HomeMy WebLinkAbout2015-12-04-BOS-PacketSELEC T MEN'S MEETING
Frid ay, Dec emb er 4, 2015
Selec tmen Meeting Room
8:30 AM
AGENDA
ITEMS FOR INDIVIDUAL CONSIDERATION
1.Fac ilities Department F Y2017 Bud get P res entation (30 min.)8:30 AM
2.Rec reation and Co mmunity Programs Dep artment FY2017 Budget Pres entatio n
(30 min.)
9:00 AM
3.Town Manager's F Y2017 Budget P res entation (15 min.)9:30 AM
4.Town Committees FY2017 Budget Pres entatio n (15 min.)9:45 AM
5.Financ e Dep artment FY2017 Budget Pres entatio n (15 min.)10:00 AM
6.Bo ard of Selec tmen's FY2017 Bud get P res entation (15 min.)10:15 AM
7.Future Meetings (5 min.)10:30 AM
8.Spec ial To wn Meeting Warrant 1 - Bo ard P o s itions (10 min.)10:35 AM
EXECUTIVE SESSION
1.Exemp tion 3: Co llective Bargaining Update (20 min.)10:45 AM
2.Exemp tion 6: Up d ate o n Pelham Road Property (10 min.)11:05 AM
ADJOURN
1.Approximate Ad jo urn Time 11:15 AM
The next meeting of the Board o f Selec tmen is s ched uled fo r Decemb er 7, 2015, at 6:00 p .m. in the
Selec tmen Meeting Room, 1625 Mas s ac hus etts Avenue.
There will be a F Y2017 Budget Presentation Meeting on Mond ay, Dec ember 7, 2015, at 8:30 a.m.
in the Selec tmen Meeting Ro o m.
Hearing Assistance Devices Available on Request
All agenda time and the order of items are approximate and
subject to change.
AGENDA ITEM SUM M ARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Facilities Department FY2017 Budget Presentation (30 min.)
PRESENTER:
P at Go d d ard, Directo r of Pub lic
F acilities
ITEM
NUMBER:
1.
SUMMARY:
See attached FY2017 F acilities Dep artment Bud get P res entation.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/4/2015 8:30 AM
ATTACHMENTS:
Des crip tion Typ e
Facilities Department Budget Pres entation Pres entation
Department of Public Facilities
Requested Budget
Fiscal Year 2017
Submitted by:
Patrick Goddard, Director of Public Facilities
Board of Selectmen Presentation
December 4, 2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 2000 Shared Expenses
Mission:
Budget Overview:
Department Goals
A new one year gas contract lowers supply costs and a full year of lower electric costs are offset by increasing electric capacity and
solar carve out costs. Solar panels on school and town roofs are contributing a costs avoidance of $115,500, which is recommend
for contribution to the Building Renewal Fund. Increased rentals are resulting in increased utility expense transfer ($18,000) to the
rental revolving fund.
The Department of Public Facilities (DPF) FY 2017 budget consists of three divisions: Educational Facility division, Municipal
Facility division, and Shared Facility division. The DPF FY 2017 budget is a level services budget.
Subprogram: 2400 Public Facilities
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 will be
accomplished through establishing appropriate services in support of building users, fostering continuous improvement in delivery
of services, and by establishing a 5 year Facility Capital plan through collaboration with the Permanent Building Committee and
other Town committees.
DPF Goals for 2017 include: Support the operation of the Community Center, support the School Master Plan, and implement
other priority projects.
The Department of Public Facilities level service All Funds budget is decreasing $47,137 or 0.45%. The General Fund budget is
decreasing by $85,515, or 0.85%. The main driver of this reduction is reduced electric and natural gas supply rates (utilities
$106,547 decrease) and small capital reduction of $86,000 from FY 2016 one-time aerial bucket truck purchase. Compensation
increase of $140,766 (2.75%) includes projected COLA and step increases (projected for SEIU and AFSCME contracts expired
June 30, 2015).
Facilities Summary 1 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 2000 Shared Expenses Subprogram: 2400 Public Facilities
Budget Summary
FY 2014 FY 2015 FY 2016 FY 2017 Dollar Percent
Funding Sources (All Funds)Actual Actual Estimated Projected Increase Increase
Tax Levy 9,669,741$ 9,898,969$ 10,078,631$ 9,993,116$ (85,515)$ -0.85%
Revolving Funds
Public Facilities Revolving Fund 391,166$ 383,781$ 420,866$ 458,835$ 37,969$ 9.02%
PEG Revolving Fund 10,000$ 13,970$ 20,516$ 20,926$ 410$ 2.00%
Total 2400 Public Facilities 10,070,907$ 10,296,720$ 10,520,014$ 10,472,877$ (47,137)$ -0.45%
FY 2014 FY 2015 FY 2016 FY 2017 Dollar Percent
Appropriation Summary (All Funds)Actual Actual Appropriated Request Increase Increase
Compensation 4,714,174$ 4,925,160$ 5,119,651$ 5,274,617$ 154,966$ 3.03%
Expenses 5,354,004$ 5,367,065$ 5,387,237$ 5,178,710$ (208,527)$ -3.87%
Benefits 2,728$ 4,495$ 13,126$ 19,550$ 6,424$ 48.94%
Total 2400 Public Facilities 10,070,907$ 10,296,720$ 10,520,014$ 10,472,877$ (47,137)$ -0.45%
-$
FY 2014 FY 2015 FY 2016 FY 2017 Dollar Percent
Program Summary (All Funds)Actual Actual Appropriated Request Increase Increase
Education Facilities 7,206,946$ 7,385,377$ 7,318,860$ 7,343,998$ 25,138$ 0.34%
1,793,617$ 1,754,897$ 1,954,776$ 1,919,262$ (35,514)$ -1.82%
Shared Facilities 1,070,344$ 1,156,446$ 1,246,378$ 1,209,616$ (36,762)$ -2.95%
Total 2400 Public Facilities 10,070,907$ 10,296,720$ 10,520,014$ 10,472,877$ (47,137)$ -0.45%
FY 2014 FY 2015 FY 2016 FY 2017 Dollar Percent
Object Code Summary (All Funds)Actual Actual Appropriated Request Increase Increase
Salaries & Wages 4,188,097$ 4,383,139$ 4,699,756$ 4,832,909$ 133,152$ 2.83%
Overtime 526,078$ 542,021$ 419,894$ 441,708$ 21,814$ 5.20%
Personal Services 4,714,174$ 4,925,160$ 5,119,651$ 5,274,617$ 154,966$ 3.03%
Contractual Services 1,343,433$ 1,386,048$ 1,348,060$ 1,346,560$ (1,500)$ -0.11%
Utilities 3,205,852$ 3,194,209$ 3,091,977$ 2,985,430$ (106,547)$ -3.45%
Supplies 699,331$ 685,871$ 732,200$ 717,720$ (14,480)$ -1.98%
Small Capital 105,389$ 100,937$ 215,000$ 129,000$ (86,000)$ -40.00%
Expenses 5,354,004$ 5,367,065$ 5,387,237$ 5,178,710$ (208,527)$ -3.87%
Benefits 2,728$ 4,495$ 13,126$ 19,550$ 6,424$ 48.9%
Total 2400 Public Facilities 10,070,907$ 10,296,720$ 10,520,014$ 10,472,877$ (47,137)$ -0.45%
FY 2014 FY 2015 FY 2016 FY 2017 Dollar Percent
Appropriations Summary (General Fund Only)Actual Actual Appropriated Request Increase Increase
Compensation 4,482,549$ 4,689,947$ 4,861,394$ 5,002,406$ 141,012$ 2.90%
Expenses 5,184,464$ 5,204,527$ 5,217,237$ 4,990,710$ (226,527)$ -4.34%
Total 2400 Public Facilities 9,667,013$ 9,894,474$ 10,078,631$ 9,993,116$ (85,515)$ -0.85%
FY 2014 FY 2015 FY 2016 FY 2017 Dollar Percent
Appropriations Summary (Non-General Fund)Actual Actual Appropriated Request Increase Increase
Personal Services 231,625$ 235,213$ 258,256$ 272,211$ 13,954$ 5.40%
Public Facilities Revolving Fund 221,625$ 221,243$ 242,663$ 256,065$ 13,402$ 5.52%
PEG Revolving Fund 10,000$ 13,970$ 15,594$ 16,146$ 552$ 3.54%
Expenses 169,541$ 162,538$ 170,000$ 188,000$ 18,000$ 10.59%
Public Facilities Revolving Fund 169,541$ 162,538$ 170,000$ 188,000$ 18,000$ 10.59%
Benefits 2,728$ 4,495$ 13,126$ 19,550$ 6,424$ 48.94%
Public Facilities Revolving Fund 2,728$ 4,495$ 8,204$ 14,770$ 6,566$ 80.04%
PEG Revolving Fund -$ -$ 4,922$ 4,780$ (143)$ -2.90%
Total 2400 Public Facilities 403,894$ 402,246$ 441,382$ 479,761$ 38,378$ 8.70%
Municipal Facilities
Facilities Summary 2 12/1/2015
Town of Lexington
FY 2017 Budget Development
Program: 2000: Shared Expenses Subprogram: Public Facilties
FY 2014 FY 2015 FY 2016 FY 2017
School Facilties 2410 Budget Budget Budget Request
Maintenance Staff 1 10 10 11 11
48 48 48 49
Sub-total FTE 58 58 59 60
Municipal Facilities 2420
Superintendent 0 0 0 0
Foreman3 1 1 0 0
Technician4 1 1 0 0
Custodian5 9 9 10 10
Sub-total FTE 11 11 10 10
Shared Facilities 2430
Administrative Asst - Facility Coordinator 1 1 1 1
Administrative Asst - Clerical/ Rental Administrator 1 1 1 1
Office Manager 1 1 1 1
Municipal Assistant - Part time 0.5 0.5 0.5 0.5
Director of Public Facilties 1 1 1 1
Assistant Director of Public Facilties 1 1 1 1
Superintendent of Custodial Services 1 1 1 1
Project Mananger 1 1 1 1
Facility Superintendent 1 1 1 1
Facility Engineer 1 1 1 1
Event Manager6 1 1 1 1
LHS Facility Manager 1 1 1 1
Sub-total FTE 7777 11.5 11.5 11.5 11.5
Total FTE 80.5 80.5 80.5 81.5
Notes:
Custodian2
4 Municipal Technician replaced by Electrican in School (townwide) Maintenance Staff
7 FTE count does not include full time Assistant Project Manager expensed to construction projects
1 Two additional maintenance staff in FY 2014, funded from a reduction in contractual services ( plumbing and carpentry) and
due to new contract language that licensed staff can work in all DPF managed buildings. Re
2 FY17 includes 1 additional staff at LHS resulting from two prefab buildings.
5 Approved staff from FY 14 Program Improvement Requests: Three additional staff to maintain the property at 39 Marret Road,
the Community Center site.
3 Foreman position replaced by Head Custodian position.
6Event Manager hours increased to full time.
Facilities Staff 3 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 2400 Public Facilities
Element:2410 Education Facilities
Budget Description:
Division Goals:
Budget Data (by Object Code)
Object Description FY 2014 FY 2015 FY 2016 FY 2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
19244111 SW 51441 REGULAR WAGES 2,303,511$ 2,373,353$ 2,435,961$ 2,510,671$ 74,710$ 3.07%
OT 51541 OVERTIME 262,487$ 247,047$ 144,789$ 151,378$ 6,589$ 4.55%
Custodian Orgs SW 51120 NIGHT DIFFERENTIAL (OTHER COMP)-$ -$ 88,404$ 86,284$ (2,120)$ -2.40%
End in 111 SW 51144 LONGEVITY -$ -$ 23,000$ 23,000$ -$ 0.00%
SW 51150 REGULAR PART-TIME WAGES -$ -$ -$ 0.00%
SW 51512 STIPENDS -$ 16,800$ 16,800$ 17,100$ 300$ 1.79%
Custodial 2,565,998$ 2,637,200$ 2,708,953$ 2,788,433$ 79,480$ 2.93%
19244221 SW 51442 REGULAR WAGES 543,514$ 588,039$ 605,159$ 619,385$ 14,226$ 2.35%
OT 51540 OVERTIME 59,223$ 84,621$ 45,462$ 47,531$ 2,069$ 4.55%
Maintenance Orgs SW 51120 NIGHT DIFFERENTIAL -$ 5,940$ 4,505$ (1,435)$ -
End in 221 SW 51144 LONGEVITY -$ 3,200$ 4,000$ 800$ -
SW 51150 REGULAR PART-TIME WAGES -$ -$ -$ -
SW 51512 STIPENDS -$ 150$ 3,500$ 3,500$ -$ -
Maintenance 602,736$ 672,810$ 663,261$ 678,921$ 15,660$ 2.36%
Sub-Total Compensation 3,168,734$ 3,310,010$ 3,372,215$ 3,467,354$ 95,139$ 2.82%
19254132 C 52120 PROFESSIONAL SERVICES 11,705$ 12,506$ 16,000$ 16,000$ -$ 0.00%
C 52142 EQUIP-SERVICES & REPAIR 27,264$ 30,185$ 28,000$ 28,000$ -$ 0.00%
S 54100 SUPPLIES -$ -$ -$ 0.00%
S 54131 SUPPLIES & MATERIALS 181,240$ 189,763$ 189,000$ 189,000$ -$ 0.00%
S 54141 MILEAGE -$ -$ -$ -
S 54141 TRAVEL 899$ 2,933$ 4,000$ 4,000$ -$ 0.00%
SC 54601 EQUIPMENT 21,254$ 17,759$ 30,000$ 30,000$ -$ 0.00%
Custodial Expenses 242,362$ 253,147$ 267,000$ 267,000$ -$ 0.00%
19264222 C 52110 CONTRACTUAL SERVICES 92,200$ 83,350$ 60,000$ 60,000$ -$ 0.00%
C 52119 CONTRACTUAL SERVICES 336,100$ 362,509$ 340,000$ 340,000$ -$ 0.00%
C 52141 FACILITIES SERVICE AND REPAIR 108,274$ 144,160$ 110,000$ 110,000$ -$ 0.00%
C 52142 EQUIP-SERVICE & REPAIR 82,195$ 94,857$ 90,000$ 90,000$ -$ 0.00%
C 52183 TRAVEL -$ 59$ -$ -$ -
C 52186 PROF DEV & TRAINING 8,237$ 10,627$ 8,500$ 8,500$ -$ 0.00%
S 54100 SCHOOL RELATED FACILITY CHRGS 27,451$ 35,245$ 35,000$ 35,000$ -$ 0.00%
S 54131 SUPPLIES & MATERIALS 230,357$ 181,929$ 230,000$ 230,000$ -$ 0.00%
S 54601 EQUIPMENT -$ 586$ -$ -$ -
S 58215 SCH FACIL OP ROOF REPAIRS 22,961$ 35,000$ 35,000$ 35,000$ -$ 0.00%
Maintenance Expenses 907,774$ 948,323$ 908,500$ 908,500$ -$ 0.00%
19274212 C 52110 CONTRACTUAL SERVICES 41,454$ 43,500$ 50,000$ 50,000$ -$ 0.00%
C 52140 LANDSCAPING MAINTENANCE 51,596$ 44,890$ 65,000$ 65,000$ -$ 0.00%
C 52142 EQUIP-SERVICE AND REPAIR 39,169$ 33,168$ 40,000$ 40,000$ -$ 0.00%
U 52208 GASOLINE 33,784$ 41,381$ 34,000$ 34,000$ -$ 0.00%
S 54100 SUPPLIES -$ -$ -$ 0.00%
S 54131 SCH FACIL GRNDS SUPP & MATERIAL 1,997$ 28,880$ 3,000$ 3,000$ -$ 0.00%
S 54160 CLOTH & SAFE EQUIP 17,901$ 16,664$ 25,000$ 25,520$ 520$ 2.08%
SC 54601 OPER FACILITIES & EQUIPMENT 34,080$ 18,648$ 35,000$ 35,000$ -$ 0.00%
Landscaping Expense 219,982$ 227,131$ 252,000$ 252,520$ 520$ 0.21%
19244132 U 52201 ELECTRICITY 1,457,787$ 1,479,890$ 1,395,415$ 1,363,210$ (32,205)$ -2.31%
U 52202 OIL HEATING -$ -$ -$ -
19244122 U 52203 NATURAL GAS 796,423$ 753,279$ 709,330$ 653,014$ (56,316)$ -7.94%
U 52204 WATER/SEWER 40,713$ 61,920$ 50,000$ 50,000$ -$ 0.00%
U 52205 NETWORK & COMMUNICATIONS 8,138$ 7,835$ 8,400$ 8,400$ -$ 0.00%
U 52206 TELEPHONE 80,854$ 65,211$ 60,000$ 60,000$ -$ 0.00%
U 52208 DIESEL 898$ 276$ 1,000$ 1,000$ -$ -
Utility Expenses 2,384,813$ 2,368,410$ 2,224,145$ 2,135,624$ (88,521)$ -3.98%
Sub-total Expenses 3,754,930$ 3,797,012$ 3,651,645$ 3,563,644$ (88,001)$ -2.41%
Total General Fund- Education Facilities 6,923,665$ 7,107,021$ 7,023,860$ 7,030,998$ 7,138$ 0.10%
The Education Facilities division provides maintenance and custodial care, contracted services, landscaping, and utilities for school facilities. The budget includes
49 custodians and 11 maintenance employees.
The recommended FY 2017 General Fund budget reflects an increase of $7,138 or 0.10%, over FY 2016.
This increase include $46,132 for an additional custodian at Lexington High School (cleaning prefabs I & II) and $67,054 for anticipated COLA and step increases
since contract expiration of June 30, 2015.
A new gas contract for FY 2017 lowers supply cost 7.94% or $56,316. The electric budget is decreasing, due to a full year at lower supply costosts, by 2.31% or
$32,205. The solar panels on school roofs result in an $111,000 cost avoidance, which is recommended for contribution to the Capital Project Stabilization Fund.
Increasing use of school facilities for rentals results in increasing electricity ($12,000) and natural gas ($6,000) expense transfers.
DPF Goals for 2017 include: Continue to develop capabilities of Town wide maintenance staff with lower costs and improved service. Support
implementation of School Master Plan with services extending to the LCP site.
2410- Education Facilities 4 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Revolving Fund
Public Facilities Building Rental Revolving Fund
Object Description FY 2014 FY 2015 FY 2016 FY 2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
SW 51110 REGULAR WAGES -$ -$ -$ -$ -$ -
OT 51130 OVERTIME 123,740$ 125,818$ 135,000$ 135,000$ -$ -100.00%
SW 51150 REGULAR PART TIME WAGES -$ -$ -$ -$ -$ -
Personal Services 123,740$ 125,818$ 135,000$ 135,000$ -$ -100.00%
C 52141 SERVICE AND REPAIR 78,646$ 75,000$ 79,000$ 79,000$ -$ -100.00%
U 52201 ELECTRICITY 24,000$ 24,000$ 24,000$ 36,000$ 12,000$ -100.00%
U 52203 NATURAL GAS 12,000$ 12,000$ 12,000$ 18,000$ 6,000$ -100.00%
S 54131 SUPP & MAINT 44,895$ 41,538$ 45,000$ 45,000$ -$ -100.00%
Expenses 159,541$ 152,538$ 160,000$ 178,000$ 18,000$ -100.00%
Total Revolving Fund-Education Facilities 283,281$ 278,356$ 295,000$ 313,000$ 18,000$ 6.10%
Total 2410 Education Facilities 7,206,946$ 7,385,377$ 7,318,860$ 7,343,998$ 25,138$ 0.34%
2410- Education Facilities 5 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 2400 Public Facilities
Element:2420 Municipal Facilities
Budget Description:
Division Goals:
Budget Data (by Object Code)
Object Description FY 2014 FY 2015 FY 2016 FY 2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
10019201 SW 51110 REGULAR WAGES 342,899$ 330,578$ 444,340$ 447,789$ 3,449$ 0.78%
SW 51120 OTHER COMPENSATION -$ -$ -$ -
OT 51130 OVERTIME 57,595$ 79,146$ 67,544$ 70,607$ 3,064$ 4.54%
SW 51144 LONGEVITY -$ 800$ 800$ -$ 0.00%
SW 51150 REGULAR P/T WAGES -$ -$ -$ -
SW 51151 SEASONAL P/T WAGES -$ -$ -$ -
SW 51512 STIPENDS -$ 2,100$ 3,000$ 3,000$ -$ 0.00%
400,493$ 411,824$ 515,684$ 522,196$ 6,512$ 1.26%
Sub-Total Compensation 400,493$ 411,824$ 515,684$ 522,196$ 6,512$ 1.26%
10019212 C 52119 CONTRACTUAL SERVICES 128,216$ 120,638$ 134,000$ 134,000$ -$ 0.00%
C 52142 EQUIP. SERVICE & REPAIR 1,614$ 1,009$ 2,000$ 2,000$ -$ 0.00%
S 54131 SUPPLIES & MATERIALS 43,856$ 47,766$ 48,200$ 48,200$ -$ 0.00%
SC 54601 EQUIPMENT 5,002$ 10,730$ 12,000$ 12,000$ -$ 0.00%
Custodial Expenses 178,688$ 180,143$ 196,200$ 196,200$ -$ 0.00%
10019222 C 52119 CONTRACTUAL SERVICES 104,118$ 129,785$ 105,000$ 105,000$ -$ 0.00%
C 52141 SERVICE & REPAIR 99,233$ 88,500$ 105,000$ 105,000$ -$ 0.00%
C 52142 EQUIP SVC & REPAIR 96,483$ 79,164$ 80,000$ 80,000$ -$ 0.00%
C 52151 TN FACIL OP BUILDING RENTAL 18,584$ 19,560$ 19,560$ 19,560$ -$ 0.00%
C 52186 PROFESSIONAL DEVELOPMENT -$ 2,439$ 1,000$ 1,000$ -$ 0.00%
C 52192 COMM & NTWRK SUPP -$ -$ -$ -
S 54100 TOWN RELATED FACILITY CHARGES 41,155$ 9,771$ 25,000$ 10,000$ (15,000)$ -60.00%
S 54131 OPERATING SUPPLIES & MATERIALS 61,412$ 55,172$ 65,000$ 65,000$ -$ 0.00%
S 54160 CLOTH & SAFE EQUIPMENT -$ 2,230$ 2,000$ 2,000$ -$ 0.00%
S 58215 ROOF REPAIRS 7,122$ 17,190$ 10,000$ 10,000$ -$ 0.00%
Maintenance Expenses 428,106$ 403,810$ 412,560$ 397,560$ (15,000)$ -3.64%
10019202 C 52183 MILEAGE -$ 53$ -$
C 52186 PROF DEV 759$ -$ -$ -$ -
C 52192 COMM & NTWRK SUPP 3,234$ 3,000$ 3,500$ 3,500$ -$ -
U 52200 MAINTENANCE UTILITIES 79$
U 52201 ELECTRICITY 472,412$ 490,273$ 568,129$ 542,181$ (25,948)$ -4.57%
U 52202 OIL HEAT 4,868$ 3,500$ 2,000$ (1,500)$ -42.86%
U 52203 NATURAL GAS 208,840$ 188,285$ 179,453$ 168,875$ (10,578)$ -5.89%
U 52204 WATER/SEWER 10,974$ 12,894$ 12,000$ 13,000$ 1,000$ 8.33%
U 52205 NETWORK AND COMM -$ -$ -$ -
U 52206 TELEPHONE 49,603$ 50,345$ 30,000$ 30,000$ -$ 0.00%
U 52207 MOBILE DEVICES -$ -$ -$ -
U 52208 DIESEL 1,067$ 1,727$ 750$ 750$ -$ -
S 54100 SUPPLIES -$ -$ -$ -
S 54160 CLOTHING 2,450$ 707$ -$ -$ -
SC 54601 EQUIPMENT -$ -$ -$ -
Utility Expenses 754,208$ 747,363$ 797,332$ 760,306$ (37,026)$ -4.64%
10019232 S 54131 SUPPLIES & MATERIALS -$ -$ -$ -$ -$ -
SC 54601 EQUIPMENT -$ -$ -$ -$ -$ -
Landscaping Expense -$ -$ -$ -$ -$ -
Sub-Total Expenses 1,361,002$ 1,331,316$ 1,406,092$ 1,354,066$ (52,026)$ -3.70%
Total General Fund- Municipal Facilities 1,761,495$ 1,743,141$ 1,921,776$ 1,876,262$ (45,514)$ -2.37%
The Municipal Facilities division provides maintenance and custodial care, contracted services, and utilities for municipal facilities. The budget
includes nine (9) custodians and one (1) head custodian.
DPF Goals for 2017 include: 1) Support operation of the Community Center, Cary Memorial Building Events and prioritized projects.
The recommended FY 2017 General Fund budget reflects a decrease of $45,514 or 2.37% from FY 2016. This level service budget includes
step increases and a COLA for employees with a labor agreement expiring 6/30/2015, amounting to $10,164. Operating costs are projected
down $15,000 due to a one time FY 2016 $15,000 budget for Community Center audio visual equipment additions.
A new gas rate for FY 2017 is resulting in a $10,578 savings for natural gas, and the electric budget is down $25,948 (4.57%) due to a full
year on a lower supply costs. The solar panels on Cary Memorial Library are expected to yield a $4,500 cost avoidance, which is
recommended for contribution to the Capital Project Stabilization Fund.
2420- Municipal Facilities 6 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Revolving Fund
Public Facilities Building Rental Revolving Fund
Object Description FY 2014 FY 2015 FY 2016 FY 2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
SW 51110 REGULAR WAGES -$ -$ -$ -$ -$ -
OT 51130 OVERTIME 22,122$ 1,757$ 23,000$ 33,000$ 10,000$ 43.48%
SW 51150 REGULAR PART TIME WAGES -$ -$ -$ -
Personal Services 22,122$ 1,757$ 23,000$ 33,000$ 10,000$ 43.48%
C 52141 SERVICE AND REPAIR -$ -$ -$ -$ -$ -
U 52201 ELECTRICITY -$ -$ -$ -$ -$ -
U 52203 NATURAL GAS -$ -$ -$ -$ -$ -
S 54131 SUPP & MAINT 10,000$ 10,000$ 10,000$ 10,000$ -$ 0.00%
Expenses 10,000$ 10,000$ 10,000$ 10,000$ -$ 0.00%
Total Revolving Fund-Municipal Facilities 32,122$ 11,757$ 33,000$ 43,000$ 10,000$ 30.30%
Total 2420 Municipal Facilities 1,793,617$ 1,754,897$ 1,954,776$ 1,919,262$ (35,514)$ -1.82%
2420- Municipal Facilities 7 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 2400 Public Facilties
Element:2430 Shared Facilities
Budget Description:
Division Goals:
Budget Data (by Object Code)
Org Object Description FY 2014 FY 2015 FY 2016 FY 2017 Dollar Percent
Actual Actual
Appropriation Request Increase Increase
10019281 SW 51110 REGULAR WAGES 886,536$ 933,680$ 927,108$ 967,429$ 40,321$ 4.35%
SW 51120 NIGHT DIFFERENTIAL -$ 15,600$ 15,600$ -$ -
OT 51130 OVERTIME 911$ 2,535$ -$ -$ -
SW 51151 PT WAGES 17,874$ 20,898$ 19,787$ 18,826$ (961)$ -
SW 51512 STIPENDS 8,000$ 11,000$ 11,000$ 11,000$ -$ 0.00%
913,321$ 968,113$ 973,495$ 1,012,856$ 39,360$ 4.04%
10019282 C 52142 EQUIP-SERVICE & REPAIR -$ -$ -$ -
C 52180 CATERING/MEALS 93$ 1,794$ 500$ 1,000$ 500$ 100.00%
C 52183 MILEAGE 944$ 566$ 1,000$ 1,000$ -$ 0.00%
C 52182 LEASE PAYMENTS -$ -$ -$ -
C 52186 PROFESSIONAL DEVELOPMENT 13,316$ 4,727$ 10,000$ 8,000$ (2,000)$ -20.00%
U 52200 UTILITIES -$ -$ -$ -
U 52205 FACILITIES ADMIN NETWK & COMM -$ -$ -$ -
U 52207 MOBILE DEVICES 3,490$ 4,815$ 4,000$ 5,000$ 1,000$ 25.00%
S 54100 SUPPLIES -$ -$ -$ -
S 54131 FACILITIES ADMIN SUPP & MATS 5,636$ 10,497$ 6,000$ 6,000$ -$ 0.00%
SC 54601 EQUIPMENT 3,137$ 5,062$ 2,000$ 2,000$ -$ 0.00%
SC 54707 OTHER EQUIPMENT 41,916$ 48,738$ 136,000$ 50,000$ (86,000)$ -63.24%
68,531$ 76,199$ 159,500$ 73,000$ (86,500)$ -54.23%
Total General Fund- Shared Facilities 981,853$ 1,044,312$ 1,132,995$ 1,085,856$ (47,140)$ -4.16%
Revolving Funds
Public Facilties Building Rental Revolving Fund
SW 51110 REGULAR WAGES 75,763$ 92,570$ 80,563$ 83,873$ 3,310$ 4.11%
OT 51130 OVERTIME -$ 1,098$ 4,100$ 4,192$ 92$ 2.25%
SW 51150 REGULAR PART TIME WAGES -$ -$ -$ -$ -
Sub-Total Personal Services 75,763$ 93,668$ 84,663$ 88,065$ 3,402$ 4.02%
C 52141 SERVICE AND REPAIR -$ -$ -$ -$ -$ -
U 52201 ELECTRICITY -$ -$ -$ -$ -$ -
U 52203 NATURAL GAS -$ -$ -$ -$ -$ -
S 54131 SUPP & MAINT -$ -$ -$ -$ -$ -
Sub-Total Expenses -$ -$ -$ -$ -$ -
59100 BENEFITS 2,728$ 4,495$ 8,204$ 14,770$ 6,566$ 80.0%
Sub-Total Benefits 2,728$ 4,495$ 8,204$ 14,770$ 6,566$ 80.0%
Total Building Revolving Fund 78,491$ 98,163$ 92,866$ 102,835$ 9,969$ 10.73%
PEG Revolving Fund
SW 51110 REGULAR WAGES 10,000$ 13,970$ 15,594$ 16,146$ 552$ 3.54%
Sub-Total Personal Services 10,000$ 13,970$ 15,594$ 16,146$ 552$ 3.54%
59100 BENEFITS -$ -$ 4,922$ 4,780$ (143)$ -2.90%
Sub-Total Benefits -$ -$ 4,922$ 4,780$ (143)$ -2.90%
Total PEG Revolving Fund 10,000$ 13,970$ 20,516$ 20,926$ 410$ 2.00%
Total Revolving Funds- Shared Facilities 88,491$ 112,133$ 113,382$ 123,761$ 10,378$ 9.15%
Total 2430 Shared Facilities 1,070,344$ 1,156,446$ 1,246,378$ 1,209,616$ (36,762)$ -2.95%
The recommended FY 2017 General Fund budget reflects a decrease of $47,140 or 4.16%, over FY 2016. This includes an increase in
general fund compensation of $39,360, or 4.04% for COLA, merit and individual contracts. Other Equipment is reduced $86,000, or
63.24%, due to the one time purchase of an Aerial bucket truck in FY 2016. For FY 2017, DPF is recommending to replace one trade
van and one administrative vehicle, at a cost of $50,000.
The Department of Public Facilities administrative staff develops and implements the programs that provide services for the Town and
School buildings.
DPF Goals for 2017 include: Support the operation of the Cary Memorial Building events, Cary Memorial Library renovation, and
support the operations of the Lexington Community Center and support the development of public safety building projects.
Sub-total Compensation
Sub-Total Expenses
2430 - Shared Facilities 8 12/1/2015
Project Name:Townwide Roofing Program Date:29-Oct-08
Submitted By:Shawn Newell Department:Public Facilities
Project ID Number:561
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@ci.lexington.ma.us
Revision Date:28-Sep-15
Description of Project:The Department of Public Facilities maintains a 20 year Roof Master Plan. A priority for this year is to stop water infiltration into the Central
Administration Building with a specific focus on the front A-framed roof. The LHS Field House roof is now slated for FY 2018, the Central
Administration flat roof and Diamond roofs scheduled for FY 2019, followed by Bridge School and then LHS roofs.
Justification/Benefit:Water leaks create significant issues in an educational, office and program environment. To prevent water leaks at the Central Administration
Building, an internal venting systems and external heat tape were installed, but due to significant snow falls this has not been effective. This plan
for next summer is to remove the roof shingles from the front elevation and add ice and water shield under the new shingles and add venting.
Impact if not completed:Water infiltration and ice dams will continue to damage furnishings, property, and building components. Potential for indoor air quality issues will
continue to be at a higher risk. DPF is looking to accelerate the schedule for replacement of half of the Central Office shingled roof to
accommodate a solution to this ongoing water infiltration issue.
Capital Funding Request
Stakeholders:Students, Teachers, Public, Administrators
Timeframe:
Operating Budget Impact:Approximately $50,000 is budgeted for emergency leak repairs. Replacement of the roofing systems could result in reducing this expenditure, as
well as reducing time custodians clean up and administrative time to insurance claims from these water leaks. With large snow accumulations,
failure to repair this ongoing issue will result in additional insurance claims and building productivity.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
20
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Roof Master Plan report produced by Russo-Barr Associates, building envelope consultant, ideinifties construction costs, escaled at 4%.
Design/Engineer cost is 10% of construction cost. Contingency is 10% of total Design/Engineer + Construction cost.
Revolving Other
561
$145,400 $358,000 $875,000 $1,611,384 $3,620,497
$16,000 $39,400 $96,000 $161,000 $362,049
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$15,000 $35,800 $87,500 $161,000 $362,049
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $176,400 $433,200 $1,058,500 $1,933,384 $4,344,595
Totals
$0
$661,349
$6,610,281
$0
$674,449
$7,946,079
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:School Building Envelopes and Systems Program Date:29-Oct-08
Submitted By:Shawn Newell Department:Public Facilities
Project ID Number:562
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@exingtonma.gov
Revision Date:11-Nov-15
Description of Project:This project is requesting funds to perform annual prioritized extraordinary repairs and modifications to school buildings and systems. FY 2017
will prioritize the Central Administration Building's window repairs and caulking replacement.
Justification/Benefit:To properly maintain the buildings operated by the Schools will require continual investment in the building envelope and systems. This includes
repair of damaged panels and siding, caulking and weatherproofing windows and doors, and painting the wood exterior on an as needed basis (approximately seven years).
Impact if not completed:Without continual maintenance the building exterior will continue to deteriorate, allowing more moisture to become entrapped in the envelope and
propagate cracks through the freeze thaw cycle.
Capital Funding Request
Stakeholders:School users, public.
Timeframe:System wide annually, on a prioirty basis to each school building
Operating Budget Impact:Operating budget will continue to fund small, individual items such as failure of a specific door or window or small painting projects.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Budget estimated, to perform priority projects on a yearly basis. Continuation of building envelope at 2.5% annual increase.
Revolving Other
562
$197,000 $202,000 $206,000 $208,500 $213,400
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$18,000 $19,000 $20,000 $23,100 $24,000
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $215,000 $221,000 $226,000 $231,600 $237,400
Totals
$0
$104,100
$1,026,900
$0
$0
$1,131,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:LHS Heating Systems Upgrade Date:28-Oct-08
Submitted By:Shawn Newell Department:Public Facilities
Project ID Number:564
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@ci.lexington.ma.us
Revision Date:12-Nov-15
Description of Project:2015 Annual Town Meeting, Article 18F, funded $150,000 to evaluate options to determine the most cost effective approach to replace HVAC
equipment that has operated beyond its useful life and to improve the educational environment of the LHS main building. This includes converting
the steam boilers and steam unit ventilators to a highly efficient condensing boiler and hot water distribution system. This project is requesting
design development and construction documents funding so that construction funds can be requested at a future Town Meeting.
Justification/Benefit:The HVAC systems for LHS are at varying points in their life cycles. The steam system and unit ventilators have been identified for several years
as needing replacement. The roof top units installed in 2000 and 2003 are approaching the end of their life cycle. The proposed project will
design a new system that will improve the environment for education (reduce noise, better temperature control, partial cooling) while also
making the systems energy efficient, easier to maintain, and reliable.
Impact if not completed:The HVAC system at LHS Main Building includes unreliable pneumatic controls with old steam unit ventilators. This combination results in poor
temperature control, noisy classrooms, and the potential for indoor air quality issues.
Capital Funding Request
Stakeholders:LHS students, teachers, administrators, public.
Timeframe:Five years
Operating Budget Impact:Cost estimate are based off of comparable square footage rates that have been estimated for Diamond Middle School. $50/Sqft x 200,000=
$10,000,000.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
20
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
RW Sullivan analysis
Revolving Other
564
$0 $12,350,000 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$186,000 $514,000 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $186,000 $12,864,000 $0 $0 $0
Totals
$0
$700,000
$12,350,000
$0
$0
$13,050,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Municipal Building Envelopes and Systems Date:01-Oct-08
Submitted By:Shawn Newell Department:Public Facilities
Project ID Number:647
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@lexingtonma.gov
Revision Date:11-Nov-15
Description of Project:This request is for continued funding of Municipal Building Envelopes and Systems projects as approved in a 2006 operating override in the
amount of $150,000, annually increased by 2.5%. This year's request intends to implement extraordinary repairs at Cary Memorial Library,
including the south entrance door system and improvements to mitigate large amounts of ice dams that form during the winter season.
Justification/Benefit:Cary Memorial Library west and south entrances and egresses have been closed to the community due to several issues involving the large
volume of ice dams, frost heave at the main exterior doors and damage that occurs as delivery vehicles hit the overhang of the south entrance.
Impact if not completed:Town buildings and structures will depreciate and not meet the continuing needs of the community.
Capital Funding Request
Stakeholders:Town staff, Lexington residents
Timeframe:This is an on-going capital request, as the public building infrastructure will always need to be maintained, repaired, and
upgraded.
Operating Budget Impact:The projects within this program do not increase the size of the public building stock and therefore do not result in increased utility usage or
maintenance costs.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
10
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Budget estimated, to perform priority projects on a yearly basis. Continuation of building envelope at 2.5% annual increase.
Revolving Other
647
$172,329 $177,012 $180,812 $184,732 $189,350
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$15,000 $15,000 $16,000 $17,000 $17,500
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $187,329 $192,012 $196,812 $201,732 $206,850
Totals
$0
$80,500
$904,235
$0
$0
$984,735
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Building Flooring Program Date:18-Oct-09
Submitted By:Shawn Newell Department:Public Facilities
Project ID Number:653
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@ci.lexington.ma.us
Revision Date:13-Oct-15
Description of Project:This in an Annual Program that was initiated in FY2011 to replace flooring systems to maintain clean and safe spaces. In FY 2017, flooring
systems in Cary Memorial Library will be replaced at a value of approximately $50,000, in coordination with a planned renovation of interior
spaces. Replacement of additional spaces will be prioritized in the spring of 2016.
Justification/Benefit:Flooring systems must be replaced periodically to insure the surfaces are safe and cleanable. Broken and failed systems can become tripping
hazards and/or harborage areas for bacteria and water.
Impact if not completed:Without adequate funding for replacement, flooring systems will potentially develop into unsafe conditions and become tripping hazards and
difficult to clean.
Capital Funding Request
Stakeholders:Building users, employees, and community.
Timeframe:Annual
Operating Budget Impact:None
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
15
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Flooring contract is bid for square foot pricing to maximize use of funds. The plan for FY 2017 includes studying the cause of the moisture
infiltration under the Fiske cafeteria floor for a FY 2018 recommendation to eliminate the ongoing issue.
Revolving Other
653
$125,000 $137,500 $125,000 $125,000 $125,000
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$25,000 $12,500 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $150,000 $150,000 $125,000 $125,000 $125,000
Totals
$0
$37,500
$637,500
$0
$0
$675,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:School Paving Program Date:14-Oct-10
Submitted By:Shawn Newell Department:Public Facilities
Project ID Number:698
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781 274 8960 E-mail snewell@lexingtonma.gov
Revision Date:18-Nov-15
Description of Project:This program funds paving replacement on school grounds. Annual Town Meeting 2015 Article 18J funded paving improvements at Bowman
School. This work will be implemented in the summer of 2016. This year's priority is to fund improvments to Harrington Elementary
School/Central Administration and study further priorities for other school buildings.
Justification/Benefit:Extraordinary repairs for school paving areas are nessary to maintain parking and pedestrian surfaces in a condition suitable for public use.
Impact if not completed:Additional paving replacements are required at school buildlings to deteriated surfaces with severe cracking. If this program is not funded, these
conditions will continue.
Capital Funding Request
Stakeholders:Community, students, parents, staff
Timeframe:Annual
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Revolving Other
698
$137,750 $140,593 $143,901 $147,400 $150,348
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$16,000 $17,000 $18,000 $18,600 $19,500
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $153,750 $157,593 $161,901 $166,000 $169,848
Totals
$0
$89,100
$719,992
$0
$0
$809,092
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Public Facilities Bid Documents Date:17-Sep-11
Submitted By:Pat Goddard Department:Public Facilities
Project ID Number:749
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8958 E-mail pgoddard@lexingtonma.gov
Revision Date:12-Sep-14
Description of Project:This project appropriates a fund for professional services to produce design development, construction documents, and/or bid administration
services for projects. Eligible projects would be projects seeking authorization at the Annual Town Meeting that have a high probability of
approval and the intended schedule would be unattainable if the project design process could not begin until after the close of Annual Town
Meeting.
Justification/Benefit:Public Facilities manages projects for school buildings with very short construction windows due to the academic calendar. With the Annual Town
Meeting closing in late April or early May, there is insufficient time to obtain professional services for bid documents, complete the bidding
process, and implement the project before school is back in session. With this available fund, projects that have a high probability of approval at
Town Meeting can be developed with sufficient time to implement them in the same calendar year as Town Meeting.
Impact if not completed:Impact if not completed is to delay implementation of projects for 12 months or use available operating dollars to supplement capital projects.
Capital Funding Request
Stakeholders:Public Facilities and project stakeholders
Timeframe:
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
1
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
In the previous years $75,000 has been requested. Last year this was insufficient and the request is being increased to $100,000.
Revolving Other
749
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$100,000 $100,000 $100,000 $100,000 $100,000
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $100,000 $100,000 $100,000 $100,000 $100,000
Totals
$0
$500,000
$0
$0
$0
$500,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Visitors Center Date:13-Oct-11
Submitted By:Pat Goddard/Shawn Newell Department:Public Facilities
Project ID Number:835
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@lexingtonma.gov
Revision Date:10-Sep-15
Description of Project:2014 Annual Town Meeting appropriated $220,608 in funds to develop a renovation design and construction documents for the Visitors Center.
The Board of Selectmen have approved a preliminary program for the Visitors Center and an architect has been contracted to seek stakeholder
and public input into a final program and schematic design. At this time the work is continuing, and it is not certain that the work will progress
sufficiently for construction funding for FY 2017.
Justification/Benefit:Originally opened in 1970, in anticipation of the nation's bicentennial, the visitor center has served as an information hub to Lexingtonians as well
as millions of guests from around the world since it was built. On an annual basis, this building by far sees more foot traffic than any other town-
owned building, with over 100,000 visitors annually, utilizing the restrooms. The last upgrade to the facility was when the restrooms were made
handicap accessible 10 years ago. Since then, it has been used by over 1,000,000 visitors.
Impact if not completed:Today' s visitors seek a different kind of service than they did over five decades ago, when the building was built. Lexington has focused on
improving its visitors' experience, and so failure to modernize will prevent us from maximizing the economic development opportunities that exist.
Capital Funding Request
Stakeholders:Lexington taxpayers, local businesses, international and national visitors
Timeframe:Design development and construction documents in FY2015 and FY 2016. Expectation that work would begin at the
close of the season in the fall calendar 2016. This project will be timed to have minimal impact on the tourist season.
Operating Budget Impact: Potential operating impact might be additional utility costs and cleaning services. Current utility costs are about $6,000/ year, and with LEED
strech energy code requirements it is not expected that this would increase more than 25%.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Lexington Visitor Center Programmatic Report, January 20, 2012, escalated 19% for FY 2016 construction. Assumed 39.5% is CPA eligible. (2,591 sqft current/6,566 sqft expanded.)Educational exhibit budget,$400,000, from Wondercraft.
Revolving Other
835
$1,517,250 $0 $0 $0 $0
$189,118 $0 $0 $0 $0
$320,000 $0 $0 $0 $0
$0 $0 $0 $0 $0
$53,930 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $2,080,298 $0 $0 $0 $0
Totals
$0
$53,930
$1,517,250
$320,000
$189,118
$2,080,298
$675,727CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Hastings School Renovation/Replacement Date:17-Oct-12
Submitted By:Pat Goddard Department:Public Facilities
Project ID Number:870
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781 274 8958 E-mail pgoddard@lexingtonma.gov
Revision Date:14-Sep-15
Description of Project:The School Committee and Board of Selectmen approved for the Superintendent to submit a Statement of Interest (SOI) to the Massachusetts
School Building Authority (MSBA) in February and March of 2015. The SOI outline the districts need to have a study performed on the
Hastings Elementary School due to overcrowding and the age of existing building systems. Response from the MSBA is anticipated in the fall
2015. If the response is positive, the Town would have 90 days to seek Town Meeting approval of project funding for a Feasibility and Schematic
Design Study. If all this comes to pass, the MSBA would reimburse Lexington for part of the work, at a percentage to be determined, but the
percentage is expected to be a minimum of 32%.
Justification/Benefit:The Hastings Elementary School has several program and physical deficiencies that need to be evaluated for appropriate resolution.
Impact if not completed:Included in 10 year plan, may be updated.
Capital Funding Request
Stakeholders:Hastings community
Timeframe:
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Costs used from DiNisco planning documents.
Revolving Other
870
$0 $57,500,000 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$1,500,000 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $1,500,000 $57,500,000 $0 $0 $0
Totals
$0
$1,500,000
$57,500,000
$0
$0
$59,000,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Community Center Enhancements Date:30-Sep-13
Submitted By:Pat Goddard/Mark Barrett Department:Public Facilities
Project ID Number:892
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8958 E-mail pgoddard@lexingtonma.gov
Revision Date:11-Sep-15
Description of Project:The Town of Lexington purchased the 39 Marrett Road property from the Scottish Rite, renovated the building, and opened the Lexington
Community Center in June of 2015. After being in operation for nearly three months, a few improvements are requested to enhance staff
awareness, occupant safety and improve room use and program flexibility. This request includes funding to installation of a dividing partition in
one of the busy program rooms, and adding additional security cameras in areas of the building currently lacking coverage.
Justification/Benefit:The dividing partition will allow increased use and flexibility in a highly utilized space allowing multiple programs to run simultaneously. The
additional cameras will alert staff more readily to any potential accidents and or issues in the building that presently do not have coverage.
Impact if not completed:Improved operation and use of the facility would not be achieved
Capital Funding Request
Stakeholders:Community
Timeframe:To be Complete during FY17
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
estimates based upon similar work
Revolving Other
892
$55,000 $0 $0 $0 $0
$10,000 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$10,000 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $75,000 $0 $0 $0 $0
Totals
$0
$10,000
$55,000
$0
$10,000
$75,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:School Traffic Safety Improvements Date:08-Oct-13
Submitted By:Ian Dailey/Shawn Newell Department:Public Facilities
Project ID Number:898
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-861-2580 E-mail idailey@sch.ci.lexington.ma.us
Revision Date:23-Nov-15
Description of Project:The School Committee commissioned a Traffic Safety and Mitigation study of school sites on February 26, 2014. The report contains findings
that require additional detailed study and mitigation measures to be completed to improve traffic safety in and around our schools.
To improve safety for students, staff, and the community, a multi-year program has been implemented that includes study, design and
construction documents, and implementation.
Funds were appropriated at the ATM 2013 - Article 14(j) for Clarke Middle School and design funds were requested as part of the Multiple
School Construction Project (2015 STM#1, Article 2)Funds were appropriated at ATM 2014 - Article 13(c) for Bridge and Lexington High School (LHS) studies. The Bridge study has been
completed, but a $25,000 supplement is requested to complete the LHS study. This year
’s request is seeking design and construction
document funds for Bridge, and supplemental funds to complete the Lexington High School Study.
The FY 2018 request is expected to include a study of Bowman, design and construction documents for LHS, and construction at Bridge.
The FY 2019 request is expected to include a study of Fiske, design and construction documents for Bowman, and construction at LHS.
The FY 2020 request is expected to include design and construction documents for Fiske, and construction for Bowman.
The FY 2021 request is expected to include construction funds for Fiske.
Justification/Benefit:The School Department is responsible for the clear and uniform traffic safety and mitigation on our property. All school locations require GIS
mapping and inventory of topology, signs, crosswalks, parking spaces, etc. Once this is completed and the School Committee sets policy, the
maintenance and sustainability will be easier and more predictable.
Impact if not completed:All Schools, parents, employees and community members who access school property will continue to not have direction, signage, and overflow
into local streets during arrival and dismissal. This often creates hazards for other motorists, pedestrians, and bicyclists.
Capital Funding Request
Stakeholders:Staff, students and parents
Timeframe:This project is expected to take five years, with annual requests for funding, progressing each site through study,
construction documents, and construction funding.
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Revolving Other
898
$0 $920,000 $1,800,000 $920,000 $920,000
$20,800 $119,200 $199,500 $112,300 $117,000
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$208,000 $272,000 $235,000 $203,000 $40,000
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $228,800 $1,311,200 $2,234,500 $1,235,300 $1,077,000
Totals
$0
$958,000
$4,560,000
$0
$568,800
$6,086,800
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:School Traffic Safety Improvements Date:08-Oct-13
Submitted By:Ian Dailey/Shawn Newell Department:Public Facilities
Project ID Number:898
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-861-2580 E-mail idailey@sch.ci.lexington.ma.us
Revision Date:23-Nov-15
Basis of Cost Projection:
Based on current projects.
12/1/2015 3:26:43 PM
Project Name:Security Camera Upgrade to Digital from Analog Date:15-Sep-14
Submitted By:Shawn Newell Department:Public Facilities
Project ID Number:937
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@lexingtonma.gov
Revision Date:13-Oct-15
Description of Project:This project is requesting funds to upgrade the older analog security camera system to the newer evacqVision digital security camera systems.
Last year funding was appropriated to upgrade the Fiske and Harrington Elementary School camera systems. This year
’s request is to fund the
upgrade for Public Services Building. The Lexington High School request has been consolidates with a new request to evaluate the specific
needs of the high school, with its campus like structure.
Justification/Benefit:The older analog cameras, some in service since 2005, are losing picture quality and need replacement. This project replaces the Harrington and
Fiske systems in FY 2016, and budgets for the Public Services Building replacements for FY 2017. The new camera monitoring system requires
installation of a network server and software licenses for IP addressable digital cameras. All other systems are currently on the IP based network.
Impact if not completed:The picture quality from the older analog cameras will continue to degrade and require replacement. Delaying implementation of this project will
prevent standardization of procedures that will improve consistency of access control and building security.
Capital Funding Request
Stakeholders:Community
Timeframe:
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Estimates from security camera vendor.
Revolving Other
937
$0 $0 $0 $0 $0
$4,500 $0 $0 $0 $0
$45,000 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $49,500 $0 $0 $0 $0
Totals
$0
$0
$0
$45,000
$4,500
$49,500
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Public Facilities Mechanical/Electrical System Replacements Date:15-Sep-14
Submitted By:Shawn Newell Department:Public Facilities
Project ID Number:939
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@lexingtonma.gov
Revision Date:11-Nov-15
Description of Project:This project is an annual replacement of HVAC and electrical systems that have exceeded their useful life and require replacement before
excessive failures begin occurring. This year's funding request will supplement the $463,000 appropriated under Article 18D of 2015 Annual Town
Meeting for the Town Offices Building upgrade to a central HVAC system with energy recovery. Additional units have been also identified for
subsequent years, including LHS Science Building RTU G-1 and RTU G-3 (serving science labs) and LHS Math Building RTU J-1 and RTU J-
3 (serving some classrooms and administrative area.. These units are located in the outer buildings of the LHS complex.)Justification/Benefit:The existing Town Offices Building system is original to the building. The plan for the system replacement was to use a plenum return air system,
but further analysis shows that a return duct system will need to be installed as a distributed duct system for efficient air return. The expense of
the ductwork, plus installation into the existing ceiling system, was not included in the previous project estimate.
Impact if not completed:Office and meeting spaces will have unreliable control and mechanical systems for building occupants during work and meetings. If these
systems are not replaced the potential for unplanned interruptions will increase and the equipment deferred maintenance expense will increase.
Capital Funding Request
Stakeholders:
Timeframe:
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
15
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
DPF and RW Sullivan estimates
Revolving Other
939
$60,000 $65,000 $70,000 $80,000 $90,000
$38,500 $44,000 $49,500 $55,000 $62,000
$290,000 $335,000 $380,000 $420,000 $465,000
$0 $0 $0 $0 $0
$35,000 $45,000 $45,000 $50,000 $55,000
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $423,500 $489,000 $544,500 $605,000 $672,000
Totals
$0
$230,000
$365,000
$1,890,000
$249,000
$2,734,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Lexington Public School Educational Capacity Increase Date:15-Oct-14
Submitted By:pgoddard Department:Public Facilities
Project ID Number:961
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781- 274-8958 E-mail pgoddard@lexingtonma.gov
Revision Date:14-Sep-15
Description of Project:This project is requesting funds to continue prioritized projects for Lexington Public Schools which will result in educational capacity increases.
Enrollment increases over the last five years has resulted in the majority of the schools being at or over capacity and enrollments are projected to
continue to increase and a 2015 Lexington Public Schools Master Plan has been completed to address this capacity issue.
Priority projects include adding educational space at Diamond and Clarke Middles Schools, relocating the Lexington Children
’s Place pre-school
program from Harrington Elementary School to leased space and then modify the vacated space at Harrington for elementary school use. A new
Hastings Elementary School is also in design to increase elementary school capacity.
Justification/Benefit:Enrollment increases over the last several years have strained capacity at the school and enrollment is projected to continue to increase. A plan
to accommodate this projected increase is in development and an appropriation at the 2015 November Special Town Meeting will be critical to
create construction documents for spaces to address this capacity shortage.
Impact if not completed:Enrollment is projected to continue to grow, without additional educational space being created, significant program changes would need to be
implemented.
Capital Funding Request
Stakeholders:Lexington Public Schools students, families, and staff
Timeframe:Five year program
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Estimates to continue designer services and project management fees for a potential construction appropriation at March 2016 Special Town
Meeting
Revolving Other
961
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$3,267,000 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $3,267,000 $0 $0 $0 $0
Totals
$0
$3,267,000
$0
$0
$0
$3,267,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Munroe School Roof Date:14-Sep-15
Submitted By:Shawn Newell Department:Public Facilities
Project ID Number:979
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781 274 8958 E-mail snewell@lexingtonma.gov
Revision Date:08-Oct-15
Description of Project:This project is requesting funds to install a new roof on the Munroe School. The project cost is estimated at $285,000.
Justification/Benefit:A building assessment was completed in 2007 for the Munroe School. The assessment identified that a new roof would likely be required for the
calendar year 2016. Last year, the building users reported leaking from the roof and provided funding for a roof . The assessment has been
completed and a new roof is recommended.
Impact if not completed:The building envelope will continue to leak and potentially damge structural elements and personal propeerty.
Capital Funding Request
Stakeholders:Munroe Center for the Arts
Timeframe:Summer and Fall of 2016
Operating Budget Impact:None- This project will be funded within the tax levy and the licensing agreement with the Munroe Center for the Arts for use of the Munroe
School will be updated to reflect repayment of the bond.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Analysis by Colin Smith Architects
Revolving Other
979
$245,000 $0 $0 $0 $0
$27,000 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$26,000 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $298,000 $0 $0 $0 $0
Totals
$0
$26,000
$245,000
$0
$27,000
$298,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:LHS Security Evaluation and Upgrade Date:05-Oct-15
Submitted By:Shawn Newell/Laura Lasa Department:Public Facilities
Project ID Number:989
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@lexingtonma.com
Revision Date:
Description of Project:This project would assess the current security systems and door hardware issue at Lexington High School to generate a recommendation of a
security standard to be employed in all building due to its campus structure. This funding is to provide engineering and design for school security
systems including locking systems, access control, monitoring, and video surveillance. The entire high school requires updates to key entry, alarm
and other security systems. This project would assess the current system and then either bring it up to a working standard or replace it with a
tighter security system.
Justification/Benefit:The newer schools have had updated security systems installed. The high school is not planned for replacement in the near future and will need
to have the security system updated along with all door hardware and key system to a common standard.
Impact if not completed:As an older facility, Lexington High School has multiple outside doors and it is in an isolated location. An adequate security system would
safeguard school system assets in terms of equipment and building, and reduce the potential for disruption of educational services due to
vandalism.
Capital Funding Request
Stakeholders:School Community, School Committee, Lexington Taxpayers
Timeframe:
Operating Budget Impact:Reduction in loss, theft, vandalism
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
This project will need a cost analysis by an A&E firm. FY18 cost projection are based on past experience installing these type of systems.
Revolving Other
989
$0 $289,500 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$25,000 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $25,000 $289,500 $0 $0 $0
Totals
$0
$25,000
$289,500
$0
$0
$314,500
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:LHS Guidance Space Mining Date:05-Oct-15
Submitted By:Shawn Newell/Laura Lasa Department:Public Facilities
Project ID Number:990
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@lexingtonma.gov
Revision Date:04-Nov-15
Description of Project:The high school has an existing student support model that clusters each Dean/Counselor team in a specific location on campus. The cluster
model provides a 'home base' for students and student teams, organized by homeroom location. One of the goals of this model is providing a
smaller feel on a large campus and student body, but a secondary goal is ensuring that Dean and Counselor teams are in close proximity
throughout the school day (enhanced communication on behalf of students).
Justification/Benefit:Additional School Counselors have been hired in response to increased enrollment. With space at a premium, we need to make more efficient
use of existing space. The plan is space mine the Dean/Counselor space in the Math building for FY 2017 and the World Language building for
FY 2018. School Counselors need a calming, private space to meet with students and this project will enable the creation of that space.
Impact if not completed:The building will not have the office space for new hires to meet with studetnts
Capital Funding Request
Stakeholders:Students
Timeframe:
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
TBA Estimates
Revolving Other
990
$125,000 $0 $0 $0 $0
$13,000 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$13,800 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $151,800 $0 $0 $0 $0
Totals
$0
$13,800
$125,000
$0
$13,000
$151,800
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:LHS Nurse Office and Treatment Space Date:05-Oct-15
Submitted By:Shawn Newell/Laura Lasa Department:Public Facilities
Project ID Number:991
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@lexingtonma.gov
Revision Date:13-Oct-15
Description of Project:The LHS Health Office space needs a remodel to adjust to the expanding demands on nursing services. Enrollment and special programming
have increased, and with that the growth of students' health care needs. The current situation reveals a cramped office for three nurses with
limited space for confidential evaluation, treatment and monitoring. The school would like to increase the treatment/rest bed count to
approximately 11 from the existing 6; make improvements to the treatment area; and, improve the efficiency of the welcome and evaluation area.
The existing office area has some potential for reconfiguration, however additional space is likely needed to accommodate the expanded
treatment bed area. Based on the existing bed area, up to 300 additional square feet may be required. The adjacent storage area is a possible
area to expand into.
Justification/Benefit:An improved office design would provide a waiting area and appropriate spaces for triage, non-urgent and urgent care, and a monitoring space.
The improved design also includes secure record storage, privacy for mothers of breast feeding infants, and overall enhanced operational ability.
Impact if not completed:We will continue to struggle with a space that is not adequate for the needs of the student population.
Capital Funding Request
Stakeholders:Faculty, Students, Community
Timeframe:
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
TBA Estimates
Revolving Other
991
$146,000 $0 $0 $0 $0
$15,000 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$17,000 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $178,000 $0 $0 $0 $0
Totals
$0
$17,000
$146,000
$0
$15,000
$178,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Building Resiliency Plan Date:01-Oct-15
Submitted By:Shawn Newell/Pat Goddard Department:Public Facilities
Project ID Number:992
First Year Submission?
Priority 0
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@lexingtonma.gov
Revision Date:
Description of Project:This project is requesting funds to develop a Resiliency Plan for Town and School Buildings. The Resiliency Plan will outline a plan to the
buildings and systems to support the continuous operations of the departments in the buildings, and the community at large, in response to
interruptions to utilities, extreme weather events, and regional issues. The funds will be used to contract a consulting team specializing in
Resiliency Analysis and Planning.
Justification/Benefit:This project funding is essential in order that we can accurately determine our critical systems (VoIP, communication systems, facilities control,
and data connectivity) that need to be in operation to manage our operations in buildings and to also operate our buildings consistent with the
Town's Continuous Operation Plan (COOP)Impact if not completed:We will not be able to determine what would be needed to be purchased in FY18 capital budget to maintain our network in providing essential
services to our schools in emergency situations.
Capital Funding Request
Stakeholders:District
Timeframe:
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Estimate from industry sources
Revolving Other
992
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$50,000 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $50,000 $0 $0 $0 $0
Totals
$0
$50,000
$0
$0
$0
$50,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:LHS Fitness Center/Athletic Training Floor Date:01-Oct-15
Submitted By:Laura Lasa/Eamon Sheehan Department:Public Facilities
Project ID Number:993
First Year Submission?
Priority 0
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-861-2320 E-mail llasa@sch.ci.lexington.ma.us
Revision Date:
Description of Project:The Fitness Center and Athletic Training Room are one of the most consistently used and high traffic areas in the school both during and after
the school day. Currently, the AT room and half of the Fitness Center have a painted cement floor with aninterlocking rubber flooring system in
the remaining section of the Fitness Center. This floor is approx 12-14 years old. The proposal is to install a new interlocking flooring system in
both areas as the current conditions are not conducive to both the safety and health of staff and students.
Justification/Benefit:Scheduled PE Classes take place in both areas throughout the school day. The Athletic Training room becomes the after school sports
healthcare facility logging over 6000 student visits per year. The Fitness Center is also open before and after school until at least 4:00 p.m.
everyday and experiences consistently high traffic from both staff and students. The current rubber flooring system is no longer viable in terms of
the ability of custodians to clean the surface properly and there is also a significant loss of traction/grip on the floor surface which is making the
area progressively less safe when students are performing weight bearing exercises. The painted cement area is an unsafe and injury prone
surface to perform activities and is also difficult to clean and remove dirt and dust particles despite the best efforts of the custodial
staff. The painted floor area is now
impossible to clean as the level of dust and dirt makes it impossible to effectively clean the floor due to the high volume of outside foot traffic (cleats and sneakers). As this area is first and foremost a healthcare facility, the athletic training staff is constantly challenged with regard to
strategies that will ensure an effective level of cleanliness for the floor area to allow for the cleanest environment possible when caring for our
student athletes. The current floor system is not optimal for student health.
Impact if not completed:As stated, the health and safety of all LPS participants (Staff, students and community) is of the utmost importance. The current flooring
system does not provide an adequate level of safety for these participants and the continued use of this system will not provide the level of safety
that would be considered reasonable for safe activity participation. The Athletic Training room requires a surface that can be adequately cleaned
to a level that will provide our students with a safe healthcare treatment facility.
Capital Funding Request
Stakeholders:
Timeframe:
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Revolving Other
993
$41,220 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $41,220 $0 $0 $0 $0
Totals
$0
$0
$41,220
$0
$0
$41,220
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:LHS Fitness Center/Athletic Training Floor Date:01-Oct-15
Submitted By:Laura Lasa/Eamon Sheehan Department:Public Facilities
Project ID Number:993
First Year Submission?
Priority 0
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-861-2320 E-mail llasa@sch.ci.lexington.ma.us
Revision Date:
12/1/2015 3:26:43 PM
Project Name:Lexington High School Visual Arts Sinks Date:01-Oct-15
Submitted By:Laura Lasa/Alethea Roy Department:Public Facilities
Project ID Number:994
First Year Submission?
Priority 0
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-861-2320 E-mail llasa@sch.ci.lexington.ma.us
Revision Date:11-Nov-15
Description of Project:Replace two existing sinks with a two compartment sink and a three compartment sink in the ceramics studio. This includes updated fixtures and
piping. MOVED TO DPF FY17 OPERATING BUDGET
Justification/Benefit:The current art classrooms contains one compartment sink that is not adequate for our student population and the size of classes across
courses. Students are not able to adequately clean materials and the room when a line forms to use a single sink area.
Impact if not completed:Instructional time is lost when students wait to clean materials.
Capital Funding Request
Stakeholders:Students
Timeframe:
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Revolving Other
994
$0 $0 $0 $0 $0
$1,259 $0 $0 $0 $0
$24,470 $0 $0 $0 $0
$0 $0 $0 $0 $0
$7,000 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $32,729 $0 $0 $0 $0
Totals
$0
$7,000
$0
$24,470
$1,259
$32,729
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Harrington Replace Retractable Wall in Café/Gym Date:01-Oct-15
Submitted By:Elaine Mead Department:Public Facilities
Project ID Number:1000
First Year Submission?
Priority 0
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-860-0012 E-mail emead@sch.ci.lexington.ma.us
Revision Date:11-Nov-15
Description of Project:The Retractable Wall needs to be replaced. It does not adequately seal off the spaces and as a result the gym and café noise make use of both
spaces challenging. The café is used as a teaching space and the noise from the gym is a problem. Physical Education classes taught during the
2.5 hours that the café is in use for lunch are distracted by noise from lunch.
The wall is manually moved and we are requesting a mechanical retractable wall so that staff are able to open and close the wall with ease. DPF
OPERATIONS TO CHECK IF REPAIR AND/OR MODIFICATIONS CAN BE MADE FIRST IF NOT MOVE TO FY18 CAPITAL
Justification/Benefit:Large spaces will be more effectively used for multiple purposes.
Impact if not completed:Challenges with noise and flexible use of the large spaces will continue.
Capital Funding Request
Stakeholders:All staff, students, and community
Timeframe:
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Revolving Other
1000
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $85,000 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $0 $85,000 $0 $0 $0
Totals
$0
$0
$0
$85,000
$0
$85,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Harrington Cafeteria Sink Date:01-Oct-15
Submitted By:Elaine Mead Department:Public Facilities
Project ID Number:1001
First Year Submission?
Priority 0
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-860-0012 E-mail emead@sch.ci.lexington.ma.us
Revision Date:
Description of Project:We need a sink in the cafeteria area that can be used by students and staff during lunch and throughout the extended day program. Currently
the bathroom sink is used for this purpose and it has caused frequent clogs and drainage issues.
Justification/Benefit:A heavy duty sink is needed to support the use in the cafeteria by the students during lunch and the extended day program that uses it everyday.
Impact if not completed:Continued maintenance and repairs will be needed in bathroom sinks.
Capital Funding Request
Stakeholders:Students and staff
Timeframe:
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Revolving Other
1001
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$20,000 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $20,000 $0 $0 $0 $0
Totals
$0
$0
$0
$20,000
$0
$20,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Munroe School Window Study Date:26-Oct-15
Submitted By:Shawn Newell/Pat Goddard Department:Public Facilities
Project ID Number:1009
First Year Submission?
Priority 0
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8958 E-mail snewell@lexingtonma.gov
Revision Date:
Description of Project:Lexington Friends of the Arts requests funds to carry out an engineering study for the purpose of producing recommendations and costs
estimates for the replacement or functional restoration of all windows at Munroe School. A request for the restoration work will be made for FY
2018. The study would be overseen by the Department of Public Facilities.
Justification/Benefit:The 117 windows at the Munroe School are believed to be original to the 110 year old building, or at least to the time of its 1915 addition. The
windows are in poor condition and air infiltration makes the building uncomfortable in the colder months and decreases the buildings energy
efficiency.
Impact if not completed:If the study is not completed and recommendation developed for consideration, the opportunity to restore or replace the windows will be deferred
and the windows will continue to be difficult to operate and perform poorly during the winter months.
Capital Funding Request
Stakeholders:Munroe Center for the Arts, Lexington Friends of the Arts, Lexington community
Timeframe:One year
Operating Budget Impact:
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Estimate from the Department of Public Facilities based on similar work.
Revolving Other
1009
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$30,000 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $30,000 $0 $0 $0 $0
Totals
$0
$30,000
$0
$0
$0
$30,000
$30,000CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
Project Name:Hastings Elementary Window Air Conditioning Date:18-Nov-15
Submitted By:Shawn Newell Department:Public Facilities
Project ID Number:1011
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8960 E-mail snewell@lexingtonma.gov
Revision Date:
Description of Project:Installation of two dedicated electrical outlets along with two window AC units for 19 general education classrooms at Hastings Elementary
School.
Justification/Benefit:Currently the Hasting faculty and students are moved to Air Condition areas such as the modular buildings in order to create an effective learning
environment. Faculty and student in some cases have to double up within some spaces when outside air temperatures rise above 80 degrees.
Impact if not completed:Faculty and students will need to move to areas within the building that will provide them with a comfortable learning enviroment.
Capital Funding Request
Stakeholders:Students, Teachers, Public, Administrators
Timeframe:
Operating Budget Impact:Potential operating impact might be additional utility costs
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Revolving Other
1011
$61,500 $0 $0 $0 $0
$6,150 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$7,000 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $74,650 $0 $0 $0 $0
Totals
$0
$7,000
$61,500
$0
$6,150
$74,650
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 3:26:43 PM
AGENDA ITEM SUM M ARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Recreation and Community Programs Department FY2017 Budget Presentation (30 min.)
PRESENTER:
Karen Simmo ns , Directo r of
Recreatio n and C o mmunity P ro grams
ITEM
NUMBER:
2.
SUMMARY:
See attached FY2017 Recreatio n and Community P ro grams Department Budget Pres entatio n.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/4/2015 9:00 AM
ATTACHMENTS:
Des crip tion Typ e
Recreation and Community Programs Department Budget Pres entation Pres entation
Recreation & Community Programs
Requested Budget
Fiscal Year 2017
Submitted by:
Karen Simmons, Recreation Director
Board of Selectmen Presentation
December 4, 2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 5000 Culture & Recreation
Budget Overview:
Departmental Initiatives:
Program Improvement Requests
Division FY 2017
Community Center Clerk Part-time to Full time Request
Sub-total 5200 by request -$
Compensation-Transaction Counter part-time to ful-time 20,200$
Benefits 15,445$
Expenses
Sub-total 5200 by Category 35,645$
3. Continued implementation of the Recreation Strategic Plan.
4. Manage Active Recreation Construction Projects:
• Projects pending approval for FY2017 funding
• Lincoln Park Field #3 synthetic turf replacement project
• Lincoln Park softball field renovation
• Marvin and Sutherland Basketball Courts resurfacing
• Marvin Park playground replacement
5. Complete an ADA accessibility study and develop a transition plan to be incorporated in future Recreation capital improvement projects.
Subprogram: 5200 Recreation
2. Provide a comprehensive, ongoing training program for all staff and volunteers at the Community Center.
Mission: The Department of Recreation and Community Programs strives to provide affordable, quality programs meeting the needs of the
community. We are 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.
1. Continue to implement a comprehensive Community Center Program.
The Department of Recreation and Community Programs consists of three divisions: Recreation, Pine Meadows Golf Course and the
Community Center. The requested FY2017 operating budget is $2,851,507. The significant changes include:
Personal Services is increasing by 3.81% due to contractual obligations, contract settlements, and an increase in minimum wage for seasonal
employees.
Expenses are decreasing by 2.81% due to the removal of the one-time vehicle replacement cost.
The Indirect contribution to General Government reflects an increase of 2.00%.
In 1991, the Recreation Department began to operate as an Enterprise Fund whereby program and facility fees cover the 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, will continue to set 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 FY2017
budget request will include 3.5 FTE supported by the General Fund with the balance supported by the Recreation Enterprise Fund.
Revenue generated through the Recreation and Community Programs Department (Recreation, Pine Meadows Golf Club and Lexington
Community Center) also helps fund Capital Improvement Projects and financially supports other Town services through indirect transfers. In
FY2017, the Department is contributing $245,420 to cover the cost of employee benefits and indirect services provided to the Department of
Recreation and Community Programs by other Town departments for the Recreation Division and the Pine Meadows Golf Course Division.
The Fund also contributes $100,000 towards the debt payment for Lincoln Park.
Recreation Summary 1 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 5000 Culture & Recreation
Budget Summary
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Funding Sources Actual Actual Estimated Estimated Increase Increase
Tax Levy -$ -$ 216,836$ 232,807$ 15,971$ 7.37%
Enterprise Funds -$ -$ -$ -$ - -
Retained Earnings 375,000$ 375,000$ 375,000$ 375,000$ -$ -
Recreation User Charges 1,246,469$ 1,280,593$ 1,009,079$ 1,010,590$ 1,511$ 0.15%
Community Center User Charges -$ -$ 435,187$ 454,810$ 19,623$ 4.51%
Golf User Charges 762,688$ 775,337$ 800,000$ 775,000$ (25,000)$ -3.13%
Bond Premiums & Proceeds -$ -$ -$ -$ -$ 0.00%
Investment Income 3,898$ 3,353$ 3,300$ 3,300$ -$ 0.00%
Total 5200 Recreation 2,388,054$ 2,434,282$ 2,842,439$ 2,851,507$ 9,069$ 0.32%
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation 648,607$ 657,739$ 1,127,630$ 1,170,542$ 42,912$ 3.81%
Expenses 963,274$ 981,628$ 1,374,201$ 1,335,545$ (38,656)$ -2.81%
Debt Service 100,000$ 100,000$ 100,000$ 100,000$ -$ 0.00%
Indirect Costs (Trans. to Gen. Fund) 228,600$ 233,600$ 240,608$ 245,420$ 4,812$ 2.00%
Total 5200 Recreation 1,940,481$ 1,972,967$ 2,842,439$ 2,851,507$ 9,069$ 0.32%
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
Total 5210 Recreation 1,221,115$ 1,254,496$ 1,411,062$ 1,357,054$ (54,009)$ -3.83%
Total 5220 Pine Meadows 490,766$ 484,870$ 538,745$ 541,475$ 2,730$ 0.51%
Total 5230 Community Center -$ -$ 652,023$ 707,558$ 55,535$ 8.52%
Indirect Costs 228,600$ 233,600$ 240,608$ 245,420$ 4,812$ 2.00%
Total 5200 Recreation 1,940,481$ 1,972,967$ 2,842,439$ 2,851,507$ 9,069$ 0.32%
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries & Wages 648,607$ 657,739$ 1,127,630$ 1,170,542$ 42,912$ 3.81%
Overtime -$ -$ -$ -$ -$ 0.00%
Personal Services 648,607$ 657,739$ 1,127,630$ 1,170,542$ 42,912$ 3.81%
Contractual Services 836,079$ 820,744$ 1,146,891$ 1,136,425$ (10,466)$ -0.91%
Utilities 52,183$ 51,320$ 62,845$ 61,575$ (1,270)$ -2.02%
Supplies 73,772$ 77,210$ 130,165$ 128,045$ (2,120)$ -1.63%
Small Capital 1,240$ 32,353$ 34,300$ 9,500$ (24,800)$ -72.30%
Expenses 963,274$ 981,628$ 1,374,201$ 1,335,545$ (38,656)$ -2.81%
Debt 100,000$ 100,000$ 100,000$ 100,000$ -$ 0.00%
Indirect 228,600$ 233,600$ 240,608$ 245,420$ 4,812$ 2.00%
Total 5200 Recreation 1,940,481$ 1,972,967$ 2,842,439$ 2,851,507$ 9,069$ 0.32%
Subprogram: 5200 Recreation
Recreation Summary 2 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 5000 Culture & Recreation Subprogram: 5210 Recreation
Authorized/Appropriated Staffing FY 2014 FY 2015 FY 2016 FY 2017
Budget Budget Budget Request
0 0 1 1
1 1 0 0
Assistant Director 1 1 1 1
Municipal Clerk 1.34 1.34 1.34 1.34
Administrative Assistant 1 1 1 1
Recreation Supervisor 1 1 1 1
Seasonal (Part Time) 175+/- 175+/- 175+/- 175+/-
Total FTE 5.34 FTE + Seasonal 5.34 FTE + Seasonal 5.34 FTE + Seasonal 5.34 FTE + Seasonal
Total 5FT/1PT + Seasonal 5FT/1PT + Seasonal 5FT/1PT + Seasonal 5FT/1PT + Seasonal
Program: 5000 Culture & Recreation Subprogram: 5230 Community Center
Authorized/Appropriated Staffing FY 2014 FY 2015 FY 2016 FY 2017
Budget Budget Request Request
0 0 1 1
Office Manager 0 0 1 1
0 0 1.5 1.5
0 0 1 1
0 0 1 1
Seasonal (Part Time)0 0 50+/- 50+/-
Total FTE 0 0 5.5 FTE + Seasonal 5.5 FTE + Seasonal
Total 0 0 5FT/1PT + Seasonal 5FT/1PT + Seasonal
Municipal Clerk
Program Coordinator
Evening/Weekend Bld Supervisor
Community Center Director
Director of Recreation and Community
Programs
Director of Recreation
Authorized Staffing 3 12/1/2015
Town of Lexington
FY 2017 Budget Development
Program: 5000 Culture & Recreation
Element:5210 Recreation
Budget Description:
Budget Data (by Object Code)
FY 2014 FY 2015 FY2016 FY2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
51110 SW REGULAR WAGES 352,149$ 370,061$ 382,721$ 361,009$ (21,712)$ -5.67%
51120 SW OTHER COMP -$ 1,000$ 5,000$ 4,000$ 400.00%
51130 OT OVERTIME -$ -$ -$ -
51144 SW LONGEVITY 201$ 200$ 200$ (200)$ -100.00%
51150 SW REGULAR PART-TIME WAGES 9,768$ 10,122$ 10,200$ 10,250$ 50$ 0.49%
51151 SW SEASONAL PART-TIME WAGES 286,489$ 277,356$ 345,935$ 359,375$ 13,440$ 3.89%
51512 SW STIPENDS -$ 4,500$ 500$ (4,000)$ -88.89%
Sub-total Compensation 648,607$ 657,739$ 744,556$ 736,134$ (8,423)$ -1.13%
52110 C CONTRACTUAL SERVICES 277,736$ 283,568$ 289,560$ 283,060$ (6,500)$ -2.24%
52111 C PRINTING/FORMS 15,030$ 11,286$ 16,350$ 9,250$ (7,100)$ -43.43%
52118 C 16,409$ 13,082$ 18,980$ 20,180$ 1,200$ 6.32%
52120 C PROFESSIONAL SERVICES 5,740$ 3,900$ 8,025$ 8,025$ -$ 0.00%
52128 C ADVERTISING -$ 1,245$ -$ -$ -
52141 C FACILITIES SERVICE AND REPAIR 10,876$ 6,136$ 20,150$ 18,150$ (2,000)$ -9.93%
52142 C EQUIP-SERVICE & REPAIR 9,540$ 8,349$ 19,000$ 18,500$ (500)$ -2.63%
52152 C EQUIPMENT RENTAL -$ -$ -$ -
52182 C LEASE AGREEMENTS 2,599$ 231$ 6,400$ 6,300$ (100)$ -1.56%
52183 C 202$ 675$ 800$ 700$ (100)$ -12.50%
52184 C BINDING & ARCHIVING -$ -$ -$ -
52185 C POSTAGE & MAILING 7,605$ 7,891$ 8,000$ 4,500$ (3,500)$ -43.75%
52186 C PROF DEV & TRAINING 6,423$ 7,310$ 9,850$ 6,850$ (3,000)$ -30.46%
52187 C 1,512$ -$ 850$ 850$ -$ 0.00%
52188 C SEMINARS/WORKSHOPS/CONFERENCES 1,485$ 1,303$ 5,000$ 5,000$ -$ 0.00%
52190 C SOFTWARE MAINTENANCE 3,300$ 2,151$ 3,576$ 4,510$ 934$ 26.12%
52200 U RECREATION UTILITIES -$ -$ -$ -$ -
52201 U ELECTRICITY 42,640$ 42,165$ 45,100$ 45,100$ -$ 0.00%
52202 U OIL HEATING 1,757$ 1,630$ 2,100$ 1,600$ (500)$ -23.81%
52204 U WATER/SEWER 3,788$ 3,617$ 10,000$ 10,000$ -$ 0.00%
52206 U TELEPHONE 1,749$ 1,748$ 2,050$ 1,550$ (500)$ -24.39%
52207 U MOBILE DEVICES 750$ 700$ 750$ 750$ -$ 0.00%
54100 S 23,446$ 28,142$ 28,000$ 27,000$ (1,000)$ -3.57%
54111 S OFFICE SUPPLIES 1,460$ 1,926$ 1,900$ 2,100$ 200$ 10.53%
54113 S MEMBERSHIP/DUES/LICENSES & SUB 754$ 997$ 1,265$ 1,445$ 180$ 14.23%
54160 S CLOTHING & SAFETY EQUIPMENT 17,753$ 21,307$ 23,800$ 24,500$ 700$ 2.94%
54161 S CHEMICALS & CLEANING SUPPLIES 17,430$ 16,997$ 16,000$ 16,000$ -$ 0.00%
54166 S TOOLS/LUMBER/HARDWARE SUPPLIES 364$ 403$ 1,000$ 1,000$ -$ 0.00%
54172 S LANDSCAPING SUPPLIES & MATERIALS 2,160$ -$ 3,000$ 3,000$ -$ 0.00%
54500 SC SMALL EQUIPMENT -$ 30,000$ -$ -$ -$ -
54703 SC PC SOFTWARE -$ -$ -$ -$ -$ -
54706 SC OFFICE EQUIPMENT -$ -$ 1,000$ 1,000$ -$ 0.00%
54707 SC -$ -$ 24,000$ -$ (24,000)$ -
Sub-total Operating Expenses 472,508$ 496,757$ 566,506$ 520,920$ (45,586)$ -8.05%
59100 LT DEBT PRINCIPAL 100,000$ 100,000$ 100,000$ 100,000$ -$ 0.00%
59150 LT DEBT INTEREST -$ -$ -$ -$ 0.00%
Sub-total Debt 100,000$ 100,000$ 100,000$ 100,000$ -$ 0.00%
Total 5210 Recreation 1,221,115$ 1,254,496$ 1,411,062$ 1,357,054$ (54,009)$ -3.83%
MILEAGE
TRAVEL
VEHICLES
SUPPLIES
Object Description
Subprogram: 5200 Recreation
DETAILS
The Recreation Division is submitting a level service budget. The Recreation operating budget supports staff that plan, schedule, coordinate, manage and deliver
recreation programs along with the supplies needed to operate these programs and facilities. The budget also supports neighborhood parks and playgrounds. In
FY2015, Recreation provided 30 Lexington families with 82 individual program scholarships that were supported by the Enterprise Fund.
The Recreation element reflects a total decrease of 3.83%.
Compensation reflects a decrease of 1.13%, which is the result of two full-time employees being transferred from the Recreation Division to the Community
Center Division and hiring new employees to fill these positions. This also reflects employee contractual obligations, contract settlements, and the increase in
minimum wage for seasonal employees. In addition, this is the second year of the 3-year minimum wage increase which affects seasonal employees.
Expenses reflect a decrease of 8.05%. A few of the key triggers are: Contractual Services is decreasing by $6,500, Printing/Forms is decreasing by $7,100,
Postage & Mailing is decreasing by $3,500, and Professional Development & Training is decreasing by $3,000. All of these expenses are now being shared
between the Recreation Division and the Community Center Division. Details is increasing by $1,200 due to increased program offerings in the school
gymnasiums. Facilities Service & Repair is decreasing by $2,000.Software Maintenance is increasing by $934 to incorporate our membership module at the
Town Pool and Old Reservoir aquatics facilities. Recreation Supplies is decreasing by $1,000. Clothing and Safety Equipment is increasing by $700 due to
increased enrollment in programs. Vehicles is decreasing by $24,000 due to a one-time replacement cost.
Recreation 4 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 5000 Culture & Recreation
Element:5220 Pine Meadows Golf Club
Budget Description:
Budget Data (by Object Code)
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
52110 C CONTRACTUAL SERVICES 450,410$ 450,676$ 472,000$ 474,000$ 2,000$ 0.42%
52118 C -$ -$ -$ -$ -
52120 C PROFESSIONAL SERVICES 3,000$ 3,000$ 5,000$ 5,000$ -$ 0.00%
52141 C FACILITIES SERVICE AND REPAIR -$ 5,000$ 4,000$ (1,000)$ -20.00%
52142 C EQUIP-SERVICE & REPAIR 4,455$ 652$ 6,000$ 6,000$ -$ 0.00%
52152 C EQUIPMENT RENTAL -$ 1,000$ 1,000$ -$ 0.00%
52182 C LEASE AGREEMENTS 17,455$ 17,541$ 18,000$ 20,500$ 2,500$ 13.89%
52187 C 544$ 356$ 1,000$ 1,000$ -$ 0.00%
52188 C SEMINARS/WORKSHOPS/CONF. 1,758$ 1,392$ 5,000$ 5,000$ -$ 0.00%
52200 U -$ -$ -$ -$ -
52206 U TELEPHONE -$ -$ -$ -$ -
52207 U MOBILE DEVICES 600$ 600$ 600$ 600$ -$ 0.00%
52208 U 900$ 861$ 1,645$ 1,375$ (270)$ -16.41%
54100 S 9,654$ 6,179$ 9,000$ 9,000$ -$ 0.00%
54113 S MEMBERSHIPS 700$ 710$ 1,200$ 1,000$ (200)$ -16.67%
54172 S LANDSCAPING SUPPLIES & MATERIALS -$ 550$ 4,000$ 4,000$ -$ 0.00%
54174 S VEHICLE PARTS & SUPPLIES 50$ 3,000$ 3,000$ -$ 0.00%
54500 SC SMALL EQUIPMENT 1,240$ 2,353$ 6,300$ 6,000$ (300)$ -4.76%
Sub-total Expenses 490,766$ 484,870$ 538,745$ 541,475$ 2,730$ 0.51%
Total 5220 Pine Meadows 490,766$ 484,870$ 538,745$ 541,475$ 2,730$ 0.51%
Subprogram: 5200 Recreation
SUPPLIES
UTILITIES
GASOLINE
DETAILS
TRAVEL
Object Description
The Pine Meadows budget is level service and reflects an increase of 0.51%.
Contractual Services reflects an increase of $2,000 for contractual requirements.
Lease Agreement reflects an increase of $2,500 based on actual cost of the leases for the utility and golf carts. Facilities Service
and Repair reflects a decrease of $1,000.
The Town contracts with a professional golf management and maintenance company to oversee the operations at the Pine
Meadows Golf Club. The budget and management contract is administered and overseen by the Director of Recreation and
Community Programs. The Director works in partnership with the Superintendent of Public Grounds to facilitate day-to-day
operations and market the golf course. The Director works closely with the Recreation Committee in recommending policy and
establishing fees. A full-time professional golf course superintendent maintains the course and a golf professional provides a full
scope of programs, including lessons, youth clinics, golf leagues and a snack bar.
New England Golf Corporation (NEGC) is the current golf course management company to manage the day to day operations at
Pine Meadows. In January of 2014, they were awarded a three year contract which is scheduled to expire on December 31, 2016.
NEGC has managed the facility since 1996.
Pine Meadows 5 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 5000 Culture & Recreation
Element:5230 Community Center
Budget Description:
Budget Data (by Object Code)
FY 2014 FY 2015 FY2016 FY2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
51110 SW REGULAR WAGES 198,238$ 211,557$ 13,318$ 6.72%
51120 SW OTHER COMP -$ 5,176$ 5,176$ -
51130 OT OVERTIME -$ -$ -
51144 SW LONGEVITY -$ 200$ 200$ -
51150 SW REGULAR PART-TIME WAGES 104,835$ 117,475$ 12,640$ 12.06%
51151 SW SEASONAL PART-TIME WAGES 80,000$ 100,000$ 20,000$ 25.00%
51512 SW STIPENDS -$ -$ -
Sub-total Compensation -$ -$ 383,073$ 434,408$ 51,335$ 13.40%
52110 C CONTRACTUAL SERVICES 197,000$ 197,000$ -$ 0.00%
52111 C PRINTING/FORMS 12,000$ 12,000$ -$ 0.00%
52118 C -$ -$ -
52120 C PROFESSIONAL SERVICES -$ -$ -
52141 C FACILITIES SERVICE AND REPAIR -$ -$ -
52142 C EQUIP-SERVICE & REPAIR 5,000$ 5,000$ -$ 0.00%
52152 C EQUIPMENT RENTAL 1,000$ 1,000$ -$ -
52182 C LEASE AGREEMENTS -$ 5,000$ 5,000$ 100.00%
52183 C 150$ 150$ -$ 0.00%
52184 C BINDING & ARCHIVING -$ -$ -
52185 C POSTAGE & MAILING 4,000$ 4,500$ 500$ 12.50%
52186 C PROF DEV & TRAINING 2,000$ 5,000$ 3,000$ 150.00%
52187 C -$ -$
52188 C SEMINARS/WORKSHOPS/CONFERENCES 1,000$ 1,200$ 200$ 20.00%
52190 C SOFTWARE MAINTENANCE 5,200$ 3,200$ (2,000)$ -38.46%
52200 U RECREATION UTILITIES -$ -$ -
52201 U ELECTRICITY -$ -$ -
52202 U OIL HEATING -$ -$ -
52204 U WATER/SEWER -$ -$ -
52206 U TELEPHONE -$ -$ -
52207 U MOBILE DEVICES 600$ 600$ -$ 0.00%
54100 S 30,000$ 30,000$ -$ 0.00%
54111 S OFFICE SUPPLIES 1,000$ 1,000$ -$ 0.00%
54113 S MEMBERSHIP/DUES/LICENSES & SUB 2,000$ 1,000$ (1,000)$ -50.00%
54160 S CLOTHING & SAFETY EQUIPMENT 5,000$ 3,000$ (2,000)$ -40.00%
54161 S CHEMICALS & CLEANING SUPPLIES -$ -$ -
54166 S TOOLS/LUMBER/HARDWARE SUPPLIES -$ -$ -
54172 S LANDSCAPING SUPPLIES & MATERIALS -$ 1,000$ 1,000$ 100.00%
54500 SC SMALL EQUIPMENT -$ -$ -
54703 SC PC SOFTWARE -$ -$ -
54706 SC OFFICE EQUIPMENT 3,000$ 2,500$ (500)$ -16.67%
54707 SC -$ -$ -
Sub-total Operating Expenses -$ -$ 268,950$ 273,150$ 4,200$ 1.56%
Total Community Center -$ -$ 652,023$ 707,558$ 55,535$ 8.52%
TRAVEL
SUPPLIES
VEHICLES
Subprogram: 5200 Recreation
Object Description
DETAILS
MILEAGE
The Lexington Community Center opened in July 2015. During the "soft opening" the Center was open Monday through Friday, 8:30 a.m. to 4:30 p.m. On
September 8 the Community Center expanded its operating hours. The Center is now open Monday through Friday, 8:00 a.m. to 9:00 p.m. and Saturday,
9:00 a.m. to 5:00 p.m. In the first three months of operation, over 13,500 individuals came to the Community Center to participate in planned programs,
drop in activities, discussion groups, and to register for upcoming activities.
The requested budget for FY 2017 represents a $55,535, or 8.52%, increase from FY2016. The budget will support staff that plan, schedule, coordinate,
manage, supervise and deliver community programs along with the supplies needed to operate these programs. The Community Center provides drop-in
program space and offers leisure opportunities and classes promoting social, emotional, cognitive and wellness for residents of all ages and abilities. It
provides residents a wide variety of programs that are designed to be fun, educational and life-enriching. The customer service transaction counter
supports both the Human Services Department and the Recreation & Community Programs Department allowing for one stop shopping. The facility offers
existing Human Services and Recreation programs, new youth, adult and 60+ classes, and youth and family special events.
The compensation request from the General Fund is for for the Community Center Director, Office Manager, Youth & Family Program Coordinator and a
part time Municipal Clerk; and the request from the Recreation Enterprise Fund is for two-part time Municipal Clerks and two-part time Building
Supervisors to staff the building on weekday evenings and on Saturdays. This request also funds part-time seasonal employees who facilitate and run
community programs. The increase in compensation (+13.50%) reflects contractual obligations for full and part time Community Center staff, and
increased seasonal staffing needs.
Expenses ($273,150) represents an increase of 1.56%, and includes funding for contractual services and supplies necessary to operate the new
Community Center. Added expenses include Lease Agreements for the vending machines and an increase in Professional Development for staff
trainings.
Community Center 6 12/1/2015
FY2017 PROGRAM IMPROVEMENT REQUEST FORMQ
Department Priority:1 of
Department:
Program:
Element:
Accounting Dept #:
Supplemental Title:
REQUESTED PROGRAM IMPROVEMENT FUNDING
Object Object Ongoing Annual Cost
Code Description (FY2017 & Future)
Compensation
51110 Regular Wages $20,200
Benefits $15,445
Expenses
Benefits
TOTAL $0 $35,645
PURPOSE / DESCRIPTION OF REQUEST
SERVICE IMPLICATION
$0
Recreation and Community Programs
5000 Culture and Recreation
52110 - Community Center
700 63201
$0
Transaction Counter Part Time to Full Time Clerk
One-Time Cost
(FY2017 Only)
Purpose: Use this form to spell out your request for additional personnel and/or programs. We will work with you to tally the
requests and create a prioritized list.
$15,445
$0
$0
$0
$0
$0
$20,200
$35,645
TOTAL
FY2017 Request
The Lexington Community Center opened on July 6, 2015. Since its opening the Community Center has had over 13,500 residents
and non‐residents coming to the Center for information, drop in activities, tours, programs, meetings and to register for all
Recreation and Community Programs Department, and Human Services programs. During the day Monday through Thursday, the
shared Customer Service counter has one part‐time (17.5 hour) municipal clerk assigned. The primary responsibility of this
position is to handle the increasing volume of phone calls (in excess of 171 per week)for the Community Center and Recreation and
Community Programs Department, process all program registrations, including those for Human Services Department activities,
and provide customer service information to all who use the facility. Other Community Center and Recreation & Community
Programs staff, with assistance from Human Services Department staff assist at the Transaction Counter throughout the day, when
needed, and handle the Transaction Counter duties and responsibilities afternoons and on Fridays. These responsibilities impact
negatively on the full time staffs ability to fulfill their regular duties efficiently.
This request is to increase the hours of the Customer Service Counter Clerk from 17.5 hours to 35 hours per week, Monday
through Friday, 8:00 a.m. to 4:00 p.m.
Due to the increased number of Community Center drop in and program participants on a daily, weekly and monthly basis, and the
ever increasing number of telephone calls coming into the Center, lack of a full time clerk at the Transaction Counter could result in
lower customer service efficiencies at the Center, and will have a negative effect on the ability of full time staff members to
efficiently handle their own work load on a daily and weekly basis.
L:bud_supplemental request/Request Form.xls
12/1/2015
Project Name:Athletic Facility Lighting Date:25-Aug-05
Submitted By:Karen Simmons/Chris Filadoro Department:Recreation
Project ID Number:278
First Year Submission?
Priority 8
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-862-0500 x8480 E-mail ksimmons@lexingtonma.gov
Revision Date:31-Aug-15
Description of Project:The Recreation Committee requests $350,000 in FY2018 for Phase I of an Athletic Facility Lighting upgrade to replace the existing lighting
system and structures at the Gallagher Tennis Courts and the Center Complex Basketball Courts with more cost efficient fixtures and illuminants.
Phase II of the project scheduled for FY2019 requests $505,000 to replace the existing lighting system at the High School Varsity Baseball and
Varsity Softball field.
Justification/Benefit:The current lighting system is constantly being repaired and does not operate efficiently. Tennis court lighting was last upgraded in 1986. The
basketball court lighting was also improved in 1986. With the exception of bulb and fixture replacement and repair, there have been no significant
improvements to the lighting systems in these areas.
The Center # 2 Softball Lights were installed in 1986 and the Center # 1 Baseball lights were installed in 1997. The installation of newer energy
and cost efficient systems will provide financial savings to the Town and allow for a safer environment in which to participate in night activities.
Recreation is a value added service to the community.
Impact if not completed:The repair budget for the existing lighting systems will continue to increase. As energy costs continue to rise, the cost to operate the lights
increases yearly. Outdated, inefficient lighting at heavily used areas such as the Center Recreation Complex have a negative impact upon the
department budget. Newer lighting will enhance playing conditions for participants, provide the users of the area with a safer facility in which to
recreate, be less obtrusive for the neighborhood and environment, and be more energy efficient and trouble free for the Town.
Capital Funding Request
Stakeholders:Lexington Public Schools, Residents
Timeframe:Phase I- 2018; Phase II - 2019
Operating Budget Impact:The specifications will include a 25-year warranty and maintenance program. This will eliminate maintenance costs for 25 years including labor
and materials. New energy efficient fixtures and bulbs will result in a operating cost savings.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
25
Maintenance Cycle
25
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
The cost is based on a 2014 estimate from Musco Sports Lighting, LLC..
Revolving Other
278
$0 $150,000 $220,000 $0 $0
$0 $10,000 $10,000 $0 $0
$0 $190,000 $275,000 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $0 $350,000 $505,000 $0 $0
Totals
$0
$0
$370,000
$465,000
$20,000
$855,000
$0CPA Amt. Req.$350,000 $505,000 $0 $0
12/1/2015 9:46:16 AM
Project Name:Pine Meadows Improvements Date:30-Aug-05
Submitted By:Karen Simmons Department:Recreation
Project ID Number:280
First Year Submission?
Priority 3
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-862-0500 x8480 E-mail ksimmons@lexingtonma.gov
Revision Date:29-Aug-15
Description of Project:In FY2017, the Recreation Committee requests $65,000 from the Recreation Enterprise to reconstruct the 4th Green and to reconstruct the men's
tee box on the 8th hole. The unfavorable contours on the fourth green have resulted in significant turf injury over the course of the last few
winter seasons. Because of the contours in the green there is poor surface drainage as well as poor underlying drainage throughout the greens
surface. The result has been significant winter kill and a poor putting surface from the loss of turf grass. A Senior Agronomist for the USGA, and
Pine Meadows golf course architect, have recommended that the fourth green be reconstructed with proper drainage and construction methods.
The new green should eliminate the past problems of loss of turf and disruption of play to those golfers supporting Pine Meadows. A temporary
green will be used while the new green is constructed so there will be little impact on the golfers.
The reconstruction of a new middle tee on the 8th hole is another important capital project at Pine Meadows. The back tee is located in an
environmentally sensitive and densely wooded part of the golf course with little sun and very well shaded for much of the growing season. In
addition, the size of the tee is relatively small resulting in turf quality that is just fair and is not able to handle the significant play throughout the
golf season. A temporary area located in front of the existing back tee was cut down and is currently used as a middle tee periodically throughout
the golf season for the second set of tee markers. We are planning to reconstruct this middle tee at a slightly higher elevation and greater size
with quality soil and a level tee surface. The existing forward and back tee will be used while the new middle tee is under construction. The cost
of this improvement is important to provide for three quality tee locations for all level of golfers on the eighth hole.
FY2020- $80,000
•Reconstruction of the cart path on the first hole by the green to the second tee, from the parking lot to the fifth tee and extending the cart path
on the sixth hole and repair the grading for improved drainage in the rough.
•Install drainage on the left side of the eighth hole and by the first green.
•Reconstruction of fairway bunker on the second hole (2) and the seventh hole.
Justification/Benefit:Pine Meadows is a valuable open space and recreational resource area for the Town of Lexington. It is used year round by residents to play golf,
cross-country ski, sled and walk. Improvements are necessary to provide quality playing conditions. This will ensure an enjoyable golfing
experience resulting in more play and revenue for the Town.
Impact if not completed:If the project is not undertaken we will continue to have major problems with this green both in the spring and during the season under certain
weather conditions. Significant costs have been incurred in the past in attempting to minimize the issue and correct the problems with seeding,
aerification, topdressing, sodding and installing drainage. The Town has sustained a loss of revenue in the past from the temporary closing of the
green by offering reduced greens fees or reduced play from golfers not happy with a poor putting surface.
Capital Funding Request
Stakeholders:Residents, Non-residents, DPW, Recreation & Community Programs, Lexington Public Schools, Lexington High Golf Team, Minuteman High
School and the Conservation Commission
Timeframe:Develop specifications after Town Meeting approval and perform renovations beginning November of 2016
Operating Budget Impact:A reduction in revenue if the fairways are not playable.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
Replace. Freq:
20 Years
State Aid PrivateRevolving Other
12/1/2015 9:46:16 AM
Project Name:Pine Meadows Improvements Date:30-Aug-05
Submitted By:Karen Simmons Department:Recreation
Project ID Number:280
First Year Submission?
Priority 3
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-862-0500 x8480 E-mail ksimmons@lexingtonma.gov
Revision Date:29-Aug-15
$0.00
Maintenance Cycle
1 Years
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
The cost is based on an estimate provided by a golf course architect.
280
$55,000 $0 $0 $70,000 $0
$5,000 $0 $0 $5,000 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$5,000 $0 $0 $5,000 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $65,000 $0 $0 $80,000 $0
Totals
$0
$10,000
$125,000
$0
$10,000
$145,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 9:46:16 AM
Project Name:Park and Playground Improvements Date:30-Aug-05
Submitted By:Chris Filadoro Department:Recreation
Project ID Number:282
First Year Submission?
Priority 4
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8355 E-mail cfiladoro@lexingtonma.gov
Revision Date:03-Sep-15
Description of Project:The Recreation Committee requests $75,000 in FY2017 to replace the safety fencing at the Center Recreation Complex along Worthen Road and
at the Muzzey Multipurpose Field along Massachusetts Ave. The improvements will include removing, disposing and installing approximately
1,200 l/f of new chain link fence between both locations. Approximately 800 l/f at 4' height and approximately 400 l/f at 8' height. The 8' height is
requested next to the baseball and softball field to minimize balls from hitting vehicles along Worthen Road.
FY2018 - $60,000 to replace and update the swing sets and install bike racks at Bow Street Park, Franklin Park and Munroe Park. Install safety
surface.
FY2020- $70,000 to update and replace the playground equipment at Sutherland Park and install a bike rack. Install safety surface.
FY2021- $70,000 to update and replace the playground equipment at Rindge Park and install a bike rack. Install safety surface.
The proposed playground improvements will renovate and rehabilitate existing safety surfacing and equipment so that all sites will be in
compliance with the Consumer Product Safety Commission (CPSC), American Society for Testing and Materials (ASTM) and the American
with Disabilities Act (ADA).
Justification/Benefit:The existing fence is over 40 years old and is in disrepair. For safety it is recommended to replace the fence at the Center Recreation Complex
and at Muzzey Field.
Impact if not completed:Over the years, frost heaves has caused the fence posts to come out of the ground and the fence is falling over requiring replacement. The
current playground equipment, use zones, and surfacing do not comply with CPSC, ASTM or ADA standards. As the equipment continues to age
and deteriorate, more frequent inspections, repairs and equipment removal will be needed to ensure that the users are safe. This is neither cost
effective nor efficient.
Capital Funding Request
Stakeholders:Residents
Timeframe:Fall 2016
Operating Budget Impact:no impact to the operating budget
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
30
Maintenance Cycle
1
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Revolving Other
282
$72,000 $15,000 $0 $20,000 $20,000
$3,000 $3,000 $0 $5,000 $5,000
$0 $42,000 $0 $45,000 $45,000
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $75,000 $60,000 $0 $70,000 $70,000
Totals
$0
$0
$127,000
$132,000
$16,000
$275,000
$75,000CPA Amt. Req.$60,000 $0 $70,000 $70,000
12/1/2015 9:46:16 AM
Project Name:Park and Playground Improvements Date:30-Aug-05
Submitted By:Chris Filadoro Department:Recreation
Project ID Number:282
First Year Submission?
Priority 4
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8355 E-mail cfiladoro@lexingtonma.gov
Revision Date:03-Sep-15
The cost projections are based on similar renovation projects.
12/1/2015 9:46:16 AM
Project Name:Town Pool Renovation Date:30-Aug-05
Submitted By:Karen Simmons Department:Recreation
Project ID Number:283
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-862-0500 x8480 E-mail ksimmons@lexingtonma.gov
Revision Date:15-Oct-15
Description of Project:The Recreation Committee is requesting $166,000 in FY2017 for the design and engineering costs and construction/bid documents associated
with Phase III of a multi-phased program of renovations to the Irving H. Mabee Pool Complex. The phased approach was identified in the
Engineering Consultant's Study completed in FY2008 by Bargmann Hendrie and Archetype. The implementation of Phase III is scheduled for
FY2018 and will include replacing the filtration systems, which are beyond their life expectancy, as well as other work necessary for the
successful operation of the Irving H. Mabee Town Pool Complex to continue in the future. The building will have to be enlarged in order to
accommodate four new filtration systems. The Garrity, Main (lap and Diving Pools share a common filter system. The Department of Public
Health regulations have changed over the years and replacement of the filtration system will now require each pool to have its own filter to be in
compliance with the current regulation. By having the pools on a common filter, if a situation occurs that warrants closing a pool, all three pools
must be closed. Phase III of the project will also include a reconfiguration of the Wading Pool with the inclusion of new amenities such as water
spray features which will help attract families with young children to the facility.
The cost of the project has increased based on an updated cost estimate. Due to the scope and complexity of this renovation project, it was
determined that the design/engineering costs should be separated from the construction costs to give us a more accurate estimate for the cost of
the project. Therefore, the FY2017 funding request is for the design/engineering costs for Phase III and the FY2018 funding request will be for
the construction and implementation of Phase III.
Replacement of the filtrations system is a large undertaking and this project would include the following work:
•Expansion of the filter room (an addition to the building is required).
•Replacement of piping between existing surge tank and filter room (Main and Dive Pools).
•Replacement of piping between Garrity Pool and filter room.
•Removal and replacement of concrete decks to access piping.
•Upgrade of electrical service to 600 Amps required for new filtration systems.
In addition, the results of the pool facility audit recommended the following:
•Reconfiguration of the Wading Pool and installation of new water spray features.
•Replacement of the existing roof.
•Replastering of the Wading, Main, and Dive Pools.
•Replacement of the three diving boards.
•Reconfiguration of the three one-meter diving board rails (which do not meet code).
•Installation of new lifeguard chairs.
•Replacement of the fencing with new black vinyl-coated chain link fencing and gates.
•Resetting of the copings for the Wading Pool.
•Installation of a new shade structure.
Justification/Benefit:The Irving H. Mabee Pool Complex is a heavily used recreation facility during the summer. Attendance at the Center Pool Complex averages
75,000 people each summer. While the facility continues to operate safely, the filtration system was last updated in 1980. The consultant's
report provided the Town with a detailed list of recommended upgrades and repairs needed, thus allowing the Town to plan and budget the
upgrad es and repairs effectively and responsibly. With each year, the efficiency and effectiveness of the filtration systems and chlorinators
decreases. Repairs become more costly as the filtration system breaks down more frequently. The improvements to the filtration system will
bring the system into compliance. Funding was approved in 2010 for Phase I and 2011 for Phase II. Phase I and Phase II are complete.
Impact if not completed:If immediate needs are not identified and addressed, the pool may need to be closed for an extended period of time during the peak season, thus
affecting the residents and decreasing revenues.
Stakeholders:Residents, Non-residents, Recreation & Community Programs, DPW, Health Department, Lexington Public Schools
Timeframe:2017-2018
Operating Budget Impact:
Replace. Freq:
30 Years
12/1/2015 9:46:16 AM
Project Name:Town Pool Renovation Date:30-Aug-05
Submitted By:Karen Simmons Department:Recreation
Project ID Number:283
First Year Submission?
Priority 1
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-862-0500 x8480 E-mail ksimmons@lexingtonma.gov
Revision Date:15-Oct-15
Capital Funding Request
R epairs to the filtration system and plumbing system has become an annual occurrence which impacts the operating budget.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Maintenance Cycle
1 Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
The initial cost estimate is based on the Pool Facility Audit completed by Bargmann Hendrie + Archetype, Inc. in February 2008. It was updated
in the spring of 2015. Design and engineering costs are based on 10% and contingency is based on 8%.
Revolving Other
283
$0 $1,500,000 $0 $0 $0
$0 $120,000 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$166,000 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $166,000 $1,620,000 $0 $0 $0
Totals
$0
$166,000
$1,500,000
$0
$120,000
$1,786,000
$166,000CPA Amt. Req.$1,620,000 $0 $0 $0
12/1/2015 9:46:16 AM
Project Name:Park Improvements - Athletic Fields Date:15-Sep-06
Submitted By:Chris Filadoro Department:Recreation
Project ID Number:518
First Year Submission?
Priority 5
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8355 E-mail cfiladoro@lexingtonma.gov
Revision Date:28-Aug-15
Description of Project:The Recreation Committee requests $120,000 in FY2017 to renovate the Adams Park Multipurpose athletic field located behind the Waldorf
School. The renovation to the multipurpose field will include laser grading the athletic field, grading for proper drainage, and adding permanent
park benches. The Town of Lexington athletic fields see excessive use and timely renovations and replacement are critical to provide safe and
playable fields for all user groups. The athletic field is used by the Waldorf School during the day and by youth organizations evenings and
weekends.
Proposed future renovations will include turf, drainage, and irrigation (where applicable, and site amenities (benches, backstops, etc.):
FY2018 - $125,000 - Harrington Baseball and Softball Fields
FY2019 - $150,000 - New in-ground irrigation systems at the Hastings, Bowman and Franklin.
FY2020 - $400,000 - Diamond School Field renovation will include drainage, laser grading, and new irrigation controls.
FY2021 - $75,000 - Computerized Irrigation Controls for all in-ground Town systems.
Justification/Benefit:Safety for all participants is the major concern and improving upon the safety of the fields is the major benefit to all users. The Town of Lexington
athletic fields are constantly used by recreation, school, youth, and adult groups. They are in need of major repairs that cannot be completed
within the operating budget. There are safety issues with faulty backstops, uneven turf, uneven infield areas, and drainage. This is an ongoing
multi-year capital program to address saftey and playability concerns and to provide adequate and safe field conditions for neighborhood families,
recreation, and school programs. The benefit would be to renovate the fields to a condition where they will be safe, playable, and more easily
maintained.
Impact if not completed:The Public Works Department oversees the maintenance of the school and Town athletic facilities. The impact of not approving this request is a
continuing deterioration of the fields which may lead to injuries and cancellation of games. This will impact the School teams, youth leagues,
adult leagues, and Recreation programs and affect the quality of life in Lexington.
Capital Funding Request
Stakeholders:Residents, non-residents, Lexington Public Schools and Waldorf School, Youth League programs, DPW, Recreation & Community Programs
Department
Timeframe:Develop specifications after Town Meeting approval and perform renovations beginning fall of 2016.
Operating Budget Impact:DPW staff hours, equipment and materials costs should decrease with improved field conditions that will require routine maintenance and not
emergency repairs.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
10
Maintenance Cycle
1
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Revolving Other
518
$100,000 $110,000 $145,000 $365,000 $0
$5,000 $5,000 $5,000 $15,000 $0
$0 $0 $0 $0 $75,000
$0 $0 $0 $0 $0
$15,000 $10,000 $0 $20,000 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $120,000 $125,000 $150,000 $400,000 $75,000
Totals
$0
$45,000
$720,000
$75,000
$30,000
$870,000
$120,000CPA Amt. Req.$125,000 $150,000 $400,000 $75,000
12/1/2015 9:46:16 AM
Project Name:Park Improvements - Athletic Fields Date:15-Sep-06
Submitted By:Chris Filadoro Department:Recreation
Project ID Number:518
First Year Submission?
Priority 5
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8355 E-mail cfiladoro@lexingtonma.gov
Revision Date:28-Aug-15
Basis of Cost Projection:
Cost projections are based on similar past projects and information from vendors and architects.
12/1/2015 9:46:16 AM
Project Name:Pine Meadows Equipment Date:11-Aug-08
Submitted By:Karen Simmons Department:Recreation
Project ID Number:519
First Year Submission?
Priority 7
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-862-0500 x8480 E-mail ksimmons@lexingtonma.gov
Revision Date:29-Aug-15
Description of Project:The FY2018 request is for $55,000 from the Recreation Enterprise Fund to purchase a Toro Triplex mower for the greens replacing a 2002
Greensking mower and an Excel Hustler Trim mower replacing a Ferris mower. The life expectancy of golf course mowers average 7 years.
FY2019 - $55,000 to purchase a Toro Triplex mower for the tees and apron replacing a 2005 Greensking mower; a Turfco Top Dresser machine
replacing a Turfco Metermatic Top Dresser and a Salso Greens Roller.
FY2020 - $50,000 to purchase a Massey Fergusen Tractor replacing a 1995 Massey Tractor.
FY2021 - $60,000 to purchase a Jacobson fairway mower replacing the 2012 Jacobson fairway mower.
Justification/Benefit:The past and future success at Pine Meadows can be attributed to the ongoing investment in golf course infrastructure and equipment to
maintain the eighty eight acres of property. Sufficient equipment is needed to properly set up the golf course on a daily basis and also to provide
superior playing conditions on a consistent basis throughout the year. The existing 2002 Greensking mower is at the end of its useful life. The
mower is used on a daily basis in maintaining the greens throughout the golf course. Technological improvements have been made over the
years to both the operating efficiency and quality of cut to the mower. Each day play begins at 6 am and play continues into the early evening
during the summer season. The golf course is staffed so that the greens, tees and fairways can be cut with minimal disruption of play while
providing outstanding playing conditions. The quality of cut and height of cut from mowers ensures that golfers will be able to quickly locate their
ball and be able to hit a satisfactory shot from the rough resulting in an improved pace of play. An improved pace of play and superior playing
conditions ensures an enjoyable golfing experience resulting in more play and revenue to the Town.
The overall aesthetic quality of a golf course is very important to its ultimate financial success. The good maintenance of a golf course requires
equipment that operates efficiently, effectively, and safely. The quality of the turf and grooming of the course is critical to the overall operation.
Impact if not completed:If the turf is not maintained properly, it will affect the quality of play and the Town will lose customers, thus reducing revenue. In addition to the
financial loss, employee safety issues arise if machinery is operated beyond its reasonable life span.
Capital Funding Request
Stakeholders:Residents, Non-resident golfers, Recreation & Community Programs, Lexington Public Schools Golf Team, Minuteman Tech High School Golf
Team
Timeframe:August 2017
Operating Budget Impact:Reduce repair costs
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
7
Maintenance Cycle
1
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Revolving Other
519
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $55,000 $55,000 $50,000 $60,000
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $0 $55,000 $55,000 $50,000 $60,000
Totals
$0
$0
$0
$220,000
$0
$220,000
$0CPA Amt. Req.$0 $0 $0 $0
12/1/2015 9:46:16 AM
Project Name:Pine Meadows Equipment Date:11-Aug-08
Submitted By:Karen Simmons Department:Recreation
Project ID Number:519
First Year Submission?
Priority 7
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-862-0500 x8480 E-mail ksimmons@lexingtonma.gov
Revision Date:29-Aug-15
Basis of Cost Projection:
August 2015 cost estimate
12/1/2015 9:46:16 AM
Project Name:Park Improvements- Hard Court Resurfacing Date:13-Aug-07
Submitted By:Chris Filadoro/Karen Simmons Department:Recreation
Project ID Number:532
First Year Submission?
Priority 6
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8355 E-mail cfiladoro@lexingtonma.gov
Revision Date:03-Sep-15
Description of Project:The Recreation Committee requests funds to institute and carry out a hard court resurfacing program. The program includes 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, Clarke Middle School and Valley.
The FY2017 request is for $61,000 to rehabilitate the basketball courts at Rindge Park and Kinneens Park. The project will include reconstruction
of the courts and installation of new backboards/poles. The current surfaces have extensive cracks and frost heaves which will require a
reconstruction. It will also include funding to purchase and permanently install a bike rack at each site.
Future projects:
FY2019 - $58,000 - Adams Park - resurface, paint, and restripe the Adams Tennis Courts and the Adams Basketball Court and installation of a
bike rack.
FY2020 - $43,000 – Valley Tennis Courts - resurface, paint, and restripe the tennis courts and installation of a bike rack.
FY2021 - $65,000 – Center Basketball Courts –resurface, paint, and restripe the basketball courts and installation of a bike rack
Justification/Benefit:Over the past 18 years, the Town has supported and invested in an upgrading of the town's recreation infrastructure. The hard court resurfacing
program is a program for hard surface athletic facilities which include basketball, tennis, track and the skatepark. The program will include
resurfacing and painting the hard court surfaces and installing new posts, backboards, nets and rims at Recreation facilities. It is important to
maintain these valuable assets in the community to ensure their usability and the safety of the users. It is important to maintain the Town's
recreation infrastructure.
Impact if not completed:The impact of not approving the request is a deterioration of the athletic facilities and unsafe conditions for the residents in the community
Capital Funding Request
Stakeholders:neighborhood families and residents
Timeframe:Fall 2016
Operating Budget Impact:Failure to maintain the infrastructure will result in higher repair costs and/or complete reconstruction.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
15
Maintenance Cycle
5
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Revolving Other
532
$47,000 $0 $45,000 $30,000 $50,000
$5,000 $0 $5,000 $5,000 $5,000
$2,000 $0 $2,000 $2,000 $2,000
$0 $0 $0 $0 $0
$7,000 $0 $6,000 $6,000 $8,000
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $61,000 $0 $58,000 $43,000 $65,000
Totals
$0
$27,000
$172,000
$8,000
$20,000
$227,000
$61,000CPA Amt. Req.$0 $58,000 $43,000 $65,000
12/1/2015 9:46:16 AM
Project Name:Park Improvements- Hard Court Resurfacing Date:13-Aug-07
Submitted By:Chris Filadoro/Karen Simmons Department:Recreation
Project ID Number:532
First Year Submission?
Priority 6
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8355 E-mail cfiladoro@lexingtonma.gov
Revision Date:03-Sep-15
The cost estimates are based on similar past projects.
12/1/2015 9:46:16 AM
Project Name:Center Track and Field Reconstruction Date:15-Aug-11
Submitted By:Chris Filadoro/Karen Simmons Department:Recreation
Project ID Number:732
First Year Submission?
Priority 9
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-274-8355 E-mail cfiladoro@lexingtonma.gov
Revision Date:03-Sep-15
Description of Project:The Center track area is one of the most heavily used facilities in town and is open and available 365 days per year depending on the weather.
The track and the associated athletic field area are used by the school, youth and adult groups, Recreation and residents. The area is used for
walking, running, track and field events, soccer, Special Olympics and Physical Education classes. The track surface was recoated in the fall of
2012 and that was the last recoating that the track can undergo. It was estimated to add 5 to 6 years of life to the existing surface. This request
is to totally reconstruct the track surface, do a complete renovation of the athletic field with the installation of synthetic turf, installation of lights
and replacement of the existing bleachers. The FY2019 request for this project is $3,000,000. This project is being moved from FY2018 to
FY2019 due to the unknown location of a potential new high school.
Justification/Benefit:The track surface continues to wear out at a high rate creating unsafe conditions which affect a large number of users. The reconstruction will
allow for continued high use for a wide range of users and provide a safer and more comfortable surface. The reconstruction of the athletic field
will allow for extended use similar to Lincoln Park.
Impact if not completed:The track surface will continue to deteriorate causing safety concerns and possible closures for more costly short-term repairs. The athletic field
will be at capacity and the hours of use will be limited by inclement weather and worn areas causing down time for programs that are already at
their limit.
Capital Funding Request
Stakeholders:Lexington Public Schools, Recreation & Community Programs, youth and adult sports programs, residents.
Timeframe:2019
Operating Budget Impact:It is estimated that the expense to operate the lights is approximately $6,000 per year. This will be offset by revenue.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$5,000.00
Replace. Freq:
25
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Cost projections provided by Stantec based on similar projects. The synthetic turf is estimated to cost $600,000. The subsurface drainage and
track construction is estimated at $2,400,000.
Revolving Other
732
$0 $0 $2,000,000 $0 $0
$0 $0 $300,000 $0 $0
$0 $0 $400,000 $0 $0
$0 $0 $0 $0 $0
$0 $0 $300,000 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $0 $0 $3,000,000 $0 $0
Totals
$0
$300,000
$2,000,000
$400,000
$300,000
$3,000,000
$0CPA Amt. Req.$0 $2,400,000 $0 $0
12/1/2015 9:46:16 AM
Project Name:Granite Forest at Lincoln Park Date:26-Aug-15
Submitted By:Karen Simmons Department:Recreation
Project ID Number:976
First Year Submission?
Priority 2
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-698-4801 E-mail ksimmons@lexingtonma.gov
Revision Date:28-Aug-15
Description of Project:This request is for $30,000 from the CPA to install a monumental work of "Public Art" at Lincoln Park. This is a public/private partnership of
which $30,000 is requested from the CPA and $45,000 will be raised privately by the Lincoln Park Sub-Committee. The design calls for the
installation of a notable landscape feature "The Granite Forest" . The Granite Forest is a greenway corridor connecting the lower park to the
upper park. It will have granite benches and will be landscaped with trees and shrubs. It will be located in the meadow between the multipurpose
athletic field and the woodland/meadow gardens of Lincoln Park. This is along a high traffic path connecting the high school campus to the upper
section of Lincoln Park. The primary material for the design started with the opportunity to utilize 11 antique granite foundation stones from the
Issac Mulliken House built around 1850 and located at 2013 Massachusetts Ave. This house was being moved and renovated as part of the Inn
at Hastings Park project. The granite was donated by Mr. and Mrs. Michael Kennealy. These 11 pieces of hand carved granite range in size from
5 feet to 11 feet and are a priceless reminder of earlier methods of building. Ultimately, it is the intent to have text carved into the granite adding
a layer of ecology, history and poetry art. This is modeled after Thoreau's Path at Bisters Hill in Concord.
Justification/Benefit:The Granite Forest is to serve as a landmark, providing a gathering space for individuals using the nature path, the playground and the athletic
fields. This much used and loved area serves as a quiet, peaceful link between the two major recreation areas in Town; The Center Recreation
Complex and Lincoln Park. It will exemplify the principal of adaptive reuse and creativity in the park environment and will provide a window on
the ecological and social processes which shape the landscape. The spirit of reclamation is alive at Lincoln Park as it continues its
transformation from a landfill to a thriving recreational and nature treasure. It is also the location of the Teresa and Roberta Lee Fitness/Nature
Path, Dick Kirk Overlook and the Azalea Woods.
Impact if not completed:The Town would lose this opportunity to connect the lower and upper park utilizing historical building material.
Capital Funding Request
Stakeholders:Lexington residents
Timeframe:Fall 2016
Operating Budget Impact:This project was initiated and will be maintained by the Lincoln Park Sub-Committee.
Levy Water RecreationSewerFunding Source:CPA
Cost Analysis:
Recurring Cost
$0.00
Replace. Freq:
0
Maintenance Cycle
0
Years
Years
State Aid Private
CPA Purpose
Open Space
Recreation
Historic
Housing
Basis of Cost Projection:
Revolving Other
976
$30,000 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
$0 $0 $0 $0 $0
2017 2018 2019 2020 2021
Site Acquisition
Design/Engineer
Construction
Equipment
Contingency
Totals $30,000 $0 $0 $0 $0
Totals
$0
$0
$30,000
$0
$0
$30,000
$30,000CPA Amt. Req.$0 $0 $0 $0
12/1/2015 9:46:16 AM
Project Name:Granite Forest at Lincoln Park Date:26-Aug-15
Submitted By:Karen Simmons Department:Recreation
Project ID Number:976
First Year Submission?
Priority 2
Town of Lexington - FY 2017-FY 2021 Capital Improvement Projects
Phone #:781-698-4801 E-mail ksimmons@lexingtonma.gov
Revision Date:28-Aug-15
Based on cost estimate by the architect in 2014 and a quote from a contractor.
12/1/2015 9:46:16 AM
AGENDA ITEM SUM M ARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Town Manager's FY2017 Budget Presentation (15 min.)
PRESENTER:
Claire Goodwin
ITEM
NUMBER:
3.
SUMMARY:
See attached FY2017 To wn Manager's Budget P res entation.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/4/2015 9:30 AM
ATTACHMENTS:
Des crip tion Typ e
Town Manager's Budget Pres entation Pres entation
Town Manager’s Office Requested Budget
Fiscal Year 2017
Submitted by:
Claire Goodwin, Management Analyst
Board of Selectmen Presentation
December 4, 2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Mission:
Budget Overview:
Departmental Initiatives:
Program Improvement Requests:FY 2017
Division Requested
8220 69,067$
8220 20,000$
Sub-total 8200 by request 89,067$
Compensation 53,144$
Benefits 15,923$
Expenses 20,000$
Sub-total 8200 by Category 89,067$
Subprogram: 8200 Town Manager
Administrative Assistant
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.
The FY2017 budget reflects an increase of $47,894 or 6.29% from FY2016. This is comprised of a $17,894 or 3.28% increase
in Compensation due to annual step increases and a $30,000 or 13.95% increase in Expenses due to additional funding for
expected legal services and an assessment center for Fire Captains and Lieutenants used in the promotional process.
The Town Manager's Office is comprised of the following elements: Organizational Direction and Administration - 8210, and
Human Resources - 8220. Organizational Direction and Administration funds staff and expenses for the Manager's Office
including organizational development funds and some equipment. Human Resources funds staff and expenses for managing
the personnel and benefit functions of the organization.
1) Continue to work on internal controls by revising existing policies and developing new policies that may be necessary to
ensure the protection of assets that are vulnerable to abuse.
5) Expand public communications by developing a comprehensive and coordinated plan for engaging the community.
Classification and Compensation Study
2) Continue the work of the Technology Committee and identify ways to best use technology to meet both the internal needs
of the organization as well as the needs of residents and customers.
3) Develop organizational sustainability by passing on institutional knowledge, engaging mid-level managers in organization
decision-making and selecting and training qualified individuals. It is anticipated in FY17 that we will be recruiting for 4 – 6
Senior Manager positions.
4) Work to ensure that municipal services address the needs of Lexington's culturally diverse community.
TMO Summary 1 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Budget Summary - Town Manager Operations (8210, 8220)
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Funding Sources Actual Actual Estimated Projected Increase Increase
Tax Levy 364,383$ 472,955$ 451,280$ 484,179$ 32,899$ 7.29%
Enterprise Funds (Indirect) 42,421$ 42,152$ 45,825$ 47,200$ 1,375$ 3.00%
Available Funds - - - -
Rentals*384,180$ 287,082$ 264,150$ 277,770$ 13,620$ 5.16%
Total 8200 Town Manager 790,984$ 802,189$ 761,255$ 809,149$ 47,894$ 6.29%
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Appropriation Summary Actual Actual Restated Request Increase Increase
Compensation 617,579$ 636,241$ 546,170$ 564,064$ 17,894$ 3.28%
Expenses 173,405$ 165,948$ 215,085$ 245,085$ 30,000$ 13.95%
Total 8200 Town Manager 790,984$ 802,189$ 761,255$ 809,149$ 47,894$ 6.29%
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Program Summary Actual Actual Restated Request Increase Increase
Total 8210 Organizational Dir. & Admin. 556,302$ 569,583$ 515,691$ 531,028$ 15,337$ 2.97%
Total 8220 Human Resources 234,682$ 232,605$ 245,564$ 278,121$ 32,557$ 13.26%
Total 8200 Town Manager 790,984$ 802,189$ 761,255$ 809,149$ 47,894$ 6.29%
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Object Code Summary Actual Actual Restated Request Increase Increase
Salaries & Wages 617,579$ 636,241$ 546,170$ 564,064$ 17,894$ 3.28%
Overtime -$ -$ -$ -$ -$ -
Personal Services 617,579$ 636,241$ 546,170$ 564,064$ 17,894$ 3.28%
Contractual Services 150,281$ 132,707$ 180,850$ 210,850$ 30,000$ 16.59%
Utilities -$ -$ -$ -$ -$ -
Supplies 19,510$ 15,176$ 14,735$ 14,735$ -$ 0.00%
Small Capital 3,613$ 18,066$ 19,500$ 19,500$ -$ 0.00%
Expenses 173,405$ 165,948$ 215,085$ 245,085$ 30,000$ 13.95%
Total 8200 Town Manager 790,984$ 802,189$ 761,255$ 809,149$ 47,894$ 6.29%
Budget Summary - Salary Adjustment (8230)
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Funding Sources Balance Balance Appropriation Projected Increase Increase
Tax Levy 673,588$ 290,690$ 820,316$ 636,847$ (183,470)$ -22.37%
Total 8200 Town Manager 673,588$ 290,690$ 820,316$ 636,847$ (183,470)$ -22.37%
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Program Summary Balance Balance Appropriation Request Increase Increase
Total 8230 Salary Adjustment 673,588$ 290,690$ 820,316$ 636,847$ (183,470)$ -22.37%
Total 8200 Town Manager 673,588$ 290,690$ 820,316$ 636,847$ (183,470)$ -22.37%
Subprogram: 8200 Town Manager
*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.
TMO Summary 2 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8200 Town Manager
Authorized/Appropriated Staffing FY 2014 FY 2015 FY 2016 FY 2017
Budget Budget Budget Request
Town Manager 1 1 1 1
Deputy Town Manager 1 1 1 1
Office Manager/Special Events Coordinator 1 1 1 1
Benefits Coordinator 1 1 1 1
Assistant to the Town Manager1 1 1 0 0
Human Resources Director 1 1 1 1
Hearing Officers2 0.12 0.12 0.12 0.12
Management Fellow/Analyst 1 1 1 1
Human Resources Assistant 1 1 1 1
Total FTE 8.12 8.12 7.12 7.12
Total Full/Part Time 8 FT / 2 PT 8 FT / 2 PT 8 FT / 2 PT 8 FT / 2 PT
(2) 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)
(1) Position reassigned to Information Technology in FY2015
Authorized Staffing 3 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8200Town Manager
Element:8210 Organizational Direction and Administration
Budget Description:
Budget Data (by Object Code)
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
51110 REGULAR WAGES 478,538$ 476,565$ 391,368$ 406,037$ 14,669$ 3.75%
51120 OTHER COMPENSATION 11,076$ 11,642$ 13,080$ 13,580$ 500$ 3.82%
51144 LONGEVITY -$ -$ -$ -$ 0.00%
51150 REGULAR P/T WAGES 3,000$ 3,026$ 3,943$ 4,111$ 168$ 4.26%
Sub-Total Compensation 492,614$ 491,233$ 408,391$ 423,728$ 15,337$ 3.76%
52110 CONTRACTUAL SERVICES 587$ 4,959$ 2,500$ 2,500$ -$ 0.00%
52111 PRINTING/FORMS 4,444$ 494$ 600$ 600$ -$ 0.00%
52120 PROFESSIONAL SERVICES 588$ 23,450$ 18,000$ 18,000$ -$ 0.00%
52123 LEGAL SERVICES -$ -$ -$ -$ -$ -
52128 ADVERTISING -$ 945$ -$ -$ -$ -
52183 MILEAGE 679$ 1,324$ 1,200$ 1,200$ -$ 0.00%
52186 PROFESSIONAL DEVELOPMENT 34,995$ 11,617$ 45,500$ 45,500$ -$ 0.00%
52187 TRAVEL 881$ 2,779$ 2,500$ 2,500$ -$ 0.00%
52188 SEMINARS 1,665$ 2,487$ 6,000$ 6,000$ -$ 0.00%
52197 FIDELITY -$ -$ -$ -$ -
52207 CELLPHONES/PAGERS -$ -$ -$ -$ -
54100 SUPPLIES 4,125$ 4,785$ 5,000$ 5,000$ -$ 0.00%
54111 OFFICE SUPPLIES 2,575$ 2,354$ 3,000$ 3,000$ -$ 0.00%
54113 MEMBERSHIP/DUES/SUBS 9,536$ 5,091$ 3,500$ 3,500$ -$ 0.00%
54500 SMALL EQUIPMENT 2,000$ 5,000$ 5,000$ 5,000$ -$ 0.00%
54706 OFFICE EQUIPMENT 1,613$ 13,066$ 14,500$ 14,500$ -$ 0.00%
Sub-Total Expenses 63,688$ 78,350$ 107,300$ 107,300$ -$ 0.00%
Total 8210 Organizational Dir. & Admin.556,302$ 569,583$ 515,691$ 531,028$ 15,337$ 2.97%
Organizational Direction and Administration funds staff and expenses for all functions of the Town Manager's Office except Human Resources.
Administration includes the day-to-day oversight for all general government departments, town-wide staff training and professional development, risk
management for municipal and school departments, special projects and website content coordination. The Manager's Office also implements all
decisions of the Board of Selectmen and Town Meeting, and provides staff support to various Town committees.
Overall, the recommended FY2017 budget reflects a $15,337 or 2.97% increase from FY2016. The increase is due to a rise in Compensation
attributed by step increases. Compensation is increasing by 3.76%. Expenses remain the same at $107,300 from FY2016.
DescriptionObject
8210 - Town Manager 4 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Element:8220 Human Resources
Budget Description:
Budget Data (by Object Code)
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
51110 REGULAR WAGES 124,192$ 144,528$ 137,779$ 140,336$ 2,557$ 1.86%
51120 OTHER COMPENSATION -$ -$ -$ -
51130 OVERTIME 773$ 480$ -$ -$ -
51144 LONGEVITY -$ -$ -$ -
51150 REGULAR P/T WAGES -$ -$ -$ -
Sub-total Compensation 124,965$ 145,008$ 137,779$ 140,336$ 2,557$ 1.86%
52110 CONTRACTUAL SERVICES -$ -$ -$ -$ 0.00%
52111 PRINTING/FORMS 617$ 484$ 500$ 500$ -$ 0.00%
52120 PROFESSIONAL SERVICES 25,275$ 6,500$ 20,000$ 25,000$ 5,000$ 25.00%
52123 LEGAL SERVICES 74,590$ 74,033$ 75,000$ 100,000$ 25,000$ 33.33%
52128 ADVERTISING 3,367$ 1,765$ 4,000$ 4,000$ -$ 0.00%
52183 MILEAGE 54$ 209$ 300$ 300$ -$ 0.00%
52184 BINDING & ARCHIVING -$ -$ -$ -
52185 POSTAGE -$ -$ -$ -
52186 PROF DEV & TRAINING 1,005$ 1,152$ 1,750$ 1,750$ -$ 0.00%
52187 TRAVEL 340$ 1,500$ 1,500$ -$ 0.00%
52188 SEMINARS 1,195$ 509$ 1,500$ 1,500$ -$ 0.00%
54100 SUPPLIES 481$ 296$ 735$ 735$ -$ 0.00%
54111 OFFICE SUPPLIES 897$ 750$ 750$ 750$ -$ 0.00%
54113 MEMBERSHIP/DUES 1,896$ 1,900$ 1,750$ 1,750$ -$ 0.00%
54500 SMALL EQUIPMENT -$ -$ -$ -
54706 OFFICE EQUIPMENT -$ -$ -$ -
Sub-total Expenses 109,717$ 87,598$ 107,785$ 137,785$ 30,000$ 27.83%
Total 8220 Human Resources 234,682$ 232,605$ 245,564$ 278,121$ 32,557$ 13.26%
Subprogram: 8200 Town Manager
The Town Manager's Office through the Human Resource function is responsible for managing the personnel administration, benefits
administration, collective bargaining agreements, workers compensation and unemployment benefits.
Contract negotiations have concluded for four municipal unions through FY2016: Lexington Municipal Employees Association, Lexington
Municipal Managers Association, Crossing Guards, and Fire Union. As of publication, the AFSCME Public Works, AFSCME Custodian, and
AFSCME Dispatch are all in negotiations for FY2017. Lexington Police Association will be starting negotiations for FY2016. The Police
Supervisor Officers are unsettled for FY2013, FY2014, and FY2015. The Cary Memorial Library Union is settled through FY2017.
The recommended FY2017 budget reflects a $32,557 or 13.26% increase from FY2016. Compensation is increasing by $2,557 or 1.86% due to
step increases.
Expenses are increasing by $30,000 or 27.83% due to increased funding for Legal Services and Professional Services. Securing the additional
funding for Legal Services reflects a trend in FY2016 with a high potential for arbitration in FY2017. The Professional Services budget is
increasing by $5,000 to account for assessment centers for Fire Captains and Lieutenants held in the spring of 2017 every three years. The
assessment centers are used to determine promotions by creating a ranked list of participants.
Object Description
8220 - Human Resources 5 12/1/2015
FY2017 PROGRAM IMPROVEMENT REQUEST FORMQ
Department Priority:1 of
Department:
Program:
Element:
Accounting Dept #:
Supplemental Title:
REQUESTED PROGRAM IMPROVEMENT FUNDING
Object Object Ongoing Annual Cost
Code Description (FY2017 & Future)
Compensation
Grade 4 Step 5 $53,144
Benefits $15,923
Expenses
TOTAL $0 $69,067
PURPOSE / DESCRIPTION OF REQUEST
SERVICE IMPLICATION
$0
Town Manager
8000 General Government
8220 Human Resources
1230
$0
Administrative Assistant
One-Time Cost
(FY2017 Only)
Purpose: Use this form to spell out your request for additional personnel and/or programs. We will work with you to tally the
requests and create a prioritized list.
$15,923
$0
$0
$0
$0
$0
$53,144
$69,067
TOTAL
FY2017 Request
The Human Resources Department is in need of administrative staff support to assist with the growing workload in quantity and complexity in the office.
With the expansion of new positions Town‐wide, as well as projections from the School Department for the need for more staff to deal with expanding student
enrollment, HR finds itself unable to maintain a quality work product, given the quantity of work that is processed daily in Town HR. With the expanding
numbers of employees, HR staff will be even more burdened. Town HR processes all benefits for both Town and School employees as well as retirees; which
includes; health, HRA plans, Opt‐Out program, dental, life, optional life, 457 plans, Worker's Compensation/Injured on Duty and Unemployment claims.
Processing includes, but is not limited to; creation of EAF forms for payroll, calculating approporiate benefits, enrollment, disenrollment, monthly invoice
payment and auditing.
To eleviate some of the administrative duties so staff can focus on "high payoff ‐high priority" tasks, this position would perform the following functions:
‐assists with administrative functions in the Human Resources Office and Town Manager's Office; electronic and paper filing, answering phones, customers at
the service window, new hire packets, Town Meeting materials, sorts and distributes mail; and office‐wide records management;
‐assists with maintaining and archiving of current paper files and with the conversion of paper records to Laserfiche;
‐assists with the scheduling of appointments including, but not limited to; interview candidates, interview panels, pre‐employment and return to duty physical,
drug screening and psychological screenings. Monitors appointments to keep departments up‐to‐date with appointments and schedules; and
‐tracks the performance evaluation program and reminds supervisors of upcoming and overdue evaulations.
It is becominging increasingly harder for Human Resources to meet deadlines given the volume and complexity of benefits/HR
management. With more changes coming such as the Affordable Care Act, staff will be even more pressed to continue to provide
high level service to both internal and external customers. Departments rely on HR for a wide range of assistance from benefits
management to collective bargaining to policy development. With only 3.0 FTE employees and no overtime budget, HR does not
have the administrative "bench strength" to continue to deliver high quality, high level, pro‐active, efficient and effective human
resource assistance.
PURPOSE / DESCRIPTION OF REQUEST
L:bud_supplemental request/Request Form.xls
12/1/2015
FY2017 PROGRAM IMPROVEMENT REQUEST FORMQ
Department Priority: of
Department:
Program:
Element:
Accounting Dept #:
Supplemental Title:
REQUESTED PROGRAM IMPROVEMENT FUNDING
Object Object Ongoing Annual Cost
Code Description (FY2017 & Future)
Compensation
Benefits
Expenses
52120 Prof. Svcs. $20,000
TOTAL $20,000 $0
PURPOSE / DESCRIPTION OF REQUEST
SERVICE IMPLICATION
$0
Town Manager
8000 General Government
8220 Human Resources
1230
$0
Classification and Compensation Study
One-Time Cost
(FY2017 Only)
Purpose: Use this form to spell out your request for additional personnel and/or programs. We will work with you to tally the
requests and create a prioritized list.
$0
$0
$0
$20,000
$0
$0
$0
$20,000
TOTAL
FY2017 Request
This budget request is to fund a classification and compensation study for positions classified in the AFSCME Local 1703,
Department of Public Works bargaining unit. A classification and compensation study examines positions to make sure their
compensation is competitive with the external job market, as well as ensure positions are equitable measured against other
positions within the Town. Due to the complexity and size of the project, a consultant is hired under the direction of the Human
Resource Director to gather internal and external data. Deliverables of the project should be up to date position descriptions along
with a competitve wage structure.
Human Resource best practices state that Classification and Compensation studies should be performed every five (5) to ten (10)
years to ensure internal and external market equity. The last time a comprehensive classification study was performed for this
group was 1998.
A classification and compensation study will assure that we are maintaining a competitive job environment in order to attract and
retain high quality employees.
L:bud_supplemental request/Request Form.xls
12/1/2015
AGENDA ITEM SUM M ARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Town Committees FY2017 Budget Presentation (15 min.)
PRESENTER:
Claire Goodwin
ITEM
NUMBER:
4.
SUMMARY:
See attached FY2017 To wn Co mmittees Budget Pres entatio n.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/4/2015 9:45 AM
ATTACHMENTS:
Des crip tion Typ e
Town Committees Budget Pres entation Pres entation
Town Committees Requested Budget
Fiscal Year 2017
Submitted by:
Claire Goodwin, Management Analyst
Board of Selectmen Presentation
December 4, 2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Mission:
Budget Overview:
Authorized Staffing:
Subprogram: 8300 Town Committees
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.
The Town Committees Budget is expected to decrease overall by $24,500 or 32.67%. This is attributable to a one-time expenditure
of $15,000 in FY2016 for Professional Services and $6,000 for a portable stage in FY2016. Additionally, Dance Around the World
is funded every other year and was held in FY2016. An increase of $500 in wages and an increase of $1,000 for Patriots' Day is
included.
Beginning in FY2011 the Financial Committees appropriation includes funds for a part-time employee. This person is responsible
for taking minutes for the Appropriation and Capital Expenditures Committees.
Town Committees Summary 1 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Budget Summary
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Funding Sources Actual Actual Estimated Estimated Increase Increase
Tax Levy 40,791$ 49,270$ 75,000$ 50,500$ (24,500)$ -32.67%
Total 8300 Town Committees 40,791$ 49,270$ 75,000$ 50,500$ (24,500)$ -32.67%
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation 4,283$ 6,143$ 6,000$ 6,500$ 500$ 8.33%
36,509$ 43,126$ 69,000$ 44,000$ (25,000)$ -36.23%
Total 8300 Town Committees 40,791$ 49,270$ 75,000$ 50,500$ (24,500)$ -32.67%
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
Total 8310 Financial Committees 7,559$ 6,476$ 7,500$ 8,000$ 500$ 6.67%
3,276$ 1,813$ 19,500$ 4,500$ (15,000)$ -76.92%
Total 8330 Town Celebrations 29,956$ 40,980$ 48,000$ 38,000$ (10,000)$ -20.83%
Total 8300 Town Committees 40,791$ 49,270$ 75,000$ 50,500$ (24,500)$ -32.67%
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
4,283$ 6,143$ 6,000$ 6,500$ 500$ 8.33%
-$ -$ -$ -$ -$ -
4,283$ 6,143$ 6,000$ 6,500$ 500$ 8.33%
2,292$ 1,107$ 19,000$ 4,000$ (15,000)$ -78.95%
-$ -$ -$ -$ -$ -
34,216$ 42,020$ 50,000$ 40,000$ (10,000)$ -20.00%
-$ -$ -$ -$ -$ -
36,509$ 43,126$ 69,000$ 44,000$ (25,000)$ -36.23%
Total 8300 Town Committees 40,791$ 49,270$ 75,000$ 50,500$ (24,500)$ -32.67%
Subprogram: 8300 Town Committees
Total 8320 Misc. Boards & Committees
Expenses
Small Capital
Expenses
Salaries & Wages
Overtime
Compensation
Contractual Services
Utilities
Supplies
Town Committees Summary 2 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8300 Town Committees
Element:8310 Financial Committees
Budget Description:
Budget Data (by Object Code)
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
51150 REGULAR PART-TIME WAGES 4,283$ 6,143$ 6,000$ 6,500$ 500$ 8.33%
Sub-Total Compensation 4,283$ $ 6,143 $ 6,000 $ 6,500 500$ 8.33%
52110 CONTRACTUAL SERVICES 333$ -$ -$ -
52111 PRINTING/FORMS 1,146$ 1,000$ 1,000$ -$ 0.00%
54100 FINANCIAL COMM SUPPLIES 2,130$ -$ -$ -$ -
54113 MEMBERSHIPS/DUES/SUBSCRIPTIONS -$ 500$ 500$ -$ 0.00%
Sub-total Expenses 3,277$ 333$ 1,500$ 1,500$ -$ 0.00%
Total 8310 Financial Committees 7,559$ 6,476$ 7,500$ 8,000$ 500$ 6.67%
The Town of Lexington has several committees that monitor the Town's finances and provide recommendations to Town Meeting.
Two of these committees are the Appropriations Committee and the Capital Expenditures Committee. An increase of $500 is being
requested to the part-time wages for the recording secretary. This results in an increase of 6.67% of the total budget over FY2016.
This budget request funds the production of both the Appropriations Committee and Capital Expenditure Committee reports to Town
Meeting and attendance at an annual finance committee conference.
DescriptionObject
Appropriations Committee: The Appropriations Committee is a nine-member board appointed by the Town Moderator. Members are
appointed to three-year overlapping terms.
The Committee's charge is to evaluate fiscal policies and priorities set by the Board of Selectmen for Town Meeting. The Committee
advises Town Meeting members and the Board of Selectmen on financial proposals, analyzes operating budget proposals, makes
fiscal projections, and reviews funding for proposed capital improvements. In addition, the Committee's approval is required to use
reserve funds for unanticipated operating costs (see element 2310, "Reserve Fund," for details).
In addition to its statutory responsibilities, the Committee has been involved in promoting a clear and accurate presentation of financial
information to members of Town Meeting. The committee also encourages the timely distribution of financial information to Town
Meeting members and other decision makers. They are responsible for maintaining relationships with regional and statewide
organizations devoted to exploring solutions to municipal finance and budgeting problems.
Capital Expenditures Committee: The Capital Expenditures Committee is a five-member board appointed by the Town Moderator.
Members are appointed to three-year overlapping terms.
The Capital Expenditures Committee makes recommendations to Town Meeting and the Board of Selectmen concerning capital
expenditures requests from town boards and departments that may be required within the ensuing 5 year period. The Committee
8310 - Financial Committees 3 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8300 Town Committees
Element:8320 Misc. Boards & Committees
Budget Data (by Object Code)
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
52110 C CONTRACTUAL SERVICES -$ -$ -$ -$ -
52120 C PROFESSIONAL SERVICES -$ 15,000$ -$ (15,000)$ -
52111 C MISC BOARDS & COMM PRINT/FORMS 1,146$ 774$ 3,000$ 3,000$ -$ 0.00%
54100 S MISC BOARDS & COMM SUPPLIES 2,130$ 1,039$ 1,500$ 1,500$ -$ 0.00%
54113 S MEMBERSHIPS/DUES/SUBSCRIPTIONS -$ -$ -$ -
Sub-Total Expenses 3,276$ 1,813$ 19,500$ 4,500$ (15,000)$ -76.92%
Total 8320 Misc. Boards & Committees 3,276$ 1,813$ 19,500$ 4,500$ (15,000)$ -76.92%
The Miscellaneous Boards and Committees element funds expenses of boards and committees not individually supported
through departmental operating budgets. The FY2017 budget requests $4,500 which is a decrease of 76.92% from FY2016.
This is due to a one-time allocation of $15,000 in FY2016 to fund a study of community models of multicultural integration by the
20/20 Vision Committee.
Object Description
8320 - Misc. Boards & Committee 4 12/1/2015
Town of Lexington
FY 2017 Budget Development Subprogram: 8300 Town Committees
Departmental Budget Requests
Program: 8000 General Government
Element:8330 Public Celebrations
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
54100 S 29,956$ 40,980$ 48,000$ 38,000$ (10,000)$ -20.83%
Sub-total Expenses 29,956$ 40,980$ 48,000$ 38,000$ (10,000)$ -20.83%
Total 8330 Public Celebrations 29,956$ 40,980$ 48,000$ 38,000$ (10,000)$ -20.83%
SUPPLIES
The Town holds public celebrations for Patriots' Day, Veterans' Day, and Memorial Day. There are two parades
held on Patriots' Day, one on Veteran's Day, and one on Memorial Day. The Public Celebrations Committee, a
volunteer body of ten members appointed by the Board of Selectmen, plans these celebrations. The Public
Celebrations Committee oversees a reenactment of the Battle of Lexington on the Lexington Battle Green on
Patriots’ Day. The reenactment attracts well over 12,000 spectators each year and is nationally recognized for its
historical authenticity. The multi-cultural Dance Around the World event is also funded every other year.
The Celebrations Committee also directs and coordinates numerous other Patriots’ Day activities, including a
Youth of Lexington Sunrise Parade from East Lexington to the Battle Green, a five-mile run sponsored by the
Lions Club, the reenactment of Paul Revere's arrival in Lexington from Boston, and an afternoon parade.
Town funding accounts for only a portion of the total cost of these celebrations. Expenses are decreasing by
20.83% from FY2016. This is attributed to Dance Around the World being held in FY2016. Historically, $5,000 is
budgeted for the event every other year. A one-time increase of $6,000 approved at 2015 Fall Special Town
Meeting for the FY2016 budget is not applied to the FY2017 request. This amount was appropriated to fund a
portable stage for public celebrations. Increased Patriots' Day expenses added $1,000 to the budget.
Miscellaneous other costs are covered through citizen contributions, corporate sponsors, and private donations.
DescriptionObject
8330 - Town Celebrations 5 12/1/2015
FY2017 PROGRAM IMPROVEMENT REQUEST FORMQ
Department Priority: of
Department:
Program:
Element:
Accounting Dept #:
Supplemental Title:
REQUESTED PROGRAM IMPROVEMENT FUNDING
Object Object Ongoing Annual Cost
Code Description (FY2017 & Future)
Compensation
Benefits
Expenses
$1,000
TOTAL $0 $1,000
PURPOSE / DESCRIPTION OF REQUEST
SERVICE IMPLICATION
$0
Martin Luther King Celebration Expense
One-Time Cost
(FY2017 Only)
Purpose: Use this form to spell out your request for additional personnel and/or programs. We will work with you to tally the
requests and create a prioritized list.
$0
$0
$0
$1,000
$0
$0
$0
$1,000
TOTAL
FY2017 Request
$0
Town Committees
8330 Town Celebrations
The Lexington MLK Day Commemoration has broadened into an annual large‐scale celebration which has compelled a need for
funding beyond personal donations made by committee members and generous townspeople. In 2015, the MLK Day committee
received sponsorship from LICA (Lexington Interfaith Clergy Association) to offset costs of the 2nd annual MLK Day of Service, in
which 300+ volunteers served 1,000+ needy people in Lexington and surrounding communities. To support expanded participation
in FY2017 to cover the costs of transportation for homeless families, materials for card‐making, meals for seniors, and other
logistics, the MLK Day Commemoration Committee is requesting $1,000 in funding.
.
L:bud_supplemental request/Request Form.xls
12/1/2015
AGENDA ITEM SUM M ARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Finance Department FY2017 Budget Presentation (15 min.)
PRESENTER:
Ro b Addelso n
ITEM
NUMBER:
5.
SUMMARY:
See attached FY2017 F inance Department Budget Pres entatio n.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/4/2015 10:00 AM
ATTACHMENTS:
Des crip tion Typ e
Finance Department Budget Pres entation Pres entation
Finance Department Requested Budget
Fiscal Year 2017
Submitted by:
Robert Addelson, Assistant Town Manager for
Finance
Board of Selectmen Presentation
December 4, 2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Mission:
Budget Overview:
Departmental Initiatives:
Program Improvement Requests:FY2016
Division Request
Assessing 60,805$
Treas./Coll. 10,150$
Comptroller 2,385$
Comptroller 20,000$
Total 8400 Finance by type of request 93,340$
Compensation 45,000$
Benefits 15,805$
Expenses 32,535$
Total 8400 Finance by category of spending 93,340$
Subprogram: 8400 Finance
Administrative Assistant
Fixed Asset Software
Tax Title Foreclosure Services
Scanning Services
It is the mission of the Finance Department to (1) maintain current and accurate data about all financial activities of the Town to facilitate
the evaluation of the Town's financial condition at any point in time; (2) to insure that the delivery of town services is done in compliance
with Massachusetts General Laws that govern municipal finance; (3) to provide timely and accurate financial information to managers of
town services to facilitate the evaluation of the cost effectiveness and efficiency of town programs; (4) to provide timely and accurate
financial information to Town boards and committees to facilitate policy deliberation and formulation; and (5) to safeguard the financial
assets of the Town.
Assessing:
1. Administer a 6-year, cyclical annual inspection program for interior and exterior inspection and comply with requirements of the DOR
pertaining to the FY18 triennial recertification of values.
2. Develop a protocol for regular data entry of permits and deeds into Vision to mitigate backlogs.
3. Embark on cross-training program among Assessing Department employees to promote staff capacity at all times, possibly including re-
organizing staff functions.
4. Activate GIS functionality in Vision software and train staff in its use.
Comptroller:
1. Implement general billing for miscellaneous receivables.
Treasurer/Collector:
1. Bid Bill Printing Services.
2. Develop tax foreclosure policy recommendation.
The requested FY2017 Finance Department budget reflects a $61,637 or 3.38% increase over the FY2016 budget. This includes a
$36,667, or 2.7% increase in compensation due to contractual step increases and the costs of reorganization in the Assessing
Department and a $24,970, or 5.39%, increase in expenses due to increases in lease costs for a copier and mail machine and increases
in legal and appraisal services for defending commercial and industrial assessed values at the Appellate Tax Board.
The Finance Department is comprised of the following divisions: the Treasurer/Collector's Office, the Comptroller's Office, the
Assessor's Office and the Utility Billing Office.
The Treasurer/Collector's Office has three primary responsibilities: the collection and deposit of all Town taxes, fees and charges
including property taxes, motor vehicle excise, utility billing and other local receipts (permit and license fees, fines, etc.), the management
and investment of all revenues collected; and, the issuance and servicing of debt.
The Comptroller's Office is responsible for maintaining the Town's general ledger (accounting), accounts payable, payroll, and centralized
purchasing. The Comptroller's budget is also inclusive of funding for the Assistant Town Manager for Finance who oversees the financial
operations of the Town, and the Budget Officer, who in concert with the Assistant Town Manager and the Town Manager develops and
monitors the annual capital and operating budgets.
The Assessing Office's primary function is the development of assessed values used in determining the amount of property tax levied on
real and personal property.
The Utility Billing Division's primary function is the operation of the Town's utility billing system and the issuance of monthly and semi-
annual water and sewer bills.
Finance Summary page 1 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Budget Summary
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Funding Sources Actual Actual Estimated Estimated Increase Increase
Tax Levy 1,369,601$ 1,397,463$ 1,536,497$ 1,594,321$ 57,824$ 3.76%
Enterprise Funds (Indirects) 225,094$ 223,666$ 243,159$ 250,453$ 7,295$ 3.00%
Fees & Charges
Charges for Services 32,079$ 34,504$ 41,482$ 38,000$ (3,482)$ -8.39%
Total 8400 Finance 1,626,774$ 1,655,633$ 1,821,137$ 1,882,774$ 61,637$ 3.38%
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Appropriation Summary Actual Actual Restated Request Increase Increase
Compensation 1,251,874$ 1,223,727$ 1,358,262$ 1,394,929$ 36,667$ 2.70%
Expenses 374,901$ 431,907$ 462,875$ 487,845$ 24,970$ 5.39%
Total 8400 Finance 1,626,774$ 1,655,633$ 1,821,137$ 1,882,774$ 61,637$ 3.38%
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Program Summary Actual Actual Restated Request Increase Increase
Total 8410 Comptroller 632,251$ 609,342$ 675,443$ 692,756$ 17,313$ 2.56%
Total 8420 Treasurer/Collector 390,489$ 378,209$ 384,676$ 387,108$ 2,432$ 0.63%
Total 8430 Assessing 528,568$ 592,533$ 684,451$ 725,408$ 40,957$ 5.98%
Total 8440 Utility Billing 75,467$ 75,550$ 76,567$ 77,503$ 935$ 1.22%
Total 8400 Finance 1,626,774$ 1,655,633$ 1,821,137$ 1,882,774$ 61,637$ 3.38%
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Object Code Summary Actual Actual Restated Request Increase Increase
Salaries & Wages 1,251,874$ 1,223,727$ 1,358,262$ 1,394,929$ 36,667$ 2.70%
Overtime -$ -$ -$ -$ -$ -
Personal Services 1,251,874$ 1,223,727$ 1,358,262$ 1,394,929$ 36,667$ 2.70%
Contractual Services 329,199$ 384,915$ 413,665$ 438,305$ 24,640$ 5.96%
Utilities 5,901$ 345$ 2,070$ 1,350$ (720)$ -34.78%
Supplies 39,800$ 45,937$ 47,140$ 48,190$ 1,050$ 2.23%
Small Capital -$ 710$ -$ -$ -$ -
Expenses 374,901$ 431,907$ 462,875$ 487,845$ 24,970$ 5.39%
Total 8400 Finance 1,626,774$ 1,655,633$ 1,821,137$ 1,882,774$ 61,637$ 3.38%
Subprogram: 8400 Finance
Finance Summary page 2 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government
FY 2014 FY 2015 FY 2016 FY 2017
Element 8410: Comptroller Budget Budget Budget Requested
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 1 1 1
Financial Clerk 1 1 1 1
Budget Officer 1 1 1 1
Administrative Assistant 0.4 0.4 0.4 0.4
sub-total FTE 6.40 6.40 6.40 6.40
sub-total FT/PT 6 FT / 1PT 6 FT / 1PT 6 FT / 1PT 6 FT / 1PT
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
sub-total FTE 4.46 4.46 4.46 4.46
sub-total FT/PT 4 FT/1 PT 4 FT/1 PT 4 FT/1 PT 4 FT/1 PT
Element 8430: Assessor
Director of Assessing 1 1 1 1
Residential Field Manager 1 2 1 1 1
Residential Analyst/Inspector 1 2 2 2
Office Manager 2 1 1 1 1
Municipal Clerks 0.60 0.60 1.10 1.10
sub-total FTE 5.60 5.60 6.10 6.10
sub-total FT/PT 5FT/2PT 5FT/2PT 5FT/3PT 5FT/3PT
Element 8440: Utility Billing
Utility Enterprise Business Manager 1 1 1 1
sub-total FTE 1.00 1.00 1.00 1.00
sub-total FT/PT 1 FT/0 PT 1 FT/0 PT 1 FT/0 PT 1 FT/0 PT
Total FTE 17.46 17.46 17.96 17.96
Total FT/PT 16 FT/4 PT 16 FT/4 PT 16 FT/5 PT 16 FT/5 PT
Subprogram: 8400 Finance
1 In FY15 this position was classified as Commercial Appraiser. It was recast as Residential Field Manager as a result of a
reorganization of the Assessing Office implemented in the Fall of 2015.
2 In FY15 this position was classified as Administrative Assistant. It was recast as Office Manager as a result of a
reorganization of the Assessing Office implemented in the fall of 2015.
Authorized Staffing page 3 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Element:8410 Comptroller
Element Description:
Budget Activity:
Budget Data (by Object Code)
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Restated Request Increase Increase
51110 REGULAR WAGES 526,756$ 520,148$ 552,693$ 562,966$ 10,273$ 1.86%
51120 OTHER COMPENSATION -$ -$ -$ -
51130 OVERTIME -$ -$ -$ -
51144 LONGEVITY 201$ 201$ 400$ 400$ -$ 0.00%
51150 REGULAR P/T WAGES -$ -$ -$ -
51151 SEASONAL P/T WAGES -$ -$ -$ -
Sub-total Compensation 526,957$ 520,349$ 553,093$ 563,366$ 10,273$ 1.86%
52110 CONTRACTUAL SERVICES 1,453$ 971$ 4,000$ 4,000$ -$ 0.00%
52111 PRINTING/FORMS 6,860$ 6,892$ 7,000$ 7,000$ -$ 0.00%
52120 PROFESSIONAL SERVICES 25,840$ 4,024$ 23,000$ 23,000$ -$ 0.00%
52128 ADVERTISING -$ 472$ 1,000$ 1,000$ -$ 0.00%
52180 CATERING/MEALS 6$ 99$ -$ -$ -$ -
52182 LEASE AGREEMENT 6,528$ 6,028$ 7,000$ 14,040$ 7,040$ 100.57%
52183 291$ 1,020$ 400$ 400$ -$ 0.00%
52184 BINDING & ARCHIVE -$ -$ -$ -$ -
52185 41,656$ 49,217$ 51,000$ 51,000$ -$ 0.00%
52186 PROFESSIONAL DEVELOPMENT 227$ 2,599$ 3,000$ 3,000$ -$ 0.00%
52187 29$ 353$ 1,200$ 1,200$ -$ 0.00%
52188 SEMINARS 225$ 647$ 2,000$ 2,000$ -$ 0.00%
52189 -$ -$ -$ -
52192 COMMUNICATIONS/NETWORK SUPPORT -$ -$ -$ -
52200 -$ -$ -$ -
52207 MOBILE DEVICES 5,871$ (260)$ 750$ 750$ -$ 0.00%
54100 473$ 252$ -$ -$ -
54111 14,168$ 15,344$ 20,000$ 20,000$ -$ -
54113 MEMBERSHIPS/DUES/SUBSCRIPTIONS 1,666$ 625$ 2,000$ 2,000$ -$ 0.00%
54170 PERIODICALS -$ -$ -$ -$ -
54706 -$ 710$ -$ -$ -$ -
105,293$ 88,993$ 122,350$ 129,390$ 7,040$ 5.75%
Total 8410 Comptroller 632,251$ 609,342$ 675,443$ 692,756$ 17,313$ 2.56%
Sub-total Expenses
SUPPLIES
OFFICE EQUIPMENT
OFFICE SUPPLY
AUDIT
POSTAGE
UTILITIES
Object
Subprogram: 8400 Finance
Description
MILEAGE
TRAVEL
The Comptroller's Office, through the Town Accountant, is responsible for maintaining the Town’s financial records in accordance with generally accepted
accounting principles, running the payroll system, preparing and submitting numerous state and federal reports, and processing accounts payable
warrants. The Office, working with the Town Manager, is also responsible for the preparation of annual operating and capital budgets. Other duties include
the centralized procurement of goods and services in compliance with the requirements of Massachusetts General Laws.
The requested FY2017 budget is a level service budget increasing by $17,313, or 2.56%. Compensation is increasing by $10,273, or 1.86%, and is driven
primarily by contractual obligations.
Expenses are increasing by $7,040, or 5.75%, and is driven by increases in lease costs to replace the postage machine and the Finance Office's copy
machine, both of which have reached the end of useful life.
8410 - Comptroller page 4 12/1/2015
Town of Lexington
FY 2016 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Element:8420 Treasurer/Collector
Element Description:
Budget Activity:
Budget Data (by Object Code)
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Object Actual Actual Restated Request Increase Increase
51110 SW REGULAR WAGES 255,006$ 250,015$ 275,422$ 276,460$ 1,038$ 0.38%
51120 SW OTHER COMPENSATION -$ -$ -$ -
51130 OT OVERTIME -$ -$ -$ -
51144 SW LONGEVITY -$ 800$ -$ (800)$ -100.00%
51150 SW REGULAR P/T WAGE 16,488$ 16,865$ 18,599$ 18,793$ 194$ 1.04%
51151 SW SEASONAL P/T WAGE -$ -$ -$ -
51512 SW STIPENDS -$ -$ -$ -
Sub-total Compensation 271,494$ 266,879$ 294,821$ 295,253$ 432$ 0.15%
52110 C CONTRACTUAL SERVICES 65,665$ 56,169$ 34,000$ 35,000$ 1,000$ 2.94%
52111 C PRINTING/FORMS 17,480$ 17,604$ 18,000$ 18,000$ -$ 0.00%
52128 C ADVERTISING 1,137$ 1,283$ 1,000$ 1,000$ -$ 0.00%
52183 C MILEAGE 222$ 121$ 200$ 200$ -$ 0.00%
52185 C POSTAGE 30,882$ 32,246$ 32,000$ 33,000$ 1,000$ 3.13%
52186 C PROFESSIONAL DEVELOPMENT -$ -$ -$ -
52187 C TRAVEL 259$ 254$ 300$ 300$ -$ 0.00%
52188 C 230$ 230$ 300$ 300$ -$ 0.00%
52197 C FIDELITY 1,663$ 1,663$ 1,665$ 1,665$ -$ 0.00%
52207 U -$ -$ -$ -
54100 S SUPPLIES 1,027$ 1,420$ -$ -$ 0.00%
54111 S -$ 2,000$ 2,000$ -$ -
54113 S MEMBERSHIPS/DUES/SUB. 430$ 340 390$ 390$ -$ 0.00%
54706 SC OFFICE EQUIPMENT -$ -$ -$ -
118,995$ 111,329$ 89,855$ 91,855$ 2,000$ 2.23%
390,489$ 378,209$ 384,676$ 387,108$ 2,432$ 0.63%Total 8420 Treasurer/Collector
Sub-Total Expenses
Description
Subprogram: 8400 Finance
OFFICE SUPPLIES
MOBILE DEVICES
SEMINARS
The Treasurer/Collector's Office has responsibility for the timely collection and deposit of all town revenues, and the investment of all funds to
maximize return on investment while balancing returns against the requirements of liquidity and safety. In addition, the Treasurer/Collector's Office
is responsible for the issuance of all debt authorized to finance capital projects.
The requested FY2017 budget reflects a $2,432 or 0.63% increase over the FY2016 budget. This includes a 0.15%, or $432 increase in
compensation. This is a net increase driven by contractual increases and the recent retirement of a employee whose replacement was hired at a
lower step.
Requested expenses are increasing by $2,000, or2.23%. The increase in 52110 Contractual Services is due to the cost of armored car service. The
large variance between the amount requested for Contractual Services in FY17, $35,000, and the amounts expended in FY14 and FY15, $65,665
and $56,169 respectively is attributable to the rebidding of our annual contract for banking services which resulted in a significant reduction in
banking fees. The increase in 52185 postage is due to increased postage fees to mail tax bills. All other expenses are projected to remain
constant.
8420 - Treas-Coll.page 5 12/1/2015
Town of Lexington
FY 2016 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Element:8430 Assessing
Element Description:
Budget Data (by Object Code)
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Object Actual Actual Restated Request Increase Increase
51110 SW REGULAR WAGES 342,659$ 319,737$ 384,367$ 442,708$ 58,340$ 15.18%
51120 SW OTHER COMPENSATION -$ -$ -$ -
51130 OT OVERTIME -$ -$ -$ -
51144 SW LONGEVITY -$ 400$ 600$ 200$ 50.00%
51150 SW REGULAR P/T WAGES 27,296$ 33,211$ 41,014$ 7,500$ (33,514)$ -81.71%
51151 SW SEASONAL P/T WAGES -$ -$ -$ -
51512 SW STIPENDS 8,000$ 8,000$ 8,000$ 8,000$ -$ 0.00%
Sub-total Compensation 377,955$ 360,948$ 433,781$ 458,808$ 25,027$ 5.77%
52110 C CONTRACTUAL SERVICES -$ -$ -$ -$ -
52111 C PRINTING/FORMS 3,907$ 3,115$ 4,000$ 4,200$ 200$ 5.00%
52120 C PROFESSIONAL SERVICES 89,850$ 135,007$ 174,000$ 168,000$ (6,000)$ -3.45%
52123 C LEGAL SERVICES 28,878$ 50,037$ 31,000$ 50,750$ 19,750$ 63.71%
52128 C ADVERTISING 62$ 53$ 1,500$ 500$ (1,000)$ -66.67%
52182 C LEASE AGREEMENTS -$ 2,200$ 3,000$ 6,000$ 3,000$ 100.00%
52183 C MILEAGE 795$ 932$ 1,000$ 2,500$ 1,500$ 150.00%
52184 C BINDING & ARCHIVE -$ -$ -$ 500$ 500$ -
52185 C POSTAGE 14$ 4,262$ 4,000$ 500$ (3,500)$ -87.50%
52186 C PROFESSIONAL DEVELOPMENT 4,656$ 6,349$ 6,600$ 7,750$ 1,150$ 17.42%
52187 C TRAVEL -$ -$ -$ -$ -$ -
52188 C SEMINARS 384$ 1,070$ 1,500$ 1,500$ -$ 0.00%
52190 C SOFTWARE MAINT & SUPPORT -$ -$ -$ -$ -$ -
52200 U UTILITIES -$ -$ -$ -$ -$ -
52207 U MOBILE DEVICES 30$ 605$ 1,320$ 600$ (720)$ -54.55%
54100 S SUPPLIES 10,701$ 11,741$ 6,000$ 6,500$ 500$ 8.33%
54111 S OFFICE SUPPLY -$ -$ -$ -$ -$ -
54113 S MEMBERSHIPS/DUES/SUBSCRIPTIONS 10,966$ 15,301$ 15,750$ 16,300$ 550$ 3.49%
54160 S CLOTHING 368$ 914$ 1,000$ 1,000$ -$ 0.00%
54706 SC OFFICE EQUIPMENT -$ -$ -$ -$ -$ -
Sub-total Expenses 150,613$ 231,585$ 250,670$ 266,600$ 15,930$ 6.35%
Total 8430 Assessor 528,568$ 592,533$ 684,451$ 725,408$ 40,957$ 5.98%
Subprogram: 8400 Finance
Description
Budget Description:
The requested FY2017 budget represents a $40,957 or 5.98% increase over the FY2015 budget. Compensation is increasing by $25,027, or
5.77% and is attributable to contractual obligations and increases in salaries due to an office reorganization that included the increase in a clerical
position from part-time to full-time and the reclassification of that position based on increased job responsibilities; the reclassification of the position
of Administrative Assistant to Office Manager; and, the recasting of the former position of Commercial Appraiser to Residential Field Manager at a
higher salary due to the addition of supervisory responsibilities.
Expenses are increasing by $15,930, or 6.35%, which is the net of increases and decreases among all expense line items. The most notable
changes are those in professional and legal services which reflect an allocation of proposed expenditures to the appropriate budget line items and
underlying increases in consulting costs for real and personal property valuation, cyclical property inspection services and support at the Appelate
Tax Board.
The Assessing Department is responsible for the establishment of full and fair value all real and personal property in the Town, and the
commitment of real and personal property taxes and motor vehicle taxes to the Revenue Office for collection. In addition, the Department
rules on all applications for abatements and exemptions from property and motor vehicle excise bills.
8430 - Assessing page 6 12/1/2015
Town of Lexington
FY 2016 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Element:8440 Utility Billing
Element Description:
Budget Data (by Object Code)
FY2014 FY2015 FY2016 FY2017 Dollar Percent
Object Actual Actual Restated Request Increase Increase
51110 SW REGULAR WAGES 75,467$ 75,550$ 76,567$ 77,503$ 935$ 1.22%
51144 SW LONGEVITY -$ -$ -$ -$ -$ -
51150 SW REGULAR P/T WAGES -$ -$ -$ -$ -$ -
Sub-total Compensation 75,467$ 75,550$ 76,567$ 77,503$ 935$ 1.22%
52110 C CONTRACTUAL SERVICES -$ -$ -$ -$ -$ -
52111 C PRINTING/FORMS -$ -$ -$ -$ -$ -
Sub-Total Expenses -$ -$ -$ -$ -$ -
75,467$ 75,550$ 76,567$ 77,503$ 935$ 1.22%
Subprogram: 8400 Finance
Total 8440 Utility Billing
Description
This division of the finance department is responsible for the management and review of all financial aspects of the water and sewer
billing function. This includes the generating of semi-annual and monthly water and sewer bills for all residential, commercial and
institutional customers; and the review of customer requests for account adjustments and recommendation of proposed adjustments to
the Board of Selectmen through the Assistant Town Manager and the Director of Public Works.
The division also performs periodic analyses of cost and usage data, and assists the Town Manager, the Public Works Director and the
Assistant Town Manager for Finance in the annual development of recommended annual Water and Sewer rates. It also assists in
monitoring the financial condition of the Water and Sewer enterprise funds and compiles data needed to make recommendations
regarding levels of reserves, indirect allocation of costs, and the scheduling of proposed capital investment.
Budget Description:
The requested FY2017 budget is increasing by $935, or 1.22%, for the sole employee who is at maximum step. The slight increase
reflects a factor applied that recognizes that actual number of hours that will be worked in FY17. Expenses of the division (primarily
bill printing costs) are considered direct costs of the water and sewer departments and are budgeted in, and charged directly to, the
water and sewer departmental budgets.
8440 - Utility Billing page 7 12/1/2015
FY2017 PROGRAM IMPROVEMENT REQUEST FORMQ
Department Priority:1 of 1
Department:
Program:
Element:
Accounting Dept #:
Supplemental Title:
REQUESTED PROGRAM IMPROVEMENT FUNDING
Object Object Ongoing Annual Cost
Code Description (FY2017 & Future)
Compensation
51110 Salary $45,000
Benefits $15,805
Expenses
TOTAL $0 $60,805
PURPOSE / DESCRIPTION OF REQUEST
SERVICE IMPLICATION
$0
One-Time Cost
(FY2017 Only)
Purpose: Use this form to spell out your request for additional personnel and/or programs. We will work with you to tally the
requests and create a prioritized list.
$15,805
$0
$0
$0
$0
$0
$45,000
$60,805
TOTAL
FY2017 Request
$0
FINANCE
ASSESSOR
Additional FTE Salary/Benefits
8430 Assessor
This request is to add someone to the administrative staff who would work in parallel with the existing position of Administrative
Assistant under the supervision of the Office Manager.
Two factors prompt this request for additional staff. The first is the administrative workload including but not limited to customer
service at the counter, by phone and email; receipt and review of applications for statutory exemptions and CPA surcharge
exemptions to determine eligibility, and recommendations to the Director of Assessing and Board of Assessors on each application,
and notification of applicants regarding the Board's determination; deeds and other data entry into assessing software (Vision);
review and approval of abutters' lists; and review of applications for motor vehicle excise abatements, determination of eligibility
and notification of applicants. The second factor is increased demands on field staff to be in the field for property inspections to
meet DOR's cyclical inspection targets, site visits for valuation of new growth and site visits in response to applications for
abatements, which reduces their time in the office that was available for back‐up on administrative matters.
With this addition of this personnel staff will be able to respond comprehensively and timely to the tasks described above.
L:bud_supplemental request/Request Form.xls
12/1/2015
FY2017 PROGRAM IMPROVEMENT REQUEST FORMQ
Department Priority: of
Department:
Program:
Element:
Accounting Dept #:
Supplemental Title:
REQUESTED PROGRAM IMPROVEMENT FUNDING
Object Object Ongoing Annual Cost
Code Description (FY2017 & Future)
Compensation
Benefits
Expenses
52110 Contractual Serv. $5,150
52110 Contractual Serv. $5,000
TOTAL $10,150 $0
PURPOSE / DESCRIPTION OF REQUEST
SERVICE IMPLICATION
$0
Click the INSTRUCTIONS tab at the bottom of the sheet for assistance
Finance
Treasurer
8420 Treasurer
$0
Tax Title Foreclosure Services
One-Time Cost
(FY2017 Only)
$0
$0
$0
$5,150
$5,000
$0
$0
$10,150
TOTAL
FY2017 Request
$5,900.00 Land Court Filing fees Tax Title Foreclosure for 10 accounts.
Attorney Fees associated with Tax Title Foreclosure $5000.00
The Town presently has 92 parcels in Tax Title totaling $3.7 million dollars. We have identified 10 parcels that have outstanding
balances greater than $100,000 and are over five years delinquent. By initiating the foreclosure process the Town has the potential to
recover $2.1 million dollars in overdue taxes and penalties. The process will also bring the properties back to the status of current
paying accounts.
Send out R.F.P. for Tax Title Attorney Services. Select firm to represent the Town at Land Court. Identify Tax Title accounts to be
brought to Land Court for Foreclosure. File Petitions to foreclose and work with Tax Title Attorneys to complete process.
L:bud_supplemental request/Request Form.xls
12/1/2015
FY2017 PROGRAM IMPROVEMENT REQUEST FORMQ
Department Priority: of
Department:
Program:
Element:
Accounting Dept #:
Supplemental Title:
REQUESTED PROGRAM IMPROVEMENT FUNDING
Object Object Ongoing Annual Cost
Code Description (FY2017 & Future)
Compensation
Benefits
Expenses
Software $2,385
TOTAL $2,385 $0
PURPOSE / DESCRIPTION OF REQUEST
SERVICE IMPLICATION
$0
Fixed Asset Software
One-Time Cost
(FY2017 Only)
Purpose: Use this form to spell out your request for additional personnel and/or programs. We will work with you to tally the
requests and create a prioritized list.
$0
$0
$0
$2,385
$0
$0
$0
$2,385
TOTAL
FY2017 Request
$0
Finance
Comptroller
8410 Comptroller
10013502
To obtain a fixed asset software, per the request of our auditors, to better maintain the historical cost and depreciation of all
capital assets.
.
L:bud_supplemental request/Request Form.xls
12/1/2015
FY2017 PROGRAM IMPROVEMENT REQUEST FORMQ
Department Priority: of
Department:
Program:
Element:
Accounting Dept #:
Supplemental Title:
REQUESTED PROGRAM IMPROVEMENT FUNDING
Object Object Ongoing Annual Cost
Code Description (FY2017 & Future)
Compensation
Benefits
Expenses
10013502 52110 $20,000
TOTAL $20,000 $0
PURPOSE / DESCRIPTION OF REQUEST
SERVICE IMPLICATION
$0
Finance
Comptroller
8410 Comptroller
10013502
$0
Scanning Service
One-Time Cost
(FY2017 Only)
Purpose: Use this form to spell out your request for additional personnel and/or programs. We will work with you to tally the
requests and create a prioritized list.
$0
$0
$0
$20,000
$0
$0
$0
$20,000
TOTAL
FY2017 Request
Hire outside service to scan all Finance‐related documents for retention purposes. This will allow electronic retention of
documents and saved physical space at Cary Memorial Hall and Town Hall.
.
L:bud_supplemental request/Request Form.xls
12/1/2015
AGENDA ITEM SUM M ARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Board of Selectmen's FY2017 Budget Presentation (15 min.)
PRESENTER:
Jo e Pato
ITEM
NUMBER:
6.
SUMMARY:
See attached FY2017 Board o f S electmen Bud get P res entation.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/4/2015 10:15 AM
ATTACHMENTS:
Des crip tion Typ e
Board of Selectmen's Budget Pres entation Pres entation
Board of Selectmen Requested Budget
Fiscal Year 2017
Submitted by:
Lynne Pease, Executive Clerk
Board of Selectmen Presentation
December 4, 2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram:8100 Board of Selectmen
Budget Overview:
Mission: The Board of Selectmen is a representative policy making body. It is the mission of the Board to work together in a
collegial way that is respectful of the full range of views, not only of the Board itself, but the entire community. The Board is
committed to assuring that all of those views are fairly heard, presented in a way that is open and honest and in a way that
brings together a wider group of people and move forward together for the good of the community.
The Selectmen's All Fundsbudget inclusive of the Selectmen's Office, the Legal budget, Town Committee's and the PEG
Access revolving fund is increasing by $4,882, or 0.40%. General Fund compensation is increasing $7,736, or 5.38% to
cover step increases and, General Fund expenses are increasing $1,000 or 0.19%. The Legal and Town Report components
of the Selectmen's budget are level-funded.
The Board of Selectmen is the executive policy setting branch of Town government, as established by the Selectmen-Town
Manager Act. The Board consists of five members, each elected for staggered three-year terms, who serve without salary or
financial compensation. The Selectmen are responsible for the general direction and management of the property and affairs
of Town government, and appoint the Town Manager who is responsible for the daily operations of the Town.
An Executive Secretary is appointed each year by the Board to assist the Board and to perform such duties as the Board may
direct. She is assisted by one part-time Municipal Clerk.
The Selectmen's staff provide support to the Board and serves as a liaison between the public and the Board. They prepare
warrants and assist the Selectmen in answering the public's questions about the decisions and work of the Board. They also
receive all contributions to the Selectmen Gift Accounts, the Fund for Lexington, PTA Scholarships, Lexington Education
Foundation, and all Trustees of Public Trust 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, gasoline 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 coin-
operated game machines.
Annually, the staff maintain approximately 500 Selectmen appointments to more than 50 committees.
The Selectmen's Office notifies Lexington residents of all elections through the warrant and prepares the warrant for the
Annual and Special Town meetings.
BOS Summary 1 12/1/2015
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram:8100 Board of Selectmen
Budget Summary
Funding Sources (All Funds)FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Estimated Estimated Increase Increase
Tax Levy 518,666$ 571,756$ 585,424$ 593,963$ 8,538$ 1.46%
Enterprise Funds (Indirects)1,021$ 1,015$ 1,103$ 1,136$ 33$ 0.00%
Revolving Funds
PEG Access 514,209$ 430,031$ 554,000$ 550,146$ (3,854)$ -0.70%
Fees
Licenses & Permits 85,175$ 77,608$ 78,985$ 79,150$ 165$ 0.21%
Total 8100 Board of Selectmen 1,119,071$ 1,080,410$ 1,219,512$ 1,224,394$ 4,882$ 0.40%
Appropriation Summary (All Funds)FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Restated Request Increase Increase
Compensation 135,161$ 133,735$ 163,687$ 167,569$ 3,882$ 2.37%
Expenses 983,910$ 946,675$ 1,055,825$ 1,056,825$ 1,000$ 0.09%
Total 8100 Board of Selectmen 1,119,071$ 1,080,410$ 1,219,512$ 1,224,394$ 4,882$ 0.40%
Program Summary (All Funds)FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Restated Request Increase Increase
Total 8110 Selectmen's Office 180,741$ 211,699$ 242,012$ 250,749$ 8,736$ 3.61%
Total 8120 Legal 416,621$ 434,000$ 410,000$ 410,000$ -$ 0.00%
Total 8130 Town Report 7,500$ 4,680$ 13,500$ 13,500$ -$ 0.00%
Total 8140 PEG Access 514,209$ 430,031$ 554,000$ 550,146$ (3,854)$ -0.70%
Total 8100 Board of Selectmen 1,119,071$ 1,080,410$ 1,219,512$ 1,224,394$ 4,882$ 0.40%
Object Code Summary (All Funds)FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Restated Request Increase Increase
Salaries & Wages 135,161$ 133,735$ 163,687$ 167,569$ 3,882$ 2.37%
Overtime -$ -$ -$ -$ -$ 0.00%
Personal Services 135,161$ 133,735$ 163,687$ 167,569$ 3,882$ 2.37%
Contractual Services 966,283$ 919,256$ 1,029,825$ 1,030,825$ 1,000$ 0.10%
Utilities -$ -$ -$ -$ -$ -
Supplies 17,626$ 19,469$ 25,000$ 25,000$ -$ 0.00%
Small Capital -$ 7,950$ 1,000$ 1,000$ -$ -
Expenses 983,910$ 946,675$ 1,055,825$ 1,056,825$ 1,000$ 0.09%
Total 8100 Board of Selectmen 1,119,071$ 1,080,410$ 1,219,512$ 1,224,394$ 4,882$ 0.40%
Appropriation Summary (General Fund)FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Restated Request Increase Increase
Compensation 111,887$ 119,765$ 143,687$ 151,424$ 7,736$ 5.38%
Expenses 492,975$ 530,614$ 521,825$ 522,825$ 1,000$ 0.19%
Total 8100 Board of Selectmen 604,862$ 650,379$ 665,512$ 674,249$ 8,736$ 1.31%
Appropriation Summary (Non General Fund)FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Restated Request Increase Increase
Compensation 23,274$ 13,970$ 20,000$ 16,146$ (3,854)$ -19.27%
Expenses 490,935 416,061 534,000 534,000 -$ 0.00%
PEG Access 514,209$ 430,031$ 554,000$ 550,146$ (3,854)$ -0.70%
Total 8100 Board of Selectmen 514,209$ 430,031$ 554,000$ 550,146$ (3,854)$ -0.70%
BOS Summary 2 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram:8100 Board of Selectmen
FY 2014 FY 2015 FY 2016 FY 2017
Budget Budget Budget Request
Executive Clerk 0.94 0.94 1 1
Municipal Clerk 1.00 1 1 1
Total FTE 1.94 1.94 2.00 2.00
Total FT/PT 1 FT/ 1 PT 1 FT/ 1 PT 2FT 2FT
Authorized Staffing 3 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Element:8110 Selectmen's Office
Budget Description:
Budget Data (by Object Code)
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
51110 SW REGULAR WAGES 82,821$ 85,680$ 82,497$ 84,574$ 2,077$ 2.52%
51120 SW OTHER COMPENSATION (OT). -$ -$ 5,039$ 7,760$ 2,722$ -
51144 SW LONGEVITY -$ -$ 400$ 400$ -$ 0.00%
51150 SW REGULAR P/T WAGES 29,066$ 34,085$ 50,751$ 53,689$ 2,938$ 5.79%
Sub-total Compensation 111,887$ 119,765$ 138,687$ 146,424$ 7,736$ 5.58%
52110 C CONTRACTUAL SERVICES 1,141$ 1,496$ 14,825$ 14,825$ -$ 0.00%
52111 C PRINTING/FORMS 924$ 782$ 1,000$ 1,000$ -$ 0.00%
52125 C RETIREMENT -$ -$ -$ -$ -
52128 C ADVERTISING 830$ 847$ 1,000$ 1,000$ -$ 0.00%
52180 C CATERING 221$ 359$ 1,000$ 1,000$ -$ 0.00%
52182 C LEASE AGREEMENTS 2,005$ 2,067$ 2,500$ 2,500$ -$ 0.00%
52185 C POSTAGE/MAILING 106$ 142$ 500$ 500$ -$ 0.00%
52186 C PROFESSIONAL DEVEL -$ 1,283$ 500$ 1,500$ 1,000$ 0.00%
52188 C SEMINARS -$ 40$ 1,500$ 500$ (1,000)$ -66.67%
52189 C 46,000$ 57,500$ 54,500$ 55,500$ 1,000$ 1.83%
52200 U UTILITIES -$ -$ -$ -$ -
54100 S SUPPLIES -$ 869$ 1,500$ 1,500$ -$ 0.00%
54101 S 300TH ANNIVERSARY -$ -$ -$ -$ -
54111 S OFFICE SUPPLIES 439$ 1,697$ 2,000$ 2,000$ -$ -
54113 S MEMBERSHIPS/DUES/SUBS. 17,188$ 16,902$ 21,500$ 21,500$ -$ 0.00%
54703 SC PC SOFTWARE -$ 7,950$ -$ -$ -
54706 SC OFFICE EQUIPMENT -$ -$ 1,000$ 1,000$ -$ -
Sub-total Expenses 68,854$ 91,934$ 103,325$ 104,325$ 1,000$ 0.97%
Total 8110 Selectmen's Office 180,741$ 211,699$ 242,012$ 250,749$ 8,736$ 3.61%
PEG TV Revolving Fund
51110 SW REGULAR WAGES 23,274$ 13,970$ 20,000$ 16,146$ (3,854)$ -19.27%
52110 C CONTRACTUAL SERVICES 490,935$ 416,061$ 534,000$ 534,000$ -$ 0.00%
Sub-Total Revolving Fund 514,209$ 430,031$ 554,000$ 550,146$ (3,854)$ -0.70%
Total 8110 LexMedia 514,209$ 430,031$ 554,000$ 550,146$ (3,854)$ -0.70%
#DIV/0!
AUDIT
Subprogram: 8100 Board of Selectmen
Object Description
The Board of Selectmen's General Fund budget is increasing $8,736, or 3.61%, and is driven by an increase in Compensation.
Wage increases include in-lieu-of-step increases of for all employees of the Selectmen's office as well as funds for overtime.
Expenses include yearly memberships in MMA, MAPC, Greater Boston Convention & Visitor Center and Greater Merrimack
Convention and Visitor Center.
The Board of Selectmen is the executive policy setting branch of Town government, as established by the Selectmen-Town
Manager Act. The Board consists of five members, each elected for staggered three-year terms, who serve without salary or
financial compensation. The Selectmen are responsible for the general direction and management of the property and affairs of
Town government, and are the employer of the Town Manager. The Executive Clerk is appointed each year by the Board to
assist the Board and to perform such duties as the Board may direct. The Executive Clerk employees additional staff. The
Selectmen's staff provides support to the Board and serve as liaision between the public and the Board. They prepare the
warrant and assist the Selectmen in answering the public's questions about the decisions and work of the Board. They also
receive all contributions to Selectmen Gift Accounts, the Fund for Lexington, PTA Scholarships, LEF, and all Trustees of Public
Trust funds. Office staff manage the licensing and permitting process for the Board (the licensing authority). These licenses
include alcholic beverage, auctioneer, cable television, common victualler, entertainment, gasoline 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
coin operated game machines. Annually, the staff maintains over 400 Selectmen appointments to more than 50 committees.
The Selectmen's Office notifies Lexington residents of all national, state and local elections through the warrant and prepares
the warrant for the Annual and Special Town meetings.
8110 - Selectmen 4 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Element:8120 Legal
Budget Description:
Budget Data (by Object Code)
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
52110 C CONTRACTUAL SERVICES -$ 500$ -$ -$ -
52120 C LAW DEPT PROF SERVICES -$ 1,719$ -$ -$ -
52123 C LEGAL SERVICES 416,621$ 431,781$ 410,000$ 410,000$ -$ -
Sub-total Expenses 416,621$ 434,000$ 410,000$ 410,000$ -$ 0.00%
Total 8120 Legal 416,621$ 434,000$ 410,000$ 410,000$ -$ 0.00%
Subprogram: 8100 Board of Selectmen
Object Description
The Board of Selectmen annually appoints a Town Counsel to provide legal service to the Town and to represent the
Town in litigation. The Town is currently represented by the law firm of Anderson & Kreiger, William L. Lahey, Esquire.
The current appointment is for one year, effective through March 31, 2015. Town Counsel prepares and reviews
contracts and other legal documents. The Town uses legal counsel to handle a variety of matters. Town Counsel also
prepares and reviews articles for Town Meeting Warrants and attends the Town Meeting and when necessary meetings
of the Board of Selectmen. Town Counsel regularly reports on the status of all litigation affecting the Town to the Board
of Selectmen and to the citizens annually in the Town Report.
8120 - Legal 5 12/1/2015
Town of Lexington
FY 2017 Budget Development
Departmental Budget Requests
Program: 8000 General Government
Element:8130 Town Report
Budget Description:
Budget Data (by Object Code)
FY 2014 FY2015 FY2016 FY2017 Dollar Percent
Actual Actual Appropriation Request Increase Increase
51150 SW REGULAR P/T WAGES -$ -$ 5,000$ 5,000$ -$ -
Sub-total Compensation -$ -$ 5,000$ 5,000$ -$ -
52110 C TOWN REPORT CONT SVCS 7,500$ 2,000$ 2,500$ 2,500$ -$ 0.00%
52111 C PRINTING/FORMS -$ 2,680$ 6,000$ 6,000$ -$ 0.00%
Sub-total Expenses 7,500$ 4,680$ 8,500$ 8,500$ -$ 0.00%
Total 8130 Town Report 7,500$ 4,680$ 13,500$ 13,500$ -$ 0.00%
Object Description
Subprogram: 8100 Board of Selectmen
The Town's Annual Report provides information on the activities of Town departments, boards and committees, and
provides financial information on the Town. Publication of the Town Report is required by State law and the Town's
General By-Laws. The Town Report Committee is a volunteer committee appointed by the Board of Selectmen. It
produces the Report with the help of the departments, boards and committees. The Committee gathers information,
edits drafts, proofreads final copies, and works with a professional designer to prepare document for printing. The
Town Report is distributed in March of each year. 1,000 copies are distributed annually at Town Meeting and are
also available, free of charge, at the Town Office Building, Cary Library, and the Lexington Senior Center. The Town
Report is also posted on the town's web page.
8130 - Town Report 6 12/1/2015
AGENDA ITEM SUM M ARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Future Meetings (5 min.)
PRESENTER:
Jo e Pato
ITEM
NUMBER:
7.
SUMMARY:
You will disc us s pos s ible d ates fo r a Center S treets cape p ublic meeting and a meeting with the Histo ric
Districts Co mmis s ion possibly the las t two weeks in January.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/4/2015 10:30 AM
ATTACHMENTS:
Des crip tion Typ e
Calendars for December to February to us e for Scheduling Backup Material
112/2/2015 11:16 AMselectmen'sSu Mo Tu We Th Fr Sa12345678910111213 14 15 16 17 18 1920 21 22 23 24 25 2627 28 29 30 31December 2015Su Mo Tu We Th Fr Sa12345678910 11 12 13 14 15 1617 18 19 20 21 22 2324 25 26 27 28 29 3031January 2016December 2015NotesNotesNov 2930Dec 123456:00pm BOS (SMR)7:30pm STM #1 (Battin Hall)8:30am Department Budget Presentations (SMR)67891011128:30am Department Budget Presentations (SMR)1:00pm HanscomCommunity Partnership 7:00pm Summit 3-Tentative (PSB Cafeteria)7:00pm Summit 3-Tentative (PSB Cafeteria)131415161718197:00pm BOS (SMR)202122232425267:00pm BOS (SMR)Holiday2728293031Jan 1, 162Citizen Warrant Articles DeadlineSUNDAY MONDAY TUESDAYWEDNESDAY THURSDAY FRIDAY SATURDAY
212/2/2015 11:16 AMselectmen'sSu Mo Tu We Th Fr Sa12345678910 11 12 13 14 15 1617 18 19 20 21 22 2324 25 26 27 28 29 3031January 2016Su Mo Tu We Th Fr Sa1234567 8 9 10 11 12 1314 15 16 17 18 19 2021 22 23 24 25 26 2728 29February 2016January 2016NotesNotesDec 2728293031Jan 1, 162Holiday3456789101112131415167:00pm BOS (SMR)17181920212223Holiday242526272829307:00pm BOS (SMR)31Feb 123456SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
312/2/2015 11:16 AMselectmen'sSu Mo Tu We Th Fr Sa1234567 8 9 10 11 12 1314 15 16 17 18 19 2021 22 23 24 25 26 2728 29February 2016Su Mo Tu We Th Fr Sa12345678910111213 14 15 16 17 18 1920 21 22 23 24 25 2627 28 29 30 31March 2016February 2016NotesNotesJan 31Feb 1234567:00pm BOS (SMR)789101112137:00pm BOS (SMR)14151617181920Holiday212223242526277:00pm BOS (SMR)2829Mar 12345SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
AGENDA ITEM SUM M ARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Special Town Meeting Warrant 1 - Board Positions (10 min.)
PRESENTER:
Jo e Pato
ITEM
NUMBER:
8.
SUMMARY:
Article p o s itio ns table attached when ready to take pos itio ns o n Spec ial Town Meeting #1 artic les .
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/4/2015 10:35 AM
ATTACHMENTS:
Des crip tion Typ e
Article Pos itions Table - STM #1 Backup Material
Special Town Meeting #1 Warrant Cover Memo
ARTICLE POSITIONS DECEMBER 2, 2015 SPECIAL TOWN MEETING #1 ARTICLE SPECIAL TOWN MEETING PRESENTATION JP PK NC MC SB AC CEC SC Article 2 Appropriate for School Facilities Capital Projects Yes Yes Yes Yes Yes Article 3 Land Purchase and Improvements – 20 Pelham Road Article 4 Appropriate for Engineering Study – 20 Pelham Road
TOWN WARRANT
Town of Lexington
Special Town Meeting #1
Commonwealth of Massachusetts Middlesex, ss.
To any of the Constables of the Town of Lexington Greetings:
In the name of the Commonwealth of Massachusetts, you are hereby directed to notify the inhabitants of
the Town of Lexington qualified to vote in elections and in Town affairs to meet in the Margery Milne
Battin Hall in Cary Memorial Building, 1605 Massachusetts Avenue, in said Town on Monday,
November 2, 2015, 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.
NOTE: There is a possibility that the Cary Memorial Building renovation project will not be
completed in time for Town Meeting to convene in the Margery Milne Battin Hall on November
2. If so, Town Meeting will be relocated to the Clarke Middle School Auditorium. Town Meeting
Members will be notified via the TMMA listserv and the Town’s website, prior to November 2, of
any relocation. Residents are asked to check the Town’s website to confirm the location of Town
Meeting. Signage will also be placed in front of the Cary Memorial Building if the relocation is
necessary.
ARTICLE 1 REPORTS OF TOWN BOARDS, OFFICERS, COMMITTEES
To 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 the Special Town Meeting.
ARTICLE 2 APPROPRIATE FOR SCHOOL FACILITIES CAPITAL PROJECTS
To see if the Town will vote to appropriate a sum of money for: continuing the school facility master
planning study for specific capital projects for the Fiske, Hastings and Harrington Elementary Schools
and the Clarke and Diamond Middle Schools; design, engineering and architectural services for these
projects; and for the related remodeling, reconstruction or making extraordinary repairs to these or other
school facilities; for the construction of the buildings, including original equipment and landscaping,
paving and other site improvements incidental or directly related to such remodeling, reconstruction or
repair, 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; 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 School Committee)
FUNDS REQUESTED: unknown at press time
DESCRIPTION: This article is to request funding for the studies, design and construction of
school facilities to address current and anticipated school enrollment.
ARTICLE 3 LAND PURCHASE AND IMPROVEMENTS - 20 PELHAM ROAD
To see if the Town will vote to authorize the Selectmen to purchase or otherwise acquire, or to take by
eminent domain for municipal or school purposes, any fee, easement, or other interest in all or any part of
land known as 20 Pelham Road and shown as lot 65A on Assessors’ Property Map 31, owned by the
Congregation of Armenian Sisters of the Immaculate Conception, Inc.; for design, engineering and
architectural services for plans and specifications and related costs; and to make access and site
improvements and to remodel, reconstruct and make extraordinary repairs to the existing school building on
such property; and to appropriate a sum of money therefor and determine whether the money shall be
provided by the tax levy, by transfer from available funds, or by borrowing, 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 article requests funding to purchase the property at 20 Pelham Road for
municipal or school purposes and to make access and site improvements, remodel, reconstruct and
make extraordinary repairs to the existing school building on the property.
ARTICLE 4 APPROPRIATE FOR ENGINEERING STUDY – 20 PELHAM ROAD
To see if the Town will vote to raise and appropriate a sum of money for engineering studies and related
costs for access roads and sidewalks connecting Pelham Road, the property at 20 Pelham Road and the
Community Center at 39 Marrett Road and Marrett Road and any improvements that may be necessary to
Pelham Road to access 20 Pelham Road; determine whether the money shall be provided by the tax levy,
by transfer from available funds, by borrowing, or 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: Should Town Meeting approve the purchase of the 20 Pelham Road property, this
Article would fund the engineering study for roadways and sidewalks to connect this property to the
Community Center property, Marrett Road and Massachusetts Avenue.
And you are directed to serve this warrant not less than fourteen days at least before the time of said
meeting, as provided in the Bylaws of the Town.
Hereof fail not and make due return of this warrant, with your doings thereon, to the Town Clerk, on or
before the time of said meeting.
Given under our hands this 5th day of October 2015.
Joseph N. Pato Selectmen
Peter C.J. Kelley
Norman P. Cohen of
Suzanne E. Barry
Lexington
A true copy, Attest:
Richard W. Ham, Jr.
Constable of Lexington
AGENDA ITEM SUM M ARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Exemption 3: Collective Bargaining Update (20 min.)
PRESENTER:
Carl Valente, To wn Manager
ITEM
NUMBER:
1.
SUMMARY:
Sugges ted motio n fo r Exec utive Session: Move to g o into E xecu tive Session to d iscu ss stra tegy with resp ect
to collective b a rg a inin g rela ted to th e Cu stod ian's Union a n d DPW Un ion a n d to reconvene in Op en
S ession on ly to a d jou rn. F u rth er, as Ch a irman I decla re th a t a n op en meetin g discussion ma y have a
d etrimenta l effect on th e bargain ing p osition of th e Town .
Staff will up date the Bo ard on negotiations with:
Cus tod ian's Unio n
DPW Unio n
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/4/2015 10:45 AM
AGENDA ITEM SUM M ARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Exemption 6: Update on Pelham Road Property (10 min.)
PRESENTER:
Carl Valente, To wn Manager
ITEM
NUMBER:
2.
SUMMARY:
Sugges ted motio n fo r Exec utive Session: Move to g o into E xecu tive Session to consider th e purchase,
exch a n g e, lea se or valu e of rea l p roperty, 20 P elham R oad, and to reconvene in Op en Session only to
a d jou rn. Further, a s Chairman I decla re that an open meetin g discussion may h a ve a d etrimenta l effect on
the n eg otiatin g position of th e Town .
The Town Manager will p ro vide the Board with an up d ate o n the Pelham R o ad property.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/4/2015 11:05 AM