaker system HVAC/Plumbing A/C with good exhaust system. Coffee counter with sink Special Needs Numerous telephone and data outlets. Ability to telecast from the space. Space to be adaptable for use as the back-up Emergency Operation Center(EOC). Furniture/Equipment Seating for 40 people at 21"deep, 5 x 60" long training tables; podium, smart boards, overhead projection for PowerPoint presentations 341-011 1 01_01, COFFEE COUNTER W/ SINK, LOWER&UPPER CABINETS EXTERIOR TV CONNECTION CLOSET WITH E.O.C. CONNECTIONS TV COAT ROD&SHELF SMART BD. AV CLOSET EltV PODIUM TV MEDIA TV CONNECTION Donhain & Sweeney A R C H I T E C T S 68 Harrison Ave SCALE:1/811 1'Oil Boston , MA 021 1 1 6 1 7 - 4 2 3 - 1 4 U U 8 FLblllat•�/ 2011 LEXINGTON POLICE STATION SPACE NEEDS 1.7 TRAINING STORAGE Adjacency Requirement off Training/EOC Room Public Access None Security Requirements Moderate Millwork Floor Rubber or linoleum Walls GWB/Paint Ceiling ACT Lighting/Electrical Fluorescent HVAC/Plum bing No A/C Special Needs Furniture/Equipment 18"deep metal shelving for storage of training equipment, VCR,TV,training mannequins. Space for storage of tables and chairs. i 1-011 METAL SHELVING c� r Co SCALE:1/4"_it O" Donliani & SweenL A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 F c:l)RIM-N! 201 1 - 12 - LEXINGTON POLICE STATION SPACE NEEDS 2.1 DISPATCH Adjacency Requirement Next to Front Desk, Window to Lobby, near Records, visual control over Lobby, centrally located. Dispatchers Toilet and Break Room adjacent. Near E911 Room (vertically). Public Access None Security Requirements Very high Millwork 16 LF fabric covered tack panels,work counter Floor Carpet tiles on raised access flooring Walls GWB/Paint. Sound absorbing panels Ceiling ACT w/high NRC Lighting/Electrical Indirect fluorescent, two levels lighting, task lighting, controls for alarm or zetron; 5 large screen (4'x 6')CCTV monitors, CATV HVAC/Plumbing A/C on emergency generator Special Needs Printers, copier, fax; electric release and intercom for vestibule door and vehicle sallyport. Electric door release for toilet doors off lobby and cell doors. BRG glass. Provide intercom on both sides of transaction window Furniture/Equipment 3 dispatch console positions w/rear access, 3 high- intensity use chairs, 3 pedestal files. Provide space for a 01 position with computer, telephone and work surface WIN❑OWW WITH LOBBY VIEW CATV I CCTVS F. 271_011 SCREENS CEILING MTV. 1 4'-4" 4'-4" _E PRINTERS, EQUIPMENT-.,, RACKS, REVERSE 911 COPIER Donhaln & Sweeney SCALE:1/8" 1'011 A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 61 7 -- 423 - 1400 8 Febllll 2011 - 13 - LEXINGTON POLICE STATION SPACE NEEDS 2.2 DISPATCH TOILETS Adjacency Requirement Directly next to Dispatch, close to Dispatch Break Room. Public Access None Security Requirements High Floor Ceramic the Walls Ceramic tile wainscot,All four walls Ceiling ACT Lighting/Electrical Fluorescent HVACIPlumbing Good exhaust; toilet, and sink. Special Needs Handicapped accessible, Locate a telephone near toilet. 6)_6„ WALL MOUNTED 2 TELEPHONE i a q SCALE:1/4"=1'0" Doi ha mw&- -Sweeney__ A R C H I T E C T S 6 $ Harrison Ave Bostoli , MA 02111 6 1 7 - 4 2 3 - 1. 4 0 0 8 Febrllai- 2011 - 14 - W LEXINGTON POLICE STATION SPACE NEEDS 2.3 RADIO/SERVER/E911 Adjacency Requirement Off Dispatch Public Access None Security Requirements High Millwork Floor Rubber or linoleum Walls GWB/Paint Ceiling ACT Lighting/Electrical Fluorescent w/parabolic reflectors HVAC/Plumbing Good A/C Special Needs Plywood backer board. Room to have 2 hour fire rating Door to be alarmed. Furniture/Equipment Computer racks,telephone, exist. 911 and exist. radio equipment. work station with shelving above. 1 61-011 EXIST. EXIST. di COMPUTER RACKS I CV I r 1I I BACKER BOARD I I SCALE:1/4"=1'0" Donham & Sweeney A R C H I T E C T S 68 Ha rr• ison Ave Boston, MA o2 1 11 6 1 7 - 4 2 3 - 1 4 0 o 8 Fet)lllai'' , 2011 - 1S - LEXINGTON POLICE STATION SPACE NEEDS 2.4 OFFICER-IN-CHARGE Adjacency Requirement Overlooking Dispatch &Near Patrol Public Access None Security Requirements High Millwork Floor Carpet Walls GWB/Paint Ceiling ACT Lighting/Electrical Indirect fluorescent HVAC/Plumbing A/C Special Needs Lieutenants& Sergeants share this space. Large window overlooking dispatch and front lobby. Raised floor for cabling. Video monitors. Large wall map. Furniture/Equipment Work surface 2 Y2 `x 5'. Duplicate dispatch setup. 1 guest chair, 3 2-drawer lateral files. 14' 0y? MONITORS e r J, WALL MAP CLOSET SCALE:1/4"=1'o" Donhain & Sweeney A R C H I T E C T S 68 Harrison Ave Boston , MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 Feb1'L1�11-V 201 1 - 16 - LEXINGTON POLICE STATION SPACE NEEDS 2.5 INFORMATION COUNTER Adjacency Requirement In hallway, outside DIC office, close to Dispatch and Front Desk Public Access Controlled Security Requirements Low Millwork Floor Rubber or Linoleum Walls OWB with windows from corridor into OIC and/or Dispatch Ceiling ACT Lighting/Electrical Fluorescent HVAC/Plum Bing A/C Special Needs Provide 4 data ports along wall and a f ger-print station. Furniture/Equipment Counter with log books. Behind counter 10 LF tack board. Below counter storage for forms, tickets and special detail applications. Four stools for officer use. HALLWAY 0 o1 T 00 0 TACK Bo SURFACE V Z V 14'-0" DATA FINGER-PRINT STATION UNDER COUNTER STORAG STOOLS SCALE:1/4"=1'0" Donham & Sweeney A R C H I T E C T S 68 Harrison Ave Boston, MA 0Z 1 1 1 b 1 7 - 4 Z 3 - 1 4 0 0 8 Fcb1'L1tit•N- 2011 - i 7 - LEXINGTON POLICE STATION SPACE NEEDS 3.2 BUILDING/GROUNDS EQUIPMENT,STORAGE Adjacency Requirement First floor; locate in garage Public Access None Security Requirements Low Millwork Floor Concrete with hardener Walls Galvinized fencing Ceiling Painted exposed structure Lighting/Electrical Fluorescent HVAC/Plum Bing No A/C, good ventilation Special Needs Storage for snowblowers, shovels, lawn mower, salt, B&G equipment, etc. I BUILDING& GROUNDS �O EQUIPMENT � STORAGE i I I 1Q'-0 SCALE:1/4"= 1'0" Donham & Sweenev A R C H I T E C T S 6 $ Harrison Ave Boston, MA 02111 G 1 7 - 4 2 3 - 1 4 0 0 8 FehRicii-y 2011- - 1 s - LEXINGTGN POLICE STATION SPACE NEEDS 5.1 ADMINISTRATIVE ASSISTANT Adjacency Requirement Adjacent to Chief Public Access Moderate Security Requirements High Millwork Floor Carpet Walls GWB/Paint Ceiling ACT Lighting/Electrical Indirect Fluorescent HVAC/Plumbing A/C Special Needs Furniture/Equipment 2 desks with returns, 2 - 42"2-drawer lateral files, overhead storage bins, 2 desk chairs, guest chair, 8 5- drawer lateral files. 24'-D" 0 k � s O.H. STORAGE SCALE:1/4"=1'0" Donhain & Sweene A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 G 1 7 - 4 2 3 - 1 4 0 0 8 Fel)i-tmi-N, 2011 - 19 - LEXINGTON POLICE►aTATION SPACE NEEDS 5.2 POLICE CHIEF'S OFFICE Adjacency Requirement Adjacent to Administrative Secretary and Conference Room Public Access Moderate Security Requirements Moderate, controlled Millwork Floor Carpet Walls GWB/Paint Ceiling ACT Lighting/Electrical Indirect Fluorescent; CATV HVACIPlu m bing A/C Special Needs Furniture/Equipment Desk with return and credenza w/two 42"2-drawer lockable lateral files;two 36"4-drawer lockable lateral files; 30"coat cabinet; overhead storage bins; desk chair; two 3' long, full height bookcases; radio; 3' dia. table; three guest chairs. D ! ! 1 I I 1 I II I !�I a co I I � I �G II ! r I�! I 1 I I ! 1 81_011 SHELVING ABOVE SCALE:1/4"=1'Oil Donhain & 5weeney. A R C H I T E C T S 68 Harrison Ave Boston , MA 02111 617 -- 423 - 1400 8 I'e1)t•Llc"II-V 201 1 - 20 - LEXINGTON POLICE STATION SPACE NEEDS 5.3 ACCREDITATION/INCIDENT & CRIME ANALYSIS Adjacency Requirement Adjacent to Administrative Secretary; near Chief and Conference Room Public Access Minimal Security Requirements Moderate, controlled Millwork Floor Carpet Walls GAB/Paint Ceiling ACT Lighting/Electrical Fluorescent w/parabolic reflectors; CATV HVAC/Plumbing A/C Special Needs Furniture/Equipment Desk with return, and credenza w/42"2-drawer lateral file; 36"coat cabinet; overhead storage bins; desk chair, two guest chairs, 2 5-dwr lateral files, bookcase. 121-011 14 BOOKCASE I IIII � 36 I - r I r I I IIII I 36 I I I COAT CABINET E I SCALE:1/4" 1'0" Do n ha iu & Sweeney A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 Feblllcit-N! 2011 -21 - LEXINGTON POLICE STATION SPACE NEEDS 5.4 CAPTAIN OF ADMINISTRATION Adjacency Requirement Adj 0 acent to Administrative Secretary; near Chief and Conference Room Public Access Minimal Security Requirements Moderate, controlled Millwork Floor Carpet Walls GWBIPaint Ceiling ACT Lighting/Electrical Fluorescent wl parabolic reflectors; CATV HVACIPlumbing A/C Special Needs Furniture/Equipment Desk with return, and credenza w142"2-drawer lateral file; 36"coat cabinet; overhead storage bins; desk chair, two guest chairs, 2 5-dwr lateral files, bookcase. 1 21-011 BOOKCASE I IIII I 36 I - I � 1 r I I llll I L36 I I L COAT CABINET IN i SCALE:1/4"=1'0" Donhain & Sweenev A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 5 1 7 - 4 2 3 - 1 4 0 0 8 Febl•LIc11•Ni 201 1 --22 - r LEXINGTON POLICE STATION SPACE NEEDS 5.5 CAPTAIN OF OPERATIONS Adjacency Requirement Ad j acent to Administrative Secretary; near Chief and Conference Room Public Access Minimal Security Requirements Moderate, controlled Millwork Floor Carpet Walls GWBIPaint Ceiling ACT Lighting/Electrical Fluorescent wl parabolic reflectors; CATV HVACIPlu m bi ng A/C Special Needs Furniture/Equipment Desk with return, and credenza w142"2-drawer lateral file; 36" coat cabinet; overhead storage bins; desk chair, two guest chairs, 2 4-dwr lateral files, bookcase. 1 L1-011 BOOKCASE I �ilf I 36 I - I 1 r I I llfl I J36 I I I COAT CABINET r �_ r � SCALE:1/411='I'0" D_onh_a ni & Sweeney A R C H I T E C T S 68 Harrison Ave Boston , MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 F61-Liai'N 201 1 -23 - r LEXINGTON POLICE STATION SPACE NEEDS 5.6 COURT PROSECUTOR Adjacency Requirement Locate near Detectives.Next to Evidence Room. Good access to records. Public Access Moderate Security Requirements High Millwork Floor Carpet Walls GWB/Paint Ceiling ACT Lighting/Electrical Indirect fluorescent HVAC/Plu m bing A/C Special Needs Furniture/Equipment Desk with return 1 42"2-drawer lateral file; overhead storage bins; desk chair, 2 guest chairs, 3 4-drawer lateral files. 12,_0,f L) 1lII /36 I IIII I - I o 36 I -1 1 r I IIII I 36 ! I COAT CABINET = I IL-Li F SCALE:1 14"_1'0" Don-b a-in- & S-w e-e-n a-_- A R C H x T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 FebRic-11•}" 201 1 -24 - LEXINGTON POLICE STATION SPACE NEEDS 5.7 RECORDS/TRAFFIC Adjacency Requirement Adjacent to lobby; access to police administration, adjacent to dispatch Public Access High; greets public for administration Security Requirements High Millwork Durable transaction counter Floor Carpet Walls GWB/Paint Ceiling ACT Lighting/Electrical Indirect Fluorescent HVAC/Plu m bing A/C Special Needs BRCS with deal tray and staggered glass speak thru. Provide storage at front counter for forms. Strengthen floor for high-density mobile shelving. Furniture/Equipment Workspace for 3 people. 3-42"2-drawer lateral files; 36" cabinet; overhead storage bins; 3 desk chairs, guest chair; copier; high-density mobile shelving equivalent to 15 5- drawer 3'-0"wide lateral files, book shelves, storage for forms i STORAGE FOR FORMS WINDOW OR TRANSACTION COUNTER 1 1 1 1 EXPANDED EXIST. H.D. FILE 0 STORAGE 1 1 r COPIER 1 1 STORAGE CABINET �_.. �. Donhain & Sweeney 14'-0" ARCHITECTS SCALE:1/8"=1'0" 68 Ha rrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 a a 8 F ebr• iai-N 2011 - 25 - LEXINGTON POLICE STATION SPACE NEEDS 5.8 WORKROOM/OFFICE SUPPLIES Adjacency Requirement Adjacent to Administrative Secretary Public Access None Security Requirements Moderate Millwork 24" base cabinets and shelving above Floor Rubber or Linoleum Walls GwB/Paint Ceiling ACT Lighting/Electrical Fluorescent w/parabolic reflectors HVAC/Plumbing A/C Special Needs Furniture/Equipment Printer, copier, fax, scanner, shredder, postage meter 91-011 SHREDDER SHELVES WORK COUNTER AND STORAGE a E a I MULTI-FUNCTIONAL PRINTER/COPIER/FAX RECYCLAgLES FI SCANNER UNDER COUNTER L I I COPIER SCALE:1/4"=1'0" Donliam & Sweent A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 Fcblliary 201 1 -25 - u X UN G 717 0 N P 0 LI C F!"O SPI"A110 N SP A 0i:N,E,Lf,n s 5.9 CONFERENCE ROOM Adj;ace n cy Req 111 tvin en t N c djm,1 n I st rat 1,ve o ffi c es next,to Ch I ef Public Access Conn ro I led, 'but easy accessfor v,kitors Securiity Req 11 ire'111 CII It's L,ow Miltwot-k Fabtic covered tack boards along,two walls, f1jif fe'n,gt1i m,aft"k-er b,oard, wall pt-otect[0111 Floor 1.11gh, end,cail-pettflg Walls GWB/Palnt H's cel ,1119 ACI`/GWB, upgrade L 0 6 i,ghtl,'n-g[Electrical hidifi-ect FiLlOres,cei'it",,dit,i,n"tnei",s, ,Possi,'bl,,c pendatit fixtures HVIAC/111 u ni,Ki)".I g A/C Sr ai Needs " 4 addfio.nal cha 0'-,s,,credenza,FUT111"'ture/Equipum"t 3 x, 12' table '12 chairs,; i I tj ANcab'Olet M-O" TA,CKABLE,WALLS ............................ .............. ----------- .......... SMART BOARD A DATA AL ---------------4 DATA ....................... .Q - ------- TAC KAB L E WA L LS SCALE., 1/4" V 0" J)" 4".)it 1114"1 111 CK, S Vv,c tI A, R C I I 1 1' E 201 1 27 LEXINGTON POLICE STATION SPACE NEEDS 5.10 ADMINISTRATIVE TOILET Adjacency Requirement Adjacent to clerk and assistant; near administrative lobby Public Access Low Security Requirements Privacy Millwork Floor Ceramic Tile Walls GWB/Paint; Ceramic Tile Wainscot Ceiling GWB/Paint Lighting/Electrical Fluorescent HVAC/Plumbing No A/C; good exhaust; toilet and sink Special Needs Handicap Accessible Furniture/Equipment 61-611 D F- nQ SCALE: 1/41i=1'Q11 D o n h a in & S_w e_e_n a-1-- A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 Feblllc'UN, 2a 1 1 -28 - V LEXINGTON POLICE STATION SPACE NEEDS 5.11 ARCHIVED RECORDS STORAGE Adjacency Requirement None Public Access None Security Requirements High Millwork Floor Rubber or Linoleum Walls GWB/Paint Ceiling ACT Lighting/Electrical Fluorescent HVAC/Plumbing No A/C; Ventilation Special Needs Furniture/Equipment 24-5 drawer file cabinets 15'-0" VV/1,zz]z ZIAU ........... r 0 SCALE: 1/4"=1'0" Donliam & Sweene A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 rchrmiry 201 1 -29 - r LEXINGTON POL10E Sr"FAT1ON SPACE,NEEDS Adjacency Requir(%,metit Adjacent toDetectives Public Access Mode-rate, 4 'Righ Se,curtty Requirements Millwork Floor call-I)et Walls GWB/Paint 1, 4114 Ceiling AC I /E 1,11direct FILlorescen't Lignutig lectrical, 1JV'AC/Pl tj m,bi ng AX114 Special Need e rear ex't/ej,,itra-,nCe 1 4 , - Iatet-a,'Ifile-, ovej-head Funtiture/rqtit"pment Desk. with retut n 1 4211" 2 d,C storage bitis; desk,, ehaii.-,, 2 guest cliati-Is, 3 4-dt-awer Lateral fil Iles 120-0111 [36 36 r 36 3 6 r3,6, li COAT CABINET .......................... SCALE."1/41"" 1 1 Off D I i & S 13 o s t o i,l IVI A 02 It 1 11 LEXINGTON POLICE STATION SPACE NEEDS 6.2 SERGEANTS DETECTIVE Adjacency Requirement Adjacent to Detectives & Lt. Detectives Public Access Moderate Security Requirements High Millwork Floor Carpet Walls GWB/Paint Ceiling ACT Lighting/Electrical Indirect Fluorescent HVAC/Plumbing A/C Special Needs Discrete rear exit/entrance Furniture/Equipment Desk with return 130"2-drawer lateral file; overhead storage bins; desk chair, I guest chair, 2 4-drawer lateral files. 1 L1_nir COAT CABINET 7 0 r 36 36 I I SCALE:1/4"=if 0" D o_n li a ni _& S w e e n e l A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 o 0 8 Fe bt-tiat-V ?01 1 - 3 I - LEXINGTON POLICE STATION SPACE NEEDS 6.3 DETECTIVES (8-person office) Adjacency Requirement Near Evidence & Lt. Detectives Public Access Minimal Security Requirements high Millwork Floor Carpet Walls GWB/Paint Ceiling ACT Lighting/Electrical Fluorescent; CATV HVAC/Plum bing A/C Special Needs Discrete rear exit/entrance Furniture/Equipment Work counter for copy, fax, printer. Each person shall have a desk w/return, 4-dwr lateral file, a guest chair, desk chair, 10 LF overhead shelving; a 36"cabinet, shredder. Cabinets for laptops, tapes, radios, flashlights, binoculars, etc. work counter for 3 positions. COPY/FM PRINTER/ SHREDDER 401-011 y J L J :I. 9 _.. _ ----- ----- _ .. ......_.. Rl WORK COUNTER FOR 3 LATERAL FILE POSITIONS till!/FILE CABS CABINETS SCALE:!/S"W'1'D" Donllam & SweenL OVERHEAD STORAGE ARCHITECTS 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 S Feblll - 701 1 - 32 - r LEXINGTON POLICE STATION SPACE NEEDS 6.4 INTERVIEW ROOM Adjacency Requirement Next to Taping/Video Room &Detectives Public Access High Security Requirements None Millwork Chair rail Floor Rubber or Linoleum Walls G WB/Paint Ceiling ACT Lighting/Electrical Fluorescent; CATV HVAC/Plumbing A/C Special Needs One-way glass to Taping/Video Room. Equip for video and sound recording controlled in adjacent room. Furniture/Equipment 3 chairs and a table. 81-011 ONE-WAY GLASS 36 x 36 0 EO 14 SCALE:1/4" 1'0" Donham & S„weeneN, A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 Feb/ lclry 2011 - 33 - W LEXINGTON POLICE STATION SPACE NEEDS 6.5 TAPING/VIDEO ROOM& COMPUTER FORENSICS Adjacency Requirement Next to interview room Public Access None Security Requirements High Millwork work Counter Floor Rubber or Linoleum Walls GWB/Paint Ceiling ACT Lighting/Electrical Fluorescent; CATV.Equip to operate recording in adjacent roam. Four data outlets. HVAC/Plumbing A/C Special Needs one--way glass to Interview Room Furniture/Equipment 2 chairs and a work counter with shelves above;marker board. 81-01f I I 11 I MAR ERBOARD DATA I I I 1 I i o I I I I I I 2' DEEP COUNTER, 3011 1 HIGH&OPEN SHELVES ABOVE 1 WAY MIRROR I SCALE: 1/4"= 1'0" Donhaln & Sweeney A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 Feblliar} 2011 - 34 - LEXINGTON POLICE STATION SPACE NEEDS 6.6 EVIDENCE PREPARATION Adjacency Near booking. Next to Evidence. Access to evidence thru this Requirement space. Public Access None Security Requirements Very high. Millwork 24"base and wall cabinets above; counter with slots above for forms Floor Rubber or Linoleum Walls GWB/Paint w/security liner Ceiling 2 layers GWB Lighting/Electrical Indirect fluorescent; data port HVAC/Plum Bing A/C; sink, very good ventilation Special Needs Handicapped accessible Furniture/Equipment Lockable Refrigerator; evidence lockers of various sizes, fuming tank and hood (4'W, 3'D, 4 V2'H), stool 161-091 F — KNEE SPACE SINK FUME HOOD UNIT UNDER-COUNTER o o REFRIGERATO c� STOOL EVD. LOCKERS WORK COUNTER SCALE:1/4"=1'0" Donhanl & Sweeney A R C H I T E C T S 68 Harrison Ave Boston, MA 02 1 1 1 6 1 7 - 4 2 3 - 1 4 0 0 8 Febll<az-v 201 1 - 3 s - LEXINGTON POLICE STATION SPACE NEEDS 6.7 EVIDENCE, GENERAL Adjacency Requirement Adjacent Detectives Public Access Security Requirements Good access to Detectives. Access thru Evidence Prep room. Millwork Floor Concrete with hardener Walls GWB/Paint w/security liner Ceiling 2 layers GWB/painted Lighting/Electrical Fluorescent HVAC/Plumbing Good ventilation Special Needs Space to be alarmed and have card key access with computerized recording devices. Furniture/Equipment Steel shelving with storage bins or baskets and slats for envelopes. Refrigerator 141-011 METAL SHELVING 0 I Zo r REFRIGERATOR SCALE:1/8"_1'0" Donham & Sweeney A R C H I T E C T S 68 Harrison Ave Boston , MA 02111 6 1 7 - 4 2 3 - 1 4 U o H Febl'Mlr� 2011 - 3d - V LExINGTON POLICE STATION SPACE NEEDS 6.8 EVIDENCE,DRUGS & GUNS Adjacency Requirement Access from general evidence room Public Access None Security Requirements Very high Millwork Floor Concrete with hardener Walls CMU or G WB with security liner Ceiling 2 layers GWB Lighting/Electrical Fluorescent HVAC/Plumbing A/C; good ventilation Special Needs Space to be alarmed and have card key access with computerized recording device. 209 A gun storage& 1 gun locker. Furniture/Equipment 18" steel shelving with storage bins and slots for envelopes. Small refrigerator. 8Jw0n 18"X 36"METAL SHELVING it i C%' 2 GUN LOCKERS SCALE:1/4"=1'0" Donhain & Sweeney A R C H I T E C T S 68 Harrison Ave Boston, MA 021 I1 6 1 7 - 4 2 3 - 1 4 0 0 8 I l ebl-<<at•N! ?01 1 - 37 - LEXINGTON POLICE STATION SPACE NEEDS 7.1 ROLL CALL Adjacency Requirement Near officer's entrance and good access to Sergeant's Office. Next to locker room and report writing. Public Access None Security Requirements High Millwork 24"deep base and wall cabinets, 30 mail slots, form storage, marker board, tack board Floor Rubber or linoleum Walls GWB, painted Ceiling ACT Lighting/Electrical Indirect fluorescent; CATV,AN HVAC/Plumbing A/C Special Needs Furniture/Equipment PC and pedestal file, space for 12 battery chargers, desk chair. 20"x 60"training tables w/seating for 16. Podium. white boards and tack boards. Smartboards. Cabinet storage for 20 spare radios & chargers, 30 flashlights, 8 defib. bags(18"xI8"00") & 12 long guns. 221-Oil GUN STORAGE LOCKER 35 CABINET 36 50 36"KNEE SPACE TACKBOARD SMARTBOARD 50 COUNTER 0 PODIUM 00 60 LJ 11 36 3 50 5 CEILING 35 MOUNTED TV 35 MARKERBOARD SCALE:118"=1'0" Donhain & Swe_en-e1-1- A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 rcbRiai-y '20 1 1 - 38 - LEXINGTON POLICE STATION SPACE NEEDS 7.2 REPORT WRITING Adjacency Requirement off Roll Call Public Access None Security Requirements High Millwork Counters for computers w/shelf above for binders, software, etc. Floor Rubber or linoleum Walls GWB/Paint Ceiling ACT Lighting/Electrical Indirect fluorescent HVAC/Plumbing A/C Special Needs Furniture/Equipment 3 task chairs, I rack for 2 printers, 2 pedestal files, 6-4 drawer file cabinet. 60 mail slots. S LF tack board, I OLF shelvin , 6 LF storage for forms. 141-011 I I 2 FILE CABINETS PRINTER RACK 2,_�,t SHELF ABOVE 0 N r MAIL SLOTS WHITE BOAR D �I 7- 4- 4. .J 2 FILE CABINETS SCALE:1!4"=1'0" FORM STORAGE Donham & Sweeney A R C H I T E C T S 68 Harrison Ave Boston , MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 FebIlMi-N 2011 - 39 - r' LEXINGTON POLICE STATION SPACE NEEDS 7.3 PATROL LIEUTENANTS & SERGEANTS Adjacency Requirement Patrol Lieutenants and Sergeants shall be near Dispatch. Provide easy access to Roll Call and Dispatch Public Access None Security Requirements Moderate Millwork Floor Carpet Walls GWB/Paint Ceiling ACT Lighting/Electrical Indirect fluorescent, CATV HVAC/Plumbing A/C Special Needs 10 LF tack board, 2 6' white boards Furniture/Equipment 4 each: Desk with return, desk chair, guest chair, overhead storage bins, and two 2-drawer file cabinets. Three 42" 4-- drawer lateral files and 2-3' X 7'h steel cabinets. 211-091 COPY/FAX/PRINTER/ -F! SHREDDER I I o0 r i I WHITEBOARD TACKBOARD SCALE:1/8"=1'D" Do_nhain & Swee_ney- A R C H Z T E C T S 68 Harrison A4, e Boston, MA 02 1 1 1 6 1 7 - 4 2 3 - 1 4 0 0 8 Febl•licil'N. 2011 -40 - LEXINGTON POLICE STATION SPACE NEEDS 7.4 PARKING OFFICER Adjacency Requirement Next to garage &mechanic. Easy access to parking area. Public Access Moderate Security Requirements High Millwork Floor Rubber or Linoleum Walls GWB/Paint Ceiling ACT Lighting/Electrical Indirect Fluorescent HVAC/Plu m bing A/C Special Needs Furniture/Equipment Desk with return, 1 42"2-drawer lateral file, overhead storage bins, desk chair, 1 steel cabinet, steel shelves for parking meter parts and boots. 1 2,_0„ I I BOOKSHELVES I WORKBENCH W/ I I SHELVES ABOVE I I 0 Ills I I I 18"DEEP STL. SHELVING, 11-0"G.C. SCALE:1/4"= 1'0" Donhain & Sweeney. A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 f 1 7 - 4 2 3 - 1 4 0 0 8 rebftiai-- ' 2011 - 41 - LEXINGTON POLICE STATION SPACE NEEDS 7.5 ANIMAL CONTROL OFFICER Adjacency Requirement Easy access to public in rear of the Police Station. Public Access Moderate Security Requirements High Millwork Floor Rubber or Linoleum Walls G WB/Paint Ceiling ACT Lighting/Electrical Indirect Fluorescent HVAC/Plumbing A/C Special Needs Furniture/Equipment Desk with return, 1 42"2-drawer lateral file, overhead storage bins, desk chair, guest chair, 1 4-drawer lateral file, I steel cabinet. 8 animal cages. 1 2'^0,1 1 I � ; 4 ANIMAL CAGES a@ 2'X2'X4'D&4 ANIMAL CAGES a@ 2' X2'X2'D SCALE:1/4"_1'0" Donham & Sweeney'_ A R C H I T E C T S 68 Harrison Ave Boston, MA 02 1 1 1 6 1 7 - 4 2 3 - 1 4 0 0 8 Ft't)Riai-N- 2011 -42 - LEXINGTON POLICE STATION SPACE NEEDS 7.6 OUARTERMASTER Adjacency Requirement None Public Access None Security Requirements High Millwork Floor Rubber or Linoleum Walls GWBIPaint Ceiling ACT Lighting/Electrical Fluorescent HVACIPlumbing No A/C; ventilation Special Needs Furniture/Equipment 5 - 3'W x 2'D x 7' tall steel storage cabinets. 8-5 drawer file cabinets. 16' 011 •-- STEEL CABINETS f II II II I! II II I! !I rl II II !I r! I I o 0 — — FILE CABINETS SCALE:114" 1'0" Donham & Sweeney A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 Fcb1•L1a1'v ?01 1 -43 - V LEXINGTON POLICE STATION SPACE NEEDS 7.7 RIOT GEAR STORAGE Adjacency Requirement First floor; locate near Garage and rear door. Public Access None Security Requirements Very High Millwork Floor Concrete with hardener Walls CMU Ceiling Painted exposed structure Lighting/Electrical Fluorescent HVAC/Plumbing No A/C; ventilation Special Needs Storage for helmets, shields, batons, cuffs, etc. Furniture/Equipment Steel shelving I S"deep. 12'-6" 2-ROWS of LOCKERS 30" DEEP o 1 12"BENCH SCALE: 1/4"=1'0t Donham & Sweeney A R C H I T E C T S 68 Hai• r• isoii Ave Bostozi, MA 02111 6 1. 7 - 4 2 3 - 1 4 0 0 8 Fcblliar ' ?01 1 -44 LEXINGTON POLICE STATION SPACE NEEDS 7.8 BABY SEAT STORAGE Adjacency Requirement First floor; locate near Garage and rear door. Public Access None Security Requirements Low Millwork Floor Concrete with hardener Walls GWB Ceiling Painted exposed structure Lighting/Electrical Fluorescent HVAC/Plumbing No A/C; ventilation Special Needs Storage for 30 baby seats of different sizes. Furniture/Equipment Steel shelving 1 S" deep. 10'-0" 18"STEEL SHELVING 00 SCALE:1/4" 1'0" Donham & Sweeney A R C H I T E C T S 68 Harrison Ave Boston , MA 02111 6 1 7 - 4 2 3 - 1 4 U U 8 F6111I 201 1 -4s - LEXINGTON POLICE STATION SPACE NEEDS 7.9 FIRST--AID Adjacency Requirement First floor; locate near Garage and rear door. Public Access None Security Requirements Very High Millwork Floor Concrete with hardener Walls G wB Ceiling GWB Lighting/Electrical Fluorescent HVAC/Plumbing No A/C; ventilation Special Needs Storage for first-aid supplies. Furniture/Equipment Steel shelving 12" deep. Space for a cot. r r r l` o 1 2"STEEL ao ' SHELVING r 10I-f 11 SCALE:1/4"=1'0" Donhain & Sweeney A R C H I T E C T S 68 Harrison Ave Boston , MA 02111 6 1 7 - 4 2 3 - 1 4 4 U 8 1,cbi-tuii•N- ?01 1 -46 - LEXINGTON POLICE STATION SPACE NEEDS 7.10 LIBRARY Adjacency Requirement Near Training Room and Roll Call Public Access Restricted Security Requirements High Millwork Floor Carpet Walls GWB Ceiling GWB Lighting/Electrical Fluorescent HVAC/Plumbing Good Ventilation Special Needs Tel/Data Connections Furniture/Equipment Shelving 10" deep, 3' table, two chairs. 1 Of_Oil I N Ak r V DATA ........... 114 SCALE:1/4"=1'0" Do_nha n & Sweeney A R C H I T E C T S 58 Harrison Ave Boston, MA 0Z 1 1 1 5 1 7 - 4 Z 3 - 1 4 0 0 Feb1'M11')/ ?01 1 -47 - LEXINGTGN POLICE STATION SPACE NEEDS 8.1 VEHICLE SALLYPORT Adjacency Requirement Adjacent to Booking. Good access to stair and elevator to Detectives. Public Access None Security Requirements Very high Millwork Floor Concrete with hardener Walls CMU, painted _ Ceiling 2 layers GWB Lighting/Electrical Fluorescent, mounted high, CCTV HVACIPlumbing Heat only; floor drain, hose bib Special Needs Clearance for ambulance; overhead doors controlled by communications; one vehicle wide. Drive-through is preferred. Furniture/Equipment 4 gun lockers, emergency deluge shower& eye wash. 45'-V" f VHD (D(o r'_1tL) HOSE 616 GUN BOXES EYE WASH &DELUGE SHOWER SCALE:1/8"=1'o" Donham & S_iyeeney A R C H I T E C T S fib Harrison Ave Boston , MA 02111 G 1 7 - 4 2 3 - 1 4 0 0 8 Fct)RIC I'V 201 1 -48 - LEXINGTON POLICE STATION SPACE NEEDS 8.2 BOOKING Adjacency Requirement Next to Vehicle Sallyport and close to Detention Rooms. Close to Sergeant's office. Shower and Holding Room located ad j acent. Public Access None Security Requirements Very high Millwork Stainless steel counter w/low CMU wall. Booking counter to be 5' long. Provide storage for forms. Floor Concrete with hardener _ Walls CMU with epoxy finish Ceiling 2 layers GwB Lighting/Electrical Recessed fluorescent, bright; CCTV; wall-mounted phone HVAC/Plumbing A/C; good ventilation, separate manual exhaust for stun spray fumes Special Needs Built-in bench, stainless steel Murphy bars at bench and at booking counter. Scale/height stripe painted on wall. Provide area for photo, fingerprinting, breathalyzer. Furniture/Equipment Provide 15 pass--thru type evidence lockers. 20 12"x 24" property lockers. Fold do booking chair. 81-011 o 0 N CAMERA FOR MUG SHOTS COUNTER FOR FINGER-PRINTING& BREATHALIZERS LOW WALL, CMU BENCH PASS THRU 0 EVIDENCE MURPHY BAR cv LOCKERS r PROPERTY FOLD DOWN LOCKERS BOOKING CHAIR WALL MTD PHONE __ _� MUG SHOT ' SCREEN i 201-011 SCALE:1/4"=1'0" Donhain & SweeneL A R C H I T E C T S 68 Ha r r i s o n Ave Boston, MA 02111 G 1 7 - 4 2 3 - 1 4 0 0 8 F ebllMi-y, 2011 - 49 - LEXINGTON POLICE STATION SPACE NEEDS 8.4 OBSERVATION ROOM Adjacency Requirement Immediately next to Detention Public Access None Security Requirements Very High Millwork , Floor Rubber or linoleum Walls CMU, painted Ceiling 2 layers GWB Lighting/Electrical Recessed fluorescent; CATV, monitoring HVAC/Plu m bing A/C Special Needs One way observation window. Furniture/Equipment Built-in stainless steel bench 8t—On SS BENCH 4 Q w co OBSERVATION WINDOW SCALE: 1/4"=11 oil Donham & Sweenev A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 F6111c'IrN 2011 - 50 - LEXINGTON POLICE STATION SPACE NEEDS 8.5 DETENTION SHOWER Adjacency Requirement Access from booking Public Access None Security Requirements Very high Millwork Floor Ceramic the Walls Ceramic the on CMU Ceiling 2 layers GWB Lighting/Electrical Recessed, vapor and tamper proof HVAC/Plumbing Exhaust needed, suicide resistant fixture Special Needs Door opens outward, handicapped accessible Furniture/Equipment R L0 SCALE:1/4"=1'0" Donham & Sweenev A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 rc;l)i-LKa1•N, ?0 11 - 51 - LEXINGTON POLICE STATION SPACE NEEDS 8.6 HOLDING CELL Adjacency Requirement Next to Booking Public Access None Security Requirements Very high Millwork Floor Concrete with topping, pitch to corridor drain Walls CMU w/epoxy coating Ceiling Steel plate Lighting/Electrical Recessed security fixtures; CCTV monitoring HVAC/Plumbing A/C, good ventilation Special Needs Capable of holding people in high security. Full glass wall looking out to booking. Meet Mass Police Accrediting Standards, Mass Department of Public Health Regulations, and Mass Access Code. Steel bench. Furniture/Equipment PITCH FLOOR TO CORRIDOR DRAIN 0 1 S"BENCH 36"DOOR GLAS WALL CAMERA, MIC, SPEAKER 1 21-011 SCALE: 1/4"=1'0" Donham LPL Sweeney A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 Fcb1'L1�11'N! 201 1 - 52 - LEXINGTON POLICE STATION SPACE NEEDS 8.7 PROCESSING CELL Adjacency Requirement Next to booking Public Access None Security Requirements Very high Millwork Floor Concrete with topping, pitch to corridor drain Wails CMU w/epoxy coating Ceiling 2 Layer GWB Lighting/Electrical Recessed security fixtures; CCTV monitoring HVAC/Plumbing A/C, good ventilation Special Needs Furniture/Equipment Stainless steel counter with pass thru to booking S.S. COUNTER 6.R. G L.W/2' ` WIDE PASS- THRU 6,_011 IF CCTV MONITOR, MIC, SPEAKER SCALE.1/4"^1`Q" Donham & Sweeney A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 Fet)i-mir•N,' 201 1 - 53 - LEXINGTON POLICE STATION SPACE NEEDS 8.8 8.9 8.14 DETENTION CELLS Adjacency Requirement Next to hooking Public Access None Security Requirements . Very high Millwork Floor Concrete with topping, pitch to corridor drain Walls CMU wl epoxy coating Ceiling Steel plate Lighting/Electrical Recessed security fixtures; CCTV monitoring; wall- mounted phone HVACIPlumbing A/C, good ventilation, combination toilet/sink detention fixture Special Needs Separate male, female, and juvenile detention rooms areas provide flexibility in use of detention rooms. Meet Mass Police Accrediting Standards,Mass Department of Public Health Regulations, and Mass Access Code. Steel bunk. All to be HC accessible. one cell capable of accomodating an outside watcher. Furniture/Equipment SS BUNK a 00 PIT.-WY FLOOR To Co > IDOR DRAIN I L IDING D09PLJ op 81-011 CCTV MONITOR, MIC, SPEAKER SCALE:114"=1'0" Don ha in & Sweeney A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 20 11 - 54 - LEXINGTON POLICE STATION SPACE NEEDS 8.11 INTERVIEW/STATUS OFFENDER ROOM Adjacency Requirement Adjacent to officer in charge Public Access Limited Security Requirements Moderate Millwork Floor Rubber or linoleum Walls G WB/Paint Ceiling ACT Lighting/Electrical 2-level direct/indirect; AN capacity HVAC/Plumbing A/C Special Needs One-way glass; no exterior windows; plain room Furniture/Equipment 3 chairs, 3'x3' table 8,_61, 36 X 36 ON E-WAY GLASS 0 ov SCALE:1/4" 1`0" Donham & Sweeney A R C H I T E C T S 68 Ha rrison Ave Boston , MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 I-ebRIc11-y 201 1 - 55 - LEXINGTON POLICE►7TATION SPACE NEEDS 9.1 BREAK ROOM Adjacency Requirement Near roll call Public Access None Security Requirements Moderate Millwork 24" base and wail cabinets above Floor Rubber or Linoleum Walls GWB/Paint Ceiling ACT Lighting/Electrical Fluorescent HVACIPlumbing A/C; sink Special Needs Handicapped accessible; exterior windows Furniture/Equipment Refrigerator, microwave, coffee maker, 4-burner range and oven, vent hood,2 vending machines, recycling, seating and table for 7. 161_0„ MICROWAVE COFFEE MAKER WITH WATER VENDING RANGE&OVEN 36 x 60 MICROWAVE HOOD c� r' RECYCLING V011 SINK CABINET b LL- f� REFRIGERATOR Ll 1.17 WALLMOUNT ED CABLE TV SCALE:114"=1'O" D o ii h-,1 in & Sweeney A R C H I T E C T S fib Hfix• rison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 0 0 8 Fcbi-lirii-�. 20 11 - s6 - IT S'TX`T`1(')'N SPACE NEEDS LEXINGrON Po"L[Cl� 9.3 MENIS, slvls�l S OWERS Easy access f"rom Officer's entrance and Patrol Roorm, Adjacency Requirement Nc�aceilllt t�o Fitness. Public Access None See u ri,ty Rtq tj j re rl"I ell ts 1filgh to Cer,&I'lli"IC tl,,Ile, 1,11 toilet roo,tifis I'Llbberflooring Ln locker area, Walls, C e ratn,1 c wa I I 't 1*1 e wet a,rea s, Ceding A C G"W'[3/painted * 1ht'ng/Flectrical F1 u o re sc,e n it ]FIVAC/Plumb,ing Good ventilat"bi 1 n- floor dran; sinks, tollets., urinals, showers Set lockers, on 15"hi"gh pedestai,,ts. Provide power Special,Needs OtItlet Ineact'i lockerthat e,n accoinn'lodate 3, P]LjgS,. Furniture/Equipinent ,52 iockers,,@ 2`1 X 3'14% w1th 1,2"',ti'ttacl,,i�.ed 'b,e,n�c"hels; 5 locke 2' x 21. 46-0to ............................................................................. ------------- ........ .... ........ ZJ -1777771 + 71 .............. .......... 119 L .. .................. ................ ru 3 ................. of Z 3'' Z 31' 3 171-0`11 31 -0 SCALE:118 �k 'r tt": CI T s 68 1.1 J s o n, A v e 11'1 () N1 A 1 2, 18 1 (11b1,W1J1m\ 2)10 1 1 LEXINGTON POLICE STATION SPACE NEEDS 9.4 WOMEN'S LOCKERS TOILET & SHOWER Easy access from Officer's entrance and Patrol Room. Adjacency Requirement Adjacent to Fitness. Public Access None Security Requirements High Millwork Floor Ceramic the in toilet rooms, rubber flooring in locker area Walls Ceramic wall tile in wet areas Ceiling ACT, GWB/painted Lighting/Electrical Fluorescent HVAC/Plumbing Good ventilation; floor drain; sinks,toilets, showers, lockers Special Needs Provide power outlet in each locker that can accommodate 3 plugs. Furniture/Equipment 15 lockers c@ 2' x 3'0"with attached 12" benches; 5 lockers @ 2'x 2'. 0 r �- CV 1 5'QIA zo �-�- r 'a G 3 V 1-/111 SCALE:1/8"=1'O11 Donhain & Sween_L A R C H I T E C T S 68 Harrison Ave Boston, MA 02111 6 1 7 - 4 2 3 - 1 4 U U 8 Febt-LIC,ir-N, 2011 - 58 - LEXIGNPO'l...,,[C'E S"I"ATION S PICA CE,NEEDS RrFY,& BICYCLES, 9.5 . OVER PROPE C-j,00,d,access ,],-,, PcIt"King ,lot, possibly, through the A,dF1,CVI,,nV'YI Requirem i e It garage. Public Access Moderate Security "Requirements "I'l'-,I,,1, Millwork Floor, Colierete w1ith .hardenet- Walls CM,U, painted CellifIg 2 layers Cj,'W"B Lighting/rAecto"cal I I I Fluorescent't I'lidustrIal UIVAC/1"lumbing Heating ,& veti,fl la,t'l,oil,, Sped"al, Needs Abifilyto stet-e large objects, Racks fiorfiangung biclycles,., 30-0(, ................................... SCALE,-1/8'11 10 000 ,D wtih tcl III A, I I I 1 17 'ICU,11tl n (11 T S 2 UmNG'1"ON POLIC"IE SrAY[ON SMCENEMS 9.6, mOTORCYCLELMOCYC,,LE &MA I tNTENANCE GARAGE -fi Adj`aceucy Requixement Neat,stair and nc,,xt to Plat-kin g Officeroil Good access to 1-.ocker Roo"I'lls. PubficAccess 'None Security Requil-cu-jents Very high, Millwork to Concrete Nvith hardener Walls C MJJ pai nted ceiling, 2 Ja3ices CjW"B L*ight"i.ig/Electr"cal F1,utorescBrit, 'I'll 0 Ltn,te d high CCIN HVA CIPI u m bii 11",g 1-feat only, floor(frain, hose, bib, deluge showet-&eye wash. Special",Necids 0'earance f6r atnbLliance" overhead doors contr1offed by COITIML1,1110t ions" tht-cle vehicles wide. I V high ceding for V 'h Melee 0 it a II ft. an g i n g, Furn ituiv/Equip"Ientdeep. I 8"deep shelving. ff racks, foie bikes, 4 Post 111,ft. ....................... SUPPLY' I WORK SHELVING TIRE AIR FLUIDS STORAGE I BENCH, BIKE STOR, COMP. I HRACKS L.*P**ow*iw Nowo*Aw*ww"im"owimc miww LNNNNNNN i�NNNNNN� .................. WHEEL BALA N C E R MOTORCYCLE. TP- MECH, OFFICE 121-04,1 680-014 SCAL.E 1/1640 J,P,op 11 s t n, IVI 16 1 7 14 2 3, - 1 4tl 60 LEXING"YON POLoICE Spi"Al"ION'SPACE NEEDS 9.7 ARMORY' Adjacency Requirement Near'Fcatrof Sergeants, PubficAccess Notie Securlify Requirements High Millwo,rk "Floor, gym"onclvte,withhardeiler Walls GWB/Pai"Itit C mg 1"Aposed StIlICtL1,117C, painted eill" Lighfin g/Electrical Fluorescent UVACIP'lumbilig Goo,d ve,ntilatiol"i Spic"etal Needs CMI.JwaIts and,concrete ceififtg Furniture/Equiputen 1 d e ep m eta I s h e 1v i,ng fio r a ni.ni,o &gear, 2 g u n steel cabiti,ets. TIREPROOF 'CABINET GUIN RACK GUN RACIIKU C3 METAL SHELVING ................. SICALE 1/4"' 1'0" 1111,111 vv,e C, 'I 7 A 11 C/ I I I I E 6 8 11 is o n A v e 1:3 o S 11 o'I I IMA 0 2 1 1 1, 6, 1 7 - 4, 9.9 WEAPONS CLEANING AdjacencyRequirement Neai-Nililoi b l.c Acress None Security Requitvkmenits Millwork or Walls C rn S 1,,)eci l Needswalls, hardy c f l in.& access o air c tii presis Fu i7nlfit r quJpm.ent 1. ' l of war O )tet' , 6 " Iu�, , i 00,11 steel � obi �1 nets. U O LI �t eves. I : 2 a on c .er. STEEL CABINE Tf: OOP, COS NTER ., M,STORAGE A , " IIAI 41, 1 I 13, °)s t Nil N - 4 2 31, 4 04 9.1.0 FlTNE'*S- tS'lj ROOM Ad,iacency Requirement 'Near Lockei-Root'ns Public Access None I i h Sectinity Req iii rem e,tfts F "g Millwork F lool-, [Ze s 111 c lit walls Pntd CMAJ, FUll 11"Idelng"th Mirrors Cei ing GWB Lighting/Electri"cal FIL101'escont HVAC/pliumblug Good ventli'lat"lo'n Spectal Needs Furiliturv/Equiptnent 1-welght "i-ack, ei�glltben,ches,, 2,-ti-ea,c,lmi,,Ils ]-elliptical 'i,uversa 2-exercise, bikes 31-flal paii,.el TVs., sa'i'i,it"al',*y "Wipe qj��tlset% 241-olp p !TT .l"ll FRACK, ........................ 2. 21 SANITARY VVIPES 00 fD DISPENSER FULL LENGTH MIRRORS ELLIPTICAL UNIVERSAL FLOOR EXERCISE AREA ,SCALE'', 1/8 Do It lit "Se S'N's"c o,s ( o u M A 0 2 1 1 1 -63 - ON!. DESIGN ' w REEPOY Appendix B,. Pollice Chief S, Report, "'Space Needs—A Review of Pasit Programs and Steen ............. ......................................... ............................................. ............... .................................................................................. ..............I.......... ........................................................... ....................... .............. ........................................ ........................ Town qf Lexil ligton Police Department 1 M chusett Avenuc,Lexington,MA 02420 5 7 5' assa S APRIL IItr. Nti S-12, ace Needs—A, Reviiew, 01"Past Prog,ranis ax,id StaffiLig October''31,11 2010( By Chief Maj,,-k J. Corr Flie Repoil of the Board. of S elccunen,as written in the Town-Report", I ii 1955 hIghli olited "New, Town Office Btu"'Idt'lig," "In 1,928 Wien thie, resent'Tmvii, Ofjlce,Building was completed it was thoughtthat p in ten years atl(litiottal is pace wouldbe neetled,,parlicubirly in regard to housin tlie Police Departutent, Since thattiniefite depart'i't,rents of, tlie town have ntultiptled and'those thell, in A existence have,ificreasedd in'. .vize'. Thepopulation ilt 1,928 was soli 7,000,atid'IS1,10W It ea) the 25,000 ma,r-k. The Boiar(l qfSelepelinen i's strongly,i,,ecoi),iit,ieti,,diii,9,tliat,theplans to he SlIbmitted to the 7" wn ,Ueeiting be approved. 77 01 0 its phuts will sh,ow a building jivith exter,1019 ,ewactly the reverse qfthe pr-,es,,ent bziiltling to b,e located on the opposite side,of Caly me/110,14,10,11, I-la I/ The fundijig was approvcd an,d in the 1956 Towiri 'epos t, the Slelectinen wrote: TIC e pear 11956'i a rath er h ea vy,b u ikfingyealo With 521 building,permits,lissueel. Som,e oj"'the in Wor b u ildhlgks h,eing erected are th e n.c w Ch urch off"Our Reile �t er th,e n ew Melho4is-I Church, the new St., Brigid's Church, ffie,Josh7lh OMr,(/,Hayden Recreatiort Center Ilre new AtltlhioltalR)�ivn, 0,j flce Ruilding, the adifition to,the Fmjkliii School, the W a(lilition to the High School and the Manhattan Bitilifing. t'fied 'Pollice Town Reports— StaffimgIdeu i 'I, tienure ofChilef R croft(1,943 to 1,965),the Police Depatiment's annual PO Ll CE D Lu'!ag,th e Y report cited, accIdent anct, ciime data.ionly,,, Later-Ili,-the 'I 9160"s Clitel'J. Corr ncluded police offt,per,,s�,ta,ffii,i,,g',I,,,e-vel',s als part o�f the report. Conveniently) the Ifirst year used, wtis 19,,55 (the year bef,:'orelhe Pollice Stat"tion,wasbuilt). The follow"'ing figurcs,show the actival officers avallab,"Ie and the atithorized, stren gth. F,(.,)(t-examp'e, ',n, 1970 the Deplartim,,et'it was ai"Ithorized toy 54 officers, 19,55 29, 19,64 32 1973 49 1956 29 1965 35 1,974 46 1 1957 30 1,966 36 1975 51 1,958 31 19 67 43 '1.976 .511 1959 33 1968 42 1,97 7' 54 '1960 34 1969 47 1961 31, '1970 4-7 19162 32 19,71, 5 0 1963 33 1972 49 Page 1 of 9 fia 19�77 flic Police 8 full-time offlcers,!to, reach the authorized strength,., h�itliat, year, tlie 'Police Departmen't was ftmded for 61 fiffill-time employe,,es and 25 part-tinit employee"s, , I The ftttine staffwas-.1 ,54 Officers (Patrol to Chief) 2 D 1 sp at c he t,-s ,4 Administrative Staff I Mechatiic 25 Part-tune eni,p oye!cs, ii,,� ed,6 Cadets, and, 19 crossmg guards. Otur mrreti ec,lords aflow us to trackt,"he changes:since 1977, 1990 53 officers as one posiltio.n is cut tofund afull-tirne Pzirk'ng Enforcetnetit,Officer. 2003 41 officers after fmadiri,gfor 12 positions lest witli, ail ed override 2004 4 8' o fl,"i cer,s du e to,a a o verfide re fiind,i n g 2009I'll AC 47o,1111cerwitli 1"Im,diug,Iost,Boi. a Scliool Resottrce Of"11"cer at MM e h DISPATC H: The Police Depairtnient was bl-adltlo ally staff6d with 2 ful-1-timm dispatchers who assisted I6111-time desk offlicers to provide police dispatcliing se')� i,ces., In 1994, tII,L first co ni bin ed poI Ice, fire a n d 9- -I di,spa r,ing enter was est tib li,s h ed, and d I S P atch ers f6r tlie po I i ce arl.d, fire were consolidated Lunder tile Police Depm,tmeutl budget,. The'budget permitted 24-liour sta dad ev *ffi he ng c,overage(8-dispatcrs) foir arn.a 2-2-1 progt- (two dispatch,ers f or ys an enings, on,e,ovemight). fn 2,003, the dispatch staff was tempo ran'Ry cut to,7 f1j,'11-tit'ne disipalchers and restored to 'full staffimg in 2004. hill 2005, a 9th disp-atcher,was hihvd,to p�rovide a 2-2-2 program. -duty at ca,11 t"me, the progrmnhas the Wi.th a prograiii,designed to provide two d1spatchers min,tmi,um nu,niber of employees possible. AI heave orabserices generates overtime. 4 "I"he Vol'unie uf'paperwoik aii�,d 'beh nd the scenes" activity ,has been, CIVILIAN SIAFF; traditionally�managed by fbim-(4) adfninlstrattve personnel. From approxinvately 1970, an Office Manager an(] a Records Clerk were respons'ble for po I lice repotls co urt,'record,s eneral :tnanagement (payroll,,accoitnts payable/recelvable, Chief s correspondence)and two Clerks to manage flie big. h,volumne of traffite data,(park",ing tickets, accidents', citations),, Froim 1998 to 2004�this staffing was pared down, to two ftiII-tim,e staff memberswith the underst and bi,g;that Police Cadets(3 to 5 part-ti'me stud,ents), would a . In 20,03 the Cadet,program was tetnporarlly e1llniti,,ated. I't was ixi.ip,ossible to tna.,tlage the Police Departmeat ,wilb,out flil's staff. As of 20,10, there are three full-t.,.me and.one paxt-thile staff Inenlbers. CADETSP The Cad,et prognani (started, In 1968)liar be abig success,with students firoln local, 91 ool.lege,s and, uni'versities spending their,co-op and b il-'ec,kI pe,-* w ki od,s or' 'ngilull-finmi�e as Cadets., III the early 90's, t!"ns prograni, tramsiti,oned, Into,a part-tun,e prograti-,i, with,-five Cadets. In 2003,the Ide,flailu're,teinporarily ended, th,e program, but was later,ftinded, for the ee Ca (Iio ovcrr r �Cadets bel i efits) working I ess than I 91iours,per week. In 2009, one of t1tiese,C("Idet posi tions was c limigedBor a picirt-finie Clerk., xC Page 2 of 9 Cadets are used,for in ervIces. "Fhey assistth,e publicat tiv stalti,on, provid,e dispatching backup, direct.traffic I corigiested intersec:tions, enfbrce pcirki"1119 regUlatio'n"S",ruii errands,''wash and, clean v chi cl,es,, as. wel I a s'ten dmg,U)a I o t�i,g I i st o f d ata entry pro"e s ct IN, GIV en,'th e $9, $1,0 o r j $11, per hour,play,the Cadet prograin. contimies toprovi,de excellent dividend', b 0+ MECHANIC. T'he Police Depa ent rtni has inalt'itaned t its,fleet wItIn afull-titne mechanic f r 5 ye-ars, Prior,to the constructilon, of tbe new Public Services buIld,ing at 201 Bedford Street, the d,es1gi,,i,, audled the possibility of mliso,"I'I'dati"I'lig pol.'i,c,eiii,ec'h,aii''ical, service,,,;with 'DPW' operations,N. Thestudy concluded.that tihe most, efficient atid,effective use of the Mechanic was for the position toreinain,at the polio,station. "I'lie Mechanic i's ca"Jack of Ed] trades,""wIho i's, able t'o help,Ina,intain pa,i.-,kin,g,ni-ie,t,eli-,,s,, the wide assortmient,of polloe vehicles andequipinent; is a fullytrained police offlecur,( work's PT i1n,Carlisle,, MA)and is fully trwried to per forinpolleel, fig,-e, 91,-I dispatching, PARKING ENFORCE-MEN rf OFF.10ER. hi 1.990, be first Natking Eit.,foi-cenient Officer was hired to cover Lexiligton Center ftill-tIme,enga-ging inparking eiif(,)r�eemeiit,,,i,,,n,,,e:t,er,r,e:pa,l'r,and coin col lectilon. This COIISO'Ildated work prc�viouslly,perfornied,by a secon(l full-thue,officer assigned to Lexington Center. ANIMAIIJ CONTROL OFFICER, In,2007,t"he partt,,`iti� e An"mal Conti-of Officer was moved, iona,1, Services tothe Pot,iiec 'Departf,ment. Thtshas streanili'ned how many froin Inspect co z,ove,d mplallit."S(most recei.ved at the police statloii) are managedby the Aco, Im it'has also p direct supervision of the ACO, CROSSING GUARDS. The crossii,,i 11 t I guar(l prograin,predza es,the,p,o'fice stat"oil,and the womei, 1 h hired tbr the program were cons'dered Pofice Women wit out the power tomake arrests. The number oferossillgr guards has grown,and contraded,with flie, number of schools. In the early 'I 99 .e crossing gtiard program was sh"I'lled to,the, Sch(::)ol De artment wilh,supervision shared *(h 'he Poflce Department. lin 2009, the entire - rogram was retumed to thePolice De art ent., P p M o r Th ro 01 1 r guard ere are presently 14 school crosssi n ngs ad die, 'des,two addit'onal crossi;ng Is g to cover dbsenoes, SUCIALS. When, the C'vil Defense Act was iniplenmited atiTused' at its peaki,�11,the 1950"s intothe 1960's (given the perceived tercetfirotn' 't'l,w Soviet U nlo,ti and later the Civil MJ,�,)-,hts demonstratio,ins), the Town,at,the recoinniendation Deft e Poli,ce C hi,et appo�,,inted,"Special."poliCle offi,cers. 1,1111011se reputable loca] city eris, and:re tireci police off-iicers were authorized to ass*st he Police DepallAtrient. Although,retired Lexuagfon,police 0,f'fiwers. con"Allinue tobe ap ointed as P SPeclial police officers (10 active as of'201 0),,the,pto,gram has been significantly pared down, witil,suppoft,personnel b,eii,,igap poi nted as Traffic Offlicers. any off" he Traffic 01"ficer's work, I uards,and, for I "n "ty SS,ucli as Cadets, D'spatcliers, CrossingG X1, gtoi,,i in,some other capaer Firefighters. Page 3 of 9 Police Ptpat*tjn,e:,nt,Pt* gams I assess t :� 1 �: �� ;1:� : " � rtmen he �� i for s. ce , ni pafti 1 ven tnore square f,botage. Th.e 1955 T'own,Report made i �,that accominodatingthe expandil.ng Police i i-� helped, e ht� e .,lbr .n bu 1 d . Eiven then,only the basernent and first floor, f the stat 140n tea.'s dedicated to Police ei- on,t while the stcond floor was used eal th D epatt'in ei,,it and Inspectional Services. Fifteen, Years later) tbe n growth. . police services required thattie bullding be renovated again andfully coni,nlitted,to the PoIllcle Delmrtnient needs. Forty-yearslater,the poli,ce static 1''tiadequate to,house pohi,ce pro,gra DISPATCH. 'In the " ]l pol ze s o:n a 6" x 101 roc was stuita lie or a pole d spats answering, 1 b n and broadcasting,police e calls via radalo,, This rooms expanded oughty . ll ViI the 1970 ivnovalfoti,and was, ffi supportedl h 19 9 , w I the -�.� a o � anted �9-1 '1� � ex*ngt .con,b*��ed. l° e � � e, e and 9 ispatc i g Lei-ices at flee police stafi ,. The Honorable R a lll l Gan ow serving as a Justice of the Massachusetts Supt-eme Judicica], Court) 11idependently reached co'nclusions about Dempsey.y Justice Gants validated the wn des .l on,to combIne d1spatch o e'a n' at the The Dispatch desigj,,i in was farfto,m,Ideal atid thishad,l wrl 1 witb the Jack of �il b e space,in the P olice,station, as wellas u � :c 1 i-ess o keep the,cost,dow , �. 'The Ptiblic Safety Staffing Review, Committee 2004 wrote. 7 ",'Ii�e,p"iy,. a '. e ic'h the . � b , d, � ,a itlm tvor nothing�� �� 1 p � � . e oin i � r t id'narro� ,, s till, OMJJ x�a o li t 5,rainier too coed 11 11 tlie ivi'liter The layout " ilrah,, the ehairs wid fab,les antiquated atid itneonifortable. Th y 2 e Police Department needed to e la a � net oink h 1 nearly, o led its fife expectmicy. All 1 r di1o,,,s. required 6e s n ad,efflarging ofthe sac centel7to accom riodate all n1le equilpment. Approxtillat y two-trbilrds of the$840,000 project was dedleated to equipment and,other so,ft costs The Comnlunteation center was tsigiie or our 0 2 needswas o d &l n � co ip i e to term growth. The rogram,in,theloss,,ofasmall 1n 11 strat office to ake room,fbrnew com , °equlptilent h e n ew 9 1-1 s s . . The Coi,rimunteation Center is an emergency operating center Q fir ay-to-day e er enctes. Additio,tial large screen,video d1splays will be,necessary ni the ftilure for observing, offsite locations when s e rity cameras are eventuallylnounted. GPS f6r Ice and other etnergency equip, e ll,be ed at some "n ef-utur n will requhM a largre l* ] ted ,map,, The center does not have, eats display boards. (such as whiteboards) f6r tracking local emergencIeSA Dispatch is one 1 r -ani tha n,,usthave s "icien.spaceto expand.in the 'future.. Page 4 o 9 DESK mrWT PAC , The c e 1a a,cmod,at*oiis :h �l C1W olicc, DelMlIni,entis,Dean 2 -7,:heated and,cooled .ro ll out the year, it is an exce Ioeat,ion f6r a. co'n-imunity space. A coji:itnnn,,1*ty room could,serve as!,, a training rooin, en-ier 0 heated f er dufinge localized, w1liter elnerg,enci,es andais s cooling station durbag,stmmn t-east waves., Public nicetin, 1.(1 a so be held, any thile, without openiffig other publiebuildings. The Public 11'..obby is an excellent l c n. r publ c. fOn,,nat o displays. The publi,c comes, p ,the,P o ice s m n a . r ' and parking, ticketsinatters,, re � � seek other advice �. itnes ,wait -s,11 � b f d out, � O b � �: 'duals to be ,,n,t, ,e .lobby 1us is,p� �t a � when someone s e '� �onna.l.y ch,arged. Un f-britunately,the Policep a m n h,as had a e ,assaults, I*n, the lobby. In one itisitance, a.young man cai e into the police lon with agtiii with the n .o shoot the deskofficer', O�F he d1sturbed,than expectled,other,officers, shoot acid kill h,i (sulcidey cop). These typesfpmiy ca, threats to police operrations reclutre the"Public" poh,cc a�o . COMMA,NDING OFFICE The Police Depart e s been viery s c s h a,ra k n offif"ice n c'harge of . e police reportstation at all times. The Gants i gfilighte. Monitoring � �� ra � Police C ot l M,and I rig is C.O. , 11i manage e plonce o erationsHe/She also listens o all pollee, fire °d -1- operations ure mniLinfty needs are met. The C.0. insti,resthat the ■ Y hit"IA l's Se CU I-e and Supervises the, cell, block. in the 19,5 "s, the C. ■ sanin,a chan-behlild the desk officer. Sims 1970,there is a proven, advantage to givIng the,a ■ ■ space immediatiely accessible to,d1s1 , .es �operations, and thepuo w ANIMAL CONTROL & PARKING ENFOIRC"'EMENT 'With, the addiltilon of n"1 C � � � pol ka o e� a , ns,, desk d phone was set up, in, anopen,mceti g�r ni,■, Latet- 7 � storage ooi was�� � l .� � �� shelter o . e� ie A:venue bo �i. e��� Sl lama e y water,and " � ��y 1 presently used by he �" ■ "M� ��� .ut a C" �i ��o �we jwould Y , ',y rri direct,public access, a nia,11 al id reffigeraltion,f6r carcasses that mwy need to be tested for vimses., With the expansion■ ■ wasti and,shower room f6r the 1 block, u � for e sto e anal ■e1 atr o eter r , Tl,,,i,,e pallnership "t Pau1tiag Enforcerneilt Officerand, ec ai c, 1t'he Silinflar use of tools, woulde best served i Page,5of 9 CELL BLOCK AND BOOKING In 95,�,, prisoners were booked at the -on , coiiiingfing w1th- e public who might v.is. . ,Police station. This practlee colit"I"naled after 1 7 'b .Suf c e .space Hable-fti, the po'lice stat"on ffir a bookIng room, In, the early 80"s, asmall, storage area (no he Anii,, . 1 ntrol, * ce ) was se ' r booking prisoliers, This partialsolUtIon removed thebooking o ces firoin publ4cview but reinained problernatic when,a prIsoner bi c is combati've. Tlw small restricted w-ea,and, clost,proxi'n-ut,y to,the ftont desk,endangered officers mid tlie pubhc. When the ponce sta,tion was a ba,seni ent,space was Provided for thejail cells. These er nIodular un,fts that dated prio r tothe 19,28 tee ''e l"I y. The metal cells with the radi 1 n bays ere dis s ,em e movedto the "new" ice station,. By 1980, the cell 'block was, ,grossly mut of codewith modemdetent'l cllltics. The 1994 remodeled, a l i 'ficantl,y,improved the cond' ons ln Ny . e S were held. Howev,er,the largest, slo age r o Hi they pol st'atioll WAS sacrificed for the""booking rea with the r niain er of the spa ��converted" Store I- e I epbo n rad, o networ b . � pr o , f e ce b o �k in,ade.movetn,,ent through the puttee sta"Ition very difficult,cult a ti k, down. 4 1 IS* '" Police do formerly .flees t i�� . A ce'lit ally located awe wa removed i.n. '1970 to,provide space br a u fle tion rown. Two statrwells r ma i he ,r r of fl e it(fi arid,one iii the Cront. During a,celljto t o °n,,t ae. i t,air et � cutoff • o :r areas. A. pedestrian traffics � ,t �r , . Iocker room, i1 tl ( .-stairwell. �� ubli me n i held,foot tr mias, rave p�IVO flights o ta,u,across,thesecond floor,ttnd�thell down'the 'r i t, it,to get to dispa-tchand the CO. The ventilatimi,of the booking, detention dea has beei,,i dysfunetlori,,al since the 1990 I*enovution, The regulations',gvenii g,detainees,,have also changed. Given the potential, 1 i1ity I Lexington would b,e'best served,with a modern,detetifi'on facthty., Propeil-detainee handling saes with a secure sally part.where,detainces can be reino e or ��I d i n, e����� �iser s bly. *re cress o, hol'�`ng cell � Processing area �� teen ��� ded, For, thosewho ,-rtr rt i'mrnediately,released, three separate areas are requiire for,d t i I g feni,ales, males nd j nfl e , All, detention areas eed,st0rage,for celIblock supplies, shower, w o areas�s� l , sa e �h �� comn nded square,feet for h��� � ve les. The ��I:����U S. e for a cell . 8 squ r 4et p .e,Ani en' a with D.i ,abil�l,tie requires ices one cell,, to be handicap n' � � � eM AYF' EVIDENCE AND PROPERTY E n, 1956, a ffill size elablnet,helde,ev,1dence req'U re fior court s In, 1970,. a small, 5 x 1 ' roo,in,,was built to, arc Moda� e evidence,. Bythe early 1,9801s,a fi,rs,t aid .7 m was retrofitted to old lost and -l"ottild Property aad to hold i,derice or cri'mes where there was-no kiiown suspect. In the early 90's, (he a cci-edit at ion ol-,Tice was converted"to si,,nall lab for 4"uigerprint pro cessing Lexingtoti,Police Department. Page 6 of Today, legali imand ; es del nand the sect ire, ora f physical evidence. There,are, demands , 10 f"'geraflon f' r blood and,other Irilerisliable evidence, Drug elvidence must be doubly secured as well, as cash,jewels,ai',id o,ther precious Metal and stones,, VaUlts and temporary evidence:storage are necessary. � �.�u � �� �� as rarely had s ��es is :ced, or ;s� evidetice, the security-ol"evidence is paramount to proVi,,,ng the proper chain ofeustody in court., Uti,forltunately televIsion, and movles dead th ess M nn believe ore s le lees an,,d " e p�o ss,or canreadily l ���� ,� e l I that.® 9" �� state resotrees �� overwhelmed wl major crih e evi,den e. e success,,of so t'ng ci-ini � ens dependent on . the locca,]. polleedepartment'sl.1. y o elI*m ��� i�Hy i. e 'y r e��� yin tot)] mark, cotn ute and photographlc evidence. ply laws have,also clianged and.presently a lee ` nd p- per y to beheld 'I-yea-. Al-though n, ll In e stored nd s i,bs ently .is lioeed i aa.l.y, the police station has nio,sp fog.- ring cycles.. er�� dew we , h p l� e i i an owner, bicycles are stibscqulwtly ra s oj, a trailer located, on,Hartwell e ye. This selves the stowage oblein but,inak s, 1''IdentlTylIng'Weyeles and et d° cni d:lffitcult. RADIO, AND 9 The niervecenter of l.e Pollee Departtnent,is the con puter hubs andi base stations. In,,2007, he S e c roj ect room was taken so as to house . -1- an i"Cle 11. u e etwo t- . This space is air o di one all year roundbut was ever designed to,be a temperature controlled fire ease he' Tlie Police,a lies standby bees stations(Including' S and,,batted* beck sys ei ,S) are laced n l,,9 , the base end elii,n heboo� n . �oom,. his space �never to be s e I d ed - m, .1anit, RECORDS In he 1,950s and I 960s, s ee records could be stored in 5 or 6file cabinets. u e Iaws changedequirin. all groverninent entifi,esto preserve and keeppublw records*, Presently, active cri. ��� l -ecords � i cour c° �) arekept inthe"Traffic, Offi e with a records clerktend'ing to and"backing the traffic ffc clerk assist i t C� is -c d locate i cen,t to thle Chiefo `o i e e sines rexo1 r's wnd criin inalcolyd that baled to be,field by statute. In'the reltu'll,of the, oll"ce station,'Se"Coind, floor, V is a.I* i storage. I.Jnfoi-tunately,the befiefflia o � ers would,""Ies en" 1.e need for,prijiled recordsli.as, 110t GOITIC tr , The archi've mom was sleparate i' l t'wo,workingspaces,s in the i , 's. "'lie"I'lie second area now, p i t ffic space or 1 ily,servicts detective, school riesource officers and,, the accreditation, nana Pa, LOCKIIER,, Minima,a � ion pc dr 99 � � �� ' locker'space s id and a woinan's locker area and batbrooni wer built,o TITIS division of tlie existing space e I � r ��� . " " " � er�lwoo , i.o, , e viva ace" Ahnos and, from,theGuardroar range., and garage is through thelocker room, Duning a cellblock lockdiown', all trafi`ic passe through the niell's,lock r n. "rhe sottsed,to transport prisoii,ers Ero-n the garage o the cell,,block. , rfl .n �� J"M V� °A ±�I 6 "' m rid , o. lockers i � � o n to store ,, p � , wet 10 i id business,material. e lockers � � e �� � owe � h �:dios and flashlights can, be recharged. GA R,A GE FA C1 L I T n 95 � tears was a, s `age,"Lised to siervlce piol,lce i bicle 11 70 fli,,e garag,e sac as enclosed and'i',s now,used for e ec a c"s', Giffice and,supply roorn. "he exIsting orarage was; added is a two-bay garage,, Over tinic many additilonal,plece f'eqwpment have been added n ere i only ro ',� or one vehicle o k and/or b serviced i h :��a . Storage tires, waste,wheel-balancing. slid air esstn i m ni� ' ,C i e o the a space. � e � the r� r sensc growii� �r trailer`s a tn sage o � . ire stored outside �� Stationpollice � ��� ` y e w w� � ` -spans hoti �� l �.c t1lat mayneed to be held for evidence, or processed fog- gerp ih RAN, The indoor rui r i:ige was,b piIt filA 1,9516 in a,sub basernent, 0,nce It was used as a fallout sh elt r i . ation in r ncy. h facility was � M h . �� awareness ar . "rhe � � was dated i 0 but flie,facility is,not suitable for oi,,fficer qttallfication andretraining, aininunitio'n and,the golf. e o w �e trai"ningmay also be done in this location. The Police Dqmilmejit also uses an outdoor range at Hartwell, Avenue. Th,e outdoor range ias bade primitive equi,pillent and a storage . tiler is, use to Protect ables targets and general,, s. Regional firitigrangestare generally not, available, and are in stly privately owned. Local,police departments hav e egessed interest11 btlilditig/using a.regional i sty OTHER A. � � , � . o � � delve i t greater e a� W ld e isient Jttst toobriefly cotn menton some additional No 1.e r sever- .yrestr nn n . rger I e .S and liPpersons, in the bu i i'l gned to be ADA,compliant. Restrootns in the basenaent and 2,"" floor were not de:si Nage 8 of, Two custodial close,tshavebeen, a: i:i er. 1�c toill'stall AC to,the dispatchcenter and the second o asenien't Level storage,. 0 With air,condt"lioningr added-in '19701, twolm-ge,storage areas we,re tost,to accommodate air handling units. Th'is cqu:ipmcjit an.d,th, ,e h,catitig slystem, are dated d inefficient. o Generators. "The o.11"(,,Y,l �� erator dating g o is6 A 11 use , backup,, ' aon and,fli,e need to vent thic space comp.1.0011111SCs o'u'r ability to keel)th,,c rad'10 1,00111 and booking area e,right mpe` e. Thc main, generator is locatedoutsilde and ex'j.)losed. 0 Storage and p ` cc��� , s ungl ��� � � i s e, -, e a o 1 e avmlablle in the exisfillig policen. There is no roomr expend e ng There ls,no tireresmol c m, mct. n the builditig, A. ` REPORTS rIme data mpoils, are kept, and evict evictil the,deflinflion,ofliaschmaged. In, 19.56, e Police Department inVestigated all c l ents. Today,wemay r o � an.y accldents but we need only report,on,those with over$1,000damage or personal injury. The U'n'lBm-ni, Crlme RC: oft, giveillito tie.F I is,now completely l.'en-e. with the Nati,lonalIncident Based Re ,orfing S,ystem, Also, of f,`ic viollations,were deemed cri nes, tlirough 1984. Now they are considered civ,l,l 111fractiolls., Th,c,learly Town Reports d e lle people,, charged but doesn't breakn.the types of complaints th.a not resin j. ii ati aii,*cstr su,,. ollsk C l le has al.so evolved,. n the 's and 1970's, tb,rced entt'y Into fioni,c-s ajid busitlesses we're commol,,ti,to steal valtiables. Today', a credit,card R i o: a c n, ute are,,necided to sleal, property f greater value. Ifil is deernedneces ar mpare stabstical rep we,can delve into thi's analysts. ill be dffficult to avoid a c bi i ue that, the statistics, gelierated in,difterent ways, for dfffleretlt gelleratioI statildards, can prove sometl1iii,,ig other h,an what thepersmi dolinghe analysis pil :I?age 9, �li LEXINGTON POLICE STAT ION SCHEMATIC DESIGN STUDY REPORT Appendlix C. Pol,lice Chief's Report, "Staffingthe Lexiln.gton Poll"'Ce Depart''Inent'll 977s, i own ,oiLlexington Police Depailixient 1575 Massaebusots Aventit,'Lexiington.,,MIA 02,420 Mark L Corr' TEL,: ,(781') 862-1212, Chid of Policc FAX (781) 863-12,91 .Staffingthe Lex! a PoliceDlepartment, December 1, 2010 By Chief Mark, J. Corr, y policeforce is challer�gedmpth,the increas , y diffMcult task f o brcing laws and qf f en combating organized criniv. Stated in Simple terms the baMlle needy are: 1. An earnest dedicale dstqlf,paid stalaries and af,ffi oi�,�d��d'wo),,kitig,",colinditio)�is,which insutv holding,good men J.'and wm.en] andwhich permit,a t-ecruaing prog competitive,vivit/i non-polic'ejob op t tes d attractiVyoung men [and wommen] of portun.`6 Or y by continually hikcji caliber, who want to make lawetibreement he life work, can we mauntain the 0 11 level ofpersonnel competent to do thejon, 211. A tj,,-cjinjwngprogram Which bu.'*Id.',v a stqff qfpro I I IL�)ss Wpialswho are siniarteir than th e. criminals that oppose thein. Effiect" We police departin ents,are developed slowly, over th e years', The great need is to p ahlea our problenis,so that we can cope viviththemas, they evo Ive. h e p o lice departm ent,m us t be kept S,taffedand tra ined in a 'Idingfirutu)�,,-e eedvance ofactual need, It,would be critically se)`Ius,�f al'I's, bul j n ds were not a hxic part of'the,polic rtmenf's ovet-all too ram,, 3. Sound administralion,and adequale fad Pies qfcquip.ment and of quarters to,supplement the,efforts ofgoiodmen any woj-n,en] carefiul�y trazhed; a careju,'Ily thought out paitrol program which emphasizes mobility' and t act' 'm ett* to pressure,j4s ion in g ing, points and w,hick insuray,adequate platt-oilling, at all other tunes. 4. Imp- l' Ot i N a io is is an acceptanve on the,part of the taxpayers teat iff th e force 1 14'si to ble id., n , if kept der an ifL(I 'ngtoln 1*s' to have the protection oj'PeQpIe andproperov,to which, th cy citizens are entifled, Me to,wn,,m ust be wl llingfo pay the cost. We constainitly stril"Ie for economym our operation and fir the elimination offat. We ins''i.511, 111hougA, that hudget economies ought never./bIlbid growth of the bone and sinaw needed to serve,an mcreastngpopulation and to handle law eqrfiorcement teats bt,,wcoming constantly niore Complex, Town,Report,-Pohce Departinent, 1967 xt [1=1,udes,amended te (J 1575 Massachusetts Avenue,Lexfiigitoia,MA 102420 Lexing,ton Poh,'ceS,teR,p,ftj,g to, the,Foreftont., The o' In tten in, 1967 and resonates astruxtoday,as A did,43-years ago. plening coin entary was wri� In thelate, 196,01's and,early 1970's,tlic Lexm,gton Police Department,-established,itself as,, 0 m Model,agency thatothier agencies,,should emulate. Ernphams,was iven to birmg college" 91 ed Ion N ucated officers,and thien promoting life g.lea ew pro grains were put In.place for 0 �0, cri I me preventiontTraffic enf6rcement,and identifying and,apprehending offenders., The 4 Department quickly expanded 'from 3 6 of ficers,in 1966to 54 offii,cers, in 1975. Dun`ngthese years,the Department used FBI data to identity regional staffing level. Lexington's populatlon, 2 in 1975' was 32,1253 and the FBI rep j reported Northeast pol,ce agencies averaged 1.8 officer's per one,thousand 'people [suggesting that Lexi[ligton.would have,58 officers]. The leadership of the Lexington Police Departrnent has,always been progressive, committed to servIng the comm,iini ty as effecti vely gild efficiently as possible. The patrol strategies were 1 4, carefull ,defln,ed many ears ago, and have cvolved.,m"th 6hang,I Ing priont P 'y -tes., To their credit the biasic,patrol strategi es confinue to prove very effective,fior Lexington. The basic components are,: Fom,- Patrol Sectors,, Lexingtoti i1S divided into four patrol areas. Like our new zip codes,Massachusetts Avenue and, Bedford Street divides the Town cast to ,west. We then,use Grant, Street to Waltham Street to divide the To north to,south. Oneofficer,is s used to, cover each sec , The two officers assigned east and the two o cers ass"gnied north work together as teams. Wehave made ni,inolr changes over the years,but tease patrol,ass,ignments,effiecti,vely balance gall,volume fibr cach, sector and makelt possI spond to,any,resi'detice�)iisl'nes,s,,,'in a nin mariner. Cente,r Food Patrol, .A w,alking,beat covers,an area.from the Police Station to the Old Bun"al Gro-Und (east to west) an,dro,ug'fly bordered'ley Forest Street toth l'.ke'w,ay(i, litoso-Li,thl). Highvisibilityin the Center bu,siness,distni,ctis,an effective,way to address t'rraffic,parking and shoplifting,problemns, N wh,ile also gi Vi".ng resid, ts and business personnel a,,sense of secu,H[ty. Fifth 'Patrol Car—the I'Floater,..'11 As staffin, ermits, a fift4b cruiser or"floater!" ass,i,gned,to a sen' gP tor officen The fift-h car,backs- up sector cars,on a regular bas t also,backfills, opensectors. When one ofthe pn'marysector cars is oecupled wl'tb reportS, arrests,, meal breaks or other admin-istraltive need,S,,the fifth car covers the open sector mlaInta'InIng the integr,ity,of tne to,ur sector 1975 Ananual'Town Report 'fomm,of Lexington,_M,A,paw 6. 2 1975 Amival'Town Report,To dlexi Y ton,M,A,Po,I'I,ce'Dq.)artn yen t,Rep,o,rt page 49 Page 2 of 8 Patrol Sergeant, Street supervision is impoilant, Given,that,'Lexi,ngton.11,as skilled,patrol offizers, Ser cants,are 9 there to help train, supervise and inspect day-to-day events. Sergeants guide officers as they wade fluough the,complexilly or'police services and the extensive knowledge,base,that officens- must be uliar with,, The Departnienthas,an adage that it""'takes five years for a patrol, offilcer undamnentals of the profession. It starts je,f to'be seasone,T'because it,takes s iong to leam th 'With offi,,cers, com etin ice,aca(, 12-weeks,of field trang CO' Pi g a,24-wee-k pol" I ern y-, llowed by a One-year Probation p,enod. Supervision during this training period andafterwand rehiforces,each officer's job knowledge but also,helps define the attitudes and demeanor expected,of Lexingtoti, officers. C ng Priori ',ies As of the early 1,980 11 S empli'asis,was placed on,offlcers who were AIlled,"general ists"'or, irl outer words) officers being,retailled within the patrol di'Visioll and,trained to handle different services. Bnefly,here is a compari,son,of the Depail-nient,in 1980 and 204 0. 10 In, 19804 Stafffing of'54pollce officers 1,4 comma in,and,,staff 13 6 o fficers a s sign WT* "to Ratrol ,4 officer's assigned to the Detect"i've, Bureau, iq Emphasi's was placed on, covering tbur sectors, a,"fifth"carwhenever possible, "the Center and Desk were given hIgh n'o `ty and were covered 24/7', The Detecti've Bureau was pn'mafily ,P ri res pon f 0,si,bile or major case f Ilow-up. upervisor Plan Lex as always em 1, ington h phas zed the importance of'supervision. The command structu,re -ve,r, the sop 1, 1 has remaedrelat'ive,'I,,y,,stable overtbe years. Howe, hkfioation�of poh.ce work has grown exponentially wi,d most,eornmand:staff officers are assigned other,duties. They Often serve dual roles covering grant wnbng,event p1annin& tratniinng coordinators,and as traf,fic planners. The rank structure is'. "P o 11",C e 2 Ca 1 pta �*ns- Admitstration and Operations 4 Lieutenaws;Three night s1lifts and one d,a,,,Y, ,shift 1, Detective Lieutenat',it'- S' ng tli,e Burea 3 Sergeants; nights 2 S ergemits; days,* covening as Officer in Charge on weekerids I I SergeanC,- Coin:Prosecutor Page 3 of 8 In 2 0 1 0-M Staffing of'47 Police,officers '14 com.m,and staff 28 offiLcers,assigned,to,Patrol 5 offi,cers assigned to the Detective Bureau, The deskiuid center are covered Monday tbrough Ffid,ay,days only, Sergeants have assumed therolc of the fifth car or"floater"on many,shifts. The four sector plani"I's also cut to three ca,,I-s overnight a.m. to 8 a,.ni. when tbere are absences. Toda,,,y daytime Sergeants rn.ust supervist patrol,officers, 14 school crossings,parking enforcement) animal,contro1and num-erous pol,ice detail sites. SIMce 1994, ,Lieutenants sty e"rVil"S,C the combined olice/fire/9-1-1 dispatch, center and, sm" Ce 2003, Lleutenants are,responsible for P the'walk-in pubilic services.previ(MIsly handled,by desk officers. 6 Generaiii,st's vej-,sus Spee,lafis,ts Over the Past,30 years, chang�es in,the law have, made it necessar'yto,train"'specialists,."" Alvenfle laws,domestic, l[awis,drug 1,egislation,computer crime and,even tr,a,ffii,c,,r,egul,at,,"i,ons,,requ �,e offers to,concentrate they r efforfts to stay abreast of these changes, Lex"InOon,has made adjustment's to meet these needs. The Detective Bureau,at one point expanded,to 7 positions to meetcom,niu1ni Ap ' ,,n , wstaf d n the following,way,- 'I Detective days, major case .Detective, days,Fanifly and Community services I Detecti-venights, major case 1, Detective,nights, druag investigation and vi,,,ce I School Resource Officer(fon-nnerly,DARE) at the High School I School Resource Officer at MM"I"ech. ended since 2009) 1 School Resource,Officer at Middle/Elen-ientary school s (&Uspended since 2009') Maq d en a regional police de artmts hve adde tr ffie its ess the e volu a un to addr ,highr m e of" 'Y P traffic. There Is al so an increasing dem and,for crime pl-evention offin cers, cri'me and i nci ctent analysts,policy/'ie,t,,ccred,,,i,tation managers,,wnd computer,crime specialists, WI th significant cuts to state,fandiing,regioiial services are less reliable due to thei I r staffing shortages and flie hea ,y workload. Fin In , 910 , -W, Frbe fund"1 11 R.T p o lice s e e s rvics a ith,all'Town,services has been cut. Le ion has made important policy cholces,that have impacted the Department's staffing. 1990 A civilian Parki ' fomc, fficer replaced one Center Offiker 20,02 Fund,ing for one officer shIfted to a g,rant,to provide an SRO for the MMTech Page 4 of 8 200 "de failure; i for 12 ' cep host estores � for 7 os" I I on Center officer(nights), ehrni'nated dispatcher is added t,o coverlate night shifts r d e,ed for a er after n gh n des k 9 MM"Tech ends funding for SRO position. 1 officer, r e1i ed. �" � � own from 54. Lexington t slice D � , s �� � 1y,� � n.2,009and 20101 the staffiriglevel '' s .s burdened b the . ition "staff. . Four�e rem �� s ,. a. If I ted,for service in Afghanistan cc eavailability,of �ff e t � . response� hiss n challenge,the e eat s nd the i School SR osi i � � sk F � e position,Job a� i and,the dayAtnic aesk position to'backfi,11 the patrovaiviswn. These add 1*11",onal officers ea ,s Patrol bave hel,pedavoid ' .-out' of officers who are repeatedly taking overtime ,back fill ill vacancies. How S,hou,id the L x,l*,,iigto,RI 'Pobc,e,Depa,rtinent be Staffed There is no easy answerto this question. It all depends. �ilere is no predictables there in s , ,,es® Work volume and calls for ser veide baseline�for but sta �need, dri'Ve y policy� e is� ns,,,� e o mu y' es served �� �� � �, � servIce calls? Is the agency proactively seeking ways t-o problem solve?Orlis there commitment o community poli,cing,programs that arelabor nt sive? The c mmull ty, own,, lee Mus, leaders and the Chief of Poli t efstabl,ish,priorities and then,define s a Ong ve meet, these expectations, The followin,g statement 9 7"I"ow report remattis true, constantly sftive foreconomy,in our,opera'i ,and for the n a noffal." .,s is not only an important o,al f r the Departinent but reflects, is sentiment ,demonstrated by-recby-recent national and state elections. we'were touse the F 's,officers per thousand standard, e 20,09 figure or the Northeast R,egion, s 1.9officers- per thousand. In 2009,Lexingto,aspopulation was 29, is �� officers. his stars is n ovens s.� translate'Would m i,s c Way,of identifying example,staffing,needs. In another e can assume that our nt,1 wrestling "gliboring communi ties are 'the saes th einbalancinga i, � 'n get ��he care, pe i � � � � nceds and reduced state aid. When compared to similarsized towns in this i'mmed-tatte region, Lexington� s consistently,ranked,iI n the lower thirdfor poilice staffing, work l oad s y is, a pref6rred method for weighffig calls fi),r s vIl"cetraffic enforcement, re rt � �n e time and u r . These stu,dies ever call upon,management to make subj ev e . nents. If ow inuch time should be,allocated ve . ve a ,I� How mul,chr traf c? How niuch time fog pi,,- l solving and 2 0 0 9 To wn of Lexington,MA,An.nuat Rer 1 Page coin:j'naunity poficl'ng initiatives',? These are policy decisions that can,stgrifficantly chaiige the on we,asked ecentlym 'k I o ad, fi gures, Here in Lex,ngt woi I I I 0 Should fliere be a of be in Lexington Center,-? 'When.9 * Do we,bacll.for patrol supervisifon? 0 Should we cut back our four-sectorplan to three cars after 4,00,a-m-d"? 41 Is overtinit to'backfill vacancies better than hiring new personnel and calTy"i"'lig the benefit and.insurance costs as wel'? Wbat Staffim!-Plan jos, V , . .,,Righ gjRg A basic response p1an would provide service call, co,verage and little morel, Amore proactive plan,provides enough officers to answer calls and profv'l'c"I"C''a,,dequat.ef-,ol'low-up,and simple pro blein solving 1`n,ifiatives. A commcuni"ty pofiting,plan must carve out,time where staff can engage in problemSolving with equal `mportan,�.ceas,patrolling a.sector. 'For exatn'ple) a, low cost Initiativel's our ChildSafety,Seat Installation progran Officers atten ou da,40-hr training programoleam the proper installaIon of cblld eats el" i i " ins e t on aid,it 11afltonf a,car seat ears take 1-11our. The parent(s),are trained in,,,.the proper removal and rein stair ation of ear seats, it is difficult to,schedule aserics of safety seat installations 'if the officer is called away on, a reg"Litar bas'Is to answer calls, The Child Safety Seat pro,gram has resulted in, nore thank you, notes to the Police Department than all other programs combined, S iV, ilariy,tr ffiz,pr arns, are-also difficult to admi*nisttex at the Patrol level., For exampl,e-, a series Of complaints ofspeeding motonst.son Bow Street between 8:00,40:00 a,.m,.,requires an officer to have unihterrupted time to assess, evalu ate a�nd be 'n enf6reenmen't if needed. Wben needed, we must then be able toretum to the area repeatedly to eff&tIIV(-1.-,Jy,stop the dangenrous driving behavtor., At the patrol level,officers o�ften express fiustrationthat their effbrts are interrupted'by semi e calls. Trainin,g Speciallsts then,Rolling'back into Patrol Th.e Pollee Department hopes to start programs,,,where Patrol Officers are prowaz:wd, training in spcel'allized areas. AccIdent reconstruction,traffic,enforcernent, and/or crime preventi on, th rough, IF aAt- MY ironmental design are all 'Important s ervi ces to the corn munity. Givm,g,o incers the ch an,ce:to per fonn'these assignments�i,s a career opportunity,,, BY rotating officers through these positions 2-year tentures),the,Department can,roll back into the Patrol Division trained officers. Rather than have one officer,with 5-years expo entice and superior skills, five of, cers can be tral"ned in,the same,period,,of time and given a,better understanding oftritne,ire ventionand/or traffic services. here five offlicers ev,entually influence other officers on their shift, and,tl-.t,e, ove11 level n the Departm,ent is ced® rallsk i I Page 6 of 8 What Does it Take'to StafflIm,Police Department. The answerpests with howinnany hours does lit take to cover a,sector? 24 hours time's 3,651 days 8 760,hours ul a year Secondly,how,m—any hours can any—o'ne officer,work?, Step I If never dbstnt, an,officer can work 1 1,947 hours per,year Step 24,But officers receive vacation leave,,Pt sick or inj`ur,red,, attend training andeourt, J ur-y duty,milttary,service or take persotial.days. If the verage officer missed,a approximately,38,work,days or 3,04 hours,'then,he or she can work 1,6431iours,per yet-m Doing the resat h..ittherefore,takes 533 officers ,cover one sector 24-11hoursil 7 days per week. s,i,c WM In our I! patrol j ,,we cover. 4 sectors 24/7 2132 offHers A Weekend/1-Fifth cELr coverage 2.03 officers Center coverage, days, L27 officers Des,k, coverage,days 1.27 officers In Lexington takes,25.89 officers. Presently,we summary,,,to cover,the basig,pat,r for have:,28 officers iin patrol. This gives us a buffer of a little more than two officers. Theformulas above are subjec change. It 'is foreseeabIe that the demand for training offi curs mill continue, to,increase result'ingire more, patrol houris lostk In,addition, from 2009, to,2010, tie Department, was,down six Officers due toinJun"e.13, refiremetit,officers,I'll,basic training,,, or activated to serve in,the anned forces., The reserve of two officers was in.sufficient to provide,coverage f6r our basic patrol Olan. Preferabl,y a more p,roach"ve p I Id,g've us the reserve forceneceissary'to,backfil.11, for retirements and long term absences. G'ven the erg 'hy time't tAkesto,train,new recruits, the I g-t 11 � I �Af ,lack,of a reserve force makes,it necessary tostispend limportant pro,gerains., One example 1''s,th,at A the Departmen,'t nos four officers etigible for activation for military service. Givennationai Policies, it,is very hkely these officers will be dep'loyedtime and time again. It iS Our reference to cover the fifth car days, evenings and weekend,nlights, A Center officer p frequentlyrequested for evening shifts and,on, weekends,particularly in,the summer'. We also 'have a,nzed to coverthe Desk froni,approximalely 8".'00 a.m. "to 8 p.m. weekdays. Althougb not I included in this forniiula, we fe,61 strongly that an officer sl:,,iould be reassignedto the,Middle Schools,as alresource officer., Ultimately a more robust,coinutup"I'!Y Polid'n ZR1a-n should e armark officers for speci,anze ry d. seices (traffic programs,c!71' e prevention,, S tatistical anaelysis,policy development, 'These officers must have schedules that perm,'It the m to go accredi tat,ioq, computer C,n'Me), Pap '7 of 8 Where t"11ey are needed to ldenftfy problems, work, tb,r,olugh,,solu,t,'l.011S,,, and f-bflow-up. These, of-"j cers serve the d,ual fanction.of being i-11111,nedlatel yavaflable to,assist the patrol dlvisioti and/or, backfill positions due to long ten-n.absences,, CONCLUSION Whereas this,replort Bocaises on staffing by poIlee officers,it is UnVortan't to emphasizeth.le,harM work of afl Pofi,ce uepartment employees,, 'With 16 crossing guar,ds, 9, civillan,d,Ispat6hers,4 *nnel a parking etif rce -n ficier, an' al contro' officex niechan,le,police, administrative per6 - ) 6 me,I off im, 11 cadets,auxiIiary and traf*fic officers,the Police Department has the skins d,pet-sonnel to ineet .n't Im.any,commu,il y needs,., It 'is also, important to note that all,Departments in Lexington have wrestled w1th program & 0 nprovenients,an,d staffing shortages. Publi,c Se rvlcesin Lexing,on are out'stan din g,and this,is a Measure ofthe dedicatlon mitinent of good people. It as been,my expertence that the of,.ficcrs of t1wLexingtan Pofic�e Depaftltnietit have excelled,at .1 1 n I 1,-duttesyear 'n and year out and that there is a ineasureof frusti ,�at o� that pofice leadership has not,effectively convinced the community ofour ne:eds. It is my goa-1 to engage,Town,leadei-s, work,cooperatively w*th the Senior Man agernent Team, and promote flit advanntages of a Pollee Departm,ent that can,�provid,e, all thebasic services whi1e, alsio engaging'm progressive probleni solving community policing,mItiatives. Restoraboin of'24, police of ficers,by 2020 wi'll improve services to the Town oftexington, 'It is only fittingto end wltb*.- Oterpurpose always, iss tosverve Lexington's[30,000]citizens with al'I'the competence, couiqqge and 1,'Wegrity that we possess. Wc?look,hope f4llyfarw-ard to a year,offcontinuedpublie awareness ofprohlems stillto be oveivome and of c-oopet-attonfirom all citizens in he,y,ping irteet thos,eprobles, To a,town)vhich,ha,si,always refitsed to tolerate a second ralepolice d artment, wepkdge our best efforts, aswe have thepast in, , , to provkle' Lewington with is secsecuri'ty,and' e peace of mi n'd that can be affiordedby o o th er ag c-,,nvy,., 7"ownRepoil, P&flce Deparonent 1,967 [text,arnend for 2010) Page,8 of 8 STATION SCHE;IMIATIC RESIGN STUDY' RE POR,T Appen,,dix D,. Structural. Systems Anar]'Y&is Roomf & U RAMCINO, LLC Consulting Structural Engineers 48, Grove Street Somerville, MA 02144 Tel: 617.628.1700 Fa,x,., 617,628.1711 May '17 20,1,0 r"Jeff Shaw,A.,I.A.LEED AP 01 Donhwn&Sweeney Arch,itects, 68 Ham"sonAvenve Boston,MA 02 1!A Reference: Lex.1 d,ng, t�on.Police Station-Lexington,MA Existing Condit"ons,S try dy Dear Jeffi Thi's letter summarizes our findingsregard" g th present,condition of the structu Te of the Lex"n on gt Police Station. .asp assac 'sa'chuse , n ecmendations, regardii,ng' ':14ture uses of the structure. These observations and recommendati"ons are 'based on IP 41 1 nf,6rmf ation provided to us by your offiftee,as,wed I as,our fineldo bservat ions of May 0,2010. There, W, @Ij * are cople's Ofthe ofigtinal butIldffig,"s Architectural and Structural,draw'ings,but,the qualllr'Y is poor, (they are photos of the ongmai old docurnents and most the text iis not legible) maUng them but not m,u�ch,else. As,such, we,have,a reasonabIte useful for determining how the bul"Iding is framed,,, understanding,of" the build'ingis ftamedk since,tie text of the,originai wings,is mosoy ill k egible w,e are,unabIe,to detenn ire exact memb-cr sizes,and as such,we are not able to verify load �x re, onl surface,, car ryi-n g capac"fies of gpeelfic members,. Our, field. observa tions 'w e, ''y v,isual, observations,we have,not cup any holes I"'n blu,"Id"gig;finisshes,to,veflfy structure,nor have'we done on. any,testing to Bete line the,structure,s,,,,und,erl,yln,,g condit"j III P Existing Conditions A On M, auy 6) 2010, Houred the, existingLexmgton Police Station Building,WIM Brett Donham of' Donhain &, Sweeney ArcHittects, the project. arcluftects and Chief'Corr of the Lexington Pol'il"ce Department. The ",iisting Lexington Police, Department, Build,ing I's a, three story structure,, (includIng,walkout lowerleve1),with a small,I sub basement(used as a finny;ng range)on the,,northside o f th e bii��i I d 1 , 1 n 1 g,paftially outs*'de u, der landscapingran d an.exteniorentry ramp and stair., The original. Wilding,was,constructed,in 1,956 to,housethe police station,on'thelower f1oors and,town,offlices on, theup1perfloor. The structu".1re underwent interior renovationin.19,96,limIte d to the dispatch and cellblock/booking,areas, There,is also a sm,all single story maintenance gar,age addition,on the east Ij, t1r, I e ow i IC side,., The entice 'Ung"is now occupted by the po,,l e department. The s uuture has a bas*c Z shape with"the small addition at the rear of the lowerlevel used,for veb' '111cle ma,intenance* The sub basement firing range,and the lower;level,which ousels docker rooms,cells,an,d mechanical/storage areas,is constructed of'reinkrced concrete. T;he,basement-floor -rete slab-on-grade,and',the is,a conc, Rh foundations consist of concrete,foundation walls and spread,foots gs. 'The main,floor,framedwi ,reinforced concrete slabs and"beams,an.d stipported on,reinforeed concrete,columns, is where the department,has meeting rooms,911 dis,patch,,and,otber public amess,Fanctlions. The second flaoor is used for off ficesi ands fram,ed witb open webs joists and concrete on for deck supporte,d,by steel beams,with steel pipe columns from,the f4rst floor onfl,iz interjor,,and,on exterior ma'soray R00ME&G I UARRAOND,LLC Page 2 41 1 11 beari,ng walls on the 'building pen and at thy.Est The roof'is gabled, framed with a senes of steel, trusses,aandbewans that formthe valleys where the gables intersect. Giypsuin panel s spanning over the trusses with.slate roofing complete the-roof-, The extenlor walls and stair well' walls are,mutfi-vvythe tmreinforeed masonry bearingwalls,whicb,also,act,as shear walls to Proviat lateral stability the,strunctu re forwindand sei'sMic loads. The majority offlie'Interior pa 0 Is' the Wilding are unreffiforced CMU, These linterl'or CMU partition walls m,zy help in the structures; lateral load res istance,but d o not app earto be one ginal-to,the bw"Iding and therefore,mayb e,mmoved and/or mod'ffl I n, There,aresome non-lo-d I'Ded in any renovatio a ,bearing,CMU'partitions that do not f connect floor tofloor,w Nth will have tobebraced or.relmoved(see renovation discussion below). S I nw due to,t,h,e 1_ poor reprod ot"on quality,we,are not able to make out,,spe)cifics from,the structural u I desi,g,n documentsfor the building, i t'Is impossi"ble f6r usto(jeter-MIne precisely what,li've load a al if mAun I drawin, speci k member may be de "gned for. However, the on'gin str,,(,,, ra' 1 gs, have notes, indicating that the floors are designed for a live load of].00 psf. Based on what we arte ableto glean from the draw),"ngs,ouir observations�of t1be actual fraining,and t]ie,present coriffition of thestructure, it 0,appears that the floors were designed for the a pr *ate code mandated Ion sfor assemblyuses. opri The of design,also appears,to have been done for the code,m andated,snow"loadings off'30 psf., Wh 10 I " fin ,the "lle the structural framiffig for most of tbis bu P ldingi's not Visible as ce I l I I ng i shes cover fr,amlwm"g,,,ther,ei,snoe'Videnceof,maj"or,s eturaldistress. The floors show noevidence of concrete cracki"ng or other structural,problems,, here is no evidence of si,g cif cant,foundation slettlemend or, foundation wafl,cracking. 17he interior masonry partition walls,ge neat'look,good,with only afew, ow SOe T1n Cray Theexterior of the,b "Id"ng looks good,with only some very areas shing Mn0r' K M U11 I milninial cracking of th,e exterior bn*ck masom, and, areasthat need repointing. 'There, have W apparently,been,some aTeas ofroofleaking in'the Past,which may,be a concemas gypsum, (lank,i P Ing deten'orates stucturally, when exposed, to moisture over ti'me. Generally �tbe building structure 4 A 4 appears,to b�e in,g000 conditionfor its age,and very well mw*ntalned. Add,iftion/Renovation Feasibility It yatj is OUI derstandingthat you are interested M possible,options forreno, 'ng and addlng to the existing structure in,an, effort toadd needed,space,andto accomm odate 6hangesi m,pro gram. Our revlewofthe ex' thig structure[nd"cates th,,atminorr,enovafi�,ons-to the exi"Sting,struicturearepos 'ble is I a ermg,masonry,walls around the stair slongas the exterior1o, ad bearingmaso- walls andtlie load b wells areba�icafly left in tact, asthey provide the,lateral bracing system for,thle structure, Large. scaleremoval of thnese shear walls wouldFlo late rovi e the b, 'Id"ngcodp- UI I Sions against weAeni*ng an existingbuild ing,"s,lateral system,which ld,necessitate a,seismic Upgrade to the;entire stioticture, UT11 whibh we do not,reconunend,,as It'Is usuailly very,d"fficult and costly T ing,exterior windows into doorways by removing the masonry below,the sifl,,js not axoblem,but sigmfi can tly,increasingthe a A J, 41 1 width, of a number of exte,rior openings or combining openangs oy removing,masonq jambs,May trigger wi,- upgrade. 0ur annalysis 'al loads on the stmdures as required the asp. ,J, BUIHM- g Code inSection 31408,and our disicuss'll'on with you about renovation options,Indicate's that ,structural work pro,posed,would be elassified,aS",Level 1,Work". Under""Level 1,Work"th ext, # ,erjor shear walisn-wast be leftintact,wMle the interior partilions are not structural and ma y- be modil,fined-or removed,. Any,additions attache ddirectly,to the existing structure would have tobe kept small,so as to not,tnigger a complete sei I st-ni I c upgrade of lbe fla,ing,. (see discussion eon A sma,11 roof or �ur wd not canopy would,be sinall enough so that it could,be connected directly to the existmg struct ,e,,an 41 poseany,structu,ral complications, Any larer additilon would need to,be separated from the existing ROOME&GUARRACINO,"LLC Page 3, structu.reb xpoa,is,ionjoin,t,, L,JnderT,ne ,is.iniceodeexpans,*Ionj� 'In ts,,g,,,eneral,lyn eel ,,to, be 2"'to 3"wire for each level,abovegrade.,(Theroof of a twost.1ory building would bave a 6"to V J 0 1 01�110 echan,is al,�pgrades to the buid ding vare also,feasible. New openin s rre tred for ducts,Piping,etc,, ,g qu, in the roof deck or,In the,concrete floor slabs,can, beaccommodatcd as long as the opennin fall between the existing fiam m' ,g members and do,not intedbre wil"t1i,thel-ram, M" , I eni 9,, Smal op `ngs,12"or, 'less can accornmodated with, out any addiflional framing, Larger open, ings may need sorne sup plem ental ftanung bet ween prun,arystructurc. New,major,openings that wouldinterrupt existuffig, Iq 4 rratnmg,ean also be,accommodated by adding new framing 'if necessaxy,, # 4 Genaerailly, MM" orstructural ohanges required �to add or modif� stairs, elevators,, add medhanical, o f he cx"st pe.n.Ing's),or add,roo, skyl'ghts arc f-�*rly s*mple� and donot have, a major impact, on,t i, ing, build'ing structure.However,,,any additions and aft,"'erations to the existing structure must be kept to less that 10%of the,exi"st"In gbuil ding's areaand mass,or a major,seistni cupgyade would be required by the State Bul'Iding Code, 8 uch an,upgrade to thestrUCture wotild be prohibit vely, expensive,and must be avol"ded. This is one reason,why any proposed new additions will,have tobe separated from 'the existing buidding, strueture by an expansion,joint. Any new structure could then as; l,arge as *10A dcsixedand,stillbe in accordance witli,the latest Codes. For cost,and,flexibinty reasons,,,we would recomme nd that,any new add i1i on be,ft ame d in.structural steel,with a slab-on-grade for thle I owest levelfloor,steel beams and concrete on,steel deck,for all frarned,floors,mid steel bew,us and Stec] roddeek for thcroof Braced'frames o�f,st,ru,ctural steel would be,th,e least,expellsivesystem,for providing,"stability for wind,and sel'snIl"c loadings, Based on the Mfbrmation that,we were able to s it aip -ootings, glean-from,the existing drawing, ,pears that any new found ations would be, Spread f Other structurail s'I ystems and bu-11"Id'E"ng typos are,possible and can be properly vetted once an actual, building layoutis proposed. Based,on our reviewof the existi"nIg building"s drawings,and,oLv field observation,it ap, em-sthat ,P t'hlei,-e are,number of tlie masmiry infl,11, wall s that,are not tied,or''brace d,at thei r tops again st fall Mg 1 41 4, 1 4� ov,er m a seismIc event,, We understand that then intent 1"S toremove most of the Inten,,,or non-bearing ns,must be addressed, The masonry,padr ifilons,however,any such wafts,not Irernoved In the renovatito St'ate Building Code requirets th-at,the tops of all masonry,walls be tied to ttie,strict gyre,to prevent 0 '4M their Nling over, that this work''beperforin-ed as part ofany"majorrenovation oralteration to any existing structme', i you nave auy her questions,or'If we cmi,be of any Purther,assistance,please do notheslitate to c,all. Very truily, ours, Y Roome&Guarracino LLC I A 7 Regi ald,Roome Partner LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY REPORT Appendix E. Mechanical and Electrical Systems Analysis a w GA L LJ S K A D E SO,US A GARCIA Consulting Engineers Inc. Lex i ngto,n Po I I cc,S tati OTI Lexington,,MA Existing Conditions,Systenis Rcpoil J01,640 017 00.00, L43075 Wage I/Ju-ne 23,2 0 10 RVAC Boiler Pla;�it: 0 The buil"A"ng .'s hea'1 1. te�d, by, a gas fired, ca. "onal liot water bollet-, The boiler ,st Irol), Slectl appears to be In fivir,cm:idt"Ition., with all-requIred,safety,v,alvc�s'ln,stalled.,Ho�,w��ever, 'lli''tetiiis of I 0, gene-alappearance m,i,d age, bolleris,nearing the end of it's expected servi,ce 11"fe. In, addition,the boiler has a lower effliciency tlian today's hugli efficiency boilers. Hot water Is dis-tr"buted through a steei/copper ipm ri ion syst p g, diist 'bul em by a se of Infirle C117culator pumps. A, vertical, type expansion tank- is in,stafled, The ptj,nips, and expansion'tank were installed at varjous, times between,2004 and,2,006. IM IN Boder,Room—Boy er Boller(0,10se-up) I Hi Rodeo-Room—H6,t fflater Circulator TEL508-1998-5700 FAX 508-998-0883 email:imp oft-q-dxom GARCIAt GALUSKA, DESOUSA Consuiting Engineers lim Lexington Police Station, Lexlngton(4,MA Existing Conditions Systems Repoil 0640 017 00.00 LH 3 075 O/Page 20 u ne 23,2 0 10 v Ha,tid.11"niz Svstems. Lower Levee The lower, level of the builld,ing i's heated -cind ventlIated by 8,packaged, gas- fired heating make-up air rooftop unilt.. The unit w ,s manufacturedby Trane and lias a heat"I Ins, Capacity,of I 100 CFM ,and 77 MBH. The 'unit has exceeded its, expected usefti'll, 0, 4 6 1 , I s, of rust and exterior panel sei-vIce fife, and is in poor physical condi"tion,with VI'sible s*gn cori,,osio,n. Supply (make-up) air Is distributed frorn the uni't to basel-nent area by a galvanized sheet metal dtictw,ork system. 10. INqo U MI, Roqf Lovilet-Lew I Hkiting& J eti, lation,Uhh, First ,Floor: The first flo,or is, wr co-nd'itioned by an-Indoor air,handling unit, wifli direct, expati,s,i on (DX,), cooling provided 'by an outdoor roof-mounted, it cooled coildelvs,I'ilg wilt. The 'indoor air handling UDIt iS located, in a inech,:a,nical equipinent closet adjacent to ieFir,,,st, Fl,o,orAs,se,ii,i,blyi,�oo,,j)n. The unit app ears to have base insta I led dut*ng,the 19 70 1,97'5 hufl,ding renovations, Therefore the u-nit'has exceeded its expected service He and is,i.,,n need of replacenient. TI-le assotilated condensing units a, Carlier'Model 38AKSOIA witha nominal capacitY of 14 ton,s. The unit appears to have beeti, Ins tall ed approximately .5 yean, ago and pear to be in good condition,, 0 0 0 Supply air ductwork is routed ftorn the a1r, handling uin,lt to the flinst floor of',,'fifioe and, COMdor areas by galvanized sheet metal, duct-work., The ductwork is routed t,111,11.U. a Soffit in 'the Assein'bly, room ,and down, the main coiTi'dor, The ductwork i,s connected 'to sldewall, supply, air diffuserss i1i each offlice, and 'in the to in coirjdor. Retuni, air I'S 0 1, A delivered back to,th,e unit" prtniarily thi,u ce,11,11ig and sIde-wall transfer glllles., GARCIA - G&LUSKAfir,. DESOUSA Consulting Enpineers Lexington,PolAce Station Lexington,MA Exi,sting Conditions Sys,tems Report J0640 017 00'00 L#30,75,01Pne 3/hme,23,2010 00, F hw't Flom`—A I Handling U11 I't F h-st F 100'r—Rettini Grille rf Roof—Firssl a-tO Svowid Floor.A CCoi.)46min,&,r Unl I's Second, Floor.- "'rhe first floor is it cond,11tiloned by an, indoor air,handling w-ill wid"I direct expansion i(DX,) cooling Pi"'Ovided by an outdoor roof-mounted, air cooled condensiiig unit., The indoor air I andllng unit appears to Wive been, installed cluring the 19,70-1975 buiddling re"I'lovation. Therefore fie un,litllias exceeded Its exPected service bite, aric ins in,, need,of replacetnent,. 'Tbe associlatied coildensuig unit 1"S a Can"er Model 38AKSO 1,6 w"th,a noin nal capac"ty of 16 tons. I Ile unit appears to,have been installed approximately 5 yeai-s ago aii.d app,eai,,-s in,good conditioll. Supply air ductwork is routed from the arr., handling unit tio the first. flo(or office� ai:'id - re,,id,orl 0, o ,c aas by galvanize d.sheet metal ductwork. The ductwork,is,connected to ce'i'llilg nI supply air diffluser's In each office or work" care,a. Return,all "sAeI"vei,,-ed back to,the un t, * 0 w i ily thr'ua ceiiling return a,ir plenum,atid side-wall transfer'grilles. primm"'I Lexington Police Statim xhiGonsulllbg Engineers Inc,,on,MA 017 00.00 � 1 � r J Uh a 0 V w{ ri � s uo r ire Second Floor- ,-Handhug Uhit ReturivDixtivl Semid Floor-Rettig i Ail+,Trumsl r Grille feain systems,- e0000mo®�i�i�000iiii®nioo®ooeooioiinon000monio®ofiiiiiiif� Basement ve. -.. Th.e basement. restrooms are heated y 1 recessed o w,atel- conviecto,il, units controlled by integral t lermnostat. he eti r e visible, signs o ler First and Second Ftoorss ,e- . s 'tally providede l �°o�� rooj sof he firfst and, seciond,floors by tenninal hot water convector and fin tube radiat"im heating units. ever e rtni heating it s � �� i "�'r s ea c l� 'The Assernbly room and repoii writing r n-is are heated and ventilatedy older i , water vertical wall mounted un,I,t, ventilators, which appe,ar tobeIn.poor pli,ysl,cal and operating .w w w condition., 14" Y jfuce-,Hol Witlet,C tvect r Unit Sacondffloor me Mit Water,C�n wxvor Uhif Consulting Engineers Inc, L.'exingt il,Police Slation Existing CoMitiotis Systeilis Report J , ' � I -91tlrw�,r,F»'Grtrtna/�fivriw�m�N�i'r��A'Jf!� (gin'z r ern F r 1 Entryways n` Cloi r �� Tile entr,y ay, a °s. corrridorareas of the building are li ed and v nt. d y nibl"na on of'llot, water n � rs, convectors, kind fin,tube radiation. e r ,, the,majority of the heaulng equipment appears to, be ill ay � iti",on,w,lt,hsoiil!e umts, ng v1sliblesigns of'domagle,or wee -77 1� r„9rr/ iJ/ / it ,i illli 1�1�I 1l�,' / r I/ G r, Hot 4l v ,M th,j it &ate r S, ' Mill 67, r / III"a,di��IlYlr I�{p�'���II^14V 9 /� ��; r r7/r7 rt s �j GARCIA @� GALUSKA % DIESOU'SA, Consulting Engineers I no. Lexisnigton Policc Statloll Lexington,MA Exlstliiig Conditions Systems Rcpoll P1640 Ol 700.00 L#30750/Page 6/,11123,2010 Garage-. The gttragle is heated by two cei'ling mounted hot water ullid"t heaters, The un.lt heaters appear to ble iti poor condition and In need of replacennznt,, Gor,4W-Unit Heater and,Exhaztsl Ductivark ,fir C o n,d I*ti,0,n,i S Item's Lower 'Level, :Server Room: The lower level server room; 'is airconditiolned by a, vertlical console type computer rooni AC unit. The unit s manufactured by Liebeil (Datatiiate model). The u,'I appew,-s to, be of an, age and physical, conditio-11 that indicate the unit is neai-ing the end of its expected seivice"I'life, � I��R°i'0 �ltt�II iil Qt 4II ,",,, PRO, S N" 0,1 P K Server Roam I-Con,piterRoom AC UnIl Roo -Lower Level Seiver Room AC C6tidewsl;lig,Unit 911 Seivexr,'Roo-ni: The server rown,is, ai,r loond'fion,led b a d,ulefless, split systemAC unit. y I 'T"rhe un it-is manufactured by Fuji ltsu a,lnd'has,a, noininal orleto n cooling capalcity," ,he ttn't @I and associated,outdoor air-cooled condensing,uni"t appearto beiinggod conditiloll. GARCIA @ GALUS,K,A ,,# DESOUSA Ganalfing Engineers Inc, Lexiii 1 gtoii Pollce Statian Lexi,ngtOn,MA Existing Conditions Systenl,s'Report J#64 0,0:17 00,00 L#307501h,ge 7/Junc 23,2010 911 Server.Root ti-Ductless coolil�g,Ull I I Grack-Ai r C!6oled Condetising,Urdis (Serve Dislunch(right)and 91 I'Server Rolo)"ns(le D s air c It ispatch R-own: The Dispatcb i-olom i onditloiled, by an, Indoor air handling un' located in an,adjacent nilech,anicill closlet, Supply and retum air ductwork isroute d fi-om the air dling uni ot:to the room. Ceiling radial suPply al')i,,*diffusers distn*hute pail-flow to the i,�oom. The alir handling unit is,equipped with a Y4b,Pl supply fecti and, a DX coollng,cell: tlmt 'is connel-eted, to an outdoor air cooled, condensing, unit:. The system has a nominal 3 huniid, fiter is located adjaclent tio, the, al*t- handling unit. toia ca- 11 pac ty. An electric Main, I I a huin,'difier oper 11c a'r handfing u ni i, ap ation I pears to be ingood condfion. Tb,e steam was,not obsierved,during visit, 7 WAI, ........................................ DIS'Palch'Rown—Ai)-Hatidli?w U, Il DISPatch,Roon),-AHU,Hunurlffler 11 GARCIA* GALUSKAw DESOUSA Consulting Engineers Inc, Lexington Police Station I Lexington,MA Existing Conditions,Systems, Report JW640 017 00.001 L#307501P,age g/June 2.3,20110 .............. Dapatch Rown—A HUThennoslat Dispa tch Rown—C eilingSrpplv.D�ff itsers lie Repo n ' ing, Rooni:, The repoilf writing roolm is air conditioned by a ductless� sph''t systlem AC unit. Tlie, un't and assoclated a' cooled condensing unit were ins-talled, in 12007., Both indoor and outdoortinits appear to be in good con d ion. ........... 11 #W-� 11�P AM"S 41", First Flow -,Rqworl Wriftng—Ductless A,C Uidt Air Coo h,, "C6,ndenfing Units-Report Hriang 00 ExhausfAi ni s a Tollet/Genejral, Exhaust-. 1"wo (2) centrithgal 'vent, set fans are: located In the antic axea. Galvanized slieetimetal Iduct work, is routed from flie ffins to exhaust air rogisters located on the first and second floors oft[w bpi g. The exhaiist air is also ducted, from the fican, to the building,exterior, 'rhe second floor janitior"is, closet. and storage room do not have exhaust air ilation ii,-,istafled- GARCIA p Consulting Engineers Inc,, Lexington Police Station x x 1 nigton,MMA 3#640 017 , LY307 /.fags Whine 23,2010 ....._.... ° l da � I iil y h ii N9/rH II i r �II Ij 1 �✓r rJ ���� �l f-Zs„a u Gun, Range x� st � Nang 1 �i ate : The tin ��i rexhaust and v *t e . �� generally. ilk r ��� xt�� � �� � If * lac e t.. :� ra t .e existing exhaust and venti'lation. syst ni is undecisized, in compianson to, newly y sta. systems which meet �.t �. code iii tints. The �: distribution systern shouli also be improvexidto provide proper airflow tlu,ough the range. 14. Gun t � se t GAR CIA w GAI USKA DES01 JISA Consu,11111ing Engineers 1414. L 1 exington Police Station Lexington,MA Existhig Conditions ern Report J#640 017 00.00, 1#3 0715 O/Pagle,I O/Ju TIC 2 31 2010 Basenient Exhaust: A ceiling susl oen-ded i ifi I* ne exhaust fan, located 'n� the M-tintellatice 110, b room, exhausts the base:1nent areas of the bu ilding includirig the locker roo,iii, rest room W and cell a reas., 'Fan co-nitrols are, located oii the wall outsilde oftlie ma* mitenance o',irace. W The exhaust hn system "is undersized to n,ijeet current�day code:venfilation,requirei,,iietits. The exhaust, duetwork is also currently 'under-siZed, and in. ,need of Se'"I"IOUS rqairtreplacei,,nent due to age and poor physIcal condition. ............... Oe Lowerlevel—Repair-Roonvhiline Exhaust Fan, LvcM-Rown,—ExposiedDuctsviork and,h�)Ing I. I............ ..... ..... uuuu T�plcal Cell Exhaust Air Grille Generator Rooln: The ge,nlerator room is extiausled by a wall niounted propellerfan., III& a MDU. r Wed louiver and duletwork gen er i ator s pr r ovided with combustion ai durotigh wall wilth hign and low opening as required by codt, There appears to be a water pipe ins GARCIA* GALUSIKA DESOUSA Consulting Engineers Inc, L ex i,ngto n"Pol i cc stati on L ex i ng lon,MMA Existh,"ig Conditims Systems Repoil J#640 017 00.00 L430750/Pag,co I I/June 23,20110 C,IOSC PrOmmny tothe.OA In tad e, NvIlich Could subjecithe water-Ithle to potential fivezing conditions. A 120v plug-in electrical heater was lbeated in the iroont firs r, Goteratot,R()o m 1C Goterator Ro om-Intake A,ir Duct-Eketi Heater, v Air P/ON// Gen,c),ator Room ExIsausa Faii RECOMMENDATIONS, In general the Police Station's beating, venblation and ai,'r conditioning systems do not ineet, the themial comfoxl needs, encrgy efficiency and, code-requircillientS ofa modern day Pollce Statton. Therefore we recommend the follow"'ng HVAC systiei,i ireplacements.. Hicating.-Syston,: Tlie exi,sting, hot watierbollem- system is, inefficient in complarmon to today's, energy effici,eW heatihig systems. In,gmeral,the existing hot water piping dilstributiml system has GARCIA 1P GALLISKA* DESOUSA Consulting Engineers Inc. Lexingtot)Police Slatioll Lexington,MA Exist,iii,,g,Coi'i,ditio,,n,,s Sys,tenis Report JI�640 017 00.00 U130750/Page 1,2/.Jujie 23,2()10 exceeded 'Its useftil se-v*ce and will continue to require inicreased inaintenance and,, repair 'Costs. We reco,int-nend that the existing hot Water boller 'is replaced witli, a, high effic,iiency, gas-fired, cond,ensIng,hot water boiler plant, consisting ot"boiler,,,,pumps, equipped. wl'th VFD dn'ves, DDC controls (filcluduig outdoo,1111 reset) and accessories. A ti,,ew steel/c opper piping distributio'n should bept-ovided to replace the existing piping,. The pp,ing should be designed lled'in, a ,rnaniier which provides i,mpi-loved zonecontrol capabilities,' two-way modudat-iing ,zone cont"tool, valves,andi,"eMote wallmounted,therniostat's. "T'he basei-,nent, flilst,and second floor areas of the buidding should b,e beated by terminal hot water he mg systenis, nerdy effici'ent liew" , is such, as fin coil, units could be "installed to,_& a ing systen 41 4, Vat'iprt nt as part of a building reno wii rep.l.ace the existing hot, water radiation, heating equ ne p,roject. Fain coil uluts could also be used to provide air condil"O n'i, ing to are utnizing the sanit, Ple,ce of ten,ni nal, equipmei,it. The sally port/garage uni't'licaters shoul,d be re th new hot,w ate p1ace(l wi, r heafing uni't heaters. "den tilatIon'.,, We recornmen,d that,a iiew ,Bch anIcal.ventilation sy'stenli, be designed, and installed t" bi , bu'lding. It is recommended that a new Nianfllat' to providle year-round ventila 1,on, f r, the 1 1, 1, 1011i system be provided,with.,energy recovery and supplemental heating and cooling cap ab i'll ity, Thi,s r, ut j,, d based wouldallow t1ile system equipinent and.assocla,,ted ductwo k diistrib, ion,system,to be s*z,c N 1 "rh' approach would,, resu t in lower first so.1cly on ventilallon, and inakie-up air rcquirements., is, Installed cost, 11liptloved energ, effite" 'I ,y tency,an thernial coirnfort and ind,00r a'r qUafity. AtIr Condition," "I"be existing buiddiing air conditioning, systeni consists multi le air handhng systerns, and ductless,, AC units., The majori"ty of the air hand In units have exceed,ed. thefil� expected, service lif�,. Wbile the first and, second, 'floor air coo1ed, ABIJ associated, ait- cooled cond,ensing units care, in good condiltll'on,, the units have lower, enei-gy effic:iencies than, conilmercially available today,, and, wo � not likely be compatible with,, th,e proposed," central, i, I IMS colild station air handling and, cooling platit equlpn, The existing ductless AC 'un't Syste potentially be re-used to serve the AC needs of dedicated areas of the build'ing or, could potenti a,"Ily be'use by the Town,f6r another building. We 1-ecornmend that a new energy effiicl'µent (air conditioni'ng s'ystern i,s installed. As descr"I'bed, A, above a hydronl'c heat'ing and, air condftioni'ng systei,n's such (-,,is, a fai 'I Lin,"t system, could be i� co I I ut Ilized to provide both lieating and cooling to the building. GARCIA* GAIUSKA.-* DEIIS,OLJSA, Consulting Engineers I nc, Lexington Poll ce Stan"011 Lexington,,MA Existing Condilloils Systcnis,Repoil, .10,640 0 17'00.00 L#3075CIPage 13/Jun(e,23,2010 A, high, efficiency clmiller air cooled cbilJer,,, would provide, chilled water to the f 11 C04") 0 n fts t1ii-ough, a steel and copper, Ip 1, 1 101, syst I ,p ing 6str"but* 1 e ii,. CH'Ied water pump s w o u I d be e,q u i pl,),ed with,variable,speed dr!"Vesfol''mcreased emergy efficiency", Controls. We recoinmend that all nm H..VAC systems are cont"I'lolledby a newl:y installed dirmt digital control, energy nim,agemen'l systern for i1n,13'roved flicimal comfort control and energy, ef*fiellent,system opera . Generid Notes: Ifa building renovation and HVAC system renovat'i,on did not occur, the fol'Iming HVAC systems wou.ld most,likely need to'bei-cp1aced,witt hit i,the next to (10),years., 1. of water boller,,a.sls`ociated,pumps and controls., I Majority of Indivi,dual radIcation heating ttlermostat colritxol vaIves woulld, require replacernen,t. 3. Lowcr Level Rooftop Unit 4. 'First Hoor and Second Floor Aii:7 Handling Units. Associated air cooled coiadenset's wauld,needsoni,,c repairs and 54, Dispatch Area A"r,Hand"Ifing'Unit and,condensing mut. 6. Tfiave(3)General exhaust fims,(located in attic and in the lower. level). 7, Lowei'level Se Room coinputer room AC u1nit and conderising section. 8. Assemb'[Yroom and Report Wrfting,rom Unit"Ventilators,, 9. C jarage Unit Heatel'S. LEXINGTON POLICE STATION SCHEMATIC DESIGN STUDY RE, PORT A 'low' ix F. Proposed Mechanica d,�llan 'Eled.1 wal Systems ppe,ndl GARCIA* G,AL.U,S.KA ,i, DESOUSA Consulting Eugineers, Inc!, Lexington Police Stabo'n, Lexington,M'A J#640 017 KOO L#31067/Page ,l/June 23,20,10 PQLJq,,E,, STATION HVACSYSTEIVIS N, ARRATIVE RE',PORT The futtowing is the HVAC system narrative,Whicli defines, the scope of work and capac hies of the HVAC ,system as well as,the Basis of Design. 1. CODES All work installed under Section 15500 shalll comply with the 'Town of Lexington Building Code J, and ill state,county,and federal codes, laws, statutes,andauthorities having'urisdiction, 2. DESIGNINTEN'T The work of, S,ection 155,00 is shown on the drawings and specifications. All work is new and consists of furnishing, all mate rids, equipment, labor, transportation,, facilities, and all operations and adjustments required for the complete, and operating installation, of the Heatinig, Ventilating and Air Conditioning work and all its rnsir cidental thereto,Including:commissioning and testing, 3. BASIS 0FDESIGN': (MASS,CODE) Massachusetts, Code values are listed herein based on Middlesex County values as determined from table 1305.1 chapter,13. Outside: Winter 70F,Surnmer,87,10F D,B 740F W'B Insidew. 72c, for hea,fing 7513F (50% RH) for cooling. Unoccupied' 'temperature setback will be p rov i ded., General I y o utsid e air is p r�ov ld ed at the rate of 15 ffm/person in a,'[I s paces. In a I I cases ASH RA E g ul ide 62.12004 and IBC mechanical code will be met as a rntinimurn. All occupiled areas,'will be designed to maintain 1,000 PPM:carbon;dioxide maximumn. 4w SYSTEM DESCRIPTION Central Heating Plant- HeattIng for the entire buildling will, be through the use of (2) gas-fired condensing boilers W11h an approximate capacity of 6100 MBH, output operating, at a maximulm supply water temperature of 180'F and supplying low temperature water to all heating apparatus throughout the entire building through a two-pipe, fiberglass Insulated schedul lack steel piping system., It i's anticipated that this boller will operate as a co,ndensinig boller whenever the outside temperature is ap,proximately 400E and above. The supply water terriperature W10 be adjusted downward based on outside temperature to improve overal'I operating effic"llency, of the, power planit. Primary and standby end suction inline pumps at 112 GPM each with a var'"liable, frequency drive Will be provided for overall water systern distrilbution. CombustJon air, for the boiler will be, distn"buted directly to the boill erthrough a ducted, dis tail bution system to, the burner. Breeching from the boiler shall, be through a category IV stainless steel chimney discharging approximately 10,feet above the roof level, TEL 5,08-998-5700 FAX W-998-0883 emaik 4 b@ GARCIA P GALUSKAv DEISOUSA Co,,nsulfing Engineers Im. Lexington Police Station Lexington, MA J#640 017 00.00 L#311 067/Page 2/June 23,2,10,110 Central Cool'ing Plant: Cooling will utifize a mechanicall ref'rigeration, system which will include a norninal 60,ton air cooled chiller. The chilled water system will include a primary,and standby 144 GPM purnp which will sir culale�chilled water in afolur pipe,distribution systern. the pumps will be p r 'ded With variable frequency ddves with a, minimum flow position and bypass valves which, �ovi I will,M aint,ain minimulm GPM flow through the chili'ler. ii , Central Mechanical Ventilation: The primary, mechanica! ventilation system will include one air handling unit of the, 100% outsidle,air,design. The unit will be approximately 84,0,0 CFM and will include a supply fan, hot water, heating coil with modulating valve,, MERV 13 filtrat'ion, chilled water cooling coil, re-heat heat pipe, and exh,aLJSt air energy recovery, section. Supply air ventilation will be provided to each,occupied area which willl satisfy,building code requirements ,Space Heating an,d Cooling,: Each occupied area will be provided with 4-pilpe fin cell units which ill be provided with a hof water and chilled'water coils to,maintain spatial comfb,rt conditions. In mill I I 1 11 areas where ceiling heights allow,we,would ,propose to use ceiling 4-pipe induction(active chilled beam), units to provide space heat',[rig and cooling. Outside preconditioned air will be provided' from the central ventilation distribution system to each occupied area. Exhaust,air, typically,at a s i imlilar rate, matching the supply air volurne, will be r ned etur f'rom each occupled area through a ce unit where, It will pass through,ntral return air system back, to the main distribution air handiff an ' be�� ,ough ueo a energy,recovery section. Overall spacieternpe,rature control Wil11 th r the s f single, 'wall mounted DDC electronic thermosta,twhich will modulate the coil valves to, maintain overall: space,conditions.A condensate drain will also be pravided f6r,fan coll units, which will convey any co(ndensateto the exterior of'the building, Detention Cell block Area: The cellblock area will receive ventilation air from the oentral mechanical ventilation unit described above, A zorte duct with a, variable air volume terminal:box w j I it hot water reheat coil will be, provided which mill ` 'the entire cellblock, area., 'The air ternperature will be raised to approximately 70'F and supplied to, the space through the, perforated' registers provided in the cell assembly. Exhaustair will be returned from each cell to the central mechanical ventflatillon unit where itwill pass through the,energy relcovery section. Sally port: The,sallyport, will be provided with ceiling su,spended, horizontal unit heaters which will tie into the hot water piping system. Each unit, heater will be controlled through a single well m he space will be a ounted thermostat to maintain the space temperature,. Also Provide Within t i carbon mo,noxide sensorwhi'ch,will sample air quality Conditions and upon recei vng high limit of ' i carbon monoxide will sound a local alarm and will start,a dedicated exhaust fan to evacuate the space of high"levels of carbon monoxide, Enitryways, Stairwells: Entryways, vestibules and stairwells will be heated by ho,t,water cabinet unit,heaters. The 911 Radio/Server, room,, ele-data server room, and elevator hire roe will be provided w ith dedicated split system AC units with rernote outdoor,con,densing units.I The Dispatch area will have a dedicated air conditioning system with associated split system air J cooled condensing unit". Ventilation air for the dispatch area, will be provided from the cent'ral Ventilation, air handling unit. The Evidence Storage room will be provided with negative,pres'SL,tre exhaust airflow. GARCIA a GALUSKA * DESOUSA Consulfing Engifieers Im. Le,xin t gtour Police Station Lexiington, MA J#640 01700.00 L#3106 7'/Pa ge 3/June 231 2 010 the FIrIng Range well be provided w"Ith a dedicated exhaust air system. Make-up suipply air,will be provided,by,a, ded'flcated make-up,air,systern. A dedicated,, loca line dexhaust air system will,be provided for th oking Area, to exhaust air tin event pepper,-spray use. PART 2-,P!,3QQ IT'S ,T'S .Q, 2.01, GENERAL A, Materials and equipment furnished under this Contract shall' e new,, unused,first,quallity,of a manufacturer of established reputation, 2.02 PIPING.AND FITTINGS A. Hydronic piping shall be,Schedule 40 AST MA5�311 black steel pipe,wit'h nd butt welded es and fittings o n 3",and abov e an d th readed�e nd s a n d fitt'l n g s on,2-112"'a n d s m Eller.At the con tractor option type"Ll",copper may weed on all 2-1/2"and smaller, 2.03 VALVES ,A. All valves shall be,bronze, brass, or ca,st fron as,system design requires, Locate all valves so, as to isolate ill parts,of"thesystem and as required for normal system operation, 1'. Available Manufacturersp,Subject to compliance With the requirements of the:contract documents provide valves of the following rnanufacturer, a. Milwaukee 15w Stockham C. Nibco 2.04 SYSTEM IDENTIFICATION 114k A. Provide ma rkers on all piping and equipment, Tag all valves in systern with correspond I Ing vaIve lists. Z,05 IINSULATION A. All piping shatl be tnisulated with snap-on fiberglass"Insulatlion with"all service Jacket. Fittings shall be insulated with snap onpre�rno"Ideal covers with loose fill fibergliass insulation. B. All supply ductwork shall be insulated witb, 1"thick fiberglass blanket withi a foil u,poir barrier. All'outside air intake ductwork sha,11 be insulated with,TrIgIld fiberglass with foil vapor barrier. GARCIA a GALUSKAiii,. DESOUSA, Consultiq Engtneers, 10C, Lexington Pol"Ice Station Lexington,MA J'41 640 01700.00 L#3106,7/Pa,g,e 4/June 23, 20110 2,06 FIN TUBE RAMAT'JON I Commercial slope top fin�tube with steel tube and,steel fin. Cover shallbe,14 ga�,With baked I enarnel factory finish,All units shall' rovided With full backplate,dam per,,,end covers,and splice Pieces for,a complete installatlion. 1. Availlable Manufacturers:Subject to comp1ia in.ce,with the,requ I trements of the contract docunitents provide fin-tube radtation of the following manufacturec 8. Sterfing, b. Vulcan C� Ritfi'ng 2,07 UNI'THEATERS X Horizontal or cabinet type,wi th exact location to be determined.All units shall be provided w i i it fan c .and aquastat, ontrol 1. Available Mainufac tsar er&,'Subject to compliance with the requ"irements the contract documents provide unit heaters of the following manufacturer. a, Trane b. Sterling C., R's'tlin, ,g 2.,08 FAN COIL UNITS A H orizon ta I or verfica I type wi th exact I ocalion;to be dete rm ined,,A1,I u nits shall be prov Oed with fan and valve control. 1 Avaiiabl'e'�M,,uanufa;cturers-.1 Subject to complIance,wmiththe requirements of the contract documents provide unit h,eaters of the following manufacturer.h a 1. Traine b,. W''ill 1 am s,/La anco C� Ritfing ,2,09 INDUCTION UNITS X, All units shall be provided wiffi a,cooltling/heating coil and integral drain pan and supply and return grIll, 41 1. Available, Man ufacturers-, Subject to compliance with'therequirements of the conit'ract, documents Prov"I'de fan,coil units of the following ma,nufacturerP, a, NuOlmate b. Flakt Woods C, Dadanco d. Approved equal ,A,A,* GALUSKAP DESOUSA Consu,[fifiq Eflgineens I nc., Lexington Polka Station Lexfngton,MA J#640 01700.00 L#310 67/P age 5/J u,ne 21,31 2010 2 10 ICU M PS A., B,ase trounted bronze fitted with high efflicitency electric motor. ProvIde primary and stand-by pum I,p for each,system wfth manual alternator and pilot lights. 1 va abl ers:Subject to co,mpliance with the contract docanients provide 1 Aile Manufactur, pumps ofthe following manufacturer,,, a., Bell&Gossett b. Taco C. Armstrong 2.11 INDOORAIR HANDLING UNITS(AHU) A. All units shall be of the,draw thru deign,and'shalt be provided with hot water heating coil[, chilled wa,ter coofing coil(where coofilng Jis required),heat Pipe,energy recovery,whee[,, i economizer section,,,filters(ME RV-10),,darnpers,and centrifugal supplyand return air fan with motor. 1, Avall'able Manufacturers.+Subject to compliance with the requirements ofthe contract documents,provide air handOing units of the following Manufacturer: a., `Trans b. MIcQuay c. York, 2,12 'WATER COOLED LIQUID,CHILLER A, Unit shall be of the copper tube alunilnum fin design and shaIl be providedwith serni- hermeticcornpressors and,chiller,barret. Minimum capacity control of 20%,shall be provided. 1. Available Manufacturer:,, SubJect,-to compliance with the re firer �,ents,of the contract" dcicurn eats provIlde liquid chiller uni't ofthefollowling manufacturer: a. Tra n e b,. York C, Mc Quay, 213 DUM"WORK, A. All ductwork shat] be galvanized,steel W th a,III seams se-a1ed- Entire ductworksystem S,hall be fabricated and installed per SMIACNIA LOW PRESSURE DUCT CONSTRUCTION STANDARDS.,All high velocity ductwork, between air handling unit and'VA,V'box(where appljca,ble), shall be spiral wound round and flat oval. i Consulling,E ineer r, Inc. Lexington Polilce,Station Lexington, MA J#640 0 17 00.00 L#310,67/Page 6/June,23,2010 2.14, DIFFUSERS REGISTERS GRILLS A. All devices,sbal'11 be,steel wel'ded construction with diff USing vanes and baked'sine rnel finish. 1 Avallable Manufacturem:Subject to,compliance with'tie requirements of"th;e contract documents provide diffusers, registers,, and grill's of the following manuf,acturer Bailey (RC) b. Price ,c. Nfall ln,dustrles,(vaned) d. Metalaire,(IV) 215 EXHAUST Fug NS A, Exhaust fans shall be galvanizedsteel construction with centrifugal fan and belt drive motor,. 'Each roof unit,shall be provi,ded:with,12"high pre-fab curb wit h motor operated damper in curb. 1. Available Manufacturers: Subject to comp liance,with the requirements of the contract documents provide exh,aust f'a' ns of the fol1owing manufacturer: a. Greenheck b. Cook c. Twin City, 2.16 AUTOMATIC''TEMPER ATE RE CONTROLS, System,sh'aH be a d'red digftal:c�ontrol and building energy management system to,prov"I'de co ji mplete autornatic temperature control and mionii-toring ofnewly Installed HVAC system,. Avallab,le Manufacturers. Subject to compliance with the requirements oftrue conlrect docurnents provide,automatic temperature controls ofthe following manufacturer: a. Honeywell b. Johnson Controls, c. Siemens I PART 3-EXECUTION 3.01 WORKMANSHIP,AND INSTALLATION METHODS A. Ali work shall be Ins talled'n zifirst-clays mannerconsiste rat with th,e best current Practices. 1 All p1ping shall be i�nstalledwfth slope for pro r,drainage shall be grouped together, and be para,11el to,each other. Utilize gang hangers wherever feasibl'e. rug p all valves together where feasible. GARCIA ,& GALUSKAo DESOUSA Comuffing Engibeers Inc, Lexington Police,Station Lexington, MA J'#640 0,1'7 00 w 00 L#3106711?age Mune 2,13,2010, 102 CLEANINGANDIPROTECTION A. Protectafi uteri al's and equipment during shipment,and installation,and properly handle and store,at,the job site so as to prevent,damage,and upon c,ornplefiion of this work, clean all fixtures and equipment and replace darnagled parts, 3,03 SLEEVES AND,ESCUTCHEONS A. Furnish and instal!in rnason,,ry walls aladflolots,galvanized steel!steeves as required.,Provide escutchteons where sleeves and pipe penetrations are exposed to view. 3.04 FIRESAFING A. At all sleeved walls, and flolors provide it safe cauliiking, packing, blanket etc,,, for a completely fight'system to prevenIthe passage of'smoke and fire,, 3.05, TESTING,ADJUSTING , COMMISIONING AND BALANCING k Requirements. 1w Requirements "Include measurement and estaWishment of the fluid quantities of the resuIts. 2. Test,,adjust,and bal'ance the following mechanical systerns: a, S up pl y a i r cyst s. b. Return air,systerns. C. Exhaust,,air systems. d. Outsid e a ir syste m s e. Hydronic heafing and cooling systerns. f. Verify'ton perature control system operation, B. Report',, 11. Format., Report fdrms shall be those stand'ard forms prepared by t he referenced standard,for each respective Item and systern to be tested,,adjusted,and balanc,ed. Bind report, forms, complete with schematic systems diagrams an ither data in reinforced, vinyl,, three-ring Winder. Provide binding edge labels with the project identification and a fitie descriptive of O"ie contients., Divide the content's of the binder into the bet ow fisted divisions, separated,by d"Ader tabs: a., General In for m.atIon and'Summary. b., Air Systems. I I C. Hyd ronic heating and coofing sys''terns. dw 'Temperature,Control Systems, GARCIA- GALLISKA,@, DESOUSA Consulfing Engineers, Inc. Lexington Police Station Lexington, MA J#640,0 171 00.00 L#31067/Page 8IJune,23,2010 2,, Contents- Provide the following mini'mum in0ormation,forms and data-', a, General Informatilon and Summary: Inside cover sheet to Identify testing., a0justing, and balancing agency, Contractor, Owner,, Architea, Engineer, and Project. try ude addresses, and contact narnes and, telephone numbers. Also, include a certification sheet, con'taining the seal and name address, telephone number, and signature, of the Certified Test and Balancle Engineer. lnblbde "in this division a, listing of the instrumentation, used for the procedure's along with the proof of calibration. b. The remainder of the report, shall contain the appropriate forms containing as a Mi , 'I t he,inform a tio n i nd 1cated on,th e s,tia n da rd rep port fora s pre pa red by the nimum, AABC for each rest ct"I've item and system C. Submi't proof that all required instrumentation has been calibrated to toleran ces specified In the referenced standards, with'in a period of six months, prior to 41 starting the project, C. Quality Assurance: 1. An iMependent testing,, adjusting, and balancing agency certifiled by the AABC or NEBB as a 'Test and Bidance Engineer in those testing, and balancing disciplines, requIl"red for this,Pr ect. 2. Codes and Standards: a. AABC- "National Standards,for''Total Siystern Balance". b. ASH RA ASH RAE Ha,ndbo,ok, 1984 Systems, Volurne,, Chapter 37, Testing, Adjusting,and,Balancing. 3. Pre-Balancing Conference, Prior to beginning of'the, testing, adjusting, and balancing Contractor. T'he objective of the conference is final coordination and verification of system eration and readiness for tesfing adjusting,and balaricing. 4. Slystem, Operation,, Systems shalt b,e fuilty operationat prior to beginning procedures. All new automatic temperature controls shall be fully ope ratio onat, 'Test,,, adjust,and balance the air systems 'before refrigerant systems. 'Test, adju,st and balance air conditioning systems during summ,er season, and heating system s,during winter nter season,, including at least a period of operation at, outside conditions withiri, 50 F. wet bulb temperature of J i maximum summer,design condition, and 'Wth'in 100 F., dry bulb temperature of mlinIMMUM wit tier design,condition,,, Take final temperature reading during seasonal operation, Performing Testing,,Adjusting, and Balancing-,, 1, 'Test,,, adju,stl and balance all noted systems according 'to SMACNA standards and as follows. a 'Perform testing and batancing Procedures on HVAC systerris identified, in accordance with the detailed procedures le outfinedin the ref r ced standards. GARCIA& GALUSKA * DESOUSA, C"anstilfing Eqgii,nears In,c Lexington Police Station Lexington,MA J#640 0,17 100.00 1-4310167/Page 9/June 23,2010 2. System!De,ficiencies.- a. The Contractor stiall advise the Engineer of all system defidea es in, wrifing. Report.all motors not running, missing dampers,, inoperative valves and controls, etc bh Upon completion of system deficiencies, Balancing Contractor shall balance and record data,. 3.06 OPERATION MANUALS AND MAINTENANCE MAN UALS- Refer to the contracts,specifications section 01700 for a cowl e outfine of all requirements of operations and maintenance data., 3.07 RECORD DRAWINGS AND CONTROLDOCUMENTSI-1 Refer to the Contracts spe6fications, sectlon 01720 project record' documen1s, for a complete, description of all requirements of'recording as,built record dOCLIments, �ti LEXINGTON POLICE STATI ON SCRE'a"MATIC DESIGN STUDY REPORT' Appen dix ,G. Preliminary Detailed Cost 'Estimates, hpgo, 17 5 D erby St.,S u it e,5'` in ghaill,MA 02043 Aasrs " � ,M$IrUch11 an Copt sglt'a Cons oncsoulnia ntsm"c mo xmM L e xington P��u'bll*,c, ,Safe,ty 'Bu .d,ipngs, Lexington, MA July'13,2010 Schematic Desiagn, GRAN D. SUMMARY 1101-tICE,S"I"ATION-,ADDITIONJIMN0VAT10N $6,03 71,096 TOTAL DIREC'I"COST GENERAL COND11"RMS 6l% $362,02,26 CONTRACTOR FEE 3% $191,980 MP BOND/INSURANCE 2.5% $164,783 PERMIT by owner CONTINGENCY 1 $6,75,608 ESCALATION(SPRING,2011) 4,% $29,77,268' TOTAL C0NlS'TMJC`f`10N COST $717,281960 COST PER S.F. %273.14 F1,11E S'll"I"ATION-��,A,!D,D)"'T ION'/,RENO'V,ATION $613,16,0652 TOTAL DIREUr COST $6,316,652 GENERAL CONDITIONS (M $3781,999 CONTFRAC"I bOR FEE 3% $20,01870 P&P BOND/1 RANC'1 15% $172,1413 11E'1 IT lily omrtier CONTINGENCY 10% $706,893 ESCALATION(S,PR1Nr,G'2(),1 1) 4% 1 103 3 TOTAL.(".71ON's-rRUCTION COST $8,086s860 COST PEIZ S..F,, $291,57 IF I R E S"J"AT!0 N'-NEV B U 1.L D 1KG $6s4.72s484 TOT'All..DIREMCOS1 $61,4721,484 G EN E'RA 1....(70 ND 1 T1 ON S 6% S3881349 CONTRACTOR FEE ,3% $205111825 P&P BONDVINSU RANGE 5 ax) $l 176,11666 PERMIT [)y oother CONTINGENCY 10111/0 $724,332 ESCALATION(SPRING.2011) 4% $31,81'706 TOTAL CON's-ritucriON COS]" $8,286t363, COST PER SX $309.26 Prepared by.-A.M.Fo,ly& Associllates,hic. 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Dimensio,ii,al Controls Tt7ble 2 :ri. dot areal ,151,500 ST 198,921 -Min. lot frontage,-, 1,25' 8061-8111 i"M . d yard equal,25', or a d,ista.nee t; hey Table 2, Note, e of the bu`1d*ri 1, . 4e . yard; same as,side yard 64",01 0,25 for net floor sees,defin ed as 80%of Table, 2, N61e 1& 135-4.1,0B ,gross area TBD Maxiiimm site coverage; IS%by,Spetlal Pemitimuni, hei 2.5 stor es,40' (wlichever is �� � y : e erageiiatu 39 11 grade elevation t he ridge. The.h t,l t ap leis only to the addition. Landscape Pima required S t et Parking and Load t-fic e,X recreation,al public-vitas , parking space per i1! 1- n yet- c ; street it ) 5 lot. i.:n , "., � in a, dg, Loading a -, as needeld. This inu t b,e co,nfirmed bry tie Build.ing C n uu'is i ei-. Tile a. :Mr t s Mays can. act aloading dock. 6 8 1 L,i r r i �,,N in A v e ii o 1171 I t�'isd ("b,u r di R(1 ,o o it 1.A 1) 1 111 ti i �f`��.� c I��� mx ) � 1 .1 1 40, 0 A 1 N1 off=: 0 v1 5 & Sweenev Brett[")oahitm,prictelpal,MA A, R, C H I T E C T S N"41CIP.,11,ALA LEEDAP C.Chrivopher LDgWill.AIA 'I ng vs., -equirecl paming Dav'd George A table show"ng exis,ting pai',ki' I II is needed. Specla],Pennit Articte XIIj B,t Required for bujIding I ar -�than 10,000 SF � , LIne 2.42 28,308 SF Site Plan,Review,required f6r Special Permit Traffinc study,required, 135-72 Special Perimt Granting Authority(SRGA) is the Board, of Appcals S ecial,Pemil"t Procedures 135-11 through ,135-13, P I Site,Plan Review Procedures 135-131 lhvugh 135-14 Outdoor LigMing A rttele XI V f ,Special Note.- Because tht Pofice,,Station is,on,a lacrge lot wifhfbur(4) separate buildings, and,mu,'Ifip"Ie ity ofthe town's, d 'emen't uses I I I m S is the appl'cab`] i ension,al controls and parKing requi,r open to in,terpretation by the a�ppropriatcboarils. ccl. Mark Barrettl Facil'ities Department Davilid,George,Zoning Administrator Jeff Shaw,D&S Avi Shoss,'D&S 'File-, 0907: 5.1 IB 0 S 1 011 N11 A (1,1'- 1 11 1 cjlficc 13ox :1,65 '7 31 I ha,I'liti"t'lld, eost v LEXINGTON' POLICE, STATION RE PORT Append I. Meeting Notes, ............ ---------- DONRAM, BRETT" From: DONHAK BRETT Sent: Friday,January,15,201.0 6:01 PM Wark, Barrett" Cc: Shaw,Jeff"�DONHANI,,BRETT Subject,,,,, Lexington Fire and Police Stations, Lexingtill.IfFire and,Police Stati,0111S MleetiligNotes 12 January 20 1,0 Attu'ri ding, Jon Himmel,PBC PeterJohnson,PBC Dick,PelTy,PBC Eric Brown,PBC Carl,Oldenburg, PBC Wifliani Mjiddleinl'ss "IF Chicf 1� Ire I Mark Barrett,Project an,a,,gC,r M 11 Pat Goddard,,Dire ctoil-Public Facilities j,eff Shawl�D&S BrettDon,ham,,D&S D is tr,ibu ti oil Mark BarTett Jeff Sli,aw Brett Donha,111ri -,F 0907:12.2 Thework produet from D&S,to,include a report that weighs all three optionsft,"or tb,e Fire Station,) includin n 1, gfina cialfactors e a ssible temporary relocation.7"he report must also address the criticall issues with the,building and,develop a list of''"must do's"'."I"he,fire Clilef is,satisfied w ith the s ace needs ana,lysis containedin,the previous study.D&S to confirm,the structural and, i p I I I M I EP analysis contalned in the previous study, 17he Police Stationis a study tli,e Fire Station,work is to,proceed thrOU, sc i I des Ign. gh heinatc ' T'lie cam-bined pollce/fire,or publIc safety building is a,comparad"'ve cost study b�ut sbould,include parameters for site selection. One site inentioned is on Worthen Road., D&S to redraft their proposal for suvic es,taking into account the'use of the previous study,,,and adding,fee,and schedule components. [Donc 14,Ja,nuary 2010,]Tlic goal for fi've schedude will be to lirold,a'publIC ldbrin,ation,ineeting in,early and have the fug ] study,readyfor vefting by' To wn b oa rd s,i n the early Fal,I�,Th e PB C wants to br 1 n g the proj ec ts to a Town Mee t*ng 'n,'I a te October or early November.D&S is not to star"t work,until there is agreement on scope,,work product,schedd "ce,. PBC is flie second Tuesday,of every"rnonth.'They,mill invite SO=oftree-otlier con,,m,ii,ttees to the PBC u)eetings for hlpllut A w 1v lv.d I 111 il ni a n,ds w cert cligo ni, 1/15/2010 rm .. ........ DONHAM, BRETT From:, DONHAM, BREDT Sent: Monday, May 03,2010 6:02 PM, Mark Barrett,,,Mark Corr;William, Middlemiss Cc: Shaw, Jeffi Avl$hoss;,Nlicholas,Di - DONHIAMI, BRETT Subjieict-, Lexington tine and Police Stations, LEXINGTONFIRE AND POLICE STATIONS MEETING NOTES 13 APR I IL 20110 PRESENE Chief Middlemiss, Chief Corr Pa,tn'ck Goddard,_Mark Barrett,Members ofthe Penn anent building Committee,Jeff Shaw, Brett Donharn U Chief emiss Chlief Corr, M.Rrk,Barrett Jeff Shaw,AVI Shoss:,'Nick DISTRIBTION1, Middl Derr',Bre'tt,Donham FILE; 09107*2.2 B. Donhann distributed wpies of 0-1,-e Dra�ft Space Needs Report,f6r the Police,Department, Qu estions,wire jai sed asto whether some of the sp aces descn'bed wire too generous. D&S wa,.s asked to compare Lexington's space,,needs wit other towns.The generator[s]should,be secure,. A space layoutfor the Fitness Rom was requested.The Police ears was asked to *1 'be �,,,e sp pfion'tize their space needs aild explain,how their operations wi� I =provedby th pace increases..i,,,ncreases. Chief Corr will be setting,up an,internal review of the,,Draft. B ,1, 4. Doi liam reported that a,contt-act for atopogra awand utill"Ity Survey of tie fire station site had pn been let an,d,the,siarvey was,expected by May 5 or 60 0 The Draft Zoning Analysis showed that,several,Va,n I ancesand, Special erm Ids wild,b,e needed,,A meeting will be set-up with,'Dave Gcorge toreview the,Draft including wheflaier th,,e fire stau',ioin is i na i n41 edistrict. 0&ite plan,optIonsfibrthe Police Departmentexpan&ton were reviewed.A decision was made ha th'is project would not include moving the'White use to make,room for the Poll"ce Station D& .11 f,S was directed to a,parking expansion.layout pre pare d"by D. Civild, Handl,m. The project,is generally on schnedule;the,.,sitc anal ysip is ahead of schedule while the analysis of the, ex1sting buildings I I s:behind schedule. The next rneeti,ng I's May 11. Breft Donham, 5/3/2010 ONHAM BR T From, Mark,Barrett[mbarrett@1exingtonmagovi Sent,: Monday,June 07,2010,2:25 PM To DO CCRI Shaw,Jeff Subject": polisce Jeff and Brett, The monitoring wells at the Police Station are under the control!of the Engl(neering department. I am toldthat they,will lily be closedout by the time we build anything there and we should not have to worryabout relocation or continued use. Mark Mark, ,Barrett,,, LexingtonDeeartment of ii 201 Bedford Street,Lexington, A 02420 desk-7 -2' - 91 ax-781-274-8985 [ xi 491,OVI 2 n ..... .... r(M14JI ! .�,� 1 r"� ti 41 From arkBarrett rre t i rime. `I Sent,, Tuesday,June 08, 2 63 l Ma Shaw,Jeff CCU Patrick Goddard, Carl, ,,I r ,, r wr ellchi.cow, M wattXeduh r., ,ns n skanska s . rfp rry c , c s,.n ' r c crew er, c c s . p Mark Corr; Ella Weiss, S u bject Modtoring well's At the last PBC meet"I'n I was asked to dig into,the monitorIng well JSsu, four,both the Pollice Fire Facility. What l have discover is below. Police Station Resource: Mark Corgi Chief'of,Pollce There are two or three monitoring wells behind, ;police sitablon. The,first is near the overhead door that serves the Police Mechanic. The second is rear the parkling lot end ofthe driveways andthe third is moving the rear r toward the, parMing spaces and t n r t- r'. These mont"toring welly were Installed circa 19,99 when the undergroundgas tangy was, removed There is still am underground fuel oil tank near the existing n ra r location. Resource hn 'WYWY,Town Engineer These moniforing wells are under the observatioin ofLexington Engineering. John anticipates,that,they will' 'be able to file theappropriate paperwork with, DE;_ lose out these r oni" rl'n weIis within a year Is i f ri ors crossed It is anticipated that the n'ttoting wells will gone bythe time any type ofconstruction ciity were N're Station Resource,: Bill Middlerniss, Fire Chief There are numerous monitorIng wehlIs 6 s1te with many others otherson adjoinling property. These monitoring wells were installed after the underground contamiination 'r l s discovered atte shell stair across the street, circa 1993. r bare are numerous contracts and documents between the Town and Mn i ° (parent company to.shill 'These mon ito ringells r tested periodica l ly ° moni re for con rni rya nt .. Theseoni rir wells are handled by Sovereign insul in , Mansfield, (presumably fired by Motiva) There is a sump pump in the basement Fire station dua to Nigh r ndproblems. 113ecause of this wader is, sampled from this surnp, pit and tested foir contaminants aver'fro m the s u m p pum i s p 1 ped o,u tsi d e to a fiI er s s em a n d p ifed to lea chire g ta n k s 1,n th e, rear of the loit. ins r sst n E MiLe er; John and Dave were concerned ha,the,obl'tgations of Motivar monitoring a term li ids an y be ending soon. Dave advised that the Town had a consulting engineer o some work on, 6/8/2010 ........ ................. .......... ................. .................................................................................................. t N'I s matter some time,ago and I requested to speak with him. R g so-,-u I ("C.L- , Itant H" 2 .,,.rce- Rick Wozrriak Rick advi,sed me that,Motiv,a, 'is, req errs d'to be onboard until all' concentration �eing detected drop to acceptable levels. I do not currently know what the,status '[Is of the testing results. Rick stated that the contaminants are petroleum, based anid' ,cleaning solvents. e tng of"DP prwo Rick has,a proposal p ic for he filj E ape rk regarding ending,with Town Engineers off the ongoing responsibilities on, site. Riick advisles that riot all monitoring wells,are still active and thi's should be documented from the monitonngagency,and Motiva would be responsiblefor removing thern. Rick indicates 'that'if we choose to renovate or afdd onthe,building that Motiva,would work with us to, relocate monitoring wells as neces,sary., Resourcg '1111111111111"Heinlein Sovere n Consullfin'I q, Consultant forv,, otiva I talked with Larry,from Sovereign, whose company i,s, responsi"We for taking the samples and making observat'llons at the monitoring wellsi,. Larry states, that Monitoring well'8 and are likely expendable and could be removed, an ghat others, are still needed. Larry indicated that he believesthat a,11 parties would colope rat e in relocat'!on of moni,torinig''We lls If' needed,,,, although the issue of associated cost would have to be determined. Larry indicated that the water testing in the sump p,ump and the,associated filter systern and leaching field would not be requiredIf a anew or-renovated plan did not,have groundw—a ter,lea into,the bas,eme rat and there was nio sump pump., Mark'W.Barrett,RA Lexilnglon DepaAment of PubliC Facilities Bedford Street,,Lexington,,MA 02,420 des;k-781-274-898,0 fax-781-274-8985 ni b.P r r,etIt.@I,l exi ngatojnw,a.EOV 6/8/'20 10 o � 1".0ex ngt Police Station Stud. Meeft'ng Notes 2010 Page I of 2 A.ttending., Jonathan Himmel" Chair,Permanent Ruilding Collymitteca Erma Brown Pemment Buildlng Committee Carl Oldenburg Permanent Ruildling,Comm'Ittee illcbm A Perry Permanent iji l d i Ong Cmmil tt e Chief W1111amMiddlenflss Fire Chief,Lexingto'n,Fire Department h*c Mark Ca Ro1 ce Chief Lexngton Police Department Patrick Goddard Director, Delpartment of Public Facififties Mark B ;r t°t Project Manager'.D,epartment of PublicF ifitle' Brett,Donham D&S Jeff Shaw, D i s tr i b u t i on': All present,plus "Nicker Ai S'hs Fli 11 ° 0-2 'Nextstag ./2 V 10, Donham described the results of the structural n 1hiceri, st m '' both, i di s, copy ,ofw has been t rett t ui ldi �� lance `t�t it s � 11 �. 'r,equirements,of t'he new' "°lding Cod,e.Retrofitfitig bothi w-*Ith stismic resistant str uct ures'i very expensive. avoi d th t c o t,any,ad di t'on must have a3"'w 1 de soft j oit t t t� g1 i° i and tiew openings in the masomywalls fnust be y te n e.The st t-Ur al Slab In the a,P paratus romil, is fai"fing,lias saggled and'has cracks tliat extend,through,the l The structural en 911 ineerbeli eves it wilt caminue to fitution at last t mid-20 11 andperhaps beyond,,but Is unwil1*1119to r i" t when,It wil fail to the ement,of put fin tlie apparatus at risk. 14e sal" "slotnethihig needsto be done l",, J. Shaw presentedtwo,sits of p,lansfor the.Fire Statimi,.One,i ,et ti i " ti fand''the othler is a nzw building. e plans r tIfte,' from 2 Meletings it 't` e Pies Chief,J.Spa e sc:i' t h c t i t s offered by the i t�a a l I n and the e increase i .�� resin n fro trying t f� s the i , e also described i ; t� � i aut t raf f� � I , with all a .t s tryIngto e'xlt or enter via CaniflIz Avenue ont Street,.The Permanent Bu`Wing Cotnmlftlee offered thefollowing eotmiients, In the parking table,, ildic to the number of exist,i spaces as was done with the Police Station In t e new building des try,to,avoldthe sinall setbacks at the second floor b of the extra cost tht ne i1d try°to put tie stairs i,-board so exterior walls ar -eel.up,fdr w1 ndow —-—------------------------------------------- ............ B.Dot iham presented one set of plam for t I he,Police Stafloii,.These 1 11 plans grew,out of' extensive,Colls'lderatioiiby Pollce'Depadm,ent staff and 2 tneetings wIth thtim,A copy of the Sixt,h draft of the Space Needs Program was,distributed. The pro grain,area Ilan gr,,o,wll,,,frot'n 'I F-maril In tbe 24,450 SF on 0 13/1�O to,28,12 6 SF in the.S ixth EdItIon., hicreases were pri fy J Garage,,the Sally-port,llv Lobby,and theLockers as a result of movIng,froni 301'to J� , PoIlloe Chief said the Dispatch needs 3 6"1 ockers and,"nei,-easing tile nwilbei of lockers].The 1, f to be andsecure space,,pref6ra,"blyindoors,needs to be provided 'Or��2 ernemgeney generators.He alm said he need,s a serviceable rangethal,"is large enough to,tralin,oral-the present,one Is too shore a,,nd am, outcloor rmige,r �od,u,cingrez,,I,- condilloills',is,preferred. The Presem rangeis contaminated with lead,he sa'lld.The Coim:mlittee iMtructed D&S to coj -fu in the building, istruct,thebase bul'Idling p r ici ng it h re rbishment of the present,range 1 4 plus a,,new Hidour/outdoor rangat Hartwell Aveiiue.Analternale,shD'Ul,d Iriclude a new,indoor range atthe Police Statlo'll'. Other,conmi,,ients from tIllie Permanent Building Corntillilltiele; * Docum em the gro ss'to,net area for each b,u i I di I'l g * Provide cost estimiates mild ellevad'olls at tht nest mmetro 7/13.The.est"I'mates are, 'to include plans withalnd willhout sekmic i i upgrad'es,as well as the costs to extend the useful ljl both blud'dings by 10 years,M,EP narratives wi 11"be needed as well ,o The 7/13 meefing will include members ofthe.HDC on an informal basis o There will 'be,a spetial meeting on 7/27that'Includes the Ca,p,l,ta,[.F�,x,peji,.91"es, Comim'tl've and,poiss i bly a,re'Presentalive of flie Boai-of Selectmen ............. ............. ............... ----------------------........................ .......... .. ........... mi on, Police&Fit-le Statlion Study Meeting Notes . 27 July,2010 Page 1 of'2 Eric Brown Permanent Builditig COM'InIttee Cat-]Oldenbtirg Pertna e Building ldi Conimittee CI-iief"Willimn Middle miss Pies C Mf Lexington Fire,Department ChiefMark Corr Police Clilef,Lexington Police artmen Patrick,Goddard, '131rector,Department , ' c c 1'"l Mark Bari-et Proilect Manager, Department o' u is Facilities Ted Edson, LexIngton Capitol ExpendIftires Deboi-ah,'Mauger Lexington Board of Selectmen A l r :Levine Lexington AppropriationsCoinmiltee. Care Valetite Lexington Towii Manager r ham D& Jeff Scram DES Dist ii but i on: All present, phis Peter b � o "enna ie Bui r Ittee Nick er D S , 'Sho el: 09072.2 Next Meeting" 1 2 .' '�w. C nd & - l Itect e a joint presentation to members, lof the r o Selectmen and the finalice Committee. The report was ,-ogees report,teat. �es the scope of tile I an . findings t `ate. 'lie 3 , S n � .I .. ni.were asked to prolvide, guldance regarding l nle chokes airid, t s es presented. Comments -e1e lcd o e clear about the ni � ,of'incivase in space Be:o clear about theprocess that generated the Space Needs- r ;f e ce 1 stty, o Compare the space seeds for,Lzxitigtoii,wit'll other comparable towns 0 Provide iiipan l requested space to exist' e forthe Fire station ['the police Station tabulation already oe this o Describetht i ne fli c e' ,*compmmses rasa. ',g froni ad,ding, � the tl,,,e 1lli. l decision to notszistiiically upgrade the exI t ng" il it , o .'wde a.cost st'll'I' �to se snije l y upgrade the existing buildings o 'lre i s,a ml,aj or p l i cy issue fbr lthe Town regil ng'whet ei* r 11 t t --------....... ........................ a, Define t. e y'* whatneeds to be done 'n'the shoil term.) What N . pens to each of the buildings 'if the Town waits 5 years,,or 10 yearsto renovate or reel ace them? o Fire Stafio,tj, Opt lon A-, doesn�t 'I ook,,as if-thee is enougdi room fbr apparalus to, back ii"n. o Public Safiety Bu'l Hding- the land acquis"t" i ion cost in,the cost est"'mate should include the corner lot. o What"I'sthe'n,atuxe of t'he rIght-of-way[Camill'a Place].9,Who owns thel, ulliderlying land and w1lo,has rights to use the ROW? D&S tocorreet the Power Point atid send to Mark, BarrIett, D&S to pi,epare a sutumary package ofnIaterlal ,for the,B oar d,of en. ABC to advise on,content, 2 - ot 1, DONHAM, BRETT From: DONHAM, BRETT' Sent.: Friday, October,29, 2010 1,1:30 AM 1* TO* Mark Barrett 4 Cc ,Avi Shoss- is of liam s Derr, DONHAM,, BRETT;Wil Middlemiss,- Mark Corr, Sh,aw, Jeff, Sub ject, Lexington Fire and Pollce Stations LEXINGTONT1RE and,POLICE,,,, STATIONS MEETING NOTES ctoe r 2 0 10, Atte,,i,,iding- Jon,H inimel, Chair,PBC,Mark, B,arrett, Chief"Mid die mls,s, Chi,,,ef Corr,George Bumell,Selectman',offit,err members of the:PAC, Rreft.Donliani D&S Distrilbutio.n ar e effl Sh,a-w Rret.t D o nh am,, Clil ef'M'i d dl.em i s s,,Grief C or The table of"square,footage compansons prepared by D&S was reviewed.The PB C asked, thait Yanmouth a-rid Lexil",,agton Actualbe removed,l,eavl'.n,,g lxxi�n_glton ExIsting, Lexington Progra mine d, Hudson, and Franklin. The PBC asked that ID&S not sip e complete is off" spaces,in the comparison chart,but ratlier,bunch tbem, Into categories® lliinimel Will deterrnine cate pv flint noiB. Donliam, B. Donhamdesnthe work.nee ex5ys, Tire Department apparattis room slab needs to,be shored up., D&S doesWtrecommend replacing s Incae the oftimate solu,tion D&S, sec ins is toreplace the bu,,ld'n, . Other work is,deritffied I'l,n the engi,jieenng,reports and,,consists, of replacing, equipment,that is or will wear out. M. Bwett repor,ted,that the cost i.dentified 2,years ago to replace the slab was $W. Colin,ments from PBC and, Selectinan Rumell 'n Itided., -we'necd to justffy why thlesize ofthe two,buildings needs to 'be doubled, -doril do any Nxther work on a combined, Fire and Pollice Stcl,tw "ubtle Sa,flety Building] -ciall Offilces be comb i nedto create tnore flexible space? -work,on only tine Fire Station,for nowl but dori,'t do any ni,,,ore design, work -the isfin ex fl I g, oor area fior,thte Fire stafion should", include the tratler h,ou,,yin g,the,Fire Prevent' Bureau �nforrnafion. 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Ir ✓1 �7 , (y x 9 m� 4I off/ '41, r„/�/ Az Al / 7r r,: P f/ / � /✓"/,of �' ��y'�"%% /� �;� r i��/,���/�� / " I n i rl � r o iG • r� r//���(i ifl//��{rlJ1�lj� ��//// / dri rd 1' �/i o/////�/ IVjI I ���✓a rJ//f/%�/i 1/j/ i i n m c� • • i i • • • • m,.� .an„,00d,,„ r �q ,,,o v y j 1 r f h 4 i { • O2. ,,, ff ,,,,µ ,<„a.... ., • � `J ��� r r t i 4 � 1 r N e� N • O r • j Z J I V W f v -n O f v . N • • • • • e� • � O • AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Review and Approve 2020 Fee Schedule for Recreation/Community Programs PRESENTER: ITEM NUMBER: Melissa Battite, Director of Recreation & Community Programs I.5 SUMMARY: Ms. Battite will present the proposed Recreation fees for calendar year 2020. This fee schedule has been approve by the Recreation Committee. SUGGESTED MOTION: Move to adopt the 2020 Recreation fee schedule as proposed. FOLLOW-UP: Recreation Staff will implement new fee schedule. DATE AND APPROXIMATE TIME ON AGENDA: 1/13/2020 7:45pm ATTACHMENTS: Description Type E) Fee Proposal 2020 Ba(.,,kup Material , ( � G G : � MaterialF � , a 1 -d E) 'tVi � 1 I Ni Sul`m@�IOV�1011 IISllllll�IIImIIIIfiNi II101uuuuummm LexinI h RE. A]'Ivryry°�N&ggC�m�M ,t I.,N P TY. MEMORANDUM TO: Jim Malloy, Town Manager FROM: Melissa Battite, Director of Recreation & Community Programs DATE: January 6, 2020 SUBJECT: 2020 Fees The Recreation & Community Programs fee schedule is reviewed annually, proposed changes are presented to the Recreation Committee for approval and recommendations are made to the Board of Selectman. The attached proposed 2020 Fee Schedule was unanimously voted on by the Recreation Committee during its December 18, 2019 meeting and is scheduled to be reviewed/voted on at the January 13, 2020 Board of Selectmen meeting. The service areas are reviewed to account for expenses, wages and revenue along with a market analysis in order to remain affordable, accessible and relevant within the industry. There are three separate fee schedules attached: Field Permits, Community Center and the Proposed Fee Schedule. The Field Permit schedule has been modified to streamline the number of different rates and options. Previously, this particular fee schedule had not been modified prior to 2015. The Community Center fee schedule reflects no changes from 2109. The Fee Schedule proposes changes in several service areas and are highlighted in green. Please let me know of any questions, etc. Thank you. Lexington Recreation & Community Programs Fee Schedule Program Area Specific Program 2015 2016 2017 2018 2019 2020 Aquatics Non-Resident Family Pass $375.00 $375.00 $375.00 $375.00 $395.00 $395.00 Non-Resident Individual Pass $150.00 $150.00 $150.00 $150.00 $160.00 $160.00 Resident Family Pass $225.00 $225.00 $225.00 $225.00 $240.00 $240.00 Resident Individual Swim Pass $75.00 $75.00 $75.00 $75.00 $80.00 $80.00 Resident Senior Pass $50.00 $50.00 $50.00 $50.00 $50.00 $60.00 Replacement Pass $25.00 $25.00 $25.00 $5.00 $5.00 $5.00 Resident Daily admission $5.00 $5.00 $5.00 $5.00 $5.00 $5.00 Non-Resident Daily-Old Res $6.00 $6.00 $6.00 $6.00 $6.00 $6.00 Swim Lesson Youth $40.00 $40.00 $40.00 $45.00 $50.00 $60.00 Swim Lesson Adult $45.001 $45.00 $45.001 $50.001 $50.001 $60.00 Tennis Youth Lessons $35-$80 $35-$80 $35-$80 $35-$80 $35-$80 $1010.00 Adult Lessons $85.00 $85.00 $85.00 $85.00 $85.00 $1010.00 Tennis ID Cards-Individual $60.00 $60.00 $60.00 $70.00 $70.00 $80.00 Tennis ID Cards-Senior $45.00 $45.00 $45.00 $50.00 $50.00 $60.00 Tennis ID Cards-Non Resident $100.00 $100.00 $100.00 $100.00 $100.00 $100.00 Reservations-hr/w/ID free free free free free free Reservations-h r/w/I D-I ig hts $10.00 $10.00 $10.00 $10.00 $10.00 $10.00 Reservations-hr/no ID $10.00 $10.00 $10.00 $10.00 $10.00 $10.00 Reservations-hr/no ID-lights $20.001 $20.001 $20.00 $20.00 $20.00 $20.00 Summer Camps Discover the Fun $205-$230 $205-$230 $205-$230 $215-$240 $215-$240 $26 .00 Teddy Bear $95-$125 $95-$125 $95-$125 $95-$125 $95-$125 $140.00 Minuteman Sports Clinics 1 $100-$170 $100-$170 $100-$170 $110-$170 $110-$1701 $180.00 Adult Gym Resident Morning FH Pass $95.00 $95.00 $95.00 $105.00 $105.00 $105.00 Non-Resident Morning FH Pass $115.00 $115.00 $115.00 $125.00 $125.00 $125.00 Resident Evening FH Pass $60.00 $60.00 $60.00 $65.00 $65.00 $65.00 Non-Resident Evening FH Pass $85.00 $85.00 $85.00 $90.00 $90.00 $90.00 Resident Daily admission $3.00 $3.00 $3.00 $3.00 $5.00 $5.00 Non-Resident Daily admission $5.00 $5.00 $5.00 $5.00 $6.00 $6.00 Adult Leagues Co-Ed Softball I $450.00 $450.00 $450.001 $450.00 $500.00 $500.00 Youth Leagues Fall Flag Football $80-$90 $80-$90 $80-$90 $90-$100 $90-$100 $90.00 Winter Youth Basketball Clinic $95-$105 $95-$105 $95-$105 $100-$110 $100-$110 $100.00 Winter In-Town Basketball League $155-$165 $155-$165 $155-$165 $160-$170 $160-$170 $165.00 Winter High School Basketball Leagu $130-$140 $130-$140 $130-$140 $135-$145 $135-$145 $140.00 Summer Youth Basketball League n/a $60.00 $60.00 $60.00 $65.00 $65.00 Pine Meadows Res.Golf ID Card 2wk tee time $10.00 $10.00 $10.00 $10.00 $10.00 $10.00 Resident 9 holes M-F $19.00 $19.00 $19.00 $20.00 $20.00 $21.00 Resident 9 holes senior M-TH<3 $16.00 $16.00 $16.00 $17.00 $17.00 $18.00 Resident 9 holes Weekend $21.00 $21.00 $21.00 $22.00 $22.00 $28.00 Non res M-F $22.00 $22.00 $22.00 $22.00 $22.00 $23.00 Non res Senior M-Th before 3 $18.00 $18.00 $18.00 $18.00 $18.00 $191.00 Non res Weekend $24.00 $24.001 $24.00 $24.00 $24.00 $25.00 Golf Cart Rental 9 holes $18.00 $18.001 $18.00 $20.00 $20.00 $22.00 Community Center Resident n/a Free Free Free Free Free Non-Resident Senior(60+) n/a $12.00 $12.00 $12.00 $12.00 $15.00 Non-Resident Youth(under 18) n/a $25.00 $25.00 $25.00 $25.00 $80.00 Non-Resident Adult(18-59) n/a $50.00 $50.00 $50.00 $50.00 $60.00 Non-Resident Family n/a $125.00 $125.00 $125.00 $125.00 $150.00 Non-Resident Adult work in Lex n/a $25.00 $25.00 $25.00 $25.00 $30.00 Non-Resident Daily Guest Fee n/a Free Free $5.00 $5.0 $6.00 Replacement Card n/a $5.00 $5.001 $5.00 $5.00 5:00 Community Center Room Rentals see attached fee schedule Field Permits I I see attached fee schedule At the discreation of the Director of Recreation and Community Programs,periodic registration and sesaonsal specials for incentive fees for early bird,late fee and special fees that may apply with the Golf Course,Summer camp and clinics and tennis lessons Last approved by the Recreation Committee on 2/13/19 and voted by BOS 2/2019 V1 W Pt I� o o o o 0 0 0 o O o 00 0 �, O Lo � L O m cam, �n �n ,� � m M N N N ►� O O � O r p sg sgGn- Gni �••� G00- M O N . 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Ct M .� o In U) c70 = CD 7c3 '� •� O L.L • Q O Q c6 � ' 1 o O cnoz a� U � 0 O � c6 � E 70 E O +� � 00 0 •V7to(D O C9 O 6 o � LL O O N • • • N O cp C6 LT- � C) W � 0 � .� U IC) a� � > Z AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: FY2021 Preliminary Budget & Financial Planning PRESENTER: ITEM NUMBER: Carolyn Ko sno ff,Assistant Town Manager for Finance/Comptroller I.6 SUMMARY: Staff will present the preliminary F Y2021 operating and capital budget recommendations (i.e., the White Book). SUGGESTED MOTION: No Motion is required at this time. FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/13/2020 7:55pm ATTACHMENTS: Description Type am rm Lim « or i r } i, dill L L Co V� lib ON XIN,( T N _ Flu ,A *a m co 4-- off A - AIM jf jf C 0 ■ LM CNcU M + C) � 2 ' E ., ,R Mill pW M CO 01 " LD f o � r rn co D }' CoG .U cin 'w°fi n�� f 11"W"k 4,Vrd ugi�u6,1 IN'if +�» lit" VIIliN. 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IL I "� IResidents,of Lexington Town Meeting Board f C hool, Selectmen Committee Y� Li b,ri r T:rjsteue r<w Superintendent L gaII uinsiel Tmom IM rm tiger Comptroller Cary Memijorial Library Public Far ci Ries Educational all Programs „ w Culture La rW�d LI 9 General H�uii a n- wer`ii�:ea:� H ea Ith and ur p imp �r."� �u ic Safety Ie,l,rur���a�tiw�ir� awe;riir7iment eviel m �t r , Administration La-,w Cary rear rmrriari Bumldir rig an d irnn'°�i r°�i��mw�tratiJ�r� ., Tru Manager a�ger r°g ine ring Enforce m e t Lil rarer Z m rm u di hi hi a Ili hie 'Re reatian and wEreni,air'fier icwua Highway Cross"in, Guards� o mu n ty im u!r�ity im i 6istrati��n a Committees rw Youth oal"°md Pamrrrl�ul P` t l iiiii c Ground C ns ar arti<�rmr Fi rm anc Animal Gaintrol Servicei.s fin, ad 1 ,1 0 � En iiron mental' V terains" Health Tuvi n Clerk Services Services Hire and I escue , hiwhi �� ,�r�wrys� r°tati,o�ri Ir°�f�m,riirm-owetr�mr°r '" ,oeter,Enterprise rw IN IF"I�arr�r°�rrm. im iur°��d` Services � T�'��idr°molog"° �u u' I �r �"i'. �n Dispatch Sewer Enterprise Eccniar is Devel o im ent I PIli-ewn iing Board Table of Contents The budget document outlines the Town's financial plan as recommended by the Board of Selectmen. Both the operating and capital budgets are contained in this document. The effective period of this budget is from July 1, 2020 to June 30, 2021. Budget - In - Brief Report of the Town Manager The Budget Message is a letter to the Board of Selectmen from the Town Manager in support of the enclosed budget recommendations. The letter provides an overview of the operating and capital budget, identifies significant budget issues, and explains the Town Manager's rationale for budget recommendations. Section I: Budget Overview The Budget Overview contains several summary tables, which display the schedule of the FY2021 budget process, expenditure and revenue history, and a detailed summary of proposed appropriations for the coming fiscal year. Budget Process Summary of Revenues and Expenditures I-1 Program Summary I-2 Section II: Revenues The Revenue section contains a narrative description of revenue sources followed by a series of tables that displays a detailed summary of actual and projected revenues. Description of Revenues II-2 Detailed Budget Information Section III: Program 1000m. Education 1000 Education Program III-1 1100 Lexington Public Schools III-2 1200 Minuteman Regional High School III-34 Section IV: Program 2000m. Shared Expenses 2000 Shared Expenses IV-1 2100 Employee Benefits IV-3 2200 Property & Liability Insurance IV-8 2300 Solar Producer Payments IV-10 2400 Debt Service IV-13 2500 Reserve Fund IV-16 2600 Public Facilities IV-19 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 1 Section Vo. Program 3000: Public Works 3000 Public Works V-1 3000 - 3500 DPW Summary V-2 3100 DPW Administration and Engineering V-8 3200 Highway V-12 3300 Public Grounds V-16 3400 Environmental Services V-20 3600 Water Enterprise V-24 3700 Sewer Enterprise V-28 Section VI: Program 4000m. Public Safety 4000 Public Safety VI-1 4100 Law Enforcement VI-3 4200 Fire & Rescue VI-8 Section VII: Program 5000m. Culture and Recreation 5000 Culture and Recreation VII-1 5100 Cary Memorial Library VII-2 5200 Recreation and Community Programs VII-7 Section VIII: Program 6000m. Human Services 6000 Human Services VIII-1 6100 - 6200 Administration, Veterans'Services, Youth and Family Services, Senior Services and Community Programs, and Transportation Services VIII-2 Section IX: Program 7000m. Land Use, Health and Development Department 7000 Land Use, Health and Development Department IX-1 7100 - 7400 Summary IX-3 7110 Building and Zoning IX-10 7120 Administration IX-14 7130 Conservation IX-16 7140 Health IX-20 7200 Planning IX-24 7300 Economic Development IX-28 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 2 Section Xm. Program 8000m. General Government 8000 General Government X-1 8100 Board of Selectmen X-2 8200 Town Manager X-6 8300 Town Committees X-10 8400 Finance X-12 8500 Town Clerk X-16 8600 Information Technology X-20 FY2020 Capital Improvement Budget & Financing Plan Section XI: Capital Investment FY2021 Capital Improvement Budget & Financing Plan XI-1 Section XII: Appendices Appendix A: Program Improvement Request Summary A-1 Appendix B: Glossary B-1 Acknowledgments Preparing a budget document with this level of detail is a significant undertaking. I would like to express my appreciation to Superintendent of Schools Julie Hackett, Assistant Superintendent for Finance and Administration David Coelho, as well as the Senior Management Team and board and committee members who contributed to the development of this budget. I would like to specifically acknowledge Town Accountant Krista Murphy, Director of Assessing Robert Lent, Management Fellow Katharine Labrecque, Human Resources Director Anne Kostos, and Deputy Town Manager Kelly Abell for their work in preparing the many facets of this document. In addition, the completion of the Town Manager's Preliminary Recommended Budget and Financing Plan is due directly to the analysis and extraordinary efforts of Assistant Town Manager for Finance/Comptroller Carolyn Kosnoff and Budget Officer Jennifer Hewitt. James 7, Malloy, Town Manager FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 3 This Page Intentionally Left Blank. u � , s �.... �� o „u AF Town of Lexington ` IImo; Town Manager's Office r I G James J. Malloy, Town Manager Tel: (781) 698-4540 Kelly E. Axtell, Deputy Town Manager Fax: (781) 861-2921 January 13, 2020 The Honorable Board of Selectmen, Appropriation Committee and Capital Expenditures Committee: I am hereby submitting the FY2021 Town Manager's Preliminary Budget and Financing Plan. In presenting this FY2021 Preliminary Budget, the Senior Management Team and I are committed to working with the Board of Selectmen and financial committees in striking a balance in the allocation of projected revenues for Town services, educational programs and capital improvements in a manner that will be sustainable for the community, as has been articulated through the leadership actions, behaviors and visions of the Selectmen and various policy and advisory committees. A Sustainable Budget: The budget decisions you will have to make are not easy ones, particularly in light of the many important capital projects facing the Town in the coming years. The previous policy decisions by the Board of Selectmen to establish reserve funds have placed the Town in a sound financial condition. The Operating and Capital budgets are about priorities. These budgets should be strategic in explaining what we do, why we do it, when we do it, and how we propose to invest the resources of our taxpayers to achieve the results our community desires. While focusing on long-term priorities sometimes takes a back seat to the immediate demands placed on Town officials, it is important to strike a balance among these competing demands. We hope this document is helpful in this regard. A Transparent Budget: In preparing this Preliminary Budget, Town and School department staff strived to create a document that presents the budget in a manner that meets the requirements and expectations of our boards, committees, Town Meeting members and residents. The best way to explain Town operations, in depth and for the critical eye, is for Town officials to be transparent in everything we do. This FY2021 Preliminary Budget proposes $238 million in General Fund spending, $28 million in Enterprise Fund spending, $3 million in Revolving Fund spending and $50 million in capital projects. We hope this document is comprehensive enough so that the readers understand where Town revenue comes from and what it is spent on, yet succinct enough that the details are not overwhelming. Staff and I will continue to endeavor to improve not only this document, but the budgeting process and will continue to strive to provide improvements welcome comments and suggestions in order to provide a better communicated budget in the future. The Lexington Board of Selectmen has distinguished itself in the long-term sustainability of its policy decisions rather than what is politically expedient. The operating and capital budget the Board recommends to Town Meeting is the single most important policy document considered each year. It i reflects many competing interests, but in the end has been and should continue to be a reflection on what is best for the Town as a whole. I look forward to working with the Selectmen to address the Town's challenges in the coming years. Very truly yours, James J. Malloy Town Manager ii PreliminaryBudget = In Summary This budget, as submitted, is balanced given the revenue assumptions shown in Section II of this document and presented at Financial Summit II and subsequently updated. Town Manager's Overall Recommendations In light of the goals and priorities of the Board of Selectmen and the discussions at Fiscal Summits I. II & II-A, this preliminary budget includes the following key recommendations: • Municipal and School Department Revenue Allocations - The Superintendent of Schools and Town Manager's recommended budgets are $292,283 less than the amounts allowable per the Revenue Allocation Formula presented at Financial Summit II-A. • Municipal Program Improvement Requests (PIR's) - $475,970 of a total of $1.,195,049 in municipal program improvement requests are being recommended. • Capital Budget - This Preliminary Budget includes recommendations for $50 million in funding for those capital projects identified as priorities by the Selectmen as well as the typical capital projects presented on a regular basis in the capital plan in order to maintain the Town's infrastructure. • Capital Stabilization Fund - Given the capital projects recently approved and those anticipated to be funded within and outside of the property tax levy limit over the next five years, every effort has been made to continue to appropriate funds to the Capital Stabilization Fund. $1,576,899 is recommended to be added to this fund. • Unallocated Revenues - In planning the proposed operating and capital budget, there are unknowns in revenue projections (e.g., State Aid), proposed operating budgets (e.g., employee benefits/health insurance), certain capital project estimates, as well as potentially competing priorities of the Board of Selectmen, School Committee and the financial committees. This preliminary budget provides for $250,000 in unallocated funds that can be directed towards any of these purposes during the review and vetting process. Board of Selectmen Priorities This preliminary FY2021 budget is responsive to many of the priorities identified by the Board of Selectmen during its annual goal-setting meetings, including: • Construction Funds for the Police Station Facility: Town staff continues to move this project forward on design and a construction recommendation is planned for the Fall 2020 Special Town Meeting. • Pedestrian, Bicycle and Vehicle Safety on Town Roads: Overall, $3,839,022 is recommended for the construction of new Sidewalks; existing Sidewalk Improvements; Townwide Signalization Improvements and Street Improvements. • Cemetery Building Construction and Review of Crematorium: The Town Meeting warrant includes $3,290,000 for the construction of a new building to house the cemetery offices and equipment. • Community Mental Health Programs: The Town is continuing to work on a cooperative program between the Municipal and School Departments related to the joint mental health initiative including an ongoing contract with the William James Interface Mental Health Referral Services, which is shared between the Municipal and School Department budgets. iii • Improving Transportation: The budget includes two items to pursue this goal. The first is a program improvement recommendation for $17,910 to increase the hours of the Transportation Manager from 0.8 to 1.0 FTE. The second is a recommended program improvement for $50,000 for transportation pilot programs with the META or to investigate other options to improve transportation delivery services. • Sustainability: The budget operationalizes the funding for a full-time Sustainability Director to provide leadership in the areas of sustainability including working with the Department of Public Facilities on Town energy programs, reviewing fleet operations for a more efficient fleet and working with commercial and residential property owners. • Facilities Master Plan: The Town Meeting warrant includes an article for developing a Municipal Facilities Master Plan for municipal buildings and infrastructure to be combined with the School Facilities Master Plan to better inform policy makers on future projects, total costs and potential debt costs. Budget Highlights This document includes General Fund operating budgets, the Capital budget, Enterprise Fund budgets and proposed Community Preservation Act funded projects. A comparison of the FY2020 appropriated budget to the FY2021 recommended General Fund budget is shown below: FY2021 FY2020 Recommended 0/0 Appropriated Budget $ Change Change Lexington Public Schools* $ 113,553,757 $ 118,407,395 $ 4,853,638 4.3 % Minuteman High School $ 2,470,131 $ 2,9921356 $ 522,225 21.1 % Shared Expenses $ 60,541,457 $ 62,844,940 $ 2,303,483 3.8 % Municipal Departments $ 40,276,016 $ 41,588,240 $ 11312,224 3.3 % Cash Capital-Tax Levy and $ 8,137,274 $ 7,742,984 $ (394,290) (4.8)% Available Funds Other $ 4,358,036 $ 4,175,536 $ (182,500) (4.2)% Total - General Fund Only $229,336,671 $ 237,751,451 $8,414,780 3.7% *LPS Recommended Budget for FY2021 includes benefits for new proposed positions which,if approved,become a Shared Expense. iv PreliminaryBudget and Plan To facilitate review of this document, some of the salient aspects of this budget are highlighted below: 1. FY2021 Projected Revenues • Revenue Projections(Section II) - General Fund operating revenues are projected to increase by $8,414,783 or 3.7% over FY2020 estimated revenues. Lexington's projected and actual revenue growth for prior years is shown below: Projected Actual FY2021 3.7% FY2020 3.5% FY2019 3.6% 3.6% FY2018 4.6% 6.6% FY2017 2.8% 3.3% FY2016 4.2% 6.8% FY2015 3.6% 2.6% FY2014 6.9% 9.4% FY2013 4.7% 4.7% FY2012 4.0% 4.6% FY2011 3.9% 5.3% FY2010 3.4% 4.6% • Revenue Allocation Model- Each year, the Town Manager recommends the allocation of projected revenues that can be applied to fund the operating budget in the next fiscal year. This model was developed in 2006 by the Town Manager, Assistant Town Manager for Finance and Superintendent of Schools and was reviewed by the Selectmen, financial committees and School Committee at Financial Summit II. The amounts shown in this Preliminary Budget and Financing Plan represent the Town Manager's and Superintendent of School's recommended FY2021 budget, inclusive of benefits for new employees. The Superintendent's budget is pending review and adoption by the School Committee. All budgets are pending review by the Board of Selectmen. • Potential New Revenue Sources for Future Consideration - In 2018 a new state law established short-term rental regulations, and the taxation for properties that rent for more than 14 days per year. Beginning July 1, 2019, the local option hotel excise, set at 6% in Lexington, also applies to those short-term rentals. It is collected by the Department of Revenue and transmitted to the Town on a quarterly basis. Collections received to-date do not differentiate traditional hotel excise from the new short-term rentals, and there is no discernible impact based on total amount transmitted. Staff will continue to monitor collections. That same law provided for an optional Community Surcharge of up to 3%, of which 35% would be reserved for Affordable Housing, with the remainder deposited into the General Fund. A warrant article is included in the 2020 Annual Town Meeting warrant to impose that surcharge, and establish a short-term rental bylaw in Lexington. v Staff have been actively undertaking a comparatively analysis with similar communities on departmental fees, with the goal of ensuring adequacy and consistency. As individual departmental reviews are completed, they will be presented to the Board for review. Potential funding implications will be analyzed as each department's fees are reviewed with impact projections, but are unknown at this time. We will ensure that any additional revenue generated is reflected in upcoming budgets. • Future Revenue Considerations- While not included in this preliminary Budget, staff continue to examine options for creating a Stormwater Enterprise Fund to be funded by a Stormwater Management Fee. The Town is now expending over $2,000,000 annually as part of the capital and operating budgets to improve and maintain drainage townwide, to comply with its National Pollution Discharge Elimination system (NPDES) permit, and manage the stormwater regulations in addition to over 2.0 FTE of Engineering staff time. Stormwater management is an important local, state and national concern and while Lexington's NPDES permit was based on the original 2003 issuance, regulation levels have been strengthened and we are now under new EPA regulations which are much more prescriptive and stringent. These capital and operating budget impacts will increase as the NPDES permit continues. In anticipation of this mandated program and the ever increasing needs of managing stormwater, a number of municipalities nationwide, including some in Massachusetts, have instituted a Stormwater Management Fee to offset the capital and operating costs of managing stormwater emanating from private properties. Later this year, staff will be presenting financing/fee options for consideration by the Board of Selectmen regarding this federal program. 2. Departmental Budget Summary • Section III of this document reflects the School Department operating budget proposed by the Superintendent of Schools and summarized in the table shown below: FY2021 Superintendent's FY2020 Recommended 0/0 Lexington Public Schools Appropriation Budget* $ Change Change** Compensation/Expenses $ 113,553,757 $ 118,4071395 $ 4,853,638 4.27% *Includes$49,739 in employee benefit costs for proposed new positions which, if approved,will be transferred to the Employee Benefits budget. **The percent increase from FY2020,excluding the$49,739 in new benefit costs,is 4.23%. The Superintendent's proposed budget, presented to the School Committee on January 7, 2019, can be found on the School Department Website at https://sites.Qoogle.com/ lexinQtonma.orQ/lps-finance-and-operations/fy-21-budget. vi • Section IV of this document includes all Shared Expenses. Overall, Shared Expenses are increasing by $2,303,483 or 3.8%. A summary table of Shared Expenses is shown below: FY2021 FY2020 Recommended 0/0 Shared Expenses Appropriated Budget $ Change Change Contributory Retirement $ 6,405,537 $ 6,685,537 $ 280,000 4.37 % Non-Contributory Retirement $ 15,276 $ 15,666 $ 390 2.55 % Employee Benefits $ 29,004,664 $ 30,144,586 $ 11139,922 3.93 % Unemployment $ 200,000 $ 2001000 $ — — % Workers Compensation $ 8871346 $ 875,000 $ (12,346) (1.39)% Property & Liability Insurance $ 8821304 $ 845,000 $ (37,304) (4.23)% Uninsured Losses $ 250,000 $ 250,000 $ — — % Solar Producer Payments $ 410,000 $ 4101000 $ — — % Within-Levy Debt Service* $ 9,853,984 $ 10,678,762 $ 824,778 8.37 % Reserve Fund $ 900,000 $ 7501000 $ (150,000) (16.67)% Facilities Department $ 11,732,346 $ 11,9901390 $ 258,044 2.20 % Total $ 60,541,457 $ 62,844,940 $ 2,303,483 3.80 *This is gross within-levy debt service,excluding any use of the Capital Projects Stabilization Fund and other reserve accounts. • Sections V to X of this document include the recommended budgets for each municipal department. Municipal department managers initially submit level-service budget requests. A level-service budget is defined as the funds necessary to replicate the current level of services provided and to meet all legal requirements, including collective bargaining requirements and State or federal mandates. Any increases proposed beyond level-service are shown in each departmental budget as Program Improvement Requests (PIR) submitted by the Department manager for evaluation by the Town Manager. A table of all Program Improvements Requests can be found in the Appendix, located in Section XII of this document. Key PIR recommendations in the FY2021 municipal department budgets include: I. The addition of a maintenance staff member at the Department of Public Facilities to support ongoing maintenance needs at expanding building footprints, particularly at the schools. The $82,645 added to the budget will ensure that work tickets are closed in a more timely manner, and will prevent more expensive outsourcing to contractors to do the work. 2. The creation of a Lead Dispatcher role at the Police Department, to be funded via a State Enhanced 911 grant. The $15,,836 added to the budget for benefits for this new position will help ensure a consistent level of performance for this critical 24/7 operation. 3. Full funding for the materials budget at Cary Memorial Library to meet state certification levels. The $46,000 added to the budget will ensure that sufficient funds are available to meet this requirement in the face of anticipated lower late fees due to a change in the regional library database. vi i 4. Provision of additional staff hours and funding for transportation initiatives, in keeping with the Selectmen's goals. The $50,000 provided for transportation pilot programs will test the efficacy of expanding bus service for particular periods, and the $17,,910 in wages will make the Transportation Manager full-time, and better able to coordinate the various transportation initiatives and programs in town. 5. The addition of a second Health Agent will allow the Health Department to meet its state mandates for inspections, and avoid the need for most contracted inspections. The $57,,776 investment will provide staff with more time to develop local regulations to respond to the changing business and commercial environment in town. 6. Support for the Visitors Center as it transitions to its new home, and resumes full operations. The $51,000 will provide a cushion for staff to ramp up operations and explore additional opportunities and partnerships, both for the Visitors Center and the Liberty Ride. 7. Expanded hours for the Certified Therapeutic Recreation Specialist to meet the demonstrated need for such services. The $33,020 in Recreation Enterprise funds, matched by $15,313 for benefits, will allow the department to serve a wider range of the Town's population. 8. Replacement equipment and furnishings for the Community Center. The $20,000 in funding will begin to replace items such as chairs, fitness equipment and other items which were originally purchased when the building opened in 2015, and are beginning to show signs of wear. 9. Implementation of a high-tech roadway condition monitoring system during snow storms. The $12,000 investment will allow Public Works to more accurately determine when to deploy municipal and contract staff. 10. Additional playground maintenance funds to address any deficiencies identified during routine inspections. The $10,000 increase will further reduce potential delays to making repairs, thereby enhancing safety. 11. Replacement brochures for ACROSS Lexington. The $4,000 will support replenishment of the printed materials that are posted throughout town, further encouraging use of this expanding resource. viii The following table provides a summary of the FY2020 to FY2021 municipal department budget requests, as recommended by the Town Manager: FY2021 FY2020 Recommended 0/0 Municipal Budgets Appropriated Budget $ Change Change Public Works $ 10,482,790 $ 10,8051637 $ 3221847 3.1% Police $ 7,567,030 $ 81038,558 $ 471,528 6.2% Fire $ 71056,772 $ 7/500/257 $ 4431485 6.3% Library $ 21848,949 $ 2/959/426 $ 110,477 3.9% Human Services $ 11458,936 $ 1/515/679 $ 56,743 3.9% Land Use Departments $ 21579,144 $ 2/624/761 $ 451617 1.8% Selectmen $ 1,274,896 $ 11294,876 $ 19,980 1.6% Town Manager $ 997,819 $ 1/090/700 $ 92,881 9.3% Salary Adjustment Account $ 9361981 $ 408,732 $ (528,249) (56.4)% Town Committees $ 621411 $ 641100 $ 11689 2.7% Finance $ 1,844,028 $ 1/902/345 $ 58,317 3.2% Town Clerk $ 514,620 $ 5901452 $ 75,832 14.7% Information Technology $ 21651,640 $ 2/792/717 $ 141,077 5.3% Total $ 40,276,016 $ 41,588,240 $ 1,3121224 3.3% pp p Proposed A ro riations Into Reserves/Trust Funds The Town maintains a variety of reserve funds. Those reserve funds that are for unforeseen purposes (General Stabilization Fund, SPED Stabilization Fund, Operating Budget Reserve Fund) are generally adequate at the current levels. The proposed budget also includes recommendations to increase certain reserves/trusts that are for targeted purposes, as shown in the tables below: OPEB Trust Fund - The purpose of this Trust fund is to continue to fund the Town's Retiree Health Insurance Liability. The present value (Town"s liability) of these future benefits is approximately $150 million. Recent Appropriations into the Other Post Employment Benefits (OPEB) Trust Fund FY2015 FY2016 FY2017 FY2018 FY2019 FY2020 FY2021 Appropriated Appropriated Appropriated Appropriated Appropriated Appropriated Recommended $ 11119,000 $ 11200,000 $ 11512,318 $ 11842,895 $ 11842,895 $ 11885,486 $ 11935,486 The current balance in the OPEB Trust Fund is$18,163,574 as of 1213112019. Capital Stabilization Fund (CSF) - The Town has recently undertaken a number of significant capital projects, including a new Hastings Elementary School, a new facility for the Lexington Children's Place (LCP), a new Fire Station Headquarters, and a new Visitors Center, with plans for a new Police Station. While the 2019 Statement of Interest (SOI) to rebuild or renovate Lexington High School was not funded by the Massachusetts School Building Authority (MSBA), the Town plans to resubmit it in 2020. A key aspect for funding these projects, particularly the Hastings School, LCP, Fire Headquarters and Police Station, is a plan supported by the Board of Selectmen to use a portion of the Capital ix Stabilization Fund (CSF) to materially reduce the property tax impact of these projects on taxpayers. At fiscal summits in May and September 2019, policy makers endorsed a plan to rebuild the balance in the CSF to offset the impact of the new high school on taxpayers. Therefore, the Town is actively engaged in transferring available sums to the CSF as they are identified, including $1,576,899 in this budget. Below is the current plan for the use of the Capital Stabilization Fund to mitigate the property tax impact of the projects noted above, as well as the two middle school additions/renovations and the elementary school modular classrooms previously approved by the voters in May 2016. FY2021 FY2017 FY2018 FY2019 FY2020 Proposed Capital Stabilization Fund Appropriated Appropriated Appropriated Appropriated Allocation Appropriation Into Stabilization Fund $ 6,991,205 $ 71690,398 $ 3,560,335 $ 21269,456 $ 11576,899 Prior Year Balance $ 16,725,947 $ 23,203,210 $ 28,597,934 $ 27,727,713 $ 25,045,163 Investment Income $ 196,058 $ 428,826 $ 642,944 $ 247,994 Subtotal -Available for Appropriation $ 23,913,210 $ 31,322,434 $ 32,801,213 $ 30,245,163 $ 26,622,062 Appropriation From Stabilization Fund Excluded Debt Service Tax Relief $ — $ 2,400,000 $ 4,500,000 $ 5,200,000 $ 3,500,000 Within Levy Debt Service $ 710,000 $ 3241500 $ 573500 $ — $ 105,000 Subtotal $ 710,000 $ 2,724,500 $ 5,073,500 $ 5,200,000 $ 3,605,000 Projected Balance of Fund $ 23,203,210 j$ 28,597,934 $ 27,727,713 j$ 25,0451163 j$ 231017,062 Capital Budget Section XI Consistent with the 2009 recommendations of the Selectmen's Fiscal Task Force, the proposed capital budget continues to make important progress in addressing the Town's list of planned capital projects. The capital budget recommendations include nearly $50 million million for a variety of capital projects for FY2021. Capital Requests Summary Other Free Cash/ Funding Tax Levy Sources Debt Total Other** General Fund $ 7,742,984 $ — $ 7,222,179 $ 14,965,163 $ — Excluded Debt Projects $ — $ — $ 28,757,151 $ 28,757,151 $ — Other Funding &Chapter 90 $ — $ 16,504 $ — $ 16,504 $ 1,072,681 Water Enterprise $ — $ 330,000 $ 2,000,000 $ 2,330,000 $ — Sewer Enterprise $ — $ 100,000 $ 1,301,200 $ 1,401,200 $ — Recreation Enterprise $ — $ 180,000 $ — $ 180,000 $ — Compost Revolving Fund $ — $ — $ 275,000 $ 275,000 $ — Community Preservation Act* $ — $ 2,556,592 $ — $ 2,556,592 $Total — .4 $ 3f 183f 096 1 1 . . 1 1 .. *Includes both Town and non Town CPA funded projects. **Other represents Chapter 90 Aid for street improvements. This item does not require a Town Meeting appropriation. x Water and Sewer Fund Debt Management - Ongoing Main Replacement Program The Water and Sewer Budgets are presented with a new cash capital item for the replacement of water and sewer mains, which are an annual cost. The concept is to change the funding mechanism from an annual debt financing to being funded from user charges over a ten-year period. The Town's practice has been to renew, rehabilitate and replace water and sewer mains on an ongoing basis as determined by their condition, break history and anticipated remaining useful life. The Town's practice has been to issue debt ($2.2 million per year in the Water Fund and $1 million per year in the Sewer Fund) each year into the future. This debt is planned to be issued over a 10-year period. In the Water Fund, $2.2 million in debt over 10 years at 4% equates to approximately $2,684,000 per year for principal and interest over the term. By phasing this out as debt financing and funding it with cash from user charges, the annual cost will be $484,000 less per year for a 22% annual savings (once completely phased out). In the Sewer Fund, using the same calculations as above, but at the planned $1 million per year, the annual debt cost would be $1.22 million per year. By phasing this out as debt financing and funding it with cash from user charges, the annual cost will be $220,000 less per year for a 22% annual savings (once completely phased out). Policy Issues Policy issues to be reaffirmed or addressed by the Board of Selectmen in finalizing this preliminary budget include: • Appropriate into the Capital Stabilization Fund (CSF) - Whether to support the appropriation of $1,576,899 into the CSF. The Board of Selectmen has approved an overall plan to use this fund, in FY2021 and future years, to offset debt service for planned capital projects funded both within the tax levy and excluded from the limits of Proposition 21/2. • Appropriate from the Capital Stabilization Fund for Within-Levy Debt Service - Whether to continue to use funds from the Capital Stabilization Fund in order to limit the budgetary impact of within-levy debt service to 5 percent annually. For FY2021, $105,000 is recommended for this purpose; in FY2020, $0 was used. As noted below, an additional outcome of the reduction in use of free cash to support the operating budget is that these funds can be allocated to cash capital. Going forward this will reduce the amount of debt being issued, which will reduce within levy debt service and should eliminate the need to use the Capital Stabilization Fund to offset within-levy debt service in future periods. • Appropriate from the Capital Stabilization Fund for Excluded Debt Service - Whether to appropriate $3,500,000 from the Capital Stabilization Fund to mitigate excluded debt service. This recommendation is consistent with previous discussions at Financial Summits. • Appropriate into the Other Post-Employment Benefits (OPEB) - Whether to support the appropriation of $1,935,486 into the OPEB Trust Fund. This amount is comprised of $1,179,721 from free cash and $750,000 made available from the Health Insurance Claims Trust Fund, and $5,765 from Enterprise Funds. • Unallocated Revenues for Contingencies - This recommended budget includes $250,000 in unallocated revenues, primarily for three potential purposes: 1. Funding for programs, service, capital projects or reserves not currently proposed in this Preliminary Budget; A 2. To balance the budget if State Aid is less than projected. The Legislature will likely not approve the FY2021 State budget until after the conclusion of Town Meeting; and/or 3. To balance the budget if the GIC health insurance premiums are greater than estimated. The Town's health insurance rates, as established by the Group Insurance Commission (GIC), will not be known until early March. • Reducing/Eliminating the Use of Free Cash to balance the General Fund Operating Budget - The Town has been appropriating a portion of its certified free cash to offset annual operating budget costs. The Government Finance Officers Association (GFOA) recommends against using non-recurring revenues to balance the operating budget. In FY2019, Lexington used $3.74 million of free cash (non-recurring revenues) to balance the General Fund operating budget, which was subsequently reduced to $2.9 million in FY2020, and is proposed at $2.2 million for FY2021, with a goal of achieving structural balance by FY2024. In doing so, those funds have been diverted to cash capital, thereby reducing ongoing debt service costs, and realizing a long-term term positive impact on the budget. • Reducing the Use of Debt Service for Capital Expenditures - For capital expenditures with a shorter expected useful life and corresponding to the bullet above, the FY2021 budget proposes to use free cash for all but four General Fund projects, which are longer-term in nature. This is a significant achievement, the benefits of which will be felt during budget development for years to come. Additional policy considerations to be discussed either during finalization of the FY2021 budget, or in anticipation of future budgets, include the following: • Hartwell Avenue - The Town continues to discuss and plan for Hartwell Avenue development/redevelopment and the zoning and infrastructure improvements needed to attract future economic development. Fall 2019 Special Town Meeting took an important step in this regard to advance reconstruction of the area roadways to 25% design. • Visitors Center and Liberty Ride Revolving Funds - These funds are intended to be self- supporting, but each has encountered difficulties in various forms over the past few years. A program improvement provides $51,000 in support for FY2021 to allow staff time to develop ideas for alternative partnerships and funding arrangements. xi i Budget Schedule This is a comprehensive budget, including both the Town Manager's recommendations and the Superintendent of School's proposed budget. In keeping with the schedule established by the Board of Selectmen, the key FY2021 budget dates are: • January 16, 2020 - Summit III to review this Preliminary budget; • February 6, 2020 - Summit IV, if needed, to discuss outstanding FY2021 operating and capital budget issues; • February 10, 2020 - Board of Selectmen to vote recommended FY2021 budget; • February 21, 2020 - The recommended budget will be forwarded, electronically, to the Appropriation Committee, Capital Expenditures Committee and Town Meeting Members. Printed copies to follow the week of March 8t". • March 23, 2020 - Earliest date Town Meeting may consider financial articles. xiii This Page Intentionally Left Blank. u � , s �.... �� 2� M 04 LIN 2� 2 2 2 2 2 im Co ul- LL i-- co m co o E E 2E im 73 10 N CL EL o E 2 > E 0 CC LL :3 0 > LL E E E E 0 0 IU) "E o '46 E 4- E C4 E —0 C14 0 0 - 0 co D .....=05 .......... 4*,a E E E E z z CT) 4�0 a) 0' 6L. 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FY2018 FY2019 FY2020 FY2021 Revenue Summary Actual Actual Recap Projected Tax Levy $ 169,332,125 $ 176,841,054 $ 184,821,513 $ 192,311,761 State Aid $ 15,737,052 $ 16,013,450 $ 16,283,199 $ 16,496,214 Local Receipts $ 16,738,860 $ 16,968,556 $ 14,082,119 $ 14,280,713 Local Receipts not shown on $ — $ — $ — $ — Recap Available Funds $ 14,834,463 $ 14,485,806 $ 14,314,142 $ 14,952,603 Other Available Funds: Use of $ 324,500 $ 573,500 $ 0 $ 105,000 Capital Stabilization Fund Revenue Offsets $ (2f027f038) $ (2,0731590) $ (11860 f652) $ (21144,275) Enterprise Funds (Indirect) $ 1,674,111 $ 1,646,939 $ 1,696,348 $ 1,749,435 Total General Fund $ 216,614,073 $ 224,4551715 $ 229,336,668 $ 237,751,451 General Fund Expenditure Summary Education Lexington Public Schools $ 102,251,912 $ 106,551,278 $ 113,553,757 $ 118,407,395 Minuteman Regional School $ 1,670,351 $ 2,126,217 $ 2,470,131 $ 2,992,356 Subtotal Education $ 103,922,263 $ 108,677,495 $ 116,023,888 $ 1211 399,751 Municipal Departments $ 35,897,045 $ 37,268,967 $ 40,276,016 $ 41,588,240 Shared Expenses Benefits &Insurance $ 31,158,114 $ 32,050,719 $ 36,512,823 $ 37,920,789 Property Insurance &Solar $ 1,174,349 $ 1,196,956 $ 1,542,304 $ 1,505,000 Debt (within-levy) $ 9,388,135 $ 10,838,458 $ 9,853,984 $ 10,678,762 Reserve Fund $ — $ — $ 900,000 $ 750,000 Facilities $ 10,334,480 $ 10,7321720 $ 111732,346 $ 11,990,390 Subtotal Shared Expenses $ 521 055,078 $ 54,818,853 $ 60,541,457 $ 621 844,940 Capital Cash Capital (designated) $ 61421,619 $ 7,549,138 $ 8,137,274 $ 7,742,984 Subtotal Capital $ 6,421,619 $ 71549,138 $ 8,137,274 $ 7,742,984 Other Other (allocated) $ 10,133,271 $ 5,674,348 $ 4,358,036 $ 3,925,536 Other (unallocated) $ — $ — $ — $ 250,000 Subtotal Other $ 10,133,271 $ 5,674,348 $ 41358,036 $ 41175,536 Total General Fund $ 208,429,276 $ 213,988,801 $ 229,336,671 $ 237,751,451 General Fund Surplus/ $ 81184,798 $ 10,466,914 $ (3) $ — (Deficit) FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 I-1 0 o p o 0 0 0 0 0 0 0 0 \0 0 0 0 0 0 0 0 o p o o p 0- 0- 0- 0- ^ \ (� C p N V- M N Ln M I m to M I 01 I 1 oo m r �\ r �\ O 0 O CDO U. 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It includes: • General Fund Revenue Description II-2 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 II-1 Section II Revenues Town of Lexington, Massachusetts The summary below presents General Fund Operating Revenues, Total General Fund Revenues and Net General Fund Revenues. General Fund Operating Revenues include all revenues projected as available for use in FY2021 whose sources recur annually. Total General Fund Revenues include annually recurring and non-recurring sources of revenue. Net General Fund Revenues are Total General Fund Revenues less revenues recommended to be set-aside to fund designated purposes. In FY2021, Total General Fund Revenues are projected to increase by approximately $8.41 million, or 3.7%. Net General Fund Revenues, those available to support school and municipal operating budgets, are projected to increase by $8.89 million, or 4.1%. FY2018 FY2019 FY2021 FY2020-21 Change General Fund Revenue Summary Actual Actual FY2020 Recap Projected $ 0/0 Property Tax Levy(Table 1) $ 1691332,125 $ 1761841,054 $ 184,821,513 $ 192,311,761 $ 7,490,249 4.05% State Aid(Table 2) $ 15,737,052 $ 16,013,450 $ 16,283,199 $ 16,496,214 $ 213,015 1.31% Local Receipts(Table 3) 1$ 16,738,860 $ 16,968,556 1$ 14,082,119 $ 14,280,713 1$ 198,594 1 1.41% Available Funds(Table 4) $ 14,834,463 $ 14,485,806 $ 14,314,142 $ 14,952,603 $ 638,461 4.46% Other Available Funds-Use of Capital 1$ 324,500 $ 573,500 1$ — $ 105,000 $ 105,000 —% Stabilization Fund (Table 4a) Revenue Offsets(Table 5) $ (2,027,038) $ (2,073,590) $ (1,860,652) $ (2,144,275) $ (283,623) 15.24% Enterprise Receipts(Table 6) $ 1,674,111 $ 1,646,939 $ 1,696,348 $ 1,749,435 $ 53,087 3.13% Total General Fund Operating $216,6141073 $224,4551715 $229,336,668 $2371751,451 $ 81414,783 3.67% Revenues Less-Revenues Set-Aside for $ 16,879,390 $ 13,651,982 $ 12,495,310 $ 12,021,422 $ (473,888) (3.79)% Designated Purposes _ _Net General Fund Revenues 1$199,734,683 1$210,803,733 $216,841,358 $225,730,029 F 8,888,670 4.10% Detailed Description: Property Tax Levy: The FY2021 property tax levy is projected to increase approximately $7.49 million, or 4.1%. The projected levy is a function of the FY2020 levy limit increased by 2.5% per Proposition 21/2, plus an increment for new growth. FY2021 new growth will be a function of construction activity for the period July 1, 2019 to June 30, 2020. FY2021 new growth is estimated at $2,750,000 based on a review of historical data on new growth. State Aid: The main driver of state aid increases in FY2017 and FY2018 was education aid (Chapter 70). In FY2018, Lexington finally received its full funding under the Chapter 70 formula; therefore, much smaller increases of 1.57% and 1.55% were received for FY2019 and FY2020. An increase of 1.24% ($25 per student) is projected for FY2021. Unrestricted Government Aid is projected to grow 2.00%, for a combined increase of 1.31%. Final FY2021 State aid numbers are likely to be known in June 2020 when the Legislature adopts, and the Governor signs, the FY2021 State budget. Local Receipts: FY2021 projections for each category of receipt are based on the history of actual collections and projections of 3 and 5 year historical averages. FY2021 local receipts are estimated to increase by approximately $198,594 or 1.41% over FY2020 estimates. The main contributors to this growth are increases in Motor Vehicle Excise taxes, and Payments in Lieu of Taxes, which reflects the renegotiation of the Town's agreement with Brookhaven. Available Funds: Available Funds are projected to remain relatively stable, with an increase of $638,461, or 4.46%. This is a net change, due primarily to a higher amount of certified free cash, and the addition of $200,,000 from the Visitor Center Stabilization Fund. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 II-2 Section II Revenues Town of Lexington, Massachusetts FY2021 Available Funds includes a transfer $141,000 from the Transportation Demand Management Stabilization Fund to finance the Lexpress service and the Town's contribution to the REV Shuttle, consistent with prior years. In FY2021, $105,000 is proposed to be drawn from the Capital Stabilization Fund to fund the ongoing mitigation of within-levy debt service. No funds were needed for this purpose in FY2020. Revenue Offsets: Revenue Offsets are projected to increase by approximately $283,623 or 15.24%. Revenue Offsets represent the set-aside of a portion of projected revenues legally required for particular purposes including: (1) the component of state aid (Public Library aid reimbursement) that is distributed as Cherry Sheet aid, but, in fact, is a categorical grant that is not available to support General Fund operations; (2) cherry sheet assessments - estimated charges to be levied by the Commonwealth to cover the costs of state and regional services provided to the Town. Cherry Sheet Assessments assume a 3.5% increase in FY2021; (3) the Assessor's Overlay account which covers the cost of abatements and exemptions granted to property taxpayers; and, (4) potential snow and ice deficits. The FY2021 increase in total Revenue Offsets is driven by the set-aside of $400,000 in estimated FY2021 revenue to cover a potential snow and ice deficit at the end of FY2020. For FY2020, $400fOOO was set-aside, but did not end up being needed since actual FY2019 snow and ice removal expenses fell within their budgeted levels. Enterprise Receipts: This category of revenue represents transfers from the Water, Sewer and Recreation Enterprise Funds to the General Fund to cover General Fund expenditures that support the operations of the water, sewer and recreation departments. Enterprise Receipts are increasing by 3.1%, or $53,087 based on an updated indirect cost analysis. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 II-3 Section I I Revenues Town of Lexington, Massachusetts 1101111m FY2021 FY2020-21 Change FY2018 Actual I FY2019 Actual I FY2020 Recap Projected $ 0,10 Table 1:Property Tax Levy Tax Levy $ 161,960,336 $ 169,402,066 $ 176,907,123 $ 184,938,304 $ 8,031,181 4.54% Prop.2.5% 1$ 41049,008 1$ 41235,052 1$ 41422,678 1$ 4,623,458 1$ 200f780 1 4.54% New Growth $ 3,357,135 $ 3f270f005 $ 3f608f503 $ 2,750,000 $ (858,503) (23.79)% Override/Excess Levy Capacity $ (34f354) $ (66f069) $ (116,791) NA Subtotal $ 169,332,125 $ 1761841r054 $ 184FS211513 1$ 191,311,761 1$ 7y490,249 I 4.050/o Table 2:State Aid Chapter 70 $ 13,998,894 $ 14,217,984 $ 14f438f034 $ 14,616,684 $ 178,650 1.24% Charter School Reimbursement $ 7,895 $ 6,532 $ 938 $ 938 $ - _% Unrestricted General Government Aid $ 1,531,029 $ 1,584,615 $ 1,627,400 $ 1f659f948 $ 32,548 2.00% Veterans'Benefits&Exemptions $ 151,072 $ 154f023 $ 164,912 $ 164,912 $ - _% Offsets(School Lunch&Library) $ 481162 $ 50,296 $ 51,,915 $ 53,,732 $ 11817 3.50% Subtotal $ 15,737,052-r$--16,013,450 r$ 16.283.199 r$ 16,49612=.213,0151 1.31% Table 3:Local Receipts Motor Vehicle Excise Tax $ 5,395,492 $ 5,649,362 $ 5,281,392 $ 5f465f000 $ 183,608 3.48% Other Excise $ 1,562,971 $ 1f659,673 $ 1,648,000 $ 1,648,000 $ - _% Penalties&Interest $ 1,090,335 $ 566,632 $ 341,500 $ 341,500 $ - _% PILOT's $ 658,680 $ 619,192 $ 668,000 $ 683f000 $ 15,000 2.25% Rentals $ 494,773 $ 459,765 $ 478,694 $ 478,694 $ - _% Departmental-Schools $ 4941775 $ 371,985 $ 420f500 $ 420,500 $ _% Departmental-Municipal $ 2,611,729 $ 2,692,170 $ 2f554f300 $ 21554f300 $ - _% Licenses&Permits $ 3,017,145 $ 2,725,133 $ 1,972,850 $ 1,973,350 $ 500 0.03% Special Assessments $ 19f038 $ 32,790 $ 14,882 $ 14,368 $ (514) (3.45)% Fines&Forfeits $ 208f800 $ 189,845 $ 202,000 $ 202f000 $ - _% Investment Income $ 1,027,739 $ 1f781,573 $ 500f000 $ 500f 000 $ _% Miscellaneous Non-Recurring $ 157,384 $ 220,435 $ $ - $ - _% Subtotal $ 16,738,8601$ 16,968,556 1$ 14,F0821119 1$ 14,280,713 1$ 198,5941 1.41 Table 4:Available Funds Parking $ 413,000 $ 413f000 $ 425,750 $ 385,000 $ (40f750) (9.57)% Cemetery Perpetual Care Fund $ 48,500 $ 50f000 $ 50,000 $ 50,000 $ _% Cemetery Sale of Lots Fund $ 421200 $ 55f090 $ 64,380 $ 48,061 $ (16,319) (25.35)% Free Cash* $ 13,269,721 $ 121422f051 $ 121201,094 $ 121719,631 $ 518,537 4.25% Health Claims Trust Fund $ 750f000 $ 750,,000 $ 750f000 $ 750,000 $ - _% Transp.Demand Mgmt.Stab.Fund $ 141f000 $ 141f000 $ 141f000 $ 141,000 $ _% Traffic Mitigation Stabilization Fund $ 25f000 $ - $ - $ - $ _% Center Improvement District Stabilization Fund $ 27f000 $ 27,000 $ 27f000 $ - $ (27,000) (100.00)% PEG Access Special Revenue Fund $ $ 623,,267 $ 638,918 $ 6521,711 $ 13,793 2.16% Betterments Fund $ $ 4,398 $ 16,000 $ 6,200 $ (9,800) (61.25)% Visitors Center Stabilization Fund $ $ - $ - $ 2001000 $ 200,000 --- School Bus Stabilization Fund $ 18 $ - $ - $ - $ - _% Avalon Bay School Enrollment Mitigation Fund $ 45 $ - $ - $ $ _% Balances from Prior Yr.Capital Articles $ 117,979 $ - $ - $ $ - _% Subtotal $ 14,834,4631$ 141485r806 $ 14y314,142 $ 14.,952,r603 1$ 638.,4611 4.46% Table 4a:Other Available Funds Capital Stabilization Fund $ 324f500 $ 573f500 $ $ 105f000 $ 105f000 --- Subtotal $ 324f5OO $ 573y5OO $ $ 105,000 $ 105,000 --- Table 5:Revenue Offsets Cherry Sheet Assessments $ (813f626) $ (923,294) $ (908f737) $ (940,543) $ (31,806) 3.50% Cherry Sheet Offsets-Public Libraries $ (48f162) $ (50,296) $ (51f915) $ (53f732) $ (11817) 3.50% Overlay(abatements) $ (900f000) $ (800,000) $ (goof 000) $ (750,000) $ 150,000 (16-67)% Snow Deficit $ (265f250) $ (300f000) $ - $ (400,000) $ (400,000) Subtotal 1$ (2,027,031;)l$ (2,073,590) $ (118601652) $ (2,144F275) $ (283,623)1 15.24 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 11-4 Section I I Revenues Town of Lexington, Massachusetts Table 6:Enterprise Receipts Water $ 872,458 $ 869,833 $ 894,573 $ 930,001 $ 35,428 3.96% Wastewater(Sewer) 1$ 546,8271$ 515,280 1$ 532f094 1$ 541,663 1$ 9,569 1 1.80% Recreation&Community Programs $ 254,826 $ 261,826 $ 269,681 $ 277,771 $ 8,090 3.00% Subtotal $ 1,674,1111$ 1,646,939 1$ 1,696,348 1$ 1,749,435 1$ 53,087 3.13% _ Gross General Fund Revenues Is 216,614,073 F$ 22414551715T$ 229,336,668T$ 237,751,451 Fs 8j,414f 783 3.67% Revenues Set Aside for Designated $ 16,879,390 $ 13,651,982 $ 12,495,310 $ 12,021,422 $ (473f888) (3.79)0/o Expenses I I I I I Net General Fund Revenues Available for $ 199,734,683 $ 210,803,733 $ 216,841,358 $ 225f730f029 $ 8,888,670 4.10% Appropriation I I I I I Revenues Set Aside for Designated Expenses: This represents components of Gross General Fund Revenues that are set aside for designated purposes. The proposed purposes are shown in the table below. Financing Sources Tax Levy Free Cash Other Total Notes 1 Set-Aside for Unanticipated $ 200,000 $ 200,000 Reserved for appropriation at the 2020 annual Current Fiscal Year Needs town meeting to fund supplemental appropriations to the FY2020 budget. 2 Other Post-Employment $ 750,000 $ If 1791,721 $ 11929,721 $750,000 from the tax levy made available from Benefits(OPEB) the proposed use of this amount from the Health Insurance Claims Trust Fund to fund FY2021 Health Insurance. 3 Unallocated $ 250,000 $ 250,000 Set-aside for as yet to be identified FY2021 purposes. 4 Cash Capital $ 4,200,000 $ 41200,000 5 Appropriate into Capital $ 11576,,899 $ 11576,,899 To meet future capital/debt service needs. Stabilization Fund 6 Appropriate from Capital $ 105,000 $ 105,000 Proposed use of Capital Stabilization Fund to hold Stabilization Fund debt service increases to 5%annually. 6 Transition Free Cash out of $ 700,000 $ 700,000 5-year plan to wean off Free Cash for Operating Budget Operating Budget-fiscal best practice 7 Street Improvement $ 21634,022 $ 21634,022 Consistent with long-term street Program maintenance plan. 8 Municipal Building Envelope $ 208,962 $ 208,962 Initially funded in 2006 override;increases by 2.5% and Systems per year. 9 Support of Community $ 218,916 $ 218,916 Center Program(Transfer to Article 12) 10 Subtotal $ 3,811,900 $ 8,106,620 $ 105,000 $12,023,520 11 Revenue to Support $ - $ 2,209,561 $ 2,209,561 Free Cash to support the FY2021 operating I Operating Budget I I I I I budget. 12 Retire Note for Land $ - $ 2,403,450 $ 21403,450 To pay down notes issued for Pelham and Bedford I Purchases-Debt Service I I I I St.over 5 years. 13 Grand Total $ 3,811,900 $12,719,631 $ 105fO1O $16,636,531 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 11-5 This Page Intentionally Left Blank. u � , s �.... �� Section III: Program 1000m. Education This section includes detailed information about the FY2021 Operating Budget & Financing Plan for education. It includes: • 1100 Lexington Public Schools III-2 • 1200 Minuteman Regional High School III-34 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 III-1 ,EX,,1NG,T0N L C S C � I,, FY 2021 Superintendent's Recommended Budget BUDGET OVERVIEW SUPERINTENDENT'S BUDGET MESSAGE ..................................................................................................2 THE STRATEGIC PLAN OF THE LEXINGTON PUBLIC SCHOOLS, 2019-2029................................................3 OurCore Values: ..............................................................................................................................3 VisionStatement:..............................................................................................................................3 StrategicGoals: ................................................................................................................................3 ORGANIZATIONAL STRUCTURE................................................................................................................4 SchoolCommittee Members.............................................................................................................4 BUDGETDEVELOPMENT..........................................................................................................................4 BudgetProcess.................................................................................................................................4 BudgetGuidelines.............................................................................................................................5 BudgetCalendar...............................................................................................................................6 Revenue Allocation Process.............................................................................................................8 RECOMMENDED BUDGET AND SUMMARY OF SIGNIFICANT BUDGET CHANGES.........................................10 Negotiated Salary Increases...........................................................................................................10 Enrollment Increases and Corresponding New Positions...............................................................10 THE STRATEGIC PLAN OF THE LEXINGTON PUBLIC SCHOOLS, 2019-2029 (FULL DOCUMENT) .................13 THE COLLECTIVE GOALS OF THE SCHOOL COMMITTEE &SUPERINTENDENT(2018-2020)......................25 Goal-Setting and the Superintendent Evaluation Process..............................................................25 Professional Practice Goal #1: Community Outreach.....................................................................25 Student Learning Goal #2: Diversity, Equity, and Inclusion............................................................27 School Committee & Superintendent Goal #3: Strategic Planning .................................................29 School Committee & Superintendent Goal #4: Promoting Student Learning, Engagement, and Well-Being in our Schools...............................................................................................................30 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-1 ,EX,,I,NG,TON L 1, C S u, Ull,,,,,,,, 0 0 11.- S od, FY 2021 Superintendent's Recommended Budget Superintendent's Budget Message January 2, 2020 Dear School Committee Members, Elected Officials, and Residents of Lexington: As one decade ends and the next begins, we celebrate another terrific year for the Lexington Public Schools! After many months of hard work and lots of community involvement, we kicked off 2019-2020 with a new LPS Strategic Plan. Our strategic plan begins with a vital mission, reminding us of the purpose of a Lexington education: "Joy in learning, curiosity in life, and compassion in all we do."We incorporate into the plan a unique set of "kid-friendly" core values like "embrace your revolutionary spirit," and we offer an ambitious vision prioritizing what matters most in the Lexington Public Schools. The vision emphasizes (among other ideas) our deeply held belief that everyone has a right to an excellent education and it is our individual and collective responsibility to create learning opportunities and systems that are fair and just. In other great news (and thanks to the support of our taxpayers), Lexington Children's Place opened its doors this fall, and Hastings Elementary School soon will follow. Both schools will produce as much energy as they use, bringing Lexington one step closer to achieving its sustainability goals with these two new net-zero buildings. Throughout the year, the talented students and staff who occupy our buildings continued to earn local, state, and national recognition for their many impressive achievements. Harrington Elementary School, one of only 300+ schools in the country, was named a National Blue Ribbon School this year, joining the ranks of several other Lexington schools to have earned this distinction in the past. While we have experienced many successes, we are not without our fair share of challenges. Enrollments at the high school are on the rise, and we are entering into one of the most conservative budget seasons the school district has experienced in many years. The FY 2021 Lexington Public Schools recommended budget is a "level-service" budget, which means that for the most part, we will maintain existing services and personnel. There is potential for an additional 230 students by the year 2025, which would bring total enrollment at Lexington High School to approximately 2,500 students and put more pressure on our already overcrowded facilities. We are in the final stages of developing a Master Plan, and we will resubmit a Statement of Interest to the Massachusetts School Building Authority, requesting help to defray the costs of a new or renovated high school. Finally, we are in the process of implementing later school start times, as well as a comprehensive redistricting plan that will take effect in the fall of the 2020-2021 school year. We know we have our work cut out for us with so many challenges on the horizon, but in the words of Molie're: "The greater the obstacle, the more glory in overcoming it." As always, we remain grateful for your partnership and support, and we look forward to providing all our children with an exceptional Lexington education filled with the kind of "joy in learning" that every child so rightly deserves. Sincerely, v Dr. Julie Hackett Lexington Public Schools Superintendent of Schools 1100 Lexington Public Schools as of January 7, 2020 Budget Overview ,EX,,I,NG,TON L C S C � I,, FY 2021 Superintendent's Recommended Budget The Strategic Plan of the Lexington Public Schools, 2019-2029 Mission Statement Joy in learning; curiosity in life; and compassion in all we do. Our Core Values: • We all Belong • Use Your Mind • Be Curious & Have Fun • Care for Yourself& Others • Do Your Part • Be Courageous • Embrace Your Revolutionary Spirit • You are Enough Vision Statement: • Diversity, Equity, Inclusion • Redefining Success • Students as Active Agents • Authentic Learning Experiences • Community Partnership Strategic Goals: • GOAL 1: Address and Narrow Equity Gaps o Identify, address, and narrow equity gaps in student opportunities, experiences, and achievement, ensuring the meaningful inclusion and integration of every member of our school community. • GOAL 2: Redefine Success o Transform our practices, systems, and structures to reflect a broader definition of success for our students, staff, and schools, including new measures of student achievement that extend beyond academics to include the knowledge, skills, and attributes students need to be prepared for the future and content in life. • GOAL 3: Cultivate Student Agency o Cultivate student agency and a sense of self-efficacy by ensuring that all our PK-12 students' educational experiences place them at the center of their learning; consistently revisit our curriculum, instruction, assessment, and professional learning practices to (1) ensure relevancy and student voice; (2) to teach students to set their own meaningful goals; (3) to value productive struggle as they work toward them; and (4) to reflect and monitor their progress toward attaining those goals. 1100 Lexington Public Schools as of January 7, 2020 Budget Overview—3 ,EX,,I,NG,TON L4r„„ 1, C S C 0 0 11.- S od, FY 2021 Superintendent's Recommended Budget • GOAL 4: Innovate for Sustainable Change o Refine and improve our school- and district-wide practices, systems, and structures related to managing innovation and promoting lasting change. We will develop clear decision-making structures and communication methods to prevent initiative overload and enable us to more consistently scale up promising practices. Please refer to complete document beginning on page 15. Organ izational Structure The Education Reform Act of 1993 determined that the School Committee's charge is (1) to select and terminate the Superintendent; (2) to review and approve the budget; and (3) to establish educational goals and/or policies for the district consistent with the requirements of law and statewide goals and standards established by the Department of Elementary and Secondary Education. School Committee Members Eileen Jay, Chair Term Expires: 2022 Kathryn Colburn, Vice Chair Term Expires: 2020 Kathleen Lenihan Term Expires: 2021 Deepika Sawhney Term Expires: 2021 Scott Bokun Term Expires: 2022 Budget Development Budget Process Annually, the administration develops its capital and operating budgets, which begin July 1 and end June 30. This highly collaborative and public process engages the School Committee, the Board of Selectmen, the Appropriation Committee, the Capital Expenditures Committee, municipal and school staff, and citizens. The employees of the Finance Office are responsible for coordinating, developing, and monitoring the annual budget process. Each year, the School Committee develops its annual goals, budget guidelines, and budget calendar. These provide the administration with the roadmap to develop the recommended annual budget. The Superintendent is tasked with developing a budget that advances the district in concert with the outlined policy objectives. The School Committee is responsible for reviewing and approving the budget for incorporation within the complete Town budget. Major Steps in FY 2021 Budget Development: Summer: School Committee and Superintendent establish Collective Goals (2018-2020). Early Fall: School Committee approves annual budget guidelines and calendar. Fall: Staff develop budget recommendations. 1100 Lexington Public Schools as of January 7, 2020 Budget Overview ,EX,,I,NG,TON L4r„„ 1, C S C 0 0 11.- S od, FY 2021 Superintendent's Recommended Budget Late Fall/Early Winter: All departments meet with the Assistant Superintendent for Finance and Operations to review existing staffing levels, review budget priorities, and discuss anticipated budget requests. During this time, a series of working summit meetings including the School Committee, the Board of Selectmen, the Appropriation Committee, and the Capital Expenditures Committee are conducted to discuss the current financial health of the Town, along with any budgetary issues, and provide policy guidance to the municipal and school staff in finalizing budget recommendations. The Superintendent, in consultation with the Assistant Superintendent for Finance and Operations and the School Department's Administrative Council, reviews budget requests and makes recommendations for all school programs to the School Committee. The School Committee takes the recommendations of the Superintendent and after public hearings on the Superintendent's Budget Recommendations, makes final budget decisions consistent with their collective goals. Early Spring: A month before Town Meeting members discuss financial articles, the approved budget of the School Committee is distributed to Town Meeting members and the finance committees; it also is available to citizens at the Library and the Town Manager's Office. In addition, the budget documents are publicly available on the Lexington Public Schools website: https://Ips.lexingtonma.org/Page/l 1403. Spring: The Annual Town Meeting begins in March with meetings held on weekday evenings. Town Meeting debates and adopts the School Department budget as part of the complete Town budget. Town Meeting has authority over the total appropriation of school department funds, but line-item authority and spending priorities are the purview of the School Committee. Budget Guidelines On October 1, 2019, the School Committee voted the FY 2021 Budget Guidelines and requested that the Superintendent present a level-service budget that attempts to address the fourteen highlighted areas. These guidelines serve as the basis for the Superintendent's Recommended Budget in FY 2021. For purposes of clarification, a level-service budget is defined as an allocation of the funds necessary to replicate the current level of services provided, accommodating increases in enrollment, all legal requirements, including current collective bargaining requirements, and special education laws. The FY 2021 budget guidelines are as follows: In order to provide for the educational needs of Lexington students, the Superintendent of Schools will develop a fiscal year 2021 budget that will: 1. Ensure the safety, security, and social-emotional well-being of our students, and continue the Town's joint effort on mental health. 2. Ensure all legal and contractual mandates will be met. 3. Ensure professional staffing guidelines will be met and class sizes will remain within the established guidelines, to the extent possible given space limitations. 4. Identify efficiencies and cost-saving measures that do not compromise the educational program. 5. Include sufficient operating and capital funds to: a. continue the current level of services; b. be responsive to projected enrollment growth and corresponding needs, including those related to staffing, instructional supplies, and facilities; 1100 Lexington Public Schools as of January 7, 2020 Budget Overview ,EX,,I,NG,TON L4r„„ 1, C S C 0 0 11.- S od, FY 2021 Superintendent's Recommended Budget c. move the district forward in meeting the increasing technological demands in various educational settings; d. implement a master capital plan to expand school capacity and meet rising enrollment; 6. Maintain capital assets in order to support the instructional program, protect the physical assets of the Town of Lexington, and ensure the health and safety of our students and staff. 7. Identify funds and strategies to implement diversity, equity and inclusion efforts and to increase the cultural proficiency of our school community. 8. Identify funds and strategies to continue to leverage and support social and emotional learning efforts throughout the district. 9. Identify funds and strategies to leverage and support project-based learning efforts throughout the district. 10. Continue to explore possible alternatives and improvements to school programs at all levels, including elementary health education, K-8 World Languages, and the scope and sequence of science classes at the secondary level. 11. Identify costs, impacts, and an implementation plan associated with changes in school start times for Lexington students. 12. Identify funds and/or strategies necessary to develop a multi-year comprehensive Lexington Public Schools Strategic Plan for the district, to include equity and master planning. 13. Identify funds and/or strategies to continue the research and implementation of graduation requirements. 14. Identify funds and/or strategies to create an elementary and middle school redistricting plan. School Committee Draft September 19, 2019 Revised 9/26/2019 Budget Calendar Each year, the Superintendent presents a budget calendar to the School Committee. This calendar outlines the timing of events and guides the budget development process. This timeline can be found below: 2019 September 6 FY 2021 Instructional Technologies capital budget submitted to Town of Lexington September 24 School Committee reviews FY 2021 budget calendar October 1—October 12 Review capital proposals: Superintendent, Director of Public Facilities, and Assistant Superintendent for Finance and Operations 1100 Lexington Public Schools as of January 7, 2020 Budget Overview—6 ��o _��_�� _�`��~� ����_�^��� ]��~������_�� ��� �� ��� �`�| L 1 C S C 0 0 11.- S FY2O2Y Superintendent's Recommended Budget October 1—Ootober12 Superintendent, Director of Public Facilities, and /\ooiotent Superintendent for Finance and Operations discuss project naquootsvvith administrators October Goog|e Form link distributed for FY 2021 staffing and expense budget requests. FY 2021. Goog|e Form requests for staffing and expenses are due to the Assistant Superintendent for Finance and Operations at the date of individual budget meeting October School Committee approves F\' 2O21 budget calendar and reviews the PY2O21 budget guidelines October 14—[>ctOber18 SPED budget staffing meetings (with /\SSiSt@nt Superintendent for Finance and Operations, Assistant Director of Finance, ETS. Director of Special Eduoetion, and building principals) TBO Submittal of Town (Municipal & School) F\/ 2021-2025 Capital Requests to Capital Expenditure Committee (CEC) and Community Preservation Committee (CPC) O{tOber28—NOve0ber 15 Budget Review: Central Office and department staff meet at assigned times with /\ooiatent Director of Finance and Assistant Director of Finance Ootober3O 8urnrnit |: Financial |ndicetona'. .5—Year Forecast; Initial Revenue Projection T8O Recommended FY 2021 capital budget requests approved by the School Committee (School Department and Public Facilities) November 21 Summit ||: Final Revenue Allocation Model December 13 (tentative) Superintendent finalizes F\/ 2021 budget recommendation December 18 Summit ||A: F\/ 2021 Finalized Revenue Allocation [)eoember23—Jenuory 1 School Vacation Week 2020 January 3 Budget distributed to School Committee and posted to vvaboite January 7 School Committee Meeting: Superintendent's Budget Presentation J8DU8p/ 13 Town yW8n8g8r Submittal Of PR3|i0OiD@n/ [)p8[8tiDg and Capital Budget to Board of Selectmen (White Book) January 14. 8:00 a.m. Public Hearing: SChOO| Committee Public Hearing and discussion Of the Superintendent's Recommended F\/ 2021 Budget: Location: Selectmen's Meeting Room January 18 Summit |||: FY 2021 White Book Review 1100 Lexington Public Schools as of January 7. 2020 Budget Overview-7 ��o _��_�� _�`��~� ����_�^��� ]��~������_�� ��� �� ��� �`�| L 1 C S C 0 0 11.- S FY2O2Y Superintendent's Recommended Budget Jenuary21 Public Hearing: Superintendent's Recommended FY 2021 Budget: Location: Selectmen's Meeting Room February School Committee FY 2021 budget diaouaaiona, consideration of community feedback on FY 2021 Operating Budget (including fees) and FY2O21 Capital Budget February Summit |V: Changes to FY 2021 White Book to be included in Brown Book T8O 2020 Annual Town Meeting School Committee Fiooe| Year 2021 Recommended Operating Budget document finalized (TMMA) February 11 Board of Selectmen vote to approve FY 2021 Recommended Operating Budget and FY2O21-2O25 Capital Improvement Plan (C|P) February 25 School Committee adopts FY2021 Operating Budget (including fees) and FY2O21 Capital Budget March 2 (tentatiVe) Distribution OfFY2021 Recommended Operating and Capital Budget to TyWyNA` Town yWenegor. Senior Management Team, Appropriation Committee, Capital Expenditures Committee, Board of Selectmen, School Committee, Central Office, and Principals Maroh23 Annual Town Meeting (Mondays and Wednesdays until completed; Town Meeting does not meet during April school vacation week) T8[) Budget presentation to Town Meeting by the Town Manager and Superintendent April 24 Notification of budget approvals; Employee Action Forms sent to Human Resources June School Operating Budget opens for entry of supply and services requisitions Revenue Allocation Process The Town of Lexington has established 0 collaborative budget development process that is conducted through a series Of budget SuD00Oit meetings. These budget summit meetings begin in October and end in February. These meetings include the School Committee, the Board Of Selectmen, the Appropriation Committee, and the Capital Expenditures Committee. Topics covered at these meetings include: Summit |: Financial Indicators; 5-Year Revenue and Expense Forecast Summit ||: FY 2021 Revenue Projections; FY 2021 Revenue Allocation Summit ||A: F\'2021 Finalized Revenue Allocation Summit |||: FY 2021 White Book Review Summit |V: FY 2021 Brown Book Preview 11OO Lexington Public Schools 000f January 7. 2O2O Budget Overview-8 L,, X,,ING,TON 1OF" rwa or P m I S C [1, 2Y 2021 Superintendent's Recommended Budget The Revenue Allocation Model, first presented at Summit IIA on December 19, 2019, provides for a projected 4.3% increase over the School Department's FY 2020 budget, the detail of which is broken out in the table that follows: U'S NY Town of Lexington Financial Summit II-A -r n } P APRIL IT' 'tN<F_ ^ FY2021 Revenue Allocation Model $ 237,432 Projected FY2021 Re ve n u e Shared Municipal School ($s in 000s) (1) $ (113,554) $ - $ - $ (113,554)1 FY2020 school budget (2) $ (40,272) $ - $ (40,272) $ - FY2020 municipal budget (3) $ (209) $ - $ (209)$ - Tax Levy Support of Community Center(Article 12) (4) $ (2,992) $ (2,992) $ - $ - FY2021 Minuteman (5) $ (6,686) $ (6,686) $ - $ - FY2021 Contributory Retirement (6) $ (16) $ (16) $ - $ - FY2021 Non-Contributory Retirement (7) $ (30,081) $ (30,081) $ - $ - FY2021 Benefits (8) $ (200) $ (200) $ - $ - FY2021 Unemployment (9) $ (875) $ (875) $ - $ - FY2021 Workers'comp (10) $ (845) $ (845) $ - $ - FY2021 Property and Liability Insurance (11) $ (250) $ (250) $ - $ - FY2021 Uninsured Losses (12) $ (410) $ (410) $ - $ - FY2021 Solar Production Payment (13) $ (7,916) $ (7,916) $ - $ - FY2021 Debt Service (14) $ (2,403) $ (2,403) $ - $ - Pay Down Principal for Land Purchases (15) $ (750) $ (750) $ - $ - FY2021 Reserve Fund (16) $ (11,943) $ (11,943) $ - $ - FY2021 Facilities Department Budget (17) $ - $ - $ - $ - Facilities PIRs $ (250) $ - $ - Set-Aside for as yet to be identified needs; $ (200) $ - $ - Unanticipated Current Fiscal Year Needs TBD $ - $ - Debt Service Mitigation $ (1,325) $ - $ - Capital Stabilization Fund (18) $ (11,448) $ (700) $ - $ - Transition Free Cash out of Operating Budget-2nd of 5 years $ (4,200) $ - $ - Cash Capital $ (1,930) $ - $ - OPEB $ (2,634) $ - $ - Street Improvement Program $ (209) $ - $ - Building Envelope Program (19) $ (230,848) $ (76,814) $ (40,480) $ (113,554) Base Budget-Used for Allocation 26.3% 73.7% Percentage-Municipal and School Only (20) $ 6,584 $ 1,730 $ 4,854 Incremental Revenue 4.3% 4.3% Percent of Current Budget Revenue Allocation History & Trends: Below is the growth factor approved during the last six budget cycles: 2Y 2021: 4.3% FY 2020: 5.4% 2Y 2019: 6.9% FY 2018: 6.6% FY 2017: 7.2% 2Y 2016: 8.5% 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-9 ,EX,,I,NG,TON L C S C � I,, FY 2021 Superintendent's Recommended Budget Recommended Budget and Summary of Significant Budget Changes Funding Sources FY 17 Actual FY18 Actual FY 2019 1 1 Budget(adj) Budget • • • Increase Increase Tax Levy $ 96,708,616 $ 101,204,582 $ 107,667,945 $ 113,087,257 $ 117,986,895 $ 4,899,638 4.33 Fees&Charges $ 584,683 $ 450,600 $ 443,500 $ 466,500 $ 420,500 $ (46,000) -9.86% Total 1100Lexington Public School $ 971293,299 1 $ 101,655,182 $ 108,111,445 $ 113,553,757 $ 118,407,395 $ 4,853,638 Appropriation Summary FY 17 Actual FY18 Actual FY 1 ' Actual FY 2020 Budget(adj) Recommended Salary and Wages $ 81,061,911 $ 85,948,669 $ 90,271,520 $ 95,442,183 $98,932,332 $ 3,490,149 3.66% Expenses $ 14,290,702 $ 15,706,513 $ 16,832,878 $ 18,111,574 $ 19,425,324 $ 1,313,750 7.25% Total 1100Lexington Public School $ 95,352,613 $ 101,655,182 $ 1071-104,398 $ 113,553,757 $ 118,357,656 $ 4,803,899 *Amounts shown are general fund only and does not reflect spending supported by Labbb Credit,Circuit Breaker Funds,Revolving Funds,or local/state/federal grant funds Transfer to Unclassified(Health,Medicare,Workers Comp) $49,738.57 3.19 FTE Total Recommended $ 118,407,395 $ 4,853,638 The School Department was allocated a Revenue increase of $4,853,638 for FY 2021 through the Revenue Allocation Model adopted at Summit IIA. In addition to funding the School Department budget growth at $4,803,899, the department will transfer $49,739 to Municipal accounts for the corresponding benefit costs of the net 3.19 FTE projected benefits-eligible positions proposed in this budget. For FY 2021 the salaries and wages line is increased by $3,490,149 (or 3.66%) to support existing position salary increases and a net addition of 3.19 FTE included in this budget. The expense line is recommended to increase by $1,313,750 (or 7.25%) over the FY 2020 appropriation. Negotiated Salary Increases The FY 2021 budget includes funding for estimated wage increases for all collective bargaining units and non-union positions, including both step increases and cost of living adjustments (COLA). The current status of collective bargaining agreements and corresponding expiration dates can be seen below: Bargaining Unit Contract Term LEA: Unit A 09/01/2019— 08/31/2022 LEA: Unit C 09/01/2018— 08/31/2021 LEA: Unit D 07/01/2018— 06/30/2019 LEA: Tech 07/01/2018— 06/30/2021 ALA: Administrators 07/01/2019 — 06/30/2022 Enrollment Increases and Corresponding New Positions During the past five years, K-12 enrollment at the Lexington Public Schools has increased by 389 students (+5.78%), or an average of 78 students per year (or 1.16% per year). These past increases 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-1 0 ,EX,,I,NG,TON L4r„„ 1, C S C 0 0 11.— S od, FY 2021 Superintendent's Recommended Budget have had a direct impact on the School Department's operating budget each year to accommodate these new students and maintain the level of programming offered by Lexington Public Schools. To better understand future enrollment trends, five-year enrollment is projected for elementary, middle, and high school, incorporating new enrollments from October 1, 2019. For the purposes of this budget, a version of the Cohort Survival Method is used, which is one of multiple models the district runs each year. In this version, future kindergarten enrollments are based on a linear model that incorporates 30 years of historical kindergarten enrollments. Average grade-to-grade progression rates are then applied to the rest of the grades. Similar one-year school-level projections are used to plan staffing and other resource allocations for each specific school. This approach to planning is supplemented by frequent, ongoing monitoring of enrollment. Although enrollment projections can offer insight about the direction of future enrollment trends, they should not be viewed strictly as a point estimate, as this does not accurately acknowledge the uncertainty associated with projections. In recognition of this reality, 90% confidence intervals are produced for all enrollment projections. Correct interpretation of such intervals is that there is a 90% chance that the confidence interval contains the true value of future enrollment. One way flexibility is incorporated into the budget is by having unallocated reserve full-time equivalent positions (FTEs) for both general education and special education. The proposed budget includes a reserve of 7.50 professional FTE for General Education and Special. FY 2021 enrollment growth is anticipated to be approximately 58 students. Elementary School Enrollment: History and Forecast for FY 2021 to FY 2025 (CSM) FYI[)rehiminary Elementary F)rojections 3150 0 ................ /1I a. 1 .2750 0%1 Vill...... 2550 /OA 2350 2 1`5 0 1.950 000ii0iiiii0iiiiiiiiiim 0 1750 1 0 i r,4 rr) 41, Ln r- oo a) o i r,4 rn d ii..n oW M 0 r-i r14 M 1111 Ln LD 00 0) 0 r_4 r,4 M -t i n a.D 1�1- CX) M 0 n 00 CC 00 00 W M 00 00 W 0) M M M al 0) (n 0) M M 0 0 0 0 0 0 0 0 0 0 . . . I A U_ I A II...I..... II...I..... I A II...I..... I A U_ I A I A II...I..... I A II...I..... I A U_ II...I..... I A II...I..... I A U_ I A I A II...I..... I A II...I..... I A U_ U_ I A II...I..... I A II...I..... I A I A U_ I A II...I..... I A II...I..... II...I..... I A U_ I Ii 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-1 1 ,EX,,I,NG,TON L4r„„ I, C S C 0 0 11.— S od, FY 2021 Superintendent's Recommended Budget Middle School Enrollment: History and Forecast for FY 2021 to FY 2025 (CSM) IFY20-.1)r III iimiinairy Viddle School 1„.)irojectioins 2500 2300 2100 1900 1700 00 1.500 000 1.300 00,00 1100MINu ......................... 900 r--I C14 M 'Till I n to 1--, 00 M 0 1 r,4 M U) Q0 r, 00 0) 0 1 C14 M �t I n UO 11*1 00 G) 0 rA rj rn u) �D r- oo m c i r4 rn 7r L,,o 00 00 CYJ CO W W 00 00 00 M M M 0) 0) M M, M M M 0 0 0 0 0 0 0 0 0 C) i i r-A w q w q C'14 rIJ rI4 CJ r4 r4 >- I I Lj- Lj- R I I I I I I I R I Lj- Lj- R I I I I I I I R I Lj- Lj- I I I I I R I R I Lj- I A I I I I R I R I R I I A I A I I I I R I R I R I I I I A I I R I R I R I I I I I I A High School Enrollment: History and Forecast for FY 2021 to FY 2025 (CSM) II::::::Y20.III)ire h imiinary I ligh School IlPirojections 2850 2650 GOP, 2450 2250 2050 .1.850 1650 00000°,O 0000 14':.:)0 1250 a.......1 r4 M N't Ln LD I'll 00 0) t c 1 C14 M ":t LF1 Q0 Its 00 M 0 1 r4 M It 191 w l�- X C.;) 0 11 L14 M ;I- 10 W 1�1- 00 M 0 1 r,4 rf) -t- U) M 00 ro 00 00 00 00 M 00 0) M Cr"� CT) 0) 0) M 0) CT" Cj) 0 0 0 C) C-) L�) 0 0 0 C) r--i r-i I I r-A r--i r--i I I I . . . C14 CN C4 > > >- >- >- >- >- > >- >- >- > >- >- >- >- >- > > >- >® I>- > > > >- >- >® > >- >- >- >- >- >- > >- >- >- >- >- >... >- I A I A R 1 11 R I I A I A I A II...I..... II...I..... R I I A I A I A II...I..... II...I..... II...I..... 1 A I A II...I..... II...I..... II...I..... I A I A I A II...I..... II...I..... II...I..... I A I A I A R I II...I..... II...I..... I A I A II...I..... UL. R I I A I A I A II...I..... ii I L-L 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-1 2 ,EX,,I,NG,TON L4r„„ 1, C S C 0 0 11.- S od, FY 2021 Superintendent's Recommended Budget In order to address the increasing enrollment projected for FY 2021, additional positions are included in the recommended budget. A total of 9.27 FTE are linked with the increasing Lexington enrollment (including mandates for Special Education), plus 3.25 FTE for necessary staffing to maintain the quality and level of service. In total, the recommended net increase in staffing for the 2021 budget year is 3.19 FTE. A summary table of position changes is included below with additional detail included in the Recommended Budget section of this document: Request Category Program 9-12 English 0.25 9-12 World Language (1.00) Finance & Operations (0.50) Human Resources (0.27) K-12 Counseling 1.67 PreK-22 Special Education (8.47) Technology (1.00) Base Total MEnroliment K-12 Curriculum 3.07 PreK-22 Special Education 0.50 -------------------------------------- Enrollment Total 3.57 WMandate PreK-22 Special Education 5.70 Mandate Total 5.70 IrProgram Improvement K-12 PE/Wellness 0.70 PreK-22 Special Education 2.40 Print Shop 0.15 i I'll,11 If Grand Total 3.19 The Strategic Plan of the Lexington Public Schools, 2019-2029 (full document) Starting on following page 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-1 3 EXING ON � 114..........[",`If ................. C S C 0 0 ............ S The Executive Summa� of The Strategic Plan of the Lexington Public Schools, 201.9 - 202 9 SUPERINTENDENT'S FOREWORD Dear Colleagues and School Community Members: I am deeply honored to share our new strategic plan, a document that we hope will be of great significance to you. Ten short months ago, we set out to create a plan that is uniquely Lexington's. We worked tirelessly to avoid the "remarkable sameness"I that exists in other strategic plans, and thanks to your efforts, we believe we have succeeded! If implemented well., the strategic plan has the power to transform our approach to teaching and learning in the Lexington Public Schools. We won't achieve the bold ideas expressed in our strategic plan in days, weeks, or even months it will take years of hard work and sustained focus over time. I invite you to partner with us as we gear up for the exciting and challenging work ahead! Lexington's strategic plan is a plan that was created by you and not for you and that's what sets it apart from the rest. We engaged everyone in the process: elementary, middle, and high school students; staff members in every school building, school committee members, and diverse members of our community. Our plan focuses on what matters most in Lexington students and teaching and learning. The strategic plan directs us to move together, yet it is designed to be flexible, allowing all stakeholders to maintain autonomy in the process. Our core values have universal appeal and are designed to resonate with students and staff alike. We articulate a vision of higher expectations by taking on bold topics like redefining success and addressing and narrowing equity gaps. None of this would have been possible without you. It is with sincere appreciation and heartfelt gratitude that I acknowledge the efforts of the entire Lexington Public School community in the strategic planning process. In particular, I would like to recognize the exceptional work of the Synthesis and Strategic Planning Teams. They spent countless hours collecting and analyzing school community data and searching for the right words to adequately convey the ideas that are most important to you. It was a privilege to collaborate with these talented individuals. In many ways, their approach to the work captures the spirit of our new Lexington Public Schools mission, "Joy in learning; curiosity in life, and compassion in all we do." Lexington is an extraordinary school system with endless potential. Our new strategic plan provides the clarity and vision we need to enhance the educational experiences of our students and engage in professionally rewarding work. I look forward to our continued collaboration, and I can't wait to see what's in store for us in the years to come! —Dr. Julie L. Hackett, Superintendent of Schools Lexington Public Schools Conley,D.(1993,April).Strategic planning in practice:An analysis of purposes,goals,and procedures.Paper presented at the annual meeting of the American Educational Research Association,Atlanta. Executive Summary of the Strategic Plan of the Lexington Public Schools MISSION STATEMENT What is a mission and why is it important? You may have heard the expression, "If you don't know where you're going, any road will take you there."2 A mission gets at an organization's purpose or reason for existing. After lengthy discussion, debate, and the development of countless iterations of draft statements, one mission clearly rose to the surface: "Joy in learning; curiosity in life;and compassion in all we do." The words were carefully chosen and W intentions o over happiness; curiosity over J y p p Yand co,mr,", , sysian,,,M ,aftwe db�. achievement; and compassion over empathy. The word "joy" cultivates a sense of lasting inner peace that emanates from the individual; while happiness is fleeting and externally motivated. The word "curiosity" evokes a sense of wonderment that leads to deep intellectual engagement and attainment of knowledge and skills; while achievement evokes a superficial level of success, like getting a good grade or a perfect score. The word "compassion" extends beyond empathy, imploring us to not just feel, but to act on our sympathies and do something to improve the lives of others. In just twelve simple yet powerful words, we convey in our mission all that we aspire to do each day in the Lexington Public Schools. OUR CORE VALUES Education today requires more than the acquisition of content and the application of skills. A well-rounded public school experience requires us to develop and instill in our young people those attributes needed to serve others and make our world a better place. The core values capture our deeply held beliefs, describe the ethos of our organization, what we stand for, and how we act. The headings of each of the eight core values are designed to appeal directly to all school community members, from the little four-year-old Lexington Children's Place preschooler to our more mature community members. Most core values are "you" statements directed at an ,y individual, signifying a personal imperative and invitation to the reader. These personal appeals are then juxtaposed with inclusive "we" statements that follow. The only exception is the core value "We all Belong," which elicited many spirited discussions. Ultimately, the Synthesis Team agreed that the use of the plural pronoun in the heading was more sensible, as belonging is a human affinity that cannot be prescribed. Only the individual can determine the degree to which s/he feels a sense of belonging. The descriptive language following each core value intentionally uses the pronoun "we" to convey the sense of warmth and togetherness we hope to inspire as we approach the work ahead. We worked to create core values with a universal appeal that resonates with all community members from our residents, to our families, to our staff, to our preschoolers, to our high school seniors, and everyone in between. Our core values will guide our efforts, shape our daily intentions, and help to build the culture and climate we envision for the Lexington Public Schools. 2 Song lyrics from"Any Road"by singer/song-writer,George Harrison and the opening track to his posthumous album Brainwashed. Copyright©2019 by Lexington Public Schools. All Rights Reserved. 2 Executive Summary of the Strategic Plan of the Lexington Public Schools 1. We all Belong: We are inclusive of all people, and we embrace and serve one another. We are dedicated to working toward mutual understanding of all cultures, backgrounds, identities, ideas, beliefs, learning styles, and abilities that are different from our own. In our community, we all bring unique skills, perspectives, and experiences. We create a safe and supportive learning environment when we work to ensure that everyone is honored and respected. 2. Use Your Mind: To learn and grow, we must continually seek new knowledge, think critically, know how to process information and apply skills to new situations. We seek out other points of view and work to understand the perspective of others. We recognize that all learning requires failure and making mistakes. We grow from these experiences and strive to continually challenge ourselves to our highest ability. 3. Be Curious and Have Fun: Joyful learning is fueled by an inquisitive mindset, a questioning attitude, and an imaginative, playful spirit. Mastery of facts and skills is not enough. Active inquiry, application of skills, good humor, and productive struggle are the hallmarks of deep, lifelong learning 4. Care for Yourself and Others: We nurture empathy and compassion for one another and care for our own well-being and that of others. When we seek joy for ourselves and nurture our own mental, physical, and emotional health and well-being, we are able to share our gifts with others. 5. Do Your Part: As members of communities, both small and large, we are united in many purposes. When we encounter challenges or conflicts, we work together with confidence and humility. None of humanity's great accomplishments were done in isolation. Members of our community meet each other where they are and are invested in one another's success. 6. Be Courageous: Doing the right thing requires daily practice. When we act with integrity and moral courage, even our small actions can lead to big changes. We believe it is our obligation to serve and care for others in our local and global communities and stand up for just causes, even when it might be unpopular to do so. 7. Embrace Your Revolutionary Spirit: We are pioneers and innovators with the power to make meaningful, lasting change. We take bold and thoughtful risks, and we do not shy away when it is our time to lead. We resist the urge to make changes for the sake of change, and we willingly embrace new ideas that hold long-term promise and help us grow. 8. You are Enough: We are all, at this moment, on unique paths. Life is a personal journey that is our own and not to be compared with others. Everyone has moments of doubt. Persevere. There is no one definition of success. We get to define and redefine success throughout our lifetime. Copyright©2019 by Lexington Public Schools. All Rights Reserved. 3 Executive Summary of the Strategic Plan of the Lexington Public Schools VISION STATEMENT A vision statement tells us what our school community will look like ten years from now, as a result of living our mission and achieving our goals. It gives us a glimpse into our future and lets us know what we can expect from the OM TM-YEW k1s" Lexington Public School community if we do what we say we will do. The LEMWOMP vision is written in the present tense, as though it is the year 2029, when our vision has become a reality. The use of present tense allows us to convey to 4O fl000hft swo . you the seriousness of our intentions and the level of our commitment. The ftmonft�a Synthesis Team engaged in many conversations about how best to structure " the vision. We created lists, draft visions in narrative form, and paragraphs highlighting particular concepts. Ultimately, we decided that categorizing the bold ideas and adding detailed "snapshot paragraphs" is the best way to Lill........ convey our school community's preferred future to others. Five memorable snapshots to help you better visualize our new direction in the Lexington Public Schools include the following (1) diversity, equity, and inclusion; (2) redefining success; (3) students as active agents; (4) authentic learning; and (5) community partnership. Diversity, Equity, Inclusion Everyone has a right to an excellent education, and it is our individual and collective responsibility to create learning opportunities and systems that are fair and just. Moreover, we believe a child's first placement is in an inclusive general education setting together with peers. We foster a culture of respect for all members of our community, where everyone is honored and everyone belongs. We dedicate ourselves to exploring and understanding diverse cultures, backgrounds, identities, ideas, beliefs, learning styles, and abilities that are different from our own. We ° embrace and appreciate the richness of our community, and we continuously ° learn from one another. We recognize that people from different backgrounds offer new ways of seeing the world and solving problems. We all learn differently, and our educators draw upon varied approaches to ° teaching and learning to help meet the needs of every student. Educators model and teach our students to seek varying perspectives and to understand that reaching consensus takes effort. Our students have access to a culturally-responsive curriculum, and we strive for staffing that is reflective of the diversity of our student community. Through our curriculum we provide, for all students, robust learning opportunities that challenge them and stretch them to reach their full potential. Every child has equitable access to rigorous learning environments, as well as the needed support to bolster a belief in their own abilities to learn and succeed. Copyright©2019 by Lexington Public Schools. All Rights Reserved. 4 Executive Summary of the Strategic Plan of the Lexington Public Schools Redefining Success Lexington Public Schools has expanded its definition of success beyond traditional notions of student achievement. We continue to provide rich academic opportunities and excellence in teaching, but we now recognize that g g our students' future success requires much more. Our educators cultivate essential personal qualities, such as a curious and questioning attitude, a caring and compassionate spirit, and a lifelong joy of learning. Our students think deeply and value civil discourse and informed debate. They seek to create, innovate, and work collaboratively. They explore different cultures, ideas and beliefs, care for themselves and others, and protect our world and its inhabitants. Our staff readily embrace our families and community members as vital partners in developing these qualities and skills. Moreover, we value the process of teaching and learning, though not easily measured by traditional achievement outcomes. This expanded definition of success, anchored in our core values, is now reflected in a well-rounded and comprehensive approach to assessing the achievement of our students, staff, and schools. Students as Active Agents Students are primary agents in their own learning. Through dynamic, interactive learning experiences and deep inquiry, students are genuinely engaged and active participants. They contribute to thoughtful discourse, and apply knowledge and skills to novel situations. Students voice their opinions, choose their learning pathways, and help shape their 0 experiences and school culture. As modeled by the adults throughout our school system, students embrace education as a process where taking risks, making mistakes, and encountering failure are an inherent part of learning. We value progress over perfection, and educators, in partnership with families, assist students in becoming increasingly independent and responsible for their own learning. Students experience higher levels of engagement and a greater sense of enjoyment by actively participating in their own learning. Students know their schools are places where their ideas are honored and challenged, exploration and discovery are supported and encouraged, and they feel safe and secure. Authentic Learning Experiences Learning is authentic and connected to the real world, allowing students to apply knowledge and skills in context. It prepares them for their futures as employees, leaders, citizens, and productive contributors in the world. When educators make learning relevant and meaningful, students experience higher levels of engagement, curiosity, and joy. Students apply their conceptual understanding, engage in healthy debate, and work to solve open-ended W real-world problems in and out of school. Independent and collaborative skills are practiced regularly. Supported by administrators, our educators continuously pursue non-traditional methods to improve real-world connections by engaging in internships and externships with mentors, career professionals, local experts, community members, and partnerships with outside organizations. Interdisciplinary inquiry is encouraged and occurs throughout a student's PK-12 education. Students gain extensive experience Copyright©2019 by Lexington Public Schools. All Rights Reserved. 5 Executive Summary of the Strategic Plan of the Lexington Public Schools in actual processes used in pursuit of deep understanding and artful practice across a broad range of disciplines. As a district, we invest in professional learning that is connected to our vision, seeking to support the continued growth of our educators and staff through high quality, authentic learning experiences of their own. Community Partnership Learning is a collective endeavor that involves students, educators, families, and the community. We all join in partnership with the common goal of providing the highest quality education for our students. In doing so, we recognize that each of us represents different communities, roles, and perspectives. As a well-resourced district, we accept the responsibility we have to our profession and to the larger world outside of Lexington. In every interaction, we work together on a foundation of trust and mutual respect. When there is a concern or unmet need, we collaborate and share perspectives and expertise. When pa ership"h the disagreements arise, our first reflex is to listen. We communicate regularly corntanon,,wi of and make meaningful connections. Collectively, we emphasize collaboration over competition. Staff readily partner with one another and community qtmW edbvatbn kr experts to improve our practice and solve problems These partnerships allow ow$440nu, us to provide high quality, authentic, contextualized learning experiences and career opportunities for our students. We have healthy, constructive school-family partnerships where all parties are focused on supporting students' growth and learning. We recognize and respect the expertise of educators and staff in matters related to teaching and learning, and we value the personal experiences and good judgment of our families. We are continually grateful for the strong support for education demonstrated by our parents, caregivers, and community members. STRATEGIC GOALS A mission expresses our purpose and reason for existing. Core values help define who we are and what we believe. A vision gives us a glimpse into the The goaft and future and shows us who and what we hope to become. While all of these possibM s t U elements of a strategic plan are important, people often want to know how we that w am e will ensure that what we set out to do will actually happen. Goals express desired results and commitments and make clear to the community what convotsoftm actions we plan to take. Goals must be manageable in number to effectively the end, implement sustainable and lasting change. To that end, we identified four goals that are directly tied to our mission, vision, and core values. These goals are based on recurring themes emerging from our analysis and synthesis discussions, resulting in four strategic areas of focus (1) addressing and narrowing equity gaps; (2) redefining success; (3) cultivating student agency; and (4) innovating for sustainable change. We will continue to engage our school community in conversations designed to elicit possible strategies to achieve our goals. Once students, parents/caregivers, staff, and residents have a chance to weigh in, we will identify strategies for districtwide adoption. For example, in alignment with our Diversity, Equity, and Inclusion (DEI) efforts, we may choose to implement a racial literacy curriculum at certain grade levels throughout the district. Staff members, administrators, and school partners also have autonomy in choosing possible strategies to inform their individual goals, the work of their Professional Learning Communities (PLCs), and their School Improvement Plans (SIPs), among others. The goals are written broadly to ensure they are adaptable and applicable to all stakeholders. The chosen strategies in service Copyright©2019 by Lexington Public Schools. All Rights Reserved. 6 Executive Summary of the Strategic Plan of the Lexington Public Schools to the goals will embed dates and measures of accountability. Once the key ideas and strategies are surfaced through community conversations and selected by administrators, we will identify which goals are applicable to all staff, the proper sequencing of the goals, the short-term and long-term actions, and the metrics we will use to assess whether we have effectively achieved our goals. The goals and possible strategies that follow are the beginning of a conversation, not the end. At this point in the process, they are a brainstormed list of ideas that will be expanded upon in future stakeholder conversations. GOAL 1: ADDRESS AND NARROW EQUITY GAPS Identify, address, and narrow equity gaps in student opportunities, experiences, and achievement, ensuring the meaningful inclusion and integration of every member of our school community. Possible Strategies: ❑ Adopt a districtwide definition of cultural proficiency; one possibility: "Cultural proficiency is a model for shifting the culture of the school or district; it is a model for individual transformation and organizational change. Cultural proficiency is a mind-set, a world view, a way a person or an organization make assumptions for effectively describing, responding to, and planning for issues that arise in diverse environments. For some people, cultural proficiency is a paradigm shift from viewing cultural differences as problematic to learning how to interact effectively with other cultures." Lindsey, Kikanza, & Terrell. Cultural Proficiency: A Manual for School Leaders, 2009, pp. 4. Thousand Oaks, CA: Corwin. ❑ Develop structures and systems for discussing controversial topics in an objective and sensitive manner and create a school culture in which difficult conversations related to diversity, equity, and inclusion can and should happen in classrooms; develop protocols, inter-visitation, and co-teaching experiences to ensure that students and educators have the tools and supports needed for these critical discussions to take place. ❑ Develop a professional learning series for students, support staff, educators, and parents/caregivers on race, the topic most frequently avoided in conversations about equity, according to the research. ❑ Recruit and retain a more diverse staff. Continue using multiple recruitment strategies to attract diverse candidates, periodically evaluating the impact of specific strategies and making adjustments as needed. Create an educator pipeline for Lexington students, encouraging our graduates return to Lexington and work in our district. ❑ Examine general educational support at every school; determine how students qualify, who has access to the support, the degree to which they are gradually released from the supports, etc. ❑ Revisit and refocus Professional Learning Communities (PLC's), Data Teams and Child Study Teams to create consistent district expectations, structures, and goals for each of these team structures (see also Goal 2: Redefine Success) ❑ Implement a district-wide Equity Audit to better understand the systems and structures that we create and perpetuate that prevent students from reaching their full potential. Possible actions include but are not limited to the following: ❑ Collect representational baseline data on all key functions and aspects of school life (GPA, course level representation, Advanced Placement participation rates, IEP referrals, students on IEPS, sports, extracurricular involvement, attendance, discipline, school Copyright©2019 by Lexington Public Schools. All Rights Reserved. 7 Executive Summary of the Strategic Plan of the Lexington Public Schools climate, etc.) and conduct a comprehensive review. Establish a plan for continual review and monitoring. ❑ Conduct interviews with district, school, and community leaders to further explore specific practices, processes, and policies that may be contributing to equity gaps. ❑ Examine policies, systems, structures, and schedules at the classroom and school level to eliminate barriers to access and equity (e.g. examining leveling practices by department as a means of further closing achievement gaps in our school community). ❑ Further explore the experiences of marginalized students (e.g. African American/Black students, students with disabilities, LGBTQ+, etc.) and staff and ways to address inequities through additional data collections, review of research from the broader field and consultation with other experts as needed. ❑ Based on outcomes of Equity Audit, engage educators and community members in "DEI Community Input Teams"to problem-solve identified strategies. ❑ Expansion of a racial literacy/inclusion curriculum in grades 5, 7, and 9. ❑ Diversity, equity, and inclusion (DEI)school community book clubs in every building. ❑ Develop a system to ensure that 100% of staff participate in professional learning on implicit bias racial literacy, and cultural competency. ❑ In collaboration with diversity, equity, and inclusion experts and community partners, create and successfully implement Lexington's own "What to Look For" tools administrators can use to inform their supervision and evaluation practices related to "Standard II: Teaching All Students." ❑ As part of the curriculum review and development process, ensure special education and English Language Learner inclusion strategies are an integrated component of all lessons. ❑ Increase professional learning opportunities for all staff around inclusion and ways to improve accessibility of teaching and learning for all students. ❑ Ensure an up-to-date and complete District Curriculum Accommodation Plan (DCAP) is available to all teaching staff, PK-12. GOAL 2: REDEFINE SUCCESS Transform our practices, systems, and structures to reflect a broader definition of success for our students, staff, and schools, including new measures of student achievement that extend beyond academics to include the knowledge, skills, and attributes students need to be prepared for the future and content in life. Possible Strategies: ❑ Evaluate our current set of common measures and indicators used to assess students and schools against LPS Core Values to determine where alignment must be improved. ❑ Create tools and professional learning to support educators and other staff to review measures for quality and alignment they use to evaluate students, their own practices, and our departments and schools. ❑ Identify and incorporate prosocial skills into the curriculum (PK-12) and ensure they are reflected in the design of lessons, in standards-based report cards, and used throughout the grades. ❑ Refine the curriculum review process to include steps to evaluate and design curriculum with the lens of LPS Core Values &Goals, especially as it refers to diversity, equity, inclusion and student agency (see also Goal 1: Address and Narrow Achievement Gaps). Copyright©2019 by Lexington Public Schools. All Rights Reserved. 8 Executive Summary of the Strategic Plan of the Lexington Public Schools ❑ Reconsider the scope of the current curricula. Design curricula with depth of learning over breadth and attend to the elements of our vision (e.g. student agency, authentic learning, etc.). ❑ Identify, prioritize, and integrate into the curriculum key attributes, skills, and knowledge students need beyond graduation from the Lexington Public Schools, including: ❑ Identify how and where those skills are named and taught (PK-12) ❑ Integrate skills into the communication of objectives during lessons ❑ Provide specific, targeted, and sustained professional learning and support for teachers to ensure they can consistently integrate differentiated pedagogical and assessment practices into instruction (e.g., PBL, expanding traditional assessment methods PK-12 system-wide). ❑ Consider adopting the MassCore graduation requirements for Lexington Hlgh School students and providing flexible pathways to course completion, credits, and graduation (see also Goal 3: Cultivating Student Agency). ❑ Commit to a co-teaching structure and pedagogy and then develop and support a consistent co-teaching model systemwide, including: ❑ targeted professional learning for co-teaching teams ❑ external analysis of current co-teaching status and recommendations for action based on findings ❑ defined structures, roles, and purposes of co-teaching ❑ schedules that guarantee successful implementation of co-planning for co-teacher teams ❑ recruiting candidates with co-teaching experience or dual certifications to allow more flexibility in placement ❑ Revamp and utilize current structures (e.g., Professional Learning Communities (PLC's), Data Teams, and Child Study Teams) to examine multiple ways of monitoring student success including academic and prosocial skills (see also Goal 1: Address and Narrow Achievement Gaps). ❑ Identify budget drivers more than one (1) year in advance to facilitate long-term planning and implementation of projects in support of a broader definition of success for students and schools. ❑ Ensure a broader definition of student success informs plans for a new or renovated high school. ❑ Leveraging technology, improve our approach to student assessment and measurement better aligned to a broader definition of success to include authentic learning experiences (e.g. PK-12 e-portfolios, capstone projects). GOAL Cultivate student agency and a sense of self-efficacy by ensuring that all our PK-12 students' educational experiences place them at the center of their learning; consistently revisit our curriculum, instruction, assessment, and professional learning practices to (1) ensure relevancy and student voice; (2) to teach students to set their own meaningful goals; (3) to value productive struggle as they work toward them; and (4)to reflect and monitor their progress toward attaining those goals. Possible Strategies: ❑ Examine the amount of unstructured time in Kindergarten to determine whether student schedules provide adequate opportunities for play, which is critical to the development of social and emotional skills. Copyright©2019 by Lexington Public Schools. All Rights Reserved. 9 Executive Summary of the Strategic Plan of the Lexington Public Schools ❑ Create flexible learning spaces for students and teachers that maximize opportunities for differentiation, co-planning, and co-teaching, as well as flexible student grouping. Consider this in the design of a new or renovated LHS. ❑ Establish consistent and regular cross-district curriculum planning time for teachers to collaborate and share ideas to incorporate student voice in their lessons. ❑ Establish systems that allow monitoring of longitudinal growth of students PK-12 in content areas as well as prosocial skills. ❑ Reinvent report cards to ensure alignment of prosocial student goals to our core values and vision. ❑ Include students in their own goal setting each year and institute student-led parent conferences. ❑ Offer exposure to careers and life opportunities for students to facilitate their own goal formation for classes, courses, and life beyond LHS. ❑ Provide sustained and targeted professional learning opportunities for teachers to support new initiatives geared at providing students with more agency in their own learning. ❑ Provide hands-on experiences for parents to see how their children are learning in school and to learn how they can best support that learning at home at all grade levels. ❑ Review and refine LHS graduation requirements to allow for more flexible pathways to course completion, credits and graduation (see also Goal 2: Redefine success). ❑ Create and improve mechanisms for students to offer constructive feedback to schools and educators on how to improve the student experience (e.g. student feedback incorporated into supervision and evaluation, enhanced use of student climate surveys). GOAL . OR SUSTAINABLE Refine and improve our school- and district-wide practices, systems, and structures related to managing innovation and promoting lasting change. We will develop clear decision-making structures and communication methods to prevent initiative overload and enable us to more consistently scale up promising practices. Possible Strategies: ❑ Increase awareness and educate all stakeholders through multiple means about the LPS Mission, Vision, and Core Values as a critical anchor for evaluating practices and a driver for decision- making. ❑ Create a "Superintendent's Challenge" for students in the school community, encouraging authentic learning, student agency, and innovative problem-solving. ❑ To further encourage alignment, ensure that critical institutional goals and planning documents (e.g. strategic planning documents, including mission, vision and core values, School Committee goals, school improvement plans, LPS Master Plan) are accessible to all staff, families and community members. ❑ In finalizing strategies to be used to achieve LPS strategic planning goals, carefully consider alignment with other major planning efforts (e.g. 2018-19 DEI Call to Action, LPS Facilities Master Plan). ❑ Working with school and district leaders, refine the current School Improvement Plan process and format. ❑ Create a plan to annually review alignment among major planning efforts to maintain effort, attention and resources on focus areas. Copyright©2019 by Lexington Public Schools. All Rights Reserved. 10 Executive Summary of the Strategic Plan of the Lexington Public Schools ❑ Create supportive tools, protocols and processes that guide decision-makers in regularly reviewing progress toward goals and making appropriate adjustments to plans. ❑ Create a central repository of resources to support program evaluation, enhanced decision- making and planning through new staff intranet site. ❑ Review current mechanisms through which promising practices and innovations are highlighted and considered. Refine, change and/or add to mechanisms to achieve better exchange of information and ideas among school and district leaders and more explicit connection to timely decision-making. ❑ Review the quality and effectiveness of meetings, with a specific focus on how meetings are used to exchange ideas, review and discuss promising practices, make decisions and reflect on progress toward goals. ❑ Participate in Department of Elementary and Secondary Education "How Do We Know?" initiative, a state-led effort to support educators and decision-makers in using, building, and sharing evidence to improve student outcomes. ❑ Consider creating more formal structures to support "piloting" of promising innovations or changes to practices within schools and across the district to include more explicit expectations for reflecting on information gleaned from pilots and making decisions. ❑ To ensure all stakeholders have access to the same, accurate information, improve organization and access to key district reports through district website. ❑ To ensure institutional knowledge is not lost and can be built upon, create and maintain a comprehensive central archive of key district reports, plans, and bodies of work. Copyright©2019 by Lexington Public Schools. All Rights Reserved. 11 ,EX,,I,NG,TON v,rv; i 4 L 1, C S C 0 0 11.« S od, FY 2021 Superintendent's Recommended Budget The Collective Goals of the School Committee & Superintendent 2018-2020) AN OVERVIEW Goal-Setting and the Superintendent Evaluation Process In 2012, the Massachusetts Department of Elementary and Secondary Education (DESE) developed a new educator evaluation process for all teachers, administrators, and school superintendents in the Commonwealth. The method is based on a five-step cycle of self-assessment, goal-setting, implementation, and formative and summative evaluations. An educator's performance is measured against a possible four (4) standards, 41 indicators, and 21 elements. Superintendents are required to submit one measurable professional practice goal, one measurable student learning goal, and two district goals developed collaboratively with school committee members. The school committee is not required to evaluate the superintendent on all 62 indicators and elements; instead, superintendents and school committee members are encouraged to work together to identify which standards, indicators, and elements they will use in the superintendent's annual evaluation. In 2012, the Massachusetts Association of School Committee (MASC) developed a Superintendent Evaluation Guide to show how the superintendent and school committee could work together to create goals that inform the superintendent evaluation process. "The first step of the five-step cycle is to review the entire system and begin a process for the superintendent. This includes having the school committee and superintendent come to agreement around the standards, rubrics, evidence of performance, and goals built around the state standards as well as personal, professional goals." The four (4) goals identified on the following pages are aligned to the MA DESE standards and indicators and reflect our consolidated priorities. The goals, strategies, timeline, and evidence provide a rich source of data that will inform the superintendent's annual evaluation. Our mutual goals reflect our deep commitment to working collaboratively and in the best interests of the young people we serve. The framework that follows represents a blueprint for the collective efforts of many in the district, and we wish to extend our heartfelt appreciation to the educators who work tirelessly on behalf of our children. Professional Practice Goal #1: Community Outreach Goal#1: By June 2019, the superintendent will meet with 100% of identified stakeholders to develop an understanding of the experiences, beliefs, attitudes, and values that shape the Lexington school community. Self-Assessment/Reflection On July 1, 2018, 1 was appointed the new Superintendent of Schools in Lexington. Since then, I have worked to learn as much as possible about all Town stakeholders, including those affiliated with both the municipality and our schools. As the new leader of Lexington Public Schools, there is nothing more important than hearing the perspectives and understanding the viewpoints of all our constituents; hence, this professional practice goal focused on community outreach. It takes little effort to organize entry meetings with stakeholders, but actively listening to one's school community and developing plans to address the consistent themes and patterns heard takes time. Slowly, I have begun to learn more about the hopes and dreams of our students, parents, teachers, administrators, and Town 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-25 ,EX,,I,NG,TON L4r„„ 1, C S C 0 0 11.- S od, FY 2021 Superintendent's Recommended Budget leaders. School committee members and others have offered their advice on people with whom I should speak, and my community outreach grows. In the coming days, weeks, and months, I hope to establish a culture of mutual respect and trust that is necessary to serve all children well. The first step in creating a respectful culture and climate and forging a pathway to the future is to reach out to a diverse group of constituents in the community. To lead effectively, I must be able to answer questions such as: What are the experiences, beliefs, attitudes, and values that shape our school community? Given the competing demands and the often inconsistent nature of educational systems, how can we establish a sense of alignment, coherence, and unity? What are the problems to be solved and what are the hopes and dreams to be realized? A "community outreach" professional practice goal will help the superintendent gain an intimate understanding of the community and the ability to work collaboratively with the school community to preserve what works in Lexington, to problem-solve and refine those aspects of our work that need attention, and to create new possibilities that ultimately will better serve our students. Strategies, Timeline, Evidence, and Alignment Goal #1: Community Outreach Strategy Timeline Evidence Status 1.1 Hold individual meetings Sept.—June A list of entry interview dates with Town Completed. with all Town administrators to 2019 administrators. learn how the municipality functions in Lexington. 1.2 Meet with 20+ community Sept.—June A list of community groups with whom I Completed. groups to develop a shared 2019 have met and a brief synopsis of each understanding of Lexington's discussion. core values and beliefs. 1.3 Attend a faculty meeting in Sept.—June A copy of written principal observations Completed. each of the ten schools to get 2019 for the ten faculty meetings I attended. to know educators. 1.4 Conduct site visits to each Sept.—June A copy of written principal observations Completed. of the ten schools. 2019 for the ten site visits. 1.5 Shadow three Lexington Sept.—June A reflective journal entry to chronicle my Completed. High School students (e.g. 2019 experiences shadowing three diverse Asian, Boston, LGBTQ, CP1, LHS students. CP2, Honors/AP, etc.), for a full day to (1) gain a student's perspective; (2)to observe teaching and learning at LHS in a wide variety of settings. I I I Alignment: Standard 1: Instructional Leadership, Indicators 1-13-1 Instructional Practices; 1-D-2 Observations and Feedback; Standard III: Family Engagement; III-A-2 Community and Business Engagement. 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-26 ,EX,,I,NG,TON L4r„„ 1, C S C 0 0 11.- S od, FY 2021 Superintendent's Recommended Budget Student Learning Goal #2: Diversity, Equity, and Inclusion Goal#2: By June 2020, there will be a 20% increase in inclusive and equitable practices, opportunities for students to learn with their peers, and in time-on-learning. Self-Assessment/Reflection In the fall of 2018, the Superintendent and LPS Administrators' Council developed a 37-page position paper called, "Diversity, Equity, and Inclusion: Our Call to Action." The purpose of the report was to engage the Lexington school community in our collaborative effort to problem-solve, address, and monitor progress toward creating an inclusive and equitable environment for all. "Our Call to Action" is an enormous undertaking, and the diversity, equity, and inclusion ("DEI") efforts described in the body of the paper could be considered a comprehensive strategic plan all its own. Inclusion is a topic that is at the core of our "DEI" effort, which is why we chose to make it the basis of our student learning goal. Shortly after the superintendent's arrival on July 1, 2018, parents of children in the Developmental Learning Program (DLP) expressed concern that the time their children are included in the general educational setting is decreasing, not increasing. They cited data to underscore their belief that while inclusive practices are expanding statewide, children entering the elementary DLP program in Lexington tend to spend less time with their peers in the general education setting than they did in pre-kindergarten. Researchers Thomas Hehir, Laura Schifter (2012), and others have written about the academic and social benefits of inclusion for all. Moreover, in the research Schifter conducted in Massachusetts, "the results showed that the probability that a student with a high-incidence disability (such as a learning disability) in a full inclusion placement graduated on time was about 84 percent, whereas an otherwise similar student in a substantially separate placement had a probability of 43 percent." Our philosophy is that inclusion benefits all students. Children should begin in the general education setting and move to a more restrictive environment only when necessary. We also believe that our profession must rethink disciplinary practices by ensuring that if punished, students are still learning. Far too often in education, we suspend students for skipping school, which most recognize as a counter-intuitive practice. Instead, we should increase classroom management and training opportunities for educators and administrators, adopt positive interventions and approaches, and implement restorative practices designed to educate students to right their wrongs and learn from their mistakes. Although our overall suspension rates are relatively low (a total of approximately 60 suspensions at LHS for the entire 2016-2017 school year), there is a significant gap between students of color and students with special needs compared to their counterparts, which mirrors state and national trends. In 2016-2017, African American/Black students were a little more than four times more likely than White students to have one or more suspensions, and students with disabilities were just over two and a half times more likely to have one or more suspensions. While a 20% increase in inclusive practices may be an ambitious goal, we hope to make progress toward increasing inclusive practices in two ways: (1) by increasing the time students in the DLP program are included in the general educational setting; and (2) by decreasing the number of disproportionate suspensions for students with special needs and for students of color (thereby, increasing time on learning). 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-27 ,EX,,I,NG,TON v,rv; i 4 L 1, C S C 0 0 11.« S od, FY 2021 Superintendent's Recommended Budget Strategies, Timeline, Evidence, and Alignment Goal #2: Diversity, Equity, and Inclusion Strategy Timeline Evidence Status 2.1 Conduct an equity audit to January 2019 Equity Audit Report. In Progress. understand current strengths and opportunities for improvement in the district, in schools, and classrooms. 2.2 Superintendent organizes a December 2018 CIT agendas and minutes. In Progress. Community Input Team to problem-solve matters related to diversity, equity, and inclusion. 2.3 Calculate the amount of January 2019 A graph showing (a)the amount In Progress. quality time students in the DLP of quality time in DLP students' program are spending in an IEPs; (b) identifying other high- inclusive setting by analyzing quality inclusive opportunities; students' IEPs. Develop a plan and (c) the total increase in to increase the amount of quality inclusion over time. quality time spent in the students' least restrictive inclusive setting. 2.4 Communicate the district's November 2018 A Status Report on the DLP Completed. response to the consultants' Audit/Evaluation. recommendations and progress made on the DLP audit that occurred last year. 2.5 Develop a common January 2019 A database of common In Progress. language and consistent disciplinary infractions and approach to recording and guidelines. responding to disciplinary infractions between grade spans to develop a baseline. 2.6 Provide professional Sept.—June 2019 A comprehensive list of high- In Progress. learning in culturally responsive quality professional development pedagogical practices and offerings on diversity, equity, and alternatives to discipline, such inclusion. as restorative circles. 2.7 Select a protocol and November 2018 A copy of the protocol and Completed. implement a monthly LPS minutes from LPS Administrators' Administrators' Council case Council meetings. study conversation to examine our practices and explore disciplinary alternatives together. 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-28 ,EX,,I,NG,TON L4r„„ 1, C S C 0 0 11.- S od, FY 2021 Superintendent's Recommended Budget 2.8 Work with all LPS Sept.—June 2019 1 Superintendent's feedback on Completed. Administrators' Council administrators' goals. members to write a DEI goal and monitor progress toward attaining the goal. 2.9 Hold LPS Administrators' Sept.—June 2019 An analysis of disciplinary data by Completed. Council meetings in schools school and a calculation of any throughout the year with host increases in time-on-learning. principals taking the lead and sharing their DEI work with colleagues. 3.0 Hire a consultant to share Sept.—June 2019 A compendium of educator In Progress. best practices and assist reflections. teachers with inclusive practices. Alignment: Standard 1: Instructional Leadership; Indicators:1-C-2 Adjustment to Practice; 1-D-1 Educator Goals; I-E-1 Knowledge and Use of Data; 1-E-2 School and District Goals; Standard 11: Management and Operations; Indicator II-A-3 Student Safety, Health, and Social and Emotional Needs; II-C-1 Time for Teaching and Learning; II-C-2 Time for Collaboration; IV-A-3 Meetings. School Committee & Superintendent Goal #3: Strategic Planning Goal #3: By September 2019, work with the community to develop a comprehensive 5-year strategic plan that includes a vision, mission, core values, goals, strategies, and indicators of success., charting the course for the future of the Lexington Public Schools. Self-Assessment/Reflection Seneca, the Younger, once said, "If one does not know to which port one is sailing, no wind is favorable." No words could capture more eloquently the need for a thoughtful and purposeful plan than those of the great Roman philosopher. It is interesting that some find the planning process a colossal waste of time, energy, and effort, arguing that more effort should go into the work rather than the planning. While these naysayers, have a point about the need for an organization to focus on the work at hand, we need only examine what happens in the absence of a plan to understand the benefits. When decisions are made without context, we waste precious resources. Tension mounts as individuals make up their own rules in the absence of a good road map. Leaders earn criticism for making foolish decisions in a vacuum, one after another, with no insight into how a particular choice fits into a larger vision in the broader context. As it turns out, plans do matter. And not just any sort of plan, but meaningful, cohesive, integrated plans linked together through a common purpose, a shared vision, and a thoughtful process. In Lexington, no strategic plan or for that matter master facilities plan exists, although it appears that there have been previous attempts to create one. For example, the district website still links to the "LPS Core Values" that "represent the essential and enduring commitments of the Lexington Public School community." The stated core values include (1) academic excellence; (2) respectful and caring relationships; and (3) a culture of reflection, conversation, collaboration, and commitment to continuous improvement." Two hyperlinks follow the statement above: one labeled "district goals" and the other labeled, "system goals." One statement under "district goals," underscores the urgent need to address rapid increases in enrollment. The "system goals" link includes school improvement plans, the former superintendent's 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-29 ,EX,,I,NG,TON L4r„„ 1, C S C 0 0 11.- S od, FY 2021 Superintendent's Recommended Budget goals, and a mission and vision statement from March 2013. There is little evidence of the utilization of the March 2013 document, which contains interesting ideas related to creativity, perseverance, intelligence, and globalization. Strategies, Timeline, Evidence, and Alignment Goal #3: Strategic Planning Strategy Timeline Evidence Status 3.1 Develop an LPS December 2018 LPS Strategic Planning Timeline. Completed. Strategic Planning Timeline. 3.2 Work with the community July 2019 Agendas and minutes from In Progress. to develop a Master Facilities strategic planning and master Plan to proactively address facilities planning efforts. enrollment increases and decreases, creating the flexibility necessary for thoughtful decision-making and advocacy concerning capital expenditures. 3.3 Integrate the Master August 2019 Finalized Master Facilities and In Progress. Facilities Plan into the LPS Strategic Plans. Strategic Plan. 3.4 Integrate the" Diversity, August 2019 Finalized Diversity, Equity, and Completed. Equity, and Inclusion: Our Inclusion: Our Call to Action" Call to Action" plan into the position paper and Strategic Plan. LPS Strategic Plan. 3.5 Launch the LPS August 2019 Agenda for the first day of school Completed. Strategic Plan at the 2019 for educators. LPS Convocation on the first day of school for educators. Alignment: Standard III: Communication; III-C-2 Culturally Proficient Communication; Standard IV: Professional Culture; Indicator IV-A-1 Commitment to High Standards; Indicator IV-A-2 Mission and Core Values; Indicator IV-C-1 Communication Skills. School Committee & Superintendent Goal #4: Promoting Student Learning, Engagement, and Well-Being in our Schools Goal#4: By September 2019, develop a thoughtful, integrated, and cohesive SEL Plan that links to the strategic plan and clearly articulates the district's vision and strategy for ensuring the social and emotional well-being of all Lexington students. Self-Assessment/Reflection When the Lexington superintendent interviewed for her position, the job description emphasized students' Social and Emotional Learning. At the time, she asked how the Lexington school community 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-30 ,EX,,I,NG,TON L4r„„ 1, C S C 0 0 11.- S od, FY 2021 Superintendent's Recommended Budget defines Social and Emotional Learning (SEL), and she learned that there was an opportunity for further growth in this area. During her interview, she was asked to speak to her vision for LPS and based on the research she conducted, she created a preferred future based on balance: "For every child, a hungry mind and a happy heart." She also developed a possible framework for a strategic plan, embedding the philosophical tenets of Socrates into an integrated structure for social and emotional learning. "Social and emotional learning" has been a buzzword that has captured the interest of cities and towns across Massachusetts and our nation in recent years. As student needs became more complex and resources diminish, various organizations (e.g., the MA Association of School Superintendents and the MA Association of School Committees) have adopted SEL resolutions, encouraging administrators, educators, legislators, and elected officials to prioritize the health and well-being of our children. In her role as the former President of MASS, the superintendent highlighted the potential unintended consequences of an overemphasis on SEL and the need for a thoughtful approach in order to help students learn the skills necessary to thrive in a global world and become the people they wish to be. A holistic approach to education is a concept as old as time. Plato wrote about the importance of social and emotional learning in The Republic and organizations like Collaborative for Academic, Social and Emotional Learning (CASEL) suggest that SEL comprises five core competencies, including (1) self- management; (2) self-awareness; (3) social awareness; (4) relationship skills; and (5) responsible decision-making. While this may not be the definition of SEL we choose for Lexington, at the very least it provides a starting point for a discussion about the types of relational skills we hope to cultivate. Recently, the school committee and the superintendent engaged in a conversation about "unfinished business" and what problems we hoped to resolve through initiatives that began last year. Ultimately, we endeavored to understand what we mean here in Lexington when we say, "social and emotional learning." After some healthy discussion and debate, we realized that SEL efforts of the past were designed to address what Marc Brackett, Ph.D., the Founding Director of the Yale Center for Emotional Intelligence, calls the three most common student descriptions of their school experience: (1) stress, (2) boredom; and (3) tiredness. Interestingly, these are common concerns that Lexington students consistently express through the Youth Risk Behavior Survey data. We recognize that in education and elsewhere human beings tend to gravitate toward the negative as a first step toward gaining a clearer understanding of what problem we are trying to solve. We decided to capture our preferred future or educational vision for students with three positive words: student learning, engagement, and well-being. 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-31 ,EX,,I,NG,TON L4r„„ 1, C S C 0 0 11.- S od, FY 2021 Superintendent's Recommended Budget Strategies, Timeline, Evidence, and Alignment Goal #4: Promoting Student Learning, Engagement, and Well-Being in Our Schools Strategy Timeline Evidence Status 4.1 Develop a job description February 2019 A job description and Completed. and hire a Director of Student recommendation for Director of Equity, Safety, and Supports Safety and Student Equity. (title TBD), an administrator with a student-focus who oversees safety, civil rights, wrap-around services, and students' social and emotional well-being. 4.2 Work with administrators Sept.—June An operating definition of SEL for Not Yet. and educators to develop an 2019 Lexington. operating definition of what we mean by social and emotional learning in the Lexington Public Schools. 4.3 Integrate efforts to Sept.—June A compendium of high-quality Completed. promote greater student 2019 SEL professional development learning, engagement, and offerings. well-being into high-quality LPS professional development offerings. 4.4 Bring student-centered August 2019 Recommendations, presentation, Completed: efforts undertaken in previous and SC agendas, minutes, and a years to completion through final vote. 4.4(a) the following actions: A refined Homework Policy and 4.4(b) (a) guide the work and implementation plan. 4.4(c) provide the tools to enable A proposal to the SC on whether the school committee to make a final decision on a later start or not to expand the Estabrook 4.4(e) for high school students homework pilot. Not Yet: (December 2019). A practical PBL implementation 4.4(d) (b) meet with students, plan with differentiated parents, and teachers to expectations and supports for 4.4(f) understand the practical each grade-span. implications of the new Agendas and minutes from the Homework Policy and work Town's joint mental health with the school committee to initiative. explore possible changes (June 2019). Explore World Languages in the (c) analyze Estabrook's strategic planning process to gauge whether it is a school alternative homework pilot community priority. and make a recommendation 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-32 ,EX,,I,NG,TON L4r„„ 1, C S C 0 0 11.- S od, FY 2021 Superintendent's Recommended Budget to the school committee on whether or not the pilot should expand (June 2019). (d) identify and articulate the connections between project- based learning (PBL) and social and emotional learning (SEL)and develop an implementation plan per grade level. (e)successfully implement the Town's joint mental health initiative. (f) include the World Languages study in the FY 2020 school budget and consider whether an earlier exploration of languages could help promote student learning, engagement, and well-being. 4.5 Develop a High School August 2019 A HS-CIT Report outlining Not Yet. Community Input Team to findings of study on course explore course sequences sequence and graduation (e.g., Science)and high requirements. school graduation requirements. Alignment: Standard III: Family and Community Engagement; Indicator 111-131 Student Support; Standard IV: Continuous Learning; Indicators IV-B-1 Policies and Practices; IV-C-1 Communication Skills; IV-E-1 Shared Vision Development; IV-F-3 Consensus Building. 1100 Lexington Public Schools as of January 7, 2020 Budget Overview-33 This Page Intentionally Left Blank. u � , s �.... �� Program: Education 1200 Minuteman Regional High School r wn fLexington, NA 0 o Budget Overview: The Regional High School subprogram budget is for the assessment levied by the Minuteman Regional Vocational Technical School District to support the operations of the School. Minuteman is a regional high school, located in Lexington and Lincoln, which provides technical and academic education for students in grades 9-12 from the Minuteman district, which includes 9 towns as of July 1, 2020, as well as out-of-district students. Minuteman Tech's programs include courses in Biotechnology, Environmental Science, Multi-media Engineering, Design and Visual Communication, Engineering and Robotics Automation, Cosmetology, Early Education and Teaching, Carpentry, Culinary Arts and Hospitality, Plumbing, Electrical, Health Occupations, Horticulture, Programming and Web Development, Automotive Technology, Welding and Metal Fabrication, Advanced manufacturing courses and a new Animal Science program, as well as four- year academic and college preparatory programs. In addition, post-graduate and adult students can pursue a variety of continuing education programs at Minuteman. Lexington's historical enrollment at Minuteman is shown in the table below as of October 1st of each year, the date that enrollments from school districts throughout the Commonwealth are reported to the Massachusetts Department of Elementary and Secondary Education. 10/1/2014 10/1/2015 10/1/2016 10/1/2017 10/1/2018 10/1/2019 High School Students 41.5 49.5 54 53.5 52 62 Post Graduate Students 3 2 1 1 1 4 Appropriated/Authorized Staffing: No Town staff are charged to this budget. Budget Recommendations The FY2021 recommended budget for the Minuteman Regional High School assessment is $2,992,356. This is a $522,225 or 21.14% increase from the FY2020 budget, and is attributed to additional debt service (49.13% increase) and operating costs (9.18% increase) for the new school building, as well as the remaining member towns absorbing the assessment from Belmont, which is withdrawing effective July 1, 2020. Overall, the assessment incorporates $714,522 in debt service, of which $619,454 is for the new school building, which opened in September 2019. The annual assessment is broken out as follows - Category FY2019 FY2020 FY2021 $ Change % Change Minimum Required Contribution $ 767,722 $ 799,005 $ 964,675 $ 165,670 20.7% Transportation Assessment $ 67,089 $ 861714 $ 105,356 $ 18,642 21.5% Remaining Operating Assessment $ 810,755 $ 962,102 $ 1,207,803 $ 245,701 25.5% Capital/Debt Service $ 476,851 $ 618,510 $ 714,522 $ 961012 15.5% Post-Graduate $ 31800 $ 31800 $ — $ (31800) (100.0)% Total Assessment $ 21126,217 $ 2,470,131 $ 2.1992,356 $ 522,225 21.1% FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 III-34 Program: Education 1200 Minuteman Regional High School r wn fLexington, Ma 0 o Budget Summary: Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $1,670,351 $2,126,217 $ 2,470,131 $2,992,356 $ — $2,992,356 $522,225 21.14 Appropriation FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ — $ — $ — $ — $ — $ — $ — —% 70f 11 Expenses $1167 $21126,217 $ 2,470,131 $2,992,356 $ — $21992,356 $522,225 21.14% Level-Service Requests FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 1200 Minuteman $1,670,351 $21126,217 $ 2,470,131 $2,992,356 $ — $2,992,356 $522,225 21.14% Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ — $ — $ — $ — $ — $ — $ — —% Overtime $ — $ — $ — $ — $ — $ — $ — —% Compensation $ — $ — $ — $ — $ — $ — $ — — Contractual Services $11670f351 $2,126,217 $ 2,470,131 $2,992,356 $ — $2,992,356 $522,225 21.14% Utilities $ — $ — $ — $ — $ — $ — $ — —% Supplies $ — $ — $ — $ — $ — $ — $ — —% Small Capital $ — $ — $ — $ — $ — $ — $ — — Expenses $1,670,351 $2,126,217 $ 2,470,131 $2,992,356 $ — $2,992,356 $522,225 21.14% FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 III-35 This Page Intentionally Left Blank. u slo �. r 00 �a Of dA, W« P I o1 Section IV: Program 2000m. Shared Expenses This section includes detailed information about the FY2021 Operating Budget & Financing Plan for shared expenses. It includes: • 2100 Employee Benefits IV-3 • 2200 Property & Liability Insurance IV-8 • 2300 Solar Producer Payments IV-10 • 2400 Debt Service IV-13 • 2500 Reserve Fund IV-16 • 2600 Public Facilities IV-19 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-1 This Page Intentionally Left Blank. u � , s �.... �� Program: Shared Expenses 2100 Employee Benefits & Insurance T wn f Lexington, MA o o Mission: To provide and manage a comprehensive benefits program for Town and School employees and retirees. Budget Overview: Included in the Employee Benefits and Insurance program are costs for the Town's pension assessment, workers'compensation, unemployment insurance, health, dental and life insurance benefits and the Medicare tax. Employee Benefits is comprised of the following: • Contributory Retirement Assessment: The assessment of the Lexington Contributory Retirement System levied to the Town to finance a portion of retirement benefits of Town and non-teaching School employees. This assessment is issued pursuant to Massachusetts General Laws (MGL) Chapter 32 and is based on an actuarial valuation of the funding obligations of the Lexington Contributory Retirement System. In addition to this assessment, employee contributions - ranging from 5% to 11% depending on date of hire - provide the majority of pension system funding. • Non-Contributory Retirement: The cost of benefits for employees who retired prior to the creation of the Lexington Contributory Retirement System. • Employee/Retiree Benefits: The Town's annual contribution for health, dental and life insurance for active Municipal and School Department employees and retirees, and the Town's 1.45% share of Medicare tax for all employees hired after 1986. • Unemployment Compensation: The cost of unemployment payments for eligible employees separated from Municipal or School Department employment. The Town self-insures for this expense. • Workers' Compensation: The medical costs incurred by Municipal and School employees injured on the job, and medical costs of former public safety employees who retired on accidental disability. The Town largely self-insures for this expense, but purchases estop loss" insurance for extraordinary work-related medical claims. The premiums for that insurance are captured in the Workers' Compensation budget. Authorized/Appropriated Staffing: Staff support is provided through the Town Manager's Office, Human Resources and the Finance Department. Portions of the salaries of three employees are charged to the General Fund health insurance budget. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-3 Program: Shared Expenses 2100 Employee Benefits & Insurance T wn f Lexington, MA o o Budget Recommendations: The FY2021 recommended All Funds Employee Benefits and Insurance budget is $38,050,496. This is a $1,387,950 or 3.79% increase from the FY2020 budget. The recommended budget includes the benefits costs (health, dental, life, Medicare and workers'compensation) for all municipal and school staff and retirees as of November 1, 2019. Changes Include: 1. A $280,000, or 4.37% increase in Contributory Retirement based on a funding schedule included in the January 1, 2018 actuarial valuation of the Lexington Retirement System. This schedule would result in full funding of the system's unfunded liability by 2024, given the current actuarial assumptions. 2. A $390 or 2.55% increase in Non-Contributory Retirement costs for employees receiving pensions awarded prior to the creation of the Contributory Retirement system. 3. A $81,033 or 4.24% increase in the Town's contribution for the Medicare Tax based on FY2019 actual costs, projected FY2020 and FY2021 salaries and wages, new school and municipal positions, and historical rates of increase in this item. 4. A $1,037,176 or 4.00% increase in health insurance costs (General Fund). The FY2021 budget is based on an increase of 5.0% in health insurance premiums across all plans and the projected addition of eighty (80) subscribers (new enrollees to health coverage, either from new retirees, active employees electing to begin or resume coverage, and active employees switching from individual to family plans). The Town Manager's preliminary recommended budget includes benefits for new municipal positions; the benefits for new school positions are reflected in the Lexington School Superintendent's budget recommendation. 5. A $21,713 or 1.94% increase in dental insurance costs (General Fund) based on an estimated increase in premium rates of 4.0% for FY2021, and the projected addition of new municipal positions; the benefits for new school positions are reflected in the Lexington School Superintendent's budget recommendation. 6. No increase in life insurance costs based on projected enrollments. 7. Level-funding of unemployment insurance based on a projection of the number of claimants for FY2021. 8. A $(12,346) or -1.39% decrease in workers'compensation costs to a total of $875,000. As of June 30, 2019, this continuing appropriation account had a total balance of $1,526,030. Staff recommend essentially level-funding the appropriation for FY2021 while undertaking an analysis to determine the target fund balance in order to ensure that the Town has sufficient reserves for this self-funded expense, and anticipate that further adjustments will be made in FY2022. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-4 Program: Shared Expenses 2100 Employee Benefits & Insurance T wn fLexington, MA o o Budget Summary - General Fund FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $30,497,939 $311365,303 $ 35,799,204 $ 37,089,533 $ 63,769 $ 37,153,302 $1,354,098 3.78% Transfers from Enterprise Funds to 660 175 680 751 708 643 762 237 762 237 53,594 7.56 General Fund(Indirects) $ $ $ $ $ - $ $ PEG Access Special Revenue Fund $ - $ 4,665 $ 4,976 $ 5,250 $ - $ 5,250 $ 274 5.51 Total11 Employee Benefits $31,158,1141 1719 $ 36f5l2f823 $ 37,857,020 63,7691 •9 $1,407,966 3.86% Appropriation Summary(General FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 78,600 $ 83,715 $ 90,799 $ 98,542 $ - $ 98,542 $ 7,743 8.53% Expenses $31,079,514 $31,967,004 $ 36,4221024 $ 37,758,478 $ 63,769 $ 37,822,247 $1,400,223 3.84%1 Level-Service Requests(General FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2110 Contributory Retirement $ 5,697,982 $ 5,940,077 $ 61405,537 $ 6,685,537 $ - $ 6,685,537 $ 280,000 4.37% Total 2120 Non-Contributory Retirement $ 14,647 $ 15,067 $ 15,276 $ 15,666 $ - $ 15,666 $ 390 2.55% Subtotal-Retirement $ 5,712,629 $ 5,955,144 $ 6,420,813 $ 6,701,203 $ - $ 6,701,203 $ 280,390 4.37% Total 2130 Medicare $ 1,677,101 $ 1,759,333 $ 1,911,073 $ 1,987,673 $ 4,433 $ 1,992,106 $ 81,033 4.24% Total 2130 Health Insurance $ 21,949,687 $ 22,585,970 $ 25,951,569 $ 26,931,613 $ 57,132 $ 26,988,745 $1,037,176 4.00% Total 2130 Dental Insurance $ 1,003,179 $ 1,038,157 $ 1,117,022 $ 1,136,531 $ 2,204 $ 1,138,735 $ 21,713 1.94% Total 2130 Life Insurance $ 21,126 $ 20,208 $ 251000 $ 25,000 $ - $ 25,000 $ - - Subtotal-Health/Life Benefits $24,651,093 $25,403,668 $ 29,004,664 $30,080,817 $ 63,769 $30,144,586 $1,139,922 3.93% Total 2140 Unemployment $ 181,840 $ 137,751 $ 200,000 $ 200,000 $ - $ 200,000 $ - - Total 2150 Workers Compensation* $ 612,552 $ 554,157 $ 887,346 $ 875,000 $ - $ 875,000 $ (12,346) -1.39% Subtotal-Other Employee Benefits $ 794,392 $ 691,908 $ 11087,346 $ 1,075,000 $ - $ 11075,000 $ (12,346) -1.14 Object Code Summary(General FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 78,600 $ 83,715 $ 90,799 $ 98,542 $ - $ 98,542 $ 7,743 8.53% Overtime $ - $ - $ - $ - $ - - Person al Services $ 781600 $ 83,715 $ 90,799 $ 98,542 $ - $ 98,542 $ 71743 8.53% Contractual Services $31,079,514 $31,967,004 $ 36,422,024 $ 37,758,478 $ 63,769 $ 37,822,247 $1,400,223 3.84% Utilities $ - $ - $ - $ - $ - $ - $ - - Supplies $ - $ - $ - $ - $ - $ - $ - - Small Capital $ - Is - Is - $ - $ - $ - $ - - Expenses $31,079,514 $31,967,004 $ 36,422,024 $37,758,478 $ 631769 $37,822,247 1$1f400,223 1 3.84 flo Total11 Employee • 1 1 • • • 1 1 63,7691 •9 $1,407,966 3.86% Budget Summary - Revolving Funds* FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Projected Increase Increase [Directed Funding(Revolving Funds) $ 76,287 $ 73,436 $ 149,723 $ 129,707 $ - $ 129,707 $ (20,016) -13.37 Total11 Employee Benefits $ 76,287 • $ 149,723 $ 129,7071 1 1 • *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. Level-Service Requests(Revolving FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Funds) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2130 Health Insurance $ 72,219 $ 69,867 $ 142,086 $ 126,155 $ 126,155 $ (15,931) -11.21% Total 2130 Dental Insurance $ 4,068 $ 3,569 1$ 71637 $ 3552 1 $ 31552 $ (4,085) -53.49 Total11 Employee Benefits $ 76,287 • 1 1 1 1 • Budget Summary - All Funds FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 78,600 $ 83,715 $ 90,799 $ 98,542 $ - $ 98,542 $ 7,743 8.53% Expenses 71$31,155,801 $32,040,440 $ 36,571,747 1$ 37,888,185 1$ 63,769 $ 37,951,954 1$1,380,207 1 3.77% FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-5 Program: Shared Expenses 2100 Employee Benefits & Insurance T wn fLexington, MA o o Focus on: Health Benefits— Line Item 2130 While the cost of health insurance continues to be a concern for the Town of Lexington, as is the case with all public and private organizations in this region and across the country, the Town was successful in negotiating with the Employee Health Insurance Coalition to join the State's Group Insurance Commission (GIC) health insurance program, which has helped to slow the growth of this large cost driver. In 2018, the Town reached an agreement with the Public Employees Committee to remain in the GIC through FY2021. The table below displays an approximate distribution of health insurance costs for Municipal and School employees and Retirees. Table 1: Health Insurance Budget: FY2016 - FY2021 Percent Increase FY2016 FY2017 FY2018 FY2019 Budgeted Projected FY2020 to Actual Actual Actual Actual FY2020 FY2021 FY2021 Municipal $ 3,6011543 $ 31825,356 $ 31445,544 $ 31582,749 $ 41379,192 $ 41520,214 3.22 % School $10,246,365 $10,914,892 $11,2321098 $11,963,065 $14,105,923 $14,716,655 4.33 % Retirees $ 6,420,186 $ 6,836,915 $ 6,790,042 $ 6,874,199 $ 7,377,827 $ 7,610,230 3.15 % Total(2) $20f268,095 $21,577,163 $21,467,685 $22,420,013 $25,862,942 $26,847,099 3.81 % Mitigation Fund (3) --- --- $300,000 --- --- --- --- Medicare Part B Penalty(4) $ 92,984 $ 97,090 $ 88,628 $ 82,241 $ 88,628 $ 82,241 (7.21)% Net Budget Amount $20 f361,079 $21,674,253 $21,8561313 $22,502,255 $25,951570 is 26,929,341 3.77 (1) Portion of salaries attributable to health insurance administration is inclusive in these figures. (2) Distribution for FY2017, FY2018 and FY2019 actuals is based on historical splits. The billing detail no longer supports the granular split between Municipal and School. (3) Payment made to the Public Employee Committee(PEC) HRA Mitigation Fund to offset increasing co-pays and deductibles. (4) Medicare Part B Penalty is the penalty the Town must pay due to deferred migration of retirees from active plans to Medicare supplement plans. The table on the following page shows the number of employees and retirees enrolled in the Town's health insurance program. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-6 Program: Shared Expenses 2100 Employee Benefits & Insurance T wn f Lexington, MA o o Table 2: Health Insurance Enrollments (1) FY2020 FY2021 Budget Budget Based on Actual Subscribers, plus Additional Projected Actual Subscribers Lives shown below Nov. 2015 Nov. 2016 Nov. 2017 Nov. 2018 Nov. 2019 Subscribers (FY2016) (FY2017) (FY2018) (FY2019) (FY2020) Municipal Individual 85 83 81 96 107 Family 176 178 176 164 168 subtotal 261 261 257 260 275 School Individual 358 333 336 356 350 Family 478 494 502 536 561 subtotal 836 827 838 892 911 Retirees 11222 11243 1,269 1,289 1,307 subtotal 21319 21331 21364 21441 2,493 Additional projected lives for budget purposes Position Vacancies Municipal 12 13 School 18 8 subtotal 30 21 Estimated Open Enrollment/ Qualifying Events(2) Individual 9 9 Family 27 27 Retirees 44 44 subtotal 80 80 total 21319 2,331 2,364 21551 2,594 New Positions School(3) 25 Municipal (3) 2 Facilities Dept. 2 subtotal 29 0 Estimated.Reduction in Subscriber Retirees (34) (34) total 21319 21331 2,364 21546 21560 (1)The subscriber counts above do not include COBRA subscribers, but include employees whose salaries and benefits are funded either fully or partially from non-General Fund sources. (2)The projection shown under open enrollment/qualifying events is based on an assumption of current employees losing coverage on their spouse's plans, and changes in marital status or dependent status. (3) Based on the budgets as recommended by the Superintendent and Town Manager and assumes that each full-time equivalent will subscribe to Town's insurance. The cost is estimated at a composite rate based on school and municipal personnel enrollment. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-7 2200 Property & Liability Insurance Program: Shared ExpensesTown of Lexington, MA Mission: To provide and manage a comprehensive property and liability management program for all property and equipment in the Town. Budget Overview: The property and liability management program consists of the following elements: • Property and Liability Insurance: The cost of premiums for policies that: (1) protect the Town against property loss and damage; (2) insure the Town's vehicles; and (3) cover the Town against liability claims. • Uninsured Losses: A continuing balance account for uninsured property losses, settlements and deductibles contained in various insurance policies. Authorized/Appropriated Staffing: A portion of the Deputy Town Manager's salary is charged to this line-item in recognition of the ongoing support provided. Budget Recommendations: The FY2021 overall recommendation for Property and Liability Insurance is $1,095,000, which represents a decrease of$(37,304) or (3.29)% from the FY2020 appropriation. 1. A $(37,304) or (4.23)% net decrease in the costs of property and liability insurance. Actual premium increases for the Fire Station, new Hastings School and Lexington Children's Place were less than projected in FY2020. For FY2021, the actual premiums for all coverage were increased by 5%. 2. No funding increase in the budget for uninsured losses. The balance in this continuing balance account as of June 30, 2019, is $1,061,382. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-8 Program: Shared Expenses 2200 Property & LiabilityInsurance T wn f Lexington, MA o o Budget Summary Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 787,374 $ 813,790 $ 11100,191 $1,061,904 $ - $ 11061,904 $ (381287) (3.48)% Transfers from Enterprise Funds to General Fund (Indirects) $ 31,718 $ 31,327 $ 32,113 $ 33,096 $ - $ 33,096 $ 983 3.06 Insurance Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 29,412 $ 32,641 $ 31,659 $ 34,188 $ - $ 34,188 $ 2,529 7.99 % Expenses $ 789,680 $ 812,477 $ 1,100,645 $1,060,812 $ - $ 1,060,812 1$ (39,833) (3.62)% Insurance Level-Service Requests FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2210 Property&Liability $ 712,531 $ 732,786 $ 882,304 $ 845,000 $ - $ 845,000 $ (37,304) (4.23)% Insurance Total 2220 Uninsured Losses $ 106,561 $ 112,332 $ 250,000 $ 250,000 $ - $ 250,000 1$ - - Insurance Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 29,412 $ 32,641 $ 31,659 $ 34,188 $ - $ 34,188 $ 2,529 7.99 % Overtime $ - $ - $ - $ - $ - $ - $ - - Compensation $ 29,412 $ 32,641 $ 31,659 $ 34,188 $ - $ 34,188 $ 21529 7.99 % Contractual Services $ 789,680 $ 812,477 $ 1,100,645 $1,060,812 $ - $ 1,060,812 $ (39,833) (3.62)% Utilities $ - $ - $ - $ - $ - $ - $ - - Supplies $ - $ - $ - $ - $ - $ - $ - - Small Capital $ - $ - $ - $ - $ - $ - $ - - Expenses $ 789,680 $ 812,477 $ 1,100,645 $1,060,812 $ - $ 11060,812 $ (39,833) (3.62)% Insurance FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-9 Program: Shared Expenses 2300 Solar Producer Payments T wn f Lexington, MA o o Mission: To provide obligated payments for the installation and operating costs of the solar array at the Hartwell Avenue Compost Facility. Budget Overview: For the solar arrays installed at the Hartwell Avenue Compost Facility, Eversource elected to reimburse the Town for the solar power generated via monthly payments, rather than issue a credit to the Town's electric bills. For the rooftop solar panels on Town and School buildings, that energy is credited again the monthly bill, thereby reducing utility costs at the Public Facilities Department. As a means of separately tracking the new arrangement, this budget division has been created to reflect: • Net Metering Credits: The revenues received from Eversource in return for solar power generated at Hartwell Avenue. Any excess revenues are deposited into the General Fund. • Solar Producer Payments: The annual amount paid to Syncarpha, the current owner of the solar panels, for the cost of construction and operating costs. Authorized/Appropriated Staffing: No direct staff is charged to this line-item. Staff support is provided through the Public Facilities, Town Manager and Finance departments. Budget Recommendations: The FY2021 overall recommendation for Solar Producer Payments is $410,000, which is level-funded from the FY2020 appropriation. For the FY2022 budget, staff will reassess appropriate funding levels since 3 full years of operations at Hartwell will be available for analysis. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-10 Program: Shared Expenses 2300 Solar Producer Payments T wn f Lexington, MA o o Budget Summary Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $(291,975) $(368,654) $ (190,000) $ (190,000) $ - $ (190,000) $ - -% Net-Metering Credits $ 647,232 $ 720,493 $ 600,000 1$ 600,000 1$ - $ 600,000 $ - -% Total 2300 Solar Producer .' 355,257 $ • • $ I I . 410,000 $Payments I I Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ - $ - $ - $ - $ - $ Expenses $ 355,257 $ 351,839 $ 410,000 $ 410,000 $ - $ 410,000 1$ -I -% Total 2300 Solar Producer . • • I I . 1 1/1 $ I I Payments Level-Service Requests FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2300 Solar Producer $ 355,257 $ 351,839 $ 410,000 $ 410,000 $ - $ 410,000 $ - -% Payments Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ - $ - $ - $ - $ - $ - $ - -% Overtime - - - - - - - -% Compensation $ - $ - $ - $ - $ - $ - $ - -% Contractual Services $ - $ - $ - $ - $ - $ - $ - -% Utilities $ 355,257 $ 351,839 $ 410,000 $ 410,000 $ - $ 410,000 $ - -% Supplies $ - $ - $ - $ - $ - $ - $ - -% Small Capital - - - - - - - -% Expenses $ 355,257 $ 351,839 $ 410,000 $ 410,000 $ - $ 410,000 $ - -% Payments Summary of Townwide Solar Credits and Expenses FY2017 FY2018 FY2019 FY2020 FY2021 Actual Actual** Actual Estimate Projection Rooftop Solar Bill Credits $ 279,665 $ 303,696 $ 333,329 $ 291,500 $ 291,500 Rooftop PILOT* $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 Rooftop Solar Payments $ (162,343) $ (157,038) $ (159,033) $ (165,000) $ (165,000) Net Revenue subtotal $ 147,322 $ 176,658 $ 204,296 $ 156,500 $ 156,500 Hartwell Solar Revenue $ 647,232 $ 720 f493 $ 600,000 $ 600,000 Hartwell PILOT* $ 55,400 $ 55,400 $ 55,400 $ 55,400 Hartwell Annual Lease $ 11000 $ 1,000 $ 11000 $ 1,000 Hartwell Solar Payments $ (355,257) $ (351,839) $ (410,000) $ (410,000) Net Revenue subtotal Is - $ 348,375 $ 425,054 $ 246,400 $ 2461400 Total Net Revenue $ 147,322 $ 525,033 $ 629,350 $ 402,900 $ 4021900 *Per MA DOR,solar PILOTs(Payments in Lieu of Taxes)are deposited as Personal Property taxes rather than under a PILOT category of revenue. **FY2018 costs/revenue for Hartwell are not representative of a full year of operations. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-11 This Page Intentionally Left Blank. 0, 1111 � IfIVf� Vx f rin• IV �V IIAPOII I 19 y. 1 0 Program: Shared Expenses 2400 Debt Service Town of Lexington, MA Mission: To manage the issuance of Town debt in a manner which protects assets that are required to deliver town services and yet limits large increases or decreases in annual debt service. Budget Overview: Debt service includes General Fund principal and interest payments for levy- supported (non-exempt) debt, both authorized by Town Meeting as well as for capital projects being proposed to the 2020 Annual Town Meeting. Debt service on projects funded from the Compost Revolving Fund is shown in the DPW Budget element 3420 and debt service for water and sewer enterprise projects is shown in the DPW Budget under elements 3610 and 3710, respectively. Debt Service voted to be exempt from Proposition 21/2, while not appropriated by Town Meeting, is presented for informational purposes. Authorized/Appropriated Staffing: There is no direct staff charged to this line-item. Staff support for manging debt service is provided through the Town Manager and Finance departments. Budget Recommendations: Combined gross FY2021 debt service — inclusive of Within-Levy and Exempt debt service — is increasing by $984,206, or 3.76% compared to FY2020. Within-Levy debt service is increasing by $824,778, or 8.37%. The FY2021 within-levy debt service is recommended at $10,678,762, which is inclusive of: • $2,403,450 allocated to retire a portion of the bond anticipation notes issued for the land purchases of Pelham Road and Bedford Street; • Debt service for the design and construction costs for the Westview Cemetery Building, which is intended to be funded by higher cemetery fees approved in 2017. The increased fees from sale of cemetery lots is deposited into the Cemetery Sale of Lots Fund, and fee increases for burials are deposited into the General Fund. The additional revenue generated from the Cemetery Sale of Lots Fund is displayed as a funding (i.e. revenue) source; and • Debt service for the construction cost of the new Visitor's Center, which is partially funded from grant and gift funds that were designated from the Visitor's Center Stabilization Fund. The Town's target increase for net within-levy debt service is 5% per year. In FY2020, no funding was needed from the capital stabilization fund; the net within levy debt service of $7,,538,990 was a 1.52% increase from FY2019. For FY2021, net within levy debt is $8,021,051, an increase of $482,061 or 6.39% from FY2020; therefore, a transfer from the Capital Stabilization fund of $105,000 is needed to mitigate within-levy debt service in FY2021. FY2020 gross exempt debt service as reported on the FY2020 Tax Rate Recap $16,328,254, which was mitigated via a $5,200,000 transfer from the Capital Stabilization Fund. FY2021 gross exempt debt service is projected at $16,487,682, an increase of $159,428, or 0.98% compared to FY2020 gross exempt debt service. FY2021 exempt debt service continues to be driven by the excluded debt projects FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-13 2400 Debt Service Program: Shared Expenses Town of Lexington, MA approved by the voters in December 2017 —the Fire Station Replacement, Hastings Elementary School Replacement and the new Lexington Children's Place (LCP) building. To mitigate the impact of this increase on Lexington taxpayers, it is proposed that $3.5 million of Capital Stabilization Funds be appropriated to offset exempt debt service in FY2021. The FY2021 proposed capital projects are described in greater detail in Section XI: Capital Investment in this Recommended Budget and Financing Plan. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-14 Program: Shared Expenses 2400 Debt Service Town of Lexington, MA Budget Summary Funding Sources(All Funds) FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $17,314,125 $19,565,470 $ 20,9011858 $23,507,183 $ - $23,507,183 $ 2,605,325 12.46% Fund Transfers Capital Stab.Fund-Within Levy Debt $ 324,500 $ 573,500 $ - $ 105,000 $ - $ 105,000 $ 105,000 - Capital Stab.Fund-Exempt Debt $ 2,400,000 $ 4,500,000 $ 5,200,000 $ 3,500,000 $ - $ 3,500,000 $(1,700,000) (32.69)0/o Cemetery Sale of Lots Fund $ 42,200 $ 55,090 $ 64,380 $ 48,061 $ - $ 48,061 $ (16,319) (25.35)% Betterments Fund $ - $ 4,398 $ 16,000 $ 6,200 $ - $ 6,200 $ (9,800) (61.25)% Visitors Center Stabilization Fund Is - $ -Is - $ 200,000 $ - $ 200,000 $ 200,000 - 010 Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (All Funds) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ -is - $ - $ - $ -is -is -I - Expenses $20,080,825 $24,698,458 $ 26,182,238 $27,166,444 $ - $27,166,444 $ 984,206 3.76 Gross Within Levy Debt Service FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2410 Within-Levy Principal* $ 7,992,189 $ 9,390,331 $ 8,243,590 $ 9,000,325 $ - $ 9,000,325 $ 756,735 9.18% Total 2420 Within Levy Interest $ 1,118,402 $ 1,0621802 $ 1,261,418 $ 1,476,966 $ - $ 1,476,966 $ 215,548 17.09 % Total 2430 Temporary Borrowing $ 277,544 $ 385,324 $ 348,976 $ 201,471 $ - $ 201,471 $ (147,505) (42.27)% Total Gross Within-Levy Debt Service $ • •• . • • I • . • • ••I 10,678f762 $ $ 1 • • • $ • • • Net Within Levy Debt Service FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2410 Within-Levy Principal* $ 7,992,189 $ 9,390,331 $ 8,243,590 $ 9,000,325 $ - $ 9,000,325 $ 756,735 9.18 % Total 2420 Within Levy Interest $ 1,118,402 $ 1,062,802 $ 1,2611418 $ 1,476,966 $ - $ 1,476,966 $ 215,548 17.09 % Total 2430 Temporary Borrowing $ 277,544 $ 385,324 $ 348,976 $ 201,471 $ - $ 201,471 $ (147,505) (42.27)% Funding Set-aside to Retire Note for $(2 351 430) $(3f352,967) $ (2 234 614) $ (2 403 450) $ - $ (2 403 450) $ (168 836) 7.56% Land Purchases Funding from Cemetery Sale of Lots/ $ (42,200) $ (59,488) $ (80,380) $ (254,261) $ -Is (254,261) $ (173,881) 216.32% Betterments/Visitors Center Use of Capital Stabilization Fund to hold debt service increases(net of projects funded with new revenue and the $ (324,500) $ (573,500) $ - $ (105,000) $ - $ (105,000) $ (105,000) -% retirement of notes for land purchases) to 5%annually Totalg. -•Within-Levy Debt Service 6,670,005 $ 6f852,503 • ••1 • • 151 $ - $ 7,916f051 $ 377,06111 Exempt Debt Service FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total - • Debt Service 1 . . 1 .61 111 . . ..2 $ - $16f487,6821 Use of Capital Stabilization Fund to mitigate impact of excluded debt service $(2,400,000) $(4,500,000) $ (5,200,000) $ (3,500,000) $ - $ (3,500,000) $ 1,700,000 (32.69)% on property tax bills Net Exempt Debt • .•1 • .1 111 $ 11,128f254 $12,987,682 •• • Total -•t Service-All Funds $14,962,695 • 1 667f 244 20,903,733 1 •0 •48• 11.98 % Object Code Summary(All Funds) FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ - $ - $ - $ - $ - $ - $ - -% Overtime - - - - - - - -% Compensation $ - $ - $ - $ - $ - $ - $ - - Contractual Services $20,O80,825 $24,698,458 $ 26,182,238 $27,166,444 $ - $27,166,444 $ 2,467,987 9.99% Utilities $ - $ - $ - $ - $ - $ - $ - -% Supplies $ - $ - $ - $ - $ - $ - $ - -% Small Capital - - - - - - - -% Expenses 1$20,080,825 $24,698,458 $ 26,182,238 $27,166,444 $ - $27,166,444 $ 21 467,987 9.99% TotalD-•t Service $20fO8Of825 $24,698,458 . . . ..444 $ - $27fl66f444 $ 984f 206 *FY2018 thru FY2021 include additional funds to retire notes for 173 Bedford St.and 20 Pelham Rd.land purchases,detailed in the Funding Set-Aside line. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-15 Program: Shared Expenses 2500 Reserve Fund Town of Lexington, Massachusetts Mission: To provide for extraordinary and unforeseen expenses. Budget Overview: The Reserve Fund is under the jurisdiction of the Appropriation Committee. Authorized/Appropriated Staffing: There is no direct staff charged to this line-item. Staff support is provided through the Town Manager and Finance departments. Budget Recommendations: The FY2021 recommendation for the Reserve Fund is $750,000, which represents a $(150,000) decrease from the FY2020 appropriation. Notes: The FY2018 and FY2019 budgets for the Reserve Fund were $900,000 in each year. • In FY2018, a total of $106,000 was transferred for completion of a School Master Plan by the Department of Public Facilities. • In FY2019, no funds were transferred from the Reserve Fund. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-16 Program: Shared Expenses 2500 Reserve Fund Town of Lexington, Massachusetts Budget Summary Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ — $ — $ 900,000 $ 750,000 $ — $ 750,000 $(150,000) (16.67)00 Total11 Reserve • 911 111 1 111 1 111 1 111 . . ' Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase I Increase Compensation $ — $ — $ — $ — $ — $ —Is — — % Expenses $ — $ — $ 900,000 $ 750,000 $ — $ 750,000 $ —I — % Total11 Reserve • 911 111 1 111 1 111 1 111 . . ' Level-Service Requests FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation I Request I Add/Del Mgr's Rec. Increase Increase Total 2500 Reserve Fund $ — $ — $ 900,000 $ 750,000 $ — $ 750,000 $(1501000) (16.67)% Total11 Reserve • 911 111 1 111 1 111 1 111 . . ' Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ — $ — $ — $ — $ — $ — $ — — % Overtime $ — $ — $ — $ — $ — $ — $ — — % Compensation $ — $ — $ — $ — $ — $ — $ — — % Contractual Services $ — $ — $ 900,000 $ 750,000 $ — $ 750,000 $(150,000) (16.67)% Utilities $ — $ — $ — $ — $ — $ — $ — — % Supplies $ - $ - $ - $ -I 0 $ - $ - $ - - % Small Capital $ — $ — $ — $ — $ — $ — $ — — YO Expenses $ — $ — $ 900,000 $ 750,000 $ — $ 750,000 $(1501 000) (16.67)% Total11 Reserve • 911 111 1 111 1 111 1 111 . . ' FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-17 This Page Intentionally Left Blank. u � , s �.... �� Program: Shared Expenses 2600 Public Facilities Town of Lexington, MA Mission: The mission of the Department of Public Facilities is to manage the efficient operation and maintenance of Town buildings, preserve the facility and equipment assets of the Town, and plan and implement capital improvements. This mission is accomplished by establishing appropriate services in support of building users, fostering continuous improvement in delivery of services, and by establishing a five-year capital plan in collaboration with the Permanent Building Committee and other Town committees. Budget Overview: The Department of Public Facilities (DPF) is responsible for the coordination and care of all Town-owned buildings inclusive of those under the control of the Town Manager, Library Trustees and School Committee. The primary areas of service include custodial care and cleaning, building maintenance and repair (including preventative maintenance), utilities, and landscaping and grounds (school buildings only). The DPF administrative staff develops and implements the programs that provide services for the Town buildings. In addition, the DPF Capital Budget and the Building Rental Revolving Fund are managed by DPF staff. Departmental Initiatives: 1. Continue renovations, additions and new construction at schools in support of increasing enrollments. 2. Support implementation of Town Public Safety projects. 3. Implement other priority projects. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-19 Program: Shared Expenses 2600 Public Facilities Lexington,Town f L xin n, MA 0 o e pc Iinfi nui .L.ItI Our iit S I P pa,hi cl'le,°Ift Of, Schools Fa c" it S &siist iiit D i it flirt o r lip r y e rt I i n a it � ffi� e Ma age r ss,i to in t t o t Ill uta l P rc a ect c i iii ii ty E ilig i gee r I° it � rt ; r i° i i° i r.itour LII H,S Fa,ci'lity Manager IL S C. s ad ia r liFa c i I ity Cogird i n a t o r 7s, e r i i°tiiir�rl e NEON= Cu sto rl a n icii P a I Ass rid.a i7 CU to d[a, ry irr IFF acrliti e Cu s to,d i a n ri u Ip e,ri i°it in, ire>! FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-20 Program: Shared Expenses 2600 Public Facilities Lexington,Town f L xin n, MA 0 o e Authorized/Appropriated Staffing FY2018 FY2019 FY20 20 FY2021 School Facilities 2610 Budget Budget Budget Request Maintenance Staff* 11 11 11 12 Custodian** 52 52 54 54 Subtotal FTE 1 63 63 1 65 66 Municipal Facilities 2620 Custodian*** 10 10 10 12 Subtotal FTE 10 10 10 12 Shared Facilities 2630 Director of Public Facilities 1 1 1 1 Assistant Director of Public Facilities 1 1 1 1 Superintendent of Custodial 1 1 1 1 Services Project Manager 1 1 1 1 Facility Superintendent 1 1 1 1 Facility Engineer 1 1 1 1 Event Manager 1 1 1 1 LHS Facility Manager 1 1 1 1 Administrative Asst. - Facility 1 1 1 1 Coordinator Administrative Asst. - Clerical/Rental 1 1 1 1 Administrator Office Manager 1 1 1 1 Municipal Assistant - Part time 0.5 0.5 0.5 0.5 Subtotal FTE 11.5 11.5 11.5 11.5 • Notes: * FY2021 includes 1.0 additional maintenance staff person to address an increasing work load due to expanding the town's building footprint over the past decade. ** FY2020 include 2.0 additional staff for new LCP building (1.5) and (.5) Custodian for added sq ft. at Hastings Elementary School. *** FY2021 includes 2.0 additional staff for municipal custodians to absorb the contracted custodial expenses for the Town Office Building, Public Services Building, Cary Memorial Library and original Visitors Center with in-house staff, and expand coverage to include the Town Pool, Center Playground bathrooms and the new Visitors Center. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-21 Program: Shared Expenses 2600 Public Facilities Lexington,Town f L xin n, MA 0 o e Budget Recommendations: The FY2021 recommended All Funds Department of Public Facilities budget inclusive of the General Fund operating budget and the Building Rental Revolving Fund is $12,547,,198. The recommended budget is a $269.,936, or 2.20% increase from the FY2020 budget. The Department of Public Facilities FY2021 recommended General Fund operating budget— inclusive of the Education Facilities, Municipal Facilities and Shared Facilities divisions— is $11,990,390, which is a $258,044, or 2.20% increase from the FY2020 General Fund budget. The General Fund operating budget for Compensation is $5,991,739, and reflects a $234,773 or 4.08% increase, which provides contractually obligated step increases and cost of living increases for the SEIU and AFSCME contracts that extend through June 30, 2021. The budget reflects the addition of two custodians to absorb the contracted custodial expenses for cleaning municipal buildings and expanding the capability of cleaning services, offset by a decrease in funding for those contracted cleaning services. It also funds a Program Improvement Request for one additional Maintenance Staff person to address a growing backlog of work tickets to maintain an expanded building footprint across town. The General Fund operating budget for Expenses is $5,998,651 and reflects a $23,271, or 0.39% increase. This is a net change, with reductions from removing one-time costs of $25,000 for a solar utilization analysis, removing contractual cleaning costs for municipal buildings, and shifting $39,500 to the Department of Public Works for addressing items related to the MS4 permit such as maintaining biobasins, and parking lot and storm drain cleaning on all school properties; offset by utility increases and $20,000 for a program improvement for furnishings, supplies and equipment for the Community Center. There is a net increase in Utility costs of $54,771 or 1.59%, which reflects an increase of $75,154 or 10.4% in natural gas, and $67,617 or 2.7% in electricity, offset by eliminating $100,000 in propane costs to heat the apparatus tent at the temporary fire station. Both rates reflect rates established in two-year utility supply contracts, which extend through December 2020, and updated utilization projections. That utilization includes three new all-electric buildings which will come online in FY2020, and will not immediately have solar installations to offset their usage. The FY2022 budget will reflect cost savings from new solar installations. Electric costs reflect an offset of $126,500 from current rooftop solar production. The FY2021 Facilities Department recommended Building Rental Revolving Fund budget is $556,808, an increase of $11,892 or 2.18%, which is attributable to increases in wages and staff overtime charged to this account. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Maintenance Staff Increase $ 133,844 $ 33,032 $ 166,876 $ 66,922 $ 15,723 $ 82,645 $ 841231 Community Center Supplies& $ 60,000 $ — $ 60,000 $ 20,000 $ 20,000 $ 40,000 Equipment FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-22 Program: Shared Expenses 2600 Public Facilities Lexington,Town f L xin n, MA 0 o e Budget Summary - General Fund Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $10,334,480 $10,715,019 $ 11,712,880 $11,922,658 $ 471422 $11,970,080 $ 257,200 2.20 % PEG Special Revenue Fund 1$ - $ 17,701 $ 19,466 $ 20,310 $ - $ 20,310 $ 844 1 4.34 Total 611 • 'r 1 4.1 'r 1 1 'r I• 'r •I ••: $ 47f422 $ ••1 •1 'r . 14 2.20 I I Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 5,199,875 $ 5,348,179 $ 5,756,966 $ 5,924,817 $ 66,922 $ 5,991,739 $ 234,773 4.08 % Expenses $ 5,134.605 $ 5,384,540 1$ 51975,380 $ 6,018,151 $ (191500) $ 5,998,651 1$ 23,271 0.39 % Total •11 • 1 ' '.1 r 10f732f720 r . r •8 r r 1 1 r . 1" 2.20 I Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase 2610-Education Facilities $ 7,347,282 $ 7,598,489 $ 8,266,380 $ 8,393,721 $ 27,422 $ 8,421,143 $ 154,763 1.87 % 2620-Municipal Facilities $ 1,905,530 $ 2,025,864 $ 2,265,468 $ 2,353,574 $ 20,000 $ 2,373,574 $ 108,106 4.77 % 2630-Shared Facilities $ 1,081,668 $ 1,108,367 $ 1,200,498 $ 1,195,673 $ - $ 1,195,673 $ (4,825) (0.40)% Total •11 • 'r 1 .1 'r 10f732,720 'r I• 'r •I ••. 'r 'r ••1 •1 'r 258fO44 2.20 I I Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 4,909,846 $ 5,056,784 $ 5,461,316 $ 5,603,835 $ 61,922 $ 5,665,757 $ 204,441 3.74 % Overtime 290,029 291,396 295,650 320,982 5,000 325,982 J 30,332 10.26 % Personal Services $ 5,199,875 $ 5,348,179 $ 51756,966 $ 5,924,817 $ 66,922 $ 51991,739 $ 2 34,773 4.08 % Contractual Services $ 1,243,082 $ 1,325,295 $ 1,630,200 $ 1,590,940 $ (39,500) $ 1,551,440 $ (78,760) (4.83)% Utilities $ 3,064,596 $ 3,183,702 $ 3,448,980 $ 3,503,751 $ - $ 3,503,751 $ 54,771 1.59 % Supplies $ 699,780 $ 730f467 $ 756,700 $ 780,860 $ 20,000 $ 800f860 $ 44,160 5.84 % Small Capital 127,147 145,076 139,500 142,600 - 142,600 3,100 2.22 % Expenses $ 5,134,605 $ 5,384,540 $ 51975,380 $ 61018,151 $ (191500) $ 51998,651 $ 23,271 1 0.39 0161 Total •11 • 1 4.1 1 1 •• •• •.. r r 1 1 r . 1 I Budget Summary - Non-General Funds Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Building Rental Revolving $ 565,538 $568,656.06 $ 550,000 $ 560,000 $ - $ 560,000 $ 10,000 -% Fund PEG Revolving Fund* $ 19,294 $ - Is - Is - Is - Is - Is - ITotal •11 • • :' 68 • • 1• 1 111 61 111 61 111 1 111 1.82 'I *PEG revenues are tied to spending. For overall revenue,see Board of Selectmen budget presentation. Appropriations Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Building Rental Revolving Fund $ 478,446 $ 480,714 $ 544,916 $ 556,808 $ - $ 556,808 $ 11,892 2.18% Personal Services $ 277,325 $ 277,837 $ 329,888 $ 340,814 $ - $ 340,814 $ 10,926 3.31 % Expenses $ 189,452 $ 188,550 $ 198,000 $ 198,000 $ - $ 198,000 $ - -% Benefits $ 11,669 $ 14,327 $ 17,028 $ 171994 $ - $ 17,994 $ 966 5.67 % PEG Revolving Fund $ 19,294 $ - $ - $ - $ - $ - $ - -0/0 Personal Services $ 16,347 $ - $ - $ - $ - $ - $ - -% Expenses $ 2,947 $ - $ - $ - $ - $ - Is - - Total 611 • • .. .1 . .. . , . . , , . . , .. . I r r .1 r • r • .1. r r • .1. r . . I ---------------------------------------------------------- Budget Summary - All Funds Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 5,493,547 $ 5,626,016 $ 6,086,854 $ 6,265,631 $ 66,922 $ 6,332,553 $ 245,699 4.04 % Expenses $ 5,324,057 $ 5,573,090 $ 6,173,380 $ 6,216,151 $ (19,500) $ 6,196,651 $ 23,271 0.38 % Benefits $ 14,616 $ 14,327 $ 17,028 $ 17,994 $ - $ 17,994 $ 966 5.67 Total •11Funds) 'r 1 1 'r I I 'r • $ I•• • $ 47f422 rr I •: 'r •• • • 2.20 I I FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IV-23 This Page Intentionally Left Blank. u � , s �.... �� Section Vo. Program 3000m. Public Works This section includes detailed information about the FY2021 Operating Budget & Financing Plan for the Department of Public Works (DPW). It includes: • 3000-3500 DPW Summary V-2 • 3100 DPW Administration & Engineering V-8 • 3200 Highway V-12 • 3300 Public Grounds V-16 • 3400 Environmental Services V-20 • 3600 Water Enterprise V-24 • 3700 Sewer Enterprise V-28 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-1 Program: Public Works 3000=3500 DPW Summar Town ofLexin ton MA Mission: The Department of Public Works is a professional team dedicated to enhancing the quality of life in Lexington and supporting the Town's core values. We make every effort to maximize the efficient, effective use of our resources in the support, maintenance and upkeep of the infrastructure, public lands and programs. We are committed to public safety and providing prompt, courteous, quality service to our customers and each other. Budget Overview: The Public Works program contains all DPW divisions. The services provided by Public Works include the maintenance, repair and construction of the Town's infrastructure, roads, equipment and property. The Department of Public Works is responsible for 284 lane miles of road, 154 miles of water mains, 34 miles of trunk sewer lines, 119 miles of street sewer lines, 4,700 catch basins, and 160 pieces of equipment, 9 parks, 4 cemeteries, and the 5.5 mile-long Jack Edison Memorial Bikeway. Public Works supports Town functions through the maintenance and repair of facilities such as playing fields and the bikeway. This program also includes the Town's water and sewer operations, which function as separate enterprise funds and are shown in separate enterprise budgets. Along with the day-to-day duties of DPW staff, many are also actively involved or work with Town committees. Those include the Permanent Building Committee, the Tree Committee, the Center Committee, the Water/Sewer Abatement Board, the Capital Expenditures Committee, the Energy Committee, the Transportation Safety Group, the Bicycle Advisory Committee and the Recreation Committee. These, and other staff, also work collaboratively on internal committees and teams. Departmental Initiatives: 1. Continue the stormwater initiatives in preparation for the new NPDES permit. 2. Support the implementation of People GIS Asset Management and Work Order System. 3. Work with Energy Committee and Sustainability Committee to improve energy efficiencies. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-2 Program: Public Works 3000=3500 DPW Summar Town ofLexin ton MA Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Department of Public Works - General • Director of Public Works 1 1 1 1 Manager of Operations 1 1 1 1 Management Analyst 0.6 0.6 0.6 0.6 Office Manager 1 1 1 1 Department Account Assistant* 2.6 2.6 2.6 2.6 Department Assistant - Pub Grounds/ 1 1 1 1 Cemetery Department Lead Assistant 1 1 1 1 Town Engineer 1 1 1 1 Assistant Town Engineer 1 1 1 1 Senior Civil Engineer** 2 2 2 3 Engineering Assistant** 4 4 4 3 Engineering Aide 0.7 0.7 0.7 0.7 Supt. of Equipment, Highways & 1 1 1 1 Drains Highway Foreman 1 1 1 1 Crew Chief 6 6 6 6 Heavy Equipment Operators*** 12 12 13 13 Grader/Shovel Operator 1 1 1 1 Information Coordinator 1 1 1 1 Seasonal Laborer 1.7 1.7 1.7 1.7 Equipment Foreman 1 1 1 1 Mechanic 4 4 4 4 Superintendent of Public Grounds 1 1 1 1 Laborer-Truck Driver 1 1 1 1 Leadmen 7 7 7 7 Senior Arborist 2 2 2 2 Tree Climber 2 2 2 2 Cemetery Foreman 1 1 1 1 Department of Public Works - Compost Revolving Fund Superintendent of Environmental 1 1 1 1 Services Compost Facility Foreman 1 1 1 1 Heavy Equipment Operators**** 1 2 2 2 Seasonal Heavy Equipment Operator 0.5 — — — Seasonal Laborer 0.7 0.7 0.7 0.7 • • • Explanatory Notes * FT Dept. Acct. Asst. shown as 0.6 from General Fund; 0.4 is charged to Water and Sewer Enterprise. ** FY2021 reflects a program improvement request to promote an Engineering Assistant to Senior Engineer. *** New staff person added to Parks Division in FY2020 via a Program Improvement. **** Seasonal Heavy Equipment Operator became full-time in FY2019. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 v-3 Program: Public Works 3000=3500 DPW Summar Town ofLexin ton MA Budget Recommendations: The FY2021 recommended All Funds Public Works budget inclusive of the General Fund operating budget and the Burial Containers, Compost Operations, Lexington Tree Fund, Minuteman Household Hazardous Waste, and Regional Cache - Hartwell Avenue revolving funds is $11,954,205. The recommended budget is a $362,705, or 3.13% increase from the FY2020 budget. The FY2021 recommended Public Works General Fund operating budget is $10,805,637, which is a $322,847, or 3.08% increase from the FY2020 General Fund budget. The General Fund operating budget for Compensation is $4,332,,465, and reflects a $91,765 or 2.16% increase, which is primarily attributable to the cost of contractually obligated step increases and cost of living adjustments, and the funding of a program improvement to convert a Staff Engineer to a Senior Engineer. FY2021 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2020. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $6,473,172 and reflects a $231,082 or 3.70% increase. Embedded in this increase are two Program Improvement Requests - the first will fund a contract for $12,000 to provide the department with real time pavement conditions during a snow storm, which will enable them to more effectively mobilize their resources; the second will provide $10,000 to enhance playground maintenance. In addition, $39,500 is transferred from the Department of Public Facilities to maintain the biobasins on school properties. The combined FY2021 recommended Revolving Fund budgets (see page V-6) are $1,148f 568 which is a $39,858 or 3.59% increase from the FY2020 budget. Please see the division sections on the following pages for a detailed explanation of the FY2021 budget changes. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Senior Civil Engineer $ 91426 $ 137 $ 91563 $ 91426 $ 137 $ 9,563 $ — Roadway Decision Support $ 12,000 $ — $ 12,000 $ 121000 $ — $ 12,000 $ — System-Snow People GIS-Snow Ops $ 19,500 $ — $ 19,500 $ — $ — $ — $ 19,500 Software Bike Amenity Maintenance $ 10,000 $ — $ 10,000 $ — $ — $ — $ 10,000 Playground Maintenance $ 10,000 $ — $ 10,000 $ 10,000 $ — $ 10,000 $ — Tree Canopy Survey $ 30,000 $ — $ 30,000 $ — $ — $ — $ 301000 Landscape Equipment $ 24,000 $ — $ 24,000 $ — $ — $ — $ 24,000 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-4 Program: Public Works 3000=3500 DPW Summar Town ofLexin ton MA Budget Summary: Funding Sources(General FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Fund) Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 8,629,404 $ 8,757,105 $ 9,575,542 $ 9,798,622 $ 70,926 $ 9,869,548 $294,006 3.07 % Enterprise Funds(Indirects) $ 588,560 $ 596,915 $ 595,723 $ 624,564 $ - $ 624,564 $ 28,841 4.84 % Fees,Charges and Available Funds Parking Fund $ 72,900 $ 72,900 $ 72,900 $ 72,900 $ - $ 72,900 $ - - % Cemetery Trust $ 48,500 $ 50,000 $ 50,000 $ 50,000 $ - $ 50,000 $ - - % Cemetery Prep Fees $ 162,270 $ 198,293 $ 150,000 $ 150,000 $ - $ 150,000 $ - - % Misc.Charges for Service $ 628 $ 353 $ 625 $ 625 $ - $ 625 $ - - 0/0 Licenses&Permits $ 86,790 $ 74,642 $ 38,000 $ 38,000 $ - $ 38,000 $ - - % • •• • • • 1 :1 • :' 1: 'I Total 11 11 � • . 1 1 1. 1 . 1 1 1 . , Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 4,152,936 $ 4,149,986 $ 4,240,700 $ 4,323,039 $ 9,426 $ 4,332,465 $ 91,765 2.16 % Expenses $ 5,436,116 $ 5,600,222 $ 61242,090 $ 6,411,672 $ 61,500 1$ 6,473,172 1$231,082 1 3.70 % • . 11 11 DP • • 589,052 $ • 1 18 1 ' •1 10,734,711 1 • • $lOf8O5f637 $322,84718 'I Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 3110 Administration $ 597,875 $ 628,440 $ 648,197 $ 676,339 $ - $ 676,339 $ 28,142 4.34 Total 3120 Town Engineering $ 790f9O5 $ 854,111 $ 931,465 $ 988,908 $ 9,426 $ 998,334 $ 66,869 7.18 Total 3130 Street Lighting $ 180,493 $ 255,867 $ 264,624 $ 230,262 $ - $ 230,262 $ (34,362) -12.99 Total 3210 Highway $ 1,343,192 $ 1,269,181 $ 1f505f756 $ 1,443,365 $ 39,500 $ 1,482,865 $ (22,891) -1.52 0/0 Total 3220 Equipment Maint. $ 706,271 $ 709,252 $ 735,642 $ 789,013 $ - $ 789,013 $ 53,371 7.26 Total 3230 Snow Removal $ 1,628,760 $ 1,338,630 $ 1,3871233 $ 1,447,612 $ 12,000 $ 1,459,612 $ 72,379 5.22 0/0 Total 3310 Parks $ 1,159,428 $ 1,217,464 $ 1,261,366 $ 1,286,819 $ 10,000 $ 1,296,819 $ 35,453 2.81 77 Total 3320 Forestry $ 455,004 $ 427,495 $ 493,866 $ 502,460 $ - $ 502,460 $ 8,594 1.74 Total 3330 Cemetery $ 298,914 $ 304,376 $ 344,175 $ 361,344 $ - $ 361,344 $ 17,169 4.99 % Total 3410 Refuse Collection $ 847,460 $ 947,750 $ 993,376 $ 952,423 $ - $ 952,423 $ (40,953) -4.12 % Total 3420 Recycling $ 994,641 $ 1 f208 f629 $ 1,270,368 $ 11330,766 $ - $ 1 f330 f766 $ 60,398 4.75 % Total 3430 Refuse Disposal $ 586,109 $ 589,013 $ 646,722 $ 725,400 $ - $ 725,400 $ 78,678 12.17 % • • 11 11 DP • • 589f 1 9,750,208 10f482,790 1 ' 1 • • $10f805,637 $322f84718 'I Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 3,547,255 $ 3,633,107 $ 3,848,208 $ 3,925,372 $ 9,426 $ 3,934,798 $ 86,590 2.25 % Overtime $ 605,681 $ 516,879 $ 392,492 $ 397,667 $ - $ 397,667 $ 5,175 1.32 % Personal Services $ 4,152,936 $ 4,149,986 $ 4,240,700 $ 4,323,039 $ 91426 $ 4,332,465 $ 91,765 2.16 % Contractual Services $ 3,977,437 $ 4,111,695 $ 4,648,391 $ 4,708,514 $ 51,500 $ 4,760,014 $ 111,623 2.40 % Utilities $ 359,290 $ 400,639 $ 411,099 $ 456,008 $ - $ 456,008 $ 44,909 10.92 % Supplies $ 1f036 f973 $ 1,019,395 $ 1 f085 f600 $ 1 f 150 f65O $ 10,000 $ 1 f 160 f65O $ 75,050 6.91 Small Capital $ 62,416 $ 68,493 $ 97,000 $ 96,500 $ - $ 96,500 $ (500) (0.52)% Expenses $ 5,436,116 $ 5,600,222 $ 6,242,090 $ 6,411,672 $ 61,500 $ 6,473,172 $231,082 3.70 Total11 11 DPW Gen'l Fund $ 9,589fO52 $ 9,75Of2O810f482,790 1 1 • • $10f805,637 $322f84718 ' FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-5 Program: Public Works 3000=3500 DPW Summar Town ofLexin ton MA Budget Summary - Revolving Funds* Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (Non-General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Regional Cache-Hartwell $ 51964 $ 22,112 $ 20,000 $ 20,000 $ - $ 20,000 $ - - % Avenue Lexington Tree Fund $ 17,675 $ 67,650 $ 45,000 $ 45,000 $ - $ 45,000 $ - - % Burial Containers $ 39,885 $ 45,815 $ 50,000 $ 50,000 $ - $ 50,000 $ - - % Compost Operations $ 652,167 $ 564,474 $ 793,449 $ 793,449 $ - $ 793,449 $ - - % Minuteman Household $ 138,286 $ 121,401 $ 220,000 $ 250,000 $ - $ 250,000 $ 30,000 13.64 % Hazardous Waste Total11 00 DPW Rev. Funds . 821f451 $ 1,128,449 $ 1,158,449 ; ... 1111 2.66 % *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (Non-General Fund) Actual I Actual Appropriation Request I Add/Del I Mgr's Rec. I Increase Increase Regional Cache- Hartwell Avenue(3110) Expenses $ 7,841 $ 13,479 1$ 20,000 $ 20,000 $ - $ 20,000 $ - - % Tree Revolving Fund(3320) Expenses $ 24,500 Is - $ 45,000 $ 45,000 $ - $ 45,000 $ - - % Burial Containers Revolving Fund(3330) Expenses $ 331410 $ 27,945 $ 50,000 $ 50,000 $ - $ 50,000 $ - - % Compost Operations Rev. Fund(3420) $ 772,247 $ 739,937 $ 773,710 $ 783,568 $ - $ 783,568 $ 91858 1.27 Compensation $ 266,432 $ 308,268 $ 3171272 $ 328,300 $ - $ 328,300 $ 11,028 3.48 % Expenses $ 317,724 $ 162,474 $ 171,350 $ 173,350 $ - $ 173,350 $ 21000 1.17 % Benefits $ 45,845 $ 52,336 $ 671785 $ 76,361 $ - $ 76,361 $ 81576 12.65 % Debt $ 142,246 $ 216,859 $ 217,303 $ 205,557 $ - $ 205,557 $ (11,746) -5.41 % Minuteman Household Haz.Waste(3420) Expenses T$_1491999 Fs 139,932 $ 220,000 $ 250,000 $ - $ 250,000 $ 30,000 1 13.64 % Total11 11 DPW Rev. Funds . 1. 1 $ 1,148,568 148,568 -------------------------------------------------------------- Budget Summary - All Funds Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (All Funds) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 4,4191368 $ 41458,254 $ 4,557,972 $ 41651,339 $ 9,426 $ 4,660,765 $ 102,793 2.26 % Expenses $ 5,969,590 $ 51944,052 $ 6,748,440 $ 61950,022 $ 61,500 $ 7,0111522 $263,082 3.90 % Benefits(Revolving Funds) $ 45,845 $ 52,336 $ 671785 $ 76,361 $ - $ 76,361 $ 81576 12.65 0 Debt Service(Revolving Fund) $ 142,246 $ 216,859 $ 217,303 $ 2051557 $ - $ 205,557 $ (11,746) -5.41 % Total11 11 DPW All Funds1 1•• $10,671,501 • 11 $11f883,279 1 • . $111954f205 $362,705 % FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 v-6 This Page Intentionally Left Blank. u � , s �.... �� , Program: Public Works 3100 DPW Administration & EngineeringTown of Lexin ton MA Lexington, Mission: This element of the budget provides executive direction and leadership to all aspects of the Department of Public Works (DPW) by promoting best management practices, administering Town policies and providing engineering support to other DPW divisions and Town departments. Budget Overview: DPW Administration includes Administration, Operations, Engineering and Street Lighting. DPW Administration Management staff plan, supervise, coordinate, schedule and direct the department's activities. Staff are responsible for preparing budgets, monitoring expenditures, developing bid specifications for DPW procurements, responding to citizens' questions and concerns, evaluating work performance, performing inspections, managing projects and scheduling work assignments. Staff also support various committees including the Permanent Building Committee, Center Committee, Energy Conservation Committee, Bicycle Advisory Committee, Tree Committee and Water and Sewer Abatement Board. Division Initiatives: 1. Continue to streamline Operations and Administration office assignments and functions for efficiency. 2. Continue to implement new work processes for tracking assignments and continue to research options for the fuel system. 3. Continue to implement the NPDES program in a proactive, and cost efficient manner. 4. Continue improving the DPW asset management plan. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 v-8 , Program: Public Works 3100 DPW Administration & EngineeringTown of Lexin ton MA Lexington, ... ... .. ... ... .. 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Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Element 3110: DPW Administration Director of Public Works 1 1 1 1 Manager of Operations 1 1 1 1 Management Analyst 0.6 0.6 0.6 0.6 Office Manager 1 1 1 1 Department Lead Assistant 1 1 1 1 Department Account Assistant* 2.6 2.6 2.6 2.6 Subtotal FTE 7.2 7.2 7.2 7.2 Subtotal FT/PT 7 FT/1 PT 7 FT/1 PT 7 FT/1 PT 7 FT/1 PT Element 3120: Engineering Town Engineer 1 1 1 1 Assistant Town Engineer 1 1 1 1 Senior Civil Engineer** 2 2 2 3 Engineering Assistant** 4 4 4 3 Engineering Aide 0.7 0.7 0.7 0.7 Subtotal FTE 8.7 7.7 8.7 8.7 Subtotal FT/PT 7 FT/1 PT 8 FT/1 PT 8 FT/1 PT 8 FT/1 PT Total Full/Part Time 14 FT/2 PT 14 FT/2 PT 14 FT/2 PT 14 FT/2 PT * 1 FT Assistant split between DPW,Water&Sewer ** FY2021 reflects a program improvement request to promote an Engineering Assistant to Senior Engineer. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-9 , Program: Public Works 3100 DPW Administration & EngineeringTown of Lexin ton MA Lexington, Budget Recommendations: The FY2021 recommended All Funds Administration and Engineering budget, inclusive of the General Fund operating budgets for Administration, Engineering and Street Lighting, and the Regional Cache Revolving Fund which funds the operation of the cache - a repository of emergency equipment at the Hartwell Avenue compost facility for use by contributing member communities - is $1,924,935. The recommended budget is a $60,649 or 3.25% increase from the FY2020 budget. The recommended FY2021 Administration and Engineering General Fund operating budget is $1,904,935 which is a $60,649, or 3.29% increase from FY2020. Of this amount, $1,498,560 is for Compensation and reflects a $89,,199 or 6.33% increase, which is attributable to the cost of contractually obligated step increases and cost of living adjustments, as well as funding a program improvement to promote an Engineering Assistant to Senior Engineer. The recommended FY2021 Administration and Engineering General Fund operating budget for Expenses is $406,375 and reflects a $(28,550), or -6.56% decrease. This decrease is due to realizing initial savings from converting the Town's streetlights to LEDs, as funded at the Fall 2019 Special Town Meeting. Further savings will be incorporated in the FY2022 budget once the lights have been installed and are operational, and a better projection of operating costs can be made. The FY2021 recommended Regional Cache Revolving Fund request is funded at $20,000, which is level- funded from from FY2020. The fund collects and spends fees paid by member towns for borrowing the equipment. Program Improvement Requests: Request Recommended Salaries Benefits Benefits (reflected in Salaries (reflected in and Shared Total and Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Senior Civil Engineer $ 91426 $ 137 1$ 91563 1$ 91426 $ 137 $ 91563 $ — FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-10 , Program: Public Works 3100 DPW Administration & EngineeringTown of Lexin ton MA Lexington, Budget Summary: Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $1,113,995 $11257,916 $ 1,387,234 $ 1,417,999 $ 9,426 $ 1,427,425 $ 40,191 2.90% Enterprise Funds(Indirects) $ 366,160 $ 403,807 $ 416,727 $ 437,185 $ - $ 437,185 $ 20,458 4.91% Fees&Charges Charges for Service $ 628 $ 353 $ 625 $ 625 $ - $ 625 $ - -% Licenses&Permits $ 86,790 $ 74,642 $ 38,000 $ 38,000 $ - $ 38,000 1$ - -% Parking Fund $ 1,700 $ 1,700 $ 1,700 $ 1,700 $ - $ 1,700 $ - -% • . . • r • r . . r . .• r . 1 r 9f426 r 1 r 61 649 3.29% Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. I Increase Increase Compensation $1,238,596 $1,369,650 $ 1,409,361 $ 1,489,134 is 9,426 $ 1,498,560 $ 89,199 6.33 Expenses $ 330 f677 $ 368,768 $ 434,925 $ 406,375 $ - $ 406,375 $ (28,550) -6.56% Total 3100-General Fund r • r . . r . .• r . 1 r 9f426 r 1 r 60f 649 3.29% Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 3110 DPW Administration $ 597,875 $ 628,440 $ 648,197 $ 676,339 $ - $ 676,339 $ 28,142 4.34% Total 3120 Engineering $ 790f9O5 $ 854,111 $ 9311465 $ 988,908 $ 9,426 $ 998,334 $ 66,869 7.18% Total 3130 Street Lighting $ 180,493 $ 255,867 $ 264,624 $ 230,262 $ - $ 230f262 $ (34,362) -12.99 Total 3100-General Fund r • r • • r • •• r . 1 r 9f426 r 1 r • 649 I Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $1,233,577 $1,366,643 $ 1,395,121 $ 1,474,636 $ 9,426 $ 1,484,062 $ 88,941 6.38% Overtime $ 5,019 $ 3,007 $ 14,240 $ 14,498 $ - $ 14,498 $ 258 1.81% Personal Services $1,238,596 $1,369,650 $ 1,409,361 $ 1,489,134 $ 9,426 $ 1,498,560 $ 89,199 6.3 3% Contractual Services $ 187,288 $ 229,599 $ 239,475 $ 230,575 $ - $ 230,575 $ (8,900) -3.72% Utilities $ 109,056 $ 111,479 $ 122,400 $ 112,400 $ - $ 112,400 $ (10,000) -8.17% Supplies $ 24,533 $ 27,689 $ 71,550 $ 62,400 $ - $ 62,400 $ (9,150) -12.79% Small Capital $ 9,800 $ - $ 1,500 $ 1,000 $ - $ 1,000 $ (500) -33.33 Expenses $ 330,677 $ 368,768 $ 434,925 $ 406,375 $ - $ 406,375 $ (28,550) -6.56% Total 11GeneralFund r • r • . r • •• r . 1 r 9f426 r 1 r •1 649 I Budget Summary - Revolving Funds* Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Regional Cache- Hartwell Ave. $ 5,964 1$ 22,112 $ 20,000 1$ 20,000 1$ - $ 20,000 $ - -%I Total11 Revolving Funds $ 5f964 1 111 1 111 1 111 ' *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual I Actual Appropriation I Request I Add/Del I Mgr's Rec. I Increase Increase Regional Cache-Hartwell Ave. Expenses $ 7,841 1$ 13,479 1$ 20,000 1$ 20,000 $ - $ 20,000 1$ - - Budget Summary - All Funds Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $1,238,596 $1,369,650 $ 1,409,361 $ 1,489,134 $ 9,426 $ 1,498,560 $ 89,199 6.33% Expenses $ 338,518 $ 382,247 $ 454,925 $ 426,375 $ - $ 426,375 $ (28,550) -6.28% Total 3100Funds $ $ • $ :• :• rr • 1• $ • I • $ lf924f935 $ •1 •I• 1 I FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-11 Program: Public Works 3200 Highway Town of Lexin ton MA Lexington, Mission: The Highway Division maintains the town streets, sidewalks and storm water infrastructure, providing for the safe movement of vehicular and pedestrian traffic. The Highway Division performs minor construction repairs, snow and ice operations for roadways and sidewalks, maintains all traffic signage, traffic markings and supervises contractual service providers that perform repairs, cleaning and maintenance work. In addition, the Road Machinery Division ensures the Town's fleet is operational and well maintained by performing repairs, preventive maintenance and managing the fuel management program. Budget Overview: The Highway Division includes Highway Maintenance, Road Machinery and Snow Removal. • Highway Maintenance is responsible for all public streets, sidewalks, town parking lots, drainage infrastructure and brooks, performing minor construction repairs, as well as maintaining all traffic signage and traffic markings. • Road Machinery is responsible for the repair and preventive maintenance of 160 vehicles, rolling stock and equipment. • Snow Removal is responsible for removing snow and treating 155 miles of roads and 62 miles of sidewalks. The Highway Division staff works with and provides support to the Sidewalk and Center Committees. Division Initiatives: 1. Continue the drainage flushing program and meeting the MS4 permitting requirements. 2. Take proactive measures to repair catch basins townwide. 3. Refine the use of enhanced liquids with salt in order to enhance the treatment processes and reduce salt consumption. 4. Continue researching and utilizing composite plow edge technology. 5. Meet the new state training requirements under the act that further defines the standard of employee safety (Chapter 44 of the Acts of 2018). This State law took effect on February 1, 2019. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-12 Program: Public Works 3200 Highway Town of Lexin ton MA Lexington, u bell li c r 1 rector r ar age r o e r tii s H Egli al, u pile riiinit n clenit ire orrratioil Highway Forernain, EgiuJp m ent Fore i1ra Coo;rd ii ra t r He,,avy Equipment Grader-Shovel Truck Driver/ e. t o r. 0 p le r-a to r Laborer Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Element 3210: Highway Maintenance Supt. of Equipment, Highways&Drains 1 1 1 1 Highway Foreman 1 1 1 1 Crew Chief 2 2 2 2 Heavy Equipment Operator 5 5 5 5 Leadman 2 2 2 2 Grader/Shovel Operator 1 1 1 1 Information Coordinator 1 1 1 1 Seasonal Laborer 0.5 0.5 0.5 0.5 Subtotal FTE 13.5 13.5 13.5 13.5 Subtotal FT/PT 13 FT/1 PT 13 FT/1 PT 13 FT/1 PT 13 FT/1 PT Element 3220: Equipment Maintenance Equipment Foreman 1 1 1 1 Mechanic 4 4 4 4 Subtotal FTE 5 5 5 5 ,Subtotal FT/PT 5 FT/0 PT 5 FT/0 PT 5 FT/0 PT 5 FT/0 PT FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-13 Program: Public Works 3200 Highway Town of Lexin ton MA Lexington, Budget Recommendations: The FY2021 recommended Highway budget inclusive of the Highway Maintenance, Road Machinery and Snow Removal divisions is $3,731,490. The recommended budget is a $102,859, or 2.83%, increase from the FY2020 budget. The budget for Compensation is $1,338,982, which is essentially flat from FY2019, with savings from staff turnover offsetting contractually obligated step increases. FY2021 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2020. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The budget for Expenses is $2,392,508 and reflects a $112,509 or 4.93% increase which represents an increase for outside snow plowing contractors following a rebid of services, the absorption of $39,500 from the Department of Public Facilities for clearing biobasins on school properties, and the addition of a recommended Program Improvement Request for $12,000 to provide the department with real time pavement conditions during a snow storm, which will enable them to more effectively mobilize their resources. These increases are offset by the removal of a one-time program improvement of $39,200 for optimization of snow routes. The guardrail replacement program started in FY2020, and the bicycle sharerow program initiated in FY2018, both continue in FY2021. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Roadway Decision Support $ 12,000 $ — $ 12,000 $ 12,000 $ — $ 12,000 $ — System-Snow People GIS-Snow Ops $ 19,500 $ — $ 19,500 $ — $ — $ — $ 19,500 Software FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-14 Program: Public Works 3200 Highway Town of Lexin ton MA Lexington, Budget Summary: Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $31470,986 $31141,490 $ 31469,543 $ 31515,550 $ 51,500 $3,567,050 $ 97,507 2.81% Enterprise Funds(Indirects) $ 136,037 $ 104,373 $ 87,888 $ 93,240 $ - $ 93,240 $ 5,352 6.09% Fees&Charges Parking Fund $ 71,200 $ 71,200 1$ 71,200 1$ 71,200 $ - $ 71,200 $ - -% Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. I Increase Increase FE ompensation $1,530,895 $1,373,290 $ 1,348,632 $ 1,338,982 $ - $1,338,982 $ (9,650) -0.72% xpenses $2,147,328 $1,943,773 $ 2,279,999 $ 2,341,008 $ 51,500 $2,392,508 $ 112,509 4.93% Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 3210 Highway Maintenance $1,343,192 $1,269,181 $ 1,505,756 $ 1,443,365 $ 39,500 $1,482,865 $ (22,891) -1.52% Total 3220 Equipment Maintenance $ 706,271 $ 709,252 $ 735,642 $ 789,013 $ - $ 789,013 $ 53,371 7.26% Total 3230 Snow Removal $1,628,760 $1,338,630 $ 1,387,233 $ 1,447,612 $ 12,000 $1,459,612 $ 72,379 5.22% Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $1,104,404 $1,027,470 $ 1,079,991 $ 1,066,849 $ - $1,066,849 $ (13,142) -1.22% Overtime $ 426,491 $ 345,820 $ 268,641 $ 272,133 $ - $ 272,133 $ 3,492 1.30% Personal Services $1,530,895 $1,373,290 $ 1,348,632 $1,338,982 $ - $1,338,982 $ (91 650) -0.72% Contractual Services $1,137,782 $ 941,210 $ 1,125,900 $ 1,078,700 $ 51,500 $1,130,200 $ 4,300 0.38% Utilities $ 191,922 $ 221,933 $ 224,999 $ 269,908 $ - $ 269,908 $ 44,909 19.96% Supplies $ 776,486 $ 729,076 $ 844,100 $ 907,400 $ - $ 907,400 $ 63,300 7.50% Small Capital $ 41,138 $ 51,554 $ 85,000 $ 85,000 $ - $ 85,000 $ - -% Expenses $2,147,328 $1,943,773 $ 2,279,999 $2,341,008 $ 51,500 $2,392,508 $112,509 4.93% FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-15 Program: Public Works 3300 Public Grounds Lexington,Town f� xin n, MA 0 o e Mission: The Public Grounds Division, working with other Town Departments, user groups and concerned citizens, supports various Town services and recreational opportunities that help to preserve the Town's green character and open spaces, and promote public safety. Through the Cemetery Division, it also serves bereaved families and provides well-maintained cemetery grounds. Budget Overview: The Public Grounds Division is comprised of the Parks, Forestry and Cemetery functions. • The Parks staff maintain 9 parks, 12 playgrounds, 28 conservation areas, 41 athletic fields, 12 school grounds, 4 tennis facilities, 3 historical sites, the pool and reservoir complexes as well as the Town's bicycle, fitness and conservation trails totaling approximately 630 acres. Lexington's athletic fields are used by many groups, which put excessive demands on these facilities. The new turf program has continued to make a marked improvement in the safety and playability of these fields. • The Forestry staff maintain approximately 10,000 street trees, an undetermined number of trees on Park and Conservation lands and numerous shrub bed plantings on park, cemetery, school and conservation properties and along right-of-ways. • The Cemetery staff is responsible for the administration and maintenance of four cemeteries including 21.5 acres in Westview, 6.9 acres in Munroe, 1.28 in Colonial and 0.5 acres in Robbins. Staff support the Recreation, Tree and Bicycle Advisory Committees. Division Initiatives: 1. Develop a program to improve two turf areas per year. In 2019, the target areas were the Muzzey Soccer Field and Harrington Baseball Field. 2. Continue the implementation of planting at least 130 trees per year in the Town Right-of-Ways, parks, public grounds areas, and setback areas on private property. It is anticipated that the trees for the FY2021 plantings will come from bare root trees from a supplier. 3. Continue to implement a proactive tree maintenance program to minimize hazard trees and provide safe, well-maintained, aesthetically pleasing parks, athletic fields and public ground areas. 4. Continue the GPS location of graves at Westview Cemetery and begin plans for the other cemeteries. 5. Oversee the construction of the new cemetery building. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-16 Program: Public Works 3300 Public Grounds Lexington,Town f� xin n, MA 0 o e Public Works Dir t it Manager of' peratir ns ----------------------- E uj)erinFe,,,ndent of De�;��r�trnr��i�t Crew Chief Crew Chief Ceurr�eter F ire a Assistant Leadman L.adboTe r Lead r i in Heavy Equipment Heavy Equr)p,r eint Arb oriat 0pe rator Operatcrr Labor,e,r/Driver Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Element 3310: Parks Division Budget Budget Budget Request Superintendent of Public Grounds 1 1 1 1 Crew Chief 3 3 3 3 Leadman 4 4 4 4 Heavy Equipment Operator* 6 6 7 7 Laborer-Truck Driver 1 1 1 1 Subtotal FTE 15 15 16 16 Su btota I FT/PT 15 FT/0 PT 15 FT/0 PT 16 FT/0 PT 16 FT/0 PT Element 3320: Forestry Division Crew Chief 1 1 1 1 Senior Arborist 2 2 2 2 Laborer-Tree Climber 2 2 2 2 Seasonal Laborer 0.6 0.6 0.6 0.6 Subtotal FTE 5.6 5.6 5.6 5.6 Su btota I FT/PT 5 FT/2 PT 5 FT/2 PT 5 FT/2 PT 5 FT/2 PT Element 3330: Cemetery Division Cemetery Foreman 1 1 1 1 Leadman 1 1 1 1 Heavy Equipment Operator 1 1 1 1 Department Assistant 1 1 1 1 Seasonal Laborer 0.6 0.6 0.6 0.6 Subtotal FTE 4.6 4.6 4.6 4.6 Su btota I FT/PT 4 FT/2 PT 4 FT/2 PT 4 FT/2 PT 4 FT/2 PT • FTE • Total Full/Part Time 24 FT/4 PT 24 FT/4 PT 25 FT/4 PT 25 FT/4 PT *New staff person added in FY2020 as a Program Improvement. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-17 Program: Public Works 3300 Public Grounds Lexington,Town f� xin n, MA 0 o e Budget Recommendations: The FY2021 recommended All Funds Public Grounds budget inclusive of the General Fund operating budgets for the Parks, Forestry and Cemetery divisions and the Burial Containers and Lexington Tree Fund Revolving Funds is $2,255,623, which is a $61,216 or 2.79% increase over the FY2020 budget. The combined Parks, Forestry and Cemetery FY2021 recommended General Fund operating budget is $2,160,623 which is a $61,216 or 2.92% increase from the FY2020 General Fund budget. The combined Parks, Forestry and Cemetery General Fund operating budget for Compensation is $1,494,923 and reflects a $12,216 or 0.82% increase, which is attributable to the cost of contractually obligated step increases and cost of living adjustments. FY2021 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2020. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The combined Parks, Forestry and Cemetery General Fund operating budget for Expenses is $665,700 and reflects a $49,000 or 7.95% increase, which includes a $10,000 increase in water and sewer costs to reflect actual expenses, a $10,000 increase in tree service contracting to address an increasing number of safety concerns as they are identified in the final year of the street tree survey, a program improvement to maintain playgrounds and enhance safety concerns as routine inspections are completed, and various other adjustments to reflect actual operating costs. The combined FY2021 revolving fund budgets are funded at $95,000, which are level-funded. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Bike Amenity Maintenance $ 10,000 $ — $ 10,000 $ — $ — $ — $ 10,000 Playground Maintenance $ 10,000 $ — $ 10,000 $ 10,000 $ — $ 10,000 $ — Tree Canopy Survey $ 30,000 $ — $ 30,000 $ — $ — $ — $ 30,000 Landscape Equipment $ 24,000 $ — $ 24,000 $ — $ — $ — $ 24,000 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-18 Program: Public Works 3300 Public Grounds Lexington,Town f� xin n, MA 0 o e Budget Summary: Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $11616,213 $11612,307 $ 1,808,299 $1,856,484 $ 10,000 $ 11866,484 $ 581185 3.22% Enterprise Funds(Indirects) $ 86,363 1$ 88,735 is 91,108 1$ 94,139 1$ - is 94,139 1$ 31031 3.33% Fees&Charges Cemetery Prep Fees $ 162,270 $ 198,293 $ 150,000 $ 150,000 $ - $ 150,000 $ - I -% Directed Funding Cemetery Trust $ 48,500 $ 50,000 $ 50,000 $ 50,000 $ - $ 50,000 $ - I - Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $1,383,445 $1,407,046 $ 1,482,707 $1,494,923 $ - $ 11494,923 $ 12,216 0.82% Expenses $ 529,9011$ 542,289 1$ 616,700 $ 6551700 $ 10,000 $ 665,700 $ 49,000 1 7.95% Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 3310 Parks Division $11159,428 $11217,464 $ 1,261,366 $11286,819 $ 10,000 $ 11296,819 $ 35,453 2.81% Total 3320 Forestry $ 455,004 $ 427,495 $ 493,866 $ 502,460 $ - $ 502,460 $ 81594 1.74% Total 3330 Cemetery $ 298,914 $ 304,376 $ 3441175 $ 361,344 $ - $ 361,344 $ 17,169 4.99 Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $11209,274 $1,238,995 $ 1,373,096 $1,383,887 $ - $ 11383,887 $ 10,791 0.79% Overtime $ 174,171 $ 168,051 $ 109,611 $ 111,036 $ - $ 111,036 $ 11425 1.30% Personal Services $1,383,445 $1,407,046 $ 11 482,707 $1,494,923 $ - $ 11494,923 $ 12,216 0.82% Contractual Services $ 253,082 $ 243,841 $ 404,300 $ 423,900 $ - $ 423,900 $ 19,600 4.85% Utilities $ 58,312 $ 67,226 $ 63,700 $ 73,700 $ - $ 73,700 $ 10,000 15.70% Supplies $ 207,029 $ 214,283 $ 138,200 $ 147,600 $ 10,000 $ 157,600 $ 19,400 14.04% Small Capital $ 11,478 $ 16,939 $ 10,500 $ 10,500 $ - $ 10,500 $ - -% Expenses $ 529,901 $ 542,289 $ 616,700 $ 655,700 $ 10,000 $ 665,700 $ 49,000 7.95 Budget Summary - Revolving Funds* Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Lexington Tree Fund $ 17,675 $ 67,650 $ 45,000 $ 45,000 $ - $ 45,000 $ - -% Burial Containers $ 39,885 $ 45,815 $ 50,000 $ 50,000 $ - $ 50,000 $ - -% *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation I Request I Add/Del Mgr's Rec. I Increase Increase Lexington Tree Revolving Fund Expenses $ 24,500 $ - $ 45,000 $ 45,000 $ - $ 45,000 $ - I -% Burial Container Revolving Fund Expenses $ 33,410 $ 27,945 $ 50,000 $ 50,000 $ - $ 50,000 $ - -% ------------------------------------------------------------------------------------------------------------------------. Budget Summary - All Funds Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $11383,445 $11407,046 $ 1,4821707 $1,494,923 $ - $ 11494,923 $ 121216 0.82% Expenses $ 587,811 $ 570,234 $ 7111700 $ 750,700 $ 10,000 $ 760,700 $ 49,000 6.88% FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-19 Program: Public Works 3400 Environmental Services Lexington,Town f L x n n, MA 0 o e Mission: The Environmental Services Division manages the solid waste, recyclables, yard waste and household hazardous products generated by households and municipal facilities. The Division also provides educational materials on ways to reduce solid waste, increase recycling and composting, and reduce the toxicity of the waste stream. Budget Overview: The Environmental Services Division includes Refuse Collection and Disposal, Recycling, Yard Waste and Appliance/Electronic Waste. Refuse collection is the curbside collection of non-recyclable residential solid waste and the separate collection of large appliances and yard waste. Recycling is the curbside collection of recyclable products, management of yard waste operations at the Hartwell Avenue Compost Facility, operation of the Minuteman Household Hazardous Products regional facility and curbside collection of televisions, computer monitors and other electronics (CRT's) and drop-off of corrugated cardboard. The Town entered into a 5-year contract for the collection of trash and recyclables with E. L. Harvey & Sons, Inc. beginning July 1, 2018. The Town is currently under contract with Wheelabrator in North Andover for refuse disposal through June 30, 2025. Division Initiatives: 1. Apply for Mass DEP's Recycling IQ Kit and begin implementation in April 2020. 2. Develop a drop-off program to collect glass and have it processed into a recycled construction material. 3. Develop marketing plan to expand sales of compost and other products to neighboring Public Works and landscape companies. 4. Complete Hartwell Avenue Operation's plan including upgrade of security systems and conservation improvements. 5. Explore opportunities to utilize the Hartwell Avenue site to promote environmental education, renewable energy and compost training. 6. Develop a Lexington Master Plan for the collection and management of municipal solid waste, recyclables, yard waste and food waste. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-20 Program: Public Works 3400 Environmental Services Lexington,Town f L x n n, MA 0 o e Pubil r FP U . c Works Director I j................ ......... Manager of lere 'ios Sti fermi nteiirien�i cif CoSeiviCesl I""n o f,Facifity Fo re,' 'an �H e E Li �;;,,e� t g I tte�� d rit 0 PI FS �� SFr ` IVY,ro'�:MNf�� ,Or s` Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Element 3420: Recycling* (Compost Facility) Superintendent of Environmental Services 1 1 1 1 Compost Facility Foreman 1 1 1 1 Heavy Equipment Operator 1 2 2 2 Seasonal Heavy Equipment Operator 0.5 — — — Seasonal Attendant 0.7 0.7 0.7 0.7 Subtotal FTE 4.2 4.7 4.7 4.7 Subtotal FT/PT 3 FT/2 PT* 4 FT/1 PT* 4 FT/1 PT* 4 FT/1 PT* Total Full/Part Time 3 FT/2 PT 4 FT/1 PT 4 FT/I PT 4 FT/I PT *The positions shown in Element 3420: Recycling are paid from the DPW Compost Revolving Fund. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-21 Program: Public Works 3400 Environmental Services Lexington,Town f L x n n, MA 0 o e Budget Recommendations: The recommended FY2021 All Funds Environmental Services budget inclusive of the General Fund operating budgets for the Refuse Collection, Recycling and Refuse Disposal divisions and the Compost Operations and Minuteman Household Hazardous Waste Program Revolving Funds is $4,042,157,, which is a net $137,,981 or 3.53% increase from the FY2020 budget. There is no Compensation in the Refuse Collection, Recycling and Refuse Disposal General Fund operating budget as all staff are funded within the Compost Operations Revolving Fund budget. The combined General Fund Refuse Collection, Recycling and Refuse Disposal operating budget for Expenses is $3,008,589 and reflects a $98,123 or 3.37% increase. The Refuse Collection expense budget is recommended at $952,423, a decrease of $(40,953) or -4.12%, and the Recycling expense budget is recommended at $1,330,766 an increase of $60,398 or 4.75%, both of which reflect the Town's contracts for refuse and recycling collections. The Recycling increase also reflects the current market for disposal of recycled materials, which has recently become unsettled. The Refuse Disposal expense budget is recommended at $725,,400, an increase of $78,678 or 12.17%, attributable to a 12.2% or $8.46 increase in the Town's tipping fee per ton. Total refuse disposal tonnage for FY2021 is projected to be 9,300 tons. The FY2021 revolving fund budgets are recommended at $1,033,568, a $39,858 or 4.01% net increase. The Minuteman Household Hazardous Waste Program Revolving Fund is funded at $250,000, an increase of $30,000 or 13.64%, which reflects actual expenses. The Compost Operations Revolving Fund is recommended at $783,568, a $9,858 or 1.27% increase, which reflects actual expenses. Program Improvement Requests: None requested. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-22 Program: Public Works 3400 Environmental Services Town f Lexington, MA 0 o Budget Summary: FY2018 FY 2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Projected Increase Increase Fax Levy $2,428,210 $2,745,392 $ 2,910,466 $3,0081589 $ - $ 3,008,589 $ 98,123 3.37 Total 3400General . r . / r r 2f910f466 r /1. . r r 1/. . r . I Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ - $ - $ - $ - $ - $ - $ - -% Expenses �$2f428,�$2f745f392 $ 2,910,466 $3,008,589 $ �- $ 3,008,589 1$ 98,123 1 3.37% Total 3400General • $ : / $ I • $ • / •• $ /1: :• $ $ //: :• $ •• I I Program Summary(General FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 3410 Refuse Collection $ 847,460 $ 947,750 $ 993,376 $ 952,423 $ - $ 952,423 $ (40f953) -4.12% Total 3420 Recycling $ 994,641 $1,208,629 $ 11270 f368 $1,330,766 $ - $ 11330f766 $ 60,398 4.75% Total 3430 Refuse Disposal $ 586,109 $ 589,013 $ 646,722 $ 725,400 $ - $ 725,400 $ 78,678 12.17% Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ - $ - $ - $ - $ - $ - $ - -% Overtime - - - - - - - -% Personal Services $ - $ - $ - $ - $ - $ - $ - -% Contractual Services $2,399,285 $2,697,045 $ 2,878,716 $2,975,339 $ - $ 2,975,339 $ 96,623 3.36% Utilities $ - $ - $ - $ - $ - $ - $ - -% Supplies $ 28,925 $ 48,347 $ 31,750 $ 33,250 $ - $ 33,250 $ 1,500 4.72% Small Capital $ - $ - $ - $ - $ - $ - $ - -% Expenses 1$2,428,210 1$2,745,392 $ 21910,466 $3,008,589 $ - $ 31008,589 $ 98,1231 3.37% ----------------------------------------------------- BudgetSummary - Revolving Funds* FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Projected Increase Increase Compost Operations Rev. Fund $ 652,167 %64 f473.73 $ 793,449 $ 793,449 $ - $ 793,449 $ - -% Minuteman Haz.Waste Rev. Fund $ 138,286 $21,400.73 $ 220,000 $ 250,000 $ - $ 250,000 $ 30,000 13.64% *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compost Operations Rev.Fund $ 772,247 $ 739,937 $ 773,710 $ 783,568 $ - $ 783,568 $ 91858 1.27% Compensation $ 266,432 $ 308,268 $ 317,272 $ 328,300 $ - $ 328,300 $ 11,028 3.48% Expenses $ 317,724 $ 162,474 $ 171,350 $ 173,350 $ - $ 173,350 $ 2,000 1.17% Benefits $ 45,845 $ 52,336 $ 67,785 $ 76,361 $ - $ 76,361 $ 81576 12.65% Debt $ 142,246 $ 216,859 $ 2171303 $ 205,557 $ - $ 205,557 $ (11,746) -5.41% Minuteman Haz.Waste Rev.Fund $ 149,999 $ 139,932 $ 220,000 $ 250,000 $ - $ 2501000 $30,000 13.64% Expenses $ 149,999 $ 139,932 $ 220,000 $ 250,000 $ - $ 250,000 $ 30,000 13.64 Total 3400 Revolving Funds rr • • rr : • 869 .r •• 1 rr / •: rr rr / •: rr • : : 4.01% ------------------------------------------------------------- Budget Summary - All Funds FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 266,432 $ 308,268 $ 317,272 $ 328,300 $ - $ 328,300 $ 11,028 3.48% Expenses $2,895,933 $3,047,798 $ 3,301,816 $3,431,939 $ - $ 3,431,939 $ 130,123 3.94 Benefits(Revolving Fund) $ 45,845 $ 52,336 $ 67,785 $ 76,361 $ - $ 76,361 $ 81576 12.65% Debt Service(Revolving Fund) $ 142,246 $ 216,859 $ 217,303 $ 205,557 $ - $ 205,557 $ (11,746) -5.41 Total 3400 All Fundsrr / • rr • • rr •,I • .r I ,I .r .r I 'I .r •: I I FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-23 3600 Water Enterprise Program: Public WorksTown of Lexington, MA Mission: The Water/Sewer Division strives to enhance the quality of life in Lexington by providing quality drinking water, and ensuring the proper and safe discharge of our wastewater and by maintaining our commitment to improving the infrastructure. Budget Overview: The Water Division budget is comprised of Water Operations, Massachusetts Water Resources Authority (MWRA) purchases and indirect support from the General Fund. The Water Operations maintains and repairs the water system that delivers water to Lexington homes and businesses through 154 miles of water mains, 1,500 fire hydrants and two water towers that store 3.24 million gallons of water. The Town has athree-block inclining rate structure to encourage water conservation. As a customer uses more water, the water rate for the additional units increases. Customers are billed twice per year. The Town also sells water to the Town of Bedford at the MWRA wholesale rate plus an administrative fee. The MWRA provides water to Lexington and greater Boston. Indirect support from the General Fund reflects Water Enterprise Fund expenses (benefits, insurance and engineering support) that are appropriated in the General Fund. The Water Enterprise Fund, therefore, reimburses the General Fund for these expenses through an indirect cost transfer. In FY2021, the Water Enterprise Fund still contributes to the Other Post-Employment Benefits (OPEB) Trust Fund in a funding level that matches the contributions of the General Fund. Departmental Initiatives: 1. Continue with the Hydrant Maintenance Program. 2. Develop educational materials for water conservation. 3. Implement a valve hydrant maintenance and/or cross connection program. 4. Reduce the amount of Pit Meters in Town and change out the manual reads on the ones that cannot be eliminated. 5. Continue to update all the water connection "paper tie cards" for GIS implementation. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-24 Program: Public Works 3600 Water Enterprise Town of MA Lexington, Pti b c °o,r s, Di,.rector M, a�r� a it of e:r tIIII,oU I s Ke_ Water" Su p�e°r me n �ent ------------ �„ U�tfl'ii�t°y IB i114n,B D.e�pa i°,tni e i°t Crew C h ci f ainar Assist°an 1 .............. H e avy E ClLli''p anent La o,r e ir/T rLi 1k D riiVe",ir Lead m a in ;peNratiur . �... G r,ads e irr,/Sh,o ve'I l .e fate; Lead a i° etei e a eiir Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Superintendent of Water&Sewer 0.5 0.5 0.5 0.5 Utility Billing Manager* — 0.5 0.5 0.5 Crew Chief 2 2 2 2 Grader-Shovel Operator 1 1 1 1 Leadman/Cross Connector Inspector 2 2 2 2 Heavy Equipment Operator 4 4 4 4 Laborer-Truck Driver 1 1 1 1 Department Assistant 0.2 0.2 0.2 0.2 Meter Reader/Laborer — — — — Total Full/Part Time 10 FT/2 PT 10 FT/3 PT 10 FT/3 PT 10 FT/3 PT *In FY2019,the Utility Billing Manager shifted from Finance to be split between Water and Sewer. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-25 Program: Public Works 3600 Water Enterprise Town of MA Lexington, Budget Recommendations: The FY2021 recommended Water operating budget is $11,878,537,, inclusive of indirect costs. The recommended budget reflects a $996,542 or 9.16% increase from the FY2020 budget. The budget for Compensation is $804,234, and reflects a $19,224 or 2.45% increase, which is due to increased costs for step increases and cost of living adjustments. The budget for Expenses is $502,925 which is an decrease of $(5,950). or -1.17% from FY2020, and which is a net increase reflecting adjustments to align budgeted spending with historical experience. A new budget category of Cash Capital is recommended to begin to transition the ongoing water main replacement program to being funded directly by user charges instead of debt financing. This transition is projected to occur over an 11-year period until the entire $2,200,000 annual program is cash financed. In doing so, rate payers will save a considerable amount on interest costs in the long-term. The FY2021 recommendation for cash capital is $200,000. Debt service is recommended to increase by $6,504 or 0.51%. A placeholder MWRA Assessment is $8,154,700, which is a $741,336 or 10.00% increase from FY2020. The MWRA will publish a preliminary assessment in February, with a final assessment issued in June 2020. In FY2021, it is recommended that the Water Enterprise Fund continue contributing to the Other Post- Employment Benefits Trust Fund, which was initiated in FY2018. Indirect payments to the General Fund for those costs borne by the General Fund in support of water operations are projected at $930,001, an increase of $35,428 or 3.96%. Program Improvement Requests: None requested. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-26 Program: Public Works 3600 Water Enterprise Town of MA Lexington, Budget Summary: FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ - $ - $ - $ - $ - $ - $ - -% Enterprise Funds Retained Earnings $ 73,000 $ 61,000 $ - $ - $ - $ - $ - -% User Charges $11,096,067 $10,415,321 $ 10,609,075 $11,405,618 $ 200,000 $11,605,618 $ 996,543 9.39% Meter Charges $ 40,296 $ 40,000 $ 40,000 $ 40,000 $ - $ 40,000 $ - -% Investment Income $ 13,070 $ 10,000 $ 10,000 $ 10,000 $ - $ 10,000 $ - -% Fees&Charges $ 280,063 $ 222,920 $ 222,920 $ 222,920 $ - $ 222,920 $ - -% FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 674,791 $ 684,682 $ 785,010 $ 804,234 $ - $ 804,234 $ 19,224 2.45% Expenses $ 383,855 $ 395,107 $ 508,875 $ 502,925 $ - $ 502,925 $ (5,950) -1.17% Cash Capital $ - $ - $ - $ - $ 200,000 $ 200,000 $ 200,000 -% Debt $ 1,470,389 $ 1,436,995 $ 1,277,412 $ 1,283,916 $ - $ 1,283,916 $ 6,504 0.51% MWRA $ 7,246,531 $ 7,128,006 $ 7,413,364 $ 8,154,700 $ - $ 8,1541700 $ 741,336 10.00% OPEB $ 9,089 $ 9,089 $ 2,761 $ 2,761 $ - $ 2,761 $ - -% Indirects $ 872,465 $ 869,833 $ 894,573 $ 930,001 $ - $ 930,001 $ 35,428 3.96% FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase 3610 Water Operations $ 2,529,035 $ 2,516,784 $ 2,571,297 $ 2,591,075 $ - $ 2,591,075 $ 19,778 0.77% 3620 MWRA $ 7,246,531 $ 7,128,006 $ 7,413,364 $ 8,154,700 $ - $ 8,154,700 $ 741,336 10.00% Cash Capital $ - $ - $ - $ - $ 200,000 $ 200,000 $ 200,000 -% OPEB $ 9,089 $ 9,089 $ 2,761 $ 2,761 $ - $ 2,761 $ - -% Indirects $ 872,465 $ 869,833 $ 894,573 $ 930,001 $ - $ 930,001 $ 35,428 3.96% FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 566,267 $ 555,297 $ 625,378 $ 639,292 $ - $ 639,292 $ 13,914 2.22% Overtime $ 108,524 $ 129,385 $ 159,632 $ 164,942 $ - $ 164,942 $ 5,310 3.33% Personal Services $ 674,791 $ 684,682 $ 785,010 $ 804,234 $ - $ 804,234 $ 19,224 2.45% Contractual Services $ 196,908 $ 164,645 $ 253,125 $ 260 f625 $ - $ 260 f625 $ 7,500 2.96% Utilities $ 8,766 $ 8,221 $ 13,750 $ 14,800 $ - $ 14,800 $ 1,050 7.64% Supplies $ 149,055 $ 207,114 $ 206,000 $ 202,500 $ - $ 202,500 $ (3,500) -1.70% Small Capital $ 29,126 $ 15,127 $ 36,000 $ 25,000 $ - $ 25,000 $ (11,000) -30.56% Expenses $ 383,855 $ 395,107 $ 508,875 $ 502,925 $ - $ 502,925 $ (51 950) -1.17% Cash Capital $ - $ - $ - $ - $ 200,000 $ 200,000 $ 200,000 -% Debt $ 1,470,389 $ 1,436,995 $ 1,2771412 $ 1,283,916 $ - $ 1,283,916 $ 6,504 0.51% MWRA $ 7,246,531 $ 7,128,006 $ 7,413,364 $ 8,154,700 $ - $ 8,1541700 $ 741,336 10.00% OPEB $ 9,089 $ 9,089 $ 2,761 $ 2,761 $ - $ 2,761 $ - -% Indirects $ 872,465 $ 869,833 $ 894,573 $ 930,001 $ - $ 930,001 $ 35,428 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-27 3700 Sewer Enterprise Program: Public WorksTown of Lexington, MA Mission: The Water/Sewer Division strives to enhance the quality of life in Lexington by providing quality drinking water, by ensuring the proper and safe discharge of wastewater and by maintaining our commitment to improving the infrastructure. Budget Overview: The Sewer Division budget is comprised of Wastewater Operations, Massachusetts Water Resources Authority (MWRA) purchases and indirect support from the General Fund. The Sewer Division maintains the wastewater system that serves 99 percent of Town residences and businesses through 34 miles of trunk lines, 119 miles of street lines and 9,524 service connections. There are also ten sewage-pumping stations operated by the Sewer Division. The Town has athree-block inclining rate structure to encourage conservation. Customer sewer usage is determined based on water usage over the same period, with the exception of meters dedicated to outdoor irrigation. The MWRA provides wastewater treatment to Lexington and greater Boston at the Deer Island treatment facility. Indirect support from the General Fund reflects Sewer Enterprise Fund expenses (benefits, insurance and engineering support) that are appropriated in the General Fund. The Sewer Enterprise Fund, therefore, reimburses the General Fund for these expenses through an indirect cost transfer. In FY2021, the Sewer Enterprise Fund still contributes to the Other Post-Employment Benefits (OPEB) Trust Fund in a funding level that matches the contributions of the General Fund. Departmental Initiatives: 1. Continue the pipe flushing program and root removal in all areas. 2. Continue to educate the public as to the costs and problems created by Inflow & Infiltration. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-28 3700 Sewer Enterprise Program: Public Works Town of Lexington, MA Rulali'c'Warks Director -------------------- ...................... ................ M are. ger of 0 pe rations A .............. .......... S W e-,F, u, d S perintendeltit .................... Crew,Chief U,t 111,ity B,J I 1i i)g MM a ii a gler ................................ Heavy Equipment De partinent 0,p e ra to r, Assist wit La barer/Tnl c k iriver, --------------------------------- I Seasonal Lab- ire r Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Supt. of Water&Sewer 0.5 0.5 0.5 0.5 Utility Billing Manager* 0.5 0.5 0.5 Crew Chief 1 1 1 1 Heavy Equipment Operator 2 2 2 2 Department Assistant 0.2 0.2 0.2 0.2 Seasonal Assistant 0.4 0.4 0.4 0.4 Seasonal Laborer 0.3 0.3 0.3 0.3 Total FTE 4.4 4.9 4.9 4.9 Total Full/Part Time 3 FT/4 PT 3 FT/5 PT 3 FT/5 PT 3 FT/5 PT *In FY2019,the Utility Billing Manager shifted from Finance to be split between Water and Sewer. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-29 Program: Public Works 3700 Sewer Enterprise Town of MA Lexington, Budget Recommendations: The FY2021 recommended Sewer operating budget, inclusive of indirect costs, is $11,490,901, a $1,036,970 or 9.92% increase over the FY2020 budget. The budget for Compensation is $366,568 and reflects a $10,954 or 3.08% increase, which is net change primarily due to turnover of staff, offset by the cost of step increases and cost of living adjustments. The budget for Expenses is $444,150, an increase of $11,200 or 2.59%, which is a net increase reflecting adjustments to align budgeted spending with historical experience, as well as a $9,000 increase in electricity to reflect the new contract. A new budget category of Cash Capital is recommended to begin to transition the ongoing sanitary sewer main replacement program to being funded directly by user charges instead of debt financing. This transition is projected to occur over a 10-year period until the entire $1,000,000 annual program is cash financed. In doing so, rate payers will save a considerable amount on interest costs in the long-term. The FY2021 recommendation for cash capital is $100,000. Debt service is recommended to increase by $120,052 or 9.39%. A placeholder MWRA Assessment is $8,637f 142, which is a $785,195 or 10.00% increase from FY2020. The MWRA will publish a preliminary assessment in February, with a final assessment in June 2020. In FY2021, it is recommended that the Sewer Enterprise Fund continue contributing to the Other Post- Employment Benefits Trust Fund, which was initiated in FY2018. Indirect payments to the General Fund for those costs borne by the General Fund in support of sewer operations are projected at $541,663, an increase of $9,569 or 1.80%. Program Improvement Requests: None requested. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-30 Program: Public Works 3700 Sewer Enterprise Town of MA Lexington, Budget Summary: Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ - $ - $ - $ - $ - $ - $ - -% Enterprise Funds Retained Earnings $ - $ - $ - $ - $ - $ - $ - -% User Charges $ 91357,582 $ 9,692,978 $ 10,090,931 $11,027,901 $ 100,000 $11,127,901 $ 1,036,970 10.28% Connection Fees $ 1,275 $ - $ - $ - $ - $ - $ - -% Investment Income $ 13,895 $ 8,000 $ 8,000 $ 8,000 $ - $ 8,000 $ - -% Fees&Charges $ 386,425 $ 355,000 $ 355,000 $ 355,000 $ - $ 355,000 $ - -% Total11 Sewer Enterprise9f759,177 $10f055,978 91 •1 11 111 491 '1 1 . • 1 • • % Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. I Increase Increase Compensation $ 230 f757 $ 208,773 $ 355,614 $ 366,568 $ - $ 366,568 $ 10,954 3.08% Expenses $ 325,483 $ 342,920 $ 432,950 $ 444,150 $ - $ 444,150 $ 11,200 2.59% Cash Capital $ - $ - $ - $ - $ 100,000 $ 100,000 $ 100,000 -% Debt $ 1,033,672 $ 1,134,396 $ 1,278,322 $ 1,398,374 $ - $ 1,398,374 $ 120,052 9.39% MWRA $ 7,402,979 $ 7,572,486 $ 7,851,947 $ 8,637,142 $ - $ 8,637,142 $ 785,195 10.00% OPEB $ 4,085 $ 4,085 $ 3,004 $ 3,004 $ - $ 3,004 $ - -% Indirects $ 546,827 $ 515,280 $ 532,094 $ 541,663 $ - $ 541,663 $ 9,569 1.80% Total11 Sewer Enterprise • 543f 803 $ • •'1 $ 10,453,931390,901 11 111 $11,490f901 $ 1f036f970 • • % Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. I Increase Increase 13710 Sewer Enterprise $ 1,589,912 $ 1,686,089 $ 2,066,886 $ 2,209,092 $ - $ 2,209,092 $ 142,206 6.88% 3720- MWRA $ 7,402,979 $ 7,572,486 $ 7,851,947 $ 8,637,142 $ - $ 8,637,142 $ 785,195 10.00% Cash Capital $ - $ - $ - $ - $ 100,000 $ 100,000 $ 100,000 -% OPEB $ 4,085 $ 4,085 $ 3,004 $ 3,004 $ - $ 3,004 $ - -% Indirects $ 546,827 $ 515,280 $ 532,094 $ 541,663 $ - $ 541,663 $ 9,569 1.80% Total11 Sewer Enterprise9f543f8O3 $ • •.110,453,931 390,901 11 111 $11,490f901 $ lf036,970 • • % Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. I Increase Increase Salaries&Wages $ 197,566 $ 185,666 $ 282,035 $ 290,542 $ - $ 290,542 $ 8,507 3.02% Overtime $ 33,191 $ 23,107 $ 73,579 $ 76,026 $ - $ 76,026 $ 2,447 3.33% Personal Services $ 230,757 $ 208,773 $ 355,614 $ 366,568 $ - $ 366,568 $ 10,954 3.08% Contractual Services $ 137,921 $ 126,961 $ 189,400 $ 196,900 $ - $ 196,900 $ 7,500 3.96% Utilities $ 112,800 $ 140,097 $ 127,300 $ 130,000 $ - $ 130,000 $ 2,700 2.12% Supplies $ 61,737 $ 60,736 $ 102,250 $ 103,250 $ - $ 103,250 $ 1,000 0.98% Small Capital $ 13,025 $ 15,126 $ 14,000 $ 14,000 $ - $ 14,000 $ - -% Expenses $ 325,483 $ 342,920 $ 432,950 $ 444,150 $ - $ 444,150 $ 11,200 2.59% Cash Capital $ - $ - $ - $ - $ 100,000 $ 100,000 $ 100,000 -% Debt $ 11033,672 $ 11134,396 $ 11278,322 $ 11398,374 $ - $ 11398,374 $ 120,052 9.39% MWRA $ 71402,979 $ 7/572/486 $ 71851,947 $ 81637,142 $ - $ 8/637/142 $ 785,195 10.00% OPEB $ 41085 $ 4,085 $ 31004 $ 31004 $ - $ 31004 $ - -% Indirects $ 546,827 $ 515,280 $ 532,094 $ 541,663 $ - $ 541,663 $ 9,569 1.80% Total11 Sewer Enterprise91543,803 9,777,940 110,453,931 91 •1 11 111 $11,490,901 $ 1,036f970 • • FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 V-31 This Page Intentionally Left Blank. u � , s �.... �� Section VI: Program 4000m. Public Safety This section includes detailed information about the FY2019 Operating Budget & Financing Plan for public safety. It includes: • 4100 Law Enforcement VI-3 • 4200 Fire & Rescue VI-8 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VI-1 This Page Intentionally Left Blank. 0, 1111 � IfIVf� Vx f rin• IV �V IIAPOII I 19 y. 1 0 Program: Public Safety 4100 Law Enforcement o e Town fL Lexington, MA 0 Mission: The Lexington Police Department provides public safety services to enhance the quality of life in Lexington. A team of dedicated police officers, detectives, dispatchers and support staff work in a coordinated manner to effectively intervene in emergencies, promote traffic safety, suppress crime, reduce fear and deliver services to the community through a variety of prevention, problem solving and law enforcement programs. Budget Overview: The Police Department is comprised of seven divisions: Administration, Patrol and Enforcement, Traffic Bureau, Investigations, Dispatch, Animal Control and Crossing Guards. In FY2019, the Police Department responded to 13,092 calls for service with 542 crimes investigated. The Administration division is comprised of 11 full-time and 4 part-time employees including: the Chief and two Captains who oversee administrative and operational functions including budget, planning, training, personnel administration, public affairs and policy development; four Lieutenants who each lead a workgroup consisting of patrol officers, dispatchers and a Sergeant providing 24/7 policing services; an administrative Sergeant who tends to the accreditation program as well as detail assignments and event planning; an office manager and clerk who handle records management, accounting and payroll; 6 cadets who provide administrative support; and a mechanic who purchases, equips and maintains the vehicle fleet and other specialized equipment. The Patrol and Enforcement division is comprised of 34 officers (29 patrol officers and five sergeants) responsible for responding to a variety of critical front-line services 24/7 including intervening in emergencies, promoting crime prevention and traffic safety as well as suppressing crime. The Traffic Bureau has one supervisor who oversees the Parking Enforcement Officer (PEO), one account clerk and eight parking lot attendants. Meter and parking enforcement in Lexington Center is done by the PEO while the parking lot attendants manage the public/permit parking lot on Meriam Street. The Traffic Bureau supervisor also manages the school crossing guard program. The Investigations division is supervised by a Detective Lieutenant who is assisted by the Sergeant Prosecutor and oversees six detectives responsible for investigation and prevention including: three major case detectives, a family services detective, a Community Resource Officer (CRO) and a School Resource Officer (SRO). The Dispatch division is comprised of nine civilian dispatchers responsible for directing the proper resources to over 15,000 service calls that require a police, fire or medical unit response. A program improvement will add a Lead Dispatcher to provide consistent oversight, whose salary is fully funded from the Enhanced 911 state grant. The Animal Control division entered into an agreement to share a full-time Animal Control Officer (ACO) with the Town of Bedford in October, 2015 with 70%, or 27 hours per week allocated to Lexington. The ACO is an employee of the Town of Bedford, but will continue to work collaboratively with the Lexington Board of Health regarding animal related health issues. The School Crossing guard program has 17 part-time civilian members who cover 14 school crossings during the school year. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VI-3 Program: Public Safety 4100 Law Enforcement o e Town fL Lexington, MA 0 Departmental Initiatives: 1. Continue to identify and schedule training to meet the needs of the community and develop the large percentage of newer officers in the department. This will continue to be a goal for the foreseeable future as the Department anticipates the hiring of at least 8 new officers in FY2020 in our goal to meet full-staffing. 2. Continue to support and work with the town to obtain funding to construct a new police station at our current location. Continue to explore the numerous funding opportunities on the State, Regional and Federal levels for improvements to the Hartwell Avenue outdoor firing range. 3. With the anticipated retirement of the Chief in the summer of 2022, and two members of the command staff in 2019-20201, establish a succession plan which includes a more formalized and consistent executive development program that will continue to develop future leaders from within the Department. i. if of Rnlice 6 1 11°1i'l n a ,er Captain�n�f peg rati n � Captain f�� a rn h i.trapti a,n amuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuul uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu 11�� del T raff c B u r a u D e:pa,rt m a °tr Ad m in i� rativ lte di've, Sup pee �is r Assistant i tan�t �����tr��I L i ut �n�n�t°���� a nt Li eute�n a nt a _ a Pa rkin "E n fbrce rne,nt P tr l er ant, D ispatch,em DeltedivL-Seer a nt l. n.e,,r P rn, e,cutn,r Account Dete, i Da,� �'�try I ������������������������������ ���������������������������� i �I ntru�1 Assistant ve 1114 a jo,r C.a. �.s a t��,,in � n� 1��i h 1�a°t rl E�et e�n#i e, � n a nts, 0 fficers 11A e ch a,n ic F arnilySerwices 1 f &eter d ive, C r cissin g GY,u,a rds C,ad e�t ----------------- C Gm m unit FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VI-4 Program: Public Safety 4100 Law Enforcement o e Town fL Lexington, MA 0 Authorized/Appropriated Staffing: FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Chief 1 1 1 1 Captain of Operations 1 1 1 1 Captain of Administration 1 1 1 1 Administrative Sergeant 1 1 1 1 Lieutenants (Patrol) 4 4 4 4 Sergeants (Patrol) 5 5 5 5 Police Officers 29 29 29 29 Lieutenant(Detective) 1 1 1 1 Sergeant(Detective-Prosecutor) 1 1 1 1 Detectives; Major Case 3 3 3 3 Family Services Detective 1 1 1 1 School Resource Officer 1 1 1 1 Community Resource Officer 1 1 1 1 Cadets- 6 part-time 2.04 3.06 3.06 3.06 Parking Enforcement Officer 1 1 1 1 Lead Dispatcher — — — 1 Dispatcher 9 9 9 9 Office Manager 1 1 1 1 Traffic Bureau Supervisor 1 1 1 1 Department Assistant 1 1 1 1 Department Account Assistant 1 1 1 1 Mechanic 1 1 1 1 Animal Control - 1 part-time — — — — Parking Lot Attendants- 8 part-time 2.81 2.81 2.81 2.81 Crossing Guards- 17 part-time 3.48 3.69 3.69 3.69 FTE • • 74.56 • 50 Officers 50 Officers 50 Officers 50 Officers Overall staff changes from FY2018 to FY2021: FY2019 -Authorized cadet strength increased from 4 to 6 (18 hours per week) FY2019 - 17th Crossing Guard position added; funded by Facilities for FY2019&FY2020 FY2021 - Lead Dispatcher role reflects new program improvement request, funded via Enhanced 911 state grant. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VI-5 Program: Public Safety 4100 Law Enforcement o e Town fL Lexington, MA 0 Budget Recommendations: The FY2021 recommended Police Department budget is $8,038,558 which is a $471,528 or 6.23% increase from the FY2020 budget. The budget for Compensation is $7,079,469 and reflects an increase of $421,087 or 6.32%, which incorporates contractually obligated step and cost of living increases, and reflects the cost of absorbing a seventeenth crossing guard into the operating budget. All collective bargaining units in the department are under agreement with the Town of Lexington through at least 2021. The budget for Expenses is $959,089 and reflects an increase of $50,441 or 5.55%, which is a due to anticipated increases in the regional gasoline contract, a new effort to begin replacing portable radios, and enhanced professional development for dispatch staff as they continue to learn the capabilities of the new dispatch software. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Lead Dispatcher $ — $ 15,836 $ 15,836 $ — $ 15,836 $ 15,836 $ — Executive Development Program $ 9,950 $ — $ 9,950 $ — $ — $ — $ 9,950 Patrol Officer-Traffic $ 75,942 $ 15,799 $ 91,741 $ — $ — $ — $ 91,741 Enforcement FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VI-6 Program: Public Safety 4100 Law Enforcement o e Town fL Lexington, MA 0 Budget Summary Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 71218,191 $ 71217,531 $ 61908,630 $ 7,424,158 $ - $ 7,424,158 $ 515,528 7.46% Fees&Charges Fees $ 110,793 $ 105,447 $ 97,500 $ 97,500 $ - $ 97,500 $ - -% Fines&Forfeitures $ 208,800 $ 189,845 $ 246,000 $ 202,000 $ - $ 202,000 $ (44,000) -17.89% Licenses&Permits $ 2,925 $ 3,075 $ 2,800 $ 2,800 $ - $ 2,800 $ - -% Parking Meter Fund* $ 340,100 $ 340,100 $ 312,100 $ 312,100 $ - $ 312,100 $ - -% Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 6,994,261 $ 6,933,132 $ 6,658,382 $ 7,079,469 $ - $ 7,079,469 $421,087 6.32% Expenses $ 886,548 $ 922,866 $ 908,648 $ 959,089 $ - $ 959,089 $ 50,441 5.55% Total // Law Enforcement $ 881 •/• $ • ••• $ 7f567fO3O • • • • • • I • I Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 4110 Police Administration $ 1,958,766 $ 1,817,207 $ 1,539,951 $ 1,760,509 $ - $ 1,760,509 $ 220 f558 14.32% Total 4120 Patrol&Enforcement $ 3,873,320 $ 3,831,915 $ 3,732,323 $ 3,874,573 $ - $ 3,874,573 $ 142,250 3.81% Total 4130 Traffic Bureau $ 437,660 $ 480,068 $ 458,232 $ 473,896 $ - $ 473,896 $ 15,664 3.42% Total 4140 Investigations $ 758,415 $ 836,157 $ 895,698 $ 949,467 $ - $ 949,467 $ 53,769 6.00% Total 4150 Dispatch $ 646,880 $ 662,809 $ 725,679 $ 740,772 $ - $ 740,772 $ 15,093 2.08% Total 4160 Animal Control $ 61,002 $ 62,663 $ 65,818 $ 67,008 $ - $ 67,008 $ 11190 1.81% Total 4170 Crossing Guards $ 144,766 $ 165,178 $ 149,329 $ 172,333 $ - $ 172,333 $ 23,004 15.40% Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 5,035,295 $ 5,385,922 $ 5,793,832 $ 6,153,873 $ - $ 6,153,873 $ 360,041 6.21% Prior Year Retro Payments $ 732,441 $ 198,167 $ - $ - $ - $ - $ - -% Overtime $ 1,226,525 $ 1,349,042 $ 864,550 $ 925,596 $ - $ 925,596 $ 61,046 7.06% Personal Services $ 6,994,261 $6,933,132 $ 6,658,382 $ 7,079,469 $ - $ 71079,469 $421,087 6.32% Contractual Services $ 399,320 $ 360,386 $ 385,230 $ 395,900 $ - $ 395,900 $ 10,670 2.77% Utilities $ 98,980 $ 121,887 $ 108,703 $ 125,919 $ - $ 125,919 $ 17,216 15.84% Supplies $ 185,616 $ 212,304 $ 183,321 $ 198,381 $ - $ 198,381 $ 15,060 8.22% Small Capital $ 202,632 $ 228,289 $ 2311394 $ 238,889 $ - $ 238,889 $ 7,495 3.24% Expenses $ 886,548 $ 922,866 $ 908,648 $ 959,089 $ - $ 959,089 $ 50,441 5.55% Total // Law Enforcement $ 881 •/• $ • ••• $ • 030 • • • • • • I • I *The Parking Meter Fund revenue reflects transfers from the Fund to the General Fund rather than actual revenue from parking permits,Depot Square lot fees,and meter revenue. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VI-7 , Program: Public Safety 4200 Fire & Rescue Town of Lexington, MA Mission: The Lexington Fire Department protects the people, homes and businesses in our community from fire, medical emergencies, hazardous material incidents and natural disasters. This is accomplished through public education, safety code management and emergency response. Budget Overview: The Fire Department is comprised of five divisions: Administration, Fire Prevention, Fire Suppression, Emergency Medical Services and Emergency Management. • Administration is responsible for developing policies and procedures, training, inventory control, financial and budgetary oversight, and managing the day-to-day operations of the Department. • Fire Prevention is responsible for fire code enforcement activities, public education, plan review, permit application and approval, flammable/combustible liquid storage approval and regulatory enforcement of blasting applications and permits. • Fire Suppression is staffed 24/7, operating out of two stations and responding to emergency calls including: fire suppression, motor vehicle accidents, medical emergencies, hazardous material responses, and other emergency incidents. • Emergency Medical Services operates in conjunction with the Fire Suppression division, staffing one ambulance 24/7 at the Advanced Life Support (ALS) level, and a second ambulance operating at the ALS level from 8:00 AM Monday through 8:00 AM Saturday, and available over the weekend through cross-staffing when the ladder truck is available. These vehicles respond to over 2,500 calls for assistance annually. • Emergency Management is responsible for communications with the Federal Emergency Management Agency (FEMA) and the Massachusetts Emergency Management Agency (MEMA) as well as reviewing and commenting on numerous Townwide emergency operation plans. The Chief serves as the Emergency Management Director and the department's administrative staff serves as support to this division. Departmental Initiatives: 1. Implement additional modules of the Public Safety Software (inspections, inventory, vehicle maintenance). 2. Enhance the professional development of the command staff. 3. Complete Massachusetts Fire Academy training for the departments twelve new firefighters. 4. Transition into the new fire headquarters. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VI-8 4 200 Fire & Rescue Program: Public Safety Town of Lexington, MA Fire ,Chilef A ssistant Assistaint Fire Chi*4' Fi'ire, C,hilef Off ee Ma a ,,,r T1,11on Opef,,.a tiol",nI,8II,),,,Rr4�,V,,e ................ JI .00 ............... ............... ................................................................... WO deg` F-Ire dire ventilbn� C.a P ta Ii","rl e,ttlspector L ,Assl:lstaritl(PT) Conqmny Officer (3 pe,r sh isft) t�............................. Fire Fighters �,c -xrri�ec C EUTIN9,ra J 1 2,shifts,@, 11015111,1,,ft @ 2'shifts, Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Fire Chief 1 1 1 1 Assistant Fire Chief 2 2 2 2 Office Manager 1 1 1 1 Fire Inspector 1 1 1 1 Fire Captains 4 4 4 4 Fire Lieutenants 12 12 12 12 Firefighters/Paramedics* 42 44 44 44 Fire Prevention Assistant 0.86 0.86 0.86 0.86 FTE Total 63.86 65.86 65.86 65.86 Full-Time/Part-Time Total 63FT/IPT 65FT/1PT 65FT/1PT 65FT/113T *The FY2019 budget included funding for 2 new Firefighter/Paramedics to allow for 24/7 staffing of two ambulances. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VI-9 , Program: Public Safety 4200 Fire & Rescue Town of Lexington, MA Budget Recommendations: The FY2021 recommended Fire Department budget is $7,500,257. The recommended budget is a $443,485 or 6.28% increase from the FY2020 budget. The recommended budget for Compensation is $6,802,575, and reflects an increase of $401,160 or 6.27% from the FY2020 budget, for contractually obligated step increases and cost of living adjustments. All collective bargaining units in the department are under agreement with the Town of Lexington through at least 2022. The budget for Expenses is $697,682 and reflects a net increase of $42,325 or 6.46%, which reflects the removal of one-time costs for the bulk replacement of protective clothing for firefighters, offset by replacing a command vehicle and an anticipated increase in diesel costs. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Lexipol Policy&Procedure 29,000 $ — $ 29,000 $ — $ — $ — $ 29,000 Management Program Pickup with Forestry Pump $ 45,524 $ — $ 45,524 $ — $ — $ — $ 45,524 All Terrain Vehicle $ 30,000 $ — $ 30,000 $ — $ — $ — $ 30,000 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VI-10 , Program: Public Safety 4200 Fire & Rescue Town of Lexington, MA Budget Summary Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $51540,436 $5,466,384 $ 5,628,097 $6,071,582 $ - $ 6,071,582 $ 443,485 7.88% Fees&Charges Ambulance Fees $1,354,252 $1,378,482 $ 11340,000 $ 11340,000 $ - $ 11340,000 $ - -% Fire Department Fees $ 43,725 $ 34,050 $ 43,675 $ 43,675 $ - $ 43,675 $ - -% Licenses&Permits $ 41,040 $ 60,380 $ 45,000 $ 45,000 $ - $ 45,000 $ - -% Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $61493,751 $61307,031 $ 6/401/415 $6,802,575 $ - $ 61802,575 $ 4011160 6.27% Expenses $ 485,702 $ 632,264 $ 655,357 $ 697,682 $ - $ 697,682 $ 42,325 6.46% Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 4210 Fire Administration $ 439,316 $ 538,955 $ 4821974 $ 558,017 $ - $ 558,017 $ 75,043 15.54% Total 4220 Fire Prevention $ 224,468 $ 202,477 $ 2211101 $ 234,549 $ - $ 234,549 $ 13,448 6.08% Total 4320 Fire Suppression $61148,255 $6/003/261 $ 6,157,197 $6,500,691 $ - $ 61500,691 $ 3431494 5.58% Total 4240 Emergency Medical $ 163,237 $ 190,540 $ 189,500 $ 201,000 $ - $ 201,000 $ 11,500 6.07% Services Total 4250 Emergency $ 4,177 $ 4,063 $ 6,000 $ 6,000 $ - $ 61000 $ - -% Management Total 4200 Fire ♦ • $61979,453 • • I $61939,296 • • •• $ 71056,772 $ 1/,257 $ $ 71500,257 $ 4431485 I• 6.281. Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $41925,088 $41961,724 $ 5,4911415 $5,892,575 $ - $ 51892,575 $ 401,160 7.31% Prior Year Retro Payments $ 221,160 $ - $ - $ - $ - $ - $ - -% Overtime $1,347,503 $1,345,307 $ 910,000 $ 910,000 $ - $ 910,000 $ - -% Personal Services $6,493,751 $6,307,031 $ 61401,415 $6,802,575 $ - $ 61802,575 $401,160 6.27% Contractual Services $ 274,317 $ 269,309 $ 294,300 $ 311,300 $ - $ 311,300 $ 17,000 5.78% Utilities $ 43,568 $ 56,779 $ 54,057 $ 63,189 $ - $ 63,189 $ 91132 16.89% Supplies $ 155,677 $ 224,570 $ 276,000 $ 213,685 $ - $ 213,685 $ (62,315) -22.58% Small Capital $ 12,140 $ 81,606 $ 31,000 $ 109,508 $ - $ 109,508 $ 78,508 253.25% Expenses $ 485,702 $ 632,264 $ 655,357 $ 697,682 $ - $ 697,682 $ 42,325 6.46% Tot • 4200 ��♦ Rescue • • • I $ • • • •• $ 710561,772 $ 1 1,257 $ $ 1/,r257 �� I I I• • •I I FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VI-11 This Page Intentionally Left Blank. u � , s �.... �� Section VII: Program 5000m. Culture & Recreation This section includes detailed information about the FY2021 Operating Budget & Financing Plan for culture & recreation services. It includes: • 5100 Cary Memorial Library VII-2 • 5200 Recreation and Community Programs VII-7 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VII-1 Program: Culture & Recreation 5100 CaryMemorial LibraryT wn f Lexington, MA o o Mission: The Cary Memorial Library's mission is to ignite curiosity, engage minds, and connect our community. Budget Overview: Cary Memorial Library is comprised of three divisions: Administration and General Services, Adult Services, and Youth Services. • Administration and General Services includes the administrative staff as well as the supply, equipment, and Minuteman Library Network membership costs. • Adult Services includes all adult library, technology, and bibliographic services staff as well as adult books and audiovisual materials. • Youth Services includes all children's library staff and also includes library materials for children and teens. Departmental Initiatives: Our Guiding Principles 1. Books, information, and so much more: We continue our 150-year-long tradition of providing books and other materials that reflect the needs and interests of Lexington residents. Though much has changed since our doors first opened in 1869, our essential function remains the same - to bring the world of information and ideas to you. 2. At the intersection of learning, making, and play: In recent years, educational research has increasingly shown that we learn best through experience - by making mistakes and trying again. In furthering this effort, we are expanding these types of learning opportunities, giving you more chances to build, create and play. 3. A place that works for everyone: We value the rich diversity of our community, and our commitment to equitable service for all is unwavering. Efforts to identify and remove barriers to access are ongoing - we are a work in progress. 4. With opportunities for human connection: In a world where technology is ever-present, we are committed to fostering human interactions. Sometimes that is as simple as providing comfortable chairs for a serendipitous meeting between old friends. Other times it takes the shape of an elaborate event with community partners and hundreds of guests. Large and small, these moments, shared among neighbors, strengthen the social fabric of Lexington. 5. A future as vibrant as our past: With more than a half million visitors each year, Cary Library is a cherished community asset and a source of civic pride. Stewardship of this resource requires equal attention to preservation and transformation. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VII-2 Program: Culture & Recreation 5100 CaryMemorial LibraryT wn f Lexington, MA o o ........................................................................................................ rc,�������������������������������������������r��cr��wwrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr,�r �R Assestant Director ��,� `����ouuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu��uw�'�i����uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuir�iw ........ ......... ......... ......... ......... ......... ......... ......... ........ ... a, ii�rrmr�t��n�oouuuuuuuuuuuuuuuuuuui�i�iiiiuuuuuuuuiuuiouuuuuuuuuuuuuuuiF��c�}� ��.�rrrrr�uuuuuuuuuuuuuuuuuuuuuuuuuuuui i�uiouuuiouuuuuuuuuuuuuuuuuuuuiwrrkrw.W ,,«««««««««««««««««««««««««««««««««««««««««««««««««««««««««««««««««��,� Librarian I w 'h. � Library Assodate, ih i R n I N 1.I hr row aw,� - ' Li;mmw .IIwwiW.d1u ww � .....� dt I�w9pd� �Ibl' .............................................. ......................................... ^i+ Lib ra �c-"I ion c1, n s Librzm w.y Ttn IIhi°alr;va e w�s, Authorized/Appropriated Staffing: FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Library Director 1.0 1.0 1.0 1.0 Assistant Director/Head of Technology 1.0 1.0 1.0 1.0 Office Manager 1.0 1.0 1.0 1.0 Head of Adult Services 1.0 1.0 1.0 1.0 Head of Youth Services 1.0 1.0 1.0 1.0 Librarians 9.9 10.0 10.0 10.0 Library Associates 6.0 7.0 7.0 7.0 Library Technicians* 11.1 3.1 3.5 2.8 Library Technician II* - 7.0 7.0 8.0 Adult Pages 1.6 1.6 1.6 1.6 Student Pages 0.6 1.1 1.1 1.1 Seasonal/Sunday Substitutes As Needed As Needed As Needed As Needed • *In FY2019,a new title of Technician II was added via a change to the collective bargaining contract with the Librarians. Staff were reclassified as appropriate. In addition, a Program Improvement in FY2020 added hours to cover the Teen Room,resulting in an increase of 0.38 FTE. Finally,in FY2021,a program improvement transitioned a part-time Technician to a full-time Technician II. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VII-3 Program: Culture & Recreation 5100 CaryMemorial LibraryT wn f Lexington, MA o o Budget Recommendations: The FY2021 recommended General Fund Library budget is $2,959,426, which is a $110,477 or 3.88% increase from the FY2020 budget. The General Fund operating budget for Compensation is $2,372,517, and reflects a $34,865 or 1.49% increase, which incorporates contractually obligated step increases for the year, as well as the funding for a program improvement to increase staff hours in Adult Services. FY2021 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2020. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $586,909 and reflects a $75,612 or 14.79% increase, which is primarily driven by increases for supplies and materials and contractual services. To retain certification by the Massachusetts Board of Library Commissioners, the Library must expend the equivalent of 13 percent of its annual municipal appropriation on materials. Prior to FY2016, the Town's appropriation had been less than one-half of this required amount, with the balance coming from the Library Foundation and Friends of the Library. In FY2016, the Town approved a program improvement request that substantially closed this funding gap. In FY2021, a program improvement recommends adding $46,000 to the materials budget to achieve 100% funding. This was precipitated by a change in the Minuteman Library Network renewal policy, which will automatically renew overdue materials, if available, and is expected to dramatically reduce revenues from fines which were primarily used for materials costs. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Incr. Library Technician-25 to $ 19,262 $ 279 $ 19,541 $ 19,262 $ 279 $ 19,541 $ — 37 hrs/week State Certification Levels for $ 46,000 $ — $ 46,000 $ 46,000 $ — $ 46,000 $ — Materials Budget Additional PT Adult Page $ 10,396 $ 151 $ 10,547 $ — $ — $ — $ 10,547 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VII-4 Program: Culture & Recreation 5100 CaryMemorial LibraryT wn f Lexington, MA o o Budget Summary Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 21471,884 $ 21675,355 $ 2,848,949 $ 2,894,164 $ 65,262 $ 2,959,426 $ 110,477 3.88% Total 5100 Library $ : $ • $ I: •I• $ •I •I $ • �r• • • I • $ 1 ::I I Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 2,040,027 $ 2,211,884 $ 2,337,652 $ 2,353,255 $ 19,262 $ 2,372,517 $ 34,865 1.49% Expenses $ 431,857 $ 463,471 $ 511,297 $ 540 f9O9 $ 46,000 $ 586,909 $ 75,612 14.79% Total 11 Library r .. r • r . . r 2f894f 164r 65f262r • r Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 5110 Admin. &General $ 470f441 $ 489,228 $ 514,761 $ 522,271 $ - $ 522,271 $ 7,510 1.46% Services Total 5120 Adult Services $ 1,455,017 $ 1,590,929 $ 1,528,758 $ 1,603,864 $ 49,262 $ 1,653,126 $ 124,368 8.14% Total 5130 Youth Services $ 546,426 $ 595,198 $ 805,430 $ 768,029 $ 16,000 $ 784,029 $ (21,401) -2.66% Total 11 Libraryrr :: rr • rr 2f848f949 .r :• • rr • • rr • • I • rr 1i.88AT, Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 1,986,946 $ 2,127,714 $ 2,277,605 $ 2,293,208 $ 19,262 $ 2,312,470 $ 34,865 1.53% Prior Year Retro Payments $ - $ 24,585 $ - $ - $ - $ - $ - -% Overtime(Sunday Premium) $ 53,081 $ 59,585 $ 60,047 $ 60,047 $ - $ 60,047 $ - -% Personal Services $ 2,040,027 $2,211,884 $ 2,337,652 $ 2,353,255 $ 19,262 $ 2,372,517 $ 34,865 1.49% Contractual Services $ 102,352 $ 112,361 $ 124,140 $ 127,786 $ - $ 127,786 $ 3,646 2.94% Utilities $ 7,347 $ 7,160 $ 8,200 $ 7,700 $ - $ 7,700 $ (500) -6.10% Supplies $ 282,069 $ 320 f227 $ 338,957 $ 365,423 $ 46,000 $ 411,423 $ 72,466 21.38% Small Capital $ 40,089 $ 23,723 $ 40,000 $ 40,000 $ - $ 40,000 $ - -% Expenses $ 431,857 $ 463,471 $ 5111297 $ 540,909 $ 46,000 $ 586,909 $ 75,612 14. Total 11 • $ 2f471f884 $ • $ : • • $ 2f:•I •I $ • • $ • • • $ 1 3.18803 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VII-5 This Page Intentionally Left Blank. 0, 1111 � IfIVf� Vx f rin• IV �V IIAPOII I 19 y. 1 0 5200 Recreation & CommunetY ProgramsProgram: Culture & Recreation9 Town of Lexington, MA Mission: The Department of Recreation and Community Programs strives to provide affordable, quality programs meeting the needs of the community. The Department is committed to providing active and passive leisure opportunities that are educational, fun and life-enriching. The Department promotes participation by all Lexington residents in safe, accessible and well-maintained facilities. Budget Overview: The Department operates as an Enterprise Fund whereby program and facility fees are anticipated to cover the direct cost of operations. As such, the operating budget may increase or decrease year to year to meet changes in enrollment and facility use demands. In 2015, the Recreation Department was reorganized and renamed the Department of Recreation and Community Programs. The Director of Recreation and Community Programs, through the Recreation Committee, sets program fees with the approval of the Board of Selectmen. The operating budget supports staff who manage and deliver programs along with the supplies needed to operate those programs. The Enterprise Fund is comprised of four divisions: Recreation, Pine Meadows Golf Club, Community Center and the Administrative Division. The Administrative Division was created in FY2020 to centralize administrative support for the business aspects within the Recreation, Pine Meadows and Community Center operations. Program revenues (Recreation, Pine Meadows Golf Club and Lexington Community Center) also help fund Capital Improvement Projects and reimburse the General Fund for Recreation-related Town expenses. In FY20211 the Department is contributing $277,771 to the General Fund to cover the costs of employee benefits and indirect services funded in the General Fund that support the Department's Recreation and Pine Meadows Golf Course Divisions. The Department offers a wide variety of leisure, socialization and recreational opportunities for individuals of all ages and abilities. Staff plan, schedule and coordinate programs, activities and special events and trips using facilities that include the Lexington Community Center, the Public Schools, neighborhood parks and playgrounds, tennis and basketball courts, playing fields, the Irving H. Mabee Pool Complex, the Old Reservoir, Pine Meadows Golf Club, the Jack Eddison Memorial Bikeway, Teresa & Roberta Lee Fitness- Nature Path, ACROSS Lexington and other hiking/nature trails. Departmental Initiatives: To align with the goals set by the Recreation Committee, in addition to working towards a framework for a visionary and sustainable community set by the Board of Selectmen. 1. Pursue and Obtain Parks &Open Space opportunities to increase the community resource inventory of playing fields and pocket parks. 2. Coordinate, schedule, and staff new and existing recreational programming to be held at the Community Center. 3. Continue with the development and implementation of the department's therapeutic, adaptive and inclusive recreation programming. 4. Incorporate the recommendations of the FY2020 Community Needs Assessment along with the recommendations from the 2017 Recreation Facilities ADA Compliance Study in the development of the operational and capital improvement planning for the future needs of the community. 5. Implement new registration software to streamline business operations and create an enhanced customer service experience at the Community Center, inclusive of the Human Service's Departments needs. 6. Continue to explore alternate revenue sources to assist with program costs and capital improvement projects. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VII-7 5200 Recreation & CommunetY ProgramsProgram: Culture & Recreation9 Town of Lexington, MA Director of Reoreation Recreation and Committee F orr muni y Programs Pine Meadow ��� Golf Course ----------------------------------- j',,," Assistant Director Community Centers Administrative Recreation Director Manager S,e�a �nal Program Recr do "r gr m Municipal Administrative Supervisor I Coordinator Assistants Assistants Certified Thera utiDepartmentE ning W nd Mulni ip al VolunteersRecreation Specialist Assistant: Building Assistants Supervisors e7as o n a I o rg r staff and Volunteers Note: Pine Meadows staffing is provided via a contractual service. Oversight is provided by the Director of Recreation and Community Programs. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VII-8 5200 Recreation & CommunetY ProgramsProgram: Culture & Recreation9 Town of Lexington, MA Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Element: 5210 Administration* Budget Budget Budget Request Director of Recreation and Community Programs 1 1 1 1 Administrative Manager — 1 1 1 Municipal Assistant** 1.34 0.68 0.68 0.68 Administrative Assistant 1 2 2 2 Subtotal FTE 3.34 4.68 4.68 4.68 Subtotal FT/PT 3FT/1 PT 4FT/2PT 4FT/2PT 4FT/2PT FY2018 FY2019 FY2020 FY2021 Element: 5220 Recreation Budget Budget Budget Request Assistant Director 1 1 1 1 Recreation Supervisor 1 1 1 1 Certified Therapeutic Recreation Specialist*** — 0.34 0.34 1.00 Seasonal (Part-time) 225+/- 225+/- 225+/- 225+/- Su btota I FTE 2.00 2.34 2.34 3.00 Subtotal FT/PT 2 FT/0 PT 2 FT/1 PT 2 FT/1 PT 3FT/0 PT FY2018 FY2019 FY2020 FY2021 Element: 5240 Community Center Budget Budget Budget Request Community Center Director 1 1 1 1 Office Manager 1 — — — Department Assistant**** 1 1 1 1 Municipal Assistant(3, PT) 1 1 1 1 Program Coordinator 1 1 1 1 Building Supervisor(2, PT) 1 1 1 1 Seasonal (Part-time) 50+/- 50+/- 50+/- 50+/- Su btota I FTE 6 5 5 5 Subtotal FT/PT 4 FT/4 PT 3 FT/4 PT 3 FT/4 PT 3 FT/4 PT Tota I FTE 11.34 12.021 .: • . Seasonal •nal Seasonal Seasonal *In FY2019, Recreation implemented a reorganization to establish an Administration Division,shifting staff from other divisions,and adjusting some job titles. **In FY2019,a seasonal Municipal Assistant(Clerk)was extended as a part-time employee for the entire year, not only in the Summer. ***In FY2019,a part-time Certified Therapeutic Recreation Specialist was added to staff for the full year;a program improvement recommends expanding to full-time in FY2021. ****In FY2019,the full-time Community Center Municipal Assistant became a Department Assistant. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VII-9 5200 Recreation & CommunetY ProgramsProgram: Culture & Recreation9 Town of Lexington, MA Budget Recommendations: The FY2021 recommended budget for the Department of Recreation and Community Programs - comprised of four divisions: Pine Meadows Golf, Recreation, Community Center and Administrative. - is $3,,293,179. The recommended budget is a $69,920 or 2.17% increase from the FY2020 budget, and reflects increases to Personal Services and Expenses. It should be noted that historically the Recreation and Community Programs Department operating budget has been supported solely from program fees. In FY2016, with the addition of the operation and programming of the Community Center, it was proposed that the tax levy contribute to funding for the Department budget. This tax levy support will continue in FY2021, with $218,916 being proposed in General Fund support of those Community Center wages. The Community Center provides drop-in program space and offers leisure opportunities to promote social, emotional, cognitive well-being and wellness for residents of all ages and abilities. It provides residents with a wide variety of programs that are fun, educational and life-enriching. The Community Center provides opportunities and access to all residents that are generally not supported through fees. The customer service counter at the Center supports the Community Center, including the operations of the Human Services and the Recreation &Community Programs Departments, allowing for one-stop shopping for services and programs. The recommended budget for Compensation is $1,535,363, and reflects a $63,680 or 4.33% increase which reflects step increases, cost-of-living adjustments, and an increase in hourly rates for Seasonal staff including the impact of the State regulated minimum wage increases. A program improvement to convert the part-time Community Therapeutic Recreation Specialist to full-time is recommended. This is a direct result of the unmet need for inclusion, adapative and staff support to the community members of all ages and abilities. This request will provide full time, year round and consistent thoughtful planning, program development and community outreach in order to provide access to all regardless of ability. The recommended budget for Expenses is $1,480,045 and reflects a $(1,850) or -0.12% decrease from FY2020, primarily due to the Pine Meadows Golf Course Management contract with the New England Golf Corporation being lower than in previous years. The recommended budget for the operation of the Pine Meadows Golf Course is $511,800 and reflects a net decrease of $(38,950) or -7.07%. The current course management contract was awarded in December 2018 for a contract period of 3 years beginning January 2019 through December 2021. There is an increase of $8,090, or 3.00% in indirect payments to the General Fund to support those costs incurred in the General Fund that support the Recreation Enterprise Fund. Program Improvement Requests: Request Recommended Salaries Benefits Benefits (reflected in Salaries (reflected in and Shared Total and Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Certified Therapeutic Recreation $ 33,020 $ 15,313 $ 48,333 $ 33,020 $ 15,313 $ 48,333 $ — Specialist FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VII-10 5200 Recreation & CommunetY ProgramsProgram: Culture & Recreation9 Town of Lexington, MA Budget Summary Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 220,152 $ 214,292 $ 208,859 $ 218,916 $ - $ 218,916 $ 10,057 4.82% Enterprise Funds Retained Earnings $ 375,000 $ 375,000 $ 375,000 $ 375,000 $ - $ 375,000 $ - -% Recreation User Charges $ 1,287,846 $ 1,284,393 $ 1,392,400 $ 1,415,943 $ 33,020 $ 1,448,963 $ 56,563 4.06% Community Center User Charges $ 397,584 $ 473,949 $ 462,000 $ 465,300 $ - $ 465,300 $ 3,300 0.71% Golf User Charges $ 770,380 $ 756,462 $ 775,000 $ 775,000 $ - $ 775,000 $ - -% Investment Income $ 51687 $ 11,435 $ 10,000 $ 10,000 $ - $ 10,0o0 $ - -% Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 1,278,600 $ 1,275,859 $ 1,471,683 $ 1,502,343 $ 33,020 $ 1,535,363 $ 63,680 4.33% Expenses $ 1,246,737 $ 1,233,393 $ 1,481,895 $ 1,480,045 $ - $ 1,480,045 $ (1,850) -0.12% Debt Service $ 100,000 $ - $ - $ - $ - $ - $ - -% Indirect Costs(Trans. to Gen. $ 254,826 $ 261,826 $ 269,681 $ 277,771 $ - $ 277,771 $ 8,090 3.00% Fund) Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 5210 Administration $ - $ - $ 487,857 $ 513,413 $ - $ 513,413 $ 25,556 5.24% Total 5220 Recreation $ 1,462,104 $ 1,334,976 $ 1,247,012 $ 1,260,299 $ 33,020 $ 1,293,319 $ 46,307 3.71% Total 5230 Pine Meadows $ 485,526 $ 477,896 $ 550 f750 $ 511,800 $ - $ 511,800 $ (38,950) -7.07% Total 5230 Community Center $ 677,707 $ 696,379 $ 667,959 $ 696,876 $ - $ 696,876 $ 28,917 4.33% Indirect Costs $ 254,826 $ 261,826 $ 269,681 $ 277,771 $ - $ 277,771 $ 8,090 3.000/o Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 1,278,355 $ 1,274,692 $ 1,471,683 $ 1,502,343 $ 33,020 $ 1,535,363 $ 63,680 4.33% Overtime $ 46 $ 968 $ - $ - $ - $ - $ - -% Personal Services $ 1,278,401 $ 1,275,659 $ 1,471,683 $ 1,502,343 $ 33,020 $ 1,535,363 $ 63,680 4.33% Contractual Services $ 1,096,235 $ 1,085,154 $ 1,275,800 $ 1,250,550 $ - $ 1,250,550 $ (25,250) -1.98% Utilities $ 66,978 $ 58,734 $ 70,450 $ 89,750 $ - $ 89,750 $ 19,300 27.40% Supplies $ 83,361 $ 89,505 $ 129,645 $ 132,745 $ - $ 132,745 $ 3,100 2.39% Small Capital $ 163 $ - $ 6,000 $ 7,000 $ - $ 7,000 $ 1,000 16.67% Expenses $ 1,246,737 $ 1,233,393 $ 1,481,895 $ 1,480,045 $ - $ 11480,045 $ (11 850) -0.12% Debt $ 100,000 $ - $ - $ - $ - $ - $ - -% Indirect $ 254,826 $ 261,826 $ 269,681 $ 277,771 $ - $ 277,771 $ 8,090 3.00% FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VII-11 This Page Intentionally Left Blank. 0, 1111 � IfIVf� Vx f rin• IV �V IIAPOII I 19 y. 1 0 Section VIII: Program 6000m. Human Services This section includes detailed information about the FY2021 Operating Budget & Financing Plan for Human Services. It includes: • 6100-6200 Administration; Veteran's Services; Youth and Family Services and Community Programs; and Transportation Services VIII-2 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VIII-1 6100=6200 Program Summary Program: Human ServicesTown of Lexington, MA Mission: The Human Services Department connects Lexington residents across the lifespan to information, support and services that promote health and well being; and is responsible for managing the Lexpress bus system, Lex-Connect taxi, and other transportation initiatives. The department seeks to identify the unmet needs of our community by providing outreach and prevention services to families, seniors, veterans and youth. Budget Overview: The Human Services Department is organized to provide services and support to residents of all ages. Department Staff oversee the following divisions: Administration and Outreach, Senior Services, Youth and Family Services, Veterans' Services and Transportation Services. Since moving to the Lexington Community Center in 2015, attendance, walk-in visits, phone calls and requests for information have increased significantly. Staff from Senior Services and Youth and Family Services provide senior, youth and intergenerational programming, assessments, information and referral, short-term counseling, financial assistance, consultation on life changes, support and light case management. Veterans' services staff provide veterans in Lexington and Bedford with information, connection to State and Federal benefits, and support, as well as work with colleagues to plan Town celebrations and special events that honor Veterans. Transportation Staff manage the Lexpress bus and Lex-Connect taxi, as well as provide travel consultation on other transit options. Departmental Initiatives: 1. Continue implementation of the Community Health Needs Assessment (CHNA) 15 grant funded work of the Mental Health Task Force that includes collaboration with Town, School, and community stakeholders to provide prevention, intervention, and critical incident response services to the Lexington Community, as well as develop alignment of incident response protocols. Further implementation of Community Intervention Team with membership from Town and School departments. Continue suicide prevention trainings in the community. 2. Develop and begin implementation of action plan based on findings and recommendations from Age Friendly needs assessment targeting domains that do not overlap with Comprehensive Plan work. Identify areas of duplication with Comprehensive Plan work and shift ownership of those areas to the Comprehensive Plan where possible, with continued participation in an advisory capacity. 3. Develop and pilot new transit options in collaboration with the MBTA, adjacent towns, and other Town departments as indicated through multi-survey data and recommendations from the 128 Business Council. 4. Collaborate with Recreation and Community Programs staff to implement new registration software system and improve the customer experience at the front counter. 5. Continue to support and promote the William James Interface Referral Service to the residents of Lexington. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VIII-2 6100=6200 Program Summary Program: Human ServicesTown of Lexington, MA #10r'+IvmmnnnmuuvllrmvuunG'smlllulmrlrrmml�mm'rvwmvw�luumudNrmmmuml�mwul,'ummlmw'v�suww ors yw�wummwmlm'rv�mmiIu. r I"e 1= l� i I ;^. 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Q wu�Ilmmnnmummlmmwmmxl�v�N Imlmmnummrvmmrvmmummaom�, / I r , VoWn to ,r C ollor~ n 3 for FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VIII-3 6100=6200 Program Summary Program: Human ServicesTown of Lexington, MA Authorized/Appropriated Staffing: FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Director of Human Services 1.00 1.00 1.00 1.00 Assistant Director of Senior Services 1.00 1.00 1.00 1.00 Assistant Director of Youth and Family Services* - 1.00 1.00 1.00 Youth and Family Services Social Worker* 1.00 - - - Outreach Coordinator** - 1.00 1.00 1.00 Senior Services Coordinator 1.00 1.00 1.00 1.00 Senior Services Nurse*** 0.42 0.57 0.57 0.57 Office Manager 1.00 1.00 1.00 1.00 Municipal Clerk(Part-time)**** 0.50 0.50 0.69 0.69 Veterans' Services District Director 1.00 1.00 1.00 1.00 Veterans' Services Officer 0.51 0.51 0.51 0.51 Transportation Services Manager***** 0.69 0.80 0.80 1.00 Municipal Transportation Assistant 0.80 0.80 0.80 0.80 Registered Dietician****** PT PT PT PT Volunteer Coordinator****** PT PT PT PT Tota I FTE : • 1 : 1 1 .57 Tota I FT/PT 6(FT)/7(PT) 7(FT)/7(PT) 7(FT)/7(PT) 8(FT)/6(PT) Explanatory Notes: *The title of Youth and Family Services Social Worker was changed to Assistant Director of Youth and Family Services in FY2019. **This position was funded as a result of the work of the Mental Health Summit. ***The weekly hours for the Senior Services Nurse were increased from 15 to 20 in FY2019. ****The weekly hours for the Municipal Clerk were increased from 17.5 to 24 in FY2020. *****The Transportation Services Manager position transitioned from 24 to 28 hours in FY2019. This position is recommended to go to full-time(35 hours) in FY2021. ******The part-time, hourly, temporary positions of Registered Dietician and Volunteer Coordinator were added in FY2017 and were 1000/o funded by grants from the Executive Office of Elder Affairs(EOEA) and the Dana Home Foundation through FY2019. They are funded completely by EOEA in FY2020 and the Volunteer Coordinator position will be updated to reflect the current needs of the department. Available hours vary due to amount of funding. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VIII-4 6100=6200 Program Summary Program: Human ServicesTown of Lexington, MA Budget Recommendations: The recommended FY2021 All Funds Human Services budget is $1,,797,,271 which is a $59,093 or 3.40% increase from the FY2020 budget. The All Funds budget includes funding from a Massachusetts Executive Office of Elder Affairs (EOEA) grant, the Massachusetts Bay Transportation Authority (MBTA) Suburban Transportation grant, and the Senior Services Revolving Fund. In addition, the Town of Bedford funds a portion of the Veterans' Services budget through an Intermunicipal Veterans' District agreement. The Human Services FY2021 recommended General Fund operating budget request is $1,515,679 and reflects a $56,743 or 3.89% increase from the FY2020 budget. The General Fund operating budget for Compensation is $689,092, and reflects a $7,765 or 1.14% increase. This is a net change which reflects the cost of contractually obligated step increases and cost of living adjustments, offset by savings from staff turnover and Bedford absorbing a higher percentage of the Veterans District Director salary. A program improvement will increase the Transportation Manager position from 0.8 to 1.0 full-time equivalent. The additional workday will allow the Transportation Manager to more effectively manage a variety of transportation initiatives townwide, including a $50,000 program improvement to run a number of transportation pilot programs in FY2021. The General Fund operating budget for Expenses is $826,587 and reflects a $48,978 or 6.30% increase, which is a net change that reflects an increase of $50,000 for transportation pilot programs and $7,900 for contractually obligated Lexpress costs, offset by a reduction of $10,000 from lower projected payments for veterans' benefits due to a declining caseload. For FY2021, funding for the William James Interface Mental Health Referral Service will be shared between the municipal and school budgets. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended [FY2021 e Transportation Manager $ 17,654 $ 256 $ 17,910 $ 17,654 $ 256 $ 17,910 $ — for Transit Service Pilots- $ 205,000 $ — $ 205,000 $ 50,000 $ 50,000 $ 155,000 nity Center Municipal Assistant $ 21,068 $ 15,877 $ 36,945 $ — $ — $ — $ 36,945 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VIII-5 6100=6200 Program Summary Program: Human ServicesTown of Lexington, MA Budget Summary - General Fund Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 912,163 $ 11002,933 $ L227,051 $ 1,216,140 $ 67,654 $ 1,283,794 $ 56,743 4.62% Veteran Benefits Reimbursement $ 56,702 $ 61,498 $ 71,885 $ 71,885 $ - $ 71,885 $ - -% TDM Allocation $ 95,000 1$ 95,000 $ 95,000 $ 95,000 $ - $ 95,000 1$ - -% Fees Lexpress Fares $ 65,155 1$ 68,529 $ 65,000 1$ 65,000 Is - $ 65,000 1$ - I - Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 471,597 $ 544,718 $ 681,327 $ 671,438 $ 17,654 $ 689,092 $ 7,765 1.14% Expenses $ 657,423 $ 683,242 $ 777,609 $ 776,587 $ 50,000 $ 826,587 $ 48,978 6.30% Total 6000 GeneralFund $ • 1 / $ ••1 $ • • rr lf448fO25 $ • 654 rr • • rr • /• I I Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 6110 Administration $ 217,375 $ 197,815 $ 236,180 $ 219,785 $ - $ 219,785 $ (16,395) -6.94% Total 6140 Veterans'Services $ 118,788 $ 106,824 $ 149,964 $ 132,649 $ - $ 132,649 $ (17,315) -11.55% Total 6150 Youth&Family $ 52,712 $ 100,251 $ 185,713 $ 199,773 $ - $ 199,773 $ 14,060 7.57% Services Total 6170 Senior Services& $ 127,268 $ 185,308 $ 192,391 $ 186,130 $ - $ 186,130 $ (6,261) -3.25% Community Programs Total 6210 Transportation $ 612,877 $ 637,763 $ 694,688 $ 709,688 $ 67,654 $ 777,342 $ 82,654 11.90 Services Total 6000 GeneralFund $ • / 1 $ ••1 $ • • $ lf448fO25 $ • 654 $ • • $ • • I I Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 471,597 $ 544,718 $ 681,327 $ 671,438 $ 17,654 $ 689,092 $ 7,765 1.14% Overtime $ - $ - $ - $ - $ - $ - $ - -% Personal Services $ 471,597 $ 544,718 $ 681,327 $ 6711438 $ 17,654 $ 689,092 $ 7,765 1.14% Contractual Services $ 624,394 $ 655,704 $ 740 f862 $ 737,769 $ 50,000 $ 787,769 $ 46,907 6.33% Utilities $ 1,897 $ 1,990 $ 3,547 $ 4,068 $ - $ 4,068 $ 521 14.69% Supplies $ 27,390 $ 20f594 $ 30,700 $ 32,250 $ - $ 32,250 $ 1,550 5.05% Small Capital $ 3,742 $ 4,954 $ 2,500 $ 2,500 $ - $ 21500 $ - -% Expenses $ 657,423 $ 683,242 $ 777,609 $ 776,587 $ 50,000 $ 826,587 $ 48,978 6.30% Total 6000 General rr • / / rr ••1 $ • • • $ lf448fO25 rr • 654 rr • • $ • /• I I FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VIII-6 6100=6200 Program Summary Program: Human ServicesTown of Lexington, MA --- -------- --------------------------------------------------------- Budget Summary - Revolving Funds* and Grants -------- Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase EOEA Grant $ 76,545 $ 94,567 $ 94,764 $ 94,764 $ - $ 94,764 $ - -% Veterans Services Regional $ 38,690 $ 41,231 $ 55,398 $ 55,585 $ - $ 55,585 $ 187 0.34% Funding from Bedford Senior Services Revolving Fund* $ 71,666 $ 71,666 $ 75,000 $ 75,000 $ - $ 75,000 $ - -% MBTA Grant $ 56,243 $ 52,000 $ 54,080 $ 56,243 $ - $ 56,243 $ 21163 4.00 *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. Appropriations Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (Non-General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase EOEA Grant $ 76,402 $ 94,762 $ 94,764 $ 94,764 $ - $ 94,764 $ - -% Personal Services $ 58,746 $ 56,735 $ 67,948 $ 67,057 $ - $ 67,057 $ (891) -1.31% Expenses $ 17,656 $ 38,027 $ 26,816 $ 27,707 $ - $ 27,707 $ 891 3.32% Veterans'Services Regional Funding $ 39,063 $ 42,080 $ 55,398 $ 55,585 $ - $ 55,585 $ 187 0.34% Personal Services $ 37,585 $ 40,935 $ 53,816 $ 54,253 $ - $ 54,253 $ 437 0.81% Expenses $ 1,478 $ 1,145 $ 1,582 $ 1,332 $ - $ 1,332 $ (250) -15.80% Senior Services Revolving Fund Expenses $ 85,885 $ 52,895 $ 75,000 $ 75,000 $ - $ 75,000 $ - I -% MBTA Grant-Transportation Services Expenses $ 55,157 1$ 53,410 $ 54,080 $ 56,243 $ - $ 56,243 $ 2,163 1 4.00% Budget Summary - All Funds Appropriation Summary(All FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Funds) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 567,928 $ 642,388 $ 803,091 $ 792,748 Is 17,654 $ 810,402 $ 7,311 0.91 Expenses $ 817,599 $ 828,718 $ 935,087 $ 936,869 Is 50,000 $ 986,869 $ 51,782 5.54% • • 6000 Human $ • $ I •• •• I' , 1• r r • • r • • I r • r • '• Funds) FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 VIII-7 This Page Intentionally Left Blank. 0, 1111 � IfIVf� Vx f rin• IV �V IIAPOII I 19 y. 1 0 Section IX: Program 7000m. Land Use,, Health and Development Department This section includes detailed information about the FY2021 Operating Budget & Financing Plan for the Land Use, Health and Development Department. It includes: • 7100-7400 Summary IX-3 • 7110 Building and Zoning IX-10 • 7120 Administration IX-14 • 7130 Conservation IX-16 • 7140 Health IX-20 • 7200 Planning IX-24 • 7300 Economic Development IX-28 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-1 This Page Intentionally Left Blank. 0, 1111 � IfIVf� Vx f rin• IV �V IIAPOII I 19 y. 1 0 Program: Land Use, Health and Development 7100=7400 Program Summary Department Town of Lexin ton MA Mission: The Land Use, Health and Development Department includes those departments that manage and promote residential and commercial development in Lexington while protecting the health and safety of residents through local bylaws, regulations, and best practices, as well as State statutes and regulations, in the areas of public health, building code, zoning, economic development, wetland protection, conservation and land-use. By consolidating these various operations under the management of an Assistant Town Manager, the Town is able to further streamline code enforcement, program and policy development, and outreach and educational activities related to commercial, residential and public development. Budget Overview: The Land Use, Health and Development Department is comprised of: Building and Zoning, Conservation, Health, Planning and Economic Development. • Building and Zoning is responsible for enforcing the State building, electrical, gas and plumbing codes, the local zoning bylaw, and Architectural Access Board Regulations. • Conservation is responsible for administering and enforcing the State and local wetland protection codes and the State Stormwater Management Regulations, managing over 1,400 acres of Town-owned conservation land, and providing outreach and education concerning natural and watershed resources. • Public Health is responsible for enforcing State and local health codes, administering health screening and vaccination programs, evaluating community health needs and developing intervention programs to prevent disease and disability. • Planning supports the Planning Board in the administration of the Subdivision Regulations, the determination of adequacy of unaccepted streets, the granting of special permits for residential development, site plan review and granting of special permits within the commercial manufacturing district, and the review of planned development district proposals that go to Town Meeting. In addition, the staff engages in short- and long-term planning in regard to growth and development issues in Lexington, being active participants in various committees dealing with issues of transportation, affordable housing and economic development, as well as participating in regional and statewide initiatives. • Economic Development works to encourage new investment and support our local businesses. It serves as a liaison for businesses and works to address business-related issues from Center parking to updating land use policy. The Office also works to retain and expand local businesses by providing information, conducting research, supporting a visitor-based economy, and leveraging State economic development tools and resources designed to improve the business environment. The Economic Development Office manages the Visitors Center and Tourism operations. Departmental Initiatives: 1. Support the community-wide process to update the Lexington Comprehensive Plan for eventual consideration by the Planning Board. 2. Support the priorities of the Select Board and Planning Board for vibrant town commercial centers, zoning revitalization for economic development, and advancing economic development in Hartwell Ave while respecting the surrounding neighborhoods. 3. Contribute to endeavors to support the Select Board's priorities for effective transportation solutions. 4. Transition additional inspections and permitting functions to ViewPoint Cloud. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-3 Program: Land Use, Health and Development 7100=7400 Program Summary Department Town of Lexin ton MA { for Development d rn in Jstratiirve Office Manager Departmeiit Ass i t aint�:s Building11111- IE- n,se rvati uii F I�r r l E;� t wr �i�r�i ii Plan niir� C irecto r Developrnen�t r� r Tr-- -7�, Econo is t warsh,,Ip srstl � ridin s istant l ri ning Visitors;Center er 0I_n I F ltl r L � p rt nrrk r� t ,r rinn,ssion nrctr ar r . :urdiinator i Health nt Ranger EI,e-ctric Ins!ectors pl; innler Visitors nICA e�t, `Ilznnin g C epartm e i°i Liberty Fri a-and BLIi dJu Inspectors 'ustant Batt a r e staff i iiispectors, Zoni ig Enforcement Administrator FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-4 Program: Land Use, Health and Development 7100=7400 Program Summary Department Town of Lexin ton MA Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Assistant Town Manager 1 1 1 1 Administrative Assistant* - 1 1 1 Administration Dept Office Manager 1 1 1 1 Administration Dept Assistants 4 4 4 4 Economic Development Director 1 1 1 1 Ec. Dev./Visitor Center Coordinator 1 1 1 1 Visitor Services Manager 1 1 1 1 Visitor Center Staff(6PT) 4.75 4.75 4.75 4.75 Visitor Center PT Assistant Manager 0.56 0.56 0.56 0.56 Battle Green Guides Seasonal Seasonal Seasonal Seasonal Liberty Ride Coordinator 0.7 0.7 0.7 0.7 Liberty Ride Guides Seasonal Seasonal Seasonal Seasonal Planning Director 1 1 1 1 Assistant Planning Director 1 1 1 1 Planner 1 1 1 1 Planning Dept. Assistant 1 1 1 1 Conservation Director 1 1 1 1 Stewardship Coordinator 1 1 1 1 Land Use Ranger 0.25 0.25 0.25 0.25 Land Management Interns Seasonal Seasonal Seasonal Seasonal Public Health Director 1 1 1 1 Health Agent** 1 1 1 2 Health Nurse*** 0.6 0.6 0.6 0.6 Building Commissioner 1 1 1 1 Asst Building Commissioner**** - 1 1 1 Building Inspectors**** 2 1 1 1 Plumbing and Gas Inspector 1 1 1 1 Zoning Enforcement Administrator 1 1 1 1 Electric Inspectors 1 1 1 1 Part-time Electric Inspector 0.24 0.24 0.24 0.24 Part-time Plumbing Inspector 0.14 0.14 0.14 0.14 Part-time Building Inspector 0.38 0.38 0.38 0.38 Subtotal •2 31.62 31.62 • • + Seasonal + Seasonal + Seasonal + Seasonal Explanatory Notes: *An Administrative Assistant was added for the Assistant Town Manager in FY2019. **A second Health Agent is recommended to be funded in FY2021 via a program improvement request. ***The full-time Public Health Nurse is shared between Lexington (.6) and Belmont(.4) per Nursing Services Agreement executed in FY2009. ****In FY2019, one of the Building Inspector positions was upgraded to Assistant Building Commissioner. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-5 Program: Land Use, Health and Development 7100=7400 Program Summary Department Town of Lexin ton MA Budget Recommendations: The FY2021 recommended All Funds Land Use, Health and Development Department budget, inclusive of the General Fund operating budget, the Liberty Ride, Visitor Center, Residential Engineering Review and Health Program Revolving Funds, is $3,058,060, which is a $41,443 or 1.37% increase from the FY2020 budget. The FY2021 recommended Land Use, Health and Development General Fund operating budget is $2,624,,761 which is a $45,617, or 1.77% increase from the FY2020 General Fund budget. The General Fund operating budget for Compensation is $2,114,074 and reflects a $103,077 or 5.13% increase, which is a net increase with savings due to staff turnover offsetting contractually obligated cost of living and step increases, as well as a funded program improvement to add a second Health Agent to conduct inspections required by state regulations, offset by a reduction in expenses for contracting with a consultant to perform the inspections. The General Fund operating budget for Expenses is $510,687 and reflects a decrease of $(57,460) or -10.11%, which is a net change that reflects removing one-time costs for a plan review table at Building and Zoning ($13,500). a brush mower at Conservation ($5,200). the final year of the Bike Share program ($27,000), and supporting Visitors Center operations during construction ($80,000); offset by funded program improvements for ongoing support for the Visitors Center ($51,000) and printing costs for additional ACROSS Lexington brochures ($4,000). The FY2021 recommended budget for the Residential Engineering Review, Health Program, Liberty Ride, and Visitor Center revolving funds is $490,899, a decrease of $(4,174) or -0.84%, which reflects ongoing adjustments as the Visitors Center construction is completed, and operations transition back to the permanent location. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Additional Health Agent $ 42,000 $ 15,776 $ 57,776 $ 42,000 $ 15,776 $ 57,776 $ — General Fund Support of Visitors $ 51,000 $ — $ 51,000 $ 51,000 $ — $ 51,000 $ — Center ACROSS Lexington Brochure $ 9,000 $ — $ 9,000 $ 4,000 $ — $ 4,000 $ 5,000 Update FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-6 Program: Land Use, Health and Development 7100=7400 Program Summary Department Town of Lexin ton MA Budget Summary - General Fund Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ (663,486) $ (5111187) $ 705,294 $ 673,211 $ 97,000 $ 770,211 $ 64,917 9.20% TDM Stabilization Fund $ 46,000 $ 46,000 $ 46,000 $ 46,000 $ - $ 46,000 $ - -0/0 Center Impr. District Stab. Fund $ 27,000 1$ 27,000 1$ 27,000 $ - is - is - $ (27,000) -100.00% Fees&Charges Departmental Fees $ 129,246 $ 87,019 $ 80,650 $ 88,350 $ - $ 88,350 $ 7,700 9.55% Licenses&Permits $ 2,743,208 $ 2,442,867 $ 1,720,200 $ 1,720,200 $ - $ 1,720,200 $ - 1 -0/0 Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 1,807,674 $ 1,732,512 $ 2,010,997 $ 2,054,074 $ 60,000 $ 2,114,074 $ 103,077 5.13% Expenses $ 474,294 $ 359,187 $ 568,147 $ 473,687 $ 37,000 $ 510,687 $ (57,460) -10.11% Level-Service Requests FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 7110 Building&Zoning $ 552,540 $ 561,245 $ 6211475 $ 637,970 $ - $ 637,970 $ 16,495 2.65% Total 7120 Administration $ 429,532 $ 419,033 $ 523,134 $ 547,243 $ 4,000 $ 551,243 $ 28,109 5.37% Total 7130 Conservation $ 231,505 $ 236,134 $ 262,674 $ 264,797 $ - $ 264,797 $ 2,123 0.81% Total 7140 Health $ 303,734 $ 270 f435 $ 320,097 $ 323,354 $ 42,000 $ 365,354 $ 45,257 14.14% Total 7200 Planning $ 368,233 $ 266,912 $ 410,796 $ 424,414 $ - $ 424,414 $ 13,618 3.32% Total 7300 Economic $ 396,424 $ 337,940 $ 440 f968 $ 329,983 $ 51,000 $ 380 f983 $ (59,985) -13.60% Development Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 1,793,504 $ 1,718,043 $ 1,978,468 $ 2,020,623 $ 60,000 $ 2,080,623 $ 102,155 5.16% Overtime $ 14,170 $ 14,469 $ 32,529 $ 33,451 $ - $ 33,451 $ 922 2.83% Personal Services $ 1,807,674 $ 1,732,512 $ 2,510,997 $ 2,054,074 $ 60,000 $2,114,074 $ 103,077 5.13% Contractual Services $ 414,132 $ 304,079 $ 402,656 $ 406,076 $ (14,000) $ 392,076 $ (10,580) -2.63% Utilities $ 9,238 $ 11,962 $ 12,261 $ 12,461 $ - $ 12,461 $ 200 1.63% Supplies $ 50,924 $ 43,146 $ 153,230 $ 55,150 $ 51,000 $ 106,150 $ (47,080) -30.73% Small Capital $ - $ - $ - $ - $ - $ - $ - -% Expenses $ 474,294 j$ 359,187 j$ 568,147 $ 473,687 $ 37,000 $ 510,687 $ (57,460) -10.11 % FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-7 Program: Land Use, Health and Development 7100=7400 Program Summary Department Town of Lexin ton MA ------------- Budget Summary - Revolving Funds------------------------------------------------------ Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Residential Engineering Review $ - $ - $ 57,600 $ 57,600 $ - $ 57,600 $ - - Revolving Fund Health Programs Revolving Fund $ 33,291 $ 33,291 $ 45,000 $ 45,000 $ - $ 45,000 $ - -% Liberty Ride Revolving Fund $ 190,429 $ 179,041 $ 161,776 $ 195,000 $ - $ 195,000 $ 33,224 20.54% Visitor Center Revolving Fund $ 196,415 $ 147,613 $ 101,200 $ 195,000 $ - $ 195,000 $ 93,800 92.69 9/61 *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (Revolving Funds) Actual I Actual Appropriation Request I Add/Del I Mgr's Rec. Increase Increase 7110- Residential Engineering Review Expenses $ - $ - $ 57,600 $ 57,600 $ - $ 57,600 $ - 1 -% 7140- Health Programs Expenses $ 14,564 $ 36,197 $ 45,000 $ 45,000 $ - $ 45,000 $ - -% 7320- Liberty Ride $ 196,972 $ 182,274 $ 223,843 $ 193,263 $ - $ 193,263 $(30,580) -13.66% Compensation $ 61,847 $ 59,280 $ 86,852 $ 68,200 $ - $ 68,200 $ (18,652) -21.48% Expenses $ 135,125 $ 122,994 $ 136,991 $ 125,063 $ - $ 125,063 $ (11,928) -8.71% 7340-Visitor Center $ 206,711 $ 170,309 $ 168,630 $ 246,036 $ (511000) $ 195,036 $ 26,406 15.66% Compensation $ 110 f058 $ 107,855 $ 117,630 $ 131,238 $ - $ 131,238 $ 13,608 11.57% Expenses $ 96,653 t 62,454 $ 51,000 $ 114,798 $ (51,000) $ 63,798 $ 12,798 25.09% Total11 11 • . .. .1 1 . 111 1 . , Budget Summary - All Funds Appropriation Summary(All FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Funds) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 1,979,579 $ 1,899,647 $ 2,215,479 $ 2,253,512 $ 60,000 $ 2,313,512 $ 98,033 4.42% Expenses $ 720,636 $ 580f832 $ 801,138 $ 758,548 $ (14,000)1$ 744,548 r$ (75 6,590) -7.06 Total11 '11 • 11 4:1 ' • 1 • • 1 1.1 '• 111 1 : 1.1 $ 41f443 1.37% FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-8 This Page Intentionally Left Blank. 0, 1111 � IfIVf� Vx f rin• IV �V IIAPOII I 19 y. 1 0 Program: Land Use, Health and Development Department 7110 Building & ZoningT wn f Lexington, MA 0 o Mission: The Building and Zoning Department is a regulatory function with the goal of protecting the health and safety of residents. This role is fulfilled through the enforcement of building, zoning and land use regulations. Budget Overview: The Building and Zoning Department enforces state building, electrical, plumbing, gas and mechanical codes, Architectural Access Board Regulations and local zoning by-laws. Staff, comprised of the Building Commissioner, Assistant Building Commissioner, Building Inspectors, Electrical Inspector, Plumbing &Gas Inspector and Zoning Enforcement Administrator, review construction drawings and specifications, issue permits, inspect new construction, conduct periodic inspections of restaurants, day care centers, schools, religious institutions, museums, places of public assembly and multi-family housing, and levy fines or prosecute when necessary to maintain code compliance. Division Initiatives: 1. The recent implementation of a new and improved townwide online permitting system has been an important effort over the past year. The permitting system requires all building, zoning, electrical, plumbing and gas permits to be applied for electronically by the applicants, and allows applicants to do much of their work from their office or home, thereby saving time and money from having to visit the Town Hall. The staff have the ability to review the applications simultaneously and add any other town department that may need to see or approve the application. Implementing the transition from ViewPermit to the new ViewPoint Cloud continues to be an important division goal. 2. Continue to implement the Laserfiche Document Imaging Software for Building and Zoning Permit records, including converting historical records to digital format and migrating into software. 3. One of the primary responsibilities of the Building and Zoning Department is performing plan reviews and inspections. We review plans, issue permits, and inspect work to safeguard life and property in compliance with Town and State regulations. A goal for FY2021 is to take advantage of the electronic capabilities of online permitting to ensure quality and timely reviews and inspections, and deliver the highest level of customer service. 4. Continue our efforts to educate the building community in regards to Building Codes, Zoning Bylaws, General Bylaws and new building science. For example, in early 2020 a new Energy Code will become effective and will be mandatory code. The efforts have already begun to ensure that the building community is aware of this new code, and will be prepared for the changes that may be required. Training our local contractors and designers by highlighting changes in the new code as well as the changes in the zoning bylaw, remains an important objective in FY2021. 5. Implement the new Residential Engineering Review revolving fund program. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-10 Program: Land Use, Health and Development Department 7110 Building & ZoningT wn f Lexington, MA 0 o Ass lsita nt T wn� M a na, e1, f 1,i,De e l. „u i rin't r Office Manager.- �ffce of Ida nci Use D,ep a rt.m en,,�t Assistant r Bui[ding` Com mis3 ioner E777 uuuuuuuuumuuuu00000uuouuuouw�uuuuuuuuuuuoouuuuuuuouuuuuuuuuuuuuuummmrvrv�mmmm,,,.im�muouuuuuuuuuuuuuuuououuuuuuuuuuuuuuuuuuuuuuouuuuou000uuuuuuuuuuuuuuuuuuu / r f LAst nt a i d i° „ �nlN n ,E f'"o c ; e rat ; I U . i� , a IE„I ect,, c a°n�s;p ec.tc r i i n s i], �� " o C 0 M M i sip Am i° is gat lien s ct��s J L Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Building Commissioner 1 1 1 1 Asst. Bldg. Commissioner* — — 1 1 Building Inspectors* 2 2 1 1 Plumbing and Gas Inspector 1 1 1 1 Zoning Enforcement Administrator 1 1 1 1 Electric Inspectors 1 1 1 1 Part-Time Electric Inspector** 0.24 0.24 0.24 0.24 Part-Time Plumbing Inspector** 0.14 0.14 0.14 0.14 Part-Time Building Inspector** 0.21 0.38 0.38 0.38 • . • • • • *In FY2019,one of the Building Inspector positions was upgraded to Assistant Building Commissioner. **The hours budgeted for part-time inspectors are filled by multiple individuals,as available. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-11 Program: Land Use, Health and Development Department 7110 Building & ZoningT wn f Lexington, MA 0 o Budget Recommendations: The FY2021 recommended All Funds Building and Zoning budget is $695,570 a $16,495 or 2.43% increase from the FY2020 budget. The FY2021 recommended General Fund Building and Zoning budget is $637,970 a $16,495 or 2.65% increase from the FY2020 budget. The recommended budget for Compensation is $575,230 and reflects a $29,995, or 5.50% increase, which is due to contractually obligated step increases and cost of living adjustments. The recommended budget for Expenses is $62,740 and reflects a decrease of $(13,500) or -17.71% from FY2020, due to the removal of a one-time expense for an Electronic Building Plan Review Table. Program Improvement Requests: None requested. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-12 Program: Land Use, Health and Development Department 7110 Building & ZoningT wn f Lexington, MA 0 o Budget Summary: Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $(21158,293) $(11845,412) $ (1,061,725) $(1,045,230) $ - $ (1,045,230) $ 16,495 -1.55% Directed Funding Departmental Fees $ 13,215 $ 10,075 $ 8,000 $ 8,000 $ - $ 8,000 $ - -% Licenses and Permits $ 2,697,618 $ 2,396,582 $ 1,675,200 $ 1,675,200 $ - $ 1,675,200 $ - -% Total / Building • . Zoning $ / $ • $ • $ • • / $ $ • • / rr • • 2.65% Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 501,243 $ 522,958 $ 545,235 $ 575,230 $ - $ 575,230 $ 29,995 5.50% Expenses $ 51,297 $ 38,287 $ 76,240 $ 62,740 $ - $ 62,740 $ (13,500) -17.71% Total 1 Building and • . $ 1 rr • $ • rr • • 1 rr $ • • / rr • • 2.65% Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 497,579 $ 518,569 $ 539,297 $ 569,095 $ - $ 569,095 $ 29,798 5.53% Overtime $ 3,664 $ 4,388 $ 5,938 $ 6,135 $ - $ 6,135 $ 197 3.32% Personal Services $ 501,243 $ 522,958 $ 545,235 $ 575,230 $ - $ 575,230 $ 29,995 5.50% Contractual Services $ 41,990 $ 27,591 $ 52,140 $ 51,640 $ - $ 51,640 $ (500) -0.96% Utilities $ 4,927 $ 7,277 $ 6,200 $ 6,200 $ - $ 6,200 $ - -% Supplies $ 4,380 $ 3,420 $ 17,900 $ 4,900 $ - $ 4,900 $ (13,000) -72.63% Small Capital $ - $ - $ - $ - $ - $ - $ - -% Expenses $ 51,297 $ 38,287 $ 76,240 $ 62,740 $ - $ 62,740 $ (13,500) -17.71% BuildingTotal 7110 I r I r 6211475 r 637f970 rr $ • • / rr • • 2.65% ---------------------------------------------------- Budget Summary - Revolving Funds* FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Projected Increase Increase Residential Engineering Review $ - $ - $ 57,600 $ 57,600 $ 57,600 $ - -% *Revolving Funds are authorized by Town Meeting via Article 13,and are not appropriated under Article 11. Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (Revolving Funds) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase 7110-Residential Engineering Review Revolving Fund Expenses $ - Is - $ 57,600 $ 57,600 1 1$ 57,600 $ ---------------------------------------------------------------------------------------------- Budget Summary - All Funds Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (All Funds) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 501,243 $ 522,958 $ 545,235 $ 575,230 $ - $ 575,230 $ 29,995 5.50% Expenses $ 51,297 $ 38,287 $ 133,840 $ 120,340 $ - $ 120,340 $ (13,500) -10.09% FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-13 Program: Land Use, Health and Development Department 7120 Administration Town of Lexington, MA Mission: To develop comprehensive regulatory and technical assistance services to town residents and commercial entities transacting development business with the Town. Budget Overview: Administration provides management oversight and administrative support to the Building and Zoning, Health, Conservation, Planning and Economic Development Departments and to the numerous boards and commissions, including the Zoning Board of Appeals and Historic Districts Commission, and coordinates their daily operations. The staff, comprised of an Assistant Town Manager, an Office Manager, Administrative Assistant and four Department Assistants, schedules and coordinates hearings, prepares legal notices, sets agendas, processes applications and permits, inputs data into Access databases, maintains files, circulates petitions among Town boards and officials, prepares meeting notices, agendas and minutes, determines and notifies abutters, communicates with the public, attends meetings, performs payroll and accounts payable functions, makes daily deposits, and files all final documentation. The Assistant Town Manager position oversees all operations of the six divisions within the Land Use, Health and Development Department. Division Initiatives: 1. Improve and streamline administrative coordination for the Department. 2. Improve public information on permitting requirements and procedures for prospective business owners and commercial tenants, e.g., how to file a permit, how to know an application is complete. 3. Increase the Department's capacity to provide technical support to boards and committees supported by the Department. A,s s i�°s t a tW To, , Manager err fo r� D eve I p r�n�i e���t J r A i ni �„ra�t� e ��rice alter Assistant, ��i�i�mIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII���i�i�IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIM epa tr en't ,As sist� nt s Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Assistant Town Manager 1 1 1 1 Administrative Assistant* — 1 1 1 Office Manager 1 1 1 1 Department Assistants 4 4 4 4 • . • *An Administrative Assistant was added for the Assistant Town Manager in FY2019. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-14 Program: Land Use, Health and Development Department 7120 Administration Town of Lexington, MA Budget Recommendations: The recommended FY2021 General Fund budget for the Office of Administration is $551,243, an increase of $28,109 or 5.37% from the FY2020 budget. The General Fund operating budget for Compensation is $489,943 and reflects an increase of $25,409 or 5.47% for contractually obligated step increases and cost of living adjustments. The General Fund operating budget for Expenses is $61,300 and reflects a net increase of $2,700 or 4.61%1, which is primarily due to funding a program improvement to reprint ACROSS Lexington brochures. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended ACROSS Lexington Brochure $ 9,000 $ - $ 9,000 $ 4,000 $ - $ 41000 $ 5,000 Update Budget Summary: Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 418,332 $ 410,933 $ 509,434 $ 525,843 $ 41000 $ 529,843 $ 20,409 4.01% Directed Funding Departmental Fees $ 11,200 1$ 8,100 $ 13,700 1$ 21,400 $ - $ 21,400 1$ 7,700 56.20% Total 1 Administration r 1 r r 000 r 1 Appropriation FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Summary Actual Actual Appropriation Request Add/Del I Mgr's Rec. I Increase Increase Compensation $ 393,887 $ 385,970 $ 464,534 $ 489,943 $ - $ 489,943 $ 25,409 5.47% Expenses $ 35,645 $ 33,063 $ 581600 $ 57,300 1$ 4,000 $ 61,300 $ 2,700 4.61% Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 385,848 $ 378,748 $ 452,521 $ 477,690 $ - $ 477,690 $ 25,169 5.56% Overtime $ 8,039 $ 71222 $ 12,013 $ 12,253 $ - $ 12,253 $ 240 2.00% Personal Services $ 393,887 $ 385,970 $ 464,534 $ 489,943 $ - $ 489,943 $ 25,409 5.47% Contractual Services $ 27,549 $ 26,832 $ 50,500 $ 48,900 $ 4,000 $ 52,900 $ 2,400 4.75% Utilities $ 600 $ 600 $ 600 $ 600 $ - $ 600 $ - -% Supplies $ 71496 $ 5,631 $ 71500 $ 7,800 $ - $ 7,800 $ 300 4.00% Small Capital $ - $ - $ - $ - $ - $ - $ - -% Expenses $ 35,645 $ 33,063 $ 58,600 $ 57,300 $ 41000 $ 61,300 $ 2,700 4.6171. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-15 Program: hand Use, Health and Development Department 7130 Conservation Town ofLexington, MA Mission: To protect the health and safety of Town residents through education about and regulation of and management of natural areas and wetlands. Budget Overview: The Conservation Office provides administration, interpretation and enforcement of all applicable State laws and Local codes; counsel, guidance and education to the public on environmental issues; research and reports on relevant issues for the Conservation Commission meetings to aid the Commission in key decision making; enforcement of permit conditions through construction inspections; management of conservation areas and the Land and Watershed Stewardship Program. The Conservation Director manages and supervises the Conservation staff and operations and, along with the Conservation Stewardship Coordinator, performs administrative, supervisory, professional and technical work in connection with managing and directing comprehensive environmental programs. Division Initiatives: 1. Complete the final phase of conversion of historical conservation records to digital format and migration into the Laserfiche Document Imaging Software. 2. Implement the inspection component of the ViewPoint Cloud Software for conservation permits to provide for a comprehensive electronic permit management and tracking system. 3. Implement Novus Agenda Software for Conservation Commission Meeting management. 4. Plan for and acquire open space parcels as prioritized by the Conservation Commission. 5. Implement the numerous conservation land management projects, including meadows preservation, Cotton Farm Conservation Area Accessible Improvements, Parker Meadow Accessible Design and Engineering and Construction (subject to FY2021 CPA funding request for construction), Wright Farm Conceptual Site Design and Programming (subject to FY2021 CPA funding request), and Willard's Woods Land Management Planning and Accessible Design. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-16 Program: hand Use, Health and Development Department 7130 Conservation Town ofLexington, MA � 'i a nii�Tewi' as eIr for"De ^e f 'due nu Office M, nage r_ f ig e o Land U s ,, CD e� a in rya e rit °s uii�tar t; Can servation DJ it r est r a i�i�. i re -—----------L Lair 'Use St " ar ;"s, i Bain er caord i i°iato it Authorized/Appropriated Staffing FY2O18 FY2O19 FY2O2O FY2O21 Budget Budget Budget Request Conservation Director 1 1 1 1 Stewardship Coordinator 1 1 1 1 Land Use Ranger 0.26 0.26 0.26 0.26 Seasonal Land Management Interns Seasonals Seasonals Seasonals Seasonals Tota I FTE 2.26 2.26 2.26 2.26 • Seasonals Seasonals Seasonals Seasonals FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-17 Program: hand Use, Health and Development Department 7130 Conservation Town ofLexington, MA Budget Recommendations: The recommended FY2021 General Fund Conservation budget is $264,797, an increase of $2,123 or 0.81% over the FY2020 budget. This includes a $7,253 or 3.25% increase in compensation for contractually obligated step increases and cost of living adjustments. Expenses reflect a decrease of $(5,130). or (12.96)%, primarily due to the removal of one-costs for replacement of a brush mower. Program Improvement Requests: None requested. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-18 Program: hand Use, Health and Development Department 7130 Conservation Town ofLexington, MA Budget Summary: Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 192,693 $ 2021790 $ 230 f674 $ 232,797 $ - $ 232,797 $ 2,123 0.92% Directed Funding Fees $ 38,812 1$ 33,344 $ 32,000 $ 32,000 $ - $ 32,000 $ -I -% Total 1 Conservation r / r • r 262,674 r r r 264,797 r 21123 1 • I Appropriation FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 200f824 $ 205,030 $ 223,097 $ 230 f350 $ - $ 230,350 $ 7,253 3.25% Expenses $ 30,681 $ 31,104 $ 39,577 $ 34,447 $ - $ 34,447 $ (5,130) -12.96% Total 1 Conservation r / r •,134 r 262f674 r 264,797 r r • r / • I Object Code FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 198,824 $ 203,227 $ 220,213 $ 227,371 $ - $ 227,371 $ 7,158 3.25% Overtime $ 2,000 $ 1,803 $ 2,884 $ 2,979 $ - $ 2,979 $ 95 3.29% Personal Services $ 200,824 $ 205,030 $ 223,097 $ 230,350 $ - $ 230,350 $ 71253 3.25% Contractual Services $ 22,285 $ 23,078 $ 25,886 $ 25,886 $ - $ 25,886 $ - -% Utilities $ 2,413 $ 2,735 $ 2,861 $ 2,861 $ - $ 2,861 $ - -% Supplies $ 5,983 $ 51290 $ 10,830 $ 5,700 $ - $ 5,700 $ (51130) -47.37% Small Capital $ - $ - $ - $ - $ - $ - $ - -% Expenses $ 30,681 $ 31,104 $ 39,577 $ 34,447 $ - $ 34,447 $ (5,130) -12.96% Total / Conservation r / r •,134 r 262,674 r • r r 264,797 r / • I FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-19 Program: hand Use, Health and Development Department 7140 Health Lexington,Town f L xin n, MA 0 o e Mission: Under the direction of the Lexington Board of Health, the mission of the Lexington Health Department is to prevent disease and promote wellness in order to protect and improve the health and quality of life of its residents, visitors and workforce. Budget Overview: The Health Department manages disease prevention and surveillance programs designed to protect the health of the community. Programs include but are not limited to public health education, infectious disease surveillance and case investigation activities, oversight and enforcement of all state and local community health and environmental health regulations, mosquito-borne disease prevention efforts, public vaccination clinics, and public health emergency planning and response efforts. The Health Department staff is comprised of the Health Director, two Health Agents, and a part-time Public Health Nurse. Division Initiatives: 1. Update local public health regulations for rDNA, Body Art, and Animal Keeping to remain up-to-date with best practices and scientific advances. 2. Update Emergency Dispensing Site (EDS) plan for emerging infectious disease threats (e.g., pandemic influenza, bioterror agents) and facilitate local exercises and drills as required by the Massachusetts Department of Public Health. 3. Begin to engage and convene community partners to broaden public health preparedness planning efforts to include people with disabilities and considerations for access and functional needs in the scope of EDS and shelter plans in accordance with Massachusetts Department of Public Health (MDPH) guidance. 4. Update and exercise public health mass shelter plans, develop shelter intake and medical triage forms, and develop a checklist for environmental health risk management in shelters. 5. Work with permitted food establishments to develop emergency operations plans to prevent disease transmission due to loss of utilities or water &sewer service infrastructure. 6. Serve as a local resource for public education and outreach on the impacts of climate change on health. 7. Enhance customer service satisfaction and improve staff efficiency by updating Board of Health permit applications in ViewPoint Cloud, with particular focus on the following record types: retail food, temporary food, mobile food, food plan review, public swimming pool, rDNA, Animal Keeping and Recreational Camps for Children. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-20 Program: hand Use, Health and Development Department 7140 Health Lexington,Town f L xin n, MA 0 o e �Asr i to nit:Town a n]a,ger'or Dil °+e e. nienii Office, a ri r Deus rtm e rat Assistants Pb.Iic H11!tl^ [Bcoa,rd of Hejalth r'ircr P u Ij,I i c H ealth N a rise Health A "ent Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Public Health Director 1 1 1 1 Health Agent* 1 1 1 2 Health Nurse ** 1 0.6 0.6 0.6 0.6 Tota I FTE 2.6 2.6 2.6 3.6 *In FY2021, a program improvement funds a second Health Agent. **The full-time Public Health Nurse is shared between Lexington (.6) and Belmont(.4) per Nursing Services Agreement executed in FY2009. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-21 Program: hand Use, Health and Development Department 7140 Health Lexington,Town f L xin n, MA 0 o e Budget Recommendations: The recommended FY2021 All Funds Health budget inclusive of the General Fund operating budget and the Health Program Revolving Fund, which funds health clinics, is $410,354. The recommended budget is a $45,257 or 12.40% increase from the restated FY2020 budget. The FY2021 recommended Health General Fund operating budget is $365,354, which is a $45,257 or 14.14% increase from the FY2020 General Fund budget. The General Fund operating budget for Compensation is $274,304 and reflects a $27,687 or 11.23% increase. This is a net change which funds the cost of contractually obligated step increases and salary increases, offset by savings from staff turnover. In addition, a program improvement is funded to add a second Health Agency to conduct inspections required by state regulations, and offset some of the expense increases. The General Fund operating budget for Expenses is $91,050 and reflects a $17,570 or 23.91% increase, which reflects a $9,820 or 16.32% increase in contracted services to continue to contract with a private food safety firm to conduct routine inspections of high-risk food establishments at a rate of approximately $30,000/year. The increase in contracted services also reflects anticipated needs for additional permitted rDNA establishments and mosquito control service contract increases based on a very active 2019 Arbovirus season (WNV, EEE). Expenses also reflect a $4,500 or 900% increase in travel for staff to maintain credentialed status. The FY2021 Health Programs Revolving Fund is recommended at $45,000 which is level-funded from the FY2020 authorization. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested I Expenses Expenses) Total Recommended Additional Health Agent $ 42,000 $ 151776 $ 57,776 $ 421000 $ 151776 $ 57,77 $$ — FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-22 Program: hand Use, Health and Development Department 7140 Health Lexington,Town f L xin n, MA 0 o e Budget Summary - General Fund Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 258,144 $ 224,150 0$ 275,097 $ 278,354 $ 42,000 $ 320,354 0$ 45,257 16.45% Directed Funding Permits $ 45,590 $ 46,285 1$ 45,000 $ 45,000 1 1$ 45,000 $ - I -% Total Health r r r r r r • r 1 Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation I Request Add/Del Mgr's Rec. I Increase Increase Compensation $ 235,310 $ 200 f4O4 $ 246,617 $ 214,304 $ 60,000 $ 274,304 $ 27,687 11.23% Expenses $ 681424 $ 70,031 $ 73,480 $ 109,050 $ (18,000) $ 91,050 $ 17,570 23.91% Total Health r r r ' r, . ' , r ' ,. .r , .r • '1 1 r • r, r 45f257 14.14 I 1 Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 235,310 $ 200,404 $ 244,959 $ 212,591 $ 60,000 $ 272,591 $ 27,632 11.28% Overtime - - $ 1,658 1,713 - $ 1,713 $ 55 3.32% Personal Services $ 235,310 $ 200,404 $ 246,617 $ 214,304 $ 60,000 $ 274,304 $ 27,687 11.23% Contractual Services $ 60,549 $ 65,455 $ 66,880 $ 100,000 $ (18,000) $ 82,000 $ 15,120 22.61% Utilities $ 1,298 $ 1,350 $ 2,600 $ 2,800 $ - $ 2,800 $ 200 7.69% Supplies $ 6,577 $ 3,226 $ 4,000 $ 6,250 $ - $ 6,250 $ 2,250 56.25% Small Capital $ - $ - $ - $ - $ - $ - $ - -% Expenses $ 68,424 $ 70,031 $ 73,480 $ 109,050 $ (18,000) $ 91,050 $ 17,5701 23.91% Total Health r r r r r r • r 1 Budget Summary - Revolving Funds* Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Health Programs Revolving $ 33,291 $ 33,291 $ 45,000 $ 45,000 $ 45,000 $ - -% Fund *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (Revolving Funds) Actual I Actual Appropriation I Request Add/Del Mgr's Rec. I Increase Increase 7140-Health Programs Revolving Fund Expenses $ 14,564 $ 36,197 1$ 45,000 $ 45,000 $ - $ 45,000 $ - 1 - Total / Health rr . rr . • rr 45fOOO rr 45fOOO rr rr 45fOOO rr 1 1 Budget Summary - All Funds Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (All Funds) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 235,310 $ 200,404 $ 246,617 $ 214,304 $ 60,000 $ 274,304 $ 27,687 11.23% Expenses $ 82,988 1$ 106,228 $ 118,480 $ 154,050 $ (18,000) $ 136,050 $ 17,570 1 14.83% Total 1 Health All Fundsrr •. rr 306f632 rr • 1• rr • rr 42fOOO rr I ' I rr I I'1 1 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-23 Program: Land Use, Health and Development Department oLexington, 7200 Planning Town wn f MA Mission: The Planning Office helps residents envision and work toward a community that serves the needs of all its citizens and to manage growth and change. The Planning Office provides staff assistance to the Planning Board, helps to administer the Zoning Bylaw and reviews development permit applications for residential and commercial projects. Budget Overview: The Planning Office supports the Planning Board in the administration of the Subdivision Regulations, the adequacy determinations of unaccepted streets, the granting of special permits for residential development, site plan review and granting of special permits, as well as reviewing zoning amendments and planned development district proposals that go to Town Meeting. In addition, the staff engages in short- and long-term planning regarding growth and development issues in Lexington, actively participants in various committees dealing with transportation, affordable housing, economic development, as well as regional and statewide initiatives. The planning staff participates on the Development Review Team, the Economic Development Advisory Committee, the Housing Partnership Board, the Transportation Safety Group, Parking Management Group, Transportation Forum, the HOME Consortium, and the Boston Metropolitan Planning Organization. Division Initiatives: 1. Engage the public in the community-wide process to update the Lexington Comprehensive Plan for eventual consideration by the Planning Board. 2. Assist the Planning Board in implementing its annual work plan. 3. Advance the Town's various transportation initiatives, including Transportation Safety Group, updating the Transportation Management Overlay District Plan and working with the public and contractor to advance the 25% Design Plan for Bedford Street and Hartwell Avenue. 4. Create Zoning that advances economic development in the Hartwell Avenue area. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-24 Program: Land Use, Health and Development Department oLexington, 7200 Planning Town wn f MA s al n Manager OfficeManager- Office ofland Use, e pa,rtrn,ent s isr Ana mite i Planning Director Planning Bo Assistant: Planning Plannin . [a n ner Authorized/Appropriated Staffing FY2O18 FY2O19 FY2O2O FY2O21 Budget Budget Budget Request Planning Director 1 1 1 1 Assistant Planning Director 1 1 1 1 Planner 1 1 1 1 Administrative Assistant 1 1 1 1 • FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-25 Program: Land Use, Health and Development Department oLexington, 7200 Planning Town wn f MA Budget Recommendations: The FY2021 recommended General Fund Planning Department budget is $424,414, which is an increase of $13,618 or 3.32% from the FY2020 budget. The General Fund operating budget for Compensation is $347,064 and reflects a $14,618 or 4.40% increase from the FY2020 budget, due to contractually obligated step increases and cost of living adjustments. The recommended budget for Expenses is $77,350 and reflects a $(1,000) or -1.28% decrease. Contractual services has a net decrease from removing $8,000 in one-time costs for community engagement around implementing the Comprehensive Plan and adding $4,000 for Board member development and consultation. Seminars and workshops increases by $3,500 for Planning staff certificates. Program Improvement Requests: None requested. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-26 Program: Land Use, Health and Development Department o 7200 Planning Town wn f Lexington, MA Budget Summary Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 302,214 $ 231,412 $ 383,846 $ 397,464 $ - $ 397,464 $ 13,618 3.55% Parking Fund $ 81500 $ - $ - $ - $ - $ - $ - -% TMOD Stabilization Fund $ 251000 $ - $ - $ - $ - $ - $ - -% Directed Funding Fees 1$ 66,019 $ 35,500 $ 261950 $ 26,950 1$ - $ 26,950 $ -I -% Appropriation FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 294,643 $ 227,341 $ 3321446 $ 347,064 $ - $ 347,064 $ 14,618 4.40% Expenses $ 73,590 $ 39,571 $ 78,350 $ 77,350 $ - $ 77,350 $ (11000) -1.28% Total „ Planning • 410,796 ' •• $ I I I I $ $ 424,414 III $ • • 3.32% Object Code FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 294,180 $ 226,362 $ 325,146 $ 339,521 $ - $ 339,521 $ 14,375 4.42% Overtime $ 463 $ 980 $ 71300 $ 71543 $ - $ 71543 $ 243 3.33% Personal Services $ 294,643 $ 227,341 $ 332,446 $ 347,064 $ - $ 347,064 $ 14,618 4.40% Contractual Services $ 71,450 $ 37,858 $ 73,350 $ 72,850 $ - $ 72,850 $ (500) -0.68% Utilities $ - $ - $ - $ - $ - $ - $ - -% Supplies $ 21140 $ 11712 $ 51000 $ 4,500 $ - $ 41500 $ (500) -10.00% Small Capital $ - $ - $ - $ - $ - $ - $ - -% Expenses $ 73,590 $ 39,571 Is 78,350 $ 771350 $ - $ 77,350 $ (1,000) -1.28% FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-27 Program: Land Use, Health and Development Department 7300 Economic Development T wn f L xin n MA o o e Lexington, Mission: The Economic Development Office works to encourage new investment and support our local businesses - big and small. A strong local business environment is a critical component of a healthy and sustainable community creating places to eat and shop, as well as opportunities for employment and added revenue to support local services. To that end, the Economic Development Office serves as a liaison for businesses and works to address business-related issues from parking to updating land use policy. The Office also works to retain and expand local businesses by providing information, conducting research, and leveraging State economic development resources. The Economic Development Office also cultivates and maintains relationships with State-level partners for business development, tourism, and infrastructure investment opportunities. The Economic Development Office works to leverage economic opportunities from tourism through the operations of the Visitors Center, the Liberty Ride Trolley Tour, and the Battle Green Guides program. Sharing our role in American history attracts many thousands of visitors to Lexington each year. These visitors help to support our local businesses which contributes to our community's overall economic sustainability. Budget Overview: The Economic Development budget is divided into three elements: the Economic Development Office, the Liberty Ride Trolley Tour Program, and the Visitors Center Operations. The Economic Development Office is tasked with strengthening the commercial tax base, providing services to existing and prospective businesses, and overseeing tourism functions and staff. The Economic Development Office works on initiatives with input from the Economic Development Advisory Committee, the Lexington Center Committee, and the Tourism Committee. The Liberty Ride is a trolley tour of Lexington and Concord which also serves as the only transportation link to the area's historic sites. As a revolving fund, the Liberty Ride is self-funded through ticket sales. The Visitors Center serves as gateway for over 120,000 people who come to visit Lexington every year. As a revolving fund, the Visitors Center operates with revenue generated from gift shop retail sales to offset costs. The new Visitors Center is expected to be completed and open to the public in April 2020. Division Initiatives: Economic Development Office 1. Support the next steps associated with the Hartwell Zoning Initiative 2. Prioritize and implement recommendations from the Center Retail Strategy Plan and the Tourism Marketing Plan Tourism/Visitor Activities 1. Transition tourism programs & retail operations to the new Visitors Center 2. Develop additional materials for non-English speaking visitors and implement the Freedoms Way Grant 3. Identify other funding opportunities to augment revenue for the tourism revolving funds 4. Increase the use of social media and target online advertising to increase visits to Lexington. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-28 Program: Land Use, Health and Development Department 7300 Economic Development T wn f L xin n MA o o e Lexington, Assistant Town Manager for Deve[o p ment i Off ice M a r7ag, Off i ce of La nd Use ,. Economic Deve,lopiment Director is it'o r�Center Econo�u,1ic Manager Coo irdinat it Visitors,0 ante it PT Liberty Ride Visitors r ter'Staff ULi berty Rich.Guides Battle Green,Gk.tides Authorized/Appropriated Staffing FY2018 FY2O19 FY2O2O FY2021 Budget Budget Budget Request Economic Development Director 1 1 1 1 Economic Development Coordinator 1 1 1 1 Economic Development Intern — Seasonal Seasonal seasonal Visitor Center Manager 1 1 1 1 Visitor Center Staff(6PT) 4.75 4.75 4.75 4.75 Visitor Center Assistant Manager 0.56 0.56 0.56 0.56 Battle Green Guides Seasonal Seasonal Seasonal Seasonal Liberty Ride Coordinator 0.70 0.70 0.70 0.70 Liberty Ride Guides Seasonal Seasonal Seasonal Seasonal • . Seasonal • • • . Note: Visitor Center staffing is included above as this function was transferred from Chamber of Commerce in FY2015. There are 7 Visitor Center staff(1 works full-time and 6 work part-time) and 30 seasonal workers from April to October FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-29 Program: Land Use, Health and Development Department 7300 Economic Development T wn f L xin n MA o o e Lexington, Budget Recommendations: The FY2021 recommended All Funds Economic Development budget, inclusive of the General Fund operating budget and the Liberty Ride and Visitors Center Revolving Funds, is $769,282, which is a $(64f 159) or -7.70% decrease from the FY2020 budget. The FY2021 recommended General Fund Economic Development operating budget is $380,983, which is a $(59,985) or -13.60% decrease from the FY2020 General Fund budget. The recommended General Fund operating budget for Compensation is $197,183, and reflects a $(l.,885) or -0.95% decrease, which is a net change, and captures contractually obligated step increases and cost of living adjustments, offset by savings from staff turnover. The recommended General Fund operating budget for Expenses is $183,800., a decrease of $(58,100) or -24.02%. This is a net-change that reflects removing one-time costs for the final year of the Bike Share program ($27,000). and supporting Visitors Center operations during construction ($80,000); offset by a program improvement for ongoing support for the Visitors Center ($51,000) as it transitions back to its permanent location and achieves self-sufficiency. Contractual costs include expenses associated with the REV Bus, a business-serving shuttle that runs between the Hartwell Avenue corridor and the Alewife Red Line Station, to be funded with an appropriation from the Transportation Demand Management (TDM) Stabilization Fund. The recommended FY2021 Liberty Ride Revolving Fund request is $193,263 which is essentially level- funded from FY2020. A reduction in advertising expenses are reflected given improved partnerships and co-marketing opportunities with the Greater Merrimack and Greater Boston Convention and Visitor Bureaus as well as the use of tailored online marketing funded through the Economic Development Office budget. The recommended FY2021 Visitor Center Revolving Fund request is $195,036 which is an increase of $26,406 or 15.66% from FY2020, and reflects the transition of the costs of inventory and merchandise from the Economic Development budget to the revolving fund. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended General Fund Support of Visitors 51,000 $ — $ 51,000 $ 51,000 $ — $ 51,000 $ — Center FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-30 Program: Land Use, Health and Development Department 7300 Economic Development T wn f L xin n MA o o e Lexington, Budget Summary - General Fund Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 323,424 $ 264,940 $ 367,968 $ 283,983 $ 51,000 $ 334,983 $ (32,985) -8.96% TDM Stabilization Fund $ 46,000 $ 46,000 $ 46,000 $ 46,000 $ - $ 46,000 $ - -% Center Impr. District Stab. Fund $ 27,000 $ 27,000 $ 27,000 $ - $ - $ - $ (27,000) -100.00 • . 11 General • . 396f424 . 337f940 , 440f968 . 329f983 , 51f000 , 380f983 . • .1 I Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 181,767 $ 190,809 $ 199,068 $ 197,183 $ - $ 197,183 $ (11885) -0.95% Expenses $ 214,657 $ 147,131 $ 241,900 $ 132,800 $ 51,000 $ 183,800 $ (58,100) -24.02 • . 11 -General Fun• , 396,424 . 337f940 , 440,968 . 329f983 , 51f000 , 380,983 . . 61 I Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase 7310 Economic Development Office $ 396,424 $ 337,940 $ 440 f968 $ 329,983 $ 51,000 $ 380 f983 $ (59,985) -13.60% 7330 Tourism Is - $ - Is - $ - $ - $ - $ - -% • . 11 General • , 396f424 , 337f940 , 440f968 , 329f983 , 51,000 , 380f983 , . 61 I Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 181,763 $ 190,734 $ 1961332 $ 194,355 $ - $ 194,355 $ (1,977) -1.01% Overtime $ 4 $ 75 $ 21736 $ 2,828 $ - $ 21828 $ 92 3.36% Personal Services $ 181,767 $ 190,809 $ 199,068 $ 197,183 $ - $ 197,183 $ (11 885) -0.95% Contractual Services $ 190,309 $ 123,265 $ 133,900 $ 106,800 $ - $ 106,800 $ (27,100) -20.24% Utilities $ - $ - $ - $ - $ - $ - $ - -% Supplies $ 24,348 $ 23,867 $ 108,000 $ 26,000 $ 51,000 $ 77,000 $ (31,000) -28.70% Small Capital $ - $ - $ - $ - $ - $ - $ - -% Expenses $ 214,657 $ 147,131 $ 241,900 $ 132,800 $ 51,000 $ 183,800 $ (581100) -24.02% • . 11 General • . 396,424 . 337f940 , 440f968 . 329f983 , 51f000 , 380f983 . . .1 I --------------------------------------------------- Budget Summary - Revolving Funds* Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Liberty Ride Rev. Fund $ 190,429 $ 179,041 $ 1611776 $ 195,000 $ - $ 195,000 $ 33,224 20.54% Visitors Center Rev. Fund $ 196,415 1$ 147,613 1$ 1011200 1$ 195,000 $ - $ 195,000 $ 93,800 92.69% • . 11 Revolving Funds $ 386f844 • • • • • 91 111 91 111 $ 127fO24 48 1 'I *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent (Revolving Funds) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase 7320 Liberty Ride Rev. Fund $196,972 $182,274 $ 223,843 $193,263 $ - $ 193,263 $(30,580) -13.66% Compensation $ 61,847 $ 59,280 $ 86,852 $ 68,200 $ - $ 68,200 $ (18,652) -21.48% Expenses $ 135,125 $ 122,994 $ 136,991 $ 125,063 $ - $ 125,063 $ (11,928) -8.71% 7340 Visitors Center Rev.Fund $206,711 $170,309 $ 168,630 $246,036 $ (511000) $ 195,036 $ 26,406 15.66% Compensation $ 110,058 $ 107,855 $ 117,630 $ 131,238 $ - $ 131,238 $ 13,608 11.57% Expenses $ 96,653 $ 62,454 $ 51,000 $ 114,798 $ (51,000) $ 63,798 $ 12,798 1 25.09 • . 11 R- • • 1 •• • • . . • 299 111 •• 299 . . 16'I ------------------------------------------------------------ Budget Summary - All Funds Appropriations Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 353,672 $ 357,944 $ 403,550 $ 396,621 $ - $ 396,621 $ (6,929) -1.72 Expenses $ 446,435 $ 332,579 $ 429,891 $ 372,661 $ - $ 372,661 $ (57,230) -13.31 • • 11 • .11 107 $ .91 . 833f441 . 769f282 , . 769f282 . . • I FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 IX-31 This Page Intentionally Left Blank. 0, 1111 � IfIVf� Vx f rin• IV �V IIAPOII I 19 y. 1 0 Section Xm. Program 8000m. General Government This section includes detailed information about the FY2021 Operating Budget & Financing Plan for General Government. It includes: • 8100 Board of Selectmen X-2 • 8200 Town Manager X-6 • 8300 Town Committees X-10 • 8400 Finance X-12 • 8500 Town Clerk X-16 • 8600 Information Technology X-20 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-1 Program: General Government 8100 Board of Selectman Lexington,Town f L x n n, MA 0 o e Mission: The Board of Selectmen, together with the Town Manager, represents the executive branch of the Town government. The Board consists of five members, elected for three-year terms. Selectmen serve without compensation. The Board acts as the Town's primary policy-making body for a wide variety of issues affecting service delivery, finance and Town infrastructure. They provide oversight in matters of litigation, act as the licensing authority, enact rules and regulations regarding traffic control and are responsible for calling Town Meetings and approving the Town Meeting Warrant. Budget Overview: This budget includes funding for the Selectmen's Office, Town Counsel, the Annual Town Report, and the Public, Education, Governmental (PEG) programming budget. Day-to-day operation of the Selectmen's Office is under the direction of the Office Manager/Executive Clerk and the Department Assistant who assist the Selectmen and coordinate activities with the Town Manager's Office. The staff prepare the Annual and Special Town Meeting Warrants and assist the Selectmen in responding to questions and inquiries from the public. They also receive all contributions to Selectmen gift accounts, the Fund for Lexington, the PTA Council Scholarship, the Lexington Education Fund and all other Trustees of Public Trusts funds. Staff manage the licensing and permitting process for the Board (the licensing authority). These licenses include alcoholic beverage, auctioneer, cable television, common victualler, entertainment, flammable storage, innkeeper, lodging house, theater, Class I. II and III for the sale of used cars, vehicles for hire such as common carrier, limousine and taxi cab and automatic amusement machines. Staff maintain over 300 Selectmen appointments to more than 40 committees. In addition, the Selectmen's Office notifies Lexington residents of all national, state and local elections. Town Counsel represents the Town, through the Board of Selectmen and Town Manager, on all legal matters including litigation, contracts, drafting of Town bylaws and enforcement of bylaws through the Court system. The Town Report is the official proceeding and activities of Town Government. It is required to be prepared annually under State law. The PEG budget funds activities related to the Town's cable television programming. Under Massachusetts law, municipalities may receive up to 5% of the basic cable bill for PEG programming activities. These funds are largely used, under the guidance of the Communications Advisory Committee, to fund the LexMedia contract. Departmental Initiatives: 1. Continue to refine the Financing Plan/Property Tax Impact for School and Municipal Capital Projects 2. Continue advancing the Police Station project 3. Continue to address Pedestrian, Bicycle and Vehicle Safety on Town Roads 4. Improve methods of Communication (inbound/outbound) of the Board and the Town given an increasing reliance on electronic mediums. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-2 Program: General Government 8100 Board of Selectman Lexington,Town f L x n n, MA 0 o e 'Board a eme r j„ , to rJ111,11"', offizue I a a; er ` Re, , o r d i n E e c ti °e C I e r e cet a r " e a iirt i ern t Ass i to nit, Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Office Manager/Executive Clerk 1 1 1 1 Department Assistant 1 1 1 1 Recording Secretary* 0.12 0.22 0.25 0.25 . . *FTE changes in FY2019 and FY2020 reflect a more realistic depiction of hours needed to support the Board of Selectmen. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 x-3 Program: General Government 8100 Board of Selectman Lexington,Town f L x n n, MA 0 o e Budget Recommendations: The FY2021 recommended General Fund operating budget for the Board of Selectmen is $1,294,876, which is a $19,980 or 1.57% increase from the FY2020 General Fund budget. The Compensation budget is $129,199, which is a $3,055 or 2.42% increase, which reflects step increases and cost of living adjustments. FY2021 Compensation does not include any estimate of prospective cost of living increases. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The overall Expenses operating budget is $1,165,677, which is an increase of $16,,925 or 1.47%. This includes a projected increase of $4,250 for the annual audit. The recommended FY2021 budget for legal expenses is unchanged from FY2020 at $410,000. The recommended FY2021 budget for the annual Town Report is unchanged from FY2020 at $13,688. The FY2021 recommended budget for the Town's annual contract with LexMedia for broadcasting public meetings and events is $627,151 which is a $12,675 or 2.06% increase from FY2020, and reflects contractual increases with LexMedia. This budget item is fully funded from the PEG Access Special Revenue Fund. Program Improvement Requests: None requested. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-4 Program: General Government 8100 Board of Selectman Town f Lexington, MA 0 o Budget Summary - General Fund Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 400,628 $ 445,154 $ 579,302 $ 586,654 $ - $ 586,654 $ 7,352 1.27% Transfers from Enterprise Funds $ 1,067 $ 1,062 $ 11118 $ 11071 $ - $ 1,071 $ (47) -4.20% to General Fund(Indirects) PEG Access Special Revenue Fund $ 614,476 1$ 627,151 1$ - $ 627,151 1$ 12,675 2.06% Fees Licenses&Permits $ 83,120 $ 81,700 $ 80,000 1$ 80,000 1$ - $ 80,000 1$ - I - Total 11Fund) r 484f815 r • 817 r • • r • • r r • • r .1 Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 114,672 $ 101,786 $ 126,144 $ 129,199 $ - $ 129,199 $ 3,055 2.42% Expenses $ 370,143 $1,027,031 $ 1,148,752 $1,165,677 $ - $ 1,165,677 $ 16,925 1 1.47 Fund)Total 8100(General r 484f815 r 1f128f817 r • • r • • r r • • r .1 Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 8110 Selectmen's Office $ 211,064 $ 219,328 $ 236,732 $ 244,037 $ - $ 244,037 $ 7,305 3.09% Total 8120 Legal $ 263,153 $ 301,214 $ 410,000 $ 410,000 $ - $ 410,000 $ - - Total 8130 Town Report $ 10,598 $ 11,190 $ 13,688 $ 13,688 $ - $ 13,688 $ - -% Total 8140 PEG $ - $ 597,085 $ 614,476 $ 627,151 $ - $ 627,151 $ 12,675 2.06 Total 8100(General Fund) r . .15 r • •17 r • • r • • r r • • r .1 Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 114,672 $ 101,786 $ 126,144 $ 129,199 $ - $ 129,199 $ 3,055 2.42% Overtime $ - $ - $ - $ - $ - $ - $ - --% Personal Services $ 114,672 $ 101,786 $ 126,144 $ 129,199 $ - $ 129,199 $ 31055 2.42 7/.'l Contractual Services $ 348,807 $1,005,942 $ 1,124,239 $1,141,164 $ - $ 1,141,164 $ 16,925 1.51% Utilities $ - $ - $ - $ - $ - $ - $ - -% Supplies $ 21,336 $ 21,090 $ 24,513 $ 24,513 $ - $ 24,513 $ - -% Small Capital $ - $ - $ - $ - $ - $ - $ - -% Expenses $ 370,143 $1,027,031 $ 1,148,752 $1,165,677 $ - $ 1,165,677 $ 1619251 1.47 • 8100Fund) r 484f815 r • 817 r • • r • • r r • • r •1 Budget Summary - Revolving Funds Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase PEG Revolving Fund $ 643,296 $ - $ - $ - $ - $ - $ - - • • • 11 (RevolvingFunds) rr • • $ $ $ rr $ Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase 8140-PEG Revolving Fund Expenses $ 551,053 1$ - $ - $ - $ - $ - Is - I -% • • 8100(Revolving Funds) rr 1 rr rr rr rr rr rr , Budget Summary - All Funds Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 114,672 $ 101,786 $ 126,144 $ 129,199 is - $ 129,199 $ 3,055 2.42% Expenses $ 921,196 $1,027,031 $ 1,148,752 $1,165,677 $ - $ 1,165,677 $ 16,925 1 1.47% Total11 • r 1 .•. r . . r • r • r r • r 81 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-5 Program: General Government 8200 Town Manager Town of Lexin ton MA Lexington, Mission: The Board of Selectmen appoints the Town Manager who oversees the daily operations of all general government departments, implements the policies of the Board of Selectmen, proposes an annual operating and capital budget, and enforces Town bylaws and regulations. The Town Manager's authority and responsibilities are established in the Selectmen Town Manager Act of 1968. The Town Manager's Office is also responsible for Human Resources and benefit administration, as well as risk management. Budget Overview: The Town Manager's Office budget is comprised of two elements; Organizational Direction and Administration and Human Resources. Organizational Direction and Administration includes day-to-day oversight for all Town departments, townwide staff training and professional development, and special projects. This function also implements all decisions of the Board of Selectmen and provides staff support to various Town committees. The Town Manager's Office, through the Human Resource function, is responsible for personnel administration, benefits administration, collective bargaining negotiations, workers compensation and unemployment benefits. Departmental Initiatives: 1. Continue to support the Diversity Advisory Task Force in coordination with the School department. 2. Initiate implementation protocol for hate crime activities in coordination with the School department. 3. Work to support the high-performance culture in the organization by providing directed team building to the newly constituted Senior Management Team. 4. Develop new revenue sources to support the budget, particularly the capital budget, by looking at stormwater revenue and sidewalk betterments. 5. Continue the initiative to develop organizational sustainability by passing on institutional knowledge, engaging mid-level managers in organization decision-making and selecting and training qualified individuals. 6. Continue the work on internal controls by revising existing policies and developing new policies that may be necessary to ensure the protection of assets that are vulnerable to abuse. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 x-6 Program: General Government 8200 Town Manager Town of Lexin ton MA Lexington, Town Man g,er Humnati eso,'Lurce DI T Hearing,i c, is r i ir t r Office 1 ,a,in,age r° Assoc i aw 1�f u r fits Ma in age lean t Susta i ab i I it , Coo r ;i ri,ator L F ee"4I "A ., rs° C i rcto r° R art-Tin e i t ipa Asr,si tart Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Town Manager 1 1 1 1 Deputy Town Manager* 1 1 1 1 Public Information Officer** — 1 1 1 Sustainability Director*** — — 1 1 Office Manager/Special Events Coordinator 1 1 1 1 Management Fellow/Analyst 1 1 1 1 Hearing Officers**** 0.12 0.12 0.12 0.12 Human Resources Director 1 1 1 1 Human Resources Associate 1 1 1 1 Benefits Coordinator 1 1 1 1 Municipal Assistant***** — — — 0.54 Tota I FTE 7.12 8.12 9.12 9.66 *The title of Assistant Town Manager was changed to Deputy Town Manager in September 2020. **A Public Information Officer was funded in FY2019 in response to a goal established by the Board of Selectmen to improve communications and information-sharing with residents. ***A Sustainability Director was funded in FY2020 in response to a goal established by the Board of Selectmen to coordinate sustainability initiatives and identify grant opportunities for funding those initiatives. ****Two hearing officers hear appeals for parking fines; one municipal hearing officer hears appeals for fines issued by the Fire Department(regional position, shared with Winchester and Woburn) *****A program improvement is requested in FY2021 to add a part-time Municipal Assistant to support benefits processing for Human Resources. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-7 Program: General Government 8200 Town Manager Town of Lexin ton MA Lexington, Budget Recommendations: The FY2021 recommended budget inclusive of the Town Manager's Office and Human Resources is $1,090,700, which is a $92,881 or 9.31% increase from the restated FY2020 budget. The FY2020 budget is restated to reflect the addition of 6 months of funding for a Sustainability Director, funded at Fall 2019 Special Town Meeting. The recommended FY2021 budget for Compensation is $845,915, and reflects a $106,931 or 14.47% increase, which captures step increases and cost of living increases, as well as the remaining 6 months of salary for the Sustainability Director. In addition, a program improvement funds a part-time Municipal Assistant to support the Human Resources department in processing benefits changes for both municipal and school staff. The recommended FY2021 budget for Expenses is $244,785, which reflects a decrease of $(14,050) or -5.43% from FY2020, due to the removal of $25,000 in one-time costs, offset by increases to capture actual expenses. The department's budget includes a Salary Adjustment Account, which reflects anticipated FY2021 collective bargaining settlements, other wage increases, and compensated leave payments due certain employees at retirement. Once contractual settlements are reached, funds are transferred from this account to the appropriate departmental budget upon a vote of the Board of Selectmen. The one contract that is currently being negotiated whose outcome will affect the Salary Adjustment Account is AFSCME Local 1703 Public Works. One contract expires at the end of FY2020 with the Cary Memorial Library Staff Association, and is also included in the Salary Adjustment account. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Part-Time Municipal Assistant $ 30,918 $ 448 $ 31,366 $ 30,918 $ 448 $ 31,366 $ — FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 x-8 Program: General Government 8200 Town Manager Town of Lexin ton MA Lexington, Budget Summary Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 163,674 $ 268,565 $ 429,613 $ 500,789 $ 30,918 $ 531,707 $ 102,094 23.76% Enterprise Funds(Indirect) $ 46,419 $ 49,724 $ 51,406 $ 42,193 1$ - $ 42,193 $ (9,213) -17.92% Available Funds Rentals* 1$ 494,770 $ 459,760 1$ 516,800 $ 516,800 $ - $ 516,800 $ -I -% Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. I Increase Increase Compensation $ 573,033 $ 646,908 $ 738,984 $ 814,997 $ 30,918 $ 845,915 $ 106,931 14.47% Expenses $ 131,830 $ 131,141 $ 258,835 $ 244,785 $ - $ 244,785 $ (14,050) -5.43% Total 8200 Town Manager r 704f863 r • I• r •• • • r • • r 30,918 rr /•/ // $ • 88 • I I FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. I Increase I Increase Total 8210 Organizational Dir. &Admin. $ 483,211 $ 543,435 $ 723,534 $ 775,184 $ - $ 775,184 $ 51,650 7.14% Total 8220 Human Resources $ 221,652 $ 234,614 $ 274,285 $ 284,598 $ 30,918 $ 315,516 $ 41,231 15.03% Total 8200 Town Manager r / •• r 778fO49 r 997f819 r 1 • r Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase I Increase Salaries&Wages $ 573,033 $ 646,908 $ 738,984 $ 814,997 $ 30,918 $ 845,915 $ 106,931 14.47% Overtime $ - $ - $ - $ - $ - $ - $ - -% Personal Services $ 573,033 $ 646,908 $ 738,984 $ 814,997 $ 30,918 $ 845,915 $106,931 14.47% Contractual Services $ 107,381 $ 108,878 $ 224,600 $ 203,300 $ - $ 203,300 $ (21,300) -9.48% Utilities $ - $ 37 $ - $ - $ - $ - $ - -% Supplies $ 14,269 $ 20,193 $ 14,735 $ 21,985 $ - $ 21,985 $ 7,250 49.20% Small Capital $ 10,180 $ 2,033 $ 19,500 $ 19,500 $ - $ 19,500 $ - -% Expenses $ 131,830 $ 1311141 $ 258,835 $ 244,785 $ - $ 244,785 $ (141 050) -5.43% Total // Town • •/e rr /4 86 rr 'I• $ •• • rr 1 • rr 1 918 $ /•/ // $ • 88 • I I *Rentals are comprised of rental receipts from the Waldorf School,Bertucci's Italian Restaurant,LexFarm and Peet's Coffee&Tea sidewalk rentals,cell tower lease revenue and the sublease of Kline Hall to LexMedia. Budget Summary - Salary Adjustment (8230) Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 171,759 $ 483,030 $ 936,981 $ 408,732 $ 408,732 $(528,249) -56.38% Total • / Salary Adjustmentr r 483,030 r • • r /• r r /• r • • • I Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 8230 Salary Adjustment $ 171,759 $ 483,030 $ 936,981 $ 408,732 $ 408,732 $(528,249) -56.38% Total • 1 Salary Adjustmentr 171,759 r • 1 1 r • • r 408,732 r r 1• r • • • I FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-9 Program: General Government 8300 Town Committees Town of Lexington, MA Mission: Town Committees includes the Appropriation Committee, Capital Expenditures Committee, Public Celebrations Committee and various boards and committees appointed by the Board of Selectmen, Moderator and the Town Manager. Budget Overview: The Town Committees budget provides funding for a variety of statutory and advisory committees that are an integral part of the operation of local government in Lexington. The financial committees - the Appropriation Committee and the Capital Expenditures Committee - provide detailed financial review and analysis to Town Meeting. The Town Celebrations Committee, appointed by the Board of selectmen, plans the Town's annual celebrations, including parades on Veterans; Memorial, Patriots' Day as well as the Martin Luther King Day celebration. Appropriation Capita III Expenditures Town Celebrations Committee Committee Committee As N s k n T<,)wri Record i rig Sec retair )T Authorized/Appropriated Staffing Limited staff support is provided through the Town Manager's Office and Finance Department, and a part- time Recording Secretary takes meeting minutes. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-10 Program: General Government 8300 Town Committees Town of Lexington, MA Budget Recommendations: The FY2021 recommended Town Committees budget is $64,100, which is an increase of $1,689 or 2.71% from FY2020. Compensation increases by $132 or 1.99%, reflecting a cost-of-living increase. Expenses are funded at $57,338, which is an increase of $1,557 or 2.79%. This is a net change which reflects $2,000 for the Dance Around the World Event in FY2021 after not being held in FY2020, and a $1,057 or 2.5% increase in supplies for the Town Celebrations Committee for increasing costs for Patriots' Day. These increases are offset by a $1,500 reduction to the Arts Council to reflect projected costs. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Two-Way Business Radios $ 21010 $ - $ 21010 $ - $ - $ - $ 21010 1 Budget Summary Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 21,801 $ 51,492 $ 621411 $ 64,100 $ - $ 64,100 $ 11689 2.71 Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 5,909 $ 51275 $ 61630 $ 61762 $ - $ 61762 $ 132 1.99 % Expenses $ 15,892 $ 46,217 $ 55,781 $ 57,338 $ - $ 57,338 $ 11557 2.79 % Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 8310 Financial Committees $ 61309 $ 51667 $ 81130 $ 8,262 $ - $ 81262 132 1.62 % Total 8320 Misc. Boards&Committees $ 51067 $ 11877 $ 12,000 $ 10,500 $ - $ 10,500 $ (1,500) (12.50)% Total 8330 Town Celebrations $ 10,425 $ 43,948 $ 421281 $ 45,338 $ - $ 45,338 $ 3,057 7.23 % Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 5,909 $ 51275 $ 6,630 $ 61762 $ - $ 6,762 $ 132 1.99 % Overtime $ - $ - $ - $ - $ - $ - $ - - % Compensation $ 5,909 $ 5,275 $ 61630 $ 61762 $ - $ 6,762 $ 132 1.99 % Contractual Services $ 21795 $ 1,867 $ 11,500 $ 10,000 $ - $ 10,000 $ (1,500) (13.04)% Utilities $ - $ - $ - $ - $ - $ - $ - - % Supplies $ 13,097 $ 44,350 $ 441281 $ 47,338 $ - $ 47,338 $ 3,057 6.90 % Small Capital $ - $ - $ - $ - $ - $ - $ -I - % Expenses $ 15,892 $ 46,217 $ 55,781 $ 57,338 $ - $ 57,338 $ 115571 2.79 flo FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-11 Program: General Government 8400 Finance Town of Lexington, MA Mission: The Finance Department is responsible for: (1) maintaining timely and accurate records on all financial activities of the Town; (2) administering internal financial controls; 3) facilitating the evaluation of the Town's financial condition; (4) ensuring that the delivery of Town services is done in compliance with Massachusetts General Laws that govern municipal finance; (5) providing timely and accurate financial information to managers of Town services to facilitate the evaluation of the cost effectiveness and efficiency of Town programs; (6) providing timely and accurate financial information to Town boards and committees to facilitate policy deliberation and formulation; and (7) safeguarding the financial assets of the Town. Budget Overview: The Finance Department is comprised of the following divisions: the Comptroller's Office, the Treasurer/Collector's Office and the Assessing Office. • The Comptroller's Office is responsible for maintaining the Town's general ledger (accounting), accounts payable, payroll and centralized purchasing. The Comptroller's budget is also inclusive of funding for the Assistant Town Manager for Finance, who oversees all financial operations of the Town, and the Budget Officer who in concert with the Assistant Town Manager for Finance and the Town Manager, develops and monitors the annual capital and operating budgets. • The Treasu rer/Col lector's Office has three primary responsibilities: the collection and deposit of all Town taxes, fees and charges including property taxes, motor vehicle excise, utility billing and other local receipts (permit and license fees, fines, etc.); the management and investment of all revenues collected; and the issuance and servicing of debt. • The Assessing Office's primary function is the development of assessed values of real and personal property. Departmental Initiatives: Comptroller: 1. Implementation of new MUNIS modules for cloud processing, employee self service, document management and archiving and Cubes reporting. 2. Continue to refine budget development, including data collection and compilation for capital budgets as feasible. Further explore capital inventory management and planning. 3. Education and training for MUNIS users throughout Town and School departments. Treasu rer/Col lector: 1. Explore an online portal for accepting gifts and donations for the Town's trust accounts. 2. Explore online access to individual property tax accounts. 3. Implement automated processing for supplemental tax billing and other miscellaneous receivables. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-12 8400 Fi na nce Program: General Government Town of Lexington, MA Assessing: 1. Archive and electronically store all historical property record cards currently residing in the Assessor's Office. 2. Develop procedures for addressing and resolving commercial abatements without litigation. 3. Enhance productivity through adoption of new technology to support data collection and input activity, including income and expense data. AssEstant Town Manager for Fhanice/ i Comptroller ----------- ------------ -------- ,7F, C 7 Directeirof Treasurer/ Tow ill PTOCLITe rneint A&M in istrati've Retirernent Rud'get off ice r Assessing Colle ctor Accountant Off ke r Assista ratAdministrator Residential Field Assistant Tax Staff Acco;Ufi�ta nt PTMuinicipal Clerk Manaf ger Collector Resid,eintial Analyst/ Treasury Assistaint Fin.ancial Clerk Lnspectors Ad im in istir at We Departimental Assistant Accounting Clerk Municipal Cler',,k PT MUlliCip,a]Clerk FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-13 Program: General Government 8400 Finance Town of Lexington, MA Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Element 8410: Comptroller Budget Budget Budget Request Asst. Town Manager for Finance/Comptroller 1 1 1 1 Town Accountant 1 1 1 1 Staff Accountant 1 1 1 1 Procurement Officer 1.00 0.91 0.91 0.91 Financial Clerk 1 1 1 1 Budget Officer 1 1 1 1 Administrative Assistant 0.40 0.40 0.40 0.40 Subtotal FTE 6.40 6.31 6.31 6.31 Subtotal FT/PT 6 FT/1 PT 5 FT/2 PT 5 FT/2 PT 5 FT/2 PT Element 8420: Treasurer/Collector Treasurer/Collector 1 1 1 1 Assistant Tax Collector 1 1 1 1 Treasury Assistant 1 1 1 1 Account Clerk 1 1 1 1 Municipal Clerk 0.46 0.46 0.46 0.46 Subtotal FTE 4.46 4.46 4.46 4.46 Subtotal FT/PT 4FT/1 PT 4FT/1 PT 4FT/1 PT 4FT/1 PT Element 8430: Assessor Director of Assessing 1 1 1 1 Residential Field Manager 1 1 1 1 Residential Analyst/Inspector 2 2 2 2 Office Manager 1 1 1 1 Municipal Clerks 1.1 1.0 1.0 1.0 Subtotal FTE 6.1 6.0 6.0 6.0 Subtotal FT/PT 6 FT/1 PT 6 FT/0 PT 6 FT/0 PT 6 FT/0 PT Element 8440: Utility Billing Utility Enterprise Business Manager* 1 — — — Subtotal FTE 1.0 — —Subtotal FT/PT 1 FT/0 PT OFT OFT OFT 00 Total FT/PT 17FT/3 PT 15FT/3 PT 15FT/3 PT 15FT/3 PT * Starting in FY2019,the Utility Enterprise Business Manager is funded directly from the Water and Sewer budgets. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-14 Program: General Government 8400 Finance Town of Lexington, MA Budget Recommendations: The FY2021 recommended Finance Department budget is $1,902,345, which represents a $58,317, or 3.16% increase from the FY2020 budget. The operating budget for Compensation is $1,404,865, and reflects an increase of $64,882 or 4.84%, which captures cost-of-living and step increases. The recommended budget for Expenses is $497,480,, and reflects a decrease of $(6,565) or -1.30%, primarily due to adjusting the Office Supply budget to reflect departments buying their own paper. Program Improvement Requests: None requested. Budget Summary Funding Sources FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $11625,661 $11576,949 $ 1,648,502 $ 1,703,595 $ - $ 1,703,595 $ 55,093 3.34% Enterprise Funds(Indirects) $ 230,955 $ 160,224 $ 163,526 $ 166,750 1$ - $ 166,750 $ 31224 1.97% Fees&Charges Charges for Services $ 28,308 1$ 22,950 $ 32,000 $ 32,000 $ - $ 32,000 $ -11 -% • . 8400 Finance $ ::I • I $ •1 $ :I I 1 : $ •1 I $ $ •1 I $ . •I I Appropriation Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $1,360,091 $1,278,951 $ 1,339,983 $ 1,404,865 $ - $ 1,404,865 $ 64,882 4.84% Expenses $ 524,833 $ 481,172 $ 504,045 $ 497,480 $ - $ 497,480 $ (6,565) -1.30% • . • 11 Finance r •• r •1 r • 1 • r 1 r r 1 r • • I Program Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 8410 Comptroller $ 707,569 $ 658,997 $ 676,954 $ 698,407 $ - $ 698,407 $ 21,453 3.17% Total 8420 Treasurer/Collector $ 375,628 $ 389,391 $ 426,158 $ 443,695 $ - $ 443,695 $ 17,537 4.12% Total 8430 Assessing $ 719,223 $ 711,735 $ 740,916 $ 760,243 $ - $ 760,243 $ 19,327 2.61% Total 8440 Utility Billing* $ 82,504 $ - $ - $ - $ - $ - $ - -% Total 8400 Finance $ .. r 61 r . 1 . r 1 r r 1 r 58f317 3.16% Object Code Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $1,337,491 $1,271,158 $ 1,339,983 $ 1,404,865 $ - $ 1,404,865 $ 64,882 4.84% Overtime $ 22,600 $ 7,793 $ - $ - $ - $ - $ - -% Personal Services $1,360,091 $1,278,951 $ 1,339,983 $ 1,404,865 $ - $ 1,404,865 $ 64,882 4.84% Contractual Services $ 475,170 $ 427,475 $ 449,930 $ 448,720 $ - $ 448,720 $ (1,210) -0.27% Utilities $ 10,790 $ 17,208 $ 2,550 $ 1,950 $ - $ 1,950 $ (600) -23.53% Supplies $ 38,873 $ 36,489 $ 51,565 $ 46,810 $ - $ 46,810 $ (4,755) -9.22% Small Capital $ - $ - $ - $ - $ - $ - $ -I -% 481,172 $ 504,045 $ 497,480 $ - $ 497,480 $ (61565) -1.30% Expenses $ 524.833 P Total 8400 Finance $ .. r 61 r . 1 . r 1 r r 1 r . 317 3.16% *Starting in FY2019, the Utility Enterprise Business Manager is funded directly from the Water and Sewer budgets. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-15 Program: General Government 8500 Town Clerk o e Town fL Lexington, MA 0 Mission: The Office of the Town Clerk is the primary repository of official documents for the Town, and the custodian of and recording office for official Town and vital records. Responsibilities include issuing marriage licenses, recording vital statistics, issuing dog licenses, registering businesses, fulfilling public records requests, and conducting the annual Town Census. The Town Clerk's Office conducts elections in conformance with State and local laws and, with the Board of Registrars, processes voter registrations and certifications. The Town Clerk reports to the Deputy Town Manager. Budget Overview: The four elements comprising the Office of the Town Clerk include Town Clerk Administration, Registration, Elections, and Archives & Records Management. Town Clerk Administration: The Town Clerk acts as the Town's recording officer, registrar of vital statistics, and chief election official. The Town Clerk is the official record-keeper of Town Meeting, certifies bylaws, Town Meeting appropriations, filings with the Department of Revenue, signs notes for borrowing, and certifies official documents. The Town Clerk also registers all vital events within Lexington, recording births, marriages and deaths in accordance with State law. The Town Clerk is keeper of the seal, administers the oath of office to elected and appointed members of boards and committees, maintains records of adopted municipal codes, regulations, bylaws, oaths of office, resignations, appointments, and submits general bylaws and zoning bylaws to the Attorney General for approval. The Town Clerk's Office issues licenses and permits and serves as a central information point for residents. Board of Registrars: Registrars, appointed by the Board of Selectmen, are responsible for promoting voter registration, overseeing voter records and ruling on voter eligibilities. Stipends for the Board of Registrars remain level-funded. Annual voter confirmations are conducted in accordance with State statute. The Annual Town Census and the publishing of the List of Residents is funded in this element. Elections: This element includes administration of local, state and federal elections in accordance with election laws, most recently including Early Voting for State biennial Elections and the Presidential Primary, pre-registration of 16 and 17 year-olds, and automatic voter registration. Staff provide information on candidate certifications, referenda, initiative petitions, campaign finance laws, election procedures, ballot initiatives and voter information. Over 110 Election Workers staff Lexington's polling locations, and site preparations are coordinated with Public Works, Public Facilities, Police and Lexington Public Schools. Records Management: This element addresses inventory and retention of historic and current records and documents, including proper maintenance and storage, preservation, management of electronic documents, and public access to public records and information. A part-time Archivist/Records Manager is responsible for this work and oversees the conservation and preservation of Lexington's historic documents. Departmental Initiatives: 1. Ongoing administration of town/state/federal elections in conformance with statutory requirements to provide legal and accessible elections to Lexington voters. Emphasis on goal of utilizing municipal buildings for polling locations rather than schools. 2. Support of 2020 Census and any subsequent reprecincting. 3. Continued development of Archives & Records Management Program, including the management of the Town's electronic documents; 4. Continued use of Laserfiche Document Imaging System for records retention, electronic access, and archives/records portal, as well as for office use. 5. Continued use of Commonwealth of Massachusetts Electronic Vital Records Systems for births, deaths and burial permits. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-16 Program: General Government 8500 Town Clerk o e Town fL Lexington, MA 0 D,,,epLAy Twvn M n , e iq„ih��vmwr�uorarrm�umvdimvrmrrrcrrmou�r��r�muiniwrrrrwrrrrNr�rtmvuduNr�movdum�r�muiuuoiru�uurxwrtrrNi�rarraor��m�r�rrNi�m�orarrxwrrm�wr�uudunmumu�r��r�muuruwrrrrwrrrrNr�rmvimr�uu�r��m�w�'�,J IIIII ndBlVllldl'Yfff7�VIIfNV111111111111111111117�IIVWIUWIMflNRi�IYIIIdV//r�1AdINII�IIIryN�iVIIIIMIIIIINW/NMVNrtIIIYBP�IVII�'Y�M41dON!/IA�i7m41VV11NaMIIIdO�!M1VI�IIM.p T n wen, C ier Ass, isitn nt T a, 'IIIIIIIIVIIIVIIIVIIIW'1i1VIIIWIIIVIIIVIIIIVIINIVMWMN1dVl0VIIIVIIIIVIIIVIIIIVMffNI11..117RIlYdflflllNffNllAllf�WIIIINWUWINY@J&�OIWUVW'JWVW'JWVWIWUVWVWI'�VIIVI..lkll ������ ����� ��di ������� ����1®� 7 IIW I', Id PT r ch,i vi st l rn in i�st rat ive PT 14 u n,i d al Rego r s,r," a,n,,al,l g er Ass i to nt Ass ista,nt h Authorized/Appropriated Staffing FY2O18 FY2O19 FY2O2O FY2O21 Budget Budget Budget Request Town Clerk 1 1 1 1 Assistant Town Clerk 1 1 1 1 Administrative Assistant 1 1 1 1 Municipal Assistant 1.23 1.23 1.23 1.23 Archivist/Records Manager 0.46 0.46 0.46 0.46 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-17 Program: General Government 8500 Town Clerk o e Town fL Lexington, MA 0 Budget Recommendations: The FY2021 recommended Town Clerk budget is $590,452 which is a $75,832 or 14.74% increase from the FY2020 budget. The budget for Compensation is $440,852 and reflects a $52,732 or 13.59% increase, which is primarily driven by the elections in FY2021. The increase in FY2021 compensation is inclusive of contractually obligated step increases and cost of living adjustments. The budget for Expenses is $149,600, which is an increase of $23,100 or 18.26%, and reflects anticipated expenses in FY2021. Program Improvement Request: None requested. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-18 Program: General Government 8500 Town Clerk o e Town fL Lexington, MA 0 Budget Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $ 357,377 $ 396,261 1$ 430 f720 $ 506,552 $ - $ 506,552 $ 75,832 17.61% Directed Funding Departmental Fees $ 36,345 $ 35,562 $ 35,900 $ 35,900 $ - $ 35,900 $ - -% Licenses and Permits $ 51,695 $ 49,440 $ 48,000 $ 48,000 $ - $ 48,000 $ - -% FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 359,059 $ 388,841 $ 388,120 $ 440,852 $ - $ 440,852 $ 52,732 13.59 0 Expenses $ 86,358 $ 92,422 $ 126,500 $ 1491600 $ - $ 14 9,6 0 0 $ 23,100 18.26% FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 8510 Town Clerk Admin. $ 303,692 $ 317,181 $ 323,434 $ 342,967 $ - $ 342,967 $ 19,533 6.04% Total 8520 Board of Registrars $ 14,847 $ 17,040 $ 18,925 $ 21,225 $ - $ 21,225 $ 21300 12.15% Total 8530 Elections $ 93,533 $ 111,231 $ 122,900 $ 1741200 $ - $ 1741200 $ 51,300 .74%1 Total 8540 Records Management $ 33,345 $ 35,813 $ 49,361 $ 52,060 $ - $ 52,060 $ 2,699 5.47% FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 354,812 $ 378,604 $ 3741120 $ 4221152 $ - $ 422,152 $ 48,032 12.84% Overtime $ 4,247 $ 10,237 $ 14,000 $ 18,700 $ - $ 18,700 $ 41700 33.57% Personal Services $ 359,059 $ 388,841 $ 3881120 $ 440,852 $ - $ 440,852 $ 52,732 13.59% Contractual Services $ 79,523 $ 80,106 $ 113,800 $ 134,600 $ - $ 134,600 $ 20,800 18.28% Utilities $ - $ 3,001 $ 2,700 $ 2,500 $ - $ 2,500 $ (200) -7.41% Supplies $ 6,835 $ 9,315 $ 9,900 $ 12,400 $ - $ 12,400 $ 2,500 25.25% Small Capital $ - $ - $ 100 $ 100 $ - $ 100 $ - -% Expenses $ 86,358 $ 92,422 $ 126,500 $ 1491 600 $ -=$ 1 49,600 $ 23,100 18.26% Total 8500 Town Clerk $ 445 f417 $ 481,263 $ 514,620 $ 590,452 $ - $ 590,452 $ 75f832 14.7A4O is FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-19 8600 Information Technology Program: General GovernmentTown of Lexington, MA Mission: The Information Technology (IT) Department's mission is to provide high-quality, cost-effective technology and services to Town administration and staff so that they can best serve the citizens of the Town of Lexington; and, to provide effective web services to employees and residents to facilitate both the dissemination and collection of information by town government. Budget Overview: The IT department supports, maintains and manages Townwide business-related technology (e.g. technology that serves both the School and Municipal staff or environments). IT maintains the technology serving all Municipal departments. The department supports townwide core services including the financial system (MUNIS), time keeping (NovaTime), document management (Laserfiche), facilities maintenance and management technology, emergency management websites and services, and VoIP telephone systems. IT maintains the infrastructure and security of the network core and co-manages the townwide area network for municipal and school departments. The department manages municipal technology purchases and performs the installations and maintenance of Town IT equipment and services. IT staff also provide support and training for end-users. Departmental Initiatives: 1. Maximize the value of current systems a. Laserfiche b. ViewPermit c. MUNIS d. VISION e. Novatime f. ProPhoenix 2. Continue to invest in the Town's IT infrastructure and security posture a. Implement recommendations from the network assessment b. Implement recommendations from the cybersecurity assessment c. Investigate additional cybersecurity/security measures and services 3. Redesign the Town's website to provide a new look and feel along with provide better accessibility and findability 4. Focus on future visioning for IT a. Embrace "cloud first" b. Hosting and replatforming of core systems c. Disaster Recovery (DR) planning and expansion of capabilities d. Network redundancy planning and implementation FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-20 8600 Information Technology Program: General Government T own o e fL xingto n MA o , 701'am ,rl, hieelf ' l lr IMuunici'pal Assistant ir 7;; "Tech no'logy,Director P,roj e t Managers, Adbijinist"Fat :r Neitwork l r�i� tr�tr Systems A, plicatio noes Aii niGtar tr n iian Authorized/Appropriated Staffing FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Chief Information Officer 1 1 1 1 Information Technology Director 1 1 1 1 Municipal Assistant* — — 0.43 0.43 Business Analyst/Project Manager 2.0 2.0 2 2 Network Administrator 1 1 1 1 GIS/Database Administrator 1 1 1 1 Support Technician 1 1 1 1 Systems &Applications 1 1 1 1 Administrator Webmaster 2 2 2 2 Part-time Intern* — — 0.25 0.25 Tota I FrE 10.00 10.00 10.68 10.68 • 1 FT 10 FT 10 1 FT/2 PT FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-21 8600 Information Technology Program: General Government T own o e fL xingto n MA o , Budget Recommendations: The FY2021 recommended Information Technology budget is $2,792,717, which is a $141,077 or 5.32% increase from the FY2020 budget. The recommended budget for Compensation is $939,117, and reflects a $45,627 or 5.11% increase, which reflects contractually obligated increases. The recommended budget for Expenses is $1,853,600 and reflects a $95,450 or 5.43% increase. Major factors driving the increase are the growing cost of software maintenance for both existing licenses as well as new application support contracts, and an increase in the professional development/training budget. Other minor increases in expenses reflect increased adoption of mobile technology resulting in increased Mobile Device charges, and increases in Hardware Support, reflecting support of new UPSs (uninterruptable power supplies) in new buildings. Some expenses moved budgetary objects to match the chart of accounts reconfiguration. Program Improvement Requests: Request Recommended Salaries Benefits Salaries Benefits and (reflected in Total and (reflected in Not Shared Shared Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Systems and Applications $ 79,000 $ 16,630 $ 95,630 $ — $ — $ — $ 95,630 Adminis trator FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-22 8600 Information Technology Program: General Government T own o e fL xingto n MA o , Budget Summary FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Projected Increase Increase Tax Levy $1,736,063 $1,922,441 $ 2,508,674 $2,673,193 $ - $ 2,673,123 $ 164,519 6.56% Enterprise Funds(Indirects) $ 115,217 $ 123,236 $ 142,966 $ 119,524 $ - $ 119,524 $ (23,442) -16.40% FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Appropriation Summary Actual I Actual Appropriation I Request I Add/Del I Mgr's Rec. I Increase I Increase Compensation $ 753,945 $ 836,975 $ 893,490 $ 939,117 $ - $ 939,117 $ 45,627 5.11% Expenses $1,097,335 $1,208,702 $ 1,758,150 $1,853,600 $ - $ 1,853,600 $ 95,450 5.43% FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase 18610 IT Administration $1,851,280 $2,045,677 $ 2,651,640 $2,792,717 $ - $ 2,792,717 $ 141,077 5.32% FY2018 FY2019 FY2020 FY2021 Manager's FY2021 Object Code Summary Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 751,437 $ 833,518 $ 889,351 $ 934,841 $ - $ 934,841 $ 45,490 5.11% Overtime $ 2,508 $ 3,457 $ 4,139 $ 4,276 $ - $ 4,276 $ 137 3.31% Personal Services $ 753,945 $ 836,975 $ 893,490 $ 939,117 $ - $ 939,117 $ 45,627 5.11% Contractual Services $ 863,086 $ 951,405 $ 1,422,500 $1,516,000 $ - $ 1,516,000 $ 93,500 6.57% Utilities $ 89,144 $ 101,433 $ 126,000 $ 129,500 $ - $ 129,500 $ 3,500 2.78% Supplies $ 16,455 $ 32,805 $ 28,350 $ 29,100 $ - $ 29,100 $ 750 2.65% Small Capital $ 128,650 $ 123,059 $ 181,300 $ 179,000 $ - $ 179,000 $ (2,300) -1.27% Expenses $1,097,335 $1,208,702 $ 1,7581150 $1,853,600 $ - $ 1,853,600 $ 95,450 5.43% FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 X-23 This Page Intentionally Left Blank. u � , s �.... �� Section XI: a ita Investment INTRODUCTION A crucial aspect of the Town's operations, from providing services to its residents and businesses to equipping employees to effectively perform their jobs, requires the existence of certain basic physical assets. These assets include streets, water mains, parks, buildings, large equipment and technology. They must be purchased, maintained and replaced on a timely basis or their usefulness in providing public services will diminish. The Town's five-year Capital Improvements Program and annual Capital Budget are developed to ensure adequate capital investment in the Town's assets. Definition of Capital Projects A capital project is defined as a major, non-recurring expenditure that generally meets the following criteria: • Massachusetts General Law permits the Town to issue bonds to finance the expenditure; • The expenditure is $25,000 or more; • The expenditure will have a useful life of 10 years or more for buildings or building components and 5 years for vehicles and equipment; and • Planning, engineering, or design services may be considered capital when such services are integral to a construction, renewal or replacement project that meets the criteria for a capital expenditure. CAPITAL POLICY FRAMEWORK The FY2021 Capital Budget was developed within the capital policy framework initially adopted by the Board of Selectmen in 1991, and subsequently amended in 2006 and 2009 to ensure adequate planning and funding for capital investment, particularly cash capital projects within the General Fund. This capital investment strategy includes the following major elements: • Multi-year planning for capital investment; • Debt exclusions for major capital projects; and • Ensuring sufficient operating budget resources for maintaining capital assets. FIVE-YEAR CAPITAL PROGRAM Five-year capital improvement planning has been part of Lexington's budget development process for many years. Multi-year planning allows proper staging and sequencing of capital projects to smooth financing plans and to make funding needs more predictable. Capital investment requirements can vary, involving unique large projects such as a fire vehicle or a school building. Other capital investment needs are recurring such as the annual program to resurface roadways. The five-year Capital Improvement Program includes all anticipated capital projects identified by school and municipal departments over the next five years. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-1 The following are potential funding sources for financing the Town's capital investments: • Cash Financing - The Town regularly appropriates available funds (i.e., cash financing) from the general and enterprise funds to finance certain capital investment projects. Examples of available funds are unreserved fund balance (free cash), tax levy, enterprise fund retained earnings, specialized stabilization funds and, when available, unexpended balances of prior years'capital articles. • Debt - The Town has traditionally financed large dollar value capital projects with debt. Depending upon the project, the debt service resulting from debt-funded capital projects can be financed from a variety of sources including the General Fund (either within the Levy Limit or from a voter approved Proposition 21/2 debt exclusion), Enterprise and Revolving Funds or the Community Preservation Fund (see discussion of the CPA below). In 2019, the Town's management, Board of Selectmen and finance committees reviewed the Town's finance policies and will be implementing new strategies for funding the Town's capital plan. This includes increasing cash financing of projects, particularly the items that are part of a continuing capital program, and reducing the Town's overall reliance on debt financing. • Other Sources - The Town uses dedicated state aid and grant funding to finance capital investment when these funds are available. • Community Preservation Act (CPA) Funds - Beginning in FY2007, following voter approval, the Town began to assess a Community Preservation Surcharge of 3% of the property tax levied against all taxable real property. For owners of residential property, the assessed value used to calculate the surcharge is net of a $100,000 residential exemption. Community Preservation funds can be used for those purposes defined by the Community Preservation Act, MGL Ch. 44B. Such purposes include the acquisition and preservation of open space, the creation and support of community (affordable) housing, the acquisition and preservation of historic resources, and the creation and support of recreational facilities. Beginning in FY2008, the Town began to receive State matching funds to supplement the local surcharge. Over time, as additional communities in the Commonwealth adopted the CPA surcharge, the annual percentage of state matching funds gradually decreased. In 2019 the state enacted new legislation to increase funding to the Community Preservation budget, and Lexington's annual match is expected to increase significantly. This new legislation is effective beginning in January of 2020, and the Town should expect to see this increased funding in the state match beginning in the Fall of 2020. Receipts for FY2021 from the surcharge and state matching funds are preliminarily estimated at $6.8 million, compared to $5.9 million in FY2020. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-2 FY2021 CAPITAL FINANCING STRATEGY The proposed financing plan for the recommended FY2021 capital budget is shown in the table below. Other Free Cash/ Funding Tax Levy Sources Debt Total Other** General Fund $ 7,742,984 $ — $ 7,222,179 $ 14,965,163 $ — Excluded Debt Projects $ — $ — $ 28,757,151 $ 28,757,151 $ — Other Funding &Chapter 90 $ — $ 16,504 $ — $ 16,504 $ 1,072 f681 Water Enterprise $ — $ 330,000 $ 2,000,000 $ 2,330,000 $ — Sewer Enterprise $ — $ 100,000 $ 1,301,200 $ 1,401,200 $ — Recreation Enterprise $ — $ 180,000 $ — $ 180,000 $ — Compost Revolving Fund $ — $ — $ 275,000 $ 275,000 $ — Community Preservation Act* $ — $ 2,556,592 $ — $ 2,556,592 $1111111111gli IN 1 - 6 6 6 6 6 ir *Includes both Town and non Town CPA funded projects. **Other represents Chapter 90 Aid for street improvements. This item does not require a Town Meeting appropriation. The following table, FY2021 Recommended Capital Budget, lists all FY2021 projects recommended by the Town Manager for consideration and their estimated costs by program area and funding source. The Capital Expenditures Committee has also been evaluating these requests and will issue a report and recommendations to Town Meeting. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-3 FY2021 Recommended Ca ital Bud et RIM Conservation Parker Meadow Accessible Trail Construction $ 551,026 CPA Conservation Daisy Wilson Meadow Restoration $ 221425 CPA Conservation Wright Farm Site Plan&Design $ 69,000 CPA TSG(Planning/Engineering) Transportation Mitigation $ 100,000 Free Cash/TNC Funding Total Land Use, Health and Development $ 742,451 Fire Ambulance Replacement $ 325,000 Free Cash Police Police Outdoor/Indoor Firing Range- Hartwell Avenue $ 1251000 Free Cash Total Public Safety $ 450,000 Recreation&Comm. Pgms. Pine Meadows Clubhouse Renovation $ 100,000 Recreation RE Recreation&Comm. Pgms. Center Recreation Complex Bathrooms&Maintenance Building $ 100,000 Free Cash Renovation Recreation&Comm. Pgms. Athletic Facility Lighting $ 450,000 CPA Recreation&Comm. Pgms. Park and Playground Improvements $ 95,000 CPA Recreation&Comm. Pgms. Park Improvements-Athletic Fields $ 370,000 CPA Recreation&Comm. Pgms. Park Improvements- Hard Court Resurfacing $ 100,000 CPA Recreation&Comm. Pgms. Pine Meadows Equipment Is 801000 Recreation RE Recreation&Comm. Pgms. Athletic Fields Feasibility Study Is 100,000 Free Cash Total Culture and Recreation $ 11395,000 Public Facilities Public Facilities Master Plan $ 100,000 Free Cash Public Facilities Lexington Police Station Reconstruction $ 28,757,151 Exempt Debt Public Facilities LHS Science Classroom Space Mining $ 150,000 Free Cash Public Facilities Townwide Roofing Program $ 2,0101152 GF Debt Public Facilities School Building Envelopes and Associated Systems $ 239,285 Free Cash Public Facilities Municipal Building Envelopes and Associated Systems $ 208,962 Tax Levy Public Facilities Building Flooring Program $ 125,000 Free Cash Public Facilities School Paving and Sidewalk Program $ 125,000 Free Cash Public Facilities Public Facilities Bid Documents $ 100,000 Free Cash Public Facilities Public Facilities Mechanical/Electrical System Replacements $ 672,000 Free Cash/GF Debt Public Facilities Westview Cemetery Building $ 3,290,000 GF Debt Total Public Facilities Department $ 35,777,550 Public Works New Sidewalk Installations $ 280,000 Free Cash Public Works Battle Green Master Plan-Phase 3 $ 317,044 CPA Public Works Equipment Replacement $ if368,000 GF Debt/Compost Debt/Water RE Public Works Street Improvements $ 2,634,022 Tax Levy Public Works Storm Drainage Improvements and NPDES compliance $ 385,000 Free Cash Public Works Hydrant Replacement Program $ 150,000 Free Cash/Water Ent Public Works Sidewalk Improvement $ 800,000 GF Debt Public Works Townwide Signalization Improvements $ 125,000 Free Cash Public Works Sanitary Sewer System Investigation and Improvements $ 1,000,000 Wastewater Debt/Operating Public Works Pump Station Upgrades $ 4011200 Wastewater Debt Public Works Water Distribution System Improvements is 2,2001000 1 Water Debt/Operating Total Public Works Department $ 91660,266 Lexington Public Schools LPS Technology Program Is if299,246 1 Free Cash Total Lexington Public Schools $ 11299,246 Information Technology Municipal Technology Improvement Program $ 100,000 Free Cash Information Technology Application Implementation $ 325,000 Free Cash Information Technology Phone Systems&Unified Communication $ 150,000 Free Cash Town Manager Lady of Lexington Painting Restoration $ 91000 CPA Town Clerk Archives&Records Management/Records Conservation&Preservation $ 201000 CPA Total General Government $ 604,000 Lexhab Vine Street Affordable Housing $ 100,000 CPA Lexhab Farmview Supplemental #2 $ 323,097 CPA Lexington Housing Authority I Greeley Village Community Center Preservation $ 130,000 CPA Total Non-Governmental Projects $ 553,097 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-4 CAPITAL PLAN BY FINANCING SOURCE The following pages include tables that show the recommended FY2021 capital projects by financing source: General fund debt; Water fund debt; Wastewater fund debt; Recreation and Community Programs fund debt; Proposition 21/2 excluded debt; Community Preservation fund debt; Compost Revolving fund debt; and Cash capital (i.e., current revenue). Each debt-related table includes the projected debt service impact of recommended projects, actual debt service on debt authorized and issued, and projected debt service on debt authorized and unissued. Finally, each table is accompanied by a written description of each recommended project. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-5 FY2021 RECOMMENDED PROJECTS - GENERAL FUND DEBT (Table I) TABLE I: FY2021 RECOMMENDED PROJECTS- GENERAL FUND DEBT PROJECTED DEBT SERVICE Amount Interest Financed Term Rate FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 MUNICIPAL PROJECTS 1 Townwide Roofing Program $ 2,010,152 10 4% $ - $ 80,406 $ 281,421 $ 273,381 $ 265,340 Equipment Replacement 2 ($1,368,000) $ 1,038,000 5 4% $ 27,680 $ 249,120 $ 240,816 $ 232,512 $ 224,208 3 Sidewalk Improvement $ 800,000 1 5 1 4% $ 21,333 1$ 192,000 $ 185,600 $ 179,200 $ 172,800 Subtotal $ 3,848,152 $ 49,013 $ 521,526 $ 707,837 $ 685,093 $ 662,348 FACILITIES PROJECTS 1 Public Facilities Mechanical/Electrical $ 84'027 4 4% $ 2,241 $ 24,368 $ 23,528 $ 22,687 $ 21,847 System Replacements($672,000) PROJECTS TO BE FUNDED WITH FEE REVENUE 1 Westview Cemetery Building $ 3,290,000 20 4% $ 150,217 $ 292,853 $ 260,453 $ 244,103 $ 228,103 TOTAL PROJECT COSTS $7,222,179 $ 201,471 $ 838,747 $ 991,818 $ 951,883 $ 912,299 AUTHORIZED LEVY SUPPPORTED DEBT SERVICE FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 A Approved and Issued Levy Supported Debt Service $ 5,956,482 $ 4,682,734 $ 3,258,568 $ 2,356,158 1,317,858 B Paydown of Land Purchases-173 Bedford St.&20 Pelham Rd. or $ 2,403,450 $ 2,320,274 $ - $ - $ - C Projected Approved and Unissued Levy Supported Debt Service $ 2,117,360 $ 6,143,195 $ 5,885,604 $ 5,697,622 $ 5,254,639 D Total Debt Service on Authorized Debt $ 10,477,291 $ 13,146,202 $ 9,144,172 $ 8,053,780 $ 6,572,497 E Projected New Levy Supported Debt Service(above) $ 201,471 $ 838,747 $ 991,818 $ 951,883 $ 912,299 F TOTAL-PROJECTED LEVY SUPPORTED DEBT SERVICE $9,853,984 $10,6781762 $131984,949 $10,1351990 $9,0051663 $7,484,796 G Plus: Projected Debt Service on Future Capital Projects $ 140,710 $ 1,3081603 $ 21499,714 $ 31715,202 H Less: Debt Service Funded from Special Revenue Accounts $ (80,380) $ (254,261) $ (146,427) $ (130,227) $ (122,052) $ (114,052) I Less: Revenue Set Aside for Paydown of Land Purchases(above) $(2,234,614) $ (2,403,450) $ (2,320,274) $ - $ - $ - J Less: Proposed Use of Stabilization Fund $ - $ (105,000) $ (3,347,000) $ (2,587,000) $(2,220,000) $(1,4641000) K Total Offsets to Projected Levy Supported Debt Service $(2,314,994) $ (2,762,711) $ (51672,990) $ (1,408,623) $ 157,662 $ 2,137,151 L PROJECTED NET LEVY SUPPORTED DEBT SERVICE(F-K) $7,538,990 $ 7,916,051 $ 81311,959 $ 8,727,367 $9,163,325 $91621,947 Municipal Projects 1. Townwide Roofing Program - $2.,010,,152 (General Fund Debt) Replacing portions of the roof at Bridge Elementary School has been identified as a priority in the Department of Public Facilities' 20-year Roof Master Plan. Water infiltration and ice dams have been ongoing issues for the building, which will be addressed via this work. There is a possibility for funding 27-30% of the project cost under the Massachusetts School Building Authority (MSBA) Accelerated Repair Program. If the MSBA grant is approved, bonds will not be issued for that portion of the project, and the authorized funds will be rescinded. 2. Equipment Replacement - $1,f368,000 ($1.,038,,000 General Fund Debt, $275,,000 Compost Revolving Fund Debt & $55,,000 Water Retained Earnings): This is an annual request to replace equipment that is beyond its useful life and whose mechanical condition no longer meets the requirements of the Department of Public Works (DPW). The DPW has an inventory of 146 pieces of equipment including sedans, hybrid SUVs, construction vehicles and specialized equipment used to mow parks, plow snow, repair streets and complete a variety of other projects. Without regular equipment replacement, the efficiency and cost effectiveness of the DPW's operations would be handicapped due to equipment down time and excessive repair costs. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-6 Each piece of equipment is inventoried with original and current replacement cost, state of condition and replacement time interval. Replacement intervals vary from 5 to 20 years and are based on manufacturer recommendations and use (type and duration). The selection of vehicles to be replaced begins with the proposed replacement date. Then each vehicle is assessed as to its mechanical condition and work requirements. The systematic replacement program defines what equipment is expected to need replacement during the next five years with the intent of preventing any unexpected emergency purchases. Annual updates are conducted by the Equipment Maintenance Division, Division Superintendents and reviewed by the Manager of Operations and Director of Public Works. The FY2021 request, by funding source, is shown in the table below. Compost Water Equipment GF Debt Revolving RE Total F550 Flatbed/Crane with Snow Plow- Highway $ 115,000 $ 115,000 F450 Utility body with Plow- Highway $ 110,000 $ 110,000 CAT Loader- Compost $ 275,000 $ 275,000 Winter Brine System - Highway $ 213,000 $ 213,000 6 Wheel Dump Truck- Highway $ 330,000 $ 330,000 6"Trash Pump-Water 55,000 $ 55,000 Aerial Bucket Truck- Public Grounds $ 220,000 $ 220,000 Electric Grass Mower- Public Grounds $ 50,000 $ 50,000 Total $1,038,000 $275,000 $ 55,000 $1,368,000 3. Sidewalk Improvement - $800,,000 (General Fund Debt): This request seeks funds to rebuild and/or repair existing sidewalks that are in poor condition. DPW (in conjunction with various committees and town departments) generates a list each year of sidewalks most in need of repair/replacement, based on four determining factors: 1) Is the sidewalk unsafe for travel due to trip hazards, defects, etc. 2) Is the sidewalk within the Safe Routes to School Program 3) Is the volume of pedestrian traffic heavy, light or average 4) Is the general condition of the sidewalk poor, fair or good which dictates treatments such as full reconstruction, overlay or patching DPW currently reviews the condition for 30% of town sidewalks annually, which is used to identify the work to be done. Sidewalks considered for FY2021 funding include: • East Street from Lowell Street to Grant Street • Mass Ave. from Antony Park to Percy Road (East Side) • Worthen Road from Waltham Street to Kendall Road • Lowell Street from Woburn Street to Maple Street • Cherry Street • Ingleside Road • Stetson Street • Reconstruction of Ramps, Townwide • Abernathy Road • Carnegie Place • Tidd Circle FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-7 The following table presents the recent history of Sidewalk appropriations: FY2014* FY2015 FY2016 FY2017 FY2018 FY2019 FY2020 $ 400,000 $ 400,000 $ 600,000 $ 600,000 $ 800,000 $ 800,000 $ 800,000 *Does not include$200,000 of a $600,000 appropriation that was designated for the construction of a Hartwell Avenue mixed use path. Facilities Projects 1. Public Facilities Mechanical/Electrical System Replacements - $84,,027 (General Fund Debt), $587,973 (Free Cash): This request is part of an annual replacement of HVAC and electrical systems that have exceeded their useful lives and require replacement before excessive failures occur. The FY2021 appropriation will be used to replace the Variable Air Volume (VAV) system at Cary Memorial Library, which is under-performing due to the units having exceeded their life-cycle. If not replaced, the Library risks unplanned interruptions in service and unreliable control of space temperatures for building occupants. If funded, the project would take place in fall of 2020, after the cooling season. Projects to be Funded with Fee-Based Revenue 1. Westview Cemetery Building - Construction - $3,,290,,000 (General Fund Debt with debt service partially funded from sale of Cemetery Lots special Revenue Fund): In 2015 Town Meeting appropriated $50,000 for an assessment of the current building at Westview Cemetery. The existing building serves as the cemetery office, meeting area for grieving families and work space for maintenance staff; however, the facility has deteriorated and needs to be brought up to code. The only significant upgrade to the building in the last 15 years has been the installation of a new roof. Limited space does not permit private space for grieving families and the maintenance area lacks adequate space for all equipment to be stored indoors. At the 2017 Annual Town Meeting $270,000 was appropriated for the design of a new building on the Westview Cemetery grounds. FY2021 funds are requested for the construction of a new building. The redevelopment of the building will enhance cemetery operations by providing a welcoming and private space for families and visitors and provide staff with adequate and more efficient office space, storage space and maintenance space. The request for construction funding was originally presented at the 2018 Annual Town Meeting, but ultimately postponed for one year while the community assessed the option of including a crematory at Westview Cemetery. The Board of Selectmen formed a special Ad Hoc Crematory Study Committee to review this proposal, and in the Fall of 2019 the committee, after much research and deliberation, recommended not to build a crematory at this time. The $3,290,000 request for construction funds does not include a crematory, but it will fund a building that is designed with an option to add a crematory facility in the future. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-8 FY2021 RECOMMENDED PROJECTS - WATER FUND DEBT (Table II) TABLE II: FY2021 RECOMMENDED PROJECTS-WATER DEBT Amount Interest Project Financed Term Rate FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 1 Water Distribution System $2,000,000 10 4% imm $ 26,667 $ 166,667 $ 276,000 $ 268,000 $ 260,000 Improvements($2,200,000) TOTAL PROJECT COSTS $2,0001000 $ 26,667 $ 166,667 $ 276,000 $ 268,000 $ 260,000 AUTHORIZED WATER DEBT SERVICE FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 A Subtotal:Authorized and Issued Water Debt Service $ 1,139,850 $ 825,046 $ 650f671 $ 502,885 $ 358,868 B Subtotal:Approved and Unissued Water Debt Service(short and long- $ 117,400 $ 792,200 $ 769,520 $ 746,840 $ 724,160 term) C Total:Debt Service on Authorized Debt $11257,250 $1,617,246 $1,420,191 $1,249,725 $1,083,028 D Subtotal: Projected Debt Service on Proposed Capital Projects /$ 26,667 $ 166,667 $ 276,000 $ 268,000 $ 260,000 E TOTAL PROJECTED WATER DEBT SERVICE $1,277,412 $1,283,916 $1,783,912 $1,696,191 $1,5171725 $1,343,028 1. Water Distribution System Improvements - $212OOfOOO ($2,,000,,000 Water Debt, $200,,000 Water User Charges): This is an annual program that replaces unlined, inadequate, aged and vulnerable water mains, deteriorated service connections and eliminates dead ends in the water mains. Work is underway and nearing completion for a significant 16" water main installation on Hartwell Avenue. Design is in progress for several other roadways including Peacock Farm Road and Eldred Street. The Town has also completed a hydraulic model for the entire distribution network and an asset management plan for replacing the Town's aging water infrastructure that will ensure a proactive approach for keeping Lexington's water both safe and reliable. The model identifies areas of vulnerability, water aging, and those areas with low volumes and pressures, and the asset management plan recommends the replacement of 1% of our water mains on an annual basis. The FY2021 funding request for this annual program has been increased to meet these recommendations. Beginning in FY2021, funding for this ongoing capital replacement program will be gradually shifted to being funded by Water user charges, with an ultimate goal of transitioning the entire program to cash funding over 11 years. While rate payers may pay slightly higher water rates in the short- term, significant debt service savings will be realized, resulting in lower overall costs in the long- term. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-9 FY2021 RECOMMENDED PROJECTS - WASTEWATER FUND DEBT (Table III) TABLE III: FY2021 RECOMMENDED PROJECTS-WASTEWATER DEBT Amount Interest Project Financed Term Rate FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 Sanitary Sewer System 1 Investigation and Improvements $900,000 10 4% $ 12,000 $ 75,000 $ 124,200 $ 120,600 $ 117,000 ($1,000,000) 2 Pump Station Upgrades $401,200 10 4% $ 10,699 $ 56,168 $ 54,563 $ 52,958 $ 51,354 TOTAL PROJECT COSTS $1,3011200 $ 22,699 $ 131,168 $ 178,763 $ 173,558 $ 168,354 AUTHORIZED SEWER DEBT SERV. FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 A Subtotal:Authorized and Issued Sewer Debt Service $ 1,140,676 $ 1,0831164 $ 925,823 $ 681,820 $ 614,574 6 Subtotal:Approved and Unissued Sewer Debt Service(short and long- $ 235,000 $ 853,640 $ 829,120 $ 804,600 $ 780,080 term) C Total:Debt Service on Authorized Debt $1,375,676 $1,936,804 $1,754,943 $1,486,420 $1,394,654 D Subtotal: Projected Debt Service on Proposed Capital Projects $ 22,699 $ 131,168 $ 178,763 $ 173,558 $ 168,354 E TOTAL PROJECTED SEWER DEBT SERVICE $11278,322 $1,398,374 $2,067,972 $1,933,707 $1,659,978 $1,563,007 1. Sanitary Sewer System Investigation and Improvements ($1,000,000) - $1f0001000 ($900,000 Wastewater Debt, $100,000 Wastewater User Charges): This is an annual program that provides for rehabilitation of sanitary sewer infrastructure. Work will include replacement or repair of deteriorated sewers, force mains and manholes in order to improve flow and reduce inflow and infiltration into the system. Engineering investigation and evaluation will continue on sewers throughout town, including those in remote, hard to access areas. A significant lining project in the Dunback Meadow area and the Bow Street area along Mill Brook, has been completed. Near term rehabilitation is anticipated in sewer basins 1, 6, 7 and 8, followed by investigations in subareas 3 and 9. These capital investments improve the operation of the sewer system, reduce backups and potential overflows, prevent system malfunctions and reduce the measured flows through the MWRA meter. Beginning in FY2021, funding for this ongoing capital replacement program will be gradually shifted to being funded by Wastewater user charges, with an ultimate goal of transitioning the entire program to cash funding over 10 years. While rate payers may pay slightly higher wastewater rates in the short-term, significant debt service savings will be realized, resulting in lower overall costs in the long-term. 2. Pump Station Upgrades - $401,,200 (Wastewater Debt): This is an ongoing program to upgrade Lexington's ten sewer pumping stations. A 2013 evaluation and capital plan was developed for the Town with the assistance of Wright-Pierce, including a detailed engineering survey of the pump stations. The survey helped determine current and future needs, timetable and probable costs for the proposed work. The Worthen Road pump station construction is complete. Both the Marshall Road and Constitution Road pump stations are under construction. Design for the Hayden Ave pump station is underway and will be followed by construction. It is anticipated that the North Street and Bowman Street pump stations will be next in line for design; however, stations are constantly monitored and schedules adjusted to meet more urgent needs. The goal of this program is to upgrade all the pumps and support systems to enable better energy efficiency and avoid emergency expenditures. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-10 FY2021 RECOMMENDED PROJECTS - RECREATION FUND DEBT (Table IV) TABLE IV: FY2021 RECOMMENDED PROJECTS-RECREATION and COMMUNITY PROGRAMS DEBT Amount Interest Project Financed Term Rate FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 1 None Proposed $ — --- --- $ — $ — $ — $ — $ — TOTAL PROJECT COSTS $ — $ — $ — $ — $ — $ — AUTHORIZED RECREATION REVENUE DEBT SERV. FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 A Subtotal: Approved and Issued Revenue Supported Debt Service $ — $ — $ — $ — $ — B Subtotal: Approved and Unissued Revenue Supported Debt Service $ — $ — $ — $ — $ — C Total: Approved Revenue Supported Debt Service $ — $ — $ — $ — $ — D Subtotal: Projected Debt Service on Proposed Capital Projects $ — $ — $ — $ — $ — E TOTAL PROJECTED DEBT SERVICE $ — $ — $ — $ — $ — $ — No recommendations for debt financing. FY2021 RECOMMENDED PROJECTS - FUNDING THROUGH PROPOSITION 21/2 DEBT EXCLUSION (Table V) TABLE V: FY2021 RECOMMENDED PROJECTS-FUNDING THROUGH PROPOSITION 2 1/2 DEBT EXCLUSION Amount Interest Project Financed Term Rate FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 Project for consideration at Spring 2020 Special Town Meeting 1 Lexington Police Station $28 757 151 30 4% $ 766 857 $ 2 108,858 $ 2 070 515 $ 2 032 172 $ 1 993 829 Reconstruction PROJ.NEW EXCLUDED DEBT SERVICE $28,757,151 $ 766,857 $ 2,108,858 $ 2,070,515 $ 2,032,172 $ 1,993,829 APPROVED AND PROPOSED EXCLUDED DEBT SERVICE FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 Subtotal Approved and Issued Excluded Debt Service $ 15,467,625 $ 14,962,686 $ 14,282,985 $ 12,348,532 $ 12,009,661 Subtotal Approved and Unissued Excluded Debt Service $ 253,200 $ 3,823,601 $ 3,711,651 $ 3,599,702 $ 3,487,752 Total: Approved Excluded Debt Service $ 15,720,825 $ 18,786,287 $ 17,994,636 $ 15,948,234 $ 15,497,413 Subtotal Subtotal-Projected Exempt Debt Service(above) $ 766,857 $ 2,108,858 $ 2,070,515 $ 2,032,172 $ 1,993,829 TOTAL APPROVED AND PROPOSED EXCLUDED DEBT SERVICE $16,328,254 $16,487,682 $20,895,145 $20,0651151 $17,980,406 $17,491,242 Less: use of Capital Stabilization Fund to Mitigate Debt Service $ (5,2001000) $ (3,5001000) $ (5,800,000) $ (3,0001000) $ — $ — Impacts on Property Tax Bills Net Excluded Debt Service $11,128,254 $12,987,682 $15,095,145 $17,065,151 $17,980,406 $17,491,242 1. Lexington Police Station Reconstruction - $28.,757,,151 (Exempt Debt): The existing police station opened in 1956 and lacks many basic amenities of a modern police facility. The building does not have an elevator or a sally port for prisoner access to the cell block. It also lacks a fire sprinkler system. The indoor firing range, locker rooms, garage and office spaces are inadequate. Bathrooms on the basement and second floor levels are not ADA compliant. The heating and cooling systems are inefficient and the building is served by two separate electrical systems which cause problems during outages. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-11 In FY2017, the Town appropriated $65,000 for a feasibility study to consider locations for constructing a new Police Station. In FY2018, the Town funded the design and engineering of a new Police Station at its current location, 1575 Massachusetts Avenue. The funding request for the demolition and reconstruction of the Police Station, and temporary relocation space, is expected at the Fall 2020 Special Town meeting, with a debt exclusion vote to follow. FY2021 RECOMMENDED PROJECTS - Community Preservation Act Debt (Table VI) TABLE VI: FY2021 RECOMMENDED PROJECTS-COMMUNITY PRESERVATION ACT DEBT Amount Interest Project Financed Term Rate FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 1 None Proposed Is - --- I 1��Wxz--- $ -1$ -1$ -1$ -1$ - TOTAL PROJECT COSTS $ - $ - $ - $ - $ - $ - AUTHORIZED CPA REVENUE DEBT SERV. FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 A Subtotal: Approved and Issued Revenue Supported Debt Service $ 2,017,150 $ 1,949,550 $ 1,866,600 $ 11788,900 $ 681,200 B Subtotal: Approved and Unissued Revenue Supported Debt Service $ 999,580 $ 951,864 $ - $ - $ - C Total: Approved Revenue Supported Debt Service $3,016,730 $2,901,414 $1,866,600 $1,788,900 $ 681,200 D Subtotal: Projected Debt Service on Proposed Capital Projects $ - $ - $ - $ - $ - E TOTAL PROJECTED DEBT SERVICE $3,094,680 $3,016,730 $2,901,414 $1,866,600 $1,788,900 $ 681,200 No recommendations for debt financing. FY2021 RECOMMENDED PROJECTS - Compost Revolving Fund (Table VII) TABLE VII: FY2021 RECOMMENDED PROJECTS-Compost Revolving Fund Amount Interest Project Financed Term Rate FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 1 Equipment Replacement $ 275,000 5 1 4.00% $ 7,333 $ 66,000 $ 63,800 $ 61,600 1$ 59,400 TOTAL PROJECT COSTS $ 275,000 $ 7,333 $ 66,000 $ 63,800 $ 61,600 $ 59,400 AUTHORIZED REVENUE SUPPPORTED DEBT SERV. FY2020 FY2021 FY2022 FY2023 FY2024 FY2025 A Subtotal: Approved and Issued Revenue Supported Debt Service $ 205,557 $ 157,501 $ 157,031 $ 126,186 $ 121,466 B Subtotal: Approved and Unissued Revenue Supported Debt Service $ - $ - $ - $ - $ - C Total: Approved Revenue Supported Debt Service $ 205,557 $ 157,501 $ 157,031 $ 126,186 $ 121,466 D Subtotal: Projected Debt Service on Proposed Capital Projects $ 7,333 $ 66,000 $ 63,800 $ 61,600 $ 59,400 E TOTAL PROJECTED DEBT SERVICE [L 216,859 $ 212,890 $ 223,501 $ 220,831 $ 187,786 $ 180,866 1. Equipment Replacement - $1,f368,000 ($1,,038,000 General Fund Debt, $275,,000 Compost Revolving Fund Debt & $55,,000 Water Retained Earnings): See detailed description under Table I - General Fund Debt. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-12 FY2021 RECOMMENDED PROJECTS - CASH CAPITAL (Table VIII) TABLE VIII: FY2021 RECOMMENDED FUNDING FROM REVENUES(Cash by Source) Water Recreation Enterprise TNC Retained Retained Operating Special Project Free Cash Tax Levy Earnings Earnings Funds CPA* Rev Total Cost Other** SCHOOL PROJECTS 1 LPS Technology Program $1,299,246 $ 1,299,246 $ - r ® a ® e a e a a e ® a FACILITIES 2 Public Facilities Master Plan $ 100,000 $ 100,000 3 LHS Science Classroom Space Mining $ 150,000 $ 150,000 4 School Building Envelopes and Associated Systems $ 239,285 $ 239,285 5 Municipal Building Envelopes and Associated Systems $ 208,962 $ 208,962 6 Building Flooring Program $ 125,000 $ 125,000 7 School Paving and Sidewalk Program $ 125,000 $ 125,000 8 Public Facilities Bid Documents $ 100,000 $ 100,000 9 Public Facilities Mechanical/Electrical System $ 587,973 $ 587,973 Replacements MUNICIPAL PROJECTS 10 Parker Meadow Accessible Trail Construction $ 551,026 $ 551,026 11 Daisy Wilson Meadow Restoration $ 22,425 $ 22,425 12 Wright Farm Site Plan&Design $ 69,000 $ 69,000 13 Transportation Mitigation $ 83,496 $16,504 $ 100,000 14 Ambulance Replacement $ 325,000 $ 325,000 15 Police Outdoor/Indoor Firing Range-Hartwell Avenue $ 125,000 $ 125,000 16 Pine Meadows Clubhouse Renovation $ 100,000 $ 100,000 17 Center Recreation Complex Bathrooms&Maintenance $ 100,000 $ 100,000 Building Renovation 18 Athletic Facility Lighting $ 450,000 $ 450,000 19 Park and Playground Improvements $ 95,000 $ 95,000 20 Park Improvements-Athletic Fields $ 370,000 $ 370,000 21 Park Improvements-Hard Court Resurfacing $ 100,000 $ 100,000 22 Pine Meadows Equipment $ 80,000 $ 80,000 23 Athletic Fields Feasibility Study $ 100,000 $ 100,000 24 New Sidewalk Installations $ 280,000 $ 280,000 25 Battle Green Master Plan-Phase 3 $ 317,044 $ 317,044 26 Equipment Replacement $ 55,000 $ 55,000 27 Street Improvements $2,634,022 $ 2,634,022 $1,072,681 28 Storm Drainage Improvements and NPDES compliance $ 385,000 $ 385,000 29 Hydrant Replacement Program $ 75,000 $ 75,000 $ 150,000 30 Townwide Signalization Improvements $ 125,000 $ 125,000 31 Sanitary Sewer System Investigation and Improvements $ 100,000 $ 100,000 32 Water Distribution System Improvements $ 200,000 $ 200,000 33 Municipal Technology Improvement Program $ 100,000 $ 100,000 34 Application Implementation $ 325,000 $ 325,000 35 Phone Systems&Unified Communication $ 150,000 $ 150,000 36 Lady of Lexington Painting Restoration $ 9,000 $ 9,000 37 Archives&Records Management/Records Conservation $ 20,000 $ 20,000 &Preservation OTHER CPA FUNDED PROJECTS 38 Vine Street Affordable Housing $ 100,000 $ 100,000 39 Farmview Supplemental#2 $ 323,097 $ 323,097 40 Greeley Village Community Center Preservation $ 130,000 $ 130,000 ® lil!pl�ll I e 1 e 1 a a a 1 ® 1 ® 1 s® s® 1 1 s a a a ® 1 s *CPA totals do not include proposed FY2021 administrative budget of$150,000 and$3,016,730 for debt service. **Other includes$1,072,681 in Chapter 90 Aid for street improvements,which reflects the traditional distribution of$975,165,plus an additional distribution of$97,516 approved in December 2019. ***Proposed funding for the annual street resurfacing program is comprised of$2,634,022 of tax levy dollars and an anticipated distribution of$1,072,681 of Chapter 90 funds. This level of funding is intended to move the Town toward a targeted roadway surface rating(RSR)in the mid-80s. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-13 School Department Proms 1, LPS Technology Program - $1,299,,246 (Free Cash): This request addresses the District's strategic goal for enhancing the capacity to utilize technology as an instructional and administrative tool. The request will increase student access to devices to allow for innovative learning methods that integrate supportive technologies, problem-based approaches and higher order thinking skills. This capital improvement project for FY2021 would provide funding for the following: Tech Workstations - $185,350 is requested to replace staff workstations and peripheral devices (laptops, desktops, printers and monitors). 1:1 Middle School Program - $221,000 is requested to fund Chromebooks for 6t" graders entering Diamond and Clark Middle Schools, which will follow them through middle school. 1:1 at LHS - $176,800 is requested to purchase Chromebooks for 9t" graders, which will follow them through high school. STEM/STEAM/Computer Science - $49,200 is requested to update the Music Computer Lab at LHS and purchase STEM/STEAM based curricular materials. Interactive Projectors/Whiteboard Units and Document Cameras - $238,896 is requested to replace 48 interactive projectors districtwide. This equips buildings with either a touch-activated interactive system with a new ceramic whiteboard and speakers, or an interactive TV. The replacements will begin with the oldest model per school until all systems are within a 4-year window with all of the same functionality. The request will also replace 28 document cameras at Bowman Elementary School, with remaining schools planned in future years. District and Building Network Infrastructure - $248,000 is requested to replace end of life WAPS (Wireless Application Protocol), switches and POEs (Power over Ethernet) districtwide. Server/Storage Infrastructure - $180,000 is requested to replace 6 cache servers to support online computer-based testing at the elementary schools, a second virtual server to allow for additional in- house file storage capacity, as well as additional cache servers needed to support online computer- based testing at the middle and high schools. Department of Public Facilities Proms 2. Public Facilities Master Plan - $100,,000 (Free Cash): This funding requests is for the purpose of creating a Public Facilities Master Plan for municipal buildings and infrastructure to be combined with the School Facilities Master Plan to better inform policy makers on future projects, total costs and potential debt costs. 3. LHS Science Classroom Space Mining - $150,,000 (Free Cash): While there is a long-term plan to renovate or replace the high school, there is an immediate need to provide sufficient space to educate students at current enrollment levels. It is projected that there will be insufficient Science lab space in FY2021 to support the science curriculum. This request will provide design and construction dollars to modify existing interior spaces over the Summer of 2020 to meet that need. Furnishings and equipment will be provided from the school operating budget. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-14 4. School Building Envelopes and Associated Systems - $239,,285 (Free Cash): The purpose of this ongoing capital request is to perform annual prioritized extraordinary repairs and modifications to school buildings and systems. Specifically, the FY2021 request will be used to address repairs of water and air infiltration issues of the gaskets, caulking, doors and windows at the Central Administration Building, and Bridge and Bowman Elementary Schools. 5. Municipal Building Envelopes and Associated Systems - $208,962 (Tax Levy): This ongoing capital request, originally approved for funding in the 2006 Proposition 21/2 Override, includes repair and replacement projects for the maintenance and upgrade of municipal buildings and systems. The FY2021 request seeks funding for implementation of extraordinary repairs on the Cary Memorial Building. The Town contracted with LDa Architecture to review the existing interior and exterior condition. This project will repair soffit and roofing issues as well as other building envelope issues. 6. Building Flooring Program - $125,,000 (Free Cash): Initiated in FY2011, this is an annual request for funds to be used for the replacement of flooring systems in municipal and school buildings. The FY2021 request will be used for hallway floors at Harrington Elementary School, and various locations at the Public Services Building. In FY2020, the Clarke middle school gym floor was re-poured, and a stairwell at the Diamond middle school was replaced. A project at the Town Office Building is planned for Spring 2020. The goal of this annual program is to ensure failing floor surfaces are replaced and are safe for all users. 7. School Paving and Sidewalk Program - $125,,000 (Free Cash): This capital request provides"as needed' replacement of sidewalks, bus loops and parking areas on school grounds. The FY2021 request will specifically fund sidewalk panel replacements and parking and roadway improvements at the Bridge and Bowman Elementary Schools which are currently in poor condition. Extraordinary repairs for school paving areas are necessary to maintain parking and pedestrian surfaces in a condition suitable for public safety and highlights the Safe Routes to School. S. Public Facilities Bid Documents - $100,000 (Free Cash): This is an annual request for funding of professional services to produce design development, construction documents and/or bid administration services for smaller projects in anticipation of requests for construction funding at town meeting that have a high probability of approval. This will ensure that both municipal and school projects can be completed in the then-current construction season, which is particularly important for the timely completion of school building projects given the short window between the end of school in June and the end of summer. 9. Public Facilities Mechanical/Electrical System Replacements - $84,,027 (General Fund Debt), $587,,973 (Free Cash): See detailed description under Table I: General Fund Debt. Municipal Projects 10.Parker Meadow Accessible Trail Construction - $551,026 (CPA): This request will fund construction of a universal accessible passive recreation trail system at Parker Meadow Conservation Area, a 17-acre parcel located near Lexington Center with access off the Minuteman Bikeway. Design funds were approved at 2014 Annual Town Meeting. 11.Daisy Wilson Meadow Restoration - $22,425 (CPA): This request is a continuation of the Conservation Commissions Meadow Preservation Program to preserve approximately 5 acres of meadow at the Daisy Wilson Meadow. The preservation will improve passive recreation opportunities, enhance wildlife and plant habitat, and create a renewed connection to Lexington's history through the recovery of stone walls and scenic vistas. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-15 12.Wright Farm Site Plan & Design - $69,fOOO (CPA): This request is for planning and design funds for Wright Farm. The project proposes to build on the existing planning that has been done for the Wright Farm barn property by engaging a consultant to develop a site access and design plan with cost estimates for conservation land access, parking and trail access. The barn is in process of being transferred to the Conservation Commission to be managed alongside the 12.6 acre Wright Farm Property. The Commission is currently engaged in long-term planning for the entire facility with the possibility of converting the barn into an environmental education center; possibilities exist to use the renovated space for events or to house the offices of local conservation organizations. 13.Tra nsportation Mitigation - $100,000 ($83,496 Free Cash, $16,504 Transportation Network Company Special Revenue Fund): This annual capital request is to support the ongoing work of the Transportation Safety Group (TSG). The TSG is staffed by the Planning, Engineering, School and Police Departments. Between FY2008 and FY2011, Town Meeting appropriated funds to collect data, perform analysis, review citizen requests and recommendations for various townwide transportation improvements in support of the Traffic Mitigation Group (dissolved in 2012 and later reconstituted as the TSG). Due to an increase in the number of citizen requests received in recent years, the TSG seeks to continue this funding for FY2021 and anticipates the need to be ongoing in order to ensure that transportation safety remains a critical part of Lexington's quality of life. The FY2021 funds are proposed for evaluation, engineering and construction of crosswalks and the installation of pedestrian-activated beacons at crosswalks, including locations on Crosby Road near the Hastings Elementary School. 14.Ambulance Replacement - $325,,000 (Free Cash): The Fire Department's ambulance replacement program attempts to rotate ambulances every three years. The new vehicle runs as the primary ambulance, moves to the secondary position and finally to mechanical back-up status. At the end of the nine-year rotation, the mechanical back-up vehicle has roughly 150,000 miles on it and completes more than 9,000 medical transports. This FY2021 request will fund the purchase of a new ambulance with the mechanical back-up ambulance being traded in. 15.Police Outdoor/Indoor Firing Range - Hartwell Avenue - $125,,000 (Free Cash): The Police Department is requesting funds to produce a schematic design for a firing range at the Hartwell Avenue Composting facility to replace the current outdoor range at the facility which is no longer adequate, and the indoor range which will not be rebuilt in the new Police Station. Given the importance of'use of force'training for police officers, there may be an opportunity for construction to be funded by state and/or federal grants. Availability of those grants may not be known until a more detailed design is available. Therefore, a request for construction funding will be delayed until FY2023 at the earliest to allow time for stakeholders to evaluate the grant potential and provide a comprehensive assessment to Town Meeting. 16.Pine Meadows Clubhouse Renovation - $100,,000 (Recreation Retained Earnings): This request is for design and engineering costs associated with renovation of the clubhouse at Pine Meadows Golf Club. The clubhouse was constructed prior to the Town's acquisition of the course in 1988, and is in need of a complete renovation. Work is anticipated to include renovating the main concourse area and the bathrooms, including plumbing and fixtures, replacing the roof, and making the building ADA-compliant. 17.Center Recreation Complex Bathrooms & Maintenance Building Renovation - $100f000 (Free Cash): This request is for design and engineering costs associated with renovation of the bathrooms and maintenance building at the Center Recreation Complex. The project will renovate the bathrooms, repair the plumbing system, and install new fixtures. In addition, the storage area currently used by DPW staff to maintain the athletic fields in the area, will be renovated to better support those efforts. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-16 18.Athletic Facility Lighting - $450.rOOO (CPA): This request is to complete the Athletic Facility Lighting project at the Gallagher Tennis Courts, Center basketball courts, and Town Pool Complex. Funding for this project was approved at the 2018 Annual Town Meeting and the scope called for the upgrades to be completed at these locations, as well as the Center #1 baseball field and Center #2 softball field. However, work was only completed at Center #1 and Center #2 since the bid came in over-budget. 19.Park and Playground Improvements - $95,rOOO (CPA): This request will update and replace playground equipment and install a bike rack at Sutherland Park. The proposed improvements will renovate and rehabilitate existing safety surfacing and equipment so that the site will be in compliance with the Consumer Product Safety Commission (CPSQ, the American Society for Testing and Materials (ASTM) and the American with Disabilities Act (ADA). Additionally, at the recommendation of the ADA Compliance Study that was completed in 2017, the surfacing tiles at the entrance of the playground will be reset, an accessible route to the dugouts at the baseball field will be created, and an accessible path will be extended from the existing asphalt path to the water fountain near the entrance of the park. 20.Park Improvements - Athletic Fields - $370,rOOO (CPA): This ongoing multi-year capital program is to address safety and playability concerns as well as provide adequate and safe field conditions. This program funds improvements to athletic fields, including renovations to natural turf, drainage, new irrigation systems, and site amenities including benches and backstops. The FY2021 funds will be used for such improvements to the Harrington Elementary School Field. Based on recommendations from a 2017 ADA Compliance Study, the gravel driveway from Lowell Street will be paved to provide more accessible parking and a formal entrance, an accessible route will be created from the school drive to the team areas, and the team areas will be renovated to provide more appropriate wheelchair space. In addition, new in-ground irrigation systems will be installed at the Bowman and Franklin School fields. If approved, renovations will begin in the Fall of 2020. 21.Park Improvements - Hard Court Resurfacing - $100,fOOO (CPA): This ongoing program provides funding for resurfacing, painting and striping the hard court surfaces at Recreation facilities. These facilities include neighborhood Basketball Courts, Center Track and Tennis Courts at the Center Complex, Clark Middle School, Adams Park and Valley Park. The FY2021 funding request will resurface, paint and re-stripe the Valley tennis courts, install a new bike rack and pave the parking area and stone dust path. These repairs of hard court surfaces will increase their quality and safety. 22.Pine Meadows Equipment - $80.,000 (Recreation Retained Earnings): This request will purchase a new fairway mower and a top dresser machine to replace existing equipment acquired in 2012 and 2001. The life expectancy of a fairway mower is 10 years and 15 years for a top dresser. The new equipment will ensure proper maintenance of the turf, improved pace of play, and superior playing conditions. 23.Athletic Fields Feasibility Study - $100,,000 (Free Cash): Funds for a feasibility study for 14 town-owned properties are requested. The study is intended to consider improvements to the properties that may include converting natural grass to synthetic turf, installing lighting, or reorienting existing fields. It is anticipated that the results would prioritize proposed improvements, which would serve as the basis for future capital requests. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-17 24.New Sidewalk Installations - $280,,000 (Free Cash): This request will fund construction of new sidewalks in two locations - 1) Westminster from Lowell Street to the Arlington Town Line, and 2) Massachusetts Avenue from Crosby Drive to approximately the Route 95 bridge, to accommodate access to Hastings School for direct abutters who no longer have rear yard access. Additional locations have been requested for future years, and may warrant having further discussions with policy makers on cost-sharing with property owners through betterment assessments. 25.Battle Green Master Plan - Phase 3 - $317,044 (CPA): The FY2021 request is for the final portion of a three phase Battle Green Master Plan implementation. Phases 1, 2 and half of Phase 3 have been funded with work scheduled for fall 2019 and spring 2020. Originally, full funding for Phase 3 was requested in FY2020, but CPA funding constraints caused a portion of the project to be deferred until FY2021. This final installment will address lights and the remaining pathway, monument and landscaping work. 26.Equipment Replacement - $1.368.r000 ($1,,038.,000 General Fund Debt, $275,,000 Compost Revolving Fund Debt & $55,,000 Water Retained Earnings): See detailed description under Table I - General Fund Debt. 27.Street Improvements - $3,706,703 ($2,634,,022 Tax Levy, $1,072,,681 Chapter 90 funding): This is an annual request for the street resurfacing and maintenance program. In addition to the $2,634,022 appropriated from the tax levy, $1,072,681 of Chapter 90 funds will be utilized. (Chapter 90 funding is based on Lexington's most recent allocation and on the current state allocation of $220 million statewide.) Funds will be used for design, inspections, planning, repair, patching, crack sealing and construction of roadways and roadway related infrastructure including repair and installation of sidewalks. A preliminary list of the streets to be repaired under this article is currently being developed. A pavement management system is utilized to assist in analyzing the road network and selecting roadways for repairs. This funding will allow for the proper improvements and repair of Lexington's streets and sidewalks, increasing their quality and safety. Street Improvements - Financing Components FY2021 2001 Override Increased by 2.5% per year $ 706,067 Maintenance of unallocated revenue from FY2012 Revenue Allocation Model $ 281,234 Maintenance of unallocated revenue from FY2013 Revenue Allocation Model $ 164,850 FY2014 Health Insurance Savings $1,100,0o0 Additional Tax Levy Funding $ 381,871 Estimated Chapter 90 Aid $1,072,681 Total $3,706,703 Without Chapter 90 $2,634,022 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-18 28.Storm Drainage Improvements and NPDES compliance - $385,000 (Free Cash): This is an annual request to replace and supplement existing drainage structures, issues typically uncovered during roadway related construction activity. Funds will also be used for continued compliance with the Environmental Protection Agency (EPA) Phase II regulations which help improve the water quality of Lexington's streams and ponds. Approximately $115,000 of this funding request is for compliance with the construction related portions of the National Pollutant Discharge and Elimination System (NPDES) minimum control measures as mandated by the EPA in the stormwater general permit. The increase is due to the release of the new permit that requires the Town to comply with additional requirements which include illicit discharge detection and elimination, best management practices (BMP), installation, and retrofits. The remaining $270,000 will be used to repair/replace drainage structures encountered during road construction, repair other drainage areas of concern in the Town and improve stormwater issues discovered during NPDES investigation work. Illicit discharge detection has been ongoing in the Vine Brook and Mill Brook areas where contamination has been identified. The pre-emptive repair of existing drainage structures will reduce damage to structures themselves, existing pavement, and private and public property. 29.Hydrant Replacement Program - $150,000 ($75,000 Free Cash &$75,,000 Water Retained Earnings): This is an ongoing replacement program designed to maintain the integrity of the fire protection system throughout town. Faulty hydrants need to be replaced to meet safety requirements. A list of hydrants needing replacement is generated each year during the annual inspection and flushing of hydrants by the Water and Fire Departments. Based on discussions between the two departments, the target goal is to replace approximately 60 hydrants per year at a cost of $2,500 per hydrant. The Town of Lexington has 1,500 fire hydrants in its fire protection system; a total of 67 hydrants were replaced in FY2019. 30.Townwide Signalization Improvements - $125.,000 (Free Cash): This is an annual request for funds to update traffic and pedestrian signals in Lexington. A signal inventory and compliance study has been completed, which includes ADA compliance, condition assessment, signal timing, delays and prioritization recommendations. Bid documents for the intersection of Massachusetts Avenue at Worthen Road are being prepared, with construction starting in 2020. This funding request will be used for improvements at either the intersection of Lowell Street at East Street or Lowell Street at North Street. The improvements will prevent equipment failure, improve traffic flow, decrease energy consumption and allow for proper accessibility. 31.Sanitary Sewer System Investigation and Improvements - $1,000,000 ($900f000 Wastewater Debt, $100,,000 Wastewater User Charges): See detailed description under Table III: Wastewater Fund Debt. 32.Water Distribution System Improvements - $2,200,000 ($2,,000,,000 Water Debt/MWRA Loan, $200,,000 Water User Charges): See detailed description under Table II: Water Fund Debt. 33.Municipal Technology Improvement Program - $100,000 (Free Cash): This FY2021 capital request is part of a multi-phase program to enhance the Town's network storage capabilities. Previous appropriations have funded the initial installation and subsequent expansion of server area network (SAN) equipment in the server rooms at both the Town Office Building and 201 Bedford Street. These appropriations also funded the purchase of necessary software to assist with file storage, archiving and discovery. The FY2021 request will expand data storage and management capacity and will expand data backup capacity to match the file storage growth. In addition to SAN needs, equipment will be purchased to assist with data transfer to Cloud services and Cloud backup and Disaster Recovery needs. The need for the equipment is driven by rapidly growing data sets and unstructured files due to email archiving requirements under State Public Records Laws. This capital will provide the ability to continue to support the Town's application and storage needs. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-19 34.Application Implementation - $325,000 (Free Cash): This capital project is for large application migrations and implementations. The FY2021 request covers a number of initiatives - 1) purchase site licensing for Microsoft Office 2019 to allow deferral of Microsoft Office 365 for a few years, 2) purchase additional Laserfiche licensing to enable adoption of workflow to eliminate paper processes, 3) replatform the Town of Lexington website to improve website capabilities and functionality, and 4) upgrade the Assessors database and application (called VISION) to the new version. 35.Phone Systems & Unified Communication - $150,,000 (Free Cash): The purpose of this multi- year capital funded project is to replace aging equipment or add new equipment to the Town's core voice and data network. The FY2021 capital request is for replacement of some end-of-life core equipment installed at the beginning of the Voice Over Internet Protocol (VOIP) project. In addition to the replacement of existing hardware, this request covers migration to the current license structure and current software licensing. 36.Lady of Lexington Painting Restoration - $9,000 (CPA): This request would restore the 1867 "Margaret Lady of Lexington" painting, by an unknown artist. The painting was gifted to the trustees of the Cary Memorial Building by Mr. Elwyn G. Preston, and has been on display inside the Cary Memorial Building since October 1928. The painting is in fair-poor condition, both aesthetically and structurally. If funded, restoration work is anticipated to commence in January 2021, with completion by June 2021. 37.Archives & Records Management/Records Conservation & Preservation - $20,000 (CPA): This is an ongoing request to fund the conservation and preservation of historic municipal documents and records and to make them available on the Town's digital archives. The FY2021 request will include selected Colonial Tax Warrants, an 1873 Tax Book, Police Department Journals from 1874-1909, and Valuation Books from 1916-1918. Significant progress has been made in preserving Lexington's historic documents but there remains a continuing need to preserve records from the early 1900s and make them accessible. It is projected that this will be a yearly request for treatment/digitization/ microfilming of records. The preservation and conservation of permanent records for archiving creates the basis for documenting Lexington's history for the future. Other CPA-Funded Projects 38.Vine Street Affordable Housing - $100,000 (CPA): The Lexington Housing Assistance Board (LexHAB) requests funds to design affordable housing at 116 Vine Street (Leary Farm) to include reviewing reuse of the Hosmer House at the site. The original purchase of the 14.2 acre parcel preserved the land for for conservation, and reserved a 30,000 square foot lot (0.7 acres) with frontage on Vine Street to create affordable housing. In May 2011, the Leary Property Community Housing Task Force final report recommended that five or six units of affordable housing be built in one or two structures with LexHAB as the developer. This request is the first of a three phase public construction project. Funding for phase 1 will be used to select a design team, meet with neighbors and stakeholders, and develop the project scope, budget and schedule. A recommendation will then be made for moving the project into Phase 2 construction documentation and Phase 3 construction. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-20 39.Farmview Supplemental #2 - $323.,097 (CPA): LexHAB is requesting supplemental funds to support completion of the Farmview Affordable Housing project. The first two rounds of bidding for this project did not result in a bid within budget. The project was bid for a third time in May 2019, and Triumph Modular, the sole bidder, proposed a base price of $2,928,202, which does not include four add-alternates for paving, rooftop solar, landscaping and appliances. In order to continue moving this project forward, LexHAB has stepped in with a proposal to complete the work. Along with the base contract of $2,928,202, they submitted a change order to substitute stone countertops with laminate, resulting in a reduction of $248,202, bringing the total contract price to $2,,680,000. After completion of the Triumph Modular contract mid-winter, LexHAB will manage the remainder of the work, including final paving, landscaping, appliances, and solar panel installation. This work will be completed in the spring and occupancy is anticipated summer of 2020. 40.Greeley Village Community Center Preservation - $130,000 (CPA): The Lexington Housing Authority (LHA) seeks funding for the preservation of the Greeley Village community building, a two- story wood and steel frame building that provides TV, Wi-Fi, and kitchen use for residents, as well as housing laundry units and an emergency generator. Both floors are wheelchair accessible, with an on- grade approach to a concrete apron around the building foundation and a ramp leading to an open balcony surrounding the second-floor meeting room. The project consists of replacing the windows and exterior doors as well as preserving the ramp, decking structures and the second level porch. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-21 Table Deferred FY2021 • • Proposed FY2022-FY2025 Capital Requests Ongoing Capital Programs-General Fund Deferred Dept. Project Name FY2021* FY2022 FY2023 FY2024 FY2025 Total Information Technology Phone Systems&Unified Communication $ - $ 100,000 $ 90,000 $ 80,000 $ 60,000 $ 330,000 Network Core Equipment Replacement $ - $ 80,000 $ 190,000 $ - $ 260,000 $ 530,000 Municipal Technology Improvement Program $ - $ 85,000 $ 100,000 $ 100,000 $ 100,000 $ 385,000 Network Redundancy&Improvement Plan $ - $ 330,000 $ 220,000 $ 110,000 $ 110,000 $ 770,000 Application Implementation 1$ - $ 150,000 $ 75,000 $ 75,000 $ 75,000 $ 375,000 111 675,000 • 111 605,000 $ 2,390,000 Land Use,Health and Development Transportation Mitigation 1$ - $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 400,000 100,000 100,000 100,000 100,000 400,000 Public Facilities Townwide Roofing Program $ - $ 200,934 $ 5,626,693 $ 2,177,880 $ 2,976,191 $ 10,981,698 School Building Envelopes and Associated Systems $ - $ 245,199 $ 251,400 $ 257,684 $ 264,127 $ 1,018,410 Municipal Building Envelopes and Associated Systems $ - $ 214,186 $ 219,540 $ 225,029 $ 230,655 $ 889,410 Building Flooring Program $ - $ 125,000 $ 125,000 $ 125,000 $ 125,000 $ 500,000 School Paving and Sidewalk Program $ - $ 125,000 $ 125,000 $ 125,000 $ 125,000 $ 500,000 Public Facilities Bid Documents $ - $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 400,000 Public Facilities Mechanical/Electrical System Replacements $ - $ 728,000 $ 788,500 $ 850,000 $ 919,706 $ 3,286,206 Public Works Equipment Replacement $ - $ 1,315,000 $ 1,432,000 $ 1,260,000 $ 1,205,000 $ 5,212,000 Street Improvements $ - $ 2,651,674 $ 2,669,767 $ 2,688,312 $ 2,707,321 $ 10,717,074 Hydrant Replacement Program $ - $ 150,000 $ 150,000 $ 150,000 $ 150,000 $ 600,000 Sidewalk Improvement $ - $ 800,000 $ 800,000 $ 800,000 $ 800,000 $ 3,200,000 Townwide Signalization Improvements $ - $ 125,000 $ 50,000 $ 55,000 $ - $ 230,000 Storm Drainage Improvements and NPDES compliance $ - $ 385,000 $ 385,000 $ 385,000 $ 385,000 $ 1,540,000 Comprehensive Watershed Stormwater Management Study $ - $ 390,000 $ 390,000 $ 390,000 $ 390,000 $ 1,560,000 and Implementation Townwide Culvert Replacement is -j$ 390,000 j$ 390,000 j$ 390,000 $ 390,000 j$ 1,560,000 *Potential . .from Stormwater ..- 6,206,674 $ 6,266,767 $ 6,118,312 $ 6124,619,074 Schools LPS Technology Capital Request 1$ - $ 1,177,046 1 $1,335,186 1$ 1,397,810 1$ 1,297,846 1$ 5,207,888 146 $ 1,335,186 $ 1,397,810 $ 1,297,846 $ 5,207,888 Total Capital Programs-General Fund $ $ 9,967,039 • • 12,770,846 i 50,192,686 Ongoing Capital Programs-Enterprise Funds Deferred Dept. Project Name FY2021* FY2022 FY2023 FY2024 FY2025 Total Public Works Sanitary Sewer System Investigation and Improvements $ - $ 1,000,000 $ 1,000,000 $ 1,000,000 $ 1,000,000 $ 4,000,000 Pump Station Upgrades $ - $ 298,000 $ 50,000 $ - $ - $ 348,000 Water Distribution System Improvements $ - $ 2,200,000 $ 2,200,000 $ 2,530,000 $ 3,040,000 $ 9,970,000 498 111 31250,000 530,000 141 111 $ 14,318,000 Recreation&Community Programs Pine Meadows Improvements $ - $ - $ 60,000 $ - $ 100,000 $ 160,000 Pine Meadows Equipment $ - $ - $ 75,000 $ 75,000 $ 50,000 $ 200,000 111 111 1 111 360,000 Total .• •• - • • 3,498,000 $ 3,385,000 3,605,000 $ 4,190,000 14,678,000 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-22 Table Deferred FY2021 • • Proposed FY2022-FY2025 Capital Requests Ongoing and One-Time Capital Projects-CPA Fund Deferred Dept. Project Name FY2021* FY2022 FY2023 FY2024 FY2025 Total Land Use,Health& Willard's Woods Site Improvements $ - $ 597,114 $ - $ - $ - $ 597,114 Development West Farm Meadow Preservation $ - $ 22,425 $ - $ - $ - $ 22,425 Park and Playground Improvements $ - $ 105,000 $ 70,000 $ 95,000 $ 755,000 $ 1,025,000 Park Improvements-Athletic Fields $ - $ 128,750 $ 195,000 $ 200,000 $ - $ 523,750 Recreation&Community Park Improvements-Hard Court $ - $ - $ 1,730,000 $ - $ - $ 1,730,000 Programs Resurfacing Outdoor Pickleball Court Construction $ - $ - $ - $ 100,000 $ - $ 100,000 Cricket Field Construction $ - $ - $ - $ 200,000 $ - $ 200,000 Archives&Records Management/Records Town Clerk Conservation&Preservation $ - $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 80,000 Total Capital •- • '1 $ 873,289 2,015,000 615,000 111 $ 4,278,289 One-Time Capital Projects-General Fund Deferred Dept. Project Name FY2021* FY2022 FY2023 FY2024 FY2025 Total Fire Ambulance Replacement $ - $ - $ - $ 325,000 $ - $ 325,000 Replace 2004 Pumper $ - $ - $ 625,000 $ - $ - $ 625,000 Library Cary Library Children's Room Renovation $ - $ 5,750,000 $ - $ - $ - $ 5,750,000 Project Police Police Outdoor/Indoor Firing Range- $ - $ - $ 4,900,000 $ - $ - $ 4,900,000 Hartwell Avenue Public Facilities Lexington High School Feasibility $ - $ 1,825,000 $ - $ - $ - $ 1,825,000 LHS Science Classroom Space Mining $ - $ - $ 200,000 $ - $ - $ 200,000 Municipal Parking Lot improvements $ - $ 40,000 $ 480,000 $ - $ - $ 520,000 Hartwell Avenue Compost Site $ - $ 200,000 $ - $ - $ - $ 200,000 Improvements Public Works Battle Green Streetscape Improvements $ - $ 3,000,000 $ - $ - $ - $ 3,000,000 Public Parking Lot Improvement Program $ - $ 100,000 $ 500,000 $ 500,000 $ - $ 1,100,000 Bedford and Hartwell Ave Long Range $ - $ - $ - $ 1,580,000 $ - $ 1,580,000 Transportation improvements New Sidewalk Installations $ - $ 650,000 $ 940,000 $ - $ 3,250,000 $ 4,840,000 Community Center Campus Expansion $ - $ - $ 250,000 $ 210,000 $22,550,000 $ 23,010,000 Pine Meadows Clubhouse Renovation $ - $ 950,000 $ - $ - $ - $ 950,000 Recreation&Community p Programs Lincoln Park Field Improvements $ - $ - $ - $ - $ 1,200,000 $ 1,200,000 Center Recreation Complex Bathrooms& $ - $ 750,000 $ - $ - $ - $ 750,000 Maintenance Building Renovation • 111 7,895,000 $ 2,615,000 111111 50,775,000 Capital Project Parking Lot-Not Likely to be Funded Deferred Dept. Project Name FY2021* FY2022 FY2023 FY2024 FY2025 Total Land Use Parking Lot Consolidation and Repaving $ 105,000 $ 1,500,000 $ - $ - $ - $ 1,605,000 Cemetery Projects $ - $ 413,250 $ - $ - $ - $ 413,250 Public Works Street Acceptance $ - $ - $ - $ - $ - $ - Public Grounds Irrigation Improvements $ - $ - $ - $ 200,000 $ - $ 200,000 Staging for Special Events $ 55,000 $ - $ - $ - $ - $ 55,000 160,000 • 1 200,000 $ $ 2,273,250 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 XI-23 This Page Intentionally Left Blank. u � , s �.... �� 11 A ?eIIIIIIIIIIIIII i °°� IIIIIIIIIIIIII iiiiiiiiiiiiiiii lec "I" ......... iz , 1 W M1 T, �..zu /Mr 4, Appendix A: Program Improvement Requests "zZ, Shared and Municipal Programs 2000 - 8000 ;,X I N,,bv 6 FY2021 Recommended Budget: Program Improvements Program Improvement Request Summary Department Not Program Requests Recommended Recommended General Fund Public Facilities $ 226,876 $ 102,645 $ 1241231 Public Works $ 115,063 $ 31,563 $ 83,500 Police $ 1171527 $ 15,836 $ 101,691 Fire $ 104,524 $ $ 104,524 Library $ 76,088 $ 65,541 $ 10,547 Human Services $ 259,855 $ 67,910 $ 191,945 Land Use, Health and Development $ 117,776 $ 112,776 $ 5,000 Town Manager's Office $ 31,366 $ 31,366 $ Miscellaneous Boards and Committees $ 2,010 $ $ 2,010 Information Technology $ 95,630 $ $ 95,630 Total General Fund Requests $ 1,146,716 $ 427,637 $ 719,078 Non-General Fund Recreation $ 48,333 $ 48,333 $ Total Non-General Fund $ 48,333 $ 48,333 $ Combined Requests Total $ 1,195,049 $ 475,970 $ 719,078 FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 A-1 lepaa:tau nt 1 'itest Rr w W 1 I E.F NX.D " ' r u s�� a M1n u J •/' !�,� �' ��,1"1 1 i�'"� I�I�sly',.� `��"I,t�,� t�'d ��, I1�1���.u�� Nt „ I atio �1� ? t � t� 'I,rr 11 II 1 - � F' it ' ,1 ;' "ryTy _ " ry"�6�',M1��� ��1�Yy® 112 1 "Ili�951�I!, i�IM'.i'�iii 'III __1 �I b 23 201103 -H l G1ilr l i 1 12,0010 y � _S r 00 330 .-RibE � � PL r NI t 1 - 1 w _ 1 Y 1 � � - � � uR. d �� i: — WLh G nxk L ° 0 700110 w4 0010 Total Pubhk, ,P,SOO S ,13,7 5' S,063 S 31,43 83 Poi ompe smi , F ense Benefits Tot'ai Iecioi I /e Ied., , r1 41 -Ds tch Lea, L�l ��tr nr 1 1 �� 1 _ _ I�11 -�F'ohc� , �� �� �s ti - ��'�� � L���°� 1 � r � - � �1 _ I„� ��, - I.�, , .� I ;d 7.- II r.+h'Y ,n ,n �'741 412 ��_,�P �,LkEnforcement, P" 'LA Officer Tmmffic E r l t I 7�,� 42�1"� ,y1 i� 15,3199�} ��q���v� L yp 1 fi��9W'1 _R 1 q ,p� NII'L�"Y.II�i fR.All WWii"1NLi"ISiiif ° �YWd°i�Yi°1 I it ii^,�:I'R.W'IY �� L III.��PII.IL�'�" 'ilS i�4'�I r�IIL'y��Y �Il u�"YLN LP iii ii ��i r•:P�JIL" Fire Compem s ti , uses Benefit's Total Recap ne deb - - _ �r ,r, Lem . d. .R Pr " ' I� , , ,1 2 2 .a� �, ,7 11.�1��-Firs ns �°� � � . � II I, �,,. �I .� W Y 00 4 1 -F r tr cktT F,ir ° '° - 7 - $ 45,7514 . n 412 1 -Fig tr don, AE Tezrain Velikl u - � ; r - ." , �� L ti�iiinlf, "lom ll alion, F I'i� T t� �� II�,In.,ende N I °oir � '� ,i��i 2 ,,u m���,m Incr. 1 ,, ' If rvmmu, r�l „+W f4�� ,��n, J Ilr „_. Pr' _ ;A` 1.9171541 �u a �, 1,L. - �lr�lt I 1 �I�I r� :Ir.Llik�rs�,' � �� -�� � l�r���� �r 1. „� �' ', ��� ,, �1 1 -1 1' ruice M ate f catW . �' Budget - 4700 - ,�1 ,,,5 12 0-Adidt Il - 1 0- dt i-I r,r, L � . .l P"T� l t .aI��� 1 ;;® - 1„1 1 :� - :15,47 ,W,6.5'i 46,000 S 431010818, "S 6I III III>4,, 1 °911��"ll��. �e1�4'a�'`�"is, ,r ��n� t �, Ew L; �°��s1" R1�' °,� ��"� I���'� 1:�°I�,�'�� L, ol'nY "n-ded. 6 10-�'r �� , e °�, FI,L_,�° , Tsui ,r ado -„ �, 1. � - - � 1�, 1 1 1 ' �� - 62 1 - "r s 11 r r ° F i t T it SwicPlitiotsF2 21 - 70 , 7 7 � 710100 r 'aTurr�r.s �, 21,068 5. �r r 6 IT5 $ 36,945L i � i}II'�A i��i.�LL"��d4' AA,"'•"• "IL Il .�•y"l 'Ie'L'I' ' W•dMl"II a 0 14,13113 GY _r i �M .. ii? � �P 4R- ' 11 L Y "„ , U .ul ii b n �� 1� � F �����' ���ItN � t�i 1� �� � �r� , �I�°1�11�n11 :1 1 -'Healtdi, mail'I'lel Agent 601,7000 $ 1I87110C f $ 15,11-76 S 5,77776 51171,776 - P �1 -.Econ c v,,el , nt: Gener Fun �a rt�o %Sit i, �c. rt �� � �1�,� � - �� �1.���I 1 �1.1� �� - -L.,mid I�_ ] r1� ,Lit - _ Sa 9.0,00 t ACROSS ,g °as° L. , eou s: � �° I�W� � r.��rlI tt���v r�1 en;��di on, Expenses ' ll l�l it's Total al r i � �� � _ � -omm I ed�, `e1e r t fi r sae M1 r _ 27 1 - 21,E 1 . 1,L I. Wi"k 4u° �iC/. ����lruTr n�w3u ��1�, ,,. �rr�= ,01 d II1 _up1y1 Lple 18220- �7��yry��''y n,.Re o narce P' ."� 1 i�tLl' 3 „ 1 8 1 3 1, M1 1�?u�kSLW,1LL iLL 12TM �'ro� Lf �— " '�� " � IItw M l• �nagR 1111 r �` 6 I y II ' rl�Nlll°II W ti,I: Compensation F t�l.Tec 1 Ii �e� l,, Recommended, Not Recol m.eun 18600 �� w :, ' � ��r. ,Igm��ieY'q��1��®��I �,u �P!R�, €f 4 n —1,1,�; ���� ru u n Ir"r� ,d r „N _,: I, r' I� "-y -hifo l l h r L WH'F ;,�r,t r „�1 .W0 S, 1 ,_ r y fro -rcFl .71—kLII F 1 1 1, � ' 1 ' I� 1111�11 . ND 2 -] ti a�l l „ tTSS ,33,3 a 48,1333 , ._ .e . Re r b"�ou P ,L li ? I To' l t p y �3 Yblerre- on , 3, 09 L ^ WToTAL-NONLGEN;ERALFUND I ' 5�',3,l3 ' 48,333 481333,qp FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 A-2 This Page Intentionally Left Blank. 0, 1111 � IfIVf� Vx f rin• IV �V IIAPOII I 19 y. 1 0 iiiiiiiiiii IIIIIIIIIIIIII w y wm c" Glossary ABATEMENT - An Abatement is a reduction of a tax liability. The Board of Assessors grants abatements for real estate and personal property taxes in cases where an individual's assessed valuation is determined to be in excess of fair market value. ACCRUAL BASIS FOR ACCOUNTING - A method of accounting that recognizes revenue when earned, rather than when collected, and recognizes expenses when incurred, rather than when paid. In Massachusetts, cities and towns must use this basis of accounting for the audited financial statements of Enterprise funds. (Also see Modified Accrual Basis of Accounting). APPROPRIATION - An authorization granted by the Town Meeting to make expenditures and to incur obligations for specific purposes. Appropriations for any expenditure specify dollar amounts, funding sources, and a period of time within which the funds must be spent. Any funds not expended within the specified time (usually one fiscal year) revert to the Unreserved Fund Balance. APPROPRIATED BUDGET - As used in fund summaries and department summaries within the budget document, represents the current year budget as originally adopted by Town Meeting. It does not include prior year encumbrances. ARTICLE - An article or item on the Town Warrant. There are four standard financial articles that appear in the Warrant every year: the Operating Budget Article; an Article for""Supplementary Appropriations for the Current Fiscal Year" (the current fiscal year is the one that was appropriated at the previous year's Town Meeting); an Article for Prior Years' Unpaid Bills; and an Article for supplementary appropriations for previously authorized capital improvement projects. ""New"capital project requests and other special items generally appear as individual articles without a predetermined order. ARTICLE TRANSFERS - Projects from previous year Town Meeting article appropriations occasionally have unexpended balances not required once the project is complete. The unexpended balance becomes available for future Town Meeting appropriation. ASSESSED VALUATION - The valuation of real estate or other property determined by the Town Assessor for tax levying purposes. The Commonwealth certifies the values and methodology in determining values every three years. ASSETS - Property, plant and equipment owned by the Town. AUDIT - An examination of the town's financial systems, procedures, and data by a certified public accountant (independent auditor), and a report on the fairness of financial statements and on local compliance with statues and regulations. The audit serves as a valuable management tool for evaluation of the fiscal performance of a community. BUDGETARY FUND BALANCE (also FREE CASH) - Remaining, unrestricted funds from operations of the previous fiscal year including unexpended free cash from the previous year, actual receipts in excess of revenue estimates shown on the tax recapitulation sheet, and unspent amounts in budget line-items. Unpaid property taxes and certain deficits reduce the amount that can be certified as free cash. The calculation of free cash is based on the balance sheet as of June 30, which is submitted by the Comptroller. Free cash is not available for appropriation until certified by the Director of Accounts at the Department of Revenue. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 B-1 BOND - A written promise to pay a specified sum of money - called the face value or principal amount - at a specified date in the future, called the maturity date(s), together with periodic interest at a specified rate. The difference between notes, usually one year or two years in length, and a bond is that the latter runs for a longer period of time. State statute and the Board of Selectmen establish the length of a bond repayment. BOND ANTICIPATION NOTE (BAN or Note) - A temporary note issued for no more than one or two years. This is commonly used to defer the initial pay down of debt or to accommodate reimbursement for borrowed notes from a private source or other governmental entity. BUDGET - A plan of financial operation embodying an estimate of proposed expenditures for a given period with proposed means of financing. Lexington's budget is a financial plan that is established for a single fiscal year that begins on July 1 and ends on June 30. BUDGET MESSAGE (Town Manager's Transmittal Letter) - The opening section of the budget that provides the Board of Selectmen, Town Meeting Members, and the general public with a general summary of the most important aspects of the budget, changes from the current and previous fiscal years, and the recommendations of the Town Manager. CAPITAL EXPENDITURE - A major, non-recurring expenditure involving land acquisition, construction or major rehabilitation of a facility, or purchase of equipment costing $25,000 or more with a useful life of five years or more. CAPITAL IMPROVEMENT PROGRAM (CIP) - A financial planning and management tool that identifies public facility and equipment requirements, presents these requirements in order of priority, and schedules them for funding and implementation. CEMETERY FUND - See Special Revenue Fund. CHAPTER 90 - Massachusetts General Laws Chapter 90, Section 34 authorizes the Commonwealth to allocate funds to municipalities through the Transportation Bond Issue for highway construction, preservation and improvement projects that create or extend the life of capital facilities. Routine maintenance operations such as pothole filling and snow and ice removal are not covered. The formula for determining the Chapter 90 level of funding is based on a municipality's miles of public ways, population and level of employment. Municipalities receive Chapter 90 funds on pre-approved projects on a reimbursement basis. CHERRY SHEET - The State allocates a portion of generated revenue to municipalities each year for education and general governmental expenditures. The amount of state aid each community will receive is itemized in a financial statement printed on cherry colored paper (thus the name). The amount of reimbursement is a function of the State budget. Towns usually receive notification in late summer, subsequent to the beginning of the fiscal year. COMMUNITY PRESERVATION ACT (CPA) - A local acceptance statute approved by Lexington voters in 2006. The purpose of the CPA is to fund open space, affordable housing, historic preservation and recreation projects that meet the eligibility criteria of the Act. Funding for projects comes from an annual property tax surcharge of up to three percent, which is the percentage adopted in Lexington. The local surcharge is matched by State funds collected as part of the deeds excise tax. The matching funds have ranged from 100% in 2006 to 17.8% in 2017. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 B-2 COMMUNITY PRESERVATION COMMITTEE (CPC) - This nine-member appointed Committee reviews projects and determines their eligibility under the CPA. Projects that are approved by the Committee are then recommended to Town Meeting, which has the final vote on appropriating funds for each project. Members of the CPC are appointed by the Board of Selectmen (3), Planning Board, Conservation Commission, Recreation Committee, Housing Authority, Housing Partnership and Historical Commission. COMPETITIVE BIDDING PROCESS - The process following State law requiring that for purchases of $50,,000 or more a Town must advertise, solicit and publicly open sealed bids from prospective vendors. After a review period, the Town Manager then awards a contract to the successful bidder. CONTINUING BALANCE ACCOUNTS - At the end of a fiscal year, any unexpended balance in a continuing balance account carries forward to the next year as a type of reserve against future liabilities related to the account. Massachusetts General Laws provides for a number of continuing balance accounts including those for: workers compensation claims, property and liability uninsured losses, and unemployment compensation claims. A continuing balance account is also typically used to fund compensated absence liabilities, facility repair accounts and equipment replacement accounts. DEBT EXCLUSION - The amount of taxes assessed in excess of the Proposition 21/2 levy limit for the payment of debt service costs, subject to a popular referendum. Two-thirds of the Selectmen and a majority of citizens voting must approve the exclusion. These funds are raised to retire the debt service for the project. They are not added to the tax levy limit for the following fiscal year. DEBT SERVICE - Payment of interest and principal on an obligation resulting from the issuance of bonds. DEPARTMENT - A division of the Town that has overall management responsibility for an operation or group of related operations within a functional area. DEPRECIATION - 1) Expiration in the service life of capital assets attributable to wear and tear, deterioration, and inadequacy of obsolescence. 2) That portion of the cost of a capital asset that is charged as an expense during a particular period. Depreciation is based on historic costs, not replacement value. EFFICIENCY MEASURES - Indicate how well resources are being used. They include cost-per-unit and productivity indicators. ELEMENT - The smallest unit of budgetary accountability, which encompasses specific and distinguishable lines of work performed for the purpose of accomplishing a function for which the Town is responsible. ENCUMBRANCE - To encumber funds means to set aside or commit funds for a future expenditure. Encumbrances include obligations in the form of purchase orders, contracts or salary commitments, which are chargeable to an appropriation and for which a part of the appropriation is reserved. ENTERPRISE FUND - An account supported by user fees for a specific service that the Town operates as a separate "business" (e.g. Water, Sewer, Recreation). Enterprise funds do not depend on taxes for operating revenue as user fee revenue and expenses are balanced over the long run. Budgeting for all Enterprise Funds is done on a Generally Accepted Accounting Practices (GAAP) basis. EXPENDITURE - Decrease in net financial resources for the purpose of acquiring and providing goods and services. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 B-3 EXPENSES - Outflows or other using up of assets or incurring of liabilities during a period from delivering or producing goods, rendering services or carrying out other activities that constitute the entity's ongoing major or central operations. Expenses consist of the following objects of expenditure: Utilities, Supplies and Materials, Contractual Services, and Equipment. FINES & FORFEITURES - Revenue collected from court fines, penalty charges for overdue taxes along with non-criminal fines are included in this category. FREE CASH - see Budgetary Fund Balance. FUND BALANCE - The excess of assets over liabilities. FUNDING SOURCE - The specifically identified funds allocated to meet budget requirements/expenses. GENERAL FUND - Revenues derived from the tax levy, state aid, local receipts and available funds are considered General Fund revenues. The General Fund is distinguished from Enterprise Funds and Special Revenue Funds. GFOA - Government Finance Officers Association of the United States and Canada. The GFOA is a professional organization of governmental finance officers. GRANT - A contribution by one government unit or outside agency to another governmental unit. The contribution is usually made for a specific purpose but is sometimes for general purposes. INVESTMENT INCOME - The Town earns interest on cash held in savings accounts and invested in short-term securities. The investment goal is to ensure that all funds are invested in short-term, risk- averse investments. The Treasurer is very restricted as to the instruments in which investments can be made. The amount of investment income is a function of the amount of funds invested and the interest rate. LIABILITY - Debt or other legal obligation which must be paid, renewed or refunded at some future date, but does not include encumbrances. LOCAL RECEIPTS - A category of revenue sources including school department charges for services, investment income, fines and forfeitures, building permits and excise taxes. These revenues are not considered part of the Proposition 21/2 Tax Levy. MODIFIED ACCRUAL BASIS FOR ACCOUNTING - A method of accounting that recognizes revenue when it is actually received and recognizes expenditures when a commitment is made. In Massachusetts, cities and towns must use this basis for accounting for the general government. MOTOR VEHICLE EXCISE - All Massachusetts vehicle owners who have their vehicle(s) registered in the State of Massachusetts pay an annual motor vehicle excise tax to the city or town in which they reside. The Registry of Motor Vehicles creates a listing of all vehicles registered in Lexington and the book value assigned to each vehicle. The Town uses this information to bill all owners an annual tax equal to 2 1/2 percent or $25 for each $1,000 of the vehicle's value. MWRA - Massachusetts Water Resources Authority, from which the Town purchases water at a wholesale rate in the form of annual assessments to the Water and Wastewater (Sewer) departments. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 B-4 OPEB - Other Post-Employment Benefits refer to the Town's requirement to provide health, dental and life insurance benefits to qualified retirees. Over the next 30 years, the Town's OPEB liability is approximately $200 million. In recent years, the Town has begun to fund an OPEB Trust Fund for the purpose of reducing the liability. OPERATING BUDGET - The portion of the budget that pertains to daily operations, which provide basic services for the fiscal year. The operating budget contains appropriations for such expenditures as personnel, supplies, utilities, materials, travel, and fuel and the proposed means of financing them. OPERATING EXPENDITURE - An ongoing or recurring cost of performing a function or providing a service. Operating expenditures include personal services, supplies and materials, utilities, contractual services, minor equipment, and debt service. OPERATING OVERRIDE - An action taken by the voters of the town to exceed the limit placed on tax revenue growth by the State tax limitation law known as Proposition 21/2. The tax levy limit can be exceeded only if a majority of residents voting approve an override. This sum is then added to the base levy for the next fiscal year and becomes a permanent addition to the tax levy limit. OTHER EXCISE (Hotel/Motel, Meals and Jet Fuel) - Lexington hotels and motels charge an 11.7% room tax to guests, which includes a 6% local option. Lexington restaurants collect a 7.0% sales tax, which includes a 0.75% local option. A portion of the jet fuel tax collected at Hanscom airport is distributed to Lexington. These revenues are collected by the Department of Revenue and distributed to the Town of Lexington on a quarterly basis. (See page II-3 of the Revenue Section). OTHER FEES AND CHARGES - Revenue is received from fees or charges by the Inspectional Services, Engineering and Planning Departments, and the Department of Public Works. Also included in this category are collections from ambulance fees, municipal liens, and building rentals. OVERLAY - The amount reserved for funding property tax abatements and exemptions granted by the Board of Assessors. PARKING METER FUNDS - Revenue from town parking meters and parking lot permits are deposited into the Parking Fund. This fund helps offset the costs of Police Department personal services, parking lot maintenance costs, and Department of Public Works expenses directly related to parking lot maintenance. PERFORMANCE MEASURES - Specific quantitative and qualitative measures of work performed as an objective of the department. Performance Measurement Systems are generally comprised of the following indicators: workload measures, efficiency measures and outcome measures. PERSONAL SERVICES - A line on the program, subprogram and element sheets which refers to the total of the following objects of expenditure: Wages, Overtime, and Other Compensation. PROGRAM - A group of related activities performed by one or more organizational units for the purpose of accomplishing a function for which the Town is responsible. PROPOSITION 21/2 - A tax limitation measure passed by Massachusetts voters in 1980 which limits the growth of the total property tax levy to 2.5% per year. In other words, the total revenue allowed to be raised through real estate and personal property taxes cannot increase by more than 2.5% from one fiscal year to the next. New construction values are in addition to this limit. Two provisions within Proposition 21/2 allow the citizens of a community by popular vote to authorize the Town to raise taxes above the tax levy limit: an operating override or a debt exclusion. (See page B-9 of Appendix B for an Override H istory.) FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 B-5 RECREATION FEES - Users of Town recreational facilities and teams participating in Town sponsored sports pay fees for these services. Revenue collected from these fees covers the costs of maintaining facilities, providing coaches and referees, and recreation program management, as well as some Recreation related capital improvements. These recreation programs are managed through a Recreation Enterprise Fund. RESERVE FUND - An amount set aside annually within the budget of a city or town to provide a funding source for "extraordinary and unforeseen" expenditures. In a town, the Finance (or Appropriation) Committee can authorize transfers from this fund. RETAINED EARNINGS - The equity account reflecting the accumulated earnings of the enterprise funds. REVENUE - Budgetary resources. The various revenues the Town receives are listed in the Revenue Summary in the Budget Overview section. MASSACHUSETTS SCHOOL BUILDING AUTHORITY (MSBA) - A program of the Commonwealth of Massachusetts for the purpose of assisting municipalities in the reconstruction and renewal of its public schools. SCHOOL REVENUE - Revenue received by Lexington Public Schools from athletic fees, as well as applicable bus transportation fees. SENIOR MANAGEMENT TEAM - A group of top managers including department heads from eleven departments and the Town Manager's Office. SEWER&WATER CHARGES - The Town operates Water and Sewer Enterprise Funds to manage these municipal operations. Users of sewer and water services provided by the Town pay charges depending upon metered usage. Revenue received from charges for sewer and water services is used to fully support the costs of utility operations, such as Massachusetts Water Resources Authority (MWRA) assessments, debt service obligations, personal service costs, and capital projects. Charges for services are based on a three-tier block rate structure corresponding to usage. Charges rise as usage increases. The Town pays the MWRA assessments to supply water and dispose of Town sewage. SPECIAL REVENUE FUND - A group of accounts that are funded by revenues from other sources such as the Parking, Cemetery, and Public Education Government (PEG) Access Funds. STABILIZATION FUND - Massachusetts General Law Ch.40, Sec. 5B, allows a municipality to appropriate in any year an amount not exceeding ten percent of the amount raised in the preceding fiscal year; the aggregate amount in the fund shall not exceed ten percent of the equalized valuation of the municipality. The treasurer shall be custodian of the fund and may invest the proceeds legally; any interest earned shall remain with the fund. Money from the Stabilization Fund may be appropriated for any lawful purpose by two-thirds vote of Town Meeting. In addition to the General Stabilization Fund, the town has stabilization funds for specific purposes, including the Transportation Demand Management Fund, Traffic Mitigation Fund, Special Education Fund, and the Capital Projects Fund. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 B-6 TAX LEVY - The total amount to be raised through real estate and personal property taxes. Lexington property owners pay taxes to the Town based on the assessed value of their real and/or personal property. Each year the Board of Selectmen conducts a tax classification hearing to determine a tax rate. The Town Assessor makes adjustments to real estate values in order to properly reflect fair market value. In addition to real estate, businesses may also pay a personal property tax (set at the commercial rate) based on the value of their professional equipment, furniture and fixtures. The amount of taxes a property owner pays is determined by multiplying the applicable tax rate by the valuation. For example, if the tax rate is $10 and a property's assessed value is $100,,000, the property owner will pay $10 times 100 ($100,00011,000). or $1,000. Tax levy revenues are the largest source of funding for the Town. TAX LEVY LIMIT - The maximum amount that can be raised by a municipality within Proposition 21/2. TAX RATE - The amount of tax levied for each $1,000 of assessed valuation. USER FEES - Fees paid for direct receipt of a public service by the user or beneficiary of the service. FY2021 Town Manager's Preliminary Recommended Budget January 13, 2020 B-7 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Recap of Budget Summit IIA PRESENTER: ITEM NUMBER: Town Manager/Board Discussion I.7 SUMMARY: The Board will discuss areas of concern raised at the December 19, 2019 Summit IIA. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/13/2020 8:25pm AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: 2020 Annual Town Meeting PRESENTER: ITEM Kelly Axtell; Grace Yang/Kaveesh NUMBER: Pathak; Richard Neumeier; Varda Haimo; Board Discussion I'g SUMMARY: Grace Yang and Kaveesh Pathak will present the 2020 Annual Town Meeting Warrant citizen article - Declare Climate Emergency- Resolution. Richard Neumeier will present his 2020 Annual Town Meeting Warrant citizen article - Reduce Legal Expenses. Information related to the five-year total spending on legal from our Finance Department and last 12 month detailed legal expenses from the Town Manager are attached. Varda Haimo will present her 2020 Annual Town Meeting Warrant citizen article-Amend General Bylaws: Noise Control. Board will continue general discussion on potential Town Meeting Articles and the draft Warrant. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/13/2020 8:40pm ATTACHMENTS: Description Type F) Citiy n.Petition ResolUtion.Declancilion of'Clirrrafe ency Rackup.material F) fresenfa,fion. Clifizv.n.Article Rt,,solijt.iori..I.')eclai,.-,e 1.3ackup Materi�al F) Presentation. Cifiyen.Afticle Reduce I egal.Dpenses 13ackup Material F) 5 Y ar legal fiees (..(.)ver Merno F) I ast 1.2 Month I A-..�gal 1XIIA,lil ('.."bver Memo F) Citiz n.Petition ArrKend,(1,.,menil I...-3y]a,ws-Noise(,'0.nfrol 1.3cackup Material F) Presentation Citizeni Article Amemd era].1 iylaws.Noise Cbnfrol Rackup.material F) 20.20 A."[W11 DR.A.171.7 WA.RRA.N"I., C.Iover MIlerrio TOWN OF LEXINGTON R� E C E I Vfij)ionfor Inserting An Article in the Town Meeting Warrant) we Aef Eps:� red voters of the Town Of Lexington do hereby petition the Board of Se 0 ins r the owing article in the warrant for 1'0`vY il C L (Insert Date) Annual Town Meeting. LEXINGTO ARTICLE (Insert the exact wording in the space below.) -Tc? �seo, Ti��n w"M a- l)p-t A re,�;o)v -fion enc�or��l �� � � �� ry i0n 0 T-) 61 r Gkr, -� t%RqvM e.)IZV ................. re a,h, 031r�- c loom= Name Address Precinct (Signature&Print Name) If A I z/-`llllllk 0 41t4l)*(4 r 4 YaT co, 'Sill 2 P/W rip 3 4 CA5 t� 4,5,v 1,5 ;, "A 6 7 8 0-1 ti-e \1 9 Y 2 516 V\ rz, !+A iz- h o-).-,qzV 6 7- 11Nq 10 4A Pay Ke e,�q e Qlt4 -tto 96 R M000- C040(� YN4L6 >z t- 12 ne C P-'e 0 of 2�p tc-Y, PA 0 o,- ' 0 ( V 13 7 ;V a, ex 14 1,R N L) '00 15 We certify that signatures checked are names of qualified voters from the Town of Lexington. BOARD OF REGISTRARS: Dec-18 O � N O N � � � o0 0 � � N � O � � cal w o ct w U � p O O � O O 4) � N � U �>, -C� � U O 4-4 bA [� ct ct ct ' c,t 4-4 ct ct 4-4 •,__, ct p4-4 c O ct ct 4-4 CIO � a c 4-4 •� Oct ct N U ,-� ct H O O ct O � � ,-� ct •bJJ U U .--� ct bA U ct C�l ct ct cn O � ct ctct ct ct Cn bb U ,O > bA U; +, ;� O bA U ct CA �, p U ,� ' U cn bA ct N U ct ct O pcn -4-4 4-a +4 U � � � � � b1J o �, � o t4-4 cn ct 4-j ct cn ct ct 4-j ' ct � � bb bA bA bb U A O b � '+tb h � E r� bA o0 00 o0 O�ct M ct cn ct > ct j a1 U .4-4 cr O N ' Ct ct ct ct ct ct ct ct ct C73 ct 4-4 ct O ct rz� ct ^' ctU N ct ct >1 C73 Ct rz� ct ct 0 • --� � by � •� ct C73 ct U c� ct ct ct ct >1 ct ct ct O U ct Ubct hp ct O v ct ct E u ct ct 4-4 ct 4-4 ct � o � o o 4-4 ;moo ct ct ct +� c� O N U N � Q O O � � O � � � W � U a� LEXINGTON LEGAL EXPENDITURES FY 17 FY 18 FY 19 3 YR AVERAGE Town Labor counsel 36,228 593015 585575 Town counsel 3065964 2355538 3009721 CPA Legal 65939 13,814 51662 Capital Projects 65894 26,777 523896 Bond 815900 53,300 835300 Counsel/Debt Issuance ATB/Assessor 305719 45,072 489447 TOTAL: 54%643 4335516 54%601 510,920 School 1445439 1019602 551887 1005643 µ: ^OUNSEL N N 6 covers the period from July continued in relate d action 1781CV00719 not involving the Town Counsel cove p voluntary dismissal was filed on March eport from A nonce of vo y 7 through June 30 2018.It does not include Tax Title Town. Housing Partnership Fund Board, initiated report is divided into 7, 2018 to dismiss MA g b agree- ire edings initiated by the Town.The r p Commonwealth of MA,and Town of Lexingtony sections as requd by the By-Laws, ment of the parties,leaving Kazan as the sale defendant. • t the Town ���# n of NctelonS• By or Againse Whalen) et al. v. Taw Lexington Conservation 2017 mission, Middlesex Superior Court 1681CV00111. ` Pending on Jury , Cam era ealin . t Complaint filed January 2016 by abaft pp g .� Campbell et al., Middlesex Superior Court p Commission rant of order of conditions stien p rn laint alleging negligence against Conservation ris enforcement actions.Motion S1CV05504. Complaint g September 2015.Case and contesting Com.missio haol Department employees filedP to dismiss ranted January 2018. • ant to stipulation of the parties October g ;missed pursuant P 17. •Ye, Truste e of the Joung L. Goulet 2005 Trust, et al. v: 'n Board of the Town of Lexington,et al.,Land Court Hotel Management Inc. et al., U.S. Planning Dulter v. Jamsan g C 000113. Complaint filed March 2017 appealing - V-12103 (removed from Middlesex 17 MIS fife plan far subdivision.Case istrict Court 16 C p ircuit Court of Planning Board approval o s ,i error Court 1681CV02632), First C dismissed b stipulation August 2017. p plaintiff in Superior y PP eals 17-1133. Claim refiled by p •er 2016 following dismissal of same claims inBrought By r Against t Dort Octob U.S. District All ACtionS tier litigation. Case removehe d by Town to 2018 ar �' November 2016. Town During FY ',ourt. Dismissed by I.J.S. District Court N First Circuit Court of Appeals February al Mechanical Contractors, Inc. v. Bond Brothers, appeal filed with F tember 20i7, The � General d on appeal Sep Middlesex Superior Court 1881CV00065.Third �017. Dismissal upheld pp dismissed Inc.,et al., p 'Or against the remaining defendants was Party Complaint regarding subcontractor payment issues vlay 01 agar P ty p e of appeal of that dismissal was filed 'ated with construction of Town middle school prof- r4ay 2018. A vatic PP associated one 2018. ects filed January 2018.Discovery is ongoing. Public Schools et al.,Middlesex Superior Linda v.Town of Lexington,Concord Dist. Court Finley v.Lexington P to ent dis- Martin, 'n employment `nt filed Se tember 2017. Court's Court 1781 CV01382.Complaint alleging p' 1747SC000423. Complaint P .Case dismissed October 2018. dismissal entered November 2017. Dismissal crirnination filed May 2017 judgment o£ d. a magistrates hearing was scheduled far Zonin Board of Appeals,et al.Land vacated an g ' ed to appear to magistrates Neurath v.Lexingtong Court 2017-P-0648. December 2017.Bath parties fail pp Court 16 MISC 476506,Mass Appeals C a 'ud ment of dismissal was again entered building permit to nearby property. hearing and J g with re'udice filed. Appeal of issuance of g£' ant- oar 2018. Stipulation of dismissal p 1 p er 2016.Motion to Dismiss grant- Jan y b t exn Complaint filed Sep a eal March.2018. ed by the Land Court March 2017 and affirmed on pp September 2017 • Kavlakian v.Town of Lexington Conservation Commission, . Briar Court 1881CV00835. Appeal. of LLC �: Lexington Conservation Middlesex Sup r of Resource Area . One Ledgemont 0.Appeal from Conservation Commission order Commission,et al.Land Court 13 PS 47799 PP Conditions ranted for development of multistory Delineation filed March 2018.Case pending. Carder of g 2013.Case briefed Complaint filed January Maria Badaracco Trust, Middlesex Probate Court office building.Caxnpl agreement of the " The dismissed as moot by agre 5894PO. Case regarding trust citation.The petition in Spring 2013.Cased MI17P led on November 20,2017 with the Town of Lexington parties August 2017 was filed - as a party of interest,but the case has no effect an • Town of Lexington v Ham et al.,U.S.District Court 15-CV named .p �' order. Case is pending be- • February 2015 alleging defects with the Towns interest in propose 10536.Complaint filed F y e resolved private parties. lighting s y tween p street lig g system purchased by Town.Case b Trustee of the 4 Hampton Road Realty settlement October 2017. • Stevenson, Appeals) Land Court m Trust v. Trust, et al. v. Lexington Board of dominiu request for • Trustees of the Lexington Place Con e u 0719. 18 MISC 000215. Appeal from Z,BA denial a r q Kazan et al., Middlesex Superior Court 1781 CV0 Aril 2018. Co-defendants Motion for din damages to be paid by con- enforcement file p • ver is ongoing judgment and order regar g g 1 CV02475, Summary Judgment is pending.Discovery g rninium owner entered March 2017 in 168 continued on next page) da ( ANNUAL REPORT TOWN OF L.EXINGTO 201$ �� TOWN GOVERNMENT u f; TOWN COUNSEL (continued) MEM All Actions Settled or Disposed of one ' Ledgeznont LLC v. Lexington Conservati During FY 2018 Comm ission,et al.Land Court 13 PS 477990.Appeal frc PP Order of Conditions granted for development of multiste • Bastien v. Campbell et al., Middlesex Superior Court P P office building.Complaint filed January 2013.Case brief 1581CV05504. Complaint alleging negligence against in Spring p g 2013.Case dismissed as moot by agreement of t School Department employees filed September 2015.Case ,u� parties August 2017. dismissed pursuant to stipulation of the parties October 2017. • Town of Lexington v.Ham,et al.,I.J.S.District Court 15-C' 10536.Com hint:filed February 2015 alleging defects wi • Coulter v. Jamsan Hotel Management Inc. et al. g g f, g i U.S.�•S• street lighting g g system purchased by Town.Case resolved l District Court 16-CV 1L 103 (removed from Middlesex Superior Court 1681CV02632 First Cir settlement October 2017. ) , cult Court of Appeals 17-1133. Claim refiled by plaintiff in Superior • Trustees of the Lexington. Place Condominium Trust Court October 2016 followingdismissal' Ka of same clams in Kazan et al., Middlesex Superior Court 1781CV0071 earlier litigation. Case removed by Town to U.S. District Judgment and order regarding damages to be paid by coy Court. Dismissed by I.T.S. District Court:November 2016. dominium owner entered March 2017 in 1681 CV0247 Appeal filed with First Circuit Court of Appeals F continued in related action u pp February ton 1781 CV00719 not involving tl 2017. Dismissal upheld on appeal September 2017. The Town. A notice of voluntary dismissal was filed on Marc complaint against the remaining defendants was dismissed 7, 2018 to dismiss MA HousingPartnership Fu p nd Boar May 2018. A notice of appeal of that dismissal was filed Commonwealth of MA,and Town of Lexington by a gre+ June 2018. ment of the parties,leaving Kazan as the sole Defendant. • Finleyv.Lexington Public Schools et al.,Middlesex Superior • Whalen, et al. v. Town of Lexington P gt Conservat3o Court 1781 CV01382.Complaint alleging employment dis- Commission, Middlesex Superior Court 1681 CV0011 crim.ination filed May 2017.Case dismissed October 2018. Complaint filed January 2016 by abutter aPp ealk Neurath v.Lexington Bonin Board Conservation Commission grant of order of condition � g of Appeals,et al.Land and contestingCommission's enforcement Court 16 MISC 476506,Mass Appeals Court 2017-P-0648. cement actions,Motlo to dismiss granted January 2018. Appeal of issuance of building permit to nearby Y P Complaint filed September 2016.Motion to Dismiss grant- • Ye, Trustee of the Joung L. Ooulet 2005 Trust, et al. ed by the Land Court March 2017 and affirmed on appeal Planning Board of the Town of Lexington,et al.,Land Coin September 2017. 17 MISC 000113. Complaint filed March 2017 aPP eali.n Planning Board approval of site plan for subdivision. Cas N • Martin,Linda v. Town of Lexington, Concord Dist. Court dismissed 1747SC000423. Complaint filed September 2017 missed by stipulation August 2017. P p . Court's judgment of dismissal entered November 2017. Dismissal vacated and a magistrates hearing was scheduled for December 2017.Both parties failed to appear to magistrates hearing and a judgment of dismissal was again entered in January 2018. Stipulation of dismissal with prejudice filed March 2018. u 9 iJ It„ V, Vy �w 1G12 TOWN OF LEXINGTON 2018 ANNUAL REPORT _w oC 4r1 ! " ri�4YY�.�e'r µ y ansu ant is an ecli" opportunity employer.LMI IF -.. Associate City Solicitor Salary: $70,599-$88,257(full-time):$35 300- 1� ) $4�4, 2$(part-time) The City of New Bedford is seeking an attorney with at least five years of legal experience to serve as Associate Ci ty ty Solicitor in the City Solicitor's Office.The City's preference is to hire a full-time attorney,but g it will consider applicants who are interested only in part-time status. i The attorney will provide legal advice on a daily basis to city employees and officials,draft and review a range of complex legal documents,and represent the city in administrative and court proceedings.Substantial experience in municipal law,contract law,procurement law,or workers compensation law is strongly preferred.Strong legal research.writing, and oral communication skills are required. Interested individuals must submit a cover letter and completed'ob application to the Personnel Department. The 1 p e full lab description,lob application,and application instructions are found at: 0000, thgp.11www.newbedford-ma.gov1personnellempioymentlemploymenent-opportu mimics-im, d 4 1 4 Vaja a - S; tpS� ## iYif EX W S iW Legal Services Review Committee 11 Interim Deport Nov. 18, 2006 Introduction and Background: The Board of Selectmen asked the Legal Services Review Committee II to undertake its review of the Town's legal services in phases. The first phase was, in the words of the Board's charge, to"review the Town's legal activities and needs; evaluate common models for provision of these services . . .; and present to the Board an initial report outlining the advantages of each model for the provision of legal services to conduct and manage the Town's legal efforts." This interim report seeks to respond to this element of the Board's charge. The Committee initially convened on July 19, 2006 and has now met a total of six times. The members of the Committee are: Peter Enrich (chair), Margery Battin, William Dailey, Daniel Griffin, Philip Hamilton, Stephen Politi, Jeffrey Robbins, and Alan Wrigley. Marilyn Kolb was initially a member of the Committee but had to step down due to other commitments. In addition to the appointed members, most meetings have been attended by Carl Valente,Hank Manz as Selectmen's liaison,Tom Griffiths as School Committee liaison, and Maryann McCall-Taylor as liaison for the Planning Department. In its initial meetings, the Committee, guided by research previously conducted by Mr. Valente for the Mass. Municipal Management Association, identified four primary models through which towns in Massachusetts acquire needed legal services: a) in-house staff counsel; b) use of a large proportion of the time of a local practitioner; c) retention of a full-service firm that specializes in municipal work (The primary firm playing such a role in Massachusetts is K.opelman & Paige.); and d)retention of a multi- purpose law f irnl that services both municipal and private-sector clients. The committee identified nearby communities reasonably comparable to Lexington that utilize each of these models and scheduled site visits with one example of each model--Brookline for in-house counsel;Needham for sole practitioner,Burlington for municipal specialty firm (Kopelman &Paige); and Bedford for multi--purpose firm (Murphy, Hesse,Toomey &Lehane). Between four and eight of the committee members and liaisons attended each of these site visits, where we met with the town manager and a varying set of other participants from the visited town. None of the visits included the town's moderator, but Mrs. Battin separately conferred with each of the moderators and reported back to the full committee. In addition, the Committee invited representatives of the two largest consumers of town legal services who were not represented on the Committee—the Permanent Building Committee and the Board of Appeals—to meet with us to discuss their legal needs,and we held productive meetings with each of their chairs(Phil Poinelli and Judith Uhrig). After conducting the four site visits, we also met with Bill Lahey to discuss the Town's present model for the delivery of services and to review the changes resultant from the switch from Palmer& Dodge to Anderson & Kreiger. Findings: Our site visits and discussions revealed that each of the four models has some considerable virtues, in some cases more so than many committee members initially anticipated. We were struck by the fact that each of the four communities we visited was very satisfied with the quality of services that it was receiving, and each was convinced that its model served it well and better than the alternatives. On closer examination,, it was evident that, in every case, the key to the communities' satisfaction lay less in the model for delivery of legal services than in the person who played the lead counsel role and in the nature of the Towns' leaders' relationships with that person. In three of the communities we visited, the same person had been serving in the role of town counsel for between 15 and 25 years, whereas in Brookline the person who had served as town counsel for two decades had recently retired and been replaced by his long-time deputy. After reviewing the merits and disadvantages of each of the models, the Committee has concluded that the Town is very well served by its cur-rent model, especially in light of the move from a very large downtown firm to a smaller scaled,more specialized firm. Although the other models offer their own strengths, we believe that, on balance, the present model best serves the Town's needs and goals. In assessing the various models,the Committee recognized several key considerations, among them: a strong relationship with a senior attorney who serves as the primary legal counsel; clear and comfortable communications between the attorneys and senior town officials; reasonable costs; adequate specialization to cover the range of municipal issues and adequate sophistication and creativity to provide quality representation; availability of adequate back-up when the lead attorney is unavailable. Of the other models, the sole practitioner model is probably least well suited to Lexington's situation. Each of the visited communities employing models other than the sole practitioner model had migrated to its present approach from the use of a sole practitioner, and each underscored the benefits of the migration and averred that they would not consider going back. This model places tremendous weight on the multiple skills of the particular individual playing the role, and renders the town highly dependent on his/her continued availability. Only rarely will an individual bring the range of skills and knowledge needed to satisfactorily play such.a role, and the Committee has grave doubts about whether or how Lexington would be able to 'identify and secure a person capable of taking on such a role. 2 The success of Brookline's in-house counsel approach depends on being able to sustain a large enough in-house legal department to provide the full range of expertise required. In Brookline's case,the counsel's office employs four full-time attorneys plus two paralegals. Their sense is that the minimum adequate size for an in-house counsel office would be about three full-time lawyers with appropriate supporting personnel. Brookline is a substantially larger community than Lexington, and it is less than clear whether our size would support a sufficient sized staff. It also appears that the in-house model was the most expensive of the models we considered, although it is difficult to make solid comparisons, given variations in community size, legal needs, and choices about which services to secure from primary town counsel. (In Brookline"s case, comparisons are further complicated by the fact that Brookline is self-insured for tort claims and property losses,and a substantial portion of the legal department's time is devoted to managing such claims.) Nonetheless, the in-house model does provide Brookline with the advantages of day-to-day involvement of legal staff in a wide range of town decision-making and from the ability to undertake(or to threaten) litigation without incurring added municipal costs. On the other hand, some committee members had questions and concerns about the degree of sophistication and expertise that a four-person in-house staff could provide to the Town. Finally, were this model to be of interest, a critical question would be how the Town could effectively make a transition to an in- house operation; it is less than clear that we could find a person with the requisite skills and experience to lead such an operation in the years that it would take to build up a capable in-house team. The pro's and con's of the specialized municipal firm model were perhaps the most difficult to assess. As noted,most of what we heard from Burlington was very positive, although it was difficult to assess how much their experience depended on the fact that Burlington was one of Kopelman& Paige's first clients and that the town has maintained an unusually close relationship, throughout that history, with the senior partner at the firm who has been the town's lead counsel. The evident virtue of this model is that a large firm specializing in municipal law has a wide range of in-house expertise to address the vast bulk of issues with which Lexington is likely to deal. The correlative concern is that, in a large firm with many dozens of municipal clients, individualized attention to a town's particular needs may be diminished in favor of application of standardized, "cookie-cutter"solutions. There were also concerns on the part of Committee members about ensuring continuity of services and a centralized overview of the client's multiple needs and concerns when dealing with a firm with a large and changing staff of lawyers, as well as concerns about whether such a firm would offer the same level of sophistication and creativity as a firm that focused on more individualized and custom-tailored services. At the same time, it should be noted that, at least based on Burlington's experience, which may be unique in certain respects, this model appeared to be substantially less expensive than the viable alternatives. Finally, the Committee saw a great many benefits to Lexington from the model we are currently using-benefits that largely reflect what the Committee perceives as a very positive relationship with Bill Labey and the impressive strengths that Anderson& Kreiger offers to the Town, although many of the same benefits were also evidenced in 3 Bedford's use of the same model with a different firm and another lead attorney. As far as the information available to us suggested, and with the one exception of the Permanent Building Committee (discussed further below), all of the major users of legal services in the Town appear highly satisfied with the services they are currently receiving. We believe that Anderson & Kreiger provides the Town with an impressive combination of individualized attention and sophistication in the specialized fields relevant to municipal affairs. The model provides a lead attorney of very high caliber and with a deep knowledge of, and interest in, the Town's affairs; the fact that he is a resident and a former member of a town committee is an added bonus. And the firm includes unusually knowledgeable and creative attorneys in the primary fields of concern to the Town. Over the years, this combination has resulted in a level of legal representation that would be hard to duplicate and that has produced many exceptionally favorable outcomes for the Town. While the Town's relationship with Palmer&Dodge served the Town very well (as the report of the Legal Services Review Committee I four years ago detailed), the Committee believes that the transition to Anderson&Kreiger marks a distinct improvement. Anderson &Kreiger devotes roughly half of its energies to municipal representation, which means that Lexington will be a far more significant client than we ever could be for a firm of Palmer& Dodge's scale, while also ensuring that the firm will maintain cutting-edge expertise and specialization in municipal law. Moreover, the switch has reduced the hourly rates at which the Town is billed, as has been evidenced in wi the monthly billings since the transition. Beyond these findings relating to the various models, several other points should be noted: a. In his meeting with the Committee on behalf of the Permanent Building Committee,Phil Poinelli made clear that he felt strongly that the PBC's needs for expertise in public construction law would be best served by the use of specialty counsel for this function. He indicated that in his professional life,he has become familiar with several Boston firms with specialization in this area, and he recommends that it would be both more cost effective and more protective of the Town's interests to rely on such a firm for future major construction projects. The Committee is not at this time in a position to independently analyze this contention, and notes that Bill Lahey feels that Anderson & Kreiger possesses a high-level of sophistication in this area. This is a topic that deserves further exploration, although the most productive next step may well be further discussion between the PBC and Anderson &Kreiger to assess needs and available resources. By contrast, the Board of Appeals reported that it was highly satisfied with the services provided formerly by Palmer&Dodge and more recently by Anderson &Kreiger, which reflected a high level of responsiveness and relevant expertise. b. Aside from the question of how to handle public construction law, the Committee finds satisfactory the present use of outside counsel for certain specialized functions, such as Cable TV, collective bargaining, and bond issuance. We note that 4 some of the communities we visited have consolidated municipal and school department legal services in one legal counsel, and believe that this may be a direction to consider in the future, although the present model of separate counsel for municipal and school needs appears to be functioning well. (It is worth noting in this regard that Town counsel—in some cases in conjunction with insurance counsel—presently handles non-labor litigation for the school department.) c. Whatever model the Town adopts, continuing vigilance will be required to manage the costs of legal services, especially in the face of the complex litigation that the Town frequently faces. The Committee believes that one important element of this strategy is reliance on the Town Manager as the gate-keeper for other Town employees' and officials' utilization of legal services. We also applaud the transition to monthly and more detailed billings. Finally, we encourage a continued role by Town Counsel in advising staff and committees about ways to handle their responsibilities that are likely to obviate the need for expensive litigation and to foster favorable outcomes when litigation cannot be avoided. d.The Committee noted that some of the other towns provided for a regular cycle (e.g. every 3 years) of review of the town's legal services. This might be a useful approach for Lexington as well. Recommendation: For the reasons detailed above, the Committee recommends that the Town continue to utilize the present model of working with a medium-sized firm that represents both municipal and private clients in a sophisticated practice. If it would be helpful, the A Committee will be happy to meet with the Board to discuss the reasoning behind this recommendation. In addition, we note that Anderson& Kreiger is not the only firm in the Boston area that fits this description. Although our recommendation is based in significant part on the positive experience with Anderson & Kreiger, we understand our charge, in this phase of our task, to be to recommend a model,rather than a particular firm. If the Board accepts the Committee's recommendation with regard to the model and believes it is in the Town's interest to explore other firms who also fit this model, the Committee stands ready to assist. However, we believe that the recommendations of the predecessor Legal Services Review Committee with regard to the wisdom of engaging in 91 such a process continue to deserve consideration. The Committee makes no recommendation on this point, since it falls outside of our charge. 5 ADDENDUM COMMENTS OF STEPHEN POLITI While I have concluded that the multi-purpose law firm model that services both municipal and private-sector clients is an acceptable model for Lexington, I have also concluded that the full-service firm that specializes in municipal work is an acceptable model for Lexington. The Committee has been informed that approximately 80%of Lexington's legal work falls into the "routine" category and that Lexington is paying the highest hourly legal billing rate of the municipalities that responded to Mr. Valente's study for the Massachusetts Municipal Management Association. Additionally, the Committee has identified that annual legal expenditures by Lexington (exclusive of PBC representation) is approximately$100,000.00 higher than each of the nearby communities reasonably comparable to Lexington that the Committee visited. When PBC representation is included (although this may not be a fair comparison because Lexington's recent PBC construction activity has been substantial and this does not appear to be the case with all of the other visited communities), Lexington's recent annual legal expenditures are approximately$300,000.00 higher than each of the communities visited. While I have concluded (as previously stated) that the Anderson &Kreiger model is an acceptable model for Lexington, I do not conclude that our work supports a finding that the transition from Palmer&Dodge to Anderson &Kreiger"marks a distinct improvement". For example, Palmer&Dodge made Norm Cohen available to Lexington, in Lexington, on Wednesdays (half days) and I repeatedly hear that Town Counsel was more readily accessible when Palmer&Dodge was Town Counsel. While Bill Lahey did inform the Committee that he personally is billing the Town at a rate which is lower than his Palmer& Dodge billing rate, it was not clear(at least to me) that substantially reduced hourly rates are in place, "across the board", for all attorneys providing services to Lexington or, more generally, that Lexington's legal bills will be significantly reduced because of the transition to Anderson &Kreiger. Finally, although I agree that "Phil Poinelli* made clear that he felt that the PBC's needs a 0. would be best served by the use of specialty co'unsel", Phil's message was broader than this ... i.e. my notes indicate that Phil is not satisfied with Anderson & Kreiger's representation (not just that Lexington would be better served with specialty counsel). 6 M O l0 m M I� r-I M lD 00 i Ol M r-I l0 O � buo m r-I L.fj r-I I� lfl (10 p M r-I Ln Q -cn- qcn- -cn- 4j)- qul- M r-I I� N Ol O � I� N 00 lD � 00 M � 00 l0 00 a1 00 O L r) Lr) O 01 Ln 00 lqt O � W LL -cn- v)- -cn- ,cn. 4A. 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LEXINGTON MA ARTICLE toe To see if the Town will vote to amend Chapter 80 of the Code of the Town of Lexington,Noise Control, 10 #A* ,o to reduce the impact of construction noise, by requiring a noise mitigation plan for construction impacting residentially zoned areas as a condition for obtaining a building permit. This article would require and enforce a noise mitigation plan as follows: LIA noise mitigation plan will be required for construct-ion projects which entail rock removal via heavy machinery and/or blasting, including ledge removal, rock pounding, rock crushing, rock drilling or rock cutting ....will 2.Such a plan only be required. for large projects where these activities are expected to be of extended duration 3.Noise mitigation plans must include effective sound barriers surrounding the perimeter of the construction site or act in any other manner in relation thereto. Name Address Precinct (Signature&Print Name) iJ Va 61 ti It I J" J 2 rr C9,rX1Ce1*S c/ 3 L) i 11N 4 CW 5 111 ej 11111 6 A N%"Isst 7 lee r4 I/ loll cld 9 o 10 _07 OL 'Rol 04o) \Tp-o o )VJ q JOI I wool- 12 13 14 15 L of We certify that signatures checked are names of qualified voters from the Town of Lexington. BOARD OF REGISTRARS: fit Dec-18 TOWN OF LEXINGTON E C ' ' 6 for Inserting An article in the Town Meeting Warrant) We the undersigned registered voters of the Town of Lexington do hereby petition the Board of Selec' etr-` insert f Jr 1 **14:11pe warrant for -f iV r`�,J C L E R K the March 2020 Annual Town Meeting. Lit`00N H, ARTICLE To see if the Town will vote to amend Chapter 80 of the Code of the Town of Lexington,Noise Contrey T10 reduce the impact of construction noise, by requiring a noise mitigation plan for construction im actin p r residentially zoned areas as a condition for obtaining a building permit. This article would require and enforce a noise mitigation plan as follows: 1. A noise mitigation plan will be required for construction projects which entail rock removal via heap machinery and/or blasting, including ledge removal, rock pounding, rock crushing, rock drilling or rock ctA 2. Such a plan will only be required for large projects where these activities are expected to be of extern duration 3• Noise mitigation plans must include effective sound barriers surrounding the perimeter of the constrwitz''.�v.�,'k 1 or act in any other manner in relation thereto. Name Address (signature& Print Name) .-h / , G .r yaw , 1 M� i•.I • . H, 'i" 'fir (L IAJ 4 rN 5 LA L-1 1�Lut r Z �e 8 9 10 11 12 , ,Ikbto g&i� 13 • 14 15 We certify that signatures checked are names of qualified voters from the Town of Lexington. Dec-18 ISO o N 07 J 0 3 �o .... .....o °, .. ....................................... .. ........ . ........ .......... 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AL � � � �� u����i�i�ii" ��I�IIII �Ilu�l�l jIII�I�16UllllI �III��I��I����IU�Ill�lll��gl��luullllllllllllllllllll •� ii'l �� ' ���i iii illl�il� � 114ti�4�I�i � ��I��lil����l�illl�l�lll�l�lll�lllllllllllllllllllllh y � �� �IIII ��I�II�IUIiI��Ii����� IIIIIIIIII »iii,��lll�llluuuuuuuuuu /� (��� �� �ill�lllllll�����l� r n°7V `y� � i i�ii��ulum0000000000 °1�` " �� '��sluou�i�iiiiliihuuuullllllllllllll° "��i��i,����y;��lllllll��ti� � � '; �� ��I IIIII IIIII IIIIIIIIIIIIIIIIIIII' � N" � ilUi��'„i� II� II iuillll � Iiiii��iji�ji�'llllllllllllllllllllllllllllllllll � � I���uilllllll��l�l�l,l� ,��I�ui��lul�luuuuuuuuuuuuuuuuuuuuu TOWN OF LEXINGTON WARRANT 2020 ANNUAL TOWN MEETING Commonwealth of Massachusetts Middlesex, ss. To either of the Constables or Town Clerk of the Town of Lexington, in said County, Greetings: In the name of the Commonwealth of Massachusetts,you are directed to notify the inhabitants of the Town of Lexington qualified to vote in elections and in Town affairs to meet in their respective voting places in said Town. PRECINCT ONE, SCHOOL ADMINISTRATION BUILDING; PRECINCT TWO,BOWMAN SCHOOL; PRECINCT THREE,LEXINGTON COMMUNITY CENTER; PRECINCT FOUR, CARY MEMORIAL BUILDING; PRECINCT FIVE, SCHOOL ADMINISTRATION BUILDING; PRECINCT SIX,CARY MEMORIAL BUILDING; PRECINCT SEVEN,ESTABROOK SCHOOL; PRECINCT EIGHT, SAMUEL HADLEY PUBLIC SERVICES BUILDING; PRECINCT NINE,KEILTY HALL, ST. BRIGID'S CHURCH, On Tuesday,the third Day of Marc 0 From 7:00 a.m. to 8:00 p.m.,then ani there to act an the following a i ARTICLE I TICE OF ELECTION Two Selectmen for a term of three years; One Moderator for a term of one year; One School Committee member;for a term of three ye Two Planning Board members;for a ter ars; One Lexington Housing Authority r ern tern ve years. Eight Town Meeting Memb - "rec n�e,� - seven receiving the highest number of votes to serve for terms of three years; th win, nex,,highest number of votes to fill an unexpired term ending in March 2021; Seven Town MeetingMembers in Two,,,,the seven receiving the highest nitniber of votes to serve for terms t of three years; Seven Town Meeting Members in Precinct Three,the seven receiving the highest number of votes to serve for terms of three years; Seven Town Meeting Members in Precinct Four,the seven receiving the highest number of votes to serve for terms of three years; Seven Town Meeting Members in Precinct Five,the seven receiving the highest number of votes to serve for terms of three years; Eight Town Meeting Members in Precinct Six,the seven receiving the highest number of votes to serve for terms of three years; the one receiving the next highest number of votes to fill an unexpired term ending in March 2021; Eight Town Meeting Members in Precinct Seven,the seven receiving the highest number of votes to serve for terms of three years;the one receiving the next highest number of votes to fill an unexpired term ending in March 2022; 4 Seven Town Meeting Members in Precinct Eight, the seven receiving the highest number of votes to serve for terms of three years; Seven Town Meeting Members in Precinct Nine,the seven receiving the highest number of votes to serve for terms of three years. You are also to notify the inhabitants aforesaid to meet at the Margery Milne Battin Hall in the Cary Memorial Building, 1605 Massachusetts Avenue, in said Town, On Monday,the twenty-third day of March 2020 at 7:30 p.m., at which time and place the following articles are to be acted upon and determined exclusively by the Town Meeting Members in accordance with Chapter 215 of the Acts of 1929, as amended, and subject to the referendum provided for by Section eight of said Chapter, as amended. ARTICLE 2 ELECTION OF DEPUTY MODERATOR AND REPORTS OF TOWN BOARDS OFFICERS AND COMMITTEES 1101 To see if the Town will vote to approve he o uty Moder ator non i n Ito the, Moderator; receive the reports of any Board or Town Officer or of any Committee of fli.e Town; or act I' er Manner ner in relation thereto. i'sr,e° 1.ythe Board o wtt) DESCRIPTION: This Article re na r s open throUghOLIt I ow cct n and repor iay be presented at any Town Meeting session by boards,; cer' , oro� l i tt s. In wild consider the approval of the nomination of a Deputy Moderator as authorized,under Secti.o of the Code of the Town of Lexington. ARTICLE 3 ! MENTS TO C'ARY LECTURE SERIES To see if the Town will a .:horizc t .c a. nt o coy ����:ttee on l.ectt res under the wills of Eliza Cary Farnham and Susanna E. Cary; r act,in a ]'*olati n thereto., o ': DESCRIPTION: This is an ann o L ov es For the app ilit� e t �1 oJ,Jzor s to the Cary Lecture Series by the Moderator. FINANCIAL ARTICLE, ARTICLE 4 APPROPRIATE FY2021 OPERATING BUDGET To see if the Town will vote to make appropriations for expenditures by departments, officers, boards and committees of the Town for the ensuing fiscal year and determine whether the money shall be provided by the tax levy,by transfer from available funds,by transfer from enterprise funds, or by any combination of these methods; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen) FUNDS REQUESTED: See the most recent version of the FY2021 budget proposals posted at htT lexingtonma.gov/budget. DESCRIPTION: This Article requests funds for the FY2021 (July 1, 2020 - June 30, 2021) operating budget. The operating budget includes the school and municipal budgets. The operating budget includes requests for funds to provide prospective salary increases for employees, including salaries to be negotiated through collective bargaining negotiations. The budget also includes certain shared expenses. 5 ARTICLE 5 APPROPRIATE FY2021 ENTERPRISE FUNDS BUDGETS To see if the Town will vote to appropriate a sum of money to fund the operations of the DPW Water and Wastewater Divisions and the Department of Recreation and Community Programs; determine whether the money shall be provided by the estimated income to be derived in FY2021 from the operations of the related enterprise, by the tax levy, by transfer from available funds, including the retained earnings of relevant enterprise fund, or by any combination of these methods; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen) FUNDS REQUESTED: Enterprise Fund FY2019 FY2020 FY2021 a) Water Personal Services $68402 $785,010 $804,234 Expenses $395,107 $508,875 $502,925 Debt Service $1,436,995 1,277,412 $11283,916 uu" MWRA Ass ssi e t " 7,128, 06 714 J 3,364 $81154,700 Total Water Eiiterprlise Fund $99,6 4,794!9�9841661. $10,7459775 Il��iillll b) Wastewater Personal Services 1773 14 $366,568 Expenses ��������1 �:'3429 $432,9150, $444,150 Debt Service 16 $112.78,32�2 $11398,374 MWRA Assessnwilt $7 86 $7�851�947 $81637,142 u Total Water Enterprise Fund $9,9. 818313 $10,846,234 c Recreation and Community Personal Services $' ,275,,959 $:I,471�683. $11535,363 Expenses $1,5233,393 $ 1481,895 $1,480,045 Total Recreatimi and C n),41 t Enterprise Fund $2,5 ' 12512 $2,9 3,57"8 $3,015,408 Illlllliuiuo� DESCRIPTION: Under ;; ac usett er. ,.aw's Cha. ter 44 Sectlo g 53 FI to r s may establish Enterprise Funs for a utility, health c e(,,,ftion, transportation operiatiom with the operation to receive related revenue and receipts and pay expens ton. TIhis article provides, fb,r the appropriation to and expenditure from three enterprise funds previous Y ,fled y thic Town,, The . cr tat, acid Community Programs Fund includes the operations and program sor the Community Center. ARTICLE 6 ESTABLISH QUALIFICATIONS FOR TAX DEFERRALS To see if the Town will vote to adjust the current eligibility limits for property tax deferrals under Clause 41 A of Section 5 of Chapter 59 of the Massachusetts General Laws as authorized by Chapter 190 of the Acts of 2008; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen) DESCRIPTION: Chapter 190 of the Acts of 2008 allows Town Meeting, with the approval of the Board of Selectmen,to make adjustments to the current deferral eligibility limits. ARTICLE 9 ESTABLISH AND CONTINUE DEPARTMENTAL REVOLVING FUNDS To see if the Town will vote, pursuant to Chapter 44, Sections 53EV2 and of the Massachusetts General Laws and Chapter 110 of the Code of the Town of Lexington,to continue existing revolving funds; to amend said Chapter 110 6 to establish new revolving funds;to determine whether the maximum amounts that may be expended from such new and existing revolving fund accounts in FY2021 shall be the following amounts or any other amounts; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen) FUNDS REQUESTED: Program or Purpose for Revolving Funds FY2021 Authorization School Bus Transportation $111501000 Building Rental Revolving Fund $561000 DPW Burial Containers $501000 Lexington Tree Fund $451000 DPW Compost Operations $79000 Minuteman Household Hazardous Waste Program $25000 Regional Cache-Hartwell Avenue $201000 Senior Services Program $751000 Health Prograllis, $451000 Tourism/Liberty Ride $2001000 Visitors Center "'°°III $2051000 Residential ngfneering�r $5700 Lab Animal Perinits TBD Tobacco Inspections TBD .DESCRIPTION: The amount that may c spent. f � � u utl������� ""�'�'�� �� 1r ° esta:bl ish,ed under Massachusetts General p � Meeting. funds are credited with the Laws Chapter 44 Section 5 �����.st roped i T. receipts received in connection with the pr Ippo h,y such, funds, and expenditures may be made from the revolving fund without furt ei.* roprit ARTICLE 10 A P ., , Y'2 21 COMMIJNITY PRESERVATION COMMITTEE OPERATING BUDGET AND CPA PROJECTS To see if the Town will vote gar ar .a t o,rep,�mmt f t e r 7 ..nity mesery�t"on,Committee on the FY2021 Community Preservation budge p . t t.o the rec�o .i�l.eii.dat.ol,i..i.s� of th.e ComIlILHI�.ty Preservation Committee, to appropriate from the Coy, � ��t vat Jon� Fun,d, r�mm t� reserve a��,'.)u ltns " the Community Preservation Fund for future appropriations; for the debt ervice on previously,authorized financing; for the administrative expenses of the Community Preservation Committee for FY2021; for the acquisition, creation and preservation of open space; for the acquisition, preservation, rehabilitation and restoration of historic resources; for the acquisition, creation, preservation, rehabilitation and restoration of land for recreational use; for the acquisition, creation, preservation and support of community housing; and for the rehabilitation or restoration of open space and community housing that is acquired or created with moneys from the Community Preservation Fund; to appropriate funds for such projects and determine whether the money shall be provided by the tax levy, or from estimated Community Preservation Act surcharges and the state match for the upcoming fiscal year, by transfer from available funds, including enterprise funds, by borrowing, or by any combination of these methods; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen at the request of the Community Preservation Committee) FUNDS REQUESTED: a)Archives &Records Management/Records Conservation&Preservation- $20,000 b)Restoration of Margaret Lady of Lexington Painting- $9,000 7 c)Battle Green Master Plan-Phase 3- $317,044 d) Conservation Land Acquisition-TBD e)Daisy Wilson Meadow Preservation- $22,425 f)Wright Farm Site Access Planning and Design- $69,000 g)Athletic Facility Lighting- $450,000 h)Park Improvements-Hard Court Resurfacing-Valley Tennis Courts- $100,000 i)Park and Playground Improvements- Sutherland Park- $95,000 j)Park Improvements-Athletic Fields-Harrington,Bowman, and Franklin Field- $370,000 k)Parker Meadow Accessible Trail Construction- $551,026 1)Lexington Housing Authority- Greeley Village Community Center Preservation- $130,000 m)LexHAB- 116 Vine Street Design Funds- $100,000 n) LexHAB-Farmview Supplemental 2-,TBD o) CPA Debt Service- $3,016,731 Administrative Budget- $150 01) P) g DESCRIPTION: This Article rwequsts that Coniniu it " 'm, tlon fu ii .s other funds, as necessary, be appropriated for the projects r eco lne ded by the Ccwnini tln ,; "eseryroliConliniee and for administrative costs. ARTICLE 11 Al ATE RECREATION CAPITAL PROJECTS To see if the Town will vote t a r . projects and equipment; pr ��ate a s�.�:r� t � �e p eat�or�•e�ate� capital ro• p J and determine whether the money shall be p 4 by ,,,, 'levy, y t•a sf r fig available funds, including the Recreation and Community Programs Ent, 1 i orrowing, or by any coni,bination of these methods; or act in any other manner in rel,atio ,then, w h t ���„ B t� �� � v�(Inserted �, � " ;, .��"°, � � � �e .*eeM° • eWw*� � nCmmzttee) FUNDS REQUESTED: $18;1 DESCRIPTION: For a de.. t1l"011 Of th, ro.osed projects, see Sect'oti X1: Capital Investment section of the FY2021 budget. The most r t v rsi° of the capital s ti n can be foutild, at htt-p://www.lexingtonma.gov/ fy20capital. ARTICLE 12 APPROPRIATE FOR MUNICIPAL CAPITAL PROJECTS AND EQUIPMENT To see if the Town will vote to appropriate a sum of money for the following capital projects and equipment: a) Ambulance Replacement; b) Athletic Fields Feasibility Study; c) Hydrant Replacement Program; d) Storm Drainage Improvements and NPDES compliance; e) Sidewalk Improvements; f) Equipment Replacement; g) Townwide Signalization Improvements; h) Street Improvements; i) New Sidewalk Installations; 8 j) Transportation Mitigation; k) Municipal Technology Improvement Program; 1) Application Implementation; and m) Phone Systems&Unified Communications and authorize the Selectmen to take by eminent domain, purchase or otherwise acquire any fee, easement or other interests in land necessary therefor; determine whether the money shall be provided by the tax levy,by transfer from available funds, including enterprise funds, by borrowing, or by any combination of these methods; determine if the Town will authorize the Selectmen to apply for, accept, expend and borrow in anticipation of state aid for such capital improvements; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen) FUNDS REQUESTED: $6,842,022 DESCRIPTION: For a description of the proposed projects, see Section XI: Capital Investment section of the FY2021 budget. The most recent version of the capital section can be found at http://www.lexingtonma.gov/ fy20cgpital. ARTICLE 13 APPROPRIATE" ' � .. S��S rEM IMPROVEMENTS 4 Y 4 To see if the Town will vats t�' niak water � � . sys nml ieSo�,Juding the installation of new water mains and replacement o•cleaning,and, lining of ex:sty a er ns and standpipes, engineering studies and the purchase and installation of qu i nient, � �n i',, n t� rc ,uch accepted �r unaccepted streets or other land as the Selectmen may determine, sub iect t .y � � • � � �� he a.. t tnens or otherw,ise; and to take by eminent domain, purchase or otherw i se, acqu r arty fee, c is�, �th�r �est i Jail �� c�essary therefor; appropriate money for such improvements and !,and acq is: io. a:: eke "°°°° ter e Bey shall be provided by the tax levy, water enterprise fund by transfer, fro c 1 g any special water funds, or by borrowing, or by any combination of these n ho - to wh %r the Town will authorize the Selectmen to apply for, p p a.M ... accept, expend and borrow i a t cip , of fi a and to a d Tor s���c p.�� ec� or act in any other manner in relation thereto. x ,7 the Board ql',Se/ecltnel�) FUNDS REQUESTED: $ DESCRIPTION: For a dese oftlij, 'r pos pro s, S t'an X1,- Capital Investment section of the FY2021 budget . The most of the capital section ca. he f u a ht a.//www.lexin tonma.gov/ ccc fy21 capital. ARTICLE 14 APPROPRIATE FOR WASTEWATER SYSTEM IMPROVEMENTS To see if the Town will vote to install and line sanitary sewer mains and sewerage systems and replacements and upgrades to pump stations thereof, including engineering studies and the purchase of equipment in connection therewith; in such accepted or unaccepted streets or other land as the Selectmen may determine, subject to the assessment of betterments or otherwise, in accordance with Chapter 504 of the Acts of 1897, and acts in addition thereto and in amendment thereof, or otherwise; and to take by eminent domain, purchase or otherwise acquire any fee, easement or other interest in land necessary therefor; appropriate money for such installation and land acquisition and determine whether the money shall be provided by the tax levy, wastewater enterprise fund, by transfer from available funds, including any special wastewater funds,by borrowing, or by any combination of these methods; to determine whether the Town will authorize the Selectmen to apply for, accept, expend and borrow in anticipation of federal and state aid for such wastewater projects; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen) FUNDS REQUESTED: $1,401,200 9 DESCRIPTION: For a description of the proposed projects, see Section XI: Capital Investment section of the FY2021 budget. The most recent version of the capital section can be found at http://www.lexin tonma. o�v/ fy2l cgpital. ARTICLE 15 APPROPRIATE FOR SCHOOL CAPITAL PROJECTS AND EQUIPMENT To see if the Town will vote to appropriate a sum of money to maintain and upgrade the schools' technology systems and equipment; determine whether the money shall be provided by the tax levy, by transfer from available funds,by borrowing, or by any combination of these methods; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen at the request of the School Committee) FUNDS REQUESTED: $1,299,246 DESCRIPTION: For a description of the proposed projects, see Section XI: Capital Investment section of the FY2021 budget. The most recent version of the capital section can be found at http://www.lexingtonma.gov/ fy21 capital. ARTICLE 16 APPROPRIATE FOR. PU �ACILITIES CAPITAL PROJECTS To see if the Town will vote to, appropriate a stim o 'monc ents and renovations, including new construction to public 1iac 11t es for: 0 a) Police Outdoor/Indoor FIfing a- ge- Hartwell A,ve b) Center Recreation Com,P'l.ex :Bathrooms& Maintenance Renovation, c) Public Facilities Master lan; uuuuuuuuuuuuuuuuuuuu uu. I Illfllllllllliiuuum d) LHS Science Classrooms Space init1g e) Townwide RoofingProgram-, s �School Building Er� 10 p N� stc�� ° g) Municipal Building En � h) Facility and Site Imp''ry ��,en . • Building F� . g r g ai • School Pavg - Program; i) Public Facilities Bid ocum , j) Public Facilities Mechanical/Electrical System Replacements; and k) Westview Cemetery Building Construction and determine whether the money shall be provided by the tax levy, by transfer from available funds, including enterprise funds,by borrowing, or by any combination of these methods;to determine if the Town will authorize the Selectmen to apply for, accept, expend and borrow in anticipation of state aid for such capital improvements; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen) FUNDS REQUESTED: $7,245,399 DESCRIPTION: For a description of the proposed projects, see Section XI: Capital Investment section of the FY2021 budget. The most recent version of the capital section can be found at http://www.lexingtonma.gov/ fy2l cqpital. 10 ARTICLE 17 APPROPRIATE TO POST EMPLOYMENT INSURANCE LIABILITY FUND To see if the Town will vote to appropriate a sum of money to the Town of Lexington Post Retirement Insurance Liability Fund, as established by Chapter 317 of the Acts of 2002; determine whether the money shall be provided by the tax levy, by transfer from available funds, including enterprise funds, or by any combination of these methods; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen) FUNDS REQUESTED: $1,935,486 DESCRIPTION: This Article will allow the Town to continue to fund its liability for post-employment benefits for Town of Lexington retirees. Beginning with the FY2007 audit, the Town was required to disclose this liability. Special legislation establishing a trust fund for this purpose was enacted in 2002. ARTICLE 18 RESC,1"N'D PRIOR, RR(M NG AUTHORIZATIONS To see if the Town will vote to rescind th u lus d borrowing a ithority .der previous Town Meeting articles; or act in any other manner in relation thereto. ( set-t,d b),�theBoard o cut et DESCRIPTION: State law requires that Town Meeting, v o re authorized and unissued debt that is no longer required for its intended,purpose. ARTICLE 19 ES :BLH ISSO1:. P.w :bpRiAIT T`0 AND FROM SPECIFIED STABILIZATION FUNDS To see if the Town will vote to create w � B�� ��� I ey ilanle and/or a ���w�r�. �ri�to sums of money to and from Stabilization Funds in accordance w�t ect f pter 40, f the : as�sac� usetts General Laws for the purposes of: (a) Section 135 Zoning C i tfon,' ("c") Transportation Demand Management/ Public Transportation, d S 1 Ceter I mP o tn t1 �str�ct; Debt Service, ce, (g)Transportation Management Overlay Distri ) C (.) � t i Lieu, �f Parking; i) ��usit r Center Capital Stabilization Fund; (k) Affordable Hou�:. apta� Szat . ( a er Syst:e ta.l Stabilization Fund; and (m) und, �. Ambulance Stabilization F��� Nt rn, hether such s tos shall. . be provided, the tax levy, by transfer from available funds, from fees, c arg r r by any com i at on of these methods, or act in any other manner in relation thereto. (Inserted by the Board of Selectmen) FUNDS REQUESTED: Unknown at press time DESCRIPTION: This Article proposes to establish, dissolve, and/or fund Stabilization Funds for specific purposes and to appropriate funds therefrom. Money in those funds may be invested and the interest may then become a part of the particular fund. These funds may later be appropriated for the specific designated purpose, by a two-thirds vote of an Annual or Special Town Meeting, for any lawful purpose. ARTICLE APPROPRIATE FROM DEBT SERVICE STABILIZATION FUND To see if the Town will vote to appropriate a sum of money from the Debt Service Stabilization Fund to offset the FY2020 debt service of the bond dated February 1, 2003, issued for additions and renovations to the Lexington High School, Clarke Middle School, and Diamond Middle School, as refunded with bonds dated December 8, 2011; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen) 11 FUNDS REQUESTED: $124,057 DESCRIPTION: This Article would allow the Town to pay a portion of the debt service on the 2003 School Bonds from the Debt Service Stabilization Fund set up for that specific purpose. ARTICLE APPROPRIATE FOR PRIOR YEARS' UNPAID BILLS To see if the Town will vote to raise and appropriate money to pay any unpaid bills rendered to the Town for prior years; to determine whether the money shall be provided by the tax levy,by transfer from available funds, or by any combination of these methods; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen) FUNDS REQUESTED: Unknown at press time DESCRIPTION: This is an annual article to request funds to pay bills after the close of the fiscal year in which the goods were received or the services performed and for which no money was encumbered. ARTICLE AMEND E Y 2 O. E.RA"yIN I"ERPRISE AND CPA BUDGETS To see if the Town will vets to make supplementary ap pro pr1i�t. � used in conjunction with money appropriated under Articles 1, 12, 13, and, :4 of the warrant for t � :1 9 A Tow Meeting, to be used during the current fiscal year, or make any ether a4l'ust petit to the �� , year t's, and appropriations that may y, y vided transfer ro available funds including be necessary; to determine whether the money s ,a. be uipp Community Preservation Fund; or act in any other nianner in r., cr to. II IVo u utl'uuuuu FUNDS REQUESTED: Unknown at press till uuuuuuu DESCRIPTION: This is an annual ar is ad Ll s to current fiscal year i(F 2020) appropriations. ARTICLE OR,AUTHORIZED,CAPITAL IMPROVEMENTS To see if the Town will v0t s etary apprOprat' s to be used conjunction with money appropriated in prior years staff n nstructlon of water mains, sewe s and sewerage systems, drains, streets, buildings, recreatio ac it es lio, tier capital imp,rovenlients and equipment that have heretofore been authorized; determine wheth all be provided, by the tax levy, by transfor from the balances in other articles, by transfer from ava. la.b,, incktdin,g enterprise funds and d 'the C tilinu:nity Preservation Fund, by borrowing, or by any combination o so to .�o �s; or act in any otl;er nia� ner I'n rely,tio:a thereto. (Inserted by the Board of Selectmen) FUNDS REQUESTED: Unknown at press time DESCRIPTION: This is an annual article to request funds to supplement existing appropriations for certain capital projects in light of revised cost estimates that exceed such appropriations. ARTICLE BOARD OF SELECTMEN TO SET FEES To see if the Town will vote to adopt MGL Chapt 40, Section 22F to authorize the Board of Selectmen to set certain fees; or take any other action in relation thereto. (Inserted by the Board of Selectmen) DESCRIPTION: This article would authorize the Board of Selectmen set fees for licenses,permits, certificates, etc., in the Cod of Lexington which requires Town Meeting vote. 12 ARTICLE DEPARTMENT OF PUBLIC WORKS FEE MODIFICATIONS To see if the Town will vote to increase the fees in Chapter 181 of the Code of the Town of Lexington; or take any other action in relation thereto. (Inserted by the Board of Selectmen) DESCRIPTION: This article would authorize the increase of certain fees that the Department of Public Works has identified as needing modification. These changes require a Town Meeting vote. ARTICLE SHORT TERM RENTAL IMPACT FEE To see if the Town will vote to accept Chapter 64G, Section 3D, Local Option Community Impact Fee of 3% on short term rental properties. (Inserted by the Board of Selectmen) p y impact e" of u to % o "professionally Description: The article authorizes the e Tc�wr�.t� adopt t a,"community�. managed"units. These units are d e t e] ,s c c n'u,no d at i o ti s°v he�e rl o e- �r i.�n s ni o rc than one short-term rental �� m the same municipality w�t�:. ���t st: a : �� �� • a �� �, i p y ����-, ��, ������three-family dwelling that includes the operator's priniai-yreside-nce., ARTICLE HOS, ER HOUSE RELOCATION To see if the town will vote to authorize the Board of Select:m ispose of rea! pt-olperty at the address of 1557 Massachusetts Avenue and noon�,, s the Htcul,i,nlond m.er uuuuuuuuuuuuuuu uuuVVuVuuu. (Inse V Vd VVuuu— r FUNDS REQUESTED: Un,known at press t: DESCRIPTION: This article would f Sielecti en to sell the Hammond A. Hosmer House located at 1557 Massachusetts Avenue ie procureiiictit pr icess This disposal will only include the historic building, and not th stet ed' ownwl ere the blu l in i 'ocated. ARTICLE T 11 T1 N NERAID COURT TO PERMIT A ONE '' EAR DELAY BEFORE INCREASING THE INT E.R RAT FTE R DEATH OF A PERSON RECEIVING TAX DEFERRALS WHEN TH,'E,R:E IS NO SURVIVING SPOUSE To see if the Town will vote to authorize the Board of Selectmen to petition the Massachusetts General Court to enact legislation regarding real property tax deferrals in the Town of Lexington in substantially the form below, and further to authorize the Board of Selectmen to approve amendments to said act before its enactment by the General Court that are within the scope of the general objectives of the petition; or act in any other manner in relation thereto. Be it enacted by the Senate and House of Representatives in General Court assembled, and by the authority of the same, as follows: SECTION 1. Section 2 of Chapter 190 of the Acts of 2008, is hereby renumbered to be Section 3. SECTION 2. A new Section 2 of Chapter 190 of the Acts of 2008, is hereby added as follows: "Section 2. A delay of one year is granted before imposing the interest rate from section 62 of chapter 60 after the death of the person whose taxes have been deferred when there is no surviving spouse." 13 SECTION 3. This act shall take effect upon its passage. (Inserted by the Board of Selectmen) DESCRIPTION: The senior property tax deferral program,known as Clause 41 A, allows people 65 or over to defer their property taxes until their home is sold or conveyed, or until the death of the applicant. During the time property taxes are deffered, the interst rate charged on the deferral is a low rate tied to a government index that generally runs three percent below the Prime Rate, however upon the death of the applicant the rate increases to 14 percent per annum. This article would delay the interest rate increase of an estate with tax deferral for a year after the death of the applicant. ARTICLE REDUCE LEGAL EXPENSES (Citizen Petition) This citizen's proposal is to reduce the appropriation in the line item 8120 (legal expenses for the town) for fiscal y ppropri ted for town in line item 8200 (town 101, and in crease amount a year from e � c� manager office and human resoLlre s)by$1 0,N)O. During F ' 14-18 the (exclusive of the school department) has annually spent on average more than, $620,000 in legal expel, ses. .e tali 80 of this legal work is of a routine nature that could be don by n-house c u� s�:l. (jn,sY,erted v,�Richard �� ale .n " �e �. to ) DESCRIPTION: This artict Necks rT( � c t" ���� rvM �� �l,1g approwil,ii ire m 'ttse-cottilsel for legal services for the Town Y p pro ria for fiscal year 2020. This r°�o osa� �o����d reduce the�. ., ne itein 8120, legal expenses for the Town, from$410,000 to $110,000 acid i r a the,ap r(p i �� ��� �* 820 w the�T Manager's budget by $100,000. u GENERAL ARTICLES ��iillll ARTICLE CAL PURC HASEOF LA..ND/EMINENT DOMAIN To see if the Town will vote he, rd of Selectnilen to purchase,otherwise acquire an option to purchase or to take by emin" 0Lin purposes a pt cel of and identifiled,by Map 48 and Lot 96; and to appropriate a sum of 1, ey themf � d t milli whether the non y shall be provided by the tax levy,by transfer from available funds,,o or.o . g, or, any combination of these methods; or act in any other manner in relation thereto. (Inserted by the Board oj."Selectmen) FUNDS REQUESTED: unknown at press time DESCRIPTION: This article requests funds to purchase or take by eminent domain land currently owned by the Historical Society. ARTICLE HISTORIC DISTRICTS COMMISSION ENABLING LEGISLATION FOR LEXINGTON ARTS AND CRAFTS To see if the Town will vote to authorize the Board of Selectman to petition the Massachusetts General Court for an act to amend Chapter 447 of the Acts of 1956, "AN ACT ESTABLISHING AN HISTORIC DISTRICTS COMMISSION FOR THE TOWN OF LEXINGTON AND DEFINING ITS POWERS AND DUTIES, AND ESTABLISHING HISTORIC DISTRICTS IN THE TOWN OF LEXINGTON", as previously amended, as follows: To authorize the Board of Selectmen to petition the General Court to amend Chapter 447 of the Acts of 1956, as previously amended, as follows: 14 (a)amend Section 4. Creation and Organization of Historic Districts Commission,to add Lexington Chamber of Commerce, Inc., and delete the Lexington Arts and Crafts Society,Inc., as a nominating organization; and delete the requirement that the Historic Districts Commission elect a secretary. (Inserted by the Board of Selectmen at the request of the Historic Districts Commission) DESCRIPTION: Chapter 447, the governing legislation for Historic Districts regulation and review, has not been substantially revised or amended since its original passage in 1956 and has not been revised or amended at all in nearly two decades. The Historic Districts Commission is proposing this amendment to streamline and strengthen the process of appointing members to the Historic Districts Commission, thus ensuring the availability of qualified, willing applicants to serve as Historic District Commission members, and delete the unnecessary requirement that a secretary be elected as that role is fulfilled by a staff member. ARTICLE AMEND GENERAL BYLAWS-NOISE CONSTRUCTION LIMITS To see if the Town will vote to amend Chapter 804A of the Cody of Town of Lexington (Noise Control) to further restrict noise pollution from construction projectct in any,other manner in relation thereto. (Inserted by the Board of Selectrrlen at the reques the law Committee) DESCRIPTION: This Article proposes revisions to the e By ry to bet protect residents from noise pollution from construction projects. ARTICLE D NERA:L BYLAWS-NOISE CONTROL (Citizen Petition) To see if the Town will vote to amen o e Cade of the Town of Lexington,Noise Control, 41 to reduce the impact of canstructio se, b uiri noise mitigation plan for construction impacting residentially zoned areas as a con o uildin ditl g petnit. This article would require ai a nnitigation plan as follows: 1. A noise mitigatio an will be ur d for construction projects which entail rock removal via heavy machinery and/or bla , inclu g ledge removal, rack paund'urng, rock crushing, rock drilling or rock cutting; 2. Such a plan will only be re fired for large projects where these activities are expected to be of extended duration; 3. Noise mitigation plans must include effective sound barriers surrounding the perimeter of the construction site; or act in any other manner in relation thereto. (Inserted by Yarda Haimes and 9 or more registered voters) DESCRIPTION: This article proposes revisions to the Noise Bylaw to better protect residents from noise pollution due to residential and other construction projects. ARTICLE DECLARE CLIMATE EMERGENCY(Citizen Petition) To see if the Town will adopt a resolution endorsing the declaration of a climate emergency and requesting regional collaboration for an immediate transition from fossil fuels to clean,renewable energy and further to demonstrate our commitment to making Lexington a more sustainable and resilient town. 15 (Inserted by Lily Manhua Yan and 9 or more registered voters) DESCRIPTION: This article seeks Town Meeting approval to adopt a resolution endorsing the declaration of a climate emergency and calls for regional collaboration to reverse global warming and to move towards a more sustainable economy. ARTICLE LAND EXCHANGE (Citizen Petition) To see if the Town will vote to approve the exchange of a portion of the lot located at 344 Lowell Street with a portion of the Town's adjoining land, see plan on file with the Town clerk, for the purpose of allowing the use of an existing structure that currently encroaches in part on Town property, or act in any other manner in relation thereto. (Inserted by Mohammed Abdul Jaleel and 9 or more registered voters) DESCRIPTION: UPDATE ARTICLE AMEND("O"E LAWS-DEMOLITION DELAY (Citizen Petition) To protect the DAVID A. Tuttle historl'c lionle at 53 Hancoc exit, 2420 from demolition and other historically significant honies and edifices,cesW o d.est UCt ing,111st:o, x ngton, MA. No immediate resale of a historical home within. a 2 y �r r o& Non ti l"the ."'I cif �� ��misrepresents their intentions resulting property.in demolition of hstor�c( N WO W ky, + H, V M", W .1 ,�., .m*"rc, M Y to MYue R,'I�F ��yMiJ) I� DESCRIPTION This article secksown Meeting ap I6n,olit o� delay ordinance that ensures � � t������������ potentially historically signlifictitnt homes a.od structure�s ��� °°°°°� ������� ���s:h d.�without adequate notice to the public. ARTICLE ERAL BYLAWS-,EXTEND HANCOCK-CLARK nsTOR� C 'DISTRICT (Citizen Petition) IIIIIIIIVuimo. Extend the Hancock-Clark Hiry .. 1 s. t t t Adams St-down,Ada s tow Porter Lane. (I111111 � � ereW o— 1 e ced � �e rs) DESCRIPTION: This articleT ow „� �M o, t.ing approval to extend the Hlanco .-Clark Historic District to Adams Street, and Adams Sheet orte:- I.Aane in,order to further preserve the historic character and buildings in Lexington. ARTICLE AMEND GENERAL BYLAWS-RUNNING BAMBOO CONTROL (Citizen Petition) To see if the Town will vote to amend the General Bylaw of the Town of Lexington by adding a chapter to control the planting and presence of Running Bamboo plants-any monopodial(running)tropical or semi-tropical bamboo grasses or bamboo species, or act in any other manner in relation thereto. (Inserted by Michael Reamer and 9 or more registered voters) DESCRIPTION: This purpose and intent of this bylaw is to preserve and protect private and Town owned property and Town owned rights of way from the spread of Running Bamboo and to protect indigenous biodiversity threatened by Running Bamboo. All Running Bamboo owners shall be required to confine Running Bamboo in a manner that will prevent the Running Bamboo from encroachment onto any other private or Town owned right of way. The proposed bylaw specifies requirements, enforcement and penalties. 16 ARTICLE AUTHORIZE SPECIAL LEGISLATION-DEVELOPMENT SURCHARGE FOR COMMUNITY HOUSING(Citizen Article) To see if the Town will vote to establish a surcharge on specific residential development activities for the purpose of funding affordable and community housing construction, renovation, associated land acquisition or easements; and further to authorize the Board of Selectmen to petition the Massachusetts General Court to enact legislation to enable this surcharge in the Town of Lexington, and further to authorize the Board of Selectmen to approve amendments to said act before its enactment by the General Court that are within the scope of the general objectives of the petition, or act in any other manner in relation thereto. (Inserted by Matt Daggett and 9 or more registered voters) DESCRIPTION: The purpose of this article is to address the loss of moderate-income housing by developing a targeted and measured surcharge on specific residential development activities, that will fund the creation of community housing that will address identified housing gaps, such as housing attainable by Lexington municipal employees. ZONING ARTICLES ARTICLE AMEND ZONING LAW-DISTANC A SEMENT, SLAB OR CRAWL ACE AND GROUNDWATER To see if the Town will vote tamend the, Zoning alat c d st, c tween groundwater elevations and building basements, crawl space floors',o•slab e e at,o ''l... n,y other manner in relation thereto. (Inserled,�y the at the i. ,��'qf the PlaigBoard) g a . . es requests t address the impacts on their DESCRIPTION: This zor ��� ����uc��d�� c��t: is, �e . property of displaced groundwater fro n,abutting new str 'mpg b"Lifl,t in thc water table. This will also help p g y stL ction t: e water table. prevent new illegal connect�os to the To���. � fro co ARTICLE AM ND Z N '" 'TERIM, RIFINTAL,AND,,BED-AND-BREAKFAST To see if the Town will vt ning Bylaw -to regulate slit trr rentals, or act in any other manner in relation theret( ��I���' (Inser e the "S lectnieti at the reqtiest o Board) DESCRIPTION: This artic c w the zot 'ng bylaw to regulate short term rent,a,ls. ARTICLE AMEND ZONING BYLAW-SITE PLAN REVIEW To see if the Town will vote to amend the Zoning Bylaw of the Town of Lexington to adjust applicability of, exceptions to, and notice requirements for site plan review, or act in any other manner in relation thereto. (Inserted by the Board of Selectmen at the request of the Planning Board) DESCRIPTION: This article would adjust the existing exceptions to site plan review to require review when parking areas are significantly expanded, limit it for small changes to large buildings, and modernize notice requirements. ARTICLE AMEND ZONING BYLAW-FINANCIAL SERVICES To see if the Town will vote to amend the Zoning Bylaw of the Town of Lexington to simplify the regulation of financial, drive-up, and auto-oriented services, or act in any other manner in relation thereto. (Inserted by the Board of Selectmen at the request of the Planning Board) 17 DESCRIPTION: This article would both regulate a variety of financial services consistently to adapt to current industry practice and regulate drive-up and auto-oriented service uses consistently. ARTICLE AMEND ZONING BYLAW-SOLAR ENERGY SYSTEMS To see if the Town will vote to amend the Zoning Bylaw to reduce restrictions on solar energy systems, or act in any other manner in relation thereto. (Inserted by the Board of Selectmen at the request of the Planning Board) DESCRIPTION: This article would encourage construction of solar energy systems by exempting them from some existing setback, height, site coverage, and roof coverage standards, and permitting them in all districts. ARTICLE AMEND ZONING BYLAW-WIRELESS COMMUNICATION FACILITIES To see if the Town will vote to amend the Zoning Bylaw to conform to Federal law and regulations regarding wireless communication facilities, including streamlining permitting pro esses and standards, adding design guidelines, or act in an other:manner In, relation thereto. 1110 1101 g y (Jnserfed,�y the at the Planning,Board) �����iillll DESCRIPTION: This article would update the �o��i��g bylaw -effect c s ��� federal law and regulations relating to wireless commutiie ti n fitcltitles, These changes in e streanil ini n nitting of wireless facilities on private property to meet federal 'shot clock:' deadlines by .I egt..ir" speciall permits and expanding acceptable justifications for addinge .new factliti tltl tltl"uu ARTICLE A .W-"EC1mm LAICAL CORRECTIONS To see if the Town will amend th,eZoni to c 1 internal reference , remove unreferenced definitions, and reformat sections of theBylaw to he he f the Bylm toy its readers, or act in any other manner in relation thereto. ����iillll (Inserled,�y,t 11 le � ten at the ��eq e��` � �the �"la ti g Board) DESCRIPTION: These c illc ct Rn nature and are n,ot intended to change interpretation in any substantive way. ARTICLE Aid:. D GBYLAWAND ZONING .AP, 0-10,50 WALTHAM STREET (Owner Petition) To see if the Town votes to amend the Code of the Town of Lexington, Zoning By-Law Sections and the Zoning Map of the Town of Lexington, by changing the zoning district designation of the land from the current Commercial Local Office(CLO)District to a Planned Development(PD)District, said property being Town of Lexington Assessors Map 5 Parcel Lot 14, more commonly known as at 1050 Waltham Street,based on the information provided in petitioner's Preliminary Site Development and Use Plan(PSDUP) on file with the Lexington Town Clerk and Planning Board for said property, and to act in any other manner relative thereto. (Inserted by BH GRP 1050 Waltham Owner LLC) DESCRIPTION: The article requests rezoning and approval of a Preliminary Site Development and Use Plan (PSDUP) for the 1050 Waltham Street property identified in the article, and would allow for the removal of the existing buildings and the construction of a new building and parking garage. The general location of the property is shown on a plan entitled: "PD-5 District, Waltham Street, Lexington, Massachusetts (Middlesex County prepared by BSC Group dated December 16, 2019 and on file with the Lexington Town Clerk and Lexington Planning Board. 18 ARTICLE AMEND ZONING BYLAW AND MAP-HARTWELL AVENUE AREA(Citizen Petition) To see if the Town will vote to amend the Zoning Bylaw and Zoning Map to alter and supplement dimensional and other standards for the CM district to permit additional development; rezone lots not used for residential purposes near Hartwell A venue and southwest of Bedford Street into the CM or GC districts; or act in any other manner in relation thereto. (Inserted by Charles Hornig and 9 or more registered voters) DESCRIPTION: The changes proposed under this article would allow additional desirable commercial development along Hartwell Avenue and Bedford Street ARTICLE AMEND THE ZONING BYLAW AND MAP-BEDFORD STREET NEAR HARTWELL AVENUE (Citizen Petition) To see if the Town will vote to amend the Zoning Map to rezone lots not used for residential purposes northeast of Bedford Street near Hartwell, A renve into the CM and TMO®1 districts,or ac in any other manner in relation thereto. ,�r � ",' . ,rod .. . . � Y. �°l'��� � tad b hay 1 � °,�, � �� l'��of ��� DESCRIPTION: This article would expand flie C (manuh ing and 0 1 (transportation management overlay) districts by nioving the #459 Nat. Guar,d Ar ,o n nd#475 (Boston Sports Club) Bedford Street properties into they eX ist °.g CM a� str cts to allow ow additional commercial development. ARTICLE AMEN. A -FRON" "YARD, TRANSITION,AND SCREENING AREAS (Citizen Petition) To see if the Town will vote o amend, ��� �:��� � la w t ,gukite �"�c������t y �rd t ,ns�'t�o���, and screening areas along streets consistently within each strict ct anger- n rel .ton thereto. . . and o . o e ,.e �e got,�.s' � e q DESCRIPTION: The chary . 'I ''Ns, article W,Otilld llowc n s:i.st nt streetscapes within a zoning district by requirin. r s ste l' nt yard, ra,"n ts, i ��to ll and scree ,itr g areas along a street independent of the zoning district of lotst ss the cet ARTICLE ABYLAW-GROSS FLOOR AREA (Citizen Article) To see if the Town will vote to jointly amend both Section 13 5-10.1 of the Zoning Bylaw, to revise the definition of Gross Floor Area to remove the inclusion of basements, and Section 135-4.4.2, to reduce the maximum allowable residential Gross Floor Area, or act in any other manner in relation thereto. (Inserted by Matt Daggett and 9 or more registered voters) DESCRIPTION: The purpose of this article is to address issues identified during the implementation of the Gross Floor Area (GFA) regirements adopted under Article 41 of the 2016 Annual Town Meeting and associated definition changes adopted under Article 41 of the 2017 Annual Town Meeting. Specifically, the definition of GFA must be revised to remove the inclusion of basement areas,and in conjunction, the maximum allowable residential GFA table must be reduced accordingly. SPECIAL TOWN MEETING 2020-1 ARTICLE 2 ELECTION OF DEPUTY MODERATOR AND REPORTS OF TOWN BOARDS, OFFICERS AND COMMITTEES 19 To see if the Town will vote to approve the Deputy Moderator nominated by the Moderator; receive the reports of any Board or Town Officer or of any Committee of the Town; or act in any other manner in relation thereto. (Inserted by the Board of Selectmen) DESCRIPTION: This Article remains open throughout Town Meeting and reports may be presented at any Town Meeting session by boards, officers, or committees. In addition, the Town will consider the approval of the nomination of a Deputy Moderator as authorized under Section 118-11 of the Code of the Town of Lexington. ARTICLE 3 POLICE STATION RE-BUILD To see if the Town will vote to raise and appropriate a sum of money for the reconstruction of the Police Station, located at 1575 Massachusetts Avenue, including the payment of costs of demolition, architectural and engineering services, original equipment, furnishings, landscaping, paving and other site and traffic improvements incidental or related to such construction; determine whether the money shall be provided by the tax levy, by transfer from available funds, by borrowing or by any combination of these methods; or act in any other manner in relation thereto. (Inserts}d by tyre Board of'Selectnien FUNDS REQUESTED: Unknown at press time DESCRIPTION: The funds requested by this Arkicle will used b r the nstruction of a the Town's Police station. A debt exclusion for this project will be farthcgrriir►g. 20 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Discuss Semiquincentemial Commission (Lex250) Charge PRESENTER:TER• ITEM S NUMBER: Board Discussion I.9 SUMMARY: Attached is a draft of the S emiquinc entennial Commission(Lex250) charge for discussion and approval. SUGGESTED MOTION: Move to approve the S emiquincentennial Commission(Lex250) charge. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/13/2020 9:50pm ATTACHMENTS: Description Type Semiquincentennial Commission (Lex250) Members: 11 Members Appointed by: Board of Selectmen Length of Term: Following the completion of all planned activities in 2026. Meeting Times: As determined by the Committee. Provide for a minimum of three community meetings (one daytime/one evening/one weekend day) to solicit public comment within the first 18 months of the Committee's formation. Description: To evaluate, make recommendations and coordinate the Town-wide activities to be held to commemorate the 250'Anniversary of the Battle of Lexington (which will take place in April 2025) and other historical events related to the founding of our Country. And to further the coordination of the Town's events with local, state, regional and federal events. Deliverables: As part of its study and investigation, the committee shall develop a comprehensive plan for celebrating and promoting the 250th anniversary of the Battle of Lexington to include: 1. Identify funding needs 2. Identify potential sources of funding including but not limited to: a. Commemorative Memorabilia b. Public/Private Partnerships c. Gifts and Grants (private, State and/or Federal) 3. Identify opportunities for individuals or organizations to participate in celebrations with a commitment to diversity, inclusiveness, and opportunity at all levels and activities 4. Investigate opportunities for a possible permanent memorial 5. Transportation related issues 6. Marketing and communication 7. Determine what sub-committees or additional staffing requirements (event planning) may be necessary and seek proper approval from the Board of Selectmen Criteria for Membership: Appointments will be made by the Board of Selectmen. The Board of Selectmen will also designate a Chairman. One representative from each of the following groups will constitute this committee: • Board of Selectmen (TO BE DISCUSSED BY BOS) • Civic/Community Group Designee • 2 Community Members with a background or interest in history, event planning and or logistics • Lexington Historical Society • Lexington School Department Designee • Local Business Designee • Music &Arts Community Designee • Reenactment Community Designee • Tourism Committee • Town Celebrations Committee Staff support as appropriate from the following departments: Department of Public Works, Economic Development Office, Fire Department, Police Department, Town Manager's Office, Department of Public Facilities Ex Officio/Liaisons (non-voting): • Appropriation Committee • Capital Expenditures Committee Prior to serving as a member of this Committee, appointees are required to: 1. Acknowledge receipt of the Summary of the Conflict of Interest Statute. Further, to continue to serve on the Committee the member must acknowledge annually receipt of the Summary of the Conflict of Interest Statute. Said summary will be provided by and acknowledged to the Town Clerk. 2. Provide evidence to the Town Clerk that the appointee has completed the on-line training requirement required by the Conflict of Interest Statute. Further, to continue to serve on the Committee, the member must acknowledge every two years completion of the on-line training requirement. Ref: Adopted by the Board of Selectmen on Board of Selectmen voted to designate as Special Municipal Employees on AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Selectmen Committee Appointment PRESENTER:TER• ITEM S NUMBER: Doug Luc ente, Chair I.10 SUMMARY: The Board is being asked to appoint Mark Connor as a member of the Tree Committee with a term exp iratio n date of September 30, 2022. SUGGESTED MOTION: Move to appoint Mark Connor to the Tree Committee with a term expiration date of September 30, 2022. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/13/2020 9:55pm ATTACHMENTS: Description Type or / A/ APPLICATION FOR APPOINTMENT FOR BOARD/COMMITTEE MEMBERSHIP Board/Committee of Interest: 1. 2. 3. 4. Would you consider another Committee: Yl"W"'S' For how long should we keep your application on file? 12E, te Full Name: Nickname. Preferred Title (please circle)(Mr/Ns./Mrs./Other: Dome Address: " : Zip Length of Residence in Lexington: g g 401 Occupation: . woo Work Address: ' Phone: Nome 'Work Fax Cell E-mail: Primary; If you currently serve on a Board or Committee, please identify: Special Training, Interests, Qualifications: rtE er 12 rjH, 71v&1 H 1.h,9, x Have you been asked by a Committee to become a me �ber? Ile00 How did you hear about the Committee? V' y � Please attach a current resume, if possible. Add any comments below or on a separate page. gn t re Date- �► a u . . i