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Home My WebLink About2022-11-30 Budget Hearing Presentations Packet - Released SELECT BOARD MEETING Wednesday, November 30, 2022 C onducted by Remote P articipation* 1:00 P M AGENDA ITEMS FOR INDIVIDUAL CONSIDERATION 1. F Y2024 P rop o s ed Budget- Town Manager's O ffic e P res entation 1:OOpm 2. FY2024 Proposed Budget- Town Committees Presentation 1:30pm 3. F Y2024 P ro p o s ed B ud get- F ire D ep artment P re s entatio n 2:OOp m 4. FY2024 Proposed Budget- Innovation& Technology Department Presentation 2:30pm 5. F Y2024 P ro p o s ed B ud get- D ep artment o f P ub lic F ac ilitie s P re s entatio n 3:15p m ADJOURN 1. Anticipated Adjournment 4:15pm T he S elec t B o ard meeting p ac ket is typ ic ally availab le at leas t o ne b us ine s s day in advanc e o f the meeting:http s://lexington.novus agenda.c om/agendapub lic/ Membe�s of the public can view the meetz'ng f�om thei�compute�o�tablet by clicking on the following link at the tz'me of the meetz'ng: https://us06web.zoom.us/j/83505727468?pWd=W VJQdmF sRzF FNF F sMUpQ VjVRQnBLUT09 iP ho ne o ne-tap: +13092053325„83505727468# US +13126266799„83505727468# US (Chicago) Telephone: +1 309 205 3325 US +1 312 626 6799 US (Chicago) +1 646 931 3 860 U S +1 929 436 2866 US (New York) +1 301 715 8592 US (Washington DC) Webinar ID: 835 0572 7468 Passcode: 076901 *An Act Relative to Extending C ertain S tate of Emergency Ac c o mo datio ns:http s://v��ww.mas s.go v/the-o p en-meeting-law T he next regularly s c heduled meeting o f the S elec t B o ard will b e held o n Mo nday, D ec emb er 5, 2022 at 6:3 Op m via remo te p artic ip atio n. Hea�ing Assistance Devices Available on Request All agenda time and the o�der of iterns are app�oximate and subject to change. � � �,�,,, Recarded by LexMedia AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2024 Proposed Budget - Town Manager's Office Presentation PRESENTER: ITEM James Robinson Mana ement F ellow NUMBER: � g &Anne Graglia-Ko sto s, Director o f I.1 Human Resources S UMMARY: No vote is �equested fo�this agenda item. Review preliminary F Y2024 budget for the Town Manager's O ffice. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 11/3 0/2022 1:OOp m ATTACHMENTS: Description Type � ��'��.nb��ar��.��.�� ,P.�...,��m IC��m��.)11��=4`�'�(�.��.��'��.��:��.�� fm �. � ., ��,{ ... �mtlRmffmWwsm�ryriWMM�RM ,a,� �n M1I�%NMi^mNY1MmYMfkY%��.w� .��, vy� �� rv+ �,�YN �roMw� . �^ � � �p� m � ', �� N j°�F a nis*"� °. .. �� . ? �.%i�,�:. 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'� V �� y�nu V.v!��v: ��M �� G� � y� �""� 1 I t �""M,„J 4 � „„��Y i � � �� L�a �� { ��I ��'�� i�� ,�� r'I ��„�"�'��°" N� � � �� ,, � _ � �, ��.�� ^� F,,� p rm � ' v�r:.,,;��3a �dlrmV r�„W�"° .. ��IYw�Nfv�Mfi�3IM�mwY�m�IY�M' �iiiJll�U�� :�.ir�� , � �� .+ar. .�u� 1 e ..,, , ..� , � ,.. .. I, . � � ��M(N�vuY�VriXI g�i�',, I. "..rvwwy�yminni�vrvrvry.. , ■ Town Ma na er s �ce Re u este B u et Fi Y r 2 24 sca ea S m itte � u y. Ja mes Ro i nson Ma na ement Fe ow , An n e ra i a-Kostos D i recto r o H u m a n Reso u rces , e ect B r Present ti n oa a o Nvm r 222 oe e , � �� °^+��,�' � �`�� , �� ■ � Town of Lex�n ton , g j� �� ,�,, � a�» M� �� a �ti�.1�� ' �� !�� FY2024 Bud et Develo ment '� ' g p � �� , �,�� " � �' �� ,��L��" i ��"�`��`�P�C.�"��µ "~��...._... Departmental Budget Requests Program: 8000 General Government Subprogram: 8200 Town Manager Mission: The Select Board appoints the Town Manager who oversees the daily operations of all general government departments, implements the policies of the Select Board, proposes an annual operating and capital budget, and enforces Town bylaws and regulations. The Town Manager's authority and responsibilities are established in the Selectmen-Town Manager Act of 1968. The Town Manager's Office is also responsible for Human Resources and benefit administration, as well as risk management. Budget Overview: The Town Manager's Office is comprised of the following elements: Organizational Direction and Administration, Human Resources, Sustainability, Communication, and Diversity, Equity and Inclusion. Organizational Direction and Administration funds staff and expenses for the Manager's Office including organizational development funds and some office equipment. Human Resources funds staff and expenses for managing the personnel and benefit functions of the organization. The Sustainability and Resilience Officer, Director of Communications & Special Projects, and Chief Equity Officer positions are in the Town Manager's Office to support and further the goals of the organization. The FY2024 budget reflects an overall increase of$91,807 or 7.03% from FY2023. This is comprised of an increase of$73,779 or 7.29% in Compensation due to contractually obligated step increases and the transfer of the Webmaster position to the department, as well as an increase of$18,028 or 6.13% in overall expenses from the previous year. Personnel-related expenses were reassigned from the Innovation & Technology Department to the Town Manager's Office to account for the Webmaster and their professional development and memberships following an FY2023 budget adjustment conducted at 2022-3 Special Town Meeting. Department Initiatives: 1. Continue to support the Racial Diversity, Inclusion, and Equity Transformation plan and other social equity initiatives in coordination with the Select Board. 2. Work to support the organization's high-performance culture by providing directed team building to the Middle and Senior Management Team. 3. Develop new revenue sources to support the budget, particularly the capital budget, by developing long-term debt management strategies to mitigate the impact of large project debt service. 4. Continue the initiative to develop organizational sustainability by passing on institutional knowledge, engaging mid-level managers in organization decision-making and selecting and training qualified individuals. 8200 - Town Manager 1 5. Continue reviewing new fiscal policies, specifically updating strategies for funding the Town's Pension and OPEB Liabilities. The next policy review will evaluate the funding model for the Recreation Enterprise Fund. Program Improvement Requests Comp. Expenses Benefits Total Hiring of a Benefits Assistant $ 64,070 $ $ 18,462 $ 82,532 Lexington HeatSmart Program $ $ 20,000 $ $ 20,000 Classification and Compensation Study $ $ 30,000 $ $ 30,000 Full-time Administrative Assistant $ 26,609 $ $ 17,919 $ 44,528 Tc�tal �2�� by R�qu�st � 9�,�79 � 5Q,�(�� 3�,3$1 $ 177,�� 8200 - Town Manager 2 FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $489,410 $655,731 $891,305 $995,669 $104,364 11.71% Enterprise Funds (Indirect) $42,193 $36,728 $52,816 $51,813 $(1,003) (1.90)% Available Funds $ Rentals* $473,201 $394,624 $361,850 $350,296 $(11,554) (3.19)% . � . � . . � � � � . � � . � • . . 1 1 • . . • - � 1 1� . 1 � � 1 . 1 .� � 1 � . � . 1 1 � FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriation Summary Actual Actual Revised Mgr's Rec. Increase Increase Compensation $828,323 $934,899 $1,011,696 $1,085,475 $73,779 7.29% Expenses $176,481 $152,185 $294,275 $312,303 $18,028 6.13% . � . � . . � . � . . � . . � • . . 1 1 • . . • - , 1 1� . 1 � � 1 . 1 .� � 1 � . � . 1 1 , FY2021 FY2022 FY2023 FY2024 Dollar Percent Program Summary Actual Actual Revised Mgr's Rec. Increase Increase Total 8210 Organizational Dir. & Ad m i n. $755,320 $838,806 $989,321 $1,061,852 $72,531 7.33% Total 8220 Human Resources $249,485 $248,277 $316,650 $335,926 $19,276 6.09% . � . � . . � . � , . � , . � • . . 1 1 • . . • - , 1 1� . 1 � � 1 . 1 .� � 1 � . � . 1 1 , FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Code Summary Actual Actual Revised Mgr's Rec. Increase Increase Salaries &Wages $828,323 $934,899 $1,011,696 $1,085,475 $152,256 15.05% Overtime $0 $0 $0 $0 $0 % Personal Services �828,323 �934,899 $1,011,696 $1,085,475 $152,256 15.05% Contractual Services $155,818 $111,523 $254,850 $272,878 $29,828 11.70% Uti I ities $1,107 $1,760 $1,400 $1,400 $0 % Supplies $16,217 $36,562 $31,525 $31,525 $10,000 31.72% Small Ca ital $3,339 $2,339 $6,500 $6,500 $0 % Expenses $176,481 $152,185 $294,275 $312,303 $18,028 6.13% . � . � . . � . � � . � � . � • . . 1 1 • . . • - , 1 1� . 1 � � 1 . 1 .� � 1 � . � . 1 1 � *Rentals are comprised of rental receipts from the Waldorf School, Bertucci's Italian Restaurant, LexFarm and Peet's Coffee&Tea sidewalk rentals,cell tower lease revenue and the sublease of Kline Hall to LexMedia. Budget Summary - Salary Adjustment (8230) FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $408,732 $313,529 $826,422 $826,422 $0 % • ' � i � ' • i � i • � i • � i ' 1 � i • � r � � • r �• • r• • � � FY2021 FY2022 FY2023 FY2024 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase Total 8230 Salary Adjustment $408,732 $313,529 $826,422 $826,422 $0 % • ' � � � ' • i � i • � i • � i ' 1 � ♦ • • • � 1 • 1 1• • 1� • 1 � 8200 - Town Manager 3 �� ,,, � „ �.. � -- j��'� �' ��i ■ �� ,: ��; Town of Lex�n to n r� ��::, w �� J �.� � �� a� � �� ,�k��y,� �� FY2024 Budget Development ,Y. '��- ,/� �i��'��,�+�" ' ' �"��.�� Departmental Budget Requests Program: 8000 General Government Subprogram: 8200 Town Manager FY2021 FY2022 FY2023 FY2024 Authorized/Appropriated Staffin� Budget Budget Budget Request Town Manager 1 1 1 1 Deputy Town Manager 1 1 1 1 Director of Communications & Special Projects� 1 1 1 1 Sustainability and Resilience 1 1 1 1 Offi ce r Chief Equity Officer2 1 1 1 OfFice Manager/Special Events 1 1 1 1 Coordinator Management Fellow 1 1 1 1 ManagementAnalyst3 0 1 1 1 Hearing Officers4 0.12 0.12 0.12 0.12 Human Resources Director 1 1 1 1 Human Resources Associate 1 1 1 1 Benefits Coordinator 1 1 1 1 Municipal Assistant5 0.54 0.54 0.54 1 Webmaster6 0 0 0 1 Total FTE 9.66 11.66 11.66 13.12 Tota I FT/PT 9 FT/ 3 PT 11 FT/ 3 PT 11 FT/ 3 PT 13 FT/ 2 PT 1)Title change from Public Information Officer to Director of Communications/Special Projects Coordinator in the Summer of 2022. 2)A Chief Equity Officer was added in FY2022 via a program improvement in response to community organizing around racial justice and equity. 3)A second Management Analyst role was added via 2021 Fall STM, in part to help manage the American Recovery Plan Act (ARPA)projects. A portion of their salary is funded from ARPA. 4)Two hearing officers hear appeals for parking fines;one municipal hearing officer hears appeals for fines issued by the Fire Department(regional position,shared with Winchester and Woburn) 5)The HR Municipal Assistant transitioned from part to full-time in FY2023.A portion of their salary is funded from ARPA. 6)A Webmaster was reassigned to the Town Manager's Office via a Budget Adjustment at 2022 Fall STM. 8200 - Town Manager 4 �� , � „ �. ,,� '' , j�`�� t �� ■ ��m�� ,� own o ex�n o n r�� :, ,� �� %.. �� u,� � � ��y,� ��,a;� FY2024 Budget Development , ,, �� r � ��`�"��"��'� Departmental Budget Requests Program: 8000 General Government Subprogram: 8200 Town Manager Element: 8210 Organizational Direction and Administration Budget Description: Overall, the recommended FY2024 budget reflects a $72,531 or 7.33% increase from FY2023. Compensation reflects an increase of$54,503 or 6.55% due to contractually obligated increases, as well as the transfer of the Webmaster position from the Innovation & Technology department to the Town Manager's Office. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2023. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses are increasing by $18,028 or 11.43%, primarily due to the transfer of the CodeRed notification system from the Police Dispatch budget. Organizational Direction and Administration funds staff and expenses for all functions of the Town Manager's OfFice except Human Resources. Administration includes the day-to-day oversight for all general government departments, townwide staff training and professional development, risk management for municipal and school departments, special projects and website content coordination. The Manager's Office also implements all decisions of the Board of Select Board and Town Meeting, and provides stafF support to various Town committees. 8200 - Town Manager 5 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $649,626 $743,109 $826,419 $879,029 $52,610 6.37% 514000 Other Compensation $0 $0 $0 $0 $0 % 514090 Longevity $302 $500 $500 $2,300 $1,800 360.00% 512000 Seasonal Part-Time $2,243 $6,159 $0 $0 $0 % 511010 Part-Time Wa es $3,227 $3,237 $4,662 $4,755 $93 1.99% Subtotal Compensation $655,398 $753,005 $831,581 $886,084 $54,503 6.55% 520000 Contract Services $25,000 $6,018 $31,000 $52,828 21,828 70.41% 538080 Pri nti ng & Forms $229 $15 $1,750 $1,750 % 530000 Professional Services $40,260 $10,000 $25,000 $25,000 % 530030 Legal Services $4,255 $0 $0 $0 % 572000 M i leage $410 $1,342 $1,500 $1,500 % 530060 Prof Dev&Training $10,384 $19,982 $41,500 $40,000 (1,500) (3.61)% 571000 Travel $0 $5,485 $12,000 $11,000 (1,000) (8.33)% 530040 Sem./Workshops/Conf. $1,543 $3,892 $8,800 $7,500 (1,300) (14.77)% 534030 Mobile Devices $1,107 $1,760 $1,400 $1,400 % 558000 Supplies $918 $24,295 $15,000 $15,000 % 542000 Office Supplies $3,027 $1,754 $4,500 $4,500 % 573000 Membership/Dues $9,449 $7,413 $8,790 $8,790 % 585020 Small Equipment $0 $0 $2,500 $2,500 % 542040 Office E u i ment $3,339 $2,339 $4,000 $4,000 % Subtotal Expenses $99,921 $85,802 $157,740 $175,768 $18,028 11.43% Total 8210 Organizational Dir. & Admin. $755,319 $838,807 $989,321 $1,061,852 $72,531 7.33% 8200 - Town Manager 6 �� , � „ �. ,,� '' , j�`�� t �� ■ ��m�� ,� own o ex�n o n r�� :, ,� �� %.. �� u,� � � ��y,� ��,a;� FY2024 Budget Development , ,, �� r � ��`�"��"��'� Departmental Budget Requests Program: 8000 General Government Subprogram: 8200 Town Manager Element: 8220 Human Resources Budget Description: The requested FY2024 budget reflects an increase of$19,276 or 6.09% from FY2023. Compensation increases by $19,276 or 10.70% due to contractually obligated step increases and additional hours to bring the Administrative Assistant from part-time to full- time. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2023. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Professional Services will continue to fund HR consultations, investigations ,and assessment centers for the Police and Fire Departments, as well the cost of scanning and converting paper files into the Tyler Content Manager module. The Town Manager's Office through the Human Resources function is responsible for managing personnel administration, benefits administration, collective bargaining agreements, workers compensation and unemployment benefits. Contract negotiations have concluded for the Cary Memorial Library StafF Association through FY2023; AFSCME Local 1703 Public Works and AFSCME Local 1703 Building Maintenance Custodians through FY2024; Police Superiors Association, Lexington Municipal Employees Association (LMEA), and Lexington Municipal Managers'Association (LMMA) through FY2025; and AFSCME Local 1703 Dispatchers and the Lexington Police Patrolman's Association through FY2026. The Town is currently negotiating with Local 1491 International Association of Firefighters (IAFF) and SEIU Local 888 School Crossing Guards. 8200 - Town Manager 7 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Reg u la r Wages $169,196 $170,708 $168,085 $175,906 $7,821 4.65% 514090 Longevity $0 $0 $250 $250 $0 % 511010 Part-Time Wages $3,729 $11,186 $11,780 $23,235 $11,455 97.24% Subtotal Compensation $172,925 $181,894 $180,115 $199,391 $19,276 10.70% 538080 Printing & Forms $744 $817 $500 $500 % 530000 Professional Services $39,259 $5,477 $40,000 $40,000 % 530030 Legal Services $31,940 $52,200 $85,000 $85,000 % 538010 Advertisi ng $758 $3,055 $1,500 $1,500 % 572000 Mileage $0 $0 $300 $300 % 530060 Prof Dev&Trai n i ng $888 $1,460 $3,000 $3,000 % 571000 Travel $0 $0 $1,500 $1,500 % 530040 Sem./Workshops/Conf. $150 $275 $1,500 $1,500 % 558000 Supplies $103 $0 $735 $735 % 542000 Office Supplies $1,548 $2,299 $750 $750 % 573000 Membership/Dues $1,171 $800 $1,750 $1,750 % Subtotal Expenses $76,561 $66,383 $136,535 �136,535 $0 % Total 8220 Human Resources $249,486 $248,277 $316,650 $335,926 $19,276 6.09% 8200 - Town Manager 8 FY2024 Pro ram Improvement Request # 1 of 4 g Department: Town Manager's Office Element: 8220 - Human Resources PIR Title: Hiring of a Benefits Assistant Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2024 Only FY2024& Future FY2024 Request Compensation 511000 Regular Wages 1.00 $ 64,070 $ 64,070 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ $ Total Compensation 1.00 $ $ 64,070 $ 64,070 Benefits Benefits Eligible? 1.0 $ 18,462 $ 18,462 Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: As noted in past years, the volume of benefits changes caused by the constant movement of school staff in and out of positions has exceeded the capacity of a single central point for all benefits processing. If approved, this request would allow the Human Resources Department to hire a Benefits Assistant to assume some of the work currently shouldered by the Benefits Coordinator. The need for this position was also called out in the recent Organizational Assessment conducted by Raftelis. Service Implication: The hiring of a Benefits Assistant will allow the Benefits Coordinator more time to focus on important detail work of their position and will allow the Human Resources Director to reduce the number of weekly hours devoted to supporting the Benefits Coordinator and allow them to focus on the important tasks that have been sidelined by the more immediate and pressing needs of the department. 8200 - Town Manager g FY2024 Pro ram Improvement Request # 2 of 4 g Department: Town Manager's Office Element: 8210 - Town Manager's Office PIR Title: Lexington HeatSmart Program Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2024 Only FY2024& Future FY2024 Request Compensation 511000 Regular Wages $ 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ $ Benefits Benefits Eligible? 0 $ $ Expenses $ 20,000 $ 20,000 $ $ Total Expenses $ $ 20,000 $ 20,000 Purpose/Description of Request: The "Getting to Net Zero Plan" emphasizes the reduction of greenhouse gas emissions as a central Town goal. The Lexington HeatSmart Program is both popular and highly desired by Lexington residents and serves as a tangible means for pursuing the reduction of household greenhouse gas emissions. The Lexington HeatSmart Program provides assistance and advocacy to residents looking to transition their homes' heating systems to more energy efficient heat pumps. Service Implication: The funding would cover the necessary costs related to Heat Pump Advocate Trainings, Consulting Services, and the Marketing and Outreach required for continued service of the Lexington HeatSmart Program. 8200 - Town Manager 10 FY2024 Pro ram Improvement Request # 3 of 4 g Department: Town Manager's Office Element: 8220 - Human Resources PIR Title: Classification and Compensation Study Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2024 Only FY2024& Future FY2024 Request Compensation 511000 Regular Wages $ 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ $ Benefits Benefits Eligible? 0 $ $ Expenses $ 30,000 $ 30,000 $ $ Total Expenses $ 30,000 $ $ 30,000 Purpose/Description of Request: During FY23 collective bargaining with the Lexington Municipal Employees Association (LMEA) and with the Lexington Municipal Managers Association (LMMA), it was agreed that a classification and compensation study would be completed on all positions within these groups. This request would allow the Town to complete a study on all positions within the the LMEA and the LMMA as well as similar positions within the Non-Represented (TNON) group, including those at the senior management level. The last reviews completed on these groups took place in 2008 for the LMEA and similar TNON positions and in 2011 for the LMMA and similar TNON positions. Service Implication: If approved, this study will allow the Town to remain competitive with our comparable municipalities in the recruitment of high quality candidates. 8200 - Town Manager 11 FY2024 Pro ram Improvement Request # 4 of 4 g Department: Town Manager's Office Element: 8220 - Human Resources PIR Title: Full-time Administrative Assistant Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2024 Only FY2024& Future FY2024 Request Compensation 511000 Regular Wages $ 26,609 $ 26,609 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ 26,609 $ 26,609 Benefits Benefits Eligible? 1 $ 17,919 $ 17,919 Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: This request would increase the hours for our current administrative assistant for the Human Resources Department from part-time (19 hours per week) to full-time (35 hours per week). Human Resources continues to experience a significant increase in the volume of work in the area of benefits and other payroll changes that need to be processed. Although the recent addition of a dedicated part-time administrative assistant has been a great help to our department we have still not been able to utilize this position as the recruiting specialist that it was also intended to be. This is completely due to the tremendous volume of benefits processing that takes place in our department on a daily basis. As we move forward with adding new benefits this fall (short and long term disability and vision) we know that this volume will only continue to increase. Having another sixteen hours of assistance will make a significant difference in our ability to process this paperwork in a timely manner and allow for the Benefits Coordinator to have much needed backup. Service Implication: The additional hours for this position would be split between our Benefits Coordinator and our Human Resources Associate . We anticipate that with these additional hours, our current administrative assistant will be better positioned to assume the role of recruiting coordinator while also being able to devote more hours to both benefits and to the general HR processes. 8200 - Town Manager 12 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2024 Proposed Budget - Town Committees Presentation PRE E TER• ITEM S N . NUMBER: James Robinson, Management F ellow I.2 S UMMARY: No vote is �equested fo�this agenda item. Review preliminary F Y2024 budget for the Town C ommittees. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 11/30/2022 1:30pm ATTACHMENTS: Description Type � ��'��.nb��ar��.��.�� ,P.�...,��v�fm��.�.��m��:�^"�'�,��,`��c��c�b��:n��.��: ��fm � M�I�y.. 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W �.,. .�XMVll11fiWX'�w WA�I",. ��/� „��, T wn mmittees 0 0 Re u este B u et Fi Y r 2 24 sca ea m itte � u y. .]a mes Ro i nson Ma na ement Fe ow , Se ect B r Present ti n oa a o Nvm r 222 oe e , ��".��' �,��<. ��'"°� ,� `"�"``� ; �:�� ,� _, � ■ �� a� r� ��`� Town of Lex�n ton �� W g � �� a�..�a�� '� � �� FY2024 Bud et Develo ment �� r�� ,�; 9' p �� ,,�,�� .��r��`��`A'% ��.._.... Departmental Budget Requests Program: 8000 General Government Subprogram: 8300 Town Committees Mission: Town Committees includes the Appropriation Committee, Capital Expenditures Committee, Public Celebrations Committee and various boards and committees appointed by the Select Board, Moderator and the Town Manager. Budget Overview: The Town Committees Budget is expected to decrease overall by $(3,952) or (5.63)%.This reflects a $(4,090) decrease for the Town Celebrations Committee, which is primarily due to costs of the biennial Dance Around the World event being in its off-year offset by the increasing costs surrounding Patriots' Day supplies and planning. Authorized Staffing: The Financial Committees' appropriation includes funds for a part-time recording secretary. This person is responsible for taking minutes for the Appropriation and Capital Expenditures Committees. Program Improvement Requests Comp. Expenses Benefits Total ��,��,�� Human Rights Committee $ $ 5,000 $ $ 5,000 ��.��.��,,,��,,,��,,,��,,,��1��0��0��0�0��, Lexington Council for the Arts $ $ 10,000 $ $ , Tc�tal �300 by F�equ�e�t � — $ 1�,00� $ — � 1�,00�, 8300 - Town Com m ittees 1 FY2017 FY2018 FY2019 FY2020 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $24,890 $57,974 $70,160 $66,208 $(3,952) (5.63)% � � • 1 � � � �� 1 � � �� • � � • �� , 1 FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $5,805 $6,238 $6,897 $7,035 $138 2.00% Expenses $19,085 $51,735 $63,263 $59,173 $(4,090) (6.47)% • � • � � • • �r � • � � �� i � • � �i • • � • �r � � � 1 FY2021 FY2022 FY2023 FY2024 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase Total 8310 Financial Committees $6,329 $6,630 $8,397 $8,535 $138 1.64% Total 8320 M isc. Boards & Com m ittees $6,005 $6,502 $10,500 $10,500 $0 % Total 8330 Town Celebrations $12,557 $44,842 $51,263 $47,173 $(4,090) (7.98)% � • • � � � � �� • � �� • • � • �� ' 1 FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $5,805 $6,238 $6,897 $7,035 $138 2.00% Overtime $0 $0 $0 $0 $0 % Personal Services $5,805 $6,238 $6,89 7 $7,035 $138 2.00% Contractual Services $6,183 $6,048 $10,000 $10,000 $0 % Utilities $0 $0 $0 $0 $0 % Supplies $12,902 $45,687 $53,263 $49,173 $(4,090) (7.68)% Small Capital $0 $0 $0 $0 $0 % Expenses $19,085 $51,735 $63,263 $59,173 $(4,090) (6.47)% • . : 1 1 • • '� � : • 1 '� ' '� 1 . 1 '� . . 1 : '� • . ' , 8300 - Town Com m ittees 2 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget De velopment � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 8000 General Government Subprogram: 8300 Town Committees Element: 8310 Financial Committees Budget Description: The Town of Lexington has several committees that monitor the Town's finances and provide recommendations to Town Meeting. Two of these committees are the Appropriation Committee and the Capital Expenditures Committee. Appropriation Committee: The Appropriation Committee is a nine-member board appointed by the Town Moderator. Members are appointed to three-year overlapping terms. The Committee's charge is to evaluate fiscal policies and priorities set by the Select Board for Town Meeting. The Committee advises Town Meeting members and the Select Board on financial proposals, analyzes operating budget proposals, makes fiscal projections, and reviews funding for proposed capital improvements. In addition, the Committee's approval is required to use reserve funds for unanticipated operating costs (see element 2310, "Reserve Fund," for details). In addition to its statutory responsibilities, the Committee has been involved in promoting a clear and accurate presentation of financial information to members of Town Meeting. The committee also encourages the timely distribution of financial information to Town Meeting members and other decision makers. They are responsible for maintaining relationships with regional and statewide organizations devoted to exploring solutions to municipal finance and budgeting problems. Capital Expenditures Committee: The Capital Expenditures Committee consists of no less than five members and no more than seven members. Members are appointed by the Town Moderator to three-year overlapping terms. The Capital Expenditures Committee makes recommendations to Town Meeting and the Select Board concerning capital expenditure requests from town boards and departments that may be required within the ensuing 5-year period. The Committee considers the relative need, timing, and cost of these projects; the adequacy thereof; and the effect these expenditures might have on the financial position of the town. Prior to each annual Town Meeting, the Committee prepares, publishes, and distributes a report of its recommendations for the projects to be undertaken within the 5-year period and the approximate dates when each should be started. This budget request funds the production of reports for both the Appropriation Committee and Capital Expenditure Committee to Town Meeting, and attendance at an annual finance committee conference. 8300 - Town Com m ittees 3 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511010 Part-Time Wages $5,805 $6,238 $6,897 $7,035 $138 2.00% Subtotal Compensation $5,805 $6,238 $6,89 7 $7,035 $138 2.00% 520000 Contract Services $0 $0 $0 $0 % 538080 Pri nti ng & Forms $178 $46 $1,000 $1,000 % 558000 Supplies $0 $0 $0 $0 % 573000 Membershi /Dues $345 $345 $500 $500 % Subtotal Expenses $523 $391 $1,500 $1,500 $D % Total 8310 Financial Committees $6,328 $6,629 $8,397 $8,535 $138 1.64% 8300 - Town Com m ittees 4 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 8000 General Government Subprogram: 8300 Town Committees Element: 8320 Misc. Boards & Committees Budget Description: The Miscellaneous Boards and Committees element funds expenses of boards and committees not individually supported through departmental operating budgets. The Arts Council was initially funded in FY2019 via a PI R for $6,900, which was subsequently increased to $7,500 in FY2020. Due to the pandemic and committee turnover, funding was reduced to $6,000 beginning in FY2021. The FY2024 funding request is for $6,000, which will be used to provide matching funds for state grants and a small number of other programs and activities. Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 520000 Arts Cou nci I $6,000 $5,999 $6,000 $6,000 $0 % 538080 Printing & Forms $5 $3 $3,000 $3,000 $0 % 530000 Professional Services $0 $0 $0 $0 $0 % 558000 Su ppl ies $0 $500 $1,500 $1,500 $0 % 573000 Membershi /Dues $0 $0 $0 $0 $0 % Subtotal Expenses $6,005 $6,502 $10,500 $10,500 $0 % Total 8320 Misc. Boards&Committees $6,005 $6,502 $10,500 $10,500 $0 % 8300 - Town Com m ittees 5 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 8000 General Government Subprogram: 8300 Town Committees Element: 8330 Public Celebrations Budget Description: The Town holds public celebrations for Patriots' Day, Veterans' Day, and Memorial Day. There are two parades held on Patriots' Day, one on Veterans' Day, and one on Memorial Day. The Public Celebrations Committee, a volunteer body of ten members appointed by the Select Board, plans these celebrations and oversees a reenactment of the Battle of Lexington on the Lexington Battle Green on Patriots' Day. The reenactment attracts well over 12,000 spectators each year and is nationally recognized for its historical authenticity. The multi- cultural Dance Around the World event (biennial) is also organized by the Celebrations Committee. The Celebrations Committee also directs and coordinates numerous other Patriots' Day activities, including a Youth of Lexington Sunrise Parade from East Lexington to the Battle Green, a five-mile run sponsored by the Lions Club, the reenactment of Paul Revere's arrival in Lexington from Boston, and an afternoon parade. Town funding accounts for only a portion of the total cost of these celebrations. Other miscellaneous costs are covered through citizen contributions, corporate sponsors and private donations. Expenses are decreasing by $-4,090 or (7.98)% from FY2023 due to the biennial Dance Around the World event being it the ofF-year, offset by a 2.5% increase in the costs of supplies for Patriots' Day. Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 558000 Su lies $12,557 $44,842 $51,263 $47,173 4,090 7.98 % Subtotal Expenses $12,557 $44,842 $51,263 $47,173 $(4,090) (7.98)% Total 8330 Public Celebrations $12,557 $44,842 $51,263 $47,173 $(4,090) (7.98)% 8300 - Town Com m ittees 6 FY2024 Pro ram Improvement Request # 1 of 2 g Department: Town Committees PI R Title: H u man Rig hts Com m ittee Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2024 Only FY2024& Future FY2024 Request Compensation 511000 Regular 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: The Lexington Human Rights Committee sponsors several community events and trainings annually. The activities organized by the committee include Active Bystander Training, No Hate November, Martin Luther King Day Community Conversations, a paid trainer to train Lexington residents who facilitate the table conversations on MLK day, and Race Amity Day, as well as guest speakers and presentations in conjunction with other town groups and committees. Each of these events typically includes a professional speaker or speakers as well as facilitator training, all of which are budgetary outlays. The Committee would also like to provide some basic training for all its members, so that all future members have some general background knowledge of equity and inclusion issues and concerns. To fund these events, the committee has historically fundraised or sought funding from various Town Departments. However, staff and committee members feel that it is important to provide stable and reliable funding to support theses ongoing community educational programming and training. Additionally, Town Meeting voted to support both articles to combat systemic racism, and to support persons with disabilities in solidarity with the Select Board's commitment to diversity, equity, and inclusion. A budget represents the Town's commitments, and it is timely that Lexington's budget reflects its commitment to diversity equity and inclusion not only for the present time but for future generations. This funding would support the hiring of speakers for events such as Martin Luther King Day, training active bystanders (TABS program), and supplies and advertising for events. The path to diversity, equity, and inclusion is a long road and will require continued training from experts in the field. The Human Rights Committee is committed to holding itself to the highest standards by not merely bringing in an inexpensive speaker, but rather finding experts who are qualified to speak on their designated topic. It is very important that we continue to maintain this level of integrity as the Town has come to expect us to provide reliable evidence-based information without this funding, there is no guarantee that the committee will be able to sponsor many of the events and trainings that are critical to strengthening community unity and fostering a sense of belonging for all. 8300 - Town Com m ittees 7 Service Implication: While in the past, we have been fortunate to be able to fund raise from outside sources, recent economic factors have made that funding all the more difFicult as the same organizations that have funded us are also strained due to inflation, the high demand and high needs of marginalized populations, and general economic constrictor. Thus, funding for these programs to continue is uncertain. The implications of compromised or interrupted programming that the community has come to expect from the Human Rights Committee is not merely the missing of an event. It would be telegraphing that these initiatives and the underlying diversity equity and inclusion work are not a priority. Thus, the Human Rights Committee urges an allocation of $5000 dollars to continue this valuable work. 8300 - Town Com m ittees 8 FY2024 Pro ram Improvement Request # 2 of 2 g Department: Town Committees PIR Title: Lexington Council for the Arts Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2024 Only FY2024& Future FY2024 Request Compensation 511000 Regular Wages $ 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ $ Benefits Benefits Eligible? 0 $ $ Expenses $ 10,000 $ 10,000 $ $ Total Expenses $ 10,000 $ $ 10,000 Purpose/Description of Request: Enhance the cultural life of the community by bringing about new appealing visual and performing arts programs. Grow the Town's reputation as a cultural destination for out-of-town visitors. Develop programming that is inclusive of all cultural heritages. Support local artists. Build infrastructure necessary to grow cultural programming. Service Implication: PublicArt Projects: Storefront Stories: Writers will develop stories about the peoples who run the shops in East Lexington and then artists will paint temporary murals celebrating the independent small businesses in East Lexington Calligraphy: Different Cultures, Different Approaches: Experts in East Asian, Indian, and European calligraphy will hold hands-on workshops and seminars to instruct community members in these different forms of calligraphy. An opportunity for cultural exchange. Bikeway Colonies: Models of small homes and other buildings inspired by historic local architecture and crafted by local artists will be placed in trees along the Bikeway or in Town parks and conservation areas, along with the fairy homes from the Fairy Homes project of 2022 and newly crafted fairy homes. 8300 - Town Com m ittees 9 Public Performances or Events: Dance Around the World: LCA will partner with the Town Celebrations Committee to mount a community dance program that celebrates the Town's diverse heritage with dance performances from a number of classical and folk dance groups (such as from Indian, Chinese, Greek, Scottish, Israeli, Latin traditions). Another component to the program will be a pop dance party led by LHS students with popular dances from today's world pop movements. Porchfest: Porchfest will be a one-day event in which local musicians will be matched up with homeowners who provide their porches, decks, or yards as performance spaces. Community members then navigate from "porch" to "porch" to enjoy music from performers who might interest them. The first event will be a pilot on a small scale (unlike the hundreds of porches involved in these kinds of events at some nearby towns) to explore community interest in this kind of event. Lexington Laughs: LCA will host a weekend of comedy with two events: an open mike stand-up/improv night and a professional stand-up performance night. LCAwill draw on LHS student talent and other community talent for the stand-up/improv night and local professional comedians for the professional night. The performances will be "PG-13" in content. Lexington Annual Arts Festival: The Lexington Annual Arts Festival will be an annual two- day community event that celebrates arts and culture in its myriad forms. Packed with live dance performances, musical concerts, theater, stand-up comedy, and art shows, it will showcase local talent while also bringing the community together. The goal will be to bring difFerent art forms together in a single event that can be enjoyed by all age groups. For example, in the realm of visual arts, there could be art exhibitions by local artists, art competitions for children and seniors, and a family friendly kite flying event. The initial form of this festival will build on one or more of the other public performances or events that are currently being planned. Concerts at the Mansion: LCAwill organize a series of outdoor concerts near the Community Center Mansion. Musicians might include members of the Lexington Symphony, LHS musical groups, and other local musicians. Infrastructure: Website Improvement: An arts & culture events calendar functionality will be incorporated into the LCA website. Outreach/publicity: Awriterwill be engaged to improve marketing and publicity efforts to better inform the community of arts and culture programming and other news of interest. 8300 - Town Com m ittees 10 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2024 Proposed Budget - Fire Department Presentation PRE E TER• ITEM S N . NUMBER: D erek S enc ab augh, F ire C hie f I.3 S UMMARY: No vote is �equested fo�this agenda item. R eview p reliminary F Y2024 b udget fo r the F ire D ep artment. 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Fi re De rtment a Re u este B u et Fi Y r 2 24 sca ea S m itte � u y. Dere enca a u Fi re ie , e ect B r Present ti n oa a o Nvm r 222 oe e , ��".��' �,��<. ��'"°� ,� `"�"``� ; �:�� ,� _, � ■ �� a� r� ��`� Town of Lex�n ton �� W g � �� a�..�a�� '� � �� FY2024 Bud et Develo ment �� r�� ,�; 9' p �� ,,�,�� .��r��`��`A'% ��.._.... Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department Mission: The mission of the Lexington Fire Department is to protect the lives and property of the community from emergencies involving fire, medical, hazardous materials and environmental causes. This mission is achieved through public information, code management, and emergency response. Budget Overview: The FY2024 budget for the Lexington Fire Department is $8,122,058 which is a $53,590 or 0.66% increase from the revised FY2023 budget. Compensation is increasing by $18,163, or 0.25%, which is attributed to employee turnover in the department. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2023. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses are increasing by $35,427, or 4.44%, which is primarily due to an increase in the cost of Diesel as a result of current pricing volatility and significant increases in the cost of fire apparatuses and equipment. The Fire Department is comprised of the following divisions: Administration, Fire Prevention, Fire Suppression, Emergency Medical Services, and Emergency Management. • The Administrative function is responsible for all policies and procedures, training, inventory, and the day-to-day operations of the fire department, as well as accounts payable and receivables and payroll. • The Fire Prevention Bureau is responsible for fire code enforcement activities, public education, plan reviews, permit applications and approvals, flammable and combustible liquid storage approval, as well as blasting regulatory enforcement. � The Fire Suppression Division is stafFed 24/7, operating out of two stations and responds to all calls for assistance in the community. These calls range from fire suppression, motor vehicle accidents, EMS support calls, hazardous materials responses, and vehicle extractions as well as any water related incidents. • The Emergency Medical Services Division operates along with the Fire Suppression Division, stafFing two ambulances at the Advanced Life Support Level. Department Goals: 1. Implement online inventory tracking continues to be developed. 2. Role out online fire permitting process has made great progress and continues to expand. 3. Develop an improved employee recruitment process to address diversity and retention. 4200 - Fire Department 1 Program Improvement Requests Comp. Expenses Benefits Total �.��.��.��..��.��.��..��1�o��2 3 9�� Lieutenant Fire Inspector $ 87,438 $ $ 18,801 $ , � Tc�tal 42�00 by Re�u��t $ �7,A�� - � 1�,801 � 10�,2�9 FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $6,357,519 $6,479,688 $6,644,793 $6,633,383 $(11,410) (0.17)% Fees &Charges Ambulance Fees $1,157,735 $1,425,457 $1,340,000 $1,400,000 $60,000 4.48% Fire Department Fees $47,395 $39,061 $33,675 $38,675 $5,000 14.85% Licenses & Permits $55,120 $55,450 $50,000 $50,000 $0 % � • � � � • � • • • � • • � • � • • i � 1 � � � � � � • � � • • �• � •• • • � � � • � � � � • � FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriation Summary Actual Actual Revised Request Increase Increase Compensation $6,987,078 $7,367,013 $7,269,665 $7,287,828 $18,163 0.25% Expenses $630,691 $632,642 $798,803 $834,230 $35,427 4.44% � • � � � • � • • • � • • � • � • • i � 1 � � • i • • � • r• •• • • � � � • � � � � • � FY2021 FY2022 FY2023 FY2024 Dollar Percent Program Summary Actual Actual Revised Request Increase Increase Total 4210 Fire Administration $550,049 $550,877 $608,685 $649,357 $40,672 6.68% Total 4220 Fire Prevention $233,563 $244,408 $245,071 $253,635 $8,564 3.49% Total 4320 Fire Suppression $6,625,477 $6,998,539 $6,945,138 $6,963,325 $18,187 0.26% Total 4240 Emergency Medical �204,780 $199,733 $261,174 $247,041 $(14,133) (5.41)% Services Total 4250 Emergency $3,900 $6,099 $8,400 $8,700 $300 3.57% Management � ' � � ' • � � • • � • • � • � • • � � 1 � • / 1 � � • • � • • �� •• • � � � � • � � � � • � FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Code Summary Actual Actual Revised Request Increase Increase Salaries &Wages $5,878,461 $5,993,437 $6,133,174 $6,136,563 $3,389 0.06% Overtime $1,108,616 $1,373,576 $1,136,491 $1,151,265 $14,774 1.30% Personal Services $6,987,077 �7,367,013 �7,269,665 $7,287,828 $18,163 0.25% Contractual Services $292,933 $324,000 $351,154 $378,744 $27,590 7.86% Utilities $44,402 $48,652 $80,331 $98,701 $18,370 22.87% Su ppl ies $180,807 $211,740 $218,185 $236,785 $18,600 8.52% Small Capital $112,549 $48,250 $149,133 $120,000 $ 29,133 19.53 % Expenses $630,691 $632,642 $798,803 $834,230 $35,427 4.44% � • � � � • � � • • � • • � • � • • � � 1 � � � � � � • � • � • �� •• • � � • � • � � � � • � 4200 - Fire Department 2 � �� ° ��__��` ��, ��,"�,,�°"" ,� �� ` �``��,, ■ ,� � c 4,�, Town of Lex�n to n � Pw � �� g � �; m�r� � �� J �� ;��ry '�� FY2024 Bud et Develo ment � � ;j, 9' p ��N�� ` ��rvs��- � Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department FY2021 FY2022 FY2023 FY2024 Authorized/Appropriated Staffin� Budget Budget Budget Request Fire Chief 1 1 1 1 Assistant Fire Chief 2 2 2 2 Office Manager 1 1 1 1 Fire Inspector 1 1 1 1 Fire Captains 4 4 4 4 Fire Lieutenants 12 12 12 12 Firefighters/Paramedics 44 44 44 44 Fire Prevention Assistant 0.86 0.86 0.86 0.86 Total FTE 65.86 65.86 65.86 65.86 Total FT/PT 65FT/1 PT 65FT/1 PT 65FT/1 PT 65FT/1 PT 4200 - Fire Department 3 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department Element: 4210 Fire Administration Budget Description: The main function of this area involves planning, organizing and evaluating department services and oversight of the operations. Managing the Dispatch Center is shared with the Police. Labor negotiations, personnel management, and command of forces at major emergency incidents are other functions of this budgetary component. The Fire Chief, Assistant Chief for Training, OfFice Manager and part-time clerk are assigned to this category. FY2024 Requests: The Fire Administration budget for FY2024 reflects an overall increase of $40,672 or 6.68%, which is comprised of a $20,012 or 4.59% increase in compensation due to contractually obligated step increases and cost of living adjustments. Expenses increase by a total of$20,660 or 11.95%, primarily due to an increase in Diesel as a result of current pricing volatility in the global market. The department will continue its efForts to proactively replace command vehicles. C-2 is the Fire Training/ EMS Assistant Chief's vehicle. The current vehicle is a 2018 Ford Explorer used for emergency responses. This vehicle will be repurposed in the department and will ultimately replace a 2015 Ford. The replacement would follow the department goal of utilizing hybrids to replace department vehicles where appropriate. The current trend of manufacturing and shipping delays of emergency vehicles continue to impact lead times by upwards of a year. 4200 - Fire Department 4 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $370,448 $382,981 $346,129 $362,632 $16,503 4.77% 514000 Other Compensation $0 $0 $24,138 $24,138 $0 % 514050 ECl/Quinn $0 $0 $2,850 $2,850 $0 % 514060 Holiday Pay $0 $0 $6,846 $7,226 $380 5.55% 514090 Longevity $255 $1,200 $2,930 $2,930 $0 % 511010 Part-Time Wa es $48,739 $51,190 $52,898 $56,027 $3,129 5.92% Subtotal Compensation $419,442 $435,371 $435,791 $455,803 $20,012 4.59% 520000 Contract Services $1,557 $2,470 $3,200 $3,200 $0 % 538080 Pri nti ng & Forms $1,349 $825 $1,500 $1,500 $0 % 524020 Facility Service & Repair $3,194 $1,810 $5,000 $5,000 $0 % 524030 Equip. Service & Repair $116 $56 $1,000 $1,000 $0 % 538050 Drug &Alcohol Testing $39 $0 $2,000 $2,000 $0 % 527030 Lease Agreements $4,839 $5,378 $5,064 $5,854 $790 15.60% 530060 Prof Dev&Training $38 $0 $1,000 $1,000 $0 % 571000 Travel $0 $4,633 $2,500 $4,000 $1,500 60.00% 530040 Sem./Workshops/Conf. $0 $1,910 $3,000 $3,000 $0 % 534020 Telephone $206 $0 $1,500 $1,500 $0 % 534030 Mobile Devices $3,886 $3,402 $6,500 $6,500 $0 % 531030 Gasoline/Diesel $32,406 $38,047 $65,130 $83,500 $18,370 28.21% 542000 Office Supplies $3,532 $1,229 $2,500 $2,500 $0 % 573000 Membership/Dues $4,735 $3,435 $5,000 $5,000 $0 % 558010 Clothing &Safety Equipment $1,877 $4,060 $3,000 $3,000 $0 % 585030 Vehicles $72,832 $48,250 $65,000 $65,000 $0 % Subtotal Expenses $130,606 $115,505 $172,894 $193,554 $20,660 11.95% Total 4210 Fire Administration $550,048 $550,876 $608,685 $649,357 $40,672 6.68% 4200 - Fire Department 5 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department Element: 4220 Fire Prevention Budget Description: The FY2024 Fire Prevention budget reflects an overall increase of$8,564 or 3.49%, which is comprised of an increase in compensation of$7,964, or 3.39°/o due to contractually obligated step increases and cost of living adjustments, and an increase in expenses of $600, or 6.00%. This division ensures that the Town is complying with state and federal laws and regulations pertaining to fire and hazardous materials code enforcement. Specifically cited are Massachusetts General Laws Chapter 148 and 527 CMR. An Assistant Chief and Fire Prevention Inspector principally function in this area. New building construction and renovations are checked for fire code compliance and new fire protection systems are acceptance tested. Other services provided are Permits required by the state to be issued for the sale of homes, flammable liquids and gases in underground and above ground tanks, oil-burning equipment, and storage and blasting. Per state regulations, the unit also performs routine inspections and conducts fire drills in schools, clinics, theaters, day care centers, multi-family structures, and commercial and industrial buildings. In many cases, the on-duty emergency forces assist the Fire Prevention staff with these routine duties. 4200 - Fire Department 6 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $225,107 $235,154 $200,425 $207,989 $7,564 3.77% 513000 Overtime $0 $0 $0 $0 $0 % 514050 ECl/Quinn $0 $0 $4,350 $4,350 $0 % 514060 Holiday Pay $5,330 $5,453 $11,803 $12,203 $400 3.39% 514070 HazMat $0 $0 $2,419 $2,419 $0 % 514080 E MT Sti pends $0 $0 $15,989 $15,989 $0 % 514140 Clothing Allowance $85 $85 $85 $85 $0 % 514100 Stipends $0 $0 $0 $0 $0 % Subtotal Compensation �230,522 $240,692 $235,071 $243,035 $7,964 3.39% 538080 Printing & Forms $0 $0 $500 $500 $0 % 527030 Lease Agreements $0 $0 $0 $0 $0 % 530040 Sem./Workshops/Conf. $0 $918 $2,500 $2,500 $0 % 558000 Supplies $576 $768 $4,000 $4,000 $0 % 573000 Membership/Dues $1,675 $415 $2,000 $2,600 $600 30.00% 558010 Clothing&Safety Equipment $790 $1,615 $1,000 $1,000 $0 % 585020 Small Equipment $0 $0 $0 $0 $0 % Subtotal Expenses $3,041 $3,716 $10,000 $10,600 $600 6.DO% Total 4220 Fire Prevention $233,563 $244,408 $245,071 $253,635 $8,564 3.49% 4200 - Fire Department 7 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department Element: 4230 Fire Suppression Budget Description: The FY2024 Fire Suppression budget reflects an overall increase of $18,187 or 0.26%. Compensation decreases by $-9,813 or (0.15)%, due to a significant amount of staff turnover in the department and firefighters coming in at a lower step. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2023. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses increase by $28,000 or 8.08%; $10,000 of which is due to continued increases in fire apparatus, ambulance and fleet vehicle maintenance costs, and $18,000 due to the increase in turnout gear as we try to provide the safest gear for our firefighters In FY2024, the department will continue with replacement of the department's portable two-way radios, which was started in FY2022. The inventory of 60 radios are coming to the end of their life cycle and will not be supported with any software upgrades and parts will be harder to come by going forward. Approximately 10 radios are being replaced each year, with the ultimate goal to replace the entire inventory over 6 years, and then maintain a less aggressive replacement cycle on an ongoing basis. In addition, the department will continue to replace 15 sets of turnout gear each year, to ensure that stafF are properly outfitted for .primary and backup sets, which typically last 5 years. The Fire Department provides 24-hour fire and life safety protective services in suppression, emergency medicine, technical rescue, hazardous materials incident mitigation, fire prevention,active shooter hostile events, educational services, and emergency management in natural and man-made disasters. The Department operates out of two fire stations to accomplish this goal and deliver safety services as quickly as possible in this configuration. The variety of skills that today's firefighters must possess to handle the traditional hazards of the job also now includes those homeland security functions added after September 11, 2001. Training is a constant and is difficult to accomplish on-duty due to the high volume of emergency calls and mandatory state-required fire prevention inspections. Attendance at outside fire and EMS academies and training schools is necessary for our personnel to stay current with today's technologies and strategies to mitigate the hazards we face each day. 4200 - Fire Department 8 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $4,944,328 $5,026,499 $4,260,446 $4,231,661 $(28,785) (0.68)% 513000 Overtime $1,108,616 $1,373,576 $1,136,491 $1,151,265 $14,774 1.30% 514050 ECl/Quinn $0 $0 $73,500 $71,250 $(2,250) (3.06)% 514060 Holiday Pay $280,344 $287,305 $270,111 $268,811 $(1,300) (0.48)% 514070 HazMat $0 $0 $127,813 $126,950 $(863) (0.68)% 514080 EMT Stipends $0 $0 $597,249 $605,910 $8,661 1.45% 514090 Longevity $0 $0 $48,550 $47,200 $(1,350) (2.78)% 514140 Clothing Allowance $3,825 $3,570 $5,100 $5,100 $0 % 514100 Stipends $0 $0 $79,543 $80,843 $1,300 1.63% Subtotal Compensation $6,337,113 $6,690,950 $6,598,803 $6,588,990 $(9,813) (0.15)% 520000 Contract Services $8,768 $3,314 $10,000 $10,000 $0 % 530040 Sem./Workshops/Conf. $0 $0 $650 $650 $0 % 524030 Equip. Service & Repair $131,641 $132,633 $130,000 $140,000 $10,000 7.69% 572000 Mileage $1,284 $2,148 $3,000 $3,000 $0 % 530060 Prof Dev&Trai n i ng $2,249 $5,802 $15,000 $15,000 $0 % 534060 Comm. & Network Supp. $31,554 $32,898 $40,000 $40,000 $0 % 558000 Supplies $36,533 $34,196 $37,000 $37,000 $0 % 558010 Cloth i ng &Safety Eq u i pment $54,357 $90,898 $82,685 $100,685 $18,000 21.77% 545010 Chemicals&Cleaning Supplies $7,204 $5,672 $8,000 $8,000 $0 % 585020 Small Equipment $14,775 $0 $20,000 $20,000 $0 % Subtotal Expenses $288,365 $307,590 �346,335 �374,335 $28,000 8.08% Total 4230 Fire Suppression $6,625,478 $6,998,540 $6,945,138 $6,963,325 $18,187 0.26% 4200 - Fire Department 9 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department Element: 4240 Emergency Medical Services Budget Description: The Fire Department provides 24-hour advanced life support emergency medical transport services (EMS) with two ambulances and a two mechanical back-up units, stafFed with 41 Paramedics assigned to our four working groups, to ensure that the community receives high quality medical services. Approximately 500 times annually we have both of our ambulances simultaneously transporting patients to hospitals, and yearly require the assistance of mutual aid ambulances 100 times on average. Providing EMS now compromises 55% of the department's emergency services. The department is committed to providing quality service to our customers; on an annual basis we exceed the minimum required training set by the State. The FY2024 EMS expense budget is decreasing by $-14,133 or (5.41)% from the FY2023 budget due to the removal of a one-time program improvement request in FY2023 for the Advanced Life Support Training and Simulation Manikin. In FY2024, the department will begin to upgrade ourAutomated External Defibrillators (AED).We continue utilizing the online training program introduced during the pandemic to assist in the recertification of the department's paramedics, as well as OSHA, town-required and fire-based training. The SIM Manikin has been put into the training arsenal and will provide life like patient assessments and treatments. Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $0 $0 $0 $0 $0 % 514000 Other Compensation $0 $0 $0 $0 $0 % 513000 Overtime $0 $0 $0 $0 $0 % Subtotal Compensation $0 $0 $0 $0 $0 % 520000 Contract Services $88,887 $104,582 $90,000 $105,000 $15,000 16.67% 530060 Prof Dev&Training $13,518 $18,493 $26,840 $26,840 $0 % 534030 Mobile Devices $7,904 $7,204 $7,201 $7,201 $0 % 558000 Supplies $64,175 $65,492 $68,000 $68,000 $0 % 573000 Membership/Dues $5,355 $3,961 $5,000 $5,000 $0 % 585020 Small E ui ment $24,942 $0 $64,133 $35,000 $ 29,133 45.43 % Subtotal Expenses $204,781 $199,732 $261,174 $247,041 $(14,133) (5.41)% Total 4240 Emergency Medical �204,781 $199,732 $261,174 $247,041 $(14,133) (5.41)% Services 4200 - Fire Department 10 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department Element: 4250 Emergency Management Budget Description: The Fire Chief, appointed as the Town's Emergency Manager, administers the Emergency Management budget. All man made and natural disasters that occur in the community can trigger activation of the Town's Emergency Plan and put into motion a coordinated effort by public and private entities to mitigate the result and after efFects of such a calamity. State aid through the Massachusetts Emergency ManagementAgency and the federal government through FEMA can bring other resources to bear. During a declared emergency funds may become available to reimburse some of Lexington's expenses. The primary expense is for contractual services which funds communication lines for emergency management in the EOC, which is operated at fire headquarters. Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 520000 Contract Services $3,159 $4,315 $6,900 $6,900 % 538080 Pri nti n & Forms $740 $1,784 $1,500 $1,800 300 20.00% Subtotal Expenses $3,899 $6,099 $8,400 �8,700 �300 3.57% Total 4250 Emergency Management $3,899 $6,099 $8,400 $8,700 $300 3.57% 4200 - Fire Department 11 FY2024 Pro ram Improvement Request # 1 of 1 g Department: Fire Element: 4220 Fire Prevention PIR Title: Lieutenant Fire Inspector Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2024 Only FY2024& Future FY2024 Request Compensation 511000 Regular Wages 1.00 $ 87,438 $ 87,438 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 1.00 $ $ 87,438 $ 87,438 Benefits Benefits Eligible? 1 $ 18,801 $ 18,801 Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: The increased inspections, licensing, permitting and over site of the growth of the towns residential, commercial, lab, flammables, oil, propane, photovoltaic ,and energy storage systems on private and municipal projects has maxed out the current stafFing model. 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N O N � � C� N � � O '� � � � � � o •� o � '� � '� � � � � � � � � � �^ �/-� �^ �^ � � •� .�—�I ?--�� i—�I �—�I 'N U U U U U � � � � � � U U U L� U p,p I I I O I O N O O O O O N O O �„� M M � 6�} 6�} 6�} �3 6�} f�} � I I I I I 0 N � w � � � � � �p O I I I O O N O O O O �n O �i N l� O l� !y 00 � M r� ^ � `� f�} {�} b�} {�} {�} {�} �, IO I I IO N O O O O O N � � � � � � � � � � � � � � � � o � � o � N o 0 o � � � � � � � � � .... � � ....� ..� .� � � ....�.... � � v .a� � � � �o � � � .� � � � � � °' � w c� � � � o � �' � .,__, .�.� �~ �, ,� � � � � Q� � c� � ,� O °� � .� C� .� � � � ,� � � � � � [--+ �C c� '--� � � � w a W � � � � � � � � � � � � N � ''� � ''� a� � � � a � � � � A �' � � wo � � a� c� � � � � � �� N � 4�-� � � � .... � � ....� ..O .� � N M � � M ��, ,��'�� '�'` � � � � � � b�A �, ��.r�,��,�, � �� N N N N N � � ��,..�� i i i i i � ° � �� 4� 4� � 4� 4� � �� , , �� , �y`w �wwi i�urusrw�i j"*" •rl •rl •rl •rl •rl � ��k�AW9�6f�"`..,r'` �1 �1 �1 ^ ^ .� h'r'1 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Proj ect Name: Replace Pumper Truck Date: 09/23/2020 Proj ect ID: Fire-24-1 Department: Fire Department Revised: 9/29/2022 Submitted by: Derek S. Sencabaugh Phone: 781-698-4705 Email: dsencabaugh@lexingtonma.gov Description of Project: To replace the department's 2008 reserve pumper truck. Justification/Benefit: The NFPA recommends a twenty-year lifespan for fire pumpers,ten years running as a front-line truck, and ten years as a reserve. This recommendation does not take into account the harsh New England winters,nor the call volume of a given piece of equipment. The 2008 pumper saw extensive front-line use when we had mechanical issues with a previous pump,which caused additional wear and tear to this piece. Impact if Not Completed: The reliability of the pumper will diminish further and maintenance/repair costs will continue to escalate. Timeframe: Purchase through the MAPC bid process approximately 8 months from contract. Replacement Frequency: 20 years. Basis for Cost Projections: Estimated costs on manufacturer recommendations. Stakeholders: Firefighters and Lexington residents. Operating Budget Impact: Will reduce our annual repair costs. Funding Source: Cash capital, Bonding Prior Authorizations: None. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer Proj ect Management Construction Equipment $ 875,000 Contingency Totals $ $ $ 875,000 $ $ CPA Amount $ $ $ $ $ Fire-Page 4 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Project Name: Heavy Vehicle Extrication Equipment Date: 09/21/2022 Project ID: Fire-24-2 Department: Fire Department Revised: Submitted by: Derek S. Sencabaugh Phone: 781-698-4705 Email: dsencabaugh@lexingtonma.gov Description of Project: To replace and upgrade the department's heavy vehicle extrication equipment. Justification/Benefit: The extrication equipment's useful life ranges from 15-20. The equipment has been heavily used of its years of service and requiring more frequent repairs and down time. Vehicle building designs have out paced the extrication equipments ability to efficiently extricate trapped individuals in serious auto wrecks. The department's current equipment falls short in efficiency and overall safety When dealing with large trucks,buses, and aircraft. Impact if Not Completed: The reliability of the extrication equipment will diminish further and maintenance/repair costs will continue to escalate. Timeframe: Purchase through MAPC Bid process approximately 6 months from request. Replacement Frequency: 12-15 years. Basis for Cost Projections: Estimated cost on manufacturer's recommendation. Stakeholders: Firefighters, Lexington Residents,vehicle operators within the community. Operating Budget Impact: Will reduce annual repair costs. Funding Source: Cash Capital Prior Authorizations: Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer Proj ect Management Construction Equipment $ 150,000 Contingency Totals $ $ 150,000 $ $ $ CPA Amount $ $ $ $ $ Fire-Page 5 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Project Name: ATV Forestry/Personnel Date: 09/21/2022 Project ID: Fire-24-3 Department: Fire Department Revised: Submitted by: Derek S. Sencabaugh Phone: 781-698-4705 Email: dsencabaugh@lexingtonma.gov Description of Project: To replace the department's current 2000 ATV. Justification/Benefit: The department's current ATV was purchased prior to the town's celebration of the 200th Anniversary of the American Revolution large scale re-enactment. It is an open cab 4x6 ATV that seats 2 and has a "Stokes Basket" strapped to the Back to transport injured people. This current ATV has no roof, doors,windshield, rollover or protective equipment available for the firefighters. We have adapted this ATV to help support brush�res to move equipment between sites. Additionally, this ATV has no water or hose carrying capacity there by limiting its mission. The past 22 years this ATV has been used to support Patriots Day re-enactment,parade,road races, the Boston Athletic Association's Tuff Ruck held in town, as well as responded to numerous brush fires. The town's commitment to open land access for all has allowed for people to get further out into the town's nature trails and bikeway. This vehicle is also roadworthy and enclosed with heat and air giving the firefighters an area of refuge while fighting fires in the fields and woodlands. The primary set up of this ATV Would allow for water and hose to be deployed into the woods to assist in fighting the fire. The department also requested in its design that the ATV equipment could be removed and replaced With bench seating in the rear. This would allow for this ATV to support equipment moving as well as the Town's traditional celebrations and the 250th anniversary events. Impact if Not Completed: The current ATV's reliability will continue to diminish and maintenance/repair costs will escalate. Level of safety is reduced to the current level stated. Timeframe: Purchase through MAPC bid process. Current build timeframe is 200 days from contract. Replacement Frequency: 12-15 years. Basis for Cost Projections: Estimated cost on manufacturer's recommendation. Stakeholders: Firefighters, Lexington residents, and visitors Operating Budget Impact: Will reduce annual repair costs. Funding Source: Cash Capital Prior Authorizations: None. Fire-Page 6 Printed Novernbe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexin ton - FY2024-28 Ca ital Inz �ovement P�o ect � p p J Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer Proj ect Management Construction Equipment $ 65,000 Contingency Totals $ 65,000 $ $ $ $ CPA Amount $ $ $ $ $ Fire-Page 7 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Proj ect Name: Off Road Fire Engine Date: 09/29/2022 Project ID: Fire-24-4 Department: Fire Department Revised: Submitted by: Derek S. Sencabaugh Phone: 781-698-4705 Email: dsencabaugh@lexingtonma.gov Description of Project: This is a FY2028 funding request for an Off-Road Fire Engine. Justification/Benefit: The department's current off-road fire engine was purchased in 2008. The vehicle will be 20 years old in FY2028. Overall vehicle design and safety functions have greatly improved since 2008. The new designs prove to be more useful in our tight access trails and open space allowing this replacement to reach further off-road to extinguish fires. This vehicle would also be utilized to pull the department's HAZMAT, Training, and ATV trailers. Impact if Not Completed: Diminished reliability, and increased maintenance/repair costs. Timeframe: Purchase through the MAPC bid process, timeline from contract not available at this time. Replacement Frequency: 20 years. Basis for Cost Projections: Estimated cost on manufacturer's recommendation. Stakeholders: Firefighters, Lexington residents, and visitors. Operating Budget Impact: Will reduce annual repair costs. Funding Source: Cash Capital Prior Authorizations: Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer Proj ect Management Construction Equipment $ 300,000 Contingency Totals $ $ $ $ $ 300,000 CPA Amount $ $ $ $ $ Fire-Page 8 Printed Novernbe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Proj ect Name: Ambulance Replacement Date: 09/23/2020 Proj ect ID: Fire-24-5 Department: Fire Department Revised: 9/21/2022 Submitted by: Derek S. Sencabaugh Phone: 781-698-4701 Email: dsencabaugh@lexingtonma.gov Description of Project: This is a FY2027 funding request to replace our mechanical back-up ambulance. Our ambulance replacement program tries to rotate our ambulance every 3 years. The FY2024 request was approved using American Rescue Plan Act funds. The new vehicle runs as the primary ambulance, then moves to the secondary position, and finally to mechanical back-up status. At the end of this 9-year rotation,the vehicle has over 150,000 tough miles on it, and completes more than 9,000 medical transports. This is part of the routine replacement program for our ambulances. Justification/Benefit: The ambulance mechanical systems are suffering more frequent breakdowns due to the hard usage they receive. As an emergency medical transport vehicle,we cannot allow it to breakdown while transporting a patient to a medical facility. This is a routine replacement of the vehicle after 9 years of service. History has shown us that with the amount of use these vehicles get,keeping them for a longer period of time greatly increases maintenance and repair costs. Impact if Not Completed: Patient care will be compromised by the vehicle breaking down on the highway en route to a medical facility. Timeframe: Specification developed from May through July,using MAPC bid, and then order vehicle at beginning of fiscal year. Replacement Frequency: Every 9 years,moving from primary to secondary vehicle, ending as mechanical back-up. Replacement request has been moved up from FY26 from FY27 due to extreme supply chain delays. Pre-pandemic deliveries were 270days and are now 500-570 days causing the need to move up to keep the replacement schedule intact. Basis for Cost Proj ections: Vendor proj ections, MAPC Bid Purchase. The updated budget pricing from the vendor is a reflection of the tariffs that are currently in place. Stakeholders: Firefighters and Lexington residents. Operating Budget Impact: Will reduce our annual repair budget. Funding Source: Cash Capital Prior Authorizations: Town Meeting Description Authorized Expended* Encumbered* Remaining* Returned 2017/12X Ambulance Replacement $ 280,000 $ 270,345 $ $ $ 9,655 2020/12A Ambulance Replacement $ 325,000 $ 304,961 $ $ 20,039 $ Totals $ 605,000 $ 575,306 $ $ 20,039 $ 9,655 *Data cu��ent as of Octobe�13, 2022. Fire-Page 9 Printed Novembe�29, 2022 Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer Proj ect Management Construction Equipment Contingency Totals $ $ $ 500,000 $ CPA Amount $ $ $ $ $ Fire-Page 10 Printed Novembe�29, 2022 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2024 Proposed Budget - Innovation& Technology Department Presentation PRESENTER: ITEM NUMBER: Tim Goncalves, Director of Innovation& Technology I.4 S UMMARY: No vote is �equested fo�this agenda item. R eview p reliminary F Y2024 b ud get fo r the I nno vatio n and Tec hno lo gy D ep artment. 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Ti m onca ves , D i re cto r o I n n ova t i o n Te c n o 0 v e ect B r Present ti n oa a o Nvm r 222 oe e , �� M��""�.; ,��- . � � j��_ �:_, �``'��`, 1�� '��; Town of Lexi n to n f� rµ I g � �. � ,.� �G�.A Y".n.M I�I �'� � ��' F Y 2 0 2 4 Bu d e t Deve lo men t � � f� �� g p �� ;�; , � �� , ��A 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 FY2024 budget request for Innovation & Technology reflects a increase of$253,466 or 9.50% from the revised FY2023 budget. Compensation decreases $(1,516) or (0.19)%, which is attributed to the transfer of the Webmaster position to the Town Manager's OfFice, which offsets contractually obligated step increases and cost of living adjustments. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2023. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses increase $254,981 or 13.74%. The primary factor driving the increase in the expense budget are general inflation costs. 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 Vol P 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. 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 measures and services 8600 - Innovation & Technology � d. Provide cybersecurity training to all staff 2. Maximize the value of current systems a. Laserfiche c. M U N IS e. BI ueBeam b. ViewPoint Cloud d. VISION f. ProPhoenix 3. Increase Customer Service Quality a. Emphasis on a customer-centric approach to working with the departments and stafF 4. Focus on futu re vision i ng for IT a. Mobile work initiatives b. Hyrbid work/meeting spaces a. Disaster Recovery (DR) planning and expansion of capabilities b. Network redundancy planning and implementation Program Improvement Requests None. FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $2,109,853 $2,543,685 $2,544,054 $2,789,300 $245,247 9.64% Enterprise Funds (Indirects) $119,524 $89,039 $123,455 $131,674 $8,219 9.23% • . : . 1 1 • . • : '� • '� • � '� . . 1 • '� • 1 • � '� � • • • 1 ' � FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $836,010 $830,098 $812,064 $810,548 $(1,516) (0.19)% Expenses $1,393,367 $1,802,626 $1,855,445 $2,110,426 $254,981 13.74% � • • • � � � • � ♦ �r � �r • � �� • � � � �� 1 � � �� • • � 1 � 1 FY2021 FY2022 FY2023 FY2024 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase 8610 IT Ad m i n istration $2,229,377 $2,632,724 $2,667,509 $2,920,974 $253,466 9.50% � i • � � � � • � • � �� • � �i • • � � �� 1 � � �� • • � � t 1 FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $831,717 $822,858 $807,588 $806,014 $(1,574) (0.19)% Overtime $4,293 $7,240 $4,476 $4,534 $58 1.30% Personal Services $836,010 $830,098 �812,064 �810,548 $(1,516) (0.19)% Contractual Services $1,179,015 $1,482,784 $1,547,235 $1,700,706 $153,471 9.92% Utilities $95,684 $77,483 $127,500 $193,900 $66,400 52.08% Supplies $7,560 $18,222 $16,710 $14,820 $(1,890) (11.31)% Small Ca ital $111,108 $224,138 $164,000 $201,000 $37,000 22.56% Expenses $1,393,367 $1,802,626 $1,855,445 $2,110,426 $254,981 13.74% � • • � � � � � � ♦ �� • � �i • � � � �� 1 � � �� • • � � ' 1 8600 - Innovation & Technology 2 �� „,_�.m,.�/ � � s"�,,�" , `"��^` ��""�% *�� _. `W�"� ■ � � r � �� Town of Lex�n to n a� �. , g � � �� `.;��/ �,��,�.�'� � �� ,��,� FY2024 Bud et Develo ment �� g p � �� '�� ,��"�'��,;' Departmental Budget Requests Program: 8000 General Government Subprogram: 8600 Innovation & Technology FY2021 FY2022 FY2023 FY2024 Budget Budget Budget Request Innovation & Technology Director 1 1 1 1 Information Technology Director 1 1 1 1 Municipal Assistant* 0.43 0.43 0.54 0.54 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 1 1 0 Part-ti me I ntern 0.25 0.25 0.25 0.25 Total FTE 10.68 9.68 9.79 8.79 Total FT/PT 10 FT/2 PT 10 FT/2 PT 9 FT/2 PT 8 FT/2 PT *In FY2023, a program improvement increased the hours for the Municipal Assistant from 15 to 19 per week. **In FY2022, a webmaster was reassigned to Cary Library at Fall 2021 Special Town Meeting, and in FY2023, a webmaster was reassigned to the Town Manager's Office at Fall 2022 Special Town Meeting. 8600 - Innovation & Technology 3 �� M��""�.; ,��- . � � j��_ �:_, ��`, � �� ' � own o ex�n o n , � �>>. �� f ��;:°I�I �' � ;� i!�� '� �� ,��,� FY2024 Bud et Develo ment , , 9' p �� ; ��A Departmental Budget Requests Program: 8000 General Government Subprogram: 8600 Innovation & Technology Element: 8610 IT Administration Budget Description: The Innovation & Technology (IT) FY2024 budget request reflects a $253,466 or 9.50% increase from the revised FY2023 budget. Compensation decreases by $(1,516), or (0.19)%, which is attributed to the transition of the Webmaster position to the Town Manager's Office, which is offset by contractually obligated step increases. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2023. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The requested expense budget reflects an overall increase of$254,981 or 13.74%. Large changes are noted below: — Decrease in Contracted Services — Set plan for contracted work for the year. — Decrease in Professional Development and Training — Set training plan for FY24. — Increase in Communications and Network Support — Increases in Firewall support contract. Increases in Network Core and Edge Switches contract. New additions of FMAN Capital contracts for maintenance and repair contingency. — Increase in Utilities — Attributed to the large increase in cost for fiber(replaced all copper runs in Town phone lines) and the two 911 fiber costs that IT is paying for during the Police Station Project. — Increase in Mobile Devices — Covers the growing demand for cell-enabled devices such as Tablets, Laptops and hot spots. — Increase in PC Hardware — Covers the cost for our replacement/new computer/tablet plan for FY24 and the effects from inflation. — Increase in LAN Peripherals (Network Switches, etc.) — Increase associated with the large inflation cost that is currently hitting Network Switches. Added replacement cost for small-sized UPS's that are located in some network rooms. — Increase in PC Peripherals — Covers the cost of accessories to go along with PC's including webcams, printers, monitors, etc.Also covers the costs associated with inflation. — Decrease in Office Equipment — Decrease associated with staff office needs for the year. 8600 - Innovation & Technology 4 The Software Maintenance budget has been broken up into three new categories (created in FY23). Additional changes in budget are below: — Townwide Software Support -This is for Townwide (Town and School) applications such as M U N I S, Laserfiche, and Workiva (Wdesk). — Increase that covers the cost of additional applications such as Two-Factor authentication (security) and the MUNIS Recruiting module.Also the 5% increase in costs associated with some enterprise applications. — Municipal Software Support-This is for Department-specific (or multi-department) applications such as PeopleGIS, SchoolDude Work Order System, and NovusAgenda. — Small Decrease in costs from eliminating some applications to alleviate the large cost of our new email encryption application. — 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. — Small increase in costs from adding a new security application/device. Some applications were cut. Budget Data (by Expense Category and Object Code) 8600 - Innovation & Technology 5 FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Revised Request Increase Increase 511000 Regular Wages $823,391 $820,627 $760,801 $757,176 $(3,625) (0.48)% 511010 Part-Time Wages $0 $658 $32,487 $34,768 $2,281 7.02% 512000 Seasonal Part-Time $7,717 $173 $10,000 $10,000 $0 % 514090 Longevity $609 $1,400 $4,300 $4,070 $(230) (5.35)% 513000 Overtime $4,293 $7,240 $4,476 $4,534 $58 1.30% Subtotal Compensation $836,010 $830,098 $812,064 $810,548 $(1,516) (0.19)% 520000 Contract Services $48,234 $145,029 $104,000 $93,400 $(10,600) (10.19)% 530000 Professional Services $0 $0 $0 $0 % Subtotal Contractual Services $48,234 $145,029 $104,000 $93,400 $(10,600) (10.19)% 534060 Comm. & Network Supp. $275,448 $310,390 $285,000 $385,000 $100,000 35.09% Subtotal Core Shared Expenses $275,448 $310,390 $285,000 $385,000 $100,000 35.09% 521000 Utilities $60,629 $45,240 $92,500 $146,500 $54,000 58.38% 534030 Mobile Devices $35,055 $32,243 $35,000 $47,400 $12,400 35.43% Subtotal Utilities $95,684 $77,483 $127,500 $193,900 $66,400 52.08% 572000 Mileage $410 $218 $1,000 $6,000 $5,000 500.00% 530060 Prof Dev&Training $25,524 $19,992 $24,500 $18,000 $(6,500) (26.53)% 571000 Travel $0 $1,396 $5,500 $8,000 $2,500 45.45% 530040 Sem./Workshops/Conf. $1,634 $(604) $6,700 $8,000 $1,300 19.40% 573000 Membership/Dues $1,400 $375 $2,710 $820 $(1,890) (69.74)% 558010 Clothin &Safet E ui ment $1,336 $2,163 $2,500 $2,500 $0 % Subtotal Staff Support Services $30,304 $23,540 $42,910 $43,320 $410 0.96% 538080 Pri nti ng & Forms $0 $525 $500 $500 $0 % 538010 Advertising $92 $92 $1,500 $500 $(1,000) (66.67)% 527020 Equipment Rental $2,521 $3,362 $3,500 $3,500 $0 % 558000 Su ppl ies $4,138 $14,613 $10,000 $10,000 $0 % 542000 Office Su lies $686 $1,071 $1,500 $1,500 $0 % Subtotal Office Expenses $7,437 $19,663 $17,000 $16,000 $(1,000) (5.88)% 534050 Hardware Support $73,463 $40,361 $62,000 $73,000 $11,000 17.74% 585020 Small Equipment $815 $1,049 $1,000 $1,000 $0 % 558020 LAN Hardware $15,479 $31,991 $8,000 $10,000 $2,000 25.00% 558030 PC Hardware $11,713 $83,151 $50,000 $60,000 $10,000 20.00% 558060 LAN Peripherals $12,000 $40,636 $24,000 $42,000 $18,000 75.00% 558070 PC Peripherals $20,756 $30,706 $20,000 $35,000 $15,000 75.00% 542040 Office Eq u i pment $20,321 $2,503 $16,000 $8,000 $ 8,000 50.00 % Subtotal Hardware $154,547 �230,39 7 $181,000 $229,000 $48,000 26.52% 558040 LAN Software $16,465 $33,391 $35,000 $35,000 $0 % 558050 PC Software $13,559 $711 $10,000 $10,000 $0 % 534040 Townwide Software Support $367,172 $857,486 $462,000 $492,205 $30,205 6.54% 534041 Municipal Software Support $242,741 $61,118 $381,285 $373,451 $(7,834) (2.05)% 534042 IT Software Support $141,776 $43,420 $209,750 $239,150 $29,400 14.02% Subtotal Software $781,713 $996,126 $1,098,035 $1,149,806 $51,771 4.71% 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 �1,393,367 �1,802,626 $1,855,445 $2,110,426 $254,981 13.74% Total 8610 IT Administration $2,229,377 $2,632,724 $2,667,509 $2,920,974 $253,466 9.50% 8600 - Innovation & Technology 6 N N O N � ,,,,,,, ,,,,, ,,„ ,,,, ,,,,,, O� �V N � V � � � o � � � � � � � � � � � � � p ,� � � � � � � � o 0 � � � � � � � � � � � .� � � � � � •� � � �..� � r.., r.., �.., � .,__, ��,, � � � � � �' � '� � � U v v � � � �, w � � � � � � � � U v v � � 0 0 0 0 � � � o 0 0 o ao O O O O N O O O O O 0 N O ,--+ `p l� N ►�""� � � N r� � � � � � � � � � � � IO O O O O O O O O O l� O O O O O N O O O O O O � � � O � � O N � � ��' � � � � � � � � � � O O O O `p I I O O O O �O O O O O N N 0 � � � � N O � o�o � N � � � � � w � � � � � � � � � I O O oO O oO O O � O O O O O N N O O O O O l� O l� O O O � � � N � � N � � � � � � � � � � � � � � � � � � � � O � � O O � � I O I O� I O� � O O OO O N �, �, � O O o0 00 O O O cV o0 00 `p N r--, r--, � � � � � � � � � � '� � � b�} {�} b�} f� f� {�} 6�} �} � � � � � � � V C� � � � Ly •� � � o � � � � .O �' �' a '�, o p� �..i �j -S�'-� � �--' U �..i � � r--' �' •.--, �I � � � � � � ~ � � � � U 4� � � y � � 0 ,_, a� � � � � .�., � � � c� � �, � ° � � � � � � '� c� � � o �' � � � " � 0 � '`� .p � �-' � '� � Q �--� y"� � �i � � � N � C� V '--� � � l � � � � �.,_, � �� •� � � v � a� � bA � � C� O O O �i Q� � � •�' O � � p �"'' U � 4� N � � � � � �3 N a � � � a � w � � �' W � �..� N � � �, � � � N � O o � � � � � � C� � �+ bA � N � � .�-, � � � 4� � � o .� o � � � A � � � � � o � � ��,�..��, � � � � a � ,��'� , � � ��,� �er��,�, � I Q� � N �� M � � � ° �� N N M M M A N p.,,, � � , , `� A O O O O O �""� [� � � �� ,>>u��,��,�� =<��' � � � � � � � � � vv xl u � � ��n�,��.��,..o,�u�� ,,, ....��u�� ,,��,��,� ,��,' ,i�� , "'��,,, ��' u,�� u�� h� �r� ��Ib'F �d Wp �� A ' li Iml�i i� I ' �� . „ uuupu�G� uir i✓r.!uu i16W'� � ou `, Ilr � „ �. i `(uWumlll i u��y� ' 4 � IIIII / � �/ �IIIIII „'�"�lffffffffff`""' ,�� Y � ' III uuu��Vh'uu u u�l I i� , � I ' � �i'� (11 �IIII Ir uud� IIV uuwi � ��' M��I �IIN �'Ri 'r(r�l1f��z � ��j�� "��f�R(�umlit� � �'� ou 00y�u5 � �.' , ;,,. �um � iF � ' � ��' "� � ��i % �IM, '" �I��R „ "f �111 ,i ��i M nir � �� i > �(' � IVlldluuu ;; ��-- �N �„�� `�� ,,: ,� � tiw�,� i�r� ` ; ' � °�' „ � �� ,, iu � ,? � ��i,� �iu � � � �; ,,,. .:, :;,,r,a,,,,,o,,,,,mn;,,,,a�m,a,a,a,,,»»»»»»»iu,,,,,,,,,a000000000a,mmmm»t,,,,,,,,.,:,,,,,,,,,,.,,;;c .. ,:,,,.,,:s„o,,,,,,,,,,,,,,,,,.,..:o,,,,c,;,;,,,,,,,,,,,,,,,,,,,,;,,,,,,,,,,,,,,,,,,,,,,,,,,,,o,;,,uu,.,:. , :�.,. ��rt, ��'I I :..�.�, ;; ._...... �, � i L �� I� �`ll�a,� � �i Q , ' �i, , IIII �il�� IIIII �, ��, � �',u,,, ��4. �,��r� U` � `��du� �;U, f� t� � ��' i� ��ii�tuii�. ii�:, J�1 � � f �r� ; u�ir�Niiuu�� Ofi' i�i �„ �»,,, �iV �� iu � t „� � �{f� �,(I�� ,� � ( �H �,�Y"; � ' ( Y�l;. �1�i y l�i� , � �(� � �W�� ,� f,� r� iui �.. 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' ��6 ,: u �„ loi�a� �mw�✓,� ' �m�'� �(uu � ��'�nvu� u r�unmva iiuuvu� IP�ii�� Jum �(� � I vu i rrrii�000namaiw�y�irrrrr,u uuan^`� ��urd r � �I�""W��rvuuu�� w'�IN� , ' � �' m '. ,r�� UD , va�iquiJ N II. ��u ';uw �IN�"�, Pr � � ' I� y uw ouuum o i w �u�IIII +iiouuum�i i um VIV d�u��III��I '' uuuunum ,, ��muuro� n I�// � .. � . ti� ✓�f� � v,�,inriiiiiii�i�nr�ionumu�rii�urvvoi� . • i r . 1 n . . . 1 r rm ml in IT-Page 2 Printed Novembe�29, 2022 N N O N � ,,,,,,, ,,,,, ,,„ ,,,, ,,,,,, O� �V � � � C� ,� � � � � � � � � p � � � � � � � � � � � � o � � � � � � � .� � � � � � � � � � � � � � � � � � � '� � � U v v � � � � � � � � � � � � � � U v v � I I o 0 0 0 � o 0 0 0 N O O O O � � � � O O O O O N O ,--+ `O l� �,,,,, � r--+ N � � � � � � � I O O O O O � O O O O O N O O O O O � ., � � � O O O O O O N M O � � O �„� `p ,-� ,-� Q1 � � � � � � � I I O O O O `p O O O O N O O O O � � � � O O � O � �'�] O � 00 l� � � � � w � � � � � � I o 0 00 0 00 � o o � o �+ N O O O O O ., ., ., � � N O � r--+ � O� �,.� � M a, � � w � b�A � � � � � � � ,� � o � � p � � � o � a� � o� �+ o 0 00 00 � ,� N o0 00 � � � � � � � 4� � w �' � � � � � � � � � � � � � � � � c� � � o � o � .� b�.A � � a •�, o � Q � P� � � � C� ,L� � � a� •� " � a � � � � � 0 � a� � � � � � � c� � �, � ° � � � ,� `� � � ° �' � � �+ � .° � �"' � � � � O � � � '—' �3 � � � � � � � � � � � � �p o � .�' ° � � c � N � � � � � �3 N � a � w � � � � N � � � � � � O o � � � � .,__, � � N � � .� � �n 4� � � o .� o � A w � � � � o ��,�..��, � � � � a /��'��+ M ��,� �er�,��,�, �� Q� � N �� M � c� ��,,�� °� �" ' � N N M M M � A a �� o 0 0 0 0 ��Cy�w ��,wi i�urusu�i;,"*" �``i fr' ' M"� � � � � � � � �� .��';`` �--� ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� To wn o L exln ton - FY2 024-28 Ca ital P�o �ayn In vestm en t � p g Program Name: Application Implementation Date: 9/10/2021 Program ID: 5027 Department: Department of Innovation&Technology Revised: 9/29/2022 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. 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 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. Maj or Spending over Past 5 Years: This program has funded significant work on MUNIS that is nearing completion. The program has also funded many additional program implementations/upgrades that can be seen below. Work Currently Underway: FY2019 Capital funded the MUNIS module adoption and is mostly complete with a few remaining projects. — Charts of Accounts (COA)-Nearly complete. Waiting on final payment confirmation from Finance — Dashboard-Complete — Tyler Content Manager(TCM) -Implementation and training is complete. The next steps for TCM is to create digital processes to go paperless (where they can). Once that is complete, the scanning proj ect for all items that need to be in TCM,will commence — Employee Self Service (ESS) -ESS has been fully rolled out and complete. Adding additional functionality when needed — HR Module- On hold until their staffing is able to take on the initiative FY2019 Capital also funded the Automatic Vehicle Location(AVL)proj ect for Public Works and has been completed. IT-Page 4 Printed Novembe�29, 2022 FY2020 Capital funding was originally purposed for an Of�ce 365 Consultant and funding to migrate some servers and storage to VMWare Cloud. Our strategy has changed and this funding is no longer needed. FY2021 Capital funding for MS Office Licensing, Laserfiche Licensing, a new Town Website, and an Assessors Application Upgrade — Office Licensing-Purchased and Implemented — Laserfiche Licensing- On hold — New Totivn Website -Purchased and Implemented — Assessors Application Upgrade(Vision)- Purchased and Implemented FY2023 Capital funding for a Cemetery Management System, Fire/Police Scheduling and Time Tracking Systems, and an Inspection Software for the Health Department — Cemetery Management System — Fire/Police Scheduling and Time Tracking Systems — Health Department Inspection Software Planned Spending for Next 5 Years: Some larger application migration proj ects 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 MLTNIS 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. Office 365 has been re-quoted at an estimated cost of$120,000 per year in licensing and an implementation cost of $21,000. Total proj ect cost year 1 would be $141,000. Currently,we do not see an appropriate ROI for this proj ect. MUNIS SaaS was looked at last year but again, the ROI was not there for the migration. Basis for Cost Projections: Cost proj ections are based on quotes when available. Currently, future capital cost projections are placeholders(2025-28). 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. IT-Page 5 Printed Novembe�29, 2022 Funding Source: Cash Capital,Bonding Prior Authorizations: 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 $ 229,001 $ 450 $ 95,549 $ 2022/12S $ 158,500 $ $ $ 158,500 Totals $ 1,023,500 � 478,400 � 31,314 � 513,786 � *Data cu��ent as of Octobe�13, 2022 Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Design/Engineer $ TBD TBD TBD TBD Construction Equipment Contingency Totals $ $ $ $ $ CPA Amount $ $ $ $ $ IT-Page 6 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� To wn o L exln ton - FY2 024-28 Ca ital P�o �ayn In vestm en t � p g Program Name: Network Core Equipment Replacement Date: 9/10/2021 Program ID: 5029 Department: Department of Innovation&Technology Revised: 9/29/2022 Submitted by: Tim Goncalves Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov Description of Capital Program: The general purpose of this multi-year capital funded program 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 nettivork 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 existing approved funding is expected to meet current proj ect needs of replacing our existing EOL Town network core and router. This work is proceeding during 2023-24. Our Capital Program request for 2024, is for the funding to install a new redundant network core, router and firewalls in the new Police Station(completion expected in 2024). This new network core will become our primary core and require approximately 10 times the number of fiber connections as our current core due to the increased count in connections with the new Fiber Municipal Area Network(FMAN). The network core installation is part of our Town network redundancy plan that includes the construction of the FMAN, creation of a redundant core,migration of most core services to the new resilient building(the new Police Department), and installation of redundant WAN bandwidth. We are currently in the process of finalizing the FMAN design and scoping the new core. 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. Maj or Spending over Past 5 Years: Past funding has been used to replace the network core switch and to relocate it from the 173 Bedford St. (now the Temporary Police Department)to the Hadley Public Services Building. Program funding has gone toward the replacement of the Town�rewalls 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. Proj ects have been delayed due to pending network redesigns and the Town Network Remediation Proj ect that has been in various stages of progress since 2017. The Town Network Remediation Proj ect is substantially completed. Additionally,we needed to refine the design of the Network Redundancy Proj ect before we could complete the design of the replacement network core. During Fall of 2022,we expect to complete the FMAN design and re-quote and order the replacement network core. Due to significant inflation,the cost of this purchase will only cover the replacement of the existing core and not a redundant core in a new and redundant location. IT-Page 7 Printed Novernbe�29, 2022 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. In approximately 2027,we expect to be replacing a pair of EOL(end-of-life) firewalls connected to our current network core. Our firewalls reach EOL(end-of-life)in approximately 2027-28 and cannot be maintained with current security patches without replacing them with new equipment. Basis for Cost Projections: Cost proj ections are based on quotes and estimates of anticipated equipment replacements. We are still early in our FMAN design,therefore the 2024 new core cost is currently a a rough estimate that will be refined during the FMAN design finalization. Cost proj ections in 2025 and beyond are place holders. In 2025,we expect some core changes with the new FMAN completion. It is expected that in approximately 2027,we will be replacing our firewalls as they reach end-of- support or end-of-life. 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. Funding Source: Cash Capital,Bonding Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2016/lON $ 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 cu��ent as of Octobe�13, 2022. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Design/Engineer $ 80,000 $ 50,000 $ $ 80,000 $ Construction Equipment $ 825,000 $ 300,000 $ $ 500,000 $ Contingency $ 75,000 $ 50,000 $ $ 50,000 $ Totals $ 980,000 $ 400,000 $ $ 630,000 $ CPA Amount $ $ $ $ $ IT-Page 8 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� To wn o L exln ton - FY2 024-28 Ca ital P�o �ayn In vestm en t � p g Program Name: Municipal Technology Improvement Program Date: 9/10/2021 Program ID: 5030 Department: Department of Innovation&Technology Revised: 9/29/2022 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 maj or municipal infrastructure improvements. Servers, Storage Area Network(SAN)/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. The capital funding in future years is expected to increase to meet data storage capacity and expand backup capacity to match the file storage growth. 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 Capital Program Request for FY2025 will be to fund the purchase and installation of a server/SAN environment in the new PD server room. This neW environment will be used to migrate aWay from hardWare that was installed in 2020 in another server room that will be reaching end-of-life. 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 is 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 needs 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�le storage space and Will not be able to maintain services that are dependent on this technology. Uptime will also be diminished and the Town will not be able to respond with agility to new needs. Maj or Spending over Past 5 Years: Since FY2012,we started pursing technical consolidation and energy savings with the purchase and installation of SAN and blade server technology. We then adopted virtualization technology along tivith 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 temporarily paused the progress in this program due to the significant infrastructure replacement via insurance funds. Work Currently Underway: IT-Page 9 Printed Novembe�29, 2022 Past funding will be used to replace servers and SANs that are end-of-life (EOL). The data center loss recovery process was significantly longer than expected due to Pandemic related technology and service 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. Prior capital funding will be used to purchase and install a SAN in a secondary Town server room. This server room will be in a geographically different location(away from the primary SAN). This SAN will work as a replica/ backup to the primary. In the event of a disaster at our primary location,this SAN alongside a couple of servers,will immediately resume critical services such as our Public Safety System, Email, financial systems and other critical services. It will also be used to expand backup storage. This system is part of our on-site redundancy plan and will complement or work in conjunction with our off-site redundancy plan. 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 maj or 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 Future years (2025-28) are currently place holder cost projections. 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 2015/11 O $ 140,000 $ 136,148 $ $ $ 3,852 2017/12S $ 100,000 $ $ $ 100,000 $ 2018/16N $ 200,000 $ $ $ 200,000 $ 2019/16M $ 150,000 $ $ $ 150,000 $ 2020/12K $ 100,000 $ $ $ 100,000 $ Totals � 690,000 $ 136,148 $ $ 550,000 $ 3,852 *Data cu��ent as of�Octobe�13, 2022. IT-Page 10 Printed Novembe�29, 2022 Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Design/Engineer $ 65,000 $ 15,000 $ 15,000 $ 15,000 Construction Equipment $ 300,000 $ 75,000 $ 75,000 $ 75,000 Contingency $ 25,000 $ 10,000 $ 10,000 $ 10,000 Totals $ $ 390,000 $ 100,000 $ 100,000 $ 100,000 CPA Amount $ $ $ $ $ IT-Page 11 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� To wn o L exln ton - FY2 024-28 Ca ital P�o �ayn In vestm en t � p g Program Name: Network Redundancy&Improvement Plan Date: 9/10/2021 Program ID: 5031 Department: Department of Innovation&Technology Revised: 9/29/2022 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 subj ect 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 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. This portion of the Redundancy and Improvement Capital Program was developed to fund the design and construction of a multiphase/multi-year proj ect 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 Fiber Municipal Area Network (FMAN). The later phases connect Town buildings to that core loop. The complete fiber construction portion of the Town Network Infrastructure Redundancy Proj ect is now anticipated to cost approximately $3,757,112 to connect currently occupied or used Town sites and will be accomplished over approximately 2-3 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 new equipment to connect to the new network. Please note that during 2022,the cost of fiber and network equipment increased significantly. This has adjusted current and future capital request amounts. The first year(FY2023)was phase one of the FMAN installation. This first phase will construct the multiloop core infrastructure and will provide redundant connections to top tier critical buildings. Due to inflation, the actual cost increased by approximately 20% for the fiber installation costs and 300% for the hardware. The total funding obtained though this Proj ect Capital plus the State (State grant awarded to support this proj ect)will therefore not fully cover year 1 costs. Year 1 costs are currently estimated to be $1,852,000. This years request(FY2024) is the second year of the fiber construction; it will include funding 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 (from year 1) of the new fiber network. The current estimated cost of installation is approximately$859,212 to construct the fiber connections to tier 2 and tier 3 sites and to complete the installation of network equipment for tier 1. This includes the shortfall from year 1 ($517,712) and adjust for the increases in network hardware and IT-Page 12 Printed Novembe�29, 2022 services costs, then the request for year 2 (FY2024) is therefore $859,212 plus a 15%contingency($128,882)_ $988,094. The third year of the FMAN construction(FY2025) includes the purchase and installation of the equipment to connect the tier 2 and tier 3 sites to the new FMAN. The current request for year 3 is $797,407 plus a 15% contingency= $917,018. The fourth year of the FMAN construction(FY2026)will cost approximately$450,000 to connect additional sites that need to be connected to the new FMAN that year. It will also include funding for the purchase of a fiber monitoring and testing appliance. This is currently a placeholder amount and will be adjusted based on which tier 4 sites need to be connected to the FMAN. Future years will request funding as needed to connect additional Town sites to the FMAN. 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 thru FY2028 requested funding are placeholder dollar figures. 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-field work forces. Our goal is to fully provide the resources needed to perform j ob requirements, whether the staff inember 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 is IP or network based. After critical sites are established,the remaining Town sites will be added to a new Town resilient and reliable netWork. 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 also be interrupted. Maj or 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 proj ect which is substantially complete. The redundant paths will not work without this reprogramming. This has been a long, complex proj ect in conjunction with the School IT Department. Throughout the past year we have worked with an outside consultant who has designed a draft plan for the redundant paths. We are currently finalizing our RFQ vendor selection. After awarding the contract for the construction of the FMAN,the next phase will be to refine the design and begin construction. IT-Page 13 Printed Novembe�29, 2022 Prior approved funding will be used to fund this work. The previous program funding for the design and some fiber installation(2014)will fund the design and engineering design phase of the FMAN and contribute toward a small part of the construction of the FMAN. This portion of the funds has been on hold,pending the Network Remediation Proj ect 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 Proj ect 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 and when the infrastructure is available. The current capital funding request will support the construction of the FMAN. 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 �rst point-to-point wireless connection. As soon as the infrastructure and logical capability exists on the Town network,we will proceed with the proj ect. We will request funding, via this capital program and other funding sources,to continue the build out of the redundant paths. Specifically,Year 3 of the FMAN construction will be for Tier 4 building connections (as needed) and for the purchase of a fiber monitoring appliance to monitor and test the integrity of the new FMAN. Basis for Cost Projections: Budgetary vendor quotes were obtained. The Town then obtained responses via an RFQ process and vendor quotes Future proj ections are currently placeholder dollar amounts based on the RFQ and quotes. Due to Pandemic driven inflation during this last year, our original request for funding will fall short of the total needed. Below is a summary of the current funding status. Capital money available to fund year 1 of FMAN= $1,084,288 (Capita12014, 2022) Grant Money available to fund year 1 of FMAN= $250,000 Total year 1 (2023) available Funding = $1,334,288 New Estimated Year 1 costs= $1,852,000 Unfunded Shortfall= $517,712 New Estimated Year 2 (2024) costs (tier 2 and 3)= $341,500 Year 2 estimate plus unfunded year 1 costs= $859,212 Contingency for Year 2= $128,8 82 (approx. 15% contingency) Capital request for 2024= $988,094 Stakeholders: IT, Public Safety services (Police and Fire), Town staff, Lexington residents (due to Town services availability). Operating Budget Impact: Additional network equipment maintenance and monitoring contracts would increase the operating budget. A fiber contract will be added to the IT operating budget to support FMAN maintenance and emergency repair response. We are currently obtaining quotes, however estimates are $25,000 annually. Funding Source: Cash Capital,Bonding IT-Page 14 Printed Novembe�29, 2022 Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2014/lOP $ 140,000 $ 712 $ $ 139,288 $ 2017/12T $ 130,000 $ $ $ 130,000 $ 2022/12R $ 945,000 $ $ $ 945,000 Totals $ 1,215,000 $ 712 $ $ 1,214,288 $ *Data cu��ent as of Octobe�13, 2022. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Design/Engineer $ $ $ $ $ Construction $ $ $ $ $ Equipment $ 859,212 $ 797,407 $ 450,000 $ 100,000 $ 100,000 Contingency $ 128,882 $ 119,611 $ 45,000 $ 10,000 $ 10,000 Totals $ 988,094 $ 917,018 $ 495,000 $ 110,000 $ 110,000 CPA Amount $ $ $ $ $ IT-Page 15 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� To wn o L exln ton - FY2 024-28 Ca ital P�o �ayn In vestm en t � p g Program Name: Phone Systems &Unified Communications Date: 9/10/2021 Program ID: 5033 Department: Department of Innovation&Technology Revised: 9/29/2022 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, EOS). 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 proj ect and funding 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 replacement of additional EOL equipment and the purchase and installation of Uni�ed Communication(UC) services and systems. Unified Communication may include,but is not limited to, Townwide: • Shared Calendar • Messaging • Scheduling • Webinar/meeting software The FY2024 capital request is deferred for another year in order to complete past funding projects. 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 focus for this program,however,was to replace failing systems. The newer VoIP technology offers bene�ts 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 uni�ed system centralizes administration,provides better call quality and delivers better customer service. Unified Communications (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. Maj or 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 and the East Lexington Fire Station. Also, as a part of this 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 proj ect will be returned. Electrical work has been completed and phone hardware has been ordered for the East Lexington Fire Station. IT-Page 16 Printed Novembe�29, 2022 The Police Station,which has recently moved to their temporary location at 173 Bedford Street,has been substantially completed. Minor adjustments are pending. We had a consultant study completed in 2022. We are currently working towards making improvements and system changes in line with the study's results. During 2022-2023,We have been developing and tivill continue to refine the UC needs of the Totivn. During this time some additional capability, such as softphones, will be rolled out. Please note that the Town network remediation proj ect temporarily delayed continued adoption of the VoIP system due to the significant disruption the reprogramming of the network was causing. The Town network remediation proj ect has been substantially completed and work is progressing. Planned Spending for Next 5 Years: 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. Basis for Cost Projections: Vendor quotes were obtained. Future years (2025-28) are currently placeholder amounts. 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 $ 591,000 $ $ $ 2014/100 $ 260,000 $ 135,161 $ 31,552 $ 93,286 $ 2015/11N $ 52,000 $ $ $ 52,000 $ 2017/12R $ 120,000 $ $ $ 120,000 $ 2020/12M $ 150,000 $ $ $ 150,000 $ Totals $ 1,173,000 � 726,161 $ 31,552 $ 415,286 $ *Data cur�ent as of Octobe�13, 2022. 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' ��6 ,: u �„ loi�a� �mw�✓,� ' �m�'� �(uu � ��'�nvu� u r�unmva iiuuvu� IP�ii�� Jum �(� � I vu i rrrii�000namaiw�y�irrrrr,u uuan^`� ��urd r � �I�""W��rvuuu�� w'�IN� , ' � �' m '. ,r�� UD , va�iquiJ N II. ��u ';uw �IN�"�, Pr � � ' I� y uw ouuum o i w �u�IIII +iiouuum�i i um VIV d�u��III��I '' uuuunum ,, ��muuro� n I�// � .. � . ti� ✓�f� � v,�,inriiiiiii�i�nr�ionumu�rii�urvvoi� . • i r . 1 n . . . . 1 r ml i n IT-Page 19 Printed Novembe�29, 2022 N N ,,,,,,,,,,,,, ,,,,,,,,,,,,,, O N � � N � � � � � O � � � � � C� o � .'��" � � � � � � � � � � � � � � � U � I I O N � w � � � I I O N � w � � � I I O N � w � � � O O N O O O O O N � � � � � � � � � � � ~ �"'" o 0 O � N o 0 �" � o 0 0 �I N r--+ r--+ �i � � � � C� � 4� � � � � � � � � � � � � �� O �"'" �° .� b�A p,,,, � � � � p� � � � � �' � c� � � � � � � � � � � N � � � Q � O � � .� � � � 'o 0 0 � p�p a � C+ � N � � � W � � N � � � O � � C� °� �,,, N �� A w � � 0 ��..� � N ,�' , � I.f�'Tl2f IU^r � I � \� � � � � �� ...... �� tw �'3,, N a c� � � -�I °�' ' �„�, � I � �"�y�w �wwi i�urusu��i'"^'� � 1 m��°'"7 y'Atl66fR""'".,��'` �� "��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Proj ect Name: Scanning-Electronic Document Management Date: 9/10/2021 Proj ect ID: IT-24-1 Department: Department of Innovation&Technology Revised: 9/29/2022 Submitted by: Tim Goncalves Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov Description of Project: The purpose of this proj ect is to scan and import existing physical documentation into Town document management systems. This project 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 Laser�che 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 proj ect request is for funding for the scanning and import of the physical documentation in a phased approach. We expect the proj ect 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 proj ects 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 the 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 21 Printed Novembe�29, 2022 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 $ 90,001 $ $ 55,000 $ 2013/l OG Document Management System $ 60,000 $ $ $ 60,000 $ 2022/12T Document Management System $ 110,000 $ $ $ 110,000 Totals $ 725,000 $ 488,515 $ $ 236,486 $ Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition $ $ $ $ $ Design/Engineer $ 100,000 $ 100,000 $ $ Proj ect Management $ $ $ $ $ Construction $ $ $ $ $ Equipment $ $ $ $ $ Contingency $ 10,000 $ 10,000 $ $ Totals $ 110,000 $ 110,000 $ $ $ CPA Amount $ $ $ $ $ IT-Page 22 Printed Novernbe�29, 2022 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2024 Proposed Budget - Department of Public Facilities Presentation PRESENTER: ITEM NUMBER: Mike Cronin, Director of Public F acilities I.5 S UMMARY: No vote is �equested fo�this agenda item. R eview p reliminary F Y2024 b ud get fo r the D ep artment o f P ub lic F ac ilitie s. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 11/30/2022 3:15pm ATTACHMENTS: Description Type � ��'��.nb��ar��.��.�� I:��9'�::q�'��"�`�.��'��.��I::��:r� ��fm �� n.,,_,,, �. ,�. ., ��ui ... �mfrtfmffmf��sm�ryWwMM�q� "'w ,.�., �y, �n M1I�%NMi^mNY1MmYMfkY%I"ryYq� .�,� rv�� M� I�� ' x"0 W�ry m W" ..,.� ��I�'"� m v ' �� 1� �r� F �� ' o �N n�"� N��5+-� � ., , �� n W"� "N ��pyre .. —x.viv..�m, ........ � W N'Tn � d� f ,.�� n �e ° �p��a �h�m�'f0� ... .. � 0 �li ur� o b ,�' .. rr�✓ .. �� i. /ry o �eW�re'. 'i..�n.. v� �� N 1�N e �� f!�� . ��l^M �� F ` �"� �� Au �"�r V "'�"�, "',v aw�. �. 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De rtment P ic F ci ities a o u a Re u este B u et Fi Y r 2 24 sca ea S m itte � u y. M ic ae ron i n Di rector o Pu ic Faci ities , e ect B r Present ti n oa a o Nvm r 222 oe e , ��".��' �,��<. ��'"°� ,� `"�"``� ; �:�� ,� _, � ■ �� a� r� ��`� Town of Lex�n ton �� W g � �� a�..�a�� '� � �� FY2024 Bud et Develo ment �� r�� ,�; 9' p �� ,,�,�� .��r��`��`A'% ��.._.... 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) FY2024 budget consists of three divisions: Educational Facilities, Municipal Facilities and Shared Facilities. The DPF FY2024 level-service All Funds budget is increasing by $994,094 or 7.28°/o. The General Fund budget is increasing by $981,202 or 7.51%. The primary driver of this increase is utilities and overall rising costs, but especially in cleaning and maintenance supplies. Compensation is increasing by $294,111 or 4.55% due to contractually obligated step increases and other proposed changes. Overall Utility costs are currently increasing. StafF are working to refine projections further but anticipate a significant increase in electricity due to rising supply rates. Uti I ity FY2021 FY2022 FY2023 FY2024 Summary Actual Actual Appropriation Request Change % Electricity $ 2,146,000 $ 2,628,932 $ 2,778,901 $ 2,977,704 $ 198,803 7.2% Natural Gas $ 842,268 $ 912,141 $ 960,500 $ 1,184,598 $ 224,098 23.3% Water/Sewer $ 40,980 $ 55,391 $ 99,500 $ 105,000 $ 5,500 5.5% Total $ 3,029,248 $ 3,596,464 $ 3,838,901 $ 4,267,302 $ 428,401 11.2% Revenues from building rentals have picked back up since the town has recovered from Covid. There are many in person events and revenues are expected to return close to normal. Department Goals: DPF Goals for FY2024 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 2 Program Improvement Requests Division Comp. Expenses Benefits Total VFAAnnual Subscription Fee Shared Facilities $ $ 24,000 $ $ 24,000 Tc�t�l 2�i0� by I��qu�st � — � 24,(�0� � — � 24,000 Budget Summary - General Fund FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $11,121,545 $9,349,119 $13,048,095 $14,026,717 $978,622 7.50% PEG Special Revenue Fund $19,466 $20,310 $21,212 $23,792 $2,580 12.16% . . . � � . . �, - � �,• .• - • �, � .• � �, - � � � • �, • : i ' , FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $5,588,376 $3,152,107 $6,461,256 $6,755,367 $294,111 4.55% Expenses $5,552,635 $6,217,322 $6,608,051 $7,295,142 $687,091 10.40% . . . � � - - . . �, - � �,• .• - • �, i .• � �, � � i � • �, • : i ' , FY2021 FY2022 FY2023 FY2024 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase 2610- Education Facilities $7,904,917 $6,000,362 $9,220,062 $9,873,490 $653,428 7.09% 2620- Municipal Facilities $2,024,605 $2,191,909 $2,457,224 $2,759,424 $302,200 12.30% 2630-Shared Facilities $1,211,489 $1,177,159 $1,392,021 $1,417,595 $25,574 1.84% . . . � � . . �, - � �,• .• - � �, � .� � �, � � � � • �, • : i ' , FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $5,372,219 $2,952,523 $6,115,199 $6,396,047 $280,848 4.59% Overti me $216,157 $199,585 $346,057 $359,320 $13,263 3.83% Personal Services $5,588,376 $3,152,108 $6,461,256 $6,755,367 $294,111 4.55% Contractual Services $1,501,518 $1,539,017 $1,568,250 $1,733,827 $165,577 10.56% Utilities $3,115,925 $3,688,401 $3,920,601 $4,349,577 $428,976 10.94% Supplies $809,598 $856,074 $868,700 $945,878 $77,178 8.88% Small Ca ital $125,594 $133,830 $250,500 $265,860 $15,360 6.13% Expenses $5,552,635 $6,217,322 $6,608,051 $7,295,142 $687,091 10.40% . . . � � - . . �, - � �,• .• - � �, i .• � �, - � i � • �, • : i ' , 2600 - Pu bl ic Faci I ities 3 Budget Summary - Revolving Funds* and Grants FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Building Rental Revolving $32,591 $358,979 $586,000 $600,650 $14,650 2.50% Fund . . .11 . . . '� • '� : • ' '� : • 1 1 1 '� • 1 1 • 1 '� � • 1 1 ' , *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriations Summary Actual Actual Appropriation Request Increase Increase Building Rental Revolving Fund $8,458 $435,828 $585,226 $598,118 $12,892 2.20% Personal Services $2,333 $420,039 $368,054 $380,946 $12,892 3.50% Expenses $6,125 $0 $198,000 $198,000 $0 % Benefits $0 $15,789 $19,172 $19,172 $0 % . . .11 . - , � . � . � � . . � . � � . . � . � � � r• � i • • i • � r • • i • � � FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriations Summary Actual Actual Appropriation Request Increase Increase Compensation $5,590,709 $3,572,146 $6,829,310 $7,136,313 $307,003 4.50% Expenses $5,558,760 $6,217,322 $6,806,051 $7,493,142 $687,091 10.10% Benefits $0 $15,789 $19,172 $19,172 $0 % • • � � � � � �i � � � �� • � �i • � �i � •� • • �� •� � 2600 - Public Facilities 4 � �� ° ��__��` ��, ��,"�,,�°"" ,� �� ` �``��,, ■ ,� � c 4,�, Town of Lex�n to n � Pw � �� g � �; m�r� � �� J �� , ;��ry '�� FY2024 Bud et Develo ment � � ;j, 9' p ��N�� ` ��rvs��- � Departmental Budget Requests Program: 2000 Shared Services Subprogram: 2600 Public Facilities FY2021 FY2022 FY2023 FY2024 School Facilities 2610 Budget Budget Budget Request Maintenance Staff 12 12 12 12 C u stod i a n 54 54 54 54 Subtotal FTE 66 66 66 66 Municipal Facilities 2620 Custodian 12 12 12 12 Subtotal FTE 12 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* 0.5 0.5 1 1 Subtotal FTE 11.5 11.5 12 12 Total FTE 89.5 89.5 90 90 Notes: *In FY2023, a program improvement request revised the Municipal Assistant's responsibilities to reflect the management of the 20-year capital plan database, and increased the FTE from 0.5 to 1.0. 2600 - Pu bl ic Facil ities 5 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� 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 FY2024 budget request reflects an increase of$659,672 or 6.90% from FY2023. This level-service budget reflects an increase in Compensation of$261,293 or 5.81% from FY2023, which reflects contractual obligations for step increases and other proposed changes to compensation tables. Expenses are projected to increase by $392,135 or 8.30% from FY2023, which reflects increasing costs overall, but especially in electric and gas utilities and cleaning and maintenance su ppl ies. The Rental Revolving Fund will increase spending by $6,244 or 1.83% for FY2024, which is driven by a projected increase in overtime costs. Division Goals: Continue to develop capabilities of Townwide maintenance stafFwith lower costs and improved service. Support students and staff with excellent service to provide for optimal learning environments. 2600 - Public Facilities 6 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511300 Regular Wages $2,961,752 $554,397 $3,302,525 $3,492,525 $190,000 5.75% 513000 Overtime $139,812 $41,382 $188,296 $195,513 $7,217 3.83% 514100 Stipends $16,400 $16,200 $18,650 $34,850 $16,200 86.86% Custodial Compensation $3,117,964 $611,9 79 $3,509,4 71 $3,722,888 $213,417 6.08% 511300 Regular Wages $684,039 $687,740 $924,706 $968,166 $43,460 4.70% 513000 Overtime $28,990 $66,618 $59,123 $61,389 $2,266 3.83% 514100 Stipends $2,400 $1,800 $4,350 $6,500 $2,150 49.43% Maintenance Compensation $715,429 $756,158 $988,179 $1,036,055 $4 7,876 4.84% Subtotal Compensation $3,833,393 $1,368,137 $4,497,650 $4,758,943 $261,293 5.81% 530000 Professional Services $18,271 $14,527 $17,550 $18,428 $878 5.00% 524030 Equip. Service & Repair $31,000 $31,000 $31,500 $33,075 $1,575 5.00% 545000 Supplies & Materials $214,000 $214,000 $235,000 $251,450 $16,450 7.00% 571000 Travel $3,372 $3,765 $4,000 $4,200 $200 5.00% 585000 Equipment $33,000 $33,000 $33,660 $35,343 $1,683 5.00% Custodial Expenses �299,643 $296,292 $321,710 $342,496 �20,786 6.46% 520000 Contract Services $189,503 $195,422 $196,000 $219,520 $23,520 12.00% 529000 Security Infrastructure Maint. $67,619 $83,419 $90,000 $97,200 $7,200 8.00% 524070 Pai nti ng $83,839 $65,586 $105,000 $120,750 $15,750 15.00% 524020 Faci I ity Service & Repa i r $156,520 $186,272 $157,000 $172,700 $15,700 10.00% 524030 Equip. Service & Repair $248,632 $257,763 $202,000 $222,200 $20,200 10.00% 530060 Prof Dev&Trai n i ng $5,680 $9,111 $9,000 $9,180 $180 2.00% 558000 Su ppl ies $26,970 $29,939 $35,000 $35,000 $0 % 545000 Supplies & Materials $290,441 $325,461 $290,000 $330,600 $40,600 14.00% 582040 Roof Re airs $37,000 $37,000 $38,000 $39,140 $1,140 3.00% Maintenance Expenses $1,106,204 $1,189,973 $1,122,000 $1,246,290 $124,290 11.08% 520000 Contract Services $128,656 $105,572 $110,000 $113,300 $3,300 3.00% 524010 Landscaping Maintenance $88,506 $116,901 $118,000 $123,900 $5,900 5.00% 524030 Eq u i p. Service & Repa i r $57,376 $47,071 $50,000 $52,500 $2,500 5.00% 531030 Gasoline/Diesel $23,701 $22,385 $41,500 $41,500 $0 % 545000 Supplies & Materials $12,511 $9,588 $10,000 $10,500 $500 5.00% 558010 Clothing &Safety $16,424 $20,488 $27,200 $27,200 $0 % 585000 Eq u i pment $37,078 $35,000 $37,000 $50,000 $13,000 35.14% Landscaping Expenses $364,252 $357,005 $393,700 $418,900 $25,200 6.40% 521010 Electricity $1,567,563 $1,971,437 $1,993,861 $2,056,584 $62,723 3.15% 521030 Natural Gas $680,507 $738,849 $752,241 $908,272 $156,031 20.74% 531000 Water/Sewer $16,770 $39,123 $75,000 $78,000 $3,000 4.00% 534010 Network&Communications $13,446 $13,402 $16,800 $16,800 $0 % 534020 Telephone $21,920 $26,145 $45,000 $45,000 $0 % 531030 Gasoline/Diesel $1,220 $0 $2,100 $2,205 $105 5.00% Utility Expenses $2,301,426 $2,788,956 $2,885,002 $3,106,861 $221,859 7.69% Subtotal Expenses $4,071,525 $4,632,226 $4,722,412 $5,114,547 $392,135 8.30% Total General Fund- Education �7,904,918 $6,000,363 $9,220,062 $9,873,490 $653,428 7.09% Facilities 2600 - Pu bl ic Faci I ities 7 Public Facilities Building Rental Revolving Fund FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $0 $124,476 $0 $0 $0 % 513000 Overtime $0 $85,543 $162,930 $169,174 $6,244 3.83% 511010 Part-Time Wa es $0 $0 $0 $0 $0 % Personal Services $0 $210,019 $162,930 $169,174 $6,244 3.83% 524020 Facility Service & Repair $6,125 $0 $79,000 $79,000 $0 % 521010 Electricity $0 $0 $36,000 $36,000 $0 % 521030 N atu ral Gas $0 $0 $18,000 $18,000 $0 % 542000 Office Supplies $0 $0 $45,000 $45,000 $0 % Expenses $6,125 $0 �178,000 �178,000 $0 % Total Revolving Fund-Education �6,125 $210,019 $340,930 $347,174 $6,244 1.83% Facilities Total 2610 Education Facilities $7,911,043 $6,210,382 $9,560,992 $10,220,664 $659,672 6.90% 2600 - Pu bl ic Faci I ities 8 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� 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 FY2024 General Fund budget reflects an increase of $302,200 or 12.30% from FY2023. This budget reflects an increase in Compensation of $20,879 or 2.74%, which reflects contractually obligated step increases. Expenses increase by $281,321 or 16.59%, which reflects increases in utilities and overall rising costs, but especially in cleaning and maintenance supplies. Rental Revolving Fund compensation is increasing slightly to $100,172 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) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $545,129 $576,489 $653,747 $670,846 $17,099 2.62% 513000 Overtime $47,355 $91,585 $98,638 $102,418 $3,780 3.83% 511010 Part-Time Wages $0 $0 $0 $0 $0 % 514100 Stipends $7,200 $6,600 $9,600 $9,600 $0 % Subtotal Compensation $599,684 $674,674 $761,985 $782,864 $20,879 2.74% 529000 Other Contract Services $40,000 $40,000 $40,800 $42,840 $2,040 5.00% 524030 Equip. Service & Repair $4,000 $4,000 $4,300 $4,515 $215 5.00% 545000 Supplies & Materials $67,000 $65,167 $73,500 $77,175 $3,675 5.00% 558010 Clothing &Safety Equipment $78 $242 $0 $0 $0 % 585000 Equipment $12,000 $12,000 $12,240 $12,852 $612 5.00% Custodial Expenses $123,078 $121,409 $130,840 $137,382 $6,542 5.00% 2600 - Pu bl ic Faci I ities 9 520000 Contract Services $104,872 $46,377 $50,000 $116,480 $66,480 132.96% 529000 Security Infrastructure Maint. $50,358 $78,626 $104,000 $54,000 $(50,000) (48.08)% 524070 Painting $44,763 $25,028 $48,000 $55,200 $7,200 15.00% 524020 Facility Service & Repair $51,911 $75,763 $75,000 $82,500 $7,500 10.00% 524030 Equip. Service & Repair $103,399 $127,503 $120,000 $132,000 $12,000 10.00% 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 $33,874 $33,551 $30,000 $30,000 $0 % 545000 Supplies & Materials $91,991 $99,247 $100,000 $114,000 $14,000 14.00% 558010 Clothing &Safety Equipment $1,315 $2,050 $4,500 $4,500 $0 % 582040 Roof Repairs $9,000 $9,476 $15,000 $15,450 $450 3.00% Maintenance Expenses $511,043 $517,181 �567,500 �625,130 �57,630 10.16% 534060 Comm. & Network Supp. $6,033 $6,403 $7,600 $17,752 $10,152 133.58% 521010 Electricity $578,436 $657,496 $749,040 $885,120 $136,080 18.17% 521020 Oil Heat- Propane $2,514 $4,221 $2,500 $2,750 $250 10.00% 521030 Natural Gas $161,761 $173,292 $190,259 $258,326 $68,067 35.78% 531000 Water/Sewer $24,211 $16,269 $24,500 $27,000 $2,500 10.20% 534020 Telephone $16,398 $20,964 $22,000 $22,000 $0 % 531040 D iesel $1,448 $0 $1,000 $1,100 $100 10.00% Utility Expenses $790,801 $878,645 $996,899 $1,214,048 $217,149 21.78% Subtotal Expenses $1,424,922 $1,517,235 $1,695,239 $1,976,560 $281,321 16.59% Total General Fund-Municipal �2�024,606 $2,191,909 $2,457,224 $2,759,424 $302,200 12.30% Facilities Public Facilities Building Rental Revolving Fund FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $0 $0 $0 $0 $0 % 513000 Overtime $2,333 $85,543 $96,474 $100,172 $3,698 3.83% 511010 Part-Time Wa es $0 $0 $0 $0 $0 % Personal Services $2,333 �85,543 $96,4 74 $100,172 $3,698 3.83% 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 $20,000 $20,000 $0 % Expenses $0 $0 $20,000 $20,000 $0 % Total Revolving Fund-Municipal �2�333 $85,543 $116,474 $120,172 $3,698 3.17% Facilities Total 2620 Municipal Facilities $2,026,939 $2,277,452 $2,573,698 $2,879,596 $305,898 11.89% 2600 - Pu bl ic Faci I ities 10 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 2000 Shared Services Subprogram: 2600 Public Facilities Element: 2630 Shared Facilities Budget Description: The requested FY2024 General Fund budget reflects an increase of $25,575 or 1.84% from FY2023. This includes an increase in General Fund compensation of $11,939 or 0.99% due to retirements and employee turnover. For FY2024, $13,000 in Contract Services covers the cost of solar consulting services for the cemetery building and other Town buildings. In total, General Fund expenses increased from FY2023. 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) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $1,138,854 $1,098,296 $1,190,621 $1,176,060 $(14,561) (1.22)% 513000 Overtime $0 $0 $0 $0 $0 % 512000 Seasonal Part-Time $5,445 $0 $0 $26,500 $26,500 % 514100 Stipends $11,000 $11,000 $11,000 $11,000 $0 % Subtotal Compensation $1,155,299 $1,109,296 $1,201,621 $1,213,560 $11,939 0.99% 520000 Contract Services $0 $0 $0 $13,000 $13,000 —°�o 538060 Catering/Meals $90 $0 $1,000 $1,025 $25 2.50% 572000 Mileage $0 $565 $2,500 $2,563 $63 2.52% 530060 Prof Dev&Training $933 $2,547 $8,000 $8,200 $200 2.50% 534030 Mobile Devices $6,030 $4,820 $4,800 $4,920 $120 2.50% 545000 Supplies & Materials $5,622 $6,100 $6,500 $6,663 $163 2.51% 585000 Eq u i pment $2,600 $0 $2,600 $2,665 $65 2.50% 585030 Ve h i cl es $40,916 $53,830 $165,000 $165,000 $0 % Subtotal Expenses $56,191 $67,862 $190,400 �204,036 $13,636 7.16% Total General Fund-Shared Facilities $1,211,490 $1,177,158 $1,392,021 $1,417,596 $25,575 1.84% 2600 - Pu bl ic Faci I ities 11 Public Facilities Building Rental Revolving Fund 511000 Regular Wages $0 $124,476 $103,419 $106,169 $2,750 2.66% 513000 Overtime $0 $0 $5,231 $5,431 $200 3.82% 511010 Part-Time Wa es $0 $0 $0 $0 $0 % Personal Services $0 $124,4 76 $108,650 $111,600 $2,950 2.72% 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 $0 $15,789 $19,172 $19,172 $0 % Benefits $0 �15,789 $19,172 $19,172 �0 % Total Building Rental Revolving Fund $0 $140,265 $127,822 $130,772 $2,950 2.31% Total 2630 Shared Facilities $1,211,490 $1,317,423 $1,519,843 $1,548,368 $28,525 1.88% 2600 - Pu bl ic Faci I ities 12 FY2024 Pro ram Improvement Request # 1 of 1 g Department: Public Facilities Element: 2600 PIR Title: VFAAnnual Subscription Fee Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2024 Only FY2024& Future FY2024 Request Compensation 511000 Regular Wages 0.00 $ $ 511010 Part-Time Wages $ $ 513000 Overtime $ $ Other Compensation $ $ Total Compensation 0.00 $ $ $ Benefits Benefits Eligible? 0 $ $ Expenses $ 24,000 $ 24,000 $ $ Total Expenses $ 24,000 $ $ 24,000 Purpose/Description of Request: This expense is the annual subscription fee for VFA for the Facilities capital plan. 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M �/1 � N O N N O � O � � � O � l� � � l� � d� •~ N � � 0�0 N N N � '�'� ..� �•I •"� � w N v � � � � � � � � C� � .... .... .... .... .... . .... . .. � � O � � c� .� p„� � �, � � � � ~ � � v�, � � � � � � � � � � � p.� •� � � � �, � � � � � � � � � Q � � o �, � o � �� Q � � � � � � � � .� � � � � � L� � � � � � .� � w � � � N � �' � � � � �� O � � •,� � � � � � �� N � :� •� w � �1� �� •� '� C� O � .� � °' ,�'-� �'� � � c� � .� � c� 4; � � � � N �-, $..�, � v ,�+ � G�1 � P' � c� � � U O U O C� A� � �O '� � �� O O O O �' � w � a� ; �., � � ,� � ,� O � ��,�..��, �, � � � ��. �n.� v� E� a' ,��' ��,, �� ,�r��,�, � ...., ...., ...., ...., .., ., � � � N Q� � ��i, ;�� •� "� + , , � � � �� Aoo o `Y' � o 0 0 '� � � ��y�w ��,wi i�urusu�i 1^ 1^ 1^ 1^ •�--i ��A"�d66f�':"� � V J V/ V/ O O V/ U ��T� I"�"1 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� To wn o L exln ton - FY2 024-28 Ca ital P�o �ayn In vestm en t � p g Program Name: Public Facilities Bid Documents Date: 09/20/2022 Program ID: 5005 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov Description of Capital Program: This program appropriates a fund for professional services to produce engineering, design development documents, construction documents, and/or bid administration services for proj ects. Eligible proj ects would be proj ects seeking authorization at the Annual Town Meeting or any Special Town Meeting,which 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 proj ects 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 proj ect before the summer construction window closes. With this available funding,proj ects that have a high probability of approval at Town Meeting can be developed with suf�cient 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 proj ects for 12 months or use available operating dollars to supplement capital projects. Maj or Spending over Past 5 Years: No major spending, however there has been a steady uptick in the number of projects requiring these services. Specifically, the 20 year capital plan has identi�ed a number of annual proj ects which Will require both architect and engineering services to inform for a more de�ned project scope and budget for each project. These projects include HVAC,roofing and electrical,building envelope, etc. to name a few. Work Currently Underway: Roofing work on Bridge Elementary School, Town Office Building and Cary Memorial Building, and HVAC work at Fiske, Harrington and Clarke. Planned Spending for Next 5 Years: The 20 year capital plan is extremely helpful in identifying the need for the next 5 years. There are many proj ects where we Would need to utilize these services in order to have good information to present to Town Meeting. . 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. FY2024 request is in the amount of$125,000 due to increase in billing rates plus the increase in the number of proj ects requiring these services. Stakeholders: Public Facilities and project stakeholders. Operating Budget Impact: None. Funding Source: Cash Capital Facilities-Page 4 Printed Novernbe�29, 2022 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 $ 84,045 $ 14,400 $ 1,555 $ 2021/16A $ 100,000 $ 5,410 $ 37,200 $ 57,390 $ 2022/16A $ 100,000 $ $ $ 100,000 Totals $ 717,979 $ 222,051 $ 51,600 $ 158,945 � 285,384 *Data cu��ent as of Octobe�13, 2022. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Design/Engineer $ 125,000 $ 125,000 $ 125,000 $ 150,000 $ 150,000 Construction Equipment Contingency Totals $ 125,000 $ 125,000 $ 125,000 $ 150,000 $ 150,000 CPA Amount $ $ $ $ $ Facilities-Page 5 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� To wn o L exln ton - FY2 024-28 Ca ital P�o �ayn In vestm en t � p g Program Name: Interior Finishes Date: 09/20/2022 Program ID: 5006 Department: Department of Public Facilities Revised: 09/20/2022 Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov Description of Capital Program: This in an Annual Program that was previously called Building Flooring. After looking at the 20 year capital plan, it made sense to broaden this category to include all interior finishes. Any interior finish that needs replacing or upgrading Would fall into this capital program. This would include mill work, flooring, ceiling work,tile work, countertop replacement,bathroom finish renovation, etc. Goals of Capital Program: As identified in the 20 year Capital Plan, all flooring systems vvere evaluated across the Town and School buildings and has made recommendations for replacement. DPF has developed a plan to start replacing approximately 4 classroom floors in school buildings at a current cost of approximately$10,000 per classroom. The plan focuses on Clarke, Diamond,Bowman, Bridge,Harrington, and Fiske. Town buildings will be included in this plan as that building come up in the 5 year plan. In addition to flooring, other finishes that are due include carpet replacement at LCC, and bathroom renovations at Clarke. Impact if Not Maintained: Without adequate funding for replacement,these systems Will potentially develop into unsafe conditions and become hazards to the students, staff and the public. In addition, these systems could become difficult to clean and maintain at our typical high standard. Maj or Spending over Past 5 Years: • FY2020 Projects: Clarke Gym Floor(complete),Diamond Stairwell(tread replacement-complete), ToWn Office Building(carpet removal and replacement complete). Fiske �rst 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. • FY2023 Projects: Classroom flooring replacement at Clarke,Harrington,Fiske, and Bridge. Work Currently Underway: See above. Planned Spending for Next 5 Years: The 20-Year Capital plan has identified the following work for the next 5 years: The Department of Public Facilities intends to utilize the 20 year capital plan to prioritize the demand for the capital request. The 5 Year plan is described generically as following the flooring replacement plan described above and to replace other interior finishes as required. FY2024- Plan is to complete approximately four classrooms per year and other prioritized flooring systems at buildings with a Facility Condition Assessment(FCI)of a"B" Grade or better. Other building finishes will be incorporated based on priority. FY2025- Plan is to complete approximately four classrooms per year and other prioritized flooring systems at buildings with a Facility Condition Assessment(FCI)of a"B" Grade or better. Other building finishes will be incorporated based on priority. FY2026- Plan is to complete approximately four classrooms per year and other prioritized flooring systems at buildings with a Facility Condition Assessment(FCI)of a"B" Grade or better. Other building finishes will be incorporated based on priority. FY2027-Plan is to complete approximately four classrooms per year and other prioritized flooring systems at buildings with a Facility Condition Assessment(FCI)of a"B" grade or better. Other building finishes will be incorporated based on priority. FY2028- Same as above Facilities-Page 6 Printed Novembe�29, 2022 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 $ 249,504 $ 496 $ $ 2021/16B $ 250,000 $ 248,875 $ 1,125 $ $ 2022/16B $ 295,000 $ $ 295,000 Totals $ 1,975,856 $ 1,625,235 $ 302,669 $ 2,952 $ 45,000 *Data cu��ent as of Octobe�13, 2022. Reflects total autho�ization.f�om a�ticle, which includes both Floo�ing an d Paving. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Design/Engineer Construction $ 407,200 $ 423,488 $ 440,428 $ 458,045 $ 476,367 Equipment Contingency Totals $ 407,200 $ 423,488 $ 440,428 $ 458,045 $ 476,367 CPA Amount $ $ $ $ $ Facilities-Page 7 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� To wn o L exln ton - FY2 024-28 Ca ital P�o �ayn In vestm en t � p g Program Name: Mechanical/Electrical/Plumbing Replacements Date: 09/20/2022 Program ID: 5007 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov Description of Capital Program: This proj ect is an annual replacement of Mechanical,Electrical and Plumbing 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 proj ects 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. Given that Lexington High School has been invited into the MSBA's grant program,we believe it is prudent to remove LHS from the maintenance capital planning process. 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 tivould 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 systems are not replaced in a timely fashion,the potential risk for unplanned interruptions may occur. Maj or Spending over Past 5 Years: • FY2019: Cary Library—Replacement of Chiller System • FY2020: Lexington Community Center- Chiller Replacement • FY2021: Lexington High School, Main Building-Domestic Hot Water Storage Tanks Clarke Middle School,Domestic Hot Water Heater • FY2022: TOB HVAC • FY2023: Replacement of AHU4 at Clarke Work Currently Underway: Replacement of the Air Handling unit at Clarke Middle School. Planned Spending for Next 5 Years: • FY2024 -Fiske, Harrington and Public Service Building Domestic Hot Water Heater replacement, Clarke RTU 1 and 2 replacement, and LCC mini-split unit replacement, • FY2025 -Harrington Elementary School Energy Recovery Units • FY2026 -Fiske Elementary School Energy Recovery Units • FY2027 -Fiske Elementary School Energy Recovery Units • FY2028 - Clarke ERV, HV,Fire alarm, Burg, DSX,Diamond master clock system,Fire alarm panel,DSX, CCTV, Harrington Fire alarm panel, Basis for Cost Projections: 20 Year Capital Plan. Estimates are Class 3 Estimates per Association for the Advancement of Cost Engineering (AACE) for budgeting purposes from VFA Inc. Facilities-Page 8 Printed Novembe�29, 2022 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 $ 378,362 $ 84,638 $ $ 2017/16F $ 489,000 $ 486,113 $ $ 2,887 $ 2018/20I $ 544,500 $ 52,665 $ 201,637 $ 290,198 $ 2019/20F $ 605,000 $ 126,937 $ 31,741 $ 446,322 $ 2020/16J $ 672,000 $ $ $ 672,000 $ 2021/16C $ 728,000 $ 148,950 $ 75,588 $ 503,462 $ 2022/16C $ 787,000 $ $ 194,419 $ 592,581 Totals $ 4,288,500 � 1,193,027 $ 588,023 $ 2,507,450 � *Data cu��ent as of Octobe�13, 2022. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Design/Engineer $ 65,000 $ 70,000 $ 75,000 $ 80,000 $ 85,000 Construction $ 105,000 $ 110,000 $ 115,000 $ 120,000 $ 125,000 Equipment $ 602,000 $ 653,000 $ 1,000,000 $ 1,150,000 $ 1,650,000 Contingency $ 77,200 $ 83,300 $ 119,000 $ 135,000 $ 186,000 Totals $ 849,200 $ 916,300 $ 1,309,000 $ 1,485,000 $ 2,046,000 CPA Amount $ $ $ $ $ Facilities-Page 9 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� To wn o L exln ton - FY2 024-28 Ca ital P�o �ayn In vestm en t � p g Program Name: Municipal Building Envelopes and Associated Systems Date: 09/20/2022 Program ID: 5009-1 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 proj ects as approved in a 2006 operating override in the amount of$150,000, annually increased by 2.5%. The FY2024 request intends to begin a window replacement proj ect 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. In addition to the window replacement, exterior door replacement will also begin with this allocation. Goals of Capital Program: Replacing the windows and doors 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. Maj or Spending over Past 5 Years: Work was performed at: • Lexington Community Center(masonry, exterior stair repair,brick repointing) • Cary Memorial Library Ice Dams -south entrance 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: FY2024: Lexington Community Center-Exterior poors and Windows FY2025: Cary Memorial Building,Building Envelope FY2026: Cary Memorial Building,Building Envelope FY2027: Lexington Community Center,Exterior windows partial(main building) FY2028 Clarke windoW replacement, storefronts, exterior doors, exterior wall panel replacement. Lexington Community Center exterior window replacement main building 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. Facilities-Page 10 Printed Novernbe�29, 2022 Stakeholders: Town staff, Lexington residents Operating Budget Impact: The proj ects 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: Tax Levy 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 $ 140,857 $ 2,674 $ 60,333 $ 2020/16G $ 208,962 $ $ $ 208,962 $ 2021/16D $ 214,186 $ $ $ 214,186 $ 2022/16D $ 219,540 $ $ $ 219,540 Totals � 1,427,488 � 519,072 $ 2,674 $ 890,470 $ 15,271 *Data cur�ent as of Octobe�13, 2022. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Design/Engineer $ 20,457 $ 20,969 $ 21,493 $ 22,031 $ 22,581 Construction $ 204,572 $ 209,686 $ 214,928 $ 220,301 $ 500,000 Equipment Contingency Totals $ 225,029 $ 230,655 $ 236,421 $ 242,332 $ 522,581 CPA Amount $ $ $ $ $ Facilities-Page 11 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� To wn o L exln ton - FY2 024-28 Ca ital P�o �ayn In vestm en t � p g Program Name: School Building Envelopes and Associated Systems Date: 09/20/2022 Program ID: 5009-2 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov Description of Capital Program: This proj ect 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 still has the building's 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 continue to assess that facility as needed 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. Maj or 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: FY2024 -Bridge Roof phase 2 FY2025 - Clarke Middle School, Exterior Windows (phased project) FY2026 - Clarke Middle School, Exterior Windows (phased project) FY2027 - Clarke Middle School, Exterior Windows (phased project) FY2028 -LPS Central Administration Building, Exterior poors 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. Facilities-Page 12 Printed Novembe�29, 2022 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 $ 176,051 $ 14,000 $ 32,149 $ 2018/20G $ 227,755 $ $ $ 227,755 $ 2019/20D $ 233,448 $ 83,539 $ 8,001 $ 141,909 $ 2020/16F $ 239,285 $ 287 $ $ 238,998 $ 2021/16F $ 245,199 $ $ $ 245,199 $ 2022/16F $ 251,400 $ $ $ 251,400 Totals $ 2,079,287 $ 842,896 $ 22,001 $ 1,137,410 $ 76,981 *Data cu��ent as of Octobe�13, 2022. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Design/Engineer $ 23,426 $ 24,012 $ 24,482 $ 25,094 $ 25,721 Construction $ 234,258 $ 240,115 $ 246,118 $ 252,271 $ 258,578 Equipment Contingency Totals $ 257,684 $ 264,127 $ 270,600 $ 277,365 $ 284,299 CPA Amount $ $ $ $ $ Facilities-Page 13 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� To wn o L exln ton - FY2 024-28 Ca ital P�o �ayn In vestm en t � p g Program Name: School Paving and Sidewalks Date: 09/20/2022 Program ID: 5038 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. Maj or 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: FY2024 - $265,000 Diamond Middle School access road and sideWalk from Hancock street rotary FY2025 -Bowman rear play area FY2026 -Bowman parking lot and access road FY2027 - CO Administration rear parking lot FY2028 -Estabrook concrete sidewalks 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. Facilities-Page 14 Printed Novembe�29, 2022 Operating Budget Impact: Making these repairs through capital would reduce impact to the operating budget due to repair cost from contracted services. 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 $ 249,504 $ 496 $ $ 2021/16B $ 250,000 $ 248,875 $ 1,125 $ $ 2022/16F $ 251,400 $ $ $ 251,400 Totals � 1,932,256 $ 1,625,235 $ 7,669 $ 254,352 � 45,000 *Data cu��ent as of Octobe�13, 2022.Reflects total autho�ization f�oin a�ticle,which includes both Floo�ing and Paving. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Design/Engineer Construction $ 245,240 $ 200,000 $ 225,000 $ 250,000 $ 250,000 Equipment Contingency $ 19,760 Totals $ 265,000 $ 200,000 $ 225,000 $ 250,000 $ 250,000 CPA Amount $ $ $ $ $ Facilities-Page 15 Printed Novembe�29, 2022 � vv xl u � � ��n�,��.��,..o,�u�� ,,, ....��u�� ,,��,��,� ,��,' ,i�� , "'��,,, ��' u,�� u�� h� �r� ��Ib'F �d Wp �� A ' li Iml�i i� I ' �� . „ uuupu�G� uir i✓r.!uu i16W'� � ou `, Ilr � „ �. i `(uWumlll i u��y� ' 4 � IIIII / � �/ �IIIIII „'�"�lffffffffff`""' ,�� Y � ' III uuu��Vh'uu u u�l I i� , � I ' � �i'� (11 �IIII Ir uud� IIV uuwi � ��' M��I �IIN �'Ri 'r(r�l1f��z � ��j�� "��f�R(�umlit� � �'� ou 00y�u5 � �.' , ;,,. �um � iF � ' � ��' "� � ��i % �IM, '" �I��R „ "f �111 ,i ��i M nir � �� i > �(' � IVlldluuu ;; ��-- �N �„�� `�� ,,: ,� � tiw�,� i�r� ` ; ' � °�' „ � �� ,, iu � ,? � ��i,� �iu � � � �; ,,,. .:, :;,,r,a,,,,,o,,,,,mn;,,,,a�m,a,a,a,,,»»»»»»»iu,,,,,,,,,a000000000a,mmmm»t,,,,,,,,.,:,,,,,,,,,,.,,;;c .. ,:,,,.,,:s„o,,,,,,,,,,,,,,,,,.,..:o,,,,c,;,;,,,,,,,,,,,,,,,,,,,,;,,,,,,,,,,,,,,,,,,,,,,,,,,,,o,;,,uu,.,:. , :�.,. ��rt, ��'I I :..�.�, ;; ._...... �, � i L �� I� �`ll�a,� � �i Q , ' �i, , IIII �il�� IIIII �, ��, � �',u,,, ��4. �,��r� U` � `��du� �;U, f� t� � ��' i� ��ii�tuii�. ii�:, J�1 � � f �r� ; u�ir�Niiuu�� Ofi' i�i �„ �»,,, �iV �� iu � t „� � �{f� �,(I�� ,� � ( �H �,�Y"; � ' ( Y�l;. �1�i y l�i� , � �(� � �W�� ,� f,� r� iui �.. 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P-, ��;�,�..�,, � � � � � � ' ��' ��.r��'��x�, � � ` N N N N N N �' � � 4� ;� �° �� '3.�� i i i i i i .� i�. � �� , ; � �� .� i"� P-� P-, P-� P-, P� P-, � � �y�y,w ��wi„urusri�,j"*'� ��ro�.twa�t�"<„-` !�1 I�1 I�I 1�1 I�1 I�1 U C� �-I ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Project Name: LHS School Project Date: 09/20/2022 Project ID: DPF-24-1 Department: Department of Public Facilities Revised: 10/12/2022 Submitted by: Michael Cronin Phone: 781 274 8958 Email: mcronin@lexingtonma.gov Description of Project: Lexington High School was invited into the Massachusetts School Building Authority School Building(MSBA) Grant Program in June 2022. During the Eligibility Period,the Town has a number of steps to complete before March of 2023 in order to move along to the next module in the MSBA prescribed process. Module 2 includes the selection of the Owners Proj ect Manager and the Designer(architect) for the high school proj ect. Module 3 is the actual Feasibility Study which will determine the location and size of the proj ect. Once Module 3 is completed, the Town will need to have funds available to contract with the designer to begin the Schematic Phase of the draWings. This will establish the true budget for the proj ect. Before this phase is completed, all construction figures used are rough estimates only. Justification/Benefit: Enrollment at LHS as of the 2022 school year is 2,310 with a design for only 1,950 students. The enrollment is proj ected to continue to increase up to 2,450 students in the next fetiv years. The classrooms are undersized and the lab spaces are too few in quantity and are undersized by 25%. The community spaces are also undersized,these spaces include cafeterias, gym space, locker rooms, and the auditorium. The building is also 70+years old and has had significant work done during the last 40 years,most recently in 2000. The HVAC system needs a complete replacement, a significant amount of the roof needs replacement, and most of the windows are original and need replacement. Impact if Not Completed: The educational program won't be able to be delivered in the manner in which the school department and the residents of Lexington desire. Timeframe: This project is likely to be 5-7 years in total duration including design, construction, and any work on the fields. Replacement Frequency: None. Basis for Cost Projections: A cost of$900 per square foot has been used to calculate the estimate given a building of approximately 425,000 sq. ft. in total size. The $20,000,000 in FY2025 +FY2026 is for design through the Design Development phase of the proj ect. Stakeholders: Lexington Community. Operating Budget Impact: The building of a new/refurbished high school will certainly add to the operational costs to the Town. Having the ability to add solar and battery systems would mitigate some of the operational costs for utilities. The expectation would be to design for net zero with a specific eye toward a reduced carbon footprint in both the construction of the new building and in the daily operations. Funding Source: Bonding, State Aid Facilities-Page 18 Printed Novembe�29, 2022 Prior Authorizations: Town Meeting Description Authorized Expended� Encumbered* Remaining* Returned 2022 STM-2/2 Lex High Sch � 1 825 000 $ $ $ 1 825 000 $ Feasibility Study > > � � Totals $ 1,825,000 $ $ $ 1,825,000 � Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer $ 8,000,000 $ 12,000,000 $ 10,000,000 Proj ect Management Construction $ 350,000,000 Equipment $ 20,000,000 Contingency Totals $ $ 8,000,000 $ 12,000,000 $ 380,000,000 $ CPA Amount $ $ $ $ $ Facilities-Page 19 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Proj ect Name: Solar System for the Police Station Date: 9/20/2022 Project ID: DPF-24-2 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: Email: mcronin@lextingtonma.gov Description of Project: This request is to add photovoltaic panels to the Police Station site utilizing both roof and canopies for the solar collectors to reside. The proposed canopies will be designed to fit into the Historic District Downtown landscape and not to be a detraction from the Center. Justification/Benefit: The goal of the solar array is to generate enough power to allow the Police Station to operate as close to Net Zero as possible. This means the solar system could generate as much if not slightly more electricity than it consumes on a given day. The benefit is to reduce the operational costs of the Police Station for the town, to reduce the carbon footprint of the new building, and overall increase the building's resiliency. Impact if Not Completed: The town will bear the operational utility costs for the Police Station. Timeframe: The intent would be to construct this system so that it comes online at the same time the Police Department moves back into the new facility in 2024. Replacement Frequency: Every 25 years. Basis for Cost Projections: We are using a cost per watt for the panels plus a construction amount for the structure. Stakeholders: Lexington community. Operating Budget Impact: None. Funding Source: Cash Capital,Bonding, State Aid Prior Authorizations: Town Meeting Description Authorized Expended* Encumbered* Remaining� Returned 2016 STM/5 Stud e Station Feasibility 65,000 59,621 5,000 379 y 2018/14 Police Station Design 1,8 62,622 1,8 3 9,945 22,641 3 6 2021 STM/2 Desi nStation Swing Space 255,000 177,179 77,822 g Police Swing Space 2021 STM/2 Construction 615,000 568,862 46,062 75 2022 STM-1/2 Police Station construction 32,400,000 18,078 27,251,001 5,130,921 Totals $ 35,197,622 $ 2,663,685 $ 27,402,526 $ 5,131,411 $ cu��ent as of Octobe�13,2022. Facilities-Page 20 Printed Novembe�29, 2022 Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer $ 100,000 Proj ect Management Construction $ 3,000,000 Equipment Contingency $ 300,000 Totals $ 3,400,000 $ $ $ $ CPA Amount $ $ $ $ $ Facilities-Page 21 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Proj ect Name: East Lexington Fire Station Date: 09/20/2020 Project ID: DPF-24-3 Department: Department of Public Facilities Revised: 10/3/2022 Submitted by: Michael Cronin Phone: 781 254 8958 Email: mcronin@lexingtonma.gov Description of Project: The East Lexington Fire House was built in 1951 and is roughly 5250 square feet in total size. This facility houses fire personnel and its required equipment. The facility has been modified a number of times to fit modern fire fighting equipment,but unfortunately is still not large enough for a Ladder Truck, an Ambulance and an Engine Truck. For example, the fire trucks cannot be pulled out of the garage bays because they extend past the end of the driveWay and block the sideWalk. The facility was part of the town wide conditions assessment by VFA in 2020 and received an overall grade of D. The facility needs maj or investments in all it's maj or systems including roof, HVAC, electrical,plumbing, interior finishes, etc. The $50,000 in FY2024 would be to perform a feasibility study of the site to determine if the new station could fit on the current site. *There is a$2,000,000 placeholder for site acquisition in FY2025 in case the feasibility study determines that the current site is too small and a new site would be required. Justification/Benefit: The facility was built in 1951 and no longer serves the needs of the Fire Department. The building needs many upgrades including a larger garage for the fire trucks. This may require a different site given the square footage limitations with the current site. Impact if Not Completed: Fire fighting operations could be hampered. Fire Fighting staff are currently housed in a sub standard facility. Timeframe: The proj ect could begin when funds are made available. Replacement Frequency: None. Basis for Cost Projections: Estimate based on a number of other fire station projects in the area. Stakeholders: The Lexington Community and Fire Department staff. Operating Budget Impact: The current facility requires significant investment to bring the building up to standard. When the new facility is constructed it would be limited to utility and maintenance costs, similar to the costs With the current facility. Funding Source: Cash Capital,Bonding Prior Authorizations: None. Facilities-Page 22 Printed Novembe�29, 2022 Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition $ 2,000,000 Design/Engineer $ 50,000 $ 1,000,000 Proj ect Management Construction $ 12,000,000 Equipment Contingency Totals $ 50,000 $ 2,000,000 $ 1,000,000 $ 12,000,000 $ CPA Amount $ $ $ $ $ Facilities-Page 23 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Project Name: 173 Bedford Street Renovation Date: 9/28/2022 Project ID: DPF-24-4 Department: Department of Public Facilities Revised: 10/3/2022 Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov Description of Project: After the Police Department move into their new facility, 173 Bedford Street(currently used as the temporary home for the Police Department)will need additional work in order to support another department. The building has been used as a temporary home for both the Fire and Police departments. Because of the size of both departments,they were limited to the main floor With some smaller usage on the bottom floor. Neither department Was allowed to occupy the top floor because of a lack of HVAC and accessibility. The facility Would need some basic upgrades in order to house another department. Those Would include an elevator,HVAC replacement, sprinkler system,plus a reconfiguration of the interior spaces to suit the new department. Justification/Benefit: Compliance with code. Making the entire building fully available to another department gives the Town flexibility concerning space challenges Given the next 5 years or so,there will be a number of proj ects that will benefit from the use of 173 as a swing space. Impact if Not Completed: The facility needs the renovation work or it's possible it will not be available for occupancy in the future. Timeframe: The temporary Police Station is scheduled to move out mid 2024, and renovations should begin shortly thereafter. Replacement Frequency: None. Basis for Cost Projections: Estimate given based on other proj ects and the 20 year capital plan. Stakeholders: Lexington community Operating Budget Impact: If the building is not available, those departments that would need the space Would need to find it commercially. Funding Source: Cash Capital,Bonding Prior Authorizations: None. Facilities-Page 24 Printed Novernbe�29, 2022 Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer 100,000 $ 50,000 Project Management $ 150,000 Construction $ 5,000,000 Equipment $ 250,000 Contingency $ 550,000 Totals $ 100,000 $ 6,000,000 $ $ $ CPA Amount $ $ $ $ $ Facilities-Page 25 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexln ton - FY2024-28 CPA P�o ect � J Proj ect Name: Cary Memorial Library Renovation Proj ect Date: 9/20/2022 Project ID: DPF-24-5 Department: Department of Public Facilities Revised: 10/3/2022 Submitted by: Michael Cronin Phone: (781) 698-4801 Email: mcronin@lexingtonma.gov Description of Project: The Cary Memorial Library is in need of a maj or facility renovation including a reimagining of the Children's Room layout and function and improvement of the Large Meeting Room. Children's spaces in public libraries have changed significantly since the Cary Library was designed in the late 1990s. Four factors drive these changes -advances in technology,the need for more flexible spaces,new standards in ADA/Universal Design, and an increasing urgency around safety of children in public spaces. The Large Meeting Room(LMR) adj acent to the Children's Room will also be renovated as part of this proj ect. Because children's programs draw large audiences, the LMR has become the primary programming space for children's and teen programs. The LMR renovation will include a new kitchen to allow for more cooking and STEM based programs as well as updated Audio Visual equipment and a new hearing loop. In FY2022,the library resumed work on the feasibility study that was postponed due to COVID. That work included a review of the building's HVAC system which is nearing end of life. Because the HVAC replacement will necessitate a full building closure, it makes sense to combine all of the library's capital needs into one proj ect to avoid multiple service interruptions. Additional capital needs that will be mitigated during this closure include: replacement/refurbishment of library stairways, improved ceiling insulation,roof replacement and other building interior finishes. Justification/Benefit: The library's Children's Room was designed in the late 1990s and has not been updated since the building opened in 2004. In addition to refreshing a well-worn space,this renovation will solve some safety issues in the space and make it more functional for students with disabilities (students from the LABBB Collaborative and the Cotting School visit the library weekly). Improvements to the Large Meeting Room will allow the library to meet current and future programming needs. The Library's HVAC system has become increasingly problematic and is nearing end of life. It's replacement and the conversion to clean energy is in line with the Town's priorities. Impact if Not Completed: Today's children's spaces put children at the center of the design process, and allow for a greater range of activities to be accommodated. After 18 years of wear and tear,the room needs updates to furniture, shelving, lighting, technology,restrooms, and creative spaces. Building safety issues were not a significant part of the design process in the late 90s and there are several changes needed to improve safety in the space. Without this proj ect, spaces will continue to degrade and the accessibility and safety issues will remain. Timeframe: The construction schedule should be for FY2027 and have an 18 month construction schedule. Replacement Frequency: None. Basis for Cost Projections: Total estimate of proj ects from the 20 year capital plan. Facilities-Page 26 Printed Novernbe�29, 2022 Stakeholders: Lexington community, LABBB Collaborative, Cotting School, library staff. Operating Budget Impact: No additional impact to budget. Funding Source: Cash Capital,Bonding Prior Authorizations: Town Meeting Description Authorized Expended* Encumbered* Remaining� Returned 2019/20H Renovaton Desiilnren's Room � 100,000 $ 37,848 $ 25,232 $ 36,920 g Totals $ 100,000 $ 37,848 $ 25,232 $ 36,920 $ Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer $ 1,000,000 Proj ect Management Construction $ 17,000,000 Equipment Contingency $ 2,000,000 Totals $ $ $ 1,000,000 $ 19,000,000 $ CPA Amount $ $ $ Facilities-Page 27 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Proj ect Name: Central Administration Building Demolition Date: 9/22/2022 Project ID: DPF-24-6 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: 7812748958 Email: mcronin@lexingtonma.gov Description of Project: Demolition of the current Central Office facility(Old Harrington Elementary School)to make way for new playing fields (See separate Recreation capital item). When the new Harrington Elementary School was built in 2005,the current Central Office building was supposed to be torn down for the construction of fields. When the High School proj ect begins,there will be a significant shortage of playing fields and this location will provide a replacement of up to three fields to offset the loss. Justification/Benefit: To make room for three new playing fields replacing the lost fields when the Harrington Elementary School was built in 2005. Impact if Not Completed: Significant investment is needed to replace the expired systems including windoWs,roof, HVAC, etc. Timeframe: If the building is vacated and demolished, it Would allow the Recreation Department to proceed with the plan to construct 3 playing fields before the High School fields are displaced during the construction of the new LHS. Replacement Frequency: None Basis for Cost Projections: Cost per square foot estimate. Stakeholders: Lexington community Operating Budget Impact: The impact would be reducing all operational costs to the budget. Funding Source: Cash Capital,Bonding, CPA, State Aid, Water, Sewer,Recreation, Private, Other Prior Authorizations: None. 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' ��6 ,: u �„ loi�a� �mw�✓,� ' �m�'� �(uu � ��'�nvu� u r�unmva iiuuvu� IP�ii�� Jum �(� � I vu i rrrii�000namaiw�y�irrrrr,u uuan^`� ��urd r � �I�""W��rvuuu�� w'�IN� , ' � �' m '. ,r�� UD , va�iquiJ N II. ��u ';uw �IN�"�, Pr � � ' I� y uw ouuum o i w �u�IIII +iiouuum�i i um VIV d�u��III��I '' uuuunum ,, ��muuro� n I�// � .. � . ti� ✓�f� � v,�,inriiiiiii�i�nr�ionumu�rii�urvvoi� . • i r . . . . 1 111 . . . r 1�11 1 11 Facilities-Page 30 Printed Novembe�29, 2022 N � O C� N � � � � O N � � b� '� .'�,�" N � � � � � � � a � � � � 'N � I I � O N � � � � � I I N O N � � � � � I I O N � � � � O O � O O N � � N O O � O O � O O � � � � O O � O O N O O � O O N O O r, o 0 � � � � � � � � � C� •� � � O 4� �" .'..� � �..� � �� o � � � .,__, a v � � � � �� ' � � � . � � � � � o � � '� � �" � o w � p� � � .,.� a �o � � � �., O O p a"r � � E� �..� � � � � � � N � � � � .,--, � N � � O a� � N o � � � � � � A w � � � � a ��..� � a � ,�' , �� '_'.:r��,�, � � � A � 4� � �� '3..�`�I u I •�--+ � � a„�' ^ � '�"� � � � �� y�w �wwi i�urusrw��9 ^, �U ��`"7 y'A"�66�""'".,".;,! ^ � H �T. ,..�.., ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Project Name: Stone Building Renovation and Addition Date: Sept 23, 2022 Proj ect ID: CPA-1 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: 781 254 8958 Email: mcronin@lexingtonma.gov Description of Project: To renovate the Stone building and construct an addition that would include bathrooms, an elevator, a stairwell for emergency egress, and a possible kitchen. The Renovation would restore the building floor plan interior finishes back to the recommendations of the 2009 Stone Building Historic Structures Report. The design would be expected to accommodate future tenants and their specific use. The renovation could also be flexible to customize the interior to best suit the future operations of the tenants. Justification/Benefit: Restoring the Stone Building would honor the building and it's intended use when it was originally donated to the Town. The renovation would allow for the Lyceum to be reactivated and used by the community. The rest of the building would be for purposes yet to be determined. Impact if Not Completed: The house would continue to sit and suffer continued decay. Timeframe: The proj ect would hopefully be completed before the 250 year celebration. Replacement Frequency: None Basis for Cost Projections: Square footage cost estimate. This figure will be refined When the�nal scope of the renovation is known. The building is 5000 sq. ft. and at an all in cost of$1500/sq. ft. for a historical renovation plus the addition of the bathrooms, elevator etc. Stakeholders: Lexington Community. Operating Budget Impact: No impact to the operating budget. Until a tenant is found,the impact to the operating budget would be limited to maintenance of the new facility plus utilities. Funding Source: CPA Prior Authorizations: None. Facilities-Page 32 Printed Novernbe�29, 2022 Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer $ 1,000,000 Proj ect Management Construction $ 10,000,000 Equipment Contingency Totals $ 1,000,000 $ 10,000,000 $ $ $ CPA Amount $ 1,000,000 $ 10,000,000 $ $ $ Facilities-Page 33 Printed Novembe�29, 2022