HomeMy WebLinkAbout2021-12-07 Budget Hearing Presentations Packet - Released SELECT BOARD MEETING
Tuesday, December 7, 2021
Conducted by Remote Participation*
4:00 PM
AGENDA
ITEMS FOR INDIVIDUAL CONSIDERATION
1. FY2023 Proposed Budget- Land Use Presentation 4:00pm
2. FY2023 Proposed Budget- Information Technology Presentation 5:30pm
3. FY2023 Proposed Budget- Department of Public Facilities Presentation 6:00pm
ADJOURN
1. Anticipated Adjournment 7:00pm
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guidance-on-holding-meetings-pursuant-to-the-act-extending-certain-c ovid-l9-measures
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The next scheduled work session of the Select Board will be held on Monday, December 13, 2021
at 7:00pm via remote participation.
The next regularly scheduled meeting of the Select Board will be held on Monday, December 20,
2021 at 7:00pm via remote participation.
Hearing Assistance Devices Available on Request ����
All agenda time and the order of items are approximate 11�,
ximate and
subject to change. Recorded by LezMedia
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
FY2023 Proposed Budget - Land Use Presentation
PRESENTER: ITEM
NUMBER:
Carol Kowalski, Assistant Town
Manager for Development I.1
SUMMARY:
No vote is requested for this agenda item.
Review preliminary FY2023 budget for the Land Use, Health and Development Department.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/7/2021 4:OOpm
ATTACHMENTS:
Description Type
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Land Use, Health and Development Department
Requested Budget
Fiscal Year 2023
Submitted by:
Carol Kowalski, Assistant Town Manager for
Development
Select Board Presentation
December 7, 2021
Town of Lexington
4 ' FY2023 Budget Development
APRI6 191
Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Mission: The Land Use, Health and Development Department includes those offices that
manage and promote residential and commercial development in Lexington while protecting the
health and safety of residents through local bylaws and regulations, as well as state statutes and
regulations, in the areas of public health, building code, zoning, wetland protection, economic
development and land-use. The department was developed during the FY2016 budget process
and is under the direction of an Assistant Town Manager for Development. The revised structure
has enabled the Town to further streamline code enforcement, program and policy development,
and outreach and educational activities related to commercial, residential and public
development and local public health.
Budget Overview: The total All Funds Land Use, Health and Development FY2023 budget of
$3,260,590 is a $170,840 or 5.53% increase from FY2022. Personal Services are increasing
$113,195, or 4.87% and expenses are increasing $57,645, or 7.53%. The General Fund budget
of$2,852,125 is a $158,136, or 5.87% increase from FY2022, with Compensation increasing
6.31%, and Expenses increasing 4.05%.
The Land Use, Health and Development Department comprises: Administration, Building and
Zoning, Conservation, Public Health, Planning and Economic Development.
The Administration Division provides management oversight and administrative support to all
divisions comprising the Land Use, Health and Development Department.
The Building and Zoning Division is responsible for enforcing the State building, electrical,
gas, and plumbing codes, the local zoning bylaw, and Architectural Access Board Regulations.
The Conservation Division is responsible for administering and enforcing the State and local
wetland protection codes and the State Stormwater Management Regulations, planning for,
managing, and coordinating stewardship over 1,400 acres of Town-owned conservation land,
and providing outreach and education concerning natural and watershed resources.
The Health Division is responsible for enforcing State and local health codes, administering
health screening and vaccination programs, evaluating community health needs and developing
intervention programs to prevent disease and disability. In addition, the Health Division is
responsible for public health emergency preparedness and response activities as well as climate
resilience, specifically assessing and developing policy on the risk and impact to public health of
climate change.
7000 - Land Use, Health and Development Department 1
The Planning Office supports the Planning Board in the implementation of the Comprehensive
Plan, the administration of the Subdivision Regulations, the determination of adequacy of
unaccepted streets, the granting of special permits for residential development, site plan review
and granting of special permits within the CM District, and the review of planned development
district proposals that go to Town Meeting. In addition, the staff engages in short and long-term
planning in regard to growth and development issues in Lexington, being active participants in
various committees dealing with issues of transportation, affordable housing and economic
development, as well as participating in regional and statewide initiatives.
The Economic Development Division works to encourage new investment and to support local
businesses. It serves as a liaison for businesses and works to address business-related issues
from parking to updating land use policy. The Office also works to retain and expand local
businesses by providing information, conducting research, supporting a visitor-based economy,
and leveraging State economic development tools and resources designed to improve the
business environment. The Economic Development Office also supports the visitor-based
economy through tourism marketing and programs such as the Liberty Ride Trolley Tour, the
Battle Green Walking Tours, and the Visitors Center retail operations.
Program Improvement Requests Division Comp. Expenses Benefits Total
C OSS exington Brochures Admin. I$ I$ 5,000 $ $ 5,000
Increase Public Health Nurse to Full-time Health $ 34,681 $ — $ 1,503 $ 36,184
Senior PlannerPlanning $ 90,000 $ $ 17,697 $ 107,697
w�......L........r.....................n.........r..A..........L.............n....... .......n.................r......PT...............FT...............................................................................................................................................................
s to s Ce to ss sta t Manager( to ) Econ. Dev. $ 57,538 $ $ 17,226 $ 74,764
Total 7000 by Request $ 182,219 $ 5,000 $ 36,426 $'223,645
7000 - Land Use, Health and Development Department 2
Budget Summary - General Fund
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $(709,547) $(1,084,948) $901,089 $624,025 $(277,064) (30.75)%
TDM Stabilization Fund $46,000 $46,000 $46,000 $46,000 $0 -%
Center Impr. District Stab. Fund $27,000 $0 $0 $0 $0 -%
Fees&Charges
Departmental Fees $80,873 $70,022 $49,200 $76,900 $27,700 56.30%
Licenses & Permits $2,711,117 $3,213,684 $1,697,700 $2,105,200 $407,500 24.00%
Appropriation Summary(General FY2020 FY2021 FY2022 FY2023 Dollar Percent
Fund) Actual Actual Appropriation Request Increase Increase
Compensation $1,828,944 $1,903,721 $2,171,252 $2,308,238 $136,986 6.31%
Expenses $326,499 $341,037 $522,737 $543,887 $21,150 4.05%
Total 00 00
Level-Service Requests (General FY2020 FY2021 FY2022 FY2023 Dollar Percent
Fund) Actual Actual Appropriation Request Increase Increase
Total 7110 Building &Zoning $609,689 $561,393 $640,862 $659,173 $18,311 2.86%
Total 7120 Administration $429,696 $431,375 $553,500 $564,150 $10,650 1.92%
Total 7130 Conservation $214,574 $197,387 $255,027 $258,880 $3,853 1.51%
Total 7140 Health $252,755 $301,634 $400,951 $427,884 $26,933 6.72%
Total 7200 Planning $323,020 $375,185 $434,992 $521,240 $86,248 19.83%
Total 7300 Economic Development $325,708 $377,784 $408,657 $420,798 $12,141 2.97%
Total 00 00
Object Code Summary(General FY2020 FY2021 FY2022 FY2023 Dollar Percent
Fund) Actual Actual Appropriation Request Increase Increase
Salaries&Wages $1,816,122 $1,887,074 $2,136,687 $2,273,224 $136,537 6.39%
Overtime $12,822 $16,648 $34,565 $35,014 $449 1.30%
Personal Services $1,828,944 $1,903,722 $2,171,252 $2,308,238 $136,986 6.31%
Contractual Services $180,715 $239,506 $374,526 $468,176 $93,650 25.00%
Utilities $10,062 $10,674 $13,111 $13,561 $450 3.43%
Supplies $135,723 $90,856 $135,100 $62,150 $(72,950) (54.00)%
Small Capital 1 $0 $0 $0 $0 $0 -%
Expensesl $326,5001 $341,0361 $522,7371 $543,8871 $21,1501 4.05%
Total 00 00
7000 - Land Use, Health and Development Department 3
Budget Summary - Revolving Funds*
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Residential Engineering Review $0 $57,600 $57,600 $57,600 $0 -%
Revolving Fund
Health Programs Revolving Fund $22,654 $21,342 $45,000 $45,000 $0 -%
Liberty Ride Revolving Fund $125,800 $790 $104,000 $104,000 $0 -%
Visitor Center Revolving Fund $39,309 $74,242 $247,000 $260,000 $13,000 5.26%
`Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4.
Appropriation Summary FY2020 FY2021 FY2022 FY2023 Dollar Percent
(Revolving Funds) Actual Actual Appropriation Request Increase Increase
7110- Residential Engineering $0 $0 $57,600 $57,600 $0 -%
Review
Expenses $0 $0 $57,600 $57,600 $0 -%
7140- Health Programs $45,719 $27,352 $45,000 $45,000 $0 -%
Expenses $45,719 $27,352 $45,000 $45,000 $0 -%
7140- Lab Animal Permits $0 $0 $40,000 $40,000 $0 -%
Expenses $0 $0 $40,000 $40,000 $0 -%
7320- Liberty Ride $139,510 $0 $104,000 $104,000 $0 -%
Compensation $41,715 $0 $14,000 $14,000 $0 -%
Expenses $97,795 $0 $90,000 $90,000 $0 -%
7340-Visitor Center $44,3591 $59,4701 $246,7611 $259,4651 $12,7041 5.15%
Compensation $18,4591 $26,501 $138,5411 $114,750 $(23,791) (17.17)%
Expenses $25,8991 $32,9701 $108,2201 $144,7151 $36,4951 33.72%
Total 11 411 -Rev. Funds $229,5881 14 2.80%
Appropriation Summary(All FY2020 FY2021 FY2022 FY2023 Dollar Percent
Funds) Actual Actual Appropriation Request Increase Increase
Compensation $1,889,118 $1,930,222 $2,323,793 $2,436,988 $113,195 4.87%
Expenses $495,913 $401,359 $765,957 $823,602 $57,645 7.53%
Benefits $0 $0 $0 $0 $0 -%
7000 - Land Use, Health and Development Department 4
Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
FY2020 FY2021 FY2022 FY2023
Authorized/Appropriated Staffing Budget Budget Budget Request
Assistant Town Manager 1 1 1 1
Administrative Assistant 1 1 1 1
Administration Dept Office Manager 1 1 1 1
Administration Dept Assistants 4 4 4 4
Economic Development Director 1 1 1 1
Economic Development Coordinator 1 1 1 1
Visitor Services Manager 1 1 1 1
Visitor Center Staff(6PT) 4.75 4.75 4.75 4.75
Visitor Center PT Assistant Manager 0.56 0.56 0.56 0.56
Battle Green Guides Seasonal Seasonal Seasonal Seasonal
Liberty Ride Coordinator 0.7 - - -
Liberty Ride Guides Seasonal Seasonal Seasonal Seasonal
Planning Director 1 1 1 1
Assistant Planning Director 1 1 1 1
Planner 1 1 1 1
Planning Dept.Assistant 1 1 1 1
Conservation Director 1 1 1 1
Conservation Coordinator 1 1 1 1
Land Use Ranger 0.25 0.25 0.25 0.25
Land Management Interns Seasonal Seasonal Seasonal Seasonal
Public Health Director 1 1 1 1
Assistant Public Health Director* - - 1 1
Public Health Agents* 1 2 1 1
Public Health Nurse** 0.6 0.6 0.6 0.6
Building Commissioner 1 1 1 1
Asst Building Commissioner 1 1 1 1
Building Inspectors 1 1 1 1
Plumbing and Gas Inspector 1 1 1 1
Zoning Enforcement Administrator 1 1 1 1
Electric Inspectors 1 1 1 1
Part-time Electric Inspector*** 0.24 0.24 0.24 0.24
Part-time Plumbing Inspector*** 0.14 0.14 0.14 0.14
Part-time Building Inspector*** 0.38 0.38 0.38 0.58
Total FTE 31.62 31.92 31.92 32.12
Total FT/PT 23FT111 PT 24FT11 OPT 24FT11 OPT 24FT11 OPT
+ Seasonal + Seasonal + Seasonal + Seasonal
Explanatory Notes:
*A second Health Agent was funded in FY2021 via a program improvement. They were later reclassified to an Assistant Health
Director.
**The full-time Public Health Nurse is shared between Lexington(.6)and Belmont(A)per Nursing Services Agreement
executed in FY2009.
***The hours budgeted for part-time inspectors are filled by multiple individuals,as available. The FY2023 increase supports
expanded responsibilities of the department,particularly for short-term rentals and expanded commercial developments.
7000 - Land Use, Health and Development Department 5
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7110 Building & Zoning Element: 7110 Building & Zoning
Budget Description: The FY2023 Building and Zoning budget request reflects a $18,311, or
2.86% increase from the FY2022 appropriated budget. Compensation increases by $18,311 or
3.09% due to contractually obligated step increases, as well as the addition of 52 days per year
of per diem inspections to support the division's expanded workload. Expenses are level-
funded.
Division Goals:
1. Continue the efforts to improve and administer the online permitting system, helping
applicants obtain their permits. The ViewPoint Cloud permit system requires all building,
zoning, electrical, plumbing and gas permits to be applied for electronically. This permitting
system allows applicants to do much of their work from their office or home, thereby saving
time and money from having to visit the Town offices.
2. Scan all the historical building, wiring, plumbing and gas permit records.
3. Permit, inspect, monitor and ensure code compliance for the first high-rise building
constructed in Lexington at 440 Bedford Street. This building is 120 feet tall and will be a
major construction project in a highly visible and congested area of town.
4. Add capacity to perform more inspections to the current work load of the Building Inspectors.
This will be for the review, permitting, inspection and enforcement of the new Short-Term
Rental zoning bylaw; the proposed fence/wall zoning bylaw; as well as the recently approved
noise construction limits. This is supported by the addition of 52 days of funding for per diem
inspectors.
5. Assist the planning office in amending the zoning bylaw to address heights and setbacks of
walls and fences in residential districts.
6. Support the Town's efforts to Increase the building permit fees for commercial construction
from $12 per thousand to $15 per thousand. If increased, the high-rise building at 440
Bedford street alone, would increase revenue about $100,000.
7000 - Land Use, Health and Development Department 6
Budget Data (by Object Code) - General Fund
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $526,761 $525,373 $537,390 $542,821 $5,431 1.01%
514000 Other Compensation $0 $0 $500 $500 $0 -%
514090 Longevity $559 $903 $2,200 $1,700 $(500) (22.73)%
513000 1 Overtime 1 $5,0961 $5,6331 $6,3391 $6,422 $83 1.31
511010 Part-Time Wages $49,918 $6,011 $45,843 $59,140 $13,297 29.01%
Subtotal Compensation $582,334 $537,920 $592,272 $610,583 $18,311 3.09%
520000 Contract Services $0 $6,293 $6,250 $6,250 - -%
538080 Printing & Forms $858 $365 $880 $880 - -%
530000 Professional Services $2,573 $5,120 $10,000 $10,000 - -%
538010 Advertising $0 $0 $200 $200 - -%
572000 Mileage $112 $0 $200 $200 - -%
578010 Binding &Archiving $0 $0 $14,500 $14,500 - -%
530060 Prof Dev&Training $724 $322 $0 - -%
571000 Travel $992 $344 $300 $300 - -%
530040 Sem./Workshops/Conf. $185 $2,885 $4,310 $4,310 - -%
534030 Mobile Devices $3,610 $3,580 $3,600 $3,600 - -%
531030 Gasoline/Diesel $2,025 $2,403 $3,200 $3,200 - -%
558000 Supplies $720 $118 $1,500 $1,500 - -%
542000 Office Supplies $13,545 $0 $0 -I -%
573000 Membership/Dues $671 $6201 $1,4001 $1,400 -I -%
558010 1 Clothing &Safety Equipment $1,3391 $1,4221 $2,2501 $2,250 - -%
Subtotal Expenses $27,354 $23,472 $48,590 $48,590 $0 -%
Total 7110 Building &Zoning $609,688 $561,392 $640,862 $659,173 $18,311 2.86%
Budget Data (by Object Code) - Revolving Fund
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
530000 Professional Services $0 $0 $57,600 $57,600 $0 -%
542000 Office Supplies $0 $0 $0 $0 $0 -%
Subtotal Residential Engineering $0 $0 $57,600 $57,600 $0 -%
Review Revolving Fund
Total 7110 B&Z (All Funds) $609,689 $561,393 $698,462 $716,773 $18,311 2.62%
7000 - Land Use, Health and Development Department 7
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7110 Building & Zoning Element: 7110 Building & Zoning
FY2020 FY2021 FY2022 FY2023
Authorized/Appropriated Staffing Budget Budget Budget Request
Building Commissioner 1 1 1 1
Asst. Bldg. Commissioner 1 1 1 1
Building Inspectors 1 1 1 1
Plumbing and Gas Inspector 1 1 1 1
Zoning Enforcement Administrator 1 1 1 1
Electric Inspector 1 1 1 1
Part-time Electric Inspector* 0.24 0.24 0.24 0.24
Part-time Plumbing Inspector* 0.14 0.14 0.14 1 0.14
Part-time Building Inspector* 0.38 0.38 0.38 0.58
Total FTE 6.76 6.76 6.76 1 6.96
Total FT/PT 6FT/3PT I 6FT/3PT I 6FT/3PT I 6FT/3PT
*The hours budgeted for part-time inspectors are filled by multiple individuals,as available. The FY2023 increase supports
expanded responsibilities of the department,particularly for short-term rentals and expanded commercial developments.
7000 - Land Use, Health and Development Department 8
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7120 Administration Element: 7120 Administration
Budget Description: The FY2023 Administration budget reflects a $10,650, or 1.92%, increase
from the FY2022 budget. This reflects an increase of $10,850 or 2.16% in compensation for
contractually obligated step increases, offset by a decrease of$(200) or (0.40)% in expenses.
Division Goals:
1. Direct the Department in support of the Select Board goals specifically focused on public
health, land and real property, housing and economic development and planning, as
assigned by the Town Manager.
2. Improve online information on Department initiatives and boards and committees supported
by the Department.
3. Improve the availability of information about Department initiatives, permit processes, and
opportunities for public engagement.
7000 - Land Use, Health and Development Department 9
Budget Data (by Object Code)
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $410,921 $406,685 $490,039 $500,225 $10,186 2.08%
514090 Longevity $2 $302 $500 $1,000 $500 100.00%
513000 I Overtime 1 $4,6041 $7,0221 $1 2,6611 12,825 $164 1.30%
Subtotal Compensation $415,527 $414,009 $503,200 $514,050 $10,850 2.16%
520000 Contract Services $0 $0 $2,500 $2,500 $0 -%
538080 Printing & Forms $0 $2,579 $4,500 $4,500 $0 -%
530000 Professional Services $0 $75 $10,500 $10,500 $0 -%
538010 Advertising $139 $1,470 $1,500 $1,500 $0 -%
527030 Lease Agreements $4,816 $4,204 $8,500 $6,000 $(2,500) (29.41)%
572000 Mileage $62 $0 $700 $700 $0 -%
530060 Prof Dev&Training $1,310 $1,965 $5,000 $6,000 $1,000 20.00%
571000 Travel $1,975 $0 $7,000 $7,000 $0 -%
530040 Sem./Workshops/Conf. $445 $872 $3,000 $3,000 $0 -%
534030 Mobile Devices $614 $940 $600 $900 $300 50.00%
542000 Office Supplies $3,032 $4,369 $4,500 $4,500 $0 -%
558000 Supplies $74 $18 $0 $500 $500 -%
573000 Membership/Dues 1 $1,703 $8741 $2,0001 $2,500 L $500 25.00%
Subtotal Expenses $14,170 $17,366 $50,300 $50,100 $(200) (0.40)%
Total 7120 Administration $429,697 $431,375 $553,500 $564,150 $10,650 1.92%
7000 - Land Use, Health and Development Department 10
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7120 Administration Element: 7120 Administration
FY2020 FY2021 FY2022 FY2023
Authorized/Appropriated-Staffing Budget Budget Budget Request
Assistant Town Manager 1 1 1 1
Administrative Assistant 1 1 1 1
Office Manager 1 1 1 1
Department Assistants 4 4 4 4
Total FTE 7 7 7 7
Total FT/PTI 7 FT 1 7 FT 1 7 FT 1 7 FT
7000 - Land Use, Health and Development Department 11
FY2023 Program Improvement Request #1 of 1
Department: Land Use, Health and Development
Division: Land Use Administration
PIR Title: ACROSS Lexington Brochures
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL
Code Description FTE FY2023 Only FY2023 & Future FY2023 Request
Compensation
511000 Regular Wages $ —
511010 Part-Time Wages $ —
Other Compensation $ —
Total Compensation 0.00 $ — $ — $ —
Benefits
Benefits Eligible? 0 $ — $ —
Expenses
$ 5,000 $ 5,000
Total Expenses $ — $ 5,000 $ 5,000
Purpose/Description of Request:
To reprint 15,000 copies of the ACROSS Lexington: The Rick Abrams Memorial Trail Network
brochure.
Service Implication:
The purpose served by the annual updating of the ACROSS Lexington brochure is two-fold. The
continued expansion of the ACROSS network creates the need for regularly providing an
updated version of the system trail map for users. We are anticipating adding two additional
routes by fall of 2022 which will add approximately 6 miles to the existing 40 mile ACROSS
system. With coverage of the system extending to nearly the entire town at this point, the map
on the ACROSS brochure includes basic trail maps for nearly all of the town's Conservation
properties. Thus, the ACROSS brochure serves as a de facto pocket guide to most of
Lexington's outdoor resources.
Distribution points for the brochure, in addition to the approximately 25 display holders mounted
at key points throughout the trail network, include the town office building, the Community
Center, Cary Library, the Visitor Center, as well as local hotels and businesses. Quantities of
brochures are also available on request to HR departments of area businesses providing health
and wellness information to their employees. Resupply of brochures to the trail network display
holders is accomplished by Greenways Committee members in addition to a volunteer force of
LHS students, some of whom have special needs, thereby fulfilling their community service
hours requirement. Annual distribution of the brochures has averaged 12,000-15,000 per year
over the last several years.
7000 - Land Use, Health and Development Department 12
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7130 Conservation Element: 7130 Conservation
Budget Description: The requested Conservation FY2023 General Fund budget reflects an
increase of$3,853 or 1.51%, from FY2022. This includes a $3,853 or 1.75% increase in
compensation due to contractually obligated step increases.
Expenses are level-funded.
Division Goals:
1. Continue efforts to provide for a comprehensive online records management program for
conservation historical records via the Laserfiche Document Imaging Software.
2. Plan for and implement enhanced public outreach and programming to protect, preserve, and
promote Lexington's natural resources.
3. Complete the Open Space and Recreation Plan Update (FY2022 CPA) and implement goals,
objectives and priorities established in Year 1 of the Seven Year Action Plan.
4. Onboard a new community garden coordinator volunteer and provide a comprehensive
orientation and training program.
5. Finalize and record Conservation Restrictions for all CPA conservation land acquisitions.
6. Plan for and acquire open space parcels as prioritized by the Conservation Commission.
7. Implement the numerous conservation land management and stewardship prioritized
projects, including Daisy, Willard's Woods,and West Farm meadows preservation, Parker
Meadow Universal Accessible Trail Construction (FY2021 and FY2022 Supplemental CPA),
Wright Farm Conceptual Site Access Design and Parking (FY2021 CPA), and Willard's
Woods Accessible Improvements Design and Engineering (FY2020 CPA).
7000 - Land Use, Health and Development Department 13
Budget Data (by Object Code)
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $169,862 $148,415 $175,259 $178,741 $3,482 1.99%
513000 Overtime $1,351 $1,731 $3,079 $3,119 $40 1.30%
514090 Longevity $589 $907 $1,5001 $1,500 $0 -%
511010 Part-Time Wages $14,634 $16,041 $16,6921 $17,0231 $331 1.98%
512000 Seasonal Part-Time $6,426 $4,311 $23,2501 $23,250 $0 -%
Subtotal Compensation $192,862 $171,405 $219,780 $223,633 $3,853 1.75%
520000 Contract Services $5,636 $1,321 $13,700 $13,700 $0 -%
538080 Printing & Forms $0 $204 $300 $300 $0 -%
530000 Professional Services $0 $17,973 $5,000 $5,000 $0 -%
538010 Advertising $91 $363 $250 $250 $0 -%
572000 Mileage $149 $14 $1,086 $1,086 $0 -%
578010 Binding &Archiving $5,000 $0 $5,000 $5,000 $0 -%
542020 Postage&Mailing $58 $42 $100 $100 $0 -%
530040 Sem./Workshops/Conf. $375 $55 $1,200 $1,000 $(200) (16.67)%
521000 Utilities $145 $272 $150 $300 $150 100.00%
531000 Water/Sewer $460 $803 $500 $900 $400 80.00%
534030 Mobile Devices $1,360 $845 $1,560 $1,360 $(200) (12.82)%
531030 Gasoline/Diesel $424 $272 $701 $501 $(200) (28.53)%
558000 Supplies $1,836 $1,877 $3,300 $3,500 $200 6.06%
573000 Membership/Dues $1,329 $1,052 $1,500 $1,350 $(150) (10.00)%
542000 Office Supplies $0 $0 $0 $0 -%
558010 Clothing &Safety Equipment $0 $892 $900 $900 $0 -%
553060 Tools/Lumber/Hardware 1 $4,850 $0 $0 $0 $0 -%
Subtotal Expenses $21,713 $25,985 $35,247 $35,247 $0 -%
Total 7130 Conservation $214,575 $197,390 $255,027 $258,880 $3,853 1.51%
7000 - Land Use, Health and Development Department 14
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7130 Conservation Element: 7130 Conservation
FY2020 FY2021 FY2022 FY2023
Authorized/Appropriated-Staffing Budget Budget Budget Request
Conservation Director 1 1 1 1
Conservation Coordinator 1 1 1 1
Land Use Ranger 0.26 0.26 0.26 0.26
Seasonal Land Management Interns Seasonal Seasonal Seasonal Seasonal
Total FTE 2.26 2.26 2.26 2.26
Total FT/PT 2FT/1 PT + 2FT/1 PT + 2FT/1 PT + 2FT/1 PT +
Seasonals Seasonals Seasonals Seasonals
7000 - Land Use, Health and Development Department 15
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7140 Health Element: 7140 Health
Budget Description: The FY2023 All Funds Health budget request reflects an increase of
$26,933 or 5.54% from FY2022. The General Fund increase is $26,933 or 6.72%, which
includes an increase in compensation of$18,183 or 5.84%, which is due to contractually
obligated step increases, as well as for attracting staff with a greater level of experience than
originally budgeted. Expenses increase by $8,750 or 9.77% from FY2022, primarily due to an
increase of$7,000 for professional development which reflects the commitment to a fully-staffed
Health Office and the professional training, education and CEU credits required for the staff.
The above expenses reflect and will continue to reflect a change of staff including the conversion
of one of the two Health Agents to an Assistant Health Director. Much of this cost will be offset
by a reduced need to contract a private firm to perform routine inspectors. This is a level-service
budget.
Division Goals:
1. Continue to perform all required activities regarding Covid-19 and to offer services such
as testing, tracing, education, data collection and analysis, and vaccine.
2. Review local Board of Health regulations, and update as necessary, to coincide with
current State and Federal regulations,standards and best practices, including tobacco,
body art and food. Research and finalize local regulations regarding the care and use of
laboratory animals.
3. Continue to enhance customer service satisfaction and improve staff efficiency by
updating Board of Health permit applications in ViewPoint Cloud, with particular focus on
the following record types: retail food, temporary food, mobile food, food plan review,
public swimming pool, rDNA, Animal Keeping and Recreational Camps for Children.
Begin to implement field inspection capacity with a new software system.
4. Continue to respond to all inquiries, complaints, and concerns from the public and staff in
a timely fashion. Perform routine inspections to ensure compliance with state and local
regulations.
5. Continue to work with Region 4AB to improve regional collaboration for Preparedness
and with Region 4A to strengthen the Medical Reserve Corps. (MRC) in volunteer
recruitment, training, deployment and retention .
6. Continue to update and exercise shelter plans, develop shelter intake and medical triage
forms, and develop a checklist for environmental health risk management in shelters.
7000 - Land Use, Health and Development Department 16
7. Engage and convene community partners to broaden public health preparedness
planning efforts to include people with disabilities and considerations for access and
functional needs in the scope of EDS and shelter plans in accordance with
Massachusetts Department of Public Health (MDPH) guidance.
8. Continue to serve as a local resource for public health education and outreach on the
impacts of climate change on health. Collaborate with the Sustainability Director.
9. Continue to provide flu shots to the pubic utilizing the most reasonable and safe methods
including drive through clinics and at various locations. Evaluate and implement ways to
expand our vaccine program to include all recommended adult and pediatric vaccines.
Budget Data (by Object Code) - General Fund
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $206,941 $267,144 $309,631 $327,791 $18,160 5.87%
513000 Overtime $910 $350 $1,770 $1,793 $23 1.30%
Subtotal Compensation $207,851 $267,494 $311,401 $329,584 $18,183 5.84%
520000 Contract Services $41,540 $30,550 $70,000 $70,000 - -%
538010 Advertising $740 $775 $0 $750 750 -%
538080 Printing & Forms $0 $0 $1,500 $1,500 - -%
572000 Mileage $8 $50 $1,500 $2,000 500 33.33%
530060 Prof Dev&Training $645 $921 $3,000 $10,000 7,000 233.33%
571000 Travel $0 $0 $3,000 $3,000 - -%
530040 Sem./Workshops/Conf. $340 $230 $1,500 $2,000 500 33.33%
534030 Mobile Devices $992 $960 $2,000 $2,000 - -%
531030 Gasoline/Diesel $110 $0 $800 $800 - -%
558000 Supplies $0 $0 $2,800 $2,800 - -%
542000 Office Supplies $63 $180 $700 $700 - -%
573000 Membership/Dues $347 $214 $2,000 $2,000 - -%
558010 Clothin &Safety Equipment $119 $259 $750 $750 - -%
Subtotal Expenses $44,904 $34,139 $89,550 $98,300 $8,750 9.77%
Subtotal 7140 Health General Fund $252,755 $301,633 $400,951 $427,884 $2 6,9 373 6,72%
7000 - Land Use, Health and Development Department 17
Budget Data (by Object Code) - Revolving Fund
FY2020 I FY2021 FY2022 FY2023 Dollar Percent
Object Description I Actual Actual I Appropriation I Request I Increase Increase
Health Programs Revolving Fund
520000 Contract Services 1 $43,6891 $2,5961 $30,0001 $30,000 $0 —%
542000 Office Supplies 1 $2,0301 $24,7561 $15,0001 $15,000 $0 —%
Subtotal Health Programs Revolving Fund $45,719 $27,352 $45,000 $45,000 $0 —%
Lab Animal Permits Revolving Fund
520000 Contract Services 1 $0 $0 $40,0001 $40,000 $01
542000 Office Supplies 1 $0 $0 $0 $0 $0 —%
Subtotal Lab Animal Permits Revolving Fund $0 $0 $40,000 $40,000 $0 —%
Subtotal 7140 Health Revolving Funds $45,719 $27,352 $85,000 $85,000 $0 —%
Total 7140 Health (All Funds) $298,474 $328,986 $485,951 $512,884 $26,933 5.54%
7000 - Land Use, Health and Development Department 18
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7140 Health Element: 7140 Health
FY2020 FY2021 FY2022 FY2023
Authorized/Appropriated Staffing Budget Budget Budget Request
Public Health Director 1 1 1 1
PublicAsst. Health Director* — — 1 1
Public Health Agent` 1 2 1 1
Public Health Nurse"' 0.6 0.6 0.6 0.6
Total FTE 2.6 3.6 3.6 3.6
Total FT/PT 2FT/1 PT I 2FT/1 PT I 3FT/1 PT I 3FT/1 PT
In FY2021,a second Health Agent was funded via a program improvement. During that year,one of the Health Agents was
reclassified to Assistant Health Director.
**The full-time Public Health Nurse is shared between Lexington(6)and Belmont(A)per Nursing Services Agreement
executed in FY2009.
7000 - Land Use, Health and Development Department 19
FY2023 Program Improvement Request # of
Department: Land Use, Health and Development
Division: Health
PIR Title: Increase Public Health Nurse to Full-time
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL
Code Description FTE FY2023 Only FY2023 & Future FY2023 Request
Compensation
511000 Regular Wages 1.0 $ 86,702 $ 86,702
511010 Part-Time Wages (0.6) $ (52,021) $ (52,021)
513000 Overtime $ —
Other Compensation $ —
Total Compensation 0.40 $ — $ 34,681 $ 34,681
Benefits
Benefits Eligible? 0.4 $ 1,503 $ 1,503
Expenses
$ -
Total Expenses $ — $ — $ —
Purpose/Description of Request:
This request is to increase the 0.6 FTE Public Health Nurse hours to 1.0 FTE. Lexington has
budgeted 0.6 FTE (21 hours) for over 13 years. The duties have increased in that period, but
the hours have not kept pace with demand. Lexington's infectious disease case rates have
increased, especially for Tuberculosis, and the community's demand for flu clinics has increased.
For instance, in 2007, 400 shots were administered, mostly to employees; between 2015 and
2019, the Town's Public Health Flu Clinics administered 2,000 shots yearly several times. In
addition, state and federal mandates on local public health have increased. These factors are
exacerbated by the uncertainty over when, if ever, the increased burden on the Public Health
Nurse to track, manage, and report Lexington's COVID cases might wane.
This position is currently shared with the Town of Belmont. Funding these additional 0.4 FTE for
Lexington would require ending that inter-municipal agreement with the Town of Belmont.
Service Implication:
Nursing staff are in high demand in the US, and professionals in local public health have
departed from the field since the controversies surround the public's reactions to protections
against the spread of the COVID virus. The increased demand on our part-time nurse puts us at
risk of turnover and burnout. Our Public Health Nurse has to work most weeks on his own time,
without overtime pay, in an attempt to manage the Town's obligations to report communicable
disease and manage cases. The public's health is at risk if the we cannot keep up with the case
management and contact tracing and administering clinics.
7000 - Land Use, Health and Development Department 20
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7200 Planning Element: 7200 Planning
Budget Description: The proposed FY2023 budget for the Planning Office increases $86,248,
or 19.83% from FY2022. Compensation increases $11,248, or 3.15%, for contractually
obligated step increases. Expenses increase from FY2022 by $75,000 or 96.96% to allow for the
implementation of the 2022 Comprehensive Plan (LexingtonNext). See further details below.
Division Goals:
1. Implement Lexington's updated Comprehensive Plan (LexingtonNext), which will guide
future land development and preservation activities over the next 2, 5, 10-years, and
beyond.
2. Assemble and support the Planning Board's Annual Work Plan to ensure alignment with
LexingtonNext.
3. Establish an expedited, transparent, and engaging permitting process that is clear and
consistent for all projects.
4. Collaborate with members of the Land Use, Health, and Development (LUHD)
Department and other staff members to plan and execute short- and long-term planning
initiatives.
LexingtonNext Implementation Funding Request
The Planning Office is requesting $75,000 in one-time funding to implement the Action Plan for
the Comprehensive Plan, LexingtonNext. LexingtonNext is well underway and expected to be
completed in Winter 2021-22. This would provide a combined total of$129,000 in Contract
Services to cover the first two years of plan implementation. The level of service remains the
same as we move from plan development to implementation.
LexingtonNext is similar to a portfolio with various projects, where municipal staff will serve as
the primary lead on the projects in the portfolio. LexingtonNext will guide the future land
development and preservation activities over the next 2, 5, 10-years and beyond. The use of
outside experts to aid staff will result in more comprehensive and increased work productivity. It
is expected that two to three major projects will be undertaken (approx. $25,000-$50,000 per
project), to move implementation forward.
7000 - Land Use, Health and Development Department 21
Examples of projects for FY2023 may include but are not limited to:
a. A neighborhood master plan or commercial area plan to look at a specific area of
Lexington identified in LexingtonNext to review the current and potential zoning
opportunities, commercial and residential uses, and set directions for enhancing this
neighborhood.
b. An update to the Table of Uses of the Zoning Bylaws to align with the efforts outlined in
LexingtonNext. Such effort may require a land-use attorney outside the scope of the
existing Town Counsel scope.
c. A land use plan that would review Lexington's existing land uses and then provide
direction for where various types of uses should or should not be located.
The increased funding would augment Planning staff expertise when needed to prepare
graphics, collect analytical data, and aid in analysis and report development. The implication of
such additional funding would accelerate the implementation of Lexington's Comprehensive
Plan, LexingtonNext.
Budget Data (by Object Code)
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $270,504 $338,180 $349,848 $360,995 $11,147 3.19%
513000 Overtime $608 $778 $7,794 $7,895 $101 1.30%
511010 Part-Time Wages 1 $20,513 $848 $0 $0 $0 -%
Subtotal Compensation $291,625 $339,806 $357,642 $368,890 $11,248 3.15%
520000 Contract Services $26,498 $29,950 $54,000 $129,000 $75,000 138.89%
538080 Printing & Forms $429 $0 $2,500 $2,500 $0 -%
530000 Professional Services $0 $1,650 $5,000 $4,500 $(500) (10.00)%
538010 Advertising $2,425 $1,633 $2,250 $2,250 $0 -%
538060 Catering/Meals $42 $0 $350 $350 $0 -%
572000 Mileage $0 $0 $500 $1,000 $500 100.00%
578010 Binding &Archiving $0 $0 $250 $250 $0 -%
571000 Travel $0 $0 $1,000 $1,000 $0 -%
530040 Sem./Workshops/Conf. $250 $50 $7,000 $7,000 $0 -%
534030 Mobile Devices $322 $600 $0 $0 $0 -%
542000 Office Supplies $1,022 $219 $2,000 $2,000 $0 -%
542020 Postage&Mailing $28 $0 $0 $0 $0 -%
573000 Membership/Dues $2571 $1,2781 $2,00011 $2,000 $0 -%
551030 Books 1 $1241 $0 $500 $500 $0 -%
Subtotal Expenses $31,397 $35,380 $77,350 $152,350 $75,000 96.96%
Total 7210 Planning $323,022 $375,186 $434,992 $521,240 $86,248 19.83%
7000 - Land Use, Health and Development Department 22
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7200 Planning Element: 7200 Planning
FY2020 FY2021 FY2022 FY2023
Authorized/Appropriated-Staffing Budget Budget Budget Request
Planning Director 1 1 1 1
Assistant Planning Director 1 1 1 1
Planner 1 1 1 1
Administrative Assistant 1 1 1 1
Total FTE 4 4 4 4
Total FT/PTJ 4 FT 1 4 FT 1 4 FT 1 4 FT
7000 - Land Use, Health and Development Department 23
FY2023 Program Improvement Request # of_
Department: Land Use, Health and Development
Division: Planning
Element: 7200 - Planning
PIR Title: Senior Planner
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL
Code Description FTE FY2023 Only FY2023 & Future FY2023 Request
Compensation
511000 Regular Wages 1.00 $ 90,000 $ 90,000
511010 Part-Time Wages $ —
513000 Overtime $ —
Other Compensation $ —
Total Compensation 1.00 $ — $ 90,000 $ 90,000
Benefits
Benefits Eligible? 1 $ 17,697 $ 17,697
Expenses
520000 Contract Services $ —
Total Expenses $ — $ — $ —
Purpose/Description of Request:
This is a new full-time position to work with developers and applicants to support the Planning
Director in managing the increased pace of new commercial and residential development
proposals, the increase in Planned Development Districts, the required public information,
education and community process for zoning bylaw amendments, and to manage the
implementation of the Comprehensive Plan Update and coordinate with an Implementation
Committee. The position will also support the Planning Board/Planning Director in writing
Planning Board Decisions.
Service Implication:
Four Planning Directors have resigned in succession in the last three years. The turnover
contributed significantly to the delay in completing the Comprehensive Plan Update. The number
of commercial development applications is on the rise, in part due to the success of
communicating Lexington's vision for commercial development in Hartwell Ave and Town
Meeting action to realize that vision. Applications for Planned Development Districts continue.
The Comprehensive Plan Update is expected to be presented to the Planning Board for
adoption in 2022, and the public process to implement the priority action steps must then begin,
concurrent with the Planning Board's zoning and regulatory agenda. In order to attract and retain
staff, this PIR proposes to add a position to keep up with the increasing pace and volume of
citizen-led and landowner-led zoning initiatives, as well as the public process for community
input and public information required for action on any planning and zoning initiative. Without
this position, retaining Planning staff will be challenging for Lexington.
7000 - Land Use, Health and Development Department 24
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7300 Economic Development
Mission: The Economic Development Office (EDO) implements the Town's economic
development goals set out by the Select Board and focuses its efforts to support businesses,
workers, and an improved quality of life. The Economic Development Office staff also serves as
a liaison for developers and new tenants going through the zoning and permitting processes. In
addition, the Economic Development Office works to leverage economic opportunities from
tourism through the operations of the Visitors Center, the Liberty Ride Trolley Tour, and the Battle
Green Guides program. Sharing our role in American history attracts many thousands of visitors
to Lexington each year, these visitors help to support our local businesses contributing to our
community's overall economic sustainability.
Budget Overview: The Economic Development budget includes: 1) the Economic
Development Office, 2) the Visitors Center Revolving Fund, and 3) the Liberty Ride Revolving
Fund.
The FY2023 All Funds Economic Development Office budget reflects a $24,845 or 3.27%
increase.
Program Improvement Requests Comp. Expenses Benefits Total
Visitors Center Assistant Manager(PT $ 57,538 $ — $ 17,226 $ 74,764
to FT) _
Total 700 by Request $' 57,538` $ = -$ 17,226 $ 74,764
7000 - Land Use, Health and Development Department 25
Budget Summary - General Fund
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $252,708 $331,784 $362,657 $374,798 $12,141 3.35%
TDM Stabilization Fund $46,000 $46,000 $46,000 $46,000 $0 -%
Center Impr. District Stab. Fund $27,000 $0 $0 $0 $0 -%
Total 7300 0: $377,784 $408,657 .
Appropriation Summary(General FY2020 FY2021 FY2022 FY2023 Dollar Percent
Fund) Actual Actual Appropriation Request Increase Increase
Compensation $138,745 $173,089 $186,957 $261,498 $74,541 39.87%
Expenses $186,964 $204,696 $221,700 $159,300 $(62,400) (28.15)%
Total 7300 0• $377,785 $408,657
Program Summary(General FY2020 FY2021 FY2022 FY2023 Dollar Percent
Fund) Actual Actual Appropriation Request Increase Increase
7310 Economic Development Office $325,708 $377,784 $408,657 $420,798 $12,141 2.97%
Total 00 0: $377,784 $408,657
Object Code Summary(General FY2020 FY2021 FY2022 FY2023 Dollar Percent
Fund) Actual Actual Appropriation Request Increase Increase
Salaries &Wages $138,492 $171,955 $184,035 $258,538 $74,503 40.48%
Overtime $252 $1,134 $2,922 $2,960 $38 1.30%
Personal Services $138,744 $173,089 $186,957 $261,498 $74,541 39.87%
Contractual Services $82,299 $127,231 $114,700 $126,300 $11,600 10.11%
Utilities $0 $0 $0 $0 $0 -%
Supplies $104,665 $77,464 $107,000 $33,000 $(74,000) (69.16)%
Small Capital 1 $0 $0 $0 $0 $0 -%
Expensesl $186,9641 $204,6951 $221,7001 $159,300 $(62,400) (28.15)%
Total 7300 0: $377,784 $408,657
7000 - Land Use, Health and Development Department 26
Budget Summary - Revolving Funds*
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Liberty Ride Rev. Fund $125,800 $790 $104,000 $104,000 $0 -%
Visitors Center Rev. Fund $39,309 $74,242 $247,000 $260,000 $13,000 5.26%
"Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4.
Appropriations Summary FY2020 FY2021 FY2022 FY2023 Dollar Percent
(Revolving Funds) Actual Actual Appropriation Request Increase Increase
7320 Liberty Ride Rev. Fund $139,510 $0 $104,000 $104,000 $0 -%
Compensation $41,715 $0 $14,000 $14,000 $0 -%
Expenses $97,795 $0 $90,000 $90,000 $0 -%
7340 Visitors Center Rev. Fund $44,359 $59,470 $246,761 $259,465 $12,704 5.15%
Compensation $18,459 $26,501 $138,541 $114,750 $(23,791) (17.17)%
Expenses $25,899 $32,970 $108,220 $144,715 $36,495 33.72%
Total 7300 0-
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Appropriations Summary Actual Actual Appropriation Request Increase Increase
Compensation $198,919 $199,589 $339,498 $390,248 $50,750 14.95%
Expenses $310,658 $237,665 $419,920 $394,015 $(25,905) (6.17)%
Total 7300 09
7000 - Land Use, Health and Development Department 27
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7300 Economic Development
FY2020 FY2021 FY2022 FY2023
Authorized/Appropriated Staffing Budget Budget Budget Request
Economic Development Director 1 1 1 1
Economic Development Coordinator 1 1 1 1
Economic Development Intern Seasonal Seasonal Seasonal Seasonal
Visitor Center Manager 1 1 1 1
Visitor Center Staff (6PT) 4.75 4.75 4.75 4.75
Visitor Center Assistant Manager 0.56 0.56 0.56 0.56
Battle Green Guides Seasonal Seasonal Seasonal Seasonal
Tour Services Coordinator 0.7 — — —
Liberty Ride Guides Seasonal Seasonal Seasonal Seasonal
Total FTE 9.01 8.31 8.31 8.31
3FT/8PT 3FT/7PT 3FT/7PT 3FT/7PT
Total FT/PT + Seasonal + Seasonal + Seasonal + Seasonal
Note: Visitor Center staffing is included above as this function was transferred from Chamber of Commerce in FY2015. There are 7
Visitor Center staff(1 works full-time and 6 work part-time)and 30 seasonal workers from April to October
7000 - Land Use, Health and Development Department 28
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7300 Economic Development Element: 7110 Econ. Dev. Office
Budget Description: The Economic Development Office (EDO) fosters the growth of the
Town's commercial sector. Staff work to develop, coordinate, and implement economic and land
use policies and programs in concert with the Town's economic development goals as set by the
Select Board. Staff offer one-on-one assistance to businesses, both existing and new, through
initial inquiry, site selection, permitting, and ongoing operations. Additionally, Economic
Development staff coordinate with state organizations to support business retention and
expansion. The EDO also oversees the Lexington Visitors Center, Liberty Ride Tour, and Battle
Green Guide programs designed to share Lexington's role in the American Revolutionary story
and support the local visitor-based economy.
The FY2023 budget for the EDO is increasing by $12,141 or 2.97%. Compensation increases
by $74,541 or 39.87%, which reflects contractually obligated step increases as well as the
transfer of the Visitors Center manager from the Visitors Center revolving fund, which is
somewhat offset by the transfer of the Battle Green Guides to the Visitors Center revolving fund.
In addition, expenses decrease by $(62,400) or (28.15)%. This is primarily driven by a decrease
of$(74,000) in Visitors Center support, which has been offset by adding the Visitors Center
Manager role to the General Fund. That decrease is offset by an increase of$7,000 for
Marketing and Advertising to allow the Town to increase marketing efforts and invest in
photography and videography to support the town's promotional efforts for the 250th celebration.
In addition, there is an $1,600 increase in travel to support staff attendance at conferences such
as the International Economic Development Annual Conference, APA, Destination New England,
SYTA, and Pow Wow. Printing and Professional Services increase by $3,000 to meet the Select
Board goals of producing a Business guide and an Annual Economic Development report for
graphic designers and other costs.
Division Goals:
1. Ensure long-term viability of Lexington businesses in light of the COVID-19 Pandemic and
changing retail environment.
2. Implement next steps from the Local Rapid Recovery Plan recommendation to improve East
Lexington Business Corridor.
3. Launch a new Tourism Website.
4. Implement effective strategies for projects such as the bike node construction, and
comprehensive plan implementation.
7000 - Land Use, Health and Development Department 29
Budget Data (by Object Code)
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $128,015 $155,160 $162,315 $253,538 $91,223 56.20%
513000 Overtime $252 $1,134 $2,922 $2,960 $38 1.30%
514000 Other Compensation 1 $275 $75 $0 $- $0 -%
512000 Seasonal Part-Time 1 $10,2021 $16,7201 $21,7201 $5,000 $ 16,720 76.98 %
Subtotal Compensation $138,744 $173,089 $186,957 $261,498 $74,541 39.87%
520000 Contract Services $51,660 $50,077 $50,000 $50,000 $0 -%
538080 Printing & Forms $667 $357 $1,500 $3,000 $1,500 100.00%
530000 Professional Services $0 $3,420 $3,500 $5,000 $1,500 42.86%
538010 Advertising $0 $3,267 $1,000 $3,000 $2,000 200.00%
538090 Marketing $12,351 $34,971 $51,400 $56,400 $5,000 9.73%
572000 Mileage $29 $0 $200 $200 $0 -%
542020 Postage&Mailing $0 $0 $100 $100 $0 -%
530060 Prof Dev&Training $1,145 $1,286 $2,000 $2,000 $0 -%
571000 Travel $0 $0 $1,400 $3,000 $1,600 114.29%
530040 Sem./Workshops/Conf. $583 $1,750 $3,000 $3,000 $0 -%
534030 Mobile Devices $300 $600 $600 $600 $0 -%
578030 Hartwell Rezoning Project $15,563 $31,503 $0 $0 -%
558000 Visitors Center Support $98,154 $69,000 $94,000 $20,000 $(74,000) (78.72)%
542000 Office Supplies $724 $1,444 $1,000 $1,000 $0 -%
573000 1 Membership/Dues $4,617 $4,762 $10,000 $10,000 $0 -%
578000 1 Misc. Expenses $1,169 $2,258 $2,000 $2,000 $0 -%
Subtotal Expenses $186,962 $204,695 $221,700 $159,300 $(62,400) (28.15)%
Total 7310 Economic Development $325,706 $377,784 $408,657 $420,798 $12,141 2.97%
Office
7000 - Land Use, Health and Development Department 30
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Departmental Budget Requests
Program: 7000 Land Use, Health and Development Department
Subprogram: 7300 Economic Development Element: 7320 Liberty Ride
Budget Description: The Liberty Ride is a guided historical shuttle tour of Lexington and
Concord which was experienced by approximately 8,200 visitors each year pre-COVID. The
Liberty Ride operates as a revolving fund, from which all expenses are covered by self-
generated revenues. This program has enabled Lexington to market the area and generate
local business activity.
The FY2023 budget is intended as a placeholder due to a number of unknowns that will be faced
by the program in the coming 6-12 months. The program was re-launched in July 2021, but the
trolley contract ends in March 2022, with no remaining options for renewal. Staff will issue an
RFP for a new trolley contract for the FY2023 season. If the RFP responses do not make it
feasible for the program to remain self-supporting, the town may consider tour buses as an
alternative. While tour buses may be a less attractive option for an historic guided tour, they are
a much cheaper alternative and provide better experience for tourists than simply discontinuing
the service. In FY2022, approximately 2,500 Liberty Ride tour tickets were sold from July to
October 2021, but the program did not break even due to the high per-hour trolley rates.
Division Goals:
1. Analyze ridership and identify partnership opportunities
2. Increase the charter rates for Liberty Ride
Budget Data (by Object Code)
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $20,128 $0 $0 $0 $0 —%
514000 Other Compensation $3,750 $0 $0 $0 $0 —%
512000 Seasonal Part-Time 1 $17,837 $0 $14,0001 $14,000 $0 -%
Subtotal Compensation $41,715 $0 $14,000 $14,000 $0 —%
520000 Contract Services $87,073 $0 $90,000 $90,000 $0 -%
538080 Printing & Forms $0 $0 $0 $0 —%
538010 Advertising $10,651 $0 $0 $0 -%
542000 Office Supplies $70 $0 $0 $0 -%
Subtotal Expenses $97,795 $0 $90,000 $90,000 $0 —%
Total 7320 Liberty Ride Revolving Fund $139,510 $0 $104,000 $104,000 $0 —%
7000 - Land Use, Health and Development Department 31
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Program: 7000 Land Use, Health and Development Department
Subprogram: 7300 Economic Development Element: 7340 Visitors Center
Budget Description: The new Visitors Center opened in July 2020, serving as the Town's
featured gateway for welcoming visitors and residents and orienting them on things to do and
places to eat and shop.
The Visitors Center operates as a revolving fund with the sales of gift shop merchandise
offsetting operating costs. Overall, the FY2023 Visitors Center budget is projected to increase
$12,704 or 5.15% from FY2022. The FY2023 budget reflects a fundamental shift in ongoing
operations. During construction and the initial reopening, the Visitors Center was supported via
the Economic Development Office (EDO) budget. In FY2022, $94,000 was appropriated via the
EDO expense budget.
In FY2023, the overall budgets are being realigned; the EDO budget will absorb the salary of the
Visitors Center manager, while the Visitors Center budget will cover the wages for the Battle
Green guides, who have been offering ticketed tours. Since operations are still recovering post-
pandemic, $20,000 remains in the EDO budget as a backstop if sales do not support the
remaining Visitors Center operations. Using the first few months of operations in FY2022, staff
calculated the average sales per hour, and used that to project revenue and the overall need for
merchandise and sales tax expenses. Visitors Center cashiers will follow the state minimum
wage increase to $15 per hour in January 2023, and sufficient hours have been budgeted to
maintain operating hours year-round.
Division Goals:
1. Generate a 10% increase in annual sales over the annual 3 year average
2. Survey visitors to identify areas of improvement
3. Increase social media postings
4. Launch new destination tourism Website supported by ARPA funding
7000 - Land Use, Health and Development Department 32
Budget Data (by Object Code)
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $13,892 $1,766 $82,424 $0 $(82,424) (100.00)%
512000 Seasonal Part-Time $4,568 $24,734 $56,117 $114,750 $58,633 104.48%
Subtotal Compensation $18,460 $26,500 $138,541 $114,750 $(23,791) (17.17)%
558000 Merchandise/Inventory 1 $21,5831 $30,2331 $107,5001$134,3941 $26,894 25.02%
542000 Displays/Supplies 1 $4,3161 $2,736 $7201 $1,000 $280 38.89%
58209 Misc. Expenses 1 $0 $0 $0 $9,3211 $9,321 —%
Subtotal Expenses $25,899 $32,969 $108,220 $144,715 $36,495 33.72%
Total 7330 Visitors Center $44,359 $59,469 $246,761 $259,465 $12,704 5.15%
7000 - Land Use, Health and Development Department 33
FY2023 Program Improvement Request #1 of 1
Department: Land Use, Health and Development
Division: Economic Development
Element: 7300 - Economic Development
PIR Title: Visitors Center Assistant Manager (PT to FT)
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL
Code Description FTE FY2023 Only FY2023 & Future FY2023 Request
Compensation
511000 Regular Wages 1.0 $ 57,538 $ 57,538
511010 Part-Time Wages $ —
513000 Overtime $ —
Other Compensation $ —
Total Compensation 1.00 $ — $ 57,538 $ 57,538
Benefits
Benefits Eligible? 1 $ 17,226 $ 17,226
Expenses
Total Expenses $ — $ — $ —
Purpose/Description of Request:
The Visitors Center is visited by 9,000 visitors each month. We are requesting to increase the
part-time Visitors Center Assistant Manager position as a full-time position and add it to the
general fund. Currently, the Assistant VC manager is responsible for the retail management of a
gift store operation, including seasonal displays, marketing, purchasing, and inventory
management. But in addition to the functions in the job description she has been helping the VC
manager, ED Coordinator, and the ED Director with scheduling, payrolls, time-offs, memos,
EAFs, creating access cards, business cards, coordinating "the packet" and tracking applicants'
hiring status, assistance scanning/paying invoices, uploading receipts, managing the purchasing
card reconciliations, and other much needed clerical support. We recently have started receiving
some support from the LUHD Department Assistant for credit card reconciliation and receipts a
couple of days in a month, but it is not sufficient to support the operations of the visitors center.
Service Implication:
The ED office had requested additional administrative support last year as we moved from the
Town Office Building into the new Visitors Center, but the lack of any administrative support for
clerical work and running a seven-day operation with one full-time and one part-time staff is
leading to staff burn-out. We are hoping that at least making the part-time position into full-time
support will help us alleviate some of the staff burn-out. Also, the current position of the part-time
VC Manager does not provide any growth potential. We need a trained staff who could run the
operations throughout the season rather than having to recruit temporary staff due to the lack of
potential growth in a role each season.
7000 - Land Use, Health and Development Department 34
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�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: Transportation Mitigation Date: Sept. 13,2021
Program ID: 5023 Department: Land Use,Health&Development Department Revised:
Submitted by: Sheila Page Phone: 781-689-4563 Email: spage@lexingtonma.gov
Description of Capital Program:
This capital request is to support the ongoing work of the Transportation Safety Group(TSG). TSG is staffed by
the Planning Office,Engineering Division,Transportation Services, and the School and Police Departments. These
funds will be used to evaluate and develop construction cost estimates for future capital requests as well as fund the
design/construction of smaller scale safety related projects. TSG continues to receive multiple requests and
anticipates this need to be ongoing.
In FY2020, FY2021, and FY2022 TSG spent less than anticipated partly due to the slow down and the subsequent
Covid-19 Executive Order and partly due to grants award that funded a planned projects. TSG won a$30,000 and a
$48,000 MassDOT Shared Streets Grant to pay for a large portion of much desired pedestrian activated Rectangular
Rapid Flashing Beacon crosswalks across Maple Street and across Marrett Road. TSG currently has surplus funds
that can be used towards FY2023 projects.
TSG is requesting to transfer the annual Transportation Network Company(TNC)Annual Allocation into the
Transportation Mitigation fund. Transportation Network Companies such as Uber and Lyft pay a$0.40 surcharge
per ride. Half of that($0.20) comes back to to the community where the ride originated from. Lexington's 2020
portion is $6,823.50 This money is to be used fund Complete Streets infrastructure improvements and programs
and other projects and programs that support alternative modes of transportation.
Goals of Capital Program:
Transportation safety is a critical part of Lexington's high quality of life. Investigating potential problems, ensuring
compliance with current standards and best practices help to ensure that everyone driving, biking, or walking in
Town is as safe as possible. Allocation of these funds will allow TSG to evaluate and in certain cases be able to
implement safety measures in a short timeframe. Rather than identify and recommend improvements that would be
programmed as part of a larger operations and maintenance project,these funds could be utilized to address
identified safety issues in a more timely manner.
This request is also part of the response to Town Meeting's adoption of Article 45 in 2015. Article 45 prioritized
townwide pedestrian and cyclist safety improvements,requests for which comprise the bulk of TSG's requests.
Work contemplated for FY2022 includes purchase and installation of pedestrian-activated beacons at crosswalk
locations still under consideration,purchase and installation of speed feedback signs, study and creation of school
zones, on-call engineering services to quickly address safety requests and address road design to reduce speeds
where needed and to apply to MassDOT to reduce certain regulatory speed limits.
Impact if Not Maintained:
Transportation safety issues are of high importance to Lexington residents. If not funded,the Transportation Safety
Group will be unable to investigate, analyze,or implement many of the requests in a timely manner. In addition,
without having access to on-call engineering services we may miss available grant opportunities.
Major Spending over Past 5 Years:
On-call Engineering Services for:
• Crosswalk on Marrett
• Lowell and Woburn Intersection
Land Use-Page 4 Printed November 24, 2021
• Speed study on Waltham, Concord, Lincoln
• Lincoln and Middle Street Intersection,
• Bikeway Crossing at Hancock,
• Crosswalk and road alignment on Grant Street at Sherman,
• Hartwell Ave Crossing at Wood Street
• Crosswalk on Maple Street
Purchased stealth radar speed counter to accurately access speed concerns and traffic calming requests
Cedar Street sidewalk survey
Rectangular Rapid Flashing Beacon Crosswalk on Maple Street at Harrington School paid for with
MassDOT grant and TSG funds
Center Safety Zone speed limit reduction to 20 MPH
Work Currently Underway:
• Rectangular Rapid Flashing Beacon Crosswalk on Marrett Road: MassDOT grant and TSG funds
• Engineering services to petition MassDOT to reduce certain regulatory speed limits
• Engineering services for re-striping Woburn/Lowell intersection
• Marrrett/Waltham intersection study to support application to MassDOT for turn restriction request on to
Kendall
Planned Spending for Next 5 Years:
• Townwide Pedestrian and Bicycle Plan
• Investigate and Implement School Zones on Maple and Concord Streets
• Purchase and install speed feedback signs
• On-call engineering services to address safety requests and to apply to MassDOT to reduce certain
regulatory speed limits.
Basis for Cost Projections:
Cost projections are base on prior project and studies
Stakeholders: All residents of, employers in, and visitors to Lexington.
Operating Budget Impact:
No impact on the Operating Budget. These funds will be used for studies and potential small construction projects.
Funding Source: TNC, Other
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2017/12V $ t00,000 $ 99,835 $ — $ — $ 165
2018/16M $ 100,000 $ 86,524 $ — $ — $ 13,476
2019/16L $ 100,000 $ 8,340 $ 19,905 $ 71,755 $ —
2020/12J $ 16,504 $ 2,193 $ — $ 14,311 $ —
2021/12A $ 20,889 $ — $ — $ 20,889 $ —
Totals $ 337,393 $ 196,892 $ 19,905 $ 106,955 $ 13,641
*Data current as of November 23,2021.
Land Use-Page 5 Printed November 24, 2021
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer $ 6,823.50 $ 40,000 $ 60,000 $ 100,000 $ 100,000
Construction
Equipment
Contingency
Totals $ 6,823.50 $ 40,000 $ 60,000 $ 100,000 $ 100,000
CPA Amount $ — $ — $ — $ — $ —
Land Use-Page 6 Printed November 24, 2021
Town of Lexington, Massachusetts
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Land Use-Page 7 Printed November 24, 2021
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�- Town of Lexington - FY2023-27 Capital Improvement Project
Project Name: Hartwell District Signage Date: 9/15/2021
Project ID: LU-23-1 Department: Land Use,Health&Development Department Revised:
Submitted by: Sandhya Iyer Phone: 781-402-4062 Email: siyer@lexingtonma.gov
Description of Project:
This is a request for adding new signage on Hartwell Avenue and the jughandle on Bedford street for both safety
issues as well as to support economic vitality by drawing attention to the commercial corridor-Hartwell Innovation
Park. On the map you can see the 4 locations for two larger signs at locations 1 and 4 marking the main entry as
well as the end point. Locations 2 and 3 would be branding,but a smaller sign or secondary marker that would help
give a sense of place and also show the entry at location 2.
This signage would require (2)3mm factory finish black ACM panels with direct print graphics, (2)2" square
horizontal wood 2x4s and(2)4" square wood posts. Direct burial,no concrete, Y below grade. Additionally,these
signs would be illuminated with solar lights. The solar panel and battery configuration are based on winter
conditions, so there is a consistent illumination throughout the year. The design consultant will also work on
providing a plan for permanent signage that could be updated with Bedford Street-Hartwell Avenue-Wood Street
Transportation complete streets improvement plan. $65,000 is requested in FY2023 to design and install signs on
Hartwell-Bedford corridor from the TMOD Stabilization Fund.
Justification/Benefit:
At the Road Safety Audit for Hartwell Avenue at Bedford Street and Westview Street meeting with MassDOT,
VHB identified and presented several safety concerns with potential solutions. One of the safety issue noted by the
audit team was the lack of advanced signage for the jughandle that helps provides drivers direction and advanced
notice through signage. A visible signage on jughandle will help identify the right-lane for the left-turns onto
Hartwell Avenue or U-turns. Similarly adding a smaller signage on the median on Hartwell Avenue and Hartwell/
Maguire intersection will help connectivity and unified signage for the business corridor.
Aesthetically pleasing surroundings enhance the experience of using a street,making it a place where people want
to be, and show the Town's commitment to invest in itself which attracts private investment. The Hartwell
Innovation Park design guidelines proposed by Ted Brovitz proposes several design aesthetic signage for creating a
cohesive and vibrant business district. Adding signage to create a strong relationship with the "public realm will
result in places where people can work, eat,play, and learn". The guidelines also identifies Hartwell Innovation
Park(HIP) Gateway Sign and HIP Wayfinding/directional signs that will help reflect the HIP character as a
contemporary business park.
Impact if Not Completed:
This will impact the future development on Hartwel I/Bedford corridor as well as well as traffic safety issues that
have been identified by Road Safety Audit.
Timeframe: The plan is to have the signage installed in summer 2022.
Replacement Frequency:
The signs should be replaced in next 10 to 15 years.
Basis for Cost Projections: The project cost are estimated based on a quote received by a vendor and a design
consultant.
Stakeholders: Planning Board,DPW,Engineering,Residents on Harwell/Bedford Corridor,Property owners on
Hartwell Innovation Park(HIP), and companies located in the HIP area.
Land Use-Page 9 Printed November 24, 2021
Operating Budget Impact: This will not impact operating budget.
Funding Source: TMOD Stabilization Fund
Prior Authorizations: None.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition
Design/Engineer $ 5,000
Project Management $ 5,000
Construction $ 10,000
Equipment $ 45,000
Contingency
Totals $ 65,000 $ — $ — $ — $ —
CPA Amount $ — $ — $ — $ — $ —
Land Use-Page 10 Printed November 24, 2021
J1
�- Town of Lexington - FY2023-27 Capital Improvement Project
Project Name: South Lexington and Forbes-Marrett Traffic Mitigation Plans Date: Sept. 15 2021
Project ID: LU-23-2 Department: Land Use,Health&Development Department Revised:
Submitted by: Sheila Page Phone: 781-698-4563 Email: spage@lexingtonma.gov
Description of Project:
The Planning Office, on behalf of the Planning Board, submits this request to develop two Traffic Mitigation Plans:
one for the South Lexington Transportation Management Overlay District(TMOD)and the second for Forbes-
Marrett TMOD. The South Lexington TMOD encompasses the intersection of Spring Street and Hayden Avenue
and most of Hayden Avenue. The Forbes-Marrett TMOD encompasses the Marrett Road and Forbes Street
intersection. The Traffic Mitigation Plans are a critical part of justifying mitigation payments from private
development in the area and is required for proper implementation of the TMOD as described in Chapter 135
Section 7.2 of the Lexington Code. In addition,the Plans outline projects and strategies to use the mitigation
payments to reduce single occupancy vehicle trips, increase safety and reduce traffic congestion. In 2009, Town
Meeting created the Overlay Districts and its associated traffic fund. $175,000 is requested in FY2023 CIP to
develop effective Traffic Mitigation Plans for both Districts.
Justification/Benefit:
A Traffic Mitigation Plan is required in order to implement the South Lexington TMOD and the Marrett Forbes
TMOD. Without the Plan there is no basis for developers to participate in the TMOD provisions. Only
developments in Planned Development Districts were required to implement traffic mitigation through MOU's.
The Hartwell Area TMOD with its Plan has been successful in improving transportation in the Hartwell Area. It has
raised funds for mitigation projects and provided opportunities for developers to implement traffic solutions. We
expect that a Traffic Mitigation Plan can do the same for the South Lexington TMOD and the Marrett Forbes
TMOD.
Impact if Not Completed:
Without the Plan there is no basis for the developer to participate in the TMOD provisions. As the town looks for
ways to expand economic development opportunities,the Planning Board will be proposing zoning changes to
attract more development. For development in Lexington to be successful,we need to manage our traffic and
transportation systems. These mitigation plans will guide the town through important permitting decisions and
require meaningful mitigation from developers. If there is no plan in place and zoning is amended to attract further
development,those developments will not be required to participate. Many will want to participate but their
mitigation will be ad-hoc.
Timeframe:
We expect to engage a transportation engineering and planning firm by the middle of FY2023. We expect the two
Plans to be developed simultaneously as they are both needed and we hope to generate efficiencies by developing
these plans together with the same consultant. Plans to be developed over an eight to twelve month time period. As
such,the spending of this request will continue into FY2024.
Replacement Frequency:
The Plan will need to be updated every ten years.
Basis for Cost Projections: A similar appropriation was made for the Hartwell Area TMOD Traffic Mitigation
Plan in FY2010. It has been updated to reflect current anticipated costs.
Stakeholders: Planning Board, Select Board, South Lexington Area Residents,West Lexington Residents,DPW,
Battle Road Scenic Byway Committee, Transportation Advisory Committee,Developers,National Park Service
Land Use-Page 11 Printed November 24, 2021
J1
- Town of Lexington - FY2023-27 Capital Improvement Project
Operating Budget Impact: No impact on operating budget
Funding Source: Traffic Mitigation Stabilization Fund
Prior Authorizations:
Town Meeting Description Authorized Expended* Encumbered* Remaining* Returned
2018/16L Hartwell Ave.TMoD $ 50,000 $ — $ 49,965 $ 35 $ —
Totals $ 50,000 $ — $ 49,965 $ 35 $ —
*Data current as of'November 23,2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition
Design/Engineer $ 175,000
Project Management
Construction
Equipment
Contingency
Totals $ 175,000 $ — $ — $ — $ —
CPA Amount $ — $ — $ — $ — $ —
Land Use-Page 12 Printed November 24, 2021
J1
�- Town of Lexington - FY2023-27 Capital Improvement Project
Project Name: Townwide Pedestrian& Bicycle Plan Date: Sept. 13,2021
Project ID: LU-23-3 Department: Land Use,Health&Development Department Revised:
Submitted by: Sheila Page Phone: 781-698-4563 Email: spage@lexingtonma.gov
Description of Project:
A Townwide Pedestrian and Bicycle Plan(Plan)will compile existing conditions data, identify and prioritize future
improvements to the streets, sidewalks, shared use paths to more safely accommodate pedestrians, rollers and
bicyclists and provide meaningful connections to the region's active transportation network. The plan will provide a
framework for the Transportation Safety Group (TSG)to address safety requests,prioritize sidewalk requests and
inform Town Meeting in capital plan budget decisions. The Plan will update our sidewalk prioritization plan and
sidewalk request process that addresses locations with the most need and creates the most benefit for the
community. Plan development will rely on robust community engagement to help create a reliable network
connecting people where they want to go. The Plan will provide a framework that will:
• help the TSG to address safety requests and prioritize sidewalk requests,
• inform Town Meeting in capital plan budget decisions,
• serve as a guide to the Planning Board and Select Board in permitting and agreement decisions, and
• support grant applications
The Plan will serve as an essential tool to serve Lexington residents holistically and to help us implement our
Complete Street Policy and sustainability goals.
Justification/Benefit:
As an active community interested in walking and rolling for both recreation and transportation,Lexington will
greatly benefit from a bicycle-pedestrian plan.
• Creating a Plan will enable us to maintain our League of American Bicyclists Bronze status. Such efforts
help target network improvements to assist Lexington to achieve silver and eventually gold status.
• A Plan accepted by the community positions us for transportation mitigation when projects come before our
boards and committees.
• A Plan accepted by the community justifies the need in support of various grants opportunities.
• A comprehensive analysis of Lexington's active transportation needs will help staff,the Select Board and
Town Meeting make tough decisions when competing safety and infrastructure improvement are requested
by the residents and resources are stretched.
Impact if Not Completed:
TSG and other Town departments and bodies will continue to put forth best practice recommendations based on
older or incomplete analyses,but without the benefit of a needs assessment of the entire town.
Timeframe:
It is expected that a scope and RFP will be developed in the first quarter of FY2023 with work to begin mid-year.
The entire project is expected to take 12 months.
Replacement Frequency:
It is expected that action items laid out in the plan will be implemented. TSG will track the Plan's progress and
provide a plan update at year 5 of the implementation plan. A new plan or a plan update will be needed in
approximately 12 years.
Basis for Cost Projections: The total cost is estimated to be$80,000. This amount is estimated from the feedback
from consultants and what other communities have spent: Bedford- $80,000(2015); Watertown- $55,000 (2021);
Land Use-Page 13 Printed November 24, 2021
J1
�- Town of Lexington - FY2023-27 Capital Improvement Project
Arlington- $80,000(2018); Newton- $150,000(2018). The amount of analysis and data staff and various
committees have collected will help to expedite data collection. The request is for$65,000 because existing
Transportation Network Company funds appropriated to TSG will cover the remaining$15,000 estimated cost.
Stakeholders: Many established stakeholder groups have already documented various pedestrian and bicycle needs
and have collected data to contribute to the Plan's development. These groups include:
• Bicycle Advisory Committee
• Transportation Advisory Committee
• Greenway Corridor Committee
• Commission on Disability
• Safe Routes to School/PTA at all Lexington Schools
• Select Board
• Planning Board
• Conservation Commission
In addition to the above groups there are countless residents who use our trails,paths, lanes, sidewalks and
roadways. The Plan development will include input from the residents.
Operating Budget Impact: Implementation of the Plan will be enabled by DPW and TSG work plan allocation
and budget requests for safety mitigation, signs,roadway,crosswalk,and sidewalk construction.
Funding Source: Traffic Stabilization Fund
Prior Authorizations: None.
Meeting
none
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition
Design/Engineer $ 65,000
Management
Construction
Equipment
Contingency
Totals $ 65,000 S — $ — $ — $ —
CPA Amount $ — $ — $ — $ — $ —
Land Use-Page 14 Printed November 24, 2021
Town of Lexington, Massachusetts
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Land Use-Page 15 Printed November 24, 2021
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�- Town of Lexington - FY2023-27 CPA Project
Project Name: Willard's Woods Site Improvements Date: 9-22-2020
Project ID: LU-CPA-I Department: Land Use,Health&Development Department Revised: 09-10-2021
Submitted by: Karen Mullins Phone: 781-698-4501 Email: kmullins@lexingtonma.gov
Description of Project:
This request is a cost estimate placeholder for$597,114 in FY2024 for the universal accessibility (UA)trail
construction Phase IT upon completion of the in progress Phase I project comprised of the Land Management
Planning and Development of Engineering Design Plans.Willard's Woods is the largest and most popular
conservation area in Lexington.With over 100 acres of open meadow, old-growth pine forest and wetland, and a
historic mill pond,Willard's Woods provides an important natural oasis for many hikers, dog walkers, cyclists, and
nature enthusiasts. The property supports place-based educational programming for the Diamond Middle School
and hosts a half-mile segment of the ACROSS Route A Town-wide trail system.In addition,the picnic area and fire
pits adjacent to the North Street parking area are utilized by the Lexington scouting program for camp-outs 6-10
times a year.
The property also contains a stone-dust bike path connecting Brent Road and North Street.This path was part of the
original infrastructure on the property when it was transferred from Recreation to Conservation management in
1995. The path has deteriorated over the years and is no longer viable as an accessible pathway for bikes, strollers,
users with mobility impairments, etc. Despite this,the path remains highly popular and is heavily eroded and
damaged in certain sections due to its deterioration.
In accordance with the in progress Willard's Woods Ecological Land Management Plan and Universal Accessible
Trail Report and Design,this project proposes to upgrade the existing stone dust bike path on the property and
construct an accessible loop trail in the northern meadow that connects this bike path with the existing parking area
on North Street. The trail would incorporate both historic and natural features on the property.
In order to responsibly protect the existing natural and historic resources on the property and implement a well-
designed accessible trail system,the Conservation Commission proposes the following:
• Construct a universally accessible loop trail in the northern meadow connecting the North Street parking lot
and the Brent Rd/North St stone dust bike path per the approved UA Trail Design.
• Upgrade the existing stone bike path to be universally accessible and the parking area on North Street to
include up to 5 handicap accessible spaces.
Justification/Benefit:
Willard's Woods continues to be the most popular and highly-visited conservation property in Lexington. The
Conservation Commission has received multiple requests from residents over the past five years to upgrade the
stone dust bikeway.At the same time, the Lexington Commission on Disability commented on the need for
accessible improvements at Willard's Woods during its March 2018 meeting and the Conservation Department has
received direct comments from the Commission's chair,Victoria Buckley,on the need for accessible improvements
at the site.
The parking area on North Street needs to be renovated. It currently has major potholes and does not drain properly,
making it difficult to drive on. In addition,the site lines onto North Street are poor. The DPW has filled the potholes
over the years,but a parking area as heavily used as Willard's Woods needs to be upgraded. Further,there is
presently no defined parking spaces within the parking lot, and vehicles park at will, meaning less efficient and
reduced parking under current conditions.
Land Use-Page 17 Printed November 24, 2021
Willard's Woods contains extensive meadow,wetland, and old growth pine forest. These resources need to be
managed and protected for future generations.
The project would complement and enhance stream daylighting work completed in 2016 by the Engineering
Division and meadow preservation work funded through the FY2018 CPA program and the on-going in process
Phase I Ecological Land Management Plan and UA Trail Design(which completion was delayed due to Covid-19
and staff vacancies.)
Impact if Not Completed:
Willard's Woods bike path will continue to deteriorate without implementation of construction based on approved
design and engineering plans. Since usage remains high and poor drainage and erosion continues to occur,the trail
will likely become unsafe. The parking area on North Street will also continue to deteriorate. If unable to
implement construction of the accessibility improvements,the Conservation Commission may need to consider
implementing trail and parking lot closures if existing conditions create unsafe conditions that cannot be rectified
with available means. Closing trails and parking area would make one of the most used and popular conservation
areas inaccessible to the public.
Timeframe:
This phase 2 of the project comprised of construction of the accessibility improvements is proposed for FY2024,
upon completion of the Phase I design and engineering plans and details.
Replacement Frequency:
Unknown at this time, and expect to have this information for detailed response when the Design and Engineering
phase I completed.
Basis for Cost Projections: The FY2024 cost projection for this construction phase of the project is a placeholder
from FY2021 based on a very preliminary cost estimate received from professional restoration specialists,
specifically Mass Audubon Ecological Extension, Stantech,Kyle Zick Landscape Architects, and the Lexington
Engineering Division for the original ADA improvements concept. This cost estimate is subject to change once the
final Phase I Design and Engineering Plan is completed and an updated cost estimate in FY2024 is prepared.
Stakeholders: Conservation Commission,Conservation Division staff, Conservation Stewards, Commission on
Disability,Recreation and Community Programs,Abutters,Visitors to Willard's Woods,Diamond Middle School
students and faculty,Lexington Boy Scouts and Girl Scouts, local wildlife.
Operating Budget Impact: Estimate of$10,000 every 10 years for maintenance of the accessible infrastructure.
Funding Source: CPA, Other
Prior Authorizations:
Town Meeting Description Authorized Expended* Encumbered* Remaining* Returned
2019/14B it oe nentsds site $ 138,273 $ — $ 23,627 $ 114,646 $ —
Totals $ 138,273 $ — $ 23,627 $ 114,646 $ —
*Data current as ofNovember 23,2021.
Land Use-Page 18 Printed November 24, 2021
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition
Design/Engineer
Project Management
Construction $ 501,194
Equipment
Contingency $ 95,920
Totals $ — $ 597,114 $ —
CPA Amount $ — $ 597,114
Land Use-Page 19 Printed November 24, 2021
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Land Use-Page 20 Printed November 24, 2021
J1
�- Town of Lexington - FY2023-27 CPA Project
Project Name: West Farm Meadow Preservation Date: 9-22-2020
Project ID: LU-CPA-2 Department: Land Use,Health&Development Department Revised: 09-29-2021
Submitted by: Karen Mullins Phone: Email: kmullins@lexingtonma.gov
Description of Capital Program:
This request is for$28,175 in FY2023 for continuation of the conservation meadow preservation program. This
project proposal is to preserve approximately 10 acres of meadow at West Farm to improve passive recreation
opportunities, enhance wildlife and plant habitat, and create a renewed connection to Lexington's history through
the recovery of stone walls and scenic vistas. Of the approximately 1,400 acres of conservation land owned and
managed by the Conservation Commission, approximately 65 acres are upland meadows. These conservation
meadows provide important wildlife habitat as well as recreational opportunities, scenic enjoyment, and a
connection to Lexington's agricultural history.
Many of Lexington's meadows have had minimal maintenance since they were acquired,resulting in the following
management and public health concerns:
• The advancement of invasive plants around meadow edges and throughout the meadows themselves,
including Asiatic bittersweet,multi-flora rose,and black swallow-wort.
• The advancement of nuisance native plant species around meadow edges and throughout the
meadows themselves including poison ivy and sumac species.
• The loss of historic stone walls and vistas,as they are overgrown by vegetation.
• The invasion of meadow habitat with shrubs and trees,particularly along fences, stonewalls,boundaries,
field trees, and where mowing has not taken place.The project's main objectives are as follows:
• Preservation of meadow land that has been overgrown by shrubs,trees, and vines.
• Restoring views of stone walls,which serve as historic resources for Lexington's agricultural past.
• Managing invasive and nuisance native species encroachment on the field edges and throughout meadows.
• Providing an improved annual mowing and maintenance regime that promotes native vegetation, enhanced
wildlife habitat, and safe recreational opportunities.
Goals of Capital Program:
Preservation of scenic vistas: Scenic views into conservation meadows improve the aesthetic quality of our
conservation properties and may actually increase property values in the neighborhoods where these fields are
located. Additionally,in many cases scenic views were part of the original purpose of the Town's purchase of the
land.
Wildlife habitat protection: The Massachusetts Audubon Society 2017 "State of the Birds" breeding bird report as
well as Mass Audubon's Grassland Bird Program cite a"steeper,more consistent, and more widespread population
decline [of grassland nesting birds] than any other group of birds in North America" due to a decline in grassland
habitat. Additionally,removing invasive species and promoting natural meadow species through an improved
mowing regime combined with active native species restoration will improve habitat for mammals,bees,butterflies,
and other invertebrates as well. A statewide habitat assessment conducted by the Massachusetts Natural Heritage
and Endangered Species Program has identified a decline in open grassland and mature forest habitat.West Farm
provides both of these habitat elements,although the meadow habitat has been severely compromised through lack
of field edge maintenance.
Restoration of stone walls: Stone walls are an important historic resource and provide a link to Lexington's
agricultural past
Restoration of passive recreational opportunities: Meadows offer important local recreational opportunities, such as
bird-watching,walking, cross-country skiing, and picnicking.
Land Use-Page 21 Printed November 24, 2021
Community Engagement: Restoring scenic views and maintaining open meadows will generate renewed interest in
conservation and may result in increased participation in volunteer conservation efforts coordinated by the
Conservation Division.
Impact if Not Maintained:
The Massachusetts Division of Fisheries and Wildlife Natural Heritage and Endangered Species program has
identified open grassland and meadow preservation as a statewide priority for land management. Meadows pose a
land management challenge because they require annual mowing and maintenance to remain open and free of
invasive species; when left untended for even short periods of time,they quickly revert to shrub-land and forest and
become difficult to maintain. Additionally,meadow edges are particularly difficult to maintain due to the challenge
of mowing close to fences, stone walls, and tree lines.
Major Spending over Past 5 Years:
The project is part of a multi-year Conservation Meadow Preservation Program.In FY2015 and FY2016,Hennessy
Field and Joyce Miller's Meadow were restored. In FY2018-FY2019,Wright Farm received the same treatment.
Willard's Woods meadow preservation is pending finalization of the Ecological Management Plan and ADA site
improvements. Daisy Wilson, via FY2021 appropriation, is currently undergoing preservation with expected
completion in 2022.
Work Currently Underway:
The FY2018 funding appropriated for Willard's Woods Meadow Preservation will be expended once the Ecological
Land Management Plan,containing the recommended meadow preservation activities,is finalized and approved by
the Conservation Commission. The Conservation Division hired a contractor in FY2022 for work at Daisy Wilson
meadow preservation.Project implementation began in Summer 2021, and is expected to be completed in 2022.
Planned Spending for Next 5 Years:
There are three additional conservation area meadows, Idylwilde,Juniper Hill, and Shaker Glen, subject to the
preservation program but that have not been prioritized over the next five years at this point by the Conservation
Commission due to bandwidth and need to complete other approved priority projects during this timeframe.
Basis for Cost Projections:
The cost projection for this project is based on previous meadow preservation cost estimates received from
professional restoration specialists,Heritage Fields, and the experience of Conservation Division Staff with
previous meadow preservation projects. There is a slight increase from previous year projects recognizing the need
to provide for greater amounts of active planting of native species to further promote preservation of the meadows.
Stakeholders: Conservation Division Staff, Conservation Stewards,Conservation Commission,Lexington
residents who use any of Lexington's conservation meadows, Abutters to conservation meadows, local wildlife.
Operating Budget Impact:
With proper annual maintenance via meadow mowing,these preservation projects will be one-time expenses.
Annual mowing expense increase=$800.
Funding Source: CPA
Land Use-Page 22 Printed November 24, 2021
Prior Authorizations:
Town Meeting Description Authorized Expended* Encumbered* Remaining* Returned
2015/8A Meadow Preservation Program $ 26,400 $ 24,957 $ — $ — $ 1,443
2017/10E Woods and wnghtFarnw'llard's $ 40,480 $ 11,000 $ 5,600 $ 23,880 $ —
2020/10E Daisc Wilson Meadow $ 22,425 $ 14,500 $ 7,600 $ 325Pre $ —
vation
Totals $ 89,305 $ 50,457 $ 13,200 $ 24,205 $ 1,443
*Data current as oflVovember 23,2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition
Design/Engineer
Project Management
Construction $ 24,500
Equipment
Contingency $ 3,675
Totals $ 28,175 $ — $ —
CPA Amount $ 28,175 $ — $
Land Use-Page 23 Printed November 24, 2021
Lexington Conservation Lands
Town of Lexington Conservation Division • 1625 Massachusetts Avenue • Lexington, MA 02420 • 781.862.0500
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Land Use-Page 24 Printed November 24, 2021
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Land Use-Page 25 Printed November 24, 2021
J1
�- Town of Lexington - FY2023-27 CPA Project
Project Name: Wright Farm Barn Stabilization and Preservation Date: 9-10-2021
Project ID: LU-CPA-3 Department: Land Use,Health&Development Department Revised:
Submitted by: Karen Mullins Phone: 781-698-4501 Email: kmullins@lexingtonma.gov
Description of Project:
The Conservation Commission Wright Farm Advisory Subcommittee(WFAS)was originally convened in March of
2020, but never met formally until November 23,2020,as a result of the coronavirus pandemic. Since that time they
have held six meetings and developed the recommendations for management of Wright Farm Conservation Area
including barn stabilization and preservation.
The Town of Lexington purchased the portion of Wright Farm with structures, at 241 (247)* Grove St, in 2016. The
buildings were all in need of repair at that time. Since then,the House has been renovated by LexHAB (Lexington
Housing Assistance Board). The Barn is still in dire need of work to stabilize its shell to prevent having to demolish
it or spend even greater funds to preserve it if it continues to sit exposed to the weather.
While the WFAS would like to see the Barn preserved for use as a year-round multi-purpose public building,they
understand that full preservation is a huge project and that funds for full-scale preservation are unlikely to be
available in the near future. For the short-term, the WFAS has agreed to recommend tot he Conservation
Commission that the best course of action is to tend to the immediate shell stabilization needs of the Barn structure
and make it functional for three-season use by the public, including opening the ground floor of the barn for local
events under controlled and supervised conditions when the Barn is open to the public.
At a minimum, to prevent further decay and allow for preservation of the barn, the barn needs to be stabilized by
preventing weather and water damage and this is the subject of this phase I request. To begin,the windows, gutters
and down spouts and roof shingles need to be addressed. In addition,pending water in the lowest below grade level
needs to be addressed, most likely with a sump pump collection system, and which will require an electrical utility
connection.
*The original postal address of the entire property was 241,but since the house has been granted its own lot the
Barn and Conservation land are now at 247(to be confirmed)while the house maintains the 241 street address.
Justification/Benefit:
The boarding up of any broken windows will be a short-term solution to keep birds and weather out of the building
while funds are raised for permanent replacement windows. The most efficient and practical immediate response
would be to simply cover all broken windows with plywood.It was pointed out that painting the plywood(white)
would make the building look less abandoned. This led to an idea tentatively called"Art on the Barn"in which we
might persuade local artists to paint the plywood sheets before they are installed on the Barn. Some funds might be
raised by asking for people to "sponsor"a particular panel, or perhaps by raffling off the panels,with the
understanding that they would become the property of the sponsor/winner when removed from the Barn. (This
potential project will take some coordination,planning, and follow-up-WFAS members are reaching out to other
community members who may be able to help and/or advise.)
The water in the cellar of the Barn is a significant issue that must be addressed.It appears to be groundwater that
seeps in from below,but the deterioration of the gutters&downspouts contributes to water entering the space.
Reconstructing the cellar floor and adding a pump system will help from the bottom, and repairing/replacing the
gutters will help from the top. A number of the eave and fascia boards will also need to be replaced due to rot.
Work on the gutters,fascia, etc will be futile if the roof is left as is, and those parts of the project would naturally be
tied together. As noted,the roof currently seems sound,but is aging and rot is creeping in from the outside.
Land Use-Page 26 Printed November 24, 2021
Installing a pump in the cellar will help with the water problem,but will also require electricity. In addition,further
work on the barn will be simplified by the installation of electric service.In the long-term we would like to install
solar panels to provide some if not all of the electricity at the site. Also long-term,we recommend considering a
cistern for collection of the pumped-out water,to be used in proposed future Community Gardens on the site.
The WFAS has also recommended demolition of the lean-to addition to the rear since it was a more recent addition
and not an integral part of the historic barn. While demolishing the lean-to portion of the structure is not
immediately required,it seems prudent to do it along with the immediate stabilization work since that portion of the
barn also needs repair and it makes little sense to repair something that will eventually be removed.
Impact if Not Completed:
The Wright Farm Barn will continue to decay, causing an eyesore and hazard to the property and to the visiting
public, as well as result in increased costs in the future if the Barn is to be preserved as intended for open space
educational and historical value,which was one of the stated objectives identified when purchasing the property.
Timeframe:
Engage contractors for various activities during FY2023
Replacement Frequency:
Regular future maintenance cycle for upkeep of barn once stabilized and preserved.
Basis for Cost Projections:
Based on preliminary cost estimates received from professional contractors for each respective activity.
Stakeholders: Conservation Commission and Division,Public Facilities Dept.,Lexington Schools,Recreation and
Community Programs, abutters, and visitors
Operating Budget Impact:
Electricity costs
Funding Source: CPA,tax levy(if activities deemed not CPA eligible)
Prior Authorizations: Land Acquisition purchase.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition
Design/Engineer
Project Management
Construction $ 100,000
Equipment
Contingency $ 15,000
Totals $ 115,000 $ — $ —
CPA Amount $ 115,000 $ — $
Land Use-Page 27 Printed November 24, 2021
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
FY2023 Proposed Budget - Information Technology Presentation
PRESENTER: ITEM
NUMBER:
Tim Goncalves, Director of
Innovation& Technology L2
SUMMARY:
No vote is requested for this agenda item.
Review preliminary FY2023 budget for the Department of Innovation& Technology.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/7/2021 5:30pm
ATTACHMENTS:
Description Type
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Department of Innovation & Technology
Requested Budget
Fiscal Year 2023
Submitted by:
Tim Goncalves,
Director of Innovation & Technology
Select Board Presentation
December 7, 2021
BORN"
Town of Lexington
FY2023 Budget Development
9 P
APflll.lg'"
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8600 Innovation & Technology
Mission: The Department of Innovation and Technology (IT) provides a customer-centric
approach to the delivery of innovative technology solutions to meet the needs of the Town
Departments and to strengthen the services provided to our residents while providing the highest
level of security to the Town Network.
Budget Overview: The FY2023 budget request for Innovation & Technology reflects a
decrease of$(133,403) or (4.78)% from the revised FY2022 budget. Compensation decreases
$(34,438) or (3.85)%, which is a net change reflecting the transfer of a staff member to Cary
Library, which offsets contractually obligated step increases. Compensation does not include
any estimate of prospective cost of living increases for contracts expiring on or before June 30,
2022. Funds for prospective increases are captured in the Salary Adjustment account within the
Town Manager's budget.
Expenses decrease $(98,965) or (5.22)%. The major factors driving the decrease in the
expense budget are the decreases in Contract Services, PC and LAN Hardware, and various
decreases in other line items.
The Department of Innovation and Technology supports, maintains and manages townwide
business-related technology. The department supports townwide core services including the
financial system (MUNIS), time keeping (NovaTime), document management (Laserfiche),
facilities maintenance and management technology, domain management, emergency
management web sites and services, and VoIP telephone systems. IT maintains the
infrastructure and security of the network core and co-manages the townwide area network for
Municipal and School departments. The Department manages all Municipal technology
purchases and performs the installations and maintenance of Municipal IT equipment and
services. IT collaborates with Town departments to select, design and implement technologies.
Some Municipal systems supported by the Department include the public safety system
(ProPhoenix),Assessors database (VISION), Town permitting and inspections system (Citizen
Services), GIS systems (ESRI), work and asset management systems (PeopleGIS, SchoolDude,
Freshservice), Town website and social communication systems, Municipal Systems and
Infrastructure (VMWare, Microsoft applications, antivirus/cybersecurity software, archiving
applications, backup systems, IT management systems, cloud storage), and many other
applications. IT staff also provide support and training for end-users.
Department Goals:
1. Maximize the value of current systems
a. Laserfiche d. VISION g. SeamlessDocs
b. ViewPoint Cloud e. BlueBeam
c. MUNIS f. ProPhoenix
8600 - Innovation & Technology 1
2. Continue to invest in the Town's IT infrastructure and security posture
a. Implement recommendations from the network assessment
b. Implement recommendations from the cybersecurity assessment
c. Investigate additional cybersecurity/security measures and services
3. Increase Customer Service Quality
a. Emphasis on a customer-centric approach to working with the departments and staff
4. Focus on future visioning for IT
a. Mobile work initiatives
b. Hosting and replatforming of core systems
c. Unified communication
d. Disaster Recovery (DR) planning and expansion of capabilities
e. Network redundancy planning and implementation
Program Improvement Requests Comp. Expenses Benefits Total
..Ad.m.n.i strati ve..Assistant...... .. ... ......................I........................................................................................................-...........................................................................................................
(PT to FT) $ 34,197 $ $ 16,888II$ 51,085I
Applications Administrator $ 66,895 $ — $ 17,362 $ 84,257
F I. ... . . . ... . . .... ...... .. .................................................................................berMaLntonanceanRepa1r $ $ 5,000 $ $ 5,000
mailaLl...Encryption/Decryption
ncrYption/DecrYptlon Software t.......$.............1.....0......1.....,...0......9...2......$.........................6.....9......,...8.....6......8...........$....................................... .....$................6......9......,..8......6.....8
.... ...
4,868 $ 4,250 $' 210 210...
....'.
.... .... ...:otal 8
8600 - Innovation & Technology 2
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $1,792,874 $2,109,853 $2,700,253 $2,532,434 $(167,819) (6.21)%
Enterprise Funds (Indirects) $142,966 $119,524 $89,039 $123,455 $34,416 28.79%
Total : .i0
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation $860,292 $836,010 $894,792 $860,354 $(34,438) (3.85)%
Expenses $1,075,548 $1,393,367 $1,894,500 $1,795,535 $(98,965) (5.22)%
Total : .00
FY2020 FY2021 FY2022 I FY2023 I Dollar Percent
Program Summary Actual Actual I Appropriation Request Increase Increase
8610 IT Administration $1,935,8401 $2,229,3771 $2,789,2921 $2,655,889 $(133,403) (4.78)%
Total .00 40
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries&Wages $855,562 $831,717 $890,374 $855,878 $(34,496) (3.87)%
Overtime $4,729 $4,293 $4,418 $4,476 $58 1.31%
Personal Services $860,292 $836,010 $894,792 $860,354 $(34,438) (3.85)%
Contractual Services $891,561 $1,179,015 $1,542,000 $1,487,035 $(54,965) (3.56)%
Utilities $82,381 $95,684 $129,000 $127,500 $(1,500) (1.16)%
Supplies $(4,401) $7,560 $29,500 $17,000 $(12,500) (42.37)%
Small Capital $106,0071 $111,1081 $194,0001 $164,000 $ 30,000 15.46
Expenses $1,075,5481 $1,393,3671 $1,894,5001 $1,795,535 $(98,965) (5.22)%
Total 00
8600 - Innovation & Technology 3
y BAGRryro
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Gai :O" Town of Lexington
FY2023 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8600 Innovation & Technology
FY2020 FY2021 FY2022 FY2023
Budget Budget Budget Request
Innovation & Technology 1 1 1 1
Director*
Information Technology Director 1 1 1 1
Municipal Assistant 0.43 0.43 0.43 0.43
Business Analyst/Project 2 2 2 2
Manager
Network Administrator 1 1 1 1
GIS/Database Administrator 1 1 1 1
Support Technician 1 1 1 1
Applications & Systems 1 1 1 1
Administrator
Webmaster** 2 2 1 1
Part-time Intern 0.25 0.25 0.25 0.25
Total FTE 10.68 10.68 9.68 9.68
Total FT/PTJ 10 FT/2 PT 10 FT/2 PT 9 FT/2 PT 9 FT/2 PT
*In FY2021, the Information Technology Department was renamed the Department of Innovation &
Technology, which resulted in a title change for the department head.
**In FY2022, a webmaster was reassigned to Cary Library at Fall 2021 Special Town Meeting.
8600 - Innovation & Technology 4
Town of Lexington
b FY2023 Budget Development
9 P
APflll.lg'"
,IEXIrvG'C Q�'.
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8600 Innovation & Technology
Element: 8610 IT Administration
Budget Description: The Innovation &Technology (IT) FY2023 budget request reflects a
$(133,403) or (4.78)% decrease from the revised FY2022 budget. Compensation decreases by
$(34,438), or (3.85)%, which is a net change that reflects the transfer of a staff member to Cary
Library, offset by contractually obligated increases. Compensation does not include any
estimate of prospective cost of living increases for contracts expiring on or before June 30, 2022.
Funds for prospective increases are captured in the Salary Adjustment account within the Town
Manager's budget.
The requested expense budget reflects an overall decrease of$(98,965) or (5.22)%. Notable
changes from the FY2022 budget include -
• An increase in Communications and Network Support ($70,000) to cover costs
associated with the replacement of the Network Core.
• A decrease in Contract Services ($62,000) due to fewer projects requiring contracted
services during FY2023.
• A decrease in PC Hardware ($30,000) due to the large deployment of laptops during the
pandemic and FY2022 budgeting.
• A decrease in overall Software Maintenance ($30,965; now broken out into 3 categories;
Townwide, Municipal, IT Support) as detailed below.
• A decrease in LAN Hardware ($17,000) due to reduced server replacement needs.
• An increase in LAN Peripherals ($12,000) for replacing the network switches at the
Community Center.
The Software Maintenance budget has been broken up into three new categories.
— Townwide Software Support - This is for Townwide (Town and School) applications such
as MUNIS, Laserfiche, and Workiva (Wdesk).
— Department Software Support - This is for Department-specific (or multi-department)
applications such as PeopleGIS, SchoolDude Work Order System, and NovusAgenda.
— IT Software Support - This is for IT, general infrastructure and security applications such
as our Freshservice ticketing system, Anti-virus applications and our remote assistance
tools.
Although there are annual increases in software maintenance in applications like MUNIS and
ProPhoenix, the number of licenses for many other applications were cut or reduced, especially
under IT Software Support, which represents an overall reduction of$(30,965).
Budget Data (by Expense Category and Object Code)
8600 - Innovation & Technology 5
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Revised Request Increase Increase
511000 Regular Wages $850,768 $823,391 $850,079 $815,929 $(34,150) (4.02)%
511010 Part-Time Wages $0 $0 $24,995 $25,649 $654 2.62%
512000 1 Seasonal Part-Time $4,4061 $7,7171 $10,0001 $10,000 $0 -%
514090 1 Longevity $388 $6091 $5,3001 $4,300 $(1,000) (18.87)%
513000 1 Overtime $4,7291 $4,2931 $4,4181 $4,476 $581 1.31%
Subtotal Compensation $860,292 $836,010 $894,792 $860,354 $(34,438) (3.85)%
520000 Contract Services 1 $40,3351 $48,2341 $166,0001 $104,000 $(62,000) (37.35)%
530000 Professional Services 1 $32,033 $0 $0 $0 -%
Subtotal Contractual Services $72,368 $48,234 $166,000 $104,000 $(62,000) (37.35)%
534060 1 Comm. & Network Supp. 1 $110,2501 $275,4481 $210,0001 $280,0001 $70,0001 33.33%
Subtotal Core Shared Expenses $110,250 $275,448 $210,000 $280,000 $70,000 33.33%
521000 1 Utilities 1 $45,1811 $60,6291 $95,0001 $92,500 $(2,500) (2.63)%
534030 Mobile Devices 1 $37,2001 $35,0551 $34,0001 $35,0001 $1,000 2.94%
Subtotal Utilities $82,381 $95,684 $129,000 $127,500 $(1,500) (1.16)%
572000 Mileage $503 $410 $1,000 $1,000 $0 -%
530060 Prof Dev&Training $3,795 $25,524 $32,000 $24,500 $(7,500) (23.44)%
571000 Travel $4,923 $0 $15,000 $8,000 $(7,000) (46.67)%
530040 Sem./Workshops/Conf. $4,807 $1,634 $13,000 $8,000 $(5,000) (38.46)%
573000 Membership/Dues $5331 $1,4001 $3,0001 $3,000 $0 -%
558010 Clothing&Safety Equipment $ 2,173 $1,3361 $2,5001 $2,500 $0 -%
Subtotal Staff Support Services $12,388 $30,304 $66,500 $47,000 $(19,500) (29.32)%
538080 Printing & Forms $0 $0 $500 $500 $0 -%
538010 Advertising $150 $92 $3,000 $1,500 $(1,500) (50.00)%
527020 Equipment Rental $2,711 $2,521 $3,500 $3,500 $0 -%
558000 Supplies $(4,754) $4,138 $22,000 $10,000 $(12,000) (54.55)%
542000 Office Supplies 1 $1,993 $6861 $2,0001 $1,500 $ 500 25.00
Subtotal Office Expenses $100 $7,437 $31,000 $17,000 $(14,000) (45.16)%
534050 Hardware Support $15,749 $73,463 $73,000 $62,000 $(11,000) (15.07)%
585020 Small Equipment $0 $815 $1,000 $1,000 $0 -%
558020 LAN Hardware $14,079 $15,479 $25,000 $8,000 $(17,000) (68.00)%
558030 PC Hardware $70,438 $11,713 $80,000 $50,000 $(30,000) (37.50)%
558060 LAN Peripherals $3,4961 $12,0001 $12,0001 $24,0001 $12,0001 100.00%
558070 PC Peripherals $17,942 $20,756 $150001 $20,0001 $5,0001 33.33%
542040 Office Equipment $6601 $20,3211 $16,0001 $16,000 $0 -%
Subtotal Hardware $122,364 $154,547 $222,000 $181,000 $(41,000) (18.47)%
558040 LAN Software $8,615 $16,465 $35,000 $35,000 $0 -%
558050 PC Software $(9,223) $13,559 $10,000 $10,000 $0 -%
534041 Townwide Software Support $365,965 $367,172 $455,000 $463,000 $8,000 1.76%
534042 Municipal Software Support $212,930 $242,741 $298,255 $321,285 $23,030 7.72%
534043 1 IT Software Support 1 $97,4101 $141,7761 $271,7451 $209,750 $ 61,995 22.81
Subtotal Software $675,697 $781,713 $1,070,000 $1,039,035 $(30,965) (2.89)%
Note-Historical spending for Townwide,Municipal and IT Software are approximations to provide context. In MUNIS,they fall under the same object code.
Subtotal Expenses $1,075,548 $1,393,367 $1,894,500 $1,795,535 $(98,965) (5.22)%
Total 8610 IT Administration $1,935,840 $2,229,377 $2,789,292 $2,655,889 $(133,403) (4.78)%
8600 - Innovation & Technology 6
FY2023 Program Improvement Request #1 of 3
Department: Innovation & Technology
PIR Title: Administrative Assistant (PT to FT)
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL
Code Description FTE FY2023 Only FY2023 & Future FY2023 Request
Compensation
511000 Regular Wages 1.00 $ 59,846 $ 59,846
511010 Part-Time Wages -0.43 $ (25,649) $ (25,649)
513000 Overtime $ —
Other Compensation $ —
Total Compensation 0.57 $ — $ 34,197 $ 34,197
Benefits
Benefits Eligible? 1 $ 16,888 $ 16,888
Expenses
Total Expenses $ — $ — $ —
Purpose/Description of Request: The purpose of this request is to convert our part-time
Administrative Assistant position to a full-time position. The department currently includes 9 full-
time employees and 2 part-time employees and we have a budget of$1.9 million in expenses
alone. The AP Warrants and Payroll and a few other small duties currently occupies the 15 hours
a week that the current position is approved for. Many duties on the current job description
cannot be completed due to the lack of hours and we are hoping to get this position more
involved with the department budget, customer service, time-off requests, memos, purchasing,
organizing department software licenses, contracts, and payments, and project coordination.
Service Implication: The department is in need of a full-time position to accomplish all of the
current duties plus added additional duties to help run the department more efficiently. With the
added hours, we would be able to separate duties from other roles in the department to help
focus on the current strategy of the department which is putting greater emphasis on customer
service and the completion of many outstanding projects.
8600 - Innovation & Technology 7
FY2023 Program Improvement Request #2 of 4
Department: Innovation & Technology
PIR Title: Applications Administrator
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL
Code Description FTE FY2023 Only FY2023 & Future FY2023 Request
Compensation
511000 Regular Wages 1.00 $ 66,045 $ 66,045
513000 Overtime $ —
Other Compensation $ 850 $ 850
Total Compensation 1.00 $ — $ 66,895 $ 66,895
Benefits
Benefits Eligible? 1 $ 17,362 $ 17,362
Expenses
Total Expenses Is — Is —Is —
Purpose/Description of Request: The purpose of this request is to hire a full-time, Applications
Administrator. This request is similar to one in years prior for adding a second Applications
Administrator position (Requested in FY2020 and FY2021).
The current salary range is $32.77-$43.78/hr. For this calculation, the mid-point of$38.51/hr is
used, at 35/hrs per week, and 49 weeks per year, $66,044.65 plus medical benefits.
Currently some of the larger applications in need of additional support are our Financial System,
Public Safety System, Document Management System, Microsoft Office Suite, GIS Systems and
Services and our Electronic Permitting System.
Over the past 10 years, the growth in complex, enterprise applications has rapidly increased to
meet the needs of the Town. The Department has grown, but not at a rate to match the
demands of the technology. Application adoption is growing in Town and more importantly, the
maximization of our current applications. In line with Departmental goals, we have been
maximizing the use of current technology and are utilizing our applications beyond just the
basics which is requiring additional support from the department. Another significant area of
organizational growth is staff mobility technology and tools.
Service Implication: There is currently a lack of advanced knowledge and support for the
growing number (and increased utilization) of applications and bottle necking the workloads for
the of current roles in the department. There is also a lack of support and progression for our
infrastructure systems and security practices since our current Systems and Applications
Administrator is trying to accomplish both roles. Currently, some of our larger enterprise
applications are being supported by our Project Management team. They spend roughly 20
hours a week supporting, troubleshooting, and doing technical work which is taking them away
from coordinating their projects and being able to take on additional project management.
8600 - Innovation & Technology 8
FY2O23 Program Improvement Request #3 of 4
Department: Innovation & Technology
PIR Title: Fiber Maintenance and Repair
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL Projected
Code Description FTE FY2023 Only FY2023 FY2023 Request FY2024 Costs
Compensation
511000 Regular Wages $ —
511010 Part-Time Wages $ —
513000 Overtime $ —
Other Compensation $ —
Total Compensation 0.00 $ — $ — $ — $ —
Benefits
Benefits Eligible? 0 $ — $ — $ —
Expenses
534060 $ 5,000 $ 5,000 $ 20,000
$ -
Total Expenses $ — $ 5,000 $ 5,000 $ 20,000
Purpose/Description of Request:
This PIR is a companion to a capital request to install a redundant network for the Town. As we
install redundant fibered and wireless pathways throughout Town to meet the growing needs for
network resiliency, we need to maintain that infrastructure and repair it as necessary. The
redundant pathways are not currently covered by Town insurance and if damage were to occur
via storm damage or other uninsured sources we will need to repair that damage. The current
network operates on RCN-owned fiber, which will continue to be maintained by RCN.
This is being submitted as a PIR due to the anticipated annual cost for what is essentially a new
service. The request is for $5,000 for the partial first year, which annualizes to $20,000 in
FY2024 and future years. Construction is anticipated during FY2023, so the maintenance
contract will only be needed during the time period when the network is operational. This amount
will adjust as the infrastructure is constructed, the asset value of the infrastructure grows and as
history is developed with this infrastructure. This contract will be reevaluated annually for
sufficient funds and will only be used for network infrastructure repair and maintenance via an
emergency response contract and T&M for repairs.
Service Implication:
The Town's essential services and assets are dependent upon the integrity and resiliency of the
fibered network. For this reason, redundant pathways will be installed. This funding is only for
the repair and maintenance of Town installed network infrastructure to maintain its ability to
function normally. Loss of these critical pathways could result in loss of communication with
public safety radios as well as telephone and LAN/data communication and access.
8600 - Innovation & Technology 9
FY2023 Program Improvement Request #4 of 4
Department: Innovation and Technology
PIR Title: Email Encryption/Decryption Software
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL
Code Description FTE FY2023 Only FY2023 & Future FY2023 Request
Compensation
511000 Regular Wages $ —
511010 Part-Time Wages $ —
513000 Overtime $ —
Other Compensation $ —
Total Compensation 0.00 $ — $ — $ —
Benefits
Benefits Eligible? 0 $ — $ —
Expenses
534040 Software Licensing $ 61,118 $ 61,118
520000 Services-Encryption $ 6,250 $ 6,250
520000 Services-Exchange $ 2,500 $ 2,500
Total Expenses $ 8,750 $ 61,118 $ 69,868
Purpose/Description of Request:
This request is for the purchase and install of a software solution that allows for email encryption
and encryption of files in transport that is fully compatible with the Town email and archiving
solution. The solution currently selected will allow for Outlook integrated encryption for 100
Municipal staff members. This encryption solution is compliant with privacy encryption
requirements (HIPAA, CJIS, PII) and records laws. Additionally, it allows for email discovery
within our existing email archiving and discovery solution.
The cost for the software and licensing for 100 users is $61,118. There are one-time costs to
install the encryption solution and integrate it in our archiving solution ($6,250) and to complete
the install in Exchange ($2,500), for a total of$69,868. If the Town wishes to increase the
number of licensed users in the future, additional licenses may be purchased to match the need.
(To license 400 users, the cost would be approx.$86,000 for software maintenance).
We anticipate a 2% annual increase in software support and that future costs will also include
software upgrades and maintenance beyond the software support cost (estimated to be approx
$4-8,000).
Service Implication:
The Town is currently able to create individual encrypted emails and encrypt files in transport;
however, we do not have a solution that is fully integrated nor one that archives the email and
allows for discovery. Per the advice of Town counsel, the Town needs to change to a solution
that allows for discovery and archiving.
8600 - Innovation & Technology 10
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IT-Page 2 Printed November 24, 2021
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�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: Application Implementation Date: 9/10/2021
Program ID: 5027 Department: Department of Innovation&Technology Revised: 9/10/2021
Submitted by: Tim Goncalves Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov
Description of Capital Program:
This capital program is for large application migrations and implementations. The Initial focus of the capital
program will be to maximize the value of existing applications through the addition of and adoption of features and
modules. In addition to expanding existing applications, some years may include the addition of a new application
or migrating an existing system to a new platform. Additional software modules and features will be adopted to
provide efficiencies,provide new features to manage staff and provide self-service portals. Some new modules and
changes will support paper reduction initiatives. Migration to current software platforms maintains the ability to
support the application,provides current features and maintain system security.
New funding requests for FY2023,
• Cemetery Management S, s�(requested Capital-$55,000, future operating impact-$12,000 per year): In
conjunction with the Department of Public Works,we will acquire a Cemetery Management System. This
system will facilitate cemetery operations. This system will integrate three primary functions—administration,
operations, and mapping of the cemetery plots in Lexington. The system will incorporate many features
including but not limited to: records management, deeds management,plot management, a public portal and
verified mapping of the cemeteries. The implementation of the system will incur a one-time setup fee and then
includes a yearly operating expense(annual maintenance fee for the use of the system). The Cemetery currently
does not have an integrated or complete solution,but rather uses GIS,Access databases, and other assorted
resources to manage its operations.
• Scheduling and Time Tracking Software(requested Capital-$75,000, future operating impact- $30,000 per
year): In conjunction with the Public Safety Departments,we will select,procure and install/configure a
solution to meet the needs of the Police Department for scheduling,time tracking and invoicing of detail work
and to meet the needs of the Fire Department for scheduling and time tracking. This may be 2 different
solutions. The selected solution(s)may also be used for scheduling and time tracking needs of other
Departments. This scheduling software will drastically reduce the amount of time spent in scheduling shifts and
filling open shifts based on rules specific to each bargaining unit. It will also automate and record notifications
and responses from each employee being offered an overtime shift.
• Board of Health Inspections and Permitting Software(requested Capital$13,500,future operating impact-
$3,850 per year): Supports public health staff to streamline their inspections in the field, and transition from
paper to online reports and permits. It is anticipated that the vendor will maintain the software to stay in sync
with state regulations. It had been anticipated that the Town would be able to build a Public Health component
in ViewPoint Cloud,but that has now been ruled out.
Goals of Capital Program:
Introduce systems and features as needed to support Town Departments or increase the effectiveness of managing
Local Government functions, while adopting paperless and efficient technologies.
Migration to current software platforms maintains the ability to support the application and provides current
features. Maintaining supported software is essential for security maintenance.New Systems will be introduced as
requested and vetted to ensure Town functions and needs are effectively met.
Impact if Not Maintained:
Town services will be impacted.
Significant application upgrades or changes. Software applications will reach EOL(end-of-life)or remain on a
version that will become unsupported.Applications that are not maintained on current versions and platforms
IT-Page 4 Printed November 24, 2021
become at risk for security,compatibility with other applications and lack of vendor support. Additionally the Town
may not be able to adopt new features and capabilities that allow for improved efficiency and/or effectiveness.
New applications are selected to meet a Town need. For these applications,that particular need will not be met and
impact will be reflected depending on the identified gap.
Major Spending over Past 5 Years:
This program has funded significant work on MUNIS that is nearing completion.
Work Currently Underway:
The MUNIS module adoption is partially complete and still underway. Tyler Content Manager(TCM)is underway
and being configured for use. Employee Self Service(ESS)has been rolled out and is in the final stages of
completion.
FY2019 Capital also funded the Automatic Vehicle Location(AVL)project for Public Works and is in the final
stages of completion.FY2020 Capital funded projects not been pursued yet for email re-platforming consultation
and cloud platform migration.
The Town website re-platforming(New Town Website)has received many bids and is in the selection process.
The Installation of Microsoft Office 2019 is currently underway.
The Assessors Application Upgrade(Vision)has been largely completed with a few tasks remaining(some report
customization).
Planned Spending for Next 5 Years:
Some larger application migration projects are coming down the line(Possibly FY2024 and FY2025,if ROI is
acceptable).Most notably,the re-platforming of our email system(Office 365)and moving MUNIS to SaaS
(Software as a Service). It is expected that other applications will require upgrades or migrations that are outside of
standard annual upgrades and will be added to this Capital Program in the future.
Basis for Cost Projections:
Cost projections are based on quotes when available.
Stakeholders:
Town staff and Lexington residents.
Operating Budget Impact:
The addition of new software maintenance costs will add to the operating budget in future years in the form of
software maintenance annual charges. Some software may require future platform migrations or other operating
budget professional services to support the system. Some systems may require training funding for IT staff and/or
staff using the system.
The expected operating budget impact of this year's Capital request is expected to be an increase in approximately
$32,000 in the software maintenance object. We do not foresee the need for significant training or professional
services and we do not currently have future platform migration cost estimates or predictions.
Funding Source: Cash Capital,Bonding
Prior Authorizations:
IT-Page 5 Printed November 24, 2021
Town Meeting Authorized Expended Encumbered Remaining Returned
2018/160 $ 390,000 $ 249,399 $ 30,864 $ 109,737 $ —
2019/16N $ 150,000 $ — $ — $ 150,000 $ —
2020/12L $ 325,000 $ 197,440 $ 32,011 $ 95,549 $ —
Totals $ 865,000 $ 446,839 $ 62,875 $ 355,286 $ —
*Data current as of November 23,2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer $ 143,500 $ 200,000 $ 100,000 $ 100,000 $ 100,000
Construction
Equipment
Contingency $ 15,000
Totals $ 158,500 $ 200,000 $ 100,000 $ 100,000 $ 100,000
CPA Amount $ — $ — $ — $ — $ —
IT-Page 6 Printed November 24, 2021
�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: Network Core Equipment Replacement Date: 9/10/2021
Program ID: 5029 Department: Department of Innovation&Technology Revised: 9/10/2021
Submitted by: Tim Goncalves Phone: 781-698-4620 Email: tgonealves@lexingtonma.gov
Description of Capital Program:
The general purpose of this multi-year capital funded project is to replace aging equipment or add equipment that
functions as the core or head end for the Town network. The head end is made up of many components including,
but not limited to,routers, switches,DNS servers, firewalls, access control devices, e-mail spam filters, and web
access control devices. The overall purpose of the head end is to provide security and to manage network traffic.
This capital covers the cost to replace aged end-of-life(EOL) equipment and to cover the cost of purchasing
additional equipment for core security and core needs as new security and needs are defined.
The request for capital funding in FY2023 will be deferred a year due to delays in spending existing project funds
and described delays (below)to beginning these existing projects. The existing approved funding is expected to
meet current project needs. These prior projects need to be completed before we can continue with additional
requests.
Goals of Capital Program:
The Town network core will be able to serve the Town network needs effectively and with the quality of service and
security required to deliver Town services.
Impact if Not Maintained:
Without timely replacements and advancements to meet the overall Town needs, the Town network will become
vulnerable and unreliable,placing multiple assets at risk.
Major Spending over Past 5 Years:
Past funding has been used to replace the network core switch and to relocate it from the RCN Liberty Mutual
Building to the Hadley Public Services Building. Program funding has gone toward the replacement of the Town
firewalls and other Town core technologies, such as email filtering and web filtering.
Work Currently Underway:
Capital program funding was obtained to purchase and install replacement core equipment.Work on the
replacement core equipment is currently underway and is in the engineering, design and procurement stage.Projects
had been delayed due to pending network redesigns and the Town Network Remediation Project that has been in
various stages of progress since 2017. The Town Network Remediation Project is in the final stages of completion.
This work has delayed progress on this capital spending due to the potential significant impact on the hardware
selection. Obtaining equipment and services during the Pandemic has also been a challenge.
Planned Spending for Next 5 Years:
In future years,we will continue to replace core network equipment as it reaches EOL and we will add software,
licensing, services and/or equipment to address security and redundancy needs.
Basis for Cost Projections:
Cost projections are based on quotes and estimates of anticipated equipment replacements.
Stakeholders:
Town staff,Lexington residents
Operating Budget Impact:
New software will result in additional software support annual costs and additional hardware may result in annual
support costs.
IT-Page 7 Printed November 24, 2021
Funding Source: Cash Capital,Bonding
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2016/1ON $ 150,000 $ 87,610 $ — $ 62,390 $ —
2018/16P $ 350,000 $ — $ — $ 350,000 $ —
2019/160 $ 480,000 $ — $ — $ 480,000 $ —
Totals $ 980,000 $ 87,610 $ — $ 892,390 $ —
*Data current as of November 23,2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer $ 15,000 $ 20,000 $ — $ 50,000
Construction
Equipment $ 55,000 $ 160,000 $ — $ 200,000
Contingency $ 10,000 $ 10,000 $ — $ 10,000
Totals $ — $ 80,000 $ 190,000 $ — $ 260,000
CPA Amount $ — $ — $ —
IT-Page 8 Printed November 24, 2021
�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: Municipal Technology Improvement Program Date: 9/10/2021
Program ID: 5030 Department: Department of Innovation&Technology Revised: 9/10/2021
Submitted by: Tim Goncalves Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov
Description of Capital Program:
The general purpose of this capital program is for funding major Municipal infrastructure improvements. Servers,
SANS/data arrays and other critical Town hardware have been primary areas in need of replacement and
improvement.New infrastructure is obtained with a focus to achieve technical consolidation,energy savings,
reduction in financial burdens and reduction in staff maintenance time while increasing management efficiencies,
increasing reliability and introducing new capabilities. This program is utilized regularly to expand data storage to
keep up with the rapidly growing data sets and unstructured files due to e-mail archiving,Laserfiche document
scanning, digital services,Town Archives digital archive projects and the rapid growth of GIS data.
Needs in this program are driven by the increased dependency on technical resources for the everyday function of
the Town and thereby,requirements to increase our application agility,capacity and availability.
The capital funding in future years is expected to continue to expand to meet data storage capacity and expand
backup capacity to match the file storage growth, ensuring compatibility with a focus on cloud based services.In
addition to SAN needs,hardware and licensing may be purchased to assist with data transfer to cloud services and
Cloud backup and DR needs.
The FY2023 capital request is deferred for another year.
Goals of Capital Program:
This capital will provide the ability to continue to support the Towns application and storage needs. The need for
this equipment is driven by the rapidly growing data sets and unstructured files due to e-mail archiving,Laserfiche
document scanning, digital services,Town Archives digital archive projects and the rapid growth of GIS data. It is
also driven by the increased dependency on technical resources for the everyday function of the Town and whatever
the current application focus is.
This capital is to provide the technology, storage and services needed to provide the foundation on which Town
services may be delivered and maintained. The improvement in this program are to ensure the Municipal technical
infrastructure can efficiently and effectively host and manage the Town applications with the highest possible up-
time. Additionally the program is to to maintain flexibility in order to respond to the fast paced and changing needs
of current Town technologies.
Impact if Not Maintained:
The old equipment will become unstable and unsupported. The Town will run out of file storage space. The Town
will not be able to maintain services that are dependent on this technology. Uptime will be diminished. The Town
will not be able to respond with agility to new needs.
Major Spending over Past 5 Years:
Since FY2012,we started pursing technical consolidation and energy savings with the purchase and installation of
SAN(storage area network) and blade server technology.We then adopted virtualization technology along with
further SAN expansion and redundancy. This facilitated the Town to adopt a more agile and economic approach to
server and application maintenance and management. The success of the Town systems has resulted in the growth
of data,backup, archiving and further adoption of Town wide applications. The capacity and stability of the systems
also assisted the Town in the recovery from the Municipal data-center loss in February 2020. This data center loss
IT-Page 9 Printed November 24, 2021
temporarily paused the progress in this program due to the significant infrastructure replacement via insurance
funds. The Town is currently wrapping up the loss recovery.
Work Currently Underway:
Past funding will be used to replace servers and SANS that are end-of-life(EOL)as originally described and
requested. The data center loss recovery process was significantly longer than expected due to Pandemic related
technology and services delays. The existing funding was therefore not spent until the recovery was complete,due
to the potential impact on the details of the hardware selection. The data center loss recovery is expected to be
substantially complete before Jan. of 2022.It currently appears that this previously requested storage replacement
and expansion will still be required as originally requested.
At this time,the department will proceed with the replacement of the old(EOL) equipment to match the new data
center equipment and the new department DR strategies.
Planned Spending for Next 5 Years:
Future year funding will be to continue to expand the SAN capacity by adding expansion arrays to existing SANs
and expanding Backup capacity to match the file storage growth. It will also include replacement of major
infrastructure as it ages out. It is expected that new technology will be defined and infrastructure needs will be
addressed in this program.
Basis for Cost Projections:
Vendor quotes
Stakeholders: Town staff,Lexington residents
Operating Budget Impact:
The hardware replacement is a move to control operating expenses while technology services and needs grow
exponentially and the cost to support older equipment rapidly rises. Efforts will be made to centralize administration
and potentially consolidate resources as we are able.
Operating budget impact may be an additional hardware or software maintenance cost,however a replacement item
is expected to have a similar support cost to the item being replaced.
Funding Source: Cash Capital,Bonding
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2015/110 $ 140,000 $ 136,148 $ — $ — $ 3,852
2017/12S $ 100,000 $ — $ — $ 100,000 $ —
2018/16N $ 200,000 $ — $ — $ 200,000 $ —
2019/16M $ t50,000 $ — $ — $ 150,000 $ —
2020/12K $ t00,000 $ — $ — $ 100,000 $ —
Totals $ 690,000 $ 136,148 $ — $ 550,000 $ 3,852
*Data current as gfNovember 23,2021.
IT-Page 10 Printed November 24, 2021
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer $ 15,000 $ 15,000 $ 15,000 $ 15,000
Construction
Equipment $ 75,000 $ 75,000 $ 75,000 $ 75,000
Contingency $ 10,000 $ 10,000 $ 10,000 $ 10,000
Totals $ — $ 100,000 $ 100,000 $ 100,000 $ 100,000
CPA Amount $ — $ — $ — $ — $ —
IT-Page 11 Printed November 24, 2021
�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: Network Redundancy&Improvement Plan Date: 9/10/2021
Program ID: 5031 Department: Department of Innovation&Technology Revised: 9/10/2021
Submitted by: Tim Goncalves Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov
Description of Capital Program:
The purpose of this program is to both improve the resiliency of the Townwide fiber network and to provide better
networked services.Also included in this capital program is the enhancement of communications within Municipal
buildings through the installation of wireless access to our wide area and local area networks or WiFi. This may
include the installation of distributed antenna systems (DAS)to improve cellular based communications and data
needs.
The Town, as is the case with most public and private organizations,relies on its computer networks to support
operations, compile and maintain critical data and communicate. This functionality is critical to the efficient and
effective delivery of all municipal services. The wide area and local area computer networks that are the conduit for
the movement of voice and data are subject to downtime due to events that are beyond our control. Consequently,it
is important to develop redundant pathways to ensure that critical communications are not vulnerable. Such
pathways would include new fiber runs and/or wireless links between municipal and school buildings.
Today,the Town achieves its network connectivity using RCN provided fiber. This fiber network is currently at no
cost to the Town and is installed as a hub and spoke topology to approximately 31 Town locations. The Municipal
and School IT Departments share a single common network core(head end). The connectivity of each Town
location is currently achieved over two strands of single-mode dark fiber(to most locations), converging at the town
head end. Approximately 95%of the fiber network is aerial (on poles)within the RCN residential fiber bundles.
There is no network redundancy in the existing design.
The FY2023 Capital request will fund the first phase of installation for the Town Network Infrastructure
Redundancy Project. This fiber network installation aspect of the program will be constructed as a multiphase/multi-
year project that will be pursued per a combination of prioritized sites and cost-efficient phasing. This first phase
establishes the core loop infrastructure to a new Municipal Area Network(MAN).
The complete fiber construction portion of the Town Network Infrastructure Redundancy Project is anticipated to
cost approximately$1,500,000 and will be accomplished over approximately 3 years. In addition to the physical
fiber construction of this new network,the Town switches will require some professional services for
reprogramming and testing and will require small equipment to connect to the new network(network transceivers).
The first year(FY2023)will be phase one and cost$800,000 for fiber infrastructure construction. This first phase
will construct the multiloop core infrastructure and will provide redundant connections to top tier critical buildings.
During this first phase of the project$70,000 is budgeted for Town network small equipment and Town network
programming. This is for network transceivers to connect the new fiber network to Town equipment.
The second year of the fiber construction(FY2024),includes both phase 2 and phase 3 of the project and will cost
approximately$300,000 to construct the fiber connections to tier 2 and tier 3 sites. This will be accomplished by
adding branches or extensions to the core loops of the new fiber network. During phase 2 and 3 a total of$75,000 is
budgeted for small equipment and Town network programming.
The third year of the fiber construction(FY2025), or phase 4,will cost approximately$200,000 to finish the
construction to any remaining sites that need to be connected to the new redundant MAN. This is currently a
placeholder amount.
The Program will support the installation of a Town-owned and maintained fiber network with wireless point to
point links, as appropriate. This new network will be a separate and redundant network to the RCN fiber network.
Additionally,this new network will have the capability to function independently as the only network for the Town,
should RCN not be an option in the future.
IT-Page 12 Printed November 24, 2021
Outside,grant-based funding will also be sought to supplement this funding request for the fiber construction.
Additional point-to-point wireless connections may be added to phase 2 and 3 construction and are not currently in
the described budget. These are most likely to be added at phase 3.
FY2025 and FY2026 requested funding is a placeholder dollar figure.
Goals of Capital Program:
There has been a growing need for mobility and for access to Town assets while mobile.The driver behind the
mobility aspect of this program was to improve efficiency and to support mobile/in-fieldwork forces. Our goal is to
fully provide the resources needed to perform job requirements,whether the staff member is in the office or not.
Additionally the data entry and access is to be performed in real time,with the elimination of paper.
The Town has experienced a number of outages over the years that are attributable to damaged Town RCN fiber
and the vulnerability of that fiber. The Town intends to protect communication(both data and voice)between sites
that are assessed as critical to the daily function and safety of the Town. Best efforts will be to utilize existing
underground infrastructure. Public safety equipment is now dependent on the Town MAN(municipal area network)
as its equipment has been and is continuing to be upgraded to IP or network based. This will be achieved via
construction of an independent and redundant network. Our goal is to achieve redundancy and vendor independent
capability.
Impact if Not Maintained:
The Town will continue to use paper processes in the field and not have live access to information.
The Town will experience network outages which impact data and application access in addition to voice and radio
communications.Public Safety communication will remain at risk and may be interrupted.
Major Spending over Past 5 Years:
Funding from past program years have contributed toward the installation of WiFi in some Municipal buildings.
The WiFi installs throughout Town have created significant improvements and efficiencies in general Town
business functions and has allowed for the installs of new technologies, such as mobile point of sale systems. The
Municipal unified WiFi systems also allows for seamless, secure staff mobility within Municipal buildings.
Work Currently Underway:
Pending work is dependent upon the completion of the Town network remediation project which is very close to
completion. The redundant paths will not work without this reprogramming. This has been a long, complex project
in conjunction with the School IT Department.
Throughout the past year we have worked with an outside consult who has designed a draft plan for the redundant
paths.
The next phase will be to refine some requirements and to develop the details of the multi department construction
project. We will be writing the RFP as soon as final details are approved.
Prior approved funding is still to be used as originally requested. The previous program funding for the design and
some fiber installation(2014)will fund the engineering design phase of the RFP and contribute toward a small part
of the complete redundant network design. This portion of the funds has been on hold,pending the Network
Remediation Project completion.
The 2017 program funds will be used to install a wireless link to create a critical redundant path. This portion of the
funds has been on hold,pending the Network Remediation Project completion and the AT&T/Public Safety Tower
construction. The Public Safety/AT&T communications tower has progressed and is a joint project with Facilities,
IT and Public Safety. It is currently in the design stages. The IT Department will install a point-to-point wireless
dish on the tower for added redundancy when needed.
The rest of the construction funds for this construction of the Town Redundant Network are the focus of this capital
request and are not yet awarded.
IT-Page 13 Printed November 24, 2021
Planned Spending for Next 5 Years:
Funded capital will be utilized to develop the fully engineered network design,key redundant paths and to install
the first point-to-point wireless connection. As soon as the infrastructure and logical capability exists on the Town
network,we will proceed with the project.
We will request funding,via this capital and other funding sources,to continue the build out of the redundant paths.
Basis for Cost Projections:
Vendor quotes were obtained. Future projections are currently placeholder dollar amounts until the technology and
plan is fully developed.
Stakeholders:
IT,Public Safety services(Police and Fire), Town staff,Lexington residents
Operating Budget Impact:
Additional maintenance contracts would increase the operating budget.
A service contract will be added to the IT operating budget to support fiber network maintenance and emergency
repair response. We are currently obtaining quotes,however estimates are $25,000 annually.
Funding Source: Cash Capital,Bonding,ARPA
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2014/1OP $ 140,000 $ 712 $ — $ 139,288 $ —
2017/12T $ 130,000 $ — $ — $ 130,000 $ —
Totals $ 270,000 $ 712 $ — $ 269,288 $ —
*Data current as of November 23,2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer $ — $ — $ — $ —
Construction $ — $ — $ — $ —
Equipment $ 870,000 $ 400,000 $ 200,000 $ 100,000 $ —
Contingency $ 75,000 $ 50,000 $ 20,000 $ 10,000 $ —
Totals $ 945,000 $ 450,000 $ 220,000 $ 110,000 $ —
CPA Amount $ — $ — $ —
IT-Page 14 Printed November 24, 2021
�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: Phone Systems &Unified Communications Date: 9/10/2021
Program ID: 5033 Department: Department of Innovation&Technology Revised: 9/10/2021
Submitted by: Tim Goncalves Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov
Description of Capital Program:
This capital program is to address Townwide'telephone'needs. Pursuant to the consultant's study, a phased-in plan
was developed for the installation of VoIP(Voice over Internet Protocol) systems based on the age and condition of
the existing systems and their estimated end-of-life or end-of-service(EOL,FOS).
In recent years of this capital request,we requested funding for the replacement of some EOL core VoIP equipment
that was installed at the beginning of the VoIP project and funding to migrate licensing and systems to current
license structure and current software licensing. Other funding that will be requested in the future years is for the
replacement of additional EOL equipment and the purchase and installation of Unified Communication(UC)
services and systems. We are currently engaged with a consultant to assess our current state and to and help develop
the strategic plan to migrate to unified communications. This will help to define the future EOL replacement
schedule and future equipment needs.
Unified Communication may include,but is not limited to,Townwide:
• Shared Calendar
• Messaging
• Scheduling
• Webinar/meeting software
The FY2023 capital request is deferred for another year in order to complete past funding projects and to complete
the Phone/UC study.
Goals of Capital Program:
Maintain stability of Town communications systems and to ensure uptime and availability. Current phone
technology, specifically VoIP,is expected to provide cost savings with regard to phone line costs,maintenance and
service issues. The primary impetus for this program,however,was to replace failing systems. The newer VoIP
technology offers benefits such as caller ID, system redundancy,paperless faxing, simplified personnel moves and
call transfers between buildings, features that are currently not available with the older PBX systems. Additionally,
the unified system centralizes administration,provides better call quality and delivers better customer service.
Unified Communications(UC)not only augments the capabilities of telephony,but standardizes and builds upon
its capability,when done right. UC has become more critical for the Town as recent events have fragmented work
communications. UC is expected to assist with a more seamless and connected remote and hybrid work force.
Impact if Not Maintained:
Unreliable services and communication systems failures.
Major Spending over Past 5 Years:
Over the course of this program,the Town has replaced all School telephone systems and nearly all Municipal
telephone systems. The management of these systems are centralized and managed by the Town department of
Innovation&Technology. The annual phone line costs are half the cost of the prior systems. Additional savings are
expected upon completion of the system installs and upon the installation of network redundancy.
Work Currently Underway:
Current remaining, funded work includes phone system replacement with VoIP systems. Remaining building
installs include,the Public Services Building,the Police Station, East Lexington Fire Station.Also as a part of this
IT-Page 15 Printed November 24, 2021
project are a fax server and conference call system installs. The program is currently on budget and it is expected
that most,if not all, contingency funding toward this project will be returned.
The East Lexington Fire Station installs are just about to begin with the electrical work that was just recently
completed. The Police Station is scheduled next and then the Public Services Building following that. The existing
funding is expected to be sufficient to complete the originally scheduled installations. The consultant study was
delayed(due to the Pandemic),however the study is expected to be complete by Jan 2022.We will therefore not be
requesting funding for FY2023.
Please note that the Town network remediation project temporarily delayed continued adoption of the VolP system
due to the significant disruption the reprogramming of the network was causing. The Town network remediation
project is anticipated to be complete by Jan 2022.
Planned Spending for Next 5 Years:
In FY2021 we requested funding for the replacement of some EOL core equipment installed at the beginning of the
VoIP project. Additional hardware will require replacement over the next 5 plus years as the unit reach EOL or
EOS. The hardware purchased at the beginning of the project have a longer then anticipated EOL/EOS, so
replacement schedules have been extended.Additionally, some hardware has been replaced with virtual systems,
significantly reducing replacement cost. The FY2021 funding will also be used to migrate licensing and systems to
current license structure and current software licensing. Other funding that will be requested in future years is for
the purchase and installation of Unified Communication services and systems. This is likely to include more mobile
workforce capability(e.g. softphones).
Basis for Cost Projections:
Vendor quotes are obtained.
Stakeholders:
Town staff,Lexington residents
Operating Budget Impact:
Telephone utilities costs are reduced,maintenance costs of the systems are centralized and consolidated for annual
support savings. The cost for the new VoIP systems and utilities are captured in the Innovation&Technology
operating budget. The cost to support selected UC solutions will increase the IT operating budget.
Funding Source: Cash Capital,Bonding
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2012/12P $ 591,000 $ 561,562 $ 6,150 $ 23,288 $ —
2014/100 $ 260,000 $ 119,905 $ — $ 140,095 $ —
2015/11N $ 52,000 $ — $ — $ 52,000 $ —
2017/12R $ 120,000 $ — $ — $ 120,000 $ —
2020/12M $ 150,000 $ — $ — $ 150,000 $ —
Totals $ 1,173,000 $ 681,467 $ 6,150 $ 485,383 $ —
*Data current as of November 23, 2021.
IT-Page 16 Printed November 24, 2021
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer $ 20,000 $ 20,000 $ 10,000
Construction $ — $ — $ —
Equipment $ 70,000 $ 60,000 $ 50,000
Contingency
Totals $ — $ — $ 90,000 $ 80,000 $ 60,000
CPA Amount $ — $ — $ — $ — $ —
IT-Page 17 Printed November 24, 2021
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IT-Page 18 Printed November 24, 2021
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�- Town of Lexington - FY2023-27 Capital Improvement Project
Project Name: Scanning-Electronic Document Management Date: 9/10/2021
Project ID: IT-23-1 Department: Department of Innovation&Technology Revised: 9/10/2021
Submitted by: Tim Goncalves Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov
Description of Project:
The purpose of this program is to scan and import existing physical documentation into Town document
management systems. This program is a continuation of an old capital(693)through which the Town acquired and
began to populate the document management system. Laserfiche and Tyler Content Manager(TCM)are the current
two document management systems the Town uses. To continue to support a move toward paperless workflow and
management there are still a number of Departments that have paperwork that needs to be scanned and imported
into their respective systems.
Scanning and import of documentation into Laserfiche has been slowly progressing but unable to continue
significantly without designated funding. Significant work has been done in Laserfiche configuration and workflow.
As a part of this initiative,the continued creation and receipt of physical documentation will be stopped as we are
able to convert to a completely paperless process.
Justification/Benefit:
Ease of use with file management tools and electronic workflows. Free up on-site physical space.Archives are
backed up and available online to both employees(on-site or work-from-home)and the public, as appropriate.
Impact if Not Completed:
The Town will continue to use paper and experience paper storage issues. The paper record will continue to be at
risk of loss. Inefficient methods of physical document searching will continue.
Timeframe:
This capital program request is for funding for the scanning and import of the physical documentation in a phased
approach. We expect the program will run for approximately 3 years. Each year, departments workflows and
processes will be reassessed in order to develop the scanning plan for the next year. Scanning projects will be
scheduled once electronic workflows are in place.
Replacement Frequency: N/A
Basis for Cost Projections:
Vendor quotes were obtained. Future projections are currently placeholder dollar amounts.
Stakeholders:
Town staff,Lexington residents
Operating Budget Impact:
There is no distinguishable increase in Operating Budget.The impact of the growth in storage will increase some
on-site maintenance and storage systems costs and will also increase our off-site storage costs proportionate to the
increase in data we are retaining. However we do not have enough metrics to speak to the precise increase of this
volume of data on our new storage systems.
Funding Source: Cash Capital,Bonding
IT-Page 20 Printed November 24, 2021
Prior Authorizations:
Town Meeting Description Authorized Expended Encumbered Remaining Returned
2011/10G Document Management System $ 410,000 $ 398,514 $ — $ 11,486 $ —
2012/12Q Document Management System $ 145,000 $ 85,248 $ 9,313 $ 50,440 $ —
2013/10G Document Management System $ 60,000 $ — $ — $ 60,000 $ —
Totals $ 615,000 $ 483,762 $ 9,313 $ 121,926 $ —
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition $ — $ — $ — $ — $ —
Design/Engineer $ 100,000 $ 100,000 $ 100,000 S - $ -
Project Management $ - $ - $ - S - S -
Construction $ - $ - $ - S - S -
Equipment $ — $ — $ — $ — $ —
Contingency $ 10,000 $ 10,000 $ 10,000 $ — $ —
Totals $ 110,000 $ 110,000 $ 110,000 $ — $ —
CPA Amount $ — $ — $ — $ — $ —
IT-Page 21 Printed November 24, 2021
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
FY2023 Proposed Budget - Department of Public Facilities Presentation
PRESENTER: ITEM
NUMBER:
Mike Cronin, Director of Public
F ac ilities I.3
SUMMARY:
No vote is requested for this agenda item.
Review preliminary FY2023 budget for the Department of Public Facilities.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/7/2021 6:OOpm
ATTACHMENTS:
Description Type
D ➢rescnnaJ snn Fac:iniiJ p 2'V2023 Prang o,,'cd Budg el Prc sen Ltflo n
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Department of Public Facilities
Requested Budget
Fiscal Year 2023
Submitted by:
Michael Cronin, Director of Public Facilities
Select Board Presentation
December 71 2021
Town of Lexington
4 ' FY2023 Budget Development
APRI6 191
Departmental Budget Requests
Program: 2000 Shared Services Subprogram: 2600 Public Facilities
Mission: The mission of the Department of Public Facilities is to manage the efficient operation
and daily 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.
Budget Overview: The Department of Public Facilities (DPF) FY2023 budget consists of three
divisions: Educational Facilities, Municipal Facilities and Shared Facilities.
The DPF FY2023 level-service All Funds budget is increasing by $320,683 or 2.52%. The
General Fund budget is increasing by $311,178 or 2.56%. The primary driver of this increase is
from Compensation, which is increasing by $77,778 or 1.26% due to contractually obligated step
increases.
Overall Utility costs are currently level-funded. Staff are working to refine projections further, and
anticipate a small decrease due to savings from adding solar panels to seven schools which are
expected to go online in Spring 2022. Those projections have been delayed by efforts to
address ventilation issues for the pandemic response.
Utility FY2020 FY2021 FY2022 FY2023
Summary Actual Actual Appropriation Request Change %
Electricity $ 2,172,456 $ 2,146,000 $ 2,540,901 $ 2,540,901 $ — —%
Natural Gas $ 756,663 $ 842,268 $ 798,500 $ 798,500 $ — —%
Water/Sewer $ 72,676 $ 40,980 $ 99,500 $ 99,500 $ — —%
Total $ 3,001,795 $ 3,029,248 $ 3,438,901 $ 3,438,901 $ — —%
Revenues from building rentals have slowed dramatically during the response to the pandemic,
but a balance remains available to fund ongoing staffing costs; overtime coverage for events are
minimal because of the light schedule for events.
Department Goals: DPF Goals for FY2023 include: Support the day to day operations of all
town buildings, support the School Master Plan, review and refine the 20-year capital plan
information and incorporate into viable capital plan, and implement other capital and priority
projects.
2600 - Public Facilities 1
Program Improvement Requests Division Comp. Expenses Benefits Total
Update Admin Role and Make Full-time Shared Facilities $ 27,000 $ - $ 16,783 $ 43,783
Additional Maintenance Responsibilities Municipal Facilities $ - $ 30,700 $ - $ 30,700
Maintenance of Empty Facilities $ - $ 25,000 $ - $ 25,000
Total 2600'by Request $ 27,000 $ 55,700 $ 16,783 $ 99,483
Budget Summary - General Fund
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $11,075,948 $11,120,623 $12,132,153 $12,442,258 $310,105 2.56%
PEG Special Revenue Fund $19,466 $20,310 $21,212 $22,285 $1,073 5.06%
Total 00
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation $5,672,548 $5,588,376 $6,178,714 $6,256,492 $77,778 1.26%
Expenses $5,422,866 $5,552,557 $5,974,651 $6,208,051 $233,400 3.91%
Total .00 (General Fund) $11,095,414 $11,140,933
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
2610- Education Facilities $7,938,774 $7,904,917 $8,534,697 $8,657,461 $122,764 1.44%
2620- Municipal Facilities $1,987,953 $2,024,527 $2,388,4491 $2,442,061 $53,612 2.24%
2630- Shared Facilities 1 $1,168,6871 $1,211,4891 $1,230,2191 $1,365,0211 $134,802 10.96%
Total .00 0. .
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries &Wages $5,378,169 $5,372,219 $5,845,430 $5,918,876 $73,446 1.26%
Overtime $294,379 $216,157 $333,284 $337,616 $4,332 1.30%
Personal Services $5,672,548 $5,588,376 $6,178,714 $6,256,492 $77,778 1.26%
Contractual Services $1,509,275 $1,501,518 $1,527,440 $1,568,250 $40,810 2.67%
Utilities $3,122,259 $3,115,925 $3,503,751 $3,520,601 $16,850 0.48%
Supplies $654,429 $809,520 $800,860 $868,700 $67,840 8.47%
Small Capital 1 $136,904 $125,594 $142,6001 $250,5001 $107,9001 75.67%
Expenses $5,422,867 $5,552,557 $5,974,651 $6,208,051 $233,400 3.9 1%
Total .00
2600 - Public Facilities 2
Budget Summary - Revolving Funds* and Grants
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Building Rental Revolving $484,523 $32,591 $570,000 $579,000 $9,000 1.58%
Fund
Total .00
1 111 $579,000 $9,000
"Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4.
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Appropriations Summary Actual Actual Appropriation Request Increase Increase
Building Rental Revolving
Fund $445,126 $8,458 $569,394 $578,899 $9,505 1.67%
Personal Services $225,049 $2,333 $353,294 $361,727 $8,433 2.39%
Expenses $205,350 $6,125 $198,000 $198,000 $0 —%
Benefits $14,728 $0 $18,100 $19,172 $1,0721 5.92%
Total .00
1
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Appropriations Summary Actual Actual Appropriation Request Increase Increase
Compensation $5,897,596 $5,590,709 $6,532,008 $6,618,219 $86,211 1.32%
Expenses $5,628,216 $5,558,682 $6,172,651 $6,406,051 $233,400 3.78%
Benefits 1 $14,728 $0 $18,1001 $19,1721 $1,072 5.92%
Total .00 i $11,149,391 $12,722,759 $13,043,442 $320,683
2600 - Public Facilities 3
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Departmental Budget Requests
Program: 2000 Shared Services Subprogram: 2600 Public Facilities
FY2020 FY2021 FY2022 FY2023
School Facilities 2610 Budget Budget Budget Request
Maintenance Staff* 11 12 12 12
Custodian 54 54 54 54
Subtotal FTE 65 66 66 66
Municipal Facilities 2620
Custodian" 10 12 12 12
Subtotal FTE 10 12 12 12
Shared Facilities 2630
Director of Public Facilities 1 1 1 1
Assistant Director of Public Facilities 1 1 1 1
Superintendent of Custodial Services 1 1 1 1
Project Manager 1 1 1 1
Facility Superintendent 1 1 1 1
Facility Engineer 1 1 1 1
Event Manager 1 1 1 1
LHS Facility Manager 1 1 1 1
Office Manager 1 1 1 1
Admin. Asst. - Facility Coordinator 1 1 1 1
Administrator 1 1 1 1
Municipal Assistant- Part time 1 0.5 0.5 1 0.5 1 0.5
Subtotal FTE 11.5 11.5 11.5 11.5
Total FTEI 86.5 1 89.5 1 89.5 1 89.5
Notes:
* FY2021 includes 1.0 additional maintenance staff person to address an increasing work load due to
expanding the town's building footprint over the past decade.
** FY2021 includes 2.0 additional staff for municipal custodians to absorb the contracted custodial
expenses for the Town Office Building, Public Services Building, Cary Memorial Library and original Visitors
Center with in-house staff, and expand coverage to include the Town Pool, Center Playground bathrooms
and the new Visitors Center.
2600 - Public Facilities 4
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Town of Lexington
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Departmental Budget Requests
Program: 2000 Shared Services Subprogram: 2600 Public Facilities
Element: 2610 Education Facilities
Budget Description: The Education Facilities division provides maintenance and custodial
care, contracted services, landscaping and utilities for school facilities. The budget includes 54
school custodians and 12 maintenance employees that serve both town and school buildings.
The All Funds FY2023 budget request reflects an increase of$124,804 or 1.41% from FY2022.
This level-service budget reflects an increase in Compensation of$34,644 or 1.14% from
FY2022, which reflects contractual obligations for step increases.
Expenses are projected to increase by $88,120 or 2.08% from FY2022, which reflects increasing
costs overall, but especially in cleaning and maintenance supplies.
The Rental Revolving Fund will increase spending by $2,040 or 0.61% for FY2023, which is
driven by a projected increase in overtime costs.
Division Goals: Continue to develop capabilities of Townwide maintenance staff with lower
costs and improved service. Support students and staff with excellent service to provide for
optimal learning environments.
2600 - Public Facilities 5
Budget Data (by Object Code)
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511300 Regular Wages $3,122,892 $2,961,752 $3,201,814 $3,238,265 $36,451 1.14%
513000 Overtime $170,922 $139,812 $181,346 $183,703 $2,357 1.30%
514100 1 Stipends 1 $15,6601 $T6,4001 $18,6501 18,650 $0 -%
Custodial Compensation $3,309,474 $3,117,964 $3,401,810 $3,440,618 $38,808 1.14%
511300 Regular Wages $696,442 $684,039 $837,304 $832,400 $(4,904) (0.59)%
513000 Overtime $55,624 $28,990 $56,941 $57,681 $740 1.30%
514100 Stipends $2,700 $2,400 $4,350 $4,350 $0 -%
Maintenance Compensation $754,766 $715,429 $898,595 $894,431 $(4,164) (0.46)%
Subtotal Compensation $4,064,240 $3,833,393 $4,300,405 $4,335,049 $34,644 0.81%
530000 Professional Services $12,524 $18,271 $17,200 $17,550 $350 2.03%
524030 Equip. Service & Repair $26,520 $31,000 $31,000 $31,500 $500 1.61%
545000 Supplies& Materials $191,266 $214,000 $214,000 $235,000 $21,000 9.81%
571000 Travel $1,460 $3,372 $4,000 $4,000 $0 -%
585000 1 Equipment $30,6481 $33,0001 $33,0001 $33,660 $6601 2.00%
Custodial Expenses $262,418 $299,643 $299,200 $321,710 $22,510 7.52%
520000 Contract Services $313,206 $189,503 $192,245 $196,000 $3,755 1.95%
529000 Security Infrastructure Maint. $52,769 $67,619 $87,500 $90,000 $2,500 2.86%
524070 Painting $98,749 $83,839 $105,000 $105,000 $0 -%
524020 Facility Service & Repair $114,240 $156,520 $155,220 $157,000 $1,780 1.15%
524030 1 Equip. Service & Repair $91,309 $248,632 $199,275 $202,000 $2,725 1.37%
530060 Prof Dev&Training $4,930 $5,680 $9,000 $9,000 $0 -%
558000 Supplies $34,939 $26,970 $35,000 $35,000 $0 -%
545000 Supplies& Materials $246,041 $290,441 $265,000 $290,000 $25,000 9.43%
582040 Roof Repairs 1 $28,3361 $37,0001 $37,0001 $38,0001 $1,0001 2.70%
Maintenance Expenses $984,519 $1,106,204 $1,085,240 $1,122,000 $36,760 3.39%
520000 Contract Services $122,500 $128,656 $108,000 $110,000 $2,000 1.85%
524010 Landscaping Maintenance $118,067 $88,506 $115,500 $118,000 $2,500 2.16%
524030 Equip. Service & Repair $48,344 $57,376 $47,000 $50,000 $3,000 6.38%
531030 Gasoline/Diesel $19,746 $23,701 $26,000 $41,500 $15,500 59.62%
545000 Supplies& Materials $8,6841 $12,5111 $7,0001 $10,0001 $3,0001 42.86%
558010 Clothing &Safety Equipment $19,2371 $16,4241 $27,2001 $27,200 $0 -%
585000 1 Equipment $35,0001 $37,0781 $35,0001 $37,0001 $2,0001 5.71%
Landscaping Expenses $371,578 $364,252 $365,700 $393,700 $28,000 7.66%
521010 Electricity $1,600,864 $1,567,563 $1,755,861 $1,755,861 $0 -%
521030 Natural Gas $559,431 $680,507 $590,241 $590,241 $0 -%
531000 Water/Sewer $54,166 $16,770 $75,000 $75,000 $0 -%
534010 Network&Communications $17,026 $13,446 $16,800 $16,800 $0 -%
534020 1 Telephone 1 $24,5321 $21,9201 $45,0001 $45,000 $0 -%
531030 1 Gasoline/Diesel $0 $1,2201 $1,2501 $2,100 $8501 68.00%
Utility Expenses $2,256,019 $2,301,426 $2,484,152 $2,485,002 $850 0.03%
Subtotal Expenses $3,874,534 $4,071,525 $4,234,292 $4,322,412 $88,120 2.08%
Total General Fund-Education $7,938,774 $7,904,918 $8,534,697 $8,657,461 $122,764 1.44%
Facilities
2600 - Public Facilities 6
Public Facilities Building Rental Revolving Fund
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $0 $0 $0 $0 $0 -%
513000 Overtime $95,788 $0 $156,916 $158,956 $2,040 1.30%
511 110 Part-Time Wages F $0 $0 $0 $0 $0 -%
Personal Services $95,788 $0 $156,916 $158,956 $2,040 1.30%
524020 Facility Service & Repair $86,350 $6,125 $79,000 $79,000 $0 -%
521010 Electricity $36,000 $0 $36,000 $36,000 $0 -%
521030 Natural Gas $18,000 $0 $18,000 $18,000 $0 -%
542000 Office Supplies $45,000 $0 $45,000 $45,000 $0 -%
Expenses $185,350 $6,125 $178,000 $178,000 $0 -%
Total Revolving Fund-Education $281,138 $6,125 $334,916 $336,956 $2,040 0.61%
Facilities
Total 2610 Education Facilities $8,219,912 $7,911,043 $8,869,613 $8,994,417 $124,804 1.41%
2600 - Public Facilities 7
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Town of Lexington
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Departmental Budget Requests
Program: 2000 Shared Services Subprogram: 2600 Public Facilities
Element: 2620 Municipal Facilities
Budget Description: The Municipal Facilities division provides maintenance and custodial
care, contracted services, and utilities for municipal facilities. The budget includes 11 custodians
and 1 head custodian. The recommended FY2023 General Fund budget reflects an increase of
$53,612 or 2.24% from FY2022. This level-service budget reflects an increase in Compensation
of$13,332 or 1.82%, which reflects contractually obligated step increases. Expenses increase
by $40,280 or 2.43%, which reflects increasing costs overall, but especially in cleaning and
maintenance supplies.
Rental Revolving Fund compensation is increasing slightly to $94,121 to reflect anticipated
overtime increases. Expenses are maintained at $20,000.
Division Goals: Support operation of the Community Center, Cary Memorial Library, the
Visitors Center, Cary Memorial Building Events, plus the maintenance of the town pool facility,
the Center and Lincoln bath houses, and prioritized projects.
Budget Data (by Object Code)
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $438,616 $545,129 $628,893 $640,990 $12,097 1.92%
513000 Overtime $67,833 $47,355 $94,997 $96,232 $1,235 1.30%
511010 1 Part-Time Wages 1 $0 $0 $0 $0 $0 -%
514100 1 Stipends 1 $4,8001 $7,2001 $9,6001 $9,600 $0 -%
Subtotal Compensation $511,249 $599,684 $733,490 $746,822 $13,332 1.82%
529000 Other Contract Services $113,303 $40,000 $40,000 $40,800 $800 2.00%
524030 Equip. Service& Repair $5,221 $4,000 $4,000 $4,300 $300 7.50%
545000 Supplies & Materials $26,650 $67,000 $67,000 $73,500 $6,500 9.70%
585000 Equipment $12,000 $12,000 $12,000 $12,240 $240 2.00%
Custodial Expenses $157,174 $123,000 $123,000 $130,840 $7,840 6.37%
2600 - Public Facilities 8
520000 Contract Services $103,743 $104,872 $47,000 $104,000 $57,000 121.28%
529000 Security Infrastructure Maint. $37,576 $50,358 $90,000 $50,000 $(40,000) (44.44)%
524070 Painting $37,715 $44,763 $45,000 $48,000 $3,000 6.67%
524020 Facility Service& Repair $92,020 $51,911 $75,000 $75,000 $0 -%
52403o Equip. Service& Repair $82,852 $103,3991 $120,000 $120,000 $0 -%
527010 Building Rental $19,560 $19,560 $20,000 $20,000 $0 -%
530060 Prof Dev&Training $0 $0 $1,000 $1,000 $0 -%
558000 Supplies $5,996 $33,874 $30,000 $30,000 $0 -%
545000 Supplies & Materials $77,337 $91,991 $92,000 $100,000 $8,0001 8.70%
558010 Clothing&Safety Equipment $1,658 $1,3151 $4,160 $4,500 $3401 8.17%
582040 Roof Repairs $10,000 $9,0001 $12,000 $15,000 $3,0001 25.00%
Maintenance Expenses $468,457 $511,043 $536,160 $567,500 $31,340 5.85%
534060 Comm. & Network Supp. $7,075 $6,033 $7,000 $7,600 $600 8.57%
521010 Electricity $535,592 $578,436 $749,040 $749,040 $0 -%
521020 Oil Heat- Propane $90,813 $2,514 $2,000 $2,500 $500 25.00%
521030 Natural Gas $179,232 $161,761 $190,259 $190,259 $0 -%
531000 Water/Sewer $18,5111 $24,2111 $24,5001 $24,500 $01 0
534020 Telephone $19,850 $16,3981 $22,0001 $22,000 $01 %
531040 1 Diesel $0 $1,4481 $1,0001 $1,000 $0 -%
Utility Expenses $851,073 $790,801 $995,799 $996,899 $1,100 0.11%
Subtotal Expenses $1,476,704 $1,424,844 $1,654,959 $1,695,239 $40,280 2.43%
Total General Fund-Municipal $1,987,953 $2,024,528 $2,388,449 $2,442,061 $53,612 2.24%
Facilities
Public Facilities Building Rental Revolving Fund
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $0 $0 $0 $0 $0 -%
513000 Overtime $30,475 $2,333 $92,913 $94,121 $1,208 1.30%
511010 Part-Time Wages 1 $0 $0 $0 $0 $01 -%
Personal Services $30,475 $2,333 $92,913 $94,121 $1,208 1.30%
524020 Facility Service& Repair $0 $0 $0 $0 $0 -%
521010 Electricity $0 $0 $0 $0 $0 -%
521030 Natural Gas $0 $0 $0 $0 $0 -%
542000 Office Supplies $20,000 $0 $20,000 $20,000 $0 -%
Expenses $20,000 $0 $20,000 $20,000 $0 -%
Total Revolving Fund-Municipal $50,475 $2,333 $112,913 $114,121 $1,208 1.07%
Facilities
Total 2620 Municipal Facilities $2,038,428 $2,026,861 $2,501,362 $2,556,182 $54,820 2.19%
2600 - Public Facilities 9
;PA�JRN'
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Town of Lexington
n FY2023 Budget Development
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U"4.01\'
Departmental Budget Requests
Program: 2000 Shared Services Subprogram: 2600 Public Facilities
Element: 2630 Shared Facilities
Budget Description: The requested FY2023 General Fund budget reflects an increase of
$134,802 or 10.96% from FY2022. This includes an increase in General Fund compensation of
$29,802 or 2.60% which reflects anticipated increases for COLA, merit and individual contracts.
For FY2023, DPF recommends replacing two gas powered maintenance vehicles, with new all
electric vehicles at a cost of$70,000 per truck, plus a charging station. In total, General Fund
expenses increased from FY2022.
Division Goals: Support the operation of the Cary Memorial Building events, Cary Memorial
Library, and support the operations of the Lexington Community Center and support the
development of Municipal Building projects.
Budget Data (by Object Code)
FY2020 FY2021 FY2022 FY2023 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $1,063,541 $1,138,854 $1,108,659 $1,138,057 $29,398 2.65%
513000 Overtime $0 $0 $0 $0 $0 -%
512000 Seasonal Part-Time $22,518 $5,445 $25,160 $25,564 $404 1.61%
514100 1 Stipends 1 $11,0001 $11,0001 $11,0001 $11,000 $0 -%
Subtotal Compensation $1,097,059 $1,155,299 $1,144,819 $1,174,621 $29,802 2.60%
520000 Contract Services $0 $0 $0 $0 $0 -%
538060 Catering/Meals $286 $90 $1,000 $1,000 $0 -%
572000 Mileage $1,256 $0 $2,500 $2,500 $0 -%
530060 Prof Dev&Training $5,509 $933 $8,000 $8,000 $0 -%
534030 Mobile Devices $2,497 $6,030 $4,800 $4,800 $0 -%
545000 Supplies & Materials $2,824 $5,622 $6,500 $6,500 $0 -%
585000 Equipment $1,256 $2,600 $2,600 $2,600 $0 -%
585030 Vehicles $58,000 $40,916 $60,000 $165,000 $105,000 175.00%
Subtotal Expenses $71,628 $56,191 $85,400 $190,400 $105,000 122.95%
Total General Fund-Shared Facilities $1,168,687 $1,211,490 $1,230,219 $1,365,021 $134,802 10.96%
2600 - Public Facilities 10
Public Facilities Building Rental Revolving Fund
511000 Regular Wages $93,222 $0 $98,428 $103,419 $4,991 5.07%
513000 Overtime $5,564 $0 $5,037 $5,231 $194 3.85%
511010 Part-Time Wages $0 $0 $0 $0 $0 —%
Personal Services $98,786 $0 $103,465 $108,650 $5,185 5.01%
524020 Facility Service& Repair $0 $0 $0 $0 $0 —%
521010 Electricity $0 $0 $0 $0 $0 —%
521030 Natural Gas $0 $0 $0 $0 $0 —%
542000 Office Supplies $0 $0 $0 $0 $0 —%
Expenses $0 $0 $0 $0 $0 —%
519080 Health Insurance 1 $14,728 $0 $18,1001 $19,1721 $1,0721 5.92%
Benefits $14,728 $0 $18,100 $19,172 $1,072 5.92%
Total Building Rental Revolving Fund $113,514 $D $121,565 $127,822 $6,257 5.15%
Total 2630 Shared Facilities $1,282,201 $1,211,490 $1,351,784 $1,492,843 $141,059 10.44%
2600 - Public Facilities 11
FY2023 Program Improvement Request #1 of 3
Department: Public Facilities
Element: 2630 - Shared Facilities
PIR Title: Update Admin Role and Make Full-time
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL
Code Description FTE FY2023 Only FY2023 & Future FY2023 Request
Compensation
511000 Regular Wages 0.50 $ — $ 27,000 $ 27,000
511010 Part-Time Wages $ — $ —
513000 Overtime $ — $ —
Other Compensation $ — $ —
Total Compensation 0.50 $ — $ 27,000 $ 27,000
Benefits
Benefits Eligible? 1 $ 16,783 $ 16,783
Expenses
Total Expenses $ — $ — $ —
Purpose/Description of Request:
The current position was vacated during COVID and has not been filled. We would propose to
change the job description to include a much more significant influence with IT. Specifically, they
would be responsible for the incorporation of software, specifically Bluebeam, the software for
the 20 year Capital Plan-(all reports, edits and updates to the data), extensive mastery of Excel
including pivot tables, the webmaster for the department specifically for the publication of all
materials on the departments web site for each project, and the continued maintenance of all
digital files for all projects.
Service Implication:
2600 - Public Facilities 12
FY2023 Program Improvement Request #2 of 3
Department: Public Facilities
Element: 2620 - Municipal Facilities
PIR Title: Additional Maintenance Responsibilities
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL
Code Description FTE FY2023 Only FY2023 & Future FY2023 Request
Compensation
511000 Regular Wages $ —
511010 Part-Time Wages $ —
513000 Overtime $ —
Other Compensation $ —
Total Compensation 0.00 $ — $ — $ —
Benefits
Benefits Eligible? 0 $ — $ —
Expenses
Bathroom maintenance $ 8,000 $ 8,000
Pool house/Jean Road $ 4,300 $ 4,300
CIVIL, Westview $ 18,400 $ 18,400
Total Expenses $ — $ 30,700 $ 30,700
Center Bathrooms
Reservoir Bathrooms
Pool House (non pool operations)
Cary Memorial Library (exterior items such as lighting and railings. Not including concrete,
asphalt, etc).
Jean Road HVAC for the communications facility
NEW Westview facility
Service Implication:
2600 - Public Facilities 13
FY2023 Program Improvement Request # 3 of 3
Department: Public Facilities
Element: 2620-Municipal Facilities
PIR Title: Maintenance of Empty Facilities
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL
Code Description FTE FY2023 Only FY2023 & Future FY2023 Request
Compensation
511000 Regular Wages $ —
511010 Part-Time Wages $ —
513000 Overtime $ —
Other Compensation $ —
Total Compensation 0.00 $ — $ — $ —
Benefits
Benefits Eligible? 0 $ — $ —
Expenses
$ 25,000 $ 25,000
Total Expenses $ — $ 25,000 $ 25,000
Purpose/Description of Request: This request is to fund the basic maintenance of a number
of empty facilities in town including the Carriage House, the Stone Building, and 173 Bedford
Street. Currently, these facilities do not receive any maintenance. On occasion, something falls
into disrepair and DPF sends a maintenance technician to make a quick repair. Given the age of
the facilities, it would be prudent to have regular maintenance to preserve the facilities and keep
them safe.
Service Implication:
2600 - Public Facilities 14
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Facilities-Page 2 Printed November 24, 2021
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�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: Public Facilities Bid Documents Date: 10/19/2021
Program ID: 5005 Department: Department of Public Facilities Revised:
Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov
Description of Capital Program:
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.
Goals of Capital Program:
Public Facilities manages projects for municipal and school buildings with very short construction windows due to
the academic calendar and the summer construction window. 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, execute a contract, and implement the project before the summer construction window closes. With this
available funding,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 Maintained:
Impact if not completed is to delay implementation of projects for 12 months or use available operating dollars to
supplement capital projects.
Major Spending over Past 5 Years:
No major spending,however there have been some smaller requests for space mining at the high school. Front
entrance security work,relocation of the IT department, and other minor space changes to allow for the increase in
enrollment.
Work Currently Underway:
Envelope work on TOB,LCC, and Cary Memorial Hall,mechanical replacement at TOB
Planned Spending for Next 5 Years:
This is a little difficult to predict. Typically the school department isn't able to see the need for these services until
it's into the school year. When that is the case it doesn't allow time for funds to be requested during town meeting,
have it approved,have enough time to hire an architect,and then bid out the work. Unfortunately I can't provide a
more specific response to what these funds would be used for during the next 5 years.
Basis for Cost Projections:
For FY2017 this funding was increased to $100,000 as $75,000 was insufficient in FY2015. Because this request is
annual, it makes sense to turn back unused funds from the previous year's allocation.
Stakeholders: Public Facilities and project stakeholders
Operating Budget Impact: None.
Funding Source: Cash Capital
Facilities-Page 4 Printed November 24, 2021
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2017/16E $ 217,979 $ 8,777 $ - $ - $ 209,203
2018/20B $ 100,000 $ 63,029 $ - $ - $ 36,971
2019/20A $ 100,000 $ 60,790 $ - $ - $ 39,210
2020/16I $ 100,000 $ 73,365 $ 23,800 $ 2,835 $ -
2021/16A $ 100,000 $ - $ 5,000 $ 95,000 $ -
Totals $ 617,979 $ 205,961 $ 28,800 $ 97,835 $ 285,384
*Data current as of November 23,2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000
Construction
Equipment
Contingency
Totals $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000
CPA Amount $ - $ - $ -
Facilities-Page 5 Printed November 24, 2021
�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: Building Flooring Date: 10/19/2021
Program ID: 5006A Department: Department of Public Facilities Revised:
Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov
Description of Capital Program:
This in an Annual Program that was initiated in FY2011 to replace flooring systems to maintain clean and safe
spaces. An FY2023 appropriation would initiate projects as informed by the 20-Year Capital Plan. These projects
would be to begin a systematic replacement of classroom flooring from Vinyl Composite Tile(VCT)to Linoleum
Vinyl Tile(LVT) at Bowman,Bridge, Clarke,Fiske and Harrington schools. Also,there is a need to complete
flooring replacement at Town Office Building. At this point in the review of the 20 year capital plan,we believe it
is prudent to remove the Lexington High School and the Police Station from the planning process. We will assess
those facilities as need based only until a larger discussion can occur to determine the town's direction with certain
facilities.
Goals of Capital Program:
As identified in the 20 year Capital Plan, all flooring systems were evaluated across the Town and School buildings
and has made recommendations for replacement. DPF has developed a plan to start replacing 4 classroom floors in
school buildings at a current cost of approximately$6k per room. The plan focuses on Clarke,Bowman,Bridge,
Harrington,Fiske. Town buildings will be included in this plan as that building come up in the 5 year plan.
Impact if Not Maintained:
Without adequate funding for replacement,flooring systems will potentially develop into unsafe conditions and
become tripping hazards as well as become difficult to clean.
Major Spending over Past 5 Years:
• FY2019 Completed Projects: Diamond and Clarke Middle School Library carpets and Cary Library.
• FY2020 Projects: Clarke Gym Floor(complete),Diamond Stairwell(tread replacement-complete),Town Office
Building(carpet removal and replacement complete). Fiske first floor corridor replacement(complete). LHS
field house track flooring(complete).
• FY2021 Projects: Harrington 1 st and 2nd Floor Hallway(complete),PSB Cafe and Back hallway.
• FY2022 Projects:Fiske 2nd Floor Corridors, Town Office Buildings Office Space,Field House BB Court.
Work Currently Underway:
Completed as FY2022 summer project: Town Office Building,4 Classrooms at LHS,Field House Basketball Court
Planned Spending for Next 5 Years:
The 20-Year Capital plan has identified the following work for the next 5 years: Clearly additional discussions will
be needed to determine best path fiscally given the demand outpaces the funding. The Department of Public
Facilities intends to utilize the 20 year capital report to prioritize the demand for the capital request. The 5 Year plan
is described below;
FY2023 Plan is to complete four classrooms per year and other prioritized flooring systems at buildings with a Facility
Condition Assessment(FC1)of a"B"Grade or better.
FY2024 Plan is to complete four classrooms per year and other prioritized flooring systems at buildings with a Facility
Condition Assessment(FCI)of a"B"Grade or better.
FY2025 Plan is to complete four classrooms per year and other prioritized flooring systems at buildings with a Facility
Condition Assessment(FCI)of a"B"Grade or better.
FY2026 Plan is to complete four classrooms per year and other prioritized flooring systems at buildings with a Facility
Condition Assessment(FCI)of a"B"Grade or better.
Facilities-Page 6 Printed November 24, 2021
Basis for Cost Projections:
The 20-Year Capital Plan with cost estimates from VFA,Inc, (who are owned by Accruent)including inflation.
The figures below have been rounded to the nearest thousand dollars.
Stakeholders: Building users, employees, and community.
Operating Budget Impact:
The current operating budget is not budgeted for large square area flooring changes due to unforeseen failures.
Funding Source: Cash Capital
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2017/16D $ 367,226 $ 322,226 $ — $ — $ 45,000
2018/20C $ 361,890 $ 361,890 $ — $ — $ —
2019/20B $ 451,740 $ 442,740 $ 6,048 $ 2,952 $ —
2020/16H $ 250,000 $ 208,779 $ 41,221 $ — $ —
2021/16B $ 250,000 $ 124,881 $ 119 $ 125,000 $ —
Totals $ 1,680,856 S 1,460,516 $ 47,388 $ 127,952 $ 45,000
*Data current as of November 23,2021. Reflects total authorization from article,which includes both Flooring an d Paving.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer
Construction $ 150,000 $ 156,000 $ 162,000 $ 169,000 $ 175,500
Equipment
Contingency
Totals $ 150,000 $ 156,000 $ 162,000 $ 169,000 $ 176,000
CPA Amount $ — $ — $ —
Facilities-Page 7 Printed November 24, 2021
�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: School Paving and Sidewalks Date: 10/19/2021
Program ID: 5006B Department: Department of Public Facilities Revised:
Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov
Description of Capital Program:
This program funding is to replace in kind on school grounds specifically:parking lots,bus loops, sidewalks,
retaining walls, and other associated site work. Currently, Clarke Middle School is in need of prioritized site work
to include parking and roadway pavement due to its current poor and failed condition. Some site conditions have
deteriorated causing potential trip and fall hazards. Water is not draining away from the school nor is it pitched
correctly towards a catch basin. The Capital request will be dedicated to repairing these conditions during the
summer of 2022.At this point in the review of the 20 year capital plan,we believe it is prudent to remove the
Lexington High School from the planning process. We will assess that facility as need based only until a larger
discussion can occur to determine the town's direction with certain facilities.
Goals of Capital Program:
Extraordinary repairs for school paving areas are necessary to maintain parking and pedestrian surfaces in a
condition suitable for public safety and Safe Routes to Schools.In addition,proper drainage of the site is equally
important and will be addressed through this capital item as well. This capital request would address pedestrian,
bicycle and driver safety on school grounds.
Impact if Not Maintained:
If deteriorated conditions are not addressed in a timely manner, additional paving replacements may be required and
building envelope conditions could deteriorate. Drainage will be impacted causing slip and fall hazards in winter.
Major Spending over Past 5 Years:
Harrington Elementary School site work. Fiske Elementary School site work. LPS Central Administration Building
site work. Bridge Elementary School site work.Bowman Elementary School site work.
Work Currently Underway:
Harrington rear roadway and surfaces and Central Administration parking-Completed summer 2021.
Planned Spending for Next 5 Years:
FY2023 $145,000 Clarke Middle School,Rear parking lot,receiving area, sidewalks
FY2024 $217,359 Diamond Middle School access road and sidewalk from Hancock street rotary
Besides these two school projects,the Lexington High School has significant deterioration of the front and rear
parking lots. While we are not requesting funds to repair these areas, it should be noted that the existing conditions
are poor and decisions will need to be made as to what level of repair should be made to this site.
Basis for Cost Projections:
Past Operational Repair Projects and budget proposals plus the new 20 year Capital Plan. All requested dollars are
rounded to the next highest 1,000.
Stakeholders: Community, students,parents, staff
Operating Budget Impact:
Making these repairs through capital would reduce impact to the operating budget due to repair cost from contracted
services.
Facilities-Page 8 Printed November 24, 2021
Funding Source: Cash Capital
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2017/16D $ 367,226 $ 322,226 $ — $ — $ 45,000
2018/20C $ 361,890 $ 361,890 $ -
2019/20B $ 451,740 $ 442,740 $ 6,048 $ 2,952 $ —
2020/16H $ 250,000 $ 208,779 $ 41,221 $ — $ —
2021/16B $ 250,000 $ 124,881 $ 119 $ 125,000 $ —
Totals $ 1,680,856 $ 1,460,516 $ 47,388 $ 127,952 $ 45,000
*Data current as of November 23,2021.Reflects total authorization from article, which includes both Flooring an d Paving.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer
Construction $ 131,381 $ 197,599 $ 125,000 $ 125,000 $ 125,000
Equipment
Contingency $ 13,138 $ 19,760
Totals $ 145,000 $ 218,000 $ 125,000 $ 125,000 $ 125,000
CPA Amount $ — $ — $ —
Facilities-Page 9 Printed November 24, 2021
�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: Mechanical/Electrical Systems Replacements Date: 10/19/2021
Program ID: 5007 Department: Department of Public Facilities Revised:
Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov
Description of Capital Program:
This project is an annual replacement of HVAC and electrical systems that have exceeded their useful life and
require replacement before catastrophic failures occur. After the development of the 20-year Capital Plan,the report
identifies tens of millions of dollars of projects that are coming due in the next 5 years or that have been deferred.
This category has significant dollars scheduled for investment over the next 5 years. At this point in the review of
the 20 year capital plan,we believe it is prudent to remove the Lexington High School and the Police Station from
the planning process. We will assess those facilities as need based only until a larger discussion can occur to
determine the town's direction with certain facilities. The current identified volume of necessary work greatly
exceeds the current funding allocation. Substantive discussions will need to take place to give clear direction for
this capital item moving forward.
Goals of Capital Program:
The goal of the program is to assess the need of each building and to determine the top priority to repair/replace.
Impact if Not Maintained:
Without the replacement of these systems,we would risk being able to supply heat,AC, fresh air or exhaust to both
staff and in turn,provide service to the general public. If the system are not replaced in a timely fashion,the
potential risk for unplanned interruptions may occur.
Major Spending over Past 5 Years:
• FY2021: Lexington High School,Main Building-Domestic Hot Water Storage Tanks
Clarke Middle School,Domestic Hot Water Heater
• FY2020: Lexington Community Center-Chiller Replacement
• FY2019: Cary Library—Replacement of Chiller System
• FY2018: Town Office Building—Continuation of Town Office Building Makeup Air Units project to include
Selectmen Meeting Room/IT Server Room Replacement.
Work Currently Underway:
Variable Air Volume supply units to be replaced in the Cary Library
Planned Spending for Next 5 Years:
FY2023 Clarke Middle School Air Handling Units,past life cycle installed 2000. Specifically AHU4 has recently
been failing on and off.
FY2024 Harrington Elementary School Energy Recovery Units
FY2025 Harrington Elementary School Energy Recovery Units
FY2026 Fiske Elementary School Energy Recovery Units
FY2027 Fiske Elementary School Energy Recovery Units
Basis for Cost Projections:
Facilities-Page 10 Printed November 24, 2021
20-Year Capital Plan. Estimates are Class 3 Estimates per Association for the Advancement of Cost Engineering
(RACE)for budgeting purposes from VFA Inc. These figures have all been rounded to the nearest thousand.
Stakeholders: General Public,Public Meetings and Occupants of the building
Operating Budget Impact:
If we continue to use operating dollars to repair the Mechanical systems it reduces the opportunity to utilize those
funds for other purposes.
Funding Source: Cash Capital,Bonding
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2015/18D $ 463,000 $ 331,400 $ 129,554 $ 2,046 $ -
2017/16F $ 489,000 $ 475,513 $ - $ 13,487 $ -
2018/201 $ 544,500 $ 42,170 $ 9,834 $ 492,496 $ -
2019/20F $ 605,000 $ 100,962 $ 32,216 $ 471,822 $ -
2020/16J $ 672,000 $ - $ - $ 672,000 $ -
2021/16C $ 728,000 $ - $ 71,330 $ 656,670 $ -
Totals $ 3,501,500 $ 950,045 $ 242,934 $ 2,308,521 $ -
*Data current as of Movember 23,2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer $ 60,000 $ 65,000 $ 70,000 $ 75,000 $ 80,000
Construction $ 655,000 $ 105,000 $ 110,000 $ 115,000 $ 120,000
Equipment $ - $ 602,000 $ 653,000 $ 704,000 $ 756,800
Contingency $ 71,500 $ 77,200 $ 83,300 $ 89,400 $ 95,680
Totals $ 787,000 $ 850,000 $ 917,000 $ 984,000 $ 1,053,000
CPA Amount $ - $ - $ - $ - $ -
Facilities-Page 11 Printed November 24, 2021
�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: Municipal Building Envelopes and Associated Systems Date: 10/19/2021
1
Program ID: 5008 Department: Department of Public Facilities Revised:
Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov
Description of Capital Program:
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%. The FY2023 request intends to begin a
window replacement project at the Lexington Community Center. The conditions of the current windows in the
mansion section of the building are single pane, difficult to open and have significant air leaks.
Goals of Capital Program:
Replacing the windows will result in better conditions for the building occupants,will reduce energy waste due to
the leaky windows and will allow for ease of operation by the staff.
Impact if Not Maintained:
Continued energy waste and poor conditions for staff and building users.
Major Spending over Past 5 Years:
We performed significant work at:
Lexington Community Center(masonry, exterior stair repair,brick repointing)
Cary Memorial Library Ice Dams-south entrance
TOB major building foundation water infiltration and repair of storm water drainage.
Work Currently Underway:
Lexington Community Center exterior stairway,brick walkways, siding replacement,brick under the rotunda.
Town Office Building attic weatherization.
Planned Spending for Next 5 Years:
Work plan based on the 20 Year Capital Plan
FY2023: Lexington Community Center-Exterior windows partial(mansion)
FY2024: Lexington Community Center-Exterior Doors
FY2025: Cary Memorial Building,Building Envelope
FY2026: Cary Memorial Building,Building Envelope
FY2027: Lexington Community Center,Exterior windows partial(main building)
Facilities-Page 12 Printed November 24, 2021
Basis for Cost Projections:
The 20 Year Capital Plan with cost estimates from VFA, Inc. including inflation. This budget is limited to the 2.5%
increase year over year. Design/Engineering based on 10%of construction cost. These figures have all been
rounded to the nearest thousand.
Stakeholders: Town staff,Lexington residents
Operating Budget Impact:
The projects within this program would not increase the size of the public building stock and therefore do not result
in increased utility usage or maintenance costs. In fact, with the better insulated windows,the building could see a
drop in heating and cooling costs.
Funding Source: Cash Capital
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2016/15D $ 187,329 $ 172,058 $ - $ - $ 15,271
2017/16C $ 194,713 $ 185,157 $ - $ 9,556 $ -
2018/20E $ 198,893 $ 21,000 $ - $ 177,893 $ -
2019/20C $ 203,865 $ 93,642 $ 34,000 $ 76,223 $ -
2020/16G $ 208,962 $ - $ - $ 208,962 $ -
2021/16D $ 214,186 $ - $ - $ 214,186 $ -
Totals $ 1,207,948 $ 471,857 $ 34,000 $ 686,820 $ 15,271
*Data current as of November 23,2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer $ 19,958 $ 20,457 $ 20,969 $ 21,493 $ 22,031
Construction $ 199,582 $ 204,572 $ 209,686 $ 214,928 $ 220,301
Equipment
Contingency
Totals $ 219,540 $ 225,029 $ 230,655 $ 236,421 $ 242,332
CPA Amount $ - $ - $ - $ - $ -
Facilities-Page 13 Printed November 24, 2021
�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: Townwide Roofing Date: /19/2021
10
Program ID: 5009 Department: Department of Public Facilities Revised:
Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov
Description of Capital Program:
The Department of Public Facilities subcontracted out a full building stock 20 year capital assessment. As part of
the 20-Year Capital Plan, roofing was a key component and illuminated some issues that previously were not
known. A priority for FY2023 is replacing a significant portion of the Central Administrations asphalt shingle roof.
At this point in the review of the 20 year capital plan,we believe it is prudent to remove the Lexington High School
and the Police Station from the planning process. We will assess those facilities as need based only until a larger
discussion can occur to determine the town's direction with certain facilities.
Goals of Capital Program:
This FY2023 request is to repair/replace portions of Central Administrations roof to prevent water infiltration.
Impact if Not Maintained:
Water infiltration and ice will continue to damage furnishings,property,and building components. Potential for
indoor air quality issues will continue to be at a higher risk.
Major Spending over Past 5 Years:
2016 roofing repairs to CO
Work Currently Underway:
The Bridge roofing project will be completed summer of 2022.
TOB and Cary Memorial Building will see repairs in the spring of 2022
Planned Spending for Next 5 Years:
The 20-Year Capital Plan has identified the following work for the next 5 years:
FY2023 $427,270(Central Admin-Main Roof, excludes gymnasium wing)
FY2024 $651,685 (Cary Memorial Library- Slate and Asphalt Shingles)
FY2025 $1,268,752 (Lexington Community Center-complete roof)
FY2026 $243,243 (East Lexington Fire Station- Slate Roof)
FY2027 $0 No priority shown on 20 year report for FY2027
Please note that Lexington High School has a number of roofs that are in need of replacement(approximately$3.5
million),however we have removed them from the capital plan until a substantive conversation can be had on
process.
Facilities-Page 14 Printed November 24, 2021
Basis for Cost Projections:
The 20-Year Capital Plan with cost estimates from VFA,Inc. including inflation. These figures have all been
rounded to the nearest thousand.
Stakeholders: Students,Teachers,Public,Administrators
Operating Budget Impact:
Approximately$50,000 is budgeted for emergency leak repairs within the DPF operating budget. Replacement of
the roofing systems could result in reducing the stress on the operating budget, as well as reducing time custodians
clean up leaks and administrative time dealing with insurance claims from the water leaks.
Funding Source: Cash Capital,Bonding
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2016/15A $ 176,400 $ 127,755 $ — $ — $ 48,645
2020/16E $ 2,010,152 $ 46,126 $ 48,370 $ 1,915,656 $ —
2021/16E $ 528,000 $ — $ — $ 528,000 $ —
Totals $ 2,714,552 $ 173,881 $ 48,370 $ 2,443,656 $ 48,645
*Data current as o f November 23,2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer $ 35,312 $ 53,858 $ 104,856 $ 20,103 $ —
Construction $ 353,116 $ 538,583 $ 1,048,555 $ 201,027 $ —
Equipment
Contingency $ 38,843 $ 59,244 $ 115,341 $ 22,113 $ —
Totals $ 428,000 $ 652,000 $ 1,270,000 $ 244,000 $ —
CPA Amount $ — $ — $ —
Facilities-Page 15 Printed November 24, 2021
�- Town of Lexington - FY2023-27 Capital Program Investment
Program Name: School Building Envelopes and Associated Systems Date: 10/19/2021
10
Program ID: 5011 Department: Department of Public Facilities Revised:
Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov
Description of Capital Program:
This project is requesting funds to perform annual prioritized extraordinary repairs and modifications to school
buildings and systems. The FY2023 request will be used to continue building envelope repairs. The FY2023
appropriation will be applied to address repairs of water and air infiltration issues of the gaskets, caulking, doors and
windows of school buildings based on priority. The Central Administration building has the building original large,
single pane windows that leak terribly. Complaints of drafts and the inability to open them are constant. These
windows are long past their useful life.
At this point in the review of the 20 year capital plan,we believe it is prudent to remove the Lexington High School
from the planning process. We will assess that facility as need based only until a larger discussion can occur to
determine the town's direction with certain facilities.
Goals of Capital Program:
Properly maintaining the buildings operated by the School Department requires continual investment in the building
envelope and systems. This includes repairs to siding, caulking, masonry,weather proofing materials,windows,
doors and painting of wood exteriors based on priority.
Impact if Not Maintained:
Without continual maintenance the building exterior will continue to deteriorate, allowing more moisture to become
entrapped in the envelope and propagate cracks in the exterior masonry facade through the freeze-thaw cycle. The
building occupants will experience more discomfort created by air and water infiltration.
Major Spending over Past 5 Years:
Central office chimney,Harrington front entrance and skylights,Fiske front entry water infiltration
Work Currently Underway:
Painting,repointing,weather proofing. Bid is going out for this at Bridge and Bowman. Priorities will include LPS
Central Administration Building and Clarke Middle School.
Planned Spending for Next 5 Years:
The 20-Year Capital Plan has identified the following work for the next 5 years:
FY2023 LPS Central Administration Building,Exterior Windows
FY2024 LPS Central Administration Building,Exterior Windows
FY2025 Clarke Middle School,Exterior Windows(phased project)
FY2026 Clarke Middle School,Exterior Windows(phased project)
FY2027 Clarke Middle School,Exterior Windows(phased project)
LPS Central Administration Building, Exterior Doors
Facilities-Page 16 Printed November 24, 2021
Basis for Cost Projections:
Continuation of building envelope at 2.5%annual increase. Design/Engineering based on 10% of construction cost.
All figures have been rounded to the nearest thousand. In the event LHS does not move forward in the MSBA
process,the town will need to have significant conversations about how to maintain the building moving forward.
Stakeholders: School users,public.
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.
Funding Source: Cash Capital,Bonding
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2013/14I $ 235,000 $ 234,248 $ - $ - $ 752
2015/18G $ 210,000 $ 133,771 $ - $ - $ 76,229
2016/15B $ 215,000 $ 215,000 $ - $ - $ -
2017/16A $ 222,200 $ 162,162 $ 18,000 $ 42,038 $ -
2018/20G $ 227,755 $ - $ - $ 227,755 $ -
2019/20D $ 233,448 $ 67,339 $ 2,001 $ 164,109 $ -
2020/16F $ 239,285 $ - $ - $ 239,285 $ -
2021/16F $ 245,199 $ - $ - $ 245,199 $ -
Totals $ 1,827,887 S 812,520 $ 20,001 $ 918,386 $ 76,981
*Data current as of November 23, 2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Design/Engineer $ 22,855 $ 23,426 $ 24,012 $ 24,482 $ 25,094
Construction $ 228,545 $ 234,258 $ 240,115 $ 246,118 $ 252,271
Equipment
Contingency
Totals $ 251,400 $ 257,684 $ 264,127 $ 270,600 $ 277,365
CPA Amount $ - $ - $ -
Facilities-Page 17 Printed November 24, 2021
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�- Town of Lexington - FY2023-27 Capital Improvement Project
Project Name: Lexington Police Station Rebuild Date: 10/19/2021
Project ID: DPF-23-1 Department: Department of Public Facilities Revised:
Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov
Description of Project:
Special Town Meeting 2016-5 appropriated$65,000 to study a new Police Department Headquarters at the current
Massachusetts Avenue location and also at the 173 Bedford Street location. The results of the study indicated an
option that a modern Headquarters could be constructed at the current location for$25,397,762,with an additional
$254,030 being required to modify 173 Bedford Street as a temporary Headquarters, for a total of$25,651,792. In
January 2018 the Board of Selectman voted in unanimous support to keep the Police Station located at its current
address of 1575 Massachusetts Avenue. In Article 14 of the 2018 Annual Town Meeting$1,862,622 was
appropriated for the Design, Engineering and Architectural design through construction documents. In September
2019,the BOS voted the new Integrated Design Process into policy. Because the new Police Headquarters will be
designed using this new process,it is expected to add cost to the original estimates. We are still working on the
cost impact of this new policy. The Schematic Design phase was completed and presented to the Select Board in
October of 2020 seeking permission to move to the design Development Phase. Due to the then current events,the
Select Board declined to advance the project to the next phase until a robust community discussion took place on
policing protocol. In August of 2021,the Select Board was presented with the schematic design last seen in 2020.
The Board voted to move the project design into the Design Development phase. The Board also asked that the
designers take into consideration the results from the summary of conversations had on community policing. The
Select Board distributed the information to the designers who took the information and developed a modified design
and presented it's proposal in October of 2021. The Board voted to proceed with option"B" which expanded the
square footage of the facility by approximately 3,450 feet. This additional space will be utilized to potentially house
new community offices such as mental health, social workers, and new programs to support the town outside of
regular policing practices. Lastly,the additional square footage plus the impact of COVID 19 on raw materials
resulted in an increase in the estimated price of the project to $32,800,000.
Justification/Benefit:
The station opened in 1956 and was renovated in 1970 when the entire building became dedicated to police
services. In 1994,renovations rebuilt the cell block, secured an area for a joint police/fire/9-1-1 dispatch center and
provided for an accessible ramp and first floor accessible bathrooms. In 2007,the dispatch center, lobby and
Commanding Officer Office was renovated to accommodate all new radio,telephone and dispatching equipment.
The police station does not have an elevator. It does not have a sally port for prisoner access to the cell block. The
indoor firing range is inadequate and has been abandoned. The station does not provide a bulk storage area for large
pieces of evidence,found bicycles and fleet supplies. Both male and female locker rooms are inadequate, office
space is limited,lab and evidence rooms are not large enough to accommodate new equipment, and bathrooms at
basement and 2nd floor level are non-compliant. The building also does not have a fire suppression system.
Impact if Not Completed:
No elevator means access between floors for persons with disabilities(including employees with short term injuries.
All bulk items must be carried up the stairs. Because there is inadequate storage, the use of inappropriate spaces
(i.e.boiler room and cell block currently used to store bulk items)and in some instanced violated code. Bicycle
storage,large evidence items, and fleet needs(tires,oil,radar trailers, and Motorcycles)are forced into small spaces
or exposed outside. The female locker room does not accommodate the a larger number of female employees and
the male locker room is also the main passage way to the garage and indoor range; and the only passage way to
access the first floor when the cell block is locked down. A sally port would allow the safe unloading and loading
of prisoners directly to or from the cell block. Evidence holding areas and the evidence lab are very small and lack
space to accommodate refrigeration,gun lockers,holding bulk items, or any case with volumes of evidence. The
kitchen lacks modern equipment impacting daily work environment. The garage is too small to meet the larger fleet
Facilities-Page 20 Printed November 24, 2021
needs; a training room specific to continuing education programs is not available; AC units are 30+years old; the
heat registers do not evenly distribute heat throughout the building;records storage is very limited; and office space
is limited. The building is served by two separate electrical services causing problems during power outages while
running the emergency generator. The facility has a fire alarm system but no sprinkler system-- a fire suppression
system is vital since it is important to avoid an evacuation of the emergency 9-1-1
Timeframe:
Complete Early 2024.
Replacement Frequency:
The building is 65 years old and has met its intended lifetime.
Basis for Cost Projections:
Actual cost estimate from Tecton Architects at the end of Schematic Design phase. Given the delay and expanded
scope of work, additional architect fees have been requested.
Stakeholders: Police department staff,persons with disabilities, general public whose property or criminal
investigations depend on police services/storage/handling. Due to enlarging of the facility, others who will be
impacted are neighbors abutting property and parking for employees and visitors.
Operating Budget Impact: A larger facility will have an increase in maintenance,heating, cooling, and electrical
costs.
Funding Source: Bonding, State Aid
Prior Authorizations:
Town Meeting Description Authorized Expended* Encumbered* Remaining* Returned
2016 STM/5 Study Station FcasibiGty $ 65,000 $ 59,250 $ — $ 5,750 $ —
2018/14 Police station Dcsign $ 1,862,622 $ 687,356 $ 1,063,731 $ 111,536 $ —
Totals $ 1,927,622 $ 746,606 $ 1,063,731 $ 117,286 $ —
*Data current as of November 23,2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition $ —
Design/Engineer $ 2,100,000
Project Management $ 1,700,000
Construction $ 25,500,000
Equipment $ 1,000,000
Contingency $ 2,500,000
Totals $ 32,800,000 $ — $ — $ — $ —
CPA Amount $ — $ — $ — $ — $ —
Facilities-Page 21 Printed November 24, 2021
J1
�- Town of Lexington - FY2023-27 Capital Improvement Project
Project Name: LHS Feasibility Study Date: 10/19/2021
10
Project ID: DPF-23-2 Department: Department of Public Facilities Revised:
Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov
Description of Project:
Lexington High School (LHS)was renovated in 2000 to a capacity of 1,842 students.In 2014 and 2015,pre-
fabricated buildings were added to the campus,increasing the number of classrooms. The January 28,2015 Symmes
Maini&McKee Associates(SMMA)Lexington Public Schools Master Plan Report identified the "classroom"
capacity of LHS to be 2,270 students,though also identifying that core areas would still be overcrowded. This
existing capacity was projected to provide sufficient classroom space for the next five years. From the SMMA
Master Plan,a School Building Project Consensus Plan was developed that identified adding capacity to the middle
schools, elementary schools, and pre-Kindergarten,as the priorities over the next five years. School Committee
submitted a Statement of Interest(SOI)to the Massachusetts School Building Authority(MSBA)to evaluate LHS
for insufficient educational capacity and system upgrades. Should the MSBA select the Lexington SOI, funding
would be required for the Feasibility Study. The SOI submitted to the MSBA in 2019 was not selected to move
forward. In February 2020,the School Committee again submitted an SOI to the MSBA and expect to hear if the
LHS project is selected by the end of 2020. Due to the COVID pandemic the town did not hear from the MSBA
until April of 2021, again, the town was not selected to move forward with the project. In June of 2021,the SOI
was resubmitted to the MSBA with hopes to hear back by December 2021.
Justification/Benefit:
Enrollment at LHS as of October 1,2018 was 2,275 students. The latest five year forecast is 2,458 +/- 115 students
for the October 2023 enrollment. There have been discussions that the High School will be approximately
425,000-450,000 square feet. Rough construction costs that we experienced recently(Hastings was $590/sq ft.) are
$600/sq ft. If the market does not see a correction,there are estimates for planning(assuming escalation)of
approximately$900/sq ft.
Impact if Not Completed:
LHS enrollments are projected to increase over the next five years. A project to address overcrowding at LHS,as
well as increase core capacities and replace systems that have operated beyond their useful life will be required to
maintain class sizes, continue to offer robust educational programs, and to prevent system failures.
Timeframe:
This timeline is VERY approximate. A better timeline will come from the MSBA. If Lexington is invited into the
MSBA process,the Project Feasibility study would take a year(July 2022-2023),with subsequent design taking
approximately 1 year(complete July 2024), and a 3 year construction period(July 2024-2027). Possible occupancy
of September 2027. The playing fields, if disturbed by the construction would return to use after 2027.
Replacement Frequency:
This building was built in 1950 and is now 71 years old. While there have been additions and renovations,the
building is not suitable for the program nor the number of students it serves.
Basis for Cost Projections:
See above. We are using the current cost per sq ft witnessed at Hastings ($590/sq.ft.)and included escalation.
Please remember the figures from Hastings were bid in 2018.
Stakeholders: Lexington Community
Facilities-Page 22 Printed November 24, 2021
Operating Budget Impact:
Building a new high school would certainly add to the operating costs,however it also provides the opportunity to
build a school with the intent of being carbon neutral and net zero. The operating cost escalation would be due to
the larger size of the physical building and a possible all electric design.
Funding Source: Cash Capital,Bonding, State Aid
Prior Authorizations: None.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition TBD
Design/Engineer $ 1,825,000 TBD TBD
Project Management TBD
Construction TBD
Equipment TBD
Contingency TBD
Totals $ 1,825,000 $ — $ — TBD $ —
CPA Amount $ — $
Facilities-Page 23 Printed November 24, 2021
J1
�- Town of Lexington - FY2023-27 Capital Improvement Project
Project Name: LHS Science Classroom Space Mining Date: 10/19/2021
Project ID: DPF-23-3 Department: Department of Public Facilities Revised:
Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov
Description of Project:
Lexington High School enrollment is forecast to be 2,458 students,+/- 115, for September 2023. The
Superintendent and the School Committee supported submitting a Statement of Interest to the Massachusetts School
Building Authority(MSBA)in April 2019 for a major project to increase student capacity within the next couple of
years. The School Department has also applied to the MSBA in 2020 and 2021 as well. However, even if the town
is invited into the MSBA process, a new school project will not be completed in time for the current student
population and the need for additional classroom space. This project is requesting design and construction dollars to
modify existing interior spaces to satisfy possible science lab shortages in September 2023 (FY2024).
Justification/Benefit:
The construction of prefabricated modular buildings in 2014 and 2015 increased capacity to 2,270 students and was
expected to provide needed capacity for about five years. With a major project to add capacity at LHS uncertain at
this time, an option to provide capacity with renovated interior spaces provides the most cost effective option. The
school will continue to remain overcrowded in core areas,however,this work would increase the number of seats
for science lab classes.
Impact if Not Completed:
Science lab classrooms are capped at 20 students for safety reasons. If the additional science lab space is not
provided,the school department would not be able to offer this curriculum to all students or they would have to
increase the number of students in the lab increasing safety concerns.
Timeframe:
Although additional science lab spaces were added in 2020, a second wave of students arriving for FY2024 will
require additional lab space. Enrollment work will continue to support and confirm this need.
Replacement Frequency:
Not applicable
Basis for Cost Projections:
Estimates for this work are based on the same work that took place in 2020.
Stakeholders: Students, staff, and community.
Operating Budget Impact:
No impact
Funding Source: Cash Capital,Bonding
Prior Authorizations:
Town Meeting Description Authorized Expended* Encumbered* Remaining* Returned
2020/16D LHS Science Classroom $ 150,000
Space Mining $ 94,364 $ — $ — $ 55,636
Totals $ 150,000 $ 94,364 $ — $ — $ 55,636
*Data current as of November 23,2021.
Facilities-Page 24 Printed November 24, 2021
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition
Design/Engineer
Project Management
Construction $ 200,000
Equipment
Contingency
Totals $ — $ 200,000 $ —
CPA Amount $ — $ —
Facilities-Page 25 Printed November 24, 2021
J1
�- Town of Lexington - FY2023-27 Capital Improvement Project
Project Name: High School Equipment Emergency Funds Date: 10/19/21
Project ID: DPF-23-4 Department: Department of Public Facilities Revised:
Submitted by: Michael Cronin Phone: 781-254-8958 Email: mcronin@lexingtonma.gov
Description of Project:
The Lexington High School is a building with many needs,both in terms of the ability to house a high performing
educational program and the physical facility itself. Because of current conditions,the Lexington School
Committee has submitted a Statement of Interest to the MSBA for consideration of a new or refurbished high
school. While waiting on that invitation,the facility continues to age and receives its typical level of maintenance.
The infrastructure is not only aging,but also is failing. Because the ability to know which piece of equipment is
going to fail next is impossible,we are requesting a fund of$500,000 for use in an emergency situation only. This
request would be available for expenditure until a new or refurbished facility is operational.
Justification/Benefit:
It's not a question of if a major piece of equipment will fail in the coming months and years,but it's only a matter of
time. We know the facility will need to house students and staff at least 5 more years and we will need a
mechanism to quickly fund the repair of a failed piece of equipment.
Impact if Not Completed: Possible interruption to the school calendar and use of the facility.
Timeframe: The authorization for this request will remain in place until the new facility opens. If funds remain
available,they will be rescinded at that time.
Replacement Frequency: N/A.
Basis for Cost Projections: Estimated guess.
Stakeholders: Students, staff,families.
Operating Budget Impact: The operating budget cannot support the cost of a major piece of equipment failure.
Funding Source: General Fund debt
Prior Authorizations: None.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition
Design/Engineer
Project Management
Construction $ 500,000
Equipment
Contingency
Totals $ 500,000 $ — $ — $ — $ —
CPA Amount $ — $ — $ — $ — $ —
Facilities-Page 26 Printed November 24, 2021
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Facilities-Page 27 Printed November 24, 2021
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�- Town of Lexington - FY2023-27 CPA Project
Project Name: Playground Enhancements-Pour-in-Place Surfaces Date: 11/16/2021
Project ID: DPF-CPA-I Department: Department of Public Facilities Revised:
Submitted by: Michael Cronin Phone: 781-254-8958 Email: mcronin@lexingtonma.gov
Description of Project:
Several Elementary Schools still have Engineered Wood Fiber(EWE) as the safety surfacing for fall protection.
The product is not stable and is regularly washed out or kicked out by the students while using the various pieces of
play equipment(most notable under swings or at the base of slides). When this occurs,the impact absorbent
surfacing requirement of 12 inches is no longer being met and could cause serious injuries when a student falls in
the compromised area. Pour In Place(PIP) safety surfacing is a rubber/urethane product and is the Town's standard
in all new playground installations. There are a few benefits of this PIP surfacing,it drains extremely well,the
safety surface is always at the required safety depth, and also aides in melting snow which allows the students to use
the playgrounds during winter months.
In summer 2023,we propose to replace the surfacing at the remaining elementary schools: Bowman, Bridge,and
Estabrook, and a completely new playground at Fiske Elementary. This would allow us to match the 15-year life
cycle of surfacing and structures at all of the Elementary schools. The playgrounds can then be placed on a 15-year
replacement schedule. To clarify the replacement cycles for all school playground moving forward,this assumes
the projects requested proceed in 2022:
Estabrook 2033
LCP 2034*The equipment manufacturer went out of business;the structures may require replacement earlier
based on availability of parts.
Hastings 2035
Bridge 2035
Bowman 2036
Harrington 2037
Fiske 2038
The costs of the PIP surfacing material is roughly$29 per square foot installed. The original estimates from last
year were lower because the actual square footage of the playground space was estimated. For this estimate, all
areas were measured and calculated accordingly.
Justification/Benefit:
Safety and usability of the equipment all year round is the benefit of this conversion to PIP.
Impact if Not Completed:
We will continue to maintain the existing safety surfacing.
Timeframe:
This project would be for summer 2022
Replacement Frequency:
This product has a life of 15 years.
Basis for Cost Projections: Estimate based on previous installations.
Stakeholders: School department staff and students.
Facilities-Page 29 Printed November 24, 2021
Operating Budget Impact:
If the existing materials are left in place,it will continue to require an annual supplement of mulch,regular time
spent on raking the holes and general cleanup from the walk off by students. If the new material is installed,there is
no cost for annual maintenance.
Funding Source: CPA
Prior Authorizations:
Town Meeting Description Authorized Expended* Encumbered* Remaining* Returned
2019/1 OF PBo ro—d Replacement Program $ 302,000 $ 297,067 $ — $ — $ 4,934
man
2020/I4J Playgro
idge—d Replacement Program $ 302,000 $ 28I,890 $ — S — $ 20,110
2021/1O1) Playground Pour-in-Place Program $ 150,000 $ 150,000 $ — S — $ -
-Harrington
Totals $ 754,000 $ 728,957 $ — $ — $ 25,044
*Data current as of November 23,2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition $ —
Design/Engineer $ —
Project Management $ —
Construction $ 1,197,252 $ —
Equipment $ 206,200 $ —
Contingency $ 56,139 $ —
Totals $ 1,459,591 $ —
CPA Amount $ 1,459,591
Facilities-Page 30 Printed November 24, 2021
J1
�- Town of Lexington - FY2023-27 CPA Project
Project Name: Center Recreation Complex Bathrooms&Maintenance Building Renovation Date: 9/4/19
Project ID: DPF-CPA-2 Department: Department of Public Facilities Revised: 10/18/21
Submitted by: Melissa Battite/Mike Cronin Phone: (781) 698-4801 Email: mbattite@lexingtonma.gov
Description of Project:
The Recreation Committee is requesting$915,000 in FY2023 for the construction phase of the renovation of the
Center Recreation Complex bathrooms and DPW maintenance building,which is located on Park Drive. A minor
renovation of the bathrooms was completed in 2011. Due to the extensive amount of use that the bathrooms receive
and the poor condition that they are currently in,the building is in need of a complete renovation. This request was
initially presented at the 2021 Annual Town Meeting and the article was indefinitely postponed.
Funding for the design and engineering costs was appropriated in FY2021. The design and engineering phase
provided the Town with a detailed list of recommended upgrades and repairs needed,thus allowing the Town to
plan and budget the upgrades and repairs in a responsible, effective manner. This request was initially presented at
the 2021 Annual Town Meeting and the article was indefinitely postponed. A public meeting was held in July 2021
to gather additional feedback and input from residents and stakeholders. This information will be incorporated into
the finalized design for the project.
Staff from Recreation&Community Programs, the Facilities Department,and DPW worked collaboratively with
the architect during the design development. The three main areas that this renovation will focus on are increasing
safety through a modified layout,installing gender-neutral restrooms, and existing storage needs and future storage
considerations. The project will include repairs to the plumbing system and installation of all new fixtures(toilets
and sinks),installation of new and improved lighting, and replacement of the existing roof as well as improvements
to the existing maintenance portion of the building. A stand-alone Morton style building may also be installed to
store equipment and supplies in,which will meet the various storage needs of the complex. Currently,DPW stores
equipment and supplies in the building in order for staff to maintain the various athletic fields and facilities located
at the Center Recreation Complex with the needed supplies and equipment on site. This section of the building is
beyond its useful life and the renovation will significantly improve the current conditions,increase efficiencies and
maximize the existing space.
Justification/Benefit:
The Center Recreation Complex is one of the crown jewel resources within the Town's Park and Recreation system.
The complex consists of two senior baseball fields, one softball field,one Little League field, a football stadium,
one multi-purpose field, a track,the(10)Gallagher Tennis and Pickleball Courts,the Center Playground(ages 2-12
years old), a skate park,two basketball courts, a skate park, a Ga-Ga pit and the Irving H. Mabee Town Pool
Complex. The complex is heavily used during the spring, summer, and fall. The complex is home too many
Recreation and Community Programs Department-sponsored camps and clinics during the summer months and is
permitted to multiple Lexington-based youth and adult sports organizations including Lexington United Soccer
Club,Lexington Little League,Lexington Babe Ruth,United Cricket League,Blue Sox and Lexington-Bedford
Hanscom Pop Warner Football. Each year, the athletic fields are permitted for over 13,000 hours of use,which
represents more than 25%of the total hours permitted by the department and the tennis courts are permitted for
approximately 4,500 hours of use(excluding school use). The pool is open approximately 13 weeks a year with
thousands of visitors in addition to the parks users who utilize the open space and walking track during all hours
dawn to dusk and beyond with athletic lighting access.It also serves as a home to the Lexington High School
Athletic program including baseball,cross country,football, soccer, softball,tennis,and track teams, as well as the
LPS physical education and Health and Wellness classes.
Facilities-Page 31 Printed November 24, 2021
While facilities at the complex such as the Town Pool Complex and the Center Track and Field have received
upgrades and improvements in recent years,the bathrooms have not received significant upgrades in many years
and the conditions reflect that. In Spring 2019,considerable plumbing repairs were needed which resulted in the
bathrooms being closed for 3-4 weeks. Given the extensive use that the complex receives,this creates major
inconveniences. Additionally,the department has received complaints about the lack of exterior lighting at the
building,how it presents a safety concern for users as well as the overall poor conditions of the facility. Between
the current functionality(or lack thereof)of the bathrooms and the safety concerns that presently exist,it is our
belief that this renovation needs to be completed now to ensure that the Center Recreation Complex continues to be
accessible for all of the Lexington community.
Impact if Not Completed:
If immediate needs are not identified and addressed,the condition of the bathrooms at the Center Recreation
Complex will continue to deteriorate,which could reduce the number of sports organizations,community members,
and tennis players that use the complex, thus decreasing revenues.
Timef'rame:
2022-2023
Replacement Frequency:
20 years
Basis for Cost Projections: Cost estimate provided in September 2021 based on similar projects.
Stakeholders: Recreation Committee,Residents,Lexington Public Schools,Youth and Adult Leagues,Recreation
& Community Programs,DPW,Facilities Department,Non-Residents.
Operating Budget Impact: Maintenance and repairs to the bathrooms has become an annual occurrence which
impacts the Recreation Enterprise operating budget which does not generate fees for this amenity.
Funding Source: CPA
Prior Authorizations:
Town Meeting Description Authorized Expended* Encumbered* Remaining* Returned
2020/16B Center Recreation Bathroom Design Complex $ 100,000 $ 26,959 $ 56,811 $ 16,230 $ —
Totals $ 100,000 $ 26,959 $ 56,811 $ 16,230 $ —
*Data current as of 1ovember 23,2021.
Funding Request:
FY2023 FY2024 FY2025 FY2026 FY2027
Site Acquisition
Design/Engineer
Project Management $ 20,000
Construction $ 835,000
Equipment
Contingency $ 60,000
Totals $ 915,000 $ — $ — $ — $ —
CPA Amount $ 915,000 $ — $ — $ — $ —
Facilities-Page 32 Printed November 24, 2021